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Business Central PDF
Business Central PDF
Business Central is a business management solution for small and mid-sized organizations that automates and
streamlines business processes and helps you manage your business. Highly adaptable and rich with features,
Business Central enables companies to manage their business, including finance, manufacturing, sales, shipping,
project management, services, and more. Companies can easily add functionality that is relevant to the region of
operation, and that is customized to support even highly specialized industries.
If you already have Business Central, then sign in at https://businesscentral.dynamics.com. Otherwise, get the
overview, take the guided tour, and then start a free trial. For more information about onboarding to Business
Central, see Getting Ready for Doing Business.
TIP
Did you land here from inside Business Central? If you are not sure where to find what you are looking for, you can filter
by titles in the navigation pane to the left, or you can use the Search field at the top of the browser window.
You can also use the search capabilities in Business Central to find relevant documentation. For more information, see
Finding Pages and Information with Tell Me.
Overview
Business Central is fast to implement, easy to configure, and simplicity guides innovations in product design,
development, implementation, and usability. In the navigation panel to the left, you can find information about
using Business Central in your company. Find links to descriptions of the most commonly used capabilities in
the Business Processes section.
Business Central includes tooltips for fields and actions and teaching tips for some of the most important pages
that can help guide you through the various business processes. On each tooltip and teaching tip, choose the
Learn more link to open Help for the page in question. On all pages, use Ctrl+F1 on your keyboard to open
Help for the page in question. On any device, the question mark in the upper right corner opens the Help and
Suppor t page, and you can get to product Help from there as well.
You can also visit our video library, or start with the Get started with Microsoft Dynamics 365 Business Central
learning path on Microsoft Learn.
NOTE
Unless otherwise specified, the content on the Docs.microsoft.com site reflects the latest version of Business Central
online. If your organization uses a different version of Business Central online, then some capabilities might not yet be
available. Also, if your organization uses Business Central on-premises, you might be using an earlier version. For more
information, see Frequently Asked Questions.
The following sections point to key articles that can help you get familiar with Business Central.
Business Processes
Getting Ready for Doing Business
Setting up Business Central
Working with Business Central
Administration
Business Process Walkthroughs
Application Design Details
Customize Business Central
Business Functionality
Finance
Sales
Purchasing
Inventory
Project Management
Fixed Assets Overview
Relationship Management
Human Resources
Production Planning
Assembly Management
Manufacturing
Warehouse Management
Service Management
General Business Functionality
Local Functionality
Learn
Find free e-learning content for Business Central on Microsoft Learn.
You can also view videos of new and commonly used capabilities in our video library. For more information, see
Visit Our Video Library.
Community Resources
Microsoft Dynamics 365 Business Central Community
Microsoft Dynamics 365 Business Central on the Dynamics 365 blog
Microsoft Dynamics 365 Release Plans
Microsoft Dynamics 365 Business Central Roadmap
Microsoft Partner Network (requires Microsoft Partner Network membership account)|
IMPORTANT
Wondering about upcoming and recently released capabilities in Dynamics 365 Business Central?
Check out the latest version of the release plan. We've captured all the details, end to end, top to bottom, which you can
use for planning. For each version, you can get the release plan as a single PDF.
You can always refer to the release plan for an overview of new and upcoming functionality. Here in the
documentation, you can then find topics that can help you learn about new and existing features in the default
version of Dynamics 365 Business Central.
The following list provides information about the latest versions of Business Central.
2021 release wave 1
2020 release wave 2
2020 release wave 1
You can also explore the Dynamics 365 Business Central Capabilities site, and the Dynamics 365 Business
Central Roadmap site.
See Also
Visit Our Video Library
Resources for Help and Support
Dynamics 365 Business Central on Microsoft Learn
Dynamics 365 Business Central Capabilities
Dynamics 365 Business Central Roadmap
Dynamics 365 Blog
Business Central pricing
Dynamics 365 Business Central Community
Business Central provides functionality for common business processes in small and mid-sized companies,
mainly within wholesale and professional services. However, more complex processes, such as assembly,
manufacturing, service, and directed warehouse management are also supported.
Business Central includes standard configurations for most business processes, but you can change the
configuration to suit your business' needs. From your Role Center, you can access assisted setup guides that
help you configure certain scenarios and add features to Business Central. Several areas of business
functionality must be set up manually. For more information, see Setting Up Business Central.
TO SEE
Make and collect payments, manage your cash flow, defer Finance
income and revenue, prepare year-end closing, and manage
fixed assets.
Create jobs and schedule resources for project, manage job Project Management
budgets, monitor progress, and track machine and employee
hours.
Manage and support your sales efforts and focus your Relationship Management
interactions on preferred customers and contacts.
Put sellable items together in simple steps to make a new Assembly Management
item, such as a kit.
TO SEE
Ensure an effective flow of goods that are received and Warehouse Management
shipped.
Schedule service calls and set up service orders, and track Service Management
repair parts and supplies.
Enable users to exchange data with external sources during Exchanging Data Electronically
daily tasks, such as sending/receiving electronic documents,
importing/exporting bank files, and updating currency
exchange rates.
See Also
Explore Dynamics 365 Business Central capabilities
Administration
Setting Up Business Central
Getting Ready for Doing Business
Working with Business Central
Business Central Learning Catalog
4/1/2021 • 2 minutes to read • Edit Online
Find the right online training, in person workshops, and events for your role as a Business Central user or
partner.
Business decision maker
Do you decide whether to invest in new technologies?
Learn the business value of Business Central (Free, self-paced online learning path)
Get started (Free, self-paced online learning path)
Explore Dynamics 365 Business Central Capabilities
Business Central videos on YouTube
Business user
Did you just get a new application to use?
Get started (Free, self-paced online learning path)
Business Central learning paths (Free, self-paced online learning paths)
Business Central videos on YouTube
Developer
Do you need to write code to integrate with other data sources, extend core system functionality, or build a
complex application?
Business Central learning paths (Free, self-paced online learning paths)
Developer documentation
Functional Consultant
Are you an implementation expert for a business domain?
Business Central learning paths (Free, self-paced online learning paths)
Business Central videos on YouTube
Business Process Walkthroughs
6/8/2021 • 2 minutes to read • Edit Online
This selection of walkthroughs provides step-by-step, end-to-end business processes that you can perform
using the CRONUS demonstration company. The walkthroughs consist of multiple procedures, some of which
would normally be performed by one user, while others incorporate several different user roles. In order to
simulate the working environment, some of the walkthroughs contain setup steps necessary to complete the
exercises as described. These steps can provide insight into the kind of information users need to share with
their company's IT professionals.
The walkthroughs are complete scenarios, and should be performed from beginning to end for the greatest
benefit. Many are based on Business Central demonstrations, and enable you to try those procedures yourself,
at your own pace.
NOTE
Some of the walkthroughs require sample data that is not available in the default demonstration company in Business
Central.
TO SEE
Use prepayments to manage part payments for sales and Walkthrough: Setting Up and Invoicing Sales Prepayments
purchases.
Set up approval users, when and how the users receive Walkthrough: Setting Up and Using a Purchase Approval
notification about approval workflows, and then modify and Workflow
enable the relevant approval workflow.
Plan a project, from start to finish. Walkthrough: Managing Projects with Jobs
Report on the costs of a project. Walkthrough: Calculating Work in Process for a Job
Pick items for shipment in basic warehouse configurations. Walkthrough: Picking and Shipping in Basic Warehouse
Configurations
Export business data for auditing purposes in Germany. Walkthrough: Exporting Data for a Digital Audit
See Also
Working with Business Central
A campaign is any kind of activity that involves several contacts. An important part of setting up a campaign
involves selecting the target audience for your campaign. For this purpose, in Business Central, you create a
segment, or a group of contacts using filters.
You use these features in Sales & Marketing to carefully plan your marketing activities and to manage your
interactions with contacts and customers. You can create campaigns and set up segments of your contacts for
mailings and other types of interactions with your contacts and prospective customers.
The Campaign and Segment features with their automated processes enable you to plan, organize, and keep
track of your marketing activities. This will increase the chances of winning new customers and retaining
existing customers.
Roles
This walkthrough demonstrates tasks that are performed by the following user roles:
Marketing Manager or Sales Manager
Marketing Staffer
Prerequisites
Before you can perform the tasks in the walkthrough, you must install the Business Central.
Story
The marketing manager in the Sales department of CRONUS is responsible for planning campaigns and for
executing them. He also makes decisions about which trade shows to participate in and he evaluates campaign
progress.
The marketing staffer in the Marketing department handles producing, distributing, and placing marketing
material.
The company has just launched a new product called the Rome Guest Chair. The product was recently promoted
at a trade show, Office Futurus. Many customers expressed great interest in the product, and as part of a
promotional effort, customers who bought Rome Guest Chair during a campaign period were offered a special
campaign price.
One of the marketing staffer’s tasks after the trade show is to enter all the potential customers as contacts.
The marketing manager sets up a campaign, creates a segment that contains all the new contacts and then
mines the contact data to select the target audience for the campaign.
The staffer helps send out thank you letters to all the contacts who left their cards with the staff at the stand, and
finally, the manager records all the responses they receive from the prospective customers.
Setting Up a Campaign
As soon as the staffer has entered the business cards received at the trade show, the marketing manager sets up
a campaign card to manage the activities involved in the campaign.
To set up a campaign
1. Choose the icon, enter Campaigns , and then choose the related link.
2. Choose the New action to create a new campaign. On the campaign card, press Enter to have a campaign
number automatically inserted.
3. In the Description field, enter a description for the campaign, for example, Office Futurus trade show .
4. Choose the Status Code field, and select the status code "1-PLAN".
5. Fill in the Star ting Date and Ending Date fields of the campaign as appropriate.
NOTE
You can save your segmentation criteria to be reused at a later stage.
NOTE
If you have to reverse this removal of a group of contacts, you can do this using the Go Back function. In other words,
you can undo your last segmentation.
NOTE
If needed click on the Edit Pencil icon to open the page in edit mode.
1. Open the Segment card for the Visitors at the FUTURUS trade show .
2. On the Interaction FastTab, in the Interaction Template Code field, select the Business Letter template
code BUS and select Yes .
3. Choose the Language Code (Default) field to open the Segment Interaction Languages page. Select a
Language Code and then choose the OK button.
4. Make sure that the Correspondence Type (Default) is set to Hard Copy .
5. In the Attachment field select the Ellipsis box. This opens the Import Attachment dialog.
a. Select the Choose button to choose your file.
b. Find the file and select the Open button to attach it.
6. In the Subject (Default) field, enter the following example text: Thank you for visiting the trade show .
Press the Tab key to leave the field, and select the Yes button.
7. Slide the Send Word Docs as Attmt to on and select the Yes button.
8. Choose the action Log . In the Log Segment pop-up window enable: Create Follow-up Segment
9. Choose the OK button to start the Log Segment batch job .
The attachments are sent. When the process is done, choose the OK button for the message that states that the
segment has been logged.
The letters are automatically printed and the segment is logged. Because the segment has been logged, it is no
longer in the list of segments but is moved to the list of logged segments. To see that list, Choose the icon,
enter Logged Segments , and then choose the related link.
After the segment is logged, each letter that is sent is recorded as an interaction, which you can view in the log.
Choose the icon, enter Interaction Log Entries , and then choose the related link. There is an entry for each
sent letter.
To send an email message to a contact
1. On the Interaction FastTab, in the Interaction Template Code field, select the Business Letter template,
code BUS .
2. In the Subject (Default) field, enter the following example text: Thank you for visiting the trade show .
3. In the Correspondence Type field, choose E-Mail .
4. Specify language settings, and attach a Word document, as in the previous procedure.
5. Choose the Log action. The Log Segment page opens.
6. Select the Send Attachments check box to have the attachments sent by email.
7. Select the Create Follow-up Segment check box.
8. Choose the OK button.
The letters are automatically sent by email, and the segment is logged. Because the segment has been logged, it
is no longer in the list of segments but is saved in the list of logged segments. To see that list, Choose the icon,
enter Logged Segments , and then choose the related link.
Registering Campaign Responses
During the next couple of weeks, the prospective customers respond to the letter. The marketing manager wants
to keep track of the responses and record these interactions.
For this purpose, set up a segment for the contacts who have responded to the letter.
To register campaign responses
1. On the Segment page, on the Interaction FastTab, choose the Interaction Template Code field.
There is no interaction template for recording responses to campaigns. Therefore, create a new template.
2. On the Interaction Templates dropdown, choose the New action.
3. In the Code field, enter RESP , and in the Description field, enter Campaign Responses .
4. Choose the OK button.
5. Choose Yes to confirm that you want to apply this interaction template code to all segment lines.
6. On the Campaign FastTab, select the Campaign Response field. Choose Yes to confirm the message You
have modified Campaign Response.
7. On the Segment page, choose the Log action.
8. On the Log Segment page, clear the Send Attachments check box. Then choose the OK button to confirm
the message that the segment has been logged.
See Also
Relationship Management
Business Process Walkthroughs
Working with Business Central
Walkthrough: Setting Up and Invoicing Sales
Prepayments
6/8/2021 • 9 minutes to read • Edit Online
Prepayments are payments that are invoiced and posted to a sales or purchase prepayment order before final
invoicing. You may require a deposit before you manufacture items to order, or you may require payment before
you ship items to a customer. You use the prepayments functionality in Business Central to invoice and collect
deposits that are required from customers or remit deposits to vendors. Thus, you can make sure that all
payments are posted against an invoice.
Prepayment requirements can be defined for a customer or vendor for all items or selected items. After you
complete the required setup, you can generate prepayment invoices from sales and purchase orders for the
calculated prepayment amount. You can change the default amounts on the invoice as needed. For example, you
can send additional prepayment invoices if additional items are added to the order.
Story
Phyllis is an accounting manager. She makes decisions about which customers are required to pay a deposit
before items are manufactured or shipped. Phyllis sets up Business Central to calculate prepayments
automatically.
Susan is a sales order processor. When a customer calls to place an order, she enters the order into the system
while the customer is on the telephone. This way, she can verify prices and payment terms with the customer
immediately, and she can make adjustments to the order while she negotiates with the customer.
Arnie works in the Accounts Receivable department, where he posts invoices and payments.
In this scenario, Phyllis sets up prepayment requirements for the customer Selangorian, based on their credit
history, and gives Susan instructions for how to handle their orders.
When the customer calls, Susan negotiates with the customer until they reach an agreement. She can then
choose to calculate the prepayment in several different ways.
After Susan sends the prepayment invoice, the customer orders an extra item. Susan updates the order and
creates a second prepayment invoice.
Arnie registers the customer's payment and applies it to the invoices, and then sends the final invoice.
Setting Up Prepayments
Phyllis sets up the system to handle prepayments for customers.
Phyllis decides to have the same number series for prepayments as the one used for sales invoicing.
Phyllis sets application to check if prepayments are required before final invoicing on an order.
Phyllis sets up default values for a required prepayment percentage for particular items and customers.
The following procedures describe how to complete Phyllis' tasks:
To set up number series for prepayments
1. Choose the icon, enter Sales & Receivables Setup , and then choose the related link.
2. On the Sales & Receivables Setup page, expand the Number Series FastTab.
3. Verify that the number series for posted prepayment invoices in the Posted Prepmt. Inv. Nos. field is the
same as for posted sales invoices (Posted Invoice Nos.) and the number series for posted prepayment
credit memos (Posted Prepmt. Cr. Memo Nos.) is the same as for posted credit memos (Posted Credit
Memo Nos.).
To block shipments for unpaid prepayment
1. On the Sales & Receivables Setup page, on the General FastTab, select the Check Prepayment when
Posting check box.
Now you cannot ship or invoice an order that has an unpaid prepayment amount.
By default, Phyllis requires customer 20000 to be invoiced for a 30% down payment on all orders. Therefore,
she will enter a default prepayment percentage on the customer card.
Phyllis requires all customers to be invoiced a 20% deposit for item 1896-S. Customer 20000 has a poor
payment history. Therefore, she requires a 40% prepayment from customer 20000 for item 1896-S. The
following procedure illustrates how to set up default prepayment percentages.
To assign default prepayment percentages to customers and items
1. Choose the icon, enter Customers , and then choose the related link.
2. Open the card for customer 20000 (Trey Research).
3. In the Prepayment % field, enter 30 .
4. Select Related then select Sales then Prepayment Percentages
5. Fill in two lines on the Sales Prepayment Percentages page as follows.
SA L ES T Y P E SA L ES C O DE IT EM N O. P REPAY M EN T %
IMPORTANT
Depending on your country/region, you must also specify a tax group code on the Invoicing FastTab for item
1896-S.
6. Close all pages.
To specify an account for sales prepayments in general posting setup
1. Choose the icon, enter General Posting Setup , and then choose the related link.
2. Select the line where the Gen. Bus. Posting Group field is set to DOMESTIC , and the Gen. Prod. Posting
Group field is set to RETAIL .
3. In the Sales Prepayments Account field, specify the relevant account. Your selection is automatically
saved.
TYPE N O. Q UA N T IT Y
Item 1896-S 1
Item 1900-S 1
By default, the prepayment fields on the sales line are hidden, so you must display them. To do this you
need to personalize the page. For more information, see To start personalizing a page through the
Personalizing banner.
6. Verify that the Prepayment % field on the line with item 1900-S contains 30 . The default value was
taken from the sales header, which was populated from the customer card.
The Prepayment % field on the line with item 1896-S contains 40 . This is the percentage you entered
on the Sales Prepayment Percentages page for item 1896-S and customer 20000 .
For more information, see Set Up Prepayments.
7. In the Order action, choose Statistics .
8. On the Prepayment FastTab, the Prepmt. Line Amount Excl. VAT field contains 458.16 . If you create
a prepayment invoice for the order now, then this is the amount that is displayed on the invoice.
In this scenario, Susan has been instructed to suggest a total prepayment of 800 for the order.
IMPORTANT
Depending on your country/region, the following step might not apply.
9. Change the amount in the Prepmt. Line Amount Excl. Tax field to 800 and then close the page.
10. Verify the Prepayment % field on the sales lines, and you will see that it has been recalculated to
67.02438 and 67.02282 .
The recalculation includes all lines that have a prepayment percentage that is greater than 0.
Now the customer asks if the prepayment percent can be set to 35%. Susan's supervisor approves the
change.
11. On the Sales Order page, on the Prepayment FastTab in the Prepayment % field, enter 35 .
12. In the warning that appears, choose the Yes button. A rate of 35% will be applied as the payment
percentage for the whole order.
13. Verify that the lines have been updated accordingly.
NOTE
Susan would select Post and Print Prepmt. Invoice and mail the invoice the customer.
F IEL D N A M E EN T ER
NOTE
Normally, the shipping department would have already posted the shipment.
Arnie can view the history to verify that the sales invoice was created as intended.
1. Choose the icon, enter Posted Sales Invoices , and then choose the related link.
Next Steps
This walkthrough has taken you through steps to set up Business Central to handle prepayments. You have set
up default prepayment percentages on customers and items, and you have also used different methods to
calculate the prepayments on an order. You have tried to assign one total prepayment amount to the order, and
you have had the prepayment amount calculated as a percentage of the whole order.
You have also posted a prepayment invoice, created a second prepayment invoice when the order has changed,
and posted the final invoice for the remaining amount.
The prepayments functionality in Business Central makes it easy to set up and enforce prepayment rules for
customers and items, and it enables you to post every payment against an invoice.
See Also
Invoicing Prepayments
Finance
Working with Business Central
Business Process Walkthroughs
Walkthrough: Setting Up and Using a Purchase
Approval Workflow
5/26/2021 • 6 minutes to read • Edit Online
You can automate the process of approving new or changed records, such as documents, journal lines, and
customer cards, by creating workflows with steps for the approvals in question. Before you create approval
workflows, you must set up an approver and substitute approver for each approval user. You can also set
approvers' amount limits to define which sales and purchase records they are qualified to approve. Approval
requests and other notifications can be sent as email or internal note. For each approval user setup, you can also
set up when they receive notifications.
NOTE
In addition to the Workflow functionality within Business Central, you can use Power Automate to define workflows for
events in Business Central. Note that although they are two separate workflow systems, any flow template that you
create with Power Automate is added to the list of workflow templates within Business Central. For more information, see
Using Business Central in an Automated Workflow.
You can set up and use workflows that connect business-process tasks performed by different users. System
tasks, such as automatic posting, can be included as steps in workflows, preceded or followed by user tasks.
Requesting and granting approval to create new records are typical workflow steps. For more information, see
Workflow.
Story
Sean is a super user at CRONUS. He creates two approval users. One is Alicia who represents a purchasing
agent. The other is himself representing Alicia's approver. Sean then gives himself unlimited purchase approval
rights and specifies that he will receive notifications by internal note as soon as a relevant event occurs. Last,
Sean creates the required approval workflow as a copy of the existing Purchase Order Approval Workflow
workflow template, leaves all existing event conditions and response options unchanged, and then enables the
workflow.
To test the approval workflow, Sean first signs in to Business Central as Alicia, and then requests approval of a
purchase order. Sean then signs in as himself, sees the note on his Role Center, follows the link to the approval
request for the purchase order, and approves the request.
Users
Before you can set up approval users and their notification method, you must make sure that two users exist in
Business Central: One user will represent Alicia. The other user, yourself, will represent Sean. For more
information, see Create Users According to Licenses.
Setting Up Approval Users
When signed in as yourself, set Alicia up as an approval user whose approver is yourself. Set up your approval
rights and specify how and when you are notified of approval requests.
To set up yourself and Alicia as approval users
1. Choose the icon, enter Approval User Setup , and then choose the related link.
2. On the Approval User Setup page, choose the New action.
NOTE
You must set up an approver before you can set up users who require that approver's approval. Therefore, you
must set up yourself before you set up Alicia.
3. Set up the two approval users by filling the fields as described in the following table.
YOU Selected
ALICIA YOU
Setting Up Notifications
In this walkthrough, the user is notified by internal note about requests to approve. Approval notification can
also be by email, and you can add a workflow response step that notifies the sender when a request is approved
or rejected. For more information, see Specify When and How to Receive Notifications.
To set up how and when you are notified
1. On the Approval User Setup page, select the line for yourself, and then choose the Notification Setup
action.
2. On the Notification Setup page, in the Notification Type field, choose Approval .
3. In the Notification Method field, choose Note .
4. On the Notification Setup page, choose the Notification Schedule action.
5. On the Notification Schedule page, in the Recurrence field, select Instantly .
TIP
Optionally, add a workflow response step to notify the sender when their request is approved or rejected. For more
information, see Specify When and How to Receive Notifications.
See Also
Set Up Approval Users
Setting Up Workflow Notifications
Create Workflows
Use Approval Workflows
Workflow
Using Business Central in an Automated Workflow
Walkthrough: Managing Projects with Jobs
6/8/2021 • 18 minutes to read • Edit Online
This walkthrough introduces you to the project management features in jobs. Jobs are a way for you to schedule
the usage of your company's resources and to keep track of the various costs associated with the resources on a
specific project. Jobs involves the consumption of employee hours, machine hours, inventory items, and other
types of usage that you may want to track as a job progresses.
This walkthrough covers the setup of a new job in addition to some common tasks such as handling fixed
pricing, making payment by installments, posting invoices from jobs, and copying jobs.
Roles
This walkthrough includes tasks for the following roles:
Project Manager
Project Team Member
Prerequisites
Before you can perform the tasks in the walkthrough, you must do the following:
Install the CRONUS demonstration database.
Create sample data by using the steps in the following section.
Story
This walkthrough focuses on CRONUS, a design and consultancy firm that designs and fits new infrastructures,
such as conference halls and offices, with furniture, accessories, and storage units. Most of its work is project
oriented. Prakash is a project manager at CRONUS. He uses jobs to give him an overview of each ongoing job
that CRONUS has started, as well as the jobs that are completed. He is usually the one who sets up deals with
customers and enters the core of the job, which is task and planning lines in addition to prices, into Business
Central. He finds that creating, maintaining, and reviewing information is straightforward. Prakash also likes the
way Business Central enables copying jobs and payment by installments.
Tricia, a project team member who reports to Prakash, is responsible for monitoring the job day-to-day. She
enters her own work in addition to the work performed by technicians on every task. She records the items that
they have used and the costs that they have incurred.
Setting Up a Job
In this scenario, CRONUS has won a contract with a customer, Progressive Home Furnishings, to design a
conference and dining hall. The customer is based in the United States and the project will require special
software. The project manager reaches an agreement with the customer and creates a job that covers the
agreement.
To set up a job
1. Choose the icon, enter Jobs , and then choose the related link.
2. Choose the New action to create a new card.
3. On the General FastTab, enter the following information:
Description : Advising on conference hall setup
Bill-to-Customer No.: 01445544
4. On the Posting FastTab, enter the following information:
Status : Planning
Job Posting Group : Setting Up
WIP Method : Cost Value
5. On the Duration FastTab, type today's date into the Star ting Date and Ending Date fields. These dates
will help apply currency conversions when the job is invoiced.
6. On the Foreign Trade FastTab, set the currency code to USD . If you select USD in the Invoice Currency
Code field, then the job will be invoiced in U.S. dollars and planned in the local currency of CRONUS only.
You can customize the pricing for customers on a per job basis, depending on the agreements you have set up.
In the next procedure, the project manager specifies a cost for Tricia's time, sets the price for the required
software, and adds in the travel costs that the customer has agreed to pay.
To customize pricing
1. From the job card, choose the Resource action.
2. On the Job Resource Prices page, enter the following information:
Code : Tricia
Unit Price : 20
3. Close the page.
4. Choose the Item action.
5. On the Job Item Prices page, enter the following information and customized price:
a. Item No.: 80201 (Graphic Program)
b. Unit Price : 200
6. Close the page.
7. Choose the G/L Account action.
8. On the Job G/L Account Prices page, enter the following information and the cost of travel, for which
the customer has agreed to pay cost plus 25 percent:
a. G/L Account : 8430 (Travel)
b. Unit Cost Factor : 1.25
9. Close the page.
The final steps in setting up a job are adding the job tasks and the planning lines that are part of each task. The
planning lines determine what is invoiced to the customer.
To add job tasks
1. On the Job card for the new job, choose the Job Task Lines action.
2. The following table describes the information that you should enter in the fields.
JO B TA SK N O. DESC RIP T IO N JO B TA SK T Y P E
3. To show that some tasks are subcategories of other tasks, choose the Indent Job Tasks action.
A planning line can be one of the following types:
Budget : Added to the schedule, but not invoiced.
Billable : Invoiced, but not added to the schedule.
Both Budget and Billable : Invoiced and added to the schedule.
In this walkthrough, the project manager uses Both Budget and Billable . He creates three planning lines for
task 1010, and two planning lines for task 1020.
To create planning lines
1. Select line 1010, and then choose the Job Planning Lines action.
2. Create planning lines with the following information:
P L A N N IN G
L IN E L IN E T Y P E DAT E TYPE N O. Q UA N T IT Y UN IT P RIC E
Close the page. The totals are updated on the Job Task Lines page.
3. Select line 1020, and then choose the Job Planning Lines action. Enter the following information:
P L A N N IN G
L IN E L IN E T Y P E DAT E TYPE N O. Q UA N T IT Y UN IT P RIC E
4. Close the page. Totals are updated on the Job Task Lines page.
L IN E L IN E T Y P E TYPE N O. Q UA N T IT Y
Copying Jobs
Prakash has reached an agreement with a customer, Selagorian Ltd, to set up 10 conference rooms. The
agreement resembles an earlier job. Therefore, it will save time to copy that earlier job.
On the Copy Job page, you can select the job and task lines that you want to copy. You can also select to copy
the source job ledger entries, which creates planning lines based on actual usage, or you can copy the source job
planning lines, which copies the original planning lines to the new job. You can then choose what planning line
or ledger entry line type that you want to include, selecting only what is relevant to this new job. Finally, you can
select the job that you want to copy to and define whether prices and quantities should be copied as well.
To copy a job
1. Choose the icon, enter Jobs , and then choose the related link.
2. Choose the New action to create a new job. Enter the following information:
Description : Setting up 10 Conference Rooms
Bill-To Customer No.: 20000
3. Choose the Copy Job Tasks from action.
4. On the Copy Job Tasks page, enter the following:
Job No.: Guildford
Job Task No. From : 1000
Source : Job Planning Lines
Incl. Planning Line Type : Budget + Billable
To Job No.: GuildfordSetting up 10 Conference Rooms
Select the Copy Dimensions and Copy Quantity fields.
5. Choose the OK button to copy the job, and then choose the OK button to close the confirmation page.
By comparing prices, job task lines, and job planning lines for the two jobs, you can see that the information was
successfully copied.
L IN E JO B TA SK N O. DESC RIP T IO N JO B TA SK T Y P E
5. Choose task 1000, and then choose the Job Planning Lines action.
6. Create a planning line with the following information:
P L A N N IN G
L IN E L IN E T Y P E DAT E TYPE N O. Q UA N T IT Y UN IT P RIC E
P L A N N IN G
L IN E L IN E T Y P E DAT E TYPE N O. Q UA N T IT Y
Close the page. On the Job Task Lines page, you can see the schedule amounts have been updated.
9. Choose task 32000, and then choose the Job Planning Lines action.
10. Create a planning line with the following information:
P L A N N IN G
L IN E L IN E T Y P E DAT E TYPE N O. Q UA N T IT Y UN IT P RIC E
Next Steps
This walkthrough has taken you through some of the basic steps of working with jobs in Business Central. You
have learned about how to create a new job, how to copy a job, and how to handle payments. Also, you have
seen a demonstration of how to track hours and create invoices.
See Also
Business Process Walkthroughs
Setting Up Project Management
Use Resources
Monitor Progress and Performance
Invoice Jobs
Working with Business Central
Walkthrough: Calculating Work in Process for a Job
6/8/2021 • 8 minutes to read • Edit Online
With jobs, you can schedule the usage of your company's resources and keep track of the various costs
associated with the usage of resources on a specific project. Jobs involve the consumption of employee hours,
machine hours, inventory items, and other types of usage that have to be tracked as a job progresses. If a job
runs over a long period, you may want to transfer these costs to a Work in Process (WIP) account on the balance
sheet while the job is being completed. You can then recognize the costs and sales in your income statement
accounts when it is appropriate.
Roles
This walkthrough uses the project team member (Tricia) as the persona.
Prerequisites
Before you can perform the tasks in the walkthrough, the Business Central must be installed on your computer.
Story
This walkthrough focuses on CRONUS International Ltd., a design and consultancy firm that designs and fits
new infrastructures, such as conference halls and offices, with furniture, accessories, and storage units. Most of
the work at CRONUS is project-oriented and Tricia, a project team member, uses jobs to have an overview of
each ongoing job that CRONUS has started and also the jobs that are completed. Some of the jobs can be very
lengthy and can run over months. Tricia can use a WIP account to record the work in process and to track the
costs throughout the job.
Calculating WIP
CRONUS has taken on a lengthy project that has now extended across reporting periods. Tricia, a project team
member, calculates the work in process (WIP) to make sure that the financial statement of the company will be
accurate.
During this procedure, Tricia will select a specific group of tasks that will be included in the WIP calculation. On
the Job Task Lines page, she can specify these lines in the WIP-Total column.
The following table describes the three options.
Total Defines the range or group of tasks that are included in the
WIP and recognition calculation. Within the group, any job
task with Job Task Type set to Posting will be included in
the WIP Total, unless its WIP-Total field is set to Excluded .
Excluded Applies only to a task with Job Task Type of Posting . The
task is not included when WIP and recognition are
calculated.
In the following walkthrough, Tricia applies the Cost Value method, her company standard, to calculate WIP. She
specifies what part of the job will be included in the WIP calculation by assigning WIP-Total values to various job
task lines.
To calculate WIP
1. Choose the icon, enter Jobs , and then choose the related link.
2. In the Jobs list, select the Deerfield job, and then choose the Edit action. This will open the job card in
edit mode.
WIP can be calculated based on Cost Value, Sales Value, Cost of Sales, Percentage of Completion, or
Completed Contract. In this example, CRONUS uses the Cost Value method.
3. On the Posting FastTab, choose the WIP Method field, and then select Cost Value .
4. Choose the Job Task Lines action and set the following values in the WIP-Total field.
The following table describes the values.
JO B TA SK N O. W IP - TOTA L F IEL D
1130 Excluded
1190 Total
1210 Excluded
1310 Excluded
5. Choose the WIP action, and then choose the Calculate WIP action.
6. On the Job Calculate WIP page, you can select a job that you want to calculate WIP. On the Job FastTab,
select Deerfield in the No. field.
7. In the Posting Date field, enter a date that is later than the work date.
8. In the Document No. field, enter 1 . This creates a document that you can refer to later for traceability.
9. Choose the OK button to run the batch job. A message is displayed. Choose the OK button to continue.
Close the Job Task Lines page.
NOTE
The message states that there are warnings associated with the WIP calculation. You will review the warnings in
the next procedure.
10. On the Job card, expand the WIP and Recognition FastTab to see the calculated values. You can also see
the WIP Posting Date and the values that have been posted to the general ledger, if any.
Notice that the value for Recog. Costs Amount is 215.60 in the To Post column. This reflects the total costs of
two of the items in the group of job tasks 1110 – 1130. The third item was set to Excluded , and therefore is not
included in the WIP calculation.
To review WIP warnings
1. Choose the icon, enter Job WIP Cockpit , and then choose the related link.
2. Select the Deerfield job, and then choose the Show Warnings action.
3. On the Job WIP Warnings page, review the warning associated with the job.
After the accounting period ends, Tricia has to recalculate the WIP to include completed work to this point.
To recalculate WIP
1. On the Job card, choose the WIP Entries action to view the WIP calculation.
The Job WIP Entries page shows the WIP entries that were last calculated on a job, even if WIP has not
yet been posted to the general ledger.
2. You can follow the steps in the procedure that explains how to calculate WIP to recalculate WIP. Every
time WIP is calculated, an entry is created on the Job WIP Entries page.
3. Close the page.
NOTE
Work in Process and Recognition is only calculated. It is not posted to the general ledger. To do so, you must run Post
WIP to G/L batch job after you have calculated the WIP and Recognition.
NOTE
Suppose Tricia calculated and posted WIP for a job with incorrect dates. Following the method that was discussed
earlier, she can reverse the incorrect postings, correct the dates, and repost to the general ledger.
Next Steps
This walkthrough has taken you through the steps of calculating WIP in Business Central. In larger jobs, it may
be useful to transfer the costs to a WIP account periodically while the job is being completed. This walkthrough
has shown you how to exclude task lines from a calculation. It also shows you when you would have to
recalculate. And finally, this walkthrough demonstrates how to post the WIP to the general ledger. An example of
how to reverse a WIP posting to the general ledger is also included.
See Also
Business Process Walkthroughs
Walkthrough: Managing Projects with Jobs
Understanding WIP Methods
Monitor Progress and Performance
Working with Business Central
Walkthrough: Picking and Shipping in Basic
Warehouse Configurations
6/8/2021 • 4 minutes to read • Edit Online
In Business Central, the outbound processes for picking and shipping can be performed in four ways using
different functionalities depending on the warehouse complexity level.
C O M P L EXIT Y
L EVEL ( SEE
DESIGN DETA IL S:
IN B O UN D WA REH O USE
M ET H O D P RO C ESS B IN S P IC K S SH IP M EN T S SET UP )
Roles
This walkthrough demonstrates tasks that are performed by the following user roles:
Warehouse Manager
Order Processor
Warehouse Worker
Story
Ellen, the warehouse manager at CRONUS, sets up SOUTH warehouse for basic pick handling where warehouse
workers process outbound orders individually. Susan, the order processor, creates a sales order for 30 units of
item 1928-S to be shipped to customer 10000 from the SOUTH Warehouse. John, the warehouse worker must
make sure that the shipment is prepared and delivered to the customer. John manages all involved tasks on the
Inventor y Pick page, which automatically points to the bins where 1928-S is stored.
By default, the Bin Code field on the sales lines are hidden, so you must display it. To do this you need to
personalize the page. For more information, see To start personalizing a page through the Personalizing
banner.
3. Choose Actions , then Posting , and then choose Post .
4. Select the Yes button.
IT EM LO C AT IO N C O DE Q UA N T IT Y
1928-S SOUTH 30
Proceed to notify the warehouse that the sales order is ready for warehouse handling.
4. Choose the Release action.
John proceeds to pick and ship the sold items.
See Also
Pick Items with Inventory Picks
Pick Items for Warehouse Shipment
Set Up Basic Warehouses with Operations Areas
Move Components to an Operation Area in Basic Warehouse Configurations
Pick for Production or Assembly
Move Items Ad Hoc in Basic Warehouse Configurations
Design Details: Outbound Warehouse Flow
Business Process Walkthroughs
Working with Business Central
Walkthrough: Making Cash Flow Forecasts by Using
Account Schedules
4/1/2021 • 5 minutes to read • Edit Online
This walkthrough describes how you can use account schedules to make cash flow forecasts. Account schedules
perform calculations that cannot be done directly in the chart of cash flow accounts. In the account schedules,
you can set up subtotals for cash flow receipts and disbursements. These subtotals can be included in new totals
that can then be used in making cash flow forecasts.
Roles
This walkthrough demonstrates tasks that are performed by the following user role:
Controller
Story
Ken is a controller at CRONUS who makes monthly cash flow forecasts. He includes finance, sales, purchase, and
fixed assets in the forecast, and then he presents it to CFO Sara for business insight.
TIP
Using the Inser t CF Accounts function, you can quickly mark the cash flow accounts from the chart of cash flow
accounts and copy them to account schedule lines.
R10 Open sales Cash Flow 20 Net Change Net Amount Yes
orders Entry
Accounts
R10 Fixed assets Cash Flow 50 Net Change Net Amount Yes
disposal Entry
Accounts
R20 Total Cash Formula R10 Net Change Net Amount Yes
Receipts
R20 Total Cash Formula R10 Net Change Net Amount Yes
Receipts
R30 Payables Cash Flow 1010 Net Change Net Amount Yes
Entry
Accounts
DESC RIP T IO TOTA L IN G A M O UN T
RO W N O. N TYPE TOTA L IN G RO W T Y P E TYPE SH O W
R30 Open Cash Flow 1020 Net Change Net Amount Yes
purchase Entry
orders Accounts
R30 Personnel Cash Flow 1030 Net Change Net Amount Yes
costs Entry
Accounts
R30 Running Cash Flow 1040 Net Change Net Amount Yes
costs Entry
Accounts
R30 Finance Cash Flow 1050 Net Change Net Amount Yes
costs Entry
Accounts
R30 Investments Cash Flow 1070 Net Change Net Amount Yes
Entry
Accounts
R30 Private Cash Flow 1090 Net Change Net Amount Yes
consumptio Entry
ns Accounts
R30 VAT due Cash Flow 1100 Net Change Net Amount Yes
Entry
Accounts
R30 Other Cash Flow 1110 Net Change Net Amount Yes
expenses Entry
Accounts
R40 Total cash Formula R30 Net Change Net Amount Yes
disbursemen
ts
R60 Cash Flow Cash Flow 2100 Net Change Net Amount Yes
Funds Entry
Accounts
R70 Total Cash Formula R50+R60 Net Change Net Amount Yes
Flow
NOTE
The row number R10 is used to capture the account totals for receivables. The row number R20 is used to
calculate the sum of all cash receipts. The row number R30 is used to capture the account totals for payables. The
row number R40 is used to calculate the sum of all cash disbursements. The row number R50 is used to capture
the sum of cash surplus. The row number R60 is used to capture the liquid funds. The row number R70 is used to
calculate the forecasted cash flow.
Setting Up a New Column Layout
Before Ken can print the cash flow forecast, he needs to create the column layout for the numerical information.
In the columns, he defines the information that he wants to use from the lines.
The first column has the number C10 with the title Amount and contains the net change.
The second column has the number C20 with the title Balance at Date and contains the transactions for the
period.
The third column has the number C30 with the title Entire Year and contains the net change in the balances
for the entire fiscal year.
Finally, he assigns the column layout as the default column layout for the account schedule Forecast .
TIP
You can find the same action in the Account Schedule page if you are still editing the Forecast account
schedule there.
C O L UM N L EDGER EN T RY
C O L UM N N O. H EA DER C O L UM N T Y P E TYPE A M O UN T T Y P E SH O W
See Also
Work with Account Schedules
Analyzing Cash Flow in Your Company
Business Process Walkthroughs
Working with Business Central
Design Details
6/9/2021 • 2 minutes to read • Edit Online
This content contains detailed technical information about complex application features in Business Central.
Design details content is aimed at implementers, developers, and super users who need deeper insight to
implement, customize, or set up the features in question.
TO SEE
Learn how the planning system works and how to adjust the Design Details: Supply Planning
algorithms to meet planning requirements in different
environments.
Understand mechanisms in the costing engine, such as Design Details: Inventory Costing
costing method and cost adjustment, and which accounting
principles they are designed for.
Learn about central principles behind advanced and basic Design Details: Warehouse Management
warehouse features and how they integrate with other
supply chain features.
Learn about historic and the current design of item tracking Design Details: Item Tracking
functionality and how it integrates with the reservation
system to include serial/lot numbers in availability
calculations.
Learn about the General Journal Posting Line feature, Design Details: General Journal Post Line
including recent simplifications to the design of codeunit 12.
Learn about the design for storing and posting dimensions, Design Details: Dimension Set Entries
including code examples on how to migrate and upgrade
dimension code.
See Also
Planning
Managing Inventory Costs
Warehouse Management
Setting Up Complex Application Areas Using Best Practices
Working with Business Central
This documentation provides detailed technical insight to the concepts and principles that are used within the
Supply Planning features in Business Central.
It explains how the planning system works and how to adjust the algorithms to meet planning requirements in
different environments. It first introduces central solution concepts and then describes the logic of the central
mechanism, supply balancing, before proceeding to explain how inventory planning is performed with the use
of reordering policies.
In This Section
Design Details: Central Concepts of the Planning System
Design Details: Reservation, Order Tracking, and Action Messaging
Design Details: Balancing Demand and Supply
Design Details: Handling Reordering Policies
Design Details: Planning Parameters
Design Details: Planning Assignment Table
Design Details: Demand at Blank Location
Design Details: Transfers in Planning
Design Details: Central Concepts of the Planning
System
6/9/2021 • 21 minutes to read • Edit Online
The planning functions are contained in a batch job that first selects the relevant items and period to plan for.
Then, according to each item’s low-level code (BOM position), the batch job calls a code unit, which calculates a
supply plan by balancing supply-demand sets and suggesting possible actions for the user to take. The
suggested actions appear as lines in the planning worksheet or the requisition worksheet.
The planner of a company, such as a purchaser or a production planner is presumed to be the user of the
planning system. The planning system assists the user by performing the extensive but rather straightforward
calculations of a plan. The user can then concentrate on solving the more difficult problems, such as when things
differ from normal.
The planning system is driven by anticipated and actual customer demand, such as forecast and sales orders.
Running the planning calculation will result in the application suggesting specific actions for the user to take
concerning possible supply from vendors, assembly or production departments, or transfers from other
warehouses. These suggested actions could be to create new supply orders, such as purchase or production
orders. If supply orders already exist, the suggested actions could be to increase or expedite the orders to meet
the changes in demand.
Another goal of the planning system is to ensure that the inventory does not grow unnecessarily. If demand
decreases, the planning system will suggest that the user postpone, decrease in quantity, or cancel existing
supply orders.
MRP and MPS, Calculate Net Change Plan, and Calculate Regenerative Plan are all functions within one code
unit that contains the planning logic. However, the supply plan calculation involves different sub systems.
Note that the planning system includes no dedicated logic for capacity leveling or fine scheduling. Therefore,
such scheduling work is performed as a separate discipline. The lack of direct integration between the two areas
also means that substantial capacity or schedule changes will require that the planning is rerun.
Planning Parameters
Planning parameters that the user sets for an item or a group of items control which actions the planning
system will suggest in the various situations. The planning parameters are defined on each item card to control
when, how much, and how to replenish.
Planning parameters can also be defined for any combination of item, variant, and location by setting up a
stockkeeping unit (SKU) for each needed combination, and then specifying individual parameters.
For more information, see Design Details: Handling Reordering Policies and Design Details: Planning Parameters.
For more information, see Design Details: Reservation, Order Tracking, and Action Messaging.
In companies with a low item flow and less advanced product structures, it may be adequate to use the Dynamic
Order Tracking as the main means of supply planning. However, in busier environments, the planning system
should be used to ensure a properly balanced supply plan at all times.
Dynamic Order Tracking versus the Planning System
At a quick glance, it may be difficult to differentiate between the planning system and Dynamic Order Tracking.
Both features display output in the planning worksheet by suggesting actions that the planner should take.
However, the way this output is produced differs.
The planning system deals with the entire supply-demand pattern of an item through all levels of the BOM
hierarchy along the time line, whereas Dynamic Order Tracking only addresses the situation of the order that
activated it. When balancing demand and supply, the planning system creates links in a user-activated batch
mode, whereas Dynamic Order Tracking creates the links automatically and on the fly, whenever the user enters
a demand or a supply in application, such as a sales order or purchase order.
Dynamic Order Tracking establishes links between demand and supply when data is entered, on a first-
come/first-served basis. This may lead to some disorder in priorities. For example, a sales order entered first,
with a due date next month, may be linked to the supply in inventory, while the next sales order due tomorrow
may cause an action message to create a new purchase order to cover it, as illustrated below.
In contrast, the planning system deals with all demand and supply for a particular item, in prioritized order
according to due dates and order types, that is, on a first-needed/first-served basis. It deletes all order tracking
links that were created dynamically and reestablishes them according to due date priority. When the planning
system has run, it has solved all imbalances between demand and supply, as illustrated below for the same data.
After the planning run, no action messages remain in the Action Message Entry table, because they have been
replaced by the suggested actions in the planning worksheet
For more information, see Order Tracking Links during Planning.
The figures illustrate in which sequence the system makes suggestions for supply orders at the top level and,
assuming that the user will accept these suggestions, for any lower-level items as well.
For more information about manufacturing considerations, see Loading the Inventory Profiles.
Optimizing Performance for Low-Level Calculations
Low-level code calculations can impact system performance. To mitigate the impact, you can disable Dynamic
low-level code calculation on the Manufacturing Setup page. When you do, Business Central will suggest
that you create a recurrent job queue entry that will update low-level codes daily. You can ensure that the job
will run outside working hours by specifying a start time in the Earliest Star t Date/Time field.
You can also enable logic that speeds up low-level code calculations by selecting Optimize low-level code
calculation on the Manufacturing Setup page.
IMPORTANT
If you choose to optimize performance, Business Central will use new calculation methods to determine low-level codes. If
you have an extension that relies on the events used by the old calculations, the extension may stop working.
Planning Assignment
All items should be planned for, however, there is no reason to calculate a plan for an item unless there has been
a change in the demand or supply pattern since the last time a plan was calculated.
If the user has entered a new sales order or changed an existing one, there is reason to recalculate the plan.
Other reasons include a change in forecast or the desired safety stock quantity. Changing a bill-of-material by
adding or removing a component would most likely indicate a change, but for the component item only.
The planning system monitors such events and assigns the appropriate items for planning.
For multiple locations, the assignment takes place at the level of item per location combination. If, for example, a
sales order has been created at only one location, application will assign the item at that specific location for
planning.
The reason for selecting items for planning is a matter of system performance. If no change in an item’s
demand-supply pattern has occurred, the planning system will not suggest any actions to be taken. Without the
planning assignment, the system would have to perform the calculations for all items in order to find out what
to plan for, and that would drain system resources.
The full list of reasons for assigning an item for planning is provided in Design Details: Planning Assignment
Table.
The planning options in Business Central are:
Calculate Regenerative Plan – Calculates all selected items, whether it is necessary or not.
Calculate Net Change Plan – Calculates only those selected items that have had some change in their
demand-supply pattern and, therefore, have been assigned for planning.
Some users believe that net change planning should be performed on the fly, for example, when sales orders are
entered. However, this could be confusing because dynamic order tracking and action messaging are also
calculated on the fly. Besides, Business Central offers real-time available-to-promise control, which provides
pop–up warnings when entering sales orders if the demand cannot be fulfilled under the present supply plan.
In addition to these considerations, the planning system only plans for those items that the user has prepared
with appropriate planning parameters. Otherwise, it is assumed that the user will plan the items manually or
semi-automatically by using the Order Planning feature.
For more information about the automatic planning procedures, see Design Details: Balancing Demand and
Supply.
Item Dimensions
Demand and supply can carry variant codes and location codes that must be respected when the planning
system balances demand and supply.
The system treats variant and location codes as item dimensions on a sales order line, inventory ledger entry,
and so on. Accordingly, it calculates a plan for each combination of variant and location as if the combination
were a separate item number.
Instead of calculating any theoretical combination of variant and location, application calculates only those
combinations that actually exist in the database.
For more information on how the planning system deals with location codes on demand, see Design Details:
Demand at Blank Location.
Item Attributes
Apart from general item dimensions, such as item number, variant code, location code, and type of order, each
demand and supply event can carry additional specifications in the form of serial/lot numbers. The planning
system plans these attributes in certain ways depending on their level of specification.
An order-to-order link between demand and supply is another type of attribute that affects the planning system.
Specific Attributes
Certain attributes on demand are specific and must be matched exactly by a corresponding supply. The
following two specific attributes exist:
Demanded serial/lot numbers that require specific application (The SN Specific Tracking or Lot Specific
Tracking check box is selected on the Item Tracking Code Card page for the item tracking code that is
used by the item.)
Links to supply orders created manually or automatically for a specific demand (order-to-order links).
For these attributes, the planning system applies the following rules:
Demand with specific attributes can only be fulfilled by supply with matching attributes.
Supply with specific attributes can also satisfy demand that does not ask specifically for those attributes.
Accordingly, if a demand for specific attributes cannot be met by inventory or projected supplies, the planning
system will suggest a new supply order to cover this specific demand with no regard of planning parameters.
Non-Specific Attributes
Serial/lot-numbered items without specific item tracking setup may carry serial/lot numbers that do not need to
be applied to the exact same serial/lot number, but can be applied to any serial/lot number. This gives the
planning system more freedom to match, for example, a serialized demand with a serialized supply, typically in
inventory.
Demand-supply with serial/lot numbers, specific or non-specific, are considered high priority and are therefore
exempt from the frozen zone, meaning that they will be part of planning even if they are due before the
planning starting date.
For more information, see Serial/Lot Numbers are Loaded by Specification Level.
For more information about how the planning system balances attributes, see Serial/Lot Numbers and Order-
to-Order Links are Exempt from the Frozen Zone.
Order-to-Order Links
Order-to-order procurement means that an item is purchased, assembled, or produced to exclusively cover a
specific demand. Typically it relates to A-items and the motivation for choosing this policy can be that the
demand is infrequent, the lead-time is insignificant, or the required attributes vary.
Another special case that uses order-to-order links is when an assembly order is linked to a sales order in an
assemble-to-order scenario.
Order-to-order links are applied between demand and supply in four ways:
When the planned item uses the reordering policy Order.
When using the manufacturing policy Make-to-Order to create multi-level or project-type production orders
(producing needed components on the same production order).
When creating production orders for sales orders with the Sales Order Planning feature.
When assembling an item to a sales order. (Assembly Policy is set to Assemble-to-Order.
In these instances, the planning system will only suggest to order the required quantity. Once created, the
purchase, production, or assembly order will continue to match the corresponding demand. For example, if a
sales order is changed in time or quantity, the planning system will suggest that the corresponding supply order
is changed accordingly.
When order-to-order links exist, the planning system does not involve linked supply or inventory in the
balancing procedure. It is up to the user to evaluate if the linked supply should be used to cover other or new
demand and, in that case, delete the supply order or reserve the linked supply manually.
Reservations and order tracking links will break if a situation becomes impossible, such as moving the demand
to a date earlier than the supply. However, the order-to-order link adapts to any changes in the respective
demand or supply and thereby the link is never broken.
Reservations
The planning system does not include reserved quantities in the calculation. For example, if a sales order has
been totally or partially reserved against the quantity in inventory, the reserved quantity in inventory cannot be
used to cover other demand. The planning system does not include this demand-supply set in its calculation.
However, the planning system will still include reserved quantities in the projected inventory profile because all
quantities must be considered when determining both when the reorder point has been passed and how many
to reorder to reach and not exceed the maximum inventory level. Consequently, unnecessary reservations will
lead to increased risks that inventory levels run low because the planning logic does not detect reserved
quantities.
The following illustration shows how reservations can hinder the most feasible plan.
For more information, see Design Details: Reservation, Order Tracking, and Action Messaging.
Warnings
The first column in the planning worksheet is for the warning fields. Any planning line created for an unusual
situation will display a warning icon in this field, which the user can click for additional information.
Supply on planning lines with warnings will normally not be modified according to planning parameters.
Instead, the planning system only suggests a supply to cover the exact demand quantity. However, the system
can be set up to respect certain planning parameters for planning lines with certain warnings. For more
information, see the description of these options for the Calculate Plan - Plan. Wksh. batch job and the
Calculate Plan - Req. Wksh. batch job respectively.
The warning information is shown on the Untracked Planning Elements page, which is also used to show
order tracking links to non-order network entities. The following warning types exist:
Emergency
Exception
Attention
Emergency
The emergency warning is displayed in two situations:
When the inventory is negative on the planning starting date.
When back-dated supply or demand events exist.
If an item’s inventory is negative on the planning starting date, the planning system suggests an emergency
supply for the negative quantity to arrive on the planning starting date. The warning text states the starting date
and the quantity of the emergency order. For more information, see Handling Projected Negative Inventory.
Any document lines with due dates before the planning starting date are consolidated into one emergency
supply order for the item to arrive on the planning starting date.
Exception
The exception warning is displayed if the projected available inventory drops below the safety stock quantity.
The planning system will suggest a supply order to meet the demand on its due date. The warning text states the
item’s safety stock quantity and the date on which it is violated.
Violating the safety stock level is considered an exception because it should not occur if the reorder point has
been set correctly. For more information, see The Role of the Reorder Point.
In general, exceptional order proposals ensure that the projected available inventory is never lower than the
safety stock level. This means that the proposed quantity is just enough to cover the safety stock, without
considering planning parameters. However, in some scenarios, order modifiers will be considered.
NOTE
The planning system may have consumed the safety stock intentionally and will then replenish it straight away. For more
information, see Safety Stock May Be Consumed.
Attention
The attention warning is displayed in three situations:
The planning starting date is earlier than the work date.
The planning line suggests changing a released purchase or production order.
The projected inventory exceeds the overflow level on the due date. For more information, see Staying under
the Overflow Level.
NOTE
In planning lines with warnings, the Accept Action Message field is not selected, because the planner is expected to
further investigate these lines before carrying out the plan.
Error Logs
In the Calculate Plan request page, the user can select the Stop and Show First Error field to have the
planning run stop when it encounters the first error. At the same time, a message is displayed with information
about the error. If an error exists, only the successful planning lines that were made before the error was
encountered will be presented in the planning worksheet.
If the field is not selected, the Calculate Plan batch job will continue until it has completed. Errors will not
interrupt the batch job. If one or more errors exist, application will display a message after completion saying
how many items are affected by errors. The Planning Error Log page then opens to provide more details
about the error and to provide links to the affected documents or setup cards.
Planning Flexibility
It is not always practical to plan an existing supply order, such as when production has started or extra people
are hired on a specific day to do the job. To indicate whether an existing order can be changed by the planning
system, all supply order lines have a Planning Flexibility field with two options: Unlimited or None. If the field is
set to None, the planning system will not try to change the supply order line.
The field can be manually set by the user, however, in some cases it will be set automatically by the system. The
fact that planning flexibility can be manually set by the user is important, because it makes it easy to adapt the
usage of the feature to different workflows and business cases.
For more information about how this field is used, see Design Details: Transfers in Planning.
Order Planning
The basic supply planning tool represented by the Order Planning page is designed for manual decision
making. It does not consider any planning parameters and is therefore not discussed further in this document.
For more information, see Plan for New Demand Order by Order.
NOTE
It is not advisable to use Order Planning if the company already uses the planning or requisition worksheets. Supply
orders created through the Order Planning page may be changed or deleted during the automated planning runs. This
is because the automated planning run uses planning parameters and these may not be considered by the user who
made the manual plan in the Order Planning page.
Finite Loading
Business Central is a standard ERP system, not a dispatching or shop floor control system. It plans for a feasible
utilization of resources by providing a rough-cut schedule, but it does not automatically create and maintain
detailed schedules based on priorities or optimization rules.
The intended use of the Capacity-Constrained Resource feature is 1): to avoid overload of specific resources and
2): to ensure that no capacity is left unallocated if it could increase the turn-around time of a production order.
The feature includes no facilities or options to prioritize or optimize operations as one would expect to find in a
dispatching system. However, it can provide rough-cut capacity information useful to identify bottlenecks and to
avoid overloading resources.
When planning with capacity-constrained resources, the system ensures that no resource is loaded above its
defined capacity (critical load). This is done by assigning each operation to the nearest available time slot. If the
time slot is not big enough to complete the entire operation, then the operation will be split into two or more
parts placed in the nearest available time slots.
NOTE
In case of operation splitting, the setup time is only assigned once because it is assumed that some manual adjustment is
done to optimize the schedule.
Dampener time can be added to resources to minimize operation splitting. This enables the system to schedule
load on the last possible day by exceeding the critical load percent slightly if this can reduce the number of
operations that are split.
This completes the outline of central concepts relating to supply planning in Business Central. The following
sections investigate these concepts deeper and place them in the context of the core planning procedures,
balancing demand and supply as well as the use of reordering policies.
See Also
Design Details: Transfers in Planning
Design Details: Planning Parameters
Design Details: Planning Assignment Table
Design Details: Handling Reordering Policies
Design Details: Balancing Demand and Supply
Design Details: Reservation, Order Tracking, and
Action Messaging
6/9/2021 • 15 minutes to read • Edit Online
The reservations system is comprehensive and includes the interrelated and parallel features of Order Tracking
and Action Messaging.
At the core of the reservation system is the linking of a demand entry and a corresponding supply entry, either
through reservation or order tracking. A reservation is a user-generated link, and an order tracking record is a
system-generated link. An item quantity that is entered in the reservation system is either reserved or order
tracked, but not both at the same time. How the systems handle an item depends on how the item is set up.
The reservation system interacts with the planning system by creating action messages on planning lines during
planning runs. An action message can be considered an appendage to an order tracking record. Action
messages, whether created dynamically in order tracking or during the planning run, provide a convenient tool
for efficient supply planning.
NOTE
Reserved quantities are ignored by the planning system, that is, the hard link that is made between supply and demand
cannot be changed through planning.
The reservations system also forms the structural foundation for the item tracking system. For more
information, see Design Details: Item Tracking.
NOTE
This article uses names of locations from an earlier version of the demonstration company in Business Central. These
names do not map directly to the locations in the current demonstration company. We encourage you to use the article
to learn about locations and not as step-by-step instructions for how to use the demonstration company.
Reservation
A reservation is a firm link that connects a specific demand and a specific supply to each other. This link directly
affects the subsequent inventory transaction and ensures the proper application of item entries for costing
purposes. A reservation overrides the default costing method of an item. For more information, see Design
Details: Item Tracking.
The Reser vation page is accessible from all order lines of both demand and supply type. In this page, the user
can specify which demand or supply entry to create a reservation link to. The reservation consists of a pair of
records that share the same entry number. One record has a negative sign and points to the demand. The other
record has a positive sign and points to the supply. These records are stored in the Reser vation Entr y table
with status value Reser vation . The user can view all reservations on the Reser vation Entries page.
Offsetting in Reservations
Reservations are made against available item quantities. Item availability is calculated in basic terms as follows:
available quantity = inventory + scheduled receipts - gross requirements
The following table shows the details of the order network entities that are part of the availability calculation.
F IEL D IN T 27 SO URC E TA B L E TA B L E F ILT ER SO URC E F IEL D
Scheduled receipts FP Order Receipt Prod. Order Line =Firm Planned Remaining Qty. (Base)
(Qty.)
Scheduled receipts Rel. Order Receipt Prod. Order Line =Released Remaining Qty. (Base)
(Qty.)
Scheduled receipts Qty. on Assembly Assembly Header =Order Remaining Qty. (Base)
Order
Scheduled receipts Qty. on Purch. Order Purchase Line =Order Outstanding Qty.
(Base)
USER A C T IO N SY ST EM REA C T IO N
Decreasing the reserved quantity The related quantity fields are updated.
Changing location, bin, variant, serial number, or lot number The reservation is canceled.
NOTE
The Late Binding functionality may also change reservations without informing the user, by reshuffling nonspecific
reservations of serial or lot numbers. For more information, see "Design Details: Item Tracking and Reservations".
Automatic Reservations
The item card can be set up to always be reserved automatically from demand, such as sales orders. In that case,
reservation is made against inventory, purchase orders, assembly orders, and production orders. A warning is
issued if supply is insufficient.
In addition, items are automatically reserved by various planning functions to keep a demand linked to a specific
supply. The order tracking entries for such planning links contain Reser vation in the Reser vation Status field
in the Reser vation Entr y table. Automatic reservations are created in the following situations:
A multilevel production order where the Manufacturing Policy field of the involved parent and child
items is set to Make-to-Order . The planning system creates reservations between the parent production
order and the underlying production orders to ensure that they are processed together. Such a
reservation binding overrides the item's default costing and application method.
A production, assembly, or purchase order where the Reordering Policy field of the involved item is set
to Order . The planning system creates reservations between the demand and the planned supply to
ensure that the specific supply is created. For more information, see Order.
A production order created from a sales order with the Sales Order Planning function is linked to the
sales order with an automatic reservation.
An assembly order created automatically for a sales order line to fulfill the quantity in the ($ T_37_900
Qty. to Assemble to Order $) field. This automatic reservation links the sales demand and the
assembly supply so that sales order processors can customize and promise the assembly item to the
customer directly. In addition, the reservation links the assembly output to the sales order line through to
the shipping activity that fulfills the customer order.
In the case of supply or demand that is not allocated, the planning system automatically assigns a reservation
status of type Surplus . This could result from demand that is due to forecasted quantities or user-entered
planning parameters. This is legitimate surplus, which the system recognizes, and it does not give rise to action
messages. Surplus could also be genuine, excess supply or demand that remains untracked. This is an indication
of an imbalance in the order network, which causes the system to issue action messages. Note that an action
message that suggests a change in quantity always refers to type Surplus . For more information, see the
"Example: Order Tracking in Sales, Production, and Transfers" section in this topic.
Automatic reservations that are created during the planning run are handled in the following ways:
They are applied against item quantities that are part of the availability calculation, as are manual
reservations. For more information, see the "Offsetting in Reservations" section in this topic.
They are included and potentially changed in subsequent planning runs, as opposed to manually
reserved items.
Order Tracking
Order Tracking helps the planner maintain a valid supply plan by providing an overview of the offsetting
between demand and supply in the order network. The order tracking records serve as the foundation for
creating dynamic action messages and planning line suggestions during planning runs.
NOTE
The order tracking system offsets available stock as orders are entered into the order network. This implies that the
system does not prioritize orders that may be more urgent in terms of their due date. It is therefore up to the logic of the
planning system or the wisdom of the planner to rearrange these priorities in a meaningful way.
NOTE
Order tracking policy and the Get Action Messages function are not integrated with Jobs. That means that demand
related to a job is not automatically tracked. Because it is not tracked, it could cause the use of an existing replenishment
with job information to be tracked to another demand, for example, a sales order. Consequently, you may encounter the
situation in which your information about available inventory is out of sync.
NOTE
Demand that is related to forecasts or planning parameters is not order tracked.
- 30 units of LOTA
- 70 units of LOTB
On the Manufacturing Setup page, the Components at Location field is set to RED .
The following order tracking entries exist in the Reser vation Entr y table based on the data in the table.
NOTE
The Lot No. field is empty on the demand lines, because the lot numbers are not specified on the component lines of the
released production order.
Entry Numbers 10
From the sales demand in table 37, Sales Line , an order tracking link is created to the supply in table 5406,
Prod. Order Line . The Reser vation Status field contains Reser vation , and the Binding field contains
Order-to-Order . This is because the released production order was generated specifically for the sales order
and must remain linked unlike order tracking links with a reservation status of Tracking , which are created and
changed dynamically. For more information, see the "Automatic Reservations" section in this topic.
At this point in the scenario, the 100 units of LOTA and LOTB are transferred to EAST location by a transfer order.
NOTE
Only the transfer order shipment is posted at this point, not the receipt.
Now the following order tracking entries exist in the Reser vation Entr y table.
The order tracking entries are now similar to the first point in the scenario, before the transfer order was posted
as shipped only, except entries for the component are now of reservation status Surplus . This is because the
component need is still at WEST location, reflecting that the Location Code field on the production order
component line contains WEST as set up in the Components at Location setup field. The supply that was
allocated to this demand before has been transferred to EAST location and cannot now be fully tracked unless
the component need on the production order line is changed to EAST location.
At this point in the scenario, the Location Code on the production order line is set to EAST . In addition, on the
Item Tracking Lines page, the 30 units of LOTA and the 70 units of LOTB are assigned to the production order
line.
Now the following order tracking entries exist in the Reser vation Entr y table.
Action Messaging
When the order tracking system detects an imbalance in the order network, it automatically creates an action
message to notify the user. Action messages are system-generated calls for user action that specify the details of
the imbalance and the suggestions about how to restore balance to the order network. They are displayed as
planning lines on the Planning Worksheet page when you choose Get Action Messages . In addition, action
messages are displayed on planning lines that are generated by the planning run to reflect the planning
system's suggestions about how to restore balance to the order network. In both cases, the suggestions are run
on the order network, when you choose Carr y Out Action Messages .
An action message addresses one BOM level at a time. If the user accepts the action message, this may give rise
to additional action messages at the next BOM level.
The following table shows the action messages that exist.
Resched. & Chg. Qty. Reschedules the due date and changes the quantity on an
existing order.
The order tracking system always attempts to resolve an imbalance in the existing order network. If this is not
possible, it issues an action message to create a new order. Following is the prioritized list that the order tracking
system uses when it determines how to restore balance. If an additional demand has entered the order network,
the system seeks to order track through the following checks:
1. Check for any excess supply in the existing order tracking record for this demand.
2. Check for planned and scheduled receipts in order of receipt date. The latest possible date is selected.
3. Check for available stock.
4. Check if a supply order exists in the current order tracking record. If so, the system issues an action message
of type Change to increase the order.
5. Check that no supply order exists in the current order tracking record. If so, the system issues an action
message of type New to create a new order.
An open demand passes through the list and offsets the available supply at each point. Any remaining demand
is always covered by check 4 or check 5.
If a decrease in demand quantity occurs, the order tracking system attempts to resolve the imbalance by
performing the previous checks in reverse order. This means that existing action messages could be modified or
even deleted, if necessary. The order tracking system always presents the net result of its calculations to the user.
To understand how the planning system works, it is necessary to understand the prioritized goals of the
planning system, the most important of which are to ensure that:
Any demand will be met by sufficient supply.
Any supply serves a purpose.
Generally, these goals are achieved by balancing supply with demand.
NOTE
The application does not require the user to enter a SKU record when entering demand and/or supply for a particular
combination of variant and location. Therefore, if a SKU does not exist for a given combination, application creates its own
temporary SKU record based on the item card data. If Location Mandatory is set to Yes in the Inventory Setup page, then
either a SKU must be created or Components at Location must be set to Yes. For more information, see Design Details:
Demand at Blank Location.
NOTE
There are no dedicated prioritization rules for serial/lot-numbered demand and supply, other than the level of specification
defined by their combinations of serial and lot numbers and the item tracking setup of the involved items.
During balancing, the planning system regards supply that carries serial/lot numbers as inflexible and will not
try to increase or reschedule such supply orders (unless they are used in an order-to-order relation). See Order-
to-Order Links are Never Broken). This protects the supply from receiving several, possibly conflicting, action
messages when a supply carries varying attributes—such as a collection of different serial numbers.
Another reason that serial/lot numbered supply is inflexible is that serial/lot numbers are generally assigned so
late in the process that it would be confusing if changes are suggested.
The balancing of serial/lot numbers does not respect the frozen zone. If demand and supply is not synchronized,
the planning system will suggest changes or suggest new orders, regardless of the planning starting date.
Order-to -Order Links are Never Broken
When planning an order-to-order item, the linked supply must not be used for any demand other than what it
was originally intended for. The linked demand should not be covered by any other random supply, even if, in its
present situation, it is available in time and quantity. For example, an assembly order that is linked to a sales
order in an assemble-to-order scenario cannot be used to cover other demand.
Order-to-order demand and supply must balance precisely. The planning system will ensure the supply under all
circumstances without regarding order sizing parameters, modifiers, and quantities in inventory (other than
quantities relating to the linked orders). For the same reason, the system will suggest decreasing excess supplies
if the linked demand is decreased.
This balancing also affects the timing. The limited horizon that is given by the time bucket is not regarded; the
supply will be rescheduled if the timing of the demand has changed. However, dampener time will be respected
and will prevent order-to-order supplies from being scheduled out, except for the internal supplies of a multi-
level production order (project order).
NOTE
Serial/lot numbers can also be specified on order-to-order demand. In that case, the supply is not regarded inflexible by
default, as is normally the case for serial/lot numbers. In this case, the system will increase/decrease according to changes
in demand. Furthermore, if one demand carries varying serial/lot numbers, such as more than one lot number, one supply
order will be suggested per lot.
NOTE
Forecasts should not lead to creating supply orders that are bound by an order-to-order link. If the forecast is used, it
should only be used as a generator of dependent demand in a manufacturing environment.
Prioritizing Orders
Within a given SKU, the requested or available date represents the highest priority; the demand of today should
be dealt with before the demand of next week. But in addition to this overall priority, the planning system will
also suggest which type of demand should be fulfilled before fulfilling another demand. Likewise, it will suggest
what source of supply should be applied before applying other sources of supply. This is done according to
order priorities.
Loaded demand and supply contribute to a profile for the projected inventory according to the following
priorities:
Priorities on the Demand Side
1. Already shipped: Item Ledger Entry
2. Purchase Return Order
3. Sales Order
4. Service Order
5. Production Component Need
6. Assembly Order Line
7. Outbound Transfer Order
8. Blanket Order (that has not already been consumed by related sales orders)
9. Forecast (that has not already been consumed by other sales orders)
NOTE
Purchase returns are usually not involved in supply planning; they should always be reserved from the lot that is going to
be returned. If not reserved, purchase returns play a role in the availability and are highly prioritized to avoid that the
planning system suggests a supply order just to serve a purchase return.
NOTE
When planning an item using a reorder point, the supply order can always be scheduled in if necessary. This is common in
forward-scheduled supply orders triggered by a reorder point.
Increase Quantity : The quantity of an existing supply order can be increased to meet the demand unless
the supply order is linked directly to a demand by an order-to-order link.
NOTE
Even though it is possible to increase the supply order, it may be limited due to a defined maximum order quantity.
Decrease Quantity : An existing supply order with a surplus compared to an existing demand can be
decreased to meet the demand.
NOTE
Even though the quantity could be decreased, there may still be some surplus compared to the demand due to a defined
minimum order quantity or order multiple.
Cancel : As a special incident of the decrease quantity action, the supply order could be canceled if it has
been decreased to zero.
New : If no supply order already exists, or an existing one cannot be changed to meet the necessary quantity
on the demanded due date, a new supply order is suggested.
Determining the Supply Quantity
Planning parameters defined by the user control the suggested quantity of each supply order.
When the planning system calculates the quantity of a new supply order or the quantity change on an existing
one, the suggested quantity may be different from what is actually demanded.
If a maximum inventory or fixed order quantity are selected, the suggested quantity may be increased to meet
that fixed quantity or the maximum inventory. If a reordering policy uses a reorder point, the quantity may be
increased at least to meet the reorder point.
The suggested quantity may be modified in this sequence:
1. Down to the maximum order quantity (if any).
2. Up to the minimum order quantity.
3. Up to meet the nearest order multiple. (In case of erroneous settings, this may violate the maximum order
quantity.)
Order Tracking Links during Planning
Concerning order tracking during planning, it is important to mention that the planning system rearranges the
dynamically created order tracking links for the item/variant/location combinations.
There are two reasons for this:
The planning system must be able to justify its suggestions; that all demand has been covered, and that no
supply orders are superfluous.
Dynamically created order tracking links need to be rebalanced regularly.
Over time, dynamic order tracking links become out of balance since the entire order tracking network is not
rearranged until a demand or supply event is actually closed.
Before balancing supply by demand, application deletes all existing order tracking links. Then during the
balancing procedure, when a demand or supply event is closed, it establishes new order tracking links between
the demand and supply.
NOTE
Even if the item is not set up for dynamic order tracking, the planned system will create balanced order tracking links as
explained above.
See Also
Design Details: Central Concepts of the Planning System
Design Details: Handling Reordering Policies
Design Details: Supply Planning
Design Details: Handling Reordering Policies
6/9/2021 • 18 minutes to read • Edit Online
For an item to participate in supply planning, a reorder policy must be defined. The following four reordering
policies exist:
Fixed Reorder Qty.
Maximum Qty.
Order
Lot-for-Lot
Fixed Reorder Qty. and Maximum Qty. policies relate to inventory planning. Although inventory planning is
technically simpler than the balancing procedure, these policies must coexist with the step-by-step balancing of
supply and order tracking. To control the integration between the two, and to provide visibility into the involved
planning logic, strict principles govern how reordering policies are handled.
The time bucket is generally used to avoid a cascade effect. For example, a balanced row of demand and supply
where an early demand is canceled, or a new one is created. The result would be that every supply order (except
the last one) is rescheduled.
NOTE
If a minimum order quantity exists, then it will be added as follows: Overflow level = Maximum Inventory + Minimum
Order Quantity.
NOTE
If the minimum order quantity is higher than the reorder point, then it will replace as follows: Overflow Level = Reorder
Quantity + Minimum Order Quantity
Order Multiple
If an order multiple exists, then it will adjust the overflow level for both Maximum Qty. and Fixed Reorder Qty.
reordering policies.
Creating the Planning Line with Overflow Warning
When an existing supply causes the projected inventory to be higher than the overflow level at the end of a time
bucket, a planning line is created. To warn about the potential superfluous supply, the planning line has a
warning message, the Accept Action Message field is not selected, and the action message is either Cancel or
Change Qty.
Calculating the Planning Line Quantity
Planning Line Quantity = Current Supply Quantity – (Projected Inventory – Overflow Level)
NOTE
As with all warning lines, any maximum/minimum order quantity or order multiple will be ignored.
Defining the Action Message Type
If the planning line quantity is higher than 0, then the action message is Change Qty.
If the planning line quantity is equal to or lower than 0, then the action message is Cancel
Composing the Warning Message
In case of overflow, the Untracked Planning Elements page displays a warning message with the following
information:
The projected inventory level that triggered the warning
The calculated overflow level
The due date of the supply event.
Example: “The projected inventory 120 is higher than the overflow level 60 on 28-01-11”
Scenario
In this scenario, a customer changes a sales order from 70 to 40 pieces between two planning runs. The
overflow feature sets in to reduce the purchase that was suggested for the initial sales quantity.
Item Setup
Reorder Point 50
Inventory 80
Sale -70 10
C H A N GE C H A N GE QT Y. P RO JEC T ED IN VEN TO RY
Sale -40 40
order from 90 to 60
NOTE
Without the Overflow feature, no warning is created if the projected inventory level is above maximum inventory. This
could cause a superfluous supply of 30.
NOTE
Step 4 reflects how the system reacts in versions earlier than Microsoft Dynamics NAV 2009 SP1.
This concludes the description of central principles relating to inventory planning based on reordering policies.
The following section describes the characteristics of the four supported reordering policies.
Reordering Policies
Reordering policies define how much to order when the item needs to be replenished. Four different reordering
policies exist.
Fixed Reorder Qty.
The Fixed Reorder Qty. policy is related to inventory planning of typical C-items (low inventory cost, low risk of
obsolescence, and/or many items). This policy is usually used in connection with a reorder point reflecting the
anticipated demand during the lead time of the item.
Calculated per Time Bucket
If the planning system detects that the reorder point has been reached or crossed in a given time bucket
(reorder cycle) – above or on the reorder point at the start of the period and below or on the reorder point at the
end of the period – it will suggest to create a new supply order of the specified reorder quantity and forward
schedule it from the first date after the end of the time bucket.
The bucketed reorder point concept reduces the number of supply suggestions. This reflects a manual process
of frequently walking through the warehouse to check the actual contents in the various bins.
Creates only Necessary Supply
Before suggesting a new supply order to meet a reorder point, the planning system checks if supply has already
been ordered to be received within the item’s lead time. If an existing supply order will solve the problem by
bringing the projected inventory to or above the reorder point within the lead time, the system will not suggest
a new supply order.
Supply orders that are created specifically to meet a reorder point is excluded from ordinary supply balancing,
and will not in any way be changed afterwards. Consequently, if an item using reorder point is to be phased out
(not replenished), it is advisable to review outstanding supply orders manually or change the reordering policy
to Lot-for-Lot, whereby the system will reduce or cancel superfluous supply.
Combines with Order Modifiers
The order modifiers, Minimum Order Quantity, Maximum Order Quantity, and Order Multiple, should not play a
big role when the fixed reorder quantity policy is used. However, the planning system still takes these modifiers
into account and will decrease the quantity to the specified maximum order quantity (and create two or more
supplies in order to reach the total order quantity), increase the order to the specified minimum order quantity,
or round the order quantity up to meet a specified order multiple.
Combines with Calendars
Before suggesting a new supply order to meet a reorder point, the planning system checks if the order is
scheduled for a non-working day, according to any calendars that are defined in the Base Calendar Code field
in the Company Information and Location Card pages.
If the scheduled date is a non-working day, the planning system moves the order forward to the nearest
working date. This may result in an order that meets a reorder point but does not meet some specific demand.
For such unbalanced demand, the planning system creates an extra supply.
Should Not be Used with Forecast
Because the anticipated demand is already expressed in the reorder point level it is not necessary to include a
forecast in the planning of an item using a reorder point. If it is relevant to base the plan on a forecast, use the
lot-for-lot policy.
Must Not be Used with Reservations
If the user has reserved a quantity, for instance a quantity in inventory, for some distant demand, the planning
foundation will be disturbed. Even if the projected inventory level is acceptable in relation to the reorder point,
the quantities might not be available. The system may try to compensate for that by creating exception orders;
however, it is recommended that the Reserve field is set to Never on items that are planned using a reorder
point.
Maximum Qty.
The Maximum Quantity policy is a way to maintain inventory using a reorder point.
Everything regarding the Fixed Reorder Qty. policy also applies to this policy. The only difference is the quantity
of the suggested supply. When using the maximum quantity policy, the reorder quantity will be defined
dynamically based on the projected inventory level and will therefore usually differ from order to order.
Calculated per Time Bucket
The reorder quantity is determined at the point of time (the end of a time bucket) when the planning system
detects that the reorder point has been crossed. At this time, the system measures the gap from the current
projected inventory level up to the specified maximum inventory. This constitutes the quantity that should be
reordered. The system then checks if supply has already been ordered elsewhere to be received within the lead
time and, if so, reduces the quantity of the new supply order by already ordered quantities.
The system will ensure that the projected inventory at least reaches the reorder point level – in case the user has
forgotten to specify a maximum inventory quantity.
Combines with Order Modifiers
Depending on the setup, it may be best to combine the Maximum Quantity policy with order modifiers to
ensure a minimum order quantity or round it to an integer number of purchase units of measure, or split it into
more lots as defined by the maximum order quantity.
Combines with Calendars
Before suggesting a new supply order to meet a reorder point, the planning system checks if the order is
scheduled for a non-working day, according to any calendars that are defined in the Base Calendar Code field
in the Company Information and Location Card pages.
If the scheduled date is a non-working day, the planning system moves the order forward to the nearest
working date. This may result in an order that meets a reorder point but does not meet some specific demand.
For such unbalanced demand, the planning system creates an extra supply.
Order
In a make-to-order environment, an item is purchased or produced to exclusively cover a specific demand.
Typically it relates to A-items, and the motivation for choosing the order reordering policy can be that the
demand is infrequent, the lead-time is insignificant, or the required attributes vary.
The application creates an order-to-order link, which acts as a preliminary connection between the supply, a
supply order or inventory, and the demand that it is going to fulfill.
Apart from using the Order policy, the order-to-order link can be applied during planning in the following ways:
When using the Make-to-Order manufacturing policy to create multi-level or project type production orders
(producing needed components on the same production order).
When using the Sales Order Planning feature to create a production order from a sales order.
Even if a manufacturing company considers itself as a make-to-order environment, it might be best to use a Lot-
for-Lot reordering policy if the items are pure standard without variation in attributes. As a result, the system
will use unplanned inventory and only accumulates sales orders with the same shipment date or within a
defined time bucket.
Order-to-Order Links and Past Due Dates
Unlike most supply-demand sets, linked orders with due dates before the planning starting date are fully
planned for by the system. The business reason for this exception is that specific demand-supply sets must be
synchronized through to execution. For more information about the frozen zone that applies to most demand-
supply types, see Dealing with Orders Before the Planning Starting Date.
Lot-for-Lot
The lot-for-lot policy is the most flexible because the system only reacts on actual demand, plus it acts on
anticipated demand from forecast and blanket orders and then settles the order quantity based on the demand.
The lot-for-lot policy is aimed at A- and B-items where inventory can be accepted but should be avoided.
In some ways, the lot-for-lot policy looks like the Order policy, but it has a generic approach to items; it can
accept quantities in inventory, and it bundles demand and corresponding supply in time buckets defined by the
user.
The time bucket is defined in the Time Bucket field. The system works with a minimum time bucket of one day,
since this is the smallest time unit of measure on demand and supply events in the system (although, in practice,
the time unit of measure on production orders and component needs can be seconds).
The time bucket also sets limits on when an existing supply order should be rescheduled to meet a given
demand. If the supply lies within the time bucket, it will be rescheduled in or out to meet the demand.
Otherwise, if it lies earlier, it will cause unnecessary build-up of inventory and should be canceled. If it lies later, a
new supply order will be created instead.
With this policy, it is also possible to define a safety stock in order to compensate for possible fluctuations in
supply, or to meet sudden demand.
Because the supply order quantity is based on the actual demand it can make sense to use the order modifiers:
round the order quantity up to meet a specified order multiple (or purchase unit of measure), increase the order
to a specified minimum order quantity, or decrease the quantity to the specified maximum quantity (and thus
create two or more supplies to reach the total needed quantity).
See Also
Design Details: Planning Parameters
Design Details: Planning Assignment Table
Design Details: Central Concepts of the Planning System
Design Details: Balancing Demand and Supply
Design Details: Supply Planning
Design Details: Planning Parameters
6/9/2021 • 8 minutes to read • Edit Online
This topic describes the different planning parameters that you can use in Business Central.
The way in which the planning system controls item supply is determined by various settings on the item card
or SKU, and settings in manufacturing setup. The following table shows how these parameters are used for
planning.
P URP O SE PA RA M ET ER
Reorder Point
Reordering Policy:
Dampener Period
Order Multiple
- Make-to-Stock
- Make-to-Order
NOTE
When calculating time buckets, the planning system ignores any working calendars that are defined in the Base
Calendar Code field in the Company Information and Location Card pages.
The default safety lead time, on the Manufacturing Setup page, should be set to at least one day. The due date
of the demand may be known, but not the due time. The planning schedules backward to meet gross demand,
and, if no safety lead time is defined, the goods may arrive too late to meet the demand.
Three additional reorder period fields, Rescheduling Period , Lot Accumulation Period , and Dampener
Period , also play a role in defining when to reorder. For more information, see Optimize When and How Much
to Reorder.
Fixed Reorder Qty. At a minimum, the order quantity will be equal to the
reorder quantity. It can be increased to meet the demand or
the desired inventory level. This reordering policy is usually
used with a reorder point.
Maximum Qty. The order quantity will be calculated to meet the maximum
inventory. If quantity modifiers are used, then maximum
inventory can be violated. We do not recommend that you
use the time bucket together with maximum quantity. The
time bucket will usually be overruled. This reordering policy
is usually used with a reorder point.
Rescheduling Period This field is used to determine whether the action message
should reschedule an existing order or cancel it and create a
new order. The existing order will be rescheduled within one
rescheduling period before the current supply and until one
rescheduling period after the current supply.
Lot Accumulation Period With the reordering policy Lot-for-Lot, this field is used to
accumulate multiple supply needs into one supply order.
From the first planned supply, the system accumulates all
supply needs in the following lot accumulation period into
one supply, which is placed on the date of the first supply.
Demand outside the lot accumulation period is not covered
by this supply.
The timing of rescheduling period, dampener period, and lot accumulation period is based on a supply date. The
time bucket is based on the planning start date, as shown in the following illustration.
In the following examples, the black arrows represent existing supply (up) and demand (down). Red, green, and
orange arrows are planning suggestions.
Example 1 : The changed date is outside the rescheduling period, which causes the existing supply to be
canceled. A new supply is suggested to cover the demand in the lot accumulation period.
Example 2 : The changed date is in the rescheduling period, which causes the existing supply to be rescheduled.
A new supply is suggested to cover the demand outside the lot accumulation period.
Example 3 : There is a demand in the dampener period and the supply quantity in the lot accumulation period
matches the supply quantity. The next demand is uncovered and a new supply is suggested.
Example 4 : There is a demand in the dampener period and the supply remains on the same date. However, the
current supply quantity is not enough to cover the demand in the lot accumulation period, so a change quantity
action for the existing supply order is suggested.
Default values: The default value of the Time Bucket field and the three reorder period fields is blank. For all
fields, except the Dampener Period field, this means 0D (zero days). If the Dampener Period field is blank,
the global value in the Default Dampener Period field on the Manufacturing Setup page will be used.
See Also
Design Details: Handling Reordering Policies
Design Details: Balancing Demand and Supply
Design Details: Central Concepts of the Planning System
Design Details: Planning Assignment Table
4/1/2021 • 2 minutes to read • Edit Online
All items should be planned for, however, there is no reason to calculate a plan for an item unless there has been
a change in the demand or supply pattern since the last time a plan was calculated.
If the user has entered a new sales order or changed an existing one, there is reason to recalculate the plan.
Other reasons include a change in forecast or the desired safety stock quantity. Changing a bill of material by
adding or removing a component would most likely indicate a change, but for the component item only.
For multiple locations, the assignment takes place at the level of item per location combination. If, for example, a
sales order has been created at only one location, application will assign the item at that specific location for
planning.
The reason for selecting items for planning is a matter of system performance. If no change in an item’s
demand-supply pattern has occurred, the planning system will not suggest any actions to be taken. Without the
planning assignment, the system would have to perform the calculations for all items in order to find out what
to plan for, and that would drain system resources.
The Planning Assignment table monitors demand and supply events and assigns the appropriate items for
planning. The following events are monitored:
A new sales order, forecast, component, purchase order, production order, assembly order, or transfer order.
Change of item, quantity, location, variant, or date on a sales order, forecast, component, purchase order,
production order, assembly order, or transfer order.
Cancellation of a sales order, forecast, component, purchase order, production order, assembly order, or
transfer order.
Consumption of items other than planned.
Output of items other than planned.
Unplanned changes in inventory.
For these direct supply-demand displacements, the order tracking and action messaging system maintains the
Planning Assignment table and states a planning reason as an action message.
The following changes in master data can also cause a planning imbalance:
Change of status to Certified in the production BOM header (for all items using that header).
Deleted line (child item).
Change of status to Certified in the routing header (for all items using that routing).
Changes in the following item card fields.
Safety Stock Quantity or Safety Lead Time.
Lead Time Calculation.
Reorder Point.
Production BOM No. (and all children of old BOM reference).
Routing No.
Reordering Policy.
In these cases, a new function, Planning Assignment Management, maintains the table and states the planning
reason as Net Change.
The following changes do not cause a planning assignment:
Calendars
Other planning parameters on the item card
When calculating an MPS or an MRP, the following restrictions apply:
MPS: The planning system checks that the item carries a demand forecast or a sales order. If not, the item is
not included in the plan.
MRP: If the planning system detects that the item is being replenished by an MPS planning line or MPS
supply order, the item will be left out of the planning. However, any demand from relevant components is
included.
See Also
Design Details: Balancing Demand and Supply
Design Details: Handling Reordering Policies
Design Details: Transfers in Planning
Design Details: Planning Parameters
Design Details: Demand at Blank Location
6/9/2021 • 4 minutes to read • Edit Online
When a user creates a demand event, such as a sales order line, the program allows the user to sometimes
specify a location code and other times not, that is, use blank location.
For demand with or without location codes, the planning system operates in a straight forward way when:
Demand lines always carry location codes and the system fully uses SKUs, including the relevant location
setup.
Demand lines never carry location codes, and the system does not use SKUs or any location setup (see the
last scenario in the following section).
However, if demand events sometimes have location codes and other times do not, the planning system will
follow certain rules depending on setup.
Demand at Location
When the planning system detects demand at a location, it will behave in different ways depending on three
critical setup values. During a planning run, the system checks for three setup values in sequence and plans
accordingly.
1. Is there a check mark in the Location Mandator y field?
If yes, then:
2. Does SKU exist for the item?
If yes, then:
The item is planned according to planning parameters on the SKU card.
If no, then:
3. Does the Components at Location field contain the demanded location code?
If yes, then:
The item is planned according to planning parameters on the item card.
If no, then:
The item is planned according to: Reordering Policy = Lot-for-Lot, Include Inventory = Yes, all other planning
parameters = Empty, items using Reordering Policy = Order will remain using Order along with the other
settings.
NOTE
The exceptional planning setup that is output as the last reaction in step 3 above is referred to in the following as the
“minimal alternative”. This planning setup only covers the exact demand, and all other planning parameters are ignored.
For information about variations of this planning logic, see the Scenarios section below.
Scenarios
The following scenarios describe variations of demand at blank location and how the planning system resolves
to the “minimal alternative.”
Setup 1:
Location Mandatory = Yes
SKU is set up for RED
Components at Location = BLUE
Case 1.1: Demand is at RED location
The item is planned according to planning parameters on the SKU card.
Case 1.2: Demand is at BLUE location
The item is planned according to: Reordering Policy = Lot-for-Lot (Order remains Order), Include Inventory =
Yes, all other planning parameters = Empty.
Case 1.3: Demand is at GREEN location
The item is planned according to: Reordering Policy = Lot-for-Lot (Order remains Order), Include Inventory =
Yes, all other planning parameters = Empty.
Case 1.4: Demand is at BLANK location
The item is not planned because no location is defined on the demand line.
Setup 2:
Location Mandatory = Yes
No SKU exists
Components at Location = BLUE
Case 2.1: Demand is at RED location
The item is planned according to: Reordering Policy = Lot-for-Lot (Order remains Order), Include Inventory =
Yes, all other planning parameters = Empty.
Case 2.2: Demand is at BLUE location
The item is planned according to planning parameters on the item card.
Setup 3:
Location Mandatory = No
No SKU exists
Components at Location = BLUE
Case 3.1: Demand is at RED location
The item is planned according to: Reordering Policy = Lot-for-Lot (Order remains Order), Include Inventory =
Yes, all other planning parameters = Empty.
Case 3.2: Demand is at BLUE location
The item is planned according to planning parameters on the item card.
Case 3.3: Demand is at BLANK location
The item is planned according to: Reordering Policy = Lot-for-Lot (Order remains Order), Include Inventory =
Yes, all other planning parameters = Empty.
Setup 4:
Location Mandatory = No
No SKU exists
Components at Location = BLANK
Case 4.1: Demand is at BLUE location
The item is planned according to: Reordering Policy = Lot-for-Lot (Order remains Order), Include Inventory =
Yes, all other planning parameters = Empty.
Case 4.2: Demand is at BLANK location
The item is planned according to planning parameters on the item card.
As illustrated in the last scenario, the only way to get a correct result for a demand line without a location code is
to disable all setup values relating to locations. Similarly, the only way to get stable planning results for demand
at locations is to use SKUs. Therefore, if companies often plan for demand at locations, they are strongly advised
to use the Stockkeeping Units granule.
See Also
Design Details: Balancing Demand and Supply
Design Details: Central Concepts of the Planning System
Design Details: Supply Planning
Design Details: Transfers in Planning
6/9/2021 • 8 minutes to read • Edit Online
Transfer orders are also a source of supply when working at the SKU level. When using multiple locations
(warehouses), the SKU replenishment system can be set to Transfer, implying that the location is replenished by
transferring goods from another location. In a situation with more warehouses, companies might have a chain
of transfers where supply to GREEN location is transferred from YELLOW, and supply to YELLOW is transferred
from RED and so on. In the beginning of the chain, there is a replenishment system of Prod. Order or Purchase.
NOTE
This article uses names of locations from an earlier version of the demonstration company in Business Central. These
names do not map directly to the locations in the current demonstration company. We encourage you to use the article
to learn about locations and not as step-by-step instructions for how to use the demonstration company.
When comparing the situation where a supply order is directly facing a demand order to a situation where the
sales order is supplied through a chain of SKU transfers, it is obvious that the planning task in the latter situation
can become very complex. If demand changes, it might cause a ripple effect through the chain, because all
transfer orders plus the purchase/production order in the opposite end of the chain will have to be manipulated
to reestablish balance between demand and supply.
Planning Sequence
The following illustration shows what a string of transfers could look like.
In this example, a customer orders the item at location GREEN. Location GREEN is supplied through transfer
from the central warehouse RED. The central warehouse RED is supplied by transfer from production on location
BLUE.
In this example, the planning system will start at the customer demand and work its way backwards through the
chain. The demands and supplies will be processed one location at a time.
Transfer Level Code
The sequence in which the locations are processed in the planning system is determined by the transfer level
code of the SKU.
The transfer level code is an internal field which is automatically calculated and stored on the SKU when SKU is
created or modified. The calculation runs across all SKUs for a given combination of Item/Variant and uses the
location code and the transfer-from code to determine the route the planning will have to use when traversing
through the SKUs to ensure that all demands are processed.
The transfer level code will be 0 for SKUs with replenishment system Purchase or Prod. Order and will be -1 for
the first transfer level, -2 for the second and so on. In the transfer chain described above, the levels would
therefore be -1 for RED and -2 for GREEN, as shown in the following illustration.
When updating a SKU, the planning system will detect if SKUs with replenishment system Transfer are set up
with circular references.
If more transfers to a given location exist, the first transfer order will define the planning direction. Transfers
running in the opposite direction will be canceled.
Changing Quantity with Reservations
When changing quantities on existing supply, the planning system takes reservations into account in the sense
that the reserved quantity represents the lower limit for how much the supply can be reduced.
When changing the quantity on an existing transfer order line, keep in mind that the lower limit will be defined
as the highest reserved quantity of the outbound and inbound transfer line.
For example, if a transfer order line of 117 pieces is reserved against a sales line of 46 and a purchase line of 24,
it is not possible to reduce the transfer line below 46 pieces even though this might represent excess supply on
the inbound side.
Now the planner at PINK location chooses to reserve against the purchase.
This usually means that the planning system will ignore the purchase order and the transfer demand. As long as
there is balance, there is no problem. But what happens when the customer at RED location partly regrets the
order and changes it to 22?
When the planning system runs again, it should get rid of excess supply. However, the reservation will lock the
purchase and the transfer to a quantity of 27.
The PINK-RED transfer has been reduced to 22. The inbound part of the BLUE-PINK transfer is not reserved, but
because the outbound part is reserved it is not possible to reduce the quantity below 27.
On the production order line, the Ending Date + Safety Lead Time + Inbound Warehouse Handling Time = Due
Date.
On the purchase order line, the Planned Receipt Date + Safety Lead Time + Inbound Warehouse Handling Time
= Expected Receipt Date.
Reschedule
When rescheduling an existing transfer line, the planning system must look up the outbound part and change
the date-time on this. It is important to note that if lead time has been defined, there will be a gap between the
shipment and the receipt. As mentioned, the lead time can consist of more elements, such as transportation time
and warehouse handling time. On a time line, the planning system will move back in time while it balances the
elements.
Therefore, when changing the due date on a transfer line, the lead time must be calculated in order to update
the outbound side of the transfer.
Order-to-Order Links
In this example, BLUE SKU is set up with the Order reordering policy, while PINK and RED use Lot-for-Lot. When
a sales order of 27 is created on location RED, it will lead to a chain of transfers with the last joint at location
BLUE being reserved with binding. In this example, the reservations are not hard reservations created by the
planner at PINK location, but bindings created by the planning system. The important difference is that the
planning system can change the latter.
If demand is changed from 27 to 22, the system will lower the quantity down through the chain, with the
binding reservation also being reduced.
See Also
Design Details: Planning Parameters
Design Details: Planning Assignment Table
Design Details: Handling Reordering Policies
Design Details: Demand at Blank Location
Design Details: Central Concepts of the Planning System
Design Details: Balancing Demand and Supply
Design Details: Supply Planning
Design Details: Inventory Costing
6/9/2021 • 2 minutes to read • Edit Online
This documentation provides detailed technical insight to the concepts and principles that are used within the
Inventory Costing features in Business Central.
Inventory costing, also referred to as cost management, is concerned with recording and reporting business
operating costs.
In This Section
Design Details: Costing Methods
Design Details: Item Application
Design Details: Known Item Application Issue
Design Details: Cost Adjustment
Design Details: Posting Date on Adjustment Value Entry
Design Details: Expected Cost Posting
Design Details: Average Cost
Design Details: Variance
Design Details: Rounding
Design Details: Cost Components
Design Details: Inventory Periods
Design Details: Inventory Posting
Design Details: Production Order Posting
Design Details: Assembly Order Posting
Design Details: Reconciliation with the General Ledger
Design Details: Accounts in the General Ledger
Design Details: Inventory Valuation
Design Details: Revaluation
Design Details: Costing Methods
6/9/2021 • 7 minutes to read • Edit Online
The costing method determines whether an actual or a budgeted value is capitalized and used in the cost
calculation. Together with the posting date and sequence, the costing method also influences how the cost flow
is recorded.
NOTE
You cannot change an item's costing method if item ledger entries exist for the item. For more information, see Design
Details: Change the Costing Method for Items.
FIFO An item's unit cost is the actual value In business environments where
of any receipt of the item, selected by product cost is stable.
the FIFO rule.
(When prices are rising, the balance
In inventory valuation, it is assumed sheet shows greater value. This means
that the first items placed in inventory that tax liabilities increase, but credit
are sold first. scores and the ability to borrow cash
improve.)
LIFO An item's unit cost is the actual value Disallowed in many countries/regions,
of any receipt of the item, selected by as it can be used to depress profit.
the LIFO rule.
(When prices are rising, the value on
In inventory valuation, it is assumed the income statement decreases. This
that the last items placed in inventory means that tax liabilities decrease, but
are sold first. the ability to borrow cash
deteriorates.)
Specific An item's unit cost is the exact cost at In production or trade of easily
which the particular unit was received. identifiable items with fairly high unit
costs.
Standard An item's unit cost is preset based on Where cost control is critical.
estimated.
In repetitive manufacturing, to value
When the actual cost is realized later, the costs of direct material, direct
the standard cost must be adjusted to labor, and manufacturing overhead.
the actual cost through variance
values. Where there is discipline and staff to
maintain standards.
The following image shows how costs flow through the inventory for each costing method.
Costing methods differ in the way that they value inventory decreases and if they use actual cost or standard
cost as the valuation base. The following table explains the different characteristics. (The LIFO method is
excluded, as it is very similar to the FIFO method.)
General characteristic Easy to understand Based on period Easy to use, but Requires item
options: requires qualified tracking on both
Day /Week /Month / maintenance. inbound and
Quar ter /Accountin outbound
g Period . transaction.
Application/Adjustme Application keeps Application keeps Application keeps All applications are
nt track of the track of the track of the fixed.
remaining remaining remaining
quantity . quantity . quantity .
Miscellaneous If you back-date an If you back-date an Use the Standard You can use specific
inventory decrease, inventory increase or Worksheet page to item tracking without
then existing entries decrease, then the periodically update using the Specific
are NOT reapplied to average cost is and roll up standard costing method.
provide a correct recalculated, and all costs. Then the cost will
FIFO cost flow. affected entries are NOT follow the lot
adjusted. Is NOT supported number, but the cost
per SKU. assumption of the
If you change the selected costing
period or calculation No historic records method.
type, then all affected exist for standard
entries must be costs.
adjusted.
Example
This section gives examples of how different costing methods affect inventory value.
The following table shows the inventory increases and decreases that the examples are based on.
P O ST IN G DAT E Q UA N T IT Y EN T RY N O.
01-01-20 1 1
01-01-20 1 2
01-01-20 1 3
P O ST IN G DAT E Q UA N T IT Y EN T RY N O.
02-01-20 -1 4
03-01-20 -1 5
04-01-20 -1 6
NOTE
The resulting quantity in inventory is zero. Consequently, the inventory value must also be zero, regardless of the costing
method.
P O ST IN G DAT E Q UA N T IT Y C O ST A M O UN T ( A C T UA L ) EN T RY N O.
01-01-20 1 10.00 1
01-01-20 1 20.00 2
01-01-20 1 30.00 3
Standard
For items using the Standard costing method, inventory increases are valued at the item's current standard
cost.
The following table shows how inventory increases are valued for the Standard costing method.
P O ST IN G DAT E Q UA N T IT Y C O ST A M O UN T ( A C T UA L ) EN T RY N O.
01-01-20 1 15.00 1
01-01-20 1 15.00 2
01-01-20 1 15.00 3
02-01-20 -1 -10.00 4
03-01-20 -1 -20.00 5
04-01-20 -1 -30.00 6
LIFO
For items using the LIFO costing method, items that were purchased most recently are always sold first (entry
numbers 3, 2, and 1 in this example). Accordingly, inventory decreases are valued by taking the value of the last
inventory increase.
COGS is calculated using the value of the most recent inventory acquisitions.
The following table shows how inventory decreases are valued for the LIFO costing method.
P O ST IN G DAT E Q UA N T IT Y C O ST A M O UN T ( A C T UA L ) EN T RY N O.
02-01-20 -1 -30.00 4
03-01-20 -1 -20.00 5
04-01-20 -1 -10.00 6
Average
For items using the Average costing method, inventory decreases are valued by calculating a weighted average
of the remaining inventory on the last day of the average cost period in which the inventory decrease was
posted. For more information, see Design Details: Average Cost.
The following table shows how inventory decreases are valued for the Average costing method.
P O ST IN G DAT E Q UA N T IT Y C O ST A M O UN T ( A C T UA L ) EN T RY N O.
02-01-20 -1 -20.00 4
03-01-20 -1 -20.00 5
04-01-20 -1 -20.00 6
Standard
For items using the Standard costing method, inventory decreases are valued similar to the FIFO costing
method, except valuation is based on a standard cost, not on the actual cost.
The following table shows how inventory decreases are valued for the Standard costing method.
P O ST IN G DAT E Q UA N T IT Y C O ST A M O UN T ( A C T UA L ) EN T RY N O.
02-01-20 -1 -15.00 4
03-01-20 -1 -15.00 5
P O ST IN G DAT E Q UA N T IT Y C O ST A M O UN T ( A C T UA L ) EN T RY N O.
04-01-20 -1 -15.00 6
Specific
Costing methods make an assumption about how cost flows from an inventory increase to an inventory
decrease. However, if more accurate information about the cost flow exists, then you can override this
assumption by creating a fixed application between entries. A fixed application creates a link between an
inventory decrease and a specific inventory increase and directs the cost flow accordingly.
For items using the Specific costing method, inventory decreases are valued according to the inventory
increase that it is linked to by the fixed application.
The following table shows how inventory decreases are valued for the Specific costing method.
C O ST A M O UN T
P O ST IN G DAT E Q UA N T IT Y ( A C T UA L ) A P P L IES- TO EN T RY EN T RY N O.
02-01-20 -1 -20.00 2 4
03-01-20 -1 -10.00 1 5
04-01-20 -1 -30.00 3 6
See Also
Design Details: Inventory Costing
Design Details: Variance
Design Details: Average Cost
Design Details: Item Application
Managing Inventory Costs
Finance
Working with Business Central
Design Details: Change the Costing Method for
Items
6/9/2021 • 10 minutes to read • Edit Online
In Business Central, you cannot change a costing method for an item after you have included the item in a
transaction. For example, after you have bought or sold the item. If an incorrect costing method was assigned to
the item or items, you might not discover the issue until you do your financial reporting.
This topic describes how to resolve this situation. The recommended approach is to replace the item that has the
incorrect costing method with a new item, and use an assembly order to transfer the inventory from the old
item to the new.
NOTE
Using assembly orders allows the costs to still flow although there are outstanding purchase invoices or shipping charges
to post. Additionally, it allows you to undo the conversion and get the quantities of the original items back, if needed.
TIP
To become familiar with the process, we recommend that you start the conversion process with a single item or a small
set of items.
A REA W H AT TO C O P Y H O W TO C O P Y IT
Warehouse Bin contents Review the bin content defined for the
original item. If columns such as as
Min. Qty., Max. Qty., Default, and
Dedicated have been individually
entered then you must manually
create bin content for the new item. If
they are not, no action is required.
Business Central will maintain the
records when you register warehouse
documents and journals.
IMPORTANT
If the new costing method is Standard you should enter a value in the Standard Cost field on the Item Card page. You
can use the Standard Cost Worksheet page to set the cost shares accordingly. For more information, see Update
Standard Costs.
Determine the inventory quantity to convert from the original item to the new item
NOTE
This step does not consider quantities that are included in unshipped orders. For more information, see Handle inventory
quantities that are allocated to demand.
Use a physical inventory journal to produce a list of the quantities in inventory. Depending on the warehouse
location setup, use one of the following:
Physical Invt. Journals
Whse. Phys. Invt. Journals
Both journals can calculate the inventory quantity of the item, including the location, variant, bin, and storage
location. For more information, see Count, Adjust, and Reclassify Inventory Using Journals.
Transfer the inventory to the new item
Create and post assembly orders to transfer the cost and inventory quantity from the original item to the new
item. Assembly orders can convert one item to another while preserving the costs. This helps ensure that the net
totals for the inventory account and COGS are not affected (except when the new costing method is Standard, in
which case costs may be distributed to variance accounts). For more information, see Assembly Management.
When creating assembly orders, use the information from the Physical Invt. journal or Whse. Phys. Invt. journal.
The following tables describe the information in the reports to enter in the header and lines on the assembly
order.
F IEL D VA L UE TO EN T ER
Lines
F IEL D VA L UE TO EN T ER
Type Item
Quantity per 1
NOTE
An assembly order can handle only one SKU of an item at a time. You must create an assembly order for each
combination of SKU that has a quantity in inventory.
NOTE
For a warehouse location, you might have to create picks before you can post the assembly order. To investigate that,
review the setup for picking on the Location Card page. For more information, see Set Up Items and Locations for
Directed Put-away and Pick.
NOTE
There are functional areas that can affect the quantity, as listed in the table below, so it can be tricky to find the correct
amount. To be safe, using the example above, you can choose to keep 100 pcs. and transfer the remaining 900 pcs.
instead. Another way to do it would be to process the documents and journals so that only a manageable few remain. Yet
another alternative is to transfer the entire quantity to the new item and then transfer some of it back to the original item
using the assembly order.
The following table lists functional areas where there might be outstanding quantities.
A REA W H ERE TO LO O K F O R O UT STA N DIN G Q UA N T IT IES
Summary
Changing the costing method on items that have been used in transactions is a process, and not a standard
action in Business Central. You can use the steps described in this topic as a template for the process.
The process can be time consuming because there are several manual steps. However, taking the time to
complete it will minimize the impact of mistakes on your general ledger.
We recommend the following:
1. Assess the feasibility of the process by taking one, or maybe a few, representative items through the entire
process.
2. Consider contacting an experienced partner who can help you with the process.
See Also
Design Details: Costing Methods
Overview
Design Details: Item Application
6/9/2021 • 13 minutes to read • Edit Online
When you post an inventory transaction, the quantity posting is recorded in the item ledger entries, the value
posting in the value entries. For more information, see Design Details: Inventory Posting.
In addition, an item application is made to link the cost recipient to its cost source to provide cost forwarding
according to the costing method. For more information, see Design Details: Costing Methods.
Business Central makes two types of item application.
A P P L IC AT IO N T Y P E DESC RIP T IO N
M ET H O D DESC RIP T IO N A P P L IC AT IO N T Y P E
Whether quantity applications or cost applications are made depends on the direction of the inventory
transaction and whether the item application is made automatically or fixed, in connection with special
processes.
The following table shows, based on the central application fields on inventory transaction lines, how costs flow
depending on the transaction direction. It also indicates when and why the item application is of type quantity or
cost.
- A P P L . - TO IT EM EN T RY F IEL D A P P L . - F RO M IT EM EN T RY F IEL D
Application for outbound entry The outbound entry pulls the cost Not supported
from the open inbound entry.
Quantity application
- A P P L . - TO IT EM EN T RY F IEL D A P P L . - F RO M IT EM EN T RY F IEL D
Application for inbound entry The inbound entry pushes the cost The inbound entry pulls the cost from
onto the open outbound entry. the outbound entry. Note: When
making this fixed application, the
The inbound entry is the cost source. inbound transaction is treated as a
sales return. Therefore, the applied
Quantity application outbound entry remains open.
Cost application
IMPORTANT
A sales return is NOT considered a cost source when fixed applied.
The sales entry remains open until the real source is posted.
Item Ledger Entr y No. The number of the item ledger entry for the transaction that
this application entry is created for.
Inbound Item Entr y No. The item ledger entry number of the inventory increase to
which the transaction should be linked, if applicable.
Outbound Item Entr y No. The item ledger entry number of the inventory decrease to
which the transaction should be linked, if applicable.
Inventory Increase
When you post an inventory increase, then a simple item application entry is recorded without an application to
an outbound entry.
Example
The following table shows the item application entry that is created when you post a purchase receipt of 10
units.
IN B O UN D IT EM O UT B O UN D IT EM IT EM L EDGER EN T RY
P O ST IN G DAT E EN T RY N O. EN T RY N O. Q UA N T IT Y N O.
01-01-20 1 0 10 1
Inventory Decrease
When you post an inventory decrease, an item application entry is created that links the inventory decrease to
an inventory increase. This link is created by using the item's costing method as a guideline. For items using
FIFO, Standard, and Average costing methods, the linking is based on the first-in-first-out principle. The
inventory decrease is applied to the inventory increase with the earliest posting date. For items using the LIFO
costing method, the linking is based on the last-in-first-out principle. The inventory decrease is applied to the
inventory increase with the most recent posting date.
In the Item Ledger Entr y table, the Remaining Quantity field shows the quantity that has not yet been
applied. If the remaining quantity is more than 0, then the Open check box is selected.
Example
The following example shows the item application entry that is created when you post a sales shipment of 5
units of the items that were received in the previous example. The first item application entry is the purchase
receipt. The second application entry is the sales shipment.
The following table shows the two item application entries that result from the inventory increase and the
inventory decrease, respectively.
IN B O UN D IT EM O UT B O UN D IT EM IT EM L EDGER EN T RY
P O ST IN G DAT E EN T RY N O. EN T RY N O. Q UA N T IT Y N O.
01-01-20 1 0 10 1
01-03-20 1 2 -5 2
Fixed Application
You make a fixed application when you specify that the cost of an inventory increase should apply to a specific
inventory decrease, or vice versa. The fixed application affects the remaining quantities of the entries, but the
fixed application also reverses the exact cost of the original entry that you are applying to, or from.
To make a fixed application, you use the Appl.-to Item Entr y field or the Appl.-from Item Entr y field in the
document lines to specify the item ledger entry that you want the transaction line to apply to, or from. For
example, you might make a fixed application when you want to create a cost application that specifies that a
sales return should apply to a specific sales shipment to reverse the cost of the sales shipment. In this case,
Business Central ignores the costing method and applies the inventory decrease, or increase, for a sales return,
to the item ledger entry that you specify. The advantage of making a fixed application is that the cost of the
original transaction is passed to the new transaction.
Example – Fixed Application in Purchase Return
The following example, which illustrates the effect of fixed application of a purchase return of an item using the
FIFO costing method, is based on the following scenario:
1. In entry 1, the user posts a purchase at a cost of LCY 10.00.
2. In entry 2, the user posts a purchase at a cost of LCY 20.00.
3. In entry 3, the user posts a purchase return. The user makes a fixed application to the second purchase by
entering the item ledger entry number in the Appl.-to Item Entr y field on the purchase return order line.
The following table shows item ledger entries resulting from the scenario.
IT EM L EDGER EN T RY C O ST A M O UN T IT EM L EDGER EN T RY
P O ST IN G DAT E TYPE Q UA N T IT Y ( A C T UA L ) N O.
Because a fixed application is made from the purchase return to the second purchase entry, the items are
returned at the correct cost. If the user had not performed the fixed application, then the returned item would be
incorrectly valued at LCY 10.00 because the return would have been applied to the first purchase entry
according to the FIFO principle.
The following table shows the item application entry that results from the fixed application.
IN B O UN D IT EM O UT B O UN D IT EM IT EM L EDGER EN T RY
P O ST IN G DAT E EN T RY N O. EN T RY N O. Q UA N T IT Y N O.
01-06-20 2 3 10 3
The cost of the second purchase, LCY 20.00, is passed correctly to the purchase return.
Example – Fixed Application with Average Cost
The following example, which illustrates the effect of fixed application, is based on the following scenario for an
item that uses the Average costing method:
1. In entry numbers 1 and 2, the user posts two purchase invoices. The second invoice has the incorrect direct
unit cost of LCY 1000.00.
2. In entry number 3, the user posts a purchase credit memo with a fixed application applied to the purchase
entry with the wrong direct unit cost. The sum of the Cost Amount (Actual) field for the two fixed applied
value entries becomes 0.00
3. In entry number 4, the user posts another purchase invoice with the correct direct unit cost of LCY 100.00
4. In entry number 5, the user posts a sales invoice.
5. The inventory quantity is 0, and the inventory value is also 0.00
The following table shows the result of the scenario on the item's value entries.
The following table shows the result of the scenario on the item's value entries after posting is complete and
cost adjustment has been run.
IT EM
L EDGER C O ST A P P L . - TO VA L UED B Y IT EM
P O ST IN G EN T RY VA L UED A M O UN T IT EM AVERA GE L EDGER
DAT E TYPE Q UA N T IT Y ( A C T UA L ) EN T RY C O ST EN T RY N O. EN T RY N O.
If the user had not made the fixed application between the purchase credit memo and the purchase with the
incorrect direct unit cost (step 2 in the previous scenario), then the cost would have been adjusted differently.
The following table shows the result on the item's value entries if step 2 in the previous scenario is performed
without a fixed application.
IT EM
L EDGER C O ST A P P L . - TO VA L UED B Y IT EM
P O ST IN G EN T RY VA L UED A M O UN T IT EM AVERA GE L EDGER
DAT E TYPE Q UA N T IT Y ( A C T UA L ) EN T RY C O ST EN T RY N O. EN T RY N O.
In entry number 3, the value in the Cost Amount (Actual) field is valued by average and therefore includes the
erroneous posting of 1000.00. Accordingly, it becomes -433,33, which is an inflated cost amount. The calculation
is 1300 / 3 = .-433,33.
In entry number 5, the value of the Cost Amount (Actual) field for this entry is also inaccurate for the same
reason.
NOTE
If you create a fixed application for an inventory decrease for an item that uses the Average costing method, then the
decrease will not receive the average cost for the item as usual, but will instead receive the cost of the inventory increase
that you specified. That inventory decrease is then no longer part of the average cost calculation.
C O ST
P O ST IN G IT EM L EDGER VA L UED A M O UN T A P P L . - F RO M IT EM L EDGER
DAT E EN T RY T Y P E Q UA N T IT Y ( A C T UA L ) IT EM EN T RY EN T RY N O. EN T RY N O.
C O ST
P O ST IN G IT EM L EDGER VA L UED A M O UN T A P P L . - F RO M IT EM L EDGER
DAT E EN T RY T Y P E Q UA N T IT Y ( A C T UA L ) IT EM EN T RY EN T RY N O. EN T RY N O.
The following table shows the effect of the exact cost reversal on the item's value entries.
C O ST
P O ST IN G IT EM L EDGER VA L UED A M O UN T A P P L . - F RO M IT EM L EDGER
DAT E EN T RY T Y P E Q UA N T IT Y ( A C T UA L ) IT EM EN T RY EN T RY N O. EN T RY N O.
When you run the Adjust Cost - Item Entries batch job, the increased cost of the purchase entry, due to the
item charge, is forwarded to the sales entry (entry number 2). The sales entry then forwards this increased cost
to the sales credit entry (entry number 3). The final result is that the cost is correctly reversed.
NOTE
If you are working with returns or credit memos and you have set up the Exact Cost Reversing Mandator y field in
either the Purchases & Payables Setup page or the Sales & Receivables Setup page, as appropriate for your
situation, then Business Central automatically fills the various application entry fields when you use the Copy from
Document function. If you use the Get Posted Document Lines to Reverse function, then the fields are always filled
automatically.
NOTE
If you post a transaction with a fixed application, and the item ledger entry that you are applying to is closed, meaning
that the remaining quantity is zero, then the old application is automatically undone and reapplies the item ledger entry
using the fixed application that you specified.
Transfer Application
When an item is transferred from one location to another, inside the company inventory, then an application is
created between the two transfer entries. Valuing a transfer entry depends on the costing method. For items
using the Average costing method, valuation is made using the average cost in the average cost period in which
the valuation date of the transfer occurs. For items using other costing methods, valuation is made by tracing
back to the cost of the original inventory increase.
Example – Average Costing Method
The following example, which illustrates how transfer entries are applied, is based on the following scenario for
an item using Average costing method and an average cost period of Day.
1. The user purchases the item at a cost of LCY 10.00.
2. The user purchases the item again at a cost of LCY 20.00.
3. The user transfers the item from EAST to WEST location.
The following table shows the effect of the transfer on the item's value entries.
IT EM L EDGER VA L UED C O ST A M O UN T
P O ST IN G DAT E EN T RY T Y P E LO C AT IO N C O DE Q UA N T IT Y ( A C T UA L ) EN T RY N O.
IT EM L EDGER VA L UED C O ST A M O UN T
P O ST IN G DAT E EN T RY T Y P E LO C AT IO N C O DE Q UA N T IT Y ( A C T UA L ) EN T RY N O.
Since the value of the original inventory increase is LCY 10.00, the transfer is valued at that cost, not at LCY
12.00.
Reapplication
Because of the way an item's unit cost is calculated, an incorrect item application could lead to a skewed average
cost and unit cost. The following scenarios may cause incorrect item applications, which require that you undo
item applications and reapply item ledger entries:
You have forgotten to make a fixed application.
You have made an incorrect fixed application.
You want to overrule the application created automatically when posting, according to the item's costing
method.
You have to return an item to which a sale has already been manually applied, without using the Get Posted
Document Lines to Reverse function, and you must therefore undo the application.
Business Central offers a feature for analyzing and correcting item applications. This work is performed on the
Application Worksheet page.
See Also
Design Details: Known Item Application Issue
Design Details: Inventory Costing
Design Details: Costing Methods
Design Details: Average Cost
Design Details: Cost Adjustment
Managing Inventory Costs
Finance
Working with Business Central
Design Details: Known Item Application Issue
6/9/2021 • 6 minutes to read • Edit Online
This article addresses an issue where the inventory level is zero although open item ledger entries exist in
Business Central.
The article starts by listing typical symptoms of the issue, followed by the basics of item application to support
the described reasons for this issue. At the end of the article is a workaround to address such open item ledger
entries.
REM
C O ST IN VO A IN I
DO C DO C AMO IC ED NG
EN T R P O ST EN T R UM E UM E LO C A Q UA UN T Q UA Q UA
Y IN G Y NT NT IT EM T IO N N T IT (ACT N T IT N T IT
N O. DAT E TYPE TYPE N O. N O. C O DE Y UA L ) Y Y O P EN
Notice above that item ledger entry 1 (Purchase) is both the supplier of the item and the cost source to the
applied item ledger entry, item ledger entry 2 (Sale).
NOTE
If the outbound item ledger entry is valued by average cost, then the applied inbound item ledger entry is not the unique
cost source. It merely plays a part in the calculation of the average cost of the period.
Cost Application
Cost applications are only created for inbound transactions where the Appl.-from Item Entr y field is filled to
provide a fixed application. This typically happens in connection with a sales credit memo or an undo shipment
scenario. The cost application ensures that the item re-enters inventory with the same cost as when it was
shipped.
The following diagram shows how cost applications are made.
C O ST
AMO IN VO I REM A
P O ST I EN T R DO C U DO C U LO C A UN T C ED IN IN G
EN T R NG Y M EN T M EN T IT EM T IO N Q UA N (ACT Q UA N Q UA N
Y N O. DAT E TYPE TYPE N O. N O. C O DE T IT Y UA L ) T IT Y T IT Y O P EN
Notice above that inbound item ledger 3 (Sales Return) is a cost recipient for the original outbound item ledger
entry 2 (Sale).
Notice above that the cost is forwarded to item ledger entry 2 (Sale), then to item ledger entry 3 (Sales Return),
and finally to item ledger entry 4 (Sale 2).
Reasons for the Issue
The issue with zero inventory although open item ledger entries exist can be caused by the following scenarios:
Scenario 1: A shipment and invoice is posted although the item is not available. The posting is then exact-
cost reversed with a sales credit memo.
Scenario 2: A shipment is posted although the item is not available. The posting is then undone with the
Undo Shipment function.
The following diagram illustrates how item applications are made in both scenarios.
Notice above that a cost application is made (represented by the blue arrows) to ensure that item ledger entry 2
(Sales Return) is assigned the same costs as the item ledger entry that it reverses, item ledger entry 1 (Sale 1).
However, a quantity application (represented by the red arrows) is not made.
Item ledger entry 2 (Sales Return) cannot be both a cost recipient of the original item ledger entry and at the
same time be a supplier of items and their source of costs. Therefore, the original item ledger entry 1 (Sale 1)
remains open until a valid source appears.
REM
C O ST IN VO A IN I
DO C DO C LO C A AMO IC ED NG
EN T R P O ST EN T R UM E UM E T IO N Q UA UN T Q UA Q UA C OR
Y IN G Y NT NT IT EM C OD N T IT (ACT N T IT N T IT OPE REC T
N O. DAT E TYPE TYPE N O. N O. E Y UA L ) Y Y N IO N
NOTE
Cost applications cannot be identified on the Applied Item Entries page because that page only shows quantity
applications.
IT EM IN B O UN D O UT B O UN D C O ST
L EDGER IT EM EN T RY IT EM EN T RY P O ST IN G A P P L IC AT IO
EN T RY N O. EN T RY N O. N O. N O. Q UA N T IT Y DAT E N
Notice above that inbound item ledger entry 334 is cost applied to outbound item ledger entry 333.
See Also
Design Details: Item Application
Design Details: Inventory Costing
Design Details: Cost Adjustment
6/9/2021 • 8 minutes to read • Edit Online
The main purpose of cost adjustment is to forward cost changes from cost sources to cost recipients, according
to an item’s costing method, to provide correct inventory valuation.
An item can be sales invoiced before it has been purchase invoiced, so that the recorded inventory value of the
sale does not match the actual purchase cost. Cost adjustment updates the cost of goods sold (COGS) for
historic sales entries to ensure that they match the costs of the inbound transactions to which they are applied.
For more information, see Design Details: Item Application.
The following are secondary purposes, or functions, of cost adjustment:
Invoice finished production orders:
Change the status of value entries from Expected to Actual .
Clear WIP accounts. For more information, see Design Details: Production Order Posting.
Post variance. For more information, see Design Details: Variance.
Update the unit cost on the item card.
Inventory costs must be adjusted before the related value entries can be reconciled with the general ledger. For
more information, see Design Details: Reconciliation with the General Ledger.
Example
The following example shows if you post a purchased item as received and invoiced on 01-01-20. You later post
the sold item as shipped and invoiced on 01-15-20. Then, you run the Adjust Cost - Item Entries and Post
Inventor y Cost to G/L batch jobs. The following entries are created.
Value Entries (1)
IT EM L EDGER C O ST A M O UN T C O ST P O ST ED IN VO IC ED
P O ST IN G DAT E EN T RY T Y P E ( A C T UA L ) TO G/ L Q UA N T IT Y EN T RY N O.
G/ L EN T RY N O. VA L UE EN T RY N O. G/ L REGIST ER N O.
1 1 1
2 1 1
3 2 1
4 2 1
A C C O UN T N O. ( EN -
P O ST IN G DAT E G/ L A C C O UN T US DEM O ) A M O UN T EN T RY N O.
Later, you post a related purchase item charge for 2.00 LCY invoiced on 02-10-20. You run the Adjust Cost -
Item Entries batch job and then run the Post Inventor y Cost to G/L batch job. The cost adjustment batch job
adjusts the cost of the sale by -2.00 LCY accordingly, and the Post Inventor y Cost to G/L batch job posts the
new value entries to the general ledger. The result is as follows.
Value Entries (2)
C O ST C O ST
P O ST IN G IT EM L EDGER A M O UN T P O ST ED TO IN VO IC ED
DAT E EN T RY T Y P E ( A C T UA L ) G/ L Q UA N T IT Y A DJUST M EN T EN T RY N O.
G/ L EN T RY N O. VA L UE EN T RY N O. G/ L REGIST ER N O.
5 3 2
6 3 2
7 4 2
8 4 2
A C C O UN T N O. ( EN -
P O ST IN G DAT E G/ L A C C O UN T US DEM O ) A M O UN T EN T RY N O.
O P T IO N DESC RIP T IO N
Day Costs are adjusted if posting occurs within one day from the
work date.
Week Costs are adjusted if posting occurs within one week from
the work date.
Month Costs are adjusted if posting occurs within one month from
the work date.
O P T IO N DESC RIP T IO N
Quarter Costs are adjusted if posting occurs within one quarter from
the work date.
Year Costs are adjusted if posting occurs within one year from the
work date.
Always Costs are always adjusted when you post, regardless of the
posting date.
The selection that you make in the Automatic Cost Adjustment field is important for performance and the
accuracy of your costs. Shorter time periods, such as Day or Week , affect system performance less, because
they provide the stricter requirement that only costs posted in the last day or week can be automatically
adjusted. This means that the automatic cost adjustment does not run as frequently and therefore affects system
performance less. However, it also means that unit costs may be less accurate.
Example
The following example shows an automatic cost adjustment scenario:
On January 10, you post a purchased item as received and invoiced.
On January 15, you post a sales order for the item as shipped and invoiced.
On February 5, you receive an invoice for a freight charge on the original purchase. You post this freight
charge, applying it to the original purchase invoice, which increases the cost of the original purchase.
If you have set up the automatic cost adjustment to apply to postings that occur within a month or a quarter
from the current work date, then the automatic cost adjustment runs and forwards the cost of the purchase to
the sale.
If you have set up the automatic cost adjustment to apply to postings that occur within a day or a week from the
current work date, then the automatic cost adjustment does not run, and the cost of the purchase is not
forwarded to the sale until you run the Adjust Cost - Item Entries batch job.
See Also
Adjust Item Costs
Design Details: Inventory Costing
Design Details: Reconciliation with the General Ledger
Design Details: Inventory Posting
Design Details: Variance
Design Details: Assembly Order Posting
Design Details: Production Order Posting
Managing Inventory Costs
Finance
Working with Business Central
Design Details: Posting Date on Adjustment Value
Entry
6/9/2021 • 10 minutes to read • Edit Online
This article provides guidance for users of the Inventory Costing functionality in Business Central. The specific
article is providing guidance in how the Adjust Cost - Item Entries batch job identifies and assigns a posting
date to the value entries that the batch job is about to create.
First the concept of the process is reviewed, how the batch job identifies and assigns the Posting Date to the
Value Entry to be created. Thereafter there are some scenarios shared that we in the support team come across
from time to time and finally there is a summary of the concepts used.
The Concept
The Adjust Cost – Item Entries batch job assigns a posting date to the value entry it is about to create in the
following steps:
1. Initially the Posting Date of the entry to be created is the same date as the entry it adjusts.
2. The Posting Date is validated against Inventory Periods and/or General Ledger Setup.
3. Assignment of Posting Date; If the initial Posting Date is not within allowed posting date range the batch
job will assign an allowed Posting Date from either General Ledger Setup or Inventory Period. If both
Inventory Periods and allowed posting dates in General Ledger Setup are defined, the later date of the
two will be assigned to the Adjustment Value Entry.
Let’s review this process more in practice. Assume we have an Item Ledger Entry of Sale. The item was shipped
on September 5, 2013 and it was invoiced the day after.
Below, the first Value Entry (379) represents the shipment and carry the same Posting Date as the parent Item
ledger Entry.
The second Value Entry (381) represents the invoice.
The third Value Entry (391) is an Adjustment of the invoicing Value Entry (381)
Step 1: Adjustment Value Entry to be created is assigned same Posting Date as the entry it adjusts, illustrated
above by Value entry 391.
Step 2: Validation of initial assigned Posting Date.
The Adjust Cost – Item Entries batch job determines if the initial Posting Date of the Adjustment Value Entry
is within allowed posting date range based upon Inventory Periods and/or General Ledger Setup.
Let’s review the above mentioned Sale by adding setup of allowed posting date ranges.
Inventory Periods:
First allowed posting date is the first day in the first open period. September 1, 2013.
General Ledger Setup:
First allowed posting date is the date stated in field Allow Posting From: September 10, 2013.
If both Inventory Periods and allowed posting dates in General Ledger Setup are defined, the later date of the
two will define the allowed posting date range.
Step 3: Assignment of an allowed posting date;
The initial assigned Posting Date was September 6 as illustrated in step 1. However, in the second step the Adjust
Cost – Item entries batch job identifies that earliest allowed Posting Date is September 10 and thereby assigns
September 10 to the Adjustment Value Entry, below.
We have now reviewed the concept for assigning Posting Dates to Value Entries created by the Adjust Cost -
Item entries batch job.
Let’s continue to review some scenarios that we in the support team comes across from time to time in relation
to assigned Posting Dates in the Adjust Cost – Item entries batch job and related setups.
Scenarios
Scenario I: “Posting Date is not within your range of allowed posting dates…”
This is a scenario where a user is experiencing mentioned error message when the Adjust Cost – Item entries
batch job is run.
In the previous section, describing the concept of assigning posting dates, the intention of the Adjust Cost – Item
entries batch job is to create a Value Entry with Posting Date September 10th.
The user in this case has an allowed posting date range from September 11 to September 30 and is thereby not
allowed to post the Adjustment Value Entry with Posting Date September 10th.
Knowledge Base article 952996 discusses more scenarios related to mentioned error message.
Scenario II: Posting Date on Adjustment Value Entry versus Posting Date on entry causing the adjustment
such as Revaluation or Item charge.
Revaluation scenario:
Prerequisites:
Inventory setup:
Automatic Cost Posting = Yes
Automatic Cost Adjustment=Always
Average Cost Calc. Type=item
Average Cost Period=Day
General Ledger Setup:
Allow Posting From = January 1, 2014
Allow Posting To = empty
User Setup:
Allow Posting From = December 1, 2013.
Allow Posting to = empty
To t e st t h e sc e n a r i o
The Adjust Cost – Item entries batch job has recognized a change in cost and adjusted the Negative
Adjustments.
Review of Posting Dates on created Adjustment Value Entries: The earliest allowed Posting Date the
Adjust Cost - Item Entries batch job has to relate to is January 1, 2014 as stated in the General Ledger Setup.
Negative Adjustment in step 3: assigned Posting Date is January 1, provided by General Ledger Setup. The
Posting Date of the Value Entry in scope for adjustment is December 20, 2013. According to General Ledger
Setup, the date is not within allowed posting date range. Therefore the Posting Date stated in the Allow Posting
From field in the General Ledger Setup is assigned to the Adjustment Value Entry.
Negative Adjustment in step 4: assigned Posting Date is January 15. The Value Entry in scope of adjustment
has Posting Date January 15, which is within the allowed posting date range according to General Ledger Setup.
The adjustment made for the Negative Adjustment in step 3 causes discussion. The favorable Posting Date for
the Adjustment Value Entry would have been December 20 or at least within December as the revaluation
causing the change in COGS was posted in December.
To achieve adjustment in December of the Negative Adjustment in step 3, the General Ledger Setup, Allow
Posting From field, need to state a date in December.
Conclusion:
With the experiences from this scenario, considering most suitable setup of allowed posting date range for a
company, you might want to consider the following information: As long as you allow changes in inventory
value to be posted in a period, December in this case, the setup that the company uses for allowed posting date
ranges should be aligned with this decision. The Allow Posting From in the General Ledger Setup, stating
December 1, would allow the revaluation made in December to be forwarded to affected outbound entries in
the same period.
User groups not allowed to post in December but in January, which was probably intended to be limited by the
General Ledger Setup in this scenario, should instead be addressed via the User setup.
Item charge scenario:
Prerequisites:
Inventory setup:
Automatic Cost Posting = Yes
Automatic Cost Adjustment=Always
Average Cost Calc. Type=item
Average Cost Period=Day
General Ledger Setup:
Allow Posting From = December 1, 2013.
Allow Posting To = empty
User Setup:
Allow Posting From = December 1, 2013.
Allow Posting to = empty
To t e st t h e sc e n a r i o
6. On work date January 3, a purchase invoice arrives, containing an additional item charge to the purchase
made in step 2. This invoice has document date December 30 and is therefore posted with Posting Date
December 30, 2013.
Create new purchase order:
Buy-from Vendor No.: 10000
Posting Date = December 30, 2013
Vendor Invoice No.: 3456
On the purchase order line:
Item Charge = JB-FREIGHT
Quantity = 1
Direct Unit Cost = 2
Assign Item Charge to Purchase Receipt from step 2
Post Receipt and Invoice.
Summar y of scenario:
The described scenario ends up with an Inventory Valuation report demonstrating Quantity = 0 while the Value
= 2. The Item charge posted in step 11 is part of the Inventory Increase value of December while the Inventory
Decrease of the same period is not affected.
Having the General Ledger Setup stating Allow Posting From January 1 was a good thing for the first Item
charge. The costs of the Inventory Increase and Decrease was recorded in the same period. For the second Item
charge however, the General Ledger Setup causes the change in COGS to be recognized in the period after.
Conclusion:
It’s a challenge to have the Inventory Valuation report to demonstrate Quantity = 0 while the Value <> 0. In this
case it’s also more difficult to express the optimal settings, having purchase invoices arriving the same day but
addressing different periods or even fiscal years. Crossing to a new fiscal year usually requires some planning
and as part of that the insight of Adjust Cost – Item entries process, recognizing COGS, is to be considered.
In this scenario one option could have been to have the General Ledger Setup, field Allow Posting From, stating
a date in December for a couple of more days and the posting of the first item charge postponed to allow all
costs for the previous period/fiscal year to be recognized for the period they belong to first, having the Adjust
Cost – Item entries batch job run and thereafter move the allowed posting date to the new period/fiscal year. The
first item charge with posting date January 2 could then be posted.
See Also
Design Details: Inventory Costing
Design Details: Item Application
Design Details: Expected Cost Posting
6/9/2021 • 2 minutes to read • Edit Online
Expected costs represent the estimation of, for example, a purchased item’s cost that you record before you
receive the invoice for the item.
You can post expected cost to inventory and to the general ledger. When you post a quantity that is only
received or shipped but not invoiced, then a value entry is created with the expected cost. This expected cost
affects the inventory value, but is not posted to the general ledger unless you set up the system up to do so.
NOTE
Expected costs are only managed for item transactions. Expected costs are not for immaterial transaction types, such as
capacity and item charges.
If only the quantity part of an inventory increase has been posted, then the inventory value in the general ledger
does not change unless you have selected the Expected Cost Posting to G/L check box on the Inventor y
Setup page. In that case, the expected cost is posted to interim accounts at the time of receipt. After the receipt
has been fully invoiced, the interim accounts are then balanced and the actual cost is posted to the inventory
account.
To support reconciliation and traceability work, the invoiced value entry shows the expected cost amount that
has been posted to balance the interim accounts.
Example
The following example shows expected cost if the Automatic Cost Posting check box and the Expected Cost
Posting to G/L check box are selected on the Inventor y Setup page.
You post a purchase order as received. The expected cost is LCY 95.00.
Value Entries
EXP EC T ED
C O ST C O ST
P O ST IN G A M O UN T P O ST ED TO EXP EC T ED IT EM L EDGER
DAT E EN T RY T Y P E ( EXP EC T ED) G/ L C O ST EN T RY N O. EN T RY N O.
G/ L EN T RY N O. VA L UE EN T RY N O. G/ L REGIST ER N O.
1 1 1
2 1 1
At a later date, you post the purchase order as invoiced. The invoiced cost is LCY 100.00.
Value Entries
C O ST C O ST C O ST
P O ST IN G A M O UN T A M O UN T P O ST ED TO EXP EC T ED IT EM L EDGER
DAT E ( A C T UA L ) ( EXP EC T ED) G/ L C O ST EN T RY N O. EN T RY N O.
G/ L EN T RY N O. VA L UE EN T RY N O. G/ L REGIST ER N O.
3 2 2
4 2 2
5 2 2
6 2 2
A C C O UN T N O. ( EN -
P O ST IN G DAT E G/ L A C C O UN T US DEM O ) A M O UN T EN T RY N O.
See Also
Design Details: Inventory Costing
Design Details: Cost Adjustment
Design Details: Reconciliation with the General Ledger
Design Details: Inventory Posting
Design Details: Variance
Managing Inventory Costs
Finance
Working with Business Central
Design Details: Average Cost
6/9/2021 • 10 minutes to read • Edit Online
The average cost of an item is calculated with a periodic weighted average, based on the average cost period
that is set up in Business Central.
The valuation date is set automatically.
Average Cost Period Specifies which period the average cost is calculated in. The
following options exist:
- Day
- Week
- Month
- Accounting Period
Average Cost Calc. Type Specifies how the average cost is calculated. The following
options exist:
- Item
- Item, Variant, and Location
With this option, the average cost is calculated for each item,
for each location, and for each variant of the item. This
means that the average cost of this item depends on where
it is stored and which variant of the item that you have
selected, such as color.
NOTE
You can only use one average cost period and one average cost calculation type in a fiscal year.
The Accounting Periods page shows which average cost period and which average cost calculation type is in effect
during that period, for each accounting period.
The average cost of a transaction is calculated when the item’s cost is adjusted. For more information, see
Design Details: Cost Adjustment. A cost adjustment uses the entries in the Avg. Cost Adjmt. Entr y Point table
to identify which items (or items, locations, and variants) to calculate average costs for. For each entry with a
cost that has not been adjusted, the cost adjustment uses the following to determine the average cost:
Determines the cost of the item at the start of the average cost period.
Adds the sum of the inbound costs that were posted during the average cost period. These include
purchases, sales returns, positive adjustments, and production and assembly outputs.
Subtracts the sum of the costs of any outbound transactions that were fixed-applied to receipts in the
average cost period. These typically include purchase returns and negative outputs.
Divides by the total inventory quantity for the end of the average cost period, excluding inventory decreases
that are being valued.
The calculated average cost is then applied to the inventory decreases for the item (or item, location, and
variant) with posting dates in the average cost period. If any inventory increases exist that were fixed applied to
inventory decreases in the average cost period, then the calculated average cost is forwarded from the increase
to the decrease.
Example: Average Cost Period = Day
The following example shows the effect of calculating the average cost based on an average cost period of one
day. The Average Cost Calc. Type field on the Inventor y Setup page is set to Item .
The following table shows item ledger entries for the sample average-cost item, ITEM1, before the Adjust Cost
- Item Entries batch job has been run.
IT EM L EDGER EN T RY C O ST A M O UN T
P O ST IN G DAT E TYPE Q UA N T IT Y ( A C T UA L ) EN T RY N O.
NOTE
Because cost adjustment has not yet occurred, the values in the Cost Amount (Actual) field of the inventory decreases
corresponding to the inventory increases that they are applied to.
The following table shows the entries in the Avg. Cost Adjmt. Entr y Point table that apply to value entries
resulting from the item ledger entries in the preceding table.
IT EM N O. VA RIA N T C O DE LO C AT IO N C O DE VA L UAT IO N DAT E C O ST IS A DJUST ED
The following table shows the same item ledger entries after the Adjust Cost - Item Entries batch job has
been run. The average cost per day is calculated and applied to the inventory decreases.
IT EM L EDGER EN T RY C O ST A M O UN T
P O ST IN G DAT E TYPE Q UA N T IT Y ( A C T UA L ) EN T RY N O.
IT EM L EDGER EN T RY C O ST A M O UN T
P O ST IN G DAT E TYPE Q UA N T IT Y ( A C T UA L ) EN T RY N O.
The following table shows the entries in the Avg. Cost Adjmt. Entr y Point table that apply to value entries
resulting from the item ledger entries in the preceding table.
NOTE
The valuation date is set to the last day in the average cost period, which in this case is the last day of the month.
The following table shows the same item ledger entries after the Adjust Cost - Item Entries batch job has
been run. The average cost per month is calculated and applied to the inventory decreases.
IT EM L EDGER EN T RY C O ST A M O UN T
P O ST IN G DAT E TYPE Q UA N T IT Y ( A C T UA L ) EN T RY N O.
The average cost of entry number 3 is calculated in the average cost period for January, and the average cost for
entries 4 and 6 is calculated in the average cost period for February.
To get the average cost for February, the average cost of the piece received in inventory (100.00) is added to the
average cost at the beginning of the period (30.00). The sum of the two (130.00) is then divided by the total
quantity in inventory (2).This gives the resulting average cost of the item in the February period (65.00). The
average cost is assigned to the inventory decreases in the period (entries 4 and 6).
Example
The following table of value entries illustrates the different scenarios.
IT EM
L EDGER C O ST IT EM
P O ST IN G EN T RY VA L UAT IO N VA L UED A M O UN T L EDGER
SC EN A RIO DAT E TYPE DAT E Q UA N T IT Y ( A C T UA L ) EN T RY N O. EN T RY N O.
NOTE
In entry number 5 in the preceding table, the user has entered a sales order with a posting date (02-01-20) that comes
before the latest valuation date of applied value entries (03-01-20). If the corresponding value in the Cost Amount
(Actual) field for this date (02-01-20) were used for this entry, then it would be 14.00. This would give a situation where
the quantity on inventory is zero, but the inventory value is –4.00.
To avoid such a quantity-value mismatch, the valuation date is set to equal the latest valuation date of the applied value
entries (03-01-20). The value in the Cost Amount (Actual) field becomes 10.00 (after revaluation), which means that
the quantity on inventory is zero, and the inventory value is also zero.
Cau t i on
Because the Inventor y Valuation report is based on posting date, the report will reflect any quantity-value
mismatches in scenarios as in the above example. For more information, see Design Details: Inventory Valuation.
If the quantity on inventory is less than zero after posting the inventory decrease, then the valuation date is first
set to the posting date of the inventory decrease. This date may be changed later, according to the rules
described in the note earlier in this section, when the inventory increase is applied.
Recalculating Average Cost
Valuing inventory decreases as a weighted average would be straightforward if purchases were always invoiced
before sales are invoiced, postings were never backdated, and you never made mistakes. However, the reality is
somewhat different from this ideal.
As illustrated in the examples in this topic, the valuation date is defined as the date from which the value entry is
included in the average cost calculation. This gives you the flexibility to do the following for items using the
Average costing method:
Invoice the sale of an item before the purchase of the item has been invoiced.
Backdate a posting.
Recover an incorrect posting.
NOTE
Another reason for this flexibility is fixed application. For more information about fixed application, see Design Details:
Item Application.
Because of this flexibility, you may have to recalculate the average cost after the related posting has occurred.
For example, if you post an inventory increase or decrease with a valuation date that comes before one or more
inventory decreases. The recalculation of the average cost will occur automatically when you run the Adjust
Cost - Item Entries batch job, manually or automatically.
It is possible to change the inventory valuation base within an accounting period by changing the Average
Cost Period field and the Average Cost Calc. Type field. However, this should be done with care and in
agreement with an auditor.
Example
The following example illustrates how the average cost is recalculated when a late posting is introduced on a
date that comes before one or more inventory decreases. The example is based on an average cost period of
Day .
The following table shows the value entries that exist for the item before the posting is introduced.
VA L UAT IO N DAT E Q UA N T IT Y C O ST A M O UN T ( A C T UA L ) EN T RY N O.
01-01-20 1 10.00 1
01-02-20 1 20.00 2
02-15-20 -1 -15.00 3
02-16-20 -1 -15.00 4
The user posts an inventory increase (entry number 5) with a valuation date (01-03-20) that comes before one
or more inventory decreases. To balance the inventory, the average cost must be recalculated and adjusted to
17.00.
The following table shows the value entries that exist for the item after entry number 5 is introduced.
VA L UAT IO N DAT E Q UA N T IT Y C O ST A M O UN T ( A C T UA L ) EN T RY N O.
01-01-20 1 10.00 1
VA L UAT IO N DAT E Q UA N T IT Y C O ST A M O UN T ( A C T UA L ) EN T RY N O.
01-02-20 1 20.00 2
01-03-20 1 21.00 5
02-15-20 -1 -17.00 3
02-16-20 -1 -17.00 4
See Also
Design Details: Inventory Costing
Design Details: Costing Methods
Design Details: Cost Adjustment
Design Details: Item Application
Managing Inventory Costs
Finance
Working with Business Central
Design Details: Variance
6/9/2021 • 2 minutes to read • Edit Online
Variance is defined as the difference between the actual cost and the standard cost, as described in the following
formula.
actual cost – standard cost = variance
If the actual cost changes, for example, because you post an item charge on a later date, then the variance is
updated accordingly.
NOTE
Revaluation does not affect the variance calculation, because revaluation only changes the inventory value.
Example
The following example illustrates how variance is calculated for purchased items. It is based on the following
scenario:
1. The user purchases an item at LCY 90.00, but the standard cost is LCY 100.00. Accordingly, the purchase
variance is LCY –10.00.
2. LCY 10.00 is credited to the purchase variance account.
3. The user posts an item charge of LCY 20.00. Accordingly, the actual cost is increased to LCY 110.00, and the
value of the purchase variance becomes LCY 10.00.
4. LCY 20.00 is debited to the purchase variance account. Accordingly, the net purchase variance becomes LCY
10.00.
5. The user revalues the item from LCY 100.00 to LCY 70.00. This does not affect the variance calculation, only
the inventory value.
The following table shows the resulting value entries.
Single-Level Mfg. Ovhd Cost Not applicable (Single-Level Material Cost + Single-
Level Capacity Cost + Single-Level
Subcontrd. Cost) * Indirect Cost % /
100 + Overhead Rate
See Also
Design Details: Inventory Costing
Design Details: Costing Methods Managing Inventory Costs
Finance
Working with Business Central
Design Details: Rounding
6/9/2021 • 2 minutes to read • Edit Online
Rounding residuals can occur when you value the cost of an inventory decrease that is measured in a different
quantity than the corresponding inventory increase. Rounding residuals are calculated for all costing methods
when you run the Adjust Cost - Item Entries batch job.
When you use the average costing method, the rounding residual is calculated and recorded on a cumulative,
entry-by-entry basis.
When you use a costing method other than Average, the rounding residual is calculated when the inventory
increase has been fully applied, that is when the remaining quantity for the inventory increase is equal to zero. A
separate entry is then created for the rounding residual, and the posting date on this rounding entry is the
posting date of the last invoiced value entry of the inventory increase.
Example
The following example illustrates how different rounding residuals are handled for the average costing method
and non-Average costing method, respectively. In both cases, the Adjust Cost - Item Entries batch job has
been run.
The following table shows the item ledger entries that the example is based on.
P O ST IN G DAT E Q UA N T IT Y EN T RY N O.
01-01-20 3 1
02-01-20 -1 2
03-01-20 -1 3
04-01-20 -1 4
For an item using the Average costing method, the rounding residual (1/300) is calculated with the first
decrease (entry number 2) and is carried forward to entry number 3. Therefore, entry number 3 is valued at –
3.34.
The following table shows the resulting value entries.
C O ST A M O UN T IT EM L EDGER EN T RY
P O ST IN G DAT E Q UA N T IT Y ( A C T UA L ) N O. EN T RY N O.
01-01-20 3 10 1 1
02-01-20 -1 -3.33 2 2
03-01-20 -1 -3.34 3 3
04-01-20 -1 -3.33 4 4
For an item using a costing method other than Average, the rounding residual (0.01) is calculated when the
remaining quantity for the inventory increase is zero. The rounding residual has a separate entry (number 5).
The following table shows the resulting value entries.
C O ST A M O UN T IT EM L EDGER EN T RY
P O ST IN G DAT E Q UA N T IT Y ( A C T UA L ) N O. EN T RY N O.
01-01-20 3 10 1 1
02-01-20 -1 -3.33 2 2
03-01-20 -1 -3.33 3 3
04-01-20 -1 -3.33 4 4
01-01-20 0 -0.01 1 5
See Also
Design Details: Inventory Costing
Design Details: Cost Adjustment
Design Details: Costing Methods Managing Inventory Costs
Finance
Working with Business Central
Design Details: Cost Components
6/9/2021 • 2 minutes to read • Edit Online
Cost components are different types of costs that make up the value of an inventory increase or decrease.
The following table shows the different cost components and any subordinate cost components that they
consist of.
Direct cost Unit cost (direct purchase price) Cost that can be traced to a cost
object.
Direct cost Freight cost (item charge) Cost that can be traced to a cost
object.
Direct cost Insurance cost (item charge) Cost that can be traced to a cost
object.
NOTE
Freight and insurance costs are item charges that can be added to an item’s cost at any time. When you run the Adjust
Cost - Item Entries batch job, the value of any related inventory decreases are updated accordingly.
See Also
Design Details: Inventory Costing
Design Details: Variance Managing Inventory Costs
Finance
Working with Business Central
Design Details: Inventory Periods
6/9/2021 • 2 minutes to read • Edit Online
Backdated transactions or cost adjustments often affect balances and stock valuations for accounting periods
that may be considered closed. This can have adverse effects on accurate reporting, especially within global
corporations. The Inventory Periods feature can be used to avoid such problems by opening or closing
inventory periods to limit posting in a set period of time.
An inventory period is a period of time, defined by an ending date, in which you post inventory transactions.
When you close an inventory period, no value changes can be posted in the closed period. This includes new
value postings, expected or invoiced postings, changes to existing values, and cost adjustments. However, you
can still apply to an open item ledger entry that falls in the closed period. For more information, see Design
Details: Item Application.
To make sure that all transaction entries in a closed period are final, the following conditions must be met before
an inventory period can close:
All outbound item ledger entries in the period must be closed (no negative inventory).
All item costs in the period must be adjusted.
All released and finished production orders in the period must be cost adjusted.
When you close an inventory period, an inventory period entry is created by using the number of the last item
register that falls in the inventory period. In addition, the time, date, and user code of the user closing the period
are recorded in the inventory period entry. By using this information with the last item register for the previous
period, you can see which inventory transactions were posted in the inventory period. It is also possible to
reopen inventory periods if you need to post in a closed period. When you reopen an inventory period, an
inventory period entry is created.
See Also
Design Details: Inventory Costing Managing Inventory Costs Finance
Working with Business Central
Design Details: Inventory Posting
6/9/2021 • 3 minutes to read • Edit Online
Each inventory transaction, such as a purchase receipt or a sales shipment, posts two entries of different types.
EN T RY T Y P E DESC RIP T IO N
One or more value entries can exist for each item ledger
entry or capacity ledger entry.
In relation to quantity postings, item application entries exist to link inventory increase with inventory decrease.
This enables the costing engine to forward costs from increases to the related decreases and vice versa. For
more information, see Design Details: Item Application.
Item ledger entries, value entries, and item application entries are created as a result of posting an item journal
line, either indirectly by posting an order line or directly in the Item Journal page.
At regular intervals, value entries that are created in the inventory ledger are posted to the general ledger to
reconcile the two ledgers for financial control reasons. For more information, see Design Details: Reconciliation
with the General Ledger.
Example
The following example shows how item ledger entries, value entries, and item application entries result in
general ledger entries.
You post a purchase order as received and invoiced for 10 items with a direct unit cost of LCY 7 and an overhead
rate of LCY 1. The posting date is 01-01-20. The following entries are created.
Item Ledger Entries (1)
C O ST A M O UN T
P O ST IN G DAT E EN T RY T Y P E ( A C T UA L ) Q UA N T IT Y EN T RY N O.
1 1 1 0 10
Next, you post a sale of 10 units of the item with a posting date of 01-15-20.
Item Ledger Entries (2)
C O ST A M O UN T
P O ST IN G DAT E EN T RY T Y P E ( A C T UA L ) Q UA N T IT Y EN T RY N O.
2 2 1 2 -10
At the end of the accounting period, you run the Post Inventor y Cost to G/L batch job to reconcile these
inventory transactions with the general ledger.
For more information, see Design Details: Accounts in the General Ledger.
The following tables show the result of reconciling the inventory transactions in this example with the general
ledger.
Value Entries (3)
C O ST A M O UN T C O ST P O ST ED IT EM L EDGER
P O ST IN G DAT E EN T RY T Y P E ( A C T UA L ) TO G/ L EN T RY N O. EN T RY N O.
NOTE
The posting date of the general ledger entries is the same as for the related value entries.
The Cost Posted to G/L field in the Value Entr y table is filled.
The relation between value entries and general ledger entries is stored in the G/L - Item Ledger Relation
table.
Relation Entries in the G/L – Item Ledger Relation table (3)
G/ L EN T RY N O. VA L UE EN T RY N O. G/ L REGIST ER N O.
1 1 1
2 1 1
3 2 1
4 2 1
5 3 1
6 3 1
See Also
Design Details: Inventory Costing
Design Details: Accounts in the General Ledger
Design Details: Cost Components Managing Inventory Costs
Finance
Working with Business Central
Design Details: Production Order Posting
6/9/2021 • 5 minutes to read • Edit Online
Similar to assembly order posting, the consumed components and the used machine time are converted and
output as the produced item when the production order is finished. For more information, see Design Details:
Assembly Order Posting. However, the cost flow for assembly orders is less complex, especially because
assembly cost posting only occurs once and therefore does not generate work-in-process inventory.
Transactions that occur during the manufacturing process can be tracked through the following stages:
1. Purchase of materials and other manufacturing inputs.
2. Conversion into work in process.
3. Conversion into finished goods inventory.
4. Sale of finished goods.
Therefore, apart from regular inventory accounts, a manufacturing company must establish three separate
inventory accounts to record transactions at various stages of production.
Raw Materials account Includes the cost of raw materials that are purchased but
not yet transferred to production. The balance in the Raw
Materials account indicates the cost of raw materials on
hand.
Work in Process (WIP) account Accumulates the costs that are incurred during production in
the accounting period. The WIP account is debited for the
cost of raw materials that are transferred from the raw
materials warehouse, the cost of direct labor performed, and
the manufacturing overhead costs that are incurred.
Finished Goods account This account includes the total manufacturing cost of units
that are completed but not yet sold. At the time of sale, the
cost of units sold is transferred from the Finished Goods
account to the Cost of Goods Sold account.
The inventory value is calculated by tracking the costs of all increases and decreases, as expressed by the
following equation:
inventory value = beginning balance of inventory + value of all increases - value of all decreases
Depending on the type of inventory, increases and decreases are represented by different transactions.
Finished goods inventor y Output of end items (cost of goods - Sales (cost of goods sold)
manufactured) - Negative output
The values of increases and decreases are recorded in the different types of manufactured inventory in the same
way as for purchased inventory. Every time a transaction of inventory increase or decrease takes place, an item
ledger entry and a corresponding general ledger entry are created for the amount. For more information, see
Design Details: Inventory Posting.
Although values of transactions that are related to purchased goods are posted only as item ledger entries with
related value entries, transactions that are related to produced items are posted as capacity ledger entries with
related value entries, in addition to the item ledger entries.
Posting Structure
Posting production orders to WIP inventory involves output, consumption, and capacity.
The following diagram shows the involved posting routines in codeunit 22.
The following diagram shows the associations between the resulting entries and the cost objects.
The capacity ledger entry describes the capacity consumption in terms of time units, whereas the related value
entry describes the value of the specific capacity consumption.
The item ledger entry describes the material consumption or output in terms of quantities, whereas the related
value entry describes the value of this specific material consumption or output.
A value entry that describes WIP inventory value can be associated with one of the following combinations of
cost objects:
A production order line, a work or machine center, and a capacity ledger entry.
A production order line, an item, and an item ledger entry.
Only a production order line
For more information about how costs from production and assembly are posted to the general ledger, see
Design Details: Inventory Posting.
Capacity Posting
Posting output from the last production order routing line results in a capacity ledger entry for the end item, in
addition to its inventory increase.
The capacity ledger entry is a record of the time that was spent to produce the item. The related value entry
describes the increase of the WIP inventory value, which is the value of the conversion cost. For more
information, see “From the Capacity Ledger” in Design Details: Accounts in the General Ledger.
NOTE
In environments that do not use the Standard costing method, the actual rather than the standard cost of produced
items is capitalized on the balance sheet.
The actual cost of a production order consists of the following cost components:
Actual material cost
Actual capacity cost or subcontractor cost
Manufacturing overhead
These actual costs are posted to the production order and compared to the standard cost to calculate variances.
Variances are calculated for each of the item cost components: raw materials, capacity, subcontractor, capacity
overhead, and manufacturing overhead. The variances can be analyzed to determine problems, such as
excessive waste in processing.
In standard-cost environments, the costing of a production order is based on the following mechanism:
1. When the last routing operation is posted, the production order cost is posted to the item ledger and set
to the expected cost.
This cost equals the output quantity that is posted in the output journal multiplied by the standard cost
that is copied from the item card. The cost is treated as expected cost until the production order is
finished. For more information, see Design Details: Expected Cost Posting.
NOTE
This differs from assembly order posting, which always posts actual costs. For more information, see Design
Details: Assembly Order Posting.
2. When the production order is set to Finished , the order is invoiced by running the Adjust Cost-Item
Entries batch job. As a result, the total cost of the order is calculated based on the standard cost of the
consumed materials and capacity. The variances between the calculated standard costs and the actual
production costs are calculated and posted.
See Also
Design Details: Inventory Costing
Design Details: Assembly Order Posting
Managing Inventory Costs Finance
Working with Business Central
Design Details: Assembly Order Posting
6/9/2021 • 5 minutes to read • Edit Online
Assembly order posting is based on the same principles as when posting the similar activities of sales orders
and production consumption/output. However, the principles are combined in that assembly orders have their
own posting UI, like that for sales orders, while the actual entry posting happens in the background as direct
item and resource journal postings, like that for production consumption, output, and capacity.
Similarly to production order posting, the consumed components and the used resources are converted and
output as the assembly item when the assembly order is posted. For more information, see Design Details:
Production Order Posting. However, the cost flow for assembly orders is less complex, especially because
assembly cost posting only occurs once and therefore does not generate work-in-process inventory.
The following journal postings occur during assembly order posting:
The item journal posts positive item ledger entries, representing output of the assembly item, from the
assembly order header
The item journal posts negative item ledger entries, representing consumption of assembly components,
from the assembly order lines.
The resource journal posts usage of assembly resources (time units), from the assembly order lines.
The capacity journal posts value entries relating to the resource usage, from the assembly order lines.
The following diagram shows the structure of item and resource ledger entries that result from assembly order
posting.
NOTE
Machine and work centers are included to illustrate that capacity ledger entries are created from both production and
assembly.
The following diagram shows how assembly data flows into ledger entries during posting:
Posting Sequence
The posting of an assembly order occurs in the following order:
1. The assembly order lines are posted.
2. The assembly order header is posted.
The following table outlines the sequence of actions.
A C T IO N DESC RIP T IO N
IMPORTANT
Unlike for production output, which is posted at expected cost, assembly output is posted at actual cost.
Cost Adjustment
Once an assembly order is posted, meaning that components (material) and resources are assembled into a new
item, then it should be possible to determine the actual cost of that assembly item, and the actual inventory cost
of the components involved. This is achieved by forwarding costs from the posted entries of the source (the
components and resources) to the posted entries of the destination (the assembly item). The forwarding of costs
is done by calculating and generating new entries, called adjustment entries that become associated with the
destination entries.
The assembly costs to be forwarded are detected with the Order Level detection mechanism. For information
about other adjustment detection mechanisms, see Design Details: Cost Adjustment.
Detecting the Adjustment
The order Level detection function is used in conversion scenarios, production and assembly. The function works
as follows:
Cost adjustment is detected by marking the order whenever a material/resource is posted as
consumed/used.
Cost is forwarding by applying the costs from material/resource to the output entries associated with the
same order.
The following graphic shows the adjustment entry structure and how assembly costs are adjusted.
NOTE
The Make WIP Adjustments element, in lines 7 and 8, is responsible for forwarding production material and capacity
usage to the output of unfinished production orders. This is not used when adjusting assembly order costs as the concept
of WIP does not apply to assembly.
For information about how costs from assembly and production are posted to the general ledger, see Design
Details: Inventory Posting.
GEN . P RO D. P O ST IN G
EN T IT Y TYPE P O ST IN G GRO UP GRO UP
Assembly Order Header Item Inventory Posting Group Gen. Prod. Posting Group
Assembly Order Line Item Inventory Posting Group Gen. Prod. Posting Group
Accordingly, only actual costs are posted to the general ledger, and no interim accounts are populated from
assembly order posting. For more information, see Design Details: Accounts in the General Ledger
Assemble to Order
The item ledger entry that results from posting an assemble-to-order sale is fixed applied to the related item
ledger entry for the assembly output. Accordingly, the cost of an assemble-to-order sale is derived from the
assembly order that it was linked to.
Item ledger entries of type Sale that result from posting assemble-to-order quantities are marked with Yes in
the Assemble to Order field.
Posting sales order lines where a part is inventory quantity and another part is assemble-to-order quantity
results in separate item ledger entries, one for the inventory quantity and one for the assemble-to-order
quantity.
See Also
Design Details: Inventory Costing
Design Details: Production Order Posting
Design Details: Costing Methods
Managing Inventory Costs
Finance
Working with Business Central
Design Details: Reconciliation with the General
Ledger
6/9/2021 • 5 minutes to read • Edit Online
When you post inventory transactions, such as sales shipments, production output, or negative adjustments, the
quantity and value changes to the inventory are recorded in the item ledger entries and the value entries,
respectively. The next step in the process is to post the inventory values to the inventory accounts in the general
ledger.
There are two ways to reconcile the inventory ledger with the general ledger:
Manually, by running the Post Inventor y Cost to G/L batch job.
Automatically, every time that you post an inventory transaction.
Account Types
During reconciliation, inventory values are posted to the inventory account in the balance sheet. The same
amount, but with the reverse sign, is posted to the relevant balancing account. Usually the balancing account is
an income statement account. However, when you post direct cost related to consumption or output, the
balancing account is a balance sheet account. The type of the item ledger entry and value entry determines
which general ledger account to post to.
The entry type indicates which general ledger account to post to. This is determined either by the sign of the
quantity on the item ledger entry or the valued quantity on the value entry, since the quantities always have the
same sign. For example, a sales entry with a positive quantity describes an inventory decrease caused by a sale,
and a sales entry with a negative quantity describes an inventory increase caused by a sales return.
Example
The following example shows a bike chain that is manufactured from purchased links. This example shows how
the various general ledger account types are used in a typical scenario.
The Expected Cost Posting to G/L check box on the Inventor y Setup page is selected, and the following
setup is defined.
The following table shows how the link is set up on the item card.
SET UP F IEL D VA L UE
The following table shows how the chain is set up on the item card.
SET UP F IEL D VA L UE
The following table shows how the work center is set up on the work center card.
SET UP F IEL D VA L UE
Sc e n a r i o
1. The user purchases 150 links and posts the purchase order as received. (Purchase)
2. The user posts the purchase order as invoiced. This creates an overhead amount of LCY 3.00 to be
allocated and a variance amount of LCY 18.00. (Purchase)
a. The interim accounts are cleared. (Purchase)
b. The direct cost is posted. (Purchase)
c. The indirect cost is calculated and posted. (Purchase)
d. The purchase variance is calculated and posted (only for standard-cost items). (Purchase)
3. The user sells one chain and posts the sales order as shipped. (Sale)
4. The user posts the sales order as invoiced. (Sale)
a. The interim accounts are cleared. (Sale)
b. Cost of goods sold (COGS) is posted. (Sale)
5. The user posts consumption of 150 links, which is the number of links used to produce one chain.
(Consumption, Material)
6. The work center used 60 minutes to produce the chain. The user posts the conversion cost.
(Consumption, Capacity)
a. The direct costs are posted. (Consumption, Capacity)
b. The indirect costs are calculated and posted. (Consumption, Capacity)
NOTE
For the sake of simplicity, only one variance account is shown. In reality, five different accounts exist:
Material Variance
Capacity Variance
Capacity Overhead Variance
Subcontracting Variance
Manufacturing Overhead Variance
9. The user revalues the chain from LCY 150.00 to LCY 140.00. (Adjustment/Revaluation/Rounding/Transfer)
For more information about the relationship between the account types and the different types of value entries,
see Design Details: Accounts in the General Ledger.
See Also
Design Details: Inventory Costing
Design Details: Expected Cost Posting
Design Details: Cost Adjustment Managing Inventory Costs
Finance
Working with Business Central
Design Details: Accounts in the General Ledger
6/9/2021 • 3 minutes to read • Edit Online
To reconcile inventory and capacity ledger entries with the general ledger, the related value entries are posted to
different accounts in the general ledger. For more information, see Design Details: Reconciliation with the
General Ledger.
IT EM L EDGER VA L UE EN T RY B A L A N C IN G
EN T RY T Y P E TTYPE VA RIA N C E T Y P E EXP EC T ED C O ST A C C O UN T A C C O UN T
C A PA C IT Y L EDGER B A L A N C IN G
W O RK T Y P E EN T RY T Y P E VA L UE EN T RY T Y P E A C C O UN T A C C O UN T
C O ST T Y P E C A L C UL AT IO N
See Also
Design Details: Inventory Costing
Design Details: Inventory Posting
Design Details: Expected Cost Posting
Managing Inventory Costs
Finance
Working with Business Central
Design Details: Inventory Valuation
6/9/2021 • 2 minutes to read • Edit Online
Inventory valuation is the determination of the cost that is assigned to an inventory item, as expressed by the
following equation.
Ending inventory = beginning inventory + net purchases – cost of goods sold
The calculation of inventory valuation uses the Cost Amount (Actual) field of the value entries for the item.
The entries are classified according to the entry type that corresponds to the cost components, direct cost,
indirect cost, variance, revaluation, and rounding. For more information, see Design Details: Cost Components.
Entries are applied against each other, either by the fixed application or according to the general cost-flow
assumption defined by the costing method. One entry of inventory decrease can be applied to more than one
increase entry with different posting dates and possibly different acquisition costs. For more information, see
Design Details: Item Application. Therefore, calculation of the inventory value for a given date is based on
summing up positive and negative value entries.
IMPORTANT
Values in the Inventor y Valuation report is reconciled with the Inventory account in the general ledger, meaning the
value entries in question have been posted to the general ledger.
IMPORTANT
Amounts in the Value columns of the report are based on the posting date of transactions for an item.
See Also
Design Details: Reconciliation with the General Ledger
Design Details: Revaluation
Design Details: Production Order Posting Managing Inventory Costs
Finance
Working with Business Central
Design Details: Revaluation
6/9/2021 • 8 minutes to read • Edit Online
You can revalue the inventory based on the valuation base that most accurately reflects the inventory value. You
can also backdate a revaluation, so that the cost of goods sold (COGS) is correctly updated for items that have
already been sold. Items using the Standard costing method that have not been completely invoiced can also be
revalued.
In Business Central, the following flexibility is supported regarding revaluation:
The revaluable quantity can be calculated for any date, also back in time.
For items using Standard costing method, expected cost entries are included in revaluation.
Inventory decreases affected by revaluation are detected.
NOTE
Items using the Standard costing method are treated differently when calculating the revaluable quantity per item,
location, and variant. The quantities and values of item ledger entries that are not completely invoiced are included in the
revaluable quantity.
After a revaluation has been posted, you can post an inventory increase or decrease with a posting date that
comes before the revaluation posting date. However, this quantity will not be affected by the revaluation. To
balance the inventory, only the original revaluable quantity is considered.
Because revaluation can be made on any date, you must have conventions for when an item is considered part
of inventory from a financial point of view. For example, when the item is on inventory and when the item is
work in process (WIP).
Example
The following example illustrates when a WIP item transitions to become part of inventory. The example is
based on the production of a chain with 150 links.
1Q : The user posts the purchased links as received. The following table shows the resulting item ledger entry.
P O ST IN G DAT E IT EM EN T RY T Y P E Q UA N T IT Y EN T RY N O.
1V : The user posts the purchased links as invoiced and the links become part of inventory, from a financial point
of view. The following table shows the resulting value entries.
VA L UAT IO N C O ST A M O UN T IT EM L EDGER
P O ST IN G DAT E EN T RY T Y P E DAT E ( A C T UA L ) EN T RY N O. EN T RY N O.
2Q + 2V : The user posts the purchased links as consumed for the production of the iron chain. From a financial
point of view, the links become part of WIP inventory. The following table shows the resulting item ledger entry.
P O ST IN G DAT E IT EM EN T RY T Y P E Q UA N T IT Y EN T RY N O.
VA L UAT IO N C O ST A M O UN T IT EM L EDGER
P O ST IN G DAT E EN T RY T Y P E DAT E ( A C T UA L ) EN T RY N O. EN T RY N O.
The valuation date is set to the date of the consumption posting (02-01-20), as a regular inventory decrease.
3Q : The user posts the chain as output and finishes the production order. The following table shows the
resulting item ledger entry.
P O ST IN G DAT E IT EM EN T RY T Y P E Q UA N T IT Y EN T RY N O.
3V : The user runs the Adjust Cost - Item Entries batch job, which posts the chain as invoiced to indicate that
all material consumption has been completely invoiced. From a financial point of view, the links are no longer
part of WIP inventory when the output is completely invoiced and adjusted. The following table shows the
resulting value entries.
VA L UAT IO N C O ST A M O UN T IT EM L EDGER
P O ST IN G DAT E EN T RY T Y P E DAT E ( A C T UA L ) EN T RY N O. EN T RY N O.
NOTE
Another type of expected cost that can be revalued is WIP inventory, within certain rules. For more information, see WIP
Inventory Revaluation.
When calculating the re-valuable quantity for items using the Standard costing method, item ledger entries that
have not been completely invoiced are included in the calculation. These entries are then revalued when you
post the revaluation. When you invoice the revalued entry, the following value entries are created:
The usual invoiced value entry with an entry type of Direct Cost . The cost amount on this entry is the direct
cost from the source line.
A value entry with an entry type of Variance . This entry records the difference between the invoiced cost
and the revalued standard cost.
A value entry with an entry type of Revaluation . This entry records the reversal of the revaluation of the
expected cost.
Example
The following example, which is based on the production of the chain in the previous example, illustrates how
the three types of entries are created. It is based on the following scenario:
1. The user posts the purchased links as received with a unit cost of LCY 2.00.
2. The user then posts a revaluation of the links with a new unit cost of LCY 3.00, updating the standard cost
to LCY 3.00.
3. The user posts the original purchase of the links as invoiced, which creates the following:
a. An invoiced value entry with an entry type of Direct Cost .
b. A value entry with an entry type of Revaluation to record the reversal of the revaluation of the
expected cost.
c. A value entry with an entry type of Variance, recording the difference between the invoiced cost and
the revalued standard cost.
The following table shows the resulting value entries.
C O ST
A M O UN T C O ST IT EM
P O ST IN G EN T RY VA L UAT IO N ( EXP EC T ED A M O UN T L EDGER
ST EP DAT E TYPE DAT E ) ( A C T UA L ) EN T RY N O. EN T RY N O.
A F F EC T ED B Y
SC EN A RIO EN T RY N O. T IM IN G REVA L UAT IO N
Example
The following example, which illustrates revaluation of an item that uses the FIFO costing method, is based on
the following scenario:
1. On 01-01-20, the user posts a purchase of 6 units.
2. On 02-01-20, the user posts a sale of 1 unit.
3. On 03-01-20, the user posts a sale of 1 unit.
4. On 04-01-20, the user posts a sale of 1 unit.
5. On 03-01-20, the user calculates the inventory value for the item, and posts a revaluation of the item’s unit
cost from LCY 10.00 to LCY 8.00.
6. On 02-01-20, the user posts a sale of 1 unit.
7. On 03-01-20, the user posts a sale of 1 unit.
8. On 04-01-20, the user posts a sale of 1 unit.
9. The user runs the Adjust Cost - Item Entries batch job.
The following table shows the resulting value entries.
C O ST IT EM
P O ST IN G EN T RY VA L UAT IO N VA L UED A M O UN T L EDGER
SC EN A RIO DAT E TYPE DAT E Q UA N T IT Y ( A C T UA L ) EN T RY N O. EN T RY N O.
The Inventor y Valuation - WIP report shows the value of posted production order entries and may therefore
be a little confusing for WIP items that have been revalued.
See Also
Design Details: Inventory Costing
Design Details: Costing Methods
Design Details: Inventory Valuation Managing Inventory Costs
Finance
Working with Business Central
Design Details: Warehouse Management
6/9/2021 • 2 minutes to read • Edit Online
This documentation gives an overview of the concepts and principles that are used in the Warehouse
Management features in Business Central. It explains the design behind central warehouse features and how
warehousing integrates with other supply chain features.
To differentiate the different complexity levels of the warehousing, this documentation is divided into two
general groups, Basic and Advanced warehouse configurations, indicated by section titles. This simple
differentiation covers different complexity levels as defined by product granules and location setup. For more
information, see Design Details: Warehouse Setup.
In This Section
Design Details: Warehouse Overview
Design Details: Warehouse Setup
Design Details: Inbound Warehouse Flow
Design Details: Internal Warehouse Flows
Design Details: Availability in the Warehouse
Design Details: Outbound Warehouse Flow
Design Details: Integration with Inventory
Design Details: Warehouse Overview
6/9/2021 • 2 minutes to read • Edit Online
To support the physical handling of items on the zone and bin level, all information must be traced for each
transaction or movement in the warehouse. This is managed in the Warehouse Entr y table. Each transaction is
stored in a warehouse register.
Warehouse documents and a warehouse journal are used to register item movements in the warehouse. Every
time that an item in the warehouse is moved, received, put away, picked, shipped, or adjusted, warehouse entries
are registered to store the physical information about zone, bin, and quantity.
The Bin Content table is used to handle all the different dimensions of the contents of a bin per item, such as
unit of measure, maximum quantity, and minimum quantity. The Bin Content table also contains flow fields to
the warehouse entries, warehouse instructions, and warehouse journal lines, which ensures that the availability
of an item per bin and a bin for an item can be calculated quickly. For more information, see Design Details:
Availability in the Warehouse.
When item postings occur outside the warehouse module, a default adjustment bin per location is used to
synchronize warehouse entries with inventory entries. During physical inventory of the warehouse, any
differences between the calculated and counted quantities are recorded in the adjustment bin and then posted
as correcting item ledger entries. For more information, see Design Details: Integration with Inventory.
The following illustration outlines typical warehouse flows.
Basic or Advanced Warehousing
Warehouse functionality in Business Central can be implemented in different complexity levels, depending on a
company’s processes and order volume. The main difference is that activities are performed order-by-order in
basic warehousing when they are consolidated for multiple orders in advanced warehousing.
To differentiate between the different complexity levels, this documentation refers to two general
denominations, Basic and Advanced Warehousing. This simple differentiation covers several different complexity
levels as defined by product granules and location setup, each supported by different UI documents. For more
information, see Design Details: Warehouse Setup.
NOTE
The most advanced level of warehousing is referred to as “WMS installations” in this documentation, since this level
requires the most advanced granule, Warehouse Management Systems.
The following different UI documents are used in basic and advanced warehousing.
Basic UI Documents
Inventor y Put-away
Inventor y Pick
Inventor y Movement
Item Journal
Item Reclassification Journal
(Various reports)
Advanced UI Documents
Warehouse Receipt
Put-away Worksheet
Warehouse Put-away
Pick Worksheet
Warehouse Pick
Movement Worksheet
Warehouse Movement
Internal Whse. Pick
Internal Whse. Put-away
Bin Creation Worksheet
Bin Content Creation Worksheet
Whse. Item Journal
Whse. Item Reclass. Journal
(Various reports)
For more information about each document, see the respective page topics.
Terminology
To align with the financial concepts of purchases and sales, Business Central warehouse documentation refers to
the following terms for item flow in the warehouse.
T ERM DESC RIP T IO N
Outbound flow Items moving out of the warehouse location, such as sales
and outbound transfers.
See Also
Design Details: Warehouse Management
Design Details: Warehouse Setup
6/9/2021 • 10 minutes to read • Edit Online
Warehouse functionality in Business Central contains different levels of complexity, as defined by license
permissions in the offered granules. The level of complexity in a warehouse solution is largely defined by the bin
setup on location cards, which in turn is license-controlled so that access to bin setup fields is defined by the
license. In addition, the application objects in the license govern which UI document to use for the supported
warehouse activities.
The following table shows which granules are required to define different warehouse complexity levels, which UI
documents support each level, and which location codes reflect these levels in the Business Central
demonstration database.
This article uses names of locations from an earlier version of the demonstration company in Business Central.
These names do not map directly to the locations in the current demonstration company. We encourage you to
use the article to learn about locations and not as step-by-step instructions for how to use the demonstration
company.
M IN IM UM GRA N UL E
C O M P L EXIT Y L EVEL DESC RIP T IO N UI DO C UM EN T EXA M P L E LO C AT IO N REQ UIREM EN T
Receive/ship posting
from orders.
Receive/ship posting
from orders.
Bin replenishment
planning
Bin ranking
Slotting
For examples of how the UI documents are used per warehouse complexity level, see Design Details: Inbound
Warehouse Flow.
NOTE
If the outbound items are placed in several bins, then items are first taken from the non-default bins, to empty that bin
content, and then the remaining items are taken from the default bin.
There can only be one default bin per item per location.
Bin Type
In WMS installations, you can restrict the warehouse activities that are allowed for a bin by assigning a bin type
to it. The following bin types exist:
B IN T Y P E DESC RIP T IO N
SHIP Items picked for warehouse shipment lines but not yet
posted as shipped.
PUTPICK Items in bins that are suggested for both the put-away and
pick functions. Bins of this type probably have different bin
rankings. You can set up your bulk storage bins as this type
of bin with low bin rankings compared to your ordinary pick
bins or forward picking area bins.
B IN T Y P E DESC RIP T IO N
For all bin types, except PICK, PUTPICK, and PUTAWAY, no other activity is allowed for the bin than what is
defined by its bin type. For example, a bin of type Receive can only be used to receive items into or pick items
from.
NOTE
Only movement can be made to bins of type RECEIVE and QC. Similarly, only movements can be made from bins of type
SHIP and QC.
Bin Ranking
In advanced warehousing, you can automate and optimize how items are collected in put-away and pick
worksheets by ranking bins so that items are suggested taken or placed according to rank criteria to use
warehouse space optimally.
Put-away processes are optimized according to bin ranking by suggesting higher-ranking bins before lower-
ranking bins. Similarly, pick processes are optimized by first suggesting items from bin content with high bin
ranking. Furthermore, bin replenishments are suggested from lower-ranking bins to higher-ranking bins.
Bin ranking together with bin content information are the basic properties that allow users to slot items in the
warehouse.
Bin Setup
In advanced warehousing, bins can be set up with capacity values, such as quantity, total cubage, and weight to
control which and how items are stored in the bin.
On each item card, you can assign a unit of measure (UOM) for the item, such as pieces, pallets, liters, grams, or
boxes. You can also have a base UOM for an item and specify larger UOMs that are based on it. For example, you
can define a pallet to equal 16 pieces, the latter being the base UOM.
If you want to set a maximum quantity of a specific item to be stored in an individual bin and the item has more
than one UOM, then you must set the maximum quantity for every UOM that exists on the item card.
Accordingly, if an item has been set up to be handled in pieces and pallets, then the Max. Qty. field on the Bin
Content page for that item must also be in pieces and pallets. Otherwise, the allowed quantity for that bin is not
calculated correctly.
Before you set capacity restrictions for bin contents on a bin, you must first make sure that the UOM and
dimensions of the item have been set up on the item card.
NOTE
It is only possible to operate with multiple UOMs in WMS installations. I all other configurations, bin contents can only be
in the base UOM. In all transactions with a UOM higher than the item's base UOM, the quantity is converted to the base
UOM.
Zone
In advanced warehousing, bins can be grouped in zones to manage how the workflow of warehouse activities is
directed.
A zone could be a receiving zone or a stocking zone, and each zone can consist of one or several bins.
Most properties assigned to a zone will by default be assigned to the bin that is created from that zone.
Class
In advanced warehousing, you can assign warehouse class codes to items, bins, and zones to control where
different item classes are stored, such as frozen goods. You can divide a zone into several warehouse classes. For
example, items in the receiving zone can be stored as frozen, hazardous, or other class.
When you work with warehouse classes and a default receiving/shipping bin, you must manually fill in the
appropriate bins in the warehouse receipt and shipment lines.
In inbound flows, the class code is only highlighted on inbound lines where the item class code does not match
the default receiving bin. If the correct default bins are not assigned, then the quantity cannot be received.
Location
A location is a physical structure or place where inventory is received, stored, and shipped, potentially organized
in bins. A location can be a warehouse, service car, showroom, plant, or an area in a plant.
Put-away Template
The put-away template can be assigned to an item and to a location. The put-away template specifies a set of
prioritized rules that must be respected when creating put-aways. For example, a put-away template may
require that the item is placed in a bin with bin content that matches the UOM, and if a similar bin with enough
capacity cannot be found, then the item must be placed in an empty bin.
See Also
Design Details: Warehouse Management
Design Details: Availability in the Warehouse
Design Details: Inbound Warehouse Flow
6/9/2021 • 6 minutes to read • Edit Online
The inbound flow in a warehouse begins when items arrive in the warehouse of the company location, either
received from external sources or from another company location. An employee registers the items, typically by
scanning a bar code. From the receiving dock, warehouse activities are performed at different complexity levels
to bring the items into the storage area.
Each item is identified and matched to a corresponding inbound source document. The following inbound
source documents exist:
Purchase order
Inbound transfer order
Sales return order
In addition, the following internal source documents exist that function like inbound sources:
Production order with output posting
Assembly order with output posting
The last two represent inbound flows to the warehouse from internal operation areas. For more information
about warehouse handling for internal inbound and outbound processes, see Design Details: Internal
Warehouse Flows.
Processes and UI documents in inbound warehouse flows are different for basic and advanced warehouse
configurations. The main difference is that activities are performed order-by-order in basic warehouse
configurations, and they are consolidated for multiple orders in advanced warehouse configurations. For more
information about different warehouse complexity levels, see Design Details: Warehouse Overview.
In Business Central, the inbound processes of receiving and putting away can be performed in four ways using
different functionalities depending on the warehouse complexity level.
C O M P L EXIT Y
L EVEL ( SEE
DESIGN DETA IL S:
IN B O UN D WA REH O USE
M ET H O D P RO C ESS B IN S REC EIP T S P UT - AWAY S SET UP )
Selecting an approach depends on the company's accepted practices and the level of their organizational
complexity. In an order-by-order warehouse environment, where most of the warehouse staff works directly
with order documents, a company might decide to use method A. An order-by-order warehouse that has a more
complex put-away process, or where there are dedicated warehouse staff to perform warehousing functions,
might decide to separate their put-away functions from the order document, method B. Additionally, companies
that need to plan the handling of multiple orders may find it helpful to use warehouse receipt documents,
methods C and D.
In methods A, B, and C, the actions of receiving and putting away are combined in one step when posting the
corresponding documents as received. In method D, the receipt is posted first to recognize the increase of
inventory and that items are available for sale. The warehouse worker then registers the put-away to make
items available to pick.
NOTE
If the Use Put-away Worksheet field is not selected on the location card, then warehouse put-away documents are
created directly based on posted warehouse receipts. In that case, step 7 is omitted.
See Also
Design Details: Warehouse Management
Design Details: Internal Warehouse Flows
6/9/2021 • 7 minutes to read • Edit Online
The flow of items between bins at a company location centers on picking components and putting away end
items for assembly or production orders and ad-hoc movements, such as bin replenishments, without a relation
to source documents. The scope and nature of the involved activities vary between basic and advanced
warehousing.
Some internal flows overlap with inbound or outbound flows. Some of this overlap is shown as steps 4 and 5 in
the graphical diagrams for advanced inbound and outbound flows respectively. For more information, see
Design Details: Inbound Warehouse Flow.
NOTE
On the Inventor y Pick page, the component consumption is posted together with the pick posting. By using the
Inventor y Movement page, only bin adjustments are registered, no item ledger posting occurs.
In addition to component handling, the integration is represented by the ability to put produced items away with
the Inventor y Put-away page.
The To-Production Bin Code , From-Production Bin Code , and Open Shop Floor Bin Code fields on the
location card or the machine/work center cards define default flows to and from production areas.
For more information about how component consumption is flushed from the To-Production or Open Shop
Floor bins, see the "Flushing Production Components in the Warehouse" section in this topic.
Flows to and from Assembly
The main integration between assembly orders and basic warehouse activities is represented by the ability to
move assembly components to the assembly area.
While no specific warehouse functionality exists for putting assembly items away, the bin code on the assembly
order header may be set to a default put-away bin. Posting the assembly order then functions like posting a put-
away. The warehouse activity to move assembly items into the warehouse can be managed on the Internal
Movement page, with no relation to the assembly order.
The following assembly flows exist.
F LO W DESC RIP T IO N
F LO W DESC RIP T IO N
NOTE
If items are assembled to order, then the inventory pick of the linked sales order triggers an inventory movement for all
the involved assembly components, not just for the sold item as when shipping inventory items.
The To-Assembly Bin Code , From-Assembly Bin Code , and Asm.-to-Order Shpt. Bin Code fields on the
location card define default flows to and from assembly areas.
NOTE
The Asm.-to-Order Shpt. Bin Code field functions as the from-assembly bin in assemble-to-order scenarios.
Ad-Hoc Movements
In basic warehousing, the movement of items from bin to bin without relation to source documents is
performed on the Internal Movement page, which functions together with the Inventor y Movement page.
Another way to move items ad hoc between bins is to post positive entries in the New Bin Code field on the
Item Reclass. Journal page.
NOTE
If items are assembled to order, then the warehouse shipment of the linked sales order triggers a warehouse pick for all
the involved assembly components, not just for the sold item as when shipping inventory items.
The To-Assembly Bin Code and From-Assembly Bin Code fields on the location card define default flows to
and from assembly areas.
Ad-Hoc Movements
In advanced warehousing, the movement of items from bin to bin without relation to source documents is
managed on the Movement Worksheet page and registered in the Warehouse Movement page.
NOTE
Pick + For ward only works if the second production routing line operation uses a routing link code. Releasing a planned
production order initiates forward flushing of components set to Pick + For ward . However, the flushing cannot take
place until the pick of the components is registered, which again can only take place when the order is released.
The following steps describe the involved actions by different users and the related response:
1. The shop floor supervisor releases the production order. Items with For ward flushing method and no
routing link code are deducted from the open shop floor bin.
2. The shop floor supervisor chooses the Create Warehouse Pick button on the production order. A
warehouse pick document is created pick for items with Manual , Pick + Backward , and Pick +
For ward flushing methods. These items are placed in the To-Production bin.
3. The warehouse manager assigns the picks to a warehouse worker.
4. The warehouse worker picks the items from appropriate bins and places them in the To-Production bin or
in the bin specified on the warehouse pick, which may be a work center or machine center bin.
5. The warehouse worker registers the pick. The quantity is subtracted from the pick bins and added to the
consumption bin. The Qty. Picked field on the component list for all picked items is updated.
NOTE
Only the quantity that is picked can be consumed.
6. The machine operator informs the production manager that the end items are finished.
7. The shop floor supervisor uses the consumption journal or production journal to post the consumption
of component items that use either Manual flushing method or For ward or Pick + For ward flushing
methods together with routing link codes.
8. The production manager posts the output of the production order and changes status to Finished . The
quantity of component items that use Backward flushing method is deducted from the open shop floor
bin, and the quantity of component items that use Pick + Backward flushing method is deducted from
the To-Production bin.
The following illustration shows when the Bin Code field on the component list is filled according to your
location or machine/work center setup.
See Also
Design Details: Warehouse Management
Design Details: Availability in the Warehouse
6/9/2021 • 3 minutes to read • Edit Online
The system must keep a constant control of item availability in the warehouse, so that outbound orders can flow
efficiently and provide optimal deliveries.
Availability varies depending on allocations at the bin level when warehouse activities such as picks and
movements occur and when the inventory reservation system imposes restrictions to comply with. A rather
complex algorithm verifies that all conditions are met before allocating quantities to picks for outbound flows.
If one or more conditions are not met, different error messages can be shown, including the generic "Nothing to
handle." message. The "Nothing to handle." message can occur for many different reasons, both in outbound
and inbound flows, where a directly or indirectly involved document line contains the Qty. to Handle field.
NOTE
Information will soon be published here about possible reasons and solutions for the "Nothing to handle." message.
NOTE
Concerning the priority of reservations, the quantity to reserve is subtracted from the quantity available to pick. For
example, if the quantity available in pick bins is 5 units, but 100 units are in put-away bins, then when you try to reserve
more than 5 units for another order, an error message is displayed because the additional quantity must be available in
pick bins.
See Also
Design Details: Warehouse Management
View the Availability of Items
Design Details: Outbound Warehouse Flow
4/1/2021 • 7 minutes to read • Edit Online
The outbound flow in the warehouse begins with a request from released source documents to bring the items
out of the warehouse location, either to be shipped to an external party or to another company location. From
the storage area, warehouse activities are performed at different complexity levels to bring the items out to the
shipping docks.
Each item is identified and matched to a corresponding inbound source document. The following outbound
source documents exist:
Sales order
Outbound transfer order
Purchase return order
Service order
In addition, the following internal source documents exist that function like outbound sources:
Production order with component need
Assembly order with component need
The last two documents represent outbound flows from the warehouse to internal operation areas. For more
information about warehouse handling for internal inbound and outbound processes, see Design Details:
Internal Warehouse Flows.
Processes and UI documents in outbound warehouse flows are different for basic and advanced warehouse
configurations. The main difference is that activities are performed order-by-order in basic warehouse
configurations, and they are consolidated for multiple orders in advanced warehouse configurations. For more
information about different warehouse complexity levels, see Design Details: Warehouse Overview.
In Business Central, the outbound processes of picking and shipping can be performed in four ways using
different functionalities depending on the warehouse complexity level.
C O M P L EXIT Y
L EVEL ( SEE
DESIGN DETA IL S:
O UT B O UN D WA REH O USE
M ET H O D P RO C ESS B IN S P IC K S SH IP M EN T S SET UP )
Selecting an approach depends on the company's accepted practices and the level of their organizational
complexity. In an order-by-order environment with straightforward processes and simple bin structure, method
A, picking and shipping from the order line is appropriate. In other order-by-order companies where items for
one order line might come from more than one bin or where warehouse workers cannot work with order
documents, the use of separate pick documents is appropriate, method B. Where a company's picking and
shipping processes involve multiple order handling and therefore require greater control and overview, the
company might choose to use a warehouse shipment document and warehouse pick document to separate the
picking and shipping tasks, methods C and D.
In methods A, B, and C, the actions of picking and shipping are combined in one step when posting the
corresponding document as shipped. In method D, the pick is first registered, and then the shipment is posted at
a later time from a different document.
See Also
Design Details: Warehouse Management
Design Details: Integration with Inventory
6/9/2021 • 2 minutes to read • Edit Online
The Warehouse Management application area and the Inventory application area interact with one another in
physical inventory and in inventory or warehouse adjustment.
Physical Inventory
The Whse. Phys. Inventor y Journal page is used with the Phys. Inventor y Journal page for all advanced
warehouse locations. The inventory on bin level is calculated, and a printed list is provided for the warehouse
employee. The list shows which items in which bins must be counted.
The warehouse employee enters the counted quantity on the Whse. Phys. Inventor y Journal page and then
posts the journal.
If the counted quantity is greater than the quantity on the journal line, a movement is posted for this difference
from the default adjustment bin to the counted bin. This increases the quantity in the counted bin and decreases
the quantity in the default adjustment bin.
If the quantity counted is less than the quantity on the journal line, a movement for this difference is posted
from the counted bin to the default adjustment bin. This decreases the quantity in the counted bin and increases
the quantity in the default adjustment bin.
In advanced warehouse configurations, the value in the Quantity (Calculated) field is retrieved from item
ledger entries and the value in the Quantity (Phys. Inventor y) field is retrieved from warehouse entries,
excluding the adjustment bin content. The Quantity field specifies the difference between the first two fields,
which should be equal to the contents of the adjustment bin.
When you post the physical inventory journal, the inventory and the default adjustment bin are updated.
Warehouse Adjustments to the Item Ledger
You use the Item Journal page and the Calculate Whse. Adjustment function to adjust inventory on the
item ledger in accordance with an adjustment that has been made to the item quantity in a warehouse bin. To
create a link between the inventory and the warehouse, you must define a default adjustment bin per location.
The default adjustment bin registers items in the warehouse when you post an increase for the inventory.
However, if you post a decrease, the quantity on the default bin is also decreased. In both cases, item ledger
entries and warehouse entries are created.
NOTE
The adjustment bin is not included in the availability calculation.
If you want to adjust the bin content, you can use the warehouse item journal, from which you can enter the
item number, zone code, bin code, and quantity that you want to adjust.
If you enter a positive quantity and post the line, then the inventory stored in the bin increases, and the quantity
of the default adjustment bin decreases correspondingly.
See Also
Design Details: Warehouse Management
Design Details: Availability in the Warehouse
Design Details: Item Tracking
4/1/2021 • 2 minutes to read • Edit Online
As the flow of goods in today's supply chain becomes more and more complex, the ability to keep track of items
is increasingly important to the companies involved. Monitoring an item's transaction flow is a legal
requirement in the business of medical and chemical supply, but other businesses may want to monitor
products with warranties or expiration dates for customer service reasons.
An item tracking system should provide a company with easy handling of serial and lot numbers, considering
each unique piece of merchandise: when and where received, where stored, when and where sold. Business
Central has gradually expanded its coverage of this business requirement and today provides application-wide
functionality and a solid core on which to develop extensions.
In This Section
Design Details: Item Tracking Design
Design Details: Item Tracking Posting Structure
Design Details: Active versus Historic Item Tracking Entries
Design Details: Item Tracking Lines Page
Design Details: Item Tracking Availability
Design Details: Item Tracking and Planning
Design Details: Item Tracking and Reservations
Design Details: Item Tracking in the Warehouse
See Also
Work with Serial, Lot, and Package Numbers
Design Details: Item Tracking Design
6/9/2021 • 2 minutes to read • Edit Online
Item tracking in Business Central started with Dynamics NAV. The item tracking functionality is in a separate
object structure with intricate links to posted documents and item ledger entries, and it is integrated with the
reservation system, which handles reservation, order tracking, and action messaging. For more information, see
Design Details: Reservation, Order Tracking, and Action Messaging in the Supply Planning design details.
This design incorporates item tracking entries in total availability calculations throughout the system, including
planning, manufacturing, and warehousing. Serial and lot numbers are applied on the item ledger entries to
ensure simple access to historical data for item tracking purposes. With 2021 release wave 1, item tracking in
Business Central includes package numbers.
With the addition of serial, lot, and package numbers, the reservation system handles permanent item attributes
while also handling intermittent links between supply and demand in the form of order tracking entries and
reservation entries. Another different characteristic of serial or lot numbers compared to the conventional
reservation data is the fact that they can be posted, either partially or fully. Therefore, the Reser vation Entr y
table (T337) now works with a related table, the Tracking Specification table (T336), which manages and
displays summing across active and posted item tracking quantities. For more information, see Design Details:
Active versus Historic Item Tracking Entries.
The following diagram outlines the design of item tracking functionality in Business Central.
The central posting object is redesigned to handle the unique subclassification of a document line in the form of
serial or lot numbers, and special relation tables are added to create the one-to-many relations between posted
documents and their split item ledger entries and value ledger entries.
Codeunit 22, Item Jnl. – Post Line , now splits the posting according to the item tracking numbers that are
specified on the document line. Each unique item tracking number on the line creates its own item ledger entry
for the item. This means that the link from the posted document line to the associated item ledger entries is now
a one-to-many relation. This relation is handled by the following item tracking relation tables.
Item Entr y Relation (T6507) Relates shipped or received lines to item ledger entries
For more information, see Design Details: Item Tracking Posting Structure.
See Also
Design Details: Item Tracking
Design Details: Item Tracking Posting Structure
4/1/2021 • 3 minutes to read • Edit Online
To align with inventory costing functionality and to obtain a simpler and more robust solution, item ledger
entries are used as the primary carrier of item tracking numbers.
Item tracking numbers on order network entities and non-order network entities are specified in the
Reser vation Entr y table (T337). Item tracking numbers that are related to historical information are retrieved
directly from the item ledger entries that are related to the transaction in question. This means that item ledger
entries reflect the item tracking specification of the posted order line.
The Item Tracking Lines page retrieves the information from T337 and the item ledger entries and shows it
through the temporary table, Tracking Specification (T336). T336 also hold the temporary data in the Item
Tracking Lines page for item tracking quantities that remain to be invoiced.
One-to-Many Relation
The Item Entr y Relation table, which is used to link a posted document line with its related item ledger entries,
consists of two main parts:
A pointer to the posted document line, the Order Line No. field.
An entry number pointing to an item ledger entry, the Item Entr y No. field.
The functionality of the existing Entr y No. field, which relates an item ledger entry to a posted document line,
handles the typical one-to-one relation when no item tracking numbers exist on the posted document line. If
item tracking numbers exist, then the Entr y No. field is left blank, and the one-to-many relation is handled by
the Item Entr y Relation table. If the posted document line carries item tracking numbers but only relates to a
single item ledger entry, then the Entr y No. field handles the relation, and the no record is created in the Item
Entr y Relation table.
Codeunits 80 and 90
To split the item ledger entries during posting, the code in codeunit 80 and codeunit 90, is encircled by loops
that run through global temporary record variables. This code calls codeunit 22 with an item journal line. These
variables are initialized when item tracking numbers exist for the document line. To keep the code simple, this
looping structure is always used. If no item tracking numbers exist for the document line, then a single record is
inserted, and the loop runs only once.
Code Unit 22
Codeunits 80 and 90 loop the call of codeunit 22 during the invoice posting of item tracking numbers and
during the invoicing of existing shipments or receipts.
During quantity posting of item tracking numbers, codeunit 22 retrieves item tracking numbers from the entries
in T337 that relate to the posting. These entries are placed directly on the item journal line.
Codeunit 22 loops through the item tracking numbers and splits the posting into the respective item ledger
entries that carry the item tracking numbers. Information about which item ledger entries are created is
returned to T337 by using a temporary T336 record, which is called by a procedure in codeunit 22. This
procedure is triggered when codeunit 22 has finished its run because at that point, the codeunit 22 object
contains the information. When the temporary T336 record is retrieved, codeunits 80 and 90 create records in
the Item Entr y Relation table to link the created item ledger entries to the created shipment or receipt line.
Codeunits 80 or codeunit 90 then converts the temporary T336 records to real T336 records that are related to
the line in question. However, this conversion occurs only if the posted document line is not deleted, because it is
only partially posted.
See Also
Design Details: Item Tracking
Design Details: Item Tracking Design
Design Details: Active versus Historic Item Tracking
Entries
6/9/2021 • 2 minutes to read • Edit Online
When parts of a document line quantity are posted, only that particular quantity is transferred to the item ledger
entries and its item tracking numbers. However, you will want to access all relevant item tracking information
directly from the active document line. That is, not only will you want to see the entries that are related to the
remaining quantity, you will also want information about the units that have been posted. When you view or
modify the Item Tracking Lines page, the collective contents of the Tracking Specification table (T336) and
Reser vation Entr y table (T337) are presented in a temporary version of T336. This ensures that historic and
active item tracking data is accessed as one.
The following table shows how T336 and T337 are used in a purchase scenario. The bold figures represent
values that the user manually enters on the Item Tracking Lines page.
Step 1: Create a purchase order line of seven pieces with item tracking numbers.
Q UA N T IT Y QT Y. TO IN VO IC E Q UA N T IT Y Q UA N T IT Y
( B A SE) QT Y. TO H A N DL E ( B A SE) H A N DL ED ( B A SE) IN VO IC ED ( B A SE)
T337 7 0 0 0 0
T336 0 0 0 0 0
Q UA N T IT Y QT Y. TO IN VO IC E Q UA N T IT Y Q UA N T IT Y
( B A SE) QT Y. TO H A N DL E ( B A SE) H A N DL ED ( B A SE) IN VO IC ED ( B A SE)
Item Tracking 7 4 0 0 0
Lines page
T337 3 0 0 0 0
T336 4 0 0 4 0
Q UA N T IT Y QT Y. TO IN VO IC E Q UA N T IT Y Q UA N T IT Y
( B A SE) QT Y. TO H A N DL E ( B A SE) H A N DL ED ( B A SE) IN VO IC ED ( B A SE)
Item Tracking 7 2 2 4 0
Lines page
T337 1 0 0 0 0
T336 6 0 0 6 2
Item Tracking 7 1 0 6 2
Lines page
T336 7 0 0 7 2
Invoice 5 pieces.
Q UA N T IT Y QT Y. TO IN VO IC E Q UA N T IT Y Q UA N T IT Y
( B A SE) QT Y. TO H A N DL E ( B A SE) H A N DL ED ( B A SE) IN VO IC ED ( B A SE)
Item Tracking 7 0 5 7 2
Lines page
T336 7 0 0 7 7
See Also
Design Details: Item Tracking
Design Details: Item Tracking Lines Page
Design Details: Item Tracking Lines Page
6/9/2021 • 2 minutes to read • Edit Online
Item tracking records and reservation records are created in the reservation system, and their availability is
calculated dynamically. Data that is entered on the Item Tracking Lines page is managed in a temporary
version of the Tracking Specification table. When the page is closed, the active data is committed to the
Reser vation Entr y table and the historic data is committed to the Tracking Specification table. For more
information, see Design Details: Active versus Historic Item Tracking Entries.
Lookups from the Serial No. and Lot No. fields show availability based on both the Item Ledger Entr y table
and the Reser vation Entr y table, with no date filter. The matrix of quantity fields on the header of the Item
Tracking Lines page dynamically displays the quantities and sums of item tracking numbers that are being
entered on the lines of the page. The quantities must correspond to those of the document line, which is
indicated by 0 in the Undefined fields in the header of the page.
To coordinate the flow of serial and lot numbers through inventory, the following rules exist for entering data on
the Item Tracking Lines page:
For both inbound and outbound item tracking lines, you cannot enter a serial number, with or without a lot
number, more than once in the same instance of the Item Tracking Lines page. If you try to enter any
combination of serial or lot numbers that is already present on the page, then an error message blocks the
data entry.
For inbound item tracking lines, you cannot post the related document if an item of the same variant and
with the same serial number is already in inventory. If you try to post a positive line for an inventory item
with the same variant and serial number, then an error message blocks the posting. However, for both
inbound and outbound item tracking lines on open documents, you can have the same combination of serial
or lot numbers that relate to different source document lines, that is, existing in different instances of the
Item Tracking Lines page until the related document is posted.
If the item is set up for serial number-specific tracking or lot number- specific tracking, then you cannot post
an outbound document line unless an item with the defined serial or lot number exists in inventory. If you try
to post an outbound document line for an item with a serial lot number that is not in inventory, then an error
message blocks the posting.
The rules for entering data on the Item Tracking Lines page also support the coupling principles that govern
order tracking, planning, and reservation. For more information, see Design Details: Item Tracking and Planning.
See Also
Design Details: Item Tracking
Design Details: Item Tracking Availability
6/9/2021 • 2 minutes to read • Edit Online
The Item Tracking Lines and Item Tracking Summar y pages provide dynamic availability information for
serial or lot numbers. The purpose of this is to increase transparency for users on outbound documents, such as
sales orders, by showing them which serial numbers or how many units of a lot number are currently assigned
on other open documents. This reduces uncertainty that is caused by double allocation and instills confidence in
order processors that the item tracking numbers and dates that they are promising on unposted sales orders
can be fulfilled. For more information, see Design Details: Item Tracking Lines Page.
When you open the Item Tracking Lines page, availability data is retrieved from the Item Ledger Entr y table
and the Reser vation Entr y table, with no date filter. When you choose the Serial No. field or the Lot No.
field, the Item Tracking Summar y page opens and shows a summary of the item tracking information in the
Reser vation Entr y table. The summary contains the following information about each serial or lot number on
the item tracking line:
Total Quantity The total quantity of the serial or lot number that is
currently in inventory.
Total Requested Quantity The total quantity of the serial or lot number that is
currently requested in all documents.
Current Pending Quantity The quantity that is entered in the current instance of the
Item Tracking Lines page but is not yet committed to the
database.
Total Available Quantity The quantity of the serial or lot number that is available for
the user to request.
NOTE
You can also see the information in the preceding table by using the Select Entries function on the Item Tracking
Lines page.
To preserve database performance, availability data is only retrieved once from the database when you open the
Item Tracking Lines page and when you use the Refresh Availability function on the page.
Calculation Formula
As described in the preceding table, the availability of a given serial or lot number is calculated as follows.
total available quantity = quantity in inventory – (all demands + quantity not yet committed to the database)
IMPORTANT
This formula implies that the serial or lot number availability calculation considers only inventory and ignores projected
receipts. Accordingly, supply that is not yet posted to inventory does not affect item tracking availability, as opposed to
regular item availability where projected receipts are included.
See Also
Design Details: Item Tracking
Design Details: Item Tracking and Planning
6/9/2021 • 3 minutes to read • Edit Online
Because they are stored in the reservation system, item tracking numbers are fully coordinated with order
tracking records. This means that items with order tracking records can be assigned item tracking numbers.
Conversely, items that have item tracking numbers can become order tracking records. For more information,
see Design Details: Item Tracking Design.
For more information about the integrated systems, see Design Details: Reservations, Order Tracking, and Action
Messaging.
Because order tracking is only concerned with specific item application, the coordination with item tracking
numbers only applies to items that are set up to use specific item tracking. This is set by the SN Specific
Tracking and Lot Specific Tracking fields on the item card, which specify the following:
The item must carry a serial number or lot number when it is posted.
The item must apply to the same serial number or lot number when it is posted outbound.
In alignment with standard supply/demand balancing principles, the planning system and the related order
tracking feature only match supply and demand carrying item tracking numbers if the item in question uses
specific item tracking. In all other cases, the planning and order tracking systems ignore item tracking numbers
when they apply supply to meet demand or apply demand to supply. For more information, see Design Details:
Reservation, Order Tracking, and Action Messaging.
For example, when order tracking exists for a given item, it implies that records for the item are already in the
Reser vation Entr y table, which is the core of the reservation system, before the item tracking numbers are
defined. Therefore, the following coupling restrictions apply to the item tracking numbers to be order tracked:
Demand with a serial number or lot number can only cover supply with the same serial number or lot
number.
Demand without a serial or lot number can cover any supply, with or without a serial or lot number.
Apart from their consequences on dynamic order tracking, the item tracking coupling restrictions do not affect
the planning system significantly.
On the supply side, a serial or lot number is typically not entered until immediately before the order is posted,
such as a purchase receipt into the warehouse. When entering a serial or lot number on the demand side, such
as on a sales order, that serial or lot number is already in inventory. Accordingly, item tracking numbers are
typically not an issue in supply planning.
For items that use specific item tracking, all demand carrying serial or lot numbers must be matched by
corresponding supply. In most cases, it does not make sense to reorder a specific serial or lot number, so the
planning of purchase or production supplies is probably not affected. However, when transferring items from
one location to another, it is likely that the transfer is for a specific lot, so planning transfer supplies might be
affected by the specific coupling restriction.
For more information, see Design Details: Transfers in Planning.
See Also
Design Details: Item Tracking Design
Design Details: Balancing Demand and Supply
Design Details: Reservation, Order Tracking, and Action Messaging
Design Details: Supply Planning
Design Details: Item Tracking and Reservations
6/9/2021 • 6 minutes to read • Edit Online
Simultaneous use of reservation and specific item tracking is uncommon, because they both create a coupling
between supply and demand. Except for situations where a customer or production planner requests a specific
lot, it rarely makes sense to reserve inventory items that already carry item tracking numbers for specific
application. Although it is possible to reserve items that require specific item tracking, special functionality is
needed to avoid availability conflicts between order processors that request the same item-tracked items.
The concept of Late Binding ensures that a nonspecific reservation of a serial number or a lot number remains
loosely coupled until posting. At posting time, the reservation system can reshuffle nonspecific reservations to
ensure that fixed application is possible against the serial or lot number that is actually picked. Meanwhile, the
serial or lot number is made available for specific reservation in other documents that request that particular
serial or lot number.
A nonspecific reservation is one in which the user does not care which specific item is picked, and a specific
reservation is one in which the user does care.
NOTE
The Late Binding functionality relates only to items that are set up with specific item tracking, and it applies only to
reservations against inventory, not against inbound supply orders.
Reservation of item tracking numbers falls into two categories, as shown in the following table.
Specific You select a specific serial or lot number when you reserve
the inventory item from a demand, such as a sales order.
Nonspecific You do not select a specific serial or lot number when you
reserve the inventory item from a demand, such as a sales
order.
The main difference between specific and nonspecific reservation is defined by the existence of serial or lot
numbers on the demand side, as shown in the following table.
TYPE SUP P LY DEM A N D
When you reserve inventory quantities from an outbound document line for an item that has item tracking
numbers assigned and is set up for specific item tracking, the Reser vation page leads you through different
workflows depending on your need for the serial or lot numbers.
Specific Reservation
When you choose Reser ve from the outbound document line, a dialog box appears that asks you if you want to
reserve specific serial or lot numbers. If you choose Yes , then a list is displayed with all the serial or lot numbers
that are assigned to the document line. The Reser vation page opens after you select one of the serial or lot
numbers, and you can then reserve among the selected serial or lot numbers in a typical fashion.
If some of the specific item tracking numbers that you are trying to reserve are held in nonspecific reservations,
then a message at the bottom of the Reser vation page informs you how many of the total reserved quantity
are held in nonspecific reservations and whether they are still available.
Nonspecific Reservation
If you choose No in the dialog box that appears, the Reser vation page opens and allows you to reserve among
all serial or lot numbers in inventory.
Because of the structure of the reservation system, when you place a nonspecific reservation on an item-tracked
item, the system must select specific item ledger entries to reserve against. Because the item ledger entries carry
the item tracking numbers, the reservation indirectly reserves specific serial or lot numbers, even though you
did not intend to. To handle this situation, the reservation system tries to reshuffle nonspecific reservation
entries before posting.
The system actually still reserves against specific entries, but then it uses a reshuffling mechanism whenever
there is specific demand for the lot or serial number in the nonspecific reservation. This can be the case when
you post a demand transaction, such as a sales order, consumption journal, or transfer order, for the serial or lot
number, or when you try to specifically reserve the serial or lot number. The system reshuffles the reservations
to make the lot or serial number available to the demand or to the specific reservation, thereby placing a
different lot or serial number in the nonspecific reservation. If there is insufficient quantity in inventory, the
system reshuffles as much as possible, and you receive an availability error if there is still insufficient quantity at
the time of posting.
NOTE
On a nonspecific reservation the lot number or serial number field is blank in the reservation entry that points at the
demand, such as the sale.
Reshuffle
When a user posts an outbound document after picking the wrong serial or lot number, other nonspecific
reservations are reshuffled to reflect the actual serial or lot number that is picked. This satisfies the posting
engine with a fixed application between supply and demand.
For all supported business scenarios, reshuffling is possible only against positive item ledger entries that carry
reservation and serial or lot numbers but without defined serial or lot numbers on the demand side.
Supported Business Scenarios
The Late Binding functionality supports the following business scenarios:
Entering a specific serial or lot number on an outbound document with nonspecific reservation of a wrong
serial or lot number.
Reserving a specific serial or lot number.
Posting an outbound document with nonspecific reservation of a serial or lot number.
Entering Serial or Lot Numbers on an Outbound Document with Wrong Nonspecific Reservation
This is the most common of the three supported scenarios. In this case, the Late Binding functionality ensures
that a user can enter a serial or lot number, which is actually picked, on an outbound document that already has
a nonspecific reservation of another serial or lot number.
For example, the need arises when an order processor has first made a nonspecific reservation of any serial or
lot number. Later when the item is actually picked from inventory, the picked serial or lot number must be
entered on the order before it is posted. The nonspecific reservation is reshuffled at posting time to ensure that
the picked serial or lot number can be entered without losing the reservation and to ensure that the picked
serial or lot number can be fully applied and posted.
Reserve Specific Serial or Lot Numbers
In this business scenario, Late Binding functionality ensures that a user who is trying to reserve a particular
serial or lot number that is currently nonspecifically reserved can do so. A nonspecific reservation is reshuffled
at the time of reservation to free the serial or lot number for the specific request.
The reshuffle happens automatically, but embedded Help is displayed at the bottom of the Reser vation page
and shows the following text:
XX of the Total Reser ved Quantity are nonspecific and may be available.
In addition, the Nonspecific Reser ved Qty. field shows how many reservation entries are nonspecific. By
default, this field is not visible to users.
Posting an Outbound Document with Nonspecific Reservation of Serial or Lot Numbers
This business scenario is supported with Late Binding functionality that enables fixed application and outbound
posting of what is actually picked by reshuffling another nonspecific reservation of a serial or lot number. If
reshuffling is not possible, then the following standard error message appears when the user tries to post the
shipment:
Item XX cannot be fully applied.
See Also
Design Details: Item Tracking
Design Details: Item Tracking in the Warehouse
4/1/2021 • 2 minutes to read • Edit Online
Serial number and lot number handling is primarily a warehouse task and therefore all inbound and outbound
warehouse documents have standard functionality for assigning and selecting item tracking numbers.
However, because the reservation system is based on item ledger entries, warehouse activity documents that
register only warehouse entries are not fully supported. Because reservations and item tracking numbers can be
handled only at the location level, not at the bin and zone level, the Item Tracking Lines page cannot be
opened from warehouse activity documents. The same applies to the Reser vation page.
After a serial or lot number has been added to an item at a warehouse location, it can be moved and reclassified
freely within the warehouse by using an independent item tracking structure that is unrelated to the reservation
system. Serial No. and Lot No. fields are accessed directly on warehouse document lines. When the serial or
lot number later partakes in outbound posting, it is synchronized with the reservation system as a part of
ordinary bin adjustment. For more information, see Design Details: Integration with Inventory.
However, the reservation system does take warehouse activities into consideration when it calculates availability.
For example, items that are allocated to picks, or registered as picked, cannot be reserved. For more information,
see Design Details: Warehouse Availability.
See Also
Design Details: Item Tracking
Design Details: Integration with Inventory
Design Details: Warehouse Availability
Design Details: Item Tracking Design
Design Details: General Journal Post Line
6/9/2021 • 2 minutes to read • Edit Online
This documentation provides detailed technical insight into the concepts and principles that were used to
redesign the general journal posting line feature in Business Central. The redesign made codeunit 12 simpler
and more maintainable. The documentation starts by describing conceptual overviews of the redesign. Then it
explains the technical architecture to show the changes that result from the redesign.
IMPORTANT
The information in this section applies to the redesign in an earlier version of the product, Microsoft Dynamics NAV 2013
R2.
In This Section
General Journal Post Line Overview
Design Details: Posting Interface Structure
Design Details: Posting Engine Structure
See Also
Working with General Journals Design Details: General Journal Post Line (Dynamics NAV)
General Journal Post Line Overview
6/9/2021 • 2 minutes to read • Edit Online
Codeunit 12, Gen. Jnl.-Post Line , is the major application object for general ledger posting and is the only
place to insert general ledger, VAT, and customer and vendor ledger entries. This codeunit is also used for all
Apply, Unapply and Reverse operations.
In Microsoft Dynamics NAV 2013 R2, the codeunit was redesigned because it had become very large, with
approximately 7,600 code lines. The architecture was changed and the codeunit has been made simpler and
more maintainable. This documentation describes the changes and provides information that you will need for
upgrade.
Old Architecture
The old architecture had the following features:
There was extensive use of global variables, which increased the possibility of hidden errors due to use of
variables with the wrong scope.
There were many long procedures (with more than 100 code lines) that also had high cyclomatic complexity
(that is, a lot of CASE, REPEAT, IF nested statements), which made the code very difficult to read and maintain.
Several procedures that were only used locally and were only meant to be used locally were not marked as
local.
Most procedures had no parameters and used global variables. Some used parameters and overrode global
variables with locals.
Code patterns for searching the general ledger accounts and creating general ledger and VAT entries was not
standardized and varied from place to place. In addition, there was a lot of code duplication and broken
symmetry between customer and vendor code.
A large part of the code in codeunit 12, approximately 30 percent, related to payment discount and tolerance
calculations, although these features are not needed in many countries or regions.
Posting, Apply, Unapply, Reverse, Payment Discount and Tolerance, and Exchange Rate Adjustment were
married together in codeunit 12 using a long list of global variables.
New Architecture
In Business Central, codeunit 12 has had the following improvements:
Codeunit 12 has been refactored into smaller procedures (all less than 100 code lines).
Standardized patterns for the search of general ledger accounts have been implemented by using helper
functions from Posting Group tables.
A Posting Engine Framework has been implemented to manage the start and finish of transactions and to
isolate the creation to general ledger and VAT entries, the collection of VAT adjustment, and the calculation of
additional currency amounts.
Code duplication has been eliminated.
Many helper functions have been transferred to corresponding customer and vendor ledger entry tables.
The use of global variables has been minimized, so that each procedure uses parameters and encapsulates its
own application logic.
See Also
Design Details: Posting Interface Structure
Design Details: Posting Engine Structure
Design Details: General Journal Post Line (Dynamics NAV)
Design Details: Posting Interface Structure
6/9/2021 • 2 minutes to read • Edit Online
In the Business Central posting interface structure, there are several global procedures that use the same
structure:
RunWithCheck and RunWithoutCheck call procedure Code – generic posting interface for Gen. Jnl Line.
CustPostApplyCustLedgEntry – post customer application, called from codeunit 226 CustEntry-Apply Posted
Entries.
VendPostApplyVendLedgEntry – post vendor application, called from codeunit 227 VendEntry-Apply Posted
Entries.
UnapplyCustLedgEntry – post unapply of customer application, called from codeunit 226 CustEntry-Apply
Posted Entries
UnapplyVendLedgEntry – post unapply of vendor application, called from codeunit 227 VendEntry-Apply
Posted Entries
See Also
Design Details: Posting Engine Structure
Design Details: Posting Engine Structure
6/9/2021 • 2 minutes to read • Edit Online
Posting interface and some other functions in codeunit 12 use posting engine functions to prepare and insert
general ledger entry and VAT entry records. The posting engine is also responsible for general ledger register
creation.
The functions in the following table provide a standard framework for designing posting procedures (such as
Code, CustPostApplyCustledgEntry, VendPostApplyVendLedgEntry, UnapplyCustLedgEntry,
UnapplyVendLedgEntry, and Reverse) and exclusive access to table 17, G/L Entry.
RO UT IN E DESC RIP T IO N
InitGLEntry Used to initialize new G/L entry for Gen. Jnl Line. Returns
GLEntry as parameter.
InitGLEntryVAT Same as InitGLEntry, but also assigns Bal. Account No. and
SummarizeVAT.
InsertGLEntry The only function that inserts G/L entry into global
TempGLEntryBuf table. Always use this function for insert.
GLEntry.CopyPostingGroupsFromDtldCVBuf(DtldCVLedgEntryBuf,GenJnlLine."Gen.
Posting Type");
InsertVATEntriesFromTemp(DtldCVLedgEntryBuf,GLEntry);
CollectAdjustment(AdjAmount,GLEntry.Amount,GLEntry."Additional-
Currency Amount",OriginalDateSet);
InsertVATEntriesFromTemp(DtldCVLedgEntryBuf,GLEntry);
RO UT IN E DESC RIP T IO N
See Also
Design Details: Posting Interface Structure
Dimension Set Entries Overview
6/9/2021 • 2 minutes to read • Edit Online
This topic describes how dimension set entries are stored and posted in Business Central.
Dimension Sets
A dimension set is a unique combination of dimension values. It is stored as dimension set entries in the
database. Each dimension set entry represents a single dimension value. The dimension set is identified by a
common dimension set ID that is assigned to each dimension set entry that belongs to the dimension set.
The following example shows a dimension set that has three dimension set entries. The dimension set is
identified by a dimension set ID, which is 108.
When you create a new journal line, document header, or document line, you can specify a combination of
dimension values. Instead of explicitly storing each dimension value in the database, a dimension set ID is
assigned to the journal line, document header, or document line to specify the dimension set.
When you edit and close the Edit Dimension Set Entries page, a check is performed to see whether the
combination of dimension values exists as a dimension set in the table. If the combination occurs in the table,
then the corresponding dimension set ID is assigned to the journal line, document header, or document line.
Otherwise, a new dimension set is added to the table, and the new dimension set ID is assigned to the journal
line, document header, or document line.
Performance Improvement
By storing dimension sets once in the database, database space is preserved and overall performance is
improved.
See Also
Design Details: Searching for Dimension Combinations
Design Details: Table Structure
Design Details: Dimension Set Entries
Design Details: Searching for Dimension
Combinations
6/9/2021 • 2 minutes to read • Edit Online
When you close a page after you edit a set of dimensions, Business Central evaluates whether the edited set of
dimensions exists. If the set does not exist, a new set is created and the dimension combination ID is returned.
The following table describes a complete list of dimension set entries that make up each dimension set.
Set 0 None
Set 1 AREA 30
Set 5 AREA 40
DIM EN SIO N SET S DIM EN SIO N SET EN T RIES
Example 2
This example shows how Business Central evaluates whether a dimension set that consists of the dimension set
entries AREA 40, DEPT PROD exists.
First, Business Central also updates the Dimension Set Tree Node table to make sure that the search tree
looks like the following diagram. Thus dimension set 7 becomes a child of the dimension set 5.
However, to preserve the ability of Business Central to rename both a dimension and a dimension value, table
349, Dimension Value , is extended with an integer field, Dimension Value ID . This table converts the field
pair, Dimension and Dimension Value , to an integer value. When you rename the dimension and dimension
value, the integer value is not changed.
To understand how dimension entries are stored and posted, it is important to understand the table structure.
TA B L E N O. TA B L E N A M E
17 G/L Entr y
TA B L E N O. TA B L E N A M E
36 Sales Header
37 Sales Line
38 Purchase Header
39 Purchase Line
5615 FA Allocation
TA B L E N O. TA B L E N A M E
See Also
Dimension Set Entries Overview
Design Details: Searching for Dimension Combinations
Dynamics 365 Business Central Trials and
Subscriptions
6/8/2021 • 6 minutes to read • Edit Online
Business Central is available in an increasing number of countries across the world. If you want to learn about
Business Central, you can sign up for a free trial. Then, when you are ready, you can talk to a reselling partner
about getting a subscription.
If you are not already working with a partner, see How do I find a reselling partner?.
NOTE
If a Business Central viral trial is left unused for 45 days, Microsoft considers the trial as expired, and the Business Central
is deleted.
If the trial is converted to a paid subscription before the trial expires, the countdown to 45 days of non-usage does not
apply.
Set Up My Company Creates a new trial company for you to enter data and try
out Business Central.
Set Up Approval Workflows Sets up the ability to automatically notify an approver when
a user tries to create or change certain values on
documents, journal lines, or cards. For example, you can set
up approval of amounts above a specified limit.
Set Up Email Gets you ready for sending email messages directly from, for
example, sales orders or contacts in Business Central.
Set Up Your Business Inbox in Outlook Gets you ready to manage business interactions with your
customers and vendors, directly in Microsoft Outlook.
Migrate Business Data Lets you import your existing company data such as
vendors, customers, and items from Excel or Quickbooks.
Set Up an Item Approval Workflow Sets up the ability to send a notification to an approver
when a user changes or creates an item.
Set Up a Customer Approval Workflow Sets up the ability to automatically notify an approver when
a user tries to create or change a customer card.
Set Up a Payment Approval Workflow Sets up the ability to send a notification to an approver
when a user sends payment journal lines for approval.
Set Up Dynamics 365 Sales Connection Sets up a connection to Dynamics 365 Sales, which allows
you to synchronize data such as contacts and sales order
information.
Set Up Cash Flow Forecast Sets up the Cash Flow Forecast chart, so you can view the
predicted movement of cash in and out of your business.
The chart is available on the Accountant Role Center .
Set Up Reporting Data Sets up data sets that you can use to build powerful reports
using Excel or Power BI, for example.
Invite External Accountant If you use an external accountant to manage your books
and financial reporting, you can invite them to your Business
Central so they can work with you on your fiscal data.
The Assisted Setup page may contain other entries. When you go through a setup, the setup will be marked as
Completed . You can set up additional areas of the company by using manual setup. For more information, see
Setting Up Business Central.
Resetting your Business Central trial experience
If you have added data to your Business Central free trial, and you want to start over with a fresh experience,
you can create a new evaluation company and then delete the first company. Open the Companies page and
choose New to start the Create New Company assisted setup guide. The guide can help you set up a fresh
evaluation company with sample data. You can also create a copy of your current company, sign out, and then
sign into your new company.
IMPORTANT
When you share Business Central with other people from your organization, you must make sure other people are not
logged in when you delete a company.
NOTE
Sandboxes created this way contain demonstration data for the fictitious CRONUS company. No data is copied or
otherwise transferred from the production environment.
The administrator of your Business Central and your reselling partner can create additional environments in the
administration center. For more information, see The Business Central Administration Center.
See Also
Getting Ready for Doing Business
Extending Your Trial Version
Working with Business Central
Frequently Asked Questions
How do I find a reselling partner?
Choosing Your Dynamics 365 Business Central Development Sandbox Environment
Country/Regional Availability and Supported Translations
Extending trials (as an administrator)
Get Started as a Reseller of Business Central Online
Preparing Demonstration Environments (as a partner)
Congratulations, you have just initiated your first company in Business Central.
To help you get ready for doing business, you can visit the Assisted Setup page where you can launch assisted
setup guides, videos, or help topics for selected setup tasks. To access the page, simply choose this link.
Alternatively, choose the icon, and then the Assisted Setup action.
You can also find the list of assisted setup guides if you choose the icon, enter Assisted Setup , and then
choose the related link.
TIP
Business Central includes tooltips for fields and actions and teaching tips for some of the most important pages that can
help guide you through the various business processes. On each tooltip and teaching tip, choose the Learn more link to
open Help for the page in question. On all pages, use Ctrl+F1 on your keyboard to open Help for the page in question.
On any device, the question mark in the upper right corner opens the Help and Suppor t page, and you can get to
product Help from there as well.
Get started
Starting with 2021 release wave 1, when you sign in for the first time or launch a new company, the Get
Star ted checklist takes you through the steps to make you ready for business. The steps vary depending on
your country and any industry-specific functionality that you have added to your Business Central.
Once you have migrated data, such as vendors, customers, and items from your existing financial system, you
are ready to begin. But depending on your needs, consider if other assisted setup guides on the list can help you.
If an area is not covered by an assisted setup, choose the icon, and then the Advanced Settings action. In
Advanced Settings , the Manual Setup section provides access to setup pages where you can fill in setup
fields for all areas manually. For more information, see also Setting Up Business Central.
NOTE
The list of assisted setup guides, extensions, and services that are available differ depending on the user experience you
choose for your company. The Essential experience gives access to fewer than the Premium experience does.
The first time you sign in, you use the Essential experience. For more information, see Change Which Features are
Displayed.
TIP
You can get back to the home page by selecting the company name in the upper left corner.
Company information
Under Company Settings you can view and edit setup information about the current company, much of this
was prefilled if you completed the Set Up Company assisted setup when signing up for Business Central. If
you want to change the company logo, contact information, bank settings, or tax information, you can do it from
this page.
Product Help
Business Central includes tooltips for fields and actions and teaching tips for some of the most important pages
that can help guide you through the various business processes. On each tooltip and teaching tip, choose the
Learn more link to open Help for the page in question. On all pages, use Ctrl+F1 on your keyboard to open
Help for the page in question. On any device, the question mark in the upper right corner opens the Help and
Suppor t page, and you can get to product Help from there as well. For more information, see Resources for
Help and Support.
Next steps
Based on your migrated data, you can now proceed to create new sales or purchase documents. Use the
Actions section of your home page to quickly create a new sales quote, sales invoice, sales order, purchase
invoice, or payment registration.
See also
Working with Business Central
Assign Permissions to Users and Groups
Dynamics 365 Business Central Trials and Subscriptions
Resources for Help and Support
Microsoft Learn site
Signing up for Business Central is easy and can be done very quickly. You can create a free account even if you
are an existing organization. This article addresses issues that you may have during signup.
Troubleshooting
In many cases, registering for Business Central can be achieved by following the sign-up process. However, there
are several reasons why you may not be able to complete self-service signup. The table below summarizes
some of the most common reasons you may not be able to complete signup and ways you can workaround
these issues.
For Microsoft 365 email addresses that are not registered in Business Central currently only supports Microsoft 365
a supported country, you receive a message like the email accounts that are registered in a limited number of
following during signup: markets. For more information, see Regional Availability.
Personal email addresses such as nancy@gmail.com are not Business Central does not support email addresses provided
supported. You receive a message like the following during by consumer email services or telecommunications
signup: providers. To complete signup, try again using an email
address assigned by your work or school. If you still cannot
You entered a personal email address: Please enter sign up and are willing to complete a more advanced setup
your work email address so we can securely store process, you can register for a new Microsoft 365 trial
your company's data. subscription and use that email address to sign up.
or
That looks like a personal email address. Enter your
work address so we can connect you with others in
your company. And don’t worr y. We won’t share
your address with anyone.
SY M P TO M / ERRO R M ESSA GE C A USE A N D W O RK A RO UN D
.gov or .mil email addresses You receive a message like the Business Central does not support .gov or .mil addresses at
following during signup: this time.
Self-service signup is not enabled. You receive a message like Your organization’s IT administrator has disabled self-service
the following during signup: signup for Business Central. To complete signup, contact
your IT administrator and ask them to follow the instructions
We can't finish signing you up. Your IT depar tment on this page to allow existing users to sign up for Business
has turned off signup for Business Central. Contact Central and to allow new users to join your existing tenant.
them to complete signup. You may also experience this problem if you signed up for
or Microsoft 365 through a partner.
That looks like a personal email address. Enter your
work address so we can connect you with others in
your company. And don’t worr y. We won’t share
your address with anyone.
Email address is not a Microsoft 365 ID. You receive a Your organization uses IDs to sign in to Microsoft 365 and
message like the following during signup: other Microsoft services that are different than your email
address. For example, your email address might be
We can't find you at contoso.com. Do you use a Nancy.Smith@contoso.com but your ID is
different ID at work or school? Tr y signing in with nancys@contoso.com. To complete signup, use the ID that
that, and if it doesn't work , contact your IT your organization has assigned to for signing in to Microsoft
depar tment. 365 or other Microsoft services. If you do not know what
this is, contact your IT administrator. If you still cannot sign
up and are able to complete a more advanced setup process,
you can register for a new Microsoft 365 trial subscription
and use that email address to sign up.
If your Microsoft 365 account is registered to a supported Your organization's Microsoft 365 subscription is registered
country, and you are signing up for Business Central while in to a specific country in the Microsoft 365 administration
a different country, you receive a message like the following portal. The signup experience for Business Central uses the
during signup: language and locale that your current browser uses, and as a
result, you can get the error message even though you are
That didn't work , we don't suppor t your countr y or in a supported country. Ask your IT administrator to verify
region yet. the country that is specified in the organization profile in the
Microsoft 365 administration portal. You may have to use a
different account for Business Central.
Regional Availability
Business Central is available in a number of countries or regions with localization provided either by Microsoft
or an approved localization partner. For a complete list of supported countries and regions, see
Country/Regional Availability and Supported Translations.
For an overview of currently supported markets across Dynamics 365, see the International availability of
Microsoft Dynamics 365 deck. For an overview of local functionality in Business Central, see the Local
Functionality landing page.
See Also
Welcome to Dynamics 365 Business Central
Working with Business Central
Local Functionality
Country/Regional Availability and Supported Translations
International availability of Microsoft Dynamics 365
Need More Time to Decide Whether to Subscribe?
6/3/2021 • 2 minutes to read • Edit Online
It's important to make the right decision when choosing a business application, and we know that it can take
time to explore all of the corners in Business Central. If you need more time to finish your evaluation, you can
extend the trial period yourself for another 30 days. When the expiration date for your trial period is
approaching, we will display a notification to alert you when you sign in. The notification contains a link to the
Extend Trial Period guide that you can use to extend your trial period. The extra 30 days start the moment you
choose Extend Trial in the guide.
Extending the trial period yourself is a one time-thing though. You cannot extend it twice, at least not yourself. If
you have already extended the period, your Microsoft partner can extend it for you again. That's also a one-time
thing. If you are not already working with a partner, see How do I find a reselling partner?.
TIP
If you cannot see the notification, you can force Business Central to run the Extend Trial assisted setup guide by adding
the ?page=1828 parameter to the URL, such as in the following example: https://businesscentral.dynamics.com/?
page=1828
NOTE
If a Business Central viral trial is left unused for 45 days, Microsoft considers the trial as expired, and the Business Central
is deleted.
If the trial is converted to a paid subscription before the trial expires, the countdown to 45 days of non-usage does not
apply.
See Also
Creating New Companies
Trials and Subscriptions
How do I find a reselling partner?
Extending trials (as an administrator)
Get Started as a Reseller of Business Central Online
Unsubscribe or Remove Business Central
4/1/2021 • 2 minutes to read • Edit Online
If you want to stop using Business Central, you can close your account or get the license removed from your
account. The steps to take are different if you are currently using the free trial, or if you have a subscription.
See Also
Getting Ready for Doing Business
Creating New Companies
Exporting Your Business Data to Excel
Microsoft 365 admin center
How long is the trial period and how do I cancel?
Getting Ready for Doing Business
5/19/2021 • 5 minutes to read • Edit Online
Congratulations, you have just initiated your first company in Business Central.
To help you get ready for doing business, you can visit the Assisted Setup page where you can launch assisted
setup guides, videos, or help topics for selected setup tasks. To access the page, simply choose this link.
Alternatively, choose the icon, and then the Assisted Setup action.
You can also find the list of assisted setup guides if you choose the icon, enter Assisted Setup , and then
choose the related link.
TIP
Business Central includes tooltips for fields and actions and teaching tips for some of the most important pages that can
help guide you through the various business processes. On each tooltip and teaching tip, choose the Learn more link to
open Help for the page in question. On all pages, use Ctrl+F1 on your keyboard to open Help for the page in question.
On any device, the question mark in the upper right corner opens the Help and Suppor t page, and you can get to
product Help from there as well.
Get started
Starting with 2021 release wave 1, when you sign in for the first time or launch a new company, the Get
Star ted checklist takes you through the steps to make you ready for business. The steps vary depending on
your country and any industry-specific functionality that you have added to your Business Central.
Once you have migrated data, such as vendors, customers, and items from your existing financial system, you
are ready to begin. But depending on your needs, consider if other assisted setup guides on the list can help you.
If an area is not covered by an assisted setup, choose the icon, and then the Advanced Settings action. In
Advanced Settings , the Manual Setup section provides access to setup pages where you can fill in setup
fields for all areas manually. For more information, see also Setting Up Business Central.
NOTE
The list of assisted setup guides, extensions, and services that are available differ depending on the user experience you
choose for your company. The Essential experience gives access to fewer than the Premium experience does.
The first time you sign in, you use the Essential experience. For more information, see Change Which Features are
Displayed.
TIP
You can get back to the home page by selecting the company name in the upper left corner.
Company information
Under Company Settings you can view and edit setup information about the current company, much of this
was prefilled if you completed the Set Up Company assisted setup when signing up for Business Central. If
you want to change the company logo, contact information, bank settings, or tax information, you can do it from
this page.
Product Help
Business Central includes tooltips for fields and actions and teaching tips for some of the most important pages
that can help guide you through the various business processes. On each tooltip and teaching tip, choose the
Learn more link to open Help for the page in question. On all pages, use Ctrl+F1 on your keyboard to open
Help for the page in question. On any device, the question mark in the upper right corner opens the Help and
Suppor t page, and you can get to product Help from there as well. For more information, see Resources for
Help and Support.
Next steps
Based on your migrated data, you can now proceed to create new sales or purchase documents. Use the
Actions section of your home page to quickly create a new sales quote, sales invoice, sales order, purchase
invoice, or payment registration.
See also
Working with Business Central
Assign Permissions to Users and Groups
Dynamics 365 Business Central Trials and Subscriptions
Resources for Help and Support
Microsoft Learn site
Business Central includes standard configurations for most business processes, but you can change the
configuration to suit the needs of your organization.
For example, your chart of accounts is prefilled with a number of posting accounts ready for use. You can, of
course, change the chart of accounts to suit your needs. For more information, see Finance.
From the menu, you can access assisted setup guides that help you configure certain scenarios and add
features to Business Central. For information about how to access all assisted and manual setup pages, see
Getting Ready for Doing Business.
NOTE
Starting with 2021 release wave 1, the Get star ted checklist can help you set up key information.
Some functionality, either general or for specific business processes, can be set up manually in addition to the
assisted setup guide. The following lists some of functionality that can you can set up manually.
TO SEE
Set up your own and your vendors' bank accounts and Setting Up Banking
enable services for importing and exporting bank files.
Configure the rules and values that define your company's Setting Up Sales
sales policies, register new customers, and set up how you
communicate with customers.
Configure the rules and values that define your company's Setting Up Purchasing
purchasing policies, register new vendors, and prioritize your
vendors for payment processing.
Configure the rules and values that define the company's Setting Up Inventory
inventory policies, set up locations if you keep inventory in
multiple warehouses, and categorize your items to improve
searching and sorting .
Specify default reports to be used for different document Report Selection in Business Central
types.
Set up resources, time sheets, and jobs to manage projects. Setting Up Project Management
Configure how to insure, maintain, and depreciate fixed Setting Up Fixed Assets
assets, and how you record the costs of fixed assets in your
company books.
TO SEE
Define the general rules and values for warehouse processes Setting Up Warehouse Management
and the specific handling at each location.
Prepare production BOMs and routings to define how end Setting Up Manufacturing
items are produced, and prepare machine or work centers to
perform the required operations.
Establish standard services, symptoms, and fault codes and Setting Up Service Management
set up the service items, resources, and documentation
needed to provide service to your customers.
Read best practices for setting items up for up inventory Setting Up Complex Application Areas Using Best Practices
costing and supply planning.
Improve the quality of implementation and shorten Setting Up a Company With RapidStart Services
deployment time by using a toolset for setting up a new
company using wizards, templates, worksheets, and
customer questionnaires.
Transfer customers, vendors, inventory, and bank accounts Importing Business Data from Other Finance Systems.
information from another system into Business Central
Use Business Central Outlook add-ins to see financial data Using Business Central as Your Business Inbox in Outlook
related to customers and vendors or create and send
financial documents, such as quotes and invoices.
Get insights into your Business Central data with Power BI Enabling Your Business Data for Power BI
and the Business Central content packs.
Use your Business Central data as part of a workflow in Using Business Central in an Automated Workflow
Power Automate.
Make your Business Central data available as a data source Connecting to Your Business Central Data to Build a
in Power Apps. Business App Using Power Apps
Use dedicated Quickbooks migration guides. Changing from a QuickBooks App to Business Central
Access your Business Central data from your mobile device. Getting Business Central on Your Mobile Device
Do bulk invoicing of appointments created in Bookings. Bulk Invoicing for Microsoft Bookings
Set up an SMTP server to enable e-mail communication in Set Up Email Manually or Using the Assisted Setup
and out of Business Central
Set up unique identification codes for records, such as cards, Create Number Series
documents, and journal lines, to track them in the system.
Set up and assign a base calendar to your company and its Set Up Base Calendars
business partners, such as customers, vendors, or locations.
Delivery and receipt dates on future sales order, purchase
order, transfer order, and production order lines are then
calculated according to the calendar's specified working days.
Some areas require you to be an administrator in your Business Central subscription. For more information, see
Administration.
NOTE
As an administrator, you can set up a new company in Business Central with RapidStart Services, which is a tool designed
to shorten deployment times, improve quality of implementation, introduce a repeatable approach to implementations,
and enhance productivity by automating and simplifying recurring tasks. For more information, see Setting Up a
Company With RapidStart Services.
See Also
Administration
Finance
Sales
Purchasing
Inventory
Project Management
Fixed Assets
Assembly Management
Manufacturing
Warehouse Management
Working with Business Central
Creating New Companies in Business Central
Getting Ready for Doing Business
Before you can begin to run your business, you must specify rules and defaults for how you want to manage
finance processes for that company. You start by setting up the core of the company's accounting records - the
chart of accounts. Then you set up posting groups, which makes the process of assigning default general ledger
posting accounts to customers, vendors, and items more efficient.
Some finance setup can be done automatically with assisted setup guides, and some must be done manually.
For more information, see Getting Ready for Doing Business.
You can use dimensions to add different types of information to every transaction. You can set up your
company's basic dimensions, such as Projects and Departments. Later, you can add more dimensions when you
need them, and you can set up temporary dimensions for use during a limited time period, for example, in
connection with a sales campaign. For more information, see Working with Dimensions.
Many of the setup tasks must be completed before you can begin recording financial transactions, but most
settings can be changed at a later date. Some of the set up tasks are optional, for example, you only set up
Intercompany Postings and Consolidations if you are working with multiple companies. Some setup tasks, such
as specifying the period during which posting is allowed, may have to be repeated periodically.
The following table describes a sequence of tasks, with links to the topics that describe them.
TO SEE
Specify how you want to be paid by customers, and how you Set Up Payment Methods
want to pay your vendors.
Specify payment terms to manage due dates and to Set Up Payment Terms
calculate possible payment discounts.
Specify the posting groups that map entities like customers, Setting Up Posting Groups
vendors, items, resources, and sales and purchase
documents to general ledger accounts.
Create account schedules and define account categories to Prepare Financial Reporting with Account Schedules and
define the contents of financial charts and reports, such as Account Categories
the Balance Sheet and Income Statement reports.
Set up a tolerance by which the system closes an invoice Work with Payment Tolerances and Payment Discount
even though the payment, including any discount, does not Tolerances
fully cover the amount on the invoice.
Set up fiscal periods. Work with Accounting Periods and Fiscal Years
Set up reminder terms to help you collect for overdue Set Up Reminder Terms and Levels
payments.
Define how you report value-added tax amounts that you Set Up Value-Added Tax (VAT)
have collected for sales to the tax authorities.
TO SEE
Prepare to handle unrealized VAT in connection with cash- Set Up Unrealized VAT for Cash-Based Accounting
based accounting methods.
Set your Sales and Purchases features up to handle Enable Application of Ledger Entries in Different Currencies
payments in foreign currencies.
Define one or more additional currencies so that amounts Set Up an Additional Reporting Currency
are automatically reported in both LCY and an additional
reporting currency on each G/L entry and on other entries.
Periodically adjust additional currency equivalents to make Update Currency Exchange Rates
up for fluctuating exchange rates.
Define multiple interest rates to be used for different periods Set Up Multiple Interest Rates
for delayed payments in trade transactions.
Prepare to round invoice amounts automatically when you Set Up Invoice Rounding
create invoices.
Add new accounts to the existing chart of accounts. Setting Up the Chart of Accounts
Set up business intelligence (BI) charts to analyze cash flow. Setting Up Cash Flow Analysis
Enable invoicing of a customer who is not set up in the Set Up Cash Customers
system.
Set up Intrastat reporting, and submit the report to an Set Up and Report Intrastat
authority
Make sure an entry in a general journal is allocated to Use Allocation Keys in General Journals
several different accounts when you post the journal, either
quantity, percentage, or amount.
Set up source codes and reason codes that you can use to Setting Up Source Codes and Reason Codes for Audit Trails
track audit trails
Specify default reports to be used for different document Report Selection in Business Central
types.
TIP
Depending on your geographical location, some pages can contain fields that are not described in the articles that are
listed here because they apply to local functionality or customizations. Hover over a field to read a short description.
Payment methods define the way you prefer for customers to pay you, and how you like to pay your vendors.
The method can vary for each customer or vendor. Examples of typical payment methods are bank , cash ,
check , or account .
You can assign a payment method to customers and vendors so that the same method is always used on the
sales and purchase documents you create for them. If needed, you can change the method on the sales or
purchase document. For example, if you want to pay a particular purchase invoice in cash rather than by check.
This does not change the default payment method assigned to the vendor.
The same payment methods are used for sales and purchase documents. For example, a cash payment method
is used both when you make payments and when you receive them. Business Central knows that when you are
creating a sales invoice you expect to receive payment, and the opposite for purchase invoices.
Credit memos for returns, however, are exceptions because money is flowing in the opposite directions, from
you to your customer and from your vendor to you. Therefore, a default payment method is not assigned to
credit memos. There is, however, a workaround if you have specified terms of payment for the customer or
vendor. Though the Calc. Pmt. Disc. on Cr. Memos field is not intended for this, if you choose the check box
on the Payment Terms page a default payment method will be added when you create a credit memo.
See Also
Register New Customers
Set Up Payment Terms
Finance
Working with Business Central
Set Up Payment Terms
4/1/2021 • 2 minutes to read • Edit Online
Payment terms determine how you manage due dates and payment discounts. You can set up any number of
payment term codes and use date formulas to define the payment terms. When you first sign up for Business
Central, the demonstration company provides a few payment methods that businesses often use. You can,
however, add as many as you need.
You can assign payment terms to customers and vendors so that the same terms are always used on the sales
and purchase documents you create for them. If needed, you can change the terms on the sales or purchase
document, such as if you want a particular customer to pay you within 7 days rather than the default 14 days.
This does not change the default payment term assigned to the customer. The same payment terms are available
for sales and purchase documents.
Then, when you post an invoice, Business Central calculates the payment discounts based on the payment terms.
The payment discount date, that is, the latest date on which the customer can pay and receive a discount on the
payment, will also be calculated at that time.
Similarly, when you post a credit memo, Business Central calculates possible payment discounts based on the
payment terms. The discount on credit memos is calculated according to the same principles as payment
discounts on invoices. Where a credit memo is applied to an invoice, the possible payment discount amount for
the invoice will be reduced by the payment discount amount for the credit memo.
If you want to send your customers reminders of overdue payments, you must set up reminder levels and
terms. For more information, see Set Up Reminder Terms and Levels.
TIP
In the base version of Business Central, payment terms with partial payments are not supported. Instead, you must use
the prepayments functionality. For more information, see Set Up Prepayments.
In certain countries, you can set up payment terms with partial payments. To learn if this capability is supported in your
country, see the Local Functionality section in the navigation pane on the left side on the Docs.microsoft.com site.
See Also
Set Up Payment Methods
Set Up Prepayments
Setting Up Finance
Register New Customers
Register New Vendors
Sales
Purchasing
Setting Up Posting Groups
4/1/2021 • 5 minutes to read • Edit Online
Posting groups map entities like customers, vendors, items, resources, and sales and purchase documents to
general ledger accounts. They save time and help avoid mistakes when you post transactions. The transaction
values go to the accounts specified in the posting group for that particular entity. The only requirement is that
you have a chart of accounts. For more information, see Set Up the Chart of Accounts.
Posting groups are covered under three umbrellas:
General - Define who you sell to and buy from, and what you sell and what you buy. You can also combine
groups to specify things like the income statement accounts to post to, or use groups to filter reports.
Specific - Use sales documents, for example, instead of posting directly to the general ledger. When you
create entries in the customer ledger, corresponding entries are made in the general ledger.
Tax - Define the tax percentages and calculation types that apply to who you sell to and buy from, and what
you sell and what you buy.
The following tables describe the posting groups under each umbrella.
General Business Posting Groups Assign this group to customers and vendors to specify who
you sell to, and who you buy from. Set these up on the
Gen. Business Posting Groups page. When you do, think
about how many groups you'll need to break down sales
and purchases. For example, group customers and vendors
by geographical area, or by the type of business.
General Product Posting Groups Assign this group to items and resources to specify what
you sell, and what you buy. Set these up on the Gen.
Product Posting Groups page. When you do, consider
the number of groups you'll need to break down sales by
product (items and resources) and purchases by items. For
example, divide these groups by raw materials, retail,
resources, capacity, and so on.
General Posting Setups Combine business and product posting groups and choose
the accounts to post to. For each combination of business
and product posting groups, you can assign a set of general
ledger accounts. For example, this means you can post the
sale of the same item to different sales accounts in the
general ledger because customers are assigned to different
business posting groups. Set these up on the General
Posting Setup page.
Customer Posting Groups Define the accounts to use when you post accounts
receivable transactions. If you use inventory with receivables,
the general business posting group assigned to your
customer, and the general product posting group assigned
to the inventory item determine the accounts that the sales
order lines post to. See "General Business Posting Groups"
and "General Product Posting Groups" under General
Posting Groups above. Set these up on the Customer
Posting Groups page.
Vendor Posting Groups Define where to post transactions for payables accounts,
service charge accounts, and payment discount accounts.
This is similar to customer posting groups. Set these up on
the Vendor Posting Groups page.
Inventory Posting Groups Define inventory posting groups that you then assign to the
relevant item accounts on the Inventor y Posting Setup
page. This way, when you post entries concerning an item,
the system will post to the G/L account that is set up for the
combination of inventory posting group and location that is
linked to the item. Inventory posting groups also provide a
good way to organize your inventory, so you can separate
items by their posting group when you generate reports. Set
these up on the Inventor y Posting Groups page.
Bank Account Posting Groups Define accounts for bank accounts. For example, this can
simplify the processes of tracing transactions and reconciling
bank accounts. Set these up on the Bank Account Posting
Groups page.
Fixed Assets Posting Groups Define accounts for different types of expenses and costs,
such as acquisition costs, accumulated depreciation
amounts, acquisition costs on disposal, accumulated
depreciation on disposal, gains on disposal, losses on
disposal, maintenance expenses, and depreciation expenses.
Set these up on the FA Posting Groups page.
Tax Business Posting Groups Determine how to calculate and post sales tax for customers
and vendors. Set these up on the Tax Business Posting
Groups page. When you do, think about how many groups
you need. For example, this can depend on factors like local
legislation, and whether you trade both domestically and
internationally.
Tax Product Posting Groups Indicate the tax calculations needed for the types of items or
resources you buy or sell.
Tax Posting Setup Combine tax business posting groups and tax product
posting groups. When you fill in a general journal line,
purchase line, or sales line, we'll look at the combination to
identify the accounts to use.
See also
The General Ledger and the Chart of Accounts
Setting Up Finance
Working with Business Central
Prepare Financial Reporting with Account Schedules
and Account Categories
4/1/2021 • 10 minutes to read • Edit Online
Use account schedules to get insight into the financial data stored in your chart of accounts. Account schedules
analyze figures in G/L accounts, and compare general ledger entries with general ledger budget entries. The
results display in charts on your Role Center, such as the Cash Flow chart, and in reports, such as the Income
Statement and the Balance Sheet reports.
You access these two reports, for example, with the Financials Statements action on the Business Manager
and Accountant Role Centers.
Business Central provides a few sample account schedules that you can use right away, or you can set up your
own rows and columns to specify the figures to compare. For example, you can create account schedules to
calculate profit margins on dimensions like departments or customer groups. You can create as many
customized financial statements as you want.
Setting up account schedules requires an understanding of the financial data in the chart of accounts. For
example, you can view general ledger entries as percentages of budget entries. This requires that budgets are
created. For more information, see Create G/L Budgets.
Account Schedules
Account schedules are used to arrange accounts listed in the chart of accounts in ways suited for presentation of
information about those accounts. You can set up various layouts to define the information that you want to
extract from the chart of accounts. One of the main functions of account schedules is to provide a place for
calculations that cannot be made directly in the chart of accounts, such as creating subtotals for groups of
accounts, which can be included in new totals and can then be used in other totals. For example, users can create
account schedules to calculate profit margins on such dimensions as departments or customer groups. In
addition, general ledger entries and general ledger budget entries can be filtered, for example, by net change or
debit amount.
You can also compare two or more account schedules and column layouts by using formulas. This kind of
comparison provides the ability to:
Create customized financial reports.
Create as many account schedules as needed, each with a unique name.
Set up various report layouts and print the reports with the current figures.
NOTE
A printed/previewed/saved version of an account schedule can display a maximum of five columns. If the account
schedule is only meant for analysis on the Acc. Schedule Over view page, you can create as many columns as you
want.
1. On the Account Schedules page, select the relevant account schedule, and then choose the Edit Column
Layout Setup action.
2. On the Column Layouts page, create a row for each column by which financial data is shown in the
financial report. Hover over a field to read a short description.
3. Choose the OK button.
4. Open the Acc. Schedule Over view page from time to time to verify that the new column layout works as
intended.
NOTE
The columns that you define on each row represent columns 3 and up on the Acc. Schedule Over view page. The first
two columns, Row No. and Description , are fixed.
P Period
Examples of formulas:
F O RM UL A DESC RIP T IO N
If you want to calculate by regular time periods, you must enter a formula in the Comparison Date Formula
field instead. For example, if the field is set to -1Y, Business Central compares to the same period 1 year earlier.
NOTE
It is not always transparent which periods you are comparing because you can set a date filter on a report that spans
different dates than the accounting periods that are reflected in the data in the chart of accounts. For example, you create
an account schedule where you want to compare this period with the same period last year, so you set the Comparison
Date Formula field to -1FY. Then, you run the report on February 28th and set the date filter to January and February.
As a result, the account schedule compares January and February this year to January last year, which is the only
completed accounting period of the two for last year.
For more information about date formulas, see Working with Calendar Dates and Times.
You can set up a payment tolerance to close an invoice when the payment does not fully cover the amount on
the invoice. For example, payment tolerances are typically for small amounts that would cost more to correct
than to just accept. You can set up a payment discount tolerance to grant a payment discount after the payment
discount date has passed.
You can use payment tolerances so that every outstanding amount has a set maximum allowed payment
tolerance. If the payment tolerance is met, then the payment amount is analyzed. If the payment amount is an
underpayment, then the outstanding amount is fully closed by the underpayment. A detailed ledger entry is
posted to the payment entry so that no remaining amount is left on the applied invoice entry. If the payment
amount is an overpayment, then a new detailed ledger entry is posted to the payment entry so that no
remaining amount is left on the payment entry.
You can use payment discount tolerances so that if you accept a payment discount after the payment discount
date, then it is always posted to either the payment discount account or a payment tolerance account.
NOTE
Enabling the warning message will let choose how to process payments that are within tolerance. If you do not enable the
message, and a tolerance level is specified, invoices with amounts that are within tolerance will be automatically closed
and you cannot choose to leave the remaining amount.
To set up tolerances
Tolerance on days and amounts allows you to close an invoice even though the payment does not fully cover the
amount on the invoice, whether this is because the due date for the payment discount has been exceeded, goods
have been deducted or because of a minor error. This also applies to refunds and credit memos.
To set up tolerance you have to set up various tolerance accounts, specify both payment discount tolerance and
payment tolerance posting methods and then run the Change Payment Tolerance batch job.
1. Choose the icon, enter General Posting Setup , and then choose the related link.
2. On the General Posting Setup page, set up a debit and a credit sales payment tolerance account and a
debit and a credit purchase payment tolerance account.
3. Choose the icon, enter Customer Posting Groups , and then choose the related link.
4. On the Customer Posting Groups page, set up a debit and a credit payment tolerance account. For more
information, see Setting Up Posting Groups.
5. Choose the icon, enter Vendor Posting Setup , and then choose the related link.
6. On the Vendor Posting Groups page, set up a debit and a credit payment tolerance account.
7. Choose the icon, enter General Ledger Setup , and then choose the related link.
8. Open the General Ledger Setup page.
9. On the Application FastTab, fill in the Pmt. Disc. Tolerance Posting , Payment Discount Grace Period
and Payment Tolerance Posting fields.
10. Choose the Change Payment Tolerance action.
11. On the Change Payment Tolerance page, fill in the Payment Tolerance % and Max Payment Tolerance
Amount fields, and then choose the OK button.
IMPORTANT
You have now set up tolerance for local currency only. If you want Business Central to handle tolerance on payments,
credit memos, and refunds in a foreign currency, you must run the Change Payment Tolerance batch job with a value
in the Currency Code field.
NOTE
If you want to get a payment tolerance warning every time that you post an application in the tolerance, you must
activate the payment tolerance warning. For more information, see To enable or disable payment tolerance warning
section.
To deactivate tolerance for a customer or vendor, you must block tolerances on the relevant customer or vendor card. For
more information, see To block payment tolerance for customers.
When you set up tolerance, Business Central also checks if there are any open entries and calculates the tolerance for
these entries.
NOTE
If the customer or vendor has open entries, you must first remove payment tolerance from entries that are currently
open.
ALL
P M T. EN T RI P M T.
MAX P M T. DISC . PAY M TO L ER ES DISC . P M T.
P M T. P M T. DISC . TO L . EN T ANCE C LO SE TO L . TO L .
— IN V. DISC . TO L . DAT E DAT E DAT E P M T. TYPE D GL / C L G/ L
(1) If payment falls in these ranges, all application entries can be closed with or without tolerance.
(2) If payment falls in these ranges, all application entries cannot be closed even with tolerance.
(2) Payment Date is between 01/16/03 and 01/20/03 (Scenarios 4-9)
Remaining Amount per
Normal Application Rules
(1) If payment falls in these ranges, all application entries can be closed with or without tolerance.
(2) If payment falls in these ranges, all application entries cannot be closed even with tolerance.
(3) Payment Date is after 01/20/03 (Scenarios 10-15)
Remaining Amount per
Normal Application Rules
(1) If payment falls in these ranges, all application entries can be closed with or without tolerance.
(2) If payment falls in these ranges, all application entries cannot be closed even with tolerance.
(1) If payment falls in these ranges, all application entries can be closed with or without tolerance.
(2) If payment falls in these ranges, all application entries cannot be closed even with tolerance.
(2) Payment Date is between 01/16/03 and 01/17/03 (Scenarios 4-9)
Remaining Amount per
Normal Application Rules
(1) If payment falls in these ranges, all application entries can be closed with or without tolerance.
(2) If payment falls in these ranges, all application entries cannot be closed even with tolerance.
(3) Payment Date is between 01/18/03 and 01/20/03 (Scenarios 10-21)
Remaining Amount per
Normal Application Rules
(1) If payment falls in these ranges, all application entries can be closed with or without tolerance.
(2) If payment falls in these ranges, all application entries cannot be closed even with tolerance.
(4) Payment Date is between 01/21/03 and 01/22/03 (Scenarios 22-27)
Remaining Amount per
Normal Application Rules
(1) If payment falls in these ranges, all application entries can be closed with or without tolerance.
(2) If payment falls in these ranges, all application entries cannot be closed even with tolerance.
(5) Payment Date is after 01/22/03 (Scenarios 28-30)
Remaining Amount per
Normal Application Rules
(1) If payment falls in these ranges, all application entries can be closed with or without tolerance.
(2) If payment falls in these ranges, all application entries cannot be closed even with tolerance.
See Also
Finance
Setting Up Finance
Managing Receivables
Working with Business Central
Working with Accounting Periods and Fiscal Years
4/1/2021 • 3 minutes to read • Edit Online
Accounting periods, which are also known as reporting periods, are periods of time for which a company or
organization reports financial performance, for example, by generating their income statement or balance sheet.
Typically, accounting periods refer to the company's fiscal year, which can contain several accounting periods,
such as months or quarters.
For many companies the fiscal year does not align with the calendar year. For example, the fiscal year might end
on June 30th rather than December 31st. For newly created companies, the fiscal might actually be longer than
12 months.
Business Central only requires accounting periods only if you want to close an income statement, or run data
compression tasks.
You can use accounting periods in reporting. For example, when you are reviewing posted entries on the
Balance/Budget page where the reporting interval can be specified. One of the options you may specify to
report by accounting period. You can also build an account schedule that compares results for different
accounting periods.
NOTE
You must always have at least one open fiscal year. When closing a year, ensure that a new year has been created. Also,
note that after you close one year, you cannot change the starting date of the following year.
1. Choose the icon, enter Accounting Periods , and then choose the related link.
2. Choose the Close Year action.
See Also
Closing the Books
Closing Years and Periods
How to Work with Account Schedules
Set Up Reminder Terms and Levels
4/1/2021 • 4 minutes to read • Edit Online
You can use reminders to remind customers about overdue amounts. You can set up an unlimited number of
reminder terms. Each set of terms is identified by a code. Each reminder term has predefined reminder levels.
Each reminder level includes rules about when the reminder will be issued, for example, how many days after
the invoice due date or the date of the previous reminder.
Reminder terms
If customers have overdue payments, you must decide when and how to send them a reminder. In addition, you
may want to debit their accounts for interest or fees. You can set up any number of reminder terms.
NOTE
If you want to calculate interest on overdue payments, you can do so when you create reminders. If, however, you just
want to calculate interest and inform your customers about this without sending reminders, you should use finance
charge memos. For more information, see Reminders or Finance Charges, respectively.
Reminder levels
For each reminder terms code, you can define an unlimited number of reminder levels. The first time a reminder
is created for a customer, the setting from level 1 is used. When the reminder is issued, the level number is
registered on the reminder entries that are created and linked to the individual customer ledger entries. If it is
necessary to remind the customer again, all reminder entries linked to open customer ledger entries are
checked to locate the highest level number. The conditions from the next level number will then be used for the
new reminder.
If you create more reminders than you have defined levels for, the conditions for the highest level will be used.
You can create as many reminders as are allowed by the Max. No of Reminders field in the reminder terms.
To set up reminder levels
1. Choose the icon, enter Reminder Terms , and then choose the related link.
2. On the Reminder Terms page, select the line with the terms you want to set up levels for, and then
choose Levels action.
3. Fill in the fields as necessary. Hover over a field to read a short description.
TIP
The setting of the Calculate Interest field determines if interest will appear on the reminder when the reminder
is issued. However, the Post Interest field in the Reminder Terms page determines if the calculated interest
must be posted to G/L and customer accounts.
To indicate that interest should be calculated, choose the Calculate Interest field.
Optionally, for each reminder level, specify additional fees in both LCY and in foreign currency. You can
define many additional fees in foreign currencies for each code on the Reminder Levels page.
The additional fees can be calculated in three different ways that are defined by the value of the Add. Fee
Calculation Type field.
Fixed
Fees are calculated based on the values of the Additional Fee fields on the line for the reminder
level itself.
Single Dynamic
Fees are calculated based on the values of the fields on the relevant line in the Additional Fee
Setup page for that reminder level.
Accumulated Dynamic
Fees are calculated based on the values of the fields on the combined lines in the Additional Fee
Setup page for that reminder level.
4. Choose the Currencies action.
5. On the Currencies for Reminder Levels page, define for each reminder level code and corresponding
reminder level number a currency code and an additional fee.
NOTE
When you create reminders in a foreign currency, the foreign currency conditions that you set up here will be used
to create reminders. If there are no foreign currency reminder conditions set up, the LCY reminder conditions that
are set up on the Reminder Levels page will be used and then converted to the relevant currency.
For each reminder level, you can specify text that will be printed before (Beginning Text ) or after
(Ending Text ) on the entries on the reminder.
6. Choose the Beginning Text or Ending Text actions respectively, and fill in the Reminder Text page.
7. To automatically insert related values in the resulting reminder text, enter the following placeholders in
the Text field .
P L A C EH O L DER VA L UE
%12 Content of the Add. Fee per Line field on the reminder
header
For example, if you write You owe %9 %7 due on %2., then the resulting reminder will contain the
following text: You owe USD 1.200,50 due on 02-02-2014..
NOTE
The due date is calculated according to the date formula that you enter. For more information, see Using Date
Formulas.
After you have set up the reminder terms, with additional levels and text, enter one of the codes on each of the
customer cards. For more information, see Register New Customers.
See also
Collect Outstanding Balances
Set Up Finance Charge Terms
Setting Up Finance
Set Up Finance Charge Terms
4/1/2021 • 2 minutes to read • Edit Online
When a customer does not pay by the due date, you can have finance charges calculated automatically and add
them to the overdue amounts on the customer's account. You can inform customers of the added charges by
sending finance charge memos. But first, you must set up a code that represents each finance charge calculation.
Then you can enter this code in the Fin. Charge Terms Code field on customer cards.
NOTE
When you create finance charges in a foreign currency, the foreign currency conditions that you set up here will be
used to create finance charge memos. If there are no foreign currency finance charge conditions set up, the LCY
finance charge conditions specified on the Finance Charge Terms page will be used and then converted to the
relevant currency.
For each finance charge term, you can specify text that will be printed before (Beginning Text ) or after
(Ending Text ) on the entries on the finance charge memo.
6. Choose the Beginning Text or Ending Text actions respectively, and fill on the Finance Charge Text
page.
7. To automatically insert related values in the resulting finance charge text, enter the following placeholders
in the Text field.
P L A C EH O L DER VA L UE
See also
Collect Outstanding Balances
Set Up Reminder Terms and Levels
Setting Up Finance
Set Up Calculations and Posting Methods for Value-
Added Tax
4/1/2021 • 11 minutes to read • Edit Online
Consumers and businesses pay value-added tax (VAT) when they purchase goods or services. The amount of
VAT to pay can vary, depending on several factors. In Business Central, you set up VAT to specify the rates to use
to calculate tax amounts based on the following:
Who you sell to
Who you buy from
What you sell
What you buy
You can set up VAT calculations manually, but that can be tricky and time consuming. To make it easy, we provide
an assisted setup guide named VAT Setup that will help you with the steps. We recommend that you use the
assisted setup guide to set up VAT.
NOTE
You can use the guide only if you have created a My Company, and have not posted transactions that include VAT.
Otherwise, it would be very easy to use different VAT rates by mistake, and make VAT-related reports inaccurate.
If you want to set up VAT calculations yourself, or just want to learn about each step, this topic contains
descriptions of each step.
TIP
You can use other characters as long as they are always present in the country or region format. For example, if
you need to include a period or a hyphen between sets of numbers, you can define the format as ##.####.### or
@@-###-###.
TIP
You can verify that a company is registered as VAT liable in another EU country by using the EU VAT Registration Number
Validation service. The service is available for free in Business Central. For more information, see the section titled Verify
VAT registration numbers in this topic.
See Also
Setting up VAT Statement Templates and VAT Statement Names
Setting Up Unrealized Value Added Tax
Report VAT to a Tax Authority
Work with VAT on Sales and Purchases
Work with the VAT Rate Change Tool
Verify VAT registration numbers
Local functionality in Business Central
Consumers and businesses pay value-added tax (VAT) when they purchase goods or services. The amount of
VAT to pay can vary, depending on several factors. In Business Central, you set up VAT to specify the rates to use
to calculate tax amounts based on the following:
Who you sell to
Who you buy from
What you sell
What you buy
You can set up VAT calculations manually, but that can be tricky and time consuming. To make it easy, we provide
an assisted setup guide named VAT Setup that will help you with the steps. We recommend that you use the
assisted setup guide to set up VAT.
NOTE
You can use the guide only if you have created a My Company, and have not posted transactions that include VAT.
Otherwise, it would be very easy to use different VAT rates by mistake, and make VAT-related reports inaccurate.
If you want to set up VAT calculations yourself, or just want to learn about each step, this topic contains
descriptions of each step.
TIP
You can use other characters as long as they are always present in the country or region format. For example, if
you need to include a period or a hyphen between sets of numbers, you can define the format as ##.####.### or
@@-###-###.
TIP
You can verify that a company is registered as VAT liable in another EU country by using the EU VAT Registration Number
Validation service. The service is available for free in Business Central. For more information, see the section titled Verify
VAT registration numbers in this topic.
See Also
Setting up VAT Statement Templates and VAT Statement Names
Setting Up Unrealized Value Added Tax
Report VAT to a Tax Authority
Work with VAT on Sales and Purchases
Work with the VAT Rate Change Tool
Verify VAT registration numbers
Local functionality in Business Central
If you are using cash-based accounting methods, you can set up Business Central to handle unrealized VAT.
O P T IO N DESC RIP T IO N
Blank Choose this option if you don't want to use the unrealized
VAT feature.
First Payments cover VAT first and then invoice amounts. In this
case, the amount transferred from the unrealized VAT
account to the VAT account will equal the amount of the
payment until the total VAT has been paid.
Last Payments cover the invoice amount first and then VAT. In
this case, no amount will be transferred from the unrealized
VAT account to the VAT account until the total amount of
the invoice, excluding VAT, has been paid.
First (Fully Paid) Payments will cover VAT first (like the First option), but no
amount will be transferred to the VAT account until the full
amount of VAT has been paid.
Last (Fully Paid) Payments will cover invoice amount first (like the Last
option), but no amount will be transferred to the VAT
account until the full amount of VAT has been paid.
6. In the Sales VAT Unreal. Account field, choose the account for unrealized sales VAT.
NOTE
The VAT amount will be posted to this account, and stay there until the customer payment is posted. The amount
is then transferred to the account for sales VAT.
7. In the Purch. VAT Unreal. Account field, enter the general ledger account for unrealized purchase VAT.
NOTE
The VAT amount will be posted to this account, and stay there until the customer payment is posted. The amount is then
transferred to the account for purchase VAT.
See Also
Set Up Calculations and Posting Methods for Value Added Tax
Validate VAT Registration Numbers
4/1/2021 • 3 minutes to read • Edit Online
It is important that the VAT registration numbers you have for customers, vendors, and contacts are valid, if you
use Business Central in a country that uses VAT. For example, companies sometimes change their tax liability
status, and in some countries tax authorities might ask you to provide reports, such as the EC Sales List report,
that list the VAT registration numbers you use when you do business.
The European Commission provides the VIES VAT Number Validation service on its website, which is public and
free. Business Central can save you a step and let you use the VIES service to validate and track VAT numbers
and other company information for customers, vendors, and contacts. The service in Business Central is named
EU VAT Reg. No. Validation Ser vice . The service is available on the Ser vice Connections page, and you
can start using it right away. The service connection is free, and additional sign up is not required.
IMPORTANT
To enable the validation service, you must have administrator permissions.
Optionally, set up templates for the types of VAT-related data that you want the service to also check. For more
information, see the Validation templates section.
When you use our service connection, we record a history of VAT numbers and verifications for each customer,
vendor, or contact, in the VAT Registration Log , so you can easily track them. The log is specific to each
customer. For example, the log is useful for proving that you have verified that the current VAT number is
correct. When you verify a VAT number, the Request Identifier column in the log will reflect that you have
taken action.
You can view the VAT Registration log on the Customer, Vendor, or Contact cards, on the Invoicing FastTab, by
choosing the lookup button in the VAT Registration No. field.
There are a couple of things to note about the VIES VAT Number Validation service:
The service uses the http protocol, which means that data transferred through the service is not encrypted.
You may experience downtime for this service for which Microsoft is not responsible. The service is part of a
broad EU network of national VAT registers.
IMPORTANT
It is your responsibility to check that the data is valid. On occasion, data with errors is returned by the VIES VAT Number
Validation service. If validation fails, validate the VAT registration numbers on the web site, print the result or save it to a
shared location, and then add the link to the record for your customer, vendor, or contact. For more information, see
Manage Attachments, Links, and Notes on Cards and Documents.
Validation templates
APPLIES TO: Business Central online (2020 release wave 2 and later)
You can use the VIES service to also check other company information, such as the address, as well as the VAT
registration number. In the VAT Reg. No. Validation Templates page, create an entry for each country that
you want to get further validation for, and then specify the information that you want to get validated
automatically.
For example, add an entry for Spain where you want to get validation for name, street, city, and post code, and
then another entry for Germany where you just want validation for post code, for example. Then, in the EU VAT
Registration No. Validation Ser vice Setup page, specify the default template.
NOTE
Always make sure that the default template works for your needs. You can change the default to match your
requirements, such as get validation for all fields or no fields.
The next time that you specify a VAT registration number, the service validates the number and any additional
data as determined by your validation templates. If the specified values are different from the values that are
returned by the service, you will see the details in the Validation Details page where you can accept or reset
the values.
See Also
Set Up Value-Added Tax
Setting Up Unrealized Value Added Tax
Report VAT to a Tax Authority
Work with VAT on Sales and Purchases
Local functionality in Business Central
Setting Up Source Codes and Reason Codes for
Audit Trails
4/1/2021 • 3 minutes to read • Edit Online
All posted entries are automatically assigned a source code so that transactions can be traced to their origin. If
you want to give entries a supplementary source code, you can use reason codes. Reason codes are used to
indicate why an entry was created. When you set up reason codes, you can assign them to entire journal
templates and journal batches, and you can assign them to individual journal lines and documents.
For both source codes and reason codes, use codes that are easy to remember and descriptive. The code must
be unique, and you can set up as many codes as you like.
If you purchase from a vendor in one currency and submit payment in another currency, you can apply the
payment to the purchase.
Likewise, if you sell to a customer in one currency and receive payment in another currency, you can apply the
payment to the sales invoice.
The following procedure describes how to set this up for vendor ledger entries on the Purchases & Payables
Setup page. The setup is similar for customer ledger entries on the Sales & Receivables Setup page.
O P T IO N DESC RIP T IO N
NOTE
You must set up the general ledger accounts before you complete the task. For more information, see Understanding the
General Ledger and the Chart of Accounts.
1. Choose the icon, enter Customer Posting Groups , and then choose the related link.
2. In the Debit Curr. Appln. Rndg. Acc. and Credit Curr. Appln. Rndg. Acc. fields, enter the relevant
general ledger accounts to post rounding differences.
3. Choose the icon, enter Vendor Posting Groups , and then choose the related link.
4. In the Debit Curr. Appln. Rndg. Acc. and Credit Curr. Appln. Rndg. Acc. fields, enter the relevant
general ledger accounts to post rounding differences.
See Also
Managing Payables
Managing Receivables
Working with Business Central
Set Up an Additional Reporting Currency
4/1/2021 • 8 minutes to read • Edit Online
As companies operate in increasingly more countries/regions, it becomes more important that they are able to
review and report financial data in more than one currency.
Your general ledger is set up to use your local currency (LCY), but you can set it up to also use another currency
with a current exchange rate assigned. By designating a second currency as a so-called additional reporting
currency, Business Central will automatically record amounts in both LCY and this additional reporting currency
on each G/L entry and other entries, such as VAT entries.
WARNING
The Additional Reporting Currency functionality should not be used as a basis for financial statement translation. It is not
a tool that can perform translation of foreign subsidiary financial statements as part of a company consolidation. The
additional reporting currency can only be used to prepare reports in another currency, as if that currency was the
company’s local currency.
Realized GL Gains Account The general ledger account to which exchange rate gains for
currency adjustments between LCY and the additional
reporting currency will be posted.
Realized GL Losses Account The general ledger account to which exchange rate losses for
currency adjustments between LCY and the additional
reporting currency will be posted.
Residual Gains Account The general ledger account to which residual amounts that
are gains are posted if you post in the general ledger
application area in both LCY and an additional reporting
currency.
Residual Losses Account The general ledger account to which residual amounts that
are losses are posted if you post in the general ledger
application area in both LCY and an additional reporting
currency.
NOTE
Residual amounts can occur when Business Central rounds debit and credit amounts that have been converted from LCY
to an additional reporting currency.
For each general ledger account, you must specify how general ledger amounts for that account will be adjusted
for exchange rate fluctuations between LCY and the additional reporting currency.
To specify the exchange rate adjustment method for all general ledger accounts
1. Choose the icon, enter Char t of Accounts , and then choose the related link.
2. On the Char t of Accounts page, select the relevant account, and then choose the Edit action.
3. On the GL Account Card page, select the relevant method in the Exchange Rate Adjustment field.
If you post in an additional reporting currency, specify in the Exchange Rate Adjustment field how this
general ledger account will be adjusted for exchange-rate fluctuations between LCY and the additional
reporting currency. The following table shows the options to choose from.
Adjust Amount The LCY amount is adjusted for any exchange rate gains
or losses. Exchange rate gains or losses are posted to the
general ledger account in the Amount field and to the
accounts you specified for gains or losses in the
Realized G/L Gains Account and Realized G/L
Losses Account fields on the Currencies page.
Adjust Additional-Currency Amount The additional reporting currency is adjusted for any
exchange rate gains or losses. Exchange rate gains or
losses are posted to the general ledger account in the
Additional-Currency Amount field and to the
accounts you specified for gains or losses in the
Realized G/L Gains Account and Realized G/L
Losses Account fields on the Currencies page.
Exchange rate gains and losses are posted when you run the Adjust Exchange Rates batch job. In that
batch job, the adjustment exchange rate is identified on the Currency Exchange Rates page, and then
the amounts in the Amount and Additional-Currency Amount fields on the general ledger entry are
compared to determine whether there is an exchange rate gain or loss. The batch job uses the option that
you select in the Exchange Rate Adjustment field to determine how to calculate and post exchange
rate gains or losses for general ledger accounts.
4. Close the G/L Account Card page.
To specify exchange rate adjustment method for VAT entries
1. Choose the icon, enter General Ledger Setup , and then choose the related link.
2. On the General Ledger Setup page, select the relevant method in the VAT Exchange Rate
Adjustment field.
3. If you post in an additional reporting currency, you can specify in the VAT Exchange Rate Adjustment
field how the accounts set up for VAT posting on the VAT Posting Setup page will be adjusted for
exchange-rate fluctuations between LCY and the additional reporting currency.
When you run the Adjust Exchange Rates batch job, the adjustment exchange rate is identified on the
Currency Exchange Rate page and then the amounts in the Amount and Additional-Currency
Amount fields on the VAT entry are compared to determine if there is an exchange rate gain or loss. The
batch job uses the option that you select in this field to determine how to post exchange rate gains or
losses for VAT accounts.
You have the same options as with general ledger entries but in this case the entries adjusted will be the
VAT entries. The following table shows the options to choose from.
Adjust Amount The LCY amount is adjusted for any exchange rate gains
or losses. Exchange rate gains or losses are posted to the
general ledger account in the Amount field and to the
accounts you specified for gains or losses in the
Realized G/L Gains Account and Realized G/L
Losses Account fields on the Currencies page.
F IEL D DESC RIP T IO N
Adjust Additional-Currency Amount The additional reporting currency is adjusted for any
exchange rate gains or losses. Exchange rate gains or
losses are posted to the general ledger account in the
Additional-Currency Amount field and to the
accounts you specified for gains or losses in the
Realized G/L Gains Account and Realized G/L
Losses Account fields on the Currencies page.
NOTE
The Add. Repor ting Currency field will only be activated after you choose the OK button in the Adjust Add.
Repor ting Currency batch job.
See Related Training at Microsoft Learn
See Also
Update Currency Exchange Rates
Closing Years and Periods
Working with Business Central
Update Currency Exchange Rates
6/3/2021 • 13 minutes to read • Edit Online
As companies operate in more countries/regions, it becomes essential that they are able to trade and report
financial information in more than one currency. The local currency (LCY) is defined in the General Ledger
Setup page as described in the article Setting Up Finance. Once the local currency (LCY) has been defined, it will
be represented as a blank currency, so when the Currency field is blank, it means that the currency is LCY.
Next, you must set up currency codes for each currency that you use if you buy or sell in currencies other than
your local currency (LCY). Also bank accounts can be created using currencies. It is possible to record G/L
transactions in different currencies, however, the G/L transaction will always be posted in the local currency
(LCY).
IMPORTANT
Do not create the local currency code both in the General Ledger Setup and in the Currencies page. This will create
confusion between the blank currency and the LCY code in the currency table, and bank accounts, customers or vendors
might accidentally be created, some with the blank currency and some with the LCY code.
Your general ledger is set up to use your local currency (LCY), but you can set it up to also use another currency
with a currency exchange rate assigned. By designating a second currency as a so-called additional reporting
currency, Business Central will automatically record amounts in both LCY and this additional reporting currency
on each G/L entry and other entries, such as VAT entries. For more information, see Set Up an Additional
Reporting Currency. The additional reporting currency is most often used to facilitate financial reporting to
owners that reside in countries/regions using different currencies than the local currency (LCY).
Currencies
You specify the currency codes in the Currencies , including extra information and settings that are necessary
for each currency code.
TIP
Create the currencies with the international ISO code as the code to simplify working with the currency in the future.
ISO Code The international three letter code to the currency defined in
ISO 4217.
ISO Numeric code The international numeric reference to the currency defined
in ISO 4217.
Realized Gains Account The account where the actual gain will be posted when you
receive payments for receivables or register the actual
currency rate on payments to payables. For an example of a
receivable currency transaction, see the example below this
table.
Realized Losses Account The account where the actual loss will be posted when you
receive payments for receivables or register the actual
currency rate on payments to payables. For an example of a
receivable currency transaction, see the example below this
table.
Unrealized Gains Account The account where the theoretical gain will be posted when
you perform a currency adjustment.
Unrealized Losses Account The account where the theoretical loss will be posted when
you perform a currency adjustment.
Amount Rounding Precision Some currencies have other formats for invoice amounts
than are defined in the General Ledger Setup page. If you
change the amount rounding precision for a currency, all
invoice amounts in that currency will be rounded with the
updated precision.
Amount Decimal Places Some currencies have other formats for invoice amounts
than are defined in the General Ledger Setup page. If you
change the amount decimal places for a currency, all invoice
amounts in the currency will be rounded with the updated
decimals
Invoice Rounding Type Specifies the method to use if the amounts must be
rounded. The options are Nearest , Up , and Down .
Unit-Amount Rounding Precision Some currencies have other formats for unit amounts than
are defined in the General Ledger Setup page. if you
change the unit amount rounding precision for a currency,
all unit amounts in the currency will be rounded with the
updated precision.
Unit-Amount Decimal Places Some currencies have other formats for unit amounts than
are defined in the General Ledger Setup page. If you
change the unit amount decimal places for a currency, all
unit amounts in the currency will be rounded with the
updated decimals.
Application Rounding Precision Specifies the size of the interval that is allowed as a rounding
difference when you apply entries in different currencies to
one another.
Conversion LCY Rounding. Debit Account Specifies conversion information that must also contain a
debit account if you want to insert correction lines for
rounding differences in the general journals using the Inser t
Conv. LCY Rndg. Lines action.
F IEL D DESC RIP T IO N
Conversion LCY Rounding Credit Account Specifies conversion information that must also contain a
credit account if you wish to insert correction lines for
rounding differences in the general journals using the Inser t
Conv. LCY Rndg. Lines action.
Last Date Modified The date of the change to the setup of the currency.
Payment Tolerance % The maximum payment tolerance % set for this currency. For
more information, see Payment Tolerance and Payment
Discount Tolerance.
Max. Payment Tolerance Amount The maximum payment tolerance amount set for this
currency. For more information, see Payment Tolerance and
Payment Discount Tolerance.
Currency Factor Specifies the relationship between the currency and the local
currency using the actual currency rate.
Realized G/L Gains Account Specifies the G/L account that is used to post exchange rate
gains for currency adjustments between the local currency
(LCY) and the additional reporting currency. The exchange
rate gains are calculated when the Adjust Exchange Rates
batch job is run to adjust general ledger accounts. This field
might not be visible by default. It can be retrieved by
personalizing the page.
Realized G/L Losses Account Specifies the G/L account that is used to post exchange rate
losses for currency adjustments between the local currency
(LCY) and the additional reporting currency. The exchange
rate gains are calculated when the Adjust Exchange Rates
batch job is run to adjust general ledger accounts. This field
might not be visible by default. It can be retrieved by
personalizing the page.
Residual Gains Account Specifies the G/L account that is used to post residual gain
amounts (rounding differences) when an additional
reporting currency is used in the general ledger application
area. This field might not be visible by default. It can be
retrieved by personalizing the page.
Residual Losses Account Specifies the G/L account that is used to post residual loss
amounts (rounding differences) when an additional
reporting currency is used in the general ledger application
area. This field might not be visible by default. It can be
retrieved by personalizing the page.
Max. VAT Difference Allowed The maximum amount allowed for VAT differences in this
currency. For more information, see Correcting VAT Amounts
Manually in Sales and Purchase Documents. This field might
not be visible by default. It can be retrieved by personalizing
the page.
F IEL D DESC RIP T IO N
VAT Rounding Type Specifies the rounding method for correcting VAT amounts
manually in sales and purchase documents. This field might
not be visible by default. It can be retrieved by personalizing
the page.
LCY
A M O UN T UN REA L I
C URREN C ON Z ED REA L IZ ED
Y DO C UM E DO C UM E A DJUST M GA IN S PAY M EN T LO SSES
DAT E A C T IO N A M O UN T N T RAT E NT EN T RAT E A M O UN T RAT E A M O UN T
At the end of the month a currency adjustment is performed where the adjustment currency rate has been set to
1.125, which triggers an unrealized gain of 2.
At the time of payment, the actual currency rate registered on the bank transaction shows a currency rate of
1.120.
Here there is an unrealized transaction, and therefore it will be reversed together with the payment.
Finally, the payment is registered and the actual loss is posted to the realized losses account.
M EN U A C T IO N DESC RIP T IO N
Exchange Rate Adjust. Register View the results of running the Adjust
Exchange Rates batch job. One line
is created for each currency or each
combination of currency and posting
group that is included in the
adjustment.
Exchange Rate Ser vice Exchange Rate Ser vices View or edit the setup of the services
that are set up to fetch updated
currency exchange rates when you
choose the Update Exchange Rates
action.
Repor ts Foreign Currency Balance View the balances for all customers
and vendors in both foreign currencies
and in local currency (LCY). The report
displays two LCY balances. One is the
foreign currency balance converted to
LCY by using the exchange rate at the
time of the transaction. The other is
the foreign currency balance converted
to LCY by using the exchange rate of
the work date.
Exchange Rates
The exchange rates are the tool to calculate the local currency value (LCY) of each currency transaction. The
Exchange Rates page includes the following fields:
Star ting Data The date when the currency rate was effectuated
Exchange Rate Amount The exchange rate amount is the rate to use for the currency
code selected on the line. Normally 1 or 100
Relational Exch. Rate Amount The relational exchange rate amount relates to the rate to
use for the relational currency code
F IEL D DESC RIP T IO N
Adjustment Exch. Rate Amount The adjustment exchange rate amount is the rate to use for
the currency code selected on the line for use of the Adjust
Exchange Rates batch job
Relational Adjmt Exch. Rate Amt The relational adjustment exchange rate amount is the rate
to use for the currency code selected on the line for use of
the Adjust Exchange Rates batch job
Fix Exchange Rate Amount Specifies if the currency's exchange rate can be changed on
invoices and journal lines.
In general, the values of the Exchange Rate Amount and Relational Exchange Rate Amount fields are used
as the default currency rate on all new receivables and payables documents that are created going forward. The
document is assigned the currency rate according to the current working date.
NOTE
The actual currency rate will be calculated using this formula:
Currency Amount = Amount / Exchange Rate Amount * Relational Exch. Rate Amount
The adjustment exchange rate amount or relational adjustment exchange rate amount will be used to update all
open bank, receivable or payable transactions.
NOTE
The actual currency rate will be calculated using this formula:
Currency Amount = Amount / Adjustment Exch. Rate Amount * Relational Adjmt Exch. Rate Amt
TIP
You can use a service to update exchange rates in the system automatically. For more information, see To set up a
currency exchange rate service. However, this does not adjust exchange rates on already posted transactions. To update
exchange rates on posted entries, use the Adjust Exchange Rates batch job.
The adjustment entries are assigned the default dimensions from the accounts they are posted to.
IMPORTANT
Before you can use the batch job, you must enter the adjustment exchange rates that are used to adjust the foreign
currency balances. You do so on the Currency Exchange Rates page.
NOTE
The following video shows an example of how to connect to a currency exchange rate service, using the European Central
Bank as an example. In the segment that describes how to set up field mappings, the setting in the Source column for
the Parent Node for Currency Code will only return the first currency found. The setting should be
/gesmes:Envelope/Code/Code/Code .
To update currency exchange rates through a service
1. Choose the icon, enter Currencies , and then choose the related link.
2. Choose the Update Exchange Rates action.
The value in the Exchange Rate field on the Currencies page is updated with the latest currency exchange
rate.
Multiple interest rates are used for different periods for delayed payments in trade transactions. For example, a
government specifies the maximum interest to be levied for a consumer. This interest rate can be changed twice
a year on 01 January and 01 July. The interest rate between businesses (B2B) is agreed by the parties and there
is no limit to that customer group. The announced rate is usually four percent more than the normal bank
interest.
When you create finance charge terms and reminder terms, for delayed payment penalty, you can specify
multiple interest rates so that the penalty fee is calculated from different interest rates in different periods. For
more information, see Collect Outstanding Balances.
See Also
Collect Outstanding Balances
Setting Up Finance
Set Up Invoice Rounding
4/1/2021 • 2 minutes to read • Edit Online
If you need to round invoice amounts when you create invoices, you can use the automatic rounding function.
When an invoice is rounded, an extra line is added with the rounding amount and posted with the other invoice
lines.
NOTE
Local regulations or local custom may require the invoice to be rounded in a specific way, for example, to an amount
divisible by 0.05.
NOTE
In addition to the invoice rounding features, you can round amounts on invoices by the unit-amount rounding feature
and the amount rounding feature.
See Also
Invoice Sales
Record Purchases
Setting Up or Changing the Chart of Accounts
4/1/2021 • 2 minutes to read • Edit Online
The chart of accounts shows the ledger accounts that store your financial data. Business Central includes a
standard chart of accounts that is ready to support your business. However, you can change the default
accounts, and you can add new accounts.
NOTE
You can delete a general ledger account. However, before you delete it, the following must be true:
The balance on the account must be zero.
The Allow G/L Acc. Deletion Before field must be set on the General Ledger Setup page, and the account must
not have ledger entries on or after that date.
If the Check G/L Account Usage field on the General Ledger Setup page is selected, then the account must not
be used in any posting groups or posting setup.
Business Central will prevent you from deleting a general ledger account that stores data that is needed in the
chart of accounts.
If you want some help to decide what to do with your cash, have a look at the charts on the Accountant Role
Center:
Cash Cycle
Income & Expense
Cash Flow
Cash Flow Forecasts
This topic describes where the data in the charts comes from and, if necessary, what to do to start using the
charts.
Note It's a good idea to keep the calculations that are provided for the account schedule.
Enter accounts in the Totaling field for Total Revenue , Total Receivables , Total Payables , and Total
Inventor y . To map to a range of accounts, or more than one specific account, enter the account numbers
separated by ".." or by a vertical bar, respectively. For example, 1111..4444 or 2222|3333|5555 .
Tip Verify your mapping by choosing the Over view action.
NOTE
Alternatively, you can use your own predictive web service. For more information, see Create and use your own predictive
web service for cash flow forecasts.
TIP
Consider the length of the periods that the service will use in its calculations. The more data you provide, the more
accurate the predictions will be. Also, watch out for large variances in periods. They will also impact predictions. If Azure AI
does not find enough data, or the data varies a lot, the service will not make a prediction.
Design details
Subscriptions for Business Central come with access to several predictive web services in all regions where
Business Central is available. For more information, see the Microsoft Dynamics 365 Business Central Licensing
Guide. The guide is available for download on the Business Central website.
These web services are stateless, meaning they use data only to calculate predictions on demand. They do not
store data.
NOTE
You can use your own predictive web service instead of ours. For more information, see Create and use your own
predictive web service for cash flow forecasts.
Create and use your own predictive web service for cash flow
forecasts
You can also create your own predictive web service based on a public model named Forecasting model for
Microsoft Business Central . This predictive model is available online in the Azure AI Gallery. To use the
model, follow these steps:
1. Open a browser and go to the Azure AI Gallery.
2. Search for Forecasting Model for Microsoft Business Central , and then open the model in Azure
Machine Learning Studio.
3. Use your Microsoft account to sign up for a workspace, and then copy the model.
4. Run the model, and publish it as a web service.
5. Make a note of the API URL and API key. You will use these credentials for a cash flow setup.
6. Choose the icon, enter Cash Flow Setup , and then choose the related link.
7. Expand the Azure AI FastTab, and then fill in the fields.
You cannot create an invoice without a customer number. This is true, even if you make a cash sale and do not
have anything to record in a customer account.
NOTE
You may have chosen a posting group that is also used for domestic credit sales. If you want to maintain separate data on
cash sales, for example, with a special sales or receivables account, you can set up an extra posting group for this purpose.
You must enter a number for a receivables account for the posting group, even though the balance in this account will
always be 0 after you post an invoice.
See Also
Managing Receivables
Register New Customers
Finance
Set Up and Report Intrastat
4/1/2021 • 8 minutes to read • Edit Online
All companies in the European Union must report their trade with other EU countries/regions. You must report
the movement of goods to the statistics authorities in your country/region every month, and the report must be
delivered to the tax authorities. This is referred to as Intrastat Reporting. You use the Intrastat Journal page to
complete periodic Intrastat reports.
1. Choose the icon, enter Intrastat Journal Templates , and then choose the related link.
2. Fill in the fields as necessary. Hover over a field to read a short description.. Create a template for each
Intrastat form you use.
3. To create batches, choose the Batches action.
4. Fill in the fields as necessary. Hover over a field to read a short description.. Create a template for each
Intrastat form you use.
NOTE
In the Statistics Period field, enter the statistics period as a four-digit number, where the first two digits represent the
year and the next two digits represent the month. For example, enter 1706 for June, 2017.
TIP
If you frequently use a particular transaction nature code, you can make it the default. To do this, go to the Intrastat
Setup page, and choose the code.
To Report Intrastat
After you fill in the Intrastat journal, you can run the Checklist repor t action to make sure that that all
information in the journal is correct. Mandatory fields you have set in Intrastat Checklist Setup page that are
missing values, will be shown in Errors and warning factbox on Intrastat Journal page. Afterward, you can
print an Intrastat report as a form, or create a file to submit to the tax authority in your country/region.
To fill in Intrastat journals
1. Choose the icon, enter Intrastat Journal and then choose the related link.
2. On the Intrastat Journal page, in the Batch Name field, choose the relevant journal batch, and then
choose OK .
3. Choose the Suggest Lines action. The Star ting Date and Ending Date fields will already contain the dates
specified for the statistics period on the journal batch.
4. In the Cost Regulation % field, you can enter a percentage to cover transport and insurance. If you enter a
percentage, the content of the Statistical Value field in the journal is proportionally higher.
5. Choose OK to start the batch job.
The batch job retrieves all the item entries in the statistics period and inserts them as lines in the Intrastat
journal. You can edit the lines if needed.
IMPORTANT
The batch job retrieves only the entries that contain a country/region code for which an Intrastat code has been entered
on the Countries/Regions page. Therefore, you must enter Intrastat codes for the country/region codes for which you
will run the batch job.
Tariff numbers
In many countries, the customs and tax authorities establish 8-digit item codes for various items. In order for
item entries to contain the necessary information when the program imports them to the Intrastat journal line,
you must have entered the information about the tariff number in the Tariff Numbers page. Find the codes for
the items that your company deals with and enter them in the Tariff Numbers page.
In the Tariff Numbers page, add all the codes that you use. You must enter the codes on the item card before
you begin to post. When you have set up the codes, enter them in the Tariff No. field on the item card. You
must also fill in the Net Weight field on the item card.
You can allocate an entry in a general journal to several different accounts when you post the journal. The
allocation can be made by quantity, percentage, or amount.
See Also
Working with General Journals
Posting Documents and Journals
Working with Business Central
Setting Up Banking
4/1/2021 • 2 minutes to read • Edit Online
Using bank account cards, you can keep track of all your bank accounts, in any currency. After you have set up
the bank accounts, you can also use the check printing option.
To use electronic banking services to import bank statements and export payments, you must set up and enable
the involved services.
TO SEE
Set up bank account cards for each of your bank accounts, Set Up Bank Accounts
so you can keep track of banking transactions.
Set up an external service that enables you to import bank Set Up the Envestnet Yodlee Bank Feeds Service
statements as bank feeds for payment application and bank
reconciliation.
Set up an external service that enables you to export your Using the AMC Banking 365 Fundamentals extension
payments to the bank for processing and import bank
statements as bank files for payment application and bank
reconciliation.
See Also
Reconciling Bank Accounts
Managing Receivables
Managing Payables
Working with Business Central
Set Up Bank Accounts
4/1/2021 • 2 minutes to read • Edit Online
You use bank accounts in the Business Central to keep track of your banking transactions. Accounts can be
denominated in your local currency or in a foreign currency. After you have set up bank accounts, you can also
use the check printing option.
NOTE
To fill in the Balance field with an opening balance, you must post a bank account ledger entry with the amount in
question. You can do this by performing a bank account reconciliation. For more information, see Reconcile Bank
Accounts. Alternatively, you can implement the opening balance as a part of general data creation in new companies by
using the Migrate Business Data assisted setup guide. For more information, see Getting Ready for Doing Business.
NOTE
Different file export services and their formats require different setup values on the Bank Account Card page. You will
be informed about wrong or missing setup values as you try to export the file. So read the short descriptions of the fields
carefully or refer to the related procedure topics. For example, exporting a payment file for North American electronic
funds transfer (EFT) requires that both the Last Remittance Advice No. field and the Transit No. field are filled in. For
more information, see Export Payments to a Bank File.
See Also
Setting Up Banking
Setting Up Posting Groups
Reconciling Bank Accounts
Working with Business Central
Set Up the Envestnet Yodlee Bank Feeds Service
4/1/2021 • 7 minutes to read • Edit Online
You can import electronic bank statements from your bank to quickly fill on the Payment Reconciliation
Journal page so you can apply payments and reconcile the bank account. For more information, see Applying
Payments Automatically and Reconciling Bank Accounts.
IMPORTANT
Due to the Payment Services Directive in Europe (PSD2), after September 14, 2019, you will no longer be able to
automatically import bank statements from banks in the United Kingdom into Business Central. We are looking into the
possibility of offering this feature again in the future.
NOTE
The Envestnet Yodlee Bank Feeds service is only supported in the online version of Business Central. To use this
functionality on-premises, you must obtain a cobrand account from Envestnet, and you must add code to integrate with
the Yodlee API.
The Envestnet Yodlee Bank Feeds service is only supported in the United States and Canada. Only banks residing in these
countries are supported, even though banks from other countries may appear in the Envestnet Yodlee Bank Feeds bank
selection window in Business Central.
IMPORTANT
For technical assistance with the Envestnet Yodlee functionality, contact Microsoft Support. Do not contact Envestnet
Yodlee. For more information, see Configuring Technical Support for Dynamics 365 Business Central.
The Envestnet Yodlee Bank Feeds service is installed as an extension to Business Central online and is ready to
be enabled in the supported countries. For more information, see Customizing Business Central Using
Extensions.
After you enable the bank feed service, you must link a bank account to the online bank account that the feed
will come from. You link bank accounts to online bank accounts in the following different scenarios:
A bank account does not exist in Business Central for your online bank account. Therefore, you create the
bank account by linking from the online bank account.
A bank account exists in Business Central, which you want to link to an online bank account.
A linked bank account must be unlinked because you want to stop using the bank feed service for the
account.
Online bank accounts have changed and you want to update the information on bank accounts in Business
Central.
When the bank feed service is enabled, you can set a bank account up to automatically import new bank
statements into the Payment Reconciliation Journal page every two hour. Transactions for payments that
have already been posted as applied and/or reconciled on the Payment Reconciliation Journal page will not
be imported. For more information, see the “To enable automatic import of bank statements” section.
NOTE
If you use the Set Up Company assisted setup guide, some of the steps in the following procedures happen automatically
when you get to the company bank account setup. For more information, see Getting Ready for Doing Business.
NOTE
If you use the Company Setup assisted setup guide, then you enable the service by selecting the Use a bank feed
ser vice check box. For more information, see Creating New Companies in Business Central.
NOTE
This page shows the actual web page of the Envestnet Yodlee Bank Feeds service. Terminology and functionality
on the page may not match instructions provided in this topic.
3. On the Online Bank Account Linking page, in the Link Account pane, use the Search function to find
the bank where you have one or more online bank accounts.
4. Choose the bank name. The Log In pane opens.
5. Enter the username and password that you use to log on to the online bank, and then choose the Next
button.
6. The bank feed service prepares to link the first online bank account at the specified bank to a new bank
account in Business Central.
NOTE
If you have more than one online bank account at the bank, you must create additional bank accounts in Business
Central for them. See steps 8 through 10.
After the process completes, the bank name will appear in the My Accounts pane on the Linked tab.
The number in brackets indicates how many online bank accounts were linked.
7. Choose the OK button.
If you are only linking one online bank account, the Bank Account Card page opens and displays the
name of the online bank account. In this case, the bank account linking task is completed. All that's left to
do is to set up the bank account. For more information, see Set Up Bank Accounts.
If you are linking more than one online bank accounts, the Bank Account Linking page opens and lists
the online bank accounts that are not yet linked to bank accounts in Business Central. In that case, follow
the next step.
8. On the Bank Account Linking page, select the line for an online bank account, and then choose the
Link to New Bank Account action.
The Bank Account Card page for a new bank account opens and displays the name of the online bank
account.
If a bank account already exists in Business Central that you want to link the additional online bank
account to, follow the next step.
9. On the Bank Account Linking page, select the line for an online bank account, and then choose the
Link to Existing Bank Account action.
10. On the Bank Account List page, select the bank account that you want to link to, and then choose the
OK button.
NOTE
If you choose Yes on the confirmation dialog, the link to the online bank account is removed, and the log-in details are
cleared. To link the bank account to the online bank account again, you must log on to the bank again. For more
information, see the “To link a bank account to an online bank account“ section.
To update bank account linking
1. Choose the icon, enter Bank Accounts , and then choose the related link.
2. Select the relevant bank account, and then choose the Update Bank Account Linking action.
If issues exist for any of the linked bank accounts on the Bank Account List page, the Bank Account Linking
page opens specifying which bank accounts have issues. Issues can best be resolved by unlinking the online
bank account and then re-creating the link. For more information, see the “To link a bank account to an online
bank account“ section.
NOTE
It is recommended that you set this value to 7 days or more.
NOTE
Transactions for payments that have already been posted as applied and/or reconciled on the Payment Reconciliation
Journal page will not be imported.
See Also
Setting Up Banking
Reconciling Bank Accounts
Applying Payments Automatically and Reconciling Bank Accounts
Customizing Business Central Using Extensions
Working with Business Central
Using the AMC Banking 365 Fundamentals
Extension
4/1/2021 • 4 minutes to read • Edit Online
The AMC Banking 365 Fundamentals extension makes it easier, and more accurate, to send data to your banks.
The extension connects Business Central with the AMC Banking 365 Fundamentals for Microsoft Dynamics 365
Business Central service, which can convert bank data from Business Central into formats that are required by
over 600 banks around the world. For example, this makes it easier to transfer payments and credits to vendors
by entering the payments in Business Central, and then uploading them to your bank. The formats can also
smooth out bank reconciliation processes. For more information, see AMC Banking for Microsoft Dynamics 365
Business Central.
NOTE
AMC Banking has built additional extensions that work with Business Central. This topic describes only the Fundamental
extension.
NOTE
There are some limitations on the demo account. For example, when you convert payments, the amount in the converted
file will not match the actual amount. Instead, the amount will always be five units of the currency that you use for
payments.
NOTE
You must fill in the SWIFT Code and IBAN fields for each bank account.
When you export data by using the AMC Banking 365 Fundamentals extension, some of your business data will
be exposed to the provider of the service. The service provider, AMC Consult A/S, is responsible for the privacy
of this data. For more information, see AMC Privacy Policy.
1. Choose the icon, enter Payment Journals , and then choose the related link.
2. Create the journal lines that you want to export.
NOTE
For each line, remember to choose Electronic Payment in the Bank Payment Type field.
See Also
Customizing Business Central Using Extensions
Getting Ready for Doing Business
Select a Check Layout
4/1/2021 • 2 minutes to read • Edit Online
You can design your checks to conform with the standards set by the local authorities. Check images can be
printed in English, French, or Spanish.
Checks are designed to print in both the United States and Canadian check image formats in either a check-stub-
check format or a stub-stub-check format.
10413 Three Checks per Page This report is designed to print three
checks on each page.
When you have set up check layouts, you can print checks from the Payment Journal page. For more
information, see Work with Checks.
To change one of these default check layouts, use either the Word or the RDLC integration to do so. For more
information, see Create and Modify Custom Report Layouts.
IMPORTANT
MICR and check security fonts in Microsoft Dynamics Business Central are licensed in a font package from
IDAutomation.com, Inc. These products may only be used as part of and in connection with Microsoft Dynamics Business
Central.
In update 15.3 and newer, Magnetic Ink Character Recognition (MICR) fonts are installed and available to use.
Both the E-13B and the CMC-7 standards are supported. In addition to MICR fonts, special security fonts are
available to generate text, names, amounts, and the currency symbols Dollar, Euro, Pound, and Yen, which are
hard to tamper with once a check has been printed.
NOTE
For security and legal reasons, you cannot upload custom fonts to the Business Central environment.
Delimiter characters
The full specification of MICR E-13B fonts can be found in the supplier's documentation here:
(https://www.idautomation.com/micr-fonts/e13b/).
MICR CMC -7 Specifications
The following CMC-7 fonts are available in Business Central online:
IDAutomationCMC7
IDAutomationCMC7n10
IDAutomationCMC7n25
IDAutomationCMC7n40
The following summarizes specifications for the MICR CMC-7 fonts that may be useful when calibrating fonts to
be on check layouts with specific MICR printers.
Delimiter characters
The full specification of MICR CMC-7 fonts can be found in the supplier's documentation here:
(http://www.idautomation.com/micr-fonts/cmc7/).
Secure Font Specifications
The following summarizes specifications for check security fonts that may be useful when calibrating fonts to be
on check layouts with specific MICR printers.
The full specification of check security fonts can be found in the supplier's documentation here:
(https://www.idautomation.com/security-fonts/).
Fonts for other purposes are also available in Business Central. For more information, see Available Fonts
See Also
Create and Modify Custom Report Layouts
Fonts in Business Central
Managing Payables
Reconciling Bank Accounts
Completing Period-End Processes
Working with Business Central
General Business Functionality
Setting Up Sales
4/1/2021 • 2 minutes to read • Edit Online
Before you can manage sales processes, you must configure the rules and values that define the company's
sales policies.
You must define the general setup, such as which sales documents are required and how their values are posted.
This general setup is typically performed once during the initial implementation.
A separate series of tasks related to registering new customers is to record any special price or discount
agreements that you have with each customer.
Finance-related sales setup, such as payment methods and currencies, are covered in the Finance Setup section.
For more information, see Setting Up Finance.
TO SEE
Create a customer card for each customer that you sell to. Register New Customers
Enable customers to pay through PayPal by choosing the Enable Customer Payment Through PayPal
PayPal logo on sales documents.
Enter the different discounts and special prices that you Record Sales Price, Discount, and Payment Agreements
grant to customers depending on item, quantities, and/or
date.
Set up salespeople so that you can assign them to customer Set Up Salespeople
contacts or measure salespeople's performance as a basis for
calculating the sales commission or bonus.
Specify for individual customers or for all customers how Set Up Document Sending Profiles
sales documents are sent by default when you choose the
Post and Send action.
Use an EU web service to verify a customer's VAT Verify VAT Registration Numbers
registration number.
Define the different incoterms that you offer to customers or Set Up Shipment Methods
that your vendors offer you.
Enter information about the different transportation vendors Set Up Shipping Agents
you use, including a link to their package tracking service.
Specify default reports to be used for different document Report Selection in Business Central
types.
Customers are the source of your income. You must register each customer you sell to as a customer card.
Customer cards hold the information that is required to sell products to the customer. For more information, see
Invoice Sales and Register New Items.
Before you can register new customers, you must set up various sales codes that you can select from when you
fill in customer cards. For more information, see Setting Up Sales.
NOTE
If customer templates exist for different customer types, then a page appears when you create a new customer card from
where you can select an appropriate template. If only one customer template exists, then new customer cards always use
that template.
O P T IO N DESC RIP T IO N
Both Warnings Both the Credit Limit and the Balance Due fields on
the customer's card are checked, and a warning is shown
if the customer has exceeded its credit limit or if the
customer has an overdue balance.
Credit Limit The value in the Credit Limit field on the customer's
card is compared with the customer's balance, and a
warning is shown if the customer's balance exceeds this
amount.
O P T IO N DESC RIP T IO N
See Also
Defining Payment Methods
Merge Duplicate Records
Create Number Series
Sales
Setting Up Sales
Working with Business Central
Enable Customer Payments Through Payment
Services
4/1/2021 • 2 minutes to read • Edit Online
As an alternative to collecting payments through bank transfer or credit cards, your customers can pay you
through their account with payment services, such as Microsoft Pay, PayPal, or WorldPay.
After you enable a payment service in Business Central, a link to the service is available on sales documents that
you send by email to your customers. Customers can use the link to go to the payment service and pay the bill,
directly from the sales document. If you don't want to include the link, for example, if a customer will pay with
cash, you can remove the payment service from the invoice before posting.
The Microsoft Pay, PayPal Payments Standard, and WorldPay Payments Standard extensions are installed in
Business Central, and are ready for you to enable.
NOTE
The Payment Ser vice field is available only if you've enabled the payment service.
See Also
Setting Up Sales
Sales
Customizing Business Central Using Extensions
Working with Business Central
Record Special Sales Prices and Discounts
6/8/2021 • 15 minutes to read • Edit Online
NOTE
In 2020 release wave 2 we released streamlined processes for setting up and managing prices and discounts. If you're a
new customer using that version, you're using the new experience. If you're an existing customer, whether you are using
the new experience depends on whether your administrator has enabled the New sales pricing experience feature
update in Feature Management . For more information, see Enabling Upcoming Features Ahead of Time.
The price and discount agreements that apply when selling to customers must be defined so that the agreed
rules and values are applied to sales documents.
When you have recorded special prices and line discounts for sales and purchases, Business Central ensures that
your profit on item trade is always optimal by automatically calculating the best price on sales and purchase
documents and on job and item journal lines. For more information, see Best Price Calculation.
Concerning prices, you can have a special sales price inserted on sales lines if a certain combination of customer,
item, minimum quantity, unit of measure, or starting/ending date exists. For more information, see the To set up
a sales price for a customer and Best Price Calculation sections.
Concerning discounts, you can set up and use two types of sales discounts:
Because sales prices and sales line discounts are based on a combination of item and customer, you can also
perform this configuration from the item page of the item where the rules and values apply.
TIP
If an item should never be sold with a discount, leave the discount fields on the item page empty, and do not include the
item in any line discount setups.
The Applies-to Type and Applies-to No. fields let you choose what this price list will apply to, such as
customer or customer price group. Using View Columns for , you can show or hide columns relevant for
setting prices, discounts or prices and discounts.
You can set up price list lines manually or you can use, for example, the Suggest Lines action to create new
prices for selected items, item discount groups, resources, and other product types. If you choose Suggest Lines,
the Price Lines - Create New page allows you to set filters to select products for which you want to create new
price list lines. You can also specify whether to consider a minimum quantity when calculating prices, the
adjustment factor to apply for new price list lines, and the rounding method to apply for prices. The Copy Lines
action allows you to copy existing price list lines between price lists.
By default, the status of new price lists is Draft. When you're done adding lines and want the price calculation
engine to include it, you can change the status to Active.
To review price lists and prices that apply for specific customers or vendors, on the Customer page, choose
Sales Price Lists or, on the Vendor page, choose Purchase Price Lists . You can view price list lines in various
price lists by choosing Sales Prices or Purchase Prices from the Item and Resource pages.
1. Choose the icon, enter Customers , and then choose the related link.
2. Choose the customer, and then choose the Prices action.
3. Fill in the fields on the line as necessary. Hover over a field to read a short description. Fill a line for each
combination that will grant a special sales price to the customer.
TIP
Before you start entering this information, it is a good idea to prepare an outline of the discount structure that you want
to use. This makes it easier to see which customers can be linked to the same invoice discount page. The fewer pages you
have to set up, the faster you can enter the basic information.
For training in discounts in sales, see Set up discounts for your customers at Microsoft Learn.
Calculating Invoice Discounts on Sales
When all the items have been entered as lines, you can calculate the invoice discount for the entire sales
document by choosing the Calculate Invoice Discount action.
The discount is calculated based on all the lines in the sales document for items where the Allow Invoice Disc.
field on the sales order line contains Yes . This is the default setting for items. Lines with item charges, for
example, are not included in the calculation of the invoice discount. If you want to apply a discount to such lines,
you must set the Line Discount % field on the relevant lines.
TIP
If the Calc. Inv. Discount field is selected in the Sales and Receivables Setup page, then the invoice discount is
calculated automatically when you do either of the following on a sales document:
View statistics
View a test report
Print
Post
The invoice discount terms for a customer are defined in the Cust. Invoice Discounts page for the customer.
The currency code on the sales document is used to find the invoice discount terms in the corresponding
currency.
If invoice discounts have not been defined for foreign currencies, then the invoice discount terms defined in the
Cust. Invoice Discounts page with amounts in your local currency and the exchange rate on the posting date
on the sales document are used to calculate the invoice discount in the foreign currency.
Current Experience
New Experience
1. Choose the icon, enter Customers , and then choose the related link.
2. Open the relevant customer card, and then choose the Line Discounts action.
3. Fill in the fields on the line as necessary. Hover over a field to read a short description. Fill a line for each
combination that will grant a sales line discount to the customer.
NOTE
When you open the Sales Prices and Sales Line Discounts pages from a specific customer, the Sales Type Filter and
Sales Code Filter fields are set for the customer and cannot be changed or removed.
To set up prices or line discounts for all customers, a customer price group, or a campaign, you must open the pages from
an item card. Alternatively, for sales prices, use the Sales Price Worksheet page. For more information, see To bulk
update item prices.
NOTE
Invoice discount codes are represented by existing customer cards. This enables you to quickly assign invoice discount
terms to customers by picking the name of another customer who will have the same terms.
Current Experience
New Experience
If you want to copy sales prices, such as an individual customer's sales prices to use for a customer price group,
you must run the Suggest Sales Price on Wksh. batch job on the Sales Price Worksheet page.
1. Choose the icon, enter Sales Price Worksheet , and then choose the related link.
2. Choose the Suggest Sales Price on Wksh. action.
3. On the Sales Prices FastTab, fill in the Sales Type and Sales Code fields with the original sales prices
you want to copy.
4. In the top section of the request page, fill in the Sales Type and Sales Code fields with the type and
name you want the sales prices copied to.
5. If you want the batch job to create new prices, select the Create New Prices check box.
6. Choose the OK button to fill in the lines on the Sales Price Worksheet page with the suggested new
prices, indicating that they are valid for the selected sales type.
NOTE
This batch job only creates suggestions and it does not implement the suggested changes. If you are satisfied with
the suggestions and want to implement them, that is insert them on the Sales Prices page, choose the
Implement Price Changes action on the Sales Price Worksheet page.
Current Experience
New Experience
If you want to bulk update item prices, such as increase all item prices by some percentage, you must run the
Suggest Item Price on Wksh. batch job. You can find a link to the batch job on the Sales Price Worksheet
page.
1. Choose the icon, enter Sales Price Worksheet , and then choose the related link.
2. Choose the Suggest Item Price on Wksh. action.
3. On the Item FastTab, fill in the No. or Inventor y Posting Group or other fields with the original item prices
you want to update.
4. In the top section of the request page, fill in the Sales Type and Sales Code with the type and name you
want the sales prices copied to.
5. If you want the batch job to automatically adjust suggested item prices, enter adjustment in Adjustment
Factor field. For example, you would enter 1.15 in Adjustment Factor for 15% increase in item price.
6. If you want the batch job to create new prices, select the Create New Prices field.
7. Choose the OK button to fill in the lines on the Sales Price Worksheet page with the suggested new prices,
indicating that they are valid for the selected Item .
NOTE
This batch job only creates suggestions and it does not implement the suggested changes. If you are satisfied with the
suggestions and want to implement them, that is insert them in the Sales Prices table, you can use the Implement
Price Changes batch job, which is found on the Actions tab, in the Functions group, on the Sales Price Worksheet
page.
NOTE
The following describes how the best price is calculated for sales. The calculation is the same for purchases.
1. Business Central checks the combination of the bill-to customer and the item and then calculates the
applicable unit price and line discount percentage, using the following criteria:
Does the customer have a price/discount agreement, or does the customer belong to a group that
does?
Is the item or the item discount group on the line included in any of these price/discount agreements?
Is the order date (or the posting date for the invoice and credit memo) within the starting and ending
date of the price/discount agreement?
Is a unit of measure code specified? If so, Business Central checks for prices/discounts with the same
unit of measure code, and prices/discounts with no unit of measure code.
2. Business Central checks whether any price/discount agreements apply to information on the document
or journal line, and then inserts the applicable unit price and line discount percentage using the following
criteria:
Is there a minimum quantity requirement in the price/discount agreement that is fulfilled?
Is there a currency requirement in the price/discount agreement that is fulfilled? If so, the lowest price
and the highest line discount for that currency are inserted, even if local currency would provide a
better price. If there is no price/discount agreement for the specified currency code, Business Central
inserts the lowest price and the highest line discount in your local currency.
If no special price can be calculated for the item on the line, then either the last direct cost or the unit price from
the item card is inserted.
Many companies want to follow an individual employee's performance as a basis for calculating the sales
commission or bonus. See, for example, the Salesperson Commissions report. A company may also want to
assign a salesperson to each of their contacts.
When you have set up a salesperson on the Salespeople page, you can select it in the Salesperson Code field
on all relevant records, such as G/L account, customer, vendor, contacts, and campaign cards. Then, when you
post or set up invoices, credit memos, journal lines, finance charge activities, and so on, the salesperson code is
carried to the resulting ledger entries.
See Also
Setting Up Sales
Sales
Working with Business Central
Set Up Document Sending Profiles
4/1/2021 • 2 minutes to read • Edit Online
You can set each customer up with a preferred method of sending sales documents, so that you do not have to
select a sending option every time you choose the Post and Send action.
On the Document Sending Profiles page, you set up different sending profiles that you can select from in the
Document Sending Profile field on a customer card. You can select the Default check box to specify that the
document sending profile is the default profile for all customers, except for customers where the Document
Sending Profile field is filled with another sending profile.
When you choose the Post and Send action on a sales document, the Post and Send Confirmation dialog
box shows the sending profile used, either the one set up for the customer or the default for all customers. In the
dialog box, you can change the sending profile for the sales document. For more information, see Invoice Sales.
See Also
Setting Up Sales
Sales
Working with Business Central
Send Documents and Emails
5/17/2021 • 3 minutes to read • Edit Online
You can easily share information and documents, such as sales and purchase orders and invoices, by email
directly from Business Central], without having to open an email app.
You can send almost all types of documents as PDF attachments. Alternatively, you can set up a report layout
that includes information from the document in the email text, along with text that makes the email more
friendly, for example, a standard greeting. For more information, see Managing Report and Document Layouts.
When you send invoices, you can make it easier for customers to make payments through a payment service,
such as PayPal, by automatically adding information and a link to the service in the email. For more information,
see Enable Customer Payments Through Payment Services.
To enable emails from within Business Central, start the Set Up Email assisted setup guide. For more
information, see Set Up Email.
NOTE
Business Central] supports only outbound email communications. You cannot also receive replies from within the app.
NOTE
Depending on the extension that your company uses for email, administrators can see a list of messages that everyone
has sent, but not the content of the messages
The Email Outbox is where you'll find the emails that you saved as drafts, and emails that failed to send, for
example, if the email address was invalid. For messages that failed to send, you can choose Show Error or
Investigate Error to troubleshoot the problem.
See Also
Managing Report and Document Layouts
Set up Email
Invoice Sales
Working with Business Central
Set Up Shipment Methods
4/1/2021 • 2 minutes to read • Edit Online
Shipment methods often depend on the items, the customers, and the vendors. For example, if the customer
lives on an island, they can choose to have items always shipped by air or always by sea. Some customers may
require next day delivery. Some may want to pick up the order. On the customer and vendor cards, you can
specify what sort of delivery is desired.
You set up the description and code for each shipment method on the Shipment Methods page. For example,
you can set up the code FOB, and enter Free on Board in the Description field. You can then enter the code in
Shipment Method Code fields elsewhere in the system, such as on a customer card. Then when you create
new orders, invoices, credit memos, and so on, the system will enter the description represented by the code.
You can change it on the document as needed.
TIP
If you use Incoterms, set up shipment methods to represent the relevant Incoterms rules.
See Also
Set Up Shipping Agents
Track Packages
Warehouse Management
Inventory
Setting Up Warehouse Management
Assembly Management
Design Details: Warehouse Management
Working with Business Central
Incoterms on iccwbo.org
Set Up Shipping Agents
4/1/2021 • 2 minutes to read • Edit Online
You can set up a code for each of your shipping agents and enter information about them.
If you enter an Internet address for the shipping agent, and the agent provides package tracking services on the
Internet, you can use the automatic package tracking feature. For more information, see Track Packages.
When you set up shipping agents on your sales orders, you can also specify the services that each shipping
agent offers.
For each shipping agent, you can set up an unlimited number of services, and you can specify a shipping time
for each service.
When you have assigned a shipping agent service to a sales order line, the shipping time of the service will be
included in the order promising calculation, for that line. For more information, see Calculate Order Promising
Dates.
NOTE
If you delete the shipping agent on the order line, the shipping agent service code is also deleted. The contents of fields
that were based in part on the shipping agent service are recalculated.
See Also
Set Up Shipment Methods
Track Packages
Warehouse Management
Inventory
Setting Up Warehouse Management
Assembly Management
Design Details: Warehouse Management
Working with Business Central
Setting Up Purchasing
5/28/2021 • 2 minutes to read • Edit Online
Before you can manage purchase processes, you must configure the rules and values that define the company's
purchase policies.
You must define the general setup, such as which purchase documents are required and how their values are
posted. This general setup is typically performed once during the initial implementation.
A separate series of tasks related to registering new vendors is to record any special price or discount
agreements that you have with each vendor.
Finance-related purchase setup, such as payment methods and currencies, are covered in the Finance Setup
section. For more information, see Setting Up Finance.
TO SEE
Create a vendor card for each vendor that you purchase Register New Vendors
from
Enter the different discounts and special prices that vendors Record Purchase Price, Discount, and Payment Agreements
grant you depending on item, quantities, and/or date
Specify default reports to be used for different document Report Selection in Business Central
types.
TIP
Depending on your geographical location, some pages can contain fields that are not described in the articles that are
listed here because they apply to local functionality or customizations. Hover over a field to read a short description.
Vendors provide the products that you sell. Each vendor that you purchase from must be registered as a vendor
card.
Before you can register new vendors, you must set up various purchase codes that you can select from when
you fill vendor cards. When all of the required master data is created, you can perform additional configuration
of the vendor, such as prioritize the vendor for payment purposes and list items that the vendor and other
vendors can supply. Another group of setup tasks for vendors is to record your agreements concerning
discounts, prices, and payment methods. For more information, see Setting Up Purchasing.
Vendor cards hold the information that is required to buy products from the vendor. For more information, see
Record Purchases and Register New Items.
NOTE
If vendor templates exist for different vendor types, then a page appears when you create a new vendor card from where
you can select an appropriate template. If only one vendor template exists, then new vendor cards always use that
template.
NOTE
If vendor templates exist for different vendor types, then a page appears when you create a new vendor card from where
you can select an appropriate template. If only one vendor template exists, then new vendor cards always use that
template.
The vendor is now registered, and the vendor card is ready to be used on purchase documents.
If you want to use this vendor card as a template when you create new vendor cards, you can save it as a vendor
template. For more information, see the To save the vendor card as a template section.
Deleting vendor cards
If you have posted a transaction for a vendor, you cannot delete the card because the ledger entries may be
needed for auditing. To delete vendor cards with ledger entries, contact your Microsoft partner to do so through
code.
See Also
Merge Duplicate Records
Create Number Series
Purchasing
Record Purchases
Working with Business Central
Record Special Purchase Prices and Discounts
4/1/2021 • 8 minutes to read • Edit Online
NOTE
In 2020 release wave 2 we released streamlined processes for setting up and managing prices and discounts. If you're a
new customer using that version, you're using the new experience. If you're an existing customer, whether you are using
the new experience depends on whether your administrator has enabled the New sales pricing experience feature
update in Feature Management . For more information, see Enabling Upcoming Features Ahead of Time.
The different price and discount agreements that apply when you buy from different vendors must be defined
so that the agreed rules and values are applied to purchase documents that you create for the vendors.
When you have recorded special prices and line discounts for sales and purchases, Business Central ensures that
your profit on item trade is always optimal by automatically calculating the best price on sales and purchase
documents and on job and item journal lines. For more information, see Best Price Calculation.
Concerning prices, you can have a special purchase price inserted on purchase lines if a certain combination of
vendor, item, minimum quantity, unit of measure, or starting/ending date exists.
Concerning discounts, you can set up and use two types of purchase discounts:
Because purchase line discounts and purchase prices are based on a combination of item and vendor, you can
also enter this configuration from the item card, where the rules and values are defined. For more information,
see Register New Items.
1. Choose the icon, enter Vendors , and then choose the related link.
2. Open the relevant vendor card, and then choose the Prices action.
3. Fill in the fields on the line as necessary. Hover over a field to read a short description.
4. Fill a line for each combination for which the vendor grants you a purchase line discount.
NOTE
Invoice discount codes are represented by existing vendor cards. This enables you to quickly assign invoice
discount terms to vendors by picking the name of another vendors who will have the same terms.
TIP
Before you enter this information, it is a good idea to prepare an outline of the discount structure that you want to use.
This makes it easier to see which vendors can be linked to the same invoice discount page. The fewer pages that you have
to set up, the faster that you can enter the basic information.
NOTE
The following describes how the best price is calculated for sales. The calculation is the same for purchases.
1. Business Central checks the combination of the bill-to customer and the item and then calculates the
applicable unit price and line discount percentage, using the following criteria:
Does the customer have a price/discount agreement, or does the customer belong to a group that
does?
Is the item or the item discount group on the line included in any of these price/discount agreements?
Is the order date (or the posting date for the invoice and credit memo) within the starting and ending
date of the price/discount agreement?
Is a unit of measure code specified? If so, Business Central checks for prices/discounts with the same
unit of measure code, and prices/discounts with no unit of measure code.
2. Business Central checks if any price/discount agreements apply to information on the document or
journal line, and then inserts the applicable unit price and line discount percentage, using the following
criteria:
Is there a minimum quantity requirement in the price/discount agreement that is fulfilled?
Is there a currency requirement in the price/discount agreement that is fulfilled? If so, the lowest price
and the highest line discount for that currency are inserted, even if LCY would provide a better price. If
there is no price/discount agreement for the specified currency code, Business Central inserts the
lowest price and the highest line discount in LCY.
If no special price can be calculated for the item on the line, then either the last direct cost or the unit price from
the item card is inserted.
Business Central can suggest various payments to vendors, for example, payments that will be due soon or
payments where a discount is available. For more information, see Suggest Vendor Payments.
First, you must prioritize your vendors by assigning numbers to them.
To prioritize vendors
1. Choose the icon, enter Vendors , and then choose the related link.
2. Select the relevant vendor, and then choose Edit .
3. In the Priority field, enter a number.
Business Central considers the lowest number, except 0, to have the highest priority. So, for example, if you use
1, 2, and 3, then 1 will have the highest priority.
If you do not want to prioritize a vendor, leave the Priority field blank. Then, if you use the payment suggestion
feature, the vendor will be listed after all the vendors that have a priority number. You can enter as many priority
levels as necessary.
See Also
Setting Up Purchasing
Managing Payables
Working with Business Central
Set Up Purchasers
4/1/2021 • 2 minutes to read • Edit Online
If several purchasers work at your company, you can set them up in a page and assign them each a code. You
can then use the codes to prepare statistics and to filter information in printed reports.
To set up purchasers
1. Choose the icon, enter Salespeople/Purchasers , and then choose the related link.
2. On the Salespeople/Purchasers page, choose New .
3. On the Salesperson/Purchaser Card page, fill in the fields as necessary. Hover over a field to read a short
description.
See Also
Setting Up Purchasing
Managing Payables
Working with Business Central
Setting Up Inventory
4/1/2021 • 2 minutes to read • Edit Online
Before you can manage warehouse activities and inventory costing, you must configure the rules and values
that define the company's inventory policies.
You can provide better customer service and optimize your supply chain by organizing your inventory at
different addresses. You can then buy, store, or sell items at different locations and transfer inventory between
them.
When you have set up your inventory, you can manage various processes related to item transactions. For more
information, see Manage Inventory and Warehouse Management.
TO SEE
Define the general inventory setup, such as number series Set Up General Inventory Information
and how to use locations.
Configure an efficient distribution model with a combination Work with Responsibility Centers
of different locations and responsibility centers assigned to
business partners or employees.
Create item cards for inventory, non-inventory, or service Register New Items
items that you trade in.
Use the Copy Item function to quickly create a new item Copy Existing Items to Create New Items
card based on an existing one.
Learn how to fill in the Type field on item cards according to About Item Types
the business purpose.
Set up multiple units of measure for an item that you can Set Up Item Units of Measure
use as alternate UOMs, for example on sales, purchasing, or
production transactions.
Assign items to categories and give them attributes to help Categorize Items
you and customers find items.
Import multiple item pictures in one go from a zip file where Import Multiple Item Pictures
the files are named according to item numbers.
Specify default reports to be used for different document Report Selection in Business Central
types.
You specify your general inventory setup on the Inventor y Setup page.
NOTE
The Automatic Cost Adjustment toggle is turned on by default to ensure that inventory values are always correct in
the general ledger, which in turn keeps your sales and profit statistics up to date. Cost changes from inbound entries,
such as those for purchases or production output, are assigned to the related outbound entries, such as sales or transfers.
This is helpful for new Business Central customers and small businesses with relatively low inventory transaction levels.
However, as a business grows and inventory levels increase, this can slow down system performance. To minimize reduced
performance during posting, select a time option to define how far back in time from the work date an inbound
transaction can occur to potentially trigger adjustment of related outbound value entries. Alternatively, you can manually
adjust costs at regular intervals with the Adjust Cost - Item Entries batch job.
See Also
Set Up Inventory
Design Details: Costing Methods
Manage Inventory
Working with Business Central
Change Which Features are Displayed
General Business Functionality
Work with Responsibility Centers
4/1/2021 • 3 minutes to read • Edit Online
Responsibility centers provide the ability to handle administrative centers. A responsibility center can be a cost
center, a profit center, an investment center, or other company-defined administrative center. Examples of
responsibility centers are a sales office, a purchasing department for several locations, and a plant planning
office. Using this functionality, for example, companies can set up user-specific views of sales and purchase
documents related exclusively to a particular responsibility center.
Using multiple locations together with responsibility centers provides the ability to manage business operations
in the most flexible, yet optimal way.
Multiple locations allows companies to manage their inventory in multiple locations using one database. Two
concepts, locations and stockkeeping units, are the cornerstones of this granule. A location is defined as a place
that handles physical placement and quantities of items. The concept is broad enough to include locations such
as plants or production facilities as well as distribution centers, warehouses, showrooms and service vehicles. A
stockkeeping unit is defined as an item at a specific location and/or as a variant. Using stockkeeping units,
companies with multiple locations are able to add replenishment information, addresses, and some financial
posting information at the location level. As a result, they have the ability to replenish variants of the same item
for each location as well as to order items for each location on the basis of location-specific replenishment
information.
NOTE
When you enter a responsibility center code on a document, it affects the address, dimensions, and prices on the
document.
NOTE
Users can view only those posted documents that related to their own responsibility center. However, they can view all
ledger entries and navigate to other posted documents from the ledger entries.
See Also
Setting Up Inventory
Setting Up Warehouse Management InventoryWarehouse Management
Warehouse Management
Design Details: Warehouse Management
Working with Business Central
Set Up Locations
6/3/2021 • 3 minutes to read • Edit Online
If you buy, store, or sell items at more than one place or warehouse, you must set up each location with a
location card and define transfer routes. Business Central uses locations to help keep track of inventory in both
simpler cases and the more complex warehouse processes.
You can then create document lines for a specific location, view availability by location, and transfer inventory
between locations. For more information, see Manage Inventory.
Location cards
The location card specifies information about a location, such as a warehouse or distribution center. You give
each location a name and a code that represents the location. You can then enter the location code in other parts
of the program when you want to record transactions for a given location.
You can enter information about bins and warehouse policies for each location. Based on the warehouse policies
you select, you can use the options on the Bins FastTab to define the bins that will be used as default bins when
you are performing transactions. If you are using directed put-away and pick, you use most of the options on
the Bin Policies FastTab to define how you would like to use the various advanced warehousing features.
Some option fields are grayed and disabled by other settings in the Location Card page to restrict
unsupported setup combinations.
Choose the Zones or Bins action to view information about zones and bins that may be defined for the
location.
To create a location card
1. Choose the icon, enter Locations , and then choose the related link.
2. Choose the New action.
3. On the Location Card page, fill in the fields as necessary. Hover over a field to read a short description.
4. Repeat steps 2 and 3 for every location where you want to keep inventory.
NOTE
Many fields on the location card refer to the handling of items in inbound and outbound warehouse processes. The fields
are not relevant for companies that do not require the more complex warehouse functionality. For more information, see
Setting Up Warehouse Management.
You can change the configuration of a location later, but you cannot edit the setup of locations that have item
ledger entries.
Next, if you have multiple locations, you can define transfer routes between locations.
To create a transfer route
1. Choose the icon, enter Transfer Routes , and then choose the related link.
2. Alternatively, from any Location Card page, choose the Transfer Routes action.
3. Choose the New action.
4. On the Location Card page, fill in the fields as necessary. Hover over a field to read a short description.
You can now transfer inventory items between two locations. For more information, see Transfer Inventory
Between Locations.
Bins
Bins represent the basic warehouse structure and are used to make suggestions about the placement of items.
When you have created your bins, you can define precisely the contents that you want to place in each bin, or
the bin can function as a floating bin without specified contents. Bins are predominantly used in basic and
advance warehouse operations. If you manage inventory in a more simple setup, you probably do not need
bins.
To use the bin functionality at a location, you first activate the functionality on the Location card by selecting the
Bins Mandator y field on the Warehouse FastTab. Then you design the item flow at the location by specifying
bin codes in setup fields that represent the different flows.
NOTE
Before you can specify bin codes on the location card, the bin codes must be created.
For more information, see Create Bins and Set Up Bin Types.
Zones
If you want to structure your bins under zones, you can do that in the Zones page.
Business Central copies the fields that you set for any particular zone to the bins within it. This way, you can
assign a zone to a bin or a bin template (bin creation filter), and several other fields are then filled in
automatically.
However, you can choose to set up just one zone and to organize your warehouse according to bins alone. For
more information, see Setting Up Warehouse Management.
See Also
Manage Inventory
Transfer Inventory Between Locations
Create Bins
Set Up Bin Types
Setting Up Warehouse Management
Working with Business Central
Change Which Features are Displayed
General Business Functionality
Register New Items
4/1/2021 • 6 minutes to read • Edit Online
Items, among other products, are the basis of your business, the goods or services that you trade in. Each item
must be registered as an item card.
Item cards hold the information that is required to buy, store, sell, deliver, and account for items.
The item card can be of type Inventor y , Ser vice , or Non-Inventor y to specify if the item is a physical
inventory unit, a labor time unit, or a physical unit that is not tracked in inventory. For more information, see
About Item Types.
An item can be structured as a parent item with underlying child items in a bill of materials (BOM). In Business
Central, a bill of material can be either an assembly BOM or a production BOM, depending on its use. For more
information, see Work with Bills of Material.
If you purchase the same item from more than one vendor, you can connect those vendors to the item card. The
vendors will then appear on the Item Vendor Catalog page, so that you can easily select an alternate vendor.
Items that you offer to your customers but you do not want manage in your system until you start selling them
can be set up as catalog items. Catalog items are not to be mistaken with regular items of type Non-Inventor y .
For more information, see Work with Catalog Items.
NOTE
If item templates exist for different item types, then a page appears when you create a new item card from where you can
select an appropriate template. If only one item template exists, then new item cards always use that template.
The following procedure explains how to create an item card from scratch. You can also create new item cards
by copying existing ones. For more information, see Copy Existing Items to Create New Items.
You can view or edit special prices or discounts that you grant, or that your vendor grants you, for the item if
certain criteria are met, such as customer, minimum order quantity, or ending date. You do this by choosing the
Set Special Prices or Set Special Discounts actions. Each row on, for example, the Sales Prices page
represents a special price. Each column represents a criterion that must apply to grant a customer the special
price that you enter in the Unit Price field on the Sales Prices page. For more information, see Record Sales
Price, Discount, and Payment Agreements or Record Special Purchase Prices and Discounts.
The item is now registered, and the item card is ready to be used on purchase and sales documents.
If you want to use this item card as a template when you create new item cards, you can save it as a template.
For more information, see the following section.
To save the item card as a template
1. On the Item Card page, choose the Save as Template action. The Item Template page opens showing the
item card as a template.
2. Fill in the fields as necessary. Hover over a field to read a short description.
3. To reuse dimensions in templates, choose the Dimensions action. The Dimension Templates page opens
showing any dimension codes that are set up for the item.
4. Edit or enter dimension codes that will apply to new item cards created by using the template.
5. When you have completed the new item template, choose the OK button.
The item template is added to the list of item templates, so that you can use it to create new item cards.
Items used in production orders
If you want to register items that are then used in production orders, you specify the replenishment system as
Prod. order on the Replenishment FastTab. For more information, see About Production Orders.
See Also
Inventory
Set Up Units of Measure
Tariff numbers
Reconcile Inventory Costs with the General Ledger
Create Number Series
Setting Up Posting Groups
Purchasing
Sales
Working with Business Central
Copy Existing Items to Create New Items
4/1/2021 • 2 minutes to read • Edit Online
When you add a new item, to save time, you can use the Copy Item function to copy an existing item to use as
a template for a new item.
NOTE
You can enter a specific item number in the Target Item No. field that you want the new item to get.
Alternatively, you can select an existing number series in the Target No. Series field. The new item will then be
assigned the next available number in that number series.
See Also
Register New Items
Setting Up Inventory
About Item Types
4/1/2021 • 2 minutes to read • Edit Online
In the Type field on the Item Card page, you can select what the item is used for in your business and therefore
how it is managed in the system. Three options exist:
O P T IO N T Y P IC A L P URP O SE
The Inventor y type involves full tracking of inventory quantity and value. Therefore, all item transaction types
are supported, and items of type Inventory can be used with all item-handling features.
The Ser vice and Non-Inventor y types do not involve tracking of inventory quantity and value. Therefore, only
selected item transaction types and features are supported.
The three item types support the following features respectively.
PR
AS OD
SE SE UC IN
RV M TI VE
JO IC BL O PR LO NT
B E Y N AS OD CA PH OR IN
CO CO CO CO SE UC TI Y SI Y VE
NS NS NS NS M TI O CA RE NT IT E RE W
PU U U U U BL O N L VA OR M SE AR
IT E RC M M M M Y N TR CO LU Y TR RV EH PL
M SA HA PT PT PT PT OU OU AN UN AT CO AC AT OU AN
TY LE SI IO IO IO IO TP TP SF TI IO ST I KI IO SI NI
PE S NG N N N N UT UT ER NG N NG NG N NG NG
Inv Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes
en
tor
y
See Also
Register New Items
Setting Up Inventory
Managing Inventory Costs
Inventory
Working with Business Central
Set Up Units of Measure
4/1/2021 • 5 minutes to read • Edit Online
As part of setting up your Business Central, you set up general units of measure in the Units of Measure page.
Then, when you register new items, you specify the base unit of measure on the Item Card . But you can also
add units of measure later.
You can set up multiple units of measure for an item so that you can assign units of measure to the item for the
following purposes:
Assign a base unit of measure on the item's item card to define how it is stored in inventory and to serve as
the conversion basis for alternate units of measure.
Assign alternate units of measure to purchase, production, or sales documents to specify how many units of
the base unit of measure you handle at a time in those processes. For example, you may buy the item on
pallets and only use single pieces in your production.
If an item is stocked in one unit of measure but produced in another, a production order is created that uses a
manufacturing batch unit of measure to calculate the correct quantity of the components during the Refresh
Production Order batch job. An example of a manufacturing batch unit of measure calculation is when a
manufactured item is stocked in pieces but produced in tons. For more information, see Work with
Manufacturing Batch Units of Measure.
See Also
Work with Manufacturing Batch Units of Measure
Register New Items
Managing Inventory
Managing Purchasing
Managing Sales
Working with Business Central
Set Up Stockkeeping Units
4/1/2021 • 2 minutes to read • Edit Online
You can use stockkeeping units to record information about your items for a specific location or a specific
variant code.
Stockkeeping units are a supplement to item cards. They do not replace them, although they are related to them.
Stockkeeping units allow you to differentiate information about an item for a specific location, such as a
warehouse or distribution center, or a specific variant, such as different shelf numbers and different
replenishment information, for the same item.
NOTE
The information on the Stockkeeping Unit card has priority over the Item card.
WARNING
If the SKU is supplied through production, then the Standard Cost field is not used when invoicing and adjusting the
actual cost of the produced item. Instead, the Standard Cost field on the underlying item card is used, and any variances
are calculated against the cost shares of that item.
Because production BOMs and routing cannot be assigned to SKUs, then the unit cost roll-up and the related calculation
of cost shares are also not available on SKUs. For more information, see About Calculating Standard Cost
See Also
Register New Items
Setting Up Warehouse Management
Warehouse Management
Inventory
Assembly Management
Design Details: Warehouse Management
Working with Business Central
Categorize Items
4/1/2021 • 2 minutes to read • Edit Online
To maintain an overview of your items and to help you sort and find items, it is useful to organize your items in
item categories.
To find items by characteristics, you can assign item attributes to items and also to item categories. For more
information, see Work with Item Attributes.
NOTE
If the item category has a parent item category, as indicated by the Parent Categor y field, then any item attributes that
are assigned to that parent item category are prefilled on the Attributes FastTab.
NOTE
Item attributes that you assign to an item category will automatically apply to the item that the item category is assigned
to.
If you change your mind about an item category, you can delete it. However, if it has already been assigned to an
item, you must remove that assignment before you can delete the item category.
See Also
Work with Item Attributes
Register New Items
Inventory
Working with Business Central
Import Multiple Item Pictures
4/1/2021 • 2 minutes to read • Edit Online
You can import multiple item pictures in one go. Simply name your picture files with names corresponding to
your item numbers, compress them to a ZIP file, and then use the Impor t Item Pictures page to manage
which item pictures to import.
All common file formats are supported.
To name picture files by the item names and prepare the ZIP file
1. At the location where your item pictures are stored, name each files according to the number of the
related item. For example:
IT EM N O. F IL E N A M E
1000 1000.bmp
1001 1001.bmp
1002 1002.bmp
2. Collect all the files in a ZIP file. For example, in Windows Explorer, select the files, and then choose Send
to , Compressed (zipped) folder .
NOTE
For item cards that already have a picture, the Picture Already Exists check box is selected. If you do not want
any existing pictures to be replaced, deselect the Replace Pictures check box. If you do not want individual
existing pictures to be replaced, delete the lines in question.
See Also
Register New Items
Create Number Series
Inventory
Purchasing
Sales
Working with Business Central
Setting Up Project Management
4/1/2021 • 2 minutes to read • Edit Online
Before you can use Business Central to manage projects, you must set up resources, time sheets, and jobs.
Then you can create jobs and schedule resources for projects as well as manage budgets and track machine and
employee hours with time sheets. For more information, see Managing Projects.
The following table describes a sequence of tasks, with links to the topics that describe them.
TO SEE
Set up your resources and the related costs and prices, Set Up Resources
either for individual resources, resource groups, or for all
available resources of the company.
Enable resources to report time usage for an individual or a Set Up Time Sheets
machine and enable a manager to review the usage and its
allocation.
Create job cards and prepare job tasks. Set up prices for job Set Up Jobs
items and job resources and define job posting groups.
See Also
Managing Projects
Video: How to create a job in Dynamics 365 Business Central
Finance
Purchasing
Sales
Working with Business Central
Set Up Resources
4/1/2021 • 3 minutes to read • Edit Online
To correctly manage resource activities, you must set up your resources and the related costs and prices. The
job-related prices, discounts, and cost factor rules are set up on the job card. You can specify the costs and prices
for individual resources, resource groups, or all available resources of the company.
When resources are used or sold in a job, the prices and costs associated with them are retrieved from the
information that you set up.
You specify the default amount per hour when the resource is created. For example, if you use a specific machine
on a job for five hours, the job would be calculated based on the amount per hour.
NOTE
You can purchase external resources, for example to invoice a vendor for work delivered. For more information, see Record
Purchases.
In that case, it is recommended that you name or group such external resources to indicate their purpose so they are not
confused with your internal resources.
To set up a resource
Create a card for each resource that you want to use in projects.
1. Choose the icon, enter Resources , and then choose the related link.
2. Choose the New action.
3. Fill in the fields as necessary. Hover over a field to read a short description.
See Also
Setting Up Project Management
Project Management
Finance
Purchasing
Sales
Working with Business Central
Set Up Time Sheets
6/3/2021 • 2 minutes to read • Edit Online
Time sheets in Business Central handle time registration in weekly increments of seven days. You use them to
track the time used on jobs, and you can use them to record simple resource time registration. Before you can
use time sheets, you must specify how you want them to be set up and configured.
After you have set up how your organization will use time sheets, you can specify if and how time sheets are
approved. Depending on the needs of your organization, you can designate:
One or more users as the time sheet administrator and approver for all time sheets.
A time sheet approver for each resource.
When you have set up time sheets, you can create time sheets for resources, assign them to job planning lines,
and post time sheet lines. For more information, see Use Time Sheets.
O P T IO N DESC RIP T IO N
Always The user in the Person Responsible field on the job card
approves the time sheet.
Machine Only If the machine time sheet is linked with a job, then the user
in the Person Responsible field on the job card approves
the time sheet. If the machine time sheet is linked with a
resource, then the user in the Time Sheet Approver User
ID field on the resource card approves the time sheet.
TIP
It is recommended that you designate only one user to be the time sheet administrator for a company. In the following
procedure, you set up a time sheet owner and approver where the time sheet approver is assigned for each resource.
NOTE
You cannot change the ID of the time sheet approver if there are time sheets that have not yet been processed and have
the status of Submitted or Open .
See Also
Setting Up Project Management
Project Management
Finance
Purchasing
Sales
Working with Business Central
Set Up Jobs, Prices, and Job Posting Groups
4/23/2021 • 7 minutes to read • Edit Online
As a project manager, you can set up jobs that define each of the projects that you manage in Business Central.
On the Jobs Setup page, you must specify how you want to use certain job features.
For each job, you then specify individual job cards with information about prices for job items, job resources,
and job G/L accounts, and you must set up job posting groups.
NOTE
The Apply Usage Link by Default field indicates if job ledger entries are linked to job planning lines by default. Choose
the field if you want to apply this setting to all new jobs that you create. You can enable or disable job usage tracking for a
specific job by changing value of the Apply Usage Link field on the individual job card. The consequenses are explained
in the following section.
NOTE
If the Apply Usage Link is chosen on the individual job, and the Line Type field on the job journal line or purchase line
is Billable, then new job planning lines of line type Budget are created when you post job journal or purchase document.
For more information, see Record Usage for Jobs and Manage Job Supplies
IMPORTANT
If the Line Type field on the job journal line or purchase line is blank, then no job planning lines are created when you
post the job journal or purchase document.
To set up prices for resources, items, and general ledger accounts for
jobs
NOTE
In 2020 release wave 2, we released new processes for setting up and managing prices and discounts. If you're a new
customer, you're using the new experience. If you're an existing customer, whether you are using the new experience
depends on whether your administrator has enabled the New sales pricing experience feature update in Feature
Management . For more information, see Enabling Upcoming Features Ahead of Time.
You can set up prices for the items, resources, and general ledger accounts related to a job.
Current Experience
1. Choose the icon, enter Jobs , and then choose the related link.
2. Select the job, and then choose the Resource , Item , or G/L Account action.
3. On the Job Resource Prices , Job Item Prices , or Job G/L Account Prices pages, fill in the fields as
necessary.
The following table shows how the information in the optional fields will be used on job planning lines and
journals when the resource, item, or general ledger account are chosen for the job.
C O L UM N 1 C O L UM N 2
Job Resources The Job Task No. , Work Type , Currency Code , Line
Discount %, and Unit Cost Factor fields. The value in the
Unit Price field for the resource will be used on the job
planning lines and job journals when this resource, a
resource assigned to the resource group, or any resource is
entered. Note that this price will always override any prices
set up in the existing Resource Price/Resource Group
Prices page.
Job Items The Job Task No. , Currency Code , and Line Discount %
fields. The value in the Unit Price field for the item will be
used on the job planning lines and job journals when this
item is entered. Note that this price will always override the
regular customer price (the "best price" mechanism) for
items. If you want to use the regular customer price
mechanisms, then you should not create any job item prices
for the job.
General Ledger Accounts The information in the Job Task No. , Currency Code ,
Line Discount %, Unit Cost Factor , and Unit Cost fields
will be used on the job planning lines and job journals when
this general ledger account is entered and added to a job.
The value in the Unit Price field for the general ledger job
expense will be used on the job planning lines and job
journals when this general ledger account is entered.
New Experience
1. Choose the icon, enter Jobs , and then choose the related link.
2. Select the relevant job, and then choose the Sales Price Lists action.
NOTE
The necessary accounts in the chart of accounts must be set up before you set up posting groups. For more information,
see Set Up or Change the Chart of Accounts.
1. Choose the icon, enter Job Posting Groups , and then choose the related link.
2. Choose the New action, and then fill in the account fields as described in the following table.
WIP Costs Account The WIP account for the calculated cost of the job WIP, which
is a balance sheet capital asset account.
WIP Accrued Costs Account An account for the Cost Value or Cost of Sales method of
WIP calculation, which is a balance sheet accrued expense
liability account. This will be posted to when the WIP
adjustment requires that usage costs posted to the income
statement be increased.
Job Costs Applied Account A balancing account to the WIP Costs Account, which is a
contra for a negative expense account.
Item Costs Applied Account A balancing account to the WIP Costs Account, which is a
contra for a negative expense account.
Resource Costs Applied Account A balancing account to the WIP Costs Account, which is a
contra for a negative expense account.
Costs Applied Account A balancing account to the WIP Costs Account, which is a
contra for a negative expense account.
Job Costs Adjustment Account The balancing account to the WIP Accrued Costs account,
which is an expense account.
G/L Expense Acc. (Budget) The sales account that will be used for general ledger
expenses in job tasks with this posting group. If left empty,
the general ledger account entered on the job planning line
is used.
WIP Accrued Sales Account The WIP account for the calculated sales value of the WIP,
which is a balance sheet Accrued Revenue account. This is
posted to when the WIP adjustment requires the recognized
revenue to be increased.
WIP Invoiced Sales Account The account for the invoiced sales value of the WIP that is
not able to be recognized. It is a balance sheet Unearned
Revenue account.
Job Sales Applied Account The balancing account to the WIP Invoiced Sales account,
which is a contra income account.
A C C O UN T F IEL D DESC RIP T IO N
Job Sales Adjustment Account The balancing account to the WIP Job Sales Account, which
is an income account.
Recognized Costs Account The expense account that contains the recognized costs for
the job. It is a debit expense account ordinarily.
Recognized Sales Account The income account that contains the recognized income for
the job. It is a credit income account ordinarily.
See Also
Set Up Project Management
Video: How to create a job in Dynamics 365 Business Central
Managing Projects
Finance
Purchasing
Sales
Working with Business Central
Setting Up Fixed Assets
4/1/2021 • 2 minutes to read • Edit Online
Before you can work with Fixed Assets, you need to define a few things:
How you insure, maintain, and depreciate fixed assets.
How you record costs and other values in the general ledger.
The table below has links to more information. After you set those things up, you can start various activities. For
more information, see Fixed Assets.
NOTE
You can record fixed asset transactions in the Fixed Asset G/L Journal or Fixed Asset Journal pages, depending on
whether the transactions are for financial reporting or for internal management. Help for Fixed Assets only describes how
to use the Fixed Asset G/L Journal page.
When you enable a fixed asset activity in the G/L Integration section on the Depreciation Book Card page,
the Fixed Asset G/L Journal page is used to post transactions for the activity.
The following table describes a sequence of tasks, with links to the topics that describe them.
TO SEE
Set up default G/L accounts, allocation keys, journal Set Up General Fixed Assets Information
templates and batches for fixed asset posting, and set up
fixed asset classes and subclasses, such as Tangible and
Intangible.
Create depreciation books, define various depreciation Set Up Fixed Asset Depreciation
methods, integrate with the general ledger, and enable
duplication of entries in several depreciation books.
Enable insurance of fixed assets, set up general insurance Set Up Fixed Asset Insurance
information, an insurance card per policy, and prepare
journals to post insurance costs.
Enable maintenance of fixed assets, set up general Set Up Fixed Asset Maintenance
maintenance information, set up maintenance posting
accounts, and define types of maintenance work.
See Also
Fixed Assets
Finance
Getting Ready for Doing Business
Working with Business Central
Set Up General Fixed Assets Information
4/1/2021 • 6 minutes to read • Edit Online
Before you can manage fixed assets, you must set up default G/L accounts, allocation keys, journal templates
and batches for fixed asset posting and reclassification, and you can classify fixed assets in classes, such as
Tangible and Intangible.
NOTE
To make sure that balancing accounts for different fixed assets postings are automatically inserted when you
choose the Inser t FA Bal. Account action on journal lines, follow the next step, based on appreciation posting.
4. On the Balancing Account FastTab, in the Appreciation Bal. Account field, select the general ledger
account to which you want to post balancing entries for appreciation.
For more information about using the Inser t FA Bal. Account action on fixed asset G/L journal lines, see, for
example, Revalue Fixed Assets.
See Also
Setting Up Fixed Assets
Fixed Assets
Finance
Getting Ready for Doing Business
Working with Business Central
Set Up Fixed Asset Depreciation
4/1/2021 • 5 minutes to read • Edit Online
You can use various methods of depreciation for preparing financial statements and income tax returns. Many
large corporations use straight-line depreciation in their financial statements because this generally permits
reporting higher earnings. For income tax purposes, however, many businesses use an accelerated depreciation
method, such as declining-balance depreciation. You define an asset's depreciation method with the
Depreciation Method field on the Fixed Asset Card page. For more information about what the different
methods do, see Depreciation Methods.
You set up depreciation books where you define the different ways depreciation must be calculated for different
types of fixed assets. Each depreciation book specifies individual depreciation terms. For example, you can
specify that a fixed asset should be depreciated over a period of three years in one book and over a period of
five years in another book.
When you have created the relevant depreciation books, you must assign one or more depreciation books to
each fixed asset. A depreciation book that is assigned to a fixed asset is referred to as a fixed asset depreciation
book. You can set up an unlimited number of depreciation books for a fixed asset.
NOTE
You can record fixed asset transactions on the Fixed Asset G/L Journal page or on the Fixed Asset Journal
page, depending on whether the transactions are for financial reporting or for internal management. Follow the
next step to define which type of journal is used for the different fixed asset activities by default.
4. On the Integration FastTab, select the check box for each fixed asset activity whose transactions you
want to post using the Fixed Asset G/L Journal page.
5. Repeat steps 2 through 4 for each depreciation method or posting method that you want to assign to
fixed assets as a depreciation book.
IMPORTANT
Choose the Use Rounding in Periodic Depr. field to round the calculated periodic depreciation amounts to whole
numbers. For example, if your company also uses invoice rounding to whole numbers in the General Ledger Setup
page, rounding also depreciation amounts to whole numbers can help provide transparency.
For example, if you dispose of a fixed asset where the depreciation book does not specify rounding, but your
company's general ledger setup requires rounding, then, when you dispose of the fixed asset, you will see an
error message that an amount must be rounded on a ledger entry.
NOTE
When you use the manual depreciation method, you must enter depreciation manually in the fixed asset G/L
journal. The Calculate Depreciation function omits fixed assets that use the manual depreciation method. You
can use this method for assets that are not subject to depreciation, such as land.
NOTE
You cannot insert or delete lines on the FA Posting Type Setup page. You can only modify the existing lines.
We recommend that you do not change the setup for depreciation books for entries that have already been
posted. Changes will not affect the entries that are already posted, which would make depreciation book
statistics misleading.
See Also
Setting Up Fixed Assets
Fixed Assets
Finance
Getting Ready for Doing Business
Working with Business Central
Depreciation Methods for Fixed Assets
4/1/2021 • 13 minutes to read • Edit Online
There are eight methods of depreciation available in the default version of Business Central:
Straight-Line
Declining-Balance 1
Declining-Balance 2
DB1/SL
DB2/SL
User-defined
NOTE
Specify your own depreciation method by defining depreciation tables.
Manual
NOTE
Use this method for assets that are not subject to depreciation, for example, land. You must enter depreciation in
the fixed asset G/L journal. The Calculate Depreciation batch job omits fixed assets that use this depreciation
method.
Half-Year Convention
NOTE
When you use this method, a fixed asset is depreciated by the same amount each year.
Straight-Line Depreciation
When you use the straight-line method, you must specify one of the following options in the fixed asset
depreciation book:
The depreciation period (years or months) or a depreciation ending date
A fixed yearly percentage
A fixed yearly amount
Depreciation period
Depreciation Period
If you enter the depreciation period (the number of depreciation years, the number of depreciation months, or
the depreciation ending date), the following formula calculates the depreciation amount:
Depreciation Amount = ((Book value - Salvage Value) x Number of Depreciation Days) / Remaining Depreciation
Days
Remaining depreciation days are calculated as the number of depreciation days minus the number of days
between the depreciation starting date and the last fixed asset entry date.
Book value may be reduced by posted appreciation, write-down, custom 1 or custom 2 amounts, depending on
whether the Include in Depr. Calculation field is deactivated and whether the Par t of Book Value field is
activated on the FA Posting Type Setup page. This calculation ensures that the fixed asset is fully depreciated
at the depreciation ending date.
Fixed Yearly Percentage
If you enter a fixed yearly percentage, application uses the following formula to calculate the depreciation
amount:
Depreciation Amount = (Straight-Line % x Depreciable Basis x Number of Depr. Days) / (100 x 360)
Fixed Yearly Amount
If you enter a fixed yearly amount, application uses this formula to calculate the depreciation amount:
Depreciation Amount = (Fixed Depreciation Amount x Number of Depreciation Days) / 360
Example - Straight-Line Depreciation
A fixed asset has an acquisition cost of LCY 100,000. The estimated life is eight years. The Calculate
Depreciation batch job is run biannually.
For this example, the fixed asset ledger entry looks like this:
DAT E FA P O ST IN G T Y P E DAY S A M O UN T B O O K VA L UE
Declining-Balance 1 Depreciation
This accelerated depreciation method allocates the largest portion of the cost of an asset to the early years of its
useful lifetime. If you use this method, you must enter a fixed yearly percentage.
The following formula calculates depreciation amounts:
Depreciation Amount = (Declining-Bal. % x Number of Depreciation Days x Depr. Basis) / (100 x 360)
The depreciable basis is calculated as the book value less posted depreciation since the starting date of the
current fiscal year.
The posted depreciation amount can contain entries with various posting types (write-down, custom1, and
custom2) posted since the starting date of the current fiscal year. These posting types are included in the posted
depreciation amount if there are check marks in the Depreciation Type and the Par t of Book Value fields on
the FA Posting Type Setup page.
Example - Declining-Balance 1 Depreciation
A fixed asset has an acquisition cost of LCY 100,000. The Declining-Balance % field is 25. The Calculate
Depreciation batch job is run biannually.
The following table shows how the fixed asset ledger entries look.
DAT E FA P O ST IN G T Y P E DAY S A M O UN T B O O K VA L UE
Calculation Method:
Year 1: 25% of 100,000 = 25,000 = 12,500 + 12,500
Year 2: 25% of 75,000 = 18,750 = 9,375 + 9,375
Year 3: 25% of 56,250 = 14,062.50 = 7,031.25 + 7,031.25
The calculation continues until the book value equals the final rounding amount or the salvage value that you
entered.
Declining-Balance 2 Depreciation
The Declining-Balance 1 and Declining-Balance 2 methods calculate the same total depreciation amount for
each year. However, if you run the Calculate Depreciation batch job more than once a year, the Declining-
Balance 1 method will result in equal depreciation amounts for each depreciation period. The Declining-Balance
2 method, on the other hand, will result in depreciation amounts that decline for each period.
Example - Declining-Balance 2 Depreciation
A fixed asset has an acquisition cost of LCY 100,000. The Declining-Balance % field is 25. The Calculate
Depreciation batch job is run biannually. The fixed asset ledger entries look like this:
DAT E FA P O ST IN G T Y P E DAY S A M O UN T B O O K VA L UE
Calculation Method:
BV = Book value
ND = Number of depreciation days
DBP = Declining-balance percent
P = DBP/100
D = ND/360
The formula for calculating the depreciation amounts is:
DA = BV x (1 – (1 –P)D)
The depreciation values are:
DAT E C A L C UL AT IO N
DB1/SL Depreciation
DB1/SL is an abbreviated combination of Declining-Balance 1 and Straight-Line. The calculation continues until
the book value equals the final rounding amount, or the salvage value that you entered.
The Calculate Depreciation batch job calculates a straight-line amount and a declining balance amount, but
only the greater of the two amounts is transferred to the journal.
You can use various percentages to calculate declining-balance.
If you use this method, you must enter the estimated useful lifetime and a declining balance percentage on the
FA Depreciation Books page.
Example - DB1-SL Depreciation
A fixed asset has an acquisition cost of LCY 100,000. On the FA Depreciation Books page, the Declining-
Balance % field contains 25 and the No. of Depreciation Years field contains 8. The Calculate
Depreciation batch job is run biannually.
The fixed asset ledger entries look like this:
DAT E FA P O ST IN G T Y P E DAY S A M O UN T B O O K VA L UE
SL after the book value means that the straight-line method has been used.
Calculation method:
Year 1 (2020):
Declining-balance amount: 25% of 100,000 = 25,000 = 12,500 + 12,500
Straight-line amount = 100,000 / 8 = 12,500 = 6,250 + 6,250
The declining-balance amount is used because it is the greater amount.
Year 5 (2025):
Declining-balance amount: 25% of 23,730.46 = 4,943.85= 2,471.92 + 2,471.92
Straight-line amount = 23,730.46/3 = 7,910.15 = 3,995.07 + 3,995.08
The straight-line amount is used because it is the greater amount.
User-defined Depreciation
The application has a facility that allows you to set up user-defined depreciation methods.
With a user-defined method, you use the Depreciation Tables page, where you must enter a depreciation
percentage for each period (month, quarter, year, or accounting period). Then, when you assign a depreciation
book with a user-defined method to a fixed asset, you must set the First User-Defined Depr. Date and
Depreciation Star ting Date fields on the FA Depreciation Books page for the specific fixed asset.
The formula for calculating the depreciation amounts is:
Depreciation Amount = (Depreciation % x Number of Depreciation Days x Depr. Basis) / (100 x 360)
Depreciation Based on Number of Units
This user-defined method can also be used to depreciate based on number of units, for example, in the case of
production machines with an established lifetime capacity. On the Depreciation Tables page, you can enter the
number of units that can be produced in each period (month, quarter, year,or accounting period).
To set up user-defined depreciation methods
On the Depreciation Table page, you can set up user-defined depreciation methods. For example, you can set
up depreciation based on number of units.
1. Choose the icon, enter Depreciation Tables , and then choose the related link.
2. On the Depreciation Table List page, choose the New action.
3. Depreciation Table Card page, fill in the fields as necessary. Hover over a field to read a short description.
TIP
Use the Create Sum of Digits Table function to define a depreciation table based on the Sum of Digits method.
With the Sum of Digits method, if a fixed asset is depreciated over 4 years, then the depreciation for each year is
calculated in the following way:
Sum of Digits = 1 + 2 + 3 + 4 = 10 Depreciation:
Year 1 = 4/10
Year 2 = 3/10
Year 3 = 2/10
Year 4 = 1/10
Example - User-defined Depreciation
You use a depreciation method that allows you to depreciate assets in an accelerated manner for income tax
purposes.
You would use the following depreciation rates for a fixed asset with a three-year lifetime for tax purposes:
Year 1: 25%
Year 2: 38%
Year 3: 37%
The acquisition cost is LCY 100,000, and the depreciable lifetime is five years. Depreciation is calculated annually.
DAT E FA P O ST IN G T Y P E DAY S A M O UN T B O O K VA L UE
If you use a user-defined method, the First User-Defined Depr. Date and Depreciation Star ting Date fields
must be filled in on the FA Depreciation Books page for the specific fixed asset. The First User-Defined
Depr. Date field and the contents in the Period Length field on the Depreciation Tables page are used to
determine the time intervals to be used for depreciation calculations. This ensures that application will start
using the specified percentage on the same day for all assets. The Depreciation Star ting Date field is used to
calculate the number of depreciation days.
In the previous example, both the First User-Defined Depr. Date and Depreciation Star ting Date fields
would be set to 01/01/20 in the FA Depreciation Books page for the specific fixed asset. If, however, the First
User-Defined Depr. Date field contained 01/01/20 and the Depreciation Star ting Date field contained
04/01/20, the result would be:
DAT E FA P O ST IN G T Y P E DAY S A M O UN T B O O K VA L UE
NOTE
The estimated life of the fixed asset that is remaining after the first fiscal year will always contain a half-year using the Half-
Year Convention Method. Thus, for the Half-Year Convention method to be applied correctly, the Depreciation Ending
Date field on the FA Depreciation Book page must always contain a date which is exactly six months before the final
date of the fiscal year in which the fixed asset will fully depreciate.
DAT E FA P O ST IN G T Y P E DAY S A M O UN T B O O K VA L UE
DAT E FA P O ST IN G T Y P E DAY S A M O UN T B O O K VA L UE
SL after the book value means that the straight-line method has been used.
Calculation method:
Year 1:
Declining-balance amount = Full year amount = 40% of 100,000 = 40,000. Thus, for half a year 40,000 /
2 = 20,000
Straight-line amount = Full year amount = 100,000 / 5 = 20,000. Thus, for half a year = 20,000 / 2 =
10,000
The declining-balance amount is used because it is the greater amount.
Year 5 (2024):
Declining-balance amount = 40% of 17,280.00 = 6,912.00
Straight-line amount = 28,800 / 1.5 = 11,520.00
The straight-line amount is used because it is the greater amount.
NOTE
You cannot duplicate in the same journal and journal batch as you are duplicating from. If you post entries in the fixed
asset G/L journal, you can duplicate them in the fixed asset journal or in the fixed asset G/L journal using another batch.
NOTE
You cannot use the same number series in the fixed asset G/L journal and the fixed asset journal. When you post entries
in the fixed asset G/L journal, you must leave the Document No. field empty. If you enter a number in the field, the the
number is duplicated in the fixed asset journal. You'll have to manually change the document number before you can post
the journal.
See Also
Fixed Assets
Setting Up Fixed Assets
Finance
Getting Ready for Doing Business
Working with Business Central
Set Up Fixed Asset Insurance
4/1/2021 • 2 minutes to read • Edit Online
To manage fixed asset insurance coverage, you must first set up some general insurance information and an
insurance card per policy.
See Also
Setting Up Fixed Assets
Fixed Assets
Finance
Getting Ready for Doing Business
Working with Business Central
Set Up Fixed Asset Maintenance
4/1/2021 • 2 minutes to read • Edit Online
To manage fixed asset maintenance, you must first set up some general maintenance information, a posting
account for maintenance costs, and maintenance codes for types of work, such as Routine Service or Repair.
NOTE
To define that maintenance costs are allocated to departments or projects, set up an allocation keys. For more
information, see Set Up General Fixed Assets Features.
See Also
Setting Up Fixed Assets
Fixed Assets
Finance
Getting Ready for Doing Business
Working with Business Central
Setting Up Warehouse Management
4/1/2021 • 2 minutes to read • Edit Online
A company's distribution strategy is reflected in the configuration of its warehouse processes. This includes
defining how different items are handled in different warehouse locations, such as the degree of bin control and
the extend of workflow required between warehouse activities.
The following table describes a sequence of tasks, with links to the topics that describe them.
TO SEE
Get an overview of the capabilities of basic versus advanced Design Details: Warehouse Overview
warehouse functionality.
Set up eight different bin types, such as Picking Bin, to define Set Up Bin Types
the flow activities that relate to each bin type.
Define which items you want to store in any given bin and Create Bin Contents
set the rules that decide when to fill the bin with a particular
item.
Set an item up to always be placed in a specific bin. Assign Default Bins to Items
Create templates to govern where and how items are put Set Up Put-away Templates
away during directed put-away.
Define different types of bins across the warehouse to Set Up Locations to Use Bins
control where items are placed according to their type, rank,
or handling level.
Make additional settings to an existing location to enable it Convert Existing Locations to Warehouse Locations
for warehouse activities.
Enable picking, moving, and putting away for assembly or Set Up Basic Warehouses with Operations Areas
production orders in basic warehouse configurations.
Set items and locations up for the most advanced scope of Set Up Items and Locations for Directed Put-away and Pick
warehouse management where all activities must follow a
strict workflow.
Define when and how items in warehouse locations are Count, Adjust, or Reclassify Inventory
counted for maintenance or financial reporting purposes.
Enable warehouse workers to break a larger unit of measure Enable Automatic Breaking Bulk with Directed Put-away and
into smaller units of measure to fulfill the needs of source Pick
documents.
TO SEE
Integrate bar code readers to your warehouse management Use Automated Data Capture Systems (ADCS)
solution. Only for on-premise deployment.
Specify default reports to be used for different document Report Selection in Business Central
types.
See Also
Warehouse Management
Inventory
Assembly Management
Design Details: Warehouse Management
Working with Business Central
Design Details: Warehouse Overview
6/9/2021 • 2 minutes to read • Edit Online
To support the physical handling of items on the zone and bin level, all information must be traced for each
transaction or movement in the warehouse. This is managed in the Warehouse Entr y table. Each transaction is
stored in a warehouse register.
Warehouse documents and a warehouse journal are used to register item movements in the warehouse. Every
time that an item in the warehouse is moved, received, put away, picked, shipped, or adjusted, warehouse entries
are registered to store the physical information about zone, bin, and quantity.
The Bin Content table is used to handle all the different dimensions of the contents of a bin per item, such as
unit of measure, maximum quantity, and minimum quantity. The Bin Content table also contains flow fields to
the warehouse entries, warehouse instructions, and warehouse journal lines, which ensures that the availability
of an item per bin and a bin for an item can be calculated quickly. For more information, see Design Details:
Availability in the Warehouse.
When item postings occur outside the warehouse module, a default adjustment bin per location is used to
synchronize warehouse entries with inventory entries. During physical inventory of the warehouse, any
differences between the calculated and counted quantities are recorded in the adjustment bin and then posted
as correcting item ledger entries. For more information, see Design Details: Integration with Inventory.
The following illustration outlines typical warehouse flows.
Basic or Advanced Warehousing
Warehouse functionality in Business Central can be implemented in different complexity levels, depending on a
company’s processes and order volume. The main difference is that activities are performed order-by-order in
basic warehousing when they are consolidated for multiple orders in advanced warehousing.
To differentiate between the different complexity levels, this documentation refers to two general
denominations, Basic and Advanced Warehousing. This simple differentiation covers several different complexity
levels as defined by product granules and location setup, each supported by different UI documents. For more
information, see Design Details: Warehouse Setup.
NOTE
The most advanced level of warehousing is referred to as “WMS installations” in this documentation, since this level
requires the most advanced granule, Warehouse Management Systems.
The following different UI documents are used in basic and advanced warehousing.
Basic UI Documents
Inventor y Put-away
Inventor y Pick
Inventor y Movement
Item Journal
Item Reclassification Journal
(Various reports)
Advanced UI Documents
Warehouse Receipt
Put-away Worksheet
Warehouse Put-away
Pick Worksheet
Warehouse Pick
Movement Worksheet
Warehouse Movement
Internal Whse. Pick
Internal Whse. Put-away
Bin Creation Worksheet
Bin Content Creation Worksheet
Whse. Item Journal
Whse. Item Reclass. Journal
(Various reports)
For more information about each document, see the respective page topics.
Terminology
To align with the financial concepts of purchases and sales, Business Central warehouse documentation refers to
the following terms for item flow in the warehouse.
T ERM DESC RIP T IO N
Outbound flow Items moving out of the warehouse location, such as sales
and outbound transfers.
See Also
Design Details: Warehouse Management
Set Up Bin Types
4/1/2021 • 2 minutes to read • Edit Online
You can direct the flow of items through bins that you have defined for particular warehouse activities. You give
each bin its basic flow activities, and thereby define the way the way a bin is used, by assigning it a bin type.
There are six types. You can operate your warehouse with all of the six possible bin types, or you can choose to
operate with just the RECEIVE, PUTPICK, SHIP and QC bin types. These four bin types enable suggestions to be
made that support the flow of items and allow you to record inventory discrepancies.
NOTE
Bin types are only applicable if you are using directed put-away and pick for your location.
The bin type determines only how a bin is used when processing the flow of items through the warehouse. You
can always override the suggestions for any warehouse document, and you can move items in or out of any bin
by performing a warehouse movement.
The bin types that you can create are listed below.
B IN T Y P E DESC RIP T IO N
RECEIVE Items registered as posted receipts but not yet put away.
SHIP Items picked for warehouse shipment lines but not yet
posted as shipped.
PICK Items to be used only for picking, for example, for items with
an approaching expiration date that you have moved into
this type of bin. You would place a high bin ranking on these
bins so they are suggested for picking first.
B IN T Y P E DESC RIP T IO N
PUTPICK Items in bins that are suggested for both the put-away and
pick functions. Bins of this type probably have different bin
rankings. You can set up your bulk storage bins as this type
of bin with low bin rankings compared to your ordinary pick
bins or forward picking area bins.
NOTE: Unlike all other bin types, the QC bin type has none
of the item handling check boxes selected by default. This
indicates that any content you place in a QC bin is excluded
from item flows.
See Also
Warehouse Management
Inventory
Setting Up Warehouse Management
Assembly Management
Design Details: Warehouse Management
Working with Business Central
Create Bins
4/1/2021 • 4 minutes to read • Edit Online
The most effective way to create the bins of your warehouse is to generate groups of similar bins in the bin
creation worksheet, but you can also create your bins individually from the location card. You can also use a
function on the Bin Creation Worksheet page to create bins automatically.
Items in dedicated bins are not protected when they are picked and consumed as production or assembly
components with the Inventor y Pick page. For more information, see Pick for Production or Assembly in Basic
Warehouse Configurations.
NOTE
As soon as you use a bin, you cannot delete it unless it is empty. But if you want to use another bin-naming system, you
can use the reclassification journal to in effect move your items to a new bin system. This process is manual and takes
time, however, so it is best to set up your bins correctly from the start.
To work with the Bin Creation Worksheet page, you must be set up as a warehouse employee at the location
where the bins exist. For more information, see Set Up Warehouse Employees.
1. Choose the icon, enter Bin Creation Worksheet , and then choose the related link.
2. Choose the Calculate Bins action.
3. On the Calculate Bins page, in the Bin Template Code field, select the bin template that you want to
use as the model for the bins you are creating.
4. Fill in a description for the bins you are in the process of creating.
5. To create the bin codes, fill in the From No. and To No. fields in the three categories shown on the page:
Rack , Section,, and Level. The bin code can contain up to 20 characters.
NOTE
The number of characters that you have entered in the three categories for either field, for example, the characters
you have entered in the three From No. fields, plus the field separators, if any, must be 20 or less.
You can use letters in the code as an identifying combination, but the letter you use must be the same in
the From No. and To No. fields. For example, you might define the Rack part of the code as From No.
A01 and To No. A10 . The application is not set up to generate codes with letter sequences, for example,
from A01 to F05.
6. If you want a character, such as a hyphen, to separate the category fields you have defined as part of the
bin code, fill in the Field Separator field with this character.
7. If you want application not to create a line for a bin if it exists already, select the Check on Existing Bin
field.
8. When you have finished filling in the fields, choose the OK Button.
The application creates a line for each bin in the worksheet. You can now delete some of the bins, for
example, if you have a rack with a passageway through the first two levels of a couple of sections.
9. When you have deleted all unnecessary bins, choose the Create Bins action, and application will create
bins for each line in the worksheet.
Repeat the process for another set of bins until you have created all the bins in your warehouse.
See Also
Warehouse Management
Inventory
Setting Up Warehouse Management
Assembly Management
Design Details: Warehouse Management
Working with Business Central
Create Bin Contents
4/1/2021 • 3 minutes to read • Edit Online
After you have set up your bins, you can set up the bin contents. In other words, you can set up the items you
want to store in any given bin and set the rules that govern filling the bin with a particular item. You can do this
manually on the Bin Contents page or automatically with the Create Bin Content Worksheet page.
NOTE
You can set up several bin contents at the same time on the Bin Content Creation Worksheet page.
See Also
Calculate Bin Replenishment
Warehouse Management
Inventory
Setting Up Warehouse Management
Assembly Management
Design Details: Warehouse Management
Design Details: Warehouse Setup
Working with Business Central
Assign Default Bins to Items
4/1/2021 • 2 minutes to read • Edit Online
If you are using bins at a location, assigning default bins to your items can make the process of shipping,
receiving, and moving your items much easier. When a default bin is assigned to an item, this bin is suggested
every time you initiate a transaction for this item. Default bins are defined on the Bin Content page.
NOTE
When an item is put away, if the item does not have a default bin assigned, the bin where the item is put away is assigned
as the default.
NOTE
When an item is put away for the first time, and the item does not have a default bin assigned, the system will assign the
bin where the item is put away as the default bin for the item.
See Also
Warehouse Management
Inventory
Setting Up Warehouse Management
Assembly Management
Design Details: Warehouse Management
Working with Business Central
Set Up Put-away Templates
4/1/2021 • 2 minutes to read • Edit Online
With directed put-away and pick functionality, the most appropriate bin for your items at any given time is
suggested, according to the put-away template that you have set up for the warehouse, the bin rankings you
have given to the bins, and the minimum and maximum quantities that you have set up for fixed bins.
You can set up a number of put-away templates and select one of them to govern put-aways in general in your
warehouse. You can also select a put-away template for any item or stockkeeping unit that might have special
put-away requirements.
See Also
Warehouse Management
Inventory
Setting Up Warehouse Management
Assembly Management
Design Details: Warehouse Management
Working with Business Central
Set Up Warehouse Employees
4/1/2021 • 2 minutes to read • Edit Online
Each user who performs warehouse activities must be set up as a warehouse employee assigned to one default
location and potentially more non-default locations. This user setup filters all warehouse activities across the
database to the employee's location so that the employee can only perform the warehouse activities at the
default location. A user can be assigned to additional non-default locations for which the employee can view
activity lines but not perform the activities.
See Also
Warehouse Management
Inventory
Setting Up Warehouse Management
Assembly Management
Design Details: Warehouse Management
Working with Business Central
Set Up Locations to Use Bins
4/1/2021 • 2 minutes to read • Edit Online
Bins represent the basic warehouse structure and are used to make suggestions about the placement of items.
When you have created your bins, you can define very specifically the contents that you want to place in each
bin, or the bin can function as a floating bin without specified contents.
To use the bin functionality at a location, you first activate the functionality on the Location card. Then you
design the item flow at the location by specifying bin codes in setup fields that represent the different flows.
NOTE
Before you can specify bin codes on the location card, the bin codes must be created. For more information, see Create
Bins.
You can enable an existing inventory location to use zones and bins and to operate as a warehouse location.
The batch job to enable a location for warehouse operation creates initial warehouse entries for the warehouse
adjustment bin for all items that have inventory in the location. These initial entries will be balanced when
warehouse physical inventory entries are entered after the batch job is run.
You can create zones and bins either before or after the conversion. The only bin that you must create before the
conversion is the one that is to be used as the future adjustment bin.
IMPORTANT
To clear all negative inventory and any open warehouse documents before you convert the location for warehouse
handling, run a report to identify the items with negative inventory and open warehouse documents for the location. For
more information, see Check on Negative Inventory.
NOTE
It is recommended that you run the Create Warehouse Location batch job at a time when it will not impact the daily
work in the system. This job processes each entry in the Item Ledger Entr y table, and if there are a large number of
item ledger entries, the job can last several hours.
For those locations that did not use warehouse management documents before the conversion, you must re-
open and release any source documents that were partially received or partially shipped before the conversion.
See Also
Warehouse Management
Inventory
Setting Up Warehouse Management
Assembly Management
Design Details: Warehouse Management
Working with Business Central
Set Up Basic Warehouses with Operations Areas
4/1/2021 • 8 minutes to read • Edit Online
If internal operation areas such as production or assembly exist in basic warehouse configurations where
locations use the Bin Mandator y setup field and possibly the Require Pick and Require Put-away setup
fields, then you can use the following basic warehouse documents to record your warehouse activities for
internal operation areas:
Inventor y Movement page.
Inventor y Pick page.
Inventor y Put-away page.
NOTE
Even though the settings are called Require Pick and Require Put-away , you can still post receipts and shipments
directly from the source business documents at locations where you select these check boxes.
To use these pages with internal operations, such as to pick and move components to production, you must
make some or all the following setup steps depending on how much control you need:
Enable the inventory pick, move, and put-away documents.
Define default bin structures for components and end items flowing to and from operation resources.
Make to- and from- bins that are dedicated to specific operation resources to prevent the items from being
picked for outbound documents.
Bin codes that are set up on location cards define a default warehouse flow for certain activities, such as
components in an assembly department. Additional functionality exists to make sure that when items are placed
in a certain bin, they cannot be moved or picked to other activities. For more information, see To create
dedicated component bins.
The following procedures are based on setting up basic warehouse activities around a production area. The
steps are similar for other operation areas, such as assembly, service management, and jobs.
NOTE
In the following procedure, the Bin Mandator y setup field on location cards is selected as a precondition because that is
considered the foundation for any level of warehouse management.
NOTE
When you use inventory picks, the Bin Code field on a production order component line defines the take bin
from where components are decreased when posting consumption. When you use inventory movements, the Bin
Code field on production order component lines defines the place bin in the operation area where the warehouse
worker must place the components.
5. On the Bins FastTab, in the From-Production Bin Code field, enter the code of the bin in the
production area where finished end items are taken from by default when the process involves a
warehouse activity. In basic warehouse configurations, the activity is recorded as an inventory put-away
or an inventory movement.
Now, production order component lines with the default bin code require that forward-flushed components are
placed there. However, until the components are consumed from that bin, other component demands may pick
or consume from that bin because they are still considered available bin contents. To make sure that bin content
is only available to component demand that uses that to-production bin, you must select the Dedicated field on
the line for that bin code on the Bins page that you open from the location card.
This flow chart shows how the Bin Code field on production order component lines is filled according to your
setup.
To define a default bin structure in the assembly area
Components for assembly orders cannot be picked or posted with inventory picks. Instead, use the Inventor y
Movement page. For more information, see Move Components to an Operation Area in Basic Warehousing.
When picking and shipping sales line quantities that are assembled to the order, you must follow certain rules
when creating the inventory pick lines. For more information, see the “Handling Assemble-to-Order Items in
Inventory Picks” section in Pick Items with Inventory Picks.
For more information, see Assembly Management.
To set up that an inventory movement is automatically created when the inventory pick for the assembly item
is created
1. Choose the icon, enter Assembly Setup , and then choose the related link.
2. Select the Create Movements Automatically check box.
To set up the bin in the assembly area where components are placed by default before they can be consumed
in assembly
The value in this field is automatically inserted in the Bin Code field on assembly order lines when this location
is entered in the Location Code field on the assembly order line.
1. Choose the icon, enter Locations , and then choose the related link.
2. Open the Location you want to set up.
3. Fill in the To-Assembly Bin Code field.
To set up the bin in the assembly area where finished assembly items are posted to when they are assembled
to stock
The value in this field is automatically inserted in the Bin Code field on assembly order headers when this
location code is filled into the Location Code field on the assembly order header.
Bin codes that are set up on location cards define a default warehouse flow for specific warehouse activities,
such as consumption of components in an assembly area. Additional functionality exists to make sure that when
items are placed in a default bin, they cannot be moved or picked to other activities.
NOTE
This setup is only possible for locations where the Bin Mandatory field is selected.
1. Choose the icon, enter Locations , and then choose the related link.
2. Open the Location you want to set up.
3. Fill in the From-Assembly Bin Code field.
To set up the bin where finished assembly items are posted to when they are assembled to a linked sales
order
From this bin, the assembly items are shipped immediately, via an inventory pick, to fulfill the sales order.
NOTE
This field cannot be used if the location is set up to use directed pick and put-away.
The bin code is copied from the sales order line to the assembly order header to communicate to assembly
workers where to place the output to ready it for shipping. It is also copied to the inventory pick line to
communicate to warehouse workers where to take it from to ship it.
NOTE
The Assemble-to-Order Shipment bin is always empty. When you post an assemble-to-order sales line, then the bin
content is first positively adjusted with the assembly output. Immediately after, it is negatively adjusted with the shipped
quantity.
The value in this field is automatically inserted in the Bin Code field on sales order lines that contain a quantity
in the Qty. to Assemble to Order field or if the item to be sold has Assemble-to-Order in the
Replenishment System field.
If the Asm.-to-Order Shpt. Bin Code is blank, then the From-Assembly Bin Code field is used instead. If
both setup fields are blank, then the last used bin with content is used in the Bin Code field on sales order lines.
The same bin code is in turn copied to the Bin Code field on the inventory pick line that manages the shipment
of the assemble-to-order quantity. For more information, see the “Handling Assemble-to-Order Items in
Inventory Picks” section in Pick Items with Inventory Picks.
1. Choose the icon, enter Locations , and then choose the related link.
2. Open the Location you want to set up.
3. Fill in the Asm.-to-Order Shpt. Bin Code field.
Items in dedicated bins are not protected when they are picked and consumed as production components with
the Inventory Pick page.
1. Choose the icon, enter Locations , and then choose the related link. Select the location that you want to
update.
2. Choose the Bins action.
3. Select the Dedicated field for each bin that you want to use exclusively for certain internal operations and
where you want quantities to be reserved for that internal operation once placed there.
NOTE
The bin must be empty before you can select or clear the Dedicated field.
See Also
Warehouse Management
Inventory
Setting Up Warehouse Management
Assembly Management
Design Details: Warehouse Management
Working with Business Central
Set Up Items and Locations for Directed Put-away
and Pick
4/1/2021 • 3 minutes to read • Edit Online
When you set up a warehouse location for directed put-away and pick, you have new functionality available to
you to help run the warehouse in the most efficient way possible. In order to make full use of this functionality,
you provide additional information about the items, which in turn helps to make the calculations necessary to
suggest the most efficient and effective ways to conduct warehouse activities. For more information, see Design
Details: Warehouse Setup.
NOTE
You cannot set up the warehouse to use bins when the location has open item ledger entries.
The next step is to define the type of bins you want to operate. For more information, see Set Up Bin Types. The
bin type defines how to use a given bin when processing the flow of items through the warehouse. You can
assign a bin type to both a zone and to a bin.
You can also define warehouse class codes, if the warehouse carries items that need various storage conditions.
Warehouse class codes are used when suggesting item placement in bins. You assign the warehouse class codes
to product groups, which are then assigned to items and SKUs, or to zones and bins that can accommodate the
storage conditions required by the warehouse class codes.
You are now ready to set up zones, if you want to operate zones in your warehouse. Using zones reduces the
number of fields you need to fill in when you set up your bins, because bins created within zones inherit several
properties from the zone. Zones can also make it easier for new or temporary employees to orient themselves
in your warehouse. Note that flow is controlled by bins, therefore it is possible to operate with bins and only one
zone.
NOTE
If you want to operate without zones, you must still create one zone code that is undefined except for the code.
The next step in setting up the warehouse is to define bins. For more information, see Set Up Locations to Use
Bins.
In addition, you must create put-away templates and counting periods. For more information, see Set Up Put-
away Templates.
See Also
Warehouse Management
Inventory
Setting Up Warehouse Management
Assembly Management
Design Details: Warehouse Management
Working with Business Central
Enable Automatic Breaking Bulk with Directed Put-
away and Pick
4/1/2021 • 2 minutes to read • Edit Online
For locations that use directed put-away and pick, Business Central can, in various situations, automatically
breakbulk, that is, break a larger unit of measure into smaller units of measure, when it creates warehouse
instructions that fulfill the needs of source documents, production orders, or internal picks and put-aways. To
breakbulk sometimes also means gathering smaller units of measure, if necessary, to meet outbound requests
by breaking the larger unit of measure on the source document or production order into the smaller units of
measure that are available in the warehouse.
Breakbulking in Picks
If you want to store items in several different units of measure and allow them to be automatically combined as
needed in the picking process, select the Allow Breakbulk field on the location card.
To fulfill a task, application automatically looks for an item in the same unit of measure. But if it cannot find this
form of the item, and this field is selected, application will suggest that you break a larger unit of measure into
the unit of measure that is needed.
If the system can only find smaller units of measure, it will suggest that you gather items to fulfill the quantity
on the shipment or production order. In effect, it breaks the larger unit of measure on the source document into
smaller units for picking.
Breakbulking in Put-aways
In the warehouse put-away, application automatically suggests Place action lines in the put-away unit of
measure, for example, pieces, even though the items arrive in a different unit of measure.
Breakbulking in Movements
The application also breakbulks automatically in replenishment movements, if the Allow Breakbulk field is
selected on the Option FastTab on the Calculate Bin Replenishment page.
You can view the results of the conversion process from one unit of measure to another as intermediate
breakbulk lines in the put-away, pick, or movement instructions.
NOTE
If you select the Set Breakbulk Filter field on the warehouse instruction header, application will hide the breakbulk lines
whenever the larger unit of measure is going to be completely used. For example, if a pallet is 12 pieces and you are
going to use all 12 pieces, the pick will then direct you to take 1 pallet and place 12 pieces. However, if you have to pick
only 9 pieces, then the breakbulk lines will not be hidden, even if you have selected the Breakbulk Filter field, because
you have to place the remaining three pieces somewhere in the warehouse.
NOTE
If you want your units of measure to perform optimally in the warehouse, also in connection with the breakbulk
functionality, you should wherever possible try to:
Set up the base unit of measure for an item as the smallest unit of measure that you expect to handle in your
warehouse processes.
Set up your alternative units of measure for the item as multiples of the base unit of measure.
See Also
Warehouse Management
Inventory
Setting Up Warehouse Management
Assembly Management
Design Details: Warehouse Management
Working with Business Central
Enable Picking Items by FEFO
4/1/2021 • 2 minutes to read • Edit Online
First-Expired-First-Out (FEFO) is a sorting method that ensures that the oldest items, those with the earliest
expiration dates, are picked first.
This functionality only works when the following criteria are met:
The item must have a serial/lot number.
On the item’s item tracking code setup, the SN Warehouse Tracking field or the Lot Warehouse
Tracking field must be selected.
The item must be posted to inventory with an expiration date.
On the location, the Require Pick , Pick According to FEFO , and Bin Mandator y toggles must be turned
on.
When all the criteria are met, then serial/lot-numbered items to be picked are sorted with the oldest first in all
picks and movements, except for items that use SN-specific or lot-specific tracking.
NOTE
If some serial or lot-numbered items use specific tracking, then those are respected first and under them, the remaining,
non-specific, serial/lot numbers are listed according to FEFO.
If two serial or lot-numbered items have the same expiration date, then the application selects the item with the lowest
serial or lot number.
When picking serial or lot-numbered items in locations set up for directed put-away and pick, only quantities on bins of
type Pick are picked according to FEFO.
To enable movements according to FEFO, leave the From Bin field empty on the Inventor y Movement page or the
Movement Worksheet pages.
If the Strict Expiration Posting field is selected on the Item Tracking Code Card , only items that are not expired will
be included in the pick, and the lines are sorted according to the FEFO principle.
See Also
Picking Items
Pick Items for Warehouse Shipment
Pick Items with Inventory Picks
Design Details: Warehouse Management
Inventory
Working with Business Central
Use Automated Data Capture Systems (ADCS)
4/1/2021 • 5 minutes to read • Edit Online
NOTE
The Automated Data Capture System (ADCS) solution provides a way for Business Central to communicate with handheld
devices through web services. You must work with a Microsoft partner who can provide the link between the web service
and the specific handheld device.
You can use your automatic data capture system (ADCS) to register the movement of items in the warehouse
and to register some journal activities, such as quantity adjustments in the warehouse item journal and physical
inventories. ADCS typically involves scanning a barcode.
To use ADCS, you must give each item stored in the warehouse an item identifier. You must also set up
miniforms, handheld functions, data exchanges, and specify settings for fields that control ADCS. You specify
whether to use ADCS on the location card of a warehouse.
Based on the needs of your warehouse, you define the amount of information displayed in the miniform setup
for the particular handheld device. The following are examples of information that you can display:
Data from tables within Business Central, such as a list of pick documents from which the user can select.
Text information.
Messages to show confirmations or errors about activities performed and registered by the handheld device
user.
F IEL D VA L UE
Object ID 7714
Ser vice Name ADCS Impor tant: It is required that you name the
service ADCS.
NOTE
We recommend that you do not set up a warehouse to use ADCS if the warehouse also has a bin capacity policy.
1. Choose the icon, enter Locations , and choose the related link.
2. Select a warehouse from the list for which you want to enable ADCS, and then choose the Edit action.
3. On the Location Card page, select the Use ADCS check box.
NOTE
To implement or change the functionality of a miniform function, you must create a new codeunit for the Handling
Codeunit field to perform the required action or response. You can learn more about ADCS functionality by examining
codeunits, such as 7705, 7706, 7712, and 7713.
See Also
Warehouse Management
Inventory
Setting Up Warehouse Management
Assembly Management
Design Details: Warehouse Management
Working with Business Central
Restructure Warehouses
4/1/2021 • 4 minutes to read • Edit Online
You may want to restructure your warehouse with new bin codes and new bin characteristics. You will not
undertake this kind of activity very often, but situations can occur where a reclassification is necessary to
achieve or maintain a more efficient operation. For example:
You might want to switch to bin codes that support the use of automatic data capture, for example, with
hand-held devices.
The warehouse may have purchased a new rack system that gives new possibilities in item storage.
The company may have altered its item assortment and moved the warehouse to a new physical location to
accommodate this change.
If your warehouse is set up to use bins but not directed put-away and pick, restructure your warehouse by
creating the new bins that you want to use in the future.
To delete a bin
1. Choose the icon, enter Locations , and then choose the related link.
2. Select the location where you want to delete bins. Choose the Bins action.
3. Select the lines for the bins that you want to delete.
4. Choose the Delete action.
If you choose the Yes button, the bin is deleted for use in the future, but the bin code in all warehouse entries
remains the same.
If you want to rename a bin so that all records associated with the bin are also renamed, including bin contents,
warehouse activity lines, registered warehouse activity lines, warehouse worksheet lines, warehouse receipt
lines, posted warehouse receipt lines, warehouse shipment lines, posted warehouse shipment lines, and
warehouse entries, you can do so on the Bins page.
NOTE
If you choose Yes and there are many entries concerning this bin, for example, because you have not deleted warehouse
documents for some time, it may take some time to rename all the records. Therefore, if you use this method, consider
running the batch job Delete Registered Whse. Documents before you start the renaming process. Also note that
the only documents that are deleted in this batch job are put-aways, picks, and movements.
If you are renaming a receiving bin or a shipping bin, all the posted receipts or shipments that refer to the bin in question
are renamed.
See Also
Warehouse Management
Inventory
Setting Up Warehouse Management
Assembly Management
Design Details: Warehouse Management
Working with Business Central
Setting Up Manufacturing
4/1/2021 • 2 minutes to read • Edit Online
To convert material into produced end items, production resources, such as bills of material, routings, machine
operators, and machinery must be set up in the system.
Operators and machines are represented in the system as machine centers that may be organized in work
centers and work center groups. When these resources are established, they can be loaded with operations
according to the item's defined material (BOM) and process (routing) structure, and according to the capacity of
the machine or work center. You can also set the production capacity of each resource. Capacity is defined by the
work time available in the machine and work centers, and is governed by calendars for each level. A work center
calendar specifies the working days or hours, shifts, holidays, and absence that determine the work center’s
gross available capacity (typically measured in minutes). All of this is determined by defined efficiency and
capacity values.
When you have set up manufacturing, you can plan and execute production orders. For more information, see
Planning and Manufacturing.
The following table describes a sequence of tasks, with links to the topics that describe them.
TO SEE
Configure the manufacturing features, such as defining shop The Manufacturing Setup page.
floor work hours and selecting planning parameters.
On the Planning tab on the Manufacturing Setup page, Design Details: Planning Parameters
set global planning parameters that override parameters set
on individual item cards.
Organize fixed values and requirements of production Set Up Work Centers and Machine Centers
resources as work centers or machine centers to govern
their output of production performed.
Make sure that the right component quantity is available Work With Manufacturing Batch Units of Measure
when produced items are stocked in one unit of measure
but produced in another.
TO SEE
Define families of production items with similar Work With Production Families
manufacturing processes to save consumption. For example,
four pieces of the same item can be produced from one
sheet and 10 pieces of another, different, item at the same
time.
Use standard tasks to simplify the creation of routings by Set Up Standard Routing Lines
quickly attaching extra information to recurring operations.
See Also
Manufacturing
Planning
Inventory
Purchasing
Working with Business Central
Set Up Shop Calendars
4/1/2021 • 4 minutes to read • Edit Online
A work center or machine calendar specifies the working days and hours, shifts, holidays, and absences that
determine the center’s gross available capacity, measured in time, according to its defined efficiency and
capacity values.
As a foundation for calculating a specific work or machine center calendar, you must first set up one or more
general shop calendars. A shop calendar defines a standard work week according to start and end times of each
working day and the work shift relation. In addition, the shop calendar defines the fixed holidays during a year.
The following describes how to set up work center calendars. The steps are similar when setting up machine
center calendars.
NOTE
You can also select to view the capacity values for each week or month by changing the selection in the View By
field on the Work Center Calendar page.
To reflect the new shop calendar as a line on the selected work center, it must first be calculated.
6. Choose the Calculate action.
7. On the Work Center FastTab, you can set a filter to only calculate for one work center. If you do not set a
filter, all existing work center calendars will be calculated.
8. Define the starting and ending dates of the calendar period that should be calculated, for example, one
year from 01/01/14 to 31/12/14.
9. Choose the OK button to calculate capacity.
Calendar entries are now created or updated displaying the available capacity for each period according to the
following three sets of master data:
The working days and shift defined in the assigned shop calendar.
The value in the Capacity field on the work center card.
The value in the Efficiency field on the work center card.
The calculated work center calendar will now define when and how much capacity is available at this work
center. This controls the detailed scheduling of operations performed at the work center.
To record work center absence
1. On the Work Center Calendar page, choose the Show Matrix action.
2. On the Work Center Calendar Matrix page, select the work center and calendar day when the absence
time should be recorded, and then choose the Absence action.
3. On the Absence page, define the starting time, ending time, and description of that day’s absence. For
example:
25/01/01 08:00 10:00 Maintenance
4. Choose the Update action, and then close the Absence page.
The capacity of the selected day has now decreased by the recorded absence time.
See Also
Set Up Base Calendars
Set Up Work Centers and Machine Centers
Setting Up Manufacturing
Manufacturing
Working with Business Central
Set Up Work Centers and Machine Centers
4/1/2021 • 7 minutes to read • Edit Online
The application distinguishes between three types of capacities. These are arranged hierarchically. Each level
contains the subordinate levels.
The top level is the work center group. Work centers are assigned to the work center groups. Every work center
can only belong to one work center group.
You can assign various machine centers to every work center. A machine center may only belong to one work
center.
The planned capacity of a work center consists of the availability of the corresponding machine centers and the
additional planned availability of the work center. The planned availability of the work center group is, therefore,
the sum of all corresponding availabilities of the machine centers and work centers.
The availability is stored in calendar entries.
IMPORTANT
Before you set up work or machine centers, you must set up shop calendars. For more information, see Create Shop
Calendars.
O P T IO N DESC RIP T IO N
NOTE
If necessary, the flushing method selected here and on the Item card, can be overridden for individual operations
by changing the setting on routing lines
12. In the Unit of Measure Code field, enter the time unit in which this work center's cost calculation and
capacity planning are made. In order to be able to constantly monitor consumption, you must first set up
a method of measure. The units you enter are basic units. For example, the processing time is measured
in hours and minutes.
NOTE
If you select to use Days then remember that 1 day = 24 hours - and not 8 (working hours).
13. In the Capacity field, define whether the work center has more than one machine or person working at
the same time. If your Business Central installation does not include the Machine Center functionality,
then the value in this field must be 1 .
14. In the Efficiency field, enter the percentage of the expected standard output that this work center
actually outputs. If you enter 100 , it means that the work center has an actual output that is the same as
the standard output.
15. Select the Consolidated Calendar check box if you are also using machine centers. This ensures that
calendar entries are rolled up from machine center calendars.
16. In the Shop Calendar Code field, select a shop calendar. For more information, see Create Shop
Calendars.
17. In the Queue Time field, specify a fixed time span that must pass before assigned work can begin at this
work center.
NOTE
Use queue times to provide a buffer between the time that a component arrives at a machine or work center and when
the operation actually starts. For example, a part is delivered to a machine center at 10:00 but it takes an hour to mount
it on the machine so the operation does not start until 11.00. To account for that hour, the queue time would be one
hour. The value of the Queue Time field on a machine or work center card plus the sum of the values in the Setup
Time , Run Time , Wait Time , and Move Time fields on the item routing line combine to give the production lead time
of the item. This helps provide accurate overall production times.
In case of operation splitting, the setup time is only assigned once because it is assumed that some manual
adjustment is done to optimize the schedule.
See Also
Create Shop Calendars
Setting Up Manufacturing
Manufacturing
Planning
Inventory
Purchasing
Working with Business Central
Create Routings
4/1/2021 • 6 minutes to read • Edit Online
Manufacturing companies use routings to visualize and direct the manufacturing process.
The routing is the basis of process scheduling, capacity scheduling, scheduled assignment of material needs, and
manufacturing documents.
As for production BOMs, the routings are assigned to the manufacturing end item. A routing holds master data
that captures the process requirements of a given produced item. Once a production order is created for that
item, its routing will govern the scheduling of operations as represented on the Prod. Order Routing page
under the production order.
Before you can set up a routing, the following must be in place:
Item cards are created for parent items that take part in manufacturing. For more information, see Register
New Items.
Production resources are set up. For more information, see Set Up Work Centers and Machine Centers.
To create a routing
1. Choose the icon, enter Routings , and then choose the related link.
2. Choose the New action.
3. Fill in the fields as necessary. Hover over a field to read a short description.
4. In the Type field, select Serial to calculate the production routing according to the value in the
Operation No. field.
Select Parallel to calculate the operations according to the value in the Next Operation No. field.
5. To edit the routing, set the Status field to New or Under Development . To activate it, set the Status
field to Cer tified .
Proceed to fill in the routing lines.
6. In the Operation No. field, enter the number of the first operation, for example, 10 .
7. In the Type field, specify which kind of resource is used, for example, Work Center .
8. In the No. field, select the resource to be used, or type it in the field.
9. In the Routing Link Code field, enter a code to connect the component to a specific operation. For more
information, see To create routing links.
10. In the Run Time and Setup Time fields, enter the process times needed to perform the operation.
NOTE
Setup time is calculated per production order, whereas run time is calculated per produced item.
11. In the Concurrent Capacities field, specify how many units of the selected resource are used to
perform the operation. For example, two people allocated to one packing operation will halve the run
time.
12. Continue to fill in lines for all operations involved in producing the item in question.
13. To copy lines from an existing routing, choose the Copy Routing action to select existing lines.
14. Certify the routing.
15. You can now attach the new routing to the card of the production item in question, by filling in the
Routing No. field. For more information, see Register New Items.
NOTE
Remember also to recalculate the item's standard cost from the Item card: Choose the Manufacturing action, select the
Calc. Standard Cost action, and then select the All Levels action.
NOTE
You should not use the same routing link code in different operations on a routing because you may incorrectly
link a component to two different operations, so that it is consumed two times.
It is a good idea to name the routing link code after the operation in order to ensure operation-specific routing
links.
The selected components will now be linked to the selected operations when you create or refresh a production
order using the production BOM and routing in question. This is visible on the Prod. Order Components page
under the production order, and here you can also remove and add the defined routing link codes at any time.
See Also
Create Production BOMs
Setting Up Manufacturing
Manufacturing
Planning
Inventory
Purchasing
Working with Business Central
Create Production BOMs
4/1/2021 • 5 minutes to read • Edit Online
A production bill of material (BOM) holds master data that describes the components and subassemblies used
in the production of a parent item. Once a production order is created for that parent item, its production BOM
will govern the calculation of material requirements as represented on the Prod. Order Components page.
Business Central also support assembly BOMs. You use assembly orders for making end items from
components in a simple process that can be performed by one or more basic resources, which are not machine
or work centers, or without any resources. For example, an assembly process could be to pick two wine bottles
and one coffee sack and then pack them as a gift item. For more information, see Assembly BOMs or Production
BOMs.
Before you can set up a routing, the following must be in place:
Item cards are created for parent items that take part in manufacturing. For more information, see Register
New Items.
Production resources are set up. For more information, see Set Up Work Centers and Machine Centers.
NOTE
This scrap percentage represents components that are scrapped during production when picking from inventory,
whereas the scrap percentage on routing lines represents scrapped output before putting on inventory.
9. In the Routing Link Code field, enter a code to connect the component to a specific operation. For more
information, see To create routing links.
10. To copy lines from an existing production BOM, choose the Copy BOM action to select existing lines.
11. Certify the production BOM.
12. You can now attach the new production BOM to the card of the parent item in question. For more
information, see Register New Items.
NOTE
To calculate the unit cost of an assembly or production BOM, the parent item and its component items must use the
Standard costing method. Any resources in the BOM are rolled up if they have a unit cost that is defined on the resource
card. To recalculate the item's standard cost from the item card, choose the Manufacturing action, and then choose the
Calc. Standard Cost action.
NOTE
Select the Item option in the Type field to use an item from your item master data in the production BOM. If the item
also has a production BOM, whereby the Production BOM No. field is filled in on the item card, this production BOM is
also considered.
Select the Production BOM option if you want to use a phantom production BOM on the line.
Phantom production BOMs serve for structuring products. This production BOM type never leads to a finished product,
but is used exclusively for determining the dependent demand. Phantom production BOMs do not have their own item
master data.
See Also
Create Routings
Setting Up Manufacturing
Manufacturing
Planning
Inventory
Purchasing
Working with Business Central
Flush Components According to Operation Output
5/28/2021 • 8 minutes to read • Edit Online
You can define different flushing strategies, to automate registering of consumption of components.
This functionality is useful for the following reasons:
Inventor y Valuation
Value entries for output and consumption are created in parallel as the production order progresses.
Without routing link codes, the inventory value will increase as output is posted and then decrease at a
later point in time when the value of component consumption is posted together with the finished
production order.
Inventor y Availability
With gradual consumption posting, the availability of component items is more up-to-date, which is
important to maintain the internal balance between demand and supply. Without routing link codes,
other demands for the component may believe that it is available as long as it is pending a delayed
consumption posting.
Just-in-Time
With the ability to customize products to customer requests, you can minimize waste by making sure that
work and system changes only occur when it is necessary.
Reduce data entr y
With the ability to automatically flush an operation, the entire consumption and output recording process
can be automated. The disadvantage of using automatic flushing is that you may not be accurately
recording, or even aware of, scrap.
NOTE
Select Pick + Backward if the component is used in a location that is set up for directed put-away and pick.
4. Choose the icon, enter Routings , and then choose the related link.
5. Define routing link codes for every operation that consumes the component. For more information, see
Create Routings .
IMPORTANT
Do not use same routing routing link for different operations in the routing, as it will lead to registration of
consumption of component for each linked operation.
6. Choose the icon, enter Production BOM , and then choose the related link.
7. Define routing link codes from each instance of the component to the operation where it is consumed.
The consumption will be posted automatically when you register output. For more information, see Batch Post
Output and Run Times
Flushing methods
The following table describes the available flushing method options that you can specify on Item cards and
Stockkeeping Unit cards.
O P T IO N DESC RIP T IO N
Note
For forward flushing, the operation-specific posting that you
obtain with routing link codes is based on the expected
quantity that is defined on the component line. For
information about operation-specific flushing based on
actual output, see the description of Backward in this topic.
Impor tant
Forward flushing also occurs when you choose Refresh on a
released production order that was created from scratch. On
these directly created released production orders, you
cannot change bin information because the production
order component lines are generated when you refresh the
order, which at the same time forward flushes the
components. Therefore, if you want to change bin
information on production order component lines before
forward flushing occurs, then that order must be created
with the Planned or Firm Planned status.
Note
Backward flushing and routing link codes can be combined
so that the quantity that is flushed per operation is
proportional to the actual output of that operation. For
more information, see How to: Flush Components According
to Operation Output.
Pick + Forward Same as for Forward flushing method, except it only works
for locations that use directed put-away and pick.
Note
If a component is set up with the Pick + Forward flushing
method, then it cannot have a routing link code to an
operation that is set up with the forward flushing method.
The component would then be automatically flushed when
the operation starts, which makes it impossible to request
the pick activity.
Pick + Backward Same as for Backward flushing method, except it only works
for locations that use directed put-away and pick.
See Also
Create Production BOMs
Setting Up Manufacturing
Manufacturing
Planning
Inventory
Purchasing
Working with Business Central
Work with Manufacturing Batch Units of Measure
4/1/2021 • 2 minutes to read • Edit Online
If an item is stocked in one unit of measure but produced in another, a production order is created that uses a
manufacturing batch unit of measure to calculate the correct quantity of the components during the Refresh
Production Order batch job. An example of a manufacturing batch unit of measure calculation is when a
manufactured item is stocked in pieces but produced in tons.
See Also
Create Routings
Create Production BOMs
Setting Up Manufacturing
Manufacturing
Planning
Inventory
Purchasing
Working with Business Central
Handling Lot Sizes in Production
4/1/2021 • 3 minutes to read • Edit Online
In terms of quantity, the number of items you produce in a production operation might not correlate to how sell
them. For example, you might produce hundreds of items in a single lot, but sell each item individually. When
you configure your production routes and bills of materials (BOMs), there are few nuances you should consider
with regards to lot sizes. This topic describes how lot sizes impact cost calculations and resource planning.
NOTE
The value defined in Lot size doesn't have impact on time specified in Setup Time field of the routing line. The setup will
happen only one time, even if there are several lots. For example, so that you don’t need to warm the oven for the second
lot of muffins. For more information, see Create Routings.
For supply planning, the lot size setting on items works with the Default Dampener % on the Manufacturing
Setup page. Business Central will ignore changes in demand that are below the dampener percentage and will
not create planning suggestions. For example, 15 is specified in the Default Dampener % field, and we have a
production order for 20 muffins to feed 20 guests, but one guest cannot attend. Business Central will ignore the
single missing guest because it's only 10% of the lot size 10 defined on the item. However, if two guests cannot
make it, Business Central will suggest that we reduce the order quantity because two is 20% of the lot size. For
more information about planning, see Planning.
See Also
Create Production BOMs
Work with Manufacturing Batch Units of Measure Create Routings
Managing Inventory Costs
Work with Production Families
4/1/2021 • 2 minutes to read • Edit Online
A production family is a group of individual items whose relationship is based on the similarity of their
manufacturing processes. By forming production families, some items can be manufactured twice or more in
one production, which will optimize material consumption.
In the Quantity field on the Family page, you enter the quantity that will be produced when the whole family
has been manufactured once.
Example
In punching processes, four pieces of the same item can be produced from one sheet and 10 pieces of another,
different, item at the same time. The punching machine will punch all 14 pieces in one step.
Forming production families reduces the scrap quantity because what would normally be leftover scrap, when
producing big pieces, will be used instead to produce small items.
See Also
Create Production BOMs
Setting Up Manufacturing
Manufacturing
Planning
Inventory
Purchasing
Working with Business Central
Set Up Standard Routing Lines
4/1/2021 • 2 minutes to read • Edit Online
The use of standard tasks simplifies the creation and maintenance of routings. They allow you to quickly attach
extra information to recurring operations.
See Also
Create Routings
Create Production BOMs
Setting Up Manufacturing
Manufacturing
Planning
Inventory
Purchasing
Working with Business Central
Subcontract Manufacturing
4/1/2021 • 5 minutes to read • Edit Online
NOTE
Only production orders with status Released can be accessed and used from a subcontracting worksheet.
Posting output automatically for an ongoing production order when subcontracted items are received may not
be desired. Reasons for this could be that the expected output quantity that is posted may be different from the
actual quantity and that the posting date of the automatic output is misleading.
To avoid that the expected output of a production order is posted when subcontract purchases are received,
make sure the subcontracted operation is not the last one. Alternatively, insert a new last operation for the final
output quantity.
When the purchase order is posted as invoiced, then the direct cost of the purchase order is posted to the
production.
See Also
Manufacturing
Setting Up Manufacturing
Planning
Inventory
Purchasing
Working with Business Central
Setting Up Service Management
4/1/2021 • 2 minutes to read • Edit Online
Before you can start using Service Management features in Business Central, there are a few things to set up.
For example, you can establish coding for standard services, symptoms, and fault codes, and the service items
and service item types that your company's customer service needs require.
When you set up Service Management, you must decide what services to offer customers and the schedule for
those services. A service is a type of work performed by one or more resources and provided to a customer. For
example, a service could be a type of computer repair. A service item is the equipment or item needing
servicing, for example, the computer needing repair, installed at a specific customer. You can set up services as
part of a group of related repair or maintenance items.
When you define a service, you can associate it with the skills required to perform the service. To help your
service representatives be efficient, you can also set up real time troubleshooting guidelines and assign typical
startup costs, such as travel costs or other fees.
The following table describes a sequence of tasks, with links to the topics that describe them.
TO SEE
Set up codes that automatically assign lines on service Set Up Codes for Standard Services
documents for services you deliver often.
Establish general settings that control aspects of Service Configure Service Processes
Management Processes.
Define how your organization works with fault reporting. Set Up Fault Reporting
Set up the service offerings that your company delivers to Set Up Service Offerings
customers.
Set up resource allocation to make it easy to assign the right Set Up Resource Allocation
resource to a service task.
Define pricing for services, and set up additional service Set Up Pricing and Additional Costs for Services
costs to assess on service orders.
Set things up so you can track resource hours and service Set Up Work Hours and Service Hours
order status in order to forecast workloads and service
needs.
Set up repair status options so that you can monitor Set Up Statuses for Service Orders and Repairs
progress on repairs.
Set up a loaner program, so you can lend a substitute while Set Up a Loaner Program
you work on a service item.
Set up service items and service item components. Set Up Service Items
TO SEE
Lay the groundwork for creating service contracts and Set Up Service Contracts
contract quotes.
See also
Service Management
Getting Ready for Doing Business
Create Service Items
4/1/2021 • 3 minutes to read • Edit Online
In Business Central, the term "service item" refers to equipment or items that require service. When you create a
service order, you specify the items that need service. In the order, you can link a service item to an item in
inventory or a service item group.
When you receive an item that needs service, you can register it as a service item. There are several ways to do
so. For example, you can create a service item on the Ser vice Items page, or as part of another process, such
as when working with a service order.
See Also
Set Up Service Items and Service Item Components
Setting Up Service Management
Service Management
Set Up Standard Service Codes
4/1/2021 • 2 minutes to read • Edit Online
When you perform typical service, you often have to create service documents that use service lines that
contain similar information. To make it easy to create these lines, you can set up standard service codes that
have a predefined set of service lines. When you choose the code on a service document, the lines are entered
automatically. You can set up any number of standard service codes, and each code can have an unlimited
number of service lines of different types, including item, resource, cost, or standard text linked to it. You create
service lines of each standard service code on the Standard Ser vice Code card. You then assign standard
service codes to service item groups on the Standard Ser v. Item Gr. Codes page. Later, when you create a
service document, you can use the Get Standard Ser vice Codes action to add service lines.
TIP
You can use the same concept to create lines on sales and purchase documents. For more information, see Create
Recurring Sales and Purchase Lines.
See Also
Service Management
Configure Service Processes
4/1/2021 • 2 minutes to read • Edit Online
The following are some examples of the settings that you can apply to service management processes:
Some overall settings for various processes, such as warnings, next service calculations for service items, the
starting fee to assess, the fault reporting level to use, and so on.
The types if information that a technician must enter on service documents. For example, you can require
them to specify the type of order, the start and/or end dates for the work, and the type of work that was
done.
Some default settings for response times and warranties. These include a default response time for starting
service, warranty discount percentages for parts and labor, and how long warranties are valid for.
Settings for contracts, such as the maximum number of days that you can use for contract service orders,
whether to use reason codes when a contract is canceled, standard texts for contract descriptions, and
contract values.
The number sequences to use for service-related documents and items.
See Also
Set Up Fault Reporting
Set Up Resource Allocation
Set Up Codes for Standard Services
Set Up Additional Costs for Services
Set Up Troubleshooting
Service Management
Set Up Fault Reporting
4/1/2021 • 2 minutes to read • Edit Online
Fault reporting lets you establish standards for recording fault information for service items. For example, you
can specify what the problem is, the symptoms you see, the reason for the problem, and how to resolve it.
Fault codes describe the typical service item faults or the actions taken on service items. Depending on the level
of fault reporting in your company, you might need to set up fault area codes and symptom codes before you
set up fault codes. Fault areas descrive areas of service item faults. Fault reason codes describe the reason for
service item faults and, if needed, whether to exclude warranty and contract discounts. For example, you might
want to exclude warranty and contract discounts if the customer was somehow responsible for the fault in the
service item. You assign fault reason codes to service orders. For more information, see Work on Service Tasks.
Fault Codes are listed in the Fault Codes table. These codes
identify service item faults or actions to take on service
items. You can cluster related codes into Fault Area
Code groupings.
Fault + Symptom + Area You use fault, symptom, and fault area codes as an
implementation of the International Repair Coding
System (IRIS).
To complete the setup of fault reporting, you can also specify what repairs or resolutions are associated with a
fault or defect. You set that up on the Fault/Resolution Code Relationships page, where you set up
combinations of codes for the service item group of the service item from which you accessed the witndow and
the number of occurrences for each one.
See Also
Setting Up Service Management
Service Management
Set Up Service Offerings
4/1/2021 • 2 minutes to read • Edit Online
When you set up service management, you must decide what services to offer customers and the schedule for
those services. A service is a type of work performed by one or more resources and provided to a customer. For
example, a service could be a type of computer repair. A service item is the equipment or item that needs
servicing, for example, the computer that needs repair, installed at a specific customer. You can set up services as
part of a group of related repair or maineenance items.
The following table describes a sequence of tasks, with links to the topics that describe them.
TO SEE
Enter information about the service items that your service Create Service Items
organization is tracking.
Establish a workflow for service when the service items Set Up Service Items and Service Item Components
consists of several components. The component list is always
connected to a service item, but these components can also
be based on bill of materials (BOMs).
See Also
Setting Up Service Management
Setting Up Troubleshooting for Service Items
4/1/2021 • 2 minutes to read • Edit Online
You can set up troubleshooting guidelines that help technicians solve problems when providing service. For
example, guidelines might be a list of steps to perform a repair, or a series of questions to ask about the items.
After you set up troubleshooting guidelines, you can assign them to service item groups, service items, and
items. There is an inheritance hierarchy for guidelines. If you assign them to a service item group, the items
included in the group will inherit the guidelines unless you specify them for the items. Similarly, service items
will inherit guidelines from items.
See Also
Service Management
Set Up Resource Allocation
4/1/2021 • 3 minutes to read • Edit Online
To ensure that a service task is performed well, it's important to find a resource who is qualified to do the work.
You can set up Business Central so that it's easy to allocate someone who has the right skills for the job. In
Business Central, we call this resource allocation. You can allocate resources based on their skill, availability, or
whether they are in the same service zone as the customer.
To use resource allocation, you must set up:
The skills required to repair and maintain service items. You assign these to service items and resources.
Geographic regions, called zones, that you define for your market. For example, East, West, Central, and so
on. You assign these to customers and resources.
Whether to display resource skills and zones, and whether to display a warning if someone chooses
unqualified resource, or a resource that is not in the customer zone.
To set up skills
1. Choose the icon, enter Skills , and then choose the related link.
2. Fill in the fields as necessary. Hover over a field to read a short description.
To set up zones
1. Choose the icon, enter Zones , and then choose the related link.
2. Fill in the fields as necessary. Hover over a field to read a short description.
See Also
Allocate Resources
Set Up Work Hours and Service Hours
Set Up Fault Reporting
Set Up Codes for Standard Services
Set Up Pricing and Additional Costs for Services
4/1/2021 • 3 minutes to read • Edit Online
You can use the Business Central pricing features to set up and customize your application so that you apply and
adjust pricing on service items, repairs, and orders. These pricing decisions are then easily transmitted to the
invoicing process.
As your implementation requires, you can set up pricing groups and map them to specific time periods,
customers, or currency. You can set up fixed, minimum, or maximum pricing, depending on the service contracts
that you have with customers. Finally, as you adjust your prices, you can view and approve the changes before
committing them to the ledger.
TIP
The Adjustment Type and Amount fields work together to specify whether an adjustment concerns a fixed amount, or
applies only when the total service price exceeds or is lower than the amount in the Amount field.
See Also
Setting Up Service Management
Service Management
Set Up Service Items and Service Item Components
4/1/2021 • 2 minutes to read • Edit Online
See Also
Set Up Codes for Standard Services
Set Up Troubleshooting
Set Up Work Hours and Service Hours
4/1/2021 • 2 minutes to read • Edit Online
Typically, a service management system tracks resource hours and service order status in order to forecast
workloads and service needs. Business Central has built-in tools that you can customize to record this kind of
information.
After you set the default service hours of your company, you can calculate response times for service orders or
send warnings or alerts when service calls come in. The alert feature is implemented together with the job
scheduler.
As you work on a service order, you will want to update it's status so that you can monitor progress. The service
order status reflects the repair status of all the service items in the service order. For more information, see
Understanding Service Order and Repair Status.
IMPORTANT
If you leave the lines on the Default Ser vice Hours page empty, the default value is 24 hours, valid only for calendar
working days.
NOTE
After you enter work hours for each day, the value in the Total per Week field is calculated automatically.
See Also
Understanding Allocation Status and Repair Status
Setting Up Service Management
Understanding Service Order and Repair Status
Set Up Statuses for Service Orders and Repairs
4/1/2021 • 2 minutes to read • Edit Online
You must set up repair status options that identify the progress of repair and maintenance of service items in
service orders. You must set up at least nine repair status options that identify situations or actions taken when
servicing service items.
You can set the priority level for service order status options. The four priorities are High , Medium High ,
Medium Low , and Low .
When you change the repair status of a service item in a service order, the service order status is updated. The
repair status of each service item is linked to the service order status. If the service items are linked to two or
more service order status options, the service order status with the highest priority is selected.
Before you can set up a repair status, you must set up service status priorities.
See Also
Service Order Status and Repair Status
Setting Up Service Management
Set Up a Loaner Program
4/1/2021 • 2 minutes to read • Edit Online
Sometimes you must provide a customer a loaner item for use when your customer service team makes a
repair. In Business Central, you can set up a loaner program, loan items to your customers, and track receipts
when customers return the items. Additionally, you can add comments about loaners in one of two ways:
Enter a note or comment about the loaner itself.
Enter a note on a service item about the need for a loaner.
To set up a loaner
1. Choose the icon, enter Loaners , and then choose the related link.
2. Create a new loaner card.
3. In the No. field, enter a number for the loaner. Alternatively, if you have set up number series for loaners on
the Ser vice Mgt. Setup page, you can press the Enter key to enter the next available loaner number.
4. Fill in the Description , Description 2 , and Serial No. fields.
5. In the Unit of Measure Code field, choose the relevant unit of measure.
See Also
Lend and Receive Loaners
Setting Up Service Management
Delivering Service
Set Up Service Contracts
4/1/2021 • 2 minutes to read • Edit Online
Before you can work with contracts, you must set up the following:
Ser vice contract groups , which gather service contracts that are related in some way.
Ser vice contract account groups , which are used to group the service contract accounts together for
service invoices created for service contracts. You assign these groups to service contracts.
Contract templates that define contract layouts of contracts that include the most commonly used service
contract details. When you create service contract quotes, you can create them by using templates. When you
create a contract quote, the fields automatically contain the contents of the template fields.
Customer templates that let you create quotes for contacts or potential customers who are not registered
as customers in Business Central.
See Also
Setting Up Service Management
Set Up Complex Application Areas Using Best
Practices
4/1/2021 • 2 minutes to read • Edit Online
Entering the correct setup values from the start is important to the success of any new business software.
Whether you use Rapid Start to implement setup values or you manually enter them in the new company, you
can support your setup decisions with some general recommendations for selected setup fields that are known
to potentially cause the solution to be inefficient if defined incorrectly.
Help in Business Central includes best-practice information about how to set up key fields in the following
application areas:
Setup Best Practices: Supply Planning
Setup Best Practices: Costing Method
See Also
Design Details: Supply Planning
Design Details: Costing Methods
Working with Business Central
Supply planning is a critical business area. When set up and used correctly, supply planning helps a company
avoid stock out and reduce both ordering costs and inventory costs.
It is not possible to prescribe one optimal setup of all planning fields as this varies from company to company
because of business variables, such as market situation and business strategy. However, there are best practices
for selecting options in items cards and global setup fields to help get the company started with timely and cost-
effective inventory flows.
The following topics provide best-practice information about how to set up selected planning fields that are key
to inventory and supply planning.
TO SEE
Learn the best practices for selecting the best reordering Setup Best Practices: Reordering Policies
policy to plan efficiently and economically for an item
according to carrying costs and demand patterns.
Learn the best practices for specifying selected planning Setup Best Practices: Planning Parameters
parameters under the defined reordering policy to plan
efficiently and economically for an item according to critical
elements, such as lead time, carrying costs, and seasonality.
Learn the best practices for applying a general supply Setup Best Practices: Global Planning Setup
strategy to all item cards, such as always receiving items one
day before they are needed or dampening the system’s
reaction to small demand fluctuations.
See Also
Design Details: Supply Planning
Design Details: Planning Parameters
Set Up Complex Application Areas Using Best Practices
Working with Business Central
Setup Best Practices: Planning Parameters
4/1/2021 • 3 minutes to read • Edit Online
The Planning FastTab on the item card is the center of a company’s supply chain. Setting the correct planning
parameters is very important for cost-effective inventory control and high customer service.
The following table provides best practices on how to set up selected planning parameter fields. For more
information about a field, choose the link in the Setup field column.
Reserve Select Never when the item is planned Reservations generally counteract the
using a reorder point. purpose of planning, which is to
balance demand and supply. Therefore,
In manufacturing, select Never to items that are set up for planning
allow the planning system to cover all should generally not be reserved.
demands.
If the user reserves an inventory
Select Optional for items that you quantity for future demand, then the
may want to reserve for top-priority planning foundation will be disturbed,
customers. and the reorder point may not work
correctly. Even if the projected
Select Always for non-unique items, inventory level is acceptable with
such as items of type miscellaneous regard to the reorder point, the
that are inbound for specific demands. quantities may not be available
because of the reservation.
Dampener Period Set with regard to the supplier’s If the supplier accepts last-minute
flexibility. changes to orders, then use a shorter
period, but be prepared for more
A shorter period enables you to rescheduling actions. If the supplier
reduce working capital by avoiding requires firm planning, then extend the
excessive stock, but will also cause period as much as possible.
more rescheduling actions.
For information about the Dampener
Period field , see Design Details:
Planning Parameters.
Include Inventory Always select when you are using the Do not select only in special situations,
Lot-for-Lot reordering policy. such as when inventory items are not
sellable.
SET UP F IEL D B EST P RA C T IC E C O M M EN T
Safety Lead Time Set between 1D and 6D. Supply that is planned by the system
to avoid a stock-out will arrive on the
Set a safety lead time of at least one same day that the stock-out occurs.
day to make sure that supplies are This may be several hours too late if,
available on the day before they are for example, the demand is needed in
needed. the morning and the supply arrives in
the afternoon. Note: The Safety
If using a new supplier, define a longer Lead Time field uses the base
time until their delivery performance is calendar. Therefore, 14D is not
known. necessarily two weeks.
Safety Stock Quantity Use for items with large demand If the Reorder Point field is not filled,
fluctuations. then the safety stock quantity also
functions as a reorder point.
In manufacturing, use for critical
components.
Lot Accumulation Period If you want only few big orders and The lot accumulation period is
you accept to carry inventory, then set generally the longest period that you
a long lot accumulation period. will carry inventory.
Reorder Point Base the reorder point on the item’s If historical data shows that the item’s
demand profile. average demand is 100 units during a
lead time of seven days, then the
reorder point can be set to 100 as a
minimum.
Time Bucket Leave blank, meaning that the Checking the inventory level every day
inventory level is checked every day. ensures optimal reorder point
planning. Note: A time bucket of 1W
means that the inventory level may be
below the reorder point for one week
before a supply order is suggested.
See Also
Setup Best Practices: Supply Planning
Design Details: Supply Planning
Set Up Complex Application Areas Using Best Practices
Design Details: Demand at Blank Location
Working with Business Central
Setup Best Practices: Global Planning Setup
4/1/2021 • 2 minutes to read • Edit Online
The Planning FastTab on the Manufacturing Setup page contains several fields that define global rules for
supply planning.
The following table provides best practices on how to set up selected global planning parameter fields. For more
information about a field, choose the link in the Setup field column.
Components at Location If items are not defined as SKUs, select This also applies if you only use the
the location code of your main requisition worksheet.
warehouse.
Blank Overflow Level Select Allow Default Calculation if Use only if you want to allow all or
you are migrating from Microsoft some of your items to overflow the
Dynamics NAV 5.0 or earlier. reorder point.
Default Dampener Period Set between 1D and 5D. When users are more familiar with the
different reasons for action messages,
If new to planning in Business Central, then shorten the dampener period to
then set a longer period. allow more change suggestions.
See Also
Setup Best Practices: Supply Planning
Design Details: Supply Planning
Set Up Complex Application Areas Using Best Practices
Working with Business Central
Setup Best Practices: Reordering Policies
4/1/2021 • 2 minutes to read • Edit Online
The Reordering Policy field on item cards offers four different planning methods that determine how the
individual planning parameters interact.
One best-practice foundation for selecting a reordering policy is the item’s ABC classification. When you use ABC
classification for inventory control and supply planning, items are managed according to three different classes
depending on their value and volume relative to the total stock. The value-volume distribution of the three
classes is shown in the following table.
A 10-20 50-70
B 20 20
C 60-70 10-30
The ABC classification states that effort and money can be saved by applying looser control to items of low
value-volume than to items of high value-volume. The following illustration shows which reordering policy in
Business Central is best suited for A, B, and C items respectively.
The following table provides best practices for selecting between the four policies.
SET UP O P T IO N B EST P RA C T IC E C O M M EN T
SET UP O P T IO N B EST P RA C T IC E C O M M EN T
Fixed Reorder Qty. Use for C items. C items, such as tea cups, are low-
value items with high and regular
Combine with reorder-point order velocity. The best reordering
parameters. policy for C items is therefore one that
guarantees constant availability by
In manufacturing, use for lowest-level always staying above a reorder point.
components.
If the user reserves a quantity for
Do not use if the item is often some distant demand, then the
reserved. planning foundation will be disturbed.
Even if the projected inventory level is
acceptable with regard to the reorder
point, the quantities may not be
available because of the reservation.
Maximum Qty. Use for C items with high carrying C items, such as tea cups, are low-
costs or storing limitations. value items with high and regular
order velocity. The best reordering
Combine with one or more order policy for C items is therefore one that
modifiers (Minimum/Maximum Order guarantees constant availability by
Quantity or Order Multiple). always staying above a reorder point,
but below a maximum inventory
quantity.
The Costing Method on the item card defines item's cost flow is recorded and whether an actual or budgeted
value is capitalized and used in the cost calculation.
Setting the correct costing method according to item type and business environment is important to ensure
economical inventories.
The following table provides best practices on how to set up the Costing Method field. For more information,
see Design Details: Costing Methods.
SET UP O P T IO N B EST P RA C T IC E C O M M EN T
FIFO Use where the product cost is stable. An item's unit cost is the actual value
of any receipt of the item, selected by
Use for items with a limited shelf life, the FIFO rule.
because the oldest goods need to be
sold before they pass their sell-by In inventory valuation, it is assumed
date. that the first items placed in inventory
are sold first. Note: When prices are
rising, the balance sheet shows greater
value. This means that tax liabilities
increase, but credit scores and the
ability to borrow cash improve.
LIFO Use where levels of inventories are An item's unit cost is the actual value
consistently maintained or increased of any receipt of the item, selected by
over time. the LIFO rule.
Average Use where the product cost is An item's unit cost is calculated as the
unstable. average unit cost at each point in time
after a purchase.
Use where inventories are piled or
mixed together and cannot be For inventory valuation, it is assumed
differentiated, such as chemicals. that all inventories are sold
simultaneously.
Specific Use in production or trade of easily An item's unit cost is the exact cost at
identifiable items with fairly high unit which the particular unit was received.
costs.
Standard Use where cost control is critical. An item's unit cost is preset based on
estimated.
Use in repetitive manufacturing, to
value the costs of direct material, direct When the actual cost is realized later,
labor, and manufacturing overhead. the standard cost must be adjusted to
the actual cost through variance
Use where there is discipline and staff values.
to maintain standards.
See Also
Design Details: Costing Methods
Design Details: Inventory Costing
Set Up Complex Application Areas Using Best Practices
Working with Business Central
Setting Up a Company With RapidStart Services
4/1/2021 • 2 minutes to read • Edit Online
You can set up a new company in Business Central with RapidStart Services, which is a tool designed to shorten
deployment times, improve quality of implementation, introduce a repeatable approach to implementations,
and enhance productivity by automating and simplifying recurring tasks.
RapidStart Services helps you gain an overview of the setup process of your new company by providing a
worksheet in which you can set up the tables often involved in the configuration process of new companies. As
you do this, you can create a questionnaire to guide your customers through the collection of setup information.
Your customers have the option of using the questionnaire to set up application areas, or they can open the
setup page directly and do the setup there. Most importantly, RapidStart Services helps you, as a customer,
prepare the company with default setup data that you can fine-tune and customize. Lastly, when you use
RapidStart Services, you can configure and migrate existing customer data, such as a list of customers or items,
into the new company.
You can use the following components to speed up your company setup:
Configuration wizard
Configuration worksheet
Configuration packages
Configuration templates
Configuration questionnaire
NOTE
There are areas of Business Central that you must set up manually. These include adding users, setting up accounting
periods, and setting up dimensions for business intelligence. For more information, see Setting Up Business Central.
The following table describes a sequence of tasks with links to topics that describe them.
TO SEE
Create a new company and import basic setup data and Set Up Company Configuration
templates.
Deploy the configured package to your customer for Apply Configurations to New Companies
implementation.
Define and validate your customer’s setup values for all core Gather Customer Setup Values
areas, such as company information, general ledger,
inventory, sales, or manufacturing.
Configure core master data records using templates to Prepare to Migrate Customer Data
prepare to migrate existing customer data.
Define tables and fields, validate existing customer data, and Migrate Customer Data
migrate data into the Business Central database.
TO SEE
Prepare to reuse company configurations in other Create Custom Company Configuration Packages
companies.
Find solutions to known issues in the RapidStart Services Tips and Tricks: RapidStart Services
toolkit.
See Also
Administration
Setting Up Business Central
Set Up Complex Application Areas Using Best Practices
Set Up Company Configuration
4/1/2021 • 2 minutes to read • Edit Online
The implementation process begins with the Microsoft partner. The partner is responsible for thinking through
the configuration details and creating a package that a customer can easily apply. Before you create a new
company, you should plan how it will be configured. You must consider basic setup data and the types of data
that your Business Central solution will require. You bundle all of this information in configuration packages.
RapidStart Services also provides you with the tools that you will use to migrate your legacy data, such as
customers and vendors.
We recommend that you create configuration packages with most of the setup tables already filled in, so that
customers only have to change a few settings after the package is applied. For example, when you create a new
company, the No. Series and the No. Series Line tables are filled in with a set of number series and starting
numbers. The corresponding No. Series fields in the setup tables are also filled in automatically. You do not
have to do the work of entering number series and other basic setup data. You can also manually change all
default data that is used with RapidStart Services by using the configuration worksheet.
The configuration packages are built on a preconfigured company. After you have set up a company that meets
your needs, you can create a configuration package that contains relevant data from this company. You can then
use it when you create a new company that is to be configured in the same way.
To facilitate the import of master data, such as customer and vendor information, you can use configuration
templates. Configuration templates contain a set of default settings that are automatically assigned to the
records imported into Business Central.
The following table describes a sequence of tasks with links to topics that describe them.
TO SEE
Plan a company configuration by filling in the configuration Manage Company Configuration in a Worksheet
worksheet.
See Also
Setting Up a Company With RapidStart Services
Administration
Manage Company Configuration in a Worksheet
4/1/2021 • 8 minutes to read • Edit Online
The configuration worksheet is the central location in which you can plan, track, and perform your configuration
work. You can create a worksheet for each company that you are working with or create a standard
configuration worksheet that can be used for configuring multiple identical companies.
The first step in preparing a configuration package is to select a company that you have already set up and
modified to suit most of your solution needs. This company serves as the baseline for your configuration work
on new companies. In the worksheet, you designate the tables that you want your configuration to control and
handle. Since most tables in Business Central have relationships and dependencies to other tables, you should
also include those related tables as necessary. Together, these tables will then serve as the structure around
which you will build a new company. Subsequent steps help you package and then deploy your configuration.
To aide you in tracking and reviewing your work, use the Config. Package Table FactBox to see information
about records. Use the Config. Related Tables FactBox to monitor table relationships.
The following procedures demonstrate how to add and customize table information for your configuration.
NOTE
Related tables will not be added with the Get Related Tables action if either of the following is true:
The relation is conditional.
Example: If you get related tables for the Customer table, then the Location table will not be added, since it
is only conditionally related to the Customer table, namely if the Location Code field in the Customer table
is filled in.
The related table is filtered.
Example: A field in the related table has a WHERE clause. The reason for this is that the involved relations
information is stored in the Field system table, which is not fully accessible to the application.
You must add such types of tables manually by following step 4 in this procedure.
7. To modify the resulting list of tables, select a table that you want to remove, and then choose the Delete
action.
8. Repeat the steps for each table that you want to add to the configuration.
9. To remove duplicate table information that can result from using the Get Related Tables action, choose
the Delete Duplicate Lines action. This will remove duplicate tables that have the same package code.
O P T IO N DESC RIP T IO N
Include with Data Only Select the check box to include only those tables that
contain data. For example, you may want to include a
table that already defines the typical payment terms that
your solution supports.
Include Related Tables Select the check box to include all related tables. To add a
subset of related tables, see step 3 in this procedure.
Include Dimension Tables Select the check box to include dimension tables.
Include Licensed Tables Only Select the check box to include only those tables for
which the license under which you are creating the
worksheet allows you access.
3. On the Object FastTab, set filters as appropriate to specify the types of tables you want to include or
exclude.
4. Choose the OK button. Business Central tables are added to the worksheet. Each entry in the list has a
line of type Table .
5. To remove duplicate table information that can result from using the Get Tables action, choose the
Delete Duplicate Lines action. This will remove duplicate tables that have the same package code.
6. You can add tables to the worksheet that are related to a table you have selected. Review the information
in the Related Tables FactBox to see whether there are missing tables. To add related tables for a specific
table, select the table in the list, and then choose the Get Related Tables action.
NOTE
Related tables will not be added with the Get Related Tables action if either of the following is true:
The relation is conditional.
Example: If you get related tables for the Customer table, then the Location table will not be added, since it
is only conditionally related to the Customer table, namely if the Location Code field in the Customer table
is filled in.
The related table is filtered.
Example: A field in the related table has a WHERE clause. The reason for this is that the involved relations
information is stored in the Field virtual table and is not available in pages such as the configuration
worksheet for performance reasons.
You must add related tables with such complex relationships manually by following step 4 in To add a table to
the worksheet.
7. To delete tables in the resulting list of tables, select a table to remove, and then choose the Delete action.
Use the next procedure to specify which table fields to include. After you make this specification, you can export
the table to Excel, and use the table structure as a template for gathering customer data. For more information,
see Prepare to Migrate Customer Data.
NOTE
The tables remain in the package even though they are deleted from the worksheet.
NOTE
Make sure that each table has a page ID assigned to it. For standard Business Central tables, this value is
automatically filled in. For custom tables, you have to provide the ID.
See Also
Set Up Company Configuration
Setting Up a Company With RapidStart Services
Administration
Prepare a Configuration Package
4/1/2021 • 10 minutes to read • Edit Online
When you configure a new company based on a configuration package, table relations are recognized and
processed. Data is imported and applied in the correct order. Dimension tables are also imported if they are
included in the configuration package. For more information, see To import customer data.
To help your customer use the configuration package, you may want to add a questionnaire or a set of
questionnaires to the package. The questionnaire can help the customer in understanding the various setup
options. Typically, questionnaires are created for the major setup tables where a customer may require
additional guidance about how to select an appropriate setting. For more information, see Gather Customer
Setup Values.
NOTE
You can also do this in the configuration worksheet. Select the tables you want to include in the package, and then
choose the Assign Package action.
9. To select the fields that you want to include from a table, select the table, and then, on the Lines tab,
choose the Fields action. Specify which fields are included in the package. By default, all fields are
included.
To select just the fields you want to include, choose the Clear Included action. To add all fields,
choose the Set Included action.
To specify that the field data should not be validated, clear the Validate Field check box for the field.
10. Determine whether you have introduced potential errors, by choosing the Validate Package action. This
can occur when you do not include tables that your configuration relies on.
11. Choose the OK button.
After you have refined the list of fields to include from a table, you can check your results in Excel.
To filter and review your dataset
1. To filter to a certain set of records to include in the package, on the Lines tab, choose the Filters action, and
then specify the appropriate filter values.
2. On the package card, on the Lines tab, choose the Expor t to Excel action.
3. Confirm the messages that enable the export of data to Excel. The named .xlsx file opens. Review the records
that have been exported.
4. Close Excel.
To include a template for application to a table
For certain tables, such a table that will contain master data, you can specify a template to apply to the data. The
template can include the required fields that you want to apply to all master data and that you never want to
vary. For example, you can create a template that can be used with customer data. The template can contain all
the required fields, which then enables consistent import of standardized information. Information that cannot
be standardized, such as customer name, is then treated when you do an import of customer data. For more
information, see Prepare to Migrate Customer Data with Templates.
1. On the Config. Package Card page, select a table, and then choose the Data Template field. A list of
templates based on the table is displayed.
2. Select a template, and then choose the OK button.
After the package is complete, follow the next procedure to save the package to a file. You can then give the
package to a customer or partner to use.
To save and export a configuration package
On the Config. Package Card page, choose the Expor t Package action.
The package is created in a .rapidstart file, which delivers the package contents in a compressed format.
Configuration questionnaires, configuration templates, and the configuration worksheet are added to the
package automatically unless you specifically decide to exclude them.
You can save the file with a name that is meaningful to you, but you cannot change the extension of the file. It
must be .rapidstart.
To copy a configuration package
After you have created a package that meets most of your needs, you can use it as a basis for creating similar
packages. This can speed up implementation time and enhances the repeatability of RapidStart Services.
1. Choose the icon, enter Configuration Packages , and then choose the related link.
2. Select a package from the list, and then choose the Copy Package action.
3. In the New Package Code field, enter a code for the new package.
4. Select the Copy Data check box if you also want to copy database data from the existing package.
5. Choose the OK button.
NOTE
You can also create a package directly, and add tables to it. For more information, see To create a configuration package.
1. Choose the icon, enter Configuration Worksheet , and then choose the related link.
2. In the configuration worksheet, select a line or group of lines that you want to assign to a configuration
package, and then choose the Assign Package action.
3. Select a package from the list, or choose the New action to create a new package, and then choose the
OK button.
If a table is not already included in the package, it will now be added. The package code field on the
worksheet line will be filled in with the code of the package that the table is assigned to.
4. If you choose an existing package, you can see how many tables are already in the package by reviewing
the information in the No. of Tables field.
NOTE
Make sure that each table has a page ID assigned to it. For standard Business Central tables, this value is
automatically filled in. For custom tables, you must provide the ID.
3. Choose the Database Data action. The page for the related page opens.
4. Review the available information. Modify it as necessary by deleting records that are not relevant or by
adding new ones.
See Also
Prepare to Migrate Customer Data with Templates
Gather Customer Setup Values
Set Up Company Configuration
Setting Up a Company With RapidStart Services
Administration
Analyzing Configuration Package Trace Telemetry
Apply Configurations to New Companies
4/1/2021 • 2 minutes to read • Edit Online
After you have created a configuration package, the next step is to deploy the package to your customer for
implementation. You work with the configuration package within a new empty company.
The following table describes a sequence of tasks with links to topics that describe them.
TO SEE
Use an assisted setup guide to easily complete a company Configure a Company with the RapidStart Wizard
configuration.
Copy commonly used values from an existing company to a Copy Data to New Companies
new one, within the same database.
Use a batch job to transfer legacy account balances to a Create Journal Opening Balances
newly configured company and then apply the resulting
journal entries.
See Also
Setting Up a Company With RapidStart Services
Administration
Create a New Company
4/1/2021 • 2 minutes to read • Edit Online
To use RapidStart Services for Business Central, you first create a new company for which you want to perform a
customer implementation. When you create a new company, the standard Business Central tables and pages are
created, but there is no data in them.
In addition, you can apply specific setup data to your company after you initialize it. The information is provided
in a configuration package, a .rapidstart file, which delivers content in a compressed format.
Example configuration packages, including country/region-specific files, are included with the CRONUS
demonstration company. Use the following procedures to use the example configuration package with a new
company.
TA B L E N O. TA B L E N A M E
15 G/L Account
18 Customer
23 Vendor
TA B L E N O. TA B L E N A M E
27 Item
5050 Contact
TA B L E N O. TA B L E N A M E
In addition to setup data tables, Business Central also has setup-type data tables that specify core information
about the company and its business processes. The following table lists some of them.
TA B L E N O. TA B L E N A M E
3 Payment Terms
4 Currency
See Also
Apply Configurations to New Companies
Setting Up a Company With RapidStart Services
Administration
Configure New Companies
4/1/2021 • 3 minutes to read • Edit Online
To configure a new company in your solution implementation, you typically follow three phases. In the first
phase, you import the configuration package, a .rapidstart file with the configuration information. In the second
phase, you modify the configuration information and then apply it to your new company. In the final phase, you
review and fix any errors.
The following procedures assume that you have created and saved a configuration package. For more
information, see Prepare a Configuration Package.
The following procedures assume that you have initialized and opened your new company, and that you are
using the Administration Role Center.
NOTE
If you import the same package again, you may overwrite any data modifications that you have already made. For
that reason, you may want to add any new tables in a new package and import that instead.
7. Apply the data to the database, as described in To modify and apply package data.
See Also
Apply Configurations to New Companies
Setting Up a Company With RapidStart Services
Administration
Configure a Company with the RapidStart Wizard
4/1/2021 • 2 minutes to read • Edit Online
You can quickly configure a new company that you have created by using the RapidStart Services configuration
wizard.
In the following procedure, you have provided the customer with the configuration package, which is then
installed on a computer. The customer opens the new company, which contains no customer data. You or the
customer then follows the steps in the RapidStart Services wizard, which are described in this procedure, to
provide basic information about the company. The wizard imports the configuration package and then applies
the package to the company.
IMPORTANT
Only change your Role Center after you have completed configuration of the company. If you have more setup
details to consider and modify, first use the configuration worksheet to continue your work. Then, return to the
wizard to update your Role Center profile, or choose the Complete Setup action.
See Also
Apply Configurations to New Companies
Setting Up a Company With RapidStart Services
Administration
Copy Data to New Companies
4/1/2021 • 2 minutes to read • Edit Online
You can copy commonly used values from an existing company to a new one, as long as both companies are in
the same database. For example, if you have a standard list of symptom codes that is common to all your
service management implementations, you can copy the codes easily from one company to another.
See Also
Apply Configurations to New Companies
Setting Up a Company With RapidStart Services
Administration
Create Journal Opening Balances
4/1/2021 • 2 minutes to read • Edit Online
Business Central includes several batch jobs that are provided to help in the transfer of legacy account balances
to a newly configured company. You can easily transfer this data with the customer journal, the vendor journal,
the item journal, or the G/L journal.
The first step is to create a configuration package that includes the setup tables for those journals. The following
procedure assumes that this step is completed. For more information, see Set Up Company Configuration. This
procedure describes the subsequent steps, which include applying the package that is provided by a partner.
Before you start, make sure that you are using the Administration Role Center page because it provides the
correct context for your configuration work. For more information, see Change Basic Settings.
TIP
You can use the same batch jobs to add opening balances whenever you register a new customer or vendor that you
have done business with before but not registered in Business Central. Just search for the relevant task, and then choose
the relevant link.
See Also
Apply Configurations to New Companies
Setting Up a Company With RapidStart Services
Administration
Gather Customer Setup Values
4/1/2021 • 5 minutes to read • Edit Online
You use the configuration questionnaire to help reduce your implementation workload by streamlining the task
of setting up the new company. You can generate the configuration questionnaire in Business Central and then
provide it to your customer as an Excel or XML file.
You can change all default values in a questionnaire to more closely match customer needs.
TIP
For more information about defining setup values in supply planning fields, see Setup Best Practices: Supply Planning.
When your customer completes the questionnaire, you import the file into the customer's new Business Central
company. You and your customer validate the questionnaire answers before you apply them to the company.
NOTE
To see a complete list of setup tables, choose the icon, enter Setup , and then choose the related link. To determine the
scope of migration of records data, use migration functionality. For more information, see Migrating Customer Data.
1. Choose the icon, enter Configuration Questionnaire , and choose the related link.
2. Choose the New action.
3. On the Configuration Questionnaire page, in the Code field, enter...
3. Choose the Questions Areas action. The Question Areas page opens.
4. Choose the New action. The Config. Question Area page opens.
5. In the Table ID field, choose the ID of the table for which you want to collect information. The Table Name
field is automatically filled in.
6. Choose the Update Questions action. Each field in the table is added to the questionnaire with a question
mark following its label.
You can rephrase the label to make it clear how the question should be answered. For example, if a field is called
"Name," you could edit it to state "What is the name of ." You can also provide guidance in the Reference field,
including a URL to a page that provides additional information.
You can also delete any questions that you do not want to include in the questionnaire.
NOTE
The Answer Option field describes the type and format of the answer of the data that is appropriate. The Answer field
contains user-supplied information.
As needed, you can also define default answers in the Answer field. These values are used by default for custom setup.
However, the person filling in the questionnaire can modify and update the answer.
NOTE
You can also create your own configuration questionnaire to meet your needs.
1. Open the company that you want to complete the questionnaire for.
2. Choose the icon, enter Configuration Questionnaire , and then choose the related link.
3. Select the questionnaire for the company, and then choose the Expor t to Excel action, optionally the Expor t
to XML action.
4. Have the customer complete the configuration questionnaire by entering the answers in the Excel workbook.
There are worksheets for each of the question areas that have been created for the questionnaire.
5. Save the Excel workbook as XML Data. Choose the Impor t from XML action, and select the .xml file with the
customer's answers.
6. Choose the Question Areas action to begin the process of validating and applying the answers to the
configuration questionnaire.
NOTE
In general, validation of the configuration questionnaire is a manual process. However, there are checks for regional
formatting inconsistencies. In addition, you will get errors if the structure of your Business Central database does not
match the structure of the migration database.
1. On the Configuration Questionnaire page, select the relevant questionnaire, and then choose the
Question Areas action.
2. Open the relevant question area.
3. For each question, validate that the value in the Answer field corresponds to the format provided in the
Answer Option field. For example, validate that the address of a company is in text format.
4. If you find errors, you can troubleshoot and make corrections in Excel by exporting the questionnaire, and
then importing it again. Alternatively, you can correct errors directly in Business Central as you review the
answers on the Config. Question Area page.
5. Repeat these steps for each question area.
When you have completed your validation, the data is ready to be applied to the database.
See Also
Setting Up a Company With RapidStart Services
Administration
Prepare to Migrate Customer Data with Templates
4/1/2021 • 7 minutes to read • Edit Online
After you import and apply setup data in the new database, you can start migrating the customer's existing
master data, such as item and customer numbers and names. To make sure that this data is created quickly and
accurately in the new company, you should use templates to structure the data.
Typically, you create data templates for the following master data tables:
Contact
Customer
Item
Vendor
However, you can create a template structure for and apply it to any table in Business Central.
TIP
You can also use data templates for daily operations to create new records that are based on templates. These data
templates only work for the supported master data tables. For more information, see, for example, Register New Items.
When you import customer data, such as for items, from a file, the mandatory field data that you have specified
is taken from the linked data template. When you create a new item, you only enter general information such as
item name, description, and price and then collect the rest of the mandatory field data from a selected data
template.
When you create a new master data record, such as a customer card, some fields are mandatory and must be
filled in. You can group most mandatory fields, such as posting groups and payment terms, to make creating
master data records easier and more stable. For example, you can group mandatory fields for table 18,
Customer , as Domestic , Foreign , or Expor t types.
NOTE
Fields of type Blob cannot be exported/imported using Excel.
TIP
You can also use data templates to create new records quickly. Use them for faster and more accurate data creation. For
more information, see Register New Items.
1. Choose the icon, enter Configuration Templates , and then choose the related link.
2. On the Configuration Templates page, select a data template from the list, and then choose the Edit
action.
If the default templates do not meet your needs, you can create new templates or add fields to an existing
template. If the default templates are sufficient, you can use them to create records based on master data
templates.
TIP
If you are creating more than one, you may find it useful to adopt a naming convention for the Code field.
Each template consists of a header and a line for each field to include in the template. When you create a
template, you can specify which fields to always apply to data of a certain type. For example, you can create
different customer templates to apply to different customer types. When you create the customer using a
template, you can use template data to prepopulate certain fields.
To copy an existing data template
You can quickly create a new data template by copying information from an existing data template, which you
then edit.
1. Open the Configuration Templates page.
2. Choose the New action.
3. Fill in the Code field.
4. Choose the Copy Config. Template action.
5. On the Configuration Templates page, select an existing template to copy, and then choose the OK button.
The table ID, table name, and lines of the existing data template are inserted in the new template.
To create a data template header manually
1. Open the Configuration Templates page.
2. Choose the New action.
3. Fill in the Code field.
4. In the Table ID field, enter the table to which this template applies. The Table Name field is automatically
filled in when the Table ID field is set.
To create a data template line manually
1. On the first line, select the Field Name field. The Field List page displays the list of fields in the table.
2. Select a field, and then choose the OK button. The Field Caption field is filled in with the field name.
3. In the Default Value field, enter an appropriate value. In some cases, you may want to use a value that is
not a value that is available in the database. In that case, you can select the Skip Relation Check check
box, to make it possible to apply data without error.
TIP
Since the Default Value field does not have a look up to the corresponding Business Central field options, you
copy and paste the value that you want from the related page into the template.
4. Select the Mandator y check box if users must fill in the field in question.
NOTE
The check box is informational only. No business logic is enforced. For example, ushers cannot post an invoice if
posting groups have not been set up. You can select the Mandator y check box for those fields to have the user
fill them in and thereby avoid a posting error later.
NOTE
You may encounter the following error when you run an English version of Excel, but have your regional settings
configured for a non-English language: "Old format or invalid type library." To fix this error, make sure that the language
pack for the non-English language is installed.
NOTE
If the data in the tables in the configuration package contains dates, for example, posting dates on invoices, the dates are
considered in the time zone specified in Business Central.
WARNING
The Apply Template function overwrites existing data in a record. If this function is used in master data migration, it will
overwrite the imported data when you create records.
See Also
Setting Up a Company With RapidStart Services
Administration
Register New Customers
Migrate Customer Data
4/1/2021 • 12 minutes to read • Edit Online
You can migrate existing customer data from an existing ERP system to Business Central using the data
migration tools of RapidStart Services. You can use Excel files as the data carrier. You can also manually move
the data by entering it directly in the company.
NOTE
Fields of type Blob cannot be exported/imported using Excel.
The Migration Over view and Config. Worksheet pages provide access to the functions and views to
perform all the tasks that relate to data migration. We recommend that you migrate one table at a time, to
handle dependencies in your data. In migration, you will also touch the master data tables, which contain
information about customers, vendors, items, contacts, and the general ledger.
NOTE
You cannot rename a file that is not already a RapidStart Services configuration package as a .rapidstart configuration
package file and then try to import it. If you try to do so, you will receive an error message.
Before you start, you must make sure that you have permission to run the RapidStart Services objects. For
example, you can have the SUPER or D365 RAPIDSTART permission sets. We also recommend that you are on a
Role Center with links to RapidStart Services, such as the Administration Role Center. For more information, see
To change the role.
IMPORTANT
When exporting and importing configuration packages between two company databases, the databases should have the
same schema to make sure that all data is transferred successfully. This means that the databases should have the same
table and field structure, in which the tables have the same primary keys and fields have the same IDs and data types.
You can import a configuration package that has been exported from a database that has a different schema than that
target database. However, any tables or fields in the configuration package that are missing in the target database will not
be imported.
Tables that have different primary keys and fields that have different data types will also not be successfully imported. For
example, if the configuration pack includes table 50000 Customer that has primary key Code20 and the database to
which you import the pack includes table 50000 Customer Bank Account that has the primary key Code20 + Code
20 , data will not be imported.
NOTE
The data migration information is based on configuration templates, if you specify one. You must update the
template first to change the list of fields.
6. To review the field selections, select a table, and then, on the Lines tab, choose the Fields action.
Compare and review the number of fields that are available to the number of fields whose data has been
applied.
If the selection of tables does not meet your needs, you can create one or more new data migration files. If the
files are sufficient, you can continue with the data migration using Excel or XML files.
TIP
A file can only be used to migrate a field that has its FieldClass property set to Normal.
1. Choose the icon, enter Configuration Package , and then choose the related link.
2. Select and open the package that you want to use to migrate data, and then choose the Get Tables action.
The Get Package Table page opens.
3. In the TableID field, enter a table number or select a table from the list, for example, table 18, Customer . The
Table Name field is automatically filled in.
4. Select the new migration table, and then, on the Tables tab, choose the Fields action. The Migration Fields
page opens.
5. Clear the Include Field check box for any field that you do not want to import, and then choose the Set
Included or the Clear Included action.
IMPORTANT
If the Include Field check box is selected by default, that field is part of the primary key. The selection should not be
cleared, or errors will be introduced and the record cannot be imported.
If you include a field that has a relationship with another table, the Validate Field check box is automatically selected.
Validation can result in the update of other fields in this and other tables and is executed in the order of the field number.
IMPORTANT
Do not change the columns in the Excel worksheets. If they are moved, changed, or deleted, the worksheet cannot be
imported into Business Central.
1. In Excel, open the exported data file. There is a worksheet with the name of the table.
2. Rename Sheet1 to indicate that the worksheet will be used to transform the data. Copy the header row
without its formatting from the exported table to the new worksheet.
3. On a third worksheet, copy all your customer data. Rename the sheet to be called e.g. Legacy Data.
4. Make an Excel formula to map data in the transformation worksheet between the fields in the exported
worksheet and customer legacy data.
5. When you have mapped all of the data, copy the range of data onto the table worksheet.
6. Save the file and make sure that you do not change the file type.
You are now ready to import the data migration files that contain customer legacy data into Business Central.
To import customer data
When the customer data has been entered in the data migration files in Excel, you import the files into Business
Central.
1. Open the Config. Package Card page.
2. Select the table for which you want to import data, and then, on the Tables tab, choose the Impor t from
Excel action.
3. Locate and open the file that you want to import data from.
4. On the Config. Package Impor t Preview page, review the content that will be imported.
The Config. Package Impor t Preview page provides an overview of the Excel file content to be
imported. It also indicates if a new configuration package is created or the existing one is updated, and if
new configuration package lines (tables) are created or existing ones are updated.
5. Choose the Impor t action
Data from the file is imported into the configuration package tables. In the No. of Package Records field, you
can see the number of records that have been imported. In addition, you can see the number of migration
errors.
NOTE
In most cases, invalid data is not created in the database. However, the application can occasionally be blocked if an
imported migration table contains errors.
1. On the Migration Over view page, review the No. of Migration Errors field to see whether any errors
occurred during import.
2. If there are errors, select the migration table, and then, on the Tables tab, choose the Errors action. The
Invalid check box is selected for each record that has an error.
3. To review errors, select a line, and then choose the Show Error action.
The Error Text field contains the reason for the error. The Field Caption field contains the caption of the
field that contains the error.
4. To correct an error or otherwise make an update, on the Migration Over view page, choose the
Migration Record action, and then, on the Migration Record page, correct the record with the error.
When you make a correction, the record is removed from the list of records on the Migration Data Errors
page.
You are now ready to apply the customer's data to the database.
See Also
Setting Up a Company With RapidStart Services
Administration
Create Custom Company Configuration Packages
4/1/2021 • 2 minutes to read • Edit Online
As you grow your business, you will likely come to rely on a set of company types that you use with most of
your customers. You can streamline your implementation process by turning these types into company
configuration packages that are available for reuse.
In general, create a configuration package per functional area, for example, create a package for your
manufacturing functionality. That lets you apply and set up new areas in a company as you need them
Another approach would be to create a package that includes the tables that define setup, such as the following:
Fixed Asset Setup
General Ledger Setup
Inventory Setup
Manufacturing Setup
Purchases and Payables Setup
Marketing Setup
Service Setup
Sales and Receivables Setup
Warehouse Setup
General Posting Setup
VAT Posting Setup
Inventory Posting Setup
To see a complete list of setup tables, Choose the icon, enter Manual Setup , and then choose the related link.
IMPORTANT
Use caution if you choose tables or fields that have the same temporal name but are differentiated by special characters,
such as %, &, <, >, (, and ). For example, table "XYZ" might contain the "Field 1" and "Field 1%" fields.
The XML processor accepts only some special characters, and will remove those it does not. If removing a special
character, such as the % sign in "Field 1%," results in two or more tables or fields with the same name an error will occur
when you export or import a configuration package.
When you configure companies using RapidStart Services, there are some tips and tricks that you can take
advantage of to help your implementation go smoothly.
Configuration questionnaires
To aid the process of filling out a configuration questionnaire, consider defining default answers to indicate best
practices.
Migrating transactions
We recommend that you migrate opening balances in the following order.
1. Migrate general ledger opening balances without using the general ledger account subledgers. Use specific
opening balance offsetting accounts, one set up for each subledger. Set up the offsetting accounts to enable
direct postings.
2. Migrate open customer ledger entries.
3. Migrate open item ledger entries.
4. Migrate open fixed asset entries.
See Also
Setting Up a Company With RapidStart Services
Administration
Set Up Email
5/17/2021 • 14 minutes to read • Edit Online
People in businesses send information and documents, such as sales and purchase orders and invoices, by email
every day. Administrators can make that easier to do by connecting one or more email accounts to Business
Central, so you can send documents without having to open an email app. You can compose each message
individually with basic formatting tools, such as fonts, styles, colors, and so on, and add attachments of up to
100MB. Administrators can also set up report layouts that include only the key information from documents.
For more information, see Send Documents by Email.
The email capabilities in Business Central are for outbound messages only. You cannot receive replies, that is,
there is no inbox page in Business Central.
NOTE
If you are using Business Central on-premises, before you can set up email you must create an app registration for
Business Central in Azure portal. The app registration will enable Business Central to authorize and authenticate with your
email provider. For more information, see Setting Up Email for Business Central On-Premises. In Business Central online,
we handle this for you.
Required Permissions
To set up email, you must have the EMAIL SETUP permission set. For more information, see Assign Permissions
to Users and Groups.
Microsoft 365 Everyone sends email from a shared When all messages come from the
mailbox in Exchange Online. same department, for example, your
sales organization sends messages
from a sales@cronus.com account. This
requires that you set up a shared
mailbox in the Microsoft 365 admin
center. For more information, see
Shared mailboxes.
Current User Everyone sends email from the Allow communications from individual
account they used to sign in to accounts.
Business Central.
EXT EN SIO N DESC RIP T IO N EXA M P L ES O F W H EN TO USE
Other (SMTP) Use SMTP protocol to send emails. Allow communications through your
SMTP mail server.
NOTE
The Microsoft 365 and Current User extensions use the accounts you set up for users in the Microsoft 365 admin
center for your Microsoft 365 subscription. To send email using the extensions, users must have a valid license for
Exchange Online.
NOTE
If you have customizations that rely on the legacy SMTP email setup, there is a chance that something will go wrong with
your customizations if you start using email extensions. We recommend that you set up and test the extensions before
you turn on the feature switch for enhanced email capabilities.
IMPORTANT
If you are using Business Central on-premises, you can use the OAuth 2.0 for authentication but you must create an
application registration in the Azure portal, and then run the Set up Azure Active Director y assisted setup guide in
Business Central to connect to Azure AD. For more information, see Create an App Registration for Business Central in
Azure Portal.
NOTE
You must have a default email account, even if you add only one account. The default account will be used for all email
scenarios that are not assigned to an account. For more information, see Assign Email Scenarios to Email Accounts.
1. Choose the icon, enter Set Up Email Accounts , and then choose the related link.
2. Fill in the fields as necessary. Hover over a field to read a short description.
Set Up Reusable Email Texts and Layouts for Sales and Purchase
Documents
You can use reports to include key information from sales and purchase documents in texts for emails. This
procedure describes how to set up the Sales - Invoice report for posted sales invoices, but the process is
similar for other reports.
1. Choose the icon, enter Repor t Selections Sales , and then choose the related link.
2. On the Repor t Selection - Sales page, in the Usage field, select Invoice .
3. On a new line, in the Repor t ID field, select, for example, standard report 1306.
4. Select the Use for Email Body check box.
5. Choose the Email Body Layout Description field, and then select a layout from the list.
Report layouts define both the style and the content of the text in the email, including texts such as a
greeting or instructions that precede the document information. If your organization has many layouts,
you can see all available report layouts if you choose the Select from full list .
6. To view or edit the layout that the email text is based on, select the layout on the Custom Repor t
Layouts page, and then choose the Update Layout action.
7. If you want to offer customers to pay for sales electronically, you can set up the related payment service,
such as PayPal, and then have the PayPal information and link inserted in the email text. For more
information, see Enable Customer Payments Through PayPal.
8. Choose the OK button.
Now, when you choose, for example, the Send action on the Posted Sales Invoice page, the email body will
contain the document information of report 1306 preceded by styled standard text according to the report
layout that you selected in step 5.
To set up the substitute sender address for all outbound email messages
1. In the Exchange admin center for your Microsoft 365 account, find the mailbox to use as the substitute
address, and then copy or make a note of the address. If you need a new address, go to your Microsoft 365
admin center to create a new user and set up their mailbox.
2. In Business Central choose the icon, enter SMTP Email Setup , and then choose the related link.
3. In the Send As field, enter the substitute address.
4. Copy or make a note of the address in the User ID field.
5. In the Exchange admin center , find the mailbox to use as the substitute address, and then enter the
address from the User ID field in the Send As field. For more information, see Use the EAC to assign
permissions to individual mailboxes.
To use the substitute address in approval workflows
1. In Business Central choose the icon, enter SMTP Email Setup , and then choose the related link.
2. Copy or make a note of the address in the User ID field.
3. Choose the icon, enter Approval User Setup , and then choose the related link.
4. In the Exchange admin center , find the mailboxes for each user listed in the Approval User Setup page,
and in the Send As field enter the address from the User ID field of the SMTP Email Setup page in
Business Central. For more information, see Manage permissions for recipients.
5. In Business Central choose the icon, enter SMTP Email Setup , and then choose the related link.
6. To enable substitution, turn on the Allow Sender Substitution toggle.
NOTE
Business Central will determine which address to display in the following order:
1. The address specified in the E-Mail field on the Approval User Setup page for messages in a workflow.
2. The address specified in the Send As field in the SMTP Email Setup page.
3. The address specified in the User ID field in the SMTP Email Setup page.
Set Up Public Folders and Rules for Email Logging in Exchange Online
Get more out of the communications between salespeople and your existing or potential customers by tracking
email exchanges, and then turning them into actionable opportunities. For more information, see Track Email
Message Exchanges Between Salespeople and Contacts.
Before you can set up email logging, you must prepare your Exchange Online with public folders. You can do
this in the Exchange admin center, or you can use the Exchange Management Shell.
TIP
If you want to use the Exchange Management Shell, you can find inspiration for how to set up your script in a sample
script that we published to the BCTech repo.
The following list describes the main steps with links to learn more.
Create an admin role for public folders based on the information in the following table:
P RO P ERT Y VA L UE
Selected members The email of the user account that Business Central will
use to run the email logging job
P RO P ERT Y VA L UE
For more information, see Create a public folder mailbox in Exchange Server.
Create new public folders
Create a new public folder with the name Email Logging in the root so that the full path to the folder
becomes \Email Logging\
Create two subfolders so that the the result is the following full paths to the folders:
\Email Logging\Queue\
\Email Logging\Storage\
For more information, see Create a public folder.
Mail-enable the Queue public folder
For more information, see Mail-enable or mail-disable a public folder
Mail-enable sending emails to the Queue public folder using Outlook or the Exchange Management Shell
For more information, see Allow anonymous users to send email to a mail-enabled public folder
Set the email logging user as an owner of both public folders, Queue and Storage public folders using
Outlook or the Exchange Management Shell based on the information in the following table:
P RO P ERT Y VA L UE
User The email of the user account that Business Central will
use to run the email logging job
A rule for incoming email Log Email Sent to This The sender is located BCC the email account
Organization Outside the organization, that is specified for the
and the recipient is Queue public folder
located Inside the
organization
A rule for outgoing email Log Email Sent from This The sender is located BCC the email account
Organization Inside the organization, that is specified for the
and the recipient is Queue public folder
located Outside the
organization
For more information, see Manage mail flow rules in Exchange Online and Mail flow rule actions in
Exchange Online.
NOTE
If you make changes in the Exchange Management Shell, the changes become visible in the Exchange admin center after a
delay. Also, the changes made in Exchange will be available in Business Central after a delay. The delay might be several
hours.
Next, you connect Business Central with Exchange Online. For more information, see Track Email Message
Exchanges Between Salespeople and Contacts.
If you are using a legacy SMTP setup or the SMTP connector and want to use OAuth for authentication, the
permissions are slightly different. The following table lists the permissions.
A P I / P ERM ISSIO N N A M E TYPE DESC RIP T IO N
Office 365 Exchange Online / Delegated Sign in and read user profile.
User.Read
When you create your app registration, note the following information. You will need it to connect Business
Central to your app registration.
Application (client) ID
Redirect URI (optional)
Client secret
For general guidelines for registering an app, see Quickstart: Register an application with the Microsoft identity
platform.
NOTE
If you have trouble using the legacy SMTP setup to send email after you connect Business Central to your app
registration, it might be because SMTP AUTH is not enabled for your tenant. We recommend that you use the
Microsoft 365 and Current User email connectors instead, because they use Microsoft Graph Mail APIs.
However, if you must use the SMTP setup you can enable SMTP AUTH. For more information, see Enable or
disable authenticated client SMTP submission (SMTP AUTH) in Exchange Online.
Connect Business Central to Your App Registration
After you register your application in Azure portal, in Business Central, use the Email Application AAD
Registration assisted setup guide to connect Business Central to it.
1. In Business Central, choose the icon, enter Email Application AAD Registration , and then choose the
related link.
2. Fill in the fields as necessary. Hover over a field to read a short description.
TIP
Alternatively, if you are connecting for the first time, you can run the Set up email assisted setup guide. The guide will
require the information for connecting to your app registration.
See Also
Shared mailboxes in Exchange Online
Working with Business Central
Setting Up Business Central
Send Documents by Email
Customizing Business Central Using Extensions
Using Business Central as Your Business Inbox in Outlook
Getting Business Central on My Mobile Device Getting Business Central on My Mobile Device Analyzing Email
Telemetry (administration content)
Using Business Central as your Business Inbox in
Outlook
5/28/2021 • 5 minutes to read • Edit Online
Business Central introduces the ability to manage business interactions with your customers and vendors,
directly in Microsoft Outlook. With the Business Central Outlook add-ins, you can see financial data related to
customers and vendors, as well as create and send financial documents, such as quotes and invoices.
TIP
If you use the new Outlook on the web, then the Business Central add-ins can be hidden under More actions . If you
use the add-in often, you can pin it so that it is always immediately visible. For more information, see Using add-ins in
Outlook on the web.
If you work with more that one Business Central company, you can easily switch between companies in Outlook.
In the add-in's action bar, choose More Actions , and then you can see the option for switching between
companies.
NOTE
Switching between companies requires Business Central 2019 release wave 2 or later as announced in the release plan.
Some companies using Microsoft 365 restrict users' permissions to deploy add-ins. So you must make sure that
you have a Microsoft 365 subscription that includes email and allows you to deploy add-ins. If you want to try
out the add-in anyway, you can try Microsoft 365 for free.
You can see the same contacts in Business Central as you see in Outlook if you set up contact synchronization.
For example, if you are a sales person, you might do some of your work in Outlook and some of your work in
Business Central. If the contacts are the same in both places, your work is more straightforward.
A dedicated folder in Outlook makes contacts easy to find, and you can set a filter to synchronize only the
contacts from Business Central that you want to see in Outlook. Once the contact synchronization is set up, you
can start synchronization manually or set up an automatic synchronization that will keep the contacts in sync on
a scheduled basis.
Set Up Synchronization
You set up how you want to synchronize contacts with Outlook on the Exchange Sync. Setup page in Business
Central. As a prerequisite, your user profile in Business Central must specify your Microsoft 365 email account.
You can check this in the Microsoft 365 Authentication section of your user profile in the Users list.
Then, on the Exchange Sync. Setup page, you can validate that the connection to Exchange is working and
then set up contact synchronization. Open the Contact Sync. Setup page and start the synchronization.
Optionally, set a filter for which contacts to synchronize between Business Central and Outlook. For example,
you can set a filter on name, type, company, or similar. You can also change the default name of the folder that
the contacts will synchronize to in Outlook. The default name is Business Central.
Once this synchronization has been set up, any changes to that you make to the contact in either Outlook or in
Business Central is synchronized to the other.
Each of your coworkers can also set up their own Exchange synchronization and set their own filter on which
contacts to synchronize.
Synchronize Contacts
If you are used to working with contacts in Business Central, then you will find it easy to start the
synchronization manually whenever it suits you from the Contacts list. Simply choose the Sync with
Microsoft 365 action, and then decide if you want to change the filter that you have set up. When you choose
the OK button, the synchronization starts immediately, and the latest changes are applied to your contacts in
Outlook.
In the Contacts list, you can synchronize contacts in two ways:
Sync with Microsoft 365
This action synchronizes all changes from Business Central to Microsoft 365 since the previous
synchronization, based on the last modified date. Any new contacts from Microsoft 365 will be
synchronized back to Business Central as well. This is typically faster than doing a full sync.
Full Sync with Microsoft 365
This action synchronizes all contacts in both directions regardless of the last sync date and last modified
date.
In both cases, contacts are only synchronized from Outlook if they have the required fields filled in. The required
fields to synchronize to Microsoft 365 are Name , Email address and they must be of type Person. Business
Central is the master of the contact information, so the Business Central contact information will be saved in the
event of duplicates.
In Outlook, the contacts from Business Central are shown in a folder under Other contacts in the People view.
If you are not familiar with the People view in Outlook, then you can get to it from the navigation options in the
bottom left corner of Outlook.
See Also
Getting Ready for Doing Business
Finance
Sales
Purchasing
Using contacts (People) in Outlook on the web
Optimizing Outlook for Your Business Inbox
5/17/2021 • 2 minutes to read • Edit Online
This article discusses things you can do to get the best possible experience with the Business Inbox in Microsoft
Outlook.
Update Outlook
Update to Outlook version 2012 or newer.
NOTE
If you are unable to update Outlook to version 2012 or later, make sure that you at least update to version 1905. This
prevents the Outlook Add-in from running using legacy Internet Explorer components
See Also
Getting Ready for Doing Business
Getting Business Central on my Mobile Device
Send Documents by Email
Finance
Sales
Purchasing
Minimum Requirements for Outlook
Using add-ins in Outlook on the web
Using Business Central without Outlook
4/1/2021 • 2 minutes to read • Edit Online
Business Central has deep integration with Microsoft 365, and you can use Business Central as your business
inbox in Outlook. But if you do not have Outlook, you can work with Business Central in the browser or on your
mobile device.
Sending Email
You can send documents such as invoices as email using your business email address. From your Role Center,
you can access an assisted setup guide that helps you set up email. If you do not use a Microsoft 365 email
account, you must specify technical information about your mail server. If you do not have this information
available, please contact your IT support staff.
See Also
Getting Ready for Doing Business
Using Business Central as your Business Inbox in Outlook
Getting Business Central on my Mobile Device
Send Documents by Email
Report Selection in Business Central
4/1/2021 • 2 minutes to read • Edit Online
You can set up default reports that will be used to print the various documents for sales and purchases, such as
orders, quotes, invoices, and credit memos. For example, if you have a specific layout for sales invoices, you can
specify that report in the Repor t Selections - Sales page so that it will be used to send or print sales invoices.
The Repor t Selections pages specify which report will be printed in different situations. Business Central
includes default configurations, but of course you can change these defaults. You can also add reports to the
Repor t Selection pages if you want to print more than one report per document type, for example.
A REA O R TA SK L EA RN M O RE
Example of how report selection works (Sales) Report selection for sales documents
Default layout for emails with sales and purchase documents Set Up Reusable Email Texts and Layouts for Sales and
Purchase Documents
Define reports for VAT reporting (Germany) Set Up Reports for VAT and Intrastat
TIP
Your Business Central can include additional Repor t Selection pages, depending on your location and industry, for
example. You can always check your setup by choosing the icon, entering Repor t Selections , and then choose the
relevant link.
The default version of Business Central includes the following Repor t Section pages:
Repor t Selection - Sales
Repor t Selection - Purchase
Repor t Selection - Inventor y
Repor t Selection - Cash Flow
Repor t Selection - Warehouse
Repor t Selection - Bank Account
Repor t Selections Reminder/Finance Charge
Use for Email Body Specifies that summarized information, such as invoice
number, due date, and payment service link, will be inserted
in the body of the email that you send.
Use for Email Attachment Specifies that the related document will be attached to the
email.
Email Body Layout Description Specifies the email body layout that is used, typically a
custom report layout.
See also
Set Up Reusable Email Texts and Layouts for Sales and Purchase Documents
Select a Check Layout
Set Up Reports for VAT and Intrastat (Germany)
Managing Report and Document Layouts
Define Document Layouts for Customers and Vendors
Set Up Printers
Using Business Central as your Business Inbox in
Outlook
5/28/2021 • 5 minutes to read • Edit Online
Business Central introduces the ability to manage business interactions with your customers and vendors,
directly in Microsoft Outlook. With the Business Central Outlook add-ins, you can see financial data related to
customers and vendors, as well as create and send financial documents, such as quotes and invoices.
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If you use the new Outlook on the web, then the Business Central add-ins can be hidden under More actions . If you
use the add-in often, you can pin it so that it is always immediately visible. For more information, see Using add-ins in
Outlook on the web.
If you work with more that one Business Central company, you can easily switch between companies in Outlook.
In the add-in's action bar, choose More Actions , and then you can see the option for switching between
companies.
NOTE
Switching between companies requires Business Central 2019 release wave 2 or later as announced in the release plan.
Some companies using Microsoft 365 restrict users' permissions to deploy add-ins. So you must make sure that
you have a Microsoft 365 subscription that includes email and allows you to deploy add-ins. If you want to try
out the add-in anyway, you can try Microsoft 365 for free.
You can see the same contacts in Business Central as you see in Outlook if you set up contact synchronization.
For example, if you are a sales person, you might do some of your work in Outlook and some of your work in
Business Central. If the contacts are the same in both places, your work is more straightforward.
A dedicated folder in Outlook makes contacts easy to find, and you can set a filter to synchronize only the
contacts from Business Central that you want to see in Outlook. Once the contact synchronization is set up, you
can start synchronization manually or set up an automatic synchronization that will keep the contacts in sync on
a scheduled basis.
Set Up Synchronization
You set up how you want to synchronize contacts with Outlook on the Exchange Sync. Setup page in Business
Central. As a prerequisite, your user profile in Business Central must specify your Microsoft 365 email account.
You can check this in the Microsoft 365 Authentication section of your user profile in the Users list.
Then, on the Exchange Sync. Setup page, you can validate that the connection to Exchange is working and
then set up contact synchronization. Open the Contact Sync. Setup page and start the synchronization.
Optionally, set a filter for which contacts to synchronize between Business Central and Outlook. For example,
you can set a filter on name, type, company, or similar. You can also change the default name of the folder that
the contacts will synchronize to in Outlook. The default name is Business Central.
Once this synchronization has been set up, any changes to that you make to the contact in either Outlook or in
Business Central is synchronized to the other.
Each of your coworkers can also set up their own Exchange synchronization and set their own filter on which
contacts to synchronize.
Synchronize Contacts
If you are used to working with contacts in Business Central, then you will find it easy to start the
synchronization manually whenever it suits you from the Contacts list. Simply choose the Sync with
Microsoft 365 action, and then decide if you want to change the filter that you have set up. When you choose
the OK button, the synchronization starts immediately, and the latest changes are applied to your contacts in
Outlook.
In the Contacts list, you can synchronize contacts in two ways:
Sync with Microsoft 365
This action synchronizes all changes from Business Central to Microsoft 365 since the previous
synchronization, based on the last modified date. Any new contacts from Microsoft 365 will be
synchronized back to Business Central as well. This is typically faster than doing a full sync.
Full Sync with Microsoft 365
This action synchronizes all contacts in both directions regardless of the last sync date and last modified
date.
In both cases, contacts are only synchronized from Outlook if they have the required fields filled in. The required
fields to synchronize to Microsoft 365 are Name , Email address and they must be of type Person. Business
Central is the master of the contact information, so the Business Central contact information will be saved in the
event of duplicates.
In Outlook, the contacts from Business Central are shown in a folder under Other contacts in the People view.
If you are not familiar with the People view in Outlook, then you can get to it from the navigation options in the
bottom left corner of Outlook.
See Also
Getting Ready for Doing Business
Finance
Sales
Purchasing
Using contacts (People) in Outlook on the web
Using Business Central without Outlook
4/1/2021 • 2 minutes to read • Edit Online
Business Central has deep integration with Microsoft 365, and you can use Business Central as your business
inbox in Outlook. But if you do not have Outlook, you can work with Business Central in the browser or on your
mobile device.
Sending Email
You can send documents such as invoices as email using your business email address. From your Role Center,
you can access an assisted setup guide that helps you set up email. If you do not use a Microsoft 365 email
account, you must specify technical information about your mail server. If you do not have this information
available, please contact your IT support staff.
See Also
Getting Ready for Doing Business
Using Business Central as your Business Inbox in Outlook
Getting Business Central on my Mobile Device
Send Documents by Email
Business Central and Microsoft Teams Integration
5/19/2021 • 2 minutes to read • Edit Online
Features overview
The Business Central app for Teams offers the following features.
Look up details of customers, vendors, and other contacts
No matter where you are in Teams, you can look up details about customers, vendors, and other Business
Central contacts. This feature not only lets you view general information about contacts, but also gives access to
interaction history, related documents, and more.
You can also share contact details in a conversation. From there, participants have access to even more details
about the contact as well.
For more information, see Searching for Contacts from Microsoft Teams.
Share records in conversations
Copy a link to any Business Central record and paste it into a Teams conversation to share with your coworkers.
The app will then expand the link into a compact, interactive card that displays information about the record.
Once in the conversation, you and coworkers can view more details about the record, edit data, and take action -
without leaving Teams.
For more information, see Share Records in Microsoft Teams.
Get Started
1. A Business Central online user account is required for Business Central app for Teams.
If you’re not sure whether you have an account, or if you don’t know your credentials for signing in,
contact your company administrator to help you get started.
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If your organization doesn't have a Business Central subscription, you can sign up for a free trial. For more
information, see Getting Started with a Trial.
2. As an administrator, see Managing Microsoft Teams Integration with Business Central for information
about getting users set up to work with Business Central and Teams.
3. Install Business Central app in Teams. See Install the Business Central App for Microsoft Teams.
4. Once the app is installed, you're ready to go. See Searching for Customers, Vendors, and Other Contacts
from Microsoft Teams and Share Records in Microsoft Teams.
See Also
Teams FAQ
Troubleshooting Teams
Developing for Teams Integration
In Microsoft Teams
Minimum requirements
This section describes the minimum requirements for the Business Central app features to work in Teams.
Required licenses
This table gives you an overview of the licenses needed for the Business Central app features to work in
Teams.
W H AT T EA M S L IC EN SE B USIN ESS C EN T RA L L IC EN SE
In Business Central
Minimum requirements
Business Central version:
Business Central 2021 release wave 1 or later. Teams integration is only supported for Business Central
online; not on-premises.
Codeunit 2718 Page Summar y Provider is published as a web service:
This codeunit is published as a web service by default. The codeunit is part of the Business Central system
application. It's used to get the field data for a Business Central page added to a Teams conversation. For
information about publishing web services, see Publish a Web Service.
User permissions:
For the most part, the contact search, pages, and data that users can view and edit in a Teams
conversation is controlled by their permissions in Business Central.
To search for contacts, users must have at least read permission to the Contacts table.
To paste a Business Central link into a Teams conversation and have it expand into a card, users must
have at least read permission on the page and its data.
Once a card is submitted into a conversation, any user in that conversation can view that card without
permission to Business Central.
To view more details for a card or open the record in Business Central, users must have read
permission on the page and its data.
To change data, user's need modify permissions.
For information about permissions, see Assign Permissions to Users and Groups.
See Also
Business Central and Microsoft Teams Integration Overview
Install the Business Central App for Microsoft Teams
Teams FAQ
Troubleshooting Teams
Developing for Teams Integration
Prerequisites
A Business Central online user account is required for Business Central app for Teams.
If you’re not sure whether you have an account, or if you don’t know your credentials for signing in,
contact your company administrator to help you get started.
Access to the Teams desktop app or Teams in the browser. You can't install the Business Central by using
Teams mobile app.
Your organization's policies allow you to install apps in Microsoft Teams.
NOTE
With either option, You may be asked to sign in to Business Central. Select the sign in link, and follow the instructions to
enter sign-in name and password for Business Central.
Next step
You're now ready to use the app in Teams to search for contacts or share Business Central records. For more
information, see Searching for Customers, Vendors, and Other Contacts from Microsoft Teams or Share Records
in Microsoft Teams.
See Also
Business Central and Microsoft Teams Integration Overview
Teams FAQ
Troubleshooting Teams
Developing for Teams Integration
Start a free trial!
Searching for Customers, Vendors, and Other
Contacts from Microsoft Teams
4/22/2021 • 4 minutes to read • Edit Online
Prerequisites
You have access to Microsoft Teams.
You've installed the Business Central app in Teams. For more information, see Install the Business Central App
for Microsoft Teams
You've got a Business Central account with access to contacts in at least one company.
NOTE
Whether you searching from the command box or message compose box, you may be asked to sign in or set up the app
the first time. This step is necessary to search for contacts in the right Business Central company. For information about
setting up the app to choose your company, see Changing Company and Other Settings in Teams.
2. In the Business Central box, start typing search text, like a name, address, or phone number.
As you type, matching results will appear.
2. In the Business Central box, start typing search text, like a name, address, or phone number.
As you type, matching results will appear.
3. Select a contact from the results.
The contact card appears in the message compose box.
NOTE
The contact card isn't sent to the conversation right away for others to see. You have the opportunity to review
the contents of the card, and add text before or after it as you like. Then, send your message to the chat when
ready.
NOTE
All participants in a Teams conversation will be able to view cards for Business Central contact that you submit to a
conversation. But to view more details about records, by using the Details or Pop out buttons on a card, they'll need
access to Business Central. For more information, see Managing Microsoft Teams Integration.
See Also
Business Central and Microsoft Teams Integration Overview
Install the Business Central App for Microsoft Teams
Teams FAQ
Troubleshooting Teams
Developing for Teams Integration
Overview
The Business Central app lets you:
Copy a link to any Business Central record and paste it into a Teams conversation to share with your
coworkers. The app will then expand the link into a compact, interactive card that displays information about
the record.
Once in the conversation, you and coworkers can view more details about the record, edit data, and take
action—without leaving Teams.
Prerequisites
You have access to Microsoft Teams.
You've installed the Business Central app in Teams. For more information, see Install the Business Central App
for Microsoft Teams
NOTE
All participants in a Teams conversation will be able to view cards for Business Central records that you submit to the
conversation. But to view more details about records, by using the Details or Pop out buttons on a card, they'll need
access to Business Central. For more information, see Managing Microsoft Teams Integration.
4. Go to Teams and start a conversation, which can be chat with a person, group of persons, or a team
channel.
5. Paste the URL in the message box where you compose a message.
6. The first time you paste a link into a conversation, you'll be asked to sign in to Business Central and give
consent for the app to retrieve data. Just follow the on-screen instructions.
NOTE
You'll only have to do this step once.
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After the card appears, and before you select Send , you can delete the pasted URL if you like.
10. To view more details or make changes to the record shown in the card, select Details . For more
information, see the next section.
See Also
Business Central and Microsoft Teams Integration Overview
Install the Business Central App for Microsoft Teams
Teams FAQ
Troubleshooting Teams
Developing for Teams Integration
2. From the command box at the top, search for @Business Central , select ... (More options) , then select
Settings .
See Also
Business Central and Microsoft Teams Integration Overview
Install the Business Central App for Microsoft Teams
Teams FAQ
Troubleshooting Teams
Developing for Teams Integration
WH O C A RD C A RD DETA IL S
Message author Displays in the language that's Displayed in the language that's
specified for you in Teams. If Business specified for you in Business Central.
Central doesn't offer that same which may include languages from
language, the card is displayed in language apps provided by partners.
English.
Message recipient Displays in the language of the Displays in the language that's
message author. specified for you in Business Central.
For the list of supported languages for Business Central, see Supported languages.
Does the Business Central app work with industry solutions?
Yes. But only some features of the app work with Embed apps:
The app works with links based on the *.bc.dynamics.com pattern that's typically used with Embed apps.
Contact search isn't available for Embed apps that replace the base application from Microsoft.
Where can I find Teams integration inside the Business Central Web client?
There's currently no embedding of Teams controls or presence of Teams features inside the Business Central
Web client or other clients.
Does Business Central work with the Teams mobile app?
Yes. The Business Central app can be installed from the Teams desktop app or browser, or by an administrator
for all users. Once installed, the Business Central app is automatically available in Teams for iOS and Android. On
mobile devices, you can only view cards sent by others, access details, or pop out the card to the full experience
in the Business Central mobile app. You can't paste links that expand into cards when composing messages or
search for contacts. For minimum requirements for mobile, see Minimum Requirements for Using Business
Central.
Is the Business Central app for Teams the same as the Business Central app for iOS and Android?
No. The app for Teams is an add-in to Microsoft Teams and exclusively designed for collaborative experiences
that light up within Teams. On the other hand, the Business Central mobile app delivers a rich experience for you
to work with Business Central data on your mobile devices.
Mobile users are encouraged to install both the mobile app and the app for Teams to get the most out of
Business Central. With both installed, you can choose the Pop out action on a card in Teams to open the card
details in the Business Central mobile app. For information about installing the Business Central and Teams
mobile apps, see:
Get Business Central on Your Mobile Device
Get the Teams mobile app on Microsoft Support
Does the Business Central app work in all Teams clients?
No. The Business Central app for Teams isn't supported when installed as a package for macOS or Linux. On
these platforms, you can access Teams using a supported browser instead.
For minimum requirements in Business Central, see Minimum Requirements for Using Business Central.
For information about the choice of Teams clients and how to install them, see Get clients for Microsoft Teams in
the Teams documentation.
Which Teams client is best for Business Central?
There are only minor differences and limitations between Teams clients that may affect your experience with the
Business Central app for Teams. When choosing a Teams client, consider:
The camera and location can't be accessed from the details window in the Teams desktop app.
Phone numbers can't be activated from the details window in Teams for iOS, Teams for Android, or Teams in
the browser.
Using Microsoft Edge with the Teams in the browser let's you easily work across multiple identities and
accounts by signing in to Teams from different profiles. To learn about using profiles in Microsoft Edge, see
Sign in and create multiple profiles in Microsoft Edge on Microsoft Support.
What is the best way for me to demonstrate Business Central and Microsoft Teams to prospective
customers?
If you're a reselling partner, you might want to have an environment that you can show prospects as part of pre-
sales demonstrations. To avoid affecting Microsoft Teams in your organization, you can get a Microsoft 365
demo account at https://aka.ms/CDX. This account gives you full control of an independent Azure organization
that includes Microsoft Teams and Business Central. For more information, see Preparing Demonstration
Environments of Dynamics 365 Business Central.
Does the Business Central app for Teams cater for my customization and personalization?
The Business Central app for Teams can display cards for links to customer pages and tables in Business Central,
such as those pages and tables originating from your own custom extensions or from AppSource.
The fields shown on a card in Teams can also be affected by Business Central customizations installed for your
organization. Cards don't consider any role-specific customizations or user personalization. However, the card
details window shows record details as you would see them in Business Central, including any extensions, role
customizations, and user personalization.
When you search for contacts, the fields that are matched in the Contacts table and fields shown in the search
results aren't affected by any customization or personalization.
How do the permissions required by the app affect my privacy?
Before installing the Business Central app for Teams, you can review the minimum permissions required for the
app to function. By installing the app, you agree that the app has permission to receive messages and data that
you provide it, and Teams has permission to store and process those messages.
Also, some Business Central features require opening external links or access to your camera or geographic
location. For example, suppose you wanted to capture a photo of a purchase invoice for processing. The
Business Central app doesn't use these capabilities without your consent and they're only used by specific
features in the Details window. When you use one of these features for the first time, Teams will display a
dialog box asking you to grant access to the required device capabilities.
In Teams desktop, you review and adjust app permissions from the Settings window. Select your profile
picture at the top of the app, select Settings > Permissions , then select the Business Central app.
For Teams in the browser and Teams for iOS or Android, you can review or adjust permissions from your
browser or device settings.
NOTE
Exactly which Business Central features prompt you for permissions depends on the add-on apps and customizations
applied to the Business Central environment that you connect to.
See Also
Business Central and Microsoft Teams Integration Overview
Install the Business Central App for Microsoft Teams
Troubleshooting Teams
Developing for Teams Integration
NOTE
Guest users can't immediately install apps. For more information about guest users, see our FAQ about
collaborating with guests.
For technical details about Business Central URLs, see Web Client URL in the Business Central Developer and IT
Pro Help.
The details window opens, but shows an error before details are
shown
This problem can be caused by a couple things: lack of permissions in Business Central or browser settings
(when using Teams in the browser).
1. Verify your permissions in Business Central.
To view details for a card, Business Central checks your license and permissions to view that specific
record and page in the specific company and environment. If you aren't authorized for any of these
things, standard Business Central error messages about permissions appear in the details window.
For more information about permissions, see Assign Permissions to Users and Groups
2. Check your browser settings if using Teams in the browser.
Your browser's pop-up blocker must be either turned off or set to allow pop-ups from the
businesscentral.dynamics.com or bc.dynamics.com domains. For information about allowing pop-ups
for Business Central, see Setting Up Your Browser.
Your browser must have access to local browser storage for cookies and preferences as you work.
Avoid using guest or private browsing unless necessary, because they discard or block certain content
in some browsers.
For more information about minimum browser requirements, see Minimum Requirements for Using
Business Central
NOTE
It will be a while before this change takes effect.
See Also
Business Central and Microsoft Teams Integration Overview
Install the Business Central App for Microsoft Teams
Teams FAQ
Developing for Teams Integration
Getting insights into your Business Central data is easy with Power BI - a data visualization system from
Microsoft. Power BI retrieves Business Central data allowing you to build dashboards and reports based on that
data. Power BI provides a flexible alternative to reports built in Business Central, enabling you drill down and
customize the visualization, and even merge data from different companies in Business Central. Some Power BI
reports can also be embedded in Business Central and viewed without leaving the system. More complex
dashboards are better experienced from the Power BI web site.
*
* This feature requires a registered application for
Business Central in Microsoft Azure. For more information,
see Registering Business Central On-Premises in Azure AD for Integrating with Other Services.
In this article, you'll learn about the different aspects of Power BI integration with Business Central to help you
understand its implementation and use.
Components
The following table describes the major components involved with Power BI integration.
C O M P O N EN T DESC RIP T IO N
Power BI Desktop An authoring tool for building reports and dashboards, and
allows you to run reports. It's available as a free download
on Microsoft Store and is installed locally.
Power BI connectors Both. Different connectors for online and on-premises. Same
connector used for Power BI Desktop and Power BI Service
Embedded experience for viewing a given report inside a Both. Requires configuration to display reports for on-
FactBox in Business Central premises.
Architecture
Business Central integrates with Power BI through a connector using OData. The data source for Power BI
reports is exposed as OData web services.
General Flow
The following diagram illustrates the basic workflow for users when connecting Business Central to Power BI.
This article describes how to get Business Central ready for integration with Power BI. Business Central online is
already enabled for integration, although there's some information about licensing that you might want to read.
For Business Central on-premises, you'll have set up your environment to connect to Power BI before users can
work with it.
Power BI Licensing
With Business Central, users get a free Power BI license that provides access to the most common features in
Business Central and Power BI. You can also purchase a Power BI Pro license that provides access to additional
features. The following table provides an overview of the features available with each license.
For more information, see Licensing the Power BI service for users in your organization or Sign up for the Power
BI service as an individual.
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To learn about what you can do to ensure the best performance of web services, as seen from the Business Central server
(the endpoint) and from the consumer (the client), read Writing efficient Web Services.
You can make your Dynamics 365 Business Central data available as a data source in Power BI Desktop and
build powerful reports of the state of your business.
This article describes how to get started using Power BI Desktop to create reports that display Dynamics 365
Business Central data. After you create reports, you can publish them to your Power BI service, or share them
with all users in your organization. Once these reports are in the Power BI service, users that are set up for it, can
then view the reports in Dynamics 365 Business Central.
Get ready
Sign up for the Power BI service.
If you haven't already signed up, go to https://powerbi.microsoft.com. When you sign up, use your work
email address and password.
Download Power BI Desktop.
Power BI Desktop is a free application you install on your local computer. For more information, see
Quickstart: Connect to data in Power BI Desktop.
Make sure the data you want in the report is published as a web service.
There are many web services published by default. An easy way to find the web services is to search for
web services in Business Central. In the Web Ser vices page, make sure the Publish field is selected.
This task is typically an administrative task.
For more information about publishing web services, see Publish a Web Service.
For Business Central on-premises, get the following information:
The OData URL for Business Central. Typically, this URL has the format
http[s]://[computer]:[port]/[serverinstance]/ODataV4 , for example,
https://localhost:7048/BC160/ODataV4 . If you have a multi-tenant deployment, include the tenant
in the URL, for example, https://localhost:7048/BC160/ODataV4?tenant=tenant1 .
A user name and web service access key of a Business Central account.
To get data from Business Central, Power BI uses basic authentication. So, you'll need a user name
and web service access key to connect. The account might be your own user account, or your
organization may have specific account for this purpose.
Download the Business Central report theme (optional).
For more information, see Using the Business Central report theme in this article.
NOTE
Once you have successfully connected to Business Central, you won't be prompted again to sign in.
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For more information about using Power BI Desktop, see Get started with Power BI Desktop.
NOTE
This task is optional. You can always create your reports, and then download and apply the style template later.
Publish reports
After you've created or modified a report, you can publish the report to your Power BI service and also share it
with others in your organization. Once published, you'll see the report in Power BI. The report also becomes
available for selection in Business Central.
To publish a report, select Publish on the Home tab of the ribbon or from the File menu. If you're signed into
Power BI service, the report is published to this service. Otherwise, you're prompted to sign in.
NOTE
Distributing reports in this manner means that refreshing data for reports will be done individually by each user.
This situation might impact Business Central performance.
Dynamics 365 Business Central includes a Power BI FactBox control element on many key list pages. The
purpose of this FactBox is to display Power BI reports that are related to records in the lists, providing extra
insight into the data. The idea is that as you move between rows in the list, the report updates for the selected
entry.
Dynamics 365 Business Central comes ready with some of these reports. You can also create your own custom
reports that display in this FactBox. Creating these reports is similar to other reports. But there are a few design
rules you'll have to follow to make sure the reports display as expected. These rules are explained in this article.
NOTE
For general information about creating and publishing Power BI reports for Business Central, see Building Power BI
Reports to Display Dynamics 365 Business Central Data.
Prerequisites
A Power BI account.
Power BI Desktop.
You can change the width and height of the report by choosing Custom in the Type field.
If you want the background of the report to blend with the background color of the Power BI FactBox control, set
report background color to #FFFFFF (white).
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Use the Business Central theme file to build reports with the same color styling as the Business Central apps. For more
information, see Using the Business Central report theme.
Fixing problems
This section explains how to fix problems that you might run into when you try to view a Power BI report for a
list page in Business Central.
You can't see the Power BI FactBox on a list page
By default, the Power BI FactBox is hidden from view. To show the FactBox on a page, from the action bar, select
Actions > Display > Show/Hide Power BI Repor ts .
You can't see the report in the Select Report pane
The report's name doesn't contain the name of the list page that's being shown. Clear the filter to get a full list of
Power BI reports available.
Report is loaded but blank, not filtered, or filtered incorrectly
Verify the report filter contains the right primary key. In most cases, this field is the No. field, but in the G/L
Entr y table, for example, you must use the Entr y No. field.
Report is loaded, but it shows a page you didn't expect
Verify that the page you want displayed is the first page in your report.
Report appears with an unwanted gray boarder, or it's too small or too large
Verify that the report size is set to 325 pixels x 310 pixels. Save the report, and then refresh the list page.
In this article, you learn some of the basics about viewing Power BI reports in Business Central.
Overview
Power BI reports give you insight into your Business Central. Various pages in Business Central include a Power
BI reports part that can display Power BI reports. The role center is a typical page where you'll see a Power BI
reports part. Some list pages, like Items , also include a Power BI part.
Business Central works together with the Power BI service. Reports for displaying in Business Central are stored
in a Power BI service. In Business Central, you can switch the report displayed in the Power BI part to any Power
BI report available in your Power BI service. The first time you sign into Business Central, and until you connect
to a Power BI service, parts will be empty, as shown here:
Get Started
Prerequisites
If you're using Business Central on-premises, it must be enabled for Power BI integration. This task is typically
done by an administrator. For more information, see Set up Business Central on-premises for Power BI
integration.
NOTE
Business Central online is already set up to integrate with Power BI.
Sign up Power BI
Before you can use Power BI with Business Central, you'll need to sign up for the Power BI service. If you haven't
already signed up, go to https://powerbi.microsoft.com. When you sign up, use your work email address and
password.
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With Business Central online, this this step will automatically upload default Power BI reports used in Business Central to
your Power BI workspace.
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If you have Power BI Desktop, you can also create new Power BI reports. Then, once those reports are published to your
Power BI workspace, they will appear on the Power BI Repor ts Selection page.
Manage and modify reports
You can make changes to a report in the Power BI part. The changes that you make will then be published to the
Power BI service. If the report is shared with other users, they'll also see the changes, unless you save the
changes to a new report.
To modify a report, choose the Manage Repor t action from the drop-down command list in the Power BI part.
Then start making changes. Once you finish making changes, select File > Save . If it's a shared report, and you
don't want to make the change for all users, select Save As to avoid making this change for all users.
When you return to the role center, the updated report will appear. If you used Save As , you'll have to choose
Select Repor t , and then enable the new report to see it.
NOTE
This capability is not available with Business Central on-premises.
Upload reports
Power BI Reports can be distributed among users as .pbix files. If you have any .pbix files, you can upload and
share them with all users of Business Central. The reports are shared within each company in Business Central.
To upload a report, select the Upload Repor t action from the drop-down command list on the Power BI
Repor ts part. Then, locate the .pbix file that defines the reports that you want to share. You can change the
default name of the file.
After the report uploads to your Power BI workspace, it automatically uploads to other users' Power BI
workspaces.
NOTE
Uploading a report requires that you have SUPER user permissions in Business Central. Also, you can't upload reports
with Business Central on-premises. With on-premises, you upload reports directly to your Power BI workspace. For more
information, see Working with Business Central Data In Power BI.
Fixing problems
However, if something goes wrong, this section provides a workaround for the most typical issues.
You don't have a Power BI account
A Power BI account hasn't been set up. To get a valid Power BI account, you must have a license, and you must
have previously signed into Power BI to create a Power BI workspace.
Message: There are no enabled reports. Choose Select Report to see a list of reports that you can display.
This message appears if the default report failed to deploy to your Power BI workspace. Or it deployed but didn't
refresh successfully. Navigate to the report in your Power BI workspace, select Dataset , Settings , and then
manually update the credentials. Once the dataset successfully refreshes, navigate back to Business Central and
manually select the report from the Select Repor ts page.
You can't see a report on the Select Report page on a list page
It's probably because the report's name doesn't contain the name of the list page. Clear the filter to get a full list
of Power BI reports available.
In this article, you learn some of the basics about working with reports and dashboards in Power BI that use
Business Central as a data source. The article discusses some aspects that will help you get started as a Business
Central user. For general guidelines and instructions about using Power BI, see Power BI documentation for
consumers.
Get ready
Sign up for the Power BI service. If you haven't already signed up, go to https://powerbi.microsoft.com. When
you sign up, use a work email address and password.
Get started
Once you have a Power BI account, you can sign in at https://powerbi.microsoft.com/.
The Power BI service hosts all the reports available to you. To see the report, select My Workspace > Repor ts .
Then just select the report that you want to view.
With Business Central online, you'll automatically have a set of default reports on your workspace. If you want to
create your own reports, you can use Power BI Desktop to create reports, and then publish them to your
workspace. For more information, see Getting Started Building Reports in Power BI Desktop to Display
Dynamics 365 Business Central Data.
If you're using Business Central on-premises, you'll have to start from scratch by using Power BI Desktop.
Optionally, Power BI reports can be distributed as files, that you can upload.
NOTE
Uploading a report requires that you have a Premium capacity work space. For more information, see Managing Premium
capacities.
TIP
If you're using Business Central online, you can also upload a report from within Business Central. For more information,
see Working with Power BI Reports in Business Central - Upload Reports.
NOTE
You must have Power BI Pro license, and the people you share with do too. The content must be in a workspace in a
Premium capacity. For more information, see Ways to share your work in Power BI.
Dynamics 365 Business Central publishes the following Power BI apps, which provide detailed dashboards for
viewing data:
Dynamics 365 Business Central - CRM
Dynamics 365 Business Central - Finance
Dynamics 365 Business Central - Sales
Overview
Each app includes several reports that you can drill into for data, including the following features:
Choose any visual on the dashboard to bring up one of the underlying reports.
Filter the report or add fields that you want to monitor.
Pin a customized view to the dashboard to continue tracking.
You can refresh data manually, and you can set up a refresh schedule. For more information, see Configuring
scheduled refresh.
The apps are designed to work with data from any company in Business Central. When you install the Power BI
app, you specify one or more parameters to connect to your Business Central.
NOTE
You can also build your own reports and dashboards in Power BI based on your Business Central data. For more
information, see Connecting Your Business Data to Power BI.
Prerequisites
Power BI apps require permissions to the tables where data is retrieved from and the web services used to
retrieve data. The following table lists the web services required for each Power BI app:
APP W EB SERVIC ES
TIP
An easy way to find the web services is to search for web services in Business Central. In the Web Ser vices page, make
sure that the Publish field is selected for the web services listed above. For more information, see Publishing a Web
Service.
Get ready
Sign up for the Power BI service. If you haven't already signed up, go to https://powerbi.microsoft.com. When
you sign up, use your work email address and password.
You can also get starting from within Business Central. From your Home page, navigate to Repor t
Selection in the Power BI section. Select either Ser vice or My Organization from the ribbon. Either the
Organization gallery in Power BI or Microsoft AppSource opens, filtered to only display apps related to
Business Central.
3. In the Ser vices box, select Get .
This step opens the Power BI Apps page, which lets you browse for Power BI app available in
AppSource .
4. In the Search box, enter Dynamics 365 Business Central .
5. Select app that you want to use, select Get it now , and then Install .
When completed, the app will be available from Apps on the navigation menu in Power BI.
Fixing problems
The Power BI dashboard relies on the published web services that are listed above. It shows data from the
demonstration company or your own company if you import data from your current finance solution. However,
if something goes wrong, this section provides a workaround for the most typical issues.
You don't have a Power BI account
A Power BI account hasn't been set up. You must have a license to get a valid Power BI account. Also, you must
have previously signed into Power BI to create your Power BI workspace.
Message: There are no enabled reports. Choose Select Report to see a list of reports that you can display.
This message appears if the default report failed to deploy to your Power BI workspace. Or the report deployed
but didn't successfully refresh. If this problem happens, navigate to the report in your Power BI workspace, select
Dataset , Settings , and then manually update the credentials. Once the dataset successfully refreshes, navigate
back to Business Central and manually select the report from the Select Repor ts page.
You need a Power BI Pro license to install the Business Central app in Power BI
You need a Power BI Pro license to share your content, and the people you share it with do too. The content must
be in a workspace in a Premium capacity. For more information, see Ways to share your work in Power BI.
"Parameter validation failed, please make sure all parameters are valid"
This error indicates that one more of the parameters aren't valid.
The specified environment parameter doesn't match any existing Business Central production or sandbox
environment.
The specified company parameter doesn't match any existing Business Central companies. Verify the
company name in the Companies page in Business Central.
If connecting to Business Central on-premises, you entered a URL that isn't valid. You can verify the URL in
the Web Ser vices page in Business Central
A port isn't open to allow the request through your firewall.
Can't sign in
If you get a "login failed" error after using your Business Central user credentials to sign in, then you're probably
experiencing one of the following issues:
The account that you're using doesn't have permissions to retrieve the Business Central data from your
account. Verify that you have permissions to the required data in Business Central and try again.
You've selected an authentication type other than Basic, if connecting to Business Central on-premises.
You haven't entered a valid user name or password.
Message: Your data source can't be refreshed because the credentials are invalid. Please update your
credentials and try again
For Business Central on-premises, the problem might be that the OData URL is only exposed to the local
network.
Incorrect company name
A common mistake is to enter the company display name instead of the company name. To find the company
name search for Companies . Then use the Name field when entering your company name.
The key didn't match any rows in the table
If you enter a non-valid company name during the connection process, you may get the error message "The key
didn't match any rows in the table". Provide the correct company name and try connecting again.
Historical data appears to be missing
Once the Power BI app installs and your data show in Power BI, you notice that not all your data displays. The
datasets are filtered to only return the previous 365 days of data. This default is in place to help make the
reports faster.
I only see data for a single company
The Power BI app will only display data from the Business Central company that was defined when the Power BI
app was installed. Data from additional companies can be added to the reports by adding new queries that use
different companies as the data source.
What Now?
Try asking a question in the Q&A box at the top of the dashboard.
Change the tiles in the dashboard.
Select a tile to open the underlying report.
By default, your dataset isn't scheduled to refresh. You can change the refresh schedule or try refreshing it on
demand using Refresh Now . For more information, see Configuring scheduled refresh.
This article answers some of the questions you may have about working with Power BI and Business Central.
General
License
Designer
Performance
Advanced
I've selected a report for my role center in Business Central. If I later make changes to the report's visuals
online, will the role center automatically update to my changes?
Yes, because the reports are embedded from Power BI.
Are the Business Central apps for Power BI available in languages other than English?
No. These apps are currently only available in English.
Once a report is published on mypowerbi.comworkspace, can I download its pbix?
Yes. For more information, see Download a report from the Power BI service to Power BI Desktop.
Can I download the apps as pbix files?
No. Currently, we don’t offer downloading pbix files for the official Power BI apps, because they're published on
AppSource.
See Also
Power BI Licensing Business Central and Power BI Introduction
Power BI Integration Overview
Enabling Power BI in Business Central
Working with Power BI Reports in Business Central
Working with Business Central Data in Power BI
Building Power BI Reports to Display Business Central Data
Power BI documentation
Using Business Central in an Automated Workflow
4/1/2021 • 3 minutes to read • Edit Online
You can use your Business Central data as part of a workflow in Microsoft Power Automate.
NOTE
In addition to Power Automate, you can use the Workflow functionality within Business Central. Note that although they
are two separate workflow systems, any workflow template that you create with Power Automate is added to the list of
workflows within Business Central. For more information, see Workflow.
NOTE
You must have a valid account with Business Central and with Power Automate.
At this point, you have successfully connected to your Business CentralBusiness Central data and are
ready to begin building your flow.
9. To create from a template, choose the Star t from template option.
10. Search for Microsoft Dynamics 365 Business Central templates.
11. From the list of available templates, select one of the templates, and then choose Create .
Request Approval for Microsoft Dynamics 365 Business Central sales order,
Request Approval for Microsoft Dynamics 365 Business Central sales quote,
Request Approval for Microsoft Dynamics 365 Business Central sales invoice,
Request Approval for Microsoft Dynamics 365 Business Central sales credit memo,
Request Approval for Microsoft Dynamics 365 Business Central customer,
Request Approval for Microsoft Dynamics 365 Business Central purchase order,
Request Approval for Microsoft Dynamics 365 Business Central purchase invoice,
Request Approval for Microsoft Dynamics 365 Business Central purchase credit memo,
Request Approval for Microsoft Dynamics 365 Business Central item,
Request Approval for Microsoft Dynamics 365 Business Central vendor,
Request Approval for Microsoft Dynamics 365 Business Central general journal batch, or
Request Approval for Microsoft Dynamics 365 Business Central general journal lines.
12. Power Automate will display a list of services used in the flow template and will attempt to connect
automatically to those services. If you have not previously connected to a service, you will be prompted
to sign in to each of the services you need to connect to. A green checkmark will appear next to each
service once a connection has been successfully made. Select Continue .
13. Power Automate will prompt you to select an environment and company within your Business Central
tenant. Because each step in the flow is independent of the next, you may be required to define the
environment and company multiple times when using a Business Central Power Automate template.
For more information, see the Power Automate Documentation.
See Also
Getting Ready for Doing Business
Workflow
Importing Business Data from Other Finance Systems
Assign Permissions to Users and Groups
Manage Dynamics 365 Business Central Workflows
Approval User Setup
Setting Up Business Central
Finance
Connecting to Your Business Central Data to Build a
Business App Using Power Apps
4/1/2021 • 2 minutes to read • Edit Online
You can make your Business Central data available as a data source in Power Apps.
NOTE
You must have a valid account with Business Central and with Power Apps.
NOTE
If you want to include data from other tables in Business Central in your app, then you must work with a developer to
define a custom API in Business Central and then consume that custom API through a custom connector in Power Apps.
For more information, see Create a custom connector from scratch.
At this point, you have successfully connected to your Business Central data and are ready to begin building
your PowerApp. You can add additional screens and connect to additional data from your Business Central. For
more information, see Create a canvas app from a sample in Power Apps.
When you have designed and built your app, you can share it with your colleagues. For more information, see
Save and publish a canvas app in Power Apps.
NOTE
If you want to connect to Business Central on-premises, then you must choose the Business Central (on-premises)
connector in step 3.
See Also
Create a canvas app from a template in Power Apps
Importing Business Data from Other Finance Systems
Setting Up Business Central
Getting Started Developing Connect Apps for Dynamics 365 Business Central
Changing from a QuickBooks App to Dynamics 365
Business Central
4/1/2021 • 2 minutes to read • Edit Online
More and more growing businesses are changing from finance apps like QuickBooks Desktop and QuickBooks
Online, which are designed for startups and other small businesses, to Business Central, which also supports
larger, more complex organizations.
As they transition, companies typically want to bring their business data with them so they don't start from
scratch. To help transfer data, Business Central offers built-in extensions that migrate data such as customers,
vendors, inventory items, and general ledger accounts. The following extensions are installed and ready to go as
an integrated part of the Data Migration assisted setup guide:
QuickBooks Data Migration
QuickBooks Online Data Migration
For more information, read about the extension that suits your QuickBooks app:
The QuickBooks Desktop Data Migration Extension
The QuickBooks Online Data Migration Extension
Ready now?
If you are ready to get started now, choose the icon, enter Assisted Setup , and then choose the related link.
Choose Migrate business data , and then follow the steps in the guide.
See Also
Importing Business Data from Other Finance Systems
Customizing Business Central Using Extensions
Bulk Invoicing for Microsoft Bookings in Business
Central
4/1/2021 • 2 minutes to read • Edit Online
If your company uses the Bookings app in Microsoft 365, you can do bulk invoicing for appointments. The
Uninvoiced Bookings page in Business Central provides a list of the company's completed bookings. In this
page you can quickly select the appointments that you want to invoice and create draft invoices for the services
provided.
Connect to Bookings
To connect your Business Central with Bookings, you must specify your Bookings company, what to synchronize
with Bookings, how often to synchronize, and which templates to use. You set up this information on the
Booking Sync. Setup page, which you can launch from the Exchange Sync. Setup page, which you can find
through Search.
For example, if you want to synchronize customers between Bookings and Business Central, you must specify
the default template to use to add new customers in Business Central based on the customers in your Bookings
company.
NOTE
The Bookings app is designed to book appointments for individual customers rather than companies. The synchronization
with Business Central will, therefore, only synchronize customer contacts with a Type of "Person". An email address is also
required for the contact to synchronize.
Similarly, if you want to synchronize service items between Bookings and Business Central, you must specify the
default template to use to add new service items in Business Central based on the services in our Bookings
company.
NOTE
Only items of type Service will synchronize between Bookings and Business Central. The template that you set up in the
Configuration Templates page so it can be used for the item synchronization must define the type as Service.
Invoice Appointments
When it is time to send invoices for the completed bookings, you go to the Uninvoiced Bookings page.
Depending on how often the information is synchronized, the list is long or short. You can create invoices for all
bookings in the list or one booking at a time. You can select one or more entries in the list and invoice those
only.
The support for invoicing appointments from Bookings is simpler than the fuller workflow of working with sales
quotes, sales orders, and sales invoices. For more information, see Invoice Sales. You can choose to sell your
services using Business Central or choose to use Bookings, depending on your business needs.
See Also
Finance
Invoice Sales
Setting Up Sales
Microsoft Bookings
Importing Business Data from Other Finance
Systems
4/1/2021 • 3 minutes to read • Edit Online
When you sign up for Business Central, you can choose to create an empty company so that you can upload
your own data and to test your new Business Central company. Depending on the finance solution that your
business uses today, you can transfer information about customers, vendors, inventory, and bank accounts.
From the Role Center, you can start an assisted setup guide that helps you transfer the business data from an
Excel file or from other formats. The type of files you can upload depends on the extensions that are available.
For example, you can migrate data from QuickBooks because Business Central includes an extension that
handles the conversion from QuickBooks. If you want to migrate data from other finance solutions, you must
either check if an extension is available for that solution or import from Excel.
Business Central includes templates for accounts, customers, vendors, and inventory items that you can choose
to apply when you import your data.
You can import master data and some transactional data from other finance systems based on the default
configuration package in Business Central. On the Configuration Packages page, you can work with the
package to import and validate the data before you apply the package.
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We recommend that you use data migration wizards to import data from Dynamics GP, Dynamics NAV, or QuickBooks.
For more information, see Migrating On-Premises Data to Business Central Online in the administration content, or
QuickBooks Data Migration.
NOTE
For larger implementation work, you can use RapidStart Services for Business Central, which is an extensive toolkit for
setting up new solutions based on customers' business requirements and setup data. RapidStart Services also offers
functionality for import of business data. For more information, see Setting Up a Company With RapidStart Services.
To import item pictures, you can use a dedicated function on the Inventor y Setup page. For more information,
see Import Multiple Item Pictures.
NOTE
Working with configuration packages is advanced functionality, and we recommend that you contact your administrator.
For more information, see Importing Data from Legacy Accounting Software using a Configuration Package.
Working with Data in Excel
When you export the default configuration package to Excel, the generated workbook contains a worksheet for
each table in the package. To simplify your tasks, you can take advantage of the XML manipulation tools that are
built into Excel. You can also use Excel built-in functions to help with data formatting and to put data in the
correct cell. For example, add a blank worksheet and copy the legacy data to it. Then make an Excel formula to
map data in the transformation worksheet between the fields in the exported worksheet and customer legacy
data. After you have mapped all of the data, copy the range of data onto the table worksheet.
IMPORTANT
Do not change the columns in the worksheets. If they are moved, changed, or deleted, the worksheet cannot be imported
into Business Central.
NOTE
Fields of type Blob cannot be exported/imported using Excel.
For each company that you set up, you need to assign unique identification codes to things such as general
ledger accounts, customer and vendor accounts, invoices, and other documents. Numbering is important not
only for identification. A well-designed numbering system also makes the company more manageable and easy
to analyze, and can reduce the number of errors that occur in data entry.
IMPORTANT
By default, gaps are not allowed in number series because the exact history of financial transactions must be available for
auditing, by law, and therefore must follow an unbroken sequence with no deleted numbers.
If you want to allow gaps in certain number series, then first consult with your auditor or accounting manager to ensure
that you adhere to the legal requirements in your country/region. For more information, see Gaps in Number Series.
NOTE
We recommend that you use the same number series codes as you see listed on the No. Series List page in the
CRONUS demonstration company. Codes such as P-INV+ might not make immediate sense to you, but Business Central
has a number of default settings that depend on these number series codes.
You create a numbering system by setting up one or more codes for each type of master data or document. For
example, you can set up one code for numbering customers, another code for numbering sales invoices, and
another code for numbering documents in general journals. After you have set up a code, you must set up at
least one number series line. The number series line contains information such as the first and last number in
the series and the starting date. You can set up more than one number series line per number series code, with a
different starting date for each line. The series will be used consecutively, starting each series on the respective
starting date.
NOTE
The maximum length of a number in a number series is 20 characters. There are some situations where Business Central
will append a number with a system-generated ID. For example, when documents such as invoices are used to apply
transactions, such as payments, Business Central generates identifiers for the applied transactions. The identifier is
comprised of a number from a number series and a six character system-assigned ID, such as -12345. If you expect to
process more than 9999 documents in bank or GIRO journals, or cash receipt journals, set up number series for those
types of documents to include fewer than 14 characters.
You typically set up your number series to automatically insert the next consecutive number on new cards or
documents that you create. However, you can also set a number series up to allow that you manually enter the
new number. You specify this with the Manual Nos. check box.
If you want to use more than one number series code for one type of master data - for example, if you want to
use different number series for different categories of items - you can use number series relationships.
NOTE
If the number series does not function, for example because it has run out of numbers, then the No. field will be
visible and you can manually enter a number or resolve the issues on the No. Series page.
2. If more than one number series for the type of document or card exist, and the Default Nos. check box
is not selected for the number series that is currently assigned, then the No. field is visible, and you can
look up to the No. Series page and select the number series you want to use. The next number in the
series is then inserted in the No. field.
3. If you have not set up a number series for the type of document or card, or if the Manual Nos. field is
selected for the number series, then the No. field is visible and you must enter any number manually. You
can enter a maximum of 20 characters, both numbers and letters.
When you open a new document or card that a number series exists for, then the relevant No. Series Setup
page opens so that you can set up a number series for that type of document or card before you proceed with
other data entry.
NOTE
If you need to enable manual numbering on, for example, new item cards that have been created with a data migration
process that has hidden the No. by default, then go to the Inventor y Setup page and choose the Item Nos. field to
open and set the related number series to Manual Nos. .
You can assign a base calendar to your company and its business partners, such as customers, vendors, or
locations. Delivery and receipt dates on future sales order, purchase order, transfer order, and production order
lines are calculated according to the calendar’s specified working days. The main task in setting up a new base
calendar is to specify and define the non-working days that you want to apply.
NOTE
When setting up a new base calendar, you can select and copy lines from an existing calendar. You do this in the relevant
Base Calendar Changes page.
IMPORTANT
Any base calendar defined for the vendor or the location affects how the dates are calculated and rounded to working
days. Specifies a date formula for the time that it takes to replenish the item. It is used to calculate the Planned Receipt
Date field, if calculating forward, and Order Date field, if calculating backwards. See Lead Time Calculation.
Forward planned receipt date = order date + planned receipt date = order date +
vendor lead time (per the vendor vendor lead time (per the location
calendar and rounded to the next calendar)
working day in first the vendor
calendar and then the location
calendar)
Backward order date = planned receipt date - order date = planned receipt date -
vendor lead time (per the vendor vendor lead time (per the location
calendar and rounded to the previous calendar)
working day in first the vendor
calendar and then the location
calendar)
NOTE
In addition to the lead time calculation that affects the planned receipt date and order date, as shown in the above table,
warehouse handling time and safety lead time may be added to the formulas to make up the value in the Expected
Receipt Date field, as follows: Planned Receipt Date + Safety Lead Time + Inbound Warehouse Handling Time =
Expected Receipt Date.
IMPORTANT
If your location uses a significantly different calendar than your vendors do, then it is important that you set up specific
calendars for those vendors, to calculate optimal vendor lead times. For information about how to set up vendor
calendars, see To assign a base calendar.
The contents of the Lead Time Calculation field is copied from either the item card or the SKU card, if the lead
time is defined for the item, or on the Item Vendor Catalog page, if the lead time is defined for the vendor.
To customize a calendar
The main task in customizing a base calendar for your company, or one of its business partners, is to enter any
changes to working and nonworking day status.
For example, while a base calendar would typically list all Saturdays as non-working days, the customized
calendar for a particular location may list all Saturdays during the months of November and December, and
leading up to the holiday season, as working days.
The following procedure uses the case of the location as an example. Note that at this point, you have already
assigned a base calendar to the location.
1. Choose the icon, enter Locations , and then choose the related link.
2. Open the location that you want to update, and then select the Customized Calendar field. Note that a
calendar must be selected in the Base Calendar Code field.
3. On the Customized Calendar Entries page opens, choose the Maintain Customized Calendar
Changes action.
4. In the Customized Calendar Changes , add lines for customized calendar entries.
When you enter a line, the Nonworking check box is selected. You can clear the check box if you want to
change the status to a working day.
You can use the Recurring System field to set a particular date or day as a recurring nonworking day.
You can select either the Annual Recurring or Weekly Recurring option.
If you select Annual Recurring , you must also enter the relevant date in the Date field. If you select
Weekly Recurring , you must also select the relevant day of the week in the Day field. If you leave the
field empty, you must fill in the Date field. The Day field is then filled in automatically. This could be
useful if you want to mark an individual date as a nonworking or working day.
5. Choose the OK button.
On the Customized Calendar Entries page, you will observe that the date entries are updated with the
changes that you made.
On the Location card, you will observe that the Customized Calendar field contains Yes , indicating that a
customized calendar has been set up.
IMPORTANT
If you do not fill in the Location Code field on an order line, your company’s calendar is used.
If you do not fill in the Shipping Agent Code field on the order line, your company’s calendar is used.
NOTE
If you make changes to a base calendar for which customized calendar changes exist, all existing customized calendars are
updated automatically.
IMPORTANT
If you do not assign a base calendar to a company, all dates are calculated as working days.
If you enter a blank location on an order line, all dates are calculated as working days.
Any base calendar defined for the vendor or the location affects how the dates are calculated and rounded to working
days.
NOTE
Before you can make customized calendar entries, you must first assign a base calendar to the company.
See Also
Purchasing
Manufacturing
Inventory
Working with Business Central
Set Up Printers
5/17/2021 • 11 minutes to read • Edit Online
Printing documents and reports from Business Central is an important task for business users. Users will
typically want to send print jobs directly to one of your organization's printers—no matter which Business
Central client or app they're using. Because Business Central online is a cloud service, it can't directly reach local
printers connected to users' devices, but it can connect to cloud-enabled printers.
To support your print needs, Business Central offers the following features:
NOTE
Business Central also supports custom printer extensions that add even more print features. So if any custom printer
extensions are installed, you're application may include print features that aren't described in this article.
The complete setup requires you work in both Microsoft Azure, using the Azure portal, and in Business Central.
Supported printers
Business Central supports the same printers as Universal Print, which can be either Universal Print–compatible
or non-compatible printers. Non-compatible printers can't communicate with Universal Print directly, so they
require extra connector software, which is provided by Universal Print. Some older printers may not be
supported.
Prerequisites
For Business Central
Business Central 2021 release wave 1 or later
Universal Print Integration extension is installed
This extension is published and installed by default as part of Business Central online and on-premises.
You can verify whether it's installed on the Extension Management page. For more information, see
Installing and Uninstalling Extensions in Business Central.
Business Central on-premises:
Azure Active Directory (AD) or NavUserPassword authentication is configured
An application for Business Central is registered in your Azure AD tenant and Business Central
Like other Azure services that work with Business Central, Universal Print requires an app
registration for Business Central in Azure Active Directory (Azure AD). The app registration
provides authentication and authorization services between Business Central and Universal Print.
Your deployment may already be using an app registration for other Azure services, like Power BI.
If so, then use the existing app registration for Universal Print as well, instead of adding a new one.
The only thing you'll need to do, in this case, is modify the app registration to include the relevant
print permissions for Microsoft Graph API.
To registered an app an set the proper permissions, follow the steps described in Register an
application in Azure Active Directory.
For Universal Print
A Universal Print subscription/license for your organization.
For more information, see License Universal Print.
You have the Printer Management and Global Administrator roles in Azure.
To manage Universal Print, your account must have Printer Management and Global Administrator
roles in Azure AD. These roles are only needed for managing Universal Print. They aren't required by
users to use the printers from Business Central.
Set up Universal Print and add printers in Microsoft Azure
Before you can start managing Universal Print printers in Business Central, there are several tasks you'll need to
go through to get Universal Print up and running in Azure with the printers you want use.
For detailed instructions on how to get set up, see Get started: Set up Universal Print in the Universal Print
documentation. Here's an overview of the steps you'll need to complete. Most of these steps are done in the
Azure portal.
1. Assign Universal Print licenses to yourself and other users.
How you assign the license depends on whether you're integrating with Business Central online or on-
premises.
With Business Central online, you assign licenses by using the Microsoft 365 admin center.
For more information, see Microsoft Admin Center Help - Assign licenses to users.
With Business Central on-premises, you assign licenses in your Azure tenant using the Azure
portal.
For more information, see Azure Directory - Assign or remove licenses in the Azure Active
Directory portal.
2. Install the Universal Print connector for registering printers that can't communicate with Universal Print
directly.
Most in-market printers can't communicate with Universal Print directly. You'll have to install the
Universal Print connector for these printers. For more information, see Installing the Universal Print
Connector.
3. Register your printers in Universal Print.
Registering a printer makes Universal Printer aware of the Printer.
For printers that can communicate directly with Universal Print, follow the steps provided by the
printer manufacturer.
For other printers, register the printers by using the Universal Print connector.
For more information, see Printer registration.
4. Change printer properties (optional)
After a printer is registered, you can view and modify printer properties, like default preferences.
For more information, see Managing Printer Settings using the Universal Print portal.
5. Share the printers.
Any printer that you want to use in Business Central will have to be shared in Universal Print.
For more information, see Share a Printer.
6. Give users permission to the shared printers.
For more information, see Printer Permissions.
7. Enable document conversion.
Universal Print renders content for print in XPS format. Some legacy in-market printers don't support
XPS content rendering—in many cases, only PDF format. Printing to these printers will fail unless
Universal Print is set up to convert documents to the printer-supported format.
For more information, see Document Conversion Overview.
TIP
If none of your printers require PDF content rendering format, we recommend that you don't enable document
conversion because it might affect the print output quality.
Now, you're ready to add the printers to Business Central, set up default printers for reports, and print.
Add Universal Printer printers to Business Central
After printers are set up and shared in Universal print, you're ready to them to Business Central for use. There
are two ways to add Universal Print printers. You can add the printers all at once or individually, one at a time.
Adding printers individually let's you set up the same Universal Print printer in Business Central more than once.
Then, for each added printer, you can change the print settings, like paper tray, size, and orientation. This way,
you can set up printers for different reports and documents that have special output requirements.
1. Choose the icon, enter Printer Management , and then select the related link.
2. Select Universal Print , and then choose one of the following options:
Add all Universal Print printers to add all printers that aren't already added. You can use this
option even if there are already printers added.
Add a Universal Print printer to add a specific printer.
3. Follow the on-screen instructions.
If you chose Add all Universal Print printers , then the Add Universal Print Printers setup
starts.
If you chose to Add a Universal Print printer , then the Universal Printer Settings page
appears. Fill in the Name field, the select ... next to the Print Share in Universal Print field to
select the Universal Print printer. Fill in the remaining fields as needed. Hover over a field to read a
short description..
These actions verify your Azure AD setup (for on-premises), check that your have Universal Print license,
and then finally adding the printers.
NOTE
For on-premises, if this is the first time connecting to Universal Print, the AZURE ACTIVE DIRECTORY SERVICE
PERMISSIONS page appears and you'll be prompted to give consent to Azure Services. You only have to do give
consent once.
After a printer has been added, you can view and change its settings from the Printer Management . Just select
the printer, then choose Edit printer settings .
Privacy Notice
If you use the Email Printer extension, then all or some print jobs will be sent to the email address configured for
the printer. We strongly recommend that a unique email ID is tied to a printer device using only the official
services provided by the hardware manufacturer, such as HP ePrint, KonicaMinolta EveryonePrint, or Epson
Email Print.
Take all necessary privacy precautions, including ensuring that the email printing solution has properly
configured permissions, privacy settings, and retention policies. It is your responsibility to provide a correct,
verified, and operational email address. For more information, see Microsoft Privacy Statement.
TIP
You can also open the Printer Management page from the Printer Selections page by choosing Printer
Management .
2. On the Printer Management page, select a printer from the list, choose Manage , then choose Set as
my default printer or Set as default printer for all users .
NOTE
Setting a default printer from the Printer Management will add an entry in the Printer Selections .
IMPORTANT
For Business Central on-premises, the Printer Selections page can only be used for cloud printers defined by printer
extensions, like Email Print and Universal Print printers. It can't be used for local printers.
1. Choose the icon, enter Printer Selections , and then select the related link. Instead, from the Printer
Management page, select a printer, and then choose the Printer Selections action.
2. Choose the New action to add a printer selection for a specific report.
3. Fill in the fields as necessary.
The specified report is now set up to print to the selected printer by default.
NOTE
When you print the report in question, you can select a different using the Print field on the request page.
NOTE
If you do not set a report up for a specific printer on the Printer Selections page, then it will be printed to the default
printer of the company, as defined from the Printer Management page.
You or the administrator can also use the Printer Selections page to define other variations of printing for
users and reports. The following table describes the combination of values to specify different printing setup for
a report.
TO SET T H E F O L LO W IN G VA L UES
Print a report to a specific printer for all users Specify values in the Repor t ID and Printer Name fields
and leave the User ID field blank.
Print all reports to a specific printer for a specific user Specify values in the User ID and Printer Name fields and
leave the Repor t ID field blank. This entry does the same as
the Set as my default printer action on the Print
Management page.
Set the default printer for all reports for all users Specify a value in the Printer Name field and leave the
User ID and Repor t ID fields blank. This entry does the
same as the Set as default printer for all users action
on the Print Management page.
Print a specific report to the user's default printer Specify a value in the Repor t ID field and leave the Printer
Name and User ID fields blank.
Print a specific report to a specific printer for a specific user Specify values in all three fields.
NOTE
More specific printer selections take precedence over a more general printer selections. For example, a printer selection
that has values in the User ID , Repor t ID , and Printer Name fields takes precedence over a printer selection that has
blank entries in the User ID or Repor t ID fields.
See Also
Printing a Report
Working with Business Central
Run Batch Jobs
Send Documents by Email
Getting Business Central on Your Mobile Device
5/28/2021 • 2 minutes to read • Edit Online
Access your Business Central data from your mobile device. You can navigate through your business data, use
features such as send to Excel or Microsoft 365, view up-to-date charts and KPIs, email sales quotes and
invoices, and shoot and attach pictures with your camera. Follow the steps below to download the app and get
started.
TIP
If you want to connect the app to a sandbox environment, choose the Advanced options button, and then choose the
Cloud sandbox sign-in option. Then, if you have more than one sandbox environment, choose the relevant
environment.
NOTE
If you're having problems getting the app to work properly, talk with your administrator. It could be a missing prerequisite
or an incomplete configuration. For more information, see Preparing the environment for the mobile app or
Troubleshooting the Business Central Mobile App On-Premises.
This topic answers questions that our advanced users often ask about the Tell Me feature.
Are all actions from my current page discoverable in Tell Me?
No. Actions in parts, such as the Sales Lines part or FactBoxes, are not displayed in Tell Me.
Are the results in Tell Me filtered by permissions?
If the user does not have AccessByPermissions then actions are not displayed. However, pages and reports
appear in the results but require that the user has permission to access them. A message will display if the user
does not have permission to view the object.
Does Tell Me display content from my customizations or installed third-party extensions?
Actions, pages, and reports that originate from extensions are picked up by Tell Me, but custom help
documentation is not. For technical information about how to make custom pages and reports discoverable, see
Adding Pages and Reports to Search.
What makes this different from what was previously known as Page Search?
Page Search has evolved into Tell Me to help you get work done quickly. Page Search could only help you
navigate to pages or reports. At a technical level, Tell Me is no longer based on the legacy MenuSuite concept.
I use on-premises Business Central. Does that include Tell Me?
You can use Tell Me in the on-premises Web Client to find actions, pages, and reports, but not documentation, or
apps and consulting services on AppSource.
Is Tell Me available for all form factors?
Tell Me is only available in the Web Client or Windows desktop app.
Are the documentation results available in any language?
The help articles display in the language you have specified in My Settings , if help is available in that language.
Why don't I see a bookmark icon for my search results?
The bookmark icon is not displayed in the Tell Me window when personalization is disabled for a user role.
See Also
Save and Personalize List Views
Finding Pages and Information with Tell Me
Finding Pages with the Role Explorer
Bookmark a Page or Report on Your Role Center
Teams FAQ
5/19/2021 • 20 minutes to read • Edit Online
WH O C A RD C A RD DETA IL S
Message author Displays in the language that's Displayed in the language that's
specified for you in Teams. If Business specified for you in Business Central.
Central doesn't offer that same which may include languages from
language, the card is displayed in language apps provided by partners.
English.
Message recipient Displays in the language of the Displays in the language that's
message author. specified for you in Business Central.
For the list of supported languages for Business Central, see Supported languages.
Does the Business Central app work with industry solutions?
Yes. But only some features of the app work with Embed apps:
The app works with links based on the *.bc.dynamics.com pattern that's typically used with Embed apps.
Contact search isn't available for Embed apps that replace the base application from Microsoft.
Where can I find Teams integration inside the Business Central Web client?
There's currently no embedding of Teams controls or presence of Teams features inside the Business Central
Web client or other clients.
Does Business Central work with the Teams mobile app?
Yes. The Business Central app can be installed from the Teams desktop app or browser, or by an administrator
for all users. Once installed, the Business Central app is automatically available in Teams for iOS and Android. On
mobile devices, you can only view cards sent by others, access details, or pop out the card to the full experience
in the Business Central mobile app. You can't paste links that expand into cards when composing messages or
search for contacts. For minimum requirements for mobile, see Minimum Requirements for Using Business
Central.
Is the Business Central app for Teams the same as the Business Central app for iOS and Android?
No. The app for Teams is an add-in to Microsoft Teams and exclusively designed for collaborative experiences
that light up within Teams. On the other hand, the Business Central mobile app delivers a rich experience for you
to work with Business Central data on your mobile devices.
Mobile users are encouraged to install both the mobile app and the app for Teams to get the most out of
Business Central. With both installed, you can choose the Pop out action on a card in Teams to open the card
details in the Business Central mobile app. For information about installing the Business Central and Teams
mobile apps, see:
Get Business Central on Your Mobile Device
Get the Teams mobile app on Microsoft Support
Does the Business Central app work in all Teams clients?
No. The Business Central app for Teams isn't supported when installed as a package for macOS or Linux. On
these platforms, you can access Teams using a supported browser instead.
For minimum requirements in Business Central, see Minimum Requirements for Using Business Central.
For information about the choice of Teams clients and how to install them, see Get clients for Microsoft Teams in
the Teams documentation.
Which Teams client is best for Business Central?
There are only minor differences and limitations between Teams clients that may affect your experience with the
Business Central app for Teams. When choosing a Teams client, consider:
The camera and location can't be accessed from the details window in the Teams desktop app.
Phone numbers can't be activated from the details window in Teams for iOS, Teams for Android, or Teams in
the browser.
Using Microsoft Edge with the Teams in the browser let's you easily work across multiple identities and
accounts by signing in to Teams from different profiles. To learn about using profiles in Microsoft Edge, see
Sign in and create multiple profiles in Microsoft Edge on Microsoft Support.
What is the best way for me to demonstrate Business Central and Microsoft Teams to prospective
customers?
If you're a reselling partner, you might want to have an environment that you can show prospects as part of pre-
sales demonstrations. To avoid affecting Microsoft Teams in your organization, you can get a Microsoft 365
demo account at https://aka.ms/CDX. This account gives you full control of an independent Azure organization
that includes Microsoft Teams and Business Central. For more information, see Preparing Demonstration
Environments of Dynamics 365 Business Central.
Does the Business Central app for Teams cater for my customization and personalization?
The Business Central app for Teams can display cards for links to customer pages and tables in Business Central,
such as those pages and tables originating from your own custom extensions or from AppSource.
The fields shown on a card in Teams can also be affected by Business Central customizations installed for your
organization. Cards don't consider any role-specific customizations or user personalization. However, the card
details window shows record details as you would see them in Business Central, including any extensions, role
customizations, and user personalization.
When you search for contacts, the fields that are matched in the Contacts table and fields shown in the search
results aren't affected by any customization or personalization.
How do the permissions required by the app affect my privacy?
Before installing the Business Central app for Teams, you can review the minimum permissions required for the
app to function. By installing the app, you agree that the app has permission to receive messages and data that
you provide it, and Teams has permission to store and process those messages.
Also, some Business Central features require opening external links or access to your camera or geographic
location. For example, suppose you wanted to capture a photo of a purchase invoice for processing. The
Business Central app doesn't use these capabilities without your consent and they're only used by specific
features in the Details window. When you use one of these features for the first time, Teams will display a
dialog box asking you to grant access to the required device capabilities.
In Teams desktop, you review and adjust app permissions from the Settings window. Select your profile
picture at the top of the app, select Settings > Permissions , then select the Business Central app.
For Teams in the browser and Teams for iOS or Android, you can review or adjust permissions from your
browser or device settings.
NOTE
Exactly which Business Central features prompt you for permissions depends on the add-on apps and customizations
applied to the Business Central environment that you connect to.
See Also
Business Central and Microsoft Teams Integration Overview
Install the Business Central App for Microsoft Teams
Troubleshooting Teams
Developing for Teams Integration
Before you access Business Central online, we recommend that you verify that your computer or mobile device
meets or exceeds the minimum system requirements for the product. This article lists the requirements.
Browsers
Microsoft Edge: Business Central is designed to work with the current version of the new Microsoft Edge.
Chrome for Windows and Firefox for Windows: Business Central is designed to work with the current
version of these desktop browsers.
Safari: Business Central is designed to work with the current version of Safari on macOS.
Mobile devices
Windows: Windows 10 S, Home, Pro, Enterprise, or Education (32-bit and 64-bit editions).
Android (tablet and phone): One of the latest three major versions and their updates.
iOS (iPad and iPhone): One of the latest three major versions and their updates.
Outlook
Outlook applications: To use Business Central online as your business inbox in Outlook, you'll need Outlook
2019 or later, Outlook on the web, Outlook for iOS, or Outlook for Android. Your organization must also use
Microsoft 365. You can't use Business Central online as your business inbox in Outlook if your organization uses
Exchange Server on-premises.
IMPORTANT
Starting with Business Central 2021 release wave 2, you will no longer be able to sign in to the Business Central add-in
from Outlook versions earlier than 2012.
Browsers: When using Business Central as your business inbox in Outlook in a browser, the add-in requires
that your computer is running one of the listed supported browsers that are listed earlier in this article.
Platforms: When using the Business Central Outlook Add-In in Outlook for iOS or Outlook for Android, the
add-in requires that your mobile device is running one of the listed supported mobile devices for Business
Central.
Teams
Teams desktop applications: The Business Central app for Teams supports the latest version of the Teams
Windows desktop client.
Browsers: When using the Business Central app for Teams in the browser (web client), the app requires that
your computer is running one of the supported browsers listed earlier in this article.
Platforms: When using the Business Central app in Teams for iOS or Android, the app requires that your
mobile device is running one of the supported mobile platforms, listed earlier in this article.
Excel
Edit in Excel: To use the Excel add-in to make changes in Excel and push the changes back into Business
Central, you need Excel 2019 or later. For more information, see Analyzing Financial Statements in Microsoft
Excel.
IMPORTANT
Starting with Business Central 2021 release wave 2, the Excel add-in feature will only support Excel version 2012 or later.
See Also
Getting Ready for Doing Business
System Requirements for Dynamics 365 Business Central
Resources for Help and Support
5/28/2021 • 11 minutes to read • Edit Online
In Dynamics 365 Business Central, the Help menu item (the question mark in the top-right corner) gives you
access to the Help & Suppor t page that can help you find answers to your questions. You can also see how
you can contact technical support for your Business Central.
This page outlines the resources available to you in the different sections of the Help and Suppor t page.
TIP
Business Central includes tooltips for fields and actions and teaching tips for some of the most important pages that can
help guide you through the various business processes. On each tooltip and teaching tip, choose the Learn more link to
open Help for the page in question. On all pages, use Ctrl+F1 on your keyboard to open Help for the page in question.
On any device, the question mark in the upper right corner opens the Help and Suppor t page, and you can get to
product Help from there as well.
Find Answers
The Find it section provides links to the most common places to find answers to your questions. The links fall
into four categories and are explained in the following subsections. Some of the links can be configured by your
Business Central partner, and as a result the behavior can be slightly different.
Product Help
The Find it section includes two links to product Help:
Help about the page you were just viewing in Business Central
This link is automatically generated. If Business Central cannot find the relevant link, the landing page on
Docs.microsoft.com for the default version of Business Central is shown. For example, if the page was
part of an app that did not add context-sensitive Help mapping to Business Central, the Learn link
defaults to the landing page.
Help landing page for Business Central
The functionality in the default version of Business Central is described on the Docs.microsoft.com site.
For more information, see the Using the docs.microsoft.com site to learn more section. You can also
extend and customize Business Central with apps from AppSource. All apps provide links to the relevant
product Help so that you can always find guidance for the different workflows in your version of Business
Central.
Community
In the Business Central Forum, you can submit a question and learn from other Business Central community
members. Partners and Microsoft employees participate in the conversations.
If you do not yet have a partner, the Community can also help you get unblocked if you have questions. For
example, if you just signed up for a trial, the Community can be a great starting point.
Blog
We talk about new capabilities on the Dynamics 365 Blog, including if there are special considerations.
Capabilities Coming Soon
Business Central is updated with major feature updates every six months, and with monthly service updates.
Choose the link to view the latest release plan. You can also get an overview of upcoming and recently released
capabilities in the release plans across Dynamics 365.
For the longer term overview, the Business Central roadmap page shows the general priorities for Business
Central in the coming years.
NOTE
This section is only available in trial experiences. If you already bought Business Central, the section is not longer visible.
Give Feedback
On the Dynamics 365 Ideas site, you can provide suggestions for new feature and capabilities. Your input goes
directly to Business Central's engineering backlog for investigation and prioritization.
Make sure that you search through the list of submitted suggestions. Chances are that someone already
submitted something similar, and that entry might have already received votes. Vote if an idea already has been
submitted to get it prioritized on the engineering backlog.
Troubleshooting
The Troubleshooting section shows technical information that your administrator or Business Central partner
can use to unblock users. This includes information about the latest error message, the current version of your
Business Central, and a link to go to the Page Inspection page. For more information, see Inspecting Pages in
Business Central.
As the internal administrator, you have access to the administration center where you can continue the
troubleshooting. You can view telemetry, manage environments, and you can manage user sessions. For more
information, see Finding technical information and Managing Environments in the administration content.
Report a Problem
Your Business Central reselling partner will help you with technical support. This section makes it easy for you to
contact your reselling partner, if they have submitted their support contact details. If your Business Central
partner then cannot resolve the problem, they will raise a support ticket with Microsoft. For more information,
see Escalating support issues to Microsoft in the administration content.
NOTE
This section is only available if you have paid for a Business Central subscription. If you have signed up for a trial and have
not yet purchased Business Central, you do not have a reselling partner, and you cannot contact the Microsoft support
team. You can find a Business Central partner on the I'm looking for a solution provider page. For more information, see
How do I find a reselling partner?.
Support contacts
The Repor t a problem section displays an email address or a hyperlink for you to get in contact with the
customer support person or team. If you are the Business Central reselling partner for a tenant, you can set up
your preferred support contact details in the admin center. For more information, see Configuring the support
experience in the administration content.
To alert your partner to a problem, choose the link to either send an email or open their support site in a new
browser tab. You can then add the technical information about your Azure Active Directory tenant from the
Troubleshooting section and any other information that you find relevant.
IMPORTANT
Microsoft accepts pull requests to the dynamics365smb-docs repo only, not the language-specific repos. If you have
feedback about translations, you can report a GitHub issue in the relevant repo.
See Also
Business Central Learning Catalog
How do I find a reselling partner?
Help System (available in English only)
Blog post: Find the right resources and provide feedback
Business Central developer and administration docs
Resources for Help and Support for Partners
Technical Support
Microsoft Learn site
Visit Our Video Library
4/1/2021 • 2 minutes to read • Edit Online
We know that some people prefer to watch content rather than read it. To that end, we're producing short, easily
digestible videos that either stand alone, or supplement our user assistance.
If you are new to Business Central, you can launch the introduction videos from the welcome page that displays.
If you're already working in Business Central, you can get to the library from the Business Manager and
Accountant Role Centers by choosing the Product Videos tile.
You can also view our "how to" videos, plus a lot of other content, on the YouTube playlist that we created for
Business Central. To visit the videos now, click here.
TIP
Videos in the library display in a frame that might seem a little small. To make the frame larger, choose the double-ended
arrow icon in the upper-right corner. Afterward, videos will display in the larger frame until you make it small again.
See Also
Getting Ready for Doing Business
Dynamics 365 channel on YouTube
Working with Business Central
4/1/2021 • 3 minutes to read • Edit Online
When performing business tasks, you interact with data in different ways, such as creating records and entering
data, sorting and filtering data, writing notes, and outputting data to other applications.
For example, you can adjust the size and position of any page, expand the width of columns and increase the
height of column headers, and change the sorting of data in columns. And if you want to use the horizontal
scroll bar to view all columns on a list page or on document lines, you will see that there is a vertical freeze pane
to restrict some columns from scrolling.
NOTE
In addition to the general UI functions described in this section, you can use other general functions that are more
business-related. For more information, see General Business Functionality.
TO SEE
Find a specific page, report, action, help topic, or partner Finding Pages and Information with Tell Me
extension.
Get an overview of pages for your role and for other roles Finding Pages with the Role Explorer
and navigate to pages.
Filter data in views, reports, or functions by using special Sorting, Searching, and Filtering Lists
symbols and characters.
Learn the many general functions that help you enter data Entering Data
in a quick and easy way.
Learn how to quickly copy and paste data including by using Copying and Pasting FAQ
keyboard shortcuts.
View or process data in specific date ranges. Working with Calendar Dates and Times
TO SEE
Understand how the computer locale affects the user Changing Language and Locale
interface and the Help site and how to change the language.
Learn how to interact with Excel from practically anywhere in Viewing and Editing in Excel
Business Central
Attach files, add links, or write notes on cards and Manage Attachments, Links, and Notes on Cards and
documents. Documents
Change basic settings such as company, work date, and Role Change Basic Settings
Center.
Get notified about certain events or changes in status, such Manage Notifications
as when you are about to invoice a customer who has an
overdue balance.
Change which and where UI elements are shown to fit your Personalize Your Workspace
preferences.
Define, preview, print, or save reports and define and run Working with Reports, Batch Jobs, and XMLports
batch jobs.
Manage the content and format of reports and documents, Managing Report and Document Layouts
including which data fields of a report dataset appear on the
report and how they are arranged, text style, images, and
more.
Learn about features and capabilities that make Business Accessibility and Keyboard Shortcuts
Central readily available to people with disabilities.
When performing business tasks, you interact with data in different ways, such as creating records and entering
data, sorting and filtering data, writing notes, and outputting data to other applications.
For example, you can adjust the size and position of any page, expand the width of columns and increase the
height of column headers, and change the sorting of data in columns. And if you want to use the horizontal
scroll bar to view all columns on a list page or on document lines, you will see that there is a vertical freeze pane
to restrict some columns from scrolling.
NOTE
In addition to the general UI functions described in this section, you can use other general functions that are more
business-related. For more information, see General Business Functionality.
TO SEE
Find a specific page, report, action, help topic, or partner Finding Pages and Information with Tell Me
extension.
Get an overview of pages for your role and for other roles Finding Pages with the Role Explorer
and navigate to pages.
Filter data in views, reports, or functions by using special Sorting, Searching, and Filtering Lists
symbols and characters.
Learn the many general functions that help you enter data Entering Data
in a quick and easy way.
Learn how to quickly copy and paste data including by using Copying and Pasting FAQ
keyboard shortcuts.
View or process data in specific date ranges. Working with Calendar Dates and Times
TO SEE
Understand how the computer locale affects the user Changing Language and Locale
interface and the Help site and how to change the language.
Learn how to interact with Excel from practically anywhere in Viewing and Editing in Excel
Business Central
Attach files, add links, or write notes on cards and Manage Attachments, Links, and Notes on Cards and
documents. Documents
Change basic settings such as company, work date, and Role Change Basic Settings
Center.
Get notified about certain events or changes in status, such Manage Notifications
as when you are about to invoice a customer who has an
overdue balance.
Change which and where UI elements are shown to fit your Personalize Your Workspace
preferences.
Define, preview, print, or save reports and define and run Working with Reports, Batch Jobs, and XMLports
batch jobs.
Manage the content and format of reports and documents, Managing Report and Document Layouts
including which data fields of a report dataset appear on the
report and how they are arranged, text style, images, and
more.
Learn about features and capabilities that make Business Accessibility and Keyboard Shortcuts
Central readily available to people with disabilities.
This topic describes how Tell Me can help you quickly go to things like actions, pages, or reports, find
information about how to complete a particular task, and discover additional apps and consulting services for
Business Central.
When you need help finding something, use the Tell me what you want to do icon to search for it. You
can also use ALT+Q to start using Tell Me.
When you start typing characters, Business Central immediately displays matches. Results in the list change as
you type more characters. If you notice that when you enter the word "product" and the results include Items
that's because Tell Me uses synonyms and alternate search terms to make it easier to find actions, pages, and
reports.
The column to the right indicates the general category of the result. For example, whether it will open a list page
or is an administrative task .
At the bottom of the Tell Me window is an action called exploring , which opens a feature overview that shows
you all available features for your role or for all roles. For more information, see Finding Pages with the Role
Explorer.
NOTE
If you prefer to use your keyboard, use the Tab key and Arrow keys to choose an item in the results. If you press the Enter
key on your keyboard without choosing a result, Business Central opens the result that is listed first.
NOTE
The list includes only actions that are available on the navigation bar at the top of the page. Actions on FastTabs are not
included.
NOTE
Documentation for third-party extensions is not included in the results.
Questions?
We have shown Tell Me to a range of stakeholders, noted the questions that they had in common, and turned
our notes into a list frequently asked questions. If you are interested, see Tell Me FAQ.
You can get an overview of all the business features that are available for your role, and for other roles if you go
a step further. In the following documentation, this feature overview is referred to as the role explorer.
Each element on the role explorer is an action that opens a page. Accordingly, you can also use the role explorer
as a means to navigate in Business Central.
You can open the role explorer from the Role Center and all list pages and from the Tell Me window.
On your Role Center or any list page, choose the button to the right of the navigation bar, or press
Shift+F12.
In the Tell Me window, choose the exploring action at the bottom.
Choose the Find action at the top of the role explorer to quickly locate feature names that contain a certain
term.
Choose the Explore all action at the top of the role explorer to get an overview of all business features that are
available for all roles including your own.
NOTE
Only Role Center actions for profiles where the Show in Role Explorer check box is selected will appear on the extended
version of the role explorer (shown with the Explore all action). For more information, see Manage Profiles.
See Also
Finding Pages and Information with Tell Me
Manage Profiles
Working with Business Central
Tell Me FAQ
4/1/2021 • 2 minutes to read • Edit Online
This topic answers questions that our advanced users often ask about the Tell Me feature.
Are all actions from my current page discoverable in Tell Me?
No. Actions in parts, such as the Sales Lines part or FactBoxes, are not displayed in Tell Me.
Are the results in Tell Me filtered by permissions?
If the user does not have AccessByPermissions then actions are not displayed. However, pages and reports
appear in the results but require that the user has permission to access them. A message will display if the user
does not have permission to view the object.
Does Tell Me display content from my customizations or installed third-party extensions?
Actions, pages, and reports that originate from extensions are picked up by Tell Me, but custom help
documentation is not. For technical information about how to make custom pages and reports discoverable, see
Adding Pages and Reports to Search.
What makes this different from what was previously known as Page Search?
Page Search has evolved into Tell Me to help you get work done quickly. Page Search could only help you
navigate to pages or reports. At a technical level, Tell Me is no longer based on the legacy MenuSuite concept.
I use on-premises Business Central. Does that include Tell Me?
You can use Tell Me in the on-premises Web Client to find actions, pages, and reports, but not documentation, or
apps and consulting services on AppSource.
Is Tell Me available for all form factors?
Tell Me is only available in the Web Client or Windows desktop app.
Are the documentation results available in any language?
The help articles display in the language you have specified in My Settings , if help is available in that language.
Why don't I see a bookmark icon for my search results?
The bookmark icon is not displayed in the Tell Me window when personalization is disabled for a user role.
See Also
Save and Personalize List Views
Finding Pages and Information with Tell Me
Finding Pages with the Role Explorer
Bookmark a Page or Report on Your Role Center
Sorting, Searching, and Filtering
5/11/2021 • 12 minutes to read • Edit Online
There are a few things that you can do that will help you scan, find, and limit records on a list or in a report or
XMLport. These include sorting, searching, and filtering. You can apply some or all of these simultaneously to
quickly find or analyze your data.
For reports and XMLports, as on lists, you can set filters to delimit which data to include in the report or
XMLport, but you can't sort and search.
TIP
When viewing your data as tiles, you can search and use filtering. To use the full set of powerful features for sorting,
searching, and filtering, choose the icon to view the records as a list.
Sorting
Sorting makes it easy for you to get a quick overview of your data. For example, if you have many customers,
you could sort them by Customer No., Currency Code , or Countr y Region Code to get the overview you
need.
To sort a list, you can either:
Choose a column heading text to toggle between ascending and descending order, or
Choose the drop-down arrow in the column heading, then choose the Ascending or Descending action.
NOTE
Sorting isn't supported on images, BLOB fields, FlowFilters, and fields that do not belong to a table.
Searching
At the top of each list page, there's a Search action that provides a quick and easy way to reduce the records
in a list and display only those records that contain the data that you're interested in seeing.
To search, just choose the Search action, and then in the box, type the text that you're looking for. You can enter
letters, numbers, and other symbols.
In general, search will attempt to match text across all fields. It doesn't distinguish between uppercase and
lowercase characters (case insensitive) and will match text placed anywhere in the field, at the beginning, end, or
in the middle.
TIP
You can press F3 to activate and deactivate the search box. For more information, see Keyboard Shortcuts.
NOTE
Search won't match values in images, BLOB fields, FlowFilters, FlowFields, and other fields that aren't part of a table.
Fine -tuning the Search with Filter criteria
You can make a more exact search by using filter operators, expressions, and filter tokens. Unlike filtering, these
are applied across all fields when used in the search box, making them less efficient than filtering.
To find only field values that match the entire text and case exactly, place the search text between single
quotes '' (for example, 'man' ).
To find field values that start with a certain text and match the case, place * after the search text (for
example man* ).
To find field values that end with a certain text and match the case, place * before the search text (for
example *man ).
When using '' or * , the search is case-sensitive. If you want to make the search case insensitive, place
@ before the search text (for example @man* ).
The following table provides some examples to explain how you can use the search.
man All records with fields that contain the text man , regardless
or of the case. For example, Manchester , manual, or
Man Spor tsman .
'Man' All records with fields that contain only Man , matching the
case.
Man* All records with fields that start with the text Man , matching
the case. For example, Manchester but not manual or
Spor tsman .
@Man* All records with fields that start with man , regardless of the
case. For example, Manchester and manual, but not
Spor tsman .
@*man All records that end with man , regardless of the case. For
example Spor tsman , but not Manchester or manual.
Filtering
Filtering provides a more advanced and versatile way to control which records are included in a list, report, or
XMLport. There are two major differences between searching and filtering, as described in the table below.
Applicable Fields Searches across all fields that are Filters one or more fields individually,
visible on the page. selecting from any field on the table,
including fields that aren't visible on
the page.
Matching Displays records with fields that match Displays records where the field exactly
the search text, no matter the text's matches the filter, including the text's
case or placement in the field. case, unless special filter symbols are
entered.
Filtering enables you to display records for specific accounts or customers, dates, amounts, and other
information by specifying filter criteria. Only records that match the criteria are displayed on the list or included
in the report, batch job, or XMLport. If you specify criteria for multiple fields, then only records that match all
criteria will be displayed.
For lists, the filters are displayed on a filter pane that appears to the left of the list when you activate it. For
reports, batch jobs, and XMLports, the filters are visible directly on the request page.
Filtering with Option Fields
For "ordinary" fields that hold data, setup date, or business data, you can set filters both by selecting data and by
typing filter values, and you can use symbols to define advanced filter criteria. For more information, see
Entering Filter Criteria.
For fields of type Option , however, you can only set a filter by selecting one or more options from a drop-down
list of the available options. An example of an option field is the Status field on the Sales Orders page.
NOTE
When you select multiple options as a filter value, the relationship between the options is defined as OR. For example, if
you select both the Open and the Released check box in the Status filter field on the Sales Orders page, it means that
sales orders that are either open or released are displayed.
NOTE
Filters in the Filter totals by section are controlled by FlowFilters on the page design. For technical information,
see FlowFilters.
You can set a simple filter directly on a list within using the filter pane, namely a filter that displays only records
with the same value as in the selected cell. Select a cell on the list, choose the drop-down arrow, and then choose
the Filter to This Value action. Alternatively, press Alt+F3 .
Setting Filters in Reports, Batch Jobs, and XMLports
For reports and XMLports, the filters are visible directly on the request page. The request page displays the last
used filters according to your selection in the Use default values from field. For more information, see Using
Saved Settings.
The main Filter section shows the default filter fields that you use to delimit which records to include in the
report or XMLport. To add a filter, choose the + Filter action. Then, type the name of the field that you want to
filter by, or pick a field from the drop-down list.
In the Filter totals by section, you can adjust various dimensions that influence calculations in the report or
XMLport. To add a filter, choose the + Filter action. Then, type the name of the field that you want to filter by, or
pick a field from the drop-down list.
TIP
Accelerate finding and analyzing your data by using combinations of keyboard shortcuts. For example, select a field, use
Shift+Alt+F3 to add that field to the filter pane, type the filter criteria, use Ctrl+Enter to return to the rows, select
another field, and use Alt+F3 to filter to that value. For more information, see Keyboard Shortcuts.
TIP
For more information about filtering dates and times, see Working with Calendar Dates and Times.
IMPORTANT
There may be situations where the value that you want to filter on contains a symbol that's an operator. For more
information about handling these situtions, see Filtering on Values That Contain Symbols for more instructions
about handling this situation.
If there are more than 200 operators in a single filter, the system will automatically group some expressions in
parentheses () for the purpose of processing. This has no effect on the filter or the results.
(..) Interval
SA M P L E EXP RESSIO N REC O RDS DISP L AY ED
(|) Either/or
(&) And
>50&<100 Include records with numbers that are greater than 50 and
less than 100 (numbers 51 through 99).
TIP
Your organization may use custom tokens. To learn about the complete set of tokens available to you or to add more
custom tokens, talk to your administrator. For technical information see Adding Filter Tokens.
See Also
Searching and Filtering FAQ
Save and Personalize List Views
Working with Business Central
Entering Data
4/1/2021 • 13 minutes to read • Edit Online
There are many general features that help you enter data easier, faster, and more precise. The basic principles
and advanced features for entering data are described in this article.
The examples in this article use the demonstration data.
P IC K ER H O W IT H EL P S Y O U SP EC IF Y A VA L UE
Date picker This picker displays a calendar that is based on your current
regional settings. It helps you choose a single date.
Switch or Checkbox Some fields provide a simple choice of Yes or No values. The
switch is used to specify this value, and is always displayed
as a checkbox in lists
Assist edit Some fields provide custom pickers that are suited to
looking up and choosing the best value for that field, such as
popup window
NOTE
After you specify a value, Business Central will only check that it's valid after you click outside the field or set focus to
another element, such as the next field.
Keyboard Shortcuts
There are several keyboard shortcuts that let you work "mouse-free" and speed up your data entry. These
keyboard shortcuts are especially useful with large-scale entries and repetitive typing tasks.
For more information about shortcuts, see Keyboard Shortcuts. A few of the keyboard shortcuts are discussed
in this article.
Mandatory Fields
When you enter data on pages, certain fields are marked with a red asterisk. The red asterisk means that the
field must be filled to complete a certain process. An example is when you post a transaction that uses the value
in the field.
Although a field is mandatory, you aren't forced to fill the field before you continue to other fields or close the
page. The red asterisk only serves as a reminder that you'll be blocked from completing a certain process.
NOTE
When you open other pages from a card or document that is opened in a new window, those pages will open in a new
window even though you don't choose .
NOTE
If you work in the Safari browser, a pop-up blocker may cause the new window to not open. If this is the case, specify the
product URL as an allowed website. For information see, Change preferences in Safari.
The same may happen in other browsers, such as Firefox. For more information, see Pop-up blocker settings in Firefox.
Another way to multitask, is to open Business Central on two or more browser tabs. When you do it this way,
you should create a new tab and then copy/paste the URL of the original tab into the new tab. This way creates a
new session.
NOTE
Don't use the Duplicate function of the browser to create the new tab as this may cause actions on one tab to block
actions on other tabs because they are part of the same session.
NOTE
How you enter dates and times depends on your Region settings. For more information, see Change Basic Settings.
Entering Dates
You can either use the data picker to select a date from a calendar, or you can enter dates manually. This section
provides a brief overview of how to enter dates. For more information, see Working with Calendar Dates and
Times.
For manually date entry, you can enter two, four, six, or eight digits:
Two digits are interpreted as the day. It will add the month and the year of the work date.
Four digits are interpreted as the day and the month. It will add the year of the work date.
If the date you want is in the range 01/01/1930 through 12/31/2029, enter the year with two digits.
Otherwise, enter the year with four digits.
You can also enter a date as a weekday followed by a week number. Or, you can enter a year. For example,
Mon25 or mon25 means Monday in week 25.
Instead of entering a specific date, you can enter one of these codes.
C O DE RESULT
Entering Times
When you enter times, you can insert any separator sign that you want between the units, but it isn't required.
You don't have to write minutes, seconds, or AM/PM.
The following table lists the various ways in which times can be entered and how they're interpreted.
EN T RY IN T ERP RETAT IO N
5 05:00:00
5:30 05:30:00
0530 05:30:00
5:30:5 05:30:05
053005 05:30:05
5:30:5,50 05:30:05.5
053005050 05:30:05.05
You enter two digits for each unit of time if you don't enter a separator.
EN T RY IN T ERP RETAT IO N
t 23 Today 23:00:00
Entering Duration
You enter a duration as a number followed by its unit of measure.
Here are some examples.
DURAT IO N UN IT O F M EA SURE**
2h 2 hrs
6h 30 m 6 hrs 30 mins
90m 1 hr 30 mins
You can also enter a number and it's automatically converted to a duration. The number you enter is converted
according to the default unit of measure that has been specified for the duration field.
To see the unit of measure used in a duration field, enter a number and see which unit of measure it's converted
to.
The number 5 is converted to 5 hrs, if the unit of measure is hours.
See Also
Sorting, Searching, and Filtering Lists
Working with Business Central
Working with Calendar Dates and Times
4/1/2021 • 12 minutes to read • Edit Online
Dynamics 365 Business Central offers multiple ways to enter dates and times, including powerful features that
accelerate data entry, or help you write complex calendar expressions. There are various places throughout the
application where you can enter dates and times in fields. For example, on a sales order, you can set the
shipment date. When filtering lists or report data, you can enter dates and times to pinpoint only the data that
you are interested in.
NOTE
Dynamics 365 Business Central uses the Gregorian calendar system.
Entering Dates
In a date field, you can enter a date using the standard format for your region setting. Different regions can use
different separators between the days, months and years. For example, some regions use dashes (mm-dd-yyyy)
and others use forward slashes (mm/dd/yyyy). However, you can use any separators, even a space, and the date
will automatically be changed to use separators that match your region.
Note that the format in which dates are displayed on printed reports or emailed documents is not influenced by
your personal choice of region setting.
To work more productively with dates and times, you can use any of the methods or formats that are described
in the following sections.
Picking dates from the calendar
Any field displaying a calendar icon can be set using the calendar date picker. To display the calendar date picker,
activate the calendar icon or press the Ctrl + Home keyboard shortcut in the field.
2022.12.31. 2022.12.31.
221231 2022.12.31.
22.12.31. 2022.12.31.
22.12.31. 2022.12.31.
20221231 2022.12.31.
22/12,31 2022.12.31.
Setting Ranges
On lists, totals and reports, you can set filters on dates, times and datetimes containing a start value and
optionally an end value to display only the data contained in that range. The standard rules apply to the way you
set date ranges.
You can use any of the valid formats in date range filters. For example, mon14 3..t 4p applied on a datetime field
results in a filter from 3 AM on Monday in week 14 of the current work date year, inclusive, until today at 4PM,
inclusive.
NOTE
In all data formula fields, one day is automatically included to cover today as the day when the period starts. Accordingly,
for example, if you enter 1W, then the period is actually eight days because today is included. To specify a period of seven
days (one true week) including the period starting date, then you must enter 6D or 1W-1D.
C Current
D Day(s)
W Week(s)
M Month(s)
Q Quarter(s)
Y Year(s)
EXP RESSIO N M EA N IN G
CW Current week
CM Current month
The following example shows how to use a number and a time unit. A number cannot be larger than 9999.
EXP RESSIO N M EA N IN G
The following example shows how to use a time unit and a number.
EXP RESSIO N M EA N IN G
The following example shows how you can combine these three forms as needed.
EXP RESSIO N M EA N IN G
The following example shows how you can use a minus sign to indicate a date in the past.
EXP RESSIO N M EA N IN G
Entering Times
When you enter times, you can insert any non-space separators that you want between the units, but if you use
double digits for each unit up to milliseconds, then it is not required.
You only have to write the largest units that you require; the rest will be set to zero. You can also leave out any
AM/PM indicator.
The following table lists the various ways in which times can be entered and how they are interpreted. It
assumes region settings that format times according to: Hours:Minutes:Seconds.Milliseconds. and use the
AM and PM indicators of 'AM' and 'PM', respectively.
EN T RY IN T ERP RETAT IO N
05:23:17 05:23:17
5 05:00:00
5AM 05:00:00
5P 17:00:00
12 12:00:00
12A 00:00:00
12P 12:00:00
17 17:00:00
5:30 05:30:00
0530 05:30:00
5:30:5 05:30:05
053005 05:30:05
5:30:5,50 05:30:05.5
053005050 05:30:05.05
You should be aware that milliseconds are interpreted as decimal notation. So, for example, 3, 30, and 300 all
mean 300 milliseconds, while 03 means 30 and 003 means 3 milliseconds.
You cannot use 24:00 to mean midnight, or use any value greater than 24:00.
The word for 'time' in the language used by Dynamics 365 Business Central will be evaluated to the current time
on your computer or mobile device. You can enter any part of the word, starting from the beginning, such as t or
TIM.
EN T RY IN T ERP RETAT IO N
t 23 Today 23:00:00
Entering Duration
Some fields in the application represent a duration, or amount of elapsed time, instead of a specific date or time.
You enter a duration as a number followed by its unit of measure.
Here are some examples.
DURAT IO N UN IT O F M EA SURE
2h 2 hrs
6h 30 m 6 hrs 30 mins
90m 1 hr 30 mins
You can also enter a number, which will be automatically converted to a duration. The number you enter is
converted according to the default unit of measure that has been specified for the duration field.
To see what unit of measure is being used in a duration field, enter a number and see which unit of measure it is
converted to.
For example, if the unit of measure is hours, the number 5 is converted to 5 hrs.
See Also
Working with Dynamics 365 Business Central
Date Calculation for Purchases
Entering Criteria in Filters
Detecting Mandatory Fields
4/1/2021 • 2 minutes to read • Edit Online
When you enter data on pages in Business Central, certain fields are marked with a red asterisk. The red asterisk
means that the field must be filled to complete a certain process that uses the field, such as posting a transaction
that uses the value in the field.
Even though the field contains a red asterisk, you are not forced to fill in the field before you continue to other
fields or close the page. The red asterisk only serves as a reminder that you will be blocked from completing a
certain process.
Examples
On the Customer Card page, the red asterisk appears in the Name field, in the Tax Area Code field, and in
the posting group fields to indicate that you cannot post a sales transaction for the customer unless the fields
are filled.
On the Item Card page, the red asterisk appears in the Description field to indicate that you cannot enter the
item on a document line, such as a sales order, unless this field is filled.
See Also
Working with Business Central
Changing Language and Region
4/1/2021 • 3 minutes to read • Edit Online
Business Central is available in a number of markets and languages around the World. In the markets where
Business Central is available, a set of regulatory features are available to assist companies with regulatory
burdens. Business Central can present itself in different languages and you can change the language that is used
to display texts, and the change is immediate, once you have been automatically signed out and in again. The
setting applies to you and not to everyone else in your company.
For example, if you are using the Canadian version of Business Central, you can see the user interface in English,
German, French, or another language, but it is still the Canadian version of Business Central in all other aspects.
It is not the same as, say, Business Central in the United Kingdom where functionality has been adapted towards
that market's requirements.
To change the language of the user interface, go to the My Settings page. For more information, see Change
Basic Settings.
NOTE
The choice of languages will be reset to your setting on your Microsoft 365 profile if your administrator synchronizes
users from Microsoft 365 to Business Central.
Changing the texts that are stored as application data is not part of the multilanguage capability. This is an
application design issue. Examples of such texts are the names of items in the inventory or the comments for a
customer. In other words, these types of text are not translated.
NOTE
Business Central only supports a single character set for data. Therefore some characters may not be supported in your
environment, and you may experience problems when retrieving data that was entered using a different character set. For
instance, your environment may support only English and Russian characters and if you enter data in a different
language, it may not be stored correctly. You should contact your system administrator to make sure you understand
which languages are supported for your Business Central.
IMPORTANT
When you change the region, you will see a long list of languages and regions. However, the language is not influenced
by the choice of region.
To change the region, go to the My Settings page. For more information, see Change Basic Settings.
Application Version
In the Help and Suppor t page, you can see the version of Business Central that your company is based on. If
you want to base a company on a different version, your administrator can create a new production
environment. For more information, see Create a new production environment in the developer- and IT Pro
content.
NOTE
The list shows all languages that are supported by the Microsoft Docs site. Business Central is available in a limited
number of countries/regions, and the Business Central Help content is not available in all languages that the Microsoft
Docs site supports.
See Also
Resources for Help and Support
Change Basic Settings
Getting Ready for Doing Business
Viewing and Editing in Excel From Business Central
4/1/2021 • 2 minutes to read • Edit Online
With pages that display a list of records in rows and columns, like a list of customers, sale orders, or invoices,
you can also view the records using Microsoft Excel. To do this, you have two options. You can either select the
Open in Excel action or the Edit in Excel action on the page. The differences between the two actions are as
follows:
Open in Excel
With this action, Excel respects any filters on the page that limit the records shown. The Excel workbook
will contain the same rows and columns that appear on the page in Business Central.
You can make changes to the records in Excel, but you cannot publish the changes back to Business
Central. You can only save the changes to Excel file on your computer.
This action works on both on Windows and macOS.
NOTE
For Business Central on-premises, the Open in Excel action is available by default. However, if you set up Business
Central on-premises for editing data in Excel, then the Open in Excel action is replaced by the Edit in Excel action.
Edit in Excel
With this action, Excel respects most filters on the page that limit the records shown, so the Excel
workbook will contain almost the same records and columns.
The advantage of the Edit in Excel action is that it lets you make changes to records in Excel and then
publish the changes back to Business Central.
It only works on Windows; not macOS.
You can switch the company that you are working with. To switch company, select the Options icon in
the Excel Add-in pane, then select the company from the Company field.
IMPORTANT
When changing the company, make sure that the Environment field is not empty. If it is, then set it to one of the
available options; otherwise, the add-in will not work correctly.
If you make changes to the add-in, you must reload it to update the connection. To reload, use the menu in
the top-right corner of the add-in. If you cannot load the add-in, talk to your administrator. If you are the
administrator, see Setting up the Excel Add-In for Editing Business Central Data.
NOTE
For Business Central on-premises, the Edit in Excel action is only available if the Excel add-in has been configured by
your administrator, and only available for the Web client. For administrators, if you want to learn how to install the Excel
add-in, see Setting up the Excel Add-In for Editing Business Central Data.
In the FactBox on most cards and documents, you can attach files, add links, and write notes. For links and notes,
you can also do this on the list page by first selecting the related line.
To view or change any of these attached information types, you must first open the Attachments tab in the
FactBox. The number behind the tab title indicates how many attached files, links, or notes exist for the card or
document.
Attachments, links, and notes stay attached as the card or document is processed into other states, such as from
an ongoing sales order to a posted sales invoice. However, none of the attachment types are output from the
system, for example, when printing or when saving to a file.
NOTE
When you partially ship and invoice a sales or purchase order, the attachment will only be attached to the final invoice of
the order. Similarly, when you invoice using the Deferrals feature, the attachment is attached to the G/L entries for the
document but not for the deferral entries.
If you delete an order before it is invoiced, the attachment is also removed. When you invoice purchase orders using the
Get Receipt Lines action from a purchase invoice, the attachment on the purchase orders is not added to the purchase
invoice.
NOTE
Files attached with the Incoming Documents feature are not included on the Attachments tab. For more information,
see Incoming Documents.
The following procedure is based on a purchase invoice. The steps are similar for all other supported documents
and cards.
1. Choose the icon, enter Purchase Invoices , and then choose the related link.
2. Open the sales order that you want to attach a file to.
3. In the FactBox, open the Attachments tab.
4. Choose the value behind the Documents field, such as "0".
5. On the Attached Documents page, in the Attachment field, choose the Select File action.
6. Select a file from any location, and then choose the Open button.
The file is now attached to the purchase invoice.
NOTE
Notes on the Attachments tab are not related to internal notes functionality, which is mainly used to communicate
between workflow users. For more information, see Setting Up Workflow Notifications.
The following procedure is based on a sales order. The steps are similar for all other supported documents and
cards.
1. Choose the icon, enter Sales Orders , and then choose the related link.
2. Select the sales order that you want to write a note on, and then choose the Attachments tab in the FactBox.
3. In the Notes section, choose the + icon.
4. In the Note field, write any text, such as "This is an urgent order.".
5. Choose the OK button.
The note is now attached to the sales order.
See Also
Working with Business Central
Incoming Documents
Setting Up Workflow Notifications
Change Basic Settings
4/1/2021 • 5 minutes to read • Edit Online
On the My Settings page, you can see and change basic settings for your Business Central. The changes that
you make will only affect your workspace, not the workspaces of other users.
Role
The role determines the home page, a starting screen that is designed for the needs of a specific role in an
organization. Depending on your role, the home page, or role center, gives you an overview of the business,
your department, or your personal tasks. It also helps you navigate to your daily tasks and find work that is
assigned to you.
At the top, the navigation allows you to switch between customers, vendors, items, and other important
lists of information. Similarly, actions allow you to initiate tasks, such as create a new sales invoice,
directly from the home page.
In the center, you find the Activities area, which shows current data and can be clicked or tapped to view
more detailed information. Key performance indicators (KPIs) can be set up to display a selected chart for
a visual representation of, for example, cash flow or income and expenses. You can also build up a list of
favorite customers on the home page for business accounts that you do business with often or need to
pay special attention to.
To change the role
The default role is Business Manager , but you can select another role to use a role center that fits your needs
better.
1. In the top right corner, choose the Settings icon , and then choose the My Settings action.
2. On the My Settings page, in the Role field, select the role that you want to use by default. For example,
select Accountant .
3. Choose the OK button.
Company
A company functions as a container for data in Business Central. There can be multiple companies in a database,
but only one can be selected at a time.
The default company is called CRONUS and contains demonstration data only. You can create a new company
with custom data. For more information, see Creating New Companies.
To change the company name
The company name is always displayed at the top left corner and works as an action that you can choose to go
back to the Role Center. You can change this name on the Company Information page.
1. Choose the icon, and then choose the Company Information action.
2. In the Name field, enter the new company name.
3. Leave the page. The system restarts and displays the new company in the top-left corner.
To display a company badge for quick access to company information
You can add a customized badge in the top-right corner, which you can choose to quickly view company name
and tenant information in a pop-up box. The company badge is also useful when Business Central is embedded
in another application, like Microsoft Teams or in some other web application. In these cases, because the
Business Central web client displays less surrounding contextual information, the company badge serves as the
only way to determine which company or environment a record belongs to.
1. Choose the icon, enter Company Information , and then choose the related link.
2. On the Company Badge FastTab, fill in the fields as necessary. Hover over a field to read a short
description..
NOTE
If a company badge is defined, then you cannot change the company name as described in To change the company name
Work date
The most commonly used work date is today's date. You may have to temporarily change the work date to be
able to perform tasks, such as completing transactions for a date that is not today's date.
TIP
In all date fields, type t to quickly enter today's date, and type w to quickly enter the work date, which is the value in the
Work Date field on the My Settings page.
IMPORTANT
After you change the work date, if you sign out or switch to another company, the work data reverts to the default work
date. So the next time you sign in or switch back to the original company, you may have to set the work date again.
Region
The Region setting determines how dates, times, numbers, and currencies are shown or formatted.
Language
Changes the display language. This field appears only when there's more than one language to choose from.
The initial language is either determined by the administrator or by your browser settings when you sign up for
Business Central. The language that you set will be used on all devices that you sign in from, such as a phone or
tablet.
Additional languages for Business Central can be installed from AppSource. While all supported display
languages are shown in the list, the administrator must install the relevant language app to the tenant before
users can switch to the new language in Business Central.
Time zone
Defines the time zone where you are located. When you first sign into Business Central, the time zone is set
based on your company's address. Change it if it doesn't fit your physical location.
Notifications
Choose the Change when I receive notifications link to view or change the notifications that you get about
certain events or changes in status, such as when you are about to invoice a customer who has an overdue
balance, or the available inventory is lower than the quantity you are about to sell. For more information, see
Managing Notifications.
Teaching tips
Starting with 2021 release wave 1, some pages display a teaching tip with a short introduction to the page.
Switch off teaching tips if you are not interested in seeing these short introductions when you open the relevant
pages. If you switch off teaching tips, you can still open the teaching tip for a specific page by choosing the page
title in the top left corner.
People sometimes support more than one company and need to easily switch from working in one company to
another in Business Central. For example, a business might have sales offices in cities and multiple countries, so
it has created a separate business unit for each office. The offices that are in the same country are set up as
separate companies in a shared environment. Other offices are created as companies in separate environments
because they are geographically based in other countries.
What's an environment? Companies in Business Central exist in what are referred to as environments. There are
two types of environments, Production and Sandbox . In short, production environments contain live business
data, and sandbox environments are used as a safe place to test things like new business processes or features.
For more information, see Types of environments. If you have access to a company, you have access to the
environment it's in. If you have access to more than one company, and those companies are in different
environments, when you sign in to Business Central you must specify the environment that you want to work in.
Environments are particular to a given country, so if your organization works in multiple countries, you need
separate environments for each country.
What's a company? Think of a company as a container that holds information about a legal entity. Using the
example above, the business has a sales office in Seattle and another in New York, so it creates a company in
Business Central for each office so that it can manage operations for each office separately. For more
information, see Creating New Companies in Business Central.
TIP
If you often switch between companies, or work with Business Central from within another app like Microsoft Teams, it
can be easy to lose track of where you are. To help you keeping track, you can add a badge that will display the company
name, so you can quickly verify that you're in the right place. For more information, see To display a company badge for
quick access to company information.
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You can also use the Alt+T keyboard shortcut to quickly open the My Settings page.
TIP
A good way to go directly to your default company when you sign in, and avoid having to specify an environment, is to
add the the URL to your list of favorites after you sign in.
See Also
The Business Central Administration Center
Change Basic Settings
Manage Notifications
4/1/2021 • 2 minutes to read • Edit Online
Business Central can help you work smarter by notifying you about certain events or changes in status, such as
when you are about to invoice a customer who has an overdue balance, or the available inventory is lower than
the quantity you are about to sell, for example. These notifications are shown as discreet tips in the context of
the task you are doing, and you can choose to ignore the notification or to see details about the issue.
If you choose to see details for a notification, you can take action to resolve the issue, such as contacting the
customer, buying more inventory, and so on. It's your choice what to do, and Business Central gives you advice
and recommendations.
Notifications can help untrained users complete unfamiliar tasks, and do not reduce productivity for the more
trained user.
See Also
Working with Business Central
Warnings and Error Messages in Dynamics 365
Business Central
5/28/2021 • 2 minutes to read • Edit Online
During your work day, you might see notifications in Business Central that something went wrong, or that it was
not possible to post something, for example. In many cases, the notification makes it easy to resolve the matter,
or to roll back any changes that you made. In other cases, you might not have have the information that you
need to get unblocked. This article provides tips on how to make progress.
Help others
If you are an administrator or superuser, you can help others by looking up error messages in the Error
Message Register page or in the administration center. In many cases, the warning or error message is about
setup or lack of permission and similar issues that the superuser or administrator can easily help with. In other
cases, you might have to inspect pages to identify the cause. For more information, see Finding technical
information in the administration content for Business Central.
See Also
Resources for Help and Support
Frequently Asked Questions
Tell Me FAQ
Searching and Filtering FAQ
Copy and Paste FAQ
Change Basic Settings
Getting Ready for Doing Business
Personalize Your Workspace
4/1/2021 • 11 minutes to read • Edit Online
You can personalize your workspace to suit your work and preferences by changing pages so that they display
only the information you need, where you need it. The personalization changes that you make will only affect
what you see, not what other users see.
You can personalize all types of pages, including the Role Center page. For more information about Role Centers,
see Role Center.
Depending on the type of page and what it includes, you can make various changes, such as move or hide fields,
columns, actions, and entire parts, and add new fields. Most personalization must be done by first activating the
Personalizing banner, but very simple adjustments, such as column width can be performed immediately on
any list.
NOTE
Administrators can perform the same layout changes as users can by customizing the workspace for a profile that
multiple users are assigned. For more information, see Customize Pages for Roles
Administrators can also override or disable users' personalization, and they can define which features are even available
for users to see in all or specific companies. For more information, see Customizing Business Central.
Video Overview
The following video shows some of the ways in which you can personalize your Role Center.
NOTE
To navigate during personalization, use Ctrl + Click on an action if it is highlighted by the arrowhead.
If you see a or on the banner, you cannot personalize the page. For more details, see Why a Page is
Locked from Personalization.
3. To add a field, choose the + Field action.
4. From the Add Field to Page pane, drag and drop a field into the desired position on the page.
5. To change a UI element, point to the element, such as an action, a field, or a part. The element is
immediately highlighted with an arrowhead or border.
6. Choose the element, and then choose either Move , Remove , Hide , Show , Show under "Show more" ,
Show when collapsed , Show always , Set/Clear Freeze Pane , or Include/Exclude from Quick
Entr y , depending on the type and state of the UI element. For more information, see What You Can
Personalize.
7. When you have finished changing the layout of one or more pages, choose the Done button on the
Personalizing banner.
Move something, like a field, column in Point anywhere on what you want to Parts are subdivisions or areas on a
list, tile, action, or part move, and drag it to its new position. page that contain things like multiple
The position is indicated by either a fields, another page, a chart, or tiles.
thick horizontal or vertical line.
For more details about action
indicates that you cannot move the personalization, see Personalizing
element to the selected position. Actions.
Hide something, like a field, column in Choose the arrowhead, choose Hide . The element is grayed when you are in
list, tile, action, or part. personalizing mode. If the field you
hide is also shown on the FastTab
heading when the FastTab is collapsed,
the field will no longer appear there.
Show hidden actions and parts. For a grayed (hidden) element, choose The hidden element is visible again.
the arrowhead, and then choose
Show .
Add a field or column. In the Personalizing banner, choose Each page includes a predefined set of
the + Field action. fields that you can display. Use this
The Add Field to Page pane opens procedure to add fields or columns
on the right. It lists the fields that you that have not been previously
can add to the page. displayed or to show fields that you
have hidden.
To add a field, drag it from the pane to
the position that you want it. The
position is indicated by either a thick
horizontal or vertical line.
W H AT DO Y O U WA N T TO DO H O W TO DO IT REM A RK S
Display a field in the heading of a Choose the arrowhead, and then FastTab is the term used for a group of
FastTab when it is collapsed. choose Show when collapsed . fields that appear under a common
heading. Use the Show when
If you do not see this option, then it is collapsed option to display the most
already set. In this case, to stop important fields. If you select a field in
displaying the field on the FastTab the heading, the FastTab will open and
heading, choose Show always . focus on the selected field.
Make a field display only when you Choose the arrowhead, and then
select Show more . choose Show under "Show More".
Change the freeze pane in a list to Choose the arrowhead of the column The freeze pane specifies the columns
another column. that you want as the last column of that always appear on the left, even as
the freeze pane, and then choose Set you scroll horizontally.
Freeze Pane .
Skip over a field when pressing Enter. Choose the arrowhead next to the See Accelerating Data Entry Using
field, or column heading in a list, and Quick Entry
choose Exclude from Quick Entr y .
Reorder and remove views Choose the arrowhead next to a view, See Save and Personalize List Views
representing filtered lists. and then choose Move , Remove , or
Hide .
Add a new action to a page or report From the target page, report request See Bookmark a Page or Report on
on your Role Center. page, or Tell Me window, choose the Your Role Center Role Center
bookmark icon.
Always start a list as expanded or Choose the Expand All or Collapse All Applies to collapsible hierarchy lists
collapsed button in the top-left corner of the list,
or choose the Expand All or Collapse
All action in the menu of the first
column.
Personalizing Actions
Personalization lets you decide which actions to show on the navigation and action bars and on Role Centers
and where to show them. You can show, hide, or move individual actions or action groups. Personalizing the
navigation and action bars is done basically the same way as with other UI elements. However, what you can do
with an action or group depends on where the action or group is located. The best way to find out is to enter
personalizing mode and then let the arrowheads guide you.
There are a couple terms that you should be familiar with to better understand action personalization: action
group and promoted category.
An action group is an element that expands to display other actions or groups. For example, on the Sales
Orders page, the Functions action that appear when you choose the Actions action is an action groups.
A promoted category is an action group that appears before the vertical line | on the action bar. The categories
typically include the most commonly used actions, so that you can quickly find them. For example, on the Sales
Orders page, the Order , Release , and Posting actions are promoted categories.
NOTE
You cannot personalize the action bar that appears in parts on the page (for example, the sales lines part on the Sales
Order page).
O P T IO N W H AT IT DO ES
Show This option appears if the action or action group has been
previously hidden (dimmed). Choosing this option will make
the action or action group appear on the navigation bar or
action bar.
Personalizing Parts
Parts are areas on a page that are typically composed of multiple fields, charts or other content, and can be
identified by a colored border when setting focus to the part. For example, a Role Center home screen has
multiple parts. Because of their well-defined boundary, you can personalize the entire part as well as its'
contents.
To move a part, drag and drop it to the desired position. A colored line indicates valid positions on the screen.
For example, FactBoxes can only be moved next to other FactBoxes in the FactBox pane.
You can hide a part by choosing the Hide option under the arrowhead.
When you start personalizing or navigate to a new page, any parts that are currently hidden will appear on
the page with distinctive visuals to indicate they are hidden. You can unhide that part by choosing the Show
option under the arrowhead.
You can clear all personalization changes that you have made within a single part by choosing the Clear
personalization option under the part's arrowhead. Clearing personalization of a part only affects changes to
the contents of the part, not the placement or visibility of the part on the page.
To clear personalization
At some point, you might want to undo some or all of the personalization changes that you have made to a
page over time.
1. On the Personalizing banner, choose the Clear personalization action.
2. Choose one of the following options. Be aware that clearing personalization cannot be undone.
O P T IO N W H AT IT DO ES
Only Navigation Menu Clears any personalization changes that you have ever made
to the navigation menu that is shared across the Role Center
and other pages. This includes any new actions that were
added as bookmarks, and any changes to links and groups
in the menu.
Only Actions Clears any personalization changes that you have ever made
on the navigation or action bars on the page.
Only Fields, Columns, and Par ts Clears any personalization changes that you have ever made
to the page except those on the navigation or action bar.
This includes changes to fields, columns, parts, and tiles.
All Clears all personalization changes that you have made to the
page so it looks like it did originally. This includes changes to
navigation and action bars, fields, columns, parts, and tiles.
There are two conditions that prevent you from personalizing a page. Either the page is locked (as indicated by
the ) icon or it is blocked (as indicated by the icon).
See Also
Personalize Your Workspace
Customize Pages for Profiles
Change Basic Settings
Change Which Features are Displayed
Save and Personalize List Views
5/11/2021 • 2 minutes to read • Edit Online
When you have set a filter on a list and you want to keep the filter for later, you can save it as a view. For more
information about filtering lists, see Setting Filters on Lists.
If views exist, the Views group appears at the top of the filter pane. Views are variations of the list that have
been preconfigured with filters. You can define and save as many views as you want per list. The views will be
available the next time you open the list, from any device or browser.
To save a view
1. Open any list page.
2. Select at the top of the list or press Shift+F3 to open the filter pane.
3. Set one or more new filters. For more information, see Setting Filters on Lists.
4. When you have set the filters, choose the icon.
If you set a filter for a list view that that is already saved as a view, the existing view will be updated when
you save.
5. If you're saving a new view, enter a name for the view in the All (Copy) box, such as "Items I own".
6. Press the Enter key or move the cursor from the text box to accept the name.
If you don't give it a name, it will be named All (Copy) .
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Not seeing the icon? For more information, see Why don't I have a Save icon.
See Also
List Views FAQ
Personalize Your Workspace
Working with Business Central
Change Basic Settings
Change Which Features are Displayed
Bookmark a Page or Report on Your Role Center
4/1/2021 • 4 minutes to read • Edit Online
Using the bookmark icon, you can add an action that opens a page or report from the navigation menu of your
Role Center. This allows you to quickly reach your favorite content or business tasks. You add the bookmark
from the target page or report, meaning the screen that you want the link on the Role Center to open.
The bookmark icon is shown in the top right corner of a page and also in the Tell Me window where you can
efficiently bookmark multiple pages or reports. If a bookmark already exists for the page, then the icon is dark,
and the tooltip says "Bookmarked".
See Also
Personalize Your Workspace
Working with Business Central
Change Basic Settings
Change Which Features are Displayed
Displaying Lists in Different Ways
4/1/2021 • 2 minutes to read • Edit Online
In the right corner of any list in Business Central you will find icons that let you choose how the list of records is
displayed. A list can be displayed as detailed rows, which is ideal when you need to work with many fields or
edit fields in the list. But you can also switch to display records as tiles, which is more compact and shows less
fields on the specific record. This is very useful to gain an overview of several entries and is in particular useful
on smaller devices, because it is compact and easier to tap.
Item List
On the Items page, having pictures helps you get a quick overview of what you sell and switching to the tiles
gives you an item catalogue to browse through. For lists that include pictures, such as the Items page, you have
a third option to display as large tiles. This displays large pictures for each record but also shows few fields.
You can import item pictures, either one by one or for multiple items in one go. For more information, see
Import Multiple Item Pictures.
See Also
Working with Business Central
Register New Items
Working with Reports, Batch Jobs, and XMLports
4/1/2021 • 7 minutes to read • Edit Online
A report gathers information based on a specified set of criteria, and organizes and presents the information in
an easy-to-read format that you can print or save as a file. There are many reports that you can access
throughout the application. The reports typically provide information relative to the context of the page you're
on. For example, the Customer page includes reports for the top 10 customers, sales statistics, and more.
Batch jobs and XMLports do more or less the same as reports, but for the purpose of performing a process or
exporting data. For example, the Create Reminders batch job creates reminder documents for customers with
overdue payments.
NOTE
This topic refers mainly to "report", but similar information applies to batch jobs and XMLports.
Getting started
You find reports in the Repor ts tab on selected pages, or you can use search to find reports by name.
When you open a report, batch job, or XMLport, you're typically presented with a request page where you set
various options and filters that determine what to include in the report. The following sections explain how to
use the request page to build, preview, and print a report.
NOTE
The predefined settings are typically set up and managed by an administrator. If you want to learn more, see Manage
Saved Settings for Reports and Batch Jobs.
The Filter list by section on a request page provides a generic filtering capability for reports. These filters are
optional.
Some reports will ignore any such filters, meaning that no matter what filter is set in the Filter list by section,
the output of the report is the same. It's not possible to provide a list of which fields are ignored in which
reports, so you will have to experiment with the filters when using them.
Example : When you use the Create Reminders batch job, a filter for the Customer Ledger Entries field of
Last Issued Reminder Level will be ignored because filters are fixed for that batch job.
Previewing a Report
Previewing a report lets you see what the report will look like before you print it. The preview isn't based on
printer selected Printer field on the request page. Its' controlled by the browser. After previewing, you can then
go back to the request page and make changes to options and filters as needed.
To preview a report, choose the Preview or Preview & Close button on the report request page. The button
that displays depends on the report, so some reports have Preview button, while others have a Preview &
Close button. Both buttons will open a preview of the report. The difference is that Preview keeps the request
page open, so you can go back to it, make changes, preview again, or print. With Preview & Close , the request
page closes, so you'll have to open the report again to make changes or print.
NOTE
If you're using Business Central 2020 release wave 1 or earlier, there's only a Preview button, which closes the request
page on preview, like described for Preview & Close .
Saving a Report
You can save a report to a PDF document, Microsoft Word document, or Microsoft Excel document by choosing
the Send to button, and then making your selection.
Printing a Report
To print a report, choose the Print button on the request page or on the menu bar of the Preview page.
Printer
The Printer field on the request page shows the name of printer that the report will be sent to. To change a
printer, just select the printer from the list.
NOTE
(Handled by the browser) indicates there's no designated printer for the report. In this case, the browser will handle
the printout and display a standard experience, where you can choose a local printer connected to your device. (Handled
by the browser) isn't available in the Business Central mobile app or app for Microsoft Teams.
TIP
The printer that's selected for you by default is set up on the Printer Selections page. For information about changing
the default printer, see To select which printers print which reports.
Advanced options
The fields under Advanced set limitations on the generated report to control printer resources. You typically
won't have to change these settings, unless you have a large report. If a report exceeds these limitations when
you try to preview or print, a message appears telling you which limitation was exceeded. You can then change
the settings to suit your report. Each field, however, has a maximum value that you should be aware of:
F IEL D M A XIM UM VA L UE
NOTE
The maximum values may be different for Business Central on-premises, and an administrator can change them. For more
information, see Configuring Business Central Server - Reports. For an overview of reports limitations Business Central
online, see Operational Limits.
See Also
Set Up Printers
Working with Calendar Dates and Times
Managing Report and Document Layouts
Working with Business Central
Set Up Printers
5/17/2021 • 11 minutes to read • Edit Online
Printing documents and reports from Business Central is an important task for business users. Users will
typically want to send print jobs directly to one of your organization's printers—no matter which Business
Central client or app they're using. Because Business Central online is a cloud service, it can't directly reach local
printers connected to users' devices, but it can connect to cloud-enabled printers.
To support your print needs, Business Central offers the following features:
NOTE
Business Central also supports custom printer extensions that add even more print features. So if any custom printer
extensions are installed, you're application may include print features that aren't described in this article.
The complete setup requires you work in both Microsoft Azure, using the Azure portal, and in Business Central.
Supported printers
Business Central supports the same printers as Universal Print, which can be either Universal Print–compatible
or non-compatible printers. Non-compatible printers can't communicate with Universal Print directly, so they
require extra connector software, which is provided by Universal Print. Some older printers may not be
supported.
Prerequisites
For Business Central
Business Central 2021 release wave 1 or later
Universal Print Integration extension is installed
This extension is published and installed by default as part of Business Central online and on-premises.
You can verify whether it's installed on the Extension Management page. For more information, see
Installing and Uninstalling Extensions in Business Central.
Business Central on-premises:
Azure Active Directory (AD) or NavUserPassword authentication is configured
An application for Business Central is registered in your Azure AD tenant and Business Central
Like other Azure services that work with Business Central, Universal Print requires an app
registration for Business Central in Azure Active Directory (Azure AD). The app registration
provides authentication and authorization services between Business Central and Universal Print.
Your deployment may already be using an app registration for other Azure services, like Power BI.
If so, then use the existing app registration for Universal Print as well, instead of adding a new one.
The only thing you'll need to do, in this case, is modify the app registration to include the relevant
print permissions for Microsoft Graph API.
To registered an app an set the proper permissions, follow the steps described in Register an
application in Azure Active Directory.
For Universal Print
A Universal Print subscription/license for your organization.
For more information, see License Universal Print.
You have the Printer Management and Global Administrator roles in Azure.
To manage Universal Print, your account must have Printer Management and Global Administrator
roles in Azure AD. These roles are only needed for managing Universal Print. They aren't required by
users to use the printers from Business Central.
Set up Universal Print and add printers in Microsoft Azure
Before you can start managing Universal Print printers in Business Central, there are several tasks you'll need to
go through to get Universal Print up and running in Azure with the printers you want use.
For detailed instructions on how to get set up, see Get started: Set up Universal Print in the Universal Print
documentation. Here's an overview of the steps you'll need to complete. Most of these steps are done in the
Azure portal.
1. Assign Universal Print licenses to yourself and other users.
How you assign the license depends on whether you're integrating with Business Central online or on-
premises.
With Business Central online, you assign licenses by using the Microsoft 365 admin center.
For more information, see Microsoft Admin Center Help - Assign licenses to users.
With Business Central on-premises, you assign licenses in your Azure tenant using the Azure
portal.
For more information, see Azure Directory - Assign or remove licenses in the Azure Active
Directory portal.
2. Install the Universal Print connector for registering printers that can't communicate with Universal Print
directly.
Most in-market printers can't communicate with Universal Print directly. You'll have to install the
Universal Print connector for these printers. For more information, see Installing the Universal Print
Connector.
3. Register your printers in Universal Print.
Registering a printer makes Universal Printer aware of the Printer.
For printers that can communicate directly with Universal Print, follow the steps provided by the
printer manufacturer.
For other printers, register the printers by using the Universal Print connector.
For more information, see Printer registration.
4. Change printer properties (optional)
After a printer is registered, you can view and modify printer properties, like default preferences.
For more information, see Managing Printer Settings using the Universal Print portal.
5. Share the printers.
Any printer that you want to use in Business Central will have to be shared in Universal Print.
For more information, see Share a Printer.
6. Give users permission to the shared printers.
For more information, see Printer Permissions.
7. Enable document conversion.
Universal Print renders content for print in XPS format. Some legacy in-market printers don't support
XPS content rendering—in many cases, only PDF format. Printing to these printers will fail unless
Universal Print is set up to convert documents to the printer-supported format.
For more information, see Document Conversion Overview.
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If none of your printers require PDF content rendering format, we recommend that you don't enable document
conversion because it might affect the print output quality.
Now, you're ready to add the printers to Business Central, set up default printers for reports, and print.
Add Universal Printer printers to Business Central
After printers are set up and shared in Universal print, you're ready to them to Business Central for use. There
are two ways to add Universal Print printers. You can add the printers all at once or individually, one at a time.
Adding printers individually let's you set up the same Universal Print printer in Business Central more than once.
Then, for each added printer, you can change the print settings, like paper tray, size, and orientation. This way,
you can set up printers for different reports and documents that have special output requirements.
1. Choose the icon, enter Printer Management , and then select the related link.
2. Select Universal Print , and then choose one of the following options:
Add all Universal Print printers to add all printers that aren't already added. You can use this
option even if there are already printers added.
Add a Universal Print printer to add a specific printer.
3. Follow the on-screen instructions.
If you chose Add all Universal Print printers , then the Add Universal Print Printers setup
starts.
If you chose to Add a Universal Print printer , then the Universal Printer Settings page
appears. Fill in the Name field, the select ... next to the Print Share in Universal Print field to
select the Universal Print printer. Fill in the remaining fields as needed. Hover over a field to read a
short description..
These actions verify your Azure AD setup (for on-premises), check that your have Universal Print license,
and then finally adding the printers.
NOTE
For on-premises, if this is the first time connecting to Universal Print, the AZURE ACTIVE DIRECTORY SERVICE
PERMISSIONS page appears and you'll be prompted to give consent to Azure Services. You only have to do give
consent once.
After a printer has been added, you can view and change its settings from the Printer Management . Just select
the printer, then choose Edit printer settings .
Privacy Notice
If you use the Email Printer extension, then all or some print jobs will be sent to the email address configured for
the printer. We strongly recommend that a unique email ID is tied to a printer device using only the official
services provided by the hardware manufacturer, such as HP ePrint, KonicaMinolta EveryonePrint, or Epson
Email Print.
Take all necessary privacy precautions, including ensuring that the email printing solution has properly
configured permissions, privacy settings, and retention policies. It is your responsibility to provide a correct,
verified, and operational email address. For more information, see Microsoft Privacy Statement.
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You can also open the Printer Management page from the Printer Selections page by choosing Printer
Management .
2. On the Printer Management page, select a printer from the list, choose Manage , then choose Set as
my default printer or Set as default printer for all users .
NOTE
Setting a default printer from the Printer Management will add an entry in the Printer Selections .
IMPORTANT
For Business Central on-premises, the Printer Selections page can only be used for cloud printers defined by printer
extensions, like Email Print and Universal Print printers. It can't be used for local printers.
1. Choose the icon, enter Printer Selections , and then select the related link. Instead, from the Printer
Management page, select a printer, and then choose the Printer Selections action.
2. Choose the New action to add a printer selection for a specific report.
3. Fill in the fields as necessary.
The specified report is now set up to print to the selected printer by default.
NOTE
When you print the report in question, you can select a different using the Print field on the request page.
NOTE
If you do not set a report up for a specific printer on the Printer Selections page, then it will be printed to the default
printer of the company, as defined from the Printer Management page.
You or the administrator can also use the Printer Selections page to define other variations of printing for
users and reports. The following table describes the combination of values to specify different printing setup for
a report.
TO SET T H E F O L LO W IN G VA L UES
Print a report to a specific printer for all users Specify values in the Repor t ID and Printer Name fields
and leave the User ID field blank.
Print all reports to a specific printer for a specific user Specify values in the User ID and Printer Name fields and
leave the Repor t ID field blank. This entry does the same as
the Set as my default printer action on the Print
Management page.
Set the default printer for all reports for all users Specify a value in the Printer Name field and leave the
User ID and Repor t ID fields blank. This entry does the
same as the Set as default printer for all users action
on the Print Management page.
Print a specific report to the user's default printer Specify a value in the Repor t ID field and leave the Printer
Name and User ID fields blank.
Print a specific report to a specific printer for a specific user Specify values in all three fields.
NOTE
More specific printer selections take precedence over a more general printer selections. For example, a printer selection
that has values in the User ID , Repor t ID , and Printer Name fields takes precedence over a printer selection that has
blank entries in the User ID or Repor t ID fields.
See Also
Printing a Report
Working with Business Central
Run Batch Jobs
Send Documents by Email
Working with Reports, Batch Jobs, and XMLports
4/1/2021 • 7 minutes to read • Edit Online
A report gathers information based on a specified set of criteria, and organizes and presents the information in
an easy-to-read format that you can print or save as a file. There are many reports that you can access
throughout the application. The reports typically provide information relative to the context of the page you're
on. For example, the Customer page includes reports for the top 10 customers, sales statistics, and more.
Batch jobs and XMLports do more or less the same as reports, but for the purpose of performing a process or
exporting data. For example, the Create Reminders batch job creates reminder documents for customers with
overdue payments.
NOTE
This topic refers mainly to "report", but similar information applies to batch jobs and XMLports.
Getting started
You find reports in the Repor ts tab on selected pages, or you can use search to find reports by name.
When you open a report, batch job, or XMLport, you're typically presented with a request page where you set
various options and filters that determine what to include in the report. The following sections explain how to
use the request page to build, preview, and print a report.
NOTE
The predefined settings are typically set up and managed by an administrator. If you want to learn more, see Manage
Saved Settings for Reports and Batch Jobs.
The Filter list by section on a request page provides a generic filtering capability for reports. These filters are
optional.
Some reports will ignore any such filters, meaning that no matter what filter is set in the Filter list by section,
the output of the report is the same. It's not possible to provide a list of which fields are ignored in which
reports, so you will have to experiment with the filters when using them.
Example : When you use the Create Reminders batch job, a filter for the Customer Ledger Entries field of
Last Issued Reminder Level will be ignored because filters are fixed for that batch job.
Previewing a Report
Previewing a report lets you see what the report will look like before you print it. The preview isn't based on
printer selected Printer field on the request page. Its' controlled by the browser. After previewing, you can then
go back to the request page and make changes to options and filters as needed.
To preview a report, choose the Preview or Preview & Close button on the report request page. The button
that displays depends on the report, so some reports have Preview button, while others have a Preview &
Close button. Both buttons will open a preview of the report. The difference is that Preview keeps the request
page open, so you can go back to it, make changes, preview again, or print. With Preview & Close , the request
page closes, so you'll have to open the report again to make changes or print.
NOTE
If you're using Business Central 2020 release wave 1 or earlier, there's only a Preview button, which closes the request
page on preview, like described for Preview & Close .
Saving a Report
You can save a report to a PDF document, Microsoft Word document, or Microsoft Excel document by choosing
the Send to button, and then making your selection.
Printing a Report
To print a report, choose the Print button on the request page or on the menu bar of the Preview page.
Printer
The Printer field on the request page shows the name of printer that the report will be sent to. To change a
printer, just select the printer from the list.
NOTE
(Handled by the browser) indicates there's no designated printer for the report. In this case, the browser will handle
the printout and display a standard experience, where you can choose a local printer connected to your device. (Handled
by the browser) isn't available in the Business Central mobile app or app for Microsoft Teams.
TIP
The printer that's selected for you by default is set up on the Printer Selections page. For information about changing
the default printer, see To select which printers print which reports.
Advanced options
The fields under Advanced set limitations on the generated report to control printer resources. You typically
won't have to change these settings, unless you have a large report. If a report exceeds these limitations when
you try to preview or print, a message appears telling you which limitation was exceeded. You can then change
the settings to suit your report. Each field, however, has a maximum value that you should be aware of:
F IEL D M A XIM UM VA L UE
NOTE
The maximum values may be different for Business Central on-premises, and an administrator can change them. For more
information, see Configuring Business Central Server - Reports. For an overview of reports limitations Business Central
online, see Operational Limits.
See Also
Set Up Printers
Working with Calendar Dates and Times
Managing Report and Document Layouts
Working with Business Central
Manage Saved Settings for Reports and Batch jobs
4/1/2021 • 2 minutes to read • Edit Online
When running reports, users are typically presented with a page that lets them select options and set filters to
change the data that is included in the generated report. This page is called the request page. A report can
include one or more saved settings that users can apply to the report from the request page. Saved settings are
basically predefined options and filters. Using saved settings is a fast and reliable way to consistently generate
reports that contain the correct data. For more information, see Using Saved Settings.
NOTE
This topic refers mainly to "report", but similar information applies to batch jobs.
If you have the proper permissions, you can view, create, and modify the saved settings for all reports for all
users in a company. You can assign saved settings for a report to individual users or to all users in the company.
IMPORTANT
Consider the name that you give a saved settings entry. If you create a saved settings entry for all users, and you give it
the same name as an existing saved settings entry that is assigned to a specific user only, then that user will not be able
to use the saved settings entry that is assigned to everyone. In the Saved Settings section on the request page, the
user will see two saved settings entries with the same name. However, no matter which option they choose, the user-
specific saved settings entry will be used.
NOTE
The Saved Settings feature is available only on reports where the SaveValues property of the report's request page is set
to Yes . The SaveValues property is set in the development environment.
See Also
Working with Reports, Batch Jobs, and XMLports
View Test Reports Before Posting
4/1/2021 • 2 minutes to read • Edit Online
When you are ready to post a document, such as an order, invoice, or a credit memo, you can test the document
to ensure that no issues exist that will block the posting.
NOTE
The following procedure is about testing before posting a purchase document. The functionality works in the same way
for sales documents.
See Also
Posting Documents and Journals
Working with Business Central
Run Batch Jobs and XMLports
4/1/2021 • 2 minutes to read • Edit Online
A batch job is a routine that processes data in batches, for example the Adjust Exchange Rates batch job.
There are batch jobs that perform periodic accounting activities, such as closing the income statement at the end
of a fiscal year. Many batch jobs do calculation work, such as calculation of finance charges, exchange rate
adjustment, and calculation of unit prices.
A batch job is like a report, except the batch job uses the result of its work to update information directly, instead
of printing the results.
You can schedule when a batch job runs. For more information, see Use Job Queues to Schedule Tasks.
See Also
Sorting, Searching, and Filtering Lists
Use Job Queues to Schedule Tasks
Working with Business Central
Managing Report and Document Layouts
4/1/2021 • 3 minutes to read • Edit Online
A report layout controls content and format of the report, including which data fields of a report dataset appear
on the report and how they are arranged, text style, images, and more. From Business Central, you can change
which layout is used on a report, create new layout, or modify the existing layouts.
NOTE
In Business Central, the term "report" also covers externally-facing documents, such as sales invoices and order
confirmations that you send to customers as PDF files.
A report can be set up with more than one report layout, which you can then switch among as needed.
Depending on the layouts that are available for a report, you can choose to use a built-in RDLC report layout, a
built-in Word report layout, or a custom layout. For more information about RDLC and Word report layouts,
built-in and custom layouts, and more, see Manage Report Layouts.
When custom report layouts are defined, you can select them from customer and vendor cards to specify that
the selected layouts will be used for documents that you crate for the customer or vendor in question. For more
information, see Define Document Layouts for Customers and Vendors.
TIP
Document reports (not lists) that use a Word report layout are typically faster than those that use an RDLC report layout.
So if you have the option to choose between a Word or RDLC report layout for a document report, use the Word report
layout for the best performance.
NOTE
If you choose a report layout of type RDLC (built-in) or Word (built-in) and you get an error message that the report
does not have a layout of the specified type, then you must choose another layout option or create a custom report
layout of the type that you want to use. See the next procedure.
If you selected a built-in RDLC or Word report layout, then no further action is required, and the layout will be
used the next time the report is run.
By default, a report will have a built-in report layout, which can be either an RDLC report layout or Word report
layout, or both. You cannot modify built-in layouts. However, you can create your own custom layouts that
enable you to change the appearance of report when it is viewed, printed or saved. You can create multiple
custom report layouts for the same report, and then switch the layout that is used by a report as needed.
NOTE
In Business Central, the term "report" also covers externally-facing documents, such as sales invoices and order
confirmations that you send to customers as PDF files.
To create a custom layout, you can either make a copy of an existing custom layout or add a new custom layout,
which in most cases is based on a built-in layout. When you add a new custom layout, you can choose to add an
RDLC report layout type, Word report layout type, or both. The new custom layout will automatically be based
on the built-in layout for the report if one is available. If there is no built-in layout for the type, then a new blank
layout is a created, which you will have to modify and design from scratch. For more information about RDLC
and Word report layouts, built-in and custom layouts, and more, see Manage Report Layouts.
TIP
Use account schedules to get insight into the financial data stored in your chart of accounts. For more information, see
Prepare Financial Reporting with Account Schedules and Account Categories.
When custom report layouts are defined, you can select them from customer and vendor cards to specify that
the selected layouts will be used for documents that you crate for the customer or vendor in question. For more
information, see Define Document Layouts for Customers and Vendors.
The name of the label or data field name displays in the content control. In the example, the field name is
CompanyAddr1.
To remove a label or data field
1. Right-click the field that you want to delete, and then choose Remove Content Control .
The content control is removed, but the field name remains as text.
2. Delete the remaining text as needed.
Adding data fields
Adding data fields from a report dataset is a more advanced and requires some knowledge of the report
dataset. For information about adding fields for data, labels, data, and images, see Add Fields to a Word Report
Layout.
You can import and export an existing custom report layout as a file to and from a location on your computer
and network. For example, you can export a report layout, and then send the file to another person to modify.
That person can then make the modifications to layout and return the file to you so that you can import it back.
IMPORTANT
You cannot import or export built-in report layouts.
Occasionally, you may need to update a custom report layout that is used on a report. This is required when
there has been a design change to the report's data set, for example, a field that is used in the layout has been
removed from the report data set. If a report layout requires updating, you will get an error message when you
try to preview, print or save the report.
You can automatically update a report layout from the error message that appears when you run the report by
choosing the Yes button on the error message. Or, in advance of running reports, you can update specific report
layouts or all custom report layouts that might be affected by dataset changes.
You also have the option to test updates without applying the required changes to the custom report layouts.
This enables you to see what changes will be applied to the report layout and identify possible issues in the
process. From the test results, you can open the custom report layouts directly for editing to fix any issues. We
recommend that you test the report layout update before you apply the updates.
Not all report dataset changes can be automatically updated in the report layouts. Some changes will require
that you manually edit the report layout. For more information, see Limitations of the Custom Report Layout
Update.
Fixing Errors
If you get an error message when you update or test report layout updates, you most likely will have to modify
the report layout to fix the problem. Read the error message to help determine the cause of the problem.
The most typical problem occurs when a field that is used on the layout has been removed from the report
dataset. In this case, you will see a line in the error message that states that an item has been removed. To fix this
issue, you will have to modify the layout and remove the field in question.
For more information, see Create and Modify a Custom Report Layout.
After you modify the layout, try to update the layout again.
When custom report layouts are defined, you can select them from customer and vendor cards to specify which
layouts will be used for different types of documents that you create for the customer or vendor in question. The
value in the Usage field, defines which process the document layout will be used for, such as Reminder ,
Shipment , and Confirmation .
In addition to setting up which layouts to use for what document, you can save time when sending documents
to different customer or vendor contacts by setting up specific contacts' email addresses to use with specific
documents. For example, customer statements will be sent to accountant contacts, sales orders to your
customers' purchasers, and purchase orders to vendors' salespeople or account managers.
When you define a document layout for a customer or vendor, you can also specify the email address of the
contact person that must receive the document. You can quickly do this with the Select Email from Contacts
function, which automatically filters to contact email addresses registered for the customer or vendor in
question.
Before you can define which document layout to use for which processes, and which contact to send the
document to, you must load all the available reports (documents) from the Repor t Selections page. You can
quickly do this with the Copy from Repor t Selection function.
The following describes how to define sales document layouts from a customer card. The steps are the same for
purchase document layouts from a vendor card.
To select a custom report layout to use for the sales document layout
If one or more of the report layouts that are defined in the Document Layouts page for the customer do not
have a custom report layout defined, then you can quickly do that.
1. On the Document Layouts page, on the line for a report layout that you want to use a custom layout for,
choose the Custom Layout Description field. The field is either filled if customer layout is already selected
or blank.
2. On the Custom Repor t Layouts page, select the special document layout that you want to use for the sales
document type in question. For more information, see Create and Modify Custom Report Layouts.
To set up which contact receives which document layout for a
customer
You can save time when sending documents to different customers or vendor contacts by specifying contact
email addresses on the different lines on the Document Layouts page. For example, customer statements can
be sent to accountant contacts, sales orders to your customers' purchasers, and purchase orders to vendors'
salespeople or account managers.
1. On the Document Layouts page, on the line for a report layout that you want to send to a specific contact
for the customer, choose the Select Email from Contacts action.
2. On the Contacts page, select the line for the relevant contact, and then choose the OK button.
The email address of the contact is now inserted on the document layout line so that the sales document in
question, for example, reminders, is always sent to that contact at the customer's company.
See Also
Update Custom Report Layouts
Create and Modify Custom Report Layouts
Import and Export a Custom Report or Document Layout
Send Documents by Email
Managing Report Layouts
Working with Reports, Batch Jobs, and XMLports
Working with Reports, Batch Jobs, and XMLports
Add Fields to a Word Report Layout
4/1/2021 • 5 minutes to read • Edit Online
A report dataset can consist of fields that display labels, data, and images. This topic describes the procedure for
adding fields of a report dataset to an existing Word report layout for a report. You add fields by using the Word
custom XML part for the report and adding content controls that map to the fields of the report dataset. Adding
fields requires that you have some knowledge of the report's dataset so that you can identify the fields that you
want to add to the layout.
NOTE
You cannot modify built-in report layouts.
NOTE
You cannot add a field by manually typing the dataset field name in the content control. You must use the XML
Mapping pane to map the fields.
IMPORTANT
You can only add images that have a format that is supported by Word, such as .bmp, .jpeg, and .png file types. If you
add an image that has a format that is not supported by Word, you will get an error when you run the report from the
ADD INCLUDE client.
To add an image
1. Place your pointer in the document where you want to add the control.
2. In the XML Mapping pane, right-click the control that you want to add, choose Inser t Content
Control , and then choose Picture .
3. To increase or decrease the image size, drag a sizing handle away from or towards the center of the
content control.
XM L EL EM EN T S DESC RIP T IO N
....<DataItem2> Data items and columns that are nested in the top-level
data item. Columns are listed in alphabetical order under the
...... respective data item.
<DataItem2Column1>DataItem2Column1</DataItem2Column1>
....</DataItem2>
....<DataItem3>
......
<DataItem3Column1>DataItem3Column1</DataItem3Column1>
....</DataItem3>
</WordReportXmlPart>
See Also
Create and Modify a Custom Report Layout
Available Fonts
4/27/2021 • 2 minutes to read • Edit Online
The online version of Business Central contains pre-installed fonts on the servers that can be used when
generating reports. The following sections outline which fonts are available.
NOTE
For security and legal reasons, you cannot upload custom fonts to the Business Central environment.
Document Fonts
The following fonts are installed and available to use in both Word and RDLC report layouts:
Arial
Consolas
Courier New
Lucida Console
Segoe Print
Segoe Script
Segoe UI
Segoe UI Light
Segoe UI Semilight
Times New Roman
See Also
Managing Report Layouts
Select a Check Layout
Working with Business Central Barcode Fonts with Business Central Online
Accessibility and Keyboard Shortcuts
5/28/2021 • 3 minutes to read • Edit Online
This article provides information about the features that make Business Central readily available to people with
disabilities. Business Central supports the following accessibility features:
Keyboard shortcuts. See Keyboard Shortcuts.
Touch and pen gestures on tablets and phones. See Touch and Pen Gestures.
Navigation
Headings
Alternative text for images and links
Support for common assistive technologies
Zoom in or out on any page
Tooltips on elements in the user interface
Navigation
You can use different combinations of the Tab, Shift, and arrow keys of your keyboard to move between
elements on a page. Elements include actions, fields and columns, parts, and other controls. In general, press Tab
or Shift+Tab to move to the next or previous element.
When you focus on an area that contains actions, like the navigation bar on the top of role center or action bar
on other pages, use the arrows keys to move through the different actions and groups. Press Enter on a group
to open its underlying actions, and then continue using the arrows keys. Press Tab or Shift+Tab to move out of
the action area.
By using the tab order, you can also switch between the main browser page and dialog boxes that request
confirmation, for example, or the sign-in page.
Headings in Content
The HTML source for Business Central content uses tags to help users of assistive technology to understand the
structure and content of the page. For example, on list pages, the columns are defined in TH tags and the column
headings are set with TITLE attribute inside the tag. Captions for elements, such as FastTabs, FactBoxes, and fields
are included in heading tags (H1, H2, H3, and H4).
Assistive Technologies
Business Central supports various assistive technologies, such as high contrast, screen readers, and voice
recognition software. Some assistive technologies may not work well with certain elements in Business Central
pages.
Zoom
Most browsers use standard keyboard shortcuts to zoom in and out on the current page. These keyboard
shortcuts aren't specific to Business Central, but they work when you use Business Central in a browser. For a list
of supported keyboard shortcuts, see Keyboard Shortcuts for Zooming In and Out.
Tooltips
Tooltips are available on most elements in the user interface, like page fields and columns, actions, cues tiles, and
charts. A tooltip provides extra text that explains an element to help you better understand its purpose.
Tooltips are accessed in different ways, depending on the client (web or mobile) and the device that you're
working with. Use the following table as a guide. Some tooltips can be read by screen-readers. In this case, you
access the tooltips as described in the table, then use the screen reader to navigate to the tooltip as you would
with any other element.
Accessing tooltips
K EY B O A RD TO UC H GEST URE O N
M O USE A C T IO N F O R SH O RTC UT F O R W EB TA B L ET / P H O N E F O R SC REEN REA DER
EL EM EN T W EB C L IEN T C L IEN T M O B IL E A P P SUP P O RT
Page fields and Hover over or click Move focus to the Tap the field caption yes
column headings the field caption or field or column
column heading heading, and press
Alt+Up Arrow keys
Charts elements, like Hover over the Move focus to Tap and hold the yes
a bar, line, pie slice element element, for example, element
by using arrow keys
See Also
Getting Ready for Doing Business
Working with Business Central
Frequently Asked Questions
Keyboard Shortcuts
5/28/2021 • 14 minutes to read • Edit Online
This article provides an overview of some of the shortcut key combinations that you can use when you're
working with Business Central.
For an overview of the most popular keyboard shortcuts, see Keyboard Shortcuts (PC only).
TIP
For a graphical view of the most used shortcuts, choose the following image and download the PDF file.
Overview
Keyboard shortcuts aid accessibility and can make it easier and more efficient to navigate to different areas and
elements on a page. They're supported by most web browsers, however, the behavior may vary slightly.
NOTE
The keyboard shortcuts described here refer to the U.S. keyboard layout. The layout of the keys on other keyboards may
not correspond exactly to the keys on a U.S. keyboard.
Most of the shortcuts are the same whether the operating system is Windows or macOS. However, some
shortcuts differ for macOS. These shortcuts are indicated with brackets in the following sections.
NOTE
In addition to the global keyboard shortcuts described in this topic, a number of business-specific shortcuts are available.
For example, in the generic version of Business Central, F9 posts a document and Ctrl+F7 shows the ledger entries for a
record when you open the record in a card. (These may be different in your solution.) The keyboard shortcut is shown in
the tooltip for the action in question.
P RESS T H ESE K EY S
( IN M A C O S) TO DO T H IS
Alt+Up Arrow Show tooltip for a field or a column header of a table. If the
field has validation errors, press Alt+Up Arrow to show the
validation error. Press Esc or Alt+Up Arrow to close the
tooltip.
Alt+O Add a new note for the selected record, even if the FactBox
pane isn't open.
Alt+Shift+N Close a newly created page and open a new one to create a
new record. Similarly, Alt+F9 posts a document and creates a
new one.
Ctrl+Alt+F1 Open and close the page inspection pane. The page
inspection pane shows information about the page, like its
source table, fields, filters, extensions, and more.
Ctrl+C Copy the value of field. If the field is in focus, and you
haven't selected any text in the field, this will copy the entire
value. If you've selected any text in the field, then it will copy
the selected text only.
Y and N Activate Yes and No buttons in dialog boxes. Actual keys will
vary based on your current language specified in My
Settings . For example, press J to activate the Ja button
when using German language.
P RESS T H ESE K EY S
( IN M A C O S) TO DO T H IS IN A L IST VIEW TO DO T H IS IN A T IL E VIEW
Ctrl+Home Select the first row in the Move to the first tile in the
(Fn+Ctrl+Left Arrow) list; focus remains in the first row.
same column.
P RESS T H ESE K EY S
( IN M A C O S) TO DO T H IS IN A L IST VIEW TO DO T H IS IN A T IL E VIEW
Ctrl+End Select the last row in the Move to the last tile in the
(Fn+Ctrl+Right Arrow) list; focus remains in the last row.
same column.
Home Move to the first field in the Move to the first tile in the
(Fn+Left Arrow) row. row.
End Move to the last field in the Move to the last tile in the
(Fn+right Arrow) row. row.
Page Down Scroll to display the set Scroll to display the set of
(Fn+Down Arrow) rows below the current tiles below the current tiles
rows in view. in view.
Down Arrow Move in the same column Move in the same column
to the field in the row to the tile in the row below.
below.
Ctrl+Up Arrow Move focus to the row above and Not applicable.
(Ctrl+Cmd+Up Arrow) keep the current row selected.
Ctrl+Down Arrow Move focus to the row below and keep Not applicable.
(Ctrl+Cmd+Down Arrow) the current row selected.
Ctrl+C Copy the selected rows to the Yes, but only for a single selected tile.
(Cmd+C) Clipboard.
Shift+Alt+F3 Open the filter pane and add a filter on the selected column
in the list. Focus is on the new filter field, which lets you start
typing the filter criteria right away.
Ctrl+Shift+Alt+F3 Reset filters. This does the same as choosing Reset filters in
the filter pane, and it applies to field and totals filters.
Filters return to the default filters for the current view. If the
current view is All, then this is the same as returning to an
unfiltered view with all records.
Ctrl+Enter Change focus from the filter pane back to the list.
P RESS T H ESE K EY S
( IN M A C O S) TO DO T H IS
Alt+G Open the Find Entries page for finding entries related to
the posted document. Works on lists also.
Alt+Shift+N Close a page and open a new one to create a new record;
the same way as selecting the OK & New action.
Ctrl+Shift+F12 Maximize the line items part on a document page. Press the
keys again to return to the normal display. For more
information, see Focusing on Line Items.
P RESS T H ESE K EY S
( IN M A C O S) TO DO T H IS REM A RK S
P RESS T H ESE K EY S
( IN M A C O S) TO DO T H IS
Ctrl+Home Open the calendar if closed. Note : This doesn't work if the
date field is in a grid, where Ctrl+Home jumps to the first
row.
Ctrl+Up Arrow Move to the previous week, same day of the week.
(Cmd+Up Arrow)
Ctrl+Down Arrow Move to the next week, same day of the week.
(Cmd+Down Arrow)
w Enter the work date. For more information, see Work Date
Left Arrow Scroll to the left when the page is zoomed in so that it isn't
entirely in view.
P RESS T H ESE K EY S
( IN M A C O S) TO DO T H IS
Right Arrow Scroll to the right when the page is zoomed in so that it isn't
entirely in view.
P RESS T H ESE K EY S
( IN M A C O S) TO DO T H IS
F3 or Ctrl+Down Arrow Moves focus to the next found feature in role explorer. F3
will move focus to the Find box after the last found feature.
Shift F3 or Ctrl+Up Arrow Move focus to the previous found feature in role explorer.
See also
Keyboard Quick Reference - PC Only
Assistive Features
Getting Ready for Doing Business
Working with Business Central
Frequently Asked Questions
Find Entries
Keyboard Quick Reference - PC Only
4/1/2021 • 2 minutes to read • Edit Online
General
P RESS T H ESE K EY S TO DO T H IS
P RESS T H ESE K EY S TO DO T H IS
P RESS T H ESE K EY S TO DO T H IS
P RESS T H ESE K EY S TO DO T H IS
F3 Toggle search
Quick Entry
P RESS T H ESE K EY S TO DO T H IS
Repo r t Pr evi ew
P RESS T H ESE K EY S TO DO T H IS
This article provides some of the special gestures that you can use when working with Business Central from a
tablet or phone.
W H AT DO Y O U
F EAT URE A REA WA N T TO DO GEST URE TA B L ET SUP P O RT P H O N E SUP P O RT
Charts See a tooltip for a Tap and hold the Yes Yes
visual element of a element
chart, like a bar in a
bar chart or slice in a
pie chart.
Open the options Tap and hold the tile Yes Yes
menu on a tile
See also
Keyboard Quick Reference - PC Only
Assistive Features
Getting Started
Troubleshooting: Accessing Camera and Location
4/1/2021 • 2 minutes to read • Edit Online
You might come across some issues when trying to access the camera and location information of a device from
Business Central. You can find the possible causes behind these problems and how to work around them listed
below.
NOTE
Some old browsers do not grant access to camera and location. For example, camera is not available in Internet Explorer
or the legacy Edge browser.
See Also
Implementing the Camera in AL
Implementing the Location in AL
Intelligent Insights in Business Central Online
4/13/2021 • 2 minutes to read • Edit Online
As a user of Business Central online, you have full access to scenarios that are based on the intelligent cloud,
such as KPIs that are based on machine learning, or when you view your data in Power BI.
However, if you use Business Central on-premises, you do not have access to the same insights. If you want to
benefit from online scenarios, you must migrate to Business Central online. For more information, see Migrating
On-Premises Data to Business Central Online in the administration content for Business Central.
The page also connects to Power BI for even more insights. Optionally, connect to Azure AI for even more
intelligent insights. For more information, see The Sales and Inventory Forecast Extension.
See Also
Welcome to Business Central
Cloud Migration Extensions
Migrating On-Premises Data to Business Central Online
Business Functionality
4/1/2021 • 2 minutes to read • Edit Online
Business Central provides functionality for common business processes in small and mid-sized companies,
mainly within wholesale and professional services. However, more complex processes, such as assembly,
manufacturing, service, and directed warehouse management are also supported.
Business Central includes standard configurations for most business processes, but you can change the
configuration to suit your business' needs. From your Role Center, you can access assisted setup guides that
help you configure certain scenarios and add features to Business Central. Several areas of business
functionality must be set up manually. For more information, see Setting Up Business Central.
TO SEE
Make and collect payments, manage your cash flow, defer Finance
income and revenue, prepare year-end closing, and manage
fixed assets.
Create jobs and schedule resources for project, manage job Project Management
budgets, monitor progress, and track machine and employee
hours.
Manage and support your sales efforts and focus your Relationship Management
interactions on preferred customers and contacts.
Put sellable items together in simple steps to make a new Assembly Management
item, such as a kit.
TO SEE
Ensure an effective flow of goods that are received and Warehouse Management
shipped.
Schedule service calls and set up service orders, and track Service Management
repair parts and supplies.
Enable users to exchange data with external sources during Exchanging Data Electronically
daily tasks, such as sending/receiving electronic documents,
importing/exporting bank files, and updating currency
exchange rates.
See Also
Explore Dynamics 365 Business Central capabilities
Administration
Setting Up Business Central
Getting Ready for Doing Business
Working with Business Central
General Business Functionality
4/1/2021 • 2 minutes to read • Edit Online
Business Central provides dedicated functionality for typical business areas, such as finance and sales. For more
information, see Business Functionality.
To support those business area-specific tasks, you can use a variety of general business functionality, such as
defining extended text for document lines and organizing connecting business tasks in workflows.
NOTE
In addition to the business-related functions described in this section, you will use general UI functions every day to
interact with the system. For more information, see Working with Business Central.
The following table lists these general business areas with links to topics that describe them.
TO SEE
Add extra information to accounts, customers cards, or sales Add Comments to Cards and Documents
orders to communicate agreements, such as a special price
or delivery method, to other users.
View ongoing, posted, or archived documents that are Track Document Lines
related to sales and purchase order lines.
Archive sales and purchase orders, quotes, return orders, Archive Documents
and blanket orders, and you use the archived document to
recreate the document that it was archived from.
Set up standard text codes so you can extend standard text Add Extended Item Text
by adding extra lines, and set up conditions for use of the
extra lines.
Create tasks to remind you of work to be done. You can Define User Tasks
create tasks for yourself, but you can also assign tasks to
others or be assigned a task by someone else in your
organization.
Work with your Business Central data in Excel. Exporting Your Business Data to Excel
Understand what happens when you choose the Post Posting Documents and Journals
action.
Post multiple sales or purchase documents together, Post Multiple Documents at the Same Time
immediately or as scheduled.
Review the result of posting before you post. Preview Posting Results
TO SEE
Edit selected fields on posted sales or purchase documents. Edit Posted Documents
Learn how to work with general journals, which are used to Working with General Journals
post to general ledger accounts and other accounts such as
bank, customer, vendor, and fixed assets accounts.
Schedule a report to run at a specific date and time. Scheduling a Report to Run
Let the system help you complete tasks quicker and more Letting Business Central Suggest Values
correctly by prefilling fields or complete lines with data that
you would otherwise have to calculate and enter yourself.
Set up data exchange definitions so you can send and Exchanging Data Electronically
receive electronic documents.
See Also
Working with Business Central
Administration
You can add extra information to G/L accounts, customers cards, or sales orders to communicate exceptions or
special agreements to other users. Practically all cards and document have a Comments action, which opens
the Comment Sheet page where you can write or read comments. On documents, you can also add comments
to individual lines.
Comments on ongoing documents are transferred to the related posted document. For example, a comment on
a sales order is transferred to a resulting posted sales shipment.
In addition, you can specify if you want comments to be transferred from one type of document to another
resulting type of document, such as from a sales order to a sales invoice. You do this in the Sales &
Receivables and the Purchases & Payables pages respectively.
NOTE
Comments are not printed or output to reports or externally-facing documents.
The following describes how to add a comment to an item card. The steps are similar for all other cards and
documents, except on document lines, the Comments action is placed on a lines action menu.
See Also
Working with Business Central
General Business Functionality
Track Document Lines
4/1/2021 • 2 minutes to read • Edit Online
You can view documents that are related to sales order lines and purchase order lines, including from archived
order lines. Related documents that you can track include quotes, shipments, receipts, and blanket orders. This
helps you to identify documents used to process orders.
TIP
In the default version of Business Central, line numbers are hidden. If you want to see the line numbers, you must
personalize the current page and add the Line No. field. For more information, see Personalize Your Workspace.
See Also
Sales
General Business Functionality
Working with Business Central
Send Documents and Emails
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You can easily share information and documents, such as sales and purchase orders and invoices, by email
directly from Business Central], without having to open an email app.
You can send almost all types of documents as PDF attachments. Alternatively, you can set up a report layout
that includes information from the document in the email text, along with text that makes the email more
friendly, for example, a standard greeting. For more information, see Managing Report and Document Layouts.
When you send invoices, you can make it easier for customers to make payments through a payment service,
such as PayPal, by automatically adding information and a link to the service in the email. For more information,
see Enable Customer Payments Through Payment Services.
To enable emails from within Business Central, start the Set Up Email assisted setup guide. For more
information, see Set Up Email.
NOTE
Business Central] supports only outbound email communications. You cannot also receive replies from within the app.
NOTE
Depending on the extension that your company uses for email, administrators can see a list of messages that everyone
has sent, but not the content of the messages
The Email Outbox is where you'll find the emails that you saved as drafts, and emails that failed to send, for
example, if the email address was invalid. For messages that failed to send, you can choose Show Error or
Investigate Error to troubleshoot the problem.
See Also
Managing Report and Document Layouts
Set up Email
Invoice Sales
Working with Business Central
Archive Documents
4/1/2021 • 2 minutes to read • Edit Online
You can archive sales and purchase orders, quotes, return orders, and blanket orders, for example because you
want to save a copy of a document for reuse later. You can archive a sales or purchase document several times,
saving a different archived version each time.
For archived documents where the original still exists and is not posted, you can use the Restore function to
overwrite the original with the archived version of the document. This is practical if you need to restore the
contents of a document to an earlier state.
For archived documents where the original is deleted, you can only reuse the content by copying the data, for
example with the Copy from Document function.
Archiving Sales Quotes Never to never archive sales quotes when they are deleted.
Question to prompt the user to choose whether to archive
sales quotes when they are deleted. Always to archive sales
quotes automatically when they are deleted.
Archiving Blanket Sales Orders Select to archive blanket sales orders automatically each time
they are deleted.
Arch. Orders and Ret. Orders Select to automatically archive sales orders each time they
are deleted.
See Also
Track Document Lines
Sales
General Business Functionality
Working with Business Central
Add Extended Text
4/1/2021 • 2 minutes to read • Edit Online
You can extend the description for items, stock-keeping units, general ledger accounts, and resources by adding
extra lines as extended text. You can also set up conditions for use of the extra lines.
The following section describes how to add extended text to a description of an item. But the same steps apply
to stock-keeping units, general ledger accounts, and resources.
See Also
Setting Up Inventory
Working with Business Central
Define User Tasks
4/1/2021 • 2 minutes to read • Edit Online
In Business Central, you can create tasks to remind you of work to be done. You can create tasks for yourself, but
you can also assign tasks to others or be assigned a task by someone else in your organization.
TIP
Use the look-up in the Page field and then use the Search field to find the page that you want.
You can link to any page, but you cannot link to individual entries, so make the description as explicit as possible, such as
writing "Please take a look at customer no. 10000 and make sure they don't have overdue payments.".
See Also
Searching for a Page or Report
Accountant Experiences in Business Central
Exporting Your Business Data to Excel
4/1/2021 • 2 minutes to read • Edit Online
If you want to work with your data from Business Central in Excel, you can open all lists in Excel and work with it
there. Similarly, if you want to cancel your subscription for Business Central, you can export your data to Excel so
that you can take it with you.
NOTE
Use this option when you do not want to make changes and publish those changes back to Business Central.
Each list includes a number of columns, and the export to Excel will include any columns that are in your current
view. If you want to add or remove columns before you open the list in Excel, you simply open the shortcut
menu for any column and then specify which columns that you want to see. This list of columns is different for
most lists, and it reflects the structure in the database where your data is stored. If you are not sure what type of
data a certain column contains, you can add it to your view and then decide if you want to remove it again.
Edit Data in Excel
Your Business Central experience includes an add-in for Excel so you can edit data in Excel. For more
information, see Analyzing Financial Statements in Microsoft Excel.
NOTE
If you have set up more than one company in Business Central, you must export the relevant data from each company.
NOTE
You must have at least one of the following permissions to open or edit data in Excel:
Permission set D365 Excel Export Action
System permission 6110 Allow Action Export To Excel.
Posting represents the accounting action of recording business transactions in the various company ledgers.
Practically every document and journal in Business Central offers a Posting group from which you can choose
between different posting actions, such as Post , Preview Posting , Post and Send , Post and Email .
The following table describes related tasks, with links to the topics that describe them.
TO SEE
Post multiple sales or purchase documents together, Post Multiple Documents at the Same Time
immediately or as scheduled.
Preview, in a page, the entries that will be created when you Preview Posting Results
post.
Preview, in a report, the entries that will be created when View Test Reports Before Posting
you post.
See Also
Edit Posted Documents
General Business Functionality
Working with Business Central
Post Multiple Documents at the Same Time
4/1/2021 • 6 minutes to read • Edit Online
Instead of posting individual documents one by one, you can select multiple non-posted documents in a list for
immediate posting or for batch posting according to a schedule, such as at the end of the day. This may be
useful if only a supervisor can post documents created by other users or to avoid system performance issues
from posting during work hours.
NOTE
Posting of multiple documents might take some time and block other users. Consider enabling background posting. For
more information, see Use Job Queues to Schedule Tasks.
NOTE
Some jobs change the same data and should not run at the same time because that can cause conflicts. For
example, background jobs for sales documents will try to modify the same data at the same time. Job queue
categories help prevent these kinds of conflicts by ensuring that when one job is running, another job that
belongs to the same job queue category will not run until it finishes. For example, a job that belongs to a Sales job
queue category will wait until all other sales related jobs are done. You specify a job queue category on the
Background Posting FastTab on the Sales & Receivables Setup page.
Business Central provides job queue categories for sales, purchase, and general ledger posting. We recommend
that one of these, or one that you create, is always specified. If you experience failures due to conflicts, consider
setting up a category for all sales, purchase, and general ledger background posting.
If you also want sales documents to be printed when they are posted, select the Post & Print with Job
Queue check box on the Sales & Receivables Setup page.
If you select PDF in the Repor t Output Type field, successfully posted purchase orders will be available
in the Repor t Inbox part on your Role Center.
IMPORTANT
If you set up a job that will post and print documents, and the printer displays a dialog box, such as a request for
credentials or a warning about low printer ink, your document is posted but not printed. The corresponding job
queue entry eventually times out and the Status field is set to Error . Accordingly, we recommend that you do
not use a printer setup that requires interaction with the display of printer dialog boxes in conjunction with
background posting.
Next time that you post sales documents, Business Central automatically creates a job queue entry for
each document and run the jobs in the background, one by one.
4. To verify that the job queue is working as expected, post a sales order. For more information, see Sell
Products. The sales order will now be added to a dedicated job queue entry, which defines when the
documents are posted.
To view status from a sales or purchase document
If the job queue cannot post the sales order, the status is changed to Error and the sales order is added to the
list of sales orders that the user must handle manually.
1. From the document that you have tried to post with background posting, choose the Job Queue Status
field, which will contain Error .
2. Review the error message and fix the problem.
Alternativelly you can review on the Job Queue Log Entries page if the sales order was posted successfully.
For more information, see To view status or errors in the job queue.
IMPORTANT
Remember to set strict filters; otherwise, Business Central will post all documents, even if they are not ready.
Consider setting a filter on the Status field for the value Released, and a filter on the Posting Date field for the
value ..today. For more information, see Sorting, Searching, and Filtering.
7. Select all check boxes from Run on Mondays through Run on Fridays .
8. In the Star ting Time field, enter 4 PM.
9. Choose the Set Status to Ready action.
Sales orders that are within defined filters will now be posted every week day at 4 PM.
See Also
Posting Documents and Journals
Use Job Queues to Schedule Tasks
Edit Posted Documents
Correct or Cancel Unpaid Purchase Invoices
Finding Pages and Information with Tell Me
Working with Business Central
Preview Posting Results
4/1/2021 • 2 minutes to read • Edit Online
On every document and journal that can be posted, you can choose the Preview Posting button to review the
different types of entries that will be created when you post the document or journal.
To preview G/L entries that will result from posting a purchase invoice
1. Choose the icon, enter Purchase Invoices , and then choose the related link.
2. Create a purchase invoice. For more information, see Record Purchases.
3. Choose Preview Posting .
4. On the Posting Preview page, select G/L Entr y , and then choose Show Related Entries .
The G/L Entries Preview page shows which entries will be created when you post the purchase invoice.
See Also
Posting Documents and Journals
Working with Business Central
General Business Functionality
Edit Posted Documents
4/1/2021 • 2 minutes to read • Edit Online
Sometimes you have to update a posted document because information that is relevant to the document has
changed. On a posted sales document, this can be the shipping agent's package tracking number, for example.
On a posted purchase document, this can be a payment reference text.
You perform the change on an editable version of the original document, indicated by "- Update " in the page
title. The page contains a subset of the fields on the original document, of which some are non-editable fields
that are shown for information only.
The functionality is available for the following documents across all supported markets:
Posted Sales Shipment
Posted Purchase Invoice
Posted Return Shipment
Posted Return Receipt
The following additional documents can be edited in the specified countries or regions:
ES: Posted Sales Invoice, Posted Sales Credit Memo, Posted Purchase Credit Memo
APAC: Posted Sales Credit Memo, Posted Purchase Credit Memo
RU: Posted Sales Credit Memo
IT: Posted Transfer Shipment, Posted Service Shipment
See Also
General Business Functionality
Purchasing
Posting Documents and Journals
Working with Business Central
Working with General Journals
5/21/2021 • 17 minutes to read • Edit Online
Most financial transactions are posted to the general ledger through dedicated business documents, such as
purchase invoices and sales orders. But you can also process business activities such as purchasing, paying,
using recurring journals to post accruals, or refunding employee expenses by posting journal lines in the various
journals in Business Central.
Most journals are based on the General Journal, and you can process all transactions on the General Journal
page. For more information, see Post Transactions Directly to the General Ledger.
For example, you can use post employees' expenditure of own money on business-related expenses, for later
reimbursement. For more information, see Record and Reimburse Employees' Expenses.
But in many cases, you will want to use the journals that are optimized for specific types of transactions, such as
the Payment Journal for registering payments. For more information, see Record Payments and Refunds in the
Payment Journal.
You use general journals to post financial transactions directly to general ledger accounts and other accounts,
such as bank, customer, vendor, and employee accounts. Posting with a general journal always creates entries on
general ledger accounts. This is true even when, for example, you post a journal line to a customer account,
because an entry is posted to a general ledger receivables account through a posting group.
The information that you enter in a journal is temporary and can be changed while it is in the journal. When you
post the journal, the information is transferred to entries on individual accounts, where it cannot be changed.
You can, however, unapply posted entries, and you can post reversing or correcting entries. For more
information, see Reverse Journal Postings and Undo Receipts/Shipments.
NOTE
The general journal only shows a limited number of fields on the journal line by default. If you want to see additional
fields, such as the Account Type field, choose the Show More Columns action. To hide the additional fields again,
choose the Show Fewer Columns action. When you see fewer columns, then the same posting date is used for all lines.
If you want to have multiple posting dates for the same journal entry, choose the Show More Columns action.
TIP
To add or remove fields in journals, use the Personalizing banner. For more information, see Personalize Your Workspace.
TO SEE
F Fixed The amount on the journal line will remain after posting.
V Variable The amount on the journal line will be deleted after posting.
RF Reversing Fixed The amount on the journal line will remain after posting, and
a balancing entry will be posted on the next day.
RV Reversing Variable The amount on the journal line will be deleted after posting,
and a balancing entry will be posted on the next day.
RB Reversing Balance The posted amount on the account on the line will be
allocated among the accounts specified for the line on the
Allocations page. The balance on the account will be set to
zero, and a balancing entry is posted on the next day.
BD Balance by Dimension The journal line allocates costs based on a G/L account's
balance by dimension. You'll be prompted to set the
dimension filters to be used to calculate the source G/L
account's balance by dimension from which you want to
allocate costs. Alternatively, choose the Set Dimension
Filters action later.
TO SEE
RBD Reversing Balance by Dimension The journal line allocates costs based on a G/L account's
reversing balance by dimension. You'll be prompted to set
the dimension filters to be used to calculate the source G/L
account's balance by dimension from which you want to
allocate costs. Alternatively, choose the Set Dimension
Filters action later.
NOTE
The VAT fields can be filled in on either the recurring journal line or on the allocation journal line but not on both. That is,
they can be filled in on the Allocations page only if the corresponding lines in the recurring journal are not filled in.
NOTE
Dimensions that you set on allocation lines are not automatically calculated, and you must specify which dimension values
must be set on the allocation accounts. In case you want to preserve the link between the source account dimension and
the allocation account dimension, we recommend that you use the Cost Accounting capabilities instead.
NOTE
By default, the Reversal Date Calculation field is not available on the Recurring General Journals page. To use the
field, you must add it by personalizing the page. For more information, see Personalize Your Workspace.
If the inserted item journal lines contain saved unit amounts that you do not want to post, you can
quickly adjust it to the current value of the item as follows.
5. Select the item journal lines you want to adjust, and then choose the Recalculate Unit Amount action.
This will update the Unit Amount field with the current unit cost of the item.
6. Choose the post action.
Job queues in Business Central enable users to schedule and run specific reports and codeunits. You can set jobs
to run one time, or on a recurring basis. For example, you might want to run the Salesperson * Sales
Statistics report weekly, to track sales by salesperson each week, or you might want to run the Delegate
Approval Requests codeunit daily, to prevent documents from piling up or otherwise block the workflow.
The Job Queue Entries page lists all existing jobs. If you add a new job queue entry that you want to schedule,
you must specify information about the type of object you want to run, such as a report or codeunit, and the
name and object ID of the object that you want to run. You can also add parameters to specify the behavior of
the job queue entry. For example, you can add a parameter to only send posted sales orders. You must have
permission to run the particular report or codeunit, or an error will be returned when the job queue is run.
IMPORTANT
If you use the SUPER permissions set that comes with Business Central, you and your users have permissions to run all
objects within the license. That is still not enough for Delegated Admin or users with Device license, who cannot create job
queue entires.
A job queue can have many entries, which are the jobs that the queue manages and runs. Information in the
entry specifies what codeunit or report is run, when and how often the entry is run, in what category the job
runs, and how it runs.
After job queues are set up and running, the status can change as follows within each recurring period:
On Hold
Ready
In Process
Error
Finished
After a job has finished successfully, it is removed from the list of job queue entries unless it is a recurring job. If
it is a recurring job, the Earliest Star t Time field is adjusted to show the next time that the job is expected to
run.
In Process Indicates that the job queue entry is in process. This field is
updated while the job queue is running.
On Hold Default. Indicates the status of the job queue entry when it
is created. Choose the Set Status to Ready action to
change the status to Ready . Choose the Set On Hold or
Suspend actions to change the status back to On Hold .
TIP
With Business Central online, you can also view the status of job queue entries by using Application Insights in Microsoft
Azure. For more information, see Analyzing Job Queue Lifecycle Trace Telemetry in the Business Central Developer and
Administration content.
See Also
Administration
Setting Up Business Central
Change Basic Settings
Analyzing Job Queue Lifecycle Trace Telemetry
Letting Business Central Suggest Values
4/1/2021 • 2 minutes to read • Edit Online
Business Central can help you complete tasks quicker and more correctly by prefilling fields or complete lines
with data that you would otherwise have to calculate and enter yourself. Although such automatic data entry is
always correct, you can change it afterwards if you want to.
Functionality that enters field values for you is typically offered for tasks where you enter large volumes of
transactional data and want to avoid errors and save time. This topic contains a selection of such functionality.
More sections will be added in future updates of Business Central.
See Also
Working with Business Central
Finance
Incoming Documents
4/1/2021 • 2 minutes to read • Edit Online
Some business transactions are not recorded in Business Central from the outset. Instead, an external business
document comes into your company as an email attachment or a paper copy that you scan to file. This is typical
of purchases, where such incoming document files represent payment receipts for expenses or small purchases.
From PDF or image files representing incoming documents, you can have an external OCR service (Optical
Character Recognition) generate electronic documents that can then be converted to document records inside
Business Central. Choose a service package that is appropriate for your organization and/or country/region.
Alternatively, you can create entries manually to represent the external documents.
On the Incoming Documents page, you can use different functions to review expense receipts, manage OCR
tasks, and convert incoming document files, manually or automatically, to the relevant documents or journal
lines. The external files can be attached at any process stage, including to posted documents and to the resulting
vendor, customer, and general ledger entries.
The incoming document process can consist of the following main activities:
Record the external documents inside Business Central by creating lines on the Incoming Documents page
in either of the following ways:
Manually, by using simple functions, either from a PC or from a mobile device, in one of the following
ways:
Use the Create from File button, and then fill relevant fields on the Incoming Document
page. The file is automatically attached.
Use the New button, and then fill relevant fields on the Incoming Document page and
manually attach the related file.
From a tablet or phone, use the Create from Camera button to create a new incoming
document record, and then send the image to the OCR service, for example.
Automatically, by receiving the document from the OCR service as an electronic document after you
have emailed the related PDF or image file to the OCR service. The Financial Information FastTab is
automatically filled on the Incoming Document page.
Use the OCR service to have PDF or image files turned into electronic documents that can be converted to
document records in Business Central.
Create new documents or general journal lines for incoming document records by entering the information
as you read it from incoming document files.
Attach incoming document files to purchase and sales documents of any status, including to the vendor,
customer, and general ledger entries that result from posting.
View incoming document records and their attachments from any purchase and sales document or entry, or
find all general ledger entries without incoming document records from the Char t of Accounts page.
TO SEE
Set up the Incoming Documents feature and set up the OCR Set Up Incoming Documents
service.
TO SEE
Create incoming document records, attach files, use OCR to Processing Incoming Documents
turn PDF files into electronic documents, convert electronic
documents to document records, audit incoming document
records from posted sales and purchase documents.
If you create general journal lines from incoming document records, you must specify on the Incoming
Documents Setup page which journal template and batch to use.
If you do not want users to create invoices or general journal lines from incoming document records unless the
documents are first approved, you must set up workflow approvers.
To turn PDF and image files into electronic documents that you can convert to, for example, purchase invoices
inside Business Central, you must first set up the OCR feature and enable the service. Choose a service package
that is appropriate for your organization and/or country/region. Alternatively, you can create entries manually to
represent the external documents.
When the Incoming Documents feature is set up, you can use different functions to review expense receipts,
manage OCR tasks, and convert incoming document files, manually or automatically, to the relevant documents
or journal lines. The external files can be attached at any process stage, including to posted documents and to
the resulting vendor, customer, and general ledger entries. For more information, see Processing Incoming
Documents.
NOTE
You login data is automatically encrypted.
For more information, see Use OCR to Turn PDF and Image Files into Electronic Documents.
See Also
Process Incoming Documents
Incoming Documents
Purchasing
Working with Business Central
Processing Incoming Documents
4/1/2021 • 2 minutes to read • Edit Online
To record an external document in Business Central, you must first create or complete an incoming document
record. You can do this manually, or you can take a photo of the external document and then create the
incoming document record with the image file attached.
From PDF or image files that you receive from your trading partners, you can have an external OCR service
(Optical Character Recognition) generate electronic documents that can be converted to document records in
Business Central. For example, when you receive an invoice in PDF format from your vendor, you can send it to
the OCR service from the Incoming Documents page. Alternatively, you can send the file to the OCR service
by email. Then, when you receive the electronic document back, a related incoming document record is created
automatically. After some seconds, you receive the file back from the OCR service as an electronic invoice that
can be converted to a purchase invoice for the vendor.
TO SEE
Use an OCR service to turn PDF and image files into Use OCR to Turn PDF and Image Files into Electronic
electronic documents that can be converted to purchase Documents
invoices in Business Central, for example. Train the OCR
service to avoid errors next time it processes similar data.
Connect or remove incoming document records for any Create Incoming Document Records Directly from
non-posted sales or purchase document and to any Documents and Entries
customer, vendor, or general ledger entry from the
document or entry.
From the Char t of Accounts and General Ledger Find Posted Documents without Incoming Document
Entries pages, use a search function to find general ledger Records
entries for posted documents that do not have incoming
document records and then centrally link to existing records
or create new ones with attached document files.
Get better overview by setting incoming document records Manage Many Incoming Document Records
to Processed to remove them from the default view.
See Also
Incoming Documents
Purchasing
Working with Business Central
Create Incoming Document Records
4/1/2021 • 2 minutes to read • Edit Online
On the Incoming Documents page, you can use different functions to review expense receipts, manage OCR
tasks, and convert incoming document files, manually or automatically, to the relevant documents or journal
lines. The external files can be attached at any process stage, including to posted documents and to the resulting
vendor, customer, and general ledger entries.
To record an external document in Business Central, you must first create or complete an incoming document
record. You can do this manually, or you can take a photo of the external document and then create the
incoming document record with the image file attached.
Before you can use the Incoming Documents feature, you must perform the required setup. For more
information, see Set Up Incoming Documents.
1. On the app bar, choose the Create Incoming Document from Camera tile, and then go to step 4.
2. Alternatively, on the app bar, choose the options button, choose Incoming Documents , and then choose
All .
3. On the Incoming Documents page, choose the ellipsis button, and then choose Create from Camera .
The camera on the tablet or phone is activated.
4. Take a photo of a document, such as a purchase receipt, that you want to process as an incoming
document, and then choose the OK button.
A new incoming document record is created, with the image attached.
1. On the app bar, choose the options button, choose Incoming Documents , and then choose All .
2. Open the card for an existing incoming document record.
3. On the Incoming Document page, choose the ellipsis button, and then choose Attach Image from
Camera . The camera on the tablet or phone is activated.
4. Take a photo of a document, such as a purchase receipt, that you want to process as an incoming
document, and then choose the OK button.
The image is attached to the incoming document record.
See Also
Process Incoming Documents
Incoming Documents
Purchasing
Working with Business Central
Use OCR to Turn PDF and Image Files into
Electronic Documents
4/1/2021 • 9 minutes to read • Edit Online
From PDF or image files that you receive from your trading partners, you can have an external OCR service
(Optical Character Recognition) generate electronic documents that can be converted to document records in
Business Central. For example, when you receive an invoice in PDF format from your vendor, you can send it to
the OCR service from the Incoming Documents page. This is described in the first procedure.
As an alternative to sending the file from the Incoming Documents page, you can send the file to the OCR
service by email. Then, when you receive the electronic document back, a related incoming document record is
created automatically. This is described in the second procedure.
After some seconds, you receive the file back from the OCR service as an electronic invoice that can be
converted to a purchase invoice for the vendor. This is described in the third procedure.
Because OCR is based on optical recognition, it is likely that the OCR service will interpret characters in your
PDF or image files wrongly when it first processes a certain vendor’s documents, for example. It may not
interpret the company logo as the vendor’s name or it may misinterpret the total amount on a receipt because
of its layout. To avoid these errors going forward, you can correct the errors in a separate version of the
Incoming Document page. Then you send the corrections back to the OCR service to train it to interpret the
specific characters correctly next time it processes a PDF or image document for the same vendor. For more
information, see To train the OCR service to avoid errors.
The traffic of files to and from the OCR service is processed by a dedicated job queue entry, which are created
automatically when you enable the related service connection. For more information, see Set Up Incoming
Documents.
To send a PDF or image file to the OCR service from the Incoming
Documents page
1. Choose the icon, enter Incoming Documents , and then choose the related link.
2. Create a new incoming document record and attach the file. For more information, see Create Incoming
Document Records.
3. On the Incoming Documents page, select one or more lines, and then choose the Send to Job Queue
action.
The value in the OCR Status field changes to Ready . The attached PDF or image file is sent to the OCR
service by the job queue according to the schedule, provided that no errors exist.
4. Alternatively, on the Incoming Documents page, select one or more lines, and then choose the Send to
OCR Ser vice action.
The value in the OCR Status field changes to Sent , provided that no errors exist.
NOTE
If you work on a tablet or phone, you can send the file to the OCR service as soon as you have taken a photo of the
document, or you can create an incoming document directly. For more information, see To create an incoming document
record by taking a photo.
NOTE
If the OCR service is set up to require manual verification of processed documents, then the OCR Status field will contain
Awaiting Verification . In that case, perform the following steps to log in to the OCR service website to manually verify
an OCR document.
1. Select the line for the incoming document, and then choose the Create Document action.
A purchase invoice will be created in Business Central based on the information in the electronic vendor
document that you received from the OCR service. Information will be inserted in the new purchase invoice
based on the mapping that you have defined as a cross-reference or as text-to-account mapping.
Any validation errors, typically related to wrong or missing master data in Business Central, will be shown on
the Errors and Warnings FastTab. For more information, see To handle errors when receiving electronic
documents.
To map text on an incoming document to a specific vendor account
For incoming documents, you typically use the Map Text to Account action to define that a certain text on a
vendor invoice received from the OCR service is mapped to a certain vendor account. Going forward, any part
of the incoming document description that exists as a mapping text means that the No. field on resulting
document or journal lines of type G/L Account are filled with the vendor in question.
In addition to mapping to a vendor account or G/L accounts, you can also map to a bank account. This is
practical, for example, for electronic documents for expenses that are already paid where you want to create a
general journal line that is ready to post to a bank account.
1. Select the relevant incoming document line, and then choose the Map Text to Account action. The Text-
to-Account Mapping page opens.
2. In the Mapping Text field, enter any text that occurs on vendor invoices that you want to create purchase
documents or journal lines for. You can enter up to 50 characters.
3. In the Vendor No. field, enter the vendor that the resulting purchase document or journal line will be
created for.
4. In the Debit Acc. No. field, enter the debit-type G/L account that will be inserted on resulting purchase
document or journal line of type G/L Account.
5. In the Credit Acc. No. field, enter the credit-type G/L account that will be inserted on resulting purchase
document or journal line of type G/L Account.
NOTE
Do not use the Bal. Source Type and Bal. Source No. fields in connection with incoming documents. They are
used for automatic payment reconciliation only. For more information, see Map Text on Recurring Payments to
Accounts for Automatic Reconciliation.
6. Repeat steps 2 through 5 for all text on incoming documents that you want to automatically create
documents for.
See Also
Process Incoming Documents
Incoming Documents
Purchasing
Working with Business Central
Create Incoming Document Records Directly from
Documents and Entries
4/1/2021 • 2 minutes to read • Edit Online
You can store external business documents in Business Central by attaching the document files to the related
incoming document records. If the document, such as a purchase invoice, did not start its existence as an
incoming document record, you can still create and connect an incoming document record to it later. You can
also attach incoming document files to posted purchase and sales documents and to vendor, customer, and
general ledger entries by using the Incoming Document Files FactBox in, for example, the Posted Purchase
Invoices and Vendor Ledger Entries pages.
From the Char t of Accounts and General Ledger Entries pages, you can use a search function to find
general ledger entries for posted purchase and sales documents that do not have incoming document records
and then centrally link to existing records or create new ones with attached document files. For more
information, see Find Posted Documents without Incoming Document Records.
The following procedures show how to attach a file to an existing purchase invoice that was not created from an
incoming document record and how to attach a file to a vendor ledger entry. Attaching a file to posted purchase
or sales documents works in a similar way.
See Also
Process Incoming Documents
Incoming Documents
Purchasing
Working with Business Central
Find Posted Documents without Incoming
Document Records
4/1/2021 • 2 minutes to read • Edit Online
From the Char t of Accounts and General Ledger Entries pages, you can use a search function to find
general ledger entries for posted purchase and sales documents that do not have incoming document records
and then centrally link to existing records or create new ones with attached document files.
See Also
Process Incoming Documents
Incoming Documents
Purchasing
Working with Business Central
Manage Many Incoming Document Records
4/1/2021 • 2 minutes to read • Edit Online
As you create or process incoming document records, the number of lines on the Incoming Documents page
may grow to an extent where you lose overview. Therefore, you can set incoming document records to
Processed to remove them from the default view. When you choose the Show All action, you can view both
processed and unprocessed records.
NOTE
You cannot edit information, attach files, or perform other processes on incoming document records that are set to
Processed. You must first set it to Unprocessed.
The Processed check box is automatically selected on incoming document records that have been processed,
but you can also select or deselect the check box manually. Depending on your business process, an incoming
document record may be processed when a related document has been created for it or a file has been attached.
NOTE
When you open the Incoming Documents page with the My Incoming Documents action on the Role Center, only
unprocessed incoming document records are shown by default. This is referred to in this topic as "the default view".
NOTE
You can also perform this action for the individual record on the Incoming Document Card page.
See Also
Process Incoming Documents
Incoming Documents
Purchasing
Working with Business Central
Workflows in Dynamics 365 Business Central
4/1/2021 • 2 minutes to read • Edit Online
You can set up and use workflows that connect business-process tasks performed by different users. System
tasks, such as automatic posting, can be included as steps in workflows, preceded or followed by user tasks.
Requesting and granting approval to create new records are typical workflow steps.
On the Workflow page, you create a workflow by listing the involved steps on the lines. Each step consists of a
workflow event, moderated by event conditions, and a workflow response, moderated by response options. You
define workflow steps by filling fields on workflow lines from fixed lists of event and response values
representing scenarios that are supported by the application code.
The generic version of Business Central includes a number of preconfigured workflows represented by
workflow templates that you can copy to create workflows. The code for workflow templates that are added by
Microsoft are prefixed with “MS-“. For more information, see the list of workflow templates in the Workflow
Templates page.
If a business scenario requires a workflow event or response that is not supported, you can either use Power
Automate or work with a Microsoft partner to customize the application code. For more information, see Using
Business Central in an Automated Workflow.
Any workflow template that you create with Power Automate is added to the list of workflow templates within
Business Central. For more information, see Using Business Central in an Automated Workflow.
The following table describes a sequence of tasks, with links to the topics that describe them.
TO SEE
Set up workflow users, specify how users get notified, and Setting Up Workflows
create new workflows. For new workflows for unsupported
scenarios, implement the required workflow elements by
customizing the application code.
See Also
Sales
Purchasing
Managing Projects
Working with Business Central
Set Up Workflows
4/1/2021 • 2 minutes to read • Edit Online
You can set up and use workflows that connect business-process tasks performed by different users. System
tasks, such as automatic posting, can be included as steps in workflows, preceded or followed by user tasks.
Requesting and granting approval to create new records are typical workflow steps. For more information, see
Using Workflows.
Before you begin to use workflows, you must set up workflow users and approval users, specify how users
receive notifications about workflow steps, and then create the workflows, potentially preceded by code
customization.
On the Workflow page, you create a workflow by listing the involved steps on the lines. Each step consists of a
workflow event, moderated by event conditions, and a workflow response, moderated by response options. You
define workflow steps by filling fields on workflow lines from fixed lists of event and response values
representing scenarios that are supported by the application code.
If a business scenario requires a workflow event or response that is not supported, a Microsoft partner must
implement them through code, or you can set up a workflow using Power Automate. For more information, see
Using Business Central in an Automated Workflow or Events in AL in the developer help, respectively.
The following table describes a sequence of tasks, with links to the topics that describe them.
TO SEE
Set up workflow users who take part in approval workflows. Set Up Approval Users
Specify how workflow users are notified of workflow steps, Setting Up Workflow Notifications
including approval requests.
Specify if users are notified by email or note and how often Specify When and How to Receive Notifications
notifications are sent.
Customize the content of the email notification by modifying Create and Modify Custom Report Layouts
report 1320, Notification Email.
Use workflow templates to create new workflows. Create Workflows from Workflow Templates
Share workflows with other Business Central databases. Export and Import Workflows
Learn how to set up a workflow for approving sales Walkthrough: Setting Up and Using a Purchase Approval
documents by following an end-to-end procedure. Workflow
Example of an Approval Workflow
This video shows how to set up an workflow that will require someone to request someone else's approval
before they can change information about an existing customer, or create a new customer.
See Also
Using Workflows
Workflow
Walkthrough: Setting Up and Using a Purchase Approval Workflow
Working with Business Central
Set Up Workflow Users
4/1/2021 • 2 minutes to read • Edit Online
Before you can create workflows, you must set up the users who take part in workflows. This is necessary, for
example, to specify who will receive a notification to act on a workflow step.
On the Workflow User Group page, you set up users under workflow user groups, and you specify the users’
number in a process sequence, such as an approver chain.
Workflow users that function as approval users, both approval requesters and approvers, must also be set up on
the Approval User Setup page. For more information, see Set Up Approval Users.
NOTE
To define that an approval request is not approved until multiple approvers in an approval chain have approved it, set up
approvers in a hierarchy. For approver type Approver , set approvers up on the Approval User Setup page. For
approver type, Workflow User Group , set approvers up on the Workflow User Groups page and define the
hierarchy by assigning incremental numbers to each approver in the Sequence No. field. For more information, see Set
Up Approval Users and the following section.
To define that an approval request is not approved until multiple equal approvers have approved it, regardless of a
hierarchy, set up a flat workflow user group. For approver type, Workflow User Group , set up approvers on the
Workflow User Groups page and assign the same number to each approver in the Sequence No. field. For more
information, see the following section.
User Name Specify the user who will take part in workflows.
The user must exist on the User Setup page. For more
information, see Assign Permissions to Users and
Groups.
F IEL D DESC RIP T IO N
Sequence No. Specify the order in which the workflow user engages in
a workflow relative to other users. This field can be used,
for example, to specify when the user approves relative
to other approvers when you use the Workflow User
Group option in the Approver Type field on the
related workflow response. TIP: To define that an
approval request is not approved until multiple equal
approvers have approved it, irrespective of a hierarchy,
set up a flat workflow user group by assigning the same
sequence number to the relevant approvers.
See Also
Set Up Approval Users
Setting Up Workflows
Using Workflows
Walkthrough: Setting Up and Using a Purchase Approval Workflow
Workflow
Set Up Approval Users
4/1/2021 • 3 minutes to read • Edit Online
Before you can create workflows that involve approval steps, you must set up the workflow users who are
involved in approval processes. On the Approval User Setup page, you also set amount limits for specific
types of requests and define substitute approvers to whom approval requests are delegated when the original
approver is absent.
NOTE
Approval users, both approval requesters and approvers, must first be set up as workflow users on the Workflow User
Group page. For more information, see Set Up Workflow Users.
When you have set up approval users, you can use the setup to create workflow responses for approval
workflows. For more information, see step 9 in Create Workflows.
NOTE
To define that an approval request is not approved until multiple approvers in an approval chain have approved it, set up
approvers in a hierarchy. For approver type Approver , set approvers up on the Approval User Setup page. For
approver type, Workflow User Group , set approvers up on the Workflow User Groups page and define the
hierarchy by assigning incremental numbers to each approver in the Sequence No. field. For more information, see this
topic and Set Up Workflow Users.
Sales Amount Approval Limit Specify the maximum sales amount in LCY that the user
in the User ID field can approve.
F IEL D DESC RIP T IO N
Unlimited Sales Approval Specify that the user in the User ID field can approve all
sales requests regardless of their amount.
If you select this check box, then you cannot fill the
Sales Amount Approval Limit field.
Purchase Amount Approval Limit Specify the maximum purchase amount in LCY that the
user in the User ID field can approve.
Unlimited Purchase Approval Specify that the user in the User ID field can approve all
purchase requests regardless of their amount.
If you select this check box, then you cannot fill the
Sales Amount Approval Limit field.
Request Amount Approval Limit Specify the maximum amount in LCY that the user in the
User ID field can approve for purchase quotes.
Unlimited Request Approval Specify that the user in the User ID field can approve all
purchase quotes regardless of their amount.
If you select this check box, then you cannot fill the
Request Amount Approval Limit field.
Approval Administrator Specify the user who has rights to unblock approval
workflows, for example, by delegating approval requests
to new substitute approvers and deleting overdue
approval requests.
NOTE
Only one person can be the approval administrator.
3. To test the approval user setup, choose the Approval User Setup Test action.
4. Repeat steps 2 and 3 for every user who you want to set up as an approval user.
See Also
Set Up Workflow Users
Setting Up Workflow Notifications
Create Workflows
Setting Up Workflows
Walkthrough: Setting Up and Using a Purchase Approval Workflow
Workflow
Workflow Notifications
4/1/2021 • 2 minutes to read • Edit Online
Set up your workflows to automatically notify users when their attention is required for a step in that workflow.
Many workflow responses are about notifying a user that an event has occurred that they must act on. For
example, on one workflow step, the event can be that User 1 requests approval of a new record, and the
response is that a notification is sent to User 2, the approver. On the next workflow step, the event can be that
User 2 approves the record, and the response is that a notification is sent to User 3 to start a related processing
of the approved record. For workflow steps that are about approval, each notification is tied to an approval
entry. For more information, see Workflow.
NOTE
The generic version of Business Central supports notifications as email and as internal notes.
IMPORTANT
All workflow notifications are sent through a job queue. Make sure that the job queue in your installation is set up to
handle workflow notifications, and that the Star t Automatically From Ser ver check box is selected. For more
information, see Use Job Queues to Schedule Tasks.
Set up notifications
You set up different aspects of workflow notifications in the following places:
Approver notification
For approval workflows, you set up the recipients of workflow notifications by filling a line on the
Approval User Setup page for each user that takes part in the workflow.
For example, if User 2 is specified in the Approver ID field on the line for User 1, then the approval
request notification is sent to User 1. For more information, see Set Up Approval Users.
Notification schedules
You set up when and how users receive workflow notifications by filling the Notification Schedule
page for each workflow user. For more information, see Specify When and How to Receive Notifications.
Customize the email notifications
If you want, you can customize the content of the email notification by modifying report 1320,
Notification Email. For more information, see Create and Modify Custom Report Layouts.
Response options
You set up specific content and rules of a workflow notification when you create the workflow in question.
You do this by selecting options on the Workflow Response Options page for the workflow response
that represents the notification. For more information, see step 9 in Create Workflows.
Notify sender
For approval workflows, add a workflow response step to notify the sender when the request has been
approved or rejected. For more information, see step 9 in Create Workflows.
See Also
Set Up Approval Users
Set Up Workflow Users
Specify When and How to Receive Notifications
Create Workflows
Create and Modify Custom Report Layouts
Use Job Queues to Schedule Tasks
Set up Email
Walkthrough: Setting Up and Using a Purchase Approval Workflow
Workflow
Specify When and How to Receive Notifications
4/1/2021 • 3 minutes to read • Edit Online
When you set up users in approval workflows, you must specify in the Notification Setup and Notification
Schedule pages how and when each user receives notifications about approval workflow steps. Individual users
can also change their notification setup by choosing the Change Notification Settings button on any
notification.
NOTE
Notifications are delivered according to notification settings for the receiver, not the sender. That's an important
distinction because it means that when someone requests an approval as part of a workflow their request is not
necessarily sent immediately. Instead, it will be delivered according to the approvers's notification settings.
Before you can set up an approval user’s notification preferences, you must set the user up as an approval user.
For more information, Set Up Approval Users.
You can define the layout of email notifications by customizing Report 1320, Notification Email. For more
information, see Create and Modify Custom Report Layouts.
Many approval workflow steps are about notifying users that an event has occurred that they must act on. For
example, on one workflow step, the event can be that User 1 requests approval of a new record. The related
response is that a notification is sent to User 2, the approver. On the next workflow step, the event can be that
User 2 approves the record. The related response is that a notification is sent to User 3 to start a process with
the approved record. For workflow steps that are about approval, each notification is tied to an approval entry.
For more information, see Workflow.
You can define the layout of email notifications by customizing Report 1320, Notification Email. For more
information, see Create and Modify Custom Report Layouts.
You have now specified how the user receives notifications. Proceed to specify when the user receives
notifications.
4. Choose the Notification Schedule action.
5. On the Notification Schedule page, fill the fields as described in the following table.
Monday through Sunday Specify on which days the user receives notifications
when the value in the Recurrence field is Weekly .
Date of Month Specify if the user receives notifications on the first, last,
or a specific date of the month.
Monthly Notification Date Specify the date of the month on which the user receives
notifications when the value in the Date of Month field
is Custom .
See Also
Set Up Approval Users
Create and Modify Custom Report Layouts
Setting Up Workflow Notifications
Setting Up Workflows
Using Workflows
Create and Modify Custom Report Layouts
4/1/2021 • 6 minutes to read • Edit Online
By default, a report will have a built-in report layout, which can be either an RDLC report layout or Word report
layout, or both. You cannot modify built-in layouts. However, you can create your own custom layouts that
enable you to change the appearance of report when it is viewed, printed or saved. You can create multiple
custom report layouts for the same report, and then switch the layout that is used by a report as needed.
NOTE
In Business Central, the term "report" also covers externally-facing documents, such as sales invoices and order
confirmations that you send to customers as PDF files.
To create a custom layout, you can either make a copy of an existing custom layout or add a new custom layout,
which in most cases is based on a built-in layout. When you add a new custom layout, you can choose to add an
RDLC report layout type, Word report layout type, or both. The new custom layout will automatically be based
on the built-in layout for the report if one is available. If there is no built-in layout for the type, then a new blank
layout is a created, which you will have to modify and design from scratch. For more information about RDLC
and Word report layouts, built-in and custom layouts, and more, see Manage Report Layouts.
TIP
Use account schedules to get insight into the financial data stored in your chart of accounts. For more information, see
Prepare Financial Reporting with Account Schedules and Account Categories.
When custom report layouts are defined, you can select them from customer and vendor cards to specify that
the selected layouts will be used for documents that you crate for the customer or vendor in question. For more
information, see Define Document Layouts for Customers and Vendors.
The name of the label or data field name displays in the content control. In the example, the field name is
CompanyAddr1.
To remove a label or data field
1. Right-click the field that you want to delete, and then choose Remove Content Control .
The content control is removed, but the field name remains as text.
2. Delete the remaining text as needed.
Adding data fields
Adding data fields from a report dataset is a more advanced and requires some knowledge of the report
dataset. For information about adding fields for data, labels, data, and images, see Add Fields to a Word Report
Layout.
People in businesses send information and documents, such as sales and purchase orders and invoices, by email
every day. Administrators can make that easier to do by connecting one or more email accounts to Business
Central, so you can send documents without having to open an email app. You can compose each message
individually with basic formatting tools, such as fonts, styles, colors, and so on, and add attachments of up to
100MB. Administrators can also set up report layouts that include only the key information from documents.
For more information, see Send Documents by Email.
The email capabilities in Business Central are for outbound messages only. You cannot receive replies, that is,
there is no inbox page in Business Central.
NOTE
If you are using Business Central on-premises, before you can set up email you must create an app registration for
Business Central in Azure portal. The app registration will enable Business Central to authorize and authenticate with your
email provider. For more information, see Setting Up Email for Business Central On-Premises. In Business Central online,
we handle this for you.
Required Permissions
To set up email, you must have the EMAIL SETUP permission set. For more information, see Assign Permissions
to Users and Groups.
Microsoft 365 Everyone sends email from a shared When all messages come from the
mailbox in Exchange Online. same department, for example, your
sales organization sends messages
from a sales@cronus.com account. This
requires that you set up a shared
mailbox in the Microsoft 365 admin
center. For more information, see
Shared mailboxes.
Current User Everyone sends email from the Allow communications from individual
account they used to sign in to accounts.
Business Central.
EXT EN SIO N DESC RIP T IO N EXA M P L ES O F W H EN TO USE
Other (SMTP) Use SMTP protocol to send emails. Allow communications through your
SMTP mail server.
NOTE
The Microsoft 365 and Current User extensions use the accounts you set up for users in the Microsoft 365 admin
center for your Microsoft 365 subscription. To send email using the extensions, users must have a valid license for
Exchange Online.
NOTE
If you have customizations that rely on the legacy SMTP email setup, there is a chance that something will go wrong with
your customizations if you start using email extensions. We recommend that you set up and test the extensions before
you turn on the feature switch for enhanced email capabilities.
IMPORTANT
If you are using Business Central on-premises, you can use the OAuth 2.0 for authentication but you must create an
application registration in the Azure portal, and then run the Set up Azure Active Director y assisted setup guide in
Business Central to connect to Azure AD. For more information, see Create an App Registration for Business Central in
Azure Portal.
NOTE
You must have a default email account, even if you add only one account. The default account will be used for all email
scenarios that are not assigned to an account. For more information, see Assign Email Scenarios to Email Accounts.
1. Choose the icon, enter Set Up Email Accounts , and then choose the related link.
2. Fill in the fields as necessary. Hover over a field to read a short description.
Set Up Reusable Email Texts and Layouts for Sales and Purchase
Documents
You can use reports to include key information from sales and purchase documents in texts for emails. This
procedure describes how to set up the Sales - Invoice report for posted sales invoices, but the process is
similar for other reports.
1. Choose the icon, enter Repor t Selections Sales , and then choose the related link.
2. On the Repor t Selection - Sales page, in the Usage field, select Invoice .
3. On a new line, in the Repor t ID field, select, for example, standard report 1306.
4. Select the Use for Email Body check box.
5. Choose the Email Body Layout Description field, and then select a layout from the list.
Report layouts define both the style and the content of the text in the email, including texts such as a
greeting or instructions that precede the document information. If your organization has many layouts,
you can see all available report layouts if you choose the Select from full list .
6. To view or edit the layout that the email text is based on, select the layout on the Custom Repor t
Layouts page, and then choose the Update Layout action.
7. If you want to offer customers to pay for sales electronically, you can set up the related payment service,
such as PayPal, and then have the PayPal information and link inserted in the email text. For more
information, see Enable Customer Payments Through PayPal.
8. Choose the OK button.
Now, when you choose, for example, the Send action on the Posted Sales Invoice page, the email body will
contain the document information of report 1306 preceded by styled standard text according to the report
layout that you selected in step 5.
To set up the substitute sender address for all outbound email messages
1. In the Exchange admin center for your Microsoft 365 account, find the mailbox to use as the substitute
address, and then copy or make a note of the address. If you need a new address, go to your Microsoft 365
admin center to create a new user and set up their mailbox.
2. In Business Central choose the icon, enter SMTP Email Setup , and then choose the related link.
3. In the Send As field, enter the substitute address.
4. Copy or make a note of the address in the User ID field.
5. In the Exchange admin center , find the mailbox to use as the substitute address, and then enter the
address from the User ID field in the Send As field. For more information, see Use the EAC to assign
permissions to individual mailboxes.
To use the substitute address in approval workflows
1. In Business Central choose the icon, enter SMTP Email Setup , and then choose the related link.
2. Copy or make a note of the address in the User ID field.
3. Choose the icon, enter Approval User Setup , and then choose the related link.
4. In the Exchange admin center , find the mailboxes for each user listed in the Approval User Setup page,
and in the Send As field enter the address from the User ID field of the SMTP Email Setup page in
Business Central. For more information, see Manage permissions for recipients.
5. In Business Central choose the icon, enter SMTP Email Setup , and then choose the related link.
6. To enable substitution, turn on the Allow Sender Substitution toggle.
NOTE
Business Central will determine which address to display in the following order:
1. The address specified in the E-Mail field on the Approval User Setup page for messages in a workflow.
2. The address specified in the Send As field in the SMTP Email Setup page.
3. The address specified in the User ID field in the SMTP Email Setup page.
Set Up Public Folders and Rules for Email Logging in Exchange Online
Get more out of the communications between salespeople and your existing or potential customers by tracking
email exchanges, and then turning them into actionable opportunities. For more information, see Track Email
Message Exchanges Between Salespeople and Contacts.
Before you can set up email logging, you must prepare your Exchange Online with public folders. You can do
this in the Exchange admin center, or you can use the Exchange Management Shell.
TIP
If you want to use the Exchange Management Shell, you can find inspiration for how to set up your script in a sample
script that we published to the BCTech repo.
The following list describes the main steps with links to learn more.
Create an admin role for public folders based on the information in the following table:
P RO P ERT Y VA L UE
Selected members The email of the user account that Business Central will
use to run the email logging job
P RO P ERT Y VA L UE
For more information, see Create a public folder mailbox in Exchange Server.
Create new public folders
Create a new public folder with the name Email Logging in the root so that the full path to the folder
becomes \Email Logging\
Create two subfolders so that the the result is the following full paths to the folders:
\Email Logging\Queue\
\Email Logging\Storage\
For more information, see Create a public folder.
Mail-enable the Queue public folder
For more information, see Mail-enable or mail-disable a public folder
Mail-enable sending emails to the Queue public folder using Outlook or the Exchange Management Shell
For more information, see Allow anonymous users to send email to a mail-enabled public folder
Set the email logging user as an owner of both public folders, Queue and Storage public folders using
Outlook or the Exchange Management Shell based on the information in the following table:
P RO P ERT Y VA L UE
User The email of the user account that Business Central will
use to run the email logging job
A rule for incoming email Log Email Sent to This The sender is located BCC the email account
Organization Outside the organization, that is specified for the
and the recipient is Queue public folder
located Inside the
organization
A rule for outgoing email Log Email Sent from This The sender is located BCC the email account
Organization Inside the organization, that is specified for the
and the recipient is Queue public folder
located Outside the
organization
For more information, see Manage mail flow rules in Exchange Online and Mail flow rule actions in
Exchange Online.
NOTE
If you make changes in the Exchange Management Shell, the changes become visible in the Exchange admin center after a
delay. Also, the changes made in Exchange will be available in Business Central after a delay. The delay might be several
hours.
Next, you connect Business Central with Exchange Online. For more information, see Track Email Message
Exchanges Between Salespeople and Contacts.
If you are using a legacy SMTP setup or the SMTP connector and want to use OAuth for authentication, the
permissions are slightly different. The following table lists the permissions.
A P I / P ERM ISSIO N N A M E TYPE DESC RIP T IO N
Office 365 Exchange Online / Delegated Sign in and read user profile.
User.Read
When you create your app registration, note the following information. You will need it to connect Business
Central to your app registration.
Application (client) ID
Redirect URI (optional)
Client secret
For general guidelines for registering an app, see Quickstart: Register an application with the Microsoft identity
platform.
NOTE
If you have trouble using the legacy SMTP setup to send email after you connect Business Central to your app
registration, it might be because SMTP AUTH is not enabled for your tenant. We recommend that you use the
Microsoft 365 and Current User email connectors instead, because they use Microsoft Graph Mail APIs.
However, if you must use the SMTP setup you can enable SMTP AUTH. For more information, see Enable or
disable authenticated client SMTP submission (SMTP AUTH) in Exchange Online.
Connect Business Central to Your App Registration
After you register your application in Azure portal, in Business Central, use the Email Application AAD
Registration assisted setup guide to connect Business Central to it.
1. In Business Central, choose the icon, enter Email Application AAD Registration , and then choose the
related link.
2. Fill in the fields as necessary. Hover over a field to read a short description.
TIP
Alternatively, if you are connecting for the first time, you can run the Set up email assisted setup guide. The guide will
require the information for connecting to your app registration.
See Also
Shared mailboxes in Exchange Online
Working with Business Central
Setting Up Business Central
Send Documents by Email
Customizing Business Central Using Extensions
Using Business Central as Your Business Inbox in Outlook
Getting Business Central on My Mobile Device Getting Business Central on My Mobile Device Analyzing Email
Telemetry (administration content)
Create Workflows
4/1/2021 • 6 minutes to read • Edit Online
You can create workflows that connect business-process tasks performed by different users. System tasks, such
as automatic posting, can be included as steps in workflows, preceded or followed by user tasks. Requesting and
granting approval to create new records are typical workflow steps.
On the Workflow page, you create a workflow by listing the involved steps on the lines. Each step consists of a
workflow event moderated by event conditions and a workflow response with response options. You define
workflow steps by filling fields on workflow lines from fixed lists of event and response values representing
scenarios that are supported by the application code.
When you create workflows, you can copy the steps from existing workflows or from workflow templates.
Workflow templates represent non-editable workflows that exist in the generic version of Business Central. The
code for workflow templates that are added by Microsoft are prefixed with “MS-“, such as in “MS-PIW”. For more
information, see Create Workflows from Workflow Templates.
If your business scenario requires workflow events or responses that are not supported, a Microsoft partner
must implement them by customizing the application code.
NOTE
All notifications about workflow steps are sent through a job queue. Make sure that the job queue in your installation is
set up to handle workflow notifications, and that the Star t Automatically From NAS check box is selected. For more
information, see Use Job Queues to Schedule Tasks.
To create a workflow
1. Choose the icon, enter Workflows , and then choose the related link.
2. Choose the New action. The Workflow page opens.
3. In the Code field, enter a maximum of 20 characters to identify the workflow.
4. To create the workflow from a workflow template, on the Workflows page, choose the Create
Workflow from Template action. For more information, see Create Workflows from Workflow
Templates.
5. In the Description field, describe the workflow.
6. In the Categor y field, specify which category the workflow belongs to.
7. In the When Event field, specify the event that must occur to start the workflow step.
When you choose the field, the Workflow Events page opens where you select from all the workflow
events that exist.
8. In the Condition field, specify one or more conditions that must be met before the event in the When
Event field can occur.
When you choose the field, the Event Conditions page opens where you choose from a list of filter
fields that are relevant as conditions for the event in question. You can add new filter fields that you want
to use as event conditions. You set event condition filters just as you set filters on report request pages.
If the workflow event is the change of a specific field on a record, then the Event Conditions page opens
with options to select the field and the type of change.
a. To specify a field change for the event, on the Event Conditions page, in the Field field, select the
field that changes.
b. In the Operator field, select either Decreased , Increased , or Changed .
9. In the Then Response field, specify the response that will follow when the workflow event occurs.
When you choose the field, the Workflow Responses page opens where you select from all workflow
responses that exist and set response options for the selected response.
10. On the Options for the Selected Response FastTab, specify options for the workflow response, by
selecting values in the different fields that appear, as follows:
a. To specify options for a workflow response that involves sending a notification, fill the fields as
described in the following table.
Recipient User ID Specify the user who the notification must be sent
to. Note: This option is only available for workflow
responses with a placeholder for a specific user. For
workflow responses without placeholders for users,
the notification recipient is typically defined by the
approval user setup.
Link Target Page Specify another page in Business Central that the link
in the notification opens instead of the default page.
Note that the page must have the same source table
as the record involved.
b. To specify options for a workflow response that involves creating an approval request, fill the fields
as described in the following table.
Due Date Formula Specify in how many days the approval request must
be resolved from the date when it was sent.
F IEL D DESC RIP T IO N
Approver Type Specify who the approver is, according to the setup
of approval users and workflow users.
Approver Limit Type Specify how approvers’ approval limits affect when
approval request entries are created for them. A
qualified approver is an approver whose approval
limit is above the value on the request being made.
c. To specify options for a workflow response that involves creating journal lines, fill the fields as
described in the following table.
General Journal Template Name Specify the name of the general journal template
that the specified journal lines are created in.
General Journal Batch Name Specify the name of the general journal batch that
the specified journal lines are created in.
11. Choose the Increase Indent and Decrease Indent buttons to indent the event name in the When field
to define the step’s position in the workflow.
a. Indicate that the step is the next in the workflow sequence by indenting the event name under the
event name of the previous step.
b. Indicate that the step is one of more alternative steps that may start depending on its condition by
placing the event name at the same indentation as the other alternative steps. Order such optional
steps according to priority by placing the most important step first.
NOTE
You can only change the indent of a step that does not have a subsequent step.
12. Repeat steps 7 through 11 to add more workflow steps, either before or after the step that you have just
created.
13. Select the Enabled check box to specify that the workflow will start as soon as the event on the first step
of type Entr y Point occurs. For more information, see Using Workflows.
NOTE
Do not enable a workflow until you are sure that the workflow is completed and that the involved workflow steps can
start.
TIP
To see relations between tables that are used in workflows, Choose the icon, and then enter Workflow – Table
Relations .
See Also
Create Workflows from Workflow Templates
Set Up Approval Users
Setting Up Workflow Notifications
View Archived Workflow Step Instances
Delete Workflows
Walkthrough: Setting Up and Using a Purchase Approval Workflow
Setting Up Workflows
Using Workflows
Workflow
Create Workflows from Workflow Templates
4/1/2021 • 2 minutes to read • Edit Online
To save time when creating new workflows, you can create workflows from workflow templates.
Workflow templates are non-editable workflows that exist in the generic version of Business Central. The codes
for workflow templates that are added by Microsoft are prefixed with “MS-“.
Another way to quickly create a workflow is to import an existing workflow that you have on a file outside of
Business Central. For more information, see Export and Import Workflows.
On the Workflow page, you create a workflow by listing the involved steps on the lines. Each step consists of a
workflow event, moderated by event conditions, and a workflow response, moderated by response options. You
define workflow steps by filling fields on workflow lines from fixed lists of event and response values
representing scenarios that are supported by the application code. For more information, see Create Workflows.
See Also
Create Workflows
Export and Import Workflows
View Archived Workflow Step Instances
Delete Workflows
Walkthrough: Setting Up and Using a Purchase Approval Workflow
Setting Up Workflows
Using Workflows
Workflow
Export and Import Workflows
4/1/2021 • 2 minutes to read • Edit Online
To transfer workflows to other Business Central databases, for example to save time when creating new
workflows, you can export and import workflows.
Another way to quickly create workflows is to create workflows from workflow templates. For more information,
see Create Workflows from Workflow Templates.
On the Workflow page, you create a workflow by listing the involved steps on the lines. Each step consists of a
workflow event, moderated by event conditions, and a workflow response, moderated by response options. You
define workflow steps by filling fields on workflow lines from fixed lists of event and response values
representing scenarios that are supported by the application code. For more information, see Create Workflows.
To export a workflow
1. Choose the icon, enter Workflows , and then choose the related link.
2. Select a workflow, and then choose the Expor t to File action.
3. On the Expor t File page, choose the Save button.
4. On the Expor t page, select a file location, and then choose the Save button.
To import a workflow
1. Choose the icon, enter Workflows , and then choose the related link.
2. Choose the Impor t from File action.
3. On the Impor t page, choose the XML file that contains the workflow, and then choose the Open button.
Cau t i on
If the workflow code already exists in the database, the workflow steps will be overwritten with the steps in the
imported workflow.
See Also
Create Workflows
Create Workflows from Workflow Templates
View Archived Workflow Step Instances
Delete Workflows
Walkthrough: Setting Up and Using a Purchase Approval Workflow
Setting Up Workflows
Using Workflows
Workflow
Walkthrough: Setting Up and Using a Purchase
Approval Workflow
5/26/2021 • 6 minutes to read • Edit Online
You can automate the process of approving new or changed records, such as documents, journal lines, and
customer cards, by creating workflows with steps for the approvals in question. Before you create approval
workflows, you must set up an approver and substitute approver for each approval user. You can also set
approvers' amount limits to define which sales and purchase records they are qualified to approve. Approval
requests and other notifications can be sent as email or internal note. For each approval user setup, you can also
set up when they receive notifications.
NOTE
In addition to the Workflow functionality within Business Central, you can use Power Automate to define workflows for
events in Business Central. Note that although they are two separate workflow systems, any flow template that you
create with Power Automate is added to the list of workflow templates within Business Central. For more information, see
Using Business Central in an Automated Workflow.
You can set up and use workflows that connect business-process tasks performed by different users. System
tasks, such as automatic posting, can be included as steps in workflows, preceded or followed by user tasks.
Requesting and granting approval to create new records are typical workflow steps. For more information, see
Workflow.
Story
Sean is a super user at CRONUS. He creates two approval users. One is Alicia who represents a purchasing
agent. The other is himself representing Alicia's approver. Sean then gives himself unlimited purchase approval
rights and specifies that he will receive notifications by internal note as soon as a relevant event occurs. Last,
Sean creates the required approval workflow as a copy of the existing Purchase Order Approval Workflow
workflow template, leaves all existing event conditions and response options unchanged, and then enables the
workflow.
To test the approval workflow, Sean first signs in to Business Central as Alicia, and then requests approval of a
purchase order. Sean then signs in as himself, sees the note on his Role Center, follows the link to the approval
request for the purchase order, and approves the request.
Users
Before you can set up approval users and their notification method, you must make sure that two users exist in
Business Central: One user will represent Alicia. The other user, yourself, will represent Sean. For more
information, see Create Users According to Licenses.
Setting Up Approval Users
When signed in as yourself, set Alicia up as an approval user whose approver is yourself. Set up your approval
rights and specify how and when you are notified of approval requests.
To set up yourself and Alicia as approval users
1. Choose the icon, enter Approval User Setup , and then choose the related link.
2. On the Approval User Setup page, choose the New action.
NOTE
You must set up an approver before you can set up users who require that approver's approval. Therefore, you
must set up yourself before you set up Alicia.
3. Set up the two approval users by filling the fields as described in the following table.
YOU Selected
ALICIA YOU
Setting Up Notifications
In this walkthrough, the user is notified by internal note about requests to approve. Approval notification can
also be by email, and you can add a workflow response step that notifies the sender when a request is approved
or rejected. For more information, see Specify When and How to Receive Notifications.
To set up how and when you are notified
1. On the Approval User Setup page, select the line for yourself, and then choose the Notification Setup
action.
2. On the Notification Setup page, in the Notification Type field, choose Approval .
3. In the Notification Method field, choose Note .
4. On the Notification Setup page, choose the Notification Schedule action.
5. On the Notification Schedule page, in the Recurrence field, select Instantly .
TIP
Optionally, add a workflow response step to notify the sender when their request is approved or rejected. For more
information, see Specify When and How to Receive Notifications.
See Also
Set Up Approval Users
Setting Up Workflow Notifications
Create Workflows
Use Approval Workflows
Workflow
Using Business Central in an Automated Workflow
Using Workflows
4/1/2021 • 2 minutes to read • Edit Online
You can set up and use workflows that connect business-process tasks performed by different users. System
tasks, such as automatic posting, can be included as steps in workflows, preceded or followed by user tasks.
Requesting and granting approval to create new records are typical workflow steps.
Before you can begin to use workflows, you must set up workflow users, create the workflows, potentially
preceded by code customization and specify how users receive notifications. For more information, see Setting
Up Workflows.
NOTE
Typical workflow steps are about users who request approval of tasks and approvers accepting or rejecting approval
requests. Therefore, many topics about how to use workflows refer to approvals.
The following table describes a sequence of tasks, with links to the topics that describe them.
TO SEE
Set a workflow to start when the first entry-point event Enable Workflows
occurs.
Create workflow steps that restrict a certain record type Restrict and Allow Usage of a Record
from being used before a certain event occurs, for example
that the record is approved.
View workflow step instances of status Completed. View Archived Workflow Step Instances
Delete a workflow that you are sure will no longer be used. Delete Workflows
See Also
Setting Up Workflows
Workflow
Working with Business Central
Enable Workflows
4/1/2021 • 2 minutes to read • Edit Online
When you have created a workflow and you are sure that it is ready to start, you must enable the workflow.
On the Workflow page, you create a workflow by listing the involved steps on the lines. Each step consists of a
workflow event, moderated by event conditions, and a workflow response, moderated by response options. You
define workflow steps by filling fields on workflow lines from fixed lists of event and response values
representing scenarios that are supported by the application code. For more information, see Create Workflows.
To enable a workflow
1. Choose the icon, enter Workflows , and then choose the related link.
2. Open the workflow that you want to enable.
3. On the Workflow page, select the Enabled check box.
See Also
Create Workflows
View Archived Workflow Step Instances
Delete Workflows
Setting Up Workflows
Using Workflows
Walkthrough: Setting Up and Using a Purchase Approval Workflow
Workflow
Use Approval Workflows
4/1/2021 • 4 minutes to read • Edit Online
When a record, such as a purchase document or a customer card, needs to be approved by someone in your
organization, you send an approval request as part of a workflow. Based on how the workflow is set up, the
appropriate approver is then notified that the record requires their approval.
You set up approval workflows on the Workflow page. For more information, see Setting Up Workflows.
In addition to approval workflows described in this topic, you can perform various other workflow tasks. For
more information, Using Workflows.
Core approval workflows for purchases documents, sales documents, payment journals, customer cards, and
item cards are ready to start as guides. For more information, see Getting Ready for Doing Business.
See Also
Sales
Incoming Documents
Purchasing
Working with Business Central
Restrict and Allow Usage of a Record
4/1/2021 • 2 minutes to read • Edit Online
If you want to restrict a record from being used in certain activities, for example, until the record has been
approved, you can incorporate two workflow responses in a workflow that controls the usage of the record. One
workflow response will restrict usage of the record as defined by the workflow event and conditions. Another
workflow response will allow usage of the record as defined by the workflow event and conditions. Two
responses exist in the generic version of Business Central for this purpose: Restrict usage of a record. and
Allow usage of a record..
NOTE
The generic version of Business Central offers support for restricting a record from being posted, from being exported as
a payment, and from being printed as a check. To support other restrictions, a Microsoft partner must customize the
application code.
NOTE
The workflow functionality to restrict and allow records from being used is not related to the functionality to block item,
customer, and vendor records from being posted.
The following procedure describes how to restrict purchase orders from being posted until they have been
approved. The new workflow will be based on the existing Purchase Invoice Approval Workflow workflow
template.
See Also
Create Workflows
Workflow
View Archived Workflow Step Instances
4/1/2021 • 2 minutes to read • Edit Online
All completed workflow step instances are saved on the Archived Workflow Step Instances page.
On the Workflow page, you create a workflow by listing the involved steps on the lines. Each step consists of a
workflow event, moderated by event conditions, and a workflow response, moderated by response options. You
define workflow steps by filling fields on workflow lines from fixed lists of event and response values
representing scenarios that are supported by the application code. For more information, see Create Workflows.
See Also
Delete Workflows
Create Workflows
Enable Workflows
Walkthrough: Setting Up and Using a Purchase Approval Workflow
Setting Up Workflows
Using Workflows
Workflow
Delete Workflows
4/1/2021 • 2 minutes to read • Edit Online
If you are certain that a workflow is no longer being used, you can delete it. All workflow step instances that are
defined in the workflow must have status Completed .
Cau t i on
When you delete a workflow, all information in the workflow will be lost.
On the Workflow page, you create a workflow by listing the involved steps on the lines. Each step consists of a
workflow event, moderated by event conditions, and a workflow response, moderated by response options. You
define workflow steps by filling fields on workflow lines from fixed lists of event and response values
representing scenarios that are supported by the application code. For more information, see Create Workflows.
To delete a workflow
1. Choose the icon, enter Workflows , and then choose the related link.
2. Select the workflow that you want to delete.
3. Choose the Delete action.
4. Alternatively, open the workflow that you want to delete.
5. On the Workflow page, choose the Delete action.
See Also
Create Workflows
Enable Workflows
View Archived Workflow Step Instances
Walkthrough: Setting Up and Using a Purchase Approval Workflow
Setting Up Workflows
Using Workflows
Workflow
Exchanging Data Electronically
4/1/2021 • 2 minutes to read • Edit Online
You can use the Data Exchange Framework to manage the exchange of business documents, bank files, currency
exchange rates, and any other data files with your business partners.
In the standard version of Business Central, the Data Exchange Framework is used in features, such as Electronic
Documents, Bank File Import/Export, and Currency Exchange Rates Update. For more information, see About the
Data Exchange Framework.
As an administrator or Microsoft partner, you can use the framework in new integration features by setting up
which data to exchange and how. For more information, see Set Up Data Exchange Definitions.
The following table describes a sequence of tasks, with links to the topics that describe them.
TO SEE
Learn how the Data Exchange Framework works. About the Data Exchange Framework
Prepare to exchange data in a file by reusing the file’s XML Setting Up Data Exchange
schema. Set up data exchange definitions. Set up master
data for electronic document sending. Set up various bank
import/export fields.
See Also
About the Data Exchange Framework
Use XML Schemas to Prepare Data Exchange Definitions
Setting Up Data Exchange
Exchanging Data
Incoming Documents
General Business Functionality
About the Data Exchange Framework
4/1/2021 • 5 minutes to read • Edit Online
You can use the Data Exchange Framework to manage the exchange of business documents, bank files, currency
exchange rates, and any other data files with your business partners.
As an administrator or Microsoft partner, you can use the framework in new integration features by setting up
which data to exchange and how. For example, the format of files for exchange of data in bank files, electronic
documents, currency exchange rates, and other with ERP systems vary depending on the provider of the data
file or stream and on the country/region. Business Central supports various bank file formats and data service
standards. To provide support for other electronic document formats, you use the data exchange framework.
The following diagrams show the architecture of the data exchange framework.
Electronic Documents
As an alternative to emailing as file attachments, you can send and receive business documents electronically. By
electronic document is meant a standard-compliant file representing a business document, such as an invoice
from a vendor that you can receive and convert to a purchase invoice in Business Central . The exchange of
electronic documents between two trading partners is performed by an external provider of document
exchange services. The generic version of Business Central supports sending and receiving electronic invoices
and credit memos in the PEPPOL format, which is supported by the largest providers of document exchange
services. A major provider of document exchange services is preconfigured and ready to be set up for your
company. To provide support for other electronic document formats, you must create new date exchange
definitions using the Data Exchange Framework.
From PDF or image files representing incoming documents, you can have an external OCR service (Optical
Character Recognition) create electronic documents that you can then convert to document records in Business
Central, like for electronic PEPPOL documents. For example, when you receive an invoice in PDF format from
your vendor, you can send it to the OCR service from the Incoming Documents page. After a few seconds, you
receive the file back as an electronic invoice that can be converted to a purchase invoice for the vendor. If you
send the file to the OCR service by email, then a new incoming document record is automatically created when
you receive the electronic document back.
To send, for example, a sales invoice as an electronic PEPPOL document, you select the Electronic Document
option in the Post and Send dialog box. From here, you can also set up the customer's default document
sending profile. First, you must set up various master data, such as company information, customers, items, and
units of measure. These are used to identify the business partners and items when you convert data in fields in
Business Central to elements in the outgoing document file. The data conversion and sending of the PEPPOL
sales invoice are performed by dedicated codeunits and XMLports, represented by the PEPPOL electronic
document format.
To receive, for example, an invoice from a vendor as an electronic PEPPOL document, you process the document
on the Incoming Documents page to convert it to a purchase invoice in Business Central. You can either set up
the Job Queue feature to process such files regularly or you can start the process manually. First, you must set
up various master data, such as company information, vendors, items, and units of measure. These are used to
identify the business partners and items when you convert data in elements in the incoming document file to
fields in Business Central. The receiving and data conversion of PEPPOL invoices are performed by the Data
Exchange Framework, represented by the PEPPOL - Invoice data exchange definition.
To receive, for example, an invoice as an electronic OCR document, you process it as when you receive an
electronic PEPPOL document. The receiving and conversion of electronic documents from OCR are performed
by the Data Exchange Framework, represented by the OCR – Invoice data exchange definition.
Bank Files
The formats of files for exchanging bank data with ERP systems vary depending on the supplier of the file and
the country or region. Business Central supports import and export of SEPA bank files (Single Euro Payments
Area) and the AMC Banking 365 Fundamentals extension lets you connect to a AMC Banking 365 Fundamentals
extension provided by external provider, AMC Consult. To provide support for other electronic document
formats, you use the Data Exchange Framework.
To export SEPA credit transfers, you choose Expor t Payments to File button on the Payment Journal page
and then upload the file to process the payments in your bank. First you must set up various master data, such
as bank account, vendors, and payment methods. The data conversion and export of SEPA bank data is
performed by a dedicated codeunit and XMLport, represented by the SEPA Credit Transfer bank
export/import setup. Alternatively, you can set up the AMC Banking 365 Fundamentals extension to perform the
export, represented by the AMC Banking 365 Fundamentals extension - Credit Transfer data exchange
definition.
To export SEPA direct debit instructions, you choose the Expor t Direct Debit File button on the Direct Debit
Collections page and then send to your bank to automatically collect the involved customer payments. First
you must set up bank accounts, customers, direct-debit mandates, and payment methods. The data conversion
and export of SEPA bank data is performed by dedicated a codeunit and XMLport, represented by the SEPA
Direct Debit bank export/import setup.
To import SEPA bank statements, you choose the Import Bank Statement button in the Payment
Reconciliation Journal and Bank Acc. Reconciliation pages and then you proceed to apply each bank
statement entry to payments or bank ledger entries, manually or automatically. First you must set up bank
accounts. The import and data conversion of SEPA bank data is performed by the Data Exchange Framework,
represented by the SEPA CAMT data exchange definition. Alternatively, you can set up the AMC Banking 365
Fundamentals extension to perform the import, represented by the AMC Banking 365 Fundamentals
extension – Bank Statement data exchange definition.
In addition, the local versions of Business Central support various other file formats for importing and exporting
bank data, payroll transactions, and other data. For more information, see the Local Functionality landing page
for your country/region in the Help.
See Also
Exchanging Data Electronically
Use XML Schemas to Prepare Data Exchange Definitions
Setting Up Data Exchange
Incoming Documents
General Business Functionality
Setting Up Data Exchange
4/1/2021 • 2 minutes to read • Edit Online
Before you can send and receive electronic documents or import and export bank files, you must set up the data
exchange framework to process the involved files. In addition, you must set up related areas, such as the
customers that you send electronic invoices to, or the AMC Banking 365 Fundamentals extension if you use the
external service provider to convert your bank files. For more information, see Exchanging Data Electronically.
When Business Central is set up to exchange data with external files, users can use the setup in common
business tasks, such as sending and receiving electronic documents and importing and exporting bank files.
The following table describes a sequence of tasks, with links to the topics that describe them.
TO SEE
Set up the preconfigured document exchange service to Set Up a Document Exchange Service
enable sending and receiving electronic documents from and
to Business Central.
Set up the preconfigured OCR service to turn PDF or image Set Up Incoming Documents
files into electronic documents that can be converted to
document records in Business Central
Set up one of two preconfigured services for updated Update Currency Exchange Rates
exchange rates to get the latest currency exchange rates into
the Currencies page.
Set up various master data, such as company information, Set Up Electronic Document Sending and Receiving
customers, vendors, items, and units of measure, related to
mapping data in Business Central
Set up a bank account, a vendor, and a payment journal for Set Up SEPA Credit Transfer
SEPA credit transfer.
Prepare bank account formats, payment methods, and Collect Payments with SEPA Direct Debit
customer agreements for SEPA direct debit.
Set up user authentication and the URL of the AMC Banking Using the AMC Banking 365 Fundamentals extension
365 Fundamentals extension provider that is required to
have bank files converted to your bank’s format.
Set up and enable an external service that enables you to Set Up the Bank Statement Service
import bank statements directly as bank feeds.
After the Bank Statement service is enabled, link bank Set Up Bank Accounts
accounts in Business Central
Prepare to set up a new data exchange definition for a data Use XML Schemas to Prepare Data Exchange Definitions
file or stream by using the file’s XML schema to prefill the
Column Definitions FastTab on the Posting Exchange
Definition page.
TO SEE
Set up the Data Exchange Framework to enable users to Set Up Data Exchange Definitions
receive a new purchase document format, send a new sales
document format, import a new bank file, or other data
exchange.
See Also
Exchanging Data Electronically
Incoming Documents
General Business Functionality
Set Up a Document Exchange Service
4/1/2021 • 2 minutes to read • Edit Online
You use an external service provider to exchange electronic documents with your trading partners. For more
information, see Exchanging Data Electronically.
User Agent Enter any text that can be used to identify your company
in document exchange processes.
Doc. Exch. Tenant ID Enter the tenant in the document exchange service that
represents your company. This is provided by the
document exchange service provider.
Signup URL Specify the web page where you sign up for the
document exchange service.
Ser vice URL Specify the address of the document exchange service,
which will be called when you send and receive electronic
documents.
Login URL Specify the logon page for the document exchange
service, which is where you enter your company’s user
name and password to log on to the service.
Consumer Key Enter the 3-legged OAuth key for the consumer key. This
is provided by the document exchange service provider.
Consumer Secret Enter the secret that protects the consumer key. This is
provided by the document exchange service provider.
Token Enter the 3-legged OAuth key for the token. This is
provided by the document exchange service provider.
Token Secret Enter the secret that protects the token. This is provided
by the document exchange service provider.
NOTE
You login data is automatically encrypted.
See Also
Setting Up Data Exchange
Exchanging Data Electronically
Set Up Incoming Documents
4/1/2021 • 2 minutes to read • Edit Online
If you create general journal lines from incoming document records, you must specify on the Incoming
Documents Setup page which journal template and batch to use.
If you do not want users to create invoices or general journal lines from incoming document records unless the
documents are first approved, you must set up workflow approvers.
To turn PDF and image files into electronic documents that you can convert to, for example, purchase invoices
inside Business Central, you must first set up the OCR feature and enable the service. Choose a service package
that is appropriate for your organization and/or country/region. Alternatively, you can create entries manually to
represent the external documents.
When the Incoming Documents feature is set up, you can use different functions to review expense receipts,
manage OCR tasks, and convert incoming document files, manually or automatically, to the relevant documents
or journal lines. The external files can be attached at any process stage, including to posted documents and to
the resulting vendor, customer, and general ledger entries. For more information, see Processing Incoming
Documents.
NOTE
You login data is automatically encrypted.
For more information, see Use OCR to Turn PDF and Image Files into Electronic Documents.
See Also
Process Incoming Documents
Incoming Documents
Purchasing
Working with Business Central
Update Currency Exchange Rates
6/3/2021 • 13 minutes to read • Edit Online
As companies operate in more countries/regions, it becomes essential that they are able to trade and report
financial information in more than one currency. The local currency (LCY) is defined in the General Ledger
Setup page as described in the article Setting Up Finance. Once the local currency (LCY) has been defined, it will
be represented as a blank currency, so when the Currency field is blank, it means that the currency is LCY.
Next, you must set up currency codes for each currency that you use if you buy or sell in currencies other than
your local currency (LCY). Also bank accounts can be created using currencies. It is possible to record G/L
transactions in different currencies, however, the G/L transaction will always be posted in the local currency
(LCY).
IMPORTANT
Do not create the local currency code both in the General Ledger Setup and in the Currencies page. This will create
confusion between the blank currency and the LCY code in the currency table, and bank accounts, customers or vendors
might accidentally be created, some with the blank currency and some with the LCY code.
Your general ledger is set up to use your local currency (LCY), but you can set it up to also use another currency
with a currency exchange rate assigned. By designating a second currency as a so-called additional reporting
currency, Business Central will automatically record amounts in both LCY and this additional reporting currency
on each G/L entry and other entries, such as VAT entries. For more information, see Set Up an Additional
Reporting Currency. The additional reporting currency is most often used to facilitate financial reporting to
owners that reside in countries/regions using different currencies than the local currency (LCY).
Currencies
You specify the currency codes in the Currencies , including extra information and settings that are necessary
for each currency code.
TIP
Create the currencies with the international ISO code as the code to simplify working with the currency in the future.
ISO Code The international three letter code to the currency defined in
ISO 4217.
ISO Numeric code The international numeric reference to the currency defined
in ISO 4217.
Realized Gains Account The account where the actual gain will be posted when you
receive payments for receivables or register the actual
currency rate on payments to payables. For an example of a
receivable currency transaction, see the example below this
table.
Realized Losses Account The account where the actual loss will be posted when you
receive payments for receivables or register the actual
currency rate on payments to payables. For an example of a
receivable currency transaction, see the example below this
table.
Unrealized Gains Account The account where the theoretical gain will be posted when
you perform a currency adjustment.
Unrealized Losses Account The account where the theoretical loss will be posted when
you perform a currency adjustment.
Amount Rounding Precision Some currencies have other formats for invoice amounts
than are defined in the General Ledger Setup page. If you
change the amount rounding precision for a currency, all
invoice amounts in that currency will be rounded with the
updated precision.
Amount Decimal Places Some currencies have other formats for invoice amounts
than are defined in the General Ledger Setup page. If you
change the amount decimal places for a currency, all invoice
amounts in the currency will be rounded with the updated
decimals
Invoice Rounding Type Specifies the method to use if the amounts must be
rounded. The options are Nearest , Up , and Down .
Unit-Amount Rounding Precision Some currencies have other formats for unit amounts than
are defined in the General Ledger Setup page. if you
change the unit amount rounding precision for a currency,
all unit amounts in the currency will be rounded with the
updated precision.
Unit-Amount Decimal Places Some currencies have other formats for unit amounts than
are defined in the General Ledger Setup page. If you
change the unit amount decimal places for a currency, all
unit amounts in the currency will be rounded with the
updated decimals.
Application Rounding Precision Specifies the size of the interval that is allowed as a rounding
difference when you apply entries in different currencies to
one another.
Conversion LCY Rounding. Debit Account Specifies conversion information that must also contain a
debit account if you want to insert correction lines for
rounding differences in the general journals using the Inser t
Conv. LCY Rndg. Lines action.
F IEL D DESC RIP T IO N
Conversion LCY Rounding Credit Account Specifies conversion information that must also contain a
credit account if you wish to insert correction lines for
rounding differences in the general journals using the Inser t
Conv. LCY Rndg. Lines action.
Last Date Modified The date of the change to the setup of the currency.
Payment Tolerance % The maximum payment tolerance % set for this currency. For
more information, see Payment Tolerance and Payment
Discount Tolerance.
Max. Payment Tolerance Amount The maximum payment tolerance amount set for this
currency. For more information, see Payment Tolerance and
Payment Discount Tolerance.
Currency Factor Specifies the relationship between the currency and the local
currency using the actual currency rate.
Realized G/L Gains Account Specifies the G/L account that is used to post exchange rate
gains for currency adjustments between the local currency
(LCY) and the additional reporting currency. The exchange
rate gains are calculated when the Adjust Exchange Rates
batch job is run to adjust general ledger accounts. This field
might not be visible by default. It can be retrieved by
personalizing the page.
Realized G/L Losses Account Specifies the G/L account that is used to post exchange rate
losses for currency adjustments between the local currency
(LCY) and the additional reporting currency. The exchange
rate gains are calculated when the Adjust Exchange Rates
batch job is run to adjust general ledger accounts. This field
might not be visible by default. It can be retrieved by
personalizing the page.
Residual Gains Account Specifies the G/L account that is used to post residual gain
amounts (rounding differences) when an additional
reporting currency is used in the general ledger application
area. This field might not be visible by default. It can be
retrieved by personalizing the page.
Residual Losses Account Specifies the G/L account that is used to post residual loss
amounts (rounding differences) when an additional
reporting currency is used in the general ledger application
area. This field might not be visible by default. It can be
retrieved by personalizing the page.
Max. VAT Difference Allowed The maximum amount allowed for VAT differences in this
currency. For more information, see Correcting VAT Amounts
Manually in Sales and Purchase Documents. This field might
not be visible by default. It can be retrieved by personalizing
the page.
F IEL D DESC RIP T IO N
VAT Rounding Type Specifies the rounding method for correcting VAT amounts
manually in sales and purchase documents. This field might
not be visible by default. It can be retrieved by personalizing
the page.
LCY
A M O UN T UN REA L I
C URREN C ON Z ED REA L IZ ED
Y DO C UM E DO C UM E A DJUST M GA IN S PAY M EN T LO SSES
DAT E A C T IO N A M O UN T N T RAT E NT EN T RAT E A M O UN T RAT E A M O UN T
At the end of the month a currency adjustment is performed where the adjustment currency rate has been set to
1.125, which triggers an unrealized gain of 2.
At the time of payment, the actual currency rate registered on the bank transaction shows a currency rate of
1.120.
Here there is an unrealized transaction, and therefore it will be reversed together with the payment.
Finally, the payment is registered and the actual loss is posted to the realized losses account.
M EN U A C T IO N DESC RIP T IO N
Exchange Rate Adjust. Register View the results of running the Adjust
Exchange Rates batch job. One line
is created for each currency or each
combination of currency and posting
group that is included in the
adjustment.
Exchange Rate Ser vice Exchange Rate Ser vices View or edit the setup of the services
that are set up to fetch updated
currency exchange rates when you
choose the Update Exchange Rates
action.
Repor ts Foreign Currency Balance View the balances for all customers
and vendors in both foreign currencies
and in local currency (LCY). The report
displays two LCY balances. One is the
foreign currency balance converted to
LCY by using the exchange rate at the
time of the transaction. The other is
the foreign currency balance converted
to LCY by using the exchange rate of
the work date.
Exchange Rates
The exchange rates are the tool to calculate the local currency value (LCY) of each currency transaction. The
Exchange Rates page includes the following fields:
Star ting Data The date when the currency rate was effectuated
Exchange Rate Amount The exchange rate amount is the rate to use for the currency
code selected on the line. Normally 1 or 100
Relational Exch. Rate Amount The relational exchange rate amount relates to the rate to
use for the relational currency code
F IEL D DESC RIP T IO N
Adjustment Exch. Rate Amount The adjustment exchange rate amount is the rate to use for
the currency code selected on the line for use of the Adjust
Exchange Rates batch job
Relational Adjmt Exch. Rate Amt The relational adjustment exchange rate amount is the rate
to use for the currency code selected on the line for use of
the Adjust Exchange Rates batch job
Fix Exchange Rate Amount Specifies if the currency's exchange rate can be changed on
invoices and journal lines.
In general, the values of the Exchange Rate Amount and Relational Exchange Rate Amount fields are used
as the default currency rate on all new receivables and payables documents that are created going forward. The
document is assigned the currency rate according to the current working date.
NOTE
The actual currency rate will be calculated using this formula:
Currency Amount = Amount / Exchange Rate Amount * Relational Exch. Rate Amount
The adjustment exchange rate amount or relational adjustment exchange rate amount will be used to update all
open bank, receivable or payable transactions.
NOTE
The actual currency rate will be calculated using this formula:
Currency Amount = Amount / Adjustment Exch. Rate Amount * Relational Adjmt Exch. Rate Amt
TIP
You can use a service to update exchange rates in the system automatically. For more information, see To set up a
currency exchange rate service. However, this does not adjust exchange rates on already posted transactions. To update
exchange rates on posted entries, use the Adjust Exchange Rates batch job.
The adjustment entries are assigned the default dimensions from the accounts they are posted to.
IMPORTANT
Before you can use the batch job, you must enter the adjustment exchange rates that are used to adjust the foreign
currency balances. You do so on the Currency Exchange Rates page.
NOTE
The following video shows an example of how to connect to a currency exchange rate service, using the European Central
Bank as an example. In the segment that describes how to set up field mappings, the setting in the Source column for
the Parent Node for Currency Code will only return the first currency found. The setting should be
/gesmes:Envelope/Code/Code/Code .
To update currency exchange rates through a service
1. Choose the icon, enter Currencies , and then choose the related link.
2. Choose the Update Exchange Rates action.
The value in the Exchange Rate field on the Currencies page is updated with the latest currency exchange
rate.
As an alternative to emailing as file attachments, you can send and receive business documents electronically. By
electronic document is meant a standard-compliant file representing a business document, such as an invoice
from a vendor that can be received and converted to a purchase invoice in Business Central. The exchange of
electronic documents between two trading partners is performed by an external provider of document
exchange services. The generic version of Business Central supports sending and receiving electronic invoices
and credit memos in the PEPPOL format, which is supported by the largest providers of document exchange
services. A major provider of document exchange services is preconfigured and ready to be set up for your
company.
From PDF or image files representing incoming documents, you can have an external OCR service (Optical
Character Recognition) create electronic documents that you can then convert to document records in Business
Central, like for electronic PEPPOL documents. For example, when you receive an invoice in PDF format from
your vendor, you can send it to the OCR service from the Incoming Documents page. After a few seconds, you
receive the file back as an electronic invoice that can be converted to a purchase invoice for the vendor. If you
send the file to the OCR service by email, then a new incoming document record is automatically created when
you receive the electronic document back.
The PEPPOL electronic document format is preconfigured to enable you to send electronic invoices and credit
memos in the PEPPOL format. First, you must set up various master data, such as company information,
customers, items, and units of measure. These are used to identify the business partners and items when
converting data in fields in Business Central to elements in the outgoing document file. Last, you must select the
format on the Electronic Document Format page for each customer who you will send electronic PEPPOL
documents to. For more information, see Send Electronic Documents.
The PEPPOL – Invoice and PEPPOL – Credit Memo data exchange definitions are preconfigured to enable
you to receive electronic invoices and credit memos in the PEPPOL format. First, you must set up various master
data, such as company information, vendors, items, and units of measure. These are used to identify the
business partners and items when converting data in elements in the incoming document file to fields in
Business Central. Last, you must select the data exchange definition on the Incoming Documents page for
each incoming electronic document that you want to convert to a purchase document in Business Central.
The OCR – Invoice data exchange definition is preconfigured to enable you to receive electronic documents
that are generated by the OCR service. To receive, for example, an invoice as an electronic OCR document, you
set up master date and then process the document just as when receiving an electronic PEPPOL document. For
more information, see Use OCR to Turn PDF and Image Files into Electronic Documents.
The preconfigured services for document exchange and OCR must be enabled before you send or receive. For
more information, see Set Up a Document Exchange Service.
The topic contains the following procedures:
To set up the company for electronic document sending and receiving
To set up VAT posting for electronic document sending and receiving
To set up countries/regions for electronic document sending and receiving
To set up items for electronic document sending and receiving
To set up units of measure for electronic document sending and receiving
To set up customers for electronic document sending
To select the PEPPOL electronic document format for electronic document sending
To set up vendors for electronic document receiving
To select the PEPPOL – Invoice data exchange definition for electronic document receiving
To set up the G/L account to use on new purchase invoice lines for non-identifiable items and non-items
To set up the company for electronic document sending and receiving
1. In the Search box, enter Company Information , and then choose the related link.
2. On the General FastTab, fill the fields as described in the following table.
VAT Scheme Identify the national body that issues the VAT
registration number for the country/region in connection
with electronic document sending.
International Standard Code Specify the unit of measure code expressed according to
the UNECERec20 standard in connection with sending of
electronic documents.
VAT Registration No. Specify the customer's VAT registration number. Tip: In
supported localized versions, choose the DrillDown
button to use the web service that verifies if the number
exists in the national company register.
You can set up each customer with a preferred method of sending business documents, so that you do
not have to select a sending option every time that you send a document to the customer. For more
information, see Set Up Document Sending Profiles.
To select the PEPPOL electronic document format for electronic document sending
1. In the Search box, enter Document Sending Profiles , and then choose the related link.
2. Open an existing document sending profile, or create a new one. For more information, see Set Up
Document Sending Profiles.
3. On the Document Sending Profile page, choose the Electronic Format , select the line for PEPPOL,
and then choose OK .
4. In the Electronic Document field, select Yes (Through Document Exchange Ser vice) .
NOTE
Business Central automatically detects if the document is an invoice or a credit memo and applies the PEPPOL
format accordingly.
5. To make this document sending profile apply to all customers, select the Default check box on the
General FastTab. To make it apply to specific customers only, fill the Document Sending Profile field
on the customer cards in question. For more information, see Set Up Document Sending Profiles.
You can now send the electronic document containing the converted data. For more information, see
Send Electronic Documents.
To set up vendors for electronic document receiving
1. In the Search box, enter Vendors , and then choose the related link.
2. For each vendor that you will receive electronic documents from, fill the fields as described in the
following table.
F IEL D DESC RIP T IO N
VAT Registration No. Specify the vendor's VAT registration number. Tip: In
supported localized versions, choose the DrillDown
button to use the web service that verifies if the number
exists in the national company register.
To select the PEPPOL - Invoice data exchange definition for electronic document receiving
1. In the Search box, enter Incoming Documents , and then choose the related link.
2. On the line for the electronic document that you want to receive and convert, choose the Data Exchange
Type field, and then select PEPPOLINVOICE .
If the document to receive is a credit memo, select PEPPOLCREDITMEMO .
You can now receive the electronic document by starting the data conversion process on the Incoming
Documents page. For more information, see Receive and Convert Electronic Documents.
To set up the G/L account to use on new purchase invoice lines for non-identifiable items and non-items
1. In the Search box, enter Purchases & Payables Setup , and then choose the related link.
2. On the Default Accounts FastTab, fill the field as described in the following table.
G/L Account for Non-Item Lines Specifies the G/L account that is automatically inserted
on purchase lines that are created from electronic
documents when the incoming document line does not
contain an identifiable item. Any incoming document line
that does not have a GTIN or the vendor's item number
will be converted to a purchase line of type G/L
Account , and the No. field on the purchase line will
contain the account that you select in the G/L Account
for Non-Item Lines field.
With your customer's consent, you can collect payments directly from the customer's bank account according to
the SEPA format.
First, set up the export format of the bank file that instructs your bank to perform a direct debit. Then, set up the
customer's payment method. Last, set up the direct-debit mandate that reflects your agreement with the
customer to collect their payments in a certain agreement period.
To instruct the bank to transfer the payment amount from the customer's bank account to your company's
account, you create a direct-debit collection entry, which holds information about bank accounts, the affected
sales invoices, and the direct-debit mandate. You then export an XML file that is based on the collection entry,
which you send to your bank for processing. Any payments that could not be processed will be communicated
to you by your bank, and you must then manually reject the direct debit-collection entries in question.
You can set up standard customer sales codes with the direct-debit payment method and mandate information.
You can then use the Create Standard Cust. Invoices batch job to generate multiple sales invoices with the
direct-debit information prefilled. This is can be done manually or automatically, according to the payment due
date.
When payments are successfully processed, as communicated by your bank, you can post the payment receipts
either directly from the Direct Debit Collect. Entries page or by moving the payment lines to the journal
where you post payment receipts, such as the Cash Receipt Journal page. Alternatively, depending on your
cash management process, you can wait and just apply the payments as a part of bank reconciliation.
NOTE
To collect payments using SEPA Direct Debit, the currency on the sales invoice must be EURO.
NOTE
The global version of Business Central supports the SEPA direct debit format only. Your country/region version may
support other formats for electronic payment. See under Local Functionality in the table of contents.
To enable export of a bank file formats that are not supported out of the box in Business Central , you can set up
a data exchange definition by using the data exchange framework. For more information, see Set Up Data
Exchange Definitions.
Before you can process customer payments electronically by exporting direct debit instructions in the SEPA
Direct Debit format, you must perform the following setup steps:
Set up the export format of the bank file that instructs your bank to perform a direct debit collection from the
customer's bank account to your bank account.
Set up the customer's payment method.
Set up the direct-debit mandate that reflects your agreement with the customer to collect their payments in a
certain agreement period.
To set up your bank account for SEPA direct debit
1. Choose the icon, enter Bank Accounts , and then choose the related link.
2. Open the bank account that you want to use for direct debit.
3. On the Transfer FastTab, in the SEPA Direct Debit Expor t Format field, choose the option for SEPA direct
debit.
To set up the customer's payment method for SEPA direct debit
1. Choose the icon, enter Payment Methods , and then choose the related link.
2. Choose the New action.
3. Set up a payment method. Fill in the direct debit-specific fields as described in the following table.
Direct Debit Specify if the payment method is for SEPA direct debit
collection.
Direct Debit Pmt. Terms Code Specify the payment terms, such as DON'T PAY, that are
displayed on sales invoices that are paid with SEPA direct
debit to indicate to the customer that the payment will
be collected automatically. Alternatively, leave the field
empty.
NOTE
Do not enter a value in the Bal. Account No. field.
Customer Bank Account Code Specifies the bank account from which direct-debit
payments are collected. This field is filled automatically.
Valid From Specify the date when the direct-debit mandate starts.
Date of Signature Specify the date when the customer signed the direct-
debit mandate.
Expected Number of Debits Specify how many direct debit collections you expect to
make. This field is only relevant if you selected
Recurring in the Sequence Type field.
Debit Counter Specifies how many direct debit collections have been
made using this direct-debit mandate. This field is
automatically updated.
6. Repeat steps 1 through 5 for all customers that you want to set up for SEPA direct debits.
The direct-debit mandate is automatically inserted in the Direct Debit Mandate ID field when you create a
sales invoice for the customer that you selected in step 2. For more information, see Create Recurring Sales and
Purchase Lines.
Creating SEPA Direct Debit Collection Entries and Export to a Bank File
To instruct the bank to transfer the payment amount from the customer's bank account to your company's
account, you create a direct-debit collection, which holds information about the customer's bank account, the
affected sales invoices, and the direct-debit mandate. From the resulting direct-debit collection entry, you then
export an XML file that you send or upload to your electronic bank for processing. Any payments that could not
be processed by the bank will be communicated to you by your bank, and you must then manually reject the
direct debit-collection entries in question.
NOTE
To collect payments using SEPA Direct Debit, the currency on the sales invoice must be EURO.
From Due Date Specify the earliest payment due date on sales invoices
that you want to create a direct-debit collection for.
To Due Date Specify the latest payment due date on sales invoices
that you want to create a direct-debit collection for.
Only Customers With Valid Mandate Specify if a direct-debit collection is created for customers
who have a valid direct-debit mandate. Note: A direct-
debit collection is created even if the Direct Debit
Mandate ID field is not filled on the sales invoice.
Only Invoices With Valid Mandate Specify if a direct-debit collection is only created for sales
invoices if a valid direct-debit mandate is selected in the
Direct Debit Mandate ID field on the sales invoice.
Bank Account No. Specify which of your company's bank accounts the
collected payment will be transferred to from the
customer's bank account.
Bank Account Name Specifies the name of the bank account that you select in
the Bank Account No. field. This field is filled
automatically.
Direct Debit Collection No. Specify the direct debit collection that you want to post
payment receipt for.
General Journal Template Specify which general journal template to use for posting
the payment receipt, such as the template for cash
receipts.
General Journal Batch Name Specify which general journal batch to use for posting
the payment receipt.
Create Journal Only Select this check box if you do not want to post the
payment receipt when you choose the OK button. The
payment receipt will be prepared in the specified journal
and will not be posted until someone posts the journal
lines in question.
See Also
Managing Receivables
Service Management
Using the AMC Banking 365 Fundamentals
Extension
4/1/2021 • 4 minutes to read • Edit Online
The AMC Banking 365 Fundamentals extension makes it easier, and more accurate, to send data to your banks.
The extension connects Business Central with the AMC Banking 365 Fundamentals for Microsoft Dynamics 365
Business Central service, which can convert bank data from Business Central into formats that are required by
over 600 banks around the world. For example, this makes it easier to transfer payments and credits to vendors
by entering the payments in Business Central, and then uploading them to your bank. The formats can also
smooth out bank reconciliation processes. For more information, see AMC Banking for Microsoft Dynamics 365
Business Central.
NOTE
AMC Banking has built additional extensions that work with Business Central. This topic describes only the Fundamental
extension.
NOTE
There are some limitations on the demo account. For example, when you convert payments, the amount in the converted
file will not match the actual amount. Instead, the amount will always be five units of the currency that you use for
payments.
NOTE
You must fill in the SWIFT Code and IBAN fields for each bank account.
When you export data by using the AMC Banking 365 Fundamentals extension, some of your business data will
be exposed to the provider of the service. The service provider, AMC Consult A/S, is responsible for the privacy
of this data. For more information, see AMC Privacy Policy.
1. Choose the icon, enter Payment Journals , and then choose the related link.
2. Create the journal lines that you want to export.
NOTE
For each line, remember to choose Electronic Payment in the Bank Payment Type field.
See Also
Customizing Business Central Using Extensions
Getting Ready for Doing Business
Set Up the Envestnet Yodlee Bank Feeds Service
4/1/2021 • 7 minutes to read • Edit Online
You can import electronic bank statements from your bank to quickly fill on the Payment Reconciliation
Journal page so you can apply payments and reconcile the bank account. For more information, see Applying
Payments Automatically and Reconciling Bank Accounts.
IMPORTANT
Due to the Payment Services Directive in Europe (PSD2), after September 14, 2019, you will no longer be able to
automatically import bank statements from banks in the United Kingdom into Business Central. We are looking into the
possibility of offering this feature again in the future.
NOTE
The Envestnet Yodlee Bank Feeds service is only supported in the online version of Business Central. To use this
functionality on-premises, you must obtain a cobrand account from Envestnet, and you must add code to integrate with
the Yodlee API.
The Envestnet Yodlee Bank Feeds service is only supported in the United States and Canada. Only banks residing in these
countries are supported, even though banks from other countries may appear in the Envestnet Yodlee Bank Feeds bank
selection window in Business Central.
IMPORTANT
For technical assistance with the Envestnet Yodlee functionality, contact Microsoft Support. Do not contact Envestnet
Yodlee. For more information, see Configuring Technical Support for Dynamics 365 Business Central.
The Envestnet Yodlee Bank Feeds service is installed as an extension to Business Central online and is ready to
be enabled in the supported countries. For more information, see Customizing Business Central Using
Extensions.
After you enable the bank feed service, you must link a bank account to the online bank account that the feed
will come from. You link bank accounts to online bank accounts in the following different scenarios:
A bank account does not exist in Business Central for your online bank account. Therefore, you create the
bank account by linking from the online bank account.
A bank account exists in Business Central, which you want to link to an online bank account.
A linked bank account must be unlinked because you want to stop using the bank feed service for the
account.
Online bank accounts have changed and you want to update the information on bank accounts in Business
Central.
When the bank feed service is enabled, you can set a bank account up to automatically import new bank
statements into the Payment Reconciliation Journal page every two hour. Transactions for payments that
have already been posted as applied and/or reconciled on the Payment Reconciliation Journal page will not
be imported. For more information, see the “To enable automatic import of bank statements” section.
NOTE
If you use the Set Up Company assisted setup guide, some of the steps in the following procedures happen automatically
when you get to the company bank account setup. For more information, see Getting Ready for Doing Business.
NOTE
If you use the Company Setup assisted setup guide, then you enable the service by selecting the Use a bank feed
ser vice check box. For more information, see Creating New Companies in Business Central.
NOTE
This page shows the actual web page of the Envestnet Yodlee Bank Feeds service. Terminology and functionality
on the page may not match instructions provided in this topic.
3. On the Online Bank Account Linking page, in the Link Account pane, use the Search function to find
the bank where you have one or more online bank accounts.
4. Choose the bank name. The Log In pane opens.
5. Enter the username and password that you use to log on to the online bank, and then choose the Next
button.
6. The bank feed service prepares to link the first online bank account at the specified bank to a new bank
account in Business Central.
NOTE
If you have more than one online bank account at the bank, you must create additional bank accounts in Business
Central for them. See steps 8 through 10.
After the process completes, the bank name will appear in the My Accounts pane on the Linked tab.
The number in brackets indicates how many online bank accounts were linked.
7. Choose the OK button.
If you are only linking one online bank account, the Bank Account Card page opens and displays the
name of the online bank account. In this case, the bank account linking task is completed. All that's left to
do is to set up the bank account. For more information, see Set Up Bank Accounts.
If you are linking more than one online bank accounts, the Bank Account Linking page opens and lists
the online bank accounts that are not yet linked to bank accounts in Business Central. In that case, follow
the next step.
8. On the Bank Account Linking page, select the line for an online bank account, and then choose the
Link to New Bank Account action.
The Bank Account Card page for a new bank account opens and displays the name of the online bank
account.
If a bank account already exists in Business Central that you want to link the additional online bank
account to, follow the next step.
9. On the Bank Account Linking page, select the line for an online bank account, and then choose the
Link to Existing Bank Account action.
10. On the Bank Account List page, select the bank account that you want to link to, and then choose the
OK button.
NOTE
If you choose Yes on the confirmation dialog, the link to the online bank account is removed, and the log-in details are
cleared. To link the bank account to the online bank account again, you must log on to the bank again. For more
information, see the “To link a bank account to an online bank account“ section.
To update bank account linking
1. Choose the icon, enter Bank Accounts , and then choose the related link.
2. Select the relevant bank account, and then choose the Update Bank Account Linking action.
If issues exist for any of the linked bank accounts on the Bank Account List page, the Bank Account Linking
page opens specifying which bank accounts have issues. Issues can best be resolved by unlinking the online
bank account and then re-creating the link. For more information, see the “To link a bank account to an online
bank account“ section.
NOTE
It is recommended that you set this value to 7 days or more.
NOTE
Transactions for payments that have already been posted as applied and/or reconciled on the Payment Reconciliation
Journal page will not be imported.
See Also
Setting Up Banking
Reconciling Bank Accounts
Applying Payments Automatically and Reconciling Bank Accounts
Customizing Business Central Using Extensions
Working with Business Central
Set Up Bank Accounts
4/1/2021 • 2 minutes to read • Edit Online
You use bank accounts in the Business Central to keep track of your banking transactions. Accounts can be
denominated in your local currency or in a foreign currency. After you have set up bank accounts, you can also
use the check printing option.
NOTE
To fill in the Balance field with an opening balance, you must post a bank account ledger entry with the amount in
question. You can do this by performing a bank account reconciliation. For more information, see Reconcile Bank
Accounts. Alternatively, you can implement the opening balance as a part of general data creation in new companies by
using the Migrate Business Data assisted setup guide. For more information, see Getting Ready for Doing Business.
NOTE
Different file export services and their formats require different setup values on the Bank Account Card page. You will
be informed about wrong or missing setup values as you try to export the file. So read the short descriptions of the fields
carefully or refer to the related procedure topics. For example, exporting a payment file for North American electronic
funds transfer (EFT) requires that both the Last Remittance Advice No. field and the Transit No. field are filled in. For
more information, see Export Payments to a Bank File.
See Also
Setting Up Banking
Setting Up Posting Groups
Reconciling Bank Accounts
Working with Business Central
Use XML Schemas to Prepare Data Exchange
Definitions
4/1/2021 • 4 minutes to read • Edit Online
To enable import/export of data in XML files through the data exchange framework in Business Central, you can
use XML schemas to define which data elements you want to exchange with Business Central. You perform this
work on the XML Schema Viewer page by loading the XML schema file, selecting the relevant data elements,
and then initializing a data exchange definition.
When you have defined which data elements to include based on the XML schema, you can use the Generate
Data Exchange Definition action to initialize a data exchange definition based on the selected data elements,
which you then complete in the Data Exchange Framework. This creates a record on the Posting Exchange
Definition page where you continue by defining which elements in the file map to which fields in Business
Central. For more information, see Set Up Data Exchange Definitions.
This topic contains the following procedures:
To load an XML schema file
To select or clear nodes in an XML schema
To generate a data exchange definition that is based on an XML schema
The Target Namespace field specifies any namespace in the XML schema file that has been loaded for
the line.
5. Choose the Load Schema action, and then select the XML schema file.
When the file is loaded, the rest of the fields on the line are filled with information from the file, and the
Schema is Loaded check box is selected.
NOTE
The tree of the loaded XML schema is collapsed by default. You expand each node by choosing the + button on
the node. To expand all nodes, choose Expand All on the ribbon.
To select or clear nodes in an XML schema
1. Choose the icon, enter XML Schema Viewer , and then choose the related link.
2. Fill the fields on the header as described in the following table.
XML Schema Code Specify the XML schema file that you loaded in step 5 in
the "To load an XML schema file" section.
New XMLpor t No. Specify the number of the XMLport that is created from
this XML schema when you choose the Generate
XMLpor t action.
The lines are now filled with nodes representing all elements in the XML schema. Nodes for elements that
are mandatory according to the XML schema are selected by default.
3. On the first line, in the Node Name column, expand the Document node, and then gradually expand
underlying nodes that you want to review.
Alternatively, right-click on a node and then choose Expand All .
4. Choose either of the following actions to change which nodes are displayed.
A C T IO N DESC RIP T IO N
Hide Non-Selected Only nodes where the Selected check box is selected
are shown.
NOTE
When you select a mandatory child node, all parent nodes above it are also selected.
7. Choose the Select All Mandator y Elements action to reselect all nodes that represent elements that
are mandatory according to the XML schema.
8. Choose the Deselect All action to clear all selections.
The Choice field specifies that the node has two or more sibling nodes that function as options.
To generate a data exchange definition that is based on an XML schema
1. Choose the icon, enter XML Schemas , and then choose the related link.
2. Select the relevant XML schema, and then choose the Open XML Schema Viewer action.
3. Make sure the relevant nodes are selected. For more information, see the "To select or clear nodes in an
XML schema" section.
4. On the XML Schema Viewer page, choose the Generate Data Exchange Definition action.
A data exchange definition is created on the Posting Exchange Definition page, which you can complete by
specifying which elements in the file map to which fields in Business Central. For more information, see Set Up
Data Exchange Definitions.
NOTE
You can also use the Get File Structure function from the Posting Exchange Definition page, which uses the
functionality of the XML Schema Viewer page to prefill the Column Definitions TastTab.
NOTE
In 2019 release wave 1 and earlier versions, you could generate an XMLport that was based on the schema and then
import that into your solution. This is no longer supported.
See Also
Set Up Data Exchange Definitions
Export Payments to a Bank File
Collect Payments with SEPA Direct Debit
About the Data Exchange Framework
Exchanging Data
4/1/2021 • 2 minutes to read • Edit Online
You can exchange data between Business Central and external files or streams in connection with common
business tasks, such as sending and receiving electronic documents and importing and exporting bank files.
Before you can send and receive electronic documents or import and export bank files, you must set up the data
exchange framework to process the data files or streams. In addition, you must set up related areas, such as the
customers that you send electronic invoices to, and the AMC Banking 365 Fundamentals extension if you
distribute bank file conversions to an external service provider. For more information, see Setting Up Data
Exchange.
The following table describes a sequence of tasks, with links to the topics that describe them.
TO SEE
Send PDF or image files to a provider of OCR services, and Use OCR to Turn PDF and Image Files into Electronic
receive them back as electronic documents that can be Documents
converted to document records in Business Central.
Receive electronic documents, either from the OCR service or Receive and Convert Electronic Documents
the document exchange service, in a standardized format
that you convert to the relevant document records in
Business Central.
Prepare to import a bank statement file into the Payment Set Up the Envestnet Yodlee Bank Feeds Service
Reconciliation Journal page as the first step in reconciling
payments or into the Bank Acc. Reconciliation page as
the first step in reconciling bank accounts.
Export payments from the Payment Journal page to a Export Payments to a Bank File
bank file that you upload to your electronic bank account for
processing.
Make electronic payments according to the EU SEPA Credit Making Payments with AMC Banking 365 Fundamentals
Transfer standard. extension or SEPA Credit Transfer
Instruct your bank to transfer payment amounts from your Create SEPA Direct Debit Collection Entries and Export to a
customers’ bank accounts to your company’s account Bank File
according to your setup of SEPA direct debit.
Use a service provider of currency exchange rates to update Update Currency Exchange Rates
the Currencies page.
View which file elements are mapped to fields in Business Field Mapping When Importing SEPA CAMT Files
Central when importing SEPA CAMT statement files.
TO SEE
View which fields in Business Central are mapped to file Field Mapping When Exporting Payment Files Using the
elements when exporting payment files by using the AMC AMC Banking 365 Fundamentals extension
Banking 365 Fundamentals extension.
See Also
Setting Up Data Exchange
Exchanging Data Electronically
Invoice Sales
Record Purchases
Incoming Documents
General Business Functionality
Set Up Data Exchange Definitions
4/1/2021 • 14 minutes to read • Edit Online
You can set up Business Central to exchange data in specific tables with data on external files, for example to
send and receive electronic documents, import and export bank data or other data, such as payroll, currency
exchange rates, and item catalogues. For more information, see Exchanging Data Electronically.
As preparation for creating a data exchange definition for a data file or stream, you can use the related XML
schema to define which data elements to include on the Column Definitions FastTab. See step 6 in To describe
the formatting of lines and columns in the file. For more information, see the Use XML Schemas to Prepare Data
Exchange Definitions.
You normally set up data exchange definitions on the Data Exchange Definition page. However, when you set
up a data exchange definition for the service of refreshing currency exchange rates, you start the process in the
simplified Exch. Rate Update Setup Card page.
NOTE
If the file that is being converted is in XML format, the term “column” in this topic should be interpreted as “XML element
containing data”.
TIP
To see which codeunits Microsoft uses in existing definitions in the standard product, review the three Codeunit fields on
the header of the Field Mapping page for each definition.
File Type Specify what type of file that the data exchange
definition is used for. You can select between four file
types:
Data Handling Codeunit Specify the codeunit that transfers data in and out of
tables in Business Central.
Validation Codeunit Specify the codeunit that is used to validate data against
pre-defined business rules.
Reading/Writing Codeunit Specify the codeunit that processes imported data prior
to mapping and exported data after mapping.
Ext. Data Handling Codeunit Specify the codeunit that transfers external data in and
out of the data exchange framework.
User Feedback Codeunit Specify the codeunit that does various clean-up after
mapping, such as marks the lines as exported and
deletes temporary records.
File Encoding Specify the encoding of the file. Note: This field is only
relevant for import.
Column Separator Specify how columns in the data file are separated, if the
file is of type Variable Text .
Header Lines Specify how many header lines exist in the file.
Header Tag If a header line exists in several positions in the file, enter
the text of the first column on the header line.
Footer Tag If a footer line exists in several positions in the file, enter
the text of the first column on the footer line.
4. On the Line Definitions FastTab, describe the formatting of lines in the data file by filling the fields as
described in the following table.
NOTE
For import of bank statements, you only create one line for the single format of the bank statement file that you
want to import.
For export of payments, you can create a line for each payment type that you want to export. In that case, the
Column Definitions FastTab shows different columns for each payment type.
Column Count Specify how many columns the line in data file has.
Note: This field is only relevant for import.
Data Line Tag Specify the position in the related XML schema of the
element that represents the main entry of the data file.
Note: This field is only relevant for import.
5. Repeat step 4 to create a line for every type of file data that you want to export.
Proceed to describe the formatting of columns in the data file by filling the fields on the Column
Definitions FastTab as described in the table below. You can use the structure file, such as an .XSD file, for
the data file to prefill the FastTab with the relevant elements. For more information, see Use XML Schemas
to Prepare Data Exchange Definitions.
6. On the Column Definitions FastTab, choose Get File Structure .
7. On the Get File Structure page, select the related structure file, and then choose the OK button. The
lines on the Column Definitions FastTab are filled according to the structure of the data file.
8. On the Column Definitions FastTab, edit or fill the fields as described in the following table.
F IEL D DESC RIP T IO N
Column No. Specify the number that reflects the column’s position on
the line in the file.
For XML files, specify the number that reflects the type
of element in the file that contains the data.
For XML files, specify the markup that marks the data to
be exchanged.
Data Format Specify the format of the data, if any. For example, MM-
dd-yyyy if the data type is Date . Note: For export,
specify the data format according to Business Central.
For import, specify the data format according to the .NET
Framework. For more information, see Standard Date
and Time Format Strings.
Data Formatting Culture Specify the culture of the data format, if any. For
example, en-US if the data type is Decimal to make
sure that comma is used as the .000 separator, according
to the US format. For more information, see Standard
Date and Time Format Strings. Note: This field is only
relevant for import.
Length Specify the length of the fixed-width line that holds the
column if the data file is of type Fixed Text .
Negative-Sign Identifier Enter the value that is used in the data file to identify
negative amounts, in data files that cannot contain
negative signs. This identifier is then used to reverse the
identified amounts to negative signs during import.
Note: This field is only relevant for import.
Constant Specify any data that you want to export in this column,
such as extra information about the payment type.
Note: This field is only relevant for export.
9. Repeat step 8 for every column or XML element in the data file that has data that you want to exchange
with Business Central.
The next step in creating a data exchange definition is to decide which columns or XML elements in the data file
map to which fields in Business Central.
NOTE
The specific mapping depends on the business purpose of the data file to be exchanged and on local variations. Even the
SEPA bank standard has local variations. Business Central supports import of SEPA CAMT bank statement files out-of-the-
box. This is represented by the SEPA CAMT data exchange definition record code on the Data Exchange Definitions
page. For information about the specific field mapping of this SEPA CAMT support, see Field Mapping When Importing
SEPA CAMT Files.
TIP
Sometimes the values in the fields that you want to map are different. For example, in one business app the language
code for the United States is "U.S.," but in the other it's "US." That means you must transform the value when you
exchange data. This happens through transformation rules that you define for the fields. For more information, see
Transformation Rules.
1. On the Line Definitions FastTab, select the line for which you want to map columns to fields, and then
choose Field Mapping . The Data Exchange Mapping page opens.
2. On the General FastTab, specify the mapping setup by filling the fields as described in the following
table.
Table ID Specify the table that holds the fields to or from which
data is exchanged according to the mapping.
Use as Intermediate Table Specify if the table that you select in the Table ID field is
an intermediate table where the imported data is stored
before it is mapped to the target table.
Pre-Mapping Codeunit Specify the codeunit that prepares the mapping between
fields in Business Central and external data.
Mapping Codeunit Specify the codeunit that is used to map the specified
columns or XML data elements to fields in Business
Central.
3. On the Field Mapping FastTab, specify which columns map to which fields in Business Central by filling
the fields as described in the following table.
Column No. Specify which column in the data file that you want to
define a map for.
Field ID Specify which field the column in the Column No. field
maps to.
You can only select from fields that exist in the table that
you specified in the Table field on the General FastTab.
Optional Specify that the map will be skipped if the field is empty.
Note: If you do not select this check box, an export
error will occur if the field is empty. Note: This field is
only relevant for export.
Target Table Caption Only visible when the Use as Intermediate Table
check box is selected.
Specify the field in the target table that the value in the
Column Caption field is mapped to, when you are
using an intermediate table for data import.
Target Field Caption Only visible when the Use as Intermediate Table
check box is selected.
Specify the name of the field in the target table that the
value in the Column Caption field is mapped to, when
you are using an intermediate table for data import.
The data exchange definition is now ready to be enabled for users. For more information, see Set Up Electronic
Document Sending and Receiving, Set Up SEPA Credit Transfer, Collect Payments with SEPA Direct Debit, and
Make Payments with AMC Banking 365 Fundamentals extension or SEPA Credit Transfer.
Transformation Rules
If the values in the fields you are mapping differ, you must use transformation rules for data exchange
definitions to make them the same. You define transformation rules for data exchange definitions by opening an
existing definition, or creating a new definition, and then on the Line Definitions FastTab, choosing Manage ,
and then Field Mapping . Predefined rules are provided, but you can also create your own. The following table
describes the types of transformations that you can perform.
O P T IO N DESC RIP T IO N
Replace Find a value and replace it with another. This is useful for
replacing simple values, such as a particular word.
Regular Expression - Replace Use a regular expression as part of a find and replace
operation. This is useful for replacing multiple, or perhaps
more complex, values.
Remove Non-Alphanumeric Characters Delete characters that are not letters or numbers, such as
symbols or special characters.
Date Formatting Specify how to display dates. For example, you can transform
DD-MM-YYYY to YYYY-MM-DD.
Decimal Formatting Define rules for decimal placement and rounding precision.
Regular Expression - Match Use a regular expression to find one or more values. This is
similar to the Substring and Regular Expression -
Replace options.
Date and Time Formatting Define how to display the current date as well as the time of
day.
After you define your rules you can test them. In the Test section, enter an example of a value that you want to
transform, and then check the results.
To export a data exchange definition as an XML file for use by others
When you have created the data exchange definition for a specific data file, you can export the data exchange
definition as an XML file that you can import. This is described in the following procedure.
1. In the Search box, enter Data Exchange Definitions , and then choose the related link.
2. Select the data exchange definition that you want to export.
3. Choose the Expor t Data Exchange Definition action.
4. Save the XML file that represents the data exchange definition in an appropriate location.
If a data exchange definition has already been created, you just have to import the XML file into the Data
Exchange Framework. This is described in the following procedure.
To import an existing data exchange definition
1. Save the XML file that represents the data exchange definition in an appropriate location.
2. In the Search box, enter Data Exchange Definitions , and then choose the related link.
3. Choose the New action. The Data Exchange Definitio page opens.
4. Choose the Impor t Data Exchange Definition action.
5. Choose the file that you saved in step 1.
See Also
Setting Up Data Exchange
Set Up Electronic Document Sending and Receiving
Collect Payments with SEPA Direct Debit
Make Payments with AMC Banking 365 Fundamentals extension or SEPA Credit Transfer
Incoming Documents
General Business Functionality
Send Electronic Documents
4/1/2021 • 2 minutes to read • Edit Online
The generic version of Business Central supports sending electronic invoices and credit memos in the PEPPOL
format, a format that the largest document exchange service providers support. A document exchange service
provider dispatches electronic documents between trading partners. To provide support for other electronic
document formats, you use the data exchange framework.
In the generic version of Business Central, a document exchange service is preconfigured and ready to be set up
for your company. For more information, see Set Up a Document Exchange Service. However, in some cases, you
must install an app. For more information, see Electronic Invoicing FAQ.
To send a sales invoice as an electronic PEPPOL document, you select the Electronic Document option in the
Post and Send dialog box. You can also set up the customer's default document sending profile from that
dialog box. First, you must set up various master data, such as company information, customers, items, and units
of measure. These are used to identify the business partners and items when converting data in fields in Set Up
Electronic Document Sending and Receiving.
To send an electronic sales invoice
1. Choose the icon, enter Sales Invoices , and then choose the related link.
2. Create a new sales invoice.
3. When the sales invoice is ready to be invoiced, choose the Post and Send action.
If the customer's default sending profile is Electronic Document , then it will be shown in the Post and
Send Confirmation dialog box. This way, you just have to choose the Yes button to post and send the
invoice electronically in the selected format.
4. In the Post and Send Confirmation dialog box, choose the AssistEdit button to the right of the Send
Document to field.
5. In the Send Document to dialog box, in the Electronic Document field, choose Through Document
Exchange Ser vice .
6. In the Format field, choose PEPPOL .
7. Choose the OK button. The Post and Send Confirmation dialog box appears. Electronic Document
(PEPPOL) is added to the Send Document to field.
8. Choose the Yes button.
The sales invoice is posted and sent to the customer in the PEPPOL format.
NOTE
You can also send a posted sales invoice as an electronic document. The procedure is the same as described in this
topic for non-posted sales documents. On the Posted Sales Invoice page, choose the Activity Log action to
view the status of the electronic document.
From PDF or image files that you receive from your trading partners, you can have an external OCR service
(Optical Character Recognition) generate electronic documents that can be converted to document records in
Business Central. For example, when you receive an invoice in PDF format from your vendor, you can send it to
the OCR service from the Incoming Documents page. This is described in the first procedure.
As an alternative to sending the file from the Incoming Documents page, you can send the file to the OCR
service by email. Then, when you receive the electronic document back, a related incoming document record is
created automatically. This is described in the second procedure.
After some seconds, you receive the file back from the OCR service as an electronic invoice that can be
converted to a purchase invoice for the vendor. This is described in the third procedure.
Because OCR is based on optical recognition, it is likely that the OCR service will interpret characters in your
PDF or image files wrongly when it first processes a certain vendor’s documents, for example. It may not
interpret the company logo as the vendor’s name or it may misinterpret the total amount on a receipt because
of its layout. To avoid these errors going forward, you can correct the errors in a separate version of the
Incoming Document page. Then you send the corrections back to the OCR service to train it to interpret the
specific characters correctly next time it processes a PDF or image document for the same vendor. For more
information, see To train the OCR service to avoid errors.
The traffic of files to and from the OCR service is processed by a dedicated job queue entry, which are created
automatically when you enable the related service connection. For more information, see Set Up Incoming
Documents.
To send a PDF or image file to the OCR service from the Incoming
Documents page
1. Choose the icon, enter Incoming Documents , and then choose the related link.
2. Create a new incoming document record and attach the file. For more information, see Create Incoming
Document Records.
3. On the Incoming Documents page, select one or more lines, and then choose the Send to Job Queue
action.
The value in the OCR Status field changes to Ready . The attached PDF or image file is sent to the OCR
service by the job queue according to the schedule, provided that no errors exist.
4. Alternatively, on the Incoming Documents page, select one or more lines, and then choose the Send to
OCR Ser vice action.
The value in the OCR Status field changes to Sent , provided that no errors exist.
NOTE
If you work on a tablet or phone, you can send the file to the OCR service as soon as you have taken a photo of the
document, or you can create an incoming document directly. For more information, see To create an incoming document
record by taking a photo.
NOTE
If the OCR service is set up to require manual verification of processed documents, then the OCR Status field will contain
Awaiting Verification . In that case, perform the following steps to log in to the OCR service website to manually verify
an OCR document.
1. Select the line for the incoming document, and then choose the Create Document action.
A purchase invoice will be created in Business Central based on the information in the electronic vendor
document that you received from the OCR service. Information will be inserted in the new purchase invoice
based on the mapping that you have defined as a cross-reference or as text-to-account mapping.
Any validation errors, typically related to wrong or missing master data in Business Central, will be shown on
the Errors and Warnings FastTab. For more information, see To handle errors when receiving electronic
documents.
To map text on an incoming document to a specific vendor account
For incoming documents, you typically use the Map Text to Account action to define that a certain text on a
vendor invoice received from the OCR service is mapped to a certain vendor account. Going forward, any part
of the incoming document description that exists as a mapping text means that the No. field on resulting
document or journal lines of type G/L Account are filled with the vendor in question.
In addition to mapping to a vendor account or G/L accounts, you can also map to a bank account. This is
practical, for example, for electronic documents for expenses that are already paid where you want to create a
general journal line that is ready to post to a bank account.
1. Select the relevant incoming document line, and then choose the Map Text to Account action. The Text-
to-Account Mapping page opens.
2. In the Mapping Text field, enter any text that occurs on vendor invoices that you want to create purchase
documents or journal lines for. You can enter up to 50 characters.
3. In the Vendor No. field, enter the vendor that the resulting purchase document or journal line will be
created for.
4. In the Debit Acc. No. field, enter the debit-type G/L account that will be inserted on resulting purchase
document or journal line of type G/L Account.
5. In the Credit Acc. No. field, enter the credit-type G/L account that will be inserted on resulting purchase
document or journal line of type G/L Account.
NOTE
Do not use the Bal. Source Type and Bal. Source No. fields in connection with incoming documents. They are
used for automatic payment reconciliation only. For more information, see Map Text on Recurring Payments to
Accounts for Automatic Reconciliation.
6. Repeat steps 2 through 5 for all text on incoming documents that you want to automatically create
documents for.
See Also
Process Incoming Documents
Incoming Documents
Purchasing
Working with Business Central
Receive and Convert Electronic Documents
4/1/2021 • 3 minutes to read • Edit Online
The generic version of Business Central supports receiving electronic invoices and credit memos in the PEPPOL
format, which is supported by the largest providers of document exchange services. To receive an invoice from a
vendor as an electronic PEPPOL document, you process the document in the Incoming Documents page to
convert it to a purchase invoice or general journal line in Business Central.
In addition to receiving electronic documents directly from trading partners, you can receive electronic
documents from an OCR service that has turned your PDF or image files into electronic documents.
Before you can receive electronic documents through the document exchange service, you must set up various
master data, such as company information, vendors, items, and units of measure. These are used to identify the
business partners and items when converting data in elements in the incoming document file to fields in
Business Central. For more information, see Set Up a Document Exchange Service.
Before you can receive electronic documents through the OCR service, you must set up and enable the
preconfigured service connection. For more information, see Set Up Incoming Documents.
The traffic of electronic documents in and out of Business Central is managed by the Job Queue feature. Before
you can receive electronic documents, the relevant job queue must be started.
You can either start the conversion of electronic documents manually, as described in this procedure, or you can
enable a workflow to convert electronic documents automatically when they are received. The generic version of
Business Central includes a workflow template, From Incoming Electronic through OCR to Open Purchase
Invoice Workflow , which is ready to be copied to a workflow and enabled. For more information, see Workflow.
NOTE
When you convert electronic documents received from the OCR service to documents or journal lines in Business Central,
multiple lines on the source document will be summed on one line. The single line will be of type G/L Account and the
Description and (G/L account) No. fields will be empty. The value in the Amount field will equal the total amount
excluding VAT of all lines in the source document.
To make sure that the Description and No. fields are filled, you can choose the Map Text to Account button on the
Incoming Documents page to define that a certain invoice text is always mapped to a certain debit or credit account in
the general ledger. Going forward, the Description field on document or journal lines created from an electronic
document for that vendor or customer will be filled with the text in question and the (G/L account) No. field with the
account in question.
Instead of mapping to a G/L account, you can also map to a bank account. This is practical, for example, for electronic
documents for expenses that are already paid where you want to create a general journal line that is ready to post to a
bank account.
The following procedure describes how to receive a vendor invoice and convert it to a purchase invoice in
Business Central. The procedure is the same when you convert a vendor invoice to a general journal line.
To receive and convert an electronic invoice to a purchase invoice
1. Choose the icon, enter Incoming Documents , and then choose the related link.
2. Select the line for the incoming document record that represents a new incoming electronic invoice, and
then choose the Edit action.
On the Incoming Document Card page, the related XML file is attached, and most of the fields are
prefilled with information from the electronic invoice. For more information, see Create Incoming
Document Records.
3. In the Data Exchange Type field, choose PEPPOL - Invoice or OCR – Invoice depending on the
source of the electronic document.
4. To map text on the vendor invoice to a specific debit account, on the Actions tab, in the General group,
choose Map Text to Account , and then fill the Text-to-Account Mapping Worksheet page.
5. Choose the Create Document action.
A purchase invoice will be created in Business Central based on the information in the electronic
document.
Any validation errors, typically related to wrong or missing master data in Business Central will be shown
on the Error Messages FastTab.
You can import electronic bank statements from your bank to quickly fill on the Payment Reconciliation
Journal page so you can apply payments and reconcile the bank account. For more information, see Applying
Payments Automatically and Reconciling Bank Accounts.
IMPORTANT
Due to the Payment Services Directive in Europe (PSD2), after September 14, 2019, you will no longer be able to
automatically import bank statements from banks in the United Kingdom into Business Central. We are looking into the
possibility of offering this feature again in the future.
NOTE
The Envestnet Yodlee Bank Feeds service is only supported in the online version of Business Central. To use this
functionality on-premises, you must obtain a cobrand account from Envestnet, and you must add code to integrate with
the Yodlee API.
The Envestnet Yodlee Bank Feeds service is only supported in the United States and Canada. Only banks residing in these
countries are supported, even though banks from other countries may appear in the Envestnet Yodlee Bank Feeds bank
selection window in Business Central.
IMPORTANT
For technical assistance with the Envestnet Yodlee functionality, contact Microsoft Support. Do not contact Envestnet
Yodlee. For more information, see Configuring Technical Support for Dynamics 365 Business Central.
The Envestnet Yodlee Bank Feeds service is installed as an extension to Business Central online and is ready to
be enabled in the supported countries. For more information, see Customizing Business Central Using
Extensions.
After you enable the bank feed service, you must link a bank account to the online bank account that the feed
will come from. You link bank accounts to online bank accounts in the following different scenarios:
A bank account does not exist in Business Central for your online bank account. Therefore, you create the
bank account by linking from the online bank account.
A bank account exists in Business Central, which you want to link to an online bank account.
A linked bank account must be unlinked because you want to stop using the bank feed service for the
account.
Online bank accounts have changed and you want to update the information on bank accounts in Business
Central.
When the bank feed service is enabled, you can set a bank account up to automatically import new bank
statements into the Payment Reconciliation Journal page every two hour. Transactions for payments that
have already been posted as applied and/or reconciled on the Payment Reconciliation Journal page will not
be imported. For more information, see the “To enable automatic import of bank statements” section.
NOTE
If you use the Set Up Company assisted setup guide, some of the steps in the following procedures happen automatically
when you get to the company bank account setup. For more information, see Getting Ready for Doing Business.
NOTE
If you use the Company Setup assisted setup guide, then you enable the service by selecting the Use a bank feed
ser vice check box. For more information, see Creating New Companies in Business Central.
NOTE
This page shows the actual web page of the Envestnet Yodlee Bank Feeds service. Terminology and functionality
on the page may not match instructions provided in this topic.
3. On the Online Bank Account Linking page, in the Link Account pane, use the Search function to find
the bank where you have one or more online bank accounts.
4. Choose the bank name. The Log In pane opens.
5. Enter the username and password that you use to log on to the online bank, and then choose the Next
button.
6. The bank feed service prepares to link the first online bank account at the specified bank to a new bank
account in Business Central.
NOTE
If you have more than one online bank account at the bank, you must create additional bank accounts in Business
Central for them. See steps 8 through 10.
After the process completes, the bank name will appear in the My Accounts pane on the Linked tab.
The number in brackets indicates how many online bank accounts were linked.
7. Choose the OK button.
If you are only linking one online bank account, the Bank Account Card page opens and displays the
name of the online bank account. In this case, the bank account linking task is completed. All that's left to
do is to set up the bank account. For more information, see Set Up Bank Accounts.
If you are linking more than one online bank accounts, the Bank Account Linking page opens and lists
the online bank accounts that are not yet linked to bank accounts in Business Central. In that case, follow
the next step.
8. On the Bank Account Linking page, select the line for an online bank account, and then choose the
Link to New Bank Account action.
The Bank Account Card page for a new bank account opens and displays the name of the online bank
account.
If a bank account already exists in Business Central that you want to link the additional online bank
account to, follow the next step.
9. On the Bank Account Linking page, select the line for an online bank account, and then choose the
Link to Existing Bank Account action.
10. On the Bank Account List page, select the bank account that you want to link to, and then choose the
OK button.
NOTE
If you choose Yes on the confirmation dialog, the link to the online bank account is removed, and the log-in details are
cleared. To link the bank account to the online bank account again, you must log on to the bank again. For more
information, see the “To link a bank account to an online bank account“ section.
To update bank account linking
1. Choose the icon, enter Bank Accounts , and then choose the related link.
2. Select the relevant bank account, and then choose the Update Bank Account Linking action.
If issues exist for any of the linked bank accounts on the Bank Account List page, the Bank Account Linking
page opens specifying which bank accounts have issues. Issues can best be resolved by unlinking the online
bank account and then re-creating the link. For more information, see the “To link a bank account to an online
bank account“ section.
NOTE
It is recommended that you set this value to 7 days or more.
NOTE
Transactions for payments that have already been posted as applied and/or reconciled on the Payment Reconciliation
Journal page will not be imported.
See Also
Setting Up Banking
Reconciling Bank Accounts
Applying Payments Automatically and Reconciling Bank Accounts
Customizing Business Central Using Extensions
Working with Business Central
Make Payments with the AMC Banking 365
Fundamentals extension or SEPA Credit Transfer
4/13/2021 • 10 minutes to read • Edit Online
On the Payment Journal page, you can process payments to your vendors by exporting a file together with the
payment information from the journal lines. You can then upload the file to your electronic bank where the
related money transfers are processed. Business Central supports the SEPA Credit Transfer format, but in your
country/region, other formats for electronic payments may be available.
NOTE
In the generic version of Business Central, a global provider of services to convert bank data to any file format that your
bank requires is set up and connected. In North American versions, the same service can be used to send payment files as
electronic funds transfer (EFT), however with a slightly different process. See step 6 in To export payments to a bank file.
To enable SEPA credit transfers, you must first set up a bank account, a vendor, and the general journal batch that
the payment journal is based on. You then prepare payments to vendors by automatically filling the Payment
Journal page with due payments with specified posting dates.
NOTE
When you have verified that the payments are successfully processed by the bank, you can proceed to post the payment
journal lines.
NOTE
The Currency Code field must be set to EUR, because SEPA credit transfers can only be made in the EURO
currency.
NOTE
Before you can export payment files from the payment journal, you must specify the electronic format for the involved
bank account, and you must enable the AMC Banking 365 Fundamentals extension. For more information, see Set Up
Bank Accounts and Using the AMC Banking 365 Fundamentals extension. In addition, you must select the Allow
Payment Expor t check box on the General Journal Batches page. For more information, see Working with General
Journals.
You use the Credit Transfer Registers page to view the payment files that have been exported from the
payment journal. From this page, you can also re-export payment files in case of technical errors or file changes.
Note, however, that exported EFT files are not shown in this page and cannot be re-exported.
To export payments to a bank file
The following describes how to pay a vendor by check. The steps are similar to refund a customer by check.
1. Choose the icon, enter Payment Journals , and then choose the related link.
2. Fill in the payment journal lines. For more information, see Record Payments and Refunds.
NOTE
If you are using EFT, you must select either Electronic Payment or Electronic Payment–IAT in the Bank
Payment Type field. Different file export services and their formats require different setup values on the Bank
Account Card and Vendor Bank Account Card pages. You will be informed about wrong or missing setup
values as you try to export the file.
The EFT feature can only be used for bank accounts in the local currency. It cannot be used with a foreign
currency, indicated by a value in the Currency Code field. (Blank field value means local currency.)
3. When you have completed all payment journal lines, choose the Expor t action.
4. On the Expor t Electronic Payments page, fill in the fields as necessary.
Any error messages will be shown in the Payment File Errors FactBox where you can also choose an
error message to see detailed information. You must resolve all errors before the payment file can be
exported.
TIP
When you use the AMC Banking 365 Fundamentals extension, a common error message states that the bank
account number does not have the length that your bank requires. To avoid or resolve the error, you must
remove the value in the IBAN field on the Bank Account Card page and then, in the Bank Account No. field,
enter a bank account number in the format that your bank requires.
5. On the Save As page, specify the location that the file is exported to, and then choose Save .
NOTE
If you are using EFT, save the resulting vendor remittance form as a Word document or select to have it emailed
directly to the vendor. The payments are now added to the Generate EFT File page from where you can
generate multiple payment orders together to save transmission cost. For more information, see the following
steps.
6. On the Payment Journal page, choose the Generate EFT File action.
On the Generate EFT File page, all payments set up for EFT that you have exported from the payment
journal for a specified bank account but not yet generated are listed on the Lines FastTab.
7. Choose the Generate EFT File action to export one file for all the EFT payments.
8. On the Save As page, specify the location that the file is exported to, and then choose Save .
The bank payment file is exported to the location that you specify, and you can proceed to upload it to your
electronic bank account and make the actual payments. Then you can post the exported payment journal lines.
To plan when to post exported payments
If you do not want to post a payment journal line for an exported payment, for example because you are waiting
for confirmation that the transaction has been processed by the bank, you can just delete the journal line. When
you later create a payment journal line to pay the remaining amount on the invoice, the Total Expor ted
Amount field shows how much of the payment amount has already been exported. Also, you can find detailed
information about the exported total by choosing the Credit Transfer Reg. Entries button to see details about
exported payment files.
If you follow a process where you do not post payments until you have confirmation that they have been
processed in the bank, you can control this in two ways.
In a payment journal with suggested payment lines, you can sort on either the Expor ted to Payment File
column or the Total Expor ted Amount and then delete payment suggestions for open invoices for which
payments have already been made and you do not want to make payments for.
On the Suggest Vendor Payments page, where you specify which payments to insert in the payment
journal, you can select the Skip Expor ted Payments check box if you do not want to insert journal lines for
payments that have already been exported.
To see information about exported payments, choose the Payment Expor t Histor y action.
To re -export payments to a bank file
You can re-export payment files from the Credit Transfer Registers page. Before you delete or post payment
journal lines, you can also re-export the payment file from the Payment Journal page by simply exporting it
again. If you have deleted or posted the payment journal lines after exporting them, you can re-export the same
payment file from the Credit Transfer Registers page. Select the line for the batch of credit transfers that you
want to re-export, and then use the Reexpor t Payments to File action.
NOTE
Exported EFT files are not shown on the Credit Transfer Registers page and cannot be re-exported.
1. Choose the icon, enter Credit Transfer Registers , and then choose the related link.
2. Select a payment export that you want to re-export, and then choose the Reexpor t Payment to File action.
See Also
Using the AMC Banking 365 Fundamentals extension
Managing Payables
Working with General Journals
Collect Payments with SEPA Direct Debit
Make Payments with the AMC Banking 365
Fundamentals extension or SEPA Credit Transfer
4/13/2021 • 10 minutes to read • Edit Online
On the Payment Journal page, you can process payments to your vendors by exporting a file together with the
payment information from the journal lines. You can then upload the file to your electronic bank where the
related money transfers are processed. Business Central supports the SEPA Credit Transfer format, but in your
country/region, other formats for electronic payments may be available.
NOTE
In the generic version of Business Central, a global provider of services to convert bank data to any file format that your
bank requires is set up and connected. In North American versions, the same service can be used to send payment files as
electronic funds transfer (EFT), however with a slightly different process. See step 6 in To export payments to a bank file.
To enable SEPA credit transfers, you must first set up a bank account, a vendor, and the general journal batch that
the payment journal is based on. You then prepare payments to vendors by automatically filling the Payment
Journal page with due payments with specified posting dates.
NOTE
When you have verified that the payments are successfully processed by the bank, you can proceed to post the payment
journal lines.
NOTE
The Currency Code field must be set to EUR, because SEPA credit transfers can only be made in the EURO
currency.
NOTE
Before you can export payment files from the payment journal, you must specify the electronic format for the involved
bank account, and you must enable the AMC Banking 365 Fundamentals extension. For more information, see Set Up
Bank Accounts and Using the AMC Banking 365 Fundamentals extension. In addition, you must select the Allow
Payment Expor t check box on the General Journal Batches page. For more information, see Working with General
Journals.
You use the Credit Transfer Registers page to view the payment files that have been exported from the
payment journal. From this page, you can also re-export payment files in case of technical errors or file changes.
Note, however, that exported EFT files are not shown in this page and cannot be re-exported.
To export payments to a bank file
The following describes how to pay a vendor by check. The steps are similar to refund a customer by check.
1. Choose the icon, enter Payment Journals , and then choose the related link.
2. Fill in the payment journal lines. For more information, see Record Payments and Refunds.
NOTE
If you are using EFT, you must select either Electronic Payment or Electronic Payment–IAT in the Bank
Payment Type field. Different file export services and their formats require different setup values on the Bank
Account Card and Vendor Bank Account Card pages. You will be informed about wrong or missing setup
values as you try to export the file.
The EFT feature can only be used for bank accounts in the local currency. It cannot be used with a foreign
currency, indicated by a value in the Currency Code field. (Blank field value means local currency.)
3. When you have completed all payment journal lines, choose the Expor t action.
4. On the Expor t Electronic Payments page, fill in the fields as necessary.
Any error messages will be shown in the Payment File Errors FactBox where you can also choose an
error message to see detailed information. You must resolve all errors before the payment file can be
exported.
TIP
When you use the AMC Banking 365 Fundamentals extension, a common error message states that the bank
account number does not have the length that your bank requires. To avoid or resolve the error, you must
remove the value in the IBAN field on the Bank Account Card page and then, in the Bank Account No. field,
enter a bank account number in the format that your bank requires.
5. On the Save As page, specify the location that the file is exported to, and then choose Save .
NOTE
If you are using EFT, save the resulting vendor remittance form as a Word document or select to have it emailed
directly to the vendor. The payments are now added to the Generate EFT File page from where you can
generate multiple payment orders together to save transmission cost. For more information, see the following
steps.
6. On the Payment Journal page, choose the Generate EFT File action.
On the Generate EFT File page, all payments set up for EFT that you have exported from the payment
journal for a specified bank account but not yet generated are listed on the Lines FastTab.
7. Choose the Generate EFT File action to export one file for all the EFT payments.
8. On the Save As page, specify the location that the file is exported to, and then choose Save .
The bank payment file is exported to the location that you specify, and you can proceed to upload it to your
electronic bank account and make the actual payments. Then you can post the exported payment journal lines.
To plan when to post exported payments
If you do not want to post a payment journal line for an exported payment, for example because you are waiting
for confirmation that the transaction has been processed by the bank, you can just delete the journal line. When
you later create a payment journal line to pay the remaining amount on the invoice, the Total Expor ted
Amount field shows how much of the payment amount has already been exported. Also, you can find detailed
information about the exported total by choosing the Credit Transfer Reg. Entries button to see details about
exported payment files.
If you follow a process where you do not post payments until you have confirmation that they have been
processed in the bank, you can control this in two ways.
In a payment journal with suggested payment lines, you can sort on either the Expor ted to Payment File
column or the Total Expor ted Amount and then delete payment suggestions for open invoices for which
payments have already been made and you do not want to make payments for.
On the Suggest Vendor Payments page, where you specify which payments to insert in the payment
journal, you can select the Skip Expor ted Payments check box if you do not want to insert journal lines for
payments that have already been exported.
To see information about exported payments, choose the Payment Expor t Histor y action.
To re -export payments to a bank file
You can re-export payment files from the Credit Transfer Registers page. Before you delete or post payment
journal lines, you can also re-export the payment file from the Payment Journal page by simply exporting it
again. If you have deleted or posted the payment journal lines after exporting them, you can re-export the same
payment file from the Credit Transfer Registers page. Select the line for the batch of credit transfers that you
want to re-export, and then use the Reexpor t Payments to File action.
NOTE
Exported EFT files are not shown on the Credit Transfer Registers page and cannot be re-exported.
1. Choose the icon, enter Credit Transfer Registers , and then choose the related link.
2. Select a payment export that you want to re-export, and then choose the Reexpor t Payment to File action.
See Also
Using the AMC Banking 365 Fundamentals extension
Managing Payables
Working with General Journals
Collect Payments with SEPA Direct Debit
Collect Payments with SEPA Direct Debit
4/1/2021 • 9 minutes to read • Edit Online
With your customer's consent, you can collect payments directly from the customer's bank account according to
the SEPA format.
First, set up the export format of the bank file that instructs your bank to perform a direct debit. Then, set up the
customer's payment method. Last, set up the direct-debit mandate that reflects your agreement with the
customer to collect their payments in a certain agreement period.
To instruct the bank to transfer the payment amount from the customer's bank account to your company's
account, you create a direct-debit collection entry, which holds information about bank accounts, the affected
sales invoices, and the direct-debit mandate. You then export an XML file that is based on the collection entry,
which you send to your bank for processing. Any payments that could not be processed will be communicated
to you by your bank, and you must then manually reject the direct debit-collection entries in question.
You can set up standard customer sales codes with the direct-debit payment method and mandate information.
You can then use the Create Standard Cust. Invoices batch job to generate multiple sales invoices with the
direct-debit information prefilled. This is can be done manually or automatically, according to the payment due
date.
When payments are successfully processed, as communicated by your bank, you can post the payment receipts
either directly from the Direct Debit Collect. Entries page or by moving the payment lines to the journal
where you post payment receipts, such as the Cash Receipt Journal page. Alternatively, depending on your
cash management process, you can wait and just apply the payments as a part of bank reconciliation.
NOTE
To collect payments using SEPA Direct Debit, the currency on the sales invoice must be EURO.
NOTE
The global version of Business Central supports the SEPA direct debit format only. Your country/region version may
support other formats for electronic payment. See under Local Functionality in the table of contents.
To enable export of a bank file formats that are not supported out of the box in Business Central , you can set up
a data exchange definition by using the data exchange framework. For more information, see Set Up Data
Exchange Definitions.
Before you can process customer payments electronically by exporting direct debit instructions in the SEPA
Direct Debit format, you must perform the following setup steps:
Set up the export format of the bank file that instructs your bank to perform a direct debit collection from the
customer's bank account to your bank account.
Set up the customer's payment method.
Set up the direct-debit mandate that reflects your agreement with the customer to collect their payments in a
certain agreement period.
To set up your bank account for SEPA direct debit
1. Choose the icon, enter Bank Accounts , and then choose the related link.
2. Open the bank account that you want to use for direct debit.
3. On the Transfer FastTab, in the SEPA Direct Debit Expor t Format field, choose the option for SEPA direct
debit.
To set up the customer's payment method for SEPA direct debit
1. Choose the icon, enter Payment Methods , and then choose the related link.
2. Choose the New action.
3. Set up a payment method. Fill in the direct debit-specific fields as described in the following table.
Direct Debit Specify if the payment method is for SEPA direct debit
collection.
Direct Debit Pmt. Terms Code Specify the payment terms, such as DON'T PAY, that are
displayed on sales invoices that are paid with SEPA direct
debit to indicate to the customer that the payment will
be collected automatically. Alternatively, leave the field
empty.
NOTE
Do not enter a value in the Bal. Account No. field.
Customer Bank Account Code Specifies the bank account from which direct-debit
payments are collected. This field is filled automatically.
Valid From Specify the date when the direct-debit mandate starts.
Date of Signature Specify the date when the customer signed the direct-
debit mandate.
Expected Number of Debits Specify how many direct debit collections you expect to
make. This field is only relevant if you selected
Recurring in the Sequence Type field.
Debit Counter Specifies how many direct debit collections have been
made using this direct-debit mandate. This field is
automatically updated.
6. Repeat steps 1 through 5 for all customers that you want to set up for SEPA direct debits.
The direct-debit mandate is automatically inserted in the Direct Debit Mandate ID field when you create a
sales invoice for the customer that you selected in step 2. For more information, see Create Recurring Sales and
Purchase Lines.
Creating SEPA Direct Debit Collection Entries and Export to a Bank File
To instruct the bank to transfer the payment amount from the customer's bank account to your company's
account, you create a direct-debit collection, which holds information about the customer's bank account, the
affected sales invoices, and the direct-debit mandate. From the resulting direct-debit collection entry, you then
export an XML file that you send or upload to your electronic bank for processing. Any payments that could not
be processed by the bank will be communicated to you by your bank, and you must then manually reject the
direct debit-collection entries in question.
NOTE
To collect payments using SEPA Direct Debit, the currency on the sales invoice must be EURO.
From Due Date Specify the earliest payment due date on sales invoices
that you want to create a direct-debit collection for.
To Due Date Specify the latest payment due date on sales invoices
that you want to create a direct-debit collection for.
Only Customers With Valid Mandate Specify if a direct-debit collection is created for customers
who have a valid direct-debit mandate. Note: A direct-
debit collection is created even if the Direct Debit
Mandate ID field is not filled on the sales invoice.
Only Invoices With Valid Mandate Specify if a direct-debit collection is only created for sales
invoices if a valid direct-debit mandate is selected in the
Direct Debit Mandate ID field on the sales invoice.
Bank Account No. Specify which of your company's bank accounts the
collected payment will be transferred to from the
customer's bank account.
Bank Account Name Specifies the name of the bank account that you select in
the Bank Account No. field. This field is filled
automatically.
Direct Debit Collection No. Specify the direct debit collection that you want to post
payment receipt for.
General Journal Template Specify which general journal template to use for posting
the payment receipt, such as the template for cash
receipts.
General Journal Batch Name Specify which general journal batch to use for posting
the payment receipt.
Create Journal Only Select this check box if you do not want to post the
payment receipt when you choose the OK button. The
payment receipt will be prepared in the specified journal
and will not be posted until someone posts the journal
lines in question.
See Also
Managing Receivables
Service Management
Update Currency Exchange Rates
6/3/2021 • 13 minutes to read • Edit Online
As companies operate in more countries/regions, it becomes essential that they are able to trade and report
financial information in more than one currency. The local currency (LCY) is defined in the General Ledger
Setup page as described in the article Setting Up Finance. Once the local currency (LCY) has been defined, it will
be represented as a blank currency, so when the Currency field is blank, it means that the currency is LCY.
Next, you must set up currency codes for each currency that you use if you buy or sell in currencies other than
your local currency (LCY). Also bank accounts can be created using currencies. It is possible to record G/L
transactions in different currencies, however, the G/L transaction will always be posted in the local currency
(LCY).
IMPORTANT
Do not create the local currency code both in the General Ledger Setup and in the Currencies page. This will create
confusion between the blank currency and the LCY code in the currency table, and bank accounts, customers or vendors
might accidentally be created, some with the blank currency and some with the LCY code.
Your general ledger is set up to use your local currency (LCY), but you can set it up to also use another currency
with a currency exchange rate assigned. By designating a second currency as a so-called additional reporting
currency, Business Central will automatically record amounts in both LCY and this additional reporting currency
on each G/L entry and other entries, such as VAT entries. For more information, see Set Up an Additional
Reporting Currency. The additional reporting currency is most often used to facilitate financial reporting to
owners that reside in countries/regions using different currencies than the local currency (LCY).
Currencies
You specify the currency codes in the Currencies , including extra information and settings that are necessary
for each currency code.
TIP
Create the currencies with the international ISO code as the code to simplify working with the currency in the future.
ISO Code The international three letter code to the currency defined in
ISO 4217.
ISO Numeric code The international numeric reference to the currency defined
in ISO 4217.
Realized Gains Account The account where the actual gain will be posted when you
receive payments for receivables or register the actual
currency rate on payments to payables. For an example of a
receivable currency transaction, see the example below this
table.
Realized Losses Account The account where the actual loss will be posted when you
receive payments for receivables or register the actual
currency rate on payments to payables. For an example of a
receivable currency transaction, see the example below this
table.
Unrealized Gains Account The account where the theoretical gain will be posted when
you perform a currency adjustment.
Unrealized Losses Account The account where the theoretical loss will be posted when
you perform a currency adjustment.
Amount Rounding Precision Some currencies have other formats for invoice amounts
than are defined in the General Ledger Setup page. If you
change the amount rounding precision for a currency, all
invoice amounts in that currency will be rounded with the
updated precision.
Amount Decimal Places Some currencies have other formats for invoice amounts
than are defined in the General Ledger Setup page. If you
change the amount decimal places for a currency, all invoice
amounts in the currency will be rounded with the updated
decimals
Invoice Rounding Type Specifies the method to use if the amounts must be
rounded. The options are Nearest , Up , and Down .
Unit-Amount Rounding Precision Some currencies have other formats for unit amounts than
are defined in the General Ledger Setup page. if you
change the unit amount rounding precision for a currency,
all unit amounts in the currency will be rounded with the
updated precision.
Unit-Amount Decimal Places Some currencies have other formats for unit amounts than
are defined in the General Ledger Setup page. If you
change the unit amount decimal places for a currency, all
unit amounts in the currency will be rounded with the
updated decimals.
Application Rounding Precision Specifies the size of the interval that is allowed as a rounding
difference when you apply entries in different currencies to
one another.
Conversion LCY Rounding. Debit Account Specifies conversion information that must also contain a
debit account if you want to insert correction lines for
rounding differences in the general journals using the Inser t
Conv. LCY Rndg. Lines action.
F IEL D DESC RIP T IO N
Conversion LCY Rounding Credit Account Specifies conversion information that must also contain a
credit account if you wish to insert correction lines for
rounding differences in the general journals using the Inser t
Conv. LCY Rndg. Lines action.
Last Date Modified The date of the change to the setup of the currency.
Payment Tolerance % The maximum payment tolerance % set for this currency. For
more information, see Payment Tolerance and Payment
Discount Tolerance.
Max. Payment Tolerance Amount The maximum payment tolerance amount set for this
currency. For more information, see Payment Tolerance and
Payment Discount Tolerance.
Currency Factor Specifies the relationship between the currency and the local
currency using the actual currency rate.
Realized G/L Gains Account Specifies the G/L account that is used to post exchange rate
gains for currency adjustments between the local currency
(LCY) and the additional reporting currency. The exchange
rate gains are calculated when the Adjust Exchange Rates
batch job is run to adjust general ledger accounts. This field
might not be visible by default. It can be retrieved by
personalizing the page.
Realized G/L Losses Account Specifies the G/L account that is used to post exchange rate
losses for currency adjustments between the local currency
(LCY) and the additional reporting currency. The exchange
rate gains are calculated when the Adjust Exchange Rates
batch job is run to adjust general ledger accounts. This field
might not be visible by default. It can be retrieved by
personalizing the page.
Residual Gains Account Specifies the G/L account that is used to post residual gain
amounts (rounding differences) when an additional
reporting currency is used in the general ledger application
area. This field might not be visible by default. It can be
retrieved by personalizing the page.
Residual Losses Account Specifies the G/L account that is used to post residual loss
amounts (rounding differences) when an additional
reporting currency is used in the general ledger application
area. This field might not be visible by default. It can be
retrieved by personalizing the page.
Max. VAT Difference Allowed The maximum amount allowed for VAT differences in this
currency. For more information, see Correcting VAT Amounts
Manually in Sales and Purchase Documents. This field might
not be visible by default. It can be retrieved by personalizing
the page.
F IEL D DESC RIP T IO N
VAT Rounding Type Specifies the rounding method for correcting VAT amounts
manually in sales and purchase documents. This field might
not be visible by default. It can be retrieved by personalizing
the page.
LCY
A M O UN T UN REA L I
C URREN C ON Z ED REA L IZ ED
Y DO C UM E DO C UM E A DJUST M GA IN S PAY M EN T LO SSES
DAT E A C T IO N A M O UN T N T RAT E NT EN T RAT E A M O UN T RAT E A M O UN T
At the end of the month a currency adjustment is performed where the adjustment currency rate has been set to
1.125, which triggers an unrealized gain of 2.
At the time of payment, the actual currency rate registered on the bank transaction shows a currency rate of
1.120.
Here there is an unrealized transaction, and therefore it will be reversed together with the payment.
Finally, the payment is registered and the actual loss is posted to the realized losses account.
M EN U A C T IO N DESC RIP T IO N
Exchange Rate Adjust. Register View the results of running the Adjust
Exchange Rates batch job. One line
is created for each currency or each
combination of currency and posting
group that is included in the
adjustment.
Exchange Rate Ser vice Exchange Rate Ser vices View or edit the setup of the services
that are set up to fetch updated
currency exchange rates when you
choose the Update Exchange Rates
action.
Repor ts Foreign Currency Balance View the balances for all customers
and vendors in both foreign currencies
and in local currency (LCY). The report
displays two LCY balances. One is the
foreign currency balance converted to
LCY by using the exchange rate at the
time of the transaction. The other is
the foreign currency balance converted
to LCY by using the exchange rate of
the work date.
Exchange Rates
The exchange rates are the tool to calculate the local currency value (LCY) of each currency transaction. The
Exchange Rates page includes the following fields:
Star ting Data The date when the currency rate was effectuated
Exchange Rate Amount The exchange rate amount is the rate to use for the currency
code selected on the line. Normally 1 or 100
Relational Exch. Rate Amount The relational exchange rate amount relates to the rate to
use for the relational currency code
F IEL D DESC RIP T IO N
Adjustment Exch. Rate Amount The adjustment exchange rate amount is the rate to use for
the currency code selected on the line for use of the Adjust
Exchange Rates batch job
Relational Adjmt Exch. Rate Amt The relational adjustment exchange rate amount is the rate
to use for the currency code selected on the line for use of
the Adjust Exchange Rates batch job
Fix Exchange Rate Amount Specifies if the currency's exchange rate can be changed on
invoices and journal lines.
In general, the values of the Exchange Rate Amount and Relational Exchange Rate Amount fields are used
as the default currency rate on all new receivables and payables documents that are created going forward. The
document is assigned the currency rate according to the current working date.
NOTE
The actual currency rate will be calculated using this formula:
Currency Amount = Amount / Exchange Rate Amount * Relational Exch. Rate Amount
The adjustment exchange rate amount or relational adjustment exchange rate amount will be used to update all
open bank, receivable or payable transactions.
NOTE
The actual currency rate will be calculated using this formula:
Currency Amount = Amount / Adjustment Exch. Rate Amount * Relational Adjmt Exch. Rate Amt
TIP
You can use a service to update exchange rates in the system automatically. For more information, see To set up a
currency exchange rate service. However, this does not adjust exchange rates on already posted transactions. To update
exchange rates on posted entries, use the Adjust Exchange Rates batch job.
The adjustment entries are assigned the default dimensions from the accounts they are posted to.
IMPORTANT
Before you can use the batch job, you must enter the adjustment exchange rates that are used to adjust the foreign
currency balances. You do so on the Currency Exchange Rates page.
NOTE
The following video shows an example of how to connect to a currency exchange rate service, using the European Central
Bank as an example. In the segment that describes how to set up field mappings, the setting in the Source column for
the Parent Node for Currency Code will only return the first currency found. The setting should be
/gesmes:Envelope/Code/Code/Code .
To update currency exchange rates through a service
1. Choose the icon, enter Currencies , and then choose the related link.
2. Choose the Update Exchange Rates action.
The value in the Exchange Rate field on the Currencies page is updated with the latest currency exchange
rate.
Business Central supports the regional SEPA standards (Single Euro Payments Area) for importing SEPA bank
statements (CAMT format). For more information, see Using the AMC Banking 365 Fundamentals extension.
The SEPA CAMT standard itself has local variations. Therefore, you may have to modify the generic data
exchange definition (represented by the SEPA CAMT code on the Posting Exchange Definitions page) to
adapt it to a local variation of the standard. The following tables show the element-to-field mapping for tables
81, 273, and 274 in the SEPA CAMT implementation in Business Central.
For information about creating or adjusting a data exchange definition, see Set Up Data Exchange Definitions.
Elements in the Ntr y node that are imported into Business Central but not mapped to any fields are stored in
the Posting Exch. Column Def table. Users can view these elements from the Payment Reconciliation
Journal , Payment Application , and Bank Acc. Reconciliation pages by choosing the Bank Statement Line
Details action. For more information, see Reconcile Payments Using Automatic Application.
IMPORTANT
In an import of CAMT bank statements, Business Central expects each transaction to be unique, which means that the
Transaction ID field that comes from the Stmt/Ntry/NtryDtls/TxDtls/Refs/EndToEndId tag in the CAMT file, must be
unique within the open bank account reconciliation. If the information is not present, Business Central ignores the
payment. If an earlier bank reconciliation on the same bank account was posted with the same transaction ID as on the
current import, the current transaction will not automatically reconcile but can still be imported.
See Also
Setting Up Data Exchange
Exchanging Data Electronically
Using the AMC Banking 365 Fundamentals extension
Use XML Schemas to Prepare Data Exchange Definitions
Reconcile Payments Using Automatic Application
Field Mapping When Exporting Payment Files Using
the AMC Banking 365 Fundamentals extension
4/1/2021 • 4 minutes to read • Edit Online
When you export payment files using the AMC Banking 365 Fundamentals extension, the data that you export is
exposed to the service provider. The service provider is responsible for the privacy of this data. For more
information about the AMC Banking 365 Fundamentals extension, see Using the AMC Banking 365
Fundamentals extension.
Cau t i on
When you export payment files by using the AMC Banking 365 Fundamentals extension, some of your business
data will be exposed to the provider of the service. The service provider, AMC Consult A/S, is responsible for the
privacy of this data. For more information, see AMC Privacy Policy.
The following table lists the fields in Business Central from which you can export data.
Sender Bank Account No. Bank Account No./IBAN Bank Account Your company's bank
account number (IBAN or
other) that is specified on
the bank account card
Sender Bank Clearing Bank Clearing Standard Bank Account The national bank names
Standard register used for the sender
bank account
Sender Bank Clearing Code Bank Clearing Code Bank Account The identifier of the sender's
bank in relation to the bank
names register used
Sender Bank BIC SWIFT Code Bank Account The SWIFT identifier of the
sender bank account
Sender Bank Account Currency Code Bank Account The sender bank account
Currency Currency Code
Document No. Document No. General Journal Line The document number of
the payment line
Applies-to Ext. Doc. No. Applies-to Ext. Doc. No. General Journal Line The external document
number of the invoice or
credit memo that the
payment line is applied to
Payment Type Bank Data Conversion Pmt. Payment Method The type of bank transfer,
Type such as domestic or
international
Payment Reference Payment Reference General Journal Line The payment reference of
the payment line
Recipient Post Code Post Code Customer/Vendor The recipient post code that
is specified on the customer
or vendor card
Recipient Bank Acc. No. Bank Account No./IBAN Customer Bank The recipient bank account
Account/Vendor Bank number (IBAN or other)
Account that is specified on the
customer or vendor bank
account card
Recipient Bank Clearing Bank Clearing Standard Customer Bank The national bank names
Code Account/Vendor Bank register used for the
Account recipient bank account
Recipient Bank Clearing Std. Bank Clearing Code Customer Bank The identifier of the
Account/Vendor Bank recipient bank account in
Account relation to the bank names
register that is used
Message To Recipient 1 Message to Recipient General Journal Line The message to recipient
that is specified on the
payment line
Currency Code Currency Code General Journal Line The currency code on the
payment line
M A P P ED F IEL D F IEL D IN TA B L E TA B L E DESC RIP T IO N
Transfer Date Posting Date General Journal Line The posting date of the
payment line
Invoice Amount Original Amount Customer/Vendor Ledger The amount on the entry
Entry that the payment is applied
to
Invoice Date Document Date Customer/Vendor Ledger The invoice date on the
Entry entry that the payment is
applied to
Recipient Bank Address Address Customer Bank The recipient bank account
Account/Vendor Bank address that is specified on
Account the customer or vendor
bank account card
The recipient bank account City Customer Bank The recipient bank account
address that is specified on Account/Vendor Bank city that is specified on the
the customer or vendor Account customer or vendor bank
bank account card account card
Recipient Bank Name Name Customer Bank The recipient bank account
Account/Vendor Bank name that is specified on
Account the customer or vendor
bank account card
Recipient Bank Country/Region Code Customer Bank The recipient bank account
Country/Region Account/Vendor Bank country/region that is
Account specified on the customer
or vendor bank account
card
Recipient Bank Post Code Post Code Customer Bank The recipient bank account
Account/Vendor Bank post code that is specified
Account on the customer or vendor
bank account card
Sender Bank Address Address Bank Account The sender bank account
address that is specified on
the bank account card
Sender Bank City City Bank Account The sender bank account
city that is specified on the
bank account card
Sender Bank Name Name Bank Account The sender bank account
name that is specified on
the bank account card
Sender Bank Country/Region Code Bank Account The sender bank account
Country/Region country/region that is
specified on the bank
account card
M A P P ED F IEL D F IEL D IN TA B L E TA B L E DESC RIP T IO N
Sender Bank Post Code Post Code Bank Account The sender bank account
post code that is specified
on the bank account card
General Journal Template Journal Template Name General Journal Line The general journal
template that is used for
the payment line
General Journal Batch Journal Batch Name General Journal Line The general journal batch
Name name that is used for the
payment line
Sender Bank Name - Data Bank Name – Data Conv. Bank Account The sender bank account
Conv. name that is requested by
the AMC Banking 365
Fundamentals extension
and specified on the bank
account card
See Also
Setting Up Data Exchange
Exchanging Data Electronically Using the AMC Banking 365 Fundamentals extension
Make Payments with AMC Banking 365 Fundamentals extension or SEPA Credit Transfer
Finance
6/11/2021 • 3 minutes to read • Edit Online
Business Central includes a standard configuration of most financial processes, but you can change the
configuration to suit your business. For more information, see Setting Up Finance.
The default configuration includes a chart of accounts and standard posting groups that make the process of
assigning default general ledger posting accounts to customers, vendors, and items more efficient.
The following table describes a sequence of tasks, with links to the topics that describe them.
TO SEE
Make payments, apply outgoing payments, and work with Managing Payables
checks.
Make your customers submit payment before you ship to Invoicing Prepayments
them, or submit payment to your vendors before they ship
to you.
Reconcile bank accounts and transfer funds between bank Reconciling Bank Accounts
accounts.
Analyze the costs of running your business by allocating Accounting for Costs
actual and budgeted costs of operations, departments,
products, and projects to cost centers.
Manage inventory and manufacturing costs, report costs, Managing Inventory Costs
and reconcile costs with the general ledger.
Understand the general ledger and the chart of accounts. Understanding the General Ledger and the COA
Combine general ledger entries from multiple companies in Consolidating Financial Data from Multiple Companies
one virtual consolidated company for financial analysis.
Create G/L budgets to forecast different financial activities Create G/L Budgets
and assign dimensions for business intelligence purposes.
Record income or expenses directly in the general ledger Post Transactions Directly to the General Ledger
without posting dedicated business documents.
TO SEE
Post reversing entries to undo value postings in the general Reverse Journal Postings and Undo Receipts/Shipments
journal or quantity postings on purchase and sales
documents.
Allocate an entry in a general journal to several different Allocate Costs and Income
accounts when you post the journal.
Assign extra costs, such as freight and physical handling that Use Item Charges to Account for Additional Trade Costs
you incur during trade, to the involved items so that the
cost is reflected in inventory valuation.
Post employees' personal expenses for business-related Record and Reimburse Employees' Expenses
activities and reimburse employees by making payment to
their bank account.
Recognize revenues and expenses in other periods than Defer Revenues and Expenses
when the transactions were posted.
Learn about the available options to automate sending Work with Recurring Revenue
subscription invoices to your customers and register
recurring revenue.
Learn how to use additional currencies and update currency Update Currency Exchange Rates
exchange rates automatically.
Import salary transactions from your payroll provider into Import Payroll Transactions
the general ledger.
Use functions to calculate value-added tax (VAT) on sales Work with VAT on Sales and Purchases
and purchase transactions so that you can report the
amounts to the tax authorities.
Prepare a report that lists VAT from sales, and submit the Report VAT to Tax Authorities
report to tax authorities in the EU.
Manually convert service contracts to change their VAT rate. Convert Service Contracts that Include VAT Amounts
Monitor the flow of cash in and out of your business. Analyzing Cash Flows in Your Company
Follow an end-to-end procedure on how to use account Walkthrough: Making Cash Flow Forecasts by Using Account
schedules to make cash flow forecasts. Schedules
Work with financial statements and overviews in Excel. Analyzing Financial Statements in Excel
Learn how to use the Accountant Role Center, invite an Accountant Experiences in Business Central
external accountant, and use the Company Hub to manage
accounts for multiple clients.
Financial reporting in Business Central allows financial and business professionals to create, maintain, deploy,
and view financial statements. It moves beyond traditional reporting constraints to help you efficiently design
various types of reports. Business Central includes several reports, tracing functions, and tools that help auditors
or controllers who are responsible for reporting to the finance department. Financial reporting includes support
for dimensions, so account segments or dimensions are immediately available. No additional tools or
configuration steps are required.
Reports
The following table describes some of the key reports in financial reporting.
Trial Balance Shows the chart of accounts with balances and net changes.
You can choose to see a trial balance for selected
dimensions. You can use the report at the close of an
accounting period or fiscal year.
Trial Balance by Period Shows the opening balance by general ledger account, the
movements in the selected period of month, quarter, or year,
and the resulting closing balance.
Detailed Trial Balance Shows a detail trial balance for selected general ledger
accounts. You can use the report at the close of an
accounting period or fiscal year. You can define which
accounts are included in the report by setting filters.
Trial Balance/Previous Year Shows a trial balance in comparison to the previous year's
figures. You can choose to see a trial balance for selected
dimensions. You can use the report at the close of an
accounting period or fiscal year. Note that the previous year
means the same period one calendar year earlier.
Account Schedule Account schedules can be used to display the general ledger
accounts in a different way than in the chart of accounts. For
example, account schedules can be used for reports on key
figures.
Tasks
The following articles describe some of the key tasks for analyzing the state of your business:
Analyze Actual Amounts Versus Budgeted Amounts
Prepare Financial Reporting with Account Schedules and Account Categories
Set Up and Publish KPI Web Services Based on Account Schedules
Analyze Data by Dimensions
Create Analysis Reports
Create Reports with XBRL
Manage Database Access Intent
See also
Creating Cost Budgets
Report VAT to Tax Authorities
Closing Years and Periods
Using Pre-Closing Reports
Preparing Closing Statements
Analyzing Financial Statements in Microsoft Excel
Working with Dimensions
Setting Up Finance
Finance
Local Functionality Overview
Accountant Experiences in Dynamics 365 Business Central
Managing Receivables
4/1/2021 • 3 minutes to read • Edit Online
A regular step in any financial rhythm is to reconcile bank accounts, which requires that you apply incoming
payments to customer or vendor ledger entries to close sales invoices and purchase credit memos as paid.
While most customers in B2B environments pay some time after delivery, leaving the posted sales invoices open
for the Accounts Receivable department to close (apply) when payment is received, some sales invoices can be
paid immediately, for example with PayPal. Such invoices are immediately applied as paid when they are posted
and, therefore, do not appear as payments to be processes in AR. For more information, see, for example,
Invoice Sales.
In Business Central, one of the fastest ways to register payments is with the Payment Reconciliation Journal
page by importing a bank statement file or feed. The payments are applied to open customer or vendor ledger
entries based on data matches between payment text and entry information. You can review and change the
matches before you post the journal, and close bank account ledger entries for ledger entries when you post the
journal. The bank account is reconciled when all payments are applied.
Other pages exist where you can either apply payments or reconcile bank accounts:
The Bank Account Reconciliations page, where you reconcile bank accounts by matching imported bank
statement lines with your system bank account ledger entries. Here, you can also reconcile check payments.
For more information, see Reconcile Bank Accounts. Here, you cannot apply payments.
The Payment Registration page, where you can manually apply payments received as cash, check, or bank
transaction against a generated list of unpaid sales documents. Note that this functionality is available only
for sales documents. Here, you cannot apply outgoing payments, and you cannot reconcile bank accounts.
The Cash Receipt Journal page, where you manually post receipts to the relevant general ledger, customer,
or other account by entering a payment line. You can either apply the receipt or refund to one or more open
entries before you post the cash receipt journal, or from the customer ledger entries. Here, you cannot
reconcile bank accounts.
The Payment Reconciliation Journal page use automatic matching logic that you can set up on the Payment
Application Rules page. For more information, see Set Up Rules for Automatic Application of Payments.
Other aspects of managing receivables include to collect outstanding balances, including finance charges and
reminders, and to set bank accounts up to allow customers' payments to be withdrawn from their account
automatically.
The following table describes a sequence of tasks, with links to the topics that describe them.
TO SEE
Apply payments to open customer or vendor ledger entries Applying Payments Automatically and Reconciling Bank
based on an imported bank statement file or feed, and Accounts
reconcile the bank account when all payments are applied.
Apply payments to open customer ledger entries based on a Reconcile Customer Payments from a List of Unpaid Sales
list of unpaid sales documents on the Payment Documents
Registration page.
TO SEE
Post cash receipts or refunds for customers in the cash Reconcile Customer Payments with the Cash Receipt Journal
receipt journal and apply to customer ledger entries, either or from Customer Ledger Entries
from the journal or from posted ledger entries.
With your customer’s consent, collect payments directly Collect Payments with SEPA Direct Debit
from the customer’s bank account according, in the Euro
currency only.
Set up a tolerance by which the system closes an invoice Work with Payment Tolerances and Payment Discount
even though the payment, including any discount, does not Tolerances
fully cover the amount on the invoice.
Predict when payments will be made late for sales The Late Payment Prediction Extension
documents.
You must regularly reconcile your bank, receivables, and payables accounts by applying payments recorded in
the bank to their related open (unpaid) invoices and credit memos or other open entries in Business Central.
You can perform this task on the Payment Reconciliation Journal page, for example, by importing a bank
statement file or feed to quickly register the payments. Payments are applied to open customer or vendor ledger
entries based on matches between payment text and entry information. You can review and change automatic
applications before you post the journal. You can choose to close any open bank account ledger entries related
to the applied ledger entries when you post the journal. The bank account is automatically reconciled when all
payments are applied.
The logic that governs how payment text is automatically matched with entry information is set up on the
Payment Application Rules page as a number of prioritized rules that you can edit.
You can also reconcile bank accounts without simultaneously applying payments. You perform this work on the
Bank Acc. Reconciliation page. For more information, see Reconcile Bank Accounts.
To import bank statements as a bank feed, you must first set up and enable the Envestnet Yodlee Bank Feed
service, and then link your bank accounts to the related online bank accounts. For more information, see Set Up
the Envestnet Yodlee Bank Feeds Service.
TIP
You can also import bank statement files in comma or semicolon delimited format (.CSV). Use the Set up a bank
statement file format assisted setup to define bank statement import formats and attach the format to a bank
account. You can then use these formats when you import bank statements in the Bank Account Reconciliation page.
Alternatively, you can use the AMC Banking 365 Fundamentals extension to convert a bank statement file, from
any format, to a data stream that you can import into Business Central. For more information, see Using the
AMC Banking 365 Fundamentals extension.
The following table describes a sequence of tasks, with links to the topics that describe them.
TO SEE
Apply payments to open customer or vendor ledger entries Reconcile Payments Using Automatic Application
by importing a bank statement, and reconcile the bank
account when all payments are applied.
Manually apply payments by viewing detailed information Review or Apply Payments After Automatic Application
about matched data and suggestions for candidate open
entries to apply payments to.
Resolve payments that cannot be applied automatically to Reconcile Payments that Cannot be Applied Automatically
their related open ledger entries. For example because the
amounts differ, or because a related ledger entry does not
exist.
TO SEE
Link text on payments to specific customer, vendor, or Map Text on Recurring Payments to Accounts for Automatic
general ledger accounts to always post recurring cash Reconciliation
receipts or expenses to those accounts when no documents
exist to apply to.
Set up the rules to govern how payments/bank transactions Set Up Rules for Automatic Application of Payments
should be automatically applied to their related open ledger
entries when you use the Apply Automatically function
on the Payment Reconciliation Journal page.
The Payment Reconciliation Journal page specifies payments, either incoming or outgoing, that have been
recorded as transactions on your online bank account or on a payment service and that you can apply to their
related open customer, vendor, and bank account ledger entries. The lines in the journal can be filled in by
importing a bank statement as a bank feed or file or by manually entering transactions that you make on your
payment service.
NOTE
The page offers automatic matching functionality that applies payments to their related open entries based on a matching
of data on a bank statement line (journal line) with data on one or more open entries. Note that you can overwrite the
suggested automatic applications, and you can choose to not use automatic application at all. For more information, see
step 7.
A payment reconciliation journal is related to one bank account in Business Central that reflects the online bank
account where the payment transactions are recorded. Any open bank account ledger entries related to the
applied customer or vendor ledger entries will be closed when you choose the Post Payments and Reconcile
Bank Account action. This means that the bank account is automatically reconciled for payments that you post
with the journal.
You can import bank transactions as .csv bank files or other format that your bank provides. If you want to
import bank statements as bank feeds, you must first enable a dedicated bank integration service and then link
the bank account to its related online bank account. The payment reconciliation journal will then automatically
detect bank feeds when you choose the Impor t Bank Transactions action. In addition, you can set a bank
account up to automatically import new bank statement feeds every hour. Transactions for payments that have
already been posted as applied and/or reconciled will not be imported. You can use the Envestnet Yodlee Bank
Feeds service for this, which is preinstalled in some country versions of Business Central. For more information,
see Set Up the Envestnet Yodlee Bank Feeds Service. Alternatively, contact your Microsoft partner for help
meeting your business or country requirements.
The Map Text to Account action lets you set up mappings between text on payments and specific debit, credit,
and balancing accounts so that such payments are posted to the specified accounts when you post the payment
reconciliation journal. This is useful, for example, for recurring cash receipts or expenses, such as frequent
purchases of car fuel or bank fees and interest, that regularly occur on the bank statement and do not need a
related business document. (See step 10 below.) For more information, see Map Text on Recurring Payments to
Accounts for Automatic Reconciliation.
Journal lines may have no suggested application. This may be for various reason, such as a missing document
or because a customer overpaid so that an excess amount exists after applying the payment on another journal
line. For such cases, you can use the Transfer Difference to Account action to create and post the missing
general ledger entry, for example for a refund, that is needed to apply the payment to. (See step 11 below) For
more information, see Reconcile Payments That Cannot be Applied..
You use the Apply Automatically function either automatically when you import a bank file or feed with
payment transactions or when you activate it, to apply payments to their related open entries based on a
matching of text on a bank statement line ( journal line) with text on one or more open entries. This automation
is based on rules that you define on the Payment Application Rules page, where you also define whether an
application suggestion requires review. For more information, see Set Up Rules for Automatic Application of
Payments.
On journal lines where a payment has been applied automatically to one or more open entries, the Match
Confidence field has a value of Low , Medium , or High to indicate the quality of the data matching that the
suggested payment application is based on.
Some payment applications require your review as defined by the used matching rule, such as lines with Low
match confidence. Other lines require your review and manual change because there is a value in the
Difference field. To review one or more payment applications, choose the Lines to Review or Lines with
Difference field at the bottom. The Payment Application Review page opens showing all relevant
information about the customer or vendor that the payment is applied to, the matching details, and actions to
process the line, such as the Accept Application action. (See steps 7 and 8 below.)
For each journal line on the Payment Reconciliation Journal page, you can open the Payment Application
page to see all candidate open entries for the payment and view detailed information for each entry about the
data matching that a payment application is based on. Here, you can manually apply payments or reapply
payments that were applied automatically to a wrong entry. (See step 10 below.) For more information, see
Review or Apply Payments After Automatic Application.
NOTE
You can start the bank transactions import at the same time as you open the Payment Reconciliation Journal page
for an existing journal. The following procedure describes how to import bank transactions into the Payment
Reconciliation Journal page after you have created a new journal.
See Also
Managing Receivables
Sales
Working with Business Central
Review and Apply Payments Manually After
Automatic Application
4/1/2021 • 3 minutes to read • Edit Online
For each journal line representing a payment on the Payment Reconciliation Journal page, you can open the
Payment Application page to see all candidate open entries for the payment and view detailed information for
each entry about the data matching that a payment application is based on. Here, you can manually apply
payments or reapply payments that were applied automatically to a wrong entry. For more information about
automatic application, see Reconcile Payments Using Automatic Application.
IMPORTANT
When the bank account that you are reconciling payments for is set up for the local currency, then the Payment
Application page will show all open entries in the local currency, including open entries for documents that were
originally invoiced in foreign currencies. Payments applied to entries with converted currencies may therefore be posted
with different amounts than on the original document because of the potentially different exchange rates used by the
bank and Business Central respectively.
Therefore, we recommend that you look for foreign currency codes in the Currency Code field on the
Payment Application page to check if applications are based on converted currencies. To review the original
document amount in the foreign currency and to see the exchange rate used, choose the Applies-to Entr y No.
field, and then, on the shortcut menu, choose the drilldown button to open the Customer Ledger Entries or
Vendor Ledger Entries page.
Any gains-and-loss adjustment required due to currency conversions is not handled automatically by Business
Central.
NOTE
You cannot apply entries with a different sign than the sign on the payment. For example, to close both a negative-sign
credit memo and its related positive-sign invoice, you must first apply the credit memo to the invoice, and then apply the
payment to the invoice with the reduced remaining amount.
WARNING
If you use payment discounts, and if the payment date is before the payment due date, then the Remaining Amt. Incl.
Discount field on the Payment Application page will be used for matching. Otherwise, the value in the Remaining
Amount field will be used. If the payment was made with a discounted amount after the payment due date, or the full
amount was paid but a discount was granted, then the amount will not be matched.
NOTE
You can only apply a payment to one account. If you want to split the application on multiple open entries, for example to
apply a lump-sum payment, then the open entries must be for the same account. For more information, see steps 7 and
8 in the procedure in this topic.
See Also
Managing Receivables
Sales
Working with Business Central
Reconcile Payments that Cannot be Applied
Automatically
4/1/2021 • 3 minutes to read • Edit Online
You may sometimes have to handle payments to your bank account that cannot be applied to a related open
customer, vendor or bank account ledger entry. Reasons may be that no document exists in Business Central
that the payment can be applied to, or the related document in Business Central has a different amount than the
transaction amount, for example, because of currency exchange. On the Payment Reconciliation Journal
page, all transaction amounts for payments that are not yet applied appear in the Difference field, including
amounts that cannot be applied because of reasons such as the above.
The methods for resolving these types of unapplied payments:
Apply manually
Use text-to-account mapping
Transfer an excess amount to a journal line to create and post the required entry, such as a refund of an
overpayment.
Payments that cannot be applied can appear on payment reconciliation journal lines in the following different
ways:
The value in the Difference field is equal to the value in the Transaction Amount field, which indicates that
no part of the payment can be applied to a related open customer, vendor, or bank account ledger entry.
The value in the Difference field is lower than the value in the Transaction Amount field, which indicates
that a part of the payment can be applied to a related open customer, vendor, or bank account ledger entry.
The remaining part of the payment cannot be applied and must be reconciled manually or by posting it
directly to an account.
To reconcile such payments, you can choose the Transfer Difference to Account action and then specify to
which account the amount in the Difference field will be posted when you post the payment reconciliation
journal. You can do this either from the Payment Reconciliation Journal page or from the Payment
Application Review page that you open by choosing the value in the Match Confidence field or by choosing
the Difference field.
TIP
Similar functionality exists to set up automatic reconciliation of recurring payments that cannot be applied to related open
customer, vendor, or bank account ledger entries. For more information, see Map Text on Recurring Payments to Accounts
for Automatic Reconciliation.
See Also
Managing Receivables
Sales
Working with Business Central
Map Text on Recurring Payments to Accounts for
Automatic Reconciliation
4/1/2021 • 3 minutes to read • Edit Online
On the Text-to-Account Mapping page, which you open from the Payment Reconciliation Journal page,
you can set up mappings between text on payments and specific debit, credit, and balancing accounts so that
such payments are posted to the specified accounts when you post the payment reconciliation journal.
Similar functionality exists to reconcile excess amounts on payment reconciliation journal lines on an ad-hoc
basis. For more information, see Reconcile Payments that Cannot be Applied Automatically.
Payments posted based on text-to-account mapping are not applied to open entries, but are merely posted to
the specified accounts in addition to creating bank account ledger entries. Accordingly, text-to-account mapping
is suited for recurring cash receipts or expenses, such as frequent purchases of car fuel or bank fees and interest,
that regularly occur on the bank statement and do not need a related business document. For more information,
see the "Example - Text-to-Account Mapping for Fuel Expense" section in this topic.
NOTE
Payments on reconciliation journal lines are only set to posting according to text-to-account mapping if the automatic
application function can only provide a match confidence of Low or Medium . If the automatic application function
provides a match confidence of High, then the payment is automatically applied to one or more open entries, and the
payment is not posted to the accounts specified on the Text-to-Account Mapping page. In other words, a match
confidence of High overrules a text-to-account mapping.
On a payment reconciliation journal line where the payment has been set to posting according to text-to-
account mapping, the Match Confidence field contains High - Text-to-Account Mapping , and the Account
Type and Account No. fields contain the mapped accounts.
NOTE
If no other payments exist with the mapping text in question, then the text-to-account mapping will occur even
when only a part of the text on the payment exists as a mapping text.
5. In the Vendor No. field, enter the vendor that the payments will be posted to.
6. In the Bal. Source Type field, specify if the payment will be posted to a general ledger account or to a
customer or vendor account.
7. In the Bal. Source No. field, specify the account that the payment will be posted to, depending on your
selection in the Bal. Source Type field.
NOTE
Do not use the Debit Acc. No. and Credit Acc. No. fields in connection with payment reconciliation. They are
used for incoming documents only. For more information, see Use OCR to Turn PDF and Image Files into
Electronic Documents.
8. Repeat steps 3 through 7 for all text on payments that you want to map to accounts for direct posting
without application.
Next time you import a bank statement file or choose the Apply Automatically action on the Payment
Reconciliation Journal page, journal lines for the payments that contain the specified mapping text will
contain the mapped accounts in the Account Type and Account No. fields. The Match Confidence field will
contain High - Text-to-Account Mapping . This is on the condition that the automatic application function can
only provide a match confidence of Low or Medium .
See Also
Managing Receivables
Sales
Set Up the Envestnet Yodlee Bank Feeds Service
Customizing Business Central Using Extensions
Working with Business Central
Set Up Rules for Automatic Application of Payments
4/1/2021 • 4 minutes to read • Edit Online
On the Payment Application Rules page, you set up rules to govern how payment text (on a bank
transaction) is automatically matched with text on open entries in the following two processes:
Automatically apply payments to their related open (unpaid) invoices, credit memos, or other entries
when you use the Apply Automatically function on the Payment Reconciliation Journal page. For
more information, see Reconcile Payments Using Automatic Application.
Automatically match bank transactions with their related, internal bank account ledger entries when you
choose the Match Automatically action on the Bank Acc. Reconciliation page. For more information,
see Reconcile Bank Accounts.
You set up new payment application rules by choosing which types of data on a payment reconciliation journal
line must match with data on one or more open entries before the related payment is automatically applied to
the open entries. The quality of each automatic application is shown as a value of Low to High in the Match
Confidence field on the Payment Reconciliation Journal page according to the payment application rule
that was used.
Each row on the Payment Application Rules page represents a payment application rule. Rules are applied in
the order specified by the Sor ting Order field. If multiple rules are used simultaneously, then the match
confidence of the highest sorted rule is used.
The automatic application function is based on prioritized matching criteria. First the function tries, in prioritized
order, to match text in the five Related-Par ty fields on a journal line with text in the bank account, name, or
address of customers or vendors with unpaid documents representing open entries. Then, the function tries to
match text in the Transaction Text and Additional Transaction Info fields on a journal line with text in the
External Document No. and Document No. fields on open entries. Last, the function tries to match the
amount in the Statement Amount field on a journal line with the amount on open entries.
NOTE
Text matching is only possible for text longer than four characters.
In addition to the matching criteria, the following applies concerning the sign of the payment amount:
For negative amounts, a match is made first against open entries representing customer invoices and then
against vendor credit memos.
For positive amounts, a match is made first against open entries representing vendor invoices and then
against customer credit memos.
Match Confidence Specifies your confidence in the application rule that you
define on the line.
A value that you specify in this field is shown in the Match
Confidence field on the Payment Reconciliation Journal
page according to the quality of the automatic payment
application on the journal line.
Related Par ty Matched Specifies how much information about the customer or
vendor, such as address, city name, and bank account
number, on the payment reconciliation journal line must
match with information about the open entry before the
application rule will be used to automatically apply the
payment to the open entry.
Doc. No./Ext. Doc. No. Matched Specifies whether text on the payment reconciliation journal
line must match with the value in the Document No. field
or the External Document No. field on the open entry
before the application rule will be used to automatically
apply the payment to the open entry.
Amount Incl. Tolerance Matched Specifies how many entries for a customer or vendor must
match the amount including payment tolerance before the
application rule will be used to automatically apply a
payment to the open entry.
The following table describes the standard payment application rules in Business Central.
IMPORTANT
The payment application rules may be different in your implementation of Business Central.
A M O UN T IN C L .
REL AT ED PA RT Y DO C . N O. / EXT. DO C . TO L ERA N C E
M ATC H C O N F IDEN C E P RIO RIT Y M ATC H ED N O. M ATC H ED M ATC H ED
When your customers have made payments to your electronic bank account, you must apply each amount paid
to the related sales document and then post the payment to update the customer, general ledger, and bank
ledger entries. Depending on your business needs, you can get paid and register that payment in different ways:
manually, automatically, and through payment services.
NOTE
You can perform the same tasks, including vendor payments, on the Payment Reconciliation Journal page using
functions for bank statement import, automatic application, and bank account reconciliation. For more information, see
Reconcile Payments Using Automatic Application.
The Register Customer Payments page is designed to support you in tasks involved in balancing internal
accounts by using actual cash figures to make sure that payments are collected efficiently from customers. This
payment processing tool enables you to quickly verify and post individual or lump-sum payments, process
discounted payments, and find specific unpaid documents for which payment is made.
Payments for different customers that have different payment dates must be posted as individual payments.
Payments for the same customer that have the same payment date can be posted as a lump-sum payment. This
is useful, for example, when a customer has made a single payment that covers multiple sales invoices.
NOTE
The customer in the Name field must be the same on all lines that will be posted as a lump-sum payment.
If the Auto Fill Date Received check box is selected on the Payment Registration Setup page, then
the work date is filled in the Date Received field.
3. In the Date Received field, enter the date when the payment was made. This date may be different from
the work date.
NOTE
This date must be the same on all lines that will be posted as a lump-som payment.
4. In the Amount Received field, enter amounts on multiple lines that sum up to the lump payment
amount.
TIP
Try to post as many full payments as possible with the lump-sum amount. Enter amounts that are the same as
the amount in the Remaining Amount field on as many lines as possible.
5. Repeat steps 2-4 for other lines that represent posted documents for the same customer for which a
lump-sum payment has been made.
6. Choose the Post As Lump Payment action. The entered payment information is posted for documents
represented by lines where the Payment Made check box is selected.
Payment entries are posted to general ledger, bank, and customer accounts. Each payment is applied to the
related posted sales document.
If a payment in the bank is not represented by line on the Payment Registration page, it may be because the
related document has not yet been posted. In that case, you can use a search function to quickly find the
document and post it to process the payment. For more information, see To find a specific sales document that is
not fully invoiced.
If a payment in the bank is not represented by any document in Business Central, then you can open a prefilled
general journal from the Payment Registration page to post the payment directly to the balancing account
without applying the payment to a document. Alternatively, you may want to record the payment in the journal
until the origin of the payment has been resolved. For more information, see To record or post a payment
without a related document.
TIP
If you want to make an exception and grant the discount even though the payment is late, follow these steps:
NOTE
The value that you enter in this field is enclosed in hidden wildcard characters. This means that the function
searches for all document numbers that contain the entered value.
4. In the Amount field, enter the specific amount that exists on the document that you want to find.
5. In the Amount Tolerance % field, enter a percentage value to define the range of amounts that you
want to search to find the open document.
If you enter 10, then the function will search for amounts in a range between ten percent lower and ten
percent higher than the value in the Amount field.
6. Choose the Search action.
The Search function searches among documents that are not fully invoiced based on the specified criteria.
If one or more documents match the criteria, then the Document Search Result page opens to display lines
that represent those documents. Each line contains a document number, description, and amount so that you
can easily find a specific document, for example based on information on your bank statement.
If a payment in the bank is not represented by any document in Business Central, then you can open a prefilled
general journal from the Payment Registration page to post the payment directly to the balancing account
without applying the payment to a document. Alternatively, you may want to record the payment in the journal
until the origin of the payment has been resolved.
See Also
Managing Receivables
Sales
Working with Business Central
Reconcile Customer Payments with the Cash
Receipt Journal or from Customer Ledger Entries
4/1/2021 • 9 minutes to read • Edit Online
When you receive a cash receipt from a customer, or you make a cash refund, you must decide whether to apply
the payment or refund to close one or more open debit or credit entries. You can specify the amount you want
to apply. For example, you can apply partial payments to customer ledger entries. Closing customer ledger
entries makes sure that information such as customer statistics, account statements, and finance charges are
correct.
TIP
On the Customer Ledger Entries page, red font means that the related payment is past its due date. If overdue
payments are becoming a problem, we can help you reduce their frequency. You can enable the Late Payment
Predictions extension, which uses a predictive model that we built in Azure Machine Learning to predict the timing of
payments. These predictions help you reduce outstanding receivables and fine-tune your collections strategy. For
example, if a payment is predicted to be late, you can adjust the terms of payment or the payment method for the
customer. For more information, see Late Payment Predictions.
NOTE
If the Application Method field on the customer card contains Apply to Oldest , payments are applied to the oldest
open credit entry, unless you manually specify an entry. If the application method is Manual, you always apply entries
manually.
NOTE
After you select an entry on the Apply Customer Entries page, or several entries by setting the Applies-to ID , the
Applied Amount field on the journal line will contain the sum of the remaining amounts for the posted entries you have
selected, unless the field contains something already. If you select Apply to Oldest in the Application Method field on
the customer card, the application occurs automatically.
IMPORTANT
When you apply entries in different currencies, the entries are converted to USD. Although the exchange rates for the two
currencies are fixed, for example between USD and EUR, there may be a small residual amount when they are converted
to USD. These small residual amounts are posted as gains and losses to the account specified in the Realized Gains
Account or Realized Losses Account fields on the Currencies page. The Amount (USD) field is also adjusted on the
vendor ledger entries.
IMPORTANT
If an entry has been applied by more than one application entry, you must unapply the latest application entry first.
See Also
Managing Receivables
Sales
Working with Business Central
Collect Outstanding Balances
4/1/2021 • 11 minutes to read • Edit Online
Managing receivables includes checking whether amounts due are paid on time. If customers have overdue
payments, you can begin by sending the Customer Statement report as a reminder. Alternatively, you can
issue reminders.
You can use reminders to remind customers about overdue amounts. You can also use reminders to calculate
finance charges, such as interest or fees and include them on the reminder. Use finance charge memos if you
want to debit customers for interest or fees without reminding them of overdue amounts.
Statements
From the customer card, you can create a statement with that customer's transactions with you. Then, you send
the customer the generated PDF file. Alternatively, use the Customer Statement report to send your
customers an overview of their business with you. The customer statement can be sent to Excel for further
processing.
To send the Customer Statement report
1. Choose the icon, enter Customer Statement , and then choose the related link.
2. Fill in the fields as necessary. Hover over a field to read a short description.
3. Under Output Options , select how to send the report to the customer.
NOTE
If you are using multiple currencies, the Customer Statement report is always printed in the customer's currency. The last
date in a statement period is also used as the statement date and the aging date, if aging is included.
Reminders
Before you can create reminders, you must set up reminder terms and assign them to your customers. For more
information, see Set Up Reminder Terms and Levels. You can set up an unlimited number of reminder terms.
Each set of terms is identified by a code. Each reminder term has predefined reminder levels. Each reminder
level includes rules about when the reminder will be issued, for example, how many days after the invoice due
date or the date of the previous reminder. The contents of the Finance Charge Terms page determines
whether interest is calculated on the reminder.
You can periodically run the Create Reminders batch job to create reminders for all customers with overdue
balances, or you can manually create a reminder for a specific customer and have the lines calculated and filled
in automatically.
After you create the reminders, you can modify them. The text that appears at the beginning and end of a
reminder is determined by the reminder level terms, and can be seen in the Description column. If a calculated
amount has been inserted automatically in the beginning or ending text, the text will not be adjusted if you
delete lines. Then you must use the Update Reminder Text function.
A customer ledger entry with the On Hold field filled in will not prompt the creation of a reminder. However, if a
reminder is created on the basis of another entry, an overdue entry marked on hold will also be included on the
reminder. Interest is not calculated on lines with these entries.
After you have created reminders and made any needed modifications, you can either print test reports or issue
the reminders, typically as email.
To create a reminder automatically
A reminder is similar to an invoice. When you create a reminder, a reminder header as well as one or more
reminder lines must be filled in. You can use a function to create reminders for all customers automatically.
1. Choose the icon, enter Reminders , and then choose the related link.
2. On the Reminder page, choose the Create Reminders action.
3. On the Create Reminders page, fill in the fields to define how and to whom the reminders are created.
4. Choose the OK button.
To create a reminder manually
On the Reminder page, you can fill in the General FastTab manually and then have the lines filled in
automatically.
1. Choose the icon, enter Reminders , and then choose the related link.
2. Choose the New action.
3. On the General FastTab, fill in the fields as necessary.
4. Choose the Suggest Reminder Lines action.
5. In the Suggest Reminder Lines batch job, fill in the fields to define how and to whom the reminders
are created.
6. Select the Include Entries On Hold check box if you want the reminders to contain overdue open
entries that are on hold.
7. Select the Only Entries with Overdue Amounts check box if you want the reminders to contain only
overdue open entries. Only invoices and payments will be shown as these are the entries for which your
customers' payments may be overdue.
IMPORTANT
Open entries that are on hold will be inserted, irrespective of the setting in the Only Entries with Overdue
Amounts check box.
Finance Charges
When a customer does not pay by the due date, you can have finance charges calculated automatically and add
them to the overdue amounts on the customer's account. You can inform customers of the added charges by
sending finance charge memos.
NOTE
You use finance charge memos to calculate interest and finance charges and to inform your customers about interest and
finance charges without reminding them of overdue payments. Alternatively, you can calculate interest on overdue
payments when you create reminders.
Before you can create finance charge memos, you must set up terms. For more information, see Set Up Finance
Charge Terms.
You can manually create a finance charge memo for an individual customer, and fill in the lines automatically.
Alternatively, you can use the Create Finance Charge Memos function job to create finance charge memos
for all or selected customers with overdue balances.
After you create the finance charge memos, you can modify them. The text that appears at the beginning and
end of the finance charge memo is determined by the finance charge terms, and can be seen in the Description
column on the lines. If a calculated amount has been inserted automatically in the beginning or ending text, the
text will not be adjusted if you delete lines. Then you must use the Update Finance Charge Text function.
After you have created finance charge memos and made any needed modifications, you can either print test
reports or issue the finance charge memos, typically as email.
To create a finance charge memo manually
A finance charge memo is similar to an invoice. You can fill in a header manually and have the lines filled in for
you, or you can create finance charge memos for all customers automatically.
1. Choose the icon, enter Finance Charge Memos , and then choose the related link.
2. Choose the New action, and then fill in the fields as necessary.
3. Choose Suggest Fin. Charge Memo Lines action.
4. On the Suggest Finance Charge Memo Lines page, set a filter on the Cust. Ledger Entr y FastTab if
you want to create finance charge memos only for specific entries.
NOTE
Although they are listed, selecting Payment and Credit Memo as Document Type filters will not have any
effect because the Suggest Finance Charge Memo Lines function only handles positive amounts.
With your customer's consent, you can collect payments directly from the customer's bank account according to
the SEPA format.
First, set up the export format of the bank file that instructs your bank to perform a direct debit. Then, set up the
customer's payment method. Last, set up the direct-debit mandate that reflects your agreement with the
customer to collect their payments in a certain agreement period.
To instruct the bank to transfer the payment amount from the customer's bank account to your company's
account, you create a direct-debit collection entry, which holds information about bank accounts, the affected
sales invoices, and the direct-debit mandate. You then export an XML file that is based on the collection entry,
which you send to your bank for processing. Any payments that could not be processed will be communicated
to you by your bank, and you must then manually reject the direct debit-collection entries in question.
You can set up standard customer sales codes with the direct-debit payment method and mandate information.
You can then use the Create Standard Cust. Invoices batch job to generate multiple sales invoices with the
direct-debit information prefilled. This is can be done manually or automatically, according to the payment due
date.
When payments are successfully processed, as communicated by your bank, you can post the payment receipts
either directly from the Direct Debit Collect. Entries page or by moving the payment lines to the journal
where you post payment receipts, such as the Cash Receipt Journal page. Alternatively, depending on your
cash management process, you can wait and just apply the payments as a part of bank reconciliation.
NOTE
To collect payments using SEPA Direct Debit, the currency on the sales invoice must be EURO.
NOTE
The global version of Business Central supports the SEPA direct debit format only. Your country/region version may
support other formats for electronic payment. See under Local Functionality in the table of contents.
To enable export of a bank file formats that are not supported out of the box in Business Central , you can set up
a data exchange definition by using the data exchange framework. For more information, see Set Up Data
Exchange Definitions.
Before you can process customer payments electronically by exporting direct debit instructions in the SEPA
Direct Debit format, you must perform the following setup steps:
Set up the export format of the bank file that instructs your bank to perform a direct debit collection from the
customer's bank account to your bank account.
Set up the customer's payment method.
Set up the direct-debit mandate that reflects your agreement with the customer to collect their payments in a
certain agreement period.
To set up your bank account for SEPA direct debit
1. Choose the icon, enter Bank Accounts , and then choose the related link.
2. Open the bank account that you want to use for direct debit.
3. On the Transfer FastTab, in the SEPA Direct Debit Expor t Format field, choose the option for SEPA direct
debit.
To set up the customer's payment method for SEPA direct debit
1. Choose the icon, enter Payment Methods , and then choose the related link.
2. Choose the New action.
3. Set up a payment method. Fill in the direct debit-specific fields as described in the following table.
Direct Debit Specify if the payment method is for SEPA direct debit
collection.
Direct Debit Pmt. Terms Code Specify the payment terms, such as DON'T PAY, that are
displayed on sales invoices that are paid with SEPA direct
debit to indicate to the customer that the payment will
be collected automatically. Alternatively, leave the field
empty.
NOTE
Do not enter a value in the Bal. Account No. field.
Customer Bank Account Code Specifies the bank account from which direct-debit
payments are collected. This field is filled automatically.
Valid From Specify the date when the direct-debit mandate starts.
Date of Signature Specify the date when the customer signed the direct-
debit mandate.
Expected Number of Debits Specify how many direct debit collections you expect to
make. This field is only relevant if you selected
Recurring in the Sequence Type field.
Debit Counter Specifies how many direct debit collections have been
made using this direct-debit mandate. This field is
automatically updated.
6. Repeat steps 1 through 5 for all customers that you want to set up for SEPA direct debits.
The direct-debit mandate is automatically inserted in the Direct Debit Mandate ID field when you create a
sales invoice for the customer that you selected in step 2. For more information, see Create Recurring Sales and
Purchase Lines.
Creating SEPA Direct Debit Collection Entries and Export to a Bank File
To instruct the bank to transfer the payment amount from the customer's bank account to your company's
account, you create a direct-debit collection, which holds information about the customer's bank account, the
affected sales invoices, and the direct-debit mandate. From the resulting direct-debit collection entry, you then
export an XML file that you send or upload to your electronic bank for processing. Any payments that could not
be processed by the bank will be communicated to you by your bank, and you must then manually reject the
direct debit-collection entries in question.
NOTE
To collect payments using SEPA Direct Debit, the currency on the sales invoice must be EURO.
From Due Date Specify the earliest payment due date on sales invoices
that you want to create a direct-debit collection for.
To Due Date Specify the latest payment due date on sales invoices
that you want to create a direct-debit collection for.
Only Customers With Valid Mandate Specify if a direct-debit collection is created for customers
who have a valid direct-debit mandate. Note: A direct-
debit collection is created even if the Direct Debit
Mandate ID field is not filled on the sales invoice.
Only Invoices With Valid Mandate Specify if a direct-debit collection is only created for sales
invoices if a valid direct-debit mandate is selected in the
Direct Debit Mandate ID field on the sales invoice.
Bank Account No. Specify which of your company's bank accounts the
collected payment will be transferred to from the
customer's bank account.
Bank Account Name Specifies the name of the bank account that you select in
the Bank Account No. field. This field is filled
automatically.
Direct Debit Collection No. Specify the direct debit collection that you want to post
payment receipt for.
General Journal Template Specify which general journal template to use for posting
the payment receipt, such as the template for cash
receipts.
General Journal Batch Name Specify which general journal batch to use for posting
the payment receipt.
Create Journal Only Select this check box if you do not want to post the
payment receipt when you choose the OK button. The
payment receipt will be prepared in the specified journal
and will not be posted until someone posts the journal
lines in question.
See Also
Managing Receivables
Service Management
Block Customers
4/1/2021 • 2 minutes to read • Edit Online
You can block a customer, for example because of insolvency, so that the customer cannot be added to sales
documents or so that no transactions can be posted for the customer.
In addition to blocking a customer, you can set receivable transactions for the customer to be on hold in
connection with reminders. For more information, see Collect Outstanding Balances.
The following table describes the options for blocking customers.
O P T IO N DESC RIP T IO N
Ship New orders and new shipments cannot be created for this
customer. Existing shipments not yet invoiced can be
invoiced.
To block a customer
1. Choose the icon, enter Customers , and then choose the related link.
2. Select a customer, and then choose the Edit action.
3. In the Blocked field, choose what to block, as described in the table above.
See Also
Register New Customers
Collect Outstanding Balances
Managing Receivables
Work with Payment Tolerances and Payment
Discount Tolerances
4/1/2021 • 13 minutes to read • Edit Online
You can set up a payment tolerance to close an invoice when the payment does not fully cover the amount on
the invoice. For example, payment tolerances are typically for small amounts that would cost more to correct
than to just accept. You can set up a payment discount tolerance to grant a payment discount after the payment
discount date has passed.
You can use payment tolerances so that every outstanding amount has a set maximum allowed payment
tolerance. If the payment tolerance is met, then the payment amount is analyzed. If the payment amount is an
underpayment, then the outstanding amount is fully closed by the underpayment. A detailed ledger entry is
posted to the payment entry so that no remaining amount is left on the applied invoice entry. If the payment
amount is an overpayment, then a new detailed ledger entry is posted to the payment entry so that no
remaining amount is left on the payment entry.
You can use payment discount tolerances so that if you accept a payment discount after the payment discount
date, then it is always posted to either the payment discount account or a payment tolerance account.
NOTE
Enabling the warning message will let choose how to process payments that are within tolerance. If you do not enable the
message, and a tolerance level is specified, invoices with amounts that are within tolerance will be automatically closed
and you cannot choose to leave the remaining amount.
To set up tolerances
Tolerance on days and amounts allows you to close an invoice even though the payment does not fully cover the
amount on the invoice, whether this is because the due date for the payment discount has been exceeded, goods
have been deducted or because of a minor error. This also applies to refunds and credit memos.
To set up tolerance you have to set up various tolerance accounts, specify both payment discount tolerance and
payment tolerance posting methods and then run the Change Payment Tolerance batch job.
1. Choose the icon, enter General Posting Setup , and then choose the related link.
2. On the General Posting Setup page, set up a debit and a credit sales payment tolerance account and a
debit and a credit purchase payment tolerance account.
3. Choose the icon, enter Customer Posting Groups , and then choose the related link.
4. On the Customer Posting Groups page, set up a debit and a credit payment tolerance account. For more
information, see Setting Up Posting Groups.
5. Choose the icon, enter Vendor Posting Setup , and then choose the related link.
6. On the Vendor Posting Groups page, set up a debit and a credit payment tolerance account.
7. Choose the icon, enter General Ledger Setup , and then choose the related link.
8. Open the General Ledger Setup page.
9. On the Application FastTab, fill in the Pmt. Disc. Tolerance Posting , Payment Discount Grace Period
and Payment Tolerance Posting fields.
10. Choose the Change Payment Tolerance action.
11. On the Change Payment Tolerance page, fill in the Payment Tolerance % and Max Payment Tolerance
Amount fields, and then choose the OK button.
IMPORTANT
You have now set up tolerance for local currency only. If you want Business Central to handle tolerance on payments,
credit memos, and refunds in a foreign currency, you must run the Change Payment Tolerance batch job with a value
in the Currency Code field.
NOTE
If you want to get a payment tolerance warning every time that you post an application in the tolerance, you must
activate the payment tolerance warning. For more information, see To enable or disable payment tolerance warning
section.
To deactivate tolerance for a customer or vendor, you must block tolerances on the relevant customer or vendor card. For
more information, see To block payment tolerance for customers.
When you set up tolerance, Business Central also checks if there are any open entries and calculates the tolerance for
these entries.
NOTE
If the customer or vendor has open entries, you must first remove payment tolerance from entries that are currently
open.
ALL
P M T. EN T RI P M T.
MAX P M T. DISC . PAY M TO L ER ES DISC . P M T.
P M T. P M T. DISC . TO L . EN T ANCE C LO SE TO L . TO L .
— IN V. DISC . TO L . DAT E DAT E DAT E P M T. TYPE D GL / C L G/ L
(1) If payment falls in these ranges, all application entries can be closed with or without tolerance.
(2) If payment falls in these ranges, all application entries cannot be closed even with tolerance.
(2) Payment Date is between 01/16/03 and 01/20/03 (Scenarios 4-9)
Remaining Amount per
Normal Application Rules
(1) If payment falls in these ranges, all application entries can be closed with or without tolerance.
(2) If payment falls in these ranges, all application entries cannot be closed even with tolerance.
(3) Payment Date is after 01/20/03 (Scenarios 10-15)
Remaining Amount per
Normal Application Rules
(1) If payment falls in these ranges, all application entries can be closed with or without tolerance.
(2) If payment falls in these ranges, all application entries cannot be closed even with tolerance.
(1) If payment falls in these ranges, all application entries can be closed with or without tolerance.
(2) If payment falls in these ranges, all application entries cannot be closed even with tolerance.
(2) Payment Date is between 01/16/03 and 01/17/03 (Scenarios 4-9)
Remaining Amount per
Normal Application Rules
(1) If payment falls in these ranges, all application entries can be closed with or without tolerance.
(2) If payment falls in these ranges, all application entries cannot be closed even with tolerance.
(3) Payment Date is between 01/18/03 and 01/20/03 (Scenarios 10-21)
Remaining Amount per
Normal Application Rules
(1) If payment falls in these ranges, all application entries can be closed with or without tolerance.
(2) If payment falls in these ranges, all application entries cannot be closed even with tolerance.
(4) Payment Date is between 01/21/03 and 01/22/03 (Scenarios 22-27)
Remaining Amount per
Normal Application Rules
(1) If payment falls in these ranges, all application entries can be closed with or without tolerance.
(2) If payment falls in these ranges, all application entries cannot be closed even with tolerance.
(5) Payment Date is after 01/22/03 (Scenarios 28-30)
Remaining Amount per
Normal Application Rules
(1) If payment falls in these ranges, all application entries can be closed with or without tolerance.
(2) If payment falls in these ranges, all application entries cannot be closed even with tolerance.
See Also
Finance
Setting Up Finance
Managing Receivables
Working with Business Central
The Late Payment Prediction Extension
4/1/2021 • 5 minutes to read • Edit Online
Effectively managing receivables is important to the overall financial health of a business. The Late Payment
Prediction extension can help you reduce outstanding receivables and fine-tune your collections strategy by
predicting whether sales invoices will be paid on time. For example, if a payment is predicted to be late, you
might decide to adjust the terms of payment or the payment method for the customer.
Getting Started
When you open a posted sales document, a notification will display at the top of the page. To use the Late
Payment Prediction Extension you can opt in by choosing Enable in the notification. Alternatively, you can set up
the extension manually. For example, if you regret dismissing the notification.
To enable the extension manually, follow these steps:
1. Choose the icon, enter Late Payment Prediction Setup , and then choose the related link.
2. Fill in the fields as necessary.
NOTE
If you decide to enable the extension manually, be aware that Business Central will not allow you to do so if the quality of
the model is low. The quality of the model indicates how accurate the model's predictions are likely to be. Several factors
can impact the quality of a model. For example, there might not have been enough data, or the data did not contain
enough variation. You can view the quality of the model you are currently using on the Late Payment Prediction
Setup page. You can also specify a minimum threshold for the model quality.
TIP
The Customer Ledger Entries page also shows a FactBox on the right. While you are reviewing predictions, the information
in the Customer Details section can be helpful. When you choose the invoice in the list, the section shows information
about the customer. It also lets you take immediate action. For example, if a customer frequently misplaces their wallet,
you can open the Customer card from the FactBox and block the customer for future sales.
Design details
Microsoft deploys and operates number of predictive web services in all regions where Business Central is
available. Access to these web services is included in your Business Central subscription. For more information,
see the Microsoft Dynamics 365 Business Central Licensing Guide. The guide is available for download on the
Business Central website.
The web-services work in three modes:
Train model. The web service trains the model based on the provided dataset.
Evaluate model. The web service checks whether the model returns reliable data for the provided dataset.
Predict. Web-service applies the model to the provided dataset to make a prediction.
These web-services are stateless, meaning they use data only to calculate predictions on demand. They do not
store data.
NOTE
You can use your own predictive web service instead of ours. For more information, see Create and use your own
predictive web service late payment prediction.
NOTE
The information about the customer is not included in the dataset.
NOTE
We use a bit of your compute time each week when we evaluate and re-train the model.
Business Central runs training and evaluation automalically when there are enough paid and late invoices are
available, however you can run it manually whenever you want.
To train and use your model
1. Choose the icon, enter Late Payment Prediction Setup , and then choose the related link.
2. In the Selected Model field, choose My Model .
3. Choose the Create My Model action, to train model on your data.
Create and use your own predictive web service for late payment
prediction
You can also create your own predictive web service based on a public model named Prediction Experiment
for Dynamics 365 Business Central . This predictive model is available online in the Azure AI Gallery. To use
the model, follow these steps:
1. Open a browser and go to the Azure AI Gallery.
2. Search for Prediction Experiment for Dynamics 365 Business Central , and then open the model in
Azure Machine Learning Studio.
3. Use your Microsoft account to sign up for a workspace, and then copy the model.
4. Run the model, and publish it as a web service.
5. Make a note of the API URL and API key. You will use these credentials for a cash flow setup.
6. Choose the icon, enter Late Payment Prediction Setup , and then choose the related link.
7. Choose the Use My Azure Subscription check box.
8. On the My Model Credentials FastTab, enter the API URL and API key for your model. .
See Also
Azure Machine Learning Studio Documentation
Customizing Business Central Using Extensions
Welcome to Dynamics 365 Business Central
Managing Payables
4/1/2021 • 2 minutes to read • Edit Online
A big part of managing accounts payable is paying your vendors, or reimbursing your employees for expenses.
You can use functions to add payments lines for purchase invoices that are due on the Payment Journal page.
To send transactions to your bank, you can export multiple payment journal lines to a file, and then upload the
file to your bank. You can also make payments by check, including transmitting checks as electronic payments.
Another typical task is to apply outgoing payments to their related vendor or employee ledger entries in order
to close purchase invoices, purchase credit memos, or employee accounts as paid. You can do this on the
Payment Reconciliation Journal page by importing a bank statement file to register the payments. The
payments are applied to open vendor, customer, or employee ledger entries by matching payment text and entry
information. There are various ways to review and change the matches before you post the journal. You can
choose to close any open bank account ledger entries related to the applied ledger entries when you post the
journal. The bank account is automatically reconciled when all payments are applied.
Alternatively, you can apply outgoing payments manually on the Payment Journal page or from the related
vendor or employee ledger entries.
The following table describes a sequence of tasks within accounts payable, with links to the topics that describe
them.
TO SEE
Apply vendor payments automatically to unpaid purchase Applying Payments Automatically and Reconciling Bank
invoices by importing a bank statement file. Accounts
Apply vendor payments to unpaid purchase invoices Reconcile Vendor Payments with the Payment Journal or
manually. from Vendor Ledger Entries
Ensure correct inventory valuation by assigning added item Use Item Charges to Account for Additional Trade Costs
costs, such as freight, physical handling, insurance, and
transportation that you incur when purchasing.
Reimburse employees for personal expenses during business Record and Reimburse Employees' Expenses
activities by making payment to their bank account.
When you make payments to vendors or customers, or reimburse your employees, you post the related
payment lines on the Payment Journal page. The payment journal is a general journal that is optimized for
making payments and includes a number of powerful functions such as the Suggest Vendor Payments
function that finds vendor payments that are due, and the Vendor - Summar y Aging report that shows an
overview of due vendor payments.
You can start the process of making the payment from the lists, cards, and ledger entries for vendors, customers,
and employees. Each of these pages has a button that starts the payment flow and helps you fill in the payment
journal.
From the payment journal, you can print computer checks or record when checks are written. If you select
Computer Check in the Bank Payment Type field, then any lines representing checks must be printed before
the payment journal can be posted.
When the payments are posted, you can export them to a bank file for upload to your bank for processing.
After the payments are made at your bank, you must apply them to their related open vendor or employee
ledger entries. You can do this manually or by importing a bank statement file and applying the payments
automatically. For more information, see Applying Payments Automatically and Reconciling Bank Accounts.
The following table describes a sequence of tasks, with links to the topics that describe them.
TO SEE
Understand basic functions of the Payment Journal page, Working with General Journals
which is a based on the general journal, to prepare to post
payments to vendors or employees.
Post payments to vendors or employees and refunds to Record Payments and Refunds
customers, and optionally apply the payments to the related
unpaid invoices/credit memos to close them as paid.
Use a function on the Payment Journal page to suggest Suggest Vendor Payments
vendor payments according to selected criteria, such as due
date, discount eligibility, and your liquidity.
Issue checks for vendor payments or customer refunds, Make Check Payments
either as print-outs or as computer checks. Void checks
before or after posting.
Make electronic payments according to the EU SEPA Credit Making Payments with AMC Banking 365 Fundamentals
Transfer standard. extension or SEPA Credit Transfer
Pay a vendor by cash or check, and post the payment when Settle Purchase Invoices Promptly
you post the invoice.
Make sure that your bank only clears validated checks and Export a Positive Pay file
amounts by sending them a file that contains vendor, check,
and payment information.
See Also
Managing Payables
Purchasing
Managing Receivables
Working with Business Central
Working with General Journals
5/21/2021 • 17 minutes to read • Edit Online
Most financial transactions are posted to the general ledger through dedicated business documents, such as
purchase invoices and sales orders. But you can also process business activities such as purchasing, paying,
using recurring journals to post accruals, or refunding employee expenses by posting journal lines in the various
journals in Business Central.
Most journals are based on the General Journal, and you can process all transactions on the General Journal
page. For more information, see Post Transactions Directly to the General Ledger.
For example, you can use post employees' expenditure of own money on business-related expenses, for later
reimbursement. For more information, see Record and Reimburse Employees' Expenses.
But in many cases, you will want to use the journals that are optimized for specific types of transactions, such as
the Payment Journal for registering payments. For more information, see Record Payments and Refunds in the
Payment Journal.
You use general journals to post financial transactions directly to general ledger accounts and other accounts,
such as bank, customer, vendor, and employee accounts. Posting with a general journal always creates entries on
general ledger accounts. This is true even when, for example, you post a journal line to a customer account,
because an entry is posted to a general ledger receivables account through a posting group.
The information that you enter in a journal is temporary and can be changed while it is in the journal. When you
post the journal, the information is transferred to entries on individual accounts, where it cannot be changed.
You can, however, unapply posted entries, and you can post reversing or correcting entries. For more
information, see Reverse Journal Postings and Undo Receipts/Shipments.
NOTE
The general journal only shows a limited number of fields on the journal line by default. If you want to see additional
fields, such as the Account Type field, choose the Show More Columns action. To hide the additional fields again,
choose the Show Fewer Columns action. When you see fewer columns, then the same posting date is used for all lines.
If you want to have multiple posting dates for the same journal entry, choose the Show More Columns action.
TIP
To add or remove fields in journals, use the Personalizing banner. For more information, see Personalize Your Workspace.
TO SEE
F Fixed The amount on the journal line will remain after posting.
V Variable The amount on the journal line will be deleted after posting.
RF Reversing Fixed The amount on the journal line will remain after posting, and
a balancing entry will be posted on the next day.
RV Reversing Variable The amount on the journal line will be deleted after posting,
and a balancing entry will be posted on the next day.
RB Reversing Balance The posted amount on the account on the line will be
allocated among the accounts specified for the line on the
Allocations page. The balance on the account will be set to
zero, and a balancing entry is posted on the next day.
BD Balance by Dimension The journal line allocates costs based on a G/L account's
balance by dimension. You'll be prompted to set the
dimension filters to be used to calculate the source G/L
account's balance by dimension from which you want to
allocate costs. Alternatively, choose the Set Dimension
Filters action later.
TO SEE
RBD Reversing Balance by Dimension The journal line allocates costs based on a G/L account's
reversing balance by dimension. You'll be prompted to set
the dimension filters to be used to calculate the source G/L
account's balance by dimension from which you want to
allocate costs. Alternatively, choose the Set Dimension
Filters action later.
NOTE
The VAT fields can be filled in on either the recurring journal line or on the allocation journal line but not on both. That is,
they can be filled in on the Allocations page only if the corresponding lines in the recurring journal are not filled in.
NOTE
Dimensions that you set on allocation lines are not automatically calculated, and you must specify which dimension values
must be set on the allocation accounts. In case you want to preserve the link between the source account dimension and
the allocation account dimension, we recommend that you use the Cost Accounting capabilities instead.
NOTE
By default, the Reversal Date Calculation field is not available on the Recurring General Journals page. To use the
field, you must add it by personalizing the page. For more information, see Personalize Your Workspace.
If the inserted item journal lines contain saved unit amounts that you do not want to post, you can
quickly adjust it to the current value of the item as follows.
5. Select the item journal lines you want to adjust, and then choose the Recalculate Unit Amount action.
This will update the Unit Amount field with the current unit cost of the item.
6. Choose the post action.
On the Payment Journal page, you record payments that you make to vendors and refunds that you make to
customers. When you post a payment journal line, the paid amount is recorded on the specified system bank
account. You must then take steps to perform the actual money transfer from the related bank account.
The payment journal is a general journal that is optimized for making payments. You can quickly add lines
manually, you can let Business Central suggest vendor payments, and you can apply the payment to posted
documents. Even though you are making payments, you enter a positive amount in the Document Amount
field. Depending on the document type for the journal line, this amount is then converted to a negative amount
in the underlying transactions. This way, it's faster for you to add journal lines manually. If you prefer to enter
negative amounts, you can personalize the payment journal to show the Amount field instead.
Applying payments to invoices or credit memos
If you fill in the Applies-to Doc. No. field with the invoice or credit memo that must be paid or
refunded, then the document in question is set to paid when you post the journal. This is referred to as
"applied". As an alternative to applying during payment posting, you can use the Apply Vendor Entries
and Apply Customer Entries page after you have made the payment posting. For more information,
see, for example, Reconcile Vendor Payments with the Payment Journal or from Vendor Ledger Entries.
Get suggested payments to vendors or employees
The Suggest Vendor Payments and Suggest Employee Payments functions can help you fill
payment journal lines automatically according to vendor prioritization and due dates. For more
information, see Suggest Vendor Payments. With this function, the Applies-to Doc. No. field is always
filled in.
Print checks and submit payments electronically to your bank
In addition to recording that the payment is made, you can also use the Payment Journal page to
output the payment for further processing by your bank. For more information, see Make Check
Payments and Make Electronic Payments.
See Also
Make Check Payments
Make Electronic Payments
Managing Payables
Setting Up Banking
Export a Positive Pay file
Working with General Journals
Personalize Your Workspace
Working with Business Central
Suggest Vendor Payments
4/1/2021 • 2 minutes to read • Edit Online
On the Payment Journal page, you can use the Suggest Vendor Payments batch job to suggest payment
lines. Lines for payments that are due soon or payments where a payment discount is available are suggested
based on your settings.
To benefit fully from payment suggestions, you must first prioritize your vendors. For more information, see
Prioritize Vendors.
NOTE
Vendor ledger entries that are On Hold are not included in the batch job.
IMPORTANT
If you want to take advantage of payment discounts, and have entered an available amount, the amount will be used for:
* Prioritized overdue vendor entries first in order of priority.
* Overdue vendor entries that are not prioritized.
* Open vendor entries that qualify for payment discounts, arranged by vendor number.
IMPORTANT
You cannot use the Calculate Posting Date from Applies-to-Doc Due Date field together with the Find Payment
Discounts field or the Summarize per Vendor field. If the posting date is based on the due date, some payment
discounts may not calculate correctly because the posting date is after the payment discount date.
Also, if the calculated posting date is in the past, then the posting date is moved up to the work date, and a
warning is displayed.
Alternatively, you can manually create payment lines using the due date to calculate the posting date. After you
apply vendor ledger entries, you can use the Calculate Posting Date action to update the posting date on the
journal line with the due date of the related purchase invoice. For more information, see Apply Purchase
Transactions Manually.
NOTE
If the purchase invoice is overdue, the posting date is set to the work date, and the font on the line becomes red.
See Also
Managing Payables
Making Payments
Working with General Journals
Working with Business Central
Make Check Payments
4/1/2021 • 3 minutes to read • Edit Online
You can issue electronic and manual checks in Business Central. Both methods use the payment journal to issue
checks to vendors. You can also void checks and view check ledger entries.
The following procedure shows how to pay a vendor with a computer checks by applying the payment to the
relevant vendor invoice, printing the check, and then posting the payment as paid. This results in positive vendor
ledger entries, applied to negative bank ledger entries, and physical checks for processing in the bank.
You can pay with two types of checks. For both types, the Bal. Account Type or the Account Type field must
contain Bank Account .
Computer Check : Select this option if you want to print a check for the amount on the payment journal line.
You must print the checks before you can post the journal lines.
Manual Check : Select this option if you have created a check manually and want to create a corresponding
check ledger entry for this amount. By using this option, you cannot print the check.
NOTE
To make sure that your bank only clears validated checks and amounts, you can send them a file that contains vendor,
check, and payment information. For more information, see Export a Positive Pay file.
IMPORTANT
Your printer must be correctly set up with the check forms, and you must define which check layout to use. For more
information, see Select a Check Layout. Alternatively, you can send the check as a PDF file, for example.
You can print up to 10 invoices on a page for a check stub. If a check applies to more than 10 invoices, when you
print the stub we void the check on the first page and print the word VOID on the check. We then print the
remainder of the invoices and the total check amount on the second page.
NOTE
If you want to print and pay checks in more than one currency from different bank accounts, you must run the Print
Check batch job separately for each currency and specify the appropriate bank account.
To void checks
When check payment have been posted, you can only cancel (void) checks from the resulting bank ledger
entries.
IMPORTANT
If the check is applied to an invoice, unapply the check first so that the invoice can be repaid, and then void the check. If
the check was printed and did not pay an invoice, then choose Void Check Only as described in this section.
1. Choose the icon, enter Bank Accounts , and then choose the related link.
2. Select the relevant bank account, choose the Edit action, and then choose the Check Ledger Entries action.
3. On the Check Ledger Entries page, choose the Void Check action.
4. Select the Void Check Only check box.
5. Choose the OK button.
See Also
Making Payments
Managing Payables
Setting Up Banking
Export a Positive Pay file
Working with Business Central
Make Payments with the AMC Banking 365
Fundamentals extension or SEPA Credit Transfer
4/13/2021 • 10 minutes to read • Edit Online
On the Payment Journal page, you can process payments to your vendors by exporting a file together with the
payment information from the journal lines. You can then upload the file to your electronic bank where the
related money transfers are processed. Business Central supports the SEPA Credit Transfer format, but in your
country/region, other formats for electronic payments may be available.
NOTE
In the generic version of Business Central, a global provider of services to convert bank data to any file format that your
bank requires is set up and connected. In North American versions, the same service can be used to send payment files as
electronic funds transfer (EFT), however with a slightly different process. See step 6 in To export payments to a bank file.
To enable SEPA credit transfers, you must first set up a bank account, a vendor, and the general journal batch that
the payment journal is based on. You then prepare payments to vendors by automatically filling the Payment
Journal page with due payments with specified posting dates.
NOTE
When you have verified that the payments are successfully processed by the bank, you can proceed to post the payment
journal lines.
NOTE
The Currency Code field must be set to EUR, because SEPA credit transfers can only be made in the EURO
currency.
NOTE
Before you can export payment files from the payment journal, you must specify the electronic format for the involved
bank account, and you must enable the AMC Banking 365 Fundamentals extension. For more information, see Set Up
Bank Accounts and Using the AMC Banking 365 Fundamentals extension. In addition, you must select the Allow
Payment Expor t check box on the General Journal Batches page. For more information, see Working with General
Journals.
You use the Credit Transfer Registers page to view the payment files that have been exported from the
payment journal. From this page, you can also re-export payment files in case of technical errors or file changes.
Note, however, that exported EFT files are not shown in this page and cannot be re-exported.
To export payments to a bank file
The following describes how to pay a vendor by check. The steps are similar to refund a customer by check.
1. Choose the icon, enter Payment Journals , and then choose the related link.
2. Fill in the payment journal lines. For more information, see Record Payments and Refunds.
NOTE
If you are using EFT, you must select either Electronic Payment or Electronic Payment–IAT in the Bank
Payment Type field. Different file export services and their formats require different setup values on the Bank
Account Card and Vendor Bank Account Card pages. You will be informed about wrong or missing setup
values as you try to export the file.
The EFT feature can only be used for bank accounts in the local currency. It cannot be used with a foreign
currency, indicated by a value in the Currency Code field. (Blank field value means local currency.)
3. When you have completed all payment journal lines, choose the Expor t action.
4. On the Expor t Electronic Payments page, fill in the fields as necessary.
Any error messages will be shown in the Payment File Errors FactBox where you can also choose an
error message to see detailed information. You must resolve all errors before the payment file can be
exported.
TIP
When you use the AMC Banking 365 Fundamentals extension, a common error message states that the bank
account number does not have the length that your bank requires. To avoid or resolve the error, you must
remove the value in the IBAN field on the Bank Account Card page and then, in the Bank Account No. field,
enter a bank account number in the format that your bank requires.
5. On the Save As page, specify the location that the file is exported to, and then choose Save .
NOTE
If you are using EFT, save the resulting vendor remittance form as a Word document or select to have it emailed
directly to the vendor. The payments are now added to the Generate EFT File page from where you can
generate multiple payment orders together to save transmission cost. For more information, see the following
steps.
6. On the Payment Journal page, choose the Generate EFT File action.
On the Generate EFT File page, all payments set up for EFT that you have exported from the payment
journal for a specified bank account but not yet generated are listed on the Lines FastTab.
7. Choose the Generate EFT File action to export one file for all the EFT payments.
8. On the Save As page, specify the location that the file is exported to, and then choose Save .
The bank payment file is exported to the location that you specify, and you can proceed to upload it to your
electronic bank account and make the actual payments. Then you can post the exported payment journal lines.
To plan when to post exported payments
If you do not want to post a payment journal line for an exported payment, for example because you are waiting
for confirmation that the transaction has been processed by the bank, you can just delete the journal line. When
you later create a payment journal line to pay the remaining amount on the invoice, the Total Expor ted
Amount field shows how much of the payment amount has already been exported. Also, you can find detailed
information about the exported total by choosing the Credit Transfer Reg. Entries button to see details about
exported payment files.
If you follow a process where you do not post payments until you have confirmation that they have been
processed in the bank, you can control this in two ways.
In a payment journal with suggested payment lines, you can sort on either the Expor ted to Payment File
column or the Total Expor ted Amount and then delete payment suggestions for open invoices for which
payments have already been made and you do not want to make payments for.
On the Suggest Vendor Payments page, where you specify which payments to insert in the payment
journal, you can select the Skip Expor ted Payments check box if you do not want to insert journal lines for
payments that have already been exported.
To see information about exported payments, choose the Payment Expor t Histor y action.
To re -export payments to a bank file
You can re-export payment files from the Credit Transfer Registers page. Before you delete or post payment
journal lines, you can also re-export the payment file from the Payment Journal page by simply exporting it
again. If you have deleted or posted the payment journal lines after exporting them, you can re-export the same
payment file from the Credit Transfer Registers page. Select the line for the batch of credit transfers that you
want to re-export, and then use the Reexpor t Payments to File action.
NOTE
Exported EFT files are not shown on the Credit Transfer Registers page and cannot be re-exported.
1. Choose the icon, enter Credit Transfer Registers , and then choose the related link.
2. Select a payment export that you want to re-export, and then choose the Reexpor t Payment to File action.
See Also
Using the AMC Banking 365 Fundamentals extension
Managing Payables
Working with General Journals
Collect Payments with SEPA Direct Debit
Settle Purchase Invoices Promptly
4/1/2021 • 2 minutes to read • Edit Online
If you need to pay the vendor by cash or check, you can post the payment when you post the invoice.
NOTE
If you frequently pay purchase invoices in cash, check, or bank transfer, it is a good idea to set up a specific payment
method with a balancing account and enter this method in the Payment Method field on the vendor card. The
balancing account number is inserted automatically on the invoice header every time you create a new invoice. For more
information, see Defining Payment Methods.
IMPORTANT
The Bal. Account Type and Bal. Account No. fields are not included in the standard layout of the invoice header. In
order to post the payment of an invoice, you must contact a Microsoft partner who can add the fields through code.
This customization is only required if you do not specify balancing accounts on the payment methods as describe above.
See Also
Managing Payables
Purchasing
Working with Business Central
Export a Positive Pay File
4/1/2021 • 2 minutes to read • Edit Online
To make sure that your bank only clears validated checks and amounts, you can export a Positive Pay file that
contains vendor information, check number, and payment amount, which you send to the bank for reference
when you process payments.
Business Central is preconfigured to support Positive Pay files for Bank of America and City Bank.
See Also
Finance
Setting Up Finance
Working with General Journals
Working with Business Central
Applying Payments Automatically and Reconciling
Bank Accounts
4/1/2021 • 2 minutes to read • Edit Online
You must regularly reconcile your bank, receivables, and payables accounts by applying payments recorded in
the bank to their related open (unpaid) invoices and credit memos or other open entries in Business Central.
You can perform this task on the Payment Reconciliation Journal page, for example, by importing a bank
statement file or feed to quickly register the payments. Payments are applied to open customer or vendor ledger
entries based on matches between payment text and entry information. You can review and change automatic
applications before you post the journal. You can choose to close any open bank account ledger entries related
to the applied ledger entries when you post the journal. The bank account is automatically reconciled when all
payments are applied.
The logic that governs how payment text is automatically matched with entry information is set up on the
Payment Application Rules page as a number of prioritized rules that you can edit.
You can also reconcile bank accounts without simultaneously applying payments. You perform this work on the
Bank Acc. Reconciliation page. For more information, see Reconcile Bank Accounts.
To import bank statements as a bank feed, you must first set up and enable the Envestnet Yodlee Bank Feed
service, and then link your bank accounts to the related online bank accounts. For more information, see Set Up
the Envestnet Yodlee Bank Feeds Service.
TIP
You can also import bank statement files in comma or semicolon delimited format (.CSV). Use the Set up a bank
statement file format assisted setup to define bank statement import formats and attach the format to a bank
account. You can then use these formats when you import bank statements in the Bank Account Reconciliation page.
Alternatively, you can use the AMC Banking 365 Fundamentals extension to convert a bank statement file, from
any format, to a data stream that you can import into Business Central. For more information, see Using the
AMC Banking 365 Fundamentals extension.
The following table describes a sequence of tasks, with links to the topics that describe them.
TO SEE
Apply payments to open customer or vendor ledger entries Reconcile Payments Using Automatic Application
by importing a bank statement, and reconcile the bank
account when all payments are applied.
Manually apply payments by viewing detailed information Review or Apply Payments After Automatic Application
about matched data and suggestions for candidate open
entries to apply payments to.
Resolve payments that cannot be applied automatically to Reconcile Payments that Cannot be Applied Automatically
their related open ledger entries. For example because the
amounts differ, or because a related ledger entry does not
exist.
TO SEE
Link text on payments to specific customer, vendor, or Map Text on Recurring Payments to Accounts for Automatic
general ledger accounts to always post recurring cash Reconciliation
receipts or expenses to those accounts when no documents
exist to apply to.
Set up the rules to govern how payments/bank transactions Set Up Rules for Automatic Application of Payments
should be automatically applied to their related open ledger
entries when you use the Apply Automatically function
on the Payment Reconciliation Journal page.
The Payment Reconciliation Journal page specifies payments, either incoming or outgoing, that have been
recorded as transactions on your online bank account or on a payment service and that you can apply to their
related open customer, vendor, and bank account ledger entries. The lines in the journal can be filled in by
importing a bank statement as a bank feed or file or by manually entering transactions that you make on your
payment service.
NOTE
The page offers automatic matching functionality that applies payments to their related open entries based on a matching
of data on a bank statement line (journal line) with data on one or more open entries. Note that you can overwrite the
suggested automatic applications, and you can choose to not use automatic application at all. For more information, see
step 7.
A payment reconciliation journal is related to one bank account in Business Central that reflects the online bank
account where the payment transactions are recorded. Any open bank account ledger entries related to the
applied customer or vendor ledger entries will be closed when you choose the Post Payments and Reconcile
Bank Account action. This means that the bank account is automatically reconciled for payments that you post
with the journal.
You can import bank transactions as .csv bank files or other format that your bank provides. If you want to
import bank statements as bank feeds, you must first enable a dedicated bank integration service and then link
the bank account to its related online bank account. The payment reconciliation journal will then automatically
detect bank feeds when you choose the Impor t Bank Transactions action. In addition, you can set a bank
account up to automatically import new bank statement feeds every hour. Transactions for payments that have
already been posted as applied and/or reconciled will not be imported. You can use the Envestnet Yodlee Bank
Feeds service for this, which is preinstalled in some country versions of Business Central. For more information,
see Set Up the Envestnet Yodlee Bank Feeds Service. Alternatively, contact your Microsoft partner for help
meeting your business or country requirements.
The Map Text to Account action lets you set up mappings between text on payments and specific debit, credit,
and balancing accounts so that such payments are posted to the specified accounts when you post the payment
reconciliation journal. This is useful, for example, for recurring cash receipts or expenses, such as frequent
purchases of car fuel or bank fees and interest, that regularly occur on the bank statement and do not need a
related business document. (See step 10 below.) For more information, see Map Text on Recurring Payments to
Accounts for Automatic Reconciliation.
Journal lines may have no suggested application. This may be for various reason, such as a missing document
or because a customer overpaid so that an excess amount exists after applying the payment on another journal
line. For such cases, you can use the Transfer Difference to Account action to create and post the missing
general ledger entry, for example for a refund, that is needed to apply the payment to. (See step 11 below) For
more information, see Reconcile Payments That Cannot be Applied..
You use the Apply Automatically function either automatically when you import a bank file or feed with
payment transactions or when you activate it, to apply payments to their related open entries based on a
matching of text on a bank statement line ( journal line) with text on one or more open entries. This automation
is based on rules that you define on the Payment Application Rules page, where you also define whether an
application suggestion requires review. For more information, see Set Up Rules for Automatic Application of
Payments.
On journal lines where a payment has been applied automatically to one or more open entries, the Match
Confidence field has a value of Low , Medium , or High to indicate the quality of the data matching that the
suggested payment application is based on.
Some payment applications require your review as defined by the used matching rule, such as lines with Low
match confidence. Other lines require your review and manual change because there is a value in the
Difference field. To review one or more payment applications, choose the Lines to Review or Lines with
Difference field at the bottom. The Payment Application Review page opens showing all relevant
information about the customer or vendor that the payment is applied to, the matching details, and actions to
process the line, such as the Accept Application action. (See steps 7 and 8 below.)
For each journal line on the Payment Reconciliation Journal page, you can open the Payment Application
page to see all candidate open entries for the payment and view detailed information for each entry about the
data matching that a payment application is based on. Here, you can manually apply payments or reapply
payments that were applied automatically to a wrong entry. (See step 10 below.) For more information, see
Review or Apply Payments After Automatic Application.
NOTE
You can start the bank transactions import at the same time as you open the Payment Reconciliation Journal page
for an existing journal. The following procedure describes how to import bank transactions into the Payment
Reconciliation Journal page after you have created a new journal.
See Also
Managing Receivables
Sales
Working with Business Central
Review and Apply Payments Manually After
Automatic Application
4/1/2021 • 3 minutes to read • Edit Online
For each journal line representing a payment on the Payment Reconciliation Journal page, you can open the
Payment Application page to see all candidate open entries for the payment and view detailed information for
each entry about the data matching that a payment application is based on. Here, you can manually apply
payments or reapply payments that were applied automatically to a wrong entry. For more information about
automatic application, see Reconcile Payments Using Automatic Application.
IMPORTANT
When the bank account that you are reconciling payments for is set up for the local currency, then the Payment
Application page will show all open entries in the local currency, including open entries for documents that were
originally invoiced in foreign currencies. Payments applied to entries with converted currencies may therefore be posted
with different amounts than on the original document because of the potentially different exchange rates used by the
bank and Business Central respectively.
Therefore, we recommend that you look for foreign currency codes in the Currency Code field on the
Payment Application page to check if applications are based on converted currencies. To review the original
document amount in the foreign currency and to see the exchange rate used, choose the Applies-to Entr y No.
field, and then, on the shortcut menu, choose the drilldown button to open the Customer Ledger Entries or
Vendor Ledger Entries page.
Any gains-and-loss adjustment required due to currency conversions is not handled automatically by Business
Central.
NOTE
You cannot apply entries with a different sign than the sign on the payment. For example, to close both a negative-sign
credit memo and its related positive-sign invoice, you must first apply the credit memo to the invoice, and then apply the
payment to the invoice with the reduced remaining amount.
WARNING
If you use payment discounts, and if the payment date is before the payment due date, then the Remaining Amt. Incl.
Discount field on the Payment Application page will be used for matching. Otherwise, the value in the Remaining
Amount field will be used. If the payment was made with a discounted amount after the payment due date, or the full
amount was paid but a discount was granted, then the amount will not be matched.
NOTE
You can only apply a payment to one account. If you want to split the application on multiple open entries, for example to
apply a lump-sum payment, then the open entries must be for the same account. For more information, see steps 7 and
8 in the procedure in this topic.
See Also
Managing Receivables
Sales
Working with Business Central
Reconcile Payments that Cannot be Applied
Automatically
4/1/2021 • 3 minutes to read • Edit Online
You may sometimes have to handle payments to your bank account that cannot be applied to a related open
customer, vendor or bank account ledger entry. Reasons may be that no document exists in Business Central
that the payment can be applied to, or the related document in Business Central has a different amount than the
transaction amount, for example, because of currency exchange. On the Payment Reconciliation Journal
page, all transaction amounts for payments that are not yet applied appear in the Difference field, including
amounts that cannot be applied because of reasons such as the above.
The methods for resolving these types of unapplied payments:
Apply manually
Use text-to-account mapping
Transfer an excess amount to a journal line to create and post the required entry, such as a refund of an
overpayment.
Payments that cannot be applied can appear on payment reconciliation journal lines in the following different
ways:
The value in the Difference field is equal to the value in the Transaction Amount field, which indicates that
no part of the payment can be applied to a related open customer, vendor, or bank account ledger entry.
The value in the Difference field is lower than the value in the Transaction Amount field, which indicates
that a part of the payment can be applied to a related open customer, vendor, or bank account ledger entry.
The remaining part of the payment cannot be applied and must be reconciled manually or by posting it
directly to an account.
To reconcile such payments, you can choose the Transfer Difference to Account action and then specify to
which account the amount in the Difference field will be posted when you post the payment reconciliation
journal. You can do this either from the Payment Reconciliation Journal page or from the Payment
Application Review page that you open by choosing the value in the Match Confidence field or by choosing
the Difference field.
TIP
Similar functionality exists to set up automatic reconciliation of recurring payments that cannot be applied to related open
customer, vendor, or bank account ledger entries. For more information, see Map Text on Recurring Payments to Accounts
for Automatic Reconciliation.
See Also
Managing Receivables
Sales
Working with Business Central
Map Text on Recurring Payments to Accounts for
Automatic Reconciliation
4/1/2021 • 3 minutes to read • Edit Online
On the Text-to-Account Mapping page, which you open from the Payment Reconciliation Journal page,
you can set up mappings between text on payments and specific debit, credit, and balancing accounts so that
such payments are posted to the specified accounts when you post the payment reconciliation journal.
Similar functionality exists to reconcile excess amounts on payment reconciliation journal lines on an ad-hoc
basis. For more information, see Reconcile Payments that Cannot be Applied Automatically.
Payments posted based on text-to-account mapping are not applied to open entries, but are merely posted to
the specified accounts in addition to creating bank account ledger entries. Accordingly, text-to-account mapping
is suited for recurring cash receipts or expenses, such as frequent purchases of car fuel or bank fees and interest,
that regularly occur on the bank statement and do not need a related business document. For more information,
see the "Example - Text-to-Account Mapping for Fuel Expense" section in this topic.
NOTE
Payments on reconciliation journal lines are only set to posting according to text-to-account mapping if the automatic
application function can only provide a match confidence of Low or Medium . If the automatic application function
provides a match confidence of High, then the payment is automatically applied to one or more open entries, and the
payment is not posted to the accounts specified on the Text-to-Account Mapping page. In other words, a match
confidence of High overrules a text-to-account mapping.
On a payment reconciliation journal line where the payment has been set to posting according to text-to-
account mapping, the Match Confidence field contains High - Text-to-Account Mapping , and the Account
Type and Account No. fields contain the mapped accounts.
NOTE
If no other payments exist with the mapping text in question, then the text-to-account mapping will occur even
when only a part of the text on the payment exists as a mapping text.
5. In the Vendor No. field, enter the vendor that the payments will be posted to.
6. In the Bal. Source Type field, specify if the payment will be posted to a general ledger account or to a
customer or vendor account.
7. In the Bal. Source No. field, specify the account that the payment will be posted to, depending on your
selection in the Bal. Source Type field.
NOTE
Do not use the Debit Acc. No. and Credit Acc. No. fields in connection with payment reconciliation. They are
used for incoming documents only. For more information, see Use OCR to Turn PDF and Image Files into
Electronic Documents.
8. Repeat steps 3 through 7 for all text on payments that you want to map to accounts for direct posting
without application.
Next time you import a bank statement file or choose the Apply Automatically action on the Payment
Reconciliation Journal page, journal lines for the payments that contain the specified mapping text will
contain the mapped accounts in the Account Type and Account No. fields. The Match Confidence field will
contain High - Text-to-Account Mapping . This is on the condition that the automatic application function can
only provide a match confidence of Low or Medium .
See Also
Managing Receivables
Sales
Set Up the Envestnet Yodlee Bank Feeds Service
Customizing Business Central Using Extensions
Working with Business Central
Reconcile Vendor Payments with the Payment
Journal or from Vendor Ledger Entries
4/1/2021 • 6 minutes to read • Edit Online
When you send a payment or receive a refund from a vendor, you must decide whether to apply the payment or
refund to one or more open entries. You can specify the exact amount that you want to apply to the payment
receipt or refund, and then only partially apply vendor ledger entries. You must apply all vendor ledger entries
to obtain correct vendor statistics and reports of the account statements and finance charges.
NOTE
Vendors may sometimes give a payment refund instead of a credit memo to offset against future invoices, especially when
you return items that you have already paid for or when you have overpaid an invoice.
NOTE
If the Application Method field on the vendor card contains Apply to Oldest , then payments will automatically be
applied to the oldest open credit entry if you do not manually specify which entry to apply to. If the application method
for a customer is Manual, then you must apply entries manually.
You can apply vendor payments manually to their related purchase documents when you post the payments on
the Payment Journal page. For information about filling the payment journal, see Making Payments.
You can also apply vendor payments, and customer payments, after the payments appear as negative bank
transactions in your bank. On the Payment Reconciliation Journal page, you can use functions for bank
statement import, automatic application, and bank account reconciliation. For more information, see Reconcile
Payments Using Automatic Application.
IMPORTANT
When you apply entries in different currencies to one another, the entries are converted to USD. Even though the
exchange rates for the two relevant currencies are fixed, for example between USD and EUR, there may be a small residual
amount when these foreign-currency amounts are converted to USD. These small residual amounts are posted as gains
and losses to the account specified in the Realized Gains Account or Realized Losses Account field on the
Currencies page. The Amount (USD) field is also adjusted on the relevant vendor ledger entries.
IMPORTANT
If an entry has been applied by more than one application entry, you must unapply the latest application entry first.
See Also
Payables
Purchasing
Working with Business Central
Collect Outstanding Balances
4/1/2021 • 11 minutes to read • Edit Online
Managing receivables includes checking whether amounts due are paid on time. If customers have overdue
payments, you can begin by sending the Customer Statement report as a reminder. Alternatively, you can
issue reminders.
You can use reminders to remind customers about overdue amounts. You can also use reminders to calculate
finance charges, such as interest or fees and include them on the reminder. Use finance charge memos if you
want to debit customers for interest or fees without reminding them of overdue amounts.
Statements
From the customer card, you can create a statement with that customer's transactions with you. Then, you send
the customer the generated PDF file. Alternatively, use the Customer Statement report to send your
customers an overview of their business with you. The customer statement can be sent to Excel for further
processing.
To send the Customer Statement report
1. Choose the icon, enter Customer Statement , and then choose the related link.
2. Fill in the fields as necessary. Hover over a field to read a short description.
3. Under Output Options , select how to send the report to the customer.
NOTE
If you are using multiple currencies, the Customer Statement report is always printed in the customer's currency. The last
date in a statement period is also used as the statement date and the aging date, if aging is included.
Reminders
Before you can create reminders, you must set up reminder terms and assign them to your customers. For more
information, see Set Up Reminder Terms and Levels. You can set up an unlimited number of reminder terms.
Each set of terms is identified by a code. Each reminder term has predefined reminder levels. Each reminder
level includes rules about when the reminder will be issued, for example, how many days after the invoice due
date or the date of the previous reminder. The contents of the Finance Charge Terms page determines
whether interest is calculated on the reminder.
You can periodically run the Create Reminders batch job to create reminders for all customers with overdue
balances, or you can manually create a reminder for a specific customer and have the lines calculated and filled
in automatically.
After you create the reminders, you can modify them. The text that appears at the beginning and end of a
reminder is determined by the reminder level terms, and can be seen in the Description column. If a calculated
amount has been inserted automatically in the beginning or ending text, the text will not be adjusted if you
delete lines. Then you must use the Update Reminder Text function.
A customer ledger entry with the On Hold field filled in will not prompt the creation of a reminder. However, if a
reminder is created on the basis of another entry, an overdue entry marked on hold will also be included on the
reminder. Interest is not calculated on lines with these entries.
After you have created reminders and made any needed modifications, you can either print test reports or issue
the reminders, typically as email.
To create a reminder automatically
A reminder is similar to an invoice. When you create a reminder, a reminder header as well as one or more
reminder lines must be filled in. You can use a function to create reminders for all customers automatically.
1. Choose the icon, enter Reminders , and then choose the related link.
2. On the Reminder page, choose the Create Reminders action.
3. On the Create Reminders page, fill in the fields to define how and to whom the reminders are created.
4. Choose the OK button.
To create a reminder manually
On the Reminder page, you can fill in the General FastTab manually and then have the lines filled in
automatically.
1. Choose the icon, enter Reminders , and then choose the related link.
2. Choose the New action.
3. On the General FastTab, fill in the fields as necessary.
4. Choose the Suggest Reminder Lines action.
5. In the Suggest Reminder Lines batch job, fill in the fields to define how and to whom the reminders
are created.
6. Select the Include Entries On Hold check box if you want the reminders to contain overdue open
entries that are on hold.
7. Select the Only Entries with Overdue Amounts check box if you want the reminders to contain only
overdue open entries. Only invoices and payments will be shown as these are the entries for which your
customers' payments may be overdue.
IMPORTANT
Open entries that are on hold will be inserted, irrespective of the setting in the Only Entries with Overdue
Amounts check box.
Finance Charges
When a customer does not pay by the due date, you can have finance charges calculated automatically and add
them to the overdue amounts on the customer's account. You can inform customers of the added charges by
sending finance charge memos.
NOTE
You use finance charge memos to calculate interest and finance charges and to inform your customers about interest and
finance charges without reminding them of overdue payments. Alternatively, you can calculate interest on overdue
payments when you create reminders.
Before you can create finance charge memos, you must set up terms. For more information, see Set Up Finance
Charge Terms.
You can manually create a finance charge memo for an individual customer, and fill in the lines automatically.
Alternatively, you can use the Create Finance Charge Memos function job to create finance charge memos
for all or selected customers with overdue balances.
After you create the finance charge memos, you can modify them. The text that appears at the beginning and
end of the finance charge memo is determined by the finance charge terms, and can be seen in the Description
column on the lines. If a calculated amount has been inserted automatically in the beginning or ending text, the
text will not be adjusted if you delete lines. Then you must use the Update Finance Charge Text function.
After you have created finance charge memos and made any needed modifications, you can either print test
reports or issue the finance charge memos, typically as email.
To create a finance charge memo manually
A finance charge memo is similar to an invoice. You can fill in a header manually and have the lines filled in for
you, or you can create finance charge memos for all customers automatically.
1. Choose the icon, enter Finance Charge Memos , and then choose the related link.
2. Choose the New action, and then fill in the fields as necessary.
3. Choose Suggest Fin. Charge Memo Lines action.
4. On the Suggest Finance Charge Memo Lines page, set a filter on the Cust. Ledger Entr y FastTab if
you want to create finance charge memos only for specific entries.
NOTE
Although they are listed, selecting Payment and Credit Memo as Document Type filters will not have any
effect because the Suggest Finance Charge Memo Lines function only handles positive amounts.
With your customer's consent, you can collect payments directly from the customer's bank account according to
the SEPA format.
First, set up the export format of the bank file that instructs your bank to perform a direct debit. Then, set up the
customer's payment method. Last, set up the direct-debit mandate that reflects your agreement with the
customer to collect their payments in a certain agreement period.
To instruct the bank to transfer the payment amount from the customer's bank account to your company's
account, you create a direct-debit collection entry, which holds information about bank accounts, the affected
sales invoices, and the direct-debit mandate. You then export an XML file that is based on the collection entry,
which you send to your bank for processing. Any payments that could not be processed will be communicated
to you by your bank, and you must then manually reject the direct debit-collection entries in question.
You can set up standard customer sales codes with the direct-debit payment method and mandate information.
You can then use the Create Standard Cust. Invoices batch job to generate multiple sales invoices with the
direct-debit information prefilled. This is can be done manually or automatically, according to the payment due
date.
When payments are successfully processed, as communicated by your bank, you can post the payment receipts
either directly from the Direct Debit Collect. Entries page or by moving the payment lines to the journal
where you post payment receipts, such as the Cash Receipt Journal page. Alternatively, depending on your
cash management process, you can wait and just apply the payments as a part of bank reconciliation.
NOTE
To collect payments using SEPA Direct Debit, the currency on the sales invoice must be EURO.
NOTE
The global version of Business Central supports the SEPA direct debit format only. Your country/region version may
support other formats for electronic payment. See under Local Functionality in the table of contents.
To enable export of a bank file formats that are not supported out of the box in Business Central , you can set up
a data exchange definition by using the data exchange framework. For more information, see Set Up Data
Exchange Definitions.
Before you can process customer payments electronically by exporting direct debit instructions in the SEPA
Direct Debit format, you must perform the following setup steps:
Set up the export format of the bank file that instructs your bank to perform a direct debit collection from the
customer's bank account to your bank account.
Set up the customer's payment method.
Set up the direct-debit mandate that reflects your agreement with the customer to collect their payments in a
certain agreement period.
To set up your bank account for SEPA direct debit
1. Choose the icon, enter Bank Accounts , and then choose the related link.
2. Open the bank account that you want to use for direct debit.
3. On the Transfer FastTab, in the SEPA Direct Debit Expor t Format field, choose the option for SEPA direct
debit.
To set up the customer's payment method for SEPA direct debit
1. Choose the icon, enter Payment Methods , and then choose the related link.
2. Choose the New action.
3. Set up a payment method. Fill in the direct debit-specific fields as described in the following table.
Direct Debit Specify if the payment method is for SEPA direct debit
collection.
Direct Debit Pmt. Terms Code Specify the payment terms, such as DON'T PAY, that are
displayed on sales invoices that are paid with SEPA direct
debit to indicate to the customer that the payment will
be collected automatically. Alternatively, leave the field
empty.
NOTE
Do not enter a value in the Bal. Account No. field.
Customer Bank Account Code Specifies the bank account from which direct-debit
payments are collected. This field is filled automatically.
Valid From Specify the date when the direct-debit mandate starts.
Date of Signature Specify the date when the customer signed the direct-
debit mandate.
Expected Number of Debits Specify how many direct debit collections you expect to
make. This field is only relevant if you selected
Recurring in the Sequence Type field.
Debit Counter Specifies how many direct debit collections have been
made using this direct-debit mandate. This field is
automatically updated.
6. Repeat steps 1 through 5 for all customers that you want to set up for SEPA direct debits.
The direct-debit mandate is automatically inserted in the Direct Debit Mandate ID field when you create a
sales invoice for the customer that you selected in step 2. For more information, see Create Recurring Sales and
Purchase Lines.
Creating SEPA Direct Debit Collection Entries and Export to a Bank File
To instruct the bank to transfer the payment amount from the customer's bank account to your company's
account, you create a direct-debit collection, which holds information about the customer's bank account, the
affected sales invoices, and the direct-debit mandate. From the resulting direct-debit collection entry, you then
export an XML file that you send or upload to your electronic bank for processing. Any payments that could not
be processed by the bank will be communicated to you by your bank, and you must then manually reject the
direct debit-collection entries in question.
NOTE
To collect payments using SEPA Direct Debit, the currency on the sales invoice must be EURO.
From Due Date Specify the earliest payment due date on sales invoices
that you want to create a direct-debit collection for.
To Due Date Specify the latest payment due date on sales invoices
that you want to create a direct-debit collection for.
Only Customers With Valid Mandate Specify if a direct-debit collection is created for customers
who have a valid direct-debit mandate. Note: A direct-
debit collection is created even if the Direct Debit
Mandate ID field is not filled on the sales invoice.
Only Invoices With Valid Mandate Specify if a direct-debit collection is only created for sales
invoices if a valid direct-debit mandate is selected in the
Direct Debit Mandate ID field on the sales invoice.
Bank Account No. Specify which of your company's bank accounts the
collected payment will be transferred to from the
customer's bank account.
Bank Account Name Specifies the name of the bank account that you select in
the Bank Account No. field. This field is filled
automatically.
Direct Debit Collection No. Specify the direct debit collection that you want to post
payment receipt for.
General Journal Template Specify which general journal template to use for posting
the payment receipt, such as the template for cash
receipts.
General Journal Batch Name Specify which general journal batch to use for posting
the payment receipt.
Create Journal Only Select this check box if you do not want to post the
payment receipt when you choose the OK button. The
payment receipt will be prepared in the specified journal
and will not be posted until someone posts the journal
lines in question.
See Also
Managing Receivables
Service Management
Block Vendors
4/1/2021 • 2 minutes to read • Edit Online
You can block a vendor, for example because of insolvency, so that the vendor cannot be added to purchase
documents or so that no payments can be posted for the vendor.
The following table describes the options for blocking vendors.
O P T IO N DESC RIP T IO N
To block a vendor
1. Choose the icon, enter Vendors , and then choose the related link.
2. Select the vendor that you want to block.
3. In the Blocked field, choose one of the options for blocking.
See Also
Register New Vendors
Making Payments
Managing Payables
Use Item Charges to Account for Additional Trade
Costs
4/1/2021 • 4 minutes to read • Edit Online
To ensure correct valuation, your inventory items must carry any added costs, such as freight, physical handling,
insurance, and transportation that you incur when purchasing or selling the items. For purchases, the landed
cost of a purchased item consists of the vendor's purchase price and all additional direct item charges that can
be assigned to individual receipts or return shipments. For sales, knowing the cost of shipping sold items can be
as vital to your company as knowing the landed cost of purchased items.
In addition to recording the added cost in you inventory value, you can use the Item Charges feature for the
following:
Identify the landed cost of an item for making more accurate decisions on how to optimize the distribution
network.
Break down the unit cost or unit price of an item for analysis purposes.
include purchase allowances into the unit cost and sales allowances into the unit price.
Before you can assign item charges, you must set up item charge numbers for the different types of item
charges, including to which G/L accounts costs related to sales, purchases, and inventory adjustments are
posted to. An item charge number contains a combination of general product posting group, tax group code,
VAT product posting group, and item charge. When you enter the item charge number on a purchase or sales
document, the relevant G/L account is retrieved based on the setup of the item charge number and the
information on the document.
For both purchase and sales documents, you can assign an item charge in two ways:
On the document where the items that the item charge relates to are listed. This you typically do for
documents that are not yet fully posted.
On a separate invoice by linking the item charge to a posted receipt or shipment where the items that the
item charge relate to are listed.
NOTE
You can assign item charges to orders, invoices, and credit memos, for both sales and purchases. The following procedures
describe how to work with item charges for a purchase invoice. The steps are similar for all other purchase and sales
documents.
Example
This video shows how to handle an additional shipping cost as part of inventory costing.
To assign an item charge directly to the purchase invoice for the item
If you know the item charge at the time when you post a purchase invoice for the item, follow this procedure.
1. Choose the icon, enter Purchase Invoices , and then choose the related link.
2. Create a new purchase invoice. For more information, see Record Purchases.
3. Make sure the purchase invoice has one or more lines of type Item.
4. On a new line, in the Type field, select Charge (Item) .
5. In the Quantity field, enter the units of the item charge that you have been invoiced for.
6. In the Direct Unit Cost field, enter the amount of the item charge.
7. Fill in the remaining fields as necessary. Hover over a field to read a short description.
In the following steps, you will perform the actual assignment. Until the item charge is fully assigned, the
value in the Qty. to Assign field is in red font.
8. On the Lines tab, choose the Item Charge Assignment action.
The Item Charge Assignment page opens showing one line for each line of type Item on the purchase
invoice. To assign the item charge to one or more invoice lines, you can use a function that assigns and
distributes it for you or you can manually fill in the Qty. to Assign field. The following steps describe
how to use the Suggest Item Charge Assignment function.
9. On the Item Charge Assignment page, choose the Suggest Item Charge Assignment action.
10. If there are more than one invoice lines of type Item, choose one of the four distribution options.
It the item charge is fully assigned, the value in the Qty. to Assign field on the purchase invoice is zero.
The item charge is now assigned to the purchase invoice. When you post the receipt of the purchase invoice, the
items' inventory values are updated with the cost of the item charge.
See Also
Managing Payables
Record Purchases
Invoice Sales
Working with Business Central
Work with Payment Tolerances and Payment
Discount Tolerances
4/1/2021 • 13 minutes to read • Edit Online
You can set up a payment tolerance to close an invoice when the payment does not fully cover the amount on
the invoice. For example, payment tolerances are typically for small amounts that would cost more to correct
than to just accept. You can set up a payment discount tolerance to grant a payment discount after the payment
discount date has passed.
You can use payment tolerances so that every outstanding amount has a set maximum allowed payment
tolerance. If the payment tolerance is met, then the payment amount is analyzed. If the payment amount is an
underpayment, then the outstanding amount is fully closed by the underpayment. A detailed ledger entry is
posted to the payment entry so that no remaining amount is left on the applied invoice entry. If the payment
amount is an overpayment, then a new detailed ledger entry is posted to the payment entry so that no
remaining amount is left on the payment entry.
You can use payment discount tolerances so that if you accept a payment discount after the payment discount
date, then it is always posted to either the payment discount account or a payment tolerance account.
NOTE
Enabling the warning message will let choose how to process payments that are within tolerance. If you do not enable the
message, and a tolerance level is specified, invoices with amounts that are within tolerance will be automatically closed
and you cannot choose to leave the remaining amount.
To set up tolerances
Tolerance on days and amounts allows you to close an invoice even though the payment does not fully cover the
amount on the invoice, whether this is because the due date for the payment discount has been exceeded, goods
have been deducted or because of a minor error. This also applies to refunds and credit memos.
To set up tolerance you have to set up various tolerance accounts, specify both payment discount tolerance and
payment tolerance posting methods and then run the Change Payment Tolerance batch job.
1. Choose the icon, enter General Posting Setup , and then choose the related link.
2. On the General Posting Setup page, set up a debit and a credit sales payment tolerance account and a
debit and a credit purchase payment tolerance account.
3. Choose the icon, enter Customer Posting Groups , and then choose the related link.
4. On the Customer Posting Groups page, set up a debit and a credit payment tolerance account. For more
information, see Setting Up Posting Groups.
5. Choose the icon, enter Vendor Posting Setup , and then choose the related link.
6. On the Vendor Posting Groups page, set up a debit and a credit payment tolerance account.
7. Choose the icon, enter General Ledger Setup , and then choose the related link.
8. Open the General Ledger Setup page.
9. On the Application FastTab, fill in the Pmt. Disc. Tolerance Posting , Payment Discount Grace Period
and Payment Tolerance Posting fields.
10. Choose the Change Payment Tolerance action.
11. On the Change Payment Tolerance page, fill in the Payment Tolerance % and Max Payment Tolerance
Amount fields, and then choose the OK button.
IMPORTANT
You have now set up tolerance for local currency only. If you want Business Central to handle tolerance on payments,
credit memos, and refunds in a foreign currency, you must run the Change Payment Tolerance batch job with a value
in the Currency Code field.
NOTE
If you want to get a payment tolerance warning every time that you post an application in the tolerance, you must
activate the payment tolerance warning. For more information, see To enable or disable payment tolerance warning
section.
To deactivate tolerance for a customer or vendor, you must block tolerances on the relevant customer or vendor card. For
more information, see To block payment tolerance for customers.
When you set up tolerance, Business Central also checks if there are any open entries and calculates the tolerance for
these entries.
NOTE
If the customer or vendor has open entries, you must first remove payment tolerance from entries that are currently
open.
ALL
P M T. EN T RI P M T.
MAX P M T. DISC . PAY M TO L ER ES DISC . P M T.
P M T. P M T. DISC . TO L . EN T ANCE C LO SE TO L . TO L .
— IN V. DISC . TO L . DAT E DAT E DAT E P M T. TYPE D GL / C L G/ L
(1) If payment falls in these ranges, all application entries can be closed with or without tolerance.
(2) If payment falls in these ranges, all application entries cannot be closed even with tolerance.
(2) Payment Date is between 01/16/03 and 01/20/03 (Scenarios 4-9)
Remaining Amount per
Normal Application Rules
(1) If payment falls in these ranges, all application entries can be closed with or without tolerance.
(2) If payment falls in these ranges, all application entries cannot be closed even with tolerance.
(3) Payment Date is after 01/20/03 (Scenarios 10-15)
Remaining Amount per
Normal Application Rules
(1) If payment falls in these ranges, all application entries can be closed with or without tolerance.
(2) If payment falls in these ranges, all application entries cannot be closed even with tolerance.
(1) If payment falls in these ranges, all application entries can be closed with or without tolerance.
(2) If payment falls in these ranges, all application entries cannot be closed even with tolerance.
(2) Payment Date is between 01/16/03 and 01/17/03 (Scenarios 4-9)
Remaining Amount per
Normal Application Rules
(1) If payment falls in these ranges, all application entries can be closed with or without tolerance.
(2) If payment falls in these ranges, all application entries cannot be closed even with tolerance.
(3) Payment Date is between 01/18/03 and 01/20/03 (Scenarios 10-21)
Remaining Amount per
Normal Application Rules
(1) If payment falls in these ranges, all application entries can be closed with or without tolerance.
(2) If payment falls in these ranges, all application entries cannot be closed even with tolerance.
(4) Payment Date is between 01/21/03 and 01/22/03 (Scenarios 22-27)
Remaining Amount per
Normal Application Rules
(1) If payment falls in these ranges, all application entries can be closed with or without tolerance.
(2) If payment falls in these ranges, all application entries cannot be closed even with tolerance.
(5) Payment Date is after 01/22/03 (Scenarios 28-30)
Remaining Amount per
Normal Application Rules
(1) If payment falls in these ranges, all application entries can be closed with or without tolerance.
(2) If payment falls in these ranges, all application entries cannot be closed even with tolerance.
See Also
Finance
Setting Up Finance
Managing Receivables
Working with Business Central
The Late Payment Prediction Extension
4/1/2021 • 5 minutes to read • Edit Online
Effectively managing receivables is important to the overall financial health of a business. The Late Payment
Prediction extension can help you reduce outstanding receivables and fine-tune your collections strategy by
predicting whether sales invoices will be paid on time. For example, if a payment is predicted to be late, you
might decide to adjust the terms of payment or the payment method for the customer.
Getting Started
When you open a posted sales document, a notification will display at the top of the page. To use the Late
Payment Prediction Extension you can opt in by choosing Enable in the notification. Alternatively, you can set up
the extension manually. For example, if you regret dismissing the notification.
To enable the extension manually, follow these steps:
1. Choose the icon, enter Late Payment Prediction Setup , and then choose the related link.
2. Fill in the fields as necessary.
NOTE
If you decide to enable the extension manually, be aware that Business Central will not allow you to do so if the quality of
the model is low. The quality of the model indicates how accurate the model's predictions are likely to be. Several factors
can impact the quality of a model. For example, there might not have been enough data, or the data did not contain
enough variation. You can view the quality of the model you are currently using on the Late Payment Prediction
Setup page. You can also specify a minimum threshold for the model quality.
TIP
The Customer Ledger Entries page also shows a FactBox on the right. While you are reviewing predictions, the information
in the Customer Details section can be helpful. When you choose the invoice in the list, the section shows information
about the customer. It also lets you take immediate action. For example, if a customer frequently misplaces their wallet,
you can open the Customer card from the FactBox and block the customer for future sales.
Design details
Microsoft deploys and operates number of predictive web services in all regions where Business Central is
available. Access to these web services is included in your Business Central subscription. For more information,
see the Microsoft Dynamics 365 Business Central Licensing Guide. The guide is available for download on the
Business Central website.
The web-services work in three modes:
Train model. The web service trains the model based on the provided dataset.
Evaluate model. The web service checks whether the model returns reliable data for the provided dataset.
Predict. Web-service applies the model to the provided dataset to make a prediction.
These web-services are stateless, meaning they use data only to calculate predictions on demand. They do not
store data.
NOTE
You can use your own predictive web service instead of ours. For more information, see Create and use your own
predictive web service late payment prediction.
NOTE
The information about the customer is not included in the dataset.
NOTE
We use a bit of your compute time each week when we evaluate and re-train the model.
Business Central runs training and evaluation automalically when there are enough paid and late invoices are
available, however you can run it manually whenever you want.
To train and use your model
1. Choose the icon, enter Late Payment Prediction Setup , and then choose the related link.
2. In the Selected Model field, choose My Model .
3. Choose the Create My Model action, to train model on your data.
Create and use your own predictive web service for late payment
prediction
You can also create your own predictive web service based on a public model named Prediction Experiment
for Dynamics 365 Business Central . This predictive model is available online in the Azure AI Gallery. To use
the model, follow these steps:
1. Open a browser and go to the Azure AI Gallery.
2. Search for Prediction Experiment for Dynamics 365 Business Central , and then open the model in
Azure Machine Learning Studio.
3. Use your Microsoft account to sign up for a workspace, and then copy the model.
4. Run the model, and publish it as a web service.
5. Make a note of the API URL and API key. You will use these credentials for a cash flow setup.
6. Choose the icon, enter Late Payment Prediction Setup , and then choose the related link.
7. Choose the Use My Azure Subscription check box.
8. On the My Model Credentials FastTab, enter the API URL and API key for your model. .
See Also
Azure Machine Learning Studio Documentation
Customizing Business Central Using Extensions
Welcome to Dynamics 365 Business Central
Invoicing Prepayments
4/1/2021 • 2 minutes to read • Edit Online
Prepayments are payments that are invoiced and posted to a sales or purchase prepayment order before final
invoicing. You might require a deposit before you manufacture items to order, or you might require payment
before you ship items to a customer. The prepayments functionality enables you to invoice and collect deposits
required from customers or to remit deposits to vendors. Thus, you can ensure that all payments are posted
against an invoice.
Prepayment requirements can be defined for a customer or vendor for all items or selected items. After you
complete the required setup, you can generate prepayment invoices from sales and purchase orders for the
calculated prepayment amount. You can change the amounts on the invoice as needed. For example, you can
specify a total amount for the entire order. You can also send additional prepayment invoices if, for example,
additional items are added to the order. You can increase quantities or add new lines to an order after issuing a
prepayment, and then you can post another prepayment invoice. If you want to delete a line for which a
prepayment has already been invoiced, you must issue a prepayment credit memo before you can delete the
line.
The following table describes a sequence of tasks, with links to the topics that describe them.
TO SEE
Set up prepayment posting groups and number series, and Set Up Prepayments
set up default prepayment percentages for customers,
vendors, and items.
Create an order, adjust the prepayment amounts, and issue Create Prepayment Invoices
an invoice for prepayment amounts.
If you require your customers to submit payment before you ship an order to them, or if your vendor requires
you to submit payment before they ship an order to you, you can use the Prepayment functionality. The
functionality enables you to invoice and collect deposits required from customers or to remit deposits to
vendors, and to ensure that all partial payments are posted against an invoice. For more information, see Create
Prepayment Invoices.
Before you can post prepayment invoices, you have to set up the posting accounts in the general ledger, and you
have to set up number series for prepayment documents. You must specify an account for prepayments related
to sales and an account for prepayments related to purchasing. You can specify the same posting accounts to be
used for all prepayments related to all general business posting groups or general product posting groups, or
you can specify specific accounts for specific posting groups for sales and purchasing, respectively. This depends
on your company's requirements for tracking prepayments.
You can define the percentage of the line amount that will be invoiced for prepayment, for a customer or vendor,
for all items or selected items. After you complete the setup, you can generate prepayment invoices from sales
and purchase orders. You can use the default percentages for each sales or purchase line, or you can change the
amounts on the invoice as needed. For example, you can specify a total amount for the entire order.
NOTE
We recommend that you do not use a prepayment percentage of 100% in the following cases:
If you are located in North America. Due to how taxes are calculated, a prepayment percentage of 100% can lead to
issues with prepayment invoices.
In all regions, if you manually deduct a payment discount from the invoice. A prepayment percentage of 100% will not
automatically leave an amount from which to deduct the discount.
Because the prepaid amount belongs to the buyer until they have received the goods or services, you need to
set up general ledger accounts to hold the prepayment amounts until the final invoice is posted. Sales
prepayments must be recorded in a liabilities account until the items are shipped. Purchase prepayments must
be recorded in an assets account until the items are received. In addition, you must set up a separate general
ledger account for each VAT identifier.
IMPORTANT
Depending on your country or region, additional setup may be required. For more information, see the list of related
articles in the See Also section.
If you have not already set up general ledger accounts for prepayments, you can open the G/L Account List
page from the relevant account field.
NOTE
You can use the same number series for prepayment invoices and regular invoices, or you can use different number series.
If you use different series, they must not overlap because there must not be any numbers that exist in both series.
See Also
Invoicing Prepayments
Walkthrough: Setting Up and Invoicing Sales Prepayments
Calculate Goods and Services Tax on Prepayments in Australia
Calculate Goods and Services Tax on Prepayments in New Zealand
Understanding the General Ledger and the COA
Finance
Working with Business Central
Create Prepayment Invoices
4/1/2021 • 3 minutes to read • Edit Online
If you require your customers to submit payment before you ship an order to them, you can use the
prepayment functionality. The same applies if your vendor requires you to submit payment before they ship an
order to you.
You can start the prepayment process when you create a sales or purchase order. If you have a default
prepayment percentage for this customer or vendor, that will be included automatically in the resulting
prepayment invoice. You can also specify a prepayment percentage to the entire document.
After you create a sales or purchase order, you can create a prepayment invoice. You can use the default
percentages for each sales or purchase line, or you can adjust the amount as necessary. For example, you can
specify a total amount for the entire order.
The following procedure describes how to invoice a prepayment for a sales order. The steps are similar for
purchase orders.
NOTE
If you are located in North America, you cannot change the prepayment percentage after the prepayment invoice has
been posted. This is prevented in the North American version of Business Central because the calculation of sales tax will
otherwise be incorrect.
When you are ready to post the rest of the invoice, post it as you would post any invoice, and the prepayment
amount will automatically be deducted from the amount due.
See Also
Invoicing Prepayments
Walkthrough: Setting Up and Invoicing Sales Prepayments
Finance
Working with Business Central
Correct Prepayments
4/1/2021 • 2 minutes to read • Edit Online
You can make a correction to an order after you have posted a prepayment invoice for the order. You can add
new lines to an order after issuing a prepayment, and then you can post another prepayment invoice, but you
cannot delete a line from an order after a prepayment has been invoiced for the line.
TIP
If you have posted a prepayment invoice for a sales invoice that you then correct or cancel, you must correct or cancel the
prepayment as well.
To correct a prepayment
The following procedure shows how to issue a prepayment credit memo to cancel all invoiced prepayments for
a sales order.
1. Choose the icon, enter Sales Orders , and then choose the related link.
2. Open the relevant sales order.
3. Choose the Prepayment action, and then choose the Post Prepayment Credit Memo action or the
Post and Print Prepmt. Cr. Memo action.
4. On the Sales Credit Memo page, proceed to correct the relevant entries, as for any sales credit memo.
For more information, see Process Sales Returns or Cancellations.
NOTE
To reduce the amount in the Line Amount field, you must first increase the prepayment percentage on the line
so that the value in the Prepmt. Line Amount field is not decreased below the value in the Prepmt. Amt. Inv.
field.
5. To make a prepayment invoice for any new lines in the sales credit memo, choose the Prepayment
action, and then choose the Post Prepayment Invoice action or the Post and Print Prepmt. Invoice
action.
6. To issue an additional prepayment invoice, increase the prepayment amount on one or more lines and
post the prepayment invoice. A new invoice will be created for the difference between the prepayment
amounts invoiced and the new prepayment amounts.
See Also
Invoicing Prepayments
Walkthrough: Setting Up and Invoicing Sales Prepayments
Finance
Working with Business Central
Reconciling Bank Accounts
4/1/2021 • 2 minutes to read • Edit Online
A bank reconciliation should be completed at regular intervals for all your bank accounts to ensure that the
company's cash records are correct. You do this by comparing and matching entries in your internal bank
accounts with bank transactions at your bank, and then posting the balances to your internal bank accounts to
make totals available to finance managers. Bank reconciliation is also a practical way to discover and resolve
missing payments and bookkeeping errors.
You can perform the task on the Bank Acc. Reconciliation page where you match (reconcile) bank statement
lines in the left-hand pane with your internal bank account ledger entries in the right-hand pane. Alternatively,
you can perform this task on the Payment Reconciliation Journal page as part of processing the payments
that are represented on a bank statement. On both pages, you can fill in the bank statement information by
importing a file or feed and you can use automatic matching suggestions.
NOTE
In the North American versions, you can also perform bank reconciliation on the Bank Rec. Worksheet page, which is
better suited for checks and deposits but does not offer import of bank statement files. To use this page instead of the
Bank Acc. Reconciliation page, deselect the Bank Recon. with Auto. Match field on the General Ledger Setup
page. For more information, see Reconcile Bank Accounts under United States Local Functionality.
Before you can manage your bank accounts within Business Central, you must set each bank account up as a
bank account card. In addition, you must set up electronic services that you may use for bank statement import
and payment file export. For more information, see Setting Up Banking.
The following table describes a sequence of tasks, with links to the topics that describe them.
TO SEE
Reconcile bank accounts as a separate task on the Bank Reconcile Bank Accounts
Acc. Reconciliation page.
Reconcile bank accounts in connection with payment Applying Payments Automatically and Reconciling Bank
processing on the Payment Reconciliation Journal page. Accounts
TIP
Use bank reconciliation to help verify that your books are up-to-date, and do not post the reconciliation until you are
satisfied with the reconciliation.
You perform bank reconciliation to make sure that your various business transactions and expenses are
reflected correctly in the company books. You do this by comparing and matching entries in your internal bank
accounts with bank transactions at your bank, and then posting the balances to your internal bank accounts to
make totals available to finance managers. Bank reconciliation is also a practical way to discover and resolve
missing payments and bookkeeping errors.
The following describes how to perform bank reconciliation with the Bank Acc. Reconciliation page.
TIP
You can also reconcile bank accounts on the Payment Reconciliation Journal page when you process payments. Any
open bank account ledger entries related to the applied customer or vendor ledger entries will be closed when you
choose the Post Payments and Reconcile Bank Account action. This automatically reconciles the bank account for
the payments that you post with the journal. For more information, see Applying Payments Automatically and Reconciling
Bank Accounts.
NOTE
In the North American versions, you can also perform this work on the Bank Rec. Worksheet page, which is better
suited for checks and deposits but does not offer import of bank statement files. To use this page instead of the Bank
Acc. Reconciliation page, deselect the Bank Recon. with Auto. Match field on the General Ledger Setup page.
For more information, see Reconciling Bank Accounts under United States Local Functionality.
The lines on the Bank Acc. Reconciliation page are divided into two panes. The Bank Statement Lines pane
shows either imported bank transactions or ledger entries with outstanding payments. The Bank Account
Ledger Entries pane shows the ledger entries in the internal bank account.
Reconciling bank transactions with internal bank entries is referred to as matching. You can choose to perform
matching automatically by using the Match Automatically function. Alternatively, you can manually select
lines in both panes to link each bank statement line to one or more related bank account ledger entries, and
then use the Match Manually function. The Applied check box is selected on lines where entries match. For
more information, see Set Up Rules for Automatic Application of Payments.
NOTE
If bank statement lines relate to check ledger entries, you cannot use the matching functions. Instead, you must choose
the Apply Entries action, and then select the relevant check ledger entry to match the bank statement line with.
When the value in the Total Balance field in the Bank Statement Lines pane equals the value in the Balance
To Reconcile field in the Bank Account Ledger Entries pane, you can choose the Post action. Any non-
matched bank account ledger entries will remain on the page, indicating some discrepancy that you should
resolve to reconcile the bank account.
Any lines that cannot be matched, indicated by a value in the Difference field, will remain on the Bank Acc.
Reconciliation page after posting. They represent some kind of discrepancy that you must resolve before you
can complete the bank account reconciliation. Typical business situations that may cause differences:
DIF F EREN C E REA SO N RESO L UT IO N
A transaction in the internal bank The bank transaction did not occur Make the missing money transaction
account is not on the bank statement. although a posting was made in (or prompt a debitor to make it), and
Business Central. then reimport the bank statement file
or enter the transaction manually.
A transaction on the bank statement A bank transaction was made without Create and post the missing entry. For
does not exist as a document or a corresponding posting in Business information on a quick way to initiate
journal line in Business Central. Central, for example a journal line this, see To create missing ledger
posting for an expense. entries to match bank transactions
with.
A transaction in the internal bank Information, such as the amount or Review the information, and then
account corresponds to a bank the customer name, was entered manually match the two. Optionally,
transaction but some information is differently in connection with the bank correct the information mismatch.
too different to give a match. transaction or the internal posting.
You must resolve the differences, for example by creating missing entries and correcting non-matching
information, or by making missing money transactions, until the bank account reconciliation is completed and
posted.
You can fill in the Bank Statement Lines pane on the Bank Acc. Reconciliation page in the following ways:
Automatically, by using the Impor t Bank Statement function to fill in the Bank Statement Lines pane
with bank transactions according to an imported file or stream provided by the bank.
Manually, by using the Suggest Lines function to fill in the Bank Statement Lines pane according to
invoices in Business Central that have outstanding payments.
TIP
You can also import bank statement files in comma or semicolon delimited format (.CSV). Use the Set up a bank
statement file format assisted setup to define bank statement import formats and attach the format to a bank
account. You can then use these formats when you import bank statements in the Bank Account Reconciliation page.
1. Choose the icon, enter Bank Account Reconciliation , and then choose the related link.
2. Choose the New action.
3. In the Bank Account No. field, select the relevant bank account. The bank account ledger entries that exist
on the bank account appear in the Bank Account Ledger Entries pane.
4. In the Statement Date field, enter the date of the statement from the bank.
5. In the Statement Ending Balance field, enter the balance of the statement from the bank.
6. If you have a bank statement file, choose the Impor t Bank Statement action.
7. Locate the file, and then choose the Open button to import the bank transactions into the Bank Statement
Lines pane on the Bank Acc. Reconciliation page.
To fill bank reconciliation lines with the Suggest Lines function
The Bank Statement Lines pane will be filled according to invoices in Business Central that have outstanding
payments.
1. On the Bank Acc. Reconciliation page, choose the Suggest Lines action.
2. In the Star ting Date field, enter the earliest posting date for the ledger entries to be reconciled.
3. In the Ending Date field, enter the latest posting date for the ledger entries to be reconciled.
4. Select the Include Checks check box to any suggest check ledger entries instead of the corresponding bank
account ledger entries.
5. Choose the OK button.
NOTE
In the North American version, to use the Undo feature for posted bank reconciliations and bank statements you must
turn on the Bank Recon. with Auto-Match toggle on the General Ledger Setup page. The Undo feature is not
available for bank statements posted from bank reconciliation worksheets.
TIP
Remember to set the appropriate Statement ending date (in this example, that is March 31), and edit the Balance Last
Statement field.
Example 2
You did bank reconciliations for January, February, June, and July. You discover that February was incorrect. Let's
assume it had statement number 100. As in the Example 1, you use the Undo and Change Statement No. actions
to change the statement number as in example #1 above and you can now redo February bank reconciliation.
After you post the corrected bank reconciliation for February, on the corresponding Bank Account card, the Last
Statement No. field will show 100 , and the Balance Last Statement field will show the ending balance for
the February statement.
If the next bank reconciliation you do is for March, Business Central will assign 101 as the statement number
and give it the correct Balance Last Statement .
If the next bank reconciliation you do is for August, consider changing the values in the Last Statement No.
and Balance Last Statement fields on the Bank Account card before you create the next bank reconciliation,
or use the Change Statement No. action and also change the value in the "Balance Last Statement" field on the
bank reconciliation page.
NOTE
The statement number is important when you do bank reconciliations with imported CAMT files that contain statement
numbers, or when you reconcile based on printed bank statements. If you just download a range of bank transactions
from your online bank, the statement number is usually not important.
The Balance Last Statement is kept on the bank account to minimize mistakes when doing bank reconciliations, but it's
also editable, allowing you to do your bank reconciliations in any order you want. This also means that if you undo a bank
statement, the new ending balance might not be the balance last statement on the next bank statement. There's no
feature that allows you to move a balance forward to all subsequent bank statements, so be aware of this when using
Undo.
You must regularly reconcile your bank, receivables, and payables accounts by applying payments recorded in
the bank to their related open (unpaid) invoices and credit memos or other open entries in Business Central.
You can perform this task on the Payment Reconciliation Journal page, for example, by importing a bank
statement file or feed to quickly register the payments. Payments are applied to open customer or vendor ledger
entries based on matches between payment text and entry information. You can review and change automatic
applications before you post the journal. You can choose to close any open bank account ledger entries related
to the applied ledger entries when you post the journal. The bank account is automatically reconciled when all
payments are applied.
The logic that governs how payment text is automatically matched with entry information is set up on the
Payment Application Rules page as a number of prioritized rules that you can edit.
You can also reconcile bank accounts without simultaneously applying payments. You perform this work on the
Bank Acc. Reconciliation page. For more information, see Reconcile Bank Accounts.
To import bank statements as a bank feed, you must first set up and enable the Envestnet Yodlee Bank Feed
service, and then link your bank accounts to the related online bank accounts. For more information, see Set Up
the Envestnet Yodlee Bank Feeds Service.
TIP
You can also import bank statement files in comma or semicolon delimited format (.CSV). Use the Set up a bank
statement file format assisted setup to define bank statement import formats and attach the format to a bank
account. You can then use these formats when you import bank statements in the Bank Account Reconciliation page.
Alternatively, you can use the AMC Banking 365 Fundamentals extension to convert a bank statement file, from
any format, to a data stream that you can import into Business Central. For more information, see Using the
AMC Banking 365 Fundamentals extension.
The following table describes a sequence of tasks, with links to the topics that describe them.
TO SEE
Apply payments to open customer or vendor ledger entries Reconcile Payments Using Automatic Application
by importing a bank statement, and reconcile the bank
account when all payments are applied.
Manually apply payments by viewing detailed information Review or Apply Payments After Automatic Application
about matched data and suggestions for candidate open
entries to apply payments to.
Resolve payments that cannot be applied automatically to Reconcile Payments that Cannot be Applied Automatically
their related open ledger entries. For example because the
amounts differ, or because a related ledger entry does not
exist.
TO SEE
Link text on payments to specific customer, vendor, or Map Text on Recurring Payments to Accounts for Automatic
general ledger accounts to always post recurring cash Reconciliation
receipts or expenses to those accounts when no documents
exist to apply to.
Set up the rules to govern how payments/bank transactions Set Up Rules for Automatic Application of Payments
should be automatically applied to their related open ledger
entries when you use the Apply Automatically function
on the Payment Reconciliation Journal page.
Your organization may consist of several companies, but might not have the equivalent number of accounting
and administrative teams. The Intercompany functionality lets you do business with your subsidiary and internal
partner organizations in the same way as you engage with your external vendors and customers. You enter
intercompany transaction information only once in the appropriate documents. You can use the functionality
you are already familiar with, such as receivables and payables management. Mapping facilities for the chart of
accounts and dimensions help ensure that information appears in the right places.
There are four main benefits to the Intercompany functionality:
Increased productivity as a result of time saved and simplified transactions
Minimized error potential with one-time entry of information and system-wide, automated updates
Complete audit trail and full visibility into business activities and transaction histories
Efficient, cost-effective transactions with affiliate and subsidiary companies
You are in full control of all transaction documents. For example, you can reject a document sent to you and, in
this way, Reverse Journal Postings and Undo Receipts/Shipments that were incorrect. Or, when making a
purchase from a partner or subsidiary company, you can update the purchase order as long as the selling
company has not shipped any goods.
When you enter a transaction, you do not need to specify the accounts for an individual set of books, but simply
give the identification of the partner company. The Intercompany functionality creates general journal lines that
result in the balancing of the books of both companies involved in a transaction. In receivables and payables,
you assign an intercompany partner code to any customer or vendor. From that moment on, all orders and
invoices generated pertaining to transactions with these companies will produce corresponding documents in
the partner company, resulting in correct balancing of the accounts.
After you set up business partners as customers and vendors in the system, and assign them intercompany
partner codes, it is possible to exchange intercompany purchase and sales documents, including items and item
charges. Business Central supports intercompany transactions between multiple databases, for example, in
different countries/regions, as well as multiple currencies, different charts of accounts, different dimensions, and
different item numbering.
NOTE
Not all types of data can be exchanged between companies in this way. Purchase invoices are not submitted to business
partners through intercompany processes. But sales invoices that are submitted through intercompany processes will be
created as purchase invoices in the receiving company.
Consolidating financial data may especially be relevant for intercompany processes. For more information, see
Consolidating Financial Data from Multiple Companies.
The following table describes a sequence of tasks, with links to the articles that describe them.
TO SEE
Use intercompany documents or journals to post Work with Intercompany Documents and Journals
transactions with your intercompany partners.
Organize and process incoming and outgoing transactions Manage the Intercompany Inbox and Outbox
that you exchange with your intercompany partners.
Use intercompany postings to distribute costs between Allocate Costs to Intercompany Partners
partner companies.
See Also
Finance
Setting Up Finance
Working with General Journals
Working with Business Central
To send a transaction (such as a sales journal line) from one company and have the corresponding transaction
(such as a purchase journal line) automatically created in the partner company, the companies involved must
agree on a common chart of accounts and set of dimensions for use on intercompany transactions. The
intercompany chart of accounts can be, for example, a simplified version of the parent company's chart of
accounts. Each company maps their full chart of accounts to the shared intercompany chart of accounts, and
each company maps their dimensions to the intercompany dimensions.
You must also set up an intercompany partner code for each partner company, which is agreed upon by all of
the companies, and then assign them to customer and vendor cards respectively by filling in the Intercompany
Par tner Code field.
If you create or receive intercompany lines with items, you can either use your own item numbers, or you can
set up your partner's item numbers for each relevant item, either in the Vendor Item No. field or in the
Common Item No. field on the item card. You can also use the Item Cross Reference function to map your
items' numbers to your intercompany partners descriptions of the items, open the card of each item, and then
choose the Cross References action to set up cross-references between your item descriptions and those of
the intercompany partner. For more information, see Use Item Cross References.
If you will make intercompany sales transactions that include resources, you must fill in the IC Par tner Purch.
G/L Acc. No. field on the resource card for each relevant resource. This is the number of the intercompany
general ledger account that the amount for this resource will be posted to in your partner's company. For more
information, see Set Up Resources.
NOTE
In Business Central online, you cannot use file locations to transfer transactions to your partners because Business Central
does not have access to your local network. Therefore, if you choose File Location in the Transfer Type field, the
Folder Path field is not available. Instead, the file will be downloaded to the Downloads folder on your computer. You
then send the file to someone in the partner company, for example, by email. For a more direct process, we recommend
that you choose Email instead.
NOTE
Each company in Business Central must map dimensions to intercompany dimensions for outgoing documents, and map
intercompany dimensions to their own dimensions for incoming documents. This mapping helps assure consistency
across the companies. For more information, see the To map intercompany dimensions to your company's dimensions
section.
If your company is the parent company and has the defining set of intercompany dimensions that your group
will use as a common reference, follow the To define the intercompany dimensions procedure.
If your company is a subsidiary company and you receive an XML file containing the intercompany dimensions
that your group will use as a common reference, follow the To import intercompany dimensions procedure.
To define the intercompany dimensions
1. Choose the icon, enter Intercompany Dimensions , and then choose the related link.
2. On the Intercompany Dimensions page, enter each dimension on a line on the page.
If your intercompany dimensions will be similar or identical to your company dimensions, you can fill on
the page automatically by using the Copy from Dimensions function, and then you can edit the
resulting lines.
3. To export the intercompany dimensions to an XML file for distribution to your partner companies, choose
the Expor t action.
4. Specify the file name and the location where you want to save the XML file, and then choose the Save
button.
To import the intercompany dimensions
When a file exists for the defining intercompany dimensions, intercompany partners can import it to make sure
they have the same dimensions.
1. Choose the icon, enter Intercompany Dimensions , and then choose the related link.
2. On the Intercompany Dimensions page, choose the Impor t action.
3. Specify the file name and location of the XML file, and then choose the Open button.
The lines on the Intercompany Dimensions page and the Intercompany Dimension Values page are
imported.
To map intercompany dimensions to your company's dimensions
When you have defined or imported the dimensions that you and your intercompany partners have agreed to
use, you must associate each of the intercompany dimensions with one of your company's dimensions, and vice
versa. On the Intercompany Dimensions page, you specify how intercompany dimensions on incoming
transactions will be translated into dimensions from your company's list of dimensions. On the Dimensions
page, you specify how your dimensions will be translated into intercompany dimensions on outgoing
transactions.
If any of the intercompany dimensions have the same code as the corresponding dimensions in your company's
list of dimensions, then you can have application automatically map the dimensions, then you can map the
accounts automatically.
In the following steps, you first map intercompany dimensions to dimensions for incoming documents in the
Intercompany Dimensions page. Then, you map dimensions to intercompany dimensions for outgoing
documents in the Dimensions page.
1. Choose the icon, enter Intercompany Dimensions , and then choose the related link.
2. On the Intercompany Dimensions page, select the lines that you want to automatically map, and then
choose the Map to Dim. with Same Code action.'
3. For each intercompany dimension that is not mapped automatically, fill in the Map-to Dimension Code
field.
You may have to add the field to your view. For more information, see Personalize Your Workspace.
4. Choose the Intercompany Dimension Values action.
5. On the Intercompany Dimension Values page, fill in the Map-to Dimension Value Code field.
Proceed to map dimensions to intercompany dimensions by performing similar steps.
6. Choose the icon, enter Dimensions , and then choose the related link.
7. On the Dimensions page, select the lines that you want to automatically map, and then choose the Map
to IC Dim. with Same Code action.
8. For each intercompany dimension that is not mapped automatically, fill in the Map-to IC Dimension
Value Code field.
9. Choose the Dimension Values action.
10. On the Dimension Values page, fill in the Map-to IC Dimension Value Code field.
See Also
Managing Intercompany Transactions
Finance
Setting Up Finance
Working with General Journals
Working with Business Central
Work with Intercompany Documents and Journals
4/1/2021 • 2 minutes to read • Edit Online
You use intercompany documents or journals to post transactions with your intercompany partners. When you
post an intercompany document or journal line in your company, a corresponding document or journal line is
created in your intercompany outbox that you can transfer to your partner. Your partner can then post the
corresponding transaction in their company, without having to re-enter the data.
For sales and purchase documents, the intercompany partner code on the involved customer or vendor ensures
that all orders and invoices generated pertaining to transactions with these companies will produce
corresponding documents in the partner company, resulting in correct balancing of the accounts.
For intercompany general journal lines, you do not need to specify the accounts for an individual set of books,
but simply give the identification of the partner company. Corresponding intercompany general journal lines are
then created in the partner company that result in the balancing of the books of both companies involved in a
transaction.
NOTE
If you do perform step 4, then the sales order will be moved to your intercompany outbox where you can send it later. For
more information, see Manage the Intercompany Inbox and Outbox.
See Also
Managing Intercompany Transactions
Finance
Setting Up Finance
Working with General Journals
Working with Business Central
Manage the Intercompany Inbox and Outbox
4/1/2021 • 4 minutes to read • Edit Online
All of the intercompany transactions that you receive electronically from your intercompany partners are listed
in the intercompany Inbox.
In that case, you can set the system up to bypass the inbox and outbox by selecting the Auto. Accept Transactions
check box on the Intercompany Par tner page and the Auto. Send Transactions check box on the Intercompany
Setup page respectively.
See Also
Managing Intercompany Transactions
Finance
Setting Up Finance
Working with General Journals
Working with Business Central
Allocate Costs to Intercompany Partners
4/1/2021 • 4 minutes to read • Edit Online
When you use intercompany postings to transfer documents between partner companies, the VAT-related
settings (primarily the VAT business posting group) assigned to the customer or vendor accounts (associated
with the intercompany Partner) control whether, and how, VAT is calculated and registered. You can also do cost
distributions directly from a purchase order to partner companies. For example, if you register a purchase
invoice from an external vendor and you want to distribute some or all of the costs to one or more
intercompany partners.
You can allocate costs can be to one or more intercompany partners using the following:
Intercompany General Journals - These journals are useful when a service is purchased. For example,
when a parent company hires a service to set up computer systems in two subsidiaries. The invoice is sent to
the parent company, but the costs are allocate to the intercompany partners. For more information, see Work
with Intercompany Documents and Journals.
Purchase orders and invoices - Using purchase documents is useful when the purchasing functions of, for
example, operating expenses, are centralized in one company and then allocated to the intercompany
partners.
NOTE
To complete these steps you must personalize the Purchase Invoice page by adding the IC Par tner Code , IC Par tner
Ref. Type , and IC Par tner fields. For more information, see To start personalizing a page through the Personalizing
banner.
1. Choose the icon, enter Purchase Invoice , and then choose the related link.
2. In the Type field, choose G/L Account .
G/L Account is the only option you can use to allocate costs.
3. In the No. field, choose the G/L account to post to.
4. In the IC Par tner Code field, choose the intercompany partner to allocate the cost to.
5. In the IC Par tner Ref. Type choose the G/L account to use for the allocation. This account will map the
expense to an account in the intercomany partner's chart of accounts.
6. In the Quantity field, specify the number of units to charge to the intercompany partner.
7. In the Direct Unit Cost Excl. VAT (or Incl. VAT) field, enter the cost per item to charge to the
intercompany partner.
8. Fill in the remaining fields as necessary. Hover over a field to read a short description.
9. To post the purchase order, choose Post .
NOTE
It is important to validate both the intercompany partner setup and the G/L account setup (for the expense account used
for the cost distribution) before you allocate costs to intercompany partners.
See Also
Set Up Intercompany
Managing Intercompany Transactions
Finance
Setting Up Finance
Working with General Journals
Working with Business Central
Accounting for Costs
4/1/2021 • 2 minutes to read • Edit Online
Cost accounting is used to help you understand the costs of running a business. To get started with cost
accounting, see the following topics.
TO SEE
Understand the terminology that is used in cost accounting. Terminology in Cost Accounting
Transfer general ledger entries to cost entries. Transferring and Posting Cost Entries
Cancel cost budget entries from the cost budget register. Deleting Cost Budget Entries
This topic defines the key terms that are used in cost accounting.
Key Terms
The following table shows definitions of the key terms in cost accounting.
T ERM DEF IN IT IO N
Allocation key The allocation key is the basis that is used to allocate costs.
It is typically a quantity, such as square meters occupied,
number of employees, or man-hours used. For example, two
departments, with 20 and 10 employees respectively, share
canteen costs. The costs are distributed between the
departments by using an allocation key that represents the
number of employees. Two thirds of the costs are allocated
to the first department, and one third of the costs are
allocated to the second department.
Allocation source The allocation source establishes which costs are allocated.
Allocations are defined in allocation source and allocation
target tables. Each allocation consists of an allocation source
and one or more allocation targets. For example, all costs for
the heating cost type, which is an allocation source, can be
allocated to the workshop, production, and sales cost
centers, which are three allocation targets.
Allocation target The allocation targets determine where the costs are
allocated. Allocations are defined in allocation source and
allocation target tables. Each allocation consists of an
allocation source and one or more allocation targets. For
example, all costs for the heating cost type, which is an
allocation source, can be allocated to the workshop,
production, and sales cost centers, which are three allocation
targets.
Cost type The chart of cost types has the same function as the chart of
accounts in the general ledger. They are often structured
similarly. Therefore it is possible to transfer the general
ledger chart of accounts to the chart of cost types and then
modify it. The chart of cost types can also be created from
scratch.
T ERM DEF IN IT IO N
Cost center Cost centers are most often departments and profit centers
that are largely responsible for company’s costs and income.
Cost centers can be synchronized with dimensions in the
general ledger. It is also possible to add new cost centers and
define their own sorting with subtotals.
Direct cost Direct costs are the costs that can be directly allocated to a
cost object, for example, material purchase for a specific
product.
Fixed cost Fixed costs are the costs that are not dependent on the level
of goods or services produced by the company. They tend to
be time-related, such as salary or rent being paid per month.
They are in contrast to variable costs, which are volume-
related, and are paid per quantity produced.
Indirect cost Indirect costs are not directly accountable to a cost object,
such as a particular function or product. Indirect costs may
be either fixed or variable. Indirect costs can be tax,
administration, personnel, and security costs and are also
known as overhead costs.
Static allocation Static allocations are based on a fixed set of values, for
example, the square meters used, or an established
allocation ratio, such as 5:2:4.
Operational cost Operational costs are the recurring expenses which are
related to the operation of a business, a device, and a
component.
T ERM DEF IN IT IO N
Step variable cost Step variable costs are costs that change dramatically at
certain points because they involve large purchases that
cannot be spread out over time. For example, one employee
can produce 100 tables in a month. The employee’s wage is
constant over a production range of 1 to 100 tables. If the
company wants to produce 110 tables, the company needs
two employees. So the cost will double.
Static weighting Costs are allocated according to allocation keys, which can
be modified by using a multiplier.
For example, two departments, with 20 and 10 employees
respectively, share canteen costs. The costs are distributed
between the departments by using an allocation key that
represents the number of employees that eat in the canteen.
In the first department, only 5 employees eat in the canteen,
so this department has a multiplier of 0.25. The basis for
allocation is 20 x 0.25 = 5. The total number of employees
that eat in the canteen is 15. One third of the costs are
allocated to the first department and two thirds of the costs
are allocated to the second department.
Variable cost Variable costs are expenses that change in proportion to the
activity of a business. Variable costs are the sum of marginal
costs over all units produced. Fixed costs and variable costs
make up the two components of total costs.
See Also
About Cost Accounting
Accounting for Costs
Working with Business Central
About Cost Accounting
4/1/2021 • 3 minutes to read • Edit Online
Cost accounting can help you understand the costs of running a business. Cost accounting information is
designed to analyze:
What types of costs that you incur when you run a business?
Where do the costs occur?
Who bears the costs?
In cost accounting, you allocate actual and budgeted costs of operations, departments, products, and projects to
analyze the profitability of your company.
Cost Allocations
Allocations move costs and revenues between cost types, cost centers, and cost objects. Overhead costs are first
posted to cost centers and later charged to cost objects. For example, this might be done in a sales department
that sells several products at the same time. Direct costs can be directly allocated to a cost object, such as a
material purchased for a specific product.
The allocation base that is used and the accuracy of the allocation definition have an influence on the results of
cost allocations. The allocation definition is used to allocate costs first from so-called pre-cost centers to main
cost centers and then from cost centers to cost objects.
Each allocation consists of an allocation source and one or more allocation targets. You can allocate actual values
or budgeted values by using the static allocation method that is based on a definite value, such as square
footage, or an established allocation ratio of 5:2:4. You can also allocate actual values or budgeted values by
using the dynamic allocation method with nine predefined allocation bases and 12 dynamic date ranges.
Cost Budgets
You can create as many cost budgets as you want. You can copy the cost budget to the general ledger budget
and vice versa. You can transfer budgeted costs as actual costs.
Cost Reporting
Most reports and statistics are based on the posted cost entries. You can set the sorting of the results and use
filters to define which data must be displayed. You can create reports for cost distribution analysis. In addition,
you can use the standard account schedules to define how your reports for the chart of cost types are displayed.
See Also
Accounting for Costs
Finance
Terminology in Cost Accounting
Working with Business Central
Setting Up Cost Accounting
4/1/2021 • 10 minutes to read • Edit Online
Before you start working with cost accounting, you must perform setup tasks.
IMPORTANT
The Register Cost Types in Char t of Accounts function updates the relationship between the chart of
accounts and the chart of cost types. The No. field is filled and verified to make sure that each general ledger
account is related to only one cost type. The function runs automatically before transferring general ledger entries
to cost accounting.
3. After you have created all cost types, choose the Indent Cost Types action. In the dialog box, choose the
Yes button.
4. Link the new cost type to the corresponding general ledger account.
IMPORTANT
If you have entered definitions in the Totaling fields for the line type of End-Total before you run the Indent
Cost Types function, then you must enter the definitions again because the function overwrites the values in all
End-Total fields.
REL AT IO N SH IP G/ L A C C O UN T RA N GE C O ST T Y P E N O.
One general ledger account for each One general ledger account One cost type
cost type
REL AT IO N SH IP G/ L A C C O UN T RA N GE C O ST T Y P E N O.
Several general ledger accounts for General ledger account range, for For each general ledger account in the
one cost type example, 7110..7193 for each general range, there is only one cost type
ledger account
NOTE
You can set up the Align Cost Center Dimension field to define a one-way synchronization of dimension
values from the general ledger to the chart of cost centers. You cannot define a synchronization of the chart of
cost centers to dimension values from the general ledger.
The chart of cost centers now contains all specified dimension values from the general ledger and includes titles
and subtotals.
To create new cost centers in the Chart of Cost Centers page
You can set up and maintain cost centers in either the Cost Center Card card or on the Char t of Cost
Centers page. In this procedure, you set up cost centers on the Char t of Cost Centers page.
1. Open the Char t of Cost Centers page in edit mode.
2. In the Code field, enter the cost center code. All cost centers must have a code.
3. In the Name field, enter the cost center name.
4. Choose the drop-down arrow in the Line Type field to specify the purpose of the cost center.
For cost centers of the Total type, you must fill in the Totaling field. Use the or operator, which is a
vertical line (| ) to set ranges of cost centers.
For cost centers of the End-Total line type, this field is filled in automatically when you use the indent
function.
5. Fill in the Sor ting Order and Cost Subtype fields.
6. Choose the next empty line to create a new cost center, and then repeat steps 2 through 5.
7. After you have set up all the cost centers, choose the Indent Cost Centers action. Choose the Yes
button.
IMPORTANT
If you have entered definitions in the Totaling fields for End-Total cost centers before you run the indent function, then
you must enter them again. The function overwrites the values in all End-Total fields.
NOTE
You can set up the Align Cost Object Dimension field to define a one-way synchronization of dimension
values from the general ledger to the chart of cost objects. You cannot define a synchronization of the chart of
cost objects to dimension values from the general ledger.
The chart of cost objects now contains all specified dimension values from the general ledger and includes titles
and subtotals.
To create new cost objects in the Chart of Cost Objects page
You can set up and maintain cost objects in either the Cost Object Card card or on the Char t of Cost
Objects page. In this procedure, you set up cost objects on the Char t of Cost Objects page.
1. Open the Char t of Cost Objects page in edit mode.
2. In the Code field, enter the cost object code. All cost objects must have a code.
3. In the Name field, enter the cost object name.
4. Choose the drop-down arrow in the Line Type field to specify the purpose of the cost object.
For cost objects of the Total line type, fill in the Total From/To field. Use the or operator, which is a
vertical line (| ), to set ranges of cost objects.
For cost objects of the End-Total line type, this field is filled in automatically when you use the indent
function.
5. Fill in the Sor ting Order field.
6. Chose the next empty line to create a new cost object, and then repeat steps 2 through 5.
7. After you have set up all the cost objects, choose the Indent Cost Objects action. Choose the Yes
button.
IMPORTANT
If you have entered definitions in the Total From/To fields for End-Total cost objects before you run the indent function,
then you must enter them again. The function overwrites the values in all End-Total fields.
DIM EN SIO N C O DE VA L UE P O ST IN G
Project No Code
T RA N SF ER TO C O ST C EN T ER P O ST IN G C O ST O B JEC T P O ST IN G
See Also
Accounting for Costs
Transferring and Posting Cost Entries
Defining and Allocating Costs
Working with Business Central
Transferring and Posting Cost Entries
4/1/2021 • 5 minutes to read • Edit Online
Before you define cost allocations, you must understand how cost entries come from the following sources:
Automatic transfer of general ledger entries.
Manual cost posting for pure cost entries, internal charges, and manual allocations.
Automatic allocation postings for actual costs.
Transfer of budget entries to actual.
Day General ledger entries with the same posting date are
transferred as one entry to the corresponding cost type.
Month All general ledger entries in the same calendar month are
transferred as one entry to the corresponding cost type.
IMPORTANT
If you have selected the Auto Transfer from G/L check box on the Cost Accounting Setup page, Business Central
updates the cost accounting after every posting in the general ledger. Combined entries are not possible.
See Also
About Cost Accounting
Setting Up Cost Accounting
Defining and Allocating Costs
Accounting for Costs
Defining and Allocating Costs
4/1/2021 • 7 minutes to read • Edit Online
Cost allocations move costs and revenues between cost types, cost centers, and cost objects. You can define as
many allocations as you need. Each allocation consists of:
An allocation source.
One or more allocation targets.
The allocation source establishes which costs must be allocated, and the allocation targets determine where the
costs must be allocated. For example, an allocation source can be the costs for the Electricity and Heating cost
type. You allocate all electricity and heating costs to three cost centers: Workshop, Production, and Sales. These
cost centers are your allocation targets.
For each allocation source, you define an allocation level, a validity period, and a variant as grouping identifier.
You can use a batch job to set filters to select allocation definitions and then run cost allocations automatically.
For each allocation target, you define an allocation base. The allocation base can be either static or dynamic.
Static allocation bases are based on a definite value, such as square footage or an established allocation ratio,
such as 5:2:4.
Dynamic allocation bases depend on changeable values, such as the number of employees in a cost center or
sales revenue of a cost object throughout a certain time period.
The following table describes a sequence of tasks, with links to the topics that describe them.
NOTE
Select the Blocked check box to deactivate the allocation setup.
To define the allocation source PROD cost center on the General FastTab
1. Choose the icon, enter Cost Allocation , and then choose the related link.
2. On the Cost Allocation page, choose the New action.
3. In the ID field, press Enter or enter an ID.
4. In the Level field, enter 1 .
5. In the Valid From and Valid To fields, enter appropriate dates.
6. In the Cost Center Code field, enter PROD .
7. In the Credit to Cost Type field, enter the cost type 9903 .
To define the allocation target cost objects on the Lines FastTab
1. On the first line, in the Target Cost Type field, enter 9903 .
2. On the first line, in the Target Cost Object field, select ACCESSO .
3. On the first line, in the Allocation Target Type field, select All Costs to define how all accrued costs are
allocated.
4. On the first line, in the Base field, select Static to use the static allocation method.
5. On the first line, in the Share field, enter the allocation ratio 5 .
6. On the second line, in the Target Cost Type field, enter 9903 .
7. On the second line, in the Target Cost Object field, select PAINT .
8. On the second line, in the Allocation Target Type field, select All Costs to define how all accrued costs are
allocated.
9. On the second line, in the Base field, select Static to use the static allocation method.
10. On the second line, in the Share field, enter the allocation ratio 2 .
11. On the third line, in the Target Cost Type field, enter 9903 .
12. On the third line, in the Target Cost Object field, select FITTINGS .
13. On the third line, in the Allocation Target Type field, select All Costs to define how all accrued costs are
allocated.
14. On the third line, in the Base field, select Static to use the static allocation method.
15. On the third line, in the Share field, enter the allocation ratio 4 .
IMPORTANT
Business Central automatically calculates the Percent field using a percentage rate that is dependent on all three
allocation ratios that are entered in the Share field for all three lines.
IMPORTANT
Business Central uses the previous years’ sales figures to calculate a share of 1596.50 LCY with 100 percent for the IT
EQUIPMENT packages. This means that all of the items sold last year will be allocated to the cost object IT EQUIPMENT.
See Also
Setting Up Cost Accounting
Transferring and Posting Cost Entries
Accounting for Costs
Terminology in Cost Accounting
About Cost Accounting
Creating Cost Budgets
4/1/2021 • 2 minutes to read • Edit Online
Budgeting in cost accounting resembles budgeting in the general ledger. A cost budget is created based on cost
types just as a budget for the general ledger is created based on general ledger accounts.
A cost budget is created for a certain period of time, for example, a fiscal year. You can create as many cost
budgets as needed. You can create a new cost budget manually, or by importing a cost budget, or by copying an
existing cost budget as the budget base. For more information, see Create G/L Budgets.
You use the following pages to create and analyze cost budgets. Choose the icon to find a page, and then read
the tooltip for each.
TO SEE
Transfer budgets from the general ledger. Copy G-L Budget to Cost Acctg. batch job
See cost budget registers and cost budget entries. Cost Budget Registers page
Print cost budget comparisons using various reports. Cost Acctg. Balance-Budget report
See Also
Accounting for Costs
Create G/L Budgets
Terminology in Cost Accounting
Defining and Allocating Costs
Working with Business Central
Delete Cost Budget Entries
4/1/2021 • 2 minutes to read • Edit Online
You use the Delete Cost Budget Entries batch job to cancel cost budget entries from the cost budget register.
To prevent any gaps in the cost budget entries and cost register entries, you cannot delete a single entry or a
batch of entries in the middle of the list of register entries.
To delete a cost budget entry
1. Choose the icon, enter Delete Cost Budget Entries , and then choose the related link.
The To Register No. field contains the last register entry number and cannot be changed.
You can use the From Register No. field to select a register entry number from which the deletion
should begin.
2. Choose the OK button to delete the selected cost budget entries.
NOTE
To avoid an accidental deletion of cost budget entries, you can close register entries by marking the lines as Closed in the
Closed field on the Cost Budget Registers page.
See Also
Accounting for Costs Creating Cost Budgets
Working with Business Central
Managing Inventory Costs
4/1/2021 • 2 minutes to read • Edit Online
Cost management, also referred to as “costing”, is concerned with recording and reporting business operating
costs. It includes the reporting of manufacturing costs and inventory costs, that is, the value of items.
Central principles to understand are that costing methods define how items are valued when they leave
inventory, that cost adjustment updates the cost of goods sold with related purchase costs posted after the sale,
and that inventory values must be posted to dedicated G/L accounts at regular intervals.
The following table describes a sequence of tasks, with links to the topics that describe them.
TO SEE
Ensure that you know the cost of shipped items by assigning Use Item Charges to Account for Additional Trade Costs
added item costs, such as freight, physical handling,
insurance, and transportation that you incur after selling.
Learn about all mechanisms in the costing system. Design Details: Inventory Costing
Read how inventory periods help a company to control Work with Inventory Periods
inventory value over time by defining shorter periods that
can be closed for posting as the fiscal year progresses.
Read why standard costs are often used by manufacturing About Calculating Standard Cost
companies as a valuation base for components and end
items.
Set up inventory periods, costing methods, and rounding Setting Up Inventory Valuation and Costing
methods.
Use special costing functions for every-day item transactions Handling Inventory and Manufacturing Costs
in the item operations.
View and manually change certain item application entries Remove and Reapply Item Ledger Entries
that are created automatically during inventory transactions.
TO SEE
Perform period-end control and reporting tasks, such Reconcile Inventory Costs with the General Ledger
calculate the value of inventory and post costs to the
general ledger.
See Also
Finance
Inventory
Sales
Purchasing
Working with Business Central
About Inventory Costing
4/1/2021 • 2 minutes to read • Edit Online
Managing inventory costs is concerned with recording and reporting business operating costs. It includes the
reporting of manufacturing costs and inventory costs, that is, the value of items.
Central principles to understand are that costing methods define how items are valued when they leave
inventory, that cost adjustment updates the cost of goods sold with related purchase costs posted after the sale,
and that inventory values must be posted to dedicated G/L accounts at regular intervals.
The following table describes a sequence of tasks, with links to the topics that describe them.
TO SEE
Distinguish the five different costing methods and their Design Details: Costing Methods
effect on cost flows.
Learn how item application entries dynamically link Design Details: Item Application
inventory decreases with increases to keep control of cost
flows.
Learn how an item's unit cost is continuously updated with Design Details: Cost Adjustment
the cost of its latest transaction according to the item's
costing method.
Learn how an item's average cost is dynamically calculated Design Details: Average Cost
according to the selected average cost period.
Distinguish expected cost (not yet invoiced) from actual cost Design Details: Expected Cost Posting
and learn how it is managed in the general ledger.
Understand the cost adjustment mechanism, which ensures Design Details: Cost Adjustment
that costs are brought forward even if inventory
transactions happen in a random manner.
Read why standard costs are often used by manufacturing About Calculating Standard Cost
companies as a valuation base for components and end
items.
Understand how the value of inventory is reflected in the Reconcile Inventory Costs with the General Ledger
general ledger.
Learn how item charges, such as freight and insurance, can Use Item Charges to Account for Additional Trade Costs
assign additional cost components to an item's unit cost.
Read how inventory periods help a company to control Work with Inventory Periods
inventory value over time by defining shorter periods that
can be closed for posting as the fiscal year progresses.
Understand all mechanisms in the costing engine, including Design Details: Inventory Costing
what happens when you post assembly and production
transactions.
See Also
Managing Inventory Costs
Working with Business Central
Use Item Charges to Account for Additional Trade
Costs
4/1/2021 • 4 minutes to read • Edit Online
To ensure correct valuation, your inventory items must carry any added costs, such as freight, physical handling,
insurance, and transportation that you incur when purchasing or selling the items. For purchases, the landed
cost of a purchased item consists of the vendor's purchase price and all additional direct item charges that can
be assigned to individual receipts or return shipments. For sales, knowing the cost of shipping sold items can be
as vital to your company as knowing the landed cost of purchased items.
In addition to recording the added cost in you inventory value, you can use the Item Charges feature for the
following:
Identify the landed cost of an item for making more accurate decisions on how to optimize the distribution
network.
Break down the unit cost or unit price of an item for analysis purposes.
include purchase allowances into the unit cost and sales allowances into the unit price.
Before you can assign item charges, you must set up item charge numbers for the different types of item
charges, including to which G/L accounts costs related to sales, purchases, and inventory adjustments are
posted to. An item charge number contains a combination of general product posting group, tax group code,
VAT product posting group, and item charge. When you enter the item charge number on a purchase or sales
document, the relevant G/L account is retrieved based on the setup of the item charge number and the
information on the document.
For both purchase and sales documents, you can assign an item charge in two ways:
On the document where the items that the item charge relates to are listed. This you typically do for
documents that are not yet fully posted.
On a separate invoice by linking the item charge to a posted receipt or shipment where the items that the
item charge relate to are listed.
NOTE
You can assign item charges to orders, invoices, and credit memos, for both sales and purchases. The following procedures
describe how to work with item charges for a purchase invoice. The steps are similar for all other purchase and sales
documents.
Example
This video shows how to handle an additional shipping cost as part of inventory costing.
To assign an item charge directly to the purchase invoice for the item
If you know the item charge at the time when you post a purchase invoice for the item, follow this procedure.
1. Choose the icon, enter Purchase Invoices , and then choose the related link.
2. Create a new purchase invoice. For more information, see Record Purchases.
3. Make sure the purchase invoice has one or more lines of type Item.
4. On a new line, in the Type field, select Charge (Item) .
5. In the Quantity field, enter the units of the item charge that you have been invoiced for.
6. In the Direct Unit Cost field, enter the amount of the item charge.
7. Fill in the remaining fields as necessary. Hover over a field to read a short description.
In the following steps, you will perform the actual assignment. Until the item charge is fully assigned, the
value in the Qty. to Assign field is in red font.
8. On the Lines tab, choose the Item Charge Assignment action.
The Item Charge Assignment page opens showing one line for each line of type Item on the purchase
invoice. To assign the item charge to one or more invoice lines, you can use a function that assigns and
distributes it for you or you can manually fill in the Qty. to Assign field. The following steps describe
how to use the Suggest Item Charge Assignment function.
9. On the Item Charge Assignment page, choose the Suggest Item Charge Assignment action.
10. If there are more than one invoice lines of type Item, choose one of the four distribution options.
It the item charge is fully assigned, the value in the Qty. to Assign field on the purchase invoice is zero.
The item charge is now assigned to the purchase invoice. When you post the receipt of the purchase invoice, the
items' inventory values are updated with the cost of the item charge.
See Also
Managing Payables
Record Purchases
Invoice Sales
Working with Business Central
About Calculating Standard Cost
4/1/2021 • 6 minutes to read • Edit Online
Many manufacturing companies select a valuation base of standard cost. This also applies to companies that
perform light manufacturing, such as assembly and kitting. A standard cost system determines inventory unit
cost based on some reasonable historical or expected cost. Studies of past and estimated future cost data can
then provide the basis for standard costs. These costs are frozen until a decision is made to change them. The
actual cost to produce a product may differ from the estimated standard costs. For management control, the
actual cost is compared to the standard cost for a specific item and differences, or variances, are identified and
analyzed.
Standard costs can be maintained for items that are replenished through purchase, assembly, and production.
For each replenishment method, standard costs can consist of the following elements.
Assembly Direct material cost, direct or fixed labor cost, and overhead
cost.
Prod. Order Direct material cost, labor cost, subcontractor cost, and
overhead cost.
C O ST C A L C UL AT IO N B A SIS M AT ERIA L C O ST C A L C UL AT IO N
Single level Produced item is equal to the total cost of all purchased or
subassembled items on that item's production BOM.
Rolled-up level or multilevel Produced item is the sum of the material cost for all
subassemblies on that item's BOM and the cost of all
purchased items on that item's production BOM.
Capacity Costs
Capacity costs are the costs that are associated with internal labor and machine costs. You must set up these
costs for each resource (in assembly management) and work or machine center on the routing (in production).
As with materials, you can identify both direct and indirect elements of capacity cost. For example, the direct cost
for a work center may be the established shop rate to perform a specific function. The indirect cost for a work
center may represent some general factory expenses, such as lighting, heating, and so on. As with material costs,
you can express capacity overhead as an indirect cost percentage or a fixed overhead rate.
The setup of the capacity costs of assembled items consists of the following elements:
Direct and indirect unit cost of the resource.
Fixed or direct resource usage type.
The setup of the capacity costs of produced items consists of the following elements:
Direct and indirect unit cost of the machine or work center.
Time and lot size setup.
To calculate standard capacity cost, you have to establish the standard time rates that are required to perform
operations on machine and work centers. The total time to complete an operation typically consists of setup, run
time, and wait and move time.
You set up the rates for each time type for each machine or work center on an individual routing.
NOTE
While run time rates apply for each item unit that is produced, the setup time rates apply for each lot. Therefore, you
must prorate the routing setup time for each operation over the lot size. You specify the lot size in the corresponding field
on the Ordering FastTab of the item card.
To specify setup time on the routing for planning but not include this expense in the standard cost calculation,
clear the Cost Incl. Setup field on the Manufacturing Setup page.
On a single-level basis, this is the labor cost that is required to produce the finished production item and is
specified on the production item's routing. On a multi-level basis, this is the capacity cost that is specified for
each individually produced item that is included in the parent item's BOM.
Subcontractor Costs
Subcontractor costs are the costs that are associated with services that are provided by a company's outside
vendors or subcontractors. Similar to material and capacity, subcontractor costs can consist of both direct and
overhead amounts. Direct subcontractor cost represents the actual charge for each unit of services that is
provided. For example, overhead subcontractor cost can represent freight and handling costs that are incurred
by the company with a subcontracted order.
Because subcontracting is an outsourced capacity, you set up the cost of both direct and indirect subcontracting
services on the work center card that represents the subcontracting operation.
See Also
Design Details: Costing Methods
Work with Bills of Material
Update Standard Costs
Design Details: Inventory Costing
Design Details: Inventory Costing
6/9/2021 • 2 minutes to read • Edit Online
This documentation provides detailed technical insight to the concepts and principles that are used within the
Inventory Costing features in Business Central.
Inventory costing, also referred to as cost management, is concerned with recording and reporting business
operating costs.
In This Section
Design Details: Costing Methods
Design Details: Item Application
Design Details: Known Item Application Issue
Design Details: Cost Adjustment
Design Details: Posting Date on Adjustment Value Entry
Design Details: Expected Cost Posting
Design Details: Average Cost
Design Details: Variance
Design Details: Rounding
Design Details: Cost Components
Design Details: Inventory Periods
Design Details: Inventory Posting
Design Details: Production Order Posting
Design Details: Assembly Order Posting
Design Details: Reconciliation with the General Ledger
Design Details: Accounts in the General Ledger
Design Details: Inventory Valuation
Design Details: Revaluation
Work with Inventory Periods
4/1/2021 • 2 minutes to read • Edit Online
Inventory periods define a period of time in which you can post changes to inventory. An inventory period is
defined by the date on which it ends, or the ending date. When you close an inventory period, you cannot post
any changes to inventory, either expected or invoiced, before this ending date. You cannot post any new values
to inventory before the ending date. If you have open item entries in the closed period, meaning positive
quantities that have not yet been applied to outbound transactions, you can still apply outbound quantities to
these entries, even if the period is closed.
The following sections describe how to:
Create inventory periods.
Close inventory periods.
Reopen inventory periods.
See Also
Design Details: Inventory Periods
Finance
Inventory
Working with Financials
Setting Up Inventory Valuation and Costing
4/1/2021 • 2 minutes to read • Edit Online
To make sure that inventory costs are recorded correctly, you must set up various fields and pages before you
begin to make item transactions. Typically, businesses choose a specific costing method and apply that to
inventory items, for example, to help them track the value of items on stock.
TIP
For an introduction to costing in Business Central, see About Inventory Costing.
The following table describes a sequence of tasks, with links to the topics that describe them.
TO SEE
Specify a default costing method for the company to govern Set Up General Inventory Information
how incoming cost is used to assess inventory value and the
cost of goods sold.
Specify a costing method on individual items if they require a Register New Items
different costing method.
Ensure that the cost is automatically posted to the general Automatic Cost Posting field on the Inventor y Setup
ledger whenever an inventory transaction is posted. page
Ensure that expected costs are posted to the general ledger Expected Cost Posting to G/L field on the Inventor y
to see from the interim G/L accounts an estimate of the Setup page
amounts due and the cost of the traded items before they
are actually invoiced.
Set the system up to adjust for any cost changes Adjust Item Costs
automatically every time you post inventory transactions.
Define if the average cost is to be calculated per item only or Average Cost Calc. Type field on the Inventor y Setup
per item for each stockkeeping unit and for each variant of page
the item.
Select the period of time you would like application to use Average Cost Period field on the Inventor y Setup page
for calculating the weighted average cost of items that use
the average costing method.
Define inventory periods to control inventory value over Work with Inventory Periods
time by disallowing transaction posting in closed inventory
periods.
Ensure that sales returns are applied to the original Exact Cost Reversing Mandator y field on the Sales &
outbound transaction to preserve inventory value. Receivables page
Ensure that purchase returns are applied to the original Exact Cost Reversing Mandator y field on the
inbound transaction to preserve inventory value. Purchases & Payables page
TO SEE
Set up the rounding rules to apply when adjusting or Rounding Method page
suggesting item prices and when adjusting or suggesting
standard costs.
See Also
Managing Inventory Costs
Set Up General Inventory Information
Reconcile Inventory Costs with the General Ledger
Setup Best Practices: Costing Method
Design Details: Inventory Costing
Design Details: Change the Costing Method for Items
Working with Business Central
Finance
Revalue Inventory
4/1/2021 • 2 minutes to read • Edit Online
If you want to appreciate or depreciate an item or a specific item ledger entry, you must use the revaluation
journal.
To revalue inventory
1. Choose the icon, enter Revaluation Journal , and then choose the related link.
2. Choose the Calculate Inventor y Value action.
3. On the Calculate Inventor y Value page, fill in the fields as necessary. Hover over a field to read a short
description.
4. Choose the OK button.
5. On each line on the Revaluation Journal page, in the Unit Cost (Revalued) field, enter the new unit
cost. Alternatively, enter the new total amount in the Inventor y Value (Revalued) field.
The relevant fields are automatically updated. Note that the Amount field shows the actual change in
inventory value for the selected item ledger entry. It calculates the difference between the Inventor y
Value (Calculated) field and the Inventor y Value (Revalued) field.
6. When you have completed all lines in the revaluation journal, choose the Post action.
New value entries are now created to reflect the revaluations that you have posted. You can see the new values
on the respective item cards.
See Also
Design Details: Revaluation
Inventory
Sales
Purchasing
Working with Business Central
Adjust Item Costs
4/1/2021 • 5 minutes to read • Edit Online
The cost of an item (inventory value) that you purchase and later sell may change during its lifetime, for
example because a freight cost is added to its purchase cost after you have sold the item. Cost adjustment is
especially relevant in situations where you sell goods before you invoice the purchase of those goods. To always
know the correct inventory value, item costs must therefore regularly be adjusted. This ensures that sales and
profit statistics are up to date and that financial KPIs are correct. For more information, see Design Details: Cost
Adjustment.
As a rule, the value in the Unit Cost field on the item card is based on the standard cost for items with costing
method standard. For items with all other costing methods, it is based on the calculation of the inventory
available (invoiced costs and expected costs) divided by the quantity on hand. For more information, see
Understanding Unit Cost Calculation.
In Business Central, item costs are automatically adjusted every time that an inventory transaction occurs, such
as when posting a purchase invoice for an item.
You can also use a function to manually adjust the costs of one or more items. This is useful, for example, when
you know that item costs have changed for other reasons than item transactions.
Item costs are adjusted by the FIFO or the Average costing method, depending on your selection in the Set Up
My Company assisted setup guide or in the Costing Method field on the item card. For more information,
see Register New Items.
If you use the FIFO costing method, then an item’s unit cost is the actual value of any receipt of the item.
Inventory is valuated with the assumption that the first items placed in inventory are sold first.
If you use the Average costing method, then an item’s unit cost is calculated as the average unit cost at each
point in time after a purchase. Inventory is valuated with the assumption that all inventories are sold
simultaneously. For items that use this costing method, you can choose the Unit Cost field on the item card to
view the history of transactions that the average cost is calculated from
The cost adjustment function processes only value entries that have not yet been adjusted. If the function
encounters a situation where changed inbound costs need to be forwarded to associated outbound entries, then
new adjustment value entries are created, which are based on the information in the original value entries but
contain the adjustment amount. The cost adjustment function uses the posting date of the original value entry in
the adjustment entry, unless that date is in a closed inventory period. In that case, application uses the starting
date of the next open inventory period. If inventory periods are not used, then the date in the Allow Posting
From field on the General Ledger Setup page will define when the adjustment entry is posted.
See Also
Managing Inventory Costs
Inventory
Sales
Purchasing
Working with Business Central
Handling Inventory and Manufacturing Costs
4/1/2021 • 2 minutes to read • Edit Online
Although much of the cost accounting functionality is expressed in underlying processes with no user
interaction, such as entry application and automatic cost adjustment, a number of fields, pages, and reports are
aimed at users who directly or indirectly manage the cost of items or operations.
Assigning item charges to purchase documents is an example of an indirect cost accounting task. Updating the
unit cost of assembly or production BOM item is an example of a more direct cost accounting task.
The following table describes a sequence of tasks, with links to the topics that describe them.
TO SEE
Periodically or automatically update the unit cost of one or Adjust Item Costs
multiple items to forward any cost changes from inbound
entries, such as those for purchases or production output, to
the related outbound entries, such as consumption or
transfers.
Get insight into average cost dynamics to make pricing Register New Items
decisions or to track cost fluctuations caused by data entry
errors.
Create a manufacturing item's standard cost by entering the About Calculating Standard Cost
three cost elements: material cost, capacity cost, and
subcontractor cost.
Calculate the unit cost of a BOM item based on the unit Work with Bills of Material
costs of its underlying components.
Complete the costing life cycle of a produced item by About Finished Production Order Costs
adjusting the costs and reconciling the value entries with the
general ledger.
Change the value of an item in inventory or the value of one Revalue Inventory
item ledger entry, such as a purchase transaction.
Manually undo an item application or reapply item ledger Remove and Reapply Item Ledger Entries
entries created by application.
Use the Applies-from Entr y field in the item journal to Close Open Item Ledger Entries Resulting from Fixed
manually create a fixed application between an inbound Application in the Item Journal
transaction and the original outbound transaction.
See Also
Manage Inventory Costs Design Details: Inventory Costing
Update Standard Costs
4/1/2021 • 2 minutes to read • Edit Online
You must periodically update the standard costs of components and roll the new costs up to the parent item. The
process typically consists of the following four steps:
1. Update costs at the component and capacity levels. For more information, see the Suggest Item Standard
Cost batch job.
2. Consolidate and roll up the component and capacity costs to calculate the total manufacturing or assembly
cost of the items.
3. Implement the standard costs that are entered when you run the previous batch jobs. The standard costs do
not take effect until they are implemented. For more information, see Implement Standard Cost Changes.
4. Implement the changes to update the Unit Cost field on the item card and perform inventory revaluation.
For more information, see Revalue Inventory.
For more information, see About Calculating Standard Cost.
See Also
About Calculating Standard Cost
Managing Inventory Costs
Design Details: Costing Methods Finance
Working with Business Central
Remove and Reapply Item Ledger Entries
4/1/2021 • 5 minutes to read • Edit Online
On the Application Worksheet page, you can view and manually change certain item application entries that
are created automatically during inventory transactions.
When you post a transaction where items are moved in or out of inventory, an item application is created
between each inventory increase and inventory decrease. These applications determine the flow of costs from
the goods that are received in inventory to the cost of goods going out of inventory. Because of the way the unit
cost is calculated, an incorrect item application could lead to a skewed average cost and a skewed unit cost. For
more information, see Design Details: Item Application.
The following scenarios might require that you undo an application or reapply item ledger entries:
You have forgotten to make a fixed application.
You have made an incorrect fixed application.
You have to return an item to which a sale has already been applied.
If possible, use a document to reapply an item ledger entry. For example, if you must make a purchase return of
an item to which a sale has already been applied, you can reapply by creating and posting the purchase return
document by using the correct application in the Appl.-to Item Entr y field on the purchase return line. You can
use the Get Posted Document Lines to Reverse function or the Copy from Document function in the
purchase return document to make this easier. When you post the document, the item ledger entry is
automatically reapplied. For more information, see Process Purchase Returns or Cancellations.
If you cannot use a document to reapply, such as when you have to correct a fixed application, then use the
Application Worksheet page to correct an application.
WARNING
The following are important considerations to remember when you are working with the application worksheet: - You
should not leave application entries unapplied for long periods of time because other users cannot process the items until
you reapply the application entries or close the Application Worksheet page. Users who try to perform actions that
involve a manually unapplied application entry receive the following error message: “You cannot perform this action
because entries for item XXX are unapplied in the Application Worksheet by user XXX.” - You should only reapply item
ledger entries during nonworking hours to avoid conflicts with other users who are posting transactions with the same
items. - When you close the application worksheet, Business Central performs a check to make sure that all entries are
applied. For example, if you remove a quantity application but do not create a new application, and then you close the
application worksheet, a new application is created. This helps keep the cost intact. However, if you remove a fixed
application, a new fixed application is not automatically created when you close the worksheet. You must do this manually
by creating a new application in the worksheet. - It is possible to remove applications from more than one entry at a time
in the application worksheet. However, because applying entries affects the set of entries that are available for application,
you cannot create an application for more than one entry at a time. - The application worksheet cannot make an
application in the following situation: If there is not enough quantity on stock to apply, the application worksheet cannot
make an application when you are trying to apply an inventory decrease entry without item tracking information to an
inventory increase entry with item tracking information.
IMPORTANT
You should not leave application entries unapplied for longer periods of time because other users cannot process the
affected items until you reapply the application entries or close the Application Worksheet page. The following error
message is displayed if you try to perform actions that involve a manually unapplied application entry:
You cannot perform this action because entries for item are unapplied in the Application Worksheet by
user .
NOTE
This reapplication to the original balance also occurs automatically when you close the Application Worksheet
page.
4. To apply an available open item ledger entry to another entry, select the item ledger entry that you want
to apply. Choose the Unapplied Entries action. The View Applied Entries – Unapplied Entries page
opens.
5. Select one or more item ledger entries that you want to apply to the entry selected on the Application
Worksheet page, and then choose the OK button.
An item application entry is created between the two item ledger entries. The Remaining Quantity
fields of the two entries are reduced by the applied quantity.
NOTE
If you have chosen to make an application that would create an infinite loop in the cost adjustment process, then
the application that you proposed is not made. This can occur when the original entries created negative stock.
The application is not made. Therefore, you must select a different entry for the application.
6. If the Automatic Cost Adjustment field in the Inventor y Setup is set to Always , then the cost
adjustment batch job is automatically run after you make a reapplication. Otherwise, run the Adjust
Cost - Item Entries batch job to make sure that all costs are up to date.
See Also
Close Open Item Ledger Entries Resulting from Fixed Application in the Item Journal
Process Purchase Returns or Cancellations
Managing Inventory Costs
Design Details: Item Application
Working with Business Central
Close Open Item Ledger Entries Resulting from
Fixed Application in the Item Journal
4/1/2021 • 2 minutes to read • Edit Online
You can use the Applies-from Entr y field on the Item Journal page to create a fixed application between an
inbound transaction and the original outbound transaction. For example, to correct the outbound transaction or
to process its return.
IMPORTANT
Fixed applications made in this manner only apply the cost, not the quantity. Accordingly, the posted positive item ledger
entry will not close the applied outbound entry and will itself remain open. This also applies when you post a fixed
application for a positive entry to a negative entry that has not been closed by a regular positive entry, then both the
negative and the positive entries will remain open.
This also means that you cannot close an inventory period if such an entry exists.
You can change and reapply application entries under certain conditions by using the Application Worksheet
page.
The following procedure shows how to close such entries by performing two corrective postings in the item
journal.
To close open item ledger entries that result from a fixed application
in the item journal
1. Use the Applies-from Entr y field to post a positive adjustment with the corresponding quantity. This
closes the original negative entry with a fixed application.
The Applies-from Entr y field specifies the number of the outbound item ledger entry whose cost is
forwarded to the inbound item ledger entry when you post an inbound transaction of type Positive
Adjmt. or Purchase with the item journal.
2. Use the Applies-to Entr y field to post a negative adjustment. This closes the original corrective positive
entry with a fixed application.
The Applies-to Entr y field specifies if the quantity in the item journal line should be applied to an
already-posted document. If this is the case, enter the entry number of the item ledger entry to which the
item journal line should be applied.
See Also
Remove and Reapply Item Ledger Entries
Process Sales Returns and Cancellations
Setting Up Inventory Valuation and Costing
Managing Inventory Costs
Design Details: Costing Methods
Reconcile Inventory Costs with the General Ledger
4/1/2021 • 5 minutes to read • Edit Online
When you post inventory transactions, such as sales shipments, purchase invoices, or inventory adjustments,
the changed item costs are recorded in item value entries. To reflect this change of inventory value in your
financial books, the inventory costs are automatically posted to the related inventory accounts in the general
ledger. For each inventory transaction that you post, the appropriate values are posted to the inventory account,
adjustment account, and COGS account in the general ledger.
Automatic cost posting is defined by the Automatic Cost Posting field on the Inventor y Setup page.
Even though inventory costs are automatically posted to the general ledger, it is still necessary to ensure that the
costs of goods are forwarded to the related outbound sales transaction, especially in situations where you sell
goods before you invoice the purchase of those goods. This is referred to as cost adjustment. Item costs are
automatically adjusted when you post item transactions, but you can also adjust item costs manually. For more
information, see Adjust Item Costs.
NOTE
When you run this batch job, you might encounter errors having to do with missing setup or incompatible dimension
setup. If the batch job encounters errors in the dimension setup, it overrides these errors and uses the dimensions of the
value entry. For any other errors, the batch job skips posting the value entries and lists them at the end of the report in a
section titled “Skipped Entries.” To post these entries, you must fix the errors.
To see a list of errors before running the posting batch job, you can run the Post Invt. Cost to G/L - Test
report. The test report lists all the errors encountered during a test posting. You can then fix the errors, and run
the inventory cost posting batch job without skipping any entries.
If you would like to simply get an overview of what values could be posted to the general ledger without
actually performing the posting, you can run the Post Inventor y Cost to G/L batch job without actually
posting the values to the general ledger. You do this by clearing the check mark from the Post field on the
request page. This way, when you run the batch job, the report is produced showing the values that are ready to
be posted to the general ledger, but they are not posted.
TO SEE
View the inventory value of selected items, including Inventor y Valuation report
information about the quantities and values of increases and
decreases in inventory over a selected period.
View the inventory value of selected production orders in Inventor y Valuation - WIP report
your WIP (work in process) inventory, such as the quantities
and values of consumption, capacity usage, and output in
ongoing production orders.
TO SEE
View the inventory value of selected items, including their Invt. Valuation - Cost Spec. report
actual and expected cost on the date specified.
Use a report to analyze the reasons for cost variances or to Cost Shares Breakdown report
gain insight into the cost shares of sold items (COGS).
See Also
Managing Inventory Costs
Purchasing
Sales
Working with Business Central
General Business Functionality
Cash Flow Overview
6/9/2021 • 2 minutes to read • Edit Online
Understanding cash inflows and outflows is the key to running a successful business. You can use cash flow to
easily create a short-term forecast that predicts how and when you expect money to be received and paid out by
your business. It is important for you to know that your business will have enough cash to pay creditors and
expenses when they fall due.
NOTE
Manual revenues can be rental income, interest from financial assets, or new private capital. You can plan manual
revenues for a period of time and use them in the calculation of cash flow forecast.
NOTE
Manual expenses can be salaries, interest on credit, or private consumptions. You can plan manual expenses for a period
of time and use them in the calculation of cash flow forecast.
Net cash flow or cash-in-hand is calculated as total receipts minus total disbursements at the end of each period.
net cash flow = total cash receipts – total cash disbursements + liquid funds
The forecast can then be used as an internal management decision-making tool that helps you plan ahead and
make important strategic decisions about the operation of the business.
See Also
Setting Up Cash Flow Analysis
Analyze Cash Flow
Analyzing Cash Flow in Your Company
4/1/2021 • 2 minutes to read • Edit Online
The charts on the Accountant Role Center provide insights that can help you make solid decisions about what to
do with your cash.
How long does the sales process tie up my cash? Cash Cycle
Should I increase or reduce inventory levels?
On the Accountant Role Center, under Finance Performance , the Cash Cycle , Cash Flow , and Income &
Expense charts offer ways to analyze cash flow:
See figures for a period by using the timeline slider.
Filter the chart by choosing the source in the legend.
Change the length of the period, or go to the previous or next period, by choosing options on the Finance
Performance drop down.
View the entries by choosing a point in the chart. For example, a point on the timeline or a column segment.
If the numbers seem off, this is where you can make adjustments.
Although it's separate, the Cash Flow Forecast chart is similar. You view details, filter results, and change what
is displayed in the same ways. If you change a setting, you can refresh the forecast by choosing Cash Flow
Forecast , and then Recalculate Forecast .
If you want to examine the forecast, in addition to forecast entries, you can also look at the cash flow worksheet.
For example, you can see how the forecast:
Handles confirmed sales and purchases.
Subtracts payables and adds receivables.
Skips duplicate sales orders and purchase orders.
At the end of a fiscal year, there are a number of administrative tasks that you have to perform, like making sure
all documents and journals are posted, making sure currency data are up-to-date, closing the books, and more.
The actual tasks will depend your company.
The following table provides an overview of tasks that you typically perform to close a year and period.
TO SEE
Define your fiscal year, and divide it into time periods for Working with Accounting Periods and Fiscal Years
which to report financial performance.
Specify system-wide and user-specific posting date ranges. Specify Posting Periods
Depending on your business needs, you may want to restrict
user posting date ranges at the start of the period-end
process or after it.
Update currency exchange rates and adjust the exchange Update Currency Exchange Rates
rates of posted customer, vendor, and bank account entries.
Allocate costs and income among accounts and dimensions. Allocating Costs and Income
Prepare to report value-added tax amounts that you have Report VAT to Tax Authorities
collected for sales to the tax authorities' web service.
Print reports to verify general ledger, customer, vendor and Preparing Pre-Closing Reports
bank account balances before closing a period.
Close accounting periods and fiscal year, transfer income Closing Books
statement balances to balance sheet accounts and post the
year end closing entry.
Print reports that can assist you in creating financial Preparing Closing Statements
statements.
Accounting periods, which are also known as reporting periods, are periods of time for which a company or
organization reports financial performance, for example, by generating their income statement or balance sheet.
Typically, accounting periods refer to the company's fiscal year, which can contain several accounting periods,
such as months or quarters.
For many companies the fiscal year does not align with the calendar year. For example, the fiscal year might end
on June 30th rather than December 31st. For newly created companies, the fiscal might actually be longer than
12 months.
Business Central only requires accounting periods only if you want to close an income statement, or run data
compression tasks.
You can use accounting periods in reporting. For example, when you are reviewing posted entries on the
Balance/Budget page where the reporting interval can be specified. One of the options you may specify to
report by accounting period. You can also build an account schedule that compares results for different
accounting periods.
NOTE
You must always have at least one open fiscal year. When closing a year, ensure that a new year has been created. Also,
note that after you close one year, you cannot change the starting date of the following year.
1. Choose the icon, enter Accounting Periods , and then choose the related link.
2. Choose the Close Year action.
See Also
Closing the Books
Closing Years and Periods
How to Work with Account Schedules
Specify Posting Periods
4/1/2021 • 2 minutes to read • Edit Online
Use posting periods to specify when users can post to the general ledger.
NOTE
These posting periods apply to the company and to all users. To allow for exceptions, you can define different posting
periods for specific users on the User Setup page. These posting periods overrule those specified on the General
Ledger Setup page. For more information, see To set up user time constraints.
See Also
Finance
Completing Period-End Processes
Working with Business Central
Overview of Tasks to Close Accounting Periods
4/1/2021 • 2 minutes to read • Edit Online
Business Central does not force you to close periods, however, there are many period-end (month-end) activities
that you can do. This topic provides an overview of optional processes and activities for closing periods.
General Ledger
Specify system-wide and user-specific posting periods.
This specifies the dates between which you allow posting. Depending on your business, you may want to
allow posting at the start of the period, or toward the end. For more information, see Specify Posting
Periods.
Make all necessary G/L adjustments.
Update and post Recurring Journals.
Run account schedules as follows:
Open the Account Schedule page, and then choose the Print action.
See Also
Closing Years and Periods
Closing Books
Working with Business Central
Update Currency Exchange Rates
6/3/2021 • 13 minutes to read • Edit Online
As companies operate in more countries/regions, it becomes essential that they are able to trade and report
financial information in more than one currency. The local currency (LCY) is defined in the General Ledger
Setup page as described in the article Setting Up Finance. Once the local currency (LCY) has been defined, it will
be represented as a blank currency, so when the Currency field is blank, it means that the currency is LCY.
Next, you must set up currency codes for each currency that you use if you buy or sell in currencies other than
your local currency (LCY). Also bank accounts can be created using currencies. It is possible to record G/L
transactions in different currencies, however, the G/L transaction will always be posted in the local currency
(LCY).
IMPORTANT
Do not create the local currency code both in the General Ledger Setup and in the Currencies page. This will create
confusion between the blank currency and the LCY code in the currency table, and bank accounts, customers or vendors
might accidentally be created, some with the blank currency and some with the LCY code.
Your general ledger is set up to use your local currency (LCY), but you can set it up to also use another currency
with a currency exchange rate assigned. By designating a second currency as a so-called additional reporting
currency, Business Central will automatically record amounts in both LCY and this additional reporting currency
on each G/L entry and other entries, such as VAT entries. For more information, see Set Up an Additional
Reporting Currency. The additional reporting currency is most often used to facilitate financial reporting to
owners that reside in countries/regions using different currencies than the local currency (LCY).
Currencies
You specify the currency codes in the Currencies , including extra information and settings that are necessary
for each currency code.
TIP
Create the currencies with the international ISO code as the code to simplify working with the currency in the future.
ISO Code The international three letter code to the currency defined in
ISO 4217.
ISO Numeric code The international numeric reference to the currency defined
in ISO 4217.
Realized Gains Account The account where the actual gain will be posted when you
receive payments for receivables or register the actual
currency rate on payments to payables. For an example of a
receivable currency transaction, see the example below this
table.
Realized Losses Account The account where the actual loss will be posted when you
receive payments for receivables or register the actual
currency rate on payments to payables. For an example of a
receivable currency transaction, see the example below this
table.
Unrealized Gains Account The account where the theoretical gain will be posted when
you perform a currency adjustment.
Unrealized Losses Account The account where the theoretical loss will be posted when
you perform a currency adjustment.
Amount Rounding Precision Some currencies have other formats for invoice amounts
than are defined in the General Ledger Setup page. If you
change the amount rounding precision for a currency, all
invoice amounts in that currency will be rounded with the
updated precision.
Amount Decimal Places Some currencies have other formats for invoice amounts
than are defined in the General Ledger Setup page. If you
change the amount decimal places for a currency, all invoice
amounts in the currency will be rounded with the updated
decimals
Invoice Rounding Type Specifies the method to use if the amounts must be
rounded. The options are Nearest , Up , and Down .
Unit-Amount Rounding Precision Some currencies have other formats for unit amounts than
are defined in the General Ledger Setup page. if you
change the unit amount rounding precision for a currency,
all unit amounts in the currency will be rounded with the
updated precision.
Unit-Amount Decimal Places Some currencies have other formats for unit amounts than
are defined in the General Ledger Setup page. If you
change the unit amount decimal places for a currency, all
unit amounts in the currency will be rounded with the
updated decimals.
Application Rounding Precision Specifies the size of the interval that is allowed as a rounding
difference when you apply entries in different currencies to
one another.
Conversion LCY Rounding. Debit Account Specifies conversion information that must also contain a
debit account if you want to insert correction lines for
rounding differences in the general journals using the Inser t
Conv. LCY Rndg. Lines action.
F IEL D DESC RIP T IO N
Conversion LCY Rounding Credit Account Specifies conversion information that must also contain a
credit account if you wish to insert correction lines for
rounding differences in the general journals using the Inser t
Conv. LCY Rndg. Lines action.
Last Date Modified The date of the change to the setup of the currency.
Payment Tolerance % The maximum payment tolerance % set for this currency. For
more information, see Payment Tolerance and Payment
Discount Tolerance.
Max. Payment Tolerance Amount The maximum payment tolerance amount set for this
currency. For more information, see Payment Tolerance and
Payment Discount Tolerance.
Currency Factor Specifies the relationship between the currency and the local
currency using the actual currency rate.
Realized G/L Gains Account Specifies the G/L account that is used to post exchange rate
gains for currency adjustments between the local currency
(LCY) and the additional reporting currency. The exchange
rate gains are calculated when the Adjust Exchange Rates
batch job is run to adjust general ledger accounts. This field
might not be visible by default. It can be retrieved by
personalizing the page.
Realized G/L Losses Account Specifies the G/L account that is used to post exchange rate
losses for currency adjustments between the local currency
(LCY) and the additional reporting currency. The exchange
rate gains are calculated when the Adjust Exchange Rates
batch job is run to adjust general ledger accounts. This field
might not be visible by default. It can be retrieved by
personalizing the page.
Residual Gains Account Specifies the G/L account that is used to post residual gain
amounts (rounding differences) when an additional
reporting currency is used in the general ledger application
area. This field might not be visible by default. It can be
retrieved by personalizing the page.
Residual Losses Account Specifies the G/L account that is used to post residual loss
amounts (rounding differences) when an additional
reporting currency is used in the general ledger application
area. This field might not be visible by default. It can be
retrieved by personalizing the page.
Max. VAT Difference Allowed The maximum amount allowed for VAT differences in this
currency. For more information, see Correcting VAT Amounts
Manually in Sales and Purchase Documents. This field might
not be visible by default. It can be retrieved by personalizing
the page.
F IEL D DESC RIP T IO N
VAT Rounding Type Specifies the rounding method for correcting VAT amounts
manually in sales and purchase documents. This field might
not be visible by default. It can be retrieved by personalizing
the page.
LCY
A M O UN T UN REA L I
C URREN C ON Z ED REA L IZ ED
Y DO C UM E DO C UM E A DJUST M GA IN S PAY M EN T LO SSES
DAT E A C T IO N A M O UN T N T RAT E NT EN T RAT E A M O UN T RAT E A M O UN T
At the end of the month a currency adjustment is performed where the adjustment currency rate has been set to
1.125, which triggers an unrealized gain of 2.
At the time of payment, the actual currency rate registered on the bank transaction shows a currency rate of
1.120.
Here there is an unrealized transaction, and therefore it will be reversed together with the payment.
Finally, the payment is registered and the actual loss is posted to the realized losses account.
M EN U A C T IO N DESC RIP T IO N
Exchange Rate Adjust. Register View the results of running the Adjust
Exchange Rates batch job. One line
is created for each currency or each
combination of currency and posting
group that is included in the
adjustment.
Exchange Rate Ser vice Exchange Rate Ser vices View or edit the setup of the services
that are set up to fetch updated
currency exchange rates when you
choose the Update Exchange Rates
action.
Repor ts Foreign Currency Balance View the balances for all customers
and vendors in both foreign currencies
and in local currency (LCY). The report
displays two LCY balances. One is the
foreign currency balance converted to
LCY by using the exchange rate at the
time of the transaction. The other is
the foreign currency balance converted
to LCY by using the exchange rate of
the work date.
Exchange Rates
The exchange rates are the tool to calculate the local currency value (LCY) of each currency transaction. The
Exchange Rates page includes the following fields:
Star ting Data The date when the currency rate was effectuated
Exchange Rate Amount The exchange rate amount is the rate to use for the currency
code selected on the line. Normally 1 or 100
Relational Exch. Rate Amount The relational exchange rate amount relates to the rate to
use for the relational currency code
F IEL D DESC RIP T IO N
Adjustment Exch. Rate Amount The adjustment exchange rate amount is the rate to use for
the currency code selected on the line for use of the Adjust
Exchange Rates batch job
Relational Adjmt Exch. Rate Amt The relational adjustment exchange rate amount is the rate
to use for the currency code selected on the line for use of
the Adjust Exchange Rates batch job
Fix Exchange Rate Amount Specifies if the currency's exchange rate can be changed on
invoices and journal lines.
In general, the values of the Exchange Rate Amount and Relational Exchange Rate Amount fields are used
as the default currency rate on all new receivables and payables documents that are created going forward. The
document is assigned the currency rate according to the current working date.
NOTE
The actual currency rate will be calculated using this formula:
Currency Amount = Amount / Exchange Rate Amount * Relational Exch. Rate Amount
The adjustment exchange rate amount or relational adjustment exchange rate amount will be used to update all
open bank, receivable or payable transactions.
NOTE
The actual currency rate will be calculated using this formula:
Currency Amount = Amount / Adjustment Exch. Rate Amount * Relational Adjmt Exch. Rate Amt
TIP
You can use a service to update exchange rates in the system automatically. For more information, see To set up a
currency exchange rate service. However, this does not adjust exchange rates on already posted transactions. To update
exchange rates on posted entries, use the Adjust Exchange Rates batch job.
The adjustment entries are assigned the default dimensions from the accounts they are posted to.
IMPORTANT
Before you can use the batch job, you must enter the adjustment exchange rates that are used to adjust the foreign
currency balances. You do so on the Currency Exchange Rates page.
NOTE
The following video shows an example of how to connect to a currency exchange rate service, using the European Central
Bank as an example. In the segment that describes how to set up field mappings, the setting in the Source column for
the Parent Node for Currency Code will only return the first currency found. The setting should be
/gesmes:Envelope/Code/Code/Code .
To update currency exchange rates through a service
1. Choose the icon, enter Currencies , and then choose the related link.
2. Choose the Update Exchange Rates action.
The value in the Exchange Rate field on the Currencies page is updated with the latest currency exchange
rate.
You can allocate an entry in a general journal to several different accounts when you post the journal. The
allocation can be made by three different methods:
Quantity
Percentage (%)
Amount
The allocation features can be used with recurring general journals and in fixed assets journals.
The following procedures describe how to prepare to allocate costs in a recurring general journal by defining
allocation keys. When allocation keys are defined, you complete and post the journal like any other recurring
general journal. For more information, see Working with General Journals.
See Also
Closing Years and Periods
Working with General Journals
Posting Documents and Journals
Working with Business Central
Report VAT to Tax Authorities
4/1/2021 • 8 minutes to read • Edit Online
This topic describes the reports in Business Central that you can use to submit information about value-added
tax (VAT) amounts for sales and purchases to tax authorities in your region.
You can use the following reports :
The EC Sales List European Community (EC) Sales List report lists the value added tax (VAT) amounts that
you have collected for sales to VAT-registered customers in the European Union (EU) countries.
The VAT Return report includes VAT for sales and purchases to customers and from vendors in all countries
that use VAT.
If you want to view a complete history of VAT entries, every posting that involves VAT creates an entry on the
VAT Entries page. These entries are used to calculate your VAT settlement amount, such as your payment and
refund, for a specific period. To view VAT entries, choose the icon, enter VAT Entries , and then choose the
related link.
NOTE
Each Business Central environment is meant to handle regulatory reporting in one single country. For example, the Dutch
version of Business Central handles VAT reporting in The Netherlands but not in other countries. Similarly, the United
States version of Business Central handles 1099 reporting in the United States and does not support claiming VAT
reporting in other countries, unless brought by an extension delivered by our partner ecosystem or a customer-specific
code modification.
NOTE
It is a good idea to test your connection. To do this, choose the Test Mode check box, then prepare and submit
your VAT report as described in the To prepare and submit a VAT report section. While in Test Mode, the service
tests whether the tax authority can receive your report, and the status of the report will indicate whether the test
submission was successful. It is important to remember that this is not an actual submission. To submit the report
for real, you must clear the Test Mode check box, and then repeat the submission process.
NOTE
For the EC Sales List report, you can review the transactions included in the report lines before you submit the
report. To do that, choose the line, and then choose the Show VAT Entries action.
4. To validate and prepare the report for submission, choose the Release action.
NOTE
Business Central validates whether the report is set up correctly. If the validation fails, the errors display under
Errors and Warnings so that you know what to fix. Typically, if the message is about a missing setting in
Business Central, you can click the message to open the page that contains the information to correct.
VAT settlement
Periodically, you must remit the net VAT to the tax authorities. If you need to settle VAT frequently, you can run
the Calc. and Post VAT Settlement batch job to close the open VAT entries and transfer purchase and sales
VAT amounts to the VAT settlement account.
When you transfer VAT amounts to the settlement account, the purchase VAT account is credited, and the sales
VAT account is debited with the amounts calculated for the specified period. The net amount is credited or
debited, if the purchase VAT amount is larger, to the VAT settlement account. You can post the settlement
immediately or print a test report first.
NOTE
When you use the Calc. and Post VAT Settlement batch job, if you do not specify a VAT Bus. Posting Group and a
VAT Prod. Posting group , entries with all business posting groups and product posting group codes are included.
Suggest Lines Fetch information from the VAT Entries table, and display it
in lines on the VAT report.
Submission Control how, and when, you submit the report based on the
requirements of your tax authority.
Response Handler Handle the return from the tax authority. For example, it
might send an email message to your company's contact
person.
NOTE
When create codeunits for the report, pay attention to the value in the VAT Repor t Version field. This field must reflect
the version of the report that is, or was, required by the tax authority. For example, you might enter 2017 in the field to
indicate that the report conforms to the requirements that were in place that year. To find the current version, contact
your tax authority.
There are many standard reports that you can use to verify the accuracy of the accounts before closing the
books at the end of a year or period. For example, you can use the Customer - Trial Balance report to verify
that the balance for a customer posting group is equal to the balance on the corresponding general ledger
account on a certain date.
The following table describes a number of reports that may be useful in this process.
TO SEE T H IS REP O RT
Print a detailed trial balance report for one or more bank Bank Acc. - Detail Trial Bal.
accounts with additional information about individual
entries.
Print a detail trial balance for selected customers. Customer - Trial Balance
Print a detail trial balance with detailed information about Customer - Detail Trial Bal.
individual entries, for selected customers during a selected
period.
Print a detail trial balance for selected vendors. Vendor - Trial Balance
Print a detail trial balance with detailed information about Vendor - Detail Trial Balance
individual entries, for selected vendors during a selected
period.
Print a trial balance with the current year's and the previous Closing Trial Balance
year's figures.
Print a detailed trial balance report for general ledger Detail Trial Balance
account balances.
Print a trial balance report with balances and net changes for Trial Balance
general ledger accounts.
To see a report, choose the icon, type the name as it appears in the table, and then choose the related link.
See Also
Closing Years and Periods
Working with Business Central
Closing the Books
4/1/2021 • 3 minutes to read • Edit Online
After you ensure that all your accounts are up-to-date, and you allocate costs and income, then you can close
the books for a fiscal year or period.
You are not required to close a year, but doing so will make working in the system easier for you because you
will be able to take advantage of the convenient filtering options provided. You also do not have to worry about
losing details of transactions when you close because all details are retained, even after you close the year.
See Also
Work with Accounting Periods and Fiscal Years
Working with Business Central
Preparing Closing Statements
4/1/2021 • 2 minutes to read • Edit Online
There are a number of standard reports that you can use to gather the information that you need to prepare
your company's closing statements.
The following table describes a number of reports that may be useful in this process.
TO SEE T H IS REP O RT
Print a trial balance report with balances and net changes for Trial Balance
general ledger accounts.
Get an overview of accounts receivable, with the age of Aged Accounts Receivable
amounts receivable calculated from the due date, posting
date, or document date.
Get an overview of accounts payable, with the age of Aged Accounts Payable
amounts payable calculated from the due date, posting date
or document date.
Print a trial balance report with balances and net changes for Trial Balance by Period
general ledger accounts calculated for a series of periods.
Check whether customer and vendor ledger entries balance Reconcile Cust. and Vend. Accs
with corresponding general ledger entries.
To see a report, choose the icon, type the name as it appears in the table, and then choose the related link.
See Also
Closing Years and Periods
Working with Business Central
Business Intelligence
Close Accounting Periods
4/1/2021 • 2 minutes to read • Edit Online
When a fiscal year is over, you must close the periods that comprise it.
NOTE
You cannot close a fiscal year before you create a new one. Notice that when a fiscal year has been closed, you cannot
change the starting date of the following fiscal year.
Even though a fiscal year has been closed, you can still post general ledger entries to it. When you do this, the
entries will be marked as posted to a closed fiscal year and the Prior-Year Entr y field will be selected.
After a fiscal year is closed, you must close the income statement accounts and transfer the year's results to an
account in the balance sheet. You can repeat this every time that you post to the closed fiscal year.
See Also
Closing Books
Post the Year-End Closing Entry
Work with Accounting Periods and Fiscal Years
Working with Business Central
Close Income Statement Accounts
4/1/2021 • 2 minutes to read • Edit Online
When a fiscal year is over, you must close the periods that comprise it. To do this, you run the Close Income
Statement batch job. This job transfers the year's result to an account in the balance sheet and closes the
income statement accounts. You do this by creating lines in a journal, which you then can post.
See Also
Closing Books
Post the Year-End Closing Entry
Work with Accounting Periods and Fiscal Years
Working with Business Central
Post the Year-End Closing Entry
4/1/2021 • 2 minutes to read • Edit Online
After you use the Close Income Statement batch job to generate the year-end closing entry or entries, you
must open the journal you specified in the batch job, and then review and post the entries.
TIP
Depending on your organizations work processes, you can choose to close or not close accounting periods and fiscal
years in Business Central. The following procedure assumes that you have closed the fiscal year using the Accounting
Periods option, generated a year-end closing entry using the Close Income Statement batch job, and are now ready to
post the year-end closing entry along with the offsetting equity account entries. Your organization can choose to work
differently, such as post the year-end closing entry as part of closing the fiscal year.
NOTE
If an error is detected, an error message is displayed. If the posting is successful, the posted entries are removed from the
journal. After posting is complete, an entry is posted to each income statement account so that its balance becomes zero
and the year's result is transferred to the balance sheet.
See Also
Close Accounting Periods
Closing Books
Close Income Statement
Working with Business Central
Consolidating Financial Data from Multiple
Companies
4/1/2021 • 6 minutes to read • Edit Online
Some organizations use Business Central in multiple business units or legal entities. Others use Business Central
in subsidiaries that must report into parent organizations. In both cases, the accountants use built-in tools to
help consolidate the financial data.
You can consolidate the general ledger entries of two or more separate companies (subsidiaries) into a
consolidated company. Each individual company involved in a consolidation is called a business unit. The
combined company is called the consolidated company.
You can import data into the consolidated company from other companies in the same Business Central tenant,
from tenants, or from files.
If the financial statements of a business unit are in a different currency than those of the consolidated company,
you must set up exchange rates for consolidation.
You can consolidate:
Across companies that have different charts of accounts.
Companies that use different fiscal years and different currencies.
Either the full amount or a percentage of a company's financial information
Using different currency exchange rates in individual G/L accounts
Companies in other accounting and business management programs
You set up the consolidated company in the same way that you set up other companies. The chart of accounts is
independent of the chart of accounts in the other business units, and the chart of accounts in the individual
business units may differ from one another. You set up a list of companies to consolidate, verify the accounting
data before consolidating, import from files or databases, and generate consolidation reports. For more
information, see Set Up Company Consolidation.
TIP
Consolidating financial data may especially be relevant in connection with intercompany processes. For more information,
see Managing Intercompany Transactions.
Trial balance
If you have more than one company in Business Central, the Consolidated Trial Balance report can give you
an overview of the financial health of your overall business.
The report combines general ledger entries from each of your companies in a new company that you create to
contain the consolidated data. This company is typically referred to as the "consolidated company". The
consolidated company is just a container for the consolidated data, and does not have any live business data.
The companies that you include in the consolidated company become Business Units in the report. For more
information, see Set Up Company Consolidation.
Consolidate data
The process of transferring the figures from the business units to the consolidated company is the actual
consolidation. Before you do this, it is a good idea to check whether there are differences between the basic
information in the business units and in the consolidated company. There are two reports that you can use to
test the database and file.
To test the data before you consolidate
You can test your data before you transfer it to the consolidated company. Business Central looks for differences
in the information in the business units and the consolidated company. For example, whether account numbers
or dimension codes are different. You must correct errors before you can run the report. You can test the
database or, if you are importing data from an XML file, you can test the file.
1. Open the consolidated company.
2. Choose the icon, enter Business Units , and then choose the related link.
3. Do one of the following:
To test a file, choose the Test File action, enter the name of the file to test, and then choose Print .
To test the database, choose Test Database .
Run the consolidation
After you have tested the data, you can transfer it to the consolidated company.
1. Sign in to the consolidated company.
2. On the Accountant Role Center , choose the Run Consolidation action.
3. Fill in the required fields.
4. In the Filter section, set a filter for the relevant business unit or company name.
5. Optionally, schedule the report to run at a convenient time.
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Use the same process to export consolidated data that must be submitted to Dynamics 365 Finance, such as if the
current business unit is a subsidiary and the parent company uses Dynamics 365 Finance.
After you run the batch job, all entries in general ledger accounts are processed. For every combination of
selected dimensions and date, the contents of the entries' Amount fields are totaled and exported. The next
combination of selected dimensions and date with the same account number is processed, then the
combinations in the next account number are processed, and so on.
The exported entries contain the following fields: Account No., Posting Date , and Amount . If dimensions
information was also exported, dimension codes and dimension values are also included.
1. For each exported line, if the total of the Amount fields is a debit, the account number that is set up in the
business unit's Consol. Debit Acc. field is exported to the line. If the total is a credit, the corresponding
number in the Consol. Credit Acc. field is exported to the line.
2. The date used for each exported line is either the period's ending date or, if the transfer occurs each day, the
exact date of the calculation.
3. The dimension value exported for the entry will be the consolidated company dimension value that is set up
in the Consolidation Code field for that dimension value. If no consolidated company dimension value has
been entered in the Consolidated Code field for that dimension value, the dimension value itself will be
exported to the line.
4. The XML files also contain the currency exchange rates in the consolidation period. These rates are included
in a separate section at the beginning of the file.
See Also
Set Up Company Consolidation
Managing Intercompany Transactions
Working with Business Central
Exporting Your Business Data to Excel
Set Up Company Consolidation
4/1/2021 • 7 minutes to read • Edit Online
Before you can consolidate the general ledger entries of two or more separate companies (subsidiaries) into a
consolidated company, you must prepare the charts of accounts and the consolidation company.
Depending on the complexity of your businesses, there are two ways to set up consolidation:
If you do not need advanced settings, such as including a company that you only own part of, you can use
the Company Consolidation assisted setup guide to quickly set up a consolidation. The guide helps you
through the basic steps.
If you do need more advanced settings, you can set up the consolidated company and business units
yourself.
In each business unit, specify which general ledger accounts are to be included in the consolidation,
and specify the consolidation translation method for each account.
In the consolidation company, set up a business unit card for each company to be included in the
consolidation. The business unit card includes information, such as the dates of the business unit's
fiscal year, and the percentage of each account that must be included in the consolidation.
IMPORTANT
When you fill in the Star ting Date and Ending Date fields, make sure you comply with GAAP rules concerning
the fiscal periods of the business unit versus the parent company.
Average Rate (Manual) You manually calculate the average rate for the period to
consolidate. Calculate the average either as an arithmetic
average or as a best estimate, and specify the result for each
business unit. Used for income statement accounts.
Last Closing Rate The rate that was valid in the foreign exchange market on
the date for which the balance sheet or income statement is
being prepared. You enter this rate for each business unit.
Used for balance sheet accounts.
Historical Rate The exchange rate that was valid when the transaction
occurred.
Composite Rate The current period amounts are translated at the average
rate and added to the previously recorded balance in the
consolidated company. This method is typically used for
retained earnings accounts because they include amounts
from different periods and are therefore a composite of
amounts translated with different exchange rates.
See Also
Consolidating Financial Data from Multiple Companies
Managing Intercompany Transactions
Working with Business Central
Exporting Your Business Data to Excel
Understanding the General Ledger and the COA
6/11/2021 • 3 minutes to read • Edit Online
The general ledger stores your financial data, and the chart of accounts shows the accounts that all general
ledger entries are posted to. Business Central includes a standard chart of accounts that is ready to support your
business.
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The General Ledger Setup page includes generic fields and fields that are particular to your country or region. If you
are not sure of the meaning of a field, we suggest you work with your accountant to determine whether it is of relevance
to your organization.
Account Categories
You can personalize the structure of your financial statements by mapping general ledger accounts to account
categories.
The G/L Account Categories page shows your categories and subcategories, and the G/L accounts that are
assigned to them. You can create new subcategories and assign those categories to existing accounts.
You create a category group by indenting other subcategories under a line on the G/L Account Categories
page. This makes it easy for you to get an overview, because each grouping shows a total balance. For example,
you can create subcategories for different types of assets, and then create category groups for fixed assets
versus current assets.
You can specify whether the accounts in each subcategory must be included in specific types of reports. The
account categories help define the layout of your financial statements.
Example
For example, the default balance statement has a subcategory for Cash under Current Assets. You want the
balance statement consider petty cash and checking, so you take the following steps:
1. Add two new subcategories:
One for petty cash
One for your checking account
2. Specify the additional report definition Cash Accounts for these subcategories.
3. Indent them under the Cash subcategory.
The next time you generate account schedules, your balance statement will show a total balance for cash and
two lines with balances for petty cash and the checking account.
See Also
Finance
Setting Up or Changing the Chart of Accounts
Business Intelligence
Assign Permissions to Users and Groups
Working with Dimensions
4/27/2021 • 13 minutes to read • Edit Online
Dimensions are values that categorize entries so you can track and analyze them on documents, such as sales
orders. Dimensions can, for example, indicate the project or department an entry came from.
For example, instead of setting up separate general ledger accounts for each department and project, you can
use dimensions as a basis for analysis and avoid having to create a complicated chart of accounts. For more
information, see Business Intelligence.
Another example is to set up a dimension called Department, and use this dimension when you post sales
documents. This will let you use business intelligence tools to see which department sold which items. The more
dimensions you use, the more detailed reports you can base your business decisions on. For example, a single
sales entry can include information from multiple dimensions, such as:
The account the item sale was posted to
Where the item was sold
Who sold it
The kind of customer who bought it
Analyzing by Dimensions
Dimensions play an important role in business intelligence, such as when defining analysis views. For more
information, see Analyze Data by Dimensions.
TIP
A quick way to analyze transactional data by dimensions is to use the Set Dimension Filter action filter totals by
dimensions in the chart of accounts and on pages for entries.
NOTE
Analysis views often use data from dimensions. If you discover that an incorrect dimension has been used on posted
general ledger entries, you can correct the dimension values and update your analysis views. That will help keep your
financial reports and analyses accurate. For more information, see Troubleshooting and Correcting Dimensions
Dimension Sets
A dimension set is a unique combination of dimension values. It is stored as dimension set entries in the
database. Each dimension set entry represents a single dimension value. The dimension set is identified by a
common dimension set ID that is assigned to each dimension set entry that belongs to the dimension set.
When you create a journal line, document header, or document line, you can specify a combination of dimension
values. Instead of explicitly storing each dimension value in the database, a dimension set ID is assigned to the
journal line, document header, or document line to specify the dimension set.
Setting Up Dimensions
You can define the dimensions and dimension values to categorize journals and documents, such as sales orders
and purchase orders. You set up dimensions on the Dimensions page, where you create one line for each
dimension, such as Project, Department, Area, and Salesperson.
You also set up values for dimensions. For example, values might be departments in your company. Dimension
values can be set up in a hierarchical structure similar to the chart of accounts, so that data can be broken down
into various levels of granularity, and subsets of dimension values can be totaled. You can define as many
dimensions and dimension values as you need, and everyone in your company can use them.
When dimensions and values are set up, you can define global and shortcut dimensions on the General
Ledger Setup page that will always be available to select as fields on journal and document lines, and ledger
entries, without having to open the Dimensions page first. For more information, see To set up global and
shortcut dimensions.
Global Dimensions are used as filters, for example, on reports, batch jobs, and XMLports. You can use only
two global dimensions, so choose dimensions you will use often.
Shor tcut Dimensions are available as fields on journals, document lines, and ledger entries. You can create
up to eight of these.
To set up default dimensions for customers, vendors, and other accounts
You can assign a default dimension for a specific account. The dimension will be copied to the journal or
document when you enter the account number on a line, but you can delete or change the code on the line if
appropriate. You can also make a dimension required for posting an entry with a specific type of account.
1. Choose the icon, enter Dimensions , and then choose the related link.
2. On the Dimensions page, select the relevant dimension, and then choose the Account Type Default Dim
action.
3. Fill in a line for each new default dimension that you want to set up. Hover over a field to read a short
description.
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If you want to make a dimension required but you do not want to assign a default value to the dimension, leave the
Dimension Value Code field blank and then select Code Mandator y in the Value Posting field.
WARNING
If an account is used in the Adjust Exchange Rates batch job or the Post Inventor y Cost to G/L batch job, do not
select Code Mandator y or Same Code . These batch jobs cannot use dimension codes.
NOTE
If an account must have a different dimension than the default dimension for the account type, you must set up a default
dimension for this account. The default dimension for the account then replaces the default dimension for the account
type.
IMPORTANT
If you set up two tables with the same priority for the same source code, Business Central will always select the table with
the lowest table ID.
3. If you selected the Limited option, you must define which combinations of dimension values are
blocked. To do this, choose the field to define the dimension combination.
4. Now select a dimension value combination that is blocked and enter Blocked in the field. A blank field
means that the dimension value combination is allowed. Repeat if multiple combinations are blocked.
NOTE
The same dimensions are displayed in both rows and columns and, therefore, all dimension combinations appear two
times. Business Central automatically displays the setting in both fields. You cannot select anything in the fields from the
upper-left corner and down, because these fields have the same dimension in both rows and columns.
The selected option is not visible before you exit the field.
To show the name of the dimensions instead of the code, select the Show Column Name field.
NOTE
When you add or change a global or shortcut dimension, you are automatically signed out and back in so that the new
value is prepared for use.
1. Choose the icon, enter General Ledger Setup , and then choose the related link.
2. On the Dimensions FastTab, fill in the fields. Hover over a field to read a short description.
To change global dimensions
When you change a global or shortcut dimension, all entries posted with the dimension in question are updated.
Because this process may be time-consuming and can affect performance, two different modes are provided to
adapt the process to the size of the database.
1. Choose the icon, enter General Ledger Setup , and then choose the related link.
2. Choose the Change Global Dimensions action.
3. At the top of the page, select one of the following options to define in which mode the batch job is run.
O P T IO N DESC RIP T IO N
4. In the Global Dimension 1 Code and/or Global Dimension 2 Code fields, enter the new
dimension(s). The current dimensions are displayed in gray behind the fields.
5. Depending on the mode, do one of the following:
In Sequential mode, choose the Star t action.
In Parallel mode, choose the Prepare action.
The Log Entries tab is filled with information about the dimensions that will be changed.
6. Sign out of Business Central, and then sign in again.
7. Choose the Star t action to start the parallel processing of the dimension changes.
Example of Dimension Setup
Let's say that your company wants to track transactions based on organizational structure and geographic
locations. To do that, you can set up two dimensions on the Dimensions page:
AREA
DEPARTMENT
C O DE NAME C O DE C A P T IO N F ILT ER C A P T IO N
10 Americas Begin-Total
30 Pacific Standard
60 Europe Begin-Total
70 EU Standard
80 Non-EU Standard
For the two main geographic areas, Americas and Europe, you add subcategories for regions by indenting the
dimension values. This will let you report on sales or expenses in regions, and get totals for the larger
geographic areas. You could also choose to use countries or regions as your dimension values, or counties or
cities, depending on your business.
NOTE
To set up a hierarchy, the codes must be in alphabetical order. This includes the codes of the dimension values that are
provided in Business Central.
For DEPARTMENT , you add the following dimension values:
With this set up, you can add your two dimensions as the two global dimensions on the General Ledger
Setup page. This means that you can use AREA and DEPARTMENT as filters for general ledger entries, as well as
on all reports and account schedules. Both global dimensions are also automatically available for use on entry
lines and document headers as shortcut dimensions.
Dimension Code Shows all dimensions that have been defined as default
dimensions on one or more of the highlighted accounts. By
choosing the field, you can see a list of all available
dimensions. If you select a dimension, the selected
dimension will be defined as a default dimension for all
highlighted accounts.
Dimension Value Code Shows either a single dimension value or the term (Conflict).
If a dimension value is shown in the field, then all highlighted
accounts have the same default dimension value for a
dimension. If the term (Conflict) is shown in the field, then
not all of the highlighted accounts have the same default
dimension value for a dimension. By choosing the field, you
can see a list of all available dimension values for a
dimension. If you select a dimension value, the selected
dimension value will be defined as a default dimension value
for all highlighted accounts.
Value Posting Shows either a single value posting rule or the term
(Conflict). If a value posting rule is shown in the field, then all
highlighted accounts have the same value posting rule for a
dimension value. If the term (Conflict) is shown in the field,
then not all of the highlighted accounts have the same value
posting rule for a dimension value. By choosing the Value
Posting field, you can see a list of value posting rules. If you
select a value posting rule, it will be applied for all
highlighted accounts.
Using Dimensions
In a document such as a sales order, you can add dimension information for both an individual document line
and the document itself. For example, on the Sales Order page, you can enter dimension values for the first
two shortcut dimensions on the individual sales lines, and you can add more dimension information if you
choose the Dimensions button.
If you work in a journal instead, you can add dimension information to an entry in the same way, if you have set
up shortcut dimensions as fields directly on journal lines.
You can set up default dimensions for accounts or account types, so that dimensions and dimension values are
filled in automatically.
To view global dimensions in ledger entry pages
Global dimensions are always company-defined and company-named. To see the global dimensions for your
company, open the General Ledger Setup page.
In a ledger entry page, you can see whether there are global dimensions for the entries. The two global
dimensions differ from the rest of your dimensions because you can use them as filters anywhere in Business
Central.
1. Choose the icon, enter Char t of Accounts , and then choose the related link.
2. On the Char t of Accounts page, choose the Ledger Entries action.
3. To see only the entries that are relevant, set one or more filters on the page.
4. To see all the dimensions for an entry, select the entry, and then choose the Dimensions action.
NOTE
The Ledger Entr y Dimensions page displays the dimensions for one ledger entry at a time. As you scroll through the
ledger entries, the content on the Ledger Entr y Dimensions page changes accordingly.
Financial reporting and analysis views often rely on data from dimensions. Despite the safeguards that are
available, sometimes a mistake happens that can lead to inaccuracies. This topic describes some of the typical
errors, and explains how to correct dimension assignments on posted transactions so that financial reports are
accurate.
NOTE
In the following list of potential error messages, the %X codes are placeholders for the data variables that the actual
message will contain in the UI depending on the context. For example, %1 %2 is blocked. could appear in the UI as
"Dimension Code AREA is blocked.".
Deleted dimension value %1 for %2 is missing. -Restore the missing dimension value.
-Find non-posted documents
containing the dimension set with the
missing dimension value and add it.
-Remove the dimension set line for the
missing dimension value.
Disallowed dimension value Dimension Value Type for %1 %2 - %3 -Change the Dimension Value Type
must not be %4. field on the Dimension Values page
to Standard or Begin-Total.
-Remove the dimension set line for the
blocked dimension value.
ISSUE ERRO R M ESSA GE P O SSIB L E SO L UT IO N
Blocked dimension combination Dimensions %1 and %2 can't be used -Find non-posted documents
concurrently. containing the dimension set with the
blocked dimension combination and
unblock it.
-Modify one of the conflicting
permission set line for the dimension
combination.
Blocked dimension value Combination Dimension combinations %1 - %2 and -Find non-posted documents
%3 - %4 can't be used concurrently. containing the dimension set with the
blocked dimension value combination
and unblock it.
-Modify one of the conflicting
permission set line for the dimension
value combination.
Blank dimension value code for default -Select a %1 for the %2 %3. -Change the Value Posting field on
dimension where the Value Posting -Select a %1 for the %2 %3 for %4 %5. the Default Dimension page.
field contains Code Mandator y -Enter a non-blank dimension value
for the conflicting dimension in the
dimension set.
Wrong dimension value code for -Select %1 %2 for the %3 %4. -Change the Value Posting field on
default dimension where the Value -Select %1 %2 for the %3 %4 for %5 the Default Dimension page.
Posting field contains Same Code %6 -Enter the required dimension value
for the conflicting dimension in the
dimension set.
Non-blank dimension value code for -%1 %2 must be blank. -Change the Value Posting field on
blank default dimension where the -%1 %2 must be blank for %3 %4. the Default Dimension page.
Value Posting field contains Same -Enter a blank dimension value code
Code for the conflicting dimension in the
dimension set.
Unexpected dimension value for -%1 %2 must not be mentioned. -Change the Value Posting field on
default dimension where the Value -%1 %2 must not be mentioned for the Default Dimension page.
Posting field contains No Code %3 %4 -Remove the conflicting line from the
dimension set.
IMPORTANT
The features for correcting dimensions are intended only to help make financial reporting accurate. Dimension corrections
apply only to the G/L entries. They do not change the dimensions assigned to the entries in other ledgers for the same
transaction. There will be a mismatch between the dimensions assigned in the general ledger and the sub-ledgers.
Setting Up Dimension Corrections
There are two things to consider when setting up dimension corrections:
Are there dimensions that you do not want to allow people to change? On the Dimension Correction
Settings page, specify the dimensions that you want to block for changes.
Who do you want to allow to change dimensions? To allow people to make changes, assign the D365 DIM
CORRECTION permission to the users. The permissions allow them to create dimension corrections, run
them, and undo them if needed. They'll also be able to specify blocked dimensions. For more information,
see Assign Permissions to Users and Groups.
Correcting a Dimension
You can manually select one or more general ledger entries, or use filters to select sets of entries. If needed, you
can also add or delete dimensions.
1. To start a dimension correction, use one the following pages:
On the GL/Register page, by selecting a register, and then choosing the Correct Dimensions action. This
starts a correction for the entries in the selected register.
On the General Ledger Entries page, by choosing the Dimension Correction action.
2. In the Description field, enter information about the change. Other people might use this information later
to understand what was done.
3. On the Selected Ledger Entries FastTab, choose the relevant entries.
IMPORTANT
When you change a selection, the values on the Dimension Correction Changes FastTab are reset. Therefore, always
select the entries before you specify dimension value changes.
O P T IO N DESC RIP T IO N
Add Related Entries Add G/L entries that are in the same G/L register.
Manage Selection Criteria Keep track of the selection process, and undo selections if
needed.
4. On the Dimension Correction Changes FastTab, choose the dimension that you want to change in the
Dimension Code field, and the new value in the New Dimension Value Code field.
5. To validate that the correction, choose Validate Dimension Changes . For more information, see Validating
Dimension Corrections.
6. Choose Run .
Validating Dimension Corrections
Before you run a correction, it's a good idea to validate it first. Validation checks for restrictions on value posting
for the G/L accounts, restrictions for dimensions, and whether the dimension values are blocked. During
validation, the status of the correction is set to Validation in Process . After you validate a correction, the result
is shown in the Validation Status field. If errors were found, you can use the View Errors action to investigate
them. After you correct an error, you must use the Reopen action to run the correction or a new validation.
You can either run a correction immediately, or schedule it to run a later time. If you are running corrections on a
large data set, we recommend that you schedule it to run outside business hours. For more information, see
Dimension Corrections on Large Data Sets.
Undoing a Correction
After you correct a dimension, if you don't like what you see you can use the Undo action to reset the previous
value. However, you can only undo the most recent correction. Before you undo a correction, you can validate
the changes that the undo will make. For example, this is useful if dimension restrictions have changed after the
correction was made.
If the Undo action is not available, for example because you have made many corrections, you can use the Copy
to Draft action to start a new correction for the same entries.
Dimension Corrections on Large Data Sets
Use caution when correcting large sets of entries, for example, sets that include more than 10,000 entries. If you
can, we recommend that you use the filters to run the corrections on smaller sets of data. It's also a good idea to
run corrections outside the normal business hours.
Using Analysis Views with Dimension Corrections
If Update on Posting is enabled for an analysis view, Business Central can the view when documents and
journals are posted. You can also update views with this setting enabled with results of dimension corrections. To
do so, turn on the Update Analysis Views toggle. Updating analysis views can impact performance, especially
for large data sets, so we recommend that you update analysis views only for small data sets.
Viewing Historical Dimension Corrections
If a general ledger entry has been corrected, you can investigate the change by using the Histor y of
Dimension Corrections action.
Handling Incomplete Corrections
If a correction does not complete, a warning will display on the correction card. If that happens, you can use the
Reset action to revert the correction to a draft status and undo the changes. You can then run the correction
again.
NOTE
Resetting an incomplete correction will not affect updates to analysis views because those happen at the end of the
correction process.
You can have multiple budgets for identical time periods by creating budgets with separate names. First, you set
up the budget name and enter the budget figures. The budget name is then included on all the budget entries
you create.
When you create a budget, you can define four dimensions for each budget. These budget-specific dimensions
are called budget dimensions. You select the budget dimensions for each budget from among the dimensions
you have already set up. Budget dimensions can be used to set filters on a budget and to add dimension
information to budget entries. For more information, see Working with Dimensions.
Budgets play an important role in business intelligence, such as in financial statement based on account
schedules that include budget entries or when analyzing budgeted versus actual amounts in the chart of
accounts. For more information, see Business Intelligence.
In cost accounting, you work with cost budgets in a similar way. For more information, see Creating Cost
Budgets.
NOTE
On the Filters FastTab, you can filter the budget information by budget dimensions you have set up under the budget
name.
When you impor t a G/L budget, any values that existed on Heading lines will be deleted.
This is to avoid wrong totals after importing data that has been created or edited in Excel.
Scenario : You know that the new budgeted salaries cost is going to be LCY 1.200.000. You want to let the Salaries
department budget for the three specific lines (of account type Posting) for Full-time Employees, Part-time Employees,
and Temp Help. The three lines are grouped under a Salaries heading line.
You enter 1.200.000 on the Heading line, export the budget to Excel, and then send it to the Salaries department, telling
them to distribute the LCY 1.200.000.
The Salaries department distributes the amount on the three posting accounts. When you import back into the G/L
budget, the three accounts are filled in with the new Excel data, summing to LCY 1.200.000, and the Heading line is blank.
You use general journals to post financial transactions directly to general ledger accounts and other accounts,
such as bank, customer, vendor, and employee accounts.
A typical use of the general journal is to post employees' expenditure of own money during business activities,
for later reimbursement. For more information, see Record and Reimburse Employees' Expenses.
General journals post financial transactions directly to general ledger accounts and other accounts, such as
bank, customer, vendor, and employee accounts. Posting with a general journal always creates entries on general
ledger accounts. This is true even when, for example, you post a journal line to a customer account, because an
entry is posted to a general ledger receivables account through a posting group. You can personalize your
version of a general journal by setting up a journal batch or template. For more information, see Working with
General Journals.
Unlike for entries that are posted with documents, which require a credit memo process, you can correctly
reverse entries that are posted with the general journal. For more information, see Reverse Journal Postings and
Undo Receipts/Shipments.
NOTE
The general journal only shows a limited number of fields on the journal line by default. If you want to see
additional fields, such as the Account Type field, choose the Show More Columns action. To hide the
additional fields again, choose the Show Fewer Columns action. When you see fewer columns, then the same
posting date is used for all lines. If you want to have multiple posting dates for the same journal entry, choose the
Show More Columns action.
4. Repeat step 3 for all the separate transactions that you want to post.
TIP
If you want to enter multiple transaction lines above one balance-account line, for example, for one bank account,
then select the Suggest Balancing Amount check box on the line for your batch on the General Journal
Batches page. Then the Amount field on the balance-account line is automatically prefilled with the value that is
required to balance the transactions.
5. Choose the Post action to record the transactions on the specified G/L accounts.
See Also
Working with General Journals
Record and Reimburse Employees' Expenses
Reverse Journal Postings and Undo Receipts/Shipments
Finance
Working with Business Central
Reverse Journal Postings and Undo
Receipts/Shipments
4/1/2021 • 3 minutes to read • Edit Online
To undo an erroneous journal posting, you select the entry and create a reverse entry (entries identical to the
original entry but with opposite sign in the amount field) with the same document number and posting date as
the original entry. After reversing an entry, you must make the correct entry.
You can only reverse entries that are posted from a general journal line. An entry can only be reversed once.
To undo a receipt or shipment posting, before they are posted as invoiced, you can use the Undo function on
the posted document. You can undo quantities of type Item and Resource .
If you have made an incorrect negative quantity posting, such as a purchase order with the wrong number of
items, and posted it as received but not invoiced, then you can undo the posting.
If you have made an incorrect positive quantity posting, such as a sales shipment or a purchase return shipment
with the wrong number of items, and posted it as shipped but not invoiced, then you can undo the posting.
NOTE
You cannot reverse entries that have been posted with information from a job, or which have realized gains and losses
within the same transaction.
See Also
Undo Assembly Posting
Post Transactions Directly to the General Ledger
Working with General Journals
Finance
Working with Business Central
Allocate Costs and Income
4/1/2021 • 2 minutes to read • Edit Online
You can allocate an entry in a general journal to several different accounts when you post the journal. The
allocation can be made by three different methods:
Quantity
Percentage (%)
Amount
The allocation features can be used with recurring general journals and in fixed assets journals.
The following procedures describe how to prepare to allocate costs in a recurring general journal by defining
allocation keys. When allocation keys are defined, you complete and post the journal like any other recurring
general journal. For more information, see Working with General Journals.
See Also
Closing Years and Periods
Working with General Journals
Posting Documents and Journals
Working with Business Central
Record and Reimburse Employees' Expenses
6/3/2021 • 2 minutes to read • Edit Online
Business Central supports transactions for employees in a similar way as for vendors. Accordingly, employee
posting groups exist to make sure that employee ledger entries are posted to the relevant accounts in the
general ledger.
NOTE
Employee transactions can be posted in the local currency only. Reimbursement payments to employees do not support
discounts and payment tolerances.
If employees spend their own money during business activities, you can post the expense to the employee's
account. Then you can reimburse the employee by making a payment to the employee's bank account, similarly
to how you pay vendors.
TIP
This article explains how to record the expense in the books and how to reimburse the employee. Your organization may
have a portal or app where employees can submit their expense reports.
Business Central is flexible enough to suit many different practices. The exact account numbers to use depends
on your organization's configuration and processes.
NOTE
The general journal only shows a limited number of fields on the journal line by default. If you want to see
additional fields, such as the Account Type field, choose the Show More Columns action. To hide the
additional fields again, choose the Show Fewer Columns action. When you see fewer columns, then the same
posting date is used for all lines. If you want to have multiple posting dates for the same journal entry, choose the
Show More Columns action.
4. Repeat step 3 for all the expenses that the employee has incurred.
TIP
If you want to enter multiple expense lines above one balance-account line for the employee's bank account, then
select the Suggest Balancing Amount check box on the line for your batch on the General Journal Batches
page. Then the Amount field on the balance-account line is automatically prefilled with the value that is required
to balance the expenses.
5. Choose the Post action to record the expenses on the employee's account.
To reimburse an employee
You reimburse employees by posting payments to their bank account on the Payment Journal page.
1. Choose the icon, enter Payment Journals , and then choose the related link.
2. Open the relevant payment journal batch. For more information, see Working with General Journals.
3. Fill in the fields as necessary. For more information, see Making Payments.
4. Alternatively, choose the Suggest Employee Payment action to automatically insert journal lines for
pending employee reimbursements.
5. Choose the Post action to register the reimbursement.
See Also
Post Transactions Directly to the General Ledger
Working with General Journals
Reverse Journal Postings and Undo Receipts/Shipments
Finance
Working with Business Central
Defer Revenues and Expenses
4/1/2021 • 4 minutes to read • Edit Online
To recognize a revenue or an expense in a period other than the period in which the transaction was posted, you
can use functionality to automatically defer revenues and expenses over a specified schedule.
To distribute revenues or expenses on the involved accounting periods, you set up a deferral template for the
resource, item, or G/L account that the revenue or expense will be posted for. When you post the related sales or
purchase document, the revenue or expense are deferred to the involved accounting periods, according to a
deferral schedule that is governed by settings in the deferral template and the posting date.
1. Choose the icon, enter Item , and then choose the related link.
2. Open the card for the item for which revenues or expenses must be deferred to the accounting periods when
the item was sold or purchased.
3. In the Default Deferral Template field, select the relevant deferral template.
1. Choose the icon, enter Sales Invoices , and then choose the related link.
2. Create a sales invoice for an item that has a deferral template assigned. For more information, see Invoice
Sales.
Notice that as soon as you enter the item (or resource or G/L account) on the invoice line, the Deferral
Code field is filled with the code of the assigned deferral template.
3. Choose the Deferral Schedule action.
4. On the Deferral Schedule page, change settings on the header or values on the lines, for example to
defer the amount to an additional accounting period.
5. Choose the Calculate Schedule action.
6. Choose the OK button. The deferral schedule is updated for the sales invoice. The related deferral
template is unchanged.
1. Choose the icon, enter Sales Deferral Summar y , and then choose the related link.
2. On the Sales Deferral Summar y page, in the Balance as of field, enter the date up to which you want to
see deferred revenues.
3. Choose the Preview button.
See Also
Finance
Setting Up Finance
Working with General Journals
Working with Business Central
Update Currency Exchange Rates
6/3/2021 • 13 minutes to read • Edit Online
As companies operate in more countries/regions, it becomes essential that they are able to trade and report
financial information in more than one currency. The local currency (LCY) is defined in the General Ledger
Setup page as described in the article Setting Up Finance. Once the local currency (LCY) has been defined, it will
be represented as a blank currency, so when the Currency field is blank, it means that the currency is LCY.
Next, you must set up currency codes for each currency that you use if you buy or sell in currencies other than
your local currency (LCY). Also bank accounts can be created using currencies. It is possible to record G/L
transactions in different currencies, however, the G/L transaction will always be posted in the local currency
(LCY).
IMPORTANT
Do not create the local currency code both in the General Ledger Setup and in the Currencies page. This will create
confusion between the blank currency and the LCY code in the currency table, and bank accounts, customers or vendors
might accidentally be created, some with the blank currency and some with the LCY code.
Your general ledger is set up to use your local currency (LCY), but you can set it up to also use another currency
with a currency exchange rate assigned. By designating a second currency as a so-called additional reporting
currency, Business Central will automatically record amounts in both LCY and this additional reporting currency
on each G/L entry and other entries, such as VAT entries. For more information, see Set Up an Additional
Reporting Currency. The additional reporting currency is most often used to facilitate financial reporting to
owners that reside in countries/regions using different currencies than the local currency (LCY).
Currencies
You specify the currency codes in the Currencies , including extra information and settings that are necessary
for each currency code.
TIP
Create the currencies with the international ISO code as the code to simplify working with the currency in the future.
ISO Code The international three letter code to the currency defined in
ISO 4217.
ISO Numeric code The international numeric reference to the currency defined
in ISO 4217.
Realized Gains Account The account where the actual gain will be posted when you
receive payments for receivables or register the actual
currency rate on payments to payables. For an example of a
receivable currency transaction, see the example below this
table.
Realized Losses Account The account where the actual loss will be posted when you
receive payments for receivables or register the actual
currency rate on payments to payables. For an example of a
receivable currency transaction, see the example below this
table.
Unrealized Gains Account The account where the theoretical gain will be posted when
you perform a currency adjustment.
Unrealized Losses Account The account where the theoretical loss will be posted when
you perform a currency adjustment.
Amount Rounding Precision Some currencies have other formats for invoice amounts
than are defined in the General Ledger Setup page. If you
change the amount rounding precision for a currency, all
invoice amounts in that currency will be rounded with the
updated precision.
Amount Decimal Places Some currencies have other formats for invoice amounts
than are defined in the General Ledger Setup page. If you
change the amount decimal places for a currency, all invoice
amounts in the currency will be rounded with the updated
decimals
Invoice Rounding Type Specifies the method to use if the amounts must be
rounded. The options are Nearest , Up , and Down .
Unit-Amount Rounding Precision Some currencies have other formats for unit amounts than
are defined in the General Ledger Setup page. if you
change the unit amount rounding precision for a currency,
all unit amounts in the currency will be rounded with the
updated precision.
Unit-Amount Decimal Places Some currencies have other formats for unit amounts than
are defined in the General Ledger Setup page. If you
change the unit amount decimal places for a currency, all
unit amounts in the currency will be rounded with the
updated decimals.
Application Rounding Precision Specifies the size of the interval that is allowed as a rounding
difference when you apply entries in different currencies to
one another.
Conversion LCY Rounding. Debit Account Specifies conversion information that must also contain a
debit account if you want to insert correction lines for
rounding differences in the general journals using the Inser t
Conv. LCY Rndg. Lines action.
F IEL D DESC RIP T IO N
Conversion LCY Rounding Credit Account Specifies conversion information that must also contain a
credit account if you wish to insert correction lines for
rounding differences in the general journals using the Inser t
Conv. LCY Rndg. Lines action.
Last Date Modified The date of the change to the setup of the currency.
Payment Tolerance % The maximum payment tolerance % set for this currency. For
more information, see Payment Tolerance and Payment
Discount Tolerance.
Max. Payment Tolerance Amount The maximum payment tolerance amount set for this
currency. For more information, see Payment Tolerance and
Payment Discount Tolerance.
Currency Factor Specifies the relationship between the currency and the local
currency using the actual currency rate.
Realized G/L Gains Account Specifies the G/L account that is used to post exchange rate
gains for currency adjustments between the local currency
(LCY) and the additional reporting currency. The exchange
rate gains are calculated when the Adjust Exchange Rates
batch job is run to adjust general ledger accounts. This field
might not be visible by default. It can be retrieved by
personalizing the page.
Realized G/L Losses Account Specifies the G/L account that is used to post exchange rate
losses for currency adjustments between the local currency
(LCY) and the additional reporting currency. The exchange
rate gains are calculated when the Adjust Exchange Rates
batch job is run to adjust general ledger accounts. This field
might not be visible by default. It can be retrieved by
personalizing the page.
Residual Gains Account Specifies the G/L account that is used to post residual gain
amounts (rounding differences) when an additional
reporting currency is used in the general ledger application
area. This field might not be visible by default. It can be
retrieved by personalizing the page.
Residual Losses Account Specifies the G/L account that is used to post residual loss
amounts (rounding differences) when an additional
reporting currency is used in the general ledger application
area. This field might not be visible by default. It can be
retrieved by personalizing the page.
Max. VAT Difference Allowed The maximum amount allowed for VAT differences in this
currency. For more information, see Correcting VAT Amounts
Manually in Sales and Purchase Documents. This field might
not be visible by default. It can be retrieved by personalizing
the page.
F IEL D DESC RIP T IO N
VAT Rounding Type Specifies the rounding method for correcting VAT amounts
manually in sales and purchase documents. This field might
not be visible by default. It can be retrieved by personalizing
the page.
LCY
A M O UN T UN REA L I
C URREN C ON Z ED REA L IZ ED
Y DO C UM E DO C UM E A DJUST M GA IN S PAY M EN T LO SSES
DAT E A C T IO N A M O UN T N T RAT E NT EN T RAT E A M O UN T RAT E A M O UN T
At the end of the month a currency adjustment is performed where the adjustment currency rate has been set to
1.125, which triggers an unrealized gain of 2.
At the time of payment, the actual currency rate registered on the bank transaction shows a currency rate of
1.120.
Here there is an unrealized transaction, and therefore it will be reversed together with the payment.
Finally, the payment is registered and the actual loss is posted to the realized losses account.
M EN U A C T IO N DESC RIP T IO N
Exchange Rate Adjust. Register View the results of running the Adjust
Exchange Rates batch job. One line
is created for each currency or each
combination of currency and posting
group that is included in the
adjustment.
Exchange Rate Ser vice Exchange Rate Ser vices View or edit the setup of the services
that are set up to fetch updated
currency exchange rates when you
choose the Update Exchange Rates
action.
Repor ts Foreign Currency Balance View the balances for all customers
and vendors in both foreign currencies
and in local currency (LCY). The report
displays two LCY balances. One is the
foreign currency balance converted to
LCY by using the exchange rate at the
time of the transaction. The other is
the foreign currency balance converted
to LCY by using the exchange rate of
the work date.
Exchange Rates
The exchange rates are the tool to calculate the local currency value (LCY) of each currency transaction. The
Exchange Rates page includes the following fields:
Star ting Data The date when the currency rate was effectuated
Exchange Rate Amount The exchange rate amount is the rate to use for the currency
code selected on the line. Normally 1 or 100
Relational Exch. Rate Amount The relational exchange rate amount relates to the rate to
use for the relational currency code
F IEL D DESC RIP T IO N
Adjustment Exch. Rate Amount The adjustment exchange rate amount is the rate to use for
the currency code selected on the line for use of the Adjust
Exchange Rates batch job
Relational Adjmt Exch. Rate Amt The relational adjustment exchange rate amount is the rate
to use for the currency code selected on the line for use of
the Adjust Exchange Rates batch job
Fix Exchange Rate Amount Specifies if the currency's exchange rate can be changed on
invoices and journal lines.
In general, the values of the Exchange Rate Amount and Relational Exchange Rate Amount fields are used
as the default currency rate on all new receivables and payables documents that are created going forward. The
document is assigned the currency rate according to the current working date.
NOTE
The actual currency rate will be calculated using this formula:
Currency Amount = Amount / Exchange Rate Amount * Relational Exch. Rate Amount
The adjustment exchange rate amount or relational adjustment exchange rate amount will be used to update all
open bank, receivable or payable transactions.
NOTE
The actual currency rate will be calculated using this formula:
Currency Amount = Amount / Adjustment Exch. Rate Amount * Relational Adjmt Exch. Rate Amt
TIP
You can use a service to update exchange rates in the system automatically. For more information, see To set up a
currency exchange rate service. However, this does not adjust exchange rates on already posted transactions. To update
exchange rates on posted entries, use the Adjust Exchange Rates batch job.
The adjustment entries are assigned the default dimensions from the accounts they are posted to.
IMPORTANT
Before you can use the batch job, you must enter the adjustment exchange rates that are used to adjust the foreign
currency balances. You do so on the Currency Exchange Rates page.
NOTE
The following video shows an example of how to connect to a currency exchange rate service, using the European Central
Bank as an example. In the segment that describes how to set up field mappings, the setting in the Source column for
the Parent Node for Currency Code will only return the first currency found. The setting should be
/gesmes:Envelope/Code/Code/Code .
To update currency exchange rates through a service
1. Choose the icon, enter Currencies , and then choose the related link.
2. Choose the Update Exchange Rates action.
The value in the Exchange Rate field on the Currencies page is updated with the latest currency exchange
rate.
To account for salary payments and related transactions, you must import and post financial transactions made
by your payroll provider to the general ledger. To do this, you first import a file that you receive from the payroll
provider into the General Journal page. Then you map the external accounts in the payroll file to the relevant
G/L accounts. Lastly, you post the payroll transactions according to the account mapping.
NOTE
To use this functionality, an extension for payroll import must be installed and enabled. The Ceridian Payroll and the
Quickbooks Payroll File Import extensions are pre-installed in Business Central. For more information, see Customizing
Business Central Using Extensions.
TIP
In the step about mapping the external payroll records to your G/L accounts, the mappings that you make will be
remembered next time the same records are imported. This will save you time as you do not have to manually fill
in the Account No. field in the general journal every time you have imported recurring payroll transactions.
When you choose the OK button in the assisted setup guide, the General Journal page is filled with
lines representing the transactions that the payroll file contains and with the relevant accounts prefilled in
the G/L Account fields according to mappings you made in the guide.
4. Edit or post the journal lines as for any other general ledger transactions. For more information, see Post
Transactions Directly to the General Ledger.
See Also
Finance
Customizing Business Central Using Extensions
Working with General Journals
Work with VAT on Sales and Purchases
4/1/2021 • 12 minutes to read • Edit Online
If your country or region requires you to calculate value-added tax (VAT) on sales and purchase transactions so
that you can report the amounts to a tax authority, you can set up Business Central to calculate VAT
automatically on sales and purchase documents. For more information, see Setting Up to Calculations and
Posting Methods for Value-Added Tax.
There are, however, some VAT-related tasks that you can do manually. For example, you might need to correct a
posted amount if you discover that a vendor uses a different rounding method.
TIP
You can let Business Central validate VAT registration numbers and other company information when you create or
update documents. For more information, see Validate VAT Registration Numbers.
No check mark No check mark The Unit Price on the Item Card is
copied to Unit Price Excl. VAT field
on the sales lines.
Check mark Check mark The Unit Price on the Item Card is
copied to Unit Price Incl. VAT field
on the sales lines.
NOTE
If the difference is greater, a warning will be displayed stating the maximum allowed difference. To continue, you
must adjust the amount. Choose OK and then enter an amount that is within the allowed range. If the VAT
difference is equal to or lower than the maximum allowed, Business Central will show the difference in the VAT
Difference field.
NOTE
If the VAT Posting Group setup does not have the Cer tificate of Supply Required check box selected, then a
record is created and the Status field is set to Not Applicable . You can update the field to reflect the correct
status information. You can manually change the status from Not Applicable to Required , and from Required
to Not Applicable as needed.
When you update the Status field to Required , Received , or Not Received , a certificate is created.
TIP
You can use the Cer tificates of Supply page to get a view of the status of all posted shipments for which a
certificate of supply has been created.
NOTE
Alternatively, you can print a certificate from the Cer tificate of Supply page.
4. To include information from the lines on the shipment document in the certificate, select the Print Line
Details check box.
5. Choose the Create Cer tificates of Supply if Not Already Created check box to have Business
Central create certificates for posted shipments that do not have one at the moment of execution. When
you choose the check box, new certificates will be created for all posted shipments that do not have
certificates within the selected range.
6. By default, the filter settings are for the shipment document that you have selected. Fill in the filter
information to select a specific certificate of supply that you want to print.
7. On the Cer tificate of Supply page, choose the Print action to print the report, or choose the Preview
action to view it on the screen.
NOTE
The Cer tificate of Supply Status field and the Printed field are updated for the shipment on the Cer tificates
of Supply page.
NOTE
You cannot create a new certificate of supply on the Cer tificate of Supply page when you navigate to it using
this procedure. To create a certificate for a shipment that was not set up to require one, open the posted sales
shipment, and use either of two procedures described above:
To manually create a certificate of supply certificate
To print a certificate of supply.
This topic describes the reports in Business Central that you can use to submit information about value-added
tax (VAT) amounts for sales and purchases to tax authorities in your region.
You can use the following reports :
The EC Sales List European Community (EC) Sales List report lists the value added tax (VAT) amounts that
you have collected for sales to VAT-registered customers in the European Union (EU) countries.
The VAT Return report includes VAT for sales and purchases to customers and from vendors in all countries
that use VAT.
If you want to view a complete history of VAT entries, every posting that involves VAT creates an entry on the
VAT Entries page. These entries are used to calculate your VAT settlement amount, such as your payment and
refund, for a specific period. To view VAT entries, choose the icon, enter VAT Entries , and then choose the
related link.
NOTE
Each Business Central environment is meant to handle regulatory reporting in one single country. For example, the Dutch
version of Business Central handles VAT reporting in The Netherlands but not in other countries. Similarly, the United
States version of Business Central handles 1099 reporting in the United States and does not support claiming VAT
reporting in other countries, unless brought by an extension delivered by our partner ecosystem or a customer-specific
code modification.
NOTE
It is a good idea to test your connection. To do this, choose the Test Mode check box, then prepare and submit
your VAT report as described in the To prepare and submit a VAT report section. While in Test Mode, the service
tests whether the tax authority can receive your report, and the status of the report will indicate whether the test
submission was successful. It is important to remember that this is not an actual submission. To submit the report
for real, you must clear the Test Mode check box, and then repeat the submission process.
NOTE
For the EC Sales List report, you can review the transactions included in the report lines before you submit the
report. To do that, choose the line, and then choose the Show VAT Entries action.
4. To validate and prepare the report for submission, choose the Release action.
NOTE
Business Central validates whether the report is set up correctly. If the validation fails, the errors display under
Errors and Warnings so that you know what to fix. Typically, if the message is about a missing setting in
Business Central, you can click the message to open the page that contains the information to correct.
VAT settlement
Periodically, you must remit the net VAT to the tax authorities. If you need to settle VAT frequently, you can run
the Calc. and Post VAT Settlement batch job to close the open VAT entries and transfer purchase and sales
VAT amounts to the VAT settlement account.
When you transfer VAT amounts to the settlement account, the purchase VAT account is credited, and the sales
VAT account is debited with the amounts calculated for the specified period. The net amount is credited or
debited, if the purchase VAT amount is larger, to the VAT settlement account. You can post the settlement
immediately or print a test report first.
NOTE
When you use the Calc. and Post VAT Settlement batch job, if you do not specify a VAT Bus. Posting Group and a
VAT Prod. Posting group , entries with all business posting groups and product posting group codes are included.
Suggest Lines Fetch information from the VAT Entries table, and display it
in lines on the VAT report.
Submission Control how, and when, you submit the report based on the
requirements of your tax authority.
Response Handler Handle the return from the tax authority. For example, it
might send an email message to your company's contact
person.
NOTE
When create codeunits for the report, pay attention to the value in the VAT Repor t Version field. This field must reflect
the version of the report that is, or was, required by the tax authority. For example, you might enter 2017 in the field to
indicate that the report conforms to the requirements that were in place that year. To find the current version, contact
your tax authority.
Because the VAT rate change tool cannot convert service contracts, these contracts must be converted manually.
This topic describes several alternative methods that you can use for service contract conversion.
NOTE
This topic provides a high-level workflow.
The following procedure describes how to correct an invoice for a prepaid service contract that has been created
a year in advance.
NOTE
For this example, you must change your work date to 01.01.2017.
NOTE
Do not change the unposted service invoice. Since the service ledger entries are created when the invoice is created, a
change in the unposted invoice will not change the already created service ledger entries. However, the VAT entries are
created when the invoice is posted. This lets you change the general product posting group and the GSP product posting
group on the unposted service invoice.
See Also
Work with Service Contracts and Service Contract Quotes
Finance
Report VAT to Tax Authorities
Work with VAT on Sales and Purchases
Managing VAT Rate Changes
4/1/2021 • 6 minutes to read • Edit Online
VAT rates can change depending on local legislation. Any change in VAT impacts your data in Business Central
whether or not the VAT rate is lowered, raised, or removed. VAT is connected to many entities in Business
Central, such as customers, vendors, items, resources, item charges, and general ledger accounts. Changes in
VAT rates usually happen at a specific date, from which point you will need to have changed the VAT setup,
posting groups etc. to make sure new sales orders and purchase orders are created with the new VAT rate.
NOTE
We are currently updating the VAT Rate Change tool. The functionality mentioned below may not match the functionality
in your environment. The update will take place before July 1st 2020 and will not be a regular monthly update. Instead, all
environments will be updated automatically (hotfix). When this update is complete, this message will no longer appear.
IMPORTANT
Before you perform VAT rate change conversion, you can test the conversion. To do so, follow the steps below, but make
sure to clear the Perform Conversion and VAT Rate Change Tool Completed check boxes. During test conversion,
the Conver ted field in the VAT Rate Change Log Entr y table is cleared and the Conver ted Date field in the VAT
Rate Change Log Entr y table is blank. After the conversion is complete, choose VAT Rate Change Log Entries to
view the results of the test conversion. Verify each entry before you perform the conversion. In particular, verify
transactions that use an old VAT rate.
1. Choose the icon, enter VAT Rate Change , and then choose the VAT Rate Change Setup link.
2. Verify that you have already set up the VAT product posting group conversion or general product posting
group conversion.
3. Choose the Perform Conversion check box.
IMPORTANT
Clear the VAT Rate Change Tool Completed check box. The check box is automatically selected when the VAT
rate change conversion is completed.
IMPORTANT
After the conversion, the Conver ted field in the VAT Rate Change Log Entr y table is chosen and the Conver ted
Date field in the VAT Rate Change Log Entr y table displays the conversion date.
See Also
Set Up Value-Added Tax
Setting Up Unrealized Value Added Tax
Report VAT to a Tax Authority
Work with VAT on Sales and Purchases
Local functionality in Business Central
Walkthrough: Making Cash Flow Forecasts by Using
Account Schedules
4/1/2021 • 5 minutes to read • Edit Online
This walkthrough describes how you can use account schedules to make cash flow forecasts. Account schedules
perform calculations that cannot be done directly in the chart of cash flow accounts. In the account schedules,
you can set up subtotals for cash flow receipts and disbursements. These subtotals can be included in new totals
that can then be used in making cash flow forecasts.
Roles
This walkthrough demonstrates tasks that are performed by the following user role:
Controller
Story
Ken is a controller at CRONUS who makes monthly cash flow forecasts. He includes finance, sales, purchase, and
fixed assets in the forecast, and then he presents it to CFO Sara for business insight.
TIP
Using the Inser t CF Accounts function, you can quickly mark the cash flow accounts from the chart of cash flow
accounts and copy them to account schedule lines.
R10 Open sales Cash Flow 20 Net Change Net Amount Yes
orders Entry
Accounts
R10 Fixed assets Cash Flow 50 Net Change Net Amount Yes
disposal Entry
Accounts
R20 Total Cash Formula R10 Net Change Net Amount Yes
Receipts
R20 Total Cash Formula R10 Net Change Net Amount Yes
Receipts
R30 Payables Cash Flow 1010 Net Change Net Amount Yes
Entry
Accounts
DESC RIP T IO TOTA L IN G A M O UN T
RO W N O. N TYPE TOTA L IN G RO W T Y P E TYPE SH O W
R30 Open Cash Flow 1020 Net Change Net Amount Yes
purchase Entry
orders Accounts
R30 Personnel Cash Flow 1030 Net Change Net Amount Yes
costs Entry
Accounts
R30 Running Cash Flow 1040 Net Change Net Amount Yes
costs Entry
Accounts
R30 Finance Cash Flow 1050 Net Change Net Amount Yes
costs Entry
Accounts
R30 Investments Cash Flow 1070 Net Change Net Amount Yes
Entry
Accounts
R30 Private Cash Flow 1090 Net Change Net Amount Yes
consumptio Entry
ns Accounts
R30 VAT due Cash Flow 1100 Net Change Net Amount Yes
Entry
Accounts
R30 Other Cash Flow 1110 Net Change Net Amount Yes
expenses Entry
Accounts
R40 Total cash Formula R30 Net Change Net Amount Yes
disbursemen
ts
R60 Cash Flow Cash Flow 2100 Net Change Net Amount Yes
Funds Entry
Accounts
R70 Total Cash Formula R50+R60 Net Change Net Amount Yes
Flow
NOTE
The row number R10 is used to capture the account totals for receivables. The row number R20 is used to
calculate the sum of all cash receipts. The row number R30 is used to capture the account totals for payables. The
row number R40 is used to calculate the sum of all cash disbursements. The row number R50 is used to capture
the sum of cash surplus. The row number R60 is used to capture the liquid funds. The row number R70 is used to
calculate the forecasted cash flow.
Setting Up a New Column Layout
Before Ken can print the cash flow forecast, he needs to create the column layout for the numerical information.
In the columns, he defines the information that he wants to use from the lines.
The first column has the number C10 with the title Amount and contains the net change.
The second column has the number C20 with the title Balance at Date and contains the transactions for the
period.
The third column has the number C30 with the title Entire Year and contains the net change in the balances
for the entire fiscal year.
Finally, he assigns the column layout as the default column layout for the account schedule Forecast .
TIP
You can find the same action in the Account Schedule page if you are still editing the Forecast account
schedule there.
C O L UM N L EDGER EN T RY
C O L UM N N O. H EA DER C O L UM N T Y P E TYPE A M O UN T T Y P E SH O W
See Also
Work with Account Schedules
Analyzing Cash Flow in Your Company
Business Process Walkthroughs
Working with Business Central
Analyzing Financial Statements in Microsoft Excel
4/1/2021 • 2 minutes to read • Edit Online
In Business Central, you can see KPIs and get overviews of the company's financial state. You can also open lists
in Excel and analyze the data there. But you can also export heavy financial statements such as the balance sheet
or the income statement to Excel, analyze the data, and print the reports.
In the Business Manager and Accountant Role Centers, you can choose which financial statements to view in
Excel from a drop-down menu in the Reports section of the ribbon. When you choose a statement, it will be
opened in Excel or Excel Online. An add-in connects the data to Business Central. However, you have to sign in
with the same account that you use with Business Central.
You may sometimes need to transfer an amount from one bank account in Business Central to another. To do
this, you must post the transaction on the General Journal page. The task varies depending on whether the
bank accounts use the same currency or different currencies.
TIP
An amount without a sign is a debit, and an amount with a minus sign is a credit.
NOTE
Some companies prefer to transfer between accounts on separate journal lines. Other companies prefer to post
everything on one journal line by using a balancing account. Check with your local expert if you're not sure what
to do.
If your company prefers to use a balancing account, then set the Bal. Account Type field to Bank Account , and
set the Bal. Account No. field to the bank account to which you want to transfer the funds. Then proceed to
step 9 or 10.
If your company prefers to use a separate journal line, then move on to the next step.
6. On the second journal line, in the Type field, select Bank Account .
7. In the Account No. field, select the bank account to which you want to transfer the funds.
8. In the Amount field, enter the amount in the currency of the bank account with or without a minus sign.
TIP
An amount without a sign is a debit, and an amount with a minus sign is a credit.
9. If the exchange rates used in the journal are different than the exchange rates on the Currency
Exchange Rates page, enter a new journal line for the exchange rate gain or loss.
a. Enter G/L Account in the Account Type field.
b. Enter the G/L account number for exchange rate gain or loss in the Account No. field.
c. Enter the exchange rate gain or loss in the Amount field with or without a minus sign.
TIP
An amount without a sign is a debit, and an amount with a minus sign is a credit.
See Also
Reconciling Bank Accounts
Setting Up Banking
Working with General Journals
Working with Business Central
Accountant Experiences in Dynamics 365 Business
Central
4/1/2021 • 4 minutes to read • Edit Online
Any business must do its books and sign off on the accounting. Some businesses employ an external
accountant, and others have an accountant on staff. No matter which type of accountant you are, you can use
the Accountant Role Center as your Home in Business Central. From here, you can access all pages that you
need in your work.
Company Hub
If you work in multiple Business Central companies, you might find it useful to use the Company Hub page to
keep track of work. For more information, see Manage Work across Multiple Companies in the Company Hub.
We have made it easy for you to invite your external accountant. Simply open the Users page, and then choose
the Invite External Accountant action in the ribbon. An email is made ready for you, just add your
accountant's work email, and send the invitation.
NOTE
This requires that you have set up SMTP email. For more information, see Set Up Email.
IMPORTANT
The accountant's email address must be a work address that is based on Azure Active Directory. If the accountant uses
another type of email, then the invitation cannot be sent.
This task requires access to managing users and licenses in Azure Active Directory. The user who sends this invitation
must be assigned the Global admin role or User admin role in the Microsoft 365 admin center. For more information,
see About admin roles in the Microsoft 365 admin content.
See Also
Finance
Setting Up Finance
The General Ledger and the Chart of Accounts
Closing Years and Periods
Working with Dimensions
Analyzing Financial Statements in Excel
Manage Work across Multiple Companies in the Company Hub
Working with Business Central
Setting Up Cash Flow Analysis
Business Central for Multi-Site and International
Organizations
5/21/2021 • 5 minutes to read • Edit Online
Organizations that have multiple sites often use a hub-and-spoke business model where a parent company, or
headquarters, manages the overall operations of the business while each site functions as a single, standalone
entity. Sites are often geographically distributed and have different needs for sharing information with the
headquarter company. Additionally, sites typically don't need the same level of complexity, and often lack the
resources to maintain a large system.
Business Central gives small and mid-sized businesses a business management solution that's easy-to-use and
maintain at a low cost of ownership.
This article introduces some of the ways in which Business Central supports a hub-and-spoke business model.
Tailor the system to fit the business. Enjoy a system that was designed from Overview
the start for mid-sized businesses.
Address regulatory and local practices. Comply with local legal requirements Local Functionality
and business practices.
Access multiple companies from a Get quick access to any Business Company Hub
single page. Central company in your organization.
Handle multiple languages and Support for multiple languages and Multi-language capabilities
currencies. currencies helps meet local needs. Multi-currency capabilities
Consolidate financial data from sites. Consolidate financial statements for Consolidating Financial Data from
sites, regardless of whether they're Multiple Companies
running Business Central or another
application, into a single business
entity (company).
Integrate accounting structures. Transfer consolidation data from Importing Business Data from Other
different accounting structures to your Finance Systems
own. Built-in file format for F&O Prepare general ledger accounts for
(Available with Wave 2, 2020) consolidation
Transact in multiple currencies. Help ensure that financial statements Update Currency Exchange Rates
in different currencies are accurate and
use correct exchange rates.
Share insights with sites without Create KPIs and business intelligence Working with Business Central Data in
extensive IT support. dashboards in Power BI based on your Power BI
data.
H O W B USIN ESS C EN T RA L SUP P O RT S
B USIN ESS REQ UIREM EN T IT L EA RN M O RE
Align on the facts. Generate, view, and share reports with Financial Reports
internal and external stakeholders.
Analyze data in Excel. Fact-find, troubleshoot, and do ad hoc Analyze Financial Statements in Excel
analyses in Microsoft Excel.
Connect customized versions among API Pages can expose any Enabling APIs for Business Central
sites and the headquarter company. representation of an entity, including
its customizations.
Versioning and security. APIs use ODataV4, which provides Security and protection
versioning, and webhooks and change
tracking.
Post and import XML documents. Codeunits can be exposed as unbound XMLport Objects
actions to support posting and
ingestion of XML documents. For
processing XML documents, XMLports
can be applied. Unbound actions are
also capable of generating an XML or
JSON document.
Make maintenance easier through An electronic data exchange solution Data Exchange Framework
electronic data exchange. can be added to serve as an
integration layer between the
headquarter company and sites.
Exchange data between different Use XMLports to create XML XMLport Overview
systems. documents, which can then be
exchanged between a headquarter
company that uses one system and
sites that use Business Central.
Orchestrate complex data exchanges. Use a combination of XMLports with Working with Reports, Batch Jobs, and
Business Central and Microsoft BizTalk XMLports
Server to meet unique needs at your
sites.
For complex needs, use an electronic
data exchange solution based on
BizTalk Server and Commerce Gateway
in Business Central in combination
with the XMLports.
H O W B USIN ESS C EN T RA L SUP P O RT S
B USIN ESS REQ UIREM EN T IT L EA RN M O RE
Connect to 3rd party solutions and APIs establish a point-to-point API v2.0
services. connection between Business Central
and 3rd party solutions and services.
Treat inter-divisional transactions as Use inter-company postings to create Managing Inter-company Transactions
normal sales and purchase sales and purchase documents and
transactions. general ledger entries for entire
workflows, and for more than one
company at a time to eliminate
duplicate data entry.
Use paperless processes. Avoid the cost of sending, receiving, Incoming Documents
and printing documents.
Manage Attachments, Links, and
Notes on Cards and Documents
Automatically generate email alerts. Set up alerts in Power Automate that Business Central and Power BI
will generate emails to inform you of
critical business conditions at sites or
supply chain partners.
Use standard or custom alerts. Use 12 different templates included for Using Business Central in an
Business Central or set up your own Automated Workflow
alerts to suit your business.
See Also
Administration of Business Central Online
Working with Business Central
Business Intelligence
4/1/2021 • 2 minutes to read • Edit Online
Businesses capture a tremendous amount of data through daily activity. This data, which reflects such things as
the organization's sales figures, purchases, operational expenses, employee salaries, and budgets, can become
valuable information, or business intelligence, for decision makers. Business Central contains a number of
features that help you gather, analyze, and share your company data.
The Dimensions functionality plays an important role in business intelligence. A dimension is data that you can
add to an entry as a kind of marker. This data is used to group entries with similar characteristics, such as
customers, regions, products, and salesperson, and easily retrieve these groups for analysis. Among other uses,
you use dimensions when defining analysis views and when creating account schedules for reporting. For more
information, see Working with Dimensions.
TIP
As a quick way to analyze transactional data by dimensions, you can filter totals in the chart of accounts and entries in all
Entries pages by dimensions. Look for the Set Dimension Filter action.
The following table describes a sequence of tasks, with links to the topics that describe them.
TO SEE
View actual amounts compared to budgeted amounts for all Analyze Actual Amounts Versus Budgeted Amounts
accounts and for several periods.
Create new account schedules to define financial statements Prepare Financial Reporting with Account Schedules and
for reporting or for display as charts. Account Categories
Analyze your financial performance by setting up KPIs based Set Up and Publish KPI Web Services Based on Account
on account schedules, which you then publish as web Schedules
services. The published account-schedule KPIs can be viewed
on a web site or imported to Microsoft Excel using OData
web services.
Set up analysis views to analyze data using dimensions. Analyze Data by Dimensions
Create new analysis reports for sales, purchases, and Create Analysis Reports
inventory, and set up analysis templates.
Change the database access intent on reports, pages of the Manage Database Access Intent
type API, and queries to reduce load and improve
performance.
See Also
Finance
Using Business Central as a Power BI Data Source
Closing Fiscal Periods
Importing Data from Other Finance Systems
Working with Business Central
Financial reporting in Business Central allows financial and business professionals to create, maintain, deploy,
and view financial statements. It moves beyond traditional reporting constraints to help you efficiently design
various types of reports. Business Central includes several reports, tracing functions, and tools that help auditors
or controllers who are responsible for reporting to the finance department. Financial reporting includes support
for dimensions, so account segments or dimensions are immediately available. No additional tools or
configuration steps are required.
Reports
The following table describes some of the key reports in financial reporting.
Trial Balance Shows the chart of accounts with balances and net changes.
You can choose to see a trial balance for selected
dimensions. You can use the report at the close of an
accounting period or fiscal year.
Trial Balance by Period Shows the opening balance by general ledger account, the
movements in the selected period of month, quarter, or year,
and the resulting closing balance.
Detailed Trial Balance Shows a detail trial balance for selected general ledger
accounts. You can use the report at the close of an
accounting period or fiscal year. You can define which
accounts are included in the report by setting filters.
Trial Balance/Previous Year Shows a trial balance in comparison to the previous year's
figures. You can choose to see a trial balance for selected
dimensions. You can use the report at the close of an
accounting period or fiscal year. Note that the previous year
means the same period one calendar year earlier.
Account Schedule Account schedules can be used to display the general ledger
accounts in a different way than in the chart of accounts. For
example, account schedules can be used for reports on key
figures.
Tasks
The following articles describe some of the key tasks for analyzing the state of your business:
Analyze Actual Amounts Versus Budgeted Amounts
Prepare Financial Reporting with Account Schedules and Account Categories
Set Up and Publish KPI Web Services Based on Account Schedules
Analyze Data by Dimensions
Create Analysis Reports
Create Reports with XBRL
Manage Database Access Intent
See also
Creating Cost Budgets
Report VAT to Tax Authorities
Closing Years and Periods
Using Pre-Closing Reports
Preparing Closing Statements
Analyzing Financial Statements in Microsoft Excel
Working with Dimensions
Setting Up Finance
Finance
Local Functionality Overview
Accountant Experiences in Dynamics 365 Business Central
Analyze Actual Amounts Versus Budgeted Amounts
4/1/2021 • 2 minutes to read • Edit Online
As a part of gathering, analyzing, and sharing your company data, you view actual amounts compared to
budgeted amounts for all accounts and for several periods.
To analyze budgeted amounts, you must first create G(L budgets. For more information, see Create G/L Budgets.
NOTE
If you have selected Period in either the Show as Lines or the Show as Columns field, then you must fill in the View
by field. If you have not selected Period in either the Show as Lines or Show as Columns field, then enter the
appropriate period in Date Filter field.
NOTE
Only entries from the general ledger budget with the filter codes that you enter on the Filters FastTab are included in the
calculation. Budget entries with other filter codes or without any filter codes are not included. As long as the filter remains
on the page, the budget only displays the budget entries with these filter codes.
TIP
If you want to modify the budget, you can modify the budget entries. Choose an amount to view the underlying general
ledger budget entries.
NOTE
The filters you set on the page header will be applied to general ledger entries and also budget entries.
The leftmost columns contain the chart of accounts. Of the five columns on the rightmost side, the first four
columns show actual and budgeted debit and credit amounts for each account. The fifth column shows the
proportional relationship between the actual and the budgeted amounts on the general ledger account.
TIP
Use the View by field on the G/L Balance/Budget page to select the period length. Use the View as field to select the
way the amounts will be calculated, Net Change or Balance at Date . Choose the Previous Period or Next Period
action to change the period.
Use account schedules to get insight into the financial data stored in your chart of accounts. Account schedules
analyze figures in G/L accounts, and compare general ledger entries with general ledger budget entries. The
results display in charts on your Role Center, such as the Cash Flow chart, and in reports, such as the Income
Statement and the Balance Sheet reports.
You access these two reports, for example, with the Financials Statements action on the Business Manager
and Accountant Role Centers.
Business Central provides a few sample account schedules that you can use right away, or you can set up your
own rows and columns to specify the figures to compare. For example, you can create account schedules to
calculate profit margins on dimensions like departments or customer groups. You can create as many
customized financial statements as you want.
Setting up account schedules requires an understanding of the financial data in the chart of accounts. For
example, you can view general ledger entries as percentages of budget entries. This requires that budgets are
created. For more information, see Create G/L Budgets.
Account Schedules
Account schedules are used to arrange accounts listed in the chart of accounts in ways suited for presentation of
information about those accounts. You can set up various layouts to define the information that you want to
extract from the chart of accounts. One of the main functions of account schedules is to provide a place for
calculations that cannot be made directly in the chart of accounts, such as creating subtotals for groups of
accounts, which can be included in new totals and can then be used in other totals. For example, users can create
account schedules to calculate profit margins on such dimensions as departments or customer groups. In
addition, general ledger entries and general ledger budget entries can be filtered, for example, by net change or
debit amount.
You can also compare two or more account schedules and column layouts by using formulas. This kind of
comparison provides the ability to:
Create customized financial reports.
Create as many account schedules as needed, each with a unique name.
Set up various report layouts and print the reports with the current figures.
NOTE
A printed/previewed/saved version of an account schedule can display a maximum of five columns. If the account
schedule is only meant for analysis on the Acc. Schedule Over view page, you can create as many columns as you
want.
1. On the Account Schedules page, select the relevant account schedule, and then choose the Edit Column
Layout Setup action.
2. On the Column Layouts page, create a row for each column by which financial data is shown in the
financial report. Hover over a field to read a short description.
3. Choose the OK button.
4. Open the Acc. Schedule Over view page from time to time to verify that the new column layout works as
intended.
NOTE
The columns that you define on each row represent columns 3 and up on the Acc. Schedule Over view page. The first
two columns, Row No. and Description , are fixed.
P Period
Examples of formulas:
F O RM UL A DESC RIP T IO N
If you want to calculate by regular time periods, you must enter a formula in the Comparison Date Formula
field instead. For example, if the field is set to -1Y, Business Central compares to the same period 1 year earlier.
NOTE
It is not always transparent which periods you are comparing because you can set a date filter on a report that spans
different dates than the accounting periods that are reflected in the data in the chart of accounts. For example, you create
an account schedule where you want to compare this period with the same period last year, so you set the Comparison
Date Formula field to -1FY. Then, you run the report on February 28th and set the date filter to January and February.
As a result, the account schedule compares January and February this year to January last year, which is the only
completed accounting period of the two for last year.
For more information about date formulas, see Working with Calendar Dates and Times.
On the Account Schedule KPI Web Ser vice Setup page, you set up how to show the account-schedule KPI
data and which specific account schedules to base the KPIs on. When you choose the Publish Web Ser vice
button, the specified account-schedule KPI data is added to the list of published web services on the Web
Ser vices page.
NOTE
When you use this web service, closing dates are not included in your data set. This lets you use filters in Power BI to
analyze various time periods.
Forecasted Values Star t Specify at what point in time forecasted values are
shown on the account-schedule KPI graphic.
G/L Budget Name Specify the name of the general ledger budget that
provides forecasted values to the account-schedule KPI
web service.
Web Ser vice Name Specify the name of the account-schedule KPI web
service.
This name will appear in the Ser vice Name field on the
Web Ser vices page.
Specify one or more account schedules that you want to publish as a KPI web service according to the
setup that you made in the previous table.
3. On the Account Schedules FastTab, fill in the fields as described in the following table.
Acc. Schedule Name Specify the account schedule that the KPI web service is
based on.
Acc. Schedule Description Specify the description of the account schedule that the
KPI web service is based on.
4. Repeat step 3 for all the account schedules that you want to base the account-schedule KPI web service
on.
5. To view or edit the selected account schedule, on the Account Schedule FastTab, choose the Edit
Account Schedule action.
6. To view the account-schedule KPI data that you have set up, choose the Account Schedule KPI Web
Ser vice action.
7. To publish the account-schedule KPI web service, choose the Publish Web Ser vice action. The web
service is added to the list of published web services on the Web Ser vices page.
NOTE
You can also publish the KPI web service by pointing to the Account Schedule KPI Web Ser vice Setup page object
from the Web Ser vices page. For more information, see Publish a Web Service.
See Also
Business Intelligence
Finance
Setting Up Finance
The General Ledger and the Chart of Accounts
Working with Business Central
Analyze Data by Dimensions
4/27/2021 • 4 minutes to read • Edit Online
In financial analysis, a dimension is data that you can add to an entry as a kind of marker. This data is used to
group entries with similar characteristics, such as customers, regions, products, and salesperson, and easily
retrieve these groups for analysis. Dimensions can be used on entries in journals, documents, and budgets. The
term dimension describes how analysis occurs. A two-dimensional analysis, for example, would be sales per
area. However, by using more than two dimensions when creating an entry, you can carry out a more complex
analysis, such as sales per sales campaign per customer group per area. For more information, see Working
with Dimensions.
Analyzing data by dimensions gives you greater insight into your business, so you can evaluate information,
such as how well your business is operating, where it is thriving and where it is not, and where more resources
should be allocated.
TIP
As a quick way to analyze transactional data by dimensions, you can filter totals in the chart of accounts and entries in all
Entries pages by dimensions. Look for the Set Dimension Filter action.
NOTE
If you discover that an incorrect dimension has been used on posted general ledger entries, you can correct the
dimension values and update your analysis views. For more information, see Troubleshooting and Correcting Dimensions
To analyze by dimensions
You can use the Analysis by Dimensions matrix to view the amounts in your general ledger by using the
analysis views that you have already set up. You fill on the Analysis by Dimensions page to define what will
be shown in the matrix, and then you choose the Show Matrix action to view the matrix.
1. Choose the icon, enter Analysis Views , and then choose the related link.
2. Select the relevant analysis view, and then choose the Analysis by Dimensions action.
3. On the Analysis by Dimensions page, fill in the fields to define which data is shown and how.
4. Choose the Show Matrix action to open the respective matrix page for the defined analysis view.
5. To see a specification of an amount shown in the matrix page, choose the amount to drill down.
The leftmost columns contain information based on what you have selected in the Show as Lines field in
the header.
The rightmost columns contain information based on to what you have selected in the Show as Columns
field in the header.
IMPORTANT
You cannot select a period length shorter than the period specified for the date compression on the Analysis View card.
The Next Set and Previous Set commands are inactive if you have selected Period in either the Show as Lines or the
Show as Columns field.
NOTE
You can use the Dimensions - Detail report to display a detailed classification of how dimensions have been used on
entries over a selected period. You can use the Dimensions - Total report to display only the total amounts.
TIP
You can also change the view by changing the contents of the Show as Lines field and Show as Columns field. To
reverse a view setting, choose the Reverse Lines and Columns action.
TIP
If you select the Update on Posting check box on an analysis view card, the view is automatically updated when an
involved transaction is posted.
NOTE
To update some or all analysis views at the same time, you must use the Update Analysis Views batch job.
Sales managers need to analyze turnover, gross profit and other key sales performance indicators on a regular
basis. Purchasers, are more interested in the dynamics of purchase volumes, vendors' performance and
purchase prices. Whereas logistics/inventory managers need information on inventory turnover, analysis of
inventory movement, and statistics on inventory value.
You can use analysis reports to create customized reports based on records of your posted transactions, for
example, sales, purchases, transfers and inventory adjustments. In a customizable report, the source data, which
is derived from the item ledger (with associated value entries), can be combined, compared and presented in
meaningful user-defined ways. In this sense, the analysis report is very similar to a PivotTable report in
Microsoft Excel.
You can create your personalized report that focuses on your key accounts in terms of total turnover both in
amounts and quantities sold, gross profit and gross profit percentage during the current month, and have it
compare those figures with the results from previous months or the same month last year, and calculate
deviations. All this can be done in one and the same view, with the possibility to navigate to the cause of
identified problem areas by choosing the drop-down button to access details on the level of individual
transactions.
The analysis report consists of the objects that you want to analyze, such as customers, customer groups, sales
people and so on, represented as lines, and the analysis parameters, that is, the way you want to analyze the
object, represented as columns, such as profit calculations, periodic comparisons of sales amounts and volumes
or periodic comparisons of actual and budgeted figures.
In addition to analysis reports, you can create and view similar information in analysis views, which are based
on dimensions. For more information, see Analyze Data by Dimensions.
Example
You can set up lines like these:
Computers
Displays
Spare Parts
Then you can set up columns like these:
Sales Current Month
Sales Last Month
Sales in Pct. of last Month
- SA L ES C URREN T M O N T H SA L ES L A ST M O N T H SA L ES L A ST M O N T H %
Computers
Displays
Spare parts
Total
You can, for example, set up one set of lines and several sets of column layouts to show monthly and annual
reports respectively.
NOTE
To define a column, you must fill in the Analysis Type Codes field for all column types except Formula . Set up
the analysis type codes on the Analysis Types page.
Also, in the Ledger Entr y Type field, if you select Item Entries , the actual figures from the item ledger entry
are copied. If you select Item Budget Entries , the budgeted figures from the budget are copied.
NOTE
Alternatively, when you want to create many individual lines for each item, customer, and so on, you can select the
appropriate insert option to fill in all the relevant fields on the line. If you need to, you can then edit the lines manually. To
insert lines, choose the Inser t Items action or the Inser t Item Groups action.
NOTE
Building combinations of line and column templates to create reports and assigning them unique names is optional. If
you do this, selecting a report name means that you will not need to select line and column templates on the Sales
Analysis Repor t page. After you have chosen a report name, you can change line and column templates independently
and then later select the report name again to restore the original combination.
See Also
Business Intelligence
Finance
Setting Up Finance
The General Ledger and the Chart of Accounts
Working with Business Central
Create Reports with XBRL
4/1/2021 • 8 minutes to read • Edit Online
XBRL, which stands for eXtensible Business Reporting Language, is an XML-based language for tagging financial
data, and enabling businesses to efficiently and accurately process and share their data. The XBRL initiative
enables global financial reporting by numerous ERP software companies and international accounting
organizations. The goal of the initiative is to provide a standard for the uniform reporting of financial
information for banks, investors, and government authorities. Such business reporting can include:
• Financial statements
• Financial information
• Non-financial information
• Regulatory filings, such as annual and quarterly financial statements
NOTE
You can import G/L-related schemas and create XBRL instance documents by mapping G/L data from the chart of
accounts to elements in taxonomies that were designed for financial reports, such as balance sheets, income statements,
and so on.
The XBRL capabilities in Business Central support taxonomies for Specification 2.1, however, taxonomies might contain
unsupported elements such as Formula linkbases, iXBRL, or have other structural differences. We recommend that you
validate the XBRL capability before you use it for reporting.
Full support for taxonomies may require third party XBRL tagging and tools. The XBRL International organization has a
list of tools and services that you can use for XBRL reporting. Depending on the XBRL reporting requirements for a given
taxonomy, you might want to explore those resources. For more information, see Getting Started for Business and Tools
and Services.
Layered Taxonomies
A taxonomy can consist of a base taxonomy, for example, us-gaap or IAS, and then have one or more extensions.
To reflect this, a taxonomy refers to one or more schemas, each of which are separate taxonomies. When the
additional taxonomies are loaded into the database, the new elements are simply added to the end of the
existing elements.
Linkbases
In XBRL Spec. 2, the taxonomy is described in several XML-files. The primary XML file is the taxonomy schema
file itself (.xsd file) which only contains an unordered list of elements or facts to be reported. In addition to this,
there are usually associated some linkbase files (.xml). The linkbase files contain data which is complementary to
the raw taxonomy (.xsd file). There are six types of linkbases files of which four have relevance for Product Name
XBRL. These are:
Label linkbase: This linkbase contains labels or names for the elements. The file may contain labels in
different languages which are identified with an XML property called 'lang'. The XML language identifier
usually contains a two-letter abbreviation, and although it should be easy to guess what the abbreviation
means, there is no connection to the Windows language code or to the language codes defined in the
demo data. Therefore, when the user looks up the languages for a specific taxonomy, he will see all the
labels for the first element in the taxonomy, meaning that he can then see an example of each language. A
taxonomy can have several label linkbases attached to it as long as these linkbases contain different
languages.
Presentation linkbase: This linkbase contains information about the structure of the elements, or more
precisely; how the issuer of the taxonomy suggests that application presents the taxonomy to the user.
The linkbase contains a series of links that each connect two elements as parent and child. When applying
all these links, the elements can be shown in a hierarchical way. Note that the presentation linkbase deals
with just that: the presentation of elements to the user.
Calculation linkbase: This linkbase contains information about which elements roll up to which. The
structure is quite similar to the presentation linkbase, except that each link or ‘arc’, as they are called, has
a weight property. The weight can be either 1 or –1 indicating whether the element should be added to or
subtracted from its parent. Note that the rollups are not necessarily in keeping with the visual
presentation.
Reference linkbase: This linkbase is an xml file that contains supplementary information about the data
that is required by the taxonomy issuer.
To set up XBRL lines
After you import or update the taxonomy, the lines of the schemas must be supplied with all the information
that is required. This information will include basic company information, the actual financial statements, notes
to the financial statements, supplemental schedules, and other information that is required to satisfy the
particular financial reporting requirements.
You set up the XBRL Lines by mapping the data in the taxonomy to the data in your general ledger.
1. Choose the icon, enter XBRL Taxonomies , and then choose the related link.
2. On the XBRL Taxonomies page, select a taxonomy from the list.
3. Choose the Lines action.
4. Select a line and fill in the fields.
5. To read detailed information about what to fill in, choose the Information action.
6. To set up the mapping of the general ledger accounts in the chart of accounts to the XBRL lines, choose the
G/L Map Lines action.
7. To add notes to the financial statement, choose the Notes action.
TIP
To exclude lines from the export, choose NOT APPLICABLE as the source type.
NOTE
You can only export data that corresponds to the selection in the Source Type field. This includes descriptions and notes.
NOTE
Taxonomies might contain elements that Business Central does not support. If an element is not supported, the Source
Type field will display Not Applicable and the Description field will show an error message, such as Unexpected
type: "specific type not recognized". If you must export the element, choose a matching source type. Typically, this is
a constant or a description. This will allow you to enter and export data, however, such elements might have validation
rules that cannot be checked before exporting.
As a super user or administrator, you can change the database access intent on reports, pages of the type API,
and queries to improve performance of the service.
Overview
Business Central can be set up to use read-only replicas of the primary (read-write) database. Using the
database replica reduces the load on the primary database. In some cases, it will also improve the performance
when viewing data in the client. Replicas are beneficial for objects, like reports, queries, and API pages, that are
used for viewing data only, not modifying data.
When objects run, the database access intent determines whether to use a read-only replica, if one is available,
or the primary database. Reports, API pages, and queries are developed with a predefined database access
intent (see DatabaseAccessIntent property).
The Database Access Intent List page lets you override the predefined database access intent for objects
when they're run.
In database terms, this feature is commonly known as read scale-out. For more information about read-scale
out and data access intent in Business Central, see Utilizing Read Scale-Out for Better Performance in the
Business Central Developer and Administration help.
Allow Write Sets the object to use the primary database, allowing the
user to modify data.
Read Only Sets the object to use the database replica, which means
that the user can only view data, not change data.
NOTE
If an object that is editable, like the Customer Card, is set to Read Only , the primary database will still be used,
regardless of the access intent, allowing users to make changes as normal.
See Related Training at Microsoft Learn
See Also
Business Functionality
General Business Functionality
Working with Business Central
Getting Ready for Doing Business
You create a sales invoice or sales order to record your agreement with a customer to sell certain products on
certain delivery and payment terms.
You must use sales orders if your sales process requires that you can ship parts of an order quantity, for
example, because the full quantity is not available at once. If you sell items by delivering directly from your
vendor to your customer, as a drop shipment, then you must also use sales orders. In all other aspects, sales
orders work the same way as sales invoices. With sales orders, you can also use the Order Promising
functionality to communicate certain delivery dates to your customers.
You can negotiate with the customer by first creating a sales quote, which you can convert to a sales invoice or
sales order when you agree on the sale. After the customer has confirmed the agreement, you can send an order
confirmation to record your obligation to deliver the products as agreed.
You can easily correct or cancel a posted sales invoice before it is paid. This is useful if you want to correct a
typing mistake or if the customer requests a change early in the order process. If the posted sales invoice is paid,
then you must create a sales credit memo or a sales return order to reverse the sale.
Good sales and marketing practices are all about how to make the best decisions at the right time. Marketing
functionality in Business Central provides precise and timely overview of your contact information so that you
can serve your prospective customers more efficiently and increase customer satisfaction. For more
information, see Relationship Management.
If you use Dynamics 365 Sales for customer engagement, you can enjoy seamless integration in the lead-to-
cash process by using Business Central for backend activities such as processing orders, managing inventory,
and doing your finances. For more information, see Using Dynamics 365 Sales from Business Central.
In business environments where the customer must pay before products are delivered, such as in retail, you
must wait for the receipt of payment before you deliver the products. In most cases, you process incoming
payments some weeks after delivery by applying the payments to their related posted, unpaid sales invoices.
For more information, see Reconcile Payments Using Automatic Application.
Sales documents can be sent as PDF files attached to email. The email body will contain an extract of the sales
document, such as products, total amount, and a link to the PayPal site. For more information, see Send
Documents by Email.
For all sales processes, you can incorporate an approval workflow, for example, to require that large sales to
certain customers are approved by the accounting manager. For more information, see Using Workflows.
The following table describes a sequence of tasks, with links to the topics that describe them.
TO SEE
Create a customer card for each customer that you sell to. Register New Customers
Create a sales quote where you offer products on negotiable Make Sales Quotes
terms before converting the quote to a sales invoice.
Process a sales order that involves partial shipping or drop Sell Products
shipment.
Understand what happens when you post sales documents. Posting Sales
Set up standard sales or purchase lines that you can quickly Create Recurring Sales and Purchase Lines
insert on documents, for example, for recurring
replenishment orders.
Link a sales order to a purchase order to sell a drop- Make Drop Shipments
shipment item that will be delivered directly from your
vendor to your customer.
Have a catalog item shipped from a vendor to your Create Special Orders
warehouse so that you can ship the item on to your
customer.
Perform an action on an unpaid posted sales invoice to Correct or Cancel Unpaid Sales Invoices
automatically create a credit memo and either cancel the
sales invoice or recreate it so you can make corrections.
Create a sales credit memo to revert a specific posted sales Process Sales Returns or Cancellations
invoice to reflect which products the customer returns and
which payment amount you will refund.
Manage your customer's commitment to purchase large Work with Blanket Sales Orders
quantities delivered in several shipments over time.
Sell assembly items that are not currently available by Sell Items Assembled to Order
creating a linked assembly order to supply the full or partial
sales order quantity.
Invoice a customer once for multiple shipments by Combine Shipments on a Single Invoice
combining the shipments on one invoice.
Inform your customers of order delivery dates by calculating Calculate Order Promising Dates
either the capable-to-promise date or the available-to-
promise date.
Resolve confusion when two or more records exist for the Merge Duplicate Records
same customer.
Sales reporting in Business Central allows sales and business professionals to get insights and statistics about
current and past sales activities.
Reports
The following table describes some of the key reports in sales reporting.
Customer – Order Summer y 107 Shows the order detail with the
quantity not yet shipped for each
customer in three periods of 30 days
each, starting from the specified date.
There are also columns with orders to
be shipped before and after the three
periods and a column with the total
order detail for each customer. Use the
report to analyze a company's
expected sales volume.
Customer – Sales list 119 Shows customer sales for a period. You
use it to report to the customs and tax
authorities. You can choose to include
only customers with total sales that
exceed a minimum amount. You can
also specify whether you want the
report to show address details for each
customer.
The report is based on recorded sales
(LCY) from customer ledger entries. At
the bottom of the report, the total
reported sales are shown in LCY. The
total is based on the customers you
have included in the report, that is the
customers that are within the filters on
the Customer FastTab and that have
total sales greater than the amount
specified in the Amounts (LCY)
Greater Than field on the Options
FastTab.
Sales Reser vation Avail. 209 Shows the availability of items for
shipment on sales documents. You
determine whether the report
indicates the status of each document
or of each sales line. When you print
the report, you can also update the
quantity that is available for shipment
in the Qty. to Ship field on the sales
lines. Then you can use the report to
determine which documents to post.
There is also a capability with which
you could set the amount of goods to
be shipped. Note : This report is not
available for advanced warehouse
functionality.
Warehouse Shipment Status 7313 This report can be used for all
locations where the Require
Shipment field is selected. The
Warehouse Shipment Status report
shows you all unposted warehouse
shipment documents, including the
locations, bin codes, document status,
quantities, and so on. This report is
perfect to get an overview.
Inventor y Sales Back Orders 718 Shows a list with the order lines whose
shipment date has been exceeded. The
following information is shown for the
individual orders for each item:
number, customer name, customer's
telephone number, shipment date,
order quantity and quantity on back
order. The report also shows whether
there are other items for the customer
on back order.
Tasks
The following articles describe some of the key tasks for analyzing the state of your business:
Create Analysis Reports
View the Availability of Items
See also
Setting Up Sales
Sales
Reserve Items
Walkthrough Conducting a Sales Campaign
5/26/2021 • 9 minutes to read • Edit Online
A campaign is any kind of activity that involves several contacts. An important part of setting up a campaign
involves selecting the target audience for your campaign. For this purpose, in Business Central, you create a
segment, or a group of contacts using filters.
You use these features in Sales & Marketing to carefully plan your marketing activities and to manage your
interactions with contacts and customers. You can create campaigns and set up segments of your contacts for
mailings and other types of interactions with your contacts and prospective customers.
The Campaign and Segment features with their automated processes enable you to plan, organize, and keep
track of your marketing activities. This will increase the chances of winning new customers and retaining
existing customers.
Roles
This walkthrough demonstrates tasks that are performed by the following user roles:
Marketing Manager or Sales Manager
Marketing Staffer
Prerequisites
Before you can perform the tasks in the walkthrough, you must install the Business Central.
Story
The marketing manager in the Sales department of CRONUS is responsible for planning campaigns and for
executing them. He also makes decisions about which trade shows to participate in and he evaluates campaign
progress.
The marketing staffer in the Marketing department handles producing, distributing, and placing marketing
material.
The company has just launched a new product called the Rome Guest Chair. The product was recently promoted
at a trade show, Office Futurus. Many customers expressed great interest in the product, and as part of a
promotional effort, customers who bought Rome Guest Chair during a campaign period were offered a special
campaign price.
One of the marketing staffer’s tasks after the trade show is to enter all the potential customers as contacts.
The marketing manager sets up a campaign, creates a segment that contains all the new contacts and then
mines the contact data to select the target audience for the campaign.
The staffer helps send out thank you letters to all the contacts who left their cards with the staff at the stand, and
finally, the manager records all the responses they receive from the prospective customers.
Setting Up a Campaign
As soon as the staffer has entered the business cards received at the trade show, the marketing manager sets up
a campaign card to manage the activities involved in the campaign.
To set up a campaign
1. Choose the icon, enter Campaigns , and then choose the related link.
2. Choose the New action to create a new campaign. On the campaign card, press Enter to have a campaign
number automatically inserted.
3. In the Description field, enter a description for the campaign, for example, Office Futurus trade show .
4. Choose the Status Code field, and select the status code "1-PLAN".
5. Fill in the Star ting Date and Ending Date fields of the campaign as appropriate.
NOTE
You can save your segmentation criteria to be reused at a later stage.
NOTE
If you have to reverse this removal of a group of contacts, you can do this using the Go Back function. In other words,
you can undo your last segmentation.
NOTE
If needed click on the Edit Pencil icon to open the page in edit mode.
1. Open the Segment card for the Visitors at the FUTURUS trade show .
2. On the Interaction FastTab, in the Interaction Template Code field, select the Business Letter template
code BUS and select Yes .
3. Choose the Language Code (Default) field to open the Segment Interaction Languages page. Select a
Language Code and then choose the OK button.
4. Make sure that the Correspondence Type (Default) is set to Hard Copy .
5. In the Attachment field select the Ellipsis box. This opens the Import Attachment dialog.
a. Select the Choose button to choose your file.
b. Find the file and select the Open button to attach it.
6. In the Subject (Default) field, enter the following example text: Thank you for visiting the trade show .
Press the Tab key to leave the field, and select the Yes button.
7. Slide the Send Word Docs as Attmt to on and select the Yes button.
8. Choose the action Log . In the Log Segment pop-up window enable: Create Follow-up Segment
9. Choose the OK button to start the Log Segment batch job .
The attachments are sent. When the process is done, choose the OK button for the message that states that the
segment has been logged.
The letters are automatically printed and the segment is logged. Because the segment has been logged, it is no
longer in the list of segments but is moved to the list of logged segments. To see that list, Choose the icon,
enter Logged Segments , and then choose the related link.
After the segment is logged, each letter that is sent is recorded as an interaction, which you can view in the log.
Choose the icon, enter Interaction Log Entries , and then choose the related link. There is an entry for each
sent letter.
To send an email message to a contact
1. On the Interaction FastTab, in the Interaction Template Code field, select the Business Letter template,
code BUS .
2. In the Subject (Default) field, enter the following example text: Thank you for visiting the trade show .
3. In the Correspondence Type field, choose E-Mail .
4. Specify language settings, and attach a Word document, as in the previous procedure.
5. Choose the Log action. The Log Segment page opens.
6. Select the Send Attachments check box to have the attachments sent by email.
7. Select the Create Follow-up Segment check box.
8. Choose the OK button.
The letters are automatically sent by email, and the segment is logged. Because the segment has been logged, it
is no longer in the list of segments but is saved in the list of logged segments. To see that list, Choose the icon,
enter Logged Segments , and then choose the related link.
Registering Campaign Responses
During the next couple of weeks, the prospective customers respond to the letter. The marketing manager wants
to keep track of the responses and record these interactions.
For this purpose, set up a segment for the contacts who have responded to the letter.
To register campaign responses
1. On the Segment page, on the Interaction FastTab, choose the Interaction Template Code field.
There is no interaction template for recording responses to campaigns. Therefore, create a new template.
2. On the Interaction Templates dropdown, choose the New action.
3. In the Code field, enter RESP , and in the Description field, enter Campaign Responses .
4. Choose the OK button.
5. Choose Yes to confirm that you want to apply this interaction template code to all segment lines.
6. On the Campaign FastTab, select the Campaign Response field. Choose Yes to confirm the message You
have modified Campaign Response.
7. On the Segment page, choose the Log action.
8. On the Log Segment page, clear the Send Attachments check box. Then choose the OK button to confirm
the message that the segment has been logged.
See Also
Relationship Management
Business Process Walkthroughs
Working with Business Central
Walkthrough: Setting Up and Invoicing Sales
Prepayments
6/8/2021 • 9 minutes to read • Edit Online
Prepayments are payments that are invoiced and posted to a sales or purchase prepayment order before final
invoicing. You may require a deposit before you manufacture items to order, or you may require payment before
you ship items to a customer. You use the prepayments functionality in Business Central to invoice and collect
deposits that are required from customers or remit deposits to vendors. Thus, you can make sure that all
payments are posted against an invoice.
Prepayment requirements can be defined for a customer or vendor for all items or selected items. After you
complete the required setup, you can generate prepayment invoices from sales and purchase orders for the
calculated prepayment amount. You can change the default amounts on the invoice as needed. For example, you
can send additional prepayment invoices if additional items are added to the order.
Story
Phyllis is an accounting manager. She makes decisions about which customers are required to pay a deposit
before items are manufactured or shipped. Phyllis sets up Business Central to calculate prepayments
automatically.
Susan is a sales order processor. When a customer calls to place an order, she enters the order into the system
while the customer is on the telephone. This way, she can verify prices and payment terms with the customer
immediately, and she can make adjustments to the order while she negotiates with the customer.
Arnie works in the Accounts Receivable department, where he posts invoices and payments.
In this scenario, Phyllis sets up prepayment requirements for the customer Selangorian, based on their credit
history, and gives Susan instructions for how to handle their orders.
When the customer calls, Susan negotiates with the customer until they reach an agreement. She can then
choose to calculate the prepayment in several different ways.
After Susan sends the prepayment invoice, the customer orders an extra item. Susan updates the order and
creates a second prepayment invoice.
Arnie registers the customer's payment and applies it to the invoices, and then sends the final invoice.
Setting Up Prepayments
Phyllis sets up the system to handle prepayments for customers.
Phyllis decides to have the same number series for prepayments as the one used for sales invoicing.
Phyllis sets application to check if prepayments are required before final invoicing on an order.
Phyllis sets up default values for a required prepayment percentage for particular items and customers.
The following procedures describe how to complete Phyllis' tasks:
To set up number series for prepayments
1. Choose the icon, enter Sales & Receivables Setup , and then choose the related link.
2. On the Sales & Receivables Setup page, expand the Number Series FastTab.
3. Verify that the number series for posted prepayment invoices in the Posted Prepmt. Inv. Nos. field is the
same as for posted sales invoices (Posted Invoice Nos.) and the number series for posted prepayment
credit memos (Posted Prepmt. Cr. Memo Nos.) is the same as for posted credit memos (Posted Credit
Memo Nos.).
To block shipments for unpaid prepayment
1. On the Sales & Receivables Setup page, on the General FastTab, select the Check Prepayment when
Posting check box.
Now you cannot ship or invoice an order that has an unpaid prepayment amount.
By default, Phyllis requires customer 20000 to be invoiced for a 30% down payment on all orders. Therefore,
she will enter a default prepayment percentage on the customer card.
Phyllis requires all customers to be invoiced a 20% deposit for item 1896-S. Customer 20000 has a poor
payment history. Therefore, she requires a 40% prepayment from customer 20000 for item 1896-S. The
following procedure illustrates how to set up default prepayment percentages.
To assign default prepayment percentages to customers and items
1. Choose the icon, enter Customers , and then choose the related link.
2. Open the card for customer 20000 (Trey Research).
3. In the Prepayment % field, enter 30 .
4. Select Related then select Sales then Prepayment Percentages
5. Fill in two lines on the Sales Prepayment Percentages page as follows.
SA L ES T Y P E SA L ES C O DE IT EM N O. P REPAY M EN T %
IMPORTANT
Depending on your country/region, you must also specify a tax group code on the Invoicing FastTab for item
1896-S.
6. Close all pages.
To specify an account for sales prepayments in general posting setup
1. Choose the icon, enter General Posting Setup , and then choose the related link.
2. Select the line where the Gen. Bus. Posting Group field is set to DOMESTIC , and the Gen. Prod. Posting
Group field is set to RETAIL .
3. In the Sales Prepayments Account field, specify the relevant account. Your selection is automatically
saved.
TYPE N O. Q UA N T IT Y
Item 1896-S 1
Item 1900-S 1
By default, the prepayment fields on the sales line are hidden, so you must display them. To do this you
need to personalize the page. For more information, see To start personalizing a page through the
Personalizing banner.
6. Verify that the Prepayment % field on the line with item 1900-S contains 30 . The default value was
taken from the sales header, which was populated from the customer card.
The Prepayment % field on the line with item 1896-S contains 40 . This is the percentage you entered
on the Sales Prepayment Percentages page for item 1896-S and customer 20000 .
For more information, see Set Up Prepayments.
7. In the Order action, choose Statistics .
8. On the Prepayment FastTab, the Prepmt. Line Amount Excl. VAT field contains 458.16 . If you create
a prepayment invoice for the order now, then this is the amount that is displayed on the invoice.
In this scenario, Susan has been instructed to suggest a total prepayment of 800 for the order.
IMPORTANT
Depending on your country/region, the following step might not apply.
9. Change the amount in the Prepmt. Line Amount Excl. Tax field to 800 and then close the page.
10. Verify the Prepayment % field on the sales lines, and you will see that it has been recalculated to
67.02438 and 67.02282 .
The recalculation includes all lines that have a prepayment percentage that is greater than 0.
Now the customer asks if the prepayment percent can be set to 35%. Susan's supervisor approves the
change.
11. On the Sales Order page, on the Prepayment FastTab in the Prepayment % field, enter 35 .
12. In the warning that appears, choose the Yes button. A rate of 35% will be applied as the payment
percentage for the whole order.
13. Verify that the lines have been updated accordingly.
NOTE
Susan would select Post and Print Prepmt. Invoice and mail the invoice the customer.
F IEL D N A M E EN T ER
NOTE
Normally, the shipping department would have already posted the shipment.
Arnie can view the history to verify that the sales invoice was created as intended.
1. Choose the icon, enter Posted Sales Invoices , and then choose the related link.
Next Steps
This walkthrough has taken you through steps to set up Business Central to handle prepayments. You have set
up default prepayment percentages on customers and items, and you have also used different methods to
calculate the prepayments on an order. You have tried to assign one total prepayment amount to the order, and
you have had the prepayment amount calculated as a percentage of the whole order.
You have also posted a prepayment invoice, created a second prepayment invoice when the order has changed,
and posted the final invoice for the remaining amount.
The prepayments functionality in Business Central makes it easy to set up and enforce prepayment rules for
customers and items, and it enables you to post every payment against an invoice.
See Also
Invoicing Prepayments
Finance
Working with Business Central
Business Process Walkthroughs
Register New Customers
4/1/2021 • 4 minutes to read • Edit Online
Customers are the source of your income. You must register each customer you sell to as a customer card.
Customer cards hold the information that is required to sell products to the customer. For more information, see
Invoice Sales and Register New Items.
Before you can register new customers, you must set up various sales codes that you can select from when you
fill in customer cards. For more information, see Setting Up Sales.
NOTE
If customer templates exist for different customer types, then a page appears when you create a new customer card from
where you can select an appropriate template. If only one customer template exists, then new customer cards always use
that template.
O P T IO N DESC RIP T IO N
Both Warnings Both the Credit Limit and the Balance Due fields on
the customer's card are checked, and a warning is shown
if the customer has exceeded its credit limit or if the
customer has an overdue balance.
Credit Limit The value in the Credit Limit field on the customer's
card is compared with the customer's balance, and a
warning is shown if the customer's balance exceeds this
amount.
O P T IO N DESC RIP T IO N
See Also
Defining Payment Methods
Merge Duplicate Records
Create Number Series
Sales
Setting Up Sales
Working with Business Central
Make Sales Quotes
5/28/2021 • 5 minutes to read • Edit Online
You create a sales quote to record your offer to a customer to sell certain products on certain delivery and
payment terms. You can send the sales quote to the customer to communicate the offer. You can email the
document as a PDF attachment. You can also have the email body prefilled with a summary of the quote. For
more information, see Send Documents by Email.
While you negotiate with the customer, you can change and resend the sales quote as much as needed. When
the customer accepts the quote, you convert the sales quote to a sales invoice or a sales order in which you
process the sale. For more information, see Invoice Sales or Sell Products.
You can fill customer fields on the sales quote in two ways depending on whether the customer is already
registered. See steps 2 and 3 in the following procedure.
NOTE
If the item is of type Ser vice , or the Type field contains Resource , then the quantity is a time unit, such as hours,
as indicated in the Unit of Measure Code field on the line. For more information, see Set Up Item Units of
Measure
The value in the Line Amount field is calculated as Unit Price x Quantity.
The price and line amounts are with or without sales tax, depending on what you selected in the Prices
Including Tax field on the customer card.
7. If you want to give a discount, enter a percentage in the Line Discount % field. The value in the Line
Amount field updates accordingly.
If special item prices are set up on the Sales Prices and Sales Line Discounts FastTab on the customer
or item card, the price and amount on the sales line automatically update if the price criteria is met. For
more information, see Record Sales Price, Discount, and Payment Agreements.
8. Repeat steps 4 through 7 for every product you want to offer the customer.
The totals under the lines are automatically calculated as you create or modify lines.
9. In the Invoice Discount Amount field, enter an amount that should be deducted from the value shown
in the Total Incl. Tax field.
If you have set up invoice discounts for the customer, then the specified percentage value is automatically
inserted in the Invoice Discount % field if the criteria are met, and the related amount is inserted in the
Inv. Discount Amount Excl. Tax field. For more information, see Record Sales Price, Discount, and
Payment Agreements.
TIP
To have the Quote Valid Until Date filled in automatically with a certain number of days after quote creation,
you can fill in the Quote Validity Calculation field on the Sales & Receivables page.
10. When the sales quote lines are completed, choose the Send by Email action.
11. On the Send Email page, fill in any remaining fields and review the embedded sales quote. For more
information, see Send Documents by Email.
12. If the customer accepts the quote, choose the Make Invoice or the Make Order action.
The sales quote is removed from the database. A sales invoice or a sales order is created based on the
information in the sales quote in which you can process the sale. In the Quote No. field on the sales invoice or
sales order, you can see the number of the sales quote that it was made from. For more information, see Invoice
Sales or Sell Products.
See Also
Sales
Setting Up Sales
Send Documents by Email
Working with Business Central
Invoice Sales
5/28/2021 • 10 minutes to read • Edit Online
You create a sales invoice or sales order to record your agreement with a customer to sell certain products on
certain delivery and payment terms.
There are a couple of scenarios where you must use a sales order instead of a sales invoice:
If you need to ship only part of an order quantity, for example, because the full quantity is not on hand.
If you ship products after you post the corresponding sales invoices.
If you sell items that your vendor delivers directly to your customer, known as drop shipment. For more
information, see Make Drop Shipments.
In all other aspects, sales orders and sales invoices work in the same way. For more information, see Sell
Products.
You can negotiate with the customer by first creating a sales quote, which you can convert to a sales invoice
when you agree on the sale. For more information, see Make Sales Quotes.
NOTE
If you allow the customer to pay immediately, for example, by cash or by PayPal, then fill in the Payment
Method Code field. The payment is then recorded as soon as you post the sales invoice. If you select CASH, then
the payment is recorded in a specified balancing account.
You are now ready to fill in the sales invoice lines for products that you are selling to the customer or for
any transaction with the customer that you want to record in a G/L account.
If you have set up recurring sales lines for the customer, such as a monthly replenishment order, then you
can insert these lines on the order by choosing the Get Recurring Sales Lines action.
4. On the Lines FastTab, in the Type field, select what type of product, charge, or transaction that you will
post for the customer with the sales line.
5. In the No. field, select a record to post according to the value in the Type field.
You leave the No. field empty in the following cases:
If the line is for a comment. Write the comment in the Description field.
If the line is for a catalog item. Choose the Select Catalog Items action. For more information, see
Work With Catalog Items.
6. In the Quantity field, enter how many units of the product, charge, or transaction that the line will record
for the customer.
NOTE
If the item is of type Ser vice , or the Type field contains Resource , then the quantity is a time unit, such as hours,
as indicated in the Unit of Measure Code field on the line. For more information, see Set Up Item Units of
Measure
The value in the Line Amount field is calculated as Unit Price x Quantity.
The price and line amounts are with or without sales tax, depending on what you selected in the Prices
Including Tax field on the customer card.
7. If you want to give a discount, enter a percentage in the Line Discount % field. The value in the Line
Amount field updates accordingly.
If special item prices are set up on the Sales Prices and Sales Line Discounts FastTab on the customer
or item card, the price and amount on the sales line automatically update if the price criteria is met. For
more information, see Record Sales Price, Discount, and Payment Agreements.
8. Repeat steps 9 through 12 for every product or charge that you want to invoice the customer for.
The totals fields under the lines are automatically updated as you create or modify lines to display the
amounts that will be posted to the ledgers.
NOTE
In very rare cases, the posted amounts may deviate from what is displayed in the totals fields. This is typically due
to rounding calculations in relation to VAT or sales tax.
To check the amounts that will actually be posted, you can use the Statistics page, which takes into account the
rounding calculations. Also, if you choose the Release action, the totals fields will be updated to include rounding
calculations.
9. In the Invoice Discount Amount field, enter an amount that should be deducted from the value shown
in the Total Incl. Tax field.
If you have set up invoice discounts for the customer, then the specified percentage value is automatically
inserted in the Invoice Discount % field if the criteria are met, and the related amount is inserted in the
Inv. Discount Amount Excl. Tax field. For more information, see Record Sales Price, Discount, and
Payment Agreements.
10. When the sales invoice lines are completed, choose the Post and Send action.
The Post and Send Confirmation dialog box displays the customer's preferred method of receiving
documents. You can change the sending method by choosing the lookup button for the Send Document to
field. For more information, see Set Up Document Sending Profiles.
The related item and customer ledger entries are now created in your system, and the sales invoice is output as
a PDF document. The sales invoice is removed from the list of sales invoices and replaced with a new document
in the list of posted sales invoices.
Calculating invoice discounts on sales
When all the items have been entered as lines, you can calculate the invoice discount for the entire sales
document by choosing the Calculate Invoice Discount action.
The discount is calculated based on all the lines in the sales document for items where the Allow Invoice Disc.
field on the sales order line contains Yes . This is the default setting for items. Lines with item charges, for
example, are not included in the calculation of the invoice discount. If you want to apply a discount to such lines,
you must set the Line Discount % field on the relevant lines.
TIP
If the Calc. Inv. Discount field is selected in the Sales and Receivables Setup page, then the invoice discount is
calculated automatically when you do either of the following on a sales document:
View statistics
View a test report
Print
Post
The invoice discount terms for a customer are defined in the Cust. Invoice Discounts page for the customer.
The currency code on the sales document is used to find the invoice discount terms in the corresponding
currency.
If invoice discounts have not been defined for foreign currencies, then the invoice discount terms defined in the
Cust. Invoice Discounts page with amounts in your local currency and the exchange rate on the posting date
on the sales document are used to calculate the invoice discount in the foreign currency.
Posted invoices
Once the invoice has been posted, you can find it in the list of posted invoices. Both the Posted Sales Invoices
list and the Posted Purchase Invoices list show the posted invoices with the final invoice numbers. From the
list, you can look up each posted invoice, and you can correct or cancel a posted invoice.
For each posted invoice, you can look up statistics, dimensions, and the ledger entries that are the result of the
posted invoice. You can also print or send the posted invoice.
You can easily correct or cancel a posted sales invoice before it is paid. For example, this is useful if you want to
correct a typing mistake or if the customer requests a change early in the order process. For more information,
see Correct or Cancel Unpaid Sales Invoices. If the posted sales invoice is paid, then you must create a sales
credit memo to reverse the sale. For more information, see Process Sales Returns or Cancellations.
Open the Posted Sales Invoices list in Business Central.
Registering payments
Depending on your business needs, you can get paid and register that payment in different ways: manually,
automatically, and through payment services.
You can process the payments straight from the customer card. Use the Register Customer Payments action
to get an overview of unpaid invoices for that customer. Then, mark the invoice as paid partially or in full. This
payment reconciliation processes your customer payments by matching amounts received on your bank
account with the related unpaid sales invoices, and then posts the payments. For more information, see To
reconcile payments individually.
In business environments where the customer pays some time after delivery, according to the payment term, a
posted sales invoice remains open (unpaid) until the Accounts Receivable department verifies that payment is
received and applies the payment to the posted sales invoice. This can be done manually or automatically. For
more information, see Reconcile Customer Payments with the Cash Receipt Journal or from Customer Ledger
Entries and Reconcile Payments Using Automatic Application.
In business environments where the customer pays immediately, for example by PayPal or cash, payment is
recorded immediately when you post the sales invoice, that is, the posted sales invoice is closed as fully applied.
You select the relevant method in the Payment Method Code field on the sales order. See under step 8. For
electronic payments, such as PayPal, you must also fill in the Payment Ser vice field. For more information, see
Enable Customer Payments Through Payment Services.
You can even create directly-paid invoices for non-registered customers by first setting up a "cash customer"
card, which you point to on the sales invoice. For more information, see Set Up Cash Customers.
TIP
If you want to send your customers reminders of overdue payments, you must set up reminder levels and terms. For
more information, see Set Up Reminder Terms and Levels.
You create a sales order or sales invoice to record your agreement with a customer to sell certain products on
certain delivery and payment terms.
NOTE
Use sales orders if your sales process requires that you can ship parts of an order quantity, for example, because the full
quantity is not available at once. If you use sales invoices, then Business Central assumes that you ship the full quantity
when you post the invoice. If you sell items by delivering directly from your vendor to your customer, as a drop shipment,
then you must also use sales orders. For more information, see Make Drop Shipments. In all other aspects, sales orders
work the same way as sales invoices. For more information, see Invoice Sales.
You can negotiate with the customer by first creating a sales quote, which you can convert to a sales order when
you agree on the sale. For more information, see Make Sales Quotes.
After the customer has confirmed the agreement, for example after a quote process, you can send an order
confirmation to record your obligation to deliver the products as agreed.
When you deliver the products, either fully or partially, you post the sales order as shipped or as shipped and
invoiced to create the related item and customer ledger entries in your system. When you post the sales order,
you can also email the document as a PDF attachment. You can have the email body prefilled with a summary of
the order and payment information, such as a link to PayPal. For more information, see Send Documents by
Email.
In business environments where the customer pays some time after delivery, according to the payment term, a
posted sales invoice remains open (unpaid) until the Accounts Receivable department verifies that payment is
received and applies the payment to the posted sales invoice. For more information, see Reconcile Payments
Using Automatic Application.
In business environments where the customer pays immediately, for example by PayPal or cash, payment is
recorded immediately when you post the sales order as invoiced, that is, the posted sales invoice is closed as
fully applied. You select the relevant method in the Payment Method Code field on the sales order. See under
step 8. For electronic payments, such as PayPal, you must also fill in the Payment Ser vice field. For more
information, see Enable Customer Payments Through Payment Services.
You can even create directly-paid orders for non-registered customers by first setting up a "cash customer" card,
which you point to on the sales order. For more information, see Set Up Cash Customers.
You can easily correct or cancel a posted sales invoice resulting from a sales order before it is paid. This is useful
if you want to correct a typing mistake or if the customer requests a change early in the order process. For more
information, see Correct or Cancel Unpaid Sales Invoices. If the posted sales invoice is paid, then you must
create a sales credit memo to reverse the sale. For more information, see Process Sales Returns or Cancellations.
The item card can be of type Inventor y , Ser vice , and Non-Inventor y to specify if the item is a physical
inventory unit, a labor time unit, or a physical unit that is not kept on inventory. For more information, see
Register New Items. The sales order process is the same for all three item types.
You can fill customer fields on the sales order in two ways depending on whether the customer is already
registered. See step 2 in the following procedure.
To create a sales order
1. Choose the icon, enter Sales Orders , and then choose the related link.
2. In the Customer field, enter the name of an existing customer.
Other fields on the Sales Order page are now filled with the standard information of the selected
customer.
If the customer is not registered, follow these steps:
a. In the Customer field, enter the name of the new customer.
b. In the dialog box about registering the new customer, choose the Yes button.
c. On the Select a template for a new customer page, choose a template to base the new customer
card on, and then choose the OK button.
d. A new customer card displays the information on the selected customer template. Fill in the remaining
fields. Hover over a field to read a short description. For more information, see Register New
Customers.
e. When you have completed the customer card, choose the OK button to return to the sales document.
Several fields on the sales order are now filled with information that you specified on the new customer
card.
3. Fill in the remaining fields on the Sales Order page as necessary. Hover over a field to read a short
description.
NOTE
If you allow the customer to pay immediately, for example, by credit card or PayPal, then fill in the Payment
Method Code field. The payment is then recorded as soon as you post the sales order as invoiced. If you select
CASH, then the payment is recorded in a specified balancing account.
You are now ready to fill in the sales order lines with inventory items or services that you want to sell to
the customer.
If you have set up recurring sales lines for the customer, such as a monthly replenishment order, then you
can insert these lines on the order by choosing the Get Recurring Sales Lines action.
4. On the Lines FastTab, in the Type field, select what type of product, charge, or transaction that you will
post for the customer with the sales line.
5. In the No. field, enter the number of an inventory item or service.
You leave the No. field empty in the following cases:
If the line is for a comment. Write the comment in the Description field.
If the line is for a catalog item. Choose the Select Catalog Items action. For more information, see
Work With Catalog Items.
6. In the Quantity field, enter the number of items to be sold.
NOTE
For items of type Resource or Service, the quantity is a time unit, such as hours, as indicated in the Unit of
Measure Code field on the line. For more information, see Set Up Item Units of Measure.
The Line Amount field is updated to show the value in the Unit Price field multiplied by the value in the
Quantity field.
The price and line amounts are shown with or without sales tax depending on what you selected in the
Prices Including Tax field on the customer card.
7. In the Line Discount % field, enter a percentage if you want to grant the customer a discount on the
product. The value in the Line Amount field is updated accordingly.
If you have set up special item prices on the Sales Prices and Sales Line Discounts FastTab on the
customer or item card, then the price and amount on the quote line are automatically updated if the
agreed price criteria are met. For more information, see Record Sales Price, Discount, and Payment
Agreements.
8. To add a comment about the quote line that the customer can see on the printed sales quote, write a text
in the Description field on an empty line.
9. Repeat steps 4 through 8 for every item that you want to sell to the customer.
The totals fields under the lines are automatically updated as you create or modify lines to display the
amounts that will be posted to the ledgers.
NOTE
In very rare cases, the posted amounts may deviate from what is displayed in the totals fields. This is typically due
to rounding calculations in relation to VAT or sales tax.
To check the amounts that will actually be posted, use the Statistics page, which takes into account the rounding
calculations. Also, if you choose the Release action, the totals fields will be updated to include rounding
calculations.
10. Optionally, in the Invoice Discount Amount field, enter an amount that should be deducted from the
value shown in the Total Incl. Tax field.
If you have set up invoice discounts for the customer, then the specified percentage value is automatically
inserted in the Invoice Discount % field if the criteria are met, and the related amount is inserted in the
Inv. Discount Amount Excl. Tax field. For more information, see Record Sales Price, Discount, and
Payment Agreements.
11. To only ship a part of the order quantity, enter that quantity in the Qty. to Ship field. The value is copied
to the Qty. to Invoice field.
12. To only invoice a part of the shipped quantity, enter that quantity in the Qty. to Invoice field. The
quantity must be lower than the value in the Qty. to Ship field.
13. When the sales order lines are completed, choose the Post and Send action.
The Post and Send Confirmation dialog box displays the customer's preferred method of receiving
documents. You can change the sending method by choosing the lookup button for the Send Document to
field. For more information, see Set Up Document Sending Profiles.
The related item and customer ledger entries are now created in your system, and the sales order is output as a
PDF document. When the sales order is fully posted, it is removed from the list of sales orders and replaced with
new documents in the list of posted sales invoices and the list of posted sales shipments.
See Also
Sales
Setting Up Sales
Print the Picking List
Inventory
Send Documents by Email
Working with Business Central
Print the Picking List
5/28/2021 • 2 minutes to read • Edit Online
You can print an inventory picking list directly from a sales order and other documents that initiate the shipment
of items.
This report is typically used in companies without dedicated functionality for warehouse management, so that
an inventory worker can simply view or print the picking list from the related sales document. In companies
with higher volume or more complex processes, picking is planned and performed in dedicated warehouse
documents. For more information, see Pick Items.
NOTE
If you used the Explode BOM function on the sales order, then only the components of the related assembly item are
shown in the report. For more information, see Work with Bills of Material.
See Also
Inventory
Pick Items
Working with Business Central
Posting Sales
4/1/2021 • 2 minutes to read • Edit Online
Under the Posting menu in a sales document, you can choose between the following posting functions:
Post
Post and New
Post and Send
Preview Posting
Post Batch
Test Repor t
NOTE
For sales orders, you can also see options related to the prepayments functionality. For more information, see Invoicing
Prepayments.
When you have completed all the lines and entered all the information on the sales order, you can post it. This
creates a shipment and an invoice.
When a sales order is posted, the customer's account, the general ledger, and the item ledger entries are
updated.
For each sales order, a sales entry is created in the G/L Entr y table. An entry is also created in the customer's
account in the Cust. Ledger Entr y table and a general ledger entry is created in the relevant receivables
account. In addition, posting the order may result in a VAT entry and a general ledger entry for the discount
amount. Whether an entry for the discount is posted depends on the contents of the Discount Posting field on
the Sales & Receivables Setup page.
For each sales order line, an item ledger entry will be created in the Item Ledger Entr y table (if the sales lines
contain item numbers) or a general ledger entry will be created in the G/L Entr y table (if the sales lines contain
a general ledger account). In addition to this, sales orders are always recorded in the Sales Shipment Header
and Sales Invoice Header tables.
IMPORTANT
When you post an order, you can create both a shipment and an invoice. These can be done at the same time or
independently. You can also create a partial shipment and a partial invoice by completing the Qty. to Ship and Qty. to
Invoice fields on the individual sales order lines before you post. Note that you cannot create an invoice for something
that is not shipped. That is, before you can invoice, you must have recorded a shipment, or you must choose to ship and
invoice at the same time.
You can either post, or post and send. If you choose to post and send, a PDF file is generated that you can then
send. You can also choose the Post Batch function, which lets you post several orders at the same time. For
more information, see Post Multiple Documents at the Same Time.
If you often need to create sales and purchase lines with similar information, you can set up standard lines that
you can then insert on recurring sales and purchase documents, for example, for recurring replenishment
orders.
The following procedures show how to work with standard sales lines on a sales invoice. It works in a similar
way for all other sales documents and for all purchase documents.
NOTE
You cannot define prices on recurring sales lines because prices, discounts, etc. are calculated on the actual sales
documents after you insert the recurring sales lines.
TIP
In the default version of Business Central, line numbers are hidden. If you want to see the line numbers, you must
personalize the current page and add the Line No. field. For more information, see Personalize Your Workspace.
O P T IO N DESC RIP T IO N
Manual You must manually look up and insert a recurring sales line
that exists for the customer.
Automatic If multiple recurring sales lines exist for the customer, you
will get a notification from where you can pick which one to
insert. If only one recurring sales line exists, it will be inserted
automatically.
Note that this only works if the new document was created
from a document list, for example by choosing the New
action on the Sales Orders page. It does not work if the
document was created from a customer card, for example.
Always Ask A notification appears and all existing recurring sales lines
are shown so that you can select one.
See Also
Sales
Working with Business Central
Make Drop Shipments
4/1/2021 • 2 minutes to read • Edit Online
A drop shipment is the shipment of items from one of your vendors directly to one of your customers.
When a sales order is marked for drop shipment, and you create a purchase order specifying the customer in
the Ship-to field, Customer Address , you can link the two documents to instruct the vendor to ship directly to
the customer.
See Also
Create Special Orders
Purchase Items for a Sale
Sell Products
Record Purchases
Sales
Inventory
Working with Business Central
Create Special Orders
4/1/2021 • 2 minutes to read • Edit Online
You can create a special order for a specific catalog item to be shipped to a specific customer. Your vendor ships
the item to your warehouse and you can then ship the item on to your customer either independently or
together with other items on another order.
Special orders imply that the purchase and sales order are linked to ensure that the specific catalog item is
picked and delivered to the customer.
Before you can use this feature, you must first set up the customer, vendor, and item cards necessary for the
order.
NOTE
You cannot use the special order functionality if the item is already reserved. Therefore, for items that are sold on special
orders, make sure the Reser ve field on the item card is not set to Always .
See Also
Work with Catalog Items
Sales
Make Drop Shipments
Design Details: Reordering Policies
Working with Business Central
Process Sales Returns or Cancellations
4/1/2021 • 15 minutes to read • Edit Online
If a customer wants to return items or be reimbursed for items or services that you have sold and received
payment for, you must create and post a sales credit memo that specifies the requested change. To include the
correct sales invoice information, you can create the sales credit memo directly from the posted sales invoice or
you can create a new sales credit memo with copied invoice information.
If you need more control of the sales return process, such as warehouse documents for the item handling or
better overview when receiving items from multiple sales documents with one sales return, then you can create
sales return orders. A sales return order automatically issues the related sales credit memo and other return-
related documents, such as a replacement sales order, if needed. For more information, see To create a sales
return order based on one or more posted sales documents.
NOTE
If a posted sales invoice has not yet been paid, then you can use the Correct or Cancel functions on the posted sales
invoice to reverse transactions. These functions work only for unpaid invoices, and they do not support partial returns or
cancellations. For more information, see Correct or Cancel Unpaid Sales Invoices.
A return or reimbursement may relate to only some of the items or services on the original sales invoice. In that
case, you must edit information on the lines on the sales credit memo or sales return order. When you post the
sales credit memo or sales return order, the sales documents that are affected by the change are reversed and a
refund payment can be created for the customer. For more information, see Making Payments.
In addition to the original posted sales invoice, you can apply the sales credit memo or sales return order to
other sales documents, for example another posted sales invoice because the customer is also returning items
delivered with that invoice.
You can send the posted sales credit memo to the customer to confirm the return or cancellation and
communicate that the related value will be reimbursed, for example when the items are returned.
The credit memo posting will also revert any item charges that were assigned to the posted document, so that
the item's value entries are the same as before the item charge was assigned.
NOTE
The bookkeeping aspects of sales returns, such as the payments to customers as reimbursement, is considered
bookkeeping work and not described here. For more information, see Managing Payables.
Inventory Costing
To preserve correct inventory valuation, you typically want to put returned items back in inventory at the unit
cost that they were sold at, not at their current unit cost. This is referred to as exact cost reversing.
Two functions exist to assign exact cost reversing automatically.
F UN C T IO N DESC RIP T IO N
Get Posted Document Lines to Reverse function on the Copies lines of one or more posted documents to be
Sales Return Order page reversed into the sales return order. For more information,
see To create a sales return order based on one or more
posted sales documents.
Copy from Document function in the Sales Credit Copies both the header and lines of one posted document
Memo and Sales Return Order pages to be reversed.
To assign exact cost reversing manually, you must choose the Appl.-from Item Entr y field on any type of
return document line, and then select the number of the original sales entry. This links the sales credit memo or
sales return order to the original sales entry and ensures that the item is valued at the original unit cost.
For more information, see Design Details: Inventory Costing.
NOTE
This field only works for posted shipments and posted invoice lines, not for posted return or posted credit memo
lines.
At the left side of the page, the different document types are listed, and the number in brackets shows the
number of documents available of each document type.
7. In the Document Type Filter field, select the type of posted document lines you would like to use.
8. Select the lines that you would like to copy to the new document.
NOTE
If you use Ctrl+A to select all lines, all lines within the filter you have set are copied, but the Show Reversible
Quantity Only filter is ignored. For example, suppose you have filtered the lines to a particular document
number with two lines, one of which has already been returned. Even if the Show Reversible Quantity Only
field is selected, if you press Ctrl+A to copy all lines, both lines are copied, instead of only the one that has not yet
been reversed.
NOTE
If part of the quantity of the posted document line has already been reversed or sold or consumed, a line is
created for only the quantity that remains in inventory or that has not been returned. If the full quantity of the
posted document line has already been reversed, a new document line is not created.
If the flow of goods in the posted document is the same as the flow of goods in the new document, a copy of the
original posted document line in the new document is created. The Appl.-from Item Entr y field is not filled in
because, in this case, exact cost reversing is not possible. For example, if you use the Get Posted Document
Lines to Reverse function to get a posted sales credit memo line for a new sales credit memo, only the original
posted credit memo line is copied to the new credit memo.
10. On the Sales Return Order page, in the Return Reason Code field on each line, select the reason for
the return.
11. Choose the post action.
To create a replacement sales order from a sales return order
You may decide to compensate a customer for an item that you have sold them by replacing the item. You can
make a replacement with the same item or a different item. This situation could occur if you mistakenly shipped
the wrong item to the customer, for example.
1. On the Sales Return Order page for an active return process, on an empty line, make a negative entry for
the replacement item by inserting a negative amount in the Quantity field.
2. Choose the Move Negative Lines action.
3. On the Move Negative Sales Lines page, fill in the fields as necessary.
4. Choose the OK button. The negative line for the replacement item is deleted from the sales return order and
inserted in a new Sales Order page. For more information, see Sell Products.
You can correct or cancel an unpaid posted sales invoice, provided that it has not been fully shipped. This is
useful if you make a mistake or if the customer requests a change before the shipment is complete. In all other
scenarios, we recommend that you create a corrective sales credit memo directly. For more information, see To
create a sales credit memo from a posted sales invoice.
NOTE
After a posted sales invoice has been partially or fully paid, you cannot correct or cancel it from the posted sales invoice
itself. Instead, you must manually create a sales credit memo to void the sale and reimburse the customer, optionally
managed with a sales return order. For more information, see Process Sales Returns or Cancellations.
The difference between canceling or correcting a posted sales invoice that has not been paid or shipped is
described in the following table.
A C T IO N DESC RIP T IO N
Correct The posted sales invoice is canceled. A new sales invoice with
the same information is created, unless the posted sales
order was posted from a sales order. In that case, we suggest
you cancel the posted sales invoice instead and then make
the correction and continue the sales process from the
original sales order.
The new sales invoice has a different number than the initial
sales invoice. A corrective sales credit memo is automatically
created and posted to void the initial posted sales invoice.
On the initial posted sales invoice, the Canceled and Paid
check boxes are selected.
When you correct or cancel a posted sales invoice, the corrective sales credit memo is applied to all general
ledger and inventory ledger entries that were created when the initial sales invoice was posted. This reverses the
posted sales invoice in your financial records and leaves the corrective posted sales credit memo for your audit
trail.
TIP
If you have posted a prepayment invoice for a sales invoice that you then correct or cancel, you must correct or cancel the
prepayment as well. For more information, see Correct Prepayments.
NOTE
If the Canceled check box is selected, then you cannot correct the posted sales invoice because it has already
been corrected or canceled.
NOTE
If the sales invoice was posted from a sales order, we recommend that you cancel this sales invoice and then
process the correction from the original sales order. If the original sales order has been deleted, such as if it has
been fully shipped, you can create a new sales order by using the Copy Document action. For more information,
see To create a sales credit memo by copying a posted sales invoice.
4. A new sales invoice with the same information is created where you can make the correction. The
Canceled field on the initial posted sales invoice is changed to Yes .
A sales credit memo is automatically created and posted to void the initial posted sales invoice.
5. Choose the Show Corrective Credit Memo action to view the posted sales credit memo that voids the
initial posted sales invoice.
See Also
Sales
Setting Up Sales
Send Documents by Email
Working with Business Central
Work with Blanket Sales Orders or Blanket Purchase
Orders
4/1/2021 • 6 minutes to read • Edit Online
A blanket sales order represents a framework for a long-term agreement between you and your customer.
Similarly, you use blanket purchase orders to manage long-term agreements between you and your vendor.
A blanket order is typically made when a customer has committed to purchasing large quantities that are to be
delivered in several smaller shipments over a certain period of time. Often blanket orders cover only one item
with predetermined delivery dates. The main reason for using a blanket order rather than a sales order is that
quantities entered on a blanket order do not affect item availability and thus can be used as a worksheet for
monitoring, forecasting, and planning purposes.
On the blanket order, each separate shipment can be set up as an order line, which can then be converted into a
sales order at the time of shipping.
An example of when a blanket sales order could be used is if a customer calls and places an order of 1000 units
of an item and they want the items to be delivered in 250 units every week over the next month.
NOTE
Blanket purchase orders work in a similar way as blanket sales orders. This documentation covers blanket sales orders
only.
Return Orders Specifies open return orders that have been associated
with the selected line.
Credit Memos Specifies open credit memos that have been associated
with the selected line.
4. To view posted entries, select the line in question, choose the Line action, and then choose the Posted
Lines action. Choose one of the following options.
O P T IO N DESC RIP T IO N
Return Receipts Posted return receipts that have been associated with
the selected line.
Credit Memos Posted credit memos that have been associated with the
selected line.
5. On the Sales Lines page, choose the Show Document action to view the entry.
See Also
Sales
Create Blanket Assembly Orders
Setting Up Sales
Working with Business Central
Combine Shipments on a Single Invoice
4/1/2021 • 2 minutes to read • Edit Online
If you want to invoice more than one shipment at a time, you can use the combined shipments feature.
Before you can create a combined shipment, more than one sales shipment for the same customer in the same
currency must be posted. In other words, you must have create two or more sales orders and post them as
shipped, but not invoiced.
NOTE
You will need to manually post the invoices if the Post Invoices check box was not selected on the batch job.
See Also
Sales
Working with Business Central
Calculate Order Promising Dates
5/28/2021 • 7 minutes to read • Edit Online
A company must be able to inform their customers of order delivery dates. The Order Promising Lines page
enables you to do this from a sales order.
Based on an item’s known and expected availability dates, Business Central instantly calculates shipment and
delivery dates, which can then be promised to the customer.
If you specify a requested delivery date on a sales order line, then that date is used as the starting point for the
following calculations:
requested delivery date - shipping time = planned shipment date
planned shipment date - outbound whse. handling time = shipment date
If the items are available to pick on the shipment date, then the sales process can continue. If the items are not
available to be picked on the shipment date, then a stock-out warning is displayed.
If you do not specify a requested delivery date on a sales order line, or if the requested delivery date cannot be
met, then the earliest date on which that the items are available is calculated. That date is then entered in the
Shipment Date field on the line, and the date on which you plan to ship the items as well as the date on which
they will be delivered to the customer are calculated using the following calculations:
shipment date + outbound whse. handling time = planned shipment date
planned shipment date + shipping time = planned delivery date
C O DE DESC RIP T IO N
d Calendar day
w Week
m Month
q Quarter
y Year
For example, "3w" indicates that the offset time is three weeks. To indicate the current period, prefix to
any of these codes with the letter “c”. For example, if you want the offset time to be the current month,
enter cm .
3. Enter a number series in the Order Promising Nos. field by selecting a line from the list on the No.
Series page.
4. Enter an order promising template in the Order Promising Template field by selecting a line from the
list on the Req. Worksheet Template List page.
5. Enter a requisition worksheet in the Order Promising Worksheet field by selecting a line from the list
on the Req. Wksh. Names page.
To enter inbound warehouse handling time in the inventory setup page
If you want to include warehouse handling time in the order promising calculation on the purchase line, you can
set it up as a default for the inventory and for your location.
1. Choose the icon, enter Inventor y Setup , and then choose the related link.
2. On the General FastTab, in the Inbound Whse. Handling Time field, enter the number of days that you
want to include in the order promising calculation.
NOTE
If you have filled in the Inbound Whse. Handling Time field on the Location Card for your location this field is used
as the default inbound warehouse handling time.
NOTE
If you leave the Inbound Whse. Handling Time field blank, then the calculation uses the value in the Inventor y
Setup page.
NOTE
If you have filled in the Outbound Whse. Handling Time field on the Location card for your location, this field is used
as the default outbound warehouse handling time.
NOTE
If you leave the Outbound Whse. Handling Time field blank, then the calculation uses the value in the Inventor y
Setup page.
See Also
Sales
Date Calculation for Purchases
Working with Business Central
Track Packages
4/1/2021 • 2 minutes to read • Edit Online
A number of shipping agents provide services on the Internet that allow you to track parcels you have handed
over to the agent. If you use one or more of these shipping agents, you can set up certain basic information and
use the automatic tracking feature from posted shipments, posted sales invoices, posted sales credit memos,
and posted return receipts. For more information, see Set Up Shipping Agents.
The following procedure shows how to track a package from a posted sales shipment, but the same steps apply
to enable package tracking from the Posted Sales Invoice, Posted Sales Credit Memo, and Posted Return Receipt
pages.
To track a package
1. Choose the icon, enter Posted Sales Shipment , and then choose the related link.
2. Open the relevant shipment.
3. Choose the Update Document action.
4. In the Package Tracking No. field, enter the package number you have received from the shipping agent.
Update Shipping Agent if needed and close the page.
5. Choose the Track Package action.
Your default browser opens the shipping agent's tracking page.
See Also
Set Up Shipping Agents
Sales
Setting Up Sales
Send Documents by Email
Working with Business Central
Date Calculation for Sales
4/1/2021 • 2 minutes to read • Edit Online
Business Central automatically calculates the earliest possible date that an item on a sales order line can be
shipped.
If the customer has requested a specific delivery date, then the date on which the items must be available to pick
to meet that delivery date is calculated.
If the customer does not request a specific delivery date, then the date on which the items can be delivered is
calculated, starting from the date on which the items are available for picking.
NOTE
If your process is based on backward calculation, for example, if you use the requested delivery date to get the planned
shipment date, we recommend that you use date formulas that have fixed durations, such as "5D" for five days or "1W"
for one week. Date formulas without fixed durations, such as "CW" for current week or CM for current month, can result
in incorrect date calculations. For more information about date formulas, see Working with Calendar Dates and Times.
See Also
Date Calculation for Purchases
Calculate Order Promising Dates
Working with Business Central
Merge Duplicate Records
4/1/2021 • 4 minutes to read • Edit Online
As different users create new customer, vendor, or contact cards over time, or the new records are created
automatically during migration, a customer, vendor, or contact may be represented in the system with more than
one record. In this case, you can use the Merge Duplicate page from the card of the record that you want to
keep. The page gives you an overview of duplicated field values and provides functions to select which values to
keep or discard when merging two records into one.
NOTE
Only users with the MERGE DUPLICATES permission set can use this functionality.
TIP
The Merge Duplicate page shows all fields where the values are different for the two records being compared.
Therefore, a duplicate is indicated by the page showing very few fields. Whereas, if the page shows many fields, then the
suspected record is probably not a duplicate.
The following procedure is based on a customer card. The steps are similar for a vendor and contact cards.
1. Choose the icon, enter Customers , and then choose the related link.
2. Select the customer that you know or suspect that a duplicate record exists for, and then choose the Edit
action.
3. On the Customer Card page, choose the Merge With action.
4. On the Merge Duplicate page, in the Merge With field, select the customer that you believe is a
duplicate of the one you have opened, indicated in the Current field.
The Fields FastTab lists fields where the values are different for the two customers. This means that if the
selected customer is really a duplicate, then only very few fields should be listed, such as typing errors
and other data entry mistakes.
The Related Tables FastTab lists tables where there are fields with a relation to both customers. The
Current Count and Duplicate Count fields show the number of fields in related tables where the No.
value of both the current and the duplicate customer is used. On the Merge Duplicate page, this section
is informational only, however, if merge conflicts exist, you will resolve them on the Merge Duplicate
Conflicts page. See steps 8 through 12.
5. For each field where you want to use another value than the current one, select the Override check box.
The value in the Alternate Value field will then be transferred to the current record when you complete
the process.
6. When you have finished selecting which values to keep or override, choose the Merge action.
The system checks if the merge of values for the duplicate customer into the current customer causes any
conflicts. A conflicts exists if a value in at least one primary-key field is the same for both customers while
the value in the No field is different for the two customers.
7. If no conflicts are found, choose the Yes button in the confirmation message box.
The duplicate customer is renamed so that all usage of its No. value in all fields with relations to the
customer table will be replaced with the No. value of the current customer.
8. If conflicts exist, choose the Resolve (xx) conflicts before merge. action on the Conflicts FastTab,
which will appear if conflicts exist.
9. On the Merge Duplicate Conflicts page, select the line for a related table with a conflict, and then
choose the View Details action.
The Merge Duplicate page now shows the fields in the selected table that cause a merge conflict
between the two customer records. Notice in both the summarized values in the Current and Conflicts
With fields and on the lines that at least one primary-key field is the same for both customers and the
value of the No. field is different for the two customers.
10. If you do not want to keep the duplicate customer record, choose the Remove Duplicate action, and
then choose the Close button.
Identical field values, other than the value in the No. field, are removed from the duplicate record and
inserted on the current record.
11. If you want to keep the duplicate customer record after the merge, choose the Rename Duplicate .
12. On lines, not for the No. field, where the field has the same value on both records, change the value in
the Alternate Value field, and then choose the Close button.
The conflicting field value is updated on the duplicate record so that it can be merged with the current
record. The duplicate record continues to exist after the merge.
13. Repeat steps 8 through 12 until all conflicts are resolved. The Conflicts FastTab disappears.
14. On the Merge Duplicate page, choose the Merge action again, and then select the Yes button in the
confirmation message box.
NOTE
For contacts, you can use functionality to find duplicate contacts before you use the Merge Duplicate page. For more
information, see Searching for Duplicate Contacts.
See Also
Sales
Set Up Contacts
Working with Business Central
Work with recurring revenue in Business Central
4/1/2021 • 5 minutes to read • Edit Online
Many companies are moving from a business revenue model where revenue is made from a customer's one-
time purchase to a subscription model where revenue is made on a recurring basis in return for consistent
access to the delivery of a good or service. Business Central has the following options for automating how you
send subscription invoices to your customers and register recurring revenue.
Related features
There are several related capabilities in Business Central.
Blanket sales orders
A blanket sales order represents a framework for a long-term agreement between your company and your
customer. A blanket order is typically made when a customer has committed to purchasing large quantities that
are to be delivered in several smaller shipments over a certain period of time. Often blanket orders cover only
one item with predetermined delivery dates. The main reason for using a blanket order rather than a sales order
is that quantities entered on a blanket order do not affect item availability, however it can be used for planning
purposes.
Why use this option
With this option, you use the anticipated demand, so the information is considered during the normal planning
routines. For more information, see Demand Forecasts and Blanket Orders.
However, the default version does not offer an out-of-the-box possibility to process multiple blanket orders in
bulk.
For more information, see Work with Blanket Sales Orders.
Recurring Orders (Norway)
You can use recurring orders to create blanket order templates so that sales orders can be created based on date
intervals that you define. For example, if you deliver the same sales order every two weeks, you can use a
blanket sales order and create recurring orders. You can use recurring groups to define a range of parameters
that show how you make the orders. These groups are assigned to blanket orders that have to be created
regularly. To create the recurring orders, you will have to periodically run the create recurring orders process.
Why use this option
With this option, you can choose between fixed and "best" prices.
However, this is only available in Norway. Validity period can be defined on the recurring group level.
For more information, see Recurring Orders.
Recurring revenue and subscription billing by other providers
At AppSource.microsoft.com, you can get extensions for Business Central. Some extensions are provided by
Microsoft, and other extensions are provided by other companies. The list of the extensions by other companies
grows each month. So keep an eye out for AppSource.microsoft.com and get apps to help you in your work in
Business Central.
See also
Date Formulas
Working with Recurring Journals
Create job journal lines
Create multiple job sales invoices
Create Recurring Sales and Purchase Lines
Work with Service Contracts and Service Contract Quotes
Invoice several service contracts
Demand Forecasts and Blanket Orders
Work with Blanket Sales Orders
Recurring Orders (Norway)
Enter External Document Numbers
5/28/2021 • 2 minutes to read • Edit Online
You can enter external document numbers for customers and vendors in all sales and purchase orders, invoices,
and credit memos. You can use these numbers to search for posted sales and purchase lines later.
NOTE
Specify the document number that your customer or vendor has specified. Business Central does not check if these
external document numbers are unique or duplicates.
The following procedure explains how to specify an external document number on a sales order, but similar
steps apply to other sales and purchase documents.
See Also
External Document Numbers on Purchase Documents
External Document Numbers on Sales Documents
Sell Products
Purchasing
Purchasing
5/28/2021 • 4 minutes to read • Edit Online
You create a purchase invoice or purchase order to record the cost of purchases and to track accounts payable. If
you need to control an inventory, purchase invoices are also used to dynamically update inventory levels so that
you can minimize your inventory costs and provide better customer service. The purchasing costs, including
service expenses, and inventory values that result from posting purchase invoices contribute to profit figures
and other financial KPIs on your Role Center.
You must use purchase orders if your purchasing process requires that you record partial receipts of an order
quantity, for example, because the full quantity was not available at the vendor. If you sell items by delivering
directly from your vendor to your customer, as a drop shipment, then you must also use purchase orders. For
more information, see Make Drop Shipments. In all other aspects, purchase orders work the same way as
purchase invoices.
You can have purchase invoices created automatically by using the OCR (Optical Character Recognition) service
to convert PDF invoices from your vendors to electronic documents, which are then converted to purchase
invoices by a workflow. To use this functionality, you must first sign up for the OCR service, and then perform
various setup. For more information, see Process Incoming Documents.
Products can be both inventory items and services. For more information, see Register New Items.
For all purchase processes, you can incorporate an approval workflow, for example, to require that large
purchases are approved by the accounting manager. For more information, see Using Approval Workflows.
The following table describes a sequence of tasks, with links to the topics that describe them.
TO SEE
Create a purchase quote to reflect a request for quote from Request Quotes
your vendor, which you can later convert to a purchase
order.
Create a purchase invoice for all or selected lines on a sales Purchase Items for a Sale
invoice.
Perform an action on an unpaid posted purchase invoice to Correct or Cancel Unpaid Sales Invoices
automatically create a credit memo and either cancel the
purchase invoice or recreate it so you can make corrections.
Create a purchase credit memo to revert a specific posted Process Purchase Returns or Cancellations
purchase invoice to reflect which products you are returning
to the vendor and which payment amount you will collect.
Prepare to invoice multiple receipts from the same vendor Combine Receipts on a Single Invoice
once by combining the receipts on one invoice.
TO SEE
Convert, for example, electronic invoices from your vendors Receive and Convert Electronic Documents
to purchase invoices inside Business Central.
Learn how Business Central calculates when you must order Date Calculation for Purchases
an item to receive it on a certain date.
Resolve confusion when two or more records exist for the Merge Duplicate Records
same vendor.
Manage your commitment to a vendor to purchase large Work With Blanket Purchase Orders
quantities delivered in several shipments over time.
Purchase reporting in Business Central allows procurement and business professionals to get insights and
statistics about current and past purchase activities.
Reports
The following table describes some of the key reports in purchase reporting.
Vendor Item catalog or 320 or 720 Displays a list of the vendors for the
Item/vendor catalog selected items or items for selected
vendors. For each combination of item
and vendor, it shows direct unit cost,
lead time calculation and the vendor's
item number.
In the US, Canada, and Mexico, this
report is not available. Instead, use the
Item/Vendor Catalog (10164)
report.
REP O RT O B JEC T ID DESC RIP T IO N
Inventor y Cost and price list 716 Displays a list of price information for
the selected items or stockkeeping
units: direct unit cost, last direct cost,
unit price, profit percentage, and profit.
Inventor y Vendor Purchases 714 Displays a list of the vendors that your
company has purchased items from
within a selected period. It shows
invoiced quantity, amount and
discount. The report can be used to
analyze a company's item purchases.
Purchase Reser vation Availability 409 Shows the availability of items for
shipment on purchase documents, for
example return orders. You determine
whether the report indicates the status
of each document or of each purchase
line.
When you print the report, you can
also update the quantity that is
available for shipment in the Qty. to
Receive field on the purchase lines.
On purchase credit memos and
negative purchase order lines, the Qty.
to Receive field contains the quantity
to ship.. Then you can use the report
to determine which documents to ship.
Note : This report is not available for
advanced warehouse functionality.
Tasks
The following articles describe some of the key tasks for analyzing the state of your business:
Create Analysis Reports
View the Availability of Items
See also
Setting Up Purchase
Purchasing
Walkthrough: Setting Up and Using a Purchase
Approval Workflow
5/26/2021 • 6 minutes to read • Edit Online
You can automate the process of approving new or changed records, such as documents, journal lines, and
customer cards, by creating workflows with steps for the approvals in question. Before you create approval
workflows, you must set up an approver and substitute approver for each approval user. You can also set
approvers' amount limits to define which sales and purchase records they are qualified to approve. Approval
requests and other notifications can be sent as email or internal note. For each approval user setup, you can also
set up when they receive notifications.
NOTE
In addition to the Workflow functionality within Business Central, you can use Power Automate to define workflows for
events in Business Central. Note that although they are two separate workflow systems, any flow template that you
create with Power Automate is added to the list of workflow templates within Business Central. For more information, see
Using Business Central in an Automated Workflow.
You can set up and use workflows that connect business-process tasks performed by different users. System
tasks, such as automatic posting, can be included as steps in workflows, preceded or followed by user tasks.
Requesting and granting approval to create new records are typical workflow steps. For more information, see
Workflow.
Story
Sean is a super user at CRONUS. He creates two approval users. One is Alicia who represents a purchasing
agent. The other is himself representing Alicia's approver. Sean then gives himself unlimited purchase approval
rights and specifies that he will receive notifications by internal note as soon as a relevant event occurs. Last,
Sean creates the required approval workflow as a copy of the existing Purchase Order Approval Workflow
workflow template, leaves all existing event conditions and response options unchanged, and then enables the
workflow.
To test the approval workflow, Sean first signs in to Business Central as Alicia, and then requests approval of a
purchase order. Sean then signs in as himself, sees the note on his Role Center, follows the link to the approval
request for the purchase order, and approves the request.
Users
Before you can set up approval users and their notification method, you must make sure that two users exist in
Business Central: One user will represent Alicia. The other user, yourself, will represent Sean. For more
information, see Create Users According to Licenses.
Setting Up Approval Users
When signed in as yourself, set Alicia up as an approval user whose approver is yourself. Set up your approval
rights and specify how and when you are notified of approval requests.
To set up yourself and Alicia as approval users
1. Choose the icon, enter Approval User Setup , and then choose the related link.
2. On the Approval User Setup page, choose the New action.
NOTE
You must set up an approver before you can set up users who require that approver's approval. Therefore, you
must set up yourself before you set up Alicia.
3. Set up the two approval users by filling the fields as described in the following table.
YOU Selected
ALICIA YOU
Setting Up Notifications
In this walkthrough, the user is notified by internal note about requests to approve. Approval notification can
also be by email, and you can add a workflow response step that notifies the sender when a request is approved
or rejected. For more information, see Specify When and How to Receive Notifications.
To set up how and when you are notified
1. On the Approval User Setup page, select the line for yourself, and then choose the Notification Setup
action.
2. On the Notification Setup page, in the Notification Type field, choose Approval .
3. In the Notification Method field, choose Note .
4. On the Notification Setup page, choose the Notification Schedule action.
5. On the Notification Schedule page, in the Recurrence field, select Instantly .
TIP
Optionally, add a workflow response step to notify the sender when their request is approved or rejected. For more
information, see Specify When and How to Receive Notifications.
See Also
Set Up Approval Users
Setting Up Workflow Notifications
Create Workflows
Use Approval Workflows
Workflow
Using Business Central in an Automated Workflow
Record Purchases with Purchase Invoices
5/28/2021 • 7 minutes to read • Edit Online
You create a purchase invoice or purchase order to record the cost of purchases and to track accounts payable. If
you need to control an inventory, purchase invoices and purchase orders are also used to dynamically update
inventory levels so that you can minimize your inventory costs and provide better customer service. The
purchasing costs, including service expenses, and inventory values that result from posting purchase invoices or
orders contribute to profit figures and other financial KPIs on your Role Center.
NOTE
You must use purchase orders if your purchasing process requires that you record partial receipts of an order quantity, for
example, because the full quantity was not available at the vendor. If you sell items by delivering directly from your vendor
to your customer, as a drop shipment, then you must also use purchase orders. For more information, see Make Drop
Shipments. In all other aspects, purchase orders work the same way as purchase invoices. The following procedure is
based on a purchase invoice. The steps are similar for a purchase order.
When you receive the inventory items or when the purchased service is completed, you post the purchase
invoice or order to update inventory and financial records and to activate payment to the vendor according to
the payment terms. For more information, see Posting Purchases and Making Payments.
Cau t i on
Do not post a purchase invoice for physical items until you receive the items and know the final cost of the
purchase, including any additional charges. Otherwise, your inventory value and profit figures may be skewed.
The item card can be of type Inventor y , Ser vice , and Non-Inventor y to specify if the item is a physical
inventory unit, a labor time unit, or a physical unit that is not kept on inventory. For more information, see
Register New Items. The purchase invoice process is the same for all three item types.
NOTE
With the Resource purchase line type, you can also purchase external resources, for example, to invoice a vendor for
work delivered. For more information, see Set Up Resources.
To use a purchased resource, you may need to set the resource's capacity and manually assign it to a job. Purchasing a
resource will create a resource ledger entry, however, resource ledger entries are not tracked for quantity and value as, for
example, items are. If quantity and value tracking is required, then consider using other line item types.
You can fill vendor fields on the purchase invoice in two ways depending on whether the vendor is already
registered.
NOTE
If you have set up recurring purchase lines for the vendor, such as a monthly replenishment order, then you can
insert these lines on the invoice by choosing the Get Recurring Purchase Lines action.
4. On the Lines FastTab, in the Item No. field, enter the number of an inventory item or service.
5. In the Quantity field, enter the number of items to be purchased.
NOTE
For items of type Ser vice and for lines of type Resource , the quantity is a time unit, such as hours, as indicated
in the Unit of Measure Code field on the line.
The Line Amount field is updated to show the value in the Direct Unit Cost field multiplied by the
value in the Quantity field.
The price and line amount are shown with or without sales tax depending on what you selected in the
Prices Including Tax field on the vendor card.
The totals fields under the lines are automatically updated as you create or modify lines to display the
amounts that will be posted to the ledgers.
NOTE
In rare cases, the posted amounts may deviate from what is displayed in the totals fields. This is typically due to
rounding calculations in relation to VAT or sales tax.
To check the amounts that will actually be posted, you can use the Statistics page, which takes into account the
rounding calculations. Also, if you choose the Release action, the totals fields will be updated to include rounding
calculations.
6. In the Invoice Discount Amount field, enter an amount that should be deducted from the value shown
in the Total Incl. Tax field at the bottom of the invoice.
NOTE
If you have set up invoice discounts for the vendor, then the specified percentage value is automatically inserted
in the Vendor Invoice Discount % field if the criteria are met, and the related amount is inserted in the
Invoice Discount Amount field.
Posted invoices
Once the invoice has been posted, you can find it in the list of posted invoices. Both the Posted Sales Invoices
list and the Posted Purchase Invoices list show the posted invoices with the final invoice numbers. From the
list, you can look up each posted invoice, and you can correct or cancel a posted invoice.
For each posted invoice, you can look up statistics, dimensions, and the ledger entries that are the result of the
posted invoice. You can also print or send the posted invoice.
You can easily correct or cancel a posted purchase invoice before you pay the vendor. This is useful if you want
to correct a typing mistake or if you want to change the purchase early in the order process. For more
information, see Correct or Cancel Unpaid Purchase Invoices. If you have already paid for items or services on
the posted purchase invoice, then you must create a purchase credit memo to reverse the purchase. For more
information, see Process Purchase Returns or Cancellations.
Open the Posted Purchase Invoices list in Business Central.
A purchase quote can be used as a preliminary draft for a purchase order, and the order can then be converted
to a purchase invoice or an order.
See Also
Purchasing
Setting Up Purchasing
Send Documents by Email
Working with Business Central
Purchase Items for a Sale
4/1/2021 • 2 minutes to read • Edit Online
From sales orders and sales invoices, you can use functions to quickly create purchase documents for missing
item quantities that are required by the sale. You can use two different functions depending on the document
type.
NOTE
This functionality is for replenishing sales items into your own inventory. To purchase items for direct delivery from your
vendor to your customer, you must create a drop shipment. For more information, see Make Drop Shipments.
F UN C T IO N DESC RIP T IO N
Create Purchase Orders From a sales order, this function creates a purchase order for
each vendor of items on the sales order. You can edit the
purchase quantity before you create the purchase orders.
Only unavailable sales quantities are suggested.
Create Purchase Invoice From a sales order and from a sales invoice, this function
creates a purchase invoice for a selected vendor for all lines
or selected lines on the sales document. The full sales
quantity is suggested.
NOTE
You can also change the Quantity to Purchase field on grayed lines even though they represent fully available
sales quantities.
NOTE
This function creates a purchase invoice for the exact item quantity on the selected sales document. To change the
purchase quantity, you must edit the purchase invoice after it is created.
1. Choose the icon, enter Sales Orders , and then choose the related link.
2. Open a sales invoice that you want to purchase items for.
3. Select one or more sales invoice lines that you want to use on the purchase invoice. To use all the sales
invoice lines, select either all of them or do not select any lines.
4. Choose the Create Purchase Invoice action.
5. Select either All Lines or Selected Lines , and then choose the OK button.
6. In the list of vendors that appears, select the vendor that you want to buy all the items from, and then
choose the OK button.
A purchase invoice is created that contains one, more than one, or all the lines on the sales invoice.
7. Proceed to process the purchase invoice, for example, by editing or adding purchase invoice lines. For
more information, see Record Purchases.
See Also
Purchasing
Record Purchases
Invoice Sales
Register New Vendors
Working with Business Central
Posting Purchases
4/1/2021 • 2 minutes to read • Edit Online
On a purchase document, you can choose between the following posting actions:
Post
Preview Posting
Post and Print
Test Repor t
Post Batch
When a purchase document is posted, the vendor's account, the general ledger, the item ledger entries, and the
resource ledger entries are updated.
For each purchase document, a purchase entry is created in the G/L Entr y table. An entry is also created in the
vendor's account in the Vendor Ledger Entr y table and a G/L entry is created in the relevant payables account.
In addition, posting the purchase may result in a VAT entry and a G/L entry for the discount amount. Whether an
entry for the discount is posted depends on the contents of the Discount Posting field on the Purchases &
Payables Setup page.
For each purchase line, the following entries will be created:
An entry in the Item Ledger Entr y table if the purchase line is of type Item .
An entry in the G/L Entr y table if the purchase lines is of type G/L Account
An entry in the Resource Ledger Entr y table if the purchase line is of type Resource .
In addition, purchase documents are always recorded in the Purch. Recpt. Header and Purch. Inv. Header
tables.
Before you start to post, you can print a test report that contains all the information in the purchase order and
indicates any errors there. To print the report, choose Posting , and then choose Test Repor t .
IMPORTANT
When you post a purchase order for items, you can create both a receipt and an invoice. These can be done
simultaneously or independently. You can also create a partial receipt and a partial invoice by completing the Qty. to
Receive and Qty. to Invoice fields on the individual purchase order lines before you post. Note that you cannot create
an invoice for something that has not been received. That is, before you can invoice, you must have recorded a receipt, or
you must choose to receive and invoice at the same time.
You can either post or post and print. If you choose to post and print, a report is printed when the order is
posted. You can also choose the Post Batch function, which lets you post several orders at the same time. For
more information, see Post Multiple Documents at the Same Time.
You can correct or cancel a posted purchase invoice. This is useful if you want to correct a typing mistake, or if
you want to change the purchase early in the order process.
If you have already paid for products on the posted purchase invoice, you cannot correct or cancel it from the
posted purchase invoice itself. Instead, you must manually create a purchase credit memo to reverse the
purchase, optionally managed with a purchase return order. The same applies if you want to modify a posted
purchase invoice that was based on combined purchase receipts. For more information, see Process Purchase
Returns or Cancellations.
On the Posted Purchase Invoice page, you can choose the Correct button or the Cancel button. When you
correct or cancel a posted purchase invoice, the corrective purchase credit memo is applied to all general ledger
and inventory ledger entries that were created when the initial purchase invoice was posted. This reverses the
posted purchase invoice in your financial records and leaves the corrective posted purchase credit memo for
your audit trail. In the following the use of Correct and Cancel is described.
NOTE
If the Canceled check box is selected, then you cannot correct the posted purchase invoice because it has already
been corrected or canceled.
See Also
Purchasing
Record Purchases
Working with Business Central
Combine Receipts on a Single Invoice
4/1/2021 • 2 minutes to read • Edit Online
If you want to invoice more than one purchase receipt at a time, you can use the Combine Receipts function.
Before you can create a combined purchase receipt, more than one receipt from the same vendor in the same
currency must be posted. In other words, you must have filled in two or more purchase orders and posted them
as received, but not invoiced.
When purchase receipts are combined on an invoice and posted, then a posted purchase invoice is created for
the invoiced lines. The Quantity Invoiced field on the originating purchase order, or blanket purchase order, is
updated based on the invoiced quantity. However, this original purchase document is not deleted, even if it has
been fully received and invoiced, and you must therefore delete the purchase document.
NOTE
The resulting purchase invoice cannot later be corrected or canceled. If you want to modify a purchase invoice that is
created in this way, you must use purchase credit memos. For more information, see Correct or Cancel Unpaid Purchase
Invoices.
To combine receipts
1. Choose the icon, enter Purchase Invoices , and then choose the related link.
2. Choose the New action. For more information, see Record Purchases.
3. On the Lines FastTab, choose the Get Receipt Lines action.
4. Select multiple receipt lines that you want to include in the invoice.
If an incorrect receipt line was selected or you want to start over, you can just delete the lines on the
purchase invoice and then use the Get Receipt Lines function again.
5. To post the invoice, choose the Post action.
See Also
Purchasing
Correct or Cancel Unpaid Purchase Invoices
Working with Business Central
Process Purchase Returns or Cancellations
4/1/2021 • 13 minutes to read • Edit Online
If you want to return items to your vendor or cancel services that you have purchased, then you can create and
post a purchase credit memo that specifies the requested change with regard to the original purchase invoice. To
include the correct purchase invoice information, you can create the purchase credit memo directly from the
posted purchase invoice or you can create a new purchase credit memo with copied invoice information.
If you need more control of the purchase return process, such as warehouse documents for the item handling or
better overview when shipping back items from multiple purchase documents with one purchase return, then
you can create purchase return orders. A purchase return order automatically issues the related purchase credit
memo. For more information, see To create a purchase return order based on one or more a posted purchase
documents.
NOTE
If a posted purchase invoice has not yet been paid, then you can use the Correct or Cancel functions on the posted
purchase invoice to automatically reverse the involved transactions. These functions only work for unpaid invoices, and
they do not support partial returns or cancellations. You can also not correct or cancel purchase invoices that were posted
with with receipts from more than one purchase order. For more information, see Correct or Cancel Unpaid Purchase
Invoices.
Typically, you create a purchase credit memo or purchase return order in reaction to a credit memo sent to you
by a vendor. The purchase credit memo or purchase return order functions as your internal documentation of
the credit memo process for accounting purposes or to control the shipping of the involved items.
The change may relate to all the products on the original purchase invoice or only to some of the products.
Accordingly, you can partially return received items or demand partial reimbursement of received services. In
that case, you must edit the information on the purchase credit memo or purchase return order.
In addition to the original posted purchase invoice, you can apply the purchase credit memo or purchase return
order to other purchase documents, for example another posted purchase invoice because you are also
returning items delivered with that invoice.
The credit memo posting will also revert any item charges that were assigned to the posted document, so that
the item's value entries are the same as before the item charge was assigned.
Inventory Costing
To preserve correct inventory valuation, you typically want to pick return items from inventory at the unit cost
that they were purchased at, not at their current unit cost. This is referred to as exact cost reversing.
Two functions exist to assign exact cost reversing automatically.
F UN C T IO N DESC RIP T IO N
Get Posted Document Lines to Reverse function on the Copies lines of one or more posted documents to be
Purchase Return Order page reversed into the purchase return order. For more
information, see To create a purchase return order based on
one or more posted purchase documents.
F UN C T IO N DESC RIP T IO N
Copy from Document function in the Purchase Credit Copies both the header and lines of one posted document
Memo and Purchase Return Order pages to be reversed.
To assign exact cost reversing manually, you must choose the Appl.-from Item Entr y field on any type of
return document line, and then select the number of the original purchase entry. This links the purchase credit
memo or purchase return order to the original purchase sales entry and ensures that the item is valued at the
original unit cost.
For more information, see Design Details: Inventory Costing.
NOTE
This field only works for posted receipts and posted invoice lines, not for posted return or posted credit memo
lines.
At the left side of the page, the different document types are listed, and the number in brackets shows the
number of documents available of each document type.
7. In the Document Type Filter field, select the type of posted document lines you would like to use.
8. Select the lines that you would like to copy to the new document.
NOTE
If you use Ctrl+A to select all lines, all lines within the filter you have set are copied, but the Show Reversible
Quantity Only filter is ignored. For example, suppose you have filtered the lines to a particular document
number with two lines, one of which has already been returned. Even if the Show Reversible Quantity Only
field is selected, if you press Ctrl+A to copy all lines, both lines are copied, instead of only the one that has not yet
been reversed.
NOTE
If part of the quantity of the posted document line has already been reversed or sold or consumed, a line is
created for only the quantity that remains in inventory or that has not been returned. If the full quantity of the
posted document line has already been reversed, a new document line is not created.
If the flow of goods in the posted document is the same as the flow of goods in the new document, a copy of the
original posted document line in the new document is created. The Appl.-from Item Entr y field is not filled in
because, in this case, exact cost reversing is not possible. For example, if you use the Get Posted Document
Lines to Reverse function to get a posted purchase credit memo line for a new purchase credit memo, only the
original posted credit memo line is copied to the new credit memo.
10. On the Purchase Return Order page, in the Return Reason Code field on each line, select the reason
for the return.
11. Choose the Post action.
To create a replacement purchase order from a purchase return order
You may agree with your vendor that they compensate you for a purchased item by replacing the item. The
replacement item can be the same or it can be different. This situation could occur if the vendor mistakenly
shipped the wrong item.
1. On the Purchase Return Order page for an active return process, on an empty line, make a negative entry
for the replacement item by inserting a negative amount in the Quantity field.
2. Choose the Move Negative Lines action.
3. On the Move Negative Purchase Lines page, fill in the fields as necessary.
4. Choose the OK button. The negative line is deleted from the purchase return order, and a new purchase
order is created. For more information, see Record Purchases.
NOTE
The following procedure assumes that there are several purchase return orders for the vendor, and that they have been
posted as shipped.
1. Choose the icon, enter Purchase Credit Memos , and then choose the related link.
2. Choose the New action.
3. On the General FastTab, fill in the fields as necessary.
4. Choose the Get Return Shipment Lines action.
5. Select multiple return shipment lines that you want to include in the invoice.
If an incorrect return shipment line was selected or you want to start over, you can just delete the lines on
the purchase credit memo and then use the Get Return Shipment Lines function again.
6. Choose the Post action.
To remove open purchase return orders after combined return shipment posting
1. Choose the icon, enter Delete Invoiced Purchase Return Orders , and then choose the related link.
2. Fill in the fields as necessary, and then choose the OK button.
3. Alternatively, delete the individual purchase return orders manually.
The generic version of Business Central supports receiving electronic invoices and credit memos in the PEPPOL
format, which is supported by the largest providers of document exchange services. To receive an invoice from a
vendor as an electronic PEPPOL document, you process the document in the Incoming Documents page to
convert it to a purchase invoice or general journal line in Business Central.
In addition to receiving electronic documents directly from trading partners, you can receive electronic
documents from an OCR service that has turned your PDF or image files into electronic documents.
Before you can receive electronic documents through the document exchange service, you must set up various
master data, such as company information, vendors, items, and units of measure. These are used to identify the
business partners and items when converting data in elements in the incoming document file to fields in
Business Central. For more information, see Set Up a Document Exchange Service.
Before you can receive electronic documents through the OCR service, you must set up and enable the
preconfigured service connection. For more information, see Set Up Incoming Documents.
The traffic of electronic documents in and out of Business Central is managed by the Job Queue feature. Before
you can receive electronic documents, the relevant job queue must be started.
You can either start the conversion of electronic documents manually, as described in this procedure, or you can
enable a workflow to convert electronic documents automatically when they are received. The generic version of
Business Central includes a workflow template, From Incoming Electronic through OCR to Open Purchase
Invoice Workflow , which is ready to be copied to a workflow and enabled. For more information, see Workflow.
NOTE
When you convert electronic documents received from the OCR service to documents or journal lines in Business Central,
multiple lines on the source document will be summed on one line. The single line will be of type G/L Account and the
Description and (G/L account) No. fields will be empty. The value in the Amount field will equal the total amount
excluding VAT of all lines in the source document.
To make sure that the Description and No. fields are filled, you can choose the Map Text to Account button on the
Incoming Documents page to define that a certain invoice text is always mapped to a certain debit or credit account in
the general ledger. Going forward, the Description field on document or journal lines created from an electronic
document for that vendor or customer will be filled with the text in question and the (G/L account) No. field with the
account in question.
Instead of mapping to a G/L account, you can also map to a bank account. This is practical, for example, for electronic
documents for expenses that are already paid where you want to create a general journal line that is ready to post to a
bank account.
The following procedure describes how to receive a vendor invoice and convert it to a purchase invoice in
Business Central. The procedure is the same when you convert a vendor invoice to a general journal line.
To receive and convert an electronic invoice to a purchase invoice
1. Choose the icon, enter Incoming Documents , and then choose the related link.
2. Select the line for the incoming document record that represents a new incoming electronic invoice, and
then choose the Edit action.
On the Incoming Document Card page, the related XML file is attached, and most of the fields are
prefilled with information from the electronic invoice. For more information, see Create Incoming
Document Records.
3. In the Data Exchange Type field, choose PEPPOL - Invoice or OCR – Invoice depending on the
source of the electronic document.
4. To map text on the vendor invoice to a specific debit account, on the Actions tab, in the General group,
choose Map Text to Account , and then fill the Text-to-Account Mapping Worksheet page.
5. Choose the Create Document action.
A purchase invoice will be created in Business Central based on the information in the electronic
document.
Any validation errors, typically related to wrong or missing master data in Business Central will be shown
on the Error Messages FastTab.
Business Central automatically calculates the date on which you must order an item to have it in inventory on a
certain date. This is the date on which you can expect items ordered on a particular date to be available for
picking.
If you specify a requested receipt date on a purchase order header, then the calculated order date is the date on
which the order must be placed to receive the items on the date that you requested. Then, the date on which the
items are available for picking is calculated and entered in the Expected Receipt Date field.
If you do not specify a requested receipt date, then the order date on the line is used as the starting point for
calculating the date on which you can expect to receive the items and the date on which the items are available
for picking.
NOTE
If your process is based on backward calculation, for example, if you use the requested receipt date to get the order date,
we recommend that you use date formulas that have fixed durations, such as "5D" for five days or "1W" for one week.
Date formulas without fixed durations, such as "CW" for current week or CM for current month, can result in incorrect
date calculations. For more information about date formulas, see Working with Calendar Dates and Times.
See Also
Date Calculation for Sales
Calculate Order Promising Dates
Working with Business Central
Merge Duplicate Records
4/1/2021 • 4 minutes to read • Edit Online
As different users create new customer, vendor, or contact cards over time, or the new records are created
automatically during migration, a customer, vendor, or contact may be represented in the system with more than
one record. In this case, you can use the Merge Duplicate page from the card of the record that you want to
keep. The page gives you an overview of duplicated field values and provides functions to select which values to
keep or discard when merging two records into one.
NOTE
Only users with the MERGE DUPLICATES permission set can use this functionality.
TIP
The Merge Duplicate page shows all fields where the values are different for the two records being compared.
Therefore, a duplicate is indicated by the page showing very few fields. Whereas, if the page shows many fields, then the
suspected record is probably not a duplicate.
The following procedure is based on a customer card. The steps are similar for a vendor and contact cards.
1. Choose the icon, enter Customers , and then choose the related link.
2. Select the customer that you know or suspect that a duplicate record exists for, and then choose the Edit
action.
3. On the Customer Card page, choose the Merge With action.
4. On the Merge Duplicate page, in the Merge With field, select the customer that you believe is a
duplicate of the one you have opened, indicated in the Current field.
The Fields FastTab lists fields where the values are different for the two customers. This means that if the
selected customer is really a duplicate, then only very few fields should be listed, such as typing errors
and other data entry mistakes.
The Related Tables FastTab lists tables where there are fields with a relation to both customers. The
Current Count and Duplicate Count fields show the number of fields in related tables where the No.
value of both the current and the duplicate customer is used. On the Merge Duplicate page, this section
is informational only, however, if merge conflicts exist, you will resolve them on the Merge Duplicate
Conflicts page. See steps 8 through 12.
5. For each field where you want to use another value than the current one, select the Override check box.
The value in the Alternate Value field will then be transferred to the current record when you complete
the process.
6. When you have finished selecting which values to keep or override, choose the Merge action.
The system checks if the merge of values for the duplicate customer into the current customer causes any
conflicts. A conflicts exists if a value in at least one primary-key field is the same for both customers while
the value in the No field is different for the two customers.
7. If no conflicts are found, choose the Yes button in the confirmation message box.
The duplicate customer is renamed so that all usage of its No. value in all fields with relations to the
customer table will be replaced with the No. value of the current customer.
8. If conflicts exist, choose the Resolve (xx) conflicts before merge. action on the Conflicts FastTab,
which will appear if conflicts exist.
9. On the Merge Duplicate Conflicts page, select the line for a related table with a conflict, and then
choose the View Details action.
The Merge Duplicate page now shows the fields in the selected table that cause a merge conflict
between the two customer records. Notice in both the summarized values in the Current and Conflicts
With fields and on the lines that at least one primary-key field is the same for both customers and the
value of the No. field is different for the two customers.
10. If you do not want to keep the duplicate customer record, choose the Remove Duplicate action, and
then choose the Close button.
Identical field values, other than the value in the No. field, are removed from the duplicate record and
inserted on the current record.
11. If you want to keep the duplicate customer record after the merge, choose the Rename Duplicate .
12. On lines, not for the No. field, where the field has the same value on both records, change the value in
the Alternate Value field, and then choose the Close button.
The conflicting field value is updated on the duplicate record so that it can be merged with the current
record. The duplicate record continues to exist after the merge.
13. Repeat steps 8 through 12 until all conflicts are resolved. The Conflicts FastTab disappears.
14. On the Merge Duplicate page, choose the Merge action again, and then select the Yes button in the
confirmation message box.
NOTE
For contacts, you can use functionality to find duplicate contacts before you use the Merge Duplicate page. For more
information, see Searching for Duplicate Contacts.
See Also
Sales
Set Up Contacts
Working with Business Central
Work with Blanket Sales Orders or Blanket Purchase
Orders
4/1/2021 • 6 minutes to read • Edit Online
A blanket sales order represents a framework for a long-term agreement between you and your customer.
Similarly, you use blanket purchase orders to manage long-term agreements between you and your vendor.
A blanket order is typically made when a customer has committed to purchasing large quantities that are to be
delivered in several smaller shipments over a certain period of time. Often blanket orders cover only one item
with predetermined delivery dates. The main reason for using a blanket order rather than a sales order is that
quantities entered on a blanket order do not affect item availability and thus can be used as a worksheet for
monitoring, forecasting, and planning purposes.
On the blanket order, each separate shipment can be set up as an order line, which can then be converted into a
sales order at the time of shipping.
An example of when a blanket sales order could be used is if a customer calls and places an order of 1000 units
of an item and they want the items to be delivered in 250 units every week over the next month.
NOTE
Blanket purchase orders work in a similar way as blanket sales orders. This documentation covers blanket sales orders
only.
Return Orders Specifies open return orders that have been associated
with the selected line.
Credit Memos Specifies open credit memos that have been associated
with the selected line.
4. To view posted entries, select the line in question, choose the Line action, and then choose the Posted
Lines action. Choose one of the following options.
O P T IO N DESC RIP T IO N
Return Receipts Posted return receipts that have been associated with
the selected line.
Credit Memos Posted credit memos that have been associated with the
selected line.
5. On the Sales Lines page, choose the Show Document action to view the entry.
See Also
Sales
Create Blanket Assembly Orders
Setting Up Sales
Working with Business Central
External Document Numbers on Purchase
Documents
5/28/2021 • 2 minutes to read • Edit Online
On purchase documents and journals, you can specify a document number that refers to the vendor's
numbering system. Use this field to record the number that the vendor assigned to the order, invoice, or credit
memo. You can then use the number later if, for some reason, you need to search for the posted entry using this
number.
The Ext. Doc. No. Mandator y field in the Purchases & Payables Setup page specifies whether it is
mandatory to enter an external document number in the following situations:
In the Vendor Invoice No. field, Vendor Order No. field, or the Vendor Cr. Memo No. field on a
purchase header
In the External Document No. field on a general journal line, where the Document Type field is set to
Invoice, Credit Memo, or Finance Charge Memo, and the Account Type field is set to Vendor.
If you select this field, it will not be possible to post an invoice, a credit memo, or the type of general journal line
described above without an external document number.
The external document number is included in posted documents where you can search by the relevant number.
You can also search using the external document number when navigating on vendor ledger entries.
A different way to handle external document numbers is to use the Your Reference field. If you use the Your
Reference field, the number will be included in posted documents, and you can search by it in the same way as
for values from External Document No. fields. But the field is not available on journal lines.
You can also specify external document numbers on sales documents. For more information, see External
Document Numbers
See Also
Enter External Document Numbers
Purchasing
External Document Numbers on Sales Documents
General Business Functionality
Enter External Document Numbers
5/28/2021 • 2 minutes to read • Edit Online
You can enter external document numbers for customers and vendors in all sales and purchase orders, invoices,
and credit memos. You can use these numbers to search for posted sales and purchase lines later.
NOTE
Specify the document number that your customer or vendor has specified. Business Central does not check if these
external document numbers are unique or duplicates.
The following procedure explains how to specify an external document number on a sales order, but similar
steps apply to other sales and purchase documents.
See Also
External Document Numbers on Purchase Documents
External Document Numbers on Sales Documents
Sell Products
Purchasing
Inventory
4/1/2021 • 3 minutes to read • Edit Online
For each physical product that you trade in, you must create an item card of type Inventor y . Items that you
offer to customers but do not keep in inventory you can register as catalog items, which you can convert to
inventory items when necessary. You can increase or decrease the quantity of an item in inventory by posting
directly to the item ledger entries, for example, after a physical count or if you do not record purchases.
Inventory increases and decreases are naturally also recorded when you post purchase and sales documents
respectively. For more information, see Record Purchases, Sell Products, and Invoice Sales. Transfers between
locations changes inventory quantities across your company's warehouses.
To increase your overview of items and to help you find them, you can categorize items and give them attributes
to search and sort by.
NOTE
The physical handling of items is referred to as warehouse activities. For more information, see Warehouse Management.
Planning for items to fulfil demand is covered as part of supply planning functionality. For more information,
see Planning.
Inventory Reconciliation
When you post inventory transactions, such as sales shipments, purchase invoices, or inventory adjustments,
the changed item costs are recorded in item value entries. To reflect this change of inventory value in your
financial books, the inventory costs are automatically posted to the related inventory accounts in the general
ledger. For each inventory transaction that you post, the appropriate values are posted to the inventory account,
adjustment account, and COGS account in the general ledger. For more information, see Reconcile Inventory
Costs with the General Ledger.
Even though inventory costs are automatically posted to the general ledger, it is still necessary to ensure that the
costs of goods are forwarded to the related outbound sales transaction, especially in situations where you sell
goods before you invoice the purchase of those goods. This is referred to as cost adjustment. Item costs are
automatically adjusted when you post item transactions, but you can also adjust item costs manually. For more
information, see Adjust Item Costs.
Related Tasks
The following table outlines related tasks.
TO SEE
Create item cards for inventory items that you trade in. Register New Items
Structure parent items that you sell as kits consisting of the Work with Bills of Material
parent's components or that you assemble to order or to
stock.
TO SEE
Maintain an overview of items and help you find and sort Categorize Items
items by organizing them in categories.
Assign item attributes of different value types to your items Work with Item Attributes
to help you sort and find items.
Create special item cards for items that you offer to Work with Catalog Items
customers but do not maintain inventory for.
Perform physical counting of your inventory with the Count Inventory Using Documents
Physical Inventor y Order and Physical Inventor y
Recording pages.
Perform physical counting, make negative or positive Count, Adjust, and Reclassify Inventory Using Journals
adjustments, and change information, such as location or lot
number, on item ledger entries.
View the availability of items per location, by period, by sales View the Availability of Items
or purchase event, or by their use on assembly or
production BOMs.
Transfer inventory items between locations with transfer Transfer Inventory Between Locations
orders, to manage warehouse activities, or with the item
reclassification journal.
Assign serial numbers or lot numbers to any outbound or Work with Serial and Lot Numbers
inbound document or journal line, for example to track items
in case of recalls.
Find where any serial or lot number was used in its supply Trace Item-Tracked Items
chain, for example in recall situations.
Block items from being entered on sales or purchase lines or Block Items
from being posted in any transaction.
Manage business operations in sales offices, a purchasing Work with Responsibility Centers
departments, or plant planning offices across multiple
locations.
Use resources with specific skills for various services and Set Up Resource Allocation
service items.
See Also
Warehouse Management
Purchasing
Sales
Working with Business Central
General Business Functionality
Inventory and warehouse reporting in Business Central allows inventory and business professionals to get
insights and statistics about current and past inventory and warehouse activities.
Reports
The following table describes some of the key reports in inventory and warehouse reporting.
Item Age Composition - Quantity 5807 or 5808 Shows an overview of the current age
or Item Age Composition - Value composition of selected items in your
inventory. The list shows the number
of units or value of the selected item
that were added to or removed from
inventory and at which point in time.
Items can be added to or removed
from inventory as a result of
purchases, sales, and positive and
negative adjustments.
Inventor y Cost and price list 716 Displays a list of price information for
the selected items or stockkeeping
units: direct unit cost, last direct cost,
unit price, profit percentage, and profit.
Warehouse Adjustment Bin 7320 This special report is meant only for an
advanced warehouse and shows the
remaining quantities that are still
stored in the adjustment bin itself.
Normally this specific bin should be
empty. The only reason when this bin
will be filled is as result of physical
counting process or if quantities of
items had been removed or added to
the warehouse
Tasks
The following articles describe some of the key tasks for analyzing the state of your business:
Create Analysis Reports
View the Availability of Items
See also
Setting Up Inventory
Inventory
Setting Up Warehouse Management
Warehouse Management
Register New Items
4/1/2021 • 6 minutes to read • Edit Online
Items, among other products, are the basis of your business, the goods or services that you trade in. Each item
must be registered as an item card.
Item cards hold the information that is required to buy, store, sell, deliver, and account for items.
The item card can be of type Inventor y , Ser vice , or Non-Inventor y to specify if the item is a physical
inventory unit, a labor time unit, or a physical unit that is not tracked in inventory. For more information, see
About Item Types.
An item can be structured as a parent item with underlying child items in a bill of materials (BOM). In Business
Central, a bill of material can be either an assembly BOM or a production BOM, depending on its use. For more
information, see Work with Bills of Material.
If you purchase the same item from more than one vendor, you can connect those vendors to the item card. The
vendors will then appear on the Item Vendor Catalog page, so that you can easily select an alternate vendor.
Items that you offer to your customers but you do not want manage in your system until you start selling them
can be set up as catalog items. Catalog items are not to be mistaken with regular items of type Non-Inventor y .
For more information, see Work with Catalog Items.
NOTE
If item templates exist for different item types, then a page appears when you create a new item card from where you can
select an appropriate template. If only one item template exists, then new item cards always use that template.
The following procedure explains how to create an item card from scratch. You can also create new item cards
by copying existing ones. For more information, see Copy Existing Items to Create New Items.
You can view or edit special prices or discounts that you grant, or that your vendor grants you, for the item if
certain criteria are met, such as customer, minimum order quantity, or ending date. You do this by choosing the
Set Special Prices or Set Special Discounts actions. Each row on, for example, the Sales Prices page
represents a special price. Each column represents a criterion that must apply to grant a customer the special
price that you enter in the Unit Price field on the Sales Prices page. For more information, see Record Sales
Price, Discount, and Payment Agreements or Record Special Purchase Prices and Discounts.
The item is now registered, and the item card is ready to be used on purchase and sales documents.
If you want to use this item card as a template when you create new item cards, you can save it as a template.
For more information, see the following section.
To save the item card as a template
1. On the Item Card page, choose the Save as Template action. The Item Template page opens showing the
item card as a template.
2. Fill in the fields as necessary. Hover over a field to read a short description.
3. To reuse dimensions in templates, choose the Dimensions action. The Dimension Templates page opens
showing any dimension codes that are set up for the item.
4. Edit or enter dimension codes that will apply to new item cards created by using the template.
5. When you have completed the new item template, choose the OK button.
The item template is added to the list of item templates, so that you can use it to create new item cards.
Items used in production orders
If you want to register items that are then used in production orders, you specify the replenishment system as
Prod. order on the Replenishment FastTab. For more information, see About Production Orders.
See Also
Inventory
Set Up Units of Measure
Tariff numbers
Reconcile Inventory Costs with the General Ledger
Create Number Series
Setting Up Posting Groups
Purchasing
Sales
Working with Business Central
Work with Bills of Material
4/1/2021 • 6 minutes to read • Edit Online
You use bills of materials (BOMs) to structure parent items that must be assembled or produced by resources or
machine centers from components. An assembly BOM can also be used to sell a parent item as a kit consisting
of its components.
When you have used the Explode BOM function, you cannot easily undo it. You must delete the sales order
lines representing the components and then reenter a sales order line for the assembly item.
The following procedure is based on a sales invoice. The same steps apply to other sales documents and to all
purchase documents.
1. Choose the icon, enter Sales Invoices , and then choose the related link.
2. Open a sales invoice that contains a line for an assembly item.
3. Choose the line for an assembly item, and then Explode BOM line action.
All fields on the sales invoice line for the assembly item are cleared except for the Item and Description fields.
Complete sales invoice lines are inserted for the components and possible resources that comprise the
assembly item.
NOTE
The Picking List by Order report is also changed to show the components only. This means that a warehouse worker
picking the parent item, the assembly item, will not see it in the picking list. For more information, see Print the Picking
List.
NOTE
To calculate the unit cost of an assembly or production BOM, the parent item and its component items must use the
Standard costing method. Any resources in the BOM are rolled up if they have a unit cost that is defined on the resource
card.
1. In the top right corner, choose the Search for Page or Repor t icon, enter Items , and then choose the
related link.
2. Open the card for an assembly item. (The Assembly BOM field on the Items page contains Yes .)
3. On the Item Card page, choose the Assembly action, and then choose the Assembly BOM action.
4. On the Assembly BOM page, choose the Calc. Standard Cost action.
5. Select one of the following options, and then choose the OK button.
O P T IO N DESC RIP T IO N
Top Level Calculates the assembly item's standard cost as the total
cost of all purchased or assembled items on that assembly
BOM regardless of any underlying assembly BOMs.
All Levels Calculates the assembly's item standard cost as the sum of:
1) The calculated cost of all underlying assembly BOMs on
the assembly BOM. 2) The cost of all purchased items on the
assembly BOM.
The costs of the items that make up the assembly BOM are copied from the component item cards. The cost of
each item is multiplied by the quantity, and the total cost is shown in the Unit Cost field on the item card.
See Also
Register New Items
View the Availability of Items
Inventory
Working with Business Central
Categorize Items
4/1/2021 • 2 minutes to read • Edit Online
To maintain an overview of your items and to help you sort and find items, it is useful to organize your items in
item categories.
To find items by characteristics, you can assign item attributes to items and also to item categories. For more
information, see Work with Item Attributes.
NOTE
If the item category has a parent item category, as indicated by the Parent Categor y field, then any item attributes that
are assigned to that parent item category are prefilled on the Attributes FastTab.
NOTE
Item attributes that you assign to an item category will automatically apply to the item that the item category is assigned
to.
If you change your mind about an item category, you can delete it. However, if it has already been assigned to an
item, you must remove that assignment before you can delete the item category.
See Also
Work with Item Attributes
Register New Items
Inventory
Working with Business Central
Work with Item Attributes
4/1/2021 • 4 minutes to read • Edit Online
When customers inquire about an item, either in correspondence or in an integrated web shop, they may ask or
search according to characteristics, such as height and model year. To provide this customer service, you can
assign item attribute values of different types to your items, which can then be used when searching for items.
You can also assign item attributes to item categories, which then apply to the items that use the item categories.
For more information, see Categorize Item.
TIP
If you attach pictures to items, the Image Analyzer extension can detect attributes in the image, and suggest the
attributes so you can decide whether to assign them. The extension is ready to go. You just need to enable it. For more
information, see The Image Analyzer Extension.
NOTE
If you select Option in the Type field, then you can choose the Item Attribute Values action to create values for the
item attribute. For more information, see To create values for item attributes of type Option.
NOTE
Item attributes for parent item categories will be inherited to child item categories. This is indicated by the Inherited
From field on the Attributes FastTab. For more information, see Categorize Items.
NOTE
You can only select values directly for item attributes that have fixed values, such as Color. For item attributes that
have variable values, such as Width, you must specify the item attribute value by first selecting a condition. See
step 5.
5. In the Value field for a variable item attribute, choose the lookup button.
6. On the Specify Filter Value page, in the Condition field, choose the drop-down arrow and select a
condition.
7. In the Value field, enter an attribute value to filter items by.
Example : To filter on items where the material description begins with "blue", fill in the fields as follows:
Attribute field: Material Description, Condition field: Begins With, Value field: blue.
8. Choose the OK button.
The items on the Items page are filtered by the specified item attribute values.
See Also
Categorize Items
Register New Items
Inventory
Working with Business Central
Work with Catalog Items
4/1/2021 • 3 minutes to read • Edit Online
You can offer certain items to your customers for their convenience, which you do not want to manage in your
system until you start selling them. When you want to start managing such items in your system, you can
convert them to normal item cards in two ways.
From a catalog item card, create a new item card based on a template.
From a sales order line of type Item with an empty No field, select a catalog item. An item card is then
automatically created for the catalog item.
NOTE
You cannot select a catalog item from the Sales Invoice page.
You can select a catalog item from the Sales Quote page, but the catalog item will not be converted to a normal item
when you use the Make Order function.
A catalog item typically has the item number of the vendor who supplies it. To enable conversion of a catalog
item card to a normal item card, you must first set up how vendor item numbering is converted to your own
item numbering.
IMPORTANT
Catalog items are not to be mistaken with non-inventory items, which are regular items that are given the type Non-
Inventor y to keep them out of availability and costing calculations, for example, because they are only used internally
and have a low cost. For more information, see About Item Types.
NOTE
An Item cross reference record is automatically created for the vendor of the item between the vendor's item number and
your new item number. For more information, see Use Item Cross References.
See Also
Register New Items
Create Special Orders|
Inventory
Working with Business Central
Count and Adjust Inventory Using Documents
4/1/2021 • 13 minutes to read • Edit Online
You can take a physical inventory of your items by using physical inventory order and physical inventory
recording documents. The Physical Inventor y Order page is used to organize the complete inventory
counting project, for example one per location. The Physical Inventor y Recording page is used to
communicate and capture the actual count of items. You can create multiple recordings for one order, for
example to distribute groups of items to different employees.
The Physical Inventor y Recording report can be printed from each recording and contains empty quantity
fields for entering the counted inventory. When a user is done counting, and the quantities are entered on the
Physical Inventor y Recording page, you choose the Finish action. This transfers the quantities to the related
lines on the Physical Inventor y Order page. Functionality ensures that no item count can be recorded twice.
NOTE
Using documents to perform a physical inventory provides more control and supports distributing the counting to
multiple employees. You can also perform the task by using journals, such as the Phys. Inventor y Journals and Whse.
Phys. Inventor y Journals pages. For more information, see Count, Adjust, and Reclassify Inventory Using Journals. This
article describes how to perform a physical inventory using documents.
If you are using zones, then you cannot use physical inventory orders. Instead, use the Whse. Phys. Inventor y
Journal page to count your warehouse entries before synchronizing them with item ledger entries.
TIP
To plan for multiple employees to count the inventory, it is advisable to set different filters each time you use the
Calculate Lines action to only fill the order with the subset of inventory items that one user will be recording.
Then as you generate multiple physical inventory recordings for multiple employees, you minimize the risk of
counting items twice. For more information, see the To create a physical inventory recording section.
NOTE
When you finish a physical inventory recording, each line is transferred to the line on the related physical inventory order
that matches it exactly. To match, the values in the Item No. , Variant Code , Location Code , and Bin Code fields must
be the same on the recording and the order lines.
If no matching physical inventory order line exists, and if the Allow Recording Without Order checkbox is selected,
then a new line is inserted automatically and the Recorded Without Order checkbox on the related physical inventory
order line is selected. Otherwise, an error message is displayed and the process is canceled.
If more than one physical inventory recording lines match a physical inventory order line, then a message is displayed and
the process is canceled. If, for some reason, two identical physical inventory lines end up on the physical inventory order,
you can use a function to resolve it. For more information, see the To find duplicate physical inventory order lines section.
LOT N O. Q UA N T IT Y
LOT1001 80
LOT1003 30
LOT1006 10
Total 120
Recorded Quantities :
LOT N O. Q UA N T IT Y
LOT1001 80
LOT0002 12
LOT1003 20
LOT1006 10
Total 112
Quantities to Post :
LOT1001 80 80 0
LOT1002 0 12 +12
LOT1003 30 20 -10
LOT1006 10 0 -10
On the Physical Inventor y Order page, the Neg. Qty. (Base) field will contain 8. For the order line in
question, the Phys. Invt. Item Track . List page will contain the positive or negative quantities for the
individual lot numbers.
Inventory Documents
The following types of documents are useful for managing your warehouse:
Use Inventor y receipts to register positive adjustments of items based on the quality, quantity, and cost.
Use Inventor y shipments to write off missing or damaged goods.
You can print these documents at any stage, release and reopen them, and assign common values, including
dimensions, in the header. If you want to reprint the documents after they have been posted, you can do that on
the Posted Inventor y Receipt and Posted Inventor y Shipment pages.
NOTE
Before you can use these documents you must specify a number series to create their identifiers. For more information,
see the next section.
See Also
Count, Adjust, and Reclassify Inventory Using Journals
Work with Serial and Lot Numbers
Inventory
Warehouse Management
Sales
Purchasing
Working with Business Central
Count, Adjust, and Reclassify Inventory Using
Journals
4/1/2021 • 15 minutes to read • Edit Online
At least once every fiscal year you must take a physical inventory, that is, count all the items on inventory, to see
if the quantity registered in the database is the same as the actual physical quantity in the warehouses. When
the actual physical quantity is known, it must be posted to the general ledger as a part of period-end valuation
of inventory.
Although you count all items in inventory at least once a year, you may have decided to count some items more
often, perhaps because they are more valuable, or because they are very fast movers and a large part of your
business. For this purpose, you can assign special counting periods to those items. For more information, see To
perform cycle counting.
If you need to adjust recorded inventory quantities, in connection with counting or for other purposes, you can
use an item journal to change the inventory ledger entries directly without posting business transactions.
Alternatively, you can adjust for a single item on the item card.
If you need to change attributes on item ledger entries, you can use the item reclassification journal. Typical
attributes to reclassify include dimensions and sales campaign codes, but you also perform "system transfers"
by reclassifying bin and location codes. Special steps apply when you want to reclassify serial or lot numbers
and their expiration dates. For more information, see Work with Serial and Lot Numbers.
NOTE
In advanced warehouse configurations, items are registered in bins as warehouse entries, not as item ledger entries.
Therefore, you perform counting, adjusting, and reclassifying in special warehouse journals that support bins. Then, you
use special functions to synchronize the new or changed warehouse entries with their related item ledger entries to reflect
the changes in inventory quantities and values. This is described in specific procedures below where relevant.
NOTE
This procedure describes how to perform a physical inventory using a journal, the Phys. Inventor y Journal page. You
can also perform the task using documents, the Physical Inventor y Order and Physical Inventor y Recording
pages, which provide more control and support distributing the counting to multiple employees. For more information,
see Count Inventory Using Documents.
Note that the document-based functionality cannot be used to count items in bins, warehouse entries.
Apart from the physical counting task, the complete process involves the following three tasks:
Calculate the expected inventory.
Print the report to be used when counting.
Enter and post the actual counted inventory.
You can perform the physical inventory in either of the following ways depending on your warehouse setup. For
more information, see Setting Up Warehouse Management.
If your location is not using directed put-away and pick (basic warehouse configuration), you use the Phys.
Inventor y Journal page in the Inventor y menu, and the procedure is much the same as when you conduct
a physical inventory without cycle counting.
If your location is using directed put-away and pick (advanced warehouse configuration), you first use the
Whse. Phys. Invt. Journal page, and then you use the Item Journal page to run the Calculate Whse.
Adjustment function.
To calculate the expected inventory in basic warehouse configurations
1. Choose the icon, enter Phys. Inventor y Journals , and then choose the related link.
2. Choose the Calculate Inventor y action.
3. On the Calculate Inventor y page, specify the conditions to use to create the journal lines, such as whether
to include items that have zero recorded inventory.
4. Set filters if you only want to calculate inventory for certain items, bins, locations, or dimensions.
5. Choose the OK button.
NOTE
The item entries are processed according to the information that you specified, and lines are created in the physical
inventory journal. Notice that the Qty. (Phys. Inventor y) field is automatically filled in with the same quantity as the
Qty. (Calculated) field. With this feature, it is not necessary for you to enter the counted inventory on hand for items
that are the same as the calculated quantity. However, if the quantity counted differs from what is entered in the Qty.
(Calculated) field, you must overwrite it with the quantity actually counted.
NOTE
It can take several days before printed reports come back for final processing and posting. When you specify and post
actual counted inventory, the system adjusts inventory to reflect the difference between the expected and the actual
counted inventory. You must keep the originally calculated journal lines and not recalculate the expected inventory,
because the expected inventory may change and lead to wrong inventory levels. If you need to issue multiple reports,
such as for different locations or group of items, you must create and keep separate journal batches.
To enter and post the actual counted inventory in basic warehouse configurations
1. On each line on the Phys. Inventor y Journal page where the actual inventory on hand, as determined
by the physical count, differs from the calculated quantity, enter the actual inventory on hand in the Qty.
(Phys. Inventor y) field.
The related fields are updated accordingly.
NOTE
If the physical count reveals differences that are caused by items posted with incorrect location codes, do not
enter the differences in the physical inventory journal. Instead, use the reclassification journal or a transfer order
to redirect the items to the correct locations. For more information, see Item Reclass. Journal or Create Transfer
Orders.
2. To adjust the calculated quantities to the actual counted quantities, choose the Post action.
Both item ledger entries and physical inventory ledger entries are created. Open the item card to view the
resulting physical inventory ledger entries.
3. Choose the icon, enter Items , and then choose the related link.
4. To verify the inventory counting, open the item card in question, and then, choose the Phys. Inventor y
ledger Entries action.
To calculate the expected inventory in advanced warehouse configurations
Synchronize item ledger and warehouse before you perform the warehouse physical inventory, otherwise the
results you post to the physical inventory journal and item ledger in the final part of the process will be the
physical inventory results combined with other warehouse adjustments for the items that were counted. For
more information, see synchronize quantities in the item ledger and warehouse
1. Choose the icon, enter Whse. Phys. Invt. Journal , and choose the related link.
2. Choose the Calculate Inventor y action. The Whse. Calculate Inventor y batch job request page
opens.
3. Set the filters to limit the items that will be counted in the journal, and then choose the OK button.
The application creates a line for each bin that fulfills the filter requirements. You can at this point still
delete some of the lines, but if you want to post the results as a physical inventory, you must count the
item in all the bins that contain it.
If you only have time to count the item in some bins and not others, you can discover discrepancies,
register them, and later post them in the item journal using the Calculate Whse. Adjustment function.
To print the report to be used when counting
1. Choose the icon, enter Warehouse Physical Inventor y List , and choose the related link.
2. Open the report request page and print the lists on which you want employees to record the quantity of
items that they count in each bin.
Employees can now proceed to count inventory and record any discrepancies on the printed report.
To enter and post the actual counted inventory in advanced warehouse configurations
1. When the counting is done, enter the counted quantities in the Qty. (Phys. Inventor y) field in the
warehouse physical inventory journal.
NOTE
In the warehouse physical inventory journal, Qty. (Calculated) field is filled in automatically on the basis of
warehouse bin records and copies these quantities are copied to the Qty. (Physical) field on each line. If the
quantity counted by the warehouse employee differs from what application has entered in the Qty. (Physical) field,
you must enter the quantity actually counted.
2. When you have entered all the counted quantities, choose the Register action.
When you register the journal, application creates two warehouse entries in the warehouse register for
every line that was counted and registered:
If the calculated and the physical quantities differ, a negative or positive quantity is registered for the
bin, and a balancing quantity is posted to the adjustment bin of the location.
If the quantity calculated is equal to the physical quantity, application registers an entry of 0 for both
the bin and the adjustment bin. The entries are the record that on the registering date, a warehouse
physical inventory was performed, and there was no discrepancy in inventory for the item.
When you register the warehouse physical inventory, you are not posting to the item ledger, the physical
inventory ledger, or the value ledger, but the records are there for immediate reconciliation whenever necessary.
If you like to keep precise records of what is happening in the warehouse, however, and you counted all of the
bins where the items were registered, you should immediately post the warehouse results as an inventory
physical inventory. For more information, see synchronize quantities in the item ledger and warehouse.
NOTE
You must count the item in all the bins that contain the particular item. If you delete some of the bin lines that
application has retrieved for counting on the Whse. Phys. Inventor y page, then you will not be counting all the
items in the warehouse. If you later post such incomplete results in the Phys. Inventory Journal, the amounts
posted will be incorrect.
NOTE
After you have adjusted inventory, you must update it with the current, calculated value. For more information, see
Revalue Inventory.
See Also
CountInventory Using Documents
Inventory Warehouse Management
Sales
Purchasing
Working with Business Central
View the Availability of Items
4/1/2021 • 8 minutes to read • Edit Online
From the context of a business task, you can get advanced information about when and where an item is
available, such as when talking to a customer about a delivery date.
You can view the availability of all items per location, and you can view the availability of each item by event, by
period, or by location. An event is any scheduled item transaction, such as a sales shipment or an inbound
transfer receipt.
NOTE
Availability views by location require that you maintain inventory at more than one location. For more information, see
Set Up Locations.
If you use warehousing functionality, availability varies depending on allocations at the bin level when
warehouse activities such as picks and movements occur and when the inventory reservation system imposes
restrictions to comply with. A rather complex algorithm verifies that all conditions are met before allocating
quantities to picks for outbound flows. For more information see Design Details: Availability in the Warehouse.
In Business Central, availability figures are typically shown in two different fields, each with a different definition:
The Quantity on Hand field, in some places named Inventor y , shows the actual quantity today according
to posted item ledger entries.
The Projected Available Balance field is calculated and shows the quantity on hand plus scheduled
receipts minus gross requirements. (In Business Central, scheduled receipts include quantities on purchase
orders and inbound transfer orders. Gross requirements include quantities on sales orders and outbound
transfer orders.)
TIP
The projected available balance is especially relevant to view in the Item Availability by Periods and Item Availability
by Event pages because they contain the date dimension.
NOTE
The following procedures describe how to view advanced availability information from the items list and item card. You
can also access the information from sales document lines for the item on the line. For more information, see Sell
Products.
To view the availability of all items by the location where they are
stored
You view the availability of all your items across all your locations on the Items by Location page.
1. Choose the icon, enter Items , and then choose the related link.
2. Choose the Items by Location action.
The Items by Location page shows for all your items how many are available at each location.
3. Choose the value in the Qty. on Hand field to view the item ledger entries that make up the value.
To view the availability of an item by its use in assembly or production
BOMs
If an item is part of assembly or production BOMs as either a parent item or a component, you can view how
many units of it are required on the Item Availability by BOM Level page. The page shows how many units
of a parent item you can make based on the availability of child items on underlying lines. Any item that has an
assembly or production BOM is shown on the page as a collapsible line. You can expand this line to see the
underlying components and lower-level subassemblies with their own BOMs.
For example, you can use the page to determine whether you can fulfill a sales order for an item on a specified
date by looking at its current availability and the quantities that can be supplied by its components. You can also
use the page to identify bottlenecks in related BOMs.
On each line on the page for both parent items and child items, the following key fields specify the availability
figures. You can use these figures to promise how many units of a parent you can supply if you start the related
assembly process.
Able to Make Parent Shows how many units of any subassembly in the top item
you can make. The field specifies how many immediate
parent units you can assemble. The value is based on
availability of the item on the line.
Able to Make Top Item Shows how many units of the top item you can make. The
field specifies how many units of the top-line BOM item you
can assemble. The value is based on availability of the item
on the line.
NOTE
By default, availability figures on the lines show the total availability of all items under the top item. These figures are
displayed in the Available Quantity field, and the focus is on the top item. However, information about how many
subassemblies you can make may be skewed. To get a true indication of how many of the shown subassemblies you can
make, you must clear the Show Total Availability check box and then see the figure in the Able to Make Parent field.
The Bottleneck field specifies which item in the BOM structure restricts you from making a larger quantity than
the quantity that is shown in the Able to Make Top Item field. For example, the bottleneck item can be a
purchased component with an expected receipt date that is too late to make additional units of the top item by
the date in the Needed by Date field.
See Also
Manage Inventory
Assembly Management
Work with Bills of Materials
Set Up Locations
Transfer Inventory Between Locations
Sell Products
Working with Business Central
General Business Functionality
Transfer Inventory Between Locations
4/1/2021 • 2 minutes to read • Edit Online
You can transfer inventory items between locations by creating transfer orders. Alternatively, you can use the
item reclassification journal.
With transfer orders, you ship the outbound transfer from one location and receive the inbound transfer at the
other location. This allows you to manage the involved warehouse activities and provides more certainty that
inventory quantities are updated correctly.
With the reclassification journal, you simply fill in the Location Code and the New Location Code fields.
When you post the journal, the item ledger entries are adjusted at the locations in question. With this method,
warehouse activities are not managed.
NOTE
If you have items recorded in your inventory without a location code, for example from a time when you only had one
warehouse, then you cannot transfer those items using transfer orders. Instead, you must use the reclassification journal
to reclassify the items from a blank location code to an actual location code. For more information, see step 3 in To
transfer items with the item reclassification journal.
To transfer items, locations and transfer routes must be set up. For more information, see Set Up Locations.
NOTE
If you have filled in the In-Transit Code , Shipping Agent Code , and Shipping Agent Ser vice fields on the
Trans. Route Spec. page when you set up the transfer route, then the corresponding fields on the transfer order
are filled in automatically.
When you fill in the Shipping Agent Ser vice field, the receipt date at the transfer-to location is
calculated by adding the shipping time of the shipping agent service to the shipment date.
3. To fill in the lines, either enter them manually or choose one of the following options on the under the
Functions action:
Choose the Get Bin Content action to select existing items from a specific bin at the location.
Choose the Get Receipt Lines to select items that have just arrived at the transfer-from location.
As a warehouse worker at the transfer-from location, proceed to ship the items.
4. Choose the Post action, choose the Ship option, and then choose the OK button.
The items are now in transit between the specified locations, according to the specifies transfer route.
As a warehouse worker at the transfer-from location, proceed to receive the items. The transfer order
lines are the same as when shipped and cannot be edited.
5. Choose the Post action, choose the Receive option, and then choose the OK button.
NOTE
To transfer items that have no location code, leave the Location Code field blank.
4. In the New Location Code field, enter the location that you want to transfer the items to.
5. Choose the Post action.
See Also
Manage Inventory
Set Up Locations
Working with Business Central
Change Which Features are Displayed
General Business Functionality
Reserve Items
4/1/2021 • 4 minutes to read • Edit Online
You can reserve items for sales orders, purchase orders, service orders, assembly orders, and production orders.
You can reserve items on inventory or inbound on open document or journal lines. You perform the work on the
Reser vation page.
Each line on the Reser vation page, which you open to reserve items, displays information about one type of
line (sales, purchase, journal) or inventory entry. The lines describe how many items are available to be reserved
from each type of line or entry.
F UN C T IO N DESC RIP T IO N
Reser ve from Current Line To reserve the items from the document on the line you
have selected.
Cancel Reser vation from Current Line To cancel reservation of the items from the document on
the line you have selected.
NOTE
If item tracking lines exist for the sales order, the reservation system will take you through special steps. For more
information, see To reserve a specific serial or lot number.
To change a reservation
Sometimes, you may want to change an item reservation.
1. From the document line that you have reserved from, on the Lines FastTab, choose the Reser ve action.
2. On the Reser vation page, choose the Reser vation Entries action.
3. The Reser vation Entries page, update the Quantity field on the line you want to change.
4. Confirm the subsequent message, by choosing the OK button.
To cancel a reservation
Sometimes, you may want to cancel an item reservation.
1. From the document line that you want to cancel a reservation from, on the Lines FastTab, choose the
Reser ve action.
2. On the Reser vation page, choose Reser vation Entries action.
3. On the Reser vation Entries page, choose the Cancel Reser vation action.
4. Confirm the subsequent message, by choosing the OK button.
See Also
Inventory
Design Details: Reservation, Order Tracking, and Action Messaging
Design Details - Item Tracking and Reservations
Work with Serial and Lot Numbers
Working with Business Central
Track Items with Serial, Lot, and Package Numbers
4/27/2021 • 18 minutes to read • Edit Online
Keep track of inventory items even in complex warehouse configurations with numbers that are specific to each
item, either as an individual object, as a lot, or as a package. With item tracking, you can trace items across
internal warehouse movements, and outbound and inbound documents.
You can assign serial numbers, lot numbers, and package numbers to any outbound or inbound document, and
its posted item tracking entries are displayed in the related item ledger entries. You perform the work on the
Item Tracking Lines page, which you can open from an inbound or outbound document.
The matrix of quantity fields at the top of the Item Tracking Lines page displays the quantities and sums of
item tracking numbers being defined on the lines. The quantities must correspond to those of the document
line, which is indicated by 0 in the Undefined fields.
As a performance measure, application collects the availability information on the Item Tracking Lines page
only once, when you open the page. This means that application does not update the availability information
during the time that you have the page open, even if changes occur in inventory or on other documents during
that time.
Items with serial and lot numbers can be traced both backwards and forward in the supply chain. This is useful
for general quality assurance and for product recalls. For more information, see Trace Item-Tracked Items.
TIP
In 2021 release wave 1, switch on the Use tracking by package number in reservation and tracking system feature update
if you want to work with package numbers as well as serial and lot numbers. For more information, see Enabling
Upcoming Features Ahead of Time. Once the feature is switched on, you can assign package numbers to outbound and
inbound documents similar to how you can work with lot numbers.
Total Requested Quantity The total number of items that are requested that will be
used in this and other documents
Current Pending Quantity The number of items that are requested that will be used on
the current document but that is not yet committed to the
database
Current Requested Quantity The number of items that are requested that will be used on
the current document
Total Available Quantity The total number of items in inventory, minus the quantity
of the item that are requested on this and other documents
(total requested quantity), and minus the quantity that is
requested but not yet committed on this document (current
pending quantity)
If you work on the Item Tracking Lines page for a long period of time or if there is a great deal of activity with
the item you are working with, then you can choose the Refresh Availability action. In addition, the availability
of the item is automatically rechecked when you close the page to confirm that there are no availability
problems.
NOTE
If you want to track specific items or specific lots throughout their lifetime, you must choose the SN Specific Tracking
and Lot Specific Tracking fields, respectively. As a result, when handling an outbound unit of an item with this item
tracking code, you must always specify which existing serial number or which existing lot number to handle. This means
that when selling a unit of the item, it must be applied against a specific pool of serial numbers or a specific lot number in
inventory. Or in other words, a serial number or lot number assigned to the item when entering into inventory must
follow that item type out of inventory.
As this particular setup field covers all possible transactions with the item, the individual inbound/outbound
fields will also be selected. However, the individual inbound/outbound fields have nothing to do with application
across inventory - they merely define your company's work flow concerning when to assign item tracking
numbers.
To set up expiration rules for serial or lot numbers
For some items you might want to set up specific expiration dates and rules in the item tracking code. This
functionality allows you to keep track of when specific serial numbers and lot numbers expire.
1. Select an existing item tracking code, and then choose the Edit action.
2. On the Misc. FastTab, select the following check boxes.
Strict Expiration Posting Specifies that an expiration date assigned to the item
tracking number as it entered inventory must be
respected when it exits inventory.
Man. Expir. Date Entr y Reqd. Specifies that you must manually enter an expiration
date on the item tracking line.
Ignore Expiration Dates Specifies that you do not want to calculate expiration
dates.
Warranty Date Formula Specifies the last day of warranty for the item.
Man. Warranty Date Entr y Reqd. Specifies that you must manually enter a warranty date
on the item tracking line.
To assign serial or lot numbers during an inbound transaction
Companies may want to keep track of items from the moment they enter the company. In this situation, the
purchase order is often the central document, although item tracking may be handled from any inbound
document and its posted entries displayed in the related item ledger entries.
The exact rules for handling item tracking numbers across your company are governed by the setup on the
Item Tracking Code Card page.
NOTE
To use item tracking numbers in warehouse activities, the Lot Warehouse Tracking and SN Warehouse Tracking
setup fields must be selected, as they define the special principles in handling serial and lot numbers in warehouse
activities.
1. Choose the icon, enter Purchase Orders , and then choose the related link.
2. Select the relevant document line and on the Lines FastTab, choose the Line action, and then choose the
Item Tracking Lines action.
You can assign serial or lot numbers in the following ways:
Automatically, by choosing Assign Serial No. or Assign Lot No. to assign serial/lot numbers from
predefined number series.
Automatically, by choosing Create Customized SN to assign serial/lot numbers based on number
series you define specifically for the arrived items.
Manually, by entering serial or lot numbers directly, for example, the vendor's numbers.
Manually, by assigning a specific number to each item unit.
3. To assign automatically, choose the Create Customized SN action.
4. In the Customized SN field, enter the starting number of a descriptive serial number series, for example
S/N-Vend0001 .
5. In the Increment field, enter 1 to define that each sequential number increases by one.
The Quantity to Create field contains the line quantity by default, but you can modify it.
6. Select the Create New Lot No. check box to organize the new serial numbers in a distinct lot.
7. Choose the OK button.
A lot number with individual serial numbers is created according to the item quantity of the document line,
starting from S/N-Vend0001 .
The matrix of quantity fields in the header displays dynamically the quantities and sums of the item tracking
numbers you define on the page. The quantities must correspond to those of the document line, which is
signified by 0 in the Undefined fields.
When the document is posted, the item tracking entries are carried to the associated item ledger entries.
NOTE
To assign item tracking numbers in warehouse activities, the SN Warehouse Tracking and Lot Warehouse Tracking
check boxes must be selected on the item's item tracking code card.
1. Select the relevant document and, on the Lines FastTab, choose the Order action, and then choose the
Item Tracking Lines action.
You can assign item tracking numbers in the following ways:
Automatically, from predefined number series: Choose the Assign Serial No. or Assign Lot No.
action.
Automatically, based on parameters you define specifically for the outbound item: Choose the Create
Customized SN action.
Manually, by entering serial or lot numbers, without using a number series.
2. For this procedure, assign a serial number automatically by choosing Assign Serial No.
The Quantity to Create field contains the line quantity by default, but you can modify it.
3. Select the Create New Lot No. field to organize the new serial numbers in a distinct lot.
4. Choose the OK button to create a lot number and new individual serial numbers according to the
quantity to handle on the related document line.
The matrix of quantity fields at the top displays dynamically the quantities and sums of the item tracking
numbers that you define on the page. The quantities must correspond to those of the document line, which is
signified by 0 in the Undefined fields.
When the document is posted, the item tracking entries are carried to the associated item ledger entries.
NOTE
To handle item tracking numbers in warehouse activities, the item must be set up with SN/Lot Warehouse Tracking, as this
dictates the special principles governing serial and lot numbers in the warehouse.
1. From any outbound document, select the line that you want to select serial or lot numbers for.
2. On the Lines FastTab, choose the Actions action, choose the Line or the Item action, and then choose
the Item Tracking Lines action.
3. On the Item Tracking Lines page, you have three options for specifying lot or serial number:
Select the Lot No. or Serial No. field, and then select a number from the Item Tracking Summar y
page.
Choose the Select Entries action. The Select Entries page shows all lot or serial numbers along
with availability information.
4. In the Selected Quantity field, enter the quantity of each lot or serial number that you would like to use.
5. Choose the OK button, and the selected item tracking information is transferred to the Item Tracking
Lines page.
6. Type or scan in the item tracking number.
The matrix of quantity fields in the header dynamically displays the quantities and sums of the item tracking
numbers you define on the page. The quantities must correspond to those of the document line, which is
signified by 0 in the Undefined fields.
When you post the document line, the item tracking information is transferred to the associated item ledger
entries.
To handle serial and lot numbers when getting receipt lines from a
purchase invoice
When you use functionality to get posted receipt or shipment lines from related invoices or credit memos, then
any item tracking lines on the warehouse documents are transferred automatically, however, they are processed
in a special way.
The functionality supports the following inbound processes:
Get Receipt Lines - from a purchase invoice.
Get Return Shipment Lines - from a purchase credit memo.
The functionality supports the following outbound processes:
Get Shipment Lines - from a sales invoice or combined shipments.
Get Return Receipt Lines - from a sales credit memo.
In these situations, the existing item tracking lines are copied automatically to the invoice or credit memo, but
the Item Tracking Lines page does not permit changes to the serial or lot numbers. Only the quantities can be
changed.
1. Choose the icon, enter Purchase Invoices , and then select the related link.
2. Open a purchase invoice for items that are purchase with serial or lot numbers.
3. From a purchase invoice line, on the Lines FastTab, choose the Get Receipt Lines action.
4. On the Get Receipt Lines page, select a receipt lines that has item tracking lines, and then choose the
OK button.
The source document is copied to the purchase invoice as a new line, and its item tracking lines are
copied to the underlying Item Tracking Lines page.
5. In the purchase invoice, select the transferred receipt line.
6. On the Lines FastTab, choose the Line action, and then choose the Item Tracking Lines action to see
the transferred item tracking lines.
The contents of the Serial No. and Lot No. fields are not editable. However, you can delete complete lines or
change the quantities to match changes being made on the source line.
NOTE
Be aware that when you reclassify expiration dates, then the items with the earliest expiration dates for outbound
transactions are suggested first. For more information, see Picking by FEFO.
6. If you would like to enter a new expiration date for the serial or lot number, enter it in the New
Expiration Date field.
IMPORTANT
If you are reclassifying a lot to the same lot number but with a different expiration date, you must reclassify the
entire lot, using one item reclassification journal line. If you are reclassifying more than one lot to one new lot
number, meaning that you are merging more than one lot into one new lot, you must enter the same new
expiration date for all the lots. If you are reclassifying one existing lot to a second existing lot that has a different
expiration date, you must use the expiration date from the second lot. If you leave the New Expiration Date
field blank, the lot or serial number will be reclassified with a blank expiration date.
7. If you have existing information on the old serial or lot number, you can copy it to the new serial or lot
number.
a. On the Item Tracking Lines page, choose the New Serial No. Information action or the New Lot
No. Information action.
b. To copy information from the old lot or serial number, choose the Copy Info action.
c. In the information list page, select the lot or serial number that you would like to copy from, and
choose the OK button.
8. If you want to modify the existing information for the lot or serial number, you can record lot or serial
information.
9. Post the journal to link the renewed item tracking numbers or expiration dates to the associated item
ledger entry
See Also
Trace Item-Tracked Items
Inventory
Design Details: Item Tracking
Design Details - Item Tracking and Reservations
Reserve Items
Working with Business Central
Use Item Cross References
4/1/2021 • 2 minutes to read • Edit Online
If you set up a cross reference between the item description that you use for an item and the description that the
vendor of that item uses, then the vendor's item description is automatically inserted on purchase documents
for the vendor when you fill in the Cross-Reference No. field. The same functionality applies for customer
item numbers on sales documents.
The following procedures describe how to use item cross references on the purchase side. The steps are similar
for the sales side.
NOTE
It's becoming more common for item identifiers such as GTINs or GUIDs to contain 30 or more characters, which is more
than the current feature for item cross references can handle. If you need to use references that contain more than 30
characters, your administrator can turn on the Write longer item references feature on the Feature Management
page (link requires that you have a Business Central tenant). How you use references doesn't change, but the names of
things like pages and buttons will. For example, the Item Cross-Reference Entries page will become the Item
Reference Entries page.
See Also
Register New Items
Inventory
Working with Business Central
Trace Item-Tracked Items
6/8/2021 • 3 minutes to read • Edit Online
You can see where an item-tracked item was used, including how and when it was received or produced,
transferred, sold, consumed, or returned. You can also find all current instances of a specific serial or lot number
in the database. You do this by using the Item Tracing and the Find Entries features.
These features can be particularly useful in quality control when you need to find out which customers received
products with a particular lot number or when you need to find out which lot a defective component came from.
On the Item Tracing page, you can trace forwards and backwards in a sequence of posted inventory
transactions for the serial or lot number.
On the Find Entries page, you cannot see the sequence of transactions, but you can see all records of the serial
or lot number, both posted entries and open records.
The two features can be used in combination by transferring a traced serial or lot number to the Find Entries
page to finish a complete trace scenario.
Item-tracked Only Select this option if you want to see only components
that have lot or serial numbers.
4. In the Trace Method field, select the method you would like to use for tracing the item. The options are
as follows
Usage->Origin This method traces the item starting from where it was
used to where it came from. For instance, if a
manufactured item was sold to a customer, the Item
Tracing page shows this with the sales shipment line
first, which you can then expand to see from which
production order it came.
F IEL D DESC RIP T IO N
Origin->Usage This method traces the item starting from where it came
into inventory to where it was used. For instance, if a
manufactured item was sold to a customer, the Item
Tracing page shows this with the finished production
order first, which you can then expand to see sale
shipment lines where the item was used.
NOTE
If you have received the same lot on more transactions, then the Item Tracing page may not show all transactions. Only
applied transactions are shown.
NOTE
If additional transaction history under an item tracing line has already been traced by another line above it, then the
Already Traced check box is selected. To provide a simpler view, such underlying lines are not shown.
To find the item tracing lines where the transaction history has already been traced, choose the Go to Already Traced
button. The item tracing line in question is selected, and all underlying lines are expanded.
See Also
Inventory
Work with Serial, Lot, and Package Numbers
Design Details: Item Tracking
Design Details - Item Tracking and Reservations
Reserve Items
Working with Business Central
Find Entries
Block Items from Sales or Purchasing
4/1/2021 • 2 minutes to read • Edit Online
You can block an item from being entered on lines in sales or purchase documents, and you can block it from
being posted in any transaction. For example, this is useful when an item has a known defect. If someone
chooses a blocked item on a sales or purchase document a message will inform them that the item is blocked.
The following table describes what occurs when items are blocked.
O P T IO N DESC RIP T IO N
Sales Blocked You cannot enter the item in a sales document or in a sales
item journal.
Blocked You cannot use the item for any item transaction.
NOTE
Blocked items can be returned. This means that none of the above settings apply when the item is used on return orders
and credit memos.
When you use the Copy from Document function to create new documents based on existing documents, you
are notified if any items on the source document lines are blocked. The blocked document lines are excluded
from the new document, and a notification shows an overview of all document lines that are blocked in the
source document.
See Also
Register New Items
Inventory
Work with Responsibility Centers
4/1/2021 • 3 minutes to read • Edit Online
Responsibility centers provide the ability to handle administrative centers. A responsibility center can be a cost
center, a profit center, an investment center, or other company-defined administrative center. Examples of
responsibility centers are a sales office, a purchasing department for several locations, and a plant planning
office. Using this functionality, for example, companies can set up user-specific views of sales and purchase
documents related exclusively to a particular responsibility center.
Using multiple locations together with responsibility centers provides the ability to manage business operations
in the most flexible, yet optimal way.
Multiple locations allows companies to manage their inventory in multiple locations using one database. Two
concepts, locations and stockkeeping units, are the cornerstones of this granule. A location is defined as a place
that handles physical placement and quantities of items. The concept is broad enough to include locations such
as plants or production facilities as well as distribution centers, warehouses, showrooms and service vehicles. A
stockkeeping unit is defined as an item at a specific location and/or as a variant. Using stockkeeping units,
companies with multiple locations are able to add replenishment information, addresses, and some financial
posting information at the location level. As a result, they have the ability to replenish variants of the same item
for each location as well as to order items for each location on the basis of location-specific replenishment
information.
NOTE
When you enter a responsibility center code on a document, it affects the address, dimensions, and prices on the
document.
NOTE
Users can view only those posted documents that related to their own responsibility center. However, they can view all
ledger entries and navigate to other posted documents from the ledger entries.
See Also
Setting Up Inventory
Setting Up Warehouse Management InventoryWarehouse Management
Warehouse Management
Design Details: Warehouse Management
Working with Business Central
Project Management
4/1/2021 • 2 minutes to read • Edit Online
In Business Central, you can perform common project management tasks, such as configuring a job and
scheduling a resource, as well as providing the information needed to manage budgets and monitor progress.
You can track machine and employee hours on the project by using time sheets. As a project manager, you have
a good overview, not only of individual jobs, but also of the allocation of employees, machinery and other
resources being used in all projects.
Before you can use Business Central to manage projects, you must set up resources, time sheets, and jobs. For
more information, see Setting Up Project Management.
The following table describes a sequence of tasks, with links to the topics that describe them.
TO SEE
Create jobs, assign job tasks, and prepare job planning lines. Create Jobs
Allocate resources to jobs and manage resource prices. Use Resources for Jobs
Create a time sheet with integrated job task and planning Use Time Sheets for Jobs
lines and post time sheet lines to a job journal.
Budget for resources to be used in jobs and compare actual Manage Job Budgets
item and resource usage to budgeted usage to improve the
quality and cost efficiency of future projects.
Review and record usage on various parts of your job, which Record Usage for Jobs
is automatically updated as you modify and transfer
information from job planning lines to job journals or job
invoices for posting.
Purchase supplies for a job, either on purchase orders or Manage Job Supplies
invoices, and record item and time usage.
Learn about WIP (Work in Process), a feature that ensures Understanding WIP Methods
correct financial statements and enables you to estimate the
financial value of jobs that are ongoing.
Post the consumption of materials, resources, and other Monitor Job Progress and Performance
expenses of job work in process (WIP) to monitor its financial
value and to maintain correct financial statements even
though you post job expenses before invoicing the job.
Record job costs for resource usage, materials, and job- Invoice Jobs
related purchases on an on-going basis and invoice the
customer, either when the job is finished or according to an
invoicing schedule.
See Also
Setting Up Project Management
Video: How to create a job in Dynamics 365 Business Central
Change Which Features are Displayed
Purchasing
Sales
Finance
Working with Business Central
Project reporting in Business Central allows project and business professionals to get insights and statistics
about current and past project activities.
Reports
The following table describes some of the key reports in jobs reporting.
Job Planning Lines 1006 This report shows the different job
planning and job task lines – including
the line type, quantities, unit of
measure, total costs, etc.
Items per Job or Jobs per Item 1013 or 1014 An overview about the used items in a
job. Depending on the report that you
want to use to get an overview about
the planned items for a project, you
can set an additional filter. The report
shows the relevant items and an
accumulated value about the costs.
Job Transaction Detail 1007 This report will give you an overview
over the posted job tasks like
resources and items. Includes a
detailed information about the total
costs and total prices plus an
information concerning line
discounts,and so on. The report shows
data from the job ledger entries.
Tasks
The following articles describe some of the key tasks for analyzing the state of your business:
Monitor Job Progress and Performance
See also
Setting Up Project Management
Project management
Create Jobs
6/3/2021 • 3 minutes to read • Edit Online
When you start a new project, you must create a job card with integrated job tasks and job planning lines,
structured in two layers.
The first layer consists of job tasks. You must create at least one job task per job because all posting refers to a
job task. Having at least one job task in your job enables you to set up job planning lines and to post
consumption to the job.
The second layer consists of job planning lines, which specify the detailed use of resources, items and various
general ledger expenses.
The layer structure enables you to divide the job into smaller tasks, and therefore use more specific details in
budgeting, quotes, and registration. In addition, it gives you insight into how a job is progressing. For example,
you can track whether you are meeting designated milestones or if you are on target to meet budget
expectations.
TIP
Choose the New Job action on the Project Manager Role Center to launch an assisted setup guide that takes you
through the steps of creating a job with integrated tasks and planning lines. The following procedure describes how to
perform the steps manually. For an example of how to create a job manually, see Video: How to create a job in Dynamics
365 Business Central.
NOTE
If you are using time sheets with your job, you must also designate a person responsible. This person can approve time
sheets for the employee tasks associated with the job. For more information, see Set Up Time Sheets.
Budget Provides estimated usage and costs for the job, typically in a
time and materials type project. Planning lines of this type
cannot be invoiced.
Both Budget and Billable Provides budgeted usage equal to what you want to invoice.
Note . As you enter information on job planning lines, cost information is automatically filled in. For example,
the cost, price, and discount for resources and items are initially based on the information that is defined on the
resource and item cards.
1. Choose the icon, enter Jobs , and then choose the related link.
2. Open a relevant job card.
3. Select a job task for which the Job Task Type field contains Posting , and then choose the Job Planning
Lines action.
4. On the Job Planning Lines page, on a new line, fill in the fields as necessary.
5. Repeat steps 3 and 4 for all planning lines that you need for the job task.
See Also
Project Management
Video: How to create a job in Dynamics 365 Business Central
Finance
Purchasing
Sales
Working with Business Central
Use Resources for Jobs
4/1/2021 • 2 minutes to read • Edit Online
You record the usage of resources in the job journal to keep track of costs, prices, and the work types that are
linked to jobs. For more information, see Record Usage for Jobs.
NOTE
You can also purchase external resources, for example, to invoice a vendor for work delivered. For more information, see
Record Purchases.
You can also post the usage of a resource in a resource journal. Entries posted in a resource journal have no
effect on the general ledger.
NOTE
This batch job does not create or adjust alternate costs or prices for resources. It only changes the contents of the field on
the resource card for the Adjust Field field that you selected in the batch job. The adjustment will take effect
immediately for resources, so check your adjustment factors before you run the batch job.
See Also
Project Management
Finance
Purchasing
Sales
Working with Business Central
Use Time Sheets for Jobs
6/3/2021 • 9 minutes to read • Edit Online
You use the Create Time Sheets batch job to set up time sheets for a specified number of time periods or
weeks. You must have permissions to be able to create time sheets.
You can copy and use your job planning lines in a time sheet. In that way, you must only enter the information in
one place and the line information is always correct.
After you have approved time sheet entries for a job, you can post them to the relevant job journal or resource
journal.
Before you can use time sheets, you must set up general information and specify an administrator and one or
more approvers of time sheets. For more information, see Set Up Time Sheets.
NOTE
The Use Time Sheet and Time Sheet Owner User ID fields must be filled in on the card for the resource of
the time sheet.
TIP
You can review the sum of time sheet hours that you have entered in the Actual/Budgeted Summar y FactBox.
4. Repeat step 3 for other work types that the resource performs.
5. Choose the Submit action, and then choose the All open lines action to submit all lines or the
Selected lines only action to submit only the lines that are selected on the Time Sheet page.
NOTE
You can only submit time sheet lines for which you have entered time.
6. To modify information on a line that has been set to Submitted , select the line, and then choose the
Reopen action.
NOTE
A manager may reject a time sheet line that is submitted for approval. If a line has a status of Rejected , you can
make changes to the line, and then choose Submit again.
TIP
Use the Time Sheet Status and Actual/Budgeted Summar y FactBoxes to get an overview of time sheet information.
After you have approved or rejected a time sheet, it cannot be modified unless it is first reopened. The following
procedure explains how to reopen an approved or rejected time sheet.
NOTE
You can only reopen lines that have the status Approved . You cannot reopen lines that have the status
Rejected . You cannot reopen a time sheet if it has been posted.
3. On the Time Sheet page, choose the Reopen action, and then choose the All submitted lines action to
reopen all lines or the Selected lines only action to reopen only the lines that are selected on the Time
Sheet page.
4. Choose the OK button. The status of the time sheets line or lines is changes to Submitted .
NOTE
You can only approve time sheets that have the status of Submitted .
3. To provide additional information about the approval or rejection, select a time sheet line, and on the
Navigate tab, select Comments . In the Date field, enter a date, and then enter a comment in the
Comment field.
4. Choose the OK button.
NOTE
After you have approved or rejected a time sheet line by job, it cannot be reopened or modified in the Time Sheet
window.
NOTE
When you archive a time sheet, it is removed from the lists in both the Time Sheets page and the Manager Time
Sheets page.
1. Choose the icon, enter Move Time Sheets to Archive , and then choose the related link.
2. Fill in the fields as necessary, and then choose the OK button.
3. To review archived time sheets, choose the icon, enter Time Sheet Archives or Manager Time Sheet
Archives , and then choose the related link.
See Also
Project Management
Setting Up Project Management
Finance
Purchasing
Sales
Working with Business Central
Manage Job Budgets
4/1/2021 • 2 minutes to read • Edit Online
You can set up a budget for each job. The budget is used to plan the resources that you allocate to a job. The
budget can be either general with few entries or it can contain more entries that are divided into activity levels.
You can then compare the budgeted amounts with the actual usage as recorded in the job journal. By
monitoring differences between actual usage and budgeted usage, you can control an ongoing project and
improve the quality of future jobs by reducing the risk of underestimating costs.
The following procedure describes how to estimate budgeted costs during planning. For information about
recording budgeted versus actual job prices and costs, see Record Usage for Jobs.
L IN E T Y P E DESC RIP T IO N
Both Budget and Billable The cost and price amounts entered on the planning line are
the budgeted costs for the particular planning line. The price
amount will be invoiced.
NOTE
The Planned Deliver y Date field for the planning line contains the date when usage related to the planning line is
expected to be completed. It is also the date when the planning line may be transferred to a sales invoice and posted.
On the underlying job task on the Job Card page, the Star t Date and End Date fields respectively contain the value of
the Planned Deliver y Date field on the earliest and latest job planning lines in the related Job Planning Lines page.
NOTE
When you fill in the Quantity field, all total price and total cost information will be calculated and filled in for that
planning line. You can edit them at any time.
On the Job Card page, you can now see a summary of the total budgeted costs, budgeted price, billable cost
and billable price for each task.
For information about recording budgeted versus actual job prices and costs, see Record Usage for Jobs.
See Also
Project Management
Finance
Purchasing
Sales
Working with Business Central
Record Consumption or Usage for Jobs
4/23/2021 • 4 minutes to read • Edit Online
On the Job Planning Lines page, you can review and record usage on various parts of your job, which is
automatically updated as you modify and transfer information between jobs and job journals or job invoices.
This requires that you have set up a job so that the Apply Usage Link is turned on. For more information, see
Set Up Jobs.
For example, for planning lines of type Budget , you can enter the quantity of a resource, and indicate what
quantity to transfer to the job journal. If the type of the planning line is Billable , you can enter the quantity of
the resource, and indicate what quantity to transfer to an invoice. For more information about invoicing the
customer, see Invoice Jobs. By comparing the original quantity, remaining quantity, or posted quantity you can
quickly review usage information. For information about estimating budgeted values during planning, see
Manage Job Budgets.
The following procedures describe how to record actual (budgeted) quantities and costs with job journal.
Alternatively you can use purchase documents to record purchase for a job. For more information, see Manage
Job Supplies.
NOTE
You can also record usage for a job planning line of type Billable . Typically, you use this lines to create invoices,
but you can also transfer it to a journal. For more information, see Invoice Jobs
4. In the Qty. To Transfer to Journal field, enter the number that you want to transfer. The default quantity
is the value that you enter in the Quantity field.
The Remaining Quantity field shows the quantity that remains to complete the job and be transferred
to the journal.
5. Choose the Create Job Journal Lines action.
TIP
If you are going to add more job planning lines for this job, wait with this step until you have added all job
planning lines.
6. On the Job Transfer Job Planning Line page, fill in the fields as necessary, and then choose the OK
button. Hover over a field to read a short description.
7. Choose the Open Job Journal action.
8. On the Job Journal page, select the relevant line and then choose the Post action.
9. On the Job Planning Lines page, review the recorded usage by observing the Quantity , Remaining
Quantity , and Qty. To Transfer to Journal fields.
10. Repeat steps 3 through 8 to record additional usage.
NOTE
Item entries create item ledger entries and reduce the inventory quantity. The Post Inventor y Cost to G/L batch job
transfers the cost from inventory to the general ledger. Resource entries create resource ledger entries.
1. Choose the icon, enter Job Journals , and then choose the related link.
2. Select a relevant job journal, and then choose the Calc. Remaining Usage action.
3. On the Job Calc. Remaining Usage page, enter the document number and posting date that is to be
inserted in the journal, and then choose the OK button.
4. Update the journal with any modifications that may be needed.
5. Choose the Post .
NOTE
This requires that the Apply Usage Link check box has been selected for the job. For more information, see Set Up Jobs.
1. Choose the icon, enter Job Journals , and then choose the related link.
2. Select a relevant job journal, and then choose the Ledger Entries action.
3. On the Job Ledger Entries page, choose Show Linked Job Planning Lines action.
See Also
Project Management
Finance
Purchasing
Sales
Working with Business Central
Manage Job Supplies
4/23/2021 • 2 minutes to read • Edit Online
Managing project supplies of items, services, and expenses is an integral and critical aspect of the execution of
all jobs. You can use inventory quantities or make job-specific purchases using purchase orders or purchase
invoices. For example, a service job on a computer requires a new disk. You create a purchase invoice to buy a
new disk and record the job that it will be used on.
If the purchase process does not require that the physical transaction be recorded separately, then a purchase
may be processed on the Job G/L Journal page. For more information, see To post a job-related expense.
As a job progresses, materials, resources, and other expenses are consumed and must be posted to the job.
Work in Process (WIP) is a feature that enables you to estimate the financial value of jobs in the general ledger
while the jobs are ongoing. In many cases, you might post expenses for a job before invoicing a job. When only
expenses have been posted, your financial statement will be inaccurate.
To track the value in the general ledger, you can calculate WIP and post the value to the general ledger. For more
information, see Monitor Job Progress and Performance.
Business Central supports the following methods of calculating and recording the value of work in process.
W IP M ET H O D C A L C UL AT IO N F O RM UL A C A L C UL AT IO N DESC RIP T IO N
Cost Value Recognized Revenue = Billable Invoiced Cost value calculations start by
Price calculating the value of what has been
provided by taking a proportion of the
Estimated Total Costs = Billable Total estimated total costs based on
Price x Budget Cost Ratio percentage of completion. Invoiced
costs are subtracted by taking a
WIP Costs = (Percentage of proportion of the estimated total costs
Completion - Invoiced %) x Estimated based on the invoiced percentage.
Total Costs
This calculation requires that the
Percentage of Completion = Usage billable total price, budget total price,
Total Costs / Budget Total Costs and budget total costs be correctly
Invoiced % = Billable Invoiced Price entered for the whole job.
Cost of Sales Recognized Revenue = Billable Invoiced Cost of sales calculations begin by
Price calculating the recognized costs. Costs
are recognized proportionally based
Recognized Costs = Budget Total Cost on budget total costs.
x Invoiced Percentage
This calculation requires that the
Invoiced % = Billable Invoiced Price / billable total price and budget total
Billable Total Price costs be correctly entered for the
whole job.
(Invoiced % exists as column on job
task lines)
Sales Value Recognized Costs = Usage Total Costs Sales value calculations recognize
revenue proportionally based on
Recognized Revenue = Usage Total usage total costs and the expected
Price x Expected invoicing ratio cost recovery ratio.
Cost Recovery % = Billable Total Price / This calculation requires that the
Budget Total Price billable total price and budget total
price be correctly entered for the
WIP Sales = Recognized Sales - Billable whole job.
Invoiced Price
Percentage of Completion Recognized Costs = Usage Total Costs Percentage of completion calculations
recognize revenue proportionally
Recognized Revenue = Billable Total based on the percentage of
Price x Percentage of Completion completion, that is, usage total costs
vs. budget costs.
Percentage of Completion = Usage
Total Costs / Budget Total Costs This calculation requires that the
(Referred to as "Cost Completion %" billable total price and budget total
on job task lines) costs be correctly entered for the
whole job.
WIP Sales = Recognized Sales - Billable
Invoiced Price
Completed Contract WIP Amount = WIP Cost Amount = Completed contract does not
Usage (Total Cost) recognize revenue and costs until the
job is complete. You may want to do
WIP Sales Amount = Billable (Invoiced this when there is high uncertainty
Price) around the estimates of costs and
revenue for the job.
See Also
Project Management
Finance
Purchasing
Sales
Working with Business Central
Monitor Job Progress and Performance
4/23/2021 • 4 minutes to read • Edit Online
As a job progresses, materials, resources, and other expenses are consumed and must be posted to the job.
Work in Process (WIP) is a feature that enables you to estimate the financial value of jobs in the general ledger
while the jobs are ongoing. In many cases, you might post expenses for a job before invoicing a job. When only
expenses have been posted, your financial statement will be inaccurate. For more information, see
Understanding WIP Methods.
To track the value in the general ledger, you can calculate WIP and post the value to the general ledger.
You can calculate WIP based on the following:
Cost Value
Sales Value
Recognizable Cost
Percentage of Completion
Completed Contract
If you want to view the result using a different method, you can change the method and calculate WIP again.
There is no limit to the number of times that you calculate WIP. WIP is only calculated, it does not get posted to
the general ledger. After you have calculated WIP, you can post to the general ledger.
NOTE
After you have used your new method to create WIP entries, you cannot delete the method or modify it.
1. Choose the icon, enter Job WIP Methods , and then choose the related link.
2. Choose the New action, and then fill in the fields as necessary. Hover over a field to read a short description.
3. Close the page.
4. To make this new method the default, choose the icon, enter Jobs Setup , and then choose the related link.
5. In the Default WIP Method field, choose the method from the list.
To calculate WIP
You can determine the WIP amount that is to be posted to balance sheet accounts for the period end reporting.
You use the Job Calculate WIP batch job to do this.
1. Choose the icon, enter Job Calculate WIP , and then choose the related link.
2. Choose the Calculate WIP action.
3. On the Job Calculate WIP page, fill in the fields as necessary.
4. Choose the OK button.
NOTE
The batch job only calculates the WIP. It is not posted to the general ledger. To do so, you must run the Post WIP to G/L
batch job when you have calculated the WIP. For more information, see the following procedure.
To post WIP
When you have calculated WIP, you can post it to balance sheet accounts for the period end reporting. You use
the Job Post WIP to G/L batch job to do this.
1. Choose the icon, enter Job Post WIP to G/L , and then choose the related link.
2. On the Job Post WIP to G/L page, fill in the fields as necessary.
3. Choose the OK button.
See Also
Managing Projects Managing Inventory Costs
Finance
Purchasing
Sales
Working with Business Central
Invoice Jobs
4/23/2021 • 2 minutes to read • Edit Online
During the project, job costs from resource usage, materials, and job-related purchases can accumulate. As the
job progresses, these transactions get posted to the job journal. It is important that all costs get recorded in the
job journal before you invoice the customer.
NOTE
You can also purchase external resources unrelated to a job, for example, to invoice a vendor for work delivered. For more
information, see Record Purchases.
You can invoice the whole job from the Job Task Lines page or only invoice selected billable lines from the
Planning Lines page. Invoicing can be done after the job is finished or at certain intervals during the job's
progress based on an invoicing schedule.
NOTE
If you select Billable in the Job Line Type field on the purchase documents for job-related purchases, then job planning
lines that are ready to be invoiced to the customer are created. For more information, see Manage Project Supplies.
NOTE
Alternatively, invoice a customer by selecting the job, and then choosing the Create Job Sales Invoice action.
To create and post job sales invoice from job planning lines
You can create an invoice from a job planning lines, and indicate at that time the quantity of the item, resource,
or general ledger account that you want to invoice.
1. Choose the icon, enter Jobs , and then choose the related link.
2. Open a relevant job.
3. Select a job task for which the Job Task Type field contains Posting , and then choose the Job Planning
Lines action.
4. On a job planning line, in the Qty. To Transfer to Invoice field, enter the quantity of the item, resource,
general ledger account type that you want to invoice.
5. Choose the Create Sales Invoice action.
6. On the Job Create Sales Invoice page, enter the posting date and whether you want to create a new
invoice or append this invoice to an existing one.
7. Choose the OK button.
8. On the Job Planning Lines page, choose the Sales Invoices/Credit Memos action.
The Sales Invoice page opens, showing the quantity that you have transferred to the invoice.
9. Make any additional changes, and then choose the Post action.
NOTE
The above procedure is similar for creating, reviewing, and posting a job-related sales credit memo.
See Also
Managing Projects
Finance
Purchasing
Sales
Working with Business Central
Fixed Assets
4/1/2021 • 2 minutes to read • Edit Online
The Fixed Assets functionality in Business Central provides an overview of your fixed assets and ensures correct
periodic depreciation. It also enables you to keep track of your maintenance costs, manage insurance policies,
post fixed asset transactions, and generate various reports and statistics.
For each fixed asset, you must set up a card containing information about the asset. You can set up buildings or
production equipment as a main asset with a component list, and you can group them in various ways, such as
by class, department, or location. Then you can begin to acquire, maintain, and sell the fixed assets. You can also
set up budgeted assets. This makes it possible to include any anticipated acquisitions and sales in reports.
To keep track of fixed asset depreciations as well as other financial transactions related to fixed assets, you set up
one or more depreciation books for each fixed asset in your company. Depreciation is done by running a report
to calculate periodic depreciation and fill in a journal with the resulting entries, ready to be posted. Business
Central supports several depreciation methods. For more information, see Depreciation Methods. You can set up
multiple depreciation books per fixed asset for different purposes, such as one for tax reporting and another for
internal reporting.
For each asset, you can record maintenance costs and the next service date. Keeping track of maintenance
expenses can be important for budgeting purposes and for making decisions about whether to replace a fixed
asset.
Each fixed asset can be attached to one or more insurance policies. You can therefore easily verify that insurance
policy amounts are in accordance with the value of the assets that are linked to the policy. This also makes it
easy to monitor annual insurance premiums.
NOTE
You can record fixed asset transactions on the Fixed Asset G/L Journal page or on the Fixed Asset Journal page,
depending on whether the transactions are for financial reporting or for internal management. Help for Fixed Assets only
describes how to use the Fixed Asset G/L Journal page. For more information, see Set Up Fixed Asset Depreciation.
Before you can begin to manage fixed assets, you must set up default values, fixed asset accounting, posting
groups, allocation keys, journals, and posting types. For more information, see Setting Up Fixed Assets.
The following table describes a sequence of tasks, with links to the topics that describe them.
TO SEE
Create fixed assets, assign depreciation methods, post Acquire Fixed Assets
acquisitions, salvage values, and print fixed asset lists.
Record service visits, post maintenance costs, and monitor Maintain Fixed Assets
maintenance costs.
Reclassify fixed assets, transfer fixed assets to different Transfer, Split, or Combine Fixed Assets
locations, split up or combine assets.
Adjust values of fixed assets, post appreciation, and post Revalue Fixed Assets
write-down transactions.
Calculate depreciation, post depreciation, and analyze Depreciate or Amortize Fixed Assets
depreciation in fixed assets reports.
Post disposal transactions, view disposal ledger entries, and Dispose of or Retire Fixed Assets
post partial disposals.
Manage fixed asset budgets, budget acquisition costs, Manage Budgets for Fixed Assets
budget disposals of fixed assets, and budget depreciation.
Video Overview
The following video covers the basics of fixed assets.
See Also
Setting Up Fixed Assets
Change Which Features are Displayed
Finance
Getting Ready for Doing Business
Working with Business Central
For each fixed asset, you must set up a card containing information about the asset. You can set up buildings or
production equipment as a main asset with a component list, and you can group them in various ways, such as
by class, department, or location. A depreciation book must be set up and assigned to each fixed asset before
you can acquire it.
When a fixed asset is set up and a depreciation book assigned, you must acquire the fixed asset. To acquire a
fixed asset, you record its acquisition cost in the relevant G/L account, bank account, or vendor by posting an
acquisition transaction from the Fixed Asset G/L Journal page. You can use the Assisted Fixed Asset
Acquisition page to create and post the required general journal lines automatically.
The salvage value is the residual value of a fixed asset when it can no longer be used. You can post the salvage
value at the same time as you post the acquisition cost. For more information, see Depreciate or Amortize Fixed
Assets.
Indexation is used to adjust values for general price-level changes. The Index Fixed Assets batch job can be
used to calculate the acquisition costs at replacement costs.
NOTE
You can also post acquisition cost as credits. In that case, remember that the value in the Acquisition Cost Incl. VAT
field must be with a minus sign to indicate a credit.
When you choose Finish , the Book Value field on the Fixed Asset Card page is filled, indicating that the fixed
asset has been acquired at the specified acquisition cost.
To set up a component list for a main asset
You can group your fixed assets into main assets and their components. For example, you may have a
production machine that consists of many parts that you want to group in this manner.
Both the main asset and all its components must be set up as individual fixed asset cards. After you have set up
a component list, Business Central automatically fills in the Main Assets/Component and Components of
Main Asset fields on the fixed asset cards.
1. Choose the icon, enter Fixed Assets , and then choose the related link.
2. Select the fixed asset that is the main asset, and then choose the Main Asset Components action.
3. On the Main Asset Components page, choose the FA No . field, and then select the fixed asset that you
want to add as a component of the main asset.
4. Close the page.
5. Repeat steps 3 and 4 for each component asset that you want to add.
6. Choose the icon, enter Fixed Asset Setup , and then choose the related link.
7. Select the Allow Posting to Main Assets check box.
To post a fixed asset acquisition manually with the fixed asset G/L
journal
The following procedure describes how to acquire a fixed asset manually by creating and posting lines on the
Fixed Asset G/L Journal page. You can also acquire a fixed asset automatically by using the Assisted Fixed
Asset Acquisition page. For more information, see step 5 in To create a fixed asset and acquire it automatically.
NOTE
You can also post acquisition cost as credits. In that case, remember that the value in the Amount field must be with a
minus sign to indicate a credit.
1. Choose the icon, enter FA G/L Journals , and then choose the related link.
2. On the Fixed Asset G/L Journal page, in the FA Posting Type field, select Acquisition Cost .
3. Fill in the remaining fields as necessary.
4. Choose the Post action.
TIP
If you fill in the Insurance No. field in the fixed asset G/L journal when you post an acquisition cost, then Business
Central will also post the acquisition cost of the fixed asset to the insurance coverage ledger. For more information, see
Insure Fixed Assets.
1. Choose the icon, enter Cancel FA Entries , and then choose the related link.
2. Fill in the fields as necessary. Hover over a field to read a short description.
3. Choose the OK button to run the batch job.
4. When the incorrect entry or entries are canceled, proceed to post the correct acquisition cost.
To cancel ledger entries for multiple fixed assets at a time, use the Cancel FA Ledger Entries batch job.
NOTE
If a salvage value exists for a fixed asset, then that value will be used in depreciation posting instead of the value in the
Ending Book Value field on the FA Depreciation Books page. For more information, see To manage the ending book
value.
See Also
Fixed Assets
Setting Up Fixed Assets
Finance
Getting Ready for Doing Business
Working with Business Central
Maintain Fixed Assets
4/1/2021 • 3 minutes to read • Edit Online
Maintenance expenses are routine periodic costs undertaken to preserve the value of fixed assets. Unlike capital
improvements, they do not increase values.
You can record and maintain an up-to-date file on maintenance and service of your fixed assets to have
complete maintenance records on a fixed asset easily accessible. Each time a fixed asset is sent to service, you
record all relevant information such as date of service, vendor number and service agent's phone number.
Maintenance registration is recorded for each fixed asset from the relevant fixed asset card.
Indexation is used to adjust values for general price-level changes. The Index Fixed Assets batch job can be
used to recalculate the maintenance costs.
NOTE
Step 7 only works if you have set up the following: On the FA Posting Group Card page for the posting group
of the fixed asset, the Maintenance Account field contains the general ledger debit account and the
Maintenance Bal. Account field contains the general ledger account to which you want to post balancing
entries for appreciation. For more information, see To set up fixed asset posting groups.
See Also
Fixed Assets
Setting Up Fixed Assets
Finance
Getting Ready for Doing Business
Working with Business Central
Insure Fixed Assets
4/1/2021 • 5 minutes to read • Edit Online
An insurance policy for a fixed asset is represented by an insurance card. You can assign one fixed asset to one
insurance policy or multiple fixed assets to one insurance policy.
You assign a fixed asset to an insurance policy by posting to the insurance coverage ledger from the Insurance
Journal page.
In addition, you can assign a fixed asset to an insurance policy and create coverage ledger entries when you post
its acquisition cost. You do this by posting an acquisition cost from the fixed asset journal with the Insurance
No. field filled in. The Automatic Insurance Posting check box on the Fixed Asset Setup page must be
selected. For more information, see To post a fixed asset acquisition manually with the fixed asset G/L journal.
If the Automatic Insurance Posting check box on the Fixed Asset Setup page is not selected, then posting
acquisitions from the fixed asset journal will create lines on the Insurance Journal page, which you must then
post manually.
WARNING
If you do not select the Automatic Insurance Posting check box on the Fixed Asset Setup page, then your
insurance journal should be based on a journal template without a number series. This is because the inserted document
numbers from the fixed asset journal line will otherwise conflict with the number series of the insurance journal. For more
information about journal templates and batches, see Set Up General Fixed Assets Information.
After you have assigned a fixed asset to an insurance policy, the Insured check box is selected on the fixed asset
card. When you sell the fixed asset, the check box is automatically deselected.
NOTE
The entries from an insurance journal are only posted to the insurance coverage ledger.
NOTE
In the Index Figure field, you enter a decrease of 5%, for example, as 95, whereas you enter an increase of 2% as
102.
See Also
Fixed Assets
Setting Up Fixed Assets
Finance
Working with Business Central
Transfer, Split, or Combine Fixed Assets
4/1/2021 • 4 minutes to read • Edit Online
You use the fixed asset reclassification journal to transfer, split up, and combine fixed assets. You view or print
the results of fixed asset reclassification with the Fixed Asset-Book Value 02 report.
See Also
Fixed Assets
Setting Up Fixed Assets
Finance
Getting Ready for Doing Business
Working with Business Central
Revalue Fixed Assets
4/1/2021 • 5 minutes to read • Edit Online
Revaluation of fixed assets can consist of appreciations, write-downs, or general value adjustments.
When the value of a fixed asset has increased, you post a journal line with a higher amount, an appreciation, to
the depreciation book. The new amount is recorded as an appreciation according to the fixed asset posting
setup.
When the value of a fixed asset has decreased, you post a journal line with a lower amount, a write-down, to the
depreciation book. The new amount is recorded as a write-down according to the fixed asset posting setup.
Indexation is used to adjust multiple fixed asset values, for example per general price changes. The Index Fixed
Assets batch job can be used to change various amounts, such as write-down and appreciation amounts.
NOTE
Step 4 only works if you have set up the following: On the FA Posting Group Card page for the posting group
of the fixed asset, the Appreciation Account field contains the general ledger debit account and the
Appreciation Bal. Account field contains the general ledger account to which you want to post balancing
entries for appreciation. For more information, see To set up fixed asset posting groups.
NOTE
Step 4 only works if you have set up the following: On the FA Posting Group Card page for the posting group
of the fixed asset, the Write-Down Account field contains the general ledger credit account and the Write-
Down Expense Account field contains the general ledger debit account to which you want to post balancing
entries for write-downs. For more information, see To set up fixed asset posting groups.
5. Choose the Post action.
TIP
If the index figures are for simulation purposes only, you can create a special depreciation book to store them in.
Then these entries will not affect any of the other depreciation books.
See Also
Fixed Assets
Setting Up Fixed Assets
Finance
Getting Ready for Doing Business
Working with Business Central
Depreciate or Amortize Fixed Assets
4/1/2021 • 5 minutes to read • Edit Online
Depreciation is used to allocate the cost of fixed assets, such as machinery and equipment, over their
depreciable life. For each fixed asset, you must define how it will be depreciated.
There are two ways to post depreciation:
Automatically, by running the Calculate Depreciation batch job.
Manually, by using the fixed asset G/L journal.
Business Central can calculate daily depreciation, which allows you to calculate depreciation for any period. You
can therefore analyze current operating results on, for example, a monthly, quarterly, or annual basis. The
calculation uses a standard year of 360 days and a standard month of 30 days. For more information, see
Depreciation Methods.
If several departments use a fixed asset, periodic depreciation can be automatically allocated to these
departments according to a user-defined allocation table.
You can cancel incorrect depreciation entries by using the Cancel FA Ledger Entries batch job. Afterward, you
can post the correct amount by running the Calculate Depreciation batch job again. The errors you correct
are posted as fixed asset error ledger entries.
Indexation is used to adjust values for general price-level changes. You can use the Index Fixed Assets batch
job to recalculate the depreciation amounts.
NOTE
If the last depreciation means that the Book Value field on the Fixed Asset Card page is zero, the last depreciation is
automatically reduced by this amount.
If the value in the Book Value field is greater than zero after the last depreciation, for example because of a rounding
problem or because a salvage value exists, the value in the Ending Book Value field on the FA Depreciation Books
page is ignored. For more information, see To post the salvage value together with the acquisition cost.
IMPORTANT
If you have selected the Use Duplication List field, do not use number series on the journal. The reason is that the
number series for the fixed asset G/L journal does not the number series for the fixed asset journal.
NOTE
The Fixed Asset Journal page contains new lines for different depreciation books according to the duplication
list.
6. Review or edit the lines, and then choose the Post action.
NOTE
Another way to duplicate an entry in a separate book is to enter a depreciation book code in the Duplicate in
Depreciation Book field when you fill in a journal line.
You can copy entries from one depreciation book to another by using the Copy Depreciation Book batch job.
The batch job creates journal lines in the journal batch that you have specified on the FA Journal Setup page
for the depreciation book that you want to copy to. For more information, see the following procedure.
See Also
Fixed Assets
Setting Up Fixed Assets
Finance
Working with Business Central
Dispose of or Retire Fixed Assets
4/1/2021 • 2 minutes to read • Edit Online
When you sell or otherwise dispose of a fixed asset, the disposal value must be posted to calculate and record
the gain or loss. A disposal entry must be the last entry posted for a fixed asset. For partially disposed fixed
assets, you can post more than one disposal entry. The total of all posted disposal amounts must be a credit
amount.
NOTE
If you trade-in a fixed asset for another one, you must record both the sale of the old asset (disposal) and the purchase of
the new one (acquisition). For more information, see Acquire Fixed Assets.
The following steps assume that you have already set up the relevant posting groups in the FA Posting
Groups page. For more information, see To set up fixed asset posting groups.
NOTE
Step 4 only works if you have set up the following: On the FA Posting Group Card page for the posting group
of the fixed asset, the Disposal Account field contains the general ledger debit account and the Disposal Bal.
Account field contains the general ledger account to which you want to post balancing entries for appreciation.
For more information, see To set up fixed asset posting groups.
See Also
Fixed Assets
Setting Up Fixed Assets
To set up fixed asset posting groups.
Finance
Getting Ready for Doing Business
Working with Business Central
Find Entries
Manage Budgets for Fixed Assets
4/1/2021 • 2 minutes to read • Edit Online
You can set up budgeted fixed assets. For example, this lets you include anticipated acquisitions and sales in
reports.
To prepare your budgeted income statement, budgeted balance sheet, and cash budget, you need information
about future investments, disposals and depreciation of fixed assets. You can get this information from the
Fixed Asset - Projected Value report. Before you print this report, you must prepare the budget.
To budget depreciation
You can use the Fixed Asset - Projected Value report to calculate future depreciation. The report shows the
book value and accumulated depreciation at the start of the selected period, changes during the period, and the
book value and accumulated depreciation at the end of the selected period.
1. Choose the icon, enter Fixed Asset Projected Value , and then choose the related link.
2. Fill in the fields as necessary.
3. To see total values for all assets, clear the Print per Fixed Asset check box.
4. Leave the Fixed Asset FastTab blank to have all assets included. In the Budgeted Asset field, enter No to
exclude budgeted assets or Yes to see budgeted assets only.
5. Choose the Print or Preview button.
See Also
Fixed Assets
Setting Up Fixed Assets
Finance
Getting Ready for Doing Business
Working with Business Central
Managing Relationships
4/1/2021 • 2 minutes to read • Edit Online
The relationship management features of Business Central help you manage and support your sales efforts.
With these features, you have access to complete and accurate information so you can focus your interactions
on preferred customer/contact segments.
Good sales and marketing practices are all about how to make the best decisions at the right time. Business
Central provides a precise and timely overview of your contact information so that you can serve your
prospective customers more efficiently and increase customer satisfaction.
The following table describes a sequence of tasks, with links to the topics that describe them.
TO SEE
Define default settings for the use of contacts and Setting Up Relationship Management
interactions and set up number series.
Define the external entities that you have business relations Managing Contacts
with, such as customers, prospective customers, vendors,
lawyers, and consultants, either as Person type or Company
type.
Create marketing plans to identify, attract, and retain Managing Marketing Campaigns
customers.
Use Dynamics 365 Sales for customer engagement and Integrating with Dynamics 365 Sales
enjoy seamless integration in the lead-to-cash process by
using Business Central for backend activities such as
processing orders, managing inventory, and doing your
finances.
Setting Up Relationship Management
4/1/2021 • 3 minutes to read • Edit Online
Before you get started working with your contacts and marketing interests, there are a few decisions and steps
that you should take to set up how the marketing area manages certain aspects of your contacts. For example,
you can decide whether to synchronize the contact card with the customer card, vendor card, and bank account
card, how number series are defined, or what the standard salutation should be when writing to your contacts.
Managing your contacts and having a strategy in place to identify, attract, and retain customers will help
optimize your business and increase customer satisfaction. Using a good contact management system will also
help you create and maintain relationships with your customers. Communication is the key to these
relationships. Being able to tailor communication with potential and existing customers, vendors, and business
partners according to their needs, is necessary for companies to succeed. Establishing a strategy and defining
how your company uses contact information is a primary step. This information will be viewed by many
different groups in your company, so having a good system in place will help everyone be more productive.
You set up the marketing and contact management from the Marketing Setup page. To open the Marketing
Setup page, choose the icon, enter Marketing Setup , and then choose the related link.
See Also
Managing Contacts
Working with Business Central
Managing Contacts
4/1/2021 • 2 minutes to read • Edit Online
Employees in your company regularly meet prospective business relations that may develop into formal
relationships. All such external contacts and their detailed information should be recorded in the system so that
communication is more successful and so they can easily be converted to formal customer, vendor, or bank
relationships.
Use the Contacts list to manage your contacts. From there, you can create opportunities and manage other
interactions with individual contacts. You can also see statistics about a contact, and you can access a range of
reports. For information about how to find the right contact in the list, see Sorting, Searching, and Filtering .
The following table describes a sequence of tasks, with links to the topics that describe them.
TO SEE
Create a contact card for each new person or company that Create Contacts
you interact with, such as a customer or vendor.
Set up profile questionnaires that you want to use when Use Profile Questionnaires to Classify Business Contacts
entering information about your contacts' profiles.
Resolve confusion when two or more records exist for the Merge Duplicate Records
same contact.
See Also
Managing Sales Opportunities
Sorting, Searching, and Filtering
Working with Business Central
Set Up Contacts
4/1/2021 • 8 minutes to read • Edit Online
When creating contacts, you can enter specific information, such as the industry that the contact belong to and
your business relationship with the contacts.
Before you create contacts and record details about your business relationships, you must set up the different
codes that you will use to assign this information to your contact companies and people. Codes can be set up for
mailing groups, industry groups, business relationships, Web sources, organizational levels and job
responsibilities. You can set these up by choosing the New action as you look up to the lists from the contact
card.
By having this information set up, creating contacts is much more organized and being able to find all contacts
based on a certain group will be more efficient. Every group at your company will be able to find the is
information making communication with the contacts more successful.
NOTE
This is only possible for contacts of type Company .
The industry group code defines the type or category of the group, such as ADVERT for advertising, or PRESS,
for TV and radio. You can have several industry group codes. To define the industry groups, you use the
Industr y Groups page.
1. Open the relevant contact card.
2. Choose the Company action, and then the Industr y Groups action. The Contact Industr y Groups page
opens.
3. In the Industr y Groups Code field, select the industry groups you want to assign.
Repeat these steps to assign as many industry groups as you want. You can also assign industry groups from
the contact list by following the same procedure.
The number of industry groups that you have assigned to the contact is displayed in the No. of Industr y
Groups field in the Segmentation section on the Contact Card page.
After you have assigned industry groups to your contacts, you can use this information to select contacts for
your segments. For more information, see Add Contacts to Segments.
NOTE
This is only possible for contacts of type Person .
The job responsibility code defines the type or category of the job, such a MARKETING or PURCHASE. You can
have several job responsibility codes. To define the job responsibility, you use the Job Responsibilities page.
1. Open the relevant contact card.
2. Choose the Person action, and then choose the Job Responsibilities action. The Contact Job
Responsibilities page opens.
3. In the Job Responsibility Code field, select the job responsibility that you want to assign.
Repeat these steps to assign as many job responsibilities as you want. You can also assign job responsibilities
from the contact list by following the same procedure.
The number of job responsibilities you have assigned to the contact is displayed in the No. of Job
Responsibilities field in the Segmentation section on the Contact page.
After you have assigned job responsibilities to your contacts, you can use this information to select contacts for
your segments. For more information, see Add Contacts to Segments.
NOTE
This is only possible for contacts of type Person .
The organizational level code defines the type or category of the organizational level, such a CEO or CFO. You
can have several organizational level codes. To define the organizational level, you use the Organizational
Levels page.
1. Open the relevant contact card.
2. In the Organizational Levels field, select the code you want to assign.
After you have assigned organizational levels to your contacts, you can use this information to create segments.
After you have assigned job responsibilities to your contacts, you can use this information to select contacts for
your segments. For more information, see Add Contacts to Segments.
NOTE
This is only possible for contacts of type Company .
When assigning web sources, you specify which search engine and search word that the application will use to
find the requested information.
1. Open the relevant contact card.
2. Choose the Company action, and then choose the Web Sources action. The Contact Web Sources page
opens.
3. In the Web Source Code field, choose the web source you want to assign.
4. In the Search Word field, enter the search word that you want to use to find the information.
Repeat these steps to assign as many web sources as you want.
NOTE
This is only possible for contacts of type Company .
1. Open the relevant contact card.
2. Choose the Company action, and then the Business Relations action.
3. On the Contact Business Relations page, in the Business Relation Code field, select the business
relation you want to assign.
Repeat these steps to assign as many business relations as you want.
The number of business relations you have assigned to the contact is displayed in the No. of Business
Relations field in the Segmentation section on the Contact page.
After you have assigned business relations to your contacts, you can use this information to select contacts for
your segments. For more information, see Add Contacts to Segments.
When you develop a business relationship to someone in another company, add them as a contact in Business
Central. Then, add any information about them, or their company, that can be useful for future communications.
On the Contact Card page, you can create the following types of contacts:
Person - Typically, this is when you've had direct contact with someone and have their contact details.
Company - For example, if the contact is not an individual person but an entity, such as a contractor or a
bank.
The information that's relevant for each type of contact differs, so the fields and actions that are available are
different. For example, you can only assign job responsibilities to a person, and an industry group to a company.
You can change the value of the Type field later. Alternatively, use the fields on the Inheritance FastTab on the
Marketing Setup page to specify the data to share between a person and their company. For more
information, see Setting Up Contacts.
When a contact is converted to a customer, for example, the contact person or contact company becomes the
name of the customer. The record for the contact is kept, and you can link the contact and the customer so that
their data is synchronized going forward.
NOTE
Before you can create contacts based on existing data, you must specify a business relation code for customers, vendors,
or bank accounts on the Interactions FastTab on the Marketing Setup page. For more information, see Set up
Contacts.
1. Choose the icon, enter one of the following, depending what you want to create contacts from, and then
choose the related link.
Create Contacts from Customers
Create Contacts from Vendors
Create Contacts from Bank Accounts
2. On the request page that opens, in the Customer , Vendor , or Bank Account section, set filters if you want
to create contacts from specific customers, vendors, or bank accounts.
3. Choose the OK button to start creating contacts.
The next contact numbers in the number series are assigned to the new contacts. The business relations that are
specified on the Marketing Setup page is assigned to the newly created contacts.
TIP
You can also do this the other way around, namely by creating a customer, vendor, or bank account from a contact. For
more information, see To create a contact as a customer, vendor, or bank account.
NOTE
Before you can create customers, vendors, employees, or bank accounts from contacts, you must specify a business
relation code on the Marketing Setup page on the Interactions FastTab. For more information, see Setting up
Contacts.
1. Choose the icon, enter Contacts , and then choose the related link.
2. Select the contact you want to create as a customer, vendor, employee, or bank account.
3. Choose the Create As action, and then choose either Customer , Vendor , Bank , or Employee .
4. Choose the OK button.
The contact information is transferred from the contact card to a new customer, vendor, employee, or bank
account card. You may want to add specific information to each of the cards, such as invoicing and payment
details. For more information, see, for example, Register New Customers.
NOTE
Do not use the Business Relations window to change existing relations. Instead, remove the relation and use the Link
with existing action. For more information, see the To link a contact to an existing customer, vendor, or bank account
section.
NOTE
Certain details, such as invoicing and posting details, are not available for contacts. When you create contacts as
customers, vendors, employees, or bank accounts, you may want to add them manually.
There are three ways to enable data synchronization between contacts and customers, vendors, employees, or
bank accounts:
When you create contacts from customers, vendors, employees, or bank accounts. See To create a contact
from a customer, vendor, or bank account.
When you create customers, vendors, employees, or bank accounts from contacts. See To create a customer,
vendor, or bank account from a contact.
When you link contacts with existing customers, vendors, employees, or bank accounts from the contact card.
See To link a contact to an existing customer, vendor, or bank account.
See Also
Managing Contacts
Setting Up Contacts
Working with Business Central
Use Profile Questionnaires to Classify Business
Contacts
4/1/2021 • 2 minutes to read • Edit Online
You can set up profile questionnaires that you want to use when entering information about your contacts'
profiles. Within each questionnaire, you can set up the different questions you intend to ask your contacts.
You can also run the questionnaire to answer some of the questions based on contact, customer, or vendor data
automatically.
NOTE
If you enter a question that is automatically answered, choose Line , and then choose Question Details , to enter the
criteria to automatically answer the question.
NOTE
Only contacts that are recorded as customers can be assigned a classification based on customer data and only contacts
that are recorded as vendors can be assigned a classification based on vendor data. The automatic classification is not
updated automatically. Consequently, you may want to update the profile questionnaires, after you have updated the
customer, vendor or contact data they are based on.
After you have set up automatically answered profile questions, if you assign the profile questionnaire
containing these questions to a contact, Business Central will automatically assign the right answers for the
contact.
Example
You can classify your contacts according to how much they bought from you:
A N SW ER A P P L IES TO
A UTO M AT IC
TYPE DESC RIP T IO N C L A SSIF IC AT IO N F RO M VA L UE TO VA L UE
Answer A 500,000
Answer C 99,999
F IEL D VA L UE
Classification Method
When you assign the profile questionnaire containing this question to a contact, application automatically enters
the relevant answer for this contact on the profile lines of the contact card.
See Also
Creating Contacts
Merge Duplicate Records
4/1/2021 • 4 minutes to read • Edit Online
As different users create new customer, vendor, or contact cards over time, or the new records are created
automatically during migration, a customer, vendor, or contact may be represented in the system with more than
one record. In this case, you can use the Merge Duplicate page from the card of the record that you want to
keep. The page gives you an overview of duplicated field values and provides functions to select which values to
keep or discard when merging two records into one.
NOTE
Only users with the MERGE DUPLICATES permission set can use this functionality.
TIP
The Merge Duplicate page shows all fields where the values are different for the two records being compared.
Therefore, a duplicate is indicated by the page showing very few fields. Whereas, if the page shows many fields, then the
suspected record is probably not a duplicate.
The following procedure is based on a customer card. The steps are similar for a vendor and contact cards.
1. Choose the icon, enter Customers , and then choose the related link.
2. Select the customer that you know or suspect that a duplicate record exists for, and then choose the Edit
action.
3. On the Customer Card page, choose the Merge With action.
4. On the Merge Duplicate page, in the Merge With field, select the customer that you believe is a
duplicate of the one you have opened, indicated in the Current field.
The Fields FastTab lists fields where the values are different for the two customers. This means that if the
selected customer is really a duplicate, then only very few fields should be listed, such as typing errors
and other data entry mistakes.
The Related Tables FastTab lists tables where there are fields with a relation to both customers. The
Current Count and Duplicate Count fields show the number of fields in related tables where the No.
value of both the current and the duplicate customer is used. On the Merge Duplicate page, this section
is informational only, however, if merge conflicts exist, you will resolve them on the Merge Duplicate
Conflicts page. See steps 8 through 12.
5. For each field where you want to use another value than the current one, select the Override check box.
The value in the Alternate Value field will then be transferred to the current record when you complete
the process.
6. When you have finished selecting which values to keep or override, choose the Merge action.
The system checks if the merge of values for the duplicate customer into the current customer causes any
conflicts. A conflicts exists if a value in at least one primary-key field is the same for both customers while
the value in the No field is different for the two customers.
7. If no conflicts are found, choose the Yes button in the confirmation message box.
The duplicate customer is renamed so that all usage of its No. value in all fields with relations to the
customer table will be replaced with the No. value of the current customer.
8. If conflicts exist, choose the Resolve (xx) conflicts before merge. action on the Conflicts FastTab,
which will appear if conflicts exist.
9. On the Merge Duplicate Conflicts page, select the line for a related table with a conflict, and then
choose the View Details action.
The Merge Duplicate page now shows the fields in the selected table that cause a merge conflict
between the two customer records. Notice in both the summarized values in the Current and Conflicts
With fields and on the lines that at least one primary-key field is the same for both customers and the
value of the No. field is different for the two customers.
10. If you do not want to keep the duplicate customer record, choose the Remove Duplicate action, and
then choose the Close button.
Identical field values, other than the value in the No. field, are removed from the duplicate record and
inserted on the current record.
11. If you want to keep the duplicate customer record after the merge, choose the Rename Duplicate .
12. On lines, not for the No. field, where the field has the same value on both records, change the value in
the Alternate Value field, and then choose the Close button.
The conflicting field value is updated on the duplicate record so that it can be merged with the current
record. The duplicate record continues to exist after the merge.
13. Repeat steps 8 through 12 until all conflicts are resolved. The Conflicts FastTab disappears.
14. On the Merge Duplicate page, choose the Merge action again, and then select the Yes button in the
confirmation message box.
NOTE
For contacts, you can use functionality to find duplicate contacts before you use the Merge Duplicate page. For more
information, see Searching for Duplicate Contacts.
See Also
Sales
Set Up Contacts
Working with Business Central
Managing Segments
4/1/2021 • 2 minutes to read • Edit Online
You create segments to select a group of contacts according to specific criteria. For example, a segment could be
the industry that the contacts belong to or your business relationship with the contacts. You can create a
segment to select the contacts you want to target with a campaign.
There are two main tasks in creating a segment:
Enter general information about the segment. Before you can select the contacts within the segment, you
must first create the segment.
Select the contacts to be included within the segment.
The following table describes a sequence of tasks, with links to the topics that describe them.
TO SEE
Manage the contacts that are assigned to segments. Add Contacts to Segments
Learn about using interactions for segments, including Managing Interactions for Segments
logging.
See Also
Managing Sales Opportunities
Managing Contacts
Working with Business Central
Create Segments
4/1/2021 • 2 minutes to read • Edit Online
You can create segments to select a group of contacts, for example, if you want to create an interaction involving
several contacts, such as direct mail.
To create a segment
1. Choose the icon, enter Segments , and then choose the related link.
2. Choose the New action.
3. In the General section, in the No. field, enter a number for the segment.
Alternatively, if you have set up number series for segments on the Marketing Setup page, you can
press Enter to select the next available segment number.
4. Fill in the other fields on the header.
You can now add contacts to the segment. For more information, see Add Contacts to Segments.
See Also
Managing Segments
Managing Sales Opportunities
Working with Business Central
Add Contacts to Segments
4/1/2021 • 2 minutes to read • Edit Online
After you have created a segment and entered basic information about it, you may want to add contacts to the
segment. You can do this by filling in the lines on the Segment page manually, but it is easier and faster to use
the Add Contacts action.
See Also
Create a Segment
Managing Segments
Managing Sales Opportunities
Working with Business Central
Manage Interactions for Segments
4/1/2021 • 2 minutes to read • Edit Online
Segmenting
There are several ways to create segments:
You can manually enter the contacts you want to include in the segment in the segment lines.
You can select contacts.
You can reuse a logged segment as the basis to create a new one.
You can reuse saved segmentation criteria.
Interactions
On the Segment page, you can create interactions for several contacts simultaneously. For example, you can
merge a segment with a Microsoft Word document, so that you can send a letter to all the contacts in the
segment.
You can specify information about the interaction for the segment on the Segment header. For example, you
can decide which interaction template you want to use for all the contacts, specify a description, a
correspondence type, and so on. However, you can modify this information in the segment line for each
particular contact, for example, by specifying another description for one contact. If you are merging a segment
with a Microsoft Word document, you can personalize the document to be sent for one or several of the
contacts within the segment, for example, by adding individualized comments to the document.
Logging
On the Segment page, when you choose Log , the application records the interactions on the Interaction Log
Entr y page, and logs the segment. After you have logged the segment, you can only find it on the Logged
Segments page.
On the Logged Segments page, you can decide to create a follow-up segment containing the same contacts as
the segment you have logged.
See Also
Create Segments
Create Interactions for Segments
Managing Segments
Recording Interactions With Contacts
Managing Sales Opportunities
Creating and Managing Contacts
Working with Business Central
Managing Interactions
4/1/2021 • 2 minutes to read • Edit Online
In Business Central, interactions are all types of communications between your company and your contacts. For
example, communications can be email, letter, telephone, meetings, and so on.
You can record all the interactions that you have with your contacts in order to keep track of the sales and
marketing efforts you have directed at your contacts and to improve your future business interactions with
them.
The following table describes a sequence of tasks, with links to the topics that describe them.
TO SEE
Create interactions to record all the interactions and Create Interactions on Contacts and Segments
communications you have with your contacts and segments,
such as emailing.
Set up your system to automatically record interactions for Automatically Record Interactions with Contacts
sales, purchase, and service documents, such as when a
documented is created, posted, or printed.
Record Interactions With Contacts
4/1/2021 • 2 minutes to read • Edit Online
Creating Interactions
There are two ways of recording interactions:
You can manually create interactions that are linked to a single contact or to a segment. For more
information, see Create Interactions on Contacts and Segments.
You can automatically record interactions when you perform actions in the application, for example, when
you print an invoice, or quote. For more information, see Automatically Record Interactions with Contacts.
See Also
Managing Contacts
Managing Sales Opportunities
Working with Business Central
Create Interactions on Contacts and Segments
4/1/2021 • 2 minutes to read • Edit Online
You can create interactions to record all the interactions and communications you have with your contacts and
segments, for example, direct mail.
Before you create interactions, you must set up interaction templates. For more information, see Set Up
Interaction Templates.
To create an interaction
1. Open the contact, salesperson, or interaction log entry.
2. Choose the Create Interaction action.
3. Fill in the fields, and then choose the OK button.
NOTE
If you need to perform another task before finishing the interaction, you can choose Cancel and then finish the
interaction at a later time. This postpones the interaction.
See Also
Recording Interactions
Managing Contacts
Managing Sales Opportunities
Working with Business Central
Recording Interactions with Contacts Automatically
4/1/2021 • 2 minutes to read • Edit Online
You can set up the application to automatically record interactions for sales, purchase and service documents,
cover sheets, e-mails, phone calls, such as:
Print sales or purchase quotes, orders, invoices, credit memos, cover sheets.
Create sales service orders.
Post sales service orders.
Send e-mails to your contacts.
Call your contacts, if you have a TAPI-compliant telephone and the correct installation.
To set up the automatic recording of these interactions, you specify interaction templates for these documents
and actions by using the Interaction Template Setup page.
To open the Interaction Template Setup page, choose the icon, enter Interaction Template Setup , and
then choose the related link.
See Also
Recording Interactions With Contacts
Working with Business Central
Managing Sales Opportunities
4/1/2021 • 2 minutes to read • Edit Online
Any incoming lead can be considered a sales opportunity. You can create opportunities and associate them to a
salesperson so that you can keep track of potential sales.
Before you can start using opportunity management, you must set up sales cycles and sales cycle stages. As you
create opportunities, you should provide information about the contact, salesperson, sales cycle, and dates, as
well as your estimates for the sales value of the opportunity and your estimation of the chances of its success.
The following table describes a sequence of tasks, with links to the topics that describe them.
TO SEE
Set up the sales cycles that you usually follow, and the Set Up Opportunity Sales Cycles and Cycle Stages
different stages within each opportunity sales cycle.
Create sales opportunities that you have from your contacts. Create Opportunities
Move a sales opportunity through the sales cycle to Process Sales Opportunities
completion.
See Also
Sales
Creating and Managing Contacts
Working with Business Central
Set Up Opportunity Sales Cycles and Cycle Stages
4/1/2021 • 3 minutes to read • Edit Online
Before you can start using sales opportunities, you must set up sales cycles and sales cycle stages. A sales cycle
is made up of a series of stages that go from the initial contact to the closing of a sale. Each stage can have
certain requirements that must be met, such as requiring a sales quote, before an opportunity can go to the next
stage. You can also specify whether a stage can be skipped. You can setup as many sales cycles as you need, and
you can set up as many sales cycle stages as necessary within a sales cycle.
Implementing opportunity sales cycles involves setting up the sales cycle, defining the different stages of the
cycle, and then assigning the cycle to opportunities. Assigning the relevant activity or tasks to the opportunity
may also be part of setting up a sales cycle.
This topic also describes how to set up tasks and activities, and how to assign tasks to activities. For more
information, see To set up activities with tasks.
NOTE
This procedure describes how to assign activity tasks to opportunities. the steps are similar when you assign tasks to
salespeople and contacts.
1. Choose the icon, enter Oppor tunities , and then choose the related link.
2. Select an opportunity, and then choose the Tasks action.
3. On the Task List page, choose the Create Task action.
4. The Create Task page, fill in the fields as necessary.
Notice in the Oppor tunity field, that it is automatically assigned to the opportunity in question.
5. Choose the OK button.
6. On the Task List page, select the new task, and then choose the Assign Activities action.
7. On the Assign Activity page, fill in the fields as necessary, and then choose the OK button.
See Also
Processing Sales Opportunities
Sales
Working with Business Central
Create Sales Opportunities
4/1/2021 • 2 minutes to read • Edit Online
You can create opportunities for the sales opportunities you have on your contacts. All opportunities must be
assigned to a salesperson or purchaser and must have a contact.
You can create opportunities from the Oppor tunity List page. But you typically will create opportunities from
the specific contact or salespeople.
Before you can create opportunities, you must set up opportunity sales cycles. For more information see Set Up
Opportunity Sales Cycles and Stages.
See Also
Sales
Creating and Managing Contacts
Working with Business Central
Track Email Message Exchanges Between
Salespeople and Contacts
4/1/2021 • 8 minutes to read • Edit Online
Get more out of the communications between salespeople and your existing or potential customers by tracking
email exchanges, and then turning them into actionable opportunities. Business Central can work with Exchange
Online to keep a log of the inbound and outbound messages. You can view and analyze the contents of each
message on the Interaction Log Entries page.
Set up Public Folders and Rules for Email Logging in Exchange Online
Before you can set up email logging, you must prepare your Exchange Online with public folders. You can do
this in the Exchange admin center, or you can use the Exchange Management Shell.
TIP
If you want to use the Exchange Management Shell, you can find inspiration for how to set up your script in a sample
script that we published to the BCTech repo.
The following list describes the main steps with links to learn more.
Create an admin role for public folders based on the information in the following table:
P RO P ERT Y VA L UE
Selected members The email of the user account that Business Central will
use to run the email logging job
P RO P ERT Y VA L UE
For more information, see Create a public folder mailbox in Exchange Server.
Create new public folders
Create a new public folder with the name Email Logging in the root so that the full path to the folder
becomes \Email Logging\
Create two subfolders so that the the result is the following full paths to the folders:
\Email Logging\Queue\
\Email Logging\Storage\
For more information, see Create a public folder.
Mail-enable the Queue public folder
For more information, see Mail-enable or mail-disable a public folder
Mail-enable sending emails to the Queue public folder using Outlook or the Exchange Management Shell
For more information, see Allow anonymous users to send email to a mail-enabled public folder
Set the email logging user as an owner of both public folders, Queue and Storage public folders using
Outlook or the Exchange Management Shell based on the information in the following table:
P RO P ERT Y VA L UE
User The email of the user account that Business Central will
use to run the email logging job
A rule for incoming email Log Email Sent to This The sender is located BCC the email account
Organization Outside the organization, that is specified for the
and the recipient is Queue public folder
located Inside the
organization
A rule for outgoing email Log Email Sent from This The sender is located BCC the email account
Organization Inside the organization, that is specified for the
and the recipient is Queue public folder
located Outside the
organization
For more information, see Manage mail flow rules in Exchange Online and Mail flow rule actions in
Exchange Online.
NOTE
If you make changes in the Exchange Management Shell, the changes become visible in the Exchange admin center after a
delay. Also, the changes made in Exchange will be available in Business Central after a delay. The delay might be several
hours.
TIP
After you complete the steps in the guide you can check whether the connection was successful. Search for Marketing
Setup , choose Process , then Functions , and then Validate Email Logging Setup .
{
"resourceAppId": "00000002-0000-0ff1-ce00-000000000000",
"resourceAccess": [
{
"id": "3b5f3d61-589b-4a3c-a359-5dd4b5ee5bd5",
"type": "Scope"
},
{
"id": "dc890d15-9560-4a4c-9b7f-a736ec74ec40",
"type": "Role"
}
]
}
5. Choose Save .
6. Under Manage , choose API permissions , and then confirm that the following permissions are listed:
EWS.AccessAsUser.All
full_access_as_app
7. Under Manage , choose Cer tificates & Secrets , and then create a new secret for your app. You will use
the secret either in Business Central, in the Client Secret field on the Marketing Setup page, or store it
in secure storage and provide it in an event subscriber.
8. Choose Over view , and then find the Application (client) ID value. This is the client ID of your
application. You must enter it either on the Marketing Setup page , in the Client ID field, or store it in
secure storage and provide it in an event subscriber.
9. In Business Central, set up email logging on the Marketing Setup page, or use the Email Logging
Assisted Setup guide for assistance with the process.
Provide the email account of the user on behalf of whom the scheduled job will connect to Exchange
Online and process emails. The user must have a valid license for Exchange Online.
Provide the URL for your Exchange Online. Typically, this is the domain that you specified in the user's
email address.
Provide the Queue Folder Path and Storage Folder Path .
10. To start logging email, turn on the Enabled toggle.
11. Sign in with your administrator account for Azure Active Directory (this account must have a valid license
for Exchange and be an administrator in your Exchange Online). After you sign in you will be prompted to
allow your registered application to sign in to Exchange Online on behalf of the organization. You must
give consent to complete the setup.
NOTE
If you are not prompted to sign in with your administrator account, it might be because pop ups are blocked. To sign in,
allow pop-ups from https://login.microsoftonline.com.
See Also
Managing Relationships
Process Sales Opportunities
5/11/2021 • 3 minutes to read • Edit Online
After you create an opportunity, there are several features for managing the opportunity and moving it through
to completion.
To view opportunities
The existing sale opportunities are available from the Oppor tunity List page. There are different ways to
access this page for processing sales opportunities:
TO VIEW O P P O RT UN IT IES F O R T H EN
All salespeople and contacts Choose the icon, enter Oppor tunity List , and then
choose the related link.
A specific sales person Choose the icon, enter Salespeople , and then choose
the related link. Select the salesperson, choose the
Oppor tunities action, and then choose the List action.
A specific contact Choose the icon, enter Contacts , and then choose the
related link. Select the contact from the list, and then choose
the Oppor tunities action.
To close opportunities
You can close opportunities when the negotiations are over. When closing an opportunity, you can specify
whether it was won or lost, and the reasons for closing it. To specify a reason, you must set up closed
opportunity codes.
1. On the Oppor tunity List page, select the opportunity, and the choose the Close action. The Close
Oppor tunity page opens.
2. Fill in the relevant fields, and then choose the OK button.
The Close Oppor tunity Code and Date Closed fields are required fields and must be filled in before
you can choose the OK button.
In the Close Oppor tunity Code field, you can choose from one of the existing close opportunity codes
or add a new code. To add a new code, from the drop-down list, choose Select from full list , and then
choose new . On the new blank line, fill in the Code , Type , and Description fields, and then choose the
OK button.
To delete opportunities
You can delete opportunities, for example, after you have concluded a deal. However, you can only delete closed
opportunities. There are two ways to delete closed opportunities. You can delete individual closed opportunities
from the Oppor tunity List page or you can run the Delete Closed Oppor tunities batch job to delete
multiple opportunities based on a specified criteria.
To delete closed opportunities from the Oppor tunity List page, select the opportunity, and then choose the
Delete action.
To delete closed opportunities by using the Delete Closed Oppor tunities batch job, follow these steps:
1. Choose the icon, enter Delete Oppor tunities , and then choose the related link.
2. In the Oppor tunity section, set up the filters that specify the closed opportunities to delete.
3. Choose the OK button.
After you have deleted an opportunity, it is removed it from the Oppor tunity List page.
See Also
Sales
Creating and Managing Contacts
Working with Business Central
Use Profile Questionnaires to Classify Business
Contacts
4/1/2021 • 2 minutes to read • Edit Online
You can set up profile questionnaires that you want to use when entering information about your contacts'
profiles. Within each questionnaire, you can set up the different questions you intend to ask your contacts.
You can also run the questionnaire to answer some of the questions based on contact, customer, or vendor data
automatically.
NOTE
If you enter a question that is automatically answered, choose Line , and then choose Question Details , to enter the
criteria to automatically answer the question.
NOTE
Only contacts that are recorded as customers can be assigned a classification based on customer data and only contacts
that are recorded as vendors can be assigned a classification based on vendor data. The automatic classification is not
updated automatically. Consequently, you may want to update the profile questionnaires, after you have updated the
customer, vendor or contact data they are based on.
After you have set up automatically answered profile questions, if you assign the profile questionnaire
containing these questions to a contact, Business Central will automatically assign the right answers for the
contact.
Example
You can classify your contacts according to how much they bought from you:
A N SW ER A P P L IES TO
A UTO M AT IC
TYPE DESC RIP T IO N C L A SSIF IC AT IO N F RO M VA L UE TO VA L UE
Answer A 500,000
Answer C 99,999
F IEL D VA L UE
Classification Method
When you assign the profile questionnaire containing this question to a contact, application automatically enters
the relevant answer for this contact on the profile lines of the contact card.
See Also
Creating Contacts
Using Dynamics 365 Sales from Business Central
5/3/2021 • 9 minutes to read • Edit Online
If you use Dynamics 365 Sales for customer engagement, you can enjoy seamless integration in the lead-to-
cash process by using Business Central for backend activities such as processing orders, managing inventory,
and doing your finances.
Before you can use the integration capabilities, your system administrator must set up the connection and
define users in Dynamics 365 Sales. For more information, see Integrating with Dynamics 365 Sales.
NOTE
These steps describe the process of integrating online versions of Dynamics 365 Sales and Business Central. For
information about on-premises configuration, see Preparing Dynamics 365 Sales for Integration on-premises.
Integrating the applications lets you access data in Sales from Business Central, and in some cases the other way
around. You can work with and synchronize data that both services have in common, such as customers,
contacts, and sales information, and keep the data up to date in both applications.
For example, a sales person in Dynamics 365 Sales can use the price lists from Business Central when they
create a sales order. When they add the item to the sales order line in Dynamics 365 Sales, they can see the
inventory level (availability) of the item from Business Central.
Conversely, order processors in Business Central can handle sales orders that are automatically or manually
transferred from Dynamics 365 Sales. For example, they can create and post sales order lines for items or
resources that were entered in Dynamics 365 Sales as write-in products. For more information, see Handling
Sales Order Data.
IMPORTANT
Business Central integrates only with Dynamics 365 Sales. Other Dynamics 365 applications that change the standard
workflow or data model in Dynamics 365 Sales, for example Project Service Automation, can break the integration
between Business Central and Dynamics 365 Sales.
Coupling Records
The assisted setup guide lets you choose the data to synchronize. Later, you can also set up synchronization for
specific records. This is referred to as coupling. For example, you can couple a specific account in Dynamics 365
Sales with a specific customer in Business Central. This section describes what to take into consideration when
you couple records.
For example, if you want to see accounts in Dynamics 365 Sales as customers in Business Central, you must
couple the two types of records. To do that, on the Customers list page in Business Central, use the Set Up
Coupling action. Then specify which Business Central customers to match to which accounts in Dynamics 365
Sales.
You can also create (and couple) an account in Dynamics 365 Sales based on, for example, a customer record in
Business Central using Create Account in Dynamics 365 Sales , or vice versa, using Create Customer in
Business Central .
When you set up coupling between two records, you can also manually request current record, for example a
customer, to be overwritten immediately by account data from Sales (or from Business Central) using
Synchronize Now action. Synchronize Now action which will ask whether to overwrite Sales or Business
Central record data.
In some cases you must couple certain sets of data before other sets of data, as shown in the following table.
DATA W H AT TO C O UP L E F IRST
Customers and accounts Couple salespeople with Dynamics 365 Sales users
Items and resources Couple units of measure with Dynamics 365 Sales unit
groups
Items and resource prices Couple customer price groups with Dynamics 365 Sales
prices
NOTE
If your prices or customers use foreign currencies, make sure that you couple currencies to Sales transaction currencies.
In Dynamics 365 Sales, sales orders depend on information such as customers, units of measure, currencies,
customer price groups, and items and/or resources. For the integration with sales orders to work you must
couple customers, units of measure, currencies, customer price groups, and items and/or resources.
If the description of the item on the original sales order is long, an additional sales order line of the type
Comment is created to hold the full text on the sales order in Business Central.
Updates to fields on sales order headers, such as the Last Shipment Date or Requested Delivery Date fields, that
are mapped in the SALESORDER-ORDER integration table mapping are periodically synchronized to
Dynamics 365 Sales. Processes such as releasing a sales order and shipping or invoicing a sales order are
posted to the sales order timeline in Dynamics 365 Sales. For more information, see Introduction to activity
feeds.
NOTE
Periodical synchronization based on the SALESORDER-ORDER integration table mapping will work only when sales
order integration is enabled. For more information, see Connection settings on the Sales Connection Setup Page. Only
sales orders created from submitted sales orders in Dynamics 365 Sales are synchronized. For more information, see
Enable Sales Order Processing Integration.
The steps to complete this process differ, depending on whether your administrator has enabled the new pricing
experience.
NOTE
If the standard price synchronization does not work for you, we recommend using integration customization capabilities.
For more information, see Customizing an Integration with Microsoft Dataverse.
Current Experience
New Experience
In the current pricing experience, Business Central synchronizes sales prices that:
Apply to all customers. Default sales price lists are created based on the price in the Unit Price field on
the Item Card page for the items.
Apply to a specific customer price group. For example, sales prices for your retail or wholesale customers.
To synchronize prices based on a customer price group, do the following:
1. Couple the items for which prices are set by the customer price group.
2. On the Customer Price Groups page, couple the customer price group by choosing Related , then
Dynamics 365 Sales , Coupling , and then Set up coupling . The coupling will create an active price
list in Business Central with the same name as the customer price group in Dynamics 365 Sales, and
automatically synchronize all items for which the customer price group defines the price.
See Also
Integrating with Dynamics 365 Sales
Relationship Management
Working with Business Central
Change Which Features are Displayed
Assign Permissions to Users and Groups
Overview of Sales and Sales Hub
This topic describes how to couple one or more records in Business Central with records in Dataverse or
Dynamics 365 Sales. Coupling records lets you view Dataverse information from Business Central, and vice
versa. The coupling also enables you to synchronize data between the records. You can couple existing records,
or create and couple new records.
NOTE
Coupling and synchronizing data is available only if your system administrator has created a connection between Business
Central and Dataverse or Dynamics 365 Sales. A quick way to check is to open the Customer card and look for the Set
Up Coupling action. If the action is available, the apps are connected.
Video Example
To couple a record
1. In Business Central, open the card for the record you want to couple. For example, the Customer or
Contact card.
You can also just open the list page and select the record that you want to couple.
2. Choose the Set Up Coupling action.
3. Fill in the fields, and then choose OK .
NOTE
You can synchronize a single record from Dynamics 365 Sales automatically only when Sync. Only Coupled Records is
disabled and the synchronization direction is set to Bidirectional or From Integration Table on the Integration Table
Mapping page for the record. For more information, see Mapping the Tables and Fields to Synchronize.
To synchronize multiple records
1. In Business Central, open the list page for the record, such as the Customers or Contacts list pages.
2. Select the records that you want to synchronize, and then choose the Synchronize Now action.
3. If records can be synchronized in one direction, select the option that specifies the direction, and then choose
OK .
Uncoupling Records
You can uncouple one or more records from list pages or the Coupled Data Synchronization Errors page by
choosing one or more lines and choosing Delete Coupling . You can also remove all couplings for one or more
table mappings on the Integration Table Mappings page.
See Also
Using Dynamics 365 Sales from Business Central
View the Status of Synchronization Jobs
4/1/2021 • 2 minutes to read • Edit Online
NOTE
Effective November 2020:
Common Data Service has been renamed to Microsoft Dataverse. Learn more
Some terminology in Microsoft Dataverse has been updated. For example, entity is now table and field is now column.
Learn more
Use the Coupled Data Synchronization Errors page to view the status of synchronization jobs that have
been run for coupled records in a Dataverse or Dynamics 365 Sales integrations. This includes jobs that were
run from the job queue and manual synchronization jobs that ran on records from Business Central. For
example, viewing their status is helpful when troubleshooting because it gives you access to details about errors
related to coupled records. Typically, these types of errors are caused by user actions, for example, when:
Two people made a change to the same data in both business apps.
Someone deleted data in one of the apps, but not both.
NOTE
The Coupled Data Synchronization Errors page shows information about jobs related to coupled records. If you
resolve all of the errors but records are still not synchronizing, it might have something to do with a setting for the
integration. Typically, your administrator will need to resolve those types of errors.
A C T IO N DESC RIP T IO N
Remove Coupling Uncouples the records and they will no longer synchronize.
To restart the synchronization you must couple them again.
Retr y and Retr y All For each record where an error is found, synchronization is
skipped unless you fix the issue. Retry will include the
selected record in the next synchronization, and Retr y All
includes all of the records.
Synchronize The app will try to resolve a conflict where data was changed
in both business apps. You can choose the data to use.
Restore Records and Delete Records These are useful when a record was deleted in one of the
business apps. Delete Records deletes the record or row in
the app where it still exists. Restore Records recreates the
record or row in the business app where it was deleted.
NOTE
To reduce the number of conflicts you need to resolve, you can set up your integration table mappings to apply these
actions automatically. For more information, Mapping Integration Tables.
See Also
Setting Up User Accounts for Integrating with Dynamics 365 Sales
Using Dynamics 365 Sales from Business Central
Manage Human Resources
4/1/2021 • 2 minutes to read • Edit Online
In Business Central, you can keep detailed records of your employees. You can register and maintain employee
information, such as employment contracts, confidential information, qualifications, and employee contacts.
You can also register employee absences, which allows you to analyze registered absences as necessary.
To start using the Human Resources functionality, you must set up employees and other basic information. You
can then associate various codes to an employee, which allows you to filter information for specific employees.
The following table describes a sequence of tasks, with links to the topics that describe them.
TO SEE
Record employees' absence and view absence statistics by Manage Employee Absence
various filters.
See Also
Finance
Working with Business Central
Change Which Features are Displayed
Register Employees
4/1/2021 • 2 minutes to read • Edit Online
To use the Human Resources functionality, you must first register each employee by creating a card with all the
core and related information.
You can modify an employee's details at any time. Keeping up-to-date records about your employees simplifies
personnel tasks. For example, if an employee's address changes, you register this on the employee card.
The following procedures describe how to create an initial employee card and how to assign two types of
employee details to an employee. In addition, you can assign various other related information, such as
qualifications and causes of inactivity. You assign employee information either by choosing a field or an action
on the Employee Card page.
NOTE
You can reimburse employees for their expenses during business activities. For this purpose, you must fill in the fields on
the Payments FastTab on the Employee Card page. For more information, see Record and Reimburse Employees'
Expenses.
To set up an employee
1. Choose the icon, enter Employees , and then choose the related link.
2. Choose the New action.
3. On the Employee Card page, fill in the fields as necessary. Hover over a field to read a short description.
See Also
Record and Reimburse Employees' Expenses
Finance
Working with Business Central
Change Which Features are Displayed
Manage Employee Absence
4/1/2021 • 2 minutes to read • Edit Online
To manage an employee's absence, you must record the absence on the Absence Registration page. It can
then be viewed in different ways for analysis and reporting needs.
You can view employee absence in two different pages:
The Absence Registration page, where you register all employee absences with a line for each absence.
The Employee Absences page, where the absences for one employee only is shown. This is the information
that you entered on the Absence Registration page, filtered by the particular employee.
To obtain meaningful statistics, you should always use the same unit of measure (hour or day) when registering
employee absences.
TIP
To obtain meaningful statistics, always use the same unit of measure, hour or day, when registering employee
absences.
See Also
Manage Human Resources
Finance
Working With Business Central
Change Which Features are Displayed
Planning
5/28/2021 • 2 minutes to read • Edit Online
The production operations required to transform inputs into finished goods must be planned daily or weekly
depending on the volume and nature of the products. Business Central offers features to supply for anticipated
and actual demand from sale, assembly, and production as well as features for distribution planning using
stockkeeping units and location transfers.
NOTE
This topic mainly describes planning for companies involved in manufacturing or assembly management where the
resulting supply orders can be either production, assembly, transfer, or purchase orders. The main interface for this
planning work is the Planning Worksheet page.
Business Central also supports supply planning for wholesale companies where the resulting supply orders can only be
transfer and purchase orders. The main interface for this planning work is the Requisition Worksheet page, which is
described indirectly in this topic as most planning functionality applies to both worksheets.
Planning can be seen as the preparation of required supply orders in the purchasing, assembly, or
manufacturing departments to fulfill sales or end-item demand. For more information, see Purchasing,
Assembly Management, and Manufacturing.
The following table describes a sequence of tasks, with links to the topics that describe them.
TO SEE
Get a brief introduction to how the planning system can be About Planning Functionality
used to detect and prioritize demand and suggest a
balanced supply plan.
Understand how all aspects of the planning system work Design Details: Supply Planning
and how to adjust the algorithms to meet planning
requirements in different environments.
Learn how the planning logic differentiates between demand Planning With or Without Locations
at locations according to the SKU setup and demand
without location codes.
Create one-to-one or project production orders from a sales Create Production Orders from Sales Orders
order to cover the exact demand of that sales order.
Use the Order Planning page to manually plan for sales or Plan for New Demand Order by Order
production demand one production BOM level at a time.
Use the Planning Worksheet page to run both the MPS Run Full Planning, MPS or MRP
and MRP options to automatically create either a high-level
or detailed supply plan at all item levels.
TO SEE
Initiate or update a production order as rough-scheduled Replan or Refresh Production Orders Directly
operations in the master production schedule.
Recalculate work or machine center calendars due to To calculate a work center calendar
planning changes.
Track the order demand (tracked quantity), forecast, blanket Track Relations Between Demand and Supply
sales order, or planning parameter (untracked quantity) that
has given rise to the planning line in question.
View an item's projected available inventory by different View the Availability of Items
views and see which gross requirements, planned order
receipts, and other events influence it over time.
See Also
Setting Up Manufacturing
Manufacturing
Inventory
Purchasing
Design Details: Supply Planning
Setup Best Practices: Supply Planning
Working with Business Central
The planning system takes all demand and supply data into account, nets the results, and creates suggestions
for balancing the supply to meet the demand.
For detailed information, see Design Details: Supply Planning.
NOTE
For all the fields that are mentioned in this topic, read the tooltip to understand their function. Hover over a field to read
a short description.
Planning Calculation
The planning system is driven by anticipated and actual customer demand, as well as inventory reordering
parameters. Running the planning calculation will result in application suggesting specific actions (Action
Messages) to take concerning possible replenishment from vendors, transfers between warehouses, or
production. If replenishment orders already exist, the suggested actions could be to increase or expedite the
orders to meet the changes in demand.
The basis of the planning routine is in the gross-to-net calculation. Net requirements drive planned order
releases, which are scheduled based on the routing information (manufactured items) or the item card lead time
(purchased items). Planned order release quantities are based on the planning calculation, and are affected by
the parameters set on the individual item cards.
Planning Parameters
The planning parameters control when, how much, and how to replenish based on the various settings on the
item card (or stockkeeping unit - SKU), and the manufacturing setup.
The following planning parameters exist on the item or SKU card:
Dampener Period
Dampener Quantity
Reordering Policy
Reorder Point
Maximum Inventory
Overflow Level
Time Bucket
Lot Accumulation Period
Rescheduling Period
Reorder Quantity
Safety Lead Time
Safety Stock Quantity
Assembly Policy
Manufacturing Policy
The following order modifiers exist on the item or SKU card:
Minimum Order Quantity
Maximum Order Quantity
Order Multiple
Global planning setup fields on the Manufacturing Setup page include:
Dynamic Low-Level Code
Current Demand Forecast
Use Forecast on Locations
Default Safety Lead Time
Blank Overflow Level
Combined MPS/MRP Calculation
Components at Location
Default Dampener Period
Default Dampener Quantity
For more information, see Design Details: Planning Parameters
NOTE
Supply on planning lines with Exception warnings is normally not modified according to planning parameters. Instead, the
planning system only suggests a supply to cover the exact demand quantity. However, you can set the planning run up to
respect certain planning parameters for planning lines with certain warnings. For more information, see the description for
the Respect Planning Parameters for Exception Warnings field in the Run Full Planning, MPS or MRP article.
Attention
The attention warning is displayed in two situations:
The planning starting date is earlier than the work date.
The planning line suggests to change a released purchase or production order.
NOTE
In planning lines with warnings, the Accept Action Message field is not selected, because the planner is expected to
further investigate these lines before carrying out the plan.
Planning worksheets and requisition worksheets
As described in Planning, you can choose between two worksheets for most planning activities, the planning
worksheet and the requisition worksheet. Most processes are described based on the planning worksheet, but
there are a couple of scenarios where the requisition worksheet is preferred.
Requisition worksheet
The Requisition Worksheet page lists items that you want to order. You can enter items in the worksheet in
the following ways:
Enter the items manually in the worksheet and fill in the relevant fields.
Use the Calculate Plan batch job. This calculates a replenishment plan for items and stockkeeping units
that have been set up with a replenishment system of Purchase or Transfer . When you use this batch
job, the program automatically fills in the Action Message field with a suggestion for an action you can
take to replenish the item. This could be increasing the item quantity on an existing order or creating a
new order, for example.
If you have used the Calculate Plan batch job from the Planning Worksheet page to calculate a
replenishment plan, you can use the Carr y Out Action Message batch job to copy purchase and
transfer order proposals from the planning worksheet to the requisition worksheet. This is practical if
separate users are responsible for handling production orders and purchase/transfer orders.
You can use the Drop Shipment action to fill in the requisition worksheet lines. This action uses the Get
Sales Orders batch job to determine the sales order lines that you want to designate for a drop
shipment.
You can use the Special Order action to fill in the requisition worksheet lines. This action uses the Get
Sales Orders batch job to determine the sales order lines that you want to designate for a special order.
Requisition worksheet lines contain detailed information about the items that need to be reordered. You can edit
and delete the lines to adjust your replenishment plan, and you can further process the lines by using the Carr y
Out Action Message batch job.
For details about planning with locations and transfers, see Planning With or Without Locations.
See Also
Design Details: Supply Planning
Planning
Setting Up Manufacturing
Manufacturing
Inventory
Purchasing
Setup Best Practices: Supply Planning
Working with Business Central
Planning With or Without Locations
4/1/2021 • 4 minutes to read • Edit Online
Concerning planning with or without location codes on demand lines, the planning system operates in a straight
forward way when:
demand lines always carry location codes and the system fully uses stockkeeping units, including the
relevant location setup.
demand lines never carry location codes and the system does not use SKUs or any location setup (see last
scenario below).
However, if demand lines sometimes have location codes and other times do not, the planning system will
follow certain rules depending on setup.
Demand at Location
When the planning system detects demand at a location (a line with a location code), it will behave in different
ways depending on 3 critical setup values.
During a planning run, the system checks for the 3 setup values in sequence and plans accordingly:
1. Is there a check mark in the Location Mandator y field?
If yes, then:
2. Does SKU exist for the item?
If yes, then:
The item is planned according to planning parameters on the SKU card.
If no, then:
3. Does the Components at Location field contain the demanded location code?
If yes, then:
The item is planned according to planning parameters on the item card.
If no, then:
The item is planned according to: Reordering Policy = Lot-for-Lot, Include Inventory = Yes, all other
planning parameters = Empty. (Items using reordering policy Order remain using Order as well as the
other settings.)
NOTE
This minimal alternative only covers the exact demand. Any planning parameters defined are ignored.
See Also
Planning
Setting Up Manufacturing
Manufacturing
Inventory
Purchasing
Design Details: Supply Planning
Setup Best Practices: Supply Planning
Working with Business Central
Create a Demand Forecast
4/1/2021 • 7 minutes to read • Edit Online
You can create sales and production forecasts with the Demand Forecast page.
Forecasting functionality is used to create anticipated demand; actual demand is created from sales and
production orders. During creation of the Master Production Schedule (MPS), the forecast is netted against the
sales and production orders. The Component option on the forecast determines which type of requirements to
take into consideration in the netting process. If the forecast is for a sales item, only sales orders net the forecast.
If it is for components, only dependent demand from production order components net the forecast.
Forecasting allows your company to create "what if" scenarios and efficiently and cost-effectively plan for and
meet demand. Accurate forecasting can make a critical difference in customer satisfaction levels with regard to
order promising dates and on-time delivery.
Component Forecast
The component forecast can be seen as an option forecast in relation to a parent item. This can, for example, be
useful if the planner can estimate the demand for the component.
As the component forecast is designed to define options for a parent item, the component forecast should be
equal or less than the sales item forecast quantity. If the component forecast is higher than the sales item
forecast, the system treats the difference between these two types of forecast as independent demand.
Forecasting Periods
The forecast period is valid from its starting date until the date the next forecast starts. The time interval page
gives you multiple choices to insert the demand at a specific date in a period. It is therefore recommended not
to change the forecast period scope unless you want to move all forecast entries to the starting date of this
period.
Forecast by Locations
It can be stated in the Manufacturing Setup page how you want to deal with locations that are defined on
forecasts when you calculate a plan.
Use forecast by locations
If you choose the Use Forecast by Location field, then Business Central will respect any location codes that
are specified for each Demand Forecast entry and calculate the remaining forecast for each location.
Consider this example: Your company purchases and sells items on two locations: EAST and WEST. For both
locations, you have configured a lot-to-lot reordering policy. You create a forecast for the two locations:
10 pieces for location EAST
4 pieces for location WEST
Then, you create a sales order with a quantity of 12 on location WEST. The planning system will suggest that you
do the following:
Replenish 10 pieces for location EAST, based on data from the forecast.
Replenish 12 pieces for location WEST, based on sales order. The 4 pieces that were specified in the forecast
are fully consumed by the actual demand pf the sales order. For more information, see Forecast Demand is
Reduced by Sales Orders.
NOTE
If location-based forecasts are viewed in isolation, the overall forecast might not be representative.
NOTE
You should consider which time interval that you want to use for future forecasts so that the time interval is consistent
throughout. When you enter a forecast quantity, it is valid on the first day of the time interval that you select. For
example, if you select a month, then you enter the forecast quantity on the first day of the month. If you select a quarter,
then you enter the forecast quantity on the first day of the first month in the quarter.
5. In the View as field, select how the forecast quantities are shown for the time interval. If you select Net
Change , then the net change in balance is displayed for the time interval. If you select Balance at Date ,
then the page displays the balance as of the last day in the time interval.
6. In the Forecast Type field, select Sales Item , Component , or Both . If you select Sales Item or
Component , then you can edit the quantity by period. If you select Both , then you cannot edit the quantity,
but you can choose the drop-down arrow button and view the demand forecast entries.
7. Specify a Date Filter if you want to limit the amount of data displayed.
8. On the Demand Forecast Matrix FastTab, enter the forecasted quantities by typing a quantity in the cell
representing an item on a particular date or period. Note that in empty cells, the lookup button opens an
empty page indicating that you must enter a value manually.
NOTE
You can also edit an existing forecast. On the Demand Forecast Matrix page, choose the Copy Demand Forecast
action and populate the Demand Forecast page with an existing forecast. You can then edit quantities as appropriate.
See Also
Setting Up Manufacturing
Manufacturing
Inventory
Purchasing
Design Details: Supply Planning
Setup Best Practices: Supply Planning
Working with Business Central
Create Production Orders from Sales Orders
5/28/2021 • 2 minutes to read • Edit Online
You can create production orders for produced items directly from sales orders.
NOTE
Demand lines in the created production order that have Prod. Order in their Replenishment System field represent
underlying production orders. After you have generated these production orders, remember to identify any unfulfilled
component demand for them using the Order Planning page or the Replan function from created orders.
Order type
You can choose between two ways to create the production orders as outlined in the following table.
O P T IO N DESC RIP T IO N
Item Order One production order is created for each needed production
order that is represented by a line in the Sales Order
Planning window.
Project Order One production order is created for all needed production
orders order that are represented by lines in the Sales
Order Planning window.
When you use project orders, the Source Type field of the production order contains Sales Header and the
order has multiple lines, one for each sales line item that must be produced.
See Also
Setting Up Manufacturing
Manufacturing
Inventory
Purchasing
Design Details: Supply Planning
Setup Best Practices: Supply Planning
Working with Business Central
Plan for New Demand Order by Order
6/8/2021 • 6 minutes to read • Edit Online
This planning task can be performed on the Order Planning page, which displays all new demand along with
availability information and suggestions for supply. It provides the visibility and tools needed to effectively plan
demand from sales lines and component lines and then create different types of supply orders directly.
You can enter the Order Planning page in two ways depending on your focus: From an order that you want to
plan for specifically or in batch mode because you want to plan for all and any new demand.
O P T IO N DESC RIP T IO N
Qty. on Other Locations Shows if the item exists on another location. You can
then look up and select it.
Substitutes Exist Shows if a substitute item is created for the item. You can
then look up and select it. Note that this feature only
applies to components, that is, from demand lines of
type Production .
Quantity Available Shows the total availability of the item, that is, the
Projected Available Balance.
Earliest Date Available Shows the arrival date of an inbound supply order that
can cover the needed quantity on a date later than the
demand date.
5. In the Replenishment System field, select which type of supply order to create.
The default value is that of the item card, or SKU card, but you can change it to one of three options:
O P T IO N DESC RIP T IO N
In the Supply From field you must select a value according to the selected replenishment system.
NOTE
If the field is not filled in, the system will display an error message when you use the Make Supply Order
function, and no supply order will be created for the planning line in question. This, however, is not the case if the
replenishment system is Prod. Order .
6. From the Supply From field, you can look up in the relevant list and select where the supply should
come from:
If replenishment system is Purchase , the look-up button in this field looks up on the Item Vendor
Catalog page.
If replenishment system is Transfer , the look-up button in this field looks up on the Location List
page.
In case the item exists in another location, the Qty. on Other Location field at the bottom shows a value
and you can then look up and select the location from which the item should be supplied when you make
the transfer order.
If a substitute exists for the demanded item, the Substitute Exists field is set to Yes , and you can then
look up to the Item Substitution Entries page and select the substitute.
7. Select the Reser ve check box if you want to make a reservation between the supply order you are
creating and the demand line that it is created for. It is empty by default.
NOTE
You can only select this check box if the item has Optional or Always in the Reser ve field on its item card.
8. In the Qty. to Order field, you can enter the quantity that will go on the supply order you are creating.
The default value is the same quantity as that in the Needed Quantity field. But you may decide to order
more or less than this quantity based on your knowledge of the demand situation. If, for example, you see
on the Order Planning page that several unrelated demand lines are for the same purchased item, and
they are due around the same date, you can consolidate these by entering the total needed quantity in
the Qty. to Order field of one line, and then delete the other, obsolete planning lines for that item.
9. In the Due Date and Order Date fields, you can enter the dates that should apply to the created supply
orders.
These two fields are interrelated according to the Default Safety Lead Time field, which can be found
on the Manufacturing Setup page. By default, the due date is the same as the demand date, but you
can change this as you like.
NOTE
If you enter a date later than the demand date, you will receive a warning message.
O P T IO N DESC RIP T IO N
The Active Line Make a supply order only for the line where the cursor is
placed.
The Active Order Make supply orders for all lines in the order where the
cursor is placed.
All Lines Make supply orders for all lines on the Order Planning
page.
5. On the Options FastTab, define what kind of supply orders, or requisition worksheet lines, should be
made.
NOTE
The settings you last made on the Make Supply Orders page will be saved under your user ID so that they are
the same the next time you use the page.
6. Choose the OK button to make the suggested supply orders or requisition worksheet lines.
You have now planned for the unfulfilled demand by making respective supply orders. Details about specific
work flows when using the Order Planning page would depend on a company’s internal policies.
When you have finished your planning work on the Order Planning page, for example defined an alternative
way to supply the quantity, you can proceed to create supply orders for one or more of the planning lines.
NOTE
The supply orders you create may introduce new dependent demand, for example for underlying production orders, and
you should therefore choose Calculate Plan again to find and resolve this before moving down the list.
See Also
Planning
Setting Up Manufacturing
Manufacturing
Inventory
Purchasing
Design Details: Supply Planning
Setup Best Practices: Supply Planning
Working with Business Central
Run Full Planning, MPS or MRP
4/1/2021 • 10 minutes to read • Edit Online
The terms "running the planning worksheet" or "running MRP" refer to the calculation of the master production
schedule and material requirements based on actual and forecasted demand. The planning system can calculate
either Master Planning Schedule (MPS) or Material Requirements Planning (MRP) on request, or it can calculate
both at the same time.
MPS is the calculation of a master production schedule based on actual demand and the demand forecast.
The MPS calculation is used for end items that have a forecast or a sales order line. These items are called
MPS items and are identified dynamically when the calculation starts.
MRP is the calculation of material requirements based on actual demand for components and the demand
forecast on the component level. MRP is calculated only for items that are not MPS items. The purpose of
MRP is to provide time-phased formal plans, by item, to supply the appropriate item, at the appropriate time,
in the appropriate location, in the appropriate quantity.
The planning algorithms used for both MPS and MRP are identical. The planning algorithms pertain to netting,
reuse of existing replenishment orders, and action messages. The planning system process examines what is
needed or will be needed (demand) and what is on-hand or expected (supply). When these quantities are netted
against each other, Business Central provides action messages. Action messages are suggestions to create a new
order, change an order (quantity or date), or cancel an order already on order. The term "order" includes
purchase orders, assembly orders, production orders, and transfer orders.
Links created by the planning engine between demand and its related supply can be tracked on the Order
Tracking page. For more information, see Track Relations Between Demand and Supply.
Proper planning results depend on the set up done on item cards, assembly BOMs, production BOMs, and
routings.
Ending Date This is the ending date of the planning horizon. Neither
demand nor supply is considered after this date. If the
reorder cycle for an item extends beyond the ending
date, the effective planning horizon for that item is equal
to the order date + reorder cycle.
Stop and Show First Error Select if you want the planning run to stop as soon as it
encounters an error. At the same time, a message is
displayed with information about the first error. If an
error exists, only the successful planning lines made
before the error was encountered will be presented in
the planning worksheet. If you do not select this field,
the Calculate Plan batch job will continue until it has
completed, that is, errors will not interrupt the batch job.
If one or more errors exist, a message will display after
completion with information about how many items are
affected. The Planning Error Log page will then open
to provide more details about the error and links to the
affected item cards.
Exclude Forecast Before Define how much of the selected forecast to include in
the planning run by entering a date before which
forecast demand is not included, thus allowing you to
exclude old information.
4. On the Item FastTab, set filters to run the planning based on item, item description, or location.
5. Choose the OK button. The batch job runs and then the planning worksheet is populated with the
planning lines.
Production Order Specify how you want to create production orders. You
can do this directly from the planning line proposals. You
can create either planned or firm planned production
orders.
Assembly Order Specify how you want to create assembly orders. You can
do this directly from the planning line proposals.
F IEL D DESC RIP T IO N
Purchase Order Specify how you want to create purchase orders. You can
do this directly from the planning line proposals.
Transfer Order Specify how you want to create transfer orders. You can
do this directly from the planning line proposals.
Stop and Show First Error Select if you want the Carr y Out Action Msg. - Plan.
batch job to stop as soon as it encounters an error. At
the same time, a message is displayed with information
about the firsterror. If an error exists, only the planning
lines processed before the error was encountered will
create supply orders.
3. On the Planning Line FastTab, you can set filters to limit the perform action messages.
4. Choose the OK button.
The batch job deletes the lines in the planning worksheet after it has performed the action message. The other
lines remain in the planning worksheet until they are either accepted at a later date or else deleted. You can also
delete the lines manually.
Action Messages
Action messages are issued by the order tracking system when balance is unattainable in the existing order
network. They can be viewed as a suggestion for you to process changes that reestablish equilibrium between
supply and demand.
The generation of action messages occurs one level at a time, for each item's low-level code. This makes sure
that all items that experience or will experience changes in supply or demand are considered.
To avoid small, superfluous, or unimportant action messages, the user can establish dampeners, which serve to
restrict the generation of action messages to only those changes that exceed the defined quantity or number of
days.
After you have reviewed the action messages and determined whether to accept some or all of the suggested
changes, select the Accept Action Message field, and then you are ready to update the schedules accordingly.
NOTE
An action message is a suggestion to create a new order, cancel an order, or change the quantity or date of an order. An
order is a purchase order, transfer order, or production order.
In response to any supply/demand imbalances, the following action messages are generated.
A C T IO N M ESSA GE DESC RIP T IO N
Resch. & Chg. Qty. If both the dates and quantities of an order have been
modified, you must change plans with regard to both
circumstances. Action messaging gathers both actions in one
message, Resched. and Chg. Qty. , to ensure that the
order network returns to balance.
See Also
Planning
Setting Up Manufacturing
Manufacturing
Inventory
Purchasing
Design Details: Supply Planning
Setup Best Practices: Supply Planning
Working with Business Central
Replan or Refresh Production Orders Directly
4/1/2021 • 3 minutes to read • Edit Online
The Replan function on production orders is typically used after you have added or changed components that
constitute underlying production orders. The function calculates changes made to components and routings
lines, and it includes items on lower production BOM levels for which it may generate new production orders.
Based on the changes you have made to the components and routing lines, the Replan function calculates and
plans for any new demand for the production order.
The Refresh function on production orders is typically used after you have done one of the following:
Created a production order header manually to calculate and create line data for the first time.
Made changes to the production order header to recalculate all the line data.
The Refresh function calculates changes made to a production order header and does not involve production
BOM levels. The function calculates and initiates the values of the component lines and routing lines based on
the master data defined in the assigned production BOM and routing, according to the order quantity and due
date on the production order’s header.
You can either insert the production order lines manually or use the function that calculates the production
order lines from the header.
NOTE
If you use the Refresh function to recalculate production order lines, the old production order lines are deleted and new
lines are calculated.
O P T IO N DESC RIP T IO N
7. In the Plan field, select whether to calculate production requirements for produced items on the
production BOM, as follows.
O P T IO N DESC RIP T IO N
8. Select One Level , and choose the OK button to replan the production order, and calculate and create a
new underlying production order for the introduced subassembly, if it is not fully available.
NOTE
Changes implemented with the Replan function are very likely to change the capacity need of the production order and
you may therefore have to reschedule operations afterwards.
O P T IO N DESC RIP T IO N
5. Choose the OK button to confirm your selection. Now the production order lines are calculated.
NOTE
Calculating production order components deletes previous changes in the components.
See Also
Planning
Setting Up Manufacturing
Manufacturing
Inventory
Purchasing
Design Details: Supply Planning
Setup Best Practices: Supply Planning
Working with Business Central
Track Relations Between Demand and Supply
4/1/2021 • 2 minutes to read • Edit Online
From any supply or demand document in the so-called order network, you can track the order demand (tracked
quantity), forecast, blanket sales order, or planning parameter (untracked quantity) that has given rise to the
planning line in question.
The planning worksheets also offers supporting planning information about non-order entities to help the
planner obtain an optimal supply plan. For more information, see Untracked Planning Elements.
See Also
Planning
Setting Up Manufacturing
Manufacturing
Inventory
Purchasing
Design Details: Reservation, Tracking, and Action Messaging
Design Details: Supply Planning
Setup Best Practices: Supply Planning
Working with Business Central
Assembly Management
6/8/2021 • 3 minutes to read • Edit Online
To support companies that supply products to their customers by combining components in simple processes
without the need of manufacturing functionality, Business Central includes features to assemble items that
integrate with existing features, such as sales, planning, reservations, and warehousing.
An assembly item is defined as a sellable item that contains an assembly BOM. For more information, see Work
with Bills of Material.
Assembly orders are internal orders, just like production orders, that are used to manage the assembly process
and to connect the sales requirements with the involved warehouse activities. Assembly orders differ from other
order types because they involve both output and consumption when posting. The assembly order header
behaves similarly to an output journal line, and the assembly order lines behave similarly to consumption
journal lines.
To support a just-in-time inventory strategy and the ability to customize products to customer requests,
assembly orders may be automatically created and linked as soon as the sales order line is created. The link
between the sales demand and the assembly supply enables sales order processors to customize the assembly
item on the fly, promise delivery dates according to component availability, and to post output and shipment of
the assembled item directly from their sales order interface. For more information, see Sell Items Assembled to
Order.
On one sales order line, you can sell a quantity that is available and must be picked from stock together with a
quantity that must be assembled to the order. Certain rules exist to govern the distribution of such quantities to
ensure that assemble-to-order quantities take priority over inventory quantities in partial shipping. For more
information, see the "Combination Scenarios" section in Understanding Assemble to Order and Assemble to
Stock.
Special functionality exists to govern the shipping of assemble-to-order quantities. When an assemble-to-order
quantity is ready to be shipped, the warehouse worker in charge posts an inventory pick for the sales order
line(s) in question. This, in turn, creates an inventory movement for the components, posts the assembly output,
and the sales order shipment. For more information, see the "Handling Assemble-to-Order Items in Inventory
Picks" section in Pick Items with Inventory Picks.
The following table describes a sequence of tasks, with links to the topics that describe them.
TO SEE
Learn about the difference between assembling items right Understanding Assemble to Order and Assemble to Stock
before shipping sales orders and assembling items that are
intended for storage.
Fill in fields on location cards and in inventory setup to Set Up Basic Warehouses with Operations Areas
define how items flow to and from the assembly
department.
Sell assembly items that are not currently available by Sell Items Assembled to Order
creating a linked assembly order to supply the full or partial
sales order quantity.
When some assemble-to-order items are already in Sell Inventory Items in Assemble-to-Order Flows
inventory, deduct that quantity from the assembly order and
reserve it from inventory.
When you are selling assembly items from inventory and all Sell Assemble-to-Order Items and Inventory Items Together
items are not available, initiate an assembly order to
automatically supply a part or all of the sales order quantity.
Make customized assembly items for blanket sales orders Create Blanket Assembly Orders
before periodically making the actual sales orders according
to the blanket order agreement.
Undo a posted assembly order, for example because the Undo Assembly Posting
order was posted with mistakes that must be corrected.
Learn about the difference between assembly BOMs and Work with Bills of Material
production BOMs and the involved processing differences.
Learn how assembly consumption and output are handled Design Details: Assembly Order Posting
when you post assembly orders and how the derived item
and resource costs are processed and distributed to the
general ledger.
Assembly reporting in Business Central allows production and business professionals to get insights and
statistics about current and past assembly activities.
Reports
The following table describes some of the key reports in assembly reporting.
Item – Able to Make (Time) 5871 Shows how five different key
availability figures change over time for
a BOM item. These figures change
according to expected supply and
demand events and to supply that is
based on available components that
can be assembled or produced.
You can use the report to see whether
you can fulfill a sales order for an item
on a specified date by looking at its
current availability in combination with
the potential quantities that its
components can supply if an assembly
order were started. The report shows
you when and how many units of an
assembly and production item you can
make based on component availability
and the item’s current availability. This
is shown as the total quantity.
The information is shown in a graph
where each availability figure is a line
that progresses along the timeline and
moves up and down as quantities
change. The quantity figures come
from the same engine that provides
information to the Item Availability
by BOM Level window.
REP O RT O B JEC T ID DESC RIP T IO N
BOM – Raw Materials 810 This report can give you an overview
about the needed components, both
for assembly and for production. You
will see the inventory, base unit of
measure, the main vendor if the
vendor no. is written in the item card
itself, and the lead time calculation.
Assembly BOM - End Items 812 Shows a list of items or BOMs that are
not components of BOMs. Note : This
report is not restricted to BOM only,
so remember to set filter in the
Assembly BOM field or the
Replenishment System fields
Assemble to order – Sales 915 Shows key sales figures for assembly
component items that can be sold
both as part of an assembly in
assemble-to-order sales and as a
separate item directly from inventory.
Use this report to analyze the quantity,
cost, sales, and profit figures of
assembly components to support your
decisions, such as whether to price a
kit differently or to stop or start using
a particular item in assemblies.
The In Assembly row shows sales
figures for the total quantity that is
sold as part of an assembly item. The
specific assembly item sales that sum
up to this total are shown if you select
the Show Assembly Details field.
The focus is on the assembly
components, but the figures are
calculated from the profit margin of
their parent, the assembly item.
Accordingly, the sales amount of each
component is calculated from its own
cost and the profit margin of its parent
in the following formula.
The report shows information for
items that meet one or both of the
following criteria:
- Exist in the assembly BOM of an item
that uses the Assemble-to-Order
assembly policy.
- Has been sold as part of assemble-
to-order sale.
Tasks
The following articles describe some of the key tasks for analyzing the state of your business:
View the Availability of Items
See also
Assembly Management
Work with Bills of Material
Understanding Assemble to Order and Assemble to
Stock
4/1/2021 • 5 minutes to read • Edit Online
Assemble to Order
You typically use assemble to order for items that you do not want to stock because you expect to customize
them to customer requests or because you want to minimize the inventory carrying cost. The supporting
functionality includes:
Ability to customize assembly items when taking a sales order.
Overview of availability of the assembly item and its components.
Ability to reserve assembly components immediately to guarantee order fulfillment.
Function to determine profitability of the customized order by rolling up price and cost.
Integration to the warehouse to make assembly and shipping easier.
Ability to assemble to order at the point of making a sales quote or a blanket sales order.
Ability to combine inventory quantities with assemble-to-order quantities.
In the assemble-to-order process, the item is assembled in response to a sales order and with a one-to-one link
between the assembly order and the sales order.
When you enter an assemble-to-order item on a sales line, an assembly order is automatically created with a
header that is based on the sales line and with lines that are based on the item's assembly BOM multiplied by
the order quantity. You can use the Assemble-to-Order Lines page to see the linked assembly order lines to
support you in customizing the assembly item and in a delivery date that is based on component availability
information. For more information, see Sell Items Assembled to Order.
NOTE
Although it is not part of the default process, you can sell inventory quantities with the assemble-to-order quantities. For
more information, see Sell Inventory Items in Assemble-to-Order Flows.
To enable this process, the Assembly Policy field on the item card must be Assemble-to-Order .
Assemble to Stock
You typically use assemble to stock for items that you want to assemble ahead of sales, such as to prepare for a
kit campaign, and keep in stock until they are ordered. These items are usually standard items such as packaged
kits that you do not offer to customize to customer requests.
In the assemble-to-stock process, the item is assembled without an immediate sales demand and is stocked in
the warehouse as an inventory item for later sale or consumption as a subassembly. For more information, see
Assemble Items. From this point, the item is picked and processed as a single item and is treated like a finished
production item.
When you enter an assemble-to-stock item on a sales line, the line like any other item sold from inventory. For
example, availability is checked for the assembly item only.
NOTE
Although it is not part of the default process, you can assemble an item to order even if it is set up to be assembled to
stock. For more information, see Sell Assemble-to-Order Items and Inventory Items Together.
To enable this process, the Assembly Policy field on the item card must be Assemble-to-Stock .
Combination Scenarios
A general principle in Assembly Management is that when combined on a sales order line, assemble-to-order
quantities must be shipped before inventory quantities.
If an assembly order is linked to a sales order line, then the value in the Qty. to Assemble to Order field on
the sales order line is copied to the Quantity to Assemble field, via the Quantity field on the assembly order
header. For more information, see Sell Items Assembled to Order.
In addition, the value in the Quantity to Assemble field is related to the Qty. to Ship field on the sales order
line, and this relation manages the shipping of assemble-to-order quantities, both partially and completely. This
is true both when the full sales line quantity is assembled to order and in combination scenarios where one part
of the sales line quantity is assembled to order and another part is shipped from inventory. However, in the
combination scenario, you have additional flexibility when shipping partially in that you can modify the
Quantity to Assemble field, within predefined rules, to specify how many units to ship partially from
inventory and how many to ship partially by assembling to order.
If the full sales line quantity must be assembled to order and shipped, then the value in the Qty. to Ship field is
copied to Quantity to Assemble field on the linked assembly order when you change the quantity to ship. This
ensures that the quantity being shipped is fully supplied by the assemble-to-order quantity.
However, in combination scenarios, the full value in the Qty. to Ship is not copied to the Quantity to
Assemble field on the assembly order header. Instead, a default value is inserted in the Quantity to Assemble
field that is calculated from the Qty. to Ship field according to a predefined rule that ensures shipment of
assemble-to-order quantities first.
If you want to deviate from this default, for example because you only want to assemble more or less of the
quantity in the Qty. to Ship field, then you can modify the Quantity to Assemble field, but only within
predefined rules, as illustrated below.
An example of why you would want to modify the quantity to assemble is that you want to partially post
shipment of inventory quantities before the assembly output can be shipped.
The following table explains the rules that define the minimum and maximum values that you can enter in the
Quantity to Assemble field to deviate from the default value in a combination scenario. The table shows a
combination scenario where the Qty. to Ship field on the linked sales order line is changed from 7 to 4, and the
Quantity to Assemble is therefore defaulted to 4.
SA L ES A SSEM B L
O RDER Y O RDER
- L IN E H EA DER
Initial 10 7 7 0 7 7 0 7
Change 4 4
(inserted
by
default)
Based on the above situation, you can only modify the Quantity to Assemble field as follows:
The minimum quantity that you can enter is 1. This is because you must at least assemble one unit to be able
to sell the four units, assuming that the remaining three are available in the inventory.
The maximum quantity that you can enter is 4. This is to ensure that you do not assemble more of this
assemble-to-order item than what is needed on the sale.
See Also
Assembly Management
Work with Bills of Material
Inventory
Design Details: Warehouse Management
Working with Business Central
Quote an Assemble-to-Order Sale
4/1/2021 • 2 minutes to read • Edit Online
You can use assembly management to customize an assembly item to a customer’s request during the sales
process. For more information, see Sell Items Assembled to Order.
As when you sell any other type of item, you can also create a sales quote for a customized assembly item
before converting it to a sales order. This process involves several extra steps when you compare it to creating a
regular sales quote, and it uses a variation of a linked assembly order, which is an assembly quote.
NOTE
Like all types of quotes, the quantities on assembly quotes are not used in availability, planning, or reservations.
NOTE
You should not quote a partial quantity. Therefore, you must enter the same quantity that you entered in the
Quantity field on the sales quote line.
4. On the Lines FastTab, choose Line , choose Assemble to Order , and then choose Assemble-to-Order
Lines . Alternatively, choose the Qty. to Assemble to Order field on the line.
5. On the Assemble-to-Order Lines page, review or modify the assembly order lines according to the
quote that the customer is requesting. If you want to view more information, choose the Show
Document action to open the complete blanket quote order. You cannot change the contents of most
fields, and you cannot post.
6. When you have adjusted the assembly order lines according to the quote, close the Assemble-to-Order
Lines page to return to the Sales Quote page.
7. If the customer accepts the quote, then create a sales order for the quoted assembly item. For more
information, see Make Sales Quotes. The linked assembly quote and any customizations are linked to that
new sales order to prepare for assembly of the item or items to be sold.
See Also
Assembly Management
Work with Bills of Material
Inventory
Design Details: Warehouse Management
Working with Business Central
Assemble Items
4/1/2021 • 4 minutes to read • Edit Online
If the Replenishment System field on the item card contains Assembly , then the default method of supplying
the item is to assemble it from defined components and potentially by a defined resource.
The components and resources that go into this kind of an assembly item must be defined in an assembly BOM.
For more information, see Work with Bills of Material.
Assembly items can be set up for two different assembly processes:
Assemble to stock.
Assemble to order.
You typically use Assemble to Stock for items that you want to assemble ahead of sales, such as to prepare for
a kit campaign, and keep in stock until they are ordered. These items are usually standard items such as
packaged kits that you do not offer to customize to customer requests.
You typically use Assemble to Order for items that you do not want to stock because you expect to customize
them to customer requests or because you want to minimize the inventory carrying cost by supplying them just
in time. For more information, see Sell Items Assembled to Order.
For more information about how to set up an assembly item, see Understanding Assemble to Order and
Assemble to Stock.
These setup options are default settings that manage how sales and assembly order lines are initially processed.
You can depart from these defaults and supply the assembly item in the most optimal way when processing a
sale. For more information, see Sell Inventory Items in Assemble-to-Order Flows and Sell Assemble-to-Order
Items and Inventory Items Together.
NOTE
Assembly components are handled in a special way in basic warehouse configurations. For more information, see the
“Handling Assemble-to-Order Items in Inventory Picks” section in Pick Items with Inventory Picks.
In this procedure, you create and process an assembly order for items that are assembled to stock, which means
without a linked sales order. The steps include initiating the assembly order, handling potential component
availability issues, and partially posting assembly item output.
To assemble an item
1. Choose the icon, enter Assembly Orders , and then choose the related link.
2. Choose the New action. The New Assembly Order page opens.
3. Fill in the fields as necessary. Hover over a field to read a short description.
4. In the Item No. field, select the assembly item that you want to process. The field is filtered to show only
items that are set up for assembly, which means that they have assembly BOMs assigned.
5. In the Quantity field, enter how many units of the item that you want assembled.
NOTE
If one or more components are not available to fulfill the entered assembly item quantity on the defined due date,
then the Assembly Availability page automatically opens to provide detailed information about how many
assembly items can be assembled based on component availability. For more information, see View the Availability
of Items. When you close the page, the assembly order is created with availability alerts on the affected
component lines.
The assembly order lines are automatically filled with the contents of the assembly BOM and with line
quantities according to the assembly order header.
NOTE
If the Assembly Availability page opened when you filled in the assembly order header, then each affected
assembly order line contains a Yes in the Avail. Warning field with a link to detailed availability information. For
more information, see Check Availability. You can resolve a component availability issue by postponing the
starting date, replacing the component with another item, or selecting an available substitution if one is defined.
6. In the Quantity to Assemble field, enter how many units of the assembly item that you want to post as
output the next time that you post the assembly order. This quantity can be lower than the value in the
Quantity field to reflect a partial output posting.
NOTE
To make sure that component consumption posting matches the assembly item output posting, the quantity
fields in the assembly order lines automatically adjust to the value that you enter in the Quantity to Assemble
field.
7. On assembly order lines of type Item or Resource , in the Quantity to Consume field, specify how
many units you want to post as consumed the next time that you post the assembly order.
8. When you are ready to partially or fully post, choose the Post action.
NOTE
If warnings are still present in any of the assembly order lines, then the posting is blocked. A message about which
component or components are not in inventory is displayed.
After posting succeeds, the assembly item is posted as output to the location code and potential bin code that
are defined on the assembly order. For manually created assembly orders, the location may be copied from the
Default Location for Orders setup field. For assemble-to-order flows, the location code may be copied from
the sales order line.
See Also
Assembly Management
Work with Bills of Material
Inventory
Design Details: Warehouse Management
Working with Business Central
Sell Items Assembled to Order
4/1/2021 • 3 minutes to read • Edit Online
If the Assembly Policy field on the item card of an assembly item is Assemble-to-Order , then the item is not
expected to be in inventory, and it must be assembled specifically to a sales order. When you enter the item on a
sales order line, then an assembly order is automatically created and linked to the sales order.
NOTE
If some assemble-to-order items are already in inventory, then you can deduct that quantity from the assembly order
and reserve it from inventory. For more information, see Sell Inventory Items in Assemble-to-Order Flows.
In this procedure, you process the sale of an item that will be assembled according to specifications that are
requested by the customer. The steps include initiating the sales order line, customizing the assembly item by
editing its components and resources, checking availability to establish a delivery date, and releasing the sales
order to be assembled and immediately shipped.
NOTE
The following procedure does not include the standard sales order steps before the step where you enter the assemble-
to-order item on a sales order line.
NOTE
If one or more components of the requested assembly item quantity are not available, then a detailed availability
warning page opens. For more information, see Assembly Availability.
An assembly order is now automatically created and linked to the sales order line. The due date of this
assembly order is synchronized with the shipment date of the sales order line.
The quantity to sell is copied to the Qty. to Assemble to Order field, which indicates that the item
setup expects the full quantity on the sales line to be assembled to the order. You can decrease the
quantity to assemble to order, such as if you know that some items are already available. For more
information, see Sell Inventory Items in Assemble-to-Order Flows.
6. To reflect that the customer wants an additional item in a kit, on the Lines FastTab, choose the Line
action, choose the Assemble to Order action, and then choose the Assemble-to-Order Lines action
to view and change the standard assembly components. Alternatively, choose the Qty. to Assemble to
Order field.
7. On the Assemble-to-Order Lines page, create a new line of type Item for the requested additional kit
content. The line represents an additional assembly component.
You could also customize the order by increasing the quantity of one standard item in the kit. You can do
this by increasing the value in the Quantity Per field on the specific assembly order line.
NOTE
The Assemble-to-Order Lines page only contains the basic fields that a salesperson is expected to use to
customize the component list, add item tracking numbers, or to solve component availability issues. To see more
assembly order information, such as the assembly order starting date, choose the Show Documents action. This
opens a full view of the assembly order that is linked to the sales order line. You cannot change the contents of
most fields on the assembly order header, and you cannot post assembly output from it because you must use
shipment posting of the sales order line.
On the header of linked assembly orders, only the Star ting Date field can be changed to enable assembly
workers to specify a date that is earlier than the due date when they will start the process. All fields on the lines of
the linked assembly order can be changed so that warehouse workers can enter consumption figures during the
process.
8. Review or react to component availability issues. For example, select an available substitute item or
establish a later due date.
9. Close the Assemble-to-Order Lines page. The linked assembly order is now ready to start to assemble
the customized items by the due date.
10. On the sales order, choose the Release action to notify the assembly department that the assembly
process can start.
11. In the assembly department, perform the steps of assembling the items that are sold in this procedure.
For more information, see Assemble Items.
See Also
Assembly Management
Work with Bills of Material
Inventory
Design Details: Warehouse Management
Working with Business Central
Sell Inventory Items in Assemble-to-Order Flows
4/1/2021 • 3 minutes to read • Edit Online
If the Assembly Policy field on the item card of an assembly item contains Assemble-to-Order , then the
default sales order process assumes that the item is not in inventory and must be assembled for that specific
sales order. Therefore, a linked assembly order is automatically created when you add the item to a sales order
line. For more information, see Sell Items Assembled to Order. However, if a part of the sales order quantity is
already available in inventory, then you can decrease the assembly order quantity by changing the Qty. to
Assemble to Order field on the sales order line.
This scenario is rare because assemble-to-order items are expected to always be customized, and the chance
that they are in inventory in the configuration that is requested by another customer is low. However, if a
company does have assemble-to-order quantities in inventory because of returns or order cancellations, then
these quantities should be picked and sold before new ones are assembled.
NOTE
No functionality exists on sales orders that automatically alerts or helps you deduct assembly order quantities that are
already available. Instead, you must monitor availability information, such as in the Sales Line Details FactBox.
Similar functionality is available when you are selling assembly items from inventory and a part or all of the
quantity is unavailable and can be supplied by an assembly order. For more information, see Sell Assemble-to-
Order Items and Inventory Items Together.
NOTE
Certain rules apply to the Qty. to Ship field on sales order lines that contain a combination of assemble-to-order
quantities and inventory quantities. For more information, see the Combination Scenarios section in Understanding
Assemble to Order and Assemble to Stock.
In this procedure, you replace assemble-to-order quantities with inventory quantities on a sales order line. The
steps include detecting that availability exists, deducting that quantity from the linked assembly order, and then
reserving the inventory quantity to make sure that it is picked and shipped for the order.
The Bin Code field on the sales order may be prefilled according to the Assemble-to-Order Shpt. Bin Code
or the From-Assembly Bin Code field on the location card. In that case, the Bin Code field on the sales order
line may be incorrect in this combination of assemble-to-order and assemble-to-stock quantities. It is a good
idea to look in the Bin Code field and ensure that the placement works for all quantities. Alternatively, enter the
two different quantities on separate sales order lines.
See Also
Assembly Management
Reserve Items
Work with Bills of Material
Inventory
Design Details: Warehouse Management
Working with Business Central
Sell Assemble-to-Order Items and Inventory Items
Together
4/1/2021 • 2 minutes to read • Edit Online
If the Assembly Policy field on the item card of an assembly item contains Assemble-to-Stock , then the
default sales order process assumes that the item is already assembled and can be picked from inventory, if it is
available. Therefore, no assembly order is automatically created and linked to the sales order line. However, if a
part (or all) of the quantity is not available, then you have the flexibility to create an assembly order for the
remaining quantity by filling in the Qty. to Assemble to Order field on the sales order line. In this manner,
you can assemble the item to order although it is set up to be assembled to stock by default.
Similar flexibility exists when you are selling items to be assembled to the order and a part of the quantity is in
inventory, which you want to deduct from the assembly order. For more information, see Sell Inventory Items in
Assemble-to-Order Flows.
NOTE
Certain rules apply to the Qty. to Ship field on sales order lines that contain a combination of assemble-to-order
quantities and inventory quantities. For more information, see the Combination Scenarios section in Understanding
Assemble to Order and Assemble to Stock.
NOTE
The following procedure does not include the standard sales order steps that you need to follow before you create an
assembly order for unavailable quantities.
The Bin Code field on the sales order may be prefilled according to the Assemble-to-Order Shpt. Bin Code
field or the From-Assembly Bin Code field on the location card. In that case, the Bin Code field on the sales
order line may be incorrect in this combination of assemble-to-order and assemble-to-stock quantities. It is a
good idea to examine the Bin Code field and make sure that the placement works for all quantities.
Alternatively, enter the two different quantities on separate sales order lines.
See Also
Assembly Management
Work with Bills of Material
Inventory
Design Details: Warehouse Management
Working with Business Central
Create Blanket Assembly Orders
4/1/2021 • 2 minutes to read • Edit Online
You can use assembly management to customize an assembly item to a customer’s request during the sales
process. For more information, see Sell Items Assembled to Order.
As with any other type of item, you can also create blanket sales orders for customized assembly items before
periodically making the actual sales orders according to the blanket order agreement. This process involves
several extra steps when you compare it to creating a regular blanket sales order, and it uses a variation of a
linked assembly order, which is a blanket assembly order.
NOTE
Like all blanket orders, quantities on assembly blanket orders are only forecasts and are not operational until they are
converted to actual assembly orders. Therefore, order functionality, such as availability calculation, reservation, and item
tracking, is not active on blanket assembly orders.
NOTE
You should not create blanket order agreements for a partial quantity. Therefore, you must enter the same
quantity that you entered in the Quantity field on the blanket sales order line.
4. Choose the Assemble to Order action, and then choose the Assemble-to-Order Lines action.
Alternatively, choose the Qty. to Assemble to Order) field on the line.
5. On the Assemble-to-Order Lines page, review or modify the assembly order lines according to the
blanket order agreement that you have made with the customer. If you want to view more information,
choose the Show Document action to open the complete blanket assembly order. You cannot change
the contents of most fields, and you cannot post.
6. When you have adjusted the assembly order lines according to the blanket order agreement, close the
Assemble-to-Order Lines page to return to the Blanket Sales Order page.
7. When the customer requests to create a sales order based on the agreed blanket sales order, create a
sales order for the agreed assembly item or items. For more information, see Create Blanket Sales
Orders.
The linked blanket assembly order and any customizations are linked to that new sales order to prepare for
assembly of the item or items to be sold.
See Also
Create Blanket Sales Orders
Assembly Management
Work with Bills of Material
Inventory
Design Details: Warehouse Management
Working with Business Central
Undo Assembly Posting
4/1/2021 • 3 minutes to read • Edit Online
Sometimes you may need to undo a posted assembly order, for example when the order was posted with
mistakes that must be corrected, or because it should not have been posted in the first place and must be rolled
back.
When you undo a posted assembly order, a set of corrective item ledger entries is created to reverse the original
entries. Each positive output entry for the assembly item is reversed by a negative output entry. Each negative
consumption entry for an assembly component is reversed by a positive consumption entry. Fixed cost
application is automatically created between the corrective and original entries to ensure exact cost reversal.
When you undo a fully posted assembly order, then you can choose to recreate the assembly order to its
original state, for example to make corrections before reposting it. Alternatively, you can choose to not recreate
the assembly order.
When you undo a partially posted assembly order, then all affected quantity fields, such as the Assembled
Quantity , Consumed Quantity , and Remaining Quantity fields are restored to the values they had before
the posting in question.
To recreate or restore assembly orders, the following conditions must apply to the assembly item that was
output in the original posting:
It must still be in inventory, that is, it is not sold or otherwise consumed by outbound transactions.
It must not be reserved.
It must exist in the bin that it was output to.
In addition, existing assembly orders can only be restored if the number of lines and the sequence of lines on
the original assembly order are not changed.
TIP
To solve conflicts due to line changes, you can manually revert the changes on the lines in question before undoing the
related posted assembly order. Alternatively, you can post the assembly order fully and then select to recreate it when
undoing the posting.
The following procedure describes how to undo posted assembly orders where the items were assembled to
stock. If you want to undo posted assembly orders where the items were assembled to a sales order, then you
must use the Undo Shipment function on the posted shipment that relates to the posted assembly order. For
more information, see Reverse Journal Postings and Undo Receipts/Shipments. The undoing of the posted
assembly order then happens automatically in the same way as described in this topic.
NOTE
To restore quantities from multiple partial postings in an assembly order, you must undo all the posted assembly orders in
question by following steps 1 through 3 above for each posted assembly order.
See Also
Assembly Management
Reverse Journal Postings and Undo Receipts/Shipments
Process Sales Returns or Cancellations
Work with Bills of Material
Inventory
Design Details: Warehouse Management
Working with Business Central
Work with Bills of Material
4/1/2021 • 6 minutes to read • Edit Online
You use bills of materials (BOMs) to structure parent items that must be assembled or produced by resources or
machine centers from components. An assembly BOM can also be used to sell a parent item as a kit consisting
of its components.
When you have used the Explode BOM function, you cannot easily undo it. You must delete the sales order
lines representing the components and then reenter a sales order line for the assembly item.
The following procedure is based on a sales invoice. The same steps apply to other sales documents and to all
purchase documents.
1. Choose the icon, enter Sales Invoices , and then choose the related link.
2. Open a sales invoice that contains a line for an assembly item.
3. Choose the line for an assembly item, and then Explode BOM line action.
All fields on the sales invoice line for the assembly item are cleared except for the Item and Description fields.
Complete sales invoice lines are inserted for the components and possible resources that comprise the
assembly item.
NOTE
The Picking List by Order report is also changed to show the components only. This means that a warehouse worker
picking the parent item, the assembly item, will not see it in the picking list. For more information, see Print the Picking
List.
NOTE
To calculate the unit cost of an assembly or production BOM, the parent item and its component items must use the
Standard costing method. Any resources in the BOM are rolled up if they have a unit cost that is defined on the resource
card.
1. In the top right corner, choose the Search for Page or Repor t icon, enter Items , and then choose the
related link.
2. Open the card for an assembly item. (The Assembly BOM field on the Items page contains Yes .)
3. On the Item Card page, choose the Assembly action, and then choose the Assembly BOM action.
4. On the Assembly BOM page, choose the Calc. Standard Cost action.
5. Select one of the following options, and then choose the OK button.
O P T IO N DESC RIP T IO N
Top Level Calculates the assembly item's standard cost as the total
cost of all purchased or assembled items on that assembly
BOM regardless of any underlying assembly BOMs.
All Levels Calculates the assembly's item standard cost as the sum of:
1) The calculated cost of all underlying assembly BOMs on
the assembly BOM. 2) The cost of all purchased items on the
assembly BOM.
The costs of the items that make up the assembly BOM are copied from the component item cards. The cost of
each item is multiplied by the quantity, and the total cost is shown in the Unit Cost field on the item card.
See Also
Register New Items
View the Availability of Items
Inventory
Working with Business Central
Design Details: Assembly Order Posting
6/9/2021 • 5 minutes to read • Edit Online
Assembly order posting is based on the same principles as when posting the similar activities of sales orders
and production consumption/output. However, the principles are combined in that assembly orders have their
own posting UI, like that for sales orders, while the actual entry posting happens in the background as direct
item and resource journal postings, like that for production consumption, output, and capacity.
Similarly to production order posting, the consumed components and the used resources are converted and
output as the assembly item when the assembly order is posted. For more information, see Design Details:
Production Order Posting. However, the cost flow for assembly orders is less complex, especially because
assembly cost posting only occurs once and therefore does not generate work-in-process inventory.
The following journal postings occur during assembly order posting:
The item journal posts positive item ledger entries, representing output of the assembly item, from the
assembly order header
The item journal posts negative item ledger entries, representing consumption of assembly components,
from the assembly order lines.
The resource journal posts usage of assembly resources (time units), from the assembly order lines.
The capacity journal posts value entries relating to the resource usage, from the assembly order lines.
The following diagram shows the structure of item and resource ledger entries that result from assembly order
posting.
NOTE
Machine and work centers are included to illustrate that capacity ledger entries are created from both production and
assembly.
The following diagram shows how assembly data flows into ledger entries during posting:
Posting Sequence
The posting of an assembly order occurs in the following order:
1. The assembly order lines are posted.
2. The assembly order header is posted.
The following table outlines the sequence of actions.
A C T IO N DESC RIP T IO N
IMPORTANT
Unlike for production output, which is posted at expected cost, assembly output is posted at actual cost.
Cost Adjustment
Once an assembly order is posted, meaning that components (material) and resources are assembled into a new
item, then it should be possible to determine the actual cost of that assembly item, and the actual inventory cost
of the components involved. This is achieved by forwarding costs from the posted entries of the source (the
components and resources) to the posted entries of the destination (the assembly item). The forwarding of costs
is done by calculating and generating new entries, called adjustment entries that become associated with the
destination entries.
The assembly costs to be forwarded are detected with the Order Level detection mechanism. For information
about other adjustment detection mechanisms, see Design Details: Cost Adjustment.
Detecting the Adjustment
The order Level detection function is used in conversion scenarios, production and assembly. The function works
as follows:
Cost adjustment is detected by marking the order whenever a material/resource is posted as
consumed/used.
Cost is forwarding by applying the costs from material/resource to the output entries associated with the
same order.
The following graphic shows the adjustment entry structure and how assembly costs are adjusted.
NOTE
The Make WIP Adjustments element, in lines 7 and 8, is responsible for forwarding production material and capacity
usage to the output of unfinished production orders. This is not used when adjusting assembly order costs as the concept
of WIP does not apply to assembly.
For information about how costs from assembly and production are posted to the general ledger, see Design
Details: Inventory Posting.
GEN . P RO D. P O ST IN G
EN T IT Y TYPE P O ST IN G GRO UP GRO UP
Assembly Order Header Item Inventory Posting Group Gen. Prod. Posting Group
Assembly Order Line Item Inventory Posting Group Gen. Prod. Posting Group
Accordingly, only actual costs are posted to the general ledger, and no interim accounts are populated from
assembly order posting. For more information, see Design Details: Accounts in the General Ledger
Assemble to Order
The item ledger entry that results from posting an assemble-to-order sale is fixed applied to the related item
ledger entry for the assembly output. Accordingly, the cost of an assemble-to-order sale is derived from the
assembly order that it was linked to.
Item ledger entries of type Sale that result from posting assemble-to-order quantities are marked with Yes in
the Assemble to Order field.
Posting sales order lines where a part is inventory quantity and another part is assemble-to-order quantity
results in separate item ledger entries, one for the inventory quantity and one for the assemble-to-order
quantity.
See Also
Design Details: Inventory Costing
Design Details: Production Order Posting
Design Details: Costing Methods
Managing Inventory Costs
Finance
Working with Business Central
Manufacturing
4/1/2021 • 2 minutes to read • Edit Online
NOTE
Functionality described in this topic and sub topics is only visible in the user interface if you have the Premium
experience. For more information, see Change Which Features are Displayed.
When demand is planned for and the materials have been issued according to production BOMs, then the actual
production operations can start and be executed in the sequence defined by the production order routing.
An important part of executing production, from a system point of view, is to post production output to the
database to report progress and to update inventory with the finished items. Output posting can be done
manually, by filling and posting journal lines after production operations. Or, it can be done automatically with
the use of backward flushing. In that case material consumption is automatically posted along with output when
the production order changes to finished.
As an alternative to the batch journal for output posting for multiple production orders, you can use the
Production Journal page to post consumption and/or output for one production order line.
Before you can begin to produce items, you must make various setup, such as work centers, routings, and
production BOMs. For more information, see Setting Up Manufacturing.
The following table describes a sequence of tasks, with links to the topics that describe them.
TO SEE
Record and post production output along with material and Post Consumption and Output for One Released Production
time consumption for a single released production order line. Order Line
Batch post the quantity of components used per operation Batch Post Consumption
in a journal that can processes multiple planned production
orders.
Post the quantity of finished items and the time spent per Batch Post Output and Run Times
operation in a journal that can processes multiple released
production orders.
Undo output, for example because of a data entry error Reverse Output Posting
occurred and incorrect amount.
View the shop floor load as a result of planned and released View the Load in Work and Machine Centers
production orders.
Calculate and adjust the cost of finished production items About Finished Production Order Costs
and consumed components for financial reconciliation.
See Also
Setting Up Manufacturing
Planning
Inventory
Purchasing
Working with Business Central
Production reporting in Business Central allows production and business professionals to get insights and
statistics about current and past production activities.
Reports
The following table describes some of the key reports in production reporting.
Quantity Explosion of BOM 99000753 Shows an indented BOM listing for the
item or items that you specify in the
filters. The production BOM is
completely exploded for all levels.
Item – Able to Make (Time) 5871 Shows how five different key
availability figures change over time for
a BOM item. These figures change
according to expected supply and
demand events and to supply that is
based on available components that
can be assembled or produced.
You can use the report to see whether
you can fulfill a sales order for an item
on a specified date by looking at its
current availability in combination with
the potential quantities that its
components can supply if an assembly
order has been started. The report
shows you when and how many units
of an assembly and production item
you can make based on component
availability and the item's current
availability. This is shown as the total
quantity.
The information is shown in a graph
where each availability figure is a line
that progresses along the timeline and
moves up and down as quantities
change. The quantity figures come
from the same engine that provides
information to the Item Availability
by BOM Level window.
REP O RT O B JEC T ID DESC RIP T IO N
Detailed Calculation 99000756 Shows a cost list per item taking into
account the scrap.
REP O RT O B JEC T ID DESC RIP T IO N
Item BOM Compare list 99000758 This report gives you the possibility to
compare similar final products
concerning the costs. You will see a
listing with all components and their
costs as well the needed quantities.
The calculation date is normally set to
the work date.
Production Order Statistics 99000791 Specifies the various costs that have
accumulated for the selected
production order.
The content of the report are very
similar to the Production Order
Statistics page.
For production orders that use the
Make-to-Order manufacturing policy,
the window only shows material and
capacity cost of items at the highest
BOM level.
Capacity Task list 99000780 Shows the production orders that are
waiting to be processed at the work
centers and machine centers. Printouts
are made for the capacity of the work
center or machine center). The report
includes information such as starting
and ending time, date per production
order and input quantity.
Work Center Load or Machine 99000783 or 99000784 Both reports show a list for the load
Center Load on a work or machine center. The load
on a work/machine center is the sum
of the required number of times that
all the planned and actual orders are
run on the work center in a specified
period.
Prod. Order Shor tage list 99000788 This report can be used to see all
components that are not available
because of missing stock. So, this
overview can be used to see in time, if
the timeline for a planned or released
production order if the planned time
can be kept.
Tasks
The following articles describe some of the key tasks for analyzing the state of your business:
View Load on Work and Machine Centers
View the Availability of Items
See also
Setting Up Manufacturing
Manufacturing
About Production Orders
5/28/2021 • 9 minutes to read • Edit Online
Production orders are used to manage the conversion of purchased materials into manufactured items.
Production orders route work through various work or machine centers on the shop floor.
Before proceeding with production, most companies perform supply planning, typically once a week, to
calculate how many production orders and purchase orders to execute to fulfill that week’s sales demand.
Purchase orders supply the components that are required according to the production BOM to produce the end
items.
Production orders are the central components of application's manufacturing functionality and they contain the
following information:
Products planned for manufacturing
Materials required for the planned production orders
Products that have just been manufactured
Materials that have already been selected
Products that have been manufactured in the past
Materials that were used in previous manufacturing operations
Production orders are the starting points for:
Planning future manufacturing
Controlling current manufacturing
Tracking of finished manufacturing
See Also
Manufacturing
Setting Up Manufacturing
Planning
Inventory
Purchasing
Working with Business Central
Create Production Order Headers
4/1/2021 • 2 minutes to read • Edit Online
You can create a production order manually, and the first step is to create a production order header.
Production orders are typically created automatically by a planning function to fulfill a known demand. For more
information, see Planning.
In the following procedure, a firm planned production order is created. You can also create production orders
with a different status.
See Also
Manufacturing
Setting Up Manufacturing
Planning
Inventory
Purchasing
Working with Business Central
Subcontract Manufacturing
4/1/2021 • 5 minutes to read • Edit Online
NOTE
Only production orders with status Released can be accessed and used from a subcontracting worksheet.
Posting output automatically for an ongoing production order when subcontracted items are received may not
be desired. Reasons for this could be that the expected output quantity that is posted may be different from the
actual quantity and that the posting date of the automatic output is misleading.
To avoid that the expected output of a production order is posted when subcontract purchases are received,
make sure the subcontracted operation is not the last one. Alternatively, insert a new last operation for the final
output quantity.
When the purchase order is posted as invoiced, then the direct cost of the purchase order is posted to the
production.
See Also
Manufacturing
Setting Up Manufacturing
Planning
Inventory
Purchasing
Working with Business Central
Register Consumption and Output for One
Released Production order line
4/1/2021 • 3 minutes to read • Edit Online
This execution task is performed on the Production Journal page. The journal combines the functions of the
separate consumption journal and output journals into one journal. The combined journal is accessed directly
from a released production order. Its main purpose is to manually post the consumption of components, the
quantity of end items produced, and the time spent in operations. The values are posted to ledger entries under
the released production order. Consumption quantities are posted as negative item ledger entries, output
quantities are posted as positive ledger entries, and times spent are posted as capacity ledger entries. Such
posted values can also be viewed at the bottom of the journal as actual quantities.
NOTE
Because consumption data is processed together with output data, this journal offers an opportunity to display linked
components and operations in a logical process structure. Components are indented under their respective operation.
This requires that you use routing link codes.
NOTE
Components without routing link codes are listed first in the journal.
NOTE
Posting dates entered on individual lines will override this field.
4. In the Flushing Method Filter field at the top of the journal, you can choose to also view consumption
and output that is posted automatically according to the flushing methods defined for the item and
resource respectively. For more information, see Enable Flushing of Components According to Operation
Output.
5. Proceed to enter the relevant consumption and output quantities in the editable fields.
On each type of line in the journal, only the relevant fields are shown. The rest are blank and write-
protected.
When the journal is opened, it is preset with the quantities to be posted. If nothing is posted so far, all
quantity fields will show by default the expected quantities carried from the production order. If partial
postings have been made, the quantity fields on the lines will show the remaining quantities. The
quantities and times already posted for the order are displayed at the bottom of the journal as actual
entries.
Concerning the quantities in the Output Quantity field, you have the option to set up which values to
preset when the journal is first opened. This is done from the Manufacturing Setup page, General
FastTab, in the Preset Output Quantity field.
NOTE
Only the output quantity on the last journal line of entry type Output will adjust the inventory level when
posting the journal. Therefore, do not to post the journal, with the expected output quantity preset on the last
output line, until all end items are actually produced.
6. Select the Finished field of output lines to indicate that the operation is finished. This field is related to
the Routing Status field on a production order routing line.
7. Choose the Post action to register the quantities you have entered and then close the journal.
If values remain to be posted, the journal will contain these remaining values next time it is opened. Posted
values are shown as actual values in the bottom of the journal.
NOTE
If an item that is being consumed is blocked, the journal will not post consumption quantities for that item. If a machine
or work center is blocked, the journal will not post output quantities or process times for the output line in question.
NOTE
If you close the journal without posting, the changes will be lost.
WARNING
The Production Journal page cannot be used by two users simultaneously. This means that if User 2 opens the page
and enters data when User 1 is already working on the page, then User 2 may lose data when User 1 closes the page.
See Also
Manufacturing
Setting Up Manufacturing
Planning
Inventory
Purchasing
Working with Business Central
Batch Post Production Consumption
4/22/2021 • 2 minutes to read • Edit Online
If the flushing method is Manual , you must post the components manually, using a consumption journal.
NOTE
If you have placed a check mark in the Require Pick field on the location card to indicate that the location requires
inventory pick processing, then you do not need to use this batch job. Business Central will handle consumption when
you post the inventory pick. For more information, see Pick for Production in Basic Warehouse Configurations.
You can also set up Business Central to automatically post (flush) components when you start or finish
production orders. For more information, see Enable Flushing of Components According to Operation Output.
NOTE
If you configured the location card to require warehouse pick processing, then only quantities that are already
picked through a warehouse activity can be entered in the Quantity field in the Consumption Journal page,
not any calculated quantity. For more information, see Pick for Production or Assembly in Advanced Warehouse
Configurations
3. Choose the Post action to post the consumption. The related inventories are reduced.
See Also
Manufacturing
Setting Up Manufacturing
Planning
Inventory
Purchasing
Working with Business Central
Batch Post Output and Run Times
4/1/2021 • 2 minutes to read • Edit Online
The output quantity represents the work progress in the form of the finished quantity and used capacity of work
or machine center.
You can use the output journal to:
Adjust inventory in connection with output of finished items from production.
Register quantities and scrap for each operation in production routing.
Register setup and run time for work and machine centers.
NOTE
If production routing are used, the inventory is updated only when you post output quantity on the last operation.
With the Production Journal window, you can perform the same tasks as in the Output Journal window and
at the same time perform the related consumption posting tasks. For more information, see Register
Consumption and Output for One Released Production order line.
To post output quantities and/or register run times for one or more
production order lines
1. Choose the icon, enter Output Journal , and then choose the related link.
2. Fill in the fields with the production order data and the output data and/or run time. Hover over a field to
read a short description.
You can use the Explode Routing function to generate journal lines from production orders.
3. If the operation has been completed, select the Finished field.
4. Choose the Post action to post the operations.
Capacity ledger entries are updated for the used work or machine centers with information about time and
quantity of output and scrap. If you posted the last operation, the item will be added to the inventory.
See Also
Post Scrap Manually Reverse Output Posting Manufacturing
Setting Up Manufacturing
Planning
Inventory
Working with Business Central
Reverse Output Posting
4/1/2021 • 2 minutes to read • Edit Online
There are times when output posting must be reversed. An example of this would be if a data entry error
occurred and an incorrect amount of output is posted to a production order.
See Also
Manufacturing
Setting Up Manufacturing
Planning
Inventory
Purchasing
Working with Business Central
Post Scrap Manually
4/1/2021 • 2 minutes to read • Edit Online
NOTE
The scrap quantity does not increase the output quantity.
See Also
Manufacturing
Setting Up Manufacturing
Planning
Inventory
Purchasing
Working with Business Central
View Load on Work and Machine Centers
4/1/2021 • 2 minutes to read • Edit Online
In the Work Center Card and Machine Center Card pages, you can view the shop floor load as a result of
planned and released production orders.
See Also
Manufacturing
Setting Up Manufacturing
Planning
Inventory
Purchasing
Working with Business Central
Post Capacities
4/1/2021 • 2 minutes to read • Edit Online
In the capacity journal, you post consumed capacities that are not assigned to the production order. For example,
maintenance work must be assigned to capacity, but not to a production order.
To post capacities
1. Choose the icon, enter Capacity Journals , and then choose the related link.
2. Fill in the Posting Date and Document No. fields.
3. In the Type field, enter the type of the capacity, either Machine Center or Work Center , that you are
posting.
4. In the No. field, enter the number of the machine center or work center.
5. Enter the relevant data in the other fields, such as Star ting Time , Ending Time , Quantity , and Scrap .
6. Choose the Post action to post the capacities.
See Also
Manufacturing
Setting Up Manufacturing
Planning
Inventory
Purchasing
Working with Business Central
About Finished Production Order Costs
4/1/2021 • 2 minutes to read • Edit Online
Finishing the production order is an important task in completing the costing lifecycle of the item that is being
produced. Final costs, including variances in a standard cost environment, actuals in a FIFO, Average, or LIFO
cost environment, are calculated using the Adjust Cost - Item Entries batch job, which allows for financial
reconciliation of the costs of item production. For a production order to be considered for cost adjustment, the
status must be Finished . It is therefore critical that upon completion, the status of a production order is
changed to Finished .
Example
In a standard cost environment, when you consume material to produce an item, stated simply, the cost of the
item plus labor and overhead go into WIP. When the item is produced, WIP is reduced by the amount of the
standard cost of the item. Typically, these costs do not net to zero. So that these costs can net to zero, you must
run the Adjust Cost - Item Entries batch job, noting that only production orders with the status of Finished
will be considered for adjustment.
See Also
Managing Inventory Costs
Manufacturing
Working with Business Central
Warehouse Management
4/1/2021 • 2 minutes to read • Edit Online
After goods are received and before goods are shipped, a series of internal warehouse activities take place to
ensure an effective flow through the warehouse and to organize and maintain company inventories.
Typical warehouse activities include putting items away, moving items inside or between warehouses, and
picking items for assembly, production, or shipment. Assembling items for sale or inventory may also be
considered warehouse activities, but these are covered elsewhere. For more information, see Assembly
Management.
In large warehouses, these different handling tasks can be separated by departments and the integration
managed by a directed workflow. In simpler installations, the flow is less formalized and the warehouse activities
are performed with so-called inventory put-aways and inventory picks. For more information about basic versus
advanced warehouse configurations, see Design Details: Warehouse Overview.
Before you can perform warehouse activities, you must set the system up for the relevant complexity of
warehouse processing. For more information, see Setting Up Warehouse Management.
The inventory-related tasks of counting, adjusting, and reclassifying items may involve warehouse tasks that
must be performed on warehouse entries before they can be synchronized with the related item ledger entries.
For more information, see Count, Adjust, and Reclassify Inventory.
The following table describes a sequence of tasks, with links to the topics that describe them.
TO SEE
Bypass the put-away and pick processes to expedite an item Cross-Dock Items
straight from receiving or production to shipping.
Put away items received from purchases, sales returns, Putting Items Away
transfers, or production output according to the configured
warehouse process.
See Also
Inventory
Setting Up Warehouse Management
Assembly Management
Design Details: Warehouse Management
Working with Business Central
Inventory and warehouse reporting in Business Central allows inventory and business professionals to get
insights and statistics about current and past inventory and warehouse activities.
Reports
The following table describes some of the key reports in inventory and warehouse reporting.
Item Age Composition - Quantity 5807 or 5808 Shows an overview of the current age
or Item Age Composition - Value composition of selected items in your
inventory. The list shows the number
of units or value of the selected item
that were added to or removed from
inventory and at which point in time.
Items can be added to or removed
from inventory as a result of
purchases, sales, and positive and
negative adjustments.
Inventor y Cost and price list 716 Displays a list of price information for
the selected items or stockkeeping
units: direct unit cost, last direct cost,
unit price, profit percentage, and profit.
Warehouse Adjustment Bin 7320 This special report is meant only for an
advanced warehouse and shows the
remaining quantities that are still
stored in the adjustment bin itself.
Normally this specific bin should be
empty. The only reason when this bin
will be filled is as result of physical
counting process or if quantities of
items had been removed or added to
the warehouse
Tasks
The following articles describe some of the key tasks for analyzing the state of your business:
Create Analysis Reports
View the Availability of Items
See also
Setting Up Inventory
Inventory
Setting Up Warehouse Management
Warehouse Management
Receive Items
4/1/2021 • 7 minutes to read • Edit Online
When items arrive at a warehouse that is not set up for warehouse receipt processing, you simply record the
receipt on the related business document, such as a purchase order, a sales return order, or an inbound transfer
order.
When items arrive at a warehouse that is set up for warehouse receipt processing, you must retrieve the lines of
the released source document that triggered their receipt. If you have bins, you can either accept the default bin
that is filled in, or if the item has never been used before in the warehouse, fill in the bin where the item should
be put away. You must then fill in the quantities of the items you have received, and post the receipt.
NOTE
If the received quantity is higher than ordered on the purchase order, per the Quantity field, and the vendor has been
set up to allow over-receipts, then you use the Over-Receive field to handle the excess quantity. For more information,
see To receive more items than ordered.
NOTE
If you use a warehouse document to post the receipt, then you cannot use the Post action on the purchase order.
Instead, a warehouse worker has already posted the purchase order quantity as received. For more information, see To
receive items with a warehouse receipt.
3. Choose the Get Source Documents action. The Source Documents page opens.
From a new or an open warehouse receipt, you can use the Filters to Get Source Docs. page to
retrieve the released source document lines that define which items to receive or ship.
a. Choose the Use Filters to Get Src. Docs. action.
b. To set up a new filter, enter a descriptive code in the Code field, and then choose the Modify action.
c. Define the type of source document lines that you want to retrieve by filling in the relevant filter fields.
d. Choose the Run action.
All released source document lines that fulfill the filter criteria are now inserted in Warehouse Receipt
page from which you activated the filter function.
The filter combinations that you define are saved on the Filters to Get Source Docs. page until the
next time you need it. You can make an unlimited number of filter combinations. You can change the
criteria at any time by choosing the Modify action.
4. Select the source documents for which you want to receive items, and then choose the OK button.
The lines of the source documents appear on the Warehouse Receipt page. The Qty. to Receive field is
filled with the quantity outstanding for each line, but you can change the quantity as necessary. If you
deleted the contents of the Bin Code field on the General FastTab before getting the lines, you must fill
in an appropriate bin code on each receipt line.
NOTE
To fill in the Qty. to Receive field on all the lines with zero, choose the Delete Qty. to Receive action. To fill it in
once again with the quantity outstanding, choose the Autofill Qty. to Receive action.
NOTE
You cannot receive more items than the number in the Qty. Outstanding field on the source document line. To
receive more items, retrieve another source document that contains a line for the item by using the filter function
to get source documents with the item.
5. Post the warehouse receipt. The quantity fields are updated on the source documents, and the items are
recorded as part of company inventory.
If you are using warehouse put-away, the receipt lines are sent to the warehouse put-away function. The items,
although received, cannot be picked until they have been put away. The received items are identified as available
inventory only when the put-away has been registered.
If you are not using warehouse put-away but you are using bins, the put-away of the items in the bin specified
on the source document line is recorded.
NOTE
If you use the Post and Print function, you both post the receipt and print a put-away instruction that shows you where
to place the items in storage.
If your location uses directed put-away and pick, then the put-away templates are used to calculate the best place to put
the items away. This is then printed on the put-away instruction.
NOTE
You can set up an approval workflow to require that over-receipts must be approved before they can be handled. In that
case, you must select the Approval Required check box on the Over-Receipt Codes page. For more information, see
Create Workflows.
To perform an over-receipt
On purchase lines and warehouse receipt lines, the Over-Receipt Quantity field is used to record over-
received quantities, meaning quantities that exceed the value in the Quantity field, the ordered quantity.
When you handle an over-receipt, you can either increase the value in the Qty. to Receive field to the actually
received quantity. The Over-Receipt Quantity field is then updated to show the excess quantity. Alternatively,
you can enter the excess quantity in the Over-Receipt Quantity field. The Qty. to Receive field is then
updated to show the ordered quantity plus the excess quantity. The following procedure described how to fill in
the Qty. to Receive field.
1. On a purchase order or a warehouse receipt document where the received quantity is higher than
ordered, enter the actually received quantity in the Qty. to Receive field.
If the increase is within the tolerance specified by the assigned over-receipt code, the Over-Receipt
Quantity field is updated to show the quantity by which the value in the Quantity field is exceeded.
If the increase is above the specified tolerance, the over-receipt is not allowed. In that case, you can
investigate if another over-receipt code exists that will allow it. Otherwise, only the ordered quantity can
be received, and the excess quantity must be handled otherwise, for example, by returning it to the
vendor.
2. Post the receipt as you would for any other receipt.
NOTE
Business Central does not include functionality to automatically initiate the financial administration of over-receipts. You
must manually handle this in agreement with the vendor, for example, by the vendor forwarding a new or updated
invoice.
Cross-docking functionality is available to you if you have set up your location to require warehouse receive and
put-away processing.
When you cross-dock items, you process items in receiving and shipping without ever placing them in storage,
thereby expediting the item through the put-away and pick processes and limiting the physical handling of
items. You can cross-dock items for both shipments and for production orders. When you prepare a shipment or
pick items for production and you are using bins, the item is automatically picked from a cross-dock bin before
any other bin. You must look in the cross-dock area to see if the items you need are available there before you
get the items in their usual storage area.
If you have calculated cross-dock quantities, put-away lines to the cross-dock bin for cross-dock calculations are
created when you post the receipt. Other put-away lines are created as usual.
If you want to post the cross-dock items right away to make them available for picking, you must also register a
put-away for the other items originating from the receipt line, namely those that need to be stored. If only some
items on a receipt line are being cross-docked, you must therefore make an effort to put away the remaining
items as quickly as possible. Alternatively, your warehouse policy could be to encourage cross-docking of entire
receipt lines whenever possible.
In the put-away instruction, you can to your advantage delete both Take and Place instruction lines for each
receipt line that concern receipts that are to be fully put away in storage. These lines can later be created as put-
away lines from the put-away worksheet or the posted receipt. When they are deleted, you can then put away
and register the lines that concern cross-dock items.
If you have selected the Use Put-away Worksheet field on the location card and have posted your receipt with
calculated cross-docks, all the receipt lines become available in the worksheet. The cross-dock information is lost
and cannot be recreated. Therefore, if you wish to use cross-dock functionality, you should relay lines to the put-
away worksheet by deleting put-away instructions rather than using the automatic relay function provided in
the Use Put-away Worksheet field.
If you post the warehouse receipt and you do not have the Use Put-away Worksheet field selected, the items
to be cross-docked appear as separate lines on the put-away instruction. The Cross-Dock Information field on
each put-away line shows whether the line contains cross-dock items, items from the same receipt that all need
to be stored, or items that need to be stored originating from a receipt line where some of the items are to be
cross-docked. With this field, employees can easily see why the full receipt quantity is not being placed in
storage.
The application does not keep separate records about items that have been cross-docked, but registers them as
ordinary put-away instructions.
NOTE
Cross-docking is only possible if your location is set up to require warehouse receive and put-away processing.
NOTE
In the warehouse put-away, you can continue to change the quantities that are being put away in storage or cross-
docked, as necessary. For example, you might decide to cross-dock an extra quantity to expedite the cross-dock
registration.
See Also
Warehouse Management
Inventory
Setting Up Warehouse Management
Assembly Management
Design Details: Warehouse Management
Working with Business Central
Putting Items Away
4/1/2021 • 2 minutes to read • Edit Online
The warehouse activity of putting items away after they are received or output is performed in different ways
depending on how warehouse management features are configured. The complexity can rank from no
warehouse features, through basic warehouse configurations for order-by order handling in one or more
activities only, to advanced configurations where all warehouse activities must be performed in a directed
workflow. For more information, see Setting Up Warehouse Management.
If you decide that you want to organize and record put-away information with warehouse documents, you place
a check mark in the Require Put-away field on the location card. This indicates that when you have items
coming into the warehouse location through an inbound source document, you want the put-away of those
items to be controlled by the system. An inbound source document can be a purchase order, a sales return order,
an inbound transfer order, or a production order whose output is ready for put-away.
If your location is set up to use put-away processing but not receive processing, you use the Inventor y Put-
away page to organize the put-away information, print it, enter the result of the actual put-away and post the
put-away information, which in turn posts the receipt information for the source document. In the case of a
production order, the posting process posts the output of the order and finishes the production order.
If your location is set up to require both receive and put-away processing, so that you have placed check marks
in both the Require Receive and the Require Put-away field on the location card, there is a different process
for putting items away. In this case, you will use the Warehouse Put-away page to handle the put-away. The
warehouse put-away functions similarly to the inventory put-away, except that instead of posting the
information, you register the put-away. Note that the registering of the warehouse put-away does not post the
receipt of the items. It merely updates the bin content. As a warehouse manager, you can use a put-away
worksheets to organize put-away information before creating the individual warehouse put-away instructions.
The following table describes a sequence of tasks, with links to the topics that describe them.
TO SEE
Post the receipt of items directly from the inbound order Receive Items
document and thereby record the put away, because no
warehouse configuration exists.
Put items away order by order and post the receipt in the Put Items Away with Inventory Put-aways
same activity, in a basic warehouse configuration.
Put items away for multiple orders in an advanced Put Items Away with Warehouse Put-aways
warehouse configuration.
Put produced or assembled items away in a basic or an Put Away Production or Assembly Output
advanced warehouse configuration.
Plan optimized put-away instructions for a number of posted Plan Put-aways in Worksheets
warehouse receipts rather than have warehouse workers act
directly on receipts.
Put back items that were picked technically with an internal Pick and Put Away Without a Source Document
pick, for example for a production order that did not
consume the expected quantity.
TO SEE
Split a put-away line to place part of the put-away quantity Split Warehouse Activity Lines
in available bins because the designated bin is filled up.
Get immediate access to put-aways that are assigned to you Find Your Warehouse Assignments
as a warehouse worker.
See Also
Warehouse Management
Inventory
Setting Up Warehouse Management
Assembly Management
Design Details: Warehouse Management
Working with Business Central
Put Items Away with Inventory Put-aways
4/1/2021 • 3 minutes to read • Edit Online
When your location is set up to require put-away processing but not receive processing, you use the Inventor y
Put-away document to record and post put-away and receipt information for your source documents. The
inbound source document can be a purchase order, a sales return order, an inbound transfer order, or an
assembly or production order whose output is ready to be put away.
You can create an inventory put-away in three ways:
Create the put-away in two steps by first creating a warehouse request from the source document, which acts
as a signal to the warehouse that the source document is ready for put-away. The inventory put-away can
then be created from the Inventor y Put-away page based on the source document.
Create the inventory put-away directly from the source document itself.
Create inventory put-aways for several source documents at once by using a batch job.
NOTE
You can also create the inbound warehouse request by selecting the Create Inbound Request check box when you
refresh the production order. For more information, see Refresh or Replan Production Orders.
When the warehouse request is created, a warehouse employee assigned to putting items away can see that the
source document is ready and can create an inventory put-away document.
See Also
Warehouse Management
Inventory
Setting Up Warehouse Management
Assembly Management
Design Details: Warehouse Management
Working with Business Central
Put Items Away with Warehouse Put-aways
4/1/2021 • 4 minutes to read • Edit Online
When your location is set up to require warehouse put-away processing and warehouse receive processing, you
use the warehouse put-away documents function to control the putting away of items.
When you post a warehouse receipt, the source documents, such as purchase, inbound transfer, or sales return
orders, are updated, the quantity received is posted to the item ledger, and the lines about the items received are
sent to the put-away function in the warehouse. If you have internal put-away and pick, the internal put-away
can also create lines for put-away.
Depending on the warehouse setup, the lines are either made available to the put-away worksheet or used to
generate put-away instructions immediately. For more information, see Plan Put-aways in Worksheets.
In addition to the standard ways to create warehouse put-aways that are described in this topic, you can create
the put-away from the related posted warehouse receipt. This is useful if you have deleted put-away lines, or if
you use directed put-away and pick and have decided not to use the put-away worksheet, because you can
create or recreate put-away instructions from the posted receipt lines.
See Also
Warehouse Management
Inventory
Setting Up Warehouse Management
Assembly Management
Design Details: Warehouse Management
Working with Business Central
Put Away Production or Assembly Output
4/1/2021 • 3 minutes to read • Edit Online
How you put away your output from production depends on how your warehouse is set up as a location. For
more information, see Setting Up Warehouse Management.
In basic warehouse configurations where the location requires put-away processing, you use the Inventor y
Put-away document to post production output and record the put-away of output.
NOTE
Inventory put-away is not supported for assembly processes. You post an assembly order to register output. If you use
bins, you can move items between bins later. For more information, see Move Items Ad Hoc in Basic Warehouse
Configurations.
In advanced warehouse configurations where the location requires both put-away and receive processing, you
create either an internal put-away document or a movement document to put away the output.
NOTE
You can also create the inbound warehouse request by choosing the Create Inbound Request field when you refresh
the production order. For more information, see Refresh or Replan Production Orders.
TO SEE
Move items with the warehouse movement worksheet. Move Items in Advanced Warehouse Configurations
NOTE
You cannot enter the source document number, such as the Production Order No., in the internal put-away, put-away, or
movement documents for either of these procedures.
See Also
Warehouse Management
Inventory
Setting Up Warehouse Management
Assembly Management
Design Details: Warehouse Management
Working with Business Central
Plan Put-aways in Worksheets
4/1/2021 • 3 minutes to read • Edit Online
If your location requires both put-away and receive processing, and you want to plan put-away instructions for a
number of receipts, rather than have employees follow the instructions that application creates for separate
posted receipts, you can use the put-away worksheet.
To set up your warehouse so that receipt lines are available to you in the put-away worksheet as soon as they
are posted, select the Use Put-away Worksheet field on the Warehouse FastTab of the location card. For
more information, see Setting Up Warehouse Management.
If you do not select this field, application will automatically create put-away instructions for receipts as they are
posted.
NOTE
Regardless of the status of the Use Put-away Worksheet field on the location card, you can always get put-away
instruction lines, that is, posted receipt lines, into the put-away worksheet by doing the following:
1. On the Warehouse Put-away page, press Ctrl+D to delete the entire put-away instruction, or select the lines that
you want to process in the worksheet and delete them.
2. Continue the process in as many put-aways as you wish, until you have deleted the lines you want to work on in the
worksheet. Now choose Put-away Worksheets and proceed with planning.
NOTE
If you try to select a receipt or internal put-away document for which you have already created instructions for all
its lines, application informs you that there is nothing to handle.
4. Fill in the Sor ting Method field to sort the lines the way you prefer.
NOTE
The way the lines are sorted in the worksheet does not carry through automatically to the put-away instruction,
but the same sorting possibilities exist, along with bin ranking. The line order you plan in the worksheet is thus
easily recreated when you create the put-away instructions or by sorting in the put-away instructions.
5. Fill in the Qty. to Handle field. Choose the Autofill Qty.to Handle action, or fill in the fields manually.
6. If necessary, edit the lines manually. You can delete lines, for example, if some items need to be put away
in a bin far away from the bins for the other items.
NOTE
Lines deleted are only deleted from this worksheet, not from the put-away selection list.
7. Choose the Create Put-away action. The Create Document page opens, where you can add more
information to the put-away you are creating, as follows:
You can assign the put-away to a specific employee.
You can sort the put-away instruction lines as you did in the worksheet or by bin ranking. When you
sort according to bin ranking, the Take lines appear first, since most receipt bins have a 0 bin ranking,
and the Place lines appear last, starting with the bins with the lowest bin ranking. If you have
structured your warehouse so bins of similar bin ranking are side by side, sorting lines in this way will
ultimately save steps for your warehouse employees.
You can choose not to see the intermediate lines created when application breaks a larger unit of
measure to smaller units of measure by selecting the Set Breakbulk Filter field. For more
information, see Enable Automatic Breaking Bulk with Directed Put-away and Pick.
You can choose not to have the Qty. to Handle field automatically filled in on the put-away
instructions.
You can choose to print the document immediately.
8. Choose the OK button, and application creates the put-away according to your requests.
See Also
Warehouse Management
Inventory
Setting Up Warehouse Management
Assembly Management
Design Details: Warehouse Management
Working with Business Central
Pick and Put Away Without a Source Document
4/1/2021 • 3 minutes to read • Edit Online
After items have been put away and before they are picked to fulfill the needs of a production order or
shipment, they are stored in the warehouse as part of available inventory.
Situations can arise where items must be taken out of the warehouse pick bins temporarily, perhaps to serve as
demonstration models in a sales presentation. These items are still owned by the company and are part of
inventory, but they are not available for picking. They are registered in a special purpose bin that you create for
this purpose; technically, the items are in the warehouse, but physically, they could be in a conference or
demonstration room.
In other situations, the production unit might unexpectedly need a few parts for a process. You can pick items for
the production bins using the internal pick. When the process is over and output is created, you post the
consumption of the items and empty the production bin, which in turn decreases the quantity of the item at
your location.
Likewise, items can be returned to the warehouse to be put away. The items may have been taken out of
available inventory for a production order, and then not used at all. To make them part of available inventory
again, they must be put away in the bin.
The Internal Put-aways enables you to perform put-aways without having to refer to a particular source
document. You can easily set up all the information you need to create a put-away warehouse instruction.
NOTE
If you are not using internal picks and internal put-aways, these adjustments can be performed using the methods to
move items from bin to bin or to post quantity adjustments in a bin.
When the location uses directed put-away and pick, and therefore uses bin types, you cannot manually move items in or
out of a bin of bin type RECEIVE, because items that are in a RECEIVE-type bin must be registered as being put away
before they are part of available inventory.
NOTE
When you choose the Item No. field, the Bin Contents List opens instead of the Item List . This is because you want
to put away an item that is in a particular bin - bin content - not just an item, and you already know the bin the item
should be taken from. 5. To fill the lines with the entire bin content or the filtered bin content of bins in the location,
choose the Get Bin Content action.
6. Choose the Create Put-away action. A warehouse put-away instruction is now ready for a warehouse employee to
perform. Alternatively you can choose the Release action and create warehouse put-aways using the Put-away
worksheet . For more information see, Plan Put-aways in Worksheets
See Also
Warehouse Management
Inventory
Setting Up Warehouse Management
Assembly Management
Design Details: Warehouse Management
Working with Business Central
Moving Items
4/1/2021 • 2 minutes to read • Edit Online
The warehouse activity of moving items within the warehouse is performed in different ways depending on how
warehouse management features are configured. The complexity can rank from no warehouse features, through
basic warehouse configurations for order-by order handling in one or more activities only, to advanced
configurations where all warehouse activities must be performed in a directed workflow. For more information,
see Setting Up Warehouse Management.
While in one warehouse location, items may need to be moved between bins to support the daily warehouse
activities involved in keeping items flowing through the warehouse. Some movements happen in direct relation
to internal operations, such as a production order that needs components delivered or end items put away.
Other movements happen as mere warehouse space optimization or as ad-hoc movements to and from
operations.
Additional movement tasks are to periodically replenish picking bins or shop floor bins and to modify bin
content information.
Moving items to other locations affects the item ledger entries and must therefore be done by transfer order. For
more information, see Transfer Inventory Between Locations.
The inventory-related tasks of counting, adjusting, and reclassifying items may involve warehouse tasks that
must be performed on warehouse entries before they can be synchronized with the related item ledger entries.
For more information, see Count, Adjust, and Reclassify Inventory
The following table describes a sequence of tasks, with links to the topics that describe them.
TO SEE
Move items between bins in basic warehouse configurations Move Items in Basic Warehouse Configurations
at any time and without source documents.
Use the warehouse movement worksheet to move items in Move Items in Advanced Warehouse Configurations
advanced warehouse configurations, both for source
documents and ad hoc.
Bring component items to internal operations in basic Move Components to an Operation Area in Basic
warehouse configurations as requested by source Warehouse Configurations
documents for those operations.
Plan which bins to fill or empty to maintain an efficient flow, Plan Warehouse Movements in Worksheets
such as emptying a bulk storage area before a large receipt.
Update the frequency at which bins, such as picking bins, Calculate Bin Replenishment
must be replenished as a result of demand fluctuations.
Restructure your warehouse with new bin codes and new bin Restructure Warehouses
characteristics and potentially move them around.
See Also
Warehouse Management
Inventory
Setting Up Warehouse Management
Assembly Management
Design Details: Warehouse Management
Working with Business Central
Move Items Ad Hoc in Basic Warehouse
Configurations
4/1/2021 • 3 minutes to read • Edit Online
You may occasionally need to move items between internal bins, not receiving or shipping bins, without a
specific demand from a source document. You may perform these ad hoc movements, for example, to
reorganize the warehouse, to bring items to an inspection area, or to move additional items to and from a
production area without a system relation to the production order source document.
In basic warehouse configurations, that is locations that use the Bin Mandator y setup field and possibly the
Require Pick and the Require Put-away setup fields, you can register ad hoc movements without source
documents in the following ways:
With the Internal Movement page.
With the Item Reclassification Journal page.
NOTE
In advanced warehouse configurations, that is locations that use the Directed Put-away and Pick setup field, you use
the Movement Worksheet page or the Internal Whse. Pick or the Internal Whse. Put-away pages to move items
ad hoc between bins.
The To Bin Code field is filled with the value you entered on the header, but you can change it on the line
to any other bin code that isn’t blocked or dedicated to special purposes. For more information about
making bins dedicated, see Dedicated.
7. When you have defined which bins you want to move the item from and to, enter the quantity to move in
the Quantity field.
NOTE
Quantity must be available in the From Bin code.
8. When you are ready to process the internal movement, choose the Create Inventor y Movement
action.
NOTE
When you have created the inventory movement, the internal movement lines are deleted.
You perform the remainder of the ad hoc movement on the Inventor y Movement page in the same
way as you would for a movement based on source documents. For more information, see for example
Move Components to an Operation Area in Basic Warehouse Configurations
NOTE
Unlike with movement documents, a movement posted with the reclassification journal does not create a
warehouse request to perform the physical task.
See Also
Warehouse Management
Inventory
Setting Up Warehouse Management
Assembly Management
Design Details: Warehouse Management
Working with Business Central
Move Items in Advanced Warehouse Configurations
4/1/2021 • 2 minutes to read • Edit Online
In advanced warehouse configurations, that is, locations with directed put-away and pick, warehouse
movements between bins are performed by a senior employee preparing warehouse movements in the
movement worksheet and then creating the warehouse movements for warehouse employees to perform.
NOTE
If the location uses directed put-away and pick, then you cannot manually move items in or out of bins of bin type
RECEIVE, because items in such bins must be registered as being put away before they are part of available inventory.
See Also
Warehouse Management
Inventory
Setting Up Warehouse Management
Assembly Management
Design Details: Warehouse Management
Working with Business Central
Move Components to an Operation Area in Basic
Warehouse Configurations
4/1/2021 • 4 minutes to read • Edit Online
If item processing operations occur at your warehouse location, then you may have to move items between
internal bins to respond to internal source documents, such as production, assembly, or service orders at the
location.
NOTE
For information about moving items between bins without source documents, see Internal Movement.
In advanced warehouse configurations, which are locations that use the Directed Put-away and Pick setup
field, you can use the Movement Worksheet page to move items between bins. For more information, see
Move Items in Advanced warehouse Configurations.
In basic warehouse configurations, which are locations that use the Bin Mandator y setup field and the
Require Pick setup field, you can register movement of items to internal operation areas based on internal
source documents in the following ways:
With the Inventor y Movement page.
With the Inventor y Pick page.
NOTE
Inventory picks also post negative item ledger entries as consumption and are only supported for production
components. For more information, see the Inventory Pick page.
For detailed information about inventory movements, see the Inventory Movement page.
Two different roles can create the initial inventory movement. An assembly worker, for example, can create it
from a released assembly order so that it shows up in the warehouse worker's list of work to do. To create an
inventory movement for assembly order lines that are ready to have components moved to their specified bins,
the assembly worker uses the Create Inventor y Movement function.
Alternatively, a warehouse worker can create it by pointing to the released assembly order in question. This is
described in the following procedure.
NOTE
If the movement is for an assembly order where the item is assembled to a sales order, then you can define that the
inventory movement document is automatically created when you create the inventory pick document that takes the
finished assembly item and posts the shipment. To set this up, select the Create Movements Automatically field on
the Assembly Setup page
For more information about assembly orders and basic warehouse configurations, see Handling Assemble-to-Order Items
with Inventory Picks.
This procedure shows how to create an inventory movement from the Inventor y Movement page by
referencing a released assembly order as a source document. The procedure is the same when you move
components for production orders and service orders.
NOTE
As in other warehouse activities, you can split the Place line by selecting the Actions action and then choosing
the Split Line action. In that case, the sum of the two split Place lines must equal the quantity on the Take line.
7. When you are ready to register the movements that you have performed, choose the Register Invt.
Movement action.
Warehouse entries are created reflecting that the components now exist in the bins specified on the
assembly order lines.
NOTE
Unlike when you move components with an inventory pick, consumption is not posted when you register an
inventory movement. That step must be performed separately by posting the assembly order output and
consumption. For more information, see Assembly Order.
See Also
Warehouse Management
Inventory
Setting Up Warehouse Management
Assembly Management
Design Details: Warehouse Management
Working with Business Central
Calculate Bin Replenishment
4/1/2021 • 2 minutes to read • Edit Online
When the location is set up to use directed put-away and pick, priorities of the put-away template for the
location are taken into account when putting receipts away. Priorities include the minimum and maximum
quantities of bin content that have been fixed for a particular bin, and the bin rankings. Therefore, if items are
arriving at a steady pace, the most-used pick bins will be filled up as they are emptied.
But inventory does not always arrive in a steady trickle. Sometimes, items are purchased in large quantities so
that the company can obtain a rebate, or your production unit might produce a lot of one item to achieve a low
unit cost. Then items will not be received in the warehouse again for some time, and the warehouse needs to
periodically move items to pick bins from bulk storage areas.
It could also be that the warehouse is expecting new stock to arrive soon and wants to empty the bulk storage
area of items before the new merchandise arrives.
Finally, if you have defined your bulk storage bins with a bin type action Put Away only, that is, the bin type
does not have the Pick action selected, you must always keep your pick bins replenished, since Put Away-type
bins are not suggested for a pick of inventory.
NOTE
If the following conditions are met for an item:
The item has an expiration date, and
The Pick According to FEFO field on the location card is selected, and
You use the Calculate Bin Replenishment functionality
then the From Zone and From Bin fields will be blank because the algorithm to calculate from where to move the items
is triggered only when you activate the Create Movement function.
See Also
Warehouse Management
Picking by FEFO
Inventory
Setting Up Warehouse Management
Assembly Management
Design Details: Warehouse Management
Working with Business Central
Plan Warehouse Movements in Worksheets
4/1/2021 • 3 minutes to read • Edit Online
Plan movements in the worksheet using a bin replenishment function or manually planning the lines that you
want to create as movement instructions.
NOTE
A movement is suggested according to FEFO when you activate the Create Movement function if the following
conditions are met for an item:
The item has an expiration date.
The Pick According to FEFO check box on the location card is selected.
The Bin Mandator y check box on the location card is selected.
The From Zone and From Bin fields are blank.
To move the entire contents of one or more bins by using the Get Bin
Content function
You can also use the movement worksheet to plan other movement of inventory within the warehouse. For
example, when you want to place items in a bin for quality control, you can use the movement worksheet to
plan this action and then create a movement to make instructions for an employee.
1. Choose the icon, enter Movement Worksheet , and then choose the related link.
2. Choose the Get Bin Content action. Use the request page to filter which bins and items you want to
appear on the movement worksheet lines.
3. Fill in the relevant fields in the batch job request page. For example, if you want to see the bin content of
all the bins in a certain zone at the location, fill in the Zone Code field. If you want to retrieve lines for
each bin that contains a particular item, fill in the Item No. field.
NOTE
You cannot manually move items in or out of a bin of bin type RECEIVE, because items that are in a RECEIVE-type
bin must be registered as being put away before they are part of available inventory.
4. If you are retrieving many lines, choose Sor t to select a sorting method to determine the order the lines
will appear in the worksheet, and then choose the OK button.
NOTE
Movement lines are retrieved according to FEFO when you activate the Get Bin Content function if the
following conditions are met for an item:
The item has an expiration date.
The Pick According to FEFO check box on the location card is selected.
The Bin Mandator y check box on the location card is selected.
The From Zone and From Bin fields are blank.
5. Complete some of the retrieved lines to reflect the changes you want to make. For each item that you
want to move, you must fill in the Item No., From Bin Code , To Bin Code , and Quantity fields.
6. Delete the incomplete lines that you used for information.
7. Once the movement worksheet lines accurately reflect how the movement action should be carried out
by the warehouse employee, choose the Create Movement action to create the instructions for the
employee.
See Also
Warehouse Management
Inventory
Setting Up Warehouse Management
Assembly Management
Design Details: Warehouse Management
Working with Business Central
Pick Items
4/1/2021 • 3 minutes to read • Edit Online
The warehouse activity of picking items before they are shipped or consumed is performed in different ways,
depending on how warehouse management features are configured. The complexity can rank from no
warehouse features, through basic warehouse configurations for order-by-order handling in one or more
activities only, to advanced configurations where all warehouse activities must be performed in a directed
workflow. For more information, see Setting Up Warehouse Management.
If you decide to organize and record your picking activity with warehouse documents, you place a check mark in
the Require Pick field on the location card. This indicates that when you have items that need to be picked for
an outbound source document you want the picking of those items to be controlled by the system. An outbound
source document can be a sales order, a purchase return order, an outbound transfer order, a service order, or a
production order whose components should be picked.
NOTE
Even though the setting is called Require Pick , you can still post shipments directly from the source business document
at location where you select this check box.
If your location is set up to require pick processing but not shipment processing, you use the Inventor y Pick
page to organize the picking information, print the picking information, enter the result of the pick, and post the
picking information, which in turn posts the shipment of the items. In the case of picking components for a
production order, the posting of the pick also posts the consumption.
If your location is set up to require both pick and shipment processing, so that you have placed check marks in
both the Require Pick and Require Shipment field on the location card, you use the Warehouse Pick page
to handle the pick. The warehouse pick functions similarly to the inventory pick, except that instead of posting
the picking information, you register the pick. This registering process does not post the shipment, but merely
makes the items available for shipment. As a warehouse manager, you can use a pick worksheets to organize
pick information before creating the individual warehouse pick instructions.
The following table describes a sequence of tasks, with links to the topics that describe them.
TO SEE
Post the shipment of items directly in the outbound order Ship Items
document because no warehouse features exist. (Works the
same for sales orders, outbound transfer orders, and return
shipments.)
Pick items order by order and post the shipment in the same Pick Items with Inventory Picks
activity, in a basic warehouse configuration.
Pick items for multiple orders in an advanced warehouse Pick Items with Warehouse Picks
configuration.
Pick components for production or assembly in a basic Pick for Production or Assembly in Basic Warehouse
warehouse configuration. Configurations
TO SEE
Pick components for production or assembly in an advanced Pick for Production or Assembly in Advanced Warehouse
warehouse configuration. Configurations
Plan optimized pick instructions for a number of shipments Plan Picks in Worksheets
rather than have warehouse workers act directly on posted
shipments.
Pick items technically for a special purpose, such as a Pick and Put Away Without a Source Document
production unit in need of extra components, in such a way
that the items do not technically leave the warehouse.
Split a pick line into multiple lines, for example because there Split Warehouse Activity Lines
are not enough items to take from in the designated bin.
Get immediate access to picks that are assigned to you as a Find Your Warehouse Assignments
warehouse worker.
See Also
Warehouse Management
Inventory
Setting Up Warehouse Management
Assembly Management
Design Details: Warehouse Management
Working with Business Central
Pick Items with Inventory Picks
4/1/2021 • 7 minutes to read • Edit Online
When your location is set up to require pick processing but not shipment processing, you use the Inventor y
Pick page to record and post picking and shipping information for your source documents. The outbound
source document can be a sales order, a purchase return order, an outbound transfer order, or a production
order whose components are ready to be picked.
NOTE
Components for assembly orders cannot be picked or posted with inventory picks. Instead, use the Inventor y
Movement page. For more information, see Move Components to an Operation Area in Basic Warehousing.
When picking and shipping sales line quantities that are assembled to the order, you must follow certain rules when
creating the inventory pick lines. For more information, see the Handling Assemble-to-Order Items with Inventory Picks
section.
NOTE
If picking and shipping sales line quantities that are assembled to the order you should follow certain rules when creating
the inventory pick lines. For more information, see the Handling Assemble-to-Order Items with Inventory Picks section.
In basic warehouse configurations, items that are assembled to sales orders are picked from the related sales order, as
explained in this topic. For more information, see the Handling Assemble-to-Order Items with Inventory Picks section.
See Also
Warehouse Management
Inventory
Setting Up Warehouse Management
Assembly Management
Walkthrough: Picking and Shipping in Basic Warehouse Configurations
Design Details: Warehouse Management
Working with Business Central
Pick Items for Warehouse Shipment
4/1/2021 • 4 minutes to read • Edit Online
When the location is set up to require warehouse pick processing as well as warehouse shipment processing,
you use the warehouse pick documents to create and process pick information prior to posting the warehouse
shipment.
You cannot create a warehouse pick document from scratch because a pick activity is always part of a workflow,
either in a pull or a push scenario.
You can create warehouse pick documents in a pull fashion by opening an empty warehouse shipment
document, detect source documents that are released to shipment, and then create warehouse pick lines for
those shipments. You can use the Get Source Documents or Use Filter to Get Source Documents
functions to detect source documents that are ready for shipment.
Alternatively, you can use the Pick Worksheet page to pull and create pick lines in batch mode. For more
information, see Plan Picks in Worksheets.
You can also create warehouse pick documents in a push fashion from the Warehouse Shipment page by
selecting Create Pick .
NOTE
Picking for warehouse shipment of items that are assembled to the sales order being shipped follows the same steps as
for regular warehouse picks for shipment, as described in this topic. However, the number of pick lines per quantity to
ship may be many to one because you pick the components, not the assembly item.
The warehouse pick lines are created for the value in the Remaining Quantity field on the lines of the assembly order
that is linked to the sales order line that is being shipped. This ensures that all components are picked in one action.
For more information, see the “Handling Assemble-to-Order Items in Warehouse Shipments” section.
For information about picking components for assembly orders generally, including situations where the assembly item is
not due on a sales shipment, see Pick for Production or Assembly.
NOTE
In combination scenarios, in which a part of the quantity must first be assembled and another must be shipped from
inventory, two warehouse shipment lines are created. One is for the assemble-to-order quantity, and one is for the
inventory quantity.
In that case, the assemble-to-order quantity is handled as described in this topic, and the inventory quantity
is handled as any other regular warehouse shipment line. For more information about combination
scenarios, see Understanding Assemble to Order and Assemble to Stock.
See Also
Warehouse Management
Inventory
Setting Up Warehouse Management
Assembly Management
Design Details: Warehouse Management
Working with Business Central
Pick for Production or Assembly in Basic Warehouse
Configurations
4/1/2021 • 6 minutes to read • Edit Online
How you put away your pick components for production or assembly orders depends on how your warehouse
is set up as a location. For more information, see Setting Up Warehouse Management.
NOTE
The following important differences exist between inventory picks, inventory movements, and warehouse picks:
When you register an inventory pick for an internal operation, such as production, the consumption of the picked
components is posted at the same time. When you register an inventory movement or warehouse pick for an internal
operation, you only record the physical movement of the required components to a bin in the operation area without
posting the consumption.
When you use inventory picks, the Bin Code field on a production order component line defines the take bin from
where components are decreased when posting consumption. When you use inventory movements or warehouse
pick, the Bin Code field on production order component lines defines the place bin in the operation area where the
warehouse worker must place the components.
A system precondition for picking, or moving, components for source documents is that an outbound
warehouse request exists to notify the warehouse area of the component need. The outbound warehouse
request is created whenever the production order status is changed to Released or when a released production
order is created.
See Also
Warehouse Management
Inventory
Setting Up Warehouse Management
Assembly Management
Design Details: Warehouse Management
Working with Business Central
Pick for Production or Assembly in Advanced
Warehouse Configurations
4/1/2021 • 2 minutes to read • Edit Online
In advanced warehouse configurations where the location is set up to use picking as well as shipping, you can
pick components for production and assembly activities with the Warehouse Pick page.
Alternatively, you can use the Movement Worksheet page to move items between bins ad hoc, meaning
without reference to a source document. For more information, see Move Items in advanced warehouse
configurations.
For information about picking items for internal operations in basic warehouse locations that are set up for
picking only, see Move Components to an Operation Area in Basic Warehouse Configurations.
You cannot create a warehouse pick document from scratch because a pick activity is always part of a workflow,
either in a pull or a push scenario.
You can create the warehouse pick document in a push fashion by selecting Create Whse. Pick on the source
document, such as a released assembly order or warehouse shipment. For more information, see Pick Items
with Warehouse Picks.
Alternatively, you can create the warehouse pick document in a pull fashion by using the Pick Worksheet page
to detect pick requests, both for shipment and internal operations, and then create the required warehouse pick
documents.
The following procedure explains a pull scenario where you pick components for a released production order
through the Pick Worksheet page. The procedure also applies for an assembly order.
To create pick requests, both for pull and for push scenarios, the source documents in question must be
released. Release source documents for internal operations in the following ways.
SO URC E DO C UM EN T REL EA SE M ET H O D
See Also
Warehouse Management
Inventory
Setting Up Warehouse Management
Assembly Management
Design Details: Warehouse Management
Working with Business Central
Plan Picks in Worksheets
4/1/2021 • 3 minutes to read • Edit Online
If your warehouse is set up to require both pick and shipment processing, the warehouse can choose to operate
so that the lines on shipment documents are not automatically transformed into pick instructions, but are made
available instead to the pick worksheet.
NOTE
If warehouse pick instructions have already been created, and you would like to combine them into one efficient pick
instruction, then you must delete the individual warehouse picks. The lines to be picked can now be listed in the
worksheet.
In the pick worksheet, you can set up pick lists for employees that minimize the time the employee has to move
about the warehouse picking items. There are fields that contain information about the quantities of items
available in the cross-dock bins. This is useful in cross docking situations to plan your work assignments,
because application will always propose a pick from a cross-dock bin before any other bin, regardless of the unit
of measure. The lines in the worksheet can come from a number of source documents and be sorted by item,
shelf number, source document, due date, or ship-to address.
If you sort by due date, you can choose to delete from the worksheet all lines except those that need immediate
attention. The less urgent lines are not deleted as such, but just sent back to the Pick Selection worksheet.
When you create the pick, the lines have already been sorted by due date, and you can choose to assign the pick
to a particular employee.
NOTE
Picking for warehouse shipment of items that are assembled to the sales order being shipped follows the same steps as
for regular warehouse picks for shipment, as described in this topic. However, the number of pick lines per quantity to
ship may be many to one because you pick the components, not the assembly item.
The warehouse pick lines are created for the value in the Remaining Quantity field on the lines of the assembly order
that is linked to the sales order line that is being shipped. This ensures that all components are picked in one action.
For more information, see “Handling Assemble-to-Order Items in Warehouse Shipments” in Warehouse Shipment.
For information about picking components for assembly orders generally, including situations where the assembly item is
not due on a sales shipment, see Pick for Assembly or Production in Advanced Warehouse Configurations.
See Also
Warehouse Management
Inventory
Setting Up Warehouse Management
Assembly Management
Design Details: Warehouse Management
Working with Business Central
Pick and Put Away Without a Source Document
4/1/2021 • 3 minutes to read • Edit Online
After items have been put away and before they are picked to fulfill the needs of a production order or
shipment, they are stored in the warehouse as part of available inventory.
Situations can arise where items must be taken out of the warehouse pick bins temporarily, perhaps to serve as
demonstration models in a sales presentation. These items are still owned by the company and are part of
inventory, but they are not available for picking. They are registered in a special purpose bin that you create for
this purpose; technically, the items are in the warehouse, but physically, they could be in a conference or
demonstration room.
In other situations, the production unit might unexpectedly need a few parts for a process. You can pick items for
the production bins using the internal pick. When the process is over and output is created, you post the
consumption of the items and empty the production bin, which in turn decreases the quantity of the item at
your location.
Likewise, items can be returned to the warehouse to be put away. The items may have been taken out of
available inventory for a production order, and then not used at all. To make them part of available inventory
again, they must be put away in the bin.
The Internal Put-aways enables you to perform put-aways without having to refer to a particular source
document. You can easily set up all the information you need to create a put-away warehouse instruction.
NOTE
If you are not using internal picks and internal put-aways, these adjustments can be performed using the methods to
move items from bin to bin or to post quantity adjustments in a bin.
When the location uses directed put-away and pick, and therefore uses bin types, you cannot manually move items in or
out of a bin of bin type RECEIVE, because items that are in a RECEIVE-type bin must be registered as being put away
before they are part of available inventory.
NOTE
When you choose the Item No. field, the Bin Contents List opens instead of the Item List . This is because you want
to put away an item that is in a particular bin - bin content - not just an item, and you already know the bin the item
should be taken from. 5. To fill the lines with the entire bin content or the filtered bin content of bins in the location,
choose the Get Bin Content action.
6. Choose the Create Put-away action. A warehouse put-away instruction is now ready for a warehouse employee to
perform. Alternatively you can choose the Release action and create warehouse put-aways using the Put-away
worksheet . For more information see, Plan Put-aways in Worksheets
See Also
Warehouse Management
Inventory
Setting Up Warehouse Management
Assembly Management
Design Details: Warehouse Management
Working with Business Central
Enable Picking Items by FEFO
4/1/2021 • 2 minutes to read • Edit Online
First-Expired-First-Out (FEFO) is a sorting method that ensures that the oldest items, those with the earliest
expiration dates, are picked first.
This functionality only works when the following criteria are met:
The item must have a serial/lot number.
On the item’s item tracking code setup, the SN Warehouse Tracking field or the Lot Warehouse
Tracking field must be selected.
The item must be posted to inventory with an expiration date.
On the location, the Require Pick , Pick According to FEFO , and Bin Mandator y toggles must be turned
on.
When all the criteria are met, then serial/lot-numbered items to be picked are sorted with the oldest first in all
picks and movements, except for items that use SN-specific or lot-specific tracking.
NOTE
If some serial or lot-numbered items use specific tracking, then those are respected first and under them, the remaining,
non-specific, serial/lot numbers are listed according to FEFO.
If two serial or lot-numbered items have the same expiration date, then the application selects the item with the lowest
serial or lot number.
When picking serial or lot-numbered items in locations set up for directed put-away and pick, only quantities on bins of
type Pick are picked according to FEFO.
To enable movements according to FEFO, leave the From Bin field empty on the Inventor y Movement page or the
Movement Worksheet pages.
If the Strict Expiration Posting field is selected on the Item Tracking Code Card , only items that are not expired will
be included in the pick, and the lines are sorted according to the FEFO principle.
See Also
Picking Items
Pick Items for Warehouse Shipment
Pick Items with Inventory Picks
Design Details: Warehouse Management
Inventory
Working with Business Central
Split Warehouse Activity Lines
4/1/2021 • 2 minutes to read • Edit Online
In warehouse put-aways, movements, or picks, and in inventory put-aways and inventory picks, bins are
suggested for the picking or putting away of items. The actual quantity in the bin suggested may not be
sufficient, or there is not enough room in the suggested bin to put away the required quantity. In these cases,
you need to split the line, so that the items for one line are either taken from or placed into more than one bin.
The following procedure applies to warehouse documents, such as warehouse put-away, movement, and pick
lines, or inventory put-away, movement, and pick lines.
NOTE
If the location uses directed put-away and pick and you split the lines, you must be familiar with the warehouse and be
able to choose a bin that matches the storage requirements of the item and that fulfills the general requirements of the
warehouse document. For example, you would not split a line on a pick document and place some items in the bulk
storage.
See Also
Warehouse Management
Inventory
Setting Up Warehouse Management
Assembly Management
Design Details: Warehouse Management
Working with Business Central
Walkthrough: Picking and Shipping in Basic
Warehouse Configurations
6/8/2021 • 4 minutes to read • Edit Online
In Business Central, the outbound processes for picking and shipping can be performed in four ways using
different functionalities depending on the warehouse complexity level.
C O M P L EXIT Y
L EVEL ( SEE
DESIGN DETA IL S:
IN B O UN D WA REH O USE
M ET H O D P RO C ESS B IN S P IC K S SH IP M EN T S SET UP )
Roles
This walkthrough demonstrates tasks that are performed by the following user roles:
Warehouse Manager
Order Processor
Warehouse Worker
Story
Ellen, the warehouse manager at CRONUS, sets up SOUTH warehouse for basic pick handling where warehouse
workers process outbound orders individually. Susan, the order processor, creates a sales order for 30 units of
item 1928-S to be shipped to customer 10000 from the SOUTH Warehouse. John, the warehouse worker must
make sure that the shipment is prepared and delivered to the customer. John manages all involved tasks on the
Inventor y Pick page, which automatically points to the bins where 1928-S is stored.
By default, the Bin Code field on the sales lines are hidden, so you must display it. To do this you need to
personalize the page. For more information, see To start personalizing a page through the Personalizing
banner.
3. Choose Actions , then Posting , and then choose Post .
4. Select the Yes button.
IT EM LO C AT IO N C O DE Q UA N T IT Y
1928-S SOUTH 30
Proceed to notify the warehouse that the sales order is ready for warehouse handling.
4. Choose the Release action.
John proceeds to pick and ship the sold items.
See Also
Pick Items with Inventory Picks
Pick Items for Warehouse Shipment
Set Up Basic Warehouses with Operations Areas
Move Components to an Operation Area in Basic Warehouse Configurations
Pick for Production or Assembly
Move Items Ad Hoc in Basic Warehouse Configurations
Design Details: Outbound Warehouse Flow
Business Process Walkthroughs
Working with Business Central
Ship Items
4/1/2021 • 5 minutes to read • Edit Online
When you ship items from a warehouse that is not set up for warehouse shipment processing, you simply
record the shipment on the related business document, such as a sales order, service order, purchase return
order, or outbound transfer order.
When you ship items from a warehouse that is set up warehouse shipment processing, you can ship items only
on the basis of source documents that other company units have released to the warehouse for action.
NOTE
If your warehouse uses cross-docking and bins, for each line, you can view the quantity of items that have been placed in
the cross-dock bins. The application calculates these quantities automatically whenever the fields on the shipment are
updated. If they are the items that apply to the shipment you are preparing, you can create a pick for all the lines and
then complete the shipment. For more information, see Cross-Dock Items.
NOTE
If your organization does not use sales orders, then, when you post the sales invoice, Business Central assumes that you
have shipped the full quantity. If this contradicts with how your organization works, then we recommend that you use
sales orders and register shipments as explain in this article.
NOTE
If you wish to ship items with warehouse class codes other than the class code of the bin in the Bin Code field on
the document header, you must delete the contents of the Bin Code field on the header before you retrieve
source document lines for the items.
3. Choose the Get Source Documents action. The Source Documents page opens.
From a new or an open warehouse shipment, you can use the Filters to Get Source Docs. page to
retrieve the released source document lines that define which items to ship.
a. Choose the Use Filters to Get Src. Docs. action.
b. To set up a new filter, enter a descriptive code in the Code field, and then choose the Modify action.
c. Define the type of source document lines that you want to retrieve by filling in the relevant filter fields.
d. Choose the Run action.
All released source document lines that fulfill the filter criteria are now inserted in Warehouse
Shipment page from which you activated the filter function.
The filter combinations that you define are saved on the Filters to Get Source Docs. page until the
next time you need it. You can make an unlimited number of filter combinations. You can change the
criteria at any time by choosing the Modify action.
4. Select the source documents for which you want to ship items, and then choose the OK button.
The lines of the source documents appear on the Warehouse Shipment page. The Qty. to Ship field is filled
with the quantity outstanding for each line, but you can change the quantity as necessary. If you deleted the
contents of the Bin Code field on the General FastTab before getting the lines, you must fill in an appropriate
bin code on each shipment line.
NOTE
You cannot ship more items than the number in the Qty. Outstanding field on the source document line. To ship more
items, retrieve another source document that contains a line for the item by using the filter function to get source
documents with the item.
When you have the lines you want to ship, you can start the process that sends the lines to warehouse
employees to pick.
To pick and ship
Typically, a warehouse worker responsible for picking creates a pick document, or opens an already created pick
document.
1. Choose the icon, enter Warehouse Shipments , and then choose the related link.
2. Select the warehouse shipment that you want to pick for, and then choose the Create Pick action.
3. Fill in the fields in the request page, and then choose the OK button. The specified warehouse pick
document is created.
Alternatively, open an existing warehouse pick.
4. Choose the icon, enter Picks , and then choose the related link. Select the warehouse pick that you
want to work on.
If the warehouse is set up to use bins, then the pick lines have been converted to Take and Place action
lines.
You can sort the lines, assign an employee to the pick, set a break-bulk filter, if you are using directed put-
away and pick, and print the pick instructions.
5. Perform the actual picking of items and place them in the specified shipping bin, or in the shipping area, if
you do not have bins.
6. Choose the Register Pick action.
The Qty. to Ship field and the Document Status field on the header of the shipment document are
updated. The items you have picked are no longer available for picking for other shipments or for internal
operations.
7. Print your shipping documents, prepare the shipment packages, and then post the shipment.
For more information about picking for warehouse shipments, see Pick Items for Warehouse Shipment.
You can also use the pick worksheet to make several pick instructions into one instruction (for several
shipments) and thereby improve the efficiency of picking in the warehouse. For more information, see Plan Pick
in Worksheets.
NOTE
If you are waiting for particular items to arrive at the warehouse, and you use cross-dock functionality, then Business
Central calculates on each shipment or pick worksheet line the quantity of the item that is in the cross-dock bin. It
updates this field each time you leave and open the shipment document or worksheet. For more information, see Cross-
Dock Items.
See Also
Warehouse Management
Inventory
Setting Up Warehouse Management
Assembly Management
Design Details: Warehouse Management
Working with Business Central
Find Your Warehouse Assignments
4/1/2021 • 2 minutes to read • Edit Online
To find your warehouse assignments, open the card page for a selected item. If warehouse instructions have
been created, Take and Place lines are visible, and you can begin working on an assignment. In some
warehouses, the manager may have assigned specific instructions to each employee. For more information, see
Set Up Warehouse Employees.
See Also
Warehouse Management
Inventory
Setting Up Warehouse Management
Assembly Management
Design Details: Warehouse Management
Working with Business Central
Use Automated Data Capture Systems (ADCS)
4/1/2021 • 5 minutes to read • Edit Online
NOTE
The Automated Data Capture System (ADCS) solution provides a way for Business Central to communicate with handheld
devices through web services. You must work with a Microsoft partner who can provide the link between the web service
and the specific handheld device.
You can use your automatic data capture system (ADCS) to register the movement of items in the warehouse
and to register some journal activities, such as quantity adjustments in the warehouse item journal and physical
inventories. ADCS typically involves scanning a barcode.
To use ADCS, you must give each item stored in the warehouse an item identifier. You must also set up
miniforms, handheld functions, data exchanges, and specify settings for fields that control ADCS. You specify
whether to use ADCS on the location card of a warehouse.
Based on the needs of your warehouse, you define the amount of information displayed in the miniform setup
for the particular handheld device. The following are examples of information that you can display:
Data from tables within Business Central, such as a list of pick documents from which the user can select.
Text information.
Messages to show confirmations or errors about activities performed and registered by the handheld device
user.
F IEL D VA L UE
Object ID 7714
Ser vice Name ADCS Impor tant: It is required that you name the
service ADCS.
NOTE
We recommend that you do not set up a warehouse to use ADCS if the warehouse also has a bin capacity policy.
1. Choose the icon, enter Locations , and choose the related link.
2. Select a warehouse from the list for which you want to enable ADCS, and then choose the Edit action.
3. On the Location Card page, select the Use ADCS check box.
NOTE
To implement or change the functionality of a miniform function, you must create a new codeunit for the Handling
Codeunit field to perform the required action or response. You can learn more about ADCS functionality by examining
codeunits, such as 7705, 7706, 7712, and 7713.
See Also
Warehouse Management
Inventory
Setting Up Warehouse Management
Assembly Management
Design Details: Warehouse Management
Working with Business Central
Service Management
4/1/2021 • 2 minutes to read • Edit Online
NOTE
Functionality described in this topic and sub topics is only visible in the user interface if you have the Premium
experience. For more information, see Change Which Features are Displayed.
Providing ongoing service to customers is an important part of any business and one that can be a source of
customer satisfaction and loyalty, in addition to revenue. However, managing and tracking service is not always
easy, and Business Central provides a set of tools to help. These tools are designed to support repair shop and
field service operations, and can be used in business scenarios such as complex customer service distribution
systems, industrial service environments with bills of materials, and high volume dispatching of service
technicians with requirements for spare parts management.
With these tools you can accomplish the following:
Schedule service calls and set up service orders.
Track repair parts and supplies.
Assign service personnel based on skill and availability.
Provide service estimates and service invoices.
In addition, you can standardize coding, set up contracts, implement a discounting policy, and create route maps
for service employees.
In general, there are two aspects to service management: configuring and setting up your system, and using it
for pricing, contracts, orders, service personnel dispatch, and job scheduler.
The following table describes a sequence of tasks, with links to the topics that describe them.
TO SEE
Set up Service Management, including fault codes, policies, Setting Up Service Management
default documents and templates.
Manage service pricing, create service items, and understand Planning Service
how to monitor progress.
Create and manage contractual agreements between you Fulfilling Service Contracts
and your customers.
See Also
Managing Receivables
Jobs
Welcome to Dynamics 365 Business Central
With Business Central, you can set up the standard tasks that you need to fulfill your customer service
requirements. To do this, you must determine what service items and offerings your service organization
supports, and at what price.
Business Central also provides some statistics tools that you can use to determine how well things are going,
and identify areas where you can improve.
The following table describes a sequence of tasks, with links to the topics that describe them.
TO SEE
Establish pricing for the services you provide. Managing Service Pricing
Set up and customize service items and service groups. This Create Service Items
includes establishing which skills a service requires and
troubleshooting guidance.
Know how to manage the status of repairs on service orders, Understanding Service Order and Repair Status
and how to identify their priority.
Understand the relationship between the status of a repair, Understanding Allocation Status and Repair Status
and the effect they have on allocated resources, and vice
versa.
See Also
Fulfilling Service Contracts
Delivering Service
Set Up Pricing and Additional Costs for Services
Set Up Service Items and Service Item Components
Set Up Statuses for Service Orders and Repairs
Setting Up Service Management
Service Price Management
4/1/2021 • 5 minutes to read • Edit Online
The service price management functionality lets you apply the best price to service orders, set up personalized
service price agreements for customers, improve service employees' efficiency, and accelerate the invoicing
process.
Service price management lets you set up different service price groups so you can consider the service item or
service item group, in addition to the type of fault that the service task involves. You can set up these groups for
a limited period of time, or for a specific customer or currency. You can use price calculation structures as
templates to assign a specific price to a specific service task.
For example, this makes it possible to assign specific items included in the service price, in addition to the type
of work included. This also makes it possible to use different VAT and discount amounts for different service
price groups. To make sure that the correct prices are applied, you can assign fixed, minimum, or maximum
prices, depending on the agreements that you have with your customers.
Before adjusting the price of a service item on a service order, you are provided with an overview of what the
results of the price adjustment will be. You can approve of these results, or you can make additional changes, if
you want to have a different result. The whole adjustment is performed line by line, which means that there are
no additional lines created.
Finally, service price group statistics and standard reports let you keep track of the profitability of each service
price group.
Service Pricing
You set up the actual types of service pricing (price adjustment type and price) for a combination of service price
groups and customer price groups. For each type of service pricing, you select a service price adjustment group.
You also specify the service price adjustment type, fixed, maximum, or minimum, and the actual price.
For example, you can set up types of service pricing for a radio service price group. For customers without a
price group, you can decide to have service pricing with maximum price on labor, which is the labor price
adjustment group. For customers with a particular price group, you can decide to have service pricing with a
fixed price on labor, the same labor price adjustment group.
Current Experience
1. Choose the icon, enter Ser vice Items , and then choose the related link.
2. Select the service item, expand the Prices and Sales FastTab, choose the Resource , Item , or G/L Account
action.
3. On the Job Resource Prices , Job Item Prices , or Job G/L Account Prices pages, fill in the fields as
necessary.
O P T IO N DESC RIP T IO N
Fixed Price This means that you charge a fixed price for the service item,
resource, general ledger account, or cost, regardless of the
real costs or regular charges. Selecting this option means
that the service price adjustment will reach the exact amount
specified in the service price group.
Maximum This means that you put an upper limit on the charge to
your customer, regardless of the real costs or regular
charges. Selecting this option means that the service price
adjustment will only be performed if the total price exceeds
the amount specified in the service price group.
Minimum This means that you put a lower limit on the charge to your
customer, regardless of the real costs or regular charges.
Selecting this option means that the service price
adjustment will only be performed if the total amount is less
than the amount specified on the service price group.
See Also
Set Up Pricing and Additional Costs for Services
Setting Up Service Management
Service Order Status and Repair Status
4/1/2021 • 3 minutes to read • Edit Online
The Status field on the Ser vice Order page and the service item repair status, which is represented by the
Repair Status Code field on the Ser vice Order page have a certain relationship in Service Management. The
service order status reflects the repair status of all the service items in the service order.
NOTE
These two status field are not related to the Release Status field on the service order header, which determines how the
warehouse handles service items.
Each time the repair status of a service item is changed in a service order, the status of the order is updated. To
display the status that reflects the overall repair status of the individual service items, you must specify the
following:
The service order status that each repair status is linked to.
The level of priority of each service order status option.
When you convert a service quote to a service order, the repair status of each service item is changed in the
order to Initial and the service order status is changed to Pending .
NOTE
Before you can create service orders, you must set up repair statuses and service status priorities. For more information,
see Set Up Statuses for Service Orders and Repairs.
See Also
Set Up Statuses for Service Orders and Repairs
Setting Up Service Management
Allocation Status and Repair Status of Service Items
4/1/2021 • 3 minutes to read • Edit Online
The repair status of service items and the allocation status of the allocation entries for the service items have a
certain relationship in Service Management. The allocation status changes when you change the repair status of
the service item to Finished or Par tly Ser viced and when you convert a service quote to a service order. The
repair status of the service item changes when you cancel the service item allocation or reallocate the service
item to another resource. You can view the repair status of service items on the Ser vice Tasks page and you
can update the repair status in the Repair Status Code field on the Ser vice Item Worksheet page. You can
view the allocation status in the Status field on the Resource Allocations page.
Canceling Allocations
When you cancel an allocation for a service item, Business Central updates the allocation status of the
corresponding allocation entry from Active to Reallocation Needed .
The repair status of the service item in the allocation entry is updated in the following ways:
If the repair status is Initial , the repair status is changed to Referred (no service has been started).
If the repair status is In Process , the repair status is changed to Par tly Ser viced (some service has been
completed).
See Also
Set Up Resource Allocations
Allocate Resources
Viewing Service Statistics
4/1/2021 • 5 minutes to read • Edit Online
You can use statistics to analyze service documents and determine how well you are managing your service
processes. You can analyze service contracts, items, quotes, orders, invoices, and credit memos by choosing the
Statistics action. For service items and contracts, you can also use the Ser vice Item Trendscape or Contract
Trendscape to view a summary of service ledger entries for a specific service item.
C O L UM N DESC RIP T IO N
Consuming Displays the quantity and cost of items, or resources that will
be posted as consumed.
Total Displays the total amounts on the service order that result
from adding the invoicing amounts to the consuming
amounts.
Using Trendscapes
For service items and service contracts, the Ser vice Item Trendscape or Ser vice Contract Trendscape
pages provides a scrollable summary of service ledger entries in a period of time for a specific service item or
contract. To view the trendscape, open the service item or service contract, choose the Statistics action, and
then choose Trendscape .
When you scroll the list, the amounts are calculated in the local currency according to the specified time interval.
All amounts are calculated from service ledger entries, which are entries that are created when you post service
orders or service invoices.
You can filter the list by specifing the service items to include.
TIP
If you have set the time interval to Day and you want to scroll over a long period, you can do it faster by shifting to a
larger interval such as Quar ter . When you have found the desired period, you can shift back to the original interval to
see the data in more detail.
PA GE DESC RIP T IO N
Contract Gain/Loss (Groups) To view the contract gain/loss by service contract group.
1. Choose the icon, enter the name of the page to display, and then choose the related link.
2. Fill in the filter criteria you want to apply. For example, on the Contract Gain/Loss (Reasons) page, choose
a value for Reason Code Filter .
3. Choose the Show Matrix action.
See Also
Create Service Orders
Create Service Items
Planning Service
Fulfilling Service Contracts
4/1/2021 • 2 minutes to read • Edit Online
One way to set up a service management business is to have standard contractual agreements between you and
your customers that describe the level of service and the service expectations. You can create contract templates
that include necessary information, such as customer, start date of contract, and invoice period.
After you set up the template, you can customize the resulting contract to keep track of service hours, or other
items that may vary from customer to customer. You can also set up a contract manually from a service contract
quote. Finally, you can adjust your service pricing to keep track of discounts that a specific customer qualifies for,
by specifying the discount amount on the Ser vice Contract page.
The following table describes a sequence of tasks, with links to the topics that describe them.
TO SEE
Create service contracts either manually, or from a service Create Service Contracts and Service Contract Quotes
contract quote.
Adjust the annual amount of a service contract or contract Change the Annual Amount on Service Contracts or
quote, so make sure that you invoice the right amount. Contract Quotes
See also
Planning Service
Delivering Service
Setting Up Service Management
Create Service Contracts and Service Contract Quotes
Multiple Contracts
4/1/2021 • 2 minutes to read • Edit Online
Depending on your service level agreements with a customer, you may have to handle a service item under
more than one service contract.
By handling a service item under multiple contracts, you can do the following:
Issue different contracts for the same service item.
Service parts separately.
Consider different skills that are required to service different aspects of a service item, such as mechanical
components and software.
Specify different response times and frequencies in servicing different parts of a service item.
Address different kinds of activities to be performed on a service item when the service item requires
different types of service in different time periods.
Select and assign an appropriate contract number to a service item line when you are creating a service
order.
Handle relevant financial information about service items and service level agreements.
You can consider the following examples of using the multiple contracts functionality.
Copying Documents
You can automatically create a service contract or contract quote for service items that are already registered in
other service contracts or contract quotes by using the Copy from Document action.
See Also
Fulfilling Service Contracts
Create Service Orders
Work with Service Contracts and Service Contract
Quotes
4/1/2021 • 13 minutes to read • Edit Online
You can create a service contract either manually or from a service contract quote. You can use a service contract
quote as a forerunner of a service contract, in which your company makes an offer to the customer and obtains
customer approval before you can convert it to a service contract. The procedures for creating either a service
contract or service contract quote are similar.
NOTE
You can compare the credit memo to the original posted document on the Posted Ser vice Invoices page.
Choose the icon, enter Posted Ser vice Invoices , and then choose the related link.
NOTE
If the contract is not detailed, you must update the value in the Annual Amount field on the Invoice Details FastTab
on the Ser vice Contract page, reflecting the loss of the service item from the contract.
If the contract is detailed and prepaid, and you have posted invoices for the contract, you can create a credit memo for
the contract. Choose the Create Credit Memo action. This is unnecessary if the check box in the Automatic Credit
Memos field on the Invoice Details FastTab is selected. In that case, a credit memo is created automatically when you
remove a contract line.
L IN E C O ST O P T IO N S DESC RIP T IO N
L IN E C O ST O P T IO N S DESC RIP T IO N
Ser vice item The cost is automatically retrieved from the Default
Contract Cost field in the Ser vice Item table and copied
into the Line Cost field. The following formula is used to
calculate the line cost:
Item The cost is automatically retrieved from the Unit Cost field
in the Item table and the Contract Value % field value in
the Ser vice Mgt. Setup table. The following formula is
used to calculate the line cost:
Text description The value in the Line Cost field is set to zero.
L IN E VA L UE O P T IO N S DESC RIP T IO N
Ser vice item The price is automatically retrieved from the Default
Contract Value field in the Ser vice Item table and copied
into the Line Value field.
Text description The contents of the Line Value field are set to zero.
TIP
To add contract discounts directly to a service contract, perform similar steps from the Ser vice Contract page.
NOTE
In this case, only noncanceled contracts are considered. The status of the contract quotes is not taken into account.
IMPORTANT
Service items and contracts can be related. Changing the owner of a service contract can affect these relationships.
For example, suppose service item No. 8 is included in contracts SC00003 and SC00015. Contract SC00015 also contains
service item No. 15, which is also included in the contract SC00080. In this case, the owner for all three contracts and
service items will be changed.
1. Choose the icon, enter Ser vice Contracts , and then choose the related link. Open the relevant service
contract whose owner you want to change.
2. Choose the Open Contract action to open the contract for editing.
3. Choose the Change Customer action. The Change Customer in Contract page opens.
4. In the Contract No. and Ser vice Item No . fields you can see the numbers of the contract and service item
owned by the selected customer. If the customer owns more than one contract with more than one service
item included, then the value of these fields will be Multiple . To see the list of related contracts or service
items, select these field values.
5. In the New Customer No. field, choose the new customer.
6. In the New Ship-to Code field, choose the address.
7. Choose the OK button to change the customer and ship-to code of the service contracts.
8. Choose the Lock Contract action to lock the contract and to make sure that the changes will be part of the
contracts.
NOTE
The Change Status field is not related to the Release Status field on the service order header, which governs the
warehouse handling of service items.
NOTE
You cannot reopen a contract after it is canceled.
1. Choose the icon, enter Ser vice Contracts , and then choose the related link.
2. Open the relevant service contract to cancel.
3. Choose the Open Contract action to open the service contract for editing.
4. In the Cancel Reason Code field, choose the relevant reason code. To add more reason codes, choose
the Advanced action.
If the check box in the Use Contract Cancel Reason field on the Ser vice Mgt. Setup page is selected,
you must specify a cancel reason code when canceling contracts.
5. In the Status field, choose Canceled .
6. If there are unposted invoices, credit memos, or opened prepaid entries for the contract, a confirmation
message will appear. In the message box, choose No to return to the contract and post the documents, or
Yes to continue the cancellation process.
See Also
Set Up Service Contracts
Service Management
Convert Service Contracts that Include VAT Amounts
Change the Annual Amount on Service Contracts
or Contract Quotes
4/1/2021 • 8 minutes to read • Edit Online
You can change the annual amount of the service contract or contract quote to correct the amount that will be
invoiced annually.
L IN E
L IN E DISC O UN T L IN E
IT EM L IN E C O ST L IN E VA L UE DISC O UN T % A M O UN T A M O UN T P RO F IT
The Annual Amount field value is equal to the contents of the Calcd. Annual Amount field, which is always
set to the sum of the line amounts. In this case, it is equal to the following: 40 + 45 + 63 = 148.
If you change the Annual Amount to 139, the amount is calculated that should be added to each Line
Amount field value. This amount is calculated by subtracting the Calcd. Annual Amount from the new
Annual Amount field value and dividing the result by the number of the contract lines in the service contract.
In this case, it will be equal to the following: (139 - 148) / 3 = -3. Then, the last calculated figure is added to each
Line Amount field value and the Line Discount % , Line Discount Amount , and Profit field values are
updated using the formulas in the procedure described above.
Finally, the contract lines will contain this data.
L IN E
L IN E DISC O UN T L IN E
IT EM L IN E C O ST L IN E VA L UE DISC O UN T % A M O UN T A M O UN T P RO F IT
L IN E
L IN E DISC O UN T L IN E
IT EM L IN E C O ST L IN E VA L UE DISC O UN T % A M O UN T A M O UN T P RO F IT
The Annual Amount field value is equal to the contents of the Calcd. Annual Amount field which is always
set to the sum of the line amounts. In this case, it is equal to the following: 16.49 + 23.00 + 26.19 = 65.68.
If you change the Annual Amount to 60, the profit percentage contributions for each contract line is calculated:
Item 1 – 5 / (5 + 5.1 +12.7) = 0.2193 %
Item 2 – 5.1 / (5 + 5.1 + 12.7) = 0.2237
Item 3 – 12.7 / (5 + 5.1 + 12.7) = 0.557
The Line Amount field value is updated on each contract line using the following formula: Line Amount = Line
Amount + difference between the new and calculated annual amounts * Percentage Contribution. After that, the
Line Discount Amount , Line Discount % , and Profit field values are updated using the formulas described
in the procedure above.
Finally, the contract lines will contain this data.
L IN E
L IN E DISC O UN T L IN E
IT EM L IN E C O ST L IN E VA L UE DISC O UN T % A M O UN T A M O UN T P RO F IT
L IN E
L IN E DISC O UN T L IN E
IT EM L IN E C O ST L IN E VA L UE DISC O UN T % A M O UN T A M O UN T P RO F IT
The Annual Amount field value is equal to the contents of the Calcd. Annual Amount field, which is always
set to the sum of the line amounts. In this case, it is equal to the following: 25.00 + 55.10 + 112.70 = 192.80.
If you change the Annual Amount to 180, the profit percentage contributions for each contract line are
calculated:
Item 1 – 5 / (5 + 5.1 +1 2.7) = 0.2193 %
Item 2 – 5.1 / (5 + 5.1 + 12.7) = 0.2237
Item 3 – 12.7 / (5 + 5.1 + 12.7) = 0.557
The Line Amount field value is updated on each contract line using the following formula: Line Amount = Line
Amount + difference between the new and calculated annual amounts * Percentage Contribution. After that, the
Line Discount Amount , Line Discount % , and Profit field values are updated using the formulas in the step
3 of the procedure described above.
Finally, the contract lines will contain this data.
L IN E
L IN E DISC O UN T L IN E
IT EM L IN E C O ST L IN E VA L UE DISC O UN T % A M O UN T A M O UN T P RO F IT
See Also
Create Service Contracts and Service Contract Quotes
Setting Up Service Management
Delivering Service
4/1/2021 • 2 minutes to read • Edit Online
Business Central provides features to help you deliver service according to the contracts that you have created
and the service orders that you have committed to fulfilling. Your service technicians or dispatcher will find
outstanding service orders easy to locate when they use the Dispatch Board . At a glance, the Dispatch Board
shows which orders are in progress and which orders are complete.
Another way to review pending service orders is to use the Ser vice Tasks page. In this view of your service
obligations, you can see where in your service workflow an order is and change that status to reflect interactions
with your customer.
The following table describes a sequence of tasks, with links to the topics that describe them.
A service management application must interface with a customer request for service. That service request
usually is translated into a service order. Business Central provides tools to create an order both directly in
response to a customer request or as part of the contract process, if that is how your application is set up.
If needed, you can manage a loaner program for your customers. You can also determine your pricing structure,
put service pricing offerings into logical groupings, and create price adjustments.
The following table describes a sequence of tasks, with links to the topics that describe them.
TO SEE
Create quotes that are drafts of service orders, and then Create Service Quotes
convert the quotes to service orders.
Create documents that contain information about a service, Create Service Orders
such as repairs and maintenance, on service items.
Plan the delivery of service by using the Dispatch Board . Allocate Resources
You can also use project management tools in the Jobs
department to help in planning.
Post service orders for services, so that your accounting is Post Service Orders and Credit Memos
up-to-date.
Create and post invoices for services that you have Create Service Invoices or Credit Memos
delivered.
Keep customers happy by lending them an item while you Lend and Receive Loaner Items
work on theirs.
See Also
Planning Service
Fulfilling Service Contracts
Managing Projects
Create Service Quotes
4/1/2021 • 2 minutes to read • Edit Online
You can think of service quotes as the basis for service orders. In fact, they are almost identical. They both
contain information such as who the customer is, the type of order, the item that needs service, billing and
shipping information, and information about the actual service work.
You can use a service quote as a preliminary draft for a service order, and then convert the quote to a service
order.
NOTE
The customer fields are filled in automatically with information from the Customer card. If a Customer card does not
exist for the customer, and you have set up a customer template, you can create the customer from the service quote. Fill
in the relevant fields, and then choose the Create Customer action.
5. Depending on the settings on the Mandator y Fields FastTab on the Ser vice Mgt. Setup page, you may
need to fill in the Ser vice Order Type field and the Salesperson Code field.
6. Fill in the service item lines.
7. Register estimated costs on the service lines.
See Also
Create Service Orders
Work on Service tasks
Create Service Orders
4/1/2021 • 6 minutes to read • Edit Online
You can use the Ser vice Order page to create documents where you enter information about a service, such as
repairs and maintenance, on service items by customer request.
When creating a service order, you only have to fill in a few fields. Some fields are optional and many are
automatically filled in when you fill in related fields.
NOTE
There is a limit to the number of days you can use as the date range each time you use this batch job. You set this
limit in the Contract Ser v. Ord. Max. Days field on the Ser vice Management Setup page.
NOTE
If the Ser vice Item Group Code field on the service item line of the document is blank, this means that the service
item does not belong to any service item group. In this case, the Standard Ser v. Item Gr. Codes page will contain a
list of all standard service codes. You should select from the list to insert standard service lines in the document. You may
also select from the list of standard service codes assigned to a specific service item group. To view the list, select the
relevant code in the Ser vice Item Group Code field on the Standard Ser v. Item Gr. Codes page.
See Also
Service Posting
Post a Service Order
Setting Up Service Management
Work on Service Tasks
Allocate Resources
Create Service Invoices or Credit Memos
4/1/2021 • 5 minutes to read • Edit Online
Ease in invoicing your service orders is a key feature of Business Central. You can set up your Business Central
so that a service technician in the field can create an invoice for a service that is not connected to a contract or
order. Alternatively, set up Business Central so that you invoice service contracts periodically. The invoice period
for each contract defines how often you invoice it.
NOTE
You cannot create service invoices for the service contract when the Change Status field value is set to Open .
5. Choose Post , and then either Invoice or Ship and Invoice . For more information about these options,
see Posting in Service Management.
The service line you have selected is posted. You can post several service lines at once by selecting them all and
choosing Post . If you do this, make sure you have filled in all the necessary information on the lines you want to
post.
When you post the order with the Invoice option, a posted service invoice is created along with the
corresponding ledger entries and updates to the relevant fields on the service lines of the order. In addition,
previously posted shipment documents are updated with the quantities that have been invoiced. If you select the
Ship and Invoice posting option, a posted shipment is created.
NOTE
If you have set up number series for service invoices on the Ser vice Mgt. Setup page, you can press Enter to
select the next available service invoice number.
4. In the Customer No. field, enter the number of a customer. Select the relevant customer from the list.
The customer fields are filled in with information from the Customer card.
5. Enter a date in the Posting Date field. This date will appear on the posted entries. This field is filled with
the current working date, but you can change it manually.
6. Fill in the Document Date field. The date you enter here will appear on the printed invoice and will be
used to calculate the due date.
7. Fill in the service lines of the invoice. Fill in the Type , No., and Quantity fields to register items,
resources and costs that have been used in servicing.
See Also
Post Service Invoices
Setting Up Service Management
Service Posting
Allocate Resources
4/1/2021 • 9 minutes to read • Edit Online
The key element to service management is the people who supply service. You can set up Business Central to
assign the appropriate people to the appropriate jobs. Assignments can be based on service zones where the
people are located or where the service occurs. In addition, you can group resources together when responding
to service requests. For more information, see Set Up Resource Allocation.
You can allocate resources, for example, technicians, by using the Dispatch Board , or from a service order. You
can use resource availability to allocate resources to perform the service tasks in the orders or quotes.
You can allocate the same resource, for example, a technician, or resource group to all the service items in a
service order. Allocation entries are created for the other service items in the order with the same resource
number and allocation date as the line you allocated. The allocated hours are the hours you allocated divided by
the number of service items in the order. The Status field is automatically set to Active for all the entries that
were created.
NOTE
For a service item in a service order, there can only be Active allocation entries with one resource or resource group at a
time.
NOTE
For a service item in a service order, there can only be active allocation entries with one resource or resource group at a
time.
NOTE
The old entry still exists but the status is updated in the following ways:
If service was started while the allocation was Active , that is, if the repair status of the service item in the
entry was changed to In Process , the allocation status changes from Reallocation Needed to Finished .
If service was not started while the allocation was Active , the allocation status changes from Reallocation
Needed to Canceled .
If you are reallocating a service order that you have converted from a quote, the status of the allocation
entries registered for the quote always changes to Finished when you reallocate the service items in the
service order.
To cancel an allocation
You can cancel resource allocations for service tasks without reallocating the tasks.
1. Choose the icon, enter Dispatch Board , and then choose the related link.
2. Choose the service order, and then choose the Resource Allocations action.
3. Choose the allocation entry with the service task that you want to cancel allocation for.
4. Choose the Cancel Allocation action.
5. In the Reason Code field, select the appropriate reason code.
6. Choose Yes to confirm the cancellation.
NOTE
In the Status field, the Reallocation Needed option is automatically selected. If the repair status of the service
item in the entry is Initial, the repair status is changed to Referred , that is, no service has been started. If the
repair status is In Process , it is changed to Par tly Ser viced , that is, some service has been completed.
See Also
Set Up Resource Allocation
Allocation Status and Repair Status
Work on Service Tasks
4/1/2021 • 5 minutes to read • Edit Online
After you have created a service order or service quote, registered service item lines, and allocated resources to
the service items in the order or quote, you can start repairing and maintaining the service items.
Business Central features a Ser vice Tasks page that gives an overview of all the service items that need
attention. Think of it as your service dashboard where you can see what orders are pending, look for and
register spare parts, and keep your inventory up-to-date.
To track changes and get a graphical view of your service business, use Business Central statistics tools for
quick, automatically generated charting and analysis.
NOTE
Fill in the Repair Status field with the Finished or Par tly Ser viced status if the service item has been
completely serviced or another resource will continue servicing. The Finished or Reallocation Needed status is
specified automatically for the allocation entry corresponding to the service item.
O P T IO N DESC RIP T IO N
Replace Component Changes the status of the component you are replacing
to not active, and it will appear on the replaced
component list for the service item.
O P T IO N DESC RIP T IO N
New Component Enters the new component in the component list of the
service item.
[!NOTE] Filters are set on the relationships that are shown on the page by copying the service item group
and the fault codes from the Ser vice Item Worksheet page.
4. Fill out the line. Choose the combination of fault and resolution codes, and then choose OK to copy it to the
service item. If an appropriate combination cannot be found, you can create a new combination on the page.
See Also
Set Up Fault Reporting Allocation Status and Repair Status
Service Posting
Service Posting
4/1/2021 • 3 minutes to read • Edit Online
Service posting functionality lets you process your documents efficiently and maintain successful customer
service policy. You can create and update posted documents, and create ledger entries both in the service area
and in other modules to ensure the correct update.
NOTE
The following describes service posting regardless of how items are physically handled in the warehouse.
In a location that is not set up to require warehouse handling, you perform the posting actions directly from the Ser vice
Lines page. In locations that involve warehouse handling, the described posting actions, except Ship and Consume, are
performed indirectly through varying warehouse ship functions, depending on setup. For more information, see Pick
Items with Inventory Picks.
Ship
The ship option lets you register the relevant items and time entered on the lines of a service order after you
complete the service. A posted shipment is created and updates occur in the Inventory module and other
modules in Business Central to reflect that the items have been taken out of the inventory and sent to the
customer. In particular, the item ledger entries, value ledger entries, service ledger entries, and warranty ledger
entries are produced.
If the location is set up to require warehouse handling, then the shipping and moving of service line items
functions in the same ways as for other source documents. The only difference is that service line items can be
consumed either externally or internally, which requires two different release functions.
Invoice
You have to use the invoice option to issue an invoice to the customer you want to charge for the service.
Usually, it is the difference between the shipped quantity registered by the Post Shipment function and the
consumed quantity registered by the Post Consumption function that is subject to invoice. You cannot invoice
what has not been shipped. When you run the Post Invoice function, you create a posted service invoice and
update the documents posted before to make them consistent with the quantities that are contained in the
issued invoice. Like in other posting procedures, the relevant ledger entries that includes general ledger entries,
are generated.
After the posting has been completed, you will be able to view the posted service documents from the
corresponding Posted Ser vice Shipment and Posted Ser vice Invoice pages. The posted entries created can
be seen in various pages that contain posted entries, such as G/L Entries , Item Ledger Entries , Warehouse
Entries , Ser vice Ledger Entries , Job Ledger Entries , and Warranty Ledger Entries .
See Also
Post Service Orders
Create Service Orders
Post Service Orders and Credit Memos
4/1/2021 • 7 minutes to read • Edit Online
When you have created a service order, filled in all the necessary information and made any modifications, you
can post the service order. The order must contain at least one service item line and one service line before you
can post it. Should the order contain more than one service line, all the lines are posted at one time.
If you have a large number of service orders, you can save time by using a batch job to post them at the same
time. You can run the batch job from any service order.
TIP
Before you post a service document, it's a good idea to use the Test Repor t action to to check for any errors or missing
information. If there are errors, you must correct the problem. You can print a new test report to verify the fix, and then
post the document.
A C T IO N RESULT
Test Repor t Checks all parts of the document and presents the result
in a report. If the report indicates any errors or a lack of
information, you must correct the problem. You can then
print a new test report.
Post and Print Posts the order and prints a shipment (if you ship the
order without invoicing it) or an invoice (if you invoice
the order).
4. When you post the order, you must specify one of the following options for how you want to post the
order.
P O ST IN G O P T IO N RESULT
You can post consumption only if the line contains a quantity that has shipped but not invoiced or consumed.
When posting the order, the corresponding ledger entries and posted documents are created. The relevant fields
are updated in the service order document.
NOTE
It is important to enter all the necessary information on the credit memos before they are batch posted. Otherwise, it is
possible that they will not be posted. When the batch job has finished posting, a message is displayed that shows how
many of the service credit memos have been posted.
NOTE
To register consumption with respect to a job, fill in the Job No. , Job Task No. , and the Job Line Type fields on
the service line.
5. Choose the lines to post, and then choose the Post action. On the page that opens, select Ship and
Consume .
The service is posted as consumed either partially or fully, depending on the value in the Qty. to Consume
field, and the relevant ledger entries are created. In addition,previously posted service shipment documents are
updated chronologically with the consumed quantities. The relevant quantities will be updated on the service
lines of the order.
NOTE
The quantity to ship value depends on whether you want to post shipment fully or partially. If you choose to ship
fully, the value in the Qty. to Ship field must be equal to the value in the Quantity field. When you post a
partial shipment, you must specify the quantity you want to ship initially. If you have already shipped part of the
service on the order, make a note of the value in the Quantity Shipped field. The maximum quantity you can
enter in the Quantity to Ship field is the number of units that have not yet been shipped.
3. Choose the Post action. on the page that appears, choose the Ship button.
Business Central creates ledger entries (in the warranty ledger, item ledger, service ledger, or G/L), produces the
posted service shipment document, and updates the relevant fields on the service lines of the service order.
If the location is set up to require warehouse handling, then the shipping and moving of service line items
function in the same ways as for other source documents. The only difference is that service line items can be
consumed either externally or internally and therefore require two different release functions.
For information about shipping service line items in advanced warehouse configurations, see Picking Items for
Warehouse Shipment.
NOTE
You cannot undo service consumption if:
See Also
Posting in Service Management
Create a Service Order
Lend and Receive Loaners
4/1/2021 • 2 minutes to read • Edit Online
You can lend customers loaners to temporarily replace service items that you have received for servicing.
To receive a loaner
When you receive a loaner from a customer, you must register the receipt. You do this in the Ser vice Order ,
Posted Ser vice Shipment , and Loaner Card pages. This procedure shows how to receive loaners on the
Ser vice Order page.
1. Choose the icon, enter Ser vice Orders , and then choose the related link.
2. Open the relevant service order.
3. Choose the service item line with the loaner you want to receive.
4. Choose Actions , choose Functions , and then choose Receive Loaner .
See Also
Set Up a Loaner Program
Manage Work across Multiple Companies in the
Company Hub
4/1/2021 • 3 minutes to read • Edit Online
Some people work in multiple companies in Business Central, and some also work in more than one
organization, such as external accountants, or employees and managers of corporations with multiple
subsidiaries. For these users, and many others, the company hub serves as a landing page for managing work
across the various environments that they work in, across companies, environments, and regions.
You can access the company hub by switching to the Company Hub role in My Settings, or by opening the
Company Hub page directly. You can do the same work in both places, but actions are placed slightly different
in menus.
NOTE
You can connect the company hub to as many companies as you need. However, you can only connect the company hub
to companies that are hosted in Business Central online.
TIP
To access a specific company in Business Central, choose the name of the company, or choose the Go To Company
menu item - you are logged in automatically in a new browser tab.
You can add new companies, such as when you get a new client, or when your corporation adds a new
subsidiary. For more information, see Add Companies to Your Company Hub.
TIP
In order to refresh the data in the company hub, you must have access to the data in the companies that the data comes
from.
Assigned tasks
In Business Central, you can assign tasks to yourself and others, and others can assign tasks to you. The
company hub gives you an overview of assigned tasks for each company, and you can also access a list of all
assigned tasks by choosing My User Tasks on the Home page.
My user tasks
The My User Tasks list helps you prioritize your day by showing more information about tasks assigned to you
across all your companies.
You can sort by due date, for example, or any other type of data that helps you prioritize your day. By default, the
list shows all tasks that are assigned to you, but you can set up filters to only show tasks that are marked as high
priority, for example.
To pick up a task, simply choose it from the list of pending user tasks. In the ribbon, the link Go to Task Item
opens the page where you can do the work.
When you have completed a task, simply mark it as completed.
For more information about companies and environments, see Environment links.
Access the company hub
In order to access the company hub, you must have access through either the D365 COMPANY HUB user group
or through the D365 COMPANY HUB permission set. You must also have access to the companies that are listed
in your company hub, which means that you must be a user in those companies. For more information, see
Create Users According to Licenses.
IMPORTANT
The company hub is a company-wide list, so any user who is granted access to the company hub will be able to see all
companies in their own Business Central tenant, and all KPIs for the companies that they have access to.
If you cannot find the company hub, and you know that you have been granted access to it, then check with your
administrator if the company hub is listed in the Extension Management page. For more information, see
Customizing Business Central Using Extensions.
See also
Add companies to your company hub
Accountant Experiences in Business Central
The Company Hub for Business Central Extension
Change Basic Settings
Add Companies to Your Company Hub
4/1/2021 • 2 minutes to read • Edit Online
With the company hub, you can access your work from across multiple companies from multiple Business
Central environments. You can add a environments and companies manually, if your companies do not show up
automatically in the company hub.
Right in the company hub landing page, you find the Setup menu, from where you can access the
Environment Links page. Simply choose New , and then fill in the fields. Hover over a field to read a short
description.
NOTE
You can connect the company hub to as many companies as you need. However, you can only connect the company hub
to companies that are hosted in Business Central online.
Environment links
An environment link is a card where you specify the Business Central environment that hosts one or more
companies that you do work in. The data in the card for each environment is specified by you, and you can
change it as needed. However, the Environment Link field is critical - this is how you can access each company
in Business Central. Use the Test the connection action in the ribbon to test that you entered the right link. The
link that you must enter points at environment that hosts the company that you are adding, and it must include
the Azure Active Directory (Azure AD) ID, or the organization's domain name. For example, if they have specified
a domain such as MyBusiness.com, then the link to their Business Central is
https://businesscentral.dynamics.com/mybusiness.com?redirectedfromsignup=1 . Otherwise, it will look something
like this:
https://businesscentral.dynamics.com/1a23b456-789c-0123-45de-678910fg12h/production?redirectedfromsignup=1
The link is used when you choose the company in the company hub.
TIP
If you're working in the free trial version of Business Central, it is easy to add the companies in your tenant. You can find
the environment link by copying the Azure Active Directory ID from the Troubleshooting section of the Help & Support
page. The environment name is probably the default value, PRODUCTION. Add this information to the Environment
Link field, such as
https://businesscentral.dynamics.com/1a23b456-789c-0123-45de-678910fg12h/production?
redirectedfromsignup=1
, and then choose Test the connection . The evaluation company will be added to the list.
If you have moved to the thirty-day trial company, My Company, you can add that to the list by choosing the Reload /
Reload all Companies action in the list.
Load companies
When you have added your environments, your companies show up automatically. However, if you know that a
new company has been added to an environment, you can choose the Reload all companies action to refresh
the list. Use the same action to refresh data from across your companies.
TIP
In order to refresh the data in the company hub, you must have access to the data in the companies that the data comes
from.
See also
Manage Work across Multiple Companies in the Company Hub
Resources for Help and Support
Troubleshooting Your Company Hub
4/1/2021 • 2 minutes to read • Edit Online
Adding companies to the company hub dashboard is easy enough, but this article addresses issues that you
may have on the way.
Check errors
Use the Check Errors action to view a list of recent errors. You can see additional details for each error, and you
can clean up the log by deleting older entries.
Connection failed
There can be a couple of reasons why you cannot connect to a company, including the following:
The URL in the Environment Link field is not valid
Go to the Environment Links page, open the environment that you cannot connect to, and then choose
the Test the connection action.
The client's company is currently offline, for example if it being upgraded
In your dashboard, choose the Tools menu item, and then choose Check Errors . This opens a list with
technical details, so you might want to contact your administrator if you're seeing errors. For example, the
error message "The server has rejected the client credentials" suggests that you do not have access.
You do not have access to all companies in the environment that you are trying to connect to
In Business Central, an organization can have multiple business units called companies, and you might
not have access to all companies. Work with your administrator or client to make sure that you have
access to the companies that you have to work in.
See also
Manage Work across Multiple Companies in the Company Hub
Add companies to your company hub
Accountant Experiences in Business Central
Local Functionality in Dynamics 365 Business
Central
4/1/2021 • 2 minutes to read • Edit Online
Business Central has a combined localization strategy inclusive of both Microsoft-led and partner-led models. In
this section, you can see descriptions of functionality that applies to the countries where Microsoft provides the
regulatory compliance and other local functionality.
For a list of currently supported markets, see Country/Regional Availability and Supported Translations.
Local Functionality
To learn about the local functionality for each country/region, choose the related link:
REGIO N C O UN T RY M O RE IN F O RM AT IO N
Europe
North America
REGIO N C O UN T RY M O RE IN F O RM AT IO N
Asia Pacific
Other Countries
Business Central is also available in other markets through localization apps. If a Microsoft partner has
developed a localization app for your country/region, you can find it in AppSource.
See Also
Getting Ready for Doing Business
Compliance
Country/Regional Availability and Supported Translations
International availability of Microsoft Dynamics 365
Development of a Localization Solution
Australia Local Functionality
6/9/2021 • 2 minutes to read • Edit Online
The following topics describe local functionality that is unique to the Australian version of Business Central.
Feature Availability
Tax
Tax Available Now
Withholding Tax Available Now
Set Up Withholding Tax Available Now
Set Up Revenue Types for Withholding Tax Available Now
Set Up Vendors Without ABN for Calculating the Withholding Tax Available Now
Calculate and Post Withholding Tax Settlements Available Now
View Withholding Tax Entries Available Now
View Posted Tax Invoices Available Now
View Posted Tax Credit Memos Available Now
Set Up Goods and Service Tax Posting Available Now
Calculate Goods and Services Tax on Prepayments Available Now
Adjust Settlement Exchange Rates for VAT Entries Available Now
Print Goods and Service Tax Settlement Reports Available Now
Banking & Payments
Compare Bank Cash Flow Available Now
Create Check Installments Available Now
Electronic Funds Transfer (EFT) Available Now
Print Bank Account Reconciliation Reports Available Now
Print Deposit Slip Reports Available Now
Core Finance
Set Up Business Units for Business Activity Statements Available Now
Print Balance Sheet Reports Available Now
Print Income Statements Available Now
Calculating Distribution Amounts Available Now
General
Addresses Available Now
Determine Sales Price by Cost Plus Percentage Available Now
Enter Australian Business Numbers Available Now
Payment Times Reporting Available Now
See Also
Working with Business Central
Country/regional availability and supported languages
Start a free trial!
Tax Overview
4/1/2021 • 2 minutes to read • Edit Online
See Also
Australia Local Functionality
Withholding Tax in the Australian Version
4/1/2021 • 2 minutes to read • Edit Online
Withholding Tax (WHT) is tax withheld by a company when making a payment to a vendor, in which the full
amount owed to that vendor is reduced by the tax withheld. The withheld tax is then remitted to the Australian
Taxation Office (ATO) during the next Business Activity Statement (BAS) submission.
The Australian government requires taxes to be withheld from payment to vendors under the following
circumstances:
The vendor is a local supplier who has not supplied an Australian Business Number (ABN) before the
payment is processed, and the individual transaction amount is greater than the specified threshold
amount.
The vendor is a nonresident supplier, and the payment is to be made to this nonresident entity in the
form of interest, royalty, or dividend payments. Currently, there is no minimum threshold amount.
Withholding rates can vary due to payment or international tax treaties existing between Australia and
the vendor's country.
Fields within WHT Business Posting Groups and WHT Product Posting Groups must be set up on the
WHT Posting Setup page so that the correct WHT calculations are made for each vendor.
WHT Calculation Rule – This field controls how calculation applies to the WHT Minimum Invoice
Amount , or the invoice threshold amount. The following options exist:
Less than
Less than or equal to
Equal to
Greater than
Greater than or equal to
In Australia, WHT is not calculated if the individual invoice amount is less than or equal to the threshold amount.
Australian companies should select Less than or equal to .
WHT Minimum Invoice Amount – Enter the invoice threshold amount.
WHT % – Enter the relevant WHT rate for the particular combination of WHT Business Posting Group
and WHT Product Posting Group . If you do not want to calculate any withholding amount, enter 0.00.
Realized WHT Type – Select Payment to calculate only the withholding amount at the time of payment.
The other options of Invoice and Earliest do not apply to Australia.
Payable WHT Account Code – Enter the number of the G/L account to which you want to post
Purchase WHT for the particular combination of WHT Business Posting Group and WHT Product
Posting Group .
Purch. WHT Adjustment Account No. – Select an account number for Purchase CR/Adj Note
adjustments.
Revenue Types – Drill down to the WHT Revenue Types page. These values determine how the
combination of WHT Business Posting Group and WHT Product Posting Group are displayed in
reports. You must enter a value in order for this combination to appear in the WHT reports.
WHT for Suppliers Without an ABN
Ensure that there is a valid combination of General Business and General Product Posting Groups with the
correct threshold. For example, in Australia today the minimum threshold is $75 with a rate of 46.50%.
The percentage withheld is specified in WHT Posting Setup . The amount to be withheld is calculated
automatically at the time of payment. The WHT certificate is printed automatically, and then sent to the vendor
with payment. The WHT certificate explains the reasons for not sending the full invoiced amount.
See Also
Set Up Withholding Tax
Set Up Vendors Without ABN for Calculating the Withholding Tax
Set Up Revenue Types for Withholding Tax
Calculate and Post Withholding Tax Settlements
View Withholding Tax Entries
Australia Local Functionality
Set Up Withholding Tax in the Australian Version
4/1/2021 • 3 minutes to read • Edit Online
Withholding tax (WHT) is the tax withheld by a company when it makes a payment to a vendor, in which the full
amount owed to the vendor is reduced by the tax withheld. The withheld tax is then remitted to the Australian
Taxation Office (ATO) when the next Business Activity Statement (BAS) is submitted.
If a supplier without an Australian Business Number (ABN) provides an invoice, a withholding tax amount must
be withheld if the total amount of the invoice is more than the threshold amount. To use withholding tax, you
must first enable WHT in the General Ledger Setup page and set up product posting groups and business
posting groups for WHT.
NOTE
As a prerequisite, you must have set up source codes for WHT settlement on the Source Code Setup page. For more
information, see Setting Up Source Codes and Reason Codes for Audit Trails.
The following procedure describes how to set up product posting groups for WHT, but the same steps also apply
to setting up business posting groups for WHT.
To set up a product posting group for withholding tax
1. Choose the icon, enter WHT Product Posting Group , and then choose the related link.
2. Fill in the fields as described in the following table.
Code Specify the code for the product posting group. You can
enter a maximum of 10 alphanumeric characters.
WHT Business Posting Group Specifies the business posting group code for
withholding tax.
WHT Product Posting Group Specifies the product posting group code for withholding
tax.
WHT Calculation Rule Specifies the calculation rule for WHT, which is used with
the amount specified in the WHT Minimum Invoice
Amount field. This will help identify the transactions for
which WHT will not be deducted.
WHT Minimum Invoice Amount Specifies the threshold amount that is below which WHT
will not be deducted.
WHT % Specifies the WHT rate. You must enter the rate without
the percent sign.
Realized WHT Type Specifies the mode of WHT calculation for purchases or
sales of items.
Prepaid WHT Account Code Specifies the general ledger account number to which
sales WHT is to be posted.
Payable WHT Account Code Specifies the general ledger account number to which
purchase WHT is to be posted.
Bal. Prepaid Account Type Specifies the type of balancing account for sales WHT
transactions.
Bal. Prepaid Account No. Specifies the account number or bank name for sales
WHT transactions, based on the type selected in the Bal.
Prepaid Account Type field.
Bal. Payable Account Type Specifies the type of balancing account for purchase
WHT transactions.
Bal. Payable Account No. Specifies the account number or bank name for purchase
WHT transactions. This is based on the type selected in
the Bal. Payable Account Type field.
WHT Repor t Line No. Series Specifies the number series for the WHT report line.
F IEL D DESC RIP T IO N
Purch. WHT Adj. Account No. Specifies the account number on which to post purchase
credit memo adjustments.
Sales WHT Adj. Account No. Specifies the account number on which to post sales
credit memo adjustments.
See Also
Set Up Revenue Types for Withholding Tax
View Withholding Tax Entries
Calculate and Post Withholding Tax Settlements
Withholding Tax
Australian Taxation Office (ATO)
Set Up Revenue Types for Withholding Tax in the
Australian Version
4/1/2021 • 2 minutes to read • Edit Online
Revenue types are used to categorize withholding tax (WHT) entries and are used for WHT certificates.
You can use the WHT Revenue Types page to set up the revenue types for withholding tax.
Code Specifies the unique code for the revenue type. You can
enter a maximum of 10 alphanumeric characters.
See Also
Withholding Tax
Set Up Withholding Tax
View Withholding Tax Entries
Calculate and Post Withholding Tax Settlements
Set Up Vendors Without ABN for Calculating the
Withholding Tax in the Australian Version
4/1/2021 • 2 minutes to read • Edit Online
Withholding Tax (WHT) is calculated for local vendors who do not have an Australian Business Number (ABN), as
required by tax law.
NOTE
The WHT percentage is automatically withheld in accordance with what was specified on the WHT Posting
Setup page. The WHT certificate is produced for submission to the vendor. For more information, see Withholding
Tax.
See Also
Withholding Tax
Set Up Withholding Tax
Calculate and Post Withholding Tax Settlements in
the Australian Version
4/1/2021 • 2 minutes to read • Edit Online
You can use the Calc. and Post WHT Settlement page to calculate and post the withholding tax (WHT).
You can close WHT entries that are open or not settled and transfer the corresponding amount to the WHT
settlement account.
The sum of all withheld amounts is reported as a truncated whole number to the Australian tax authorities.
NOTE
The truncated cents are accounted for in a rounding account.
Star ting Date The start date of the period for which WHT has to be
settled.
Ending Date The end date of the period for which WHT has to be
settled.
Settlement Account The account number based on the account type selected
in the Settlement Account Type field.
Show WHT Entries Select to view the withholding tax entries for the
specified period.
3. Choose the Print button to print the report, or choose the Preview button to view it on the screen.
See Also
Withholding Tax
Set Up Withholding Tax
Set Up Revenue Types for Withholding Tax
View Withholding Tax Entries
View Withholding Tax Entries in the Australian
Version
4/1/2021 • 2 minutes to read • Edit Online
You can view entries that have been posted with withholding tax (WHT) for a specified general ledger register.
On the WHT Entr y page, you can view details about the withholding tax, such as the base amount, the
calculated WHT amount, the WHT calculation method, and the unrealized WHT amount.
See Also
Withholding Tax
Set Up Revenue Types for Withholding Tax
Set Up Withholding Tax
Calculate and Post Withholding Tax Settlements
View Posted Tax Invoices in the Australian Version
4/1/2021 • 2 minutes to read • Edit Online
In Business Central, you can use the Posted Sales Tax Invoice page and the Posted Purchase Tax Invoice
page to view the details of posted sales tax invoices and posted purchase tax invoices.
The following procedure describes how to view the posted sales tax invoice, but the same steps also apply to
viewing posted purchase tax invoices.
FA ST TA B DESC RIP T IO N
Posted Sales Tax Inv. Subform Posted sales tax invoice information.
See Also
View Posted Tax Credit Memos
View Posted Tax Credit Memos in the Australian
Version
4/1/2021 • 2 minutes to read • Edit Online
You can use the Posted Sales Tax Credit Memo page and Posted Purch. Tax Credit Memo page to view
details of sales tax credit memos and purchase tax credit memos that have been posted.
The following procedure describes how to view posted sales tax credit memos, but the same steps also apply for
viewing posted purchase tax credit memos.
FA ST TA B DESC RIP T IO N
Posted Sales Tax Cr. Memo Sub Posted sales tax credit memo information.
See Also
View Posted Tax Invoices
View Withholding Tax Entries
Set Up Goods and Services Tax Posting
4/1/2021 • 2 minutes to read • Edit Online
Goods and services tax (GST) is the tax that is applied on most goods and services. The GST that is paid and
received during a period is reported in the Business Activity Statement (BAS) that has to be submitted to the
Australian Taxation Office (ATO).
To set up posting details for GST, you must define the posting groups, rate of GST, and the accounts to which
GST is to be posted. You can set up this information for a particular combination of business posting groups and
product posting groups.
You must set up GST posting before you generate the BAS report.
VAT Bus. Posting Group Specifies the VAT business posting group code.
VAT Prod. Posting Group Specifies the VAT product posting group code.
VAT Identifier Specifies the code that is used to group similar VAT
setups with similar attributes.
VAT Calculation Type Specifies the method that is used to calculate the
purchase or sale of items.
Sales VAT Account Specifies the number of the general ledger account to
which you want to post the sales VAT.
Purchase VAT Account Specifies the number of the general ledger account to
which you want to post the purchase VAT.
Reverse Chrg. VAT Acc. Specifies the number of the general ledger account to
which you want to post the reverse charge VAT.
When a partial payment or prepayment is made, you must calculate Goods and Services Tax (GST) for that
partial payment or prepayment based on the total invoice amount, instead of on a partial amount. If you
account for GST on a non-cash basis, you must report and pay GST on payments during the period in which you
receive partial payment or issue a tax invoice for payment.
See Also
Invoicing Prepayments
Australia Local Functionality
Adjust Settlement Exchange Rates for VAT Entries in
the Australian Version
4/1/2021 • 2 minutes to read • Edit Online
You can use the Adjust Settlement Exch. Rates batch job to settle VAT entries according to the government
exchange rate as defined in the Currency Exchange Rate table.
Document No. Specifies the document number for which you want to
settle VAT entries.
Use Daily Settlement Exch. Rate Select if you want to use the daily settlement exchange
rate.
See Also
Australia Local Functionality
Print Goods and Service Tax Settlement Reports in
the Australian Version
4/1/2021 • 2 minutes to read • Edit Online
You must submit a periodic report of goods and services tax (GST) settlement. You can create this settlement
from the BAS Calc. Schedule List page.
Settlement Account No. The general ledger account number or vendor number,
based on the type selected in the Settlement Account
Type field.
Rounding G/L Account No. The account to which the truncated cents will be posted.
See Also
Set Up Goods and Service Tax Posting
Australian Local Functionality
Compare Bank Cash Flow in the Australian Version
4/1/2021 • 2 minutes to read • Edit Online
You can use the Bank Detail Cashflow Compare report to compare the flow of cash in a particular bank for a
specified period.
The report displays the following details:
Posting date
Document type
Document number
Debit amount
Credit amount
Remaining amount
The debit and credit amounts are displayed in the local currency. You can also view the starting balance and
ending balance for each bank.
Compare Star t Date Specifies the start date for the comparison.
New Page per Bank Account Specifies if the details of each bank account will be
printed on a separate page.
3. Choose the Print button to print the report or choose the Preview button to view it on the screen.
See Also
Create Check Installments
Australia Local Functionality
Create Check Installments in the Australian Version
4/1/2021 • 2 minutes to read • Edit Online
You can create check installments for post-dated checks. You can define the number of installments that a
payment will be divided into, the percent of interest, and the period in which the checks will be created.
No. of Installments Specifies the number of installments into which the post-
dated check will be divided.
Period Length Specifies the period for which the installments will be
created. For example, if you want to divide the check into
monthly installments, enter 1M .
Star t Document No. Specifies the starting number of the document. Based on
the number of installments specified, the consecutive
numbers are allocated to the documents created.
See Also
Australia Local Functionality
Electronic Funds Transfer (EFT) in the Australian
Version
4/1/2021 • 2 minutes to read • Edit Online
You can pay vendors using the electronic funds transfer (EFT) system in Australia.
NOTE
Electronic Funds Transfer (EFT) uses posted and nonposted payments as the basis to calculate withholding tax amounts
for applied invoices. Payments that are not applied to an invoice can only be exported to an EFT file if the Skip WHT
check box is selected. During export of the EFT file, the payment journal lines are not deleted and cannot be deleted as
long as they have a reference to an EFT register. To remove the link between the EFT register and payment journal lines,
choose the Cancel Expor t action either on the EFT Register page or the Payment Journal page.
See Also
Export Payments to a Bank File
Australia Local Functionality
Print Bank Account Reconciliation Reports in the
Australian Version
4/1/2021 • 2 minutes to read • Edit Online
Use the Balance Sheet report to view the company's balance sheet. This is a legal report that is required for
auditing accounts. You can use this report to view assets and liabilities.
Amounts in whole Specifies the nearest unit to which the amounts must be
rounded.
3. Choose the Print button to print the report or choose the Preview button to view it on the screen.
See Also
Reconcile Bank Accounts
Print Deposit Slip Reports in the Australian Version
4/1/2021 • 2 minutes to read • Edit Online
The Deposit Slip report displays cash and check details in a format required by the bank.
See Also
Australia Local Functionality
Set Up Business Units for Business Activity
Statements in the Australian Version
4/1/2021 • 2 minutes to read • Edit Online
In Business Central, you can consolidate the financial statements of various companies into one financial
statement.
You must set up a consolidation company to perform the consolidation. In this company, the total amounts for
all accounts in the group, from both the parent company and subsidiaries, are added together. You must also
indicate the general ledger accounts in the consolidated company to which the total should be transferred.
You can use the BAS Business Units page to set up the following:
Parent company
Subsidiaries
Affiliates
You must provide information on the General Ledger Setup page before you can set up business units.
BAS to be Lodged as a Group Select if you are logging a business activity statement for
a group of companies.
BAS Group Company Select if this company is the main company in the group
of companies for which you are logging a group business
activity statement.
Company Name Specify the name of the company that will be added to
the group company's business activity statement.
BAS Version Specify the BAS version number in which the transaction
was included. This field is associated with the Document
No. field.
See Also
Australian Local Functionality
Print Balance Sheet Reports in the Australian
Version
4/1/2021 • 2 minutes to read • Edit Online
Use the Balance Sheet report to view the company's balance sheet. This is a legal report that is required for
auditing accounts. You can use this report to view assets and liabilities.
Amounts in whole Specifies the nearest unit to which the amounts must be
rounded.
3. Choose the Print button to print the report or choose the Preview button to view it on the screen.
See Also
Print Income Statements
Print Goods and Service Tax Settlement Reports
Compare Bank Cash Flow
Print Income Statements in the Australian Version
4/1/2021 • 2 minutes to read • Edit Online
You can use the Income Statement report to view the company's annual income statement.
This is a legal report that is required for auditing accounts. This report displays the details of revenues and
expenses for the current year and the previous year.
Amounts in whole Specifies the nearest unit to which the amount must be
rounded.
Show Amounts in Add. Repor ting Currency Specifies if the amounts will be displayed in the
additional reporting currency.
3. Choose the Print button to print the report, or choose the Preview button to view it on the screen.
See Also
Calculate and Post Withholding Tax Settlements
View Withholding Tax Entries
Compare Bank Cash Flow Print Balance Sheet Reports
Print Goods and Service Tax Settlement Reports
Calculating Distribution Amounts in the Australian
Version
4/1/2021 • 2 minutes to read • Edit Online
You can reallocate the amount in one general ledger account to other general ledger accounts so that the
balances of your accounts remain proportionate to one another.
Use the Calculate Distribution Amount function to calculate the allocation percentage based on the balances
of the accounts or based on the net changes between the accounts. Run the Calculate Distribution Amount
function from the Allocation page for the Standard Balance and Reverse Balance recurring methods in the
Recurring Journal .
The net changes or balances of the accounts on the Allocation page determine the allocation percentage
calculated.
See Also
Australia Local Functionality
Addresses in the Australian Version
4/1/2021 • 2 minutes to read • Edit Online
A single postal code can include multiple cities in the same region.
At the same time, cities with the same name are sometimes located in different states.
For example, Australian postal code 4069 covers the cities of Chapel Hill and Kenmore in the state of
Queensland. However, there is also a city named Chapel Hill in the state of South Australia, located in postal
code 5153.
To avoid confusion and improve address accuracy, available options display when you enter data in address
fields. For example, when you enter a postal code on a customer card, you can select from a list of all available
cities for that postal code in the City field drop-down list. Likewise, when you enter a city name, you can select
from a list of all available states in the State field drop-down list.
To enable this functionality, you must enter the data into the Post Code table. You can do this manually, or you
can download a copy of the Australian postal codes from the Australian Post Office website.
To increase postal efficiency in Australia, the postal department has introduced an address bar coding system in
which every address is assigned a unique identifier called a Delivery Point Identifier (DPID). From the DPID, a bar
code is generated and printed for each address. Companies can receive discounts on bulk mailings if they use
these bar codes. To retrieve a DPID, you must connect to the local postal database that uses authorized Address
Matching Approval System (AMAS) software. You can reduce your number of postal returns by validating
customer addresses using the AMAS database.
When you print an address that has a DPID, a bar code will be printed together with the address. If you cannot
print bar codes, the DPID will be printed together with the address.
Contact your Microsoft partner for information on how to obtain AMAS software.
See Also
Australia Local Functionality
Determine Sales Price by Cost Plus Percentage in
the Australian Version
4/1/2021 • 2 minutes to read • Edit Online
Use the cost plus percentage function to set a sales price based on the cost of an item. The cost of the item can
be calculated along with cost plus calculation. The discount will be based on this calculation. This functionality
eliminates the need for the use of spreadsheets in determining percentage discounts as they correspond to cost
plus percentage.
NOTE
For a new customer, in the No. field, enter the customer number.
- Customer
- Customer Price Group
- All Customers
- Campaign
- None
See Also
Australia Local Functionality
Australian Business Numbers and Adjustment Notes
4/1/2021 • 2 minutes to read • Edit Online
An Australian Business Number (ABN) is a single identifier for all business dealings with the tax office, and for
dealings with other government departments and agencies.
ABNs and adjustment notes—or credit memos—are used to satisfy tax requirements.
ABN
All companies must register and apply for an ABN to report the details of payment summaries issued to their
payees during the financial year. The payment summary includes the Tax File Numbers (TFN) or business
numbers of the payees.
Adjustment Notes
Adjustment notes are issued by suppliers to a business when the amount of consideration for taxable supplies
changes. The recipient needs an adjustment note to claim more or less GST credits than previously claimed.
Section 19-10 of A New Tax System (Goods and Services Tax) Act 1999 defines an adjustment event as any
event that has the effect of:
Canceling a supply or acquisition.
Changing the consideration for a supply or acquisition.
Causing a supply or acquisition to start or stop being a taxable supply or creditable acquisition.
An adjustment event may result in an increase or decrease to your net amount for the tax period.
Adjustment notes—or credit memos—should be connected to an invoice.
Because credit memos are used for adjustment notes, each credit memo should satisfy all of the legal
requirements for an adjustment note. Each credit memo should have an original invoice number, date, and
reason code assigned to it. The following fields are included in the adjustment note:
Adjustment Applies to : The number of the document to which the adjustment note applies. If you use
the Copy Document function, this field populates automatically. You must enter a reason code before
the transaction can be posted. You can use this field to create an adjustment note for a paid or closed
transaction.
Adjustment Reference No : The number of the adjustment note. For Sales & Receivables , the
number assigned to the posted document populates automatically in this field.
Adjustment Note Date : Automatically populated from the document date.
Adjustment and BAS Adjustment : These entries populate automatically. Some credit memos are
Business Activity Statement (BAS) adjustments. Adjustment notes can only be applied against a single
document.
See Also
Enter Australian Business Numbers
Australia Local Functionality
Enter Australian Business Numbers
4/1/2021 • 2 minutes to read • Edit Online
You can enter an Australian Business Number (ABN) in the following pages:
Company Information
Vendor Card
An algorithm provided by the local tax office ensures that the number is in a valid format.
NOTE
All companies must register and apply for an ABN to report the details of payment summaries issued to their payees
during the financial year. The payment summary includes the Tax File Numbers (TFN) or business numbers of the payees.
See Also
Australian Business Numbers and Adjustment Notes
Australia Local Functionality
Payment Times Reporting in the Australian Version
6/8/2021 • 4 minutes to read • Edit Online
Businesses in Australia that have a group-wide revenue of AUD 100,000,000 or more must report to the
authorities how they pay their small business vendors. A company is considered a reporting entity if they exceed
that revenue threshold, or if a company has a revenue of AUD 10,000,000 or more while also being part of a
controlling corporation with a revenue of AUD 100,000,000 or more. Small businesses must register in a system
that is made available by the authorities, and reporting entities must look up their vendors in this system to
check if a given vendor qualifies as a small business vendor and report the relevant amounts. See more about
the reporting rules and registration at lookup in the Small Business identification tool here:
https://www.industry.gov.au/regulations-and-standards/payment-times-reporting-scheme.
NOTE
Invoices and their corresponding payments are all vendor ledger entries. Using Excel to find the relevant payments for a
given invoice may be more convenient for you.
See Also
Australia Local Functionality
Austria Local Functionality
4/1/2021 • 2 minutes to read • Edit Online
The following topics describe local functionality that is unique to the Austrian version of Business Central.
Feature Availability
VAT
Create a VAT Statement Available Now
VAT Reporting Available Now
Banking & Payments
Print Vendor Payments List Reports Available Now
Purchasing
Delivery Reminders Available Now
Set Up Delivery Reminders Available Now
Set Up Delivery Reminder Terms, Levels, and Text Available Now
Assign Delivery Reminder Codes to Vendors Available Now
Generate Delivery Reminders Available Now
Create Delivery Reminders Manually Available Now
Issue Delivery Reminders Available Now
Print Test Reports for Delivery Reminders Available Now
General
Print General Ledger Setup Information Available Now
See Also
Working with Business Central
Country/regional availability and supported languages
Business Central allows you to submit a periodic report of VAT transactions. The VAT statement is submitted as
an FDF file that corresponds with an editable PDF file from the tax authorities.
NOTE
As of July 1st 2020, the Austrian authorities changed VAT on certain hospitality services to 5% as a temporary measure
part of a plan to stimulate the eoconomy in areas that are hit hard by COVID-19. If you have customers or vendors in
the impacted areas, you must create VAT posting groups that reflect the correct VAT rate and use these for transactions
created on or after July 1st 2020. To make sure that the new 5% VAT transactions get included correctly in the VAT
statements, run the Update VAT Statement action from the Search field. This will rebuild the VAT statement and
include the 5% transactions, ready for reporting in the corresponding box in the official VAT statement PDF template.
Additionally, make sure that you aqcuire the official PDF template to use for VAT reporting.
IMPORTANT
You must fill in detailed information about your company address in the Company Information page before you create
the VAT statement. This includes information about street, building, floor, and room number. This information is included
in the FDF file.
Star ting Date Specifies the start date of the VAT period.
Include VAT Entries Specifies if you want to include VAT entries that are
either open or closed, or both open and closed entries.
Include VAT Entries Specifies if you want to include VAT entries that are from
the specified period or also include entries from before
the period.
Repor ting Type Select if this VAT statement is the quarterly report,
monthly report, or if it applies to another period.
Check Positions Select to verify the positions of the VAT statement during
the export.
Surplus Used to Pay Dues Select to use a potential surplus to cover other charges.
F IEL D DESC RIP T IO N
Additional Invoices sent via Mail Select if you will send additional information.
See Also
VAT Reporting
VAT Reporting in the Austrian Version
4/1/2021 • 2 minutes to read • Edit Online
VAT Information Exchange System (VIES) reporting is required throughout the European Union (EU) and must
follow local requirements, such as specific formats and files. Paper reports and XML files are created for Austrian
VIES reporting.
You can print the following local VAT reports.
VAT Statement AT The Austrian VAT statement serves as the basis for VAT
registration for a selected period and is printed according to
the VAT statement in the VAT Statement Line table. You can
generate the report in three different formats. For more
information, see VAT Statement AT.
VAT-VIES Declaration XML Repor t Shows the VAT-VIES declaration for sales in other
countries/regions of the EU. This data is written to an XML
file, which you can submit to the Austrian tax authorities by
uploading it to the Finanz Online Portal. The report is based
on information in the VAT Entry table.
See Also
Report VAT to the Tax Authorities
Work with VAT on Sales and Purchases
Print Vendor Payments List Reports in the Austrian
Version
4/1/2021 • 2 minutes to read • Edit Online
The Vendor Payments List report provides a list of payments for each vendor. The report can sort payments
chronologically or grouped by vendor.
NOTE
The Vendor Payments List report is available in the following markets: Austria, Germany, Switzerland.
Sor ting Specifies the sort order. You can sort by vendor or
chronologically. If you sort by vendor, you will see a
subtotal for each vendor. If you sort chronologically, you
will not see subtotals.
Standard
Displays the vendor number and vendor name, together
with posting details, such as the document number and
the amount in local currency.
FCY Amounts
Displays the vendor number, vendor name, document
number, payment status (O for open, PP for partial
payment, and C for closed), and payment amount.
Posting Info
Displays the vendor number, vendor name, cost center,
cost object, user ID, and payment amount.
See Also
Making Payments
Delivery Reminders in the Austrian Version
4/1/2021 • 2 minutes to read • Edit Online
Delivery reminders are used to track overdue vendor shipments and to remind vendors about overdue
deliveries. To create delivery reminders, you must set up the following:
Delivery reminder terms
Delivery reminder terms are identified by a code that must be assigned to vendors. To use more than one
combination of settings, you must set up a code for each setting separately. You can set up any number of
delivery reminder terms.
Delivery reminder levels
For every delivery reminder term, you must set up delivery reminder levels. These levels determine how
often delivery reminders can be created for a specific term. Level 1 is the first delivery reminder that you
create for an overdue delivery. Level 2 is the second delivery reminder, and so on. When delivery
reminders are created, the number of reminders that were created previously is considered, and the
current number is used to apply terms.
Delivery reminder texts messages
You must set up delivery reminder text messages for every delivery reminder level. There are two types
of delivery reminder text messages: beginning and ending. The beginning text message is printed under
the header section, before the list of entries that are marked for reminder. The ending text message is
printed after this list.
After you have set up the delivery terms, levels, and texts, you must assign the relevant delivery reminder codes
to your vendors.
You can create delivery reminders manually or automatically. You can use the Create Deliver y Reminder
batch job to create delivery reminders automatically so that you can select the purchase orders for which
delivery reminders must be created.
You can also track documents in relation to purchase order lines and sales order lines.
Business Central provides the following reports:
Issued Deliver y Reminder - To view the delivery reminders for vendors.
Deliver y Reminder - Test - To verify the delivery reminders before you issue them.
See Also
Set Up Delivery Reminders
Set Up Delivery Reminder Terms, Levels, and Text
Assign Delivery Reminder Codes to Vendors
Generate Delivery Reminders
Create Delivery Reminders Manually
Issue Delivery Reminders
Print Test Reports for Delivery Reminders
Set Up Delivery Reminders in the Austrian Version
4/1/2021 • 2 minutes to read • Edit Online
In Business Central, you can use purchase delivery reminders to remind vendors about overdue deliveries. To
create delivery reminders for vendors, you must set up base data for delivery reminder creation and number
series for the delivery reminders on the Purchases & Payables Setup page.
O P T IO N DESC RIP T IO N
Requested Receipt Date Specifies that the date value in the Requested Receipt
Date field on the purchase order line will be used as the
default date for creating delivery reminders.
Promised Receipt Date Specifies that the date value in the Promised Receipt
Date field on the purchase order line will be used as the
default date for creating delivery reminders.
Expected Receipt Date Specifies that the date value in the Expected Receipt
Date field on the purchase order line will be used as the
default date for creating delivery reminders.
Deliver y Reminder Nos. The number series code for delivery reminders.
Issued Deliver y Reminder Nos. The number series code for issued delivery reminders.
See Also
Delivery Reminders
Set Up Delivery Reminder Terms, Levels, and Text
Assign Delivery Reminder Codes to Vendors
Create Delivery Reminders Manually
Set Up Delivery Reminder Terms, Levels, and Text in
the Austrian Version
4/1/2021 • 2 minutes to read • Edit Online
Code The code for the delivery reminder term. You can enter a
maximum of 10 alphanumeric characters.
Description The description for the delivery reminder term. You can
enter a maximum of 30 alphanumeric characters.
Max. No. of Deliver y Reminders The maximum number of delivery reminders that can be
created for an order.
Due Date Calculation The formula for the due date calculation for the delivery
reminder. You can enter a combination of numbers from
0 to 9,999, and date codes (D for day, WD for weekday,
W for week, M for month, Q for quarter, or Y for year).
The date codes denote the calculation for the delivery
reminder due date. You can enter a maximum of 20
characters for the due date calculation formula.
See Also
Delivery Reminders
Set Up Delivery Reminders
Assign Delivery Reminder Codes to Vendors
Create Delivery Reminders Manually
Issue Delivery Reminders
Assign Delivery Reminder Codes to Vendors in the
Austrian Version
4/1/2021 • 2 minutes to read • Edit Online
In order to enable delivery reminders for overdue purchases, you must assign delivery reminder terms to
vendors.
See Also
Register New Vendors
Delivery Reminders
Set Up Delivery Reminders
Set Up Delivery Reminder Terms, Levels, and Text
Create Delivery Reminders Manually
Issue Delivery Reminders
Generate Delivery Reminders in the Austrian
Version
4/1/2021 • 2 minutes to read • Edit Online
In Business Central, you can create delivery reminders when a purchase has not been delivered as expected. You
can generate delivery reminders for all overdue deliveries, or you can create a single delivery reminder
manually.
NOTE
To create delivery reminders, you must have set up the delivery reminder terms, levels, and texts.
See Also
Create Delivery Reminders Manually
Set Up Delivery Reminders
Assign Delivery Reminder Codes to Vendors
Issue Delivery Reminders
Delivery Reminders
Create Delivery Reminders Manually in the Austrian
Version
4/1/2021 • 2 minutes to read • Edit Online
In Business Central, you can create delivery reminders when a purchase has not been delivered as expected. You
can create a single delivery reminder manually, or you can generate delivery reminders for all overdue
deliveries.
NOTE
To create delivery reminders, you must have set up the delivery reminder terms, levels, and texts.
Vendor No. The number of the vendor for whom you want to post
the delivery reminder.
Posting Date The posting date for the delivery reminder. This date is
copied to all of the delivery reminder ledger entries.
Document Date The document date for the delivery reminder. This date is
also used to calculate the due date for the delivery
reminder. You can modify the posting date if required.
Reminder Level The delivery reminder level. This value is based on the
number of delivery reminders that have already been
sent.
Reminder Terms Code Specify the delivery reminder terms code that is set up
for the vendor.
See Also
Delivery Reminders
Generate Delivery Reminders
Set Up Delivery Reminders
Set Up Delivery Reminder Terms, Levels, and Text
Assign Delivery Reminder Codes to Vendors
Issue Delivery Reminders
Print Test Reports for Delivery Reminders
Issue Delivery Reminders in the Austrian Version
4/1/2021 • 2 minutes to read • Edit Online
After you have created delivery reminders, you must issue and print them so that you can send reminders to
vendors. Before you issue the delivery reminders, you can print a test report.
When you issue the delivery reminders, delivery reminder ledger entries are created. You can view the created
ledger entries on the Deliv. Reminder Ledger Entries page.
Replace Posting Date Select to replace the existing posting date for the
delivery reminder.
5. Optionally, on the Deliver y Reminder Header FastTab, select the appropriate filters.
NOTE
You can remove filters and issue all delivery reminders at the same time.
See Also
Print Test Reports for Delivery Reminders
Delivery Reminders
Generate Delivery Reminders
Create Delivery Reminders Manually
Print Test Reports for Delivery Reminders in the
Austrian Version
4/1/2021 • 2 minutes to read • Edit Online
After you have created delivery reminders and made any needed modifications, you can either print the test
reports or issue the delivery reminders.
A test report is a document that lets you review and modify a delivery reminder before you issue it.
See Also
Delivery Reminders
Generate Delivery Reminders
Issue Delivery Reminders
Print General Ledger Setup Information in the
Austrian Version
4/1/2021 • 2 minutes to read • Edit Online
Before you use Business Central for daily business tasks, you can run the G/L Setup Information report to
display the master data that you have set up. You can look over this master data so that you have a baseline to
compare to, and then verify that you have set up posting groups correctly, for example.
O P T IO N DESC RIP T IO N
G/L Setup - Company Data - Consolidation Displays tables for general ledger setup, company
information, and business units.
VAT Setup Displays VAT business posting group tables, VAT product
posting group tables, and VAT posting setup tables.
Source Code - Reason Code Displays source tables, source code setup tables, and
reason codes tables.
3. Choose the Print button to print the report, or choose the Preview button to view it on the screen.
See Also
Setting Up Finance
Belgium Local Functionality
4/13/2021 • 2 minutes to read • Edit Online
The following topics describe local functionality that is unique to the Belgian version of Business Central.
Feature Availability
VAT
Belgian VAT Available Now
Set Up Non-Deductible VAT Available Now
Make Manual Corrections to VAT Available Now
Print Periodic VAT Reports Available Now
Set Up Belgian Tariff Numbers Available Now
Belgian Intrastat Reporting Available Now
Set Up Intrastat Establishment Numbers Available Now
Print the Intrastat Form Report Available Now
Set Up Declaration Types Available Now
Export Intrastat Third-Party Declarations Available Now
Banking & Payments
Set Up Bank Accounts for CODA Available Now
Apply CODA Statements Available Now
Automatically Transfer and Post CODA Statements Available Now
CODA Bank Statements Available Now
Belgian Electronic Banking Available Now
Set Up Electronic Banking Available Now
Set Up Export Protocols Available Now
Belgian Electronic Payments Available Now
Set Up IBLC-BLWI Transaction Codes Available Now
Set Up Vendors for Automatic Payment Suggestions Available Now
Create Payment Journal Templates and Batches Available Now
Test Electronic Payments Available Now
Generate Payment Suggestions Available Now
Import CODA Statements Available Now
Manually Transfer and Post CODA Statements Available Now
Print Payment Files Available Now
Activate SEPA Payments Available Now
File Non-Euro SEPA Payments Available Now
Direct Debit Using Domiciliation Available Now
Set Up Domiciliations Available Now
Edit and Delete Domiciliation Lines Available Now
Test Domiciliations Available Now
Export and Post Domiciliations Available Now
Generate Domiciliation Suggestions Available Now
Summarizing Payment Lines and General Journal Lines Available Now
Core Finance
Apply and Unapply General Ledger Entries Available Now
Create Financial Journals Available Now
Export to Accon Available Now
General
Enterprise Numbers and Branch Numbers Available Now
Limit the Posting Period Available Now
Set the Work Date as the Posting Date Available Now
See Also
Working with Business Central
Country/regional availability and supported languages
Business Central includes Belgian enhancements to the VAT reporting feature that enables you to print VAT
transaction details. You must send the following reports to the Belgian tax authorities:
Monthly/Quarterly declaration - This report is used to create monthly or quarterly VAT declarations,
depending on your company revenue.
VAT annual listing (on paper/disk) - This report is used to annually report all amounts invoiced for both
goods and services to all Belgian companies with a registered VAT number.
VAT-VIES listing (on paper/disk) - This report is used to report the sales of goods to other countries.
You are also required to provide a printed statement detailing the VAT transactions to the Belgian tax authorities.
For more information, see VAT Statement.
Non-Deductible VAT
In Belgium, VAT can be fully or partially deductible. Expenses such as representation cost or purchases of cars
are only partially deductible, and the transaction must specify how much of the VAT is non-deductible. For
example, you create a general ledger account for fixed assets such as cars, and another account for
representation cost. For each account, you specify how much of the reported VAT is non-deductible by setting
the Percentage Non deductible VAT field. Then, when you post a transaction, the deductible VAT will post to
the corresponding VAT account, and the non-deductible VAT will be added to the base amount and posted to the
same account as a tangible or intangible asset.
For fixed assets, the non-deductible VAT depreciates just like the base acquisition cost of the fixed asset. You
must set up separate fixed asset posting groups for each percentage of non-deductible VAT. You must do this
because each fixed asset posting group posts to a general ledger account where the Percentage Non
deductible VAT field specifies how much VAT must post to the same account as the fixed asset.
If you select the Incl. Non Deductible VAT field in a VAT statement line, non-deductible VAT is included in the
VAT amount. The Calc. and Post VAT Settlement report adds the non-deductible part of that amount to the
Non Ded. VAT Amount and Non Ded. Source Curr. VAT Amt. fields in the resulting VAT entries.
See Also
Belgium Local Functionality
Print Periodic VAT Reports
Set Up Non-Deductible VAT
Set Up Non-Deductible VAT
4/1/2021 • 2 minutes to read • Edit Online
You can calculate VAT amounts for specific types of expenses that can be partially declared as VAT. For example,
on the G/L Account Card page, if you enter 75 in the % Non-Deductible VAT field, then 75 percent of the
regular VAT amount is considered an additional cost and will be added to the net amount during posting. The
remaining 25 percent will be posted as regular VAT.
NOTE
If no value is entered in the % Non-Deductible VAT field, the VAT amount is 100 percent deductible.
See Also
Belgian VAT
Print Periodic VAT Reports
Make Manual Corrections to VAT
4/1/2021 • 2 minutes to read • Edit Online
You can make corrections to posted VAT entries without posting the correction into the VAT or general ledger
entries. This is useful if you need to make a change to the total sales or purchases VAT amounts without
changing the VAT base. For example, you can manually correct VAT if you receive an invoice from a vendor who
has calculated VAT incorrectly.
Amount Enter the amount of the VAT correction. You must enter
the correction amount, not the new amount. For
example, if the amount is 1,000.00 and should be
1,200.00, enter 200.00.
Additional-Currency Amount This field displays the amount of the VAT correction in
the additional reporting currency.
A C T IO N DESC RIP T IO N
See Also
Belgian VAT
Print Periodic VAT Reports
Set Up Non-Deductible VAT
Print Periodic VAT Reports
4/1/2021 • 3 minutes to read • Edit Online
The VAT reporting feature enables you to print VAT transaction details. You must send the following VAT reports
to the Belgian tax authorities:
Monthly/Quarterly declaration
VAT annual listing (on paper/disk)
VAT-VIES listing (on paper/disk)
Wrong Enterprise No. Specifies if you want to print the report that has
erroneous enterprise numbers.
VAT Annual Listing Specifies if you want to print the VAT Annual Listing
report.
Year Enter the year of the period for which you want to print
the report. You should enter the year as a four-digit
code. For example, to print a declaration for 2013, you
should enter "2013" (instead of "13").
3. Choose the Print button to print the report, or choose the Preview button to view it on the screen.
Choose the Cancel button to save the information without printing the report.
Year Enter the year of the VAT declaration. You should enter
the year as a four-digit code. For example, to print a
declaration for 2013, you should enter "2013" (instead of
"13").
File Name Enter the path and name of the file to which you want to
create the declaration.
3. Choose the Print button to print the report, or choose the Preview button to view it on the screen.
Choose the Cancel button to save the information without printing the report.
See Also
Belgian VAT
Set Up Non-Deductible VAT
Set Up Belgian Tariff Numbers
4/1/2021 • 2 minutes to read • Edit Online
The Belgian customs and tax authorities have established an eight-digit item code for various tariff items.
To set up tariff numbers
1. Choose the icon, enter Tariff Numbers , and then choose the related link.
2. Choose the New action.
3. On the Tariff Numbers page, fill in the fields as described in the following table.
Conversion Factor Enter the conversion factor for the tariff number. The
conversion factor is the factor by which you have to
multiply the item unit to obtain the unit imposed by
Intrastat. The conversion factor can be used when the
item unit differs from the imposed Intrastat unit. The
field is available when Supplementar y Units is
selected.
Unit of Measure Enter the unit of measure for the tariff number. The field
is available when Supplementar y Units is selected.
Weight Mandator y Select this field to show the weight of the items.
See Also
Belgian Intrastat Reporting
Set Up Declaration Types
Set Up Intrastat Establishment Numbers
Export Intrastat Third-Party Declararations
Print the Intrastat Form Report
Belgian Intrastat Reporting
4/1/2021 • 2 minutes to read • Edit Online
Companies in the European Union (EU) are required to report trade with other countries in the EU. This
reporting process is through Intrastat reporting or VIES (VAT Information Exchange System). There are two
types of Intrastat declarations:
Simplified declaration
Extended declaration
To determine the type of declaration that you should use, visit the National Bank of Belgium website.
See Also
Belgium Local Functionality
Set Up Declaration Types
Set Up Belgian Tariff Numbers
Set Up Intrastat Establishment Numbers
Export Intrastat Third-Party Declararations
Print the Intrastat Form Report
Set Up Intrastat Reporting
Set Up Intrastat Establishment Numbers
4/1/2021 • 2 minutes to read • Edit Online
The Intrastat establishment number is a company identification number that is printed on the Intrastat
declaration.
See Also
Belgian Intrastat Reporting
Set Up Declaration Types
Set Up Belgian Tariff Numbers
Export Intrastat Third-Party Declararations
Print the Intrastat Form Report
Print the Intrastat Form Report
4/1/2021 • 2 minutes to read • Edit Online
The Intrastat - Form report must be used for reporting to Intrastat. In Belgium, you must report the
movement of goods to the statistics authorities every month, and the report must be sent to the tax authorities.
Before you print the Intrastat - Form report, you can also print the Intrastat Checklist report to verify the
contents of the report.
Post Code + City Enter the postal code and the city.
Nihil declaration Select if you do not have any trade transactions with EU
countries and want to send an empty declaration. When
selected, the message "NIHIL" displays in the Message
field.
3. Choose the Print button to print the report, or choose the Preview button to view it on the screen.
See Also
Belgian Intrastat Reporting
Set Up Declaration Types
Set Up Belgian Tariff Numbers
Set Up Intrastat Establishment Numbers
Export Intrastat Third-Party Declararations
Set Up Declaration Types
4/1/2021 • 2 minutes to read • Edit Online
See Also
Belgian Intrastat Reporting
Set Up Belgian Tariff Numbers
Set Up Intrastat Establishment Numbers
Export Intrastat Third-Party Declararations
Print the Intrastat Form Report
Export Intrastat Third-Party Declarations
4/1/2021 • 2 minutes to read • Edit Online
In Belgium, you must have a third-party declarant fill out the Intrastat declaration. The third-party declarant
must be an external person or company.
Nihil declaration Select if you do not have any trade transactions with
European Union (EU) countries/regions and want to send
an empty declaration.
Counter par ty info Check this field to include counter party information in
the Intrastat file (new requirement from 2019). The
counter party information added to the file is taken from
the Countr y/Region of Origin Code and Par tner ID
fields from the Intrastat Journal.
Enterprise No./VAT Reg. No. Enter the enterprise or VAT registration number.
See Also
Belgian Intrastat Reporting
Set Up Declaration Types
Set Up Belgian Tariff Numbers
Set Up Intrastat Establishment Numbers
Print the Intrastat Form Report
Belgian Electronic Banking
4/1/2021 • 2 minutes to read • Edit Online
Electronic banking allows you to electronically exchange data with Belgian financial institutions, either on disk or
via Interbanks Standards Association Belgium (Isabel). This speeds up processing time and helps avoid errors
caused by manual data entry or processing.
In Business Central, you can use electronic banking to perform the following functions:
Send electronic payments.
Process bank statements with CODA.
Process direct debits with domiciliations.
See Also
Belgium Local Functionality
Belgian Electronic Payments
CODA Bank Statements
Direct Debit Using Domiciliation
Belgian Electronic Payments
4/1/2021 • 2 minutes to read • Edit Online
In the electronic banking module in Business Central, you can make domestic, international, SEPA, and non-Euro
SEPA electronic payments.
Domestic These payments are in the local currency (LCY) and are
processed by a local financial institution for beneficiaries who
have accounts that have a local financial institution. The
validity of the bank account numbers will be verified by
Business Central.
Non-Euro SEPA These payments are in currency other than euro and made
to a country/region outside the European Economic
Association (EEA). The validity of the bank account numbers
will be verified by Business Central.
In electronic banking, because the standard for electronic payments is different for countries/regions, electronic
payments created in Business Central can only be processed by financial institutions in Belgium. For
international payments, the local financial institutions will then have to process the payment with the foreign
institutions.
NOTE
Credit memos cannot be processed separately because payments must not have a negative balance. To process a credit
memo, the credit memo must be added to one or more invoices by summarizing payments.
Before you can make electronic payments, you must set up use electronic banking in Business Central.
Add a payment journal line If the payment journal already contains many lines and you
want to add an additional line, you can enter the journal line
manually. For example, if you want to reimburse a credit
memo to a customer. These types of customer payments are
not suggested automatically by the Suggest Vendor
Payments batch job.
Edit a payment journal line If you have not assigned a bank account to the payment
journal or if you have not specified a preferred bank account
on the Vendor card, you will have to manually enter this
information on each journal line before posting the journal. If
you specify a bank account for a vendor, the bank account
will be copied to all payment journal lines for that vendor.
For more information, see Set Up Electronic Banking.
Delete a payment journal line The Suggest Vendor Payments batch job creates
payment suggestions for all vendors matching the specified
criteria. If you want to prevent payment for a specific vendor
ledger entry or vendor, you can delete the corresponding
journal lines.
See Also
Belgium Local Functionality
Belgian Electronic Banking
Set Up Vendors for Automatic Payment Suggestions
Suggest Vendor Payments
Create Payment Journal Templates and Batches
Test Electronic Payments
Print Payment Files
Set Up Export Protocols
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Before you can use electronic banking, you must set up export protocols. Export protocols define the file format
that is generated when you export payment history to be processed by the bank. Each line contains an export
protocol identified by a code and a description. You can set up as many export protocols as necessary. You must
set up an export protocol for domestic payments, international payments, SEPA payments, and non-Euro SEPA
payments.
With export protocols, you can assign the codeunit that defines the check that should be performed before
exporting the payment lines to a file and the report that defines the payment format. For example, you might
have an export protocol named DOM1 . This export protocol contains the Check Domestic Payments check
codeunit and the File Domestic Payments report. Each export protocol has both a check codeunit and a
matching report, as shown in the following table.
2000005 Check Non Euro SEPA Payments Report 2000006 File Non Euro SEPA Payments
If you do not want this option, set it to zero; otherwise, XMLport 1000 (SEPA pain.001.001.03 Payments)
select another option.
After you have set up export protocols, you can use them in your electronic banking payment journals.
Code Expenses Specify the code that describes the type of expenses
associated with the export protocol entry. Code
expenses include blank , SHA , BEN, and OUR. For
international payments, SHA is the default.
F IEL D DESC RIP T IO N
Check Object Name Specify the name of a verification process that is used to
perform a check on the object before the payment file is
exported. After you select the Check Object ID , this
field will display the Check Object Name .
Expor t Object Type Specify the type of the object that defines the export
format of the payment file export. After you select the
Expor t Object ID , this field will display the Expor t
Object Type .
Expor t No. Series Specify the number series that is used to assign
identification numbers to the payment file export.
See Also
Belgian Electronic Payments
Create Payment Journal Templates and Batches
Test Electronic Payments
Summarizing Payment Lines and General Journal
Lines
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Business Central summarizes payment lines and journal line across the following types of payments:
Domestic payments
International payments
SEPA payments
Non-euro SEPA payments
Example 1
In this example, you export payment lines, and the Summarize Gen. Jnl. Lines check box is selected. Business
Central creates:
One combined payment line in an XML file that has a concatenated payment message. White space is the
delimiter.
One payment line in the general journal with a generic description that includes the vendor name.
Example 2
In this example, you export payment lines, and the Summarize Gen. Jnl. Lines check box is selected. The Cut
off Payment Message Texts check box is cleared, and the combined SEPA and non-euro SEPA payment lines
exceed 140 characters in the payment message. Business Central creates:
Two combined payment lines in an XML file. The first payment line contains the first concatenated
payment messages. The second payment line contains the payment message from the third line.
One payment line in the general journal with a generic description that includes the vendor name.
Example 3
In this example, you export payment lines, and the Summarize Gen. Jnl. Lines check box is selected. The Cut
off Payment Message Texts check box is also selected, and the combined SEPA and non-SEPA payment lines
exceed 140 characters in the payment message. Business Central creates:
One combined payment line in an XML file that has two concatenated payment messages. An ellipsis (…)
is used to indicate that the message is truncated.
One payment line in the general journal with a generic description that includes the vendor name.
Based on the XML structure, the payments are summarized per account number, beneficiary bank account
number, and bank account number. The bank account filter can be empty.
The EndToEndId in the SEPA message is taken from the payment message and can be truncated to the maximum
length of 45 characters.
See Also
Set Up Electronic Banking
Setting Up Finance
Record Purchases
Set Up Vendors for Automatic Payment Suggestions
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You can set up each vendor so that unpaid invoices from that vendor are automatically included in payment
suggestions. For each vendor, you must decide whether you want to automatically generate payment
suggestions. If you do not want to generate payment suggestions for a vendor, you should not select the
Suggest Payments check box. This way the outstanding ledger entries for the vendor will not be included in
payment suggestions.
See Also
Belgian Electronic Banking
Belgian Electronic Payments
Suggest Vendor Payments
Create Payment Journal Templates and Batches
Test Electronic Payments
Print Payment Files
Create Payment Journal Templates and Batches
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In Business Central, payment suggestions are generated and posted in payment journals. The structure of the
payment journal is similar to the structure of other journal types. However, the payment journal contains some
fields that are specific for processing payments. Before you can start generating payment suggestions, you have
to set up a payment journal template and a payment journal batch.
If you assign a bank account to the payment journal template, the bank account will be inserted on all payment
journal batches and payment journal lines that are created by using this template. By specifying a bank account
for the journal template, you can reduce the time that is required for checking the payment suggestions.
IMPORTANT
If the Page ID and Test Repor t ID fields are not shown, you must add them through personalization. The fields
must be filled in before you continue. For more information, see Personalize Your Workspace.
Reason Code Optionally, specify the reason code that is linked to this
journal batch.
See Also
Belgian Electronic Payments
Set Up Electronic Banking
Set Up IBLC-BLWI Transaction Codes
Test Electronic Payments
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After you have set up electronic banking and generated payment suggestions, you can test the payment journal
lines for errors before posting them.
Some of the information that is validated includes:
Whether bank account numbers are valid.
Whether positive payment lines are present.
Whether domestic and international payments are made from only one bank account.
Whether only one bank account can be used for Interbanks Standards Association Belgium (Isabel).
Whether payment lines are in euro for Single Euro Payments Area (SEPA).
Whether a number series has been defined for SEPA.
You can view any errors on the Expor t Check Error Logs page.
IMPORTANT
You have to correct all errors before you can post the lines.
See Also
Create Payment Journal Templates and Batches
Belgian Electronic Payments
Set Up Vendors for Automatic Payment Suggestions
Suggest Vendor Payments
Print Payment Files
Print Payment Files
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After you have printed a test report and corrected all errors, you can print the payment journal lines to a
payment file.
A payment file contains either domestic, international, SEPA, or non-euro SEPA payments. The file can be sent to
a bank either on disk, by modem, or via Interbanks Standards Association Belgium (Isabel). You can create only
one file for each posting date and each currency code. When you export the payments to a file, an
accompanying note is printed, which can also be sent to the bank.
In the payment journal, the Status field on the exported lines will be set to Posted .
NOTE
By defining the export protocol, you also define the type of validation that will be performed in the payment
journal.
4. Enter the payment journal line information, and then choose the Check Payment Lines action.
The Expor t Check Error Logs page displays any errors that exist. If there are errors, you must fix them
before you can continue.
5. If there are no errors, choose the Expor t Payment Lines action.
The report that you specified in the Test Repor t ID field in the EB Payment Journal Templates will
open.
6. Choose the Print button.
See Also
Belgian Electronic Banking
Belgian Electronic Payments
Set Up Vendors for Automatic Payment Suggestions
Suggest Vendor Payments
Create Payment Journal Templates and Batches
Test Electronic Payments
Activate SEPA Payments in the Belgian Version
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To submit vendor payments electronically in Single Euro Payments Area (SEPA) ISO 20022 payment format, you
must set up prerequisites for enabling SEPA payments in your company.
Your version of Business Central uses the generic functionality for SEPA payments but is optimized for local
requirements. To set up countries, bank accounts, vendors, vendor bank accounts, and the payment journal, see
Setting Up SEPA Credit Transfer. Hover over a field to read a short description.
You can now make SEPA payments. For more information, see Exporting Payments to a Bank File.
See Also
File Non-Euro SEPA Payments
Set Up Export Protocols
Make Payments with SEPA Credit Transfer
Febelfin website
ISO 20022 website
File Non-Euro SEPA Payments
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In Business Central, you can file non-euro SEPA payments with the bank. This is useful when you make
payments to other countries that do not use SEPA and for currencies other than the euro.
Before you can file a non-euro SEPA payment you must complete the following administration tasks:
Set up a new export protocol for a non-euro SEPA.
In the Countr y/Region table, clear the SEPA Allowed field for each country that belongs to the EEA zone.
Verify that the Currency Euro field in the General Ledger Setup table is not in euro currency.
Verify that the vendor's Preferred Bank Account field in the Vendor table contains the IBAN and SWIFT
code.
Journal Template Name Specify the general journal template for the non-euro
SEPA payment report.
Journal Batch Specify the general journal batch for the non-euro SEPA
payment report.
Post General Journal Lines Specify if you want to transfer the payment lines to the
general ledger.
Include Dimensions Enter the dimensions that you want to include in the
non-euro SEPA payment report. The option is available
only if the Summarize Gen. Jnl. Lines field on the
Electronic Banking Setup page is selected.
File Name Enter the name of the file, including the drive and folder,
to which you want to print the report.
See Also
Activate SEPA Payments
Make Payments with the AMC Banking 365 Fundamentals extension or SEPA Credit Transfer
Direct Debit Using Domiciliation
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A domiciliation is a financial agreement between you and your customers, allowing you to automatically collect
the payments for customer's invoices through a preferred bank account. Domiciliations can only be processed
for domestic customers with domestic bank accounts. Domiciliations in foreign currencies or involving foreign
banks are not supported.
Direct debit domiciliation is useful for companies with many customers or subscribers, such as a utility company
or a publishing company.
Before you can start using electronic banking for domiciliations, you must enter certain basic information.
Domiciliation number - This is a unique code obtained from the bank which identifies the domiciliation
agreement between you, your customer, and the bank. The contract contains details regarding payment
frequency, bank account numbers, and amounts. When you send your payments to the bank, the bank
will use the domiciliation number to identify all parties involved.
Preferred bank account - The preferred bank account will be suggested as a default bank account on all
domiciliation suggestions for that customer. If necessary, you can change the bank account before
posting the domiciliation suggestions. For more information, see Generate Domiciliation Suggestions.
See Also
Belgian Electronic Banking
Set Up Domiciliations
Generate Domiciliation Suggestions
Test Domiciliations
Edit and Delete Domiciliation Lines
Export and Post Domiciliations
Set Up Domiciliations
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Before you can use electronic banking for domiciliations, you must enter the customer's domiciliation number
and preferred bank account.
NOTE
You should use one bank account per customer for all domiciliations.
To set up domiciliation
1. Choose the icon, enter Customers , and then choose the related link.
2. Select the customer, and then choose the Edit action.
3. Fill in the fields as described in the following table.
Preferred Bank Account Enter the preferred bank account for transactions with
this customer. This account will be used when you create
a payment suggestion for this customer.
See Also
Direct Debit Using Domiciliation
Generate Domiciliation Suggestions
Test Domiciliations
Edit and Delete Domiciliation Lines
Export and Post Domiciliations
Edit and Delete Domiciliation Lines
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After you have generated domiciliation suggestions, you might want to change the domiciliations lines. For
example, you might want to reassign a bank account or prevent payment for a specific customer or customer
ledger entry.
After you have modified the journal lines, print the Domiciliation Journal - Test report to test all journal lines.
The Suggest Domiciliations batch job creates domiciliation suggestions for all customers matching the
specified criteria.
See Also
Direct Debit Using Domiciliation
Set Up Domiciliations
Generate Domiciliation Suggestions
Test Domiciliations
Export and Post Domiciliations
Test Domiciliations
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To test the domiciliation journal lines, you can use the Domiciliation Journal - Test report. This report prints
an overview of all journal lines, along with any errors such as missing fields or incorrect bank accounts. You
have to correct all errors before you can post the lines.
See Also
Belgian Electronic Banking
Direct Debit Using Domiciliation
Set Up Domiciliations
Generate Domiciliation Suggestions
Edit and Delete Domiciliation Lines
Export and Post Domiciliations
Export and Post Domiciliations
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You can submit domiciliations to your bank by exporting the data to a file. When you export to a file, you can
choose to automatically post the lines to the general ledger.
Depending on setup of the SEPA Direct Debit Exp. Format field on the Bank Account Card page, the File
Domiciliations action opens either of these request pages:
Create Gen. Jnl. Lines page – for the SEPA Direct Debit format.
File Domiciliations page – for domestic formats.
Journal Template Name Select the general journal template that the
domiciliations will be posted from.
Journal Batch Select the general journal batch that the journal lines will
be transferred from.
NOTE
After you have posted domiciliations in the general journal, delete the posted domiciliations on the Domiciliation
Journal page. To do this, select all lines with status Posted , and then choose the Delete button.
Journal Template Name Select the general journal template that the
domiciliations will be posted from.
Journal Batch Select the general journal batch that the journal lines will
be transferred from.
Pivot Date Enter a pivot date if you want a date that differs from
the posting date on the domiciliation lines. The date
entered will overwrite the posting date on the selected
journal lines.
File Name Enter the name of the export file that you are creating.
4. Choose the Print button to export the domiciliations and print the accompanying note, or choose the
Preview button to view it on the screen. If you do not want to export the file now, choose the Cancel
button.
5. Choose the OK button to send the report to the printer.
6. Choose the Yes button to automatically post the domiciliation journal lines.
If you did not select the Post General Journal Lines check box, you will have to post the domiciliations
manually in the general journal.
NOTE
After you have posted domiciliations in the general journal, delete the posted domiciliations on the Domiciliation
Journal page. To do this, select all lines with status Posted , and then choose the Delete button.
See Also
Direct Debit Using Domiciliation
Set Up Domiciliations
Generate Domiciliation Suggestions
Test Domiciliations
Edit and Delete Domiciliation Lines
Generate Domiciliation Suggestions
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After you have set up domiciliations, you can start generating domiciliation suggestions. In Business Central,
you can create domiciliation suggestions for domestic customers only.
Due Date Enter the due date to be included in the batch job. Only
entries that have a due date before or on this date will
be included.
Take Payment Discounts Select if you want the batch job to include customer
ledger entries for which you can receive a payment
discount.
Payment Discount Date Enter the date that will be used to calculate the payment
discount.
Select Possible Refunds Select if you want the batch job to include refunds.
Posting Date Enter the date that will appear as the posting date on
the lines that the batch job inserts in the domiciliation
journal.
NOTE
The domiciliation suggestions will include only customers who have a Domiciliation number set up. For more information,
see Set Up Domiciliations.
See Also
Belgian Electronic Banking
Direct Debit Using Domiciliation
Set Up Domiciliations
Test Domiciliations
Edit and Delete Domiciliation Lines
Export and Post Domiciliations
CODA Bank Statements
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The Coded Statement of Account (CODA) is a national banking standard, designed by the Belgian Banker's
Association, which allows you to automatically process electronic bank statements.
Each type of transaction in a CODA statement is assigned a unique code. Business Central uses this code to
interpret transactions and apply them to the corresponding ledger entries.
See Also
Belgian Electronic Banking
Set Up Bank Accounts for CODA
Set Up IBLC-BLWI Transaction Codes
Import CODA Statements
Apply CODA Statements
Create Financial Journals
Automatically Transfer and Post CODA Statements
Manually Transfer and Post CODA Statements
Apply CODA Statements
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After a CODA statement has been imported, the statement lines can be accessed from the Bank Account Card
page. The application status on each line will be blank because the statement amounts have not been applied to
outstanding ledger entries.
Statement amounts can be applied to outstanding ledger entries by:
Manually applying CODA statement lines.
Automatically applying CODA statement amounts to the appropriate ledger entries and accounts. Automatic
processing of CODA statement lines is recommended.
Account No. Enter the number of the general ledger account, bank,
customer, vendor, or fixed asset that the bank account
statement line is linked to.
Default Posting Select if you want the batch job to post statement
amounts that cannot be linked to existing ledger entries.
See Also
CODA Bank Statements
Set Up Bank Accounts for CODA
Set Up IBLC-BLWI Transaction Codes
Import CODA Statements
Create Financial Journals
Automatically Transfer and Post CODA Statements
Manually Transfer and Post CODA Statements
Automatically Transfer and Post CODA Statements
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After you have applied and processed all CODA statement lines, you can transfer the CODA statement lines to a
financial journal.
After transferring the statement lines, you can post the lines in a corresponding general journal. If no such
general journal exists, you cannot transfer the lines. You can create a journal to handle CODA statements. For
more information, see Create Financial Journals.
Alternatively, you can manually transfer and post CODA statements. For information, see Manually Transfer and
Post CODA Statements.
See Also
CODA Bank Statements
Import CODA Statements
Apply CODA Statements
Create Financial Journals
Manually Transfer and Post CODA Statements
Manually Transfer and Post CODA Statements
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After you have applied and processed all CODA statement lines, you can manually transfer the CODA statement
lines to a financial journal. The financial journal lets you enter a starting balance and an ending balance and
automatically calculate the difference between the two balances. Posting is not allowed if the statement line
amounts do not balance with the statement ending balance.
For information about how to automatically transfer statements, see Automatically Transfer and Post CODA
Statements.
See Also
Belgian Electronic Banking
CODA Bank Statements
Import CODA Statements
Apply CODA Statements
Create Financial Journals
Automatically Transfer and Post CODA Statements
Import CODA Statements
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When you receive a CODA statement from your bank, you must import it into Business Central. For more
information, see Set Up Bank Accounts for CODA.
See Also
CODA Bank Statements
Set Up Bank Accounts for CODA
Set Up IBLC-BLWI Transaction Codes
Apply CODA Statements
Create Financial Journals
Automatically Transfer and Post CODA Statements
Manually Transfer and Post CODA Statements
Apply and Unapply General Ledger Entries in the
Belgian Version
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By applying temporary general ledger entries, companies can work with temporary and transfer accounts in the
general ledger. Temporary and transfer accounts are used to store temporary ledger entries that are waiting for
further processing into the general ledger.
You can use temporary accounts for:
Money transfers from one bank account to another.
Financial transaction transfers from one system to another in which part of the information temporarily
resides on the original system.
Transactions for which you have issued a sales invoice to a customer but have not yet received the
corresponding purchase invoice from the vendor.
When the ledger entries have been processed, you can use the Apply Entries function to update the posted
ledger entries and the posting account type.
You can unapply the applied general ledger entries and then open the closed entries to make changes.
NOTE
By default, the Include Entries field is set to Open . You can change the value of the Include Entries field to All
or Closed . You can only apply general ledger entries that are Open .
4. Select the relevant general ledger entry, and then choose the Set Applies-to ID action.
The Applies-to ID field is updated with the user ID. The remaining amount is displayed in the Balance
field on the Apply General Ledger Entries page.
5. Choose the Post Application action.
You can post the application even if the balance amount is equal to 0. When posted, the Remaining
Amount field is affected as follows:
If the Balance is equal to 0, then the Remaining Amount field on all ledger entries is set to 0.
If the Balance is not equal to 0, then the amount in the Balance field is transferred to the
Remaining Amount field for the general ledger entry that was selected when you posted the
application.
For all other general ledger entries, the Remaining Amount field is set to 0 and the Open ,
Closed by Entr y No., Closed by Amount , and Closed at Date fields are updated.
NOTE
When posted, the general ledger entries which update the Applies-to ID field are deleted.
NOTE
If an entry is applied to more than one application entry, you must unapply the latest application entry first. By
default, the latest entry is displayed.
See Also
Understanding the General Ledger and the COA
Belgium Local Functionality
Create Financial Journals
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Financial journals are used to register bank account transactions. A financial journal lets you enter a starting
balance and an ending balance and automatically calculate the difference so that you can verify that all of the
transactions have been registered.
Bal. Account Type Select Bank Account for the type of balancing account.
See Also
Belgium Local Functionality
Export to Accon
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The Link to Accon report enables you to create a file that can be imported into ACCON Plus to generate an
annual income statement. The report exports the total balances of the general ledger accounts for a specific
period.
See Also
Belgium Local Functionality
Enterprise Numbers and Branch Numbers
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Companies receive a unique enterprise number and one or more branch numbers from the Belgian Crossroad
Bank of Enterprises. These numbers are used in all correspondence to simplify communication with the Belgian
administrative and legal authorities.
Enterprise Numbers
The enterprise number replaces the existing VAT number. For existing companies with a VAT registration number,
the enterprise number is set as the VAT registration number preceded by a leading zero. New companies will
receive a new enterprise number.
The enterprise number is printed on the following documents:
Outgoing sales and purchase documents
Financial statements
Reminders and finance charge memos
Intrastat forms and files
The enterprise number is set up in the following locations:
Company Information table
Contact card
Customer table
Vendor table
Branch Numbers
A branch number is given to a company to identify an address where at least one of the company’s activities is
exercised, for example, a workshop, office, warehouse, agency, or subsidiary. Unlike the enterprise number, there
is no legal requirement to print the branch number.
All branches of a company will receive a unique number that is different from the enterprise number. The branch
number is transferable to another company, such as after a merger or takeover.
The branch number is set up in the following locations:
Company Information table
Location table
See Also
Belgium Local Functionality
Limit the Posting Period
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In Business Central, you can limit the period by which posting is permitted on three different levels: by
company , by user , and by template .
Limiting posting periods can be useful when a company closes its sales journal at the end of each month. This
keeps salespeople from registering sales documents from the previous month. At the same time, the purchase
journal may stay open to register incoming purchase invoices from the previous month.
When you post on the General Journal Templates page, the contents of the Allow Posting From field and
Allow Posting To field are checked for a date interval. The date interval indicates when you can post to a
journal template. If the field is blank, the User Setup page is checked for a date interval for the current user. If
the User Setup page does not contain an interval, the Allow Posting From field and the Allow Posting To
field on the General Ledger Setup page is checked for a date interval at the company level.
See Also
Belgium Local Functionality
Specify Posting Periods
Set the Work Date as the Posting Date
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You can set up the general ledger to use the work date as the posting date for customer or vendor open entries
on an invoice, payment, or credit memo.
See Also
Belgium Local Functionality
Apply and Unapply General Ledger Entries
Canada Local Functionality
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The following topics describe local functionality that is unique to the Canadian version of Business Central.
Feature Availability
Tax
Reporting Sales Tax and Goods/Services Tax in Canada Available Now
Reporting Sales Tax in Canada Available Now
Set Up Unrealized Sales Tax and Sales Payment Discounts Available Now
Set Up Use Tax and Purchase Tax Available Now
Banking & Payments
Create Deposits Available Now
Make Electronic Payments Available Now
General
Print Troubleshooting Reports Available Now
Work With GIFI Codes Available Now
See Also
Working with Business Central
Country/regional availability and supported languages
In Canada, when a vendor does not have a business presence in the province in which purchases are made, the
vendor will charge the Goods and Services Tax (GST) or Harmonized Sales Tax (HST) only. However, if the
province has a Provincial Sales Tax (PST), then the purchaser must still calculate the PST and pay it directly to the
province. When a Provincial Tax Area Code is selected, Business Central uses it to calculate the PST and post it so
that there is a tax liability in both the general ledger and the tax entry records. Therefore, the tax area code
selected here should be one where only the PST is included, not the GST.
See Also
Canada Local Functionality
Finance
Setting Up Finance
Reporting Sales Tax in Canada
Working with Business Central
Reporting Sales Tax in Canada
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When you first start using Business Central, you can run an assisted setup guide to quickly and easily set up
sales tax information for your company, customers, and vendors. In a matter of minutes, you are ready to create
sales documents and purchase documents with sales tax calculated correctly. Just search for the Set Up Sales
Tax assisted setup guide, and then follow the steps in the guide. This includes specifying the accounts that you
want to use for sales tax for sales and purchases.
We recommend that you choose to apply the new tax area to your own company information. If you also choose
to apply it to customers or vendors, you'll be asked if you want to set a filter for which customers or vendors
you want to apply the information to. For example, you can choose to apply the tax area to those customers that
are in your own city or county, or to all customers.
Who you assign the tax area codes to will determine the taxes that are calculated on your sales and purchasing
transactions.
If you move to the empty My Company, we recommend that you start by using each of the assisted setup
guides, including the one for sales tax. If you prefer to set up sales tax yourself, this article explains what you
have to take into consideration. But we recommend that you work closely with your tax advisor.
Tax Details
The Tax Details page shows different combinations of sales tax jurisdictions and sales tax groups to establish
sales tax rates. For each tax jurisdiction, we recommend that you set up one tax group for normal sales tax,
another tax group for items or services that are not taxed, and an additional tax group for every type of item or
service that is handled with a different sales tax rate in that jurisdiction. Hover over a field to read a short
description.
In Canada, when you sell to a customer at a location where you do not have a situs—or a legal location in that
state—you do not collect sales tax. For locations in which you do not have a situs, ensure that both the Tax
Below Minimum and Tax Above Maximum fields are 0.00.
See Also
Canada Local Functionality
Finance
Setting Up Finance
Sales Tax and Goods and Services Tax in Canada
Set Up Sales Tax - Watch a Video
Working with Business Central
Set Up Unrealized Sales Tax and Sales Payment
Discounts in the Canadian Version
4/1/2021 • 4 minutes to read • Edit Online
You can use the General Ledger Setup page to set up unrealized sales tax. You can also set up maximum
correction tax amounts so that you can limit the tax correction amounts that are entered for sales and purchases.
This allows you to overwrite the calculated tax when there are rounding differences between what is calculated
on the purchase order, and what is calculated on the purchase invoice from the vendor.
NOTE
If you work with excise tax, the system does not allow you to change the Tax Amount field on the Statistics page for an
invoice, for example to adjust for rounding. Therefore, if you have set up an excise tax with more than two decimals and
you experience a rounding difference compared to your vendor's invoices, then you must handle the rounding difference
by posting an extra G/L entry so that the total matches the document amount. This posting could be made to an expense
account dedicated to amount rounding.
Pmt. Disc. Excl. Tax Select to calculate the payment discount on amounts
excluding sales tax.
Adjust for Payment Disc. Select to recalculate the tax amounts when you post
payments that trigger payment discounts.
Unrealized VAT Select if any of your sales tax jurisdictions allow you to
pay your sales tax after you have been paid. If you do
not select this check box this function will be blocked for
all sales tax jurisdictions.
Unrealized Tax Type – The unrealized tax feature is not used for this tax
jurisdiction.
–or–
–or–
First – Payments cover the tax first, and then the invoice
amount.
–or–
–or–
–or–
Unreal. Tax Acc (Sales) The general ledger account that you want to use to post
calculated unrealized tax on sales transactions.
Impor tant: This field is available on the Tax
Jurisdiction page, but it is not shown by default. To
select the field, you must first add the column that
shows this field. You can change how certain UI elements
are displayed. For more information, see Personalize Your
Workspace.
Unreal. Tax Acc (Purchases) The general ledger account that you want to use to post
calculated unrealized tax on purchase transactions.
Impor tant: This field is available on the Tax
Jurisdiction page, but it is not shown by default. To
select the field, you must first add the column that
shows this field. You can change how certain UI elements
are displayed. For more information, see Personalize Your
Workspace.
F IEL D DESC RIP T IO N
Unreal. Rev. Charge (Purch.) The general ledger account that you want to use for
posting calculated unrealized reverse-charge tax on
purchase transactions. Impor tant: This field is available
on the Tax Jurisdiction page, but it is not shown by
default. To select the field, you must first add the column
that shows this field. You can change how certain UI
elements are displayed. For more information, see
Personalize Your Workspace.
IMPORTANT
This field is available on the VAT Posting Setup page, but it is not shown by default.
NOTE
In this field, if you enter USD 5, you may correct tax amounts by up to five dollars. To use the tax difference
function, an amount must be entered in the Max. Tax Difference Allowed field.
See Also
Canada Local Functionality
Reporting Sales Tax in Canada
Finance
Setting Up Finance
Set Up Use Tax and Purchase Tax in the Canadian
Version
4/1/2021 • 4 minutes to read • Edit Online
Sales tax includes taxes that companies pay for using items:
Use tax (United States) – Use tax is a United States sales tax that is paid on items that are purchased by a
company and are used by that company instead of being sold to a customer. The company must pay sales tax
for those items to the government, in the form of use tax.
Purchase tax (Canada) – Purchase tax is a Canadian sales tax that is paid by a company on items that are
purchased from a vendor. When a company purchases items for use by the company itself, the vendor
charges the appropriate sales tax for the items.
Tax Liable Select to set up tax liability. Impor tant: This field is
available on the Purchase Header page, but it is not
shown by default. To select the field, you must first add
the column that shows this field. You can change how
certain UI elements are displayed. For more information,
see Personalize Your Workspace.
Tax Area Code The tax area code of the vendor. Impor tant: This field is
available on the Purchase Header page, but it is not
shown by default. To select the field, you must first add
the column that shows this field. You can change how
certain UI elements are displayed. For more information,
see Personalize Your Workspace.
Tax Exemption No. The company's tax exemption number. You can enter a
maximum of 30 alphanumeric characters. Impor tant:
This field is available on the Purchase Header page,
but it is not shown by default. To select the field, you
must first add the column that shows this field. You can
change how certain UI elements are displayed. For more
information, see Personalize Your Workspace.
Provincial Tax Area Code The tax code for the province. Impor tant: This field is
available on the Purchase Header page, but it is not
shown by default. To select the field, you must first add
the column that shows this field. You can change how
certain UI elements are displayed. For more information,
see Personalize Your Workspace.
5. Choose the OK button.
Tax Jurisdiction Code The tax jurisdiction code for the tax detail entry.
Tax Group Code The tax group code for the tax detail entry.
Tax Type Sales and Use Tax – To apply both sales tax and use
tax to the tax detail entry.
–or–
–or–
Sales Tax Only – To apply only sales tax to the tax detail
entry.
–or–
Use Tax Only – To apply only use tax to the tax detail
entry.
Tax Area Code The company's tax area code. The tax area code is used
in conjunction with a tax group code field and the Tax
Liable field to find the necessary information for
calculating sales tax.
Tax Exemption No. The company's tax exemption number. You can enter a
maximum of 30 alphanumeric characters.
Provincial Tax Area Code The tax code for the province.
Do Not Use For Tax Calculation Select to specify whether the tax information included on
this location record is to be used for sales tax calculations
on purchase documents.
Tax Area Code The tax area code for the location. The tax area code is
used in conjunction with a tax group code field and the
Tax Liable field to find the necessary information for
calculating sales tax.
Tax Exemption No. The company's tax exemption number. You can enter a
maximum of 30 alphanumeric characters.
Provincial Tax Area Code The tax code for the province.
NOTE
This check box must be selected if the tax paid is not recoverable.
See Also
Canada Local Functionality
Reporting Sales Tax in Canada
Finance
Setting Up Finance
Create Deposits in the Canadian Version
4/1/2021 • 2 minutes to read • Edit Online
You can make deposits to maintain a transaction record that contains information that can be applied to
outstanding invoices and credit memos.
The Deposit page specifies bank deposit information. The information includes the bank account number, total
deposit amount, deposit lines, posting date, document date, department code, currency code, and deposit notes.
You can use the page to create new deposits, post deposits, print deposits, view deposit comments, or view a
report that shows the deposit amount to be reconciled.
The Deposit report displays customer and vendor deposits with the original deposit amount, the amount of the
deposit that remains open, and the amount applied. The report also shows the total posted deposit amount to
be reconciled.
Deposit lines contain information about the individual deposited items, such as checks from customers. This
information includes the document date and number, account type and number, and amount. The total of the
amounts on the lines must add up to the total amount of the deposit entered on the deposit header.
After you have filled in the deposit information and the associated deposit lines, you must post it in order to
update the bank ledger, general ledger, customer ledger, and any other relevant ledgers. Posted deposits are
stored for future reference and can be viewed on the Posted Deposits page.
To create a deposit
1. Choose the icon, enter Deposits , and then choose the related link.
2. Choose the New action.
3. On the General FastTab, fill in the required fields as described in the following table.
Bank Account No. The bank account number for the deposit.
Total Deposit Amount The total deposit amount posted to the bank ledger.
You can post this deposit only if the sum of the deposit
lines is equal to the value in this field.
4. On the Lines FastTab, fill in the required fields as described in the following table.
5. Optionally, choose the Dimensions action, and then add relevant dimensions on the Dimension Set
Entries page.
6. Choose the Post action.
NOTE
You can post a deposit only if the amount displayed in the Total Deposit Lines field is equal to the amount in
the Total Deposit Amount field.
Next, you can use the Deposit Test and Deposit reports to reconcile your posted deposits with outstanding
invoices and credit memos.
See Also
Canada Local Functionality
Finance
Setting Up Finance
Make Payments with the AMC Banking 365
Fundamentals extension or SEPA Credit Transfer
4/13/2021 • 10 minutes to read • Edit Online
On the Payment Journal page, you can process payments to your vendors by exporting a file together with the
payment information from the journal lines. You can then upload the file to your electronic bank where the
related money transfers are processed. Business Central supports the SEPA Credit Transfer format, but in your
country/region, other formats for electronic payments may be available.
NOTE
In the generic version of Business Central, a global provider of services to convert bank data to any file format that your
bank requires is set up and connected. In North American versions, the same service can be used to send payment files as
electronic funds transfer (EFT), however with a slightly different process. See step 6 in To export payments to a bank file.
To enable SEPA credit transfers, you must first set up a bank account, a vendor, and the general journal batch that
the payment journal is based on. You then prepare payments to vendors by automatically filling the Payment
Journal page with due payments with specified posting dates.
NOTE
When you have verified that the payments are successfully processed by the bank, you can proceed to post the payment
journal lines.
NOTE
The Currency Code field must be set to EUR, because SEPA credit transfers can only be made in the EURO
currency.
NOTE
Before you can export payment files from the payment journal, you must specify the electronic format for the involved
bank account, and you must enable the AMC Banking 365 Fundamentals extension. For more information, see Set Up
Bank Accounts and Using the AMC Banking 365 Fundamentals extension. In addition, you must select the Allow
Payment Expor t check box on the General Journal Batches page. For more information, see Working with General
Journals.
You use the Credit Transfer Registers page to view the payment files that have been exported from the
payment journal. From this page, you can also re-export payment files in case of technical errors or file changes.
Note, however, that exported EFT files are not shown in this page and cannot be re-exported.
To export payments to a bank file
The following describes how to pay a vendor by check. The steps are similar to refund a customer by check.
1. Choose the icon, enter Payment Journals , and then choose the related link.
2. Fill in the payment journal lines. For more information, see Record Payments and Refunds.
NOTE
If you are using EFT, you must select either Electronic Payment or Electronic Payment–IAT in the Bank
Payment Type field. Different file export services and their formats require different setup values on the Bank
Account Card and Vendor Bank Account Card pages. You will be informed about wrong or missing setup
values as you try to export the file.
The EFT feature can only be used for bank accounts in the local currency. It cannot be used with a foreign
currency, indicated by a value in the Currency Code field. (Blank field value means local currency.)
3. When you have completed all payment journal lines, choose the Expor t action.
4. On the Expor t Electronic Payments page, fill in the fields as necessary.
Any error messages will be shown in the Payment File Errors FactBox where you can also choose an
error message to see detailed information. You must resolve all errors before the payment file can be
exported.
TIP
When you use the AMC Banking 365 Fundamentals extension, a common error message states that the bank
account number does not have the length that your bank requires. To avoid or resolve the error, you must
remove the value in the IBAN field on the Bank Account Card page and then, in the Bank Account No. field,
enter a bank account number in the format that your bank requires.
5. On the Save As page, specify the location that the file is exported to, and then choose Save .
NOTE
If you are using EFT, save the resulting vendor remittance form as a Word document or select to have it emailed
directly to the vendor. The payments are now added to the Generate EFT File page from where you can
generate multiple payment orders together to save transmission cost. For more information, see the following
steps.
6. On the Payment Journal page, choose the Generate EFT File action.
On the Generate EFT File page, all payments set up for EFT that you have exported from the payment
journal for a specified bank account but not yet generated are listed on the Lines FastTab.
7. Choose the Generate EFT File action to export one file for all the EFT payments.
8. On the Save As page, specify the location that the file is exported to, and then choose Save .
The bank payment file is exported to the location that you specify, and you can proceed to upload it to your
electronic bank account and make the actual payments. Then you can post the exported payment journal lines.
To plan when to post exported payments
If you do not want to post a payment journal line for an exported payment, for example because you are waiting
for confirmation that the transaction has been processed by the bank, you can just delete the journal line. When
you later create a payment journal line to pay the remaining amount on the invoice, the Total Expor ted
Amount field shows how much of the payment amount has already been exported. Also, you can find detailed
information about the exported total by choosing the Credit Transfer Reg. Entries button to see details about
exported payment files.
If you follow a process where you do not post payments until you have confirmation that they have been
processed in the bank, you can control this in two ways.
In a payment journal with suggested payment lines, you can sort on either the Expor ted to Payment File
column or the Total Expor ted Amount and then delete payment suggestions for open invoices for which
payments have already been made and you do not want to make payments for.
On the Suggest Vendor Payments page, where you specify which payments to insert in the payment
journal, you can select the Skip Expor ted Payments check box if you do not want to insert journal lines for
payments that have already been exported.
To see information about exported payments, choose the Payment Expor t Histor y action.
To re -export payments to a bank file
You can re-export payment files from the Credit Transfer Registers page. Before you delete or post payment
journal lines, you can also re-export the payment file from the Payment Journal page by simply exporting it
again. If you have deleted or posted the payment journal lines after exporting them, you can re-export the same
payment file from the Credit Transfer Registers page. Select the line for the batch of credit transfers that you
want to re-export, and then use the Reexpor t Payments to File action.
NOTE
Exported EFT files are not shown on the Credit Transfer Registers page and cannot be re-exported.
1. Choose the icon, enter Credit Transfer Registers , and then choose the related link.
2. Select a payment export that you want to re-export, and then choose the Reexpor t Payment to File action.
See Also
Using the AMC Banking 365 Fundamentals extension
Managing Payables
Working with General Journals
Collect Payments with SEPA Direct Debit
Print Troubleshooting Reports in the Canadian
Version
4/1/2021 • 2 minutes to read • Edit Online
The following troubleshooting reports are available to assist Microsoft Certified Partners with troubleshooting
issues:
License Information report – This report contains the license number, the name of the licensed user, which
application granules they have purchased, and when the license expires, if applicable.
Data Dictionar y report (report #10315) – This report allows you to print detailed table reference, field
reference, and table properties for table objects.
You must have access to Business Central Object Designer, which is available only to administrators and only in
Business Central Spring 2019 and earlier.
You can print these reports and send them to your Microsoft Certified Partner to help resolve issues with your
Business Central implementation.
See Also
Canada Local Functionality
Finance
Setting Up Finance
Work With GIFI Codes
4/1/2021 • 2 minutes to read • Edit Online
Fiscal information can include general ledger accounts, reports, income statements, balance sheets, and
statements of retained earnings. Fiscal information is classified using codes. The use of codes helps the
government to process information, prepare for electronic filing, and validate tax information electronically. The
use of codes also helps statistical organizations to work more efficiently, as financial information is more readily
available. For more information, see the Canada Revenue Agency website.
The Canada Revenue Agency uses General Index of Financial Information (GIFI) codes to collect, validate, and
process financial and tax information electronically. It is a best practice to assign GIFI codes only to posting
accounts, so that all totaling is done by your tax preparation software.
When an account is associated with a GIFI code, it is reported to the revenue agency under that code. Multiple
accounts can all have the same GIFI code, but each account can have only one GIFI code.
You can export balance information by GIFI code and save the exported file in Excel, which is useful for
transferring information to your tax preparation software.
NOTE
The Excel file has the following characteristics:
The balance is rounded to the nearest percentage, but the cell value maintains the same percentage as it does
in the general ledger.
Negative numbers are represented as positive number in brackets. Accordingly, -123 is represented as (123).
See Also
Canada Local Functionality
Finance
Setting Up Finance
Czech Local Functionality
4/1/2021 • 2 minutes to read • Edit Online
The following topics describe the local functionality in the Czech version of Business Central.
Feature Availability
Core Localization Pack for Czech (Extension) Available Now
Advanced Localization Pack for Czech (Extension) 2021 release wave 1
General
General Available Now
Best Practices Available Now
Core Finance
Finance Available Now
Year Close Operations Available Now
General Ledger Entries Application Available Now
Exchange Rate Update Available Now
VAT
Finance - VAT Available Now
VAT Control Report Available Now
Fixed Assets
Fixed Assets Available Now
Fixed Asset Localization for Czech (Extension) 2021 release wave 1
Banking and Payments
Bank Feature Available Now
Cash Desk Management Available Now
Cash Desk (Extension) Available Now
Registration of Sales (EET) Available Now
Advances Available Now
Payables and Receivables
Payables and Receivables Available Now
Intrastat Available Now
Compensation (Extension) 2021 release wave 1
Inventory
Inventory Available Now
See Also
Working with Business Central
Country/regional availability and supported languages
Start a free trial!
Core Localization Pack for Czech (Extension)
5/5/2021 • 2 minutes to read • Edit Online
This extension adds features to Business Central that help companies meet the requirements of Czech
accounting and tax legislation and best practices.
Feature Availability
Finance
Corrections Posting (red storno) 2021 release wave 1
Statutory Company Information Available Now
Internal Financial Documents Available Now
Accounting Output Documents Available Now
Account Schedule feature July 2021
Statutory Statements Available Now
Year Closing Operations Available Now
Exchange Rate Updating Available Now
WIP Extended Posting July 2021
VAT
VAT Date Available Now
VAT Statement Available Now
Supplementary VAT Statement Available Now
VIES Available Now
VIES - CZ Export Available Now
Unreliable Payer Available Now
VAT Exchange Rate Available Now
Reverse Charge - setup and posting Available Now
VAT Control Report Available Now
VAT Reports Available Now
VAT correction in Local Currency 2021 release wave 1
Banking and Payments
Electronic registration of sales (EET) Available Now
Local Banking Feature - symbols and payments 2021 release wave 1
Payables and Receivables
Exchange Rates Adjustment feature 2021 release wave 1
Multiple payables/receivables accounts 2021 release wave 1
Customers/Vendors Reconciliations Available Now
Sales correcting documents Available Now
Contacts Actualization from ARES Available Now
New design of output documents Available Now
Intrastat
Intrastat Engine Setup 2021 release wave 1
Posting Sales, Purchase or Transfer transaction 2021 release wave 1
Preparing Intrastat Journal 2021 release wave 1
Intrastat Report Export to CSV Format 2021 release wave 1
Inventor y
Rounding Account in Inventory July 2021
Inventory – G/L reconciliation Enhancements 2021 release wave 1
Advanced features of the physical inventory Available Now
Inventory Operations Document Available Now
Inventory Counting Document Available Now
General
Extended User Control 2021 release wave 1
G/L Account Group – Multi-circuit Accounting Available Now
Check of Posting Group changing – Customer, Vendor, item, bank account Available Now
Check of output in inventory – time sequence 2021 release wave 1
Inventory Movement Templates Available Now
Templates for inventory Operations – Stockkeeping Unit Templates Available Now
See Also
Czech Local Functionality
Finance
Advanced Localization Pack for Czech (Extension)
5/5/2021 • 2 minutes to read • Edit Online
This extension adds features to Business Central that help companies meet the requirements of Czech
accounting and tax legislation and best practices.
Feature Availability
Finance
General Ledger Entries Application June 2021
Inventor y
Posting groups in transfer orders 2021 release wave 1
Small regulator y features and best practices
Mandatory returning of exact costs in Manufacturing June 2021
Default Business Posting Group in Manufacturing 2021 release wave 1
Default Business Posting Group in Assembly Orders 2021 release wave 1
Automatic creation and update of dimensions July 2021
Additional fields on item ledger entries and value entries 2021 release wave 1
Gen.Prod.Posting Group from SKU 2021 release wave 1
Skip Update SKU on Posting 2021 release wave 1
Nonstock Item Numbering 2021 release wave 1
See Also
Czech Local Functionality
Finance
Finance in the Czech Version
4/1/2021 • 5 minutes to read • Edit Online
In the Czech Republic, there are specific Business Central features that you can use to track and manage your
finances.
Statutory Statements
Companies must create financial statements according to the Accounting Law 563/1991. They must create the
balance sheet and the profit and loss statement. This feature provides the following reports:
Balance Sheet
Income Statement
These reports use the Account Schedule feature with the statement structure defined.
The Acc. Schedule Name table contains this new field in the Czech version:
Acc. Schedule Type – Balance Sheet or Income Statement option
The Acc. Schedule Line table contains these new fields in the Czech version:
Row Correction – links to another line for balance sheet setup
Assets/Liabilities Type – Assets or Liabilities for Balance Sheet setup
Calc – Always, Never, When positive, When Negative options
The balance sheet and the profit and loss statements are often prepared in Excel file templates with the
necessary design for statement printout. Users want to map defined account schedules to prepared Excel
templates.
For the reasons above, this feature provides the new setup of Excel templates and statement file mapping. Based
on this setup, users can export account schedule data to Excel files.
TO P IC DESC RIP T IO N
Year Closing Operations To comply with accounting legislation at the end of the fiscal
year, certain account books must be closed or opened.
General Ledger Entries Application Apart from application of Customer and Vendor Ledger
Entries, a new functionality of General Ledger Entries
Application has been introduced. Application of General
Ledger Entries is typically used to allow companies to work
with temporary and transfer accounts in the General Ledger.
See Also
Czech Local Functionality
Year Closing Operations
4/1/2021 • 2 minutes to read • Edit Online
To comply with accounting legislation (Accounting Law 563/1991 §17) at the end of the fiscal year, the following
account books must be closed or opened:
Close Profit and Loss Accounts (Close Income Statement)
Close Balance Sheet Accounts (new Close Balance Sheet report)
Open Balance Sheet Accounts (new Open Balance Sheet report)
Changes Included
Close Income Statement – Standard report Close Income Statement improved.
Close Balance Sheet – Report Close Balance Sheet added. This report creates lines in General Journal. These
lines contain posting to the Closing Balance Sheet account.
Open Balance Sheet – Report Open Balance Sheet added. This report creates lines in General Journal. These
lines contain posting to the Opening Balance Sheet Account.
See Also
Core Localization Pack for Czech
Czech Local Functionality
Finance
General Ledger Entries Application
4/1/2021 • 2 minutes to read • Edit Online
Apart from the application of customer and vendor ledger entries, a new functionality for general ledge entry
application has been introduced. Application of G/L entries is typically used to allow companies to work with
temporary and transfer accounts in the general ledger. Temporary and transfer accounts are used as a
temporary “storage” and contain amounts (ledger entries) pending further processing. The new application
functionality enables the user to match general expenses to distributed expenses (transferred earlier from
account general for all amounts) by using the new applying and unapplying functions, and for companies to see
analytic subtotals by using the new Open G/L Entries on Date or Inventor y Account to Date reports for a
specific date.
The G/L entries structure has been redesigned by adding the new storage for application information of a G/L
entry. The Detailed G/L Entr y table contains all entries related to the original G/L entry and stores the
application amount, while the G/L Entr y table contains overalls of this amount in the Applied Amount
FlowField.
The Apply Entries and Unapply Entries functions on the G/L Entries page have been added to the user
interface.
Partial application is allowed. The remaining amount for applying is shown on the G/L entry. Users can apply
G/L entries before posting the general journal or the cash desk.
User can run batch application by using the G/L Entr y Applying report .
See Also
Czech Local Functionality
Finance
Updating Exchange Rates in the Czech Version
4/1/2021 • 2 minutes to read • Edit Online
The company is allowed to automatically update currency exchange rates using the exchange rate service.
These have been improved by the ability to automatically update currency exchange rates from the CNB (Czech
National Bank).
The user can define the http service address and other exchange rate update parameters in the exchange rate
service settings.
See Also
Update Currency Exchange Rates
Czech Local Functionality
Finance
Finance - VAT
4/1/2021 • 4 minutes to read • Edit Online
VAT Date
The VAT date is important for tax documents according to §28 of VAT Law 235/2004. The VAT date can be
different from the posting date or the document date. The VAT date is an important field for the VAT reporting.
This feature focuses on improving the following:
Setup of the VAT Date Feature
Enabling VAT date usage in the system generally.
Select the way the system will default the VAT date’s value in different areas (Posting Date or Document
Date).
Periods for reporting VAT and company accounting periods are often different. To allow users to seamlessly
report and post VAT according to VAT periods, and to issue internal and other statutory reporting based on
accounting periods, this VAT Date feature introduces VAT periods.
Allow VAT Posting From/To – enter a date range in from/to fields to prevent mistakes of posting to closed
accounting or VAT periods.
Posting Sales, Purchase, and Service Transactions with VAT Date
To post transactions using a VAT date, the user must fill in the VAT Date field on the document headers and
journal lines throughout the application. After the posting of the VAT date, it becomes a part of the posted
documents and G/L entries and VAT entries.
Calculating and Posting VAT Settlement
The system filters VAT entries by the VAT Date field (instead of Posting Date ) by selecting the VAT period and
preparing a report showing which entries will be transferred to the Settlement account. Printouts also contains
VAT date information.
Reconciling VAT and G/L Entries
Users frequently reconcile amounts kept in VAT entries and VAT amounts posted to GL entries. Amounts shown
in new Net Change (VAT Date) columns on all the following pages will always be filtered by the VAT Date field:
Chart of Accounts form
G/L Balance form
G/L Account Balance form
VAT Statement
The VAT Statement report contains many improvements which enable the user to:
Add Stat. Reporting Setup with general setup for VAT reporting.
Add two new operation rows (Row Division and Row Multiplication) in the Type field.
Add setup for VAT from advances.
Filter the VAT Entries selection for the VAT statement line by the EU Triangular Trade field. This is required,
as EU (European Union) triangular trade (middle person – 1 debtor) must be reported in separate rows.
Print the VAT Statement report with a new option to round off calculated amounts in the VAT statement to
the nearest whole value.
Filter data based on VAT date using VAT periods.
Filter data for the posted VAT statement of later date.
More VAT statement types – Recapitulative, Corrective, Supplementary (by §43 part 1 of VAT Law 235/2004)
– payer can submit a supplementary VAT statement.
Export the VAT statement to an .xml file.
Add comments and attachments to export to the tax authorities.
VIES
The VIES report is used for sales declaration to tax authorities in EU (European Union) countries. According to
§102 of VAT Law 235/2004, payers are obliged to submit VIES declaration („Souhrnné hlášení“). The VIES
declaration has to be submitted to the tax authorities electronically. The VIES functionality allows you to:
Set up state reporting
Select combinations of VAT business/product posting group (on the VAT Posting Setup page) to include in
the VIES reporting
Keep the VIES reporting history
Input all information needed for electronic file submission
Suggest Lines for VIES reporting
Support corrective declarations
Export data into file for electronic submission
Unreliable Payer
The amendment of VAT Law 235/2004 (§106a) introduced the concept of Unreliable Payer. The treasury
department is obliged to publish the names of unreliable payers.
This feature uses this service to obtain published information and indicate payer status on vendor cards and
purchase documents. The treasury department also publishes information about registered bank accounts of
the payer (only these accounts are allowed for payments). Information about payer registered bank accounts is
stored on the vendor bank account cards and used in cash management.
See Also
Czech Local Functionality
VAT Control Report
4/1/2021 • 2 minutes to read • Edit Online
The Business Central functionality has been extended with the VAT Control Report feature. The basic page is the
VAT Control Repor t Card page. VAT items are loaded by the VAT date or posting date (according to the
general ledger setup) into the page for the selected period. The basic setup, i.e. distribution of combinations of
VAT posting groups into the individual sections of control report, is determined by the VAT statement.
To process the control report, you must set up the VAT control report sections, tariff numbers, VAT statement,
stat. reporting setup, and extend the VAT posting setup.
Key features
VAT Control Repor t Card page - allows you to select report period.
Control Repor t Lines Suggestion function - loads control report lines of a selected period.
Control performance - VAT Control Repor t - Test report - prints an overview according to individual
sections.
Control report export - Expor t function exports control report to the file.
Closing lines - Close lines function fills the Closed by Document No. field on control report lines.
See also
Core Localization Pack for Czech
Czech Local Functionality
VAT Statement
Finance
Fixed Assets in the Czech Version
4/1/2021 • 5 minutes to read • Edit Online
See Also
Czech Local Functionality
Finance
Fixed Asset Localization for Czech (Extension)
4/1/2021 • 2 minutes to read • Edit Online
This extension adds Fixed Asset features to Business Central that help companies meet the requirements of
Czech accounting and tax legislation and best practices.
Feature Availability
Fixed Assets Tax Depreciation 2021 release wave 1
Calculation of depreciation basis in Fixed Assets 2021 release wave 1
Fixed Assets Depreciation Holidays 2021 release wave 1
Two steps Fixed Asset acquisition 2021 release wave 1
Fixed Asset Posting of Disposal 2021 release wave 1
Fixed Assets Clasification - Clasification codes 2021 release wave 1
Fixed Asset location/responsible history report 2021 release wave 1
Fixed Assets Reporting 2021 release wave 1
See Also
Czech Local Functionality
Local Banking Feature
4/1/2021 • 2 minutes to read • Edit Online
This feature provides improved efficiency and prevents user from making mistakes during entering the
customer and vendor bank account data by capturing the bank specific information and eliminating the need to
re-enter it every time. Such functionality is needed even more as more bank transactions are executed
electronically.
Banking Setup
The new banking setup introduces:
General Information – assigning to bank account number
Numbering – Payment order numbers, bank statement numbers
Import, Export Information
Information for posting and applying
Settings for payment orders and bank statements
New fields are added on the Bank Account , Customer Bank Account and Vendor Bank Account pages.
See Also
Czech Local Functionality
Reconcile Payments Using Automatic Application
Finance
Cash Desk Management
4/1/2021 • 2 minutes to read • Edit Online
The Cash Desks and Cash Documents features allow you to define cash accounts and cash desks for the physical
receipt and money withdrawal. Each cash desk must have a separate number series of the cash documents. You
can set up separate number series for the receipt cash documents and withdrawal cash documents. The cash
desk cases are pre-defined cases to simplify data entry. You can specify individual user authorized to operate
with the particular cash desk and transmit cash desks between users.
The main functionality of the Cash Desk feature is:
Cash desk setup, cash desk users
Receipt cash document, withdrawal of cash documents and their posting
Cash desk cases used as templates for usual accounting transactions
Payment application with customer and vendor ledger entries
Payment Application with advance invoices
Cash desk inventory
Output documents (receipt cash document, withdrawal cash document)
Reports - Cash Desk Account Book, Cash Desk Book, Cash Desk Hand Over
The cash desk card contains basic cash register information, such as number, currency, contact details, etc. It also
includes billing settings, definitions for checks and limits, and numeric series presets for cash receipts.
Cash documents are receipt or withdrawal, and can be in different currencies according to the cash register. The
documents also enable the releasing, posting and printing of exit documents.
You can run the apply entries feature from the cash document rows to select customer or vendor entries for
alignment. Similarly, features are available for off-setting backup invoices.
See Also
Czech Local Functionality
Finance
Cash Desk Localization for Czech (Extension)
4/1/2021 • 2 minutes to read • Edit Online
In the Czech version of Business Central, the Cash Desk functionality helps companies with the legislation
requirements and best practices in cash desk operations.
The Cash Desks and Cash Documents features allow you to define cash accounts and cash desks for the physical
receipt and money withdrawal. Each cash desk must have a separate number series of the cash documents. You
can set up separate number series for the receipt cash documents and withdrawal cash documents. The cash
desk cases are pre-defined cases to simplify data entry. You can specify individual user authorized to operate
with the particular cash desk and transmit cash desks between users.
Key features
Cash desk setup, cash desk users
Receipt cash document, withdrawal of cash documents and their posting
Cash desk cases used as templates for usual accounting transactions
Payment application with customer and vendor ledger entries
Payment Application with advance invoices (2021 release wave 1)
Cash desk inventory
Output documents (receipt cash document, withdrawal cash document)
Reports - Cash Desk Account Book, Cash Desk Book, Cash Desk Hand Over
The cash desk card contains basic cash register information, such as number, currency, contact details, etc. It also
includes billing settings, definitions for checks and limits, and numeric series presets for cash receipts.
Cash documents are receipt or withdrawal, and can be in different currencies according to the cash register. The
documents also enable the releasing, posting and printing of exit documents.
You can run the apply entries feature from the cash document rows to select customer or vendor entries for
alignment. Similarly, features are available for off-setting backup invoices.
See Also
Czech Local Functionality
Finance
Registration of Sales (EET)
4/1/2021 • 2 minutes to read • Edit Online
Registration of sales (EET) is registration of sales coming from business activities and paid in cash. Information
about these transactions are sent to the tax authorities. At the time of payment is created data message and sent
online to the server of Tax office. As answer from the server is message with unique transaction ID, which has to
be printed on the receipt for customer.
Payment methods included in EET:
In cash
By card
Check
Bill of Exchange
Other similar types like gift cards, coupons, bitcoin etc.
For more information see official portal www.etrzby.cz.
See Also
Czech Local Functionality
Finance
Advance Payments and Invoices
4/1/2021 • 4 minutes to read • Edit Online
The Advance Invoices and Payments feature is used to generate invoices and to make payments before goods or
services have been delivered or before the production has begun. The Advance Invoices and Payments feature
includes advance invoices, advance payments, advance payments subject to VAT, and tax documents. The
document types and document requirements for this feature are listed below:
Advance Invoices
Used to request money in advance.
The document is not accounted and does not have a tax voucher.
Documents are created in advance of invoices templates (document groups) with predefined accounting and
number series of related documents.
Advance invoice templates define whether or not you are obliged to post VAT.
Advance invoices can be created from purchase orders, invoices, or as a separate document with no links to
any documents.
Free advances can be additionally linked with documents before posting the final invoice.
Advance Payments
The payment made against an advance invoice.
Proportional advance payments with regard to posting and billing, in journals and banknotes.
Received advance payments are not receivables, they are liabilities.
Issued advance payments are not payables (liabilities), they are receivables.
Advance payments may be subject to VAT. Czech legislation lays down rules for whether the advance
payments are subject to VAT.
Received advance payments are classified based on the date of receipt.
Issued advance payments are classified based on the date of tax documents receipt.
Any unspent part of advance payments can be returned.
Posting payment for a payment can be made on the basis of an advance invoice.
Posted invoice with a link to advance invoice can be disconnected.
The advance invoice can be paid by multiple payments.
Received advance invoices are posted as liabilities.
Advance payments in foreign currency based on agreed data.
Tax Documents (Tax Credit Memo)
Documents specifying the paid VAT from received advance payments.
It is not possible to claim VAT from advance payments without receiving tax documents issued for advance
payments.
VAT calculation improvements comply with the legislation of the Czech Republic.
Documents are declaring the VAT paid on the advance payments received/issued.
Tax documents/tax credits are created in relation to the advance invoice to which the payment was made.
The module includes functions for automatically generating tax documents when posting an advance
payment.
For advance payments, it is possible to correct the tax documents before they are posted because of their
billing based on the received document from the creditor.
The Advance Invoice mode without a tax document allows VAT to be applied only on the final invoice,
provided that its performance meets the conditions of Section 28 of the Value Added Tax Act.
The tax document for the released payment can be charged only on the basis of the received document from
the creditor, therefore the purchase advance invoice allows the change of the regime with / without VAT also
during its processing.
Calculation of VAT on advance invoices based on the Value Added Tax Act (§ 37a, § 92).
The new module also works with VAT in the payer registration mode in another EU country.
Deduction of Advance
Deduction of advance payments and already paid or claimed VAT from final invoices.
Deduction is done when posting final invoice proportionally.
The module offers a tool for linking advance invoices with the final document.
It is possible to change/supplement/cancel the linking of the advance invoice with the final document before
it is posted.
It is possible to link multiple advance invoices to the final document in one step.
The tool parameters can be influenced by how the final deferral is interconnected with advance invoices.
For better control/correction of the final invoice tax, order statistics and invoices have been expanded to
include bookmarks informing you of your payment usage and VAT paid/claimed.
Deduction of the advance invoice from the final invoice can be canceled with all accounting entries that were
used for the deduction.
When using an advance invoice in a foreign currency, the exchange rate differences are quantified.
See Also
Czech Local Functionality
Finance
Payables and Receivables in the Czech version
4/1/2021 • 4 minutes to read • Edit Online
Credits
Sometimes, a company's customers are also to some extent company vendors. In such situations, it is quite
common for companies to compensate their receivables and payables.
The main features of the Credits functionality are:
View Balance as Vendor/Balance as Customer – to view the balance as vendor on a customer card and the
balance as customer on a vendor card, users must set a customer and vendor business relation with a
contact to indicate to the system that even though particular company is registered as a vendor and as a
customer, it is in fact the same company.
Credits Setup – Credit Nos., Credit Bal. Account No., etc.
Credit Maintaining on Credit Card – choose Customer/Vendor, suggest lines/entries for compensation.
Agreement printout.
Credit posting – posted credit is created, entries application is posted.
entries to be counted can be entered manually or automatically from the Credit Card. In addition, there are
functions to mark entries to count and balance the balance. There is also a print of the Agreement on Mutual
Settlement of Receivables and Payables under Czech legislation.
Customers/Vendors Reconciliations
At the end of each fiscal year (or another period, when requested), companies send a statement of balances to
Customers and Vendors in order to reconcile them with Customer and Vendor records. Customers and Vendors
either confirm the statement or not and send it back with corrections, based on their own information. This
feature allows users to prepare such report in Business Central.
See Also
Czech Local Functionality
Finance
Intrastat
4/1/2021 • 4 minutes to read • Edit Online
The standard Intrastat feature does not transfer all and only valid transactions into Intrastat journal. This results
into a lot of manual work necessary to exclude/include the excess/missing transactions, often rendering a lot of
errors. According to the requirements of the Czech Republic, the following improvements are needed for the
Intrastat feature:
Particular options in the Intrastat engine need to be parameterized
Handling of supplementary measure units needs to be improved
Calculation of Intrastat amount and statistical amounts must be improved
The Get Intrastat Entries batch needs to be improved
Exporting of Intrastat reports to .csv files according to local requirements
This feature adds improvement of data transferred into Intrastat journal and prepares the environment for
correct Intrastat reporting.
See Also
Czech Local Functionality
Finance
Compensation Localization for Czech (Extension)
4/1/2021 • 2 minutes to read • Edit Online
The Compensation solution helps companies for offsetting receivables and payables. Compensations are used
when the company's customer is also its supplier.
Entries to be counted can be entered manually or automatically from the Compensation Card. In addition, there
are functions to mark entries to count and recalculating the balance.
There is also a print-out of the Agreement on Mutual Settlement of Receivables and Payables under Czech
legislation.
Key features
View Balance as Vendor/Balance as Customer – to view the balance as vendor on a customer card and
the balance as customer on a vendor card, users must set a customer and vendor business relation with a
contact to indicate to the system that even though particular company is registered as a vendor and as a
customer, it is in fact the same company.
Compensation Setup – Compensation Nos., Compensation Bal. Account No., etc.,
Compensation Card – lines for compensation,
Function - Suggest lines for compensation , Release,
Agreement on Mutual Settlement of Receivables and Payables printout,
Compensation posting – posted Compensation is created, entries application is posted.
See Also
Czech Local Functionality
Finance
Inventory in the Czech Version
4/1/2021 • 2 minutes to read • Edit Online
See Also
Czech Local Functionality
Finance
Extended User Control in the Czech Version
4/1/2021 • 2 minutes to read • Edit Online
The majority of companies in the Czech Republic request the following improvements to be implemented in
user setup and control.
New functionality on the User Setup page in combination with the new User Setup Lines table allows you to
set and provide the following control:
Assign a user to an employee number.
Set the Cash Resp. Ctr. filter for cash desk operations
Check document date at posting against work date or system date
Check posting date at posting against work date or system date
Check access to payment orders – checks allowed bank accounts for payment orders (on lines)
Check access to bank statements – checks allowed bank accounts for bank statements (on lines)
Check bank accounts allowed for posting (on lines)
Check access to journal templates – check allowed journal templates for all journal types (on lines)
Check dimension values allowed for posting (on lines)
Check location code allowed for posting separately for quantity increase and quantity decrease (on lines)
Check location code allowed for document release separately for quantity increase and quantity decrease (on
lines)
Check usage of warehouse net change templates at posting in item journals
Allow posting to closed periods
Allow complete job
Allow item un-apply functionality
See Also
Czech Local Functionality
Small Regulatory Features and Best Practices in the
Czech Version
4/1/2021 • 2 minutes to read • Edit Online
Smaller regulatory features and local practices of Czech companies include the following features:
G/L account groups – for multi-circuit accounting
Check on posting group change – for customer, vendor, item, and bank account
Check of output in inventory – time sequence
Whse. Net Change Templates - templates for inventory operations –
Mandatory return of exact costs in Manufacturing
Default Business Posting Group in Manufacturing
Check balance in G/L journal – additional feature for disabling balance check by document type
Default Business Posting Group in Assembly management
Automatic creation and update of dimensions
Marking the latest version of the sales and purchase archive
Additional fields on item ledger entries and value entries
Gen. Prod. Posting Group from SKU and Skip Update SKU on posting
See Also
Czech Local Functionality
Denmark Local Functionality
4/1/2021 • 2 minutes to read • Edit Online
The following topics describe the local functionality in the Danish version of Business Central.
Feature Availability
VAT
Print VAT Reconciliation Reports Available Now
VAT-VIES Reporting Available Now
Banking & Payments
FIK Details in the Payment Reconciliation Journal Available Now
The Payments and Reconciliations (DK) Extension Available Now
Electronic Invoicing
Overview of OIOUBL Electronic Invoicing Available Now
Set Up OIOUBL Electronic Invoicing Available Now
Set Up Customers for OIOUBL Available Now *
The OIOUBL Extension for Electronic Invoicing Available Now
Create Electronic Documents in an OIOUBL Format Available Now
Payroll
Payroll Data Definitions (DK) Available Now
See Also
Working with Business Central
Country/regional availability and supported languages
In Business Central, you can use the VAT Reconciliation report to view a list of general ledger accounts with
their base amounts and VAT amounts. These amounts are grouped by VAT type to help with VAT settlement
reconciliation.
To print a VAT reconciliation report
1. Choose the icon, enter VAT Reconciliation , and then choose the related link.
2. On the Options FastTab, fill in the fields as described in the following table.
Show Transactions without VAT Select to print a line for each general ledger account that
transactions are posted to. You can use this option for
both single accounts and multiple accounts.
See Also
Denmark Local Functionality
VAT-VIES Reporting
4/1/2021 • 2 minutes to read • Edit Online
Danish companies must submit VAT declarations for trade of goods or services with other EU countries/regions.
You can create the required file by using the VAT- VIES Declaration Disk batch job.
Reporting EU Sales
In order to track VAT for the trade of goods or services between EU countries/regions, you must submit
information about this trade to the Danish Listesystem. The VAT- VIES Declaration Disk batch job creates a
comma-separated file that you can then upload to the tax authorities at the www.skat.dk site. Before you create
the file, you can verify your customers’ VAT registration number online. The tax authorities also recommend that
you do not submit large files to the online portal. If your declaration consists of more than 1,000 lines, it is
recommended that you submit several smaller files instead. For more information, see the tax authorities’
website.
See Also
Denmark Local Functionality
Print VAT Reconciliation Reports
FIK Details in the Payment Reconciliation Journal
4/1/2021 • 2 minutes to read • Edit Online
The Transaction Text field on the Payment Reconciliation Journal page shows information about the
automatic application of payments using the Danish FIK standard. For more information, see Reconcile
Payments Using Automatic Application.
The following table describes the six values that may be shown in the Transaction Text field.
Matching Amount The amount paid covers exactly the remaining amount on an
unpaid sales invoice that is identified by the FIK number.
Par tial Amount The amount paid is less than the remaining amount on an
unpaid sales invoice that is identified by the FIK number.
Excess Amount The amount paid is more than the remaining amount on an
unpaid sales invoice that is identified by the FIK number.
No Matching FIK Number The system has not found any unpaid or paid sales invoices
with a FIK number that matches the FIK number on the
payment.
Duplicate FIK Number The system has discovered that there are payments that
have similar FIK numbers.
Invoice Already Paid The system has discovered that a FIK number on a payment
matches a sales invoice that is fully applied and closed.
See Also
Denmark Local Functionality
Reconcile Payments Using Automatic Application
The Payments and Reconciliations (DK) Extension
4/1/2021 • 3 minutes to read • Edit Online
Make fast, error-free payments by exporting files that are formatted specifically for exchanges with your vendor
or bank. These files speed up the payment and reconciliation processes, and eliminate errors that can happen
when you manually enter the information on a bank website.
This extension supports file formats for several Danish banks. When you export payment information to a file,
the extension packages the data into the format that your bank requires. For example, the formats include
Bankdata-V3, BEC, SDC, and FIK, which many different banks use, and some that are more specialized for certain
banks, for example, Danske Bank and Nordea. The extension also includes some formats for importing and
reconciling bank statements.
NOTE
To use the extension, you must know the format that your bank or vendor requires. Some banks or vendors provide this
information on their websites; however, you might need to contact their customer service to get the information.
C O M B IN AT IO N T Y P E 01 T Y P E 04 T Y P E 71 T Y P E 73
Giro Account No. or Giro Account No. Giro Account No. FIK Creditor No. FIK Creditor No.
FIK Creditor No.?
1. Choose the icon, enter Vendors , and then choose the related link.
2. Open the card, expand the Payments tab, in the Payment Method field choose the payment method.
3. Depending on your selection, you must complete other fields. See the table above for a description of the
combinations.
To specify the format to use for a bank account
1. Choose the icon, enter Bank Accounts , and then choose the related link.
2. Open the card for the bank account.
3. In the Payment Expor t Format field, choose the format for your export file.
TIP
You only have to add the last 11 digits of the number. Business Central will add four zeros to the beginning of the
number.
See also
Customizing Business Central for Business Central Using Extensions
Collect Payments with SEPA Direct Debit
Working with General Journals
OIOUBL Electronic Invoicing Overview
4/1/2021 • 2 minutes to read • Edit Online
Companies must send sales invoices, credit memos, finance charge memos, and reminders to the Danish public
sector electronically in the Offentlig Information Online UBL (OIOUBL) format. If a company does not send these
documents electronically, the authorities can deny payment.
For more information about OIOUBL electronic invoicing, see oioubl.info.
OIOUBL Profiles
Your customers can use a profile that is based on the Danish OIOUBL definitions, or they can use a profile that is
based on the OIOUBL implementation of the Northern European Subset (NES) definitions. Some profiles require
responses to be sent when an electronic document is received. You can set up which profile most of your
customers use. If a customer uses a different profile, you can change that in the customer card. For example, you
can specify that the default profile is Procurement-OrdSim-BilSim-1.0, but that customer 10000 requires profile
urn:www.nesubl.eu:profiles:profile5:ver2.0. For more information, see Set Up OIOUBL.
For more information, see the entry on OIOUBL profiles in the frequently asked questions section at
Digitaliseringsstyrelsen.
See Also
Denmark Local Functionality
Set Up OIOUBL
Set Up Customers for OIOUBL
Create Electronic Documents by Using OIOUBL
Set Up Customers for OIOUBL
4/1/2021 • 2 minutes to read • Edit Online
To create Offentlig Information Online UBL (OIOUBL) documents for customers in the public sector, you must
add OIOUBL information to the relevant customers.
This topic only describes fields that apply to OIOUBL. For more information, see Register New Customers.
To set up customers for OIOUBL
1. Choose the icon, enter Customers , and then choose the related link.
2. Open the customer that you want to enable for OIOUBL.
3. On the Invoicing FastTab, fill in the fields as described in the following table.
OIOUBL Profile Code Specifies the profile that this customer requires for
electronic documents if this is different from the default
profile that you specified on the Sales & Receivables
Setup page.
OIOUBL Profile Code Required Specifies if this customer requires a profile code for
electronic documents. Tip: If the OIOUBL Profile
Code Required field is selected, you cannot post a sales
document for this customer unless you have specified a
profile.
These fields are specific to OIOUBL. The values are used in all OIOUBL documents that you create for this
customer. For more information, see OIOUBL Electronic Invoicing Overview.
See Also
Denmark Local Functionality
Register New Customers
Set Up OIOUBL
Create Electronic Documents by Using OIOUBL
OIOUBL Electronic Invoicing Overview
Set Up OIOUBL
4/1/2021 • 3 minutes to read • Edit Online
You must define a location for storing Offentlig Information Online UBL (OIOUBL) files when you create
electronic documents such as invoices or credit memos. You must also define payment methods, payment
terms, and item charges, and you must set up relevant customers for OIOUBL.
Set up payment terms and item charges.
Set up customers for OIOUBL.
About OIOUBL Profiles
OIOUBL profiles are adaptations of business processes for various types of transactions, and differ depending
on the types and contents of the documents that are exchanged. In Denmark, the two profiles that are required
are the Simpel fakturaproces (Procurement-OrdSim-BilSim-1.0) and Billing Basic
(urn:www.nesubl.eu:profiles:profile5:ver2.0) profiles. The Billing Basic profile is based on the Northern European
Subset (NES). Your customer must be able to receive documents in one of these profiles. If you are not sure, ask
your customer about the profile they require. For more information, see the entry on OIOUBL profiles in the
frequently asked questions section at Digitaliseringsstyrelsen.
The default profile for all customers is the Simpel fakturaproces profile, which is chosen on the Sales &
Receivables Setup page. You specify the profile for a specific customer on the Customer card. If you want to
use the Billing Basic profile you will need to add it. To do so, on the Sales & Receivables Setup page, choose
the button in the Default Profile Code field, and then choose New . Enter a name for the code, and then in the
Profile field, enter urn:www.nesubl.eu:profiles:profile5:ver2.0 . You can then choose the profile either as
the default profile, or for one or more customers.
##To set up payment terms If you set up payment terms for customers, the electronic documents will include
discounts you give for early payments.
1. Choose the icon, enter Payment Terms , and then choose the related link.
2. In the OIOXML Code field, choose a code for each payment term that you will use for electronic invoices.
To set up customers for OIOUBL
You can use the Offentlig kunde (OIOXML) customer template to apply standard settings for OIOUBL to a
new customer, or the Apply Template function to apply the settings in the template to an existing customer.
The following steps describe how to manually complete the required fields for OIOUBL.
1. Choose the icon, enter Customers , and then choose the related link.
2. Open the customer that you want to enable for OIOUBL.
3. Enter the customer's address. Make sure that you specify a country/region code, and the contact
information for the sell-to contact.
4. In the Document Sending Profile field, choose the OIOUBL profile.
5. On the Invoicing FastTab, fill in the fields as described in the following table.
TIP
To display all of the fields, you might need to choose the Show more for the Invoicing FastTab.
F IEL D DESC RIP T IO N
Profile Code Specifies the profile that this customer requires for
electronic documents if this is different from the default
profile that you specified on the Sales & Receivables
Setup page.
Profile Code Required Specifies if this customer requires a profile code for
electronic documents.
Tip
If the Profile Code Required field is selected, you
cannot post a sales document for this customer unless
you have specified a profile.
6. In the Payment Terms field, choose the terms under which you expect the customer to pay.
For more information about how to set up a customer, see Register New Customers.
See Also
Denmark Local Functionality
OIOUBL Electronic Invoicing Overview
Set Up Customers for OIOUBL
The OIOUBL Extension for Electronic Invoicing in
Denmark
4/1/2021 • 2 minutes to read • Edit Online
When you sell goods or services to customers in the Danish public sector, you must submit documents to the
customer electronically in an XML file that is structured to meet the requirements of one or more Offentlig
Information Online - Universal Business Language (OIOUBL) profiles.
The OIOUBL extension in Business Central makes it easy to generate these XML documents for posted sales and
service invoices, credit memos, and issued reminders (which include finance charge memos).
The current requirements for sending electronic invoices are based on UBL version 2.0 standard. For more
information, see the https://aka.ms/OasisUblSite web site.
For more information about OIOUBL in general, see the website for Online OIOUBL Documentation, and the
Digitaliseringsstyrelsen website.
See Also
Denmark Local Functionality
Set Up the OIOUBL Extension
Create Electronic Documents in an OIOUBL Format
Create Electronic Documents by Using OIOUBL
4/1/2021 • 2 minutes to read • Edit Online
When you sell goods or services to a customer in the public sector, you must submit documents electronically. In
Business Central, you can create electronic documents for invoices, credit memos, reminders, and finance charge
memos. Before you can create the electronic documents, you must have set up file locations and information
about the customers. For more information, see Set Up Customers for OIOUBL.
You can create an electronic document after you post the sales or service document. The following sections
describe how to post a sales invoice with the required information and then create an electronic sales invoice,
but the same procedure applies to sales and service credit memos and reminders.
NOTE
For service documents, you must fill in the Your Reference field.
4. On the Invoicing FastTab, fill in the GLN and OIOUBL Account Code fields.
For reminders and finance charge memos, the fields are on the Posting FastTab.
5. Post the invoice.
NOTE
With the online version of Business Central, the XML file is automatically created in the Download folder on the pc.
See Also
Denmark Local Functionality
Set Up OIOUBL
Set Up Customers for OIOUBL
OIOUBL Electronic Invoicing Overview
The Payroll Data Definitions (DK) Extension
4/1/2021 • 2 minutes to read • Edit Online
If your business uses the Danl¯n, Datal¯n, L¯nservice, Multil¯n, or Prol¯n payroll service providers in Denmark,
the Payroll Data Definitions (DK) extension can help you quickly and accurately register payroll transactions
from these providers. The extension contains data exchange definitions that enable you to import payroll
transactions in files that the providers send to you. For more information about data exchange definitions, see
Set Up Data Exchange Definitions.
Getting Started
The first step is to map the types of payroll transactions to the general ledger accounts that you want to post
them to in Business Central. For example, you might want to post retirement plan contributions to an account
named Pension, and the taxes paid on the contributions to an account named Pension Tax. This happens outside
of Business Central, for example, you might use an Excel worksheet to visualize the mapping. Work with the
payroll service provider to ensure that the file they export contains the mapping. Typically, you can find
information about how to configure export files on the provider's website.
After you install the extension, the next step is to specify the format for the payroll data file from the payroll
service provider. To do that, go to the General Ledger Setup page and choose the provider in the Payroll
Trans. Impor t Format field.
See Also
Denmark Local Functionality
Finland Local Functionality
4/1/2021 • 2 minutes to read • Edit Online
The following topics describe local functionality that is unique to the Finnish version of Business Central.
Feature Availability
VAT
Print Finnish Intrastat Reports Available Now
Print VAT Information on Invoices Available Now
VAT-VIES Declaration in Finland Available Now
Banking & Payments
Electronic Banking in Finland Available Now
Set Up Bank Reference Files Available Now
Generate Payment Files Available Now
SEPA Credit Transfer Payments Available Now
Disregard Payment Discounts Available Now
Core Finance
Set Up Automatic Account Posting Groups Available Now
Automatic Account Codes Available Now
Posting Depreciation Differences Available Now
See Also
Working with Business Central
Country/regional availability and supported languages
Companies in the European Union (EU) must report the extent of their trade with other EU countries/regions
according to specific rules. You must report the movement of goods to the Intrastat authorities in their
respective countries/regions.
The completed entries can be sent in a file to the Intrastat authorities, or you can print a report and manually
enter the information on the forms from the Intrastat authorities.
See Also
Set Up Intrastat Reporting
Print VAT Information on Invoices
4/1/2021 • 2 minutes to read • Edit Online
You can use posting groups to print VAT information for each item on the sales invoice.
See Also
Electronic Banking in Finland
Set Up Posting Groups
Set Up Calculations and Posting Methods for Value-Added Tax
VAT-VIES Declaration in Finland
4/1/2021 • 2 minutes to read • Edit Online
Business Central provides Finnish enhancements to comply with regulations for VAT and European Union (EU)
sales reporting. The VAT-VIES Declaration Tax Auth report and the EC Sales List report include the EU
Ser vice field, which allows you to print service-related sales amounts separately from item-related sales
amounts based on different posting groups. This information is required in VAT reports for EU third-party trade
transactions in 2010 and all subsequent years.
See Also
Finland Local Functionality
Report VAT to Tax Authorities
Electronic Banking in Finland
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The Business Central electronic banking feature allows you to process electronic customer and vendor
payments. This feature supports domestic payments (LM03) and foreign payments (LUM2) for transferring
electronic bank payments. To export or import electronic payments, you must first set up bank reference files to
determine how payment files are processed.
Customer Payments
Domestic customer payments can be imported from the bank and linked to the associated accounts receivable
entry with a reference number. This type of automation enables incoming payments to be linked directly to open
receivables without a delay in manual processing. The following steps explain how to import customer
payments into a file from the bank and how to link these payments to invoices through their reference numbers.
Create a sales invoice and assign a unique reference number to the invoice. This reference number will be
used by the customer when paying the invoice.
Import the payment files that contain customer payments into the cash receipt journal. These files contain
the reference numbers received from the bank. The payments are linked to the accounts receivable entry
through their reference numbers.
Post the cash receipt journal and close the open accounts receivable entries with the applied payments
from the file.
Reference Number
A reference number is automatically created when an invoice is posted or when an order is posted for invoicing.
However, you can enter a reference number manually on a sales journal transaction. This reference number is
not based on the reference number options on the Sales & Receivables Setup page. If you enter a reference
number for the sales journal, only the validity of the reference number is checked.
Vendor Payments
To send electronic bank payments to vendors, you can export domestic or foreign vendor payments into a
transfer file that can be sent to the bank. The following steps show how to export vendor payments.
Use the Bank Payments to Send page to select the vendors for which you want to create payment files.
Enter payment information for each transaction in the payment journal or use Suggest Vendor Payments
to create suggested payments.
Generate and preview the payment report.
Create a transfer file for domestic or foreign vendor payments.
Send the payment transfer file to the bank.
See Also
Finland Local Functionality
Set Up Bank Reference Files
Generate Payment Files
Disregard Payment Discounts
Generate Payment Files
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To send electronic payments to vendors, you must first generate a payment file for domestic or foreign
payments.
See Also
Electronic Banking in Finland
Set Up Bank Reference Files
Disregard Payment Discounts
Set Up Bank Reference Files
4/1/2021 • 2 minutes to read • Edit Online
To process electronic payments, you must first set up bank reference files to determine how payment data
should be imported or exported.
Inform. of Appl. Cr. Memos Select to display credits applied to invoices on the
payment recipient's account statement.
3. On the Foreign Payments FastTab, fill in the fields as described in the following table.
Due Date Handling Select how due date processing should be applied to
foreign payments.
–or–
Default Ser vice Fee Code Select a default service fee code for foreign banks.
Default Payment Method Select a default payment method for foreign payments.
Exchange Rate Contract No. Enter the exchange rate contract number.
Allow Comb. Foreign Pmts. Select to combine all foreign payments made to one
recipient in one day from the same bank account.
4. On the SEPA FastTab, fill in the fields as described in the following table.
Bank Par ty ID Enter a SEPA bank party ID. Note: This field is only used
for the SEPA pain.001.001.02 standard.
F IEL D DESC RIP T IO N
File Name Enter the full path of the SEPA payment file. Note: This
field is only used for the SEPA pain.001.001.02 standard.
IMPORTANT
To export vendor payments using the SEPA standard, you must fill the Payment Expor t Format field on the
Bank Account Card page.
See Also
Electronic Banking in Finland
Generate Payment Files
Disregard Payment Discounts
SEPA Credit Transfer Payments
4/1/2021 • 2 minutes to read • Edit Online
Business Central includes Finnish enhancements to allow you to create Single Euro Payments Area (SEPA) credit
transfer files to send vendor payments to banks. A SEPA credit transfer is a payment that is transferred
according to the file format specified by the European Payments Commission.
See Also
Finland Local Functionality
Set Up Bank Reference Files
Disregard Payment Discounts
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Use the disregard payment discount at full payment feature to accept payments when the following conditions
are true:
Payment discount date < payment date <= payment tolerance date
Full amount >= payment amount >= full amount - payment discount
NOTE
When you apply one payment to multiple invoices, the feature to ignore payment discount at full payment is not
supported.
See Also
Electronic Banking in Finland
Generate Payment Files
Defining Payment Methods
Work with Payment Tolerances and Payment Discount Tolerances
Set Up Bank Reference Files
Set Up Automatic Account Posting Groups in the
Finnish Version
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To use automatic account codes, you must create an automatic account posting group.
4. On the Automatic Acc. Line FastTab, fill in the fields as described in the following table.
Allocation Percentage Enter the percentage of the source line amount that is to
be allocated.
G/L Account No. Enter the general ledger account number to which the
allocation should be posted.
NOTE
The Total Balance field totals the Allocation Percentage field for automatic account lines in a posting group. If
the total allocation percent for a posting group does not balance to zero, an error message will be displayed when
the item is posted.
See Also
Automatic Account Codes
Setting Up Posting Groups
Finance
Automatic Account Codes in the Finnish Version
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You can use customized posting groups to automate recurring transactions in journals, sales documents, or
purchase documents. These posting groups can be used throughout Business Central to trigger automatic
postings and allocations across different accounts or dimensions.
Automatic account codes can be used to automate postings related to payroll overhead. For example, when
posting total salary expenses at the end of the month, you can use automatic account codes to assign a
percentage of the total salary to automatically post as overhead expenses.
You can also use automatic account codes to trigger cost or revenue allocations across different dimensions. For
example, you can set up an automatic account group to divide total expenses across three departments when
posting an invoice.
See Also
Set Up Automatic Account Posting Groups
Setting Up Posting Groups
Finance
Posting Depreciation Differences
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In Finland, the following depreciation methods are commonly used for fixed assets:
Straight-line depreciation which posts fixed assets to the general ledger.
Declining balance depreciation which does not post fixed assets to the general ledger.
If two depreciation methods are used, Finnish tax legislation requires that the difference in accumulated
depreciation between the different depreciation methods be calculated and posted to the general ledger.
See Also
Finland Local Functionality
Fixed Assets
France Local Functionality
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The following topics describe local functionality that is unique to the French version of Business Central.
Feature Availability
VAT
Export General Ledger Entries for Tax Audits Available Now
Export General Ledger Entries to an XML File Available Now
Requirements for Reporting Declaration of Trade in Goods Available Now
Banking & Payments
Set Up Payment Addresses Available Now
Set Up Payment Statuses Available Now
Set Up Payment Steps Available Now
Set Up Payment Classes Available Now
Archive Payment Slips Available Now
Create Payment Slips Available Now
Export Payments Available Now
Export or Import Payment Management Setup Parameters Available Now
Payment Management Available Now
Post Payment Slips Available Now
Core Finance
Apply General Ledger Entries Available Now
Unapply General Ledger Entries Available Now
Close a Year Available Now
Close Income Statement Accounts Available Now
Fiscally Close Accounting Periods Available Now
Fiscally Close Years Available Now
Fiscal Periods and Fiscal Years Available Now
General Ledger Available Now
Open a New Fiscal Year Duplicate Available Now
Post the Year-End Closing Entry Available Now
Overview of Year-End Processes Available Now
Print General Ledger Reports Available Now
Reopen Accounting Periods Available Now
Specify Posting Periods Available Now
View Ledger Reconciliations Available Now
Fixed Assets
Set Up Accelerated Depreciation Available Now
Accelerated Depreciation Available Now
Calculate Accelerated Depreciation Available Now
See Also
Working with Business Central
Country/regional availability and supported languages
In France, companies must provide corporate tax and VAT information, such as transactions and general ledger
postings, for audits in a file format that is specified by tax authorities. In Business Central, this information is
recorded in a standard audit file that is designed to provide information about account types that include posted
entries.
You can include opening balances in the file, but these are not actual posted entries. Business Central calculates
opening balance by using account entries up to the starting date that you specify for the file. The calculation also
includes the closing entries that are generated by closing the prior year. The opening balances are mapped to
the required fields in the report.
If you do not close your fiscal year or do not run the Close Year action before generating the report, the file will
include balances from income statement accounts.
NOTE
Opening balances are included in the report only for accounts with balances that are not equal to zero. To identify
opening balances, look for the following values in the following fields:
JournalCode = 0
JournalLib = BALANCE OUVERTURE
EcritureNum = 0
EcritureLib = Accounts prefixed with BAL OUV
ValidDate = Start date specified on the report's request page
NOTE
Before exporting general ledger entries, make sure you have marked G/L Accounts to be detailed when exporting
opening balances. This is usually a requirement for bank, customer and vendor G/L Accounts. This is done by enabling the
checkbox in the field Detailed Balance on th G/L Account Card page.
Star ting Date Enter the date to use as the starting date for the time
period to be covered by the audit.
Ending Date Enter the date to use as the ending date for the time
period to be covered by the audit.
F IEL D DESC RIP T IO N
Include Opening Balances Select if you want to include opening balances in the
audit report file. The balances are calculated as of the
date before the first date of the period covered by the
report.
See Also
Close Years
Export General Ledger Entries to an XML File
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You can export financial transactions for a particular period to an XML file for external archiving. After the
closing of the fiscal year, you can export the general ledger transactions for the closed year by applying the
correct date filter and then exporting the financial transactions within the specified period to the XML file. The
XML file includes all the general ledger transaction information, such as document posting date, document type,
document number, account type, account number, credit amount, and debit amount retrieved from the General
Journal page.
Star ting Date Sets the starting date to export the financial
transactions.
Ending Date Sets the ending date to export the financial transactions.
WARNING
If you have set the start date and end date to include the entire fiscal year, the process can take several minutes.
See Also
Print General Ledger Reports
Requirements for Reporting Declaration of Trade in
Goods
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This topic shows a list of required fields that are needed for reporting Declaration of Trade in Goods (DEB) based
on the DTI+ format. For more information, see Export DEB DTI.
The following fields are required for reporting DEB:
CISD from the Company Information table.
Registration No. from the Company Information table.
VAT Registration No. from the Company Information table.
Name from the Company Information table.
Date for the statistics period from the Intrastat Jnl. Line table.
Transaction Specification from the Intrastat Jnl. Line table.
Quantity from the Intrastat Jnl. Line table must be greater than 0.
Statistical Value from the Intrastat Jnl. Line table must be greater than 0.
NOTE
The Expor t DEB DTI report exports shipments and receipts in one batch. If you want to report only shipments or
receipts, then you must set a filter to remove the lines that are not needed in the Intrastat Journal table.
See Also
France Local Functionality
Set Up Payment Addresses
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To use payment management, you must set up payment addresses that will be used for vendors and customers
at the time of settlement. The payment address can differ from the default address.
The following procedure describes how to set up a payment address for a vendor, but the same steps apply to
setting up a payment address for a customer.
NOTE
If a payment address is not set up, the address in the vendor or customer card is set as the default value.
See Also
Payment Management
Set Up Payment Classes
Set Up Payment Statuses
Set Up Payment Steps
Create Payment Slips
Post Payment Slips
Archive Payment Slips
Export or Import Payment Management Setup Parameterss
Set Up Payment Statuses
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To use payment management, you must set up payment statuses to define payment document progress levels.
You must define a set of statuses for each payment class. For more information, see Set Up Payment Classes.
Repor tMenu Select to indicate that the documents that have reached
this payment status can be printed.
Payment in Progress Select to indicate that all billing and payment lines with
this status must be considered when calculating the
payments in progress.
See Also
Payment Management
Set Up Payment Classes
Set Up Payment Steps
Set Up Payment Addresses
Create Payment Slips
Post Payment Slips
Archive Payment Slips
Export or Import Payment Management Setup Parameters
Set Up Payment Steps
4/1/2021 • 4 minutes to read • Edit Online
To use payment management, you must set up steps for payment documents and define payment steps for each
payment status. For example, "Creation of documents," "Documents created,” and "Creation of payments." For
more information, see Set Up Payment Statuses.
Previous Status The previous status, from which the step was last
executed. The default value is 0. When the previous
status is equal to the next status, the status is not
modified after it is executed. Therefore, this payment
step is optional and can be executed indefinitely.
Previous Status Name The name of the status selected in the Previous Status
field.
Next Status Name The name of the status selected in the Next Status field.
This field cannot be modified.
F IEL D DESC RIP T IO N
File:
Repor t No. The identification number for the report. This field is
available if the Action Type field is set to Repor t .
Expor t Type The export type for the file. This field is available if the
Action Type field is set to File .
Expor t No. The identification code for the selected export type. This
field is available if the Action Type field is set to File .
Verify Lines RIB Select to verify that the Relevé d'Identité Bancaire (RIB)
key value specified on the payment slip line has been
correctly reported.
Verify Due Date Select to verify that the due date on the billing and
payment line has been correctly reported.
Source Code The source code that is linked to the payment step.
Reason Code The reason code that is linked to the payment step.
Header Nos. Series The number series code that must be used to assign
numbers to the header for a new payment slip.
Verify Header RIB Select to verify that the RIB key value specified on the
payment slip header has been correctly reported.
Acceptation Code<>No Select to verify that the acceptance code for each
payment line is not a number.
Accounting Type The accounting type that is used for posting the entry.
Account Type The account type for posting the entry. This field is
available if the Accounting Type is Setup Account .
Account No. The account number to which the entry is posted. The
account number displayed here depends on the type
selected in the Account Type field. This field is available
if the Accounting Type is Setup Account .
Customer Posting Group The code for the customer posting group to which the
entry is posted. This field is available if the Accounting
Type is Payment Line Account , Associated G/L
Account , or Header Payment Account .
Vendor Posting Group The code for the vendor posting group to which the
entry is posted. This field is available if the Accounting
Type is Payment Line Account , Associated G/L
Account , or Header Payment Account .
Root The root for the general ledger accounts group. This is
used if the Accounting Type is G/L Account /
Month or G/L Account / Week .
F IEL D DESC RIP T IO N
Memorize Entr y Select to indicate that the ledger entries created in this
step will be retained and applied to newly posted entries.
If you select this check box, the Detail Level field is not
available.
Application The method for applying the entries. If you have cleared
the Memorize Entr y check box, and have set this field
to None , the Detail Level field is available.
Document No. The method for assigning the document number to the
ledger entry.
See Also
Payment Management
Set Up Payment Classes
Set Up Payment Addresses
Create Payment Slips
Post Payment Slips
Archive Payment Slips
Export or Import Payment Management Setup Parameters
Set Up Payment Classes
4/1/2021 • 2 minutes to read • Edit Online
To use payment management, you must set up payment classes to define operation types, such as bills of
exchange, electronic payments, or checks.
Header No. Series The number series code for the payment slip header.
Line No. Series The number series code for the payment slip lines. If you
leave this field blank, the number for each payment line
is created based on the payment header number.
SEPA Transfer Type Specify the SEPA export format, either Credit Transfer
or Direct Debit .
See Also
Payment Management
Set Up Payment Statuses
Set Up Payment Steps
Set Up Payment Addresses
Export or Import Payment Management Setup Parameters
Create Payment Slips
Post Payment Slips
Archive Payment Slips
Archive Payment Slips
4/1/2021 • 2 minutes to read • Edit Online
When a payment slip has been processed, you can separate it from the active payment slips by archiving it.
You can archive the payment slip by using the following methods:
Manually – for individual payment slips.
Automatically – for a batch of payment slips.
NOTE
If the current status of the payment slip does not allow archiving, a message is displayed.
NOTE
This batch job will only archive payment slips that have the Archiving Authorized check box selected on the Payment
Status page. For more information, see Set Up Payment Statuses.
See Also
Payment Management
Set Up Payment Classes
Set Up Payment Statuses
Set Up Payment Steps
Set Up Payment Addresses
Create Payment Slips
Post Payment Slips
Create Payment Slips
4/1/2021 • 3 minutes to read • Edit Online
You can create payments slips to manage vendor and customer payments. Before you create payment slips, you
must set up payment classes. For more information, see Set Up Payment Classes.
The following procedure describes how to create payment slips for vendor payments, but the same steps also
apply to creating payment slips for customer payments.
Currency Code Specify the currency code to be used for the payment
lines.
Amount (LCY) The total amount from the payment lines. This field is
updated automatically when the net line amounts are
changed.
6. On the Lines FastTab, fill in the fields as described in the following table.
Account Type The account type to which the payment line is posted.
7. In the Bank Account Code field, select a bank name from the list, and then choose Advanced .
8. Optionally, for SEPA, on the Select – Vendor Account List page, and then choose the Edit action.
Fill in the following fields if needed:
Countr y/Region Code . In the list, choose Advanced , and make sure that the SEPA Allowed check
box is selected for the code that you select.
Swift Code
IBAN
Choose the OK button to close the page.
9. Optionally, for SEPA, choose the Header RIB action. Select the Bank Countr y/Region Code field, and
then choose Advanced . Make sure the SEPA Allowed check box is selected. Also make sure that the
IBAN and SWIFT Code fields are filled in.
10. Choose the Suggest Vendor Payments action.
NOTE
You can also manually fill in the payment lines.
11. In the Suggest Vendor Payments batch job, on the Options FastTab, fill in the fields as described in the
following table.
Last Payment Date The last payment date for the vendor ledger entries that
are to be included in the batch job.
Find Payment Discounts Select to include vendor ledger entries for which you can
receive a payment discount.
Use Vendor Priority Select to sort the suggested payments based on the
value in the Priority field on the vendor cards. For more
information, see Priority.
Available Amount (LCY) The maximum amount that is available for payments in
local currency.
Currency Filter The code for the currency to be included in the batch
job.
Account Type The account type to which or from which the payments
will be transferred.
NOTE
A payment file can be created if the payment slip displays File for the Action Type field.
See Also
Payment Management
Set Up Payment Classes
Set Up Payment Statuses
Set Up Payment Steps
Set Up Payment Addresses
Post Payment Slips
Archive Payment Slips
Export or Import Payment Management Setup Parameters
Export Payments
4/1/2021 • 2 minutes to read • Edit Online
The Payment Management module allows you to export your payments electronically via a text file or XMLport.
To export payments
1. Choose the icon, enter Payment Slip Setup , and then choose the relevant link.
2. On the Payment Class page, select a payment class, and then choose the Steps action.
3. On the Payment Step page, fill in the Name field.
4. Choose the Edit action to open.
5. On the Payment Step Card page, fill in the fields.
6. In the Action Type field, select the File option, and then in the Expor t Type field, select the Repor t or the
XMLpor t action.
7. In the Expor t No. field, specify the object that will export the payments.
The next time you make a payment that is based on this payment step, the payments will be exported to a file as
specified.
See Also
Set Up Payment Classes
Set Up Payment Steps
Export or Import Payment Management Setup
Parameters
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You can export or import payment management setup parameters to an external disk so that you can use the
same parameters for another company with similar requirements.
You can use the following formats to export payment setup parameters:
ETEBAC (XMLport 10860) – To create a bill of exchange remittance.
Withdraw (XMLport 10861) – To create a customer payment withdrawal (direct debit).
Transfer (XMLport 10862) – To create a vendor payment transfer (credit transfer).
You can select these formats when you set up the payment status for your payment class. For more information,
see Set Up Payment Classes.
See Also
Payment Management
Set Up Payment Classes
Set Up Payment Statuses
Set Up Payment Steps
Set Up Payment Addresses
Create Payment Slips
Archive Payment Slips
Payment Management
4/1/2021 • 2 minutes to read • Edit Online
Business Central allows you to manage bills of exchange, electronic payments, and vendor payments using the
payment management function.
You can manage customer and vendor payments using payment slips. Before you create a payment slip, you
must set up the following prerequisites:
Payment class – The type of payment that you want to perform, for example, bill of exchange, electronic
payment, or check. For more information, see Set Up Payment Classes.
Payment status – The progress level of a payment document. You must define a set of statuses for each
payment class. For more information, see Set Up Payment Statuses.
Payment steps – A payment that is executed at a specified time. After a payment step is completed, you
can move the payment document from one status to another. If a step involves posting debit or credit
entries, you must define additional actions in the Payment Step Ledger table. For more information,
see Set Up Payment Steps.
Payment address for vendors and customers – The address that is used for a vendor or a customer at the
time of settlement. The payment address can be different from the vendor’s or customer's default
address. For more information, see Set Up Payment Addresses.
You can also transfer your payment management setup information to an external disk so that you can use the
same parameters for another company with similar requirements. You can export the payment data in the
following formats:
ETEBAC – To create a bill of exchange remittance.
Withdraw – To create a customer payment withdrawal (direct debit).
Transfer – To create a vendor payment transfer (credit transfer).
See Also
Set Up Payment Classes
Set Up Payment Statuses
Set Up Payment Steps
Set Up Payment Addresses
Create Payment Slips
Post Payment Slips
Archive Payment Slips
Export or Import Payment Management Setup Parameters
France Local Functionality
Post Payment Slips
4/1/2021 • 2 minutes to read • Edit Online
You must post payment slips to complete a payment transaction and to create the related financial data. You can
post a payment slip if the payment slip's Action Type is set to Ledger .
Before you post a payment slip, you must create the payment slip. For more information, see Create Payment
Slips.
See Also
Payment Management
Set Up Payment Classes
Set Up Payment Statuses
Set Up Payment Steps
Set Up Payment Addresses
Create Payment Slips
Export or Import Payment Management Setup Parameters
Archive Payment Slips
General Ledger in France
4/1/2021 • 2 minutes to read • Edit Online
See also
France Local Functionality
Understanding the General Ledger and the COA
Apply General Ledger Entries
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You apply general ledger entries to justify ledger balances on asset and liability accounts. For example, you can
apply transactions on the bill of exchange accounts to get a clear picture of which bills make up the balance of
the account.
NOTE
Applied entries can be identified by having the same three-letter combination and the same date.
See Also
Unapply General Ledger Entries
Apply Vendor Payments Manually
Unapply General Ledger Entries
4/1/2021 • 2 minutes to read • Edit Online
See Also
Apply General Ledger Entries
Print General Ledger Reports
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General ledger reports meet financial accounting standards, and they contain information about ledger entries,
customer entries, vendor entries, and bank entries.
G/L Journal Shows the subtotals for each source code per month.
G/L Trial Balance Shows opening debit and credit balances, period debit
and credit balances, and final debit and credit balances
for all general ledger accounts.
G/L Detail Trial Balance - Shows the general ledger transactions for all general
ledger accounts.
- Shows the subtotals of the transactions per general
ledger account.
Customer Trial Balance Shows opening debit and credit balances, period debit
and credit balances, and final debit and credit balances
for all customer accounts.
Customer Trial Balance - Shows all of the transactions for all customer accounts.
- Shows the subtotals of the customer transactions per
account.
Vendor Trial Balance Shows opening debit and credit balances, period debit
and credit balances, and final debit and credit balances
for all vendor accounts.
Vendor Detail Trial Balance - Shows transactions for all vendor accounts.
- Show the subtotals of the vendor transactions per
account.
Bank Account Trial Balance Shows opening debit and credit balances, period debit
and credit balances, and final debit and credit balances
for all bank accounts.
Bank Acc. Detail Trial Balance - Shows transactions for all bank accounts.
- Shows the subtotals of the transactions per account.
3. On the Options FastTab, enter information in the relevant fields, and then select the appropriate filters.
NOTE
The Options FastTab is not available for the G/L Journal batch job.
4. Choose the Print button to print the report, or choose the Preview button to view it on the screen.
See Also
Export General Ledger Entries to an XML File
View Ledger Reconciliations
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Business Central includes two reports that can help you reconcile general ledger entries with customer ledger
entries and vendor ledger entries. The reports print a separate page for each customer or vendor that sums up
amounts from general ledger transactions based on payments and posted invoices.
The following procedure applies to viewing reconciliation between the general ledger and the customer ledger,
but the same steps apply to reconciliation with the vendor ledger.
NOTE
You must specify a date filter.
See Also
France Local Functionality
Specify Posting Periods In the French Version
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When you specify posting periods, you limit the period in which posting is allowed.
NOTE
You can define different posting periods for different users and apply a posting period to a user on the User Setup page.
If you enter dates here, the dates entered on the General Ledger Setup page will not apply to these users.
See Also
Fiscal Periods and Fiscal Years
Fiscal Periods and Fiscal Years
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A fiscal year is typically divided into 12 monthly fiscal periods. In Business Central, you can have two fiscal years
open at the same time. You cannot create a third fiscal year if there are two fiscal years open.
To close a fiscal year, you must close the accounting periods within that year.
You can only reopen a closed accounting period if the period falls within an open fiscal year. For more
information, see Close Years. You cannot reopen a closed fiscal year.
See Also
Post the Year-End Closing Entry
Fiscally Close Accounting Periods
Closing Years and Periods
Post the Year-End Closing Entry
Fiscally Close Years
Reopen Accounting Periods
Close Income Statement Accounts
Specify Posting Periods
Understanding the General Ledger and the COA
France Local Functionality
Year End Processes Overview
4/1/2021 • 2 minutes to read • Edit Online
See Also
Fiscally Close Accounting Periods
Posting the year-end closing entry
Fiscally Close Years
Fiscal Periods and Fiscal Years
Closing Years and Periods
Fiscally Close Accounting Periods
4/1/2021 • 2 minutes to read • Edit Online
When a fiscal period is complete, you can fiscally close the period to make sure that no more general ledger
entries can be posted.
See Also
Close Years
Fiscally Close Years
Reopen Accounting Periods
Fiscal Periods and Fiscal Years
Close Income Statement Accounts in the French
Version
4/1/2021 • 2 minutes to read • Edit Online
Before you can run the Close Income Statement batch job, you must close the fiscal year. For more
information, see Fiscally Close Years.
See Also
Fiscally Close Years
Close Years
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When a fiscal year is over, you must close the periods that it comprises.
To close a year
1. Choose the icon, enter Accounting Periods , and then choose the relevant link.
2. Choose the Close Year action.
If more than one fiscal year is open, the earliest one should be closed. A message appears to identify the
year that should be closed and explains the consequences of closing it.
3. To close the year, choose the Yes button.
When the fiscal year is closed, the Closed and Date Locked fields are selected for all the periods in the year. At
this point the fiscal year cannot be opened again, and you cannot clear the Closed or Date Locked fields.
WARNING
You cannot close a fiscal year before you create a new one. When a fiscal year has been closed, you cannot change the
starting date of the following fiscal year.
Even though a fiscal year has been closed, you can still post general ledger entries to it until you fiscally close
the fiscal year. When you do this, the entries will be marked as posted to a closed fiscal year, and the Prior-Year
Entry field will be selected. For more information, see Fiscally Close Years.
After a fiscal year is closed, you must close the income statement accounts and transfer the year's results to an
account in the balance sheet. You can repeat this each time you post to the closed fiscal year.
After a fiscal year is fiscally closed, it cannot be opened again, and general ledger entries cannot be posted.
See Also
Fiscally Close Years
Year End Processes Overview
Post the Year-End Closing Entry
Closing Years and Periods
Fiscally Close Years
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When a fiscal year is complete, you must fiscally close the periods that it comprises to make sure that no more
general ledger entries can be posted.
Before fiscal closing is allowed the following must be done:
The fiscal year has been closed first. For more information, see Close Years.
All journal lines that are not posted for the year are either posted or deleted before the year is fiscally closed.
All closing entries are up-to-date.
See Also
Close Years
Year End Processes Overview
Post the Year-End Closing Entry
Closing Years and Periods
Open a New Fiscal Year
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Before you can post in a fiscal year, you must open the fiscal year and define its accounting periods.
IMPORTANT
In concordance with French law no more than two open fiscal years are allowed.
See Also
Specify Posting Periods
Close Years
Post the Year-End Closing Entry
Fiscally Close Years
Fiscal Periods and Fiscal Years
Post the Year-End Closing Entry in the French
Version
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After you use the Close Income Statement batch job to generate the year-end closing entry or entries, you
must open the journal you specified in the batch job, and then review and post the entries.
See Also
Year End Processes Overview
Close Years
Fiscally Close Years
Reopen Accounting Periods
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When a single fiscal period has been fiscally closed it might be necessary to reopen it to post general ledger
entries.
NOTE
After the year that the accounting period belongs to is fiscally closed, you cannot reopen it.
See Also
Close Years
Fiscally Close Years
Fiscally Close Accounting Periods
Set Up Accelerated Depreciation
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To use the accelerated depreciation calculation, you must set up the following depreciation books for fixed
assets:
The accounting depreciation book (integrated with the general ledger).
The tax depreciation book (not integrated with the general ledger).
NOTE
When you post an acquisition, depreciation, or disposal for the accounting depreciation book, the transaction is
duplicated and posted in the tax depreciation book when the fixed asset journal is posted.
IMPORTANT
Leave the Derogator y Calculation field blank.
4. On the Integration FastTab, select the Derogator y check box to integrate accelerated depreciation with
the general ledger.
For more information, see Set Up Fixed Asset Depreciation.
5. Choose the OK button.
4. In the Derogator y Calculation field, select the accounting depreciation book code to indicate that this
is a tax depreciation book to calculate derogatory depreciation.
For more information, see Set Up Fixed Asset Depreciation.
5. Choose the OK button.
The Used with Derogator y Book field in the accounting depreciation book is updated with the tax
depreciation book code.
See Also
Accelerated Depreciation
Calculate Accelerated Depreciation
Set Up Fixed Asset Depreciation
Accelerated Depreciation
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Accelerated depreciation is calculated based on the differences between the accounting depreciation book and
the tax depreciation book fixed asset, during the life of the fixed asset.
Fixed assets that have higher tax depreciation and lower accounting depreciation are depreciated using the
accelerated depreciation method, as allowed by the tax authorities.
Companies must use the accelerated depreciation method to post the extra tax amounts if they meet at least two
of the following criteria:
They have more than 50 employees.
They have at least two million euros in assets.
They have at least four million euros in sales.
Depreciation Book
The accelerated depreciation method helps you to calculate and post differences between tax depreciation
amounts and accounting depreciation amounts that are allowed for fixed assets. To calculate accelerated
depreciation for fixed assets, the following depreciation books must be set up:
The accounting depreciation book (integrated with the general ledger).
The tax depreciation book (not integrated with the general ledger).
You must set up the tax book as a derogatory book by using an accelerated depreciation setup parameter. If this
parameter is set, differences between the tax book and the accounting book are calculated and posted as
accelerated depreciation amounts. For more information, see Set Up Accelerated Depreciation.
Example
If you have a fixed asset valued at 1,000 euros that is depreciated in the accounting depreciation book over five
years, and depreciated in the tax depreciation book over three years, then the accounting depreciation for the
first year is 200 euros (1,000/5) and the tax depreciation for the first year is 333.33 euros (1,000/3). The
accelerated depreciation amount is the difference between these two amounts: 133.33 euros (333.33 - 200).
See Also
Set Up Accelerated Depreciation
Calculate Accelerated Depreciation
Set Up Fixed Asset Depreciation
Fixed Assets
France Local Functionality
Calculate Accelerated Depreciation
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In Business Central, you calculate periodic depreciation for fixed assets by using the Calculate Depreciation
batch job. The fixed asset depreciation book that is linked to the fixed asset defines the depreciation method, the
starting date for depreciation, and the fixed asset posting group that is used in the batch job.
If a fixed asset depreciation book is integrated with the general ledger, then it is called an accounting
depreciation book. If a fixed asset depreciation book is not integrated with the general ledger, then it is called a
tax depreciation book.
You can only calculate the accelerated depreciation for fixed assets that have an accounting depreciation book
and a tax depreciation book. For more information about setting up tax depreciation books and accounting
depreciation books for fixed assets, see Set Up Accelerated Depreciation.
Entries are transferred to the fixed asset general journal when you select an accounting depreciation book in the
batch job. Entries are transferred to the fixed asset journal when you select the tax depreciation book.
FA Posting Date Specify the ending date for the depreciation calculation, if
this is the first depreciation entry for the asset. The
depreciation starting date that is defined on the FA
Depreciation Books page is used as the starting date
for the depreciation calculation. If you have already
depreciated the asset, the fixed asset posting date of the
last depreciation entry is used as the starting date for
the depreciation calculation.
Use Force No. of Days Select to use the number of days in the Force No. of
Days field for the depreciation calculation.
Force No. of Days The number of days for the depreciation calculation. You
can only enter a number in this field if the Use Force
No of Days check box is selected.
You can leave this field blank if the Use Same FA + G/L
Posting Dates field in the accounting depreciation
book is selected. The posting date is copied to the
resulting journal lines.
F IEL D DESC RIP T IO N
Document No. The document number for the fixed asset journal batch.
Leave this field blank if you have set up a numbering
series for the fixed asset journal batch on the No. Series
page. For more information, see No. Series.
Posting Description The posting description for the fixed asset journal entries.
See Also
Accelerated Depreciation
Set Up Accelerated Depreciation
Set Up Fixed Asset Depreciation
Fixed Assets
Germany Local Functionality
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The following topics describe local functionality that is unique to the German version of Business Central.
Feature Availability
VAT
Set Up Reports for VAT and Intrastat Available Now
Set Up VAT Reports Available Now
VAT Reporting Available Now
Create VAT Reports Available Now
Correct VAT Reports Available Now
Sales VAT Advance Notifications Available Now
Declare VAT-VIES Tax Available Now
EU Sales List in Germany Available Now
Banking & Payments
Print Vendor Payments List Reports Available Now
Core Finance
Export and Print Intrastat Reports Available Now
Post a Negative Entry Available Now
Process for Digital Audits Available Now
Set Up Data Exports for Digital Audits Available Now
Export Data for a Digital Audit Available Now
GDPDU Filter Examples Available Now
Upgrade a .DTD Definition File Available Now
Walkthrough: Exporting Data for a Digital Audit Available Now
Purchasing
Set Up Delivery Reminders Available Now
Set Up Delivery Reminder Terms, Levels, and Text Available Now
Delivery Reminders Available Now
Assign Delivery Reminder Codes to Vendors Available Now
Create Delivery Reminders Manually Available Now
Generate Delivery Reminders Available Now
Issue Delivery Reminders Available Now
Print Test Reports for Delivery Reminders Available Now
General
Currency Exchange Rates Available Now
Include Company Registration Numbers on Sales Reports and Purchase Reports Available Now
Print General Ledger Setup Information Available Now
See Also
Certification of Business Central for German market (document is in German)
Working with Business Central
Country/regional availability and supported languages
In Business Central, you can specify which reports to use to create the documents that you must submit to the
authorities, such as the VAT statement and the Intrastat form.
To set up reports for VAT
1. Choose the icon, enter Repor t Selections VAT , and then choose the related link.
2. On the Repor t Selection – VAT page, in the Usage field, select the type of document that you want to
specify reports for. This includes the VAT statement and the VAT statement schedule.
3. Specify the report or batch job that must run when a user starts the activity for the document type that
you specified in the Usage field. Fill in the fields as described in the following table.
Repor t Name Specifies the name of the report that prints for this
document type. The Repor t Name field updates based
on the selection in the Repor t ID field.
NOTE
Intrastat reports can use either the XML or ASCII formats. Depending on the format you use, enter the material number
in one of the following fields on the Company Information page.
F O R M AT FIELDS
1. Choose the icon, enter Repor t Selection , and then choose the related link.
2. On the Repor t Selection – Intrastat page, in the Usage field, select the type of document that you
want to specify reports for. This includes the Intrastat checklist and Intrastat form.
3. Specify the report or batch job that must run when a user starts the activity for the document type that
you specified in the Usage field. Fill in the fields as described in the following table.
Repor t Name Specifies the name of the report that prints for this
document type. The Repor t Name field updates based
on the selection in the Repor t ID field.
See Also
Export and Print Intrastat Reports
VAT Reporting
Set Up VAT Reports
4/1/2021 • 2 minutes to read • Edit Online
Information from various invoice types is used to feed data into the EU Sales List report. To file a VAT report
under the ELMA5 system from Business Central, you need to set up report parameters.
See Also
VAT Reporting
Create VAT Reports
VAT Reporting in the German version
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You can report VAT to the German tax authorities on the Elektronische Steuererklärungen (ELSTER) online portal.
You can generate and export your VAT declaration as an XML file that you send to the German ELSTER portal.
For more information, see Sales VAT Advance Notifications.
You can print the following local VAT reports.
VAT Statement Germany A simple VAT report. The main VAT reporting is handled by
the ELSTER functionality. The amounts are differentiated by
taxable base and taxable amount.
Sales VAT Adv. Not. Acc. Proof Confirms that entries in the VAT statement form are also
posted in general ledger accounts.
VAT Statement Schedule This report can be retrieved from the VAT Statement page.
See Also
Sales VAT Advance Notifications
Report VAT to the Tax Authorities
Work with VAT on Sales and Purchases
Set Up Reports for VAT and Intrastat
Create VAT Reports
4/1/2021 • 2 minutes to read • Edit Online
You can configure different types of VAT reports based on requirements. Then, when you have to submit a VAT
report, you can create it on the VAT Repor t page and then export it in electronic format that conforms to the
ELMA5 format requirements.
VAT Repor t Type Select the appropriate VAT Report type. The default
setting is Standard . If the report is an update to an
existing report, choose Corrective .
Trade Type Specify the type of trade that the report is to describe.
The default is Sales . Other options are Purchases or
Both .
EU Goods/Ser vices Specify whether the report applies to Goods , Ser vices ,
or both. The default is Both .
Repor t Period Type Specify the time period that the report applies to:
- Month
- Quarter
- Year
- Bi-Monthly
Repor t Year Specify the year that the VAT report covers.
Processing Date Specify the date that the VAT report is created.
3. Fill in the fields in the Sign-off FastTab, including the key fields that are described in the following table.
F IEL D DESC RIP T IO N
Sign-off Place Specify the location where the VAT report was signed off.
Sign-off Date Specify the date that the VAT report has been signed off.
Signed by Employee No. Specify the number of the employee who signed the VAT
report from the lookup list.
Created by Employee No. Specify the number of the employee who created the
VAT report from the lookup list.
4. Import the VAT ledger entries that must be included in the VAT report.
5. Choose the Suggest Lines action.
This adds VAT entries to the page. For each line, in the Amount field, you can drill down to see the VAT ledger
entries that are the source of the line.
After you create the VAT report, you have to submit it to the tax authorities.
See Also
Correct VAT Reports
Set Up VAT Reports
Correct VAT Reports
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If you have to submit a corrective VAT report or delete a submitted VAT report, you must create a new VAT
report. According to the legislation, a corrective report must be submitted within a month of the initial report.
When you create a corrective report, the report will contain two line types per corrected line. In one line type,
Cancellation, the base value of the VAT is reported as a cancellation. All other information remains the same, and
cannot be edited. On a new line, Correction type, you can make corrections as needed to the VAT amount. The
Suggest Lines action, however, will suggest the correct amount based on the filters and posted documents. You
cannot correct or modify the VAT Registration No. Each period being corrected needs its own corrective
report.
The Suggest Lines action recalculates the values to report. The Correct Lines action is used to make manual
changes. You can combine the effects of the two actions to correct your report.
Example corrections scenarios
1. If you post additional VAT entries after you submit the Standard report in the report period, choose
Suggest Lines in the Process group to get the updated amounts.
NOTE
If you manually changed the amount for a customer or vendor, this amount will be overwritten when additional
VAT entries are posted. Update the amount accordingly.
2. If you want to change the amount of a report line that has already been submitted and no new VAT
entries are posted, choose the Correct Lines action. On the VAT Repor t Lines page, select the lines that
you want to correct, and then choose the OK button.
For each entry, two lines are displayed: Cancellation and Correction. You can now change the amount on
the Correction line.
NOTE
The Correct Lines action will not suggest the amount based in VAT entries. If you have new VAT entries for the
customer or vendor, instead use the Suggest Lines action.
3. If you used the wrong filters, for example, the wrong VAT product posting group, choose the Suggest
Lines action, and then set filters as needed.
Suggest Lines will create entries to account for the difference between the filters.
NOTE
If the updated filters exclude a customer or vendor, Business Central creates a Cancellation line for the previous
reported amount and a Correction entry with amount 0.
See Also
Set Up VAT Reports
Sales VAT Advance Notifications
4/1/2021 • 2 minutes to read • Edit Online
A Sales VAT Advance Notification in Business Central is an XML file that you can use to report VAT to the
German tax authorities on the Elektronische Steuererklärungen (ELSTER) online portal. The XML file includes tax
and base amounts, and information about your company, and is created in the format and layout that German
tax authorities require.
NOTE
Most of the functionality is included in the ELSTER VAT Localization for Germany Extension. Make sure that this is
installed in your Business Central.
Sales VAT Adv. Notif. Nos. Choose the number series to use to assign identification
numbers to new sales VAT advance notifications.
Sales VAT Adv. Notif. Path Enter the path and name of the folder where you want to
store the XML files.
See Also
VAT Reporting
Germany Local Functionality
Customizing Business Central Using Extensions
Declare VAT-VIES Tax
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Business Central includes the VAT-VIES declaration report, which you can use to submit information about sales
transactions with other European Union (EU) countries/regions to the customs and tax authorities' list system.
The report displays information in the same format that is used in the customs and tax authorities' declaration
list.
Depending on the volume of sales of goods or services to other EU countries/regions, you must submit
monthly, bi-monthly, or quarterly declarations. If your company has sales of more than 100,000 euros per
quarter, you must submit a monthly declaration. If your company has sales of less than 100,000 euros per
quarter, you must submit a quarterly declaration. For more information, see the BZSt website.
The report is based on the VAT Entry table.
Repor ting Period Select the time period that the report applies to. This can
be a month, a two-month period, a quarter, or the
calendar year.
Date of Signature Enter the date on which the VAT-VIES declaration is sent.
Show Amounts in Add. Repor ting Currency If selected, the amounts of the report will be in the
additional reporting currency. For more information, see
Additional Reporting Currency.
Change to monthly repor ting If selected, your company has sales of more than
100,000 euros per quarter and you must migrate from a
quarterly report to a monthly report. Impor tant: Only
select this field the first time that you submit a monthly
report.
Revoke monthly repor ting If selected, you want to switch from monthly reporting
to another reporting period.
See Also
VAT Reporting
Print Vendor Payments List Reports in the German
Version
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The Vendor Payments List report provides a list of payments for each vendor. The report can sort payments
chronologically or grouped by vendor.
NOTE
The Vendor Payments List report is available in the following markets: Austria, Germany, Switzerland.
Sor ting Specifies the sort order. You can sort by vendor or
chronologically. If you sort by vendor, you will see a
subtotal for each vendor. If you sort chronologically, you
will not see subtotals.
Standard
Displays the vendor number and vendor name, together
with posting details, such as the document number and
the amount in local currency.
FCY Amounts
Displays the vendor number, vendor name, document
number, payment status (O for open, PP for partial
payment, and C for closed), and payment amount.
Posting Info
Displays the vendor number, vendor name, cost center,
cost object, user ID, and payment amount.
See Also
Making Payments
Export and Print Intrastat Reports
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Intrastat reporting is required throughout the European Union (EU) and must follow local requirements, such as
specific formats and files. All companies in the EU must report their trade with other EU countries. The
movement of goods must be reported to the statistics authorities (Statistisches Bundesamt) every month, and a
report must be delivered to the tax authorities.
For Intrastat reporting, you must provide paper reports and files, which must be in ASCII format for Germany.
Business Central includes reports and batch jobs that generate all of the information that must be sent to the
German tax authorities. This information automatically includes both receipt and delivery of goods. The Intrastat
file contains information from the lines in the Intrastat journal.
IMPORTANT
If you clear the Show Intrastat Journal Lines check box, the report displays only the information that must be
reported to the tax authorities, and not the lines in the journal.
5. Optionally, on the Intrastat Jnl. Batch FastTab, select the appropriate filters.
6. Optionally, on the Intrastat Jnl. Line FastTab, select the appropriate filters.
7. Choose the Print button to print the Intrastat checklist or choose the Preview button to view it on the
screen.
See Also
VAT Reporting
Report VAT to Tax Authorities
Post a Negative Entry
4/1/2021 • 2 minutes to read • Edit Online
You can use the Correction field to post a negative debit instead of a credit, or to post a negative credit instead
of a debit on an account. To meet legal requirements, this field is visible by default in all journals. The Debit
Amount and Credit Amount fields include both the original entry, and the corrected entry. These fields have
no effect on the account balance.
See Also
Reverse Journal Postings and Undo Receipts/Shipments
Germany Local Functionality
Process for Digital Audits (GoBD/GDPdU)
4/1/2021 • 5 minutes to read • Edit Online
You can export data from Business Central according to the process for digital audits (GoBD/GDPdU), which is
based on German tax law.
Overview
Section 146 and 147 of the German Fiscal Code (Abgabenordnung, AO) allows tax authorities to assess the data
of electronic accounting systems digitally. They may do this with a data storage device submitted to them or by
direct or indirect access to the system. In the data storage device scenario, the tax liable company (or the person
or entity entrusted with accounting and tax duties) must provide appropriate data storage devices with the data
in computer-readable form. This means for the tax authorities that they will be able to access at will all stored
data, including the master data and connections with sort and filter functions. To provide data that can be used
and evaluated in this manner, you must define and standardize the file formats for submission by data storage
device.
Tax authorities in Germany use analysis software, IDEA, which imports data from ASCII files. The IDEA software
can import data in variable length or fixed length format. It requires an XML file, index.xml, that describes the
structure of the data files. For more information, see the Audicon website for GDPdU.
Configuration
You can set up different GDPdU data exports depending on the type of data that you want to be able to export.
For example, you can create two GDPdU data exports:
One exports high-level information about all general ledger entries, customer ledger entries, vendor ledger
entries, and VAT entries.
The other exports detailed information about the general ledger entries.
NOTE
How to set up the GDPdU data exports depends on your company’s needs and the auditor’s requests.
For an example of how to set up data exports for GDPdU, see Walkthrough: Exporting Data for a Digital Audit.
Data Export Filters
When you set up a data export, you can filter data on different levels as described in the following table.
Period filters You can specify a start date and end date for the data that
will be exported. You can then use this period filter to filter
the data. For example, if you set a period filter for the export,
you can then set table filters that use the period.
Table filters You can set filters on each table in the export. For example,
you can include only open ledger entries, or entries that
have a posting date in the specified filter. You can also set a
filter that is based on FlowFields, such as Net Change
(LCY) , to only export customers where there has been a
change, for example. Impor tant: You cannot set a table
filter that is based on a FlowFilter.
FlowField filters You can include FlowFields in the export and set filters based
on the period. For example, you can apply the period filter to
the Balance at Date field on the G/L Account table.
If you include a FlowField such as the Net Change (LCY) field on the Customer table, you can specify that the
entries must be filtered based on the remaining amount at the end date of the GDPdU period. If you add this as
a field filter, then the calculation formulas are based on the dates that are specified during the export.
For more information, see GDPdU Filter Examples.
Export Performance
If you want to export large sets of data, it can take a very long time. We recommend that you set up data exports
based on advice from your tax advisor to establish your business needs, and the requirements of the tax auditor.
The number of records in a table is also something that you should consider.
See Also
Set Up Data Exports for Digital Audits
Export Data for a Digital Audit
Walkthrough: Exporting Data for a Digital Audit
Germany Local Functionality
Set Up Data Exports for a Digital Audit
(GoBD/GDPdU)
4/1/2021 • 5 minutes to read • Edit Online
You must set up data export record sources to be able to export data for a digital audit according to the
Grundsätze zum Datenzugriff und zur Prüfkbarkeit digtaler Unterlagen (GDPdU). For each data export type, you
must define one or more record sources, where each source is a table from which you want to export data.
Code Specify the unique code for the data export, such as
Expor t-1 .
You must add record definitions to the data export. Each record definition represents a set of data that will be
exported.
Expor t Path Specify the path where the exported files will be stored.
Next, you must add the relevant .dtd file that is required according to the GDPdU, such as gdpdu-01-08-
2002.dtd . If you must import a new DTD file to replace an existing file, you must first export the existing
DTD file.
3. Choose the Impor t action.
4. On the Impor t page, navigate to the location of the relevant DTD file, and then choose the Open button.
Next, you must specify the source for the data that will be exported.
To add source tables to a data export
1. On the Data Expor t Record Definitions page, choose the Record Source action.
2. On the Data Expor t Record Source page, fill in the fields as described in the following table.
Table No. Select the number of the main table to export data from.
When you enter a value in the Table No. field, the Table
Name field is updated.
Expor t Table Name Optional. Change the suggested name of the table to be
used in the INDEX.XML file during the export.
Period Field No. Specify a filter for which date field will be used in setting
the start date and end date of the report.
Date Filter Field No. Specify a date filter field if the table has one.
If the table has more than one date filter, do not specify
one in this field.
- : No filter is set.
Expor t File Name Specify the name of the file that data from this table will
be exported to.
From Field No. Contains the number of the field in the parent table. You
can specify that this field is related to a field in the
subordinate table.
NOTE
The From Field Name and the To Field Name fields are populated automatically.
See Also
Process for Digital Audits (GoBD/GDPdU)
Export Data for a Digital Audit
Export Data for a Digital Audit
4/1/2021 • 2 minutes to read • Edit Online
You can export financial data and tax data according to the process for digital audits (GoBD/GDPdU). You can
also select various options to be included in an XML file.
If there is no data to export, Business Central creates empty files.
To export data for a digital audit
1. Choose the icon, enter Expor t Business Data , and then choose the related link.
2. On the Data Expor t page, on the Options FastTab, fill in the fields as described in the following table.
O P T IO N DESC RIP T IO N
Star ting Date Specifies the start date for the data export.
Ending Date Specifies the end date for the data export.
Include Closing Date Specifies if the data export must include the closing date
for the period.
3. On the Data Expor t Record Definition FastTab, select the appropriate filters to identify the data export
and data export record type. For more information, see Process for Digital Audits (GoBD/GDPdU).
4. To export the data, choose the OK button.
WARNING
During the export, any existing files, including the log file, will be overwritten. If you export the same data twice,
the files from the first export are overwritten
You will be notified when the export completes. If you cancel the export, or if you close the page, you will also be
notified that the export has completed, but the log folder will be empty. However, depending on your
configuration, some files may have been exported, but the export might not be complete.
See Also
Process for Digital Audits (GoBD/GDPdU)
GDPdU Filter Examples
4/1/2021 • 2 minutes to read • Edit Online
The following topic provides examples of how you can use and combine different filter types when you set up
your GPDdU exports. By setting filters appropriately, you can improve performance.
The following examples use the G/L Entry and Cust. Ledger Entry tables for data. They assume that you have
specified the following date in the Expor t Business Data batch job.
Start Date = 01/01/2013
End Date = 12/31/2013
See Also
Set Up Data Exports for a Digital Audit (GoBD/GDPdU)
Upgrade a .DTD Definition File for Digital Audits
4/1/2021 • 2 minutes to read • Edit Online
You can explicitly validate a .dtd file after you import one in order to address upgrade issues. This is useful when
you have an existing setup that needs to be updated to reflect the current version of Business Central.
See Also
Set Up Data Exports for a Digital Audit (GoBD/GDPdU)
Walkthrough: Exporting Data for a Digital Audit
4/1/2021 • 10 minutes to read • Edit Online
You can export business data for auditing purposes. How the data export is set up is different for all companies,
and you should ask your tax advisor and the tax auditor. The following walkthrough describes the end-to-end
process, but it is an example only.
The sample implementation illustrates a scenario where the auditor has requested that you export data from
your general ledger, and information about your customers and vendors. This is not an example that is based on
actual requirements from a tax auditor, but it serves to illustrate how to export data for a digital audit
(GoBD/GDPdU) in Business Central.
Prerequisites
To complete this walkthrough, you will need:
The German version of Business Central with the CRONUS AG demonstration company.
The .DTD file that is required according to the GDPdU. In this scenario, gdpdu-01-08-2002.dtd .
Story
Cassie is an accountant at CRONUS AG. She has been notified by the company's tax auditor that they want to
see a list of purchase and sales transactions in the first quarter of the calendar year 2013. Cassie knows the type
of financial data that the auditor wants, but she needs the help of Sean to set up the export.
Sean is a power user with CRONUS AG. He understands how the data is set up technically with tables and fields.
Therefore he usually helps Cassie set up the data exports for the auditors. From other data exports, he knows
that the tool that the auditors use has some requirements on what the exported files must contain, but he needs
the help of Cassie to establish exactly which data is needed.
Description The description for the data export, Data expor t for
Q1 of CY 2013 .
Description The description for the record type, G/L, Cust., Vend. .
Expor t Path Specify the path where the exported files will be stored.
If the specified folder does not exist, choose the Yes button to create it.
Next, Cassie specifies the source for the data that will be exported. She knows from previous exports that she
wants data from the following tables:
G/L Account
Customer
Vendor
To specify requirements for the source for the data export
1. On the Data Expor t Record Definitions page, choose the Record Source action.
2. On the Data Expor t Record Source page, in the Table No. field, enter 15 .
The Table Name field is automatically updated with the name of the G/L Account table.
3. In the Notes part, choose the link, and then enter the following text:
I need entries that show the affected accounts, the posting date, the balance, and the net
change.
4. Repeat the two previous steps to add tables 18, Customer , and 23, Vendor to the data export record
source.
For these tables, Cassie asks for data about each customer and vendor and detailed information about
each transaction based on the customer ledger and the vendor ledger. She also asks for the net change at
the start of the period, during the period, and after the period that the data export is for.
5. Choose the OK button.
Cassie has described the kind of data that she needs, and she notifies Sean that she wants his help is setting up
the data export.
From Field No. Contains the number of the field in the parent table. In
this scenario, the No. field on the G/L Account table.
F IEL D DESC RIP T IO N
To Field No. Contains the number of the field in the parent table. In
this scenario, the G/L Account No. field on the G/L
Entr y table.
F IEL D N UM B ER F IEL D N A M E
1 No.
2 Name
4 Account Type.
31 Balance at Date
32 Net Change
3. On the Data Expor t Record Source page, select the line for the G/L Entr y table, and then in the Fields
pane, in the toolbar, choose the Add action.
4. Choose the following fields, and then choose the OK button.
F IEL D N UM B ER F IEL D N A M E
4 Posting Date
5 Document Type
17 Amount
Sean added the Posting Date field from the G/L Entr y table because Cassie needs the data to be filtered based
on the posting date. Now, Sean will use the field to specify the field on the G/L Entr y table that will be used to
calculate the period for the data export.
To add a period filter to a table in a data export source
1. On the Data Expor t Record Source page, select the line for the G/L Entr y table, and then choose the
Period Field No. field.
2. On the Data Exp. Field List page, choose the Posting Date field, and then choose the OK button.
The Data Exp. Field List page is filtered to show only the date fields.
This means that when Cassie exports the data and specifies the start date and the end date for the period that
the auditors want, the export will include entries where the Posting Date field is between the specified start
date and end date.
Next, Sean adds the Customer and Vendor tables.
To add the Customer table
1. On the Data Expor t Record Source page, fill in the fields as described in the following table.
Table No. 18
F IEL D N UM B ER F IEL D N A M E
1 No.
2 Name
59 Balance (LCY)
4. Repeat the previous two steps to add the Balance (LCY) field again.
5. Choose the line for the first instance of the Balance (LCY) field, and then, in the Datefilter Handling
field, choose Star tdate .
6. Choose the line for the second instance of the Balance (LCY) field, and then, in the Datefilter Handling
field, choose Enddate .
7. Choose the line for the Net Change (LCY) field, and then, in the Datefilter Handling field, choose
Star tdate..Enddate .
The following table describes the field values for the fields on the Customer table.
1 No. Normal No
TIP
To change the order of the fields, select a field, and then choose the Move Up or the Move Down action.
Sean has added the Customer table to the data export source. Now, he adds the Vendor table.
To add the Vendor table
1. On the Data Expor t Record Source page, fill in the fields as described in the following table.
Table No. 23
2. Follow the steps in the previous procedure to add fields from the Vendor table to the data export source.
The following table describes the field values for the fields in the Vendor table.
1 No. Normal No
Sean has almost completed the setup, but he wants to verify that the data export source meets the technical
requirements of the auditors' tool.
To validate the data export source
Choose the Validate action.
Sean has now completed the setup of the data export based on the requirements from Cassie. He notifies her
that she can start exporting data for the tax auditors.
3. On the Data Expor t Record Definition FastTab, select filters as described in the following table.
Next Steps
When the tax auditors import Cassie's files into their software, they can read the data that she exported. If the
auditors need a new version of the same data export, Cassie can run the export again.
The next time the tax auditors request new data, Cassie and Sean can collaborate to create a new data export.
See Also
Process for Digital Audits (GoBD/GDPdU)
Set Up Data Exports for a Digital Audit (GoBD/GDPdU)
Export Data for a Digital Audit
Set Up Delivery Reminders in the German Version
4/1/2021 • 2 minutes to read • Edit Online
In Business Central, you can use purchase delivery reminders to remind vendors about overdue deliveries. To
create delivery reminders for vendors, you must set up base data for delivery reminder creation and number
series for the delivery reminders on the Purchases & Payables Setup page.
O P T IO N DESC RIP T IO N
Requested Receipt Date Specifies that the date value in the Requested Receipt
Date field on the purchase order line will be used as the
default date for creating delivery reminders.
Promised Receipt Date Specifies that the date value in the Promised Receipt
Date field on the purchase order line will be used as the
default date for creating delivery reminders.
Expected Receipt Date Specifies that the date value in the Expected Receipt
Date field on the purchase order line will be used as the
default date for creating delivery reminders.
Deliver y Reminder Nos. The number series code for delivery reminders.
Issued Deliver y Reminder Nos. The number series code for issued delivery reminders.
See Also
Delivery Reminders
Set Up Delivery Reminder Terms, Levels, and Text
Assign Delivery Reminder Codes to Vendors
Create Delivery Reminders Manually
Set Up Delivery Reminder Terms, Levels, and Text in
the German Version
4/1/2021 • 2 minutes to read • Edit Online
Code The code for the delivery reminder term. You can enter a
maximum of 10 alphanumeric characters.
Description The description for the delivery reminder term. You can
enter a maximum of 30 alphanumeric characters.
Max. No. of Deliver y Reminders The maximum number of delivery reminders that can be
created for an order.
Due Date Calculation The formula for the due date calculation for the delivery
reminder. You can enter a combination of numbers from
0 to 9,999, and date codes (D for day, WD for weekday,
W for week, M for month, Q for quarter, or Y for year).
The date codes denote the calculation for the delivery
reminder due date. You can enter a maximum of 20
characters for the due date calculation formula.
See Also
Delivery Reminders
Set Up Delivery Reminders
Assign Delivery Reminder Codes to Vendors
Create Delivery Reminders Manually
Issue Delivery Reminders
Delivery Reminders in the German Version
4/1/2021 • 2 minutes to read • Edit Online
Delivery reminders are used to track overdue vendor shipments and to remind vendors about overdue
deliveries. To create delivery reminders, you must set up the following:
Delivery reminder terms
Delivery reminder terms are identified by a code that must be assigned to vendors. To use more than one
combination of settings, you must set up a code for each setting separately. You can set up any number of
delivery reminder terms.
Delivery reminder levels
For every delivery reminder term, you must set up delivery reminder levels. These levels determine how
often delivery reminders can be created for a specific term. Level 1 is the first delivery reminder that you
create for an overdue delivery. Level 2 is the second delivery reminder, and so on. When delivery
reminders are created, the number of reminders that were created previously is considered, and the
current number is used to apply terms.
Delivery reminder texts messages
You must set up delivery reminder text messages for every delivery reminder level. There are two types
of delivery reminder text messages: beginning and ending. The beginning text message is printed under
the header section, before the list of entries that are marked for reminder. The ending text message is
printed after this list.
After you have set up the delivery terms, levels, and texts, you must assign the relevant delivery reminder codes
to your vendors.
You can create delivery reminders manually or automatically. You can use the Create Deliver y Reminder
batch job to create delivery reminders automatically so that you can select the purchase orders for which
delivery reminders must be created.
You can also track documents in relation to purchase order lines and sales order lines.
Business Central provides the following reports:
Issued Deliver y Reminder - To view the delivery reminders for vendors.
Deliver y Reminder - Test - To verify the delivery reminders before you issue them.
See Also
Set Up Delivery Reminders
Set Up Delivery Reminder Terms, Levels, and Text
Assign Delivery Reminder Codes to Vendors
Generate Delivery Reminders
Create Delivery Reminders Manually
Issue Delivery Reminders
Print Test Reports for Delivery Reminders
Assign Delivery Reminder Codes to Vendors in the
German Version
4/1/2021 • 2 minutes to read • Edit Online
In order to enable delivery reminders for overdue purchases, you must assign delivery reminder terms to
vendors.
See Also
Register New Vendors
Delivery Reminders
Set Up Delivery Reminders
Set Up Delivery Reminder Terms, Levels, and Text
Create Delivery Reminders Manually
Issue Delivery Reminders
Create Delivery Reminders Manually in the German
Version
4/1/2021 • 2 minutes to read • Edit Online
In Business Central, you can create delivery reminders when a purchase has not been delivered as expected. You
can create a single delivery reminder manually, or you can generate delivery reminders for all overdue
deliveries.
NOTE
To create delivery reminders, you must have set up the delivery reminder terms, levels, and texts.
Vendor No. The number of the vendor for whom you want to post
the delivery reminder.
Posting Date The posting date for the delivery reminder. This date is
copied to all of the delivery reminder ledger entries.
Document Date The document date for the delivery reminder. This date is
also used to calculate the due date for the delivery
reminder. You can modify the posting date if required.
Reminder Level The delivery reminder level. This value is based on the
number of delivery reminders that have already been
sent.
Reminder Terms Code Specify the delivery reminder terms code that is set up
for the vendor.
See Also
Delivery Reminders
Generate Delivery Reminders
Set Up Delivery Reminders
Set Up Delivery Reminder Terms, Levels, and Text
Assign Delivery Reminder Codes to Vendors
Issue Delivery Reminders
Print Test Reports for Delivery Reminders
Generate Delivery Reminders in the German
Version
4/1/2021 • 2 minutes to read • Edit Online
In Business Central, you can create delivery reminders when a purchase has not been delivered as expected. You
can generate delivery reminders for all overdue deliveries, or you can create a single delivery reminder
manually.
NOTE
To create delivery reminders, you must have set up the delivery reminder terms, levels, and texts.
See Also
Create Delivery Reminders Manually
Set Up Delivery Reminders
Assign Delivery Reminder Codes to Vendors
Issue Delivery Reminders
Delivery Reminders
Issue Delivery Reminders in the German Version
4/1/2021 • 2 minutes to read • Edit Online
After you have created delivery reminders, you must issue and print them so that you can send reminders to
vendors. Before you issue the delivery reminders, you can print a test report.
When you issue the delivery reminders, delivery reminder ledger entries are created. You can view the created
ledger entries on the Deliv. Reminder Ledger Entries page.
Replace Posting Date Select to replace the existing posting date for the
delivery reminder.
5. Optionally, on the Deliver y Reminder Header FastTab, select the appropriate filters.
NOTE
You can remove filters and issue all delivery reminders at the same time.
See Also
Print Test Reports for Delivery Reminders
Delivery Reminders
Generate Delivery Reminders
Create Delivery Reminders Manually
Print Test Reports for Delivery Reminders in the
German Version
4/1/2021 • 2 minutes to read • Edit Online
After you have created delivery reminders and made any needed modifications, you can either print the test
reports or issue the delivery reminders.
A test report is a document that lets you review and modify a delivery reminder before you issue it.
See Also
Delivery Reminders
Generate Delivery Reminders
Issue Delivery Reminders
Currency Exchange Rates
4/1/2021 • 2 minutes to read • Edit Online
At the end of the fiscal year, you must adjust currency exchange rates for payables and receivables so that they
are valued correctly in the annual balance. The Adjust Exchange Rates batch job supports different valuation
methods in order to meet legal requirements in Germany.
Valuation Methods
According to the Bilanz Modernisierungs Gesetz (BilMoG), payables and receivables are valued differently
depending on the difference between the reference date and the due date. This is managed by the Adjust
Exchange Rates batch job where you can specify which valuation method to use. If the due date is less than
one year after the reference date, the Adjust Exchange Rates batch job must be run using the lowest value
valuation method.
The following table describes the valuation methods.
- If the due date is less than one year after the reference
date, payable/receivable transactions are valued at the actual
exchange rate.
- If the due date is more than one year after the reference
date, payable/receivable transactions are valued at the
lowest value, with the possibility of appreciation in value
(Wertaufholung) up to the initial value. Note: Ledger entries
must contain a due date. An entry that does not have a due
date is treated as a long term liability.
Lowest value Exchange rates are adjusted by using the lowest value of the
two exchange rates. Currency losses are always calculated
and posted. Currency gains are only calculated and posted
up to the original local currency value of the transaction.
German companies must use the BilMoG (Germany) option when they run the Adjust Exchange Rates
batch job. This ensures that each transaction is adjusted using the appropriate valuation method as required in
Germany. This also enables two fields in the request page, where you can specify the two dates that must be
used to calculate the adjustment. The following table describes the fields.
F IEL D DESC RIP T IO N
Valuation Reference Date Specifies the base date that is used to calculate which entries
are short-term entries.
Shor t term liabilities until Specifies the date that separates short-term entries from
long-term entries. Short-term entries have a due date that is
before or on this date. The default value is the value of the
Valuation Reference Date field plus one year.
See Also
Update Currency Exchange Rates
Set Up an Additional Reporting Currency
EU Sales List in Germany
4/1/2021 • 2 minutes to read • Edit Online
In Germany, the German EU sales list is submitted to the "Bundeszentralamt für Steuern" (BZSt) through the BZSt
Online Portal by using the ELMA5 interface.
In order to increase security, all types of taxes and tax reports must be submitted under an authentication
method. Beginning in January 1, 2013, it has become mandatory that you make submissions with
authentication. To do so, you sign in with your BZSt number and private key using your pass phrase on the
ELMA5 communications server. ELMA5 is designed to handle the transmission of large datasets of more than
1000 records. Following successful login, you can upload the data transfer in an interactive way. You can also set
up the transfer to be automatic.
See Also
BZSt Online Portal
Create VAT Reports
Set Up VAT-VIES Reports
Create VAT-VIES Reports
Correct VAT-VIES Reports
Declare VAT-VIES Tax
Include Company Registration Numbers on Sales
Reports and Purchase Reports
4/1/2021 • 2 minutes to read • Edit Online
When generating certain sales reports and purchase reports, you can print registration numbers on the reports.
See Also
Register New Vendors
Print General Ledger Setup Information in the
German Version
4/1/2021 • 2 minutes to read • Edit Online
Before you use Business Central in the daily business, you can run the G/L Setup Information report to
display the master data that you have set up. You can look over this master data so that you have a baseline to
compare to, and then verify that you have set up posting groups correctly, for example.
O P T IO N DESC RIP T IO N
G/L Setup - Company Data - Consolidation Displays tables for general ledger setup, company
information, and business units.
VAT Setup Displays VAT business posting group tables, VAT product
posting group tables, and VAT posting setup tables.
Source Code - Reason Code Displays source tables, source code setup tables, and
reason codes tables.
3. Choose the Print button to print the report or choose the Preview button to view it on the screen.
See Also
Setting Up Finance
Iceland Local Functionality
4/1/2021 • 2 minutes to read • Edit Online
The following topics describe local functionality that is unique to the Icelandic version of Business Central
Feature Availability
VAT
Print VAT Summary Information on Documents Available Now
Special Data Output and Reports for the Tax Authority Available Now
Electronic Invoicing
Electronic Invoicing Requirement: Issuing Single Copy Invoice Available Now
General
Map IRS Numbers to the Chart of Accounts Available Now
Deleting Posted Invoices and Credit Memos Available Now
See Also
Working with Business Central
Country/regional availability and supported languages
If VAT is calculated, VAT summary information is typically printed on sales and purchase documents. However, in
Iceland, Business Central does not print VAT summary information if only one VAT sales code is used in the
document. You can modify this behavior by using the Always Show VAT Summar y option.
The following procedure describes how to display VAT summary information on a sales invoice document, but
the same steps also apply to sales order confirmations, sales quotes, sales credit memos, blanket sales orders,
purchase orders, purchase invoices, and purchase credit memos.
See Also
Report VAT to Tax Authorities
Special Data Output and Reports for the Icelandic
Tax Authority
4/1/2021 • 2 minutes to read • Edit Online
It is a legal requirement to send the tax authority a data file in a predefined format.
To generate the data file for the tax authorities, every account in the chart of accounts must be set up with the
correct Internal Revenue Service (IRS) tax number as defined by the tax authority.
General ledger accounts are mapped to predefined government account codes and these codes are divided into
groups and types. You need to add the relevant IRS numbers and then manually map general ledger accounts to
these codes. You must also report the data to the tax authorities.
See Also
Report VAT to Tax Authorities
Electronic Invoicing Requirement: Issuing Single-
Copy Invoice
4/1/2021 • 2 minutes to read • Edit Online
In Iceland, you must send a report to the government if an invoice has been printed more than once. This report
includes legal text, which confirms that the invoice originates from an Enterprise Resource Planning (ERP)
solution that complies with legislation.
Using this feature, you can send a legal statement with terms and limitations for using single-copy invoices to
the tax authorities. The Printing FastTab on the Sales & Receivables Setup page contains a legal statement
(terms and limitations for using single-copy invoices) and also provides an Electronic Invoicing check box,
which you can select as a reminder that you need to print a statement for the tax authority. You can then print
the IRS Notification report from the Sales & Receivables Setup page. On the Home tab, in the Repor t
group, choose Print Statement .
On the standard posted invoices (invoice and credit memo), legal text is inserted stating that the invoices
originate from an ERP solution that complies with Regulation No. 598/1999.
See Also
Setting Up Sales
Map IRS Numbers to Chart of Accounts
4/1/2021 • 2 minutes to read • Edit Online
Companies in Iceland are required to send the tax authority a data file in a predefined format. Before you can do
this, you must map predefined Internal Revenue Service (IRS) account codes to general ledger accounts.
See Also
Special Data Output and Reports for the Tax Authority
Deleting Posted Invoices and Credit Memos
4/1/2021 • 2 minutes to read • Edit Online
In Iceland, in accordance with legislation, you cannot delete sales and purchase invoices and credit memos after
they are posted. In Business Central, the Delete command is not available for these types of posted documents.
See Also
Invoice Sales
India Local Functionality
4/1/2021 • 2 minutes to read • Edit Online
The following topics describe the local functionality in the Indian version of Business Central.
Feature Availability
Tax Engine
Overview Available Now
Tax Engine Import Export configuration Available Now
Tax Engine Configuration of Tax Type and Tax Rate Available Now
Tax Engine Configuration of Use Case Available Now
Tax Engine Lookup Available Now
Tax Engine Design Consideration Available Now
Tax Engine Script Available Now
GST
GST Overview Available Now
Purchase from Composite Vendor Available Now
Purchase from Registered Vendor Available Now
Purchase from Unregistered Vendor (Reverse Charge) Available Now
Purchase from SEZ Vendor Available Now
Purchase from Foreign Vendor Available Now
Purchase Return to Composite Vendor Available Now
Purchase Return to Registered Vendor Available Now
Purchase Return to Unregistered Vendor (Reverse Charge) Available Now
Purchase Return to Foreign Vendor Available Now
Purchase from Vendor with Overseas Place of Supply Available Now
Purchase Return to Vendor with Overseas Place of Supply Available Now
GST and TDS on Purchase Transaction Available Now
GST on Journals Available Now
GST on Advance Payment to Vendor Available Now
GST Application of Payment and Invoice Available Now
Exempted Sales Available Now
Sale to Registered and Unregistered Customer Available Now
Sale to Foreign Customer Available Now
Sale to Registered Customer with Overseas POS Available Now
Sale Return from Registered and Unregistered Customer Available Now
Sale Return from Registered Customer with Overseas POS Available Now
GST and TCS on Sales Transaction Available Now
GST on Advance Receipt from Customer Available Now
GST Application of Receipt and Invoice Available Now
GST Stock Transfer Available Now
GST Service Transfer Available Now
GST Kerala Flood Cess Available Now
GST Bank Charges Overview Available Now
GST Bank Charges Transaction Available Now
GST and TCS on Customer Advance Available Now
GST and TDS on Vendor Advance Available Now
GST TDS TCS Overview Available Now
GST TCS on Payment Available Now
GST TDS TCS on Receipt Available Now
GST Credit and Liability Adjustment Available Now
GST Reconciliation Available Now
GST E-Way Bill Available Now
GST Input Cedit Adjustment Available Now
GST Settelement Available Now
GST E-Invoice Available Now
GST Cess Basic Setup Available Now
GST Cess Calculation Available Now
GST on Serviec Management Available Now
GST Input Service Distribution Overview Available Now
GST Input Service Distribution Process Available Now
GST Input Service Distribution Transaction Available Now
TDS
TDS Overview Available Now
TDS Transactions Available Now
TDS Threshold Available Now
TDS Provisional Entry Available Now
TDS Adjustment Entry Available Now
TDS Payment to Authority Available Now
TDS for Customer
TDS for Customer Overview Available Now
TDS Calculation for Customer Available Now
TDS Certificate Update Available Now
TCS
TCS Overview Available Now
TCS Transactions Available Now
TCS Threshold Available Now
TCS Adjustment Entry Available Now
TCS Payment to Authority Available Now
TCS 206C-1H-Overview Available Now
TCS 206C-1H-Transaction Available Now
Voucher Interface
Voucher Interface Overview Available Now
Voucher Interface Transaction Available Now
Fixed Asset
Fixed Asset Overview Available Now
Fixed Asset Depreciation Available Now
Gate Entry
Gate Entry Overview Available Now
Gate Entry Inward Transaction Available Now
Gate Entry Outward Transaction Available Now
Subcontracting
Subcontracting Overview Available Now
Subcontracting Transactions Available Now
Create GST Liability Available Now
Subcontracting Report Available Now
Stale Cheque Comming Soon
See Also
Working with Business Central
In a country, where tax reforms are happening at a fast pace, it is natural to expect frequent changes. These
changes may pertain to change in rate of tax, calculation method, tax filing or reporting etc. To manage such
changes with least effort, it is necessary to manage, as much as possible through configuration.
Tax Engine is a suite of extensions to enable configuration of tax rules and its computation. It consists of a use
case designer, which allows modification of existing use cases or creation of new use cases. Use case contains
the description of business scenario, conditions to be met and event that will trigger calculation of tax. A use
case can be enabled or disabled as per the business need.
Tax Engine extension is a combination of 6 smaller extensions or modules. Extensions are packaged to deliver
functionality related to configuration of tax, tax calculation, import and export of configuration etc.
PA RT IC UL A RS DESC RIP T IO N
Tax Engine Core Extension Core extension contains the UI elements and related tables
which are commonly used throughout Tax Engine. Also, it
has library functions, which can be used by other extensions
other than Tax Engine, to get any value.
Tax Engine Tax Type Handler Extension Tax Type Handler extension contains UI elements and related
tables which enables definition of a new tax type, its
attributes and map business entities involved with this tax
type.
Tax Engine Tax Use Case Handler Extension Tax Use Case Handler extension contains UI elements and
related tables which are used for configuring a tax use case.
Use case definition includes primary business entity like Sales
Order or Purchase Order line table, conditions for execution
of use case, rules and formulae for calculation of tax and
functionality to script business logic.
Tax Engine Scripting Extension Script extension contains UI elements and related tables
which are used in scripting of Business logic within a use
case.
Tax Engine Tax Posting Handler Extension Posting Handler extension contains UI elements and related
tables which are used to configure posting of tax
components to G/L Accounts and related tax ledgers.
Tax Engine Json Exchange Extension Json Exchange extension enables import or export of
configuration data of tax engine in json format.
NOTE
The Tax engine functionality is only available for legal entities with a primary address in India.
See Also
Tax Engine Import Export Configuration
Tax Engine - Import/Export Configuration
4/1/2021 • 2 minutes to read • Edit Online
Json Exchange extension is used to import or export the configuration data of tax engine in json format.
There are two options available for importing and exporting tax configuration:
Impor t or Expor t from Tax Type
This option is used when all configuration pertaining to a tax type is to be imported or exported. It contains
entities, components, input parameter, rate setup and use cases.
Impor t or Expor t for a specific Use Case
This option is used when configuration pertaining to one or more-use cases is to be imported or exported. It
contains use case related information.
Impor ting Use Cases in a new company
When a new company is created, use cases are required to be imported. Following are the steps to import the
use cases in a new company.
1. Go to Setting -> Assisted Setup -> Setup Tax Engine , a Tax Engine Setup wizard will be opened.
2. Select Append and click on Next .
3. Click on Finish . System will import all the pre-configured use cases from the configuration file in the new
company.
See Also
Tax Engine Configuration of Tax Type and Tax Rate
Tax Engine - Configuration of Tax Type and Tax
Rates
4/1/2021 • 2 minutes to read • Edit Online
This topic provides information about tax types that a tax authority can levy in the same jurisdiction or a
different jurisdiction. Calculation and posting of this type of tax to G/L Accounts.
Tax types
There can be various type of taxes applicable for a company. Examples:
GST : Goods and Services Tax.
TDS : Tax deducted at source.
TCS : Tax collected at source.
WHT : Withholding Tax.
Tax entities
These are tables which are specific to a Tax Type. This is defined to restrict the list of tables in a lookup. A Tax
Entity can be of type ‘Master’ or ‘Transaction’.
Example of Master: Customer, Vendor, Location, Item etc.
Example of Transaction: Purchase Line, Sales Line, Transfer Line, Gen. Journal Line etc.
Input parameters
Attributes of tax type that can be used as a parameter in tax calculation or reporting. For example :
HSN Code : It is a parameter to find GST rate of an item and it can also be used as a parameter for filing of
online tax to the government.
An attribute can be either linked to a field of an existing table or can be mapped to an existing table as an
attribute. (In the same way as Item Attributes are define in item table)
Header contains following information
Attribute Name.
Datatype of Attribute.
Visible on Interface (Yes/No)
Blocked (Yes/No)
In case the attribute needs to be mapped to a field of a table, then the field needs to be entered in 'Mapping
Field Name' else it will be created as an attribute for that entity record. Attribute values can be added or viewed
in case the type of attribute is an ‘option’.
Component
Certain tax type may have components that need to be computed as part of tax calculation. Following are some
examples of tax components:
CGST: is a component of Tax Type GST.
SGST: is a component of Tax Type GST.
TDS: is a component of Tax Type TDS.
E-Cess: is a component of Tax Type TDS.
Rate setup
For each tax type, parameters are defined basis which rate is specified in the setup.
These Parameters can be of following types:
Tax Attributes When a tax attribute is used as a parameter for tax rate
configuration. (example – HSN Code, GST Group Code etc.)
Value This will be used where we want to use a value in the tax
rate configuration that is not mapped with a table as an
attribute. (example – From State, To State etc.)
Range This is used to define slabs in a tax rate setup, such as ‘Date
from’ and ‘Date To’. When tax type is defined as 'range',
system will create two parameters in tax rate configuration.
Output Information Numeric values that are part of rate setup. (Example –
Threshold Amount)
NOTE
A new field, Allow Blank, has been added to create blank setup for tax attribute. For example, provision has been made to
create tax rate for GST without HSN/SAC code, as there are scenarios where rates are common for multiple HSN/SAC code
of a single GST Group.
Tax rates
Tax rates can be defined for a combination of tax parameters defined as part of 'Rate Setup' for a 'Tax type'. Rate
defined for a combination cannot be repeated.
See Also
Tax Engine Configuration of Use Case
Tax Engine - Use Case Configuration
4/1/2021 • 2 minutes to read • Edit Online
Use cases
Use case describes a business scenario, conditions which need to be met and event which will trigger the
calculation of tax. A use case can be enabled or disabled as per the business need.
Use Case consist of following stages for calculation:
Condition :
Condition which determine whether the use case should be executed or not.
Example of Condition:
O P ERATO R VA L UE C O N DIT IO N VA L UE 2
Attribute Mapping :
This is defined to map the required attributes with their source of value. Example : In case, GST is to be
calculated on Sales Line and value of field ‘Type’ on General Journal Line is ‘G/L Account’ then, HSN Code
will flow from G/L Account table.
Rate Parameter Mapping :
Rate parameter needs to be mapped with their source, but this mapping will be done only for column
types ‘Range’ and ‘Value’. If an applicable tax rate is found, then system will return ‘component percent’
defined for that tax rate. Example:
TYPE DESC RIP T IO N
See Also
Tax Engine Lookup
Tax Engine - Lookup
4/1/2021 • 2 minutes to read • Edit Online
Source type
Source type is to specify the source of value.
Current record
If value of a field is to be picked from the current record (that is source table of the rule).
Variable
If value of a variable is to be picked. Variables of a rule can be created or viewed from the rule editor card.
Table
If value of a field is to be picked from a table that is related to the current record / source table. This is very
much like CALCFORMULA in AL.
Table Name : Specify the table from where the value is to be picked.
Table Filters : Specify the relationship between the current record and the table from where the value is to
be picked.
Table Sorting : Sorting to be applied on table records. If sorting is specified, records will be sorted on
Primary Key.
Field Name: Value is picked from this field based on the method you have selected.
Method :
First: Value is picked from the first record.
Last: Value is picked from the last record.
Sum: Calculate sum of all values from a selected field after applying table filters.
Average: Calculate average value from a selected field after applying table filters.
Min: Min value from a selected field after applying table filters.
Max: Max value from a selected field after applying table filters.
Count: Count of records after applying table filters.
Database
USERID, COMPANYNAME, SERIALNUMBER, TENANTID, SESSIONID, SERVICEINSTANCEID values can be picked
from the current database.
System
TIME, TODAY, WORKDATE, CURRENTDATETIME values can be picked from the current database.
Tax attribute
Tax attributes defined with tax type can be picked.
Component
Tax Component amounts computed can be picked from Tax Rates.
Record variable
The value of a ‘Record variable’ field used in 'use case' variable can be picked.
Component percent
‘Tax Component Percent’ captured from ‘Tax Rates’ can be picked.
Column
Value of ‘Tax Rate Parameter’ captured from ‘Tax Rates’ can be picked.
Attribute table
Value of an attribute from existing table can be picked.
Posting
To get the helpers that can be used in posting of a document. (Ex- Dimension Set, General Posting Group’s, GL
Entry No. of Tax ledger Entry).
See Also
Tax Engine Script
Tax Engine - Design Consideration
4/1/2021 • 4 minutes to read • Edit Online
This section contains the factors that shall be considered while configuring Taxes using tax engine.
Tax type
A new tax type should be created if it has unique attributes which are used in definition of conditions and
computation logic. For example, GST and TDS are defined as different tax types.
Tax attributes
When to create an Attribute as Generic?
Generic attributes are used in the same way as item attributes are managed in Business Central. If the
attribute is not linked to a field in an existing table then it is generic in nature.
When to map a tax attribute with a table field?
In case field is already available in the table which is being mapped then it can be linked to that attribute.
This means that field data will be used as attribute value.
Generic metadata
Tax Transaction Values Data pertaining to tax calculation regarding a said transaction is stored in a
common table. If the transaction record is deleted then related tax transaction value also gets deleted.
Example: If transaction involves ‘Purchase Line’ then all information related to tax calculation will be
stored in tax transaction value. If purchase line is deleted, then tax transaction value record related to that
purchase line will also be deleted.
Information stored in ‘tax transaction value’ is shown in the ‘tax information’ and ‘tax component’ fact
boxes related to that transaction. Attributes which have “visible on interface” as true will be visible in the
fact box.
Tax Rate Configuration Value
This table contains information of tax rate setup. Tax engine uses common tax rate setup for different types of
taxes.
Deployment
Configuration Files
Every use case configured in tax engine is a Json file which can be exported and imported from a
Business Central tenant. These configurations are deployed individually for each company.
Deployment of Configuration
Default configurations that are provided in the system will be available as part of demo data. In case if a
new production company is created then the configuration can be imported from assisted setup, where
system will pick the json based on the function of a codeunit. Json for standard configuration is available
in a translation file for there related extensions like GST, TDS and TCS which are updated when the
codeunit function is called. In case users have changed any standard configuration or created a new
configuration then they can use the export and import function available on tax types and use cases page.
Change in Configuration
If any update is done on a use case then the version of the use case will be higher than the one which is
already deployed. System will archive the old one and update the new use case based on the jeson.
Change in Configuration by user
In case of any change done in any use case to fix a bug or handle regulatory change, the updated
configuration should be imported again in each company individually.
Version Management
In case of any change done in any use case the current active version of the use case is archived and new
use case version becomes active.
See Also
Overview
Tax Engine - Script Activity
4/1/2021 • 6 minutes to read • Edit Online
Script extension contains UI elements and tables which are used in scripting of Business logics within a use case.
String / Text
Concatenate : Concatenates list values and outputs to a variable.
String Expression : It is used to compose string. Names that are enclosed within curly braces are treated
as tokens. Values can be assigned to tokens using lookups, whereas on the Value tab, source of that token
can be defined.
Length of String : Calculates the length of the string and assigns it to the output variable.
Conver t Case of String : Converts the case of the string and assigns to the output variable.
String Specifies the string for which case will be converted, hard
coded text or/and expression can be entered.
Convert to Case Converts case of the string, it can be either Upper Case
or Lower Case.
Find Substring in String : Finds the substring in string and assigns the position of the substring to
output variable.
String This will be the string for which value of substring will be
searched, hard coded text or/and expression can be
entered.
Replace Substring in String : Replace substring in a string with a new string and assigns to output
variable.
TYPE DESC RIP T IO N
Sub String This will be the string content which will be replaced from
'In String', hard coded text or/and expression can be
entered.
With String This will be the string content which will be replaced with
'Sub String', hard coded text or/and expression can be
entered.
Extract Substring : Extracts substring of a length from a string from start/ end and assigns to output
variable.
String This will be the string for which value of Substring will be
extracted, hard coded text or/and expression can be
entered.
Extract Substring from Index of String : Extracts substring of a length from a string with an index and
assigns to output variable.
In String This will be the string for which value of Substring will be
extracted, hard coded text or/and expression can be
entered.
Number
Number Calculation : Calculates the number based on values and the operator. It is assigned to output
variable.
TYPE DESC RIP T IO N
Numeric Expression : Numeric Expression is to evaluate expression into number and assign it to output
variable. Text token will be extracted and replaced with values from Lookups, whereas on the value tab
source of that token can be defined.
Round Number : Round Number is used to round decimal places to a precision and direction could be
nearest, up or down.
Date
Date Calculation : ‘Date Calculation’ is used to manipulate dates by adding or subtracting number of
days / months / years and it is assigned to output variable.
Operator This will be the operator that will be applied on ‘Date for
calculation’.
Extract Date Par t : ‘Extract Date Part’ is used to extract day / month / year from a date and assign it to
output variable.
TYPE DESC RIP T IO N
Find Inter val between Dates : Find Interval between dates is used to find number of days / hours /
minutes between dates and assign it to output variable.
Output Variable Specifies the variable name in which value of Interval will
be stored.
Extract Date Time Par t : Extracts the date or time from a 'date time value'.
Date Time This will be the date time value from which extraction will
be done.
Date This will be the date value which will be part of 'date
time'.
Time This will be the time value which will be part of ‘date
time’.
Condition
If Statement : Activities within the "If" statement will be executed when the defined conditions are evaluated
to be true. If the conditions are evaluated to false, activities in the “Else” branch will be executed. Conditions
can be specified in “Else” branch. There can be more than one else branch for an “If Statement”.
Loops
Loop n Times : Executes activities in the loop block for n number of times. "N" can be a constant value, or
it can be a variable.
Loop with Condition : Executes activities in the loop block until condition is evaluated to be false.
Loop through Records : Loop through all records and execute activities in the Loop block.
Record Value Variable that holds the current record of the table.
Exit Loop : Breaks loop and executes activates after the loop block.
Skip Next Activities : Skips next activities in the loop block and continues execution of the next iteration.
Misc.
Set Variable : To assign Variable value.
Aler t Message : Message dialog will be displayed while execution rule. This is helpful to debug, and this
can also be used for throwing errors.
See Also
Tax Engine Design Consideration
Setting Up Goods and Services Tax
4/1/2021 • 13 minutes to read • Edit Online
State Code Specify the relevant State Code of the company for which
registration number has been assigned.
F IEL D DESC RIP T IO N
Input Ser vice Distributor Specifies whether the registration belongs to an input
service distributor nor not.
TIP
State Code (GST Reg. No.) and first two digits of GST Registration Number should be same.
Tax Type Code Specify the type as GST to identify the accounting
period.
Star ting Date Enter a date to specify the beginning of the period.
Ending Date Enter the last date to specify the end of the period.
Credit Memo Locking Date Specify the last date by which credit memo can be
entered for this period.
Annual Return Period Specify the last date by which annual return for GST has
to be filed for this period.
To set up States
List of State codes to be defined with relevant GST registration number state code and eTDS/TCS state code.
1. Choose the icon, enter States , and then choose the related link.
2. Fill in the fields as described in the following table.
State Code (GST Reg. No.) Specifies the code for GST registration number.
GST Place of Supply Specifies GST place of supply of the GST group.
To set up HSN/SAC
List of HSN/SAC codes against relevant GST groups need to be defined.
1. Choose the icon, enter HSN/SAC , and then choose the related link.
2. Fill in the fields as described in the following table.
Type Specifies the type of the HSN/SAC code, e.g HSN, SAC.
State Code Specifies the state code of company that have valid GST
registration number.
Receivable Account Specifies the general ledger account for which GST
receivable amount for this state and component is to be
posted.
Payable Account Specifies the general ledger account for which GST
Payable amount for this state and component is to be
posted.
Receivable Account (Interim) Specifies the general ledger account for which GST
receivable interim amount for this state and component
is to be posted.
Payable Account (Interim) Specifies the general ledger account for which GST
payable interim amount for this state and component is
to be posted.
Expense Account Specifies the general ledger account for which GST
expense amount for this state and component is to be
posted.
Refund Account Specifies the general ledger account for which GST
refund amount for this state and component is to be
posted.
Receivable Acc. Interim (Dist.) Specifies the general ledger account for which GST
distribution for receivable interim amount for this state
and component is to be posted.
Receivable Acc (Dist.) Specifies the general ledger account for which GST
distribution receivable amount for this state and
component is to be posted.
GST Credit Account Specifies the general ledger account for which GST credit
amount for this state and component is to be posted.
GST TDS Receivable Account Specifies the general ledger account for which GST TDS
receivable amount for this state and component is to be
posted.
GST TCS Receivable Account Specifies the general ledger account for which GST TCS
receivable amount for this state and component is to be
posted.
GST TCS Payable Account Specifies the general ledger account for which GST TCS
payable amount for this state and component is to be
posted.
IGST Payable A/c (Impor t)) Specifies the general ledger account for which GST
import payable amount for this state and component is
to be posted.
To set up GST on company information
Legal entity's GST registration number needs to be defined.
1. Choose the icon, enter Company Information , and then choose the related link.
2. Fill in the fields as described in the following table.
GST Registration No. Specifies the registration number of GST for the specified
address.
ARN No. Capture the ARN No. only when GST registration
number is not available.
TIP
State Code (GST Reg. No.) and first two digits of GST Registration Number should be same.
GST Registration No. Specifies the registration number of GST for the specified
address.
Location ARN No. Capture the ARN No. only when GST registration
number is not available.
GST Input Ser vice Distributor Specifies whether the location is registered as a input
service distributor or not.
TIP
State Code (GST Reg. No.) and first two digits of GST Registration Number should be same.
GST Distribution Nos. Specifies the number series code for distribution
document.
GST Credit Adj. Jnl Nos. Specifies the number series code for credit adjustment
journal.
GST Settlement Nos. Specifies the number series code for settlement
document.
GST Recon. Tolerance Specifies the tolerance value to be considered for GST
reconciliation.
Custom Duty Component Code Specifies the custom duty component code.
GST Opening Account Specifies the account which will be used for opening
transaction of GST.
GST Group Code Specifies the GST Group code that is relevant for the
Item, Fixed asset, G/L Account, Resources or Item
Charges. GST Group codes created in GST Group Setup
appear as dropdown.
HSN/SAC Code Specifies HSN/SAC Code for the GST Group selected in
GST Group code field.
3. For Price Inclusive of Tax setup go to Items -> Prices & Discount -> Sales Price and fill the following
information
Price Inclusive of Tax Specifies whether the unit price of the item is inclusive of
tax or not.
Associated Enterprises This field is activated only if GST Vendor Type is Import.
This can be used for an import transaction of services or
goods from sister concerns located outside India.
ARN No. Capture the Vendor ARN No. only when GST registration
number is not available.
State State code can be selected from dropdown for this field.
appropriate State code has to be selected.
ARN No. Capture the Vendor ARN No. only when GST registration
number is not available.
GST Registration Type Registration type can be GSTIN (Goods and Services Tax
Payer Identification Number), UID (Unique Identification
Number), and GID (Government Identification Number).
Appropriate type shall be selected from the dropdown.
GST Registration No. Enter the 15-digit GST Registration Number. Registration
number is mandatory if GST Customer Type is Registered
or Deemed Export.
ARN No. Capture the Customer ARN No. only when GST
registration number is not available.
State Select state from the dropdown for this field. Select
appropriate State code.
ARN No. Capture the Customer ARN No. only when GST
registration number is not available.
GST Group Code Specifies the GST Group code relevant for the service
cost. GST Group codes created in GST Group Setup
appears as dropdown.
HSN/SAC Code Specifies HSN/SAC Code for the GST Group selected in
GST Group code field.
See Also
Purchase from Composite Vendor
Purchase from Composite Vendor or Purchase of
Exempted Goods and Services with No GST Impact
4/1/2021 • 2 minutes to read • Edit Online
A composite vendor is a vendor whose aggregate turnover in a financial year does not exceed fifty lakh rupees
and has opted for composition scheme. A composite vendor neither collects tax from the recipient of supplies
nor passes on any credit of input tax. Hence, no GST is computed if the purchases are made from a composite
vendor.
A composite vendor has to register himself with the GST authorities and hence registration no. is mandatorily
mentioned in the vendor card, if the vendor type is selected as composite. State code is also mandatory. No GST
entries are generated for a composite vendor, as a composite vendor is not entitled to collect any tax from the
customers.
Process for purchases from a composite vendor has been explained in this document.
PA RT IC UL A RS A M O UN T
See Also
Purchase from Registered Vendor
Purchase from Registered Vendors
4/1/2021 • 4 minutes to read • Edit Online
A registered vendor is a person registered with GST authorities. For a registered vendor, on the vendor card,
update the following fields:
GST Vendor Type as Registered.
GST Registration No.
State Code
For purchases from registered vendors for services attracting reverse charge, purchasers are required to pay the
GST tax, to the Government. If exempted goods and services are purchased from registered vendor, then no GST
is to be paid to supplier or to the Government.
Process for purchase from a registered vendor has been explained in this document.
C O M P O N EN T A M O UN T
CGST 900
SGST 900
IGST 1800
GL Entries for Intra-State or Intra-Union Territory purchase of goods from registered vendor where input
tax credit is available, will be as following:
PA RT IC UL A RS A M O UN T
GL Entries for Intra-State or Intra-Union Territory purchase of goods from registered vendor where input
tax credit is not available, will be as following:
PA RT IC UL A RS A M O UN T
GL Entries for Intra-State or Intra-Union Territory purchase of services from registered vendor where
input tax credit is available, will be as following:
PA RT IC UL A RS A M O UN T
GL Entries for Intra-State or Intra-Union Territory purchase of services from registered vendor where
input tax credit is not available, will be as following:
PA RT IC UL A RS A M O UN T
GL Entries for Inter-State purchase of goods from registered vendor where input tax credit is available,
will be as following:
PA RT IC UL A RS A M O UN T
GL Entries for Inter-State purchase of goods from registered vendor where input tax credit is not
available, will be as following:
PA RT IC UL A R A M O UN T
GL Entries for Inter-State purchase of services from registered vendor where input tax credit is available,
will be as following:
PA RT IC UL A RS A M O UN T
GL Entries for Inter-State purchase of services from registered vendor where input tax credit is not
available, will be as following:
PA RT IC UL A RS A M O UN T
GL Entries for the Intra-State purchase from registered vendor (reverse charge), will be as following:
PA RT IC UL A RS A M O UN T
GL Entries for the Inter-State purchase from registered vendor (reverse charge) if time of supply is
considered on the basis of payment, will be as following:
PA RT IC UL A RS A M O UN T
GL Entries on payment to registered vendor (reverse charge) against Intra-State purchase invoice, will be
as following:
PA RT IC UL A RS A M O UN T
GL Entries on payment to registered vendor (reverse charge) against Inter-State purchase invoice, will be
as following:
PA RT IC UL A RS A M O UN T
GL Entries for Intra-State or Intra-Union Territory purchase of fixed asset from registered vendor where
input tax credit is available, will be as following:
PA RT IC UL A RS A M O UN T
GL Entries for Intra-State or Intra-Union Territory purchase of fixed asset from registered vendor where
input tax credit is not available, will be as following:
PA RT IC UL A RS A M O UN T
TIP
In case of Inter-State purchase, IGST will be calculated.
GL Entries for Charge Item in case of Intra-State or Intra-Union Territory in purchase transaction from
registered vendor where input tax credit is available, will be as following:
PA RT IC UL A RS A M O UN T
GL Entries for Charge Item in case of Intra-State or Intra-Union Territory in purchase transaction from
registered vendor where input tax credit is not available, will be as following:
PA RT IC UL A RS A M O UN T
TIP
In case of Inter-State purchase, IGST will be calculated.
See Also
Purchase from Unregistered Vendor (Reverse Charge)
Purchase of Goods from an Unregistered Vendor
(Reverse Charge)
4/1/2021 • 2 minutes to read • Edit Online
Persons whose aggregate turnover in a financial year does not exceed forty lakh rupees are not required to be
registered with the GST authorities. Such persons are called unregistered vendors. Any purchases from
unregistered vendors do not attract GST. However, there are some notified services under GST, on supply of such
services GST is applicable under reverse charge mechanism i.e. the purchasers are required to pay GST tax to
the Government.
Purchase process for unregistered vendor has been explained in this document.
C O M P O N EN T A M O UN T
CGST 900
SGST 900
IGST 1800
GL Entries for Intra-State purchase of goods and services from an unregistered vendor where input tax
credit is available (reverse charge), will be as following:
PA RT IC UL A RS A M O UN T
GL Entries for Intra-State purchase of goods and services from an unregistered vendor where input tax
credit is not available (reverse charge), will be as following:
PA RT IC UL A RS A M O UN T
GL Entries for purchase of goods and services from an unregistered vendor with reverse charge exempt,
will be as following:
PA RT IC UL A RS A M O UN T
GL Entries for Intra-State purchase of fixed asset from an unregistered vendor where input tax credit is
available (reverse charge), will be as following:
PA RT IC UL A RS A M O UN T
Vendor 10000
GL Entries for Intra-State purchase of fixed asset from an unregistered vendor where input tax credit is
not available (reverse charge), will be as following:
PA RT IC UL A RS A M O UN T
Vendor 10000
GL Entries for Item Charge in case of Intra-State purchase of fixed asset from an unregistered vendor
where input tax credit is available (reverse charge), will be as following:
PA RT IC UL A RS A M O UN T
Vendor 10000
GL Entries for Item Charge in case of Intra-State purchase of fixed asset from an unregistered vendor
where input tax credit is not available (reverse charge),will be as following:
PA RT IC UL A RS A M O UN T
Vendor 10000
See Also
Purchase from SEZ Vendor
Purchase of Goods from SEZ Vendor
4/1/2021 • 2 minutes to read • Edit Online
A special economic zone (SEZ) is a dedicated zone wherein businesses enjoy simpler tax and easier legal
compliances. The transactions with SEZ’s are deemed exports and imports. The SEZ supply of goods can be
made with cover of bill of entry or without cover of bill of entry.
Process for purchase from SEZ vendor has been explained in this document.
C O M P O N EN T A M O UN T
IGST 2160
GL Entries for import of goods with input tax credit available from SEZ vendor with cover of Bill of Entry,
will be as following:
PA RT IC UL A RS A M O UN T
GL Entries for import of goods with input tax credit available from SEZ vendor without cover of Bill of
Entry, will be as following:
PA RT IC UL A RS A M O UN T
GL Entries for import of goods without input tax credit available from SEZ vendor with cover of Bill of
Entry, will be as following:
PA RT IC UL A R A M O UN T
GL Entries for import of goods without input tax credit available from SEZ vendor without cover of Bill of
Entry, will be as following:
PA RT IC UL A RS A M O UN T
GL Entries for import of fixed asset with input tax credit available from SEZ vendor with cover of Bill of
Entry, will be as following:
PA RT IC UL A R A M O UN T
GL Entries for import of fixed assets with input tax credit available from SEZ vendor without cover of Bill
of Entry, will be as following:
PA RT IC UL A RS A M O UN T
GL Entries for import of fixed asset without input tax credit available from SEZ vendor with cover of Bill of
Entry, will be as following:
PA RT IC UL A R A M O UN T
GL Entries for import of fixed asset without input tax credit available from SEZ vendor without cover of
Bill of Entry, will be as following:
PA RT IC UL A R A M O UN T
NOTE
The GST calculation process for SEZ vendor is same as for an Import vendor.
See Also
Purchase from Foreign Vendor
Import from Foreign Vendor
4/1/2021 • 3 minutes to read • Edit Online
Purchasing goods in India from a place outside India is import of goods. For services, if the supplier is located
outside India, the recipient is located in India and the place of supply is in India, then it is called Import of
services. Purchase of goods and/or services from a foreign vendor is subject to reverse charge i.e. the person
importing goods or services has to remit tax to the government.
Process for purchase from a foreign vendor has been explained in this document.
C O M P O N EN T A M O UN T
GL Entries for import of goods from foreign vendor where input tax credit is available, will be as
following:
PA RT IC UL A RS A M O UN T
GL Entries for import of goods from foreign vendor where input tax credit is not available, will be as
following:
PA RT IC UL A RS A M O UN T
Import of Fixed Asset from foreign vendor, IGST is to be calculated on GST Assessable Value + Basic
Custom Duty.
For example, purchase invoice is issued for INR 10000, Custom Duty INR 1000, GST Assessable Value INR
11000,(IGST @18%) has to be charged. Calculation base: (18% on 11,000 GST Assessable Value + 1,000 BCD)
(12,000*18%).
GST Calculation will appear in the Fact Box, as following:
C O M P O N EN T A M O UN T
GL Entries for import of goods from foreign vendor where input tax credit is available, will be as
following:
PA RT IC UL A RS A M O UN T
GL Entries for import of goods from foreign vendor where input tax credit is not available, will be as
following:
PA RT IC UL A RS A M O UN T
C O M P O N EN T A M O UN T
IGST 1800
GL Entries for import of services from foreign vendor where input tax credit is available, will be as
following:
PA RT IC UL A RS A M O UN T
GL Entries for import of services from foreign vendor where input tax credit is not available, will be as
following:
PA RT IC UL A RS A M O UN T
C O M P O N EN T A M O UN T
IGST 1800
GL Entries for import of services from import associate vendor where input tax credit is available,will be
as following:
PA RT IC UL A R A M O UN T
GL Entries for import of services from import associate vendor where input tax credit is not available, will
be as following :
PA RT IC UL A R A M O UN T
NOTE
Import Transaction should be in Foreign Currency.
See Also
Purchase from Vendor with Overseas Place of Supply
Purchase of Services for Overseas Place of Supply
from Registered Vendor
4/1/2021 • 2 minutes to read • Edit Online
The supply of goods or services or both when the supplier is located in India and the place of supply is outside
India shall be treated to be a supply of goods or services or both in the course of inter-state trade or commerce.
The process of computing tax on purchase from vendor with overseas place of supply has been explained in this
document.
C O M P O N EN T A M O UN T
IGST 1800
GL Entries for purchase of services for overseas place of supply from registered vendor where input tax
credit is available, will be as following:
PA RT IC UL A RS A M O UN T
GL Entries for purchase of services for overseas place of supply from registered vendor where input tax
credit is not available, will be as following:
PA RT IC UL A RS A M O UN T
See Also
GST and TDS on Purchase Transaction
Calculation of Income Tax TDS and GST on
Purchase Transactions
4/1/2021 • 2 minutes to read • Edit Online
There are certain services on which GST applies along with the provisions of TDS under income tax. TDS should
not be calculated on GST amount, in some cases where payment terms is set as 100% advance, full order value
has to be paid as advance payment. In such cases, amount paid to vendor will be inclusive of GST and if TDS has
to deducted while paying amount to vendor, then TDS is deducted only on the base amount and not on GST
amount.
C O M P O N EN T A M O UN T
CGST 900
SGST 900
IGST 1800
TDS 1000
GL Entries for Income Tax TDS and GST in Intra-State purchase transactions, will be as following:
PA RT IC UL A R A M O UN T
GL Entries for Income Tax TDS and GST in Intra-State or Intra-Union Territory purchase transactions
(reverse charge) will be as following:
PA RT IC UL A R A M O UN T
GL Entries for Income Tax TDS and GST in Inter-State purchase transactions, will be as following:
PA RT IC UL A RS A M O UN T
GL Entries for Income Tax TDS and GST in Inter-State purchase transactions (reverse charge), will be as
following:
PA RT IC UL A R A M O UN T
See Also
Purchase Return to Composite Vendor
Purchase Return of Goods and Services to
Composite Vendor or Purchase Return of Exempted
Goods and Services with no GST Impact
4/1/2021 • 2 minutes to read • Edit Online
A composite vendor is a vendor whose aggregate turnover in a financial year does not exceed fifty lakh rupees
and has opted for composition scheme. A composite vendor neither collects tax from the recipient of supplies
nor passes on any credit of Input Tax. Hence, no GST is computed if the purchases are made from a composite
vendor.
A composite vendor has to register himself with the GST authorities and hence registration no. is mandatory on
the vendor card, if the vendor Type is selected as Composite. State Code is also mandatory. No GST entries are
generated for a composite vendor, as a composite vendor is not entitled to collect any tax from the customers.
A buyer may have to return the goods or issue credit note due to various reasons like damaged goods, quality
issues etc.
Process for purchase returns to a composite vendor has been explained in this document.
PA RT IC UL A RS A M O UN T
See Also
Purchase Return to Registered Vendor
Purchase Return to Registered Vendor
4/1/2021 • 2 minutes to read • Edit Online
A registered vendor is a person who is registered with GST authorities. For purchases from registered vendors
for services attracting reverse charge, purchasers themselves has to pay tax to the government. If exempted
goods and services are purchased from registered Vendor, then no GST is to be paid to supplier or to the
Government.
A buyer may have to return the goods or issue credit note due to various reasons like damaged goods, quality
issues etc.
Process for purchase returns to registered vendor has been explained in this document.
C O M P O N EN T A M O UN T
CGST 900
SGST 900
IGST 1800
GL Entries for Intra-State or Intra-Union Territory purchase return of goods, service, fixed asset and item
charge to registered vendor where input tax credit is available, will be as following:
PA RT IC UL A RS A M O UN T
GL Entries for Intra-State or Intra-Union Territory purchase return of goods, service, fixed asset and item
charge to registered vendor where input tax credit is not available, will be as following:
PA RT IC UL A RS A M O UN T
GL Entries for Inter-State purchase return of goods, services, fixed asset, charge item to registered vendor
where input tax credit is available, will be as following:
PA RT IC UL A RS A M O UN T
GL Entries for Inter-State purchase return of goods, services, fixed asset, charge item to registered vendor
where input tax credit is not available, will be as following:
PA RT IC UL A RS A M O UN T
See Also
Purchase Return to Unregistered Vendor (Reverse Charge)
Purchase Return to Unregistered Vendor (Reverse
Charge)
4/1/2021 • 2 minutes to read • Edit Online
Persons whose aggregate turnover in a financial year does not exceed forty lakh rupees are not required to be
registered with the GST authorities. Such persons are called unregistered vendors. Any purchases from
unregistered vendors do not attract GST. However, there are some notified services under GST, on supply of such
services GST is applicable under reverse charge i.e. the purchasers are required to pay GST to the Government.
A buyer may have to return the goods or issue credit note due to various reasons like damaged goods, quality
issues etc.
Process for purchase returns to unregistered vendor has been explained in this document.
C O M P O N EN T A M O UN T
CGST 900
SGST 900
IGST 1800
GL Entries for Intra-State or Intra-Union Territory purchase return of goods, services, fixed asset, charge
item to unregistered vendor where input tax credit is available (reverse charge), will be as following:
PA RT IC UL A RS A M O UN T
GL Entries for Intra-State or Intra-Union Territory purchase return of goods, services, fixed asset, charge
item to unregistered vendor where input tax credit is not available (reverse charge), will be as following:
PA RT IC UL A RS A M O UN T
See Also
Purchase Return to Foreign Vendor
Purchase Credit Memo or Return Order to Foreign
Vendor
4/1/2021 • 2 minutes to read • Edit Online
Purchasing goods in India from a place outside India is import of goods. For services, if the supplier is located
outside India, the recipient is located in India and the place of supply is in India, then it is called Import of
services. Purchase of goods and/or services from a foreign vendor are subject to reverse charge i.e. the person
importing goods or services is required to remit tax to the Government.
A buyer may have to return the goods or issue credit note due to various reasons like damaged goods, quality
issues etc.
Process for purchase returns to foreign vendor has been explained in this document.
C O M P O N EN T A M O UN T
IGST 2160
GL Entries for purchase credit memo or return order for imported goods or fixed asset where input tax
credit is available, will be as following:
PA RT IC UL A RS A M O UN T
GL Entries for purchase credit memo or return order for imported goods or fixed asset where input tax
credit is not available, will be as following:
PA RT IC UL A RS A M O UN T
See Also
Purchase Return to Vendor with Overseas Place of Supply
Purchase Return of Services for Overseas Place of
Supply to Registered Vendor
4/1/2021 • 2 minutes to read • Edit Online
The supply of goods or services or both when the supplier is located in India and the place of supply is outside
India shall be treated to be a supply of goods or services or both in the course of inter-state trade or commerce.
The process of computing tax on purchase return to a vendor with overseas place of supply has been explained
in this document.
C O M P O N EN T A M O UN T
IGST 1800
GL Entries for Return or Credit Note of services for overseas place of supply from registered vendor
where input tax credit is available, will be as following:
PA RT IC UL A RS A M O UN T
GL Entries for Return or Credit Note of services for overseas place of supply from registered vendor
where input tax credit is not available, will be as following:
PA RT IC UL A RS A M O UN T
See Also
GST Overview
GST on Journals where Services are Paid Directly
through Cash or Bank
4/1/2021 • 2 minutes to read • Edit Online
Invoice and credit memo can be posted from journals. GST calculation logic for journals will be same as GST
calculation for documents.
GST calculation process has been explained in this document.
C O M P O N EN T A M O UN T
CGST 900
SGST 900
IGST 1800
GL Entries for Intra-State or Intra-Union Territory purchase of services where service provider is
unregistered, will be as following:
PA RT IC UL A RS A M O UN T
PA RT IC UL A RS A M O UN T
TIP
In case of Inter-State purchase of services, IGST will be applicable.
See Also
GST on Advance Payment to Vendor
GST on Advance Payment Made to Vendor, with
Reverse Charge
4/1/2021 • 2 minutes to read • Edit Online
The tax needs to be paid if supplier gets the payment first, therefore we need to calculate GST at the time of
advance payment made to the vendor. However, when ‘supplier of goods’ receives advance payment, he is not
required to pay GST at the time of the receipt of advance payment, while GST is required to be paid in case of
supply of services.
The process of GST calculation on advance payment to vendor has been explained in this document.
Create a general journal or a bank or cash payment voucher
1. Choose the icon, enter General Journal or Bank Payment Voucher or Cash Payment Voucher , and
then choose the related link.
2. Select Vendor in account type and select relevant Vendor Code , GST vendor type and registration number
should be filled in vendor master.
3. Select G/L Account or Bank Account in balancing account type, and select the cash or the bank account.
4. Advance Payment made to vendor does not include tax payment, as the purchaser is liable to pay tax under
reverse charge. Hence, tax is applied straight away on base.
5. GST on Advance Payment field needs to be activated on General Journal Line for computation of GST on
Advance Payment. In addition, GST Group code and GST Place of Supply should not be blank for computation
of GST.
For example, advance payment made to vendor against supply of services of INR 10,000 on which 18% GST (9%
CGST and 9% SGST/UTGST in case of Intra-State or Intra-Union Territory transaction or 18% IGST in case of
Inter-State transaction) has to be charged.
GST Calculation will appear in the Fact Box as following:
C O M P O N EN T A M O UN T
CGST 900
SGST 900
IGST 1800
PA RT IC UL A RS A M O UN T
PA RT IC UL A RS A M O UN T
TIP
In case of Inter-State Advance Payment, IGST will be calculated.
See Also
GST Application of Payment and Invoice
GST on Advance Payment or Normal Payment
Application with Purchase Invoice
4/1/2021 • 4 minutes to read • Edit Online
An advance payment made to vendor for a transaction that is subject to reverse charge is to be reported in
GSTR-2.
If the advance payment is applied to the invoice in the same month, then such applications need not be
disclosed in GSTR-2. However, if advance payment is paid in a month and is applied to invoice in the subsequent
month, then this application is to be reported in GSTR-2.
Process for application and un-application of payment and invoice has been explained in this document
C O M P O N EN T A M O UN T
CGST 900
SGST 900
PA RT IC UL A RS A M O UN T
Later invoice for service purchase issued by vendor for INR 20,000 and 18% GST (i.e. 9% CGST and 9%
SGST/UTGST), will be charged.
GST Calculation will appear in the Fact Box, as following:
C O M P O N EN T A M O UN T
CGST 1800
SGST 1800
GL Entries for application of an advance payment with an invoice for services, where input tax credit is
available:
PA RT IC UL A RS A M O UN T
GL Entries for application of an advance payment with an invoice for services, where input tax credit is
not available:
PA RT IC UL A RS A M O UN T
-900
If this is found that the payment and invoice was wrongly applied and the application needs to be reversed, in
such a case un-apply functionality can be used. Un-application entries are same for both online application and
offline application.
GL Entries for un-application of an advance payment with an invoice for services, where input tax credit is
available:
PA RT IC UL A RS A M O UN T
GL Entries for un-application of an advance payment with an invoice of services, where input tax credit is
not available:
PA RT IC UL A RS A M O UN T
C O M P O N EN T A M O UN T
PA RT IC UL A RS A M O UN T
If this is found that the payment and invoice was wrongly applied and the application needs to be reversed, in
such a case un apply functionality can be used. Un-application entries are same for both online application and
offline application.
GL Entries for un-application of invoice with normal payment:
PA RT IC UL A RS A M O UN T
TIP
Note: In case of Inter-State Purchase, IGST will be calculated.
See Also
GST on Advance Receipt from Customer
GST on Advance Payment Received from Customer
4/1/2021 • 2 minutes to read • Edit Online
The advance payments received from the customers may need to be reported in GSTR-1 along with GST Rates.
Process of GST calculation on advance payment from customer has been explained in this document.
Create a general journal or a bank or cash receipt voucher
1. Choose the icon, enter General Journal or Bank Payment Voucher or Cash Receipt Voucher , and
then choose the related link.
2. Select Customer in account type and select relevant Customer Code , GST customer type and registration
number should not be blank on customer master.
3. Select G/L Account or Bank Account in balancing account type, and select the cash or bank account.
4. GST on Advance Payment field needs to be activated in General Journal Line for computation of GST on
Advance Payment. In addition, GST Group code and GST Place of Supply are to be entered for computation of
GST.
For example, advance payment received from customer for INR 10000 on which 18% GST (i.e. 9% CGST and 9%
SGST/UTGST) has to be charged.
GST calculation will appear in the Fact Box, as following:
C O M P O N EN T A M O UN T
PA RT IC UL A RS A M O UN T
PA RT IC UL A RS A M O UN T
TIP
In case of Inter-State Advance Payment, IGST will be calculated.
See Also
GST Application of Receipt and Invoice
GST on Advance Payment and Application with
Sales Invoice
4/1/2021 • 2 minutes to read • Edit Online
GST can also be liable at the time of receiving advance payment from customer. If advance payment is applied to
an invoice in the same month, then such applications need not be disclosed in GSTR-1. However, if advance
payment is paid in a month and is applied to invoice in the subsequent month, then this application needs to be
reported in GSTR-1.
Process of application of advance payment from customer and sale invoice has been explained in this document.
For example, service amount is INR 20000 and customer made an advance payment of INR 10,000 and 18%
GST (i.e. 9% CGST and 9% SGST/UTGST) has to be charged on the advance payment.
GST Calculation will appear in the Fact Box, as following:
C O M P O N EN T A M O UN T
Later sales invoice for services is issued to the customer for INR 20,000. 18% GST (i.e. 9% CGST and 9%
SGST/UTGST in case of Intra-State or Intra-Union Territory transaction or 18% IGST in case of Inter-State
transaction) has to be charged on the invoice amount.
GST calculation will appear in the Fact Box, as following:
C O M P O N EN T A M O UN T
CGST 1800
SGST 1800
GL Entries for application of advance payment with sales invoice, will be as following:
PA RT IC UL A RS A M O UN T
TIP
An advance receipt and invoice application cannot be unapplied, if the tax liability on both is discharged through GST
Settlement Screen.
PA RT IC UL A RS A M O UN T
TIP
In case of Inter-State Sale, IGST will be calculated.
See Also
GST and TCS on Customer Advance
GST and TCS on Advance Customer Payments
4/1/2021 • 2 minutes to read • Edit Online
Assessee is liable for paying GST and TCS at the time of receiving advance payment from customer.
Mandatory fields in cash or bank receipt voucher
1. Choose the icon, enter Bank Receipt Voucher or Cash Receipt Voucher , and then choose the related
link.
2. Select Customer in Account Type field and select relevant customer code in Account No. field.
3. Select G/L Account for cash or Bank Account for bank in Bal. Account Type field, and select relevant
cash or bank account in Bal. Account No. field.
4. Select relevant TCS Nature of Collection, GST Group Code, HSN/SAC Code, Location Code on journal line.
5. GST on Advance Payment should be marked true.
For example, service amount is INR 20000 and customer made an advance payment of INR 10,000, 18% IGST
and 1% TCS has to be charged on the advance payment.
GST Calculation will appear in the Fact Box, as following:
C O M P O N EN T A M O UN T
PA RT IC UL A RS A M O UN T
Later sales invoice for services is issued to the customer for INR 20,000, 18% IGST and 1% TCS has to be
charged on the invoice amount, and the advance receipt from customer will be applied with the invoice.
Mandatory fields on sales invoice
1. Choose the icon, enter Sales Invoice , and then choose the related link.
2. Select Customer on Sales Invoice header.
3. Select G/L Account for service or Item for goods on Sales Invoice line.
4. Select relevant TCS Nature of Collection on Sales Invoice line.
5. GST Group Code, HSN/SAC Code, GST Credit should have a value in G/L Account or Item card.
6. Location Code field should not be blank on both Sales Invoice header and line.
7. Select the advance payment in Applies to Doc. No. field on Sales Invoice header.
GST calculation will appear in the Fact Box, as following:
C O M P O N EN T A M O UN T
GST and TCS will be calculated on the remaining amount, i.e. Invoice Amount - Advance Payment Amount. If
advance payment is not applied with the sales invoice then GST and TCS will be calculated on the whole invoice
amount.
On posting of sales invoice, GL Entries will be following:
PA RT IC UL A RS A M O UN T
TIP
In case of Intra-State Sale, CGST and SGST/UTGST will be calculated.
See Also
GST and TDS on Vendor Advance
GST and TDS on Vendor Advance Payments
4/1/2021 • 2 minutes to read • Edit Online
Liability of paying GST and TDS arises at the time of advance payment to vendor.
Mandatory fields in cash or bank payment voucher
1. Choose the icon, enter Bank Payment Voucher or Cash Payment Voucher , and then choose the
related link.
2. Select Vendor in Account Type field and select relevant vendor code in Account No. field.
3. Select G/L Account for cash or Bank Account for bank in Bal. Account Type field, and select relevant
cash or bank account in Bal. Account No. field.
4. Select relevant TDS Section, GST Group Code, HSN/SAC Code, Location Code on journal line.
5. GST on Advance Payment should be marked true.
For example, service amount is INR 20000 and advance payment made to vendor for INR 10000, 18% GST (i.e.
9% CGST and 9% SGST/UTGST) and 10% TDS has to be charged.
GST calculation for Intra-State or Intra-Union Territory transactions will appear in the Fact Box, as
following:
C O M P O N EN T A M O UN T
PA RT IC UL A RS A M O UN T
Later invoice for service purchase issued by vendor for INR 20,000, 18% GST (i.e. 9% CGST and 9%
SGST/UTGST) and 10% TDS, will be charged, and the advance payment will be applied with the invoice.
Mandatory fields on purchase invoice
1. Choose the icon, enter Purchase Invoice , and then choose the related link.
2. Select Vendor on Purchase Invoice header.
3. Select G/L Account for service on Purchase Invoice line.
4. Select TDS Section on Purchase Invoice line.
5. GST Group Code, HSN/SAC Code, GST Credit should have a value in G/L Account card.
6. Location Code field should not be blank on both Purchase Invoice header and line.
7. Apply the advance payment in Applies to Doc. No. field on Purchase Invoice header.
GST calculation will appear in the Fact Box, as following:
C O M P O N EN T A M O UN T
GST and TDS will be calculated on the remaining amount, i.e. Invoice Amount - Advance Payment Amount. If
advance payment is not applied with the purchase invoice then GST and TDS will be calculated on the whole
invoice amount.
On posting the purchase invoice, GL Entries will be as following:
PA RT IC UL A RS A M O UN T
TIP
Note: In case of Inter-State Purchase, IGST will be calculated.
See Also
GST on Journals
GST Exempted Sales
4/1/2021 • 2 minutes to read • Edit Online
Sales made to an exempted customer are known as exempt sales. GST customer type shall be selected as
Exempted. No GST is computed on such transactions.
Process of sale to unregistered customer has been explained in this document.
PA RT IC UL A RS A M O UN T
GL Entries for Sales Credit Memo for Exempted Sales, will be as following:
PA RT IC UL A RS A M O UN T
See Also
Sale to Registered and Unregistered Customer
Sales to Registered or Unregistered Customer
4/1/2021 • 2 minutes to read • Edit Online
Sales to a registered customer are known as B2B sales, sales to an unregistered customer are known as B2C
sales. There is no difference in computation of tax for a B2B and B2C sales. However, they are required to be
reported separately in GSTR-1.
Process of sales to registered or unregistered customer has been explained in this document.
C O M P O N EN T A M O UN T
CGST 900
SGST 900
IGST 1800
GL Entries for Intra-State or Intra-Union Territory sale of goods to registered or unregistered customer,
will be as following:
PA RT IC UL A RS A M O UN T
GL Entries for Inter-State sale of goods to registered or unregistered customer, will be as following:
PA RT IC UL A RS A M O UN T
GL Entries for Intra-State or Intra-Union Territory sale of services to registered or unregistered customer,
will be as following:
PA RT IC UL A R A M O UN T
GL Entries for Inter-State sale of services to registered or unregistered customer, will be as following :
PA RT IC UL A R A M O UN T
TIP
System will automatically update 'Nature of Supply' for Registered customer as B2B and for Unregistered customer as
B2C.
See Also
Sale to Foreign Customer
Export of Goods and Services to Foreign Customer
4/1/2021 • 2 minutes to read • Edit Online
Export of goods is defined as taking goods out of India to a place outside India. Export of services means the
supply of services where the supplier of service is located in India, recipient of service is located outside India
and the place of supply is outside India. Exports can be without Payment of duty or with payment of duty.
Process of sale to foreign customer has been explained in this document.
C O M P O N EN T A M O UN T
IGST 1800
GL Entries for export of goods and/or services with payment of duty to Foreign Customer, SEZ Unit, SEZ
Development Customer will be as following:
PA RT IC UL A RS A M O UN T
GL Entries for export of goods and/or services without payment of duty to Foreign Customer, SEZ Unit,
SEZ Development Customer will be as following:
PA RT IC UL A RS A M O UN T
See Also
Sale to Registered Customer with Overseas POS
Sale of Services to Overseas Place of Supply to
Registered Customer
4/1/2021 • 2 minutes to read • Edit Online
GST is destination based tax i.e consumption tax, which means tax will be levied where goods and services are
consumed and will accrue to that state. The supply of goods or services or both when the supplier is located in
India and the place of supply is outside India shall be treated to be a supply of goods or services or both in the
course of inter-state trade or commerce.
Process of sale to a registered customer with overseas place of supply has been explained in this document.
C O M P O N EN T A M O UN T
IGST 1800
GL Entries for Intra-State Sale of services to overseas place of supply to registered customer, will be as
following:
PA RT IC UL A RS A M O UN T
See Also
GST and TCS on Sales Transaction
Calculation of TCS as per the Income Tax Act, 1961
and GST on Sales Transactions
4/1/2021 • 2 minutes to read • Edit Online
The Government has placed the responsibility on the e-commerce operators to collect the ‘tax’ at a specified rate
from the supplier. This shall be done by the Operator by paying the supplier the price of the product or services,
less the tax, calculated at the specified rate.
The process of calculation of TCS and GST has been explained in this document.
C O M P O N EN T A M O UN T
CGST 900
SGST 900
TCS 100
PA RT IC UL A RS A M O UN T
See Also
GST Kerala Flood Cess
GST and Kerala Flood Cess on Sales Transaction
4/1/2021 • 2 minutes to read • Edit Online
Kerala Flood CESS (KFC) is applicable on all intra-state supplies of goods and/or services, made by taxable
person to an unregistered person i.e. B2C supplies. Kerala Flood CESS is required to be shown separately on the
invoice.
C O M P O N EN T A M O UN T
CGST 900
SGST 900
KFC 100
On posting the sales invoice for Intra-State or Intra-Union Territory sale of goods to unregistered
customer, GL Entries will be as following:
PA RT IC UL A RS A M O UN T
TIP
System will automatically update 'Nature of Supply' B2C for Unregistered Customer.
See Also
Exempted Sales
Sales Return of Goods from Registered or
Unregistered Customer
4/1/2021 • 2 minutes to read • Edit Online
Sales to a registered customer are known as B2B sales, sales to an unregistered customer are known as B2C
sales. There is no difference in computation of tax for a B2B and B2C sales. However, they are required to be
reported in separately in GSTR-1.
A customer may require to return the goods or issue credit note due to various reasons like damaged goods,
quality issues etc.
Process of sale return from registered or unregistered customer has been explained in this document.
C O M P O N EN T A M O UN T
CGST 900
SGST 900
GL Entries for Intra-State Sales Return of Goods from Registered or Unregistered Customer, will be as
following:
PA RT IC UL A RS A M O UN T
GL Entries for Inter-State Sales Return of Goods from Registered or Unregistered Customer, will be as
following:
PA RT IC UL A RS A M O UN T
GL Entries for Intra-State Sales Return of Services from Registered or Unregistered Customer, will be as
following:
PA RT IC UL A RS A M O UN T
GL Entries for Inter-State Sales Return of Services from Registered or Unregistered Customer, will be as
following:
PA RT IC UL A RS A M O UN T
See Also
Sale Return from Registered Customer with Overseas POS
Return or Credit Note of Services for Overseas
Place of Supply to Registered Customer
4/1/2021 • 2 minutes to read • Edit Online
GST is destination based tax i.e consumption tax, which means tax will be levied where goods and services are
consumed and will accrue to that state. The supply of goods or services or both when the supplier is located in
India and the place of supply is outside India shall be treated to be a supply of goods or services or both in the
course of inter-state trade or commerce.
A customer may require to return the goods or issue credit note due to various reasons like damaged goods,
quality issues etc.
Process of sale return from a registered customer with overseas place of supply has been explained in this
document.
C O M P O N EN T A M O UN T
IGST 1800
GL Entries for Intra-State Return or Credit Note of services for overseas place of supply to registered
customer, will be as following:
PA RT IC UL A RS A M O UN T
See Also
Sale Return from Registered and Unregistered Customer
Stock Transfer
4/1/2021 • 2 minutes to read • Edit Online
Stock transfers between locations, branches or divisions having different registration numbers are taxable under
GST. In such a case, where registration number is same, if the shipment location and recipient location both are
in the same state, then CGST and SGST/UTGST are levied, other-wise, where the registration number is same,
there shall be no levy.
1. Choose the icon, enter Transfer Order , and then choose the related link.
2. Select Transfer-from Code and Transfer-to Code on Transfer Order header. State Code and GST
registration number should be filled on the location master.
3. Select Item on Transfer Order line. GST Group Code, HSN/SAC Code should be filled on Item .
For example, inventory for INR 1000 is being transferred from one location to another and 18% GST (9% CGST
and 9% SGST/UTGST in case of Intra-State or Intra-Union Territory transaction or 18% IGST in case of Inter-State
transaction) has to be charged on INR 1000.
GST calculation will appear in the Fact Box, as following:
C O M P O N EN T A M O UN T
IGST 180
CGST 90
SGST 90
PA RT IC UL A RS A M O UN T
GL Entries for receipt transaction in case of Interstate stock transfer, will be as following:
PA RT IC UL A RS A M O UN T
GL Entries for shipment transaction in case of Intra-State or Intra-Union Territory stock transfer, will be as
following:
PA RT IC UL A RS A M O UN T
GL Entries for receipt transaction in case of Intra-State or Intra-Union Territory stock transfer, will be as
following:
PA RT IC UL A RS A M O UN T
See Also
GST Service Transfer
Service Transfer
4/1/2021 • 2 minutes to read • Edit Online
Service transfers between locations, branches or divisions having different registration numbers are taxable
under GST. In such a case, if services transferred within the state from one location to another, then CGST and
SGST/UTGST will be levied, other-wise, where the registration number is same, there shall be no levy. Service
transferred from one state to another state, then IGST will be levied.
C O M P O N EN T A M O UN T
IGST 1800
CGST 900
SGST 900
On posting of shipment in case of Intra-State or Intra-Union Territory service transfer, GL Entries will be
as following:
PA RT IC UL A RS A M O UN T
On posting of receipt in case of Intra-State or Intra-Union Territory service transfer, GL Entries will be as
following:
PA RT IC UL A R A M O UN T
PA RT IC UL A R A M O UN T
PA RT IC UL A R A M O UN T
See Also
GST Stock Transfer
Setting Up GST for Bank Charges
4/1/2021 • 3 minutes to read • Edit Online
As per GST Law, GST is applicable on bank charges and ITC can be availed for specified services. As per Rule
54(2) of CGST Rules, 2017, Banks shall issue a tax invoice or any other document in lieu of tax invoice. In case if
an invoice is not provided by the bank, then the bank statement shall be deemed to be an invoice. Such
document shall be construed as Tax invoice even if it is not serially numbered and whether or not it contains the
address of recipient of taxable service.
Bank charges can be Intrastate or Interstate. CGST & SGST are applicable if the bank and customer are located in
the same state. IGST is applicable if both are in different states.
The place of supply of banking and other financial services to any person shall be the location of the recipient of
services on the records of the supplier of services. If the location of recipient of services is not on the records of
the supplier, the place of supply shall be the location of the supplier of services.
The place of supply of banking and other financial services shall be the location of the supplier of services. If any
services are received from a foreign bank by an Indian customer, then the place of supply for such services
becomes the place where the foreign bank is located i.e. outside India and hence any charges collected towards
such services are not subject to India GST.
The following setups are required:
Bank Accounts
Bank Charges Master
Bank Charges Deemed Value Setup
State Code This field is required for GST calculation in Bank Charges
transactions.
GST Registration Status GST Registration type can be Blank or Registered. If GST
registration No. is added in Bank Account Master the
status will be updated as Registered.
Foreign Exchange Specifies the Bank Charges that are applicable on Foreign
Exchange Sales or Purchase under GST. For foreign
Exchange bank charges, the GST calculation is based on
Deemed Value of purchase or sale.
HSN/SAC All HSN/SAC Codes for GST Group code selected above
shall be displayed as a dropdown for this field, business
user has to select appropriate code.
Bank Charges Code Specifies the code of Bank Charge from drop down list.
Lower Limit Specifies the lower limit of the bank charge code.
Upper Limit Specifies the upper limit of the bank charge code.
As per Rule 54(2) of CGST Rules, 2017, Banks shall issue a tax invoice or any other document in lieu of tax
invoice. In case if an invoice is not provided by the bank, then the bank statement shall be deemed to be an
invoice. Such document shall be construed as Tax invoice even if it is not serially numbered and whether or not it
contains the address of recipient of taxable service.
Process for GST calculation on bank charges has been explained in this document.
GST calculation on bank charges
1. Choose the icon, enter Bank Payment Voucher , and then choose the related link.
2. Select G/L Account in Account Type field and select relevant general ledger account in Account No. field.
3. Select Bank Account in Bal. Account Type field and select relevant bank account in Bal. Account No.
field.
4. GST Registration No. and GST Registration Status fields should not be blank on Bank Account .
5. Location Code should not be blank on Bank Payment Voucher .
6. Bank Charge field should be marked true, select Process on the ribbon and click on Bank Charges ->
select Bank Charge code and system will calculate the GST on bank charge amount. GST Credit , GST
Group Code and HSN/SAC Code should not be blank on Bank Charge Code.
GST on bank charges
Intra-State Bank Payment with GST on Bank Charges where Input Tax Credit is available, for example bank
charge of INR 10000 to be paid to bank and GST (9% CGST and 9% SGST) has to be calculated on bank charges
amount.
GST calculation will appear in the Fact Box, as following:
C O M P O N EN T A M O UN T
CGST 900
SGST 900
Once posted the bank payment GL entries for Intra-state bank charges with GST where Input Tax Credit is
available, will be as following:
PA RT IC UL A RS A M O UN T
Inter-State Bank Payment with GST on Bank Charges where Input Tax Credit is available, for example bank
charge of INR 10000 to be paid to bank and 18% IGST has to be calculated on bank charges amount.
GST calculation will appear in the Fact Box, as following:
C O M P O N EN T A M O UN T
IGST 1800
Once posted the bank payment GL entries for Inter-state bank charges with GST where Input Tax Credit is
available, will be as following:
PA RT IC UL A RS A M O UN T
Intra-State Bank Payment with GST on Bank Charges where Input Tax Credit is not available, for example bank
charge of INR 10000 to be paid to bank and GST (9% CGST and 9% SGST) has to be calculated on bank charges
amount.
GST calculation will appear in the Fact Box, as following:
C O M P O N EN T A M O UN T
CGST 900
SGST 900
Once posted the bank payment GL entries for Intra-state bank charges with GST where Input Tax Credit is
not available, will be as following:
PA RT IC UL A RS A M O UN T
Inter-State Bank Payment with GST on Bank Charges where Input Tax Credit is not available, for example bank
charge of INR 10000 to be paid to bank and 18% IGST has to be calculated on bank charges amount.
GST calculation will appear in the Fact Box, as following:
C O M P O N EN T A M O UN T
IGST 1800
Once posted the bank payment GL entries for Inter-state bank charges with GST where Input Tax Credit is
not available, will be as following:
PA RT IC UL A RS A M O UN T
BANK M IN . MAX
C H A RGE LO W ER UP P ER DEEM ED DEEM ED F IXED
C O DE L IM IT L IM IT F O RM UL A VA L UE VA L UE DEEM ED % A M O UN T
C O M P O N EN T A M O UN T
CGST 9%
SGST 9%
IGST 18%
Once posted the bank payment GL entries for Intrastate Bank Receipt Voucher with Document Type as
Refund for Bank Charges and GST is posted with Credit Availment and GST Document Type Invoice, will
be as following:
DO C UM EN T T Y P E PA RT IC UL A RS A M O UN T
The bank payment GL entries for Intrastate Bank Receipt Voucher with Document Type as Payment for
Bank Charges and GST is posted with Credit Availment and GST Document Type as Invoice, will be as
following:
DO C UM EN T T Y P E PA RT IC UL A RS A M O UN T
The bank payment GL entries for Intrastate Bank Receipt Voucher with Document Type as Refund for Bank
Charges and GST is posted with Credit Non-Availment and GST Document Type as Invoice, will be as
following:
DO C UM EN T T Y P E PA RT IC UL A RS A M O UN T
DO C UM EN T T Y P E PA RT IC UL A RS A M O UN T
See Also
GST Bank Charges Overview
Setup for GST TDS and GST TCS
4/1/2021 • 2 minutes to read • Edit Online
This topic explains the requirement and the process of setting up GST TDS and GST TCS.
GST TDS
As per Section 51 of CGST Act, recipient of goods and services shall deduct TDS of 2% on payment amount
where contract amount exceeds INR 250000. The recipient will issue a certificate for the tax amount deducted
against the payment made for contract to supplier. Recipient will pay the deducted amount to government and
the same is reflected in supplier’s electronic ledger entry, which he can further adjust it against liability.
GST TCS
As per Section 52 of CGST Act, 2017, every e-commerce operator is required to collect tax at the rate of 1%
(0.5% of CGST and 0.5% of SGST for intra state supply or 1% of IGST on interstate supply) on the net value of
taxable supplies provided the supplier is supplying goods or services through e-commerce operator (online
market place) and consideration with respect to the supply is to be collected by the said e-commerce operator
The taxable supplies includes total sales and returns. The GST TCS amount collected by e-commerce operator
shall be paid to GSTIN and the same will be reflected as available credit for supplier in their electronic cash
ledger that can be utilized to setoff liability. Corrections are allowed before GST TCS amount is paid to GSTIN by
e-commerce operator. Hence, there will not be any refund or negative credit. If refund of payment is to be paid
by supplier to e-commerce operator then, full amount (without GST TCS) shall be considered. GST TCS to be
calculated on Invoice amount excluding GST. The Credit Memo amount excluding GST should be deducted from
Invoice amount for the period before calculating GST TCS. GST TCS can be calculated for a given period, which
can be week, fortnight or a month. GST TDS is applicable only for Registered Suppliers The calculation of GST
TCS is provided on Bank or Cash Payment and Receipt Vouchers.
GST TDS TCS Type Specify the relevant type, for example: TDS, TCS.
GST TCS can be applicable for Registered Vendor. On posting of GST TCS transaction against Vendor, system
updates 'Liable to Pay' field in GST TDS/TCS Entry table as 'TRUE'. The GST TCS entries that have 'Liable to Pay'
field 'TRUE' will be shown on settlement page. The GST TCS Liability can only be paid through Cash or Bank. It
cannot be set off against any available credit.
For example, INR 1000 paid to the vendor and 1% GST TCS (0.50% CGST, 0.50% SGST for Intra-State or Intra-
Union Territory and 1% IGST for Inter State) has to be calculated on payment amount.
1. GST calculation will appear in the Fact Box on Bank or Cash Payment Voucher, as following:
C O M P O N EN T A M O UN T
CGST Amount 5
SGST Amount 5
IGST Amount 10
GST TDS/TCS Base Amount Specify the GST TCS calculation base amount.
PA RT IC UL A RS A M O UN T
PA RT IC UL A RS A M O UN T
See Also
GST TDS TCS on Receipt
GST TCS on Customer Payments
4/1/2021 • 3 minutes to read • Edit Online
GST TCS can be liable on cash or bank payment from customer. The GST TCS entries which are not reversed will
be part of settlement. Business user can reverse the GST TCS entries before settlement is posted. The GST TCS
entries which have Credit Availed field 'TRUE' will be shown on settlement page. User can manually enter
amount in GST TCS Credit Utilized field for utilizing against the liability.
1. Choose the icon, enter Bank Receipt Voucher or Cash Receipt Voucher , and then choose the
related link.
2. Fill in the fields as described on Bank Receipt Voucher or Cash Receipt Voucher .
GST TDS/TCS Base Amount Specify the GST TCS calculation base amount.
For example, INR 1000 paid by the customer and 1% GST TCS (0.50% CGST, 0.50% SGST for Intra-State or Intra-
Union Territory and 1% IGST for Inter State) has to be charged on the payment amount.
GST Calculation will appear in the Fact Box on Bank or Cash Receipt Voucher, as following:
C O M P O N EN T A M O UN T
CGST Amount 5
SGST Amount 5
C O M P O N EN T A M O UN T
IGST Amount 10
On posting of voucher for GST TCS - Intrastate Transaction, GL Entries will be as following:
PA RT IC UL A RS A M O UN T
On posting of voucher for GST TCS - Interstate Transaction, GL Entries will be as following:
PA RT IC UL A RS A M O UN T
GST TDS/TCS Base Amount Specify the GST TCS calculation base amount.
For example, INR 1000 received from customer and 2% GST TDS (1% CGST, 1% SGST for Intra-State or Intra-
Union Territory and 2% IGST for Inter State) has to be charged.
GST calculation will appear in the Fact Box on Cash or Bank Receipt Voucher, as following:
C O M P O N EN T A M O UN T
CGST Amount 10
SGST Amount 10
IGST Amount 20
On posting of voucher for GST TDS - Intrastate Transaction, GL Entries will be as following:
PA RT IC UL A RS A M O UN T
On posting of voucher for GST TDS - Interstate Transaction, GL Entries will be as following:
PA RT IC UL A RS A M O UN T
This topic explains the process of adjusting GST Credit and GST Liability for open reverse charge goods and
services invoices.
For reverse charge invoices of goods, GST Liability and Credit shall be generated immediately, or in next
30 days from date of issue of supplier invoice, if payment to supplier is not made against it.
For reverse charge for service invoices, GST Liability and Credit shall be generated immediately, or 60
days from date of issue of supplier invoice, if payment to supplier is not made against it.
User can generate GST liability and credit for open reverse charge service invoice through GST Liability
Adjustment.
1. Choose the icon, enter GST Liability Adjustment , and then choose the related link.
2. Select the following in the request page
Adjustment Document No. System will generate number from number series
assigned in Purchases & Payable Setup
GST Registration No. System will list only transactions posted with selected
GST Registration No.
Liability Date Formula Enter 0D, 30D or 60D. For example, if 60D is
mentioned, the system will reverse count 60 days
from posting date for arriving Liability Filter Date
Vendor No. System will list invoice from this vendor only
External Document No. System will verify only for this document
For example, vendor issued invoice for INR 10000, in an Intra-State or Intra-Union Territory transaction, and GST
18% (9% CGST and 9% SGST), has to be charged.
GL Entries at the time of posting invoice where Input Tax Credit is available, will be as following:
PA RT IC UL A RS A M O UN T
GL Entries at the time of posting invoice where Input Tax Credit is not available, will be as following:
PA RT IC UL A RS A M O UN T
GL Entries for Generating GST Liability and GST Credit where Input Tax Credit is available, will be as
following:
PA RT IC UL A RS A M O UN T
GL Entries for Generating GST Liability and GST Credit where Input Tax Credit is not available, will be as
following:
PA RT IC UL A RS A M O UN T
GL Entries for Reversing GST Liability and GST Credit where Input Tax Credit is available, will be as
following:
PA RT IC UL A RS A M O UN T
GL Entries for Reversing GST Liability and GST Credit where Input Tax Credit is not available, will be as
following:
PA RT IC UL A RS A M O UN T
TIP
In case of Inter-state Reverse Charge Service purchase, IGST Liability and IGST Credit will get generated.
See Also
GST TDS TCS Overview
GST Reconciliation
4/1/2021 • 4 minutes to read • Edit Online
Overview
Line wise details of all invoices, supplementary invoices, debit notes and credit notes issued by a vendor or
supplier towards Outward supplies made during a month shall be reported in GSTR-1 by 10th of the
succeeding month.
Sales uploaded by the supplier or vendor in GSTR-1 are auto-reflected in GSTR-2A and GSTR-2 of the buyer
as Inward supplies. For example, if the buyer purchases goods or services from 100 vendors in a month, the
details of all such purchases will be reflected in GSTR-2A & GSTR-2 of the buyer, provided all 100 vendors
have uploaded their sales in GSTR-1.
Purchase transactions posted in the system for preceding month shall be reconciled with the supplier-
uploaded information in GSTR-2A. However, there may be certain discrepancies between the two, due to the
following reasons:
Supplier or suppliers have ignored to upload invoice details in their GSTR-1
Supplier entered wrong GSTIN of the buyer
Omission of entering any invoice by the buyer
Invoice No. & Date, Tax Amounts may have wrongly entered by the buyer in there books of account.
The buyer can add, modify and delete the auto-populated information in GSTR-2. Such information is made
available to supplier in GSTR-1A. The supplier can accept or reject the modifications made by the buyer and
supplier’s GSTR-1 shall stand amended to the extent of modifications accepted.
Buyer can avail credit with respect to invoice lines matched with the information in GSTR-2A. Though buyer
can avail mismatched credit on a provisional basis, the same will get auto-reversed, if the supplier fails to
upload invoices.
To summarize, Reconciliation feature is required to:
Identify the purchase transactions, which are matched or unmatched with GSTR-2A.
To ascertain the modifications required to be made in GSTR-2 and follow up the supplier to accept the
same
Monitor unmatched transaction lines, if credit is availed on a provisional basis.
Purchases as per the books of account of buyer shall be matched with the supplier-uploaded information in
GSTR-2A, every month before uploading GSTR-2 by the buyer.
GST Reconciliation Field No. Specifies the relevant reconciliation field against the
component.
GST Reconciliation Field Name Specifies the description of the reconciliation field.
ISD Ledger Field No. Specifies the relevant input service distribution field
against the component.
ISD Ledger Field Name Specifies the description of the input service
distribution field.
See Also
GST E-Way Bill
E-Way Bill
4/1/2021 • 2 minutes to read • Edit Online
An electronic way bill or e-Way Bill is essential for the transport of goods that are worth more than INR 50,000.
There are also some goods for which an e-way bill is essential even if the amount does not exceed INR 50,000.
E-Way Bill Template is designed to meet the formats or requirements provided by government.
Business user will be able to generate excel file from system which will be helpful for them to enter data into
E-Waybill JSON Preparation tool. Business user can copy and paste data from excel sheet exported from
system to preparation tool.
Transactions posted through Journals will not be a part of E-Waybill template report. User will be able to
generate E-Waybill template against transactions posted from documents only.
User will be able to generate E-Waybill for movement of goods for Transfers (shipment), Sales and Purchase
transactions. System will only consider Items and FA with GST Group Type as 'Goods' in this report.
Location Registration No. Specifies the GST registration number for which
report will be generated.
See Also
GST Input Cedit Adjustment
GST Input Tax Credit Adjustments
4/1/2021 • 6 minutes to read • Edit Online
This topic explains the requirement and process of GST credit adjustment.
Credit Adjustment Journal
Credit Adjustment for Reverse Charge Transactions
Credit Adjustment Entry Process
Permanent reversal If it is certain that the vendor will never upload the
invoice information in GSTN portal, then the credit
posted to respective GST Mismatch Account and post
the same into respective GST expense account.
Accounting Entries
Credit Reversal Credit Memo GST Payable Account GST Credit Mismatch
Account
Permanent Reversal Credit Memo GST Mismatch Account GST Expense Account
NOTE
GST Credit Adjustment Journal can be posted by selecting 'Nature of adjustment type' as 'Credit Re-Availment' and
'Permanent Reversal' after posting GST Adjustment Journal for type 'Credit Reversal'. If the GST Credit Adjustment Journal
is posted with 'Nature of Adjustment' as ‘Permanent Reversal’ then system will not consider these entries again for
posting via adjustment type as ‘Credit Reversal’ or ‘Credit Re-Availment’.
Accounting Entries
N AT URE O F
A DJUST M EN T DO C UM EN T T Y P E L IN E T Y P E DEB IT C REDIT
NOTE
GST Credit Adjustment Journal can be posted as Credit Re-Availment after posting GST Adjustment Journal for Type
Credit Reversal.
GST Credit Adjustment Journal can be posted as Reversal of Availment after posting GST Adjustment Journal for Type
Credit Availment.
Permanent Reversal is not applicable for reverse charge transactions.
The Credit Adjustment for reverse charge transactions can be executed only for GST Group Type as 'Service'. The GST
credit and liability for reverse charge transactions, where GST Group Type is 'Service' is realized only on application of
payment. System will filter application entries in GST Credit Adjustment Journal for reverse charge scenarios.
GST Registration No. Specify the GST registration number for which
adjustment is to be done.
External Document No. Specify the vendor invoice reference number for which
adjustment is to be done.
Input Ser vice Distribution Specifies whether the GST registration number is
assigned for input service distribution.
5. Once relevant values are selected on the request page, click on Apply Entries .
6. Check the documents and values and click on Action -> Posting -> Dimensions or Line Dimension ,
fill the relevant dimensions and post the entry.
See Also
GST Settlement
GST Settlement of Net Payment Liability
4/1/2021 • 7 minutes to read • Edit Online
IGST IGST 1
IGST CGST 2
IGST SGST 3
CGST CGST 1
CGST IGST 2
SGST SGST 1
SGST IGST 2
Component ID Specifies the component name which will be required for GST
settlement
Process of settlement
1. Choose the icon, enter GST Settlement , and then choose the related link.
2. GST Settlement Nos. should not be blank in General Ledger Setup .
3. GST Settlement should not be blank in Source Type Setup .
4. Select relevant information in the following fields in GST Settlement
F IEL D DESC RIP T IO N
GST Registration No. Specify the GST registration number for which settlement
to be done.
Account Type Select the account type as per the payment option, e.g
G/L Account, Bank Account.
Account No. Specify the relevant account number as per the selected
account type.
5. Once relevant values are selected in the request page, click on Apply Entries on ribbon, GST
Settlement page will open. Following field information will be displayed on the page.
GST Component Code Specifies the GST registration number for which
settlement is to be done.
GST TCS Liability Specifies the GST TCS liability of the defined component.
Net Payment Liability Specifies the net payment liability of the defined
component.
Credit Availed Specifies the credit availed value for the defined
component.
Distributed Credit Specifies the distributed credit value for the defined
component.
GST TDS Credit Available Specifies the GST TDS credit available for the defined
component.
GST TDS Credit Utilized Specifies the GST TDS credit utilized for the defined
component.
GST TCS Credit Available Specifies the GST TCS credit available for the defined
component.
F IEL D DESC RIP T IO N
GST TCS Credit Utilized Specifies the GST TCS credit utilized for the defined
component.
Total Credit AVailable Specifies the total credit available for the defined credit.
Credit Utilized Specifies the credit utilized for the defined component.
Payment Liability - Rev. Chrg. Specifies the payment liability for reverse charge for the
defined component.
Payment Amount - Rev. Chrg. Specifies the payment amount for reverse charge for the
defined component.
Others Account No. Specifies the account number for other charges.
Account Type Specifies the account type of account defined for the
payment, e.g. G/L, Bank.
Bank Reference No. Specifies the bank reference number for the transaction.
Bank Reference Date Specifies the reference date for the transaction.
6. System auto-populates the 'Net Payment Liability' and the 'Total Credit Availed' in settlement page for the
given period.
7. 'Credit Utilized' shall be auto populated by the system based on the priorities set out in claim set-off
table. However, they can be edited the same.
8. 'Credit Utilization' is auto populated when both ‘own credit’ (credit of the component itself) and cross
credit (credit of other components) is utilized fully. It is based on the assumption that unless the credit is
availed cash payment for a particular component shall not arise.
9. Credit cannot be utilized for payment of interest, penalty, fees and others. They shall always be paid in
cash.
10. Credit utilized and payment amount shall not exceed tax liability.
11. Total credit utilized for a particular component shall not exceed total credit availed for that component
plus surplus credit of other components prioritized in claim-set off table for such component.
12. 'Account No'. and 'Account Type' shall be the same for all tax components. However, 'Interest Account',
'Fees Account', 'Penalty Account' and 'Others Account' can be defined differently for different tax
components.
13. Credit cannot be utilized for payment of reverse charge liability. The entire liability is to be discharged in
cash. Once settlement is done for any payment or refund document, the same cannot be reversed in
system.
14. User can check out the component wise credit available, credit utilization and balance credit from Action -
> Details .
15. Dimensions are also available on settlement page.
Following are few examples of accounting entries.
Example of accounting entry where Credit Availed is positive:
GST C O M P O N EN T TA X L IA B IL IT Y
GST C O M P O N EN T TA X L IA B IL IT Y
NOTE
In case of negative credit, the same will be treated as liability and needs to be paid in the current period settlement.
REVERSE C H A RGE
GST C O M P O N EN T L IA B IL IT Y C REDIT AVA IL ED C REDIT UT IL IZ ED PAY M EN T
GST C O M P O N EN T TA X L IA B IL IT Y
See Also
GST E-Invoice
E-Invoice
4/1/2021 • 2 minutes to read • Edit Online
E-invoice does not mean that an invoice should be generated from a software on the computer or point of sales
(POS) machine, central portal of tax department, as any such centralization will bring unnecessary restriction on
the way trade is conducted.
E-Invoice generated by each software may look more or less same, however, they can’t be understood by
another computer system even though business users understand them fully. There are hundreds of
accounting/billing software that generate invoices, but they all use their own formats to store information
electronically and data on such invoices can’t be understood by the GST System if reported in their respective
formats. Hence, a need was felt to standardize the format in which electronic data of an Invoice will be shared
with others to ensure there is interoperability of the data. The adoption of standards will in no way impact the
way user would see the physical (printed) invoice or electronic (ex pdf version) invoice. All these software would
adopt the new e-Invoice standard wherein they would re-align their data access and retrieval in the standard
format. However, users of the software would not find any change since they would continue to see the physical
or electronic (PDF/Excel) output of the invoices in the same manner as it existed before incorporation of e-
invoice standard in the software.
NOTE
System will validate IRN Hash while importing Signed E-Invoice into system, System will import only if IRN Hash is
matched, system will skip other files.
A provision has been provided to create Json file automatically on posting of sales transaction. A new field is
created in General Ledger Setup > Tax Information Tab > Generate E-Invoice on Sales Post . On
enabling this field, system will create and save json file on posting of sales transaction. System will also
generate IRN Hash on posting of sales invoice, if this field is disabled, system will not create json file and IRN
Hash in posted transaction automatically. However, user can create json file and IRN Hash from posted
document.
Provision has been provided to record E-Way Bill No. on Tax Information tab in Posted Sales Invoice .
E-Way Bill details are included in E-Invoice json file, user will be able to export E-Invoice along with E-Way Bill
details.
Provision has also been provided for cancellation of E-Invoice. Json file for cancellation of e-invoice is
available. User needs to put E-Inv. Cancelled Date and Cancel Reason on Tax Information Tab of
Posted Sales Invoice , then go to Posted Sales Invoice > Action > Click on Cancel E-Invoice and again
Generate E-Invoice for the revised json file.
See Also
GST Reconciliation
Setting Up GST Compensation Cess
4/1/2021 • 3 minutes to read • Edit Online
Business Central has included GST Compensation Cess feature to Indian Localization.
“GST Compensation Cess” is levied by the Goods and Services Tax (Compensation to States) Act 2017. The
object of levying this cess is to compensate the states for the loss of revenue arising due to the implementation
of GST on 1st July 2017 for a period of five years or such period as recommended by the GST Council. GST,
being a consumption-based tax, would result in loss of revenue for manufacturing-heavy states.
All taxpayers who are engaged in the supply of selected goods or services other than exporters and composition
taxpayers will collect compensation cess. This will also include compensation cess chargeable on certain goods
imported to India. In case compensation cess is paid on exports, the exporter can claim refund of the same.
Before Threshold % Specifies the Cess rate if the amount does not cross
defined threshold amount.
Cess Amount per Unit Factor % Specifies the cess amount which will be levied on per unit
of goods.
Cess Factor Quantity Specifies the Cess factor which will decide the base of per
unit.
To set up HSN/SAC
1. Choose the icon, enter Tax Type -> HSN/SAC , and then choose the related link.
2. Fill in the fields as described in the following table.
GST Place of Supply Specifies GST place of supply of the GST group.
F IEL D DESC RIP T IO N
Cess Credit Specifies whether the input credit for cess of this group is
availment or non availment.
State Code Specifies the state code of company that has valid GST
registration number.
Receivable Account Specifies the general ledger account for which Cess
receivable amount for this state and component is to be
posted.
Payable Account Specifies the general ledger account for which Cess
Payable amount for this state and component is to be
posted.
Receivable Account (Interim) Specifies the general ledger account for which Cess
receivable interim amount for this state and component
is to be posted.
Payable Account (Interim) Specifies the general ledger account for which Cess
payable interim amount for this state and component is
to be posted.
See Also
GST Cess Calculation
Cess Calculation
4/1/2021 • 4 minutes to read • Edit Online
GST Compensation Cess is leviable on both interstate and intrastate supply of goods. It is also applicable on
imports and goods transactions which are subject to reverse charge.
It is applicable only on notified goods. These goods as on date are pan masala, tobbaco and tobacco
products, coal, aerated waters, motor cars & motor vehicles and any other supplies.
GST Compensation Cess is calculated on taxable value. Though it is coined as Cess, it is similar to tax. It is
independent of IGST, CGST and SGST.
Input Tax Credit availed on GST Compensation Cess can be utilized only towards discharging Output tax
liability of Compensation Cess and not otherwise.
C O M P O N EN T A M O UN T
Quantity 2
CGST 72 (800*9/100)
SGST 72 (800*9/100)
CESS 80 (800*10/100)
Method of calculation for type Threshold
For Threshold calculation type user will define Threshold Amount , Before Threshold % and Cess %
(considered after crossing threshold amount). Note that Threshold amount defined in GST CESS setup for a
particular GST Group Code will be applicable line wise.
Suppose, Before Threshold % is 2% and Threshold Amount is INR 1,000. An invoice has been issued for INR
800. In this scenario as the amount is less than the threshold amount, 2% Cess has to be charged.
GST calculation will appear in the Fact Box, as following:
C O M P O N EN T A M O UN T
Quantity 2
CGST 72 (800*9/100)
SGST 72 (800*9/100)
CESS 16 (800*2/100)
Suppose, Cess % is 10% and Threshold Amount is INR 1,000. An invoice has been issued for INR 10000. In
this scenario as the amount is greater than the threshold amount, 10% Cess has to be charged.
GST calculation will appear in the Fact Box, as following:
C O M P O N EN T A M O UN T
Quantity 2
C O M P O N EN T A M O UN T
Quantity 2
C O M P O N EN T A M O UN T
Quantity 2
Suppose, Cess % is 5%, Cess Amount per Unit Factor is INR 1000 and Cess Factor Quantity is 1. An
invoice has been issued for INR 10000. In this case the quantity multiplied by the Cess Amount per Unit Factor is
INR 2000 which is higher than the rate defined in Cess%, hence system will consider INR 2000 as Cess Amount.
GST calculation will appear in the Fact Box, as following:
C O M P O N EN T A M O UN T
Quantity 2
C O M P O N EN T A M O UN T
Quantity 2
See Also
GST Cess Basic Setup
GST on Service Management
4/1/2021 • 2 minutes to read • Edit Online
Business Central has included GST on Service Management feature to Indian Localization.
Service Management has been designed to streamline your organization’s service operations, enhancing
efficiency and profitability. Easily manage customer calls and queries, track support tickets, allocate resources,
create reports. GST is a integral part of the service management and in this document we will discuss the
process of GST calculation on Ser vice Order , Ser vice Invoice and Ser vice Credit Memo .
NOTE
Accounting entries are similar to accounting entries generated for sales transactions.
See Also
GST Input Service Distribution Overview
GST Input Service Distribution Overview
4/1/2021 • 2 minutes to read • Edit Online
Overview
Input Service Distributor (ISD) is an office of the supplier which distributes credit pertaining to Input Services
(CGST, SGST and/IGST) to various locations of the supplier. The recipient locations can be inter-state or intra-
state, but they should have the same PAN as that of the distributing location. GST Input Service Distribution
functionality can be used to distribute CGST & SGST/IGST paid on Input services (Input Tax Credit) to other
locations. This functionality is applicable only for Services.
System does not allow posting any sales transactions for a location if it contains a registration number which
has GST Input Ser vice Distribution activated.
Following is the lists of setups that are required to be configured.
Locations
General Ledger Setup
Source Code Setup
GST Posting Setup
GST Component Distribution
GST Registration No. Select the relevant GST registration number, which
should be marked true as Input Ser vice Distributor .
GST Distribution Nos. Specify the number series code for GST Distribution.
GST Distribution Specify the relevant source code for GST Distribution .
Receivable Acc. Interim (Dist) Specify the relevant general ledger account.
See Also
GST Input Service Distribution Process
Input Service Distribution Process
4/1/2021 • 4 minutes to read • Edit Online
GST Input Service Distribution functionality is used to distribute CGST & SGST/IGST paid on Input services
(Input Tax Credit) to other locations.
ISD Document Type Specifies the relevant document type of the transaction.
From Location Code Specify the location code from where input credit will be
distributed.
Total Amount Applied for Dist. Specifies the total amount which is applied for
distribution.
From Location Code Specifies the location code from where input credit will
be distributed.
From GSTN No. Specifies the GST registration number of the location
defined in the From Location Code .
To Location Code Specifies the location code to which input credit will be
distributed.
Rcpt. Credit Type Specifies whether the input credit is available or not.
4. After selecting all relevant values, click on Related on ribbon -> Apply Entries -> select the relevant
entries for distribution -> select relevant dimensions and post.
PA RT IC UL A RS A M O UN T
2. GL Entries for an Interstate Distribution of Invoice Recipient location (GST Credit is available for both the
distributor and recipient locations). For example, service invoice issued for INR 1000 and IGST 18% has
been charged on the invoice, and the input service credit has been distributed to the recipient location.
PA RT IC UL A RS A M O UN T
3. GL Entries for an Intrastate Distribution of Invoice to Recipient location (GST Credit is not available for
both the distributor and recipient locations). For example, service invoice issued for INR 1000 and CGST
9% and SGST 9% has been charged on the invoice, and the expense has been distributed to the recipient
location.
PA RT IC UL A RS A M O UN T
Freight 180
4. GL Entries for an Interstate Distribution of Invoice to Recipient location as Input Tax Credit (GST Credit is
not available for both the distributor and recipient locations). For example, service invoice issued for INR
1000 and IGST 18% has been charged on the invoice, and the expense has been distributed to the
recipient location.
PA RT IC UL A RS A M O UN T
Postage 180
5. GL Entries for an Intrastate Distribution of Credit Memo to Recipient location (GST Credit is available for
both the distributor and recipient locations). For example, purchase credit memo has been raised for INR
1000 and CGST 9% and SGST 9% has been charged on the invoice, and the input service credit has been
distributed to the recipient location.
PA RT IC UL A RS A M O UN T
6. GL Entries for an Interstate Distribution of Credit Memo to Recipient location (GST Credit is available for
both the distributor and recipient locations). For example, purchase credit memo has been raised for INR
1000 and IGST 18% has been charged on the invoice, and the input service credit has been distributed to
the recipient location.
PA RT IC UL A RS A M O UN T
7. GL Entries for an Intrastate Distribution of Credit Memo to Recipient location (GST Credit is not available
for both the distributor and recipient locations). For example, purchase credit memo has been raised for
INR 1000 and CGST 9% and SGST 9% has been charged on the invoice, and the expense has been
distributed to the recipient location.
PA RT IC UL A RS A M O UN T
Postage -180
8. GL Entries for an Interstate Distribution of Credit Memo to Recipient location as Input Tax Credit (GST
Credit is not available for both the distributor and recipient locations). For example, purchase credit
memo has been raised for INR 1000 and IGST 18% has been charged on the invoice, and the expense has
been distributed to the recipient location.
PA RT IC UL A RS A M O UN T
Postage -180
See Also
GST Input Service Distribution Transaction
Transactions for Input Service Distributor
4/1/2021 • 4 minutes to read • Edit Online
In this document we are going to discuss the process and entries of input service distribution.
C O M P O N EN T A M O UN T
CGST 900
SGST 900
G/L Entries for Intra-State Purchase of Services by Input Service Distributor where Input Tax Credit is
available, will be as following:
PA RT IC UL A RS A M O UN T
For example, service of INR 10000 purchased by Input Services Distributor where input tax credit is not
available, GST 18% (9% CGST and 9% SGST for Intra-State/Intra-Union Territory, 18% for Inter-State
transaction) will be charged on the invoice amount.
GST calculation will appear in the Fact Box, as following:
C O M P O N EN T A M O UN T
CGST 900
SGST 900
G/L Entries for Intra-State Purchase of Services by Input Service Distributor where Input Tax Credit is not
available, will be as following:
PA RT IC UL A RS A M O UN T
For example, service of INR 10000 purchased by Input Services Distributor where input tax credit is
available, GST 18% (9% CGST and 9% SGST for Intra-State/Intra-Union Territory, 18% for Inter-State
transaction) will be charged on the invoice amount.
GST calculation will appear in the Fact Box, as following:
C O M P O N EN T A M O UN T
IGST 1800
G/L Entries for Inter-State Purchase of Services by Input Service Distributor where Input Tax Credit is
available, will be as following:
PA RT IC UL A RS A M O UN T
For example, service of INR 10000 purchased by Input Services Distributor where input tax credit is not
available, GST 18% (9% CGST and 9% SGST for Intra-State/Intra-Union Territory, 18% for Inter-State
transaction) will be charged on the invoice amount.
GST calculation will appear in the Fact Box, as following:
C O M P O N EN T A M O UN T
IGST 1800
G/L Entries for Inter-State Purchase of Services by Input Service Distributor where Input Tax Credit is not
available, will be as following:
PA RT IC UL A RS A M O UN T
C O M P O N EN T A M O UN T
CGST 900
SGST 900
G/L Entries for Intra-State Purchase Return/Credit Memo of Services by Input Service Distributor where
Input Tax Credit is available, will be as following:
PA RT IC UL A RS A M O UN T
For example, service of INR 10000 returned by Input Services Distributor where input tax credit is not
available, GST 18% (9% CGST and 9% SGST for Intra-State/Intra-Union Territory, 18% for Inter-State
transaction) will be charged on credit memo.
GST calculation will appear in the Fact Box, as following:
C O M P O N EN T A M O UN T
CGST 900
SGST 900
G/L Entries for Intra-State Purchase Return/Credit Memo of Services by Input Service Distributor where
Input Tax Credit is not available, will be as following:
PA RT IC UL A RS A M O UN T
For example, service of INR 10000 returned by Input Services Distributor where input tax credit is
available, GST 18% (9% CGST and 9% SGST for Intra-State/Intra-Union Territory, 18% for Inter-State
transaction) will be charged on credit memo.
GST calculation will appear in the Fact Box, as following:
C O M P O N EN T A M O UN T
IGST 1800
G/L Entries for Inter-State Purchase Return/Credit Memo of Services by Input Service Distributor where
Input Tax Credit is available, will be as following:
PA RT IC UL A RS A M O UN T
For example, service of INR 10000 returned by Input Services Distributor where input tax credit is not
available, GST 18% (9% CGST and 9% SGST for Intra-State/Intra-Union Territory, 18% for Inter-State
transaction) will be charged on credit memo.
GST calculation will appear in the Fact Box, as following:
C O M P O N EN T A M O UN T
IGST 1800
G/L Entries for Inter-State Purchase Return/Credit Memo of Services by Input Service Distributor where
Input Tax Credit is not available, will be as following:
PA RT IC UL A RS A M O UN T
See Also
GST Input Service Distribution Process
Setting Up Tax Deducted at Source (TDS), as per
the Provisions of the Income Tax Act, 1961
4/1/2021 • 8 minutes to read • Edit Online
Business Central has included Tax Deducted at Source (TDS) Feature to Indian Localization.
TDS means Tax Deducted at Source . The concept of TDS was introduced with an aim to collect tax from the
very source of income. As per this concept, a person (deductor) who is liable to make payment of specified
nature to any other person (deductee) shall deduct tax at source and remit the same into the account of the
Central Government
Income from several sources is subjected to TDS. Presently this concept of TDS is also used as an instrument in
enlarging the tax base. Some of such incomes subjected to TDS are salary, interest, dividend, interest on
securities, winnings from lottery, horse races, commission and brokerage, rent, fees for professional and
technical services, and payments to non-residents.
The Income Tax Act, 1961 specifies that tax deduction is to be made, for the specified incomes, on credit or on
payment, whichever is earlier.
Setting up TDS
TDS has two different types of setups
Automatic - These setup are done through Tax Engine.
Manual - These setups are done manually by the business users.
Following is the list of setups which will be pre-configured with help of Tax Engine
Tax Types
Tax Entities
Components
Attributes
Rate Setup
For more information about Automatic Setup, see Tax Engine Information.
The following are required to be setup manually
TDS Rate
Tax Accounting Period
T.A.N
Assessee Code
TDS Section
Concessional Code
TDS Nature of Remittances
Act Applicable
TDS Posting Setup
TDS Rounding Precision
TDS in Vendor Master
TDS in Location Master
TDS in Company Information
TDS in State Code
Effective Date Specifies the date from which rate will be effective.
Non PAN TDS % Specifies the TDS rate in case of non availability of PAN.
Surcharge Threshold Amount Specifies the threshold amount applicable for surcharge.
TDS Threshold Amount Specifies the threshold amount applicable for TDS.
3. Select the Tax Type -> Action -> Tax Accounting Period -> Create Year, fill the following information and
accounting period will be created.
Star ting Date Specify the starting date of the accounting period.
To set up T.A.N
Tax Deduction Account Number (T.A.N) allotted to a company can be more than one, depending on the number
of branch locations from where the company files its returns. All the account numbers allotted to a company
need to capture here.
1. Choose the icon, enter T.A.N Nos., and then choose the related link.
2. Fill in the fields as described in the following table.
TIP
It is mandatory to enter the T.A.N, on all TDS Transactions.
Code Enter the valid Assessee Code, for example, IND, COM.
Type Select the type of the assessee from drop down list as
Company or Others.
TIP
Type should be selected correctly while creating Assessee codes as it will reflect in eTDS returns.
Code Enter the valid TDS Section applicable as per the Income
Tax Act, 1961.
TIP
User can create any number of sub-sections for a section using Add Sub Section function.
TDS Account Specifies the general ledger account for posting of TDS
payable amount.
Threshold Overlook Place a check mark in this field to overlook the TDS
Threshold amount defined in 'Tax Rates'
Non Resident Payment Identify if the TDS Section deals with non-resident.
This identification will help the system to generate
eTDS for Non-Residents.
See Also
TDS Transactions
TDS Calculation on Purchase and Payment
Transactions
4/1/2021 • 5 minutes to read • Edit Online
TDS can be deducted on expenses (GL Account) transactions. TDS can be deducted on purchase order, invoice
received from vendor or advance payment made to vendor. TDS calculations can be done on following
document types:
Purchase Order
Purchase Invoice
General Journal
Purchase Journal
C O M P O N EN T VA L UE
PA RT IC UL A RS A M O UN T
TDS to be calculated on vendor advance payment (through general journal or payment journal)
In the given scenario, advance payment made to vendor for INR 50,000 on which 2% TDS is applicable under
TDS Section 194C.
In this case TDS calculation will be as following:
C O M P O N EN T VA L UE
PA RT IC UL A RS A M O UN T
On receiving the invoice from the vendor, TDS will be calculated on the differential amount. Suppose vendor
sent an invoice of INR 120000. Since TDS has already been calculated at the time of payment, at the time of
invoicing TDS will be calculated on the remaining amount i.e. INR 70000 (1200000 - 50000).
NOTE
Advance payment needs to be applied with the invoice before posting. Otherwise TDS will be calculated on the whole
invoice amount.
C O M P O N EN T VA L UE
TIP
Nature of Remittance and Act Applicable are mandatory for NRI Payments.
C O M P O N EN T VA L UE
PA RT IC UL A RS A M O UN T
C O M P O N EN T VA L UE
C O M P O N EN T VA L UE
PA RT IC UL A RS A M O UN T
C O M P O N EN T VA L UE
In this scenario, vendor issued an invoice for INR 100000 towards professional services. vendor has a certificate
of income tax at Zero rate @ 0% on professional services instead of normal rate.
In this case TDS calculation will be as following:
C O M P O N EN T VA L UE
PA RT IC UL A RS A M O UN T
NOTE
Concession Code must be selected on vendor master for lower or zero rated TDS transactions.
See Also
TDS Threshold
TDS with Threshold
4/1/2021 • 2 minutes to read • Edit Online
This topic explains the requirement of threshold amount in TDS and the process of calculating TDS for such
transactions.
A M O UN T C REDIT ED
PA RT IC UL A RS O R PA ID T DS RAT ES T DS A M O UN T T H RESH O L D L IM IT
1. GL Entries for TDS where payment is less than threshold limits (first transaction where vendor has given
the invoice for INR 29,000), will be as following:
PA RT IC UL A RS A M O UN T
2. GL Entries for TDS where payment is less than threshold limits (second transaction where vendor has
given the invoice for INR 29,000), will be as following:
PA RT IC UL A RS A M O UN T
3. GL Entries for TDS where payment is less than threshold limits (third transaction where vendor has given
the invoice for INR 29,000), will be as following:
PA RT IC UL A RS A M O UN T
4. GL Entries for TDS where payment is more than (exceeding) Threshold limits (forth transaction where
vendor has given the invoice for INR 20,000), will be as following:
PA RT IC UL A RS A M O UN T
See Also
TDS Provisional Entry
TDS on Provisional Entries
4/1/2021 • 2 minutes to read • Edit Online
As per TDS rules, tax (TDS) has to be deducted at source, when amount is paid or credited to the account of the
payee whichever is earlier. When the amount is credited to suspense account or any provisional account, then it
is treated as amount is credited to the account of the payee and tax has to be deducted at source. Hence, Tax has
to be deducted at source even on provisions made in the books of accounts to which TDS provisions are
applicable.
A provisional entry should be posted before posting an actual entry, on posting of actual entry, provisional entry
will be reversed. As per requirement, TDS to be calculated on provisional entry and on posting of actual entry,
system should not calculate TDS as it is deducted in provisional entry.
For example, provisional expense journal has to be created and posted for INR 10000 against professional
expense and 10% TDS to be calculated on the expense amount.
1. Choose the icon, enter Purchase Journal , and then choose the related link.
2. Fill in the fields as described in the following table.
C O M P O N EN T VA L UE
C O M P O N EN T VA L UE
PA RT IC UL A RS A M O UN T
3. Select Apply Provisional Entry and select the relevant provision entry posted for the vendor.
GL Entries for purchase invoice against provisional entry, will be as following:
PA RT IC UL A RS A M O UN T
4. On posting of provisional entry Provisional Entries will be created, and once the invoice is applied with
the entry Applied Invoice No. field will be updated with the invoice number.
• If this is found that the provisional entry needs to be reversed, then option of Reverse Transaction and
Reverse Without TDS are available in Provisional Entries.
1. Reverse Transaction will reverse all the posted entries of the selected transaction.
2. Reverse Without TDS will reverse all the posted entries of the selected transaction other than the TDS entry.
3. System will mark the reverse transaction as Reversed After TDS Paid if TDS is paid to the government for
the selected transaction.
See Also
TDS Adjustment Entry
TDS Adjustments
4/1/2021 • 2 minutes to read • Edit Online
TDS adjustment can be required, for any corrections in the TDS amount, TDS rate or TDS base amount already
deducted but not paid to the government authorities. The revised TDS amount will be updated in the relevant GL
Accounts for TDS Payable and Vendor Account. Existing TDS entry will be updated with revised TDS percentages,
TDS amount and TDS base amount.
F IEL D N A M E USE
3. On posting of the adjustment journal G/L Entry, TDS Entry, Vendor Ledger Entry and Detailed Vendor
Ledger Entry will be updated with the adjusted amount and revised information.
See Also
TDS Payment to Authority
Payment of TDS to Government Authorities
4/1/2021 • 2 minutes to read • Edit Online
The TDS that have been deducted on various transactions, needs to be deposited to the government. Payment of
TDS will be handled through Payment Journal or General Journal. Provision available to select the TDS Entries
which assessee needs to pay to government authorities depends on the basis of filters, for example – TAN,
Assesses, Date etc.
1. Choose the icon, enter Payment Journal or Bank Payment Voucher , and then choose the related
link.
2. Select the relevant TDS payable account number in Account No. field -> Select relevant TAN in T.A.N
No. field -> Navigate -> Pay TDS -> then click on TDS, select entries and system will generate TDS
payment entry in the journal line.
3. On posting of the payment journal TDS Entries will be marked as 'Paid'.
4. GL Entries will be as following:
PA RT IC UL A RS A M O UN T
See Also
TDS Overview
Setting Up Tax Deducted at Source (TDS) by
Customer, as per the Provisions of the Income Tax
Act, 1961
4/1/2021 • 6 minutes to read • Edit Online
Business Central has included Tax Deducted at Source (TDS) by Customer Feature to Indian Localization.
TDS is a withholding tax, where tax is deducted by the customer, at the time of making the payment or booking
of the invoice, whichever is earlier. As per the Income Tax Act, 1961, tax needs to be deducted by the payer, when
the payment is of a specific nature. If the TDS is deducted by the customer (deductor), then the user (deductee)
has to calculate TDS on the invoice or revenue and keep a track of TDS deducted. The deductor has to provide
the deductee a TDS certificate.
Setting up TDS
TDS has two types of setup.
Automatic - These setup are done through Tax Engine.
Manual - These setups are done manually by the business users.
Following is the list of setups which will be pre -configured with help of Tax Engine
Tax Types
Tax Entities
Components
Attributes
Rate Setup
For more information about Automatic Setup, see Tax Engine Information.
The following are required to be setup manually
TDS Rate
Tax Accounting Period
T.A.N
Assessee Code
TDS Section
Concessional Code
TDS Posting Setup
TDS on Customer Master
TDS on Location Master
TDS on Company Information
TDS on State Code
Effective Date Specifies the date from which rate will be effective.
Non PAN TDS % Specifies the TDS rate in case of non availability of PAN.
Surcharge Threshold Amount Specifies the threshold amount applicable for surcharge.
TDS Threshold Amount Specifies the threshold amount applicable for TDS.
3. Select the Tax Type -> Action -> Tax Accounting Period -> Create Year, fill the following information and
accounting period will be created.
F IEL D DESC RIP T IO N
Star ting Date Specify the starting date of the accounting period.
To set up T.A.N.
Tax Deduction Account Number (T.A.N) allotted to a legal entity can be more than one, depending on the number
of branch locations from where the legal entity files its TDs returns. All the account numbers allotted to a legal
entity need to be captured here.
1. Choose the icon, enter T.A.N Nos., and then choose the related link.
2. Fill in the fields as described in the following table.
Code Enter the valid Assessee Code, for example, IND, COM.
Type Select the type of the assessee from drop down list as
Company or Others.
Code Enter the valid TDS Section applicable as per the Income
Tax Act, 1961
TDS Receivable Account Specifies the general ledger account in which receivable
account will be posted.
TDS Section Select the valid section from lookup list depending
on the kind of services provided by the customer.
Threshold Overlook Place a check mark in this field to overlook the TDS
Threshold amount defined in 'Tax Rates'
Concessional Code Select the valid concessional code from lookup list
depending on the kind of services provided by
customer.
See Also
TDS Calculation for Customer
TDS for Customer
4/1/2021 • 2 minutes to read • Edit Online
C O M P O N EN T VA L UE
PA RT IC UL A RS A M O UN T
TDS certificate is receivable against payment received from customer or against customer sales invoice
It is required to identify the payment or invoice transaction against which TDS certificate is receivable while
receiving the payment from customer who has deducted TDS or issuing the sales invoice on which TDS has
been deducted, it is required to identify the payment or invoice transaction against which TDS certificate is
receivable.
1. Choose the icon, enter General Journal , Cash Receipt Journal , Bank Receipt Voucher , Cash Receipt
Voucher or Sales Invoice , and then choose the related link.
2. TDS Cer tificate Receivable should be marked true on Journal line or Sales Invoice header.
3. TDS Cer tificate Receivable identification will flow into Customer Ledger Entry on posting of the
document.
See Also
TDS Certificate Update
TDS Certificate Tracking
4/1/2021 • 2 minutes to read • Edit Online
This topic explains how to track and update the TDS certificate receivable or received from a customer.
See Also
TDS for Customer Overview
Setting Up Tax Collected at Source (TCS), as per the
Provisions of the Income Tax Act, 1961
4/1/2021 • 6 minutes to read • Edit Online
Business Central has included Tax Collected at Source (TCS) Feature in Indian Localization.
TCS means Tax Collected at Source is one of the methods for tax collection by the government. It follows the
principle of ‘You pay while you earn’. While ‘Tax Deducted at Source’ (TDS) requires the payer to deduct tax at
source and remit the tax to the Government, ‘Tax Collected at Source’ (TCS) requires the receiver or seller to
collect tax at source and remit it to the Government. The purpose of this provision is to eliminate tax evasion in
certain trades.
Setting up TCS
TCS has two types of setup.
Automatic - These setup are done through Tax Engine.
Manual - These setups are done manually by the business users.
Following is the list of setups that will be pre -configured with the help of Tax Engine
Tax Types
Tax Entities
Components
Attributes
Rate Setup
For more information about Auto Setup, see Tax Engine Information.
The following are required to be setup manually
TCS Rates
Tax Accounting Period
T.A.N
Assessee Code
TCS Nature of Collection
Concessional Code
TCS Posting Setup
TCS on Customer Master
TCS on Location Master
TCS on Company Information
TCS on State Code
Non PAN TCS % Specifies the TCS rate in case of non availability of PAN.
TCS Threshold Amount Specifies the threshold amount applicable for TCS.
Surcharge Threshold Amount Specifies the threshold amount applicable for surcharge.
3. Select the Tax Type -> Action -> Tax Accounting Period -> Create Year, fill the following information and
accounting period will be created.
Star ting Date Specify the starting date of the accounting period.
TIP
It is mandatory to enter the T.C.A.N. on all TCS Transactions.
Code Enter the valid Assessee Code, for example, IND, COM.
Type Select the type of the assessee from drop down list as
Company or Others.
TIP
Type should be selected correctly while creating Assessee codes as it will reflect in eTDS returns.
TCS Account Specifies the general ledger account for posting of TCS
payable amount.
TCS Nature of Collection Select the valid category from lookup list depending
on the kind of product sold to the customer.
Threshold Overlook Place a check mark in this field to overlook the TCS
Threshold amount defined in 'Tax Rates'
TCS Nature of Collection Select the valid Nature of Collection from lookup list
depending on the kind of product sold by customer.
Concessional Code Select the valid concessional code from lookup list
depending on the kind of product sold by customer.
See Also
TCS Transactions
TCS Calculation on Sales and Receipt Transactions
4/1/2021 • 5 minutes to read • Edit Online
TCS can be collected on goods (Items) and services (G/L Account) transactions. TCS calculations can be done
through following documents:
Sales Order
Sales Invoice
Sales Return Order
Sales Credit Memo
General Journal
Sales Journal
Cash Receipt Voucher
Bank Receipt Voucher
C O M P O N EN T VA L UE
PA RT IC UL A RS A M O UN T
C O M P O N EN T VA L UE
PA RT IC UL A RS A M O UN T
PA RT IC UL A RS A M O UN T
GL Entries for TCS on Customer Invoice using Sales Invoice against advance payment, will be as
following:
PA RT IC UL A RS A M O UN T
NOTE
TCS is calculated after adjusting the TCS amount which was earlier calculated on advance payment.
C O M P O N EN T VA L UE
PA RT IC UL A RS A M O UN T
PA RT IC UL A RS A M O UN T
C O M P O N EN T VA L UE
PA RT IC UL A RS A M O UN T
PA RT IC UL A RS A M O UN T
C O M P O N EN T VA L UE
PA RT IC UL A RS A M O UN T
C O M P O N EN T VA L UE
NOTE
If Credit Memo is created before remittance of Tax to government, then TCS entries will get reversed proportionately, on
the basis of the quantity returned. In case TCS amount has been remitted to Income Tax department, TCS Payable account
will not be reversed.
See Also
TCS Threshold
TCS with Threshold
4/1/2021 • 2 minutes to read • Edit Online
This topic explains the requirement of threshold amount in TCS and the process of calculating TCS for such
transactions.
PA RT IC UL A RS A M O UN T
2. GL Entries for TCS where payment is more than (exceeding) Threshold limits, will be as following:
PA RT IC UL A RS A M O UN T
See Also
TCS Adjustment Entry
TCS Adjustment Entries
4/1/2021 • 2 minutes to read • Edit Online
TCS adjustment is applicable for any correction of the TCS amount, TCS rate and TCS base amount already
calculated but not paid to the government authorities. Provision is available to enter the new TCS rates, new TCS
amount and new TCS base amount for the TCS entry which was created against invoice or payment and not paid
to the government authorities. System should recalculate TCS amount and adjustments would be made
accordingly. The revised TCS amount should be updated in the relevant GL Accounts for TCS Payable and
Customer Account. Existing TCS entry should be updated with revised TCS percentages, TCS amount and TCS
base amount.
F IEL D N A M E USE
3. On posting of the adjustment journal G/L Entry, TCS Entry, Customer Ledger Entry and Detailed
Customer Ledger Entry will be updated with the adjusted amount and revised information.
See Also
TCS Payment to Authority
Payment of TCS to Government Authorities
4/1/2021 • 2 minutes to read • Edit Online
The TCS that have been collected from various transactions, need to be deposited to the government. Payment
of TCS will be handled through Payment Journal/Bank Payment Voucher. Provision to select the TCS Entries
which assessee needs to pay to the government authorities depends on the basis of filters, for example, T.C.A.N,
Assesses, Date etc.
1. Choose the icon, enter Payment Journal or Bank Payment Voucher , and then choose the related
link.
2. Select the relevant TCS payable account in Account No. field -> select the relevant TCAN in T.C.A.N No.
field -> Navigate -> Tax Payments -> TCS -> then click on TCS.
3. Select entries and system will generate TCS payment entry on the journal line.
4. On posting of the payment journal TCS Entries will be marked as 'Paid'.
5. GL Entries will be as following:
PA RT IC UL A RS A M O UN T
See Also
TCS Overview
Setting Up Tax Collected at Source (TCS), for the
Section 206C(1H)
4/1/2021 • 2 minutes to read • Edit Online
Business Central has included Tax Collected at Source (TCS) Section 206C(1H) Feature in Indian Localization.
A new TCS section 206C (1H) has been introduced in finance bill 2020. As per new section, a seller has to collect
TCS from buyer on any sales of Goods, where aggregate value of sales exceeds INR 50,00,000 (Threshold
Amount) within same financial year. TCS to be collected on amount that is over & above INR 50,00,000, for
example: Threshold amount is INR 50,00,000, TCS to be collected on amount that is more than INR 50,00,000.
TCS % varies for PAN and Non-PAN customers. A Seller whose turnover is more than INR 10,00,00,000 Crore in
previous financial year is eligible to collect TCS under section 206C(1H).
TCS On Recpt Of Pmt. User will not be able to select TCS Nature of Collection
on sales invoice and credit memo lines where 'TCS on
Recpt. Of Pmt.' is TRUE.
Calc. Over & Above Threshold This field is created in TCS Setup table, by selecting this
field, system will calculate TCS on amount that is over &
above threshold. If this field is not selected in TCS Setup,
system will calculate TCS normally, i.e. system will
calculate TCS after crossing the specified threshold
amount. If user selects Threshold Overlook field on
NOD/NOC Lines, then, system calculates TCS normally,
i.e. calculate TCS from INR 1 onwards without
considering threshold amount. This field can be selected
for any TCS group, there is no restriction for selecting
this for only 1H.
See Also
TCS 206C-1H-Transaction
TCS Calculation and Transactions as per Section
206C(1H)
4/1/2021 • 4 minutes to read • Edit Online
As per new TCS rules, TCS is to be collected on receipt of payment that is over and above the threshold amount,
the threshold amount is INR 50,00,000. User will receive payment from customer for sales of goods and
services, TCS is to be calculated on receipt of payment for sale of goods.
Provision has been provided to enter amount on which TCS can be calculated on the event of receipt of payment
from customer. In addition to it, provision for selecting posted sales lines for updating amount in 'TCS on Recpt.
Of Pmt. Amount' in payment line has been provided. By this way, user will be able to update / enter applicable
amount for TCS calculation in 'TCS on Recpt. Of Pmt. Amount' field.
When calculating TCS in payment lines, TCS Base amount will be considered from 'TCS on Recpt. Of Pmt.
Amount' field instead of transaction amount. TCS calculation on payment lines should be same as TCS
calculation on Invoices. If TCS Nature of Collection selected in payment line has 'TCS on Recpt. Of Pmt.' field as
'TRUE' in TCS Nature Of Collection table, then system should calculate TCS with Invoice logic, where TCS is
calculated on forward calculation.
PA RT IC UL A RS A M O UN T
Customer Account 75
PA RT IC UL A RS A M O UN T
Customer Account 55
See Also
TCS 206C-1H-Overview
Overview of Voucher Interface
4/1/2021 • 5 minutes to read • Edit Online
Bal. Account Type Identifies the default balancing account type for all
journal lines in all batches created under this template.
F IEL D DESC RIP T IO N
Bal. Account No. Identifies the default balancing account number for all
journal lines in all batches created under this template.
Posting No. Series Identifies the document number used to assign to ledger
entries posted from journal batches created using this
template.
Source Code Identifies the point of origin for an entry and forms the
basis for the audit trail. It is filled in automatically when
selecting the Type of the General Journal template. It is
assigned to all journal batches created from this
template.
Reason Code Describes why an entry was made and can be used for
the audit trail. Reason codes also provide opportunities
for problem patterns analysis. The selected reason code
is assigned as a default to all journal batches created
from this template.
Force Doc. Balance Specifies whether entries posted in this general journal
template must balance by document number and
document type. If this field is empty, the program
balances the journal by date only.
Increment Batch Name Specifies if batch name using this template are
automatically incremented
Bal. Account Type Identifies the default balancing account type for all
journal lines in all batches created under this batch.
F IEL D DESC RIP T IO N
Bal. Account No. Identifies the default balancing account number for all
journal lines in all batches created under this batch.
Location Code Specifies the default location code for the batch.
Posting No. Series Identifies the document number used to assign to ledger
entries posted from journal batches created using this
batch.
Reason Code Describes why an entry was made and can be used for
the audit trail. Reason codes also provide opportunities
for problem patterns analysis. The selected reason code
is assigned as a default to all journal batches created
from this batch.
Suggest Balancing Amount Specifies the amount field on journal lines for the same
document number is automatically pre filled with the
value which is required to balance the document.
See Also
Voucher Interface Transaction
Voucher Transaction
4/1/2021 • 3 minutes to read • Edit Online
This topic explains the process of recording day-to-day transactions through voucher interface.
Account Type Select relevant account type, i.e. Customer, Vendor, G/L
Account, Bank etc.
Balance Account Type Select relevant account type, i.e. Customer, Vendor, G/L
Account, Bank etc.
Cheque No. Specify the cheque number, only applicable for bank
payment and receipt voucher.
Cheque Date Specify the cheque date, only applicable for bank
payment and receipt voucher.
Line Narration Specify the line narration of the journal lines, can be
provided for each line.
PA RT IC UL A RS A M O UN T
TIP
Cash will always be debited in Cash receipt voucher.
Payment made in cash to vendor for INR 10,000 through Cash Payment Voucher.
GL Entries will be as following:
PA RT IC UL A RS A M O UN T
TIP
Cash will always be credited in Cash payment voucher.
Payment received by cheque from customer for INR 10,000 through Bank Receipt Voucher.
GL Entries will be as following:
PA RT IC UL A RS A M O UN T
TIP
Bank will always be debited in Bank receipt voucher.
Payment made by cheque to vendor for INR 10,000 through Bank Payment Voucher.
GL Entries will be as following:
PA RT IC UL A RS A M O UN T
TIP
Bank will always be credited in Bank payment voucher.
Payment made by cheque to vendor for INR 12,000 and INR 200 as Bank Charges through Bank Payment
Voucher.
GL Entries will be as following:
PA RT IC UL A RS A M O UN T
TIP
Bank will always be credited in Bank payment voucher.
Cash Withdrawn/deposited or Transfer between bank accounts through Contra Voucher, for example
Cash Withdrawn from Bank for INR 10,000.
GL Entries will be as following:
PA RT IC UL A RS A M O UN T
Expense booked for INR 10,000 and crediting Vendor through Journal Voucher.
GL Entries will be as following:
PA RT IC UL A RS A M O UN T
TIP
Bank and Cash accounts are not allowed in Journal Voucher.
NOTE
Only positive amounts are allowed for GST Credit opening balances.
Only negative amounts are allowed for GST Liability opening balances.
System should record the values in GST Sub-Ledger.
NOTE
Details are available in respective TDS and TCS documents.
See Also
Voucher Interface Overview
Setting Up Fixed Asset for Depreciation Calculation
4/1/2021 • 2 minutes to read • Edit Online
Overview
Business Central has included Fixed Asset Depreciation Calculation Feature to Indian Localization.
Computation of Depreciation on Block of Assets under the Income Tax Act, 1961 and computation of
Depreciation under Companies Act,2013.
Setting up Fixed Asset for Depreciation Calculation
Following is the list of Setups, user needs to configure for Fixed Assets in Business Central
Depreciation Book
FA Accounting Period Income Tax
FA Block Code
Setup for Additional Depreciation
No. of Days Non Seasonal Specifies the number of non seasonal days.
FA Book Type Specifies whether the book type is Income Tax or not.
Depr. Threshold Days Specifies the threshold days for depreciation calculation.
Star ting Date Specify the starting date of the accounting period.
New Fiscal Year Specify which month is the starting of a new fiscal year.
FA Class Code Specifies the fixed asset class code for which the block is
attached.
See Also
Fixed Asset Depreciation
FA Depreciation Calculation
4/1/2021 • 2 minutes to read • Edit Online
Shift Type Specifies the shift type, for example Single, Double, Triple.
3. Run the Calculate Depreciation batch job, fill the necessary fields and click ok to calculate depreciation.
4. The batch job calculates the depreciation and creates lines in the fixed asset G/L journal.
5. Choose the Post action.
See Also
Fixed Asset Overview
Setting up Gate Entry Tracking
4/1/2021 • 2 minutes to read • Edit Online
A process in any organization, used to keep track of entrance and exit of materials or other entities, to and from
the organization’s premises, is termed as Gate Entry.
This functionality provides the facility to keep the record of the gate entries (Inward/Outward) of the goods and
also helps in relating these entries with the Purchase Order / Transfer Order / Sales Order / Return Orders.
The "Gate Entr y" system provides a physical control over the goods, which are the movable assets of the
organization. Gate Entry also helps in audit trail.
The following types of Gate Entry can be used:
Inward Gate Entry provides the facility to create Inward Gate Entry against:
Purchase Order / Purchase Invoice
Transfer Receipt
Sales Return Order / Sales credit Memo
Outward Gate Entry provides the facility to create Outward Gate Entry against:
Sales Order / Sales invoice
Transfer Shipment
Purchase Return Order / Purchase Credit Memo
The following setups are required:
Inventory Setup
Posting No. Series Setup
Inward Gate Entr y Nos. Specifies the no. series code to assign Inward gate entry.
Outward Gate Entr y Nos. Specifies the no. series code to assign Outward gate
entry.
Setting up posting no. series for gate entry in posting no. series setup
1. Choose the icon, enter Posting No. Series Setup , and then choose the related link.
2. Fill in the fields as described in the following table.
Entr y Type Specify the gate entry type. The available options are
Inward and Outward.
F IEL D DESC RIP T IO N
Condition Choose the relevant entry type and location code from
the lookup list and assign no. series for applied
conditions.
Posting No. Series Choose the posted number series from the lookup list.
See Also
Gate Entry Inward Transaction
Create and Attach Inward Gate Entries
4/1/2021 • 3 minutes to read • Edit Online
Gate Entry Inward is used to track the entry of goods into the organization.
The following processes describe how to create and attach an Inward Gate Entry.
To create an Inward Gate Entry
To attach an Inward Gate Entry
Station from Enter the station name from where goods are coming to
factory location.
Posting Time Posting time will automatically flow and it will be system's
time. User can also change the posting time.
LR/RR No. Enter the transport details such as lorry receipt number
or railway receipt number for the gate entry.
F IEL D DESC RIP T IO N
LR/RR Date Select the lorry receipt date or railway receipt date.
Vehicle No. Enter the vehicle number in which goods are coming.
3. On the Inward gate entr y FastTab, fill in the fields as described in the following table.
Source Type Specify the source type against which you are creating
the gate entry. Available options are: Blank, Sales Return
Order, Purchase Order, and Transfer Receipt.
Source No. Select the source number for the selected source type.
There is no need to select the Source No. if the Source
Type is blank
Source Name This field shows the source name depending on the
Source Type you have selected. If the Source Type is
selected as Sales Return Order then it will show the
customer name. If the Source Type is selected as
Purchase Order then it will show the vendor name. If the
Source Type is Transfer Receipt then it will show the
location name.
4. Click on Action -> Posting -> Post and post the document.
NOTE
You can create multiple lines on Inward Gate Entry with different source type.
NOTE
Same steps also apply for attaching an Inward Gate Enr y to a Sales Credit Memo .
Source Type blank is applicable only if the goods are received against Purchase Invoice or Sales Credit Memo .
See Also
Gate Entry Outward Transaction
Create and Attach Outward Gate Entries
4/1/2021 • 3 minutes to read • Edit Online
Gate Entry Outward is used to track the exist of goods from the organization.
The following processes describe how to create and attach an Outward Gate Entry.
To create an Outward Gate Entry
To view an attached Outward Gate Entry
LR/RR No. Enter the transport details such as lorry receipt number
or railway receipt number for the gate entry.
F IEL D DESC RIP T IO N
LR/RR Date Select the lorry receipt date or railway receipt date.
Vehicle No. Enter the vehicle number in which goods are being
dispatched.
3. On the Onward gate entr y FastTab, fill in the fields as described in the following table.
Source Type Specify the source type against which you are creating
the gate entry. Available options are: Blank, Sales Return
Order, Purchase Order, and Transfer Receipt.
Source No. Select the source number for the selected source type.
There is no need to select the Source No. if the Source
Type is blank.
Source Name This field shows the source name depending on the
Source Type you have selected. If the Source Type is
selected as Sales Return Order then it will show the
customer name. If the Source Type is selected as
Purchase Order then it will show the vendor name. If the
Source Type is Transfer Receipt then it will show the
location name.
4. Click on Action -> Posting -> Post and post the document.
NOTE
You can also create multiple lines on Outward Gate Entry with different source types.
See Also
Gate Entry Overview
Setting Up Subcontracting
4/1/2021 • 4 minutes to read • Edit Online
Setting up subcontracting
Following setups are required for Subcontracting:
Subcontracting Location setup
Subcontracting Vendor setup
Subcontracting Item setup
Job Work Return Period
Source Code Setup
General Ledger Setup
Work Center
Routing
Setting up routing
You need to create a Routing for finished item. Routing defines the sequence of the operations required to
manufacture the finished item.
1. Choose the icon, enter Routing , and then choose the related link.
2. On the Lines tab, select subcontracting work center no. in the Work Center No. field.
3. On the Lines tab, enter the job work charges in the Unit Cost Per field.
See Also
Subcontracting Transactions
Subcontracting Order Creation
4/1/2021 • 3 minutes to read • Edit Online
You cannot create a subcontracting order directly and a released production order is required to be created first.
For purchases from registered vendors for services attracting reverse charge, purchasers are required to pay the
GST tax, to the Government. If exempted goods and services are purchased from registered vendor, then no GST
is to be paid to supplier or to the Government.
NOTE
Program will delete the lines from the subcontracting worksheet after creating the Subcontracting Order.
Program will also update the subcontracting order no. along with the subcontractor code on the Released Prod. Order
line.
See Also
Create GST Liability
Create GST Liability
4/1/2021 • 2 minutes to read • Edit Online
If the subcontracting vendor does not return the material within specified period, you need to create the GST
liability for the delivery challans that are liable to create the GST liability.
1. Choose the icon, enter Create GST Liability , and then choose the related link.
2. On the General FastTab, fill in the fields as described in the following table.
Deliver y Challan Number Specify the Delivery Challan No. Program will show the
Delivery Challan lines for which GST liability has to be
created.
Liability Date Sepcify the Liability Date. The program will show the
delivery challan lines where the last date is less than the
liability date.
Liability Document No. Specify the document number which is to be used for
creating the GST liability in this field.
Vendor No. The program will show the vendor number of delivery
challan line. This field is non-editable.
Deliver y Challan No. The program will show the delivery challan number of
delivery challan line. This field is non-editable.
Item No. The program will show the item number of delivery
challan line. This field is non-editable.
Posting Date The program will show the posting date of delivery
challan line. This field is non-editable.
F IEL D DESC RIP T IO N
Last Date The program will show the last date of delivery challan
line. This field is non-editable.
Job Work Return Period The program will show the job work return period of
delivery challan line. This field is non-editable.
See Also
Subcontracting Report
Sub Contracting Reports
4/1/2021 • 2 minutes to read • Edit Online
Challan Date Define the delivery challan date for which you want to
generate the report
Document No. Define the document number for which you want to
generate the report.
Document Line No. Define the document line number for which you want to
generate the report.
Vendor Location Choose the vendor location for which you want to
generate the report.
Company Location Choose the company location for which you want to
generate the report.
The following topics describe local functionality that is unique to the Italian version of Business Central.
Feature Availability
VAT
Italian VAT
Submit VAT Statements Available Now
Correct VAT Transactions Reports Available Now
Create Electronic VAT Transactions Reports Available Now
Export VAT Transactions Reports Available Now
Update VAT Transactions Data Available Now
Prepare for VAT Transactions Reports Available Now
Print and Reprint G/L Books and VAT Registers Available Now
Print Intrastat Reports for Italy Available Now
Print Withholding Reports Available Now
Banking & Payments
Set Up Payment Terms Available Now
Set Up Automatic Payments and Automatic Bills Available Now
Vendor Payments and Customer Bills Overview Available Now
Issue Vendor Payments and Customer Bills Available Now
Core Finance
Close a Fiscal Year Available Now
Define Debit and Credit Amounts Available Now
Reversing Journal Entries Available Now
Inventory
Set Up Initial Item Costs Available Now
Fiscal Inventory Valuation Available Now
Set Up Fiscal Inventory Valuation Available Now
Fixed Assets
Italian Fixed Assets Available Now
Set Up Compressed Depreciation of Fixed Assets Available Now
Set Up Alternate Depreciation Methods Available Now
Create Multiple Fixed Asset Cards Available Now
Print Depreciation Book Reports Available Now
General
Set Up Company Information Available Now
Italian Subcontracting Available Now
Set Up Journal Templates and Batches Available Now
See Also
Working with Business Central
Country/regional availability and supported languages
Companies must pay VAT to the state for most purchased goods and services. VAT can be deducted if the goods
or services purchased by a company are used in the production of its income.
In Business Central, you can define periodic VAT reports on the VAT Repor t page. You can fill in the lines based
on VAT entries, and then export the VAT report to the appropriate authorities.
Service Tariffs
The European Union (EU) has issued directives that change the VAT reporting for cross-border trade of goods
and services in the EU.
In Italy, the EU sales list (Intrastat) and annual listing reports are updated to include services. This involves a
change in the reporting format. A new table for service tariffs is added so that companies can classify services
that must be included in the Intrastat report. Users must add the relevant service tariff to all documents that are
for cross-border transactions. The service tariff specified on the Foreign Trade FastTab for the document can be
modified in each line in the document.
T RA N SA C T IO N T Y P E SUP P O RT ED
SE - Vendor invoices, when vendor is non-resident Yes Note: The purchase of services is assumed, but
differentiation between service and goods is left for the user
to implement.
NOTE
Credit memos are included in the VAT transaction report if the customer or vendor is from a country/region that is
outside the EU and is not listed as blocked.
When you post credit memos, you must update the Refers to Period field to specify the relevant period. The
VAT transaction reports will include credit memos where the Refers to Period field is set to Current Calendar
Year or Previous Calendar Year .
Business Central adds credit memos to the VAT reports in different ways depending on the application status
and the value of the Refers to Period field. The following table describes the scenarios.
SC EN A RIO IM PA C T
A credit memo is applied to a single invoice. The Invoice No. field will be set to the document number
of the invoice.
The Refers to Period field is set to Current Calendar
Year . The Invoice Date field will be set to the date that is
specified in the Operation Occurred Date field
A credit memo is applied to multiple invoices, or it is not The Invoice Date field will be set to the last day of the year
applied. that is specified in the Operation Occurred Date field. For
example, if the Operation Occurred Date field is 07-11-
The Refers to Period field is set to Current Calendar 11 , the Invoice Date field will be set to 31-12-11 .
Year .
Only the credit memo will be included in the VAT
transactions report.
A credit memo is applied to multiple invoices, or it is not The Invoice Date field will be set to the last day of the year
applied. before the date that is specified in the Operation
Occurred Date field. For example, if the Operation
The Refers to Period field is set to Previous Calendar Occurred Date field is 07-11-11 , the Invoice Date field
Year . will be set to 31-12-10 .
When service contracts are compared with the threshold, the Annual Amount field is converted to your local
currency (LCY). The conversion is based on the Currency Code field and the exchange rate on the date in the
Star ting Date field for the service contract.
Transactions with reverse charges are not included in the VAT transaction reports. Transactions with
prepayments are also not included in the VAT transaction reports.
To prepare your data for these reports, you must set up VAT posting to include VAT transaction report amounts.
When a transaction such as posting a sales invoice is made that uses this VAT posting setup, Business Central
checks if the transaction meets the threshold amounts. The check is based on document lines because a
document can contain lines that must be included in the VAT transaction report and lines that must be excluded.
The VAT transaction reports must only contain the lines that must be submitted, so Business Central compares
amounts against the threshold for each line instead of for a document.
You must submit a VAT transactions report electronically to the tax authorities. For more information, see Create
Electronic VAT Transactions Reports.
See Also
Set Up VAT
Record VAT
Prepare for VAT Transactions Reports
Create Electronic VAT Transactions Reports
Submit VAT Statements
Update VAT Transactions Data
Italy Local Functionality
Submit VAT Statements
4/1/2021 • 2 minutes to read • Edit Online
Companies must pay VAT for most purchased goods and services. VAT can be deducted if the goods and
services that are purchased by a company are used in the production of its income.
You must submit periodic VAT statements to the tax authorities to list transactions that include VAT with
amounts over a specific threshold. Before you submit your VAT statement, you should review the VAT statement,
and then settle and post the VAT transactions.
See Also
Report VAT to Tax Authorities
Correct VAT Transactions Reports
4/1/2021 • 2 minutes to read • Edit Online
1. Choose the icon, enter VAT Repor ts , and then choose the related link.
2. Create a new report. For more information, see Create Electronic VAT Transactions Reports.
3. In the new report, change the VAT Repor t Type field to Corrective or Cancellation . In the Original
Repor t No. field, select the report that you want to correct from the list of available reports. The Star t
Date and End Date fields are copied from the original report.
NOTE
You can only select VAT reports that are marked as Submitted, as it is required that the original report has a Tax
Auth. Receipt No.
If it is a corrective report, on the Home tab, in the Process group, choose Suggest Lines to get the relevant
VAT entries for the period. A cancellation report does not contain any lines.
The suggested lines are based on the VAT entries within the specified period and the current threshold setup. It is
not correlated with the information from the original report.
4. Review the transaction details. To exclude a line from being reported to the tax authority, on the line, clear
the Incl. in Repor t check box.
Choose the Expor t action. The Expor t VAT Transactions batch job opens.
NOTE
When you choose Expor t for a report with the status Open, it will be automatically validated and the status will
be changed to Released. At this point, you can reopen the report to make changes.
5. Submit the file to the authority. Use the guidelines provided by the authority. For more information, see
the Italian Revenue Agency.
After you receive a response from the tax authorities, you must update the VAT report.
6. On the General FastTab, in the Tax Auth. Receipt No. field, specify the receipt number that you received
from the tax authorities.
7. Choose the Mark as Submitted action to finalize the report. The Status field is updated to Submitted.
See Also
Export VAT Transactions Reports
Create Electronic VAT Transactions Reports
4/1/2021 • 2 minutes to read • Edit Online
You must create a list of transactions that include VAT with amounts over the current threshold on or before the
specified occurrence date. You submit this report to the tax authorities.
Without Contract The VAT entries that resulted in this line are not
associated with a contract.
Contract The VAT entries that resulted in this line are associated
with a contract.
Other The VAT entries that resulted in this line are not
associated with a special contract, such as ongoing
maintenance or other exceptions.
TIP
In Business Central, the contract that the tax authorities are looking for can be blanket orders or service contracts.
To identify if the VAT report line belongs to a blanket order or service contract, you can drill down to see the
underlying VAT entries from the Amount field.
Credit memos are included in the VAT transaction report if the customer or vendor is from a country/region that
is outside the EU and not black-listed. For more information, see Italian VAT.
Now that you have created the VAT report, you must submit it to the tax authorities. For more information, see
Export VAT Transactions Reports.
See Also
Italian VAT
Export VAT Transactions Reports
4/1/2021 • 2 minutes to read • Edit Online
After you create a report, you can release it, and then export it for the authorities. To change the report, make
sure that the Modify Submitted Reports check box is enabled in the VAT Report Setup page. If it is not, to change
the report when you want to correct an error, you will have to create a new report, add the report with the error
in the original report number, and then create a corrective report. For more information, see Correct VAT
Transactions Reports.
It is only possible to change the lines and fields when the document has the status Open. In the Released status,
only the receipt no. is available for change. In the Submitted status, all fields are locked.
NOTE
You can create an empty report, that is, a report that has no lines, in the case in which there are no transactions
to report.
NOTE
You can modify a report that has the status of Submitted only if you have enabled the Modify Submitted
Repor ts check box on the VAT Repor t Setup page.
See Also
Correct VAT Transactions Reports
Update VAT Transactions Data
4/1/2021 • 2 minutes to read • Edit Online
Before you create the first VAT transaction report, you should prepare the existing data by running the Update
VAT Transaction Data report. You should also run this report if you have made changes to the setup based on
new requirements from the tax authorities.
You can run the Update VAT Transaction Data report as a test before you change any data. When you have
verified that the filters meet your expectations and the requirements of the tax authorities, you should run the
report again to make the appropriate changes to data.
Cau t i on
Before you run the Update VAT Transaction Data report, you should activate the change log on the Change
Log Setup page. Also, you should enable logging for modifications to the Include in VAT Transac. Repor t
field on the VAT Entr y table.
Compare against Threshold Select to compare VAT entries against the threshold
amounts that are specified in the VAT posting setup.
Set Include in VAT Transaction Repor t Select to set the Include in VAT Trans. Repor t to Yes
on all VAT entries where the amounts meet the threshold
amounts that are specified in the VAT posting setup.
Warning: If you select this field, your data is updated.
You should run the report as a test before you run it to
change data.
4. Choose the Print button to update VAT transaction data, or choose the Preview button to view the
changes.
When you run the report, Business Central processes VAT entries based on the filters that you set. The following
rules are also applied:
The Blacklisted field for the VAT entry must be blank.
The Type field for the VAT entry must not be Settlement .
See Also
Set Up VAT
Prepare for VAT Transactions Reports
Italian VAT
Prepare for VAT Transactions Reports
4/1/2021 • 2 minutes to read • Edit Online
You must submit periodic reports to the tax authorities to list all transactions that include VAT. The tax authority
establishes the thresholds at which reporting is required. Currently, the threshold is set at zero, meaning that all
transactions are to be reported. To prepare for these reports, you must set up VAT posting to include VAT
transaction report amounts.
4. If the customer is not resident in Italy and is not an individual person, you must specify a tax
representative for the customer.
NOTE
Before you can specify a tax representative, you must have created the tax representative as a contact.
Tax Representative No. Specify the contact that is the tax representative for this
customer.
You have set up information so that Business Central will track new transactions with VAT that meet the
thresholds that are specified by the tax authorities. Before you create the first VAT transaction report, you
should prepare the existing data. For more information, see Update VAT Transactions Data. You can then
create VAT transactions reports. For more information, see Create Electronic VAT Transactions Reports.
See Also
Update VAT Transactions Data
Create Electronic VAT Transactions Reports
Italian VAT
Print and Reprint GL Books and VAT Registers
4/1/2021 • 2 minutes to read • Edit Online
The tax authorities require that you submit two fiscal reports that list all of the posted ledger entries, the G/L
Book - Print report and the VAT Register - Print report. Each printed page must have its own progressive
number, and therefore, you must update Business Central with the last printed page number before you run
these reports again.
The following procedure describes how to print or reprint the G/L Book - Print report, but the same steps
apply to printing or reprinting the VAT Register - Print report.
Star ting Date Enter the first date in the period from which posted
entries will be shown.
Ending Date Enter the last date in the period from which posted
entries will be shown.
From Progressive No. Specifies the progressive number for the report.
When you print the report, you will be reminded to update the General Ledger Setup page with the
page number on the last page.
IMPORTANT
Business Central does not save the page number automatically when you run the reports. After you run the G/L
Book - Print report or the VAT Register - Print report, you must update Business Central with the last printed
page number..
3. Choose the icon, enter General Ledger Setup , and then choose the related link.
To set the last printed page number for the VAT register report, search for VAT Register , and choose the
link for the page under VAT Posting Group .
4. In the Fiscal Repor ting FastTab, in the Last Printed G/L Book Page field, specify the page number
that is on the last page of the G/L Book - Print report that you just printed.
Both official reports can be reprinted. When you reprint a report, the first page of the report must have the
same page number as it did when the report was printed the first time. If you want to reprint one of the reports,
and the page number is incorrect, you can change the reprinting information for the report
The following procedure describes how to view or change the page numbering for previously printed versions
of the G/L Book - Print report, but the same steps apply to the VAT Register - Print report.
See Also
Italy Local Functionality
Print Intrastat Reports for Italy
4/1/2021 • 2 minutes to read • Edit Online
You can print monthly and quarterly Intrastat reports and submit them to the authorities on a diskette by
running the Intrastat Make Disk Tax Auth batch job. Information regarding the receipt and the delivery of
goods is included automatically.
The following Intrastat reports are available:
Intrastat - Checklist report
Intrastat - Form report
NOTE
Before you print, you can select the path and file name. If you do not specify this information, the file will be
named scambi.cee and will print to the root of the C drive.
See Also
Set Up Journal Templates and Batches
Print Withholding Tax Reports
4/1/2021 • 2 minutes to read • Edit Online
The Withholding Taxes report displays a list of withholding taxes that are payable to the government.
Reference Year Enter the year of the withholding tax period in numeric
format.
Print Details Select if you want to show all detailed information about
withholding tax transactions.
Final Printing Select if you want to mark this report as the final printed
version. If you select this check box, the withholding
taxes report will be marked as printed.
3. Chose the Print button to print the report, or choose the Preview button to view it on the screen.
See Also
Report VAT to Tax Authorities
Set Up Payment Terms in the Italian Version
5/5/2021 • 2 minutes to read • Edit Online
Payment terms determine how you manage due dates and payment discounts. For each payment term, you can
specify if the payment can be made in installments. For example, you can define that a payment can be made in
three installments with a third of the payment due after 30, 60, and 90 days.
If a payment term must be paid in one installment, you must still specify how the due date will be calculated.
When you first sign up for [Business Central, the demonstration company provides a few payment methods that
businesses often use. You can, however, add as many as you need.
Due Date Calculation Specify the formula that is used to calculate the date that
a payment must be made.
Discount Date Calculation Specify the formula that is used to calculate the date that
a payment must be made in order to obtain a discount.
See Also
Set Up Payment Terms in the Italian Version
Defining Payment Methods
Setting Up Finance
Set Up Automatic Payments and Automatic Bills
4/1/2021 • 2 minutes to read • Edit Online
Payment Method Select the payment method for the type of payments
made to or from this bank account. For example, for the
bank account that will be used for automatic payments
made by customers, select a payment method for bank
transfers.
Bills For Collection Acc. No. Specify the general ledger account where bills for
collection will be credited.
Bills For Discount Acc. No. Specify the general ledger account where bill discounts
will be debited.
Bills Subj. to Coll. Acc. No. Specify the general ledger account where bills subject to
collection will be credited.
Expense Bill Account No. Specify the general ledger account where expenses for
bank receipts will be posted.
IMPORTANT
Before you can export a vendor bill, you must select a payment format in the Payment Expor t Format field on
the Bank Account Card page.
Before you can export a customer bill, you must select a payment format in the SEPA Direct Debit Exp.
Format field on the Bank Account Card page.
The following procedure describes how to set up automatic bills for sales and receivables, but the same steps
also apply to setting up purchases and payables for using automatic payments.
Temporar y Bill List No. Select the number series that will be used for temporary
bill lists.
Recall Bill Description Specify the descriptive text that will be used for recalled
bills.
Bank Receipts Risk Period Specify a date formula to calculate the risk period in
days, such as 20D .
See Also
Defining Payment Methods
Italy Local Functionality
Vendor Payments and Customer Bills Overview
4/1/2021 • 2 minutes to read • Edit Online
In Business Central, you can manage automatic bills to customers and from vendors.
In addition, the bill pay feature supports the issuance of payment in many formats, including SEPA Credit
Transfer, SEPA Direct Debit, and Italian bill formats.
See Also
Set Up Automatic Payments and Automatic Bills
Issue Vendor Payments and Customer Bills
Issue Vendor Payments and Customer Bills
4/1/2021 • 2 minutes to read • Edit Online
The vendor and customer bill pay feature supports SEPA-based formats in addition to Italian file formats. You
can pay vendors according to the SEPA Credit Transfer standard and collect payment from customers according
to the SEPA Direct Debit standard. The following procedure describes the process for sending a SEPA-based
payment to a vendor. The steps are similar for collecting payment from a customer.
Before starting the following procedure, make sure that information for your company's bank has been
provided on the Bank Account Card page. On the card, include information for the following fields:
IBAN
SWIFT Code (optional)
Payment Export Format
SEPA CT Msg. ID No. Series
In addition, there must be a posted purchased invoice against which you can send a payment.
See Also
Create SEPA Direct Debit Collection Entries and Export to a Bank File
Close a Fiscal Year
4/1/2021 • 2 minutes to read • Edit Online
To evaluate profit and loss, a fiscal year closing report is provided at the end of each fiscal year.
Fiscal year closing involves the following steps:
Closing the fiscal year using the Accounting Period option.
Generating a year-end closing entry using the Close Income Statement option.
Posting the year-end closing entry.
IMPORTANT
After the fiscal year is closed it cannot be opened again, and the period in the fiscal year cannot be changed.
Fiscal Year Ending Date The ending date for the fiscal year.
Gen. Journal Template The name of the general journal template in which to
place the entries.
Gen. Journal Batch The name of the general journal batch in which to place
the entries.
Document No. The batch job automatically populates this field with the
next available number for the journal batch if you fill in
the Gen. Journal Template and Gen. Journal Batch
fields. You can also enter a number into this field
manually.
Net Profit Account No. Select the unique net profit account number.
Net Loss Account No. Select the unique net loss account number.
F IEL D DESC RIP T IO N
Business Unit Code Select this check box if you require an entry for each
business unit code.
Inventor y Period Closed This field indicates that the inventory periods with
ending dates greater than or equal to the last date of
the accounting period are closed.
See Also
Closing Years and Periods
Italy Local Functionality
Define Debit and Credit Amounts
4/1/2021 • 2 minutes to read • Edit Online
The Debit Amount and Credit Amount fields are included in multiple journals and tables, including the
General Journal , Cust. Ledger Entr y table, and Vendor Ledger Entr y table. The debit and credit amounts
must match in the journals and tables, or you will be unable to post or save.
WARNING
The Debit Amount and Credit Amount fields must match. If the amounts are different, you will not be able to
post or save the journal.
See Also
Italy Local Functionality
Reversing Journal Entries
4/1/2021 • 2 minutes to read • Edit Online
Controls have been added to the Reverse Transaction Entries page to comply with local laws. These controls
ensure the following:
You cannot reverse an invoice, credit note, or document involving VAT management.
You cannot reverse posted invoices, credit memos, or debit memos.
You cannot delete posted invoices, credit memos, or general journals in the sales, purchase, or service area—
even if they have been printed.
You cannot reverse sales, purchase, or service headers for reserved documents.
See Also
Italy Local Functionality
Reverse Journal Postings and Undo Receipts/Shipments
Set Up Initial Item Costs
4/1/2021 • 2 minutes to read • Edit Online
See Also
Fiscal Inventory Valuation
Set Up Fiscal Inventory Valuation
Fiscal Inventory Valuation
4/1/2021 • 2 minutes to read • Edit Online
You must submit an annual report that shows the monetary value of inventory items for the fiscal year.
According to the Italian requirements for fiscal inventory valuation, you must calculate the following cost types:
Year average cost
Weighted average cost
First in, First Out (FIFO) cost
Last in, First Out (LIFO) cost
Discrete LIFO cost
NOTE
The discrete LIFO cost can only be calculated for items for which the Inventor y Valuation field is set to Discrete LIFO
on the Item Card page.
After you set up the discrete LIFO cost calculation, you can post sales and purchase transactions based on year-
end costs.
End of Year
At the end of the fiscal year, you can run the Calculate End Year Costs batch job to calculate the fiscal inventory
value of each inventory item according to the required valuation methods. The results are shown in the Item
Cost History List page. Then, you can run the Fiscal Inventor y Valuation report and the LIFO Valuation
report to show the inventory valuation.
For year-end operations, such as calculating the profit and loss during a fiscal year, there is a definitive period
and a non-definitive period. If the Competence Year field on the Item Cost Histor y List page is equal to the
fiscal year end date, it is a definitive period, and you cannot recalculate data for a definitive period. If the
definitive data differs from the fiscal year end date, then it is a non-definitive period. There should be data for at
least one non-definitive period to perform calculations or partial calculations.
See Also
Italy Local Functionality
Set Up Fiscal Inventory Valuation
Set Up Initial Item Costs
Set Up Fiscal Inventory Valuation
4/1/2021 • 2 minutes to read • Edit Online
To use fiscal inventory valuation, you must set up inventory valuation methods.
Estimated WIP Consumption Select to include the finished production orders or the
released production orders for the cost calculation.
See Also
Fiscal Inventory Valuation
Italian Fixed Assets
4/1/2021 • 2 minutes to read • Edit Online
Fixed assets are properties owned by a company and used in the production of its income. Assets can be either
tangible or intangible, and can be either durable or non-durable. Cars, machines, and furniture are examples of
tangible assets. Startup costs and licenses are examples of intangible assets.
The following features have been added to the fixed assets functionality:
There are several types of depreciation available, including the following: anticipated, accelerated, and
reduced.
Automatic creation of multiple fixed asset cards from an invoice.
A Depreciation Book report that displays depreciation by fixed asset type.
Anticipated depreciation allows companies to delay payment of taxes on assets by using an augmented
depreciation rate for the first three years. This augmented depreciation rate must be a maximum of twice the
normal depreciation rate. Thereafter, the depreciation rate is halved for the first year, and then doubled for the
remaining two years. For subsequent years, the depreciation follows the standard pattern.
Accelerated depreciation allows companies that can prove that an asset’s use is more intensive than that of a
standard asset to use a higher depreciation rate for this asset. Accelerated depreciation allows companies to
shorten the period of an asset’s depreciation.
Reduced depreciation allows companies that can prove that an asset’s use is less intensive than that of a
standard asset to use a lower depreciation rate for this asset, and recover the difference during the following
fiscal years. Reduced depreciation allows companies to lengthen the period of an asset’s depreciation.
See Also
Fixed Assets
Italy Local Functionality
Set Up Alternate Depreciation Methods
Create Multiple Fixed Asset Cards
Set Up Compressed Depreciation of Fixed Assets
Print Depreciation Book Reports
Set Up Compressed Depreciation of Fixed Assets
4/1/2021 • 2 minutes to read • Edit Online
You can compress fixed asset depreciation into subclasses and choose to display only the total sum by subclass.
You can choose to post only the depreciation totals of assets that are grouped by category. This is particularly
important for companies that have multiple fixed assets divided into many individual items.
When you calculate depreciation, one line is generated for each fixed asset. For example, posting depreciations
for 100 assets generates 100 lines that are posted to both the general ledger and fixed asset ledger entries.
NOTE
Multiple depreciation lines are then compressed in the general ledger and are displayed in a single entry that is
divided by fixed asset categories.
See Also
Set Up Fixed Asset Depreciation
Italian Fixed Assets
Set Up Alternate Depreciation Methods
Create Multiple Fixed Asset Cards
Print Depreciation Book Reports
Set Up Alternate Depreciation Methods
4/1/2021 • 2 minutes to read • Edit Online
Total No. of Units The total number of units that the asset is expected to
produce in its lifetime.
4. On the Lines FastTab, fill in the fields as described in the following table.
No. of Units in Period The number of units produced by the asset to which this
depreciation table applies.
See Also
Set Up Fixed Asset Depreciation
Italian Fixed Assets
Create Multiple Fixed Asset Cards
Set Up Compressed Depreciation of Fixed Assets
Print Depreciation Book Reports
Create Multiple Fixed Asset Cards
4/1/2021 • 2 minutes to read • Edit Online
You can create multiple fixed asset cards automatically during purchase invoice posting. For example, if your
company purchases 200 computers of the same kind from the same vendor, you do not have to manually create
a fixed asset card for each computer; the fixed asset cards can be created automatically.
No. of Fixed Asset Cards Specify the relevant number of duplicates for your fixed
asset.
See Also
Fixed Assets
Italian Fixed Assets
Print Depreciation Book Reports
4/1/2021 • 2 minutes to read • Edit Online
The Depreciation Book is a fiscal report that is sorted by year and item class. The Depreciation Book report
shows changes in fixed asset stock in a given year by item class, rather than by the individual items. The
Depreciation Book report is run after the depreciation method has been set up and assets have been entered.
Print per Fixed Asset Select to print the report for each fixed asset.
5. Expand the Fixed Asset FastTab, and then select the appropriate filters.
6. Choose the Print button to print the report or choose the Preview button to view it on the screen.
See Also
Italian Fixed Assets
Create Multiple Fixed Asset Cards
Set Up Compressed Depreciation of Fixed Assets
Set Up Fixed Asset Depreciation
Set Up Company Information
4/1/2021 • 2 minutes to read • Edit Online
Fiscal documents must contain all company information. You can enter all relevant data on the Company
Information page when setting up a company. This data will be included in all reports and fiscal documents.
See Also
Italy Local Functionality
Italian Subcontracting
4/1/2021 • 2 minutes to read • Edit Online
Companies contracted for production often outsource the production of components to subcontractors. In order
to know how many components to transfer to the subcontractor, there is a link between the subcontractors'
operations and the BOM. This facilitates Master Production Scheduling (MPS) and Material Requirements
Planning (MRP), and enables contractors to manage their outsourced and subcontracted components.
Special unit prices are often negotiated between main contractors and subcontractors, so an extra
subcontracting price list is available.
Work in Progress
You can send an item to a subcontractor and have the subcontractor return it as a Work in Progress (WIP) to the
main contractor. You can also send and receive groups of items without forced reference to the item card.
See Also
Subcontract Manufacturing
Italy Local Functionality
Set Up Journal Templates and Batches
4/1/2021 • 2 minutes to read • Edit Online
All European Union (EU) companies must submit Intrastat reports to the customs office, detailing their trade
with other EU countries/regions for the current year. An Intrastat summary report is presented to the tax
authorities monthly, quarterly, or yearly depending upon the company's business.
You can print Intrastat reports on the Intrastat Jnl. Batches page based on Intrastat journal entries. You can
manually place entries into the journal, or use a batch job to place the entries there. Before you can do this, you
must set up Intrastat journal templates and batches.
- Month
- Quar ter
- Year
F IEL D DESC RIP T IO N
- Purchases
- Sales
Statistics Period The statistics period that the report will cover. Enter the
value in YYMM format.
This is used when you run the Intrastat - Make Disk Tax
Auth batch job.
Currency Identifier The code to identify the currency for the Intrastat report.
Repor ted If the entry has already been reported to the tax
authorities, select the Repor ted check box. This check
box is selected automatically when you run the
Intrastat - Make Disk Tax Auth batch job for this
entry.
See Also
Italy Local Functionality
Print Intrastat Reports for Italy
Mexico Local Functionality
4/1/2021 • 2 minutes to read • Edit Online
The following topics describe local functionality that is unique to the Mexican version of Business Central.
Feature Availability
Tax
Set Up and Generate DIOT Reports Available Now
Mexico Sales Tax Available Now
Set Up Use Tax and Purchase Tax Available Now
Set Up Unrealized Sales Tax and Sales Payment Discounts Available Now
Reporting Sales Tax in Mexico Available Now
Create Deposits Available Now
Tax Identification Types for Mexico Available Now
VAT Recalculation Available Now
Electronic Invoicing
Electronic Invoicing Available Now
Set Up Electronic Invoicing Available Now
Generate Electronic Invoices Available Now
Electronic Accounting Regulations in Mexico Available Now
Make Electronic Payments Available Now
General
Set Up PAC Web Services Available Now
Print Troubleshooting Reports Available Now
See Also
Working with Business Central
Country/regional availability and supported languages
As a company in Mexico, you must report VAT from vendor purchases to the Mexican government, to SAT -
Servicio de Administración Tributaria. This can be done in Business Central by generating a file that can be
uploaded to SAT. This topic describes how to set up the functionality and generate the report. The DIOT
(Declaración Informativa de Operaciones con Terceros) report functionality is created as an extension (app) for
Business Central and is preinstalled in the online version but must be installed manually in the on-premises
version of Business Central.
Optional Setup for Reporting Witholding Tax with the DIOT Extension
The DIOT report exports data including witholding tax amounts for vendor transactions. Calculation of
witholding tax is currently not supported in the Mexican version of Business Central. To work around this, you
can post extra lines to a predefined general ledger account. The DIOT extension supports reporting witholding
tax data in the following way:
The VAT Posting Setup table has a new field, DIOT WHT % . By setting this field to a value other than zero, you
indicate that all entries posted with this setup are to be considered as if they were posted with that amount of
VAT withheld.
For example, if you have transactions that are supposed to be 10% VAT and 5% witholding tax, use a posting
setup where the VAT % field contains 10 and the DIOT WHT % field contains 5.
This field will only affect the DIOT report calculations and not the actual posting of the lines/entries/documents,
so you must continue the existing workaround that you may have for calculating witholding tax, regardless of
setting up the DIOT Report extension.
To create an export of DIOT report files
1. Choose the "Tell me what you want to do") icon, enter Create DIOT Repor t , and then choose the
related link.
2. On the Create DIOT repor t request page, set the Star ting Date and Ending Date fields to represent
the period for which you wish to report.
3. Choose the OK button.
You may get an error regarding the RFC No. field, which needs to be set up on local vendors. To set this
up, fill in the RFC No. field on the Payments tab on the Vendor Card page.
When the report runs without errors, you will be prompted to save the file Diot.txt , which you can then send to
authorities.
See Also
Customizing Business Central Using Extensions
Getting Ready for Doing Business
Reporting Sales Tax in the Mexico
4/1/2021 • 2 minutes to read • Edit Online
When you first start using Business Central, you can run an assisted setup guide to quickly and easily set up
sales tax information for your company, customers, and vendors. In a matter of minutes, you are ready to create
sales documents and purchase documents with sales tax calculated correctly. If you move to the empty My
Company, we recommend that you start by using each of the assisted setup guides, including the one for sales
tax. If you prefer to set up sales tax yourself, this article explains what you have to take into consideration.
Tax Details
The Tax Details page shows different combinations of sales tax jurisdictions and sales tax groups to establish
sales tax rates. For each tax jurisdiction, we recommend that you set up one tax group for normal sales tax,
another tax group for items or services that are not taxed, and an additional tax group for every type of item or
service that is handled with a different sales tax rate in that jurisdiction.
In Mexico, when you sell to a customer at a location where you do not have a situs—or a legal location in that
state, you do not collect sales tax. For locations in which you do not have a situs, ensure that both the Tax Below
Minimum and Tax Above Maximum fields are 0.00.
See Also
Mexico Local Functionality
Finance
Setting Up Finance
Set Up Sales Tax - Watch a Video
Working with Business Central
Set Up Use Tax and Purchase Tax in the Mexican
Version
4/1/2021 • 4 minutes to read • Edit Online
Sales tax includes taxes that companies pay for using items:
Use tax (United States) – Use tax is a United States sales tax that is paid on items that are purchased by a
company and are used by that company instead of being sold to a customer. The company must pay sales tax
for those items to the government, in the form of use tax.
Purchase tax (Canada) – Purchase tax is a Canadian sales tax that is paid by a company on items that are
purchased from a vendor. When a company purchases items for use by the company itself, the vendor
charges the appropriate sales tax for the items.
Tax Liable Select to set up tax liability. Impor tant: This field is
available on the Purchase Header page, but it is not
shown by default. To select the field, you must first add
the column that shows this field. You can change how
certain UI elements are displayed. For more information,
see Personalize Your Workspace.
Tax Area Code The tax area code of the vendor. Impor tant: This field is
available on the Purchase Header page, but it is not
shown by default. To select the field, you must first add
the column that shows this field. You can change how
certain UI elements are displayed. For more information,
see Personalize Your Workspace.
Tax Exemption No. The company's tax exemption number. You can enter a
maximum of 30 alphanumeric characters. Impor tant:
This field is available on the Purchase Header page,
but it is not shown by default. To select the field, you
must first add the column that shows this field. You can
change how certain UI elements are displayed. For more
information, see Personalize Your Workspace.
Provincial Tax Area Code The tax code for the province. Impor tant: This field is
available on the Purchase Header page, but it is not
shown by default. To select the field, you must first add
the column that shows this field. You can change how
certain UI elements are displayed. For more information,
see Personalize Your Workspace.
5. Choose the OK button.
Tax Jurisdiction Code The tax jurisdiction code for the tax detail entry.
Tax Group Code The tax group code for the tax detail entry.
Tax Type Sales and Use Tax – To apply both sales tax and use
tax to the tax detail entry.
–or–
–or–
Sales Tax Only – To apply only sales tax to the tax detail
entry.
–or–
Use Tax Only – To apply only use tax to the tax detail
entry.
Tax Area Code The company's tax area code. The tax area code is used
in conjunction with a tax group code field and the Tax
Liable field to find the necessary information for
calculating sales tax.
Tax Exemption No. The company's tax exemption number. You can enter a
maximum of 30 alphanumeric characters.
Provincial Tax Area Code The tax code for the province.
Do Not Use For Tax Calculation Select to specify whether the tax information included on
this location record is to be used for sales tax calculations
on purchase documents.
Tax Area Code The tax area code for the location. The tax area code is
used in conjunction with a tax group code field and the
Tax Liable field to find the necessary information for
calculating sales tax.
Tax Exemption No. The company's tax exemption number. You can enter a
maximum of 30 alphanumeric characters.
Provincial Tax Area Code The tax code for the province.
NOTE
This check box must be selected if the tax paid is not recoverable.
See Also
Mexico Local Functionality
Reporting Sales Tax in Mexico
Finance
Setting Up Finance
Set Up Unrealized Sales Tax and Sales Payment
Discounts in the Mexican Version
4/1/2021 • 4 minutes to read • Edit Online
You can use the General Ledger Setup page to set up unrealized sales tax. You can also set up maximum
correction tax amounts so that you can limit the tax correction amounts that are entered for sales and purchases.
This allows you to overwrite the calculated tax when there are rounding differences between what is calculated
on the purchase order, and what is calculated on the purchase invoice from the vendor.
NOTE
If you work with excise tax, the system does not allow you to change the Tax Amount field on the Statistics page for an
invoice, for example to adjust for rounding. Therefore, if you have set up an excise tax with more than two decimals and
you experience a rounding difference compared to your vendor's invoices, then you must handle the rounding difference
by posting an extra G/L entry so that the total matches the document amount. This posting could be made to an expense
account dedicated to amount rounding.
Pmt. Disc. Excl. Tax Select to calculate the payment discount on amounts
excluding sales tax.
Adjust for Payment Disc. Select to recalculate the tax amounts when you post
payments that trigger payment discounts.
Unrealized VAT Select if any of your sales tax jurisdictions allow you to
pay your sales tax after you have been paid. If you do
not select this check box this function will be blocked for
all sales tax jurisdictions.
Unrealized Tax Type – The unrealized tax feature is not used for this tax
jurisdiction.
–or–
–or–
First – Payments cover the tax first, and then the invoice
amount.
–or–
–or–
–or–
Unreal. Tax Acc (Sales) The general ledger account that you want to use to post
calculated unrealized tax on sales transactions.
Impor tant: This field is available on the Tax
Jurisdiction page, but it is not shown by default. To
select the field, you must first add the column that
shows this field. You can change how certain UI elements
are displayed. For more information, see Personalize Your
Workspace.
Unreal. Tax Acc (Purchases) The general ledger account that you want to use to post
calculated unrealized tax on purchase transactions.
Impor tant: This field is available on the Tax
Jurisdiction page, but it is not shown by default. To
select the field, you must first add the column that
shows this field. You can change how certain UI elements
are displayed. For more information, see Personalize Your
Workspace.
F IEL D DESC RIP T IO N
Unreal. Rev. Charge (Purch.) The general ledger account that you want to use for
posting calculated unrealized reverse-charge tax on
purchase transactions. Impor tant: This field is available
on the Tax Jurisdiction page, but it is not shown by
default. To select the field, you must first add the column
that shows this field. You can change how certain UI
elements are displayed. For more information, see
Personalize Your Workspace.
IMPORTANT
This field is available on the VAT Posting Setup page, but it is not shown by default.
NOTE
In this field, if you enter USD 5, you may correct tax amounts by up to five dollars. To use the tax difference
function, an amount must be entered in the Max. Tax Difference Allowed field.
See Also
Mexico Local Functionality
Reporting Sales Tax in Mexico
Finance
Setting Up Finance
Reporting Sales Tax in the Mexico
4/1/2021 • 2 minutes to read • Edit Online
When you first start using Business Central, you can run an assisted setup guide to quickly and easily set up
sales tax information for your company, customers, and vendors. In a matter of minutes, you are ready to create
sales documents and purchase documents with sales tax calculated correctly. If you move to the empty My
Company, we recommend that you start by using each of the assisted setup guides, including the one for sales
tax. If you prefer to set up sales tax yourself, this article explains what you have to take into consideration.
Tax Details
The Tax Details page shows different combinations of sales tax jurisdictions and sales tax groups to establish
sales tax rates. For each tax jurisdiction, we recommend that you set up one tax group for normal sales tax,
another tax group for items or services that are not taxed, and an additional tax group for every type of item or
service that is handled with a different sales tax rate in that jurisdiction.
In Mexico, when you sell to a customer at a location where you do not have a situs—or a legal location in that
state, you do not collect sales tax. For locations in which you do not have a situs, ensure that both the Tax Below
Minimum and Tax Above Maximum fields are 0.00.
See Also
Mexico Local Functionality
Finance
Setting Up Finance
Set Up Sales Tax - Watch a Video
Working with Business Central
Create Deposits in the Mexican Version
4/1/2021 • 2 minutes to read • Edit Online
You can make deposits to maintain a transaction record that contains information that can be applied to
outstanding invoices and credit memos.
The Deposit page specifies bank deposit information. The information includes the bank account number, total
deposit amount, deposit lines, posting date, document date, department code, currency code, and deposit notes.
You can use the page to create new deposits, post deposits, print deposits, view deposit comments, or view a
report that shows the deposit amount to be reconciled.
The Deposit report displays customer and vendor deposits with the original deposit amount, the amount of the
deposit that remains open, and the amount applied. The report also shows the total posted deposit amount to
be reconciled.
Deposit lines contain information about the individual deposited items, such as checks from customers. This
information includes the document date and number, account type and number, and amount. The total of the
amounts on the lines must add up to the total amount of the deposit entered on the deposit header.
After you have filled in the deposit information and the associated deposit lines, you must post it in order to
update the bank ledger, general ledger, customer ledger, and any other relevant ledgers. Posted deposits are
stored for future reference and can be viewed on the Posted Deposits page.
To create a deposit
1. Choose the icon, enter Deposits , and then choose the related link.
2. Choose the New action.
3. On the General FastTab, fill in the required fields as described in the following table.
Bank Account No. The bank account number for the deposit.
Total Deposit Amount The total deposit amount posted to the bank ledger.
You can post this deposit only if the sum of the deposit
lines is equal to the value in this field.
4. On the Lines FastTab, fill in the required fields as described in the following table.
5. Optionally, choose the Dimensions action, and then add relevant dimensions on the Dimension Set
Entries page.
6. Choose the Post action.
NOTE
You can post a deposit only if the amount displayed in the Total Deposit Lines field is equal to the amount in
the Total Deposit Amount field.
Next, you can use the Deposit Test and Deposit reports to reconcile your posted deposits with outstanding
invoices and credit memos.
See Also
Mexico Local Functionality
Finance
Setting Up Finance
Tax Identification Types for Mexico
4/1/2021 • 2 minutes to read • Edit Online
All customers and vendors must a have federal tax identification number. The identification type used for a
customer or vendor depends on whether the customer or vendor is classified as a company or as a person.
See Also
Mexico Local Functionality
VAT Recalculation
4/1/2021 • 2 minutes to read • Edit Online
When a customer makes payment in a foreign currency, VAT must be recalculated using the exchange rate at the
time of the invoice payment.
A company creates an invoice in a foreign currency for the purchase of taxable goods and taxable services by a
foreign customer. This invoice includes VAT. When the customer makes the payment at a later date, VAT is
recalculated based on the original sales amount, and adjusted for the new currency rates.
The following steps show how to create a report for unrealized VAT amounts:
Set up an option to allow recalculation of VAT upon receipt of payment.
Recalculate VAT upon receipt of payment.
Adjust journal entries for realization of VAT taxes payable to recognize exchange differences.
Create a VAT statement that shows the unrealized VAT amounts.
See Also
Report VAT to Tax Authorities
Set Up Unrealized Sales Tax and Sales Payment Discounts
Mexico Local Functionality
Electronic Invoicing
4/1/2021 • 3 minutes to read • Edit Online
Mexican companies must be able to send invoices electronically as Comprobante Fiscal Digital por Internet
(CFDI) files. Business Central supports CFDI so that you can export sales and service invoices and credit memos
as electronic documents that have the required digital signature.
The CFDI file is an XML file that contains:
Name of issuing company.
Fiscal address of issuing company.
Tax scheme of the issuing company.
Federal tax registration number (RFC) of issuing company.
RFC of the receiving company.
Quantity and description of the goods or services.
Unit price.
Tax amounts listed by tax type.
Currency code.
Customs location, which includes the date and number of the customs document, if the transaction is an
import.
Digital stamp of the issuing company, which is assigned by the tax authorities (SAT).
Digital stamp of an authorized service provider, PAC, that you choose.
IMPORTANT
You will be submitting the electronic invoices to a PAC, which is an authorized service provider appointed by the Mexican
tax authorities (SAT).
Getting Started
Before you can use Business Central for electronic invoicing, you must obtain the appropriate certification,
digital stamp, and control numbers from the tax authorities. You must install the certificate on the computer
where the CFDI files will be generated. For more information, see Set Up Electronic Invoicing. For information
about SAT certificates and keys, see the Servicio de Administracíon Tributaria website.
You also must specify the web services that you will use to communicate with the PAC in order to obtain digital
stamps. For more information, see Set Up PAC Web Services.
IMPORTANT
SAT has certified more than one PAC in Mexico, and you must obtain the appropriate information to communicate with
the PAC of your choice.
IMPORTANT
The users who will send electronic invoices must be able to send mail using the Simple Mail Transfer Protocol (SMTP).
Depending on the configuration in your company, you may have to grant explicit permissions to each relevant user and
computer.
If you also want to print the documents, the documents will include a Quick Response (QR) bar code and other
information that identifies the related electronic invoice. This information makes the printed document
computer-readable and provides a link between the electronic document and the printed document.
For more information, see Generate Electronic Invoices.
Communication Component
The Business Central component for electronic invoicing deploys in a library assembly,
Microsoft.Dynamics.NAV.MX.dll, which is installed automatically when you install the Business Central pages
client. The component handles the communication with the PAC web services and also generates the QR codes
that are included in the printed documents. For examples of how to use the Microsoft.Dynamics.NAV.MX.dll
assembly, see codeunit 10145 E-Invoice Mgt. and codeunit 10147 E-Invoice Object Factor y .
When you generate an electronic document to request a stamp, Business Central creates an XML document and
sends it to the PAC for processing. The original XML document contains the same information as the original
string field that is shown on the printed document. The original string includes the following information:
Document date
Document type
Payment terms
Name, address, and federal registration number of your company
Name, address, and federal registration number of the customer
Line amounts and quantities
The PAC returns an XML document that has the original string, but this file also includes a section for the digital
stamp. In Business Central, you can export the XML files for documents that have a digital stamp and learn more
about the data that goes into each XML element.
See Also
Set Up Electronic Invoicing
Set Up PAC Web Services
Generate Electronic Invoices
Set Up Electronic Invoicing
4/1/2021 • 3 minutes to read • Edit Online
Before you can send electronic documents, you must set up Business Central to ensure that the tax identification
number (RFC), personal identification number (CURP), and state inscription IDs are available for your company
and all your customers and vendors. You also need to set up the parameters that are needed for sending
electronic invoices to customers and vendors. These parameters include the certificate thumbprint, which is the
certificate that you received from the Mexico tax authority (SAT).
IMPORTANT
The certificate that you received from the Mexico tax authority must be installed for each user who sends electronic
invoices. For more information, see the Servicio de Administracíon Tributaria website.
Your company must also have SMTP mail set up for emailing electronic invoices. Depending on the configuration in your
company, you may need to grant explicit SMTP permissions to each relevant user and computer. The documents will be
sent from the address that is specified on the Company Information page.
Tax Scheme Enter the tax scheme that your company uses complies
with. Commonly used tax schemes are Régimen General,
Régimen intermedio, and Régimen de pequeños
contribuyentes (REPECOS).
RFC No. Enter the federal registration number for taxpayers. The
Registro Federal de Contribuyentes (RFC) tax
identification type can be applied to companies and to
people. An RFC number for a company is 12 characters,
while an RFC number for a person is 13 characters.
CURP No. Enter the unique fiscal card identification number. The
Cédula de identification fiscal con clave única de registro
de población (CURP) tax identification type can only be
applied to people. A CURP number is 18 characters.
State Inscription Enter the tax ID number that is assigned by state tax
authorities to every person or corporation.
SAT Cer tificate Thumbprint Enter the friendly name of the certificate that you want
to use for issuing electronic invoices. Note: A certificate
is needed for each user who sends electronic invoices. To
get the certificate thumbprint, see the Help for the
operating system.
Send PDF Repor t Select to include a PDF when you email electronic
invoices to customers or vendors. Electronic invoices are
always sent as an XML file, this option allows you to
include a PDF with the XML file.
PAC Code Specify the authorized service provider, PAC, that you
want apply digital stamps to your electronic invoices.
Note: To use a PAC, you must set up web services. For
more information, see Set Up PAC Web Services.
Optionally, you can ask your Microsoft Certified Partner to modify the text that is included in the email that is
sent when you send electronic invoices. The text is stored as text variables in codeunit 10145.
RFC No. Enter the federal registration number for taxpayers. The
RFC number must contain 12 digits.
CURP No. Enter the unique fiscal card identification number. The
CURP number must contain 18 digits.
State Inscription Enter the tax ID number that is assigned by state tax
authorities to every person or corporation.
NOTE
If you select the Prices Including VAT field for a customer, the electronic documents will include VAT in all
amounts, including unit prices. The electronic documents will also contain a separate element for VAT. If you want
to avoid any possible confusion about the amounts including VAT, you can choose to not select the Prices
Including VAT field.
3. On the Payments FastTab, in the Payment Method Code field, specify the payment method that you
want to use for this customer.
See Also
Electronic Invoicing
Generate Electronic Invoices
Mexico Local Functionality
Generate Electronic Invoices
4/1/2021 • 2 minutes to read • Edit Online
In Business Central, after you post a sales invoice you must generate an electronic invoice that will be sent to the
customer. You can also export the electronic invoice as an XML file, which you can save to a specified location.
The following procedure describes how to generate electronic invoices for sales invoices, but the same steps
also apply to service invoices and credit memos.
NOTE
ADD INCLUDE
See Also
Set Up Electronic Invoicing
Electronic Invoicing
Mexico Local Functionality
Complying with Electronic Accounting Regulations
in Mexico
4/1/2021 • 2 minutes to read • Edit Online
In Mexico, individuals and businesses must do their bookkeeping electronically and forward their monthly
results to the Mexican Tax Authorities (SAT) as separate XML files at the end of each month. The XML files must
contain the following:
The chart of accounts. This file is to be submitted whenever the chart of accounts has been modified.
The trial balance, including opening balances, movements (debit / credit), and final balances.
All journal transactions, including all actual movements, such as purchases, sales, and so on. This file is to be
submitted upon request from the authorities.
For more information about the structure of these files (also referred to as Annex 24), see the Secretaria de
Gobernación website. The Expor t Elect. Accounting functionality has been developed to meet this regulatory
requirement.
On the Payment Journal page, you can process payments to your vendors by exporting a file together with the
payment information from the journal lines. You can then upload the file to your electronic bank where the
related money transfers are processed. Business Central supports the SEPA Credit Transfer format, but in your
country/region, other formats for electronic payments may be available.
NOTE
In the generic version of Business Central, a global provider of services to convert bank data to any file format that your
bank requires is set up and connected. In North American versions, the same service can be used to send payment files as
electronic funds transfer (EFT), however with a slightly different process. See step 6 in To export payments to a bank file.
To enable SEPA credit transfers, you must first set up a bank account, a vendor, and the general journal batch that
the payment journal is based on. You then prepare payments to vendors by automatically filling the Payment
Journal page with due payments with specified posting dates.
NOTE
When you have verified that the payments are successfully processed by the bank, you can proceed to post the payment
journal lines.
NOTE
The Currency Code field must be set to EUR, because SEPA credit transfers can only be made in the EURO
currency.
NOTE
Before you can export payment files from the payment journal, you must specify the electronic format for the involved
bank account, and you must enable the AMC Banking 365 Fundamentals extension. For more information, see Set Up
Bank Accounts and Using the AMC Banking 365 Fundamentals extension. In addition, you must select the Allow
Payment Expor t check box on the General Journal Batches page. For more information, see Working with General
Journals.
You use the Credit Transfer Registers page to view the payment files that have been exported from the
payment journal. From this page, you can also re-export payment files in case of technical errors or file changes.
Note, however, that exported EFT files are not shown in this page and cannot be re-exported.
To export payments to a bank file
The following describes how to pay a vendor by check. The steps are similar to refund a customer by check.
1. Choose the icon, enter Payment Journals , and then choose the related link.
2. Fill in the payment journal lines. For more information, see Record Payments and Refunds.
NOTE
If you are using EFT, you must select either Electronic Payment or Electronic Payment–IAT in the Bank
Payment Type field. Different file export services and their formats require different setup values on the Bank
Account Card and Vendor Bank Account Card pages. You will be informed about wrong or missing setup
values as you try to export the file.
The EFT feature can only be used for bank accounts in the local currency. It cannot be used with a foreign
currency, indicated by a value in the Currency Code field. (Blank field value means local currency.)
3. When you have completed all payment journal lines, choose the Expor t action.
4. On the Expor t Electronic Payments page, fill in the fields as necessary.
Any error messages will be shown in the Payment File Errors FactBox where you can also choose an
error message to see detailed information. You must resolve all errors before the payment file can be
exported.
TIP
When you use the AMC Banking 365 Fundamentals extension, a common error message states that the bank
account number does not have the length that your bank requires. To avoid or resolve the error, you must
remove the value in the IBAN field on the Bank Account Card page and then, in the Bank Account No. field,
enter a bank account number in the format that your bank requires.
5. On the Save As page, specify the location that the file is exported to, and then choose Save .
NOTE
If you are using EFT, save the resulting vendor remittance form as a Word document or select to have it emailed
directly to the vendor. The payments are now added to the Generate EFT File page from where you can
generate multiple payment orders together to save transmission cost. For more information, see the following
steps.
6. On the Payment Journal page, choose the Generate EFT File action.
On the Generate EFT File page, all payments set up for EFT that you have exported from the payment
journal for a specified bank account but not yet generated are listed on the Lines FastTab.
7. Choose the Generate EFT File action to export one file for all the EFT payments.
8. On the Save As page, specify the location that the file is exported to, and then choose Save .
The bank payment file is exported to the location that you specify, and you can proceed to upload it to your
electronic bank account and make the actual payments. Then you can post the exported payment journal lines.
To plan when to post exported payments
If you do not want to post a payment journal line for an exported payment, for example because you are waiting
for confirmation that the transaction has been processed by the bank, you can just delete the journal line. When
you later create a payment journal line to pay the remaining amount on the invoice, the Total Expor ted
Amount field shows how much of the payment amount has already been exported. Also, you can find detailed
information about the exported total by choosing the Credit Transfer Reg. Entries button to see details about
exported payment files.
If you follow a process where you do not post payments until you have confirmation that they have been
processed in the bank, you can control this in two ways.
In a payment journal with suggested payment lines, you can sort on either the Expor ted to Payment File
column or the Total Expor ted Amount and then delete payment suggestions for open invoices for which
payments have already been made and you do not want to make payments for.
On the Suggest Vendor Payments page, where you specify which payments to insert in the payment
journal, you can select the Skip Expor ted Payments check box if you do not want to insert journal lines for
payments that have already been exported.
To see information about exported payments, choose the Payment Expor t Histor y action.
To re -export payments to a bank file
You can re-export payment files from the Credit Transfer Registers page. Before you delete or post payment
journal lines, you can also re-export the payment file from the Payment Journal page by simply exporting it
again. If you have deleted or posted the payment journal lines after exporting them, you can re-export the same
payment file from the Credit Transfer Registers page. Select the line for the batch of credit transfers that you
want to re-export, and then use the Reexpor t Payments to File action.
NOTE
Exported EFT files are not shown on the Credit Transfer Registers page and cannot be re-exported.
1. Choose the icon, enter Credit Transfer Registers , and then choose the related link.
2. Select a payment export that you want to re-export, and then choose the Reexpor t Payment to File action.
See Also
Using the AMC Banking 365 Fundamentals extension
Managing Payables
Working with General Journals
Collect Payments with SEPA Direct Debit
Set Up PAC Web Services
4/1/2021 • 2 minutes to read • Edit Online
Before you can send invoices and credit memos electronically, you must specify one or more providers of the
electronic stamp that must be included in invoices in Mexico.
When you send an electronic document, it must receive a digital stamp by an authorized service provider, PAC,
before it can be sent to your customer. The communication between Business Central and the PAC is managed
through web services, and therefore, you must specify technical information about the web services of the PAC
that you intend to use.
To use web services, you must identify the name of the method on the web service that processes requests for
digital stamps. Your PAC can give you this information.
If your PAC offers the service of canceling signed documents, you must specify two web methods: one web
method for requesting the digital stamp, and the other for canceling an already signed document.
IMPORTANT
SAT has certified more than one PAC in Mexico, and you must obtain the appropriate information for
communication with the PAC of your choice.
See Also
Electronic Invoicing
Set Up Electronic Invoicing
Mexico Local Functionality
Print Troubleshooting Reports in the Mexican
Version
4/1/2021 • 2 minutes to read • Edit Online
The following troubleshooting reports are available to assist Microsoft Certified Partners with troubleshooting
issues:
License Information report – This report contains the license number, the name of the licensed user, which
application granules they have purchased, and when the license expires, if applicable.
Data Dictionar y report (report #10315) – This report allows you to print detailed table reference, field
reference, and table properties for table objects.
You must have access to Business Central Object Designer, which is available only to administrators and only in
Business Central Spring 2019 and earlier.
You can print these reports and send them to your Microsoft Certified Partner to help resolve issues with your
Business Central implementation.
See Also
Mexico Local Functionality
Finance
Setting Up Finance
Netherlands Local Functionality
4/1/2021 • 2 minutes to read • Edit Online
The following topics describe local functionality that is unique to the Dutch version of Business Central.
Feature Availability
VAT
Create a Audit File for the Tax Authority Available Now
Set Up VAT Categories Available Now
Electronic VAT and ICP Declarations Available Now
Set Up Electronic VAT and ICP Declarations Available Now
Submitting Electronic VAT and ICP Declarations Available Now
Banking & Payments
Dutch Electronic Banking Available Now
Telebanking Available Now
Payment Scenarios Available Now
Payment Scenario 1 - Domestic Payments (LCY to LCY) Available Now
[Payment Scenario 2 - Foreign Payment (FCY to FCY)](payment-scenario-2-foreign-payment-fcy-to-
fcy-.md Available Now
Payment Scenario 3 - Foreign Payment (LCY to FCY) Available Now
Create Proposals Available Now
Docket Reports Available Now
Enter and Post Cash and Bank or Giro Journals Available Now
Print Test Reports for Cash and Bank or Giro Journals Available Now
Single Euro Payments Area (SEPA) Available Now
Activate SEPA Payments Available Now
Submit Vendor Payments Electronically in SEPA ISO 20022 Payment Format Available Now
Create and Export Payment History Available Now
Import and Reconcile Bank Statements Available Now
Core Finance
Apply and Unapply General Ledger Entries Available Now
Required Descriptions in G/L Entries Available Now
Purchasing
Check Purchase Amounts Available Now
Edit Document Amounts in Purchase Invoices and Credit Memos Available Now
Set Up Validation of Purchase Amounts Available Now
General
CMR Notes Available Now
Dutch Postal Codes Available Now
Import Postal Codes Available Now
Import Postal Code Updates Available Now
See Also
Working with Business Central
Country/regional availability and supported languages
During an examination of the books for a fiscal year, a tax inspector can ask for data about the basis transactions
from the general ledger for that fiscal year. Basis transactions usually are processed via journal entries. That is
the reason why the journal entries are the basis for the audit file.
The tax authority stimulates companies to use the audit file but it is not prescribed.
The audit file can also be used to exchange data between companies. You can select every period you want, but
the start and end date of the entered period must be in the same fiscal year.
Star t Date Specify the start date of the period on which the data
must be based.
End Date Specify the end date of the period on which the data
must be based.
Exclude Begin Balance Specifies if the audit file must contain the begin balance
of general ledger accounts.
3. Choose the OK button to create the audit file. If you do not want to create the audit file, choose the
Cancel button to close the page.
When you run the report, you must specify the name and location of the exported file. The default file name is
audit.xaf , but you can change that. The file extension must be .xaf.
See Also
Submitting Electronic VAT and ICP Declarations
Set Up VAT Categories
4/1/2021 • 2 minutes to read • Edit Online
To use the electronic VAT declaration, you must set up a VAT category code for all XML elements in the electronic
VAT declaration.
You must set up all of the possible category and subcategory combinations that represent an XML element in
the electronic VAT declaration. Then, you can map the VAT statement data directly to an XML element.
Categor y Specify the main category option for the VAT statement.
See Also
Submitting Electronic VAT and ICP Declarations
Setting Up Electronic VAT and ICP Declarations
Submitting Electronic VAT and ICP Declarations
4/1/2021 • 4 minutes to read • Edit Online
Companies must submit periodic VAT and Intracommunautaire leveringen (ICP) declarations to the tax
authorities.
VAT declarations must be submitted on a monthly or quarterly basis. ICP declarations must be submitted on a
quarterly basis.
NOTE
ICP declarations must be submitted by companies that sell goods or services to European Union (EU) countries.
Purchases are not included in this declaration.
For a transaction to qualify for ICP, it is required that the merchandise have crossed the border physically. It is not enough
that the location of an invoice address or the office of the vendor or customer is in another EU country or region.
You can submit the VAT declarations and ICP declarations in the following ways:
Log on to the website of the Dutch tax office and enter the information manually. For more information,
see the website of the Dutch tax office.
Create an electronic declaration and submit the encrypted file through file through the Digipoort channel
to the Dutch tax office. Digipoort is the electronic post office provided by the Dutch government for
companies. It provides the common infrastructure for the communication of information between
companies and the government, including VAT declarations. The reports are in the eXtensible Business
Reporting Language (XBRL) format. For more information, see Create Reports with XBRL.
Client Cer tificate Select the PKIoverheid certificate for the company.
Client Cer tificate Password Enter the password that encrypts the client certificate.
Ser vice Cer tificate Select the Digipoor t Ser vice certificate.
NOTE
If there are no intra-community deliveries in the declaration period, then an electronic ICP declaration is created without
XML elements for the deliveries. If you submit such a declaration, an error message will be displayed.
Client Cer tificate Select the PKIoverheid certificate for the company.
F IEL D DESC RIP T IO N
Client Cer tificate Password Enter the password that encrypts the client certificate.
Ser vice Cer tificate Select the Digipoor t Ser vice certificate.
See Also
Setting Up Electronic VAT and ICP Declarations
Set Up VAT Categories
Create Reports with XBRL
Netherlands Local Functionality
Setting Up Electronic VAT and ICP Declarations
4/1/2021 • 2 minutes to read • Edit Online
To create electronic VAT and ICP declarations and communicate with the tax authorities, you must first set up
general information about electronic tax declarations. Your company must be registered with the tax authorities
before you can send electronic declarations.
When electronic declarations are set up, you can begin to declare VAT and ICP to the tax authorities. For more
information, see Submitting Electronic VAT and ICP Declarations.
NOTE
If a company has several companies registered as subsidiaries of a holding company, they have the option to
submit the VAT declaration individually or combined for one fiscal entity. To set up electronic declarations for
subsidiaries of a holding company, you must select the Par t of Fiscal Entity field on the Elec. Tax Declaration
Setup page. You can then create an electronic declaration for only one company.
If you want to combine the tax information for all subsidiaries of a holding company, you must create a VAT
statement on paper for each subsidiary company and manually calculate the total amounts for the holding
company. These total amounts of the holding company must be entered on the website of the tax authorities.
You cannot combine tax information for ICP declarations. ICP declarations must always be submitted individually.
For each subsidiary company an electronic ICP declaration can be created and submitted to the tax authorities.
These electronic ICP declarations must contain the VAT registration number of the subsidiary company and the
value of the Fiscal Entity No. field on the Company Information page of the holding company.
5. In the Digipoor t Deliver y URL field, specify the URL for the production version of the Digipoort
Aanlever service. For more information, see
https://www.logius.nl/producten/gegevensuitwisseling/digipoort.
6. In the Digipoor t Status URL field, specify the URL for the status information that is coming from the
Digipoort Statusinformatie service. For more information, see Electronic VAT and ICP Declarations.
See Also
Submitting Electronic VAT and ICP Declarations
Netherlands Local Functionality
Submitting Electronic VAT and ICP Declarations
4/1/2021 • 4 minutes to read • Edit Online
Companies must submit periodic VAT and Intracommunautaire leveringen (ICP) declarations to the tax
authorities.
VAT declarations must be submitted on a monthly or quarterly basis. ICP declarations must be submitted on a
quarterly basis.
NOTE
ICP declarations must be submitted by companies that sell goods or services to European Union (EU) countries.
Purchases are not included in this declaration.
For a transaction to qualify for ICP, it is required that the merchandise have crossed the border physically. It is not enough
that the location of an invoice address or the office of the vendor or customer is in another EU country or region.
You can submit the VAT declarations and ICP declarations in the following ways:
Log on to the website of the Dutch tax office and enter the information manually. For more information,
see the website of the Dutch tax office.
Create an electronic declaration and submit the encrypted file through file through the Digipoort channel
to the Dutch tax office. Digipoort is the electronic post office provided by the Dutch government for
companies. It provides the common infrastructure for the communication of information between
companies and the government, including VAT declarations. The reports are in the eXtensible Business
Reporting Language (XBRL) format. For more information, see Create Reports with XBRL.
Client Cer tificate Select the PKIoverheid certificate for the company.
Client Cer tificate Password Enter the password that encrypts the client certificate.
Ser vice Cer tificate Select the Digipoor t Ser vice certificate.
NOTE
If there are no intra-community deliveries in the declaration period, then an electronic ICP declaration is created without
XML elements for the deliveries. If you submit such a declaration, an error message will be displayed.
Client Cer tificate Select the PKIoverheid certificate for the company