Contents

Welcome to Business Central

Getting Started
Overview
What's New
Minimum Requirements
Frequently Asked Questions
Resources for Help and Support
Getting Ready for Doing Business
Overview of Business Functionality
Your Access to the Intelligent Cloud with Business Central
Visit Our Video Library
Trials and Subscriptions
Overview
Troubleshooting Self-Service Sign-Up
Extending Your Trial Version
Unsubscribe or Remove Business Central
Find Training
Learning Catalog
Business Decision Maker Learning Catalog
Business User Learning Catalog
Developer Learning Catalog
Functional Consultant Learning Catalog
Pre-sales Learning Catalog
Sales Learning Catalog
Resellers and Partners
Become a Reseller
Extending Business Central
Working with Business Central
Overview
Print-Friendly Cheat Sheet
Finding Pages and Information with Tell Me
Finding Pages with the Role Explorer
Tell Me FAQ
Sorting, Searching, and Filtering
Searching and Filtering FAQ
Entering Data
Copy and Paste FAQ
Working with Calendar Dates and Times
Detecting Mandatory Fields
Changing Language and Locale
Viewing and Editing in Excel
Manage Attachments, Links, and Notes on Cards and Documents
Change Basic Settings
Manage Notifications
Personalizing Business Central
Personalize Your Workspace
Why a Page is Locked from Personalizing
Save and Personalize List Views
Bookmark a Page or Report on Your Role Center
Displaying Lists in Different Ways
Printing Reports and Running Batch Jobs and XMLports
Working with Reports, Batch Jobs, and XMLports
Specify Printer Selection for Reports
Schedule a Report to Run
Manage Saved Settings for Reports and Batch Jobs
View Test Reports Before Posting
Run Batch Jobs and XML ports
Changing the Look of Externally-Facing Documents
Managing Report and Document Layouts
Change the Current Report Layout
Create and Modify Custom Report Layouts
 Import and Export Custom Report Layouts
Update Custom Report Layouts
Define Document Layouts for Customers and Vendors
Add Fields to a Word Report Layout
Available Fonts
Using Keyboard Shortcuts
Accessibility and Keyboard Shortcuts
Keyboard Shortcuts
Keyboard Quick Reference - PC Only
Setting Up Business Central
Overview
Setting Up Finance
Overview
Defining Payment Methods
Setting Up Posting Groups
Prepare Financial Reporting with Account Schedules and Account Categories
Work with Payment Tolerances and Payment Discount Tolerances
Open a New Fiscal Year
Set Up Value-Added Tax (VAT)
Set Up Unrealized VAT for Cash-Based Accounting
Enable Application of Ledger Entries in Different Currencies
Set Up an Additional Reporting Currency
Update Currency Exchange Rates
Set Up Multiple Interest Rates
Set Up Invoice Rounding
Setting Up the Chart of Accounts
Setting Up Cash Flow Analysis
Set Up Cash Customers
Set Up and Report Intrastat
Use Allocation Keys in General Journals
Setting Up Banking
Overview
 Set Up Bank Accounts
Set Up the Envestnet Yodlee Bank Feeds Service
Using the AMC Banking 365 Fundamentals extension
Select a Check Layout
Setting Up Sales
Overview
Register New Customers
Enable Customer Payments Through Payment Services
Record Special Sales Prices and Discounts
Set Up Salespeople
Set Up Document Sending Profiles
Send Documents by Email
Set Up Shipment Methods
Set Up Shipping Agents
Setting Up Purchasing
Overview
Register New Vendors
Record Special Purchase Prices and Discounts
Prioritize Vendors
Set Up Purchasers
Setting Up Inventory
Overview
Set Up General Inventory Information
Work with Responsibility Centers
Set Up Locations
Register New Items
Copy Existing Items to Create New Items
About Item Types
Set Up Item Units of Measure
Set Up Stockkeeping Units
Categorize Items
Import Multiple Item Pictures
Setting Up Project Management
Overview
Set Up Resources
Set Up Time Sheets
Set Up Jobs
Setting Up Fixed Assets
Overview
Set Up General Fixed Assets Information
Set Up Fixed Asset Depreciation
Define Depreciation Methods
Set Up Fixed Asset Insurance
Set Up Fixed Asset Maintenance
Setting Up Warehouse Management
Overview
Design Details: Warehouse Overview
Set Up Bin Types
Create Bins
Create Bin Contents
Assign Default Bins to Items
Set Up Put-away Templates
Set Up Warehouse Employees
Set Up Locations to Use Bins
Convert Existing Locations to Warehouse Locations
Set Up Basic Warehouses with Operations Areas
Set Up Items and Locations for Directed Put-away and Pick
Enable Automatic Breaking Bulk with Directed Put-away and Pick
Enable Picking by FEFO
Enable Automated Data Capture Systems (ADCS)
Restructure Warehouses
Setting Up Manufacturing
Overview
Create Work Center Calendars
 Set Up Work Centers and Machine Centers
Create Routings
Create Production BOMs
Enable Flushing of Components According to Operation Output
Work With Manufacturing Batch Units of Measure
Work With Production Families
Set Up Standard Routing Lines
Subcontract Manufacturing
Setting Up Service Management
Overview
Create Service Items
Set Up Standard Service Codes
Configure Service Processes
Set Up Fault Reporting
Set Up Service Offerings
Set Up Troubleshooting
Set Up Resource Allocation
Set Up Pricing and Additional Costs for Services
Set Up Service Items and Service Item Components
Set Up Work Hours and Service Hours
Set Up Statuses for Service Orders and Repairs
Set Up a Loaner Program
Set Up Service Contracts
Setting Up Complex Application Areas Using Best Practices
Overview
Setup Best Practices: Supply Planning
Overview
Setup Best Practices: Planning Parameters
Setup Best Practices: Global Planning Setup
Setup Best Practices: Reordering Policies
Setup Best Practices: Costing Methods
Setting Up a Company With RapidStart Services
 Overview
Setting Up Company Configuration
Overview
Manage Company Configuration in a Worksheet
Prepare a Configuration Package
Applying Configurations to New Companies
Overview
Create a New Company
Configure New Companies
Configure a Company with the RapidStart Wizard
Copy Data to New Companies
Create Journal Opening Balances
Gather Customer Setup Data
Prepare to Migrate Customer Data
Migrate Customer Data
Create Custom Company Configuration Packages
Tips and Tricks: RapidStart Services
Using Outlook with Business Central
Using Business Central as Your Business Inbox in Outlook
Synchronize with Contacts in Microsoft Outlook
Using Business Central Without Outlook
Using Power BI with Business Central
Enabling Your Business Data for Power BI
Viewing List Data in Power BI Reports in Business Central
Using Business Central as a Power BI Data Source
Using Power Automate with Business Central
Using Business Central in an Automated Workflow
Using Power Apps with Business Central
Connecting to Your Business Central Data to Build a Business App Using Power
Apps
Changing from a QuickBooks App to Business Central
Getting Business Central on Your Mobile Device
Bulk Invoicing for Microsoft Bookings
 Using the same Office 365 account in Business Central and in Microsoft Invoicing
Importing Business Data from Other Finance Systems
Set Up Email
Create Number Series
Set Up Base Calendars
General Business Functionality
Overview
Add Comments to Cards and Documents
Track Document Lines
Send Documents by Email
Archive Documents
Add Extended Item Text
Define User Tasks
Exporting Your Business Data to Excel
Posting Documents and Journals
Post Multiple Documents at the Same Time
Preview Posting Results
Edit Posted Documents
Working with General Journals
Use Job Queues to Schedule Tasks
Letting Business Central Suggest Values
Incoming Documents
Overview
Set Up Incoming Documents
Processing Incoming Documents
Overview
Create Incoming Document Records
Use OCR to Turn PDF and Image Files into Electronic Documents
Create Incoming Document Records Directly from Documents and Entries
Find Posted Documents without Incoming Document Records
Manage Many Incoming Document Records
Workflow
 Overview
Setting Up Workflows
Overview
Set Up Workflow Users
Set Up Approval Users
Setting Up Workflow Notifications
Specify When and How to Receive Notifications
Create and Modify Custom Report Layouts
Set up Email
Create Workflows
Create Workflows from Workflow Templates
Export and Import Workflows
Walkthrough: Setting Up and Using a Purchase Approval Workflow
Walkthrough: Implementing New Workflow Events and Responses
Using Workflows
Overview
Enable Workflows
Use Approval Workflows
Restrict and Allow Usage of a Record
View Archived Workflow Step Instances
Delete Workflows
Exchanging Data Electronically
Overview
About the Data Exchange Framework
Setting Up Data Exchange
Overview
Set Up a Document Exchange Service
Set Up Incoming Documents
Update Currency Exchange Rates
Set Up Electronic Document Sending and Receiving
Collect Payments with SEPA Direct Debit
Using the AMC Banking 365 Fundamentals extension
 Set Up the Bank Statement Service
Set Up Bank Accounts
Use XML Schemas to Prepare Data Exchange Definitions
Set Up Data Exchange Definitions
Exchanging Data
Overview
Send Electronic Documents
Use OCR to Turn PDF and Image Files into Electronic Documents
Receive and Convert Electronic Documents
Set Up the Envestnet Yodlee Bank Feeds Service
Export Payments to a Bank File
Making Payments with AMC Banking 365 Fundamentals extension or SEPA Credit
Transfer
Collecting Payments with SEPA Direct Debit
Update Currency Exchange Rates
Field Mapping When Importing SEPA CAMT Files
Field Mapping for the AMC Banking 365 Fundamentals Extension
Administration
Overview
Create Users According to Licenses
Assign Permissions to Users and Groups
Manage Profiles
Classifying Data Sensitivity
Responding to Requests About Personal Data
Creating New Companies
Logging Changes
Using Job Queues to Schedule Tasks
Deleting Documents
Publishing a Web Service
Configuring API Templates
Managing Data Encryption
Extending Your Trial Version
Inspecting Pages
Creating a Sandbox Environment
Customizing Business Central
Overview
Customize Pages for Profiles
Change Which Features are Displayed
Set Up a Colored Indicator on Cues
Customize Using Extensions
Overview
Customize Using Extensions
Accountant Portal for Business Central
Ceridian Payroll
Dynamics GP Data Migration
Envestnet Yodlee Bank Feeds
Essential Business Insights
Image Analyzer
Intelligent Cloud
Intelligent Cloud Base
Late Payment Predictions
Microsoft Pay
PayPal Payments Standard
QuickBooks Data Migration
QuickBooks Online Data Migration
Quickbooks Payroll File Import
Sales and Inventory Forecast
AMC Banking 365 Fundamentals Extension
WorldPay Payments Standard
DK - C5 Data Migration
DK - Payments and Reconciliations
DK - Tax File Formats
UK - GetAddress.io UK Postcodes
US/CA/UK/AU/NZ/ZA - Send Remittance Advice
Business Central Extensions by Other Providers
 Integrating with Dynamics 365 Sales
Overview
Setting Up User Accounts for Integrating with Dynamics 365 Sales
Set Up a Dynamics 365 Sales Connection
Synchronizing Business Central and Dynamics 365 Sales
Mapping the Tables and Fields to Synchronize
Manually Synchronize Table Mappings
Schedule a Synchronization
Troubleshooting Synchronization Errors
Finance
Overview
Managing Receivables
Overview
Applying Payments Automatically and Reconciling Bank Accounts
Overview
Reconcile Payments Using Automatic Application
Review or Apply Payments Manually after Automatic Application
Reconcile Payments that Cannot be Applied Automatically
Map Text on Recurring Payments to Accounts for Automatic Reconciliation
Set Up Rules for Automatic Application of Payments
Reconcile Customer Payments from a List of Unpaid Sales Documents
Reconcile Customer Payments with the Cash Receipt Journal or from Customer
Ledger Entries
Collect Outstanding Balances
Collect Payments with SEPA Direct Debit
Block Customers
Use Item Charges to Account for Additional Trade Costs
Work with Payment Tolerances and Payment Discount Tolerances
The Late Payment Prediction Extension
Managing Payables
Overview
Making Payments
Overview
 Working with General Journals
Record Payments and Refunds
Suggest Vendor Payments
Make Check Payments
Making Payments with AMC Banking 365 Fundamentals extension or SEPA Credit
Transfer
Settle Purchase Invoices Promptly
Export a Positive Pay file
Applying Payments Automatically and Reconciling Bank Accounts
Overview
Reconcile Payments Using Automatic Application
Review or Apply Payments Manually after Automatic Application
Reconcile Payments that Cannot be Applied Automatically
Map Text on Recurring Payments to Accounts for Automatic Reconciliation
Reconcile Customer Payments from a List of Unpaid Sales Documents
Reconcile Customer Payments with the Cash Receipt Journal or from Customer
Ledger Entries
Reconcile Vendor Payments with the Payment Journal or from Vendor Ledger
Entries
Collect Outstanding Balances
Collect Payments with SEPA Direct Debit
Block Vendors
Use Item Charges to Account for Additional Trade Costs
Work with Payment Tolerances and Payment Discount Tolerances
The Late Payment Prediction Extension
Invoicing Prepayments
Overview
Set Up Prepayments
Create Prepayment Invoices
Correct Prepayments
Reconciling Bank Accounts
Overview
Reconcile Bank Accounts
 Applying Payments Automatically and Reconciling Bank Accounts
Managing Intercompany Transactions
Overview
Set Up Intercompany
Work with Intercompany Documents and Journals
Manage the Intercompany Inbox and Outbox
Accounting for Costs
Overview
Terminology in Cost Accounting
About Cost Accounting
Setting Up Cost Accounting
Transferring and Posting Cost Entries
Defining and Allocating Costs
Creating Cost Budgets
Deleting Cost Budget Entries
Managing Inventory Costs
Overview
About Inventory Costing
About Calculating Standard Cost
Design Details: Inventory Costing
Work with Inventory Periods
Setting Up Inventory Valuation and Costing
Revalue Inventory
Adjust Item Costs
Handle Inventory and Manufacturing Costs
Update Standard Costs
Remove and Reapply Item Ledger Entries
Close Open Item Ledger Entries Resulting from Fixed Application in the Item
Journal
Reporting Costs and Reconciling with the General Ledger
Overview
Reconcile Inventory Costs with the General Ledger
Monitor Job Progress and Performance
Closing Years and Periods
Overview
Working with Accounting Periods and Fiscal Years
Specify Posting Periods
Closing Periods
Update Currency Exchange Rates
Allocate Costs and Income
Report VAT to Tax Authorities
Preparing Pre-Closing Reports
Closing Books
Preparing Closing Statements
Close Accounting Periods
Close Income Statement Accounts
Post the Year-End Closing Entry
Understanding the General Ledger and the COA
Consolidating Financial Data from Multiple Companies
Working with Dimensions
Create G/L Budgets
Post Transactions Directly to the General Ledger
Reverse Journal Postings and Undo Receipts/Shipments
Allocate Costs and Income
Use Item Charges to Account for Additional Trade Costs
Record and Reimburse Employees' Expenses
Defer Revenues and Expenses
Update Currency Exchange Rates
Import Payroll Transactions
Work with VAT on Sales and Purchases
Report VAT to Tax Authorities
Convert Service Contracts that Include VAT Amounts
Analyzing Cash Flows in Your Company
Walkthrough: Making Cash Flow Forecasts by Using Account Schedules
Analyzing Financial Statements in Excel
 Transfer Bank Funds
Accountant Experiences in Business Central
Business Intelligence
Overview
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
Sales
Overview
Register New Customers
Make Sales Quotes
Invoice Sales
Sell Products
Posting Sales
Create Recurring Sales and Purchase Lines
Make Drop Shipments
Create Special Orders
Correct or Cancel Unpaid Sales Invoices
Process Sales Returns or Cancellations
Work with Blanket Sales Orders
Combine Shipments on a Single Invoice
Calculate Order Promising Dates
Track Packages
Date Calculation for Sales
Create a Forecast
Merge Duplicate Records
Purchasing
Overview
Record Purchases
 Request Quotes
Purchase Items for a Sale
Posting Purchases
Correct or Cancel Unpaid Purchase Invoices
Combine Receipts on a Single Invoice
Process Purchase Returns or Cancellations
Receive and Convert Electronic Documents
Date Calculation for Purchases
Merge Duplicate Records
Work With Blanket Purchase Orders
Inventory
Overview
Register New Items
Work with Bills of Material
Categorize Items
Work with Item Attributes
Work with Catalog Items
Count Inventory Using Documents
Count, Adjust, and Reclassify Inventory Using Journals
View the Availability of Items
Transfer Inventory Between Locations
Reserve Items
Work with Serial and Lot Numbers
Use Item Cross References
Trace Item-Tracked Items
Block Items
Work with Responsibility Centers
Project Management
Overview
Create Jobs
Use Resources for Jobs
Use Time Sheets for Jobs
 Manage Job Budgets
Record Usage for Jobs
Manage Job Supplies
Understanding WIP Methods
Monitor Job Progress and Performance
Invoice Jobs
Fixed Assets
Overview
Acquire Fixed Assets
Maintain Fixed Assets
Insure Fixed Assets
Transfer, Split, or Combine Fixed Assets
Revalue Fixed Assets
Depreciate or Amortize Fixed Assets
Dispose of or Retire Fixed Assets
Manage Budgets for Fixed Assets
Relationship Management
Overview
Setting Up Relationship Management
Managing Contacts
Overview
Set Up Contacts
Create Contacts
Use Profile Questionnaires to Classify Business Contacts
Merge Duplicate Records
Managing Segments
Overview
Create Segments
Add Contacts to Segments
Manage Interactions for Segments
Managing Interactions
Overview
 Record Interactions with Contacts
Create Interactions on Contacts and Segments
Automatically Record Interactions with Contacts
Managing Sales Opportunities
Overview
Set Up Opportunity Sales Cycles and Cycle Stages
Create Opportunities
Track Email Message Exchanges
Process Sales Opportunities
Set Up Email Logging
Use Profile Questionnaires to Classify Business Contacts
Using Dynamics 365 for Sales from Business Central
Couple and Synchronize Records Manually
View the Status of a Synchronization
Human Resources
Overview
Register Employees
Manage Employee Absence
Planning
Overview
About Planning Functionality
Subcontract Manufacturing
Planning With or Without Locations
Create a Forecast
Create Production Orders from Sales Orders
Plan Project Orders
Plan for New Demand Order by Order
Run Full Planning, MPS or MRP
Replan or Refresh Production Orders Directly
Track Relations Between Demand and Supply
Modify Planning Suggestions in a Graphical View
Assembly Management
Overview
 Overview
Understanding Assemble to Order and Assemble to Stock
Quote an Assemble-to-Order Sale
Assemble Items
Sell Items Assembled to Order
Sell Inventory Items in Assemble-to-Order Flows
Sell Assemble-to-Order Items and Inventory Items Together
Create Blanket Assembly Orders
Undo Assembly Posting
Work with Bills of Material
Design Details: Assembly Order Posting
Manufacturing
Overview
About Production Orders
Create Production Orders
Subcontract Manufacturing
Post Consumption and Output for One Released Production Order Line
Batch Post Consumption
Batch Post Output and Run Times
Reverse Output Posting
Post Scrap
View the Load in Work and Machine Centers
Post Capacities
About Finished Production Order Costs
Warehouse Management
Overview
Receive Items
Cross-Dock Items
Putting Items Away
Overview
Put Items Away with Inventory Put-aways
Put Items Away with Warehouse Put-aways
Put Away Production or Assembly Output
 Plan Put-Aways in Worksheets
Pick and Put Away Without a Source Document
Walkthrough: Receiving and Putting Away in Basic Warehouse Configurations
Walkthrough: Receiving and Putting Away in Advanced Warehouse Configurations
Moving Items
Overview
Move Items Ad Hoc in Basic Warehouse Configurations
Move Items in Advanced Warehouse Configurations
Move Components to an Operation Area in Basic Warehouse Configurations
Calculate Bin Replenishment
Plan Warehouse Movements in Worksheets
Picking Items
Overview
Pick Items with Inventory Picks
Pick Items for Warehouse Shipment
Pick for Production or Assembly in Basic Warehouse Configurations
Pick for Production or Assembly in Advanced Warehouse Configurations
Plan Picks in Worksheets
Pick and Put Away Without a Source Document
Picking By FEFO
Split Warehouse Activity Lines
Walkthrough: Picking and Shipping in Basic Warehouse Configurations
Ship Items
Find Your Warehouse Assignments
Use Automated Data Capture Systems (ADCS)
Service Management
Overview
Planning Service
Overview
Service Price Management
Service Order Status and Repair Status
Allocation Status and Repair Status of Service Items
 Viewing Service Statistics
Fulfilling Service Contracts
Overview
Multiple Contracts
Work with Service Contracts and Service Contract Quotes
Change the Annual Amount on Service Contracts or Contract Quotes
Delivering Service
Overview
Create Service Quotes
Create Service Orders
Create Service Invoices or Credit Memos
Allocate Resources
Work on Service Tasks
Service Posting
Post Service Orders and Credit Memos
Lend and Receive Loaners
Business Process Walkthroughs
Overview
Walkthrough: Conducting a Sales Campaign
Walkthrough: Setting Up and Invoicing Sales Prepayments
Walkthrough: Setting Up and Using a Purchase Approval Workflow
Walkthrough: Receiving and Putting Away in Basic Warehouse Configurations
Walkthrough: Receiving and Putting Away in Advanced Warehouse Configurations
Walkthrough: Planning Supplies Manually
Walkthrough: Planning Supplies Automatically
Walkthrough: Selling, Assembling, and Shipping Kits
Walkthrough: Managing Projects with Jobs
Walkthrough: Calculating Work in Process for a Job
Walkthrough: Picking and Shipping in Basic Warehouse Configurations
Walkthrough: Tracing Serial/Lot Numbers
Walkthrough: Making Cash Flow Forecasts by Using Account Schedules
Design Details
Overview
Overview
Design Details: Supply Planning
Overview
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: Inventory Costing
Overview
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: Warehouse Management
Overview
 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: Item Tracking
Overview
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
Design Details: General Journal Post Line
Overview
General Journal Post Line Overview
Design Details: Posting Interface Structure
Design Details: Posting Engine Structure
Design Details: Codeunit 12 Changes: Mapping Global Variables for General Journal
Post Line
Design Details: Codeunit 12 Changes: Changes in General Journal Post Procedures
Design Details: Dimension Set Entries
Overview
Design Details: Dimension Set Entries Overview
Design Details: Searching for Dimension Combinations
Design Details: Table Structure
Local Functionality
Overview
Australia
 Overview
Tax
Tax
Withholding Tax
Set Up Withholding Tax
Set Up Revenue Types for Withholding Tax
Set Up Vendors Without ABN for Calculating the Withholding Tax
Calculate and Post Withholding Tax Settlements
View Withholding Tax Entries
View Posted Tax Invoices
View Posted Tax Credit Memos
Set Up Goods and Service Tax Posting
Calculate Goods and Services Tax on Prepayments
Adjust Settlement Exchange Rates for VAT Entries
Print Goods and Service Tax Settlement Reports
Banking & Payments
Compare Bank Cash Flow
Create Check Installments
Electronic Funds Transfer (EFT)
Print Bank Account Reconciliation Reports
Print Deposit Slip Reports
Core Finance
Set Up Business Units for Business Activity Statements
Print Balance Sheet Reports
Print Income Statements
Calculating Distribution Amounts
General
Addresses
Determine Sales Price by Cost Plus Percentage
Australian Business Numbers and Adjustment Notes
Enter Australian Business Numbers
Austria
 Overview
VAT
Create a VAT Statement
VAT Reporting
Banking & Payments
Print Vendor Payments List Reports
Purchasing
Delivery Reminders
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
General
Print General Ledger Setup Information
Belgium
Overview
VAT
Belgian VAT
Set Up Non-Deductible VAT
Make Manual Corrections to VAT
Print Periodic VAT Reports
Set Up Belgian Tariff Numbers
Belgian Intrastat Reporting
Set Up Intrastat Establishment Numbers
Print the Intrastat Form Report
Set Up Declaration Types
Export Intrastat Third-Party Declarations
Banking & Payments
Set Up Bank Accounts for CODA
 Apply CODA Statements
Automatically Transfer and Post CODA Statements
CODA Bank Statements
Belgian Electronic Banking
Set Up Electronic Banking
Set Up Export Protocols
Belgian Electronic Payments
Set Up IBLC-BLWI Transaction Codes
Set Up Vendors for Automatic Payment Suggestions
Create Payment Journal Templates and Batches
Test Electronic Payments
Generate Payment Suggestions
Import CODA Statements
Manage Electronic Payment Lines
Manually Transfer and Post CODA Statements
Print Payment Files
SEPA Payments
Activate SEPA Payments
File Non-Euro SEPA Payments
File SEPA Payments
Direct Debit Using Domiciliation
Set Up Domiciliations
Edit and Delete Domiciliation Lines
Test Domiciliations
Export and Post Domiciliations
Generate Domiciliation Suggestions
Summarizing Payment Lines and General Journal Lines
Core Finance
Apply and Unapply General Ledger Entries
Create Financial Journals
Export to Accon
General
Enterprise Numbers and Branch Numbers
 Enterprise Numbers and Branch Numbers
Limit the Posting Period
Set the Work Date as the Posting Date
Canada
Overview
Tax
Reporting Sales Tax and Goods/Services Tax in Canada
Reporting Sales Tax in Canada
Set Up Unrealized Sales Tax and Sales Payment Discounts
Set Up Use Tax and Purchase Tax
Banking & Payments
Create Deposits
Make Electronic Payments
General
Print Troubleshooting Reports
Work With GIFI Codes
Czech Republic
Overview
Core Finance
Finance
Year Close Operations
General Ledger Entries Application
Exchange Rate Update
VAT
Finance - VAT
VAT Control Report
Fixed Assets
Fixed Assets
Banking and Payments
Bank Feature
Cash Desk Management
Registration of Sales (EET)
Advances
 Payables and Receivables
Payables and Receivables
Intrastat
Inventory
Inventory
General
Extended User Control
Best Practices
Denmark
Overview
VAT
Print VAT Reconciliation Reports
VAT-VIES Reporting
Banking & Payments
FIK Details in the Payment Reconciliation Journal
The Payments and Reconciliations (DK) Extension
Electronic Invoicing
Overview of OIOUBL Electronic Invoicing
Set Up Customers for OIOUBL
Set Up OIOUBL Electronic Invoicing
The OIOUBL Extension for Electronic Invoicing
Create Electronic Documents in an OIOUBL Format
Payroll
Payroll Data Definitions (DK)
Finland
Overview
VAT
Print Finnish Intrastat Reports
Print VAT Information on Invoices
VAT-VIES Declaration in Finland
Banking & Payments
Electronic Banking in Finland
 Generate Payment Files
Set Up Bank Reference Files
SEPA Credit Transfer Payments
Disregard Payment Discounts
Core Finance
Set Up Automatic Account Posting Groups
Automatic Account Codes
Posting Depreciation Differences
France
Overview
VAT
Export General Ledger Entries for Tax Audits
Export General Ledger Entries to an XML File
Requirements for Reporting Declaration of Trade in Goods
Banking & Payments
Set Up Payment Addresses
Set Up Payment Statuses
Set Up Payment Steps
Set Up Payment Classes
Archive Payment Slips
Create Payment Slips
Export Payments
Export or Import Payment Management Setup Parameters
Payment Management
Post Payment Slips
Core Finance
Apply General Ledger Entries
Unapply General Ledger Entries
Close a Year
Close Income Statement Accounts
Fiscally Close Accounting Periods
Fiscally Close Years
 Fiscal Periods and Fiscal Years
General Ledger
Open a New Fiscal Year Duplicate
Post the Year-End Closing Entry
Overview of Year-End Processes
Print General Ledger Reports
Reopen Accounting Periods
Specify Posting Periods
View Ledger Reconciliations
Fixed Assets
Set Up Accelerated Depreciation
Accelerated Depreciation
Calculate Accelerated Depreciation
Germany
Overview
VAT
Set Up Reports for VAT and Intrastat
Set Up VAT Reports
VAT Reporting
Create VAT Reports
Correct VAT Reports
Sales VAT Advance Notifications
Declare VAT-VIES Tax
Banking & Payments
Print Vendor Payments List Reports
Core Finance
Export and Print Intrastat Reports
Post a Negative Entry
Process for Digital Audits
Set Up Data Exports for Digital Audits
Set Up Data Exports for GDPDU
Export Data for a Digital Audit
 GDPDU Filter Examples
Upgrade a .DTD Definition File
Walkthrough: Exporting Data for a Digital Audit
Walkthrough: Exporting GDPDU Data
Purchasing
Set Up Delivery Reminders
Set Up Delivery Reminder Terms, Levels, and Text
Delivery Reminders
Assign Delivery Reminder Codes to Vendors
Create Delivery Reminders Manually
Generate Delivery Reminders
Issue Delivery Reminders
Print Test Reports for Delivery Reminders
General
Currency Exchange Rates
EU Sales List in Germany
Include Company Registration Numbers on Sales Reports and Purchase Reports
Print General Ledger Setup Information
Certification of Business Central for German market (document is in German)
Iceland
Overview
VAT
Print VAT Summary Information on Documents
Special Data Output and Reports for the Tax Authority
Electronic Invoicing
Electronic Invoicing Requirement: Issuing Single Copy Invoice
General
Map IRS Numbers to the Chart of Accounts
Deleting Posted Invoices and Credit Memos
Italy
Overview
VAT
 Italian VAT
Submit VAT Statements
Correct VAT Transactions Reports
Create Electronic VAT Transactions Reports
Export VAT Transactions Reports
Update VAT Transactions Data
Prepare for VAT Transactions Reports
Print and Reprint G/L Books and VAT Registers
Print Intrastat Reports for Italy
Print Withholding Reports
Banking & Payments
Set Up Payment Terms
Set Up Automatic Payments and Automatic Bills
Vendor Payments and Customer Bills Overview
Issue Vendor Payments and Customer Bills
Core Finance
Close a Fiscal Year
Define Debit and Credit Amounts
Reversing Journal Entries
Inventory
Set Up Initial Item Costs
Fiscal Inventory Valuation
Set Up Fiscal Inventory Valuation
Fixed Assets
Italian Fixed Assets
Set Up Compressed Depreciation of Fixed Assets
Set Up Alternate Depreciation Methods
Create Multiple Fixed Asset Cards
Print Depreciation Book Reports
General
Set Up Company Information
Italian Subcontracting
 Set Up Journal Templates and Batches
Mexico
Overview
Tax
Set Up and Generate DIOT Reports
Mexico Sales Tax
Set Up Use Tax and Purchase Tax
Set Up Unrealized Sales Tax and Sales Payment Discounts
Reporting Sales Tax in Mexico
Create Deposits
Tax Identification Types for Mexico
VAT Recalculation
Electronic Invoicing
Electronic Invoicing
Set Up Electronic Invoicing
Generate Electronic Invoices
Electronic Accounting Regulations in Mexico
Make Electronic Payments
General
Set Up PAC Web Services
Print Troubleshooting Reports
Netherlands
Overview
VAT
Create a Audit File for the Tax Authority
Set Up VAT Categories
Electronic VAT and ICP Declarations
Set Up Electronic VAT and ICP Declarations
Submitting Electronic VAT and ICP Declarations
Banking & Payments
Dutch Electronic Banking
Telebanking
 Payment Scenarios
Payment Scenario 1 - Domestic Payments (LCY to LCY)
Payment Scenario 2 - Foreign Payment (FCY to FCY)
Payment Scenario 3 - Foreign Payment (LCY to FCY)
Create Proposals
Docket Reports
Enter and Post Cash and Bank or Giro Journals
Print Test Reports for Cash and Bank or Giro Journals
Single Euro Payments Area (SEPA)
Activate SEPA Payments
Submit Vendor Payments Electronically in SEPA ISO 20022 Payment Format
Create and Export Payment History
Import and Reconcile Bank Statements
Core Finance
General Ledger
Apply and Unapply General Ledger Entries
Required Descriptions in G/L Entries
Purchasing
Check Purchase Amounts
Edit Document Amounts in Purchase Invoices and Credit Memos
Set Up Validation of Purchase Amounts
General
CMR Notes
Dutch Postal Codes
Import Postal Codes
Import Postal Code Updates
New Zealand
Overview
Tax
Withholding Tax
Set Up Withholding Tax
Set Up Revenue Types for Withholding Tax
 Set Up Goods and Services Tax Posting
Set Up Vendors Without ABN for Calculating Withholding Tax
Calculate and Post Withholding Tax Settlements
View Withholding Tax Entries
View Posted Tax Credit Memos
View Posted Tax Invoices
Adjust Settlement Exchange Rates for VAT Entries
Calculate Goods and Services Tax on Prepayments
Print Goods and Services Tax Settlement Reports
Banking & Payments
Compare Bank Cash Flow
Create Check Installments
Electronic Funds Transfer
Print Deposit Slip Reports
Print Bank Account Reconciliation Reports
Core Finance
Calculating Distribution Amounts
Print Balance Sheet Reports
Print Income Statements
General
Addresses
Determine Sales Price by Cost Plus Percentage
Enter New Zealand Business Numbers
New Zealand Inland Revenue Department Numbers and Adjustment Notes
Norway
Overview
VAT
Norwegian Standard Audit File - Tax (SAF-T) Management
Norwegian VAT Reporting
Norwegian VAT Codes
How to Use One VAT Code in Journals
Proportional VAT
 Calculate Proportional VAT
Print a VAT Reconciliation Report
Banking & Payments
Electronic Banking in Norway
Electronic Payments to Vendors in Norway
EHF Electronic Invoicing in Norway
Set Up Customers for EHF
Set Up EHF
Create Electronic Documents for EHF
Create Manual Remittance Payments
Set Up Remittance Agreements
Set Up Vendors for Remittance
Recipient Reference Codes
Set Up Payment Line Information
Create Remittance Accounts
Test Remittance Payments
Create Remittance Suggestions
Types of Payment Return Files
Import Payment Return Data
Remittance Errors
View Remittance Error Codes
Cancel Payments
Delete Remittance Payment Orders
Export Remittance Payments
Norwegian Giro and OCR-B Font
Set Up OCR Payments
Import and Post OCR Payments
Print the OCR Journal Test Report
Core Finance
Apply General Ledger Entries in Closed Periods
General
Recurring Orders
 Create Recurring Orders
Set Up Recurring Groups
Set Up Recurring Orders
Payroll Data Definitions
Import Payroll Transactions
Set Up KID Numbers on Sales Documents
Set Up Document Printing
Russia
Overview
Core Finance
Account Schedules Overview
Import and Export Account Schedules
Define an Account Schedule Extension
Define an Account Schedule Constant
Work with Account Schedules
General Ledger Correspondence
Сurrency
Set Up Responsible Employees and Advance Statements
Payables and Receivables
Overview
Enter Custom Declarations Information
Set Up and Create Letters of Attorney
Russian Payables Reports
Russian Receivables Reports
Set Up Customer Prepayments
Set Up Vendor Prepayments
Posting Vendor and Customer Prepayments
Prepayment Differences
Set Up Customer and Vendor Agreements
Fixed Assets
Overview
Calculate Assessed Tax
 Depreciation Bonus
Fixed Asset Charges
Gratuitous receipt of fixed assets
Fixed Asset Inventory
Fixed Asset Locations and Employees
Fixed Asset Turnover
Create Future Expense Journals
Create a Fixed Asset Charge
Create a Credit Memo for a Fixed Asset Charge
Selling Fixed Assets
Release, Track, and Write off Fixed Assets
View Posted Entries on a Fixed Asset Charge
Set Up an Intangible Assets Account
Account for the Cost to Dispose a Fixed Asset
Undepreciable Fixed Assets
VAT
Overview
Set Up VAT Ledgers
Prepare VAT Entries for Posting
VAT Settlement
Upload Books of Purchases and Sales and the VAT Declaration in XML Format
VAT by Customer Prepayment
VAT Reinstatement
Vendor Tax Agent Scheme
Tax Accounting
Overview
Set Up Tax Accounting
Tax Registers
Create Tax Registers
Set Up Tax Register Sections
Tax Differences
Accounting for Personal Income Tax Payments
 Upload KLADR
Statutory Reports
Banking
Bank Management
Inventory
Overview
Inventory Setup
Item Documents
Item Obligatory Acts
Inventory Act of Receivables And Payables INV-17
Item General Ledger Turnover
Create the TORG-29 Goods Report
Human Resources
Overview
Payroll
Establishing Charges and Deductions to the Employee
Absence registration
Dismissal
Forming and Changing the Staff List Order
Vacation Planning
Spain
Overview
VAT
VAT Reports
Report 340
Create Report 340
Report 347
Create Report 347
Report 349
Create Report 349
Set Up 340 Reports for Small Businesses
Create Templates for Telematic VAT Statements in Text File Format
 Create Templates for Telematic VAT Statements in XML File Format
Export VAT Statements in XML Format
Export VAT Statements in Text Format
Equivalence Charges
Banking & Payments
Electronic Payments AEB N34.1
Electronic Payments – AEB N34.1
Set Up Bank Accounts for Electronic Payments
Pay Vendors by Using Electronic Payments
Export Electronic Payments
Void Electronic Payments
Set Up Bank CCC Codes
Enter CCC Codes
Set Up Payment Days and Non-Payment Periods
Cash Payments
Electronic Invoicing
Cartera Module
Receivables Cartera Module
Payments Cartera Module
SII - Invoice and Credit Memo Types in Sales and Purchase Documents
Core Finance
Set Up and Close Income Statement Balances
Indent and Validate Chart of Accounts
Ignore Discounts in General Ledger Accounts
Export Account Schedules to ASC Format
Print Account Book Reports
Print Sales and Purchase Invoice Books
Transaction Numbers
Print and Post All Transactions for a Period
General
Corrective Invoices
Calculating Due Dates
 Set Up Operation Codes
Enter NACE Codes
Set Limits for Due Dates
Sweden
Overview
VAT
Set Up EU Third-Party Purchase Transactions
Core Finance
Automatic Account Codes
Set Up Automatic Account Posting Groups
Import and Export Data in Standard Import Export Format
Print Balance Sheet and Income Statement Reports
Switzerland
Overview
VAT
Create and print a Swiss VAT Statement
Print Swiss VAT Statements (Older Versions)
Swiss Value Added Tax
VAT Rates for Switzerland
Banking & Payments
QR Code on Swiss Payment Slips
Close an LSV Collection
Export Payments Using LSV
Import ESR Payments
Print ESR Invoices
Import Swiss Bank Clearing Numbers
Post LSV Payments
Print Vendor Payments List Reports
Process an LSV Collection
Swiss Electronic Payments
Swiss Electronic Payments Using ESR
Swiss Electronic Payments Using LSV
 Core Finance
Swiss General Ledger Accounts
Balance
Adjust Exchange Rates
View Temporary Balances in General Ledger Journals
Print General Ledger Setup Information
Purchasing
Delivery Reminders
Set Up Delivery Reminders
Set Up Delivery Reminder Terms, Levels, and Texts
Assign Delivery Codes to Vendors
Create Delivery Reminders Manually
Issue Delivery Reminders
Generate Delivery Reminders
Print Test Reports for Delivery Reminders
Inventory
Swiss Inventory Management
Print an Inventory Picking List from a Sales Order
General
Import Swiss Post Codes
Swiss Purchase Documents and Sales Orders
United Kingdom
Overview
VAT
Making Tax Digital - VAT Returns submission
Change VAT Setup in Journals
Print VAT Audit Reports
Print VAT Reports
Set Up Reverse Charges on VAT
Banking & Payments
Print Checks for APACS
Print Remittance Advice
 Fixed Assets
Define Accounting Periods for Straight Line Depreciation of Fixed Assets
General
Set Up a Posting Date Warning
Enter Statutory Information
The GetAddress.io UK Postcodes Extension
Set Up the GetAddress.io UK Postcodes Extension
Enter External Document Numbers
United States
Overview
Tax
US Sales Tax
Reporting Sales Tax in the US
Reporting Transactions as 1099 Liable in the US
Set Up Use Tax and Purchase Tax
Set Up Unrealized Sales Tax and Sales Payment Discounts
Banking & Payments
Create Deposits
Reconcile Bank Accounts
Make Electronic Payments
General
Print Troubleshooting Reports
Submit Regulatory Alerts
Compliance
Overview
Application Compliance
Service Compliance
Certifications
 Welcome to Dynamics 365 Business Central
2 minutes to read • Edit Online

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.
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. Some key articles are also listed in the first section in the following table.
And if you are a partner or customer looking at extending the functionality, you will find relevant links in the
Developer and IT-pro content section.

Business Processes - Getting Started

- Working with Business Central
- Setting up Business Central
- Administration
- Business Functionality
- Local Functionality
- General Business Functionality
- Business Process Walkthroughs
- Application Design Details

Developer and IT-pro content - Developer and IT-pro Help for Business Central
- Development in AL
- AL Development Environment
- Rules and Guidelines for AL Code

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 Dynamics PartnerSource (requires PartnerSource
account)
- Microsoft Partner Network (requires Microsoft Partner
Network membership account)

See Related Training at Microsoft Learn

See Also
Customizing Business Central Using Extensions
Using Business Central as my Business Inbox in Outlook
Getting Business Central on Your Mobile Device
Resources for Help and Support
Compliance
Dynamics 365 documentation
Dynamics 365 Business Central on microsoft.com
Business Central Learning Catalog
Dynamics 365 Business Central on Microsoft Learn

Start a free trial!

 Getting Started with Dynamics 365 Business
Central
6 minutes to read • Edit Online

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. Signing up is easy, and you can
migrate existing business data from your legacy system.
To help you with your subscription, find a Business Central partner. For more information, see How do I
find a reselling partner?.
When you sign up for Business Central, you get access to a demonstration company. The demonstration
company contains sample data, but you can create new sales documents, for example, or set up a bank
account. However, if you want to use Business Central to help run your business, you must contact a
Business Central reselling partner and buy a subscription. For more information about trials and
subscriptions, see Trials and Subscriptions.

Get to know Business Central

In Business Central, some things will be familiar to you, and other things might be unfamiliar. For some
quick, nice-to-know tricks, see:
Find things
Searching, Filtering, and Sorting Lists
Entering Data
For more information, see Working with Business Central.

TIP
You can always get back to the Role Center by selecting the company name in the upper left corner.

In the demonstration company, the Business Manager and Accountant Role Centers include the Getting
Started tile and the Product Videos tile. Both tiles launch pages where you can choose between different
videos that can help you get started with different aspects of Business Central. You can find more videos
on our YouTube channel. For more information, see Visit Our Video Library. You can also find eLearning
content for the base version of Business Central on Microsoft Learn. If you want more assistance, contact a
Business Central partner.
When you are ready to start working and you want to look at some of the business processes that
Business Central supports, see Business Functionality.
Before you can begin to use functionality, certain setup must be made. For more information, see also
Setting Up Business Central.

TIP
Some setup steps can be performed semi-automatically by using assisted setup guides.

For an overview of current capabilities and what is coming, take a look at our release plan at Microsoft
Dynamics 365 Business Central Release Plan.

The Role Centers

The Role Center page is based on a role-centric design to give you fast access to the business process and
intelligence tools that you need to do your job. For example, an accountant can monitor payments and
approvals, and view finance performance charts. Find out what your current role gives access to with the
role explorer. For more information, see Finding Pages with the Role Explorer. Check out the various Role
Centers by choosing the Settings icon in the top right corner, choosing My Settings, and then the
Role Center to explore. You are automatically signed out and in again to apply the change. For more
information, see Change Basic Settings.
Some Role Center pages provide a Setup and Extensions button. Here you have access to a list of
assisted setup guides that can help you get started by setting selected areas up quickly. If an area is not
covered by an assisted setup, choose the Manual Setup action to access 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 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.

Trying things out in your own company

Thinking about subscribing? You can easily change from the demonstration company, and create and work
in a company of your own. This is a great way to start toward a subscription. Setups for finances are
provided; you just need to create or import your customers, vendors, and the products or services that you
sell. After that, you're ready to post invoices and use business intelligence tools to analyze your business.
You can use your company for free for a 30-day trial period. If you subscribe to Business Central during
that time, you're already up and running. You can continue with the work you did during the trial.
To create a company to try things out, go to the My Settings menu in the top right corner, and change the
company to My Company. Sign out of Business Central and then sign in again to apply the change. An
assisted setup guide will help you provide basic information about your company. When that's done,
explore the Role Center and find the Assisted Setup action.
You can also contact a Dynamics 365 reselling partner. For more information, see How do I find a reselling
partner?.

Getting answers to questions

If you are not sure how to do something in Business Central, you can hopefully find the answer either
from reading the tooltip for the field that you are unsure of, or by reading the content by opening the
Learn more link in a tooltip (use the keyboard shortcut Ctrl+F1 ). You can also get to the documentation
by choosing the related link in the Help and Support page.
All fields in Business Central are described in tooltips. You can access tooltips by choosing the name of the
field. For example, in a page like the Customer Card, simply choose the name of the field to read the
tooltip. In a list such as the Customers list, or the lines in a document such as a sales order, you have to
choose the drop-down menu to the right of the name of the column and then choose the What's this?
menu item.
If you have additional questions, we recommend that you ask the community or contact your reselling
partner. For more information, see Where do I go if I have questions?.

Ready to subscribe?
Each time you sign in during the trial period, a notification in a blue bar at the top displays the time
remaining. If you decide to subscribe, you must contact a Dynamics 365 reselling partner. For more
information, see How do I find a reselling partner? and Dynamics 365 Business Central Trials and
Subscriptions.

Other Dynamics 365 apps

Navigate to content about the other Dynamics 365 apps by choosing the Dynamics 365 link in the black
banner at the top of this page. You can also learn more at the Dynamics 365 Business Central website.

See Related Training at Microsoft Learn

See Also
Working with Business Central
Setting Up Business Central
Customizing Business Central Using Extensions
Using Business Central as my Business Inbox in Outlook
Getting Business Central on Your Mobile Device
Dynamics 365 Business Central Trials and Subscriptions
Resources for Help and Support
Dynamics 365 Business Central on Microsoft Learn
How do I find a reselling partner? Dynamics 365 Documentation
Microsoft Dynamics 365 Business Central Release Plan
Microsoft Dynamics 365 Business Central

Start a free trial!

 What's New in Dynamics 365 Business Central
2 minutes to read • Edit Online

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 Dynamics 365
Business Central.
If you haven't already, then sign up for a trial, get introduced to the basics of what you can do with Business
Central, and then try things out on your own for a while. When you are ready, you can open a blank company and
set things up for yourself. For more information, see Getting Ready for Doing Business.
On a regular basis, we will update Business Central with additional capabilities in the core application and with new
extensions. For the current list of Microsoft extensions, see Customizing Business Central Using Extensions.
To see all extensions offered by Business Central partners, see AppSource, Business Central.

Check the Dynamics 365 Blog

We talk about new capabilities on the Dynamics 365 Blog, including when they are made available, and if there are
special considerations.
For the partner community, we publish information on Microsoft Dynamics 365 Business Central on the Dynamics
365 Blog for partners and in the Developer and IT-pro Help for Business Central .

See Also
Getting Started
Working with Business Central
Resources for Help and Support
Business Central pricing
Dynamics 365 Business Central Community

Start a free trial!

 Minimum Requirements for Using Business Central
2 minutes to read • Edit Online

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
Recommended browsers
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 OSX.
Microsoft Edge: Business Central is designed to work with the current version of Microsoft Edge.
Other supported browsers
Internet Explorer: Business Central is designed to work with Internet Explorer 11 (build 11.0.9600.17239) for
Windows 10 (32-bit and 64-bit versions). We recommend that you upgrade to the latest version of Internet
Explorer supported for your version of Windows.

Mobile devices
Windows: Business Central for Windows can be installed on devices with at least 1GB of RAM and Windows 10
Home, Pro, Enterprise, or Education (32-bit and 64-bit editions).
iOS: Business Central for iPad and iPhone requires iOS 10.0 or later.
Android: Business Central for Android tablet and Android phone can be installed on devices with at least 1GB of
RAM and Android 6.0 or higher.
Device size: Business Central is supported on smartphones with a minimum screen size of 4” and tablets with a
minimum screen size of 7”.

Outlook
Outlook applications: To use Business Central online as your business inbox in Outlook, you will need Outlook
2016 or later, Outlook in a browser, Outlook for iPhone, Outlook for iPad, or Outlook for Android. Your
organization must also use Office 365. You cannot use Business Central online as your business inbox in Outlook if
your organization uses Exchange Server on-premises.
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 iPhone, Outlook for iPad, or Outlook
for Android, the add-in requires that your mobile device is running one of the listed supported mobile devices for
Business Central.

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 2016 or later. For more information, see Analyzing Financial Statements in Microsoft Excel.

Using Business Central on-premises

If you want to deploy Business Central on-premises, you should check the system requirements. For more
information, see System Requirements for Dynamics 365 Business Central and Deployment Overview.

See Also
Getting Started
System Requirements for Dynamics 365 Business Central
 Frequently Asked Questions
8 minutes to read • Edit Online

This section contains answers to frequently asked questions about signing up for a trial, buying a subscription, and
using Business Central. You can also learn how to get technical support.

Is Business Central available in my country?

Business Central is available in a limited number of markets, but new countries are added through Microsoft-led
localization or through partner-led localization on a quarterly basis. For more information, see Country/Regional
Availability and Supported Translations (available in English only).

How do I get Business Central?

You can sign up for a free trial to explore Business Central. Start a free trial! If you want more time to explore, you
can extend your trial period.
To help you get ready for doing business in Business Central, you can launch assisted setup guides, videos, or help
topics for selected setup tasks. For more information, see Getting Ready for Doing Business.
When you are ready to buy Business Central, 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?.

Where do I go if I have questions?

If you have questions about Business Central that you can't find an answer for in this documentation, you can ask
the Business Central community. For more information, see Dynamics 365 Business Central community.
From the community home page, you can also find links to our blogs where you can also find tips and tricks. For
more information, see Microsoft Dynamics 365 Business Central on the Dynamics 365 blog and the older
Dynamics 365 Business Central Blog.
Finally, you can contact your Business Central reselling partner. For more information, see the How do I get
technical support? and How do I find a reselling partner? sections.

Why can't I find that capability in my Business Central?

Did you read about a new capability in the release plan or on our blog recently? In that case, your Business Central
might not have been upgraded to the latest version yet. You can check which version your Business Central is
based on in the Help and Support page.
Also, if the capability is published as an extension in AppSource, then there is a delay between the extension being
announced and its availability in AppSource.

Are there any differences between an on-premises deployment and

the cloud version of Business Central?
Yes. Some Cloud-based features may run on premises in certain cases and others are not supported at all. For
more information, see Features not implemented in on-premises deployments of Dynamics 365 Business Central.

Can I get training in Business Central?

Yes, you can! You can find free eLearning content on the Microsoft Learn site. For more information, see Business
Central Learning Catalog. You can also ask your reselling partner for additional training. If you don't know who
that is, see the How do I find a reselling partner? section.
For more information about training across Dynamics 365 that is provided by Microsoft, see the Microsoft
Dynamics 365 training page.
Additional content is provided by the Business Central community, such as the Microsoft Dynamics 365 Business
Central Field Guide that is written by a partner.

How do I get technical support for Business Central?

Business Central is sold through partners, and you should contact your reselling partner to get help with technical
problems. If your Business Central partner then cannot resolve the problem, they will raise a support ticket with
Microsoft.
For more information, see Help and Support and the How do I find a reselling partner? section.

Why does Help describe functionality that I cannot access?

If your Experience setting on the Company Information page is set to Essential, then UI elements for the
Manufacturing and Service Management features are not visible to you because they require the Premium
experience. A text note is inserted in high-level help topics for these feature areas. For more information, see
Change Which Features are Displayed.

Where is the save button?

There is no save button on pages like in other programs that you might be familiar with. In Business Central,
changes that you make to a field are automatically saved as soon as you move to the next field or close the page,
as long as there are no errors. When you make changes to a field and move to another field, you will see the text
Saving in the top-right corner of the page, which will quickly change to Saved if no errors occur. If an error
occurs, the text will change to Not Saved.

What email address can I use with Business Central?

Business Central requires that you use a work, or school, email address to sign up. Business Central does not
support email addresses provided by consumer email services or telecommunication providers. This includes
outlook.com, hotmail.com, gmail.com, and others.
If you try to sign up with a personal email address, you will get a message indicating to use a work or school email
address. For more information, see Troubleshooting Self-Service Sign-Up.
If you want to deploy Business Central on-premises, then you can use other authentication methods. For more
information, see Deployment of Dynamics 365 Business Central.

Do I have to buy Office 365?

No. But if you want to experience Business Central as fully integrated with Office 365, you can sign up for a 1-
month free trial of Office 365 here.
If the account you sign up with is a non-Office 365 work account (such as [email protected]), and you have an
Office 365 subscription, then you can associate your domain (mysolution.com) with the Office 365 subscription.
For more information, see Get help with Office 365 domains.
If you do not have an Office 365 subscription, and you do not want to buy one, then, when you sign up, we
provision a new Azure Active Directory tenant for you so that you have access to the Azure portal where you have
access to advanced administration tools.

What is the integration with Office 365 about?

Business Central online is fully integrated with Office 365 so that you can navigate freely between Office 365 apps
and Business Central using the app launcher. In Business Central, you can open data in Excel, print reports using
Word, and you can work with your Business Central data in Outlook, for example. For more information, see
Using Business Central as your Business Inbox in Outlook.

Can I extend my 30-day “New Company” trial period?

Yes. 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. You can extend the trial period
one time yourself. After that, a Microsoft partner can extend it for another 30 days. For more information, see
Extend Your Trial Version.

NOTE
It may take up to two business days to complete the trial extension process.

For more information about finding a partner, see How do I find a reselling partner?.

Our administrator has moved me to another plan to give me another

role, but I still see the same Home screen in Business Central?
This is a bit complicated, but it looks like your administrator didn't change your assigned role and assign user
groups that match the new license. Essentially, your access to Business Central is determined by the type of plan
(license) that you have - this sets permissions, your assigned role and your default Home screen. You can change
your current role manually in My Settings, but if you are moved to another plan, such as moving you from the
Business plan to the Team Members plan, you might see the old Home screen because your permissions were not
changed.

Can I cancel my subscription?

Yes, but depending on how you signed up to Business Central, your data can be deleted or preserved. For more
information, see Canceling Business Central.

Can I use multi-factor authentication?

Sure. If you do, you might need an app password in order to send email messages. App passwords give an app or
a device access to your email account. The steps for getting an app password vary, depending on your email
provider. For more information, see the help from your provider. For example, if you're using Outlook, see Create
an app password for Office 365.

How do I find a reselling partner?

Business Central is sold and implemented through a global network of Dynamics 365 partners with industry
expertise. Contact a partner for a detailed assessment, consulting services, and additional pricing. For more
information, see the Pricing section on the Dynamics 365 Business Central page on microsoft.com.
When you are ready to buy Business Central, you can find a Business Central partner on the I'm looking for a
solution provider page. You can also find solutions and services from partners in Microsoft AppSource.
If you want guidance from Microsoft, contact the Microsoft Sales team.
Your reselling partner will also handle technical support for you. For more information, see Resources for Help
and Support.

Is the Windows client supported?

The first releases of Business Central on premises included an installed client derived from Microsoft Dynamics
NAV. Starting with 2019 release wave 2, this legacy component, referred to as "the Windows client", will no longer
be available for Business Central. For more information, see FAQ About the Windows Client and Business Central.

See Also
Getting Started
Tell Me FAQ
Searching and Filtering FAQ
List Views FAQ
Changing Language and Locale
Using Business Central as Your Business Inbox in Outlook
Using Business Central without Outlook
Change Basic Settings
Working with Business Central
Getting answers to questions
Resources for Help and Support
Business Central Learning Catalog
Assign Permissions to Users and Groups
Country/Regional Availability and Supported Translations
FAQ About Developer and ITPro Experiences

Start a free trial!

 Resources for Help and Support
4 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 & Support page, where you can find links to resources 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 Support page.

Finding 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, this can happen if
the page was part of an app that did not add context-sensitive Help mapping to Business Central.
Help landing page for Business Central
The functionality in the default version of Business Central is described on the Docs.microsoft.com site. In
addition to the default version, you can 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 are using a trial version of Business Central, and you do not yet have a partner, the Community can help
you get unblocked if you have questions.
Blog
We talk about new capabilities on the Dynamics 365 Blog, including when they are made available, and if there
are special considerations.
Capabilities Coming Soon
Business Central is updated with major feature updates every 6 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 plan across Dynamics 365 at https://aka.ms/businessappsreleasenotes.
For the longer term overview, the Business Central roadmap page shows the general priorities for Business
Central in the coming years.

Do More with Your Trial

This section gives you shortcuts to Microsoft AppSource where you can find solutions and services from
Business Central partners. Use the links to explore the full capabilities of Business Central before you decide if
you want to buy a subscription. You can also find a link to contact the sales team.

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.

Report a Problem
Your Business Central reselling partner will help you with technical support. Business Central is sold through
partners, and 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.

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 Report 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 ITpro content for Business Central.
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.

See Also
Business Central Learning Catalog
How do I find a reselling partner?
Blog post: Find the right resources and provide feedback
Business Central developer and ITpro docs
Resources for Help and Support for Partners
Technical Support
 Getting Ready for Doing Business
3 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. You access the page from the Business Manager Role
Center by choosing the Setup & Extensions action, and then the Assisted Setup action.
Alternatively, to open the list of assisted setup guides for any role, choose the icon, enter Assisted Setup, and
then choose the related link.
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 Manual Setup action to access 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.

When you have run an assisted setup guide, it is marked as Completed. To run the assisted setup guide, you
choose the three dots, and then choose the Start Setup action.

Role Center
On the Role Center, you have an overview of the business. To the left you see a navigation bar that gives you easy
access to customers, vendors, items, and so on. In the center you find the Activities tiles. Activities show current
data and can be clicked or tapped for easy access to the selected document.
The Key Performance Indicators 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 Role
Center for accounts that you do business with often or need to pay special attention to.
Use the arrows to collapse a part of the page and make more room to show specific data. At the top of the Role
Center you will find all of the actions that can be applied to the current content. This too can be collapsed and you
only need to click or tap within the collapsed area to view it again.

TIP
You can get back to the Role Center 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.

Adding Users and Permissions

If you need to add more users, this is done from Microsoft 365 Admin Center. For more information, see Create
Users According to Licenses.
When users are created in Microsoft 365, they can be imported into the Users page by using the Get New Users
from Office 365 action. You can then proceed to assign permissions to users and to organize them in user
groups. For more information, see Assign Permissions to Users and Groups.

Getting Help
In Business Central you will find tooltips that can help guide you through the various business processes. For
each field tooltip, you can press Ctrl+F1 or choose the Learn more link to open Help for the page in question.
The question mark in the upper right corner also points you to product Help.

Next Steps
Based on your migrated data, you can now proceed to create new sales or purchase documents. Use the Actions
section of your Role Center to quickly create a new sales quote, sales invoice, sales order, purchase invoice, or
payment registration.

See Also
Getting Started
Working with Business Central
Assign Permissions to Users and Groups
Dynamics 365 Business Central Trials and Subscriptions

Start a free trial!

 Business Functionality
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.

Get insight to the performance of your business activities Business Intelligence

through budgets, account schedules, and analysis views.

Manage sales processes and information, such as quotes, Sales

orders, returns, and customer accounts, and make drop
shipments.

Manage purchasing processes and information, such as Purchasing

invoices, orders, returns, and vendor accounts, and purchase
items from sales documents.

Register new inventory or service-type items, categorize items Inventory

for easy searching, adjust inventory levels, and perform
common inventory costing tasks.

Create jobs and schedule resources for project, manage job Project Management
budgets, monitor progress, and track machine and employee
hours.

Organize your fixed assets, ensure correct periodic Fixed Assets

depreciation, and keep track of maintenance costs.

Manage and support your sales efforts and focus your Relationship Management
interactions on preferred customers and contacts.

Keep detailed records of your employees, and register Human Resources

absence for analysis purposes.

Plan the production operations that are required to transform Planning

inputs into finished goods.

Put sellable items together in simple steps to make a new Assembly Management
item, such as a kit.
 TO SEE

Define shop floor resources and their capacity, schedule Manufacturing

operations, pull production components, and execute
production operations.

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.

Set up and use workflows that connect tasks performed by Workflow

different users or by the system, such as automatic posting.
Requesting and granting approval to create or post
documents are typical workflow steps.

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.

Record external documents in Business Central, including their Incoming Documents

file attachments, and then manually create the related
documents or automatically convert the files to electronic
documents.

See Also
Administration
Setting Up Business Central
Getting Started
Working with Business Central
 Intelligent Insights with Business Central
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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, while Business
Central is a cloud-first service, also those customers who need to run their workloads fully on-premises or on the
intelligent edge connected to the cloud can do so.
If you are interested in Business Central, you can sign up for a free trial online, or you can choose to work with a
partner to deploy Business Central locally to your own choice of hardware. You can then decide to get intelligent
insights by connecting to a tenant in the cloud. As a result, the data from your locally deployed Business Central
will be replicated to the cloud for intelligent cloud scenarios.
Connecting to the intelligent cloud from an on-premises solution requires your administrator to specify
information about your database. For more information, see Connect to the Intelligent Cloud in the ITPro content
for Business Central.

Viewing Intelligent Cloud Insights in Business Central Online

In your Business Central online company, the Intelligent Cloud Insights page shows four key points of interest
for most businesses:
Cash availability
Sales profitability
Net income
Inventory value
Next to the KPI charts, you get insights into potential areas of concern, including overdue payments. Choose each
insight to drill into the data.
The page also connects to Power BI for even more insights.

Viewing Intelligent Insights On-Premises

When your Dynamics 365 reselling partner has acquired the right license for your on-premises solution to connect
to the cloud through Business Central, your administrator can set up the connection. Once that is done, you can
view the same insights from the cloud in your on-premises application. Depending on the on-premises solution,
the Intelligent Cloud Insights page can be embedded in the Home page or be a separate page as in Business
Central online and on-premises.

Connecting to Business Central from other Dynamics products

If you use one of the supported on-premises versions, you can also connect to Business Central online and get
intelligent insights on-premises. For more information, see Connect to the Intelligent Cloud in the ITPro content
for Business Central.

See Also
Welcome to Business Central
Business Central Intelligent Cloud extension
Data Replication extension
Connect to the Intelligent Cloud
 Visit Our Video Library
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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 channel we created for Business
Central. To visit the channel 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 Started
 Dynamics 365 Business Central Trials and
Subscriptions
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.

Getting Started with a Trial

You can sign up for a free trial here. Depending on your country or region, the trial includes the languages and
functionality that your country or region requires. For more information, see Changing Language and Locale.
In Business Central, some things will be familiar to you, and other things might be unfamiliar. When you first log
in to the demonstration company, you get access to a Getting Started page with links to videos that can help you
get started. For more information, see Getting Started with Dynamics 365 Business Central.
If you encounter difficulties, the Frequently Asked Questions page can help you answer some of your questions. If
you were unable to sign up for the trial, the Troubleshooting Self-Service Sign-Up page can help. You can also
contact a partner and ask them to create a free trial for you.
Try Out Your Own Company
If you want to try out Business Central with your own data, you can switch to a free 30 day trial with an empty
company. The Set up my company assisted setup guide can help you specify basic information about your
business. Optionally, you can import data from your existing business management solution so that you can
evaluate Business Central with your own data.
If 30 days are not enough for you to decide, you can extend your trial. For more information, see Need More
Time to Decide Whether to Subscribe?.
Setting Up Your Company in Business Central
To help you set up your company, the Assisted Setup page lists the assisted setup guides that can help you.
Depending on your role and country or region, the page shows different assistant setup guides such as the
following:

ASSISTED SETUP DESCRIPTION

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, such as an amount 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.
 ASSISTED SETUP DESCRIPTION

Migrate Business Data Lets you import your existing company data such as vendors,
customers, and items from Excel or Quickbooks.

Set Up Email Logging Sets up the capability to log email correspondence in Business
Central to follow up on interactions.

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, this 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. If you open the Companies page, and
choose New, the Create New Company assisted setup 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.

Getting Started with a Subscription

Each time you sign in during the trial period, a notification in a blue bar at the top displays the time remaining. If
you decide to subscribe, find a Business Central partner. For more information, see How do I find a reselling
partner?. The reselling partner can help you set up Business Central to fit your business, including importing your
data from your previous system, and adding functionality such as apps from Microsoft AppSource.
Business Central online uses Office 365. If your company uses a different type of email setup, the reselling
partner can help you decided how to migrate, or if you should use Business Central on-premises.
You can also contact the Business Central Sales team.

Getting Started with Sandboxes

Sandbox environments can be a way for you to practice with Business Central. You can think of a sandbox as a
non-production environment that you can use on top of your production instance of Business Central. For
example, if you want to take the free online training from Microsoft Learn, your administrator can create a
sandbox environment so that you and your colleagues can practice there rather than in your production
environment.
If you are a developer, a sandbox lets you safely build and test extensions and develop new functionality to
customize the service without affecting the data and settings of your production environment.
Right now, all customers can use a sandbox, including organizations who have signed up for a trial. For more
information about how to get started with a sandbox, see Creating a Sandbox Environment.

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 Started
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

Start a free trial!

 Troubleshooting Self-Service Sign-Up
4 minutes to read • Edit Online

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.

What email address can I use with Business Central?

Business Central requires that you use a work, or school, email address to sign up. Business Central does not
support email addresses provided by consumer email services or telecommunication providers. This includes
outlook.com, hotmail.com, gmail.com, and others.
If you try to sign up with a personal email address, you will get a message indicating to use a work or school email
address.

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.

SYMPTOM/ERROR MESSAGE CAUSE AND WORKAROUND

For Office 365 email addresses that are not registered in a Business Central currently only supports Office 365 email
supported country, you receive a message like the following accounts that are registered in a limited number of markets.
during signup: For more information, see Regional Availability.

That didn't work, we don't support your country or

region yet.

Personal email addresses such as [email protected] 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 providers.
signup: To complete signup, try again using an email address assigned
by your work or school. If you still cannot sign up and are
You entered a personal email address: Please enter your willing to complete a more advanced setup process, you can
work email address so we can securely store your register for a new Office 365 trial subscription and use that
company's data. 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 worry. We won’t share your address
with anyone.

.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.

Business Central unavailable: Business Central is not

available for users with .gov or .mil email addresses at
this time. Use another work email address or check back
later.
or
We can't finish signing you up. It looks like Business
Central isn't currently available for your work or school.
 SYMPTOM/ERROR MESSAGE CAUSE AND WORKAROUND

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 on
We can't finish signing you up. Your IT department has the page below to allow existing users to sign up for Business
turned off signup for Business Central. Contact them to Central and to allow new users to join your existing tenant.
complete signup. You may also experience this problem if you signed up for
or Office 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 worry. We won’t share your address
with anyone.

Email address is not an Office 365 ID. You receive a message Your organization uses IDs to sign in to Office 365 and other
like the following during signup: 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 different [email protected] but your ID is
ID at work or school? Try signing in with that, and if it [email protected]. To complete signup, use the ID that
doesn't work, contact your IT department. your organization has assigned to for signing in to Office 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 Office 365 trial subscription and use that
email address to sign up.

If your Office 365 account is registered to a supported Your organization's Office 365 subscription is registered to a
country, and you are signing up for Business Central while in a specific country in the Office 365 administration portal. The
different country, you receive a message like the following signup experience for Business Central uses the language and
during signup: locale that your current browser uses, and as a result, you can
get the error message even though you are in a supported
That didn't work, we don't support your country or country. Ask your IT administrator to verify the country that is
region yet. specified in the organization profile in the Office 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?
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?.

What happens if my trial period is expired?

If your first 30-day trial period is expired, you can extend it yourself and things will be business as usual. Just sign in
to the demonstration company and start the Extend Trial Period guide from the notification. If you have created
your own company, sign out and then sign in again with the credentials for that company. If your extended trial
period is expired, you can subscribe to Business Central within 90 days and continue working in the company you
created. After 90 days we will delete your company and data.

To extend your trial period

1. Sign in to Business Central.
2. In the notification at the top of the workspace, choose Extend Trial.

See Also
Creating New Companies
Dynamics 365 Business Central Trials and Subscriptions
How do I find a reselling partner?
 Unsubscribe or Remove Business Central
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.

Closing your free trial of Business Central

If you signed up for the free trial and do not want to continue with Business Central, you can close your account at
any time. We recommend that you export any data before you close your account.
You must ask your Office 365 administrator to remove the trial subscription from your company's account in the
Microsoft 365 admin center.
If you signed up for Business Central using a non-Office 365 business account, you do not have an Office 365
administrator. Instead, you must unsubscribe by contacting the Business Central Cancelation team by sending an
email message at [email protected]. You must include the name of your Business Central
tenant in the message so that we can identify you. You can find this information in the Help and Support page.
For more information, see Resources for Help and Support.

Unsubscribing by removing Business Central from your Office 365

experience
If your company subscribes to Business Central but you as a user no longer want access, you must ask your
administrator or your Dynamics 365 reselling partner to remove the Business Central license from your Office
365 user account. If Business Central is removed from your user account, and your company continues the
subscription, your coworkers will still have access to your shared data in the Business Central company.
If your company wants to unsubscribe from Business Central, the Dynamics 365 reselling partner can remove the
paid subscription from the company's account. For more information, see Administration of Business Central
Online in the developer and IT-pro content.
User accounts and licenses are managed in the Microsoft 365 admin center. Only administrators can remove
Business Central licenses from user accounts or remove the subscription from your company's account.

Removing Business Central from your app launcher

If you want to hide Business Central from your app launcher, you can quite simply unpin it. This does not remove
any data, and it does not cancel your subscription.

See Also
Getting Started
Creating New Companies
Exporting Your Business Data to Excel
Microsoft 365 admin center
How long is the trial period and how do I cancel?
 Business Central Learning Catalog
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?
Business Decision Maker Learning Catalog
Business value
Get started
Business user
Did you just get a new application to use?
Business User Learning Catalog
Get started
Financials
Trade
Developer
Do you need to write code to integrate with other data sources, extend core system functionality, or build a
complex application?
Developer Learning Catalog
Getting started
What's new
Core development
Application lifestyle management
Connect apps
Functional Consultant
Are you an implementation expert for a business domain?
Functional Consultant Learning Catalog
Get started
Deploy
Financials
Trade
Cloud
Partner Pre -sales
Are you responsible for demonstrating key features to customers?
Pre-sales Learning Catalog
Get started
Grow your business
Business value
What's new
Demo
Partner Sales
Are you responsible for helping your customers buy the right solution?
Sales Learning Catalog
Get started
Grow your business
Business value
 Business Decision Makers Learning Catalog
2 minutes to read • Edit Online

The following catalog is organized from core knowledge to specific domains, and from most basic to most
advanced. If content exists in multiple formats, we'll let you know, so that you can choose the training format that
best meets your needs.

Business value
CONTENT DESCRIPTION FORMAT LENGTH

Dynamics 365 Business This module shows Free, self-paced online 24 minutes
Central application features, benefits, learning path
and examples of Dynamics
365 Business Central in
action.

Getting started
CONTENT DESCRIPTION FORMAT LENGTH

Get started with Microsoft Are you interested in Free, self-paced online 3 hours 4 minutes
Dynamics 365 Business Business Central? If you are, learning path
Central this learning path provides a
good introduction. It
discusses how to set up a
trial, provides some basic
information about what's
available, and shows some
personalization options you
can make to customize
Business Central for your
use.

Work with the Microsoft Do you want to learn about Free, self-paced online 2 hours 27 minutes
Dynamics 365 Business the Business Central user learning path
Central user interface interface? This learning path
shows you the user
interface, and also how you
can personalize it. It also
discusses alternate interfaces
such as a smartphone.

Work like a pro with data in Are you just getting started Free, self-paced online 2 hours 27 minutes
Business Central with Business Central? This learning path
learning path will help
prepare you for the types of
data in Business Central and
how to find information you
need in the application.
CONTENT DESCRIPTION FORMAT LENGTH

Business Central YouTube YouTube landing page for Video

playlist Dynamics 365 Business
Central videos

Explore Dynamics 365 Explore Dynamics 365 Website

Business Central Capabilities Business Central Capabilities
 Business Users Learning Catalog
5 minutes to read • Edit Online

The following catalog is organized from core knowledge to specific domains, and from most basic to most
advanced. If content exists in multiple formats, we'll let you know, so that you can choose the training format that
best meets your needs.

Getting started
CONTENT DESCRIPTION FORMAT LENGTH

Get started with Microsoft Are you interested in Free, self-paced online 3 hours 4 minutes
Dynamics 365 Business Business Central? If you are, learning path
Central this learning path provides a
good introduction. It
discusses how to set up a
trial, provides some basic
information about what's
available, and shows some
personalization options you
can make to customize
Business Central for your
use.

Work with the Microsoft Do you want to learn about Free, self-paced online 2 hours 27 minutes
Dynamics 365 Business the Business Central user learning path
Central user interface interface? This learning path
shows you the user
interface, and also how you
can personalize it. It also
discusses alternate interfaces
such as a smartphone.

Work like a pro with data in Are you just getting started Free, self-paced online 2 hours 27 minutes
Business Central with Business Central? This learning path
learning path will help
prepare you for the types of
data in Business Central and
how to find information you
need in the application.

Financials
CONTENT DESCRIPTION FORMAT LENGTH

Set up financial management Do you want to use Business Free, self-paced online 3 hours 13 minutes
in Microsoft Dynamics 365 Central for financial learning path
Business Central management? Then, this
learning path is for you. It
discusses the setup of
number series, audit trail
codes, posting groups,
dimensions and the chart of
accounts.
CONTENT DESCRIPTION FORMAT LENGTH

Use cost accounting in Do you need to use cost Free, self-paced online 3 hours 16 minutes
Microsoft Dynamics 365 accounting in your learning path
Business Central company? This learning path
can help get you started
with cost accounting in
Business Central. It explains
cost accounting setup, how
to create master data for
cost accounting, how to
transfer transactions, and
allocate costs to a group of
accounts.

Use journals in Microsoft Do you need to create and Free, self-paced online 2 hours 1 minute
Dynamics 365 Business post journal entries in learning path
Central Business Central? Then this
path is for you. Setting up
general journal templates,
creating journal transactions
including recurring
transactions, and posting
transactions are all discussed
in the modules of this
learning path.

Reconcile bank accounts in Do you want to find out Free, self-paced online 1 hour 3 minutes
Microsoft Dynamics 365 how to reconcile bank learning path
Business Central accounts in Business
Central? The bank
reconciliation feature and
reconciliation journals are
discussed in this learning
path.

Use multiple currencies in Do you work with multiple Free, self-paced online 3 hours 4 minutes
Microsoft Dynamics 365 currencies? If you do, this learning path
Business Central path will help you
understand the steps you
need to complete to set up
and use multiple currencies,
process payments and
invoices in different
currencies, and adjust
exchange rates when
necessary.

Create financial reports in Are you responsible for Free, self-paced online 3 hours 44 minutes
Microsoft Dynamics 365 generating financial reports learning path
Business Central from Business Central? This
learning path discusses
creating budgets, and using
account schedules,
dimensions, and eXtensible
business reporting language
(XBRL) to generate the
financial reports that are
typically needed for most
businesses.
 CONTENT DESCRIPTION FORMAT LENGTH

Process financial periodic Are you responsible for Free, self-paced online 3 hours 3 minutes
activities in Microsoft period and year-end closing learning path
Dynamics 365 Business processes? Complete this
Central module, which discusses
how to send reminders and
finance charge memos to
customers. It also discusses
Intrastat processing and
reporting, and closing a
fiscal year.

Trade
CONTENT DESCRIPTION FORMAT LENGTH

Get started with Trade in Are you using Trade in Free, self-paced online 1 hour 55 minutes
Microsoft Dynamics 365 Business Central? This learning path
Business Central learning path discusses the
setup requirements and how
to start using Trade in
Business Central.

Process VAT in Microsoft Do you need to set up and Free, self-paced online 2 hours 26 minutes
Dynamics 365 Business calculate VAT for your learning path
Central company? Take this learning
path that contains
information about setting up
VAT, processing VAT,
calculating and posting
settlements, and making a
VAT rate change.

Post sales and purchase Do you need to process and Free, self-paced online 3 hours 44 minutes
invoices in Microsoft post customer sales learning path
Dynamics 365 Business invoices? Do you need to
Central enter vendor purchase
invoices? This learning path
addresses both, and also
discusses how to process
prepayments to customers
and vendors. It also
discusses using electronic
documents in your business
with Business Central.

Process customer and Do you receive payments Free, self-paced online 2 hours 36 minutes
vendor payments in from customers and pay learning path
Microsoft Dynamics 365 vendors? This module will
Business Central help you track both in cash
management and process
those transactions as
necessary in Business
Central.
CONTENT DESCRIPTION FORMAT LENGTH

Purchase items and services Do you need to create Free, self-paced online 3 hours 4 minutes
in Microsoft Dynamics 365 purchase documents like learning path
Business Central purchase orders and
purchase invoices? This
learning path shows you
how to create purchase
documents and address
things such as discounts and
item charges.

Sell items and services in If you sell items or services Free, self-paced online 4 hours 41 minutes
Microsoft Dynamics 365 to customers, this learning learning path
Business Central path can help you learn how
to use Business Central to
manage the sales process.

Return items in Microsoft Do you need to return items Free, self-paced online 1 hour 25 minutes
Dynamics 365 Business to vendors and accept learning path
Central returns from customers?
This path will help you learn
how to process returns.

Replenish items in Microsoft Do you need to replenish Free, self-paced online 1 hour 46 minutes
Dynamics 365 Business inventory items in your learning path
Central business? This learning path
will show you options you
can use to efficiently
replenish items in Business
Central.

Assemble items in Microsoft Do you sell assembled Free, self-paced online 2 hours 26 minutes
Dynamics 365 Business items? This learning path learning path
Central provides the information
you need to assembly
management and items. It
also provides steps to
produce assembled items to
stock or order.
 Developer Learning Catalog
17 minutes to read • Edit Online

The following catalog is organized from core knowledge to specific domains, and from most basic to most
advanced. If content exists in multiple formats, we'll let you know, so that you can choose the training format that
best meets your needs.

Getting started
CONTENT DESCRIPTION FORMAT LENGTH

Introduction to Extensions The Microsoft Dynamics 365 YouTube video 1 hour 4 minutes
v2 for Dynamics 365 Business Central ecosystem
Business Central is designed with the utmost
flexibility in mind. Join Daniel
as he walks you through
learning how you can extend
standard functionality in
Business Central. He will
show you what it means to
develop an extension in
Visual Studio Code, and how
to make the most of the
capabilities of the modern
development environment.

Setting Up Visual Studio Join Daniel as he walks you YouTube video 1 hour 29 minutes
Code for Dynamics 365 through learning how to
Business Central prepare your development
Development environment for creating
extensions for Microsoft
Dynamics 365 Business
Central. We will show you
how to set up Visual Studio,
how to connect to a Source
Code Management
repository, how to create a
Docker container, and we will
give you some tips on how
to make the most out of
your Visual Studio Code
environment.
 CONTENT DESCRIPTION FORMAT LENGTH

Developing in Visual Studio Join Daniel as he walks you YouTube video 1 hour 45 minutes
Code for Dynamics 365 through Part I of learning
Business Central Part 1 how to prepare your
development environment
for creating extensions for
Microsoft Dynamics 365
Business Central. We will
show you how to set up
Visual Studio, how to
connect to a Source Code
Management repository,
how to create a Docker
container, and we will give
you some tips on how to
make the most out of your
Visual Studio Code
environment.

Developing in Visual Studio Join Daniel as he walks you YouTube video 2 hours 2 minutes
Code for Dynamics 365 through Part II of learning
Business Central Part 2 how to prepare your
development environment
for creating extensions for
Microsoft Dynamics 365
Business Central. We will
show you how to set up
Visual Studio, how to
connect to a Source Code
Management repository,
how to create a Docker
container, and we will give
you some tips on how to
make the most out of your
Visual Studio Code
environment.

Setting Up a Dynamics 365 Setting up a professional YouTube video 45 minutes

Business Central Sandbox development environment
Tenant Using Docker for Microsoft Dynamics 365
Business Central is made
easy by using Docker
Containers. Learn how this
technology works, and how
you can utilize it to facilitate
a professional development
organization.

Dynamics 365 Business Daniel will review with you YouTube video 19 minutes 45 seconds
Central sandbox how to put together services
environments for customer to create a customized
scenarios sandbox for specific client
scenarios.

What's new
CONTENT DESCRIPTION FORMAT LENGTH

Dynamics 365: 2019 release The Dynamics 365 release Website and downloadable
wave 2 plan plan (formerly release notes) white paper
for the 2019 release wave 2
describes all new features
releasing from October 2019
through March 2020.

What's new in the Microsoft This video entails a concise YouTube Video 10 minutes 32 seconds
Dynamics 365 Business introduction to the new
Central April 2019 Release platform features that you
Platform can find in the Microsoft
Dynamics 365 Business
Central April 2019 release.
Learn more about the
platform enhancements
across six main categories:
enhancements for business
users, administrators and
developers, improved self-
help and support,
performance improvements
and server improvements.

What's new in the Microsoft This video entails a concise YouTube Video 16 minutes 28 seconds
Dynamics 365 Business introduction to the new
Central April 2019 Release application features that you
Application can find in the Microsoft
Dynamics 365 Business
Central April 2019 release.
Learn more about
improvements for master
data, document-related
work and a wealth of other
highlights across the
application.
CONTENT DESCRIPTION FORMAT LENGTH

Performance Considerations As more and more verticals YouTube Video 16 minutes 43 seconds
when Building an App Part I are lifted and shifted to the
cloud, it is a good idea to go
back and reflect the basics of
coding for performance. We
do so in a mini-series of two
videos on performance
considerations when
building an app. These
videos are not about
performance improvements
that have come with the
April 2019 release of
Microsoft Dynamics 365
Business Central. If you are
interested in that, please,
have a look at the video on
what's new in regard to the
platform. This first part of
performance considerations
videos focusses on basic
principles. It makes you
aware of why it is essential
to consider performance in
every line of code you write,
and it introduces the
performance implications of
the general architectural
document and posting
design patterns of Business
Central.

Performance Considerations This is part two in a mini- YouTube Video 31 minutes 21 seconds
when Building an App, Part series on performance
II considerations when
building a Microsoft
Dynamics 365 Business
Central app. Learn about
best practices on
implementing the existing
data retrieval methods, learn
how to greatly improve
performance by minimizing
server roundtrips, and get
introduces to important dos
and don'ts when coding for
performance.
CONTENT DESCRIPTION FORMAT LENGTH

Extending the Base App The base app of Microsoft YouTube Video 7 minutes 49 seconds
Dynamics 365 Business
Central is extended by
leveraging the inbuilt event
concept. Get introduced to
the basics of subscribing to
events in Visual Studio Code
AL, and learn how to use the
event recorder to determine
which integration event to
hook into if you want to
enhance existing business
logic in the base app. This
video will show you how to
extend the posting routine
by evaluating the results of
the event recorder.

Tips and Tricks on Modern Along with Microsoft YouTube Video 13 minutes 28 seconds
Development in Visual Dynamics 365 Business
Studio Code AL Central comes one of the
most modern development
environments to date: Visual
Studio Code AL. Learn more
about best practices of how
to use VS Code AL efficiently
and how to quickly feel at
home in your new
environment.

Microsoft Dynamics 365 As a reseller, Business YouTube Video 10 minutes 53 seconds

Business Central User Central-related CSP
Management in CSP administration belongs to
your recurring tasks. Learn
more about how to set up a
new tenant, how to manage
their access rights, how to
set up full users, team
members, IT admins and
accountants. In short: This
video will show you how to
smoothly run your daily
business within the admin
center portal.
 CONTENT DESCRIPTION FORMAT LENGTH

Using Intelligent Cloud Sync Intelligent Cloud Sync has YouTube Video 7 minutes 36 seconds
as a Data Migration been introduced in 2018 to
Mechanism enable a cloud companion
tenant to on-prem
implementations so that
they can make use of the
great advantages of artificial
intelligence and other SaaS
tools to enhance business
insights as well. But
Intelligent Cloud Sync can
do more than just that. It is
also an ideal mechanism to
migrate your data from a
traditional on-prem
installation to your brand-
new operative cloud tenant.
Learn how to quickly and
most efficiently migrate data
from an existing
implementation to Microsoft
Dynamics 365 Business
Central.

Artificial Intelligence & Leveraging Artificial YouTube Video 8 minutes 3 seconds

Microsoft Dynamics 365 Intelligence to make
Business Central informed and insightful
decisions about the future of
your business is a giant leap
from using applications on
an operative basis towards
empowering your customers
to stay on top of their game
and use their app to control,
plan and govern. Learn how
to connect Artificial
Intelligence with Microsoft
Dynamics 365 Business
Central today to vastly
broaden the scope of your
application.

Core development
CONTENT DESCRIPTION FORMAT LENGTH

81241AE: I ntroduction to Microsof t Dynamics 365 Business Central

This course examines the Free, self-paced online 2 hours 13 minutes
basic concepts of Microsoft learning path
Dynamics 365 Business
Central, how to personalize
the user interface and how
to navigate. It also covers
typical user tasks in common
application areas, such as
Finance, Inventory,
Purchases, and Sales.
CONTENT DESCRIPTION FORMAT LENGTH

81221AE: Customization Foundation in Microsof t Dynamics 365 Business Central

This course provides Free, self-paced online 2 hours 7 minutes
information and learning path
demonstrations about the
development environment
and basic objects of
Microsoft Dynamics 365
Business Central. Students
will explore Visual Studio
Code and the fundamentals
of building Extensions in
Microsoft Dynamics 365
Business Central. The course
starts with introducing
essential knowledge about
Visual Studio Code and
continues with explaining
the Table object and how to
make Table Extensions. The
course then continues with
explaining the Page Object
and how to make Page
Extensions. This course is a
starting point for students
who want to learn how to
customize Microsoft
Dynamics 365 Business
Central.

81222AE: Application Foundation in Microsof t Dynamics 365 Business Central

In this course we continue Free, self-paced online 1 hour 32 minutes
with exploring the learning path
development environment
and language of Microsoft
Dynamics 365 Business
Central. To write code, we
use Application Language as
the programming language.
This course will focus on the
statements and functions,
which allow you to read,
write and change data. We
will also discuss built-in and
creating custom functions,
variables, arrays, and lists.
We will also look at another
basic object in Microsoft
Dynamics 365 Business
Central, the CodeUnit. We
will end this course
discussing Events and the
ability to use translation files.
CONTENT DESCRIPTION FORMAT LENGTH

81223AE: Data Management Foundation f or Microsof t Dynamics 365 Business Central

In this course, you will learn Free, self-paced online 54 minutes
how to handle reading and learning path
writing files and working
with streams. We will also
discuss the XMLPort object,
which is used to import and
export data via XML or Text
files. This course also
discusses the Query object,
how to join and filter data
from different tables, to
export this data to XML or
CSV, display the data in a
chart, or use this data for an
OData Web Service.

81224AE: Reporting in Microsof t Dynamics 365 Business Central

This course will help Free, self-paced online 1 hour 52 minutes
students understand how to learning path
create reports for Microsoft
Dynamics 365 Business
Central. It starts by
explaining the building
blocks of the report dataset
and different layouts. You
will learn the report design
process, starting from
creating the dataset, request
page and different layouts in
RDLC and Word.

81225AE: Essential Development Standards f or Microsof t Dynamics 365 Business Central

This course provides an Free, self-paced online 31 minutes
overview of the functional learning path
table types and the data and
process model in Dynamics
365 Business Central.
Understanding these and
the corresponding
implementation patterns will
make it easier to understand
how to extend the
application and data model.
Master tables, documents
and journals are also
explained, including some
technical design patterns like
singleton and number series.
Learning these practices and
patterns allows you to
facilitate data entry by the
user according to the
standard application
behavior.
CONTENT DESCRIPTION FORMAT LENGTH

81226AE: Extending the Posting Functionalit y in Microsof t Dynamics 365 Business Central
This course provides detailed Free, self-paced online 1 hour 36 minutes
information about extending learning path
posting in Microsoft
Dynamics 365 Business
Central, including the
posting process and the
tables which are involved. It
also covers the code units
that are responsible for
posting the data, the
navigation functionality and
the statistics pages which
provide a structured
overview on the posted
data.

81227AE: Role Tailoring and UI Design f or Microsof t Dynamics 365 Business Central
This course provides detailed Free, self-paced online 25 minutes
information about role learning path
tailoring and UI design,
including how to build a role
center, assisted setup and
wizard pages, using the user
interface to send
notifications, and the
application area feature and
how to extend it.

81226AE: Extending the Posting Functionalit y in Microsof t Dynamics 365 Business Central
This course provides detailed Free, self-paced online 1 hour 36 minutes
information about extending learning path
posting in Microsoft
Dynamics 365 Business
Central, including the
posting process and the
tables which are involved. It
also covers the code units
that are responsible for
posting the data, the
navigation functionality and
the statistics pages which
provide a structured
overview on the posted
data.
CONTENT DESCRIPTION FORMAT LENGTH

81228AE: I nterf acing f or Microsof t Dynamics 365 Business Central

In this course, you will learn Free, self-paced online 1 hour 51 minutes
how to connect Microsoft learning path
Dynamics 365 Business
Central with external
applications via Web and
OData Services. To access
REST services from within
Microsoft Dynamics 365
Business Central, you can
use the new HTTP and JSON
classes. This course also
provides an introduction to
Azure Functions, to host
external .NET code, and
handle Control Add-Ins with
JavaScript. Finally we will
connect Microsoft Dynamics
365 Business Central with
Microsoft Power Apps and
Microsoft Power Automate.

Moving Your Code to Events The ability to extend YouTube video 22 minutes 16 seconds
with Dynamics 365 Business standard functionality in
Central Microsoft Dynamics 365
Business Central is facilitated
with events. Learn how
events work, how to use
events in your AL code, and
how you can move your
existing IP into events.
Additionally, we will show
you how you can make your
IP extensible by exposing
your own events.

Structured Development Building and publishing apps YouTube video 24 minutes 52 seconds
Methodology In Dynamics for Microsoft Dynamics 365
365 Business Central Business Central is a
complex process. Learn how
to streamline your
development methodology
and let us show you some
important best practices to
help you bring your
organization to a
professional level.
 CONTENT DESCRIPTION FORMAT LENGTH

Cloud Solution Provider This course is for Microsoft Free, self-paced online
Developers partners who are in the learning path
Cloud Solution Provider
(CSP) program and who are
interested in the Partner
Center SDK and the Partner
Center REST API. This
includes partners who have
been using the previous
CREST API. The course
consists of multiple video
lessons and demos that are
10-60 minutes in duration.
It also includes a self-paced
hands-on-labs for course
participants.

Test Drive Experience for Join Daniel as he reviews YouTube video 38 minutes 11 seconds
Dynamics 365 Business and walks through how-to
Central create a Test Drive
Experience with an App
Extension solution.

Application lifecycle management

CONTENT DESCRIPTION FORMAT LENGTH

Technical Validation Checklist The following is a checklist of Article

all requirements that you
must meet before
submitting an extension for
validation. If you do not
meet these mandatory
requirements, your
extension will fail validation.

Microsoft Dynamics 365 Join Daniel as he reviews YouTube video 42 minutes 52 seconds
Business Central Reselling how-to build tailor-made
Capabilities, Provisioning offerings as part of the rich
and Lifecycle Management ecosystem of apps and
services and discuss
provisioning & lifecycle
management of an App.

Design Patterns for Building apps for Microsoft YouTube video 1 hour 9 minutes
Developing Repeatable IP for Dynamics 365 Business
Dynamics 365 Business Central can be daunting.
Central Join Daniel and discover
some of the design patterns
that are used to build
Business Central and learn
how to apply them to your
own development. He will
show you some of the most
common design patterns
that will help increase your
ability to write repeatable
software.
 CONTENT DESCRIPTION FORMAT LENGTH

Best Practices in Visual You got Visual Studio to YouTube video 1 hour 22 minutes
Studio Code Development work, and you are on your
for Dynamics 365 Business way to developing your IP
Central for Microsoft Dynamics 365
Business Central. Learn how
you can make the most out
of your development
experience. Discover some of
the industry’s best practices
and let us show you some
tips and tricks to enhance
your development
experience.

Design Patterns for Building apps for Microsoft YouTube video 1 hour 9 minutes
Developing Repeatable IP for Dynamics 365 Business
Dynamics 365 Business Central can be daunting.
Central Join Daniel and discover
some of the design patterns
that are used to build
Business Central and learn
how to apply them to your
own development. He will
show you some of the most
common design patterns
that will help increase your
ability to write repeatable
software.

Connect apps
CONTENT DESCRIPTION FORMAT LENGTH

An Introduction to Dynamics Connect Apps allow you to YouTube Video 1 hour 1 minute
365 Business Central integrate with Microsoft
Connect Apps Dynamics 365 Business
Central, using many “ready-
to-use” APIs that are
provided through the
Microsoft Graph platform.
Bundle your services with a
Business Central offering
and give your customers an
integrated experience that
increases the value for their
investment.

How to publish a Dynamics You have done the work to YouTube Video 26 minutes 38 seconds
365 Business Central develop a new Connect App
Connect app for Microsoft Dynamics 365
Business Central. You have
created all the marketing
material and tutorial videos.
Learn what it takes to get
your product and/or service
published in Microsoft
AppSource.
CONTENT DESCRIPTION FORMAT LENGTH

Connect Apps About Connect Apps Article

Getting you started with Getting started with White paper

Microsoft Dynamics 365 Microsoft Dynamics 365
Business Central Connect Business Central Connect
Apps Apps: White paper 1 of 2

Developing and publishing Developing and publishing White paper

Microsoft Dynamics 365 Microsoft Dynamics 365
Business Central Connect Business Central Connect
Apps Apps : White paper 2 of 2

An Introduction and How to You have a great idea for an YouTube Video 1 hour 27 minutes
Publish Dynamics 365 amazing app for Microsoft
Business Central Add-On Dynamics 365 Business
Apps Central. You have a pretty
good idea about how you
are going to develop this
app. Add-on Apps are used
to extend the experience and
capability in standard
Microsoft Dynamics 365
Business Central, and this
applies to comprehensive
vertical solutions as well as
horizontal solutions that
enrich functionalities across
industries. Join Daniel and
learn how to use Add-on
Apps to build solutions that
integrate into the Business
Central user experience. And
learn what it takes to get
your app published on
Microsoft AppSource and let
us show you what you need
to be successful.

Add-On Apps About Add-On Apps Article

Getting you started with Getting you started with White paper
Microsoft Dynamics 365 Microsoft Dynamics 365
Business Central Add-on Business Central Add-on
Apps Apps: White paper 1 of 2

Developing and publishing Developing and publishing White paper

Microsoft Dynamics 365 Microsoft Dynamics 365
Business Central Add-on Business Central Add-on
Apps Apps : White paper 2 of 2
CONTENT DESCRIPTION FORMAT LENGTH

Building Apps with Dynamics The Building Apps with Instructor-led in person or
365 Business Central: Dynamics 365 Business online training, cost varies
Course Number EBC3APP Central course is designed by region and partner
for helping solution
architects and developers on
designing, and developing
extensions for Dynamics 365
Business Central.
Participants will get an
overview and in depth
information about the
technical aspects involved in
designing a great app or
extension.

How to Migrate Dynamics Join Daniel as he walks you YouTube video 1 hour 11 minutes
NAV C/AL Code to Visual through taking developed IP
Studio Code AL for in C/AL, and when you want
Dynamics 365 Business to move this to Visual Studio
Central Code AL. Learn how to
create DELTA files from your
C/AL objects, and how to
migrate those to Visual
Studio Code AL object files.

Developing SAAS User Join Daniel as he describes YouTube video 1 hour 20 minutes
Experiences for Dynamics what a successful app for
365 Business Central Microsoft Dynamics 365
Business Central has that is
called a SaaSified user
experience. Learn how you
can lead your users to the
features, how to provide
step by step guidance and
contextual information
about the features that are
most important to your
customers.

Automated Testing for Join Daniel as he reviews YouTube video 41 minutes 18 seconds
Dynamics 365 Business after publishing an app, you
Central Apps must provide automated
testing. Learn about
automating testing, not just
to publish your app but also
to make your development
team more professional.

Source Code Management Join Daniel as he reviews YouTube video 46 minutes 40 seconds
for Dynamics 365 Business how to setup Source Code
Central Apps Management and turn your
organization into a well-oiled
machine.
CONTENT DESCRIPTION FORMAT LENGTH

Self-Monetization Dynamics Monetizing your app for YouTube video 40 minutes 59 seconds
365 Business Central Apps Microsoft Dynamics 365
Business Central can be
done in a couple of ways.
Learn what you can do to
self-monetize your app and
start making money right
away.

App Monetization Demo At this moment, Microsoft White paper

Guide AppSource does not have an
option to let customers
subscribe and pay for an app
that they want to use. So
that leaves partners with the
task to integrate some way
of monetization into their
app.

App Monetization Sample App Monetization Sample Download

Code Code
 Functional Consultant Learning Catalog
6 minutes to read • Edit Online

The following catalog is organized from core knowledge to specific domains, and from most basic to most
advanced. If content exists in multiple formats, we'll let you know, so that you can choose the training format that
best meets your needs.

Getting started
CONTENT DESCRIPTION FORMAT LENGTH

Explore Dynamics 365 Overview of Dynamics 365 Website

Business Central capabilities Business Central capabilities

Business Central playlist Business Central playlist Playlist of YouTube videos

Get started with Microsoft Are you interested in Free, self-paced online 3 hours 4 minutes
Dynamics 365 Business Business Central? If so, this learning path
Central learning path provides a
good introduction. It
discusses how to set up a
trial, provides some basic
information about what's
available, and shows some
personalization options you
can make to customize
Business Central for your
use.

Work with the Microsoft Do you want to learn about Free, self-paced online 2 hours 27 minutes
Dynamics 365 Business the Business Central user learning path
Central user interface interface? This learning path
shows you the user interface
and also how you can
personalize it. It also
discusses alternate interfaces
such as a smartphone.

Work like a pro with data in Are you just getting started Free, self-paced online 2 hours 27 minutes
Business Central with Business Central? This learning path
learning path will help
prepare you for the types of
data in Business Central and
how to find information you
need in the application.

Deploy
CONTENT DESCRIPTION FORMAT LENGTH
 CONTENT DESCRIPTION FORMAT LENGTH

Deploy and configure Are you new to Business Free, self-paced online 4 hours 42 minutes
Microsoft Dynamics 365 Central? If so, this path will learning path
Business Central help you get started. It
discusses how to create new
companies, implement
security, migrate data from
other systems, and integrate
Outlook with Business
Central.

Set up Microsoft Dynamics Do you want to use Business Free, self-paced online 2 hours 50 minutes
365 Business Central for Central with other learning path
reporting applications or make data
available in the cloud? Then
complete this learning path.
It also includes a module
about changing how
documents look in Business
Central.

Financials
CONTENT DESCRIPTION FORMAT LENGTH

Set up financial management Do you want to use Business Free, self-paced online 3 hours 13 minutes
in Microsoft Dynamics 365 Central for financial learning path
Business Central management? Then this
learning path is for you. It
discusses the setup of
number series, audit trail
codes, posting groups,
dimensions and the chart of
accounts.

Use cost accounting in Do you need to use cost Free, self-paced online 3 hours 16 minutes
Microsoft Dynamics 365 accounting in your learning path
Business Central company? This learning path
can help get you started
with cost accounting in
Business Central. It explains
cost accounting setup, how
to create master data for
cost accounting, how to
transfer transactions, and
allocate costs to a group of
accounts.

Use journals in Microsoft Do you need to create and Free, self-paced online 2 hours 1 minute
Dynamics 365 Business post journal entries in learning path
Central Business Central? Then this
path is for you. Setting up
general journal templates,
creating journal transactions
including recurring
transactions, and posting
transactions are all discussed
in the modules of this
learning path.
CONTENT DESCRIPTION FORMAT LENGTH

Reconcile bank accounts in Do you want to find out Free, self-paced online 1 hour 3 minutes
Microsoft Dynamics 365 how to reconcile bank learning path
Business Central accounts in Business
Central? The bank
reconciliation feature and
reconciliation journals are
discussed in this learning
path.

Use multiple currencies in Do you work with multiple Free, self-paced online 3 hours 4 minutes
Microsoft Dynamics 365 currencies? If you do, this learning path
Business Central path will help you
understand the steps you
need to complete to set up
and use multiple currencies,
process payments and
invoices in different
currencies, and adjust
exchange rates when
necessary.

Create financial reports in Are you responsible for Free, self-paced online 3 hours 44 minutes
Microsoft Dynamics 365 generating financial reports learning path
Business Central from Business Central? This
learning path discusses
creating budgets, and using
account schedules,
dimensions, and eXtensible
business reporting language
(XBRL) to generate the
financial reports that are
typically needed for most
businesses.

Process financial periodic Are you responsible for Free, self-paced online 3 hours 3 minutes
activities in Microsoft period and year-end closing learning path
Dynamics 365 Business processes? Complete this
Central module, which discusses
how to send reminders and
finance charge memos to
customers. It also discusses
Intrastat processing and
reporting, and closing a
fiscal year.
 CONTENT DESCRIPTION FORMAT LENGTH

Advanced Dynamics 365 (Partner only) This course Instructor-led in person or

Business Central Finance for provides knowledge and online training, cost varies
Consultants insight into the financial by region and partner
management application
area in Microsoft Dynamics
365 Business Central. The
focus is on both basic and
more advanced financial
functions within the
organization such as the
chart of accounts, cash
management, processing
invoices, OCR, cash flow
forecasting, cost accounting,
financial reporting, and the
year-end closing process.

Trade
CONTENT DESCRIPTION FORMAT LENGTH

Get started with Trade in Are you using Trade in Free, self-paced online 1 hour 55 minutes
Microsoft Dynamics 365 Business Central? This learning path
Business Central learning path discusses the
setup requirements and how
to start using Trade in
Business Central.

Process VAT in Microsoft Do you need to set up and Free, self-paced online 2 hours 26 minutes
Dynamics 365 Business calculate VAT for your learning path
Central company? Take this learning
path that contains
information about setting up
VAT, processing VAT,
calculating and posting
settlements, and making a
VAT rate change.

Post sales and purchase Do you need to process and Free, self-paced online 3 hours 44 minutes
invoices in Microsoft post customer sales learning path
Dynamics 365 Business invoices? Do you need to
Central enter vendor purchase
invoices? This learning path
addresses both, and also
discusses how to process
prepayments to customers
and vendors. It also
discusses using electronic
documents in your business
with Business Central.
CONTENT DESCRIPTION FORMAT LENGTH

Process customer and Do you receive payments Free, self-paced online 2 hours 36 minutes
vendor payments in from customers and pay learning path
Microsoft Dynamics 365 vendors? This module will
Business Central help you track both in cash
management and process
those transactions as
necessary in Business
Central.

Purchase items and services Do you need to create Free, self-paced online 3 hours 4 minutes
in Microsoft Dynamics 365 purchase documents like learning path
Business Central purchase orders and
purchase invoices? This
learning path shows you
how to create purchase
documents and address
things such as discounts and
item charges.

Sell items and services in If you sell items or services Free, self-paced online 4 hours 41 minutes
Microsoft Dynamics 365 to customers, this learning learning path
Business Central path can help you learn how
to use Business Central to
manage the sales process.

Return items in Microsoft Do you need to return items Free, self-paced online 1 hour 25 minutes
Dynamics 365 Business to vendors and accept learning path
Central returns from customers?
This path will help you learn
how to process returns.

Replenish items in Microsoft Do you need to replenish Free, self-paced online 1 hour 46 minutes
Dynamics 365 Business inventory items in your learning path
Central business? This learning path
will show you options you
can use to efficiently
replenish items in Business
Central.

Assemble items in Microsoft Do you sell assembled Free, self-paced online 2 hours 26 minutes
Dynamics 365 Business items? This learning path learning path
Central provides the information
you need to assembly
management and items. It
also provides steps to
produce assembled items to
stock or order.
 CONTENT DESCRIPTION FORMAT LENGTH

Advanced Dynamics 365 (Partner only) This course Instructor-led in person or

Business Central Trade for provides knowledge and online training, cost varies
Consultants insight into the trade and by region and partner
inventory management
application area in Microsoft
Dynamics 365 Business
Central. The focus is on the
most important trade
related settings and
functions, such as selling and
purchasing items and
services, controlling
inventory, item price and
discount management, and
requisition management. It
also covers important
inventory functions such as
item tracking, assembly
management and location
transfers.

Cloud
CONTENT DESCRIPTION FORMAT LENGTH

The future is in the Trusted About the Trusted Cloud Website

Cloud

Data Protection Resources Information about how White paper download

Microsoft cloud services
protect your data, and how
you can manage cloud data
security and compliance for
your organization.
 Pre-Sales Learning Catalog
5 minutes to read • Edit Online

The following catalog is organized from core knowledge to specific domains, and from most basic to most
advanced. If content exists in multiple formats, we'll let you know, so that you can choose the training format that
best meets your needs.

Getting Started
CONTENT DESCRIPTION FORMAT LENGTH

Get started with Microsoft Are you interested in Free, self-paced online 3 hours 4 minutes
Dynamics 365 Business Business Central? If so, this learning path
Central learning path provides a
good introduction. It
discusses how to set up a
trial, provides some basic
information about what's
available, and shows some
personalization options you
can make to customize
Business Central for your
use.

Work with the Microsoft Do you want to learn about Free, self-paced online 2 hours 27 minutes
Dynamics 365 Business the Business Central user learning path
Central user interface interface? This learning path
shows you the user
interface, and also how you
can personalize it. It also
discusses alternate interfaces
such as a smartphone.

Work like a pro with data in Are you just getting started Free, self-paced online 2 hours 27 minutes
Business Central with Business Central? This learning path
learning path will help
prepare you for the types of
data in Business Central and
how to find information you
need in the application.

Business Central YouTube YouTube landing page for YouTube Videos

playlist Dynamics 365 Business
Central videos

Explore Dynamics 365 Explore Dynamics 365 Website

Business Central Capabilities Business Central Capabilities

Grow Your Business

 CONTENT DESCRIPTION FORMAT LENGTH

Dynamics 365 Business Join Errol Schoenfish, Video 11 minutes 16 seconds

Central - Compelling Director of Product
Prospect Conversations Marketing, as he talks
(Blitz) through how to have
compelling conversations
with prospects on Microsoft
Dynamics 365 Business
Central.

Dynamics 365 Business Join Errol Schoenfish, Video 12 minutes 29 seconds

Central - How to Make it Director of Product
Real Marketing, as he talks about
how to get started enabling
demos for Microsoft
Dynamics 365 Business
Central.

Business Value
CONTENT DESCRIPTION FORMAT LENGTH

Dynamics 365 Business (Partners only) This session Video 8 minutes 5 seconds
Central (Blitz) will outline the value of
Business Central. Business
Central offers terrific value
because it integrates with
other Microsoft cloud
services including Office 365
and can be customized or
extended for specific
industry needs with Power
Apps, Power Automate, and
Power BI.

Explore Dynamics 365 Explore Dynamics 365 Website

Business Central Capabilities Business Central Capabilities

Dynamics 365 Business This module shows Free, self-paced online 24 minutes
Central application features, benefits, learning path
and examples of Dynamics
365 Business Central in
action.

What's New
CONTENT DESCRIPTION FORMAT LENGTH
CONTENT DESCRIPTION FORMAT LENGTH

Microsoft Dynamics 365 The pace of technological Video; also available on 5 minutes 25 seconds
Blitz: Readiness New Release change makes it imperative YouTube
- Technical to stay informed about the
latest digital transformation
innovations coming from
Microsoft Dynamics 365
that benefit your customers.
Review the Microsoft
Dynamics Blitz sessions to
hear product specialists
share their knowledge about
the latest Microsoft
Dynamics 365 offers and
learn about what’s new and
what’s coming as well as the
latest in industry, services
and readiness
enhancements. Continue
your learning with the Blitz
On-Demand sessions
through the year. We’re
excited to share these
innovations with you! Please
check back often to access
the latest Microsoft
Dynamics 365 Readiness
New Release assets.

Dynamics 365: 2019 release The Dynamics 365 release Website and downloadable
wave 2 plan plan (formerly release notes) white paper
for the 2019 release wave 2
describes all new features
releasing from October 2019
through March 2020.

Demo
CONTENT DESCRIPTION FORMAT LENGTH

The Sales Demo Playbook Twenty pre-configured, Download

(Part 1 of 2) scripted demo scenes built
around Business Central.
Choose between full click-
through assistance
(download 1) and non-click-
through assistance
(download 2).

The Sales Demo Playbook Twenty pre-configured, Download

(Part 2 of 2) scripted demo scenes built
around Business Central.
Choose between full click-
through assistance
(download 1) and non-click-
through assistance
(download 2).
CONTENT DESCRIPTION FORMAT LENGTH

Demo: Drop Ship Sales Join Craig as he shows you YouTube video 4 minutes 37 seconds
Order Demo how to do a drop ship for a
Sales Order.

Demo: Enter a Sales Order Join Craig as he shows you YouTube video 2 minutes 33 seconds
from Mobile Device Demo how to do an entry of a
Sales Order from a mobile
device.

Demo: Intercompany Join Craig as he shows you YouTube video 4 minutes 6 seconds
Transactions transactions between
companies (Intercompany
Transactions).

Demo: Manage Existing Job Join Craig as he shows you YouTube video 3 minutes 56 seconds
how to manage an existing
job or project.

Demo: Manage Inventory Join Craig as he shows you YouTube video 6 minutes 27 seconds
how to manage your
inventory.

Demo: Multiple Company Join Craig as he shows you YouTube video 2 minutes and 22 seconds
how to consolidate multiple
companies.

Demo: Opportunity to Join Craig as he walks you YouTube video 3 minutes 30 seconds
Quote through the Opportunity
management features in
Business Central.

Demo: Order to Cash from Join Craig as he shows you YouTube video 6 minutes
Business Central how "Quote to Cash" works
all from within Microsoft
Outlook.

Demo: Order to Cash from Join Craig as he shows you YouTube video 6 minutes 7 seconds
Dynamics 365 Sales Quote to Cash" works
leveraging Dynamics 365 for
Sales and the integration to
Business Central.

Demo: Procure to Pay Join Craig as he shows you YouTube video 5 minutes 33 seconds
how the "procure to pay"
process works in Business
Central.

Demo: Setting up a New Join Craig as he shows you YouTube video 5 minutes 33 seconds
Company how to set up a new
company in Business
Central.

Demo: The Accountant Join Craig as he shows you YouTube video 9 minutes 33 seconds
how the role of the
Accountant works and
behaves in Business Central.
CONTENT DESCRIPTION FORMAT LENGTH

Demo: The Bookkeeper Join Craig as he shows you YouTube video 6 minutes 47 seconds
how the role of the
Bookkeeper works and
behaves in Business Central.

Demo: The External Join Craig as he shows you YouTube video 2 minutes 47 seconds
Accountant how the role of the External
Accountant works and
behaves in Business Central.

Demo: The Marketing Join Craig as he shows you YouTube video 5 minutes 25 seconds
Manager how the role of the
Marketing Manager works
and behaves in Business
Central.

Demo: The Owner Join Craig as he shows you YouTube video 8 minutes 38 seconds
how the role Owner works
and behaves in Business
Central.

Demo: The Project Manager Join Craig as he shows you YouTube video 5 minutes 53 seconds
how the role of the Project
Manager works and behaves
in Business Central.

Demo: The Sales Manager Join Craig as he shows you YouTube video 5 minutes 25 seconds
how the role of the Sales
Manager works and behaves
in Business Central.

Demo: The Sales Join Craig as he shows you YouTube video 5 minutes 25 seconds
Representative how the role of the Sales
Representative works and
behaves in Business Central.
 Sales Learning Catalog
3 minutes to read • Edit Online

The following catalog is organized from core knowledge to specific domains, and from most basic to most
advanced. If content exists in multiple formats, we'll let you know, so that you can choose the training format that
best meets your needs.

Business value
CONTENT DESCRIPTION FORMAT LENGTH

Dynamics 365 Business (Partners only) This session Video 8 minutes 5 seconds
Central (Blitz) will outline the value of
Business Central. Business
Central offers terrific value
because it integrates with
other Microsoft cloud
services including Office 365
and can be customized or
extended for specific
industry needs with Power
Apps, Power Automate, and
Power BI.

Explore Dynamics 365 Explore Dynamics 365 Website

Business Central Capabilities Business Central Capabilities

Dynamics 365 Business This module shows Free, self-paced online 24 minutes
Central application features, benefits, learning path
and examples of Dynamics
365 Business Central in
action.

Getting started
CONTENT DESCRIPTION FORMAT LENGTH

Get started with Microsoft Are you interested in Free, self-paced online 3 hours 4 minutes
Dynamics 365 Business Business Central? If you are, learning path
Central this learning path provides a
good introduction. It
discusses how to set up a
trial, provides some basic
information about what's
available, and shows some
personalization options you
can make to customize
Business Central for your
use.
 CONTENT DESCRIPTION FORMAT LENGTH

Work with the Microsoft Do you want to learn about Free, self-paced online 2 hours 27 minutes
Dynamics 365 Business the Business Central user learning path
Central user interface interface? This learning path
shows you the user
interface, and also how you
can personalize it. It also
discusses alternate interfaces
such as a smartphone.

Work like a pro with data in Are you just getting started Free, self-paced online 2 hours 27 minutes
Business Central with Business Central? This learning path
learning path will help
prepare you for the types of
data in Business Central and
how to find information you
need in the application.

Business Central YouTube YouTube landing page for YouTube Videos

playlist Dynamics 365 Business
Central videos

Business value
CONTENT DESCRIPTION FORMAT LENGTH

Dynamics 365 Business (Partners only) This session Video 8 minutes 5 seconds
Central (Blitz) will outline the value of
Business Central. Business
Central offers terrific value
because it integrates with
other Microsoft cloud
services including Office 365
and can be customized or
extended for specific
industry needs with Power
Apps, Power Automate, and
Power BI.

Explore Dynamics 365 Explore Dynamics 365 Website

Business Central Capabilities Business Central Capabilities

Dynamics 365 Business This module shows Free, self-paced online 24 minutes
Central application features, benefits, learning path
and examples of Dynamics
365 Business Central in
action.

Grow your business

CONTENT DESCRIPTION FORMAT LENGTH
CONTENT DESCRIPTION FORMAT LENGTH

Dynamics 365 Business (Partners only) Join Errol Video 11 minutes 15 seconds
Central - Compelling Schoenfish, Director of
Prospect Conversations Product Marketing, as he
(Blitz) talks through how to have
compelling conversations
with prospects on Microsoft
Dynamics 365 Business
Central.

Search customer stories Find customer reference Website

stories for Dynamics 365
Business Central on
http://customer.mictosoft.co
m.

Cloud Solution Provider (Partners only) About the Website

Program Cloud Solution Provider
program

Business Central (Partner only) Addressing Topic page 35 minutes

how to optimize your
marketing practices and
realign your marketing
principles for a cloud-first
world will be a primary
factor in determining the
success or failure of your
organization moving
forward. This series of videos
and resources provide
marketing best practices,
content creation guidance,
pragmatic tips and useful
tools for applying cloud
marketing principals to drive
demand for your solutions.

Cloud Solution Provider The Cloud Solution Provider Website

program - selling in-demand program (CSP) helps you go
cloud solutions beyond reselling licenses to
being more involved in your
customer’s business.

Cloud Solution Provider Watch this video to see how Website

program - compare partner to pick the right partner
support programs support plan for your
business. Then see a side-
by-side comparison below.
CONTENT DESCRIPTION FORMAT LENGTH

Cloud SureStep Accelerated (Partners-only) The Cloud Website

Selling SureStep Accelerated Sales
Process is built around the
needs of the modern buyer
and endeavors to trigger an
emotional, experience-driven
Strategic Tipping Point early
in the selling process. This
series of videos and
resources explain a
prescriptive selling process
that is specifically designed
to counter the traditional
resource intensive, “demo-
oriented” solution sales
approach that typically leads
to highly customized
product demonstrations,
complex sales cycles and
long implementation
projects. The library of
resources includes a number
of customizable templates so
you may create your own
set of sales assets to
support accelerated selling.
 Become a Reseller of Dynamics 365 Business Central
2 minutes to read • Edit Online

Expand your business opportunity with Business Central!

If you specialize in Cloud solutions, Office 365, SharePoint, industry solutions, analytics, ERP, CRM, accounting
software, and/or business process optimization software/services, Business Central is a new opportunity.
Business Central can help you differentiate and deepen customer relationships by giving you the capability to
deliver an end-to-end business management solution that’s connecting people and processes like never before,
embedded within familiar Microsoft Office tools that small and medium businesses use every day.

Get started
The "Ready to Go" program is one way to get started as a Business Central reseller. You can also contact the
Microsoft office in your country or region. For more information about the resources available to you through the
"Ready to Go" program", see aka.ms/readytogo, Resell Different Solutions, and Get started as a reseller.

See Also
Getting Started
Importing Business Data from Other Finance Systems
https://appsource.microsoft.com
 Extending Business Central
3 minutes to read • Edit Online

Microsoft Dynamics 365 Business Central is a business management solution that helps companies connect their
financials, sales, service, and operations to streamline business processes, improve customer interactions, and
make better decisions. Business Central is available in the cloud and to users across various multiple types of
devices, which is always up-to-date. With this modern business platform you can easily and quickly tailor, extend,
and build applications so they fit your specific needs — with little to no code development.
There are plenty of benefits of using Business Central as a platform for App builders, which includes:
Get started with confidence through a seamless onboarding experience
Use Microsoft’s Go-To-Market services
Customize your app listing page
Connect directly with decision-makers and reach more customers
Enhance business value and increase deal size with existing and new customers
Achieve more with a platform that delivers a modern experience and offers scale
Get actionable insights on the performance of your listings via the Cloud Partner Portal or the Office app
publishing process
Bundle with intelligent business apps such as Power Apps, Power Automate, Power BI, Azure AI, and many
more
Bring your Business Central services to Microsoft AppSource as:
Individual Apps – where you bring your industry expertise to market.
Packaged Consulting Services – where you bring ready-made packaged engagements to market.
The new development tools enable to you to build extensions for Business Central users. If you want to familiarize
yourself with the new tools or learn about extensions 2.0, have a look at aka.ms/GetStartedWithApps.
Find information on apps and consulting services that are currently available on Microsoft AppSource.
To help business users get started quickly, Microsoft has added a catalog of consulting services offerings for
solutions based on Business Central, Power BI, and Power Apps to AppSource. Learn more about the Consulting
Services.

Choosing which Services to Offer with Business Central

Integrate a 3rd Party Solution
Business Central exposes many ready-to-use APIs for Connect apps to make a seamless integration between your
service and Business Central. You can bundle your services with a Business Central and give your customers an
integrated experience. Learn more about Integrating a 3rd Party Solution.
Development of a Vertical Solution
Create an app that is specialized within a specific industry. With Embed app, you can extend and customize the
existing Business Central application and enrich the end-user experience with an industry specific functionality
using the new and modern development tools and Extensions version 2.0. Learn more about the Development of a
Vertical Solution.
Development of a Horizontal Solution
Extend the experience and capability of Business Central by creating an Add-on app which integrates into user
experience of Business Central. Build an interface based on how you want your data to flow between Business
Central and your services. Learn more about the Development of a Horizontal Solution.
Development of a Localization Solution
Comply with local regulatory capabilities by developing for Business Central, which adapts functional areas to the
requirements of the local market along with Dynamics 365 Translation Service. Align the core capabilities of local
legal requirement and extend existing functionality to successfully compete on your local market. Learn more
about the Development of a Localization Solution.
Reseller Solution
Since every business is unique, with Customizing Tenants, you can match how you work with your streamlined
processes, your terminology, and how your employees or departments connect and collaborate. Additionally, you
can choose to resell and adjust Business Central to the individual needs of your customers by providing Consulting
Services. Or, use Power Apps, Power Automate, and Power BI to create Customized Workflows, apps and business
insight reports without having to write any code. Learn more about Dynamics 365 Reseller (VARs).

Where Do I Learn more?

To learn more about the Microsoft AppSource consulting services offerings, see the following links:
AppSource Consulting Offerings
Partner Eligibility
Partner Nomination Form

The Ready to Go Program

The Ready to Go program is designed to support you in bringing your Business Central offering into Microsoft
AppSource. The program includes:
Online learning
Training and workshops
Microsoft Collaborate platform
Learn more on how you can build a Business Central offering in the Ready to Go program details. If you have
questions or feedback about the Ready to Go program offering, you can contact us.

Business Central Extensions Provided by Microsoft

The standard version of the product includes an increasing number of extensions developed by Microsoft. For
more information, see Customizing Business Central Using Extensions.

See Also
Getting Started
https://appsource.microsoft.com

Start a free trial!

 Working with Business Central
2 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.

TIP
For a print-friendly overview of the most used functions, choose the following image and download the PDF file.

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.

The following table lists some of the general functionality with links to topics that describe them.

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 and Finding Pages with the Role Explorer
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 in a Entering Data
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

See which fields must be filled in. Detecting Mandatory Fields

 TO SEE

Understand how the computer locale affects the user interface Changing Language and Locale
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 documents. Manage Attachments, Links, and Notes on Cards and
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 as Manage Notifications
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.

Getting Around in Business Central

Here's a short video about how to get around in Business Central.

See Related Training at Microsoft Learn

See Also
Getting Started
Setting Up Business Central
General Business Functionality

Start a free trial!

 Working with
Business Central
2 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.

TIP
For a print-friendly overview of the most used
functions, choose the following image and download
the PDF file.

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.

The following table lists some of the general

functionality with links to topics that describe them.

TO SEE

Find a specific page, Finding Pages and

report, action, help topic, Information with Tell Me
or partner extension.

Get an overview of pages Finding Pages with the

for your role and for other Role Explorer
roles and navigate to
pages.
TO SEE

Filter data in views, Sorting, Searching, and

reports, or functions by Filtering Lists
using special symbols and
characters.

Learn the many general Entering Data

functions that help you
enter data in a quick and
easy way.

Learn how to quickly copy Copying and Pasting FAQ

and paste data including
by using keyboard
shortcuts.

View or process data in Working with Calendar

specific date ranges. Dates and Times

See which fields must be Detecting Mandatory

filled in. Fields

Understand how the Changing Language and

computer locale affects the Locale
user interface and the Help
site and how to change
the language.

Learn how to interact with Viewing and Editing in

Excel from practically Excel
anywhere in Business
Central

Attach files, add links, or Manage Attachments,

write notes on cards and Links, and Notes on Cards
documents. and Documents

Change basic settings such Change Basic Settings

as company, work date,
and Role Center.

Get notified about certain Manage Notifications

events or changes in
status, such as when you
are about to invoice a
customer who has an
overdue balance.

Change which and where Personalize Your

UI elements are shown to Workspace
fit your preferences.

Define, preview, print, or Working with Reports,

save reports and define Batch Jobs, and XMLports
and run batch jobs.
 TO SEE

Manage the content and Managing Report and

format of reports and Document Layouts
documents, 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 Accessibility and Keyboard

capabilities that make Shortcuts
Business Central readily
available to people with
disabilities.

Getting Around in Business

Central
Here's a short video about how to get around in
Business Central.

See Related Training at Microsoft

Learn
See Also
Getting Started
Setting Up Business Central
General Business Functionality

Start a free trial!

 Finding Pages and Information with Tell Me
3 minutes to read • Edit Online

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.

Finding an Action on the Current Page

The On Current Page section lets you find and perform actions on the page you have open. For example, if the
Sales Quote page is open and you type "customer," the section includes an action that opens the customer card
for the customer chosen on the sales quote.

NOTE
The list includes only actions that are available in the navigation bar at the top of the page. Actions on FastTabs are not
included.

Finding a Page or a Task

The results in the Go to Pages and Tasks section provide access to other pages and let you perform tasks or
look up information. If you use these pages often, you can choose the bookmark icon to add a link to any page
onto your Role Center. For more information, see Add a Page Action to Your Role Center.
The pages and tasks that are listed depend on the user experience you chose 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 Customizing Your Business Central Experience.
Finding a Report or Archived Information
The Go to Reports and Analysis section offers access to reporting tools. For example, you can open the
Balance Sheet report from the list, or access archived documents and other information.
Finding Information in the Help
Under Documentation you will see articles from the Business Central documentation that describe concepts
and provide step-by-step guidance for completing tasks in the application.

NOTE
Documentation for third-party extensions is not included in the results.

Getting More Functionality by Finding an App on Microsoft AppSource

Our partner community is busily developing apps that add capabilities to Business Central. The Get from
Microsoft AppSource section lists apps for Business Central that are available on Microsoft AppSource and are
related to the keyword you searched for.

Searching for Data

The Tell me what you want to do function does not search for data, such as customer names, addresses, or
transactions. Instead, you can search for data in list pages by choosing the Search icon in the left corner of the
list header. The search applies only to the list you are viewing. For more information, see Sorting, Searching, and
Filtering Lists.

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.

See Related Training at Microsoft Learn

See Also
Working with Business Central
Add a Page Action to Your Role Center
 Finding Pages with the Role Explorer
2 minutes to read • Edit Online

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.
To get an overview of business feature that are available for all other roles, in addition to your own, choose the
Explore all action on the page that presents the role explorer.

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.

To expand/collapse nodes on the role explorer

The actions that open pages are organized under nodes named after the features or application areas. Each node
can be collapsed or expanded individually and you can collapse/expand all nodes together.
To expand/collapse a node, choose the node. This applies to top-level nodes and sub nodes.
To expand/collapse all top-level nodes on the page, choose the Expand or Collapse action in the top-right
corner.
To expand/collapse a top-level node and all sub nodes under it, press the Ctrl+Shift keys while you choose the
Expand or Collapse action in the top-right corner.

See Also
Finding Pages and Information with Tell Me
Manage Profiles
Working with Business Central
 Tell Me FAQ
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
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, you can set filters as on lists to delimit which data to include in the report or XMLport,
but you cannot sort and search.

TIP
When viewing your data as tiles, you can search and use basic 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. If you have many customers, for example, you
can choose to sort them by Customer No., Customer Posting Group, Currency Code, Country Region
Code, or Sales Tax Registration No. 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, and then choose the Ascending or Descending action.

NOTE
Sorting is not supported on images, BLOB fields, FlowFilters, and fields that do not belong to a table.

Searching
At the top of each list page, there is 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 are interested in seeing.
To search, simply choose the Search action, and then in the box, type the text that you are looking for. You can
enter letters, numbers, and other symbols.
Fine -tuning the Search
In general, search will attempt to match text across all fields. It does not 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.
However, you can make a more exact search by using special characters.
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.

SEARCH CRITERIA FINDS...

man All records with fields that contain the text man, regardless of
or the case. For example, Manchester, manual, or Sportsman.
Man

'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
Sportsman.

@Man* All records with fields that start with man, regardless of the
case. For example, Manchester and manual, but not
Sportsman.

@*man All records that end with man, regardless of the case. For
example Sportsman, but not Manchester or manual.

TIP
You can press F3 to activate and deactivate the search box. For more information see Keyboard Shortcuts.

Filtering
Filtering provides a more advanced and versatile way of controlling which records display on a list or include in a
report or XMLport. There are two major differences between searching and filtering, as described in the table
below.

SEARCHING FILTERING

Applicable Fields Searches across all fields that are visible Filters one or more fields individually,
on the page. selecting from any field on the table,
including fields that are not visible on
the page.

Matching Displays records with fields that match Displays records where the field
the search text, irrespective of casing or matches the filter exactly and is case
placement of that text. sensitive, 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.

Setting Filters on Lists

On lists, you set filters by using the filter pane. To display the filter pane for a list, choose the drop-down arrow
next to the name of the page, and then choose the Show filter pane action. Alternatively, press Shift+F3.
To display the filter pane for a column on a list, choose the drop-down arrow, and then choose the Filter action.
Alternatively, press Shift+F3. The filter pane opens with the selected column shown as a filter field in the Filter
list by section.
The filter pane displays the current filters for a list, and enables you to set your own custom filters on one or
more fields by choosing the + Filter action.
A filter pane is divided in three sections: Views, Filter list by, and Filter totals by:
Views
Some lists include the Views section. 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, and the views will be available to you
on any device you sign into. For more information, see Save and Personalize List Views.
Filter list by
This is where you add filters on specific fields to reduce the number of displayed records. To add a filter,
choose the + Filter action, type the name of the field that you want to filter the list by, or pick a field from
the drop-down list.
Filter totals by
Some lists that display calculated fields, such as amounts and quantities, will include the Filter totals by
section where you can adjust various dimensions that influence calculations. To add a filter, choose the +
Filter action, type the name of the field that you want to filter the list by, or pick a field from the drop-
down list.

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, 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, type the name of the field that you want to filter by, or pick a
field from the drop-down list.

Entering Filter Criteria

Both in the filter pane and on a request page, you enter your filter criteria in the box under the filter field.
The type of the filter field determines which criteria you can enter. For example, filtering a field that has fixed
values will only let you choose from those values. For more information about special filter symbols, see Filter
criteria and Filter tokens.
Columns that already have filters are indicated by the icon in the column heading. To remove a filter, choose
the drop-down arrow, and then choose the Clear Filter action.

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.

Filter Criteria and Symbols

When you enter criteria, you can use all the numbers and letters that you can normally use in the field. In
addition, you can use special symbols (or operators) to further filter the results. The following tables show the
symbols that can be used in filters. For dates and times, you can also refer to Working with Calendar Dates and
Times for more detailed information.

IMPORTANT
There may be instances where field values contain these symbols and you want to filter on them. To do this, you must
include the filter expression that contains the symbol in quotation marks (''). For example, if you want to filter on records
that start with the text S&R, the filter expression is 'S&R*' .

The following sections describe how to use the different operators.

NOTE
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

SAMPLE EXPRESSION RECORDS DISPLAYED

1100..2100 Numbers 1100 through 2100

..2500 Up to and including 2500

 SAMPLE EXPRESSION RECORDS DISPLAYED

..12 31 00 Dates up to and including 12 31 00

P8.. Information for accounting period 8 and thereafter

..23 From the beginning date until 23-current month-current

year 23:59:59

23.. From 23-current month-current year 0:00:00 until the end of

time

22..23 From 22-current month-current year 0:00:00 until 23-

current month-current year 23:59:59

(|) Either/or

SAMPLE EXPRESSION RECORDS DISPLAYED

1200|1300 Numbers with 1200 or 1300

(<>) Not equal to

SAMPLE EXPRESSION RECORDS DISPLAYED

<>0 All numbers except 0

The SQL Server Option allows you to combine this symbol

with a wild card expression. For example, <>A* meaning not
equal to any text that starts with A.

(>) Greater than

SAMPLE EXPRESSION RECORDS DISPLAYED

>1200 Numbers greater than 1200

(>=) Greater than or equal to

SAMPLE EXPRESSION RECORDS DISPLAYED

>=1200 Numbers greater than or equal to 1200

(<) Less than

SAMPLE EXPRESSION RECORDS DISPLAYED

<1200 Numbers less than 1200

(<=) Less than or equal to

SAMPLE EXPRESSION RECORDS DISPLAYED

<=1200 Numbers less than or equal to 1200

(&) And
 SAMPLE EXPRESSION RECORDS DISPLAYED

>200&<1200 Numbers greater than 200 and less than 1200

('') An exact character match

SAMPLE EXPRESSION RECORDS DISPLAYED

'man' Text that matches man exactly and is case sensitive.

(@) Case insensitive

SAMPLE EXPRESSION RECORDS DISPLAYED

@man* Text that starts with man and is case insensitive.

(*) An indefinite number of unknown characters

SAMPLE EXPRESSION RECORDS DISPLAYED

*Co* Text that contains "Co" and is case sensitive.

*Co Text that ends with "Co" and is case sensitive.

Co* Text that begins with "Co" and is case sensitive.

(?) One unknown character

SAMPLE EXPRESSION RECORDS DISPLAYED

Hans?n Text such as Hansen or Hanson

Combined Format Expressions

SAMPLE EXPRESSION RECORDS DISPLAYED

5999|8100..8490 Include any records with the number 5999 or a number from
the interval 8100 through 8490.

..1299|1400.. Include records with a number less than or equal to 1299 or

a number equal to 1400 or greater (all numbers except 1300
through 1399).

>50&<100 Include records with numbers that are greater than 50 and
less than 100 (numbers 51 through 99).

Filter Tokens
When entering filter criteria, you can also type words that have special meaning, called filter tokens. After
entering the token word, the word is replaced by the value or values that it represents. This makes filtering easier
by reducing the need to navigate to other pages to look up values you want to add to your filter. The tables below
describe some of the tokens you can type as filter criteria.
 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.

(%me or %userid) Records Assigned to You

Use %me or %userid when filtering fields that contain the user ID, such as Assigned to User ID field, to display
all records that are assigned to you.

SAMPLE EXPRESSION RECORDS DISPLAYED

%me Records that are assigned to your user account.

or
%userid

(%mycustomers ) Customers in My Customers

Use %mycustomers in the customer No field to display all records for customers that are included in the My
Customers list on your Role Center.

SAMPLE EXPRESSION RECORDS DISPLAYED

%mycustomers Customers in the My Customers on your Role Center.

(%myitems ) Items in My Items

Use %myitems in the item No field to display all records for items that are included in the My Items list on your
Role Center.

SAMPLE EXPRESSION RECORDS DISPLAYED

%myitems Items in the My Items on your Role Center.

(%myvendors ) Vendors in My Vendors

Use %myvendors in the vendor No field to display all records for vendors that are included in the My Vendors
list on your Role Center.

SAMPLE EXPRESSION RECORDS DISPLAYED

%myvendors Vendors in the My Vendors on your Role Center.

See Also
Searching and Filtering FAQ
Save and Personalize List Views
Working with Business Central
 Searching and Filtering FAQ
3 minutes to read • Edit Online

This article answers common questions you might have about searching and filtering.

Is there a difference between searching and filtering?

Yes.
Search is simple and broad: it matches records that contain the search text across any visible fields on the page,
and is case insensitive.
Filtering is highly flexible and can be applied to specific fields, including those not visible on the page: it displays
records with exact, case-sensitive matches, but can be adjusted with powerful search symbols, tokens, and
formulas. For more information on how to use these features, see Sorting, Searching, and Filtering.

Is there a keyboard experience for search and filter?

Search and filter have been highly optimized for users who prefer mouse-free interaction to work efficiently with
their data. There are a variety of shortcut keys that can be used in sequence to work at high speed. For more
information see Keyboard Shortcuts.

Is the filter pane available on all lists?

The filter pane is available on pages where the list is the primary content on the page, such as worksheets and list
pages, including lists reachable from the navigation bar. The filter pane is not yet available for lists that are
displayed as parts, such as FactBoxes or Role Center parts. When a list is embedded on a page, such as sales lines
on a sales order, the filter pane is available when focusing on that list using the focus mode button. For more
information, see Focusing on Line Items.

How can I save my filters?

Your filters and adjustments to predefined filters are remembered throughout the session (while you remain
signed in), even if you navigate away from the page. You can permanently save filters as a named view of the list
by choosing the icon in the filter pane. For more information, see List Views FAQ. Note that, unlike filters,
search text is not remembered when you navigate away from a page and is not saved when you save a view.
On report request pages, you can also save filters or use predefined filters. For more information, see Using Saved
Settings.

Is this the same as Advanced Filters and Limit Totals in Microsoft

Dynamics NAV?
Business Central builds upon these popular features and delivers a modern and highly usable experience for
finding and analyzing your data. With more keyboard shortcuts and the introduction of search, Business Central
surpasses the functionality provided in Dynamics NAV.

Can I search and filter using the companion apps and Outlook AddIn?
On different display targets such as mobile devices or in Outlook, you can search in lists but cannot filter on
individual fields in most cases.
Will Microsoft extend the filter pane experience?
At Microsoft, we're constantly listening to feedback from our diverse community of users and acting upon the top
community suggestions. If you are interested in extending the filter pane to more form factors and more types of
lists, or have a great idea on how to improve it, add an idea or vote for existing ideas at
aka.ms/BusinessCentralIdeas.

Can I do anything about the "Searching for rows is taking too long"
message?
There is a time-limit on how a long a search operation can take. First, try changing the search criteria and search
again. If you are using Business Central on-premises, contact your system administrator, because an administrator
can increase the time-limit for searches.
As an on-premises administrator, you increase the time-limit on searches by changing the Search Timeout
setting of Business Central server. For more information, see Configuring Business Central Server in the Business
Central Developer and IT Pro Help.

See also
Sorting, Searching, and Filtering
Finding Pages and Information with Tell Me
Finding Pages with the Role Explorer
Getting Started
 Entering Data
10 minutes to read • Edit Online

There are many general features that help you enter data easier, faster, and more accurate. The general features for
entering data are described in this article.
The examples in this article use the demonstration data.

Keyboard Shortcuts
There are several keyboard shortcuts that let you to work "mouse-free" and speed up your data entry, especially
with large scale entries and repetitive typing tasks.
For more information about shortcuts, see Keyboard Shortcuts. A few of the shortcuts are discussed in this article.

Accelerating Data Entry Using Quick Entry

Quick Entry is a feature designed for data entry when using the keyboard. Quick Entry works on fields (like on
card pages) and in lists (rows and columns). It is beneficial when performing repetitive typing tasks that require
creating multiple records in sequence, such as a batch of sales orders or registering new items.
You might already be familiar with using the Tab key to navigate from one field on a page to the next editable field.
A disadvantage of using Tab is that it always goes sequentially to the next field. Quick Entry lets you change this
path. With Quick Entry, you use the Enter key to navigate through only those fields that you are interested in,
skipping non-editable fields and fields that you typically do not fill in. You might have already noticed this behavior
on some pages. This is because the application already designates which fields to include when pressing Enter and
which ones to skip. You can customize Quick Entry by personalizing your workspace and optimizing how you
enter data on each page.
How Quick Entry Works
Every field can be marked as either being included in Quick Entry or excluded from Quick Entry. Fields that are
included in Quick Entry, will be included in the path when you press Enter; fields that are excluded from Quick
Entry, will not.
When you are finished entering data in a field, you simply press Enter to confirm the changes and go to the next
field. If you want to reverse direction, and go the previous field, press Shift+Enter. For more information about
shortcuts, see Quick Entry Shortcuts for Fields.
Tips and Tricks
The following provides some useful information about using Quick Entry.
It is available for any editable fields.
It also works across columns and rows.
It does not prevent accessing other elements of a page, such as actions. These are still accessible by using Tab
and Shift+Tab.
FastTabs do not have to be expanded for Quick Entry to work. If the next Quick Entry field is located in a
collapsed FastTab, that FastTab will automatically expand and focus on the designated field.
Quick Entry works irrespective of whether fields are mandatory. So it is a good idea to ensure that mandatory
fields are included in Quick Entry.
By default, most fields are automatically included in Quick Entry. So initially your task will most likely be
excluding fields from Quick Entry.
To change Quick Entry fields
To change which fields are included in or excluded from Quick Entry on a page, you use personalization.
1. Start personalization by selecting the icon, and then the Personalize action.
2. Select a field that you want change, or in lists, select the corresponding column heading, and then choose either
Include in Quick Entry or Exclude from Quick Entry.
For more information about personalization, see Personalize Your Workspace.

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 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 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.

Finding Data As You Type

When you start to type characters in a field, a drop-down list is displayed and shows possible field values. The list
changes as you type more characters, and you can select the correct value when it is displayed.
Many fields have a down arrow button that you can choose. You choose the arrow to get a list of data that is
available to enter in the field. The button has two functions depending on the type of field:
Lookup - Displays information from another table that you can enter in the field. You can select one piece of
data at a time.
Drop-down - Displays the set of options that exist for the field. You can select only one of the options.

Copying and Pasting FAQ Fields and Lines

You can copy one or more rows from a list or a single field on a page, and then paste what you copied into the
same page, another page, or an external document (like Microsoft Excel and Outlook email). In short, to copy, you
press CTRL+C (cmd+C in macOS ) on your keyboard. To paste, you press CTRL+V (cmd+V in macOS ).
In a list, to copy the field in the same column of the row above, and paste it into the current row, just press F8.
For more information, see Copying and Pasting FAQ.

Filtering Line Items

To start filtering, select at the top of the list or press Shift+F3 to open the filter pane. You work with the filter
pane as you do on any other list. For more information, see Filtering.
Filtering is especially helpful when viewing and analysing longer documents. For example, imagine you open a
posted sales invoice and filter the line items to display all line items that have an individual discount above 5%, or
filter to display only bike accessories with 'pro' in the name.

Focusing on Line Items

When working on documents that include a line items part, such as a sales order or invoice page, you can switch
your view to focus only on the line items. The line items part then expands so that it occupies pretty much the
entire workspace, hiding other parts of the page except the actions area at the top. This gives you a better
overview of the lines items, and provides more room to work on them.
This is particularly beneficial when working with large line item lists and when fast data entry is desired. Another
advantage is that it also provides advanced filtering capability, like on other lists, so browsing and searching
through line items becomes even easier.
Switching the Focus On and Off
To focus on lines items, select anywhere in the line item part, and then choose in the upper right corner, or
press Ctrl+Shift+F12.
To switch back to the normal view, choose or press Ctrl+Shift+F12 again.

Multitasking Across Multiple Pages

When working on multiple tasks at a time or when managing interruptions to the current task, such as taking an
incoming call, you can open a card or document page in a new window. This allows you to keep a window open
for an ongoing task while you start or complete another task in one or more other windows.
To open the current card or document in a new window, choose in the upper right corner, or press
Alt+Shift+W.

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 do not 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.

Entering Quantities by Calculation

When entering numbers into quantity fields, such as the Quantity field on an item journal line, you can enter the
formula instead of the sum quantity.
Examples
If you enter 19+19, the field is calculated to 38.
If you enter 41-9, the field is calculated to 32.
If you enter 12*4, the field is calculated to 48.
If you enter 12/4, the field is calculated to 3.

Entering Negative Numbers

You can enter negative numbers in two ways. The number -20.5 can be entered as:
-20.5
or
20.5-
In both cases, the amount will be recorded in as -20.5.
If the last character of the expression is a + or a -, the entire expression will be recorded with that sign. An
example, 10-20+ will result in 10 and not -10.

Entering Dates and Times

You can enter dates and times in all the fields that are specifically assigned to dates (date fields). You can enter
dates with or without separators.

NOTE
How you enter dates and times depends on your Region settings. For more information, see Change Basic Settings.

Entering Dates
For date fields, you can either use the data picker, which lets you select a date from a calender, or you can enter
dates manually. This section provides a brief overview of how to enter dates. For more details, see Working with
Calendar Dates and Times.
For manually date entry, you can enter two, four, six, or eight digits:
If you enter only two digits, this is interpreted as the day, and it will add the month and the year of the work
date.
If you enter four digits, this is interpreted as the day and the month, and it will add the year of the work
date.
If the date you want to enter is in the range 01/01/1930 through 12/31/2029, you can 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 and, optionally, 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.

CODE RESULT

t This specifies today's date (the system date for the computer).

p This specifies an accounting period, where p means the first

accounting period, p2 means the second accounting period,
and so on.

w This specifies the work date that is setup in the application. To

change the work date, see Changing Basic Settings. You may
want to use a work date if you have many transactions with a
date other than today's date.

c This specifies that the date after c is a closing date, for

example C123101.

Entering Times
When you enter times, you can insert any separator sign that you want between the units, but it is not required.
You do not have to write minutes, seconds, or AM/PM.
The following table lists the various ways in which times can be entered and how they are interpreted.
 ENTRY INTERPRETATION

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 must enter two digits for each unit of time if you do not enter a separator.

Entering Datetimes
When you enter datetimes you must enter a space between the date and the time.
The following table lists the various ways in which you can enter datetimes and how they are interpreted.

ENTRY INTERPRETATION

131202 132455 13-12-02 13:24:55

1-12-02 10 01-12-02 10:00:00

1.12.02 5 01-12-02 05:00:00

1.12.02 01-12-02 00:00:00

11 12 11-current month-current year 12:00:00

1112 12 11-12-current year 12:00:00

t or today today's date 00:00:00

t time today's date actual time

t 10:30 today's date 10:30:00

t 3:3:3 today's date 03:03:03

w or workdate the working date 00:00:00

m or Monday Monday of the current week 00:00:00

tu or Tuesday Tuesday of the current week 00:00:00

 ENTRY INTERPRETATION

we or Wednesday Wednesday of the current week 00:00:00

th or Thursday Thursday of the current week 00:00:00

f or Friday Friday of the current week 00:00:00

s or Saturday Saturday of the current week 00:00:00

su or Sunday Sunday of the current week 00:00:00

tu 10:30 Tuesday of the current week 10:30:00

tu 3:3:3 Tuesday of the current week 03:03:03

Entering Duration
You enter a duration as a number followed by its unit of measure.
Here are some examples.

DURATION UNIT OF MEASURE**

2h 2 hrs

6h 30 m 6 hrs 30 mins

6.5h 6 hrs 30 mins

90m 1 hr 30 mins

2d 6h 30m 2 days 6 hrs 30 mins

2d 6h 30m 56s 600ms 2 days 6 hrs 30 mins 56 secs 600 msecs

You can also enter a number and it is 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.
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
 Copy and Paste FAQ
3 minutes to read • Edit Online

You can copy one or more rows (records) from a list or a single field on a page, and then paste what you copied
into the same page, another page, or an external document (like Microsoft Excel and Outlook email). In short, to
copy, you press CTRL+C (cmd+C in macOS ) on your keyboard. To paste, you press CTRL+V (cmd+V in macOS ).
There are several other keyboard shortcuts for copying and pasting that help you save time when entering data.
For more information about these, see Keyboard Shortcuts.
This article answers common questions you might have about copying and pasting.

What can I copy and paste?

Copy one or more rows in Business Central to the same list, or to any list with identical columns.
Copy one or more rows in Business Central and paste into Excel or other applications.
Copy one or more rows in Excel and paste into a Business Central list.
Copy the value of an individual field in Business Central and paste it anywhere.

Does copy and paste work with tiles?

Yes, but only for a single selected tile.

How do I copy a row?

To copy a single row, select it, and then press Ctrl+C.
If you want to copy more rows, you can:
Press Ctrl+Click on another row or press Shift+Click to select the row and all rows in between. See Keyboard
Shortcuts for more mouse and keyboard combinations for selecting rows.
Select in the first column, choose Select More, select the check box next to each row that you want to copy,
and then press Ctrl+C.

How do I paste rows?

Select an empty row, with focus in any cell, and then press Crtl+V.
If you want to replace existing rows, select the rows, and then press Crtl+V. In this case, you can only paste the
same number of rows that you selected.

NOTE
The list that you are pasting into must be editable.

Can I paste rows into an Outlook email?

Yes. This is pasted as a nicely-formatted table that preserves indentation, numeric alignment and coloring, just as
you would see in Business Central.
In which lists can I copy and paste rows?
You can copy rows in any kind of list, including worksheets, FactBoxes, or list that are embedded on a page (like
lines of a sales order). However, to paste rows, the list must be editable.
On some pages, the application design may prevent you from pasting rows. Contact your administrator or
application developer to change the Editable property on the page or PasteIsValid property on the source table.

On which clients is copy and paste available?

Copy and paste are available in the browser or the Business Central app for Windows 10.

What is the maximum number of rows that can be copied?

You can copy as many rows as you have scrolled into view. For example, to copy all 1000 rows on a page, you
must first scroll to the bottom of the page and wait for the rows to appear before copying. The maximum number
of rows you can copy is only limited by the memory of your device.

Must I have the exact same number of columns when pasting rows?
Yes. Whether you are copying from Business Central, from Excel, or from some other table source, the rows that
you paste into Business Central must have the exact matching columns - no more no less.

Why do I get errors when pasting rows?

When pasting into Business Central, each row is checked to make sure that values in each column are valid. If a
column contains a value that is not valid, the pasting is stopped, and an error message is displayed. To avoid this,
make sure that the columns have valid values before you paste them.

See also
Assistive Features
Getting Started
Working with Business Central
Frequently Asked Questions
 Working with Calendar Dates and Times
16 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.

Check your region and language settings

The My Settings page specifies the Region and Language that you are using in the application. These settings
influence how you enter dates and times.
The Region setting determines how dates, times, numbers, and currencies are shown or formatted.
For date patterns that involve words, the language of the words that you use must correspond to the
Language setting.

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.

See also Keyboard Shortcuts in the calendar date picker.

Day-week-year pattern
You can enter a date as a weekday followed by a week number and, optionally, a year. For example, Mon25 or
mon25 means Monday in week 25. If you do not enter a year, the year of the work date is used.
Instead of entering the entire word for the day of the week, you can enter part of the word, starting from the
beginning. In case of conflicts (such as with s which could be Saturday or Sunday), the days are evaluated
according to the region setting. The input is first evaluated against workdate and today as well, so keep this in
mind when abbreviating. For example, t already means today, so it cannot mean Tuesday or Thursday.
The week number scheme is always ISO 8601, where week 1 is the week with 4 January in it, or the week with
the first Thursday of the year.
Digit patterns
In a date field you can enter two, four, six, or eight digits:
If you enter only two digits, this is interpreted as the day, and it will add the month and the year of the
work date.
If you enter four digits, this is interpreted as the day and the month, and it will add the year of the work
date. The order of the day and month is determined by your region settings. Even if your region settings
have the year before the day and month, four digits are interpreted as the day and month.
If the date you want to enter is in the range 01/01/1930 through 12/31/2029, you can enter the year with
two digits; otherwise, enter the year with four digits.
Today
Enter the word for today, in the language set by Language setting, that will set the date to the current date.
Instead of entering the entire word, you can enter part of the word, starting from the beginning, such as t or tod,
as long as it is not also the start of another word.
Period
To filter on a specific accounting period, in a date field enter the letter p, or the word period, followed by a number
that identifies the accounting period, like p2 or period4. The accounting period is relative to the fiscal year of the
current work date that set in your Role Center. For example, if the work date is 03/21/20, then p1, or just p, filters
on the first accounting period of the fiscal year 2020 (such as 01/01/20..01/31/20). p15 filters on the fifteenth
accounting period from the start of fiscal year 2020 (such as 03/01/21..03/31/21).
The accounting periods are defined on the Accounting Periods page. To view or change the accounting periods,
open the page here.
Current work date
The work date feature allows you to record transactions using a date that is different from the current date.
The word for 'workdate', in the language set by Language setting, will set the date to the currently set work date
that is specified on the My Settings page. Instead of entering the entire word, you can enter part of the word,
starting from the beginning, such as 'w' or 'work'.
If you have not defined a work date, the current date will be used as the work date. You may want to use a work
date if you have many transactions with a date other than today's date.
See also Change Basic Settings, such as the Work Date.
Closing Date
When you close a fiscal year, you can use closing dates to indicate that an entry is a closing entry. A closing date
technically is between two dates, for example between Dec 31 and Jan 1.
To specify that a date is a closing date, put C just before the date, such as C123101. This can be used in
combination with all the date patterns.
Examples
The following table contains examples of dates using all the formats. It assumes region settings that format dates
according to: year.month.day., a week starting on Monday, and the English language.
 ENTRY INTERPRETATION

2018.12.31. 2018.12.31.

181231 2018.12.31.

18.12.31. 2018.12.31.

18.12.31. 2018.12.31.

20181231 2018.12.31.

18/12,31 2018.12.31.

11 work date year.work date month.11.

1112 work date year.11.12.

t or today today's date

p4 date range that includes the fourth accounting period, such

as 04/01/20..04/30/20

w or workdate the working date

m or Monday Monday of the work date week

tu or Tuesday Tuesday of the work date week

sa or Saturday Saturday of the work date week

s or Sunday Sunday of the work date week

t23 Tuesday of week 23 of the work date year

t 23 Tuesday of week 23 of the work date year

t-1 Tuesday of week 1 of the work date year

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.

MEANING SAMPLE EXPRESSION (DATE) DATA INCLUDED IN THE FILTER

 MEANING SAMPLE EXPRESSION (DATE) DATA INCLUDED IN THE FILTER

Interval 12 15 00..01 15 01 Records with dates between and

including 12 15 00 and 01 15 01.
..12 15 00
Records with dates of 12 15 00 or
p1..p4 earlier.

Date range that includes the second,

third, and fourth accounting periods,
such as 01/01/20..04/30/20.

Either/or 12 15 00|12 16 00 Records with dates of either 12 15 00

or 12 16 00. If there are records with
dates on both days, they will all be
displayed.

Combination 12 15 00|12 01 00..12 10 00 Records with dates of 12 15 00 or on

dates between and including 12 01 00
..12 14 00|12 30 00.. and 12 10 00.

Records with dates of 12 14 00 or

earlier, or dates of 12 30 00 or later,
that is, all records except those with
dates between and including 12 15 00
and 12 29 00.

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.

Using Date Formulas

A date formula is a short, abbreviated combination of letters and numbers that specifies how to calculate dates.
You can enter date formulas in various date calculation fields or filters.

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.

Here are some examples of how date formulas can be used:

The date formula in the recurring frequency field in recurring journals determines how often the entry on
the journal line will be posted.
The date formula in the Grace Period field for a specified reminder level determines the period of time
that must pass from the due date (or from the date of the previous reminder) before a reminder will be
created.
The date formula in the Due Date Calculation field determines how to calculate the due date on the
reminder.
The date formula can contain a maximum of 20 characters, both numbers and letters. You can use the following
letters, which are abbreviations for calendar units.
 LETTER MEANING

C Current

D Day(s)

W Week(s)

M Month(s)

Q Quarter(s)

Y Year(s)

You can construct a date formula in three ways.

The following example shows how to use C, for current, and a time unit.

EXPRESSION MEANING

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.

EXPRESSION MEANING

10D 10 days from today

2W 2 weeks from today

The following example shows how to use a time unit and a number.

EXPRESSION MEANING

D10 The next 10th day of a month

WD4 The next 4th day of a week (Thursday)

The following example shows how you can combine these three forms as needed.

EXPRESSION MEANING

CM+10D Current month + 10 days

The following example shows how you can use a minus sign to indicate a date in the past.

EXPRESSION MEANING

-1Y 1 year ago from today

 IMPORTANT
If the location uses a base calendar, then the date formula that you enter in, for example, the Shipping Time field is
interpreted according to the calendar working days. For example, 1W means seven working days.

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.

ENTRY INTERPRETATION

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.

Entering combined Dates and Times

When you enter datetimes, which are a date and time combined into one field, you must enter a space between
the date and the time. The date part can only contain spaces in the form of the official date separator of your
region settings. The time can contain spaces around the AM/PM indicator.
It is also possible to enter only a date in a datetime field, but it is not possible to enter only a time.
The following table lists some examples of date/time combinations. The region settings in the examples displays
dates in the day-month-year format, using AM/PM designators, English language, and Sunday as the start of the
week.

ENTRY INTERPRETATION

08-01-2016 05:48:12 PM 08-01-2016 05:48:12 PM

131202 132455 13-12-2002 13:24:55

1-12-02 10 01-12-2002 10:00:00

1.12.02 5 01-12-2002 05:00:00

1.12.02 01-12-2002 00:00:00

11 12 11-work date month-work date year 12:00:00

1112 12 11-12-work date year 12:00:00

t or today today's date 00:00:00

t 10:30 today's date 10:30:00

t 3:3:3 today's date 03:03:03

w or workdate the working date 00:00:00

m or Monday Monday of the work date week 00:00:00

tu or Tuesday Tuesday of the work date week 00:00:00

sa or Saturday Saturday of the work date week 00:00:00

s or Sunday Sunday of the work date week 00:00:00

tu 10:30 Tuesday of the work date week 10:30:00

tu 3:3:3 Tuesday of the work date week 03:03:03

t23 t Tuesday of week 23 of the work date year, current time of

day

t23 Tuesday of week 23 of the work date year

 ENTRY INTERPRETATION

t 23 Today 23:00:00

t-1 Tuesday of week 1 of the work date year

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.

DURATION UNIT OF MEASURE

2h 2 hrs

6h 30 m 6 hrs 30 mins

6.5h 6 hrs 30 mins

90m 1 hr 30 mins

2d 6h 30m 2 days 6 hrs 30 mins

2d 6h 30m 56s 600ms 2 days 6 hrs 30 mins 56 secs 600 msecs

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
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 Locale
3 minutes to read • Edit Online

Business Central is supported in a number of markets and available in the languages that those markets require.
This is a result of support for multiple languages at runtime in combination with support for legal requirements in
the supported markets. This means that Business Central can present itself in different languages. 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
and in French, 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.
To change the language of the user interface, go to the My Settings page. For more information, see Change
Basic Settings.
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
tenant, and you may experience problems when retrieving data that was entered using a different character set. For
instance, your tenant 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.

Changing the Locale

Locale is different from both language and legal requirements in local markets. Locale determines how your data
presents itself in terms of comma separator, aligned to the left or to the right, and certain other settings. The locale
also determines some of the system elements in the browser, such as the action to create a new item in a list, for
example.
You can change the locale in the browser tab that you are using to work in Business Central. the change applies
only to you and not to the other users in your company.

IMPORTANT
When you change the locale, you will see a long list of languages and locales. However, only the locale setting is used in the
current version of Business Central.

To change the locale, go to the My Settings page. For more information, see Change Basic Settings.

Application Version
In the Help and Support 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.
Languages of the Business Central Help
The Help content for the core functionality in Business Central publishes to the Microsoft Docs site and available
in a number of different languages. If you access the docs from inside Business Central, the content will display in
your language. If a particular page is not available in your language yet, it will be shown in English.
How Do I Change the Language?
It's simple - scroll to the bottom of the browser page and choose the globe symbol in the bottom left corner.

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, but the Help content is made available in more languages. However, the 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 Started
 Viewing and Editing in Excel From Business Central
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 is as follows:

Open in Excel
With this action, Excel respects any filters on the page that limit the records shown. This means that 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. This means that 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.
This was enhanced in 2019 release wave 2. For more information, see Enhancements to Excel integration.

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. 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.

NOTE
For Business Central on-premises, this feature is only available for the Web client.

See the differences between the options

See Related Training at Microsoft Learn
See Also
Working with Business Central
 Manage Attachments, Links, and Notes on Cards and
Documents
3 minutes to read • Edit Online

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 order or purchase order, the attachment will only be attached to the final invoice
of that order. Likewise, when you invoice using the Deferrals feature, the attachment is only attached to the G/L entries for
the document but not for the deferral entries.

To attach a file to a purchase invoice

You can attach any type of file, containing text, image, or video, to a card or document. This is useful, for example,
when you want to store a vendor's invoice as a PDF file on the related purchase invoice in Business Central.

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 sales order. 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 button.
6. Select a file from any location, and then choose the Open button.
The file is now attached to the purchase invoice.

To add a link from an item card

You can add a link from a card or document to any URL or path. This is useful, for example, when you want to link
an item card with the supplier's item catalog.
The following procedure is based on an item card. The steps are similar for all other supported cards and
documents.
1. Choose the icon, enter Items, and then choose the related link.
2. Select the item that you want to add a link from, and then choose the Attachments tab in the FactBox.
3. In the Links, choose the + icon.
4. In the Link Address field, enter the link.
The link must be a valid internet or intranet URL.
5. In the Description field, enter any information about the link.
6. Choose the OK button.
The link is now attached to the item card.

To write a note on a sales order

You can write a note on a document or card, for example, to communicate special instructions to other users of the
document or card. You can include file links and URLs in notes.

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 minutes to read • Edit Online

On the My Settings page, you can see and change basic settings for Business Central. The changes that you
make will only affect your workspace, not the workspaces of other users.

Role Center
The Role Center represents the home page, a starting screen that is designed for the needs of a specific role in
an organization. Depending on your role, the 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 Role Center.
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 Role Center 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, enter Company Information, and then choose the related link.
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.
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.

Work Date Indication

Whenever the work date is not set to today's date, then two types of indicators will appear on pages that can
be edited and where the work date is therefore critical:
A reminder appears at the top of the page that tells you what the work date is set to. The reminder
provides a direct link to the work date setting on the My Settings page so you change the date if you
want. From the reminder, you can also choose to dismiss the reminder for the rest of your session.
Unless you change the work date to "today", the reminder will appear the next time you sign in.
If you dismiss the reminder, the work date will appear in the title of the page.
--> If the work date is not set to the current day (today), then on all pages where you can edit data, the
current work date is shown in the upper-left corner of the page.

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 is 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.
Changing When I Receive Notifications
Choose this 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.

See Related Training at Microsoft Learn

See Also
Creating New Companies
Working with Business Central
Change Which Features are Displayed
 Manage Notifications
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.

To turn notifications on or off, and control when they are sent

When you first start with Business Central all notifications are turned on, but you can turn them on or off, for
example, if you aren't interested in a certain event or status.
Additionally, some notifications let you specify the conditions under which they are sent. For example, if you want
to be notified when inventory is running low, but only for items you buy from a certain vendor.
Turning notifications on or off, and specifying conditions, applies only to you.
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 Notifications field, choose the Change when I receive notifications. link.
3. In the page that appears, turn on or turn off a notification by selecting or clearing the Enabled check box.
4. To specify conditions that trigger a notification, choose the View filter details link, and then fill in the fields.

See Also
Working with Business Central
 Personalize Your Workspace
10 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.

To change the width of a column

You can easily resize columns on any list by dragging the boundary between two columns to the left or the
right.
1. In the header of a list, select and drag the boundary between two columns.
2. Alternatively, double-click the boundary between two columns to auto-fit the width of the column. This
sets the width to the optimal size for readability.
As for other personalization, the changes you make to column width are stored on your account and follow
you no matter which device you sign into.

To personalize a page through the Personalizing banner

1. Open any page that you want to personalize.
2. In the upper-right corner, select the icon, and then choose the Personalize action.
The Personalizing banner appears at the top to indicate that you can start making changes.

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 Entry, 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.

What You Can Personalize

WHAT DO YOU WANT TO DO HOW TO DO IT REMARKS

Move something, like a field, column Point anywhere on what you want to Parts are subdivisions or areas on a
in 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 personalization, see Personalizing
the element to the selected position. Actions.

Hide something, like a field, column Choose the arrowhead, choose Hide. The element is grayed when you are
in list, tile, action, or part. in 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, The hidden element is visible again.
choose the arrowhead, and then
choose Show.

Add a field or column. In the Personalizing banner, choose Each page includes a predefined set
the + Field action. of 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 that have not been previously
you 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.
 WHAT DO YOU WANT TO DO HOW TO DO IT REMARKS

Display a field in the heading of a Choose the arrowhead, and then FastTab is the term used for a group
Fastab when the FastTab is collapsed. choose Show when collapsed. of fields that appear under a
common heading. Use the Show
If you do not see this option, then it when collapsed option to display
is already set. In this case, to stop the most important fields. If you
displaying the field on the FastTab select a field in the heading, the
heading, choose Show always. FastTab will open and focus on the
selected field.

This option is only applicable if a

page has a more than one FastTab. If
the is only one FastTab, it cannot be
collapsed, so the Show when
collapsed option is not available.

Make a field display only when you Choose the arrowhead, and then
select Show more. choose Show under "Show More".

If you do not see the Show under

"Show More" option, then it is
already set. In this case, to make a
field display always, not just when
you select Show more, choose
Show always.

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
the freeze pane, and then choose Set as you scroll horizontally.
Freeze Pane.

If you want to set the freeze pane

back to its original designed position,
choose the arrowhead for the current
freeze pane column, and choose
Clear Freeze Pane. Note: You
cannot remove this 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 Entry.

If you do not see this option, then

the field is already set to be skipped.
In this case, to stop skipping the field,
choose Include in Quick Entry.

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.

Personalizing Actions
Personalization lets you decide which actions to show on the action bar and on Role Centers and where to
show them. You can show, hide, or move individual actions or action groups. Personalizing the action bar 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).

To remove, hide, and show actions and action groups

When you want to show or hide an action, the options under the arrowhead define what can do depending
on the action's state.
1. Choose the arrowhead for an action or action group.
2. Choose from one of the following options:

OPTION WHAT IT DOES

Remove This option appears if the selected action is also shown

somewhere else on the action bar. Choosing this option
deletes the action from the selected location so that it no
longer appears. The action or action group will remain in
the other locations.

Hide This option appears if the action or action group is not

located anywhere else on the action bar. Like Remove,
choosing this option will make the action or action group
disappear from the action bar. However, in personalizing
mode, the action or action group will still be shown in the
current position, except that it appears dimmed.

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 action bar.

To move actions and action groups

Where you can drop actions or actions groups is indicated by a horizontal line between two actions or a
border around an action group. The following limitations exist:
You can move individual actions into the promoted categories, but you cannot rearrange the order of the
actions in the category.
You cannot move an action group into a promoted category.
1. To move an action or action group, drag and drop it to the desired position, like you do with fields and
columns.
2. To move an action or action group into another action group that is empty, drag the action or action
 group to the new group and drop it in the Drop an action here box.

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.

OPTION WHAT IT DOES

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 action bar on the page.

Only Fields, Columns, and Parts Clears any personalization changes that you have ever
made to the page except those on the 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 action bar, fields, columns, parts, and tiles.

Additional Points of Interest

To help you better understand personalization, here are some pointers.
When you make changes to a card page that you open from a list, the changes will take effect on all
records that you open from that list. For example, let's say you open a specific customer from the
Customers list page, and then personalize the page by adding a field. When you open other customers
from the list, the field that you added will also be shown.
Changes that you make will take effect on all your Role Centers. For example, if you make a change to
the Customer list when the Role Center is set to Business Manager, you will also see the change on the
Customers page when the Role Center is set to Sales Order Processor.
Changes to a page in a pane will take effect on the page where ever it is shown.
You can only add fields and columns from a predefined list, which is based on the page. You cannot
create new ones.

See Related Training at Microsoft Learn

See Also
Customize Pages for Profiles
Working with Business Central
Change Basic Settings
Change Which Features are Displayed
 Why a Page is Locked from Personalization
2 minutes to read • Edit Online

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).

Locked from Personalizing

If there is a icon in the Personalizing banner when you open a page, this means that you are currently
prevented from making any more personalization changes to the page.
There can be two reasons for this:
1. You have personalized the page before, but it was done using an earlier version of the product. We changed
the way personalization works behind the scenes since the last time that you personalized the page.
Unfortunately, the old way and new way of doing things do not work together.
2. Until now, you have only used the Dynamics NAV Client connected to Business Central to personalize the
page.
Unlocking the Page
If you want to unlock a page and continue personalizing it, choose the icon, and then choose the Unlock action.
Before you unlock the page, be aware of the following:
The current personalization of the page will be cleared. The page will go back to its original layout, and you
will have to start from scratch.
In the Dynamics NAV Client connected to Business Central, the page will remain as-is and will not be
affected by the new personalization changes made in the Business Central client. Going forward, the
personalization in the Dynamics NAV Client connected to Business Central and Business Central client will
be completely separate from each other.

Blocked from Personalizing

If there is a icon in the Personalizing banner, this means that you are blocked from doing any personalization
to the page.
The reason for this is that the Role Center or role that is currently associated with your user account modifies this
page specifically for your role. Contact your administrator for assistance. Alternatively, try switching to a Role
Center that does include role-tailoring for this page. For more information, see Change Basic Settings.

See Also
Personalize Your Workspace
Customize Pages for Profiles
Change Basic Settings
Change Which Features are Displayed
 Save and Personalize List Views
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, and the views will be
available to you 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 are 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 do not give it a name, it will be named All (Copy).

To rename or remove a view

1. For the view that currently displays the list, choose the icon to see which options are available.
2. Choose either the Rename or the Remove action.

Managing Many Views

As the number of views on a page grows, you may need an additional control over how views are presented in the
filter pane. With the Personalizing banner, you can hide unwanted views or reorder your views to get the perfect
sequence. For more information, see Personalize Your Workspace.

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 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".

To bookmark the target page

1. Open any page that you want a link for on your Role Center.
2. Choose the icon.
An action named after the page is now added to the navigation menu on your Role Center.

To bookmark the target report

1. Open any report request page that you want a link for on your Role Center.
2. Choose the icon.
An action named after the report is now added to the navigation menu on your Role Center.

To bookmark a page or report from the Tell Me window

1. Open the Tell Me window and enter, for example, Sales Orders.
2. Hover over the search result for the Sales Orders page or report, and then choose the icon.
An action named after the page or report is now added to the navigation menu on your Role Center.

Frequently Asked Questions

Can I reorganize my bookmarks?
Yes. You can personalize your Role Center and move actions into a more optimal sequence or move them
into existing groups or subgroups.
Learn how to Personalize Your Workspace.
How do I remove a bookmark?
On the target page or report, choose the bookmark icon again to remove the involved action from your
Role Center. You can also personalize your Role Center and temporarily hide actions without fully
removing them.
Where do I find my bookmarks?
When adding a bookmark to a page or report, the new action is added to the top navigation menu on your
current home screen (Role Center). If you happen to have many actions, you may need to activate the
More button to display all of them because the new action is always appended at the end of those actions.
I don't have a bookmark icon. Is something wrong?
The ability to bookmark a page or report is one of many user personalization features in Business Central.
 If the bookmark icon is not displayed, it is likely that your administrator has disabled personalization.
Why can't I bookmark certain pages or reports?
Not all pages and reports can be bookmarked. When a page or report is run within some special context
governed by the business application, the bookmark icon is not displayed. For example, pages that cannot
be found in the Tell Me window but are launched from elsewhere will not display a bookmark icon.
Similarly, report request pages that are only used to collect filters without running the report will not
display a bookmark icon.
See technical details about RunRequestPage and FilterPageBuilder.
When clearing my personalization, will my bookmarks also be cleared?
Yes. Bookmarks reside in the navigation menu. If you clear changes to the navigation menu from any page,
or clear all personalization on the Role Center, all your new actions will be permanently removed.
Why does the bookmark icon continue to indicate it is still not bookmarked?
When you add a bookmark, the new action is added to the navigation menu on the Role Center and
subsequent visits to the page or report show a dark bookmark icon. If you personalize your Role Center
and reorganize your actions by moving them into groups, the bookmark icon will no longer be dark and
you can add another bookmark to that same page or report. This allows you add multiple actions to the
same page or report and categorize them into different groups.
Why does my link to a report display a different report?
Some reports may be substituted by other reports after applying an extension to Business Central. When
substitution occurs, the text of the new action is not updated and will continue to display the name of the
original report, but navigate to the newer report. To correct the text of the new action, you can remove the
new action and add it again.
Is bookmarking available for XMLports?
No. At this time, adding actions to open XMLports is not possible from the user interface.
Will my bookmarks be translated when I change my language in Business Central?
When you add a new action, any translated text that was available at the time is used when bookmarking. If
new translated text is added later, then the new action will not include the newer translations.

See Also
Personalize Your Workspace
Working with Business Central
Change Basic Settings
Change Which Features are Displayed
 Displaying Lists in Different Ways
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
5 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 are 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.

You can find reports in the Reports tab on selected pages, or you can use search to find reports by name.

Specifying the Data to Include in Reports

When you open a report, batch job, or XMLport, you are typically presented with a request page where you set
various options and filters that determine what to include in the report.
You set filters in a report in more or less the same way as you set filters on lists. For more information, see Filtering.
Cau t i on

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 is 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.

Using Saved Settings

The request page can include the Saved Settings section that contains one or more entries in the Use default
value from box. A saved setting is basically a predefined group of options and filters that you can apply to the
report before previewing or sending the report to a file. The saved settings entry called Last used options and
filters is always available. This entry sets the report to use options and filters that were used the last time you used
the report.
Using saved settings is a fast and reliable way to consistently generate reports that contain the correct data. After
you set the Use default value from box to a saved settings entry, you can change any of the options and filters
before previewing or saving the report. The changes that you make will not be saved to the saved settings entry
you selected, but they will be saved to the Last used options and filters entry.
 NOTE
If you are an administrator, you can create and manage the saved settings for reports for all users. For more information, see
Manage Saved Settings for Reports and Batch Jobs.

Previewing a Report
Choose the Preview button to view the report in the. Use the menu bar on the report preview to:
Move through pages
Zoom in and out
Resize to fit the page
Select text
You can copy text from a report, and then paste it somewhere else, like a page in Business Central or
Microsoft Word. Using a mouse, for example, you press and hold where you want to start, and then move
the mouse to select one or more words, sentences, or paragraphs. You can then press the right mouse button
and select Copy. You can then paste the selected text where ever you want it.
Pan the document
You can move the visible area of the report in any direction so you can view other areas or the report. This is
helpful when you have zoomed in to see details. Using your mouse, for example, press and hold the mouse
button anywhere in the report preview, and then move your mouse.
Download to a PDF file on your computer or network.
Print

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.

Scheduling a Report to Run

You can schedule or batch job a report to run at a specific date and time. Scheduled reports and batch jobs are
entered in the job queue and processed at the scheduled time, similar to other jobs. You choose the Schedule
option after you choose the Send to button, and then you enter information such as printer, and time and date. The
report is then added to the job queue and will be run at the specified time. When the report is processed, the item
will be removed from the job queue. For more information, see Use Job Queues to Schedule Tasks.
You can choose to save the processed report to a file, such as an Excel, Word, or PDF, print it to a selected printer, or
process the report only. If you choose to save the report to a file, then the processed report is sent to the Report
Inbox area on your Role Center, where you can view it.

Printing a Report
You can print a report from the Print button on the options page that appears when you open the report or from
the menu bar in Preview.
Printing Reports in Thai
Specifically for the Thai version of Business Central, the Print button cannot print reports correctly due to
limitations in the service that generates the printable PDF file. Instead, you can open the report in Word and then
save the report as a printable PDF.
Alternatively, you can ask your administrator to create a Word report layout for your most used reports. For more
information, see Managing Report and Document Layouts.

Changing Report Layouts

A report layout controls what is shown on a report, how it is arranged, and how it is styled. If you want to switch to
a different layout, see Change the Current Report Layout. Or, if you want to customize your own report layout, see
Create and Modify a Custom Report Layout.

See Also
Specify Printer Selection for Reports
Working with Calendar Dates and Times
Managing Report and Document Layouts
Working with Business Central
 Specify Printer Selection for Reports
2 minutes to read • Edit Online

This page is empty because you cannot yet set up specific printers for specific reports. We are working on solving
this.
In the meantime, when you want to print a report, you have to download the report as a PDF document first by
choosing the Send to button. Then you select the type of file to download the report as, and here you should pick
PDF Document. Now, you can either open the PDF document right-away and print it, or save it and print it later.

See Also
Working with Business Central
Run Batch Jobs
Send Documents by Email
 Working with Reports, Batch Jobs, and XMLports
5 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 are
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.

You can find reports in the Reports tab on selected pages, or you can use search to find reports by name.

Specifying the Data to Include in Reports

When you open a report, batch job, or XMLport, you are typically presented with a request page where you set
various options and filters that determine what to include in the report.
You set filters in a report in more or less the same way as you set filters on lists. For more information, see
Filtering.
Cau t i on

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 is 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.

Using Saved Settings

The request page can include the Saved Settings section that contains one or more entries in the Use default
value from box. A saved setting is basically a predefined group of options and filters that you can apply to the
report before previewing or sending the report to a file. The saved settings entry called Last used options and
filters is always available. This entry sets the report to use options and filters that were used the last time you
used the report.
Using saved settings is a fast and reliable way to consistently generate reports that contain the correct data. After
you set the Use default value from box to a saved settings entry, you can change any of the options and filters
before previewing or saving the report. The changes that you make will not be saved to the saved settings entry
you selected, but they will be saved to the Last used options and filters entry.
 NOTE
If you are an administrator, you can create and manage the saved settings for reports for all users. For more information,
see Manage Saved Settings for Reports and Batch Jobs.

Previewing a Report
Choose the Preview button to view the report in the. Use the menu bar on the report preview to:
Move through pages
Zoom in and out
Resize to fit the page
Select text
You can copy text from a report, and then paste it somewhere else, like a page in Business Central or
Microsoft Word. Using a mouse, for example, you press and hold where you want to start, and then move
the mouse to select one or more words, sentences, or paragraphs. You can then press the right mouse
button and select Copy. You can then paste the selected text where ever you want it.
Pan the document
You can move the visible area of the report in any direction so you can view other areas or the report. This
is helpful when you have zoomed in to see details. Using your mouse, for example, press and hold the
mouse button anywhere in the report preview, and then move your mouse.
Download to a PDF file on your computer or network.
Print

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.

Scheduling a Report to Run

You can schedule or batch job a report to run at a specific date and time. Scheduled reports and batch jobs are
entered in the job queue and processed at the scheduled time, similar to other jobs. You choose the Schedule
option after you choose the Send to button, and then you enter information such as printer, and time and date.
The report is then added to the job queue and will be run at the specified time. When the report is processed, the
item will be removed from the job queue. For more information, see Use Job Queues to Schedule Tasks.
You can choose to save the processed report to a file, such as an Excel, Word, or PDF, print it to a selected printer,
or process the report only. If you choose to save the report to a file, then the processed report is sent to the
Report Inbox area on your Role Center, where you can view it.

Printing a Report
You can print a report from the Print button on the options page that appears when you open the report or from
the menu bar in Preview.
Printing Reports in Thai
Specifically for the Thai version of Business Central, the Print button cannot print reports correctly due to
limitations in the service that generates the printable PDF file. Instead, you can open the report in Word and then
save the report as a printable PDF.
Alternatively, you can ask your administrator to create a Word report layout for your most used reports. For
more information, see Managing Report and Document Layouts.

Changing Report Layouts

A report layout controls what is shown on a report, how it is arranged, and how it is styled. If you want to switch
to a different layout, see Change the Current Report Layout. Or, if you want to customize your own report layout,
see Create and Modify a Custom Report Layout.

See Also
Specify Printer Selection for Reports
Working with Calendar Dates and Times
Managing Report and Document Layouts
Working with Business Central
 Manage Saved Settings for Reports and Batch jobs
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.

To create and modify saved settings for all users

You manage saved settings on the Reports Settings page. There are two ways to open this page:
Choose the icon, enter Report Settings, and then choose the related link.
Open a report, choose the lookup in the Use default values from field, and then choose the Select from full
list action.
The page displays all the existing saved settings entries for all users. If there is a user name in the Assigned to
field, only that user can use the saved settings for the associated report. If there is a check mark in the Share with
all users field, all users can use the saved settings for the report.
From the Report Settings page, you can:
Choose the New action to create a new saved settings entry from scratch.
Select a saved settings entry from the list, and choose the Copy action to create a copy.
Select a saved settings entry from the list, and choose the Edit action to modify a saved settings entry.

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
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.

To print a test report before posting a purchase invoice

1. Choose the icon, enter Purchase Invoices, and then select the related link.
2. Open the purchase invoice that you want to test.
3. Choose the Test Report action.
All parts of the purchase invoice are tested, and the result is presented in a report. If the report indicates any errors
or missing information, then you must correct the problem before posting the purchase invoice.

See Also
Posting Documents and Journals
Working with Business Central
 Run Batch Jobs and XMLports
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.

To run a batch job

1. To open the request page for the relevant batch job, choose the icon, enter the name of the batch job, and
then choose the related link.
2. If there is an Options FastTab for the batch job, fill in the fields to determine what the batch job will do.
3. The page may contain one or more FastTab with filters, which you can use to limit the data included in the batch
job. You can enter criteria in the suggested filters or add more filters.
4. Choose the OK button to start the batch job.

See Also
Sorting, Searching, and Filtering Lists
Use Job Queues to Schedule Tasks
Working with Business Central
 Managing Report and Document Layouts
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.

In particular, a report layout sets up the following:

The label and data fields to include from the dataset of the Business Central report.
The text format, such as font type, size, and color.
The company logo and its position.
General page settings, such as margins and background images.
A report can be set up with multiple report layouts, which you can switch among as required. You can use one
of the built-in report layouts or you can create custom report layouts and assign them to your reports as
needed. For more information, see Create a Custom Report or Document Layout.
There are two types of report layouts that you can use on reports; Word and RDLC.

Word report layout overview

A Word report layout is a based on Word document (.docx file type). Word report layouts enable you to design
report layouts by using Microsoft Word 2013 or later. A Word report layout determines the report's content -
controlling how that content elements are arranged and how they look. A Word report layout document will
typically use tables to arrange content, where the cells can contain data fields, text, or pictures.
RDLC layout overview
RDLC layouts are based on client report definition layouts (.rdlc or .rdl file types). These layouts are created and
modified by using SQL Server Report Builder. The design concept for RDLC layouts is similar to Word layouts,
where the layout defines the general format of the report and determines the fields from the dataset to include.
Designing RDLC layouts is more advanced than Word layouts. For more information, see Designing RDLC
Report Layouts.

Built-in and custom report layouts

Business Central includes several built-in layouts. Built-in layouts are predefined layouts that are designed for
specific reports. Business Central reports will have a built-in layout as either an RDLC report layout, Word
report layout, or in some cases both. You cannot modify a built-in report layout from Business Central but you
use them as a starting point for building your own custom report layouts.
Custom layouts are report layouts that you design to change the appearance of a report. You typically create a
custom layout based on a built-in layout, but you can create them from scratch or from a copy of an existing
custom layout. Custom layouts enable you to have multiple layouts for the same report, which you switch
among as needed. For example, you can have different layouts for each Business Central company, or you can
have different layouts for the same company for specific occasions or events, like a special campaign or holiday
season.

Deciding whether to use a Word or RDLC report layout

A report layout can be based on either a Word document or RDLC file. Deciding on whether to use a Word
report layout or RDLC report layout type will depend on how you want the generated report to look and your
knowledge of Word and SQL Server Report Builder.
The general design concepts for Word and RDLC layouts are very similar. However each type has certain
design features that affect how the generated report appears in Business Central. This means that the same
report might look different when using the Word report layout compared to the RDLC report layout.
The process for setting up Word report layouts and RDLC report layouts on reports is the same. The main
difference is in the way you modify the layouts. Word report layouts are typically easier to create and modify
than RDLC report layouts because you can use Word. RDLC report layouts are modified by using SQL Server
Report builder which targets more advanced users.
For information on how to change which layout to use, see Change the Current Report Layout.

See Related Training at Microsoft Learn

See Also
Update Custom Report Layouts
Create and Modify Custom Report Layouts
Import and Export a Custom Report or Document Layout
Define Special Document Layouts for Customers and Vendors
Send Documents by Email
Working with Reports, Batch Jobs, and XMLports
Working with Business Central
 Change the Current Report Layout
3 minutes to read • Edit Online

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.

To change which report layout to use for a report or document

1. Choose the icon, enter Report Layout Selection, and then choose the related link.
The Report Layout Selection page lists all the reports that are available for the company that is specified in
the Company field at the top of the page. The Selected Layout field specifies the layout that is currently used
on the report.
2. Set the Company field at the top of the page to the company that includes the report.
3. To change the layout that is used by a report, on the row for the report, set the Selected Layout field to one of
the following options:
RDLC (built-in), uses the built-in RDLC report layout on the report.
Word (built-in), uses the built-in Word report layout on the report.
Custom, uses a custom layout on the report.

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.

To change the custom layout to use for a report layout

You may also want to change the currently used custom layout. For more information, see Create and Modify
Custom Report Layouts.
All custom report layouts that exist for report layouts in a company are listed on the Custom Report Layouts
page. On the Report Layout Selection page, you can see which custom layouts are available for each report in
the Custom Layouts FactBox.
1. On the Report Layout Selection page, on the line for the report layout that you want to change, choose the
lookup button in the Custom Layout Description field.
2. On the Custom Report Layouts page, select the row for the custom layout that you want to use, and then
choose the OK button.
The name of the selected custom layout is now shown in the Custom Layout Description field and will be used
the next time the report or document is previewed, printed, or sent.
You can now go to your customer and vendor cards to specify which of the layouts to use for different documents
that you crate for the customer or vendor in question, such as order confirmations or payment reminders. For
more information, see Define Document Layouts for Customers and Vendors.

See Related Training at Microsoft Learn

See Also
Managing Report Layouts
Working with Business Central
 Create and Modify Custom Report Layouts
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.
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.

To create a custom layout

1. Choose the icon, enter Report Layout Selection, and then choose the related link.
The Report Layout Selection page lists all the reports that are available in the company that is specified in
the Company Name field at the top of the page.
2. Set the Company field to the company in which you want to create the report layout.
3. Select the row for the report that you want to create the layout for, and then choose the Custom Layouts
action.
The Custom Report Layouts page appears and lists all the custom layouts that are available for the
selected report.
4. If you want to create a copy of an existing custom layout, select the existing custom layout in the list, and
then choose the Copy action.
The copy of the custom layout appears on the Custom Report Layouts page and has the words Copy of in
the Description field.
5. If you want to add a new custom layout that is based on a built-in layout, do the following:
a. Choose the New action. The Insert Built-in Layout for a Report page appears. The ID and Name
fields are automatically filled in.
b. To add a custom Word report layout type, select the Insert Word Layout check box.
c. To add a custom RDLC report layout type, select the Insert RDLC Layout check box.
d. Choose the OK button.
 The new custom layout now appear on the Custom Report Layouts page. If a new layout is based on a
built-in layout, then it has the words Copy of a Built-in Layout in the Description field. If there was no
built-in layout for the report, then the new layout has the words New Layout in the Description field,
which indicates that custom layout is blank.
6. By default, the Company Name field is blank, which means that the custom layout will be available for the
report in all companies. To make the custom layout available in a specific company only, choose Edit, and
then set the Company Name field to the company that you want.
The custom layout has been created. You can now modify the custom layout as needed.

Modifying a custom layout

To modify a report layout, you must first export the report layout as a file to a location on your computer or
network, and then open the exported document and make the changes. When you are finished making the
changes, you import the report layout.
To modify a custom layout
1. You export a custom layout from the Custom Report Layouts page. If this page is not already open, search
for and open the Report Layout Selection page, select the report that has the layout that you want to
modify, and then choose the Custom Layouts action.
2. On the Custom Report Layouts page, select the layout that you want to modify, choose the Export Layout
action, and then choose Save or Save As to save the report layout document to a location on your
computer or network.
3. Open the report layout document that you just saved, and then make changes.
If you are changing a Word layout, open the layout document in Word. For editing details, see the next
section Making Changes to the Report Layout.
RDLC report layouts are more advanced than Word report layouts. For more information about modifying
an RDLC report layout, see Designing RDLC Report Layouts.
Remember to save you changes when done.
4. Return to the Custom Report Layouts page, select the report layout that you exported and modified, and
then choose the Import Layout action.
5. In the Import dialog box, select Choose to find and select the report layout document, and then choose
Open.

Create and Modify Custom Report Layouts

To make general formatting and layout changes, such as changing text font, adding and modifying a table, or
removing a data field, just use the basic editing features of Word, like you do with any Word document.
If you are designing a Word report layout from scratch or adding new data fields, then start by adding a table that
includes rows and columns that will eventually hold the data fields.

TIP
Show the table gridlines so that you see the boundaries of table cells. Remember to hide the gridlines when you are done
editing. To show or hide table gridlines, select the table, and then under Layout on the Table tab, choose View Gridlines.

Embedding Fonts in Word Layouts for Consistency

To ensure that reports always display and print with the intended fonts, regardless of where users open or print the
reports, you can embed the fonts in the Word document. However, be aware that embedding fonts can significantly
increase the size of the Word files. For more information about embedding fonts in Word, see Embed fonts in
Word, PowerPoint, or Excel.
Removing Label and Data Fields in Word Layouts
Label and data fields of a report are contained in content controls in Word. The following figure illustrates a content
control when it is selected in the Word document.

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.

See Related Training at Microsoft Learn

See Also
Managing Report Layouts
Change the Current Report Layout
Import and Export a Custom Report or Document Layout
Working with Reports, Batch Jobs, and XMLports
Working with Business Central
 Import and Export Custom Report Layouts
2 minutes to read • Edit Online

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.

To export a report layout to a file

1. Choose the icon, enter Report Layout Selection, and then choose the related link.
2. Select the row for the report that contains the custom report layout that you want to export, and then
choose the Custom Layouts action.
3. On the Report Layouts page, select the report layout that you want to export to a file, and then choose the
Export Layout action.
4. In the Export File dialog box, choose the Save button, and then save the file to a location on your
computer or network.
To import a report layout file
1. Make sure that the relevant file that defines the report layout is available on your computer or network.
A Word report layout file must have the .docx file type extension. An RDLC report layout file must have the
.rdlc or .rdl file type extension.
2. Choose the icon, enter Report Layout Selection, and then choose the related link.
3. Select the row for the report to which you want to import the report layout, and then choose the Custom
Layouts action.
4. On the Report Layouts page, select the report layout to which you want to import the file, and then
choose the Import Layout action.
5. In the Import dialog box, select the document that defines the report layout, and then choose the Open
button.
The original custom report layout is replaced with the imported report layout.

See Related Training at Microsoft Learn

See Also
Create and Modify a Custom Report Layout
Managing Report and Document Layouts
Working with Reports, Batch Jobs, and XMLports
 Update Custom Report Layouts
3 minutes to read • Edit Online

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.

To update one or more custom report layouts

1. Choose the icon, enter Report Layouts, and then choose the related link.
2. On the Report Layouts page, if you want to update a specific report, select the layout from the list, and
then choose the Update Layout action. Or, if you want to update all custom report layouts for the
company, choose the Update All Layouts action.
If no errors occur, then the updates is applied to the report layouts. If errors occur, then a message that contains the
errors appears. You will then have to manually edit the custom report layout to fix the error. For more information,
see Fixing Errors.

To test custom report layout updates

1. Choose the icon, enter Report Layout Selection, and then choose the related link.
2. On the Report Layout Selection page, choose the Test Layout Updates action.
Changes to the report layouts are tested but not applied to the actual report layouts. A Report Layout Update
Log page appears that provides the status a potential updates for each report layout. If there are errors for a
report layout, you can access the report layout directly for editing from the message to fix any issues. For more
information, see Fixing Errors.

Limitations of the Custom Report Layout Update

There are several types of changes that the automatic update can apply to custom report layouts, for example, a
field that is used in the layout has been removed from the report data set. However, the automatic update cannot
handle the following changes to a report dataset.
1. Deleted fields, labels, or data items.
2. Duplicate field names in the report layout after a field has been renamed in the dataset. This should be
treated as a design error.
3. Upgrade scenarios where there are multiple iterations of a report layout that causes multiple rename
actions on the same fields, labels or data items.
If the update process detects any one of these issues, the update cannot be applied. You will have to fix the issues
manually, for example by editing the report layout in Word, or programmatically by using upgrade codeunits.

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.

See Related Training at Microsoft Learn

See Also
Managing Report Layouts
Working with Reports, Batch Jobs, and XMLports
 Define Document Layouts for Customers and
Vendors
3 minutes to read • Edit Online

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 crate 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 Report Selections page. You can
quickly do this with the Copy from Report 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 enable all available sales documents for a customer

1. Choose the icon, enter Customers, and then choose the related link.
2. Open the card of the customer for whom you want to define document layouts per business process.
3. On the Customer Card page, choose the Document Layouts page.
4. On the Document Layouts page, choose the Copy from Report Selection action.
The Document Layouts page for the customer in question is filled with all the report layouts for sales that exist
in the system. For more information about they were created, see Create and Modify Custom Report Layouts.
You can now proceed to adjust the list with any custom report layouts or email addresses for the contacts that the
documents must be sent to.

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 Report 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
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.

To open the Custom XML part for the Report in Word

1. If not already open, then open the Word report layout document in Word.
For more information, see Create and Modify a Custom Report Layout.
2. Show the Developer tab in the ribbon of Microsoft Word.
By default, the Developer tab is not shown in the ribbon. For more information, see Show the Developer
Tab on the Ribbon.
3. On the Developer tab, choose XML Mapping Pane.
4. In the XML Mapping pane, in the Custom XML Part dropdown list, choose the custom XML part for ADD
INCLUDE report, which is typically last in the list. The name of the custom XML part has the following
format:
urn:microsoft-dynamics-nav/reports/report_name/ID
report_name is the name that is assigned to the report.
ID is the identification number of the report.
After you select the custom XML part, the XML Mapping pane displays the labels and field controls that are
available for the report.
To add a label or data field
1. Place your cursor 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 Insert Content Control,
and then choose Plain Text.

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.

To add repeating rows of data fields to create a list

1. In a table, add a table row that includes a column for each field that you want repeated.
 This row will act as a placeholder for the repeating fields.
2. Select the entire row.
3. In the XML Mapping pane, right-click the control that corresponds to the report data item that contains
the fields that you want repeated, choose Insert Content Control, and then choose Repeating.
4. Add the repeating fields to the row as follows:
a. Place your pointer in a column.
b. In the XML Mapping pane, right-click the control that you want to add, choose Insert Content
Control, and then choose Plain Text.
c. For each field, repeat steps a and b.

Adding Image Fields

A report dataset can include a field that contains an image, such as a company logo or a picture of an item. To add
an image from the report dataset, you insert a Picture content control.
Images align in the top-left corner of the content control and resize automatically in proportion to fit the boundary
of the content control.

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 Insert 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.

Custom XML Part Overview

Word report layouts are built on custom XML parts. A custom XML part for a report consists of elements that
correspond to the data items, columns, and labels that comprise the report's dataset. The custom XML part is used
to map the data into a report when the report is run.
XML Structure of Custom XML Part
The following table provides a simplified overview of the XML of a custom XML part.

XML ELEMENTS DESCRIPTION

<?xml version="1.0" encoding="utf-16"?> Header

<WordReportXmlPart xmlns="urn:microsoft-dynamics- XML namespace specification. <reportname> is the name

365/report/<reportname>/<id>/"
that is assigned to the report. <id> is the ID that is assigned
to the report.
 XML ELEMENTS DESCRIPTION

..<Labels> Contains all the labels for the report.

- Label elements that are related to columns have the format
.... <ColumnNameCaption>ColumnNameCaption</ColumnNameCaption>
<ColumnNameCaption>ColumnNameCaption</ColumnNameCaption> .
- Label elements have the format
....<LabelName>LabelCaption</LabelName> <LabelName>LabelName</LabelName .
- Labels are listed in alphabetical order.
..</Labels>

..<DataItem1> Top-level data item and columns. Columns are listed in

alphabetical order.
....
<DataItem1Column1>DataItem1Column1</DataItem1Column1>

....<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>

..</DataItem1> Closing element.

</WordReportXmlPart>

Custom XML Part in Word

In Word, you open the custom XML part in the XML Mapping pane, and then use the pane to map elements to
content controls in the Word document. The XML Mapping pane is accessible from the Developer tab (for more
information, see Show the Developer Tab on the Ribbon).
The elements in the XML Mapping pane appear in a structure that is similar to the XML source. Label fields are
grouped under a common Labels element and data item and columns are arranged in a hierarchal structure that
corresponds to the XML source, with columns listed in alphabetical order. Elements are identified by their name as
defined by the Name property in Report Dataset Designer in ADD INCLUDE.
The following figure illustrates the simple custom XML part from the previous section in the XML Mapping pane
of a Word document.
 To add a label or field to the layout, you insert a content control that maps to the element in the XML
Mapping pane.
To create repeating rows of columns, insert a Repeating content control for the parent data item element,
and then add content control for the columns.
For labels, the actual text that appears in the generated report is the value of the Caption property for the
field in the data item table (if the label is related to the column in the report dataset) or a label in the Report
Label Designer (if the label is not related to a column in the dataset).
The language of the label that is displayed when you run the report depends on the language setting of the
report object.

See Also
Create and Modify a Custom Report Layout
 Available Fonts
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 outlines which fonts are available and has links to detailed information at the
3rd-party suppliers of the fonts.

NOTE
For security and legal reasons, you cannot upload custom fonts to the Business Central environment.

Check (MICR and Security) Fonts

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. For more information, see Select a Check Layout.

See Also
Managing Report Layouts
Select a Check Layout
Working with Business Central
 Accessibility and Keyboard Shortcuts
2 minutes to read • Edit Online

This topic provides information about the features that make Business Central readily available to people with
disabilities. Business Central supports the following accessibility features:
Keyboard shortcuts
For more information, see Keyboard Shortcuts
Navigation
Headings
Alternative text for images and links
Support for common assistive technologies

Navigation
You can navigate between the tabs and actions in the ribbon, elements in the navigation bar, and other controls on
Business Central pages and reports using the keyboard. To move the focus from one tab, action, or control to
another, press the Tab key to move forward. Press Shift+Tab to move backward.
By using the tab order, you can also switch between the main browser page and dialog boxes that request
confirmation, for example, or the login page.

Headings
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).

Image and Links

A descriptive text for images is set with the ALT attribute inside the IMG tag. A descriptive text for hyperlinks is set
with the title attribute inside the A tag.

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.

For more accessibility information

You can find additional information about accessibility with Microsoft products and assistive technologies on the
Microsoft Accessibility site.

See Also
Getting Started
Working with Business Central
Frequently Asked Questions
 Keyboard Shortcuts
12 minutes to read • Edit Online

This article provides an overview of some of the shortcut key combinations that you can use when you are
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 are 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 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 financial entries for a
record. (These may be different in you solution.) The keyboard shortcut is shown in the tooltip for the action in question.

General Keyboard Shortcuts

The following table describes keyboard shortcuts for navigating and accessing different elements of a page, such
as actions, drop-down lists, lookups, and more. For details about keyboard shortcuts for navigating records once
you get inside a list, see the next section.

PRESS THESE KEYS

(IN MACOS) TO DO THIS

Alt+Down Arrow Open a drop-down list or look up a value for a field.

PRESS THESE KEYS
(IN MACOS) TO DO THIS

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+F2 Show and hide the FactBox pane.

Alt+Shift+F2 Shift between Details and Attachments in the FactBox pane.

Alt+O Add a new note for the selected record, even if the FactBox
pane is not open.

Alt+Q Open the Tell Me window. For more information, see Finding
(Ctrl+Option+Q) Pages and Information with Tell Me.

Alt+N Open a page to create a new record. (Similar to choosing the

New and + actions.)

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.

Alt+T Open the My Settings page.

Alt+Right Arrow Look up additional information or underlying values for a field

that contains the button. This is used when the usual
drop-down button (Alt+Down Arrow) in the same field is used
for another purpose.

Shift+F12 Open the role explorer, a feature overview. For more

information, see Finding Pages with the Role Explorer.

Ctrl+Alt+Shift+C Display information in the company badge.

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.

For more information, see Inspecting Pages.

Ctrl+C Copy the value of field. If the field is in focus, and you have
not selected any text in the field, this will copy the entire
value. If you have selected any text in the field, then it will
copy the selected text only.

Ctrl+F1 Open the Business Central help for the page.

Ctrl+F12 Switch between wide and narrow layout view.

Ctrl+Click Navigate during personalizing or customizing when the action

is highlighted with an arrowhead. For more information, see
Personalize Your Workspace.
 PRESS THESE KEYS
(IN MACOS) TO DO THIS

Ctrl+F5 Reload the Business Central application. (Similar to selecting

refresh/reload in the browser.)

F5 Refresh the data on the current page.

Use this to ensure that the data on the page is up-to-date

with any changes that others have made while you are
working.

Enter Enable or access the element or control that is in focus.

Esc Close the current page or drop-down list.

Tab Move focus to the next control or element on a page, such as

actions, buttons, fields, or list headings.

Shift+Tab Move focus to the previous control or element on a page,

such as actions, buttons, fields, or list headings.

Y and N Activate Yes and No buttons in dialogs. This is language-

supported. For example, press J in Germany to activate a Ja
button.

Keyboard Shortcuts in Lists

The following table describes the keyboard shortcuts that you can use on a list page. The shortcut action is slightly
different depending on whether the page is shown in the list view or tile view.
General
PRESS THESE KEYS
(IN MACOS) TO DO THIS IN A LIST VIEW TO DO THIS IN A TILE VIEW

Alt+F7 Sort the selected column in ascending Not applicable.

or descending order.

Alt+N Insert a new line in an editable list, such Same.

as the G/L Budgets page.

Shift+F10 Open a menu of options that are Same.

available for the selected row.

Navigating Between Rows and Columns

PRESS THESE KEYS
(IN MACOS) TO DO THIS IN A LIST VIEW TO DO THIS IN A TILE VIEW

Ctrl+Home Select the first row in the list; Move to the first tile in the
(Fn+Ctrl+Left Arrow) focus remains in the same first row.
column.

Ctrl+End Select the last row in the list; Move to the last tile in the
(Fn+Ctrl+Right Arrow) focus remains in the same last row.
column.
 PRESS THESE KEYS
(IN MACOS) TO DO THIS IN A LIST VIEW TO DO THIS IN A TILE VIEW

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.

Enter Open the record that is Opens the record.

associated with the field.
Only relevant if a card page
Only relevant if a card page is associated with the record.
is associated with the record.

Ctrl+Enter Move focus to the next Move focus to the next

element outside the list. element outside the list.

Down Arrow Move in the same column to Move in the same column to
the field in the row below. the tile in the row below.

Up Arrow Move in the same column to Move in the same column to

the field in the row above. the tile in the row above.

Right Arrow In a view-only list, move in Move in the same row to

the same row to the next the next tile to the right.
field to the right.

In an editable list, move to

the right within the current
field.

Left Arrow In a view-only list, move in Move in the same row to

the same row to the the previous tile to the left.
previous field to the left.

In an editable list, move to

the left within the current
field.

Page Up Scroll to display the set rows Scrolls to display the set of
(Fn+up Arrow) above the current rows in tiles above the current tiles
view. in view.

Page Down Scroll to display the set rows Scroll to display the set of
(Fn+down Arrow) below the current rows in tiles below the current tiles
view. in view.

Tab In editable list, move in the Not applicable.

same row to the next field to
the right.

Shift+Tab In editable list, move in the Not applicable.

same row to the previous
field to the left.

Selecting, Copying, and Pasting

PRESS THESE KEYS
(IN MACOS) TO DO THIS IN A LIST VIEW TO DO THIS IN A TILE VIEW

Ctrl+Click Extend the selection of rows to include Not applicable.

(Cmd+Click) the row that you click.

Shift+Click Extend the selection of rows to include Not applicable.

the row that you click and all the rows
in between.

You can use this after using Ctrl+Up

Arrow or Ctrl+Up Down to expand your
selection.

Ctrl+Up Arrow Move focus to the row above and keep Not applicable.
(Ctrl+Cmd+Up Arrow) 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+Space Bar Extend the selection of rows to include Not applicable.

(Ctrl+Cmd+Space ) the focused row.

You can use this after using Ctrl+Up

Arrow or Ctrl+Down Arrow to expand
your selection.

Ctrl+A Select all rows. Not applicable.

Ctrl+C Copy the selected rows to the Yes, but only for a single selected tile.
(Cmd+C) Clipboard.

Ctrl+V Paste the selected rows from the Not applicable.

(Cmd+V) Clipboard into the current page or
external document, like Microsoft Excel
or Outlook email. You can only do this
in editable lists.

Shift+Up Arrow Extend the selection of rows to include Not applicable.

the row above.

Shift+Down Arrow Extend the selection of rows to include Not applicable.

the row below.

Shift+Page Up Extend the selection of rows to include Not applicable.

(Shift+Fn+Up Arrow) all visible rows above the current
selection of rows.

Shift+Page Down Extend the selection of rows to include Not applicable.

(Shift+Fn+Down Arrow) all visible rows below the current
selection of rows.
 PRESS THESE KEYS
(IN MACOS) TO DO THIS IN A LIST VIEW TO DO THIS IN A TILE VIEW

F8 Copy the field in the same column of Not applicable.

the row above, and paste it into the
current row. You can only do this in
editable lists. Using this shortcut
followed by a Tab lets you quickly fill
out fields in line items that you want to
have the same value as the row above.

Searching and Filtering Lists

PRESS THESE KEYS
(IN MACOS) TO DO THIS

F3 Toggles the search box.

Activate the search box, so you can start typing your
search text.
If the search box is already activated, F3 returns to the
list without clearing the search text.

Shift+F3 Open and close the filter pane.

If the filter pane is not open, Shift+F3 opens it and
focuses on the + Filter action under Filter list by,
which lets you just hit Enter to start adding a field
filter.
If the filter pane is already open, Shift+F3 closes it but
does not clear any filters that you have added.

Ctrl+Shift+F3 Open and close the filter pane.

If the filter pane is not open, Ctrl+Shift+F3 opens it
and focuses on the + Filter action under Filter total
by, which lets you just hit Enter to start adding a
totals filter.
If the filter pane is already open, Ctrl+Shift+F3 closes it
but does not clear any filters that you have added.

Alt+F3 Toggle filtering to the selected value.

Applies a column filter on the selected field value in the
list. This does the same as choosing Filter to this
value from a column heading. It opens the filter pane,
sets filter to the selected value, while focus remains on
cell in the list.
If the column is already filtered, Alt+F3 clears the filter
on that column.

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 start typing
the filter criteria right away.

This does the same as selecting Filter from the column

heading.

If there is already a filter on the field, a new filter is added.

 PRESS THESE KEYS
(IN MACOS) TO DO THIS

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.

Keyboard Shortcuts in Cards and Documents

The following shortcuts are available on card pages, such as Customer Card, and document pages, such as Sales
Order, to display and modify records.

PRESS THESE KEYS

(IN MACOS) TO DO THIS

Alt+F6 Toggle collapse/expand for the current FastTab.

Alt+N Open a page to create a new record; the same way as

choosing the New action.

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.

Alt+Shift+W Open the current card or document in a new window. For

more information, see Multitasking Across Multiple Pages.

Ctrl+Enter Save and close the page.

Ctrl+Down Arrow Open the next record for an entity.

Ctrl+Up Arrow Open the previous record for an entity.

Ctrl+Insert Insert a new line in documents.

Ctrl+Delete Delete the line, in documents, journals, and worksheets.

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.

F6 Move to the next FastTab or part (sub-page).

Shift+F6 Move to previous FastTab or part (sub-page).

Quick Entry Shortcuts for Fields

The following shortcuts pertain to the Quick Entry feature on cards, documents, and list pages. On lists, the
shortcuts cannot be used when the list is in the tile view. For more information about Quick Entry, see Accelerating
Data Entry Using Quick Entry.
 PRESS THESE KEYS
(IN MACOS) TO DO THIS REMARKS

Enter Confirm the value in the current field

and go to the next Quick Entry field.

Shift+Enter Confirm the value in the current field

and go to the previous Quick Entry
field.

Ctrl+Shift+Enter Confirm the value in the current column

and go to next Quick Entry field outside
the list.

This shortcut applies to embedded lists

on a page, such as line items on a sales
order. It enables you to quickly get out
of the list and continue entering data in
other fields on the page.

Keyboard Shortcuts in the Calendar (Date Picker)

When setting a date field, you can either enter the date manually or open a calendar (date picker) that lets you
select the date you want. The following table describes the keyboard shortcuts for the calendar.

PRESS THESE KEYS

(IN MACOS) TO DO THIS

Ctrl+Home Open the calendar if closed. Note: This does not work if the
date field is in a grid, where Ctrl+Home jumps to the first row.

Ctrl+Home Move to the current month, current day.

(Cmd+Home)

Ctrl+Left Arrow Move to the previous day.

(Cmd+Left Arrow)

Ctrl+Right Arrow Move to the next day.

(Cmd+Right Arrow)

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)

Enter Select the focused date.

Ctrl+End Close the calendar and delete the current date.

(Cmd+End)

Esc Close the calendar without a selection, keep the current date.

Page Down Move to the next month.

Page Up Move to the previous month.

Keyboard Shortcuts in Date Fields
PRESS THESE KEYS
(IN MACOS) TO DO THIS

t Enter the current date. "T" stands for "today".

w Enter the work date. For more information, see Work Date

Keyboard Shortcuts in the Report Preview

PRESS THESE KEYS
(IN MACOS) TO DO THIS

Down Arrow Scroll down the page.

Up Arrow Scroll up the page.

Ctrl+0 (zero) Fits the entire page on the page.

(Cmd+0)

Ctrl+Home Go to the first page of the report.

(Cmd+Home)

Ctrl+End Go to the last page of the report.

(Cmd+Home)

Left Arrow Scroll to the left when the page is zoomed in so that it is not
entirely in view.

Right Arrow Scroll to the right when the page is zoomed in so that it is not
entirely in view.

Page Down Go to the next page of the report.

(Fn+Down Arrow)

Page Up Go to the previous page of the report.

(Fn+Up Arrow)

See also
Keyboard Quick Reference - PC Only
Assistive Features
Getting Started
Working with Business Central
Frequently Asked Questions
 Keyboard Quick Reference - PC Only
2 minutes to read • Edit Online

General

Alt+F2 Show and hide the FactBox pane

Alt+N Create a new record
Alt+Shift+N Close a newly created record and create a new one
Alt+O Add a new note for the selected record
Alt+Q Open Tell me
Alt+Up Open tooltip or validation error
Alt+Down Arrow Open a drop-down or look up
Alt+T Open the My Settings page
Alt+Shift+W Open the current card or document in a new window
Ctrl+Insert Insert a new line on a document
Ctrl-Delete Delete the line on a document, journal, or worksheet
Ctrl+Shift+F12 Maximize the line items part on a document page
Ctrl+F1 Open help for the page
Ctrl+Click Navigate when personalizing and customizing
Shift+F12 Open the role explorer, a feature overview
F5/Ctrl+F5 Refresh/reload page
Tab/Shift+Tab Move focus to the next/previous element

Navigate & Select Rows

Home/End Go to first/last field

Ctrl+Home/End Go to first/last row
Ctrl+Up/Down Navigate without losing selection
Ctrl+A Select all
Ctrl+Space Toggle row selection
Ctrl/Shift+Click Add the row/rows to the selection
Shift+Up/Down Add row above/below to selection
Shift+Page Up/Down Select visible rows above/below
Ctrl+Enter Focus out of the list

Copy & Paste

Ctrl+C/V Copy/paste rows

F8 Copy field above into current row

Search, Filter, & Sort

F6 Move to next FastTab

Alt+F7 Sort column in ascending/descending order
F3 Toggle search
Shift+F3 Toggle filter pane; focus on field filters
Ctrl+Shift+F3 Toggle filter pane; focus on totals filters
Alt+F3 Filter on selected cell value
Shift+Alt+F3 Add filter on selected field
Ctrl+Alt+Shift+F3 Reset filters

Quick Entry
 Ctrl+Shift+Enter Go to next Quick Entry field outside a list
Enter/Shift+Enter Go to next/previous Quick Entry field

Repo r t Pr evi ew

Ctrl+Home/End Go to the first/last page

TIP
For a graphical, print-friendly version, choose the following image and download the PDF file.
 Setting Up Business Central
3 minutes to read • Edit Online

Business Central includes standard configurations for most business processes, but you can change the
configuration to suit the needs of company.
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 your Role Center, 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
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.

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 payment methods, currencies, and the chart of Setting Up Finance

accounts, and define rules and defaults for managing
financial transactions.

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 .

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 Setting Up Warehouse Management
processes 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.

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 Started

Start a free trial!

 Setting Up Finance
3 minutes to read • Edit Online

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

Choose how you pay your vendors. Defining Payment Methods

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. Open a New Fiscal Year

Define how you report value-added tax amounts that you Set Up Value-Added Tax (VAT)
have collected for sales to the tax authorities.

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.
 TO SEE

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 Set Up Multiple Interest Rates
periods 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.

See Related Training at Microsoft Learn

See Also
Finance
Reconciling Bank Accounts
Working with Dimensions
Importing Business Data from Other Finance Systems
Analyzing Cash Flow in Your Company
Working with Business Central

Start a free trial!

 Defining Payment Methods
2 minutes to read • Edit Online

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.

To set up a payment method

Business Central provides a few payment methods that businesses often use. You can, however, add as many as
you need.
1. Choose the icon, enter Payment Methods, and then choose the related link.
2. Fill in the fields as necessary. Hover over a field to read a short description.

To assign a payment method to a customer or vendor

1. Choose the icon, enter Customer or Vendor, and then choose the related link.
2. In the Payment Method Code field, choose the method to use by default for the customer or vendor.

See Also
Register New Customers
Finance
Working with Business Central
 Setting Up Posting Groups
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 POSTING GROUPS DESCRIPTION

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.

SPECIFIC POSTING GROUPS DESCRIPTION

 SPECIFIC POSTING GROUPS DESCRIPTION

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 Inventory 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 Inventory 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 POSTING GROUP DESCRIPTION

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.

Example of linking posting groups

Here's a scenario.
These posting groups are chosen on the customer card:
General business posting group
Customer posting group
These posting groups are chosen on the item card:
General product posting group
Inventory posting group
When you create a sales document, the sales header uses the customer card information, and the sales lines use
the item card information.
The revenue posting (income statement) is determined by the combination of the general business posting
group and the general product posting group.
The accounts receivable posting (balance sheet) is determined by the customer posting group.
The inventory posting (balance sheet) is determined by the inventory posting group.
The cost of goods sold posting (income statement) is determined by the combination of general business
posting group and general product posting group.
Your setup determines when posting happens. For example, the timing is affected by when you do periodic
activities, such as posting inventory cost or adjusting cost item entries.

Copying posting setup lines

The more product and business posting groups you have, the more lines you see in the General Posting Setup
page. This can mean a lot of data entry to set up the general posting setup for the company. While there may be
many different combinations of business and product posting groups, different combinations may still post to the
same general ledger accounts. To limit the amount of manual entry, copy the general ledger accounts from an
existing line on the General Posting Setup page.

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
9 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.

G/L Account Categories

You can use G/L account categories to change the layout of your financial statements. After you set up your account
categories on the G/L Account Categories page, and you choose the Generate Account Schedules action, the
underlying account schedules for the core financial reports are updated. The next time you run one of these reports,
such as the Balance Statement report, new totals and subentries are added, based on your changes.
 NOTE
The top-level account categories, such as the Liabilities node are fixed and you cannot add your own. However, you can
delete and add account categories at lower levels and change their structure to define how the related account schedule
appears in reports.

It is recommended to create and structure your own lower-level G/L account categories from scratch, in a hierarchy if needed,
rather than try to rearrange the existing ones. For example, you can restructure the Liabilities node to contain a new Equity
node followed by the Current Liabilities and Long Term Liabilities nodes.

To create a new account schedule

You use account schedules to analyze figures in general ledger accounts or to compare general ledger entries with
general ledger budget entries. For example, you can view the general ledger entries as percentages of the budget
entries.
The account schedules in the standard version of Business Central are the basis of the standard financial reports,
which may not suit the needs of your business. To quickly create your own financial reports, you can start by
copying an existing account schedule. See step 3 below.
The Acc. Schedule Overview page is where you preview the financial report that the account schedule defines. In
the following, it is important to understand that what you set up as account schedule rows and columns can only be
seen and validated on the Acc. Schedule Overview page, which you open from an account schedule by choosing
the Overview action. The Account Schedule page itself is only a setup area.
1. Choose the icon, enter Account Schedules, and then choose the related link.
2. On the Account Schedules page, choose the New action to create a new account schedule name.
3. Alternatively, choose the Copy Account Schedule action, fill in the two fields, and then choose the OK
button.
4. Fill in the fields as necessary. In the Default Column Layout field select an existing layout. You can edit it
later if you want.
You use column layouts to define columns for different parameters by which the financial data on the rows
are shown. For example, you can design a column layout to compare net change and balance for the same
period this year and last year, with four columns. For more information, see To edit a column layout.
5. Choose the Edit Account Schedule action.
6. Create a row for each financial element that you want to appear in the report, such as one row for current
assets and another row for fixed assets. For inspiration, see existing account schedules in the CRONUS
demonstration company.
7. Choose the Overview action to see the resulting financial report.
8. On the Acc. Schedule Overview page, in the Column Layout Name field, select another column layout
to see the financial data by other parameters.
9. Choose the OK button.
You have now defined the basis of the account schedule, the rows of financial data to be displayed, and an existing
layout of columns to show the data on the rows per different parameters. If the default column layout that you
selected in step 4 does not suit your purpose, follow the next procedure.
To edit a column layout
You use column layouts to define what columns should be included in the resulting report. For example, you can
design a layout to compare net change and balance for the same period this year and last year.

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 Overview 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 Overview 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 Overview page. The first two
columns, Row No. and Description, are fixed.

To create a column that calculates percentages

Sometimes you may want to include a column in an account schedule to calculate percentages of a total. For
example, if you have a number of rows that break down sales by dimension, you may want a column to indicate the
percentage of total sales that each row represents.
1. Choose the icon, enter Account Schedules, and then choose the related link.
2. On the Account Schedule Names page, select an account schedule.
3. Choose the Edit Account Schedule action to set up an account schedule row to calculate the total on which
the percentages will be based.
4. Insert a line immediately above the first row for which you want to display a percentage.
5. Fill in the fields on the line as follows: In the Totaling Type field, enter Set Base for Percent. In the Totaling
field, enter a formula for the total that the percentage will be based on. For example, if row 11 contains the total
sales, enter 11.
6. Choose the Edit Column Layout Setup action to set up a column.
7. Fill in the fields on the line as follows: In the Column Type field, select Formula. In the Formula field, enter a
formula for the amount that you want to calculate a percentage for, followed by %. For example, if column
number N contains the net change, enter N%.
8. Repeat steps 4 through 7 for each group of rows that you want to break down by percentage.

To set up account schedules with overviews

You can use an account schedule to create a statement comparing general ledger figures and general leger budget
figures.
1. Choose the icon, enter Account Schedules, and then choose the related link.
2. On the Account Schedule Names page, select an account schedule.
3. Choose the Edit Account Schedule action
4. On the Account Schedule page, in the Name field, select the default account schedule name.
5. Choose the Insert Accounts action.
6. Select the accounts that you want to include in your statement, and then choose the OK button.
The accounts are now inserted into your account schedule. If you want you can also change the column
layout.
7. Choose the Overview action.
8. On the Acc. Schedule Overview page, on the Dimension Filters FastTab, set the budget filter to the
desired filter name.
9. Choose the OK button.
Now you can copy and paste your budget statement into a spreadsheet.

Comparing Accounting Periods using Period Formulas

Your account schedule can compare the results of different accounting periods, such as this month versus same
month last year. To do that, you add a column with the Comparison Period Formula field, and then set that field
to a period formula.
An accounting period does not have to match the calendar, but each fiscal year must have the same number of
accounting periods, even though each period can be different in length.
Business Central uses the period formula to calculate the amount from the comparison period in relation to the
period represented by the date filter on the report request. The comparison period is based on the period of the
start date of the date filter. The abbreviations for period specifications are:

ABBREVIATION DESCRIPTION

P Period

LP Last period of a fiscal year, half-year or quarter.

CP Current period of a fiscal year, half-year or quarter.

FY Fiscal year. For example, FY[1..3] denotes first quarter of

the current fiscal year

Examples of formulas:

FORMULA DESCRIPTION

<Blank> Current period

-1P Previous period

-1FY[1..LP] Entire previous fiscal year

-1FY Current period in previous fiscal year

 FORMULA DESCRIPTION

-1FY[1..3] First quarter of previous fiscal year

-1FY[1..CP] From the beginning of previous fiscal year to current

period in previous fiscal year, inclusive

-1FY[CP..LP] From current period in previous fiscal year to last period of

previous fiscal year, inclusive

If you want to calculate by regular time periods, you must enter a formula in the Comparison Date Formula field
instead.

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
Period Filter 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.

See Related Training at Microsoft Learn

See Also
Business Intelligence
Finance
Setting Up Finance
The General Ledger and the Chart of Accounts
Working with Business Central
 Work with Payment Tolerances and Payment Discount
Tolerances
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. 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.

Applying Payment Tolerance to Multiple Documents

A single document has the same payment tolerance whether it is applied on its own or with other documents.
Acceptance of a late payment discount when you are applying payment tolerance to multiple documents
automatically occurs for each document where the following rule is true:
payment discount date < payment date on the selected entry <= payment tolerance date
This rule also applies to determine whether to display warnings when you apply payment tolerance to multiple
documents. The payment discount tolerance warning is displayed for each entry that meets the date criteria. For
more information, see Example 2 - Tolerance Calculations for Multiple Documents.
You can choose to display a warning that is based on different tolerance situations.
The first warning is for the payment discount tolerance. You are informed that you can accept a late payment
discount. You can then choose whether to accept tolerance on the discount date.
The second warning is for the payment tolerance. You are informed that all entries can be closed because the
difference is in the sum of the maximum payment tolerance for the applied entries. You can then choose
whether to accept tolerance on the payment amount.
For more information, see To enable or disable payment tolerance warning.

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.

To enable or disable payment tolerance warnings

The payment tolerance warning appears when you post an application that has a balance in the allowed tolerance.
You can then choose how you want to post and document the balance.
1. Choose the icon, enter General Ledger Setup, and then choose the related link.
2. On the General Ledger Setup page, on the Application FastTab, select the Payment Tolerance Warning
check box to activate the warning. To deactivate the warning, clear the check box.

NOTE
The default option for the Payment Tolerance Warning page is Leave the Balance as Remaining Amount. The default
option for the Pmt. Disc. Tolerance Warning page the is Do Not Accept the Late Payment Discount.

To block payment tolerance for customers

The default setting for payment tolerance is allowed. To disallow a certain customer or vendor payment tolerance
you need to block tolerance on the respective customer or vendor card. The following describes how to do it for a
customer. The steps are similar for a vendor.
1. Choose the icon, enter Customer or Vendor, and then choose the related link.
2. On the Payments FastTab, select the Block Payment Tolerance check box.
 NOTE
If the customer or vendor has open entries, you must first remove payment tolerance from entries that are currently open.

Example 1 - Tolerance Calculations for a Single Document

The following are some example scenarios showing the expected tolerance calculations and postings occurring in
different situations.
The G/L Setup page contains the following setup:
Payment Discount Grace Period: 5D
Max Payment Tolerance: 5
Scenarios with alternative A or B represent the following:
A In this case, the payment discount tolerance warning has been turned off OR the user has the warning on and
has selected to allow the late payment discount (Post the Balance as Payment Tolerance).
B In this case, the user has the warning on and has selected not to allow the late payment discount (Leave the
Balance as Remaining Amount).

ALL
PMT. ENTRIE PMT.
MAX PMT. DISC. PAYME TOLER S DISC. PMT.
PMT. PMT. DISC. TOL. NT ANCE CLOSE TOL. TOL.
— INV. DISC. TOL. DATE DATE DATE PMT. TYPE D GL/CL G/L

1 1,000 20 5 01/15 01/20 <=01/ 985 Pmt.T Yes 0 -5

/03 /03 15/03 ol.

2 1,000 20 5 01/15 01/20 <=01 980 None Yes 0 0

/03 /03 /15/0
3

3 1,000 20 5 01/15 c <=01/ 975 Pmt.T Yes 0 5

/03 15/03 ol.

4A 1,000 20 5 01/15 01/20 01/16 1005 Pmt.Di No, 25 20/- 0

/03 /03 /03 sc.Tol. on the 20
01/20 Pmt.
/03

5A 1,000 20 5 01/15 01/20 01/16 1000 Pmt.Di No, 20 20/- 0

/03 /03 /03 sc.Tol. on the 20
01/20 Pmt.
/03

6A 1,000 20 5 01/15 01/20 01/16 995 Pmt.Di No, 15 20/- 0

/03 /03 /03 sc.Tol. on the 20
01/20 Pmt.
/03

4B 1,000 20 5 01/15 01/20 01/16 1005 Pmt.T Yes 0 -5

/03 /03 /03 ol.
01/20
/03
 ALL
PMT. ENTRIE PMT.
MAX PMT. DISC. PAYME TOLER S DISC. PMT.
PMT. PMT. DISC. TOL. NT ANCE CLOSE TOL. TOL.
— INV. DISC. TOL. DATE DATE DATE PMT. TYPE D GL/CL G/L

5B 1,000 20 5 01/15 01/20 01/16 1000 None Yes 0 0

/03 /03 /03
01/20
/03

6B 1,000 20 5 01/15 01/20 01/16 995 Pmt.T Yes 0 5

/03 /03 /03 ol.
01/20
/03

7 1,000 20 5 01/15 01/20 01/16 985 Pmt.Di Yes 20/- -5

/03 /03 /03 sc.Tol. 20
01/20 &
/03 Pmt.T
ol.

8 1,000 20 5 01/15 01/20 01/16 980 Pmt.Di Yes 20/- 0

/03 /03 /03 sc.Tol. 20
01/20
/03

9 1,000 20 5 01/15 01/20 01/16 975 Pmt.Di Yes 20/- 5

/03 /03 /03 sc.Tol. 20
01/20 &
/03 Pmt.T
ol.

10 1,000 20 5 01/15 01/20 >01/2 1005 Pmt.T Yes 0 -5

/03 /03 0/03 ol.

11 1,000 20 5 01/15 01/20 >01/2 1000 None Yes 0 0

/03 /03 0/03

12 1,000 20 5 01/15 01/20 >01/2 995 Pmt.T Yes 0 5

/03 /03 0/03 ol.

13 1,000 20 5 01/15 01/20 >01/2 985 None No, 15 0 0

/03 /03 0/03 on the
invoic
e

14 1,000 20 5 01/15 01/20 >01/2 980 None No, 20 0 0

/03 /03 0/03 on the
invoic
e

15 1,000 20 5 01/15 01/20 >01/2 975 None No, 25 0 0

/03 /03 0/03 on the
invoic
e

Payment Range Diagrams

In relation to the scenario above, the diagrams of payment ranges are as follows:
(1) Payment Date <=01/15/03 (Scenarios 1-3)
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.
(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.
Example 2 - Tolerance Calculations for Multiple Documents
The following are some example scenarios showing the expected tolerance calculations and postings occurring in
different situations. The examples are limited to being only those scenarios that result in all entries in the
application being closed.
The G/L Setup page contains the following setup:
Payment Discount Grace Period 5D
Max Payment Tolerance 5
Scenarios with alternative A, B, C, or D represent the following:
A In this case the payment discount tolerance warning has been turned off, OR the user has the warning on and
has selected to allow the late payment discount (Post as Tolerance) in any invoice.
B In this case, the user has the warning on and has selected not to allow the late payment discount on any
invoice.
C - In this case, the user has the warning on and has selected to allow the late payment discount on the first
invoice but not the second.
D - In this case, the user has the warning on and has selected not to allow the late payment discount on the first
invoice but allowed it on the second.

ALL
PMT. ENTRIE PMT.
MAX PMT. DISC. PAYME TOLER S DISC. PMT.
PMT PMT. DISC. TOL. NT ANCE CLOSE TOL. TOL.
— INV. DISC. TOL. DATE DATE DATE PMT TYPE D GL/CL G/L

1 1,000 60 5 01/15 01/20 <=01/ 1920 Pmt.T Yes 0 -5

1,000 30 5 /03 /03 15/03 ol. -5
01/17 01/22 0
/03 /03

2 1,000 60 5 01/15 01/20 <=01 1910 None Yes 0 0

1,000 30 5 /03 /03 /15/0 0
01/17 01/22 3 0
/03 /03

3 1,000 60 5 01/15 01/20 <=01/ 1900 Pmt.T Yes 0 5

1,000 30 5 /03 /03 15/03 ol. 5
01/17 01/22 0
/03 /03

4B 1,000 60 5 01/15 01/20 01/16 1980 Pmt.T Yes 0 -5

1,000 30 5 /03 /03 /03 ol.
01/17 01/22 01/17 0 -5
/03 /03 /03

5B 1,000 60 5 01/15 01/20 01/16 1970 None Yes 0 0

1,000 30 5 /03 /03 /03
01/17 01/22 01/17 0 0
/03 /03 /03

6B 1,000 60 5 01/15 01/20 01/16 1960 Pmt.T Yes 0 5

1,000 30 5 /03 /03 /03 ol.
01/17 01/22 01/17 0 5
/03 /03 /03
 ALL
PMT. ENTRIE PMT.
MAX PMT. DISC. PAYME TOLER S DISC. PMT.
PMT PMT. DISC. TOL. NT ANCE CLOSE TOL. TOL.
— INV. DISC. TOL. DATE DATE DATE PMT TYPE D GL/CL G/L

7A 1,000 60 5 01/15 01/20 01/16 1920 Pmt.Di Yes 60/60 -5

1,000 30 5 /03 /03 /03 sc.Tol. -5
01/17 01/22 01/17 & 0/0
/03 /03 /03 Pmt.T
ol.

8A 1,000 60 5 01/15 01/20 01/16 1910 Pmt.Di Yes 60/60 0

1,000 30 5 /03 /03 /03 sc.Tol. 0
01/17 01/22 01/17 0/0
/03 /03 /03

9A 1,000 60 5 01/15 01/20 01/16 1900 Pmt.Di Yes 60/60 5

1,000 30 5 /03 /03 /03 sc.Tol. 5
01/17 01/22 01/17 &
/03 /03 /03 Pmt.T
ol.

10B 1,000 60 5 01/15 01/20 01/18 2010 Pmt.T Yes 0 -5

1,000 30 5 /03 /03 /03 ol.
01/17 01/22 01/20 0 -5
/03 /03 /03

11B 1,000 60 5 01/15 01/20 01/18 2000 None Yes 0 0

1,000 30 5 /03 /03 /03
01/17 01/22 01/20 0 0
/03 /03 /03

12B 1,000 60 5 01/15 01/20 01/18 1990 Pmt.T Yes 0 5

1,000 30 5 /03 /03 /03 ol.
01/17 01/22 01/20 0 5
/03 /03 /03

13D 1,000 60 5 01/15 01/20 01/18 1980 Pmt.Di Yes 0/0 -5

1,000 30 5 /03 /03 /03 sc.Tol. -5
01/17 01/22 01/20 & 30/-
/03 /03 /03 Pmt.T 30
ol.

14D 1,000 60 5 01/15 01/20 01/18 1970 Pmt.Di Yes 0/0 0

1,000 30 5 /03 /03 /03 sc.Tol. 0
01/17 01/22 01/20 30/-
/03 /03 /03 30

15D 1,000 60 5 01/15 01/20 01/18 1960 Pmt.Di Yes 0/0 5

1,000 30 5 /03 /03 /03 sc.Tol. 5
01/17 01/22 01/20 & 30/-
/03 /03 /03 Pmt.T 30
ol.

16D 1,000 60 5 01/15 01/20 01/18 1950 Pmt.Di Yes 60/- -5

1,000 30 5 /03 /03 /03 sc.Tol. 60 -5
01/17 01/22 01/20 &
/03 /03 /03 Pmt.T 0/0
ol.
 ALL
PMT. ENTRIE PMT.
MAX PMT. DISC. PAYME TOLER S DISC. PMT.
PMT PMT. DISC. TOL. NT ANCE CLOSE TOL. TOL.
— INV. DISC. TOL. DATE DATE DATE PMT TYPE D GL/CL G/L

17D 1,000 60 5 01/15 01/20 01/18 1940 Pmt.Di Yes 60/- 0

1,000 30 5 /03 /03 /03 sc.Tol. 60 0
01/17 01/22 01/20
/03 /03 /03 0/0

18D 1,000 60 5 01/15 01/20 01/18 1930 Pmt.Di Yes 60/- 5

1,000 30 5 /03 /03 /03 sc.Tol. 60 5
01/17 01/22 01/20 &
/03 /03 /03 Pmt.T 0/0
ol.

19A 1,000 60 5 01/15 01/20 01/18 1920 Pmt.Di Yes 60/- -5

1,000 30 5 /03 /03 /03 sc.Tol. 60 -5
01/17 01/22 01/20 &
/03 /03 /03 Pmt.T 30/-
ol. 30

20A 1,000 60 5 01/15 01/20 01/18 1910 Pmt.Di Yes 60/- 0

1,000 30 5 /03 /03 /03 sc.Tol. 60 0
01/17 01/22 01/20
/03 /03 /03 30/-
30

21A 1,000 60 5 01/15 01/20 01/18 1900 Pmt.Di Yes 60/- 5

1,000 30 5 /03 /03 /03 sc.Tol. 60 5
01/17 01/22 01/20 &
/03 /03 /03 Pmt.T 30/-
ol. 30

22B 1,000 60 5 01/15 01/20 01/21 2010 Pmt.T Yes 0 -5

1,000 30 5 /03 /03 /03 ol.
01/17 01/22 01/22 0 -5
/03 /03 /03

23B 1,000 60 5 01/15 01/20 01/21 2000 None Yes 0 0

1,000 30 5 /03 /03 /03
01/17 01/22 01/22 0 0
/03 /03 /03

24B 1,000 60 5 01/15 01/20 01/21 1990 Pmt.T Yes 0 5

1,000 30 5 /03 /03 /03 ol.
01/17 01/22 01/22 0 5
/03 /03 /03

25A 1,000 60 5 01/15 01/20 01/21 1980 Pmt.Di Yes 0/0 -5

1,000 30 5 /03 /03 /03 sc.Tol. -5
01/17 01/22 01/22 & 30/30
/03 /03 /03 Pmt.T
ol.

26A 1,000 60 5 01/15 01/20 01/21 1970 Pmt.Di Yes 0/0 0

1,000 30 5 /03 /03 /03 sc.Tol. 0
01/17 01/22 01/22 30/30
/03 /03 /03
 ALL
PMT. ENTRIE PMT.
MAX PMT. DISC. PAYME TOLER S DISC. PMT.
PMT PMT. DISC. TOL. NT ANCE CLOSE TOL. TOL.
— INV. DISC. TOL. DATE DATE DATE PMT TYPE D GL/CL G/L

27A 1,000 60 5 01/15 01/20 01/21 1960 Pmt.Di Yes 0/0 5

1,000 30 5 /03 /03 /03 sc.Tol. 5
01/17 01/22 01/22 & 30/30
/03 /03 /03 Pmt.T
ol.

28 1,000 60 5 01/15 01/20 >01/2 2010 Pmt.T Yes 0 -5

1,000 30 5 /03 /03 2/03 ol.
01/17 01/22
/03 /03

29 1,000 60 5 01/15 01/20 >01/2 2000 None Yes 0 0

1,000 30 5 /03 /03 2/03
01/17 01/22
/03 /03

30 1,000 60 5 01/15 01/20 >01/2 1990 Pmt.T Yes 0 5

1,000 30 5 /03 /03 2/03 ol.
01/17 01/22
/03 /03

Payment Range Diagrams

In relation to the scenario above, the diagrams of payment ranges are as follows:
(1) Payment Date <=01/15/03 (Scenarios 1-3)
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.
(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
2 minutes to read
 Set Up Value-Added Tax
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.

To use the VAT Setup assisted setup guide to set up VAT

(recommended)
We recommend that you use the VAT Setup assisted setup guide to set up VAT in Business Central.
To start the assisted setup guide, follow these steps:
1. Choose the icon, enter Assisted Setup.
2. Choose Set up VAT and complete the steps.
3. When you have completed the assisted setup, visit the Vat Posting Setup page and check if you have to fill in
additional fields according to your local country version. For more information, see Local functionality in
Business Central

To set up VAT registration numbers for your country or region

To help ensure that people enter valid VAT registration numbers, you can define formats for the VAT registration
numbers that are used in the countries or regions in which you do business. Business Central will display an error
message when someone makes a mistake or uses a format that is incorrect for the country or region.
To setup VAT registration numbers, follow these steps:
1. Choose the icon, enter Countries/Regions.
2. Choose the country or region, and then choose the VAT Reg. No. Formats action.
3. In the Formats field, define the format by entering one or more of the following characters:
# Requires a single-digit number.
 @ Requires a letter. This is not case-sensitive.
? Allows any character.

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 @@-
###-###.

To set up VAT business posting groups

VAT business posting groups should represent the markets in which you do business with customers and
vendors, and define how to calculate and post VAT in each market. Examples of VAT business posting groups are
Domestic and European Union (EU ).
Use codes that are easy to remember and describe the business posting group, such as EU, Non-EU, or
Domestic. The code must be unique. You can set up as many codes as you need, but you cannot have the same
code more than once in a table.
To set up a VAT business posting group, follow these steps:
1. Choose the icon, enter VAT Business Posting Group, and then choose the related link.
2. Fill in the fields as necessary.
You set up default VAT business posting groups by linking them to general business posting groups. Business
Central automatically assigns the VAT business posting group when you assign the business posting group to a
customer, vendor, or general ledger account.

To set up VAT product posting groups

VAT product posting groups represent the items and resources you buy or sell, and determine how to calculate
and post VAT according to the type of item or resource that is being bought or sold.
It is a good idea to use codes that are easy to remember and describe the rate, such as NO -VAT or Zero, VAT10
or Reduced for 10% VAT, and VAT25 or Standard for 25%.
To set up a VAT business posting group, follow these steps:
1. Choose the icon, enter VAT Product Posting Groups, and then choose the related link.
2. Fill in the fields as necessary.

To combine VAT posting groups in VAT posting setups

Business Central calculates VAT amounts on sales and purchases based on VAT posting setups, which are
combinations of VAT business and product posting groups. For each combination, you can specify the VAT
percent, VAT calculation type, and general ledger accounts for posting VAT for sales, purchases, and reverse
charges. You can also specify whether to recalculate VAT when a payment discount is applied or received.
Set up as many combinations as you need. If you want to group VAT posting setup combinations with similar
attributes, you can define a VAT Identifier for each group, and assign the identifier to the group members.
To combine VAT posting setups, follow these steps:
1. Choose the icon, enter VAT Posting Setup, and then choose the related link.
2. Fill in the fields as necessary.
To assign VAT posting groups by default to multiple entities
If you want to apply the same VAT posting groups to multiple entities, you can set up Business Central to do so
by default. There are a couple of ways to do this:
You can assign VAT business posting groups to general business posting groups, or customer or vendor
templates
You can assign VAT product posting groups on general product posting groups
The VAT business or product posting group is assigned when you choose a business or product posting group for
a customer, vendor, item, or resource.

Assigning VAT Posting Groups to Accounts, Customers, Vendors,

Items, and Resources
The following sections describe how to assign VAT posting groups to individual entities.
To assign VAT posting groups to individual general ledger accounts
1. Choose the icon, enter Chart of Accounts, and then choose the related link.
2. Open the G/L Account card for the account.
3. On the Posting FastTab, in the Gen. Posting Type field, choose either Sale or Purchase.
4. Choose the VAT posting groups to use for the sales or purchase account.
To assign VAT business posting groups to customers and vendors
1. Choose the icon, enter Customer or Vendor, and then choose the related link.
2. On the Customer or Vendor card, expand the Invoicing FastTab.
3. Choose the VAT business posting group.
To assign VAT product posting groups to individual items and resources
1. Choose the icon, enter Item or Resource, and then choose the related link.
2. Do one of the following:
On the Item card, expand the Price & Posting FastTab, and then choose Show more to display the VAT
Product Posting Group field.
On the Resource card, expand the Invoicing FastTab.
3. Choose the VAT product posting group.

Setting Up Clauses to Explain VAT Exemption or Non-Standard VAT

Rates
You set up a VAT clause to describe information about the type of VAT that is being applied. The information may
be required by government regulation. After you set up a VAT clause, and associate it with a VAT posting setup,
the VAT clause is displayed on printed sales documents that use the VAT posting setup group.
If needed, you can also specify how to translate VAT clauses to other languages. Then, when you create and print
a sales document that contains a VAT identifier, the document will include the translated VAT clause. The language
code specified on the customer card determines the language.
When non-standard VAT rates are used in different types of documents, such as invoices or credit memos,
companies are usually required to include an exemption text (VAT clause) stating why a reduced VAT or zero VAT
rate has been calculated. You can define different VAT clauses to be included on business documents per the type
of document, such as invoice or credit memo. You do this on the VAT Clauses by Doc. Type page.
You can modify or delete a VAT clause, and your modifications will be reflected in a generated report. However,
Business Central does not keep a history of the change. On the report, the VAT clause descriptions are printed
and displayed for all lines in the report alongside the VAT amount and the VAT base amount. If a VAT clause has
not been defined for any lines on the sales document, then the whole section is omitted when the report is
printed.
To set up VAT clauses
1. Choose the icon, enter VAT Clauses, and then choose the related link.
2. On the VAT Clauses page, create a new line.
3. In the Code field, enter an identifier for the clause. You use this code to assign the clause to VAT posting
groups.
4. In the Description field, enter the VAT exemption text that you want to display on documents that can include
VAT. In the Description 2 field, enter additional text, if needed. The text will be displayed on new document
lines.
5. Choose the Description by Document Type action.
6. On the VAT Clauses by Doc. Type page, fill in the fields to set up which VAT exemption text to display for
which document type.
7. Optional: To assign the VAT clause to a VAT posting setup right away, choose Setup, and then choose the
clause. If you want to wait, you can assign the clause later on the VAT Posting Setup page.
8. Optional: To specify how to translate the VAT clause, choose the Translations action.
To assign a VAT clause to a VAT posting setup
1. Choose the icon, enter VAT Posting Setup, and then choose the related link.
2. In the VAT Clause column, choose the clause to use for each VAT posting setup it applies to.
To specify translations for VAT clauses
1. Choose the icon, enter VAT Clauses, and then choose the related link.
2. Choose the Translations action.
3. In the Language Code field, choose the language you are translating to.
4. In the Description and Description 2 fields, enter the translations of the descriptions. This text displays in
the translated VAT report documents.

To create a VAT posting setup to handle Import VAT

You use the Import VAT feature when you need to post a document where the entire amount is VAT. You will use
this if you receive an invoice from the tax authorities for VAT for imported goods.
To set up codes for import VAT, follow these steps:
1. Choose the icon, enter VAT Product Posting Groups, and then choose the related link.
2. On the VAT Product Posting Groups page, set up a new VAT product posting group for import VAT.
3. Choose the icon, enter VAT Posting Setup, and then choose the related link.
4. On the VAT Posting Setup page, create a new line, or use an existing VAT business posting groups in
combination with the new VAT product posting group for import VAT.
5. In the VAT Calculation Type field, choose Full VAT.
6. In the Purchase VAT Account field, enter the general ledger account to use for posting import VAT. All other
accounts are optional.

Using Reverse Charge VAT for Trade between EU Countries or

Regions
Some companies must use reverse charge VAT when trading with other companies. For example this rule applies
to purchases from EU countries/regions and sales to EU countries/regions.

NOTE
This rule applies when trading with companies that are registered as VAT liable in another EU country/region. If you do
business directly with consumers in other EU countries/regions, then you should contact your tax authority for applicable
VAT rules.

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.

Sales to EU Countries or Regions

VAT is not calculated on sales to VAT-liable companies in other EU countries/regions. You must report the value
of these sales to EU countries/regions separately on your VAT statement.
To correctly calculate VAT on sales to EU countries/regions, you should:
Set up a line for sales with the same information for purchases. If you have already set up lines on the VAT
Posting Setup page for purchases from EU countries/regions, then you can also use these lines for sales.
Assign the VAT business posting groups in the VAT Bus. Posting Group field on the Invoicing FastTab of
the customer card of each EU customer. You should also enter the customer's VAT registration number in the
VAT Registration No. field on the Foreign Trade FastTab.
When you post a sale to a customer in another EU country/region, the VAT amount is calculated, and a VAT entry
is created by using the information about the reverse charge VAT and the VAT base, which is the amount that is
used to calculate the VAT amount. No entries are posted to the VAT accounts in the general ledger.

Understanding VAT Rounding for Documents

Amounts in documents that are not yet posted are rounded and displayed to correspond with the final rounding
of amounts that are actually posted. VAT is calculated for a complete document, which means that VAT is
calculated based on the sum of all lines with the same VAT identifier in the document.

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

See Related Training at Microsoft Learn

 Set Up Unrealized VAT for Cash-Based Accounting
2 minutes to read • Edit Online

If you are using cash-based accounting methods, you can set up Business Central to handle unrealized VAT.

To use general ledger accounts for unrealized VAT

You can choose to have VAT amounts calculated and posted to a temporary general ledger account when an
invoice is posted, and then posted to the correct general ledger account and included in VAT statements when the
actual payment of the invoice is posted. Before you can do this, you must complete the VAT posting setup.
To use accounts for unrealized VAT, follow these steps:
1. Choose the icon, and enter General Ledger Setup.
2. On the General Ledger Setup page, select the Unrealized VAT check box.
3. Choose the Search for Page or Report icon , and enter VAT Posting Setup.
4. On the VAT Posting Setup page, choose the VAT posting group, and then choose the Edit action.
5. In the Unrealized VAT Type field, choose an option to specify how to allocate payments to the invoice amount
(excluding VAT) and the VAT amount itself, and how to transfer VAT amounts from the unrealized VAT account
to the realized account. The following table describes the options.

OPTION DESCRIPTION

Blank Choose this option if you don't want to use the unrealized
VAT feature.

Percentage Payments covers both VAT and the invoice amount in

proportion to the payment's percentage of the remaining
invoice amount. The paid VAT amount is transferred from the
unrealized VAT account to the realized VAT account.

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
Setting Up Value Added Tax
 Enable Application of Ledger Entries in Different
Currencies
2 minutes to read • Edit Online

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.

To enable application of vendor ledger entries in different currencies

1. Choose the icon, enter Purchases & Payables Setup, and then choose the related link.
2. In the Appln. between Currencies field, select one of the following options.

OPTION DESCRIPTION

None Application between currencies is not allowed.

EMU Application between EMU currencies is allowed.

All Application between all currencies is allowed.

To set up G/L accounts for currency application rounding differences

If you apply entries in different currencies, you must set up the general ledger accounts to which you want to post
rounding differences.

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
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.

Displaying Reports and Amounts in the Additional Reporting Currency

Using an additional reporting currency can assist the reporting process for a company in the following cases:
Companies in non-EU countries/regions that have a high proportion of transactions with EU country/region
companies. In this case, the non-EU company may also wish to report in euro to make its financial reports
more usable for EU trade partners.
Companies that also wish to display reports in a more internationally traded currency than their own local
currency.
Several financial reports are based on G/L entries. To display report data in the additional reporting currency, you
simply place a check mark in the Show Amounts in Add. Reporting Currency field on the Options FastTab for
the relevant G/L report.

Adjusting Exchange Rates

Because exchange rates fluctuate constantly, additional currency equivalents in your system must be adjusted
periodically. If these adjustments are not done, amounts that have been converted from foreign (or additional)
currencies and posted to the general ledger in LCY may be misleading. In addition, daily entries posted before a
daily exchange rate is entered into application must be updated after the daily exchange rate information is
entered. The Adjust Exchange Rates batch job is used to adjust the exchange rates of posted customer, vendor
and bank account entries. It can also update additional reporting currency amounts on G/L entries. For more
information, see Update Currency Exchange Rates.

Setting Up an Additional Reporting Currency

To set up an additional reporting currency, you must follow these steps:
Specify general ledger accounts for posting exchange rate adjustments.
Specify the exchange rate adjustment method for all general ledger accounts.
Specify the exchange rate adjustment method for VAT entries.
Activate the additional reporting currency.
To specify general ledger accounts for posting exchange rate adjustments
1. Choose the icon, enter Currencies, and then choose the related link.
2. On the Currencies page, fill in the following fields for the additional reporting currency.

FIELD DESCRIPTION

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 Chart of Accounts, and then choose the related link.
2. On the Chart 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.

FIELD DECRIPTION

No Adjustment No exchange rate adjustment is made to the general

ledger account. This is the default option.

NOTE: This option should be selected if the exchange

rate between the LCY and additional reporting currency
is always fixed.
 FIELD DECRIPTION

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.

FIELD DESCRIPTION

No Adjustment No exchange rate adjustment is made to the general

ledger account. This is the default option.

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.
 FIELD DESCRIPTION

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.

To activate the additional reporting currency

1. Choose the icon, enter General Ledger Setup, and then choose the related link.
2. On the General Ledger Setup page, choose the Additional Reporting Currency field to select the
additional currency that you want to report in.
3. When you leave the field, Business Central displays a confirmation message describing the effects of
activating the additional reporting currency.
4. Choose the Yes button to confirm that you want to activate the currency.
5. The Adjust Add. Reporting Currency batch job opens.
This batch job converts LCY amounts on existing entries to the additional reporting currency. The batch
job uses a default exchange rate copied from the exchange rate that is valid on the work date on the
Currency Exchange Rates page. Residual amounts that occur on conversion of LCY to additional
reporting currency are posted to the residual gains and losses accounts specified on the Currencies page.
The posting date and document number for these entries are the same as for the original general ledger
entry. After all these residual entries are posted, the batch job posts a rounding entry on the closing date
of each closed year to the retained earnings account. This is to make sure that the ending balance of the
income accounts for each closed years is 0 in both LCY and the additional reporting currency.
6. Fill in the fields as necessary. Hover over a field to read a short description.
7. Choose the OK button to run the batch job.
After running the batch job, amounts on the following existing entries will be in both LCY and in the additional
reporting currency:
General ledger entries
Item application entries
VAT entries
Job ledger entries
Value entries
Production order lines
Production order ledger entries
In addition, all future entries of the same type will have amounts recorded in both LCY and the additional
reporting currency.

NOTE
The Add. Reporting Currency field will only be activated after you choose the OK button in the Adjust Add. Reporting
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
4 minutes to read • Edit Online

As companies operate in increasingly more countries/regions, it becomes more important that they be able to trade
and report financials in more than one currency. You must set up a code for each currency you use if you buy or sell
in currencies other than your local currency, have receivables or payables in other currencies, or record G/L
transactions in different currencies.
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. For more information, see Set Up an Additional Reporting
Currency.

Adjusting Exchange Rates

Because exchange rates fluctuate constantly, additional currency equivalents in your system must be adjusted
periodically. If these adjustments are not done, amounts that have been converted from foreign (or additional)
currencies and posted to the general ledger in LCY may be misleading. In addition, daily entries posted before a
daily exchange rate is entered into application must be updated after the daily exchange rate information is entered.
The Adjust Exchange Rates batch job is used to manually adjust the exchange rates of posted customer, vendor
and bank account entries. It can also update additional reporting currency amounts on G/L entries. You can also
have the exchange rates adjusted automatically by using a service. For more information, see To set up a currency
exchange rate service.
Effect on Customers and Vendors
For customer and vendor accounts, the batch job adjusts the currency by using the exchange rate that is valid on
the posting date that is specified in the batch job. The batch job calculates the differences for the individual currency
balances and posts the amounts to the general ledger account that is specified in the Unrealized Gains Acc. field
or the Unrealized Losses Acc. field on the Currencies page. Balancing entries are automatically posted to the
receivables/payables account in the general ledger.
The batch job processes all open customer ledger entries and vendor ledger entries. If there is an exchange rate
difference for an entry, the batch job creates a new detailed customer or vendor ledger entry which reflects the
adjusted amount on the customer or vendor ledger entry.
Dimensions on Customer and Vendor Ledger Entries
The adjustment entries are assigned the dimensions from the customer/vendor ledger entries, and the adjustments
are posted per combination of dimension values.
Effect on Bank Accounts
For bank accounts, the batch job adjusts the currency by using the exchange rate that is valid on the posting date
specified in the batch job. The batch job calculates the differences for each bank account that has a currency code
and posts the amounts to the general ledger account that is specified in the Realized Gains Acc. field or the
Realized Losses Acc. field on the Currencies page. Balancing entries are automatically posted to the general
ledger bank accounts that are specified in the bank account posting groups. The batch job calculates one entry per
currency per posting group.
Dimensions on Bank Account Entries
The adjustment entries for the bank account's general ledger account and for the gain/loss account are assigned the
bank account's default dimensions.
Effect on G/L Accounts
If you post in an additional reporting currency, you can have the batch job create new general ledger entries for
currency adjustments between LCY and the additional reporting currency. The batch job calculates the differences
for each general ledger entry and adjusts the general ledger entry depending on the contents of the Exchange
Rate Adjustment field for each general ledger account.
D i m e n si o n s o n G / L A c c o u n t En t r i e s

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.

To set up a currency exchange rate service

You can use an external service to keep your currency exchange rates up to date, such as FloatRates.
1. Choose the icon, enter Currency Exchange Rate Services, and then choose the related link.
2. Choose the New action.
3. On the Currency Exchange Rate Service page, fill in the fields as necessary. Hover over a field to read a short
description.
4. Choose the Enabled check box to enable the service.

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.

See Related Training at Microsoft Learn

See Also
Set Up an Additional Reporting Currency
Closing Years and Periods
Working with Business Central
 Set Up Multiple Interest Rates
2 minutes to read • Edit Online

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.

To set up multiple interest rates

1. Choose the icon, enter Finance Charge Terms, and then choose the related link.
2. On the Finance Charge Terms page, select the required finance term, and then choose the Interest Rates
action.
3. Fill in the fields as necessary. Hover over a field to read a short description.
4. Choose the OK button.
5. Choose the icon, enter Reminder Terms, and then choose the related link.
6. On the Reminder Terms page, select the required reminder term, and then choose the Levels action.
7. On the Reminder Levels page, select the Calculate Interest field.
When you issue a finance charge memo, the memo shows the finance charges with multiple interest rates for a
specific time period. The memo also contains the contact details of the customer, the company issuing the memo,
the additional amount, and the total amount. The opening entry on the memo is displayed in bold. The finance
charges are calculated with multiple interest rates for a specific time period and are printed after the opening entry
of the memo.

See Also
Collect Outstanding Balances
Setting Up Finance
 Set Up Invoice Rounding
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.

To use automatic invoice rounding, you must:

Specify the general ledger accounts to which rounding differences will be posted.
Set up rules for rounding invoices in local currency and in foreign currency.
Activate the function.

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.

Set up general ledger accounts for invoice rounding differences

To use the automatic invoice rounding function, you must set up the general ledger account or accounts where
rounding differences will be posted. Before you can do this, you must set up VAT product posting groups. For more
information, see Set up VAT.
To set up general ledger accounts for invoice rounding differences
1. Choose the icon, enter Chart of Accounts, and then choose the related link.
2. On the Chart of Accounts page, set up the account and name it Invoice Rounding or something similar.
Business Central will use the account name as text for invoices that are rounded.
3. Depending on whether you use VAT or sales tax, in the Tax Prod. Posting Group or VAT Prod. Posting
Group fields, choose a posting group for rounded amounts. You may want to set up a new group code to use
for invoice rounding.
4. Leave the Gen. Posting Type, and either the Tax Bus. Posting Group or VAT Bus. Posting Group fields
blank.
Now you can assign the invoice rounding account to posting groups on the Vendor Posting Groups page.

Set up rounding for foreign and local currencies

Before you can use the automatic invoice rounding function, you must set up rounding rules for foreign and local
currencies.
To set up rounding for foreign currencies
1. Choose the icon, enter Currencies, and then choose the related link.
2. On the Currencies page, choose the foreign currency to open the Currency Card, and then fill in the Amount
 Rounding Precision, Unit-Amount Rounding Precision, Invoice Rounding Precision and Invoice
Rounding Type fields.
To set up rounding for your local currency
1. Choose the icon, enter General Ledger Setup, and then choose the related link.
2. On the General Ledger Setup page, on the General FastTab, fill in the Inv. Rounding Precision and Inv.
Rounding Type fields.

Activate the invoice rounding function

To ensure that sales and purchase invoices are rounded automatically, you must activate the invoice rounding
function. You activate invoice rounding separately for sales and purchase invoices.
1. Choose the icon, enter Sales & Receivables Setup or Purchases & Payables Setup, and then choose the
related link.
2. On the General FastTab, choose the Invoice Rounding check box.

See Also
Invoice Sales
Record Purchases
 Setting Up or Changing the Chart of Accounts
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.

Adding or Changing Accounts

From the chart of accounts, you can open each G/L account and add or change settings.

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.

See Related Training at Microsoft Learn

See Also
The General Ledger and the Chart of Accounts
Reconciling Bank Accounts
Working with Dimensions
Importing Data from Other Finance Systems
Work with Account Schedules
Working with Business Central

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 Setting Up Cash Flow Analysis
4 minutes to read • Edit Online

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.

The Cash Cycle and Income & Expense charts

The Cash Cycle and Income & Expense charts are ready to go, based on the Chart of Accounts and account
schedules. The accounts are where the data comes from, and account schedules calculate the relationship between
sales and receivables. Some accounts and account schedules are provided. You can use them as-is, change them,
and add new ones. If you add G/L accounts to your chart of accounts, for example, by importing them from
QuickBooks, you'll need to map to the accounts on the Account Schedules page for the following account
schedule names:

ACCOUNT SCHEDULE NAME WHERE IT'S USED

I_CACYCLE Cash Cycle

I_CASHFLOW Cash Flow

I_INCEXP Income & Expense

I_MINTRIAL As an income statement if you don't use the chart of accounts

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
Inventory. 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 Overview action.

Set up the Cash Flow chart

The Cash Flow chart is based on the following:
A chart of cash flow accounts.
One or more cash flow setups. These specify the accounts to use for general ledger, purchases, sales, services,
and fixed assets.
To help you get going, some accounts and cash flow setups are provided. You can add, change, or remove them.
To set these up, search for cash flow accounts, choose the link, and then fill in the fields. Hover over a field to
read a short description. Repeat these steps for cash flow setup.

Set up cash flow forecasts

The Cash Flow Forecast chart uses cash flow accounts, cash flow setups, and cash flow forecasts. Some are
provided, however, you can set up your own by using an assisted setup guide. The guide helps you specify things
like how often to update the forecast, the accounts to base it on, information about when you pay taxes, and
whether to turn on Azure AI.
Cash flow forecasts can use Azure AI to include documents with a due date in the future. The result is a more
comprehensive prediction. The connection to Azure AI is already set up for you. You just need to turn it on. When
you sign in to Business Central, a notification displays in a blue bar, and provides a link to the default cash flow
setup. The notification displays only once. If you close it, but decide to turn on Azure AI, you can use the assisted
setup guide, or a manual process.

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.

To use the assisted setup guide:

1. In the Accountant Role Center, under the Cash Flow Forecast chart, choose the Open Assisted Setup action.
2. Fill in the fields in each step of the guide.
3. Choose the icon, enter Cash Flow Forecast, and then choose the related link.
4. On the Cash Flow Forecast page, choose the Recalculate Forecast action.
To use a manual process:
1. In the Accountant Role Center, search for Cash Flow Setup, and then choose the related link.
2. Expand the Azure AI FastTab, and then choose the Azure AI Enabled check box.
3. Choose the icon, enter Cash Flow Forecast, and then choose the related link.
4. On the Cash Flow Forecast page, choose the Recalculate Forecast action.

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.

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.

See Related Training at Microsoft Learn

See Also
Analyzing Cash Flow in Your Company
Setting Up Finance
Working with Business Central
 Set Up Cash Customers
2 minutes to read • Edit Online

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.

To set up a cash customer

1. Choose the icon, enter Customer, and then choose the related link.
2. Create a new Customer card. For more information, see Register New Customers.
3. In the No. field, enter Cash, for example.
4. In the Name field, enter Cash Sale, for example.
5. On the Invoicing FastTab, fill in the Customer Posting Group and the Gen. Bus. Posting Group fields.
Now you have set up a customer that contains sufficient information for invoicing.

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
7 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.

Required and Optional Setups

Before you can use the Intrastat journal to report Intrastat information, there are several things you must set up:
Intrastat Setup: Intrastat Setup page is used to enable intrastat reporting and set defaults for it. You can
specify whether you need to report Intrastat from shipments (dispatches), receipts (arrivals) or both depending
on thresholds set by your local regulations. You can also set default transaction types for regular and return
documents, used for nature of transaction reporting.
Intrastat journal templates: You must set up the Intrastat journal templates and batches you will use.
Because Intrastat is reported monthly, you must create 12 Intrastat journal batches based on the same
template.
Commodity codes: Customs and tax authorities have established numerical codes that classify items and
services. You specify these codes on items.
Transaction nature codes: Countries and regions have different codes for types of Intrastat transactions, such
as ordinary purchase and sale, exchange of returned goods, and exchange of non-returned goods. Set up all of
the codes that apply to your country/region. You use these codes on sales and purchase documents, and when
you process returns.
Transport methods: There are seven, one-digit codes for Intrastat transport methods. 1 for sea, 2 for rail, 3 for
road, 4 for air, 5 for post, 7 for fixed installations, and 9 for own propulsion (for eample, transporting a car by
driving it). Business Central does not require these codes, however, we recommend that the descriptions
provide a similar meaning.
Optionally, you can also set up:
Transaction specifications: Use these to supplement the descriptions from the transaction types.
Areas: Use these to supplement information about countries and regions.
Entry/exit points: Use these to specify the locations where you ship or receive items to or from other
countries. Heathrow Airport is an example of an entry or exit point. You enter entry or exit points on sales and
purchase documents on the Foreign Trade FastTab. This information will also be copied from the item entries
when you create the Intrastat journal.
To set up Intrastat templates and batches
The Intrastat batch jobs include only item entries, and not general ledger entries. If you have general ledger entries
that qualify for Intrastat reporting, you must enter them manually. For example, if you purchase a computer from
another EU country or region, the computer is not placed in inventory, but is posted to a general ledger account.
You must manually enter this type of entry in the Intrastat journal.
You can export the entries to a file that you can send to your Intrastat authorities. You can also print a report,
manually enter the information on the forms from your authorities, and then submit the information.

[!Note] We recommended that you set up an Intrastat journal batch for each month.
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.

To set up commodity codes

All items that you buy or sell must have a commodity code.
1. Choose the icon, enter Commodity Codes, and then choose the related link.
2. Fill in the fields as necessary. Hover over a field to read a short description.
3. To assign a commodity code to an item, go to the Item Card page, expand the Costs & Posting FastTab, and
then enter the code in the Commodity Code field.
To set up transaction nature codes
1. Choose the icon, enter Transaction Nature Codes, and then choose the related link.
2. Fill in the fields as necessary. Hover over a field to read a short description.

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 set up transport methods

1. Choose the icon, enter Transport Methods, 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 which Intrastat report fields are mandatory
In some countries, such as Spain and UK, the authorities require that Intrastat reports include, for example, the
shipment method for purchases or some other values when sales is over a certain threshold. On the Intrastat
Setup page, you can select to make Intrastat Checkist Setup to set mandatory fields on the Intrastat Journal
page.
1. Choose the icon, enter Intrastat Setup, and then choose the related link.
2. Chooes the Intrastat Checklist Setup action.
3. On the Intrastat Checklist Setup page, click in the Field Name to pick Intrastat report field you want to
make mandatory.

To Report Intrastat
After you fill in the Intrastat journal, you can run the Checklist report 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 Starting 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.

Report Intrastat on a form or a file

To get the information that is required on the Intrastat form from the statistical authorities, you must print the
Intrastat – Form report. Before you can do this, you must prepare the Intrastat journal and fill it in. If you have
both sales and purchase transactions, you must complete a separate form for each type, so that you must print the
report two times.
1. Choose the icon, enter Intrastat Journals, and then choose the related link.
2. On the Intrastat Journal page, choose the relevant journal batch in the Batch Name field.
3. If you have not already done this, fill in the journal manually or choose Suggest Lines action.
4. Choose the Prints Intrastat Journal action.
5. On the Intrastat Jnl. Line FastTab, add a Type filter and then specify whether this is a Receipt or a Shipment.
6. Choose Send to to print the report.
Report Intrastat in a file
You can submit the Intrastat report as a file. Before creating the file, you can print a checklist that contains the
same information that will be in the file.
1. Choose the icon, enter Intrastat Journal, and then choose the related link.
2. On the Intrastat Journal page, select the relevant journal batch in the Batch Name field.
3. If you have not already done this, fill in the journal manually or by choosing the Suggest Lines action.
4. Choose the Create File action.
5. On the batch job page, choose the OK button.
6. Choose Save.
7. Browse to the location where you want to save the file, enter the file name, and then choose Save.

Reorganize Intrastat Journals

Because you must submit an Intrastat report every month, and you create a new journal batch for each report, you
will eventually have many journal batches. The journal lines are not deleted automatically. You may want to
reorganize the journal batch names periodically. You do this by deleting the journal batches that you no longer
need. The journal lines in these batches are also deleted.
1. Choose the icon, enter Intrastat Journals, and then choose the related link.
2. To view the options, choose the Batch Name field.
3. Choose the journal batches to deleted, and then choose the Delete button.

See Related Training at Microsoft Learn

See Also
Financial Management
 Use Allocation Keys in General Journals
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 quantity, percentage, or amount.

To set up allocation keys

1. Choose the icon, enter Recurring General Journal, and then choose the related link.
2. Choose the Batch Name field to open the General Journal Batches page.
3. You can either modify allocations on an existing batch in the list or create a new batch with allocations.
To create a new batch, choose the New action, and go to the next step.
To change the allocations of an existing journal, select the journal and go to step 7.
4. In the Name field, enter a name for the batch, such as CLEANING. In the Description field, enter a description,
such as Cleaning Expenses Journal.
5. When you are done, close the page. A new, empty recurring journal opens.
6. Fill in the fields on the line.
7. Choose the Allocations action.
8. Add a line for each allocation. You must fill in either the Allocation %, Allocation Quantity, or Amount field.
You must also fill in the Account No. field and, if you are allocating the transaction among global dimensions,
the global dimension fields.
9. If you enter a percentage on a line, the amount in the Amount field is calculated automatically. These amounts
have the opposite sign from the total amount in the Amount field in the recurring journal.
10. After entering the allocations lines, choose OK to return to the Recurring General Journal page. The
Allocated Amt. (USD ) field is filled in and matches the Amount field.
11. Post the journal.

To change an allocation key that has already been set up

1. Choose the icon, enter Recurring General Journal, and then choose the related link.
2. On the Recurring General Journal page, select the journal with the allocation.
3. Choose the line with the allocation, and then choose Allocations action.
4. Change the relevant fields, and then choose the OK button.

See Also
Working with General Journals
Posting Documents and Journals
Working with Business Central
 Setting Up Banking
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, so Set Up Bank Accounts
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
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.

To set up bank accounts

1. Choose the icon, enter Bank Accounts, and then choose the related link.
2. On the Bank Accounts page, choose the New action.
3. Fill in the fields as necessary. Hover over a field to read a short description.

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 Started.

To set up your bank account for import or export of bank files

Fields on the Transfer FastTab on the Bank Account Card page are related to import and export of bank feeds
and files. For more information, see Using the AMC Banking 365 Fundamentals extension and Set Up the
Envestnet Yodlee Bank Feeds Service.
1. Choose the icon, enter Bank Accounts, and then choose the related link.
2. Open the card for a bank account that you will export or import bank files for.
3. On the Transfer FastTab, fill in the fields as necessary. Hover over a field to read a short description.

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.

To set up vendor bank accounts for export of bank files

Fields on the Transfer FastTab on the Vendor Bank Account Card page are related to export of bank feeds and
files. For more information, see Using the AMC Banking 365 Fundamentals extension and Export Payments to a
Bank File.
1. Choose the icon, enter Vendors, and then choose the related link.
2. Open the card for a vendor whose bank account you will export payment bank files to.
3. Choose the Bank Accounts action.
4. On the Vendor Bank Account Card page, on the Transfer FastTab, fill in the fields as necessary. Hover over a
field to read a short description.

See Also
Setting Up Banking
Setting Up Posting Groups
Reconciling Bank Accounts
Working with Business Central
 Set Up the Envestnet Yodlee Bank Feeds Service
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 new 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 Yodlee.

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 Started.

To enable the bank feed service

1. Choose the icon, enter Bank Accounts, and then choose the related link.
2. Open the bank account that you will use for the bank feed service.
3. On the Bank Account page, in the Bank Statement Import Format field, select YODLEEBANKFEED.
The bank feed service will be enabled when you link a bank account to its related online bank account. See the next
procedure.

NOTE
If you use the Company Setup assisted setup guide, then you enable the service by selecting the Use a bank feed service
check box. For more information, see Creating New Companies in Business Central.

To create a new linked bank account

1. Choose the icon, enter Bank Accounts, and then choose the related link.
2. Select the relevant bank account, and then choose the Create New Linked Bank Account. The Bank
Account Linking page opens after a few moments.

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.

To link a bank account to an online bank account

1. Choose the icon, enter Bank Accounts, and then choose the related link.
2. Select the line for a bank account that is not linked to an online bank account, and then choose the Link to
Online Bank Account action. The Online Bank Account Linking page opens with the name of the bank
prefilled in the Link Account pane.
3. Choose the bank name. The Log In pane opens.
4. Enter the username and password that you use to log on to the online bank, and then choose the Next
button.
The bank feed service prepares to link your bank account in Business Central to the related online bank
account.
When the process has completed successfully, the bank name will appear in the My Accounts pane on the
Linked tab. If the bank has more than one bank account, only the bank account that you selected in step 2 is
linked.
5. Choose the OK button.
On the Bank Account List page, the Linked check box is selected.

To unlink a bank account

1. Choose the icon, enter Bank Accounts, and then choose the related link.
2. Select the line for a linked bank account that you want to unlink from its related online bank account, and the
choose the Unlink Online Bank Account action.

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.

To enable automatic import of bank statements

1. Choose the icon, enter Bank Accounts, and then choose the related link.
2. Select the line for a linked bank account, and then choose the Automatic Bank Statement Import Setup
action.
3. On the Automatic Bank Statement Import Setup page, in the Number of Days Included field, specify
how far back in time to get new bank transactions for.

NOTE
It is recommended that you set this value to 7 days or more.

4. Select the Enabled check box.

Every hour, the Payment Reconciliation Journal page will display new payments that are made on the online
bank account.

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 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.

Using Our Demonstration Account

Business Central comes with a demonstration account that lets you try out the AMC Banking 365 Fundamentals
extension. We provide default settings for connecting to AMC Banking, specifying the bank accounts to get data
from in Business Central, plus a few data exchange definitions. You can view the connection settings on the AMC
Banking Setup page. For bank accounts, the extension applies values in the Bank Name, Credit Transfer Msg.
Nos., Bank Statement Import Format, and Payment Export Format fields on bank account cards.
We provide the settings, but to try out the extension you must run the assisted setup guide to apply them. To run
the guide, on the AMC Banking Setup page, choose the Assisted Setup action.

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.

Setting Up the Extension

Getting started with the extension involves just a few easy steps, and an assisted setup guide will make the
connection and turn on the extension. The guide will do things like install the data exchange definitions for bank
statement export/import setups and initiate the number series used for credit transfer messages.
To set up the required permission sets
Before people can use this extension, your administrator must copy the following permission sets, edit them, and
then assign the new permission sets to users instead of original:
D365 Basic
D365 Team Member
D365 Read
IntelligentCloudBC
For more information, see To copy a permission set.
For each new permission set, grant only the Read permission for the AMC Banking Setup table (20101). For
more information, see To create or modify permissions manually.
To connect the extension to AMC Banking
1. Get a module and a service plan for AMC Banking. To do that, visit the AMC License page.
2. In Business Central, choose the icon, enter AMC Banking Setup, and then choose the related link.
3. On the AMC Banking Setup page, choose the Assisted Setup action.
4. Complete the steps in the assisted setup guide.
To connect bank accounts to the extension
1. Choose the icon, enter Bank Accounts, and then choose the related link.
2. Open the card for the bank account that you want to connect to the service.
3. In the Bank Name field, choose the format that your bank requires.
The formats are filtered to show only those that are relevant for the country/region that is specified for the
bank account.
4. In the Credit Transfer Msg. Nos. field, choose the number series to use for messages that accompany
payments.
5. In the Bank Statement Import Format and Payment Export Format fields, choose the data exchange
definitions that your bank requires.

Using the Extension

Using this extension is just a matter of exporting data on the Payment Journals page, and then uploading it to
your bank's web service. For more information, see Making Payments with Bank Data Conversion or SEPA Credit
Transfer.

NOTE
You must fill in the SWIFT Code and IBAN fields for each bank account.

To export data and submit it to your bank

Cau t i on

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.

3. Choose the Export action.

To import and apply the converted file
1. Choose the icon, enter Payment Reconciliation Journal, and then choose the related link.
2. Choose the Import Bank Transaction action, and then choose the converted file.
Business Central will create a new payment reconciliation journal that contains the data in the file. For more
 information, see Applying Payments Automatically and Reconciling Bank Accounts.

See Also
Customizing Business Central Using Extensions
Getting Started
 Select a Check Layout
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.

To select a check layout

1. Choose the icon, enter Report Selections Bank Account, and then choose the related link.
2. On the Report Selection - Bank Acc. page, in the Usage field, select Check.
3. Select one of the following report IDs.

REPORT ID REPORT NAME DESCRIPTION

1401 Check This is the default report.

10411 Check (Stub/Stub/Check) This report is designed to print checks

in a stub/stub/check format.

10412 Check (Stub/Check/Stub) This report is designed to print checks

in a stub/check/stub 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.

Using MICR and Security Fonts

The online version of Business Central contains pre-installed fonts on the servers that can be used when defining
check layouts. The following outlines which fonts are available and has links to detailed information by the 3rd-
party suppliers of the fonts.

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.

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.

MICR E-13B Specifications

The following summarizes specifications for the MICR E -13B fonts that may be useful when calibrating fonts to be
on check layouts with specific MICR printers.

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.
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
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.

Set your email up to contain a summary of information in Send Documents by Email.

the sales document that is being sent.

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 Set Up Shipping Agents

vendors you use, including a link to their package tracking
service.

See Related Training at Microsoft Learn

See Also
Sales
Working with Business Central
 Register New Customers
2 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.

To create a new customer card

1. Choose the icon, enter Customers, and then choose the related link.
2. On the Customers page, choose the New action.
If only one customer template exists, then a new customer card opens with some fields filled with
information from the template.
If more than one customer template exists, then a page opens from which you can select a customer
template. In that case, follow the next two steps.
3. On the Select a template for a new customer page, choose the template that you want to use for the new
customer card.
4. Choose the OK button. A new customer card opens with some fields filled with information from the
template.
5. Proceed to fill or change fields on the customer card as necessary. Hover over a field to read a short
description.
On the Sales Prices FastTab, you can view special prices or discounts that you grant for the customer if certain
criteria are met, such as item, minimum order quantity, or ending date. Each row represents a special price or line
discount. Each column represents a criterion that must apply to warrant the special price that you enter in the Unit
Price field, or the line discount that you enter in the Line Discount % field. For more information, see Record
Sales Price, Discount, and Payment Agreements.
The customer is now registered, and the customer card is ready to be used on sales documents.
If you want to use this customer card as a template when you create new customer cards, you can save it as a
template. For more information, see the following section.

To save the customer card as a template

1. On the Customer Card page, choose the Save as Template action. The Customer Template page opens
showing the customer 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 customer.
4. Edit or enter dimension codes that will apply to new customer cards created by using the template.
5. When you have completed the new customer template, choose the OK button.
The customer template is added to the list of customer templates, so that you can use it to create new customer
cards.

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
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.

To enable a payment service in Business Central

1. Choose the icon, enter Payment Services, and then choose the related link.
2. On the Payment Services page, choose the New action.
3. Select the payment service, and then close the page.
4. On the Payment Services page, choose the Setup action.
5. Fill in the fields as necessary. Hover over a field to read a short description.
6. Close the page.

To select a payment service on a sales invoice

1. Choose the icon, enter Sales Invoices, and then choose the related link.
2. Open the sales invoice that you want to pay by using the payment service.
3. In the Payment Service field, choose the payment service.

NOTE
The Payment Service 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
9 minutes to read • Edit Online

The different price and discount agreements that apply when selling to different customers must be defined so
that the agreed rules and values are applied to sales documents that you create for the customers.
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.
Concerning discounts, you can set up and use two types of sales discounts:

DISCOUNT TYPE DESCRIPTION

Sales Line Discount An amount discount that is inserted on sales lines if a certain
combination of customer, item, minimum quantity, unit of
measure, or starting/ending date exists. This works in the
same way as for sales prices.

Invoice Discount A percentage discount that is subtracted from the document

total if the value amount of all lines on a sales document
exceeds a certain minimum.

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 card of the item where the rules and values apply.

NOTE
If you do not want an item to ever be sold at a discounted price, simply leave discount fields on the item card empty, and
do not include the item in any line discount setup.

To set up a sales price for a customer

1. Choose the icon, enter Customers, and then choose the related link.
2. Open the relevant customer card, and then choose the Prices action.
On the Sales Prices page, the Sales Type field is prefilled with Customer, and the Sales Code field is
prefilled with the customer number.
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.

To set up a sales line discount for a customer

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.
On the Sales Line Discounts page, the Sales Type field is prefilled with Customer, and the Sales Code
 field is prefilled with the customer number.
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 windows from a specific customer, the Sales Type Filter and
Sales Code Filter fields are set for the customer and cannot be changed or removed, indicated by the grayed value in the
Sales Code Filter field.

To set up prices or line discounts for all customers, a customer price group, or a campaign, you must open the windows
from an item card. Alternatively, for sales prices, use the Sales Price Worksheet page. For more information, see To bulk
update item prices.

To set up an invoice discount for a customer

When you have decided which customers are eligible for invoice discounts, enter the invoice discount code on
the customer cards and set up the terms for each code.
1. Choose the icon, enter Customers, and then choose the related link.
2. Open the customer card for a customer that will be eligible for invoice discounts.
3. In the Invoice Disc. Code field, select a code for the relevant invoice discount terms to use to calculate
invoice discounts for the customer.

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.

Proceed to set up new the sales invoice discount terms.

1. On the Customer Card page, choose the Invoice Discounts action. The Cust. Invoice Discounts page
opens.
2. In the Currency Code field, enter the code for a currency that the invoice discount terms on the line applies
to. Leave the field blank to set up invoice discount terms in USD.
3. In the Minimum Amount field, enter the minimum amount that an invoice must have to be eligible for the
discount.
4. In the Discount % field, enter the invoice discount as a percentage of the invoice amount.
5. Repeat steps 5 through 7 for each currency that the customer will receive a different invoice discount for.
The invoice discount is now set up and assigned to the customer in question. When you select the customer code
in the Invoice Disc. Code field on other customer cards, the same invoice discount is assigned to those
customers.

To work with sales invoice discounts and service charges

When you use invoice discounts, the size of the invoice amount determines the size of the discount that is
granted.
On the Cust. Invoice Discounts page, you can also add a service charge to invoices over a certain amount.
Before you can use invoice discounts with sales, you must enter certain information in application. You must
decide:
 which customers will be granted this type of discount.
which discount percentages you will use.
If you invoice discounts to be calculated automatically, you can specify this on the Sales & Receivables Setup
page.
For each customer, you can specify whether you will grant invoice discounts if the requirement is satisfied (that is,
if the invoice amount is large enough). You can define the terms of the invoice discount in local currency for
domestic customers and in foreign currency for foreign customers.
You link discount percentages to specific invoice amounts in Cust. Invoice Discounts pages. You can enter any
number of percentages in each page. Each customer can have its own page, or you can link several customers to
the same page.
In addition to (or instead of) a discount percentage, you can link a service charge amount to a specific invoice
amount.

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 more information about discounts in sales, see Set up discounts for your customers at Microsoft Learn.

Best Price Calculation

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.
The best price is the lowest permissible price with the highest permissible line discount on a given date. Business
Central automatically calculates this when it inserts the unit price and the line discount percentage for items on
new document and journal lines.

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 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.

To copy sales prices

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, which you launch from 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.

To bulk update item prices

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 Invenotry 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.

See Related Training at Microsoft Learn

See Also
Setting Up Sales
Sales
Working with Business Central
 Set Up Salespeople
2 minutes to read • Edit Online

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.

To set up a salesperson code

1. Choose the icon, enter Salespeople, and then choose the related link.
2. On the Salespeople page, choose the New action.
You can use salespeople in various relationship management and marketing work. For example, you can assign
tasks to salespeople, so that the tasks are incorporated in sales opportunities that the salesperson are assigned to.
For more information, see Set Up Opportunity Sales Cycles and Cycle Stages.

See Also
Setting Up Sales
Sales
Working with Business Central
 Set Up Document Sending Profiles
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.

To set up a document sending profile

1. Choose the icon, enter Document Sending Profiles, and then choose the related link.
2. On the Document Sending Profiles page, choose the New action.
3. Fill in the fields as necessary. Hover over a field to read a short description.

To specify a sending profile on a customer card

1. Choose the icon, enter Customers, and then choose the related link.
2. Open the card of the customer who you want to set up a sending profile for.
3. In the Document Sending Profile field, select a profile that you have set up as described in the previous
procedure.

See Also
Setting Up Sales
Sales
Working with Business Central
 Send Documents by Email
3 minutes to read • Edit Online

To communicate the contents of business documents quickly to your business partners, such as the payment
information on sales documents to customers, you can use the Report Layout feature to define document-specific
content that gets inserted in email bodies automatically. For more information, see Managing Report and
Document Layouts.
To enable emails from within Business Central, start the Set Up Email assisted setup guide on the Role Center.
You can email practically all document types as attachments to email messages directly from the page that shows
the document. In addition to the attachment, you can set up document-specific email bodies with core information
from the document preceded by standard text that greets the mail recipient and introduces the document in
question. To offer your customers to pay for sales electronically using a payment service, such as PayPal, you can
also have the PayPal information and hyperlink inserted in the email body.
From all supported documents, you initiate emailing by choosing the Send action, on posted documents, or the
Post and Send action, on non-posted documents.
If the Email field on the Send Document to page is set to Yes (Prompt for Settings), then the Send Email page
opens prefilled with the contact person in the To: field and the document attached as a PDF file. In the Body field,
you can either enter text manually or you can have the field filled with a document-specific email body that you
have set up.
The following procedure describes how to set the Sales - Invoice report up to be used for document-specific email
bodies when you email posted sales invoices.

To set up a document-specific email body for sales invoices

1. Choose the icon, enter Report Selections Sales, and then choose the related link.
2. On the Report Selection - Sales page, in the Usage field, select Invoice.
3. On a new line, in the Report ID field, select, for example, standard report 1306.
4. Select the Use for Email Body check box.
5. Choose the Email Body Layout Code field, and then select a layout from the drop-down list.
Report layouts define both the style and the content of the email body, including the standard text that
precedes the core document information in the email body. You can see all available report layouts if you
choose the Select from full list button in the drop-down list.
6. To view or edit the layout that the email body is based on, select the layout on the Custom Report Layouts
page, and then choose the Edit 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 hyperlink inserted in the email body as well. 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.
The following procedure describes how to send a posted sales invoice as an email message with the document
attached as a PDF file and with a document-specific email body.

To send documents by email

1. Choose the icon, enter Posted Sales Invoices, and then choose the related link.
2. Select the relevant posted sales invoice, and then choose the Send action. The Send Document to page
opens.
3. In the Email field, select Yes (Prompt for Settings). For more information, see Set Up Document Sending
Profiles.
4. Choose the OK button. The Send Email page opens.
5. In the To: field, enter a valid email address. The default value is the customer email address.
6. In the Subject field, enter a descriptive subject text. The default value is the customer name and invoice
number.
7. In the Attachment field, the generated invoice is attached by default as a PDF file.
8. In the Body field, enter a short message to the recipient.
If a document-specific email body is set up on the Report Selection - Sales page, then the Body field is
filled in automatically. For more information, see To set up a document-specific email body for sales invoices.
9. Choose the OK button to send the email message.

NOTE
If you do not want to specify email settings each time you email a document, you can select the Yes (Use Default Settings)
option in the Email field on the Send Document to page. In that case, the Send Email page will not open. See Step 4. For
more information, see Set Up Document Sending Profiles.

See Also
Managing Report and Document Layouts
Set up Email
Invoice Sales
Working with Business Central
 Set Up Shipment Methods
2 minutes to read • Edit Online

Shipment methods, also called incoterms, 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.

To set up a shipment code

1. Choose the icon, enter Shipment Methods, and then choose the related link.
2. On the Shipment Methods page, choose the New action.
3. On the new line, specify a code and description for the shipment method.

See Also
Incoterms
Set Up Shipping Agents
Track Packages
Warehouse Management
Inventory
Setting Up Warehouse Management
Assembly Management
Design Details: Warehouse Management
Working with Business Central
 Set Up Shipping Agents
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.

To set up a shipping agent

1. Choose the icon, enter Shipping Agents, 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 Shipping Agent Services action.
4. In the Shipping Agent Services, fill in the fields as necessary.

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
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 from Register New Vendors

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

Prioritize vendors Prioritize Vendors

Set up purchasers Set Up Purchasers

See Related Training at Microsoft Learn

See Also
Purchasing
Working with Business Central
 Register New Vendors
2 minutes to read • Edit Online

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.

To create a new vendor card

1. Choose the icon, enter Vendors, and then choose the related link.
2. On the Vendors page, Choose New.
If more than one vendor template exists, then a page opens from which you can select a vendor template.
In that case, follow the next two steps.
3. On the Select a template for a new vendor page, choose the template that you want to use for the new
vendor card.
4. Choose the OK button. A new vendor card opens with some fields filled with information from the
template.
5. Proceed to fill or change fields on the vendor card as necessary. Hover over a field to read a short
description.

NOTE
If you do not know the invoicing address that will be used for every invoice from a vendor, do not fill in the Pay-to field.
Instead, choose the pay-to vendor number after you have set up a purchase quote, order, or invoice header.

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 following section.
To save the vendor card as a template
1. On the Vendor Card page, choose the Save as Template action. The Vendor Template page opens
showing the vendor 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 vendor.
4. Edit or enter dimension codes that will apply to new vendor cards created by using the template.
5. When you have completed the new vendor template, choose the OK button.
The vendor template is added to the list of vendor templates, so that you can use it to create new vendor
cards.

See Also
Merge Duplicate Records
Create Number Series
Purchasing
Record Purchases
Working with Business Central
 Record Special Purchase Prices and Discounts
7 minutes to read • Edit Online

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:

DISCOUNT TYPE DESCRIPTION

Purchase Line Discount An amount discount that is inserted on purchase lines if a

certain combination of vendor, item, minimum quantity, unit
of measure, or starting/ending date exists. This works in the
same way as for purchase prices.

Invoice Discount A percentage discount that is subtracted from the document

total if the value amount of all lines on a purchase document
exceeds a certain minimum.

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.

To set up a special purchase price for a vendor

1. Choose the icon, enter Vendors, and then choose the related link.
2. Open the relevant vendor card, and then choose the Prices action.
The Purchase Type field is prefilled with Vendor, and the Purchase Code field is prefilled with the vendor
number.
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.

To set up a line discount for a vendor

1. Choose the icon, enter Vendors, and then choose the related link.
2. Open the relevant vendor card, and then choose the Line Discounts action.
The Purchase Type field is prefilled with Vendor, and the Purchase Code field is prefilled with the vendor
number.
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.
To set up an invoice discount for a vendor
When your vendors have informed you which invoice discounts they grant, enter the invoice discount code on the
vendor cards and set up the terms for each code.
1. Choose the icon, enter Vendors, and then choose the related link.
2. Open the vendor card for a vendor that will be eligible for invoice discounts.
3. In the Invoice Disc. Code field, select a code for the relevant invoice discount terms to use to calculate
invoice discounts for the vendor.

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.

Proceed to set up new the purchase invoice discount terms.

4. On the Vendor Card page, choose the Invoice Discounts action. The Vend. Invoice Discounts page
opens.
5. In the Currency Code field, enter the code for a currency that the invoice discount terms on the line applies
to. Leave the field blank to set up invoice discount terms in USD.
6. In the Minimum Amount field, enter the minimum amount that an invoice must have to be eligible for the
discount.
7. In the Discount % field, enter the invoice discount as a percentage of the invoice amount.
8. Repeat steps 5 through 7 for each currency that the vendor will receive a different invoice discount for.
The invoice discount is now set up and assigned to the vendor in question. When you select the vendor code in the
Invoice Disc. Code field on other vendor cards, the same invoice discount is assigned to those vendor.

To choose a principle for posting purchase discounts

When you post a purchase invoice that includes one or more discounts, you can choose between two principles for
posting discount amounts. You can post discounts separately or you can subtract discounts from invoice discounts.
Before you can do this, you must have already set up the necessary accounts for posting discount amounts in the
chart of accounts. You must also check that you have entered the correct account numbers in the general posting
setup in the Purch. Line Disc. Account and Purch. Inv. Disc. Account fields.
1. Choose the icon, enter Purchases & Payables Setup, and then choose the related link.
2. In the Discount Posting field, choose one of the following principles for posting discounts.

DISCOUNT POSTING PRINCIPLE INVOICE DISCOUNT LINE DISCOUNT

All Discounts Posted separately Posted separately

Invoice Discounts Posted separately Subtracted

Line Discounts Subtracted Posted separately

No Discounts Subtracted Subtracted

Purchase Invoice Discounts and Service Charges
If you have fixed terms for invoice discounts with any vendors, you can enter them for those vendors. Then the
discount will be calculated when you fill in a purchase invoice.
Before you can use invoice discounts with purchases, you must specify the vendors that offer you the discounts.
You link discount percentages to specific invoice amounts in Vend. Invoice Discounts pages. You can enter any
number of percentages in each page. Each vendor can have its own page, or you can link several vendors to the
same page.
In addition to a discount percentage, you can link a service charge amount to a specific invoice amount.
You can define the terms of the invoice discount in LCY for domestic vendors and in foreign currency for foreign
vendors.
You can choose to have Business Central automatically calculate the invoice discounts for quotes, blanket orders,
orders, invoices, or credit memos.

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.

Best Price Calculation

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.
The best price is the lowest permissible price with the highest permissible line discount on a given date. Business
Central automatically calculates this when it inserts the unit price and the line discount percentage for items on
new document and journal lines.

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.

See Related Training at Microsoft Learn

See Also
Setting Up Purchasing
Purchasing
Working with Business Central
 Prioritize Vendors
2 minutes to read • Edit Online

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
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.

To assign purchasers to vendors

1. Choose the icon, enter Vendors, and then choose the related link.
2. Open the relevant vendor card for the vendor that will be assigned a purchaser.
3. In the Purchaser Code field, select the applicable purchaser code and then close the page.

See Also
Setting Up Purchasing
Managing Payables
Working with Business Central
 Setting Up Inventory
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.

Organize your inventory at multiple locations, including Set Up Locations

transfer routes.

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 card Copy Existing Items to Create New Items
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 use Set Up Item Units of Measure
as alternate UOMs, for example on sales, purchasing, or
production transactions.

As a supplement to item cards, record information about your Set Up Stockkeeping Units
items in a specific location or of a specific variant.

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.

See Related Training at Microsoft Learn

See Also
Managing Inventory
Managing Purchasing
Managing Sales
Working with Business Central
General Business Functionality
 Set Up General Inventory Information
2 minutes to read • Edit Online

You specify your general inventory setup on the Inventory Setup page.

To set up general inventory information

1. Choose the icon, enter Inventory Setup, and then choose the related link.
2. On the Inventory Setup page, fill in the fields as necessary. Hover over a field to read a short description.
For detailed information about the costing fields, Automatic Cost Posting and Expected Cost Posting to G/L,
see Reconcile Inventory Costs with the General Ledger and Design Details: Expected Cost Posting.
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, on the Inventory Setup page, and for your location. For more information,
see Calculate Order Promising Dates.

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
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.
Responsibility centers extends the multiple locations functionality by providing users 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.

To set up a responsibility center

1. Choose the icon, enter Responsibility Centers, 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.
If you are using responsibility centers to administer your company, it can be useful to have a default
responsibility center for your company.
4. Choose the icon, enter Company Information, and then choose the related link.
5. In the Responsibility Center field, enter a responsibility center code.
This code will be used on all purchase, sales, or service documents, if the user, customer, or vendor has no default
responsibility center. On any sales, purchase, or service document, you can enter another responsibility center than
the default.

NOTE
When you enter a responsibility center code on a document, it affects the address, dimensions, and prices on the document.

To assign responsibility centers to users

You can set up users so that in their daily routines application retrieves only the documents relevant for their
particular work areas. Users are usually associated with one responsibility center and work only with documents
related to specific application areas at that particular center.
To set this up, you assign responsibility centers to users in three functional areas: Purchases, Sales, and Service
Management.
1. Choose the icon, enter User Setup, and then choose the related link.
2. On the User Setup page, select the user you want to assign a responsibility center to. If the user not is on the
list, you must enter a user ID in the User ID field.
3. In the Sales Resp. Ctr. Filter field, enter the responsibility center where the user will have tasks related to sales.
4. In the Purchase Resp. Ctr. Filter field, enter the responsibility center where the user will have tasks related to
purchasing.
5. In the Service Resp. Ctr. Filter field, enter the responsibility center where the user will have tasks related to
service management.

NOTE
Users will still be able to view all posted documents and ledger entries, not just those related to their own responsibility
center.

See Also
Setting Up Inventory
Setting Up Warehouse Management InventoryWarehouse Management
Warehouse Management
Design Details: Warehouse Management
Working with Business Central
 Set Up Locations
2 minutes to read • Edit Online

If you buy, store, or sell items at more than one place or warehouse, you must set each location up with a location
card and define transfer routes.
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.

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. For more
information, see Setting Up Warehouse Management.

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.

See Also
Manage Inventory
Transfer Inventory Between Locations
Working with Business Central
Change Which Features are Displayed
General Business Functionality
 Register New Items
4 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 Inventory, Service, or Non-Inventory 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-Inventory. 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.

To create a new item card

1. Choose the icon, enter Items, and then choose the related link.
2. On the Items page, choose the New action.
If only one item template exists, then a new item card opens with some fields filled with information from
the template.
3. On the Select a template for a new item page, choose the template that you want to use for the new item
card.
4. Choose the OK button. A new item card opens with some fields filled with information from the template.
5. Proceed to fill or change fields on the item card as necessary. Hover over a field to read a short description.
 NOTE
In the Costing Method field, you set up how the item's unit cost is calculated by making assumptions about the flow of
physical items through your company. Five costing methods are available, depending on the type of item. For more
information, see Design Details: Costing Methods.
If you select Average, then the 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. With this setting, you can choose the
Unit Cost field to view, on the Average Cost Calc. Overview page, the history of transactions that the average cost is
calculated from.

You can view or edit special prices or discounts that you grant 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.
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.

To set up multiple vendors for an item

If you purchase the same item from more than one vendor, you must enter information about each vendor of the
item, such as prices, lead time, discounts, and so on.
1. Choose the icon, enter Items, and then choose the related link.
2. Select the relevant item, and then choose the Edit action.
3. Choose the Vendors action.
4. Choose the Vendor No. field, and then select the vendor that you want to set up for the item.
5. Optionally, fill in the remaining fields.
6. Repeat steps 2 through 5 for each vendor that you want to buy the item from.
The vendors will now appear on the Item Vendor Catalog page, which you open from the item card, so that you
can easily select an alternate vendor.

See Also
Create Number Series
Inventory
Purchasing
Sales
Working with Business Central
 Copy Existing Items to Create New Items
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.

To copy an existing item to a new item

1. Choose the icon, enter Items, and then choose the related link.
2. Select the item that you want to copy, and then choose the Copy Item action.
3. On the Copy Item page, fill in the fields. Hover over a field to read a short description.

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.

4. To copy your selections to the new item, choose the OK button.

See Also
Register New Items
Setting Up Inventory
 About Item Types
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:

OPTION TYPICAL PURPOSE

Inventory A physical unit, such as a bicycle, for full business support.

Non-Inventory A physical unit, such as a bolt, for limited business support,

for example, because the item is only used internally and has
a low cost.

Service A labor time unit, such as a consultancy hour, for limited

business support.

The Inventory 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 Service and Non-Inventory 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 IN
AS OD VE
SE SE UC PR LO PH NT IN
JO RVI MB TIO AS OD CA YSI OR VE
B CE LY N SE UC TIO CA Y NT ITE
PU CO CO CO CO MB TIO N L RE OR M RE WA
ITE RC NS NS NS NS LY N TR CO VA Y TR SE RE PL
M HA UM UM UM UM OU OU AN UN LU CO AC RV HO AN
TY SA SIN PTI PTI PTI PTI TP TP SFE TIN ATI STI KI ATI USI NI
PE LES G ON ON ON ON UT UT R G ON NG NG ON NG NG

Inv Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes
ent
ory

No Yes Yes Yes Yes Yes Yes No No No No No No No No No No

n-
Inv
ent
ory

Ser Yes Yes Yes No No No No No No No No No No No No No

vic
e

NOTE
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-Inventory. For more information,
see Work with Catalog Items.
 NOTE
Customers' items that you perform service on, such as a printer, are called service items. Service items have nothing to do
with regular or catalog items. However, service components can be regular items. For more information, see Set Up Service
Items and Service Item Components.

See Also
Register New Items
Setting Up Inventory
Managing Inventory Costs
Inventory
Working with Business Central
 Set Up Item Units of Measure
3 minutes to read • Edit Online

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.

To set up a unit of measure

1. Choose the icon, enter Items, and then choose the related link.
2. Open the card of the item for which you want to set up alternate units of measure.
3. Choose the Units of Measure action. The Item Units of Measure page opens.
4. If the Base Unit of Measure field on the item card is filled, then that unit of measure is already set up.
5. Choose the New action. A new empty line is inserted.
6. In the Code field, enter the name of the unit of measure. Alternatively, choose the field to select from the unit
of measure codes that are in the database.
7. In the Qty. per Unit of Measure field, enter how many units of the base unit of measure the new unit of
measure contains.
8. Repeat steps 5 through 7 to set up all the alternate units of measure that you want to use in different processes
for this item.
You can now use the alternate units of measure on purchase, production, and sales documents. For more
information, see Enter Default Units of Measure Codes for Purchase Transactions and Sales Transactions or Use
the Manufacturing Batch Unit of Measure.

To set up unit of measure translations

When you sell items to foreign customers, you may want to specify the unit of measure in the customer’s
language. You can do this after you have set up the necessary unit of measure translations.
1. Choose the icon, enter Units of Measure, and then choose the related link.
2. Select the code for which you want to set up translations, and then choose the Translations action.
3. In the Language Code field, select the drop-down arrow to see a list of available language codes. Select the
language code for which you want to enter a translation, and then choose the OK button to copy the code to
the field.
4. In the Description field, enter the appropriate text.
5. Repeat steps 2 through 4 for the unit of measure codes and the languages for which you want to enter
translations.
To enter a default unit of measure code for sales and purchasing
transactions
If you usually buy or sell in units different from the base unit of measure, you can specify separate units of
measure for purchases and sales. To do this, the units of measure must be set up on the Item Units of Measure
page.
1. Choose the icon, enter Items, and then choose the related link.
2. Open the relevant item card for which you want to specify a default sales or purchase unit of measure code.
3. For sales, on the Invoicing FastTab, in the Sales Unit of Measure field, open the Item Units of Measure
page.
4. For purchasing, on the Replenishment FastTab, in the Purch. Unit of Measure field, open the Item Units of
Measure page.
5. Select the code you want to set up as the default unit of measure for sales or purchasing respectively, and then
choose the OK button.

See Also
Work with Manufacturing Batch Units of Measure
Managing Inventory
Managing Purchasing
Managing Sales
Working with Business Central
 Set Up Stockkeeping Units
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.

To set up a stockkeeping unit

1. Choose the icon, enter Stockkeeping Units, and then choose the related link.
2. Choose the New action.
3. Fill in the fields on the card. The following fields are required: Item No., Location Code, and/or Variant Code.
Hover over a field to read a short description.
When you have set up the first stockkeeping unit for an item, the Stockkeeping Unit Exists check box on the
Item card is selected.
To create several stockkeeping units for an item, use the Create Stockkeeping Unit batch job.

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
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.

To create an item category

1. Choose the icon, enter Item Categories, and then choose the related link.
2. On the Item Categories page, choose the New action.
3. On the Item Category Card page, on the General FastTab, fill in the fields as necessary. Hover over a field to
read a short description.
4. On the Attributes FastTab, specify any item attributes for the item category. For more information, see To
assign item attributes to item categories.

NOTE
If the item category has a parent item category, as indicated by the Parent Category 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.

To assign an item category to an item

1. Choose the icon, enter Items, and then choose the related link.
2. Open the card for the item that you want to assign to an item category.
3. Choose the lookup button in the Item Category Code field and select an existing item category. Alternatively,
choose the New action to first create a new item category as explained in To create an item category.

See Also
Work with Item Attributes
Register New Items
Inventory
Working with Business Central
 Import Multiple Item Pictures
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 Import 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:

ITEM NO. FILE NAME

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.

To import item pictures

1. Choose the icon, enter Inventory Setup, and then choose the related link.
2. Choose the Import Item Pictures action.
3. In the Select a ZIP file field, select the relevant ZIP folder, and then choose the Open button.
A line for each item and picture is created on the Import Item Pictures page.

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.

4. Choose the Import Pictures action.

The Import Status field is updated to show if the picture import was skipped or completed.

See Also
Register New Items
Create Number Series
Inventory
Purchasing
Sales
Working with Business Central
 Setting Up Project Management
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 project management. Set general information for jobs

Set up your resources and the related costs and prices, either Set Up Resources
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
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.

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.

To set up a resource group

You can combine several resources in one resource group. All capacities and budgets of resource groups are
accumulated from the individual resources. It is also possible to enter capacities for resource groups either
independently of the accumulated values or in addition to them.
1. Choose the icon, enter Resource groups, and then choose the related link.
2. Choose the New action.
3. Fill in the fields as necessary.

To set capacity for a resource

To calculate how much time a resource can spend on jobs, their capacity must first be set up as available time per
period on the work calendar. This setup is used when you fill in job planning lines that contain the resource. For
more information, see Create Jobs.
1. Choose the icon, enter Resources, and then choose the related link.
2. Open the relevant resource card, and then choose the Resource Capacity action.
3. On the Resource Capacity page, in the View By field, specify the length of the period, such as Day, that is
shown on columns on the Resource Capacity Matrix FastTab.
4. For each resource on a line, specify for each period on the columns the number of hours that the resource is
available.
5. Alternatively, to detail the resource's weekly capacity within a starting and ending date, choose the Set
Capacity action.
6. On the Resource Capacity Settings page, fill in the fields as necessary.
7. Choose the Update Capacity action. The Resource Capacity page is updated with the entered capacity.
8. Close the page.
To set up alternate resource costs
In addition to the cost specified on the resource card, you can set up alternate costs for each resource. For example,
if you pay an employee a higher hourly rate for overtime, you can set up a resource cost for the overtime rate. The
alternate cost that you set up for the resource will override the cost on the resource card when you use the
resource in the resource journal.
1. Choose the icon, enter Resources, and then choose the related link.
2. Select the resource for that you want to set up one or more alternate costs for, and then choose the Costs
action.
3. On the Resource Costs page, fill in the fields on a line as necessary.
4. Repeat step 3 for each alternate resource cost that you want to set up.
Note. To set up resource costs that will apply to all resources and resource groups, open the Resource Costs page
and fill in the fields.

To set up alternate resource prices

In addition to price specified on the resource card, you can set up alternate prices for each resource. These
alternate prices can be conditional. They can depend on whether the resource is used with a specific job or work
type.
1. Choose the icon, enter Resources, and then choose the related link.
2. Select the resource for that you want to set up one or more alternate prices for, and then choose the Prices
action.
3. On the Resource Prices page, fill in the fields on a line as necessary.
4. Repeat step 3 for each alternate resource price that you want to set up.

See Also
Setting Up Project Management
Project Management
Finance
Purchasing
Sales
Working with Business Central
 Set Up Time Sheets
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.

To set up general information for time sheets

1. Choose the icon, enter Resources Setup, and then choose the related link.
2. Fill in the fields as necessary. Hover over a field to read a short description.
3. For the Time Sheet by Job Approval field, select one of the following options.

OPTION DESCRIPTION

Never The user in the Time Sheet Approver User ID field on the
resource card approves the time sheet.

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.

To assign a time sheet administrator

1. Choose the icon, enter User Setup, and then choose the related link.
2. Add a new user if the user list does not include the person who you want to be the time sheet administrator.
For more information, see Assign Permissions to Users and Groups.
3. Select a user to be a time sheet administrator, and then select the Time Sheet Admin. check box.

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.

To assign a time sheets owner and approver

1. Choose the icon, enter Resources, and then choose the related link.
2. Select the resource for which you want to set up the ability to use time sheets, and then select the Use Time
Sheet check box.
3. In the Time Sheet Owner User ID field, enter the ID of the owner of the time sheet. The owner can enter time
usage on a time sheet and submit it for approval. In general, when the resource is a person, that person is also
the owner.
4. In the Time Sheet Approver User ID field, enter the ID of the approver of the time sheet. The approver can
approve, reject, or reopen a time sheet.

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
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.

To set general information for jobs

1. Choose the icon, enter Jobs Setup, and then choose the related link.
2. Fill in the fields as necessary. Hover over a field to read a short description.

NOTE
The impact of the Apply Usage Link by Default field is rather complex and is therefore explained in the following section.

To set up job usage tracking

When you are executing a job, you might want to know how your usage is tracking against your plan. To easily do
this, you can create a link between your job planning lines and the actual usage. This lets you track your costs and
to easily see at how much work remains to be done. By default, the job planning line type is Budget, but using the
line type Both Budget and Billable has similar effects.
If you select the Apply Usage Link by Default field, then you can review information on the job planning line.
You can set the quantity of the resource, item, or general ledger account and then indicate what quantity you want
to transfer to the job journal. The Remaining Quantity field on the job planning line will tell you what remains to
be transferred and posted to the job journal.

TIP
You can enable or disable job usage tracking for a specific job. The value of the Apply Usage Link field on the individual job
card overrides the setting in the Jobs Setup page.

When the Apply Usage Link by Default check box is selected, and the job planning line type is Billable, a job
planning line of type Budget is created after you post a job journal line.

IMPORTANT
If job usage tracking is enabled, either in the Jobs Setup page or on the individual job, and the Line Type field on the job
journal line is blank, then new job planning lines of line type Budget are created when you post job journal lines.
If job usage tracking is not enabled, either in the Jobs Setup page or on the individual job, and the Line Type field on the
job journal line is blank, then no job planning lines are created when you post job journal lines. For more information, see
Record Usage for Jobs.

1. Choose the icon, enter Jobs Setup, and then choose the related link.
2. Select the Apply Usage Link by Default check box.
To set up prices for job resources
You can set up specific prices for resources for a job. You use the Job Resource Prices page to do this.
1. Choose the icon, enter Jobs, and then choose the related link.
2. Select the relevant job, and then choose the Resource action.
3. On the Job Resource Prices page, fill in the fields as necessary.
The optional information in the Job Task No., Work Type, Currency Code, Line Discount %, and Unit Cost
Factor fields will be used on the job planning lines and usage journals when this resource is entered and added to
the job.
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
This price will always override any prices set up in the existing Resource Price/Resource Group Prices page.

To set up prices for job items

You can set up specific prices for items for a job. You use the Job Item Prices page to do this.
1. Choose the icon, enter Jobs, and then choose the related link.
2. Select the relevant job, and then choose the Item action.
3. On the Job Item Prices page, fill in the fields as necessary.
The optional information in the Job Task No., Currency Code, and Line Discount % fields will be used in the
job planning lines and job journals when this item is entered or added to the job.
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
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.

To set up prices for job general ledger accounts

You can set up specific prices for general ledger expenses for a job. You use the Job G/L Account Prices page to
do this.
1. Choose the icon, enter Jobs, and then choose the related link.
2. Select the relevant job, and then choose the G/L Account action.
3. On the Job G/L Account Prices page, fill in the fields as necessary.
The optional 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.
To set up job posting groups
One aspect of planning jobs is deciding which posting accounts to use for job costing. To be able to post jobs, you
set up accounts for posting for each job posting group. A posting group represents a link between the job and how
it should be treated in the general ledger. When you create a job, you specify a posting group, and by default, each
task you create for the job is associated with that posting group. However, as you create tasks, you can override
the default and select a posting group that is more appropriate.

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.

ACCOUNT FIELD DESCRIPTION

Code A code for the posting group. You can enter up to 10

characters, including spaces.

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.
 ACCOUNT FIELD DESCRIPTION

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.

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
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.

Learn about different fixed asset depreciation methods. Depreciation Methods

See Also
Fixed Assets
Finance
Getting Started
Working with Business Central
 Set Up General Fixed Assets Information
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.

To set up general default values for fixed assets

You define the general behavior or the fixed asset functionality and set up document number series in the on the
Fixed Assets Setup page.
1. Choose the icon, enter Fixed Assets Setup, 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 fixed asset posting groups

You use posting groups to define groups of fixed assets. Entries for these posting groups are posted to the same
general ledger accounts.
1. Choose the icon, enter FA Posting Groups, and then choose the related link.
2. Choose the New action.
3. On the FA Posting Group Card page, fill in the fields as necessary.

NOTE
To make sure that balancing accounts for different fixed assets postings are automatically inserted when you choose
the Insert 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 Insert FA Bal. Account action on fixed asset G/L journal lines, see, for
example, Revalue Fixed Assets.

To set up fixed asset allocation keys

Transactions can be allocated to various departments or projects, according to user-defined allocation keys. For
example, you could set up an allocation key to allocate depreciation costs on cars with 35 percent to the
administration department and 65 percent to the sales department. For more information, see Allocate Costs and
Income.
Allocation keys apply to fixed asset classes, not to individual assets.
1. Choose the icon, enter FA Posting Groups, and then choose the related link.
2. On the FA Posting Groups page, choose the Allocations action, and then choose a posting type.
3. On the FA Allocations page, fill in the fields as necessary.
4. Repeat steps 2 and 3 for each posting type that you want to define allocation keys for.
To set up fixed asset journal templates
A template is a predefined layout for a journal. The template contains information about trace codes, reports, and
number series. For more information, see Working with General Journals.
Business Central automatically creates a fixed asset journal template the first time that you open the Fixed Asset
Journal page, but you can set up additional journal templates.
1. Choose the icon, enter FA Journal Templates, and then choose the related link.
2. Fill in the fields as necessary.

To set up fixed asset journal batches

You can set up multiple journal batches, which are individual journals for each journal template. For example,
employees can have their own journal batch that uses the employee’s initials as the journal batch name. For more
information, see Work with General Journals.
1. Choose the icon, enter FA Journal Templates, and then choose the related link.
2. Select the relevant journal template, and then choose the Batches action.
3. On the FA Journal Batches page, fill in the fields as necessary.

To set up fixed asset reclassification journal templates

You use dedicated reclassification journals when you need to transfer, split, or combine fixed assets. Business
Central automatically creates a fixed asset reclassification journal template the first time that you open the FA
Reclass. Journal page, but you can set up additional reclassification journal templates. For more information, see
Work with General Journals.
1. Choose the icon, enter FA Reclass. Journal Templates, and then choose the related link.
2. Fill in the fields as necessary.

To set up fixed asset reclassification journal batches

You can set up multiple journal batches, which are individual journals for each reclassification journal template.
For example, employees can have their own reclassification journal batch that uses the employee’s initials as the
reclassification journal batch name. For more information, see Work with General Journals.
1. Choose the icon, enter FA Reclass. Journal Templates, and then choose the related link.
2. Select the relevant journal template, and then choose the Batches action.
3. On the FA Reclass. Journal Batches page, fill in the fields as necessary.

To set up fixed asset class codes

Fixed asset class codes can be used to group fixed assets, for example, in tangible and intangible assets.
1. Choose the icon, enter FA Classes, and then choose the related link.
2. Enter codes and names for the classes that you want to create.

To set up fixed asset subclass codes

You use fixed asset subclass codes to group your fixed assets into categories, such as buildings, vehicles, furniture,
or machinery.
1. Choose the icon, enter FA Subclasses, and then choose the related link.
2. Enter codes and names for the classes that you want to create.
To set up fixed asset location codes
You use fixed asset location codes to register the location of the fixed asset, such as sales department, reception,
administration, production, or warehouse. This information is useful for insurance and inventory purposes.
1. Choose the icon, enter FA locations, and then choose the related link.
2. Enter codes and names for the fixed asset locations that you want to create.

To register opening entries

If you are using the fixed assets in Business Central for the first time, you must set up the general ledger
application area before you set up fixed assets. How you do this depends on whether fixed assets is integrated
with general ledger.
The following procedure is used if fixed asset transactions are to be posted to the general ledger.
1. Make sure that you have completed the basic setup procedures for fixed assets.
2. Create a fixed asset card for each existing asset.
3. Create a fixed asset depreciation book for each depreciation purpose (such as tax and financial statements).
For each depreciation book, you must define the terms and conditions, such as integration with general
ledger.
Enable general ledger integration by following the next steps. First, make sure that general ledger
integration is disabled for all depreciation books, then post the opening entries, and finally, turn on general
ledger integration.
4. Choose the icon, enter Depreciation Books, and then choose the related link.
5. Select the relevant depreciation book, and then choose the Edit action to open the Depreciation Book
Card page.
6. On the Integration FastTab, make sure all fields are blank by clearing all check marks. If you have more
than one depreciation book, turn off general ledger integration for each one.
7. In the fixed asset journal, enter the following lines for each asset:
A line with the acquisition cost.
A line with the accumulated depreciation to the end of the previous fiscal year.
A line with the accumulated depreciation from the start of the current fiscal year to the date that
Business Central is set to start calculating the depreciation.
If you have other opening balances you can also enter them now, such as write-down and appreciation.
8. After you have entered and posted the journal lines for each asset, turn on general ledger integration in the
depreciation books.
If the fixed assets are not integrated with the general ledger, skip step 6 and 8.

See Also
Setting Up Fixed Assets
Fixed Assets
Finance
Getting Started
Working with Business Central
 Set Up Fixed Asset Depreciation
4 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.
In depreciation books you define the different ways depreciation must be calculated for your different fixed
assets. In each book, you can specify 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.

To create a depreciation book

In a fixed asset depreciation book, you specify how fixed assets are depreciated. To accommodate various
methods of depreciation, you can set up multiple depreciation books.
1. Choose the icon, enter Depreciation Books, and then choose the related link.
2. On the Depreciation Books List page, choose the New action.
3. On the Depreciation Book Card page, fill in the fields as necessary. Hover over a field to read a short
description.

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.

To assign a depreciation book to a fixed asset

1. Choose the icon, enter Fixed Assets, and then choose the related link.
2. Select the fixed asset that you want to set up a fixed asset depreciation book for.
3. On the Depreciation Book FastTab, fill in the fields as necessary.
4. If you need to assign more than one depreciation book to the fixed asset, choose the Add More
Depreciation Books action.
5. Alternatively, choose the Depreciation Books action to specify one or more fixed asset depreciation
books.

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.

To assign a depreciation book to multiple fixed assets with a batch job

If you want to assign a depreciation book to several fixed assets, you can use the Create FA Depreciation
Books batch job to create fixed asset depreciation books.
1. Choose the icon, enter Fixed Assets, and then choose the related link.
2. Select the fixed asset that you want to set up a assign a depreciation book to, and then choose the Edit
action.
3. On the Depreciation Book Card page, choose the Create FA Depreciation Books action.
4. On the Create FA Depreciation Books page, fill in the Depreciation Book field.
5. Choose the Copy from FA No. field, and then select the fixed asset number that you want to use as the
basis for creating new fixed asset depreciation books.
If you fill in this field, the depreciation fields in the new fixed asset depreciation books will contain the
same information as the corresponding fields in the fixed asset depreciation book that you copy from.
Leave the field blank if you want to create new fixed asset depreciation books with empty depreciation
fields.
6. On the Fixed Asset FastTab, you can set a filter to select the assets that you want to create the fixed asset
depreciation books for.
7. Choose the OK button.

To set up depreciation posting types

For each depreciation book, you must set up how you want Business Central to handle various posting types.
For example, whether posting should be debit or credit and whether the posting type should be included in the
depreciable basis.
1. Choose the icon, enter Depreciation Books, and then choose the related link.
2. Select the depreciation book that you want to set up, and them choose the FA Posting Type Setup
action.
3. On the FA Posting Type Setup page, fill in the fields as necessary.

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.
To set up default templates and batches for fixed asset depreciation
For each depreciation book, you define a default setup of templates and batches. You use these defaults to
duplicate lines from one journal to another, create journal lines using the Calculate Depreciation or Index
Fixed Assets batch jobs, duplicate acquisition costs in the insurance journal.
1. Choose the icon, enter Depreciation Books, and then choose the related link.
2. Select the depreciation book that you want to define default journals for, and then choose the FA Journal
Setup action.
3. If you want to have a default setup for each user, choose the User ID field to select from the Users page.
4. In the other fields, select the journal template or journal batch that must be used by default.

See Also
Setting Up Fixed Assets
Fixed Assets
Finance
Getting Started
Working with Business Central
 Depreciation Methods
12 minutes to read • Edit Online

There are eight methods of depreciation available:

Straight-Line
Declining-Balance 1
Declining-Balance 2
DB1/SL
DB2/SL
User-defined
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 Part 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:

DATE FA POSTING TYPE DAYS AMOUNT BOOK VALUE

01/01/10 Acquisition Cost * 100,000.00 100,000.00

06/30/10 Depreciation 180 -6,250.00 93,750.00

12/31/10 Depreciation 180 -6,250.00 87,500.00

06/30/11 Depreciation 180 -6,250.00 81,250.00

12/31/11 Depreciation 180 -6,250.00 75,000.00

06/30/17 Depreciation 180 -6,250.00 6,250.00

12/31/17 Depreciation 180 -6,250.00 0

Depreciation starting date

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 Part 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.

DATE FA POSTING TYPE DAYS AMOUNT BOOK VALUE

01/01/10 Acquisition Costs * 100,000.00 100,000.00

06/30/10 Depreciation 180 -12,500.00 87,500.00

12/31/10 Depreciation 180 -12,500.00 75,000.00

06/30/11 Depreciation 180 -9,375.00 65,625.00

12/31/11 Depreciation 180 -9,375.00 56,250.00

06/30/12 Depreciation 180 -7,031.25 49,218.75

12/31/12 Depreciation 180 -7,031.25 42,187.50

06/30/13 Depreciation 180 -5,273.44 36,914.06

12/31/13 Depreciation 180 -5,273.44 31,640.62

06/30/14 Depreciation 180 -3,955.08 27,685.54

12/31/14 Depreciation 180 -3,955.08 23,730.46

Depreciation starting date

Calculation Method:
1st Year: 25% of 100,000 = 25,000 = 12,500 + 12,500
2nd Year: 25% of 75,000 = 18,750 = 9,375 + 9,375
3rd Year: 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:

DATE FA POSTING TYPE DAYS AMOUNT BOOK VALUE

01/01/10 Acquisition Costs * 100,000.00 100,000.00

06/30/10 Depreciation 180 -13,397.46 86,602.54

 DATE FA POSTING TYPE DAYS AMOUNT BOOK VALUE

12/31/10 Depreciation 180 -11,602.54 75,000.00

06/30/11 Depreciation 180 -10,048.09 64,951.91

12/31/11 Depreciation 180 -8,701.91 56,250.00

Depreciation starting date

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:

DATE CALCULATION

)
06/30/10 DA = 100,000.00 x (1 -(1 - 0.25)0.5 = 13,397.46

)
12/31/10 DA = 86,602.54 x (1 - (1 - 0.25)0.5 = 11,602.54

)
06/30/11 DA = 75,000.00 x (1 - (1 - 0.25)0.5 = 10,048.09

)
12/31/11 DA = 64,951.91 x (1 - (1 - 0.25)0.5 = 8,701.91

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:
 DATE FA POSTING TYPE DAYS AMOUNT BOOK VALUE

01/01/10 Acquisition Costs * 100,000.00 100,000.00

06/30/10 Depreciation 180 -12,500.00 87,500.00

12/31/10 Depreciation 180 -12,500.00 75,000.00

06/30/11 Depreciation 180 -9,375.00 65,625.00

12/31/11 Depreciation 180 -9,375.00 56,250.00

06/30/12 Depreciation 180 -7,031.25 49,218.75

12/31/12 Depreciation 180 -7,031.25 42,187.50

06/30/13 Depreciation 180 -5,273.44 36,914.06

12/31/13 Depreciation 180 -5,273.44 31,640.62

06/30/14 Depreciation 180 -3,955.08 27,685.54

12/31/14 Depreciation 180 -3,955.08 23,730.46

06/30/15 Depreciation 180 -3,955.08 19,775.38 SL

12/31/15 Depreciation 180 -3,955.08 15,820.30 SL

06/30/16 Depreciation 180 -3,955.08 11,865.22 SL

12/31/16 Depreciation 180 -3,955.07 7,910.15 SL

06/30/17 Depreciation 180 -3,955.08 3,955.07 SL

12/31/17 Depreciation 180 -3,955.07 0.00 SL

Depreciation starting date

"SL" after the book value means that the straight-line method has been used.
Calculation method:
1st year:
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.
6th year (2015):
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).
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.
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.

DATE FA POSTING TYPE DAYS AMOUNT BOOK VALUE

01/01/10 Acquisition Cost * 100,000.00 100,000.00

12/31/10 Depreciation 360 -25,000.00 75,000.00

12/31/11 Depreciation 360 -38,000.00 37,000.00

12/31/12 Depreciation 360 -37,000.00 0

12/31/13 Depreciation None None 0

12/31/14 Depreciation None None 0

Depreciation starting date

If you use a user-defined method, the First User-Defined Depr. Date and Depreciation Starting Date fields
must be filled in on the FA Depreciation Books page. 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 Starting Date field is used to calculate the number of depreciation days.
In the previous example, both the First User-Defined Depr. Date and Depreciation Starting Date fields
contain 01/01/01. If, however, the First User-Defined Depr. Date field contained 01/01/10 and the
Depreciation Starting Date field contained 04/01/11, the result would be:

DATE FA POSTING TYPE DAYS AMOUNT BOOK VALUE

01/01/10 Acquisition Cost * 100,000.00 100,000.00

12/31/10 Depreciation 270 -18,750.00 81,250.00

12/31/11 Depreciation 360 -38,000.00 42,250.00

12/31/12 Depreciation 360 -37,000.00 6,250.00

12/31/13 Depreciation 90 -6,250.00 0

12/31/14 Depreciation None None 0

Depreciation starting date

Half-Year Convention Depreciation

The Half-Year Convention method will only be applied if you have placed a check mark in the Use Half-Year
Convention field in the fixed FA Depreciation Book page.
This depreciation method can be used in conjunction with the following depreciation methods in application:
Straight-Line
Declining-Balance 1
DB1/SL
When you apply the Half-Year Convention, a fixed asset has six months of depreciation in the first fiscal year,
regardless of the contents of the Depreciation Starting Date field.

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.

Example - Half-Year Convention Depreciation

A fixed asset has an acquisition cost of LCY 100,000. The Depreciation Starting Date is 03/01/10. The
estimated life is five years, so the Depreciation Ending Date must be 06/30/15. The Calculate Depreciation
batch job is run annually. This example is based on a calendar fiscal year.
The fixed asset ledger entries look like this:

DATE FA POSTING TYPE DAYS AMOUNT BOOK VALUE

03/01/10 Acquisition Cost * 100,000.00 100,000.00

 DATE FA POSTING TYPE DAYS AMOUNT BOOK VALUE

12/31/10 Depreciation 270 -10,000.00 90,000.00

12/31/11 Depreciation 360 -20,000.00 70,000.00

12/31/12 Depreciation 360 -20,000.00 50,000.00

12/31/13 Depreciation 360 -20,000.00 30,000.00

12/31/14 Depreciation 360 -20,000.00 10,000.00

12/31/15 Depreciation 180 -10,000.00 0.00

Depreciation starting date

Example - DB1/SL Depreciation Using Half-Year Convention

A fixed asset has an acquisition cost of LCY 100,000. The Depreciation Starting Date is 11/01/10. The
estimated life is five years, so the Depreciation Ending Date must be 06/30/15. On the FA Depreciation
Books page, the Declining-Balance % field contains 40. The Calculate Depreciation batch job is run annually.
This example is based on a calendar fiscal year.
The fixed asset ledger entries look like this:

DATE FA POSTING TYPE DAYS AMOUNT BOOK VALUE

11/01/10 Acquisition Cost * 100,000.00 100,000.00

12/31/10 Depreciation 60 -20,000.00 80,000.00

12/31/11 Depreciation 360 -32,000.00 48,000.00

12/31/12 Depreciation 360 -19,200.00 28,800.00

12/31/13 Depreciation 360 -11,520.00 17,280.00

12/31/14 Depreciation 360 -11,520.00 5,760.00 SL

12/31/15 Depreciation 180 -5,760.00 0.00 SL

Depreciation starting date

"SL" after the book value means that the straight-line method has been used.
Calculation method:
1st year:
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.
5th year (2004):
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.

Duplicating Entries to More Depreciation Books

If you have three depreciation books, B1, B2 and B3, and you want to duplicate entries from B1 to B2 and B3, you
can place a check mark in the Part of Duplication List field on the depreciation book cards for B2 and B3. This
can be useful if depreciation book B1 is integrated with the general ledger and uses the fixed asset G/L journal,
and depreciation books B2 and B3 are not integrated with the general ledger and use the fixed asset journal.
When you enter an entry in B1 in the fixed asset G/L journal and place a check mark in the Use Duplication List
field, application will duplicate the entry in book B2 and B3 in the fixed asset journal when the entry is posted.

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 Started
Working with Business Central
 Set Up Fixed Asset Insurance
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.

To set up general insurance information

To use the insurance features in Business Central, you must set up some general insurance information.
1. Choose the icon, enter FA Setups, 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 insurance types

You can group your insurance policies into categories, such as insurance against theft or fire insurance. The
insurance types are used on the insurance card.
1. Choose the icon, enter Insurance Types, and then choose the related link.
2. Fill in the fields as necessary.

To set up insurance cards

You may accumulate information about each insurance policy on the insurance card.
1. Choose the icon, enter Insurance, and then choose the related link.
2. On the Insurance page, choose the New action to create a new insurance card.
3. Fill in the fields as necessary.

To set up insurance journal templates

Business Central automatically creates an insurance journal template the first time that you open the Insurance
Journal page, but you can set up additional journal templates. For more information, see Working with General
Journals.
1. Choose the icon, enter Insurance Journal Templates, and then choose the related link.
2. Fill in the fields as necessary.

To set up insurance journal batches

You can set up batches in an insurance journal template. The values in the journal batch are used as default values
if the fields are not filled in on the journal lines. For more information, see Work with General Journals
1. Choose the icon, enter Insurance Journal Templates, and then choose the related link.
2. Select an insurance journal template, and then choose the Batches action.
3. On the Insurance Journal Batches page, fill in the fields as necessary.
 NOTE
Numbers have a special function in journal names. If a journal template name or journal batch name contains a number, the
number automatically advances by one every time that the journal is posted. For example, if HH1 is entered in the Name
field, the journal name will change to HH2 after the journal named HH1 has been posted.

See Also
Setting Up Fixed Assets
Fixed Assets
Finance
Getting Started
Working with Business Central
 Set Up Fixed Asset Maintenance
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.

To set up general maintenance information

If you set up the fields for maintenance, you can post maintenance expenses from the fixed asset journal.
1. Choose the icon, enter Fixed Assets, and then choose the related link.
2. Select the fixed asset that you to define insurance coverage for, and then choose the Edit action.
3. On the Maintenance FastTab, fill in the fields as necessary. Hover over a field to read a short description.

To set up maintenance codes

When you post maintenance costs from a general journal, you fill in the Maintenance Code field to record what
kind of maintenance has been performed, such as routine service or repair.
1. Choose the icon, enter Maintenance, and then choose the related link.
2. On the Maintenance page, set up codes for different types of maintenance work.

To set up maintenance expense accounts

To post maintenance costs, you must first enter an account number on the FA Posting Groups page.
1. Choose the icon, enter FA Posting Groups, and then choose the related link.
2. Fill in the Maintenance Expense Account field for each posting group.

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 Started
Working with Business Central
 Setting Up Warehouse Management
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 Design Details: Warehouse Overview
advanced warehouse functionality.

Set up eight different bin types, such as Picking Bin, to Set Up Bin Types
define the flow activities that relate to each bin type.

Create bins, either manually or automatically, with Create Bins

information, such as name, number series, and category,
according to a bin template.

Define which items you want to store in any given bin Create Bin Contents
and 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.

Set users up as warehouse employees at specific locations. Set Up Warehouse Employees

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 Convert Existing Locations to Warehouse Locations
it 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 Set Up Items and Locations for Directed Put-away and
of warehouse management where all activities must Pick
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 Enable Automatic Breaking Bulk with Directed Put-away
measure into smaller units of measure to fulfill the needs and Pick
of source documents.
 TO SEE

Set up the warehouse to automatically suggest items to Enable Picking by FEFO

be picked that expire first.

Get tips on how to reorganize locations, bins, or zones to Restructure Warehouses

obtain more efficient warehouse activities.

Integrate bar code readers to your warehouse Use Automated Data Capture Systems (ADCS)
management solution. Only for on-premise deployment.

See Also
Warehouse Management
Inventory
Assembly Management
Design Details: Warehouse Management
Working with Business Central
 Design Details: Warehouse Overview
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 Entry 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
Inventory Put-away
Inventory Pick
Inventory 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.
 TERM DESCRIPTION

Inbound flow Items moving into the warehouse location, such as purchases
and inbound transfers.

Internal flow Items moving inside the warehouse location, such as

production components and output.

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
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.

To set up the bin types you want to use

1. Choose the icon, enter Bin Types, and then choose the related link.
2. On the Bin Types page, create a 10-character code for a bin type.
3. Select the activities that can be performed with each bin type.

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.

BIN TYPE DESCRIPTION

RECEIVE Items registered as posted receipts but not yet put away.

SHIP Items picked for warehouse shipment lines but not yet posted
as shipped.

PUT AWAY Typically, items to be stored in large units of measure but that
you do not want to access for picking purposes. Because
these bins are not used for picking, either for production
orders or shipments, your use of a Put Away type bin might
be limited, but this bin type could be useful if you have
purchased a large quantity of items. Bins of this type should
always have a low bin-ranking, so that when received items
are put away, other higher-ranking PUTPICK bins fixed to the
item are put away first. If you are using this type of bin, you
must regularly perform bin replenishment so that the items
stored in these bins are also available in PUTPICK or PICK
type bins.

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.
 BIN TYPE DESCRIPTION

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.

QC This bin is used for inventory adjustments if you specify this

bin on the location card in the Adjustment Bin Code field.
You can also set up bins of this type for defective items and
items being inspected. You can move items to this type of bin
if you want to make them inaccessible to the usual item flow.

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 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.

To create a bin from the location card

1. Choose the icon, enter Locations, and choose the related link.
2. Select the location that you want to create a bin from, and then choose the Bins action.
3. Choose the New action.
4. Fill in the fields as necessary. Hover over a field to read a short description.
The Dedicated field
The dedicated field on the Bins page specifies that quantities in the bin are protected from being picked for other
demands. However, quantities in dedicated bins can still be reserved. Accordingly, the quantities in dedicated bins
are included in the Total Available Quantity field on the Reservation page.
Making a bin dedicated results in similar functionality in basic warehousing to using bin types, which is only
available in advanced warehousing. For more information, see Set Up Bin Types.
Example: A work center is set up with a bin code in the To-Production Bin Code field. Production order
component lines with that 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.
Cau t i on

Items in dedicated bins are not protected when they are picked and consumed as production or assembly
components with the Inventory Pick page. For more information, see Pick for Production or Assembly in Basic
Warehouse Configurations.

To create bins individually in the bin creation worksheet

1. Choose the icon, enter Bin Creation Worksheet, and choose the related link.
2. Fill in on each line the fields that are necessary to name and characterize the bins you are creating.
3. Choose the Create Bins action.

To make bins automatically in the bin creation worksheet

Before you start creating bins automatically, you should determine the kind of bins that are essential for your
operations, as well as the most practical flow of items through the physical structure of your warehouse.

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
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.

To create bin content manually

1. Choose the icon, enter Locations, and then choose the related link.
2. Select the location where you want to set up bin contents, and then choose the Bins action.
3. Select the bin where you want to set up contents, and then choose the Contents action.
4. For each item that you want to store in the bin, fill in a line on the Bin Contents page with the appropriate
information. Some of the fields are filled in already with information about the bin.
5. First fill in the Item No. field, and then, if you are using directed put-away and pick, fill in the other fields such
as the Unit of Measure Code, Max. Qty., and Min. Qty. fields.
Select the Fixed field if necessary. If the bin is to be used as the default bin for the item, select the Default Bin
field.
If you are using directed put-away and pick, and if you have entered the correct dimensional information on the
item card about each item’s units of measure, the maximum quantity that you enter on the Bin Contents page is
verified against the physical capabilities of the bin. The minimum and maximum quantities are used when
calculating bin replenishment and suggested put-aways.
If you select the Fixed field, you are fixing the item to the bin, meaning that Business Central will try to put this
item in the bin if there is space for it, and it will preserve the record fixing the item to the bin even when the
quantity in the bin is 0. Other items can be put into the bin, even though a particular item has been fixed to the bin.

NOTE
You can set up several bin contents at the same time on the Bin Content Creation Worksheet page.

To create bin content with a worksheet

When you have created your bins, you can create the bin content that you want for each bin in the bin content
creation worksheet.
1. Choose the icon, enter Bin Content Creation Worksheet, and then choose the related link.
2. On the worksheet header, in the Name field, select the worksheet of the location where you want to create
bin contents.
3. In the Bin Code field, select the code of the bin for which you want to define bin content.
If you are using directed put-away and pick in this location, the fields relating to that particular bin, such as
Bin Type, Warehouse Class Code, and Bin Ranking, will be filled in automatically. This is information
that you need to consider as you define the bin content.
4. Select the item that you want to assign to the bin, and fill in the fields related to the bin content. If you are
using directed put-away and pick, and you want to use the Calculate Bin Replenishment function, fill in
 the Max. Qty. and Min. Qty. fields.
To set this bin as the preferred bin for the item even if the bin quantity is 0 and all other put-away criteria
equal, select the Fixed field.
5. Repeat steps 3 through 4 for each item you want to assign to a bin.
6. Choose the Print action to preview and print the bin content you have entered in the worksheet. Continue
to revise the bin content until you are satisfied.
7. When you are ready, choose the Create Bin Content action.
In this worksheet, you can work with a number of bin content lines for a number of bins and thereby obtain a good
overview of what you are putting into various bins in a given zone, aisle, or rack.

See Also
Calculate Bin Replenishment
Warehouse Management
Inventory
Setting Up Warehouse Management
Assembly Management
Design Details: Warehouse Management
Working with Business Central
 Assign Default Bins to Items
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.

To assign a default bin to an item

1. Choose the icon, enter Bin Content Creation Worksheet, and choose the related link.
2. Fill in the bin code and item information for each bin that you would like to set up as a default for an item. Make
sure to select the Default field.
3. Choose the Create Bin Content action. Default bins are now assigned for your item.

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.

To change the default bin for an item

You may need to change the default bin assignment for an item or assign a default bin to a new item.
1. Choose the icon, enter Bin Contents, and then choose the related link.
2. In the Location Filter field, select the appropriate location code.
3. Find the current default bin content entry for the item and clear the Default Bin check box.
4. Find the bin content line for the bin that you would like as the new default bin. Select the Default Bin check
box.

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
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.

To set up put-away templates

1. Choose the icon, enter Put-away Templates, and then choose the related link.
2. Choose the New action.
3. Enter a code that is the unique identifier of the template you are about to create.
4. Enter a short description, if you wish.
5. Fill in the first line with the bin requirements that you want fulfilled first and foremost when suggesting a put-
away.
6. Fill in the second line with the bin requirements that would be your second choice to fulfill in finding a bin for
put-away. The second line is used only if a bin that meets the requirements of the first line cannot be found.
7. Continue to fill in the lines until you have described all the acceptable bin placements that you want to use in
the put-away process.
8. On the last line in the put-away template, select the Find Floating Bin check box.
You can create various put-away templates and then apply them as you see fit. The put-away template that you
selected for the item or stockkeeping unit, if any is used first. If these fields are not filled in, then the put-away
template that you selected for the warehouse on the Bin Policies FastTab on the location card is used.

See Also
Warehouse Management
Inventory
Setting Up Warehouse Management
Assembly Management
Design Details: Warehouse Management
Working with Business Central
 Set Up Warehouse Employees
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.

To set up warehouse employees

1. Choose the icon, enter Warehouse Employees, and then choose the related link.
2. Choose the New action.
3. Select the User ID field, and then select the user to be added as a warehouse employee. Choose the OK
button.
4. In the Location Code field, enter the code of the location where the user will be working.
5. Select the Default check box to define the location as the only location where the employee can perform
warehouse activities.
6. Repeat these steps to assign other employees to locations or assign non-default locations to existing
warehouse employees.

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
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.

To set up a location to use bins

1. Choose the icon, enter Locations, and then choose the related link.
2. Select the location where you want to use bins.
3. Choose the Edit action.
4. On the Warehouse FastTab, select the Bin Mandatory check box.
5. If you are not using directed put-away and pick for the location, fill in the Default Bin Selection field with the
method the system should use when assigning a default bin to an item.
6. Open the card for the location that you want to set up bins for.
7. On the Bins FastTab, select the bins that you want to use as the default for receipts, shipments, inbound,
outbound, and open shop floor bins.
8. The bin codes you fill in here will appear automatically on the headers and on the lines of various warehouse
documents. The default bins define all starting or ending placements of items in the warehouse.
9. If you are using directed put-away and pick, select a bin for your warehouse adjustments. The bin code in the
Adjustment Bin Code field defines the virtual bin in which to record discrepancies in inventory when you
register either observed differences registered in the warehouse item journal, or differences calculated when
you register a warehouse physical inventory.
10. Fill in the fields on the Bin Policies FastTab if they are relevant to your warehouse. The most important fields
are Bin Capacity Policy, Allow Breakbulk, and Put-away Template Code fields.
11. On the Warehouse FastTab, fill in the Outbound Whse. Handling Time, Inbound Whse. Handling Time,
and the Base Calendar Code fields. For more information, see Set Up Base Calendars.

Filling the Consumption Bin

This flow chart shows how the Bin Code field on production order component lines is filled according to your
location setup.
See Also
Warehouse Management
Inventory
Setting Up Warehouse Management
Assembly Management
Design Details: Warehouse Management
Working with Business Central
 Convert Existing Locations to Warehouse Locations
2 minutes to read • Edit Online

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.

To enable an existing location to operate as a warehouse location

1. Choose the icon, enter Create Warehouse Location, and then choose the related link.
2. In the Location Code field, specify the location that you want to enable for warehouse processing.
3. In the Adjustment Bin Code field, specify the bin at the location where unsynchronized warehouse entries
are stored. For more information, see the To synchronize the adjusted warehouse entries with the related
item ledger entries.
Using the open item ledger entries for the specified location, warehouse journal lines are created that sum
up every combination of Item No., Variant Code, Unit of Measure Code, and, if necessary, Lot No. and Serial
No. in the item ledger entries. The warehouse journal lines are then posted. This posting creates warehouse
entries that place the inventory in the warehouse adjustment bin. The Adjustment Bin Code on the
location card is also set.
4. To see which items were added to the adjustment bin during the batch job, run the Warehouse
Adjustment Bin report.
5. When the Create Warehouse Location batch job has completed, perform and post a warehouse physical
inventory. For more information, see Count, Adjust, and Reclassify Inventory Using Journals.

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 Entry 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
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 Mandatory 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:
Inventory Movement page.
Inventory Pick page.
Inventory 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 Mandatory setup field on location cards is selected as a precondition because that is
considered the foundation for any level of warehouse management.

To enable inventory documents for internal operation activities

1. Choose the icon, enter Locations, and then choose the related link.
2. Open the location card you want to set up.
3. On the Warehouse FastTab, select the Require Put-away check box to indicate that, when an inbound or
internal source document with a bin code is released, an inventory put-away or an inventory movement
document can be created.
4. Select the Require Pick check box to indicate that when an outbound or internal source document with a bin
code is created, an inventory pick or an inventory movement document must be created.

To define a default bin structure in the production area

1. Choose the icon, enter Locations, and then choose the related link.
2. Open the Location you want to set up.
3. On the Bins FastTab, in the Open Shop Floor Bin Code field, enter the code of the bin in the production
area with plenty of components that the machine operator can consume from without requesting a
warehouse activity to bring them to the bin. Items that are placed in this bin are typically set up for
automatic posting, or flushing. This means that the Flushing Method field contains Forward or
Backward.
4. In the To-Production Bin Code field, enter the code of the bin in the production area where components
that are picked for production at this location are placed by default before they can be consumed. Items that
are placed in this bin are typically set up for manual consumption posting. This means that the Flushing
Method field contains Manual or Pick + Forward or Pick + Backward for warehouse picks and
inventory movements.

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 Inventory
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.

To create dedicated component bins

You can specify that quantities in a bin are protected from being picked for other demands than demand from
their current purpose.
Quantities in dedicated bins can still be reserved. Accordingly, the quantities in dedicated bins are included in the
Total Available Quantity field on the Reservation page.
For example, is a work center is set up with a bin code in the To-Production Bin Code field. Production order
component lines with that 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.
Making a bin dedicated provides similar functionality to using bin types, which is only available in advanced
warehousing. For more information, see Set Up Bin Types.
Cau t i on

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
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.

To set up an item for directed put-away and pick

1. Choose the icon, enter Items, and then choose the related link.
2. Open the card for the item that you want to set up for directed put-away and pick.
3. On the Warehouse FastTab of the item card, fill in the fields to define how the item should be handled in the
warehouse.
4. Choose the Units of Measure action.
5. On the Item Units of Measure page, fill in the fields to define the different units of measure in which the item
may be transacted, including the height, width, length, cubage, and weight for the unit of measure.
6. Choose the Bin Contents action.
7. On the Bin Contents page, define the location and bin to which the item should be associated. The Default
field is not used when the location is set up for directed put-away and pick.

To activate directed put away and pick functionality

Directed put-away and pick gives you access to advanced warehouse configuration features that can greatly
enhance your efficiency and data reliability. In order to use this functionality, you must first set up a number of
parameters in your warehouse location.
To use the directed put-away and pick functionality, you must activate the functionality on the location card.
1. Choose the icon, enter Locations, and then choose the related link.
2. Select the location where you want to use directed put-away and pick, and then choose the Edit action.
3. On the Warehouse FastTab, select the Directed Put-away and Pick check box.
You do not need to fill in any other fields on the location card until later in the setup process.

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.

To set up a zone in your warehouse

1. Choose the icon, enter Locations, and then choose the related link.
2. Select the location where you want to set up zone and open the location card, and then choose the Zones
action.
3. On the Zones page, fill in the fields as necessary. Hover over a field to read a short description.
When you change a zone parameter, all bins created thereafter in that zone will have the new characteristics, but
the original bins will not be changed.

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
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
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 Specific Tracking field or the Lot Specific Tracking field must
be selected.
The item must be posted to inventory with an expiration date.
On the location card, the Require Pick check box must be selected.
On the location card, the Pick According to FEFO check box must be selected.
On the location card, the Bin Mandatory check box must be selected.
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/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/lot-numbered items have the same expiration date, then application selects the item with the lowest serial or lot
number.

When picking serial/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, either on the Inventory Movement page or the Movement Worksheet page,
you must leave the From Bin field empty.

If the Strict Expiration Posting field is selected, then only items that are not expired will be included in the pick. This applies
even if you are not using Pick according to FEFO.

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)
5 minutes to read • Edit Online

NOTE
In the standard version of Business Central, ADCS only works in on-premise deployments. However, a Microsoft partner can
make it work in online deployments by using Power Apps or similar.

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.
For more information, see Configuring an Automated Data Capture System in the developer and IT-pro help.

To set up a warehouse to use ADCS

To use ADCS, you must specify which warehouse locations use the technology.

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.

To specify an item to use ADCS

Each warehouse item that you want to use with ADCS must be assigned an identifier code to link it with its item
number. For example, you can use the item's bar code as the identifier code. An item can also have multiple
identifier codes. You may find this useful in the case where an item is available in various units of measures, such as
pieces and pallets. In this case, assign an identifier code to each.
1. Choose the icon, enter Items, and then choose the related link.
2. Select an item from the list that is part of your ADCS solution, and then choose the Edit action.
3. On the Item Card page, choose the Identifiers action.
4. On the Item Identifiers page, choose the New action.
5. In the Code field, specify the identifier for the item. For example, the identifier could be the item's bar code
number.
You can also enter a Variant Code and a Unit of Measure code.
6. If needed, enter multiple codes for each item.
7. Choose the OK button.
8. To review the information, choose the Identifier Code field to open the Item Identifiers page.

To add an ADCS user

You can add any user as a user of an Automated Data Capture System (ADCS ). When you do this, the user must
also provide a password. Optionally, you can also provide a connection that identifies the ADCS user as a
warehouse employee. The ADCS user password can be different from the Windows logon password of the user.
For more information, see Assign Permissions to Users and Groups.
1. Choose the icon, enter ADCS Users, and then choose the related link.
2. Choose the New action.
3. In the Name field, enter a name for the user. The name cannot contain more than 20 characters, including
spaces.
4. In the Password field, enter a password. The password is masked.
To specify that a warehouse employee is an ADCS user
1. Choose the icon, enter Warehouse Employees, and then choose the related link.
2. If needed, add a new warehouse employee. For more information, see Set Up Warehouse Employees.
3. Choose the Edit List action.
4. Select a warehouse employee from the list. In the ADCS User field, choose the drop-down arrow, and then
select the name of an ADCS user from the list.

NOTE
The default warehouse for the employee must be one that uses ADCS.

To create and customize miniforms

You use miniforms to describe the information that you want to present on a handheld device. For example, you
can create miniforms to support the warehouse activity of picking items. After you create a miniform, you can add
functions to it for the common actions that a user takes with handheld devices, such as moving up or down a line.
To implement or change the functionality of a miniform function, you must create a new codeunit or modify an
existing one to perform the required action or response. You can learn more about ADCS functionality by
examining codeunits such as 7705, which is the handling codeunit for logon functionality. Codeunit 7705 shows
how a Card-type miniform works.
To create a miniform for ADCS
1. Choose the icon, enter Miniforms, and then choose the related link.
2. Choose the New action.
3. In the Code field, enter a code for the miniform. Optionally, enter values in all other fields.
Select the Start Miniform check box to indicate that the miniform is the first form that the user sees at
 logon.
4. On the Lines FastTab, define the fields that appear on the miniform. The order in which you enter lines is the
order in which the lines appear on the handheld device.
When you have created a miniform, the next steps are to create functions and to associate functionality for various
keyboard inputs.
To add support for a function key
1. Add code similar to the following example to the.xsl file for the plug-in. This creates a function for the F6 key.
The key sequence information can be obtained from the device manufacturer.

<xsl:template match="Function[.='F6']">
<Function Key1="27" Key2="91" Key3="49" Key4="55" Key5="126" Key6="0"><xsl:value-of select="."/>
</Function>
</xsl:template>

2. In the Business Central development environment, open table 7702 and add a code representing the new key. In
this example, create a key that is named F6.
3. Add C/AL code to the relevant function of the miniform-specific codeunit to handle the function key.
To customize miniform functions
1. Choose the icon, enter Miniforms, and then choose the related link.
2. Select a miniform from the list, and then choose the Edit action.
3. Choose the Functions action.
4. In the Function Code drop-down list, select a code to represent the function that you want to associate with the
miniform. For example, you can select ESC, which associates functionality with the press of the ESC key.
In the Business Central development environment, edit the code for the Handling Codeunit field to create or
modify code to perform the required action or response.
For more information, see Configuring an Automated Data Capture System in the developer and IT-pro help.

See Also
Warehouse Management
Inventory
Setting Up Warehouse Management
Assembly Management
Design Details: Warehouse Management
Working with Business Central
 Restructure Warehouses
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 restructure a basic warehouse that uses bins only

1. Choose the icon, enter Locations, and then choose the related link.
2. On the Warehouse FastTab, set the Default Bin Selection field to Last-Used Bin.
3. Move all the contents of your current bins to the new bins that you have just created.
a. Choose the icon, enter Item Reclassification Journal, and then choose the related link.
b. Select a journal line, and then choose the Get Bin Content action.
c. On the Bin Content FastTab, set filters in the Location Code, Bin Code, and Item No. fields to specify
the content that you want to move.
d. Choose the OK button to fill a journal line.
e. In the New Bin Code field, select the bin to which the items should be moved.
f. Repeat steps b through e for all bin content that you want to move.
g. Choose the Post action.
You have now emptied the bins where the items used to be. The default bins for your items have now been
changed to the new bins.

To restructure an advanced warehouse that uses directed put-away and

pick
1. Create the new bins that you want to use in the future. For more information, see Create Bins.
2. Move all the contents of your current bins to the new bins that you just created.
a. Choose the icon, enter Warehouse Reclassification Journal, and then choose the related link.
b. For the bins where no real movement of items is involved, create a line for each of your current bins in
the Warehouse Reclassification Journal with the old bin code, From Bin Code, and the new bin code,
To Bin Code.
c. If some of the movements involve actual physical movements that you want employees to perform, use
Movement Worksheets to prepare movement instructions instead of using the warehouse
reclassification journal. For more information, see Move Items in Advanced Warehouse Configurations.
3. When the old bins are emptied, reclassify them as QC type bins to ensure that they are not included in item
3. When the old bins are emptied, reclassify them as QC type bins to ensure that they are not included in item
flows.
a. Choose the icon, enter Locations, and then choose the related link.
b. Select the line with the location, and then choose the Bins action.
c. On the Bins page, in the Bin Type Code field, enter QC for each of the old bins that you emptied in step
3 in the previous procedure.
You have now removed the bins from the warehouse flow, and reclassified them as QC bins. QC bins have none of
the activity fields on the Bin Types page selected and are therefore not considered by the item flow. For more
information, see Set Up Bin Types.

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.

To rename a bin and change the bin code in all records

1. Choose the icon, enter Locations, and then choose the related link.
2. Select the location where you want to rename a bin or change the bin code, and then choose the Bins action.
3. Select the bin that you want to change and enter a new bin code in the Code field.
4. Choose the Yes button.

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
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 The Manufacturing Setup page.
shop floor work hours and selecting planning principles.

Define a standard working week in the manufacturing Create Shop Calendars

department in terms of starting and ending times of each
work day and related work shift.

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.

Organize production operations in the required order and Create Routings

assign them to work or machine centers with the required
work times.

Organize production components or subassemblies under a Create Production BOMs

produced parent item and certify the BOM for execution at
work centers.

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.

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.
 TO SEE

Prepare work centers and routings to represent Subcontract Manufacturing

subcontracted production operations.

See Also
Manufacturing
Planning
Inventory
Purchasing
Working with Business Central
 Set Up Shop Calendars
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.

To create work shifts

1. Choose the icon, enter Work Shifts, and then choose the related link.
2. On a blank line, enter a number in the Code field to identify the work shift, for example, 1.
3. Describe the work shift in the Description field, for example, 1st shift.
4. Optionally, fill in lines for a second or third work shift.
Even if your work centers do not work in different work shifts, enter at least one work shift code.

To set up a shop calendar

1. Choose the icon, enter Shop Calendars, and then choose the related link.
2. On a blank line, enter a number in the Code field to identify the shop calendar.
3. Describe the shop calendar in the Description field.
4. Choose the Working Days action.
5. On the Shop Calendar Working Days page, define a complete work week, with the start and end times
for each day.
In the Work Shift Code field, select one of the shifts that you previously defined. Add a line for every
working day and every shift. For example:
Monday 07:00 15:00 1
Tuesday 07:00 15:00 1
If you need a shop calendar with two work shifts, you must fill it in in this manner:
Monday 07:00 15:00 1
Monday 15:00 23:00 2
Tuesday 07:00 15:00 1
Tuesday 15:00 23:00 2
Any week days that you do not define in the shop calendar, such as Saturday and Sunday, are considered
non-working days and will have zero available capacity in a work center calendar.
When all the working days of a week are defined, you can close the Shop Calendar Working Days page
and proceed to enter holidays.
6. On the Shop Calendars page, select the shop calendar, and then choose the Holidays action.
7. On the Shop Calendar Holidays page, define the holidays of the year by entering the start date and time,
the end time, and description of each holiday on individual lines. For example:
04/07/14 0:00:00 23:59:00 Summer Holiday
05/07/14 0:00:00 23:59:00 Summer Holiday
06/07/14 0:00:00 23:59:00 Summer Holiday
The defined holidays will have zero available capacity in a work center calendar.
The shop calendar can now be assigned to a work center to calculate the work shop calendar that will govern all
operation scheduling at that work center.

To calculate a work center calendar

1. Choose the icon, enter Work Centers, and then choose the related link.
2. Open the work center that you want to update.
3. In the Shop Calendar Code field, select which shop calendar to use as the foundation for a work center
calendar.
4. Choose the Calendar action.
5. On the Work Center Calendar page, choose the Show Matrix action.
The left side of the matrix page lists the work centers that are set up. The right side shows a calendar
displaying the available capacity values for each working day in the defined unit of measure, for example,
480 minutes. Each line represents the calendar of one work center.

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
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. Before you set up work or machine centers, you must set up shop
calendars. For more information, see Create Shop Calendars.

To set up a work center

The following primarily describes how to set up a work center. The steps to set up a machine center calendar are
similar except for the Routing Setup FastTab.
1. Choose the icon, enter Work Centers, 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 Work Center Group field, select the higher-level resource grouping that the work center is
organized under, if relevant. Choose the New action in the drop-down list.
5. Select the Blocked field if you want to prevent the work center from being used in any processing. This
means that output cannot be posted for an item that is produced at the work center. For more information,
see Post Production Output.
6. In the Direct Unit Cost field, enter the cost of producing one unit of measure at this work center, excluding
any other cost elements. This cost is often referred to as the direct labor rate.
7. In the Indirect Cost % field, enter the general operation costs of using the work center as a percentage of
the direct unit cost. This percentage amount is added to the direct cost in the calculation of the unit cost.
8. In the Overhead Rate field, enter any non-operational costs, for example maintenance expenses, of the
work center as an absolute amount.
The Unit Cost field contains the calculated unit cost of producing one unit of measure at this work center,
including all cost elements, as follows:
Unit Cost = Direct Unit Cost + (Direct Unit Cost x Indirect Cost %) + Overhead Rate.
9. In the Unit Cost Calculation field, define whether the above calculation should be based on the amount of
time used: Time, or on the number of produced units: Units.
10. Select the Specific Unit Cost field if you want to define the work center’s unit cost on the routing line
where it is being used. This may be relevant for operations with dramatically different capacity costs than
 what would normally be processed at that work center.
11. In the Flushing Method field, select whether output posting at this work center should be calculated and
posted manually or automatically, using either of the following methods.

OPTION DESCRIPTION

Manual Concumption is posted manually in the output journal or

production journal.

Forward Consumption is calculated and posted automatically when the

production order is released.

Backward Consumption is calculated and posted automatically when the

production order is finished.

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 that queue time is added to other non-productive time elements such as wait time and move time
that you may define on routing lines using this work center.

Example - Different Machine Centers Assigned to a Work Center

It is important to plan which capacities are to make up the total capacity when setting up the machine centers and
work centers.
If different machine centers (such as 210 Packing table 1, 310 Painting Cabin ...) are assigned to a work center, the
consideration of the single capacities of the machine centers is significant because failure of one machine center
can interrupt the entire process. The machine groups can be entered according to their capacity but may not be
included in the planning. By deactivating the Consolidated Calendar field only the capacity of the work center
but not the machine center is assigned in the planning.
If, however, identical machine centers (such as 210 Packing table 1 and 220 Packing table 2) are combined in a
work center, the consideration of the work center as a sum of the assigned machine centers is of interest.
Therefore, the work center would be listed with zero capacity. By activating the Consolidated Calendar field, the
common capacity is assigned to the work center.
If capacities of work centers are to make no contribution to the total capacity, you can achieve this with efficiency =
0.

To set up a capacity constrained machine or work center

You must set up production resources that you regard as critical and mark them to accept a finite load instead of
the default infinite load that other production resources accept. A capacity-constrained resource can be a work
center or machine center that you have identified as a bottleneck and would like to establish a limited, finite load
for.
Business Central does not support detailed shop floor control. 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.
On the Capacity-Constrained Resources page, you can make setup that avoids overload of specific resources
and ensure that no capacity is left unallocated if it could increase the turn-around time of a production order. In the
Dampener (% of Total Capacity) field, you can add dampener time 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.
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.
1. Choose the icon, enter Capacity Constrined Resources, and then choose the related link.
2. Choose the New action.
3. Fill in the fields as necessary.

NOTE
Operations on work centers or machine centers that are set up as constrained resources will always be planned serially. This
means that if a constrained resource has multiple capacities, then those capacities can only be planned in sequence, not in
parallel as they would be if the work or machine center was not set up as a constrained resource. In a constrained resource,
the Capacity field on the work center or machine center is greater than 1.

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
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 Certified.
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.

To create routing links

You can create routing links to connect components to specific operations in order to retain their relationship
even though the production BOM or routing is modified. It also facilitates just-in-time flushing of components,
namely when the specific linked operation starts, not when the complete production order is released. For more
information see Flush Components According to Operation Output.
Another important benefit is that linked components and operations are displayed in a logical process structure
when you use the Production Journal page for output and consumption posting.
1. Choose the icon, enter Routings, and then choose the related link.
2. Open the routing that contains the operations that you want to link.
Make sure the routing status is Under Development.
3. On the relevant routing line, in the Routing Link Code field, select a code.
4. Proceed to add different routing link codes to other operations in the routing, if relevant.

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.

5. Set the routing status to Certified.

Routing link codes are now assigned to operations. Next, you must create the actual link by assigning the
same codes to specific components in the relevant production BOM.
6. Open the Production BOM that contains the components that you want to link to the above operations.
For more information, see Create Production BOMs.
7. Make sure the BOM status is Under Development.
8. On the relevant production BOM line, in the Routing Link Code field, select the code that you have just
assigned to the relevant operation.
9. Proceed to add routing link codes to other components according to the unique operations where they are
used.
10. Set the production BOM status to Certified.
 NOTE
To enable the routing links on an existing production order, you must refresh the productio1n order. For more
information, see Create Production Orders.

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.

To assign personnel, tools, and quality measures to routing operations.

If you require personnel with qualifications, special knowledge, or special authorization for an operation, you can
assign these personnel to the operation. In addition, you can assign tools and quality requirements to the
operation. This procedure describes how to assign personnel. The steps are similar for other types of operation
information.
1. Choose the icon, enter Routings, and then choose the related link.
2. Open the relevant routing.
3. On the Lines FastTab, select the line that you want to process, and then choose the Personnel action.
4. Fill in the fields on the Routing Personnel page.
5. Choose the OK button to exit the page. The entered values are copied and assigned to the operation.

To create a new versions of a routing

The version principle enables you to manage several versions of a routing. The structure of the routing version
corresponds to the structure of the routing consisting of the routing version header and the routing version lines.
The basic difference is defined by the starting date.
1. Choose the icon, enter Routings, and then choose the related link.
2. Select the routing to be copied, and then choose the Versions action.
3. On the Routing Versions page, choose the New action.
4. Fill in the fields as necessary.
5. In the Version Code field, enter the unique identification of the version. Any combination of numbers and
letters is permitted.
The newly created version is automatically assigned the status New.
6. To create operation lines, select the first blank line, and then fill in the Operation No. field according to
the sequence of operations.
The operation lines are sorted in ascending order by operation numbers. To be able to make changes later,
we recommend you to select adequate step widths. The Next Operation No. field refers to the following
operation. The number of the operation can be entered directly.
7. When the routing version is completed, setting the Status field to Certified.
The time validity of the version is specified by the Starting Date field.

See Also
Create Production BOMs
Setting Up Manufacturing
Manufacturing
Planning
Inventory
Purchasing
Working with Business Central
 Create Production BOMs
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.

To create a production BOM

1. Choose the icon, enter Production BOM, 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. To edit the BOM, set the Status field to New or Under Development. To activate it, set the Status field
to Certified.
Proceed to fill in the production BOM lines.
5. In the Type field, select whether the item on this BOM line is an ordinary item or a production BOM. If the
item on the line is a production BOM, then it must already exist as a certified production BOM.
6. In the No. field, look up and select the item or production BOM in question, or type it in the field.
7. In the Quantity Per field, enter how many units of the item go into the parent item, for example, 4 wheels
for 1 car.
8. In the Scrap % field you can enter a fixed percentage of components that are scrapped during production.
When the components are ready to be consumed in a released production order, this percentage will be
added to the expected quantity in the Consumption Quantity field in a production journal. For more
information, see Register Consumption and Output.

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 recalculate the item’s standard cost from the item card, choose the Manufacturing action, and then choose the Calc.
Standard Cost action.

To create a new versions of a production BOM

New versions of production BOMs are used when, for example, an item is replaced by another item, or when a
customer requires a special version of a product. The version principle enables various versions of a production
BOM to be managed. The structure of the production BOM version corresponds to the structure of the
production BOM. The basic difference is in the time validity of the versions. The validity is defined by the starting
date.
The starting date indicates the start of the period in which this version is valid. For all other considerations, the
starting date is a filter criterion for calculations and evaluations. The BOM version is valid until the next version
becomes valid for its starting date.
1. Choose the icon, enter Production BOM, and then choose the related link.
2. Select the production BOM to be copied, and then choose the Versions action.
3. Choose the New action.
4. Fill in the fields as necessary.
5. In the Version Code field, enter the unique identification of the version. Any combination of numbers and
letters is permitted.
The newly created version is automatically assigned the status New.
6. When the BOM version is completed, setting the Status field to Certified.
The time validity of the version is specified by the Starting Date field.

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.

Quantity Calculation Formula on Production BOMs

The quantity is calculated taking into consideration different dimensions which are also entered on the
production BOM lines. The dimensions refer to an order unit of the respective item. The length, width, depth and
weight can be entered as dimensions.
The Calculation Formula, Length, Width, Depth and Weight columns are not displayed, because they are only
used by some users. If you wish to use the calculation of the quantity, you must first display these columns.
The relation of the individual components is defined by the calculation formula. The following possibilities are
available as a calculation formula:
Empty - No consideration of dimensions. (Quantity = Quantity per.)
Length - Quantity = Quantity per * Length
Length x Width - Quantity = Quantity per * Length x Width
Length x Width x Depth - Quantity = Quantity per x Length x Width x Depth
Weight - Quantity = Quantity per x Weight
Example
In a production BOM, seventy metal parts with the dimensions length = 0.20 m and width = 0.15 m are required.
The values are entered as follows: Calculation Formula = Length x Width, Length = 20, Width = 15, Quantity per
= 70. The quantity is given by the Quantity per x Length * Width, that is, Quantity = 70 x 0.20 m x 0.15 m = 2.1
m2.

See Also
Create Routings
Setting Up Manufacturing
Manufacturing
Planning
Inventory
Purchasing
Working with Business Central
 Flush Components According to Operation Output
2 minutes to read • Edit Online

For items that are set up with backward flushing method, the default behavior is to calculate and post component
consumption when you change the status of a released production order to Finished.
If you also define routing link codes, then calculation and posting occurs when each operation is finished, and the
quantity that was actually consumed in the operation is posted. For more information, see Create Routings.
For example, if a production order to produce 800 meters requires 8 kg of a component, then when you post 200
meters as output, 2 kg are automatically posted as consumption.
This functionality is useful for the following reasons:
Inventory 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.
Inventory 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.
The following procedure shows how to combine backward flushing and routing link codes so that the quantity that
is flushed for each operation is proportional to the actual output of the finished operation.

To flush components according to operation output

1. Choose the icon, enter Items, and then choose the related link.
2. Choose the Edit action.
3. On the Replenishment FastTab, in the Flushing Method field, select Forward.

NOTE
Select Pick+ Forward 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 .
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.

IMPORTANT
The component must have a routing link to the last operation in the routing.
See Also
Create Production BOMs
Setting Up Manufacturing
Manufacturing
Planning
Inventory
Purchasing
Working with Business Central
 Work with Manufacturing Batch Units of Measure
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.

To create a production BOM using a batch unit of measure

1. The manufacturing batch unit of measure is set up as an alternative unit of measure on the Item Units of
Measure page on the item to be produced. The batch unit of measure will not replace the base unit of
measure on the item.
2. Create a production BOM for the item set up with the manufacturing batch unit of measure. For more
information, see Create Production BOMs.
3. In the Unit of Measure Code field, select the manufacturing batch unit of measure.
4. For each production BOM line, in the Quantity Per field, enter the quantity of this component item that is
required to create this batch unit of measure.
5. Open the Item Card for the related item.
On the Replenishment FastTab, in the Production BOM No. field, select the production BOM created
above.
6. Create a production order header using the item set up with the manufacturing batch unit of measure. For
more information, see Create Production Orders.
7. Choose the Refresh action, and then choose the OK button.
On the Lines FastTab, choose the Line action, and then choose the Components action to view the result. The
application calculates the correct quantity of the components needed to satisfy the production BOM based on the
manufacturing batch unit of measure.

To calculate a manufacturing batch unit of measure on a production

order
1. Create a production order header using the item set up with the manufacturing batch unit of measure.
2. In the Item No. field in the Production Order line, type the same item number used in the header.
3. In the Quantity field, enter the same quantity used in the header.
4. In the Unit of Measure Code field, select the manufacturing batch unit of measure code.
5. Choose the Refresh action.
6. On the Calculate FastTab, clear the Lines check box.
7. Choose the OK button.
8. On the Lines FastTab, choose the Line action, and then choose the Components action to view the result. The
correct quantity of the components needed to satisfy the production BOM is calculated based on the
manufacturing batch unit of measure.

See Also
Create Routings
Create Production BOMs
Setting Up Manufacturing
Manufacturing
Planning
Inventory
Purchasing
Working with Business Central
 Work with Production Families
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.

To set up a production family

1. Choose the icon, enter Families, and then choose the related link.
2. Fill in the fields as necessary. Hover over a field to read a short description.

To produce based on a production family

1. Choose the icon, enter Firm Planned Prod. Orders, and then choose the related link.
2. Create a new production order. For more information, see Create Production orders.
3. In the Source Type field, select Family.
4. In the Source No. field, select the relevant production family.

See Also
Create Production BOMs
Setting Up Manufacturing
Manufacturing
Planning
Inventory
Purchasing
Working with Business Central
 Set Up Standard Routing Lines
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.

To set up a standard task

1. Choose the icon, enter Standard Tasks, 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. Choose the Tools, Personnel, Description, or Tools action.
5. on the page that opens, describe the standard task in question.

To add a standard task to an operation

1. Choose the icon, enter Routings, and then choose the related link.
2. Open the relevant routing.
3. Select a relevant routing line, choose the Operations action, and then choose the Tools, Personnel,
Description, or Tools action.

See Also
Create Routings
Create Production BOMs
Setting Up Manufacturing
Manufacturing
Planning
Inventory
Purchasing
Working with Business Central
 Subcontract Manufacturing
6 minutes to read • Edit Online

Subcontracting selected operations to vendor is common in many manufacturing companies. Subcontracting can
be a rare occurrence or can be an integral part of all production processes.
Business Central provides several tools for managing subcontract work:
Work Centers with assigned vendor: This feature enables you to set up a work center that is associated with a
vendor (subcontractor). This is called a subcontract work center. You can specify a subcontract work center on a
routing operation, which allows you to easily process the subcontracted activity. In addition, the cost of the
operation can be designated at the routing or the work center level.
Work Center cost based on units or time: This feature enables you to specify whether costs associated with the
work center are based on the production time or a flat charge per unit. Although subcontractors commonly use
a flat charge per unit to charge for their services, the application can handle both options (production time and
flat charge per unit).
Subcontracting Worksheet: This feature allows you to find the production orders with material ready to send to
a subcontractor and to automatically create purchase orders for subcontract operations from production order
routings. The application automatically posts the purchase order charges to the production order during the
posting of the purchase order. Only production orders with a status of released can be accessed and used from a
subcontracting worksheet.

Subcontract Work Centers

Subcontract Work Centers are set up the same as regular work centers with additional information. They are
assigned to routings in the same manner as other work centers.
Subcontract Work Center Fields
This Subcontractor No. field designates the work center as a subcontract work center. You can enter the number
of a subcontractor who supplies the work center. This field can be used to administer work centers, which are not
in-house but perform processing under contract.
If you subcontract with the vendor for a different rate for each process, then select the Specific Unit Cost field.
This lets you set up a cost on each routing line and saves the time of re-entering each purchase order. The cost on
the routing line is used in processing instead of the cost on the work center cost fields. Selecting the Specific Unit
Cost field calculates costs for the vendor by the routing operation.
If you subcontract at a single rate per vendor, leave the Specific Unit Cost field blank. The costs will be set up by
filling in Direct Unit Cost, Indirect Cost %, and Overhead Rate fields.
Routings that use Subcontract Work Centers
Subcontract work centers can be used for operations on routings in the same way as regular work centers.
You can set up a routing that uses an outside work center as a standard operational step. Alternatively, you can
modify the routing for a particular production order to include an outside operation. This might be needed in an
emergency such as a server not working correctly, or during a temporary period of higher demand, where the work
generally performed in-house must be sent to a subcontractor.
For more information, see Create Routings.

Calculate Subcontracting Worksheets and Create Subcontract Purchase

Orders
Once you have calculated the subcontracting worksheet, the relevant document, in this case a purchase order, is
created.
The Subcontracting Worksheet page functions like the Planning Worksheet by calculating the needed supply,
in this case purchase orders, which you review in the worksheet and then create with the Carry Out Action
Message function.

NOTE
Only production orders with status Released can be accessed and used from a subcontracting worksheet.

To calculate the subcontracting worksheet

1. Choose the icon, enter Subcontracting Worksheet, and then choose the related link.
2. To calculate the worksheet, choose the Calculate Subcontracts action.
3. On the Calculate Subcontracts page, set filters for the subcontracted operations, or the work centers
where they are performed, to calculate only the relevant production orders.
4. Choose the OK button.
Review the lines on the Subcontracting Worksheet page. The information in this worksheet comes from
the production order and production order routing lines and flows to the purchase order when that
document is created. You can delete a row from the worksheet without affecting the original information, just
as you can with the other worksheets. The information will reappear the next time you run the Calculate
Subcontracts function.
To create the subcontract purchase order
1. Choose the icon, enter Subcontracting Worksheet, and then choose the related link.
2. Choose the Carry Out Action Message action.
3. Select the Print Orders field to print the purchase order as it is created.
4. Choose the OK button.
If all subcontracted operations are sent to the same vendor location, then only one purchase order is created.
The worksheet line that was turned into a purchase order is deleted from the worksheet. Once a purchase order is
created, it will not appear in the worksheet again.

Posting Subcontract Purchase Orders

Once the Subcontractor Purchase Orders have been created, they can be posted. Receiving the order posts a
Capacity Ledger Entry to the production order and invoicing the order posts the direct cost of the purchase order to
the production order.
When the purchase is posted as received, then an output journal entry is automatically posted for the production
order. This only applies if the subcontract operation is the last operation on the production order routing.
Cau t i on

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.
To post a subcontract purchase order
1. Choose the icon, enter Purchase Orders, and then select the related link.
2. Open a purchase order that is created from the subcontracting worksheet.
On the purchase order lines, you see the same information that was in the worksheet. The Prod. Order No.,
Prod. Order Line No., Operation No., and Work Center No. fields are filled in with the information from
the source production order.
3. Choose the Post action.
When the purchase is posted as received, then an output journal entry is automatically posted for the production
order. This only applies if the subcontract operation is the last operation on the production order routing.
Cau t i on

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
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.

Provide troubleshooting guidelines that help service reps Set Up Troubleshooting

deliver faster service.

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 costs Set Up Pricing and Additional Costs for Services
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 Started
 Create Service Items
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 Service Items page, or as part of another process, such as when
working with a service order.

To create a service item

1. Choose the icon, enter Service Items, and then choose the related link.
2. Fill in the fields as necessary. Hover over a field to read a short description.

To create service items within a service order

When you receive items for service that you want to register as service items, you can create them as service items
in the Service Order or Service Quote pages.
1. Choose the icon, enter Service Orders, 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 Create Service Item action.
A number is assigned to the service item and a service item card is created. The Service Item No. field is
filled in with the number of the new service item.

To create a service item when shipping items

When you ship items by posting either sales orders or sales invoices, the shipped items are automatically
registered as service items if the following condition is met. The items must belong to a service item group with
the Create Service Item check box selected. If the items have serial numbers registered in the Item Tracking Lines
page, this information is copied automatically to the Serial No. field on the service item card when creating
service items.
The following procedure shows how to create service items when you ship items on sales orders.
1. Choose the icon, enter Sales Orders, and then choose the related link.
2. Open the relevant sales order.
3. Choose the Post or Post and Print action.
4. Choose the Ship or Ship and Invoice action.
5. The service items are automatically created for the items on the order, provided these belong to a service item
group that you have set up to create service items. If you registered specific serial numbers on the Item
Tracking Lines page, they will be assigned to these service items.
 NOTE
If an item is a BOM and you have exploded the BOM, the exploded BOM items are processed in the same way as regular
items. Service items are created based on the service items group condition and, optionally, the serial numbers condition.
Additionally, if a service item is created for an exploded BOM item that is made up of other BOM components, these items
are created as service item components for the exploded BOM service item.
If an item is a BOM and you have not exploded the BOM, a service item is created for it based on the service item group
condition and, optionally, the serial numbers condition.

To insert a starting fee for a service item

1. Choose the icon, enter Service Tasks, and then choose the related link.
2. Choose the Item Worksheet action.
3. Choose the service line, and then choose Actions, choose Functions, and then choose Insert Starting Fee
action.
A service line of type Cost is inserted with the starting fee. The starting fee applies to the selected service
item.

See Also
Set Up Service Items and Service Item Components
Setting Up Service Management
Service Management
 Set Up Standard Service Codes
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 standrd text linked to it. You create service lines
of each standard serice code on the Standard Service Code card. You then assign standard service codes to
service item groups on the Standard Serv. Item Gr. Codes page. Later, when you create a service document, you
can use the Get Standard Service 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.

To set up a standard service code

1. Choose the icon, enter Standard Service Codes, and then choose the related link.
2. Fill in the fields as necessary. Hover over a field to read a short description.
3. Fill in the service lines linked to this service code.

To assign a standard service code to a service item group

1. Choose the icon, enter Service item Groups, and then choose the related link.
2. Fill in the fields as necessary. Hover over a field to read a short description.
3. Fill in the service lines linked to this service code.

See Also
Service Management
 Configure Service Processes
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.

To enter general and mandatory settings

1. Choose the icon, enter Service Management Setup, and then choose the related link.
2. Fill in the fields as necessary. Hover over a field to read a short description.

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
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.

To specify the overall level of fault reporting to use

1. Choose the icon, enter Service Setup, and then choose the related link.
2. In the Fault Reporting Level field, choose one of the options described in the following table.

FAULT LEVEL DESCRIPTION

None No reporting codes are used.

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 You provide a combination of codes in the Fault Codes

and Symptom Codes tables. Typical symptom codes
include indicators that a customer might use to describe a
problem, such as a noise or a quality.

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.

To create fault and resolution code relationships

To be able to see the most common methods of repair for particular item faults when you are servicing the items,
you need to build up information on fault/resolution codes relationships. Use the Insert Fault/Resol. Codes
Relationships batch job to find all the combination of fault and resolution codes in posted service orders and
record them on the Fault/Resol. Codes Relationships page.
1. Choose the icon, enter Insert Fault/Resol. Codes Relationships, and then choose the related link.
2. Enter dates to define the period you want to include in the batch job.
3. To group the relationships by service item group, choose the Relation Based on Service Item Group check
 box.
4. To retain the records that you have already inserted manually on the Fault/Resol. Codes Relationships page,
choose the Retain Manually Inserted Rec. check box.

See Also
Setting Up Service Management
Service Management
 Set Up Service Offerings
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
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.

To set up troubleshooting guidelines

1. Choose the icon, enter Troubleshooting, and then choose the related link.
2. Fill in the fields as necessary. Hover over a field to read a short description.

To assign troubleshooting guidelines to items, service items, or service

item groups
1. Choose the icon, enter Items, Service Items, or Service Item Groups, and then choose the related link.
2. Choose the relevant entity, and then choose the Troubleshooting action.

See Also
Service Management
 Set Up Resource Allocation
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 assign skills to service items and resources

1. Choose the icon, enter Service Items or Resources, and then choose the related link.
2. Open the card for the service item or resource, and then choose one of the following:
For service items, choose Resource Skills.
For resources, choose Skills.

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.

To assign zones to customers and resources

1. Choose the icon, enter Customers or Resources, and then choose the related link.
2. Open the card for the service item or resource, and then choose one of the following:
For customers, choose a zone in the Service Zone Code field.
For resources, choose the Service Zones action.

To specify what to show when a resource is chosen

1. Choose the icon, enter Service Setup, and then choose the related link.
2. In the Resource Skills Option field, choose one of the options described in the following table.
 OPTION DESCRIPTION

Code Shown Displays the code only.

Warning Displayed Shows the information and displays a warning if you

choose a resource that is not qualified.

Not Used Does not show this information.

To update resource capacity

You may need to change the capacity of resources.
1. Choose the icon, enter Resource Capacity, and then choose the related link.
2. Choose the resource, and then choose the Set Capacity action.
3. Make the changes, and then choose Update Capacity.

To update skills for items, service items, or service item groups

If you want to change the skill codes assigned to items, for example from PC to PCS, you can do so either for an
item, service item, or for all items in a service item group.
1. Choose the icon, enter Items or Service Item, or Service Item Group, and then choose the related
link.
2. Choose the entity to update, and then choose the Resource Skills action.
3. On the line with the code to be changed, in the Skill Code field, choose the relevant skill code.
4. If the item has associated service items, a dialog box opens with the following two options:
Change the skill codes to the selected value: Select this option if you want to replace the old skill code
with the new one on all the related service items.
Delete the skill codes or update their relation: Select this option if you want to change the skill code on
this item only. The skill code on the related service items will be reassigned, that is, the Assigned From
field will be updated.

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
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.

To set up a service price group

You can set up groups containing service items that you want to receive the same special service pricing. You
assign service price groups to service items on service item lines. You can also assign service price groups to
service item groups.
1. Choose the icon, enter Service Price Groups, and then choose the related link.
2. Create a new service price group.
3. Fill in the Code and Description fields.
4. Choose the Setup action.
5. Fill in the fields as necessary. Hover over a field to read a short description.

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.

To set up a service price adjustment group

You can set up price adjustment groups to adjust service pricing of service items. For example, you can set up
price adjustment groups that adjust price of freight or spare parts.
1. Choose the icon, enter Service Price Adjustment Groups, and then choose the related link.
2. Create a new service price adjustment group.
3. Fill in the Code and Description fields.
4. In the Type field, enter the type of the entry that you want to adjust.
To adjust only one specific entry, enter the number of this entry in the No. field. When you leave this
field blank, your adjustment group will adjust all entries of the type defined in the Type field.
To adjust service prices related to only one specific service, fill in the Work Type field. When you leave
this field blank, it will just be ignored.
5. In the Description field, enter a short description of the service price adjustment.
6. To adjust service prices related to only one specific general product posting group, fill in the Gen. Prod.
Posting Group field.
 TIP
You can choose Details to add additional information about the adjustment group. For example, you can specify which item
belongs to the service price adjustment group, and whether this is an item, a resource, a resource group, or a service charge.

To set up additional costs for services

When you work with service items and service orders, you may need to register additional costs, such as travel
costs to particular service zones or starting fees. When you create a service order, you can insert these costs and a
line with the type Cost will be added to the order. Alternatively, if you want to apply the cost to all service orders,
you can set up a default cost. For example, if you always want to apply a starting fee.
To set up service costs
1. Choose the icon, enter Service Costs, and then choose the related link.
2. Fill in the fields as necessary. Hover over a field to read a short description.
To specify a default cost for service orders
1. Choose the icon, enter Service Setup, and then choose the related link.
2. In the Service Order Starting Fee field, choose the appropriate service cost.

See Also
Setting Up Service Management
Service Management
 Set Up Service Items and Service Item Components
2 minutes to read • Edit Online

To work with service items, you must set up the following

Service item groups.
Optional

To set up service item groups

You can set up groups of items that are related in terms of repair and maintenance. You can define default values
for service items in a service item group, such as response time, contract discount percent, and service price
group. For items in a service item group, you can select whether you want them to be automatically registered as
service items when they are sold.
You assign service item groups to items on the Item card, and to service items on the Service Item card.
1. Choose the icon, enter Service Item Groups, and then choose the related link.
2. Create a new service item group.
3. Fill in the Code and Description fields.
4. In the Default Contract Discount % field, enter the default contract discount percentage that you want the
service items in the group to have.
5. In the Default Serv. Price Group Code field, enter the default service price group code that you want the
service items in the group to have.
6. In the Default Response Time (Hours) field, enter the default response time in hours that you want the
service items in the group to have.
7. If you want to register the items in the group as service items when they are sold, select the Create Service
Item field.

To set up service item components

A service item can consist of several components, which can be replaced with spare parts when the item is
serviced. These components are set up on the Service Item Component List page. Additionally, if you want to
set up components for service items that are BOMs, you can copy the BOM items and create them as service item
components.
1. Choose the icon, enter Service Items, and then choose the related link.
2. Open the service item for which you want to set up components.
3. Choose the Components action. The Service Item Component List page opens.
4. Add a new component.
5. In the Type field, choose Service Item if the component itself is a registered service item. Otherwise, select
Item.
6. In the No. field, choose the item or service item that is a component of the service item.

To set up service item components from a BOM

1. Choose the icon, enter Service Items, and then choose the related link.
2. Open the service item for which you want to set up components from a BOM.
3. Choose the Components action. The Service Item Component List page opens.
4. Choose the Copy from BOM action.
If the item that the service item is linked to is a BOM, the components for all the items in the BOM are
created automatically.

To set up a service shelf

You can set up service shelves that identify where you store your service items. You assign service shelves to
service items on the Service Order and Service Item Worksheet pages.
1. Choose the icon, enter Service Shelves, and then choose the related link.
2. Fill in the fields as necessary.

See Also
Set Up Codes for Standard Services
Set Up Troubleshooting
 Set Up Work Hours and Service Hours
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.

To set up default service hours

You use the Default Service Hours page to set up the usual service working hours in your company. These
service hours are used to calculate the response date and time for service orders and quotes and to send response
time warnings. The default service hours are used for service contracts unless you specify special service hours for
a contract.
1. Choose the icon, enter Default Service Hours, and then choose the related link.
2. Fill in the fields as necessary. Hover over a field to read a short description.

IMPORTANT
If you leave the lines on the Default Service Hours page empty, the default value is 24 hours, valid only for calendar
working days.

To set up work-hour templates

You can use the Work-Hour Template page to set up templates that contain the typical working hours in your
company. For example, you can create templates for full time technicians and part time technicians. You can use
work-hour templates when you add capacity to resources.
1. Choose the icon, enter Work Hour Templates, and then choose the related link.
2. Fill in the fields as necessary. Hover over a field to read a short description.

NOTE
After you enter work hours for each day, the value in the Total per Week field is calculated automatically.

To set up contract specific service hours

You can use the Service Hours page to set up specific service hours for the customer that owns the service
contract. Service hours are used to calculate the response date and time for service orders and quotes that belong
to the service contract.
If you do not set up specific service hours for the service contract, the default service hours for service contracts
are used.
1. Choose the icon, enter Service Contracts, and then choose the related link.
2. Open the service contract you want to set up specific service hours for, and choose Service Hours.
3. To set up service hours based on default service hours, choose the Copy Default Service Hours action.
4. Edit the fields in the service hours entries. Insert or delete entries to set up the service hours for the contract.
Note that the fields Day, Starting Time and Ending Time are required for each line.
5. If you want the service hours to be valid from a specific date, fill in the Starting Date field.
6. If you want the service hours to be valid on holidays, select the check box in the Valid on Holidays field.

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
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. There 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.

To set up a repair status

1. Choose the icon, enter Repair Status, and then choose the related link.
2. Create a new repair status.
3. Fill in the Code and Description fields.
4. In the Service Order Status field, choose the order status to link the repair status to. The Priority field
displays the priority of the service order status you have chosen.
5. Choose a repair status. You can choose only one.
6. To be able to post service orders, including service items, with this repair status, choose the Posting Allowed
field.
7. To be able to manually change the service order status option to Pending in service orders including service
items with this repair status, choose the Pending Status Allowed check box.
8. Choose the In Process Status Allowed, Finished Status Allowed, and On Hold Status Allowed check
boxes in the same way.

To set up service status priorities

1. Choose the icon, enter Service Order Status, and then choose the related link.
2. Select the service order status you want to set a priority for.
3. In the Priority field, choose the priority you want for this service order status. Repeat this step for each status.

See Also
Service Order Status and Repair Status
Setting Up Service Management
 Set Up a Loaner Program
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
Service 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
2 minutes to read • Edit Online

Before you can work with contracts, you must set up the following:
Service contract groups, which gather service contracts that are related in some way.
Service 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.

To set up a service contract group

1. Choose the icon, enter Service Contract Groups, 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 Disc. on Contr. Orders Only check box if you want contract or service discounts to be valid only
for contract service orders, such as maintenance.

To set up a service contract account group

1. Choose the icon, enter Serv. Contract Account Groups, and then choose the related link.
2. Create a new service contract account group.
3. Fill in the Code and Description fields. These fields describe the service account group.
4. Fill in the Non-Prepaid Contract Acc. field, choose general ledger account number for the non-prepaid
account.
5. In the Prepaid Contract Acc. field, choose the general ledger account number for the prepaid account.

To set up a contract template

1. Choose the icon, enter Service Contract Templates, and then choose the related link.
2. Create a new service contract template.
3. In the No. field, enter a number for the contract template.
Alternatively, if you have set up number series for contract templates on the Service Mgt. Setup page, you
can press the Enter key to enter the next available contract template number. Fill in the other fields if
appropriate.
4. On the Invoice FastTab, fill in the Serv. Contract Acc. Group Code field, the Invoice Period, and so on.
Fill in the other fields if appropriate.
5. Choose the Service Discounts action to add contract discounts.

To set up a customer template

1. Choose the icon, enter Customer Templates, and then choose the related link.
2. Create a new customer template card.
3. On the General FastTab, enter a code and a description for the customer template in the Code and
Description fields respectively.
4. To define search criteria, fill in the other fields, such as Country/Region Code, Territory Code, and
Language Code.
5. Fill in the Gen. Bus. Posting Group and Customer Posting Group fields.

See Also
Setting Up Service Management
 Set Up Complex Application Areas Using Best
Practices
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

Start a free trial!

 Setup Best Practices: Supply Planning
2 minutes to read • Edit Online

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
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.

SETUP FIELD BEST PRACTICE COMMENT

Reordering Policy For more information, see Setup Best

Practices: Reordering Policies.

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, items
In manufacturing, select Never to allow that are set up for planning should
the planning system to cover all generally not be reserved.
demands.
If the user reserves an inventory
Select Optional for items that you may quantity for future demand, then the
want to reserve for top-priority planning foundation will be disturbed,
customers. and the reorder point may not work
correctly. Even if the projected inventory
Select Always for non-unique items, level is acceptable with regard to the
such as items of type miscellaneous reorder point, the quantities may not be
that are inbound for specific demands. 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 longer
period, but be prepared for more
A longer period enables you to provide rescheduling actions. If the supplier
better customer service, but will also requires firm planning, then shorten the
cause more rescheduling actions. period as much as possible.

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.
SETUP FIELD BEST PRACTICE COMMENT

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, for
available on the day before they are example, the demand is needed in the
needed. morning and the supply arrives in the
afternoon. Note: The Safety Lead
If using a new supplier, define a longer Time field uses the base calendar.
time until their delivery performance is Therefore, 14D is not necessarily two
known. weeks.

In manufacturing, define longer safety

lead times for critical components.

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.

Use for items that are subject to service

agreements.

Lot Accumulation Period If you want only few big orders and you The lot accumulation period is generally
accept to carry inventory, then set a the longest period that you will carry
long lot accumulation period. inventory.

If you want multiple small orders and

minimal inventory, then set a short lot
accumulation period.

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.

This means that when the inventory

level falls below 100 units, then the
planning system will suggest to
replenish because it takes seven days to
supply the item, and there must be
enough to cover the demand within
those seven days.

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.

Rounding Precision In expensive manufacturing, set to Large rounding quantities of scrap or

0.00001. material consumption can amount to
very large inventory costs. It may
therefore be relevant to set the smallest
rounding precision to minimize this
potential cost.
 NOTE
The best practices for planning parameters on item cards also apply to the same fields on SKU cards.
If companies plan for demand at different locations, then it is strongly advised to define SKUs for each location and that all
demand is created by using a value in the Location Code field. For more information, see Design Details: Demand at Blank
Location.

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
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.

SETUP FIELD BEST PRACTICE COMMENT

Use Forecast on Locations Select if you have forecasts for specific

locations.

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 you Use only if you want to allow all or
are migrating from Microsoft Dynamics some of your items to overflow the
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.

Default Dampener Quantity Set between 5 and 20 percent of the

item’s lot size.

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
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.

CLASS PERCENT OF TOTAL STOCK VOLUME PERCENT OF TOTAL STOCK VALUE

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.

SETUP OPTION BEST PRACTICE COMMENT

SETUP OPTION BEST PRACTICE COMMENT

Order Use for A items. A items, such as leather couches in a

furniture store, are high-value items
Use for make-to-order items. with low and irregular order velocity
where inventory is unacceptable, or the
In manufacturing, use for top-level required attributes vary. The best
items and for expensive components reordering policy is therefore one that
and subassemblies. plans specifically for each demand.

Use for items that are purchased as

drop shipments and special orders.

Do not use if you do not accept

automatic reservation.

Lot-for-Lot Use for B items. B items, such as dining chairs, have a

regular and fairly high order velocity,
In manufacturing, use for components but also high carrying costs. The best
that occur in multiple BOMs. This reordering policy for B items is
ensures that purchase orders are therefore one that is economical by
combined for the same vendor, so bundling demand in the reorder cycle.
better prices can be negotiated.
80 percent of items can use this policy.
Use if you are not sure about which
reordering policy to select. Can be used successfully without
planning parameters.

Fixed Reorder Qty. Use for C items. C items, such as tea cups, are low-value
items with high and regular order
Combine with reorder-point velocity. The best reordering policy for C
parameters. items is therefore one that guarantees
constant availability by always staying
In manufacturing, use for lowest-level above a reorder point.
components.
If the user reserves a quantity for some
Do not use if the item is often reserved. distant demand, then the 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 costs C items, such as tea cups, are low-value
or storing limitations. items with high and regular order
velocity. The best reordering policy for C
Combine with one or more order items is therefore one that guarantees
modifiers (Minimum/Maximum Order constant availability by always staying
Quantity or Order Multiple). above a reorder point, but below a
maximum inventory quantity.

To modify the suggested order, you

may want the order quantity to be
decreased to a specified maximum
order quantity, increased to a specified
minimum order quantity, or rounded up
to meet a specified order multiple.
Note: If used with a reorder point, then
inventory stays between the reorder
point and the maximum quantity.
See Also
Setup Best Practices: Supply Planning
Design Details: Handling Reordering Policies
Set Up Complex Application Areas Using Best Practices
Working with Business Central
 Setup Best Practices: Costing Method
2 minutes to read • Edit Online

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.

SETUP OPTION BEST PRACTICE COMMENT

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 the
Use for items with a limited shelf life, FIFO rule.
because the oldest goods need to be
sold before they pass their sell-by date. In inventory valuation, it is assumed
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 of
consistently maintained or increased any receipt of the item, selected by the
over time. LIFO rule.

In inventory valuation, it is assumed

that the last items placed in inventory
are sold first. Note: When prices are
rising, the value on the income
statement decreases. This means that
tax liabilities decrease, but the ability to
borrow cash deteriorates. Important:
Disallowed in many countries/regions,
as it can be used to depress profit.

Average Use where the product cost is unstable. An item’s unit cost is the exact cost at
which the particular unit was received.
Use where inventories are piled or
mixed together and cannot be
differentiated, such as chemicals.

Specific Use in production or trade of easily An item’s unit cost is calculated as the
identifiable items with fairly high unit average unit cost at each point in time
costs. after a purchase.

Use for items that are subject to For inventory valuation, it is assumes
regulation. that all inventories are sold
simultaneously.
Use for items with serial numbers.
 SETUP OPTION BEST PRACTICE COMMENT

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 values.
Use where there is discipline and staff
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
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
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.

Create a configuration package, customize a package, assign Prepare a Configuration Package

tables to a package, review or edit existing customer data,
create the new company and then move test data to the
production environment.

See Also
Setting Up a Company With RapidStart Services
Administration
 Manage Company Configuration in a Worksheet
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.

To open the configuration worksheet

1. In Business Central, open the company that is the baseline for configuration, and then open its RapidStart
Services Implementer Role Center.
2. Choose the icon, enter Configuration Worksheet, and then choose the related link.

To add a table to the worksheet

1. On the Config. Worksheet page, choose the Edit List action.
2. On the first line, in the Line Type field, select Table.
3. In the Table ID field, select the table that you want to add to your configuration.
4. In the Page ID field, enter the ID of the page that is associated with the table. For standard tables, this value
is automatically filled in. For custom tables, you must provide the ID.
5. In the Reference field, enter the URL of a documentation page, for example in Help, that provides best-
practice information or instructions o setting up the table.
6. To add related tables, 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 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.

To add multiple tables to the configuration worksheet

1. Choose the Get Tables action. The Get Config. Tables batch job page opens.
2. On the Options FastTab, specify the types of tables that you want to add to the configuration, as described
in the following table.

OPTION DESCRIPTION

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.

To specify a set of fields and records for a configuration table

1. Select a table in the list of configuration tables, and then chose the Edit List action.
2. Select a table for which you want to specify field information, and then choose the Fields action.
3. To select just the fields that you want to include, choose the Clear Included action. To add all fields, choose the
Set Included action.
4. o specify that the field data should not be validated, clear the Validate Field check box for the field.
5. Choose the OK button.
6. To filter to a certain set of records to include in the configuration worksheet, choose the Filters action, and then
specify the appropriate filter values.
You can create areas of functionality and groups of tables in the worksheet in order to put similar functionality
together. For example, in setting up the chart of accounts for your configuration, you may decide to create a group
of posting tables. Typically, areas are used to group a set of tables that correspond to a functional area. Each area
can contain groups. A group can be used to arrange tables that have a common meaning together.
The following procedure describes how to add area and group designations, after you have created the initial list of
tables. After you have added these categories, you can continue to add and modify your list of tables.

To categorize and group functionality in the worksheet

1. At the beginning of an area, insert a new line in the worksheet.
2. In the Line Type field, choose Area. In the Name field, enter a name for the area.
3. At the beginning of a grouping of tables, insert a new line in the worksheet.
4. In the Line Type field, choose Group. In the Name field, enter a name for the area. The group name is
automatically indented.
5. To move tables to the appropriate category, select a table to move, and then choose the Move Up or Move
Down action. Alternatively, you can delete a worksheet line and insert the table again in the required location.
Some Business Central tables are standard and the data in these is not likely to change from implementation to
implementation. Consequently, to help your customer focus, you can remove these tables from the worksheet after
you have included them in the configuration package. Once added, the tables remain part of the configuration
package.

To remove a standard table in the worksheet

After you have added all necessary tables to a configuration package, determine which tables will not require
customer attention.
1. Select the tables, and then delete them by choosing the Delete action.

NOTE
The tables remain in the package even though they are deleted from the worksheet.

To review and customize existing database data

As you create a configuration package for a solution, you can view and customize the available database data to
suit your customer needs. The database table has to have an associated page.

To customize data in the database

1. On the Configuration Worksheet page, identify the tables whose data that you want to view or customize.

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.

2. Choose the Database Data action.

The Business Central page for the page opens.
3. Review the available information. Modify it as necessary by deleting records that are not relevant or by
adding new ones.

See Also
Set Up Company Configuration
Setting Up a Company With RapidStart Services
Administration
 Prepare a Configuration Package
9 minutes to read • Edit Online

When you configure a new company, 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.

Before You Create a Configuration Package

There are some things to consider before you create a configuration package because they will impact you or your
customer's ability to import it.
Tables That Contain Posted Entries
You cannot import data to tables that contain posted entries, such as the tables for customer, vendor, and item
ledger entries, so you should not include this data in your configuration package. You can add entries to these
tables after you import the configuration package by using journals to post the entries. For more information, see
Posting Documents and Journals.
Licensing
Your license must include the tables you are updating. If you are unsure, the Configuration Worksheet page can
help. If your license includes the table, the Licensed Table check box is chosen.
Permissions
The process of creating and importing a configuration package involves the following effective permissions for all
tables in the package:
The user who exports data for the configuration package must have Read effective permissions.
The user who imports the configuration package must have Insert and Modify effective permissions.
Database Schema
When exporting and importing configuration packages between two company databases, the databases should
have the same schema to ensure 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 with different primary keys and fields with different data types will also not
successfully import. 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, then data will not be imported.

To create a configuration package

1. Choose the icon, enter Configuration Packages, and then choose the related link.
 2. Choose the New action.
3. On the General FastTab, fill in the fields as appropriate. Hover over a field to read a short description.
4. To exclude the configuration questionnaires, configuration templates, and configuration worksheet tables
from the package, select the Exclude Configuration Tables check box. Otherwise, these tables will be
added to the list of package tables automatically when you export the package.
5. Choose the Get Tables action. The Get Package Tables batch job page opens.
6. Choose the Select Tables field. The Config. Selection page opens.
7. Choose the Select All action to add all tables to the package, or select the Selected check box for each
table in the list that you want to add.
8. Choose the OK button. The count of tables that you have selected is indicated in the Select Tables field.
Specify additional options, and then choose the OK button. Business Central tables are added to the lines of
the Config. Package page.

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 Export 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.
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 Export 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.

To customize a configuration package

Use the configuration worksheet to gather and categorize the information that you want to use to configure a new
company, and arrange tables in a logical way. Formatting in the worksheet is based on a simple hierarchy: Areas
contain groups, which in turn contain tables. Areas and groups are optional, but are necessary to enable an
overview of the configuration process on the RapidStart Services Role Center.
1. Choose the icon, enter Configuration Worksheet, and then choose the related link.
2. In the Line Type field, choose Area. In the Name field, enter a descriptive name.
3. In the Line Type field, choose Group. In the Name field, enter a descriptive name.
4. In the Line Type field, choose Table. In the Table ID field, select the table you want to include in the
worksheet.
You can now assign the tables to specific configuration packages that you have created or plan to create. For more
information, see To assign a table to a configuration package.

To work with promoted tables

1. Select the Promoted Table check box to indicate a table that is frequently used during the setup process by a
typical customer, for example, the G/L Account table. When a table has this designation, a customer will be
able to easily filter his worksheet to see just the list of promoted tables that require attention.
2. To see the filtered view, choose the Promoted Only action. The list of tables contains only those tables that
have the check box selected.

To assign a table to a configuration package

After you have defined the tables that you want to treat as part of your configuration, you can easily assign the
tables to configuration packages. You can assign a table to one package only. In the following procedure, you
assign the package from within configuration worksheet.
 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.

To review or customize existing database data

As you create a configuration package for a solution, you can view and customize the available database data to
suit your customer needs. The database table must have an associated page.
1. Choose the icon, enter Configuration Worksheet, and then choose the related link.
2. In the configuration worksheet, identify the tables whose data that you want to view or customize.

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.

To copy data from a test environment to a production environment

After you have vetted and tested all your setup information, you can proceed to copy data to your production
environment. You create a new company in the same database.
1. Open and initialize the new company.
2. Choose the icon, enter Configuration Worksheet, and then choose the related link.
3. Choose the Copy Data from the Company action.
4. On the Copy Company Data page, choose the Copy From field. The Companies page opens.
5. Select the company from which you want to copy data, and then choose the OK button. A list of tables selected
on the configuration worksheet opens. Only tables that contain records are included in this list.
6. Select the tables that you want to copy data from, and then choose the Copy Data action. On the Copy
Company Data page, choose the OK button.

See Also
Gather Customer Setup Values
Set Up Company Configuration
Setting Up a Company With RapidStart Services
Administration
 Apply Configurations to New Companies
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

Create a new company in which to perform a customer Create a New Company

implementation.

Import and apply a configuration package to a new company. Configure New Companies

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 newly Create Journal Opening Balances
configured company and then apply the resulting journal
entries.

See Also
Setting Up a Company With RapidStart Services
Administration
 Create a New Company
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.

To use the sample BASICCONFIG configuration package

1. Open the CRONUS International Ltd. company. For more information, see Change Basic Settings.
2. Choose the icon, enter Configuration Packages, and then choose the related link.
3. Choose the BASICCONFIG package from the list, and then choose the Export Package action.
Use the following procedure to create a new company, and use the BASICCONFIG package as part of the process.

To create a new company

1. Create a new company. For more information, see Creating New Companies in Business Central.
2. From the RapidStart Services Implementer Role Center, you can now import the configuration package that
you exported from the CRONUS International Ltd. company.
After you create a new company, some tables are automatically filled in, even if no company template is applied.
For example, you can review the standard codes for posting and batch transactions on the Source Code page. If
you provide a local version of Business Central, you should review this table and consider any local language
issues.

About Data Tables

Business Central, data tables come in two basic types: Master and Setup. When you are setting up a company
configuration, you can use these types to focus your configuration strategy.
Master Data Tables
The following table lists some of the master data tables. When you initialize a new company, these tables are
empty.

TABLE NO. TABLE NAME

15 G/L Account

18 Customer

23 Vendor
 TABLE NO. TABLE NAME

27 Item

5050 Contact

Setup Data Tables

The following table lists some of the setup data tables, in which you capture setup information in the configuration
questionnaire. These tables contain baseline information when the company is created.

TABLE NO. TABLE NAME

98 General Ledger Setup

311 Sales & Receivables Setup

312 Purchases & Payables Setup

313 Inventory Setup

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.

TABLE NO. TABLE NAME

3 Payment Terms

4 Currency

6 Customer Price Groups

5700 Stockkeeping Unit

See Also
Apply Configurations to New Companies
Setting Up a Company With RapidStart Services
Administration
 Configure New Companies
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.

Before You Import a Configuration Package

Before you import a configuration package it is a good idea to verify that the following statements are true.
Otherwise, you or your customer will not be able to import the configuration package.
Your license includes the tables you are updating. If you are unsure, the Configuration Worksheet can help. If
your license includes the tables, the Licensed Table check box is chosen.
The user who imports the configuration package has Insert and Modify effective permissions to all of the tables
that the package will update. For more information, see Assign Permissions to Users and Groups

To import a configuration package

1. Open the new company in the Business Central database.
2. Choose the icon, enter Configuration Packages, and then select the related link.
3. Choose the Import Package action.
4. Navigate to the location where you have saved the .rapidstart configuration package file, and then choose the
Open button.
5. Choose the icon, enter Company Information, and then choose the related link. Enter information about
the company in the company information card. Include information, such as bank details. You can also provide a
logo for the company.
All the tables that you have designated for inclusion in the new company are imported. At this point, you can apply
the package data to the database, or adjust and modify the table data to meet your customer specifications.

To apply package data

1. Choose the icon, enter Configuration Worksheet, and then select the related link.
2. Select a table that you want to modify data for, and then choose the Apply Data action. Choose the Yes button
to confirm the application.
3. To confirm that the data is now in the database and that the application has succeeded, return to the Config.
Worksheet page and choose the Database Data action.

NOTE
After you apply data, you can only see it in the database. It is no longer in the package.
To modify and apply package data
1. Choose the icon, enter Configuration Worksheet, and then select the related link.
2. Select a table that you want to modify data for, and then choose the Package Data action.
3. On the Config. Package Records page, make your modifications. For example, you can delete options that do
not apply.
4. Choose the Apply Data action, and then choose the OK button.
5. To confirm that the data is now in the database and that the application has succeeded, return to the Config.
Worksheet page and choose the Database Data action.

To locate and identify a configuration error

There are certain types of errors that may occur when you apply data to a database. The most common error is
that required related tables were not included. You fix such errors in the configuration worksheet.
1. Choose the icon, enter Configuration Packages, and then select the related link.
2. Select the package you want to review, and then choose the Edit action.
Any table that has errors is highlighted. The number of package errors is displayed in the No. of Package
Errors field.
3. Choose the No. of Package Errors field to open the Config. Package Records page, which lists the
records with errors.
To fix an error
1. Open the company that is based on your configuration package.
2. Choose the icon, enter Configuration Worksheet, and then select the related link.
3. Fix errors, such as add missing related tables to the worksheet.
4. Add the tables to the existing configuration package, or create a new package that only contains the new
tables. For more information, see Prepare a Configuration Package.
5. Reopen the new company that you are implementing the configuration for.
6. Import the configuration package.

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
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.

To configure a new company

1. On the RapidStart Services Implementer Role Center, choose the RapidStart Wizard action.
2. Expand the Step 1 FastTab, which contains general information about the new company. Enter the
appropriate information about the new company in the fields. There is one field that you are required to fill
out, Name. The rest of the fields are optional.
3. Expand the Step 2 FastTab, which contains communication and contact information for the new company.
Enter the appropriate information about the new company in the fields.
4. Expand the Step 3 FastTab, which contains bank account and payment information for the new company.
Enter the appropriate information about the new company in the fields.
5. Expand the Step 4 FastTab. Choose the AssistEdit button to select the configuration package you want to
apply. The name of the configuration package is displayed. You can then perform the following actions, in
the listed order:
a. Apply the configuration by choosing the Apply Package action. This imports the configuration
package and applies the package database data all at the same time.
b. Review the configuration after it has been applied. This option lets you review configuration details
and questionnaires provided by the partner and import some master data that is required for your
company. Choose the Configuration Worksheet action. For more information, see To complete the
configuration questionnaire.
6. Expand the Step 5 FastTab. Specify which Role Center that you want to be the default for the new 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.

7. Choose the OK button.

8. To verify that the configuration information has been applied to the new company, Choose the icon, enter
Company Information, and then choose the related link.
The Company Information page contains information that you have specified.
You have now configured the company and applied data to it.

See Also
Apply Configurations to New Companies
Setting Up a Company With RapidStart Services
Administration
 Copy Data to New Companies
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.

To copy data to a new company using RapidStart Services

1. Open the new company.
2. Choose the icon, enter Configuration Worksheet, and then choose the related link.
3. Choose the Copy Data from Company.
4. On the Copy Company Data page, choose a company to copy from in the Copy From field, and then choose
the OK button.
5. Select a table from one of the configuration packages that you have imported, and then choose the Copy Data
action.

See Also
Apply Configurations to New Companies
Setting Up a Company With RapidStart Services
Administration
 Create Journal Opening Balances
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.

To apply the entries in a journal to a new company

1. Configure a new company and apply a configuration package to it. For more information, see Configure a
Company with the RapidStart Wizard.
The new company does not contain information about journal opening balances.
2. Open the configuration worksheet and import existing data about customers, items, vendors, and the
general ledger. For more information, see Migrate Customer Data.
3. Choose, for example, the Create G/L Acct. Journal Lines action.
4. Fill in the Options FastTab as appropriate, and set filters as needed. For example, in the Journal Template
field, enter a name.
5. Choose the OK button. The records are now in the journal, but the amounts are empty.
6. Export the journal table to Excel and manually enter the posting and balancing account information from the
legacy data.
7. Import and apply the table information into the new company. The journal lines are ready for posting.
8. In the configuration worksheet, select the journal line table, and then choose the Database Data action.
9. Review the information, and then choose the Post action.
10. Repeat the steps to import and post any other opening balances.

See Also
Apply Configurations to New Companies
Setting Up a Company With RapidStart Services
Administration
 Gather Customer Setup Values
7 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.

To create a configuration questionnaire

You can use a questionnaire to help you determine the scope and needs of configuration. You can create a new
questionnaire, or modify an existing questionnaire by adding new questions or question areas.
You can create questionnaires for setup-type tables only. For example you can use the tool to provide information
to the following pages:
Company Information
Fixed Asset Setup
General Ledger Setup
Inventory Setup
Assembly setup
Manufacturing Setup
Purchases and Payables Setup
Marketing Setup
Service Setup
Sales and Receivables Setup
Warehouse Setup

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.

To complete the configuration questionnaire

You use the configuration questionnaire to structure and document a detailed discussion about the customer’s
specific needs. You also use it to collect setup data from the customer to configure the relevant Business Central
setup tables, such as the general ledger, inventory, and customers.

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 Export to Excel action, optionally the Export
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 Import 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.

To complete a questionnaire from the configuration worksheet

The following procedure provides an alternative way of accessing configuration questionnaires. It assumes that
the configuration package that you have been provided includes questionnaires.
1. After you import a configuration package, open the configuration worksheet.
2. For each table for which there is a question area, choose the Questions action. The questionnaire page opens.
3. Answer the questions, and then choose the Apply Answers action.
4. Choose the OK button to close the questionnaire.

To validate the configuration questionnaire

It is important to validate the configuration questionnaire before you apply it to the Business Central format. It is
also a way to make sure that data formatting is preserved during the import from Excel.
A common validation task is to check that text strings are not entered in date fields. This review process is
necessary because the format of the answer in the questionnaire is not validated automatically when you run the
Apply Answers function.

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.

To apply answers from the configuration questionnaire

After you have imported and validated information from a configuration questionnaire, you can transfer, or apply
the setup data to the corresponding tables in the Business Central database.
1. Choose the icon, enter Configuration Questionnaire, and then choose the related link. The Config.
Questionnaire page opens.
2. Select a configuration questionnaire from the list, and then choose the Edit List action.
3. You can apply answers in one of two ways.
To apply the whole questionnaire, choose the Apply Answers action.
To apply answers for a specific Question Area only, choose the Question Areas action, select a Question
Area in the list, and then choose the Apply Answers action.
To verify that answers have been applied successfully
1. Check setup pages for the various functional areas of Business Central. To locate the page, choose the icon,
enter the name of the setup page, and then choose the related link.
2. Verify that the fields have been populated with the correct data from the various question areas in the
configuration questionnaire.
You have now configured setup with the customer’s business information and rules.

See Also
Setting Up a Company With RapidStart Services
Administration
 Prepare to Migrate Customer Data
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 Export types.

NOTE
Fields of type Blob cannot be exported/imported using Excel.

To select a data template

When you select an existing data template, you must evaluate if the templates that you created for the new
company are sufficient for the customer. Review the provided fields and values to determine which templates are
appropriate for a new company.

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.

To create a new data template

You can create a new data template if the default templates do not meet the needs of your new company. 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 lines. 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 Mandatory 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 Mandatory check box for those fields to have the user fill
them in and thereby avoid a posting error later.

5. In the Reference field, enter information about the field as needed.

6. Choose the OK button

To export to a template in Excel

You can create an Excel workbook to serve as a template that is based on the structure of an existing database
table quickly. You can then use the template to gather together customer data in a consistent format for later
import into Business Central.
1. Choose the icon, enter Configuration Worksheet, and then choose the related link.
2. Add a table to the list, or select an existing table. For more information, see Manage Company Configuration in
a Worksheet.
3. Define the fields from the table that you want to include in the template.
4. Choose the Export to Template action.
5. Name and save the Excel file. The Excel workbook is automatically opened.
You can now enter customer data in the Excel worksheet. If you have exported multiple tables, each table will be
on its own worksheet. Save the workbook before you continue with the next procedure.

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.

To import from a template in Excel

1. On the Configuration Worksheet page, and then choose the Import from Template action.
2. Navigate to the template worksheet that you have created, and then choose the Open action.
3. To add the collected customer data to the database, choose the Apply Data action.
When you apply data from a template in Excel to a table that also has a configuration template linked to it in the
configuration package, the default field values from the configuration template are also applied.
Any record whose data is applied in this manner is complete, because it consists of data entered by a user in Excel,
plus the default values specified by the configuration template.

To create a record from a configuration template

You can use the structure of data that is contained in the data templates to convert your information into records
in the database, one-by-one. To do so, you use the Create Instance function. This is a miniature version of the
data migration process and can be useful for prototyping or treating smaller data creation tasks.
The following steps illustrate how to create an item card from an item data template. You can create a record from
any data template using the same procedure.
1. Choose the icon, enter Configuration Templates, and then choose the related link.
2. Select the Item template, and then choose the Edit action. For more information, see To create a data template.
3. Choose the Create Instance action. An item card is created.
4. Choose the OK button.
5. To review the new item card, choose the icon, enter Items, and then choose the related link.
6. Open the new item card.
7. Expand various FastTabs, and verify that the information was created correctly on them.
To use a configuration template on a record
You can apply a data template to any record that is in Business Central and use this technique to change or modify
a record. However, when you do this, you overwrite existing values in the record with those of the template.
Consequently, you should be careful when you apply a template to existing records.

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.

The following procedure is based on a new customer card.

1. Create a customer. For more information, see Register New Customers.
2. On the Customer Card page, choose the Apply Template action.
3. On the Customer Templates page, select one of the templates, and then choose the OK button.
The default values from the chosen customer template are inserted on the customer card.

See Also
Setting Up a Company With RapidStart Services
Administration
Register New Customers
 Migrate Customer Data
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 Overview 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.

To import configuration packages

When you create a new company, you can import company settings for the new company. You import the settings
from a .rapidstart file, which delivers the package contents in a compressed format. A corresponding set of default
data migration tables are imported. The data set contains master data tables and the setup data tables. Your first
task in data migration is to evaluate if the default migration setup meets the needs of the new company.

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 permission set, or be an internal or delegated administrator. 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.

1. Open the new company.

2. Choose the icon, enter Configuration Packages, and then choose the related link.
3. Choose the Import Package action. Navigate to the .rapidstart package file that you want to import, and
then choose the Open action. During import, the package contents are decompressed and the package
record is created.
When the import is complete, you can see the number of configuration tables that have been imported in
the No. of Tables field.
4. To review the list of configuration tables, choose the View action.
5. To apply the package, choose the Apply Package action.

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.

To create a data migration file

You can create new data migration files and customize them to support your business.

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.

A new migration table is created.

To export data migration files

When you have determined the tables that you want to transfer customer data to, you export the files.
1. Choose the icon, enter Configuration Packages, and then choose the related link.
2. Select and open the package that you want to use for export.
3. Select the table or tables that you want to export, and then choose the Export to Excel action.
4. Save the exported Excel file.
5. Repeat this procedure for all the relevant data migration tables. If you select multiple tables at the same time,
the export of their data is into a common workbook.
If the table is empty, the resulting data migration file contains empty cells for the fields you selected when you
chose or created migration tables for your new company. If the selected data migration table contains data, it will
be exported.

To map values to be used during import

When you apply data that you have imported from Excel or from a RapidStart package, Business Central treats
and handles the mapping based on table relations:
If you define a mapping directly for a field in a table, then Business Central uses it.
If the field has a relation to another table, Business Central searches for the mapping defined for the
primary key field in the related table. The related table, however, must be part of the configuration package.
If mapping information is defined in both places, for the field directly and for the primary key in the related
table, then Business Central will search for the mapping in both places.
If the same mappings are defined directly for a field and in the related table, but have different new values,
the mapping that is defined directly for the field takes priority over the mapping that is defined for the table
that the field is referencing.
In the following procedures, you should review in advance which values you want to retain during the migration
process. To perform the following procedures, you need data migration files (.xlsx) that you have exported from
Business Central. For more information, see To export data migration files.
1. Choose the icon, enter Configuration Packages, and then choose the related link.
2. Open the package for the company in question.
3. Select the table for which you want to map values, and then, on the Tables tab, choose the Fields action.
4. For each field that you want to map, choose the Mapping action.
5. In the Old Value field, enter the value that you want to change. In the New Value field, enter the value that
you want the old value to be changed to. Choose the OK button.
6. Import the customer data. For more information, see To import customer data.
7. In the No. of Package Errors field, see if there are any errors reported. If there are, drill down to see the
errors. The Config. Package Records page opens.
8. Choose the Show Error action. You will receive the following error: XX is not a valid option. Valid options
are: XX. Choose the OK button.
9. To apply the mapping that you have set up, choose the Apply Data action.
Mapping Example
The following example illustrates how Business Central implements mapping definitions.
1. Create a configuration table that has a Salesperson/Purchaser table. Define a mapping for the Code field.
2. Add additional tables to the package, for example, Customer and Vendor. These tables both reference the
Salesperson/Purchaser table through the Salesperson Code and Purchaser Code fields respectively.
3. When you apply data, the mapping that you provided for the Code field in the the Salesperson/Purchaser
 table will also be considered during the processing of the Salesperson Code and Purchaser Code fields.

To add additional values to Business Central

1. Choose the icon, enter Configuration Packages, and then choose the related link.
2. Select the table for which you want to add additional values, and then, on the Tables tab, choose the Fields
action.
3. For the fields for which you want Business Central to permit additional values during migration, select the
Create Missing Codes check box.
4. Import the customer data. For more information, see To import customer data.

To clean up and process data before applying data

In some cases, you may want to clean up customer data and process it before you apply it to the database. To do
that, you can use the Config. Package - Process batch job to fix issues, such as:
Convert dates and decimals to the format required by the regional settings on a user's computer.
Remove leading/trailing spaces or special characters.
When you have run the batch job, use the following procedure to process the data.
1. Open the configuration package for the company.
2. Choose the Process Data action.
3. To apply the mapping that you have set up, choose the Apply Data action.

To migrate customer data

When you have exported a migration table, your next step is to enter the customer’s legacy data. 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 assistance with XML, enable the Developer tab of the Excel ribbon, and then choose the Source action to see
the XML schema of your migration table as represented in Excel.
The following procedure is based on an Excel worksheet that you have created for migration. For more
information, see To export data migration files.

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 Import from
Excel action.
3. Locate and open the file that you want to import data from.
4. On the Config. Package Import Preview page, review the content that will be imported.
The Config. Package Import 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 Import 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.

To validate customer data

Customer data must be validated before you apply the records to the Business Central database.

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 Overview 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 Overview 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.

To apply customer data

When you have imported all data migration records that are valid and have no errors, you can apply the records
to the Business Central database.
1. Open the Configuration Packages page.
2. Select the table for the data migration file that you want to apply, and then choose the Apply Data action.
You can see the number of database records that have been created in the No. of Database Records field. You
can verify that the correct records have been created by choosing the link in the No. of Database Records field.
The customer’s company database is now set up and basic data is imported. Your next steps in the implementation
process are to train users, define processes, create additional data, customize reports, and so on.

See Also
Setting Up a Company With RapidStart Services
Administration
 Create Custom Company Configuration Packages
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.

To create a custom company configuration package

1. Create a new company. For more information, see Creating New Companies in Business Central.
2. Set up the new company in the way you need. Fill in all required setup tables.
3. Open the new company.
4. Open the Configuration Worksheet page.
5. Add the tables that you want to transfer to another company to the worksheet. Assign the worksheet lines to
the package.
6. Create a questionnaire for the most frequently used setup tables.
7. Create configuration templates to make it easier to create master data, such as customers or items.
8. Export your package as a .rapidstart file.

See Also
Setting Up a Company With RapidStart Services
Administration
 Tips and Tricks: RapidStart Services
2 minutes to read • Edit Online

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.

Take advantage of configuration templates

Configuration templates can help you streamline your implementation process. By using them, you can include
similar customers in segments and then develop an implementation protocol that treats all customers in a segment
in a similar manner. In that way, you can apply a level of preconfiguration to each segment and continue with a
rapid implementation.

Configuration questionnaires
To aid the process of filling out a configuration questionnaire, consider defining default answers to indicate best
practices.

Batch creation of journal lines

We recommend that you use the data migration tools provided to migrate journal entries. Otherwise, if you use a
batch job to create journal lines, that has a limited scope and only generates pre-default fields into a journal. The
rest of the journal then has to be completed manually.

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
 Using Business Central as your Business Inbox in
Outlook
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.

Getting the Add-in

It is easy to get started with the Business Central add-in for Outlook. In the Set up your Business Inbox in
Outlook assisted setup guide, you can set up the connection for yourself or for your organization if your
organization uses Office 365. Simply specify your Office 365 user name and password, if you are prompted, and
tell us if you want to receive a sample email message. The Business Central add-ins are then automatically added
to your Outlook. For more information, see Minimum Requirements for Outlook.
Then, when you open Outlook, you will see an email message from Dynamics 365 Business Central Admin. The
new add-ins are added to the Outlook ribbon, and in the browser, you can see the Business Central add-ins
immediately above or below the body of the email message. The add-ins are updated periodically, and you'll get
notified that a new version is ready for you in Outlook.

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 Office 365 restrict users’ permissions to deploy add-ins. So you must make sure that you
have an Office 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 Office 365 for free.

Using the Contact Insights Add-in

Let's say that you get an email from a customer that wants to get a quote on some items. Directly in Outlook, you
can open the Business Central add-in, which recognizes the sender as a customer, and opens the customer card
for his company. From this dashboard, you can see overview information for the customer, as well as drill down
for more detail on specific documents. You can also dig into the sales history for the customer. If it's a new
contact, you can create them as a new customer in Business Central without leaving Outlook.
In the add-in, you can create a sales quote and send it back to this customer without leaving Outlook. All of the
information that you need to send the sales quote is available in your business inbox in Outlook.
Once you have the data entered, you can post the quote. You can then send it by email. Business Central
generates a .PDF file with the sales quote and attaches it to the email message that you draft in the add-in.
Similarly, if you get an email from a vendor, you can use the add-in to work with vendors and purchase invoices.
Sometimes you want to see more fields than you can see in the add-in, such as when you want to fill in lines in an
invoice. To give you a bit more space to work with, you can pop out the add-in to a separate page. It's still part of
Outlook, but you have more space. As you enter data for the document in the pop-out view, the changes are
automatically saved. When you are done entering data for the document, you can choose the OK button.
Choosing the add-in frame in Outlook automatically refreshes the document with the changes you made in the
pop-out view.

Creating Invoices from Your Meeting Appointments

Some businesses record all billable appointments in the Outlook calendar. With Business Central, you can create
the invoice for the customer right from the calendar item: Open the appointment, and then you can open the
Business Central add-in, look up existing information or create an invoice or another sales document right there.

Doing Quick Document Lookup

The Business Central Document Links add-in gives you quick access to documents mentioned in email messages.
The add-in is available for an email message if a document number is recognized in the body of the message.
Opening the add-in provides quick access to the document.
For example, if you receive an email message that mentions the text S -QUO100, Business Central identifies that
as a sales quote, and so you can open this document in Outlook. In Outlook, choose the Document Links button
immediately above the body of the email message. In the Outlook Web App, choose the S -QUO1001 text in the
body of the email message.
In the Document Links add-in, you can modify and take actions with the document, just like you can in Business
Central.

Adding the Add-ins Manually

In some cases, the add-ins do not get added automatically to Outlook. Even if you or a colleague ran the assisted
setup guide on behalf of the company, Business Central might not show up in Outlook. If you experience this
issue, you can add the Business Central add-ins manually.
First, you must verify that you have access to the add-ins in your Office 365 account. Quite simply open your
Outlook in a browser, open a message, select More actions (...) at the top of the message, and then, at the bottom
of the list, choose Get Add-ins. This opens the Add-ins for Outlook page, where you can enable Business
Central for your Outlook. Then, when you navigate back to Outlook, Business Central should be available.
Similarly in the Outlook desktop client, you can verify that Business Central is listed on the Get Add-ins page.
In both cases, if Business Central is still not available, you have to get the add-in manifest files. For more
information, please contact your Office 365 administrator.

Using Other Email Accounts

The add-ins are designed to be used with Office 365. If you use Business Central on-premises, your administrator
will know if you can use the Business Central add-ins in Outlook. For more information, see What email address
can I use with Business Central? and Features that require specific circumstances.

See Related Training at Microsoft Learn

See Also
Getting Started
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
 Synchronize Contacts in Business Central with
Contacts in Microsoft Outlook
2 minutes to read • Edit Online

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 Office 365 email account. You
can check this in the Office 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 Office 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 Office 365
This action synchronizes all changes from Business Central to Office 365 since the previous synchronization,
based on the last modified date. Any new contacts from Office 365 will be synchronized back to Business
Central as well. This is typically faster than doing a full sync.
Full Sync with Office 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 Office 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 Started
Finance
Sales
Purchasing
Using contacts (People) in Outlook on the web
 Using Business Central without Outlook
2 minutes to read • Edit Online

Business Central has deep integration with Office 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 an Office 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 Started
Using Business Central as your Business Inbox in Outlook
Getting Business Central on my Mobile Device
Send Documents by Email
 Enabling Your Business Data for Power BI
10 minutes to read • Edit Online

Getting insights into your Business Central data is easy with the Business Central apps for Power BI. Power BI
retrieves your data and then builds an out-of-the-box dashboard and reports based on that data.
You must have a valid account with Business Central and with Power BI. Also, you must download Power BI
Desktop if you wish to create your own Power BI reports. Power BI apps require permissions to the tables where
data is retrieved from. More details on the requirements are described below.

IMPORTANT
The Power BI Apps that are described in this article are designed to use Azure Active Directory as the authentication
mechanism unless otherwise specified. To install a Power BI App, you must also have a Power BI Pro license. Once the Power
BI App is installed, it may be shared with users with any license type.

Dynamics 365 Business Central has published the following apps for Power BI:
Dynamics 365 Business Central - CRM
Dynamics 365 Business Central - Finance
Dynamics 365 Business Central - Sales
Dynamics 365 Business Central(on-premises) - CRM
Dynamics 365 Business Central(on-premises) - Finance
Dynamics 365 Business Central(on-premises) - Sales

Using the Business Central dashboards in Power BI

Each app provides reports that you can drill into:
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 this 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 that you have in your 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.

To connect your data in Power BI

1. Open your browser, navigate to https://powerbi.microsoft.com, and sign into your account.
2. Select Get Data at the bottom of the left navigation pane.
 You can also get starting from within Business Central. From your Home page, navigate to Report
Selection in the Power BI section. Select either Service or My Organization from the ribbon. When
either of these actions are selected, you will be taken to either the Organization gallery in Power BI or to
Microsoft AppSource, which will also be filtered to only display apps related to Business Central.
3. In the Services box, select Get. This will open a page displaying AppSource and Apps for Power BI.
4. Select Apps from the Apps for Power BI tab, choose the Microsoft Dynamics 365 Business Central app
that you want to use, and then select Get it now.
5. When prompted, enter the name of the environment and company in your Business Central app that you
want to connect to. If you have not created multiple environments, enter Production. For the company
parameter, ensure you are entering the name and not the the display name. You can find the company name
in the Companies page in your Business Centralinstance.

NOTE
If you connect to Business Central on-premises, you must specify the Web Service URL parameter. Find this in the
Web Services page in Business Central. Your Business Central Server instance must be configured for Basic
authentication, and you must specify a user and the Web Access Key of that user as their password. In the following
example, replace myserver:7048 with your Business Central Server name and CRONUS%20US with your company
name.
https://myserver:7048/BC140/ODataV4/Company('CRONUS%20US')/

6. Once connected, a dashboard and reports are added to your Power BI workspace. When completed, the
tiles show data from your Business Central company.

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 is not 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.

Power BI in Business Central

Your Home page in Business Central can include a Power BI control element that can be configured to display
Power BI reports on your Home page.

IMPORTANT
You must have a valid account with Business Central and with Power BI. Also, if you want to modify any reports, you must
you must download Power BI Desktop. For more information, see Using Business Central as a Power BI Data Source.

On first login
When you first sign into Business Central, you will notice an empty Power BI part on your Home page. In order to
view the reports, you must first connect to Power BI by selecting the Get Started with Power BI link.
Business Central then communicates with the Power BI service to determine if you have a valid Power BI account.
Once your license is verified, the default Power BI reports display on your Home page.
Selecting Power BI reports
The Power BI control on your Home page can display any Power BI report. To view an existing report, choose the
Select Report action from the Power BI drop down command list.
The reports selection page shows a list of all the Power BI reports that you have access to. This list is retrieved
from your Power BI workspace. Enable each report that you want to display on the Home page, and then choose
OK. You will be returned to your Home page, and the last report you enabled will appear. Using the drop-down
command list, use the previous and next command to navigate between reports.
Get reports
If you do not see any reports on the Select Reports page, or do not see the report you want. You can choose to get
reports from My Organization or from Services. Choose My Organization to go to the Power BI services where
you can view the reports within your organization that you have been rights to view and add them to your
workspace. Choose Services to go to Microsoft AppSource where you can install Power BI apps.
You can also choose to create new Power BI reports. Once those reports are published to your Power BI
workspace, they will appear on this page.
Managing Reports
In the Power BI section on your Home page, you can choose the Manage Report action from the drop down
command list so that you can modify the report that was in focus on the role center.
Modifications can be made to the report and saved. Any changes made to the report will be changed for any user
that this report is shared with since you are modifying the report that is stored in the Power BI service.
Once you have completed your changes, select Save. If this is a shared report, you may want to select Save As to
avoid making this change for all users. Return to the role center and the updated report will appear. If you did a
Save As command, you will need to open the select report page and enable the new report.
Uploading reports
You can upload new Power BI reports and share them with all users of your Business Central. The reports are
shared within each company in Business Central.
To upload a report, select the Upload Report action from the drop-down command list. You can then upload a
.pbix file that defines the reports that you want to share. You can change the default name of the file.
Once the report has been uploaded to your Power BI workspace, it automatically uploads to the Power BI
workspaces of all other users in that company upon their next sign in to Business Central.

System Requirements
To import your Business Central data into Power BI, you must have permissions to the web services used to
retrieve data. The web services required for each Power BI app include:
Microsoft Dynamics 365 Business Central – CRM
Sales Opportunities
Excel Template View Company Information
Power BI Report Labels
Microsoft Dynamics 365 Business Central – Finance
PowerBIFinance
Excel Template View Company Information
Power BI Report Labels
Microsoft Dynamics 365 Business Central - Sales
Item Sales by Customer
Sales Dashboard
Excel Template View Company
Power BI Report Labels

NOTE
Business Central on-premises uses the same web service end points as Business Central online.

Web Services
An easy way to find the web services is to search for web services in Business Central. In the Web Services page,
make sure that the Publish field is selected for the web services listed above.

Troubleshooting
The Power BI dashboard relies on the published web services that are listed above, and it will show 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 do not have a Power BI account
A Power BI account has not been set up. In order to have a valid Power BI account, you must have a license, and
you must have previously signed into Power BI, in order for your Power BI workspace to have been created.
Message: There are no enabled reports. Choose Select Report to see a list of reports that you can display.
This message will appear if the default report failed to deploy to your Power BI workspace, or the report deployed
but did not successfully refresh. If this happens, navigate to the report in your Power BI workspace, select Dataset,
Settings, and then manually update the credendials. Once the dataset successfully refreshes, navigate back to
Business Central and manually select the report from the Select Reports page.
You need a Power BI Pro license to install the Business Central app in Power BI
Power BI apps can only be installed by users that have a Power BI Pro license. Once the Power BI app is installed,
you can share it with users that do not have a Power BI Pro license.
"Parameter validation failed, please make sure all parameters are valid"
This error indicates that the one more of the parameters are not valid.
The specified environment parameter does not match any existing Business Central production or sandbox
environment.
 The specified company parameter does not 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 have entered a URL that is not valid. You can verify the URL
in the Web Services page in Business Central
A port is not open to allow the request to go through your firewall.
Login failed
If you get a "login failed" error after using your Business Central user credentials to log in, then you are probably
experiencing one of the following issues:
The account that you are using does not 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 have selected an authentication type other than Basic if connecting to Business Centralon-premises .
You have not entered a valid user name or password.
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 is installed and your data shows up in Power BI, you may 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.

See Related Training at Microsoft Learn

See Also
Power BI for consumers
The 'new look' of the Power BI service
Quickstart: Connect to data in Power BI Desktop
Power BI documentation
Business Intelligence
Getting Started
Importing Business Data from Other Finance Systems
Setting Up Business Central
Using Business Central as a Power BI Data Source
Using Business Central as a Power Apps Data Source
Using Business Central in Power Automate

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 Viewing List Data in Power BI Reports in Business
Central
4 minutes to read • Edit Online

Dynamics 365 Business Central includes a FactBox control element on a number of key list pages that provides
additional insight into the data in the list. As you move between rows in the list, the report is updated and filtered
for the selected entry. You can create custom reports to display in this control, but there are a few rules to follow
when creating the reports to ensure they provide the desired behavior.

NOTE
You must have a valid account with Business Central and with Power BI. Also, to build custom reports, you must download
Power BI Desktop. For more information, see Using Business Central as a Power BI Data Source.

Report Data Set

When you create the report in Power BI Desktop, specify the data source or web service that contains the data
related to the list that you want to associate the report with. For example, if you want to create a report for the
Sales List, ensure that the data set contains information related to sales.
To filter data on the reports based upon the record selected from the list page, the primary key must be used as a
report filter. The primary keys will need to be part of your data set in order for the reports to filter correctly. In most
cases, the primary key for a list is the No. field.

Defining the Report Filter

The report is required to have a basic report filter (not a page or visual filter and not advanced filter) to filter
correctly in the Power BI Fact Box Control. The filter that is passed to the Power BI report from each list page will
be based on the primary key as described in the previous section.
To define a filter for the report, select the primary key from the list of available fields, and then drag and drop that
field into the Report Filter section.
Report Size and color
The size of the report must be set to 325 pixels by 310 pixels. This is required for the proper scaling of the report in
the available space allowed by the Power BI Fact Box control. To define the size of the report, place focus outside of
the report layout area, and then choose the paint roller icon.

You can change the width and height of the report by choosing Custom in the Type field.
Similarly, if you want to have the background of the report blend into the background color of the Power BI Fact
Box control, define a custom report background color of E5E5E5. This is optional.

Reports with Multiple Pages

With Power BI, you can create a single report with multiple pages. The visuals that you want to see in the Business
Central list pages must be on the first page of the report in Power BI.
 NOTE
The Power BI Fact Box can show only the first page of your report; if you want to see other pages, you must expand the
report and use tabs at the bottom of the report to navigate to other pages.

Saving Your Report

When you save your report, it's a best practice that the name of the report contains the name of the list page that
you want to display the report in. For example, the word Vendor must be contained somewhere in the report name
for reports that you want to make available on the Vendor list.
This is not a requirement; however, it will make the process of selecting reports quicker. When the report selection
page is opened from a list page, we will pass in a filter based on the page name to limit the reports that are
displayed. You may remove the filter to get a full list of reports available to you in Power BI.

Troubleshooting
This section provides a workaround for the most typical issues that can occur when you create the Power BI report.
User does not see a report on the Select Report page they want to select If you cannot select a report, a
possible solution is to verify the name of the report to ensure it contains the name of the list page. You can also
clear the filter to get a full list of Power BI reports available.
Report is loaded but blank, not filtered or filtered incorrectly Verify that the report filter contains the right
primary key. In most cases, this is the No. field, but in the G/L Entry table, for example, you must use the Entry
No. field .
Report is loaded, but it shows the page you have not expected Verify that the page you want displayed is the
first page in your report.
Report appears with unwanted gray boarders, is 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.

See Related Training at Microsoft Learn

See Also
Enabling Your Business Data for Power BI
Using Business Central as a Power BI Data Source
Getting Started
Setting Up Business Central
Finance
 Using Dynamics 365 Business Central as Power BI
Data Source for Building Reports
2 minutes to read • Edit Online

You can make your Dynamics 365 Business Central data available as a data source in Power BI and build
powerful reports of the state of your business.
You must have a valid account with Business Central and with Power BI. Also, you must download Power BI
Desktop. For more information, see Quickstart: Connect to data in Power BI Desktop.

To add Business Central as a data source in Power BI Desktop

1. In Power BI Desktop, in the left navigation pane, choose Get Data.
2. On the Get Data page, choose Online Services, choose Microsoft Dynamics 365 Business Central, and
then choose the Connect button.
3. Power BI displays a wizard that will guide you through the connection process. You will be prompted to sign
into Business Central. Select Sign in and choose the account you would like to sign in as. This should be the
same account you sign into Business Central with.
4. Choose the Connect button to continue. The Power BI wizard shows a list of Microsoft Business Central
environments, companies and data sources. These data source represent all the web services that you have
published from each tenant/company in Business Central.
5. Alternatively, create a new web service URL in Business Central by using the Create Data Set action on the
Web Services page, using the Set Up Reporting Assisted Setup guide, or by choosing the Edit in Excel
action in any lists.
6. Specify the data you want to add to your data model, and then choose the Load button.
7. Repeat the previous steps to add additional Business Central, or other data, to your Power BI data model.

NOTE
Once you have successfully connected to Business Central, you will not be prompted again to sign in.

Once the data is loaded it will appear in the right navigation on the page. At this point, you have successfully
connected to your Business Central data and are ready to begin building your Power BI report.
Before building your report, we recommend that you import the Business Central theme file. The theme file will
create a color palette so that you can build reports with the same color styling as the Business Central apps
without requiring you to define custom colors for each visual.
For more information, see the Power BI documentation.

See Related Training at Microsoft Learn

See Also
Enabling Your Business Data for Power BI
Business Intelligence
Getting Started
Importing Business Data from Other Finance Systems
Setting Up Business Central
Finance
Quickstart: Connect to data in Power BI Desktop
 Using Business Central in an Automated Workflow
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.

To add Business Central as a data source in Power Automate

1. In your browser, navigate to flow.microsoft.com, and then sign in.
2. Choose My flows from the ribbon at the top of the page.
3. There are 3 ways to create a flow; Start from template, Start from blank, and Start from a connector. A
template is a predefined flow that has been created for you. To use a template, simply select it and create a
connection for each service the template uses. With the Start from blank and Start from a connector
options, you can create a new flow completely from scratch.
4. To create from blank, on the My flows page, choose the Start from blank and Automated flow options.
5. Search for Microsoft Dynamics 365 Business Central connector.
6. Define a name and choose the trigger you want to use for your flow.
7. From the list of available triggers, select one of the Business Central triggers available:
When a vendor approval is requested,
When a general journal line approval is requested,
When a record is deleted,
When a record is changed,
When a record is created,
When a record is modified,
When a general journal batch approval is requested,
When a customer approval is requested,
When an item approval is requested,
When a purchase document approval is requested, or
When a sales document approval is requested.
8. Power Automate will prompt you to select an environment and company within your Business Central
tenant, as well as any conditions in your data that you want to listen for.
 NOTE
The Business Central connector for Power Automate supports multiple production and sandbox environments. If
you have not created multiple production or sandbox environments, Production is the only available option that
you can choose.

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 Start 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 Started
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
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.

To add Business Central as a data source in Power Apps

1. In your browser, navigate to powerapps.microsoft.com, and then sign in.
2. On the Home page, choose the Apps, Create an app and Canvas to create a new canvas app. This app will
be designed for use on a mobile device, but you can also choose to use another template.
The next step to create a Power App is to select your data. Choose the Arrow icon then choose the New
connection option in the upper left side of the page.
3. In the list of available connections, choose Business Central, and then choose the Create button.
Power Apps will connect to your Business Central using the credentials that you are signed in with. If you
are not an administrator of your Business Central, you may have to sign in with another account.
4. Power Apps will display a list of Environments and companies that are available from Business Central.
Choose the environment and company that contains the data you want to connect to. Next, you will be
presented with a list of APIs. Select the API you want to connect to.
These so-called tables are part of the Business Central API. You do not have to configure the end points yourself -
the Business Central connector for Power Apps does it for you.

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 template 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
Getting Started
Importing Business Data from Other Finance Systems
Setting Up Business Central
Finance
Getting Started Developing Connect Apps for Dynamics 365 Business Central
 Changing from a QuickBooks App to Dynamics 365
Business Central
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
 Getting Business Central on Your Mobile Device
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 Office 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.

To get the app on my mobile device

1. Install the Business Central app on your mobile device by downloading the app from the Windows Store, App
Store, or Google Play.

2. Launch the app from your mobile device.

3. Enter your user name and password that you created during sign-up for Business Central and follow the
instructions on the screen.
You should now have access to Business Central and be able to view and edit data.

See Related Training at Microsoft Learn

See Also
Getting Started
Working with Business Central
 Bulk Invoicing for Microsoft Bookings in Business
Central
2 minutes to read • Edit Online

If your company uses the Bookings app in Office 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
 Using the same Office 365 Account in Dynamics 365
Business Central and Microsoft Invoicing
2 minutes to read • Edit Online

When you sign up for a trial with Business Central, you can move to a 30-day evaluation phase, you can start a
subscription, or you can stop using Business Central. In all cases, if you sign in to the Office Portal, you might see a
tile called Microsoft Invoicing and click it. This is part of the Office 365 Business Premium subscription, so not
everyone will see that tile in the Office Portal.
If you access Microsoft Invoicing, you will see a message that you cannot access Microsoft Invoicing because your
account is used in Business Central.
You see a similar message if you install the mobile app for Invoicing.

Workaround
Invoicing and Business Central have a shared platform. That means that you are recognized as an existing user of
Business Central when you click Invoicing in the Office Portal. The reason is that Invoicing cannot use the same
company as Business Central.
So you will have to sign in to Business Central and rename your existing company, and then create a new company
that you can then use in Invoicing. No data is moved or overwritten during this workaround.
To rename your company
1. Sign in to Business Central.
2. In the top right corner, choose the Settings icon , and then choose My Settings.
3. In the Company field, choose a different company.
4. Choose the icon, enter Companies, and then choose the related link.
5. On the Companies page, choose Edit List.
6. Change the name of the My Company entry to something else.
Wait a number of minutes. We’ll be making a number of changes in the underlying database, and that takes
a while.
7. When the system is ready again, choose the Create New Company button.
8. In the dialog that appears, specify the name as My Company, and choose the Production – Setup Data
Only option.
This again takes a number of minutes. When the process completes, you will be able to access Invoicing as part of
your Office 365 Business Premium experience.
What about my data?
When you rename the original My Company, the database tables that store your existing Business Central data are
renamed, but the data itself is not touched.
If you use both Invoicing and Business Central, the data is stored in two different containers (the two companies).
Nothing is shared, so you'll have to manage customers and items in both companies.
See Also
Frequently Asked Questions
Administration
 Importing Business Data from Other Finance
Systems
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.

TIP
Alternatively, use data migration wizards to import data from QuickBooks or Dynamics GP. For more information, see
QuickBooks Data Migration or Dynamics GP 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 Inventory Setup page. For more
information, see Import Multiple Item Pictures.

Importing Data from Configuration Packages

Business Central includes a configuration package that you can export to Excel and set up your data there.
Then, you can import the data from Excel again. The package consists of 27 tables, including master data such
as customers, vendors, items, and accounts, other basic setup tables such as shipping methods, and
transactions tables such as sales header and lines.

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.

Tables in the Default Configuration Package

The default configuration package supports the following tables:
Payment Terms
Customer Price Group
Shipment Method
Salesperson/Purchaser
Location
GL Account
Customer
Vendor
Item
Sales Header
Sales Line
Purchase Header
Purchase Line
Gen. Journal Line
Item Journal Line
Customer Posting Group
Vendor Posting Group
Inventory Posting Group
Unit of Measure
Gen. Business Posting Group
Gen. Product Posting Group
General Posting Setup
Territory
Item Category
Sales Price
Purchase Price

See Also
Setting Up a Company With RapidStart Services
QuickBooks Data Migration
Dynamics GP Data Migration
Import Multiple Item Pictures

Start a free trial!

 Set Up Email
3 minutes to read • Edit Online

To send and receive emails from within Business Central, you must fill in the fields on the SMTP Mail Setup page.
Instead of entering the SMTP server details manually, you can use the Apply Office 365 Server Settings function
to enter them with information from your Office 365 subscription.
You can either set email up manually, as described below, or you can get help by using the Email Setup assisted
setup guide. For more information, see Getting Ready for Doing Business.

To set up email
1. Choose the icon, enter SMTP Email Setup, and then choose the related link.
2. Fill in the fields as necessary. Hover over a field to read a short description.

NOTE
If you are using an account that requires two-factor authentication, then the password that you enter in the
Password field must be the same that you use for your Office 365 subscription and it must be of type App
Password. For more information, see Manage app passwords for two-step verification.

3. Alternatively, choose the Apply Office 365 Server Settings action to insert any information that is already
defined for your Office 365 subscription.
4. When all the fields are correctly filled in, choose the Test Email Setup action.
5. When the test succeeds, close the page.

Using a Substitute Sender Address on Outbound Email Messages

All outgoing email messages from Business Central will use the default address for the account that you specified
on the SMTP Email Setup page, as described above. You can, however, use the Send As or Send on Behalf
capabilities on your Exchange server to change the sender address on outbound messages. Business Central will
use the default account to authenticate to Exchange, but will either substitute the sender address with the one you
specify, or amend it with "on behalf of."
The following are examples of how Send As and Send on Behalf are used in Business Central.:
When you send documents such as purchase or sales orders to vendors and customers, you might want them to
appear to come from a [email protected]_ address.
When your workflow sends an approval request by email using the email address of the requestor.

NOTE
You can only use one account to substitute sender addresses. That is, you cannot have one substitute address for purchasing
processes, and another for sales processes.

To set up the substitute sender address for all outbound email messages
1. In the Exchange admin center for your Office 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.

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
 Create Number Series
6 minutes to read • Edit Online

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.
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.

Gaps in Number Series

Not all records that you create in Business Central are financial transactions that must use sequential numbering.
Customer cards, sales quotes, and warehouse activities are examples of records that are assigned a number from
a number series, but are not subject to financial auditing and/or can be deleted. For such number series, you can
select the Allow Gaps in Nos. check box on the No. Series Lines page. This setting can also be changed after
creating the number series. For more information, see To create a new number series.

Behavior of the No. field on Documents and Cards

On sales, purchase, and transfer documents and on all cards, the No. can be filled in automatically from a
number series or manually, and it can be set up to be invisible.
The No. field can be filled in three ways:
1. If only one number series for the type of document or card exists where the Default Nos. check box is
selected and the Manual Nos. check box is not selected, then the field is automatically filled with the next
number in the series, and the No. field will not be visible.

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 Inventory Setup page and choose the Item Nos. field to open
and set the related number series to Manual Nos..

To create a new number series

1. Choose the icon, enter No. Series, and then choose the related link.
2. Choose the New action.
3. On the new line, fill in the fields as necessary. Hover over a field to read a short description.
4. Choose the Lines action.
5. On the No. Series Lines page, fill in the fields to define the actual use and content of the number series that
you created in step 2.
6. Repeat step 5 for as many different uses of the number series that you need. The Starting Date field defines
which number series line is active.

To set up where a number series is used

The following procedure shows how to set number series up for the Sales area. The steps are similar for other
areas.
1. Choose the icon, enter Sales & Receivables, and then choose the related link.
2. On the Sales & Receivables page, on the Number Series FastTab, select the desired number series for each
sales card or document.
The selected number will now be used to fill in the No. field on the card or document in question, according to
the settings you made on the number series line.
To create relationships between number series
If you have set up more than one number series code for the same kind of basic information or transactions, you
can create relationships between the codes. This feature can assist you in deciding among the codes when you
use a number.
1. Choose the icon, enter No. Series, and then choose the related link.
2. Select the line with the number series you want to create relationships for and then choose Relationships.
3. In the Series Code field, enter the code for the number series that you want to relate to the series you
selected in step 2.
4. Add a line for each code that you want to relate to the selected number series.
5. Close the page.
Now when you set up something that requires a number, you can use the relationships you created to select
among the related number series.

See Related Training at Microsoft Learn

See Also
Setting Up Business Central
Working with Business Central
 Set Up Base Calendars
6 minutes to read • Edit Online

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.

To set up a base calendar

1. Choose the icon, enter Base Calendar, and then choose the related link.
2. Choose the New action.
3. Fill in the Code field.
4. Choose the Maintain Base Calendar Changes action.
5. On the Base Calendar Changes page, use the Recurring System field to mark 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 filled in automatically.
When you make an entry, the Nonworking field is selected. You can choose to clear the check mark to make it a
working day.
When you return to the base calendar card, you will observe that the nonworking day entries that you made have
been updated. These entries now appear in red and the Nonworking field is selected.

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.

Lead Time Calculation

Any base calendar defined for the vendor or the location affects how the dates are calculated and rounded to
working days. Accordingly, the two date fields on purchase order lines are calculated as follows under different
conditions.

CALCULATION DIRECTION VENDOR CALENDAR DEFINED VENDOR CALENDAR NOT DEFINED

 CALCULATION DIRECTION VENDOR CALENDAR DEFINED VENDOR CALENDAR NOT DEFINED

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.

To assign a base calendar

The following procedure schedules delivery dates on sales order lines for a customer as an example.
Base calendars are assigned to your own company, customers, vendors, locations, and shipping agents as follows:
On the Company Information and Customer cards, the base calendar is assigned on the Shipping FastTab.
On the Vendor card, the base calendar is assigned on the Receiving FastTab.
On the Location card, the base calendar is assigned on the Warehouse FastTab.
On the Shipping Agents page, the base calendar is assigned on the Shipping Agent Services page.
1. Choose the icon, enter Customers, and then choose the related link.
2. Open the Customer card for whom you will assign a base calendar.
3. On the Shipping FastTab, in the Base Calendar Code field, select the base calendar that you want to assign.

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
 General Business Functionality
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 Add Comments to Cards and Documents
sales 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.

Communicate the contents of business documents quickly Send Documents by Email

to your business partners, such as the payment
information on sales documents to customers.

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.

Record external documents, including their file Incoming Documents

attachments, and then manually create the related
documents or automatically convert the files to electronic
documents.

Set up and use workflows that connect tasks performed by Workflow

different users or by the system, such as automatic
posting. Requesting and granting approval to create or
post documents are typical workflow steps.

Set up data exchange definitions so you can send and Exchanging Data Electronically
receive electronic documents.

See Also
Working with Business Central
Administration

Start a free trial!

 Add Comments to Cards and Documents
2 minutes to read • Edit Online

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.

To add a comments to an item card

1. Choose the icon, enter Items, and then choose the related link.
2. Open the relevant item card.
3. Choose the Comments action.
4. On the Comment Sheet page, enter any text, and then choose the OK button.

See Also
Working with Business Central
General Business Functionality
 Track Document Lines
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.

To track documents related to a sales order line

The following procedure describes how to track from a sales order line. The steps are similar for purchase order
and blanket order lines.
1. Choose the icon, enter Sales Orders, and then choose the related link.
2. Open a sales order that you want to track from.
3. Select a line, and then choose the Document Line Tracking action.
4. On the Document Lines Tracking page, select the document that you want to view, and then choose the
Show action to see the related line.
5. To view the entire document for the selected document line, choose the Show Document action.

See Also
Sales
General Business Functionality
Working with Business Central
 Send Documents by Email
3 minutes to read • Edit Online

To communicate the contents of business documents quickly to your business partners, such as the payment
information on sales documents to customers, you can use the Report Layout feature to define document-
specific content that gets inserted in email bodies automatically. For more information, see Managing Report
and Document Layouts.
To enable emails from within Business Central, start the Set Up Email assisted setup guide on the Role
Center.
You can email practically all document types as attachments to email messages directly from the page that
shows the document. In addition to the attachment, you can set up document-specific email bodies with core
information from the document preceded by standard text that greets the mail recipient and introduces the
document in question. To offer your customers to pay for sales electronically using a payment service, such as
PayPal, you can also have the PayPal information and hyperlink inserted in the email body.
From all supported documents, you initiate emailing by choosing the Send action, on posted documents, or
the Post and Send action, on non-posted documents.
If the Email field on the Send Document to page is set to Yes (Prompt for Settings), then the Send Email
page opens prefilled with the contact person in the To: field and the document attached as a PDF file. In the
Body field, you can either enter text manually or you can have the field filled with a document-specific email
body that you have set up.
The following procedure describes how to set the Sales - Invoice report up to be used for document-specific
email bodies when you email posted sales invoices.

To set up a document-specific email body for sales invoices

1. Choose the icon, enter Report Selections Sales, and then choose the related link.
2. On the Report Selection - Sales page, in the Usage field, select Invoice.
3. On a new line, in the Report ID field, select, for example, standard report 1306.
4. Select the Use for Email Body check box.
5. Choose the Email Body Layout Code field, and then select a layout from the drop-down list.
Report layouts define both the style and the content of the email body, including the standard text that
precedes the core document information in the email body. You can see all available report layouts if
you choose the Select from full list button in the drop-down list.
6. To view or edit the layout that the email body is based on, select the layout on the Custom Report
Layouts page, and then choose the Edit 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 hyperlink inserted in the email body as well.
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.
The following procedure describes how to send a posted sales invoice as an email message with the document
attached as a PDF file and with a document-specific email body.

To send documents by email

1. Choose the icon, enter Posted Sales Invoices, and then choose the related link.
2. Select the relevant posted sales invoice, and then choose the Send action. The Send Document to
page opens.
3. In the Email field, select Yes (Prompt for Settings). For more information, see Set Up Document
Sending Profiles.
4. Choose the OK button. The Send Email page opens.
5. In the To: field, enter a valid email address. The default value is the customer email address.
6. In the Subject field, enter a descriptive subject text. The default value is the customer name and invoice
number.
7. In the Attachment field, the generated invoice is attached by default as a PDF file.
8. In the Body field, enter a short message to the recipient.
If a document-specific email body is set up on the Report Selection - Sales page, then the Body field
is filled in automatically. For more information, see To set up a document-specific email body for sales
invoices.
9. Choose the OK button to send the email message.

NOTE
If you do not want to specify email settings each time you email a document, you can select the Yes (Use Default
Settings) option in the Email field on the Send Document to page. In that case, the Send Email page will not open.
See Step 4. For more information, see Set Up Document Sending Profiles.

See Also
Managing Report and Document Layouts
Set up Email
Invoice Sales
Working with Business Central
 Archive Documents
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 Document function.

To set up automatic document archiving

You can set up automatic archiving of sales and purchase orders, quotes, blanket orders, and return orders, before
you delete documents.
The following procedure describes how to set up automatic archiving of sales documents. The steps are similar for
purchase documents.
1. Choose the icon, enter Sales & Receivables Setup, and then choose the related link.
2. On the Sales & Receivables Setup page, fill in the fields as follows.

FIELD DESCRIPTION

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.

To archive a sales order

The following procedure describes how to archive a sales order. The steps are similar for all orders, blanket orders,
return orders, and quotes.
1. Choose the icon, enter Sales Orders, and then choose the related link.
2. Open a sales order that you want to archive.
3. Choose the Archive Document action.
The sales order is archived. You can view it on the Archived Sales Orders page.

To restore a non-posted sales order from the archive

The following procedure describes how to bring the contents of an archived sales order back to the original sales
order. This is only possible when the original document has not been posted. The steps are similar for all orders,
blanket orders, return orders, and quotes.
1. Choose the icon, enter Archived Sales Orders, and then choose the related link.
2. Select the archived sales order, or version of it, that you want to restore, and then choose the Restore action.
The contents of the original sales order is replaced with that of the selected archived version.

To delete archived sales orders

The following procedure describes how to delete archived sales orders. The steps are similar for other archived
sales and purchase documents.
1. Choose the icon, enter Delete Archived Sales Order Versions, and then choose the related link.
2. On the Delete Archived Sales Order Versions page, select the appropriate filters.
3. Choose the OK button.

See Also
Track Document Lines
Sales
General Business Functionality
Working with Business Central
 Add Extended Item Text
2 minutes to read • Edit Online

You can extend a standard text for items by adding extra lines, and you can set up conditions for use of the extra
lines. You do this from item cards.

To define extended text for an item description

1. Open the card for an item that you want to add extended text to, and then choose the Extended Text action.
2. Fill in the Code and Description fields.
3. Choose the New.
4. Fill in the Language Code field or select the All Language Codes check box if you use language codes.
5. Fill in the Starting Date and Ending Date fields if you want to limit the dates on which the extended text is
used.
6. In the Text field, write the extended text.
7. Select relevant check boxes for the document types where you want the extended text printed.
8. Close the page.

To add an extended item text on a sales order line

1. Open a sales order with a sales line for an item that has extended text defined. For more information, see Sell
Products.
2. Select the line in question, and then choose the Insert Ext. Text action.

See Also
Setting Up Inventory
Working with Business Central
 Define User Tasks
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.

Managing User Tasks

The User Tasks page shows all tasks, and you can easily create and assign new tasks. When you create a task, you
can specify the start date and due date, and you can add a link to the page in Business Central where the user must
do the work.
For example, you can create a task for yourself to view all posted sales invoices. In that case, you link the task to
page 143, Posted Sales Invoices.

TIP
Use the look-up in the Page field and then use the Search for Page or Report field to find the page that you want. For
more information, see Searching for a Page or Report.

Picking Up User Tasks

In the Business Manager, Bookkeeper, and Accountant Role Centers, a tile shows pending tasks that are assigned
to that user. 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.
Deleting User Tasks
If you want to bulk delete all or some user tasks, you can use the Delete User Tasks report. In the request page,
you can set filters to determine which tasks must be deleted.
See Also
Searching for a Page or Report
Accountant Experiences in Business Central
 Exporting Your Business Data to Excel
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.

Opening Lists in Excel

You can open data in Excel from any journal, list, or worksheet. You just open the page that you want, and then
choose Open in Excel. For example, open the list of customers (search for Customers), and then choose Open
in Excel. Your browser will prompt you to open or save the generated Excel workbook.

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.

Exporting Data to Other Finance Systems

If you decide to cancel your subscription for Business Central, you can export your data to Excel and take it with
you to your next finance system.
You can export all pages, of course, but that might be more than you really need. So consider exporting the
following essential pages, and remember to add all columns as described earlier:
Chart of Accounts
Customers
Vendors
Banks
Items
If you want all your financial transactions as well, this is a large amount of data, so the export will often take more
than a few minutes of time. The financial transactions are shown on the General Ledger Entries page.
We recommend that you also consider exporting data from the following pages:
Customer Ledger Entries
Vendor Ledger Entries
Bank Account Ledger Entries
Item Ledger Entries
 General Posting Setup
Customer Posting Groups
Vendor Posting Groups
Item Posting Groups
Bank Posting Group
G/L Budgets
G/L Budget Entries
Sales Quotes
Sales Invoices
Purchase Invoices
Contacts
Salespeople

NOTE
If you have set up more than one company in Business Central, you must export the relevant data from each company.

See Related Training at Microsoft Learn

See Also
Canceling Your Subscription for Business Central
Importing Business Data from Other Finance Systems
Analyzing Financial Statements in Microsoft Excel
Finance
General Business Functionality
Working with Business Central
 Posting Documents and Journals
2 minutes to read • Edit Online

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

Learn about posting purchase documents. Posting Purchases

Learn about posting sales documents. Posting Sales

Post multiple sales or purchase documents together, Post Multiple Documents at the Same Time
immediately or as scheduled.

Learn about posting general journals. Working with General Journals

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 you View Test Reports Before Posting
post.

See Also
Edit Posted Documents
General Business Functionality
Working with Business Central
 Post Multiple Documents at the Same Time
2 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.

To post multiple purchase orders immediately

The following procedure explains how to post multiple purchase orders immediately. The steps are similar for all
purchase and sales documents.
1. Choose the icon, enter Purchase Orders, and then choose the related link.
2. On the Purchase Orders page, proceed to select all orders to be posted:
3. In the No. field, choose the three vertical dots to open the context menu, and then choose the Select More
action.
4. Select the check box for all the lines representing orders that you want to post at the same time.
5. Choose the Posting action, and then choose the Post action.
6. Choose the Yes button on the confirmation message.

To batch post multiple purchase orders

The following procedure explains how to batch post purchase orders. The steps are similar for all purchase and
sales documents where the Batch Post action is available.

NOTE
Batch posting of documents happens in the background as defined by a job queue entry, which must first be set up. For
more information, see Use Job Queues to Schedule Tasks.

1. Choose the icon, enter Purchase Orders, and then choose the related link.
2. On the Purchase Orders page, proceed to select all orders to be posted:
3. In the No. field, choose the three vertical dots to open the context menu, and then choose the Select More
action.
4. Select the check box for all the lines representing orders that you want to post at the same time.
5. Choose the Posting action, and then choose the Post Batch action.
6. On the Batch Post Purchase Order page, fill in the fields as necessary. Hover over a field to read a short
description.
 NOTE
To print related reports when posting, such as the Order Confirmation report for sales orders, select the Print
check box.

In the Report Output Type field on the Sales and Receivables Setup page or Purchases and Payables Setup
page, you define if the report will be printed or output as a PDF.

Note also that direct printing to a selected printer is only possible in on-premises installations.

7. Choose the OK button.

8. To view potential issues that occurred during batch posting of documents, open the Error Message
Register page.
The purchase orders will now be added to a dedicated job queue entry, which defines when the documents are
posted. For more information, see Use Job Queues to Schedule Tasks.
If you select PDF in the Report Output Type field, successfully posted purchase orders will be available in the
Report Inbox part on your Role Center.

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
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 Entry, 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
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 in all country versions:
Posted Sales Shipment
Posted Purchase Invoice
Posted Return Shipment
Posted Return Receipt
The following additional documents can be edited in selected country versions:
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

To edit a posted sales shipment

The following explains how to edit a posted sales shipment. The steps are similar for the other supported
documents.
1. Choose the icon, enter Posted Sales Shipments, and then choose the related link.
2. Select the document that you want to edit, and then choose the Update Document action. Alternatively, open
the document and then choose the action.
3. On the Posted Sales Shipment - Update page, edit the Package Tracking No. field, for example.
4. Choose the OK button.
The posted sales shipment is updated.

See Also
General Business Functionality
Purchasing
Posting Documents and Journals
Working with Business Central
 Working with General Journals
12 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, 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.

Using Journal Templates and Batches

There are several general journal templates. Each journal template is represented by a dedicated page with
particular functions and the fields that are required to support those functions, such as the Payment
Reconciliation Journal page to process bank payments and the Payment Journal page to pay your vendors or
reimburse your employees. For more information, see Make Payments and Reconcile Customer Payments with the
Cash Receipt Journal or from Customer Ledger Entries.
For each journal template, you can set up your own personal journal as a journal batch. For example, you can define
your own journal batch for the payment journal that has your personal layout and settings. The following tip is an
example of how to personalize a journal.

TIP
If you select the Suggest Balancing Amount check box on the line for your batch on the General Journal Batches page,
then the Amount field on, for example, general journal lines for the same document number is automatically prefilled with the
value that is required to balance the document. For more information, see Letting Business Central Suggest Values.
Understanding Main Accounts and Balancing Accounts
If you have set up default balancing accounts for the journal batches on the General Journals page, the balancing
account will be filled in automatically when you fill in the Account No. field. Otherwise, fill in both the Account
No. field and the Bal. Account No. field manually. A positive amount in the Amount field is debited to the main
account and credited to the balancing account. A negative amount is credited to the main account and debited to
the balancing account.

NOTE
VAT is calculated separately for the main account and the balancing account, so they can use different VAT percentage rates.

Working with Recurring Journals

A recurring journal is a general journal with specific fields for managing transactions that you post frequently with
few or no changes, such as rent, subscriptions, electricity, and heat. Using these fields for recurring transactions, you
can post both fixed and variable amounts. You can also specify automatic reversal entries for the day after the
posting date. You can also use allocation keys to divide the recurring entries among various accounts. For more
information, see Allocating Recurring Journal Amounts to Several Accounts.
With a recurring journal, entries that will be posted regularly need to be typed in only once. That is, the accounts,
dimensions and dimension values and so on that you enter will be remain in the journal after posting. If any
adjustments are necessary, you can make them with each posting.
Recurring Method field
This field determines how the amount on the journal line is treated after posting. For example, if you will use the
same amount every time you post the line, you can let the amount remain. If you will use the same accounts and
text on the line but the amount will vary every time you post, you can choose to delete the amount after posting.

TO SEE

Fixed The amount on the journal line will remain after posting.

Variable The amount on the journal line will be deleted after posting.

Balance The posted amount on the account on the line will be

allocated among the accounts specified for the line in the Gen.
Jnl. Allocation table. The balance on the account will thus be
set to zero. Remember to fill in the Allocation % field on the
Allocations page. For more information, see Allocating
Recurring Journal Amounts to Several Accounts.

Reversing Fixed The amount on the journal line will remain after posting, and a
balancing entry will be posted on the next day.

Reversing Variable The amount on the journal line will be deleted after posting,
and a balancing entry will be posted on the next day.

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.
 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.

Recurring Frequency field

This field determines how often the entry on the journal line will be posted. It is a date formula field, and it must be
filled in for recurring journal lines. For more information, see Using Date Formulas.
Examples
If the journal line must be posted every month, enter "1M". After every posting, the date in the Posting Date field
will be updated to the same date in the next month.
If you want to post an entry on the last day of every month, you can do one of the following:
Post the first entry on the last day of a month by entering 1D+1M -1D (1 day + 1 month - 1 day). With this
formula, the posting date is calculated correctly regardless of how many days there are in the month.
Post the first entry on any arbitrary day of a month by entering 1M+CM. With this formula, the posting date
will be after one full month + the remaining days of the current month.
Expiration Date field
This field determines the date on which the line will be posted for the last time. The line will not be posted after this
date.
The advantage of using the field is that the line will not be deleted from the journal immediately and you can
always replace the present expiration date with a later one so that you can use the line further into the future.
If the field is blank, the line will be posted every time you post until it is deleted from the journal.
Allocating Recurring Journal Amounts to Several Accounts
On the Recurring General Journal page, you can choose the Allocations action to see or manage how amounts
on the recurring journal line are allocated to several accounts and dimensions. Note that an allocation functions as
balancing account line to the recurring journal line.
Just as in a recurring journal, you need to enter an allocation only once. The allocation will remain in the allocation
journal after posting, so you do not need to enter amounts and allocations every time you post the recurring
journal line.
If the recurring method in the recurring journal is set to Balance or Reversing Balance, then any dimension value
codes in the recurring journal are disregarded when the account is set to zero. So if you allocate a recurring line to
various dimension values on the Allocations page, then only one reversing entry will be created. Therefore, if you
allocate a recurring journal line that contains a dimension value code, then you must not enter the same code on
the Allocations page. If you do, the dimension values will be incorrect.
Example: Allocating Rent Payments to Different Departments
You pay rent every month, so you have entered the rent amount on the cash account on a recurring journal line. On
the Allocations page, you can divide the expense among several departments (Department dimension) according
to the number of square feet that each one occupies. The calculation is based on the allocation percentage on each
line. You can enter various accounts on different allocation lines (if rent will also be divided among several
accounts), or you can enter the same account but with various dimension value codes for the Department
dimension on each line.

Working with Standard Journals

When you have created journal lines which you know you are likely to create again later, you can save them as a
standard journal before you post the journal. This functionality applies to item journals and general journals.

NOTE
The following procedure refers to the item journal, but the information also applies to the general journal.

To save a standard journal

1. Choose the icon, enter Item Journals, and then choose the related link.
2. Enter one or more journal lines.
3. Select the journal lines that you want to reuse.
4. Choose the Save as Standard Journal action.
5. In the Save as Standard Item Journal request page, define a new or existing standard item journal that the
lines should be saved in.
If you have already created one or more standard item journals and you want to replace one of these with
the new set of item journal lines, in the Code field, select the code you want.
6. Choose the OK button to verify that you want to overwrite the existing standard item journal and replace all
its content.
7. Select the Save Unit Amount field if you want to save the values in the Unit Amount field of the standard
item journal.
8. Select the Save Quantity field if you want application to save the values in the Quantity field.
9. Choose the OK button to save the standard item journal.
When you have finished saving the standard item journal, the Item Journal page is displayed so you can proceed to
post it, knowing that it can easily be recreated next time you need to post the same or similar lines.
To reuse a standard journal
1. Choose the icon, enter Item Journals, and then choose the related link.
2. Choose the Get Standard Journals action.
The Standard Item Journals page opens showing codes and descriptions for all existing standard item
journals.
3. To review a standard item journal before you select it for reuse, choose the Show Journal action.
Any changes you make in a standard item journal are implemented right away. They will be there next time
you open or reuse the standard item journal in question. You should therefore be sure that the change is
important enough to apply generally. Otherwise, make the specific change in the item journal after the
standard item journal lines have been inserted. See step 4 below.
4. On the Standard Item Journals page, select the standard item journal you want to reuse, and then choose
the OK button.
Now the item journal is filled with the lines you saved as the standard item journal. If journal lines already
existed in the item journal, the inserted lines will be placed under the existing journal lines.
If you did not check the Save Unit Amount field when you used the Save as Standard Item Journal
function job, then the Unit Amount field on lines that are inserted from the standard journal is
automatically filled with the item’s current value, copied from the Unit Cost field on the item card.
 NOTE
If you selected the Save Unit Amount or Save Quantity fields, you should now make sure the inserted values are
correct for this particular inventory adjustment before you post the item journal.

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.

To renumber document numbers in journals

To make sure that you do not receive posting errors because of the document number order, you can use the
Renumber Document Numbers function before you post a journal.
In all journals that are based on the general journal, the Document No. field is editable so that you can specify
different document numbers for different journal lines or the same document number for related journal lines.
If the No. Series field on the journal batch is filled, then the posting function in general journals requires that the
document number on individual or grouped journal lines be in sequential order. To make sure that you do not
receive posting errors because of the document number order, you can use the Renumber Document Numbers
function before you post the journal. If related journal lines were grouped by document number before you used
the function, they will remain grouped but may be assigned a different document number.
This function also works on filtered views.
Any renumbering of document numbers will respect related applications, such as a payment application that has
been made from the document on the journal line to a vendor account. Accordingly, the Applies-to ID and
Applies-to Doc. No. fields on the affected ledger entries may be updated.
The following procedure is based on the General Journal page, but applies to all other journals that are based on
the general journal, such as the Payment Journal page.
1. Choose the icon, enter General Journals, and then choose the related link.
2. When you are ready to post the journal, choose the Renumber Document Numbers action.
Values in the Document No. field are changed, where required, so that the document number on individual or
grouped journal lines are in sequential order. After documents are renumbered, you can proceed to post the
journal.

See Related Training at Microsoft Learn

See Also
Post Transactions Directly to the General Ledger
Reverse Journal Postings and Undo Receipts/Shipments
Allocate Costs and Income
Finance
Working with Business Central
 Use Job Queues to Schedule Tasks
8 minutes to read • Edit Online

Job queues in Business Central enables 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 Process Service E -mail
Queue codeunit daily, to make sure pending email messages to customers regarding their service orders are sent
out in a timely manner.
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.
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.

To set up background posting with job queues

Job queues are an effective tool to schedule the running of business processes in the background, such as when
multiple users are trying to post sales orders, but only one order can be processed at a time. Alternatively, you may
want to schedule postings for hours when it is convenient for your organization. For example, it may make sense in
your business to run certain routines when most of the data entry for the day has concluded.
You can achieve this by setting the job queue up to run various batch-posting reports, such as the Batch Post
Sales Orders, Batch Post Sales Invoices, Batch Post Sales Return Orders, and Batch Post Sales Credit
Memos reports. For more information, see To create a job queue entry for background sales order posting.
Business Central supports background posting for all sales, purchasing, and service documents.

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.

The following procedure explains how to set up background posting of sales orders. The steps are similar for
purchasing and service.
1. Choose the icon, enter Sales & Receivables Setup, and then choose the related link.
2. On the Sales & Receivables Setup page, choose the Post with Job Queue check box.
3. To filter to job queue entries for sales order posting, choose the Job Queue Category Code field, and then
 select the SalesPost category.
A job queue object, codeunit 88 Sales Post via Job Queue, is created. Proceed to enable it on the Job
Queue Entries page.
4. Choose the icon, enter Job Queue Entries, and then choose the related link.
5. On the Job Queue Entries page, choose the New action.
6. In the Object Type to Run field, select Codeunit.
7. In the Object ID to Run field, select 88. The Description and Object Caption to Run fields will show Sales
Post via Job Queue.
No other fields are relevant for this scenario.
8. Choose the Set Status to Ready action.
9. To verify that the job queue is working as expected, post a sales order. For more information, see Sell
Products.
10. 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.
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.

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.

To create a job queue entry for batch posting of sales orders

The following procedure shows how to set the Batch Post Sales Orders report up to automatically post released
sales orders at 4 PM on week days.
1. Choose the icon, enter Job Queue Entries, and then choose the related link.
2. Choose the New action.
3. In the Object Type to Run field, select Report.
4. In the Object ID to Run field, select 296, Batch Post Sales Orders.
5. Select the Report Request Page check box.
6. In the Batch Post Sales Orders request page, define what is included during automatic posting of sales orders,
and then choose the OK button.
7. Select all check boxes from Run on Mondays through Run on Fridays.
8. In the Starting Time field, enter 4 PM.
9. Choose the Set Status to Ready action.
Sales orders that are ready to post will now be posted every week day at 4 PM.

NOTE
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. For more information, see To view status or errors in the job queue.
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 Start Time field is adjusted to show the next time that the job is expected to run.

To view status or errors in the job queue

Data that is generated when a job queue is run is stored in the database, so that you can troubleshoot job queue
errors.
To view status for any job
1. Choose the icon, enter Job Queue Entries, and then choose the related link.
2. On the Job Queue Entries page, select a job queue entry, and then choose the Log Entries action.
To view status from a sales or purchase document
1. From the document that you have tried to post with the job queue, choose the Job Queue Status field, which
will contain Error.
2. Review the error message and fix the problem.

The My Job Queue Part

The My Job Queue part on your Role Center shows the job queues entries that you have started, but which are
not yet finished. By default, the part is not visible, so you have to add it to your Role Center. For more information,
see Change Basic Settings.
The part shows which documents with your ID in the Assigned User ID field are being processed or are queued,
including those related to background posting. The part can tell you at a glance whether there has been an error in
the posting of a document or if there are errors in a job queue entry. The part also lets you cancel a document
posting if it is not running.
To view an error from the My Job Queue part
1. On an entry with the status Error, choose the Show Error action.
2. Review the error message and fix the problem.

Security
Job queue entries run based on permissions. Those permissions must allow the execution of the report or codeunit.
When a job queue is activated manually, it is run with the credentials of the user. When a job queue is activated as a
scheduled task, it is run with the credentials of the server instance. When a job is run, it is run with the credentials
of the job queue that activates it. However, the user who created that job queue entry must also have permissions.
When a job is “run in user session” (such as during background posting), it is run with the credentials of the user
who created that job.

IMPORTANT
If you use the SUPER permissions set that comes with Business Central, you and your users have permissions to run all
objects. In this case, access for each user is only limited by permissions for data.
Using Job Queues Effectively
The job queue entry record has many fields whose purpose is to carry parameters into a codeunit that you have
specified to be run with a job queue. This also means that codeunits that are to be run via the job queue must be
specified with the Job Queue Entry record as a parameter in the OnRun trigger. This helps provide an extra level of
security, as this prevents users from running random codeunits via the job queue. If the user must pass parameters
to a report, the only way to do this is by wrapping the report execution into a codeunit, which then parses the input
parameters and enters them into the report before executing it.

Scheduling Synchronization Between Business Central and Dynamics

365 Sales
If you have integrated Business Central with Dynamics 365 Sales, you can use the the job queue to schedule when
you want to synchronize data for the records that you have coupled in the two business apps. Depending on
direction and rules that you have defined for the integration, the synchronization jobs can also create new records
in the destination app to match those in the source. For example, if a salesperson creates a new contact in Dynamics
365 Sales, the synchronization job can create that contact for the coupled salesperson in Business Central. For
more informtaion, see Scheduling a Synchronization between Business Central and Dynamics 365 Sales.

See Also
Administration
Setting Up Business Central
Change Basic Settings
 Letting Business Central Suggest Values
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.

The Suggest Balancing Amount check box on the General Journal

Batches page
When, for example, you are entering general journal lines for multiple expenses that must all be posted to the
same bank account, then each time you enter a new journal line for an expense, you can have the Amount field on
the bank account line automatically updated to the amount that balances the expenses. For more information
about working with general journals, see Working with General Journals.
To have the Amount field on balancing general journal lines filled automatically
1. Choose the icon, enter General Journals, and then choose the related link.
2. On the line for your preferred general journal batch, choose the Suggest Balancing Amount check box.
3. Open the general journal and proceed to register and post transactions using the described functionality for
automatic entry of a field value.
For information about how to set up a personal general journal batch, for example, for expense handling, see
Working with General Journals.

The Automatically Fill Date Received field on the Payment

Registration page
The Payment Registration page shows outstanding incoming payments as lines that represent sales documents
where an amount is due for payment. For more information about applying customer payments, see Reconcile
Customer Payments from a List of Unpaid Sales Documents.
You main actions on the page are to fill in the Payment Made check box and the Date Received field. You can
set Business Central up to automatically enter work date in the Date Received field when you select the
Payment Made check box.
To have the Date Received field on the Payment Registration page filled automatically
1. Choose the icon, enter Payment Registration Setup, and then choose the related link.
2. Select the Automatically Fill Date Received check box.
3. Open the Payment Registration page and proceed to process incoming customer payments using the
described functionality for automatic entry of a field value.

See Also
Working with Business Central
Finance
 Incoming Documents
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.
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 Chart of Accounts page.

TO SEE

Set up the Incoming Documents feature and set up the OCR Set Up Incoming Documents
service.

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.
See Related Training at Microsoft Learn
See Also
Purchasing
Working with Business Central
 Set Up Incoming Documents
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.
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.

To set up the Incoming Documents feature

1. Choose the icon, enter Incoming Document Setup, 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 approvers of incoming document records

Approvers of incoming documents must be set up as approval workflow users.
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. For
more information, see Set Up Approval Users.

To set up an OCR service

1. Choose the icon, enter OCR Service Setup, and then choose the related link.
2. Fill in the fields as necessary. Hover over a field to read a short description.

NOTE
You login data is automatically encrypted.

See Also
Process Incoming Documents
Incoming Documents
Purchasing
Working with Business Central
 Processing Incoming Documents
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

Create incoming document records manually or Create Incoming Document Records

automatically by taking a photo of a paper receipt, for
example.

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 non- Create Incoming Document Records Directly from
posted sales or purchase document and to any customer, Documents and Entries
vendor, or general ledger entry from the document or entry.

From the Chart of Accounts and General Ledger Entries Find Posted Documents without Incoming Document
pages, use a search function to find general ledger entries for Records
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
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.

To approve or reject an incoming document

If you do want to allow users to create invoices or general journal lines from incoming document records unless
they are approved, you can set up approvers who must approve the records before they can be processed.
1. Choose the icon, enter Incoming Documents, and then choose the related link.
2. Select the line with the document that you want to approve or reject, and then choose the Approve or Reject
actions.
If you approve the incoming document record, the Released check box on the incoming document line is
selected. The user in charge of creating, for example, purchase invoices can proceed to process the record.

To create an incoming document record by taking a photo

NOTE
The following procedure only applies to the Business Central Tablet and Phone clients.

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.

To attach an image to an incoming document record by taking a photo

NOTE
The following procedure only applies to the Business Central Tablet and Phone clients.
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.

To create an incoming document record manually

1. Choose the icon, enter Incoming Documents, and then choose the related link.
2. Choose the Create from File action.
3. On the Insert File page, select a file, and then choose Open. The file is automatically attached.
4. Alternatively, choose the New action.
5. To attach a file, choose the Attach File action.
6. On the Insert File page, select the file that represents the incoming document in question, and then choose
the Open button.
7. On the Incoming Document page, fill in the fields as necessary. Hover over a field to read a short
description.

See Also
Process Incoming Documents
Incoming Documents
Purchasing
Working with Business Central
 Use OCR to Turn PDF and Image Files into Electronic
Documents
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 Service action.
The value in the OCR Status field changes to Sent, provided that no errors exist.

To send a PDF or image file to the OCR service by email

From your email application, you can send an email to the OCR service provider with the PDF or image file
attached. For information about the email address to send to, see the OCR service provider’s web site.
Because no incoming document record exists for the file, a new record will be created automatically on the
Incoming Documents page when you receive the resulting electronic document from the OCR service. For more
information, see Create Incoming Document Records.

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.

To receive the resulting electronic document from the OCR service.

The electronic document that is created by the OCR service from the PDF or image file is automatically received
into the Incoming Documents page by the job queue entry that is set up when you enable the OCR service.
If you are not using a job queue, or you want to receive a finished OCR document sooner than per the job queue
schedule, you can choose the Receive from OCR Service button. This will get any documents that are completed
by the OCR service.

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. In the OCR Status field, choose the Awaiting Verification hyperlink.

2. On the OCR service website, log in using the credentials of your OCR service account. These are the
credentials you also used when setting up the service. For more information, see To set up an OCR service.
Information for the OCR document is displayed, showing both the source content of the PDF or image file
and the resulting OCR field values.
3. Review the various field values and manually edit or enter values in fields that the OCR service has tagged
as uncertain.
4. Choose the OK button. The OCR process is completed and the resulting electronic document is sent to the
Incoming Documents page in Business Central, according to the job queue schedule.
5. Repeat step 4 for any other OCR document to be verified.
Now you can proceed to create document records for the received electronic documents in Business Central,
manually or automatically. For more information, see the next procedure. You can also connect the new incoming
document record to existing posted or non-posted document so that the source file is easy to access from Business
Central. For more information, see Process Incoming Documents.

To create a purchase invoice from an electronic document received

from the OCR service
The following procedure describes how to create a purchase invoice record from a vendor invoice received as an
electronic document from the OCR service. The procedure is the same when you create, for example, a general
journal line from an expense receipt or a sales return order from a customer.
 NOTE
The Description and No. fields on the created document lines will only be filled if you have first mapped text found on the
OCR document to the two fields in Business Central. You can do this mapping as item cross-references, for document lines of
type Item. For more information, see Use Item Cross References. You can also use the Text-to-Account Mapping function. For
more information, see To map text on an incoming document to a specific vendor, G/L, or bank account.

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.

To handle errors when receiving electronic documents

1. On the Incoming Documents page, select the line for an electronic document received from the OCR service
with errors. This is indicated by the Error value in the OCR Status field.
2. Choose the Edit action to open the Incoming Document page.
3. On the Errors and Warnings FastTab, select the message, and then choose the Open Related Record action.
4. The page that contains the wrong or missing data, such as a vendor card with a missing field value, opens.
5. Correct the error or errors as described in each error message.
6. Proceed to process the incoming electronic document by choosing the Create Manually action again.
7. Repeat steps 5 and 6 for any remaining errors until the electronic document can be received successfully.

To train the OCR service to avoid errors

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 documents from a certain vendor, for example. It may not interpret
the company logo as the vendor’s name or it may misinterpret the total amount on an expense receipt because of
its layout. To avoid such errors going forward, you can correct data received by the OCR service and then send the
feedback to the service.
The OCR Data Correction page, which you open from the Incoming Document page, shows the fields from the
Financial Information FastTab in two columns, one with the OCR data editable and one with the OCR data read-
only. When you choose the Send OCR Feedback button, the content of the OCR Data Correction page is sent to
the OCR service. Next time the service processes PDF or image files that contain the data in question, your
corrections will be incorporated to avoid the same errors.
1. Choose the icon, enter Incoming Documents, and then choose the related link.
2. Open an incoming document record that contains data received from OCR service, which you want to correct.
3. On the Incoming Document page, choose the Correct OCR Data action.
4. On the OCR Data Correction page, overwrite the data in the editable column for each field that has an
incorrect value.
5. To undo corrections that you have made since you opened the OCR Data Correction page, choose the Reset
OCR Data action.
6. To send the corrections to the OCR service, choose the Send OCR Feedback action.
7. To save the corrections, close the OCR Data Correction page.
The fields on the Financial Information FastTab on the Incoming Document page are updated with any new
values that you entered in step 4.

See Also
Process Incoming Documents
Incoming Documents
Purchasing
Working with Business Central
 Create Incoming Document Records Directly from
Documents and Entries
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 Chart 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.

To create and connect an incoming document record from a purchase

invoice
1. Choose the icon, enter Purchase Invoices, and then choose the related link.
2. Select the line for a purchase invoice that you want to attach a file to, and then choose the Create Incoming
Document from File action.
3. Alternatively, select the line for a purchase invoice that you want to attach a file to, and then choose the Attach
File action.
4. On the Insert File page, select the file that represents the incoming document in question, and then choose the
Open button.

To create and connect an incoming document record from a vendor

ledger entry
1. Choose the icon, enter Vendor Ledger Entries, and then choose the related link.
2. Select a line for a vendor ledger entry that you want to attach a file to, and then choose the Create Incoming
Document from File action.
3. Alternatively, select a line for a vendor ledger entry that you want to attach a file to, and then choose the Attach
File action.
4. On the Insert File page, select the file that represents the incoming document in question, and then choose the
Open button.

To remove a connection from an incoming document record to a

posted document
You can remove file attachments from non-posted documents at any time by deleting the related incoming
document record. If the document is posted, then you must first remove the connection from the incoming
document record.
1. Choose the icon, enter Incoming Documents, and then choose the related link.
2. Select the line for an incoming document record connected to a posted document that you want to remove, and
then choose the Remove Reference to Record action.
The connection to the posted document is removed. You can now proceed to connect another incoming document
record to the posted document as described in this topic.

See Also
Process Incoming Documents
Incoming Documents
Purchasing
Working with Business Central
 Find Posted Documents without Incoming Document
Records
2 minutes to read • Edit Online

From the Chart 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.

To find posted documents without incoming document records

1. Choose the icon, enter Chart of Accounts, and then choose the related link.
2. Select a line for a G/L account for whose general ledger entries you want to see posted purchase and sales
documents without incoming document records, and then choose the Posted Documents without Incoming
Document action.
3. Alternatively, choose the Ledger Entries action.
4. On the General Ledger Entries page, choose the Posted Documents without Incoming Documents
action.
The Posted Documents without Incoming Document page opens showing posted purchase and sales
documents without incoming document records represented by general ledger entries on the G/L account that
you opened the page for. The page can show a maximum of 1000 lines. By default, the Date Filter field therefore
contains a filter that limits the lines to entries with posting dates from the beginning of the accounting period to
the work date.

To connect found documents to existing incoming document records

1. On the Posted Documents without Incoming Document page, select the line for a posted document that
you want to connect to an existing incoming document record, and then choose the Select Incoming
Document action.
2. On the Incoming Documents page, select the incoming document record that you want to connect to posted
document found, and then choose the OK button.
3. On the Posted Documents without Incoming Document page, the selected incoming document record is
now connected to the posted document, as you can see in the Incoming Document Files FactBox.
If a relevant incoming document record does not exist on the Incoming Documents page, then you can create it.
For more information, see Create Incoming Document Records.

See Also
Process Incoming Documents
Incoming Documents
Purchasing
Working with Business Central
 Manage Many Incoming Document Records
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".

To remove incoming document records from the default view

1. On the Incoming Documents page, select one or more lines for incoming document records that you
want to remove from the default view.
2. Choose the Set to Processed action.
The incoming document records are removed from the default view, and the Processed check box is
selected on the lines.

NOTE
You can also perform this action for the individual record on the Incoming Document Card page.

To view all incoming document records

1. On the Incoming Documents page, choose the Show All action.
All incoming document records are displayed, including those where the Processed check box is not selected.

To add incoming document records to the default view

1. On the Incoming Documents page, choose the Show All action.
2. Select one or more lines for incoming document records that you want to appear in the default view.
3. Choose the Set to Unprocessed action.
 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
 Workflow
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, a Microsoft partner must
implement them by customizing the application code. For more information, see Walkthrough: Implementing
New Workflow Events and Responses in the developer and IT-pro help.

NOTE
In addition to the Workflow functionality within Business Central, you can integrate to Microsoft Flow to define workflows
for events in Business Central. Note that although they are two separate workflow systems, any Flow template that you
create with Microsoft Flow 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.

Enable workflows, act on workflow notifications, including Using Workflows

request approvals and approve requests to perform a
workflow step. Archive and delete workflows.

See Also
Sales
Purchasing
Managing Projects
Working with Business Central
 Setting Up Workflows
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 by customizing the application code. For more information, see Walkthrough: Implementing
New Workflow Events and Responses in the developer and IT-pro help.
The following table describes a sequence of tasks, with links to the topics that describe them.

TO SEE

Set up workflow users and user groups. Set Up Workflow Users

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.

Set up an SMTP server to enable email communication in and Set up Email

out of Business Central

Specify the different steps of a workflow by connection Create Workflows

workflow events with workflow responses.

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
 TO SEE

Add support for a business scenario that requires new Walkthrough: Implementing New Workflow Events and
workflow events or responses by customizing the application Responses
code.

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
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
this topic.
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 this
topic.

To set up a workflow user

1. Choose the icon, enter Workflow User Groups, and then choose the related link.
2. Choose the New action. The Workflow User Group page opens.
3. In the Code field, enter a maximum of 20 characters to identify the workflow.
4. In the Description field, describe the workflow.
5. On the Workflow User Group Members FastTab, fill the fields on the first line as described in the
following table.

FIELD DESCRIPTION

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.

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.
6. Repeat step 5 to add more workflow users to the user group.
7. Repeat steps 2 through 6 to add more workflow user groups.

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
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.
To define that an approval request is not approved until multiple equal approvers have approved it, regardless of a
hirarchy, 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 Set Up Workflow Users.

To set up an approval user

1. Choose the icon, enter Approval User Setup, and then choose the related link.
2. Create a new line on the Approval User Setup page, and then fill the fields as described in the following
table.

FIELD DESCRIPTION

User ID Select the user ID of the user who is involved in the

approval process.

Salespers./Purch. Code Specify the salesperson or purchaser code that applies to

the user in the Salespers./Purch. Code field.

You typically fill the Salespers./Purch. Code field if the

salesperson or purchaser who is responsible for the
customer or vendor is also the person who must approve
the sales or purchase request in question.

Approver ID Select the user ID of the user who must approve

requests made by the user in the User ID field.
 FIELD DESCRIPTION

Sales Amount Approval Limit Specify the maximum sales amount in LCY that the user
in the User ID field can approve.

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.

To use this field, you must select the Approver Chain

option in the Approver Limit Type field on the
Workflow Response page.

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.

Substitute Select the user ID of the user who must approve

requests made by the user in the User ID field if the user
in the Approver ID is not available. Note: The substitute
can either be the user in the Substitute field, the direct
approver, or the approval administrator, in that order of
priority. For more information, see Use Approval
Workflows.

Email Specify the email address of the user in the User ID 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
 Setting Up Workflow Notifications
2 minutes to read • Edit Online

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 Start Automatically From Server check box is selected. For more information,
see Use Job Queues to Schedule Tasks.

You set up different aspects of workflow notifications in the following places:

1. 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.
2. 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.
3. 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.
4. 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.

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
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.

Specify when and how users receive notifications

1. Choose the icon, enter Approval User Setup, and then choose the related link.
2. Select the line for the user that you want to set up notification preferences for, and then choose the
Notification Setup action.
3. On the Notification Setup page, fill the fields as described in the following table.

FIELD DESCRIPTION

Notification Type Specify what type of event the notification is about.

Select one of the following options:

- New Record specifies that the notification is about a

new record, such as a document, that the user must act
on.
- Approval specifies that the notification is about one or
more approval requests.
- Overdue specifies that the notification is to remind
users that they are late in acting on an event.

Notification Method Specify if the notification is an email or an internal note.

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.

FIELD DESCRIPTION

Recurrence Specify the recurrence pattern in which the user receives

notifications.

Time Specify what time of the day the user receives

notifications when the value in the Recurrence field is
different from Instantly.

Daily Frequency Specify on which type of days the user receives

notifications when the value in the Recurrence field is
Daily.

Select Weekday to receive notifications every work day

of the week. Select Daily to receive notifications every
day of the week, including weekends.

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.

Change when and how you receive notifications

1. On one of the notifications that you have received, either as email or note, choose the Change Notification
Settings button.
2. On the Notification Setup page, change your notification preferences as described in the previous procedure.

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
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.
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.

To create a custom layout

1. Choose the icon, enter Report Layout Selection, and then choose the related link.
The Report Layout Selection page lists all the reports that are available in the company that is
specified in the Company Name field at the top of the page.
2. Set the Company field to the company in which you want to create the report layout.
3. Select the row for the report that you want to create the layout for, and then choose the Custom
Layouts action.
The Custom Report Layouts page appears and lists all the custom layouts that are available for the
selected report.
4. If you want to create a copy of an existing custom layout, select the existing custom layout in the list,
and then choose the Copy action.
The copy of the custom layout appears on the Custom Report Layouts page and has the words Copy
of in the Description field.
5. If you want to add a new custom layout that is based on a built-in layout, do the following:
a. Choose the New action. The Insert Built-in Layout for a Report page appears. The ID and
Name fields are automatically filled in.
b. To add a custom Word report layout type, select the Insert Word Layout check box.
 c. To add a custom RDLC report layout type, select the Insert RDLC Layout check box.
d. Choose the OK button.
The new custom layout now appear on the Custom Report Layouts page. If a new layout is based on
a built-in layout, then it has the words Copy of a Built-in Layout in the Description field. If there
was no built-in layout for the report, then the new layout has the words New Layout in the
Description field, which indicates that custom layout is blank.
6. By default, the Company Name field is blank, which means that the custom layout will be available
for the report in all companies. To make the custom layout available in a specific company only, choose
Edit, and then set the Company Name field to the company that you want.
The custom layout has been created. You can now modify the custom layout as needed.

Modifying a custom layout

To modify a report layout, you must first export the report layout as a file to a location on your computer or
network, and then open the exported document and make the changes. When you are finished making the
changes, you import the report layout.
To modify a custom layout
1. You export a custom layout from the Custom Report Layouts page. If this page is not already open,
search for and open the Report Layout Selection page, select the report that has the layout that you
want to modify, and then choose the Custom Layouts action.
2. On the Custom Report Layouts page, select the layout that you want to modify, choose the Export
Layout action, and then choose Save or Save As to save the report layout document to a location on
your computer or network.
3. Open the report layout document that you just saved, and then make changes.
If you are changing a Word layout, open the layout document in Word. For editing details, see the next
section Making Changes to the Report Layout.
RDLC report layouts are more advanced than Word report layouts. For more information about
modifying an RDLC report layout, see Designing RDLC Report Layouts.
Remember to save you changes when done.
4. Return to the Custom Report Layouts page, select the report layout that you exported and modified,
and then choose the Import Layout action.
5. In the Import dialog box, select Choose to find and select the report layout document, and then
choose Open.

Create and Modify Custom Report Layouts

To make general formatting and layout changes, such as changing text font, adding and modifying a table, or
removing a data field, just use the basic editing features of Word, like you do with any Word document.
If you are designing a Word report layout from scratch or adding new data fields, then start by adding a table
that includes rows and columns that will eventually hold the data fields.
 TIP
Show the table gridlines so that you see the boundaries of table cells. Remember to hide the gridlines when you are
done editing. To show or hide table gridlines, select the table, and then under Layout on the Table tab, choose View
Gridlines.

Embedding Fonts in Word Layouts for Consistency

To ensure that reports always display and print with the intended fonts, regardless of where users open or
print the reports, you can embed the fonts in the Word document. However, be aware that embedding fonts
can significantly increase the size of the Word files. For more information about embedding fonts in Word,
see Embed fonts in Word, PowerPoint, or Excel.
Removing Label and Data Fields in Word Layouts
Label and data fields of a report are contained in content controls in Word. The following figure illustrates a
content control when it is selected in the Word document.

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.

See Related Training at Microsoft Learn

See Also
Managing Report Layouts
Change the Current Report Layout
Import and Export a Custom Report or Document Layout
Working with Reports, Batch Jobs, and XMLports
Working with Business Central
 Set Up Email
3 minutes to read • Edit Online

To send and receive emails from within Business Central, you must fill in the fields on the SMTP Mail Setup page.
Instead of entering the SMTP server details manually, you can use the Apply Office 365 Server Settings
function to enter them with information from your Office 365 subscription.
You can either set email up manually, as described below, or you can get help by using the Email Setup assisted
setup guide. For more information, see Getting Ready for Doing Business.

To set up email
1. Choose the icon, enter SMTP Email Setup, and then choose the related link.
2. Fill in the fields as necessary. Hover over a field to read a short description.

NOTE
If you are using an account that requires two-factor authentication, then the password that you enter in the
Password field must be the same that you use for your Office 365 subscription and it must be of type App
Password. For more information, see Manage app passwords for two-step verification.

3. Alternatively, choose the Apply Office 365 Server Settings action to insert any information that is
already defined for your Office 365 subscription.
4. When all the fields are correctly filled in, choose the Test Email Setup action.
5. When the test succeeds, close the page.

Using a Substitute Sender Address on Outbound Email Messages

All outgoing email messages from Business Central will use the default address for the account that you specified
on the SMTP Email Setup page, as described above. You can, however, use the Send As or Send on Behalf
capabilities on your Exchange server to change the sender address on outbound messages. Business Central will
use the default account to authenticate to Exchange, but will either substitute the sender address with the one you
specify, or amend it with "on behalf of."
The following are examples of how Send As and Send on Behalf are used in Business Central.:
When you send documents such as purchase or sales orders to vendors and customers, you might want them
to appear to come from a [email protected]_ address.
When your workflow sends an approval request by email using the email address of the requestor.

NOTE
You can only use one account to substitute sender addresses. That is, you cannot have one substitute address for
purchasing processes, and another for sales processes.

To set up the substitute sender address for all outbound email messages
1. In the Exchange admin center for your Office 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.

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
 Create Workflows
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 Start 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 Category 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.

FIELD DESCRIPTION

Notify Sender Specify if the approval requestor is notified instead of

the approval request recipient. If you select the
check box, the Recipient User ID field is disabled
because the requestor of the approval, the sender,
will be notified instead. The name of the workflow
response changes accordingly, to Create
Notification for <Sender>. If the check box is not
selected, the name of the workflow response is
Create Notification for <User>.

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.

Notification Entry Type Specifies if the workflow notification is triggered by a

record change, an approval request, or a passed due
data.

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.

Custom Link Specify the URL of a link that is added to the

notification in addition to the link to page in
Business Central.

b. To specify options for a workflow response that involves creating an approval request, fill the
fields as described in the following table.

FIELD DESCRIPTION

Due Date Formula Specify in how many days the approval request must
be resolved from the date when it was sent.
 FIELD DESCRIPTION

Delegate After Specify if and when an approval request will

automatically be delegated to the relevant
substitute. You can select to automatically delegate
one, two, or five days after the date when the
approval was requested.

Approver Type Specify who the approver is, according to the setup
of approval users and workflow users.

The following options exist:

- Salesperson/Purchaser specifies that the user

who is set up in the Salespers./Purch. Code field
on the Approval User Setup page determines the
approver. Approval request entries are then created
according to the value in the Approver Limit Type
field.
For more information, see Set Up Approval Users.

Show Confirmation Message Specify if a confirmation message is shown to users

after they request an approval.

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.

The following options exist:

1. Approver Chain specifies that approval request

entries are created for all the requester’s approvers
up to and including the first qualified approver.
2. Direct Approver specifies that an approval
request entry is only created for the requester’s
immediate approver, regardless of the approver’s
approval limit.
3. First Qualified Approver specifies that an
approval request entry is only created for the
requester’s first qualified approver.

c. To specify options for a workflow response that involves creating journal lines, fill the fields as
described in the following table.

FIELD DESCRIPTION

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 Entry 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
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.

To create a workflow from workflow template

1. Choose the icon, enter Workflows, and then choose the related link.
2. Choose the Create Workflow from Template action. The Workflow Templates page opens.
3. Select a workflow template, and then choose the OK button.
The Workflow page opens for a new workflow containing all the information of the selected template. The
value in the Code field is extended with, for example, “-01” to indicate that this is the first workflow that is
created from the workflow template.
4. Proceed to create the workflow by editing the workflow steps or add new steps. 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
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 Export to File action.
3. On the Export File page, choose the Save button.
4. On the Export 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 Import from File action.
3. On the Import 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 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 integrate to Microsoft Flow to define workflows for
events in Business Central. Note that although they are two separate workflow systems, any Flow template that you create
with Microsoft Flow 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.

About This Walkthrough

This walkthrough illustrates the following tasks:
Setting up approval users.
Setting up notifications for approval users.
Modifying and enabling an approval workflow.
Requesting approval of a purchase order, as Alicia.
Receiving a notification and then approving the request, as Sean.

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.

Setting Up Sample Data

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.

USER ID APPROVER ID UNLIMITED PURCHASE APPROVAL

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. 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.

Creating the Approval Workflow

Create the purchase order approval workflow by copying the steps from the Purchase Order Approval Workflow
workflow template. Leave the existing workflow steps unchanged, and then enable the workflow.
To create and enable a purchase order approval workflow
1. Choose the icon, enter Workflows, and then choose the related link.
2. On the Workflows page, choose the New Workflow from Template action.
3. On the Workflow Templates page, select the workflow template named Purchase Order Approval
Workflow, and then choose the OK button.
The Workflow page opens for a new workflow containing all the information of the selected template. The
value in the Code field is extended with “-01” to indicate that this is the first workflow that is created from
the Purchase Order Approval Workflow workflow template.
4. On the header of the Workflow page, select the Enabled check box.

Using the Approval Workflow

Use the new Purchase Order Approval Workflow workflow by first signing in to Business Central as Alicia to
request approval of a purchase order. Then sign in as yourself, view the note on the Role Center, follow the link to
the approval request, and then approve the request.
To request approval of a purchase order, as Alicia
1. Sign in as Alicia.
2. Choose the icon, enter Purchase Orders, and then choose the related link.
3. Select the line for open purchase order 106001, and then choose the Edit action.
4. On the Purchase Order page, choose the Send Approval Request action.
Notice that the value in the Status field has changed to Pending Approval.
To approve the purchase order, as Sean
1. Sign in as Sean.
2. On the Role Center, in the Self Service area, choose the Requests to Approve tile.
3. On the Requests to Approve page, select the line about the purchase order by Alicia, and then choose the
Approve action.
The value in the Status field on Alicia’s purchase order changes to Released.
You have now set up and tested a simple approval workflow based on the first two steps of the Purchase Order
Approval Workflow workflow. You can easily extend this workflow to automatically post Alicia’s purchase order
when Sean approves it. To do this, you must enable the Purchase Invoice Workflow workflow, in which the
response to a released purchase invoice is to post it. First you must change the event condition on the first
workflow step from (purchase) Invoice to Order.
The generic version of Business Central includes a number of workflow templates for scenarios that are supported
by the application code. Most of these are for approval workflows.
You define variations of workflows 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.
If a business scenario requires a workflow event or response that is not supported, a Microsoft partner must
implement them by customizing the application code. For more information, see Walkthrough: Implementing New
Workflow Events and Responses in the developer and IT-pro help.

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
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.

Request approval of a task, as an approver, accept, decline, Use Approval Workflows

or delegate approvals, and send or view approval
notifications.

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
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 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 Started.

To request approval of a record

The following task is performed by an approval user.
1. on the page that presents the record, choose the Send Approval Request action.
2. To see all your approval requests, choose the icon, enter Approval Request Entries, and then choose the
related link.
The status of the approval entry is updated from Created to Open. The status of the record, for example a
purchase invoice, is updated from Open to Pending Approval and remains locked for processing until all
approvers have approved the record.
When the approver has approved the record, the status changes to Released. You can then continue your tasks
with the record.

To cancel requests for approval

The following task is performed by an approval user with approver rights.
A customer may want to change an order after it has been submitted for approval. In this case, you can cancel the
approval process and make the necessary changes to the order before you request approval again.
on the page that displays the record, choose the Cancel Approval Request action.
When the approval request has been canceled, the status of the related approval entry is changed to Canceled.
The status of the record is updated from Pending Approval to Open. The approval process can then start again.

To approve or reject requests for approval

The following task is performed by an approval user with approver rights.
You can process approval requests on the Requests to Approve page, for example to approve multiple requests
at a time. Alternatively, you can process each request on the related record, such as the Purchase Invoice page,
by choosing the link in the notification that you receive.
1. Choose the icon, enter Requests to Approve, and then choose the related link.
2. Select one or more lines for the record or records that you want to approve or reject.
3. Choose the Approve, Reject, or Delegate actions.
When a record has been approved or rejected, the approval status in the Status field changes to Approved or
Rejected.
If an approver hierarchy is set up, the record status will be Pending Approval until all approvers have approved
the record. Then the record status will change to Released.
At the same time, the approval status changes from Created to Open as soon as an approval request for the
record is created. If the request is rejected, the approval status changes to Rejected. The status remains Open or
Rejected until all approvers have approved the request.

To delegate requests for approval

The following task is performed by an approval user with approver rights.
To prevent documents from piling up or otherwise block the workflow, the approver and the approval
administrator can delegate an approval request to a substitute approver. The substitute can either be a designated
substitute, the direct approver, or the approval administrator, in that order of priority. You typically use this feature
if an approver is out of office and is unable to approve requests before the due date.
1. Choose the icon, enter Requests to Approve, and then choose the related link.
2. Select one or more lines for the approval requests that you want to delegate to a substitute approver, and then
choose the Delegate action.
A notification to approve the request is sent to the substitute approver.

To manage overdue approval requests

The following task is performed by an approval user with approver rights.
At regular intervals, you must remind approval workflow users of overdue approval requests that they must react
on. You use the Send Overdue Approval Notifications function for this.
The Send Overdue Approval Notifications function checks for all open approval requests that are currently
overdue. Each approver that has at least one overdue approval entry receives a notification with the list of all their
overdue approval requests. The notification is also sent to their approver and all the requesters of the overdue
approvals. This helps if the overdue approval entry must be delegated to a substitute.
1. Choose the icon, enter Overdue Approval Requests, and then choose the related link.
2. On the Overdue Approval Requests page, choose the Send Overdue Approval Notifications action.

See Also
Sales
Incoming Documents
Purchasing
Working with Business Central
 Restrict and Allow Usage of a Record
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.

To create a workflow step that restricts posting of unapproved purchase

orders
1. Choose the icon, enter Workflows, and then choose the related link.
2. On the Workflows page, create a new workflow named Purchase Order Approval Workflow. For more
information, see Create Workflows.
3. Choose the Copy From Workflow Template action.
4. Choose the Source Workflow Code field, and then, on the Workflow Templates page, choose the
Purchase Invoice Approval Workflow workflow template.
Notice that the first two workflow steps are about restricting and then allowing usage of purchase invoices.
Proceed to change the event condition on the first step of the new workflow to specify that it applies to
purchase orders.
5. On the Workflow Steps FastTab, choose the Event Conditions field, and then, for the Document Type
filter, select Order.
6. Proceed to edit, delete, or add other workflow steps to fit a business process that begins by restricting
unapproved purchase orders from being posted.

See Also
Create Workflows
Workflow
 View Archived Workflow Step Instances
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.

To view archived workflow step instances

1. Choose the icon, enter Workflows, and then choose the related link.
2. Open the workflow for which you want to view all archived workflow step instances.
3. On the Workflow page, choose the Archived Workflow Step Instances action.
The Archived Workflow Step Instances page opens showing the archived workflow step instances of
the selected workflow.
4. Alternatively, Choose the icon, enter Archived Workflow Step Instances, and then choose the related
link.
The Archived Workflow Step Instances page opens showing all archived workflow step instances. In the
Workflow Code field, you can see which workflow the archived workflow step instance belonged to.

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
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
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.

Based on data exchange definitions, send PEPPOL invoices, Exchanging Data

receive PEPPOL invoices, import bank statements, and
export bank payment files.

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
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 Export 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 Export 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” Help section in
your country version of Business Central.

Currency Exchange Rates

You can set up an external service to keep your for currency exchange rates up to date. The service that provides
updated currency exchange rates is enabled by a data exchange definition. Accordingly, the Exch. Rate Update
Setup Card page is a condensed view of the Data Exchange Definition page for the data exchange definition in
question.
For all exchanges of data in XML files, you can prepare the data exchange setup by loading the related XML
schema file on the XML Schema Viewer page. Here you select the data elements that you want to exchange with
Business Central and then you either initialize a data exchange definition or generate an XMLport.

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
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](finance-make-payments-with-
SEPA credit transfer. bank-data-conversion-service-or-sepa-credit-
transfer.md#setting-up-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
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.

To set up a document exchange service

1. Choose the icon, enter Doc. Exch. Service Setup, and then choose the related link.
2. Fill the fields as described in the following table.

FIELD DESCRIPTION

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.

Enabled Specify if the service is enabled. Note: As soon as you

enable the service, at least two job queue entries are
created to process the traffic of electronic documents in
and out of Business Central. When you disable the service,
the job queue entries are deleted.

Signup URL Specify the web page where you sign up for the document
exchange service.

Service 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
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.
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.

To set up the Incoming Documents feature

1. Choose the icon, enter Incoming Document Setup, 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 approvers of incoming document records

Approvers of incoming documents must be set up as approval workflow users.
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. For more information, see Set Up Approval Users.

To set up an OCR service

1. Choose the icon, enter OCR Service Setup, and then choose the related link.
2. Fill in the fields as necessary. Hover over a field to read a short description.

NOTE
You login data is automatically encrypted.

See Also
Process Incoming Documents
Incoming Documents
Purchasing
Working with Business Central
 Update Currency Exchange Rates
4 minutes to read • Edit Online

As companies operate in increasingly more countries/regions, it becomes more important that they be able to trade
and report financials in more than one currency. You must set up a code for each currency you use if you buy or sell
in currencies other than your local currency, have receivables or payables in other currencies, or record G/L
transactions in different currencies.
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. For more information, see Set Up an Additional Reporting
Currency.

Adjusting Exchange Rates

Because exchange rates fluctuate constantly, additional currency equivalents in your system must be adjusted
periodically. If these adjustments are not done, amounts that have been converted from foreign (or additional)
currencies and posted to the general ledger in LCY may be misleading. In addition, daily entries posted before a
daily exchange rate is entered into application must be updated after the daily exchange rate information is entered.
The Adjust Exchange Rates batch job is used to manually adjust the exchange rates of posted customer, vendor
and bank account entries. It can also update additional reporting currency amounts on G/L entries. You can also
have the exchange rates adjusted automatically by using a service. For more information, see To set up a currency
exchange rate service.
Effect on Customers and Vendors
For customer and vendor accounts, the batch job adjusts the currency by using the exchange rate that is valid on
the posting date that is specified in the batch job. The batch job calculates the differences for the individual currency
balances and posts the amounts to the general ledger account that is specified in the Unrealized Gains Acc. field
or the Unrealized Losses Acc. field on the Currencies page. Balancing entries are automatically posted to the
receivables/payables account in the general ledger.
The batch job processes all open customer ledger entries and vendor ledger entries. If there is an exchange rate
difference for an entry, the batch job creates a new detailed customer or vendor ledger entry which reflects the
adjusted amount on the customer or vendor ledger entry.
Dimensions on Customer and Vendor Ledger Entries
The adjustment entries are assigned the dimensions from the customer/vendor ledger entries, and the adjustments
are posted per combination of dimension values.
Effect on Bank Accounts
For bank accounts, the batch job adjusts the currency by using the exchange rate that is valid on the posting date
specified in the batch job. The batch job calculates the differences for each bank account that has a currency code
and posts the amounts to the general ledger account that is specified in the Realized Gains Acc. field or the
Realized Losses Acc. field on the Currencies page. Balancing entries are automatically posted to the general
ledger bank accounts that are specified in the bank account posting groups. The batch job calculates one entry per
currency per posting group.
Dimensions on Bank Account Entries
The adjustment entries for the bank account's general ledger account and for the gain/loss account are assigned the
bank account's default dimensions.
Effect on G/L Accounts
If you post in an additional reporting currency, you can have the batch job create new general ledger entries for
currency adjustments between LCY and the additional reporting currency. The batch job calculates the differences
for each general ledger entry and adjusts the general ledger entry depending on the contents of the Exchange
Rate Adjustment field for each general ledger account.
D i m e n si o n s o n G / L A c c o u n t En t r i e s

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.

To set up a currency exchange rate service

You can use an external service to keep your currency exchange rates up to date, such as FloatRates.
1. Choose the icon, enter Currency Exchange Rate Services, and then choose the related link.
2. Choose the New action.
3. On the Currency Exchange Rate Service page, fill in the fields as necessary. Hover over a field to read a short
description.
4. Choose the Enabled check box to enable the service.

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.

See Related Training at Microsoft Learn

See Also
Set Up an Additional Reporting Currency
Closing Years and Periods
Working with Business Central
 Set Up Electronic Document Sending and Receiving
10 minutes to read • Edit Online

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.

FIELD DESCRIPTION

GLN Identify your company.

For example, when you send electronic invoices in the

PEPPOL format, the value in this field is used to populate
the EndPointID element under the
AccountingSupplierParty node in the file. The number is
based on the GS1 standard, which is compliant with ISO
6523.

VAT Registration No. Specify your company’s VAT registration number.

Responsibility Center If your company is set up with a responsibility center,

make sure that the Country/Region Code field is filled.

To set up VAT posting for electronic document sending and receiving

1. In the Search box, enter VAT Posting Setup, and then choose the related link.
2. For each VAT posting setup line that you will use for electronic documents, fill the field as described in the
following table.

FIELD DESCRIPTION

Tax Category Specify the VAT category.

For example, when you send electronic invoices in the

PEPPOL format, the value in this field is used to populate
the TaxApplied element under the
AccountingSupplierParty node in the file. The number is
based on the UNCL5305 standard.

To set up countries/regions for electronic document sending and receiving

1. In the Search box, enter Country/Regions, and then choose the related link.
2. For each country/region that you will exchange electronic documents with, fill the field as described in the
following table.

FIELD DESCRIPTION
 FIELD DESCRIPTION

VAT Scheme Identify the national body that issues the VAT registration
number for the country/region in connection with
electronic document sending.

For example, when you send electronic invoices in the

PEPPOL format, the value in this field is used to populate
the SchemeID attribute for the EndPointID element
under both the AccountingSupplierParty node and the
AccountingCustomerParty in the file.

The VAT Scheme field is only used if the GLN field on the
Company Information page is not filled. Note: The
value in the Code field on the Countries/Regions page
must comply with ISO 3166-1:Alpha2.

To set up items for electronic document sending and receiving

1. In the Search box, enter Items, and then choose the related link.
2. For each item that you buy or sell on electronic documents, fill the field as described in the following table.

FIELD DESCRIPTION

GTIN Identifies the item in connection with electronic document

sending and receiving. For the PEPPOL format, the field is
used as follows:

If the StandardItemIdentification/ID element has the

SchemeID attribute set to GTIN, then the element is
mapped to the GTIN field on the item card.

To set up units of measure for electronic document sending and receiving

1. In the Search box, enter Units of Measure, and then choose the related link.
2. For each unit of measure that you will use for items on electronic documents, fill the field as described in
the following table.

FIELD DESCRIPTION

International Standard Code Specify the unit of measure code expressed according to
the UNECERec20 standard in connection with sending of
electronic documents.

For example, when you send electronic invoices in the

PEPPOL format, the value in this field is used to populate
the unitCode attribute of the InvoicedQuantity element
under the InvoiceLine node. Note: If the Unit of
Measure field on the sales line is empty, the UNECERe20
standard value for “Piece” (H87) is inserted by default. For
more information and a list of valid unit of measure codes,
see Recommendation No. 20 - Units of Measure used in
International Trade.

To set up customers for electronic document sending

1. In the Search box, enter Customers, and then choose the related link.
2. For each customer who you will send electronic documents to, fill the fields as described in the following
table.
 FIELD DESCRIPTION

GLN Identify the customer.

For example, when you send electronic invoices in the

PEPPOL format, the value in this field is used to populate
the EndPointID element under the
AccountingCustomerParty node in the file. The number
is based on the GS1 standard, which is compliant with ISO
6523.

If the GLN field is blank, the value in the VAT

Registration No. field is used.

VAT Registration No. Specify the customer's VAT registration number. Tip:
Choose the DrillDown button to use the web service that
verifies if the number exists in the country’s company
register.

Responsibility Center If the customer is set up with a responsibility center, make

sure that the Country/Region Code field is filled.

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 Service).

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.
 FIELD DESCRIPTION

GLN Identify the vendor.

For example, when you receive electronic invoices in the

PEPPOL format, the value in this field is used to populate
the EndPointID element under the
AccountingSupplierParty node in the file. The number is
based on the GS1 standard, which is compliant with ISO
6523.

If the GLN field is blank, the value in the VAT

Registration No. field is used.

VAT Registration No. Specify the vendor’s VAT registration number. Tip: Choose
the DrillDown button to use the web service that verifies
if the number exists in the country’s company register.

Responsibility Center If the vendor is set up with a responsibility center, make

sure that the Country/Region Code field is filled.

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.

FIELD DESCRIPTION

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.

If you leave the G/L Account for Non-Item Lines field

blank, and the incoming document has lines without
identifiable items, then the purchase document will not be
created. An error message will instruct you to fill the G/L
Account for Non-Item Lines field before you can
complete the task.

See Related Training at Microsoft Learn

See Also
Exchanging Data Electronically
Invoice Sales
Record Purchases
 Collect Payments with SEPA Direct Debit
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.

Setting Up SEPA Direct Debit

From the Direct Debit Collections page, you can export instructions to your electronic bank to perform a direct
debit collection from the customer’s bank account to your bank account according to the SEPA Direct Debit format.

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 Export 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.

FIELD DESCRIPTION

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.

4. Choose the OK button to close the Payment Methods page.

5. Choose the icon, enter Customers, and then choose the related link.
6. Open the customer card for the customer that you want to set up for SEPA direct debit collection.
7. Choose the Payment Method Code field, and then select the payment method code that you specified in
step 3.
8. Repeat steps 6 and 7 for all customers that you want to set up for SEPA direct debit collection.
To set up the direct-debit mandate that represents the customer agreement
1. Choose the icon, enter Customers, and then choose the related link.
2. Open the card for the customer that you want to set up for SEPA direct debits.
3. Choose the Bank Accounts action.
4. On the Customer Bank Account List page, select the customer bank account that will use direct debits, and
then choose the Direct Debit Mandates action.
5. On the SEPA Direct Debit Mandates page, fill in the fields as described in the following table.

FIELD DESCRIPTION

Customer Bank Account Code Specifies the bank account from which direct-debit
payments are collected. This field is filled automatically.
 FIELD DESCRIPTION

Valid From Specify the date when the direct-debit mandate starts.

Valid To Specify the date when the direct-debit mandate ends.

Date of Signature Specify the date when the customer signed the direct-
debit mandate.

Sequence Type Specify if the agreement covers multiple (Recurring) or a

single (One Off) direct debit collection.

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.

Blocked Specify that direct debit collections cannot be made using

this direct-debit mandate.

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.

To create a direct-debit collection

1. Choose the icon, enter Direct Debit Collections, and then choose the related link.
2. On the Direct Debit Collections page, choose the Create Direct Debit Collection action.
3. On the Create Direct Debit Collection page, fill in the fields as described in the following table.

FIELD DESCRIPTION

From Due Date Specify the earliest payment due date on sales invoices
that you want to create a direct-debit collection for.
 FIELD DESCRIPTION

To Due Date Specify the latest payment due date on sales invoices that
you want to create a direct-debit collection for.

Partner Type Specify if the direct-debit collection is made for customers

of type Company or Person.

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.

4. Choose the OK button.

A direct-debit collection is added to the Direct Debit Collections page, and one or more direct-debit collection
entries are created.
To export a direct-debit collection entry to a bank file
1. On the Direct Debit Collections page, choose the Direct Debit Collect. Entries action.
2. On the Direct Debit Collect. Entries page, select the entry that you want to export, and then choose the
Create Direct Debit File action.
3. Save the export file to the location from where you send or upload it to your electronic bank.
On the Direct Debit Collect. Entries page, the Direct Debit Collection Status field is changed to File
Created. On the SEPA Direct Debit Mandates page, the Debit Counter field is updated with one count.
If the exported file cannot be processed, for example because the customer is insolvent, you can reject the direct-
debit collection entry. If the exported file is successfully processed by the bank, the due payments of the involved
sales invoices are automatically collected from the involved customers. In that case you can close the collection.
To reject a direct-debit collection entry
On the Direct Debit Collect. Entries page, select the entry that was not successfully processed, and then
choose the Reject Entry action.
The value in the Status field on the Direct Debit Collect. Entries page is changed to Rejected.
To close a direct-debit collection
On the Direct Debit Collect. Entries page, select the entry that was successfully processed, and then
choose the Close Collection action.
The related direct-debit collection is closed.
You can now proceed to post receipts of payment for the involved sales invoices. You can do this as you typically
post payment receipts, such as on the Payment Registration page, or you can post the related payment receipts
directly from the Direct Debit Collect. Entries page. For more information, see Post SEPA Direct Debit Payment
Receipts.

Posting SEPA Direct Debit Payment Receipts

When a direct debit collection is successfully processed by your bank, you can proceed to post receipt of the
payment for the involved sales invoices. For more information, see Create SEPA Direct Debit Collection Entries and
Export to a Bank File.
You can post the payment receipt directly from the Direct Debit Collections page or the Direct Debit Collect.
Entries page. Alternatively, you can relay the work to another user by preparing the related journal lines.
To post a direct-debit payment receipt from the Direct Debit Collections page
1. Choose the icon, enter Direct Debit Collections, and then choose the related link.
2. Select a line for a direct debit collection that has been exported to a bank file and successfully processed by
the bank.
3. Choose the Post Payment Receipts action.
4. On the Post Direct Debit Collection page, fill in the fields as described in the following table.

FIELD DESCRIPTION

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.

5. Choose the OK button.

See Also
Managing Receivables
Service Management
 Using the AMC Banking 365 Fundamentals Extension
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.

Using Our Demonstration Account

Business Central comes with a demonstration account that lets you try out the AMC Banking 365 Fundamentals
extension. We provide default settings for connecting to AMC Banking, specifying the bank accounts to get data
from in Business Central, plus a few data exchange definitions. You can view the connection settings on the AMC
Banking Setup page. For bank accounts, the extension applies values in the Bank Name, Credit Transfer Msg.
Nos., Bank Statement Import Format, and Payment Export Format fields on bank account cards.
We provide the settings, but to try out the extension you must run the assisted setup guide to apply them. To run
the guide, on the AMC Banking Setup page, choose the Assisted Setup action.

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.

Setting Up the Extension

Getting started with the extension involves just a few easy steps, and an assisted setup guide will make the
connection and turn on the extension. The guide will do things like install the data exchange definitions for bank
statement export/import setups and initiate the number series used for credit transfer messages.
To set up the required permission sets
Before people can use this extension, your administrator must copy the following permission sets, edit them, and
then assign the new permission sets to users instead of original:
D365 Basic
D365 Team Member
D365 Read
IntelligentCloudBC
For more information, see To copy a permission set.
For each new permission set, grant only the Read permission for the AMC Banking Setup table (20101). For
more information, see To create or modify permissions manually.
To connect the extension to AMC Banking
1. Get a module and a service plan for AMC Banking. To do that, visit the AMC License page.
2. In Business Central, choose the icon, enter AMC Banking Setup, and then choose the related link.
3. On the AMC Banking Setup page, choose the Assisted Setup action.
4. Complete the steps in the assisted setup guide.
To connect bank accounts to the extension
1. Choose the icon, enter Bank Accounts, and then choose the related link.
2. Open the card for the bank account that you want to connect to the service.
3. In the Bank Name field, choose the format that your bank requires.
The formats are filtered to show only those that are relevant for the country/region that is specified for the
bank account.
4. In the Credit Transfer Msg. Nos. field, choose the number series to use for messages that accompany
payments.
5. In the Bank Statement Import Format and Payment Export Format fields, choose the data exchange
definitions that your bank requires.

Using the Extension

Using this extension is just a matter of exporting data on the Payment Journals page, and then uploading it to
your bank's web service. For more information, see Making Payments with Bank Data Conversion or SEPA Credit
Transfer.

NOTE
You must fill in the SWIFT Code and IBAN fields for each bank account.

To export data and submit it to your bank

Cau t i on

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.

3. Choose the Export action.

To import and apply the converted file
1. Choose the icon, enter Payment Reconciliation Journal, and then choose the related link.
2. Choose the Import Bank Transaction action, and then choose the converted file.
Business Central will create a new payment reconciliation journal that contains the data in the file. For more
 information, see Applying Payments Automatically and Reconciling Bank Accounts.

See Also
Customizing Business Central Using Extensions
Getting Started
 Set Up the Envestnet Yodlee Bank Feeds Service
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 new 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 Yodlee.

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 Started.

To enable the bank feed service

1. Choose the icon, enter Bank Accounts, and then choose the related link.
2. Open the bank account that you will use for the bank feed service.
3. On the Bank Account page, in the Bank Statement Import Format field, select YODLEEBANKFEED.
The bank feed service will be enabled when you link a bank account to its related online bank account. See the next
procedure.

NOTE
If you use the Company Setup assisted setup guide, then you enable the service by selecting the Use a bank feed service
check box. For more information, see Creating New Companies in Business Central.

To create a new linked bank account

1. Choose the icon, enter Bank Accounts, and then choose the related link.
2. Select the relevant bank account, and then choose the Create New Linked Bank Account. The Bank
Account Linking page opens after a few moments.

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.

To link a bank account to an online bank account

1. Choose the icon, enter Bank Accounts, and then choose the related link.
2. Select the line for a bank account that is not linked to an online bank account, and then choose the Link to
Online Bank Account action. The Online Bank Account Linking page opens with the name of the bank
prefilled in the Link Account pane.
3. Choose the bank name. The Log In pane opens.
4. Enter the username and password that you use to log on to the online bank, and then choose the Next
button.
The bank feed service prepares to link your bank account in Business Central to the related online bank
account.
When the process has completed successfully, the bank name will appear in the My Accounts pane on the
Linked tab. If the bank has more than one bank account, only the bank account that you selected in step 2 is
linked.
5. Choose the OK button.
On the Bank Account List page, the Linked check box is selected.

To unlink a bank account

1. Choose the icon, enter Bank Accounts, and then choose the related link.
2. Select the line for a linked bank account that you want to unlink from its related online bank account, and the
choose the Unlink Online Bank Account action.

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.

To enable automatic import of bank statements

1. Choose the icon, enter Bank Accounts, and then choose the related link.
2. Select the line for a linked bank account, and then choose the Automatic Bank Statement Import Setup
action.
3. On the Automatic Bank Statement Import Setup page, in the Number of Days Included field, specify
how far back in time to get new bank transactions for.

NOTE
It is recommended that you set this value to 7 days or more.

4. Select the Enabled check box.

Every hour, the Payment Reconciliation Journal page will display new payments that are made on the online
bank account.

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
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.

To set up bank accounts

1. Choose the icon, enter Bank Accounts, and then choose the related link.
2. On the Bank Accounts page, choose the New action.
3. Fill in the fields as necessary. Hover over a field to read a short description.

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 Started.

To set up your bank account for import or export of bank files

Fields on the Transfer FastTab on the Bank Account Card page are related to import and export of bank feeds
and files. For more information, see Using the AMC Banking 365 Fundamentals extension and Set Up the
Envestnet Yodlee Bank Feeds Service.
1. Choose the icon, enter Bank Accounts, and then choose the related link.
2. Open the card for a bank account that you will export or import bank files for.
3. On the Transfer FastTab, fill in the fields as necessary. Hover over a field to read a short description.

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.

To set up vendor bank accounts for export of bank files

Fields on the Transfer FastTab on the Vendor Bank Account Card page are related to export of bank feeds and
files. For more information, see Using the AMC Banking 365 Fundamentals extension and Export Payments to a
Bank File.
1. Choose the icon, enter Vendors, and then choose the related link.
2. Open the card for a vendor whose bank account you will export payment bank files to.
3. Choose the Bank Accounts action.
4. On the Vendor Bank Account Card page, on the Transfer FastTab, fill in the fields as necessary. Hover over
a field to read a short description.

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 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 either a data exchange definition or an XMLport.
When you have defined which data elements to include based on the XML schema, you can use the Generate
XMLport action to create the XMLport object.
Alternatively, 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
To generate an XMLport for the file that is based on an XML schema
To import an XMLport into the Object Designer
To load an XML schema file
1. Make sure that the relevant XML schema file is available. The file extension is .xsd.
2. Choose the icon, enter XML Schemas, and then choose the related link.
3. Choose the New action.
4. Fill the fields as described in the following table.

FIELD DESCRIPTION

Code Specify a code to identify the XML schema.

Description Specify a description of the 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.

FIELD DESCRIPTION

XML Schema Code Specify the XML schema file that you loaded in step 5 in
the “To load an XML schema file” section.

New XMLport No. Specify the number of the XMLport that is created from
this XML schema when you choose the Generate
XMLport 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.

ACTION DESCRIPTION

Show All All nodes are shown.

Hide Non-Mandatory Only nodes representing elements that are required

according to the XML schema are shown. These nodes are
typically indicated by a 1 in the MinOccurs field.

Choose Show All to reverse the view.

Hide Non-Selected Only nodes where the Selected check box is selected are
shown.

Choose Show All to reverse the view.

5. Choose the Edit action.

6. In the Selected check box, specify for each node if you want the element to be supported in the data
exchange definition for the related SEPA bank file.

NOTE
When you select a mandatory child node, all parent nodes above it are also selected.

7. Choose the Select All Mandatory 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.

To generate an XMLport 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. In the New XMLport No. field, specify the number that the new XMLport object will be given when it is
generated.
4. Make sure the relevant nodes are selected. For more information, see the “To select or clear nodes in an
XML schema” section.
5. Choose the Generate XMLport action, and then save the object as a .txt file in an appropriate location.
6. Import the new XMLport into the Business Central development environment and compile it.

See Also
Set Up Data Exchange Definitions
Export Payments to a Bank File
Collect Payments with SEPA Direct Debit
About the Data Exchange Framework
 Set Up Data Exchange Definitions
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”.

This topic includes the following procedures:

To create a data exchange definition
To export a data exchange definition as an XML file for use by others
To import an XML file for an existing data exchange definition

To create a data exchange definition

Creating a data exchange definition involves two tasks:
1. On the Data Exchange Definition page, describe the formatting of lines and columns in the file.
2. On the Data Exchange Mapping page, map columns in the data file to fields in Business Central.
This is described in the following procedures.

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.

To describe the formatting of lines and columns in the file

1. In the Search box, enter Data Exchange Definitions, and then choose the related link.
2. Choose the New action.
3. On the General FastTab, describe the data exchange definition and the data file type by filling the fields
as described in the following table.
FIELD DEFINITION

Code Enter a code to identify the data exchange definition.

Name Enter a name for the data exchange definition.

File Type Specify what type of file that the data exchange
definition is used for. You can select between four file
types:

- XML: Layered strings of content and markup

surrounded by tags indicating function.
- Variable Text: Records have variable length and are
separated by a character, such as comma or semi-colon.
Also known as delimited file.
- Fixed Text: Records have the same length, using pad
characters, and each record is on a separate line. Also
known as fixed-width file.
- Json: Layered strings of content in JavaScript.

Type Specify what type of business activity the data exchange

definition is used for, such as Payment Export.

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.

Reading/Writing XMLport Specify the XMLport through which an imported data

file or service enters prior to mapping and through
which exported data exits when it is written to a data file
or service 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.

This makes sure that the header data is not imported.

Note: This field is only relevant for import.
 FIELD DEFINITION

Header Tag If a header line exists in several positions in the file,

enter the text of the first column on the header line.

This makes sure that the header data is not imported.

Note: This field is only relevant for import.

Footer Tag If a footer line exists in several positions in the file, enter
the text of the first column on the footer line.

This makes sure that the footer data is not imported.

Note: This field is only relevant for import.

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.

FIELD DESCRIPTION

Code Enter a code to identify the line in the file.

Name Enter a name that describes the line in the file.

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.

Namespace Specify the namespace that is expected in the file, to

enable namespace validation. You can leave this field
blank if you do not want to enable namespace
validation.

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.
 FIELD DESCRIPTION

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.

Name Specify the name of the column.

For XML files, specify the markup that marks the data to
be exchanged.

Data Type Specify if the data to be exchanged is of type Text,

Date, or Decimal.

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.

Description Enter a description of the column, for information.

Path Specify the position of the element in the related XML

schema.

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.

To map columns in the data file to fields in Business Central

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.

FIELD DESCRIPTION

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.

You typically use an intermediate table when the data

exchange definition is used to import and convert
electronic documents, such as vendor invoices into
purchase invoices in Business Central. For more
information, see Exchanging Data Electronically.

Name Enter a name for the mapping setup.

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.

Post-Mapping Codeunit Specify the codeunit that completes the mapping

between fields in Business Central and external data.
Note: When using the AMC Banking 365 Fundamentals
extension feature, the codeunit converts exported data
from Business Central to a generic format that is ready
for export. For import, the codeunit converts external
data to a format that is ready for import into 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.

FIELD DESCRIPTION

Column No. Specify which column in the data file that you want to
define a map for.

You can only select columns that are represented by

lines on the Column Definitions FastTab on the Data
Exchange Definition page.

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 ID Only visible when the Use as Intermediate Table check
box is selected.

Specify the table that the value in the Column Caption

field is mapped to, when you are using an intermediate
table for data import.

Target Table Caption Only visible when the Use as Intermediate Table check
box is selected.

Specify the name of the table in the Target Table ID

field, which is the table that the value in the Column
Caption field is mapped to, when you are using an
intermediate table for data import.

Target Field ID 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.

Optional Only visible when the Use as Intermediate Table check

box is selected.

Specify if the map should be skipped if the field is empty.

If you do not select this check box, then an export error
will occur if the field is empty.

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.

OPTION DESCRIPTION

Uppercase Capitalize all letters.

Lowercase Make all letters lowercase.

Title Case Capitalize the first letter of each word.

Trim Remove empty spaces before and after the value.

Substring Transform a specific portion of a value. To specify where to

start the transformation, choose either a Start Position or
Starting Text. The starting position is a number that
represents the first character to transform. The starting text
is the letter immediately before the letter to replace. If you
want to start with the first letter in the value, use a starting
position instead. To specify where to stop the
transformation you choose either Length, which is the
number of characters to replace, or the Ending Text, which
is the character that is immediately after the last character
to transform.

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.

Custom This is an advanced option that requires assistance from a

developer. It enables an integration event that that you can
subscribe to if you want to use your own transformation
code. If you are a developer and want to use this option, see
the "Tip for Developers: Example of the Custom Option"
section below.
 OPTION DESCRIPTION

Date and Time Formatting Define how to display the current date as well as the time of
day.

Tip for Developers: Example of the Custom Option

The following example shows how to implement your own transformation code.

codeunit 60100 "Hello World"

{
[EventSubscriber(ObjectType::Table, Database::"Transformation Rule", 'OnTransformation', '', false,
false)]
procedure OnTransformation(TransformationCode: Code[20]; InputText: Text; var OutputText: Text)
begin
if TransformationCode = 'CUST' then
OutputText := InputText + ' testing';
end;
}

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 Export 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 Import 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
 Exchanging Data
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

Convert sales document records in Business Central to a Send Electronic Documents

standardized format and send them as electronic documents
that your customers can receive into their system.

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 bank Export Payments to a Bank File
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 AMC
elements when exporting payment files by using the 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
 Send Electronic Documents
2 minutes to read • Edit Online

The generic version of Business Central supports sending electronic invoices and credit memos in the PEPPOL
format, which is supported by the largest document exchange service providers. 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.
To send a sales invoice as an electronic PEPPOL document, you select the Electronic Document option in the
Post and Send dialog box from where 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 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 and 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 Service.
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 as an electronic document 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. For more information, see Activity Log.

See Related Training at Microsoft Learn

See Also
Invoice Sales
Set Up Document Sending Profiles
Set Up Electronic Document Sending and Receiving
Set Up a Document Exchange Service
Set Up Data Exchange Definitions
Exchanging Data Electronically
General Business Functionality
 Use OCR to Turn PDF and Image Files into Electronic
Documents
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 Service action.
The value in the OCR Status field changes to Sent, provided that no errors exist.

To send a PDF or image file to the OCR service by email

From your email application, you can send an email to the OCR service provider with the PDF or image file
attached. For information about the email address to send to, see the OCR service provider’s web site.
Because no incoming document record exists for the file, a new record will be created automatically on the
Incoming Documents page when you receive the resulting electronic document from the OCR service. For
more information, see Create Incoming Document Records.

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.

To receive the resulting electronic document from the OCR service.

The electronic document that is created by the OCR service from the PDF or image file is automatically received
into the Incoming Documents page by the job queue entry that is set up when you enable the OCR service.
If you are not using a job queue, or you want to receive a finished OCR document sooner than per the job queue
schedule, you can choose the Receive from OCR Service button. This will get any documents that are
completed by the OCR service.

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. In the OCR Status field, choose the Awaiting Verification hyperlink.

2. On the OCR service website, log in using the credentials of your OCR service account. These are the
credentials you also used when setting up the service. For more information, see To set up an OCR service.
Information for the OCR document is displayed, showing both the source content of the PDF or image file
and the resulting OCR field values.
3. Review the various field values and manually edit or enter values in fields that the OCR service has tagged
as uncertain.
4. Choose the OK button. The OCR process is completed and the resulting electronic document is sent to the
Incoming Documents page in Business Central, according to the job queue schedule.
5. Repeat step 4 for any other OCR document to be verified.
Now you can proceed to create document records for the received electronic documents in Business Central,
manually or automatically. For more information, see the next procedure. You can also connect the new incoming
document record to existing posted or non-posted document so that the source file is easy to access from
Business Central. For more information, see Process Incoming Documents.

To create a purchase invoice from an electronic document received

from the OCR service
The following procedure describes how to create a purchase invoice record from a vendor invoice received as an
electronic document from the OCR service. The procedure is the same when you create, for example, a general
journal line from an expense receipt or a sales return order from a customer.
 NOTE
The Description and No. fields on the created document lines will only be filled if you have first mapped text found on the
OCR document to the two fields in Business Central. You can do this mapping as item cross-references, for document lines
of type Item. For more information, see Use Item Cross References. You can also use the Text-to-Account Mapping function.
For more information, see To map text on an incoming document to a specific vendor, G/L, or bank account.

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.

To handle errors when receiving electronic documents

1. On the Incoming Documents page, select the line for an electronic document received from the OCR service
with errors. This is indicated by the Error value in the OCR Status field.
2. Choose the Edit action to open the Incoming Document page.
3. On the Errors and Warnings FastTab, select the message, and then choose the Open Related Record action.
4. The page that contains the wrong or missing data, such as a vendor card with a missing field value, opens.
5. Correct the error or errors as described in each error message.
6. Proceed to process the incoming electronic document by choosing the Create Manually action again.
7. Repeat steps 5 and 6 for any remaining errors until the electronic document can be received successfully.

To train the OCR service to avoid errors

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 documents from a certain vendor, for example. It may not interpret
the company logo as the vendor’s name or it may misinterpret the total amount on an expense receipt because of
its layout. To avoid such errors going forward, you can correct data received by the OCR service and then send
the feedback to the service.
The OCR Data Correction page, which you open from the Incoming Document page, shows the fields from
the Financial Information FastTab in two columns, one with the OCR data editable and one with the OCR data
read-only. When you choose the Send OCR Feedback button, the content of the OCR Data Correction page is
sent to the OCR service. Next time the service processes PDF or image files that contain the data in question,
your corrections will be incorporated to avoid the same errors.
1. Choose the icon, enter Incoming Documents, and then choose the related link.
2. Open an incoming document record that contains data received from OCR service, which you want to correct.
3. On the Incoming Document page, choose the Correct OCR Data action.
4. On the OCR Data Correction page, overwrite the data in the editable column for each field that has an
incorrect value.
5. To undo corrections that you have made since you opened the OCR Data Correction page, choose the Reset
OCR Data action.
6. To send the corrections to the OCR service, choose the Send OCR Feedback action.
7. To save the corrections, close the OCR Data Correction page.
The fields on the Financial Information FastTab on the Incoming Document page are updated with any new
values that you entered in step 4.

See Also
Process Incoming Documents
Incoming Documents
Purchasing
Working with Business Central
 Receive and Convert Electronic Documents
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.

See Related Training at Microsoft Learn

See Also
Managing Payables
Incoming Documents
Set Up Electronic Document Sending and Receiving
Exchanging Data Electronically
General Business Functionality
 Set Up the Envestnet Yodlee Bank Feeds Service
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 new 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 Yodlee.

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 Started.

To enable the bank feed service

1. Choose the icon, enter Bank Accounts, and then choose the related link.
2. Open the bank account that you will use for the bank feed service.
3. On the Bank Account page, in the Bank Statement Import Format field, select YODLEEBANKFEED.
The bank feed service will be enabled when you link a bank account to its related online bank account. See the
next procedure.

NOTE
If you use the Company Setup assisted setup guide, then you enable the service by selecting the Use a bank feed
service check box. For more information, see Creating New Companies in Business Central.

To create a new linked bank account

1. Choose the icon, enter Bank Accounts, and then choose the related link.
2. Select the relevant bank account, and then choose the Create New Linked Bank Account. The Bank
Account Linking page opens after a few moments.

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.

To link a bank account to an online bank account

1. Choose the icon, enter Bank Accounts, and then choose the related link.
2. Select the line for a bank account that is not linked to an online bank account, and then choose the Link
to Online Bank Account action. The Online Bank Account Linking page opens with the name of the
bank prefilled in the Link Account pane.
3. Choose the bank name. The Log In pane opens.
4. Enter the username and password that you use to log on to the online bank, and then choose the Next
button.
The bank feed service prepares to link your bank account in Business Central to the related online bank
account.
When the process has completed successfully, the bank name will appear in the My Accounts pane on
the Linked tab. If the bank has more than one bank account, only the bank account that you selected in
step 2 is linked.
5. Choose the OK button.
On the Bank Account List page, the Linked check box is selected.

To unlink a bank account

1. Choose the icon, enter Bank Accounts, and then choose the related link.
2. Select the line for a linked bank account that you want to unlink from its related online bank account, and the
choose the Unlink Online Bank Account action.

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.

To enable automatic import of bank statements

1. Choose the icon, enter Bank Accounts, and then choose the related link.
2. Select the line for a linked bank account, and then choose the Automatic Bank Statement Import
Setup action.
3. On the Automatic Bank Statement Import Setup page, in the Number of Days Included field,
specify how far back in time to get new bank transactions for.

NOTE
It is recommended that you set this value to 7 days or more.

4. Select the Enabled check box.

Every hour, the Payment Reconciliation Journal page will display new payments that are made on the online
bank account.

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
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.

Setting Up the AMC Banking 365 Fundamentals Extension

Activate the AMC Banking 365 Fundamentals extension to have any bank statement file converted to a format that
you can import or to have your exported payment files converted to the format that your bank requires. For more
information, see Using the AMC Banking 365 Fundamentals extension.

Setting Up SEPA Credit Transfer

From the Payment Journal page, you can export payments to a file for upload to your electronic bank for
processing of the related money transfers. Business Central supports the SEPA Credit Transfer format, but in your
country/region, other formats for electronic payments may be available.
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 payment electronically by exporting payment files in the SEPA Credit Transfer format, you
must perform the following setup steps:
Set up the bank account in question to handle the SEPA Credit Transfer format
Set up vendor cards to process payments by exporting files in the SEPA Credit Transfer format
Set up the related general journal batch to enable payment export from the Payment Journal page
Connect the data exchange definition for one or more payment types with the relevant payment method or
methods
To set up a bank account for SEPA Credit Transfer
1. In the Search box, enter Bank Accounts, and then choose the related link.
2. Open the card of the bank account from which you will export payment files in the SEPA Credit Transfer
format.
3. On the Transfer FastTab, in the Payment Export Format field, choose SEPADD.
4. In the SEPA CT Msg. ID No. Series field, choose a number series from which numbers are assigned to
SEPA credit transfer entries.
5. Make sure the IBAN field is filled.

NOTE
The Currency Code field must be set to EUR, because SEPA credit transfers can only be made in the EURO currency.

To set up a vendor card for SEPA Credit Transfer

1. In the Search box, enter Vendors, and then choose the related link.
2. Open the card of the vendor whom you will pay electronically by export payment files in the SEPA Credit
Transfer format.
3. On the Payment FastTab, in the Payment Method Code field, choose BANK.
4. In the Preferred Bank Account field, choose the bank to which the money will be transferred when it is
processed by your electronic bank.
The value in the Preferred Bank Account field is copied to the Recipient Bank Account field on the
Payment Journal page.
To set the payment journal up to export payment files
1. In the Search box, enter Payment Journals, and then choose the related link.
2. Open the payment journal that you use to process payments by exporting files in the SEPA Credit Transfer
format.
3. In the Batch Name field, choose the drop-down button.
4. On the General Journal Batches page, choose the Edit List action.
5. On the line for the payment journal that you will use to export payments, select the Allow Payment Export
check box.
To connect the data exchange definition for one or more payment types with the relevant payment method or
methods
1. In the Search box, enter Payment Methods, and then choose the related link.
2. On the Payment Methods page, select the payment method that is used to export payments from, and then
choose the Pmt. Export Line Definition field.
3. On the Pmt. Export Line Definitions page, select the code that you specified in the Code field on the Line
Definitions FastTab in step 4 in the “To describe the formatting of lines and columns in the file” section in the
Set Up Data Exchange Definitions procedure.
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.

Preparing the Payment Journal

Fill the payment journal with lines for due payments to vendors, with the option to insert posting dates based on
the due date of the related purchase documents. For more information, see Managing Payables.

Exporting Payments to a Bank File

When you are ready to make payments to your vendors, or reimbursements to your employees, you can export a
file with the payment information on the lines on the Payment Journal page. You can then upload the file to your
bank to process the related money transfers.
In the generic version of Business Central, the AMC Banking 365 Fundamentals extension is available. In North
American versions, the same extension 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.

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 Export
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 Export action.
4. On the Export 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 Exported 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 Exported to Payment File
column or the Total Exported 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 Exported 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 Export History 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 Reexport 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 Reexport Payment to File action.

Posting the Payments

When the electronic payment is successfully processed by the bank, post the payments. For more information, see
Making Payments.

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
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.

Setting Up the AMC Banking 365 Fundamentals Extension

Activate the AMC Banking 365 Fundamentals extension to have any bank statement file converted to a format that
you can import or to have your exported payment files converted to the format that your bank requires. For more
information, see Using the AMC Banking 365 Fundamentals extension.

Setting Up SEPA Credit Transfer

From the Payment Journal page, you can export payments to a file for upload to your electronic bank for
processing of the related money transfers. Business Central supports the SEPA Credit Transfer format, but in your
country/region, other formats for electronic payments may be available.
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 payment electronically by exporting payment files in the SEPA Credit Transfer format, you
must perform the following setup steps:
Set up the bank account in question to handle the SEPA Credit Transfer format
Set up vendor cards to process payments by exporting files in the SEPA Credit Transfer format
Set up the related general journal batch to enable payment export from the Payment Journal page
Connect the data exchange definition for one or more payment types with the relevant payment method or
methods
To set up a bank account for SEPA Credit Transfer
1. In the Search box, enter Bank Accounts, and then choose the related link.
2. Open the card of the bank account from which you will export payment files in the SEPA Credit Transfer
format.
3. On the Transfer FastTab, in the Payment Export Format field, choose SEPADD.
4. In the SEPA CT Msg. ID No. Series field, choose a number series from which numbers are assigned to
SEPA credit transfer entries.
5. Make sure the IBAN field is filled.

NOTE
The Currency Code field must be set to EUR, because SEPA credit transfers can only be made in the EURO currency.

To set up a vendor card for SEPA Credit Transfer

1. In the Search box, enter Vendors, and then choose the related link.
2. Open the card of the vendor whom you will pay electronically by export payment files in the SEPA Credit
Transfer format.
3. On the Payment FastTab, in the Payment Method Code field, choose BANK.
4. In the Preferred Bank Account field, choose the bank to which the money will be transferred when it is
processed by your electronic bank.
The value in the Preferred Bank Account field is copied to the Recipient Bank Account field on the
Payment Journal page.
To set the payment journal up to export payment files
1. In the Search box, enter Payment Journals, and then choose the related link.
2. Open the payment journal that you use to process payments by exporting files in the SEPA Credit Transfer
format.
3. In the Batch Name field, choose the drop-down button.
4. On the General Journal Batches page, choose the Edit List action.
5. On the line for the payment journal that you will use to export payments, select the Allow Payment Export
check box.
To connect the data exchange definition for one or more payment types with the relevant payment method or
methods
1. In the Search box, enter Payment Methods, and then choose the related link.
2. On the Payment Methods page, select the payment method that is used to export payments from, and then
choose the Pmt. Export Line Definition field.
3. On the Pmt. Export Line Definitions page, select the code that you specified in the Code field on the Line
Definitions FastTab in step 4 in the “To describe the formatting of lines and columns in the file” section in the
Set Up Data Exchange Definitions procedure.
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.

Preparing the Payment Journal

Fill the payment journal with lines for due payments to vendors, with the option to insert posting dates based on
the due date of the related purchase documents. For more information, see Managing Payables.

Exporting Payments to a Bank File

When you are ready to make payments to your vendors, or reimbursements to your employees, you can export a
file with the payment information on the lines on the Payment Journal page. You can then upload the file to your
bank to process the related money transfers.
In the generic version of Business Central, the AMC Banking 365 Fundamentals extension is available. In North
American versions, the same extension 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.

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 Export
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 Export action.
4. On the Export 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 Exported 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 Exported to Payment File
column or the Total Exported 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 Exported 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 Export History 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 Reexport 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 Reexport Payment to File action.

Posting the Payments

When the electronic payment is successfully processed by the bank, post the payments. For more information, see
Making Payments.

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
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.

Setting Up SEPA Direct Debit

From the Direct Debit Collections page, you can export instructions to your electronic bank to perform a direct
debit collection from the customer’s bank account to your bank account according to the SEPA Direct Debit format.

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 Export 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.

FIELD DESCRIPTION

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.

4. Choose the OK button to close the Payment Methods page.

5. Choose the icon, enter Customers, and then choose the related link.
6. Open the customer card for the customer that you want to set up for SEPA direct debit collection.
7. Choose the Payment Method Code field, and then select the payment method code that you specified in
step 3.
8. Repeat steps 6 and 7 for all customers that you want to set up for SEPA direct debit collection.
To set up the direct-debit mandate that represents the customer agreement
1. Choose the icon, enter Customers, and then choose the related link.
2. Open the card for the customer that you want to set up for SEPA direct debits.
3. Choose the Bank Accounts action.
4. On the Customer Bank Account List page, select the customer bank account that will use direct debits, and
then choose the Direct Debit Mandates action.
5. On the SEPA Direct Debit Mandates page, fill in the fields as described in the following table.

FIELD DESCRIPTION

Customer Bank Account Code Specifies the bank account from which direct-debit
payments are collected. This field is filled automatically.
 FIELD DESCRIPTION

Valid From Specify the date when the direct-debit mandate starts.

Valid To Specify the date when the direct-debit mandate ends.

Date of Signature Specify the date when the customer signed the direct-
debit mandate.

Sequence Type Specify if the agreement covers multiple (Recurring) or a

single (One Off) direct debit collection.

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.

Blocked Specify that direct debit collections cannot be made using

this direct-debit mandate.

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.

To create a direct-debit collection

1. Choose the icon, enter Direct Debit Collections, and then choose the related link.
2. On the Direct Debit Collections page, choose the Create Direct Debit Collection action.
3. On the Create Direct Debit Collection page, fill in the fields as described in the following table.

FIELD DESCRIPTION

From Due Date Specify the earliest payment due date on sales invoices
that you want to create a direct-debit collection for.
 FIELD DESCRIPTION

To Due Date Specify the latest payment due date on sales invoices that
you want to create a direct-debit collection for.

Partner Type Specify if the direct-debit collection is made for customers

of type Company or Person.

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.

4. Choose the OK button.

A direct-debit collection is added to the Direct Debit Collections page, and one or more direct-debit collection
entries are created.
To export a direct-debit collection entry to a bank file
1. On the Direct Debit Collections page, choose the Direct Debit Collect. Entries action.
2. On the Direct Debit Collect. Entries page, select the entry that you want to export, and then choose the
Create Direct Debit File action.
3. Save the export file to the location from where you send or upload it to your electronic bank.
On the Direct Debit Collect. Entries page, the Direct Debit Collection Status field is changed to File
Created. On the SEPA Direct Debit Mandates page, the Debit Counter field is updated with one count.
If the exported file cannot be processed, for example because the customer is insolvent, you can reject the direct-
debit collection entry. If the exported file is successfully processed by the bank, the due payments of the involved
sales invoices are automatically collected from the involved customers. In that case you can close the collection.
To reject a direct-debit collection entry
On the Direct Debit Collect. Entries page, select the entry that was not successfully processed, and then
choose the Reject Entry action.
The value in the Status field on the Direct Debit Collect. Entries page is changed to Rejected.
To close a direct-debit collection
On the Direct Debit Collect. Entries page, select the entry that was successfully processed, and then
choose the Close Collection action.
The related direct-debit collection is closed.
You can now proceed to post receipts of payment for the involved sales invoices. You can do this as you typically
post payment receipts, such as on the Payment Registration page, or you can post the related payment receipts
directly from the Direct Debit Collect. Entries page. For more information, see Post SEPA Direct Debit Payment
Receipts.

Posting SEPA Direct Debit Payment Receipts

When a direct debit collection is successfully processed by your bank, you can proceed to post receipt of the
payment for the involved sales invoices. For more information, see Create SEPA Direct Debit Collection Entries and
Export to a Bank File.
You can post the payment receipt directly from the Direct Debit Collections page or the Direct Debit Collect.
Entries page. Alternatively, you can relay the work to another user by preparing the related journal lines.
To post a direct-debit payment receipt from the Direct Debit Collections page
1. Choose the icon, enter Direct Debit Collections, and then choose the related link.
2. Select a line for a direct debit collection that has been exported to a bank file and successfully processed by
the bank.
3. Choose the Post Payment Receipts action.
4. On the Post Direct Debit Collection page, fill in the fields as described in the following table.

FIELD DESCRIPTION

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.

5. Choose the OK button.

See Also
Managing Receivables
Service Management
 Update Currency Exchange Rates
4 minutes to read • Edit Online

As companies operate in increasingly more countries/regions, it becomes more important that they be able to trade
and report financials in more than one currency. You must set up a code for each currency you use if you buy or sell
in currencies other than your local currency, have receivables or payables in other currencies, or record G/L
transactions in different currencies.
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. For more information, see Set Up an Additional Reporting
Currency.

Adjusting Exchange Rates

Because exchange rates fluctuate constantly, additional currency equivalents in your system must be adjusted
periodically. If these adjustments are not done, amounts that have been converted from foreign (or additional)
currencies and posted to the general ledger in LCY may be misleading. In addition, daily entries posted before a
daily exchange rate is entered into application must be updated after the daily exchange rate information is entered.
The Adjust Exchange Rates batch job is used to manually adjust the exchange rates of posted customer, vendor
and bank account entries. It can also update additional reporting currency amounts on G/L entries. You can also
have the exchange rates adjusted automatically by using a service. For more information, see To set up a currency
exchange rate service.
Effect on Customers and Vendors
For customer and vendor accounts, the batch job adjusts the currency by using the exchange rate that is valid on
the posting date that is specified in the batch job. The batch job calculates the differences for the individual currency
balances and posts the amounts to the general ledger account that is specified in the Unrealized Gains Acc. field
or the Unrealized Losses Acc. field on the Currencies page. Balancing entries are automatically posted to the
receivables/payables account in the general ledger.
The batch job processes all open customer ledger entries and vendor ledger entries. If there is an exchange rate
difference for an entry, the batch job creates a new detailed customer or vendor ledger entry which reflects the
adjusted amount on the customer or vendor ledger entry.
Dimensions on Customer and Vendor Ledger Entries
The adjustment entries are assigned the dimensions from the customer/vendor ledger entries, and the adjustments
are posted per combination of dimension values.
Effect on Bank Accounts
For bank accounts, the batch job adjusts the currency by using the exchange rate that is valid on the posting date
specified in the batch job. The batch job calculates the differences for each bank account that has a currency code
and posts the amounts to the general ledger account that is specified in the Realized Gains Acc. field or the
Realized Losses Acc. field on the Currencies page. Balancing entries are automatically posted to the general
ledger bank accounts that are specified in the bank account posting groups. The batch job calculates one entry per
currency per posting group.
Dimensions on Bank Account Entries
The adjustment entries for the bank account's general ledger account and for the gain/loss account are assigned the
bank account's default dimensions.
Effect on G/L Accounts
If you post in an additional reporting currency, you can have the batch job create new general ledger entries for
currency adjustments between LCY and the additional reporting currency. The batch job calculates the differences
for each general ledger entry and adjusts the general ledger entry depending on the contents of the Exchange
Rate Adjustment field for each general ledger account.
D i m e n si o n s o n G / L A c c o u n t En t r i e s

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.

To set up a currency exchange rate service

You can use an external service to keep your currency exchange rates up to date, such as FloatRates.
1. Choose the icon, enter Currency Exchange Rate Services, and then choose the related link.
2. Choose the New action.
3. On the Currency Exchange Rate Service page, fill in the fields as necessary. Hover over a field to read a short
description.
4. Choose the Enabled check box to enable the service.

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.

See Related Training at Microsoft Learn

See Also
Set Up an Additional Reporting Currency
Closing Years and Periods
Working with Business Central
 Field Mapping When Importing SEPA CAMT Files
3 minutes to read • Edit Online

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.

CAMT data mapping to fields in the General Journal table (81)

NEGATIVE-
MESSAGE SIGN
ELEMENT PATH ELEMENT DATA TYPE DESCRIPTION IDENTIFIER FIELD NO. FIELD NAME

Stmt/Ntry/Am Amount Decimal The amount 13 Amount

t of money in
the cash entry

Stmt/Ntry/Cdt CreditDebitIn Text Indicates DBIT 13 Amount

DbtInd dicator whether the
entry is a
credit or a
debit entry

Stmt/Ntry/Bo Date Date The date 5 Posting Date

okgDt/Dt when an entry
is posted to
an account on
the account
servicer's
books

Stmt/Ntry/Bo DateTime DateTime The date and 5 Posting Date

okgDt/DtTm time when an
entry is
posted to an
account on
the account
servicer's
books

Stmt/Ntry/Ntr Name Text The name of 1221 Payer

yDtls/TxDtls/Rl the party that Information
tdPties/Dbtr/ owes an
Nm amount of
money to the
(ultimate)
creditor
 NEGATIVE-
MESSAGE SIGN
ELEMENT PATH ELEMENT DATA TYPE DESCRIPTION IDENTIFIER FIELD NO. FIELD NAME

Stmt/Ntry/Ntr Unstructured Text Information 8 Description

yDtls/TxDtls/R supplied to
mtInf/Ustrd enable the
matching/reco
nciliation of an
entry with the
items that the
payment is
intended to
settle, such as
commercial
invoices in an
accounts-
receivable
system, in an
unstructured
form

Stmt/Ntry/Ad AdditionalEntr Text Additional 1222 Transaction

dtlNtryInf yInformation information Information
about the
entry

CAMT data mapping to fields in the Bank Acc. Reconciliation table

(273)
NEGATIVE-
MESSAGE SIGN
ELEMENT PATH ELEMENT DATA TYPE DESCRIPTION IDENTIFIER FIELD NO. FIELD NAME

Stmt/CreDtTm CreationDateT Date The date and 3 Statement

ime time when the Date
message was
created

Stmt/Bal/Amt Amount Decimal The amount 4 Statement

resulting from Ending
the netted Balance
amounts for
all debit and
credit entries

CAMT data mapping to fields in the Bank Acc. Reconciliation Line table
(274)
NEGATIVE-
MESSAGE SIGN
ELEMENT PATH ELEMENT DATA TYPE DESCRIPTION IDENTIFIER FIELD NO. FIELD NAME

Stmt/Ntry/Am Amount Decimal The amount 7 Statement

t of money in Amount
the cash entry
 NEGATIVE-
MESSAGE SIGN
ELEMENT PATH ELEMENT DATA TYPE DESCRIPTION IDENTIFIER FIELD NO. FIELD NAME

Stmt/Ntry/Cdt CreditDebitIn Text Indicates DBIT 7 Statement

DbtInd dicator whether the Amount
entry is a
credit or a
debit entry

Stmt/Ntry/Bo Date Date The date 5 Transaction

okgDt/Dt when an entry Date
is posted to
an account on
the account
servicer's
books

Stmt/Ntry/Bo DateTime DateTime The date and 5 Transaction

okgDt/DtTm time when an Date
entry is
posted to an
account on
the account
servicer's
books

Stmt/Ntry/Val Date Date The date 12 Value Date

Dt/Dt when assets
become
available to
the account
owner in case
of a credit
entry, or cease
to be available
to the account
owner in case
of a debit
entry

Stmt/Ntry/Val DateTime DateTime The date and 12 Value Date

Dt/DtTm time when
assets become
available to
the account
owner in case
of a credit
entry, or cease
to be available
to the account
owner in case
of a debit
entry
 NEGATIVE-
MESSAGE SIGN
ELEMENT PATH ELEMENT DATA TYPE DESCRIPTION IDENTIFIER FIELD NO. FIELD NAME

Stmt/Ntry/Ntr Name Text The name of 15 Payer

yDtls/TxDtls/Rl the party that Information
tdPties/Dbtr/ owes an
Nm amount of
money to the
(ultimate)
creditor

Stmt/Ntry/Ntr Unstructured Text Information 6 Description

yDtls/TxDtls/R supplied to
mtInf/Ustrd enable the
matching/reco
nciliation of an
entry with the
items that the
payment is
intended to
settle, such as
commercial
invoices in an
accounts-
receivable
system, in an
unstructured
form

Stmt/Ntry/Ad AdditionalEntr Text Additional 16 Transaction

dtlNtryInf yInformation information Information
about the
entry

Elements in the Ntry 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.

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 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.

MAPPED FIELD FIELD IN TABLE TABLE DESCRIPTION

Creditor No. Creditor No. Bank Account The identifier assigned to

your company by your bank
to collect payments

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

Recipient ID Account No. General Journal Line The customer or vendor

number that is specified on
the payment line
MAPPED FIELD FIELD IN TABLE TABLE DESCRIPTION

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 Address Address Customer/Vendor The recipient address that is

specified on the customer or
vendor card

Recipient City City Customer/Vendor The recipient city that is

specified on the customer or
vendor card

Recipient Name Name Customer/Vendor The recipient name that is

specified on the customer or
vendor card

Recipient Country/Region Country/Region Code Customer/Vendor The recipient country/region

Code code that is specified on the
customer or vendor card

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) that
Account 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 recipient
Account/Vendor Bank bank account in relation to
Account the bank names register that
is used

Recipient Email Address E-Mail Customer/Vendor The email address of the

recipient

Message To Recipient 1 Message to Recipient General Journal Line The message to recipient
that is specified on the
payment line

Amount Amount General Journal Line The amount on the payment

line

Currency Code Currency Code General Journal Line The currency code on the
payment line
MAPPED FIELD FIELD IN TABLE TABLE DESCRIPTION

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 the
Account 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 Country/Region Code Bank Account The sender bank account
country/region that is
specified on the bank
account card

Sender Bank Post Code Post Code Bank Account The sender bank account
post code that is specified
on the bank account card
 MAPPED FIELD FIELD IN TABLE TABLE DESCRIPTION

General Journal Template Journal Template Name General Journal Line The general journal template
that is used for the payment
line

General Journal Batch Name Journal Batch Name General Journal Line The general journal batch
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
 Administration
2 minutes to read • Edit Online

Central administration tasks are usually performed by one role in the company. The scope of these tasks can
depend on the company's size and the administrator's job responsibilities. These tasks can include managing
database synchronization of job and email queues, setting up users, and customizing the user interface.
Entering the correct setup values from the start is important to the success of any new business software.
Business Central includes a number of setup guides that help you set up core data. For more information,
see Setting Up Business Central.
Whether you use RapidStart Services 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.
A super user or an administrator can set up the Data Exchange Framework to enable users to export and
import data in bank and payroll files, for example for various cash management processes. For more
information, see Exchanging Data Electronically.

NOTE
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.

The following table describes a sequence of tasks, with links to the topics that describe them.

TO SEE

Define who can sign in to Business Central by creating Create Users According to Licenses
users on the Microsoft 365 Admin Center according to the
product licenses.

Assign permissions to users, modify permission sets, and Assign Permissions to Users and Groups
group users for easy permission management.

Add users, manage permissions and access to data, assign Manage Profiles
roles.

Classify data sensitivities for fields so that you can respond Classifying Data Sensitivity
to requests from data subjects related to their personal
data.

Respond to requests from data subjects related to their Responding to Requests About Personal Data
personal data.

Set up a new business unit using templates Creating New Companies

 TO SEE

Track all direct modifications that users make to data in Logging Changes
the database to identify the origin of errors and data
changes.

Enter single or recurring requests to run reports or Using Job Queues to Schedule Tasks
codeunits.

Manage, delete, or compress documents Deleting Documents

Expose pages, codeunits, and queries as web services. Publishing a Web Service

As a part of creating Connect apps between Business Configuring API Templates

Central and 3rd-party solutions through REST APIs, define
templates that are used to populate empty properties on
an entity when you create a POST action through an API.

Encrypt data on the Business Central server by generating Managing Data Encryption
new or importing existing encryption keys that you enable
on the server.

Connect Dynamics 365 Sales with Business Central to Integrating with Dynamics 365 Sales
obtain seamless integration between customer relations
and order processing in the lead-to-cash process.

Change which fields and actions are shown in the user Customizing Business Central
interface to fit your company's business processes and
extend the solution with apps.

See Related Training at Microsoft Learn

See Also
Business Functionality
General Business Functionality
Working with Business Central
Getting Started

Start a free trial!

 Create Users According to Licenses
8 minutes to read • Edit Online

The following describes how you as an administrator create users and define who can sign in to Business Central,
and which fundamental rights different user types have according to the licenses.
When users are created in Business Central, you can proceed to assign specific permissions to users through
permission sets and to organize users in user groups for easy permission management. For more information,
see Assign Permissions to Users and Groups.

NOTE
The process of managing users and licenses varies depending on whether your solution is deployed online or on-premises.
For example, in online deployments, you can only disable and enable a user once added to Business Central. In on-premises
deployments, you can create, edit, and delete users.

Managing Users and Licenses in Online Deployments

In Business Central online, the number of users is defined by the subscription and added to your tenant in the
Microsoft Partner Center, typically by your Microsoft partner. For more information, see Add a new customer and
Create, suspend, or cancel customer subscriptions in the Microsoft Partner Center help.
To define who can sign in to Business Central, the product licenses must be assigned to users according to the
roles that they will perform in Business Central. This can be done in the following ways:
Your company's Office 365 administrator can do it in the Microsoft 365 Admin Center. For more information,
see Add users individually or in bulk to Office 365.
A Microsoft partner can assign licenses in the Microsoft 365 Admin Center or in the Microsoft Partner Center.
For more information, see User management tasks for customer accounts in the Microsoft Partner Center
help.
For more information, see Administration of Business Central Online in the Developer and ITPro help.
When users with a Business Central license are created in Office 365, they can be imported into the Users page
in Business Central by using the Get New Users from Office 365 action.
To add a user in Business Central
To add users from the Microsoft 365 Admin Center to Business Central online, you use a dedicated import
function.
1. Choose the icon, enter Users, and then choose the related link.
2. Choose the Get New Users from Office 365 action.
Any new user that has been created for your Office 365 subscription will be added on the Users page. Users are
assigned permission sets according to the license assigned to the user in Office 365. You can then proceed to
assign more detailed permissions to users and to organize them in user groups for easy permission management.
For more information, see To assign permission sets to users.
 NOTE
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. For more information, see Inviting Your External Accountant to Your
Business Central

To remove a user's access to the system

In online deployments, you can remove a user's access to the system by setting the State field to Disabled. All
references to the user will be retained, but the user can no longer sign in to the system and active sessions for the
user will be terminated.
1. Choose the icon, enter Users, and then choose the related link.
2. Open the User Card page for the relevant user, and then, in the State field, select Disabled.
3. To give the user access again, set the State field to Enabled.
In addition to disabling a user, you can unassign the license from a user in the Microsoft 365 Admin Center. The
user is then unable to sign in. For more information, see Unassign licenses from users.
To change the assigned license for a user
Sometimes you may need to change the license that is assigned to a user. For example, if you decide to use the
Service Management module and therefore need to upgrade all Essential licenses to Premium. Or if a user’s
responsibility has changed and you need to replace a Team Member license to Essential.
1. Change the license in the Microsoft 365 Admin Center. For more information, see Add users individually or in
bulk to Office 365.
2. Sign in to Business Central as an administrator.
3. Choose the icon, enter Users, and then choose the related link.
4. On the Users page, choose the Restore User Default User Groups action.
The users will be moved to a proper user group and the permission sets will be updated. For more information,
see To manage permissions through user groups.

NOTE
All regular users in a solution must be assigned the same license, Essential or Premium. For information about licensing, see
Microsoft Dynamics 365 Business Central Licensing Guide.

Synchronization with Office 365

When a license is assigned to a user in Office 365, there are two ways to create the user in Business Central. The
system will do it automatically when the user signs in for the first time, or the administrator can add the user by
choosing the Get Users from Office 365 action on the Users page.
In both cases, a number of additional settings are made automatically. These are listed in the second and third
columns in the table below.
If you change the user in Office 365 afterwards, and you need to synchronize the changes to Business Central,
you can use different actions on the Users page depending on what exactly you want to synchronize. These are
listed in the last three columns in the table below.

RESTORE USER
WHAT HAPPENS GET USERS FROM UPDATE USERS DEFAULT USER REFRESH USER
WHEN: FIRST SIGN-IN OFFICE 365 FROM OFFICE 365 GROUPS GROUPS
 RESTORE USER
WHAT HAPPENS GET USERS FROM UPDATE USERS DEFAULT USER REFRESH USER
WHEN: FIRST SIGN-IN OFFICE 365 FROM OFFICE 365 GROUPS GROUPS

Scope: Current user New users in Multiple selected Single selected Multiple selected
Office 365 users user (except users
current)

Create the new X X

user and assign
SUPER
permission set.

Platform

Update the user X X X X

record based on
actual
information in
Office 365: State,
Full Name,
Contact Email,
Authentication
Email.

Codeunit "Azure
AD Graph
User".UpdateUse
rFromAzureGrap
h

Synchronize user X X X X
plans (licenses)
with licenses and
roles assigned in
Office 365.

Codeunit "Azure
AD Graph
User".UpdateUse
rPlans

Add the user to X X X X

user groups
according to the Overwrite: Additive: Keep
current user Remove the user the current
plans. Revoke from other membership in
SUPER groups. Remove the user group
permission set. manually and assigned
(At least one assigned permission sets
SUPER is needed. permission sets. intact. Only add
Do not revoke user to groups if
from needed.
administrators.)

Codeunit
"Permission
Manager".
AddUserToDefaul
tUserGroups
The Device License
With the Dynamics 365 Business Central Device license, multiple users can use a device that is licensed with the
Device license to operate a point of sale device, shop floor device, or warehouse device. For more information, see
Microsoft Dynamics 365 Business Central Licensing Guide.
The Device license is implemented as a concurrent-user model. When you have purchased X number of device
licenses, up to X number of users from the designated group called Dynamics 365 Business Central Device Users
can log in concurrently.
Your company's Office 365 administrator or Microsoft partner should create the designated device group and
add device users as members of that group. They can do this in the Microsoft 365 Admin Center or on the Azure
Portal.
Device User Limitations
Users with the Device license cannot perform the following tasks in Business Central:
Set up jobs to run as scheduled tasks in the job queue. Device users are concurrent users and, therefore,
we cannot ensure that the involved user is present in the system when a task is executed, which is required.
A device user cannot be the first user to log in. A user of type Administrator, Full User, or External
Accountant must be the first to log in so they can set Business Central up. For more information, see
Administrators.
To create a Dynamics 365 Business Central Device Users group
1. In the Microsoft 365 Admin Center, go to the Groups page.
2. Choose the Add a group action.
3. On the Choose a group type page, choose the Security action, and then choose the Add action.
4. On the Basics page, type Dynamics 365 Business Central Device Users as the name of the group.

NOTE
The name of the group must be spelled exactly as above, also in a non-English setup.

5. Choose the Close button.

NOTE
You can also create a group of type Office 365. For more information, see Compare Groups

To add members to the group

1. In the Microsoft 365 Admin Center, refresh the Groups page so your new group appears.
2. Select the Dynamics 365 Business Central Device Users group, and then choose the View all and
manage members action.
3. Choose the Add members action.
4. Select the users that you want to add, and then choose the Save button.
5. Choose the Close button three times.
You can add as many users to the Dynamics 365 Business Central Device Users group as you need. The number
of devices that users can log in to simultaneously is defined by the number of purchased device licenses.
 NOTE
You do not need to assign a Business Central license to users that are members of the Dynamics 365 Business Central
Device Users group.

Managing Users and Licenses in On-premises Deployments

For on-premises deployments, a number of licensed users is specified in the license file (.flf). When the
administrator or Microsoft partner uploads the license file, the administrator can specify which users can sign in
to Business Central.
For on-premises deployments, the administrator creates, edits, and deletes users directly from the Users page.
To edit or delete a user on-premises
1. Choose the icon, enter Users, and then choose the related link.
2. Select the user that you want to edit, and then choose the Edit action.
3. On the User Card page, change the information as necessary.
4. To delete a user, select the user that you want to delete, and then choose the delete action.

NOTE
For on-premises deployments of Business Central, the administrator can choose between different credential authorization
mechanisms for users. Then, when you create a user, you provide different information depending on the credential type
that you are using in the specific Business Central Server instance.

For more information, see the Authentication and Credential Types in the Administration section of the developer and ITPro
content for Business Central.

See Also
Assign Permissions to Users and Groups
Manage Profiles
Change Which Features are Displayed
Customizing Business Central
Getting Ready for Doing Business
Administration
Add Users to Office 365 for business
Microsoft Dynamics 365 Business Central Licensing Guide
Security and Protection in Business Central in Developer and IT-pro Help
 Assign Permissions to Users and Groups
13 minutes to read • Edit Online

The Business Central security system allows you to control which objects a user can access within each
database or environment. You can specify for each user whether they are able to read, modify, or enter data in
the selected database objects. For detailed information, see Data Security in the Developer and ITPro help for
Business Central.
Before you assign permissions to users and user groups, you must define who can sign in to by creating users
according to the license as defined in the Microsoft 365 Admin Center. For more information, see Create Users
According to Licenses.
In Business Central, there are two levels of permissions to database objects:
Overall permissions according to the license, also referred to as the entitlement.
More detailed permissions as assigned from within Business Central.
To make it easier to manage permissions for multiple users, you can organize them in user groups and thereby
assign or change one permission set for many users in one action. For more information, see To manage
permissions through user groups.

NOTE
An additional method of defining which features a user has access to is by setting the Experience field on the
Company Information page. For more information, see Change Which Features are Displayed.
You can also define what users see in the user interface and how they interact with their permitted functionality through
pages. You do this through profiles that you assign to different types of users according to their job role or department.
For more information, see Manage Profiles and Customizing Business Central.

To assign permission sets to users

A permission set is a collection of permissions for specific database objects. All users must be assigned one or
more permission sets before they can access Business Central.
A Business Central solution contains a number of predefined permission sets that are added by Microsoft or
by your solution provider. You can also add new permission sets tailored to meet the needs of your
organization. For more information, see To create or edit a permission set.

NOTE
If you do not want to restrict a user's access more than already defined by the license, you can assign a special
permission set called SUPER to the user. This permission set ensures that the user can access all objects specified in the
license.

A user with the Essential license and the SUPER permission set has access to more functionality than users with the Team
Member license and the SUPER permission set.

You can assign permissions sets to users in two ways:

From the User Card page by selecting permission sets to assign to the user.
From the Permission Set by User page by selecting users that a permission set is assigned to.
To assign a permission set on a user card
1. Choose the icon, enter Users, and then choose the related link.
2. Select the user that you want to assign permission to. Any permission sets that are already assigned to the
user are displayed in the Permission Sets FactBox.
3. Choose the Edit action to open the User Card page.
4. On the User Permission Sets FastTab, on a new line, fill in the fields as necessary. For more information,
see To create or edit a permission set.
To assign a permission set on the Permission Set by User page
1. Choose the icon, enter Users, and then choose the related link.
2. On the Users page, select the relevant user, and then choose the Permission Set by User action.
3. On the Permission Set by User page, select the [user name] check box on a line for the relevant
permission set to assign the set to the user.
4. Select the All Users check box to assign the permission set to all users.

To get an overview of a user's permissions

1. Choose the icon, enter Users, and then choose the related link.
2. Open the card of the relevant user.
3. Choose the Effective Permissions action.
The Permissions part lists all the database objects that the user has access to. You cannot edit this
section.
The By Permission Set part shows the assigned permission sets through which the permissions are
granted to the user, the source and type of the permission set, and to which extend the different access
types are permitted.
For each row that you select in the Permissions section, the By Permission Set section shows which
permission set or sets that the permission is granted through. In this section, you can edit the value in
each of the five access type fields, Read Permission, Insert Permission, Modify Permission, Delete
Permission, Execute Permission.

NOTE
Only permission sets of type User-Defined can be edited.

Rows of source Entitlement originate from the subscription license. The permission values of the entitlement
overrule values in other permission sets if they have a higher ranking. A value in a non-entitlement permission
set that has a higher ranking than the related value in the entitlement will be surrounded by brackets to indicate
that it is not effective as it is overruled by the entitlement.

For an explanation of ranking, see To create or edit permissions manually.

4. To edit a permission set, in the By Permission Set part, on the line for a relevant permission set of type
User-Defined, choose one of the five access type fields and select a different value.
5. To edit individual permissions within the permission set, choose the value in the Permission Set field to
open the Permissions page. Follow the steps described in To create or edit permissions.
 NOTE
When you edit a permission set, the changes will also apply to other users that have the permission set assigned.

To create or modify a permission set

Permission sets function as containers of permissions, so that you can easily manage multiple permissions in
one record.

NOTE
A Business Central solution typically contains a number of predefined permission sets that are added by Microsoft or by
your software provider. These permission sets are of type System or Extension. You cannot create or edit these types of
permission sets or the permissions within them. However, you can copy them to define your own permission sets and
permissions.

Permission sets that users create, from new or as copies, are of type User-Defined and can be edited.

To create new permission set from scratch

1. Choose the icon, enter Permission Sets, and then choose the related link.
2. To create a new permission set, choose the New action.
3. On the new line, fill in the fields as necessary. Hover over a field to read a short description. When you have
created a permission set, you must add the actual permissions. For more information, see To create or
modify permissions manually.
To copy a permission set
You can also use a copy function to quickly carry all the permissions of another permission set to a new
permission set.

NOTE
If a System permission set that you have copied is changed, you will be notified (depending on your selection), so that
you can consider if the changes are relevant to copy or write into your user-defined permission set.

1. On the Permission Sets page, select the line for a permission set that you want to copy, and then choose
the Copy Permission Set action.
2. On the Copy Permission Set page, specify the name of the new permission set, and then choose the OK
button.
3. Select the Notify on Changed Permission Set check box if you want to maintain a link between the
original and the copied permission sets. The link is then used to notify you if the name or content of the
original permission set changes in a future version that the solution is upgraded to later.
The new permission set, containing all the permissions of the copied permission set, is added as a new line on
the Permission Sets page. Now you can modify permission in the new permission set. Note that the lines are
sorted alphabetically within each type.

To create or modify permissions manually

This procedure explains how to add or edit permissions manually. You can also have a permissions generated
automatically from your actions in the UI. For more information, see To create or modify permissions by
recording your actions.
 NOTE
When you edit a permission and thereby the related permission set, the changes will also apply to other users that have
the permission set assigned.

1. On the Permission Sets page, select the line for a permission set, and then choose the Permissions action.
2. On the Permissions page, create a new line or edit the fields on an existing line.
In each of the five access type fields, Read Permission, Insert Permission, Modify Permission, Delete
Permission, and Execute Permission, you can select one of the following three permission options:

OPTION DESCRIPTION RANKING

Yes The user can perform the action on Highest

the object in question.

Indirect The user can perform the action on Second highest

the object in question but only
through another related object that
the user has full access to. For more
information about indirect
permissions, see Permissions Property
in Developer and IT-Pro Help

Blank The user cannot perform the action on Lowest

the object in question.

Example - Indirect Permission

You can assign an indirect permission to use an object only through another object. For example, a user can
have permission to run codeunit 80, Sales-Post. The Sales-Post codeunit performs many tasks, including
modifying table 37, Sales Line. When the user posts a sales document, the Sales-Post codeunit, Business
Central checks if the user has permission to modify theSales Line table. If not, the codeunit cannot complete its
tasks, and the user receives an error message. If so, the codeunit runs successfully.
However, the user does not need to have full access to the Sales Line table to run the codeunit. If the user has
indirect permission for the Sales Line table, then the Sales-Post codeunit runs successfully. When a user has
indirect permission, that user can only modify the Sales Line table by running the Sales-Post codeunit or
another object that has permission to modify the Sales Line table. The user can only modify the Sales Line
table when doing so from supported application areas. The user cannot run the feature inadvertently or
maliciously by other methods.

To create or modify permissions by recording your actions

1. Choose the icon, enter Permission Sets, and then choose the related link.
2. Alternatively, on the Users page, choose the Permission Sets action.
3. On the Permission Sets page, choose the New Action.
4. On a new line, fill in the fields as necessary.
5. Choose the Permissions action.
6. On the Permissions page, choose the Record Permissions action, and then choose the Start action.
This starts a recording process that captures all your action in the user interface.
 7. Go to the various pages and activities in Business Central that you want users with this permission set
to access. You must carry out the tasks that you want to record permissions for.
8. When you want to finish the recording, return to the Permissions page, and then choose the Stop
action.
9. Choose the Yes button to add the recorded permissions to the new permission set.
10. For each object in the recorded list, specify if users are able to insert, modify, or delete records in the
recorded tables.

Security Filters - To limit a user's access to specific records in a table

For record-level security in Business Central, you use security filters to limit a user's access to data in a table.
You create security filters on table data. A security filter describes a set of records in a table that a user has
permission to access. You can specify, for example, that a user can only read the records that contain
information about a particular customer. This means that the user cannot access the records that contain
information about other customers. For more information, see Using Security Filters in Developer and IT-Pro
help.

To manage permissions through user groups

You can set up user groups to help you manage permission sets for groups of users in your company.
You start by creating a user group. Then you assign permission sets to the group to define which object users
of the group can access. When you add user to the group, the permission sets defined for the group will apply
to the user.
Permission sets assigned to a user through a user group stay synchronized so that a change to the user group
permissions are automatically propagated to the user. If you remove a user from a user group, the involved
permissions are automatically revoked.
To group users in user groups
The following procedure explains how to create user groups manually. To create user groups automatically, see
To copy a user group and all its permission sets.
1. Choose the icon, enter User Groups, and then choose the related link.
2. Alternatively, on the Users page, choose the User Groups action.
3. On the User Group page, choose the User Group Members action.
4. On the User Group Members page, choose the Add Users action.
To copy a user group and all its permission sets
To quickly define a new user group, you can copy all permission sets from an existing user group to your new
user group.

NOTE
The user group members are not copied to the new user group. You must add them manually afterwards. For more
information, see To group users in user groups.

1. Choose the icon, enter User Groups, and then choose the related link.
2. Select the user group that you want to copy, and then choose the Copy User Group action.
3. In the New User Group Code field, enter a name for the group, and then choose the OK button.
The new user group is added to the User Groups page. Proceed to add users. For more information, see To
group users in user groups.
To assign permission sets to user groups
1. Choose the icon, enter User Groups, and then choose the related link.
2. Select the user group that you want to assign permission to. Any permission sets that are already assigned
to the user are displayed in the Permission Sets FactBox.
3. Choose the User Permission Sets action to open the User Permission Sets page.
4. On the User Permission Sets page, on a new line, fill in the fields as necessary.
To assign a permission set on the Permission Set by User Group page
The following procedure explains how to assign permission sets to a user group on the Permission Set by
User Group page.
1. Choose the icon, enter Users, and then choose the related link.
2. On the Users page, select the relevant user, and then choose the Permission Set by User Group action.
3. On the Permission Set by User Group page, select the [user group name] check box on a line for the
relevant permission set to assign the set to the user group.
4. Select the All User Groups check box to assign the permission set to all user groups.

To set up user time constraints

Administrators can define periods of time during which specified users are able to post, and also specify if the
system logs the amount of time users are logged on. Administrators can also assign responsibility centers to
users. For more information, see Work with Responsibility Centers.
1. Choose the icon, enter User Setup, and then choose the related link.
2. On the User Setup page opens, choose the New action.
3. In the User ID field, enter the ID of a user, or choose the field to see all current Windows users in the
system.
4. Fill in the fields as necessary.

See Also
Create Users According to Licenses
Manage Profiles
Change Which Features are Displayed
Customizing Business Central
Getting Ready for Doing Business
Administration
Add Users to Office 365 for business
Microsoft Dynamics 365 Business Central Licensing Guide
Security and Protection in Business Central in Developer and IT-pro Help
 Manage Profiles
6 minutes to read • Edit Online

All users of Business Central are assigned a profile that reflects their business role, the department they work in,
or another categorization. Profiles allow administrators to define and manage centrally what different user types
can see and do in the user interface so they can perform their business tasks efficiently.

NOTE
The typical business use of a profile is a role. A profile is therefore named Profile (Role) in the UI.

As an administrator, you create and manage profiles on the Profiles (Roles) page. Each profile has a card where
you manage various settings for the related role, such as the role name, the user settings, and which Role Center
the profile uses. For more information about user settings and Role Centers, see Change Basic Settings.
Before you can administrate users' profiles, the users must be created and added, through the Microsoft 365
Admin Center. Then you can assign permissions to each user or user group to define which features they are
allowed to view and/or edit. For more information, see Assign Permissions to Users and Groups.

Page Customization
You can customize page layouts for a profile so that all users assigned the profile will see the customized pages.
As an administrator, you customize pages by using the same functionality as users do when they personalize. For
more information, see Customize Pages for Profiles.

To create a profile
If you cannot copy an existing profile, you can create a new one manually.
1. Choose the icon, enter Profiles (Roles), and then choose the related link.
2. On the Profiles (Roles) page, choose the New action.
3. Fill in the fields as necessary. Hover over a field to read a short description.

To copy a profile
To save time, you can create a new profile by copying an existing one. Copy one that has similar settings to the
one you want to create.

NOTE
When you copy a profile, all the involved page customizations are copied as well, both the user-created and those derived
from extensions.

1. On the Profiles (Roles) page, select the line for the profile that you want to copy, and then choose the Copy
Profile action.
2. Fill in the Profile ID and Display Name fields, and then choose the OK button.
3. On the Profiles (Roles) page, open the newly created profile card, and then edit other fields as necessary.

To edit a profile
You can edit a profile by changing the fields on the Profile (Role) page. However, the changes will not be visible
to user assigned the profile until they sign out and back in.
Cau t i on

Do not rename a profile while users assigned the profile are signed in as users may experience that the product
freezes and must be restarted.

To assign a profile to a user

Users can assign themselves a role (representing a profile) by choosing the Role field on the My Settings page.
As an administrator, you can do the same through the Profiles (Roles) page.
1. On the Profiles (Roles) page, select the profile that you want to assign, and then choose the User
Personalization List action.
2. On the User Personalizations page, select the user that you want to assign the profile to, and then choose
the Edit action.
3. In the Profile ID field, select the relevant profile.

NOTE
If you assign another profile to a user, any personalizations made by the user with the previous profile are preserved.

To define user settings for a profile

On the My Settings page, users can define basic behavior of their account, such as the Role Center, the
language, and which notifications they get. For more information, see Change Basic Settings.
As an administrator, you can define these setting for a profile and thereby apply the settings to all users of the
related role.
1. Choose the icon, enter Profiles (Roles), and then choose the related link.
2. Select the line for the profile that you want to change user settings for, choose the Navigate action, and then
choose the User Personalizations action.
3. On the User Personalizations page, open the card for the user whose settings you want to change.
4. On the User Personalization Card page, edit the fields as necessary.

To activate a profile
When a profile is created, you can select different check boxes that define if, where, and how the profile and its
information is made available to users.
On the Profile (Role) page, select the following check boxes:
Enabled to specify if the related role is visible in the Available Roles page for users to choose from.
Use as default profile to specify the profile that applies to users who are not assigned a specific role.
Disable personalization to specify if users of the related role can personalize their workspace.
Show in Role Explorer to specify if actions to business features included in the profile are shown in
the extended view of the role explorer, a feature overview. For more information, see Finding Pages
with the Role Explorer.

To export user-created profiles

You can export profiles that have been changed either by you or by users, as indicated by (User-created) in the
Source field. The profile is exported to a zip file containing .al files that can be reused to develop extensions. For
more information, see Using the Client to Create Profiles and Page Customizations.
 On the Profiles (Roles) page, choose the Export User-Created Profiles action.
A zip file with the .al files for profiles that were newly added or modified is exported.

To delete a profile
You can delete a profile by choosing the Delete action on the Profiles (Roles) page. However, the following
limitations apply:
You cannot delete a profile that is assigned to a user or a user group.
You cannot delete profiles that originate from extensions. The extension must first be uninstalled.
You can only delete one profile at a time.

To delete all personalizations made by a user

You can delete all changes that a user has made to pages that make up their workspace. This may be useful, for
example, if an employee has changed role and no longer needs the personalizations. Deleting users'
personalizations changes the page layout back to what is defined by the profile.
1. Choose the icon, enter User Personalizations, and then choose the related link.
The User Personalizations page lists all users who have made personalizations.
2. Open the card for a user whose personalizations you want to delete.
3. On the User Personalization Card page, choose the Clear Personalized Pages action, and then accept
the message that appears.
The user will see the changes the next time they sign in.
You can also delete all page customizations for a profile. For more information, see To delete all customizations
for a profile.

To delete personalizations for specific pages

You can delete personalizations that one or more users have made to specific pages that make up their
workspace. This may be useful, for example, if a changed business process means that a personalization must no
longer be used by users. Deleting users' personalizations changes the page layout back to what is defined by the
profile.
1. Choose the icon, enter User Page Personalizations, and then choose the related link.
The User Page Personalizations page lists all the pages that have been personalized and the user that
they belong to.

NOTE
A check mark in the Legacy Personalization field indicates that the personalization was done in an older version
of Business Central, which handled personalization differently. Users who try to personalize these pages are locked
from doing so unless they choose to unlock the page. For more information, see Why a Page is Locked from
Personalizing.

2. Select the line for the page personalization that you want to delete, and then choose the Delete action.
The user will see the changes the next time they sign-in.
You can also delete individual page customizations for a profile. For more information, see To delete
customization for specific pages for a profile.

See Also
Assign Permissions to Users and Groups
Customize Pages for Profiles
Personalize Your Workspace
 Classifying Data Sensitivity
2 minutes to read • Edit Online

To classify the fields that hold sensitive or personal data, a Microsoft partner can set the DataClassification
property on fields. This requires access to the database tables, either through the development environment or by
running a Windows PowerShell script. For more information, see Classifying Data.
As a customer, you can add a second level of classification by specifying sensitivity levels for the data you store in
standard and custom fields. Classifying data sensitivity helps ensure that you know where you keep personal data
in your system, and makes it easier to respond to requests from data subjects. For example, if a contact or
customer asks you to export their personal data. For more information, see Responding to Requests About
Personal Data.

IMPORTANT
Microsoft is providing this Data Sensitivity Classification feature as a matter of convenience only. It's your responsibility to
classify the data appropriately and comply with any laws and regulations that are applicable to you. Microsoft disclaims all
responsibility towards any claims related to your classification of the data.

The following table describes data sensitivity levels you can assign.

SENSITIVITY DESCRIPTION

Sensitive Information about a data subject's racial or ethnic origin,

political opinions, religious beliefs, involvement with trade
unions, physical or mental health, sexuality, or details about
criminal offenses.

Personal Information that can be used to identify a data subject, either

directly or in combination with other data or information.

Confidential Business data that you use for accounting or other business
purposes, and do not want to expose to other entities. For
example, this might include ledger entries.

Normal General data that does not belong to any other categories.

How Do I Classify My Data?

Classifying the sensitivity of a large number of fields one-by-one would take a long time. To help speed up the
process, we provide tools that you can use to bulk classify the sensitivity of fields, and then fine-tune classifications
for specific fields. You can find tools on the Data Classification worksheet, which is available on the Administration
of users, user groups, and permissions Role Center. You must be a system administrator to use the worksheet.

IMPORTANT
When you open the Data Classification worksheet for the first time, it will be empty. You must run the Data Classification
guide to generate the list of fields. To start the guide, choose the Set Up Data Classifications action.

For example, the Data Classification worksheet lets you do things like:
 Use the Data Classification guide to export your fields to an Excel worksheet where you can bulk classify them.
Using the Excel worksheet is particularly useful if you are collaborating with a Microsoft partner. After you
update the worksheet, you can use the guide to import and apply the classifications. You can also use the guide
to classify fields manually.
Choose a field and then filter the list to find similar fields that are likely to belong to the same classification as
the field you based the search on.
Investigate a field by viewing its contents.

TIP
We have defined sample sensitivity classifications for the tables and fields in the Cronus demonstration company. You can
use those classifications as inspiration when you classify your own tables and fields.

See Also
Classifying Data
 Responding to Requests About Personal Data
6 minutes to read • Edit Online

Data subjects can request several types of actions regarding their personal data. For example, under the General
Data Protection Regulation (GDPR ), EU residents have the right to request the export, deletion and modification
of their personal data. This is known as a Data Subject Request. If you have classified the sensitivity of your data,
and are sure they are correct, an administrator can respond to requests by using the options under Data Privacy
tab in the IT Manager Role Center. For more information about classifying data and classifying data sensitivity in
Dynamics 365 Business Central, see Classifying Data and Classifying Data Sensitivity.

Types of Requests
The following table provides examples of the types of requests you can respond to.

NOTE
While we provide capabilities for responding to these types of request, and thereby accessing, personal data, it is your
responsibility to ensure that personal and sensitive data are located and classified appropriately.

REQUEST TYPE DESCRIPTION AND SUGGESTED RESPONSE

Portability requests A data subject can make a data portability request, meaning,
in part, that you must export the data subject's personal data
from your systems and provide it in in a structured,
commonly used format. To respond to these requests you can
use the Data Privacy Utility to export personal data to an
Excel file or a RapidStart configuration package. Using Excel,
you can edit the personal data and save it in a commonly
used, machine-readable format, such as .csv or .xml. For
RapidStart configuration packages, you can configure master
data tables and their related tables that contain personal data.

Note: When you export data you specify a minimum

sensitivity level. The export will include the minimum and all
sensitivity levels above it. For example, if you choose to export
data that is classified as Personal, the export will also include
data that is classified as Sensitive.

When exporting data related to a data subject, the Data

Privacy Utility looks for direct relationships between the data
subject and data related to the data subject. Indirect
relationships between data related to the data subject and
other data are not exported automatically by the Data
Privacy Utility. For example, the Contact table has directly
related Contact Profile Answers data, and the Contact Profile
Answers table is further related to Profile Questions data. If
you want to export Profile Questions as well, you must add
this table manually as a row with the appropriate filters in the
configuration package that the Data Privacy Utility creates.
 REQUEST TYPE DESCRIPTION AND SUGGESTED RESPONSE

Requests for deletion A data subject can request that you delete their personal data.
There are several ways to delete personal data using the
customization capabilities, but the decision and
implementation is your responsibility. In some cases, you may
choose to directly edit your data, for example deleting a
contact and then running the Delete Canceled Interaction
batch job to delete interactions for the contact.

Note: If you have specified a date in the Allow Document

Deletion Before field on the Sales & Receivables Setup or
Purchases & Payables Setup pages, you might need to
change the date so that you can delete posted sales and
purchase documents that you have printed and that have
posting dates on or before that date.

Requests for correction A data subject can request that you correct inaccurate
personal data. There are several ways to do so. In some cases,
you can export lists to Excel to quickly bulk-edit multiple
records, and then import the updated data. For more
information, see Exporting your Business Data to Excel. You
can also manually edit fields that contain personal data, such
as editing information about a customer in the Customer
card. However, transaction records such as general, customer,
and tax ledger entries are essential to the integrity of the
enterprise resource planning system. If you store personal
data in business transaction records, consider using the
customization capabilities to modify such personal data.

Restrict Data Processing for a Data Subject

A data subject can request that you temporarily stop processing their personal data. To honor such requests, you
can mark their record as blocked due to privacy to stop processing their data. When a record is marked as blocked,
you cannot create new transactions that use that record. For example, you cannot create a new invoice for a
customer when either the customer or the salesperson is blocked. To mark a data subject as blocked, open the card
for the data subject, for example the Customer, Vendor, or Contact cards, and choose the Privacy Blocked check
box. You may need to choose Show More to display the field.

Handling Data Subject Requests While in Trial

Certain types of personal data is part of your Office 365 account and requires administrative access to export, if
you receive a data subject request from a user regarding this type of personal data under the General Data
Protection Regulation (GDPR ). The process for handling data subject requests is different depending on the type
of Business Central tenant.
If you have a paid subscription for Business Central, you must contact your organization's tenant administrator to
make a data subject request. The administrator has the administrative rights and tools to fulfil your request.
If you signed up for Business Central from the Trials page, and you have not moved out of this trial experience
through a paid subscription by your organization’s tenant administrator, then you can fulfil your own data subject
request in the Work and School Privacy page in the Azure Portal. Here, you can export and download your
personal data.
On the Work and School Privacy page, you can also close your account. However, we recommend that you make
sure that you have exported and deleted all data first, since deleting your account means that you lose access to
Business Central.
You can still mark people as blocked due to privacy and export, edit, or delete transactions as explained elsewhere
in this article.

Exporting Data from Tables not Classified by Data Subject

If you have a situation where you have to export data that is not classified in a way so that it gets automatically
exported, such as data from the Profile Answers table, you must do the following:
Consider if you really want or have to export this supplemental data that is unrelated to the contact, meaning
that it has no direct relationship to it
Add this table and relationship manually to the Rapid Start package and export it directly from the Rapid Start
package – that’s why we generate a Rapid Start package for you, so that you can tweak it in situations such as
this.

Handling Data About Minors

If a contact person's age is below the age of legal consent according to the laws in your region, you can indicate
that by choosing the Minor check box on the Contact card. When you do, the Privacy Blocked check box is
automatically selected. When you receive consent from the minor's parent or legal guardian, you can choose the
Parental Consent Received check box to unblock the contact. Though you can process personal data for minors,
you cannot use the profiling functionality in Dynamics 365 Sales.

NOTE
The Change Log can record details such as when, and by whom, the Parental Consent Received check box was chosen. An
administrator can set that up by using the Change Log Setup guide, and also choosing the Log Modification for
Parental Consent Received check box on the Contact card. For more information, see Logging Changes.

See Also
Classifying Data
Classifying Data Sensitivity
Exporting your Business Data to Excel
Logging Changes
Data Subject Requests for the GDPR
 Creating New Companies in Business Central
3 minutes to read • Edit Online

In Business Central, the containers for business data that belongs to a business unit or legal entity is referred to
as a company. When you sign up for Business Central, you are given a demonstration company and an empty
company, My Company. Switching between the companies is easy: just go to My Settings and move to the
other company. But you can also create new companies in Business Central depending on your business needs.
When you create a new company, an assisted setup guide helps you get the basics in place. Then, you can
import relevant data from your legacy system or another company in Business Central.

Creating a New Company

If you decide to add a company to your Business Central, you can use the Create New Company assisted
setup guide to get you started. The setup wizard is available from the Companies page and from the lookup in
the Company field on the My Settings page.
The setup wizard offers three templates:
Evaluation - Sample Data
This creates a company that is similar to the demonstration company with sample data and setup data.
Production - Setup Data Only
This creates a company that is similar to My Company with setup data but without sample data.
Advanced Evaluation - Complete Sample Data This creates a company with setup data and complete
sample data for all features, including Manufacturing and Service Management.
Create New - No Data
This creates a blank company without setup data.
If you want to get started easily with a new company, choose Production - Setup Data Only and then import
your own business data, such as customers, items, and vendors. Choose the New template if you want to set
everything up from scratch. In that case, you can use the Company Setup assisted setup guide to help you get
started with essential setup data.

NOTE
When you create a new company, it takes a few minutes before you can access it in Business Central. The setup status on
the Companies page shows when the new company is ready for you. Then, you can switch to the new company by using
My Settings.

During your 30 day trial, you can create any number of new companies, but they will only be available during
your trial. For more information, contact your Business Central partner.

Copying a company
On the Companies page, you can use the Copy action to create a second company based on the contents of an
existing company. This is useful, for example, when you want to test a company without disrupting production
data.
 IMPORTANT
This function cannot be used to take a backup of a company. Taking a company backup begins by exporting the database
as a .bacpac file. For more information, see Exporting Databases in the Developer and ITPro help.

Company Setup
When you sign in to a new company, the Company Setup wizard runs automatically and helps you get started.
You will be asked for information about your business, such as the address, bank details, and inventory costing
method. We ask for this information because it is used as a basis for many areas in Business Central that you
will then not have to set up manually later.
For example, your company address is included in invoices and other documents, your bank information is used
in payments, and the costing method is used to calculate prices as well as inventory valuation.
Once you have the basics in place, you can set up remaining core areas. Then, you are ready to add business
data, such as customers and vendors. For more information, see Setting Up Business Central.

See Also
Customizing Business Central
Setting Up Business Central
Importing Business Data from Other Finance Systems
Change Basic Settings
Getting Started
 Auditing Changes in Business Central
2 minutes to read • Edit Online

You can enable the change log in Business Central so you have a history of activities. The log is based on changes
that are made to data in the tables that you track. On the Change Log Entries page, entries are chronologically
ordered and show changes that are made to the fields on the specified tables. The change log collects all changes
that are made to the table.

IMPORTANT
A user's changes are not visible in the Change Log Entries until the user's session is restarted, which happens in the
following cases:
The session expired and was refreshed.
The user selected another company or Role Center.
The user signed out and back in.

Working with the Change Log

A common problem in many financial systems is to locate the origin of errors and changes in data. It could be
anything from an incorrect customer telephone number to an incorrect posting to the general ledger. The change
log lets you track all direct modifications a user makes to data in the database. You must specify each table and
field that you want the system to log, and then you must activate the change log.
You activate and deactivate the change log on the Change Log Setup page. When a user activates or deactivates
the change log, this activity is logged, so you can always see which user deactivated or reactivated the change log.
On the Change Log Setup page, if you choose the Tables action, you can specify which tables you want to track
changes for, and which changes to track. Business Central also tracks a number of system tables.
After you have set up the change log, activated it, and made a change to data, you can view and filter the changes
on the Change Log Entries page. If you want to delete entries, you can do that on the Delete Change Log
Entries page, where you can set filters based on dates and time.

Working with Activity Logs

From some pages in Business Central, you can view an activity log that shows the status and any errors from files
that you export from or import into Business Central.
The information is displayed in the Activity Log page, according to the context that it is opened from. You can
open the window from the Document Exchange Service Setup, Incoming Document, Posted Sales Invoice,
and Posted Sales Credit Memo pages, for example. You can empty the list of log entries, or just clear the list of
entries older than 7 days.

See Also
Change Basic Settings
Sorting, Searching, and Filtering
Finding Pages and Information with Tell Me
Assign Permissions to Users and Groups
Working with Business Central
 Use Job Queues to Schedule Tasks
8 minutes to read • Edit Online

Job queues in Business Central enables 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 Process
Service E -mail Queue codeunit daily, to make sure pending email messages to customers regarding their
service orders are sent out in a timely manner.
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.
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.

To set up background posting with job queues

Job queues are an effective tool to schedule the running of business processes in the background, such as when
multiple users are trying to post sales orders, but only one order can be processed at a time. Alternatively, you
may want to schedule postings for hours when it is convenient for your organization. For example, it may make
sense in your business to run certain routines when most of the data entry for the day has concluded.
You can achieve this by setting the job queue up to run various batch-posting reports, such as the Batch Post
Sales Orders, Batch Post Sales Invoices, Batch Post Sales Return Orders, and Batch Post Sales Credit
Memos reports. For more information, see To create a job queue entry for background sales order posting.
Business Central supports background posting for all sales, purchasing, and service documents.

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.

The following procedure explains how to set up background posting of sales orders. The steps are similar for
purchasing and service.
1. Choose the icon, enter Sales & Receivables Setup, and then choose the related link.
2. On the Sales & Receivables Setup page, choose the Post with Job Queue check box.
3. To filter to job queue entries for sales order posting, choose the Job Queue Category Code field, and
 then select the SalesPost category.
A job queue object, codeunit 88 Sales Post via Job Queue, is created. Proceed to enable it on the Job
Queue Entries page.
4. Choose the icon, enter Job Queue Entries, and then choose the related link.
5. On the Job Queue Entries page, choose the New action.
6. In the Object Type to Run field, select Codeunit.
7. In the Object ID to Run field, select 88. The Description and Object Caption to Run fields will show
Sales Post via Job Queue.
No other fields are relevant for this scenario.
8. Choose the Set Status to Ready action.
9. To verify that the job queue is working as expected, post a sales order. For more information, see Sell
Products.
10. 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.
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.

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.

To create a job queue entry for batch posting of sales orders

The following procedure shows how to set the Batch Post Sales Orders report up to automatically post
released sales orders at 4 PM on week days.
1. Choose the icon, enter Job Queue Entries, and then choose the related link.
2. Choose the New action.
3. In the Object Type to Run field, select Report.
4. In the Object ID to Run field, select 296, Batch Post Sales Orders.
5. Select the Report Request Page check box.
6. In the Batch Post Sales Orders request page, define what is included during automatic posting of sales
orders, and then choose the OK button.
7. Select all check boxes from Run on Mondays through Run on Fridays.
8. In the Starting Time field, enter 4 PM.
9. Choose the Set Status to Ready action.
Sales orders that are ready to post will now be posted every week day at 4 PM.

NOTE
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. For more information, see To view status or errors in the job queue.
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 Start Time field is adjusted to show the next time that the job is expected to
run.

To view status or errors in the job queue

Data that is generated when a job queue is run is stored in the database, so that you can troubleshoot job queue
errors.
To view status for any job
1. Choose the icon, enter Job Queue Entries, and then choose the related link.
2. On the Job Queue Entries page, select a job queue entry, and then choose the Log Entries action.
To view status from a sales or purchase document
1. From the document that you have tried to post with the job queue, choose the Job Queue Status field,
which will contain Error.
2. Review the error message and fix the problem.

The My Job Queue Part

The My Job Queue part on your Role Center shows the job queues entries that you have started, but which
are not yet finished. By default, the part is not visible, so you have to add it to your Role Center. For more
information, see Change Basic Settings.
The part shows which documents with your ID in the Assigned User ID field are being processed or are
queued, including those related to background posting. The part can tell you at a glance whether there has been
an error in the posting of a document or if there are errors in a job queue entry. The part also lets you cancel a
document posting if it is not running.
To view an error from the My Job Queue part
1. On an entry with the status Error, choose the Show Error action.
2. Review the error message and fix the problem.

Security
Job queue entries run based on permissions. Those permissions must allow the execution of the report or
codeunit.
When a job queue is activated manually, it is run with the credentials of the user. When a job queue is activated
as a scheduled task, it is run with the credentials of the server instance. When a job is run, it is run with the
credentials of the job queue that activates it. However, the user who created that job queue entry must also
have permissions. When a job is “run in user session” (such as during background posting), it is run with the
credentials of the user who created that job.
 IMPORTANT
If you use the SUPER permissions set that comes with Business Central, you and your users have permissions to run all
objects. In this case, access for each user is only limited by permissions for data.

Using Job Queues Effectively

The job queue entry record has many fields whose purpose is to carry parameters into a codeunit that you have
specified to be run with a job queue. This also means that codeunits that are to be run via the job queue must be
specified with the Job Queue Entry record as a parameter in the OnRun trigger. This helps provide an extra
level of security, as this prevents users from running random codeunits via the job queue. If the user must pass
parameters to a report, the only way to do this is by wrapping the report execution into a codeunit, which then
parses the input parameters and enters them into the report before executing it.

Scheduling Synchronization Between Business Central and Dynamics

365 Sales
If you have integrated Business Central with Dynamics 365 Sales, you can use the the job queue to schedule
when you want to synchronize data for the records that you have coupled in the two business apps. Depending
on direction and rules that you have defined for the integration, the synchronization jobs can also create new
records in the destination app to match those in the source. For example, if a salesperson creates a new contact
in Dynamics 365 Sales, the synchronization job can create that contact for the coupled salesperson in Business
Central. For more informtaion, see Scheduling a Synchronization between Business Central and Dynamics 365
Sales.

See Also
Administration
Setting Up Business Central
Change Basic Settings
 Manage Documents
2 minutes to read • Edit Online

A central role, such as the application administrator, must regularly deal with accumulating historic documents by
deleting or compressing them.

Delete Documents
In certain situations, you may need to delete invoiced purchase orders that have not been deleted. Business Central
checks that you have fully invoiced the deleted purchase orders. You cannot delete orders that you have not fully
invoiced and received.
Return orders are usually deleted after they are invoiced. When you post an invoice, it is transferred to the Posted
Purchase Credit Memo page. If you selected the Return Shipment on Credit Memo check box on the
Purchases & Payable Setup page, then the invoice is transferred to the Posted Return Shipment page. You can
delete the documents using the Delete Invd Purch. Ret. Orders batch job. Before deleting, the batch job checks if
the purchase return orders are fully shipped and invoiced.
Blanket purchase orders are not deleted after you have processed and invoiced all the related purchase orders. You
can delete blanket orders with the Delete Invoiced Blanket Purchase Orders batch job.
Invoiced service orders are usually deleted automatically after having been fully invoiced. When an invoice is
posted, a corresponding entry is created on the Posted Service Invoices page. The posted document can be
viewed on the Posted Service Invoice page.
Service orders are not deleted automatically, however, if the total quantity on the order has been posted not from
the service order itself, but from the Service Invoice page. Then you may need to delete invoiced orders that were
not deleted. You can do this by running the Delete Invoiced Service Orders batch job.

See Also
Administration
 Publish a Web Service
2 minutes to read • Edit Online

Web services are a lightweight way to make application functionality available to a variety of external systems and
users. Business Central includes an number of objects that are exposed as web services by default due to
integration with other Microsoft services, but you can also add other web services.
You set up a web service in the Business Central client. You must then publish the web service so that it is available
to service requests over the network. Users can discover web services by pointing a browser at the server location
and requesting a list of available services. When you publish a web service, it is immediately available over the
network for authenticated users. All authorized users can access metadata for web services, but only users who
have sufficient permissions can access actual data.

Creating and Publishing a Web Service

The following steps explain how to create and publish a web service.
To create and publish a web service
1. Choose the icon, enter Web Services, and then choose the related link.
2. On the Web Services page, choose New. Hover over a field to read a short description.

NOTE
Codeunit and Page are valid types for SOAP web services. Page and Query are valid types for OData web services.
Also, if the database contains multiple companies, you can choose an object ID that is specific to one of the
companies.
Finally, the service name is visible to consumers of your web service and is the basis for identifying and distinguishing
web services, so you should make the name meaningful.

3. Select the check box in the Published column.

When you publish the web service, in the OData URL and SOAP URL fields, you can see the URLs that are
generated for the web service. You can test the web service immediately by choosing the links in the OData URL
and SOAP URL fields. Optionally, you can copy the value of the field and save it for later use.

IMPORTANT
For codeunits that are published as a SOAP web service, the methods exposed in the codeunit must be marked as
[External] in the code.

After you publish a web service, it is available to external parties. You can verify the availability of that web service
by using a browser, or you can choose the link in the OData URL and SOAP URL fields on the Web Services
page. The following procedure illustrates how you can verify the availability of the web service for later use.
To verify the availability of a web service
1. In your browser, enter the relevant URL. The following table illustrates the types of URLs that you can enter
for different web service types.
 TYPE SYNTAX EXAMPLE

SOAP https://api.businesscentral.dynamics.c https://api.businesscentral.dynamics.c

om/version/tenant/Production/WS/C om/v2.0/7acc9d3d-d354-4616-
ompanyName/entity/ 8bbd-
c4fc9f2b15b3/Production/WS/CRON
US%20USA%2C%20Inc./Page/Invoice
Document

OData V4 https://api.businesscentral.dynamics.c https://api.businesscentral.dynamics.c

om/version/tenant/Production/ODat om/v2.0/7acc9d3d-d354-4616-
aV4/Company('CompanyName')/enti 8bbd-
ty c4fc9f2b15b3/Production/ODataV4/
Company('CRONUS%20USA%2C%20
Inc.')/InvoiceDocument
The company name is case-sensitive.

2. Review the information that is displayed in the browser. Verify that you can see the name of the web service
that you have created.
When you access a web service, and you want to write data back to Business Central, you must specify the
company name. You can specify the company as part of the URI as shown in the examples, or you can specify the
company as part of the query parameters. For example, the following URIs point to the same OData web service
and are both valid URIs.

https://api.businesscentral.dynamics.com/v1.0/OData/Company('CRONUS International Ltd.')/Customer

https://api.businesscentral.dynamics.com/v1.0/OData/Customer?company='CRONUS International Ltd.'

See Also
Administration
Business Central Web Services for developers
 Configuring API Templates
2 minutes to read • Edit Online

The API library for Business Central provides a simplified representation of the underlying entities. All the
properties in the application are not exposed through the associated API. The API Setup page allows you to
define templates that are used to populate empty properties on an entity when you create a POST action through
the API.
For example, if a configuration template is defined for the item entity, when a new item record is created through
the items API, any properties for the new item that are not defined in the API call will be populated from the
selected template. If, for example, no value is defined for the Gen. Prod. Posting Group field through the API, but
a value is defined in the selected template, then the posting group value defined in the template will be applied to
the new item.

Setting up the Entity Template

To use templates with the API library, you must first set up and define properties for the templates. You can set up
these templates on the Configuration Templates page. For more information, see Prepare to Migrate Customer
Data.

Assign the template to an API

To assign a template to an API, you must go through the following steps.
1. Choose the icon, enter API Setup, and choose the related link.
2. Choose New, and then choose the Order value for the record.
If there is more than one template selected for an API (Page ID ), the templates are applied in the order defined
in the Order column.
When each template is applied, field values defined in the template are only applied to fields that have not
already had a value defined, either explicitly in the API, or in a previously applied template in the order.
3. Select a Page ID value.
This is the page for the API to which the template will be applied. The Page ID lookup provides a list of all APIs
available in the library.
4. Select a value in the Template Code field.
The template code is the code for the template that was defined on the Configuration Templates page. The
template values defined are applied to the API.
5. In the Conditions field, specify which template should be applied.
The defined template is applied to a new record created through the API if, and only if, the conditions defined in
the Conditions field are met by the values already defined for the new instance of the entity.

See Also
API Documentation
Developing Connect Apps for Business Central
Enabling the APIs
Endpoints for the APIs
Setting Up a Company with RapidStart Services
Administration
 Managing Data Encryption
2 minutes to read • Edit Online

You can encrypt data on the Business Central server by generating new or importing existing encryption keys that
you enable on the Business Central server instance that connects to the database.
For more information, see Encrypting Data in Dynamics 365 Business Central in Developer and IT-Pro help.

NOTE
You can turn on or turn off encryption only if you are using an on-premises version of Business Central. Encryption is always
turned on for online versions, and you cannot turn it off.

See Also
Administration
 Need More Time to Decide Whether to Subscribe?
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?.

What happens if my trial period is expired?

If your first 30-day trial period is expired, you can extend it yourself and things will be business as usual. Just sign
in to the demonstration company and start the Extend Trial Period guide from the notification. If you have
created your own company, sign out and then sign in again with the credentials for that company. If your extended
trial period is expired, you can subscribe to Business Central within 90 days and continue working in the company
you created. After 90 days we will delete your company and data.

To extend your trial period

1. Sign in to Business Central.
2. In the notification at the top of the workspace, choose Extend Trial.

See Also
Creating New Companies
Dynamics 365 Business Central Trials and Subscriptions
How do I find a reselling partner?
 Inspecting Pages in Business Central
2 minutes to read • Edit Online

The page inspection feature enables you to get details about a page, providing insight into the page design, the
different elements that comprise the page, and the source behind the data it displays. Page inspection is especially
designed for administrators, power users, support personnel, and developers. It is ideal for learning the data
model behind a page and troubleshooting. For example, if you are experiencing a problem with a page, you could
use page inspection to get information to pass on to your system administrator or support personnel.

Working with Page Inspection

You start page inspection from the Help & Support page. Choose the question mark in the top right corner,
choose Help & Support, and then choose Inspect pages and data. Or, you can just use the keyboard shortcut
Ctrl+Alt+F1.
The Page inspection pane opens on the side. The following figure illustrates the Page Inspection pane on the
Sales Order page.

When the Page Inspection pane first opens, it shows information that pertains to the main page object.
Use the keyboard or pointing device to move focus to different elements on the page. When you select a FactBox
or a part on the main page, the bounding area is highlighted by a border, and the Page Inspection pane shows
information about the selected element. For example, the previous figure shows information about the list part in
the Sales Order page. As you navigate to other pages in the application, the Page Inspection pane will
automatically update with page information as you move along.
For more information about what is shown in page inspection, see Inspecting and Troubleshooting Pages in the
Business Central Developer and IT Pro help.
If you do not see the details that you expect to see in the Page Inspection pane, you probably do not have the
required permissions, as described in the next section.

Controlling Access to Page Inspection Details

As an administrator, you can control access to the full details that are shown in the Page Inspection pane by
configuring the permissions that users have. To grant a user permission to the full details, give users Execute
permission on the System object 5330. You can grant this permission by using a permission set (such as D365
Troubleshoot) or a user group (such as D365 Troubleshoot). For more information about permissions, see
Assign Permissions to Users and Groups.
Users who are not granted permissions on System object 5330 can still access the Page Inspection pane, but
they will only see the Page and Table fields, which display basic details that they can pass on to their support
team.

See Also
Working with Business Central
 Creating a Sandbox Environment in Business Central
3 minutes to read • Edit Online

With Business Central, you can easily create a safe environment where you can test, train, or troubleshoot
without disturbing your company's work processes or business data. Such a non-production environment is
called a sandbox. Isolated from production, a sandbox environment is the place to safely explore, learn, demo,
develop, and test the service without the risk of affecting the data and settings of your production environment.
Your administrator can create sandbox environments in the administration center, but if you want to quickly test
something, you can create a sandbox environment from inside Business Central.

NOTE
Technically, sandbox environments are very different from production environments, even if your administrator creates a
sandbox that includes production data. You cannot use a sandbox for benchmarking, and you cannot request a database
export, for example. If you want to create a sandbox for benchmarking, your administrator can create a dedicated
production environment in the administration center. For more information, see Types of environments.

To create a sandbox environment in your Business Central

1. Sign in to your production instance of Business Central.
2. Choose the icon, enter Sandbox Environment, and then choose the related link.
3. Choose the Create button.
Another tab with Business Central opens where you can finish the setup of your sandbox environment.

NOTE
If you have pop-up blocker enabled in your browser, change it to allow URLs from the
*.businesscentral.dynamics.com address.

When the sandbox environment is ready, you will be redirected to sandbox environment's Welcome wizard.
You can choose the Learn more button to read about developer scenarios that you can try in a sandbox
environment or choose the Close button to continue to the Role Center of your Business Central sandbox
instance.
At the top of the Role Center, a notification appears to inform you that this is a sandbox environment. You can
also see the type of the environment in the title bar of the client.

NOTE
A sandbox environment created in this way only contains the default demonstration data for the CRONUS company. No
data is copied or otherwise transferred from the production environment.

You can also create a sandbox environment containing the production data. You must do this through the administration
center. For more information, see Managing Environments in the Developer and IT-Pro help.

At any time, you can return to the Sandbox Environment page, and reset the sandbox environment.
 NOTE
Resetting the sandbox environment will remove it completely, and then create it again with the default demonstration data.

An administrator can limit or even block access for some users to the sandbox environment. This can be done by
using the standard security features of the product, such as the User card, user groups, and permission sets. For
more information, see Assign Permissions to Users and Groups.

Advanced Functionality in the Sandbox Environment

The sandbox environment is not least useful because it includes a couple of handy features.
Designer
In a sandbox environment, you will find the Designer enabled. You can activate Designer by selecting the design
icon on a page, or by choosing the Design menu item in the Settings menu.
To enable the advanced user experience
It is possible to enable and try the full functionality of the standard version of Business Central in a sandbox
tenant by setting the Experience field on the Company Information page.
After you have enabled the Premium user experience, you get access to all the standard profiles (roles) and Role
Centers in the standard version. You can also create an evaluation company that is fully set up, including
demonstration data and access to the advanced areas of the product. Alternatively, contact a reselling partner for
a demonstration of the capabilities. For more information, see How do I find a reselling partner?.

See Also
Working with Business Central
Dynamics 365 Business Central Trials and Subscriptions
Managing Environments in the Business Central administration center
 Customize Business Central
2 minutes to read • Edit Online

There are different ways to customize the application to give you and your colleagues access to the features,
functionality, and data that you need most, in a manner that bests suits your daily work. Those who see the
changes will depend on what you do, as described in this table.

NOTE
In addition to what administrators can customize, users can personalize their pages by adding, moving, or removing fields,
freeze panes, parts, and more. For more information, see Personalize Your Workspace.

WHAT YOU CAN DO DESCRIPTION WHO SEES THE CHANGES MORE INFORMATION

Change users' workspace by Change the user interface All users in a specific Customize Pages for Profiles
customizing their assigned for a profile (role) so that all company.
role. users of that role see a
customized workspace.
Control and manage users'
personalization by disabling
the ability to personalize
pages and clearing any page
personalization.

Change which UI elements The Experience setting All users in a specific Change Which Features are
are visible. determines how much of company. Displayed
the functionality is displayed
in the user interface. Choose
between Essential and
Premium.

Enable colors on Role Set up Cues that appear on All users in a specific Set Up a Colored Indicator
Centers to signal users' Role Centers to company. on Cues
importance. include an indicator that
changes color based on the
values in the Cues.

Install an extension Extensions are like small All users in all companies. Customizing Using
applications that add Extensions
functionality, change
behavior, provide access to
new online services, and
more. For example,
Microsoft provides an
extension that provides
integration with PayPal
Payments Standard.

NOTE
All feature descriptions in user documentation for Business Central assume the Premium experience, meaning the
descriptions cover the full scope of UI elements. Therefore, users with the Essential experience may in some topics read
about functionality and UI elements that are not visible in their user interface. For more linformation, see
See Also
Working with Business Central

Start a free trial!

 Customize Pages for Profiles
2 minutes to read • Edit Online

Users can personalize pages that make up their workspace to suit their own preferences. For more information,
see Personalize Your Workspace.
Administrators can customize pages for a profile, according to the related business role or department, for
example, so that all users that are assigned the profile will see the customized page layout. The administrator
customizes pages by using the same functionality as users do when they personalize pages.

NOTE
The typical business use of a profile is a role. A profile is therefore named Profile (Role) in the UI.

Page customization starts from the Profiles (Roles) page, the administrator's starting point for managing users'
profiles on individual profile cards. In addition to customizing the page layout, you control various other settings
for profiles on the Profile (Role) page for each profile. For more information, see Manage Profiles.

To customize pages for a profile

1. Choose the icon, enter Profiles (Roles), and then choose the related link.
2. Select the line for the profile that you want to customize pages for, and then choose the Edit action.
3. Choose the Customize pages action.
Business Central opens on a new browser tab for the selected profile with the Customizing banner
activated. The Customizing banner offers the same functionality as the Personalizing banner that is
available to users.
4. Customize pages according to the needs of the role or department in question in the same way as a user
would do when personalizing. For more information, see Personalize Your Workspace.

NOTE
To navigate during personalization, use Ctrl + Click on an action if it is highlighted by the arrowhead.

5. When you have finished changing the layout on one or more pages, choose the Done button on the
Customizing banner.
6. Close the browser tab.
The customization of pages is now recorded for the profile.

To view all customized pages for a profile

You can get an overview of which pages are customized for a profile, for example to plan which to customize
further or delete.
On the Profile (Role) page, choose the Customized Pages action.
To delete all customizations for a profile
You can cancel all customizations that you have made for a profile. Customizations introduced with an extension
and personalizations made by a user will not be deleted. You can delete all personalizations with another action.
For more information, see To delete all personalizations made by a user.
On the Profile (Role) page for a customized profile, choose the Clear customized pages action.
The layout on pages for the profile is reset to the default layout.

To delete customization for specific pages for a profile

You can delete individual page customizations that you have made for a profile. Customizations introduced with
an extension and personalizations made by a user will not be deleted. You can delete specific page
personalizations with another action. For more information, see To delete personalizations for specific pages.
1. On the Profile (Role) page, choose the Customized Pages action.
2. On the Profile Customizations page, select on or more lines for page customizations that you want to
delete, and then choose the Delete action.
The layout on the selected pages is adjusted to the changes you made.

See Also
Personalize Your Workspace
Manage Profiles
Change Basic Settings
Change Which Features are Displayed
Working with Business Central
 Change Which Features are Displayed
2 minutes to read • Edit Online

Business Central is designed to help you run your business regardless of the size and complexity. At the core
of the product, you find essential features, such as financial reporting, sales, purchasing, and inventory
management. As business complexity increases, you can turn on functionality for manufacturing and service
management, for example.
You can define the product complexity level, and thereby which features the company's users get access to, by
changing the Experience setting on the Company Information page. Note that the experience setting can
also be changed by adding certain extensions from AppSource. For more information, see Customizing
Business Central Using Extensions.
The following table lists the experiences that are currently available.

EXPERIENCE IMPACT ON USER INTERFACE

Essential Shows all actions and fields for all common business
functionality.

Premium Shows all actions and fields for all business functionality,
including Manufacturing and Service Management.

The experiences that can be selected in Business Central reflect the solution licenses, called plans, that are
defined for the product. For information about the Essential and Premium plans, see Business Central on the
Microsoft Dynamics 365 marketing site. See also the Business Central Licensing Guide (requires access to
CustomerSource or PartnerSource).

IMPORTANT
All regular users in a solution must be assigned the same plan, Essential or Premium, before that experience can be
selected for the company. Accordingly, one user cannot access Premium features if one or more other users can only
access Essential features. This is not the case for non-regular users of type Team Member, Internal Admin, External
Accountant, and Delegated Admin, who can each be assigned a different plan than other users in the solution.

Only users of type Evaluation or Premium can change the value in the Experience field from Essential to Premium.

Prior to defining a company's experience setting, you define users' access to specific functions and pages by
assigning permission sets. For more information, see Assign Permissions to Users and Groups.
The Experience setting applies to all users in a company, but each user can personalize their own experience
further by changing page layouts and content. For more information, see Personalize Your Workspace.

Enabling Premium Features after Upgrading a Plan

Users are assigned to plans in Microsoft 365 Admin Center in connection with the general work to create the
Business Central users. For more information, see Add users individually or in bulk to Office 365.
To update plan changes in users groups
When you have made a change to users plans in Microsoft 365 Admin Center, such as assigned more users
to the Premium plan, you must reflect the change in Business Central.
1. Sign is as an administrator.
2. Choose the icon, enter Users, and then choose the related link.
3. On the Users page, choose the Refresh all User Groups action.
All new information about the users’ plans and their assigned user groups are now updated according to the
plan changes.
To select the Premium experience
You can now proceed to select the new experience.
1. Choose the icon, enter Company Information, and then choose the related link.
2. On the Company Information page, on the User Experience FastTab, select Premium in the
Experience field.

Help Assumes Premium Experience

All feature descriptions in user documentation for Business Central assume the Premium experience,
meaning the descriptions cover the full scope of UI elements.

See also
Personalize Your Workspace
Customizing Business Central
Assign Permissions to Users and Groups
Creating New Companies
Change Basic Settings
Working with Business Central
Business Central Licensing Guide

Start a free trial!

 Set Up a Colored Indicator on Cues for the Company
or Individual Users
3 minutes to read • Edit Online

As an administrator, you can set up Cues that appear on the users' Role Centers to include an indicator that
changes color based on the data values in the Cues.
The indicator appears as a colored bar along the top border of the Cue tile. It provides a visual signal of the status
of the Cue's activity, which can indicate favorable or unfavorable conditions to prompt the user to take action. For
example, if a Cue displays ongoing sales invoices, you can set up the indicator to appear green (favorable) when
total number of ongoing sales invoices is below 10, and appears red (unfavorable) when the total is greater than
20.
From the Cue Setup page, you set up indicators for all the Cues that are available in the company database. You
can set up the indicators to apply to all users in the company or an individual user only. The indicator settings on
the Cue Setup page act as the default indicator settings. If the Cue Setup End User page is made available to
users, then they can personalize the indicators settings that you define on the Cue Setup page.
To set up the indicator, you specify up to two threshold values that define three ranges of data values (low, middle,
and high) to which you can apply a different color (or style).
To set up colored indicators on Cues
1. Choose the icon, enter Cue Setup, and then choose the related link.
The Cue Setup page appears. The page lists the indicators that are currently setup up on Cues. Indicators
that apply to all users in the company have a blank User Name field. Indicators that apply to a specific user
include the user's name in the User Name field.

NOTE
If you set up a company-wide indicator and a user modifies the indicator later on, then a separate entry for the
indicator appears in list for that user.

2. Choose Edit List action.

3. To set up an indicator for a Cue that is not listed on the page, choose the New action, and then fill in the
fields as described in the following. If you want to modify an existing indicator, go to the next step.

FIELD DESCRIPTION

User Name If you want to set up the indicator for all users, leave this
field blank.

If you want to set up the indicator for a specific user, then

set this field to the user name.
 FIELD DESCRIPTION

Table No Specifies the ID of the table object that contains the Cue.
Use the drop down list to find the table. The drop down
list includes all Cue tables in the company database.

The Table Name field will be automatically filled in based

on your selection.

Field No Specifies the ID of the Cue that you want to set up an

indicator on. Use the drop down list to find the Cue that
you want. Note: The Cue ID corresponds to the field
number that is assigned to the Cue in the table.

The Field Name field is automatically filled in based on

your selection

4. To set up the indicator for a Cue, set the fields as described in the following table.

FIELD DESCRIPTION

LowStyle Specifies the color of the indicator when the Cue's value is
below the value of the Threshold 1 field.

LowThreshold Specifies the value at or above which the indicator changes

to the color specified by the Middle Range Style field.

MiddleStyle Specifies the color of the indicator when Cue's value is

greater than or equal to the value of the Threshold 1 field
but less than or equal to the value of the Threshold 2
field.

HighThreshold Specifies the value above which the indicator changes to

the color specified by the High Range Style field.

HighStyle Specifies the color to use when the Cue's value is above
the value of the Threshold 2 field.

The following table lists the colors that correspond to the options of the LowStyle, MiddleStyle, and
HighStyle fields.

OPTION COLOR

None No color (same color as the Cue tile)

Favorable Green

Unfavorable Red

Ambiguous Yellow

Subordinate Gray

See Also
 Customizing Business Central Using Extensions
4 minutes to read • Edit Online

You can change Business Central by installing extensions that add functionality, changes behavior, or gives you
access to new online services, for example.

NOTE
To install extensions from AppSource or add per-tenant extensions, you must have the right permissions. You must either be
a member of the D365 EXTENSION MGMT user group or you must have the D365 EXTENSION MGMT permission set. If you
are an administrator, you can assign user groups and permissions to other users in your company.

To use the functionality that is provided by an extension, such as opening pages, running reports, selecting actions, and so
on, you must be assigned the permission sets that are installed as part of the extension.

When you first launch Business Central, some extensions are already installed for you. Over time, more extensions
will be made available to you, and you can then choose if you want to use the extension or not.
For example, Microsoft provides an extension that provides integration with PayPal Payments Standard. This
extension is installed by default. But if another extension is made available that offers integration with another
payment service, you can install the new extension and then choose which of the two services to use.
You manage the extensions on the Extension Management page. You can access this page from Home.
Alternatively, choose the Search for Page or Report icon in the top right corner, enter Extension, and then
choose the related link.

NOTE
If you think you should have access to an extension but you cannot find its functionality, check the Extension Management
page - if the extension is not listed there, you can install it as described in the following section.

Installing an Extension
You can get new extensions from the marketplace at AppSource.microsoft.com. Here, you can see all available
extensions for Business Central, and you can get apps, extensions, and content packs for other Microsoft products.
Set the relevant filters, take a look at the information for each extension, and get an extension for your Business
Central.

NOTE
Sign in to AppSource.microsoft.com using the email account that you use for Business Central. Use the same email account
for other services and products for a smooth experience.

You can also get to the marketplace from inside Business Central. On the Extension Management page, you can
see the extensions that are currently installed, and you can open the Extension Marketplace page that shows the
Business Central extensions that are currently available in AppSource. If you choose the More apps link, you are
taken to AppSource.microsoft.com.
If you choose an extension, you can read about what the extension does, and you can access Help for the extension
to learn more. When you choose to get an extension, you must agree to the terms of use. If you get the extension
from the AppSource website, you will be signed in to Business Central to complete the installation.
When you install an extension, you might have to set it up, such as specifying an account for use with the PayPal
Payments Standard for Business Central extension. Other extensions simply add fields to an existing page, or
they add a new page, for example.
If you uninstall an extension, and you then change your mind, you can install it again. When you uninstall an
extension that you have been using, the data is preserved so that if you install the extension again, your data is still
available. There are some extensions that are required. You are prevented from uninstalling these from the
Extension Management page. If you try, an error message appears.
Some extensions are provided by Microsoft, and other extensions are provided by other companies. All extensions
are tested before they are made available to you, but we recommend that you access the links that are provided
with each extension to learn more about the extension before you choose to install it.
Microsoft provides the following extensions:
Accountant Portal for Business Central
Ceridian Payroll
Dynamics GP Data Migration
Envestnet Yodlee Bank Feeds
Essential Business Insights
Image Analyzer
Intelligent Cloud
Intelligent Cloud Base
Late Payment Predictions
Microsoft Pay
PayPal Payments Standard
QuickBooks Data Migration
QuickBooks Online Data Migration
Quickbooks Payroll File Import
Sales and Inventory Forecast
WorldPay Payments Standard
AMC Banking 365 Fundamentals Extension
DK - C5 Data Migration
DK - Payments and Reconciliations
DK - Tax File Formats
UK - GetAddress.io UK Postcodes
US/CA/UK/AU/NZ/ZA - Send Remittance Advice
Business Central Extensions by Other Providers

NOTE
New extensions are not available in AppSource immediately after we announce an update. You can keep an eye out for the
extensions at AppSource.microsoft.com.

See Also
Extending Dynamics 365 Business Central
Business Central Extensions by Other Providers
Set Up the Envestnet Yodlee Bank Feeds Service
Enable Customer Payment Through PayPal
Migrating Business Data from Other Finance Systems
Setting Up the GetAddress.io UK Postal Code extension
Business Central Extensions by Other Providers
Getting Started

Start a free trial!

 Customizing Business Central Using Extensions
4 minutes to read • Edit Online

You can change Business Central by installing extensions that add functionality, changes behavior, or gives
you access to new online services, for example.

NOTE
To install extensions from AppSource or add per-tenant extensions, you must have the right permissions. You must
either be a member of the D365 EXTENSION MGMT user group or you must have the D365 EXTENSION MGMT
permission set. If you are an administrator, you can assign user groups and permissions to other users in your
company.

To use the functionality that is provided by an extension, such as opening pages, running reports, selecting actions,
and so on, you must be assigned the permission sets that are installed as part of the extension.

When you first launch Business Central, some extensions are already installed for you. Over time, more
extensions will be made available to you, and you can then choose if you want to use the extension or not.
For example, Microsoft provides an extension that provides integration with PayPal Payments Standard.
This extension is installed by default. But if another extension is made available that offers integration with
another payment service, you can install the new extension and then choose which of the two services to
use.
You manage the extensions on the Extension Management page. You can access this page from Home.
Alternatively, choose the Search for Page or Report icon in the top right corner, enter Extension, and
then choose the related link.

NOTE
If you think you should have access to an extension but you cannot find its functionality, check the Extension
Management page - if the extension is not listed there, you can install it as described in the following section.

Installing an Extension
You can get new extensions from the marketplace at AppSource.microsoft.com. Here, you can see all
available extensions for Business Central, and you can get apps, extensions, and content packs for other
Microsoft products. Set the relevant filters, take a look at the information for each extension, and get an
extension for your Business Central.

NOTE
Sign in to AppSource.microsoft.com using the email account that you use for Business Central. Use the same email
account for other services and products for a smooth experience.

You can also get to the marketplace from inside Business Central. On the Extension Management page,
you can see the extensions that are currently installed, and you can open the Extension Marketplace
page that shows the Business Central extensions that are currently available in AppSource. If you choose
the More apps link, you are taken to AppSource.microsoft.com.
If you choose an extension, you can read about what the extension does, and you can access Help for the
extension to learn more. When you choose to get an extension, you must agree to the terms of use. If you
get the extension from the AppSource website, you will be signed in to Business Central to complete the
installation.
When you install an extension, you might have to set it up, such as specifying an account for use with the
PayPal Payments Standard for Business Central extension. Other extensions simply add fields to an
existing page, or they add a new page, for example.
If you uninstall an extension, and you then change your mind, you can install it again. When you uninstall
an extension that you have been using, the data is preserved so that if you install the extension again, your
data is still available. There are some extensions that are required. You are prevented from uninstalling
these from the Extension Management page. If you try, an error message appears.
Some extensions are provided by Microsoft, and other extensions are provided by other companies. All
extensions are tested before they are made available to you, but we recommend that you access the links
that are provided with each extension to learn more about the extension before you choose to install it.
Microsoft provides the following extensions:
Accountant Portal for Business Central
Ceridian Payroll
Dynamics GP Data Migration
Envestnet Yodlee Bank Feeds
Essential Business Insights
Image Analyzer
Intelligent Cloud
Intelligent Cloud Base
Late Payment Predictions
Microsoft Pay
PayPal Payments Standard
QuickBooks Data Migration
QuickBooks Online Data Migration
Quickbooks Payroll File Import
Sales and Inventory Forecast
WorldPay Payments Standard
AMC Banking 365 Fundamentals Extension
DK - C5 Data Migration
DK - Payments and Reconciliations
DK - Tax File Formats
UK - GetAddress.io UK Postcodes
US/CA/UK/AU/NZ/ZA - Send Remittance Advice
Business Central Extensions by Other Providers

NOTE
New extensions are not available in AppSource immediately after we announce an update. You can keep an eye out
for the extensions at AppSource.microsoft.com.

See Also
Extending Dynamics 365 Business Central
Business Central Extensions by Other Providers
Set Up the Envestnet Yodlee Bank Feeds Service
Enable Customer Payment Through PayPal
Migrating Business Data from Other Finance Systems
Setting Up the GetAddress.io UK Postal Code extension
Business Central Extensions by Other Providers
Getting Started

Start a free trial!

 The Accountant Portal for Business Central Extension
2 minutes to read • Edit Online

This application has been deprecated. We recommend that you do not install this extension but sign up for
Dynamics 365 — Accountant Hub at Business Central for Accountants on Microsoft.com instead.
For more information, see Welcome to Dynamics 365 — Accountant Hub.

See Also
Accountant Experiences in Business Central
Finance
 The Ceridian Payroll Extension
2 minutes to read • Edit Online

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. For more information, see Import Payroll Transactions.
The Ceridian Payroll extension allows you to import payroll transactions from the Ceridian HR/Payroll (US ) and
Ceridian PowerPay (Canada) services.

See Also
Customizing Business Central Using Extensions
Finance
Working with Business Central
 The Dynamics GP Data Migration Extension
4 minutes to read • Edit Online

This extension makes it easy to migrate customers, vendors, inventory items, general ledger accounts, open
payables and open receivables transactions from Dynamics GP to Business Central. If your business uses
Dynamics GP today, you can export the relevant records and then open an assisted setup guide to add the data to
Business Central. The migration extension works for all supported versions of Microsoft Dynamics GP. For more
information, see Importing Business Data from Other Finance Systems.

NOTE
This extension will be deprecated in the 15.3 update. We recommend that users who want to migrate from Dynamics GP
start using the Cloud Migration wizard instead. The Cloud Migration extension has more robust functionality and brings
more data into Business Central from Dynamics GP.

Exporting Data from Dynamics GP

You must have exported some or all of your existing customers, vendors, inventory items, and general ledger
accounts using data export functionality within Dynamics GP. When selecting the data to export the following
types can be selected:
Account
Customer
Item
Vendor
When the export file is created you will have a zip file that contains several txt files that will be determined by what
you selected during the export data process. There will also be additional txt files that are generated that contain
supporting information needed for setup within your new Business Central company.
The Dynamics GP Data Migration extension automatically maps the exported data so that your data is quickly
available to you in your new Business Central company.

What's New in the October 2018 Release

In this version, we have expanded the amount of data we bring into Business Central from Dynamics GP.
In the migration wizard, you can now choose how you want to migrate the Dynamics GP chart of accounts. You
can migrate the existing chart of accounts, or you can create a new chart of accounts based on the existing chart of
accounts.
If you choose to use the existing chart of accounts, the accounts will be set up as the main account segment from
Dynamics GP and the additional segments will be setup as dimensions within Business Central.
If you choose to create a new chart of accounts, you will get an additional account information page in the wizard
so that you can download the workbook, make the relevant changes, and then import the workbook again to
change your accounts.
You will have to download the Excel workbook and map a new account number to each account number in the
Excel spreadsheet. Each account will be required to have its own number, or the migration will error. When you
have completed the mapping, you can continue through the migration wizard by importing the Excel workbook
that you just updated. The wizard will validate that each row has a unique account number and that no rows have
an empty new account number in them.
With the change to the mapping of the chart of account options, you will also note a change to the type of data
that comes across into the general journal for the account numbers.
If you choose to use the existing account numbers, we will bring over the beginning balance of the main
segment (new account number) as a summation of the main account number at the time of the migration.
If you choose to create new account numbers, we will bring summary information for the equivalent of two
fiscal years based on the fiscal periods you have set up in Dynamics GP.
In earlier versions of Business Central, the wizard migrated a summary transaction for the customer/vendor
balance in Dynamics GP. Now we bring in the detailed open transactions for customers and vendors at the time of
the migration. What does this mean? If your customer has 3 outstanding transactions registered in the
Receivables module, the wizard brings those transactions into Business Central with the outstanding amount as
the document amount. This is the same for the Payables module for vendors.
Inventory items are imported with the cost valuation method that was selected when the company setup wizard
was run. Service items are automatically assigned the FIFO valuation method. Currently we bring in the Quantity
on Hand for the items at the time of migration. This quantity is brought into the blank location.
The last option you see in the Data Migration wizard for Dynamics GP is the ability to specify your posting option.
This setting specifies if you want to automatically post all transactions in the general journals as soon as the
migration moves the data into Business Central, or if you want to post manually so that all transactions will sit in
batches inside the General Journal page so you can verify the information before you post. This option is visible
on the Chart of Accounts options page.

See Also
Importing Business Data from Other Finance Systems
Customizing Business Central Using Extensions
 The Envestnet Yodlee Bank Feeds Extension
2 minutes to read • Edit Online

To quickly reconcile payments made to your bank accounts, the Envestnet Yodlee Bank Feeds service allows you to
link your system bank account to your online bank account. This means that the latest bank statement is
automatically or manually fed into your reconciliation journal, ensuring that you are always processing the latest
payments with minimal risk of errors.
The Envestnet Yodlee Bank Feeds service is only supported in the United States and Canada.

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 Yodlee.

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
Due to the new 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.

The Envestnet Yodlee Bank Feeds service provides the following benefits:
Removes the need for manual entry.
Improves efficiency and accuracy when doing payment reconciliation.
Supports a large number of banks.
Allows up-to-date information about bank transactions from within Business Central.
Supports manual as well as automatic bank feeds.
Enables outsourcing of payment reconciliation to an accountant by providing access to bank statements.
For more information, see Set Up the Envestnet Yodlee Bank Feeds Service.

See Also
Customizing Business Central Using Extensions
Applying Payments Automatically and Reconciling Bank Accounts
Working with Business Central
 The Essential Business Insights Extension
2 minutes to read • Edit Online

The Essential Business Insights extension finds interesting business facts in your company data and displays them
as newspaper-like headlines in Role Centers. Depending on what the extension finds in the data, the insights are
from the last week, month, or three months from the current date. The insights update every 10 minutes.
If you want to take a closer look at an insight, you can choose it to go to its source. For example, if you want details
about the largest sales invoice that was posted last week, you can choose the insight to display the invoice.
The following table describes the insights that this extension provides for each Role Center.

ROLE CENTER QUESTIONS THE INSIGHTS ANSWER

Default Displays a greeting, and link to product information.

Business Manager What was the most popular item last week, month, or last
three months, and how many did we sell?
What was the largest sale order last week, month, or last
three months?
Who, or what, was the busiest resource, and what were the
bookings?
Have sales gone up in the last week, month, or three
months, compared to the same period last year?
What was the biggest sales invoice we posted last week,
month, or last three months, and to which customer did we
send the bill?

Accountant What was the largest sales order and posted invoice last
week, month, or last three months?
Have sales gone up in the last week, month, or three
months, compared to the same period last year?

Order Processor What was the largest sale order and posted invoice last week,
month, or last three months?

Relationship Manager What was the largest invoiced amount, and to which
customer did we send the bill?

Team Member Displays a greeting, and link to product information.

Project Manager Displays a greeting, and link to product information.

Administrator Displays a greeting, and link to product information.

See Also
Customizing Business Central Using Extensions
 The Image Analyzer Extension
4 minutes to read • Edit Online

The Image Analyzer extension uses powerful image analytics provided by the Computer Vision API for Microsoft
Cognitive Services to detect attributes in the images that you import for items and contact persons, so you can
easily review and assign them. For items, attributes could be whether the item is a table or a car, and whether it is
red or blue. For contact persons, attributes can be gender or age.
Image Analyzer suggests attributes based on tags that the Computer Vision API finds, and a confidence level. By
default, it suggests attributes only if it is at least 80% sure that the attribute is correct. You can set another
confidence level, if needed. To learn more about how the tags and confidence level are determined, see Computer
Vision API.
Image Analyzer is free in Business Central, but there is a limit to the number of items that you can analyze during
a certain period of time. By default, you can analyze 100 images per month.
After you enable the extension, Image Analyzer runs each time you import an image to an item or contact person.
You will see the attributes, confidence level, and details right away, and can decide what to do with each attribute. If
you imported images before you enabled the Image Analyzer extension, you must go to the item or contact cards
and choose the Analyze Picture action.

Privacy Notice
This extension uses the Computer Vision API from Microsoft Cognitive Services, which may have varying levels of
compliance commitments than Business Central. When you enable the Image Analyzer extension, Customer Data
such as a contact image or an item image will be sent to the Computer Vision API. By installing this extension you
agree for this limited set of data to be sent to the Computer Vision API. Note that you may disable, as well as
uninstall, the Image Analyzer extension at any time to discontinue use of this functionality. For more information,
see Microsoft Trust Center.

Requirements
There are a few requirements for the images:
Image formats: JPEG, PNG, GIF, BMP
Maximum file size: Less than 4 MB
Image dimensions: Greater than 50 x 50 pixels

To enable Image Analyzer

The Image Analyzer extension is built-in to Business Central. You just need to turn it on.

NOTE
To enable the Image Analyzer extension, you must be an administrator. Make sure that you are assigned the SUPER user
permission set.

1. To enable the Image Analyzer extension, do one of the following:

Open an item or contact card. In the notification bar, choose Analyze Images, and then follow the steps in
the assisted setup guide.
 Choose the icon, enter Service Connections, and then choose Image Analysis Setup. Choose the
Enable Image Analyzer check box, and then complete the steps in the assisted setup guide.

TIP
The Image Analysis Setup page is also where you can change the degree of confidence for attribute suggestions.
For example, if you want to require a greater degree of confidence, you can enter a higher percentage.

To analyze an image of an item

The following steps describe how to analyze an image that was imported before you enabled the Image Analyzer
extension.
1. Choose the icon, enter Items, and then choose the related link.
2. Choose the item, and then choose the Analyze Picture action.
3. The Image Analyzer Attributes page displays the detected attributes, the confidence level, and other
details about the attribute. Use the Action to perform options to specify what to do with the attribute.

TIP
You can add the name of the attribute to the item description by choosing Add to item description. For example,
this can be useful for quickly adding detail.

To analyze a picture of a contact person

The following steps describe how to analyze an image that was imported before you enabled the Image Analyzer
extension.
1. Choose the icon, enter Contacts, and then choose the related link.
2. Choose the contact person, and then choose the Analyze Picture action.
3. On the Profile Questionnaire FastTab, review the suggestions, and make corrections if needed.

Blacklisting suggested attributes

If the analysis suggests an attribute that you do not want to see you can blacklist the attribute. Use caution,
however. Blacklisted attributes are not suggested for other items or contact persons either. If you regret
blacklisting an attribute, you can choose Blacklisted Attributes, and then delete the attribute from the list.

To use your own account for the Computer Vision API

You can also use your own account for the Computer Vision API, for example, if you want to analyze more images
than we allow.
1. Choose the icon, enter Image Analyzer Setup, and then choose the related link.
2. Enter the API URI and API Key that you received for Computer Vision API.

NOTE
You must add /analyze at the end of the API URI, if it isn't already there. For example:
https://cronus.api.cognitive.microsoft.com/vision/v1.0/analyze .
To see how many analyses you have left in the current period
You can view the number of analyses you've done, and how many you can still do, in the current period.
1. Choose the icon, enter Image Analyzer Setup, and then choose the related link.
2. The Limit type, Limit value, and Analyzes performed provide the usage information.

To stop using the Image Analyzer extension

1. Choose the icon, enter Service Connections, and then choose Image Analyzer Setup.
2. Clear the Enable Image Analyzer check box.

See Also
Work with Item Attributes
Customizing Business Central Using Extensions
Getting Started
 Intelligent Cloud Extensions for Cloud Migration
2 minutes to read • Edit Online

This extension will connect your data from Business Central on-premises with Business Central online for
purposes of migrating your solution to the cloud.
If you are using one of the supported on-premises products, you can configure your cloud environment based on
a product-specific extension. Once your cloud environment is configured, you will be able to migrate data from
your on-premises solution to Business Central. This will enable you to take full advantage of what the cloud has to
offer your business such as, enhanced insights into your business, artificial intelligence, multiple device access, and
anytime, anywhere access.

Business Central on-premises

If you are using an on-premises deployment of Business Central, get the Intelligent Cloud Base extension and
the Business Central Intelligent Cloud extension, and then run the Cloud Migration Setup assisted setup
guide.

Dynamics GP
If you are using Dynamics GP, get the Intelligent Cloud Base Extension extension and the Dynamics GP
Intelligent Cloud extension, and then run the Cloud Migration Setup assisted setup guide.

Dynamics SL
If you are using Dynamics SL, get the Intelligent Cloud Base Extension extension, the Microsoft Dynamics
SL Intelligent Cloud extension and the Microsoft Dynamics SL History Smartlists extension, and then run
the Cloud Migration Setup assisted setup guide.

See Also
Intelligent Insights
Intelligent Cloud Base Extension
 Intelligent Cloud Base Extension
2 minutes to read • Edit Online

This extension will take you through the process to configure and manage your Intelligent Cloud
environment. Once your Intelligent Cloud environment is configured, you will be able to manage data
replications from your on-premises solution to your Business Central cloud tenant. This extension will work in
conjunction with a data replication extension available for your specific on-premises solution. For more
information, see Intelligent Insights.

See Also
Intelligent Insights
Data Replication extension
 The Late Payment Prediction Extension
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.

What are Predictions Based On?

The Late Payment Prediction extension uses a predictive model that we developed in Azure Machine Learning
Studio and trained using data that is representative of a range of small to medium sized businesses. Though we
have already trained and evaluated it, our predictive model will continue to learn from your data. The more you use
the model and the more data you feed it, the more accurate predictions will become. By default, the extension
evaluates the model and updates the predictions on a weekly basis. However, you can update the predictions
whenever you want by choosing the Update Prediction action on the Customer Ledger Entries page.

NOTE
We use a bit of your compute time each week when we evaluate the model and update your predictions. In addition to
manually updating your predictions, other actions that consume compute time are when you train the model (which you
might do if you've recently added data) and when you evaluate the model (which looks at the quality of the model).

Getting Started
The extension is free in Business Central, and we provide a subscription to Azure Machine Learning. The
subscription offers 30 minutes of compute time per month. If you need more than that you can create your own
predictive model and use it instead. For more information, see the section titled Building Your Own Predictive
Model later in this topic.
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 Service Connections, and then choose the related link.
2. Choose the Late Payment Prediction Setup option, and then fill in the fields as necessary.

Viewing All Payment Predictions

If you enable the extension a Payments Predicted to be Late tile is available in the Business Manager Role
Center. The tile displays the number of payments that are predicted to be late, and let's you open the Customer
Ledger Entries page where you can dig deeper into the posted invoices. There are three columns to pay attention
to:
Late Payment - Indicates whether the payment for the invoice is predicted to be late.
Prediction Confidence - Indicates how reliable you should consider the prediction to be. High means that the
prediction is at least 90% sure, Medium is between 80 and 90%, and Low is below 80%.
Prediction Confidence % - Shows the actual percentage behind the confidence rating. By default, this column
 is not displayed, but you can add it if you want. For more information, see Personalize Your Workspace.

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 let's 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.

Viewing a Payment Prediction for a Specific Sales Document

You can also predict late payments up-front. On the Sales Quotes, Sales Orders, and Sales Invoices pages, you
can use the Predict Payment action to generate a prediction for the sales document you're viewing.

Building Your Own Predictive Model

Interested in building your own predictive model? You can use Azure Machine Learning Studio to build your own
predictive model and use it in Business Central. To use your own model, you must subscribe to Azure Machine
Learning. For more information, see Azure Machine Learning Studio Documentation.
We do, however, offer an easier way for you to create and use your own predictive model. You can share data from
your invoices with our Prediction Experiment for Dynamics 365 Business Central in Azure Machine Learning, and
let our experiment create and train a predictive model based on your data. To share your data, on the Late
Payment Prediction Setup page, choose the Create My Model action. Afterward, predictions will be based on
your model and your data, not ours.

NOTE
The quality of the model is important. When our predictive experiment uses your data to train a model it determines a quality
value for the model as a percentage. The model quality indicates how accurate the model's predictions are likely to be. Several
factors can impact the quality of a model. For example, these factors might be that there was not 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. Models with a quality value below
the threshold will not produce predictions.

To use your model instead of ours

If you create your own model in Azure Machine Learning Studio, without using the tools in Business Central, you
must provide your credentials so that Business Central can access the model. There are a couple of steps to do that:
1. Choose the icon, enter Late Payment Prediction Setup, and then choose the related link.
2. Choose the Use My Azure Subscription check box.
3. In the Selected Model field, choose My Model.
4. 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
 The Microsoft Pay Extension
2 minutes to read • Edit Online

IMPORTANT
Effective February 8 2020, changes in the Microsoft Pay service will affect the Microsoft Pay extension in Microsoft Dynamics
365 Business Central. Due to the changes, after February 8, the Pay now payment links that the Microsoft Pay extension
generates for invoices in Business Central will not open Microsoft Pay. Customers who are using the extension should
change their Payment Services setup to start using the PayPal extension instead.
From January 8, we will display a notification in Business Central. The notification will contain a link to the settings that you
need to change and to more information. After February 8, the Microsoft Pay extension will no longer be available in
Business Central.
The changes impact the following versions of Business Central:
Microsoft Dynamics 365 Business Central October 2018
Microsoft Dynamics 365 Business Central April 2019
Microsoft Dynamics 365 Business Central 2019 Release Wave 2

Customers continuously require higher customer service, both in terms of the quality of product but also in terms
of delivery and payment services. The Microsoft Pay service helps you increase your customer service.
The Microsoft Pay extension adds a Microsoft Pay link to your sales documents so customers can easily pay using
Microsoft Pay. Then you can send the documents by email to provide higher customer service and shorten the
time it takes for customers’ payments to arrive on your bank account.
The Microsoft Pay extension provides the following benefits:
Customer payments appear faster on your bank account.
Customers have more ways to pay invoices.
Microsoft Pay offers a trustworthy payment service, which customers prefer to entering credit card information
on unknown web sites.
Microsoft Pay offers multiple ways of handling payments, including credit card processing, such as PayPal and
Stripe.
The Microsoft Pay link can be embedded automatically on every invoice document or by the user.
Because this functionality is built as an extension, it gives you full control to enable it when and if your business
processes require it.
Enabling payment service extensions is free in Business Central, however, you will need to contact the payment
service to get an account. For more information, see Enable Customer Payment Through Payment Services.

See Also
Customizing Business Central Using Extensions
Setting Up Sales
Working with Business Central
 The PayPal Payments Standard Extension
2 minutes to read • Edit Online

Customers continuously require higher customer service, both in terms of product quality but also in terms of
delivery and payment options. The PayPal Payments Standard service helps you increase your customer service.
As an alternative to collecting payments through bank transfer or credit cards, you can offer your customers to pay
you through their PayPal account. When you send a sales invoice or sales order by email, there is a PayPal link in
the email body and in the attached PDF document. When the customer chooses the link, the service page for their
PayPal account appears showing the payment details for the sale. The customer can then pay the invoice as any
other PayPal payment.
The PayPal Payments Standard service provides the following benefits:
Customer payments arrive faster in your bank account.
Customers have more ways to pay invoices.
PayPal offers a trustworthy payment service, which customers prefer to entering credit card information on
web sites.
PayPal offers multiple ways of handling payments, including credit card processing, PayPal accounts, and other
sources.
The PayPal link can be added automatically to sales documents or manually by the user.
The PayPal Payments Standard service does not involve monthly fees or setup fees.
Because it is an extension, you can easily enable the PayPal Payment Standard service when and if your
business requires it.
For more information, see Enable Customer Payment Through PayPal.

See Also
Customizing Business Central Using Extensions
Setting Up Sales
Working with Business Central
 The QuickBooks Data Migration Extension
3 minutes to read • Edit Online

This extension makes it easy to migrate customers, vendors, items, and accounts from QuickBooks to Business
Central. If your business uses QuickBooks today, you can export the relevant information and then open an
assisted setup guide to upload the data to Business Central.
For more information, see Importing Business Data from Other Finance Systems.

Data from QuickBooks Desktop

You can import the following data from QuickBooks Online to Business Central:
Customers
Vendors
Items
Chart of Accounts
Beginning Balance transactions in General Ledger
On-hand Quantities for Inventory Items
Open documents for customers and vendors, such as invoices, credit memos and payments
We migrate only full amounts on sales and purchase documents. We do not update partially paid amounts. For
example, if a customer has paid 300 of a total of 500 dollars on a sales invoice, we migrate the full 500. If you
have received partial payments, you must update these manually, either before or after you migrate data. We
recommend that you apply outstanding transactions before you migrate, just to make things easier afterward.

NOTE
We do not migrate purchase orders or sales orders.

Before You Start

An important part of the migration process is to specify the accounts to migrate transactions to. It's a good idea
to plan this mapping before you migrate data. For example, the accounts where you post transactions for:
The sale of items or services to customers
The purchase of items or services from vendors
Adjustments in the general ledger
Business Central requires that general ledger accounts have account numbers assigned to them. Make sure that
account numbers are assigned to your accounts in QuickBooks. If transactions in QuickBooks have tax amounts,
you must set up a tax account for your tax jurisdictions in Business Central before you can post transactions.
In order to get your data out of the QuickBooks desktop application you will need to download the Microsoft
Data Exporter Tool. The instructions for the tool are in the Data Migration Wizard in Business Central. The tool
will connect to your QuickBooks application and export the applicable data to a .zip file.

NOTE
Currently the data exporter tool only works with QuickBooks 2017 and 2018.
Finding the QuickBooks Data Migration Extension
The QuickBooks Data Migration extension is installed and ready to go as an integrated part of the Data Migration
assisted setup guide. If you are ready to get started now, and have exported your data from QuickBooks, choose
the icon, enter Assisted Setup, and then choose the related link. Choose Migrate business data, and then
follow the steps in the guide.

What do I do after I migrate Data?

After you migrate data, transactions have the status Unposted, so you can review them and make adjustments. To
review the transactions, go to the page where you would normally find them. For example, to review unposted
sales invoices, go to the Sales Invoices page. To review payment journals, go to the Payment Journals page. There
are a few things in particular that you should do: If the transactions in QuickBooks had markup or discount
amounts, you must manually add the amounts to the related transactions in Business Central before you post
them. If you are using value added tax (VAT), you may need to add a business posting group and a product
posting group to the posting setup so that you can post VAT amounts. Verify the beginning balances for accounts
in the general ledger. QuickBooks does not store the current balance for all accounts, so you might need to correct
beginning balances.

See Also
Importing Business Data from Other Finance Systems
Customizing Business Central Using Extensions
 The QuickBooks Online Data Migration Extension
2 minutes to read • Edit Online

This extension is included in the Data Migration assisted setup guide to help you migrate important business
data from QuickBooks Online to Business Central. For example, this is useful when your business is growing, and
you've decided to upgrade your business management app by starting to use Business Central.

What data can I import from QuickBooks Online?

You can import the following data from QuickBooks Online to Business Central:
Customers
Vendors
Items
Chart of accounts
Beginning balance transaction in the general ledger
On-hand quantities for inventory items
Open documents for customers and vendors, such as invoices, credit memos, and payments
We migrate only full amounts on sales and purchase documents. We do not update partially paid amounts. For
example, if a customer has paid 300 of a total of 500 dollars on a sales invoice, we migrate the full 500. If you have
received partial payments, you must update these manually, either before or after you migrate data. We
recommend that you apply outstanding transactions before you migrate, just to make things easier afterward.

NOTE
We do not migrate purchase orders or sales orders.

Before you start

An important part of the migration process is to specify the accounts to migrate transactions to. It's a good idea to
plan this mapping before you migrate data. For example, the accounts where you post transactions for:
The sale of items or services to customers.
The purchase of items or services from vendors.
Adjustments in the general ledger.
Business Central requires that general ledger accounts have account numbers assigned to them. Make sure that
account numbers are assigned to your accounts in QuickBooks Online.
If transactions in QuickBooks Online have tax amounts, you must set up a tax account for your tax jurisdictions in
Business Central before you can post transactions.

How do I start using the extension?

Getting started is easy. All you need to do is run the Data Migration assisted setup guide. Here's how:
1. Choose the icon, enter Assisted Setup, and then choose Migrate business data.
2. Follow the instructions on each step in the assisted setup guide.
What do I do after I migrate data?
After you migrate data, transactions have the status Unposted, so you can review them and make adjustments. To
review the transactions, go to the page where you would normally find them. For example, to review unposted
sales invoices, go to the Sales Invoices page. To review payment journals, go to the Payment Journals page.
There are a few things in particular that you should do:
If the transactions in QuickBooks Online had markup or discount amounts, you must manually add the
amounts to the related transactions in Business Central before you post them.
If you are using value added tax (VAT), you may need to add a business posting group and a product posting
group to the posting setup so that you can post VAT amounts.
Verify the beginning balances for accounts in the general ledger. QuickBooks Online does not store the current
balance for all accounts, so you might need to correct beginning balances.

See Also
Importing Business Data from Other Finance Systems
Customizing Business Central Using Extensions
 The QuickBooks Payroll File Import Extension
2 minutes to read • Edit Online

Use the QuickBooks Payroll File Import extension to import payroll transactions from QuickBooks to general
ledger accounts in Business Central. For example, this is useful when you are transitioning from QuickBooks to
Business Central, or if you outsource your payroll but also want to keep track of it in Business Central.

Steps to Import Payroll Data

The first step is for you, or maybe your accountant, to use the export features in QuickBooks to export the payroll
data to an .IIF file. The second step is to open the General Journals page in Business Central and use the Import
Payroll Transactions action to import the file. During the import process you map the general ledger accounts
from QuickBooks to corresponding accounts in Business Central. The final step is to post the payroll transactions
in Business Central according to the account mapping.
For more information, see Import Payroll Transactions.

See Also
Customizing Business Central Using Extensions
Finance
Working with Business Central
 The Sales and Inventory Forecast Extension
2 minutes to read • Edit Online

Inventory management is a trade-off between customer service and managing your cost. On one hand, a low
inventory requires less working capital, but, on the other hand, stock-outs potentially lead to missed sales. The
Sales and Inventory Forecast extension predicts potential sales using historical data and gives a clear overview of
expected stock-outs. Based on the forecast, the extension helps create replenishment requests to your vendors and
saves you time.

Setting up Forecasting
In Business Central, the connection to Azure AI is already set up for you. But you can configure the forecast to use
a different type of period to report by, such as changing from forecasting by month to forecasting by quarter. You
can also choose the number of periods to calculate the forecast by, depending on how granular you want the
forecast to be. We suggest that you forecast by month and with a 12 month horizon for the forecast.

Using the Forecasts

The extension uses Azure AI to predict future sales based on your sales history to help you avoid inventory
shortage. For example, when you choose an item on the Items page, the chart in the Item Forecast pane shows
the estimated sales of this item in the coming period. This way you can see if you are likely to run out of stock of
the item soon.
You can also use the extension to suggest when to stock up on inventory. For example, if you crate a purchase
order for Fabrikam because you want to buy their new desk chair, the Sales and Inventory Forecast extension will
suggest that you also restock on the LONDON swivel chair that you usually buy from this vendor. This is because
the extension forecasts that you will run out of stock of the LONDON swivel chair in the coming two months, so
you might want to order more chairs already now.

See Also
Sales
Inventory
Customizing Business Central Using Extensions
 Using the AMC Banking 365 Fundamentals
Extension
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.

Using Our Demonstration Account

Business Central comes with a demonstration account that lets you try out the AMC Banking 365
Fundamentals extension. We provide default settings for connecting to AMC Banking, specifying the bank
accounts to get data from in Business Central, plus a few data exchange definitions. You can view the
connection settings on the AMC Banking Setup page. For bank accounts, the extension applies values in
the Bank Name, Credit Transfer Msg. Nos., Bank Statement Import Format, and Payment Export
Format fields on bank account cards.
We provide the settings, but to try out the extension you must run the assisted setup guide to apply them.
To run the guide, on the AMC Banking Setup page, choose the Assisted Setup action.

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.

Setting Up the Extension

Getting started with the extension involves just a few easy steps, and an assisted setup guide will make the
connection and turn on the extension. The guide will do things like install the data exchange definitions for
bank statement export/import setups and initiate the number series used for credit transfer messages.
To set up the required permission sets
Before people can use this extension, your administrator must copy the following permission sets, edit
them, and then assign the new permission sets to users instead of original:
D365 Basic
D365 Team Member
D365 Read
 IntelligentCloudBC
For more information, see To copy a permission set.
For each new permission set, grant only the Read permission for the AMC Banking Setup table (20101).
For more information, see To create or modify permissions manually.
To connect the extension to AMC Banking
1. Get a module and a service plan for AMC Banking. To do that, visit the AMC License page.
2. In Business Central, choose the icon, enter AMC Banking Setup, and then choose the related link.
3. On the AMC Banking Setup page, choose the Assisted Setup action.
4. Complete the steps in the assisted setup guide.
To connect bank accounts to the extension
1. Choose the icon, enter Bank Accounts, and then choose the related link.
2. Open the card for the bank account that you want to connect to the service.
3. In the Bank Name field, choose the format that your bank requires.
The formats are filtered to show only those that are relevant for the country/region that is specified
for the bank account.
4. In the Credit Transfer Msg. Nos. field, choose the number series to use for messages that
accompany payments.
5. In the Bank Statement Import Format and Payment Export Format fields, choose the data
exchange definitions that your bank requires.

Using the Extension

Using this extension is just a matter of exporting data on the Payment Journals page, and then uploading
it to your bank's web service. For more information, see Making Payments with Bank Data Conversion or
SEPA Credit Transfer.

NOTE
You must fill in the SWIFT Code and IBAN fields for each bank account.

To export data and submit it to your bank

Cau t i on

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.

3. Choose the Export action.

To import and apply the converted file
1. Choose the icon, enter Payment Reconciliation Journal, and then choose the related link.
2. Choose the Import Bank Transaction action, and then choose the converted file.
Business Central will create a new payment reconciliation journal that contains the data in the file.
For more information, see Applying Payments Automatically and Reconciling Bank Accounts.

See Also
Customizing Business Central Using Extensions
Getting Started
 The WorldPay Payments Standard Extension
2 minutes to read • Edit Online

The WorldPay Payments Standard extension lets you offer customers a convenient alternative to making payments
through bank transfers or credit cards. Not only that, payments made through payment services will typically land
in your bank account more quickly. If you enable the extension, and send a sales invoice or sales order by email,
the document includes a link to the payment service in the email body and in the attached PDF document. A
customer can choose the link, and then use the payment service to make the payment.
Enabling payment service extensions is free in Business Central, however, you will need to contact the payment
service to get an account. For more information, see Enable Customer Payment Through Payment Services.

See Also
Customizing Business Central Using Extensions
Setting Up Sales
Working with Business Central
 The C5 Data Migration Extension
5 minutes to read • Edit Online

This extension makes it easy to migrate customers, vendors, items, and your general ledger accounts from
Microsoft Dynamcis C5 2012 to Business Central. You can also migrate historical entries for general ledger
accounts.

NOTE
The company in Business Central must not contain any data. Additionally, after you start a migration, do not create
customers, vendors, items, or accounts until the migration finishes.

What Data is Migrated?

The following data is migrated for each entity:
Customers
Contacts
Location
Country
Customer dimensions (department, center, purpose)
Shipment method
Sales Person
Payment terms
Payment method
Customer price group
Customer invoice discount
If you migrate accounts, the following data is also migrated:
Customer posting setup
General journal batch
Open transactions (customer ledger entries)
Vendors
Contacts
Location
Country
Vendor dimensions (department, center, purpose)
Invoice discount
Shipment method
Purchaser
Payment terms
Payment method
Vendor invoice discount
If you migrate accounts, the following data is also migrated:
 Vendor posting setup
General journal batch
Open transactions (vendor ledger entries)
Items
Location
Country
Item dimensions (department, center, purpose)
Sales line discounts
Customer discount groups
Item discount groups
Sales price
Tariff number
Units of measure
Item tracking code
Customer price group
Assembly BOMs
If you migrate accounts, the following data is also migrated:
Inventory posting setup
General posting setup
Item journal batch
Open transactions (item ledger entries)

NOTE
If there are open transactions that use foreign currencies, the exchange rates for those currencies are also migrated. Other
exchange rates are not migrated.

Chart of Accounts
Standard dimensions: Department, Cost Center, Purpose
Historical G/L transactions

NOTE
Historical G/L transactions are treated a little differently. When you migrate data you set a Current Period parameter. This
parameter specifies how to process G/L transactions. Transactions after this date are migrated individually. Transactions
before this date are aggregated per account and migrated as a single amount. For example, let's say there are transactions in
2015, 2016, 2017, 2018, and you specify January 01, 2017 in the Current Period field. For each account, amounts for
transactions on or before December 31, 2106, will be aggregated in a single general journal line for each G/L account. All
trascations after this date will be migrated individually.

File Size Requirements

The largest file size you can upload to Business Central is 150 MB. If the file you export from C5 is larger than that,
consider migrating data in multiple files. For example, export one or two types of entities from C5, such as
customers and vendors, to a file, and then export items to another file, and so on. You can import files individually
in Business Central.
To migrate data
There are just a few steps to export data from C5, and import it in Business Central:
1. In C5, use the Export Database feature to export the data. Then send the export folder to a compressed
(zipped) folder.
2. In Business Central, choose the icon, enter Data Migration, and then choose Data Migration.
3. Complete the steps in the assisted setup guide. Make sure to choose Import from Microsoft Dynamcis C5
2012 as the data source.

Viewing the Status of the Migration

Use the Data Migration Overview page to monitor the success of the migration. The page shows information
such as the number of entities that the migration will include, the status of the migration, and the number of items
that have been migrated and whether they were successfull. It also shows the number of errors, lets you
investigate what went wrong and, when possible, makes it easy to go to the entity to fix the issues. For more
information, see the next section in this topic.

NOTE
While you are waiting for the results of the migration, you must refresh the page to display the results.

How to Avoid Double-Posting

To help avoid double-posting to the general ledger, the following balance accounts are used for open transactions:
For vendors, we use the A/P account from the vendor posting group.
For customers, we use the A/R account from the customer posting group.
For items, we create a general posting setup where the adjustment account is the account specified as the
inventory account on the inventory posting setup.

Correcting Errors
If something goes wrong and an error occurs, the Status field will show Completed with Errors, and the Error
Count field will show how many. To view a list of the errors, you can open the Data Migration Errors page by
choosing:
The number in the Error Count field for the entity.
The entity, and then the Show Errors action.
On the Data Migration Errors page, to fix an error you can choose an error message, and then choose Edit
Record to view the migrated data for the entity. If you have several errors to fix, you can choose Bulk-Fix Errors
to edit the entities in a list. You still need to open individual records if the error was caused by a related entry
though. For example, a vendor will not be migrated if an email address one of their contacts has an invalid format.
After you fix one or more errors, you can choose Migrate to migrate only the entities you fixed, without having to
completely restart the migration.

TIP
If you have fixed more than one error, you can use the Select More feature to select multiple lines to migrate. Alternatively,
if there are errors that are not important to fix, you can choose them and then choose Skip Selections.
 NOTE
If you have items that are included in a BOM, you might need to migrate more than once if the original item is not created
before the variants that reference it. If an item variant is created first, the reference to the original item can cause an error
message.

Verifying Data After Migrating

One way to verify that your data migrated correctly is to look at the following pages in C5 and Business Central.

MICROSOFT DYNAMCIS C5 2012 BUSINESS CENTRAL BATCH JOB TO USE

Customer Entries General Journals CUSTMIGR

Vendor Entries General Journals VENDMIGR

Item Entries Item Journals ITEMMIGR

G/L Entries General Journals GLACMIGR

Stopping Data Migration

You can stop migrating data by choosing Stop All Migrations. If you do, all pending migrations are also stopped.

See Also
Customizing Business Central Using Extensions
Getting Started
 The Payments and Reconciliations (DK) Extension
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.

Supported Bank Formats

This extension can apply the following file formats for payment files:
BANKDATA-V3
BEC -INDLAND
BEC -CSV
DANSKEBANK-CMKV
DANSKEBANK-CMKXKSX
DANSKEBANK
FIK71
NORDEA-ERHVERV -CSV
NORDEA
NORDEA-UNITEL -V3
SDC
SDC -CSV

To set up the extension

There are a few steps to get started.
Allow payment data exports. To help protect your data, this is not readily available.
Set up purchase and payables so that you do not require external document numbers on invoices. If needed, you
can use the reference number to refer to a specific invoice.
Specify the payment method for each vendor. Payment methods define how you pay invoices from the vendor.
For example, Bank, Cash, Check, or Account.
Specify the type of format to use for each of your bank accounts. For example, NORDEA, DANSKEBANK, SDC,
and so on.
Additionally, you must assign vendors to a domestic Gen. Bus. Posting Group and a Vendor Posting Group. The
Country/Region setting for the vendor must be Denmark (DK). For more information, see Setting Up Posting
Groups.
To allow Business Central to export payment data
1. Choose the icon, enter Payment Journal, and then choose the related link.
2. On the Edit Payment Journal page, choose the Bank batch.
3. Choose the Allow Payment Export check box.
To specify a payment method for a vendor
The following table shows the combinations of FIK and GIRO payment methods that Business Central supports.

TYPE 01 TYPE 04 TYPE 71 TYPE 73

Giro Account No. or Giro Account No. Giro Account No. FIK Creditor No. FIK Creditor No.
FIK Creditor No.?

Allows Message to Yes No No Yes

Recipient?

Contains Payment No Yes, 16 digits. Yes, 15 digits. No

Reference number?

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 Export Format field, choose the format for your export file.

Choosing the FIK or Giro payment information for vendor invoices

1. Choose the icon, enter Purchase Invoices, and then choose the related link.
2. Choose the vendor. Remember, this must be a Danish vendor with an address in Denmark.
3. Create an invoice. The Payment Method and Vendor Number fields are filled in based on settings on the
Vendor card. You can change them if you want.
4. In the Payment Reference field, enter the 15-digit number from the vendor invoice.

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.

5. Post the invoice.

To use the extension to export payment data

1. Choose the icon, enter Payment Journals, and then choose the related link.
2. Choose the Suggest Vendor Payment Journals action.
 TIP
If you want to export only specific payments, use the options for filtering the data.

3. If needed, you can add filters to export only specific payments.

4. In the Bank Payment Type field, choose Electronic Payment.
5. Choose the Export action.

See also
Customizing Business Central for Business Central Using Extensions
Collect Payments with SEPA Direct Debit
Post SEPA Direct Debit Payment Receipts
Working with General Journals
 The Tax File Formats (DK) Extension
2 minutes to read • Edit Online

If you engage in trade with companies, or internal branches or subsidiaries, in other EU countries you must report
information about the activities to SKAT and to Statistics Denmark. If you use the VAT and Intrastat reporting
features in Business Central, this extension can ensure that the file you export is compatible with requirements
from these organizations. The extension adds the MS -ECSL Report Export File and Intrastat Export Lines
submission codeunits to your VAT Report configuration, so you can export data in the new format right away.
The extension is free, you just need to install it.

See Also
Customizing Business Central Using Extensions
 The GetAddress.io UK Postcodes Extension
2 minutes to read • Edit Online

The GetAddress.io UK Postcodes extension can save time and prevent mistakes when you enter addresses for
entities like customers, vendors, bank accounts, and employees. For example, when you're creating a customer, you
just choose a postcode and Business Central shows a list of addresses. Pick the address you want, and presto, the
address fields are filled out.

To use the GetAddress.io UK Postcodes extension when you enter an

address
1. Under Address, choose Look up address from postcode.

NOTE
The Look up address from postcode option is available only if the Country/Region Code field is either empty, or
contains GB.

2. On the Postcode Search page, in the Postcode field, enter or choose the postcode.
3. On the Address Selection page, choose the address.

TIP
If you know the street number, you can filter the addresses by entering some or all of the number in the Delivery Point
field.

See Also
Set Up the GetAddress.io UK Postal Code Extension
 Send Remittance Advice
2 minutes to read • Edit Online

Where remittance advice is used to notify vendors of payments being made, you can now email remittance advice
in bulk from the payment journal as well as resend after payments are made from vendor ledger entries by using
document sending profiles.

NOTE
This functionality is only supported in Business Central online and on-premises in following countries: United Kingdom,
United States, Canada, Australia, New Zealand, and South Africa.

You can send remittance advice in two different ways:

In the Payment Journal page, choose Navigate, Payments, Send Remittance Advice to email remittance
advice for one or multiple payment journal lines
I the Vendor Ledger Entries page, choose Action, Functions, Send Remittance Advice to email remittance
advice after posting of vendor payments, for one of multiple vendor ledger entries

See Also
Suggest Vendor Payments
Customizing Business Central Using Extensions
Working with Business Central
 Business Central Extensions by Other Providers
2 minutes to read • Edit Online

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. We refer to the websites that these companies
provide for more information about the extensions that are not published by Microsoft. You can find this
information at AppSource.microsoft.com.
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
Customizing Business Central Using Extensions
Getting Started
 Integrating with Dynamics 365 Sales
3 minutes to read • Edit Online

The sales person role is often considered as one the most outward-facing jobs in a business. However, it can be
helpful for sales people to be able to look inward in the business and see what is happening on the back end. By
integrating Business Central and Dynamics 365 Sales, you can give your sales people that insight by enabling
them to view information in Business Central while they are working in Dynamics 365 Sales. For example, when
preparing a sales quote it could be useful to know whether you have enough inventory to fulfill the order. For
more information, see Using Dynamics 365 Sales from Business Central.

NOTE
These steps describe the process of integrating the online versions of Dynamics 365 Sales and Business Central. For
information about on-premises configuration, see Preparing Dynamics 365 Sales for Integration on-premises.

Overview of the Integration Process

The following steps provide an overview of the steps to integrate Dynamics 365 Sales with Business Central.

NOTE
These tasks require the System Administrator security role in Dynamics 365 Sales and Business Central.

1. In the Microsoft 365 admin center, set up a user account for connecting to and synchronizing data with
Dynamics 365 Sales. For more information, see Setting Up User Accounts for Integrating with Dynamics
365 Sales.
2. Assign licenses for Dynamics 365 Sales to the Business Central users who will use the integrated apps.
3. Set up a connection to Dynamics 365 Sales. For more information, see Set Up a Connection to Dynamics
365 Sales.
4. Optional: Couple Business Central and Dynamics 365 Sales records. For more information, see Couple and
Synchronize Records Manually.
5. Synchronize data between the apps. For more information, see Synchronizing Business Central and
Dynamics 365 Sales.

About the Business Central Integration Solution

The solution lets people view information in Business Central while they are working in Dynamics 365 Sales. For
example, it can provide insights into customer statistics, allows users to couple and view records in Business
Central from Dynamics 365 Sales, and allows people to see whether products are available in Business Central.
By default, the Set Up Dynamics 365 Sales Connection assisted setup guide will import the Business Central
integration solution. To do that, the setup guide uses an administrator user account. This account must also be a
valid user in Dynamics 365 Sales with the following security roles:
System Administrator
Solution Customizer
For more information, see Setting Up User Accounts for Integrating with Dynamics 365 Sales, Create users in
Microsoft Dynamics 365 (online) and assign security roles, and Assign Permissions to Users and Groups.
This account is used only one time during the setup. After the solution is imported into Business Central the
account is no longer needed. Integration will continue to use the user account that was created specifically for the
integration.
In addition to customizing Dynamics 365 Sales, the Business Central integration solution also creates the
following roles in Dynamics 365 Sales for the integration:
Integration Administrator - Allows users to manage the connection between Business Central and
Dynamics 365 Sales. Typically assigned only to the user account for synchronization.
Integration User - Allows users to access synchronized data. Typically assigned to the user account for
synchronization and any other user who needs to view or access the synchronized data.
Product Availability User - Allows users to query product availability in Business Central from Dynamics
365 Sales.
For details about each role, such as the permissions and access levels, see Setting Up User Accounts for
Integrating with Dynamics 365 Sales.
At the end of the setup guide, Business Central prompts you to couple sales people to users in Dynamics 365
Sales. Records in Dynamics 365 Sales usually have an owner (user) assigned to them, and if coupling between the
user in Dynamics 365 Sales and the sales person in Business Central does not exist, synchronization will fail. You
can also do this later by using the Couple Salespersons action on the Microsoft Dynamics 365 Connection
Setup page.

See Also
Setting Up User Accounts for Integrating with Dynamics 365 Sales
Set Up a Connection to Dynamics 365 Sales
Synchronizing Business Central and Dynamics 365 Sales
Preparing Dynamics 365 Sales for Integration on-premises
 Setting Up User Accounts for Integrating with
Dynamics 365 Sales
5 minutes to read • Edit Online

This article provides an overview of how to set up the user accounts that are required to integrate Dynamics 365
Sales with Business Central.

Setting Up the Administrator User Account in Sales

You must add your administrator user account for Business Central as a user in Dynamics 365 Sales, and then
promote the user to administrator in Dynamics 365 Sales. The administrator user account must also have the
System Customizer role and at least one other non-administrative user role, such as Sales Manager, in Dynamics
365 Sales.

Setting Up the User Account for the Integration

You must create a dedicated user account in your Office 365 subscription that both Business Central and
Dynamics 365 Sales can use to synchronize data. This user account must be able to sign in to Dynamics 365
Sales, which means this user must have a license for Dynamics 365 Sales and at least one security role assigned
to it in Dynamics 365 Sales as described here. For more information about how to create users in Dynamics 365
Sales, see Manage security, users, and teams. After the connection is set up, Business Central will assign the user
account the security roles that it needs in Business Central and this account can be set to non-interactive access
mode in Dynamics 365 Sales

IMPORTANT
Do not use the administrator account for Dynamics 365 Sales for synchronization. Doing so will break the synchronization.
Also, to avoid constant synchronization, changes to data that are made by the integration user account are not
synchronized. After the connection is made, we recommend setting the access mode for the user account for integration to
non-interactive mode in Dynamics 365 Sales. For more information, see Create a non-interactive user account.
Setting Up Accounts for Salespeople
You must create user accounts in Dynamics 365 Sales for the salespeople from Business Central. To make that
easier, the Microsoft 365 admin center offers an Excel template that you can use. On the Active users page,
choose More, and then Import multiple users. Choose Download a CSV file with headers only, and then
enter the information for the salespersons. To see an example, choose Download a CSV file with headers and
sample user information. After you enter the information about the users, the next step in the import process is
to assign the users licenses to the Dynamics 365 Customer Engagement Plan.
After you import the users, and assign them licenses for Dynamics 365 Customer Engagement, you must assign
the users to the Salesperson role in Dynamics 365 Sales.

Minimum Permissions for User Accounts in Dynamics 365 Sales

When you install the Integration Solution, permissions for the integration user account are configured in
Dynamics 365 Sales. If those permissions are changed you might need to reset them. You can do that by
reinstalling the Integration Solution or by manually resetting them. The following tables list the minimum
permissions for the user accounts in Dynamics 365 Sales.
Integration Administrator
The following table displays the minimum permissions on each tab for each security role that is required for the
administrator user.
C u st o m i z a t i o n

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Model Driven App Global Read

Plugin Assembly Global Read Read Read

Plugin Type Global Read Read Read

Relationship Global Read

SDK Message Global Read Read Read

SDK Message Global Read Read Read

Proessing Step

SDK Message Global Read Read Read

Proessing Step Image

System From Global Write

C u st o m En t i t i e s

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Business Central Global Read Read Read

Account Statistics

Business Central Global Create, Read, Write, Create, Read, Write, Create, Read, Write,
Connection Delete Delete Delete

Post Configuration Global Write

Integration User
The following table displays the minimum permissions on each tab for each security role that is required for the
integration user.
Co r e Rec o r ds

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Account Global Create, Read, Write, Create, Read, Write, Create, Read, Write,
Append, Append To, Append, Append To, Append, Append To,
Assign Assign Assign

Action Card Global Read Read

Connection Global Read Read Read

Contact Global Create, Read, Write, Create, Read, Write, Create, Read, Write,
Append, Append To Append, Append To Append, Append To

Note Global Create, Read, Write,

Delete Append,
Assign

Opportunity Global Create, Read, Write, Create, Read, Write,

Append, Append To Append, Append To

Post Global Create, Read, Append

To

User Entity UI User Create, Read, Write Create, Read, Write Create, Read, Write

Sa l e s

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Invoice Global Create, Read, Write, Create, Read, Write, Create, Read, Write,
Append, Append To Append, Append To Append, Append To

Order Global Read, Write, Append Read, Write, Append Read, Write, Append,
To To Append To, Assign

Product Global Create, Read, Write, Create, Read, Write, Create, Read, Write,
Append, Append To Append, Append To Append, Append To
 DYNAMICS NAV 2018 BUSINESS CENTRAL BUSINESS CENTRAL
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Property Global Read Read Read

Property Association Global Read Read Read

Property Option Set Global Read Read Read

Item

Quote Global Read Read Read

Se r v i c e

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Case Global Read Read Read

B u si n e ss M a n a g e m e n t

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Currency Global Create, Read, Write Create, Read, Write Create, Read, Write

Organization Global Read, Write Read, Write Read, Write

Security Role Global Read

User Global Create, Read, Write, Create, Read, Write, Create, Read, Write,
Append, Append To Append, Append To Append, Append To

User Settings Global Create, Read, Write, Create, Read, Write, Create, Read, Write,
Delete, Append To Delete, Append To Delete, Append To

Act on Behalf of Global Yes Yes Yes

Another User

C u st o m i z a t i o n

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Field Global Read Read

Plug-in Assembly Global Read Read Read

Plug-in Type Global Read Read Read

SDK Message Global Read Read Read

SDK Message Global Read Read Read

Processing Step

Web Resource Global Read Read Read

C u st o m En t i t i e s
 DYNAMICS NAV 2018 BUSINESS CENTRAL BUSINESS CENTRAL
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Dynamics 365 Global Create, Read, Write, Create, Read, Write, Create, Read, Write,
Business Central Append To Append To Append To
Account Statistics

Dynamics 365 Global Read Read Read

Business Central
Connection

Product Availability User

You can allow sales people to view inventory levels for the items they sell by granting them the permissions
described in the following table.
C u st o m En t i t i e s

DYNAMICS NAV 2018 BUSINESS CENTRAL BUSINESS CENTRAL

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Dynamics 365 Global Create, Read, Write, Create, Read, Write, Create, Read, Write,
Business Central Append To Append To Append To
Account Statistics

Dynamics 365 Global Read Read Read

Business Central
Connection

See Also
Integrating with Dynamics 365 Sales
 Set Up a Connection to Dynamics 365 Sales
11 minutes to read • Edit Online

This topic describes how to set up a connection between Business Central and Dynamics 365 Sales.

Before You Start

Before you create the connection, there are a few pieces of information to have ready:
A URL for your Dynamics 365 Sales app. A fast way to get the URL is to open Dynamics 365 Sales, copy the
URL, and then paste it in the Dynamics 365 Sales URL field in Business Central. Business Central will correct
the formatting for you.
A user name and password of a user account that is used only for the integration.
The user name and password of the account that has administrator permissions.

NOTE
These steps describe the procedure for the online version of Business Central.

Set Up, Test, and Enable a Connection to Dynamics 365 Sales

For all authentication types other than Office 365 authentication, you set up your connection to Dynamics 365
Sales on the Microsoft Dynamics 365 Sales Connection Setup page. For Office 365 authentication, you can
also use the Set Up Dynamics 365 Sales Connection assisted setup guide, which will help you provide the
required information.
To use an assisted setup guide
The Set Up Dynamics 365 Sales Connection assisted setup guide can help you set up the connection and
specify whether to enable advanced features, such as coupling between records.
1. Choose Setup and Extensions, and then choose Assisted Setup.
2. Choose Set Up Dynamics 365 Sales Connection to start the assisted setup guide.
3. Fill in the fields as necessary.
4. Optionally, there are advanced settings that can enhance security and enable Dynamics 365 Sales additional
capabilities, such as sales order processing and viewing inventory levels. The following table describes the
advanced settings.

FIELD DESCRIPTION

Import Dynamics 365 Sales Solution Enable this to install and configure the integration solution in
Dynamics 365 Sales. For more information, see About the
Business Central Integration Solution.
 FIELD DESCRIPTION

Publish Item Availability Web Service Enable people who are using Dynamics 365 Sales to view the
availability of items (products) in inventory in Business
Central. This requires that the Business Central user account
with a web services access key. Assigning the key is a two-
step process. On the user account in Business Central you
must choose the Change Web Service Key action. In the
Set Up Dynamics 365 Sales Connection assisted setup guide,
you must specify the Dynamics 365 Business Central OData
web service URL, and provide Business Central user
credentials for accessing the service. For more information,
see OData Web Services.

Dynamics 365 Business Central OData Web Service URL If you enable the Item Availability Web Service, the URL for
the OData Web service is provided for you.

Dynamics 365 Business Central OData Web Service The name of the Business Central user account that the
Username Dynamics 365 Sales uses to retrieve information about item
availability in Business Central through OData Web Service.

Dynamics 365 Business Central OData Web Service The access key for the user account that the Dynamics 365
Accesskey Sales uses to get information about item availability from
Business Central through OData Web Service. The key is
assigned to the user chosen in the Dynamics 365 Business
Central OData Web Service Username field. To get the key,
choose the Look up value button next to the user name,
choose the user, choose Manage, and then Edit. On the user
card, choose Actions, Authentication, and then choose
Change Web Service Key.

Enable Sales Order Integration When people create sales orders in Dynamics 365 Sales and
fullfill orders in Business Central, this integrates the process in
Dynamics 365 Sales. For more information, see Enable sales
order processing integration. This requires that you provide
credentials for an administrator user account in Dynamics 365
Sales. For more information, see Handling Sales Order Data.

Enable Dynamics 365 for Sales Connection Enable the connection to Dynamics 365 Sales.

Dynamics 365 SDK Version This is relevant only if you are integrating with an on-
premises version of Dynamics 365 Sales. This is the Dynamics
365 software development kit (also referred to as Xrm) you
use to connect Business Central to Dynamics 365 Sales. The
version must be compatible with the SDK version that is used
by Dynamics 365 Sales, and equal to or newer than the
version used by Dynamics 365 Sales.

NOTE
Set Up Dynamics 365 Sales Connection assisted setup guide automatically assigns Integration Administrator and
Integration User security roles to the user account used for integration.

To create or maintain the connection manually

The following procedure describes how to fill in the fields on the Microsoft Dynamics 365 Sales Connection
Setup page manually. This is also the page where you manage settings for the integration.
1. Choose the icon, enter Microsoft Dynamics 365 Connection Setup, and then choose the related link.
2. Enter the following information for the connection from Business Central to Dynamics 365 Sales.

FIELD DESCRIPTION

Dynamics 365 Sales URL The URL for your instance of Dynamics 365 Sales. To get the
URL, open Dynamics 365 Sales, copy the URL from the
address bar in your browser, and then paste the URL in the
field. Business Central will make sure that the format is
correct.

User Name and Password The credentials of the user account that is dedicated for the
integration. For more information, see Setting Up User
Accounts for Integrating with Dynamics 365 Sales.

Enabled Start using the integration. If you do not enable the

connection now, the connection settings will be saved but
users will not be able to access Dynamics 365 Sales data from
Business Central. You can return to this page and enable the
connection later.

Dynamics 365 SDK Version If you are integrating with an on-premesis version of
Dynamics 365 Sales, this is the Dynamics 365 software
development kit (also referred to as Xrm) you use to connect
Business Central to Dynamics 365 Sales. The version that you
select must be compatible with the SDK version that is used
by Dynamics 365 Sales. This version equal to or newer than
the version used by Dynamics 365 Sales.

NOTE
If you are connecting an on-premeses version of Business Central to Dynamics 365 Sales and you want to configure a
connection to a Dynamics 365 Sales instance with a specific authentication type, fill in the fields on the Authentication Type
Details FastTab. For more information, see Use connection strings in XRM tooling to connect to Dynamics 365. This step is
not required when connecting an online version of Business Central.

3. Enter the following information for the connection from Dynamics 365 Sales to Business Central.

FIELD DESCRIPTION

Dynamics 365 Business Central Web Client URL The URL of your Business Central instance. This enables users
in Dynamics 365 Sales to open corresponding records in
Business Central from records in Dynamics 365 Sales, such as
an account or product. The Business Central records open in
Business Central. Set this field to the URL of the Business
Central instance to use.

To reset the field to the default URL for the Business Central,
choose Reset Web Client URL action.

This field is relevant only if the Business Central Integration

Solution is installed in Dynamics 365 Sales.

Item Availability Web Service Enabled Enable people who are using Dynamics 365 Sales to view the
availability of items (products) in inventory in Business
Central. If you enable this, you must also provide a user name
and an access key for the Dynamics 365 Sales to use to query
OData Web Service for availablity of items (products). For
more information, see OData Web Services.
 FIELD DESCRIPTION

Dynamics 365 Business Central OData Web Service URL If you enable the Item Availability Web Service, the URL for
the OData Web service is provided for you.

Dynamics 365 Business Central OData Web Service The name of the user account that the Dynamics 365 Sales
Username uses to get information about item availability from Business
Central through OData Web service.

Dynamics 365 Business Central OData Web Service The access key for the user account that the Dynamics 365
Accesskey Sales uses to get information about item availability from
Business Central through OData Web service. The key is
assigned to the user chosen in the Dynamics 365 Business
Central OData Web Service Username field. To get the key,
choose the Look up value button next to the user name,
choose the user, choose Manage, and then Edit. On the user
card, choose Actions, Authentication, and then choose
Change Web Service Key.

4. Enter the following settings for Dynamics 365 Sales.

FIELD DESCRIPTION

Sales Order Integration is Enabled Enable users to submit sales orders and activated quotes in
Dynamics 365 Sales and then view and process them in
Business Central. This integrates the process in Dynamics 365
Sales. For more information, see Enable sales order processing
integration.

Automatically Create Sales Orders Create a sales order in Business Central when a user creates
and submits one in Dynamics 365 Sales.

Automatically Process Sales Quotes Process a sales quote in Business Central when a user creates
and activates one in Dynamics 365 Sales.

5. Enter the following advanced settings.

FIELD DESCRIPTION

Business Central Users Must Map to Dynamics 365 Sales Specify whether Business Central user accounts must have a
Users matching user accounts in Dynamics 365 Sales. The Office
365 Authentication Email of the Business Central user must
be the same as the Primary Email of the Dynamics 365 Sales
user.

If you set the value to Yes, Business Central users who do not
have a matching Dynamics 365 Sales user account will not
have Business Central integration capabilities in the user
interface. Access to Dynamics 365 Sales data directly from
Business Central is done on behalf of the Dynamics 365 Sales
user account.

If you set the value to No, all Business Central users will have
Dynamics 365 Sales integration capabilities in the user
interface. Access to Dynamics 365 Sales data is done on
behalf of the Dynamics 365 Sales connection (integration)
user.
 FIELD DESCRIPTION

Current Business Central User is Mapped to a Dynamics Indicates whether your user account is mapped to an account
365 Sales User in Dynamics 365 Sales

6. To test the connection settings, choose Test Connection.

NOTE
If data encryption is not enabled in Business Central, you will be asked whether you want to enable it. To enable data
encryption, choose Yes and provide the required information. Otherwise, choose No. You can enable data
encryption later. For more information, see Encrypting Data in Dynamics 365 Business Central in Developer and IT-
Pro help.

7. If Dynamics 365 Sales synchronization is not already set up, you will be asked whether you want to use the
default synchronization setup. Depending on whether you want to keep records aligned in Dynamics 365
Sales and Business Central, choose Yes or No.

NOTE
Connecting to Dynamics 365 Sales using the Microsoft Dynamics 365 Sales Connection Setup page may require that
you assign the Integration Administrator and Integration User security roles to the account used for integration. For more
information, see Assign a security role to a user.

NOTE
Connecting to Dynamics 365 Sales using Microsoft Dynamics 365 Sales Connection Setup page may require you to
assign Integration Administrator and Integration User security roles to user account used for integration.

To disconnect from Dynamics 365 Sales

1. Choose the icon, enter Microsoft Dynamics 365 Sales Connection Setup, and then choose the related
link.
2. On the Microsoft Dynamics 365 Sales Connection Setup page, clear the Enabled check box.

See Also
View the Status of a Synchronization
 Synchronizing Data in Business Central and
Dynamics 365 Sales
7 minutes to read • Edit Online

When you integrate Dynamics 365 Sales with Business Central, you can decide whether to synchronize data in
selected fields of Business Central records (such as customers, contacts, and sales people) with equivalent records
in Business Central (such as accounts, contacts, and users). Depending on the type of record, you can synchronize
data from Dynamics 365 Sales to Business Central, or vice versa. For more information, see Integrating with
Dynamics 365 Sales.
Synchronization uses the following elements:
Integration table mappings
Integration field mappings
Synchronization rules
Coupled records
When synchronization is set up you can couple Business Central records to Dynamics 365 Sales records to
synchronize their data. You can start a synchronization manually, or based on a schedule. The following table
provides on overview of the ways you can synchronize records.

TYPE METHOD SEE

Manual synchronization Synchronize on a record-by-record Couple and Synchronize Records

basis. Manually

You can synchronize individual records

in Business Central, such as a customer,
with a corresponding Dynamics 365
Sales record, such as an account. This is
typically how users will work with
Dynamics 365 Sales data in Business
Central.

Synchronize on a table mapping basis. Synchronize Individual Table Mappings

You can synchronize all records in a

Business Central table with an entity
Dynamics 365 Sales entity.

Synchronize all modified records for all Synchronizing All Modified Records
table mappings.

You can synchronize all of the records

that have been modified in Business
Central tables since the last
synchronization.
 TYPE METHOD SEE

Full synchronization of all data for all Run a Full Synchronization

table mappings.

You can synchronize all of the data in

Business Central tables and Dynamics
365 Sales entities that are mapped, and
create new records in the destination
solution for uncoupled records in the
source solution.

Full synchronization synchronizes all

data and ignores coupling. Typically,
you do a full synchronization when you
set up the integration and only one of
solutions contains data. A full
synchronization can also be useful in a
demonstration environment.

Scheduled synchronization Synchronize all changes to data for all Schedule a Synchronization
table mappings.

You can synchronize Business Central

with Dynamics 365 Sales on scheduled
intervals by setting up jobs in the job
queue.

Standard Sales Entity Mapping for Synchronization

Entities in Dynamics 365 Sales, such as accounts, are integrated with equivalent types of entities in Business
Central,such as customers. To work with Dynamics 365 Sales data you set up links, called couplings, between
entities in Business Central and Dynamics 365 Sales.
The following table lists the standard mapping between entities in Business Central and Dynamics 365 Sales that
Business Central provides.

SYNCHRONIZATION
BUSINESS CENTRAL DYNAMICS 365 SALES DIRECTION DEFAULT FILTER

Salesperson/Purchaser User Dynamics 365 Sales -> Sales contact filter: Status is
Business Central No, User Licensed is Yes,
Integration user mode is No

Customer Account Business Central -> Sales account filter:

Dynamics 365 Sales and Relationship Type is
Dynamics 365 Sales -> Customer and Status is
Business Central Active.

Contact Contact Business Central -> Business Central contact

Dynamics 365 Sales and filter: Type is Person and
Dynamics 365 Sales -> the contact is assigned to a
Business Central company. Sales contact filter:
The contact is assigned to a
company and the parent
customer type is Account

Currency Transaction Currency Business Central ->

Dynamics 365 Sales
 SYNCHRONIZATION
BUSINESS CENTRAL DYNAMICS 365 SALES DIRECTION DEFAULT FILTER

Unit of Measure Unit Group Business Central ->

Dynamics 365 Sales

Item Product Business Central -> Sales contact filter: Product

Dynamics 365 Sales and Type is Sales Inventory
Dynamics 365 Sales ->
Business Central

Resource Product Business Central -> Sales contact filter: Product

Dynamics 365 Sales and Type is Services
Dynamics 365 Sales ->
Business Central

Customer Price Group Price List Business Central ->

Dynamics 365 Sales

Sales Price Product Price List Business Central -> Business Central contact
Dynamics 365 Sales filter: Sales Code is not
blank, Sales Type is
Customer Price Group

Opportunity Opportunity Business Central ->

Dynamics 365 Sales and
Dynamics 365 Sales ->
Business Central

Sales Invoice Header Invoice Business Central ->

Dynamics 365 Sales

Sales Invoice Line Invoice Product Business Central ->

Dynamics 365 Sales

Sales Order Header Sales Order Business Central -> Business Central Sales
Dynamics 365 Sales Header filter: Document
Type is Order, Status is
Released

Sales Order Notes Sales Order Notes Business Central ->

Dynamics 365 Sales and
Dynamics 365 Sales ->
Business Central

Tip for Admins: Viewing Entity Mappings

You can view the mapping between the entities in Dynamics 365 Sales and the tables in Business Central on the
Integration Table Mappings page, where you can also apply filters. You define the mapping between the fields
in Business Central tables and the fields in Dynamics 365 Sales entities on the Integration Field Mapping page,
where you can add additional mapping logic. For example, this can be useful if you need to troubleshoot
synchronization.
Tip for Developers: Mapping Fields in Business Central to the Option Sets in Sales
If you are a developer and you want to add options to the option sets in Dynamics 365 Sales, you need to know
this. There are three tables in Business Central that are mapped to the option fields of the Account entity in
Dynamics 365 Sales. Records in the tables that are not linked to options in Dynamics 365 Sales will not be
synchronized. This means that the Option field will be blank in Dynamics 365 Sales.
The following table shows mappings from Business Central tables for the Option field in the Account entity in
Dynamics 365 Sales.

TABLE OPTION FIELD IN THE ACCOUNT ENTITY

Payment Terms Payment Terms

Shipment Method Address 1: Freight Terms

Shipping Agent Address 1: Shipping Method

Synchronization Rules
The following table describes rules that control the synchronization between the apps.

NOTE
Changes to data in Dynamics 365 Sales that were made by the Dynamics 365 Sales connection user account are not
synchronized. Therefore, we recommended that you do not change data while using that account. For more information, see
Setting Up User Accounts for Integrating with Dynamics 365 Sales.

TABLE RULE

Customers Before a customer can be synchronized to an account, the

salesperson that is assigned to the customer must be coupled
to a user in Dynamics 365 Sales. Therefore, when you run the
CUSTOMERS - Dynamics 365 Sales synchronization job and
you set it up to create new records, make sure that you
synchronize salespeople with Dynamics 365 Sales users before
you synchronize customers with accounts in Dynamics 365
Sales.

The CUSTOMERS - Dynamics 365 Sales synchronization job

only synchronizes Sales accounts that have the relationship
type Customer.

Contacts Only contacts in Dynamics 365 Sales that are associated with
an account will be created in Business Central. The
Salesperson Code value defines the owner of the coupled
entity in Dynamics 365 Sales.

Currencies Currencies are coupled to transaction currencies in Dynamics

365 Sales based on ISO codes. Only currencies that have a
standard ISO code will be coupled and synchronized with
transaction currencies.

Units of Measure Units of measure are synchronized with unit groups in

Dynamics 365 Sales. There can only be one unit of measure
defined in the unit group.

Items When synchronizing items with Dynamics 365 Sales products,

Business Central automatically creates a price list in Dynamics
365 Sales. To avoid synchronization errors, you should not
modify this price list manually.
 TABLE RULE

Salespersons Salespersons are coupled to system users in Dynamics 365

Sales. The user must be enabled and licensed and must not be
the Integration user. Note, that this is the first table that must
be synchronized because it is used in customers, contacts,
opportunities, and sales invoices.

Resources Resources are synchronized with Dynamics 365 Sales

products that have product type Service.

Customer Price Groups Customer price groups are synchronized with Sales price lists.

Sales Prices Sales prices that have sales type Customer Price Group and
have a sales code defined are synchronized with Dynamics
365 Sales price list lines

Opportunities Opportunities are synchronized with Dynamics 365 Sales

opportunities. The Salesperson Code value defines the owner
of the coupled entity in Dynamics 365 Sales.

Posted Sales Invoices Posted sales invoices are synchronized with sales invoices.
Before an invoice can be synchronized, it is better to
synchronize all other entities that can participate in the
invoice, from salespersons to price lists. The Salesperson Code
value in the invoice header defines the owner of the coupled
entity in Sales.

Sales Orders When sales order integration is enabled, sales orders in

Business Central that are created from submitted sales orders
in Dynamics 365 Sales are synchronized with sales orders in
INCLUDE SALES when they are released. Before you
synchronize orders, we recommend that you first synchronize
all entities that the are involved with the order, such as sales
persons and price lists. The Salesperson Code field in the
order header defines the owner of the coupled entity in
Dynamics 365 Sales.

See Also
Couple and Synchronize Records Manually
Schedule a Synchronization
Integrating with Dynamics 365 Sales
 Mapping the Tables and Fields to Synchronize
5 minutes to read • Edit Online

The basis of synchronizing data in Business Central with data in Dynamics 365 Sales is mapping the tables and
fields that contain the data to each other. Mapping happens through integration tables.

Mapping Integration Tables

An integration table is a table in the Business Central database that represents an entity, such as an account, in
Dynamics 365 Sales. Integration tables include fields that correspond to the fields in the table for the Dynamics
365 Sales entity. For example, the Account integration table connects to the Accounts entity in Dynamics 365
Sales. There must be a integration table mapping for each entity in Dynamics 365 Sales that you want to
synchronize with data in Business Central].
When you create the connection between the apps, Business Central sets up some default table and field
mappings. You can change the table mappings if you want. For more information, see Standard Sales Entity
Mapping for Synchronization. If you have changed the default mappings and want to revert your changes, on the
Dynamics 365 Connection Setup page, choose Use Default Synchronization Setup.

NOTE
If you are using an on-premises version of Business Central, the integration table mappings are stored in table 5335
Integration Table Mappings, and can be viewed and modified from page 5335 Integration Table Mappings. Complex
mappings and synchronization rules are defined in codeunit 5341.

Synchronization Rules
An integration table mapping also includes rules that control how integration synchronization jobs synchronize
records in a Business Central table and an entity in Dynamics 365 Sales. For more information, see
Synchronization Rules.

Mapping Integration Fields

Mapping tables is only the first step. You must also map the fields on the tables. Integration field mappings link
fields in Business Central tables with corresponding fields in Dynamics 365 Sales, and determine whether to
synchronize data in each table. The standard table mapping that Business Central provides includes field
mappings, but you can change those if you want. For more information, see Viewing Entity Mappings.

NOTE
If you are using an on-premises version of Business Central, Integration field mappings are defined in table 5336 Integration
Field Mapping.

Coupling Records
Coupling links records in Dynamics 365 Sales to records in Business Central. For example, accounts in Dynamics
365 Sales are typically coupled with customers in Business Central. Coupling records offers the following benefits:
It makes synchronization possible.
Users can open records in one business app from the other. This requires that the Business Central integration
 solution is installed in Dynamics 365 Sales.
Couplings can be set up automatically by using the synchronization jobs, or manually by editing the record in
Business Central. For more information, see Synchronizing Data in Business Central and Dynamics 365 Sales and
Couple and Synchronize Records Manually.

Filtering Records
If you do not want to synchronize all records for a specific entity in Dynamics 365 Sales or table in Business
Central, you can set up filters to limit the records that are synchronized. You set up filters on the Integration Table
Mappings page.
To filter records for synchronization
1. Choose the icon, enter Integration Table Mappings, and then choose the related link.
2. To filter the Business Central records, set the Table Filter field.
3. To filter the Dynamics 365 Sales records, set the Integration Table Filter field.

Creating New Records

By default, only records in Business Central and Dynamics 365 Sales that are coupled will be synchronized by the
integration synchronization jobs. You can set up table mappings so that new records will be created in the
destination (for example, Business Central) for each record in the source (for example, Dynamics 365 Sales) that is
not already coupled.
For example, the SALESPEOPLE - Dynamics 365 Sales synchronization job uses the table mapping
SALESPEOPLE. The synchronization job copies data from user records in Dynamics 365 Sales to salesperson
records in Business Central. If you set up the table mapping to create new records, for every user in Dynamics 365
Sales that is not already coupled to a salesperson in Business Central, a new salesperson record is created in
Business Central.
To create new records during synchronization
1. Choose the icon, enter Integration Table Mappings, and then choose the related link.
2. In the table mapping entry in the list, clear the Synch. Only Coupled Records field.

Using Configuration Templates on Table Mappings

You can assign configuration templates to table mappings to use for new records that are created in Business
Central or Dynamics 365 Sales. For each table mapping, you can specify a configuration template to use for new
Business Central records and another template to use new Dynamics 365 Sales records.
If you install the default synchronization setup, most of the time, two configuration templates will be automatically
created and used on the table mapping for Business Central customers and Dynamics 365 Sales accounts:
CRMCUST and CRMACCOUNT.
CRMCUST is used to create and synchronize new customers in Business Central based on an account in
Dynamics 365 Sales.
This template is created by copying an existing configuration template for customers in the application. The
CRMCUST is created only if there is an existing configuration template and the Currency Code field in the
template is blank. If a field in the configuration template contains a value, the value will be used instead of
the value in the mapped field for the Dynamics 365 Sales account. For example, if the Country/Region
field in an account in Dynamics 365 Sales contains U.S. and the Country/Region field in the configuration
template is GB, then GB is used as the Country/Region for the customer in Business Central.
CRMACCOUNT creates and synchronizes new accounts in Dynamics 365 Sales based on an account in
 Business Central.
To specify configuration templates on a table mapping
1. Choose the icon, enter Integration Table Mappings, and then choose the related link.
2. In the table mapping entry in the list, in the Table Config Template Code field, choose to the
configuration template to use for new records in Business Central.
3. Set the Int. Tbl. Config Template Code field to the configuration template to use for new records in
Dynamics 365 Sales.

See Also
About Integrating Dynamics 365 Business Central with Dynamics 365 Sales
Synchronizing Business Central and Dynamics 365 Sales
Schedule a Synchronization
 Manually Synchronize Table Mappings
5 minutes to read • Edit Online

An integration table mapping associates a Business Central table (record type), such as customer, with a Dynamics
365 Sales entity, such as an account. Synchronizing an integration table mapping enables you to synchronize data
in all records of the Business Central table and Dynamics 365 Sales entity that are coupled. Additionally,
depending on the configuration of the table mapping, synchronization can create and couple new records in the
destination solution for uncoupled records in the source.
Manually synchronizing integration table mappings can be useful during the initial set up of an integration, and
when diagnosing synchronization errors.
This article describes three methods for manually synchronizing integration table mappings. Each method provides
a different level of synchronization.

Run a Full Synchronization

A full synchronization runs all the default integration synchronization jobs for synchronizing Business Central
records and Dynamics 365 Sales entities, as defined on the Integration Table Mappings page.
A full synchronization performs the following operations For Business Central or Dynamics 365 Sales records that
are:
Not coupled, a new matching record will be created and coupled in the opposing solution. Whether and
where a record gets created depends on the synchronization direction. For example, when synchronizing
data from Business Central customers to Dynamics 365 Sales accounts, if there is a customer that is not
coupled to an account, then a new account will be automatically added in Dynamics 365 Sales and coupled
to the customer in Business Central. The opposite holds true when the synchronization direction is from
Dynamics 365 Sales to Business Central. For each account that is not already coupled to a customer, a new
matching customer will be created in Business Central and coupled to the account in Dynamics 365 Sales.

NOTE
To achieve this, the full synchronization operation temporarily clears the Synch. Only Coupled Records option on
the integration table mapping that is used by the synchronization job. At the end of the full synchronization process,
you will be prompted whether you want to keep this option cleared for all jobs.

Coupled, the synchronization direction (for example, from Business Central to Dynamics 365 Sales or from
Dynamics 365 Salesto Business Central) is predetermined by the integration table mappings. For more
information, see Standard Sales Entity Mapping for Synchronization.
The jobs are run in the following order to avoid coupling dependencies between entities.
1. CURRENCY - Dynamics 365 Sales synchronization job
2. SALEPEOPLE - Dynamics 365 Sales synchronization job
3. UNITOFMEASURE - Dynamics 365 Sales synchronization job
4. CUSTOMER - Dynamics 365 Sales synchronization job
5. CONTACTS - Dynamics 365 Sales synchronization job
6. RESOURCE -PRODUCT - Dynamics 365 Sales synchronization job
7. ITEM -PRODUCT - Dynamics 365 Sales synchronization job
 IMPORTANT
You typically only use the full synchronization when you initially set up integration between Business Central and Dynamics
365 Sales and only one of solutions contains data, which you want to copy to the other solution. A full synchronization can
be useful in a demonstration environment. Because the full synchronization automatically creates and couples records
between the solutions, it makes it faster to start working with synchronizing data between records. On the other hand, you
should only run a full synchronization if you want a record in Business Central for each record in Dynamics 365 Sales for the
given table mappings. Otherwise, you can have unwanted or duplicate records in either Business Central or Dynamics 365
Sales.

See the process for a full synchronization

To run a full synchronization

1. Choose the icon, enter Microsoft Dynamics 365 Sales Connection Setup, and then choose the related
link.
2. Choose the Run Full Synchronization action, and then choose the Yes button.
3. When the full synchronization is completed, you can specify whether to allow scheduled synchronization
jobs to create new records.
If you want all synchronization jobs to create new records in the destination for uncoupled records in the
source, choose Yes. This sets the Synch. Only Coupled Records field on the table mappings that are used
by the synchronization jobs.
If you want synchronization jobs to run as they did before the full synchronization with regard to creating
new records, choose No. This sets the Synch. Only Coupled Records field to the setting it had before the
full synchronization.
You can view the results of the full synchronization on the Integration Synchronization Jobs page. For more
information, see View the Status of a Synchronization.

Synchronizing All Modified Records

You can use the Microsoft Dynamics 365 Sales Connection Setup page to synchronize changes to data in all
integration table mappings. This is similar to a full synchronization. It will synchronize data in all coupled records in
the Business Central tables and Dynamics 365 Sales entities that are defined in the table mappings. By default,
only records that have been modified since the last time they were synchronized will be synchronized. The table
mappings are synchronized in the following order to avoid coupling dependencies between the entities:
1. CURRENCY - Dynamics 365 Sales synchronization job
2. SALEPEOPLE - Dynamics 365 Sales synchronization job
3. UNITOFMEASURE - Dynamics 365 Sales synchronization job
4. CUSTOMER - Dynamics 365 Sales synchronization job
5. CONTACTS - Dynamics 365 Sales synchronization job
6. RESOURCE -PRODUCT - Dynamics 365 Sales synchronization job
7. ITEM -PRODUCT - Dynamics 365 Sales synchronization job
You can view the results of the synchronization on the Integration Synchronization Jobs page. For more
information, see View the Status of a Synchronization.
 TIP
By modifying the integration table mapping in advance, you can configure the synchronization with filters to control which
records are synchronized, or configure it to create new records in the destination solution for uncoupled records in the
source. For more information, see Modify Table Mappings for Synchronization.

To synchronize records for all tables

1. Choose the icon, enter Microsoft Dynamics 365 Sales Connection Setup, and then choose the related
link.
2. Choose the Synchronize Modified Records action, and then choose Yes.

Synchronize Individual Table Mappings

You can use the Integration Table Mappings page to run a synchronization job specific table mappings. This will
synchronize data in all coupled records in the Business Central table and Dynamics 365 Sales entity that are
defined by the table mapping. By default, only records that have been modified since the last time they were
synchronized will be synchronized.
By modifying the integration table mapping in advance, you can configure the synchronization job to create new
records in the destination solution for uncoupled records in the source.
To synchronize records of an integration table mapping
1. Choose the icon, enter Integration Table Mappings, and then choose the related link.
2. Choose the Synchronize Modified Records action, and then choose Yes.

See Also
Synchronizing Business Central and Dynamics 365 Sales
Setting Up User Accounts for Integrating with Dynamics 365 Sales
 Scheduling a Synchronization between Business
Central and Dynamics 365 Sales
6 minutes to read • Edit Online

You can synchronize Business Central with Dynamics 365 Sales on scheduled intervals by setting up jobs in the
job queue. The synchronization jobs synchronize data in Business Central records and Dynamics 365 Sales
records that have been previously coupled together. Or for records that are not already coupled, depending on the
synchronization direction and rules, the synchronization jobs can create and couple new records in the destination
system. There are several synchronization jobs that are available out-of-the-box. You can view them on the Job
Queue Entries page. For more information, see Use Job Queues to Schedule Tasks.

Synchronization Process
Each synchronization job queue entry uses a specific integration table mapping that specifies which Business
Central table and Dynamics 365 Sales entity to synchronize. The table mappings also include some settings that
control which records in the Business Central table and Dynamics 365 Sales entity to synchronize.
To synchronize data, Dynamics 365 Sales entity records must be coupled to Business Central records. For
example, a Business Central customer must be coupled to a Dynamics 365 Sales account. You can set up
couplings manually, before running the synchronization jobs, or let the synchronization jobs set up couplings
automatically. The following list describes how data is synchronized between Dynamics 365 Sales and Business
Central when you are using the synchronization job queue entries. For more information, see Couple and
Synchronize Records Manually.
The Sync. Only Coupled Records check box controls whether new records are created when you
synchronize. By default, the check box is selected, which means that only records that are coupled will be
synchronized. In the integration table mapping, you can change the table mapping between a Dynamics
365 Sales entity and a Business Central table so that the integration synchronization jobs will create new
records in the destination database for each record in the source database that is not coupled. For more
information, see Creating New Records.
Example If you clear the Sync. Only Coupled Records check box, when you synchronize customers in
Business Central with accounts in Dynamics 365 Sales, a new account is created for each customer in
Business Central and automatically coupled. Additionally, because the synchronization is bidirectional in
this case, a new customer is created and coupled for each Dynamics 365 Sales account that is not already
coupled.

NOTE
There are rules and filters that determine what data is synchronized. For more information, see Synchronization
Rules.

When new records are created in Business Central, the records use the either the template that is defined
for the integration table mapping or the default template that is available for the record type. Fields are
populated with data from Business Central or Dynamics 365 Sales depending on the synchronization
direction. For more information, see Modify Table Mappings for Synchronization.
With subsequent synchronizations, only records that have been modified or added after the last successful
synchronization job for the entity will be updated.
 New records in Dynamics 365 Sales are added in Business Central. If data in fields in Dynamics 365 Sales
records has changed, the data is copied to the corresponding field in Business Central.
With bidirectional synchronization, the job synchronizes from Business Central to Dynamics 365 Sales,
and then from Dynamics 365 Sales to Business Central.

Default Synchronization Job Queue Entries

The following table describes the default synchronization jobs.

DEFAULT
SYNCHRONIZATIO DEFAULT
INTEGRATION N FREQUENCY INACTIVITY SLEEP
JOB QUEUE ENTRY DESCRIPTION DIRECTION TABLE MAPPING (MINS) TIME (MINS)

CONTACT - Synchronizes Bidirectional CONTACT 30 720

Dynamics 365 Dynamics 365 (12 hours)
Sales Sales contacts
synchronization with Business
job Central contacts.

CURRENCY - Synchronizes From Business CURRENCY 30 720

Dynamics 365 Dynamics 365 Central to (12 hrs)
Sales Sales transaction Dynamics 365
synchronization currencies with Sales
job Business Central
currencies.

CUSTOMER - Synchronizes Bidirectional CUSTOMER 30 720

Dynamics 365 Dynamics 365 (12 hrs)
Sales Sales accounts
synchronization with Business
job Central
customers.

CUSTPRCGRP- Synchronizes CUSTOMER 30 1440

PRICE - Dynamics 365 PRICE GROUPS- (24 hrs)
Dynamics 365 Sales sales price SALES PRICE
Sales lists with LISTS
synchronization Business Central
job customer price
groups.

ITEM - Synchronizes From Business ITEM-PRODUCT 30 1440

PRODUCT - Dynamics 365 Central to (24 hrs)
Dynamics 365 Sales products Dynamics 365
Sales with Business Sales
synchronization Central items.
job

POSTEDSALESIN Synchronizes From Business INVOICES- 30 1440

V-INV - Dynamics 365 Central to POSTED SALES (24 hrs)
Dynamics 365 Sales invoices Dynamics 365 INVOICES
Sales with Business Sales
synchronization Central posted
job sales invoices.
 DEFAULT
SYNCHRONIZATIO DEFAULT
INTEGRATION N FREQUENCY INACTIVITY SLEEP
JOB QUEUE ENTRY DESCRIPTION DIRECTION TABLE MAPPING (MINS) TIME (MINS)

RESOURCE- Synchronizes From Business RESOURCE- 30 720

PRODUCT - Dynamics 365 Central to PRODUCT (12 hrs)
Dynamics 365 Sales products Dynamics 365
Sales with Business Sales
synchronization Central
job resources.

SALESPEOPLE - Synchronizes From Dynamics SALESPEOPLE 30 1440

Dynamics 365 Business Central 365 Sales to (24 hrs)
Sales salespeople with Business Central
synchronization Dynamics 365
job Sales users.

SALESPRC- Synchronizes PRODUCT 30 1440

PRODUCTPRICE Dynamics 365 PRICE-SALES (24 hrs)
- Dynamics 365 Sales product PRICE
Sales prices with
synchronization Business Central
job sales prices.

UNITOFMEASUR Synchronizes From Business UNIT OF 30 720

E - Dynamics Dynamics 365 Central to MEASURE (12 hrs)
365 Sales Sales unit groups Dynamics 365
synchronization with Business Sales
job Central units of
measure.
 DEFAULT
SYNCHRONIZATIO DEFAULT
INTEGRATION N FREQUENCY INACTIVITY SLEEP
JOB QUEUE ENTRY DESCRIPTION DIRECTION TABLE MAPPING (MINS) TIME (MINS)

Customer Updates Not applicable Not applicable 30 Not applicable

Statistics - Dynamics 365
Dynamics 365 Sales accounts
Sales with the latest
synchronization Business Central
customer data. In
Dynamics 365
Sales, this
information
appears in
Business Central
Account
Statistics quick
view form of
accounts that are
coupled to
Business Central
customers.

This data can

also be updated
manually from
each customer
record. For more
information, see
Couple and
Synchronize
Records
Manually.

Note: This job

queue entry is
relevant only if
the Business
Central
integration
solution is
installed in
Dynamics 365
Sales. For more
information, see
About the
Business Central
Integration
Solution.

About Inactivity Timeouts

Some job queue entries, such as those that schedule synchronization between Business Central and Dynamics
365 Sales, use the Inactivity Timeout field on the Job Queue Entry card to prevent the job queue entry from
running unnecessarily.
When the value in this field is not zero, and the job queue did not find any changes during the last run, Business
Central puts the job queue entry on hold. When that happens, the Status of Job Queue field will show On Hold
Due to Inactivity, and Business Central will wait for the period of time specified in Inactivity Timeout field
before it runs the job queue entry again.
For example, by default, the CURRENCY job queue entry, which synchronizes currencies in Dynamics 365 Sales
with exchange rates in Business Central, will look for changes to exchange rates every 30 minutes. If no changes
are found, Business Central puts the CURRENCY job queue entry on hold for 720 minutes (six hours). If an
exchange rate is changed in Business Central while the job queue entry is on hold, Business Central will
automatically reactivate the job queue entry and restart the job queue.

NOTE
Business Central will automatically activate job queue entries that are on hold only when changes happen in Business
Central. Changes in Dynamics 365 Sales will not activate job queue entries.

To view the synchronization job log

1. Choose the icon, enter Integration Synchronization Log, and then choose the related link.
2. If one or more error occurred for a synchronization job, the number of errors appears in the Failed
column. To view the errors for the job, choose the number.
 TIP
You can view all synchronization job errors by opening the synchronization job error log directly.

To view the synchronization job log from the table mappings

1. Choose the icon, enter Integration Table Mappings, and then choose the related link.
2. In the Integration Table Mappings page, select an entry, and then choose Integration Synch. Job Log.

To view the synchronization error log

Choose the icon, enter Integration Synchronization Errors, and then choose the related link.

See Also
Synchronizing Data in Business Central and Dynamics 365 Sales
Manually Synchronize Table Mappings
Scheduling a Synchronization between Business Central and Dynamics 365 Sales
About Integrating Dynamics 365 Business Central with Dynamics 365 Sales
 Troubleshooting Synchronization Errors
2 minutes to read • Edit Online

There are lots of moving parts involved in integrating Business Central with Dynamics 365 Sales, and sometimes
things go wrong. This topic points out some of the typical errors that occur and gives some pointers for how to fix
them.
Errors often occur either because of something that a user has done to coupled records or something is wrong with
how the integration is set up. For errors related to coupled records, users can resolve those themselves. These
errors are caused by actions such as deleting a record in one, but not both, business apps and then synchronizing.
For more information, see View the Status of a Synchronization.

Errors that are related to how the integration is set up typically require an administrator's attention. You can view
these errors on the Integration Synchronization Errors page. Examples of some typical issues include:
The permissions and roles assigned to users are not correct.
The administrator account was specified as the integration user.
The integration user’s password is set to require a change when the user signs in.
The exchange rates for currencies are not specified in one or the other app.
You must manually resolve the errors, but there are a few ways in which the page helps you. For example:
The Source and Destination fields may contain links to the record where the error was found. Click the link to
open the record and investigate the error.
The Delete Entries Older than 7 Days and the Delete All Entries actions will clean up the list. Typically, you
use these actions after you have resolved the cause of an error that affects many records. Use caution, however.
These actions might delete errors that are still relevant.
Sometimes the timestamps on records can cause conflicts. The "CRM Integration Record" table keeps the
timestamps "Last Synch. Modified On" and "Last Synch. CRM Modified On" for the last integration done in both
directions for a record. These timestamps are compared to timestamps on Business Central and Sales records. In
Business Central, the timestamp is in the Integration Record table.
You can filter on records that are to be synched by comparing record timestamps in the table "Integration Table
Mapping" fields "Synch. Modified On Filter" and “Synch. Int. Tbl. Mod. On Fltr.”.
The conflict error message "Cannot update the Customer record because it has a later modified date than the
Account record" or "Cannot update the Account record because it has a later modified date than the Customer
record" can happen if a record has a timestamp that is bigger than IntegrationTableMapping."Synch. Modified On
Filter" but it is not more recent than the timestamp on Sales Integration Record. It means that the source record
was synced manually, not by the job queue entry.
The conflict happens because the destination record was also changed - the record timestamp is more recent than
Sales Integration Record’s timestamp. The destination check happens only for bi-directional tables.
These records are now moved to the "Skipped Synch. Records" page, which you open from the Microsoft
Dynamics Connection Setup page in Business Central. There you can specify the changes to keep, and then
synchronize the records again.

See Also
Integrating with Dynamics 365 Sales
Setting Up User Accounts for Integrating with Dynamics 365 Sales
Set Up a Connection to Dynamics 365 Sales
Couple and Synchronize Records Manually
View the Status of a Synchronization
 Finance
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

Apply incoming payments, reconcile bank Managing Receivables

accounts during payment application, and
collect outstanding balances.

Make payments, apply outgoing payments, and Managing Payables

work with checks.

Make your customers submit payment before Invoicing Prepayments

you ship to them, or submit payment to your
vendors before they ship to you.

Reconcile bank accounts and transfer funds Reconciling Bank Accounts

between bank accounts.

Set up intercompany partners and process Managing Intercompany Transactions

transactions, manually or automatically, between
legal entities within the same company.

Analyze the costs of running your business by Accounting for Costs

allocating actual and budgeted costs of
operations, departments, products, and projects
to cost centers.

Manage inventory and manufacturing costs, Managing Inventory Costs

report costs, and reconcile costs with the
general ledger.

Understand the general ledger and the chart of Understanding the General Ledger and the COA
accounts.

Combine general ledger entries from multiple Consolidating Financial Data from Multiple
companies in one virtual consolidated company Companies
for financial analysis.

Add dimensions for richer business intelligence. Working with Dimensions

TO SEE

Create G/L budgets to forecast different financial Create G/L Budgets

activities and assign dimensions for business
intelligence purposes.

Record income or expenses directly in the Post Transactions Directly to the General Ledger
general ledger without posting dedicated
business documents.

Post reversing entries to undo value postings in Reverse Journal Postings and Undo
the general journal or quantity postings on Receipts/Shipments
purchase and sales documents.

Allocate an entry in a general journal to several Allocate Costs and Income

different accounts when you post the journal.

Assign extra costs, such as freight and physical Use Item Charges to Account for Additional
handling that you incur during trade, to the Trade Costs
involved items so that the cost is reflected in
inventory valuation.

Post employees' personal expenses for business- Record and Reimburse Employees' Expenses
related activities and reimburse employees by
making payment to their bank account.

Recognize revenues and expenses in other Defer Revenues and Expenses

periods than when the transactions were
posted.

Learn how to use additional currencies and Update Currency Exchange Rates
update currency exchange rates automatically.

Import salary transactions from your payroll Import Payroll Transactions

provider into the general ledger.

Use functions to calculate value-added tax (VAT) Work with VAT on Sales and Purchases
on sales and purchase transactions so that you
can report the amounts to the tax authorities.

Prepare a report that lists VAT from sales, and Report VAT to Tax Authorities
submit the report to tax authorities in the EU.

Manually convert service contracts to change Convert Service Contracts that Include VAT
their VAT rate. Amounts

Monitor the flow of cash in and out of your Analyzing Cash Flows in Your Company
business.

Follow and end-to-end procedure on using use Walkthrough: Making Cash Flow Forecasts by
account schedules to make cash flow forecasts. Using Account Schedules

Work with financial statements and overviews in Analyzing Financial Statements in Excel
Excel.
 TO SEE

Learn how to use the Accountant Role Center, Accountant Experiences in Business Central
invite an external accountant, and use the
Accountant Hub to manage accounts for
multiple clients.

See Also
Setting Up Finance
Sales
Purchasing
Closing Fiscal Periods
Managing Projects
Importing Data from Other Finance Systems
Working with General Journals
Working with Business Central

Start a free trial!

 Managing Receivables
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 and Bank Acc. Reconciliation pages 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 Applying Payments Automatically and Reconciling Bank
entries based on an imported bank statement file or feed, Accounts
and reconcile the bank account when all payments are
applied.

Apply payments to open customer ledger entries based on Reconcile Customer Payments from a List of Unpaid Sales
a 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
receipt journal and apply to customer ledger entries, either Journal or from Customer Ledger Entries
from the journal or from posted ledger entries.

Remind customers of overdue amounts, calculate interest Collect Outstanding Balances

and finance charges, and manage accounts receivable.

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.

Block a customer from being entered on documents or Block Customers

from posting, for example because of insolvency.

Ensure that you know the cost of shipped items by Use Item Charges to Account for Additional Trade Costs
assigning added item costs, such as freight, physical
handling, insurance, and transportation that you incur
after selling.

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 Tolerances
not fully cover the amount on the invoice.

Predict when payments will be made late for sales The Late Payment Prediction Extension
documents.

See Related Training at Microsoft Learn

See Also
Sales
Managing Payables
Working with Business Central
General Business Functionality

Start a free trial!

 Applying Payments Automatically and Reconciling
Bank Accounts
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.
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 by Reconcile Payments Using Automatic Application
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.

Link text on payments to specific customer, vendor, or general Map Text on Recurring Payments to Accounts for Automatic
ledger accounts to always post recurring cash receipts or Reconciliation
expenses to those accounts when no documents exist to apply
to.
 TO SEE

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.

See Related Training at Microsoft Learn

See Also
Reconcile Bank Accounts
Managing Receivables
Sales
Working with Business Central
 Reconcile Payments Using Automatic Application
6 minutes to read • Edit Online

The Payment Reconciliation Journal page specifies payments, either incoming or outgoing, that have been
recorded as transactions on your online bank account and that you can apply to their related open customer,
vendor, and bank account ledger entries. The lines in the journal are filled by importing a bank statement as a bank
feed or file.

NOTE
The page offers automatic matching functionality that applies 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. 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.
If you want to import bank statements as bank feeds, you must first enable the Envestnet Yodlee Bank Feeds
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 Import 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. For more information, see Set Up
the Envestnet Yodlee Bank Feeds Service.
With the Map Text to Account action, 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. See step 8. For more information, see Map Text on Recurring Payments to Accounts
for Automatic Reconciliation.
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.
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. 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 between Low and High to indicate the quality of the data matching that the
suggested payment application is based on. In addition, the Account Type and Account No. fields are filled with
information about the customer or vendor that the payment is applied to. If you have set up a text-to-account
mapping, the automatic application can result in a match confidence value of High - Text-to-Account Mapping.
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. 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 payment reconciliation journal on the Payment Reconciliation Journals page. The following procedure describes
how to import bank transactions into the Payment Reconciliation Journal page after you have created a new journal.

To reconcile payments using automatic application

1. Choose the icon, enter Payment Reconciliation Journals, and then choose the related link.
2. To work in a new payment reconciliation journal, choose the New Journal action.
3. On the Payment Bank Account List page, select the bank account that you want to reconcile payments for,
and then choose the OK button. The Payment Reconciliation Journal page opens prepared for the
selected bank account.
4. Choose the Import Bank Transactions action. If the bank account for the selected journal is not set up for
import of bank transactions, then a dialog box will open to help you fill in the relevant fields.
5. On the Select a file to import page, select the file that contains the bank transactions for payments that
you want to reconcile, and then choose the Open button.
6. If the Bank Statement service is enabled, on the Bank Statement Filter page that opens automatically,
specify the date interval for the bank statements to be imported.
The Payment Reconciliation Journal page is filled with lines for payments representing bank transactions
in the imported bank statement.
On lines for payments that have been automatically applied to their related open entries, the Match
Confidence field has a value between Low and High to indicate the quality of the data matching that the
suggested payment application is based on. In addition, the Account Type and Account No. fields are
filled with information about the customer or vendor that the payment is applied to.
7. Select a journal line, and then, choose the Apply Manually action to review, reapply, or apply the payment
manually on the Payment Application page. For more information, see Review or Apply Payments After
Automatic Application.
When you have finished your manual application, the Match Confidence field on the journal line that you
have processed manually contains Accepted.
8. Select an unapplied journal line for a recurring cash receipt or expense, such as a car gasoline purchase, and
then choose the Map Text to Account action. For more information, see Map Text on Recurring Payments
to Accounts for Automatic Reconciliation
9. When you have finished your mapping of payment text to accounts, choose the Apply Manually action.
10. When you are content that all payments on the journal lines are correctly applied or set to direct posting,
choose the Post action, and then choose one of the options:
Post Payments and Reconcile Bank Accounts - To post the payments as applied and also close the
related bank account ledger entries as reconciled.
Post Payments Only - To only post the payments as applied, but leave the related bank account ledger
entries open. Required that you reconcile the bank account separately, for example: For more information,
see Reconcile Bank Accounts.
Test Report - To review the result of posting before you post. The Bank Account Statement report
opens and shows the same fields as at the bottom of the Payment Reconciliation Journal page.
When you post the payment reconciliation journal, the applied open entries memos are closed, and the related
customer, vendor, or general ledger accounts are updated. For payments on journal lines based on text-to-account
mapping, the specified customer, vendor, and general ledger accounts are updated. For all journal lines, bank
account ledger entries are created. If you choose the Post Payments and Reconcile Bank Account action, any
open bank account ledger entries related to the applied customer or vendor ledger entries will be closed. This
means that the bank account is automatically reconciled for payments that you post with the journal.
You can compare the value in the Balance on Bank Account After Posting field together with the value in the
Statement Ending Balance field to track when the bank account is reconciled based on payments that you post.

NOTE
If you do not want to reconcile the bank account from the Payment Reconciliation Journal page, then you must use the
Bank Acc. Reconciliation page. For more information, see Reconcile Bank Accounts.

See Also
Managing Receivables
Sales
Working with Business Central
 Review or Apply Payments Manually After Automatic
Application
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 Entry 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.

To review or apply payments after automatic application

1. Choose the icon, enter Payment Reconciliation Journals, and then choose the related link.
2. Open the payment reconciliation journal for a bank account that you want to reconcile payments for. For more
information, see Reconcile Payments Using Automatic Application.
3. On the Payment Reconciliation Journal page, select a payment that you want to review or manually apply to
one or more open entries, and then choose the Apply Manually action.
4. Select the Applied check box on the line for the open entry that you want to apply the payment to.
5. The payment amount, which is also shown in the Transaction Amount field on the Payment Application
page, is inserted in the Applied Amount field, but you can modify the field, for example if you want to apply
the amount to several open entries.
6. To apply a part of the paid amount to another open entry for the account, for example to apply a lump-sum
payment, select the Applied check box for the line. The applied amount is automatically deducted from the
transactions amount to reflect the distribution on the two open entries.
7. To apply a part of a payment to one or more open entries that does not exist in the database, create a new line
under the line for the same account. In the Applied Amount field, enter the amount to apply on the new line,
and then adjust the Applied Amount field on the existing line.
8. Repeat steps 5, 6, or 7 for other open entries that you want to apply a full or partial payment amount to.
9. When you have reviewed a payment application or manually applied to one or more open entries, choose the
Accept Application action.
The Payment Application page closes, and on the Payment Reconciliation Journal page, the value in the
Match Confidence field is changed to Accepted to indicate to you that you have reviewed or manually applied
the payment.

See Also
Managing Receivables
Sales
Working with Business Central
 Reconcile Payments that Cannot be Applied
Automatically
2 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.
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 button and then specify to which
account the amount in the Difference field will be posted when you post the payment reconciliation journal.

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.

To reconcile payments that cannot be applied automatically

1. Choose the icon, enter Payment Reconciliation Journals, and then choose the related link.
2. Open a payment reconciliation journal. For more information, see Reconcile Payments Using Automatic
Application.
3. Choose the Transfer Difference to Account. The Transfer Difference to Account page opens.
4. In the Account Type field, specify if the type of account that the payment amount will be posted to.
5. In the Account No. field, specify the account that the payment amount will be posted to.
6. In the Description field, specify text that describes this direct payment posting. By default, the text in the
Transaction Text field on the payment reconciliation journal line is inserted.
7. Choose the OK button.
If the value in the Difference field was equal to the value in the Transaction Amount field when you post the
payment reconciliation journal, the whole payment on the journal line will be posted directly to the specified
balancing account.
If the value in the Difference field was lower than the value in the Transaction Amount field, then an additional
journal line will be created with the same text and date and with the difference inserted in the Transaction
Amount field. On the original journal line, the difference will be deducted from the value in the Transaction
Amount field, and the payment will remain applied to its related customer, vendor, or bank account ledger entry.
When you post the payment reconciliation journal, one part of the payment will be posted as an applied payment.
The other part of the payment will be posted directly to the specified account.

See Also
Managing Receivables
Sales
Working with Business Central
 Map Text on Recurring Payments to Accounts for
Automatic Reconciliation
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.

To map text on recurring payments to accounts for automatic

reconciliation
1. Choose the icon, enter Payment Reconciliation Journals, and then choose the related link.
2. Open a payment reconciliation journal. For more information, see Reconcile Payments Using Automatic
Application.
3. Choose the Map Text to Account action. The Text-to-Account Mapping page opens.
4. In the Mapping Text field, enter any text that occurs on payments that you want to post to specified
accounts without applying to an open entry. You can enter up to 50 characters.

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.

Example: Text-to-Account Mapping for Fuel Expense

To always post fuel expenses incurred at Shell gas stations to the general ledger account for gasoline (account
8510), fill a line on the Text-to-Account Mapping page as follows.

MAPPING TEX T DEBIT ACC. NO. CREDIT ACC. NO. BAL. SOURCE TYPE BAL. SOURCE NO.

Shell BLANK 8510 G/L Account BLANK

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 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 Sorting 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-Party 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.

To set up a payment application rule

1. Choose the icon, enter Payment Application Rules, and then choose the related link.
2. Define a new or edited payment application rule by filling the fields on a line as described in the following
table.
 FIELD DESCRIPTION

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.

Priority Specifies the priority of the application rule relative to other

application rules that are defined as lines on the Payment
Application Rules page. 1 represents the highest priority.

Related Party 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 if 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 shows which payment application rules are set up in the generic version of Business Central.

IMPORTANT
The payment application rules may be different in your implementation of Business Central.

RELATED PARTY DOC. NO./EX T. DOC. AMOUNT INCL.

MATCH CONFIDENCE PRIORITY MATCHED NO. MATCHED TOLERANCE MATCHED

High 1 Fully Yes - Multiple One Match

High 2 Fully Yes - Multiple Multiple Matches

High 3 Fully Yes One Match

High 4 Fully Yes Multiple Matches

High 5 Partially Yes - Multiple One Match

High 6 Partially Yes - Multiple Multiple Matches

High 7 Partially Yes One Match

High 8 Fully No One Match

 RELATED PARTY DOC. NO./EX T. DOC. AMOUNT INCL.
MATCH CONFIDENCE PRIORITY MATCHED NO. MATCHED TOLERANCE MATCHED

High 9 No Yes - Multiple One Match

High 10 No Yes - Multiple Multiple Matches

Medium 1 Fully Yes - Multiple Not Considered

Medium 2 Fully Yes Not Considered

Medium 3 Fully No Multiple Matches

Medium 4 Partially Yes - Multiple Not Considered

Medium 5 Partially Yes Not Considered

Medium 6 No Yes One Match

Medium 7 No Yes-Multiple Not Considered

Medium 8 Partially No One Match

Medium 9 No Yes Not Considered

Low 1 Fully No No Matches

Low 2 Partially No Multiple Matches

Low 3 Partially No No Matches

Low 4 No No One Match

Low 5 No No Multiple Matches

See Related Training at Microsoft Learn

See Also
Reconcile Payments Using Automatic Application
Managing Receivables
Sales
Working with Business Central
 Reconcile Customer Payments from a List of Unpaid
Sales Documents
12 minutes to read • Edit Online

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.

To set up the payment registration journal

Because you can post different payment types to different balancing accounts, you must select a balancing account
on the Payment Registration Setup page before you start processing customer payments. If you always post to
the same balancing account, you can set that account as the default and avoid this step every time that you open
the Register Customer Payments page.
1. Choose the icon, enter Payment Registration Setup, and then choose the related link.
Alternatively, on the Register Customer Payments page, choose the Setup action.
2. Fill in the fields on the Payment Registration Setup page. Choose a field to read a short description of the
field or link to related information.

To register customer payments individually

1. Choose the icon, enter Register Customer Payments, and then choose the related link.
The Register Customer Payments page shows all posted documents for which a payment can be
registered. The page can also be opened from the Customers and Customer Card pages where it is
automatically filtered for the specified customer.
2. Select the Payment Made check box on the line that represents the posted document for which a payment
has been made.
If the Auto Fill Date Received check box is selected on the Payment Registration Setup page, then the
work date is entered 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.
4. In the Amount Received field, enter the amount that has been paid.
For full payments, this is the same as the amount in the Remaining Amount field on the line. For partial
payments, this is lower than the amount in the Remaining Amount field on the line.
5. Repeat steps 2-4 for other lines that represent posted documents for which payments are made.
6. Choose the Post Payments action.
The payment information is posted for documents represented by lines where the Payment Made check box is
selected.
Payments entries are posted to general ledger, bank, and customer accounts. Each payment is applied to the related
posted sales document.

To reconcile lump-sum payments

1. Choose the icon, enter Payment Registration, and then choose the related link.
2. Select the Payment Made check box on the lines that represent posted documents for the same customer
for which a lump-sum payment has been made.

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.

To process customer payments with discounts manually

If you have agreed on a payment discount with your customer, then the payment amounts can be lower than the
invoice amounts if payment occurs before the agreed discount date.
The following procedures explains four different ways to post discounted payments on the Payment Registration
page.
The payment amount is equal to the remaining discounted amount, and the payment date is before the discount
date. You post the payment as is.
The payment amount is equal to the remaining discounted amount, but the payment date is after the discount
date. You post the payment as partial. The document remains open to collect/pay the remaining amount.
Alternatively, you set the discount date later to allow the payment in full.
The payment amount is lower than the remaining discounted amount. You post the payment as partial. The
document remains open to collect/pay the remaining amount.
The payment amount is more than the remaining discounted amount. You post the payments as is. Only the
remaining amount is posted. The additional amount is credited to the customer.
To process a payment amount that is equal to the discounted amount and where the payment date is before the
discount date
1. Choose the icon, enter Payment Registration, and then choose the related link.
2. Enter the payment amount in the Amount Received field. The amount is equal to the amount in the Rem.
Amt. after Discount field.
The Payment Made check box is automatically selected, and the Date Received field is filled with the work
date.
3. In the Date Received field, enter the payment date. The date is before the date in the Pmt. Discount Date
field.
4. Verify that the Remaining Amount field contains zero (0).
5. Choose the Post Payments action to post the full payment to general ledger, bank, and customer accounts.
To process a payment amount that is equal to the discounted amount but where the payment date is after the
discount date
1. Choose the icon, enter Payment Registration, and then choose the related link.
2. Enter the payment amount in the Amount Received field. The amount is equal to the amount in the Rem.
Amt. after Discount field.
The Payment Made check box is automatically selected, and the Date Received field is filled with the work
date.
3. In the Date Received field, enter a payment date that is after the date in the Pmt. Discount Date field.
Date fields change to red font, and an error message is shown at the bottom of the page.
 TIP
If you want to make an exception and grant the discount even though the payment is late, follow these steps:

4. Choose the Details action.

5. On the Payment Registration Details page, in the Pmt. Discount Date field on the Payment Discount
FastTab, enter a date that is after the date in the Date Received field on the Payment Registration page.
The error message and the red font disappear, and you can proceed to process the discounted payment.
6. Verify that the Remaining Amount field contains the amount that remains to pay the full invoice amount.
7. Choose the Post Payments action to post the partial payment to general ledger, bank, and customer
accounts.
The related document remains open.
To process a payment that is lower than the remaining discounted amount
1. Choose the icon, enter Payment Registration, and then choose the related link.
2. Enter the payment amount in the Amount Received field. The amount is lower than the amount in the
Rem. Amt. after Discount field.
The Payment Made check box is automatically selected, and the Date Received field is filled with the work
date.
3. In the Date Received field, enter the payment date. The date is before the date in the Pmt. Discount Date
field.
4. Verify that the Remaining Amount field contains the amount that remains to pay the discounted amount.
5. Choose the Post Payments action to post the partial payment to general ledger, bank, and customer
accounts.
The related document remains open.
To process a payment that is more than the remaining discounted amount
1. Choose the icon, enter Payment Registration, and then choose the related link.
2. Enter the payment amount in the Amount Received field. The amount is more than the amount in the
Rem. Amt. after Discount field.
The Payment Made check box is automatically selected, and the Date Received field is filled with the work
date.
3. In the Date Received field, enter the payment date. The date is before the date in the Pmt. Discount Date
field.
4. Verify that the Remaining Amount field contains zero (0).
5. Choose the Post Payments action to post the full payment to general ledger, bank, and customer accounts.
The related document is closed, and the customer is credited the excess payment amount.

To find a specific sales document that is not fully invoiced

The Payment Registration page supports you in tasks needed to balance internal accounts with actual cash
figures to ensure effective collection from customers. It shows outstanding incoming payments as lines that
represent sales documents where an amount is due for payment.
Typically, when a payment has been made, recorded in the bank or otherwise, the related sales or purchase
document is represented as a line on the Payment Registration page because the document in question is waiting
for the payment to be posted against the outstanding amount. However, sometimes a payment that has been made
is not represented by a line on the Payment Registration page, typically because the document in question has
not been fully invoice posted.
On the Document Search page, you can search among documents that are not fully invoiced. You can search
based on one or more of the following criteria:
Document number
Amount or amount range
The following procedure explains how to find a specific document by using both search criteria.
1. Choose the icon, enter Payment Registration, and then choose the related link.
2. With the pointer on any line, Choose the Search Documents action.
3. On the Document Search page, enter a search value in the Document No. field.

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.

To record or post a payment without a related document

If a payment in the bank is not represented by any document in Business Central, then you can open a prefilled
general journal line 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 clarified.
1. Choose the icon, enter Payment Registration, and then choose the related link.
Proceed to record an undocumented payment.
2. Choose the General Journal action.
The General Journal page opens with one line prefilled with the balancing account of the journal batch that
is set up on the Payment Registration Setup page.
3. Fill in the remaining fields on the general journal line, such as the amount and the customer number or other
information from the bank statement. For more information, see Post Transactions Directly to the General
Ledger.
You can either post the journal line to update the total on the balancing account. Alternatively, you can leave the
journal line unposted, and perhaps append it with a note that the payment needs more analysis.
If you leave the journal line unposted, it will add to the value in the Unposted Balance field at the bottom of the
Payment Registration page.

See Also
Managing Receivables
Sales
Working with Business Central
 Reconcile Customer Payments with the Cash Receipt
Journal or from Customer Ledger Entries
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.

You can apply customer ledger entries in several ways:

By entering information on dedicated pages:
The Payment Reconciliation Journal page. For more information, see Applying Payments
Automatically and Reconciling Bank Accounts.
The Payment Registration page. For more information, see Reconcile Customer Payments from a List
of Unpaid Sales Documents.
The Cash Reciept Journal. This is described below.
By filling in the Applies-to Doc. No. field on sales credit memo documents. This is described below.
By using the Set Applies-to ID action on a customer ledger entry. This is described below.

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.

To fill and post a cash receipt journal

A cash receipt journal is a type of general journal, so you can use it to post transactions to general ledger, bank,
customer, vendor, and fixed assets accounts. You can apply the payment to one or more debit entries when you post
the payment, or you can apply from the posted entries later.
1. Choose the icon, enter Cash Receipt Journal, and then choose the related link.
2. Choose the Edit Journal action.
3. Select the relevant batch in the Batch Name field.
4. Fill in the Posting Date field.
5. In the Document Type field, select Payment.
 The Document No. field is filled by the number series assigned to the batch.
6. Use the External Document No. field to store an identifier, such as the customer's check number.
7. In the Account Type field, select Customer.
8. In the Account No. field, select the relevant G/L account.
9. If you want to post the application at the same time as you post the journal, do one of the following.
10. In the Balancing Account Type field, select G/L Account for cash payments, and Bank Account for other
payments.
11. In the Balancing Account No. field, select the cash account for cash payments, or the relevant bank
account for other payments.
12. Post the journal.

To apply a payment to a single customer ledger entry

1. Choose the icon, enter Cash Receipt Journal and choose the related link.
2. Choose the Edit Journal action.
3. On the first journal line, enter the relevant information about the entry to be applied.
4. In the Document Type field, enter Payment.
5. In the Account Type field, enter Customer.
6. In the Bal. Account Type field, enter Bank Account.
7. In the Applies-to Doc. No. field, choose the field to open the Apply Customer Entries page.
8. On the Apply Customer Entries page, select the entry to apply the payment to.
9. In the Amount to Apply field, enter the amount you want to apply to the entry. If you do not enter an
amount, the maximum amount is applied.
At the bottom of the Apply Customer Entries page, you can see the specific amount in the Applied
Amount field and also whether the application balances.
10. Choose the OK button. The Cash Receipt Journal page now shows the entry you have selected entered in
the Applies-to Doc. Type and Applies-to Doc. No. fields.
11. Post the cash receipt journal.

To apply a payment to multiple customer ledger entries

1. Choose the icon, enter Cash Receipt Journal, and then choose the related link.
2. Choose the Edit Journal action.
3. On the first journal line, enter the relevant information about the entry to be applied.
4. In the Document Type field, enter Payment.
5. In the Account Type field, enter Customer.
6. In the Bal. Account Type field, enter Bank Account.
7. In the Amount field, enter the full payment as a negative amount.
 8. To apply the payment to multiple customer ledger entries when posting, choose the Apply Entries action.
9. Select the lines with the entries that you want the applying entry to be applied to, and then choose the Set
Applies-to ID action.
10. On each line, in the Amount to Apply field, enter the amount you want to apply to the individual entry. If
you do not enter an amount, the maximum amount is applied.
At the bottom of the Apply Customer Entries page, you can see the specific amount in the Applied
Amount field and also whether the application balances.
11. Choose the OK button.
12. Post the cash receipt journal.

To apply a credit memo to a single customer ledger entry

1. Choose the icon, enter Sales Credit Memos, and then choose the related link.
2. Open the relevant sales credit memo.
3. To apply the credit memo to a single customer ledger entry when posting, in the Applies-to Doc. No. field,
select the entry to which you want to apply the payment.
4. On the line in the Amount to Apply field, enter the amount you want to apply to the entry.
If you do not enter an amount, application automatically applies the maximum amount. At the bottom of the
Apply Customer Entries page, you can see the specific amount in the Applied Amount field and also
whether the application balances.
5. Choose the OK button. The Sales Credit Memo page now shows the entry you have selected entered in
the Applies-to Doc. Type and Applies-to Doc. No. fields. And the amount of the credit memo to be
posted, adjusted for any possible payment discounts.
6. Post the credit memo.

To apply a credit memo to multiple customer ledger entries

1. Choose the icon, enter Sales Credit Memos, and then choose the related link.
2. Open the relevant sales credit memo.
3. To apply the credit memo to multiple customer ledger entries when posting, choose the Apply Entries
action.
4. Select the lines with the entries that you want the applying entry to be applied to, and then choose the Set
Applies-to ID action.
5. On each line, in the Amount to Apply field, enter the amount you want to apply to the individual entry. If
you do not enter an amount, the maximum amount is applied.
At the bottom of the Apply Customer Entries page, you can see the specific amount in the Applied
Amount field and also whether the application balances.
6. Choose the OK button. The Sales Credit Memo page now shows the amount of the credit memo to be
posted, adjusted for any possible payment discounts.
7. Post the credit memo.

To apply posted customer ledger entries

1. Choose the icon, enter Customers, and then choose the related link.
2. Open the customer card for the customer with entries that you want to apply.
3. Choose the Ledger Entries action, and then select the line with the entry that will be the applying entry.
4. Choose the Apply Entries action. The Apply Customer Entries page opens showing the open entries for
the customer.
5. Select the lines with the entries that you want the applying entry to be applied to, and then choose the Set
Applies-to ID. action.
6. For each line in the Amount to Apply field, enter the amount you want to apply to the individual entry. If
you do not enter an amount, the maximum amount is applied.
At the bottom of the Apply Customer Entries page, you can see the specific amount in the Applied
Amount field.
7. Choose the Post Application action. The Post Application page appears with the document number of
the applying entry and the posting date of the entry with the most recent posting date.
8. Choose the OK button to post the application.
If the posted application has resulted in closed customer ledger entries, the Open field is cleared for these
ledger entries.
9. To see the ledger entries, choose the icon, enter Customers, and then choose the related link. Browse to
the card for the relevant customer to see the ledger entries.
On the ledger entry list, on the line that contains the ledger entry that was fully applied to, you can see that the
Open check box is not selected.

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.

To apply customer ledger entries in different currencies to one another

If you sell to a customer in one currency and receive payment in another currency, you can still apply the invoice to
the payment.
If you apply an entry (Entry 1) in one currency to an entry (Entry 2) in a different currency, the posting date on
Entry 1 is used to find the relevant exchange rate to convert amounts on Entry 2. The relevant exchange rate is
found on the Currency Exchange Rates page.
Applying customer ledger entries in different currencies must be enabled. For more information, see Enable
Application of Ledger Entries in Different Currencies.
1. Choose the icon, enter Cash Receipts Journal, and then choose the related link.
2. Open the journal you want, and fill in the first empty journal line using a currency code.
3. Choose the Apply Entries action.
4. Select the line with the entry you want to apply to the entry in the cash receipt journal, choose the Set Applies-
to ID action, and then select the entry you want to apply to.
5. Choose the OK button to return to the cash receipt journal.
6. Post the sales journal.

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.

To correct an application of customer entries

When you correct an application, correcting entries that are identical to the original entry but with opposite sign in
the amount field are created and posted for all entries, including all general ledger posting derived from the
application, such as payment discount and currency gains/losses. The entries that were closed by the application are
reopened.
1. Choose the icon, enter Customers, and then choose the related link.
2. Open the relevant customer card.
3. Choose the Ledger Entries action.
4. Select the relevant ledger entry, and then choose the Unapply Entries action.
5. Alternatively, choose the Detailed Ledger Entry action.
6. Select the application entry, and then choose the Unapply Entries action.
7. Fill in the fields in the header, and then choose the Unapply action.

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
15 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.

Reminders
Before you can create reminders, you must set up reminder terms and assign them to your customers. 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.

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.

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.

Multiple Interest rates

When you set up 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. If multiple
interest rates are not set up, then the interest rate and period that is defined in the Finance Charge Terms and
Reminder Terms pages for the whole period of calculation will be used. For more information, see Set Up Multiple
Interest Rates.

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.

To set up 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. For each
reminder terms code, you can define an unlimited number of reminder levels.
1. Choose the icon, enter Reminder Terms, and then choose the related link.
2. Fill in the fields as necessary.
3. To use more than one combination of reminder terms, set up a code for each one.

To set up 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.
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.
For each reminder level, you can specify individual conditions, which can include 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.
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 on the Reminder Text page.
7. To automatically insert related values in the resulting reminder text, enter the following placeholders in the
Text field .

PLACEHOLDER VALUE

%1 Content of the Document Date field on the reminder header

%2 Content of the Due Date field on the reminder header

%3 Content of the Interest Rate field on the related finance

charge terms

%4 Content of the Remaining Amount field on the reminder

header

%5 Content of the Interest Amount field on the reminder header

%6 Content of the Additional Fee field on the reminder header

%7 The total amount of the reminder

%8 Content of the Reminder Level field on the reminder header

%9 Content of the Currency Code field on the reminder header

%10 Content of the Posting Date field on the reminder header

%11 The company name

%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.

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.

IMPORTANT
Open entries that are on hold will be inserted, irrespective of the setting in the Only Entries with Overdue Amounts
check box.

7. Choose the OK button.

To replace reminder texts

There are several ways you can determine the text that appears on the printed reminder. In some cases, you may
want to replace the beginning and ending texts that have been defined for the current level with those from a
different level.
1. Choose the icon, enter Reminders, and then choose the related link.
2. Open the relevant reminder, and then choose the Update Reminder Text action.
3. On the Update Reminder Text page, enter the required level in the Reminder Level field.
4. Choose the OK button to update the beginning and ending texts.

To issue a reminder
After you have created reminders and made any needed modifications, you can either print test reports or issue the
reminders.
When you issue a reminder, the data is transferred to a separate page for issued reminders. At the same time,
reminder entries are posted. If interest or an additional fee has been calculated, entries are posted to the customer
ledger and the general ledger.
When a reminder is issued, the entries are posted according to your specifications on the Reminder Terms page.
This specification determines whether interest and/or additional fees are posted to the customer's account and the
general ledger. Setup on the Customer Posting Groups page determines which accounts are posted to.
For each customer ledger entry on the finance charge memo, an entry is created on the Reminder/Fin. Charge
Entries page.
If the Post Interest or the Post Additional Fee check boxes are selected on the Reminder Terms page, then the
following entries are also created:
One entry on the Cust. Ledger Entries page
One receivables entry in the relevant G/L account
One interest and/or one additional fee entry in the relevant G/L account
In addition, issuing the reminder may result in VAT entries.
1. Choose the icon, enter Reminders, and then choose the related link.
2. Select the relevant reminder, and then choose the Issue action.
3. On the Issue Reminders page, fill in the fields as necessary.
4. Choose the OK button
The reminder is either printed for sent to an specified email as a PDF attachment.
To cancel an issued reminder
If reminders were issued in error, you can cancel them before they are sent out. You can do this either one by one or
as a batch.
1. On the Issued Reminders page, select one or more lines for issued reminders that you want to cancel, and then
choose the Cancel action.
2. On the Cancel Issued Reminders page, fill in the fields as necessary, and then choose the OK button.

To set up finance charge terms

You must set up a code representing each finance charge calculation. Then you can enter this code in the Fin.
Charge Terms Code field on customer or vendor cards.
Finance charges can be calculated using either the average daily balance method or the balance due method.
Balance due method
The finance charge is simply a percentage of the overdue amount:
Balance Due method - Finance Charge = Overdue Amount x (Interest Rate / 100 )
Average daily balance method
The number of days the payment is overdue is taken into account:
Average Daily Balance method - Finance Charge = Overdue Amount x (Days Overdue / Interest Period ) x
(Interest Rate/100 )

In addition, each code in the Finance Charge Terms table is linked to a subtable, the Finance Charge Text table. For
each set of finance charge terms, you can define a beginning and/or an ending text to be included on the finance
charge memo.
1. Choose the icon, enter Finance Charge Terms, and then choose the related link.
2. Fill in the fields as necessary.
3. To use more than one combination of finance charge terms, set up a code for each one.
For each finance charge term, you can specify individual conditions, which can include additional fees in both
LCY and in foreign currency. You can define many additional fees in foreign currencies for each code on the
Finance Charge Terms page.
4. Choose the Currencies action.
5. On the Currencies for Fin. Chrg. Terms page, define for each term a currency code and an additional fee.

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, then the LCY
finance charge conditions that are set up 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.

PLACEHOLDER VALUE

%1 Content of the Document Date field on the finance charge

memo header

%2 Content of the Due Date field on the finance charge memo

header

%3 Content of the Interest Rate field on the related finance

charge terms

%4 Content of the Remaining Amount field on the finance

charge memo header

%5 Content of the Interest Amount field on the finance charge

memo header

%6 Content of the Additional Fee field on the finance charge

memo header

%7 The total amount of the reminder

%8 Content of the Currency Code field on the finance charge

memo header
 PLACEHOLDER VALUE

%9 Content of the Posting Date field on the finance charge

memo header

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 Entry 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.

5. Choose the OK button to start the batch job.

To update finance charge memo texts

In some cases, you may want to modify the beginning and ending text that you have set up for the finance charge
terms. If you do this at a time when you have created, but not yet issued, finance charge memos, you can update the
memos with the modified text.
1. Choose the icon, enter Finance Charge Memo, and then choose the related link.
2. open the finance charge memo that you want to change text for, and then choose the Update Finance Charge
Text action.
3. On the Update Finance Charge Text page, you can set a filter if you want to update several memos.
4. Choose the OK button to update the beginning and ending texts.

To issue finance charge memos

After you have created finance charge memos and made any needed modifications, you can either print test reports
or issue the finance charge memos.
When a reminder is issued, the entries are posted according to your specifications on the Finance Charge Terms
page. This specification determines whether interest and/or additional fees are posted to the customer's account
and the general ledger. Setup on the Customer Posting Groups page determines which accounts are posted to.
For each customer ledger entry on the finance charge memo, an entry is created on the Reminder/Fin. Charge
Entries page.
If the Post Interest or the Post Additional Fee check boxes are selected on the Finance Charge Terms page,
then the following entries are also created:
One entry on the Cust. Ledger Entries page
One receivables entry in the relevant G/L account
 One interest and/or one additional fee entry in the relevant G/L account
In addition, issuing the finance charge memo may result in VAT entries.
1. Choose the icon, enter Finance Charge Memos, and then choose the related link.
2. Select the relevant memo, and then choose the Issue action.
3. On the Issue Finance Charge Memos page, fill in the fields as necessary.
4. Choose the OK button
The finance charge memo is either printed for sent to an specified email as a PDF attachment.
To cancel an issued finance charge memo
If finance charge memos were issued in error, you can cancel them before they are sent out. You can do this either
one by one or as a batch.
1. On the Issued Finance Charge Memos page, select one or more lines for issued finance charge memos that
you want to cancel, and then choose the Cancel action.
2. On the Cancel Issued Fin. Charge Memos page, fill in the fields as necessary, and then choose the OK button.

To view reminder and finance charge entries

When you issue a reminder, a reminder entry is created on the Reminder/Fin. Charge Entries page for each
reminder line that contains a customer ledger entry. You can then get an overview of the created reminder entries
for a specific customer.
1. Choose the icon, enter Customers, and then choose the related link.
2. Open the relevant customer card, and then choose the Ledger Entries action.
3. On the Customer Ledger Entries page, select the line with the ledger entry you want to see the reminder
entries for, and then choose the Reminder/Fin. Charge Entries action.

See Related Training at Microsoft Learn

See Also
Managing Receivables
Sales
Working with Business Central
 Collect Payments with SEPA Direct Debit
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.

Setting Up SEPA Direct Debit

From the Direct Debit Collections page, you can export instructions to your electronic bank to perform a direct
debit collection from the customer’s bank account to your bank account according to the SEPA Direct Debit format.

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 Export 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.

FIELD DESCRIPTION

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.

4. Choose the OK button to close the Payment Methods page.

5. Choose the icon, enter Customers, and then choose the related link.
6. Open the customer card for the customer that you want to set up for SEPA direct debit collection.
7. Choose the Payment Method Code field, and then select the payment method code that you specified in
step 3.
8. Repeat steps 6 and 7 for all customers that you want to set up for SEPA direct debit collection.
To set up the direct-debit mandate that represents the customer agreement
1. Choose the icon, enter Customers, and then choose the related link.
2. Open the card for the customer that you want to set up for SEPA direct debits.
3. Choose the Bank Accounts action.
4. On the Customer Bank Account List page, select the customer bank account that will use direct debits, and
then choose the Direct Debit Mandates action.
5. On the SEPA Direct Debit Mandates page, fill in the fields as described in the following table.

FIELD DESCRIPTION

Customer Bank Account Code Specifies the bank account from which direct-debit
payments are collected. This field is filled automatically.
 FIELD DESCRIPTION

Valid From Specify the date when the direct-debit mandate starts.

Valid To Specify the date when the direct-debit mandate ends.

Date of Signature Specify the date when the customer signed the direct-
debit mandate.

Sequence Type Specify if the agreement covers multiple (Recurring) or a

single (One Off) direct debit collection.

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.

Blocked Specify that direct debit collections cannot be made using

this direct-debit mandate.

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.

To create a direct-debit collection

1. Choose the icon, enter Direct Debit Collections, and then choose the related link.
2. On the Direct Debit Collections page, choose the Create Direct Debit Collection action.
3. On the Create Direct Debit Collection page, fill in the fields as described in the following table.

FIELD DESCRIPTION

From Due Date Specify the earliest payment due date on sales invoices
that you want to create a direct-debit collection for.
 FIELD DESCRIPTION

To Due Date Specify the latest payment due date on sales invoices that
you want to create a direct-debit collection for.

Partner Type Specify if the direct-debit collection is made for customers

of type Company or Person.

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.

4. Choose the OK button.

A direct-debit collection is added to the Direct Debit Collections page, and one or more direct-debit collection
entries are created.
To export a direct-debit collection entry to a bank file
1. On the Direct Debit Collections page, choose the Direct Debit Collect. Entries action.
2. On the Direct Debit Collect. Entries page, select the entry that you want to export, and then choose the
Create Direct Debit File action.
3. Save the export file to the location from where you send or upload it to your electronic bank.
On the Direct Debit Collect. Entries page, the Direct Debit Collection Status field is changed to File
Created. On the SEPA Direct Debit Mandates page, the Debit Counter field is updated with one count.
If the exported file cannot be processed, for example because the customer is insolvent, you can reject the direct-
debit collection entry. If the exported file is successfully processed by the bank, the due payments of the involved
sales invoices are automatically collected from the involved customers. In that case you can close the collection.
To reject a direct-debit collection entry
On the Direct Debit Collect. Entries page, select the entry that was not successfully processed, and then
choose the Reject Entry action.
The value in the Status field on the Direct Debit Collect. Entries page is changed to Rejected.
To close a direct-debit collection
On the Direct Debit Collect. Entries page, select the entry that was successfully processed, and then
choose the Close Collection action.
The related direct-debit collection is closed.
You can now proceed to post receipts of payment for the involved sales invoices. You can do this as you typically
post payment receipts, such as on the Payment Registration page, or you can post the related payment receipts
directly from the Direct Debit Collect. Entries page. For more information, see Post SEPA Direct Debit Payment
Receipts.

Posting SEPA Direct Debit Payment Receipts

When a direct debit collection is successfully processed by your bank, you can proceed to post receipt of the
payment for the involved sales invoices. For more information, see Create SEPA Direct Debit Collection Entries and
Export to a Bank File.
You can post the payment receipt directly from the Direct Debit Collections page or the Direct Debit Collect.
Entries page. Alternatively, you can relay the work to another user by preparing the related journal lines.
To post a direct-debit payment receipt from the Direct Debit Collections page
1. Choose the icon, enter Direct Debit Collections, and then choose the related link.
2. Select a line for a direct debit collection that has been exported to a bank file and successfully processed by
the bank.
3. Choose the Post Payment Receipts action.
4. On the Post Direct Debit Collection page, fill in the fields as described in the following table.

FIELD DESCRIPTION

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.

5. Choose the OK button.

See Also
Managing Receivables
Service Management
 Block Customers
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 different blocking options.

OPTION DESCRIPTION

Blank Transactions are allowed for this customer.

Ship New orders and new shipments cannot be created for this
customer. Existing shipments not yet invoiced can be invoiced.

Invoice New orders, new shipments, and new invoices cannot be

created for this customer. Existing shipments not yet invoiced
cannot be invoiced.

All No transaction is allowed for this customer, including

payments.

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. Fill in the Blocked field with one of the options described above.

See Also
Register New Customers
Collect Outstanding Balances
Managing Receivables
 Use Item Charges to Account for Additional Trade
Costs
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 set up item charge numbers

You use item charge numbers to distinguish between the different kinds of item charges that are used in your
company.
1. Choose the icon, enter Item Charges, and then choose the related link.
 2. On the Item Charges page, choose the New action to create a new line.
3. Fill in the fields as necessary. Hover over a field to read a short description.

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.

To assign an item charge from a separate invoice to the purchase

invoice for the item
If you received an invoice for the item charge after you posted the original purchase receipt, follow this procedure.
1. Repeat steps 1 through 8 in To assign an item charge directly to the purchase invoice for the item.
2. On the Item Charge Assignment page, choose the Get Receipt Lines action.
3. On the Purch. Receipt Lines page, select the posted purchase receipt for the item that you want to assign the
item charge to, and then choose the OK button.
4. Choose the Suggest Item Charge Assignment action.
The item charge on the separate purchase invoice is now assigned to the item on the posted purchase receipt,
thereby updating the item's inventory value 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
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. 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.

Applying Payment Tolerance to Multiple Documents

A single document has the same payment tolerance whether it is applied on its own or with other documents.
Acceptance of a late payment discount when you are applying payment tolerance to multiple documents
automatically occurs for each document where the following rule is true:
payment discount date < payment date on the selected entry <= payment tolerance date
This rule also applies to determine whether to display warnings when you apply payment tolerance to multiple
documents. The payment discount tolerance warning is displayed for each entry that meets the date criteria. For
more information, see Example 2 - Tolerance Calculations for Multiple Documents.
You can choose to display a warning that is based on different tolerance situations.
The first warning is for the payment discount tolerance. You are informed that you can accept a late payment
discount. You can then choose whether to accept tolerance on the discount date.
The second warning is for the payment tolerance. You are informed that all entries can be closed because the
difference is in the sum of the maximum payment tolerance for the applied entries. You can then choose
whether to accept tolerance on the payment amount.
For more information, see To enable or disable payment tolerance warning.

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.

To enable or disable payment tolerance warnings

The payment tolerance warning appears when you post an application that has a balance in the allowed tolerance.
You can then choose how you want to post and document the balance.
1. Choose the icon, enter General Ledger Setup, and then choose the related link.
2. On the General Ledger Setup page, on the Application FastTab, select the Payment Tolerance Warning
check box to activate the warning. To deactivate the warning, clear the check box.

NOTE
The default option for the Payment Tolerance Warning page is Leave the Balance as Remaining Amount. The default
option for the Pmt. Disc. Tolerance Warning page the is Do Not Accept the Late Payment Discount.

To block payment tolerance for customers

The default setting for payment tolerance is allowed. To disallow a certain customer or vendor payment tolerance
you need to block tolerance on the respective customer or vendor card. The following describes how to do it for a
customer. The steps are similar for a vendor.
1. Choose the icon, enter Customer or Vendor, and then choose the related link.
2. On the Payments FastTab, select the Block Payment Tolerance check box.
 NOTE
If the customer or vendor has open entries, you must first remove payment tolerance from entries that are currently open.

Example 1 - Tolerance Calculations for a Single Document

The following are some example scenarios showing the expected tolerance calculations and postings occurring in
different situations.
The G/L Setup page contains the following setup:
Payment Discount Grace Period: 5D
Max Payment Tolerance: 5
Scenarios with alternative A or B represent the following:
A In this case, the payment discount tolerance warning has been turned off OR the user has the warning on and
has selected to allow the late payment discount (Post the Balance as Payment Tolerance).
B In this case, the user has the warning on and has selected not to allow the late payment discount (Leave the
Balance as Remaining Amount).

ALL
PMT. ENTRIE PMT.
MAX PMT. DISC. PAYME TOLER S DISC. PMT.
PMT. PMT. DISC. TOL. NT ANCE CLOSE TOL. TOL.
— INV. DISC. TOL. DATE DATE DATE PMT. TYPE D GL/CL G/L

1 1,000 20 5 01/15 01/20 <=01/ 985 Pmt.T Yes 0 -5

/03 /03 15/03 ol.

2 1,000 20 5 01/15 01/20 <=01 980 None Yes 0 0

/03 /03 /15/0
3

3 1,000 20 5 01/15 c <=01/ 975 Pmt.T Yes 0 5

/03 15/03 ol.

4A 1,000 20 5 01/15 01/20 01/16 1005 Pmt.Di No, 25 20/- 0

/03 /03 /03 sc.Tol. on the 20
01/20 Pmt.
/03

5A 1,000 20 5 01/15 01/20 01/16 1000 Pmt.Di No, 20 20/- 0

/03 /03 /03 sc.Tol. on the 20
01/20 Pmt.
/03

6A 1,000 20 5 01/15 01/20 01/16 995 Pmt.Di No, 15 20/- 0

/03 /03 /03 sc.Tol. on the 20
01/20 Pmt.
/03

4B 1,000 20 5 01/15 01/20 01/16 1005 Pmt.T Yes 0 -5

/03 /03 /03 ol.
01/20
/03
 ALL
PMT. ENTRIE PMT.
MAX PMT. DISC. PAYME TOLER S DISC. PMT.
PMT. PMT. DISC. TOL. NT ANCE CLOSE TOL. TOL.
— INV. DISC. TOL. DATE DATE DATE PMT. TYPE D GL/CL G/L

5B 1,000 20 5 01/15 01/20 01/16 1000 None Yes 0 0

/03 /03 /03
01/20
/03

6B 1,000 20 5 01/15 01/20 01/16 995 Pmt.T Yes 0 5

/03 /03 /03 ol.
01/20
/03

7 1,000 20 5 01/15 01/20 01/16 985 Pmt.Di Yes 20/- -5

/03 /03 /03 sc.Tol. 20
01/20 &
/03 Pmt.T
ol.

8 1,000 20 5 01/15 01/20 01/16 980 Pmt.Di Yes 20/- 0

/03 /03 /03 sc.Tol. 20
01/20
/03

9 1,000 20 5 01/15 01/20 01/16 975 Pmt.Di Yes 20/- 5

/03 /03 /03 sc.Tol. 20
01/20 &
/03 Pmt.T
ol.

10 1,000 20 5 01/15 01/20 >01/2 1005 Pmt.T Yes 0 -5

/03 /03 0/03 ol.

11 1,000 20 5 01/15 01/20 >01/2 1000 None Yes 0 0

/03 /03 0/03

12 1,000 20 5 01/15 01/20 >01/2 995 Pmt.T Yes 0 5

/03 /03 0/03 ol.

13 1,000 20 5 01/15 01/20 >01/2 985 None No, 15 0 0

/03 /03 0/03 on the
invoic
e

14 1,000 20 5 01/15 01/20 >01/2 980 None No, 20 0 0

/03 /03 0/03 on the
invoic
e

15 1,000 20 5 01/15 01/20 >01/2 975 None No, 25 0 0

/03 /03 0/03 on the
invoic
e

Payment Range Diagrams

In relation to the scenario above, the diagrams of payment ranges are as follows:
(1) Payment Date <=01/15/03 (Scenarios 1-3)
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.
(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.
Example 2 - Tolerance Calculations for Multiple Documents
The following are some example scenarios showing the expected tolerance calculations and postings occurring in
different situations. The examples are limited to being only those scenarios that result in all entries in the
application being closed.
The G/L Setup page contains the following setup:
Payment Discount Grace Period 5D
Max Payment Tolerance 5
Scenarios with alternative A, B, C, or D represent the following:
A In this case the payment discount tolerance warning has been turned off, OR the user has the warning on and
has selected to allow the late payment discount (Post as Tolerance) in any invoice.
B In this case, the user has the warning on and has selected not to allow the late payment discount on any
invoice.
C - In this case, the user has the warning on and has selected to allow the late payment discount on the first
invoice but not the second.
D - In this case, the user has the warning on and has selected not to allow the late payment discount on the first
invoice but allowed it on the second.

ALL
PMT. ENTRIE PMT.
MAX PMT. DISC. PAYME TOLER S DISC. PMT.
PMT PMT. DISC. TOL. NT ANCE CLOSE TOL. TOL.
— INV. DISC. TOL. DATE DATE DATE PMT TYPE D GL/CL G/L

1 1,000 60 5 01/15 01/20 <=01/ 1920 Pmt.T Yes 0 -5

1,000 30 5 /03 /03 15/03 ol. -5
01/17 01/22 0
/03 /03

2 1,000 60 5 01/15 01/20 <=01 1910 None Yes 0 0

1,000 30 5 /03 /03 /15/0 0
01/17 01/22 3 0
/03 /03

3 1,000 60 5 01/15 01/20 <=01/ 1900 Pmt.T Yes 0 5

1,000 30 5 /03 /03 15/03 ol. 5
01/17 01/22 0
/03 /03

4B 1,000 60 5 01/15 01/20 01/16 1980 Pmt.T Yes 0 -5

1,000 30 5 /03 /03 /03 ol.
01/17 01/22 01/17 0 -5
/03 /03 /03

5B 1,000 60 5 01/15 01/20 01/16 1970 None Yes 0 0

1,000 30 5 /03 /03 /03
01/17 01/22 01/17 0 0
/03 /03 /03

6B 1,000 60 5 01/15 01/20 01/16 1960 Pmt.T Yes 0 5

1,000 30 5 /03 /03 /03 ol.
01/17 01/22 01/17 0 5
/03 /03 /03
 ALL
PMT. ENTRIE PMT.
MAX PMT. DISC. PAYME TOLER S DISC. PMT.
PMT PMT. DISC. TOL. NT ANCE CLOSE TOL. TOL.
— INV. DISC. TOL. DATE DATE DATE PMT TYPE D GL/CL G/L

7A 1,000 60 5 01/15 01/20 01/16 1920 Pmt.Di Yes 60/60 -5

1,000 30 5 /03 /03 /03 sc.Tol. -5
01/17 01/22 01/17 & 0/0
/03 /03 /03 Pmt.T
ol.

8A 1,000 60 5 01/15 01/20 01/16 1910 Pmt.Di Yes 60/60 0

1,000 30 5 /03 /03 /03 sc.Tol. 0
01/17 01/22 01/17 0/0
/03 /03 /03

9A 1,000 60 5 01/15 01/20 01/16 1900 Pmt.Di Yes 60/60 5

1,000 30 5 /03 /03 /03 sc.Tol. 5
01/17 01/22 01/17 &
/03 /03 /03 Pmt.T
ol.

10B 1,000 60 5 01/15 01/20 01/18 2010 Pmt.T Yes 0 -5

1,000 30 5 /03 /03 /03 ol.
01/17 01/22 01/20 0 -5
/03 /03 /03

11B 1,000 60 5 01/15 01/20 01/18 2000 None Yes 0 0

1,000 30 5 /03 /03 /03
01/17 01/22 01/20 0 0
/03 /03 /03

12B 1,000 60 5 01/15 01/20 01/18 1990 Pmt.T Yes 0 5

1,000 30 5 /03 /03 /03 ol.
01/17 01/22 01/20 0 5
/03 /03 /03

13D 1,000 60 5 01/15 01/20 01/18 1980 Pmt.Di Yes 0/0 -5

1,000 30 5 /03 /03 /03 sc.Tol. -5
01/17 01/22 01/20 & 30/-
/03 /03 /03 Pmt.T 30
ol.

14D 1,000 60 5 01/15 01/20 01/18 1970 Pmt.Di Yes 0/0 0

1,000 30 5 /03 /03 /03 sc.Tol. 0
01/17 01/22 01/20 30/-
/03 /03 /03 30

15D 1,000 60 5 01/15 01/20 01/18 1960 Pmt.Di Yes 0/0 5

1,000 30 5 /03 /03 /03 sc.Tol. 5
01/17 01/22 01/20 & 30/-
/03 /03 /03 Pmt.T 30
ol.

16D 1,000 60 5 01/15 01/20 01/18 1950 Pmt.Di Yes 60/- -5

1,000 30 5 /03 /03 /03 sc.Tol. 60 -5
01/17 01/22 01/20 &
/03 /03 /03 Pmt.T 0/0
ol.
 ALL
PMT. ENTRIE PMT.
MAX PMT. DISC. PAYME TOLER S DISC. PMT.
PMT PMT. DISC. TOL. NT ANCE CLOSE TOL. TOL.
— INV. DISC. TOL. DATE DATE DATE PMT TYPE D GL/CL G/L

17D 1,000 60 5 01/15 01/20 01/18 1940 Pmt.Di Yes 60/- 0

1,000 30 5 /03 /03 /03 sc.Tol. 60 0
01/17 01/22 01/20
/03 /03 /03 0/0

18D 1,000 60 5 01/15 01/20 01/18 1930 Pmt.Di Yes 60/- 5

1,000 30 5 /03 /03 /03 sc.Tol. 60 5
01/17 01/22 01/20 &
/03 /03 /03 Pmt.T 0/0
ol.

19A 1,000 60 5 01/15 01/20 01/18 1920 Pmt.Di Yes 60/- -5

1,000 30 5 /03 /03 /03 sc.Tol. 60 -5
01/17 01/22 01/20 &
/03 /03 /03 Pmt.T 30/-
ol. 30

20A 1,000 60 5 01/15 01/20 01/18 1910 Pmt.Di Yes 60/- 0

1,000 30 5 /03 /03 /03 sc.Tol. 60 0
01/17 01/22 01/20
/03 /03 /03 30/-
30

21A 1,000 60 5 01/15 01/20 01/18 1900 Pmt.Di Yes 60/- 5

1,000 30 5 /03 /03 /03 sc.Tol. 60 5
01/17 01/22 01/20 &
/03 /03 /03 Pmt.T 30/-
ol. 30

22B 1,000 60 5 01/15 01/20 01/21 2010 Pmt.T Yes 0 -5

1,000 30 5 /03 /03 /03 ol.
01/17 01/22 01/22 0 -5
/03 /03 /03

23B 1,000 60 5 01/15 01/20 01/21 2000 None Yes 0 0

1,000 30 5 /03 /03 /03
01/17 01/22 01/22 0 0
/03 /03 /03

24B 1,000 60 5 01/15 01/20 01/21 1990 Pmt.T Yes 0 5

1,000 30 5 /03 /03 /03 ol.
01/17 01/22 01/22 0 5
/03 /03 /03

25A 1,000 60 5 01/15 01/20 01/21 1980 Pmt.Di Yes 0/0 -5

1,000 30 5 /03 /03 /03 sc.Tol. -5
01/17 01/22 01/22 & 30/30
/03 /03 /03 Pmt.T
ol.

26A 1,000 60 5 01/15 01/20 01/21 1970 Pmt.Di Yes 0/0 0

1,000 30 5 /03 /03 /03 sc.Tol. 0
01/17 01/22 01/22 30/30
/03 /03 /03
 ALL
PMT. ENTRIE PMT.
MAX PMT. DISC. PAYME TOLER S DISC. PMT.
PMT PMT. DISC. TOL. NT ANCE CLOSE TOL. TOL.
— INV. DISC. TOL. DATE DATE DATE PMT TYPE D GL/CL G/L

27A 1,000 60 5 01/15 01/20 01/21 1960 Pmt.Di Yes 0/0 5

1,000 30 5 /03 /03 /03 sc.Tol. 5
01/17 01/22 01/22 & 30/30
/03 /03 /03 Pmt.T
ol.

28 1,000 60 5 01/15 01/20 >01/2 2010 Pmt.T Yes 0 -5

1,000 30 5 /03 /03 2/03 ol.
01/17 01/22
/03 /03

29 1,000 60 5 01/15 01/20 >01/2 2000 None Yes 0 0

1,000 30 5 /03 /03 2/03
01/17 01/22
/03 /03

30 1,000 60 5 01/15 01/20 >01/2 1990 Pmt.T Yes 0 5

1,000 30 5 /03 /03 2/03 ol.
01/17 01/22
/03 /03

Payment Range Diagrams

In relation to the scenario above, the diagrams of payment ranges are as follows:
(1) Payment Date <=01/15/03 (Scenarios 1-3)
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.
(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
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.

What are Predictions Based On?

The Late Payment Prediction extension uses a predictive model that we developed in Azure Machine Learning
Studio and trained using data that is representative of a range of small to medium sized businesses. Though we
have already trained and evaluated it, our predictive model will continue to learn from your data. The more you use
the model and the more data you feed it, the more accurate predictions will become. By default, the extension
evaluates the model and updates the predictions on a weekly basis. However, you can update the predictions
whenever you want by choosing the Update Prediction action on the Customer Ledger Entries page.

NOTE
We use a bit of your compute time each week when we evaluate the model and update your predictions. In addition to
manually updating your predictions, other actions that consume compute time are when you train the model (which you
might do if you've recently added data) and when you evaluate the model (which looks at the quality of the model).

Getting Started
The extension is free in Business Central, and we provide a subscription to Azure Machine Learning. The
subscription offers 30 minutes of compute time per month. If you need more than that you can create your own
predictive model and use it instead. For more information, see the section titled Building Your Own Predictive
Model later in this topic.
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 Service Connections, and then choose the related link.
2. Choose the Late Payment Prediction Setup option, and then fill in the fields as necessary.

Viewing All Payment Predictions

If you enable the extension a Payments Predicted to be Late tile is available in the Business Manager Role
Center. The tile displays the number of payments that are predicted to be late, and let's you open the Customer
Ledger Entries page where you can dig deeper into the posted invoices. There are three columns to pay attention
to:
Late Payment - Indicates whether the payment for the invoice is predicted to be late.
Prediction Confidence - Indicates how reliable you should consider the prediction to be. High means that the
prediction is at least 90% sure, Medium is between 80 and 90%, and Low is below 80%.
Prediction Confidence % - Shows the actual percentage behind the confidence rating. By default, this column
 is not displayed, but you can add it if you want. For more information, see Personalize Your Workspace.

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 let's 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.

Viewing a Payment Prediction for a Specific Sales Document

You can also predict late payments up-front. On the Sales Quotes, Sales Orders, and Sales Invoices pages, you
can use the Predict Payment action to generate a prediction for the sales document you're viewing.

Building Your Own Predictive Model

Interested in building your own predictive model? You can use Azure Machine Learning Studio to build your own
predictive model and use it in Business Central. To use your own model, you must subscribe to Azure Machine
Learning. For more information, see Azure Machine Learning Studio Documentation.
We do, however, offer an easier way for you to create and use your own predictive model. You can share data from
your invoices with our Prediction Experiment for Dynamics 365 Business Central in Azure Machine Learning, and
let our experiment create and train a predictive model based on your data. To share your data, on the Late
Payment Prediction Setup page, choose the Create My Model action. Afterward, predictions will be based on
your model and your data, not ours.

NOTE
The quality of the model is important. When our predictive experiment uses your data to train a model it determines a quality
value for the model as a percentage. The model quality indicates how accurate the model's predictions are likely to be. Several
factors can impact the quality of a model. For example, these factors might be that there was not 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. Models with a quality value below
the threshold will not produce predictions.

To use your model instead of ours

If you create your own model in Azure Machine Learning Studio, without using the tools in Business Central, you
must provide your credentials so that Business Central can access the model. There are a couple of steps to do that:
1. Choose the icon, enter Late Payment Prediction Setup, and then choose the related link.
2. Choose the Use My Azure Subscription check box.
3. In the Selected Model field, choose My Model.
4. 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
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

Generate due vendor payments or employee Making Payments

reimbursements, prepare check payments, and export
payments to a bank file when posting.

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 Use Item Charges to Account for Additional Trade Costs
item costs, such as freight, physical handling, insurance,
and transportation that you incur when purchasing.

Reimburse employees for personal expenses during Record and Reimburse Employees' Expenses
business activities by making payment to their bank
account.

See Related Training at Microsoft Learn

See Also
Purchasing
Managing Receivables
Use Item Charges to Account for Additional Trade Costs
General Business Functionality
Working with Business Central

Start a free trial!

 Making Payments
2 minutes to read • Edit Online

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 - Summary 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
12 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, 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.

Using Journal Templates and Batches

There are several general journal templates. Each journal template is represented by a dedicated page
with particular functions and the fields that are required to support those functions, such as the
Payment Reconciliation Journal page to process bank payments and the Payment Journal page to
pay your vendors or reimburse your employees. For more information, see Make Payments and
Reconcile Customer Payments with the Cash Receipt Journal or from Customer Ledger Entries.
For each journal template, you can set up your own personal journal as a journal batch. For example, you
can define your own journal batch for the payment journal that has your personal layout and settings.
The following tip is an example of how to personalize a journal.
 TIP
If you select the Suggest Balancing Amount check box on the line for your batch on the General Journal
Batches page, then the Amount field on, for example, general journal lines for the same document number is
automatically prefilled with the value that is required to balance the document. For more information, see Letting
Business Central Suggest Values.

Understanding Main Accounts and Balancing Accounts

If you have set up default balancing accounts for the journal batches on the General Journals page, the
balancing account will be filled in automatically when you fill in the Account No. field. Otherwise, fill in
both the Account No. field and the Bal. Account No. field manually. A positive amount in the Amount
field is debited to the main account and credited to the balancing account. A negative amount is credited
to the main account and debited to the balancing account.

NOTE
VAT is calculated separately for the main account and the balancing account, so they can use different VAT
percentage rates.

Working with Recurring Journals

A recurring journal is a general journal with specific fields for managing transactions that you post
frequently with few or no changes, such as rent, subscriptions, electricity, and heat. Using these fields for
recurring transactions, you can post both fixed and variable amounts. You can also specify automatic
reversal entries for the day after the posting date. You can also use allocation keys to divide the recurring
entries among various accounts. For more information, see Allocating Recurring Journal Amounts to
Several Accounts.
With a recurring journal, entries that will be posted regularly need to be typed in only once. That is, the
accounts, dimensions and dimension values and so on that you enter will be remain in the journal after
posting. If any adjustments are necessary, you can make them with each posting.
Recurring Method field
This field determines how the amount on the journal line is treated after posting. For example, if you will
use the same amount every time you post the line, you can let the amount remain. If you will use the
same accounts and text on the line but the amount will vary every time you post, you can choose to
delete the amount after posting.

TO SEE

Fixed The amount on the journal line will remain after posting.

Variable The amount on the journal line will be deleted after

posting.

Balance The posted amount on the account on the line will be

allocated among the accounts specified for the line in the
Gen. Jnl. Allocation table. The balance on the account will
thus be set to zero. Remember to fill in the Allocation %
field on the Allocations page. For more information, see
Allocating Recurring Journal Amounts to Several
Accounts.
 TO SEE

Reversing Fixed The amount on the journal line will remain after posting,
and a balancing entry will be posted on the next day.

Reversing Variable The amount on the journal line will be deleted after
posting, and a balancing entry will be posted on the next
day.

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.

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.

Recurring Frequency field

This field determines how often the entry on the journal line will be posted. It is a date formula field, and
it must be filled in for recurring journal lines. For more information, see Using Date Formulas.
Examples
If the journal line must be posted every month, enter "1M". After every posting, the date in the Posting
Date field will be updated to the same date in the next month.
If you want to post an entry on the last day of every month, you can do one of the following:
Post the first entry on the last day of a month by entering 1D+1M -1D (1 day + 1 month - 1 day).
With this formula, the posting date is calculated correctly regardless of how many days there are
in the month.
Post the first entry on any arbitrary day of a month by entering 1M+CM. With this formula, the
posting date will be after one full month + the remaining days of the current month.
Expiration Date field
This field determines the date on which the line will be posted for the last time. The line will not be
posted after this date.
The advantage of using the field is that the line will not be deleted from the journal immediately and you
can always replace the present expiration date with a later one so that you can use the line further into
the future.
If the field is blank, the line will be posted every time you post until it is deleted from the journal.
Allocating Recurring Journal Amounts to Several Accounts
On the Recurring General Journal page, you can choose the Allocations action to see or manage how
amounts on the recurring journal line are allocated to several accounts and dimensions. Note that an
allocation functions as balancing account line to the recurring journal line.
Just as in a recurring journal, you need to enter an allocation only once. The allocation will remain in the
allocation journal after posting, so you do not need to enter amounts and allocations every time you post
the recurring journal line.
If the recurring method in the recurring journal is set to Balance or Reversing Balance, then any
dimension value codes in the recurring journal are disregarded when the account is set to zero. So if you
allocate a recurring line to various dimension values on the Allocations page, then only one reversing
entry will be created. Therefore, if you allocate a recurring journal line that contains a dimension value
code, then you must not enter the same code on the Allocations page. If you do, the dimension values
will be incorrect.
Example: Allocating Rent Payments to Different Departments
You pay rent every month, so you have entered the rent amount on the cash account on a recurring
journal line. On the Allocations page, you can divide the expense among several departments
(Department dimension) according to the number of square feet that each one occupies. The calculation
is based on the allocation percentage on each line. You can enter various accounts on different allocation
lines (if rent will also be divided among several accounts), or you can enter the same account but with
various dimension value codes for the Department dimension on each line.

Working with Standard Journals

When you have created journal lines which you know you are likely to create again later, you can save
them as a standard journal before you post the journal. This functionality applies to item journals and
general journals.

NOTE
The following procedure refers to the item journal, but the information also applies to the general journal.

To save a standard journal

1. Choose the icon, enter Item Journals, and then choose the related link.
2. Enter one or more journal lines.
3. Select the journal lines that you want to reuse.
4. Choose the Save as Standard Journal action.
5. In the Save as Standard Item Journal request page, define a new or existing standard item
journal that the lines should be saved in.
If you have already created one or more standard item journals and you want to replace one of
these with the new set of item journal lines, in the Code field, select the code you want.
6. Choose the OK button to verify that you want to overwrite the existing standard item journal and
replace all its content.
7. Select the Save Unit Amount field if you want to save the values in the Unit Amount field of
the standard item journal.
8. Select the Save Quantity field if you want application to save the values in the Quantity field.
9. Choose the OK button to save the standard item journal.
When you have finished saving the standard item journal, the Item Journal page is displayed so you can
proceed to post it, knowing that it can easily be recreated next time you need to post the same or similar
lines.
To reuse a standard journal
1. Choose the icon, enter Item Journals, and then choose the related link.
2. Choose the Get Standard Journals action.
The Standard Item Journals page opens showing codes and descriptions for all existing standard
item journals.
3. To review a standard item journal before you select it for reuse, choose the Show Journal action.
Any changes you make in a standard item journal are implemented right away. They will be there
next time you open or reuse the standard item journal in question. You should therefore be sure
that the change is important enough to apply generally. Otherwise, make the specific change in
the item journal after the standard item journal lines have been inserted. See step 4 below.
4. On the Standard Item Journals page, select the standard item journal you want to reuse, and
then choose the OK button.
Now the item journal is filled with the lines you saved as the standard item journal. If journal lines
already existed in the item journal, the inserted lines will be placed under the existing journal lines.
If you did not check the Save Unit Amount field when you used the Save as Standard Item
Journal function job, then the Unit Amount field on lines that are inserted from the standard
journal is automatically filled with the item’s current value, copied from the Unit Cost field on the
item card.

NOTE
If you selected the Save Unit Amount or Save Quantity fields, you should now make sure the inserted
values are correct for this particular inventory adjustment before you post the item journal.

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.

To renumber document numbers in journals

To make sure that you do not receive posting errors because of the document number order, you can use
the Renumber Document Numbers function before you post a journal.
In all journals that are based on the general journal, the Document No. field is editable so that you can
specify different document numbers for different journal lines or the same document number for related
journal lines.
If the No. Series field on the journal batch is filled, then the posting function in general journals requires
that the document number on individual or grouped journal lines be in sequential order. To make sure
that you do not receive posting errors because of the document number order, you can use the
Renumber Document Numbers function before you post the journal. If related journal lines were
grouped by document number before you used the function, they will remain grouped but may be
assigned a different document number.
This function also works on filtered views.
Any renumbering of document numbers will respect related applications, such as a payment application
that has been made from the document on the journal line to a vendor account. Accordingly, the
Applies-to ID and Applies-to Doc. No. fields on the affected ledger entries may be updated.
The following procedure is based on the General Journal page, but applies to all other journals that are
based on the general journal, such as the Payment Journal page.
1. Choose the icon, enter General Journals, and then choose the related link.
2. When you are ready to post the journal, choose the Renumber Document Numbers action.
Values in the Document No. field are changed, where required, so that the document number on
individual or grouped journal lines are in sequential order. After documents are renumbered, you can
proceed to post the journal.

See Related Training at Microsoft Learn

See Also
Post Transactions Directly to the General Ledger
Reverse Journal Postings and Undo Receipts/Shipments
Allocate Costs and Income
Finance
Working with Business Central
 Record Payments and Refunds in the Payment
Journal
2 minutes to read • Edit Online

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.

To make payments in the payment journal

1. Choose the icon, enter Payment Journals, and then choose the related link.
2. Open the journal batch that is dedicated to payments.
3. If you know who to pay or refund, fill in the fields manually. Hover over a field to read a short description.
4. To also apply the payment to the related invoice or credit memo, choose the Applies-to Doc No. field, on
the Apply Vendor Entries page, select the relevant invoice or credit memo, and then choose the OK
button.
Many fields, such as the Document Amount and Due Date fields, are now filled in with information
from the selected document.
5. Alternatively, use the Suggest Vendor Payments function. All the applies-to information and amounts
are then also entered on the journal lines. For more information, see Suggest Vendor Payments.
Messages will guide you to fill in the required fields correctly.
6. When all payment journal lines are completed, choose the Post action.

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
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.

To use the Suggest Vendor Payments function

1. Choose the icon, enter Payment Journals, and then choose the related link.
2. Open the relevant journal, and then choose the Suggest Vendor Payments action.
3. Fill in the fields as necessary. Hover over a field to read a short description.
4. Choose the OK button.

To insert the due date as posting date on payment journal lines

When you use the Suggest Vendor Payments batch job to create payment lines for your vendors, you can fill
two special fields to make sure that the generated lines use the due date to calculate the posting date. These fields
are Calculate Posting Date from Applies-to-Doc Due Date and Applies-to-Doc Due Date Offset.

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
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.

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
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.

To pay a vendor invoice with a computer check

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.
3. In the Payment Method Code field, select Check.
4. In the Bank Payment Type field, select Computer Check.
5. Choose the Print Check action.
6. On the Check page, fill in the fields as necessary. Hover over a field to read a short description.
7. Choose the Send to button, select the PDF Document option, and then choose the OK button.
The physical checks can now be brought to the bank for processing. Proceed to post the payment as
applied to the vendor and thereby paid in the system.
8. Choose the Post action.
Fully applied vendor ledger entries and bank ledger entries are created.
 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 cancel printed checks that are not posted

You can cancel non-posted checks after they have been printed by using the Void Check action on the Payment
Journal page.
1. On the Payment Journal page, choose the Void Check, and then choose which checks to cancel.

To void checks
When check payment have been posted, you can only cancel (void) checks from the resulting bank ledger entries.
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.

To view a summary of posted checks

If you want to review posted checks, for example to verify multiple checks paid to one vendor, you can use the
Bank Account - Check Details report.
1. Choose the icon, enter Bank Account - Check Details, and then choose the related link.
2. Set filters as relevant, and then choose the Preview 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
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.

Setting Up the AMC Banking 365 Fundamentals Extension

Activate the AMC Banking 365 Fundamentals extension to have any bank statement file converted to a format that
you can import or to have your exported payment files converted to the format that your bank requires. For more
information, see Using the AMC Banking 365 Fundamentals extension.

Setting Up SEPA Credit Transfer

From the Payment Journal page, you can export payments to a file for upload to your electronic bank for
processing of the related money transfers. Business Central supports the SEPA Credit Transfer format, but in your
country/region, other formats for electronic payments may be available.
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 payment electronically by exporting payment files in the SEPA Credit Transfer format, you
must perform the following setup steps:
Set up the bank account in question to handle the SEPA Credit Transfer format
Set up vendor cards to process payments by exporting files in the SEPA Credit Transfer format
Set up the related general journal batch to enable payment export from the Payment Journal page
Connect the data exchange definition for one or more payment types with the relevant payment method or
methods
To set up a bank account for SEPA Credit Transfer
1. In the Search box, enter Bank Accounts, and then choose the related link.
2. Open the card of the bank account from which you will export payment files in the SEPA Credit Transfer
format.
3. On the Transfer FastTab, in the Payment Export Format field, choose SEPADD.
4. In the SEPA CT Msg. ID No. Series field, choose a number series from which numbers are assigned to
SEPA credit transfer entries.
5. Make sure the IBAN field is filled.

NOTE
The Currency Code field must be set to EUR, because SEPA credit transfers can only be made in the EURO currency.

To set up a vendor card for SEPA Credit Transfer

1. In the Search box, enter Vendors, and then choose the related link.
2. Open the card of the vendor whom you will pay electronically by export payment files in the SEPA Credit
Transfer format.
3. On the Payment FastTab, in the Payment Method Code field, choose BANK.
4. In the Preferred Bank Account field, choose the bank to which the money will be transferred when it is
processed by your electronic bank.
The value in the Preferred Bank Account field is copied to the Recipient Bank Account field on the
Payment Journal page.
To set the payment journal up to export payment files
1. In the Search box, enter Payment Journals, and then choose the related link.
2. Open the payment journal that you use to process payments by exporting files in the SEPA Credit Transfer
format.
3. In the Batch Name field, choose the drop-down button.
4. On the General Journal Batches page, choose the Edit List action.
5. On the line for the payment journal that you will use to export payments, select the Allow Payment Export
check box.
To connect the data exchange definition for one or more payment types with the relevant payment method or
methods
1. In the Search box, enter Payment Methods, and then choose the related link.
2. On the Payment Methods page, select the payment method that is used to export payments from, and then
choose the Pmt. Export Line Definition field.
3. On the Pmt. Export Line Definitions page, select the code that you specified in the Code field on the Line
Definitions FastTab in step 4 in the “To describe the formatting of lines and columns in the file” section in the
Set Up Data Exchange Definitions procedure.
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.

Preparing the Payment Journal

Fill the payment journal with lines for due payments to vendors, with the option to insert posting dates based on
the due date of the related purchase documents. For more information, see Managing Payables.

Exporting Payments to a Bank File

When you are ready to make payments to your vendors, or reimbursements to your employees, you can export a
file with the payment information on the lines on the Payment Journal page. You can then upload the file to your
bank to process the related money transfers.
In the generic version of Business Central, the AMC Banking 365 Fundamentals extension is available. In North
American versions, the same extension 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.

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 Export
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 Export action.
4. On the Export 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 Exported 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 Exported to Payment File
column or the Total Exported 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 Exported 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 Export History 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 Reexport 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 Reexport Payment to File action.

Posting the Payments

When the electronic payment is successfully processed by the bank, post the payments. For more information, see
Making Payments.

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
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.
To settle purchase invoices promptly
1. Choose the icon, enter Purchase Invoices, and then choose the related link.
2. Choose the New action.
3. To pay either in cash or by bank transfer, enter the number of the general ledger cash account or the bank
account in the Bal. Account No. field.

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 first insert them with the design facilities. For more information, see Personalize
Your Workspace.

NOTE
If you frequently pay purchase invoices in cash, 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.

See Also
Managing Payables
Purchasing
Working with Business Central
 Export a Positive Pay File
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.

To set up a bank account for Positive Pay

1. Choose the icon, enter Bank Accounts, and then choose the related link.
2. Open the card for the bank that you want to use Positive Pay for.
3. In the Positive Pay Export Code field, enter POSPAYBANK.
4. Close the page.

To export a Positive Pay file

1. Choose the icon, enter Bank Accounts, and then choose the related link.
2. Select the bank account that you want to export a Positive Pay file for.
3. Choose Positive Pay Export action.
The Positive Pay Export page opens displaying payments that have been made for the bank account since
the last upload date, as shown in the Last Upload Date and Last Upload Time fields.
4. In the Cutoff Upload Date field, specify a date before which payments are not included in the exported
file.
5. Choose the Export action.
6. On the Export File page, choose the Save button, and then save the file to a convenient location.
7. Upload the file to your electronic bank site.
8. Write down or copy the confirmation number that is displayed when the file upload is successful.
To view exported Positive Pay records
1. Choose the icon, enter Bank Accounts, and then choose the related link.
2. Select the bank account that you want to view Positive Pay export records for.
3. Choose the Positive Pay Entries action.
On the Positive Pay Entries page, you can see all the Positive Pay export records for the bank account.
4. In the Confirmation Number field, enter, for each export record, the confirmation number that you
receive when the file upload to the bank is successful.
5. To view the related payment lines, choose the Positive Pay Entry Details action.
To reexport Positive Pay files
1. Choose the icon, enter Bank Accounts, and then choose the related link.
2. Select the bank account that you want to reexport Positive Pay files for.
3. Choose the Positive Pay Entries action.
4. Select the line for the Positive Pay export file that you want to reexport.
5. On the Positive Pay Entries page, choose the Reexport Positive Pay to File action.

See Also
Finance
Setting Up Finance
Working with General Journals
Working with Business Central
 Applying Payments Automatically and Reconciling
Bank Accounts
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.
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 by Reconcile Payments Using Automatic Application
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.

Link text on payments to specific customer, vendor, or general Map Text on Recurring Payments to Accounts for Automatic
ledger accounts to always post recurring cash receipts or Reconciliation
expenses to those accounts when no documents exist to apply
to.
 TO SEE

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.

See Related Training at Microsoft Learn

See Also
Reconcile Bank Accounts
Managing Receivables
Sales
Working with Business Central
 Reconcile Payments Using Automatic Application
6 minutes to read • Edit Online

The Payment Reconciliation Journal page specifies payments, either incoming or outgoing, that have been
recorded as transactions on your online bank account and that you can apply to their related open customer,
vendor, and bank account ledger entries. The lines in the journal are filled by importing a bank statement as a
bank feed or file.

NOTE
The page offers automatic matching functionality that applies 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. 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.
If you want to import bank statements as bank feeds, you must first enable the Envestnet Yodlee Bank Feeds
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 Import 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. For more
information, see Set Up the Envestnet Yodlee Bank Feeds Service.
With the Map Text to Account action, 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. See step 8. For more information, see Map Text on Recurring Payments to
Accounts for Automatic Reconciliation.
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.
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. 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 between Low and High to indicate the quality of the data matching that the
suggested payment application is based on. In addition, the Account Type and Account No. fields are filled
with information about the customer or vendor that the payment is applied to. If you have set up a text-to-
account mapping, the automatic application can result in a match confidence value of High - Text-to-
Account Mapping.
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. 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 payment reconciliation journal on the Payment Reconciliation Journals page. The following procedure
describes how to import bank transactions into the Payment Reconciliation Journal page after you have created a
new journal.

To reconcile payments using automatic application

1. Choose the icon, enter Payment Reconciliation Journals, and then choose the related link.
2. To work in a new payment reconciliation journal, choose the New Journal action.
3. On the Payment Bank Account List page, select the bank account that you want to reconcile
payments for, and then choose the OK button. The Payment Reconciliation Journal page opens
prepared for the selected bank account.
4. Choose the Import Bank Transactions action. If the bank account for the selected journal is not set up
for import of bank transactions, then a dialog box will open to help you fill in the relevant fields.
5. On the Select a file to import page, select the file that contains the bank transactions for payments
that you want to reconcile, and then choose the Open button.
6. If the Bank Statement service is enabled, on the Bank Statement Filter page that opens automatically,
specify the date interval for the bank statements to be imported.
The Payment Reconciliation Journal page is filled with lines for payments representing bank
transactions in the imported bank statement.
On lines for payments that have been automatically applied to their related open entries, the Match
Confidence field has a value between Low and High to indicate the quality of the data matching that
the suggested payment application is based on. In addition, the Account Type and Account No. fields
are filled with information about the customer or vendor that the payment is applied to.
7. Select a journal line, and then, choose the Apply Manually action to review, reapply, or apply the
payment manually on the Payment Application page. For more information, see Review or Apply
Payments After Automatic Application.
When you have finished your manual application, the Match Confidence field on the journal line that
you have processed manually contains Accepted.
8. Select an unapplied journal line for a recurring cash receipt or expense, such as a car gasoline purchase,
and then choose the Map Text to Account action. For more information, see Map Text on Recurring
Payments to Accounts for Automatic Reconciliation
9. When you have finished your mapping of payment text to accounts, choose the Apply Manually
action.
10. When you are content that all payments on the journal lines are correctly applied or set to direct
posting, choose the Post action, and then choose one of the options:
Post Payments and Reconcile Bank Accounts - To post the payments as applied and also close
the related bank account ledger entries as reconciled.
Post Payments Only - To only post the payments as applied, but leave the related bank account
ledger entries open. Required that you reconcile the bank account separately, for example: For more
 information, see Reconcile Bank Accounts.
Test Report - To review the result of posting before you post. The Bank Account Statement
report opens and shows the same fields as at the bottom of the Payment Reconciliation Journal
page.
When you post the payment reconciliation journal, the applied open entries memos are closed, and the related
customer, vendor, or general ledger accounts are updated. For payments on journal lines based on text-to-
account mapping, the specified customer, vendor, and general ledger accounts are updated. For all journal
lines, bank account ledger entries are created. If you choose the Post Payments and Reconcile Bank
Account action, any open bank account ledger entries related to the applied customer or vendor ledger
entries will be closed. This means that the bank account is automatically reconciled for payments that you post
with the journal.
You can compare the value in the Balance on Bank Account After Posting field together with the value in
the Statement Ending Balance field to track when the bank account is reconciled based on payments that
you post.

NOTE
If you do not want to reconcile the bank account from the Payment Reconciliation Journal page, then you must use
the Bank Acc. Reconciliation page. For more information, see Reconcile Bank Accounts.

See Also
Managing Receivables
Sales
Working with Business Central
 Review or Apply Payments Manually After
Automatic Application
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 Entry 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.

To review or apply payments after automatic application

1. Choose the icon, enter Payment Reconciliation Journals, and then choose the related link.
2. Open the payment reconciliation journal for a bank account that you want to reconcile payments for. For more
information, see Reconcile Payments Using Automatic Application.
3. On the Payment Reconciliation Journal page, select a payment that you want to review or manually apply
to one or more open entries, and then choose the Apply Manually action.
4. Select the Applied check box on the line for the open entry that you want to apply the payment to.
5. The payment amount, which is also shown in the Transaction Amount field on the Payment Application
page, is inserted in the Applied Amount field, but you can modify the field, for example if you want to apply
the amount to several open entries.
6. To apply a part of the paid amount to another open entry for the account, for example to apply a lump-sum
payment, select the Applied check box for the line. The applied amount is automatically deducted from the
transactions amount to reflect the distribution on the two open entries.
7. To apply a part of a payment to one or more open entries that does not exist in the database, create a new line
under the line for the same account. In the Applied Amount field, enter the amount to apply on the new line,
and then adjust the Applied Amount field on the existing line.
8. Repeat steps 5, 6, or 7 for other open entries that you want to apply a full or partial payment amount to.
9. When you have reviewed a payment application or manually applied to one or more open entries, choose the
Accept Application action.
The Payment Application page closes, and on the Payment Reconciliation Journal page, the value in the
Match Confidence field is changed to Accepted to indicate to you that you have reviewed or manually applied
the payment.

See Also
Managing Receivables
Sales
Working with Business Central
 Reconcile Payments that Cannot be Applied
Automatically
2 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.
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 button and then specify to
which account the amount in the Difference field will be posted when you post the payment reconciliation
journal.

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.

To reconcile payments that cannot be applied automatically

1. Choose the icon, enter Payment Reconciliation Journals, and then choose the related link.
2. Open a payment reconciliation journal. For more information, see Reconcile Payments Using Automatic
Application.
3. Choose the Transfer Difference to Account. The Transfer Difference to Account page opens.
4. In the Account Type field, specify if the type of account that the payment amount will be posted to.
5. In the Account No. field, specify the account that the payment amount will be posted to.
6. In the Description field, specify text that describes this direct payment posting. By default, the text in the
Transaction Text field on the payment reconciliation journal line is inserted.
7. Choose the OK button.
If the value in the Difference field was equal to the value in the Transaction Amount field when you post the
payment reconciliation journal, the whole payment on the journal line will be posted directly to the specified
balancing account.
If the value in the Difference field was lower than the value in the Transaction Amount field, then an additional
journal line will be created with the same text and date and with the difference inserted in the Transaction
Amount field. On the original journal line, the difference will be deducted from the value in the Transaction
Amount field, and the payment will remain applied to its related customer, vendor, or bank account ledger entry.
When you post the payment reconciliation journal, one part of the payment will be posted as an applied
payment. The other part of the payment will be posted directly to the specified account.

See Also
Managing Receivables
Sales
Working with Business Central
 Map Text on Recurring Payments to Accounts for
Automatic Reconciliation
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.

To map text on recurring payments to accounts for automatic

reconciliation
1. Choose the icon, enter Payment Reconciliation Journals, and then choose the related link.
2. Open a payment reconciliation journal. For more information, see Reconcile Payments Using Automatic
Application.
3. Choose the Map Text to Account action. The Text-to-Account Mapping page opens.
4. In the Mapping Text field, enter any text that occurs on payments that you want to post to specified
accounts without applying to an open entry. You can enter up to 50 characters.

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.

Example: Text-to-Account Mapping for Fuel Expense

To always post fuel expenses incurred at Shell gas stations to the general ledger account for gasoline (account
8510), fill a line on the Text-to-Account Mapping page as follows.

MAPPING TEX T DEBIT ACC. NO. CREDIT ACC. NO. BAL. SOURCE TYPE BAL. SOURCE NO.

Shell BLANK 8510 G/L Account BLANK

See Also
Managing Receivables
Sales
Set Up the Envestnet Yodlee Bank Feeds Service
Customizing Business Central Using Extensions
Working with Business Central
 Reconcile Customer Payments from a List of Unpaid
Sales Documents
12 minutes to read • Edit Online

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.

To set up the payment registration journal

Because you can post different payment types to different balancing accounts, you must select a balancing
account on the Payment Registration Setup page before you start processing customer payments. If you
always post to the same balancing account, you can set that account as the default and avoid this step every time
that you open the Register Customer Payments page.
1. Choose the icon, enter Payment Registration Setup, and then choose the related link.
Alternatively, on the Register Customer Payments page, choose the Setup action.
2. Fill in the fields on the Payment Registration Setup page. Choose a field to read a short description of
the field or link to related information.

To register customer payments individually

1. Choose the icon, enter Register Customer Payments, and then choose the related link.
The Register Customer Payments page shows all posted documents for which a payment can be
registered. The page can also be opened from the Customers and Customer Card pages where it is
automatically filtered for the specified customer.
2. Select the Payment Made check box on the line that represents the posted document for which a payment
has been made.
If the Auto Fill Date Received check box is selected on the Payment Registration Setup page, then the
work date is entered 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.
4. In the Amount Received field, enter the amount that has been paid.
For full payments, this is the same as the amount in the Remaining Amount field on the line. For partial
payments, this is lower than the amount in the Remaining Amount field on the line.
5. Repeat steps 2-4 for other lines that represent posted documents for which payments are made.
6. Choose the Post Payments action.
The payment information is posted for documents represented by lines where the Payment Made check box is
selected.
Payments entries are posted to general ledger, bank, and customer accounts. Each payment is applied to the
related posted sales document.

To reconcile lump-sum payments

1. Choose the icon, enter Payment Registration, and then choose the related link.
2. Select the Payment Made check box on the lines that represent posted documents for the same customer
for which a lump-sum payment has been made.

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.

To process customer payments with discounts manually

If you have agreed on a payment discount with your customer, then the payment amounts can be lower than the
invoice amounts if payment occurs before the agreed discount date.
The following procedures explains four different ways to post discounted payments on the Payment
Registration page.
The payment amount is equal to the remaining discounted amount, and the payment date is before the
discount date. You post the payment as is.
The payment amount is equal to the remaining discounted amount, but the payment date is after the discount
date. You post the payment as partial. The document remains open to collect/pay the remaining amount.
Alternatively, you set the discount date later to allow the payment in full.
The payment amount is lower than the remaining discounted amount. You post the payment as partial. The
document remains open to collect/pay the remaining amount.
The payment amount is more than the remaining discounted amount. You post the payments as is. Only the
remaining amount is posted. The additional amount is credited to the customer.
To process a payment amount that is equal to the discounted amount and where the payment date is before
the discount date
1. Choose the icon, enter Payment Registration, and then choose the related link.
2. Enter the payment amount in the Amount Received field. The amount is equal to the amount in the Rem.
Amt. after Discount field.
The Payment Made check box is automatically selected, and the Date Received field is filled with the
work date.
3. In the Date Received field, enter the payment date. The date is before the date in the Pmt. Discount
Date field.
4. Verify that the Remaining Amount field contains zero (0).
5. Choose the Post Payments action to post the full payment to general ledger, bank, and customer accounts.
To process a payment amount that is equal to the discounted amount but where the payment date is after the
discount date
1. Choose the icon, enter Payment Registration, and then choose the related link.
2. Enter the payment amount in the Amount Received field. The amount is equal to the amount in the Rem.
Amt. after Discount field.
The Payment Made check box is automatically selected, and the Date Received field is filled with the
work date.
3. In the Date Received field, enter a payment date that is after the date in the Pmt. Discount Date field.
Date fields change to red font, and an error message is shown at the bottom of the page.
 TIP
If you want to make an exception and grant the discount even though the payment is late, follow these steps:

4. Choose the Details action.

5. On the Payment Registration Details page, in the Pmt. Discount Date field on the Payment Discount
FastTab, enter a date that is after the date in the Date Received field on the Payment Registration page.
The error message and the red font disappear, and you can proceed to process the discounted payment.
6. Verify that the Remaining Amount field contains the amount that remains to pay the full invoice amount.
7. Choose the Post Payments action to post the partial payment to general ledger, bank, and customer
accounts.
The related document remains open.
To process a payment that is lower than the remaining discounted amount
1. Choose the icon, enter Payment Registration, and then choose the related link.
2. Enter the payment amount in the Amount Received field. The amount is lower than the amount in the
Rem. Amt. after Discount field.
The Payment Made check box is automatically selected, and the Date Received field is filled with the
work date.
3. In the Date Received field, enter the payment date. The date is before the date in the Pmt. Discount
Date field.
4. Verify that the Remaining Amount field contains the amount that remains to pay the discounted amount.
5. Choose the Post Payments action to post the partial payment to general ledger, bank, and customer
accounts.
The related document remains open.
To process a payment that is more than the remaining discounted amount
1. Choose the icon, enter Payment Registration, and then choose the related link.
2. Enter the payment amount in the Amount Received field. The amount is more than the amount in the
Rem. Amt. after Discount field.
The Payment Made check box is automatically selected, and the Date Received field is filled with the
work date.
3. In the Date Received field, enter the payment date. The date is before the date in the Pmt. Discount
Date field.
4. Verify that the Remaining Amount field contains zero (0).
5. Choose the Post Payments action to post the full payment to general ledger, bank, and customer accounts.
The related document is closed, and the customer is credited the excess payment amount.

To find a specific sales document that is not fully invoiced

The Payment Registration page supports you in tasks needed to balance internal accounts with actual cash
figures to ensure effective collection from customers. It shows outstanding incoming payments as lines that
represent sales documents where an amount is due for payment.
Typically, when a payment has been made, recorded in the bank or otherwise, the related sales or purchase
document is represented as a line on the Payment Registration page because the document in question is
waiting for the payment to be posted against the outstanding amount. However, sometimes a payment that has
been made is not represented by a line on the Payment Registration page, typically because the document in
question has not been fully invoice posted.
On the Document Search page, you can search among documents that are not fully invoiced. You can search
based on one or more of the following criteria:
Document number
Amount or amount range
The following procedure explains how to find a specific document by using both search criteria.
1. Choose the icon, enter Payment Registration, and then choose the related link.
2. With the pointer on any line, Choose the Search Documents action.
3. On the Document Search page, enter a search value in the Document No. field.

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.

To record or post a payment without a related document

If a payment in the bank is not represented by any document in Business Central, then you can open a prefilled
general journal line 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 clarified.
1. Choose the icon, enter Payment Registration, and then choose the related link.
Proceed to record an undocumented payment.
2. Choose the General Journal action.
The General Journal page opens with one line prefilled with the balancing account of the journal batch
that is set up on the Payment Registration Setup page.
3. Fill in the remaining fields on the general journal line, such as the amount and the customer number or
other information from the bank statement. For more information, see Post Transactions Directly to the
General Ledger.
You can either post the journal line to update the total on the balancing account. Alternatively, you can leave the
journal line unposted, and perhaps append it with a note that the payment needs more analysis.
If you leave the journal line unposted, it will add to the value in the Unposted Balance field at the bottom of the
Payment Registration page.

See Also
Managing Receivables
Sales
Working with Business Central
 Reconcile Customer Payments with the Cash Receipt
Journal or from Customer Ledger Entries
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.

You can apply customer ledger entries in several ways:

By entering information on dedicated pages:
The Payment Reconciliation Journal page. For more information, see Applying Payments
Automatically and Reconciling Bank Accounts.
The Payment Registration page. For more information, see Reconcile Customer Payments from a List
of Unpaid Sales Documents.
The Cash Reciept Journal. This is described below.
By filling in the Applies-to Doc. No. field on sales credit memo documents. This is described below.
By using the Set Applies-to ID action on a customer ledger entry. This is described below.

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.

To fill and post a cash receipt journal

A cash receipt journal is a type of general journal, so you can use it to post transactions to general ledger, bank,
customer, vendor, and fixed assets accounts. You can apply the payment to one or more debit entries when you
post the payment, or you can apply from the posted entries later.
1. Choose the icon, enter Cash Receipt Journal, and then choose the related link.
2. Choose the Edit Journal action.
3. Select the relevant batch in the Batch Name field.
4. Fill in the Posting Date field.
5. In the Document Type field, select Payment.
 The Document No. field is filled by the number series assigned to the batch.
6. Use the External Document No. field to store an identifier, such as the customer's check number.
7. In the Account Type field, select Customer.
8. In the Account No. field, select the relevant G/L account.
9. If you want to post the application at the same time as you post the journal, do one of the following.
10. In the Balancing Account Type field, select G/L Account for cash payments, and Bank Account for
other payments.
11. In the Balancing Account No. field, select the cash account for cash payments, or the relevant bank
account for other payments.
12. Post the journal.

To apply a payment to a single customer ledger entry

1. Choose the icon, enter Cash Receipt Journal and choose the related link.
2. Choose the Edit Journal action.
3. On the first journal line, enter the relevant information about the entry to be applied.
4. In the Document Type field, enter Payment.
5. In the Account Type field, enter Customer.
6. In the Bal. Account Type field, enter Bank Account.
7. In the Applies-to Doc. No. field, choose the field to open the Apply Customer Entries page.
8. On the Apply Customer Entries page, select the entry to apply the payment to.
9. In the Amount to Apply field, enter the amount you want to apply to the entry. If you do not enter an
amount, the maximum amount is applied.
At the bottom of the Apply Customer Entries page, you can see the specific amount in the Applied
Amount field and also whether the application balances.
10. Choose the OK button. The Cash Receipt Journal page now shows the entry you have selected entered
in the Applies-to Doc. Type and Applies-to Doc. No. fields.
11. Post the cash receipt journal.

To apply a payment to multiple customer ledger entries

1. Choose the icon, enter Cash Receipt Journal, and then choose the related link.
2. Choose the Edit Journal action.
3. On the first journal line, enter the relevant information about the entry to be applied.
4. In the Document Type field, enter Payment.
5. In the Account Type field, enter Customer.
6. In the Bal. Account Type field, enter Bank Account.
7. In the Amount field, enter the full payment as a negative amount.
 8. To apply the payment to multiple customer ledger entries when posting, choose the Apply Entries action.
9. Select the lines with the entries that you want the applying entry to be applied to, and then choose the Set
Applies-to ID action.
10. On each line, in the Amount to Apply field, enter the amount you want to apply to the individual entry. If
you do not enter an amount, the maximum amount is applied.
At the bottom of the Apply Customer Entries page, you can see the specific amount in the Applied
Amount field and also whether the application balances.
11. Choose the OK button.
12. Post the cash receipt journal.

To apply a credit memo to a single customer ledger entry

1. Choose the icon, enter Sales Credit Memos, and then choose the related link.
2. Open the relevant sales credit memo.
3. To apply the credit memo to a single customer ledger entry when posting, in the Applies-to Doc. No.
field, select the entry to which you want to apply the payment.
4. On the line in the Amount to Apply field, enter the amount you want to apply to the entry.
If you do not enter an amount, application automatically applies the maximum amount. At the bottom of
the Apply Customer Entries page, you can see the specific amount in the Applied Amount field and
also whether the application balances.
5. Choose the OK button. The Sales Credit Memo page now shows the entry you have selected entered in
the Applies-to Doc. Type and Applies-to Doc. No. fields. And the amount of the credit memo to be
posted, adjusted for any possible payment discounts.
6. Post the credit memo.

To apply a credit memo to multiple customer ledger entries

1. Choose the icon, enter Sales Credit Memos, and then choose the related link.
2. Open the relevant sales credit memo.
3. To apply the credit memo to multiple customer ledger entries when posting, choose the Apply Entries
action.
4. Select the lines with the entries that you want the applying entry to be applied to, and then choose the Set
Applies-to ID action.
5. On each line, in the Amount to Apply field, enter the amount you want to apply to the individual entry. If
you do not enter an amount, the maximum amount is applied.
At the bottom of the Apply Customer Entries page, you can see the specific amount in the Applied
Amount field and also whether the application balances.
6. Choose the OK button. The Sales Credit Memo page now shows the amount of the credit memo to be
posted, adjusted for any possible payment discounts.
7. Post the credit memo.

To apply posted customer ledger entries

1. Choose the icon, enter Customers, and then choose the related link.
2. Open the customer card for the customer with entries that you want to apply.
3. Choose the Ledger Entries action, and then select the line with the entry that will be the applying entry.
4. Choose the Apply Entries action. The Apply Customer Entries page opens showing the open entries for
the customer.
5. Select the lines with the entries that you want the applying entry to be applied to, and then choose the Set
Applies-to ID. action.
6. For each line in the Amount to Apply field, enter the amount you want to apply to the individual entry. If
you do not enter an amount, the maximum amount is applied.
At the bottom of the Apply Customer Entries page, you can see the specific amount in the Applied
Amount field.
7. Choose the Post Application action. The Post Application page appears with the document number of
the applying entry and the posting date of the entry with the most recent posting date.
8. Choose the OK button to post the application.
If the posted application has resulted in closed customer ledger entries, the Open field is cleared for these
ledger entries.
9. To see the ledger entries, choose the icon, enter Customers, and then choose the related link. Browse to
the card for the relevant customer to see the ledger entries.
On the ledger entry list, on the line that contains the ledger entry that was fully applied to, you can see that the
Open check box is not selected.

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.

To apply customer ledger entries in different currencies to one another

If you sell to a customer in one currency and receive payment in another currency, you can still apply the invoice
to the payment.
If you apply an entry (Entry 1) in one currency to an entry (Entry 2) in a different currency, the posting date on
Entry 1 is used to find the relevant exchange rate to convert amounts on Entry 2. The relevant exchange rate is
found on the Currency Exchange Rates page.
Applying customer ledger entries in different currencies must be enabled. For more information, see Enable
Application of Ledger Entries in Different Currencies.
1. Choose the icon, enter Cash Receipts Journal, and then choose the related link.
2. Open the journal you want, and fill in the first empty journal line using a currency code.
3. Choose the Apply Entries action.
4. Select the line with the entry you want to apply to the entry in the cash receipt journal, choose the Set
Applies-to ID action, and then select the entry you want to apply to.
5. Choose the OK button to return to the cash receipt journal.
6. Post the sales journal.

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.

To correct an application of customer entries

When you correct an application, correcting entries that are identical to the original entry but with opposite sign
in the amount field are created and posted for all entries, including all general ledger posting derived from the
application, such as payment discount and currency gains/losses. The entries that were closed by the application
are reopened.
1. Choose the icon, enter Customers, and then choose the related link.
2. Open the relevant customer card.
3. Choose the Ledger Entries action.
4. Select the relevant ledger entry, and then choose the Unapply Entries action.
5. Alternatively, choose the Detailed Ledger Entry action.
6. Select the application entry, and then choose the Unapply Entries action.
7. Fill in the fields in the header, and then choose the Unapply action.

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
 Reconcile Vendor Payments with the Payment
Journal or from Vendor Ledger Entries
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.

You can apply vendor ledger entries in three different ways:

By entering information in dedicated pages, such as the Payment Journal page and the Payment
Reconciliation Journal page.
From purchase credit memo documents.
From vendor ledger entries after purchase documents are posted but not applied.

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.

To apply a payment to a single or multiple vendor ledger entries

1. Choose the icon, enter Payment Journal, and then choose the related link.
2. On the Payment Journal page, on the first journal line, enter the relevant information about the payment
entry.
3. To apply a single vendor ledger entry:
a. In the Applies-to Doc. No. field, choose the field to open the Apply Vendor Entries page.
b. On the Apply Vendor Entries page, select the entry to apply the payment to.
c. On the line in the Amount to Apply field, enter the amount to apply to the entry.
4. Or, to apply multiple vendor ledger entries:
a. Choose the Apply Entries action.
 b. On the Apply Vendor Entries page, select the lines with the entries to apply the payment to.
c. Choose the Set Applies-to ID action.
d. On each line in the Amount to Apply field, enter the amount to apply to the individual entry.
If you do not enter an amount, then the maximum amount is automatically applied. At the bottom of
the Apply Vendor Entries page, you can see the amount in the Applied Amount field, and you can
see whether the application balances.
5. Choose the OK button.
6. Choose the Post action to post the payment journal.

To apply a credit memo to a single or multiple vendor ledger entries

1. Choose the icon, enter Purchase Credit Memo, and then choose the related link.
2. Open the credit memo that you want to apply.
3. Enter the relevant information in the header.
4. To apply a single vendor ledger entry, on the Application FastTab, in the Applies-to Doc. No. field, select
the entry to apply the credit to, and then, in the Amount to Apply field, enter the amount to apply to the
entry.
5. Or, to apply multiple vendor ledger entries:
a. Choose the Apply Entries action.
b. Select the lines with the entries to apply the credit memo to.
c. Choose the Set Applies-to ID action.
d. On each line in the Amount to Apply field, enter the amount to apply to the individual entry.
If you do not enter an amount, then the maximum amount is automatically applied. At the bottom of
the Apply Vendor Entries page, you can see the amount in the Applied Amount field, and you
can see whether the application balances.
6. Choose the OK button.
The Purchase Credit Memo page shows the entry that you have selected in the Applies-to Doc. Type
field and the Applies-to Doc. No. field. The page also shows the amount of the credit memo to be posted,
adjusted for any payment discounts.
7. Choose the Post button to post the purchase credit memo.

To apply posted vendor ledger entries

1. Choose the icon, enter Vendors, and then choose the related link.
2. Open the relevant vendor with entries that have already been posted.
3. Choose the Ledger Entries action, and then choose the Apply Entries action.
4. On the Apply Vendor Entries page, you can see the open entries for the vendor.
5. Select the line with the entry that will be applied.
6. Choose the Set Applies-to ID action.
The Applies-to ID field displays three asterisks if you work in a single-user system or your user ID if you
 work in a multiuser system.
7. For each line in the Amount to Apply field, enter the amount to apply to the individual entry.
If you do not enter an amount, then the maximum amount is automatically applied. You can see the amount
in the Applied Amount field at the bottom of the Apply Vendor Entries page.
8. Choose the Post Application action.
The Post Application page opens with the document number of the applying entry and the posting date
of the entry with the most recent posting date.
9. Choose the OK button to post the application.

To apply vendor ledger entries in different currencies to one another

If you buy from a vendor in one currency and make payment in another currency, you can still apply the invoice to
the payment.
If you apply an entry (Entry 1) in one currency to an entry (Entry 2) in a different currency, the posting date on
Entry 1 is used to find the relevant exchange rate to convert amounts on Entry 2. The relevant exchange rate is
found on the Currency Exchange Rates page. In that case, you must enable application of vendor ledger entries
in different currencies. For more information, see Enable Application of Ledger Entries in Different Currencies
1. Choose the icon, enter Payment Journal, and then choose the related link.
2. Open the journal you want, and fill in the first empty journal line using a currency code.
3. Choose the Apply Entries action.
4. Select the line with the entry you want to apply to the entry in the payment journal, choose the Set Applies-to
ID action, and then select the entry you want to apply to.
5. Choose the OK button to return to the payment journal.
6. Post the payment journal.

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.

To unapply an application of vendor entries

When you unapply an erroneous application, correcting entries that are identical to the original entry but with
opposite sign in the amount field are created and posted for all entries, including all general ledger posting
derived from the application, such as payment discount and currency gains/losses. The entries that were closed by
the application are reopened.
1. Choose the icon, enter Vendors, and then choose the related link.
2. Open the relevant vendor card.
3. Choose the Ledger Entries action.
4. Select the relevant ledger entry, and then choose the Unapply Entries action.
5. Alternatively, choose the Detailed Ledger Entry action.
6. Select the application entry, and then choose the Unapply Entries action.
7. Fill in the fields in the header, and then choose the Unapply action.
 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
15 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.

Reminders
Before you can create reminders, you must set up reminder terms and assign them to your customers. 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.

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.

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.

Multiple Interest rates

When you set up 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. If
multiple interest rates are not set up, then the interest rate and period that is defined in the Finance Charge
Terms and Reminder Terms pages for the whole period of calculation will be used. For more information, see
Set Up Multiple Interest Rates.

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.

To set up 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. For each
reminder terms code, you can define an unlimited number of reminder levels.
1. Choose the icon, enter Reminder Terms, and then choose the related link.
2. Fill in the fields as necessary.
3. To use more than one combination of reminder terms, set up a code for each one.

To set up 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.
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.
For each reminder level, you can specify individual conditions, which can include 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.
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 on the Reminder Text page.
7. To automatically insert related values in the resulting reminder text, enter the following placeholders in the
Text field .

PLACEHOLDER VALUE

%1 Content of the Document Date field on the reminder header

%2 Content of the Due Date field on the reminder header

%3 Content of the Interest Rate field on the related finance

charge terms

%4 Content of the Remaining Amount field on the reminder

header

%5 Content of the Interest Amount field on the reminder

header

%6 Content of the Additional Fee field on the reminder header

%7 The total amount of the reminder

%8 Content of the Reminder Level field on the reminder header

%9 Content of the Currency Code field on the reminder header

%10 Content of the Posting Date field on the reminder header

%11 The company name

%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.

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.

IMPORTANT
Open entries that are on hold will be inserted, irrespective of the setting in the Only Entries with Overdue Amounts
check box.

7. Choose the OK button.

To replace reminder texts

There are several ways you can determine the text that appears on the printed reminder. In some cases, you may
want to replace the beginning and ending texts that have been defined for the current level with those from a
different level.
1. Choose the icon, enter Reminders, and then choose the related link.
2. Open the relevant reminder, and then choose the Update Reminder Text action.
3. On the Update Reminder Text page, enter the required level in the Reminder Level field.
4. Choose the OK button to update the beginning and ending texts.
To issue a reminder
After you have created reminders and made any needed modifications, you can either print test reports or issue
the reminders.
When you issue a reminder, the data is transferred to a separate page for issued reminders. At the same time,
reminder entries are posted. If interest or an additional fee has been calculated, entries are posted to the customer
ledger and the general ledger.
When a reminder is issued, the entries are posted according to your specifications on the Reminder Terms page.
This specification determines whether interest and/or additional fees are posted to the customer's account and
the general ledger. Setup on the Customer Posting Groups page determines which accounts are posted to.
For each customer ledger entry on the finance charge memo, an entry is created on the Reminder/Fin. Charge
Entries page.
If the Post Interest or the Post Additional Fee check boxes are selected on the Reminder Terms page, then the
following entries are also created:
One entry on the Cust. Ledger Entries page
One receivables entry in the relevant G/L account
One interest and/or one additional fee entry in the relevant G/L account
In addition, issuing the reminder may result in VAT entries.
1. Choose the icon, enter Reminders, and then choose the related link.
2. Select the relevant reminder, and then choose the Issue action.
3. On the Issue Reminders page, fill in the fields as necessary.
4. Choose the OK button
The reminder is either printed for sent to an specified email as a PDF attachment.
To cancel an issued reminder
If reminders were issued in error, you can cancel them before they are sent out. You can do this either one by one
or as a batch.
1. On the Issued Reminders page, select one or more lines for issued reminders that you want to cancel, and
then choose the Cancel action.
2. On the Cancel Issued Reminders page, fill in the fields as necessary, and then choose the OK button.

To set up finance charge terms

You must set up a code representing each finance charge calculation. Then you can enter this code in the Fin.
Charge Terms Code field on customer or vendor cards.
Finance charges can be calculated using either the average daily balance method or the balance due method.
Balance due method
The finance charge is simply a percentage of the overdue amount:
Balance Due method - Finance Charge = Overdue Amount x (Interest Rate / 100 )
Average daily balance method
The number of days the payment is overdue is taken into account:
Average Daily Balance method - Finance Charge = Overdue Amount x (Days Overdue / Interest Period ) x
(Interest Rate/100 )
In addition, each code in the Finance Charge Terms table is linked to a subtable, the Finance Charge Text table.
For each set of finance charge terms, you can define a beginning and/or an ending text to be included on the
finance charge memo.
1. Choose the icon, enter Finance Charge Terms, and then choose the related link.
2. Fill in the fields as necessary.
3. To use more than one combination of finance charge terms, set up a code for each one.
For each finance charge term, you can specify individual conditions, which can include additional fees in
both LCY and in foreign currency. You can define many additional fees in foreign currencies for each code
on the Finance Charge Terms page.
4. Choose the Currencies action.
5. On the Currencies for Fin. Chrg. Terms page, define for each term a currency code and an additional fee.

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, then the
LCY finance charge conditions that are set up 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.

PLACEHOLDER VALUE

%1 Content of the Document Date field on the finance charge

memo header

%2 Content of the Due Date field on the finance charge memo

header

%3 Content of the Interest Rate field on the related finance

charge terms

%4 Content of the Remaining Amount field on the finance

charge memo header

%5 Content of the Interest Amount field on the finance charge

memo header

%6 Content of the Additional Fee field on the finance charge

memo header

%7 The total amount of the reminder

 PLACEHOLDER VALUE

%8 Content of the Currency Code field on the finance charge

memo header

%9 Content of the Posting Date field on the finance charge

memo header

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 Entry 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.

5. Choose the OK button to start the batch job.

To update finance charge memo texts

In some cases, you may want to modify the beginning and ending text that you have set up for the finance charge
terms. If you do this at a time when you have created, but not yet issued, finance charge memos, you can update
the memos with the modified text.
1. Choose the icon, enter Finance Charge Memo, and then choose the related link.
2. open the finance charge memo that you want to change text for, and then choose the Update Finance
Charge Text action.
3. On the Update Finance Charge Text page, you can set a filter if you want to update several memos.
4. Choose the OK button to update the beginning and ending texts.

To issue finance charge memos

After you have created finance charge memos and made any needed modifications, you can either print test
reports or issue the finance charge memos.
When a reminder is issued, the entries are posted according to your specifications on the Finance Charge Terms
page. This specification determines whether interest and/or additional fees are posted to the customer's account
and the general ledger. Setup on the Customer Posting Groups page determines which accounts are posted to.
For each customer ledger entry on the finance charge memo, an entry is created on the Reminder/Fin. Charge
Entries page.
If the Post Interest or the Post Additional Fee check boxes are selected on the Finance Charge Terms page,
then the following entries are also created:
 One entry on the Cust. Ledger Entries page
One receivables entry in the relevant G/L account
One interest and/or one additional fee entry in the relevant G/L account
In addition, issuing the finance charge memo may result in VAT entries.
1. Choose the icon, enter Finance Charge Memos, and then choose the related link.
2. Select the relevant memo, and then choose the Issue action.
3. On the Issue Finance Charge Memos page, fill in the fields as necessary.
4. Choose the OK button
The finance charge memo is either printed for sent to an specified email as a PDF attachment.
To cancel an issued finance charge memo
If finance charge memos were issued in error, you can cancel them before they are sent out. You can do this either
one by one or as a batch.
1. On the Issued Finance Charge Memos page, select one or more lines for issued finance charge memos that
you want to cancel, and then choose the Cancel action.
2. On the Cancel Issued Fin. Charge Memos page, fill in the fields as necessary, and then choose the OK
button.

To view reminder and finance charge entries

When you issue a reminder, a reminder entry is created on the Reminder/Fin. Charge Entries page for each
reminder line that contains a customer ledger entry. You can then get an overview of the created reminder entries
for a specific customer.
1. Choose the icon, enter Customers, and then choose the related link.
2. Open the relevant customer card, and then choose the Ledger Entries action.
3. On the Customer Ledger Entries page, select the line with the ledger entry you want to see the reminder
entries for, and then choose the Reminder/Fin. Charge Entries action.

See Related Training at Microsoft Learn

See Also
Managing Receivables
Sales
Working with Business Central
 Collect Payments with SEPA Direct Debit
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.

Setting Up SEPA Direct Debit

From the Direct Debit Collections page, you can export instructions to your electronic bank to perform a
direct debit collection from the customer’s bank account to your bank account according to the SEPA Direct
Debit format.

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 Export 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.

FIELD DESCRIPTION

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.

4. Choose the OK button to close the Payment Methods page.

5. Choose the icon, enter Customers, and then choose the related link.
6. Open the customer card for the customer that you want to set up for SEPA direct debit collection.
7. Choose the Payment Method Code field, and then select the payment method code that you specified
in step 3.
8. Repeat steps 6 and 7 for all customers that you want to set up for SEPA direct debit collection.
To set up the direct-debit mandate that represents the customer agreement
1. Choose the icon, enter Customers, and then choose the related link.
2. Open the card for the customer that you want to set up for SEPA direct debits.
3. Choose the Bank Accounts action.
4. On the Customer Bank Account List page, select the customer bank account that will use direct debits,
and then choose the Direct Debit Mandates action.
5. On the SEPA Direct Debit Mandates page, fill in the fields as described in the following table.

FIELD DESCRIPTION
 FIELD DESCRIPTION

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.

Valid To Specify the date when the direct-debit mandate ends.

Date of Signature Specify the date when the customer signed the direct-
debit mandate.

Sequence Type Specify if the agreement covers multiple (Recurring) or

a single (One Off) direct debit collection.

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.

Blocked Specify that direct debit collections cannot be made

using this direct-debit mandate.

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.

To create a direct-debit collection

1. Choose the icon, enter Direct Debit Collections, and then choose the related link.
2. On the Direct Debit Collections page, choose the Create Direct Debit Collection action.
3. On the Create Direct Debit Collection page, fill in the fields as described in the following table.
 FIELD DESCRIPTION

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.

Partner Type Specify if the direct-debit collection is made for

customers of type Company or Person.

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.

4. Choose the OK button.

A direct-debit collection is added to the Direct Debit Collections page, and one or more direct-debit
collection entries are created.
To export a direct-debit collection entry to a bank file
1. On the Direct Debit Collections page, choose the Direct Debit Collect. Entries action.
2. On the Direct Debit Collect. Entries page, select the entry that you want to export, and then choose
the Create Direct Debit File action.
3. Save the export file to the location from where you send or upload it to your electronic bank.
On the Direct Debit Collect. Entries page, the Direct Debit Collection Status field is changed to File
Created. On the SEPA Direct Debit Mandates page, the Debit Counter field is updated with one
count.
If the exported file cannot be processed, for example because the customer is insolvent, you can reject the
direct-debit collection entry. If the exported file is successfully processed by the bank, the due payments of the
involved sales invoices are automatically collected from the involved customers. In that case you can close the
collection.
To reject a direct-debit collection entry
On the Direct Debit Collect. Entries page, select the entry that was not successfully processed, and
then choose the Reject Entry action.
The value in the Status field on the Direct Debit Collect. Entries page is changed to Rejected.
To close a direct-debit collection
On the Direct Debit Collect. Entries page, select the entry that was successfully processed, and then
 choose the Close Collection action.
The related direct-debit collection is closed.
You can now proceed to post receipts of payment for the involved sales invoices. You can do this as you
typically post payment receipts, such as on the Payment Registration page, or you can post the related
payment receipts directly from the Direct Debit Collect. Entries page. For more information, see Post SEPA
Direct Debit Payment Receipts.

Posting SEPA Direct Debit Payment Receipts

When a direct debit collection is successfully processed by your bank, you can proceed to post receipt of the
payment for the involved sales invoices. For more information, see Create SEPA Direct Debit Collection Entries
and Export to a Bank File.
You can post the payment receipt directly from the Direct Debit Collections page or the Direct Debit
Collect. Entries page. Alternatively, you can relay the work to another user by preparing the related journal
lines.
To post a direct-debit payment receipt from the Direct Debit Collections page
1. Choose the icon, enter Direct Debit Collections, and then choose the related link.
2. Select a line for a direct debit collection that has been exported to a bank file and successfully processed
by the bank.
3. Choose the Post Payment Receipts action.
4. On the Post Direct Debit Collection page, fill in the fields as described in the following table.

FIELD DESCRIPTION

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.

5. Choose the OK button.

See Also
Managing Receivables
Service Management
 Block Vendors
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.

OPTION DESCRIPTION

Blank Transactions are allowed for this vendor.

Payment New payments cannot be created for this vendor.

All No transactions are allowed for this vendor.

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 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 set up item charge numbers

You use item charge numbers to distinguish between the different kinds of item charges that are used in your
company.
1. Choose the icon, enter Item Charges, and then choose the related link.
 2. On the Item Charges page, choose the New action to create a new line.
3. Fill in the fields as necessary. Hover over a field to read a short description.

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.

To assign an item charge from a separate invoice to the purchase

invoice for the item
If you received an invoice for the item charge after you posted the original purchase receipt, follow this procedure.
1. Repeat steps 1 through 8 in To assign an item charge directly to the purchase invoice for the item.
2. On the Item Charge Assignment page, choose the Get Receipt Lines action.
3. On the Purch. Receipt Lines page, select the posted purchase receipt for the item that you want to assign the
item charge to, and then choose the OK button.
4. Choose the Suggest Item Charge Assignment action.
The item charge on the separate purchase invoice is now assigned to the item on the posted purchase receipt,
thereby updating the item's inventory value 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
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. 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.

Applying Payment Tolerance to Multiple Documents

A single document has the same payment tolerance whether it is applied on its own or with other documents.
Acceptance of a late payment discount when you are applying payment tolerance to multiple documents
automatically occurs for each document where the following rule is true:
payment discount date < payment date on the selected entry <= payment tolerance date
This rule also applies to determine whether to display warnings when you apply payment tolerance to multiple
documents. The payment discount tolerance warning is displayed for each entry that meets the date criteria. For
more information, see Example 2 - Tolerance Calculations for Multiple Documents.
You can choose to display a warning that is based on different tolerance situations.
The first warning is for the payment discount tolerance. You are informed that you can accept a late payment
discount. You can then choose whether to accept tolerance on the discount date.
The second warning is for the payment tolerance. You are informed that all entries can be closed because the
difference is in the sum of the maximum payment tolerance for the applied entries. You can then choose
whether to accept tolerance on the payment amount.
For more information, see To enable or disable payment tolerance warning.

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.

To enable or disable payment tolerance warnings

The payment tolerance warning appears when you post an application that has a balance in the allowed tolerance.
You can then choose how you want to post and document the balance.
1. Choose the icon, enter General Ledger Setup, and then choose the related link.
2. On the General Ledger Setup page, on the Application FastTab, select the Payment Tolerance Warning
check box to activate the warning. To deactivate the warning, clear the check box.

NOTE
The default option for the Payment Tolerance Warning page is Leave the Balance as Remaining Amount. The default
option for the Pmt. Disc. Tolerance Warning page the is Do Not Accept the Late Payment Discount.

To block payment tolerance for customers

The default setting for payment tolerance is allowed. To disallow a certain customer or vendor payment tolerance
you need to block tolerance on the respective customer or vendor card. The following describes how to do it for a
customer. The steps are similar for a vendor.
1. Choose the icon, enter Customer or Vendor, and then choose the related link.
2. On the Payments FastTab, select the Block Payment Tolerance check box.
 NOTE
If the customer or vendor has open entries, you must first remove payment tolerance from entries that are currently open.

Example 1 - Tolerance Calculations for a Single Document

The following are some example scenarios showing the expected tolerance calculations and postings occurring in
different situations.
The G/L Setup page contains the following setup:
Payment Discount Grace Period: 5D
Max Payment Tolerance: 5
Scenarios with alternative A or B represent the following:
A In this case, the payment discount tolerance warning has been turned off OR the user has the warning on
and has selected to allow the late payment discount (Post the Balance as Payment Tolerance).
B In this case, the user has the warning on and has selected not to allow the late payment discount (Leave the
Balance as Remaining Amount).

ALL
PMT. ENTRIE PMT.
MAX PMT. DISC. PAYME TOLER S DISC. PMT.
PMT. PMT. DISC. TOL. NT ANCE CLOSE TOL. TOL.
— INV. DISC. TOL. DATE DATE DATE PMT. TYPE D GL/CL G/L

1 1,000 20 5 01/15 01/20 <=01 985 Pmt.T Yes 0 -5

/03 /03 /15/0 ol.
3

2 1,000 20 5 01/15 01/20 <=01 980 None Yes 0 0

/03 /03 /15/0
3

3 1,000 20 5 01/15 c <=01 975 Pmt.T Yes 0 5

/03 /15/0 ol.
3

4A 1,000 20 5 01/15 01/20 01/16 1005 Pmt.D No, 20/- 0

/03 /03 /03 isc.Tol. 25 on 20
01/20 the
/03 Pmt.

5A 1,000 20 5 01/15 01/20 01/16 1000 Pmt.D No, 20/- 0

/03 /03 /03 isc.Tol. 20 on 20
01/20 the
/03 Pmt.

6A 1,000 20 5 01/15 01/20 01/16 995 Pmt.D No, 20/- 0

/03 /03 /03 isc.Tol. 15 on 20
01/20 the
/03 Pmt.
 ALL
PMT. ENTRIE PMT.
MAX PMT. DISC. PAYME TOLER S DISC. PMT.
PMT. PMT. DISC. TOL. NT ANCE CLOSE TOL. TOL.
— INV. DISC. TOL. DATE DATE DATE PMT. TYPE D GL/CL G/L

4B 1,000 20 5 01/15 01/20 01/16 1005 Pmt.T Yes 0 -5

/03 /03 /03 ol.
01/20
/03

5B 1,000 20 5 01/15 01/20 01/16 1000 None Yes 0 0

/03 /03 /03
01/20
/03

6B 1,000 20 5 01/15 01/20 01/16 995 Pmt.T Yes 0 5

/03 /03 /03 ol.
01/20
/03

7 1,000 20 5 01/15 01/20 01/16 985 Pmt.D Yes 20/- -5

/03 /03 /03 isc.Tol. 20
01/20 &
/03 Pmt.T
ol.

8 1,000 20 5 01/15 01/20 01/16 980 Pmt.D Yes 20/- 0

/03 /03 /03 isc.Tol. 20
01/20
/03

9 1,000 20 5 01/15 01/20 01/16 975 Pmt.D Yes 20/- 5

/03 /03 /03 isc.Tol. 20
01/20 &
/03 Pmt.T
ol.

10 1,000 20 5 01/15 01/20 >01/2 1005 Pmt.T Yes 0 -5

/03 /03 0/03 ol.

11 1,000 20 5 01/15 01/20 >01/2 1000 None Yes 0 0

/03 /03 0/03

12 1,000 20 5 01/15 01/20 >01/2 995 Pmt.T Yes 0 5

/03 /03 0/03 ol.

13 1,000 20 5 01/15 01/20 >01/2 985 None No, 0 0

/03 /03 0/03 15 on
the
invoic
e

14 1,000 20 5 01/15 01/20 >01/2 980 None No, 0 0

/03 /03 0/03 20 on
the
invoic
e
 ALL
PMT. ENTRIE PMT.
MAX PMT. DISC. PAYME TOLER S DISC. PMT.
PMT. PMT. DISC. TOL. NT ANCE CLOSE TOL. TOL.
— INV. DISC. TOL. DATE DATE DATE PMT. TYPE D GL/CL G/L

15 1,000 20 5 01/15 01/20 >01/2 975 None No, 0 0

/03 /03 0/03 25 on
the
invoic
e

Payment Range Diagrams

In relation to the scenario above, the diagrams of payment ranges are as follows:
(1) Payment Date <=01/15/03 (Scenarios 1-3)
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.
(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.

Example 2 - Tolerance Calculations for Multiple Documents

The following are some example scenarios showing the expected tolerance calculations and postings occurring in
different situations. The examples are limited to being only those scenarios that result in all entries in the
application being closed.
The G/L Setup page contains the following setup:
Payment Discount Grace Period 5D
Max Payment Tolerance 5
Scenarios with alternative A, B, C, or D represent the following:
A In this case the payment discount tolerance warning has been turned off, OR the user has the warning on
and has selected to allow the late payment discount (Post as Tolerance) in any invoice.
B In this case, the user has the warning on and has selected not to allow the late payment discount on any
invoice.
C - In this case, the user has the warning on and has selected to allow the late payment discount on the first
invoice but not the second.
D - In this case, the user has the warning on and has selected not to allow the late payment discount on the
first invoice but allowed it on the second.

ALL
PMT. ENTRIE PMT.
MAX PMT. DISC. PAYME TOLER S DISC. PMT.
PMT PMT. DISC. TOL. NT ANCE CLOSE TOL. TOL.
— INV. DISC. TOL. DATE DATE DATE PMT TYPE D GL/CL G/L

1 1,000 60 5 01/15 01/20 <=01 1920 Pmt.T Yes 0 -5

1,000 30 5 /03 /03 /15/0 ol. -5
01/17 01/22 3 0
/03 /03

2 1,000 60 5 01/15 01/20 <=01 1910 None Yes 0 0

1,000 30 5 /03 /03 /15/0 0
01/17 01/22 3 0
/03 /03

3 1,000 60 5 01/15 01/20 <=01 1900 Pmt.T Yes 0 5

1,000 30 5 /03 /03 /15/0 ol. 5
01/17 01/22 3 0
/03 /03
 ALL
PMT. ENTRIE PMT.
MAX PMT. DISC. PAYME TOLER S DISC. PMT.
PMT PMT. DISC. TOL. NT ANCE CLOSE TOL. TOL.
— INV. DISC. TOL. DATE DATE DATE PMT TYPE D GL/CL G/L

4B 1,000 60 5 01/15 01/20 01/16 1980 Pmt.T Yes 0 -5

1,000 30 5 /03 /03 /03 ol.
01/17 01/22 01/17 0 -5
/03 /03 /03

5B 1,000 60 5 01/15 01/20 01/16 1970 None Yes 0 0

1,000 30 5 /03 /03 /03
01/17 01/22 01/17 0 0
/03 /03 /03

6B 1,000 60 5 01/15 01/20 01/16 1960 Pmt.T Yes 0 5

1,000 30 5 /03 /03 /03 ol.
01/17 01/22 01/17 0 5
/03 /03 /03

7A 1,000 60 5 01/15 01/20 01/16 1920 Pmt.D Yes 60/60 -5

1,000 30 5 /03 /03 /03 isc.Tol. -5
01/17 01/22 01/17 & 0/0
/03 /03 /03 Pmt.T
ol.

8A 1,000 60 5 01/15 01/20 01/16 1910 Pmt.D Yes 60/60 0

1,000 30 5 /03 /03 /03 isc.Tol. 0
01/17 01/22 01/17 0/0
/03 /03 /03

9A 1,000 60 5 01/15 01/20 01/16 1900 Pmt.D Yes 60/60 5

1,000 30 5 /03 /03 /03 isc.Tol. 5
01/17 01/22 01/17 &
/03 /03 /03 Pmt.T
ol.

10B 1,000 60 5 01/15 01/20 01/18 2010 Pmt.T Yes 0 -5

1,000 30 5 /03 /03 /03 ol.
01/17 01/22 01/20 0 -5
/03 /03 /03

11B 1,000 60 5 01/15 01/20 01/18 2000 None Yes 0 0

1,000 30 5 /03 /03 /03
01/17 01/22 01/20 0 0
/03 /03 /03

12B 1,000 60 5 01/15 01/20 01/18 1990 Pmt.T Yes 0 5

1,000 30 5 /03 /03 /03 ol.
01/17 01/22 01/20 0 5
/03 /03 /03

13D 1,000 60 5 01/15 01/20 01/18 1980 Pmt.D Yes 0/0 -5

1,000 30 5 /03 /03 /03 isc.Tol. -5
01/17 01/22 01/20 & 30/-
/03 /03 /03 Pmt.T 30
ol.
 ALL
PMT. ENTRIE PMT.
MAX PMT. DISC. PAYME TOLER S DISC. PMT.
PMT PMT. DISC. TOL. NT ANCE CLOSE TOL. TOL.
— INV. DISC. TOL. DATE DATE DATE PMT TYPE D GL/CL G/L

14D 1,000 60 5 01/15 01/20 01/18 1970 Pmt.D Yes 0/0 0

1,000 30 5 /03 /03 /03 isc.Tol. 0
01/17 01/22 01/20 30/-
/03 /03 /03 30

15D 1,000 60 5 01/15 01/20 01/18 1960 Pmt.D Yes 0/0 5

1,000 30 5 /03 /03 /03 isc.Tol. 5
01/17 01/22 01/20 & 30/-
/03 /03 /03 Pmt.T 30
ol.

16D 1,000 60 5 01/15 01/20 01/18 1950 Pmt.D Yes 60/- -5

1,000 30 5 /03 /03 /03 isc.Tol. 60 -5
01/17 01/22 01/20 &
/03 /03 /03 Pmt.T 0/0
ol.

17D 1,000 60 5 01/15 01/20 01/18 1940 Pmt.D Yes 60/- 0

1,000 30 5 /03 /03 /03 isc.Tol. 60 0
01/17 01/22 01/20
/03 /03 /03 0/0

18D 1,000 60 5 01/15 01/20 01/18 1930 Pmt.D Yes 60/- 5

1,000 30 5 /03 /03 /03 isc.Tol. 60 5
01/17 01/22 01/20 &
/03 /03 /03 Pmt.T 0/0
ol.

19A 1,000 60 5 01/15 01/20 01/18 1920 Pmt.D Yes 60/- -5

1,000 30 5 /03 /03 /03 isc.Tol. 60 -5
01/17 01/22 01/20 &
/03 /03 /03 Pmt.T 30/-
ol. 30

20A 1,000 60 5 01/15 01/20 01/18 1910 Pmt.D Yes 60/- 0

1,000 30 5 /03 /03 /03 isc.Tol. 60 0
01/17 01/22 01/20
/03 /03 /03 30/-
30

21A 1,000 60 5 01/15 01/20 01/18 1900 Pmt.D Yes 60/- 5

1,000 30 5 /03 /03 /03 isc.Tol. 60 5
01/17 01/22 01/20 &
/03 /03 /03 Pmt.T 30/-
ol. 30

22B 1,000 60 5 01/15 01/20 01/21 2010 Pmt.T Yes 0 -5

1,000 30 5 /03 /03 /03 ol.
01/17 01/22 01/22 0 -5
/03 /03 /03
 ALL
PMT. ENTRIE PMT.
MAX PMT. DISC. PAYME TOLER S DISC. PMT.
PMT PMT. DISC. TOL. NT ANCE CLOSE TOL. TOL.
— INV. DISC. TOL. DATE DATE DATE PMT TYPE D GL/CL G/L

23B 1,000 60 5 01/15 01/20 01/21 2000 None Yes 0 0

1,000 30 5 /03 /03 /03
01/17 01/22 01/22 0 0
/03 /03 /03

24B 1,000 60 5 01/15 01/20 01/21 1990 Pmt.T Yes 0 5

1,000 30 5 /03 /03 /03 ol.
01/17 01/22 01/22 0 5
/03 /03 /03

25A 1,000 60 5 01/15 01/20 01/21 1980 Pmt.D Yes 0/0 -5

1,000 30 5 /03 /03 /03 isc.Tol. -5
01/17 01/22 01/22 & 30/30
/03 /03 /03 Pmt.T
ol.

26A 1,000 60 5 01/15 01/20 01/21 1970 Pmt.D Yes 0/0 0

1,000 30 5 /03 /03 /03 isc.Tol. 0
01/17 01/22 01/22 30/30
/03 /03 /03

27A 1,000 60 5 01/15 01/20 01/21 1960 Pmt.D Yes 0/0 5

1,000 30 5 /03 /03 /03 isc.Tol. 5
01/17 01/22 01/22 & 30/30
/03 /03 /03 Pmt.T
ol.

28 1,000 60 5 01/15 01/20 >01/2 2010 Pmt.T Yes 0 -5

1,000 30 5 /03 /03 2/03 ol.
01/17 01/22
/03 /03

29 1,000 60 5 01/15 01/20 >01/2 2000 None Yes 0 0

1,000 30 5 /03 /03 2/03
01/17 01/22
/03 /03

30 1,000 60 5 01/15 01/20 >01/2 1990 Pmt.T Yes 0 5

1,000 30 5 /03 /03 2/03 ol.
01/17 01/22
/03 /03

Payment Range Diagrams

In relation to the scenario above, the diagrams of payment ranges are as follows:
(1) Payment Date <=01/15/03 (Scenarios 1-3)
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.
(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
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.

What are Predictions Based On?

The Late Payment Prediction extension uses a predictive model that we developed in Azure Machine Learning
Studio and trained using data that is representative of a range of small to medium sized businesses. Though we
have already trained and evaluated it, our predictive model will continue to learn from your data. The more you
use the model and the more data you feed it, the more accurate predictions will become. By default, the extension
evaluates the model and updates the predictions on a weekly basis. However, you can update the predictions
whenever you want by choosing the Update Prediction action on the Customer Ledger Entries page.

NOTE
We use a bit of your compute time each week when we evaluate the model and update your predictions. In addition to
manually updating your predictions, other actions that consume compute time are when you train the model (which you
might do if you've recently added data) and when you evaluate the model (which looks at the quality of the model).

Getting Started
The extension is free in Business Central, and we provide a subscription to Azure Machine Learning. The
subscription offers 30 minutes of compute time per month. If you need more than that you can create your own
predictive model and use it instead. For more information, see the section titled Building Your Own Predictive
Model later in this topic.
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 Service Connections, and then choose the related link.
2. Choose the Late Payment Prediction Setup option, and then fill in the fields as necessary.

Viewing All Payment Predictions

If you enable the extension a Payments Predicted to be Late tile is available in the Business Manager Role
Center. The tile displays the number of payments that are predicted to be late, and let's you open the Customer
Ledger Entries page where you can dig deeper into the posted invoices. There are three columns to pay
attention to:
Late Payment - Indicates whether the payment for the invoice is predicted to be late.
Prediction Confidence - Indicates how reliable you should consider the prediction to be. High means that
the prediction is at least 90% sure, Medium is between 80 and 90%, and Low is below 80%.
Prediction Confidence % - Shows the actual percentage behind the confidence rating. By default, this
 column is not displayed, but you can add it if you want. For more information, see Personalize Your
Workspace.

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 let's 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.

Viewing a Payment Prediction for a Specific Sales Document

You can also predict late payments up-front. On the Sales Quotes, Sales Orders, and Sales Invoices pages, you
can use the Predict Payment action to generate a prediction for the sales document you're viewing.

Building Your Own Predictive Model

Interested in building your own predictive model? You can use Azure Machine Learning Studio to build your own
predictive model and use it in Business Central. To use your own model, you must subscribe to Azure Machine
Learning. For more information, see Azure Machine Learning Studio Documentation.
We do, however, offer an easier way for you to create and use your own predictive model. You can share data
from your invoices with our Prediction Experiment for Dynamics 365 Business Central in Azure Machine
Learning, and let our experiment create and train a predictive model based on your data. To share your data, on
the Late Payment Prediction Setup page, choose the Create My Model action. Afterward, predictions will be
based on your model and your data, not ours.

NOTE
The quality of the model is important. When our predictive experiment uses your data to train a model it determines a
quality value for the model as a percentage. The model quality indicates how accurate the model's predictions are likely to
be. Several factors can impact the quality of a model. For example, these factors might be that there was not 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. Models with a quality
value below the threshold will not produce predictions.

To use your model instead of ours

If you create your own model in Azure Machine Learning Studio, without using the tools in Business Central, you
must provide your credentials so that Business Central can access the model. There are a couple of steps to do
that:
1. Choose the icon, enter Late Payment Prediction Setup, and then choose the related link.
2. Choose the Use My Azure Subscription check box.
3. In the Selected Model field, choose My Model.
4. 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
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.

Issue an additional prepayment invoice, either for additional Correct Prepayments

items or for an additional deposit on the original order, or
issue a prepayment credit memo.

See Related Training at Microsoft Learn

See Also
Walkthrough: Setting Up and Invoicing Sales Prepayments
Finance
Working with Business Central
 Set Up Prepayments
4 minutes to read • Edit Online

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.
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.

To add prepayment accounts to the general posting setup

1. Choose the icon, enter General Posting Setup, and then choose the related link.
2. On the General Posting Setup page, fill in the following fields:
Sales Prepayments Account
Purch. Prepayments Account

TIP
If you cannot see the fields in the General Posting Setup page, then use the horizontal scroll bar at the bottom of the page
to scroll to the right.

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.

To set up number series for prepayment documents

1. Choose the icon, enter Sales & Receivables Setup, and then choose the related link.
2. On the Sales & Receivables Setup page, fill in the following fields:
Posted Prepmt. Inv. Nos.
Posted Prepmt. Cr. Memo Nos.
3. Choose the icon, enter Purchases & Payables Setup, and then choose the related link.
4. On the Purchases & Payables Setup page, fill in the following fields:
Posted Prepmt. Inv. Nos.
Posted Prepmt. Cr. Memo Nos.

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.

To set up prepayment percentages for items, customers, and vendors

For an item, you can set up a default prepayment percentage for all customers, a specific customer, or a customer
price group.
1. Choose the icon, enter Items, and then choose the related link.
2. Select an item, and then choose the Prepayment Percentages action.
3. On the Sales Prepayment Percentages page, fill in the fields as necessary. Hover over a field to read a short
description.
For a customer or vendor, you can set up one default prepayment percentage for all items and all types of sales
lines. You enter this on the customer or vendor card.
1. Choose the icon, enter Customers, and then choose the related link.
2. Open the card for a customer.
3. Fill in the Prepayment % field.
4. Repeat the steps for other customers or for vendors.
To determine which prepayment percentage has first priority
An order may have a prepayment percentage on the sales header, and a different percentage for the items on the
lines. To determine which prepayment percentage applies to each sale line, the system looks for the prepayment
percentage in the following order and will apply the first default that it finds:
1. A prepayment percentage for the item on the line and the customer that the order is for.
2. A prepayment percentage for the item on the line and the customer price group that the customer belongs to.
3. A prepayment percentage for the item on the line for all customers.
4. The prepayment percentage on the sales or purchase header.
In other words, the prepayment percentage on the customer card will only apply if there is no prepayment
percentage set up for the item. However, if you change the contents of the Prepayment Percentage field on the
sales or purchase header after you create the lines, the prepayment percentage on all of the lines will be updated.
This makes it easy to create an order with a fixed prepayment percentage, regardless of the percentage set up on
items.

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
3 minutes to read • Edit Online

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.
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 orders. The steps are similar for
purchase orders.

To create a prepayment invoice

1. Choose the icon, enter Sales Orders, and then choose the related link.
2. Create a new sales order. For more information, see sell Products.
On the Prepayment FastTab, the Prepayment % field will be filled in automatically if there is a default
prepayment percentage on the customer card. You can change the contents of the field. The prepayment
percentage is only copied from the header to lines that do not copy the default prepayment percentage
from the item.
If the Compress Prepayment field is selected, lines will be combined on the invoice if:
They have the same general ledger account for prepayments as determined by the general posting
setup.
They have the same dimensions.
Leave the field blank if you want to specify a prepayment invoice with one line for each sales order line that
has a prepayment percentage.
3. Fill in the sales lines.
If default prepayment percentages have been set up for your items, they are automatically copied to the
Prepayment % field on the line. Otherwise, the prepayment percentage is copied from the header. You can
change the contents of the Prepayment % field on the line.
4. If you want to apply one prepayment percentage to the entire order, change the Prepayment % field on the
header after filling in the lines.
5. To view the total prepayment amount, choose the Statistics action.
If you want to adjust the total prepayment amount for the order, you can change the contents of the
Prepayment Amount field on the Sales Order Statistics page.
If the Prices Including VAT field is selected, the Prepayment Amount Incl. VAT field is editable.
If you change the contents of the Prepayment Amount field, the amount will be distributed
proportionately between all lines, except those that have 0 in the Prepayment % field.
6. To print a test report before posting the prepayment invoice, choose the Prepayment action, and then
choose the Prepayment Test Report action.
7. To post the prepayment invoice, choose the Prepayment action, and then choose the Post Prepayment
 Invoice action.
To post and print the prepayment invoice, choose the Post and Print Prepmt. Invoice action.
You can issue additional prepayment invoices for the order. To do this, increase the prepayment amount on one or
more lines, adjust the document date if necessary, and post the prepayment invoice. A new invoice will be created
for the difference between the prepayment amounts invoiced so far and the new prepayment amount.

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
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.

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
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 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 the "Reconcile Bank Accounts" section 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 Set Up Bank Accounts.
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

See Related Training at Microsoft Learn

See Also
Setting Up Banking
Transfer Bank Funds
Managing Receivables
Managing Payables
Working with Business Central
General Business Functionality
 Reconcile Bank Accounts
8 minutes to read • Edit Online

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 in connection with payment
processing. 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. For more information, see Applying Payments
Automatically and Reconciling Bank Accounts.

NOTE
In 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 the "Reconcile Bank Accounts" section 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.
The activity of 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 checkbox 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:
 DIFFERENCE REASON RESOLUTION

A transaction in the internal The bank transaction did Make the missing money
bank account is not on the not occur although a transaction (or prompt a
bank statement. posting was made in debitor to make it), and
Business Central. then reimport the bank
statement file or enter the
transaction manually.

A transaction on the bank A bank transaction was Create and post the
statement does not exist as made without a missing entry. For
a document or journal line corresponding posting in information on a quick way
in Business Central. Business Central, for to initiate this, see To create
example a journal line missing ledger entries to
posting for an expense. match bank transactions
with.

A transaction in the internal Information, such as the Review the information,

bank account corresponds amount or the customer and then manually match
to a bank transaction but name, was entered the two. Optionally, correct
some information is too differently in connection the information mismatch.
different to give a match. with the bank 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 Import 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.

To fill bank reconciliation lines by importing a bank statement

The Bank Statement Lines pane will be filled with bank transactions according to an imported file or stream
provided by the bank.
To enable import of bank statements as bank feeds, 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.
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 Import 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 Starting 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.

To match bank statement lines with bank account ledger entries

automatically
The Bank Acc. Reconciliation page offers automatic matching functionality based on a matching of text on a
bank statement line (left pane) with text on one or more bank account ledger entries (right pane). Note that
you can overwrite the suggested automatic matching, and you can choose to not use automatic matching at all.
For more information, see To match bank statement lines with bank account ledger entries manually.
1. On the Bank Acc. Reconciliation page, choose the Match Automatically. The Match Bank Entries
page opens.
2. In the Transaction Date Tolerance (Days) field, specify the span of days before and after the bank
account ledger entry posting date within which the function will search for matching transaction dates
in the bank statement.
If you enter 0 or leave the field blank, then the Match Automatically function will only search for
matching transaction dates on the bank account ledger entry posting date.
3. Choose the OK button.
All bank statement lines and bank account ledger entries that can be matched change to green font, and
the Applied check box is selected.
4. To remove a match, select the bank statement line, and then choose the Remove Match action.

To match bank statement lines with bank account ledger entries

manually
1. On the Bank Acc. Reconciliation page, select a non-applied line in the Bank Statement Lines pane.
2. In the Bank Account Ledger Entries pane, select one or more banks account ledger entries that can
be matched with the selected bank statement line. To choose multiple lines, press and hold the Ctrl key.
3. Choose the Match Manually action.
The selected bank statement line and the selected bank account ledger entries change to green font, and
the Applied check box in the right pane is selected.
4. Repeat steps 1 through 3 for all bank statement lines that are not matched.
5. To remove a match, select the bank statement line, and then choose the Remove Match action.

To create missing ledger entries to match bank statement lines with

Sometimes a bank statement contain amounts for interest or fees charged. Such bank statement lines cannot
be matched because no related ledger entries exist in Business Central. You must then post a journal line for
each transaction to create a related ledger entry that it can be matched with.
1. On the Bank Acc. Reconciliation page, choose the Transfer to General Journal action.
2. On the Trans. Bank Rec. to Gen. Jnl. page, specify which general journal to use, and then choose the
OK button.
The General Journal page opens containing new journal lines for any banks statement lines with
missing ledger entries.
3. Complete the journal line with relevant information, such as the balancing account. For more
information, see Working with General Journals.
4. To review the result of posting before you post, choose the Test Report action. The Bank Account
Statement report opens and shows the same fields as at the header of the Bank Acc. Reconciliation
page.
5. Choose the Post action.
When the entry is posted, proceed to match the bank statement line to it.
6. Refresh or reopen the Bank Acc. Reconciliation page. The new ledger entry will appear in the Bank
Account Ledger Entries pane.
7. Match the bank statement line with the bank account ledger entry, either manually or automatically.

See Related Training at Microsoft Learn

See Also
Reconciling Bank Accounts
Applying Payments Automatically and Reconciling Bank Accounts
Setting Up Banking
Set Up Rules for Automatic Application of Payments
Working with Business Central
 Applying Payments Automatically and Reconciling
Bank Accounts
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.
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.

Link text on payments to specific customer, vendor, or Map Text on Recurring Payments to Accounts for
general ledger accounts to always post recurring cash Automatic Reconciliation
receipts or expenses to those accounts when no
documents exist to apply to.
 TO SEE

Set up the rules to govern how payments/bank Set Up Rules for Automatic Application of Payments
transactions should be automatically applied to their
related open ledger entries when you use the Apply
Automatically function on the Payment Reconciliation
Journal page.

See Related Training at Microsoft Learn

See Also
Reconcile Bank Accounts
Managing Receivables
Sales
Working with Business Central
 Managing Intercompany Transactions
2 minutes to read • Edit Online

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. The Intercompany functionality allows 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.
Consolidating financial data may especially be relevant in connection with intercompany processes. For more
information, see Consolidating Financial Data from Multiple Companies.
The following table describes a sequence of tasks, with links to the topics that describe them.

TO SEE

Create your intercompany vendors and customers as so- Set Up Intercompany

called intercompany partners, and set up an intercompany
chart of accounts.

Use intercompany documents or journals to post transactions Work with Intercompany Documents and Journals
with your intercompany partners.

Organize and process incoming and outgoing transactions Manage the Intercompany Inbox and Outbox
that you exchange with your intercompany partners.
See Also
Finance
Setting Up Finance
Working with General Journals
Working with Business Central

Start a free trial!

 Set Up Intercompany
9 minutes to read • Edit Online

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
Partner 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.
If you will make intercompany sales transactions that include resources, you must fill in the IC Partner 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.

To set up companies for intercompany transactions

1. Choose the icon, enter Company Information, and then choose the related link.
2. On the Company Information page, fill in the Intercompany Partner Code, Intercompany Inbox Type.
and Intercompany Inbox Details fields. Hover over a field to read a short description.

To set intercompany partners

1. Choose the icon, enter Intercompany Partners, and then choose the related link.
2. Choose the New action.
3. On the Intercompany Partner page, fill in the fields as necessary.

To set up intercompany vendors and intercompany customers

1. Choose the icon, enter Vendors, and then choose the related link.
2. Alternatively, access the vendor from the Vendor No. field on the Intercompany Partner page.
3. Open the card for a vendor that is an intercompany partner. For more information, see Register New Vendors.
4. In the Intercompany Partner Code field, select the relevant intercompany partner code.
5. Repeat steps 1 through 4 for customers.

To set up intercompany charts of accounts

In order for a group of companies to make intercompany transactions, they must agree on a chart of accounts to
use as a common reference. You must agree with your partner companies on the account numbers that all of you
will use when you create intercompany transactions. For example, the parent company of the group creates a
simplified version of their own chart of accounts, exports this intercompany chart of accounts from their database
into an XML file and distributes it to each of the companies in the group.
If your company is the parent company and has the defining intercompany chart of accounts that your group will
use as a common reference, follow the To set up the defining intercompany chart of accounts procedure.
If your company is a subsidiary company and you receive an XML file containing the common intercompany chart
of accounts, follow the To Import the intercompany chart of accounts procedure.
To set up the defining intercompany chart of accounts
1. Choose the icon, enter Intercompany Chart of Accounts, and then choose the related link.
2. On the Intercompany Chart of Accounts page, enter each account on a line on the page.
3. If your intercompany chart of accounts will be identical or similar to your regular chart of accounts, you can fill
on the page automatically by choosing the Copy from Chart of Accounts action. You can edit the new lines as
needed.
To export an intercompany chart of accounts
To allow your intercompany partners to import the defining chart of accounts, you must export it to a file.
1. Choose the icon, enter Intercompany Chart of Accounts, and then choose the related link.
2. On the Intercompany Chart of Accounts page, choose the Export action, and then choose the Save button.
3. 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 chart of accounts
When a file exists for the defining intercompany chart of accounts, intercompany partners can import it to make
sure they have the same accounts.
1. Choose the icon, enter Intercompany Chart of Accounts, and then choose the related link.
2. On the Intercompany Chart of Accounts page, choose the Import action.
3. Select the file name and location of the XML file, and then choose the Open button.
The IC Chart of Accounts page is filled with new or edited G/L account lines according to the intercompany chart
of accounts in the file. Any existing, unrelated lines on the page remain unchanged.
To map the intercompany chart of accounts to your company's chart of accounts
When you have defined or imported the intercompany chart of accounts that you and your intercompany partners
have agreed to use, you must associate each of the intercompany G/L accounts with one of your company's G/L
accounts. On the IC Chart of Accounts page, you specify how intercompany G/L accounts on incoming
transactions will be translated into G/L accounts from your company's chart of accounts.
If the accounts in the intercompany chart of accounts have the same numbers as the corresponding accounts in the
chart of accounts, you can map the accounts automatically.
1. Choose the icon, enter Intercompany Chart of Accounts, and then choose the related link.
2. Select the lines that you want to map automatically, and then choose the Map to Acc. with Same No action.
3. For each intercompany general ledger account that was not mapped automatically, fill in the Map-to G/L Acc.
No. field.

To set up default intercompany partner general ledger accounts

When you create an intercompany sales or purchase line to send as an outgoing transaction, you enter an account
from the intercompany chart of accounts as a default for which account in your partner's company the amount is
posted to. On the Chart of Accounts page, for accounts that you often use on outgoing intercompany sales or
purchase lines, you can specify a default intercompany partner general ledger account. For example, for your
receivables accounts, you can enter the corresponding payables accounts from the intercompany chart of accounts.
Then, when you enter a general ledger account in the Bal. Account No. field on an intercompany line with
Intercompany Partner in the Account Type field, the IC Partner G/L Account field is automatically filled in.
1. Choose the icon, enter Chart of Accounts, and then choose the related link.
2. On the line for a G/L account that is used for intercompany transactions, in the Default IC Partner G/L
Account field, enter the intercompany general ledger account that your partner will post to when you post to
the general ledger account on the line.
3. Repeat step 2 for each account that you often enter in the Bal. Account No. field on a line in an intercompany
journal or document.

To set up intercompany dimensions

If you and your intercompany partners want to be able to exchange transactions with dimensions linked to them,
then you must agree on the dimensions that all of you will use. For example, the parent company of the group
creates a simplified version of their own set of dimensions, exports these intercompany dimensions into an XML
file and distributes it to each of the companies in the group. Each of the subsidiaries then imports the XML file into
the Intercompany Dimensions page and maps the intercompany dimensions to the dimensions in their own
Dimensions page.
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 Export 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 Import 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.
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.
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
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.

To fill in and send an intercompany sales order

You can send sales and purchase orders and return orders before posting. Invoices and credit memos cannot be
sent until they are posted.
The following procedure describes how to fill in and send an intercompany sales order. The same steps apply to
intercompany purchase orders and return orders, and to posted intercompany invoices and credit memos.
1. Choose the icon, enter Sales Orders, and then choose the related link.
2. Choose New to create a new sales order. For more information, see Sell Products.
3. Fill in the fields as necessary. Hover over a field to read a short description.
4. Make sure the customer is an intercompany partner.
5. To send the sales order before you post it, choose the Send IC Sales Order action.

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.

To fill in and post an intercompany journal

When you post an intercompany general journal line in your company, a corresponding 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.
1. Choose the icon, enter Intercompany General Journals, and then choose the related link.
2. Open the relevant journal batch. For more information, see Working with General Journals.
3. Fill in the fields as necessary.
4. In the IC Partner G/L Acc. No. field, enter the intercompany general ledger account that the amount will
be posted to in your partner's company.
 NOTE
This field must be filled in on a line with a bank account or general ledger account in either the Account No. field or
the Bal. Account No. field.

5. Choose the Post action.

The involved entries are posted in your company and a journal with the corresponding entries are created in your
intercompany outbox that you can send to your partner company. 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 minutes to read • Edit Online

All of the intercompany transactions that you receive electronically from your intercompany partners are listed in
the intercompany Inbox.

Organizing the Inbox

You can use the filter fields at the top of the inbox page to determine which transactions are shown on the page.
For example, if you only want to look at transactions a particular partner created, you can enter filters in the
Transaction Source and Intercompany Partner Code filters.
Transaction Source
What you can do with a transaction depends whether it was:
Created by your intercompany partner
Rejected by your intercompany partner and returned to you
You can use the Show Transaction Source field to filter the Intercompany Inbox Transactions page so that it
displays only one of these types of transactions. (You can also filter by intercompany partner, or by the contents of
the Line Action field.)
Created by Intercompany Partner
When you receive a new transaction that was created by your partner, you can choose to either:
Accept the transaction
Reject the transaction (Return to partner)
Cancel the transaction (Delete the transaction but do not return it to your partner)
Returned from Intercompany Partner
If the transaction was rejected by your intercompany partner, your only choice is to cancel the transaction in the
inbox. Then you must create correction lines or reverse the journal or document in your company.

Recreating Inbox Entries

If you accepted a transaction in your inbox but then deleted the document or journal instead of posting it, you can
re-create the inbox entry and accept it again.

Getting an Overview of Intercompany Transactions for a Period

You can get an overview of all of the intercompany transactions that you have sent and received in a period. The
Intercompany Transactions report lists all intercompany G/L entries, customer ledger entries, and vendor
ledger entries.
 NOTE
If the intercompany partners are in the same database, then transactions are transferred without the need for file or email.
See the Transfer Type field on the Intercompany Partner page.

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 Partner page and the Auto. Send Transactions check box on the Intercompany Setup page
respectively.

To import intercompany transactions from a file

If you have an intercompany partner that is not in the same database as your company, you can receive
intercompany transactions from that partner in an .xml file. Then you must import the transactions into your
inbox.
1. Choose the icon, enter Company Information , and then choose the related link.
2. Save the file to the location that you specified in the Intercompany Inbox Details field on the Company
Information page.
3. Choose the icon, enter Intercompany Inbox Transactions, and then choose the related link.
4. On the Intercompany Inbox Transactions page, choose the Import Transaction File action.
5. on the page that appears, select the .xml file that contains the transactions, and then choose the Open button.
The transactions are imported into the inbox and you can now process them.

To process incoming intercompany transactions

When your intercompany partners send you intercompany transactions, the transactions end up in your
intercompany inbox. You must evaluate each transaction in your inbox and act upon it.
1. Choose the icon, enter Intercompany Inbox Transactions, and then choose the related link.
2. On the Intercompany Inbox Transactions page, select a line, and then choose an action, such as Accept, to
process the line.
3. On the Complete IC Inbox Action page, fill in the fields as necessary. Hover over a field to read a short
description.
4. Choose the OK button.
For lines that you processed with the Accept action, document or journal lines will be created in your company.
Open each document or journal, make any necessary changes, and then post them.
Lines that you processed with the Return to Partner action will be moved to the outbox from where you can then
send them to your partner.
For lines that you processed with the Returned by Partner action, you must now post a correction to the original
transaction that you posted in your company.

To process outgoing intercompany transactions

When you post an intercompany journal or document, or send an intercompany order confirmation, the
transactions are sent to your intercompany outbox. In order for them to be sent on to your intercompany partners,
you must open the outbox and process them.
1. Choose the icon, enter Intercompany Outbox Transactions, and then choose the related link.
2. On the Intercompany Outbox Transactions page, select a line, and then choose an action, such as Return to
Inbox, to process the line.
Lines that you processed with the Send to Intercompany Partner action will be sent to the relevant partner's
inbox.
Lines that you processed with the Return to Inbox action will be moved to the inbox where you can then accept
them to create documents or journal lines in your company.
For lines that you processed with the Cancel action, you must now post a correction to the original transaction
that you posted in your company.

To recreate intercompany inbox transactions

Occasionally, you may want to re-create a transaction in the inbox or outbox. For example, if you accepted a
transaction in your inbox but then deleted the document or journal instead of posting it, you can re-create the
inbox entry and accept it again.
The following procedure describes to re-create inbox transactions, but the same steps also apply to the outbox.
1. Choose the icon, enter Handled IC Inbox Transactions, and then choose the related link.
2. On the Handled IC Inbox Transactions page, select the line with the transaction that you want to re-
create in the inbox, and then choose the Re-create Inbox Transaction action.

See Also
Managing Intercompany Transactions
Finance
Setting Up Finance
Working with General Journals
Working with Business Central
 Accounting for Costs
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

Get an overall understanding of cost accounting. About Cost Accounting

Configure the cost accounting system. Setting Up Cost Accounting

Transfer general ledger entries to cost entries. Transferring and Posting Cost Entries

Allocate costs. Defining and Allocating Costs

Learn the processes in creating cost budgets. Creating Cost Budgets

Cancel cost budget entries from the cost budget register. Deleting Cost Budget Entries

See Related Training at Microsoft Learn

See Also
Finance
Managing Inventory Costs
Working with Business Central
 Terminology in Cost Accounting
5 minutes to read • Edit Online

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.

TERM DEFINITION

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 accounting In cost accounting, actual costs of operations, processes,

departments, or products are recorded. These costs are
allocated to cost centers and cost objects by using different
cost allocation methods. Managers use statistics and reports,
such as cost distribution sheet and profit and loss analysis to
make decisions and reduce costs. Cost accounting retrieves
data from the general ledger, but works independently.
Therefore transactions posted in cost accounting do not affect
the data in the general ledger.

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.
TERM DEFINITION

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.

Cost object Cost objects are products, product groups or services of a

company, the finished goods of a company, that in the end
carry the costs. Cost objects can be synchronized with
dimensions in the general ledger. It is also possible to add new
cost objects and define their own sorting with subtotals.

Cost allocation Cost allocation is a process of allocating costs to cost centers

or cost objects. For example, the wage of the truck driver of
the sales department is allocated to the sales department cost
center. It is not necessary to allocate the wage cost to other
cost centers. Another example is that the cost of an expensive
computer system is allocated to the products of the company
that use the system.

Dynamic allocation Dynamic allocations are dependent on changeable allocation

bases, for example, the number of department employees, or
the sales revenue of the project within a certain period of
time. There are nine predefined dynamic allocation bases that
users can define by using five filters.

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.

Level Level is used to define allocation order. Level is defined as a

number between 1 and 99. The allocation posting follows the
order of the levels. For example, level ensures that first
administration is allocated to workshop before workshop is
allocated to vehicle and production.

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.
 TERM DEFINITION

Overhead cost Overhead costs refer to ongoing expenses of operating a

business. They are all costs on the income statement except
for direct labor, direct materials, and direct expenses.
Overhead costs include accounting fees, advertising,
depreciation, insurance, interest, legal fees, rent, repairs,
supplies, taxes, telephone bills, travel, and utilities costs.

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.

Share The portion or part that is allocated among cost centers or

cost objects.

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.

Variant A variant is used as an optional user-defined label for

allocations. The purpose of the label is to filter groups of
allocation.

See Also
About Cost Accounting
Accounting for Costs
Working with Business Central
 About Cost Accounting
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.

Workflow in Cost Accounting

Cost accounting has the following main components:
Cost types, cost centers, and cost objects
Cost entries and cost journals
Cost allocations
Cost budgets
Cost reporting
The following diagram shows the workflow in cost accounting.

Cost Types, Cost Centers, and Cost Objects

You define cost types, cost centers, and cost objects to analyze what the costs are, where the costs come from, and
who should bear the costs.
You define a chart of cost types with a structure and functionality that resembles the general ledger chart of
accounts. You can transfer the general ledger income statement accounts or create your own chart of cost types.
Cost centers are departments and profit centers that are responsible for costs and income. Often, there are more
cost centers set up in cost accounting than in any dimension that is set up in the general ledger. In the general
ledger, usually only the first level cost centers for direct costs and the initial costs are used. In cost accounting,
additional cost centers are created for additional allocation levels.
Cost objects are products, product groups, or services of a company. These are the finished goods of a company
that carry the costs.
You can link cost centers to departments and cost objects to projects in your company. However, you can link cost
centers and cost objects to any dimensions in the general ledger and supplement them with subtotals and titles.

Cost Entries and Cost Journals

Operational costs can be transferred from the general ledger. You can automatically transfer the cost entries from
the general ledger to cost entries with each posting. You can also use a batch job to transfer the general ledger
entries to cost entries based on daily or monthly summary posting.
In cost journals, you can post cost and activities that do not come from the general ledger or are not generated by
allocations. For example, you can post pure operational costs, internal charges, allocations, and corrective entries
between cost types, cost centers, and cost objects individually or on a recurring basis.

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
10 minutes to read • Edit Online

Before you start working with cost accounting, you must perform setup tasks.

Balances Between Cost Type, Cost Center, and Cost Object

When you set up cost accounting, you must make sure that all entries are assigned to a cost type as well as a cost
center or a cost object. The means that each cost entry must have a cost type assigned and a cost center code or a
cost object assigned. This rule ensures that each cost entry appears in either the cost centers or the cost objects,
but never in both places.
By doing this, you create the following accounting equation:
Cost Type Balance = Cost Center Balance + Cost Object Balance
When you print the chart of cost type, the chart of cost centers, and the chart of cost objects reports, you can
analyze this relationship.

Setting Up Cost Types

The chart of cost types is similar to the chart of accounts in the general ledger. You can set up the chart of cost
types in the following ways:
Structure the chart of cost types similar to the income statement accounts in the general ledger chart of
accounts. Then, you can transfer the general ledger chart of accounts to the chart of cost types. You can make
any necessary adjustments after the transfer.
Create new chart of cost types or add new cost types to existing chart of cost types. You must create each new
cost type individually.
To transfer the general ledger chart of accounts to the chart of cost types
1. Choose the icon, enter Chart of Cost Types, and then choose the related link.
2. Choose the Get Cost Types from Chart of Accounts action. In the dialog box, choose the Yes button to
confirm the transfer. The function uses the chart of accounts to create a chart of cost types.
The chart of cost types now contain all income statement accounts in the general ledger and include
headings and subtotals. You can change the chart of cost types, as necessary. For example, you can delete
duplicate existing cost types.

IMPORTANT
The Register Cost Types in Chart 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.

To set up new cost types in the Chart of Cost Types page

1. Open the Chart of Cost Types page in edit mode.
2. Fill in the fields as described as necessary. Hover over a field to read a short description.
 NOTE
You can set up and maintain cost types in either the Cost Type Card page or on the Chart of Cost Types page. In
this procedure, you set up cost types on the Chart of Cost Types page.

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.

To update cost types

1. On the Cost Accounting Setup page, select if you want the chart of cost types to be automatically updated
when the chart of accounts is changed.
2. In the Align G/L Account field, you can choose from the following options.
No Alignment - There is no corresponding change in the chart of cost types when you change the chart of
accounts.
Automatic - A corresponding change is made in the chart of cost types when you change the chart of
accounts.
Prompt - A message is displayed asking if you want to make a corresponding change in the chart of cost types
when you change the chart of accounts.

Defining the Relationship Between Cost Types and General Ledger

Accounts
The relationship between the cost type and the general ledger account is created in the cost type and in the
general ledger account.
The G/L Account Range field in the Cost Type table establishes which general ledger accounts belong to a
cost type.
The Cost Type No. field in the chart of accounts establishes which cost type a general ledger account belongs
to.
These two fields are filled automatically when you use the Get Cost Types from Chart of Accounts function.
Relationship Between General Ledger Accounts and Cost Types
There is an n:1 relationship between general ledger accounts and cost types. Several general ledger accounts can
belong to one cost type, but each general ledger account belongs to only one cost type. The following table
describes the details in the relationship.

RELATIONSHIP G/L ACCOUNT RANGE COST TYPE NO.

One general ledger account for each One general ledger account One cost type
cost type
 RELATIONSHIP G/L ACCOUNT RANGE COST TYPE NO.

Several general ledger accounts for one General ledger account range, for For each general ledger account in the
cost type example, 7110..7193 for each general range, there is only one cost type
ledger account

Cost types without corresponding

general ledger accounts

General ledger accounts whose entries

will not be transferred

Cost Types Without a Relationship to the General Ledger

A cost type may not have a relationship to general ledger accounts if one of the following conditions is true:
Accounts for operational accounting, such as Calc. Interest and Depreciation, only take costs from the
operational accounting.
Helping cost types, such as cost types 9901, 9902, and 9903 in the Business Central database, are used as
credit and debit accounts for allocations.
The helping account, 9920 in the Business Central database, contains actual accruals that show the difference
between costs and the expense from the general ledger.

Setting Up Cost Centers

Cost centers are departments that are responsible for costs and income. The chart of cost centers is similar to the
dimension information for the general ledger. You can set up the chart of cost centers in the following ways:
Transfer dimension values in the general ledger to the chart of cost centers. You can make any necessary
adjustments after the transfer.
Create a new chart of cost center that is independent of the general ledger or add a new cost center to an
existing chart of cost center. You must create each cost center individually.
To transfer dimension values in the general ledger to the chart of cost centers
1. Set up a dimension to be the cost center dimension on the Update Cost Acctg. Dimensions page. Only
the values from this dimension are transferred.
2. Choose the icon, enter Chart of Cost Centers, and then choose the related link.
3. On the Actions tab, in the Functions group, choose Get Cost Centers from Dimension to transfer
dimension values to the chart of cost centers. The function transfers the dimension values that you defined
in step 1.

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 Chart of Cost Centers
page. In this procedure, you set up cost centers on the Chart of Cost Centers page.
1. Open the Chart 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 Sorting 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.

Setting Up Cost Objects

Cost objects are projects, products, or services of a company. The chart of cost objects is similar to the dimension
information for the general ledger. You can set up the chart of cost objects in the following ways:
Transfer dimension values in the general ledger to the chart of cost objects. You can make any necessary
adjustments after the transfer.
Create a new chart of cost object that is independent of the general ledger or add a new cost object to an
existing chart of cost objects. You must create each cost object individually.
To transfer dimension values from the general ledger to the chart of cost objects
1. Set a dimension to be the cost object dimension on the Update CA Dimensions page. Only the values
from this dimension are transferred.
2. Choose the icon, enter Chart of Cost Objects, and then choose the related link.
3. Choose the Get Cost Objects from Dimension action to transfer dimension values to the chart of cost
objects. The function transfers the dimension values that you defined in step 1.

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 Chart of Cost Objects
page. In this procedure, you set up cost objects on the Chart of Cost Objects page.
1. Open the Chart 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 Sorting 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.

Defining Cost Centers and Cost Objects for Chart of Accounts

You can automatically transfer the expense and income entries from the general ledger to cost accounting either
for each general ledger posting or with a batch job. When you do the transfer, Business Central only transfers the
entries that are already linked to a cost center or a cost object. To establish a meaningful transfer, you must ensure
that the cost centers and cost objects are correctly defined.
Defining Default Dimension Values for General Ledger Accounts
For each general ledger account, you can define default dimension values in the Default Dimension table. The
following example shows how to define that there should always be a DEPARTMENT cost center, but never be a
PROJECT cost object when posting to a general ledger account.

DIMENSION CODE VALUE POSTING

Department Code Mandatory

Project No Code

Defining Dimension Values for Overhead Costs and Direct Costs

You can transfer overhead costs to a cost center and direct costs to a cost object. The following table shows the
optimal combination of the dimension setup values.

TRANSFER TO COST CENTER POSTING COST OBJECT POSTING

Cost Center Code Mandatory No Code

Cost Object No Code Code Mandatory

NOTE
To make sure that the predefined cost center and cost object that you set up in the general ledger are automatically carried
over to cost accounting, select the Check G/L Postings check box in the Cost Accounting Setup page.
See Also
Accounting for Costs
Transferring and Posting Cost Entries
Defining and Allocating Costs
Working with Business Central
 Transferring and Posting Cost Entries
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.

Criteria for Transferring General Ledger Entries to Cost Entries

It is important to understand the criteria for transferring general ledger entries to cost entries. During the transfer,
the Transfer GL Entries to CA batch job uses the following criteria to determine if and how the general ledger
entries are transferred.
General ledger entries are transferred if:
The entries have dimension values corresponding to either a cost center or a cost object.
The entries have dimension values that correspond to a cost center and a cost object. For these entries, the cost
center takes precedence. This helps avoid a situation where a cost type appears in both a cost object and a cost
center and is therefore counted twice in the statistics.
The document number in the entries is empty, so it will appear with a document number of 0000 in the cost
entries.
The entries are transferred to a cost type that allows for combined entries and these entries are transferred as a
combined entry either monthly or daily.
General ledger entries are not transferred if:
The entries have dimension values that do not correspond to a cost center or a cost object.
The entries have an amount of zero.
The entries have a general ledger account that has been deleted.
The entries have a general ledger account that is not of the type Income Statement.
The entries have a general ledger account that is not assigned a cost type.
The entries have a posting date before the Starting Date for G/L Transfer.
The entries have been posted with a closing date. These are typically entries that set back the balance of the
income statement at the end of the year.

Transferring General Ledger Entries to Cost Entries

You can transfer general ledger entries to cost entries.
Before you run the process for transferring general ledger entries to cost entries, you must prepare the transfer to
avoid manual correction posting.
To prepare the transfer
1. Choose the icon, enter Cost Accounting Setup, and then choose the related link.
2. On the Cost Accounting Setup page, verify that the Starting Date for G/L Transfer field is set to the correct
value.
3. Choose the icon, enter Chart of Cost Types, and then choose the related link.
4. On the Cost Type Card page, verify that the G/L Account Range field is linked correctly for each cost type to
take entries from the general ledger.
5. Choose the icon, enter Chart of Accounts, and then choose the related link.
6. For each relevant general ledger account, on the G/L Account Card page, verify that the Cost Type No. field
is linked correctly to a cost type. For more information, see Setting Up Cost Accounting.
7. Verify that all relevant general ledger entries have dimension values that correspond to a cost center and a cost
object.
To transfer general ledger entries to cost entries
1. Choose the icon, enter Transfer GL Entries to CA, and then choose the related link.
2. Choose the Yes button to start the transfer. The process transfers all general ledger entries that have not
already been transferred.
During the transfer, the process creates connections in the entries in the Cost Entry table and the Cost
Register table. This makes it possible to trace the source of cost entries.

Automatic Transfer and Combined Entries

In cost accounting, you can transfer general ledger entries to a cost type by using a combined posting. You can
specify if a cost type receives combined entries in the Combine Entries field in the cost type definition. The
following table describes the different options.

COMBINE ENTRIES DESCRIPTION

None Each general ledger entry is transferred individually to the

corresponding cost type.

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.

Results of Transferring General Ledger Entries to Cost Entries

During the transfer of general ledger entries to cost entries, Business Central creates connections in the entries in
the G/L Entry table, the Cost Entry table, and the Cost Register table to make it possible to trace the
connections between cost entries and general ledger entries.
General Ledger Entries
For each general ledger entry that is transferred to cost accounting, Business Central fills the cost Entry No. field.
Cost Entries
For each cost entry, Business Central saves the entry number of the corresponding general ledger entry in the G/L
Entry No. field in the Cost Entry table.
For combined cost entries, Business Central saves the entry number of the last general ledger entry, which is the
entry with the highest entry number.
The G/L Account field in the Cost Entry table contains the number of the general ledger account that the cost
entry came from.
For single cost entries, Business Central transfers the posting text from the general ledger entry to the
Description text field. For combined entries, the text field shows these entries are transferred as combined entries.
For example, for a combined entry for the month of October in 2013, the text can be Combined Entries,
October 2013.
Cost Register
In the Cost Register table, Business Central creates an entry with the source transfer from general ledger. The
entry records the first and last entry numbers of the general ledger entries that are transferred, in addition to the
first and last entry numbers of the cost entries that are created.

See Also
About Cost Accounting
Setting Up Cost Accounting
Defining and Allocating Costs
Accounting for Costs
 Defining and Allocating Costs
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.

Setting Up Allocation Source and Targets

Each allocation consists of an allocation source and one or more allocation targets. The allocation source defines
which costs will be allocated. The allocation targets determine where the costs will be allocated.
To set up cost allocations
1. Choose the icon, enter Cost Allocation, and then chose the related link.
2. On the Cost Allocation page, choose the Edit action.
3. Enter an ID for the allocation source in the ID field.
4. Define a level as a number between 1 and 99 in the Level field. The allocation posting will follow the order of
the levels.
5. Enter a cost type to define which cost types will be allocated in the Cost Type Range field. If all costs for a cost
type are allocated, no range is defined.
6. Enter a cost center together with costs to be allocated in the Cost Center Code field.
7. Enter a cost object together with costs to be allocated in the Cost Object Code field. Most often, this field
stays empty, because cost objects are rarely allocated to other cost objects.
8. Enter a cost type in the Credit to Cost Type field. The costs that are allocated will be credited to the source
cost type. The credit posting will be posted to the cost type given here.
9. On the Lines FastTab, define the allocation targets. On the first line, enter a cost type in the Target Cost Type
field. It defines which cost type the allocation is debited to.
10. On the first line, enter the first allocation target in the Target Cost Center field or Target Cost Object the
field. These two fields define which cost center or cost object the allocation is debited to. You can only fill in one
of these fields, but not both.
11. Repeat the same steps on the second line to set up additional allocation targets.
12. After you have set up the allocation target and sources, choose the Calculate Allocation Key action to
calculate the total share values.

NOTE
Select the Blocked check box to deactivate the allocation setup.

Setting Filters for Dynamic Allocation Bases

The dynamic allocation method is based on changeable values. For example, the number of employees in a cost
center or the items sold of a cost object in a specific time period. There are nine pre-defined allocation bases and
twelve dynamic date ranges. You set different filters based on the allocation base.
Setting Filters for Dynamic Allocation Bases
The following table shows which filters are possible for different allocation bases and which values are valid in the
No. Filter and Group Filter fields. Press F1 in the Date Filter Code field to read detailed descriptions.

COST CENTER COST OBJECT

BASE NO. FILTER DATE FILTER CODE FILTER FILTER GROUP FILTER

G/L Entries G/L Account Yes Yes Yes N/A

G/L Budget G/L Account Yes Yes Yes G/L Budget

Entries Name

Cost Type Entries Cost Type Yes Yes Yes N/A

Cost Budget Cost Type Yes Yes Yes Budget Name

Entries

No of Employees N/A Yes Yes Yes N/A

Items Sold (Qty) Item No. Yes Yes Yes Inventory

Posting Group

Items Purchased Item No. Yes Yes Yes Inventory

(Qty) Posting Group

Items Sold Item No. Yes Yes Yes Inventory

(Amount) Posting Group

Items Purchased Item No. Yes Yes Yes Inventory

(Amount) Posting Group

Scenario 1: Defining Static Allocations Based on Allocation Ratio

Static allocation method is based on a definite value, such as square meters used, or an established allocation ratio
such as 5:2:4.
This topic describes how to define three new allocation target cost objects for the allocation source PROD cost
center using the established allocation ratio 5:2:4. The three target cost objects are ACCESSO, PAINT, and
FITTINGS.
 NOTE
The example uses the demo data in the Business Central.

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.

Scenario 2: Defining Dynamic Allocations Based on Items Sold

This topic shows an example of how to define allocations by using the dynamic allocation method. In the example,
you change the dynamic allocation of the costs for the SALES cost center to support the new cost object IT
EQUIPMENT. IT EQUIPMENT packages have item numbers in the range from 8904-W to 8924-W. You use the
previous year’s sales figures to calculate the share. The allocation is posted to the helping cost type 9903.

NOTE
The example uses the demo data in the Business Central.
 To define dynamic allocations based on items sold in the previous year
1. Choose the icon, enter Cost Allocations, 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 SALES.
7. In the Credit to Cost Type field, enter the cost type 9903.
8. In the Target Cost Type field, enter the cost type 9903.
9. In the Target Cost Object field, choose New to create a new cost object IT EQUIPMENT and fill in fields as
necessary. Select IT EQUIPMENT. Leave the Target Cost Center field blank.
10. In the Allocation Target Type field, select All Costs to define how all accumulated costs are allocated.
11. In the Base field, select the allocation base Items Sold (Amount).
12. In the No. Filter field, enter 8904-W..8924-W.
13. In the Date Filter Code field, enter Last Year.
14. Choose the Calculate Allocation Key action to calculate the share.

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
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

Copy cost budgets. Copy Cost Budget batch job

Allocate budgets. Cost Allocation page

See cost budget registers and cost budget entries. Cost Budget Registers page

Print cost budget comparisons using various reports. Cost Acctg. Balance-Budget report

Cost Acctg. Statement-Budget report

Cost Budget by Cost Center report

Cost Budget by Cost Object 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
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
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

Read various conceptual information to understand the About Inventory Costing

principles and definitions that govern the inventory costing
accounting functionality in Business Central.

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.

Appreciate or depreciate the value of one or more items in Revalue Inventory

inventory by posting their current, calculated value.

Adjust item costs, either automatically or manually, to Adjust Item Costs

forward cost changes from inbound entries to their related
outbound entries.

Use special costing functions for every-day item Handling Inventory and Manufacturing Costs
transactions in the item operations.

Periodically update the standard costs of components, in Update Standard Costs

assembly or production BOMs, and roll the new costs up to
the parent item.

View and manually change certain item application entries Remove and Reapply Item Ledger Entries
that are created automatically during inventory
transactions.

Perform period-end control and reporting tasks, such Reporting Costs and Reconciling 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
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 effect Design Details: Costing Methods
on cost flows.

Learn how item application entries dynamically link inventory Design Details: Item Application
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 Reporting Costs and Reconciling 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
 About Calculating Standard Cost
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.

REPLENISHMENT SYSTEM STANDARD COST ELEMENTS

Purchase Direct material cost and overhead material cost if it is

required.

Assembly Direct material cost, direct or fixed labor cost, and overhead
cost.

Prod. Order Direct material cost, labor cost, subcontractor cost, and
overhead cost.

Setting Up Standard Costs

Because the standard cost of a produced or assembled item can consist of multiple cost elements, including
material, capacity (labor) and direct and overhead subcontractor costs, standard costs must be established for
each of these elements.
The accounting task for an item-processing company using standard costing is to:
Estimate a standard cost of the finished item and set it up on the item card.
Record and allocate the actual cost of the key cost elements and to account for variances.
To determine the direct cost of a finished item, all component costs must be totaled. An assembled or produced
item can include subassemblies, which also consist of multiple components.
The following key cost elements make up the total direct cost of a finished processed item:
Material costs.
Capacity cost.
Subcontracting costs for produced items only.
Material Costs
Material costs are costs that are associated with subassemblies and purchased raw material. Material unit cost can
consist of direct and indirect cost elements.
Direct material cost represents an invoiced amount for purchased raw materials or the processing cost of a
subassembly.
Indirect material cost, or overhead, can represent elements such as inventory carrying costs for the finished
item after it is produced.
The setup of the material cost for purchased items that affect direct and indirect cost depends on the costing
method that you have selected for the specified item. You set up cost information for either costing method on the
item card. For more information, see Register New Items.
The cost of scrap (production only) is an additional factor to consider when you calculate the total material cost.
When a certain amount of raw material is scrapped when you assemble or produce an item, it generally causes an
increase in the quantity of components that are required to produce this item. This increases the material cost of
the components that are consumed when producing a parent item. You set up scrap cost for materials on either
the production BOM or routing.
The material cost of a produced item can be represented in two ways that correspond to the following cost
calculation bases.

COST CALCULATION BASIS MATERIAL COST CALCULATION

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.

Updating Standard Costs

To update or calculate the standard cost of assembly items, use the function from the item card.
The process of updating or calculating standard costs typically consists of the following tasks:
1. Updating costs at the component and capacity levels. For more information, see the Suggest Item Standard
Cost and Suggest Capacity Standard Cost batch jobs.
2. Consolidating and rolling up the component and capacity costs to calculate the total assembly or
manufacturing cost of the items. For more information, see For more information, see To calculate the
standard cost of an assembly item.
3. Implementing 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 the Implement Standard Cost
Changes batch job.
4. Implementing the changes to update the Unit Cost field on the item card and perform inventory revaluation.
For more information, see Revalue Inventory.

See Also
Design Details: Costing Methods
Work with Bills of Material
Update Standard Costs
Design Details: Inventory Costing
 Design Details: Inventory Costing
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
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.

To create an inventory period

1. Choose the icon, enter Inventory Periods, and then choose the related link.
2. Create a new line.
3. In the Ending Date field, enter the last date in the inventory period that you want to define. When the period
is closed, you will not be able to post inventory changes before this date.
4. Enter a descriptive name in the Name field. Choose the OK button.

Closing Inventory Periods

The Closed field indicates whether or not the inventory period is closed to inventory value changes. You cannot
edit this field.
You can close any inventory period, provided that the following is true:
There are no open outbound item ledger entries, meaning negative inventory, in that period.
The cost of all items has been adjusted using the Adjust Cost – Item Entries batch job.
This means that all outbound transaction quantities, such as those from sales orders, outbound transfers, sales
invoices, purchase returns, or purchase credit memos, must be applied to existing quantity in inventory.
To close an inventory period
1. Before closing an inventory period, choose the Adjust Cost – Item Entries action to ensure that all cost
adjustments are posted.
Run the Close Inventory Period – Test report to determine if there are any open outbound item entries
within the inventory period or any items whose cost has not yet been adjusted.
2. Choose the Close Inventory Period – Test action.
Run the Post Inventory Cost to G/L batch job to ensure that all costs are posted to the general ledger.
3. Choose the Post Inventory to G/L action.
4. On the Inventory Periods page, select the inventory period you want to close.
5. Choose the Close Period action. After the inventory period has been closed, you cannot post inventory
 changes before the ending date. The cost of all items must be adjusted with the Adjust Cost – Item
Entries batch job before you close the inventory period.
6. Choose the Yes button to confirm that you want to close the period, or choose No to cancel the closing.
7. The inventory period is closed and a confirmation message is displayed when it is finished.

Reopening Inventory Periods

After you have closed the inventory period, you cannot delete the inventory period. You can, however, reopen it, if
you would like to allow posting before the ending date of the inventory period. Reopening a period also reopens
all inventory periods with ending dates later than the period you reopen.
To reopen an inventory period
1. Choose the icon, enter Inventory Periods, and then choose the related link.
2. Select the inventory period you want to reopen.
3. Choose the Reopen Period period action. Confirm that you want to reopen the period.
4. All inventory periods with ending dates later than the period you selected are reopened.

See Also
Design Details: Inventory Periods
Finance
Inventory
Working with Financials
 Setting Up Inventory Valuation and Costing
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.
The following table describes a sequence of tasks, with links to the topics that describe them.

TO SEE

Set a costing method for each item to govern how its Register New Items
incoming cost is used to assess inventory value and the cost
of goods sold.

Ensure that the cost is automatically posted to the general Automatic Cost Posting field on the Inventory Setup page
ledger whenever an inventory transaction is posted.

Ensure that expected costs are posted to the general ledger to Expected Cost Posting to G/L field on the Inventory Setup
see from the interim G/L accounts an estimate of the amounts page
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 Inventory Setup page
per item for each stockkeping unit and for each variant of the
item.

Select the period of time you would like application to use for Average Cost Period field on the Inventory Setup page
calculating the weighted average cost of items that use the
average costing method.

Define inventory periods to control inventory value over time Work with Inventory Periods
by disallowing transaction posting in closed inventory periods.

Ensure that sales returns are applied to the original outbound Exact Cost Reversing Mandatory field on the Sales &
transaction to preserve inventory value. Receivables page

Ensure that purchase returns are applied to the original Exact Cost Reversing Mandatory field on the ´Purchases &
inbound transaction to preserve inventory value. Payables page

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
Working with Business Central
Finance
 Revalue Inventory
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 Inventory Value action.
3. On the Calculate Inventory 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 Inventory 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 Inventory
Value (Calculated) field and the Inventory 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
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.

To adjust item costs manually

1. Choose the icon, enter Adjust Cost - Item Entries, and then choose the related link.
2. On the Adjust Cost - Item Entries page, specify which items to adjust costs for.
3. Choose the OK button.

To make general changes in the direct unit cost

If you need to change the direct unit cost for several items, you can use the Adjust Item Costs/Prices batch job.
The batch job changes the contents in the Unit Price field on the item card. The batch job changes the content of
the field in the same way for all items or selected items. The batch job multiplies the value in the field by an
adjustment factor that you specify.
1. Choose the icon, enter Adjust Item Costs/Prices, and then choose the related link.
2. In the Adjust Field field, specify which item or SKU card field you want to adjust.
3. In the Adjustment Factor field, specify the factor by which the value will be adjusted. For example, enter 1.5
to increase the value by 50%.
4. On the Item FastTab, set filters to specify, for example, which items to process with the batch job.
5. Choose the OK button.

Understanding Unit Cost Calculation

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.
How the contents of the Costing Method field influence the unit cost calculation for purchases and sales is
described in more detail in the following sections.

Unit Cost Calculation for Purchases

When you purchase items, the value in the Last Direct Cost field on the item card is copied to the Direct Unit
Cost field on a purchase line or to the Unit Amount line on an item journal line.
What you select in the Costing Method field influences how Business Central calculates the contents of the Unit
Cost field on the lines.
Costing Method FIFO, LIFO, Specific, or Average
Business Central calculates the contents of the Unit Cost (LCY ) field on the purchase line or the contents of the
Unit Cost field on the item journal line according to the following formula:
Unit Cost (LCY ) = (Direct Unit Cost – (Discount Amount / Quantity)) x (1 + Indirect Cost % / 100) + Overhead
Rate
Costing Method Standard
The Unit Cost (LCY ) field on the purchase line or the Unit Cost field is filled on the item journal line by copying
the value in the Unit Cost field on the item card. By using costing method set as Standard, this is always based on
the standard cost.
When you post the purchase, the unit cost from the purchase line or item journal line is copied to the purchase
item invoice entry, and it can be seen on the entry list for the item.
All Costing Methods
The unit cost from the source document line is used to calculate the contents of the Cost Amount (Actual) field,
or if applicable, the Cost Amount (Expected) field that relates to this item entry, regardless of the costing
method of the item.

Unit Cost Calculation for Sales

When you sell items, the unit cost is copied from the Unit Cost field on the item card to the sales line or the item
journal line.
When you post, the unit cost is copied to the sales invoice item entry, and it can be seen on the entry list for the
item. Business Central uses the unit cost from the source document line to calculate the contents of the Cost
Amount (Actual) field, or if applicable, the Cost Amount (Expected) field in the value entry related to this item
entry.

See Also
Managing Inventory Costs
Inventory
Sales
Purchasing
Working with Business Central
 Handling Inventory and Manufacturing Costs
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 costs Work with Bills of Material
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 Entry 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
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.

To update standard costs

1. Run the Adjust Cost-Item Entries batch job.
2. Run the Post Inventory Cost to G/L batch job.
3. Open the Standard Cost Worksheet and use one or more of the following functions:
a. Run the Suggest Item Standard Cost batch job.
b. Review the results and make changes as necessary.
c. Run the Suggest Capacity Standard Cost batch job.
d. Review the results and make changes as necessary.
e. Run the Roll Up Standard Cost batch job.
f. Review the results and make changes as necessary.
g. Run the Implement Standard Cost Changes batch job.
4. Review and post the Revaluation Journal page, which has been populated with entries from the previous
steps in this process.

See Also
About Calculating Standard Cost
Managing Inventory Costs
Design Details: Costing Methods Finance
Working with Business Central
 Remove and Reapply Item Ledger Entries
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 Entry field on the purchase return line. You can
use the Get Posted Document Lines to Reverse function or the Copy 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.

To remove an item application by using the Application Worksheet

1. Choose the icon, enter Application Worksheet, and then choose the related link.
2. The Application Worksheet page opens displaying existing item ledger entries for all items.
3. Enter filters on the General FastTab to make it easier to find the item ledger entry for which you want to
 change the application.
4. Select the item ledger entry, and then choose the Applied Entries action. The View Applied Entries –
Applied Entries page opens to show the item ledger entry or entries that are currently applied to the selected
entry.
5. Select the item ledger entry for which you want to remove the application.
6. Choose the Remove Application action. This removes the item application entry that links the two item
ledger entries and moves it to the View Applied Entries – Unapplied Entries page.
7. Close the View Applied Entries – Applied Entries page.
The Remaining Quantity field of the two item ledger entries are increased by the quantity that has been
unapplied. The removed item ledger entry is now available for reapplication on the View Applied Entries –
Unapplied Entries page.

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 .

To reapply an item application by using the Application Worksheet

1. Choose the icon, enter Application Worksheet, and then choose the related link.
2. The Application Worksheet page opens displaying existing item ledger entries for all items.
3. To reapply entries that were removed since the worksheet was opened, select the item ledger entry that you
want to reapply, and then choose the Reapply action.

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 Inventory 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
2 minutes to read • Edit Online

You can use the Applies-from Entry 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. For more information, see Applies-from Entry.

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.

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 Entry field to post a positive adjustment with the corresponding quantity. This closes
the original negative entry with a fixed application.
2. Use the Applies-to Entry field to post a negative adjustment. This closes the original corrective positive entry
with a fixed application.

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
 Reporting Costs and Reconciling with the General
Ledger
2 minutes to read • Edit Online

At the end of accounting periods, monthly, yearly or other, a sequence of cost control and auditing tasks must be
performed to report a correct and balanced inventory value to the finance department. Apart from the posting
routine that transfers the individual item value entries to dedicated general ledger accounts, several reports,
tracing functions, and a special reconciliation tool are available to the auditor or controller responsible for this
business-critical work.
The following table describes a sequence of tasks, with links to the topics that describe them.

TO SEE

View the inventory value of selected items, including Inventory 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 Inventory 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.

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).

Periodically post the value entries of item transactions from Reconcile Inventory Costs with the General Ledger
the inventory ledger to the related G/L accounts to reconcile
the two ledgers.

Determine the WIP amount that needs to be posted to Monitor Job Progress and Performance
balance sheet accounts for period-end reporting.

See Also
Setting Up Inventory Valuation and Costing
Managing Inventory Costs
Finance
Inventory
Sales
Purchasing
Working with Business Central
 Reconcile Inventory Costs with the General Ledger
4 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 Inventory 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.

To post inventory costs manually

1. Choose the ico, enter Post Inventory Cost to G/L, and then choose the related link.
2. Post inventory costs to the general ledger manually by running the batch job. When you run this batch job,
general ledger entries are created on the basis of value entries. You can post the entries so that they are
summarized per posting group.

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 Inventory 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 audit the reconciliation between the inventory ledger and the

general ledger
The Inventory - G/L Reconciliation page provides the following:
Exposes reconciliation differences by comparing what is recorded in G/L and what is recorded in the inventory
ledger (value entries).
Displays unreconciled cost amounts in the value entries in the inventory ledger as if they were mapped to
corresponding inventory-related accounts in G/L and compares those to the totals actually recorded in the
 same accounts in G/L.
Reflects the double entry structure of G/L by visually presenting data as such. For example, a COGS entry has a
corresponding inventory entry.
Lets users drill down and see the entries that make up the cost amounts.
Includes filters to narrow the analysis by date, item, and location.
Explains reasons for reconciliation differences in informative messages.
The Name column on the far left in the grid lists the various G/L account types that are associated with inventory.
The Inventory, Inventory (Interim ), and WIP Inventory columns show the invoiced, non-invoiced, and WIP
totals of each G/L account type. These are calculated from value entries, that is, they are projected onto the G/L
account types where they will end when they are eventually posted to G/L.
The Total column shows the sum (in bold font) of the value entry amounts in the three inventory columns.
The G/L Total column shows the amounts (in bold font) for each G/L account type that exists in G/L. These are
calculated from G/L entries, that is, they represent inventory costs already posted to G/L.
The Difference column represents the difference between the value in the G/L Total and Total fields.
In the top of the Inventory - G/L Reconciliation page, you can enter filters to limit, for example, the period of
time for which you want information.
If you select the Show Warning check box and if there are any discrepancies between the inventory totals and
G/L totals, application shows messages in the Warning field of the grid that explain the discrepancy. If you choose
the Warning field, application gives you more information on what the warning means.
When you have entered all relevant filters, choose the Show Matrix action. The data is calculated and the matrix
page appears.
On the far left column in the grid, you see the various general ledger account types that are associated with
inventory. The grid then shows the invoiced, non-invoiced (interim), and WIP inventory totals for each of these
account types. These totals are calculated from the value entries.
The next columns show the totals for the same account types calculated from the general ledger entries.
Choose the amount in any of the total fields to see the inventory report entries that were used to calculate the
totals. For inventory totals, the inventory report entries are the sums of the value entries for the items. For the G/L
totals, the inventory report entries are the sums from the general ledger entries.

See Also
Managing Inventory Costs
Purchasing
Sales
Working with Business Central
General Business Functionality
 Monitor Job Progress and Performance
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.

To create a job WIP method

You can create a job WIP method that reflects the needs of your organization. After you have created it, you can set
it as the default job WIP calculation method that will be used in your organization.

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 define a WIP method for a job

When you create a new job, you must specify which job WIP method that applies. In some cases, which Job WIP
method that you can use has been set up for you as a default.
1. Choose the icon, enter Jobs, and then choose the related link.
2. Choose the New action. For more information, see Create Jobs.
3. On the Job Card page, in the WIP Method field, select a WIP method from the list. If a default method has
been defined, you can select another option if needed.

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.

To view job usage estimates and post updates

You can view job usage up to the completion of a project in one step. To do so, you use the Job Calc. Remaining
Usage batch job for all the tasks up to and including the end of a job.
This lets you track and compare your original estimates against actual results and make modifications or new
entries as needed. For example, you may have estimated that a job required 10 hours, and to date, it has taken 15
hours. You can add the extra five hours to the existing journal line or create a new journal line to report these five
hours as overtime, which is another work type. The appropriate cost and price are calculated, and you can then post
to the journal.

NOTE
Item entries create item ledger entries and reduce the inventory quantity. The Post Inventory 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.

To view job ledger entries

All job-related entries are recorded in job registers and are numbered sequentially, starting with 1. From the job
register, you can get an overview of all job ledger entries.
1. Choose the icon, enter Job Registers, and then choose the related link.
2. Select a relevant register, and then choose Job Ledger action.
On the Job Ledger Entries page you can review the entries that are associated with any job.

See Also
Managing Projects Managing Inventory Costs
Finance
Purchasing
Sales
Working with Business Central
 Closing Years and Periods
2 minutes to read • Edit Online

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.

Get an overview of activities that are commonly performed Closing Periods

at the end of a period, such as posting all documents and
journals, or running account schedules.

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.

See Related Training at Microsoft Learn

See Also
Open a New Fiscal Year
Working with Business Central

Start a free trial!

 Working with Accounting Periods and Fiscal Years
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.

Creating a new fiscal year

You can create accounting periods in bulk, by using eh Create Fiscal Year batch job, or manually.
How to create accounting periods in-bulk
Use the Create Fiscal Year batch job to divide a fiscal year into periods of equal length.
1. Choose the icon, enter Accounting Periods, and then choose the related link.
2. Choose the Create Year action.
3. In the Starting Date field, enter the date on which the fiscal year starts.
4. In the No. of Periods field, enter the number of accounting periods to divide the fiscal year into. There can be
up to 365 periods in a year.
5. In the Period Length field, enter a duration for each period. For example, 1M for one month, 1Q for one
quarter, and 1Y for one year.
6. Choose OK.
How to create accounting periods manually
If the accounting periods in your fiscal year have different durations, like the 4-4-5 calendar used in retail, you can
manually set it up.
1. Choose the icon, enter Accounting Periods, and then choose the related link.
2. In the Starting Date field, enter the date on which the fiscal year starts. The Name field will show the name of
the month.
3. Choose the New Fiscal Year check box to indicate that this is the first period in the year. Business Central will
use this period to determine which periods to close at year-end.
4. Repeat steps 2 and 3 for each remaining period.

Closing a Fiscal Year

Closing the fiscal year is one of the tasks for closing the books. After you close a fiscal year, the Closed and Date
Locked check boxes are selected for all periods in the year. You cannot reopen a year or clear the check boxes.
 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.

Posting Entries to a Closed Fiscal Year

Although a fiscal year is closed, you can still post general ledger entries to it. When you do, the entries are marked
as posted to a closed fiscal year and the Prior Year Entry check box is selected. By default, the check box is not
displayed on the page, but you can add it. The next steps are to close the income statement accounts and transfer
the year's results to an account in the balance sheet. Repeat these steps each time you post entries to a closed fiscal
year.

See Also
Closing the Books
Closing Years and Periods
How to Work with Account Schedules
 Specify Posting Periods
2 minutes to read • Edit Online

Use posting periods to specify when users can post to the general ledger.

To specify posting periods

1. Choose the icon, enter General Ledger Setup, and then choose the related link.
2. On the General Ledger Setup page, define the period by entering dates in the Allow Posting From and
Allow Posting To fields.

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
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.

Sales and Receivables

Post all sales orders, invoices, credit memos, and return orders.
Post all cash receipt journals.
Update and post recurring journals that are related to sales and receivables.
Reconcile accounts receivable to the general ledger.
Run the Delete Invoiced Sales Orders batch job.

Purchases and Payables

Post all purchase orders, invoices, credit memos, and return orders.
Post all payment journals.
Update and post recurring journals that are related to purchases & payables.
Run the Aged Accounts Payable report and reconcile accounts payable to the general ledger.
Run the Delete Invoiced Purchase Orders batch job.
Fixed Assets
Post all maintenance costs have been posted through the fixed asset journals or invoices.
Post adjustments.
Post appreciation.
Post depreciation.
Update and post the recurring fixed asset journal.
Intercompany
Process Intercompany Transactions

Calculate and Process Sales Tax

 Complete Tax Statements.

See Also
Closing Years and Periods
Closing Books
Working with Business Central
 Update Currency Exchange Rates
4 minutes to read • Edit Online

As companies operate in increasingly more countries/regions, it becomes more important that they be able to trade
and report financials in more than one currency. You must set up a code for each currency you use if you buy or sell
in currencies other than your local currency, have receivables or payables in other currencies, or record G/L
transactions in different currencies.
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. For more information, see Set Up an Additional Reporting
Currency.

Adjusting Exchange Rates

Because exchange rates fluctuate constantly, additional currency equivalents in your system must be adjusted
periodically. If these adjustments are not done, amounts that have been converted from foreign (or additional)
currencies and posted to the general ledger in LCY may be misleading. In addition, daily entries posted before a
daily exchange rate is entered into application must be updated after the daily exchange rate information is entered.
The Adjust Exchange Rates batch job is used to manually adjust the exchange rates of posted customer, vendor
and bank account entries. It can also update additional reporting currency amounts on G/L entries. You can also
have the exchange rates adjusted automatically by using a service. For more information, see To set up a currency
exchange rate service.
Effect on Customers and Vendors
For customer and vendor accounts, the batch job adjusts the currency by using the exchange rate that is valid on
the posting date that is specified in the batch job. The batch job calculates the differences for the individual currency
balances and posts the amounts to the general ledger account that is specified in the Unrealized Gains Acc. field
or the Unrealized Losses Acc. field on the Currencies page. Balancing entries are automatically posted to the
receivables/payables account in the general ledger.
The batch job processes all open customer ledger entries and vendor ledger entries. If there is an exchange rate
difference for an entry, the batch job creates a new detailed customer or vendor ledger entry which reflects the
adjusted amount on the customer or vendor ledger entry.
Dimensions on Customer and Vendor Ledger Entries
The adjustment entries are assigned the dimensions from the customer/vendor ledger entries, and the adjustments
are posted per combination of dimension values.
Effect on Bank Accounts
For bank accounts, the batch job adjusts the currency by using the exchange rate that is valid on the posting date
specified in the batch job. The batch job calculates the differences for each bank account that has a currency code
and posts the amounts to the general ledger account that is specified in the Realized Gains Acc. field or the
Realized Losses Acc. field on the Currencies page. Balancing entries are automatically posted to the general
ledger bank accounts that are specified in the bank account posting groups. The batch job calculates one entry per
currency per posting group.
Dimensions on Bank Account Entries
The adjustment entries for the bank account's general ledger account and for the gain/loss account are assigned the
bank account's default dimensions.
Effect on G/L Accounts
If you post in an additional reporting currency, you can have the batch job create new general ledger entries for
currency adjustments between LCY and the additional reporting currency. The batch job calculates the differences
for each general ledger entry and adjusts the general ledger entry depending on the contents of the Exchange
Rate Adjustment field for each general ledger account.
D i m e n si o n s o n G / L A c c o u n t En t r i e s

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.

To set up a currency exchange rate service

You can use an external service to keep your currency exchange rates up to date, such as FloatRates.
1. Choose the icon, enter Currency Exchange Rate Services, and then choose the related link.
2. Choose the New action.
3. On the Currency Exchange Rate Service page, fill in the fields as necessary. Hover over a field to read a short
description.
4. Choose the Enabled check box to enable the service.

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.

See Related Training at Microsoft Learn

See Also
Set Up an Additional Reporting Currency
Closing Years and Periods
Working with Business Central
 Allocate Costs and Income
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.

To set up allocation keys

You can allocate an entry in a recurring general journal to several different accounts when you post the journal. The
allocation can be made by quantity, percentage, or amount.
1. Choose the icon, enter Recurring General Journal, and then choose the related link.
2. Choose the Batch Name field to open the General Journal Batches page.
3. You can either modify allocations on an existing batch in the list or create a new batch with allocations.
To create a new batch, choose the New action, and go to the next step.
To change the allocations of an existing journal, select the journal and go to step 7.
4. In the Name field, enter a name for the batch, such as CLEANING. In the Description field, enter a description,
such as Cleaning Expenses Journal.
5. When you are done, close the page. A new, empty recurring journal opens.
6. Fill in the fields on the line.
7. Choose the Allocations action.
8. Add a line for each allocation. You must fill in either the Allocation %, Allocation Quantity, or Amount field.
You must also fill in the Account No. field and, if you are allocating the transaction among global dimensions,
the global dimension fields.
9. If you enter a percentage on a line, the amount in the Amount field is calculated automatically. These amounts
have the opposite sign from the total amount in the Amount field in the recurring journal.
10. After entering the allocations lines, choose OK to return to the Recurring General Journal page. The
Allocated Amt. (USD ) field is filled in and matches the Amount field.
11. Post the journal.

To change an allocation key that has already been set up

1. Choose the icon, enter Recurring General Journal, and then choose the related link.
2. On the Recurring General Journal page, select the journal with the allocation.
3. Choose the line with the allocation, and then choose Allocations action.
4. Change the relevant fields, and then choose the OK button.

See Also
Closing Years and Periods
Working with General Journals
Posting Documents and Journals
Working with Business Central
 Report VAT to Tax Authorities
7 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 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.

About the EC Sales List report

In the UK, all companies that sell goods and services to VAT-registered customers, including customers in other
European Union (EU ) countries, must submit an electronic version of the European Community (EC ) Sales List
report in XML format through Her Majesty's Revenue and Customs (HMRC ) website. The EC Sales List report
works only for countries in the EU.
The report includes one line for each type of transaction with the customer, and displays the total amount for each
type of transactions. There are three types of transactions that the report can include:
B2B Goods
B2B Services
B2B Triangulated Goods
B2B goods and services specify whether you sold a good or a service, and are controlled by the EU Service setting
in the VAT posting setup. B2B Triangulated Goods indicate whether you engaged in trade with a 3rd party, and are
controlled by the EU 3-Party Trade setting on sales documents, such as sales orders, invoices, credit memos, and
so on.
After the tax authority reviews your report, they will send an email to the contact person for your company. In
Business Central, the contact person is specified on the Company Information page. Before you submit the
report, make sure that a contact person is chosen.

About the VAT Return report

Use this report to submit VAT for sales and purchase documents, such as purchase and sales orders, invoices, and
credit memos. The information in the report is in the same format as on the declaration form from the customs and
tax authorities.
VAT is calculated based on the VAT posting setup and the VAT posting groups that you have set up.
For the VAT return, you can specify the entries to include:
Submit open transactions only, or open and closed. For example, this is useful when you prepare your final
annual VAT return.
Submit only entries from the specified periods, or also include entries from previous periods. This is useful for
updating a VAT return that you have already submitted, for example, if a vendor sends you a late invoice.
To connect to your tax authority's web service
Business Central provides service connections to tax authority websites. For example, if you are in the UK, you can
enable the GovTalk service connection to submit the EC Sales List and VAT Return reports electronically. If you
want to submit the report manually, for example by entering your data on the tax authority's website, this is not
required.
To report VAT to a tax authority electronically, you need to connect Business Central to the tax authority's web
service. This requires that you set up an account with your tax authority. When you have an account, you can enable
a service connection that we provide in Business Central.
1. Choose the icon, enter Service Connections, and then choose appropriate link.
2. Fill in the required fields. Hover over a field to read a short description.

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.

To set up VAT reports in Business Central

1. Choose the icon, enter VAT Report Setup, and then choose the related link.
2. To let users change and resubmit this report, choose the Modify Submitted Reports check box.
3. Choose the number series to use for each report.

To prepare and submit a VAT report

1. Choose the icon, enter EC Sales List or VAT Return, and then choose the related link.
2. Choose New, and then fill in the required fields. Hover over a field to read a short description.
3. To generate the content of the report, choose the Suggest Lines action.

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.

5. To submit the report, choose the Submit action.

After you submit the report, Business Central monitors the service and keeps a record of your communications.
The Status field indicates where the report is in the process. For example, when the authorities process your report,
the status of the report changes to Succeeded. If the tax authority found mistakes in the report you submitted, the
status of the report will be Failed. You can view the errors under Errors and Warnings, correct them, and then
submit the report again. To view a list of all your EC Sales List reports, go to the EC Sales List Reports page.

Viewing communications with your tax authority

In some countries, you exchange messages with the tax authority when you submit reports. You can view the first
and the last message you sent or received by choosing the Download Submission Message and Download
Response Message actions.

Submitting VAT reports manually

If you use another method to submit the report, for example by exporting the XML and uploading it to a tax
authority website, afterward you can choose Mark as Submitted to close the reporting period. When you mark
the report as released, it becomes non-editable. If you must change the report after you mark it as released, you
must reopen it.

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.

Configuring your own VAT reports

You can use the EC Sales List report out-of-the-box, however, you can also create your own reports. This requires
that you create a few codeunits. If you need help with that, contact a Microsoft Partner.
The following table describes the codeunits that you must create for your report.

CODEUNIT WHAT IT MUST DO

Suggest Lines Fetch information from the VAT Entries table, and display it in
lines on the VAT report.

Content Control the format of the report. For example, whether it is

XML or JSON. The format to use depends on the requirements
of your tax authority's web service.

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.
 CODEUNIT WHAT IT MUST DO

Cancel Send a cancellation of a VAT report that was submitted earlier

to your tax authority.

NOTE
When create codeunits for the report, pay attention to the value in the VAT Report 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.

See Related Training at Microsoft Learn

See also
Setting Up to Calculations and Posting Methods for Value-Added Tax
Work with VAT on Sales and Purchases
Setting Up Sales
Invoice Sales
 Using Pre-Closing Reports
2 minutes to read • Edit Online

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 THIS REPORT

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 account Detail Trial Balance
balances.

Print a trial balance report with balances and net changes for Trial Balance
general ledger accounts.

Print a trial balance for a consolidated company. Consolidated Trial Balance

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
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.

Closing Book Process

The process for closing the book includes these main tasks:
1. Closing the accounting period.
A fiscal year is defined as one or more open periods as defined on the Accounting Periods page. A typical
fiscal year contains 12 periods of one month each, but you can also choose another method of defining a
year.
For more information, see Close Accounting Periods.
2. Registering prior-year entries.
When you close a fiscal year, you must enter a number of administrative transactions (such as prepaid and
accrued items). These transactions are called adjusting entries. There are no special rules for posting these
entries, and they (like other entries) contain a check mark in the Prior-Year Entry field if they are posted
on a date in a closed fiscal year. Even though a fiscal year has been closed, you can still post general ledger
entries to it.
3. Transferring balances from the income statement accounts to the balance sheet.
After a fiscal year has been closed and all prior-year entries have been posted, the income statement
accounts must be closed and the net income for the year must be transferred to an account under owners'
equity on the balance sheet. Use the Close Income Statement batch job for this purpose. The batch job
processes all general ledger accounts of the type Income Statement and creates entries that reverse their
balances. These entries are placed in a journal from which they can be posted. The batch job does not post
them automatically, except when an additional reporting currency is used. When an additional reporting
currency is used, the batch job posts directly to the general ledger.
For more information, see Close Income Statement.
4. Posting the year-end closing entry along with the offsetting equity account entries.
When the Close Income Statement batch job is finished, you post the entries generated by the job. If you
did not specify a retained earnings account in the batch job, then enter one line with a balancing entry that
posts the net income to the correct general ledger account under owners' equity on the balance sheet.
Finally, post the journal.
For more information, see Post Year-End Closing Entry.

What Happens When You Close

When you close at the end of the year, the system moves your earnings from calculated earnings to the Retained
Earnings account. The system also marks the fiscal year as "closed," and marks all subsequent entries for the
closed year as "prior year entries."
The system then generates a closing entry, but it does not post the entry automatically. You are given the
opportunity to make the offsetting equity account entry or entries, which allows you to decide how to allocate
your closing entry. For example, if your company has several divisions, you can let the system generate a single
closing entry for all the divisions, and you can then make an offsetting entry for each division's equity account.
You can post in a previous fiscal year, even after the income statement accounts have been closed, if you run the
Close Income Statement batch job again afterward.

See Also
Open a New Fiscal Year
Working with Business Central
 Preparing Closing Statements
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, with links to the topics that
describe them.

TO SEE THIS REPORT

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 amounts Aged Accounts Payable
payable calculated from the due date, posting date or
document date.

Compare the trial balance with a budget. Trial Balance/Budget

Print a trial balance report with balances and net changes for Trial Balance by Period
general ledger accounts calculated for a series of periods.

Print an account schedule to analyze figures in general ledger Account Schedule

accounts or compare actual general ledger entries with
general ledger budget entries.

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
2 minutes to read • Edit Online

When a fiscal year is over, you must close the periods that comprise it.

To close accounting periods

1. Choose the icon, enter Accounting Periods, and then choose the related link.
2. On the Accounting Periods page, choose the Close Year action.
If more than one fiscal year is open, the earliest one is automatically selected to be closed. A message
displays identifying the year that will close and the consequences of closing the year.
3. To close the year, choose the Yes button.
The fiscal year is closed, and the Closed and Date Locked fields for all the periods in the year are selected. The
fiscal year cannot be opened again and you cannot remove the check mark from the Closed or Date Locked
fields.

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 Entry 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
Open a New Fiscal Year
Working with Business Central
 Close Income Statement Accounts
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.

To run the Close Income Statement batch job

1. Close the fiscal year. The fiscal year must closed before the batch job can be run. For more information, see
Close Accounting Periods.
2. Choose the icon, enter Close Income Statement, and then choose the related link.
3. Choose the OK button to run the batch job.

About the Close Income Statement Batch Job

The batch job processes all general accounts of the income statement type and creates entries that cancel out their
respective balances. That is, each entry is the sum of all the general ledger entries on the account in the fiscal year.
These new entries are placed in a journal in which you must specify a balancing account and retained earnings
account in the balance sheet before you post. When you post the journal, an entry is posted to each income
statement account so that its balance becomes zero and at the same time the year's result is transferred to the
balance sheet.
You must post the journal yourself. The batch job does not post the entries automatically, except when an
additional reporting currency is being used. When an additional reporting currency is being used, the batch job
posts entries directly to the general ledger.
The date on the lines that the batch job inserts in the journal is always a closing date for the fiscal year. The closing
date is a fictitious date between the last day of the old fiscal year and the first day of the new year. The advantage
of posting on a closing date is that you maintain the correct balances for the ordinary dates of the fiscal year.
The Close Income Statement batch job can be used several times. You can post in a previous fiscal year, even
after the income statement accounts have been closed, if you run the batch job again.

See Also
Closing Books
Post the Year-End Closing Entry
Open a New Fiscal Year
Working with Business Central
 Post the Year-End Closing Entry
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.

To post the year end closing entry

1. Choose the icon, enter General Journal, and then choose the related link.
2. On the General Journal page, in the Batch Name field, select the batch that contains the closing entries.
3. Review the entries.
4. To post the journal, choose the Post action.

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
 Understanding the General Ledger and the COA
2 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.

General Ledger Setup and General Posting Setup

The setup of the general ledger is at the core of financial processes because it defines how you post data.
On the General Ledger Setup page, you specify how to handle certain accounting issues in your company,
such as:
Invoice rounding details
Address formats
Financial reporting
Similarly, on the General Posting Setup page, you specify how you want to set up combinations of general
business and general product posting groups. Posting groups map entities like customers, vendors, items,
resources, and sales and purchase documents to general ledger accounts. You fill in a line for each combination
of business posting group and product posting group. For more information, see Posting Group Setups

The Chart of Accounts

The chart of accounts shows all general ledger accounts. From the chart of accounts, you can do things like:
View reports that show general ledger entries and balances.
Close your income statement.
Open the G/L account card to add or change settings.
See a list of posting groups that post to that account.
View separate debit and credit balances for a single account
You can add, change, or delete general ledger accounts. However, to prevent discrepancies, you can't delete a
general ledger account if it's data is used in the chart of accounts.

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.
For example, the default balance statement has a subcategory for Cash under Current Assets. If you want the
balance statement consider petty cash and checking, you can:
1. Add two new subcategories. One for petty cash, and 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
 Consolidating Financial Data from Multiple
Companies
10 minutes to read • Edit Online

If you have more than one company in Business Central, the Consolidated Trial Balance report on the Accountant
Role Center 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.
Consolidating financial data may especially be relevant in connection with intercompany processes. For more
information, see Managing Intercompany Transactions.
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
Depending on the complexity of your businesses, there are two ways to set up the report:
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.

To do a simple consolidation setup

If your consolidation is straightforward, for example because you wholly-own the business units to consolidate,
the Company Consolidation assisted setup guide will help you through the following steps:
Choose whether to create a new consolidated company, or whether to consolidate the data in a company that
you have already created for the consolidation. The company should not contain transactions.
Preview the results. Business Central verifies that the master data and transactions can be successfully
transferred to the consolidated company.
To use the assisted setup guide, follow these steps:
1. On the Accountant Role Center, choose the Assisted Setup action.
2. Choose Set up consolidation reporting, and then complete each step in the assisted setup guide.

To do an advanced consolidation setup

If you need more advanced settings for your consolidation, you can set up consolidation manually. For example, if
you have companies that you own only partially, or you have companies that you do not want to include in the
consolidation. You set up the consolidated company in the same way that you set up other companies. For more
information, see Getting Ready for Doing Business.
Business Central lets you set up a list of companies to consolidate, verify the accounting data before you
consolidate it, import files, and generate consolidation reports.
1. Sign in to the consolidated company.
2. Choose the icon, enter Business Units, and then choose the related link.
3. Choose New, and then fill in the required fields. Hover over a field to read a short description.

IMPORTANT
When you fill in the Starting Date and Ending Date fields, make sure you comply with GAAP rules concerning the fiscal
periods of the business unit versus the parent company.

If your business unit uses a foreign currency, you must specify the exchange rate to use in the consolidation. You
must also enter consolidation information about the business unit's general ledger accounts. These processes are
described in the following sections.
To prepare general ledger accounts for consolidation
If the chart of accounts in the business unit differs from the consolidated company, you must prepare general
ledger accounts for consolidation. You can specify the accounts to post debits and credits to, and the method to use
to translate currencies in the consolidated company. For example, this is useful if you frequently run the report.
1. Choose the icon, enter Chart of Accounts, and then choose the related link.
2. Open the card for the account, and then fill in the fields on the Consolidation FastTab.
To specify exchange rates for consolidations
If a business unit uses a different currency than the consolidated company, you must specify exchange rate
methods for each account before you consolidate. For each account, the content of the Consol. Translation
Method field determines the exchange rate. On each business unit card, in the Currency Exchange Rate Table
field, you specify whether consolidation will use exchange rates from the business unit or the consolidated
company. If you use exchange rates from the consolidated company, you can change the exchange rates for a
business unit. For business units, if the Currency Exchange Rate Table field on the business unit card contains
Local, you can change the exchange rate from the business unit card. The exchange rates are copied from the
Currency Exchange Rate table, but you can change them before consolidating.
The following table describes the exchange rate methods you can use for accounts.

EXCHANGE RATE TYPICAL USE

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.

Closing Rate Used for balance sheet 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.
 EXCHANGE RATE TYPICAL USE

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.

Equity Rate This is similar to Composite. Differences are posted to

separate general ledger accounts.

To specify exchange rates for business units, follow these steps:

1. Choose the icon, enter Business Units, and then choose the related link.
2. On the Business Unit List page, choose the business unit, and then choose the Average Rate (Manual)
action.
3. On the Change Exchange Rate page, the contents of the Relational Exch. Rate field have been copied from
the Currency Exchange Rate table, but you can modify them. Close the page.
4. Choose the Closing Rate action.
5. In the Relational Exch. Rate Amount field, enter the exchange rate.
To exclude a company from consolidation
If you do not want to include a business unit in the consolidation, you can exclude it. To do that, go to the business
unit card, and clear the Consolidate check box.
To include a partially-owned company in consolidation
If you own only part of a company, you can include a percentage of each transaction that corresponds to the
percentage of the company you own. For example, if you own 70% of the company, consolidation will include $70
of an invoice for $100. To specify the percentage of the company you own, go to the business unit card, and enter
the percentage in the Consolidation % field.
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.

To 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 Where field, choose Company Name, and then choose the consolidated company in the is field.
To eliminate repeated transactions
After you have consolidated all the companies, you must find any transactions that are recorded more than once
across companies and then post elimination entries to remove them.
Processing consolidation eliminations is a manual process. You can follow these steps:
1. Find transactions that potentially need to be adjusted and enter general journal lines to eliminate them.
2. Run the G/L Consolidation Eliminations report to help you assess the effect of the general journal lines
before posting.
3. Post the adjusting transactions.
The G/L Consolidation Eliminations report displays a tentative trial balance where you can simulate the
consequences of eliminating entries by comparing the entries in the consolidated company with the eliminations
that have been entered in the general journal.
Before a business unit can be included in the report, it must be set up on the Business Units page and the
Consolidate field must be selected.
Each account appears on a line by itself, following the structure of the chart of accounts. An account is not shown if
all the amounts on the line are 0. The following information is shown for each account:
Account number
Account name.
If you have selected one or more business unit codes in the Business Unit Code field on the request page, a
total is shown for the consolidated company excluding the selected business units and eliminations. If you have
not filled in the Business Unit Code field, a total is shown for the consolidated company excluding
eliminations.
If you have selected a business unit code in the Business Unit Code field on the request page, a total is shown
for the imported entries from the business unit. If you have not filled in the Business Unit Code field, a total is
shown for the posted eliminations in the consolidated company.
The total for the consolidated company with all the business units and all posted eliminations.
The eliminations to be made in the consolidated company, that is, the entries in the general journal that is
selected on the request page.
The posting text copied from the general journal.
The consolidated company's total after the eliminations, if they are posted.

To export and import consolidated data between databases

If data for a business unit is in another database, you must export the data to a file before you can include it in the
consolidation. Each company must be exported separately. For this purpose, use the Export Consolidation batch
job.
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
Managing Intercompany Transactions
Working with Business Central
Exporting Your Business Data to Excel
 Working with Dimensions
14 minutes to read • Edit Online

To make it simpler to perform analysis on documents such as sales orders, you can use dimensions. Dimensions
are attributes and values that categorize entries so you can track and analyze them. For example, dimensions can
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. This gives a rich opportunity for analysis, without creating 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 multiple dimension information, 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
The Dimensions functionality plays an important role in business intelligence, such as when defining analysis
views. For more information, see Analyze Data by 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.

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, 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.
Shortcut Dimensions are available as fields on journal and document lines. You can create up to six 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.

TIP
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 Mandatory in the Value Posting field.

WARNING
If an account is used in the Adjust Exchange Rates batch job or the Post Inventory Cost to G/L batch job, do not select
Code Mandatory or Same Code. These batch jobs cannot use dimension codes.

NOTE
If an account must have a different dimension assigned to it than the default dimension already set up for the account
type, you must set up a default dimension for this account. The default dimension for the individual account then replaces
the default dimension for the account type.

To set up default dimension priorities

Different account types, such as a customer account and an item account, can have different default dimensions
set up. As a result, an entry can have more than one default dimension proposed for a dimension. To avoid such
conflicts, you can apply priority rules to the different sources.
1. Choose the icon, enter Default Dimension Priorities, and then choose the related link.
2. On the Default Dimension Priorities page, in the Source Code field, enter the source code for the entry
table to which default dimension priorities will apply.
3. Fill in a line for each default dimension priority that you want for the selected source code.
4. Repeat the procedure for each source code for which you want to set up default dimension priorities.
 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.

To set up dimension combinations

To avoid posting entries with contradictory or irrelevant dimensions, you can block or limit specific combinations
of two dimensions. A blocked dimension combination means that you cannot post both dimensions on the same
entry regardless of what the dimension values are. A limited dimension combination lets you post both
dimensions to the same entry, but only for certain combinations of dimension values.
1. Choose the icon, enter Dimension Combinations, and then choose the related link.
2. On the Dimension Combinations page, choose the field of the dimension combination and select one of
the following options.

FIELD DESCRIPTION

No limitation This dimension combination has no restrictions. All

dimensions values are allowed.

Limited This dimension combination has restrictions depending

on which dimension values that you enter. You must
define the limitations on the Dimension Value
Combination page.

Blocked This dimension combination is not allowed.

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.

To set up global and shortcut dimensions

Global and shortcut dimensions can be used as a filter anywhere in Business Central, including on reports, batch
jobs, and analysis views. Global and shortcut dimensions are always available to be inserted directly without first
opening the Dimensions page. On journal and document lines, you can select global and shortcut dimensions in
a field on the line. You can set up two global dimensions and eight shortcut dimensions. Choose the dimensions
that you use most frequently.
 IMPORTANT
Changing a global or shortcut dimension requires that all entries posted with the dimension are updated. You can perform
this task with the Change Global Dimensions function, but it can be time-consuming and may affect performance.
Therefore, choose your global and shortcut dimensions carefully so that you do not have to change them later.

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 all over the application.

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
1. Choose the icon, enter Change Global Dimensions, and then choose the related link.
2. Hover over actions and fields on the page to learn how to change global and shortcut dimensions.
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

CODE NAME CODE CAPTION FILTER CAPTION

AREA Area Area Code Area Filter

DEPARTMENT Department Department Code Department Filter

For AREA, you add the following dimension values:

CODE NAME DIMENSION VALUE TYPE

10 Americas Begin-Total

20 North America Standard

30 Pacific Standard

40 South America Standard

50 Americas, Total End-Total

60 Europe Begin-Total

70 EU Standard

80 Non-EU Standard

90 Europe, Total End-Total

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:

CODE NAME DIMENSION VALUE TYPE

ADMIN Administration Standard

PROD Production Standard

SALES Sales Standard

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.

Getting an Overview of Dimensions used Multiple Times

The Default Dimensions-Multiple page specifies how a group of accounts use dimensions and dimension
values. You can do this by highlighting multiple accounts and then specifying default dimensions and dimension
values for all the accounts you have highlighted in the account list. When you specify default dimensions for the
highlighted accounts, application will suggest these dimensions and dimension values whenever one of these
accounts is used, for example on a journal line. This makes entry posting easier for the user, as the dimension
fields are filled in automatically. However, the dimension values that are suggested can be changed on, for
example, a journal line.
The Default Dimensions-Multiple page contains the following fields:

FIELD DESCRIPTION

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.
 FIELD DESCRIPTION

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 Chart of Accounts, and then choose the related link.
2. On the Chart 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 Entry Dimensions page displays the dimensions for one ledger entry at a time. As you scroll through the
ledger entries, the content on the Ledger Entry Dimensions page changes accordingly.

Troubleshooting Dimensions Errors

When you post documents or journal lines that contain dimensions, various errors may occur that are typically
related to wrong dimension setup or assignment.

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.".

ISSUE ERROR MESSAGE POSSIBLE SOLUTION

Blocked dimension %1 %2 is blocked. -Find non-posted documents

containing the dimension set with the
blocked dimension and unblock it.
-Remove the dimension set line for the
blocked dimension.

Deleted dimension %1 %2 can't be found. -Restore the missing dimension.

-Find non-posted documents
containing the dimension set with the
missing dimension and add it.
-Remove the dimension set line for the
missing dimension.

Blocked dimension value %1 %2 - %3 is blocked. -Find non-posted documents

containing the dimension set with the
blocked dimension value and unblock
it.
-Remove the dimension set line for the
blocked dimension value.

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.

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.
 ISSUE ERROR MESSAGE POSSIBLE SOLUTION

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 Mandatory -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 default -%1 %2 must not be mentioned. -Change the Value Posting field on
dimension where the Value Posting -%1 %2 must not be mentioned for %3 the Default Dimension page.
field contains No Code %4 -Remove the conflicting line from the
dimension set.

See Related Training at Microsoft Learn

See Also
Business Intelligence
Finance
Analyze Data by Dimensions
Working with Business Central
 Create G/L Budgets
3 minutes to read • Edit Online

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.

To create a new G/L budget

1. Choose the icon, enter G/L Budgets, and then choose the related link.
2. Choose the Edit List action, and then fill in the fields as necessary. Hover over a field to read a short
description.
3. Choose the Edit Budget action.
4. At the top of the Budget page, fill in the fields as necessary to define what is displayed.
Only entries that contain the budget name that you entered in the budget Name field are shown. Because
the budget name has just been created, there are no entries that match the filter. Therefore, the page is
empty.
5. To enter an amount, choose the relevant cell in the matrix. The G/L Budget Entries page opens.
6. Create a new line and fill in the Amount field. Close the G/L Budget Entries page.
7. Repeat steps 5 and 6 until you have entered all of the budget amounts.

NOTE
On the Filters FastTab, you can filter the budget information by budget dimensions you have set up under the budget
name.

Exporting and Importing G/L Budgets with Excel

As for practically all other pages, you can export data on budget pages to Excel for further processing or analysis.
For more information, see Exporting Your Business Data to Excel.
 NOTE
The chart of accounts, that G/L budgets are based on, have lines of account type Heading that contain the total of the lines
below it. When you export a G/L budget, data on all lines is exported regardless of the account type. However, only data on
lines of account type Posting can be imported back in. Accordingly:

When you import 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.

See Related Training at Microsoft Learn

See Also
Exporting Your Business Data to Excel
Finance
Business Intelligence
Setting Up Finance
The General Ledger and the Chart of Accounts
Working with Business Central
 Post Transactions Directly to the General Ledger
2 minutes to read • Edit Online

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.

To post a transaction directly to a general ledger account

1. Choose the icon, enter General Journals, and then choose the related link.
2. Open the relevant general journal batch. For more information, see Working with General Journals.
3. On a new journal line, fill in the fields as necessary. Hover over a field to read a short description.

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
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.

To reverse the journal posting of a general ledger entry

You can reverse entries from all Ledger Entries pages. The following procedure is based on the General
Ledger Entries page.
1. Choose the icon, enter General Ledger Entries, and then choose the related link.
2. Select the entry that you want to reverse, and then choose the Reverse Transaction action. Note that is must
originate from a journal posting.
3. On the Reverse Transaction Entries page, choose the Reverse action.
4. Choose the Yes button on the confirmation message.

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.

To post a negative entry

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.
1. Choose the icon, enter General Journals, and then choose the related link
2. In the Batch Name field, select the required batch name.
3. Enter information into the relevant fields.
4. In the journal line that you want to activate for negative entries, select the Correction check box.
5. To post the journal, choose the Post action, and then choose the Yes button.

To undo a quantity posting on a posted purchase receipt

The following described how to undo a posted receipt of items or resources. The steps are similar for posted
shipments.
1. Choose the icon, enter Posted Purchase Receipts, and then choose the related link.
2. Open the posted receipt that you want to undo.
3. Select the line or lines that you want to undo.
4. Choose Undo Receipt action.
A corrective line is inserted under the selected receipt line. If the quantity was received in a warehouse receipt,
then a corrective line is inserted on the posted warehouse receipt.
The Quantity Received and Qty. Rcd. Not Invoiced fields on the related purchase order are set to zero.

To undo and then redo a quantity posting on a posted return

shipment
The following describes how to undo a posted return shipment of items or resources and then repost the
purchase return with a new quantity. The steps are similar for posted return receipts.
1. Choose the icon, enter Posted Return Shipments, and then choose the related link.
2. Open the posted return shipment that you want to undo.
3. Select the line or lines you want to undo.
4. Choose the Undo Return Shipment action.
A corrective line is inserted in the posted document, and the Return Qty. Shipped and Return Shpd.
Not Invd. fields on the return order are set to zero.
Now go back to the purchase return order to redo the posting.
5. On the Posted Return Shipment page, take a note of the number in the Return Order No. field.
6. Choose the icon, enter Purchase Return Orders, and then select the related link.
7. Open the return order in question, and then choose the Reopen action.
8. Correct the entry in the Quantity field and post the purchase return order again.

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
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.

To set up allocation keys

You can allocate an entry in a recurring general journal to several different accounts when you post the journal.
The allocation can be made by quantity, percentage, or amount.
1. Choose the icon, enter Recurring General Journal, and then choose the related link.
2. Choose the Batch Name field to open the General Journal Batches page.
3. You can either modify allocations on an existing batch in the list or create a new batch with allocations.
To create a new batch, choose the New action, and go to the next step.
To change the allocations of an existing journal, select the journal and go to step 7.
4. In the Name field, enter a name for the batch, such as CLEANING. In the Description field, enter a
description, such as Cleaning Expenses Journal.
5. When you are done, close the page. A new, empty recurring journal opens.
6. Fill in the fields on the line.
7. Choose the Allocations action.
8. Add a line for each allocation. You must fill in either the Allocation %, Allocation Quantity, or Amount
field. You must also fill in the Account No. field and, if you are allocating the transaction among global
dimensions, the global dimension fields.
9. If you enter a percentage on a line, the amount in the Amount field is calculated automatically. These amounts
have the opposite sign from the total amount in the Amount field in the recurring journal.
10. After entering the allocations lines, choose OK to return to the Recurring General Journal page. The
Allocated Amt. (USD ) field is filled in and matches the Amount field.
11. Post the journal.

To change an allocation key that has already been set up

1. Choose the icon, enter Recurring General Journal, and then choose the related link.
2. On the Recurring General Journal page, select the journal with the allocation.
3. Choose the line with the allocation, and then choose Allocations action.
4. Change the relevant fields, and then choose the OK button.

See Also
Closing Years and Periods
Working with General Journals
Posting Documents and Journals
Working with Business Central
 Use Item Charges to Account for Additional Trade
Costs
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 set up item charge numbers

You use item charge numbers to distinguish between the different kinds of item charges that are used in your
company.
 1. Choose the icon, enter Item Charges, and then choose the related link.
2. On the Item Charges page, choose the New action to create a new line.
3. Fill in the fields as necessary. Hover over a field to read a short description.

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.

To assign an item charge from a separate invoice to the purchase

invoice for the item
If you received an invoice for the item charge after you posted the original purchase receipt, follow this
procedure.
1. Repeat steps 1 through 8 in To assign an item charge directly to the purchase invoice for the item.
2. On the Item Charge Assignment page, choose the Get Receipt Lines action.
3. On the Purch. Receipt Lines page, select the posted purchase receipt for the item that you want to assign
the item charge to, and then choose the OK button.
4. Choose the Suggest Item Charge Assignment action.
The item charge on the separate purchase invoice is now assigned to the item on the posted purchase receipt,
thereby updating the item's inventory value with the cost of the item charge.

See Also
Managing Payables
Record Purchases
Invoice Sales
Working with Business Central
 Record and Reimburse Employees' Expenses
2 minutes to read • Edit Online

Business Central supports transactions for employee 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.

To record an employee's expense

You post employees' expenses on the General Journal page.
1. Choose the icon, enter General Journals, and then choose the related link.
2. Open the relevant general journal batch. For more information, see Working with General Journals.
3. On a new journal line, fill in the fields as necessary. Hover over a field to read a short description.

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.

To reconcile reimbursements with employee ledger entries

You apply employee payments to their related open employee ledger entries in the same way as you do for
vendor payments, for example on the Payment Reconciliation Journal page, based on the related bank
statement entries. For more information, see Applying Payments Automatically and Reconciling Bank Accounts.
Alternatively, you can apply manually on the Employee Ledger Entries page. For more information, see the
related Reconcile Vendor Payments with the Payment Journal or from Vendor Ledger Entries.

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 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.

To set up a G/L account for deferral

1. Choose the icon, enter Chart of Accounts, and then choose the related link.
2. Choose the New action.
3. Fill in the fields as necessary to create a G/L account for deferred revenues. For more information, see The
General Ledger and the Chart of Accounts.
4. Repeat steps 2 and 3 to create a new G/L account for deferred expenses.
For both types of deferral, select Balance Sheet in the Type field, and name the accounts appropriately, such as
"Unearned Income" for deferred revenues and "Unpaid Expenses" for deferred expenses.

To set up a deferral template

1. Choose the icon, enter Deferral Templates, and then choose the related link.
2. Choose the New action.
3. Fill in the fields as necessary.
4. In the Calc. Method field, specify how the Amount field for each period on the Deferral Schedule page is
calculated. You can choose between the following options:
Straight-Line: The periodic deferral amounts are calculated according to the number of periods,
distributed according to period length.
Equal Per Period: The periodic deferral amounts are calculated according to the number of periods,
distributed evenly on periods.
Days Per Period: The periodic deferral amounts are calculated according to the number of days in the
period.
User-Defined: The periodic deferral amounts are not calculated. You must manually fill the Amount
field for each period in the Deferral Schedule page. For more information, see the “To change a deferral
schedule from a sales invoice” section.
5. In the Period Desc. field, specify a description that will be shown on entries for the deferral posting. You
can enter the following placeholder codes for typical values, which will be inserted automatically when the
period description is displayed.
%1 = The day number of the period posting date
%2 = The week number of the period posting date
%3 = The month number of the period posting date
%4 = The month name of the period posting date
 %5 = The accounting period name of the period posting date
%6 = The fiscal year of the period posting date
Example: The posting date is 02/06/2016. If you enter “Expenses deferred for %4 %6”, then the description
displayed will be "Expenses deferred for February 2016".

To assign a deferral template to an item

1. Choose the icon, enter Deferral Templates, 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.

To change a deferral schedule from a sales invoice

NOTE
The steps in this procedure are the same as when you change a deferral schedule, for expenses, from a purchase invoice.

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.

To preview how deferred revenues or expenses will be posted to the

general ledger
NOTE
The steps in this procedure are the same as when you preview how expense deferrals are posted.

1. On the Sales Invoice page, choose the Preview Posting action.

2. On the Posting Preview page, choose the G/L Entry action, and then choose the Show Related Entries
action.
G/L entries to be posted to the specified deferral account, for example, Unearned Income, are denoted by the
description that you entered in the Period Desc. field in the deferral template, for example, "Expenses deferred for
February 2016".

To review posted deferrals in the Sales Deferral Summary report

 NOTE
The steps in this procedure are the same as when you review the Purchasing Deferral Summary report.

1. Choose the icon, enter Sales Deferral Summary, and then choose the related link.
2. On the Sales Deferral Summary 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
4 minutes to read • Edit Online

As companies operate in increasingly more countries/regions, it becomes more important that they be able to
trade and report financials in more than one currency. You must set up a code for each currency you use if you
buy or sell in currencies other than your local currency, have receivables or payables in other currencies, or
record G/L transactions in different currencies.
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. For more information, see Set Up an Additional
Reporting Currency.

Adjusting Exchange Rates

Because exchange rates fluctuate constantly, additional currency equivalents in your system must be adjusted
periodically. If these adjustments are not done, amounts that have been converted from foreign (or additional)
currencies and posted to the general ledger in LCY may be misleading. In addition, daily entries posted before a
daily exchange rate is entered into application must be updated after the daily exchange rate information is
entered.
The Adjust Exchange Rates batch job is used to manually adjust the exchange rates of posted customer,
vendor and bank account entries. It can also update additional reporting currency amounts on G/L entries. You
can also have the exchange rates adjusted automatically by using a service. For more information, see To set up
a currency exchange rate service.
Effect on Customers and Vendors
For customer and vendor accounts, the batch job adjusts the currency by using the exchange rate that is valid
on the posting date that is specified in the batch job. The batch job calculates the differences for the individual
currency balances and posts the amounts to the general ledger account that is specified in the Unrealized
Gains Acc. field or the Unrealized Losses Acc. field on the Currencies page. Balancing entries are
automatically posted to the receivables/payables account in the general ledger.
The batch job processes all open customer ledger entries and vendor ledger entries. If there is an exchange rate
difference for an entry, the batch job creates a new detailed customer or vendor ledger entry which reflects the
adjusted amount on the customer or vendor ledger entry.
Dimensions on Customer and Vendor Ledger Entries
The adjustment entries are assigned the dimensions from the customer/vendor ledger entries, and the
adjustments are posted per combination of dimension values.
Effect on Bank Accounts
For bank accounts, the batch job adjusts the currency by using the exchange rate that is valid on the posting
date specified in the batch job. The batch job calculates the differences for each bank account that has a
currency code and posts the amounts to the general ledger account that is specified in the Realized Gains Acc.
field or the Realized Losses Acc. field on the Currencies page. Balancing entries are automatically posted to
the general ledger bank accounts that are specified in the bank account posting groups. The batch job calculates
one entry per currency per posting group.
Dimensions on Bank Account Entries
The adjustment entries for the bank account's general ledger account and for the gain/loss account are assigned
the bank account's default dimensions.
Effect on G/L Accounts
If you post in an additional reporting currency, you can have the batch job create new general ledger entries for
currency adjustments between LCY and the additional reporting currency. The batch job calculates the
differences for each general ledger entry and adjusts the general ledger entry depending on the contents of the
Exchange Rate Adjustment field for each general ledger account.
D i m e n si o n s o n G / L A c c o u n t En t r i e s

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.

To set up a currency exchange rate service

You can use an external service to keep your currency exchange rates up to date, such as FloatRates.
1. Choose the icon, enter Currency Exchange Rate Services, and then choose the related link.
2. Choose the New action.
3. On the Currency Exchange Rate Service page, fill in the fields as necessary. Hover over a field to read a
short description.
4. Choose the Enabled check box to enable the service.

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.

See Related Training at Microsoft Learn

See Also
Set Up an Additional Reporting Currency
Closing Years and Periods
Working with Business Central
 Import Payroll Transactions
2 minutes to read • Edit Online

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.

To import a payroll file

1. Choose the icon, enter General Journals, and then choose the related link.
2. In the relevant general journal batch, choose the Import Payroll Transactions action. An assisted setup
guide opens.
3. Follow the steps on the Import Payroll Transactions page.

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
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.

Calculating and Displaying VAT Amounts in Sales and Purchase

Documents
You can calculate and display VAT amounts in sales and purchase documents differently, depending on the type of
customer or vendor that you are dealing with. You can also override the calculated VAT amount to match the VAT
amount calculated by your vendor on a given transaction.
Unit Price and Line Amount Including/Excluding VAT on Sales Documents
When you choose an item number in the No. field on a sales document, Business Central fills in the Unit Price
field. The unit price comes from either the Item card or the item prices allowed for the item and customer.
Business Centralcalculates the Line Amount when you enter a quantity for the line.
If you are selling to retail consumers, you may want prices on sales documents to include VAT. To do this, choose
the Prices Including VAT check box on the document.
Including or Excluding VAT on Prices
If the Prices Including VAT check box is chosen on a sales document, the Unit Price and Line Amount fields
include VAT, and the field names will also reflect this. By default, VAT is not included in these fields.
If the field is not selected, application will fill in the Unit Price and Line Amount field excluding VAT and the
field names will reflect this.
You can set up the default setting of the Prices Including VAT for all sales documents for a customer in the
Prices Including VAT field on the Customer card. You can also set up item prices to include or exclude VAT.
Normally, item prices contained in the Item Card will be the price excluding VAT. The application uses the
information from the Price Includes VAT field on the Item card to determine the unit price amount for sales
documents.
The following table provides an overview of how application calculates the unit price amounts for a sales
document when you have not set up prices on the Sales Prices page:

PRICES INCLUDING VAT FIELD IN SALES

PRICE INCLUDES VAT FIELD ON ITEM CARD HEADER ACTION PERFORMED

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.
 PRICES INCLUDING VAT FIELD IN SALES
PRICE INCLUDES VAT FIELD ON ITEM CARD HEADER ACTION PERFORMED

No check mark Check mark The application calculates the VAT

amount per unit and adds to the Unit
Price on the Item Card. This total Unit
Price is then entered in the Unit Price
Incl. VAT field on the sales lines.

Check mark No check mark The application calculates the VAT

amount included in the Unit Price on
the Item Card using the VAT% related
to the VAT Bus. Posting Gr. (Price) and
the VAT Prod. Posting Group
combination. The Unit Price on the
Item Card, reduced by the VAT amount,
is then entered in the Unit Price Excl.
VAT field in 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.

Correcting VAT Amounts Manually in Sales and Purchase Documents

You can make corrections to posted VAT entries. This allows you to change the total sales or purchase VAT
amounts without changing the VAT base. You may need to do this, for example, if you receive an invoice from a
vendor that has calculated VAT incorrectly.
Although you may have set up one or more combinations to handle import VAT, you must set up at least one VAT
product posting group. For example, you can name it CORRECT for correction purposes, unless you can use the
same general ledger account in the Purchase VAT Account field on the VAT posting setup line. For more
information, see Setting Up to Calculations and Posting Methods for Value-Added Tax.
If a payment discount has been calculated on the basis of an invoice amount that includes VAT, you revert the
payment discount part of the VAT amount when the payment discount is granted. Note that you must activate the
Adjust for Payments Disc. field in both the general ledger setup in general and the VAT posting setup for
specific combinations of a VAT business posting group and a VAT product posting group.
To set the system up for manual VAT entry in sales documents
The following describes how to enable manual VAT changes on sales documents. The steps are similar on the
Purchases & Payables Setup page.
1. On the General Ledger Setup page, specify a Max. VAT Difference Allowed between the amount
calculated by application and the manual amount.
2. On the Sales & Receivables Setup page, place a check mark in the Allow Vat Difference field.
To adjust VAT for a sales document
1. Open the relevant sales order.
2. Choose the Statistics action.
3. On the Invoicing FastTab, choose the value in the No. of Tax Lines field.
4. Edit the VAT Amount field.
 NOTE
The total VAT amount for the invoice, grouped by VAT identifier, is displayed in the lines. You can manually adjust the
amount in the VAT Amount field on the lines for each VAT identifier. When you modify the VAT Amount field, application
checks to ensure that you have not changed the VAT by more than the amount you have specified as the maximum
difference allowed. If the amount is outside the range of the Max. VAT Difference Allowed, a warning will be displayed
stating the maximum allowed difference. You will be unable to proceed until the amount is adjusted to within the acceptable
parameters. Click OK and enter another VAT Amount that is within the allowed range. If the VAT difference is equal to or
lower than the maximum allowed, the VAT will be divided proportionally among the document lines that have the same VAT
identifier.

Calculating VAT Manually Using Journals

You can also adjust VAT amounts in general, sales, and purchase journals. For example, you might need to do this
when you enter a vendor invoice in your journal and there is a difference between the VAT amount that Business
Central calculated and the VAT amount on the vendor's invoice.
To set the system up for manual VAT entry in a general journals
You must perform the following steps before you manually enter VAT in a general journal.
1. On the General Ledger Setup page, specify a Max. VAT Difference Allowed between the amount
calculated by application and the manual amount.
2. On the General Journal Templates page, choose the Allow VAT Difference check box for the relevant
journal.
To set the system up for manual VAT entry in a sales and purchase journals
You must perform the following steps before you manually enter VAT in a sales or purchase journal.
1. On the Purchases & Payables Setup page, choose the Allow VAT Difference check box.
2. Repeat step 1 for the Sales & Receivables Setup page.
3. After you complete the setup described above, you can adjust the VAT Amount field on the general
journal line, or the Bal. VAT Amount field on the sales or purchase journal line. Business Central will
check that the difference is not greater than the specified maximum.

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.

Posting Import VAT with Purchase Invoices

Instead of using journals to post an import VAT invoice, you can use a purchase invoice.
To set up purchasing for posting import VAT invoices
1. Set up a vendor card for the import authority that sends you the import VAT invoice. The Gen. Bus. Posting
Group and VAT Bus. Posting Group must be set up in the same way as the general ledger account for the
import VAT.
2. Create a Gen. Product Posting Group for the import VAT and set up an import VAT Def. VAT Product
Posting Group for the related Gen. Product Posting Group.
3. Choose the icon, enter Chart of Accounts, and then choose the related link.
4. Select the import VAT general ledger account, and then choose the Edit action.
5. On the Posting FastTab, select the Gen. Prod. Posting Group setup for import VAT. Business Central
automatically fills in the VAT Prod. Posting Group field.
6. Choose the icon, enter General Posting Setup, and then choose the related link.
7. Create a combination of the Gen. Bus. Posting Group for the VAT authority and the Gen. Prod. Posting
Group for import VAT. For this new combination, in the Purchase Account field, choose the import VAT
general ledger account.
To create a new invoice for the import authority vendor once you have completed the setup
1. Choose the icon, enter Purchase Invoices, and then choose the related link.
2. Create a new purchase invoice.
3. In the Buy-from Vendor No. field, choose the import authority vendor, and then choose the OK button.
4. In the purchase line, in the Type field, choose G/L Account, and in the No. field, choose the import VAT
general ledger account.
5. In the Quantity field, type 1.
6. In the Direct Unit Cost Excl. VAT field, specify the VAT amount.
7. Post the invoice.

Processing Certificates of Supply

When you sell goods to a customer in another EU country/region, you must send the customer a certificate of
supply that the customer must sign and return to you. The following procedures are for processing certificates of
supply for sales shipments, but the same steps apply for service shipments of items, and return shipments to
vendors.
To view certificate of supply details
1. Choose the icon, enter Posted Sales Shipments, and then choose the related link.
2. Choose the relevant sales shipment to a customer in another EU country/region.
3. Choose Certificate of Supply Details.
4. By default, if the Certificate of Supply Required check box is selected for VAT Posting Group setup for
the customer, the Status field is set to Required. You can update the field to indicate whether the customer
has returned the certificate.

NOTE
If the VAT Posting Group setup does not have the Certificate 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 Certificates of Supply page to get a view of the status of all posted shipments for which a
certificate of supply has been created.

5. Choose Print Certificate of Supply.

 NOTE
You can preview or print the document. When you choose Print Certificate of Supply and print the document, the
Printed check box is automatically selected. In addition, if not already specified, the status of the certificate is
updated to Required. If needed, you include the printed certificate with the shipment.

To print a certificate of supply

1. Choose the icon, enter Posted Sales Shipments, and then choose the related link.
2. Choose the relevant sales shipment to a customer in another EU country/region.
3. Choose the Print Certificate of Supply action.

NOTE
Alternatively, you can print a certificate from the Certificate 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 Certificates 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 Certificate of Supply page, choose the Print action to print the report, or choose the Preview
action to view it on the screen.

NOTE
The Certificate of Supply Status field and the Printed field are updated for the shipment on the Certificates of
Supply page.

8. Send the printed certificate of supply to the customer for signature.

To update the status of a certificate of supply for a shipment
1. Choose the icon, enter Posted Sales Shipments, and then choose the related link.
2. Choose the relevant sales shipment to a customer in another EU country/region.
3. In the Status field, choose the relevant option.
If the customer has returned the signed certificate of supply, choose Received. The Receipt Date field is
updated. By default, the receipt date is set to the current work date.
You can modify the date to reflect the date that you received the customer's signed certificate of supply.
You can also add a link to the signed certificate using standard Business Central linking.
If the customer does not return the signed certificate of supply, choose Not Received. You must then send
the customer a new invoice that includes VAT, because the original invoice will not be accepted by the tax
authority.
To view a group of certificates, you start from the Certificates of Supply page, and then update the information
about the status of outstanding certificates as you receive them back from your customers. This can be useful
when you want to search for all certificates that have a certain status, for example, Required, for which you want
to update their status to Not Received.
To update the status of a group of certificates of supply
1. Choose the icon, enter Certificates of Supply, and choose the related link.
2. Filter the Status field to the value that you want in order to create the list of certificates that you want to
manage.
3. To update the status information, choose Edit List.
4. In the Status field, choose the relevant option.
If the customer has returned the signed certificate of supply, choose Received. The Receipt Date field is
updated. By default, the receipt date is set to the current work date.
You can modify the date to reflect the date that you received the signed the certificate of supply. You can
also add a link to the signed certificate using standard Business Central document linking.

NOTE
You cannot create a new certificate of supply on the Certificate 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.

See Related Training at Microsoft Learn

See Also
Setting Up to Calculations and Posting Methods for Value-Added Tax
Report VAT to a Tax Authority
 Report VAT to Tax Authorities
7 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 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.

About the EC Sales List report

In the UK, all companies that sell goods and services to VAT-registered customers, including customers in
other European Union (EU ) countries, must submit an electronic version of the European Community (EC )
Sales List report in XML format through Her Majesty's Revenue and Customs (HMRC ) website. The EC Sales
List report works only for countries in the EU.
The report includes one line for each type of transaction with the customer, and displays the total amount for
each type of transactions. There are three types of transactions that the report can include:
B2B Goods
B2B Services
B2B Triangulated Goods
B2B goods and services specify whether you sold a good or a service, and are controlled by the EU Service
setting in the VAT posting setup. B2B Triangulated Goods indicate whether you engaged in trade with a 3rd
party, and are controlled by the EU 3-Party Trade setting on sales documents, such as sales orders, invoices,
credit memos, and so on.
After the tax authority reviews your report, they will send an email to the contact person for your company. In
Business Central, the contact person is specified on the Company Information page. Before you submit the
report, make sure that a contact person is chosen.

About the VAT Return report

Use this report to submit VAT for sales and purchase documents, such as purchase and sales orders, invoices,
and credit memos. The information in the report is in the same format as on the declaration form from the
customs and tax authorities.
VAT is calculated based on the VAT posting setup and the VAT posting groups that you have set up.
For the VAT return, you can specify the entries to include:
Submit open transactions only, or open and closed. For example, this is useful when you prepare your final
annual VAT return.
Submit only entries from the specified periods, or also include entries from previous periods. This is useful
 for updating a VAT return that you have already submitted, for example, if a vendor sends you a late invoice.

To connect to your tax authority's web service

Business Central provides service connections to tax authority websites. For example, if you are in the UK, you
can enable the GovTalk service connection to submit the EC Sales List and VAT Return reports electronically. If
you want to submit the report manually, for example by entering your data on the tax authority's website, this
is not required.
To report VAT to a tax authority electronically, you need to connect Business Central to the tax authority's web
service. This requires that you set up an account with your tax authority. When you have an account, you can
enable a service connection that we provide in Business Central.
1. Choose the icon, enter Service Connections, and then choose appropriate link.
2. Fill in the required fields. Hover over a field to read a short description.

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.

To set up VAT reports in Business Central

1. Choose the icon, enter VAT Report Setup, and then choose the related link.
2. To let users change and resubmit this report, choose the Modify Submitted Reports check box.
3. Choose the number series to use for each report.

To prepare and submit a VAT report

1. Choose the icon, enter EC Sales List or VAT Return, and then choose the related link.
2. Choose New, and then fill in the required fields. Hover over a field to read a short description.
3. To generate the content of the report, choose the Suggest Lines action.

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.

5. To submit the report, choose the Submit action.

After you submit the report, Business Central monitors the service and keeps a record of your
communications. The Status field indicates where the report is in the process. For example, when the
authorities process your report, the status of the report changes to Succeeded. If the tax authority found
mistakes in the report you submitted, the status of the report will be Failed. You can view the errors under
Errors and Warnings, correct them, and then submit the report again. To view a list of all your EC Sales List
reports, go to the EC Sales List Reports page.

Viewing communications with your tax authority

In some countries, you exchange messages with the tax authority when you submit reports. You can view the
first and the last message you sent or received by choosing the Download Submission Message and
Download Response Message actions.

Submitting VAT reports manually

If you use another method to submit the report, for example by exporting the XML and uploading it to a tax
authority website, afterward you can choose Mark as Submitted to close the reporting period. When you
mark the report as released, it becomes non-editable. If you must change the report after you mark it as
released, you must reopen it.

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.

Configuring your own VAT reports

You can use the EC Sales List report out-of-the-box, however, you can also create your own reports. This
requires that you create a few codeunits. If you need help with that, contact a Microsoft Partner.
The following table describes the codeunits that you must create for your report.

CODEUNIT WHAT IT MUST DO

Suggest Lines Fetch information from the VAT Entries table, and display it
in lines on the VAT report.

Content Control the format of the report. For example, whether it is

XML or JSON. The format to use depends on the
requirements of your tax authority's web service.

Submission Control how, and when, you submit the report based on the
requirements of your tax authority.
 CODEUNIT WHAT IT MUST DO

Response Handler Handle the return from the tax authority. For example, it
might send an email message to your company's contact
person.

Cancel Send a cancellation of a VAT report that was submitted

earlier to your tax authority.

NOTE
When create codeunits for the report, pay attention to the value in the VAT Report 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.

See Related Training at Microsoft Learn

See also
Setting Up to Calculations and Posting Methods for Value-Added Tax
Work with VAT on Sales and Purchases
Setting Up Sales
Invoice Sales
 Convert Service Contracts that Include VAT Amounts
3 minutes to read • Edit Online

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.

To correct an invoice for a prepaid service contract

1. Choose the icon, enter Contract Management, and then choose the related link.
2. Under Lists, choose Service Contracts.
3. Create a new prepaid service contract. Enter a start date of 01.01.2017 and an invoice period year for customer
20000.
4. To sign the contract, choose the Sign Contract action.
5. Create a service invoice.
6. The invoice is listed as an unposted service invoice. To view the service invoice, choose the Service action,
choose the Contract Management action, and then choose the Service Invoices action.
7. Post the service invoice.

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.

To create a credit memo for VAT difference

The following procedure describes how to create a credit memo that only includes the VAT difference for the
already invoiced period starting on 01.07.2017. In this example, the VAT amount is only posted to the Financial
Management module, not to the Service Management module. The VAT entries that are linked to the service
ledger entry will not be corrected.
1. Create a new general ledger account for the VAT difference. This account will be used for direct posting of the
VAT correction.
2. Add a new line to the VAT posting setup.
To create contract expiration dates in contract lines
The following procedure describes how to create new contracts by working with contract expiration dates in
service contract lines.
1. On the Service Contract page, set the contract expiration date to 30.06.2017.
2. Choose the Create Credit Memo action to automatically create a credit memo for July 2017 to December
2017.
3. Because the contract has expired, you need to create a new contract for the period with the new VAT rate for
July 1, 2017 to December 31, 2017.
To create a new credit memo
The following procedure describes how to create a new credit memo using the Get Prepaid Contract Entries
batch job. Entries that you do not want to correct from January 2017 to June 2017 will be deleted.
1. Run the VAT rate change tool on July 1, 2017. The general product posting group or the VAT product posting
group is changed. For more information, see Work with VAT on Sales and Purchases.
2. After running the VAT rate change tool, enter a contract expiration date for the service contract. You can now
delete the service contract line and create a new line that is identical to the old one.
3. Create a new invoice for the period of January 2017 to December 2012 using the new VAT rate.
4. To create another credit memo, on the Service Credit Memos page, choose the New action to create a new
service credit memo.
5. Choose the Get Prepaid Contract Entries action.
6. After the conversion is complete, VAT and service ledger entries will be correct.

See Also
Work with Service Contracts and Service Contract Quotes
Finance
Report VAT to Tax Authorities
Work with VAT on Sales and Purchases
 Analyzing Cash Flow in Your Company
2 minutes to read • Edit Online

As they say, cash is king. The charts on the Accountant Role Center provide insight that can help you make solid
decisions about what to do with your cash.

TO ANSWER QUESTIONS LIKE THESE USE THIS CHART

How long does the sales process tie up my cash? Cash Cycle
Should I increase or reduce inventory levels?

When did cash move in and out of my company? Cash Flow

Are some periods better than others?

Do the numbers seem off for a period? Income & Expense

Should I investigate?

When might a cash surplus or deficit happen? Cash Flow Forecasts

Should I pay down debt, or borrow to meet upcoming
expenses?

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.

To view a cash flow worksheet

1. Search for Cash Flow Forecasts, and then choose the related link.
2. Choose a cash flow forecast, and then choose the Cash Flow Worksheet action.
3. On the Cash Flow Worksheet page, choose the Suggest Worksheet Lines action.

See Related Training at Microsoft Learn

See Also
Setting Up Finance
Working with Business Central
Setting Up Cash Flow Analysis
 Walkthrough: Making Cash Flow Forecasts by Using
Account Schedules
2 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.

About This Walkthrough

This walkthrough describes the following tasks:
Setting up a new cash flow account schedule name.
Setting up account schedule lines.
Setting up a new column layout.
Assigning a column layout to an account schedule.
Viewing and printing the cash flow forecast.
Prerequisites
To complete this walkthrough, you will need:
Business Central installed.
The cash flow worksheet lines are registered.

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.

Setting Up a New Account Schedule Name

An account schedule consists of a cash flow account schedule name with a series of lines and a column layout.
To set up a new account schedule name
1. Choose the icon, enter Account Schedules, and then choose the related link.
2. On the Account Schedule Names page, choose the New to create a new cash flow account schedule name.
3. In the Name field, enter Forecast.
4. In the Description field, enter Cash Flow Forecast.
5. Leave the Default Column Layout and Analysis View Name fields blank.

Setting Up Account Schedule Lines

After an account schedule name is set up, Ken defines each line that appears in the cash flow account schedule. Ken
defines lines that can be shown in reports in addition to lines that are only for calculation purposes.
To set up account schedule lines
1. On the Account Schedule Names page, select the new Forecast account schedule name that you have
created, and then choose the Edit Account Schedule action.
2. On the Account Schedule page, enter each line exactly as shown in the following table.

NOTE
Using the Insert 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.

TOTALING AMOUNT
ROW NO. DESCRIPTION TYPE TOTALING ROW TYPE TYPE SHOW

C10 Amount Net Change Entries Net Amount Always

C20 Amount until Balance at Entries Net Amount Always

Date Date

C30 Entire Fiscal Entire Fiscal Entries Net Amount Always

Year Year

3. Choose the OK button.

Assigning the Column Layout to the Account Schedule Name

Ken is now ready to assign the column layout to the account schedule name.
To assign the column layout to the account schedule name
1. On the Account Schedule Names page, select Forecast in the Name field.
2. In the Default Column Layout field, choose the column layout Cash Flow to assign as the default column
layout.
To view and print the cash flow forecast
1. On the Account Schedule Names page, choose the Overview action to view the cash flow forecast.
2. On the Acc. Schedule Overview page, you can select an amount and then view the cash flow forecast entries
that make up the amount. In addition, you can view the formula that is used to calculate the amount. You can
also filter the amounts by date and dimension.
3. Choose the Print action to print the cash flow forecast.

See Also
Work with Account Schedules
Business Process Walkthroughs
Working with Business Central
 Analyzing Financial Statements in Microsoft Excel
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.

Getting the Overview and the Details in Excel

In the ribbon, choose the relevant Excel report, and let it open so you can get the overview that you were looking
for. In this version of Business Central, we offer the following Excel reports:
Balance Sheet
Income Statement
Cash Flow Statement
Retained Earnings Statement
Aged Accounts Payable
Aged Accounts Receivable
Let's say you want to dig deeper into your cash flow. From the Business Manager or Accountant Role Center, you
can open the Cash Flow Statement report in Excel, but what actually happens is that we export the relevant data
for you and create an Excel workbook based on a predefined template. Depending on your browser, you might be
prompted to open or save the workbook.
In Excel, you see a tab where the data is laid out for you on the first worksheet. All the data that was exported is
also present in other worksheets in case you need it. You can print the report right away, or you can modify it until
you have the overview and the details that you want. Use the Business Central Excel Add-in to further filter and
analyze data.

The Business Central Excel Add-in

Your Business Central experience includes an add-in for Excel. Depending on your subscription, you are logged in
automatically, or you must specify the same login details that you use for Business Central.
With the add-in, you can get fresh data from Business Central, and you can push changes back into Business
Central. However, the ability to push data back to the database is disabled for the financial Excel reports in the list
above.

See Related Training at Microsoft Learn

See Also
Finance
Setting Up Finance
The General Ledger and the Chart of Accounts
Working with Business Central
 Transfer Bank Funds
2 minutes to read • Edit Online

You may sometimes need to transfer an amount from one bank account in Business Central to another. To do this,
you must post the a transaction on the General Journal page. The task varies depending on whether the bank
accounts use the same currency or different currencies.

To post a transfer between bank accounts with the same currency code
1. Choose the icon, enter General Journal, and then choose the related link.
2. On a journal line, fill in the Posting Date and Document No. fields.
3. In the Account Type field, select Bank Account.
4. In the Account No. field, select the bank from which you want to transfer the funds.
5. In the Amount field, enter the amount to be transferred.
6. Choose the Show More Columns action to view all available fields.
7. In the Bal. Account Type field, select Bank Account.
8. In the Bal. Account No. field, select the bank account to which you want to transfer the funds.
9. Post the journal.

To post a transfer between bank accounts with different currency codes

To transfer funds between bank accounts that use different currencies, you must post two general journal lines.
1. Choose the icon, enter General Journal, and then choose the related link.
2. Create two journal lines, and fill in the Posting Date and Document No. fields.
3. On the first journal line, in the Type field, select Bank Account.
4. In the Account No. field, select the bank account from which you want to transfer the funds.
5. In the Amount field, enter the amount in the currency of the bank account. Enter credit amounts with a
minus sign. Enter debit amounts without a minus sign.
6. In the Bal. Account Type field, select Bank Account.
7. In the Bal. Account No. field, select the bank account to which you want to transfer the funds.
8. On the second journal line, in the Type field, select Bank Account.
9. In the Account No. field, select the bank account to which you want to transfer the funds.
10. In the Amount field, enter the amount in the currency of the bank account. Enter credit amounts with a
minus sign. Enter debit amounts without a minus sign.
11. In the Bal. Account Type field, select Bank Account.
12. In the Bal. Account No. field, select the bank account from which you want to transfer the funds.
 NOTE
If the exchange rates used in the journal are different than the exchange rates on the Currency Exchange Rates
page, enter a third line for the exchange rate gain or loss. Enter G/L Account in the Account Type field. Enter the
G/L account number for exchange rate gain or loss in the Account No. field. Enter the exchange rate gain or loss in
the Amount field with or without a minus sign for credits and debits respectively.

13. Post the journal.

See Also
Reconciling Bank Accounts
Setting Up Banking
Working with General Journals
Working with Business Central
 Accountant Experiences in Dynamics 365 Business
Central
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.

Accountant Role Center

The Role Center is a dashboard with activity tiles that show you real-time key figures and give you quick access to
data. In the ribbon at the top of the page, you have access to more actions, such as opening the most commonly
used financial reports and statements in Excel. In the navigation bar at the top, you can quickly switch between the
lists you use most often. Here, you will see other areas, such as Posted Documents with the various types of
documents that the company has posted.
If you are new to Business Central, you can launch a list of videos right from your Role Center. You can also launch
a Getting Started tour that points out key areas.

Inviting Your External Accountant to Your Business Central

If you use an external accountant to manage your books and financial reporting, your administrator can invite
them to your Business Central so they can work with you on your fiscal data. Business Central includes three
licenses of type External Accountant. For more information about licensing, see the Microsoft Dynamics 365
Business Central Licencing Guide.
Once your accountant has gained access to your Business Central, they can use the Accountant Role Center that
gives easy access to the most relevant pages for their work.
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 Office 365 admin center. For more information, see About
admin roles in the Office 365 admin content.

Adding your accountant to your Office 365 via Azure Portal

If your administrator or reselling partner do not want to use the Invite External Accountant guide, they can add
an external user in the Azure Portal and assign this user the External Accountant license. For more information,
see Quickstart: Add guest users to your directory in the Azure portal .
To add your accountant as a guest user
1. Open the Azure portal.
2. In the left pane, select Azure Active Directory.
3. Under Manage, select Users.
4. Select New guest user.
5. On the New user page, select Invite user and then add information about your external accountant.
Optionally, include a personal welcome message to the accountant to let them know that you are adding
them to your Business Central.
6. Select Invite to automatically send the invitation. A notification appears in the upper right with the
message Successfully invited user.
7. After you send the invitation, the user account is automatically added to the directory as a guest.
Next, you must assign the new guest user a license to Business Central.
To give your accountant access to your Business Central
1. In the Azure portal, on the newly added user, choose Profile, and then choose Edit
2. Update the Usage Location field to the relevant country, and then choose Save.
3. Choose Licenses, and then open Assignments.
4. Choose the Dynamics 365 Business Central External Accountant license.
If this license is not available, you must use an available Dynamics 365 Business Central for IWs license
instead.
5. Save the assignment.
If successful, the license is assigned to the guest user, and the guest account is created.
Importing the new user into Business Central
The accountant will receive an email that notifies them that they have been given access to your Active Directory.
Next, you must give them access to the right company in Business Central.
To add the accountant to the right company
1. Open the Business Central company that you want to give the accountant access to at
https://businesscentral.dynamics.com.
2. Choose the icon, enter Users, and then chose the related link.
3. Choose the Get New Users from Office 365 action.
This imports the user account that you created in the Azure portal to the company. For more information, see To
add a user in Business Central.
If you want to give access to multiple companies, then you must log into each company and repeat this process.
Alternatively, you can update the permission groups for the accountant's user profile in Business Central, such as
assigning them the D365 Bus Premium user group. For more information, see Assign Permissions to Users and
Groups.

Accountant Hub
If you are an accountant with several clients, you can use Dynamics 365 — Accountant Hub for a better overview
of your clients. From there, you can access each client's tenant in Business Central and use the Accountant Role
Center as described above. For more information see Welcome to Dynamics 365 — Accountant Hub.

NOTE
Dynamics 365 — Accountant Hub is currently in public preview in a limited number of markets.

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
Working with Business Central
Setting Up Cash Flow Analysis
Welcome to Dynamics 365 — Accountant Hub
Dynamics 365 - Accountant Hub on Microsoft.com
 Business Intelligence
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.

Enable global financial reporting by to international Create Reports with XBRL

accounting organizations with the eXtensible Business
Reporting Language standard.

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
Start a free trial!
 Analyze Actual Amounts Versus Budgeted Amounts
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.

To view a G/L budget

In a budget with dimensions, you can filter the entries and see specific budgets.
1. Choose the icon, enter G/L Budgets, and then choose the related link.
2. On the G/L Budgets page, open the budget that you want to view.
3. At the top of the page, fill in the fields as necessary to define what is shown. Hover over a field to read a short
description.

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.

To view actual and budgeted amounts for all accounts

You can view general ledger budgets and compare them with actual figures in several areas of Business Central.
1. Choose the icon, enter Chart of Accounts, and then choose the related link.
2. On the Chart of Accounts page, choose the G/L Balance/Budget action.
3. At the top of the page, fill in the fields as necessary to define what is shown.
4. To see a specification that makes up the amount shown, choose the field.

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.

To view actual and budgeted amounts for several periods

Instead of viewing the actual and budgeted amounts for all accounts within a single period, you can view a number
of periods for a single account.
1. Choose the icon, enter Chart of Accounts, and then choose the related link.
2. On the Chart of Accounts page, select the relevant general ledger account, and then choose the G/L Account
Balance/Budget action.
3. At the top of the page, fill in the fields as necessary to define what is shown.
4. To see a specification of an amount shown, choose the field.

See Related Training at Microsoft Learn

See Also
Business Intelligence
Work with Account Schedules
Finance
Setting Up Finance
The General Ledger and the Chart of Accounts
Working with Business Central
 Prepare Financial Reporting with Account Schedules
and Account Categories
9 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.

G/L Account Categories

You can use G/L account categories to change the layout of your financial statements. After you set up your
account categories on the G/L Account Categories page, and you choose the Generate Account Schedules
action, the underlying account schedules for the core financial reports are updated. The next time you run one of
these reports, such as the Balance Statement report, new totals and subentries are added, based on your
changes.
 NOTE
The top-level account categories, such as the Liabilities node are fixed and you cannot add your own. However, you can
delete and add account categories at lower levels and change their structure to define how the related account schedule
appears in reports.

It is recommended to create and structure your own lower-level G/L account categories from scratch, in a hierarchy if
needed, rather than try to rearrange the existing ones. For example, you can restructure the Liabilities node to contain a
new Equity node followed by the Current Liabilities and Long Term Liabilities nodes.

To create a new account schedule

You use account schedules to analyze figures in general ledger accounts or to compare general ledger entries
with general ledger budget entries. For example, you can view the general ledger entries as percentages of the
budget entries.
The account schedules in the standard version of Business Central are the basis of the standard financial reports,
which may not suit the needs of your business. To quickly create your own financial reports, you can start by
copying an existing account schedule. See step 3 below.
The Acc. Schedule Overview page is where you preview the financial report that the account schedule defines.
In the following, it is important to understand that what you set up as account schedule rows and columns can
only be seen and validated on the Acc. Schedule Overview page, which you open from an account schedule by
choosing the Overview action. The Account Schedule page itself is only a setup area.
1. Choose the icon, enter Account Schedules, and then choose the related link.
2. On the Account Schedules page, choose the New action to create a new account schedule name.
3. Alternatively, choose the Copy Account Schedule action, fill in the two fields, and then choose the OK
button.
4. Fill in the fields as necessary. In the Default Column Layout field select an existing layout. You can edit it
later if you want.
You use column layouts to define columns for different parameters by which the financial data on the rows
are shown. For example, you can design a column layout to compare net change and balance for the same
period this year and last year, with four columns. For more information, see To edit a column layout.
5. Choose the Edit Account Schedule action.
6. Create a row for each financial element that you want to appear in the report, such as one row for current
assets and another row for fixed assets. For inspiration, see existing account schedules in the CRONUS
demonstration company.
7. Choose the Overview action to see the resulting financial report.
8. On the Acc. Schedule Overview page, in the Column Layout Name field, select another column layout
to see the financial data by other parameters.
9. Choose the OK button.
You have now defined the basis of the account schedule, the rows of financial data to be displayed, and an
existing layout of columns to show the data on the rows per different parameters. If the default column layout
that you selected in step 4 does not suit your purpose, follow the next procedure.
To edit a column layout
You use column layouts to define what columns should be included in the resulting report. For example, you can
design a layout to compare net change and balance for the same period this year and last year.

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 Overview 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 Overview 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 Overview page. The first
two columns, Row No. and Description, are fixed.

To create a column that calculates percentages

Sometimes you may want to include a column in an account schedule to calculate percentages of a total. For
example, if you have a number of rows that break down sales by dimension, you may want a column to indicate
the percentage of total sales that each row represents.
1. Choose the icon, enter Account Schedules, and then choose the related link.
2. On the Account Schedule Names page, select an account schedule.
3. Choose the Edit Account Schedule action to set up an account schedule row to calculate the total on which
the percentages will be based.
4. Insert a line immediately above the first row for which you want to display a percentage.
5. Fill in the fields on the line as follows: In the Totaling Type field, enter Set Base for Percent. In the Totaling
field, enter a formula for the total that the percentage will be based on. For example, if row 11 contains the
total sales, enter 11.
6. Choose the Edit Column Layout Setup action to set up a column.
7. Fill in the fields on the line as follows: In the Column Type field, select Formula. In the Formula field, enter a
formula for the amount that you want to calculate a percentage for, followed by %. For example, if column
number N contains the net change, enter N%.
8. Repeat steps 4 through 7 for each group of rows that you want to break down by percentage.

To set up account schedules with overviews

You can use an account schedule to create a statement comparing general ledger figures and general leger
budget figures.
1. Choose the icon, enter Account Schedules, and then choose the related link.
2. On the Account Schedule Names page, select an account schedule.
3. Choose the Edit Account Schedule action
4. On the Account Schedule page, in the Name field, select the default account schedule name.
5. Choose the Insert Accounts action.
6. Select the accounts that you want to include in your statement, and then choose the OK button.
The accounts are now inserted into your account schedule. If you want you can also change the column
layout.
7. Choose the Overview action.
8. On the Acc. Schedule Overview page, on the Dimension Filters FastTab, set the budget filter to the
desired filter name.
9. Choose the OK button.
Now you can copy and paste your budget statement into a spreadsheet.

Comparing Accounting Periods using Period Formulas

Your account schedule can compare the results of different accounting periods, such as this month versus same
month last year. To do that, you add a column with the Comparison Period Formula field, and then set that field
to a period formula.
An accounting period does not have to match the calendar, but each fiscal year must have the same number of
accounting periods, even though each period can be different in length.
Business Central uses the period formula to calculate the amount from the comparison period in relation to the
period represented by the date filter on the report request. The comparison period is based on the period of the
start date of the date filter. The abbreviations for period specifications are:

ABBREVIATION DESCRIPTION

P Period

LP Last period of a fiscal year, half-year or quarter.

CP Current period of a fiscal year, half-year or quarter.

FY Fiscal year. For example, FY[1..3] denotes first quarter of

the current fiscal year

Examples of formulas:

FORMULA DESCRIPTION

<Blank> Current period

-1P Previous period

-1FY[1..LP] Entire previous fiscal year

-1FY Current period in previous fiscal year

 FORMULA DESCRIPTION

-1FY[1..3] First quarter of previous fiscal year

-1FY[1..CP] From the beginning of previous fiscal year to current

period in previous fiscal year, inclusive

-1FY[CP..LP] From current period in previous fiscal year to last period

of previous fiscal year, inclusive

If you want to calculate by regular time periods, you must enter a formula in the Comparison Date Formula
field instead.

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 Period Filter 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.

See Related Training at Microsoft Learn

See Also
Business Intelligence
Finance
Setting Up Finance
The General Ledger and the Chart of Accounts
Working with Business Central
 Set Up and Publish KPI Web Services Based on
Account Schedules
2 minutes to read • Edit Online

On the Account Schedule KPI Web Service 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 Service
button, the specified account-schedule KPI data is added to the list of published web services on the Web
Services page.

To set up and publish a KPI web service that is based on account

schedules
1. Choose the icon, enter Account Schedule KPI Web Service Setup, and then choose the related link.
2. On the General FastTab, fill in the fields as described in the following table.

FIELD DESCRIPTION

Forecasted Values Start Specify at what point in time forecasted values are shown
on the account-schedule KPI graphic.

The forecasted values are retrieved from the general

ledger budget that you select in the G/L Budget Name
field. Note: To obtain KPIs that show forecasted figures
after a certain date and actual figures before the date, you
can change the Allow Posting From field on the General
Ledger Setup page. For more information, see Allow
Posting From.

G/L Budget Name Specify the name of the general ledger budget that
provides forecasted values to the account-schedule KPI
web service.

Period Specify the period that the account-schedule KPI web

service is based on.

View By Specify which time interval the account-schedule KPI is

shown in.

Web Service Name Specify the name of the account-schedule KPI web service.

This name will appear in the Service Name field on the

Web Services 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.

FIELD DESCRIPTION
 FIELD DESCRIPTION

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
Service action.
7. To publish the account-schedule KPI web service, choose the Publish Web Service action. The web service
is added to the list of published web services on the Web Services page.

NOTE
You can also publish the KPI web service by pointing to the Account Schedule KPI Web Service Setup page object from
the Web Services 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 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.

To set up an analysis view

An analysis by dimensions displays a selected combination of dimensions. You can store and retrieve each analysis
you have set up. The information for setting up an analysis is stored on an Analysis View card to simplify future
analysis.
1. Choose the icon, enter Analysis Views, and then choose the related link.
2. On the Analysis View List page, choose the New action.
3. Fill in the fields as necessary. Hover over a field to read a short description.
4. To add other dimension codes in addition to the four on the Dimensions FastTab, choose the Filter action, fill
in the fields, and then choose the OK button.
5. To update the view, choose the Update action.

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.

To update an analysis view

The amounts that are displayed on the Analysis by Dimensions page give you a picture of the company’s state
at the time of the last update. To get a picture of the current state, you must update the analysis view by running
the update function.
The following procedure is for updating an analysis view from the Analysis by Dimensions page. The steps are
similar from the Analysis View Card and the Analysis View List pages.
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, choose the Analysis View Code field.
4. Select the line with the relevant analysis view.
5. On the Analysis Views page, select the analysis view, and then choose the Update 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.

See Related Training at Microsoft Learn

See Also
Business Intelligence
Finance
Setting Up Finance
The General Ledger and the Chart of Accounts
Working with Dimensions
Working with Business Central
 Create Analysis Reports
6 minutes to read • Edit Online

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

Setting Up Line and Column Layouts

On the Analysis Report page, you can view different line and column layouts according to what you have set up.
You set up your lines or line templates on the Analysis Line Templates page. In this page, you can define the
name of the report and the objects you want to show in the lines of your report. You set up your columns on the
Analysis Column Templates page. In this page, you can define the name of the column template and the analysis
parameters that you want to show in the report as columns. On the Analysis Column Templates page, each line
represents a column in your report. Note that analysis lines and analysis columns are independent from each other.
Based on the lines and columns you have set up, application will aggregate the result of your report in the
Analysis Report matrix page, such as in this example:

SALES CURRENT MONTH SALES LAST MONTH SALES LAST MONTH %

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.

To set up analysis column templates

The following procedure is based on analysis views for sales. The steps are similar for purchase and inventory
analysis views.
In an analysis report, your analysis parameters are shown as columns. You can define the columns that you want to
include in your analysis report by setting up analysis column templates.
A template contains a set of lines each representing the analysis columns that you see in the analysis report. To
define a column you must assign an analysis type code to a line. This analysis type code determines the type of
source data in the item ledger entries that the analysis will be based on. Source data includes cost, sales amount, or
quantity, and their associated value entries. You can set up as many column templates as you like, and then use
them to create new analysis reports.
1. Choose the icon, enter Sales Column Templates, and then choose the related link.
2. Select the first empty line, and then fill in the fields as necessary.
3. Choose the Columns action.
4. On the Analysis Columns page, fill in the fields to specify the columns that you want to include in your
analysis report.

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 Entry 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.

5. Choose the OK button to save your changes.

To set up analysis line templates

The following procedure is based on analysis reports for sales. The steps are similar for purchase and inventory
analysis reports.
In an analysis report your analysis objects are shown on the lines. You can define the lines that you want to include
in your analysis report by setting up analysis line templates.
A template contains a set of lines representing the analysis lines that you see in the analysis report. A line can
specify one or a range of items, customers, vendors, or groups. You can also create a formula in a line to sum up
the other lines. You can set up as many line templates as you like, and then use them to create new analysis
reports.
1. Choose the icon, enter Sales Line Templates, and then choose the related link.
2. Select the first empty line, and then fill in the fields as necessary.
3. Choose the Lines action.
4. On the Analysis Lines page, create lines for the items, customers, vendors, or salespeople you want to view
figures for in your analysis report. You must fill in the Type, Range, and the Description fields.

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 Insert Items action or the Insert Item Groups action.

To create a new sales analysis report

The following procedure is based on analysis reports for sales. The steps are similar for purchase and inventory
analysis reports.
You use analysis reports to analyze the dynamics of your sales according to key sales performance indicators that
you select, for example, sales turnover in both amounts and quantities, contribution margin, or progress of actual
sales against the budget. You can also use the report to analyze your average sales prices and evaluate the sales
performance of your sales force.
1. Choose the icon, enter Sales Analysis Reports, and then choose the related link.
2. On the Analysis Report Sale page, choose the New action.
3. Fill in the fields as necessary. Hover over a field to read a short description.
4. Choose the Edit Analysis Report action.
5. On the Sales Analysis Report page, choose the Show Matrix 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
Report 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
7 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
Business Central enables companies to implement data in XBRL, and take advantage of the flexibility and
automation it provides for both collecting and sharing data.

eXtensible Business Reporting Language

XBRL (e Xtensible Business Reporting Language) is an XML -based language for financial reporting. XBRL
provides a standard for uniform reporting for all users of the financial information supply chain; such as public
and private companies, the accounting profession, regulators, analysts, the investment community, capital markets
and lenders, as well as key third parties such as software developers and data aggregators.
Taxonomies are maintained by www.xbrl.org. You can download taxonomies or read more detailed information on
the XBRL website.
Someone who wants financial information from you, provides you with a taxonomy (an XML document)
containing one or more schemas, each with one or more lines to fill out. The lines correspond to the individual
financial facts required by the sender. You import this taxonomy into application and then fill out the schema(s) by
entering which account or accounts correspond to each line, what kind of timeframe to use, for example net
change or balance at date. In some cases you can enter a constant instead, for example, number of employees. You
are now ready to send the instance document (an XML document) to the someone who requests the information.
The idea is that this might be a recurring event, so unless changes have been made to the taxonomy, you just
export new instance documents for new periods on request.

XBRL is comprised of the following components

The XBRL Specification explains what XBRL is, how to build XBRL instance documents and XBRL taxonomies.
The XBRL Specification explains XBRL in technical terms and is intended for a technical audience.
The XBRL Schema are the core low -level components of XBRL. The schema is the physical XSD file which
express how instance documents and taxonomies are to be built.
The XBRL Linkbases are the physical XML files which contain various information about the elements defined in
the XBRL Schema, such as labels in one or more languages, how they relate to each other, how to sum up
elements, etc.
An XBRL Taxonomy is a "vocabulary" or "dictionary" created by a group, compliant with the XBRL Specification,
in order to exchange business information.
An XBRL Instance document is a business report, such as a financial statement prepared to the XBRL
specification. The meaning of the values in the instance document is explained by the taxonomy. An instance
document is somewhat useless unless you know the taxonomy to which it is prepared.

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 which all 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.

NOTE
You can only export data that correspond to the source type you have selected in the Source Type field that includes
description and notes.

NOTE
Lines that are not relevant can be marked as line type NOT APPLICABLE so the lines are not exported.

To import an XBRL taxonomy

The first step in working with the XBRL functionality is to import the taxonomy into your company database. A
taxonomy consists of one or more schemas and some linkbases. After you have completed the import of both
schemas and linkbases and have applied the linkbases to the schema, you can set up the lines and map the general
ledger accounts in the chart of accounts to the appropriate taxonomy lines.
1. Choose the icon, enter XBRL Taxonomies, and then choose the related link.
2. On the XBRL Taxonomies page, create a new line and enter the name and description of the taxonomy.
3. Choose the Schemas action, and then insert the description of the schema.
4. To import the schema, on the XBRL Schemas page, choose the Import action, and the select a folder and an
XSD file. Choose the Open button.
5. To import the linkbase, on the XBRL Schemas page, choose the Linkbases action, and then select a folder and
an XML file. Choose the Open button..
6. You can now choose to apply the linkbase to the schema. Repeat until you have imported all linkbases.
7. Choose the Apply to Taxonomy action to apply the linkbase to the schema.

IMPORTANT
Instead of individually applying the linkbases after the import, you can wait until you have imported all linkbases and then
apply them at the same time. To do this, choose the NO button when you are prompted to apply the newly imported
linkbase to the schema. Then select the lines with the linkbases that you want to apply.

To update an XBRL taxonomy

When a taxonomy changes you need to update the current taxonomy accordingly. The reason for the update can
be an altered schema, an altered linkbase, or a new linkbase. After updating the taxonomy, you only need to map
the lines for the changed or new lines.
1. Choose the icon, enter XBRL Taxonomies, and then choose the related link.
2. On the XBRL Taxonomies page, choose the Schemas action.
3. To update a schema, select the schema you want to update, and then choose the Import action.
4. To update or add a new linkbase, choose the Linkbases action.
5. Select the relevant linkbase or press Ctrl+N for a new line, select the type of linkbase, and then insert a
description.
6. To import the linkbase, choose the Import action.
7. Choose the Yes button to apply the linkbase to the schema.

See Related Training at Microsoft Learn

See Also
Finance
Business Intelligence
Working with Business Central
 Sales
4 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.
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 Register New Customers
sell to.

Create a sales quote where you offer products on Make Sales Quotes
negotiable terms before converting the quote to a
sales invoice.

Create a sales invoice to record your agreement Invoice Sales

with a customer to sell products on certain delivery
and payment terms.

Process a sales order that involves partial shipping Sell Products

or drop shipment.

Understand what happens when you post sales Posting Sales

documents.

Set up standard sales or purchase lines that you can Create Recurring Sales and Purchase Lines
quickly 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 Correct or Cancel Unpaid Sales Invoices
to 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 Process Sales Returns or Cancellations
posted sales invoice to reflect which products the
customer returns and which payment amount you
will refund.

Manage your customer's commitment to purchase Work with Blanket Sales Orders
large quantities delivered in several shipments over
time.

Sell assembly items that are not currently available Sell Items Assembled to Order
by 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 Calculate Order Promising Dates
calculating either the capable-to-promise date or
the available-to-promise date.
 TO SEE

Register your estimates for future sales, specified by Create a Forecast

item and by period, to function mainly as input to
production planning.

Resolve confusion when two or more records exist Merge Duplicate Records
for the same customer.

See Related Training at Microsoft Learn

See Also
Setting Up Sales
Register New Customers
Managing Receivables
Managing Payables
Project Management
Working with Business Central
General Business Functionality

Start a free trial!

 Register New Customers
2 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.

To create a new customer card

1. Choose the icon, enter Customers, and then choose the related link.
2. On the Customers page, choose the New action.
If only one customer template exists, then a new customer card opens with some fields filled with
information from the template.
If more than one customer template exists, then a page opens from which you can select a customer
template. In that case, follow the next two steps.
3. On the Select a template for a new customer page, choose the template that you want to use for the
new customer card.
4. Choose the OK button. A new customer card opens with some fields filled with information from the
template.
5. Proceed to fill or change fields on the customer card as necessary. Hover over a field to read a short
description.
On the Sales Prices FastTab, you can view special prices or discounts that you grant for the customer if
certain criteria are met, such as item, minimum order quantity, or ending date. Each row represents a special
price or line discount. Each column represents a criterion that must apply to warrant the special price that you
enter in the Unit Price field, or the line discount that you enter in the Line Discount % field. For more
information, see Record Sales Price, Discount, and Payment Agreements.
The customer is now registered, and the customer card is ready to be used on sales documents.
If you want to use this customer card as a template when you create new customer cards, you can save it as a
template. For more information, see the following section.

To save the customer card as a template

1. On the Customer Card page, choose the Save as Template action. The Customer Template page opens
showing the customer 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 customer.
4. Edit or enter dimension codes that will apply to new customer cards created by using the template.
5. When you have completed the new customer template, choose the OK button.
The customer template is added to the list of customer templates, so that you can use it to create new
customer cards.

See Also
Defining Payment Methods
Merge Duplicate Records
Create Number Series
Sales
Setting Up Sales
Working with Business Central
 Make Sales Quotes
4 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.

To create a sales quote

1. Choose the icon, enter Sales Quotes, and then choose the related link.
2. In the Customer field, enter the name of an existing customer.
Other fields on the Sales Quote page contain standard information of the selected customer. If the
customer is not registered, follow these steps:
3. In the Customer field, enter the name of the new customer.
4. In the dialog box about registering the new customer, choose the Yes button.
5. 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.
6. A new customer card displays the information on the selected customer template. Fill in the remaining
fields. For more information, see Register New Customers.
7. When you have completed the customer card, choose the OK button to return to the Sales Quote page.
Several fields on the sales quote are now filled with information that you specified on the new customer
card.
8. Fill in the remaining fields on the Sales Quote page as necessary. Hover over a field to read a short
description.
You are now ready to fill in the sales order 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.
9. 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.
10. 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.
11. 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 Service, 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.
12. 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.
13. Repeat steps 9 through 12 for every product you want to offer the customer.
The totals under the lines are automatically calculated as you create or modify lines.
14. 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.

15. When the sales quote lines are completed, choose the Send by Email action.
16. On the Send Email page, fill in any remaining fields and review the embedded sales quote. For more
information, see Send Documents by Email.
17. 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
7 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 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.
If the customer decides to buy, you post the sales invoice to create the related quantity and value entries.
When you post the sales invoice, you can also email the document as a PDF attachment. You can have the
email body prefilled with a summary of the invoice and payment information, such as a link to PayPal. For
more information, see Send Documents by Email. When the customer then pays the invoice, you can
register that payment in different ways, depending on the size and preferred workflows of your organization.
For more information, see the Registering Payments section.
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.
The item card can be of type Inventory, Service, and Non-Inventory 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 invoice process is the same for all three item types.
You can fill customer fields on the sales invoice in two ways depending on whether the customer is already
registered. See steps 2 and 3 in the following procedure.

To create a sales invoice

1. Choose the icon, enter Sales Invoices, and then choose the related link.
2. In the Customer field, enter the name of an existing customer.
Other fields on the Sales Invoice page contain standard information about the selected customer. If
the customer is not registered, follow these steps:
3. In the Customer field, enter the name of the new customer.
4. In the dialog box about registering the new customer, choose the Yes button.
5. 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.
6. A new customer card displays the information on the selected customer template. Fill in the
 remaining fields. For more information, see Register New Customers.
7. When you have completed the customer card, choose the OK button to return to the Sales Invoice
page.
Several fields on the sales invoice are now filled with information that you specified on the new
customer card.
8. Fill in the remaining fields on the Sales Invoice page as necessary. Hover over a field to read a short
description.

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.
9. 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.
10. 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.
11. 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 Service, 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.
12. 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.
13. 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.

14. 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.
15. 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.

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 Service 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.
See Related Training at Microsoft Learn
See Also
Sales
Setting Up Sales
Inventory
Send Documents by Email
Bulk Invoicing from Microsoft Bookings in Business Central
Working with Business Central
 Sell Products
9 minutes to read • Edit Online

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
You 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. 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 Service 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 Inventory, Service, and Non-Inventory 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 steps 2 and 3 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, then follow these steps:
3. In the Customer field, enter the name of the new customer.
4. In the dialog box about registering the new customer, choose the Yes button.
5. 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.
A new customer card opens, prefilled with the information on the selected customer template. The
Name field is prefilled with the new customer’s name that you entered on the sales order.
6. Proceed to fill in the remaining fields on the customer card. For more information, see Register New
Customers.
7. When you have completed the customer card, choose the OK button to return to the Sales Order page.
Several fields on the sales order are now filled with information that you specified on the new customer
card.
8. 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.
9. On the Lines FastTab, in the Item field, enter the number of an inventory item or service.
10. In the Quantity field, enter the number of items to be sold.

NOTE
For items of type Service, 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 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.
11. 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.
12. 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.
13. Repeat steps 9 through 12 for every item that you want to sell to the customer.
The totals under the lines are automatically calculated as you create or modify lines.
14. A new customer card displays the information on the selected customer template. Fill in the remaining
fields. For more information, see Register New Customers.
15. When you have completed the customer card, choose the OK button to return to the Sales Order page.
Several fields on the sales order are now filled with information that you specified on the new customer
card.
16. Fill in the remaining fields on the Sales Order page as necessary. Hover over a field to read a short
description.
You are now ready to fill in the sales order 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.
17. 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.
18. 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.
19. 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 Service, 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.
20. 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.
21. Repeat steps 9 through 12 for every product or charge 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, 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.

22. 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.
23. 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.
24. 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.
25. 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
Inventory
Send Documents by Email
Working with Business Central
 Posting Sales
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
Draft Invoice
Pro Forma Invoice
Test Report
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 Entry table. An entry is also created in the customer's
account in the Cust. Ledger Entry 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 Entry table (if the sales lines
contain item numbers) or a general ledger entry will be created in the G/L Entry 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 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.

Viewing Ledger Entries

When the posting is completed, the posted sales lines are removed from the order. A message tells you when the
posting is completed. After this, you will be able to see the posted entries in the various pages that contain posted
entries, such as the Cust. Ledger Entries, G/L Entries, Item Ledger Entries, Posted Sales Shipments, and
Posted Sales Invoices pages.
In most cases, you can open ledger entries from the affected card or document. For example, on the Customer
Card page, choose the Ledger Entries action.
Editing Ledger Entries
You can edit certain fields on posted purchase documents, such as the Package Tracking No. field. For more
information, see Edit Posted Documents. For more critical fields that affect the auditing trail, you must reverse or
undo posting. For more information, see Reverse Journal Postings and Undo Receipts/Shipments.

See Related Training at Microsoft Learn

See Also
Sales
Post Multiple Documents at the Same Time
Edit Posted Documents
Send Documents by Email
Correct or Cancel Unpaid Sales Invoices
Finding Pages and Information with Tell Me
Working with Business Central
 Create Recurring Sales and Purchase Lines
3 minutes to read • Edit Online

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.

To set up standard sales lines

1. Choose the icon, enter Standard Sales Lines, and then choose the related link.
2. On the Standard Sales Lines page, choose the New action.
3. On the General FastTab, fill the fields as necessary. Hover over a field to read a short description.
4. On the Lines FastTab, enter information in the fields to prepare sales lines that reflect the standard lines that
you expect to use as recurring lines on sales documents.

NOTE
You cannot define prices on standard sales lines because prices, discounts, etc. are calculated on the actual sales
documents after you insert the standard sales lines.

To assign standard sales lines to a customer

Assign one or more standard sales lines to a customer so that they are available to insert on sales documents
for that customer.
1. Choose the icon, enter Customers, and then choose the related link.
2. Open the card for a relevant customer.
3. Choose the Recurring Sales Lines action.
4. On the Recurring Sales Lines page, select codes for the recurring sales lines that you want to be able to
insert on sales documents for the customer.
5. Fill in the additional fields to define when, how, and where the recurring sales lines are to be used.
6. In the four fields where you select how the lines are inserted on four document types, select one of the
following options:

OPTION DESCRIPTION

Manual You must manually look up and insert a recurring sales line
that exists for the customer.
 OPTION DESCRIPTION

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.

To insert recurring sales lines on a sales invoice

If recurring sales lines exist for the customer, you can insert them on all types of sales documents, such as a
sales invoice. If you have activated the notification in question, you will be informed if recurring sales lines exist.
1. Choose the icon, enter Invoices, and then choose the related link.
2. Open the sales invoice that you want to insert one or more standard sales lines on.
3. Choose the Get Recurring Sales Lines action.
4. On the Recurring Sales Lines page, choose the lookup button in the Code field, and then select a set of
standard sales lines.

NOTE
To use the recurring sales lines set together with the Create Recurring Sales Invoices batch job, you must also
fill in the Valid From Date and Valid To Date fields on the Recurring Sales Lines page. For more information,
see To create multiple sales invoices based on standard sales lines.

5. Choose the OK button to insert the standard sales lines on the invoice where you can reuse them as is or
edit the information.

To create multiple sales invoices based on standard sales lines

You can use the Create Recurring Sales Invoices batch job to create sales invoices according to standard sales
lines that are assigned to the customers and with posting dates within the valid-from and valid-to dates that you
specify on the standard sales lines.

NOTE
On the Recurring Sales Lines page, you can also specify a direct-debit payment method and a direct-debit mandate. The
sales invoices that are created with the Create Recurring Sales Inv. batch job will then include information required to
collect payment for the sales invoices with SEPA direct debit. For more information, see Collect Payments with SEPA Direct
Debit.

1. Choose the icon, enter Create Recurring Sales Invoices, and then choose the related link.
2. On the Create Recurring Sales Invoices page, fill in the fields as necessary.
3. In the Code filter field, enter the code for standard sales lines that are assigned to a customer that you want
to create sales invoices for.
4. Choose the OK button.
Sales invoices are created for the customers with the specified standard customer sales code, and any specified
direct-debit information, for posting on the specified date.

See Also
Sales
Working with Business Central
 Make Drop Shipments
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 and thereby instruct the vendor to ship
directly to the customer.

To create a sales order for drop shipment

To prepare a drop shipment, you create a sales order for an item as normal, except you must indicate on the sales
line that the sale requires drop shipment.
1. Create a sales order for an item. For more information, see Sell Products.
2. On the sales order line for the drop shipment, select the Drop Shipment check box. Use the Choose
Columns function if the field is not visible. For more information, see Personalize Your Workspace.

To create the purchase order for drop shipment

To prepare a drop shipment for the item to be sold, you create a purchase order as normal, except you must
indicate on the purchase order that it must be shipped to your customer, not to yourself.
1. Create a purchase order. Do not fill any fields on the lines. For more information, see Record Purchases.
2. In the Ship-to field, select Customer Address.
3. In the Customer field, select the customer that you are selling to.
4. Choose the Drop Shipments action, and then choose the Get Sales Order action.
5. On the Sales List page, select the sales order that you prepared in To create a sales order for drop shipment.
6. Choose the OK button.
The line information from the sales order is inserted on the purchase order line(s).
You can now instruct the vendor to ship the items to your customer, for example, by mailing the purchase order as
a PDF.

To view the linked purchase order from the sales order

Select the drop-shipment sales order line, choose the Order action, choose the Drop Shipment action, and
then choose the Purchase Order action.

To post a drop shipment

After the vendor ships the items, you can post the sales order as shipped. You can also post the purchase order,
but only with the Receive option until the sales order has been invoiced.
1. Choose the icon, enter Sales Orders, and then choose the related link.
2. Open the sales order that you created in .
To create a sales order f or drop shipment

3. In the Qty. to Ship field, specify how many of the order quantity to ship, the full or a partial order quantity.
4. Choose the Post or Post and Send action.
5. Choose either the Ship option to invoice later, or the Ship and Invoice option to invoice immediately.

See Also
Create Special Orders
Purchase Items for a Sale
Sell Products
Record Purchases
Sales
Inventory
Working with Business Central
 Create Special Orders
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.

To create a special order

1. Choose the icon, enter Sales Order, and then choose the related link.
2. Choose the New action. Create and fill in a sales order for the item. For more information, see Sell
Products.
3. On the Lines FastTab, fill in the sales line. In the Purchasing Code field, select a purchasing code that has
the Special Order field selected.
You must now create a purchase order from a requisition worksheet.
4. Choose the icon, enter Requisition Worksheet, and then choose the related link.
5. Choose the Special Order action, and then choose the Get Sales Orders action.
6. On the Get Sales Orders page, show results where the Document No. is the sales order number. Choose
the OK button. A requisition worksheet line is created for the item.
7. On the requisition worksheet line, in the Action Message field, select New.
8. On the Req. Worksheet page, choose the Carry Out Action Message action. The Carry Out Action
Msg. - Req. page opens. Choose the OK button.
A message appears telling you that the purchase orders have been created. Choost the OK button.
A purchase order created as a special order for a sales order is respected by the planning system as it balances
demand and supply. That is, the purchase order (supply) remains linked to the sales order (demand), even if that
purchase order could supply another earlier demand. For more information, see Design Details: Reordering
Policies.

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 Reserve 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
 Correct or Cancel Unpaid Sales Invoices
2 minutes to read • Edit Online

You can correct or cancel a posted sales invoice. This is useful if you make a mistake or if the customer requests a
change.

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.

On the Posted Sales Invoice page, you can choose the Correct action or the Cancel action to perform the
actions that are described in the following table.

ACTION DESCRIPTION

Correct The posted sales invoice is canceled. A new sales invoice with
the same information is created. You can make the correction
and then continue the sales process. 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.

Cancel The posted sales invoice is canceled. 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.

To correct a posted sales invoice

1. Choose the icon, enter Posted Sales Invoices, and then choose the related link.
2. Select the posted sales invoice that you want to correct.

NOTE
If the Canceled check box is selected, then you cannot correct the posted sales invoice because it has already been
corrected or canceled.

3. On the Posted Sales Invoice page, choose the Correct action.

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.

To cancel a posted sales invoice

1. Choose the icon, enter Posted Sales Invoices, and then choose the related link.
2. Select the posted sales invoice that you want to cancel.

NOTE
If the Canceled check box is selected, then you cannot cancel the posted sales invoice because it has already been
canceled or corrected.

3. On the Posted Sales Invoice page, choose the Cancel action.

A sales credit memo is automatically created and posted to void the initial posted sales invoice. The
Canceled field on the initial posted sales invoice is changed to Yes.
4. Choose Show Corrective Credit Memo to view the posted sales credit memo that voids the initial posted
sales invoice.
Partial Invoice Posting also Supported
If the cancellation is related to a partial invoice posting, then the originating sales order line is updated to reflect
the canceled invoiced quantity. The Qty. to Invoice and Qty. Invoiced fields on the related sales order line are
reset to the values before the partial posting.

See Also
Sales
Setting Up Sales
Send Documents by Email
Working with Business Central
 Process Sales Returns or Cancellations
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.
 FUNCTION DESCRIPTION

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 Document function in the Sales Credit Memo and Copies both the header and lines of one posted document to
Sales Return Order pages be reversed.

Requires that the Exact Cost Reversing Mandatory check

box is selected on the Sales & Receivables Setup page.

To assign exact cost reversing manually, you must choose the Appl.-from Item Entry 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.

To create a sales credit memo from a posted sales invoice

1. Choose the icon, enter Posted Sales Invoices, and the choose the related link.
2. On the Posted Sales Invoices page, select the posted sales invoice that you want to reverse, and then
choose the Create Corrective Credit Memo action.
The sales credit memo header contains some information from the posted sales invoice. You can edit this,
for example, with new information that reflects the return agreement.
3. Edit information on the lines according to the agreement, such as the number of returned items or the
amount to reimburse.
4. Choose the Apply Entries action.
5. On the Apply Customer Entries page, select the line with the posted sales document that you want to
apply the sales credit memo to, and then choose the Applies-to ID action.
The identifier of the sales credit memo displays in the Applies-to ID field.
6. In the Amount to Apply field, enter the amount that you want to apply if it's smaller than the original
amount.
At the bottom of the Apply Customer Entries page, you can see the total amount to apply to reverse all
involved entries, namely when the value in the Balance field is zero.
7. Choose the OK button. When you post the sales credit memo, it is applied to the posted sales documents.
After you create or edit sales credit memo lines, and the single or multiple applications are specified, you
can post the sales credit memo.
8. Choose the Post and Send action.
The Post and Send Confirmation dialog box opens showing the preferred sending method for the customer.
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 posted sales documents that you applied the credit memo to are now reversed, and a refund payment can be
created for the customer. The sales credit memo is removed and replaced with a new document in the list of
posted sales credit memos.
To create a sales credit memo by copying a posted sales invoice
1. Choose the icon, enter Sales Credit Memos, and then choose the related link.
2. Choose the New action to open a new empty sales credit memo.
3. In the Customer field, enter the name of an existing customer.
4. Choose the Copy Document action.
5. On the Copy Sales Document page, in the Document Type field, select Posted Invoice.
6. Choose the Document No. field to open the Posted Sales Invoices page, and then select the posted sales
invoice that contains lines that you want to reverse.
7. Select the Recalculate Lines check box if you want the copied posted sales invoice lines to be updated with
any changes in item price and unit cost since the invoice was posted.
8. Choose the OK button. The copied invoice lines are inserted in the sales credit memo.
9. Complete the sales credit memo as explained in To create a sales credit memo from a posted sales invoice.

To create a sales return order based on one or more posted sales

documents
1. Choose the icon, enter Sales Return Orders, and then choose the related link.
2. Choose the New action.
3. Fill in the fields on the General FastTab as necessary.
4. On the Lines FastTab, fill the lines manually, or copy information from other documents to fill the lines
automatically:
Use the Get Posted Document Lines to Reverse function to copy one or more posted document
lines from one or more posted documents. This function always exactly reverses the costs from the
posted document line. This function is described in the following steps.
Use the Copy Document function to copy an existing document to the return order. Use this function
to copy the entire document. It can be either a posted document or a document that is not yet posted.
This function only enables exact cost reversing when the Exact Cost Reversing Mandatory check box
is selected on the Sales and Receivables Setup page.
5. Choose the Get Posted Document Lines to Reverse action.
6. At the top of the Posted Sales Document Lines page, select the Show Reversible Lines Only check
box if you want to see only lines that have quantities that have not yet been returned. For example, if a
posted sales invoice quantity has already been returned, you may not want to return that quantity on a
new sales return document.

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.

9. Choose the OK button to copy the lines to the new document.

The following processes occur:
For posted document lines of the type Item, a new document line is created that is a copy of the
posted document line, with the quantity that has not yet been reversed. The Appl.-from Item
Entry field is filled in as appropriate with the number of the item ledger entry of the posted
document line.
For posted document lines that are not of the type Item, such as item charges, a new document line
is created that is a copy of the original posted document line.
Calculates the Unit Cost (LCY ) field on the new line from the costs on the corresponding item
ledger entries.
If the copied document is a posted shipment, posted receipt, posted return receipt, or posted return
shipment, the unit price is calculated automatically from the item card.
If the copied document is a posted invoice or credit memo, the unit price, invoice discounts, and line
discounts from the posted document line are copied.
If the posted document line contains item tracking lines, the Appl.-from Item Entry field on the
item tracking lines is filled with the appropriate item ledger entry numbers from the posted item
tracking lines.
When you copy from a posted invoice or posted credit memo, application copies any relevant invoice
discounts and line discounts as valid at the time of posting that document from the posted document line
to the new document line. Be aware, however, that if the Calc. Inv. Discount option is activated on the
Sales & Receivables Setup page, then the invoice discount will be newly calculated when you post the
new document line. The line amount for the new line may therefore be different than the line amount for
the posted document line, depending on the new calculation of the invoice discount.

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 Entry 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.

To create return-related documents from a sales return order

You can have replacement sales orders, purchase return orders, and replacement purchase orders created
automatically during the sales return process. This is useful, for example, in situations where you want to handle
items with warranties provided by vendors.
1. On the Sales Return Order page for an active return process, choose the Create Return-Related
Documents action.
2. In the Vendor No. field, enter the number of a vendor if you want to create vendor documents automatically.
3. If a returned item must be returned to the vendor, select the Create Purch. Ret. Order check box.
4. If a returned item must be ordered from the vendor, select the Create Purchase Order check box.
5. If a replacement sales order must be created, select the Create Sales Order check box.

To create a restock charge

You may decide to charge your customer a restock fee to cover the physical handling costs of returning an item.
This could occur if the customer mistakenly ordered the wrong item or changed their mind after receiving the
item you sold them, for example.
You can post this increased cost as an item charge in a credit memo or a return order and assign it to the posted
shipment. The following describes it for a sales return order, but the same steps apply to a sales credit memo.
1. Open the Sales Return Order page for an active return process.
2. On a new line, in the Type field, select Charge (Item ).
3. Fill in the fields as for any item charge line. For more information, see Use Item Charges to Account for
Additional Trade Costs.
When you post the sales return order, the restock charge is added to the relevant sales entry amount. In this way,
you can maintain accurate inventory valuation.

To create a sales allowance

You can send a customer a credit memo with a price reduction if the customer has received slightly damaged
items or received the items late.
You can post this reduced price as an item charge in a credit memo or a return order and assign it to the posted
shipment. The following describes it for a sales credit memo, but the same steps apply to a sales return order.
1. Choose the icon, enter Sales Credit Memos, and then choose the related link.
2. Choose the New action to open a new empty sales credit memo.
3. Fill in the credit memo header with relevant information about the customer that you want to give the sales
allowance to.
4. On the Lines FastTab, in the Type field, select Charge (Item ).
5. In the No. field, select the appropriate item charge value.
You may want to create a special item charge number to cover sales allowances.
6. In the Quantity field, enter 1.
7. In the Unit Price field, enter the amount of the sales allowance.
8. Assign the sales allowance as an item charge to the items in the posted shipment. For more information, see
Use Item Charges to Account for Additional Trade Costs. When you have assigned the allowance, return to the
Sales Credit Memo page.
When you post the sales return order, the sales allowance is added to the relevant sales entry amount. In this way,
you can maintain accurate inventory valuation.

To combine return receipts

You can combine return receipts if your customer returns several items that are covered by different sales return
orders.
When you receive the items into your warehouse, post the relevant sales return orders as received. This creates
posted return receipts.
When you are ready to invoice this customer, instead of invoicing each sales return order separately, you can
create a sales credit memo and automatically copy the posted return receipt lines to this document. Then you can
post the sales credit memo and conveniently invoice all the open sales return orders at once.
To combine return receipts, the Combine Shipments check box must be selected on the Customer Card page.
To manually combine return receipts
1. Choose the icon, enter Sales Credit Memo, 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 Receipt Lines action.
5. Select the return receipt lines that you want to include in the credit memo:
To insert all lines, select all lines, and then choose the OK button.
To insert specific lines, select the lines, and then choose the OK button.
6. If an incorrect shipment line was selected or you want to start over, you can simply delete the lines on the
credit memo and re-run the Get Return Receipt Lines function.
7. Post the invoice.
To automatically combine return receipts
You can automatically combine return receipts and have the option of automatically posting the credit memos
using the Combine Return Receipts function.
1. Choose the icon, enter Combine Return Receipts, and then choose the related link.
2. On the Combine Return Receipts page, fill in the fields to select the relevant return receipts.
3. Select the Post Credit Memos check box. If not, you must manually post the resulting purchase credit
memos.
4. Choose the OK button.
To remove a received and invoiced return order
When you invoice return receipts in this way, the return orders from which the return receipts were posted still
exist, even if they have been fully received and invoiced.
When return receipts are combined on a credit memo and posted, a posted sales credit memo is created for the
credited lines. The Quantity Invoiced field on the originating sales return order is updated based on the
invoiced quantity.
1. Choose the icon, enter Delete Invoiced Sales Return Orders, and then select the link.
2. Specify in the No. filter field which return orders to delete.
3. Choose the OK button.
Alternatively, delete individual sales return orders manually.

See Related Training at Microsoft Learn

See Also
Sales
Setting Up Sales
Managing Payables
Send Documents by Email
Working with Business Central
 Work with Blanket Sales Orders
6 minutes to read • Edit Online

A blanket sales order represents a framework for a long-term agreement between you 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 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.

To create a blanket sales order

1. Choose the icon, enter Blanket Sales Orders, 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. Leave the Order Date field blank. When the separate sales orders are created from the blanket order, the order
date of the sales order is set to equal the actual work date.
5. On the Lines FastTab, create separate lines for each shipment. For instance, if your customer wants 1000 units
split out equally between four weeks, you would enter four separate lines of 250 units each.

To create a sales order from a blanket sales order

1. To create an order for any of the lines in the blanket sales order, remove the quantity in the Qty. to Ship field on
all the lines that you do not wish to ship at this time.
2. When you are ready to create orders, choose the Make Orderm action, and then choose Yes. A message
appears informing you that the blanket order has been assigned an order number. Note that the blanket order
has not been deleted.
3. Choose the OK button.
4. To see the results of the preceding steps, choose the Line action, choose the Unposted Lines action, and then
choose the Orders action.
5. On the Sales Lines page, select the appropriate sales order, choose the Line action, and then choose the Show
Document action.
The following applies to sales orders after they have been created from blanket sales orders:
After the blanket order is converted into a sales order, the sales order contains all the lines from the blanket
order. The lines where the quantity in the Qty. to Ship field was deleted appear, but with blank Quantity fields.
You may choose to leave, edit, or delete the lines.
 It is important to remember that the sales order line quantity must not exceed the quantity of the associated
blanket order line. Otherwise, posting of the sales order will not be possible.
When the sales order is posted as shipped and/or invoiced, the Quantity Shipped and Quantity Invoiced
fields are updated on the related blanket order.
The blanket order number and line number are recorded as properties of the sales lines when created from a
blanket order.
When sales orders are not created directly from the blanket order but still relate to it, a link between a sales
order and a blanket order can be established by entering the associated blanket order number in the Blanket
Order No. field on the sales order line.
After the sales order has been created for the total quantity of a blanket order line, no other sales order can be
created for the same line. Users are prevented from entering a quantity in the Qty. to Ship field. If, however,
additional quantities need to be added to a blanket order, the value in the Quantity field can be increased and
additional orders can then be created.
The invoiced blanket sales order remains in the system until it is deleted, either by deleting individual blanket
orders or by running the Delete Invoiced Blanket Sales Orders batch job.
If a customer is also recorded as a contact in the Marketing application area, and if you have specified an
interaction template code for blanket sales order on the Marketing Setup page, an interaction is recorded in
the Interaction Log Entry table when you select Print to print the blanket sales order.

To view the status of a blanket sales order

You can see the status of a blanket sales order on the Blanket Sales Order Statistics page. This may be relevant
when you start to invoice the order that is created from the blanket sales order.
1. Choose the icon, enter Blanket Sales Orders, and then choose the related link.
2. Select a blanket sales order, and then choose the Statistics action.
3. On the Blanket Sales Order Statistics page, on the General FastTab, you can see summary information about
the entire order based on the total quantity in the various Quantity fields on the blanket sales order lines.
On the Invoicing FastTab, you can see summary information based on the total quantity in the Qty. to Invoice
fields on the sales blanket order lines.
On the Shipping FastTab, you can see summary information based on the total quantity in the Qty. to Receive
fields on the sales blanket order lines.
On the Prepayment FastTab, you can see summary information about any prepaid amounts.
On the Vendor FastTab, you can see certain basic information about the vendor.

To view unposted and posted blanket sales order lines

The link between the blanket sales order and the originating sales order, and any other sales document, is retained
after posting as a list of posted and unposted sales order invoice lines.
1. Choose the icon enter Blanket Sales Orders, and then choose the related link.
2. Open the blanket sales order you want to view.
3. To view unposted entries, select the line in question, choose the Line action, and then choose the Unposted
Lines action. Choose one of the following options.

OPTION DESCRIPTION

Orders Specifies open orders associated with the selected line.

 OPTION DESCRIPTION

Invoices Specifies open invoices that have been associated with the
selected line. Open invoices are manually associated with a
blanket order by entering the blanket order number on
the sales invoice line.

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.

OPTION DESCRIPTION

Shipments Posted shipments associated with the selected line.

Invoices Posted invoices associated with the selected line.

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
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 filled in two or more sales orders and posted them as
shipped, but not invoiced. To combine shipments, the Combine Shipments check box must be selected on the
Shipping FastTab of the Customer card.

To manually combine shipments on a single invoice

1. Choose the icon, enter Sales Invoices, and then choose the related link.
2. Choose the New action. For more information, see Invoice Sales.
3. In the Sell-to Customer No. field, enter the customer who will receive the invoice for the shipped items.
4. On the Lines FastTab, choose the Get Shipment Lines action.
5. Select the shipment line that you want to include in the invoice:
To insert all lines, select all lines and choose the OK button.
To insert specific lines, select the lines and choose the OK button. You can use the Ctrl key to select
multiple nonsequential lines.
If an incorrect shipment line was selected or you want to start over, you can simply delete the lines on the
invoice and re-run the Get Shipment Lines function.
6. To post the invoice, choose the Post action.

To automatically combine shipments on a single invoice

1. Choose the icon, enter Combine Shipments, and then choose the related link. The batch job request page
opens.
2. Fill in the fields as necessary. Hover over a field to read a short description.
3. Select the Post Invoices check box.
4. Choose the OK button.

NOTE
You will need to manually post the invoices if the Post Invoices check box was not selected on the batch job.

To remove open sales orders after combined shipment posting

When shipments are combined on an invoice and posted, a posted sales invoice is created for the invoiced lines.
The Quantity Invoiced field on the originating blanket sales order or sales order is updated based on the
invoiced quantity.
When you invoice shipments in this way, the orders from which the shipments were posted still exist, even if they
have been fully shipped and invoiced.
1. Choose the icon, enter Delete Invoiced Sales Orders, and then select the link.
2. Specify in the No. filter field which sales orders to delete.
3. Choose the OK button.
Alternatively, delete individual sales orders manually.
Repeat steps 1 through 3 for any other affected documents, such as blanket sales orders.

See Also
Sales
Working with Business Central
 Calculate Order Promising Dates
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 line.
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

About Order Promising

The Order Promising functionality enables you to promise an order to be shipped or delivered on a specific date.
The date that an item is available to promise or capable to promise is calculated, and order lines are created for
those dates that you accept. The functionality calculates the earliest possible date that an item is available for
shipment or delivery. It also creates requisition lines, in case the items must first be purchases, for those dates that
you accept.
Business Central uses two fundamental concepts:
Available to Promise (ATP )
Capable to Promise (CTP )
Available to Promise
Available to promise (ATP ) calculates dates based on the reservation system. It performs an availability check of
the unreserved quantities in inventory with regard to planned production, purchases, transfers, and sales returns.
Based on this information, Business Central automatically calculates the delivery date of the customer’s order
because the items are available, either in inventory or on planned receipts.
Capable to Promise
Capable to promise (CTP ) assumes a “what if” scenario, which only applies to item quantities that are not in
inventory or on scheduled orders. Based on this scenario, Business Central calculates the earliest date that the
item can be available if it is to be produced, purchased, or transferred.
Example
If there is an order for 10 pieces, and 6 pieces are available in inventory or on scheduled orders, then the Capable-
to-Promise calculation will be based on 4 pieces.
Calculations
When Business Central calculates the customer’s delivery date, it performs two tasks:
Calculates the earliest delivery date when the customer has not requested a specific delivery date.
Verifies if the delivery date requested by the customer or promised to the customer is realistic.
If the customer does not request a specific delivery date, the shipment date is set to equal the work date, and
availability is then based on that date. If the item is in inventory, Business Central calculates forward in time to
determine when the order can be delivered. This is accomplished by the following formulas:
Shipment Date + Outbound Warehouse Handling Time = Planned Shipment Date
Planned Shipment Date + Shipping Time = Planned Delivery Date
Business Central then verifies if the calculated delivery date is realistic by calculating backward in time to
determine when the item must be available to meet the promised date. This is accomplished by the following
formulas:
Planned Delivery Date - Shipping Time = Planned Shipment Date
Planned Shipment Date - Outbound Warehouse Handling = Shipment Date
The shipment date is used to make the availability check. If the item is available on this date, Business Central
confirms that therequested/promised delivery can be met by setting the planned delivery date to equal the
requested/promised delivery date. If the item is unavailable, it returns a blank date and the order processor can
then use the CTP functionality.
Based on new dates and times, all related dates are calculated according to the formulas listed earlier in this
section. The CTP calculation takes longer but it gives an accurate date when the customer can expect to have the
item delivered. The dates that are calculated from CTP are presented in the Planned Delivery Date and Earliest
Shipment Date fields on the Order Promising Lines page.
The order processor finishes the CTP process by accepting the dates. This means that a planning line and a
reservation entry are created for the item before the calculated dates to ensure that the order is fulfilled.
In addition to the external order promising that you can perform on the Order Promising Lines page, you can
also promise internal or external delivery dates for bill-of-material items. For more information, see View the
Availability of Items.

To set up order promising

1. Choose the icon, enter Order Promising Setup, and then choose the related link.
2. Enter a number and time unit code in the Offset(Time) field. Select one of the following codes.

CODE DESCRIPTION

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 Inventory 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.

To enter inbound warehouse handling time on location cards

1. Choose the icon, enter Location, and then choose the related link.
2. Open the relevant location card.
3. On the Warehouse FastTab, in the Inbound Whse. Handling Time field, enter the number of days that you
want to be included in the order promising calculation.

NOTE
If you leave the Inbound Whse. Handling Time field blank, then the calculation uses the value in the Inventory Setup
page.

To enter outbound warehouse handling time in the inventory setup page

If you want to set up an outbound warehouse handling time to be included in the order promising calculation on
the sales line, you can set this up as a default for the inventory.
1. Choose the icon, enter Inventory Setup, and then choose the related link.
2. On the General FastTab, in the Outbound Whse. Handling Time field, enter the number of days you want
to include in the order promising calculation.

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.

To enter outbound warehouse handling time on location cards

1. Choose the icon, enter Locations, and then choose the related link.
2. Open the relevant location card.
3. On the Warehouse FastTab, in the Outbound Whse. Handling Time field, enter the number of days that
you want to include in the order promising calculation.
 NOTE
If you leave the Outbound Whse. Handling Time field blank, then the calculation uses the value in the Inventory Setup
page.

To make an item critical

Before an item can be included in the order promising calculation, it must be marked as critical. This setup ensures
that non-critical items do not cause irrelevant order promising calculations.
1. Choose the icon, enter Items, and then choose the related link.
2. Open the relevant item card.
3. On the Planning FastTab, select the Critical field.

To calculate an order promising date

1. Choose the icon, enter Sales Order, and then choose the related link.
2. Open the relevant sales order and select the sales order lines that you want application to calculate.
3. Choose the Order Promising action, and then choose the Order Promising Lines action.
4. Select a line, and then select one of the following options:
Select Available-to-Promise if you want to calculate the earliest date that the item will be available
with respect to inventory, scheduled receipts, and gross requirements.
Select Capable-to-Promise if you know that the item is presently out of stock and you want to
calculate the earliest date that the item can be available by issuing new replenishment requisitions.
5. Choose the Accept button to accept the earliest shipment date available.

See Also
Sales
Date Calculation for Purchases
Working with Business Central
 Track Packages
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. For more information, see Set Up Shipping Agents.

To track a package
1. Choose the icon, enter Posted Sales Shipment, and then choose the related link.
2. Open the relevant shipment.
3. In the Package Tracking No. field, enter the package number you have received from the shipping agent.
4. 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
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.

Calculating a Requested Delivery Date

If you specify a requested delivery date on the sales order line, that date becomes 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. Otherwise, a stock-out
warning is displayed.

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.

Calculating the Earliest Possible Delivery Date

If you do not specify a requested delivery date on the 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 formulas.
shipment date + outbound whse. handling time = planned shipment date
planned shipment date + shipping time = planned delivery date

See Also
Date Calculation for Purchases
Calculate Order Promising Dates
Working with Business Central
 Create a Demand Forecast
5 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.

Sales Forecasts and Production Forecasts

The forecasting functionality in application can be used to create sales or production forecasts, in combination or
independently. For example, most make-to-order companies do not carry finished goods inventory, because each
item is produced when it is ordered. Anticipating orders (sales forecasting) is critical for a reasonable turnaround
time on the finished goods (production forecasting). As an example, component parts with lengthy delivery times, if
not on order or on inventory, can delay production.
The sales forecast is the sales department's best guess at what will be sold in the future, and is specified by item
and by period. However, the sales forecast is not always adequate for production.
The production forecast is the production planner's projection of how many end items and derived
subassemblies to produce in specific periods to meet the forecasted sales.
In most cases, then, the production planner modifies the sales forecast to fit the conditions of production, yet still
satisfies the sales forecast.
You create forecasts manually on the Demand Forecast page. Multiple forecasts can exist in the system, and are
differentiated by name and type. Forecasts can be copied and edited as necessary. Note that only one forecast is
valid for planning purposes at a time.
The forecast consists of a number of records each stating item number, forecast date, and forecasted quantity. The
forecast of an item covers a period, which is defined by the forecast date and the forecast date of the next (later)
forecast record. From a planning point of view, the forecasted quantity should be available at the start of the
demand period.
You must designate a forecast as Sales Item, Component, or Both. The forecast type Sales Item is used for sales
forecasting. The production forecast is created using the Component type. The forecast type Both is only used to
give the planner an overview of both the sales forecast and the production forecast. With this option, the forecast
entries are not editable. By designating these forecast types here, you can use the same worksheet to enter a sales
forecast as you do a production forecast, and use the same sheet to view both forecasts simultaneously. Note that
the system treats the different inputs (sales and production) differently when calculating planning, based on item,
manufacturing, and production setup.

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 if you want filter forecast according to location when calculating a plan.
Note, though, that if location-based forecasts are viewed in isolation, the overall forecast may not be representative.

To create a demand forecast

1. Choose the icon, enter Demand Forecast, and then choose the related link.
2. On the General FastTab, select a forecast in the Demand Forecast Name field. Multiple forecasts can exist and
are differentiated by name and forecast type.
3. In the Location Filter field, select the location to which this forecast will apply.
4. In the View by field to change the period that is displayed in each column. You can select from the following
intervals: Day, Week, Month, Quarter, Year, or the Accounting Period as set up in your finance area.

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
 Merge Duplicate Records
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
 Purchasing
2 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 invoice to record your Record Purchases

agreement with a vendor to purchase products on
certain delivery and payment terms.

Create a purchase quote to reflect a request for Request Quotes

quote from your vendor, which you can later
convert to a purchase order.

Create a purchase invoice for all or selected lines on Purchase Items for a Sale
a sales invoice.

Understand what happens when you post purchase Posting Purchases

documents.

Perform an action on an unpaid posted purchase Correct or Cancel Unpaid Sales Invoices
invoice to automatically create a credit memo and
either cancel the purchase invoice or recreate it so
you can make corrections.
 TO SEE

Create a purchase credit memo to revert a specific Process Purchase Returns or Cancellations
posted 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 Combine Receipts on a Single Invoice
vendor once by combining the receipts on one
invoice.

Convert, for example, electronic invoices from your Receive and Convert Electronic Documents
vendors to purchase invoices inside Business
Central.

Learn how Business Central calculates when you Date Calculation for Purchases
must order an item to receive it on a certain date.

Resolve confusion when two or more records exist Merge Duplicate Records
for the same vendor.

Manage your commitment to a vendor to purchase Work With Blanket Purchase Orders
large quantities delivered in several shipments over
time.

See Related Training at Microsoft Learn

See Also
Setting Up Purchasing
Register New Vendors
Managing Payables
Managing Projects
Working with Business Central
General Business Functionality

Start a free trial!

 Record Purchases
5 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 Making Payments.
Cau t i on

Do not post a purchase invoice 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.
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 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.
The item card can be of type Inventory, Service, and Non-Inventory 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.
You can fill vendor fields on the purchase invoice in two ways depending on whether the vendor is already
registered.

To create a purchase invoice

1. Choose the icon, enter Purchase Invoices, and then choose the related link.
2. In the Vendor field, enter the name of an existing vendor.
Other fields on the Purchase Invoice page are now filled with the standard information of the
selected vendor. If the vendor is not registered, then follow these steps:
3. In the Vendor field, enter the name of the new vendor.
4. In the dialog box about registering the new vendor, choose the Yes button.
 5. On the Select a template for a new vendor page, choose a template to base the new vendor card
on, and then choose the OK button.
6. A new vendor card opens, prefilled with the information on the selected vendor template. The Name
field is prefilled with the new vendor’s name that you entered on the purchase invoice.
7. Proceed to fill in the remaining fields on the vendor card. For more information, see Register New
Vendors.
8. When you have completed the vendor card, choose the OK button to return to the Purchase Invoice
page.
Several fields on the Purchase Invoice page are filled with information that you specified on the new
vendor card.
9. Fill in the remaining fields on the Purchase Invoice page as necessary. Hover over a field to read a
short description.
You are now ready to fill in the purchase invoice lines with inventory items or services that you have
purchased from the vendor.

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.

10. On the Lines FastTab, in the Item No. field, enter the number of an inventory item or service.
11. In the Quantity field, enter the number of items to be purchased.

NOTE
For items of type Service, 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 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.

12. 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.

13. When you receive the purchased items or services, choose Post.
The purchase is now reflected in inventory and financial records, and the vendor payment is activated. The
purchase invoice is removed from the list of purchase invoices and replaced with a new document in the list
of posted purchase invoices.

See Related Training at Microsoft Learn

See Also
Purchasing
Setting Up Purchasing
Request Quotes
Purchase Items for a Sale
Register New Vendors
Prepare Drop Shipments
Working with Business Central
 Request Quotes
2 minutes to read • Edit Online

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.

To create a purchase quote

1. Choose the icon, enter Purchase Quotes, and then choose the related link.
2. Create a new document, in the same way as you make a purchase order. For more information, see Record
Purchases.

To convert a purchase quote to a purchase order

When you have accepted the vendor's quote, you can convert it to a purchase invoice or order to process the
purchase.
1. Open a purchase quote that is ready to convert, and then choose the Make Order action.
The purchase quote is removed from the database. A purchase invoice or a purchase order is created based on the
information in the purchase quote in which you can process the purchase. In the Quote No. field on the purchase
invoice or purchase order, you can see the number of the purchase quote that it was made from.

See Also
Purchasing
Setting Up Purchasing
Send Documents by Email
Working with Business Central
 Purchase Items for a Sale
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.

FUNCTION DESCRIPTION

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.

To create one or more purchase orders from a sales order

To create a purchase order for each unavailable item quantity on the sales order, you use the Create Purchase
Orders function.
1. Choose the icon, enter Sales Orders, and then choose the related link.
2. Open a sales order that you want to purchase items for.
3. Choose the Create Purchase Orders action.
The Create Purchase Orders page opens showing a line for each different item on the sales order. Lines
for both fully available sales quantities and unavailable sales quantities (grayed) are shown by default. You
can choose the Show Unavailable action to only see lines for unavailable sales quantities.
The Quantity to Purchase field contains the unavailable sales quantity by default.
4. To purchase another quantity than the unavailable sales quantity, edit the value in the Quantity to
Purchase field.

NOTE
You can also change the Quantity to Purchase field on grayed lines even though they represent fully available sales
quantities.

5. Choose the OK button.

A purchase order is created for each vendor of items on the sales order, including any quantity changes that
you made on the Create Purchase Orders page.
6. Proceed to process the purchase order or orders, for example, by editing or adding purchase order lines.
For more information, see Record Purchases.

To create a purchase invoice from a sales order or sales invoice

To create a single purchase invoice for one or more lines on a sales document by first selecting which vendor to
buy from, you use the Create Purchase Invoice function.

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
2 minutes to read • Edit Online

In the Posting group on a purchase document, you can choose between the following posting functions:
Post
Preview Posting
Post and Print
Test Report
Post Batch
When you have completed all the lines and entered all the information on the purchase order, you can post it, that
is, create a receipt and an invoice.
When a purchase order is posted, the vendor's account, the general ledger, and the item ledger entries are updated.
For each purchase order, a purchase entry is created in the G/L Entry table. An entry is also created in the
vendor's account in the Vendor Ledger Entry table and a G/L entry is created in the relevant payables account. In
addition, posting the order 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 order line, an item ledger entry will be created in the Item Ledger Entry table (if the purchase
lines contain item numbers) or a G/L entry will be created in the G/L Entry table (if the purchase lines contain a
G/L account). In addition, purchase orders 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 Report.

IMPORTANT
When you post an order, 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.

Viewing Ledger Entries

When the posting is completed, the posted purchase lines are removed from the order. A message tells you when
the posting is completed. After this, you will be able to see the posted entries in the various pages that contain
posted entries, such as the Vendor Ledger Entries, G/L Entries, Item Ledger Entries, Purchase Receipts, and
Posted Purchase Invoices pages.
In most cases, you can open ledger entries from the affected card or document. For example, on the Vendor Card
page, choose the Entries action.
Editing Ledger Entries
You can edit certain fields on posted purchase documents, such as the Payment Reference field. For more
information, see Edit Posted Documents. For more critical fields that affect the auditing trail, you must reverse or
undo posting. For more information, see Reverse Journal Postings and Undo Receipts/Shipments.

See Related Training at Microsoft Learn

See Also
Edit Posted Documents
Post Multiple Documents at the Same Time
Purchasing
Posting Documents and Journals
Correct or Cancel Unpaid Purchase Invoices
Finding Pages and Information with Tell Me
Working with Business Central
 Correct or Cancel Unpaid Purchase Invoices
2 minutes to read • Edit Online

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. 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.

To correct a posted purchase invoice

1. Choose the icon, enter Posted Purchase Invoices, and then choose the related link.
2. Select the posted purchase invoice that you want to correct.

NOTE
If the Canceled check box is selected, then you cannot correct the posted purchase invoice because it has already
been corrected or canceled.

3. On the Posted Purchase Invoice page, choose Correct.

A new purchase invoice with the same information is created where you can make the correction. For more
information, see Record Purchases. The Canceled field on the initial posted purchase invoice is changed to
Yes.
A purchase credit memo is automatically created and posted to void the initial posted purchase invoice.
4. Choose Show Corrective Credit Memo to view the posted purchase credit memo that voids the initial
posted purchase invoice.

To cancel a posted purchase invoice

1. Choose the icon, enter Posted Purchase Invoices, and then choose the related link.
2. Select the posted purchase invoice that you want to cancel.

NOTE
If the Canceled check box is selected, then you cannot cancel the posted purchase invoice because it has already
been canceled or corrected.
3. On the Posted Purchase Invoice page, choose Cancel.
A purchase credit memo is automatically created and posted to void the initial posted purchase invoice.
The Canceled field on the initial posted purchase invoice is changed to Yes.
4. Choose Show Corrective Credit Memo to view the posted purchase credit memo that voids the initial
posted purchase invoice.
Partial Invoice Posting also Supported
If the cancellation is related to a partial invoice posting, then the originating purchase order line is updated to
reflect the canceled invoiced quantity. The Qty. to Invoice and Qty. Invoiced fields on the related purchase
order line are reset to the values before the partial posting.

See Also
Purchasing
Record Purchases
Working with Business Central
 Combine Receipts on a Single Invoice
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.

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.

To remove open purchase orders after combined receipt posting

1. Choose the icon, enter Delete Invoiced Purchase Orders, and select the related link.
2. Fill in the fields as necessary. Hover over a field to read a short description..
3. Choose the OK button.
Alternatively, delete the individual orders manually.
Repeat steps 1 through 3 for any other affected documents, such as blanket purchase orders.

See Also
Purchasing
Working with Business Central
 Process Purchase Returns or Cancellations
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. 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.

FUNCTION DESCRIPTION

Get Posted Document Lines to Reverse function on the Copies lines of one or more posted documents to be reversed
Purchase Return Order page into the purchase return order. For more information, see To
create a purchase return order based on one or more posted
purchase documents.
 FUNCTION DESCRIPTION

Copy Document function in the Purchase Credit Memo Copies both the header and lines of one posted document to
and Purchase Return Order pages be reversed.

Requires that the Exact Cost Reversing Mandatory check

box is selected on the Purchases & Payables Setup page.

To assign exact cost reversing manually, you must choose the Appl.-from Item Entry 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.

To create a purchase credit memo from a posted purchase invoice

1. Choose the icon, enter Posted Purchase Invoices, and then choose the related link.
2. On the Posted Purchase Invoices page, select the posted purchase invoice that you want to reverse, and
then choose the Create Corrective Credit Memo action.
Most fields on the purchase credit memo header are filled with the information from the posted purchase
invoice. You can edit all the fields, for example with new information that reflects the return agreement.
3. Edit information on the lines according to the agreement, such as the number of items returned or the
amount to be reimbursement.
4. Choose the Apply Entries action.
5. On the Apply Vendor Entries page, select the line with the posted purchase document that you want to
apply the purchase credit memo to, and then choose the Applies-to ID action. The number of the
purchase credit memo is inserted in the Applies-to ID field.
6. In the Amount to Apply field, enter the amount that you want to apply if smaller than the original
amount.
At the bottom of the Apply Vendor Entries page, you can see the total amount to apply to reverse all
involved entries, namely when the value in the Balance field is zero.
7. Choose the OK button. When you post the purchase credit memo, it will be applied to the specified posted
purchase documents.
When you have created or edited the needed purchase credit memo lines and the single or multiple
applications are specified, you can proceed to post the purchase credit memo.
8. Choose the Post action.
The posted purchase invoices that you apply the credit memo to are now reversed. If you have already paid the
original invoice, the vendor should now refund the payment to you. If the credit memo is only for part of the
product on the original invoice, you may only pay the remaining amount on the original purchase invoice to close
it.
The purchase credit memo is removed and replaced with a new document in the list of posted purchase credit
memos.

To create a purchase credit memo by copying a posted purchase

invoice
1. Choose the icon, enter Purchase Credit Memos, and then choose the related link.
2. Choose the New action to open a new empty purchase credit memo.
3. In the Vendor field, enter the name of an existing vendor.
4. Choose the Copy Document action.
5. On the Copy Purchase Document page, in the Document Type field, select Posted Invoice.
6. Choose the Document No. field to open the Posted Purchase Invoices page, and then select the posted
purchase invoice that contains lines that you want to reverse.
7. Select the Recalculate Lines check box if you want the copied posted purchase invoice lines to be updated
with any changes in item price and unit cost since the invoice was posted.
8. Choose the OK button. The copied invoice lines are inserted in the purchase credit memo.
9. Complete the purchase credit memo as explained in To create a purchase credit memo from a posted purchase
invoice.

To create a purchase return order based on one or more posted

purchase documents
1. Choose the icon, enter Purchase Return Orders, and then choose the related link.
2. Choose the New action.
3. Fill in the fields on the General FastTab as necessary.
4. On the Lines FastTab, fill the lines manually, or copy information from other documents to fill the lines
automatically:
Use the Get Posted Document Lines to Reverse function to copy one or more posted document lines
from one or more posted documents. This function always exactly reverses the costs from the posted
document line. This function is described in the following steps.
Use the Copy Document function to copy an existing document to the return order. Use this function
to copy the entire document. It can be either a posted document or a document that is not yet posted.
This function only enables exact cost reversing when the Exact Cost Reversing Mandatory check box
is selected on the Sales and Receivables Setup page.
5. Choose the Get Posted Document Lines to Reverse action.
6. At the top of the Posted Purchase Document Lines page, select the Show Reversible Lines Only check
box if you want to see only lines that have quantities that have not yet been returned. For example, if a
posted purchase invoice quantity has already been returned, you may not want to include that quantity on a
new purchase return document.

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.

9. Choose the OK button to copy the lines to the new document.

The following processes occur:
For posted document lines of the type Item, a new document line is created that is a copy of the
posted document line, with the quantity that has not yet been reversed. The Appl.-to Item Entry
field is filled in as appropriate with the number of the item ledger entry of the posted document line.
For posted document lines that are not of the type Item, such as item charges, a new document line
is created that is a copy of the original posted document line.
Calculates the Unit Cost (LCY ) field on the new line from the costs on the corresponding item
ledger entries.
If the copied document is a posted shipment, posted receipt, posted return receipt, or posted return
shipment, the unit price is calculated automatically from the item card.
If the copied document is a posted invoice or credit memo, the unit price, invoice discounts, and line
discounts from the posted document line are copied.
If the posted document line contains item tracking lines, the Appl.-to Item Entry field on the item
tracking lines is filled with the appropriate item ledger entry numbers from the posted item tracking
lines.
When you copy from a posted invoice or posted credit memo, application copies any relevant invoice
discounts and line discounts as valid at the time of posting that document from the posted document line
to the new document line. Be aware, however, that if the Calc. Inv. Discount option is activated on the
Purchases & Payables Setup page, then the invoice discount will be newly calculated when you post the
new document line. The line amount for the new line may therefore be different than the line amount for
the posted document line, depending on the new calculation of the invoice discount.

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 Entry 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.

To create a purchase allowance

If you receive items from your vendor that are not what you wanted, for example, if they are slightly damaged, the
wrong color or the wrong size, the vendor may offer you a purchase allowance.
You can post this reduced purchase cost as an item charge on a credit memo or return order and link it to the
posted receipt. The following describes it for a purchase return order, but the same steps apply to a purchase
credit memo.
1. Choose the icon, enter Purchase Credit Memos, and then choose the related link.
2. Choose the New action to open a new empty purchase credit memo.
3. Fill in the credit memo header with information about the vendor who sent you the purchase allowance.
4. On the Lines FastTab, in the Type field, select Charge (Item ).
5. In the No. field, select the appropriate item charge value.
You may want to create a special item charge number to cover purchase allowances.
6. In the Quantity field, enter 1.
7. In the Direct Unit Cost field, enter the amount of the purchase allowance.
8. Assign the purchase allowance as an item charge to the items in the posted receipt. For more information,
see Use Item Charges to Account for Additional Trade Costs. When you have assigned the allowance,
return to the Purchase Credit Memo page.
When you post the purchase return order, the purchase allowance is added to the relevant purchase entry amount.
In this way, you can maintain accurate inventory valuation.

To combine return shipments

If you want to return items covered by different purchase return orders to the same vendor, then you can use the
Combine Return Shipments function.
When you ship the items, you post the related purchase return orders as shipped and this creates posted purchase
return shipments.
When you are ready to invoice these items, instead of invoicing each purchase return order separately, you can
create a purchase credit memo and automatically copy the posted purchase return shipment lines to this
document. Then you can post the purchase credit memo and conveniently invoice all the open purchase return
orders at the same time.
When return shipments are combined on a credit memo and posted, then a posted purchase credit memo is
created for the invoiced lines. The Quantity Invoiced field on the originating purchase return order is updated
based on the invoiced quantity. However, this original purchase return order is not deleted, even if it has been fully
received and invoiced, and you must therefore delete the purchase return order manually.

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.

See Related Training at Microsoft Learn

See Also
Purchasing
Record Purchases
Correct or Cancel Unpaid Purchase Invoices
Working with Business Central
 Receive and Convert Electronic Documents
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.

See Related Training at Microsoft Learn

See Also
Managing Payables
Incoming Documents
Set Up Electronic Document Sending and Receiving
Exchanging Data Electronically
General Business Functionality
 Date Calculation for Purchases
2 minutes to read • Edit Online

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.

Calculating with a Requested Receipt Date

If there is a requested receipt date on the purchase order line, then that date is used as the starting point for the
following calculations.
requested receipt date - lead time calculation = order date
requested receipt date + inbound whse. handling time + safety lead time = expected receipt date
If you entered a requested receipt date on the purchase order header, then that date is copied to the
corresponding field on all the lines. You can change this date on any of the lines, or you can remove the date on
the line.

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.

Calculating without a Requested Delivery Date

If you enter a purchase order line without a requested delivery date, then the Order Date field on the line is filled
with the date in the Order Date field on the purchase order header. This is either the date that you entered or the
work date. The following dates are then calculated for the purchase order line, with the order date as the starting
point.
order date + lead time calculation = planned receipt date
planned receipt date + inbound whse. handling time + safety lead time = expected receipt date
If you change the order date on the line, such as when items are not available at your vendor until a later date,
then the relevant dates on the line are automatically recalculated.
If you change the order date on the header, then that date is copied to the Order Date field on all the lines, and all
the related date fields are then recalculated.

See Also
Date Calculation for Sales
Calculate Order Promising Dates
Working with Business Central
 Merge Duplicate Records
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
6 minutes to read • Edit Online

A blanket sales order represents a framework for a long-term agreement between you 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 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.

To create a blanket sales order

1. Choose the icon, enter Blanket Sales Orders, 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. Leave the Order Date field blank. When the separate sales orders are created from the blanket order, the
order date of the sales order is set to equal the actual work date.
5. On the Lines FastTab, create separate lines for each shipment. For instance, if your customer wants 1000 units
split out equally between four weeks, you would enter four separate lines of 250 units each.

To create a sales order from a blanket sales order

1. To create an order for any of the lines in the blanket sales order, remove the quantity in the Qty. to Ship field
on all the lines that you do not wish to ship at this time.
2. When you are ready to create orders, choose the Make Orderm action, and then choose Yes. A message
appears informing you that the blanket order has been assigned an order number. Note that the blanket order
has not been deleted.
3. Choose the OK button.
4. To see the results of the preceding steps, choose the Line action, choose the Unposted Lines action, and then
choose the Orders action.
5. On the Sales Lines page, select the appropriate sales order, choose the Line action, and then choose the
Show Document action.
The following applies to sales orders after they have been created from blanket sales orders:
After the blanket order is converted into a sales order, the sales order contains all the lines from the blanket
order. The lines where the quantity in the Qty. to Ship field was deleted appear, but with blank Quantity
fields. You may choose to leave, edit, or delete the lines.
 It is important to remember that the sales order line quantity must not exceed the quantity of the associated
blanket order line. Otherwise, posting of the sales order will not be possible.
When the sales order is posted as shipped and/or invoiced, the Quantity Shipped and Quantity Invoiced
fields are updated on the related blanket order.
The blanket order number and line number are recorded as properties of the sales lines when created from a
blanket order.
When sales orders are not created directly from the blanket order but still relate to it, a link between a sales
order and a blanket order can be established by entering the associated blanket order number in the Blanket
Order No. field on the sales order line.
After the sales order has been created for the total quantity of a blanket order line, no other sales order can be
created for the same line. Users are prevented from entering a quantity in the Qty. to Ship field. If, however,
additional quantities need to be added to a blanket order, the value in the Quantity field can be increased and
additional orders can then be created.
The invoiced blanket sales order remains in the system until it is deleted, either by deleting individual blanket
orders or by running the Delete Invoiced Blanket Sales Orders batch job.
If a customer is also recorded as a contact in the Marketing application area, and if you have specified an
interaction template code for blanket sales order on the Marketing Setup page, an interaction is recorded in
the Interaction Log Entry table when you select Print to print the blanket sales order.

To view the status of a blanket sales order

You can see the status of a blanket sales order on the Blanket Sales Order Statistics page. This may be relevant
when you start to invoice the order that is created from the blanket sales order.
1. Choose the icon, enter Blanket Sales Orders, and then choose the related link.
2. Select a blanket sales order, and then choose the Statistics action.
3. On the Blanket Sales Order Statistics page, on the General FastTab, you can see summary information
about the entire order based on the total quantity in the various Quantity fields on the blanket sales order
lines.
On the Invoicing FastTab, you can see summary information based on the total quantity in the Qty. to
Invoice fields on the sales blanket order lines.
On the Shipping FastTab, you can see summary information based on the total quantity in the Qty. to
Receive fields on the sales blanket order lines.
On the Prepayment FastTab, you can see summary information about any prepaid amounts.
On the Vendor FastTab, you can see certain basic information about the vendor.

To view unposted and posted blanket sales order lines

The link between the blanket sales order and the originating sales order, and any other sales document, is
retained after posting as a list of posted and unposted sales order invoice lines.
1. Choose the icon enter Blanket Sales Orders, and then choose the related link.
2. Open the blanket sales order you want to view.
3. To view unposted entries, select the line in question, choose the Line action, and then choose the
Unposted Lines action. Choose one of the following options.

OPTION DESCRIPTION

Orders Specifies open orders associated with the selected line.

 OPTION DESCRIPTION

Invoices Specifies open invoices that have been associated with

the selected line. Open invoices are manually associated
with a blanket order by entering the blanket order
number on the sales invoice line.

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.

OPTION DESCRIPTION

Shipments Posted shipments associated with the selected line.

Invoices Posted invoices associated with the selected line.

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
 Inventory
3 minutes to read • Edit Online

For each physical product that you trade in, you must create an item card of type
Inventory. 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.

TO SEE

Create item cards for inventory items that you Register New Items
trade in.

Structure parent items that you sell as kits Work with Bills of Material
consisting of the parent's components or that
you assemble to order or to stock.
TO SEE

Maintain an overview of items and help you find Categorize Items

and sort items by organizing them in categories.

Assign item attributes of different value types to Work with Item Attributes
your items to help you sort and find items.

Create special item cards for items that you offer Work with Catalog Items
to customers but do not maintain inventory for.

Perform physical counting of your inventory with Count Inventory Using Documents
the Physical Inventory Order and Physical
Inventory Recording pages.

Perform physical counting, make negative or Count, Adjust, and Reclassify Inventory Using
positive adjustments, and change information, Journals
such as location or lot number, on item ledger
entries.

View the availability of items per location, by View the Availability of Items
period, by sales or purchase event, or by their
use on assembly or production BOMs.

Transfer inventory items between locations with Transfer Inventory Between Locations
transfer orders, to manage warehouse activities,
or with the item reclassification journal.

Reserve inventory or inbound items for sales Reserve Items

orders, purchase orders, service orders, assembly
orders, or production orders.

Set up a vendor's or customer's own description Use Item Cross References

for an item, so that you can easily insert their
item description on trade documents.

Assign serial numbers or lot numbers to any Work with Serial and Lot Numbers
outbound or inbound document or journal line,
for example to track items in case of recalls.

Set up a vendor's or customer's own item Use Item Cross-References

description on your item card so that you can
quickly insert their item description on trade
documents.

Find where any serial or lot number was used in Trace Item-Tracked Items
its supply chain, for example in recall situations.

Block items from being entered on sales or Block Items

purchase lines or from being posted in any
transaction.

Manage business operations in sales offices, a Work with Responsibility Centers

purchasing departments, or plant planning
offices across multiple locations.
See Also
Warehouse Management
Purchasing
Sales
Working with Business Central
General Business Functionality

Start a free trial!

 Register New Items
4 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 Inventory, Service, or Non-Inventory 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-
Inventory. 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.

To create a new item card

1. Choose the icon, enter Items, and then choose the related link.
2. On the Items page, choose the New action.
If only one item template exists, then a new item card opens with some fields filled with
information from the template.
3. On the Select a template for a new item page, choose the template that you want to use for the
new item card.
4. Choose the OK button. A new item card opens with some fields filled with information from the
template.
5. Proceed to fill or change fields on the item card as necessary. Hover over a field to read a short
description.
 NOTE
In the Costing Method field, you set up how the item's unit cost is calculated by making assumptions about the
flow of physical items through your company. Five costing methods are available, depending on the type of item.
For more information, see Design Details: Costing Methods.
If you select Average, then the 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. With this setting,
you can choose the Unit Cost field to view, on the Average Cost Calc. Overview page, the history of
transactions that the average cost is calculated from.

You can view or edit special prices or discounts that you grant 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.
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.

To set up multiple vendors for an item

If you purchase the same item from more than one vendor, you must enter information about each vendor
of the item, such as prices, lead time, discounts, and so on.
1. Choose the icon, enter Items, and then choose the related link.
2. Select the relevant item, and then choose the Edit action.
3. Choose the Vendors action.
4. Choose the Vendor No. field, and then select the vendor that you want to set up for the item.
5. Optionally, fill in the remaining fields.
6. Repeat steps 2 through 5 for each vendor that you want to buy the item from.
The vendors will now appear on the Item Vendor Catalog page, which you open from the item card, so
that you can easily select an alternate vendor.

See Also
Create Number Series
Inventory
Purchasing
Sales
Working with Business Central
 Work with Bills of Material
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.

Assembly BOMs or Production 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.
An assembly BOM is the master data that defines which component items go into an assembled end item and
which resources are used to assemble the assembly item. When you enter an assembly item and a quantity in the
header of a new assembly order, then the assembly order lines are automatically filled according to the assembly
BOM with one assembly order line per component or resource. For more information, see Assembly Management.
Assembly BOMs are described in this topic.
You use production orders for making end items from components in a complex process that requires a production
routing and work or machine centers, which represent production capacities. For example, a production process
could be to cut steel plates in one operation, weld them in the next operation, and paint the end item in the last
operation. For more information, see Manufacturing.
A production BOM is the master data that defines a production item and the components that go into it. for
assembly items, the production BOM must be certified and assigned to the production item before it can be used in
a production order. When you enter the production item on a production order line, either manually or by
refreshing the order, then the production BOM content becomes the production order components. For more
information, see Create Production BOMs.
The concept of resources in production is much more advanced than in assembly management. Work centers and
machine centers function as resources, and production steps are represented by operations that are assigned to
resources in production routings. For more information, see Create Routings.
Both assembly orders and production orders may be linked directly to sales orders. However, you can only use
assembly orders to customize the end item directly for a customer request with the sales order.

To create an assembly BOM

To define a parent item that consists of other items, and potentially of resources required to put the parent together,
you must create an assembly BOM.
Assembly BOMs usually contain items but can also contain one or more resources that are required to put the
assembly item together.
Assembly BOMs can have multiple levels, which means that a component on the assembly BOM can be an
assembly item itself. In that case, the Assembly BOM field on the assembly BOM line contains Yes.
Special requirements apply to items on assembly BOMs with regards to availability. For more information, see To
see the availability of an item by its use in assembly BOMs.
There are two parts to creating an assembly BOM:
 Setting up a new item
Defining the BOM structure of the assembly item.
1. Set up a new item. For more information, see Register New Items.
Proceed to enter components or resources on the assembly BOM.
2. On the Item Card page for an assembly item, choose the Assembly action, and then choose the Assembly
BOM action.
3. On the Assembly BOM page, fill in the fields as necessary. Hover over a field to read a short description.

To edit assembly BOMs

You can edit the lines on an assembly BOM at any time. But be aware that the BOM may be in use on ongoing
sales or assemblies of the parent, which may be affected by the change. Choose the Where-Used action to see in
which items it is being used and then whether sales or assembly orders may be affected.
1. Choose the icon, enter Items, and then choose the related link.
2. Choose the Yes value in the Assembly BOM column.
3. On the Assembly BOM page, choose the Edit List action, and then change any field as needed.

To view components and resources indented according to the BOM

structure
From the Assembly BOM page, you can open a separate page that shows the components and any resources
indented according to their BOM position under the assembly item.
1. Choose the 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 Show BOM action.

To replace the assembly item with its components on document lines

From any sales and purchase document that contains an assembly item, you can use a special function to replace
the line for the assembly item with new lines for its components. This function is useful, for example, if you want to
sell the components as a kit that represents the assembly item.
Caution: 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. In the top right corner, choose the Search for Page or Report 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 Explode BOM function is also available on the Assembly BOM page.
To calculate the standard cost of an assembly item
You calculate the unit cost of an assembly item by rolling up the unit cost of each component and resource in the
item’s assembly BOM.
You can also calculate and update the standard cost for one or many items on the Standard Cost Worksheet page.
For more information, see Update Standard Costs.
The unit cost of an assembly BOM always equals the total of the unit costs of its components, including other
assembly BOMs, and any resources.
1. In the top right corner, choose the Search for Page or Report 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.

OPTION DESCRIPTION

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
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.

To create an item category

1. Choose the icon, enter Item Categories, and then choose the related link.
2. On the Item Categories page, choose the New action.
3. On the Item Category Card page, on the General FastTab, fill in the fields as necessary. Hover over a field to
read a short description.
4. On the Attributes FastTab, specify any item attributes for the item category. For more information, see To
assign item attributes to item categories.

NOTE
If the item category has a parent item category, as indicated by the Parent Category 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.

To assign an item category to an item

1. Choose the icon, enter Items, and then choose the related link.
2. Open the card for the item that you want to assign to an item category.
3. Choose the lookup button in the Item Category Code field and select an existing item category. Alternatively,
choose the New action to first create a new item category as explained in To create an item category.

See Also
Work with Item Attributes
Register New Items
Inventory
Working with Business Central
 Work with Item Attributes
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.

To create item attributes

1. Choose the icon, enter Item Attributes, and then choose the related link.
2. On the Item Attributes page, choose the New action.
3. On the Item Attribute page, fill in the fields as necessary. Hover over a field to read a short description.

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.

To create values for item attributes of type Option

1. Choose the icon, enter Item Attributes, and then choose the related link.
2. On the Item Attributes page, select an item attribute of type Option that you want to create values for, and
then choose the Item Attribute Values action.
3. On the Item Attribute Values page, fill in the fields as necessary. Hover over a field to read a short
description.

To assign item attributes to items

1. Choose the icon, enter Items, and then choose the related link.
2. On the Items page, select the item that you want to assign item attributes to, and then choose the Attributes
action.
3. On the Item Attribute Values page, choose the New action.
4. Choose the lookup button in the Attribute field and select an existing item attribute. Alternatively, choose the
New action to first create a new item attribute as explained in To create item attributes.
5. In the Value field, enter the item attribute value, such as "2010" for the Model Year attribute.
6. For item attributes of type Option, choose the lookup button in the Value field and select an item attribute
value. Alternatively, choose the New action to first create a new item attribute value as explained in To create
values for item attributes of type Option.
7. Repeat steps 4 through 6 for all item attributes that you want to assign to the item.

To assign item attributes to item categories

1. Choose the icon, enter Item Categories, and then choose the related link.
2. On the Item Categories page, select the item category that you want to assign item attributes to, and then
choose the Edit action.
3. On the Item Category Card page, on the Attributes FastTab, choose the New action.
4. Choose the lookup button in the Attribute field and select an existing item attribute. Alternatively, choose the
New action to first create a new item attribute as explained in To create item attributes.
5. In the Default Value field, choose the lookup button and select an item attribute value.
6. Repeat steps 4 and 5 for all item attributes that you want to assign to the item category.

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.

To filter by item attributes

1. Choose the icon, enter Items, and then choose the related link.
2. On the Items page, choose the Filter by Attributes action.
3. On the Filter Items by Attribute page, choose the lookup button in the Attribute field and select an item
attribute.
4. In the Value field, choose the lookup button and select an attribute value to filter items by.

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
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-
Inventory 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.

To create a catalog item

Catalog item cards have much less information than normal item cards because you only use them to offer on
quotes and in other ways. For that reason, they must be converted to normal item cards before you can post
sales transactions for them.
1. Choose the icon, enter Catalog Items, 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.

To set up how catalog item numbers are converted to your own

numbering
To enable conversion of a catalog item card to a normal item card, you must first set up how the vendor's item
numbering is converted to your own item number format.
1. Choose the icon, enter Catalog Item Setup, and then choose the related link.
2. Fill in the fields as necessary.

To convert a catalog item to a normal item

1. Choose the icon, enter Catalog Items, and then choose the related link.
2. Open the card for a catalog item that you want to convert to a normal item.
3. On the Catalog Item Card page, choose the Create Item action.
A new item card prefilled with information from the catalog item and a relevant item template is created. You can
then fill or edit fields on the new item card as necessary. For more information, see Register New Items.

To sell a catalog item, and convert it to a normal item

1. Choose the icon, enter Sales Orders, and then choose the related link.
2. Choose the New action. Fill in the fields on the General FastTab as for any sales order. For more
information, see Sell Products.
3. On a new sales line, in the Type field, select Item, but leave the No. field empty.
4. Choose the Line action, and then choose the Select Catalog Items action.
The catalog item is converted to a normal item. A new item card prefilled with information from the
catalog item and a relevant item template is created.
5. On the Catalog Items page, select the catalog item that you want to sell, and then choose the OK button.
6. When the sales order is complete, choose the Post action.
You can then fill or edit fields on the new item card as necessary. For more information, see Register New Items.

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 Inventory Using Documents
11 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 Inventory Order page is used to organize the complete inventory counting
project, for example one per location. The Physical Inventory Recording page is used by to communicate and
capture the actual counting of items. You can create multiple recordings for one order, for example to distribute
groups of items to different employees.
The Physical Inventory 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 Inventory Recoding page, you choose the Finish action. This transfers the quantities to the related
lines on the Physical Inventory Order page. Functionality ensures that no item count can be recorded twice.

NOTE
This procedure describes how to perform a physical inventory using documents, a method that provides more control and
supports distributing the counting to multiple employees. You can also perform the task by using journals, the Phys.
Inventory Journals and Whse. Phys. Inventory Journals pages. For more information, see Count, Adjust, and Reclassify
Inventory Using Journals.

Note that if you use the Bins or Zones functionality, then you cannot use physical inventory orders. In stead, use Whse.
Phys. Inventory Journal page to count your warehouse entries before synchronizing them with item ledger entries.

Counting inventory by using documents consist of the following overall steps:

1. Create a physical inventory order with expected item quantities prefilled.
2. Generate one or more physical inventory recordings from the order.
3. Enter the counted item quantities on the recordings, as captured on print-outs, for example, and set it to
Finished.
4. Complete and post the physical inventory order.

To create a physical inventory order

A physical inventory order is a complete document that consists of a physical inventory order header and some
physical inventory order lines. The information on a physical inventory header describes how to take the physical
inventory. The physical inventory order lines contain the information about the items and their locations.
To create the physical inventory order lines, you typically use the Calculate Lines function to reflect the current
inventory as lines on the order. Alternatively, you can use the Copy Document function to fill the lines with the
content of another open or posted physical inventory order. The following procedure only describes how to use
the Calculate Lines function.
1. Choose the icon, enter Physical Inventory Orders, and then choose the related link.
2. Choose the New action.
3. Fill in the required fields on the General FastTab. Hover over a field to read a short description.
4. Choose the Calculate Lines action.
5. Select options as necessary.
6. Set filters, for example, to only include a subset of items to be counted with the first recording.

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.

7. Choose the OK button.

A line for each item that exists on the chosen location and per the set filters and options is inserted on the order.
For items that are set up for item tracking, the Use Item Tracking check box is selected, and information about
the expected quantity of serial and lot numbers is available by choosing the Lines action and then Item Tracking
Lines. For more information, see the "Handling Item Tracking when Counting Inventory" section.
You can now proceed to create one or more recordings, which are instructions to the employees who perform the
actual counting.

To create a physical inventory recording

For each physical inventory order, you can create one or more physical inventory recording documents on which
employees enter the counted quantities, either manually or through an integrated scanning device.
By default, a recording is created for all the lines on the related physical inventory order. To avoid that two
employees count the same items in case of distributed counting, it is advisable to gradually fill the physical
inventory order by setting filters on the Calculate Lines batch job (see the "To create a physical inventory order"
section) and then create the physical inventory recording while selecting the Only Lines Not in Recordings
check box. This settings makes sure that each new recording that you create only contains different items than the
ones on other recordings.
In case of manual counting, you can print a list, the Phys. Invt. Recording report, which has an empty column to
write the counted quantities in. When counting is completed, you enter the recorded quantities on the related lines
on the Phys. Inventory Recording page. Lastly, you transfer the recorded quantities to the related physical
inventory order by setting the status to Finished.
1. On a Physical Inventory Order page that contains lines for the items to be counted in one recording,
choose the Make New Recording action.
2. Select options and set filters as necessary.
3. Choose the OK button.
A physical inventory recording document is created.
4. For every set of items to be counted, load them on the related physical inventory order and repeat steps 1
through 3 with the Only Lines Not in Recordings check box selected.
5. Choose the Recordings action to open the Phys. Inventory Recording List page.
6. Open the relevant recording.
7. On the General FastTab, fill in the fields as necessary.
8. For items that use item tracking, create an additional line for each lot number or serial number code by
choosing the Functions action, and then the Copy Line action. For more information, see the "Handling
Item Tracking when Counting Inventory" section.
9. Choose the Print action to prepare the physical document that employees will use to write down the
counted quantities.

To finish a physical Inventory recording

When employees have counted the inventory quantities, you must prepare to record them in the system.
1. From the Phys. Inventory Recording List page, select the physical inventory recording that you want to
finish, and then choose the Edit action.
2. On the Lines FastTab, fill the actual counted quantity in the Quantity field for each line.
3. For items with serial or lot numbers (the Use Item Tracking check box is selected), enter the counted
quantities on the dedicated lines for the item's serial and lot numbers respectively question. For more
information, see the "Handling Item Tracking when Counting Inventory" section.
4. Select the Recorded check box on each line.
5. When you have entered all data for a physical inventory recording, choose the Finish action. Note that all lines
must have the Recorded checkbox selected.

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.

To complete a physical inventory order

When you have finished a physical inventory recording, the Qty. Recorder (Base) field on the related physical
inventory order is updated with the counted (recorded) values, and the On Recording check box is selected. If a
counted value is different from the expected, then that difference is shown in the Pos Qty. (Base) and Neg Qty.
(Base) field respectively.
To see expected quantities and any recorded differences for items with item tracking, choose the Lines action, and
then choose the Item Tracking Lines action to select various views for serial and lot numbers involved in the
physical inventory count.
You can also choose the Phys. Inventory Order Diff. action to view any differences between the expected
quantity and the counted quantity.
To find duplicate physical inventory order lines
1. Choose the icon, enter Physical Inventory Orders, and then choose the related link.
2. Open the physical inventory order that you want to view duplicate lines for.
3. Choose the Show Duplicate Lines action.
Any duplicate physical inventory order lines are displayed so that you can delete them and keep only one line with
a unique set of values in the Item No., Variant Code, Location Code, and Bin Code fields.
To post a physical inventory order
After completing a physical inventory order and changing its status to Finished, you can post it. You can only set
the status of a physical inventory order to Finished if the following are true:
All related physical inventory recordings have a status of Finished.
Each physical inventory order line has been counted by at least one inventory recording line.
The In Recording Lines and the Qty. Exp. Calculated check boxes have been selected for all of the physical
inventory order lines.
1. Choose the icon, enter Physical Inventory Orders, and then choose the related link.
2. Select the physical inventory order that you want to complete, and then choose the Edit action.
On the Physical Inventory Order page, you view the quantity recorded in the Qty. Recorded (Base)
field.
3. Choose the Finish action.
The value in the Status field is changed to Finished, and you can now only change the order by first
choosing the Reopen action.
4. To post the order, choose the Post action, and then choose the OK button.
The involved item ledger entries are updated along with any related item tracking entries.
To view posted physical inventory orders
After posting, the physical inventory order will be deleted and you can view and evaluate the document as a
posted physical inventory order including its physical inventory recordings and any comments made.
1. Choose the icon, enter Posted Phys. Invt. Orders, and then choose the related link.
2. On the Posted Phys. Invt. Orders page, select the posted inventory order that you want to view, and then
choose the View action.
3. To view a list of related physical inventory recordings, choose the Recordings action.

Handling Item Tracking when Counting Inventory

Item tracking pertains to the serial or lot numbers that are assigned to items. When counting an item that is stored
in inventory as, for example, 10 different lot numbers, the employee must be able to record which and how many
units of each lot number are on inventory. For more information about item tracking functionality, see Work with
Serial and Lot Numbers.
The Use Item Tracking check box on physical inventory order lines is automatically selected if an item tracking
code is set up for the item, but you can also select or deselect it manually.
Example - Prepare a Physical Inventory Recording for an Item-Tracked Item
Consider a physical inventory for Item A, which is stored in inventory as ten different serial numbers.
1. On the recording line for the item, select the Use Item Tracking check box.
2. Choose the Serial No. field, select the first serial number that exists in inventory for the item, and then
choose the OK button.
Proceed to copy the line for the first item-tracked item to insert additional lines corresponding to the
number of serial numbers that are stored in inventory.
3. Choose the Functions action, and then the Copy Line action.
4. On the Copy Phys. Invt. Rec. Line page, enter 9 in the No. of Copies field, and then choose the OK
button.
5. On the first of the copy lines, select the Serial No. field and select the next serial number for the item.
6. Repeat step 5 for the remaining eight serial numbers, taking care to not select the same one twice.
7. Choose the Print action to prepare the print-out that employees will use to write down the counted items
and serial/lot numbers.
Notice that the Phys. Invt. Recording report contains ten lines for Item A, one for each serial number.
Example - Record and Post Counted Lot Number Differences
A lot-tracked item is stored in inventory with the "LOT" number series.
Expected Inventory:

LOT NO. QUANTITY

LOT1001 80

LOT1003 30

LOT1006 10

Total 120

Recorded Quantities:

LOT NO. QUANTITY

LOT1001 80

LOT0002 12

LOT1003 20

LOT1006 10

Total 112

Quantities to Post:

LOT NO. EXPECTED QUANTITY RECORDED QUANTITY QUANTITY TO POST

LOT1001 80 80 0

LOT1002 0 12 +12

LOT1003 30 20 -10

LOT1006 10 0 -10

Total 120 112 -8

On the Physical Inventory 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.
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
16 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.

To perform a physical inventory

You must take a physical inventory, that is, count the actual items on hand, to check if the quantity registered is
the same as the physical quantity in stock at the end of a fiscal year, if not more often. If there are differences, you
must post them to the item accounts before you do the inventory valuation.

NOTE
This procedure describes how to perform a physical inventory using a journal, the Phys. Inventory Journal page. You can
also perform the task using documents, the Physical Inventory Order and Physical Inventory 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.
Inventory Journal page in the Inventory 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. Inventory Journals, and then choose the related link.
2. Choose the Calculate Inventory action.
3. On the Calculate Inventory 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. Inventory) 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.

To calculate the expected inventory in advanced warehouse configurations

1. Choose the icon, enter Item Journal, and choose the related link.
2. Choose the Calculate Whse. Adjustment action.
3. Fill in the batch job request page with the numbers of the items you want to count and with your location.
4. Choose the OK button, and post the adjustments if any.
If you do not do this before you perform the warehouse physical inventory, the results you post to the
physical inventory journal and item ledger in the second part of the process will be the physical inventory
results combined with other warehouse adjustments for the items that were counted.
5. Choose the icon, enter Whse. Phys. Invt. Journal, and choose the related link.
6. Choose the Calculate Inventory action. The Whse. Calculate Inventory batch job request page opens.
7. 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.
8. Choose the icon, enter Whse. Phys. Inventory List, and choose the related link.
9. 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.
10. When the counting is done, enter the counted quantities in the Qty. (Phys. Inventory) 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.

11. 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 To enter and post the actual counted inventory in advanced
warehouse configurations.
To print the report to be used when counting
1. On the Phys. Inventory Journal page containing the calculated expected inventory, Choose the Print action.
2. On the Phys. Inventory List page, specify if the report should show the calculated quantity and if the report
should list inventory items by serial/lot numbers.
3. Set filters if you only want to print the report for certain items, bins, locations, or dimensions.
4. Choose the Print button.
Employees can now proceed to count inventory and record any discrepancies on the printed report.
To enter and post the actual counted inventory in basic warehouse configurations
1. On each line on the Phys. Inventory 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. Inventory) 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. Inventory
ledger Entries action.
To enter and post the actual counted inventory in advanced warehouse configurations
1. Choose the icon, enter Item Journal, and choose the related link.
2. Choose the Calculate Whse. Adjustment action.
3. Select the same items that you counted in the cycle counting physical inventory you just performed, and
any other items that require adjustment, and then choose the OK button.
The Inventory Journal page opens and lines are created for these items. Note that the net quantities that
you just counted and registered bin by bin are now ready to be consolidated and synchronized as item
ledger entries.
4. Post the journal without changing any quantities.
The quantities in the item ledger (item entries) and the quantities in the warehouse (warehouse entries) are now
once again the same for these items, and application has updated the last counting date of the item or
stockkeeping unit.

To perform cycle counting

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.
You can perform the cycle counting 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.
Inventory Journal page in the Inventory 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 set up counting periods
A physical inventory is typically taken at some recurring interval, for example monthly, quarterly, or annually. You
can set up whatever inventory counting periods necessary.
You set up the inventory counting periods that you want to use and then assign one to each item. When you
perform a physical inventory and use the Calculate Counting Period in the physical inventory journal, lines for
the items are created automatically.
1. Choose the icon, enter Phys. Invt. Counting Periods, and then choose the related link.
2. Fill in the fields as necessary. Hover over a field to read a short description.
To assign a counting period to an item
1. Choose the icon, enter Items, and then choose the related link.
2. Select the item to which you want to assign a counting period.
3. In the Phys Invt Counting Period Code field, select the appropriate counting period.
4. Choose the Yes button to change the code and calculate the first counting period for the item. The next time
you choose to calculate a counting period in the physical inventory journal, the item appears as a line on the
Phys. Invt. Item Selection page. You can then begin to count the item on a periodic basis.
To initiate a count based on counting periods in basic warehouse configurations
1. Choose the icon, enter Phys. Inventory Journal, and then choose the related link.
2. Choose the Calculate Counting Period action.
The Phys. Invt. Item Selection page opens showing the items that have counting periods assigned and
need to be counted according to their counting periods.
3. Perform the physical inventory. For more information, see To perform a physical inventory.
To initiate a count based on counting periods in advanced warehouse configurations
1. Choose the icon, enter Whse. Phys. Invt. Journal, and choose the related link.
2. Choose the Calculate Counting Period action.
The Phys. Invt. Item Selection page opens showing the items that have counting periods assigned and
need to be counted according to their counting periods.
3. Perform the physical inventory. For more information, see To perform a physical inventory.

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. Inventory 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.

To adjust the inventory of one item

After you have made a physical count of an item in your inventory area, you can use the Adjust Inventory
function to record the actual inventory quantity.
1. Choose the icon, enter Items, and then choose the related link.
2. Select the item for which you want to adjust inventory, and then choose the Adjust Inventory action.
3. In the New Inventory field, enter the inventory quantity that you want to record for the item.
4. Choose the OK button.
The item’s inventory is now adjusted. The new quantity is shown in the Current Inventory field on the Adjust
Inventory page and in the Inventory field on the Item Card page.
You can also use the Adjust Inventory function as a simple way to place purchased items on inventory if you do
not use purchase invoices or orders to record your purchases. For more information, Record Purchases.

NOTE
After you have adjusted inventory, you must update it with the current, calculated value. For more information, see Revalue
Inventory.

To adjust the inventory quantity of multiple items in basic warehouse configurations

On the Item Journal page, you can post item transaction directly to adjust inventory in connection with
purchases, sales, and positive or negative adjustments without using documents.
If you often use the item journal to post the same or similar journal lines, for example, in connection with material
consumption, you can use the Standard Item Journal page to make this recurring work easier. For more
information, see Working with Standard Journals.
1. Choose the icon, enter Item Journals, 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 Post action to make the inventory adjustments.

NOTE
After you have adjusted inventory, you must update it with the current, calculated value. For more information, see Revalue
Inventory.

To adjust bin quantities in advanced warehouse configurations

If your location uses directed put-away and pick, use the Whse. Item Journal to post, outside the context of the
physical inventory, all positive and negative adjustments in item quantity that you know are real gains, such as
items previously posted as missing that show up unexpectedly, or real losses, such as breakage.
Unlike posting adjustments in the inventory item journal, using the warehouse item journal gives you an
additional level of adjustment that makes your quantity records even more precise at all times. The warehouse
thus always has a complete record of how many items are on hand and where they are stored, but each
adjustment registration is not posted immediately to the item ledger. In the registering process, credits or debits
are made to the real bin with the quantity adjustment and a counterbalancing entry is made in an adjustment bin,
a virtual bin with no real items. This bin is defined in the Invt. Adjustment Bin Code on the location card.
1. Choose the icon, enter Whse. Item Journal, and then choose the related link.
2. Fill in the header information.
3. Fill in the Item No. field on the line.
4. Enter the bin in which you are putting the extra items or where you have found items to be missing.
5. Fill in the quantity that you observe as a discrepancy in the Quantity field. If you have found extra items,
enter a positive quantity. If items are missing, enter a negative quantity.
6. Choose the Register action.

To synchronize the adjusted warehouse entries with the related item

ledger entries
At appropriate intervals as defined by company policy, you must post the warehouse adjustment bin records in
the item ledger. Some companies find it appropriate to post adjustments to the item ledger every day, while
others may find it adequate to reconcile less frequently.
1. Choose the icon, enter Item Journal, and then choose the related link.
2. Fill in the fields on each journal line.
3. Choose the Calculate Whse. Adjustment action, and fill in the filters as appropriate in the batch job request
page. The adjustments are calculated only for the entries in the adjustment bin that meet filter requirements.
4. On the Options FastTab, fill in the Document No. field with a number that you enter manually. Because no
number series has been set up for this batch job, use the number scheme set up by the warehouse, or enter
the date followed by your initials.
5. Choose the OK button. The positive and negative adjustments are totaled for each item and lines are created
in the item journal for any items where the sum is a positive or negative quantity.
6. Post the journal lines to enter the quantity differences in the item ledger. The inventory in the warehouse bins
now corresponds precisely to the inventory in the item ledger.
To reclassify an item's lot number
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.
The following example is based on a location code. The steps are similar for other types of item attributes.
1. Choose the icon, enter Item Reclass. Journals, and then choose the related link.
2. On the Item Reclass. Journal page, fill in the fields as necessary.
3. In the Location Code field, enter the item's current location code.
4. In the New Location Code field, enter the item's new location code.
5. Choose the Post action.
For information about transferring items with full control of quantities shipped and received, see Transfer
Inventory Between Locations.

See Also
CountInventory Using Documents
Inventory Warehouse Management
Sales
Purchasing
Working with Business Central
 View the Availability of Items
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 Inventory, 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 as 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 an item according to when it will be received

or shipped
You view the availability of an item according to scheduled item transactions on the Availability by Event page.
1. Choose the icon, enter Items, and then choose the related link.
2. Open the card of an item that you want to view availability for.
3. Choose the Item Availability by action, and then choose the Event action.
The Item Availability by Event page shows how the inventory quantity of the item will develop over
 time according scheduled shipment and receipt events. The page gives a condensed view that shows one
line of accumulated information per time interval in which inventory quantities change. Time intervals
where no events occurred are not shown. You can expand each line to show details about the event or
events that caused the accumulated quantity on the line.
4. Choose the value in the Projected Available Balance field to view the item ledger entries or open
documents that make up the value.

To view the availability of an item in different periods

You view the availability of an item over time for specified time periods on the Item Availability by Periods
page.
1. Choose the icon, enter Items, and then choose the related link.
2. Open the card of an item that you want to view availability for.
3. Choose the Item Availability by action, and then choose the Period action.
The Item Availability by Periods page shows how the inventory quantity of the item will develop over
time, shown for a period that you select, such as Day, Week, or Quarter.
4. Choose the value in the Projected Available Balance field to view the item ledger entries or open
documents that make up the value.

To view the availability of an item at the locations where it is stored

You view the availability of an item at the different places where it is stored on the Item Availability by
Location page.
1. Choose the icon, enter Items, and then choose the related link.
2. Open the card of an item that you want to view availability for.
3. Choose the Item Availability by action, and then choose the Location action.
The Item Availability by Location page shows how the inventory quantity of the item will develop in the
future, shown for each location where it is stored.
4. Choose the value in the Qty. on Hand field to view the item ledger entries that make up the value.
5. Choose the value in the Projected Available Balance field to view the item ledger entries or open
documents that make up the value.

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 exists in assembly or production BOMs, either as a parent item or as a component, then you can view
how many units of its are required on the Item Availability by BOM Level page. The page shows how many
units of a parent 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.
You can use the page to find out 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.

FIELD DESCRIPTION

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.

To view the availability of an item according to demand for its parent

The Item Availability by BOM Level page shows information for the item on the card or document line that
the page is opened for. The item is always shown on the top line. You can view information for other items or for
all items by changing the value in the Item Filter field.

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.
To view the availability of an item by its units of measure
The Item Availability by Unit of Measure page shows an items availability broken down in the different units
of measure that it is stored in.

Assembly Availability Page

The Assembly Availability page shows detailed availability information for the assembly item. It opens:
Automatically from a sales order line in assemble-to-order scenarios when you enter a quantity that causes a
component availability issue.
Automatically from an assembly order header when you enter a value in the Quantity field that causes a
component availability issue.
 Manually when you open it from an assembly order. On the Actions tab, in the Functions group, click Show
Availability.
The Details FastTab shows detailed availability information for the assembly item, including how many of the
assembly order quantity can be assembled by the due date based on availability of the required components. This
is shown in the Able to Assemble field on the Details FastTab.
The value in the Able to Assemble field is shown in red font if the quantity is lower than the quantity in the
Remaining Quantity field, indicating that there are not enough components available to assemble the full
quantity.
The Lines FastTab shows detailed availability information for the assembly components.
If one or more assembly components are not available, then this is reflected in the Able to Assemble field on the
line in question as a quantity less than the quantity in the Remaining Quantity field on the Details FastTab.

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
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.

To transfer items with a transfer order

1. Choose the icon, enter Transfer orders, and then choose the related link.
2. On the header of the Transfer Order page, fill in the fields as necessary. Hover over a field to read a short
description.

NOTE
If you have filled in the In-Transit Code, Shipping Agent Code, and Shipping Agent Service 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 Service 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.

To transfer items with the item reclassification journal

1. Choose the icon, enter Item Reclass. Journals, and then choose the related link.
2. On the Item Reclass. Journal page, fill in the fields as necessary. Hover over a field to read a short
description.
3. In the Location Code field, enter the location where the items are currently stored.

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 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
Reservation page.
Each line on the Reservation 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.

To reserve items for sales

The following describes how to reserve items from a sales order. The steps are similar for purchase, service, and
assembly orders.
1. Choose the icon, enter Sales Orders, and then choose the related link.
2. On a sales order, on the Lines FastTab, choose the Reserve action. The Reservation page opens.
3. Select the line that you want to reserve the items from.
4. Choose one of the following actions.

FUNCTION DESCRIPTION

Auto Reserve To automatically reserve items on the Reservation page.

Reserve from Current Line To reserve the items from the document on the line you
have selected.

Cancel Reservation 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 reserve an item for a production order line

You can reserve items for production orders. You have to distinguish between production order lines, meaning the
parent item, and production order components.
In the following procedure, a firm planned production order is used.
1. Choose the icon, enter Firm Planned Prod. Order, and then choose the related link.
2. Open the firm planned production order you want to reserve parent items for.
3. Select the relevant production order line.
4. On the Lines FastTab, choose the Reserve action.
5. On the Reservation page, select the Sales Line, Order line, and then choose the Reserve from Current Line
 action.
The quantity you entered in the firm planned production order line is now reserved.

To reserve items for production order components

You can reserve items for production orders. You have to distinguish between production order lines, meaning the
parent item, and production order components.
In the following procedure, a firm planned production order is used.
1. Choose the icon, enter Firm Planned Prod. Order, and then choose the related link.
2. Open the firm planned production order you want to reserve component items for.
3. Select the relevant production order line.
4. On the Lines FastTab, choose Line, and then choose Components.
5. Select the relevant component line.
6. Choose On the Lines FastTab, choose the Reserve action.
7. On the Reservation page, select a line, and then choose the Reserve from Current Line action.
The quantity you entered in the firm planned production component line is now reserved.

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 Reserve action.
2. On the Reservation page, choose the Reservation Entries action.
3. The Reservation 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 Reserve
action.
2. On the Reservation page, choose Reservation Entries action.
3. On the Reservation Entries page, choose the Cancel Reservation action.
4. Confirm the subsequent message, by choosing the OK button.

To reserve a specific serial or lot number

From outbound documents for item-tracked items, such as sales orders or production component lists, you can
reserve specific serial or lot numbers. This may be relevant, for example, if you need production components from
a specific lot to ensure consistency with earlier production batches, or because a customer has requested a specific
serial number. For more information, see Work with Serial and Lot Numbers.
This is referred to as a specific reservation, because you reserve from the quantity of Item X that belongs to Lot X.
If you simply reserve from quantities of Item X, then it is a normal, non-specific, reservation. For more
information, see Design Details - Item Tracking and Reservations.
The following procedure is based on a sales order.
1. Choose the icon, enter Sales Orders, and then select the related link.
2. Create a sales order line for an item-tracked item.
3. Assign serial and lot numbers to the sales order line. For more information, see Work with Serial and Lot
Numbers.
4. On the sales order line, choose the Reserve action.
5. Choose the Yes button to reserve specific serial or lot numbers.
6. In the Item Tracking List page, select the serial and lot number combination that you have just assigned.
7. Choose the OK button to open the Reservation page showing only supply with the specified item tracking
number. If there are any non-specific reservations on any of the item tracking numbers that you have specified
for this line, you are informed of the quantity that has already been reserved.
8. Choose either the Auto Reserve or the Reserve from Current Line action to create the reservation on the
specific item tracking numbers.

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
 Work with Serial and Lot Numbers
17 minutes to read • Edit Online

You can assign serial numbers and lot 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 or 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.

About Picking Serial or Lot Numbers in the Warehouse

Outbound handling of serial or lot numbers is a frequent task in different warehouse processes.
In some processes, the inventory items do not carry serial or lot numbers, and the warehouse worker must
assign new during the outbound handling, typically from a predefined number series.
In simple processes, the inventory items already carry serial or lot numbers, for example assigned during the
put-away, and these numbers are automatically transferred through all outbound warehouse activities without
interaction by warehouse workers.
In special situations for serial- or lot-numbered inventory, specific serial or lot numbers are defined on the
source document, such as a sales order, which the warehouse worker must respect during the outbound
warehouse handling. This may be because the customer requested a specific lot during the order process. When
the inventory pick or warehouse pick document is created from an outbound source document where serial or
lot numbers are already defined, then all fields on the Item Tracking Lines page under the inventory pick are
locked for writing, except the Qty. to Handle field. In that case, the inventory pick lines specify the item tracking
numbers on individual take and place lines. The quantity is already split into unique serial or lot number
combinations because the sales order specifies the item tracking numbers to ship.

Item Tracking Availability

When you work with serial and lot numbers, Business Central calculates availability information for lot and serial
numbers and shows it in the various item tracking pages. This lets you see how much of a lot or serial number is
currently being used on other documents. This reduces errors and uncertainty caused by double allocations.
On the Item Tracking Lines page, a warning icon is shown in the Availability, Lot No. or Availability, Serial
No. field if some or all of the quantity you have selected is already being used in other documents or if the lot or
serial number is not available.
On the Lot No./Serial No.-List page, the Lot No./Serial No.-Availability page, and the Item Tracking -
Select Entries page, information is displayed about how much quantity of an item is being used. This includes
the following information.
 FIELD DESCRIPTION

Total Quantity The total number of item currently in inventory

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.

To set up item tracking codes

An item tracking code reflects the different considerations a company has regarding the use of serial and lot
numbers for items moving through the inventory.
1. Choose the icon, enter Item Tracking Codes, 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. On the Serial No. and the Lot No. FastTabs, define policies of item tracking by serial and lot numbers
respectively.

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.

FIELD DESCRIPTION

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 Entry 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.

To set up warranties for serial or lot numbers

For some items, you might want to set up specific warranties in the item tracking code. This functionality allows
you to keep track of when the warranties on specific serial or lot numbers in your inventory will run out.
1. Choose the icon, enter Item Tracking Codes, and then choose the related link.
2. Select an existing item tracking code, and then choose the Edit action.
3. On the Misc. FastTab, fill in the Warranty Date Formula field, and then select the check box as follows.

FIELD DESCRIPTION

Warranty Date Formula Specifies the last day of warranty for the item.

Man. Warranty Date Entry Reqd. Specifies that you must manually enter a warranty date
on the item tracking line.

To record serial or lot number information

If you need to link special information to a specific item tracking number, for example, for quality assurance, you
can do so in a serial or lot number information card.
1. Open a document that has serial or lot numbers assigned.
2. Open the Item Tracking Lines page for the document.
3. Choose, for example, the Serial No. Information Card action.
The Serial No. and Lot No. fields are prefilled from the item tracking line.
4. Enter a short piece of information in the Description field, for example about the condition of the item.
5. Choose the Comment action to create a separate comment record.
6. Select the Blocked check box to exclude the serial or lot number from any transactions.

To modify existing serial or lot number information

1. Choose the icon, enter Items, and then choose the related link.
2. Select an item that has an item tracking code and has serial or lot number information.
3. From the Item Card page, choose the Entries action, and then choose Ledger Entries.
4. Choose the Lot No. or Serial No. field. If information exists for the item tracking number, then the Lot No.
Information List or Serial No. Information List page opens.
5. Select a card, and then choose the Lot No./Serial No. Information Card action.
6. Modify the short description text, the comment record, or the Blocked field.
You cannot modify the serial or lot numbers or quantities. To do so, you must reclassify the item ledger entry in
question. For more information, see To reclassify lot or serial numbers.

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.

To assign a serial or lot number during an outbound transaction

There are two ways to add serial and lot numbers to outbound transactions:
Selecting from existing serial or lot numbers. This applies when item tracking numbers have already been
assigned during an inbound transaction. For more information, see To select from existing serial numbers and
lot numbers.
Assigning new serial or lot numbers during outbound transactions. This applies when item tracking numbers
are not assigned to items until they are sold and ready to be shipped.
The different rules for item tracking numbers are set up on the Item Tracking Code Card page.

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.

To select from existing serial or lot numbers

When you are working with items that require item tracking and you are creating outbound transactions, where
the items go out of inventory, you typically need to select the lot or serial numbers from those that already exist
in inventory.
The exact rules for handling item tracking numbers across your company are governed by the setup of the Item
Tracking Code table.

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 Summary
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 on transfer orders

Procedures for handling serial and lot numbers that are being transferred between different locations are similar
to those applied when items are sold and purchased.
However, the transfer order is unique in that shipment and receipt are both done from the same transfer line
and, therefore, use the same instance of the Item Tracking Lines page. This means that item tracking numbers
shipped from one location must be received unchanged at the other location.
The exact rules for handling item tracking numbers across your company are governed by the setup of the Item
Tracking Code table.
1. Choose the icon, enter Transfer Orders, and then choose the related link.
2. Open the transfer order you want to process. On the Lines FastTab, choose choose the Line action,
choose the Item Tracking Lines action, and then choose the Shipment action.
3. On the Item Tracking Lines page, assign or select serial or lot numbers as for any other outbound item
transaction.
When handling serial and lot numbers for transfer items, the items typically have numbers already
assigned to them. Therefore, the process typically consists of selecting from existing serial or lot numbers.
4. Post the transfer order, first ship and then receive, to record that the items are transferred carrying their
item tracking entries.
During the transfer, the Item Tracking Lines page remains locked for writing.

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.

To reclassify serial or lot numbers

Reclassifying item tracking for an item means changing a lot or serial number to a new lot or serial number or
changing the expiration date to a new expiration date. If you are working with lots, you can also merge multiple
lots into one. You perform these tasks using the item reclassification journal.
1. Choose the icon, enter Item Reclass. Journal, and then choose the related link.
2. Fill in the line with the relevant information. For more information, see Count Inventory Using Documents
or Count, Adjust, and Reclassify Inventory Using Journals.
3. Choose the Item Tracking Lines action.
4. In the Serial No. or Lot No. field, select the current serial or lot number.
5. If you want to enter a new item tracking number, enter it in the New Serial No. or New Lot No. field. If
you want, you can merge one or more lots to one new or existing lot.

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
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.

To set up an item cross reference to a vendor's item description

1. Choose the icon, enter Items, and then choose the related link.
2. Open the card for an item for which you want to create a cross reference to the item description that the
vendor uses for that item.
3. Choose the Cross References action.
4. On a new line on the Item Cross-Reference Entries page, fill in the fields as necessary. Hover over a field to
read a short description..

To enter a vendor's item description on a purchase order

1. Choose the icon, enter Purchase Orders, and then choose the related link.
2. Create a purchase order for the vendor that you set up an item cross reference for in the previous procedure.
3. Create a purchase line for the item that you set up an item cross reference for in the previous procedure.
4. In the Cross-Reference No. field, select the item cross reference that you have created, and then choose the
OK button.
The Description field on the line is overwritten with the vendor's item description, as set up on the item cross-
reference entry.

See Also
Register New Items
Inventory
Working with Business Central
 Trace Item-Tracked Items
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 Navigate 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 Navigate 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 Navigate page
to finish a complete trace scenario. For more information, see Walkthrough: Tracing Serial-Lot Numbers.

To trace item-tracked items

1. Choose the icon, enter Item Tracing, and then choose the related link.
2. In the filter fields at the top of the page, enter the specific item numbers or a filter on the item numbers that
you would like to trace.
3. In the Show Components field, select whether you would like to also see where the components for the
items came from. Your options in this field are as follows.

FIELD DESCRIPTION

No Select this option if you do not want to see any

components.

Item-tracked Only Select this option if you want to see only components that
have lot or serial numbers.

All Select this option if you want to see all components.

4. In the Trace Method field, select the method you would like to use for tracing the item. The options are as
follows

FIELD DESCRIPTION

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.
 FIELD DESCRIPTION

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.

5. Choose the Trace action to run the trace.

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.

To find item-tracked items with Navigate

1. Choose the icon, enter Navigate, and then select the related link.
2. On the Item Tracking FastTab, in the Serial No. and Lot No. fields, enter the item tracking numbers that you
want to trace.
3. Choose the Find action to find all instances of the serial or lot number in the database.

See Also
Inventory
Design Details: Item Tracking Design Details - Item Tracking and Reservations
Reserve Items
Working with Business Central Walkthrough: Tracing Serial-Lot Numbers
 Block Items from Sales or Purchasing
2 minutes to read • Edit Online

You can block an item from being entered on sales or purchase lines, and you can block it from being posted in any
transaction.
The following table illustrates what occurs when items are blocked.

OPTION DESCRIPTION

Sales Blocked You cannot enter the item in a sales document or in a sales
item journal.

Purchasing Blocked You cannot enter the item in a purchase document, in a

purchase item journal, or in purchase planning processes.

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 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.

To block an item from being entered on sales lines

1. Choose the icon, enter Items, and then choose the related link.
2. Select the item that you want to block, and then select the Sales Blocked check box.
If you try to enter the item on a sales document or journal line, you will now get an error message that the item is
blocked.

To block an item from being entered on purchase lines

1. Choose the icon, enter Items, and then choose the related link.
2. Select the item that you want to block, and then select the Purchasing Blocked check box.
If you try to enter the item on a purchase document or journal line, you will now get an error message that the
item is blocked.

To block an item from being posted

1. Choose the icon, enter Items, and then choose the related link.
2. Select the item that you want to block, and then select the Blocked check box.
If you try to post any type of transaction for the item, you will now get an error message that the item is blocked.
See Also
Register New Items
Inventory
 Work with Responsibility Centers
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.
Responsibility centers extends the multiple locations functionality by providing users 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.

To set up a responsibility center

1. Choose the icon, enter Responsibility Centers, 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.
If you are using responsibility centers to administer your company, it can be useful to have a default
responsibility center for your company.
4. Choose the icon, enter Company Information, and then choose the related link.
5. In the Responsibility Center field, enter a responsibility center code.
This code will be used on all purchase, sales, or service documents, if the user, customer, or vendor has no default
responsibility center. On any sales, purchase, or service document, you can enter another responsibility center
than the default.

NOTE
When you enter a responsibility center code on a document, it affects the address, dimensions, and prices on the document.

To assign responsibility centers to users

You can set up users so that in their daily routines application retrieves only the documents relevant for their
particular work areas. Users are usually associated with one responsibility center and work only with documents
related to specific application areas at that particular center.
To set this up, you assign responsibility centers to users in three functional areas: Purchases, Sales, and Service
Management.
1. Choose the icon, enter User Setup, and then choose the related link.
2. On the User Setup page, select the user you want to assign a responsibility center to. If the user not is on the
list, you must enter a user ID in the User ID field.
3. In the Sales Resp. Ctr. Filter field, enter the responsibility center where the user will have tasks related to
sales.
4. In the Purchase Resp. Ctr. Filter field, enter the responsibility center where the user will have tasks related to
purchasing.
5. In the Service Resp. Ctr. Filter field, enter the responsibility center where the user will have tasks related to
service management.

NOTE
Users will still be able to view all posted documents and ledger entries, not just those related to their own responsibility
center.

See Also
Setting Up Inventory
Setting Up Warehouse Management InventoryWarehouse Management
Warehouse Management
Design Details: Warehouse Management
Working with Business Central
 Project Management
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, Record Usage for Jobs
which 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.

Get started with projects

Project management is complicated enough in itself, and learning how to create jobs and managing work in
process in a new tool can be another complication. To help you get started with project management in
Business Central, you can see a video about creating jobs on the Business Central YouTube channel.

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

Start a free trial!

 Create Jobs
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.

To create a job card

You create a job card and then create job task lines and job planning lines for it.
1. Choose the icon, enter Jobs, 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. To specify the job with information on other jobs, choose the Copy Job action, fill in the fields as necessary,
and then choose the OK button.

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 Timesheets.

To create tasks for a job

A key part of creating a job is to specify the various tasks involved in the job. You do this by adding new lines on
the Tasks FastTab on the Job Card page, one task per line. Every job must have at least one task.
1. Choose the icon, enter Jobs, and then choose the related link.
2. Open the job card for a relevant job.
3. On the Tasks FastTab, fill in the fields as necessary on a new line.
4. To indent tasks and create a hierarchy, Choose the Tasks action, the then choose Indent Job Tasks action.
5. Repeat steps 3 and 4 for all the tasks that you need for the job.
6. To specify the job tasks with information on other job tasks, choose the Copy Job Tasks from action, fill in the
 fields as necessary, and then choose the OK button.

To create planning lines for a job

You can refine your new job tasks on job planning lines. A planning line can be used to capture any information
that you want to track for a job. You can use planning lines to add information such as what resources are
required or to capture what items are needed to perform the job. For example, if you have a task to obtain
customer approval of a job, you can associate that task with planning lines for items such as meeting with the
customer and assigning a resource.
A job planning line can have one of the following types.

TYPE DESCRIPTION

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.

Billable Provides estimated invoicing to the customer, typically in a

fixed price project.

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
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.
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.

To assign resources to jobs

You assign resources to jobs by creating job planning lines for the job. For more information, see Create Jobs.

To record resource usage for a job

1. Choose the icon, enter Job Journals, and then choose the related link.
2. Open a relevant job journal batch, and then fill in the fields as necessary. Hover over a field to read a short
description.
3. When the journal is complete, choose the Post action.

To adjust resource prices

If you want to change costs or prices for a large number of resources, you can use a batch job.
1. Choose the icon, enter Adjust Resource Costs/Prices, and then choose the related link.
2. Fill in the fields on a line as necessary, and then choose the OK button.

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.

To get resource price change suggestions based on existing alternate

prices
If you have already set up alternate resource price for some resources, you can use a batch job to set up multiple
alternate resource prices.
1. Choose the icon, enter Resource Price Changes, and then choose the related link.
2. Choose the Suggest Res. Price Chg. (Price) action, and then fill in the fields as necessary.
3. Choose the OK button.
4. When the batch job is finished, the Resource Price Changes page shows the results of the batch job.

To get resource price change suggestions based on standard prices

If you want to set up multiple alternate resource prices based on the standard prices on the resource cards, you can
use a batch job.
1. Choose the icon, enter Resource Price Changes, and then choose the related link.
2. Choose the Suggest Res. Price Chg. (Res.) action, and then fill in the fields as necessary.
3. Choose the OK button.
4. When the batch job is finished, open the Resource Price Changes page to see the results of the batch job.

To get resource price change suggestions based on alternate prices

If you have already set up alternate resource price for some resources, you can use a batch job to set up multiple
alternate resource prices.
1. Choose the icon, enter Suggest Res. Price Chg. (Price), and then choose the related link.
2. Fill in the fields as necessary.
3. Choose the OK button.
4. When the batch job is finished, open the Resource Price Changes page to see the results of the batch job.

See Also
Project Management
Finance
Purchasing
Sales
Working with Business Central
 Use Time Sheets for Jobs
7 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.

To create a time sheet

You can use the Create Time Sheets batch job to set up time sheets for a specified number of time periods or
weeks. Then, the time sheet owner can open it and record time that has been spent on a task.
1. Choose the icon, enter Time Sheets, and then choose the related link.
2. On the Time Sheet List page, choose the Create Time Sheets action.
3. Fill in the fields as necessary. Hover over a field to read a short description.

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.

1. Choose the OK button.

You can view the time sheets that you have created on the Time Sheet list page.

To copy job planning lines to a time sheet

The following procedure describes how to quickly add job planning lines to a time sheet.
1. Choose the icon, enter Time Sheets, and then choose the related link.
2. On the Time Sheet List page, select a time sheet for the relevant time period, and then choose the Edit Time
Sheet action.
3. Choose the Create lines from job planning action. Any job planning lines in the time sheet time period are
copied to the time sheet for the person or machine in the Resource No. field on the time sheet.

To define work types and add one to a time sheet

You can define the work type for all time sheet lines for jobs. In this way, you can add information that you need to
bill the customer for different types of work.
1. Choose the icon, enter Time Sheets, and then choose the related link.
2. Open the relevant time sheet.
3. Choose the Description field.
4. On the Time Sheet Line Job Detail page, choose the Work Type Code field, and select a work type from the
 list, such as Miles.
5. If no work types exist, chose the New action.
6. On the Work Types page, fill in the fields as necessary.
7. Repeat step 4 to assign the new work type to the time sheet.

To reuse time sheet lines in other time sheets

If your time sheet information remains the same from time period to time period, you can save time by copying
the lines from the previous time period. Then, you just enter your time usage for the new period.
1. Choose the icon, enter Time Sheets, and then choose the related link.
2. Open the time sheet for a period later than the period for an existing time sheet with lines.
3. Choose the Copy Lines from Previous Time Sheet action.
The lines are copied, including details such as type and description. For example, if the line is related to a job, the
Job No. is copied. All copied lines have the status Open. You can now modify the lines as needed.

To fill in a time sheet lines and submit for approval

Time sheet registration is tracked in hours, the standard base unit of measure for resources. By default, a time
sheet shows the common work days of Monday through Friday.
1. Choose the icon, enter Time Sheets, and then choose the related link.
2. Select a time sheet for the relevant time period, and then choose the Edit Time Sheet action.
3. Fill in the fields on a line as necessary. Enter the number of hours used by the resource on each day of the
week.

TIP
You can review the sum of time sheet hours that you have entered in the Actual/Budgeted Summary 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.

7. Choose the OK button.

To approve or reject a time sheet

A time sheet must be submitted for approval before it can be used. You can approve and reject individual lines on
a time sheet or send them back to the submitter for additional action. A time sheet can be approved in two ways:
A time sheet administrator can approve any time sheet.
The person who is specified in the Time Sheet Approver User ID field on a resource card can approve that
resource's time sheets. For more information, see Set Up Time Sheets.
1. Choose the icon, enter Manager Time Sheets, and then choose the related link.
2. Select a time sheet from the list.
3. On the Time Sheet page, choose the Approve action, and then choose the All submitted lines action to
approve all lines or the Selected lines only action to approve only the lines that are selected on the Time
Sheet page.
4. Choose the OK button.
5. Alternatively, choose the Reject action and follow steps 4 through 5.

TIP
Use the Time Sheet Status and Actual/Budgeted Summary 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.

To reopen a time sheet

1. Choose the icon, enter Manager Time Sheets or Time Sheets, and then choose the related link.
2. Open a time sheet from the list.

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.

To post time sheet lines in a resource journal

After you have approved time sheet entries for a resource, you can post them to the relevant resource journal.
1. Choose the icon, enter Resource Journal, and then choose the related link.
2. Choose the Suggest Lines from Time Sheets action.
3. Fill in the fields as necessary.
4. Choose the OK button. Entries for usage are created in the resource journal, where you can modify the
information as needed.
5. Choose the Post action.
6. To verify the posting, choose the Ledger Entries action. The Resource Ledger Entries page opens showing
the result of posting the resource journal.
To post time sheet lines in a job journal
After you have approved time sheet entries for a job, you can post them to the relevant job journal.
1. Choose the icon, enter Job Journal, and then choose the related link.
2. Choose the Suggest Lines from Time Sheets action.
3. Fill in the fields as necessary.
4. Choose the OK button. Entries for usage are created in the job journal, where you can modify the
information as needed.

NOTE
Information about work type and whether the work is chargeable is copied from the time sheet line. If needed, you
can reduce the quantity of hours and do a partial posting. If you reduce the quantity, then the next time that you
choose the Suggest Lines From Time Sheets action, the line that is created will contain the remaining quantity of
hours.

5. Choose the Post action.

6. To verify the posting, choose the Ledger Entries action. The Job Ledger Entries page opens showing the
result of posting the resource journal.

To archive time sheets

After you have posted time sheets, you can archive them for future reference. All time sheets lines must be posted
before a time sheet can be archived.

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
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.

To estimate the budgeted costs for a job

When a customer wants to know the price of a job that will be invoiced based on usage, you must have to
determine the budgeted costs for the job. You use the Job Task Lines page to do this.
1. Choose the icon, enter Jobs, and then choose the related link.
2. Open a relevant job.
3. Select a task line of type Posting, and then choose the Job Planning Lines action.
4. On a new line, fill in the fields as necessary. Hover over a field to read a short description.
For the Line Type field, refer to the following information.

LINE TYPE DESCRIPTION

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.

Budget The customer is not charged for usage. Usage is not

transferred to an invoice, but will still be used in the
calculation of WIP.

Billable The customer is charged for usage. Usage is transferred to the

invoice, based on the quantity specified in the Qty. to Transfer
to Invoice field.

NOTE
The Planned Delivery 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 Start Date and End Date fields respectively contain the value of the
Planned Delivery 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 Usage for Jobs
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 by Default 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. By comparing the quantity that has been transferred
to the journal or invoice with the remaining quantity, you can quickly review usage information.
The following procedures describe how to record actual (billable) or budgeted job prices and costs. For
information about estimating budgeted values during planning, see Manage Job Budgets.

To record usage for a job planning line of type Budget

1. Choose the icon, enter Jobs, and then choose the related link.
2. Select the relevant job, and then choose the Job Planning Lines action.
3. Select a job planning line of type Budget or Both Budget and Billable for which you want to record
usage.
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.
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.

To record usage for a job planning line of type Billable

In the next task, you also record usage, but for a job planning line of type Billable. Typically, in this case, you
invoice your usage, but you can also transfer it to a journal. However, when you do that, a job planning line of
type Budget is created to match the billable line. For more information, see Manage Job Budgets.
1. Choose the icon, enter Jobs, and then choose the related link.
2. Select the relevant job, and then choose the Job Planning Lines action.
 3. Select a job planning line of type Billable for which you want to record usage.
4. In the Qty. To Transfer to Invoice field, enter the number that you want to transfer. The default quantity is
the value that you enter in the Quantity field.
The Quantity to Invoice field shows the quantity that remains to complete the job and be invoiced.
5. Choose the Create Sales Invoice action.
6. On the Job Transfer to Sales Invoice page, fill in the fields as necessary, and then choose the OK button.
7. On the Job Planning Lines page, select the relevant line, and then choose the Post action.
8. Review the recorded usage by observing the Quantity, Quantity to Invoice, Qty. To Transfer to
Invoice fields, and, if the sales invoice is posted, the Qty. Invoiced fields.
9. Repeat steps 3 through 8 to record additional usage.
10. To review a related posted sales invoice, choose the Sales Invoices/Credit Memos action.
11. On the Job Invoices page, select the relevant invoice, and then choose the Open Sales Invoice/Credit
Memo action.

To create job journal lines from job planning lines

When you are ready to post financial information for jobs, you must create job journal lines that you can post.
1. Choose the icon, enter Jobs, and then choose the related link.
2. Select a relevant open job, and then choose the Job Planning Lines action.
3. On the Job Planning Lines page, on a relevant job planning line, in the Qty. to Transfer to Journal field,
enter the quantity that you want to transfer to a job journal.
4. Choose the Create Job Journal Lines action.
5. On the Job Transfer Job Planning Line page, fill in the fields as necessary.
6. Choose the OK button. Job journal lines are created.
7. To verify the transfer, open the relevant job journal batch and check the entries.
8. When the job journal lines are complete, choose the Post action.

To create job journal lines manually

1. Choose the icon, enter Job Journals, and then choose the related link.
2. In the Batch Name field, choose a relevant job journal batch.
3. On a new line, enter document number, job number, job task number, type, and the quantity of the type being
consumed.
4. When the job journal lines are complete, choose the Post action.

To review planning lines for a job ledger entry

After you have posted job journal lines, you can see the planning lines that are associated with the job journal
entries that have been posted.

NOTE
This requires that the Apply Usage Link by Default check box has been selected for the job, or is the default setting for all
jobs in your organization. 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
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 Record Usage for Jobs.

To purchase items or services for a job

The following procedure shows how to use a purchase invoice to purchase products for a job. The same steps
apply when using a purchase order.
1. Choose the icon, enter Purchase Invoices, and then choose the related link.
2. Choose the New action and fill in the fields as necessary. For more information, see Record Purchases.
3. In the Job No. and Job Task No. fields, select the information of the job that you want to purchase items
or services for. Use the Choose Columns function if the field is not visible. For more information, see
Personalize Your Workspace.
The value that you select in the Job Line Type field defines whether a planning line is created when you
post the usage of the item. If the field contains Billable, then job planning lines that are ready to be
invoiced to the customer are created. For more information, see Invoice Jobs.
4. Choose the Post action.

To view the value of purchases for a job

1. Choose the icon, enter Jobs, and then choose the related link.
2. Open a relevant job card.
On the Tasks FastTab, the Outstanding Orders field shows the total outstanding amount, in local currency,
of inventory items and services on purchase documents for the job task line.
The Amt. Rec. Not Invoiced field shows the value of items delivered on purchase documents, but not yet
invoiced.
3. Choose either of the fields to open the Purchase Lines page where you can review information about the
related purchase document lines, including which items or services have been received.

To post a job-related expense

If you incur extraordinary or one-time job expenses, you can use the Job G/L Journal page to post them directly
to the relevant job account.
1. Choose the icon, enter Job G/L Journals, and then choose the related link.
2. Create a new line and enter information about the expense, including information in the Job No. and Job Task
No fields.
3. When the journal is complete, choose the Post action.
See Also
Project Management
Finance
Purchasing
Sales
Working with Business Central
 Understanding WIP Methods
2 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.
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.

WIP METHOD CALCULATION FORMULA CALCULATION DESCRIPTION

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 Completion proportion of the estimated total costs
- Invoiced %) x Estimated Total Costs based on the invoiced percentage.

Percentage of Completion = Usage This calculation requires that the billable

Total Costs / Budget Total Costs total price, budget total price, and
Invoiced % = Billable Invoiced Price budget total costs be correctly entered
for the whole job.
Billable Total Price Recognized Costs =
Usage Total Costs - WIP

Cost of Sales Recognized Revenue = Billable Invoiced Cost of sales calculations begin by
Price calculating the recognized costs. Costs
are recognized proportionally based on
Recognized Costs = Budget Total Cost x budget total costs.
Invoiced Percentage
This calculation requires that the billable
Invoiced % = Billable Invoiced Price / total price and budget total costs be
Billable Total Price correctly entered for the whole job.

(Invoiced % exists as column on job

task lines)

WIP Costs = Usage Total Costs –

Recognized Costs

Sales Value Recognized Costs = Usage Total Costs Sales value calculations recognize
revenue proportionally based on usage
Recognized Revenue = Usage Total total costs and the expected cost
Price x Expected invoicing ratio recovery ratio.

Cost Recovery % = Billable Total Price / This calculation requires that the billable
Budget Total Price total price and budget total price be
correctly entered for the whole job.
WIP Sales = Recognized Sales - Billable
Invoiced Price
 WIP METHOD CALCULATION FORMULA CALCULATION DESCRIPTION

Percentage of Completion Recognized Costs = Usage Total Costs Percentage of completion calculations
recognize revenue proportionally based
Recognized Revenue = Billable Total on the percentage of completion, that
Price x Percentage of Completion is, usage total costs vs. budget costs.

Percentage of Completion = Usage This calculation requires that the billable

Total Costs / Budget Total Costs total price and budget total costs be
(Referred to as "Cost Completion %" on correctly entered for the whole job.
job task lines)

WIP Sales = Recognized Sales - Billable

Invoiced Price

Completed Contract WIP Amount = WIP Cost Amount = Completed contract does not recognize
Usage (Total Cost) revenue and costs until the job is
complete. You may want to do this
WIP Sales Amount = Billable (Invoiced when there is high uncertainty around
Price) the estimates of costs and revenue for
the job.

All usage is posted to the WIP Costs

account (asset) and all invoiced sales
are posted to the WIP Invoiced Sales
account (liability) until the job is
complete.

See Also
Project Management
Finance
Purchasing
Sales
Working with Business Central
 Monitor Job Progress and Performance
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.

To create a job WIP method

You can create a job WIP method that reflects the needs of your organization. After you have created it, you can
set it as the default job WIP calculation method that will be used in your organization.

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 define a WIP method for a job

When you create a new job, you must specify which job WIP method that applies. In some cases, which Job WIP
method that you can use has been set up for you as a default.
1. Choose the icon, enter Jobs, and then choose the related link.
2. Choose the New action. For more information, see Create Jobs.
3. On the Job Card page, in the WIP Method field, select a WIP method from the list. If a default method has
been defined, you can select another option if needed.

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.

To view job usage estimates and post updates

You can view job usage up to the completion of a project in one step. To do so, you use the Job Calc. Remaining
Usage batch job for all the tasks up to and including the end of a job.
This lets you track and compare your original estimates against actual results and make modifications or new
entries as needed. For example, you may have estimated that a job required 10 hours, and to date, it has taken 15
hours. You can add the extra five hours to the existing journal line or create a new journal line to report these five
hours as overtime, which is another work type. The appropriate cost and price are calculated, and you can then
post to the journal.

NOTE
Item entries create item ledger entries and reduce the inventory quantity. The Post Inventory 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.

To view job ledger entries

All job-related entries are recorded in job registers and are numbered sequentially, starting with 1. From the job
register, you can get an overview of all job ledger entries.
1. Choose the icon, enter Job Registers, and then choose the related link.
2. Select a relevant register, and then choose Job Ledger action.
On the Job Ledger Entries page you can review the entries that are associated with any job.

See Also
Managing Projects Managing Inventory Costs
Finance
Purchasing
Sales
Working with Business Central
 Invoice Jobs
3 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.
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.

To create and post a job sales invoice

You can create an invoice for a job or for one or more job tasks for a customer when either the work to be invoiced
is complete or the date for invoicing based on an invoicing schedule has been reached.
From the Jobs page, you can invoice a customer by selecting the job, and then choosing the Create Job Sales
Invoice action. The following procedure shows how to use a batch job to invoice multiple jobs.
1. Choose the icon, enter Job Create Sales Invoice, and then choose the related link.
2. Fill in the fields as necessary. Hover over a field to read a short description.
3. Set filters if you want to limit the jobs that the batch job will process.
4. Choose the OK button to create the invoices.

To create multiple job sales invoices 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.
On the job planning line, in the Qty. Transferred to Invoice field, you can see the quantity.
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.

To calculate and post job completion entries

When you have completed all activities for a job, including usage posting and invoicing, you must update the job
to have a Status of Completed. Then, you must reverse any WIP that has been posted to the general ledger.
1. Choose the icon, enter Jobs, and then choose the related link.
2. Select an open job, and then choose the Edit action.
3. In the Status field, select Completed.
4. Follow the assistance steps to calculate and post WIP. Alternatively, follows steps 5 and 6 to do so
manually.
5. Choose the Calculate WIP action.
6. On the Job Calculate WIP page, fill in the fields as necessary.
The job WIP entries created by running the batch job will have the Job Complete check box selected to
show that they are completion entries.
7. Choose the Job Post WIP to G/L action.
8. On the Job Post WIP to G/L page, fill in the fields as necessary.
The job WIP general ledger entries created by running the batch job will have the Job Complete check box
selected to show they are completion entries.

See Also
Managing Projects
Finance
Purchasing
Sales
Working with Business Central
 Fixed Assets
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.

Update insurance information, post acquisition costs to Insure Fixed Assets

insurance policies, modify insurance coverage, view
insurance statistics, and list insurance policies.
 TO SEE

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.

See Also
Setting Up Fixed Assets
Change Which Features are Displayed
Finance
Getting Started
Working with Business Central

Start a free trial!

 Acquire Fixed Assets
5 minutes to read • Edit Online

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.

To create a fixed asset and acquire it automatically

The following procedure describes how to create a fixed asset and then acquire it by using the Assisted Fixed
Asset Acquisition page to create and post the required fixed asset G/L journal lines. You can also create and post
the journal lines manually. For more information, see To post a fixed asset acquisition manually with the fixed asset
G/L journal.
1. Choose the icon, enter Fixed Assets, and then choose the related link.
2. Choose the New action, and then fill in the fields on the General FastTab as necessary. Hover over a field
to read a short description.
3. On the Depreciation Book FastTab, fill in the fields as necessary. This step assigns a depreciation book to
the fixed asset.
4. If you need to assign more than one depreciation book to the fixed asset, choose the Add More
Depreciation Books action. For more information, see To assign a depreciation book to a fixed asset.
When all fields required to acquire a fixed asset are filled in, the You are ready to acquire the fixed asset.
Acquire notification appears at the top of the page.
5. Choose the Acquire action in the notification.
6. Follow the steps on the Assisted Fixed Asset Acquisition page to complete the automatic acquisition of
the fixed asset.

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.

To cancel an acquisition cost posting for one fixed asset

If you make an error when posting an acquisition cost, you can remove the entry with the Cancel FA Entries
batch job and then post the correct acquisition entry. The erroneous entries are transferred to the FA Error
Ledger Entries page.
For example, if you post an acquisition with the wrong date, you must correct it as soon as possible because the
fixed asset posting date is used is many critical calculations.
 IMPORTANT
You cannot use the Reverse Transactions function for fixed asset entries.

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.

To post the salvage value together with the acquisition cost

You can post the salvage value together with the acquisition cost from a fixed asset journal.
1. Choose the icon, enter FA Journals, and then choose the related link.
2. On the Fixed Asset Journals page, create the acquisition line. For more information, see To post a fixed asset
acquisition manually with the fixed asset G/L journal.
3. In the Salvage Value field on the journal line, enter the salvage value amount as a credit (with a minus sign).
4. Choose the Post action.

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 Started
Working with Business Central
 Maintain Fixed Assets
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.

To record maintenance work on a fixed asset

Every time maintenance has been performed, such as a service visit, you can record it for the relevant fixed asset
on the Maintenance Registrations page.
1. Choose the icon, enter Fixed Assets, and then choose the related link.
2. Select the fixed asset that you want to record maintenance for, and then choose the Maintenance
Registration action.
3. On the Maintenance Registration page, fill in the fields as necessary. Hover over a field to read a short
description.

To post maintenance costs from a fixed asset G/L journal

1. Choose the icon, enter Depreciation Book List, and then choose the related link.
2. Select the depreciation book that is assigned to the fixed asset, and then choose the Edit action.
3. On the Depreciation Book Card page, make sure the Maintenance check box is not selected. This
ensures that maintenance costs are not posted to the general ledger.
4. Choose the icon, enter FA G/L Journals, and then choose the related link.
5. Create an initial journal line and fill in the fields as necessary.
6. In the FA Posting Type field, select Maintenance.
7. Choose the Insert FA Bal. Account action. A second journal line is created for the balancing account that is
set up for maintenance posting.

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.

8. Choose the Post action.

To follow up on fixed assets service visits
You can print the Maintenance - Next Service report to see which assets you have scheduled a service visit for.
You can also use this report when you are updating the Next Service Date field on fixed asset cards.
1. Choose the icon, enter Maintenance Next Service, and then choose the related link.
2. Fill in the Starting Date and Ending Date fields.
3. Choose the Print or Preview button.

To monitor maintenance costs

You can view the maintenance costs when you look at the statistics of a fixed asset.
1. Choose the icon, enter Fixed Assets, and then choose the related link.
2. Select the fixed asset you want to view maintenance costs for, and then choose the Depreciation Books action.
3. On the FA Depreciation Books page, select the relevant fixed asset depreciation book, and then choose the
Statistics action.
4. On the Fixed Asset Statistics page, choose the Maintenance field.
The Maintenance Ledger Entries page opens showing the entries that make up the amount in the
Maintenance field.

To view or print maintenance costs for multiple fixed assets

In the Maintenance - Analysis report, you can select to see maintenance based on one, two, or three
maintenance codes for a specified date or period. You can see the total of all selected assets or a total for each
asset.
1. Choose the icon, enter Maintenance Analysis, and then choose the related link.
2. Fill in the fields as necessary.
3. Choose the Print or Preview button.

To view maintenance ledger entries

You can also study maintenance costs by viewing the maintenance ledger entries.
1. Choose the icon, enter Fixed Assets, and then choose the related link.
2. Select the fixed asset that you want to view ledger entries for, and then choose the Depreciation Books action.
3. On the FA Depreciation Books page, select the relevant fixed asset depreciation book, and then choose the
Maintenance Ledger Entries action.

To view or print maintenance ledger entries for multiple fixed assets

In the Maintenance - Details report, you can view or print maintenance ledger entries for one or many fixed
assets.
1. Choose the icon, enter Maintenance Details, and then choose the related link.
2. Fill in the fields as necessary.
3. Choose the Print or Preview button.

See Also
Fixed Assets
Setting Up Fixed Assets
Finance
Getting Started
Working with Business Central
 Insure Fixed Assets
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.

To create or modify an insurance card

An insurance policy for a fixed asset must be represented by an insurance card.
When you receive information about changes in the coverage amount, you must enter the new information on the
Insurance Card page to ensure that you analyze insurance policy coverage correctly.
1. Choose the icon, enter Insurance, and then choose the related link.
2. Choose the New action to create a new card for an insurance policy. Hover over a field to read a short
description.
3. Alternatively, select the insurance policy that you want to change, and then choose the Edit action.

To assign a fixed asset to an insurance policy by posting from the

insurance journal
You assign a fixed asset to an insurance policy by posting to the insurance coverage ledger.
The following procedure explains how to create an insurance journal line manually. If the Automatic Insurance
Posting check box is selected on the FA Setup page, then insurance journal lines are automatically created when
you post acquisition costs. In that case, all you have to do is to post the journal.
1. Choose the icon, enter Insurance Journals, and then choose the related link.
2. Open the relevant journal, and fill in the journal lines as necessary.
3. To assign multiple fixed assets to one insurance policy, create journal lines with the same value in the
Insurance No. field and different values in the FA No. field.
4. Choose the Post action.

NOTE
The entries from an insurance journal are only posted to the insurance coverage ledger.

To update the insurance value of a fixed asset

You can use the Index Insurance batch job to update the value of the fixed assets that are covered.
1. Choose the icon, enter Index Insurance, and then choose the related link.
2. Fill in the fields as necessary.

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.

3. Choose the OK button.

The batch job calculates the new amount as a percentage of the total value insured, as stated on the
Insurance Statistics page, and then creates a line in the insurance journal.
4. Choose the icon, enter Insurance Journals, and then choose the related link.
5. Open the relevant insurance journal, review the created values, and then post them to the insurance
coverage ledger.

To monitor insurance coverage

Business Central provides dedicated reports and statistics pages for use in analyzing insurance policies and
whether your fixed assets are over- or under-insured.
Overview of Insurance Policies
To get an overview of your insurance policies, preview or print the Insurance - List report. The report shows all
the policies and the most important fields from the insurance cards.
Insurance Coverage
To see which insurance policies cover each asset and by which amount, you can preview or print the Insurance -
Tot. Value Insured report.
Over/Under Coverage
You can check if fixed assets are over- or under-insured in the following ways:
The Insurance Statistics page. A positive amount in the Over/Under Insured field means that the fixed asset
is over-insured. A negative amount means that it is underinsured.
The Fixed Asset Statistics page. Choose the Total Value Insured field to view the Ins. Coverage Ledger
Entries page.
The Over/Under Coverage report.
The Insurance Analysis report.
Uninsured Fixed Assets
To check if you have forgotten to assign a fixed asset to an insurance policy, you can print or preview the
Insurance - Uninsured FAs report. This report displays fixed assets for which amounts have not been posted to
the insurance coverage ledger.

To view insurance coverage ledger entries

You can view the entries that you have made in the insurance coverage ledger.
1. Choose the icon, enter Insurance, and then choose the related link.
2. Select the relevant insurance policy, and then choose the Coverage Ledger Entries action.

To view the total insurance value of fixed assets

A dedicated matrix page shows the insurance values that are registered for each insurance policy for each fixed
asset as a result of insurance-related amounts that you have posted.
1. Choose the icon, enter Insurance, and then choose the related link.
2. Select the relevant insurance policy, and then choose the Total Value Insures per FA action.
3. Fill in the fields as necessary.
4. Choose the Show Matrix action.
5. To see the underlying insurance coverage ledger entries, choose a value in the matrix.

To correct insurance coverage entries

If a fixed asset has been attached to the wrong insurance policy, you can correct it by creating two reclassification
entries from the insurance journal.
1. Choose the icon, enter Insurance Journals, and then choose the related link.
2. Create one journal line for the fixed asset and the correct insurance policy where the value in the Amount field
is positive.
3. Create another journal line for the fixed asset and the incorrect insurance policy where the value in the
Amount field is negative.
4. Choose the Post action.
The fixed asset will be detached from the incorrect insurance policy, on the second line, and attached to the correct
insurance policy, on the first line.

See Also
Fixed Assets
Setting Up Fixed Assets
Finance
Working with Business Central
 Transfer, Split, or Combine Fixed Assets
3 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.

To transfer a fixed asset to a different department

You may need to transfer a fixed asset to a different department when, for example, you place an asset in the
production department while it is under construction and then move it to the administration department when it is
finished.
1. Set up a new fixed asset. Enter the new department in the Department Code field.
2. Assign a fixed asset depreciation book to the new fixed asset. For more information, see Acquire Fixed
Assets.
3. Choose the icon, enter FA Reclass. Journals, and then choose the related link.
4. Create a reclassification journal where the FA No. field contains the original fixed asset, and the New FA
No. field contains the new fixed asset to be moved.
5. Choose the Reclassify action.
Two lines are now created in the fixed asset G/L journal using the template and batch that you have
specified on the FA Journal Setup page for the specified depreciation book. For more information, see Set
Up Fixed Asset Depreciation.
6. Choose the icon, enter FA G/L Journals, and then choose the related link.
7. On the Fixed Asset G/L Journal page, choose the Post action to post the reclassification that you
performed in steps 4 and 5.
If you have posted an acquisition cost for one asset, you can use the fixed asset reclassification journal to split the
acquisition cost among several assets.

To split a fixed asset into three fixed assets

You can split one fixed asset into multiple fixed assets, for example when you need to distribute a fixed asset onto
three different departments. In that case, you can move, for example, 25 percent of the acquisition cost and
depreciation for the original fixed asset to the second fixed asset and 45 percent to the third asset. The remaining
30 percent will remain on the original fixed asset.
1. Set up two new fixed assets. Enter the new department in the Department Code field.
2. Assign fixed asset depreciation books to the new fixed assets. For more information, see Acquire Fixed
Assets.
3. Choose the icon, enter FA Reclass. Journals, and then choose the related link.
4. Create two reclassification journal lines, one for each new fixed asset.
5. On the first line, enter the second fixed asset in the New FA No. field and 25 in the Reclassify Acq. Cost %
field.
 6. On the second line, enter the third fixed asset in the New FA No. field and 40 in the Reclassify Acq. Cost
% field.
7. On both lines, select the Reclassify Acquisition Cost and Reclassify Depreciation check boxes.
8. Choose the Reclassify action.
Two lines are now created in the fixed asset G/L journal using the template and batch that you have
specified on the FA Journal Setup page for the specified depreciation book. For more information, see Set
Up Fixed Asset Depreciation.
9. Choose the icon, enter FA G/L Journals, and then choose the related link.
10. On the Fixed Asset G/L Journal page, choose the Post action to post the reclassification that you
performed in steps 4 through 8.

To combine two fixed assets into one

You can combine multiple fixed assets into one fixed asset, for example when you move distributed fixed assets
into one department. If you have posted acquisition costs and depreciation for the fixed asset to be moved, those
values will be combined in the single fixed asset.
1. Choose the icon, enter FA Reclass. Journals, and then choose the related link.
2. Create a reclassification journal where the FA No. field contains the fixed asset to be moved/combined, and
the New FA No. field contains the fixed asset that it will be combined with.
3. Leave the Reclassify Acq. Cost % field empty to move/combine the entire acquisition cost.
4. Select the Reclassify Acquisition Cost and Reclassify Depreciation check boxes.
5. Choose the Reclassify action.
Two lines are now created in the fixed asset G/L journal using the template and batch that you have
specified on the FA Journal Setup page for the specified depreciation book. For more information, see Set
Up Fixed Asset Depreciation.
6. Choose the icon, enter FA G/L Journals, and then choose the related link.
7. On the Fixed Asset G/L Journal page, choose the Post action to post the reclassification that you
performed in steps 2 through 5.

To view changed depreciation book values due to fixed asset

reclassification
1. Choose the icon, enter FA Book Value 02, and then choose the related link.
2. Fill in the fields as necessary.
3. Choose the Print or Preview button.

See Also
Fixed Assets
Setting Up Fixed Assets
Finance
Getting Started
Working with Business Central
 Revalue Fixed Assets
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.

To post an appreciation from the fixed asset G/L journal

1. Choose the icon, enter FA G/L Journals, and then choose the related link.
2. Create an initial journal line and fill in the fields as necessary.
3. In the FA Posting Type field, select Revaluation.
4. Choose the Insert FA Bal. Account action. A second journal line is created for the balancing account that is
set up for appreciation posting.

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.

5. Choose the Post action.

To post a write-down from the fixed asset G/L journal

1. Choose the icon, enter FA G/L Journals, and then choose the related link.
2. Create an initial journal line, and fill in the fields as necessary.
3. In the FA Posting Type field, select Write-Down.
4. Choose the Insert FA Bal. Account action. A second journal line is created for the balancing account that is
set up for write-down posting.

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.

To perform general revaluation of fixed assets
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. The
Allow Indexation check box on the Depreciation Book page must be selected.
1. Choose the icon, enter Index Fixed Assets, and then choose the related link.
2. Fill in the fields as necessary.
3. Choose the OK button.
Revaluation lines are created per your settings in step 2. The lines are created in either the fixed asset
journal or the fixed asset G/L journal, depending on your template and batch setup on the FA Journal
Setup page. For more information, see Set Up General Fixed Asset Information.
4. Choose the icon, enter FA G/L Journals, and then choose the related link.
5. Select the journal with the fixed assets that you want to revalue, and then choose the Ledger Entries action.
6. Check the created entries, and then choose the Post action to post the journal.

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.

To post additional acquisition costs

You post additional acquisition cost for a fixed asset in the same way as you post the original acquisition cost: from
a purchase invoice or from a fixed asset journal. For more information, see Acquire Fixed Assets.
If depreciation has already been calculated for the fixed asset, select the Depr. Acquisition Cost check box to
have the additional acquisition cost less the salvage value depreciated in proportion to the amount by which the
previously acquired fixed asset has already been depreciated. This ensures that the depreciation period is not
changed.
The depreciation percentage is calculated as:
P = (total depreciation x 100 ) / depreciable basis
Depreciation amount = (P/100 ) x (extra acquisition cost - salvage value)
Remember to select the Depr. until FA Posting Date check box on the invoice, the fixed asset G/L journal, or the
fixed asset journal lines to ensure that depreciation is calculated from the last fixed asset posting date to the
posting date of the additional acquisition cost.
Example - Posting Additional Acquisition Costs
A machine is purchased on August 1, 2000. The acquisition cost is 4,800. The depreciation method is straight-line
over four years.
On August 31, 2000, the Calculate Depreciation batch job is run. Depreciation is calculated as:
book value x number of depreciation days / total number of depreciation days = 4800 x 30 / 1440 = 100
On September 15, 2000, an invoice is posted for painting the machine. The invoice amount is 480.
If you selected the Depr. until FA Posting Date check box on the invoice before posting, the following calculation
is made:
15 days of depreciation (from 09/01/00 to 09/15/00) is calculated as:
book value x number of depreciation days / remaining number of depreciation days = (4800 - 100 ) x 15 / 1410 =
50
If you selected the Depr. Acquisition Cost check box on the invoice before posting, the following calculation is
made:
The additional acquisition cost is depreciated by ((150 x 100 ) / 4800 ) / 100 x 480 = 15
The depreciable basis is now 5280 = (4800 + 480 ), and the accumulated depreciation is 165 = (100 + 50 + 15 ),
corresponding to 45 days of depreciation of the total acquisition cost. This means that the asset will be totally
depreciated within the estimated lifetime of four years.
When the Calculate Depreciation batch job is run on 09/30/00, the following calculation is made:
Remaining depreciable life is 3 years, 10 months and 15 days = 1395 days
Book value is (5280 - 165 ) = 5115
Depreciation amount for September 2000: 5115 x 15 / 1395 = 55.00
Total of depreciation = 165 + 55 = 220
If you did not select the Depr. until FA Posting Date check box, the asset would lose 15 days of depreciation
because the Calculate Depreciation batch job run on 09/30/00 would calculate depreciation from 09/15/00 to
09/30/00. This means that when the Calculate Depreciation batch job is run on 09/30/00, the calculation is as
follows:
Remaining life time is 3 years, 10 months and 15 days = 1395 days
Book value is (4800 + 480 - 100 - 15 ) = 5165
Depreciation amount for September 2000: 5165 x 15 / 1395 = 55.54
Total of depreciation = 100 + 15 + 55.54 = 170.54

See Also
Fixed Assets
Setting Up Fixed Assets
Finance
Getting Started
Working with Business Central
 Depreciate or Amortize Fixed Assets
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.

To calculate depreciation automatically

Once a month, or whenever you choose, you can run the Calculate Depreciation batch job. The batch job
ignores fixed assets that have been sold, are blocked or inactive, or use the manual depreciation method.
1. Choose the icon, enter Calculate Depreciation, 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.
The batch job calculates the depreciation and creates lines in the fixed asset G/L journal.
4. Choose the icon, enter FA G/L Journals, and then choose the related link.
On the Fixed Asset G/L Journal page, in the No. of Depreciation Days field, you can see how many
days of depreciation have been calculated.
5. Choose the Post action.

To post depreciation manually from the fixed asset G/L journal

1. Choose the icon, enter Fixed Asset G/L Journal, and then choose the related link.
2. Create an initial journal line and fill in the fields as necessary.
3. In the FA Posting Type field, select Depreciation.
4. Choose the Insert FA Bal. Account action. A second journal line is created for the balancing account that is set
up for depreciation posting. For more information, see To set up fixed asset posting groups.
5. Choose the Post action to post the journal.
The Book Value field on the Fixed Asset Card page is updated accordingly.
If you have set up fixed asset allocation keys to allocate amounts to different departments or projects, the amounts
are allocated during posting. For more information, see Set Up General Fixed Assets Information.

To manage the ending book value

In the Ending Book Value field on the FA Depreciation Books page, you can specify the book value that you
want your fixed asset to have in the current depreciation book after it has been fully depreciated. You can do this
manually or you can fill in the Default Ending Book Value field on the related Depreciation Book page, which
will then be used to automatically fill the field.

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.

To calculate allocations in the fixed asset G/L journal

If a fixed asset is used by several departments, periodic depreciation can be automatically allocated to these
departments according to a user-defined allocation table.
1. Choose the icon, enter Fixed Asset G/L Journal, and then choose the related link.
2. Create an initial line and fill in the fields as necessary.
3. In the FA Posting Type field, select Allocation.
4. Choose the Insert FA Bal. Account action. A second journal line is created for the balancing account that is set
up for allocation posting.
5. Choose the Post action to post the journal.

Use duplication lists to prepare to post to multiple depreciation books

When you fill in journal lines to post to a depreciation book, you can duplicate the lines in a separate journal so
you can post to a different depreciation book. For more information, see To post entries to different depreciation
books.
1. Choose the icon, enter Depreciation Books, and then choose the related link.
2. Open the depreciation book, and then select the Part of Duplication List check box.

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.

To post entries to different depreciation books

1. Choose the icon, enter Fixed Asset G/L Journal, and then choose the related link.
2. In the journal that you want to post depreciation with, select the Use Duplication List check box.
3. Fill in the remaining fields as necessary.
4. Choose the Post action.
5. Choose the icon, enter FA Journals, and then choose the related link.

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.

To copy fixed asset ledger entries between depreciation books

1. Choose the icon, enter Depreciation Books, and then choose the related link.
2. Open the relevant depreciation book card, and then choose the Copy Depreciation Book action.
3. On the Copy Depreciation Book page, fill in the fields as necessary.
4. Choose the OK button.
The copied lines are created in either the fixed asset G/L journal or the fixed asset journal, depending on whether
the depreciation book that you are copying has integration to the general ledger.

See Also
Fixed Assets
Setting Up Fixed Assets
Finance
Working with Business Central
 Dispose of or Retire Fixed Assets
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.

To post a disposal from the fixed asset G/L journal

1. Choose the icon, enter Fixed Asset G/L Journals, and then choose the related link.
2. Create an initial journal line and fill in the fields as necessary. Hover over a field to read a short description.
3. In the FA Posting Type field, select Disposal.
4. Choose the Insert FA Bal. Account action. A second journal line is created for the balancing account that is
set up for disposal posting.

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.

5. Choose the Post action.

If you sell or dispose of part of a fixed asset, you must split up the asset before you can record the disposal
transaction. For more information, see Transfer, Split, or Combine Fixed Assets.

To view disposal ledger entries

When you sell or dispose of a fixed asset, the disposal value is posted to the general ledger where you can view the
result.
1. Choose the icon, enter Fixed Assets, and then choose the related link.
2. Select the fixed asset that you want to view entries for, and then choose the Depreciation Books action.
3. Select the depreciation book that you want to view entries for, and then choose the Ledger Entries action.
4. Select a line with Disposal in the FA Posting Category field, and then choose the Navigate action.
5. On the Navigate page, select the general ledger entry line, and then choose the Show action.
The General Ledger Entries page opens where you can see the entries that the disposal posting resulted in.

See Also
Fixed Assets
Setting Up Fixed Assets
Finance
Getting Started
Working with Business Central
 Manage Budgets for Fixed Assets
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 the acquisition cost of a fixed asset

To prepare a budget, you have to set up fixed asset cards for fixed assets that you intend to buy in the future. The
budget fixed assets are set up as ordinary fixed assets, but it must be set up to not post to the general ledger.
When you post the acquisition cost, you enter the number of the budgeted fixed asset in the Budgeted FA No.
field. This will post an acquisition cost with an opposite sign for the budgeted asset. This means that the total
acquisition cost on the budgeted asset is the difference between the budgeted and the actual acquisition cost.
1. Choose the icon, enter Fixed Assets, and then choose the related link.
2. Choose the New action to create a new fixed asset card for the budgeted fixed asset.
3. Select the Budgeted Asset check box to prevent posting to the general ledger.
4. Fill in the remaining fields, assign a depreciation book, and then post the first acquisition cost with the budgeted
fixed asset entered in the Budgeted FA No. field on the journal line. For more information, see Acquire Fixed
Assets.

To budget the disposal of a fixed asset

If you plan to sell assets within the budget period, you can enter information about sales price and sales date.
1. Choose the icon, enter Fixed Assets, and then choose the related link.
2. Select the fixed asset to be disposed of, and then choose the Depreciation Books action.
3. On the FA Depreciation Books page, fill in the Projected Disposal Date and Projected Proceeds on
Disposal fields. Hover over a field to read a short description.

To view projected disposal values

To see the projected disposal values and have the gain and loss calculated, you can use the FA Projected Value
report.
1. Choose the icon, enter FA Projected Value, and then choose the related link.
2. Fill in the fields as necessary.
3. Choose the Print or Preview button.

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 Started
Working with Business Central
 Managing Relationships
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.

Manage all types of communications between your company Managing Interactions

and your contacts, such as by email, letter, telephone,
meetings.

Define segments to select a group of contacts according to Managing Segments

specific criteria, such as the industry that the contacts belong
to.

Process incoming leads by creating opportunities and Managing Sales Opportunities

associating them to salespeople so that you can keep track of
potential sales.

Create marketing plans to identify, attract, and retain Managing Marketing Campaigns
customers.

Use Dynamics 365 Sales for customer engagement and enjoy Integrating with Dynamics 365 Sales
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 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.

Automatically Copying Specific Information from Contact Companies

to Contact Persons
Some information about contact companies is identical to the information about the contact persons working
within these companies, for example, the address details. In the Inheritance section of the Marketing Setup
page, you can set the application to automatically copy specific fields from the contact company card to the contact
person card each time you create a contact person for a contact company. For example, you can select to copy the
salesperson code, address details (address, address 2, city, post code, and county), communication details (fax
number, telex answer back, and phone number), and more.
When you modify one of these fields on the contact company card, application will automatically modify the field
on the contact person card (unless you have manually modified the field on the contact person card).
For more information, see Create Contacts.

Using Predefined Defaults on New Contacts

You can decide that the application automatically assigns a specific language code, territory code, salesperson code,
and country/region code as defaults to each new contact you create. You can also enter a default sales cycle code
that application automatically assigns to each new opportunity you create.
The inheritance of fields overwrites the default values you have set up. For example, if you have set up English as
the default language, but the contact company's language is German, application will automatically assign German
as the language code for the contact persons recorded for that company.

Automatically Recording Interactions

Business Central can automatically record sales and purchase documents as interactions (for example, orders,
invoices, receipts, and so on), as well as emails, phone calls, and cover sheets.
For more information, see Automatically Record Interactions with Contacts.
Synchronizing Contacts with Customers and More
In order to synchronize the contact card with the customer card, the vendor card and the bank account card, you
must select a business relation code for customers, vendors, and bank accounts. For example, you can only link a
contact with an existing customer if you have selected a business relation code for customers on the Marketing
Setup page.
For more information, see [Synchronizing Contacts with Customers, Vendors and Bank Accounts](marketing-
synchronize-contacts-customers-vendors-bank-accounts/Synchronizing Contacts With Customers, Vendors, and
Bank Accounts).

Assigning a Number Series to Contacts and Opportunities

You can set up a number series for contacts and opportunities. If you have set up a number series for contacts,
when you create a contact, and press Enter in the No. field on the contact card, application automatically enters the
next available contact number.
For more information about number series, see Create Number Series.

Searching for Duplicate Contacts when Contacts are Created

You can choose to have application automatically search for duplicates each time you create a contact company, or
you can choose to search manually after you have created contacts. You can also choose to have application update
the search strings automatically each time you modify contact information or create a contact. You can decide the
search hit percentage, that is, the percentage of identical strings two contacts must have for application to consider
them as duplicates.

See Also
Managing Contacts
Working with Business Central
 Managing Contacts
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.
The following table describes a sequence of tasks, with links to the topics that describe them.

TO SEE

Set up contact management prior to creating contacts. Set Up Contacts

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
Working with Business Central
 Set Up Contacts
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.

To assign industry groups to a contact

You use industry groups to indicate the type of industry to which your contacts belong, for example, the retail
industry or the automobile industry.

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 Industry
Groups page.
1. Open the relevant contact card.
2. Choose the Company action, and then the Industry Groups action. The Contact Industry Groups page
opens.
3. In the Industry 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 Industry
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.

To assign mailing groups to a contact

You can use mailing groups to identify groups of contacts that you want to receive the same information. For
example, you can set up a mailing group for the contacts that you want to send a notification of an office move, or
another group for sending holiday gifts.
The mailing group code defines the type or category of the group, such as MOVE for office move, or GIFT for
holiday gift. You can have several industry group codes. To define the industry groups, you use the Mailing
Groups page.
1. Open the relevant contact card.
2. Choose the Mailing Groups action. The Contact Mailing Groups page opens.
3. In the Mailing Groups Code field, select the mailing group that you want to assign.
Repeat these steps to assign as many mailing groups as you want. You can also assign mailing groups from the
contact list by following the same procedure.
The number of mailing groups you have assigned to the contact is displayed in the No. of Mailing Groups field
in the Segmentation section on the Contact Card page.
After you have assigned mailing groups to your contacts, you can use this information to select contacts for your
segments. For more information, see Add Contacts to Segments.

To define a contact's alternate address

You can assign an alternate address where your contact sometimes wants to receive mail and information, for
example, their summer cottage. You can also assign one or several date ranges to each alternate address you have
entered for your contacts to specify when each address is valid.
1. Open the relevant contact card.
2. Choose the Alternative Address action, and then choose the Card action.
To define that the alternate address applies in a specific period, choose the Date Range action instead.
3. On the Contact Alt. Address List page, enter a new alternate address and fill in the fields on the Contact
Alternative Address page.
Repeat these steps to assign as many alternate addresses as you want. For each alternate address you may want
to specify one or several date ranges.

To assign job responsibilities to a contact

You can add information about the job responsibilities of contact persons to indicate what the contact person is
responsible for within their company, for example, IT, management, or production. You can use this information
when entering information about your contacts.

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.

To assign organizational levels to a contact

You can use organizational levels on your contacts to specify which position they have in the company, for
example, top management. You can use this information when entering information about your contacts.

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.

To assign web sources to a contact

You can use web sources with your contact companies to identify, for example, search engines and web sites, on
the Internet that you want to use to search for information about the contacts. When assigning web sources, you
specify which search engine and search word the application will use to find the requested information.

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.

To assign business relations to a contact

You can use business relations to indicate the business relationship you have with your contacts, for example, a
prospect, bank, consultant, service supplier, and so on.

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.

Automatically Copying Specific Information from Contact Companies

to Contact Persons
Some information about contact companies is identical to the information about the contact persons working
within these companies, for example, the address details. On the Inheritance FastTab on the Marketing Setup
page, you can specify which fields on the contact card for a company is copied to the contact card for a person
each time you create a contact person for the contact company.
When you modify one of these fields on the contact company card, the same fields on the contact person card are
updated, unless you have manually modified the field on the contact person card.
For more information, see Create Contacts.

Using Predefined Defaults on New Contacts

You can decide that the application automatically assigns a specific language code, territory code, salesperson
code, and country/region code as defaults to each new contact you create. You can also enter a default sales cycle
code that application automatically assigns to each new opportunity you create. You set this up on the On the
Defaults FastTab on the Marketing Setup page
The inheritance of fields overwrites the default values you have set up. For example, if you have set up English as
the default language, but the contact company's language is German, application will automatically assign
German as the language code for the contact persons recorded for that company.

Synchronizing Contacts with Customers, Vendors, and Bank Accounts

In order to synchronize the contact card with a linked customer, vendor, or bank account card, you must fill in the
relevant field in the Bus. Relation Code for section on the Interactions FastTab on the Marketing Setup page.
For more information, see Synchronizing contacts with customers, vendors, and bank accounts.

Searching for Duplicate Contacts

You can choose to have application automatically search for duplicates each time you create a contacts, or you can
choose to search manually after you have created contacts. You can also choose to have application update the
search strings automatically each time you modify contact information or create a contact. You can decide the
search hit percentage, that is, the percentage of identical strings two contacts must have for application to
consider them as duplicates. You set this up on the Duplicates FastTab on the Marketing Setup page.
When you have found a duplicate contact, you can use the Merge Duplicate page to merge it into an existing
contact record that you want to keep. For more information, see Merge Duplicate Records.
See Also
Managing Contacts
Create Contacts
Managing Sales Opportunities
Working with Business Central
 Create Contacts
7 minutes to read • Edit Online

You regularly meet persons from other companies that may develop into business relationships, such as a
customer relation. When such a new contact is made, as much information as possible must be recorded on a
contact card so that communication can continue.
You can create the contact as type Company, for example, if the relation not an individual person but an entity,
such as a contractor or a bank. You an also create the contact as type Person. Functionality is more or less the
same for both types and both can be changed as the relationship evolves.
When a contact card is converted to a customer card, for example, the contact person or contact company
becomes the name of the customer. The contact card remains, and data on the two cards will be synchronized
going forward if you link them.

Person or Company
You can decide to set up a contact as a person or a company, typically depending on whether you know the name
of the contact person at the time of creation. You do this when you fill in the Type field on the Contact Card
page. You can also maintain contact cards for both a company and one or more persons working in the company.
This happens automatically when you fill in the Company Name field on a contact card of type Person.
Functionality is the same for both types, except that the options for additional information changes depending on
the type. For example, you can only assign job responsibilities to a person and industry group to a company. This
is indicated in the UI by graying out the fields and actions that do not apply. You can change the value of the Type
field later, or you can use the fields on the Inheritance FastTab on the Marketing Setup page to control which
data is shared between a person and the person's related company. For more information, see Setting Up
Contacts.

To create a contact manually

1. Choose the icon, enter Contacts, and then choose the related link.
2. Choose the New action.
3. In the No. field, enter a number for the contact.
Alternatively, if you have set up a number series for contacts on the Marketing Setup page, you can press
the Enter key to insert the next available contact number.
4. Fill in the remaining fields as required. Hover over a field to read a short description.

To create a contact from a customer, vendor, or bank account

If you have customers, vendors, and bank accounts that you want to create contact cards for, you can use the
Create Contacts from batch jobs to create contacts on the basis of the existing data. When you create a contact
this way, the contact information is afterwards synchronized with the related customer, vendor, or bank account
information. For more information, see Synchronizing Contacts with Customers, Vendors, and Bank Accounts.
 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.

To create a customer, vendor, or bank account from a contact

If you have a customer, vendor, or bank account for the company that you want to create a contact for, you can use
the Create as function. When you create a contact this way, the contact information is afterwards synchronized
with the related customer, vendor, or bank account information. For more information, see Synchronizing
Contacts with Customers, Vendors, and Bank Accounts.

NOTE
Before you can create customers, vendors, or bank accounts from contacts, 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 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, or bank account.
3. Choose the Create As action, and then choose either Customer, Vendor, or Bank.
4. Choose the OK button.
The contact information is transferred from the contact card to a new customer, vendor, 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.

To link a contact to an existing customer, vendor, or bank account

If you have a contact and either a customer, vendor, or bank account for the same company, you can link the two
entities so that common data is synchronized.
1. Open the contact that you want to link.
2. Choose the Link with existing action, and then choose the Customer, Vendor, or Bank action.
3. On the page that opens, select the customer, vendor, or bank account to link to.
4. In the Current Master Fields field, specify whose fields to prioritize in case of conflicting information in fields
common to the contact and customer, vendor, or account. For example, if the salesperson code is different on
the contact card than on the customer card, you can choose to keep the one on the contact card by selecting
Contact.
5. Choose the OK button.

Synchronizing Contacts with Customers, Vendors, and Bank Accounts

If some of your contacts are also customers, vendors, or bank accounts, you can synchronize the contact
information with the related customer, vendor, or bank account.
The following benefits exist when a contact is synchronized with a customer, vendor, bank account.
You only have to update information in one place. For example, if you modify the phone number on the
contact, the phone number is automatically updated with the same modification on the customer, the vendor,
or the bank account.
If you have specified a number series for contacts, when you create a customer card, a vendor card, or a bank
account card, a contact card is automatically created for the customer, vendor or bank account.
You can create sales quotes and orders and purchase quotes and orders from the contact.
You can have your interactions recorded when you perform actions, such as printing orders, blanket orders,
creating sales service orders, sending e-mails, and so on.
If you delete a contact linked to a customer, vendor, or bank account, only the contact is removed. The
customer, vendor, or bank account remains.
If you delete a customer, vendor, bank account that is linked to a contact, the contact remains.

NOTE
Certain details, such as invoicing and posting details, do not appear on the contact card. Therefore, you may want to add
them manually on the customer card, vendor card, or bank account card when you create contacts as customers, vendors
or bank accounts.

Synchronization of common data between contacts and the related customers, vendors, or bank accounts is
enabled in three ways:
When you create contacts from customers, vendors, or bank accounts. See To create a contact from a
customer, vendor, or bank account.
When you create customers, vendors, 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, or bank accounts from the contact card. See To link a
contact to an existing customer, vendor, or bank account.

To view which customer, vendor, or bank account a contact is related to

1. Choose the icon, enter Contacts, and then choose the related link.
2. Select the line for a contact, choose the Related Information action, and then choose the
Customer/Vendor/Bank Acc action.
The page for the related card opens.

See Also
Managing Contacts
Setting Up Contacts
Working with Business Central
 Use Profile Questionnaires to Classify Business
Contacts
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.

To add a profile questionnaire

1. Choose the icon, enter Questionnaire Setup, 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.

To add questions to a profile questionnaire

1. Choose the relevant profile questionnaire, and then choose the Edit Questionnaire Setup action.
2. On the first empty line, in the Type field, choose Question and type your question in the Description field. Fill
in the other fields on this line.
3. On the next empty line, in the Type field, choose Answer and type your answer in the Description field.
4. In the Priority field, select the priority. In the From Value and To Value fields, define a point range. Contacts
that receive points within the defined range will get the answer.
Repeat these steps to enter all the questions and answers within the profile questionnaire.
After you have created a questionnaire, you must create contact ratings to classify your contacts. You can also set
up questions that are rated automatically based on information in the contact card.

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.

The Automatic Classification of Contacts

You can automatically classify your contacts according to customer, vendor, and contact information, by setting up
automatically answered profile questions on the Profile Questionnaire Setup page.

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:

ANSWER APPLIES TO

A contacts who bought for 500,000 LCY or more

B contacts who bought for 100,000 up to 499,999 LCY

C contacts who bought for 99,999 LCY or less

To do this, fill on the Profile Questionnaire Setup page as follows:

AUTOMATIC
TYPE DESCRIPTION CLASSIFICATION FROM VALUE TO VALUE

Question ABC Classification Click to insert a

check mark

Answer A 500,000

Answer B 100,000 499,999

Answer C 99,999

Then fill on the Profile Question Details page as follows:

FIELD VALUE

Customer Classification Field Sales (LCY)

Classification Method Defined Value

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 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
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

Create segments which allow you to select a group of Create Segments

contacts. For example, direct mail.

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
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
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.

To add a contact to a segment

1. Choose the icon, enter Segments, and then choose the related link.
2. Select the segment, and then choose the Add Contacts action. The Add Contacts batch job page opens.
3. In the Contact section, set filters to specify the information by which you want to select contacts.
To enter additional filters, repeat this procedure on each of the remaining sections, and then choose the OK
button.
If you have added contacts by mistake and want to go back one step, then choose the Go Back action.

To refine the number of contacts

After you have selected the contacts within a segment, you may decide to remove some but keep others. You can
manually remove contacts from the lines on the Segment page, but it is easier and faster to use the Refine
Contacts action.
1. Open the segment.
2. Choose Contacts, and then choose the Refine Contacts action. The Remove Contacts - Refine page opens.
3. In the Contact section, enter filters to specify the information that you want to use to select the contacts to be
removed from the segment.
4. Add additional filters as needed, and then choose the OK button.
You can refine a segment as many times as you want. If you have refined the segment by mistake and want to go
one step back, choose the Go Back.
To see a list of the segment criteria that you have used, in the General section, choose the No. of Criteria
Actions field.

To reduce the number of contacts

After you have selected the contacts within a segment, you may want to remove some of them. You can do this
by manually removing them from the lines in the Segment page, but it is easier and faster to use the Reduce
Contacts function to specify which contacts to remove, and to use the Refine Contacts function to specify which
contacts to keep.
1. Open the segment.
2. Choose Contacts, and then choose the Reduce Contacts action. The Remove Contacts - Reduce page
opens.
3. In the Contact section, enter filters to specify the information that you want to use to select the contacts to be
removed from the segment.
4. Add additional filters as needed, and then choose the OK button.
You can reduce a segment as many times as you want. If you have refined the segment by mistake and want to
go one step back, then choose the Go Back action.

See Also
Create a Segment
Managing Segments
Managing Sales Opportunities
Working with Business Central
 Manage Interactions for Segments
2 minutes to read • Edit Online

The Segment page is a type of worksheet where you can:

Create segments.
Save the segmentation criteria you have used to select contacts.
Log the segment and record interactions involving the contacts within the segment.

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
Entry 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
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

Set up your system to record interactions. Set Up Contacts

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
2 minutes to read • Edit Online

Setting up your application to record interactions consists of these tasks:

Setting up interaction templates
Creating interactions on contacts or segments
View and manage recorded interactions

Setting up Interaction Templates

Before you can create and record interactions, you must set up interaction templates. When creating interactions,
you must specify the interaction templates they are based on. An interaction template is a model that defines the
basic characteristics of an interaction. You set up an interaction template on the Interaction Templates page.
After you have entered information about the interaction template, you can create an attachment, for example, a
Microsoft Word document. Repeat the steps to set up as many interaction templates as you want.

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.

Viewing and Managing Recorded Interactions

You can view all the recorded interactions that have not been deleted on the Interaction Log Entries page. You
can open this page by:
Using the Search for Page or Report icon to search on Interaction Log Entries.
Choosing the Interaction Log Entries action on a contact or segment. The Interaction Log Entry page
contains the interactions you create manually and the interactions that the application records automatically.
In this page, you can:
View the status of interactions.
Mark interactions as canceled.
You can delete interaction log entries that have been canceled. To delete interaction log entries, choose the icon,
enter Delete Canceled Interaction Log Entries, and then choose the related link, and then fill in the
information.

See Also
Managing Contacts
Managing Sales Opportunities
Working with Business Central
 Create Interactions on Contacts and Segments
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.

To finish and delete postponed interactions

1. Open the contact, salesperson, or interaction log entry.
2. Choose Postponed Interactions.
3. Select the interaction you want to finish, and then choose the Resume action.

To create an interaction on a segment

1. Choose the icon, enter Segments, and then choose the related link.
2. In the Segment page, in the Interaction section, fill in the fields to specify which interaction you want to
assign to the segment.
After you have assigned an interaction to the segment, you can personalize the interaction for each
particular contact within the segment, for example, by selecting another interaction template on the lines on
the Segment page.
3. To log the segment and interactions, choose the Log action. The Log Segment page opens.
4. If you want to create a new segment containing the same contacts, select the Create Follow-up Segment
check box. To create a follow -up segment, you must have specified number series for segments on the
Marketing Setup page.
An interaction is recorded for each contact within the segment in the Interaction Log Entry table, and the
segment is logged. Logged segments can be found on the Logged Segment page.
If you have selected the Create Follow-up Segment check box, a new segment is created that contains the same
contacts as the segment you have just logged.

See Also
Recording Interactions
Managing Contacts
Managing Sales Opportunities
Working with Business Central
 Recording Interactions with Contacts Automatically
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
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
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.

To set up opportunity sales cycle codes

1. Choose the icon, enter Sales Cycles, and then choose the related link. The Sales Cycles page opens, and
lists all the existing sales cycles.
2. Choose the New action, and fill in the fields as necessary. Hover over a field to read a short description.
Repeat these steps to set up as many sales cycles as you want. After you have set up opportunity sales cycles, you
may want to set up the different stages within each cycle.

To define opportunity sales cycle stages

1. On the Sales Cycles page, select the opportunity sales cycle for which you want to set up stages, and then
choose the Stages action. The Sales Cycle Stages page opens.
2. Choose the New action to enter a new stage in the sales cycle.
Repeat these steps to set up as many stages as you want within the sales cycle.

To assign stage cycles to opportunities

After you add the opportunities stage cycle, you can start to add sales opportunities, and then assign the stage
cycle to opportunities by setting the Sales Cycle Code field. For more information, see Create Sales
Opportunities.

To set up activities with tasks

You can combine multiple task, for example tasks that each represent a step, in activities. Activity tasks are related
to each other by a date formula. You can assign activities to opportunities, salespeople, or contacts.
1. Choose the icon, enter Activities, and then choose the related link.
2. Choose the New action, and fill in the fields as necessary.
3. On the Lines FastTab, fill in the fields as necessary to define one or more tasks in the activity.

To assign tasks or activities of tasks to opportunities

When you have set up a task, you can assign it to a sales opportunity and thereby assign the activity that the task
belongs to.

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 Opportunities, 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 Opportunity 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
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 Opportunity 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.

To create an opportunity from a salesperson

1. Choose the icon, enter Salespeople, and then choose the related link.
2. Select the salesperson from the list for whom you want to create an opportunity.
3. Choose the Opportunities action, and then choose List.
4. Choose New, and then fill in the fields as relevant. Hover over a field to read a short description.

To create an opportunity from a contact

1. Choose the icon, enter Contacts, and then choose the related link.
2. Select the contact from the list for whom you want to create an opportunity.
3. Do one of the following:
Choose the Create Opportunity action.
Choose the Opportunities action, and then choose New.
4. Fill in the relevant fields.

See Also
Sales
Creating and Managing Contacts
Working with Business Central
 Track Email Message Exchanges Between Salespeople
and Contacts
2 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.

Setting Up Business Central to Log Email Messages

Get started with email logging in two easy steps:
1. Connect Business Central with Exchange Online for your Office 365 subscription. Exchange Online handles your
email messages. We've made this step easy by providing an assisted setup guide. You just need your
administrator credentials for your administrator account in Office 365. To start the guide, go to Assisted Setup,
and then choose Set up email logging.
2. Make sure that valid email addresses have been entered in Business Central for your sales people and contacts,
depending on whether they are potential or existing customers. To do that, for each customer or salesperson,
open the Contact or Salesperson/Purchaser card and have a look in the Email field.

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.

Viewing Email Message Exchanges in the Interaction Log

Business Central creates an entry on the Interaction Log page each time a salesperson and a contact exchange an
email message. To view the interaction log, open the Contact or Salesperson*Purchaser card for the person, and
then choose Navigate, History, and then choose Interaction Log Entries. There are a few things we can do with
each entry in the log, for example:
View the content of the email message that was exchanged by clicking the Show Attachments action.
Turn an email exchange into a sales opportunity - If an entry looks promising, you can turn it into an
opportunity and then manage its progress toward a sale. To do that, choose the entry, and then choose the
Create Opportunity action. For more information, see Managing Sales Opportunities.

See Also
Managing Relationships
 Process Sales Opportunities
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 Opportunity List page. There are different ways to access
this page for processing sales opportunities:

TO VIEW OPPORTUNITIES FOR THEN

All salespeople and contacts Choose the icon, enter Opportunity 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 Opportunities
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 Opportunities action.

Each of these tasks opens the Opportunity List page.

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 Opportunity List page, select the opportunity, and the choose the Close action. The Close
Opportunity page opens.
2. Fill in the relevant fields, and then choose the OK button.
The Close Opportunity Code and Date Closed fields are required fields and must be filled in before you
can choose the OK button.
In the Close Opportunity 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 create quotes for opportunities

You can create sales quotes for contacts that are not recorded as customers.
1. On the Opportunity List page, select the opportunity, and then choose the Assign Sales Quote action. The
Sales Quote page opens.
2. Fill in the relevant fields.

To create sales orders for opportunities

You can make sales orders from the sales quotes that you have created for your opportunities. Before you can
create sales orders for your contacts, you must create the contact as a customer. For more information, see Create
Contacts.
1. On the Opportunity List page, find the opportunity that you have created a sales quote for.
2. Choose the Assign Sales Quote action. The Sales Quote page opens to show the sales quote that you have
assigned to the opportunity.
3. Fill in the additional fields, and then choose the Make Order action.
When handling sales opportunities, you may need to create a quote for the contact that the opportunity is linked
to.

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 Opportunity List page or you can run the Delete Closed Opportunities batch job to delete multiple
opportunities based on a specified criteria.
To delete closed opportunities from the Opportunity List page, select the opportunity, and then choose the
Delete action.
To delete closed opportunities by using the Delete Closed Opportunities batch job, follow these steps:
1. Choose the icon, enter Delete Opportunities, and then choose the related link.
2. In the Opportunity 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 Opportunity List page.

To move an opportunity through sales cycle stages

If an opportunity follows a sales cycle, you can move it forward or back through the different stages, such as
moving the next or previous stage, and even skipping a stage.
1. On the Opportunity List page, choose the Update action. The Update Opportunity opens,
2. Use the Action Type field to move the opportunity through the sales cycle stages:
Next moves the opportunity forward one stage.
Skip moves the opportunity forward one or several stages in the sales cycle, which you specify in the
Presentation field. You can only skip stages that have been set up to allow skipping.
Previous moves the opportunity back one stage.
Jump moves the opportunity back one or several stages in the sales cycle, which you specify in the
Presentation field.
Update enables you to change information (such as to modify your evaluation of their chances of
success and estimated values) without moving to another stage.
3. Fill in the other fields as needed, and then choose the OK button.

See Also
Sales
Creating and Managing Contacts
Working with Business Central
 Track Email Message Exchanges Between Salespeople
and Contacts
2 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.

Setting Up Business Central to Log Email Messages

Get started with email logging in two easy steps:
1. Connect Business Central with Exchange Online for your Office 365 subscription. Exchange Online handles
your email messages. We've made this step easy by providing an assisted setup guide. You just need your
administrator credentials for your administrator account in Office 365. To start the guide, go to Assisted Setup,
and then choose Set up email logging.
2. Make sure that valid email addresses have been entered in Business Central for your sales people and contacts,
depending on whether they are potential or existing customers. To do that, for each customer or salesperson,
open the Contact or Salesperson/Purchaser card and have a look in the Email field.

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.

Viewing Email Message Exchanges in the Interaction Log

Business Central creates an entry on the Interaction Log page each time a salesperson and a contact exchange an
email message. To view the interaction log, open the Contact or Salesperson*Purchaser card for the person, and
then choose Navigate, History, and then choose Interaction Log Entries. There are a few things we can do with
each entry in the log, for example:
View the content of the email message that was exchanged by clicking the Show Attachments action.
Turn an email exchange into a sales opportunity - If an entry looks promising, you can turn it into an
opportunity and then manage its progress toward a sale. To do that, choose the entry, and then choose the
Create Opportunity action. For more information, see Managing Sales Opportunities.

See Also
Managing Relationships
 Use Profile Questionnaires to Classify Business
Contacts
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.

To add a profile questionnaire

1. Choose the icon, enter Questionnaire Setup, 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.

To add questions to a profile questionnaire

1. Choose the relevant profile questionnaire, and then choose the Edit Questionnaire Setup action.
2. On the first empty line, in the Type field, choose Question and type your question in the Description field. Fill
in the other fields on this line.
3. On the next empty line, in the Type field, choose Answer and type your answer in the Description field.
4. In the Priority field, select the priority. In the From Value and To Value fields, define a point range. Contacts
that receive points within the defined range will get the answer.
Repeat these steps to enter all the questions and answers within the profile questionnaire.
After you have created a questionnaire, you must create contact ratings to classify your contacts. You can also set
up questions that are rated automatically based on information in the contact card.

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.

The Automatic Classification of Contacts

You can automatically classify your contacts according to customer, vendor, and contact information, by setting up
automatically answered profile questions on the Profile Questionnaire Setup page.

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:

ANSWER APPLIES TO

A contacts who bought for 500,000 LCY or more

B contacts who bought for 100,000 up to 499,999 LCY

C contacts who bought for 99,999 LCY or less

To do this, fill on the Profile Questionnaire Setup page as follows:

AUTOMATIC
TYPE DESCRIPTION CLASSIFICATION FROM VALUE TO VALUE

Question ABC Classification Click to insert a

check mark

Answer A 500,000

Answer B 100,000 499,999

Answer C 99,999

Then fill on the Profile Question Details page as follows:

FIELD VALUE

Customer Classification Field Sales (LCY)

Classification Method Defined Value

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
7 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, you 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-prem 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 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 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 sales. For example, they can create and post sales order lines for items or resources that were
entered in 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 Sales, for example Project Service Automation, can break the integration between Business
Central and 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 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 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 Sales.
You can also create (and couple) an account in Sales based on, for example, 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 WHAT TO COUPLE FIRST

Customers and accounts Couple salespeople with Sales users

Items and resources Couple units of measure with Sales unit groups

Items and resource prices Couple customer price groups with Sales prices

NOTE
If your prices or customers use foreign currencies, make sure that you couple currencies to Sales transaction currencies.

In 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.
Fully Synchronizing Records
At the end of the assisted setup guide you can choose the Run Full Synchronization action to start
synchronizing all Business Central records with all related records in Sales. On the Dynamics 365 Sales Full
Synch Review page, you choose the Start action. Fill synchronization can take some time to complete, but you
can continue to work in Business Central while it runs in the background.
To check the progress of individual jobs in a full synchronization, on the Dynamics 365 Sales Full Synch Review
page choose an record to view details. To update the status during synchronization, refresh the page.
From the Microsoft Dynamics 365 Connection Setup page, you can get details about full synchronization at
any time. From here, you can also open the Integration Table Mappings page to see details about the tables in
Business Central and Sales that must be synchronized.

Handling Sales Order Data

Sales orders that people submit in Dynamics 365 Sales will be automatically transferred to Business Central if you
select the Automatically Create Sales Orders check box on the Microsoft Dynamics 365 Connection Setup
page. Alternatively, you can manually convert submitted sales orders from Dynamics 365 Sales by using the
Create in Business Central action available on Sales Orders - Dynamics 365 for Sales page. On such sales
orders, the Name field on the original order is transferred and mapped to the External Document Number
field on the sales order in Business Central.
This can also work if the original sales order contains write-in products, meaning items or resources that are not
registered in either app. In that case, you must fill in the Write-in Product Type and Write-in Product No.
fields on the Sales & Receivables Setup page so that such non-registered product sales are mapped to a
specified item/resource number for financial analysis.
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 sales order header fields, such as Last Shipment Date or Requested Delivery Date, that are mapped in
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 Connect to Dynamics 365 Sales. Only sales orders created from submitted
sales orders in Dynamics 365 Sales are synchronized. For more information, see Enable Sales Order Processing Integration.

Handling Sales Quotes Data

Sales quotes that are activated in Dynamics 365 Sales will be transferred to Business Central if you select the
Automatically Process Quotes check box on the Microsoft Dynamics 365 Connection Setup page.
Alternatively, you can manually convert activated sales quotes from Dynamics 365 Sales by using the Process in
Business Central action on the Sales Quotes - Dynamics 365 Sales page. On such sales quotes, the Name
field on the original quote is transferred and mapped to the External Document Number field on the sales
order in Business Central. Also Effective To field on quote is transferred and mapped to the Quote Valid Until
field on sales quote in Business Central.
Sales quotes go through many revisions while they are being finalized. Both manual and automatic processing of
sales quotes in Business Central ensures that previous versions of sales quotes are archived before processing
new revisions of sales quotes from Dynamics 365 Sales.

Handling Posted Sales Invoices, Customer Payments, and Statistics

After fulfilling a sales order, invoices will be created for it. When you invoice a sales order, you can transfer the
posted sales invoice to Dynamics 365 Sales if you select the Create Invoice in Dynamics 365 Sales check box
on the Posted Sales Invoice page. Posted invoices are transferred to Dynamics 365 Sales with the status, Billed.
When the customer payment is received for the sales invoice in Business Central, the sales invoice status will be
changed to Paid with the Status Reason field set to Partial, if partially paid, or Complete if completely paid,
when you choose the Update Account Statistics action on the customer page in Business Central. The Update
Account Statistics function will also refresh values, such as the Balance and Total Sales fields in the Business
Central Account Statistics FactBox in Dynamics 365 Sales. Alternatively, you can have the scheduled jobs,
Customer Statistics and POSTEDSALESINV -INV automatically run both of these processes in the background.

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

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 Couple and Synchronize Records Manually
2 minutes to read • Edit Online

This topic describes how to couple one or more records in Business Central with records in Dynamics 365 Sales.
Coupling records lets you view Dynamics 365 Sales 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 with Dynamics 365 Sales is available only if your system administrator has created a
connection between Business Central and 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.

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.

To synchronize a single record

1. In Business Central, open the card for the record you want to couple. For example, the Customer or Contact
card.
2. Choose the Synchronize Now action.
3. If a record can be synchronized either from Business Central to Dynamics 365 Sales or from Dynamics 365
Sales to Business Central, select the option that specifies the direction of data update, and then choose OK.

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 either from Business Central to Dynamics 365 Sales or from Dynamics 365
Sales to Business Central, select the option that specifies the direction of data update, and then choose OK.

See Also
Using Dynamics 365 Sales from Business Central
 View the Status of Synchronization Jobs
2 minutes to read • Edit Online

Use the Coupled Data Synchronization Errors page to view the status of synchronization jobs that have been
run for coupled records in a Dynamics 365 Sales integration. 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 record in both business apps.
Someone deleted a record 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.

To view and resolve synchronization errors for coupled records

1. Choose the icon, enter Coupled Data Synchronization Errors, and then choose the related link.
2. The Coupled Data Synchronization Errors page shows issues that occurred when you synchronized
coupled records. The following table includes actions that you can use to resolve issues one by one:

ACTION DESCRIPTION

Remove Coupling Uncouples the records and they will no longer synchronize. To
resume synchronizing the records, you must couple them
again.

Retry For each record where an error is found, synchronization is

skipped unless you fix the issue manually. Retry will include
the record in the next synchronization.

Synchronize The app will try to resolve a conflict where a record was
changed in both business apps. You can choose the version of
the record to use in both apps.

Restore Records and Delete Records These are useful when a record was deleted in one of the
apps. Delete Records deletes the record in the app where it
still exists. Restore recreates the record in the app where it
was deleted.

To view the synchronization log for a specific (manually synchronized)

record
1. Open, for example, a customer, item or any other record that is synchronizing data between Business Central
and Dynamics 365 Sales.
2. Choose the Synchronization Log action to view the synchronization log for a selected record. For example, a
specific customer you synchronized manually.

See Also
Setting Up User Accounts for Integrating with Dynamics 365 Sales
Using Dynamics 365 Sales from Business Central
 Manage Human Resources
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

Register new employees or edit records for existing Register Employees

employees, and attach related information, such as contracts
and articles.

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
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.

To insert a picture of an employee

If you have a picture of an employee in .bmp format, you can insert it on the employee card.
1. Choose the icon, enter Employees, and then choose the related link.
2. Open the card for the relevant employee.
3. In the Employee Picture FactBox, choose the drop-down button, and then choose Import.
4. On the Select a picture to upload page, choose the Choose button.
5. Select the file, and then choose Open.
The picture is inserted in the Employee Picture FactBox.

To register various information about an employee

On the employee card, you can set up information, such as union membership, relatives, and contracts for the
employee. The following describes how to set up an alternate address. The steps are similar for all other
information that you can set up from an employee card.
You can use alternate addresses to keep track of your employees’ location, for example if they are stationed abroad,
on a long business trip, or residing at a summer residence.
1. Choose the icon, enter Employees, and then choose the related link.
2. Open the card for the relevant employee.
3. Choose the Alternate Addresses action.
4. In the Alternate Address List page, fill in the fields as necessary.
5. Repeat step 4 for each alternate address.

See Also
Record and Reimburse Employees' Expenses
Finance
Working with Business Central
Change Which Features are Displayed
 Manage Employee Absence
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.

To register employee absence

You can register employee absences on a daily basis or at some other interval that meets your organizational
needs.
1. In the top right corner, choose the Search for Page or Report icon, enter Absence Registration, and then
choose the related link.
2. Choose the New action.
3. Fill in a line for each employee absence you want to register.
4. Close the page.

TIP
To obtain meaningful statistics, always use the same unit of measure, hour or day, when registering employee
absences.

To view an individual employee's absence

1. In the top right corner, choose the Search for Page or Report icon, enter Employees, and then choose the
related link.
2. Select the relevant employee, and then choose the Absences action.
The Employee Absences page opens showing all the absences and the date on which they started and
ended.

To view an employee's absence by categories

1. In the top right corner, choose the Search for Page or Report icon, enter Employees, and then choose the
related link.
2. Select the relevant employee, and then choose the Absences by Categories action.
3. On the Empl. Absences by categories page, fill in the filter fields as necessary, and then choose the Show
Matrix action.
 The Empl. Absences by Cat. Matrix page opens showing all absences, broken down by causes of absence.

To view all employee absences by category

1. In the top right corner, choose the Search for Page or Report icon, enter Absence Registration, and then
choose the related link.
2. On the Absence Registration page, choose the Overview by Categories action.
3. On the Absence Overview by Categories page, set a filter in the Employee No. Filter field to view
employee absences for individual or a defined group of employees.
4. Choose the Show Matrix action.
The Absence Overview by Categories Matrix page opens showing all employees’ absences broken
down by the various causes of absence.

To view all employee absences by period

1. In the top right corner, choose the Search for Page or Report icon, enter Absence Registration, and then
choose the related link. On the Absence Registration page, choose the Overview by Periods action.
2. On the Absence Overview by Periods page, set a filter in the Cause of Absence Filter field to view
employee absences for specified causes of absence.
3. Choose the Show Matrix action.
The Abs. Overview by Periods Matrix page opens showing employee absences broken down by periods.

See Also
Manage Human Resources
Finance
Working With Business Central
Change Which Features are Displayed
 Planning
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 Planning With or Without Locations
demand at locations according to the SKU setup and
demand without location codes.

Forecast demand presented by expected sales and Create a Demand Forecast

production components.

Create one-to-one production orders automatically from a Create Production Orders from Sales Orders
sales order to cover the exact demand of that sales order
line.

Create a project production order directly from a multiline Plan Project Orders
sales order representing a production project.

Use the Order Planning page to manually plan for sales Plan for New Demand Order by Order
or production demand one production BOM level at a
time.
 TO SEE

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.

Run the requisition worksheet to automatically create a Requisition Worksheet page

detailed supply plan to cover demand for items that are
replenished by purchase or transfer only.

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, Track Relations Between Demand and Supply
blanket 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.

Perform selected planning activities, such as changing or Modify Planning Suggestions in a Graphical View
adding planning worksheet lines, in a graphical view of the
supply plan.

See Also
Setting Up Manufacturing
Manufacturing
Inventory
Purchasing
Design Details: Supply Planning
Setup Best Practices: Supply Planning
Working with Business Central

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 About Planning Functionality
5 minutes to read • Edit Online

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.

Demand and Supply

Planning has two elements: demand and supply. These must be held in balance to ensure that the demand is met
in a timely and cost-efficient manner.
Demand is the common term used for any kind of gross requirement such as a sales order, service order,
component need from assembly or production orders, outbound transfer, blanket order or forecast. In addition
to these, application allows some other technical types of demand - such as a negative production or purchase
order, negative inventory, and purchase return.
Supply is the common word used for any kind of replenishment such as inventory, a purchase order, assembly
order, production order, or inbound transfer. Correspondingly, there can be a negative sales or service order,
negative component need or sales return – all of which in some way also represent supply.
Another goal of the planning system is to ensure that the inventory does not grow unnecessarily. In the case of
decreasing demand, the planning system will suggest that you postpone, decrease in quantity, or cancel existing
replenishment orders.

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 with Manual Transfer Orders

As you can see from the Replenishment System field on a SKU card, the planning system can be set up to create
transfer orders to balance supply and demand across locations.
In addition to such automatic transfer orders, you may sometimes need to perform a general move of inventory
quantities to another location, irrespective of existing demand. For this purpose you would manually create a
transfer order for the quantity to move. To ensure that the planning system does not try to manipulate this manual
transfer order, you must set the Planning Flexibility on the transfer line(s) to None.
Contrarily, if you do want the planning system to adjust the transfer order quantities and dates to existing demand,
you must set the Planning Flexibility field to the default value, Unlimited.

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

Other Important Planning Fields

Planning Flexibility
On most supply orders, such as production orders, you can select Unlimited or None in the Planning
Flexibility field on the lines.
This specifies whether the supply represented by the production order line is considered by the planning system
when calculating action messages. If the field contains Unlimited, then the planning system includes the line when
calculating action messages. If the field contains None, then the line is firm and unchangeable, and the planning
system does not include the line when calculating action messages.
Warning
The Warning information field on the Planning Worksheet page informs you of any planning line created for an
unusual situation with a text, which the user can choose to read additional information. The following warning
types exist:
Emergency
Exception
Attention
Emergency
The emergency warning is displayed in two situations:
The inventory is negative on the planning starting date.
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
order 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.
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.

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 “Respect Planning
Parameters for Exception Warnings” in Calculate Plan - Plan. Wksh.

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.
See Also
Design Details: Supply Planning
Planning
Setting Up Manufacturing
Manufacturing
Inventory
Purchasing
Setup Best Practices: Supply Planning
Working with Business Central
 Subcontract Manufacturing
6 minutes to read • Edit Online

Subcontracting selected operations to vendor is common in many manufacturing companies. Subcontracting can
be a rare occurrence or can be an integral part of all production processes.
Business Central provides several tools for managing subcontract work:
Work Centers with assigned vendor: This feature enables you to set up a work center that is associated with a
vendor (subcontractor). This is called a subcontract work center. You can specify a subcontract work center on a
routing operation, which allows you to easily process the subcontracted activity. In addition, the cost of the
operation can be designated at the routing or the work center level.
Work Center cost based on units or time: This feature enables you to specify whether costs associated with the
work center are based on the production time or a flat charge per unit. Although subcontractors commonly use
a flat charge per unit to charge for their services, the application can handle both options (production time and
flat charge per unit).
Subcontracting Worksheet: This feature allows you to find the production orders with material ready to send to
a subcontractor and to automatically create purchase orders for subcontract operations from production order
routings. The application automatically posts the purchase order charges to the production order during the
posting of the purchase order. Only production orders with a status of released can be accessed and used from a
subcontracting worksheet.

Subcontract Work Centers

Subcontract Work Centers are set up the same as regular work centers with additional information. They are
assigned to routings in the same manner as other work centers.
Subcontract Work Center Fields
This Subcontractor No. field designates the work center as a subcontract work center. You can enter the number
of a subcontractor who supplies the work center. This field can be used to administer work centers, which are not
in-house but perform processing under contract.
If you subcontract with the vendor for a different rate for each process, then select the Specific Unit Cost field.
This lets you set up a cost on each routing line and saves the time of re-entering each purchase order. The cost on
the routing line is used in processing instead of the cost on the work center cost fields. Selecting the Specific Unit
Cost field calculates costs for the vendor by the routing operation.
If you subcontract at a single rate per vendor, leave the Specific Unit Cost field blank. The costs will be set up by
filling in Direct Unit Cost, Indirect Cost %, and Overhead Rate fields.
Routings that use Subcontract Work Centers
Subcontract work centers can be used for operations on routings in the same way as regular work centers.
You can set up a routing that uses an outside work center as a standard operational step. Alternatively, you can
modify the routing for a particular production order to include an outside operation. This might be needed in an
emergency such as a server not working correctly, or during a temporary period of higher demand, where the work
generally performed in-house must be sent to a subcontractor.
For more information, see Create Routings.

Calculate Subcontracting Worksheets and Create Subcontract Purchase

Orders
Once you have calculated the subcontracting worksheet, the relevant document, in this case a purchase order, is
created.
The Subcontracting Worksheet page functions like the Planning Worksheet by calculating the needed supply,
in this case purchase orders, which you review in the worksheet and then create with the Carry Out Action
Message function.

NOTE
Only production orders with status Released can be accessed and used from a subcontracting worksheet.

To calculate the subcontracting worksheet

1. Choose the icon, enter Subcontracting Worksheet, and then choose the related link.
2. To calculate the worksheet, choose the Calculate Subcontracts action.
3. On the Calculate Subcontracts page, set filters for the subcontracted operations, or the work centers
where they are performed, to calculate only the relevant production orders.
4. Choose the OK button.
Review the lines on the Subcontracting Worksheet page. The information in this worksheet comes from
the production order and production order routing lines and flows to the purchase order when that
document is created. You can delete a row from the worksheet without affecting the original information, just
as you can with the other worksheets. The information will reappear the next time you run the Calculate
Subcontracts function.
To create the subcontract purchase order
1. Choose the icon, enter Subcontracting Worksheet, and then choose the related link.
2. Choose the Carry Out Action Message action.
3. Select the Print Orders field to print the purchase order as it is created.
4. Choose the OK button.
If all subcontracted operations are sent to the same vendor location, then only one purchase order is created.
The worksheet line that was turned into a purchase order is deleted from the worksheet. Once a purchase order is
created, it will not appear in the worksheet again.

Posting Subcontract Purchase Orders

Once the Subcontractor Purchase Orders have been created, they can be posted. Receiving the order posts a
Capacity Ledger Entry to the production order and invoicing the order posts the direct cost of the purchase order to
the production order.
When the purchase is posted as received, then an output journal entry is automatically posted for the production
order. This only applies if the subcontract operation is the last operation on the production order routing.
Cau t i on

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.
To post a subcontract purchase order
1. Choose the icon, enter Purchase Orders, and then select the related link.
2. Open a purchase order that is created from the subcontracting worksheet.
On the purchase order lines, you see the same information that was in the worksheet. The Prod. Order No.,
Prod. Order Line No., Operation No., and Work Center No. fields are filled in with the information from
the source production order.
3. Choose the Post action.
When the purchase is posted as received, then an output journal entry is automatically posted for the production
order. This only applies if the subcontract operation is the last operation on the production order routing.
Cau t i on

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
 Planning With or Without Locations
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 Mandatory 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 variations in the scenarios below.

Demand at "Blank Location"

Even if the Location Mandatory check box is selected, the system will allow demand lines to be created without a
location code – also referred to as BLANK location. This is a deviation for the system because it has various setup
values tuned to dealing with locations (see above) and as a result, the planning engine will not create a planning
line for such a demand line. If the Location Mandatory field is not selected but any of the location setup values
exist, then that is also considered a deviation and the planning system will react by outputting the "minimal
alternative":
The item is planned according to: Reordering Policy = Lot-for-Lot ( Order remains Order ), Include Inventory = Yes,
all other planning parameters = Empty.
See variations in the setup scenarios below.
Setup 1:
Location Mandatory = Yes
SKU is set up for RED
Component at Location = BLUE
Case 1.1: Demand is at RED location
The item is planned according to planning parameters on the SKU card (including possible transfer).
Case 1.2: Demand is at BLUE location
The item is planned according to planning parameters on the item card.
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
Component 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
Component 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
Component 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 you can see from 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 stockkeeping units.
Therefore, if you often plan for demand at locations, it is strongly advised to use the Stockkeeping Units feature.

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
5 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.

Sales Forecasts and Production Forecasts

The forecasting functionality in application can be used to create sales or production forecasts, in combination or
independently. For example, most make-to-order companies do not carry finished goods inventory, because each
item is produced when it is ordered. Anticipating orders (sales forecasting) is critical for a reasonable turnaround
time on the finished goods (production forecasting). As an example, component parts with lengthy delivery times,
if not on order or on inventory, can delay production.
The sales forecast is the sales department's best guess at what will be sold in the future, and is specified by
item and by period. However, the sales forecast is not always adequate for production.
The production forecast is the production planner's projection of how many end items and derived
subassemblies to produce in specific periods to meet the forecasted sales.
In most cases, then, the production planner modifies the sales forecast to fit the conditions of production, yet still
satisfies the sales forecast.
You create forecasts manually on the Demand Forecast page. Multiple forecasts can exist in the system, and are
differentiated by name and type. Forecasts can be copied and edited as necessary. Note that only one forecast is
valid for planning purposes at a time.
The forecast consists of a number of records each stating item number, forecast date, and forecasted quantity. The
forecast of an item covers a period, which is defined by the forecast date and the forecast date of the next (later)
forecast record. From a planning point of view, the forecasted quantity should be available at the start of the
demand period.
You must designate a forecast as Sales Item, Component, or Both. The forecast type Sales Item is used for sales
forecasting. The production forecast is created using the Component type. The forecast type Both is only used to
give the planner an overview of both the sales forecast and the production forecast. With this option, the forecast
entries are not editable. By designating these forecast types here, you can use the same worksheet to enter a sales
forecast as you do a production forecast, and use the same sheet to view both forecasts simultaneously. Note that
the system treats the different inputs (sales and production) differently when calculating planning, based on item,
manufacturing, and production setup.

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 if you want filter forecast according to location when calculating a plan.
Note, though, that if location-based forecasts are viewed in isolation, the overall forecast may not be
representative.

To create a demand forecast

1. Choose the icon, enter Demand Forecast, and then choose the related link.
2. On the General FastTab, select a forecast in the Demand Forecast Name field. Multiple forecasts can exist
and are differentiated by name and forecast type.
3. In the Location Filter field, select the location to which this forecast will apply.
4. In the View by field to change the period that is displayed in each column. You can select from the following
intervals: Day, Week, Month, Quarter, Year, or the Accounting Period as set up in your finance area.

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
2 minutes to read • Edit Online

You can create production orders for produced items directly from sales orders.

To create a production order from a sales order

1. Choose the icon, enter Sales Orders, and then choose the related link.
2. Select the sales order you want to create a production order for.
3. Choose the Planning action. On the Sales Order Planning page, you can view the availability of the sales
order item.
4. Choose the Create Prod. Order action.
5. Select the status and order type.
6. Choose the Yes button to create the production order.
You can also choose to make a project production order. For more information, see Plan Project Orders.

See Also
Setting Up Manufacturing
Manufacturing
Inventory
Purchasing
Design Details: Supply Planning
Setup Best Practices: Supply Planning
Working with Business Central
 Plan Project Orders
2 minutes to read • Edit Online

This planning task starts from a sales order and uses the Sales Order Planning page. Once you have created a
project production order, you can plan it further by using the Order Planning page.

To create a project production order

1. Choose the icon, enter Sales Orders, and then choose the related link.
2. Select the sales order that represents the production project, and then choose the Planning action.
3. On the Sales Order Planning page, choose the Create Prod. Order action.
4. On the Create Order from Sales page, in the Order Type field, select Project Order.
5. Choose the Yes button.
6. Choose the icon, enter Production Orders, and then choose the related link.
7. Open the production order just created.
Notice that 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.
8. Choose the Planning action.
9. On the Order Planning page, choose the Refresh action to calculate new demand.
The order header line for the project order is displayed with all unfulfilled demand lines expanded under it.
Although the production order contains lines for several produced items, the total demand for all production order
lines is listed under one order header line on the Order Planning page, and the original customer name is
displayed. You can now proceed to plan for the demand as described in Plan for New Demand Order by Order.

NOTE
Demand lines in the project production order that have Prod. Order in their Replenishment System field represent
underlying production orders. After you have generated these production orders, you must again calculate a plan on the
Order Planning page to identify any unfulfilled component demand for them. In that case, they are displayed as demand
lines under a normal production order header line, meaning, the project relation is no longer visible on the page. However, if
you are using the Order Tracking feature, then you can look back and forth to all supply orders made under the original
sales order.

See Also
Planning
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 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.

To plan for new production order demand

1. Choose the icon, enter Planned Production Orders, and then choose the related link. (You can perform
these steps for planned, firm planned, or released production orders).
2. Open the production order you want to plan for, and then choose the Planning action.
3. On the Order Planning page, choose the Calculate Plan action.
The page displays planning lines according to the view filter Production Demand, meaning unfulfilled
component lines of all existing production orders. Demand for only the one production order is not shown
because it is necessary to plan for one production order with an overview of demand for potentially earlier
components lines. Planning lines for the production order in context are expanded.

To plan for any new demand

1. Choose the icon, enter Order Planning, and then choose the related link.
2. On the Order Planning page, choose the Calculate Plan action.
3. Choose the Expand (+) button in front of the date in the Demand Date field to see the underlying
planning lines that represent demand lines with insufficient availability.
4. For each expanded planning line, that is, demand line, you can see values in information fields at the bottom
of the page.

OPTION DESCRIPTION

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:

OPTION DESCRIPTION

Purchase Creates a purchase order.

Transfer Creates a transfer order.

Prod. Order Creates a production order.

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 Reserve 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 Reserve 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.

To make supply orders

1. Choose the icon, enter Planned Production Orders, and then choose the related link. You can perform
these steps for a planned, firm planned, or released production order.
2. Open the production order you want to plan for, and then choose the Planning action.
3. Place the cursor on a relevant planning line, and then choose the Make Orders action.
4. On the Make Supply Orders page, on the Order Planning FastTab, in the Make Orders for field, select
one of the following options.

OPTION DESCRIPTION

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
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.

Methods for Generating a Plan

Calculate Regenerative Plan: This function processes or regenerates the material plan. This process starts by
deleting all planned supply orders that are currently loaded. All items in the database are replanned.
Calculate Net Change Plan: This function processes a net change plan. Items are considered in net change
planning from two types of changes:
Demand/supply changes: These include modifications to quantities on sales orders, demand forecasts,
assembly orders, production orders, or purchase orders. An unplanned inventory level change is also
considered a quantity change.
Planning parameter changes: These include changes in safety stock, reorder point, routing, bill of
material, and changes to the time bucket or lead time calculation.
Get Action Messages: This function serves as a short-term planning tool by issuing action messages to alert
the user of any modifications made since the last regenerative or net change plan was calculated.
With each planned method, Business Central generates worksheet entries assuming infinite capacity. Work center
and machine center capacity is not considered when you develop schedules.
 IMPORTANT
The Calculate Regenerative Plan function is the most common process. The Calculate Plan and Carry out Action Messages
functions, however, can be used to run the Calculate Net Change Plan process.
The Get Action Messages Plan function can be run between regenerative and net change planning runs to obtain an
immediate view of the effect of schedule changes, but it is not intended as a replacement of full regenerative or net change
planning processes.

To calculate the planning worksheet

1. Choose the icon, enter Planning Worksheets, and then choose the related link.
2. Choose the Calculate Regenerative Plan action to open the Calculate Plan page.
3. On the Options FastTab, fill in the fields as described in the following table.

FIELD DESCRIPTION

MPS Select to initiate the calculation of a master production

schedule. Items with open sales orders or demand
forecasts are considered in this run.

MRP Select to initiate the calculation of material requirements

planning. Items with dependent requirements are
considered in this run. Typically, MPS and MRP are run at
the same time. To run MPS and MRP at the same time, the
Combined MPS/MRP Calculation field must be selected
on the Planning FastTab on the Manufacturing Setup
page.

Starting Date This date is used to evaluate inventory availability. If an

item's on-hand quantity is below the reorder point, the
system forward-schedules a replenishment order from this
date. If an item is below its safety stock (as of the starting
date), the system back-schedules a replenishment order
due on the planning starting date.

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.

The planning horizon is the time that the plan is extended

to. If the horizon is too short, items with a longer lead
time are not ordered on time. If the horizon is too long,
too much time is spent reviewing and processing
information that likely changes before it is needed. It is
possible to set one planning horizon for production and a
longer one for purchases, although it is not required. A
planning horizon for purchases and production should be
set to cover the cumulative lead time for components.
 FIELD DESCRIPTION

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.

Use Forecast Select a forecast that should be included as demand when

you run the planning batch job. The default forecast is set
up on the Planning FastTab on the Manufacturing Setup
page.

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.

Respect Planning Parameters for Exception Warnings By default, this field is selected.

Supply on planning lines with 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 define certain
planning parameters for planning lines to be respected
with certain warnings.

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.

To perform action messages

1. On the Planning Worksheet page, choose the Carry Out Action Message action.
2. On the Options FastTab, specify how to create the supplies. Fill in the fields as described in the following
table.

FIELD DESCRIPTION

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.
 FIELD DESCRIPTION

Purchase Order Specify how you want to create purchase orders. You can
do this directly from the planning line proposals.

If you chose to copy the planning line proposals for

purchase orders to the requisition worksheet, select the
template and worksheet name.

Transfer Order Specify how you want to create transfer orders. You can
do this directly from the planning line proposals.

If you chose to copy the planning line proposals for

transfer orders to the requisition worksheet, select the
template and worksheet name.

Combine Transfer Orders Select if you want to combine transfer orders.

Stop and Show First Error Select if you want the Carry 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.
 ACTION MESSAGE DESCRIPTION

New If a demand cannot be fulfilled by suggesting action messages

to Change Qty., Reschedule, or Reschedule & Change Qty.
on existing orders, the action message New is generated,
which suggests a new order. In addition, the message New is
generated if there are no existing supply orders in the reorder
cycle of the item in question. This parameter determines the
number of periods forward and backward in the availability
profile when it searches for an order to reschedule.

Change Quantity When demand that is tracked to a supply order experiences a

quantity change, the action message Change Qty. is
generated, which indicates that the related supply should be
changed relative to the change in demand. If a new demand
emerges, Business Central searches for the nearest existing
unreserved supply order in the reorder cycle, and issues a
change of action message for that order.

Reschedule When a supply or demand order experiences a date

modification causing an imbalance in the order network, the
action message Reschedule is generated. If there is a one-to-
one relationship between demand and supply, an action
message is generated suggesting that the supply order be
moved accordingly. If the supply-order covers demand from
more than one sales order, the supply order is re-scheduled
equal to the date of the first demand.

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.

Cancel If a demand, which has been covered on an order-to-order

basis, is deleted, an action message is generated to cancel the
related supply order. If the relationship is not order-to-order,
an action message is generated to change in order to reduce
the supply. If through other factors, such as inventory
adjustments, a supply order is not required at the time the
action messages are generated by the user, Business Central
suggests an action message of Cancel in the worksheet.

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
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.

To replan a production order

1. Choose the icon, enter Firm Planned Prod. Orders, and then choose the related link.
2. Open the production order you want to replan.
3. On the Lines FastTab, choose the Lines action, and then choose the Components action.
4. Add a component, which is a produced item or subassembly.
5. From the production order, choose the Replan action.
On the Replan Production Order page, proceed to define how and what to replan.
6. In the Scheduling Direction field, select one of the following options.

OPTION DESCRIPTION

Back Calculates the operation sequence backwards from the

earliest possible ending date, defined by due date and/or
other scheduled orders, to the latest possible starting
date. Note: This default option is relevant in the majority
of situations.
 OPTION DESCRIPTION

Forward Calculates the operation sequence forward from the

earliest latest possible starting date, defined by due date
and/or other scheduled orders, to the earliest possible
ending date. Note: This option is only relevant for
expedite orders.

7. In the Plan field, select whether to calculate production requirements for produced items on the production
BOM, as follows.

OPTION DESCRIPTION

No Levels Do not consider lower level production. This only updates

the item’s schedule, like refresh.

One Level Plan for first-level production demand. First-level

production orders may be created.

All Levels Plan for all-level production demand. All-level production

orders may be created.

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.

To refresh a production order

If you have amended production order lines, components, or routing lines, you must also refresh the information
on the production order. In the following procedure, the components are calculated for a firm planned production
order. The steps are similar for routing lines.
1. Choose the icon, enter Firm Planned Prod. Order, and then choose the related link.
2. Choose the New action. For more information, see Create Production orders.
3. Choose the Refresh action.
4. On the Refresh Production Order page, select one of the following options:

OPTION DESCRIPTION

Scheduling Direction Forward Scheduling starts from the starting

date and proceeds forward to the
finishing date. You must fill in the
starting date to use this option.

Backward Scheduling starts from the ending

date and proceeds backward to the
starting date.
 OPTION DESCRIPTION

Calculate Lines Select this field to calculate the

production order lines.

Routings This field has no influence on

calculating the production lines.

Component Need This field has no influence on

calculating the production lines.

Warehouse Create Inbound Request This field has no influence on

calculating the production lines.

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
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.

To track linked items

Order tracking shows how sales orders, production orders, and purchase orders are related to the manufacturing
order through the planning and reservation systems.
The following describes how to track linked items on a firm planned production order. The steps are similar for all
other order types, and from planning worksheet lines.
1. Choose the icon, enter Firm Planned Prod. Order, and then choose the related link.
2. Open the relevant firm planned production order from the list.
3. On the Lines FastTab, choose the Functions action, and then choose the Order Tracking action.
The lines in the Order Tracking display the documents that are related to the current production order line.

Untracked Planning Elements

The Untracked Planning Elements page opens when you choose the Untracked Qty. field on the order
Planning page. It serves two purposes:
1. To hold information about untracked quantities displayed when the user looks up from the Order Tracking
page to see untracked quantities.
2. To hold warning messages displayed when the user chooses the Warning icon on the Planning Worksheet
page.
The page contains entries which account for an untracked surplus quantity in order tracking network. These
entries are generated during the planning run and explain where the untracked surplus quantity in the order
tracking lines came from. This untracked surplus can come from:
Production forecast
Blanket orders
Safety stock quantity
Reorder point
Maximum inventory
Reorder quantity
Maximum order quantity
Minimum order quantity
Order multiple
Dampener (% of lot size)

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
 Modify Planning Suggestions in a Graphical View
7 minutes to read • Edit Online

A typical planning activity is to change or add planning worksheet lines to modify the suggested supply orders
before you commit them by running the Carry out Action Message function. An alternative to doing this in the
planning worksheet is to use a graphical view.
On the Item Availability by Timeline page, you can modify certain supply orders and suggestions by dragging
elements on the x-axis to change quantity or dragging elements on the y-axis to change due date.
On the Item Availability by Timeline page and the Planning Worksheet page you can make the following
changes:
Modify a suggested supply order that only exists as a planning line.
Modify an existing supply order that the planning system suggests to change.
Create a new suggested supply order and modify it.
For more information about the planning line types that are shown, see the Description field on the Event
Changes FastTab.
When you choose Save Changes on the Item Availability by Timeline page, the modifications that you have
made are copied to the planning or requisition worksheet. You can now implement them using the Carry Out
Action Msg.-Plan. function.
The following procedure shows how to modify supply suggestions by drag and drop. As an alternative, you can
change the Due Date and Quantity fields on the Event Changes FastTab and immediately see the changes
graphically on the Timeline FastTab on the Planning Worksheet page.

To modify suggested supply orders in the graphical view

1. Choose the icon, enter Item Availability by Timeline, and then choose the related link.
The Item Availability by Timeline page opens with the item number, location, and variant of the item on
the selected planning line prefilled in the Options FastTab. The Timeline FastTab shows a graphical
representation of the item’s projected inventory, including planning suggestions.
2. Make sure that the Include Planning Suggestions field is selected.
3. Find the suggested supply order that you want to modify. You can identify modifiable elements by the green
circle and the disk icon. For more information about the different symbols, see Symbols and Icons on the
Timeline FastTab.
4. Place the pointer over the green circle until it enlarges and the pointer changes to Move shape (four
arrows).
5. Press and hold the mouse button while you drag the pointer up or down to modify the quantity. Press and
hold the mouse button while you drag the pointer left or right to modify the due date.
6. In addition to moving elements by drag and drop, you can modify planning suggestions by using a number
of drop-down menu functions. Access the drop-down menu for the green circle of a suggested supply
element and select one the following functions
 FUNCTION DESCRIPTION

Create New Supply Creates a new element point where you access the drop-
down menu, which represents a new suggested supply
order. It becomes a new line in the planning worksheet
when you choose Save Changes.

NOTE: If the Location Filter or Variant Filter fields on

the Options FastTab are empty or have more than one
filter value, then the new supply is created and later saved
to the planning or requisition worksheet with the following
codes:

* If the filter field is empty, then the new supply is created

without a location or variant code.

* If more than one filter value is defined, then the new

supply is created for the first filter value according to the
sorting method.

If you want another variant or location code, then you

must manually change it on the new planning line.

Auto-Adjust Supply Optimizes a new supply that you have created in the
graph by making sure that it results in zero inventory
before the next supply.

Delete Supply Deletes the element in the Timeline FastTab and deletes
the planning line when you choose Save Changes. The
icon changes to a disk that has a red cross when the
supply has been deleted.

NOTE: You can only delete a supply of action message

type New. After you choose Save Changes, you must
manually delete the planning line in question in the
planning or requisition worksheet.

7. Choose the Reload action if you want to reset all the changes that you have made after you last opened the
Item Availability by Timeline page or selected Reload.
8. When the elements are placed where you want them in the diagram, choose Save Changes to copy
modified quantity and date changes to the planning or requisition lines that represent the graphical
elements.
To implement the supply plan changes, you must follow the resulting action messages from the planning or
requisition worksheet. For more information, see Carry Out Action Msg.-Plan..

Symbols and Icons on the Timeline FastTab

SYMBOL/ICON DESCRIPTION

Black cross Orders (both supply and demand).

- Cannot be modified.
- Visible when the Show Projected Inventory field is
selected (orange graph).
 SYMBOL/ICON DESCRIPTION

Red circle Existing supply orders that are not in planning suggestions.

- Cannot be modified.
- Visible when the Show Projected Inventory field is
selected (orange graph).

Yellow star Forecast demand.

- Cannot be modified.
- Visible when the Forecast Name field has a value.

When both the Show Projected Inventory and the Include

Planning Suggestions fields are selected, then each yellow
star has a linked counterpart in the opposite graph. This
illustrates how a suggested supply fulfills the forecasted
demand.

Green circle with an icon shaped as a disk that has a red cross Suggested supply order with action message Cancel.

- Cannot be modified.
- Visible when the Include Planning Suggestions field is
selected (green graph).

Green circle with an icon shaped as a disk that has a star Suggested supply orders with action message New.

- Can be modified.
- Visible when the Include Planning Suggestions field is
selected (green graph).

Green circle with an icon shaped as a disk that has one or two Suggested supply orders with action message Reschedule,
arrows Change Qty., or Resched. and Chg. Qty.

- Can be modified.
- Visible when the Include Planning Suggestions field is
selected (green graph).

The arrows reflect the direction of the planning suggestion.

For example, a left arrow together with an up arrow reflects a
Resched. and Chg. Qty. action message that consists of a
backward rescheduling and a quantity increase.

When you access the drop-down menu for the Timeline FastTab, the following functions appear depending what
you choose

FUNCTION DESCRIPTION
 FUNCTION DESCRIPTION

Create New Supply Creates a new element on the point where you access the
drop-down menu, which represents a new suggested supply
order. It becomes a new line in the planning worksheet when
you choose Save Changes on the Process tab.

Any filter values that are defined in the Location Filter or

Variant Filter fields on the Options FastTab will be applied to
the new supply order. Note: If the filter fields are empty or
have more than one filter value, then the new supply order is
created by using the following codes:
If the filter field is empty, then the new supply is
created without a location or variant code.
If more than one filter value is defined, then the new
supply is created by using the first filter value
according to the sorting order.
If you want another variant or location code in the new supply
order, then you must manually change it on the new planning
line.

Auto-Adjust Supply Optimizes a new supply that you have created in the graph by
making sure that it creates zero inventory before the next
supply.

Delete Supply Deletes the element in the Timeline FastTab and deletes the
planning line when you choose Save Changes on the
Process tab. The icon changes to a disk that has a red cross
when the supply has been deleted. Note: You can only delete
a supply of action message type New. After you choose Save
Changes on the Process tab, you must manually delete the
planning line in question in the planning or requisition
worksheet.

Show Document Opens the order, planning line, or forecast that the element
represents.

Zoom Out (Ctrl++) Makes the scale of the x-axis larger, so that fewer days are
shown. Note: You can also do this by pressing Ctrl + scroll
mouse wheel.

Zoom In (Ctrl+-) Makes the scale of the x-axis smaller, so that more days are
shown. Note: You can also do this by pressing Ctrl + scroll
mouse wheel.

Reset Zoom (Ctrl+0) Reverts the scale of the x-axis to what was used before you
zoomed.

In addition to the keyboard actions that were mentioned earlier, you can also use the following keyboard actions in
the TimeLine FastTab.

KEYBOARD ACTION DESCRIPTION

Ctrl + scroll mouse wheel Changes the scale of the x-axis.

Select an element, then press Shift+Arrow Moves the element in the direction of the arrow stroke.
 KEYBOARD ACTION DESCRIPTION

Tab Moves to the next element.

Shift+Tab Moves to the previous element.

While moving an element, press Esc. Cancels the move. Note: Does not work if you have released
the mouse button.

See Also
Planning
Setting Up Manufacturing
Manufacturing
Inventory
Purchasing
Design Details: Supply Planning
Setup Best Practices: Supply Planning
Working with Business Central
 Assembly Management
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 a sales order 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 Understanding Assemble to Order and Assemble to
right before shipping sales orders and assembling items Stock
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.

Customize an assembly item to a customer’s request Quote an Assemble-to-Order Sale

during the sales process, and convert to a sale when
accepted.
 TO SEE

Combine components to create an item in a simple Assemble Items

process, to order or to stock.

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 Sell Assemble-to-Order Items and Inventory Items
and all items are not available, initiate an assembly order Together
to automatically supply a part or all of the sales order
quantity.

Make customized assembly items for blanket sales Create Blanket Assembly Orders
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 Work with Bills of Material
and production BOMs and the involved processing
differences.

Learn how assembly consumption and output are Design Details: Assembly Order Posting
handled when you post assembly orders and how the
derived item and resource costs are processed and
distributed to the general ledger.

See Related Training at Microsoft Learn

See Also
Work with Bills of Material
Inventory
Design Details: Warehouse Management
Working with Business Central

Start a free trial!

 Understanding Assemble to Order and Assemble to
Stock
5 minutes to read • Edit Online

Assembly items can be supplied in the following two processes:

Assemble to order.
Assemble to stock.

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 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 explains the rules that define the minimum and maximum values that you can enter manually in
the Quantity to Assemble 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.

SALES ASSEMBLY
ORDER ORDER
LINE HHEADER

Quantity Qty. to Qty. to Quantity Quantity Quantity Assembl Remainin

Ship Assembl Shipped to ed g
e to Assembl Quantity Quantity
Order e
 SALES ASSEMBLY
ORDER ORDER
LINE HHEADER

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
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.

To create a sales quote for an assemble-to-order item

1. Choose the icon, enter Sales Quote, and then choose the related link.
2. Create a sales quote line with one line for an assembly item. For more information, see Make Sales Quotes.
3. In the Qty. to Assemble to Order field, enter the full quantity.

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 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
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.

To sell an item that is assembled to order

1. Choose the icon, enter Sales Orders, and then choose the related link.
2. Create a sales order. For more information, see Sell Products.
3. In the No. field, enter an item that is set up to be assembled to order.
4. In the Location Code field, define which location the item will be sold from. The assembly process will
occur at that location.
5. In the Quantity field, enter how many units to sell.

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 Starting 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
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.

To sell inventory items in assemble-to-order flows

1. Choose the icon, enter Sales Orders, and then choose the related link.
2. Create a sales order. For more information, see Sell Products.
3. On a sales order line for an assemble-to-order item, in the Quantity field, enter the demanded quantity.
4. In the Sales Line Details FactBox, determine if all or some of the demanded quantity is available.
5. In the Qty. to Assemble to Order field, deduct the available quantity so that only the unavailable quantity
is assembled to the order. The Reserved Quantity field is decreased accordingly to reflect that the order-
to-order link, or reservation, only applies to the quantity to be assembled.
6. On the Lines FastTab, choose Functions, and then choose the Reserve action.
7. On the Reservation page, select the item ledger entry line or lines that contain the available quantities,
choose the Reserve from Current Line action, and then choose the OK button.
 On the Sales Order page, the Reserved Quantity field now shows that the whole order line quantity is
reserved. The Qty. to Assemble to Order field still reflects the subquantity that has to be assembled.
8. Release the sales order for picking of the inventory items and for assembly of the unavailable items. For
more information, see Assemble Items.
Cau t i on

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
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.

To sell assemble-to-order items and inventory items together

1. On a sales order line for an item that is set up to be assembled to stock, enter a quantity in the Quantity field
that exceeds inventory. The Check Availability page appears. For more information, see View the Availability
of Items.
2. Note the Total Quantity field (a negative value), which you will enter in the next step.
3. In the Qty. to Assemble to Order field, enter the value from the previous step.
4. Perform any changes to the assembly components. For more information, see Sell Items Assembled to Order.
5. Proceed to release the sales order, to prepare it for picking of the inventory items and for assembly of the
unavailable items. For more information about these standard assembly steps, see Assemble Items.
Cau t i on

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
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.

To create a blanket assembly order for an assemble-to-order item

1. Choose the icon, enter Blanket Sales Orders, and then choose the related link.
2. Create a new blanket sales order with one line for an assembly item. For more information, see Create
Blanket Sales Orders.
3. In the Qty. to Assemble to Order field on the blanket assembly order line, enter the full quantity.

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
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.

To undo posting of an assembly order

1. To undo a fully or partially posted assembly order, Choose the icon, enter Posted Assembly Orders, and
choose the related link.
The Posted Assembly Orders page opens showing one or more posted assembly orders that are posted
from the assembly order in question. Each partial posting creates a separate posted assembly order.
2. Open the posted assembly order that you want to undo, and then choose the Undo Assembly action.
If the posted assembly order that you want to undo relates to a fully posted assembly order that is now
 deleted, then you have the option to recreate it, typically because you want to reprocess it.
3. If you want to recreate the assembly order, choose the Yes button. To undo the posting without recreating
the related assembly order, choose the No button.
The Reversed field on the assembly order header changes to Yes. The assembly order posting is now reversed,
and you can proceed to process the entire assembly order if you chose to recreate it or the open assembly order
that you have restored to its original state.

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
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.

Assembly BOMs or Production 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.
An assembly BOM is the master data that defines which component items go into an assembled end item and
which resources are used to assemble the assembly item. When you enter an assembly item and a quantity in
the header of a new assembly order, then the assembly order lines are automatically filled according to the
assembly BOM with one assembly order line per component or resource. For more information, see Assembly
Management.
Assembly BOMs are described in this topic.
You use production orders for making end items from components in a complex process that requires a
production routing and work or machine centers, which represent production capacities. For example, a
production process could be to cut steel plates in one operation, weld them in the next operation, and paint the
end item in the last operation. For more information, see Manufacturing.
A production BOM is the master data that defines a production item and the components that go into it. for
assembly items, the production BOM must be certified and assigned to the production item before it can be
used in a production order. When you enter the production item on a production order line, either manually or
by refreshing the order, then the production BOM content becomes the production order components. For
more information, see Create Production BOMs.
The concept of resources in production is much more advanced than in assembly management. Work centers
and machine centers function as resources, and production steps are represented by operations that are
assigned to resources in production routings. For more information, see Create Routings.
Both assembly orders and production orders may be linked directly to sales orders. However, you can only use
assembly orders to customize the end item directly for a customer request with the sales order.

To create an assembly BOM

To define a parent item that consists of other items, and potentially of resources required to put the parent
together, you must create an assembly BOM.
Assembly BOMs usually contain items but can also contain one or more resources that are required to put the
assembly item together.
Assembly BOMs can have multiple levels, which means that a component on the assembly BOM can be an
assembly item itself. In that case, the Assembly BOM field on the assembly BOM line contains Yes.
Special requirements apply to items on assembly BOMs with regards to availability. For more information, see
To see the availability of an item by its use in assembly BOMs.
There are two parts to creating an assembly BOM:
Setting up a new item
Defining the BOM structure of the assembly item.
1. Set up a new item. For more information, see Register New Items.
Proceed to enter components or resources on the assembly BOM.
2. On the Item Card page for an assembly item, choose the Assembly action, and then choose the
Assembly BOM action.
3. On the Assembly BOM page, fill in the fields as necessary. Hover over a field to read a short
description.

To edit assembly BOMs

You can edit the lines on an assembly BOM at any time. But be aware that the BOM may be in use on ongoing
sales or assemblies of the parent, which may be affected by the change. Choose the Where-Used action to see
in which items it is being used and then whether sales or assembly orders may be affected.
1. Choose the icon, enter Items, and then choose the related link.
2. Choose the Yes value in the Assembly BOM column.
3. On the Assembly BOM page, choose the Edit List action, and then change any field as needed.

To view components and resources indented according to the BOM

structure
From the Assembly BOM page, you can open a separate page that shows the components and any resources
indented according to their BOM position under the assembly item.
1. Choose the 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 Show BOM action.

To replace the assembly item with its components on document lines

From any sales and purchase document that contains an assembly item, you can use a special function to
replace the line for the assembly item with new lines for its components. This function is useful, for example, if
you want to sell the components as a kit that represents the assembly item.
Caution: 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. In the top right corner, choose the Search for Page or Report 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 Explode BOM function is also available on the Assembly BOM page.

To calculate the standard cost of an assembly item

You calculate the unit cost of an assembly item by rolling up the unit cost of each component and resource in
the item’s assembly BOM.
You can also calculate and update the standard cost for one or many items on the Standard Cost Worksheet
page. For more information, see Update Standard Costs.
The unit cost of an assembly BOM always equals the total of the unit costs of its components, including other
assembly BOMs, and any resources.
1. In the top right corner, choose the Search for Page or Report 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.

OPTION DESCRIPTION

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
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.

ACTION DESCRIPTION

Initialize Posting 1. Make preliminary checks.

2. Add posting number and modify the assembly order header.
3. Release the assembly order.
 ACTION DESCRIPTION

Post 1. Create the posted assembly order header.

2. Copy comment lines.
3. Post assembly order lines (consumption):

a. Create a status page to calculate assembly

consumption.
b. Get the remaining quantity on which the item
journal line will be based.
c. Reset the consumed and remaining quantities.
d. For assembly order lines of type Item:

a. Populate fields on the item journal line.

b. Transfer reservations to the item journal
line.
c. Post the item journal line to create the
item ledger entries.
d. Create warehouse journal lines and post
them.
e. For assembly order lines of type Resource:

a. Populate fields on the item journal line.

b. Post the item journal line. This creates
capacity ledger entries.
c. Create and post resource journal line.
f. Transfer field values from the assembly order
line into a newly created posted assembly order
line.
4. Post the assembly order header (output):

a. Populate fields on the item journal line.

b. Transfer reservations to the item journal line.
c. Post the item journal line to create the item
ledger entries.
d. Create warehouse journal lines and post them.
e. Reset the assembly quantities and remaining
quantities.

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.

Performing the Adjustment

The spreading of detected adjustments from material and resource costs onto the assembly output entries is
performed by the Adjust Cost – Item Entries batch job. It contains the Make Multilevel Adjustment function,
which consists of the following two elements:
Make Assembly Order Adjustment – which forwards cost from material and resource usage to the assembly
output entry. Lines 5 and 6 in the algorithm below are responsible for that.
Make Single Level Adjustments – which forwards costs for individual items using their costing method. Lines 9
and 10 in the algorithm below are responsible for that.

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.

Assembly Costs are Always Actual

The concept of work in process (WIP ) does not apply in assembly order posting. Assembly costs are only posted as
actual cost, never as expected cost. For more information, see Design Details: Expected Cost Posting.
This is enabled by the following data structure.
In the Type field on item journal lines, in the Capacity Ledger Entry and Value Entry tables, Resource is used
 to identify assembly resource entries.
In the Item Ledger Entry Type field on item journal lines, in the Capacity Ledger Entry and Value Entry
tables, Assembly Output and Assembly Consumption are used to identify the output assembly item entries and
the consumed assembly component entries respectively.
In addition, posting group fields on the assembly order header and assembly order lines are populated by default
as follows.

ENTITY TYPE POSTING GROUP GEN. PROD. POSTING GROUP

Assembly Order Header Item Inventory Posting Group Gen. Prod. Posting Group

Assembly Order Line Item Inventory Posting Group Gen. Prod. Posting Group

Assembly Order Line Resource 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
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

Understand how production orders work. About Production Orders

Create production orders manually. Create Production Orders

Outsource all or selected operations in a production Subcontract Manufacturing

order to a subcontractor.

Record and post production output along with material Post Consumption and Output for One Released
and time consumption for a single released production Production Order Line
order line.

Batch post the quantity of components used per Batch Post Consumption
operation in a journal that can processes multiple
planned production orders.

Post the quantity of finished items and the time spent Batch Post Output and Run Times
per 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.
 TO SEE

Post the number of items produced in each finished Post Scrap

operation which do not qualify as finished output, but as
scrapped material.

View the shop floor load as a result of planned and View the Load in Work and Machine Centers
released production orders.

Use the Capacity Journal page to post consumed Post Capacities

capacities that are not assigned to a production order,
such as maintenance work.

Calculate and adjust the cost of finished production About Finished Production Order Costs
items and consumed components for financial
reconciliation.

See Also
Setting Up Manufacturing
Planning
Inventory
Purchasing
Working with Business Central

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 About Production Orders
13 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

Production Order Creation

Production orders can be created on an order-by-order basis manually from the Production Order page, or
generated from the Sales Order Planning or Order Planning pages. Multiple orders are created from the
Planning Worksheet page.
Production orders are created using information from:
Items
Production BOMs
Routings
Machine centers
Work centers

Limitations on Production Order Creation

Production orders are automatically reserved and tracked to their source when:
Created from the Planning Worksheet
Created with the Order function on the Sales Order Planning page
Created from the Order Planning page
Using the Replan function on production orders
For more information, see Track Relations Between Demand and Supply.
Production orders created through other means are not automatically reserved and tracked.

Production Order Status

The production order status controls how the production order behaves within application. The form and content
of the production are dictated by the order's status. The production orders are displayed in different pages
according to their status. You cannot change the status of a production order manually; you must use the Change
Status function.
Simulated Production Order
The Simulated Production Order is unique based on the following characteristics:
As its name implies, it is a simulation and its main purpose is for quoting and costing - such as when the
Research and Development department wants to get a cost estimate on a proposed item. A simulated
production order serves as an example of a production order.
It does not influence the planning of orders. Planning (MPS and MRP ) neither considers nor is affected by
simulated production orders. Also, a simulated production order cannot be used as a template because it
disappears when you change its status.
Planned Production Order
The Planned Production Order is unique because of the following characteristics:
You can automatically create a planned production order from a sales order.
Planned production orders are like released production orders and provide input to capacity requirements
planning by showing the total capacity requirements by work center or machine center.
A planned production order represents the best estimate of the future load for the work center or machine
center load based on available information. Typically, they are generated from planning, but can also be created
manually. Because they are erased during subsequent planning generations, manual creation is not practical.
Their generation in planning results in a suggested "planned order release" that includes quantity, release date,
and due date. The planning system logic is based on the replenishment system, reorder policies, and order
modifiers that it encounters in the net requirements planning process.
To view their impact, look at the load for each work center or machine center on the planned production order's
routing.
Firm Planned Production Order
The Firm Planned Production Order is unique because of the following characteristics:
You can automatically create a firm planned production order from a sales order.
A firm planned production order acts as a placeholder in the planning schedule for some future job released to
the floor.
A firm planned production order can be generated from planning or created manually or from sales orders.
They are not erased during subsequent planning.
Their generation in planning results in a suggested "planned order release" that includes: quantity, release date,
and due date. The planning system logic is based on the replenishment system, reorder policies, and order
modifiers that it encounters in the net requirements planning process.
To view their impact, look at the load for each work center or machine center on the firm planned production
order's routing.
Released Production Order
The Released Production Order is unique based on the following characteristics:
You can automatically create a released production order from a sales order.
When a production order has been released, it does not necessarily mean that materials have been picked or
the job has physically moved to its first operation.
 In a MTO (Make-to-Order) environment, it is not unusual to create a released production order immediately
after the entry of the sales order.
Actual material consumption and product output can be recorded manually with a released production order. In
addition, automatic flushing of consumption and product output only occurs for released production orders.
Finished Production Order
The Finished Production Order is unique based on the following characteristics:
A finished production order is typically one that has been manufactured.
Finishing the production order is an important task in completing the costing lifecycle of the item that is being
produced. By finishing a production order, costing can be adjusted and reconciled.
Finished production orders are used for statistical reporting and to support the ability to track back to other
orders (sales, production, and purchase, for example). The ability to track back to a finished production order
allows you to review the detailed history.
Finished production orders can never be changed.

Production Order Execution

Once a production order has been created and scheduled, it has to be released to the shop floor to be executed.
During execution of the order, you record:
Materials picked or consumed
How much time was spent working on the order
Quantity of the parent item produced
This information can be recorded manually or through automatic reporting, according to the items setup in the
Flushing Method field.
Material Consumption
The application offers a variety of options for how a manufacturing company might want to record material
consumption. For example, material consumption may be recorded manually, which might be desirable if there are
frequent component substitutions or greater than expected scrap.
Consumption of materials may be processed through the consumption journal, but also may be recorded
automatically by application, known as automatic reporting. The reporting methods are:
Manual
Forward
Backward
Manual consumption reporting uses the consumption journal to specify material picking.
Forward consumption reporting assumes the expected quantity of all materials for the entire order is consumed at
the release of a production order, unless using routing link codes. When using routing link codes, the material
consumed after the start of the operational step is recorded in the Output Journal. To forward flush the entire
production order, you need to do two things:
All items in the top-level production BOM need to have forward flushing selected on their respective item card.
All routing link codes on the production BOM must be removed.
Backward consumption reporting records the actual quantity of all material picked or consumed when the status of
a production order is changed to Finished, unless using routing link codes. When using routing link codes, the
material is consumed after a quantity of the parent item is recorded for the operational step in the Output Journal.
When the Production Order is refreshed, the flushing method is copied from the item card. Because the flushing
method for each production order component controls how and when the consumption is recorded, it is important
to note that you can change flushing method for specific items directly on the Production Order.
Automatic Consumption Posting (Flushing)
The advantage of automatic flushing is that it greatly reduces data entry. 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. The Automatic Reporting
methods are:
Forward Flush the Entire Order
Forward Flushing by Operation
Back Flushing by Operation
Back Flushing the Entire Order
Automatic Reporting - Forward Flush the Entire Order
If you forward flush the production order at the start of the job, the behavior of application is very similar to a
manual consumption. The major difference is that consumption happens automatically.
The entire contents of the production BOM are consumed and deducted from inventory at the time the
released production order is refreshed.
The consumption quantity is the quantity per assembly stated on the production BOM, multiplied by the
number of parent items you are building.
There is no need to record any information in the consumption journal if all of the items are to be flushed.
When consuming items from inventory, it does not matter when output journal entries are made, because the
output journal has no effect on this mode of consumption posting.
No routing link codes can be set.
Forward flushing an entire order is suited in production environments with:
A low number of defects
A low number of operations
High component consumption in early operations
Automatic Reporting - Forward Flushing by Operation
Flushing by operation allows you to deduct inventory during a specific operation in the routing of the parent item.
Material is tied to the routing using routing link codes, which correspond to routing link codes applied to
components in the production BOM.
The flush takes place when the operation that has the same routing link code is started. Started means that some
activity is recorded in the output journal for that operation. And that activity might just be that a setup time is
entered.
The amount of the flush is for the quantity per assembly stated on the production BOM multiplied by the number
of parent items being built (expected quantity).
This technique is best employed when there are many operations and certain components are not needed until late
in the assembly sequence. In fact, a Just-in-Time (JIT) setup might not even have the items on hand when the RPO
is begun.
Material can be consumed during operations by using routing link codes. Some components may not be used until
final assembly operations and should not be withdrawn from stock until that time.
Automatic Reporting - Back Flushing by Operation
Back flushing by operation records consumption after the operation is posted in the output journal.
The advantage of this method is that the number of parent parts finished in the operation is known.
Material in the production BOM is linked to the routing records using routing link codes. The back flush takes
place when an operation with a particular routing link code is posted with a finished quantity.
The amount of the flush is for the quantity per assembly stated on the production BOM multiplied by the number
of parent items that were posted as output quantity at that operation. This might be different from the expected
quantity.
Automatic Reporting - Back Flushing the Entire Order
This reporting method does not consider routing link codes.
No components are picked until the released production order status is changed to Finished. The amount of the
flush is the quantity per assembly stated on the production BOM multiplied by the number of parent items that
were finished and placed into inventory.
Backward flushing the entire production order requires the same setup as for forward flushing: The reporting
method must be set to backward on each item card for all items within the parent BOM to be reported. In addition,
all routing link codes must be removed from the production BOM.
Production Output
The application provides you with the capability to track how much time is spent working on a production order, in
addition to recording the quantity produced. This information can help you more accurately determine the costs of
production. Also, manufacturers using a standard costing system may want to record actual information in order to
help them develop better standards.
Output may be processed through the output journal, but also may be recorded automatically by application. The
application copies the flushing method from the machine center or work center card to the production order
routing when refreshing. As with material consumption, there are three reporting methods for output:
Manual
Forward
Backward
Manual method uses the Output Journal to specify time consumed and quantity produced.
Forward method records the expected output (and time), which is automatically recorded at the release of a
Production Order. Routing link codes are not a factor in the forward flushing of the output.
Backward method records the expected output (and time), which is automatically recorded at the finish of a
Production Order. Routing link codes are not a factor in the back flushing of the output.
Posting Consumption and Output
You can use any combination of automatic flushing and manually recorded information for both consumption and
output. For example, you may want to automatically forward flush components, but still use the Consumption
Journal to record scrap. Similarly, you may want to automatically record output, but use the Output Journal to
record scrap of the parent item or additional time spent on the order.
Finally, if you enter consumption and output manually, you need to determine the sequence in which you are going
to record this information. You can record consumption first and use a shortcut method to enter the information,
which is based on expected quantity of output. Or, you can enter output first, using the Explode Routing function.
You would then record consumption based on actual quantity of output.
Production Journal
The Production Journal combines the functions of the Consumption Journal and Output Journals into one journal,
which is accessed directly from the Released Production Order.
The purpose of the Production Journal is to provide a single interface for you to register consumption and output
from a Production Order.
The Production Journal has a simple view and provides you with the ability to:
 Easily record output and consumption related to a Production Order
Relate the components to operations
Relate actual operation data with the standard estimates on the Production Order routing and component lines
Post and print an overview of registered operation data for the Production Order
The Production Journal performs many of the same functions as the Consumption and Output journals.
Dimensions, Item Tracking, and Bin Contents are handled in the same way as on the Consumption and Output
journals.
However, the Production Journal differs from the Consumption and Output journals in the following ways:
It is called directly from a released production order line and preset with the relevant data.
It allows you to define which types of components to handle based on a flushing method filter on the journal.
Quantities and times already posted for the order are displayed at the bottom of the journal as actual entries.
Fields where data entry is irrelevant are blank and non-editable.
The user can set up the way output quantities are preset in the journal - for example, that the last operation
must have zero as Output Quantity.
If you happen to exit the journal without posting your changes, a request message is displayed allowing you to
stay in the journal.
It displays operations and components together in a logical structure that provides an overview of the
production process.
In the production journal, 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.

See Also
Manufacturing
Setting Up Manufacturing
Planning
Inventory
Purchasing
Working with Business Central
 Create Production Order Headers
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.

To create a production order header

1. Choose the icon, enter Firm Planned Prod. Orders, and then choose the related link.
2. Choose the New action.
3. In the No. field, insert the next number in the series.
4. In the Source Type field, select the source of the production order.
Here you can select to produce for a family of items. For more information, see Work With Production
Families.
5. In the Source No. field, select the item number, family, or sales header for which the production order is to
be generated.
6. Fill in the Quantity and Due Date fields according to your specifications.
When production requirements change, such as components or operations, you can quickly replan the production
order. For more information, see Replan or Refresh Production Orders Directly.

See Also
Manufacturing
Setting Up Manufacturing
Planning
Inventory
Purchasing
Working with Business Central
 Subcontract Manufacturing
6 minutes to read • Edit Online

Subcontracting selected operations to vendor is common in many manufacturing companies. Subcontracting can
be a rare occurrence or can be an integral part of all production processes.
Business Central provides several tools for managing subcontract work:
Work Centers with assigned vendor: This feature enables you to set up a work center that is associated with a
vendor (subcontractor). This is called a subcontract work center. You can specify a subcontract work center on a
routing operation, which allows you to easily process the subcontracted activity. In addition, the cost of the
operation can be designated at the routing or the work center level.
Work Center cost based on units or time: This feature enables you to specify whether costs associated with the
work center are based on the production time or a flat charge per unit. Although subcontractors commonly use
a flat charge per unit to charge for their services, the application can handle both options (production time and
flat charge per unit).
Subcontracting Worksheet: This feature allows you to find the production orders with material ready to send to
a subcontractor and to automatically create purchase orders for subcontract operations from production order
routings. The application automatically posts the purchase order charges to the production order during the
posting of the purchase order. Only production orders with a status of released can be accessed and used from
a subcontracting worksheet.

Subcontract Work Centers

Subcontract Work Centers are set up the same as regular work centers with additional information. They are
assigned to routings in the same manner as other work centers.
Subcontract Work Center Fields
This Subcontractor No. field designates the work center as a subcontract work center. You can enter the number
of a subcontractor who supplies the work center. This field can be used to administer work centers, which are not
in-house but perform processing under contract.
If you subcontract with the vendor for a different rate for each process, then select the Specific Unit Cost field.
This lets you set up a cost on each routing line and saves the time of re-entering each purchase order. The cost on
the routing line is used in processing instead of the cost on the work center cost fields. Selecting the Specific
Unit Cost field calculates costs for the vendor by the routing operation.
If you subcontract at a single rate per vendor, leave the Specific Unit Cost field blank. The costs will be set up by
filling in Direct Unit Cost, Indirect Cost %, and Overhead Rate fields.
Routings that use Subcontract Work Centers
Subcontract work centers can be used for operations on routings in the same way as regular work centers.
You can set up a routing that uses an outside work center as a standard operational step. Alternatively, you can
modify the routing for a particular production order to include an outside operation. This might be needed in an
emergency such as a server not working correctly, or during a temporary period of higher demand, where the
work generally performed in-house must be sent to a subcontractor.
For more information, see Create Routings.

Calculate Subcontracting Worksheets and Create Subcontract

Purchase Orders
Once you have calculated the subcontracting worksheet, the relevant document, in this case a purchase order, is
created.
The Subcontracting Worksheet page functions like the Planning Worksheet by calculating the needed supply,
in this case purchase orders, which you review in the worksheet and then create with the Carry Out Action
Message function.

NOTE
Only production orders with status Released can be accessed and used from a subcontracting worksheet.

To calculate the subcontracting worksheet

1. Choose the icon, enter Subcontracting Worksheet, and then choose the related link.
2. To calculate the worksheet, choose the Calculate Subcontracts action.
3. On the Calculate Subcontracts page, set filters for the subcontracted operations, or the work centers
where they are performed, to calculate only the relevant production orders.
4. Choose the OK button.
Review the lines on the Subcontracting Worksheet page. The information in this worksheet comes from
the production order and production order routing lines and flows to the purchase order when that
document is created. You can delete a row from the worksheet without affecting the original information,
just as you can with the other worksheets. The information will reappear the next time you run the
Calculate Subcontracts function.
To create the subcontract purchase order
1. Choose the icon, enter Subcontracting Worksheet, and then choose the related link.
2. Choose the Carry Out Action Message action.
3. Select the Print Orders field to print the purchase order as it is created.
4. Choose the OK button.
If all subcontracted operations are sent to the same vendor location, then only one purchase order is created.
The worksheet line that was turned into a purchase order is deleted from the worksheet. Once a purchase order is
created, it will not appear in the worksheet again.

Posting Subcontract Purchase Orders

Once the Subcontractor Purchase Orders have been created, they can be posted. Receiving the order posts a
Capacity Ledger Entry to the production order and invoicing the order posts the direct cost of the purchase order
to the production order.
When the purchase is posted as received, then an output journal entry is automatically posted for the production
order. This only applies if the subcontract operation is the last operation on the production order routing.
Cau t i on

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.
To post a subcontract purchase order
1. Choose the icon, enter Purchase Orders, and then select the related link.
2. Open a purchase order that is created from the subcontracting worksheet.
On the purchase order lines, you see the same information that was in the worksheet. The Prod. Order
No., Prod. Order Line No., Operation No., and Work Center No. fields are filled in with the information
from the source production order.
3. Choose the Post action.
When the purchase is posted as received, then an output journal entry is automatically posted for the production
order. This only applies if the subcontract operation is the last operation on the production order routing.
Cau t i on

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
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.

To register consumption and output

1. Choose the icon enter Released Prod. Orders, and then choose the related link.
2. Open a released production order line that is ready for registration, and then on the Lines FastTab, choose
the Line action, and then choose the Production Journal action.
The Production Journal page opens showing journal lines for the production order line according to the
Prod. Order Component and Prod. Order Routing pages. These lines originate from the production
BOM and routing assigned to the item that is being produced. For more information, see Create Production
BOMs.
3. In the Posting Date field at the top of the journal, enter a posting date that applies to all lines. The work
date is entered by default. The field is meant as a quick way to align posting dates on all lines, if relevant.

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.
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.
5. Proceed to enter the relevant consumption and output quantities in the editable fields.

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
2 minutes to read • Edit Online

If the flushing method is Manual, you must post the components manually, using a consumption journal.
You can also set the system up to automatically post (flush) components when you start or finish production
orders. For more information, see Enable Flushing of Components According to Operation Output.

To post consumption for one or more production order lines

1. Choose the icon, enter Consumption Journal, and then choose the related link.
2. Fill in the fields with the production order data and the consumption data. Hover over a field to read a short
description.
If the warehouse location where the components are stored is set up to use bins but does not require pick
processing, assign a bin code to the journal line to indicate where the items should be taken from in the
warehouse. For more information, see Pick for Production or Assembly.
3. Choose the Post action to post the consumption. The related item ledger entries are reduced.

See Also
Manufacturing
Setting Up Manufacturing
Planning
Inventory
Purchasing
Working with Business Central
 Batch Post Output and Run Times
2 minutes to read • Edit Online

The output quantity represents the work progress in the form of the finished quantity.

NOTE
Only when you post output quantity on the last operation, the inventory is updated automatically.

To post output quantities 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. Hover over a field to read a short
description.
3. If the operation has been completed, select the Finished field.
If the warehouse location where the items should be put away uses bins but does not require put-away
processing, assign a bin code to the journal line to specify where the items should be placed in the
warehouse. For more information, see Put Away Production or Assembly Output.
4. Choose the Post acto post the operations. The output quantity will be posted. The item is now available for
shipping.

To post run times for one or more production order lines

The run time represents work progress in the form of the necessary working time.
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.
3. If the operation is completed, select the Finished field.
4. Choose the Post action to post the time spent per operation. Capacity ledger entries are updated for the used
work or machine centers.

See Also
Manufacturing
Setting Up Manufacturing
Planning
Inventory
Purchasing
Working with Business Central
 Reverse Output Posting
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.

To reverse an output posting

1. Choose the icon, enter Output Journal, and then choose the related link. Select your batch.
2. Fill in the fields as necessary. For more information, see Batch Post Output and Run Times.
3. In the Applies-To Entry field, select the associated item ledger entry. This reverses the capacity and item
ledger entries.
4. Post the reversal by posting the journal.
The output journal entries are posted to the item ledger as a positive adjustment.

See Also
Manufacturing
Setting Up Manufacturing
Planning
Inventory
Purchasing
Working with Business Central
 Post Scrap Manually
2 minutes to read • Edit Online

If scrap is produced during processing, it can be entered in the output journal.

NOTE
The scrap quantity does not increase the output quantity.

To post scrap manually

1. Choose the icon, enter Output Journal, and then choose the related link.
2. Fill in the fields as necessary. Hover over a field to read a short description.
3. In the Scrapped Quantity field, enter the scrap quantity.
4. In the Scrap Code field, enter the scrap code.
5. Choose the Post action to post the specified scrap per operation.

See Also
Manufacturing
Setting Up Manufacturing
Planning
Inventory
Purchasing
Working with Business Central
 View Load on Work and Machine Centers
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.

To view the load on work centers

1. Choose the icon, enter Work Centers, and then choose the related link.
2. Open the relevant Work Center card from the list, and then choose the Load action.
Use the View by and View as fields on the Options FastTab to select the required period.

See Also
Manufacturing
Setting Up Manufacturing
Planning
Inventory
Purchasing
Working with Business Central
 Post Capacities
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 Starting Time, Ending Time, Quantity, and Scrap.
6. Choose the Post action to post the capacities.

To view work center ledger entries

In the Work Center Card and Machine Center Card pages, you can view the posted capacities as a result of
finished production orders.
1. Choose the icon, enter Work Centers, and then choose the related link.
2. Open the relevant Work Center card from the list, and then choose the Capacity Ledger Entries action.
The Capacity Ledger Entries page displays the posted entries from the work center in the order they were
posted.

See Also
Manufacturing
Setting Up Manufacturing
Planning
Inventory
Purchasing
Working with Business Central
 About Finished Production Order Costs
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
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

Record the receipt of items at warehouse locations, Receive Items

either with a purchase order only, in simple location
setups, or with a warehouse receipt, in case of semi or
fully automated warehouse processing at the location.

Bypass the put-away and pick processes to expedite an Cross-Dock Items

item 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.

Move items between bins in the warehouse. Moving Items

Pick items to be shipped, transferred, or consumed in Picking Items

assembly or production, according to the configured
warehouse process.

Record the shipment of items from warehouse locations, Ship Items

either with a sales order only, in simple location setups,
or with a warehouse shipment, in case of semi or fully
automated warehouse processes at the location.

See Also
Inventory
Setting Up Warehouse Management
Assembly Management
Design Details: Warehouse Management
Working with Business Central

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 Receive Items
4 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.

To receive items with a purchase order

The following describes how to receive items with a purchase order. The steps are similar for sales return orders
and transfer orders.
1. Choose the icon, enter Purchase Orders, and then choose the related link.
2. Open an existing purchase order, or create a new one. For more information, see Record Purchases.
3. In the Qty. to Receive field, enter the received quantity.
The value in the Qty. Received field is updated. If this is a partial receipt, then the value is lower than the
value in the Quantity field.
4. Choose the Post action.

To receive items with a warehouse receipt

1. Choose the icon, enter Warehouse Receipts, and then choose the related link.
2. Choose the New action.
Fill in the fields on General FastTab. When you retrieve source document lines, some of the information is
copied to each line.
For warehouse configuration with directed put-away and pick, if the location has a default zone and bin for
receipts, the Zone Code and Bin Code fields are filled in automatically, but you can change them as
appropriate.

NOTE
If you wish to receive 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 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.

See Related Training at Microsoft Learn

See Also
Warehouse Management
Inventory
Setting Up Warehouse Management
Assembly Management
Design Details: Warehouse Management
Working with Business Central
 Cross-Dock Items
8 minutes to read • Edit Online

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.

To set up the warehouse for cross-docking

1. Set up at least one cross-dock bin, if you are using bins. Set up a cross-dock zone, if you are using directed
put-away and pick.
A cross-dock bin has the Cross-Dock Bin field selected and must have both Receive and Pick bin types
selected. For more information, see Create Bins and Set Up Bin Types.
If you are using zones, create a zone for your cross-dock bins, and select the Cross-Dock Bin Zone field.
For more information, see Set Up Locations to Use Bins.
2. Choose the icon, enter Location, and then choose the related link.
3. On the Location page, select the location that you want to set up the warehouse for cross-docking, and
then choose the Edit action.
4. On the Warehouse FastTab, select the Use Cross-Docking check box and fill in the Cross-Dock Due
Date Calc. field with the time to search for cross-dock opportunities.
The Use Cross-Docking option is only available if the Require Receive, Require Shipment, Require
Pick, and Require Put-away fields are selected.
5. If you are using bins, on the Bins FastTab, fill in the Cross-Dock Bin Code field with the code of the bin
you would like to use as the default cross-dock bin.
6. Choose the icon, enter Stockkeeping Unit, and select the related link.
7. For each item or stockkeeping unit that you want to be able to cross-dock, select the item, and then choose
the Edit action.
8. On the Stockkeeping Unit Card page, select the Use Cross-Docking check box.

NOTE
Cross-docking is only possible if your location is set up to require warehouse receive and put-away processing.

To cross-dock items without viewing the opportunities

1. Choose the icon, enter Warehouse Receipts, and then choose the related link.
2. Create a warehouse receipts for an item that has arrived and can perhaps be cross-docked. For more
information, see Receive Items.
3. Fill in the Qty. to Receive field, and then choose the Calculate Cross-Dock action.
Outbound source documents requesting the items that are scheduled to leave the warehouse within the
date formula time period are identified. Business Central calculates quantities so that you can cross-dock as
much as possible and avoid having to put items away, without piling up too many items in the cross-dock
area. The value in the Qty. to Cross-Dock field is thus the sum of all the outbound lines requesting the
item within the look-ahead period minus the quantity of the items that have already been placed in the
cross-dock area, or it is the value in the Qty. to Receive field on the receipt line, whichever is smaller. You
cannot cross-dock more than you have received.
4. If you want to cross-dock the quantity as suggested, post the receipt. You can also decide to change the
quantity to cross-dock to a higher or lower value and then post the receipt.
The amounts to be cross-docked now appear as lines in the put-away instruction, assuming the Use Put-
away Worksheet field is cleared. The quantities not cross-docked also become lines in the put-away
instruction.
If you have bins, the cross-docked items have been assigned to the default cross-dock bin defined on the
location card.
5. Delete the Take and Place lines for items that are not going to be cross-docked at all.
6. Print the put-away instruction for the remaining lines, and place the quantities of the receipt that need to be
stored in the appropriate bins or in the appropriate area of the warehouse. Place the cross-dock items in the
area or bin designated for them by warehouse policy. Sometimes, warehouse policy might require that you
to just leave them in the receiving area.
7. To register the cross-docked items as being put-away and available for picking, choose the Register action.

To cross-dock items after viewing the opportunities

1. Choose the icon, enter Warehouse Receipts, and then choose the related link.
2. Create a warehouse receipts for an item that has arrived and can perhaps be cross-docked. For more
information, see Receive Items.
You want to view the source document lines that are requesting the item before you post the receipt.
3. Choose the Calculate Cross-Dock action.
On the Cross-Dock Opportunities page you can see the most important details about the lines requesting
the item, such as type of document, quantity requested, and due date. This information might help you to
decide how much to cross-dock, where to place the items in the cross-dock area, or how to group them.
4. Choose Autofill Qty. to Cross-Dock action to see how the quantities on the receipt lines are calculated.
When you change the number of items in the Qty. to Cross-Dock field on each line, the calculation is
updated as you make changes. This does not mean that the particular shipment or production order will
actually receive the items being suggested for cross-docking, because these manipulations are for testing
purposes only. The process can be informative, however, if more than one unit of measure is involved.
5. If you want to reserve a quantity of the item for a particular order line, place your cursor on that line, and
then choose the Reserve action. On the Reservation page, you can now reserve any available quantity of
the item for this specific order. This reservation is like any other reservation and does not have higher
priority because it was created in connection with cross-docking. For more information, see Reserve Items.
6. When you are finished recalculating or reserving, choose the OK button to bring the calculation as you
have revised it into the Qty. to Cross-Dock field on the receipt line, or choose the Cancel button if you
want to return to the warehouse receipt, where you can calculate the cross-dock again if you wish.
7. Now post the receipt, and you can continue in the put-away instruction as described in steps 3 through 7 in
the “To cross-dock items without viewing the opportunities” section.

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.

To view cross-docked items in a shipment or pick worksheet

If you are using bins, you can see, each time you open a shipment or the pick worksheet, an updated calculation of
the quantity of each item in the cross-dock bins. This is valuable information if you are waiting for an item to come
in. When you see that the item is available in the cross-dock bin, you can then quickly create a pick for all the items
on the shipment. In the pick worksheet, you can modify the lines as appropriate and then create a pick.
You have to look for items in the cross-dock area first when you pick items for shipment. If you have noted during
the receipt process the source documents that were the basis for cross-docking, you have a better idea of whether
the item can be found in the cross-dock area or not.
When a production order has been released, the lines are available in the pick worksheet, and you can see in the
Qty. on Cross-Dock Bin field whether the items you are waiting for have arrived and been placed in the cross-
dock bins. When you create a pick instruction, application suggests that you first pick the cross-docked items and
will only later search for the item in storage bins.
If you are not using bins, you must remember to check the cross-dock area from time to time, or rely on
notifications from receipts that items for production have arrived.

See Also
Warehouse Management
Inventory
Setting Up Warehouse Management
Assembly Management
Design Details: Warehouse Management
Working with Business Central
 Putting Items Away
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 Inventory 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 warehouse Put Items Away with Warehouse Put-aways
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 in Split Warehouse Activity Lines
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
3 minutes to read • Edit Online

When your location is set up to require put-away processing but not receive processing, you use the Inventory
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 Inventory 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.

To request an inventory put-away by releasing the source document

For purchase orders, sales return orders, inbound transfer orders, and assembly orders, you create the warehouse
request by releasing the order. The following describes how to do this from a purchase order.
1. Choose the icon, enter Purchase Orders, and then choose the related link.
2. Select the purchase order that you want to release, and then choose the Release action.
For production orders, you create the warehouse request by creating an inbound request from the released
production order.
3. Choose the icon, enter Released Production Orders, and then choose the related link.
4. Choose the Create Inbound Whse. Request action.

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.

To create an inventory put-away based on the source document

Now that the request is created, the warehouse employee can create a new inventory put-away based on the
released source document.
1. Choose the icon, enter Inventory Put-away, and then select the related link.
2. Choose the New action.
3. In the Source Document field, select the type of source document you are putting away for.
4. In the Source No. field, select the source document.
5. Alternatively, choose the Get Source Document action to select the document from a list of inbound source
documents that are ready for put-away at the location.
6. Choose the OK button to fill the put-away lines according to the selected source document.

To create an inventory put-away from the source document

1. In the source document, which can be a purchase order, sales return order, inbound transfer order, or
production order, choose the Create Inventory Put-away/Pick action.
2. Select the Create Invt. Put-away check box.
3. Choose the OK button. A new inventory put-away is created.

To create multiple inventory put-aways with a batch job

1. Choose the icon, enter Create Invt. Put-away / Pick, and then choose the related link.
2. On the Warehouse Request FastTab of the request page, use the Source Document and Source No. fields
to filter on certain types of documents or ranges of document numbers.
3. On the Options FastTab, select the Create Invt. Put-away check box.
4. Choose the OK button. The specified inventory put-aways are created.

To record the inventory put-away

1. Open a previously created put-away document by selecting one from the Inventory Put-aways page.
2. In the Bin Code field on the put-away lines, the bin where the items must be put away is suggesting per
the item's default bin. You can change the bin in this page if necessary.
3. Perform the put-away and enter the information for the actual quantity put away in the Qty. to Handle
field.
If it is necessary to place the items for one line in more than one bin, for example because the designated
bin is full, then use the Split Line function on the Lines FastTab. For more information about splitting lines,
see Split Warehouse Activity Lines.
4. When you have performed the put-away, choose the Post action.
The posting process will post the receipt, or for production orders, the output, of the source document lines that
have been put away, and if the location uses bins, the posting will also create warehouse entries to post the bin
quantity changes.

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 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.

To put items away without directed put-away and pick

1. Choose the icon, enter Put-aways, and then choose the related link.
2. Open the warehouse put-away that is ready to handle.
You can sort the put-away lines by various criteria, for example, by item, shelf number, or due date, and
thereby optimize the put-away process.
3. On each line, in the Qty. to Handle field, enter the quantity you want to put away.
4. After you have completed putting the items away, choose the Register Put-away action to record the
completion of the activity and make the items available for picking.

To put items away with directed put-away and pick

1. Choose the icon, enter Put-aways, and then choose the related link. If put-away instructions have been
created, a warehouse put-away is visible.
2. Open the warehouse put-away that you want to work on.
3. If your warehouse requires, enter your user ID on the General FastTab when you begin work on a
particular put-away.
4. Perform the take and place actions indicated in the Action Type field on the lines.
Note that each receipt line has become at least two lines in the warehouse put-away:
The first line, with Take in the Action Type field, indicates where the items are located in the
receiving area. You cannot change the zone and bin field on this line.
The next line, with Place in the Action Type field, shows where you must place the items in
warehouse storage. If the warehouse has received a large number of items on one receipt line, they
may have to be put away in several bins, so there is a Place line for each bin.
If the Take and Place lines for each receipt line do not immediately follow one another, and you want
 them to do so, you can sort the lines by selecting Item in the Sorting Method field on the General
FastTab.
If the physical layout of the warehouse reflects the bin rankings, you can use the Bin Ranking
sorting method to prepare a put-away round that will minimize your steps through the warehouse.
5. When you have placed all the items in bins as instructed, choose the Register Put-away action.
At locations that are set up to use directed put-away and pick, the following settings are prerequisites for the
procedure above:
A put-away template is set up. For more information, see Set Up Put-away Templates.
The weight, cubage, and special storage requirements of the item or stockkeeping unit are defined. For more
information, see Gross Weight.
The capacity, bin type, and bin ranking of the bins. For more information, see Bin Ranking.
The bin ranking is taken into consideration when more than one bin matches put-away template criteria. If both
the put-away template criteria and the bin ranking are the same for more than one bin, the bin with the highest
number is selected.

To create a put-away from a posted receipt

If your location uses both put-away processing and receive processing and 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, you can create or
recreate put-away instructions for the posted receipt lines.
1. Choose the icon, enter Posted Whse. Receipts, and then choose the related link.
2. Select a posted receipt that might need to be put away.
3. Choose the Card action.
If the Document Status field is blank, the receipt has not been put away at all. Otherwise, the field
indicates the receipt is partially put-away or completely put-away.
4. If the receipt is partially put away or not put away at all, choose the Create Put-away action.
5. Fill in the batch job request page to create the put-away, and then choose the OK button.

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 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, but not receive processing,
you use the Inventory Put-away document to organize and record the put-away of output.
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.
The first step in creating putting output away is to create the inbound warehouse request. This request informs the
warehouse that the production or assembly order output is ready to be put away.

To create the inbound warehouse request

1. Choose the icon, enter Released Production Order, and then choose the related link.
2. On the production order that is ready for put-away, choose the Create Inbound Whse. Request action.

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.

To put output away with an inventory put-away

1. Choose the icon, enter Inventory Put-away, and then choose the related link.
2. Create a new inventory put-away. For more information, see Put Items Away with Inventory Put-aways.
3. To access the production order output, choose the Get Source Documents action, and then select the released
production order.
4. Fill in the put-away lines as appropriate.
5. When the lines are ready for posting, choose the Post action. The posting will create the necessary warehouse
entries and post the output of the items.
You can also create an Inventory Put-away directly from the released production order. For more information,
see Put Items Away with Inventory Put-aways.
When you post an inventory put-away, it is assumed that all the operations are posted according to the standard
routing, that is, output quantity is posted according to the last operation. You can use the output journal to post
variances in output quantity and the setup and run times. If it is required to post partially after you have created
the inventory put-away, you can do so on setup times and quantities for all operations except the last one. In that
case, the last operation is controlled by the inventory put-away.
If you only need to post setup or run time on the last operation, then set the output quantity on the last operation
to 0. Alternatively, you can choose not to post the last line at all by simply deleting it

To put output away with a warehouse internal put-away

1. Choose the icon, enter Whse. Internal Put-away, and then choose the related link.
2. Choose the New action.
3. Fill in the header of a new internal put-away with at least the Location Code.
4. Fill in a line for each item you wish to move to the warehouse. You only have to fill in the Item No. and the
Quantity fields.

NOTE
When you select 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 - a Bin Content - not just an item, and you already know the bin the
item should be taken from.

5. To fill the worksheet 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, and the items you want to move out of production are now on put-
away instructions waiting to be stored in the warehouse.

NOTE
When your warehouse location is set up to use directed put-away and pick, the warehouse is linked to your manufacturing
facility through the default production bins: the inbound and outbound production bins and the open shop bin, all of which
you define on the Bins FastTab of the location card. When you post the output of a production order, the output is placed in
the Outbound Production Bin. You follow the same procedure as described above to put-away the production output,
except that instead of using the item's default bin, you will move or put-away the items from the Outbound Production Bin
to the item's default bin.

To manually specify a bin to store items from production output

1. Choose the icon, enter Movement Worksheet, and then choose the related link.
2. Fill in the header, and create a line for each item you wish to move to the warehouse.
3. Fill in both the From Bin Code and the To Bin Code fields, and enter the quantity in the Quantity field.
4. To fill the worksheet lines with the entire bin content or the filtered bin content of bins in the location, choose
the Get Bin Content action.
5. Choose the Create Movement action. The warehouse movement instructions are created with Take and Place
lines for warehouse employees to perform.

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
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.

To plan instructions in the put-away worksheet

1. Choose the icon, enter Put-away Worksheet, and then choose the related link.
2. Choose the Get Warehouse Documents action. The Put-away Selection page opens.
You see all the posted receipts and registered internal put-aways that have been forwarded to the put-away
function, including those for which put-away instructions have already been created. Documents with put-
away lines that have been completely put away and registered are not shown on this list.
3. Select the documents that you want to work on in the worksheet. You can work on lines from several
documents at the same time.

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 Sorting 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
2 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.

To create an internal pick

1. Choose the icon, enter Whse. Internal Pick, and then choose the related link.
2. Fill in the No. field and the To Bin Code field on the General FastTab. The To Bin Code field specifies the bin
from which you want to get the items. For production purposes, this bin would be the inbound production bin or
the open shop bin. For other purposes, choose a To Bin Code of a bin type that is not used for picking, most
likely a staging, shipping or special purpose bin.
3. Select an item in the Item No. field, and fill in the quantities you want to pick.
4. Choose the Create Pick action. A warehouse pick instruction is now ready for a warehouse employee to
perform.

To create an internal put-away

1. Choose the icon, enter Whse. Internal Put-away, and then choose the related link.
2. Fill in the No. and From Bin Code fields on the General FastTab. The From Bin Code field specifies the bin
where the items being returned to the warehouse, perhaps from production, are located.
3. Fill in the item numbers and quantities on the lines.
4. Choose the Create Put-away action. A warehouse put-away instruction is now ready for a warehouse
employee to perform.

See Also
Warehouse Management
Inventory
Setting Up Warehouse Management
Assembly Management
Design Details: Warehouse Management
Working with Business Central
 Walkthrough: Receiving and Putting Away in Basic
Warehouse Configurations
4 minutes to read • Edit Online

Note: This walkthrough must be performed on a demonstration company with the Full Evaluation - Complete
Sample Data option, which is available in the Sandbox environment. For more information, see Creating a
Sandbox Environment.
In Business Central, the inbound processes for receiving and putting away can be performed in four ways using
different functionalities depending on the warehouse complexity level.

COMPLEXITY LEVEL
(SEE DESIGN
DETAILS:
INBOUND WAREHOUSE
METHOD PROCESS BINS RECEIPTS PUT-AWAYS SETUP)

A Post receipt and X 2

put-away from
the order line

B Post receipt and X 3

put-away from
an inventory
put-away
document

C Post receipt and X 4/5/6

put-away from a
warehouse
receipt document

D Post receipt from X X 4/5/6

a warehouse
receipt document
and post put-
away from a
warehouse put-
away document

For more information, see Design Details: Inbound Warehouse Flow.

The following walkthrough demonstrates method B in the previous table.

About This Walkthrough

In basic warehouse configurations where your location is set up to require put-away processing but not receive
processing, you use the Inventory Put-away page to record and post put-away and receipt information for your
inbound source documents. The inbound source document can be a purchase order, sales return order, inbound
transfer order, or production order with output that is ready to be put away.
 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.

This walkthrough demonstrates the following tasks.

Setting up SILVER location for inventory put aways.
Setting up SILVER location for bin handling.
Defining a default bin for item LS -81. (LS -75 is already set up in CRONUS.)
Creating a purchase order for vendor 10000 for 40 loudspeakers.
Verifying that the put-away bins are preset by setup.
Releasing the purchase order for warehouse handling.
Creating an inventory put-away based on a released source document.
Verifying that the put-away bins are inherited from the purchase order.
Registering the warehouse movement into the warehouse and at the same time posting the purchase receipt
for the source purchase order.

Roles
This walkthrough demonstrates tasks that are performed by the following user roles:
Warehouse Manager
Purchasing Agent
Warehouse Worker

Prerequisites
To complete this walkthrough, you will need:
CRONUS International Ltd. installed.
To make yourself a warehouse employee at SILVER location by following these steps:
1. Choose the icon, enter Warehouse Employees, and then choose the related link.
2. Choose the User ID field, and select your own user account on the Users page.
3. In the Location Code field, enter SILVER.
4. Select the Default field.

Story
Ellen, the warehouse manager at CRONUS International Ltd., creates a purchase order for 10 units of item LS -75
and 30 units of item LS -81 from vendor 10000 to be delivered to SILVER Warehouse. When the delivery arrives
at the warehouse, John, the warehouse worker, puts the items away in default bins defined for the items. When
John posts the put-away, the items are posted as received into inventory and available for sale or other demand.

Setting up the Location

The setup of the Location Card page defines the company’s warehouse flows.
To set up the location
1. Choose the icon, enter Locations, and then choose the related link.
2. Open the SILVER location card.
3. Select the Require Put-away check box.
Proceed to set up a default bin for the two item numbers to control where they are put away.
4. Choose the Bins action.
5. Select the first row, for bin S -01-0001, and then choose the Contents action.
Notice on the Bin Content page that item LS -75 is already set up as content in bin S -01-0001.
6. Choose the New action.
7. Select the Fixed and the Default fields.
8. In the Item No. field, enter LS -81.

Creating the Purchase Order

Purchase orders are the most common type of inbound source document.
To create the purchase order
1. Choose the icon, enter Purchase Orders, and then choose the related link.
2. Choose the New action.
3. Create a purchase order for vendor 10000 on the work date (January 23) with the following purchase order
lines.

ITEM LOCATION CODE BIN CODE QUANTITY

LS_75 SILVER S-01-0001 10

LS-81 SILVER S-01-0001 30

NOTE
The bin code is entered automatically according to the setup that you performed in the “Setting up the Location”
section.

Proceed to notify the warehouse that the purchase order is ready for warehouse handling when the delivery
arrives.
4. Choose the Release action.
The delivery of loudspeakers from vendor 10000 has arrived at SILVER warehouse, and John proceeds to
put them away.

Receiving and Putting the Items Away

On the Inventory Put-away page, you can manage all inbound warehouse activities for a specific source
document, such as a purchase order.
To receive and put the items away
1. Choose the icon, enter Inventory Put-aways, and then choose the related link.
2. Choose the New action.
3. Select the Source Document field, and then select Purchase Order.
4. Select the Source No. field, select the line for the purchase from vendor 10000, and then choose the OK
button.
Alternatively, choose the Get Source Document action, and then select the purchase order.
5. Choose the Autofill Qty. to Handle action.
Alternatively, in the Qty. to Handle field, enter 10 and 30 respectively on the two inventory put-away lines.
6. Choose the Post action, select the Receive action, and then choose the OK button.
The 40 loudspeakers are now registered as put away in bin S -01-0001, and a positive item ledger entry is
created reflecting the posted purchase receipt.

See Also
Put Items Away with Inventory Put-aways
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: Inbound Warehouse Flow
Business Process Walkthroughs
Working with Business Central
 Walkthrough: Receiving and Putting Away in
Advanced Warehouse Configurations
7 minutes to read • Edit Online

Note: This walkthrough must be performed on a demonstration company with the Full Evaluation - Complete
Sample Data option, which is available in the Sandbox environment. For more information, see Creating a
Sandbox Environment.
In Business Central, the inbound processes for receiving and putting away can be performed in four ways using
different functionalities depending on the warehouse complexity level.

COMPLEXITY LEVEL
(SEE DESIGN
DETAILS:
INBOUND WAREHOUSE
METHOD PROCESS BINS RECEIPTS PUT-AWAYS SETUP)

A Post receipt and X 2

put-away from
the order line

B Post receipt and X 3

put-away from
an inventory put-
away document

C Post receipt and X 4/5/6

put-away from a
warehouse
receipt document

D Post receipt from X X 4/5/6

a warehouse
receipt document
and post put-
away from a
warehouse put-
away document

For more information, see Design Details: Inbound Warehouse Flow.

The following walkthrough demonstrates method D in the previous table.

About This Walkthrough

In advanced warehouse configurations where your location is set up to require receiving processing in addition to
put-away processing, you use the Warehouse Receipt page to record and post the receipt of items on multiple
inbound orders. When the warehouse receipt is posted, one or more warehouse put-away documents are created
to instruct warehouse workers to take the received item and place them in designated places according to bin setup
or in other bins. The specific placement of the items is recorded when the warehouse put-away is registered. The
inbound source document can be a purchase order, sales return order, inbound transfer order, or assembly or
production order with output that is ready to be put away. If the receipt is created from an inbound order, more
than one inbound source document can be retrieved for the receipt. By using this method you can register many
items arriving from different inbound orders with one receipt.
This walkthrough demonstrates the following tasks.
Setting up WHITE location for receiving and putting away.
Creating and releasing two purchase orders for full warehouse handling.
Creating and posting a warehouse receipt document for multiple purchase order lines from specific vendors.
Registering a warehouse put-away for the received items.

Roles
This walkthrough demonstrates tasks that are performed by the following user roles:
Warehouse Manager
Purchasing Agent
Receiving Staff
Warehouse Worker

Prerequisites
To complete this walkthrough, you will need:
CRONUS International Ltd. installed.
To make yourself a warehouse employee at WHITE location by following these steps:
1. Choose the icon, enter Warehouse Employees, and then choose the related link.
2. Choose the User ID field, and select your own user account on the Users page.
3. In the Location Code field, enter WHITE.
4. Select the Default field.

Story
Ellen, the warehouse manager at CRONUS International Ltd., creates two purchase orders for accessory items from
vendors 10000 and 20000 to be delivered to WHITE warehouse. When the deliveries arrive at the warehouse,
Sammy, who is responsible for receiving items from vendors 10000 and 20000, uses a filter to create receipt lines
for purchase orders arriving from the two vendors. Sammy posts the items as received into inventory in one
warehouse receipt and makes the items available for sale or other demand. John, the warehouse worker, takes the
items from the receiving bin and puts them away. He puts all units away in their default bins, except 40 out of 100
received hinges that he puts away in the assembly department by splitting the put-away line. When John registers
the put-away, the bin contents are updated and the items are made available for picking from the warehouse.

Reviewing the WHITE Location Setup

The setup of the Location Card page defines the company’s warehouse flows.
To review the location setup
1. Choose the icon, enter Locations, and then choose the related link.
2. Open the WHITE location card.
3. Note on the Warehouse FastTab that the Directed Put-away and Pick check box is selected.
This means that the location is set up for the highest complexity level, reflected by the fact that all warehouse
handling check boxes on the FastTab are selected.
4. Note on the Bins FastTab that bins are specified in the Receipt Bin Code and the Shipment Bin Code
 fields.
This means that when you create a warehouse receipt, this bin code is copied to the header of the warehouse
receipt document by default and to the lines of the resulting warehouse put-aways.

Creating the Purchase Orders

Purchase orders are the most common type of inbound source document.
To create the purchase orders
1. Choose the icon, enter Purchase Orders, and then choose the related link.
2. Choose the New action.
3. Create a purchase order for vendor 10000 on the work date (January 23) with the following purchase order
lines.

ITEM LOCATION CODE QUANTITY

70200 WHITE 100 PCS

70201 WHITE 50 PCS

Proceed to notify the warehouse that the purchase order is ready for warehouse handling when the delivery
arrives.
4. Choose the Release action.
Proceed to create the second purchase order.
5. Choose the New action.
6. Create a purchase order for vendor 20000 on the work date with the following purchase order lines.

ITEM LOCATION CODE QUANTITY

70100 WHITE 10 CAN

70101 WHITE 12 CAN

Choose the Release action.

The deliveries of items from vendors 10000 and 20000 have arrived at WHITE warehouse, and Sammy
starts to process the purchase receipts.

Receiving the Items

On the Warehouse Receipt page, you can manage multiple inbound orders for source documents, such as a
purchase order.
To receive the items
1. Choose the icon, enter Warehouse Receipts, and then choose the related link.
2. Choose the New action.
3. In the Location Code field, enter WHITE.
4. Choose the Use Filters to Get Src. Docs. action.
 5. In the Code field, enter ACCESSORY.
6. In the Description field, enter Vendors 10000 and 20000.
7. Choose the Modify action.
8. On the Purchase FastTab, in the Buy-from Vendor No. Filter field, enter 10000|20000.
9. Choose the Run action. The warehouse receipt is filled with four lines representing purchase order lines for
the specified vendors. The Qty. to Receive field is filled because you did not select the Do not Fill Qty. to
Handle check box on the Filters to Get Source Docs. page.
10. Optionally, if you want to use a filter as described earlier in this section, choose the Get Source Document
action, and then select purchase orders from the vendors in question.
11. Choose the Post Receipt action, and then choose the Yes button.
Positive item ledger entries are created reflecting the posted purchase receipts of accessories from vendors
10000 and 20000, and the items are ready to be put away in the warehouse from the receiving bin.

Putting the Items Away

On the Warehouse Put-away page, you can manage put-aways for a specific warehouse receipt document
covering multiple source documents. Like all warehouse activity documents, each item on the warehouse put-away
is represented by a Take line and a Place line. In the following procedure, the bin code on the Take lines is the
default receiving bin at WHITE location, W -08-0001.
To put the items away
1. Choose the icon, enter Put-Aways, and then choose the related link.
2. Select the only warehouse put-away document in the list, and then choose the Edit action.
The warehouse put-away document opens with a total of eight Take or Place lines for the four purchase
order lines.
The warehouse worker is told that 40 hinges are needed in the assembly department, and he proceeds to
split the single Place line to specify a second Place line for bin W -02-0001 in the assembly department
where he places that part of the received hinges.
3. Select the second line on the Warehouse Put-away page, the Place line for item 70200.
4. In the Qty. to Handle field, change the value from 100 to 60.
5. On the Lines FastTab, choose Functions, and then choose Split Line. A new line is inserted for item 70200
with 40 in Qty. to Handle field.
6. In the Bin Code field, enter W -02-0001. The Zone Code field is automatically filled.
Proceed to register the put-away.
7. Choose the Register Put-Away action, and then choose the Yes button.
The received accessories are now put-away in the items’ default bins, and 40 hinges are placed in the
assembly department. The received items are now available for picking to internal demand, such as
assembly orders, or to external demand, such as sales shipments.

See Also
Put Items Away with Warehouse Put-aways
Move Items in advanced warehouse configurations
Design Details: Inbound Warehouse Flow
Walkthrough: Receiving and Putting Away in Basic Warehouse Configurations
Business Process Walkthroughs
 Moving Items
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
warehouse configurations as requested by source documents Configurations
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
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 Mandatory 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.

To move items as an internal movement

1. Choose the icon, enter Internal Movement, and then choose the related link.
2. On the General FastTab, fill in the No. field, either by leaving the field or by choosing the AssistEdit
button to select from the number series.
3. In the Location Code field, enter the location where the movement takes place.
If the location is set up as your default location as a warehouse employee, the location code is inserted
automatically.
4. In the To Bin Code field, enter a code for the bin that you want to move the item to. For production
purposes, this could be the open shop floor bin code, for example, as defined on the location card or work
center.
5. In the Due Date field, enter the date by which the movement must be completed.
6. On the Lines FastTab, choose the Item No. field to open the Bin Contents List page, and then select the
item to move based on its availability in bins. Alternatively, choose the Get Bin Contents action to fill the
internal movement lines based on your filters. For more information, see the tooltip for the Get Bin
Content action.
When you have selected the item, the From Bin Code field is automatically filled according to the selected
bin content, but you can change it to any other bin where the item is available.
 NOTE
Because the Item No. field and the From Bin Code field are connected, their values may change interdependently
when you edit either field.

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 Inventory 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 Inventory 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

To move items with the item reclassification journal

In stead of using warehouse movement documents, you can record the moving of items by reclassifying their bin
codes. For more information, see Count, Adjust, and Reclassify Inventory Using Journals.
1. Choose the icon, enter Item Reclass. Journal, and then choose the related link.
2. On each journal line, define the bins from which and to which you want to move items by filling in the Bin
Code and the New Bin Code fields.
a. To move a bin's entire contents to another bin, choose the Get Bin Contents action.
b. Fill in the filters to find the bin whose contents you would like to move and then choose the OK button.
The journal lines are filled with the contents of the bin.
3. Fill in the remaining fields on each journal line.
4. Post the reclassification journal.

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
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.

To move items with the warehouse movement worksheet

The Movement Worksheet page has two functions that can assist in automatically filling in the lines. The first is
the Calculate Bin Replenishment function. This function uses the bin rankings to suggest replenishment for
high-ranking bins from low -ranking bins. The second is the Get Bin Content function, which fills in the
worksheet lines with the entire bin contents of the bin or bins you specify.
1. Choose the icon, enter Movement Worksheet, and then choose the related link.
2. Enter the warehouse movement information on the worksheet lines as appropriate.
3. Choose the Create Movement action to create a warehouse movement document which can then be
registered when the warehouse movement is completed.
To register the warehouse movement
1. Choose the icon, enter Movements, and then choose the related link.
2. Open the warehouse movement that you want to process.
3. On lines of action type Place, specify where, which, and when to move the item in question by editing the
Zone Code, Bin Code, Qty. to Handle, or Due Date fields.
If your warehouse has been set up so the bin codes follow the physical structure of the warehouse, you can
take quantities of several items from successive bulk bins and then place them in forward picking bins,
which also might be close to one another.
4. On lines of action type Take, specify in the Qty. to Handle field a part quantity of the bin content that you
want to move. All other fields on lines of action type Take are read-only.
5. To move all suggested quantities as specified in the Quantity field, choose the Autofill Qty. to Handle
action.
6. Choose the Register action.

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.

To register the movement of an item that has already occurred

If your location uses directed put-away and pick, and you need to move items to other bins without a pre-existing
warehouse put-away, pick, or movement, you can register the correct placement of the items in the warehouse
using the Whse. Reclassification Journal.
1. Choose the icon, enter Whse. Reclassification Journal, and then choose the related link.
2. Fill in the Item No., From Zone Code, From Bin Code, To Zone Code, and To Bin Code fields.
3. Choose the Register action.

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 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 Mandatory 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 Inventory Movement page.
With the Inventory 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 Inventory 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 Inventory 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.

To move components to an operation area in basic warehouse

configurations
1. Choose the icon, enter Inventory Movement, and choose the relevant link.
2. On the General FastTab, fill in the No. field. You can press the Enter key to select from the number series.
3. In the Location Code field, enter the location where the movement occurs.
4. Choose the Get Source Documents action. Alternatively, fill in the Source Document field, and then
choose the AssistEdit button in the Source No. field.
5. On the Source Documents page, select the assembly order that you want to move components for, and
then choose the OK button.
For each needed component that can be moved, one Take line and one Place line are generated on the
Inventory Movements page. All fields except the Qty. to Handle field are prefilled according to the
source document lines. The Qty. to Handle field is set to zero until you enter the quantity that you have
actually moved.
You can change the bin code on a Take line but only according to availability. If you choose the AssistEdit
button in the Bin Code field on a Take line, then the Bin Contents page opens and only shows bins
where the component is available.
You cannot change the bin code on a Place line. Only the bin code that is defined on the component line of
the source document is accepted. This supports the principle that the role who requests a component,
which is an assembly worker in this procedure, knows where the component must be placed. If you want
to place the components in a different bin, then you must first change the bin code on the component line
and then re-create the inventory movement lines.
6. In the Qty. to Handle field, enter the full or partial quantity that you have actually moved. The value on
the Take and the Place lines must be the same. Otherwise, you cannot register the movement.

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
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.

To replenish pick bins

1. Choose the icon, enter Movement Worksheet, and then choose the related link.
2. Choose the Calculate Bin Replenishment action to open the report request page.
3. Fill in the batch job request page to limit the scope of the replenishment suggestions that will be calculated. For
example, you might be concerned with particular items, zones, or bins.
4. Choose the OK button. Lines are created for the replenishment movements that need to be performed
according to the rules that have been set up for the bins and bin contents, that is, items in bins.
5. If you want to perform all the suggested replenishments, choose the Create Movement action. Employees can
now find instructions in the Movements menu item, carry them out and register them.
6. If you only want some of the suggestions to be performed, delete the lines that are less important and then
create a movement.
The next time you calculate bin replenishment, the suggestions that you have deleted will be recreated, if they are
still valid at that time.

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
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.

To calculate a replenishment movement

As the warehouse ships items out to customers, the bins with the highest bin rankings contain fewer and fewer
items. To fill up these high-ranking pick bins with items from other bins, run the Calculate Bin Replenishment
function on the Movement Worksheet page
1. Choose the icon, enter Movement Worksheet, and then choose the related link.
2. Choose the Calculate Bin Replenishment action.
Business Central creates lines that indicate precisely how you should move items from the low -ranking bins
to the higher-ranking bins.

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 Mandatory check box on the location card is selected.
The From Zone and From Bin fields are blank.

For more information, see Picking by FEFO.

3. Look through the lines and change them if necessary, or delete some of them if there is not enough time to
perform them all.
4. Choose the Create Movement action to make a warehouse instruction for action by warehouse
employees.

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 Sort 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 Mandatory 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
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 Inventory 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.

Understand how to automatically pick items according to Picking By FEFO

their expiration date, for example perishable goods.

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
7 minutes to read • Edit Online

When your location is set up to require pick processing but not shipment processing, you use the Inventory
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 Inventory 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.

You can create an inventory pick in three ways:

Create the pick in two steps by first requesting an inventory pick by releasing the source document. This
signals to the warehouse that the source document is ready for picking. The inventory pick can then be
created on the Inventory Pick page based on the source document.
Create the inventory pick directly from the source document itself.
You can create inventory picks for several source documents at the same time by using the batch job.

To request an inventory pick by releasing the source document

For sales orders, purchase return orders, and outbound transfer orders, you create the warehouse request by
releasing the order. The following describes how to do this from a sales order.
1. Choose the icon, enter Sales Orders, and then choose the related link.
2. Select the sales order that you want to release, and then choose the Release action.
For production orders, you automatically create the warehouse request for the picking of components, called
flushing, when the production order status is changed to Released or when the released production order is
created. For more information, see Pick for Production or Assembly.
After the warehouse request has been created, a warehouse employee assigned to picking items can see that the
source document is ready to be picked and can create a new pick document based on the warehouse request.

To create an inventory pick based on the source document

Now that the request is created, the warehouse employee can create a new inventory pick based on the released
source document.
1. Choose the icon, enter Inventory Picks, and then choose the related link.
2. Choose the New action.
3. In the Source Document field, select the type of source document you are picking for.
4. In the Source No. field, select the source document.
5. Alternatively, choose the Get Source Document action to select the document from a list of outbound
 source documents that are ready for picking at the location.
6. Choose the OK button to fill the pick lines according to the selected source document.

To create an inventory pick from the source document

1. In the source document, which can be a sales order, purchase return order, outbound transfer order, or
production order, choose the Create Inventory Put-away/Pick action.
2. Select the Create Invt. Pick check box.
3. Choose the OK button. A new inventory pick will be created.

To create multiple inventory picks with a batch job

1. Choose the icon, enter Create Invt. Put-away / Pick, and then choose the related link.
2. On the Warehouse Request FastTab, use the Source Document and Source No. fields to filter on certain
types of documents or ranges of document numbers. For example, you can create picks only for sales orders.
3. On the Options FastTab, select the Create Invt. Pick check box.
4. Choose the OK button. The specified inventory picks are created.

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 in 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 “Handling Assemble-to-Order Items in Inventory Picks” in Inventory Pick.

To record the inventory picks

1. Choose the icon, enter Inventory Pick, and then choose the related link.
2. In the Bin Code field on the pick lines, the bin that the items must be picked from is suggesting per the
item's default bin. You can change the bin in this page if necessary.
3. Perform the pick and enter the information for the actual quantity put away in the Qty. to Handle field.
If it is necessary to pick the items for one line from more than one bin, for example because they are not
available in the designated bin, then use the Split Line function on the Lines FastTab. For more
information about splitting lines, see Split Warehouse Activity Lines.
4. When you have performed the pick, choose the Post action.
The posting process will post the shipment of the source document lines that have been picked, or in the case of
production orders, the posting process will post the consumption. If the location uses bins, the posting will also
create warehouse entries to post the bin quantity changes.

To delete inventory pick lines

If items on the inventory pick are not available, then you can delete those inventory pick lines after posting and
then delete the inventory pick document. The source document, such as a sales order or a production order, will
have remaining items to be picked, which can be obtained through a new inventory pick later when the items
become available.
 WARNING
This process is not possible if serial/lot numbers are specified on the source document. For example, if a sales order line
contains a serial/lot number, then that item tracking specification will be deleted if an inventory pick line for the serial/lot
number is deleted.
If inventory pick lines have serial/lot numbers that are not available, you must not delete the lines in question. Instead, you
must change the Qty. to Handle field to zero, post the actual picks, and then delete the inventory pick document. This
ensures that the inventory pick lines for those serial/lot numbers can be recreated from the sales order later.

Handling Assemble-to-Order Items with Inventory Picks

The Inventory Pick page is also used to pick and ship for sales where items must be assembled before they can
be shipped. For more information, see Sell Items Assembled to Order.
Items to be shipped are not physically present in a bin until they are assembled and posted as output to a bin in
the assembly area. This means that picking assemble-to-order items for shipment follows a special flow. From a
bin, warehouse workers take the assembly items to the shipping dock and then post the inventory pick. The
posted inventory pick then posts the assembly output, the component consumption, and the sales shipment.
You can set up Business Central to automatically create an inventory movement when the inventory pick for the
assembly item is created. To enable this, you must select the Create Movements Automatically field on the
Assembly Setup page. For more information, see Move Components to an Operation Area in Basic
Warehousing.
Inventory pick lines for sales items are created in different ways depending on whether none, some, or all of the
sales line quantities are assembled to order.
In regular sales where you use inventory picks to post shipment of inventory quantities, one inventory pick line,
or several if the item is placed in different bins, is created for each sales order line. This pick line is based on the
quantity in the Qty. to Ship field.
In assemble-to-order sales where the full quantity on the sales order line is assembled to order, one inventory
pick line is created for that quantity. This means that the value in the Quantity to Assemble field is the same as
the value in the Qty. to Ship field. The Assemble to Order field is selected on the line.
If an assembly output flow is set up for the location, then the value in the Asm.-to-Order Shpt. Bin Code field
or the value in the From -Assembly Bin Code field, in that order, is inserted in the Bin Code field on the
inventory pick line.
If no bin code is specified on the sales order line, and no assembly output flow is set up for the location, then the
Bin Code field on the inventory pick line is empty. The warehouse worker must open the Bin Contents page
and select the bin where the assembly items are assembled.
In combination scenarios, where a part of the quantity must first be assembled and another must be picked from
inventory, a minimum of two inventory pick lines are created. One pick line is for the assemble-to-order quantity.
The other pick line depends on which bins can fulfill the remaining quantity from inventory. Bin codes on the two
lines are filled in different ways as described for the two different sales types respectively. For more information,
see the “Combination Scenarios” section in 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 Items for Warehouse Shipment
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.

To pick items for warehouse shipment

1. Choose the icon, enter Picks, and then choose the related link.
If you need to work on a particular pick, select the pick from the list or filter the list to find the picks that
have been assigned to you specifically. Open the pick card.
2. If the Assigned User ID field is empty, enter your ID to identify yourself if necessary.
3. Perform the actual picking of items.
If the warehouse is set up to use bins, then the items’ default bins are used to suggest where to take the
items from. The instructions appear as two separate lines, at least one for each action type, Take and Place.
If the warehouse is set up to use directed put-away and pick, then the bin ranking is used to calculate the
best bins to pick from, and those bins are then suggested on the pick lines. The instructions appear as two
separate lines, at least one for each action type, Take and Place.
4. When you have performed the pick and placed the items in the shipping area or shipping bin, choose the
Register Pick action.
The person responsible for shipment can now bring the items to the shipment dock and post the shipment,
including the related source document, on the Warehouse Shipment page. For more information, see Ship
Items.
In addition to picking for source documents, as described in this topic, you can take and place items between bins
without referring to source documents. For more information, see Pick and Put Away Without a Source
Document.

Handling Assemble-to-Order Items in Warehouse Shipments

In assemble-to-order scenarios, the Qty. to Ship field on warehouse shipment lines is used to record how many
units are assembled. The specified quantity is then posted as assembly output when the warehouse shipment is
posted.
For other warehouse shipment lines, the value in the Qty. to Ship field is zero from the start.
When workers in charge of assembly finish assembling parts or all of the assemble-to-order quantity, they record
it in the Qty. to Ship field on the warehouse shipment line and then choose the Post Shipment action. The
result is that the corresponding assembly output is posted, including the component consumption. A sales
shipment for the quantity is posted for the sales order.
From the assembly order, you can choose Asm.-to-Order Whse. Shpt. Line to access the warehouse shipment
line. This is convenient for workers who do not typically use the Warehouse Shipment page.
After the warehouse shipment is posted, various fields on the sales order line are updated to show progress in the
warehouse. The following fields are also updated to show how many assemble-to-order quantities remain to be
assembled and shipped:
ATO Whse. Outstanding Qty.
ATO Whse. Outstd. Qty. (Base)

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
5 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.
In basic warehouse configurations where the location requires pick processing but not shipment processing, you
use the Inventory Pick page to organize and record the picking of components.
In basic warehouse configurations, you must pick for assembly orders with the Inventory Movement page. For
more information, see Handling Assemble-to-Order Item with Inventory Picks.
In advanced warehouse configurations where locations require both picks and shipments, you use the
Warehouse Pick page to bring components to production or assembly orders. For more information, see Pick
for Production or Assembly in Advanced Warehouse Configurations.

NOTE
The following important differences exist between inventory picks and inventory movements:
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 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, 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.

To pick components in basic warehouse configurations

In basic warehouse configurations where the location is set up to use picking only, you can pick components for
production activities with the Inventory Pick page. For more information, see Pick Items with Inventory Picks.
1. Choose the icon, enter Inventory Picks, and then choose the related link.
2. To access the production order components, choose the Get Source Documents action, and then select the
released production order.
3. Perform the pick, and then record the actual picking information in the Qty. Picked field.
4. When the lines are ready for posting, choose the Post action. The posting creates the necessary warehouse
entries and posts the consumption of the items.
You can also create an Inventory Pick directly from the released production order. Choose the Create
Inventory Put-away/Pick action, select the Create Invt. Pick check box, and then choose the OK button.
Alternatively, you can use the Inventory Movement page to move items between bins ad hoc, meaning without
reference to a source document. For more information, see Move Components to an Operation Area in Basic
Warehouse Configurations.
Handling Assemble -to -Order Items with Inventory Picks
The Inventory Pick page is also used to pick and ship for sales where items must be assembled before they can
be shipped. For more information, see Sell Items Assembled to Order.
Items to be shipped are not physically present in a bin until they are assembled and posted as output to a bin in
the assembly area. This means that picking assemble-to-order items for shipment follows a special flow. From a
bin, warehouse workers take the assembly items to the shipping dock and then post the inventory pick. The
posted inventory pick then posts the assembly output, the component consumption, and the sales shipment.
You can set up Business Central to automatically create an inventory movement when the inventory pick for the
assembly item is created. To enable this, you must select the Create Movements Automatically field on the
Assembly Setup page. For more information, see Move Components to an Operation Area in Basic
Warehousing.
Inventory pick lines for sales items are created in different ways depending on whether none, some, or all of the
sales line quantities are assembled to order.
In regular sales where you use inventory picks to post shipment of inventory quantities, one inventory pick line,
or several if the item is placed in different bins, is created for each sales order line. This pick line is based on the
quantity in the Qty. to Ship field.
In assemble-to-order sales where the full quantity on the sales order line is assembled to order, one inventory
pick line is created for that quantity. This means that the value in the Quantity to Assemble field is the same as
the value in the Qty. to Ship field. The Assemble to Order field is selected on the line.
If an assembly output flow is set up for the location, then the value in the Asm.-to-Order Shpt. Bin Code field
or the value in the From -Assembly Bin Code field, in that order, is inserted in the Bin Code field on the
inventory pick line.
If no bin code is specified on the sales order line, and no assembly output flow is set up for the location, then the
Bin Code field on the inventory pick line is empty. The warehouse worker must open the Bin Contents page
and select the bin where the assembly items are assembled.
In combination scenarios, where a part of the quantity must first be assembled and another must be picked from
inventory, a minimum of two inventory pick lines are created. One pick line is for the assemble-to-order quantity.
The other pick line depends on which bins can fulfill the remaining quantity from inventory. Bin codes on the two
lines are filled in different ways as described for the two different sales types respectively. For more information,
see the “Combination Scenarios” section in Understanding Assemble to Order and Assemble to Stock.

Filling the Consumption Bin

This flow chart shows how the Bin Code field on production order component lines is filled according to your
location setup.
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
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.

SOURCE DOCUMENT RELEASE METHOD

Production Order Change order type to released production order.

Assembly Order Change status to Released.

To pick components using the pick worksheet

1. Choose the icon, enter Pick Worksheet, and then choose the related link.
2. Choose the Get Warehouse Documents action, and then select the component lines from the released
production order.
3. Inspect the lines, sort them to ensure an efficient picking round, and combine them with other worksheet lines
if necessary to make best use of employee time.
4. Choose the Create Pick action.
5. Define how to create the warehouse pick documents and how to sort pick lines by filling fields on the Create
Pick page.
6. Choose the OK button. Warehouse pick documents are created with pick lines for each component that is
required in the internal operation.
If the internal operation area, such as a production shop floor, is set up with a default bin for placement of
components to be used in the operation, then that bin code is inserted in the Place lines on the warehouse pick
document to instruct warehouse workers where to place the items. For more information, see the To-Production
Bin Code or the To-Assembly Bin Code field.

Filling the Consumption Bin

This flow chart shows how the Bin Code field on production order component lines is filled according to your
location setup.

See Also
Warehouse Management
Inventory
Setting Up Warehouse Management
Assembly Management
Design Details: Warehouse Management
Working with Business Central
 Plan Picks in Worksheets
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.

To plan picks in the worksheet

1. Choose the icon, enter Pick Worksheet, and then choose the related link.
2. Choose the Get Whse. Documents action.
3. Select the shipments for which you want to prepare a pick. You can now sort the lines to some degree, but the
sorting you do here will not be carried through to the pick instruction. You can also delete some of the lines to
make a more effective pick. For instance, if there are a number of lines with items in cross-dock bins, you might
want to create a pick for all the lines associated with these lines. The cross-docked items will be shipped, along
with the other items on the shipments, and the cross-dock bins will have space for more incoming items.
4. Choose the Create Pick action, and fill in the Create Pick request page. The sorting you request here will
order the pick lines you create. For example, you can create one pick for each zone and sort the lines by bin
ranking within each pick.
5. Choose the icon, enter Picks, and then choose the related link. The Picks page opens.
6. You can now find the pick assignment you just created by selecting the pick with the highest number.
7. In the pick, you can still alter, if necessary, the assigned user ID and the way the lines are sorted.
8. Choose the Print action to print the pick instructions.
9. After you have performed the pick, choose the Register action.
If the bins have been numbered in a way that mirrors the physical layout of the warehouse, the lines sorted by bin
code allow the picker to pick for a number of shipments in one round of the warehouse. The worker takes the
required number of items for each shipment line out of each bin and places them along with the other items for
the particular shipment. A picker can save a great deal of time by picking for several shipments in one visit to a
bin.
Another effective sorting option is bin ranking, if the physical layout of the warehouse is more according to bin
ranking than bin code.
In the pick worksheet, you can also sort by ship-to address, enabling you to assemble and ship the orders to far-
away customers first.

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
2 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.

To create an internal pick

1. Choose the icon, enter Whse. Internal Pick, and then choose the related link.
2. Fill in the No. field and the To Bin Code field on the General FastTab. The To Bin Code field specifies the bin
from which you want to get the items. For production purposes, this bin would be the inbound production bin
or the open shop bin. For other purposes, choose a To Bin Code of a bin type that is not used for picking, most
likely a staging, shipping or special purpose bin.
3. Select an item in the Item No. field, and fill in the quantities you want to pick.
4. Choose the Create Pick action. A warehouse pick instruction is now ready for a warehouse employee to
perform.

To create an internal put-away

1. Choose the icon, enter Whse. Internal Put-away, and then choose the related link.
2. Fill in the No. and From Bin Code fields on the General FastTab. The From Bin Code field specifies the bin
where the items being returned to the warehouse, perhaps from production, are located.
3. Fill in the item numbers and quantities on the lines.
4. Choose the Create Put-away action. A warehouse put-away instruction is now ready for a warehouse
employee to perform.

See Also
Warehouse Management
Inventory
Setting Up Warehouse Management
Assembly Management
Design Details: Warehouse Management
Working with Business Central
 Enable Picking Items by FEFO
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 Specific Tracking field or the Lot Specific Tracking field
must be selected.
The item must be posted to inventory with an expiration date.
On the location card, the Require Pick check box must be selected.
On the location card, the Pick According to FEFO check box must be selected.
On the location card, the Bin Mandatory check box must be selected.
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/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/lot-numbered items have the same expiration date, then application selects the item with the lowest serial or
lot number.

When picking serial/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, either on the Inventory Movement page or the Movement Worksheet page,
you must leave the From Bin field empty.

If the Strict Expiration Posting field is selected, then only items that are not expired will be included in the pick. This
applies even if you are not using Pick according to FEFO.

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
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.

To split warehouse activity lines

1. Open a warehouse activity line where you are trying to handle an insufficient quantity.
2. In the Qty. to Handle field, enter the reduced quantity that you are able to handle.
3. On the Lines FastTab, choose the Actions action, choose the Functions action, and then choose the Split
Line action. A new line appears, which is a copy of the original line, except that the Qty. to Handle field
contains the quantity that you removed from the original line.
4. Assign an appropriate bin and, if you are using directed put-away and pick, a zone, to this new line, or continue
splitting the line as necessary until you find appropriate bins for all of the quantity.

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
4 minutes to read • Edit Online

Note: This walkthrough must be performed on a demonstration company with the Full Evaluation - Complete
Sample Data option, which is available in the Sandbox environment. For more information, see Creating a
Sandbox Environment.
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.

COMPLEXITY LEVEL
(SEE DESIGN
DETAILS:
INBOUND WAREHOUSE
METHOD PROCESS BINS PICKS SHIPMENTS SETUP)

A Post pick and X 2

shipment from
the order line

B Post pick and X 3

shipment from an
inventory pick
document

C Post pick and X 4/5/6

shipment from a
warehouse
shipment
document

D Post pick from a X X 4/5/6

warehouse pick
document and
post shipment
from a
warehouse
shipment
document

For more information, see Design Details: Outbound Warehouse Flow.

The following walkthrough demonstrates method B in the previous table.

About This Walkthrough

In basic warehouse configurations where your location is set up to require pick processing but not ship processing,
you use the Inventory Pick page to record and post pick and ship information for your outbound source
documents. The outbound source document can be a sales order, purchase return order, outbound transfer order, or
a production order with component need.
This walkthrough demonstrates the following tasks:
Setting up SILVER location for inventory picks.
 Creating a sales order for customer 10000 for 30 loudspeakers.
Releasing the sales order for warehouse handling.
Creating an inventory pick based on a released source document.
Registering the warehouse movement from the warehouse and at the same time posting the sales shipment for
the source sales order.

Roles
This walkthrough demonstrates tasks that are performed by the following user roles:
Warehouse Manager
Order Processor
Warehouse Worker

Prerequisites
To complete this walkthrough, you will need:
CRONUS International Ltd. installed.
To make yourself a warehouse employee at SILVER location by following these steps:
1. Choose the icon, enter Warehouse Employees, and then choose the related link.
2. Choose the User ID field, and select your own user account on the Users page.
3. In the Location Code field, enter SILVER.
4. Select the Default field.
Make item LS -81 available at SILVER location by following these steps:
1. Choose the icon, enter Item Journals, and then choose the related link.
2. Open the default journal, and then create two item journal lines with the following information about
the work date (January 23).

ENTRY TYPE ITEM NUMBER LOCATION CODE BIN CODE QUANTITY

Positive Adjmt. LS-81 SILVER S-01-0001 Note: 20

The item’s default
bin in CRONUS

Positive Adjmt. LS-81 SILVER S-01-0002 20

3. Choose the Post action, and then select the Yes button.

Story
Ellen, the warehouse manager at CRONUS, sets up SILVER 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
LS -81 to be shipped to customer 10000 from the SILVER 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
Inventory Pick page, which automatically points to the bins where LS -81 is stored.

Setting Up the Location

The setup of the Location Card page defines the company’s warehouse flows.
To set up the location
1. Choose the icon, enter Locations, and then choose the related link.
2. Open the SILVER location card.
3. Select the Require Pick check box.

Creating the Sales Order

Sales orders are the most common type of outbound source document.
To create the sales order
1. Choose the icon, enter Sales Orders, and then choose the related link.
2. Choose the New action.
3. Create a sales order for customer 10000 on the work date (January 23) with the following sales order line.

ITEM LOCATION CODE QUANTITY

LS_81 SILVER 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.

Picking and Shipping Items

On the Inventory Pick page, you can manage all outbound warehouse activities for a specific source document,
such as a sales order.
To pick and ship items
1. Choose the icon, enter Inventory Picks, and then choose the related link.
2. Choose the New action.
3. Select the Source Document field, and then select Sales Order.
4. Select the Source No. field, select the line for the sale to customer 10000, and then choose the OK button.
Alternatively, choose the Get Source Document action, and then select the sales order.
5. Choose the Autofill Qty. to Handle action.
Alternatively, in the Qty. to Handle field, enter 10 and 30 respectively on the two inventory pick lines.
6. Choose the Post action, select Ship, and then choose the OK button.
The 30 loudspeakers are now registered as picked from bins S -01-0001 and S -01-0002, and a negative item
ledger entry is created reflecting the posted sales shipment.

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
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.

To ship items with a sales order

The following describes how to receive items with a purchase order. The steps are similar for purchase return
orders, service orders, and outbound transfer orders.
1. Choose the icon, enter Sales Orders, and then choose the related link.
2. Open an existing sales order, or create a new one. For more information, see Sell Products.
3. In the Qty. to Ship field, enter the received quantity.
The value in the Qty. Shipped field is updated. If this is a partial shipment, then the value is lower than the
value in the Quantity field.
4. Choose the Post action.

To ship items with a warehouse shipment

First you create a shipment document from a business source document. Then you pick the specified items for the
shipment.
To create a warehouse shipment
Typically, employee responsible for shipping creates a warehouse shipment.
1. Choose the icon, enter Warehouse Shipments, and then choose the related link.
2. Choose the New action.
Fill in the fields on General FastTab. When you retrieve source document lines, some of the information is
copied to each line.
For warehouse configuration with directed put-away and pick, if the location has a default zone and bin for
shipments, the Zone Code and Bin Code fields are filled in automatically, but you can change them as
appropriate.
 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
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.

To find an instruction assigned to you

1. Choose the icon, enter Warehouse Put-aways, Warehouse Picks, or Warehouse Movement, and
then choose the related link.
All three pages show assignments for all warehouse locations.
2. Sort the items by location. You can now see the instructions that have been assigned to you.
3. Select one of the lines with your initials in the Assigned User ID field and then choose the OK button. The
put-away assignment then appears on the page, with your initials in the Assigned User ID field on the
General FastTab.
You can use the Assigned User ID field on the header to claim work assignments, if the warehouse manager does
not assign particular instructions to individuals. Simply enter your user ID in the header of the warehouse before
you begin work on an instruction. Your co-workers can then choose to work on other instructions, and the
warehouse will avoid a duplication of effort.

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)
5 minutes to read • Edit Online

NOTE
In the standard version of Business Central, ADCS only works in on-premise deployments. However, a Microsoft partner can
make it work in online deployments by using Power Apps or similar.

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.
For more information, see Configuring an Automated Data Capture System in the developer and IT-pro help.

To set up a warehouse to use ADCS

To use ADCS, you must specify which warehouse locations use the technology.

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.

To specify an item to use ADCS

Each warehouse item that you want to use with ADCS must be assigned an identifier code to link it with its item
number. For example, you can use the item's bar code as the identifier code. An item can also have multiple
identifier codes. You may find this useful in the case where an item is available in various units of measures, such
as pieces and pallets. In this case, assign an identifier code to each.
1. Choose the icon, enter Items, and then choose the related link.
2. Select an item from the list that is part of your ADCS solution, and then choose the Edit action.
3. On the Item Card page, choose the Identifiers action.
4. On the Item Identifiers page, choose the New action.
5. In the Code field, specify the identifier for the item. For example, the identifier could be the item's bar code
number.
You can also enter a Variant Code and a Unit of Measure code.
6. If needed, enter multiple codes for each item.
7. Choose the OK button.
8. To review the information, choose the Identifier Code field to open the Item Identifiers page.

To add an ADCS user

You can add any user as a user of an Automated Data Capture System (ADCS ). When you do this, the user must
also provide a password. Optionally, you can also provide a connection that identifies the ADCS user as a
warehouse employee. The ADCS user password can be different from the Windows logon password of the user.
For more information, see Assign Permissions to Users and Groups.
1. Choose the icon, enter ADCS Users, and then choose the related link.
2. Choose the New action.
3. In the Name field, enter a name for the user. The name cannot contain more than 20 characters, including
spaces.
4. In the Password field, enter a password. The password is masked.
To specify that a warehouse employee is an ADCS user
1. Choose the icon, enter Warehouse Employees, and then choose the related link.
2. If needed, add a new warehouse employee. For more information, see Set Up Warehouse Employees.
3. Choose the Edit List action.
4. Select a warehouse employee from the list. In the ADCS User field, choose the drop-down arrow, and then
select the name of an ADCS user from the list.

NOTE
The default warehouse for the employee must be one that uses ADCS.

To create and customize miniforms

You use miniforms to describe the information that you want to present on a handheld device. For example, you
can create miniforms to support the warehouse activity of picking items. After you create a miniform, you can add
functions to it for the common actions that a user takes with handheld devices, such as moving up or down a line.
To implement or change the functionality of a miniform function, you must create a new codeunit or modify an
existing one to perform the required action or response. You can learn more about ADCS functionality by
examining codeunits such as 7705, which is the handling codeunit for logon functionality. Codeunit 7705 shows
how a Card-type miniform works.
To create a miniform for ADCS
1. Choose the icon, enter Miniforms, and then choose the related link.
2. Choose the New action.
3. In the Code field, enter a code for the miniform. Optionally, enter values in all other fields.
Select the Start Miniform check box to indicate that the miniform is the first form that the user sees at
 logon.
4. On the Lines FastTab, define the fields that appear on the miniform. The order in which you enter lines is
the order in which the lines appear on the handheld device.
When you have created a miniform, the next steps are to create functions and to associate functionality for various
keyboard inputs.
To add support for a function key
1. Add code similar to the following example to the.xsl file for the plug-in. This creates a function for the F6 key.
The key sequence information can be obtained from the device manufacturer.

<xsl:template match="Function[.='F6']">
<Function Key1="27" Key2="91" Key3="49" Key4="55" Key5="126" Key6="0"><xsl:value-of select="."/>
</Function>
</xsl:template>

2. In the Business Central development environment, open table 7702 and add a code representing the new key.
In this example, create a key that is named F6.
3. Add C/AL code to the relevant function of the miniform-specific codeunit to handle the function key.
To customize miniform functions
1. Choose the icon, enter Miniforms, and then choose the related link.
2. Select a miniform from the list, and then choose the Edit action.
3. Choose the Functions action.
4. In the Function Code drop-down list, select a code to represent the function that you want to associate with
the miniform. For example, you can select ESC, which associates functionality with the press of the ESC key.
In the Business Central development environment, edit the code for the Handling Codeunit field to create or
modify code to perform the required action or response.
For more information, see Configuring an Automated Data Capture System in the developer and IT-pro help.

See Also
Warehouse Management
Inventory
Setting Up Warehouse Management
Assembly Management
Design Details: Warehouse Management
Working with Business Central
 Service Management
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 Planning Service

understand how to monitor progress.

Create and manage contractual agreements between you Fulfilling Service Contracts
and your customers.

Provide service to customers, and invoice service orders. Delivering Service

See Also
Managing Receivables
Jobs
Welcome to Dynamics 365 Business Central

Start a free trial!

 Planning Services
2 minutes to read • Edit Online

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.

Use statistics to analyze your service processes. Viewing Service Statistics

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
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 Price Adjustment Groups

You use service price adjustment groups to set up the different types of price adjustments. For example, you can
set up a service price adjustment group that adjusts prices for spare parts, one that adjust prices for labor, one that
adjusts prices for costs, and so on. You can also specify whether the service price adjustment should be applied to
just one specific item or resource, or to all items or resources.
Each service price adjustment group holds the information about the adjustments that you want to make on the
service lines.
The service price adjustment function does not apply to service items that belong to service contracts. You can only
adjust the service prices of items that are part of a service order. You cannot adjust the price of a service item if it
has a warranty. You cannot adjust the price of a service item on a service order if the service line linked to it has
been posted as invoice, either fully or in part.
When you run the service price adjustment function, all of the discounts in the order will be replaced by the values
of the service price adjustment.

Service Price Groups

You can set up service price groups to create groups of service items that receive the same special service pricing.
When you have set up service price groups, you can then assign them to service items on service item lines. You
can also assign service price groups to service item groups.
Before you can assign a service price group to a service item, you have to determine to which fault area, currency,
or service price adjustment group the service price group applies. You have to determine to which amount the
service price should be adjusted, and whether this amount should include VAT and discounts. You also have to
determine whether this adjustment concerns a fixed amount, or should only be applied under certain conditions.
When you assign a service price group to a service item, all the special service pricing that you set up in this group
will then apply for this service item.

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.

Service Price Adjustment

Service price adjustment lets you adjust the price of an item, resource, general ledger account, or cost on a service
order.
After you have entered an item on the service item line, you then enter all information about the costs of this item
on the service lines. When you run the Adjust Service Price function, you can preview the price adjustments. You
can make modifications if you have to. When you acknowledge the modifications, the adjustments are calculated,
and are then transferred to the service lines. You then post the service order.
Depending on the type of service price adjustment, the total amount of the adjustments is calculated.
The following table describes the calculations.

OPTION DESCRIPTION

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
3 minutes to read • Edit Online

The Status field on the Service Order page and the service item repair status, which is represented by the Repair
Status Code field on the Service 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. For more information, see Service Order Status.
The level of priority of each service order status option. For more information, see Priority.
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.

Specifying Service Order Status for Repair Status

Each repair status is linked to a particular service order status. The options for the service order status are as
follows: Pending, In Process, On Hold, and Finished. The repair status options are as follows: Initial, In
Process, Referred, Partly Serviced, Quote Finished, Waiting for Customer, Spare Part Ordered, Spare Part
Received, and Finished.
Pending
The service order status Pending indicates that the service can start or continue at any time. Therefore, the repair
status options of Initial, Referred, Partly Serviced, and Spare Part Received can be linked to this service order
status.
In Process
The service order status In Process indicates that the service is in process. Therefore, the repair status options In
Process and Spare Part Ordered can both be linked to this service order status. If you link the Spare Part
Ordered status to an In Process service order status, you must also link the Spare Part Received status to this
service order status.
On Hold
The service order status On Hold indicates that the service is temporarily on hold because you are waiting for a
customer response or spare parts before the service can start. Therefore, the repair status options of Quote
Finished, Spare Part Ordered, and Waiting for Customer can be linked to this service order status.
Finished
The service order status Finished indicates that the service has been completed. Therefore, the Finished repair
status is linked to this status.

Assigning Priority to Service Order Status

When a repair status of a service item is changed, the service order status options linked to the different repair
status options of all the service items in the order are identified. If the service items are linked to two or more
service order status options, the service order status option with the highest priority is selected.
You must decide which service order status contains the most important information about the status of the
service order and assign that status the highest priority, and so on.
Example
A typical priority level assignment could be as follows:
In Process - High
Pending - Medium high
On Hold - Medium low
Finished - Low
For example, if one service item has the repair status Initial, linked to the service order status Pending, another
has the repair status In Process, linked to the service order status In Process, and a third has the repair status
Spare Part Ordered, linked to the service order status On Hold, the resulting service order status will be In
Process because this has the highest priority.

See Also
Set Up Statuses for Service Orders and Repairs
Setting Up Service Management
 Allocation Status and Repair Status of Service Items
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 Partly Serviced 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 Service Tasks page and you can
update the repair status in the Repair Status Code field on the Service Item Worksheet page. You can view the
allocation status in the Status field on the Resource Allocations page.

Changing Repair Status

When you change the repair status of a service item on a service item line, there is a search for a corresponding
allocation entry for this service item that has the status Active. If such an allocation entry is found, the status is
updated in one of the following ways:
If you change the repair status to Finished, the allocation status is changed from Active to Finished.
If you change the repair status to Partly Serviced, that is, some of the service has been completed, or
Referred, that is, no service has been done, the allocation status is changed from Active to Reallocation
Needed.
When a service order allocation entry is created that indicates that no resource has been allocated, the Status
field on the Resource Allocation page is set to Nonactive.
The allocation entry status is set to Canceled when you reallocate the referred service item in the service
order allocation entry, which indicates that the allocated resource or resource group has not attempted the
service task.
The allocation status reflects when the service process is finished, or when another resource is necessary in order
to finish the service of the service item.

Converting Service Quotes to Service Orders

When you convert a service quote to a service order, the service order, the service items in the order and their
allocation entries are updated in the following ways:
The repair status of the service items is changed to Initial.
The service order status is changed to Pending.
There is a search for allocation entries for all the service items in the service order that have the status Active.
If such allocation entries are found, their allocation status is changed from Active to Reallocation Needed.

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 Partly Serviced (some service has been
completed).
Reallocating an Active Allocation Entry
When you reallocate a service item in an allocation entry that is Active, the allocation entry is updated in the
following ways:
If service was started when 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 is changed from Active to Finished.
If service was not started when the allocation was Active, the allocation status is changed from Active to
Canceled.
The repair status of the service item in the allocation entry is updated in the same way as if you had canceled the
allocation:
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 Partly Serviced (some service has been
completed).
A new allocation entry that contains the new resource is created that has the status Active.

Reallocating a Service Item

When you reallocate a service item in an allocation entry that has the status Reallocation Needed, the allocation
entry is updated in the following ways:
If service was started when 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 is changed from Reallocation Needed to Finished.
If service was not started when the allocation was Active, the allocation status is changed from Reallocation
Needed to Canceled.
A new allocation entry that contains the new resource is created that has the status Active.

See Also
Set Up Resource Allocations
Allocate Resources
 Viewing Service Statistics
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 Service Item Trendscape or Contract
Trendscape to view a summary of service ledger entries for a specific service item.

Viewing Statistics for Service Orders

The service order statistics feature gives you a quick overview of the contents of the entire service order, the details
on the specific service lines, and information related to invoicing, shipping and consuming, and the customer's
balance.
The statistical data is displayed for a service order on the Service Order Statistics page for the relevant order. You
can open the relevant statistics page from a service order. On the Service Orders page, choose Statistics. The
FastTabs in this page show information such as quantity, amount, VAT, cost, profit, and customer credit limit. The
amounts on the page are in the currency of the service order, unless otherwise indicated.
View totals for a service order
You can view the total amount on the service lines, including and excluding VAT, VAT part, cost, and profit on the
service lines. The page also displays item-specific information, such as weight, volume, and the quantity of parcels.
View shipping information
You can see information about the items, resources, or costs to be shipped. To provide the information, the values
specified in the Qty. to Ship field are used on each service line in the order.
View order details
You can view information about the items, resource hours, and costs to be invoiced and consumed. The following
table describes this information.

COLUMN DESCRIPTION

Invoicing Displays amounts that are to be posted as invoiced from the

service order.

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.

Analyze service order lines

You can analyze the information by the types of service lines included in the service order. The amounts are shown
separately for:
Items
Resources
Costs and general ledger accounts
View customer information
See the balance on the customer's account, in addition to the maximum credit that can be endued to the customer
who you created the service document for.

Viewing Service Item Statistics

On the Service Item Statistics page, you can see up-to-date information about a service item based the following
service ledger entry types:
Resources
Items
Service cost
Service contracts
Total
For each entry type, you can see the invoiced amount, usage (amount), cost amount, quantity, quantity invoiced
and quantity consumed, profit amount and profit percentage. The profit percentage is calculated according to the
following formula:
(Invoiced Amount - Usage (Cost)) x 100 / Invoiced Amount

Using Trendscapes
For service items and service contracts, the Service Item Trendscape or Service 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 Quarter. When you have found the desired period, you can shift back to the original interval to see the data
in more detail.

Viewing Gains and Losses on Contracts

A contract gain or loss entry is generated when a contract quote is converted to a service contract, when contract
lines are added or removed from a service contract, or when a contract is canceled. You can view contract gains or
losses on the following pages.

PAGE DESCRIPTION

Contract Gain/Loss (Contracts) To view the contract gain/loss by service contract.

Contract Gain/Loss (Groups) To view the contract gain/loss by service contract group.

Contract Gain/Loss (Customers) To view the contract gain/loss by customer.

 PAGE DESCRIPTION

Contract Gain/Loss (Reasons) To view the contract gain/loss by reason code.

Contract Gain/Loss (Resp.Ctr) To view the contract gain/loss by responsibility center.

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.

Viewing Statistics for Posted Service Documents

The service statistics feature lets you gain a statistical overview of the contents of posted service documents, such
as a posted shipment, posted invoice, and posted credit memo.
The statistical information is displayed in the statistics page for the corresponding posted service document. You
can open the relevant statistics page from posted service shipment, posted service invoice, or posted service credit
memo documents. For each of these document types, choose the Statistics action. For example, from the Posted
Service Invoices page, choose the Statistics action.
Posted Service Shipment Statistics
The Service Shipment Statistics page provides an overview of a posted service shipment. This includes
information about the physical contents of the shipment, such as quantity of the shipped items, resource hours or
costs, and weight and volume of the shipped items.
Posted Service Invoice Statistics
You can see a statistical summary on a posted service invoice on the Service Invoice Statistics page. You can
view the totals of the posted service invoice. The data includes total amount on the service lines (including and
excluding VAT) that has been posted as invoiced, VAT part, cost, and profit on the posted invoice. The page also
displays information about the following:
The items on the service invoice lines, such as weight, volume, and the quantity of parcels.
The balance on the customer's account, and the maximum credit that you can extend the customer.
Posted Service Credit Memo Statistics
You can use the Service Credit Memo Statistics page to get a statistical overview of the lines in a posted service
credit memo. The overview can include:
The total amounts on the posted credit memo, displayed as quantity, amount, VAT, cost and profit. There is also
information about the items on the service lines of the posted credit memo, such as quantity, weight, and
volume.
General information about the customer, such as the customer's credit limit and balance on the account.

See Also
Create Service Orders
Create Service Items
Planning Service
 Fulfilling Service Contracts
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 Service Contract page.
The following table describes a sequence of tasks, with links to the topics that describe them.

TO SEE

Handle a service item under multiple contracts. Multiple Contracts

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 Contract
quote, so make sure that you invoice the right amount. Quotes

See also
Planning Service
Delivering Service
Setting Up Service Management
Create Service Contracts and Service Contract Quotes
 Multiple Contracts
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.

Creating Multiple Contracts per Service Item

You can manually create a service contract or contract quote for service items already registered in non-canceled
contracts owned by the same customer. To do this, follow the standard procedure of creating service contracts and
service contract quotes. For more information, see Work with Service Contracts and Service Contract Quotes.
When you add a service item on a contract line that is registered in other service contracts or contract quotes, a
warning message is displayed stating that the service item already belongs to one or more service contracts or
contract quotes. If you confirm this message, all relevant service item information is copied to a newly created
contract line.

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 Document action.

Creating Service Orders for Multiple Contracts

You can manually create a service order for a service item that is registered in multiple active contracts. A service
contract is active when it is signed and not expired.

See Also
Fulfilling Service Contracts
Create Service Orders
 Work with Service Contracts and Service Contract
Quotes
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.

To create a service contract or service contract quote

1. Choose the icon, enter Service Contracts or Service Contract Quotes,and then choose the related link.
2. Create a new service contract or service contract quote.
3. Fill in the No. field. A dialog box opens, asking whether you want to fill it with the common data from a
contract template. If you want to create such a service contract or service contract quote, choose the Yes
button. The Service Contract Template List page opens.
4. Select the appropriate template, and then choose OK to use it to create the service contract or service contract
quote.
5. In the Customer No. field, choose the customer.
6. If you do not want an annual amount difference to be distributed automatically, choose the Allow
Unbalanced Amounts check box. The values in the Annual Amount and Calcd. Annual Amount fields are
not automatically equalized. If you want application to do automatically distribute any annual amount
difference that might occur from a change in the service contract, leave the Allow Unbalanced Amounts
check box clear.
7. Add contract lines to the service contract or service contract quote.
8. Fill in the rest of the fields as necessary.

To convert a service contract quote to service contract

When a customer has accepted a service contract quote, you convert it to a service contract. At the same time, you
can create a service invoice for the starting period of the contract if the starting date of the contract is before the
beginning of the next invoice period.
After you complete the following steps, a service contract is created with the status Signed. If a service invoice is
created for the starting period of the contract, the invoiced amount is calculated in the following way, depending
on whether the contract is detailed or not.
For detailed contracts, the invoiced amount is calculated as follows:
Invoiced amount = sum of the invoiced amount for each contract line.
Invoiced amount for each contract line = ((quote value ÷ 12) × number of months in the starting period) +
((quote value ÷ number of days in the year) × number of days left in the starting period).
If the contract line expires before the starting period ends, the expiration date becomes the ending date of the
starting period for the line.
For contracts that are not detailed, the invoiced amount is calculated as follows:
Invoiced amount = (annual amount ÷ number of days in the year) × number of days in the starting period.
If the contract expires before the starting period ends, the expiration date becomes the ending date of the
 starting period.
1. Choose the icon, enter Service Contract Quotes, and then choose the related link.
2. Open the service contract quote you want to convert to a service contract.
3. Choose the Make Contract action.
4. If the starting date of the contract is before the beginning of the next invoice period, you are asked if you want
to create an invoice for the starting period of the contract. Choose Yes.
The service invoice is posted to the service account of the contract, even if the contract is prepaid.

To create contract service credit memos

You can use a contract service credit memo when a customer cancels a prepaid service contract or removes a
service item from a prepaid contract. You can also use it to correct an erroneous service invoice.
1. Choose the icon, enter Service Credit Memos, and then choose the related link.
2. Create a new service credit memo.
3. Fill in the No. field.
4. In the Customer No. field, enter the number of the customer in the service contract.
The Invoicing FastTab shows information copied from the Customer card. If you want to post the credit
memo to a different customer than the one specified on the General FastTab, enter the number of that
customer in the Bill-to Customer No. field.

NOTE
You can compare the credit memo to the original posted document on the Posted Service Invoices page. Choose
the icon, enter Posted Service Invoices, and then choose the related link.

5. Fill in the Posting Date and Document Date fields.

6. On the credit memo lines, enter information about the items that have been returned or removed, or the
allowance that will be sent. You can also use the Get Prepaid Contract Entries batch job.
To automatically create a credit memo when contract lines are removed from a service contract, on the Service
Contract page, on the Invoice Details FastTab, select the Automatic Credit Memos check box.
To manually create a credit memo when contract lines are removed from a service contract, on the Service
Contract page, choose the Credit Memo action.

Updating and evaluating contracts

Sometimes you have to change the terms of a contract after it has been created. In most cases, you open the
relevant contract on the Service Contract page, and change it as necessary.
You can change the status of the contract, initially set to Locked, add and remove contract lines, and cancel a
contract. If you want to see how your business is doing as measured by gain and loss, you can do quick business
analysis using the contract trendscape feature.

To add a contract line to a service contract or contract quote

When a customer purchases a new item and wants to include it in the existing service contract or contract quote,
you can register the item as a service item and then add it as a new contract line to the contract or contract quote.
1. Choose the icon, enter Service Contracts, and then choose the related link.
2. Open the relevant service contract or service contract quote that you want to add a new contract line for.
3. Choose the Open Contract action to open the service contract or service contract quote for editing.
4. On the Invoice Details FastTab, select the Allow Unbalanced Amounts field if you want to change the
annual amount and distribute the annual amount difference manually on the contract lines. Otherwise, clear
the check box in the Allow Unbalanced Amounts field. This will distribute the annual amount difference
automatically on the contract lines after you change the annual amount.
5. On the Lines FastTab, add a service item or item, or text description, on each contract line. Alternatively, you
can add contract quote lines. Note that you can create multiple contracts per service item to have it included in
different service contracts or contract quotes at the same time.
6. Verify and correct the numbers in the Line Discount %, Line Discount Amount, Response Time, Service
Period, and other fields as needed.

To remove contract lines

You may need to remove contract lines from the service contract as you remove corresponding service items
from the service contract. Usually you remove a contract line that is expired or corresponds to the service item
that has broken down.
1. Choose the icon, enter Service Contracts, and then choose the related link.
2. Open the service contract from which you want to remove contract lines.
3. Choose the Open Contract action to open the service contract for editing.
4. Choose the contract line you want to remove. Fill in the Contract Expiration Date field with the date as of
which you want to remove the line. For example, you could enter the date when the service item broke down.
5. Choose the Remove Contract Lines action. The Remove Lines from Contract page opens.
6. Fill in the default filters: Contract No., Service Item No., and Contract Type. If needed, you can apply more
filters or change the existing ones.
7. Fill in the fields on the Options FastTab, and then choose the Delete Lines action.

NOTE
If the contract is not detailed, you must update the value in the Annual Amount field on the Invoice Details FastTab on
the Service 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.

Service Line Cost and Value

On a service contract lines, the amounts in the Line Cost and Line Value are calculated as described in the
following tables.

LINE COST OPTIONS DESCRIPTION

Service item The cost is automatically retrieved from the Default Contract
Cost field in the Service Item table and copied into the Line
Cost field. The following formula is used to calculate the line
cost:

Sales Unit Cost × Contract Value % ÷ 100

 LINE COST OPTIONS DESCRIPTION

Item The cost is automatically retrieved from the Unit Cost field in
the Item table and the Contract Value % field value in the
Service Mgt. Setup table. The following formula is used to
calculate the line cost:

Unit Cost × Contract Value % ÷ 100

Text description The value in the Line Cost field is set to zero.

LINE VALUE OPTIONS DESCRIPTION

Service item The price is automatically retrieved from the Default

Contract Value field in the Service Item table and copied
into the Line Value field.

Item Depending on the value in the Contract Value Calc. Method

field in the Service Mgt. Setup table, the amount is retrieved
from either the Unit Price or the Unit Cost field in the Item
table. After that, this value is multiplied by the contents of the
Contract Value % field in the Service Mgt. Setup table and
divided by 100. This amount is copied into the Line Value
field.

NOTE: If the Contract Value Calc. Method field is set to

None, the contents of the Line Value field are not calculated.

Text description The contents of the Line Value field are set to zero.

To add a contract discount to service contract quotes

You can add contract discounts on services for contract quotes and service contracts. The discounts can be on
spare parts in particular service item groups, on resource hours for resources in particular resource groups, and
on particular service costs.
1. Choose the icon, enter Service Contract Quotes, and choose the related link.
2. Choose the quote to add discounts for.
3. Choose the Service Discounts action. The Contract/Service Discounts page opens.
4. To create a new contract discount, choose the New action.
5. Fill in the fields on the line as necessary. Hover over a field to read a short description..

TIP
To add contract discounts directly to a service contract, perform similar steps from the Service Contract page.

To change the owner of a service contract

You may need to change the owner of a service contract. If a service item in a service contract is registered in
noncanceled multiple contracts owned by the same customer, then the owner of all service contracts that include
this service item and of all other service items included in these contracts is updated automatically.
 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 Service 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 Service 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.

To update a service contract price

You can update the prices on service contracts by specifying a price update percentage.
1. Choose the icon, enter Update Service Contract Prices, and then choose the related link.
2. Choose the service contract.
3. In the Update to Date field, enter a date. The batch job will update prices for contracts with next price update
dates on or before this date.
4. In the Price Update % field, enter the percentage that you want to update the prices by.
5. In the Action field, select Update Contract Prices.

To post prepaid contract entries

If you work with prepaid service contracts, you must regularly post prepaid contract entries, thereby transferring
the prepaid payments from the prepaid contract accounts to the regular contract accounts.
Before you can post prepaid contract entries, you must specify a number series in the Prepaid Posting
Document Nos. field on the Service Mgt. Setup page.
1. Choose the icon, enter Post Prepaid Contract Entries, and then choose the related link.
2. In the Post until Date field, enter a date. The batch job posts prepaid service ledger entries with posting dates
up to this date.
3. In the Posting Date field, enter the date you want to use as the posting date on the general journal line.
4. In the Action field, choose Post Prepaid Transactions.
5. Choose OK to post the entries.
Changing the Service Contract Status
After the service contract is signed, the Change Status field value is automatically set to Locked. If you want to
modify information in the service contract or service contract quote, first you have to change the status of the
contract or contract quote from Locked to Open. Note that you cannot create service invoices for the service
contract with the Open change status. After the contract or contract quote is modified, you have to change the
status back to Locked to make it possible to create service invoices and ledger entries for the service contract,
which includes the changes that you made to it.

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.

To cancel a service contract

You may need to cancel a service contract when the contract has expired or has been canceled by you or the
customer.

NOTE
You cannot reopen a contract after it is canceled.

1. Choose the icon, enter Service 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 Service 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.

Filing a service contract or contract quote

You can file service contracts and contract quotes at any time to record and archive a copy of the contract or
contract quote. Business Central files service contracts automatically when you convert contract quotes to service
contracts or cancel service contracts. You can file a contract or quote yourself by choosing the File Contract
action in the Service Contracts or Service Contract Quotes pages. If you want to view your archived contracts
of quotes by searching for Filed Contracts.

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
10 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.

To change the annual amount of the service contract or contract quote

1. Choose the icon, enter Service Contracts or Service Contract Quotes,and then choose the related link.
2. Choose the contract or contract quote.
3. Choose the Open Contract action to open the contract or contract quote for editing.
4. Choose the Allow Unbalanced Amounts check box if you want to change the annual amount and distribute
the annual amount difference manually on the contract lines. Otherwise, clear the check box to automatically
distribute the annual amount difference on the contract lines after you change the annual amount.
5. Change the contents of the Annual Amount field. You cannot sign, that is, convert into a service contract if you
are working on a contract quote, or lock a service contract that has a negative annual amount. If you set the
annual amount to zero, the contents of the Invoice Period field must be None when either signing or locking
the service contract.
6. Depending on whether the Allow Unbalanced Amounts check box is selected, run either the manual or
automatic distribution of the annual amount difference. The contract lines will be updated so that the Calcd.
Annual Amount field value is equal to the new annual amount.

Distributing Differences Between New and Calculated Annual Amounts

If you change the annual amount of a service contract or contract quote, you may want to distribute the difference
between its new and calculated ammual amounts on the contract lines. There are three ways to distribute amounts:
Even distribution
Distribution based on line amounts
Distribution based on Profit
Even Distribution
If you change the annual amount of the service contract or contract quote, you may want to distribute the
difference between its new and calculated annual amounts on the contract lines. Even distribution is one of the
automatic distribution methods that can help you spread equally the new and calculated annual amounts
difference between line amounts on the contract lines. The following list of distribution procedure steps describe
the main idea of this method:
1. The difference between the new Annual Amount and Calcd. Annual Amount field values is divided by the
number of the contract lines in the service contract or contract quote.
2. The Line Amount field value is updated by adding the result of the previous operation.
3. The contents in the Line Discount Amount, Line Discount %, and Profit fields are updated with regard to
the new value in the Line Amount field in the following way:
Line Discount Amount = Line Value - Line Amount.
Line Discount % = Line Discount Amount / Line Value * 100.
Profit = Line Amount - Line Cost.
The steps are repeated for each contract line.
Example
The Allow Unbalanced Amounts check box is not selected in the service contract that contains three contract
lines with such information.

LINE DISCOUNT LINE DISCOUNT

ITEM LINE COST LINE VALUE % AMOUNT LINE AMOUNT PROFIT

Item 1 30.00 40.00 0.00 0.00 40.00 10.00

Item 2 40.00 50.00 10.00 5.00 45.00 5.00

Item 3 50.00 70.00 10.00 7.00 63.00 13.00

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.

LINE DISCOUNT LINE DISCOUNT

ITEM LINE COST LINE VALUE % AMOUNT LINE AMOUNT PROFIT

Item 1 30.00 40.00 7.50 3.00 37.00 7.00

Item 2 40.00 50.00 16.00 8.00 42.00 2.00

Item 3 50.00 70.00 14.29 10.00 60.00 10.00

Distribution Based on Line Amount

If you change the annual amount of the service contract or contract quote, you may want to distribute the
difference between its new and calculated annual amounts on the contract lines. Distribution Based on Line
Amount is an automatic method that can help you spread the new and calculated annual amounts difference
between the line amounts on the contract lines. This distribution will be performed proportionally to their line
amount shares in the calculated annual amount. The following list of distribution procedure steps for each contract
line describe the main idea of this method:
1. The line amount percentage contribution is calculated as follows: the contents of the Line Amount field is
divided by the Calcd. Annual Amount field values on all contract lines.
2. The Line Amount field value is updated by adding to it the difference between the new and calculated
annual amounts, which is multiplied by the line amount percentage contribution.
3. The contents in the Line Discount Amount, Line Discount %, and Profit fields are updated with regard
to the new value in the Line Discount Amount field in the following way:
Line Discount Amount = Line Value - Line Amount
Line Discount % = Line Discount Amount / Line Value * 100
Profit = Line Amount - Line Cost
Distribution Based on Line Amount
If you change the annual amount of the service contract or contract quote, you may want to distribute the
difference between its new and calculated annual amounts on the contract lines. Distribution Based on Line
Amount is an automatic method that can help you spread the new and calculated annual amounts difference
between the line amounts on the contract lines. This distribution will be performed proportionally to their line
amount shares in the calculated annual amount. The following list of distribution procedure steps for each contract
line describe the main idea of this method:
1. The line amount percentage contribution is calculated as follows: the contents of the Line Amount field is
divided by the Calcd. Annual Amount field values on all contract lines.
2. The Line Amount field value is updated by adding to it the difference between the new and calculated
annual amounts, which is multiplied by the line amount percentage contribution.
3. The contents in the Line Discount Amount, Line Discount %, and Profit fields are updated with regard
to the new value in the Line Discount Amount field in the following way:
Line Discount Amount = Line Value - Line Amount
Line Discount % = Line Discount Amount / Line Value * 100
Profit = Line Amount - Line Cost
The steps are repeated for each contract line.
Example
The Allow Unbalanced Amounts check box is not selected in the service contract that contains three contract
lines with such information.

LINE DISCOUNT LINE DISCOUNT

ITEM LINE COST LINE VALUE % AMOUNT LINE AMOUNT PROFIT

Item 1 15.00 17.00 3.00 0.51 25.00 1.49

Item 2 20.00 23.00 None 0.00 55.10 3.00

Item 3 24.00 27.00 3.00 0.81 112.70 2.19

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.

LINE
LINE DISCOUNT LINE
ITEM LINE COST LINE VALUE DISCOUNT % AMOUNT AMOUNT PROFIT

Item 1 15.00 17.00 11.41 1.94 15.06 0.06

 LINE
LINE DISCOUNT LINE
ITEM LINE COST LINE VALUE DISCOUNT % AMOUNT AMOUNT PROFIT

Item 2 20.00 23.00 8.65 1.99 21.01 1.01

Item 3 24.00 27.00 11.37 3.07 23.93 -0.07 - Line

Discount %
= Line
Discount
Amount /
Line Value *
100

Example
The Allow Unbalanced Amounts check box is not selected in the service contract that contains three contract
lines with such information.

LINE DISCOUNT LINE DISCOUNT

ITEM LINE COST LINE VALUE % AMOUNT LINE AMOUNT PROFIT

Item 1 15.00 17.00 3.00 0.51 25.00 1.49

Item 2 20.00 23.00 None 0.00 55.10 3.00

Item 3 24.00 27.00 3.00 0.81 112.70 2.19

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.

LINE DISCOUNT LINE DISCOUNT

ITEM LINE COST LINE VALUE % AMOUNT LINE AMOUNT PROFIT

Item 1 15.00 17.00 11.41 1.94 15.06 0.06

Item 2 20.00 23.00 8.65 1.99 21.01 1.01

Item 3 24.00 27.00 11.37 3.07 23.93 -0.07

Distribution Based on Profit

If you change the annual amount of the service contract or contract quote, you may want to distribute the
difference between its new and calculated annual amounts on the contract lines. Distribution Based on Profit is one
of the automatic methods that can help you spread the new and calculated annual amounts difference between the
line amounts on the contract lines. This distribution will be performed proportionally to their profit shares in the
total contract or contract quote profit. The following list of distribution procedure steps for each contract line
describe the main idea of this method:
1. The profit percentage contribution is calculated as follows: the contents of the Profit field is divided by the
sum of Profit field values on all contract lines.
2. The Line Amount field value is updated by adding to it the difference between the new and calculated
annual amounts, which is multiplied by the profit percentage contribution.
3. The contents in the Line Discount Amount, Line Discount %, and Profit fields are updated with regard to the
new value in the Line Amount field in the following way:
Line Discount Amount = Line Value - Line Amount
Line Discount % = Line Discount Amount / Line Value * 100
Profit = Line Amount - Line Cost
Example
The Allow Unbalanced Amounts check box is not selected in the service contract that contains three contract
lines with such information.

LINE DISCOUNT LINE DISCOUNT

ITEM LINE COST LINE VALUE % AMOUNT LINE AMOUNT PROFIT

Item 1 20.00 25.00 0.00 0.00 25.00 5.00

Item 2 50.00 58.00 5.00 2.90 55.10 5.10

Item 3 100.00 115.00 2.00 2.30 112.70 12.70

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.

LINE DISCOUNT LINE DISCOUNT

ITEM LINE COST LINE VALUE % AMOUNT LINE AMOUNT PROFIT

Item 1 20.00 25.00 11.24 2.81 22.19 2.19

Item 2 50.00 58.00 9.93 5.76 52.24 2.24

Item 3 100.00 115.00 8.20 9.43 105.57 5.57

See Also
Create Service Contracts and Service Contract Quotes
Setting Up Service Management
 Delivering Service
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 Service 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.

Deliver service to customers by performing service tasks. Work on Service Tasks

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 delivered. Create Service Invoices or Credit Memos

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
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.

To create a service quote

1. Choose the icon, enter Service Quotes, and then choose the related link.
2. Create a new service quote.
3. In the No. field, enter a number for the service quote. Alternatively, if you have set up a number series for
service quotes on the Service Mgt. Setup page, you can press Enter to select the next available service quote
number.
4. In the Customer No. field, select the relevant customer from the list.

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 Mandatory Fields FastTab on the Service Mgt. Setup page, you may need
to fill in the Service 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
6 minutes to read • Edit Online

You can use the Service 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.

To create a service order

1. Choose the icon, enter Service Orders, and then choose the related link.
2. Create a new service order.
3. In the No. field, enter a number for the service order.
Alternatively, if you have set up number series for service orders on the Service Management Setup
page, you can press Enter to select the next available service order number.
4. In the Customer No. field, select the relevant customer from the list. The customer-relevant fields are
filled in with information from the Customer table.
5. Depending on the settings on the Mandatory Fields FastTab on the Service Management Setup page,
you may need to fill in the Service Order Type field and the Salesperson Code field.
6. Optionally, fill in the rest of the fields.
7. Register the service item lines.

To create a service order from a contract

You can automatically create service orders for the maintenance of service items based on service contracts.
1. Choose the icon, enter Create Contract Service Orders, and then choose the related link.
2. On the Service Contract Header FastTab, set the filters you want to apply.
3. On the Options FastTab, fill in the Starting Date and Ending Date fields with the starting date and
ending date for the period that you want to create contract service orders for. The batch job creates service
orders that include service items in service contracts with next planned service dates within this period.

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 Serv. Ord. Max. Days field on the Service Management Setup page.

4. In the Action field, choose Create Service Order.

NOTE
You will not be able to create order with multiple service item, if you set One Service Item Line/Order field on the
Service Management Setup page.
To convert a service quote to a service order
When a customer has accepted a service quote, you convert it to a service order. The quote is deleted and a new
service order is set up with the same description as the service quote. The response date and time are recalculated
for the service order and the status is set to Pending. The repair status of the service items in the order are
changed to Initial.
Business Central searches for allocation entries for all the service items in the service quote that have the status
Active. If it finds such allocation entries, their allocation status is updated to Reallocation Needed. When you
reallocate the service items in the service order, the status of the allocation entries registered for the quote are
updated to Finished.
1. Choose the icon, enter Service Contract Quotes, and then choose the related link.
2. Choose the service quote to convert to a service order.
3. Choose the Make Order action.

To check item availability for one or more orders

You can check and see if an item you need to fulfill an order is in stock, and if it is not, when the item will be in
stock. In addition, if an item is available to reserve, you can reserve it to make sure it is available for your use. You
can check availability for a particular order, or for all orders.
1. Choose the icon, enter Dispatch Board, and then choose the related link.
2. Do one of the following:
For a particular order, choose the order, and then choose the Demand Overview action.
For all orders, choose Show Document. The Service Order page opens.
3. On the Demand Overview page, expand the item grouping, and view information about the availability of
the item. For example, you can see how many items are in inventory. You can also see if and when an item
will be available if it is on back order, that is, Source Type = Purchase, or whether it has been reserved.

To reserve an item for a service order

If you need to be sure that an item is available for a service order, you can reserve the item.
1. In the Search box, enter Service Orders, and then choose the related link.
2. Choose the service order, and then choose Edit.
3. Choose Actions, choose Order, and then choose Service Lines.
4. On the Service Lines page, choose the item to reserve, and then choose the Reserve action.
5. On the Reservation page, choose Reserve from Current Line.

To insert lines based on standard service codes

If you have set up standard service codes and assigned them to service item groups, you can insert the standard
lines linked to the standard service codes on service documents. For more information, see Set Up Standard
Service Codes.
1. Choose the icon, enter Service Orders, and then choose the related link.
2. Create a new service order.
3. Fill in the fields as necessary..
4. Fill in the service item lines with the required information.
5. Choose the line with the service item that you want to create service lines for, and then choose Get Std.
Service Codes. The Standard Serv. Item Gr. Codes page opens with the standard codes for the service item
 group specified on the line.
6. Choose the appropriate code, and choose the OK button to enter standard service lines.

NOTE
If the Service 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 Serv. 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 Service Item Group Code field on the Standard Serv. Item Gr. Codes page.

To register internal or public comments

You can add comments that will be printed on service orders and service quotes to provide additional
information. You can add up to 80 characters, including spaces. If you need to enter additional text, choose
another line. To register a comment, choose a line, and then choose the Comments action.

To delete invoiced service orders

Orders are usually deleted automatically after having been fully invoiced. When an invoice is posted, a
corresponding entry is created on the Posted Service Invoices page. The posted document can be viewed on
the Posted Service Invoice page.
Service orders are not deleted automatically, however, if the total quantity on the order has been posted not from
the service order itself, but from the Service Invoice page. Then you may need to delete invoiced orders that
were not deleted. You can do this by running the Delete Invoiced Service Orders batch job.
1. Choose the icon, enter Delete Invoiced Service Orders, and then choose the related link. The Delete
Invoiced Service Orders batch job request page opens.
2. To select the orders to be deleted, you can set filters in the No., Customer No., and Bill-to Customer No.
fields.
3. Choose OK.

See Also
Service Posting
Post a Service Order
Setting Up Service Management
Work on Service Tasks
Allocate Resources
 Create Service Invoices or Credit Memos
5 minutes to read • Edit Online

Ease in invoicing your service orders is a key feature of Business Central. You can send an invoice to your
customers at any time, or create invoices periodically.
To create an invoice directly, you can use the Service Contract page. You can also set up your system so that a
service technician in the field can create an invoice for service that is not connected to a contract or order.

To invoice a service contract from the Service Contract page

1. Choose the icon, enter Create Service Contract Invoices, and then choose the related link.
2. Set the filters you want to apply.
3. In the Posting Date field, enter the date to use as the posting date on the service invoices.
4. In the Invoice to Date field, enter the date up to which you want to invoice contracts. The batch job will include
the contracts with the next invoice dates, up to this date.
5. In the Action field, choose Create Invoices.
6. Choose OK to create the service invoices.

NOTE
You cannot create service invoices for the service contract when the Change Status field value is set to Open.

To post an invoice from a service order

The following procedure describes how to define the part of service that you will charge the customer for.
1. Choose the icon, enter Service Orders, and then choose the related link.
2. Choose the service order to invoice, and open the order card.
3. Choose the Service Lines action.
4. Find the required entries, and then specify the quantities for which you will charge the customer in the Qty.
to Invoice field.

NOTE
You can invoice the customer for the registered service either fully or in parts. If you choose to invoice the customer
fully, the value in the Qty. to Invoice field must be equal to the value in the Quantity field. You can post a full invoice
together with a full shipment, and you can post a full invoice for an already posted full shipment that has been
neither invoiced nor consumed previously.
When you post a partial invoice, there are two ways of specifying the quantity to invoice. If you are going to post the
service with the Ship and Invoice option, the value in the Qty. to Invoice field must be equal to that in the Qty. to
Ship field. If you want to invoice an already posted shipment, the quantity to invoice must be no larger than the
value in the Quantity Shipped field.

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.

To create a service invoice manually

Typically, after you post a service order with the Invoice or Ship and Invoice option, a service invoice is posted
automatically. Yet, you may need to issue an invoice that is not linked either to a service contract or to a service
order. This procedure explains how to issue an invoice at the same time that the customer receives the service.
1. Choose the icon, enter Service Invoices, and then choose the related link.
2. Create a new service invoice.
3. Fill in the No. field.

NOTE
If you have set up number series for service invoices on the Service 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.

To invoice posted shipment lines

You might need to create a service invoice for the service that has already been shipped, either from one or several
service orders, but not yet invoiced or consumed. You can fill in the invoice lines automatically with the selected
posted shipment lines for a specific customer.
1. Choose the icon, enter Service Invoices, and then choose the related link.
2. Fill in the fields on the line as necessary. Hover over a field to read a short description.
3. Create invoice lines for services shipped but not invoiced. Alternatively, you can use the Get Shipment Lines
action to add posted shipment lines to the invoice.
4. Post the service invoice.
The posted service invoice and the corresponding ledger entries are created. Previously posted shipment
documents are updated with the invoiced quantities and the relevant quantities on the service lines of the source
orders.

To create a combined invoice

You can invoice the customer for services provided on different service orders. Invoice lines are created for items,
resource hours, or costs that have already been shipped from different service orders but not yet invoiced.
1. Choose the icon, enter Service Invoices, and then choose the related link.
2. Fill in the fields on the line as necessary. Hover over a field to read a short description.
3. Choose the Get Shipment Lines action. The Get Service Shipment Lines page displays all lines that are
shipped but not invoiced for the customer.
4. Choose the lines for the service to invoice, and then choose OK to add the service shipment lines to the invoice.

To create a service credit memo

A service credit memo document is typically used when a customer returns an item, but it can also be used to give
a customer some compensation or to correct an erroneous invoice.
1. Choose the icon, enter Service Credit Memos, and then choose the related link.
2. Fill in the fields on the line as necessary. Hover over a field to read a short description.
3. The Posting Date and Document Date fields display the work date. If needed, you can change it.
4. On the credit memo lines, enter information about the items that have been returned or removed, or the
compensation that will be given to the customer.

See Also
Post Service Invoices
Setting Up Service Management
Service Posting
 Allocate Resources
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.

To see an overview of service orders and service quotes

You may often need to see the list of service orders or service quotes that meet certain requirements to be able to
perform specific actions with them one by one. For example,you may need to allocate resources to service orders
that belong to a specific customer.
1. Choose the icon, enter Dispatch Board, and then choose the related link.
2. In the Document Filter field, choose the type of the documents you want to see.
3. To get a list of documents that contain service tasks a certain resource or resource group is allocated to, fill
in the Resource Filter and Resource Group Filter fields and press Enter.
4. To get a list of documents with a certain response date or response dates within a certain date period, fill in
the Response Date Filter field and press Enter.
5. To get a list of documents with a specified allocation state or document status, fill in the Allocation
Filter/Status Filter field and press Enter.
6. To get a list of documents that belong to a certain contract, customer, or zone, fill in the Contract
Filter/Customer Filter/Zone Filter field and press Enter.
7. Choose a line that corresponds to a service order or service quote, and then choose the Show Document
action.
The Service Order or Service Quote page opens, and you can work with the document. To return to the
Dispatch Board page, choose OK.

To allocate a resource using resource or resource group availability

1. Choose the icon, enter Dispatch Board, and choose the related link.
2. Choose the service order, and then choose the Resource Allocations action.
3. Choose the entry with the service task to which you want to allocate a resource.
4. Choose either the Resource Availability or Res. Group Availability action.
5. On the Res. Availability (Service) page, choose Show Matrix.
6. Choose a resource to allocate. You can base your selection on whether the resource is skilled for the task,
whether it is located in the customer zone, and/or whether it is preferred by the customer.
7. Specify a date on which the resource has enough available hours for the task, and which is close to the
response date of the service order.
8. In the Qty. to Allocate field, enter the number of hours you want to allocate the resource to the service
task for.
9. Choose the Allocate action to allocate the selected resource on the selected date.
The Status field is automatically set to Active.
Repeat these steps for each date that you want to allocate the resource to the service task.

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.

To allocate a resource using a service order

After you have created and filled in a service order or service quote, you can allocate resources, for example,
technicians, to perform service tasks registered as service item lines in the document.
1. Choose the icon, enter Service Orders, and then choose the related link.
2. Choose the service order, and then choose Edit.
3. Choose the service item line corresponding to the service task you want to allocate a resource to.
4. Choose Resource Allocations.
5. On the Resource Allocations page, choose a nonactive allocation entry with the service task you want to
allocate the resource to. If the allocation entry does not exist, you can create a new one by choosing New.
6. Specify the service task by filling in the Service Item No. field on the same line.
7. In the Resource No. field, choose the resource. If the resource is a member of a resource group, the number of
the resource group is entered automatically into the Resource Group No. field.
8. Fill in the Allocation Date and Allocated Hours fields. The Status field is set to Active. This means that the
resource is allocated to the service task.
9. Optionally, to assign the resource to all items, choose Allocate to All Service Items.

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.

To reallocate resources on a service order

You can reallocate resources directly from a service order or service quote when you are working with it. The
original entry will still exist, but its status is updated as follows:
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, 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.
1. Choose the icon, enter Service Orders, and then choose the related link.
2. Open the relevant service order.
3. Select the service item line corresponding to the service task you want to allocate a resource to, and then
choose the Resource Allocations action.
4. On the Resource Allocations page, select an allocation entry with the service task you want to reallocate the
resource to. In the Resource No. field, select the relevant resource. This overwrites the resource number
already in the field.
5. Press the Enter key. A dialog box opens, asking whether you want to reallocate this entry. Fill in the Reason
Code field if appropriate and choose the Yes button to confirm the reallocation.
6. Fill in the Allocation Date and Allocated Hours fields. The entry now contains the new resource and its
status is Active.

To reallocate a resource using the dispatch board

If the resource allocated to a service task cannot accomplish the work, it means that this service task needs
reallocation. Usually you reallocate resources to a service task by using the Dispatch Board.
1. Choose the icon, enter Dispatch Board, and then choose the related link.
2. In the Allocation Filter field, select Reallocation Needed. The Dispatch Board page now shows the list
of service orders that include service tasks that need reallocation.
3. Select the relevant service order, and then choose the Resource Allocations action. The Resource
Allocations page opens.
4. Select the allocation entry with the service task you want to reallocate a resource to.
5. In the Resource No. field, select the relevant resource. It overwrites the resource number already in the
field.
6. Press Enter. The Reallocation Entry Reasons dialog box opens, asking whether you want to reallocate
this entry. Fill in the Reason Code field if appropriate and choose the Yes button to confirm the
reallocation.
7. Fill in the Allocation Date and Allocated Hours fields. The entry now contains the new resource and its
status is Active.

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 register resource hours

When working on service items in service orders, you need to register the resource hours used for the service.
The following procedure shows how to register the resource hours on the Service Item Worksheet page.
You can use the same procedure to register the hours on the Service Lines page, which you can open from the
Service Order page. Open the relevant service card, and then choose the Service Lines action.
If the same resource works on all the service items in the service order, you can register the total resource hours
for one service item only and then split the resource line to assign the resource hours to the other service items.
1. Choose the icon, enter Service Tasks, and then choose the related link.
2. Select the line that includes the relevant service item, and then choose the Item Worksheet action.
3. Fill in the fields as necessary. Hover over a field to read a short description.

To assign a resource to all service items in an order

If the same resource, for example a technician, works on all the service items in the service order, you can register
the total resource hours for one service item only and then split the resource line to divide the resource hours
onto the resource lines for the other service items.
The following procedure shows how to split resource lines on the Service Invoice Lines page.
1. Choose the icon, enter Service Orders, and then choose the related link.
2. Open the relevant service order.
3. On the Lines FastTab, choose the Service Lines action. The Service Lines page opens.
4. Select the resource line you want to split. The contents of the Quantity field is divided between all the
service items in the order.
5. Choose the Split Resource Line action. Choose Yes to confirm.
Resource lines for the other service items in the order are created with the same resource number as the
line you split. The quantity is the quantity for the line you split divided by the number of service items in the
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 Partly Serviced, that is, some service has been completed.

See Also
Set Up Resource Allocation
Allocation Status and Repair Status
 Work on Service Tasks
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 Service 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.

To work on a service task

1. Choose the icon, enter Service Tasks, and then choose the related link.
2. If you want a list of service tasks a certain resource or resource group is allocated to, fill in the Resource
Filter or Resource Group Filter field and press Enter.
3. If you want a list of service tasks with a certain response date or response dates within a certain time
period, fill in the Response Date Filter field and press Enter.
4. If you want a list of service tasks with a certain allocation status or repair status, fill in the Allocation
Status Filter or Repair Status Code Filter field and press Enter.
5. Select the service task you want to work on. Choose the Item Worksheet action. The Service Item
Worksheet page opens.
6. Register standard texts, spare parts, resource hours, and costs as appropriate using the corresponding
options in the Type field: , Item, Resource, and Cost.
7. In the Repair Status field, select the appropriate status.

NOTE
Fill in the Repair Status field with the Finished or Partly Serviced 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.

To register service operations

When performing a service on a service order, you can register the details specifying the items used, costs
incurred, and the time spent. The data you specify is stored on the Service Item Worksheet page. You can
update the data when necessary.
1. Choose the icon, enter Service Orders, and then choose the related link.
2. Open the service order to register the service for, and choose the item line.
3. Choose the Service Item Worksheet action
4. On the lines, specify the items used, costs incurred, and the time spent on the service.
 NOTE
You can also register service directly on the service lines linked to the service order.

To register spare parts

When working on service items in service orders, you may need to use spare parts for the service. The following
procedure shows how to register the spare parts you use on the Service Item Worksheet page.
1. Choose the icon, enter Service Tasks, and then choose the related link.
2. Choose the line that includes the relevant service item, and then choose the Item Worksheet action.
3. Enter a new service line.
4. In the Type field, choose Item.
5. In the No. field, choose the relevant spare part.
6. In the Quantity field, enter the quantity of items you want to use.
You can use a similar procedure to register the spare parts on the Service Lines page, which you can open from
the Service Order page.

To register spare parts from a service order

1. Choose the icon, enter Service Orders, and then choose the related link.
2. Open the service order you want to register spare parts for.
3. Choose the line that includes the relevant service item. Choose Actions, choose Order, and then choose
Service Lines.
4. enter a new service line.

To replace a service item or a service item component

When you service a service item that is composed of components, you may need to replace a faulty component
with a new one. Every time that you enter a spare part for a service item with components, you have the option of
replacing a component or creating a new one. The new item is not registered as a component of the service item
until you post this service line or the service order.
1. Choose the icon, enter Service Tasks, and then choose the related link.
2. Choose the line that includes the service item, and then choose the Item Worksheet action.
3. Enter a new service line.
4. In the Type field, choose Item.
5. In the No. field, choose the component to replace.
6. Press Enter. A dialog box opens with three options: Replace Component, New Component, and
Ignore. The following table describes the options.

OPTION DESCRIPTION

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.
 OPTION DESCRIPTION

New Component Enters the new component in the component list of the
service item.

Ignore Does nothing to the component list of the service item.

7. Choose Replace Component.

8. Choose the component to replace, and then choose OK.

To change the response time for a service item line

When you register a service item line in a service order or quote, depending on whether the service item is on a
service contract the response time in hours is automatically entered and the response date and time are calculated
accordingly. You can change the response time in hours and the response date and time if you need to.
1. Choose the icon, enter Service Orders or Service Quotes, and then choose the related link.
2. Choose the service order or quote to open the card.
3. On the service item line you want to change the response time for, either in the Response Time (Hours) field
or in the Response Date and Response Time fields, enter the new response hours or response date and time.

To register fault/resolution codes

After repairing a service item, you can register both the fault code and the resolution code for the item by
selecting a combination from the existing fault/resolution codes relationships. The fault and resolution codes will
appear in the corresponding fields on the Service Item Worksheet page. You can also register the codes directly
in this page.
1. Choose the icon, enter Service Tasks, and then choose the related link.
2. Choose the line that includes the relevant service item, and then choose the Item Worksheet action.
3. On the Service Item Worksheet page, choose Fault/Resol. Codes Relationships. The Fault/Resolution
Codes Relationships page opens.

[!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 Service 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
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 Service
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.

Ship and Invoice

The ship and invoice option lets you issue both a service shipment and an invoice at the same time.

Ship and Consume

With the ship and consume option, you can register and post items, costs, or hours that have been used for
servicing but that cannot be included in the invoice to the customer. An invoice is not issued, but you can issue
both a service shipment and service consumption at the same time to reflect the fact that some items or hours
have been given to the customer free of charge. The corresponding ledger entries are also created to register
consumption.
 NOTE
The service posting procedure enables you to perform partial posting. You can create a partial shipment or a partial invoice
by filling in the Qty. to Ship and Qty. to Invoice fields on the individual service lines of the service orders 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
registered a shipment, or you must choose to ship and invoice at the same time.

After the posting has been completed, you will be able to view the posted service documents from the
corresponding Posted Service Shipment and Posted Service 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, Service Ledger Entries, Job Ledger Entries, and Warranty Ledger Entries.

To view information about a posted service document

When you post a service invoice, a service shipment, or a service credit memo, the information on the document
is transferred to the Posted Service Invoice, Posted Service Shipment, or Posted Service Credit Memo
pages respectively. You cannot enter, change, or delete anything in these pages. You can print a shipment, invoice,
or credit memo from these pages.
The following procedure uses a posted service invoice as an example, but the same procedure can apply to posted
service shipments and posted credit memos.
1. Choose the icon, enter Posted Service Invoice, and then choose the related link.
2. Open the posted service invoice you want to view.
3. To get an overview of the posted invoice, choose the Statistics action.
The Service Order Statistics page opens. The page displays information such as quantity, amount, VAT,
cost, profit, and customer credit limit for the posted document.

See Also
Post Service Orders
Create Service Orders
 Post Service Orders and Credit Memos
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 Report 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.

To post a service order

1. Choose the icon, enter Service Orders, and then choose the related link.
2. Open the relevant service order.
3. On the Service Order page, choose one of the following actions.

ACTION RESULT

Test Report 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 Posts the order without printing a shipment or an invoice.

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).

Post Batch Posts multiple service orders at one time once.

4. When you post the order, you must specify one of the following options for how you want to post the order.

POSTING OPTION RESULT

Ship Posts shipment of the items.

Invoice Invoices items that have already been shipped.

Ship and Invoice Invoices and ships the items.

 POSTING OPTION RESULT

Ship and Consume Posts shipment and consumption on the order. It updates
the relevant quantities on the service lines of the order
and on the previously posted service shipment document.

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.

To batch post service orders

1. Choose the icon, enter Service Orders, and then choose the related link.
2. Choose the Post Batch action.
3. You can set a filter to select specific service order numbers or an interval of order numbers for the batch job to
process.
4. Choose OK to start the batch job.

To post a service credit memo

When you have created a service credit memo and filled it in, you can post the credit memo. If there are errors or
a lack of information on the credit memo while posting, the process will be interrupted by an error message.
1. Choose the icon, enter Service Credit Memos, and then choose the related link.
2. Create a new service credit memo. Choose the New action.
3. Fill in the necessary fields.
4. Choose the Post action. If you want to print the credit memo at the same time as you post, choose the Post
and Print action instead.
5. To test credit memos before you post them, choose Test Report. When you run the report, the posting dates
specified in the document are verified.
6. To post several service credit memos at the same time. run the Batch Post Service Cr. Memos batch job. This
can be an advantage if you have a large number of credit memos that must be posted.

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.

To post consumption from a service order

The following procedure describes how to post the items, resource hours, and or costs used for a specific service
operation for which you will not charge your customer. Note that you can post consumed items, hours, or costs
only for a posted shipment that has no posted invoices or consumption.
1. Choose the icon, enter Service Orders, and then choose the related link.
2. Open the service order to post consumption for.
3. Choose the service item. Choose the Service Lines action.
4. Find the required entries, and specify the quantities for which you will post consumption in the Qty. to
Consume field. The quantity cannot be larger than the quantity already shipped and the quantity
 remaining but not invoiced after partial invoicing of this shipment.

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.

To post shipments from service orders

After specifying the details of a service, you can adjust and post the quantities of items used, time spent, and costs
incurred. As a result, Business Central makes the necessary changes to reflect the new state of your inventory and
current status of the specific order processing.
The following procedure shows how to post shipment of service line items in locations that are not set up to
require warehouse handling.
1. Choose the icon, enter Service Order, and then choose the related link. 2. on the page for the selected
service order, choose Actions, Order, Service Lines.
2. On the Service Lines page, find the required entries and specify the quantity to be posted in the Qty. to
Ship field.

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.

To undo posted consumption

You can cancel the consumption on the service orders. For example, because it was posted by mistake.
1. Choose the icon, enter Posted Service Shipments, and then choose the related link.
2. Open the posted service shipment for which the erroneous consumption was posted.
3. Choose the Service Shipment Lines action.
4. Choose the lines that contain the incorrect consumption, and then choose the Undo Consumption action.
A balancing service shipment line is inserted with negative values in the quantity fields for the selected lines.

NOTE
You cannot undo service consumption if:

The service order has been closed.

It has been posted to the Jobs area, so there are job ledger entries linked to it.

To post service lines

If you have to work on a service order for a considerable time without posting it, you may want to post some of
the service lines linked to it as a way, for example, of keeping your inventory updated. You can post by specifying
the relevant quantities on the lines to be posted. You may choose to post the lines one by one or by selecting
several lines at a time.
The following procedure describes shipment posting directly from a service order in locations without warehouse
handling set up. If the location is set up to require warehouse handling, then shipment posting happens in a
different warehouse document, depending on the location setup.
1. Choose the icon, enter Service Orders, and then choose the related link.
2. Open the service order, and then choose the Service Lines action.
3. On the lines you are going to post, fill in the Qty. to Ship, Qty. to Invoice, and Qty. to Consume fields,
depending on how you will post the lines.
4. Choose the Post action.

See Also
Posting in Service Management
Create a Service Order
 Lend and Receive Loaners
2 minutes to read • Edit Online

You can lend customers loaners to temporarily replace service items that you have received for servicing.

To lend a loaner item

1. Choose the icon, enter Service Orders, and then choose the related link.
2. Open the relevant service order card.
3. Select the service item line with the service item you want to replace with a loaner.
4. In the Loaner No. field, choose the relevant loaner item.
5. Choose Yes to confirm the loan.

To receive a loaner
When you receive a loaner from a customer, you must register the receipt. You do this in the Service Order,
Posted Service Shipment, and Loaner Card pages. This procedure shows how to receive loaners on the
Service Order page.
1. Choose the icon, enter Service 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.

To register loaner comments

You can use the General Service Comment Sheet page to register comments on registered loaners.
1. Choose the icon, enter Loaners, and then choose the related link.
2. Open the relevant loaner card.
3. Choose the Comments action. The General Service Comment Sheet page opens.
4. In the Date field, enter a date.
5. In the Comment field, enter a comment. You can enter a maximum of 80 characters. If you need to enter
additional text, go to the next line. You can fill in as many lines as necessary.

See Also
Set Up a Loaner Program
 Business Process Walkthroughs
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 International Ltd. 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 use demonstration data that is not available in the standard CRONUS company. For those
walkthroughs, you must perform the steps in a company created from the Full Evaluation - Complete Sample Data
option, which is available in the Sandbox environment. For more information, see Creating a Sandbox Environment.

TO SEE

Set up a marketing campaign. Walkthrough: Conducting a Sales Campaign

Use prepayments to manage part payments for sales and Walkthrough: Setting Up and Invoicing Sales Prepayments
purchases. Requires Full sample data

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.

Put received items away in basic warehouse configurations. Walkthrough: Receiving and Putting Away in Basic
Requires Full sample data Warehouse Configurations

Put received items away in advanced warehouse Walkthrough: Receiving and Putting Away in advanced
configurations. Requires Full sample data warehouse configurations

Plan supply orders to fulfill demand manually. Requires Full Walkthrough: Planning Supplies Manually
sample data

Plan supply orders to fulfill demand automatically. Requires Walkthrough: Planning Supplies Automatically
Full sample data

Assemble and ship items that are customized on the sales Walkthrough: Selling, Assembling, and Shipping Kits
order. Requires Full sample data

Plan a project, from start to finish. Requires Full sample Walkthrough: Managing Projects with Jobs
data

Report on the costs of a project. Requires Full sample data Walkthrough: Calculating Work in Process for a Job
 TO SEE

Pick items for shipment in basic warehouse configurations. Walkthrough: Picking and Shipping in Basic Warehouse
Requires Full sample data Configurations

Perform defects management. Requires Full sample data Walkthrough: Tracing Serial-Lot Numbers

See Also
Working with Business Central

Start a free trial!

 Walkthrough: Conducting a Sales Campaign
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.

About This Walkthrough

This walkthrough demonstrates the process for following up on a trade show and targeting potential customers
(contacts) in a follow -up campaign.
The walkthrough introduces the campaign and segment management feature in the Sales & Marketing
department. This walkthrough illustrates the following tasks:
Setting up a campaign.
Selecting the target audience.
Mining data.
Sending letters to contacts.
Registering campaign responses.

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 Millennium Server. The product was recently promoted
at a trade show, Computer Futurus. Many customers expressed great interest in the product, and as part of a
promotional effort, customers who bought Millennium Server 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, FUTURUS trade show.
4. Choose the Status Code field, and select a status code from the list that opens on the Campaign Status page.
5. Fill in the Starting Date and Ending Date fields of the campaign as appropriate.

Selecting the Target Audience

The marketing manager creates a segment to select the contacts that he wants to interact with.
To create a segment with the relevant contacts
1. Choose the Segments action.
2. Choose the New action to create a new segment. On the segment card, press Enter to have a segment
number automatically inserted.
3. On the General FastTab, in the Description field, enter, for example, Visitors at the FUTURUS trade
show.
After entering general information about the segment, select the contacts to be included in the segment.
You can use a variety of criteria to select contacts, for example, you can select contact persons who work at a
customer site or a prospective customer site who are responsible for purchases at their company.
You use filters to add contacts according to the criteria that best fit your purposes. For example, you can
choose to filter by the job responsibility of the contact person or the business relation or industry of the
contact company. For this walkthrough, choose the Job Responsibility filter to select contacts.
4. On the Segment page, choose the Add Contacts action to open the Add Contacts filter.
5. On the Job Responsibility FastTab, select the Purchase filter as the Job Responsibility Code and choose
the OK button.
The Segment page now contains a list of contacts based on the filter you entered. On the General FastTab,
in the No. of Lines field, you can see at a glance the number of contacts that meet these criteria.

NOTE
You can save your segmentation criteria to be reused at a later stage.
 a. On the Segment page, choose the Segment action, and then choose the Save Criteria action.
b. On the Save Segment Criteria page, enter a code for the segment. In the Description field, enter a
description of the segment criteria.
c. Choose the OK button.

Mining the Data

The marketing manager takes a closer look at the segmented list of contacts and realizes that the list is much too
big. He decides to reduce the list based on actual, prospective customers to make sure he focuses on the correct
target group. This process of refining and reducing the data is also referred to as data mining.
To remove contacts from the segment
1. On the Segment page, choose the Contacts action, and then choose the Reduce Contacts action to open
the Remove Contacts – Reduce page.
2. On the Business Relation FastTab, select the PROS filter as the Business Relation Code, and choose the
OK button.
The Segment page now contains a reduced list of contacts, and in the No. of Lines field, you can see the
number of contacts that now meet these new criteria.

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.
On the Segment page, choose the Segment action, and then choose the Go Back action.
The contacts that you just removed are added back to the list of contacts.

Linking a Segment to a Campaign

The marketing manager decides that the reduced list is the final list of contacts that he wants to be part of the
campaign. He therefore links this segment to the campaign FUTURUS trade show.
To link a segment to the campaign
1. On the Segment page, on the Campaign FastTab, choose the Campaign No. field to select the campaign that
you want the segment to be attached to, for example, CP0001.
2. Since this segment is the target of the campaign, select the Campaign Target check box.

Sending Letters and Email Messages to Contacts

The marketing staffer helps the marketing manager send out correspondence to the prospective customers, in
which he thanks them for visiting the trade show.
To use a segment to send a letter to a contact
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.
3. In the Subject (Default) field, enter the following example text: Thank you for visiting the trade show.
 NOTE
This template consists of more than one attachment document, each of them written in a different language. Example
languages include English and Danish.

4. Choose the Language Code (Default) field to open the Segment Interaction Languages page. Select a
language code and then choose the OK button.
5. You can display the document in the selected language. Choose the Attachment action, and then choose
the Open action.
To respond to the message that requests permission to start Word, choose the Allow for this client
session option.
This opens the attached Word document so that you can inspect it. You can also take this opportunity to edit
and modify the letter. Close Word when you are finished.
6. Enter the subject of the letter in the Subject field, in the language selected for the template.
7. Choose the Log action.
8. Choose the Send Attachments check box to have the attachments printed.
a. Select the Create Follow-up Segment check box.
b. Choose the OK button to start the Log Segment batch job.
9. 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.
10. 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, 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, expand the Interaction FastTab.
2. Choose the Interaction Template Code field.
There is no interaction template for recording responses to campaigns. Therefore, create a new template.
3. On the Interaction Templates page, choose the New action.
4. In the Code field, enter RESP, and in the Description field, enter Campaign Responses.
5. Choose the OK button.
6. Select this interaction template in the Interaction Template Code field and confirm the message that asks
if you want to update the segment lines with the same Interaction Template Code.
Now specify that these contacts have responded to the campaign:
7. On the Campaign FastTab, in the Campaign No. field, select your campaign.
8. Leave the Campaign No. field and confirm the message that asks if you want to update the segment lines
with the same Interaction Template Code.
9. Select the Campaign Response field and confirm the subsequent message.
Log the segment to make sure that the interactions are recorded.
10. On the Segment page, choose the Log action.
11. On the Log Segment page, clear the Send Attachments check box, and then choose the OK button and
confirm the message that appears.
After the segment is logged, an entry for the campaign is automatically created to record this action on the
Campaign Entries page.

See Also
Relationship Management
Business Process Walkthroughs
Working with Business Central
 Walkthrough: Setting Up and Invoicing Sales
Prepayments
9 minutes to read • Edit Online

Note: This walkthrough must be performed on a demonstration company with the Full Evaluation - Complete
Sample Data option, which is available in the Sandbox environment. For more information, see Creating a
Sandbox Environment.
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.

About This Walkthrough

This walkthrough will take you through the following scenarios:
Setting up prepayments
Creating an order that requires a prepayment
Creating a prepayment invoice
Correcting the prepayment requirements on an order
Applying prepayments to an order
Invoicing the final amount on an order with prepayment
Roles
This walkthrough includes tasks for the following roles:
Accounting Manager (Phyllis)
Order Processor (Susan)
Accounts Receivable Administrator (Arnie)

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 Numbering 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 1100. Customer 20000 has a poor payment
history. Therefore, she requires a 40% prepayment from customer 20000 for item 1100. 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 (Selangorian).
3. In the Prepayment % field, type 30.
4. Choose the OK button to close the customer card.
5. Choose the icon, enter Items, and then choose the related link.
6. Open the card for customer 1100.
7. Choose the Prepayment Percentages action.
8. Fill in two lines on the Sales Prepayment Percentages page as follows.
 SALES TYPE SALES CODE ITEM NO. PREPAYMENT %

Customer 20000 1100 40

All Customers 1100 20

IMPORTANT
Depending on your country/region, you must also specify a tax group code on the Invoicing FastTab for items
1000 and 1100.

9. 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 EXPORT, and the Gen. Prod. Posting
Group field is set to RETAIL, and then choose the Edit action.
3. On the General Posting Setup Card page, in the Sales Prepayments Account field, specify the relevant
account.
4. Choose the OK button.

Creating an Order that Requires a Prepayment

In the following scenario, Susan, the order processor, creates an order when talking to a customer. The items that
the customer orders require a prepayment, and the customer has made some late payments in the past.
Therefore, Susan has been instructed to require a fixed amount of 2,000 as a prepayment on the order.
The customer requests to be able to pay 35%, to which Susan can agree. Therefore, she changes the order.
Susan creates the prepayment invoice and sends it to the customer.
To create a sales order with a prepayment
1. Choose the icon, enter Sales Orders, and then choose the related link.
2. Choose the New action.
3. In the Sell-to Customer No. field, select 20000.
4. Accept the overdue balance warning that is displayed.
5. Fill in two sales lines with the following information.

TYPE NO. QUANTITY

Item 1000 1

Item 1100 1

By default, the prepayment fields on the sales line are hidden, so you must display them.
6. Verify that the Prepayment % field on the line with item 1000 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 1100 contains 40. This is the percentage you entered on the
Sales Prepayment Percentages page for item 1100 and customer 20000.
 For more information, see Set Up Prepayments.
7. Choose the Statistics action.
8. On the Prepayment FastTab, the Prepmt. Line Amount Excl. VAT field contains 1,560. 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 2000 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. VAT field to 2000 and then close the page.
10. Verify the Prepayment % field on the sales lines, and you will see that it has been recalculated to
40.81625.
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, 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.

Creating a Prepayment Invoice

After entering the correct prepayment values on the order, Susan creates the prepayment invoice and sends it to
the customer.
To create a prepayment invoice
1. On the Sales Order page, choose the Post Prepayment Invoice action.

NOTE
Susan would select Post and Print Prepmt. Invoice and mail the invoice to the customer.

Creating an Additional Prepayment Invoice

The following day, the customer calls Susan and makes changes to the order. The customer wants two of item
1100. Susan reopens and updates the order, and then she creates a second prepayment invoice on the order and
sends it to the customer.
To create an additional prepayment invoice
1. On the Sales Order page, choose the Reopen action.
2. On the line for item 1100, in the Quantity field, enter 2.
Scroll to see the prepayment fields. The Prepayment Line Amount Excl. VAT field now contains 630,
and the Prepmt. Amt. Inv. Excl. VAT field contains 315. This shows that there is an additional
prepayment amount that has not been invoiced yet.
3. To post an invoice for the additional prepayment amount, choose the Post Prepayment Invoice action.
Applying the Prepayments
The customer pays the prepayments amount and Arnie, who works in the accounts department, registers the
payment and applies it to the prepayment invoices.
To apply a payment to the prepayment invoices
1. Choose the icon, enter Cash Receipt Journals, and then choose the related link.
2. Fill in a journal line with the following information.

FIELD NAME ENTER

Document Type Payment

Account Type Customer

Account No. 20000

3. Choose the Apply Entries action.

4. On the Apply Customer Entries page, select the first prepayment invoice, and then choose the Set
Applies-to ID action.
5. Repeat the previous step for the second prepayment.
6. Choose the OK button.
The amount field has now been filled in with the sum of the two prepayment invoices.
7. Post the journal.

Invoicing the Remaining Amount

Now Arnie has been informed that the items on the order have been shipped and that the order is ready for
invoicing. Arnie creates the invoice for the order.
To invoice the remaining amount
1. Open the sales order.
2. Choose the Ship and Invoice action, and then choose the OK button.

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 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 integrate to Microsoft Flow to define workflows
for events in Business Central. Note that although they are two separate workflow systems, any Flow template that you
create with Microsoft Flow 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.

About This Walkthrough

This walkthrough illustrates the following tasks:
Setting up approval users.
Setting up notifications for approval users.
Modifying and enabling an approval workflow.
Requesting approval of a purchase order, as Alicia.
Receiving a notification and then approving the request, as Sean.

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.

Setting Up Sample Data

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.

USER ID APPROVER ID UNLIMITED PURCHASE APPROVAL

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. 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.

Creating the Approval Workflow

Create the purchase order approval workflow by copying the steps from the Purchase Order Approval
Workflow workflow template. Leave the existing workflow steps unchanged, and then enable the workflow.
To create and enable a purchase order approval workflow
1. Choose the icon, enter Workflows, and then choose the related link.
2. On the Workflows page, choose the New Workflow from Template action.
3. On the Workflow Templates page, select the workflow template named Purchase Order Approval
Workflow, and then choose the OK button.
The Workflow page opens for a new workflow containing all the information of the selected template.
The value in the Code field is extended with “-01” to indicate that this is the first workflow that is created
from the Purchase Order Approval Workflow workflow template.
4. On the header of the Workflow page, select the Enabled check box.
Using the Approval Workflow
Use the new Purchase Order Approval Workflow workflow by first signing in to Business Central as Alicia to
request approval of a purchase order. Then sign in as yourself, view the note on the Role Center, follow the link
to the approval request, and then approve the request.
To request approval of a purchase order, as Alicia
1. Sign in as Alicia.
2. Choose the icon, enter Purchase Orders, and then choose the related link.
3. Select the line for open purchase order 106001, and then choose the Edit action.
4. On the Purchase Order page, choose the Send Approval Request action.
Notice that the value in the Status field has changed to Pending Approval.
To approve the purchase order, as Sean
1. Sign in as Sean.
2. On the Role Center, in the Self Service area, choose the Requests to Approve tile.
3. On the Requests to Approve page, select the line about the purchase order by Alicia, and then choose the
Approve action.
The value in the Status field on Alicia’s purchase order changes to Released.
You have now set up and tested a simple approval workflow based on the first two steps of the Purchase Order
Approval Workflow workflow. You can easily extend this workflow to automatically post Alicia’s purchase order
when Sean approves it. To do this, you must enable the Purchase Invoice Workflow workflow, in which the
response to a released purchase invoice is to post it. First you must change the event condition on the first
workflow step from (purchase) Invoice to Order.
The generic version of Business Central includes a number of workflow templates for scenarios that are
supported by the application code. Most of these are for approval workflows.
You define variations of workflows 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.
If a business scenario requires a workflow event or response that is not supported, a Microsoft partner must
implement them by customizing the application code. For more information, see Walkthrough: Implementing
New Workflow Events and Responses in the developer and IT-pro help.

See Also
Set Up Approval Users
Setting Up Workflow Notifications
Create Workflows
Use Approval Workflows
Workflow
Using Business Central in an Automated Workflow
 Walkthrough: Picking and Shipping in Basic
Warehouse Configurations
4 minutes to read • Edit Online

Note: This walkthrough must be performed on a demonstration company with the Full Evaluation - Complete
Sample Data option, which is available in the Sandbox environment. For more information, see Creating a
Sandbox Environment.
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.

COMPLEXITY LEVEL
(SEE DESIGN
DETAILS:
INBOUND WAREHOUSE
METHOD PROCESS BINS PICKS SHIPMENTS SETUP)

A Post pick and X 2

shipment from
the order line

B Post pick and X 3

shipment from an
inventory pick
document

C Post pick and X 4/5/6

shipment from a
warehouse
shipment
document

D Post pick from a X X 4/5/6

warehouse pick
document and
post shipment
from a
warehouse
shipment
document

For more information, see Design Details: Outbound Warehouse Flow.

The following walkthrough demonstrates method B in the previous table.

About This Walkthrough

In basic warehouse configurations where your location is set up to require pick processing but not ship processing,
you use the Inventory Pick page to record and post pick and ship information for your outbound source
documents. The outbound source document can be a sales order, purchase return order, outbound transfer order, or
a production order with component need.
This walkthrough demonstrates the following tasks:
Setting up SILVER location for inventory picks.
 Creating a sales order for customer 10000 for 30 loudspeakers.
Releasing the sales order for warehouse handling.
Creating an inventory pick based on a released source document.
Registering the warehouse movement from the warehouse and at the same time posting the sales shipment for
the source sales order.

Roles
This walkthrough demonstrates tasks that are performed by the following user roles:
Warehouse Manager
Order Processor
Warehouse Worker

Prerequisites
To complete this walkthrough, you will need:
CRONUS International Ltd. installed.
To make yourself a warehouse employee at SILVER location by following these steps:
1. Choose the icon, enter Warehouse Employees, and then choose the related link.
2. Choose the User ID field, and select your own user account on the Users page.
3. In the Location Code field, enter SILVER.
4. Select the Default field.
Make item LS -81 available at SILVER location by following these steps:
1. Choose the icon, enter Item Journals, and then choose the related link.
2. Open the default journal, and then create two item journal lines with the following information about
the work date (January 23).

ENTRY TYPE ITEM NUMBER LOCATION CODE BIN CODE QUANTITY

Positive Adjmt. LS-81 SILVER S-01-0001 Note: 20

The item’s default
bin in CRONUS

Positive Adjmt. LS-81 SILVER S-01-0002 20

3. Choose the Post action, and then select the Yes button.

Story
Ellen, the warehouse manager at CRONUS, sets up SILVER 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
LS -81 to be shipped to customer 10000 from the SILVER 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
Inventory Pick page, which automatically points to the bins where LS -81 is stored.

Setting Up the Location

The setup of the Location Card page defines the company’s warehouse flows.
To set up the location
1. Choose the icon, enter Locations, and then choose the related link.
2. Open the SILVER location card.
3. Select the Require Pick check box.

Creating the Sales Order

Sales orders are the most common type of outbound source document.
To create the sales order
1. Choose the icon, enter Sales Orders, and then choose the related link.
2. Choose the New action.
3. Create a sales order for customer 10000 on the work date (January 23) with the following sales order line.

ITEM LOCATION CODE QUANTITY

LS_81 SILVER 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.

Picking and Shipping Items

On the Inventory Pick page, you can manage all outbound warehouse activities for a specific source document,
such as a sales order.
To pick and ship items
1. Choose the icon, enter Inventory Picks, and then choose the related link.
2. Choose the New action.
3. Select the Source Document field, and then select Sales Order.
4. Select the Source No. field, select the line for the sale to customer 10000, and then choose the OK button.
Alternatively, choose the Get Source Document action, and then select the sales order.
5. Choose the Autofill Qty. to Handle action.
Alternatively, in the Qty. to Handle field, enter 10 and 30 respectively on the two inventory pick lines.
6. Choose the Post action, select Ship, and then choose the OK button.
The 30 loudspeakers are now registered as picked from bins S -01-0001 and S -01-0002, and a negative item
ledger entry is created reflecting the posted sales shipment.

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: Receiving and Putting Away in
Advanced Warehouse Configurations
7 minutes to read • Edit Online

Note: This walkthrough must be performed on a demonstration company with the Full Evaluation - Complete
Sample Data option, which is available in the Sandbox environment. For more information, see Creating a
Sandbox Environment.
In Business Central, the inbound processes for receiving and putting away can be performed in four ways using
different functionalities depending on the warehouse complexity level.

COMPLEXITY LEVEL
(SEE DESIGN
DETAILS:
INBOUND WAREHOUSE
METHOD PROCESS BINS RECEIPTS PUT-AWAYS SETUP)

A Post receipt and X 2

put-away from
the order line

B Post receipt and X 3

put-away from
an inventory
put-away
document

C Post receipt and X 4/5/6

put-away from a
warehouse
receipt document

D Post receipt from X X 4/5/6

a warehouse
receipt document
and post put-
away from a
warehouse put-
away document

For more information, see Design Details: Inbound Warehouse Flow.

The following walkthrough demonstrates method D in the previous table.

About This Walkthrough

In advanced warehouse configurations where your location is set up to require receiving processing in addition to
put-away processing, you use the Warehouse Receipt page to record and post the receipt of items on multiple
inbound orders. When the warehouse receipt is posted, one or more warehouse put-away documents are created
to instruct warehouse workers to take the received item and place them in designated places according to bin
setup or in other bins. The specific placement of the items is recorded when the warehouse put-away is registered.
The inbound source document can be a purchase order, sales return order, inbound transfer order, or assembly or
production order with output that is ready to be put away. If the receipt is created from an inbound order, more
than one inbound source document can be retrieved for the receipt. By using this method you can register many
items arriving from different inbound orders with one receipt.
This walkthrough demonstrates the following tasks.
Setting up WHITE location for receiving and putting away.
Creating and releasing two purchase orders for full warehouse handling.
Creating and posting a warehouse receipt document for multiple purchase order lines from specific vendors.
Registering a warehouse put-away for the received items.

Roles
This walkthrough demonstrates tasks that are performed by the following user roles:
Warehouse Manager
Purchasing Agent
Receiving Staff
Warehouse Worker

Prerequisites
To complete this walkthrough, you will need:
CRONUS International Ltd. installed.
To make yourself a warehouse employee at WHITE location by following these steps:
1. Choose the icon, enter Warehouse Employees, and then choose the related link.
2. Choose the User ID field, and select your own user account on the Users page.
3. In the Location Code field, enter WHITE.
4. Select the Default field.

Story
Ellen, the warehouse manager at CRONUS International Ltd., creates two purchase orders for accessory items
from vendors 10000 and 20000 to be delivered to WHITE warehouse. When the deliveries arrive at the
warehouse, Sammy, who is responsible for receiving items from vendors 10000 and 20000, uses a filter to create
receipt lines for purchase orders arriving from the two vendors. Sammy posts the items as received into inventory
in one warehouse receipt and makes the items available for sale or other demand. John, the warehouse worker,
takes the items from the receiving bin and puts them away. He puts all units away in their default bins, except 40
out of 100 received hinges that he puts away in the assembly department by splitting the put-away line. When
John registers the put-away, the bin contents are updated and the items are made available for picking from the
warehouse.

Reviewing the WHITE Location Setup

The setup of the Location Card page defines the company’s warehouse flows.
To review the location setup
1. Choose the icon, enter Locations, and then choose the related link.
2. Open the WHITE location card.
3. Note on the Warehouse FastTab that the Directed Put-away and Pick check box is selected.
This means that the location is set up for the highest complexity level, reflected by the fact that all
 warehouse handling check boxes on the FastTab are selected.
4. Note on the Bins FastTab that bins are specified in the Receipt Bin Code and the Shipment Bin Code
fields.
This means that when you create a warehouse receipt, this bin code is copied to the header of the warehouse
receipt document by default and to the lines of the resulting warehouse put-aways.

Creating the Purchase Orders

Purchase orders are the most common type of inbound source document.
To create the purchase orders
1. Choose the icon, enter Purchase Orders, and then choose the related link.
2. Choose the New action.
3. Create a purchase order for vendor 10000 on the work date (January 23) with the following purchase order
lines.

ITEM LOCATION CODE QUANTITY

70200 WHITE 100 PCS

70201 WHITE 50 PCS

Proceed to notify the warehouse that the purchase order is ready for warehouse handling when the delivery
arrives.
4. Choose the Release action.
Proceed to create the second purchase order.
5. Choose the New action.
6. Create a purchase order for vendor 20000 on the work date with the following purchase order lines.

ITEM LOCATION CODE QUANTITY

70100 WHITE 10 CAN

70101 WHITE 12 CAN

Choose the Release action.

The deliveries of items from vendors 10000 and 20000 have arrived at WHITE warehouse, and Sammy
starts to process the purchase receipts.

Receiving the Items

On the Warehouse Receipt page, you can manage multiple inbound orders for source documents, such as a
purchase order.
To receive the items
1. Choose the icon, enter Warehouse Receipts, and then choose the related link.
2. Choose the New action.
 3. In the Location Code field, enter WHITE.
4. Choose the Use Filters to Get Src. Docs. action.
5. In the Code field, enter ACCESSORY.
6. In the Description field, enter Vendors 10000 and 20000.
7. Choose the Modify action.
8. On the Purchase FastTab, in the Buy-from Vendor No. Filter field, enter 10000|20000.
9. Choose the Run action. The warehouse receipt is filled with four lines representing purchase order lines for
the specified vendors. The Qty. to Receive field is filled because you did not select the Do not Fill Qty. to
Handle check box on the Filters to Get Source Docs. page.
10. Optionally, if you want to use a filter as described earlier in this section, choose the Get Source Document
action, and then select purchase orders from the vendors in question.
11. Choose the Post Receipt action, and then choose the Yes button.
Positive item ledger entries are created reflecting the posted purchase receipts of accessories from vendors
10000 and 20000, and the items are ready to be put away in the warehouse from the receiving bin.

Putting the Items Away

On the Warehouse Put-away page, you can manage put-aways for a specific warehouse receipt document
covering multiple source documents. Like all warehouse activity documents, each item on the warehouse put-away
is represented by a Take line and a Place line. In the following procedure, the bin code on the Take lines is the
default receiving bin at WHITE location, W -08-0001.
To put the items away
1. Choose the icon, enter Put-Aways, and then choose the related link.
2. Select the only warehouse put-away document in the list, and then choose the Edit action.
The warehouse put-away document opens with a total of eight Take or Place lines for the four purchase
order lines.
The warehouse worker is told that 40 hinges are needed in the assembly department, and he proceeds to
split the single Place line to specify a second Place line for bin W -02-0001 in the assembly department
where he places that part of the received hinges.
3. Select the second line on the Warehouse Put-away page, the Place line for item 70200.
4. In the Qty. to Handle field, change the value from 100 to 60.
5. On the Lines FastTab, choose Functions, and then choose Split Line. A new line is inserted for item 70200
with 40 in Qty. to Handle field.
6. In the Bin Code field, enter W -02-0001. The Zone Code field is automatically filled.
Proceed to register the put-away.
7. Choose the Register Put-Away action, and then choose the Yes button.
The received accessories are now put-away in the items’ default bins, and 40 hinges are placed in the
assembly department. The received items are now available for picking to internal demand, such as
assembly orders, or to external demand, such as sales shipments.
See Also
Put Items Away with Warehouse Put-aways
Move Items in advanced warehouse configurations
Design Details: Inbound Warehouse Flow
Walkthrough: Receiving and Putting Away in Basic Warehouse Configurations
Business Process Walkthroughs
 Walkthrough: Planning Supplies Manually
10 minutes to read • Edit Online

Note: This walkthrough must be performed on a demonstration company with the Full Evaluation - Complete
Sample Data option, which is available in the Sandbox environment. For more information, see Creating a
Sandbox Environment.
This walkthrough demonstrates the process of planning supply orders to fulfill new demand. You can initiate
supply planning at fixed intervals, for example, every morning or every Monday, or when you are notified by sales
or production, depending on the type of demand. In this walkthrough you will use the Order Planning page, a
simple supply planning tool that is based on manual decision-making instead of parameter-based automatic
planning.

About This Walkthrough

This walkthrough illustrates the following tasks:
Planning a purchase order for manufacturing components.
Planning a transfer order to fulfill sales demand.
Planning a production order for a multilevel item.

Roles
This walkthrough demonstrates tasks performed by the following user roles:
Production Planner
Purchasing Agent
Sales Order Processor

Prerequisites
Before you begin this walkthrough, you must install the Business Central. The following modifications must be
made to the database:
Delete all existing sales orders for bicycles.
Create one sales order for 10 bicycles at BLUE location.
Delete all planned and firm planned production orders. Do not delete started orders with entries that are
already posted.
As a rule, use the suggested data in this walkthrough because this data has the necessary records.

Story
Eduardo, the Production Planner of a small manufacturing company, is about to plan production and purchase
orders to fulfill new sales demand.
Because the products have few BOM levels and the flow of orders is relatively low, Eduardo uses the Order
Planning page to manually create supply orders, one product level at a time.
In a more complex manufacturing environment, the planning worksheet is used to plan supply based on item
parameters such as rescheduling period, safety lead time, reorder point, and batch calculations of consolidated
demand from all product levels.

Setting Up the Sample Data

The standard CRONUS demonstration company currently has lots of unplanned demand. During the different
planning tasks in this walkthrough, you will have to deviate from the realistic business flow by ignoring demand
with close due dates and instead use demand with later due dates.

Using the Order Planning Page

The Order Planning page can be accessed from several different locations:
Manufacturing, Planning
Sales & Marketing, Order Processing
Purchase, Planning
In addition, you can open this page for a specific production order by choosing the Planning action.
To use the Order Planning page
1. Choose the icon, enter Order Planning, and then choose the related link.
When the Order Planning page first opens, a plan must be calculated to show the new demand since it
was last calculated.
2. Choose the Calculate Plan action.
The planning system analyzes any new demand that has been introduced, such as new sales, changed sales,
or production orders.
Based on total availability, the quantity needed for each demand line is calculated. This calculation is
performed order-by-order. This means that the order which includes the demand line with the earliest due
date or shipment date will be calculated first. After that, additional demand lines will be calculated in the
same order, regardless of the due date or shipment date.
3. Be sure that the Order Planning page is maximized and that column fields are resized to show all the
default field names.
When the calculation is completed, the page displays all unfulfilled demand as collapsed order header lines
sorted by earliest demand date.
Notice that CRONUS has several orders with unfulfilled demand. Each bold planning line represents an
order, sales order, or production order, including at least one order line with insufficient availability.
4. In the Show Demand As field, select the All Demand filter.
With the Demand Type field, you can choose which order types that you want to display.
Orders that do not have availability problems are not shown. If no orders exist when a plan is calculated, a
message will display and no planning lines will appear.

Planning a Purchase Order to Fulfill Component Demand

In this procedure, you create a purchase order for needed manufacturing components.
To plan a purchase order to fulfill component need in production
1. Expand the first line (choose the + symbol).
2. Choose the first demand line, with item LSU -15, and then choose the Show Document action.
 3. Close the opened production order to return to the Order Planning page.
4. In the Replenishment System field, select Purchase.
The default value is from the item card, or SKU card, but you can change it to one of the following options:
Purchase – To create a purchase order.
Transfer – To create a transfer order.
Prod. Order – To create a production order.
5. In the Supply From field, select one of the following options according to the selected replenishment
system:
Vendor – For purchases
Location – For transfers
If the field is not filled in, an error message will display when you try to create the supply orders.

NOTE
If the components have a default vendor number set up on the item cards, the lines will be preset.

6. Choose the Supply From field.

7. On the Item Vendor Catalogue page, choose the New action, and then select vendor 30000.
8. Choose the OK button to return to the Order Planning page.
9. Copy vendor 30000 to the other lines for loudspeaker components on this production order.
You are now ready to create a purchase order.
10. Choose the Make Orders action. The Make Supply Orders page opens.
11. On the Order Planning FastTab, in the Make Orders for field, choose the Active Order option.
12. On the Options FastTab, in the Create Purchase Order field, choose the Make Purch. Order option.
13. Choose the OK button to create purchase orders for all the components of the order.
The purchase orders are now created and saved as the last orders in the list of purchase orders.

Planning a Transfer Order to Fulfill Sales Demand

In this procedure, you will plan for demand from a sales order. Demand lines represent sales lines and not
component lines, as in production demand.
To plan a transfer order to fulfill sales demand
1. Move the pointer to the planning line for order 2008.
2. Expand the line and move the pointer to the demand line.
Sales order 2008 is for ten loudspeakers, item LS -120, ordered by John Haddock Insurance Co.
The item’s defined replenishment system and default vendor will display.
 NOTE
At the bottom of the page, there are four information fields. In the Earliest Date Available field, the ten pieces that
are needed will be available, on an inbound supply order, nine days later than the current due date. If this is too late
for the customer, the Available for Transfer field shows 13 pieces of the item at another location. You will want to
plan for this stock.

3. Choose the Available for Transfer field to open the Get Alternative Supply page.
4. Choose the OK button to book the ten items that are available.

NOTE
In the demand line, the suggested purchase has been exchanged with a transfer from GREEN location. The Make
Orders function creates a transfer order from GREEN to the demanded location. The Substitutes Exists field works in
the same way.

5. Choose the Make Orders action. The Make Supply Orders page opens.
6. On the Order Planning FastTab, in the Make Orders for field, choose the The Active Order option.
7. On the Options FastTab, in the Create Transfer Order field, select the Make Trans. Orders option.
8. Choose the OK button to create the transfer order to supply the sales order.
The transfer order is now created and saved in the list as the last order in the list of open transfer orders.

Planning a Multilevel Production Order to Fulfill Sales Demand

In this procedure, you will plan to fulfill sales demand for a produced item with multiple product levels, each
creating dependent production demand.
To plan multilevel production to fulfill sales demand
1. Select the planning line with sales demand for order 1001, created earlier as prerequisite data.
This demand is a sales line, but the item has a defined replenishment system of Prod. Order. Proceed to
add an extra bell to the component need of each bicycle.
2. Choose the Components action to open the Planning Components page.
3. On the line with the Bell item, change the Quantity per field from 1 to 2.
4. On the Order Planning page, consider your planning alternatives. In this case, you have no alternative
means of supply, no transfer, substitute, or later delivery. You must create the suggested supply order, a
production order.
5. Choose the Make Orders action to create the production order.
On the Order Planning page, notice that the planning line for sales order 1001 no longer exists and that
the initial sales demand has been covered.
6. Close the Order Planning page.
Now, you could choose to stay in this view and complete all the planning tasks. Instead, you will now take
on the Production Planner role by going to the production order that you just created and access the Order
Planning page.
As a production planner you now must plan a specific production order.
 To plan a specific production order
1. Open the production order 101001, for ten bicycles, that you just created by using the Make Orders
function.
2. Open the Prod. Order Components page to check that the extra bell is reflected on the production order.
3. Choose the Planning action.
The Order Planning page opens in a view that is always filtered on the specific production demand. Sales
demand is not displayed. You must calculate a plan before you can see any additional demand.
4. Choose the Calculate Plan action.
Notice that four new production orders appear as unplanned production demand derived from order
101001. The new lines represent new production demand from the subassemblies that must be created to
produce the order.
5. Choose the Expand All action to get an overview of all the production demand for the production orders.
To provide additional information about the demand lines, you may want to add the Demand Quantity
and Demand Qty. Available fields to your view.
Now you must supply ten of each component.
Note that four of the demand lines have replenishment system Prod. Order. These four subassemblies
represent the second product level of the bicycle.
The default replenishment settings are already filled in and you can proceed to make orders.
6. Choose the Make Orders action.
Before you choose the OK button, notice the text on the Order Planning FastTab. This text is important
because you know that the bicycle has several produced components, subassemblies, in its product
structure that might be in demand when you create this production order.
7. On the Make Supply Order page, in the Make Orders for field, choose the All Lines option, and then
choose the OK button to create production orders for the second product level of the order.
Note that the top-level production demand for production order 101001 no longer exists. This means that
the initial production demand for subassemblies has been planned for.
On the Order Planning page, you calculate a plan again in order to plan the bicycle structure.
8. Choose the Calculate Plan action to recalculate the plan as instructed by the embedded Help text.
The two new lines represent additional production demand derived from the subassemblies planned in the
previous steps. It is suggested that you make two production orders to supply the wheel hubs, one for 10
front hubs and one for 10 back hubs.
9. Choose the Expand All action to get an overview of all the demand for the two production orders.
The suggested supply plan indicates that a total of four purchase orders will be created for the components.
You decide to make the proposed orders.
10. Choose the Make Orders action.
11. In the Make Orders for field, select the All Lines option, and then choose the OK button. Check if
additional demand exists for the production of the parent item, the bicycle, which is being sold on sales
order 1001.
12. Choose the Calculate Plan action.
 The message indicates that all required items are now supplied. Verify the firm planned production orders
that are created.
13. Choose the icon, enter Firm Planned Prod. Orders, and then choose the related link.
On the Firm Planned Prod. Orders page review how start times and end times of individual orders are
scheduled according to the product structure. The lowest-level components are produced first. Therefore,
you must plan multilevel orders as demonstrated in this planning workflow.

See Also
Business Process Walkthroughs
Walkthrough: Planning Supplies Automatically
 Walkthrough: Planning Supplies Automatically
14 minutes to read • Edit Online

Note: This walkthrough must be performed on a demonstration company with the Full Evaluation - Complete
Sample Data option, which is available in the Sandbox environment. For more information, see Creating a
Sandbox Environment.
Phrases like “run planning” and “run MRP” refer to the calculation of the master production schedule (MPS ) and
the material requirements plan (MRP ) based on actual and forecasted demand.
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 overall purpose
of MRP is to provide time-phased formal plans, by item, to supply the right item at the right time, in the right
place, in the right quantity.
The planning algorithms used for both MPS and MRP are identical. The planning algorithms use netting, reuse of
existing supply orders, and action messages. The planning system process examines what is needed or will be
needed (demand) and what is available or expected (supply). When these quantities are netted against each other,
action messages are displayed in the planning worksheet. Action messages are suggestions to create a new supply
order, change a supply order (quantity or date), or cancel an existing supply order. Supply orders can be production
orders, purchase orders, and transfer orders. For more information, see Design Details: Supply Planning.
The planning result is calculated partly from the demand-supply sets in the database and partly by the setup of
stockkeeping unit cards or item cards, production BOMs, and routings.

About This Walkthrough

This walkthrough demonstrates how to use the supply planning system to automatically plan all the purchase and
production orders required to produce 15 touring bicycles demanded on different sales orders. To provide a clear
and realistic walkthrough, the number of planning lines is delimited by filtering out all other demand-supply sets
in the CRONUS International Ltd. demonstration company except the sales demand at location BLUE.
This walkthrough illustrates the following tasks:
Creating the sales order and calculating a complete supply plan.
Viewing planning parameters and order tracking entries behind the planning lines.
Automatically creating the suggested supply orders.
Creating new sales demand and replanning accordingly.

Roles
Production Planner
Purchasing Agent

Prerequisites
To complete this walkthrough, you will need:
 The CRONUS International Ltd. demonstration company.
To change various item setup values by following the steps in the “Preparing Sample Data” section, later in this
walkthrough.

Story
The customer, Cannon Group PLC, orders five touring bikes for shipment on 02-05-2014 (February 5).
Eduardo, the production planner, performs the routine supply planning for the first week of February 2014. He
filters on his own location, BLUE, and enters a planning interval of the work date (01-23-2014) to 02-07-2014
before he calculates an initial supply plan.
The only demand that week is for the Cannon Group sales order. Eduardo sees that none of the planning lines
have warnings, and he proceeds to create supply orders without changes for the suggested planning lines.
The next day, before any of the initial supply orders are started or posted, Eduardo is notified that another
customer has ordered ten touring bikes for shipment on 02-12-2014. He recalculates to adjust the supply plan
according to the change of demand. The recalculation gives you a net change plan that suggests changes to both
time and quantity of some of the supply orders created in the first run.
During the various planning steps, Eduardo looks up the involved orders, and uses the Order Tracking feature to
see which demand is covered by which supply.

Preparing Sample Data

Create stockkeeping units (SKUs) for the touring bike and a selection of its components, item numbers 1001 to
1300. (Some components are excluded to simplify the procedures.) Adjust the planning parameters of the selected
components to provide a more transparent planning result.
To create stockkeeping units
1. Open the item card for item 1001, Touring Bicycle.
2. Choose the Create Stockkeeping Unit action.
3. On the Create Stockkeeping Unit page, leave all options and filters unchanged, and then choose the OK
button.
4. Repeat steps 1 through 3 for all items in the number range between 1100 and 1300.
To change selected planning parameters
1. Choose the icon, enter Stockkeeping Units, and then choose the related link.
2. Open the BLUE stockkeeping unit card for item 1100, Front Wheel.
3. On the Planning FastTab, fill in the fields as described in the following table.

LOT ACCUMULATION
REORDERING POLICY SAFETY STOCK QUANTITY PERIOD RESCHEDULING PERIOD

Lot-for-Lot Blank 2W 2W

4. Repeat steps 2 and 3 for all SKUs in the number range between 1100 and 1300.
This completes the preparation of sample data for the walkthrough.

Creating a Regenerative Supply Plan

In reaction to a new sales order for five touring bikes, Ricardo begins the planning process by setting options,
filters, and planning interval to exclude all other demand except that of the first week of February at location BLUE.
He begins by calculating a master production schedule (MPS ), and then proceeds to calculate a complete supply
plan for all lower-level demand (MRP ).
To create the sales order
1. Choose the icon, enter Sales Orders, and then choose the related link.
2. Choose the New action.
3. On the Sales Order page, fill in the fields as described in the following table.

SELL-TO CUSTOMER
NAME SHIPMENT DATE ITEM NO. LOCATION QUANTITY

Cannon Group 02-05-2014 1001 BLUE 5

4. Accept the availability warning and choose the Yes button to record the new demand quantity.
To create a regenerative plan to fulfill demand at location BLUE
1. Choose the icon, enter Planning Worksheet, and then choose the related link.
2. Choose the Calculate Regenerative Plan action.
3. On the Calculate Plan - Plan. Wksh. page, fill in the fields as described in the following table.

CALCULATE PLAN STARTING DATE ENDING DATE SHOW RESULTS: LIMIT TOTALS TO

MPS = Yes 01-23-2014 02-07-2014 1001..1300 Location Filter =

BLUE
MRP = No (work date)

4. Choose the OK button to start the planning run.

One planning line is created suggesting that a planned production order be issued to produce the ten
touring bikes, item 1001, by 02-05-2014, the shipment date of the sales order.
Next, verify that this planning line relates to the Cannon Group sales order by using the Order Tracking
function, which dynamically links demand with its planned supply.
5. Select the new planning line, and then choose the Order Tracking action.
6. On the Order Tracking page, choose the Show action.
The sales order for five touring bikes shipping to customer number 10000 on 02-05-2014, is shown.
7. Close the Sales Order and Order Tracking pages.
To calculate MRP to include underlying component needs
1. Choose the icon, enter Planning Worksheet, and then choose the related link.
2. Choose the Calculate Regenerative Plan action.
3. On the Calculate Plan - Plan. Wksh. page, fill in the fields as described in the following table.

CALCULATE STARTING DATE ENDING DATE SHOW RESULTS: LIMIT TOTALS TO:

MPS = Yes 01-23-2014 02-07-2014 1001..1300 Location Filter =

BLUE
MRP = Yes

4. Choose the OK button to start the planning run.

 A total of 14 planning lines are created suggesting supply orders for all the demand that the touring bike
sales order at BLUE location represents.

Analyzing the Planning Result

To analyze the suggested quantities, Eduardo drills down on selected planning lines to view order tracking entries
and planning parameters.
On the Planning Worksheet page, note in the Due Date column that the suggested supply orders are scheduled
backward from the due date of the sales order, 02-05-2014. The timeline begins on the top planning line with the
production order to produce the finished touring bikes. The timeline ends on the bottom planning line with the
purchase order for one of the lowest-level items, 1255, Socket Back, due on 01-30-2014. Like the planning line for
item 1251, Axle Back Wheel, this line represents a purchase order for components that are due on the starting
date of its produced parent, subassembly item 1250, which in turn is due on 02-03-2014. Throughout the
worksheet, you can see that all underlying items are due on the starting date of their parents.
The planning line for item 1300, Chain Assy, suggests ten pieces. This deviates from the five pieces that we expect
to need to fulfill the sales order. Proceed to view the order tracking entries.
To view order tracking entries for item 1300
1. Select the planning line for item 1300, and then choose the Order Tracking action.
The two lines on the Order Tracking page show that five pieces are tracked from the planning line (first
order tracking line) to sales order 1001 (second order tracking line). The last five pieces suggested on the
planning line are not related to any document lines, but to a planning parameter, forecast entry, or blanket
order entry. Such untracked quantities are summed in the Untracked Quantity field in the header of the
Order Tracking page.
2. Choose the Untracked Quantity field.
The Untracked Planning Elements page shows that item 1300 uses a planning parameter, Minimum
Order Quantity, of 10.00. Therefore, the planning line is for ten pieces in total, of which only five can be
tracked to a demand. The last five pieces are an untracked quantity to satisfy the planning parameter.
Proceed to review the planning parameter.
To check the planning parameter
1. On the Untracked Planning Elements page, select the order tracking line for item 1300.
2. Choose the Item No. field, and then choose the Advanced action.
3. On the Item List page, choose the Stockkeeping Units action.
4. On the Stockkeeping Unit List page, open the BLUE stockkeeping unit card.
5. On the Planning FastTab, note that the Minimum Order Quantity field contains 10.
6. Close all pages except the Planning Worksheet page.
To view more order tracking entries
1. Select the planning line for item 1110, Rim, and then choose the Order Tracking action.
The Order Tracking page shows that five rims are needed for each production order for front and back
wheels respectively.
The same order tracking applies to the planning lines for items 1120, 1160, and 1170. For item 1120, the
Quantity per field on the production BOM of each wheel item is 50 PCS, which result in a total need of
100.
The planning line for item 1150 for six pieces looks irregular. Proceed to analyze.
2. Select the planning line for item 1150, and then, on then choose the Order Tracking action.
 The Order Tracking page shows that five units are tracked to the front wheel, and one unit is untracked.
Proceed to view the untracked quantity.
3. Choose the Untracked Quantity field.
The Untracked Planning Elements page shows that item 1150 uses a planning parameter, Order
Multiple, of 2.00, which specifies that when the item is ordered, it must be in a quantity that is divisible by 2.
The closest number to 5 that is divisible by 2 is 6.
The same order tracking applies to the planning lines for the Front Hub components, items 1151 and 1155,
except that each need is multiplied by the scrap percentage that is defined for item 1150 in the Scrap
Percentage field on the item card.
This completes the analysis of the initial supply plan. Notice that the Accept Action Message check box is
selected in all planning lines indicating that they are ready to be converted to supply orders.

Carrying Out Action Messages

Next, Eduardo converts the suggested planning lines to supply orders by using the Carry Out Action Msg.
function.
To automatically create the suggested supply orders
1. Select the Accept Action Message check box on all planning lines with a warning of type Exception.
2. Choose the Carry Out Action Message action.
3. On the Carry Out Action Msg.-Plan. page, fill in the fields as described in the following table.

PRODUCTION ORDER PURCHASE ORDER TRANSFER ORDER

Firm Planned Make Purch. Orders Make Trans. Orders

4. Choose the OK button to automatically create all the suggested supply orders.
5. Close the empty Planning Worksheet page.
This completes the initial calculation, analysis, and creation of a supply plan for demand at location BLUE in the
first week of February. In the following section, another customer orders ten touring bikes, and Eduardo must
replan.

Creating a Net Change Plan

The next day, before any supply orders are started or posted, a new sales order arrives from Libros S.A. for ten
touring bikes to be shipped on 02-12-2014. Eduardo is notified of the new demand, and he proceeds to replan in
order to adjust the current supply plan. Eduardo uses the Net Change Plan function to calculate only the changes
that are made to demand or supply since the last planning run. In addition, he expands the planning period to 02-
14-2014 to include the new sales demand on 02-12-2014.
The planning system calculates the best way to cover the demand for these two identical products, such as to
consolidate some purchase and production orders, reschedule other orders, and create new orders where it is
required.
To create the new sales demand and replan accordingly
1. Choose the New action.
2. On the Sales Order page, fill in the fields as described in the following table.
 SELL-TO CUSTOMER
NAME SHIPMENT DATE ITEM NO. LOCATION QUANTITY

Libros S.A. 02-12-2014 1001 BLUE 10

3. Accept the availability warning and choose the Yes button to record the demand quantity.
4. Proceed to replan to adjust the current supply plan.
5. Choose the icon, enter Planning Worksheet, and then choose the related link.
6. Choose the Calculate Net Change Plan action.
7. On the Calculate Plan - Plan. Wksh. page, fill in the fields as described in the following table.

CALCULATE PLAN STARTING DATE ENDING DATE SHOW RESULTS: LIMIT TOTALS TO

MPS = Yes 01-23-2014 02-14-2014 1001..1300 Location Filter =

BLUE
MRP = Yes

8. Choose the OK button to start the planning run.

A total of 14 planning lines are created. Notice in the first planning line that the Action Message field contains
New, the Quantity field 10, and the Due Date field 02-12-14. This new line for the top parent item, 1001,
Touring Bike, is created because the item uses a reordering policy of Order, which means that it must be supplied
in a one-to-one relationship to its demand, the sales order of ten pieces.
The next two planning lines are the production orders for touring bike wheels. Each existing order of five, in the
Original Quantity field, is increased to 15, in the Quantity field. Both production orders have unchanged due
dates, as indicated in the Action Message field that contains Change Qty. This is also the case for the planning
line for item 1300, except its order multiple of 10.00 rounds the tracked demand for 15 pieces up to the 20.
All other planning lines have an action message of Resched. & Chg. Qty.. This means that apart from being
increased in quantity, the due dates are moved in relation to the supply plan to include the extra quantity in the
available production time (capacity). Purchased components are rescheduled and increased to supply the
production orders. Proceed to analyze the new plan.

Analyzing the Changed Planning Result

Because all lot-for-lot-planned items within the filter, 1100 to 1300, have a rescheduling period of two weeks, their
existing supply orders are all modified to meet the new demand, which occurs within the specified two weeks.
Several planning lines are simply multiplied by three to provide 15 touring bikes instead of 5, and the due dates
are moved back in time to provide the increased quantities by the shipment date of the sales order to the Cannon
Group. For these planning lines, all quantities can be tracked. The remaining planning lines are increased by ten
pieces in addition to moving their due dates. For these planning lines, a part of the quantities are untracked due to
different planning parameters. Proceed to view some of these order tracking entries.
To view order tracking entries for item 1250
1. Select the planning line for item 1250, and then choose the Order Tracking action.
The seven lines on the Order Tracking page show that five and ten pieces are tracked through the back
wheel to the touring bikes on the two sales orders respectively.
The last five pieces are untracked. Proceed to analyze.
2. Choose the Untracked Quantity field.
 The Untracked Planning Elements page shows that item 1250 uses a planning parameter, Order
Multiple, of 10.00. Therefore, the planning line is for 20 pieces in total to round the actual need up to the
nearest number divisible by 10. The last five pieces are an untracked quantity to satisfy the planning
parameter.
3. Close all pages except the Planning Worksheet page.
To view an existing order
1. In the planning line for item 1250, choose the Ref. Order No. field.
2. On the Firm Planned Prod. Order page for the Back Hub. The existing order for ten pieces, which you created
in the first planning run, opens.
3. Close the firm planned production order.
This completes the walkthrough of how the planning system is used to automatically detect demand, calculate the
appropriate supply orders according to demand and planning parameters, and then automatically create different
types of supply orders with the appropriate dates and quantities.

See Also
Business Process Walkthroughs
Walkthrough: Planning Supplies Manually
Design Details: Supply Planning
 Walkthrough: Selling, Assembling, and Shipping Kits
19 minutes to read • Edit Online

Note: This walkthrough must be performed on a demonstration company with the Full Evaluation - Complete
Sample Data option, which is available in the Sandbox environment. For more information, see Creating a
Sandbox Environment.
To support just-in-time inventory and the ability to customize products to customer requests, assembly orders can
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 and promise delivery
dates according to component availability. In addition, assembly consumption and output are posted automatically
with the shipment of the linked sales order.
Special functionality exists to govern the shipping of assemble-to-order quantities, both in basic and in advanced
warehouse configurations. When workers in charge of assembly finish assembling parts or all of the assemble-to-
order quantity, they record it in the Qty. to Ship field on the warehouse shipment line, in advanced configurations,
and then choose Post Shipment. The result is that the corresponding assembly output is posted, including the
related component consumption, and a sales shipment for the quantity is posted for the linked sales order. This
walkthrough illustrates the advanced warehouse process.
In basic warehouse configurations, when an assemble-to-order quantity is ready to be shipped, the warehouse
worker in charge posts an inventory pick for the sales order lines. This creates an inventory movement for the
components, posts the assembly output, and the sales order shipment. For more information, see Handling
Assemble-to-Order Items in Inventory Picks.

About This Walkthrough

This walkthrough demonstrates the following tasks:
Setting up Assembly Items
Assembly items are characterized by their replenishment system and the assembly BOM. The item’s assembly
policy can be either assemble-to-order (ATO ) or assemble-to-stock (ATS ). This section covers the following tasks:
Setting the appropriate replenishment system and assembly policy on a new assembly item card.
Creating an assembly BOM that lists the assembly components and the resource that go into the assembly
item.
Selling Customized Assembly Items
Business Central provides the flexibility to enter both an inventory quantity and an assemble-to-order quantity on
one sales order line. This section covers the following tasks:
Creating a pure ATO sales order line where the full quantity is unavailable and must be assembled before
shipment.
Customizing ATO items.
Recalculating the unit price of a customized assembly item.
Creating a mixed sales order line where parts of the sales quantity is provided from inventory and the
remaining part must be assembled before shipment.
Understanding ATO availability warnings.
Planning for Assembly Items
Assembly demand and supply are handled by the planning system, just like for purchase, transfer, and production.
This section covers the following tasks:
Running a regenerative plan for items with sales demand for assembled supply.
Generating an assembly order to fulfill a sales line quantity by the demanded shipment date.
Assembling Items
Assembly orders function in a similar way as production orders, expect the consumption and output is recorded
and posted directly from the order. When the items are assembled to inventory, the assembly worker has full
access to all header and line fields. When the items are assembled to an order where the quantity and date are
promised to the customer, then certain fields on the assembly order are not editable. In that case, the assembly
posting is performed from the warehouse shipment for the linked sales order. This section covers the following
tasks.
Recording and posting assembly consumption and output to inventory.
Accessing a warehouse shipment line from an ATO assembly order to record assembly work.
Accessing an ATO assembly order from a warehouse shipment line to review the automatically entered data.
Shipping Assembly Items, from Stock and Assembled to Order
Special functionality exists to govern the shipping of assemble-to-order quantities. This section covers the
following tasks:
Creating a warehouse pick for inventory assembly items and for assembly components to be assembled before
shipment.
Registering warehouse picks for assembly components and then for assembly items.
Accessing an assembly order from a warehouse shipment to review picked or consumed components.
Shipping assemble-to-order quantities.
Shipping inventory assembly items.

Roles
This walkthrough demonstrates tasks that are performed by the following user roles:
Sales Order Processor
Planner
Assembly Worker
Picker
Shipping Responsible

Prerequisites
Before you can perform the tasks in the walkthrough, you must do the following:
Install Business Central.
Make yourself a warehouse employee at WHITE location by following these steps:
1. Choose the icon, enter Warehouse Employees, and then choose the related link.
2. Choose the User ID field, and select your own user account on the Users page.
3. In the Location Code field, enter WHITE.
4. Select the Default field.
Prepare WHITE location for assembly processing by following these steps:
1. Choose the icon, enter Locations, and then choose the related link.
2. Open the location card for WHITE location.
3. On the Bins FastTab, enter W -10-0001 in the To-Assembly Bin Code field.
By entering this non-pick bin code, all assembly order lines are ready to receive their components in the bin.
4. In the From -Assembly Bin Code field, enter W -01-0001.
By entering this pick bin code, finished assembly items will be output to the bin.
Remove the default lead time for internal processes by following these steps:
1. Choose the icon, enter Manufacturing Setup, and then choose the related link.
2. On the Manufacturing Setup page, on the Planning FastTab, remove the value in the Default Safety Lead
Time field.
Create inventory for assembly components by following Prepare Sample Data.

Story
On January 23, Susan, the sales order processor takes an order from The Device Shop for three units of Kit B,
which is an ATO item. All three units are customized and must contain the strong graphics card and an extra RAM
block. The disc drives are upgraded to DWD because the CD drives are unavailable. Susan knows that the units
can be assembled immediately, so she leaves the suggested shipment date of January 23.
At the same time, the customer orders fifteen units of Kit A with a special request that five units be customized to
contain the strong graphics card. Although Kit A is typically an assemble-to-stock item, the order processor
combines the sales line quantities to sell ten units from stock and assemble five customized units to the order. The
ten units of Kit A are unavailable and must first be supplied to inventory by an assembly order according to the
item’s assembly policy. Susan learns from the assembly department that Kit A units cannot be completed in the
current week. She sets the shipment date of the second sales order line, for the mixed ATO and inventory quantity,
to January 27 and informs the customer that the 15 units of Kit A will be shipped four days later than the three
units of Kit B. To signal to the shipping department that this sales order requires assembly processing, Susan
creates the warehouse shipment document from the sales order.
Eduardo, the planner, runs the planning worksheet and generates an assembly order for ten standard units of Kit A
with an internal due date of January 27.
Sammy, who is responsible for shipping, gets three warehouse shipment lines for the sales order: One line for the
three pure ATO units, one line for the five ATO units on the mixed sales order line, and one line for the ten ATS
units on the mixed sale order line. He creates a warehouse pick document for all the assembly components that are
needed to assemble the total of eight ATO units on the warehouse shipment document.
John, the picker, retrieves components for all the ATO quantities on the warehouse shipment document and brings
them to the assembly area. He enters the quantity to handle and registers the warehouse pick.
Linda assembles the three ATO units of Kit B. The components are already picked, and she does not record output
and consumption quantities or post the order, because both of these actions are performed automatically through
the related warehouse shipment lines.
Sammy records the assembled quantity on the warehouse shipment line and posts the shipment of the three units
of Kit B. The first line on the sales order is updated as shipped. The linked assembly order remains open until the
sales order is fully invoiced. The two warehouse shipment lines, one ATO and one ATS, for Kit A with due dates on
January 27 remain open.
On January 27, Linda processes two assembly orders for Kit A. The first order is the ATO order for five units, which
she processes differently than the ATO order for Kit B that she processed on January 23. On this order, she is
authorized to access the warehouse shipment line herself to record the completed assembly work. The needed
components are ready in the assembly department, as they were picked together with components for Kit B.
The second assembly order is the ATS order for ten units that were created by the planning system. On this ATS
order, Linda performs all involved actions from the assembly order. She creates a warehouse pick document for the
assembly components that are needed to assemble the ten units. When the PCs are assembled, Linda posts the
assembly order and thereby signals that the items are available in inventory and can be picked for shipment.
Sammy creates a warehouse pick document for any quantities that remain before the warehouse shipment can be
posted. A pick document is created for the ten units of Kit A that have just finished. The components needed to
assemble the five units of Kit A to order where picked on January 23.
John brings the ten units of Kit A from the warehouse to the specified shipping area, records the quantity to
handle, and then registers the pick.
Sammy packs the ten ATS units with the five ATO units that Linda assembled earlier in the day. He fills in the
quantity to ship on both lines and then posts the last shipment for The Device Shop. The related assembly order
for five units of Kit A is automatically posted. The second line on the sales order is updated as shipped. Two linked
assembly order remains open until the sales order is invoiced and closed.
When the sales order is later posted as fully invoiced, the sales order and the linked assembly orders are removed.

Prepare Sample Data

1. Choose the icon, enter Whse. Item Journals, and then choose the related link.
2. Choose the Batch Name field, and then select the default journal.
3. Create positive inventory adjustments at WHITE location on the work date, January 23, by entering the
following information.

ITEM NO. ZONE CODE BIN CODE QUANTITY

80001 PICK W-01-0001 20

80005 PICK W-01-0001 20

80011 PICK W-01-0001 20

80014 PICK W-01-0001 20

80203 PICK W-01-0001 20

80209 PICK W-01-0001 20

4. Choose the Register action, and then choose the Yes button.
Next, synchronize the new warehouse entries with inventory.
5. Choose the icon, enter Item Journals, and then choose the related link. The Item Journal page opens.
6. Choose the Calculate Whse. Adjustment action.
7. On the Calculate Whse. Adjustment page, choose the OK button.
8. On the Item Journal page, choose the Post action, and then choose the Yes button.
Creating the Assembly Items
1. Choose the icon, enter Items, and then choose the related link.
2. Choose the New action.
3. Create the first assembly item based on the following information.

FIELD VALUE

Description Kit A – Basic PC

Base Unit of Measure PCS

Item Category Code Misc.

Replenishment System Assembly

Assembly Policy Assemble-to-Stock

Reordering Policy Lot-for-Lot

NOTE
Kit A is typically supplied by assembly to stock and therefore has a reordering policy to make it part of general supply
planning.

4. Choose the Assembly action, and then choose Assembly BOM.

5. Define an assembly BOM for Kit A with the following information.

TYPE NO. QUANTITY PER

Item 80001 1

Item 80011 1

Item 80209 1

Resource Linda 1

6. Create the second assembly item based on the following information.

FIELD VALUE

Description Kit B – Pro PC

Base Unit of Measure PCS

Item Category Code Misc.

Replenishment System Assembly

Assembly Policy Assemble-to-Order

 NOTE
Kit B is usually supplied by assembly to order and therefore does not have a reordering policy, because it should not
be part of general supply planning.

7. Choose the Assembly action, and then choose Assembly BOM.

8. Define an assembly BOM for Kit B with the following information.

TYPE NO. QUANTITY PER

Item 80005 1

Item 80014 1

Item 80210 1

Resource Linda 1

Selling the Assembly Items

1. Choose the icon, enter Sales Orders, and then choose the related link.
2. Choose the New action.
3. Create two sales order lines for customer 62000, The Device Shop, on the work date with the following
information.

QTY. TO ASSEMBLE TO
TYPE DESCRIPTION QUANTITY ORDER SHIPMENT DATE

Item Kit B – Pro PC 3 3 January 23

Item Kit A – Basic PC 15 5 January 27

NOTE
The following availability issue exists for the sales order line for Kit B:
Assembly component 80210 is not available. This means that the three specified units of Kit B cannot be
assembled, indicated by 0 in the Able to Assemble field on the Assembly Availability page.
The following availability issue exists for the sales order line for Kit A:
The ten units of Kit A are not available. This indicates to the planning system that the quantity must be assembled
to inventory.

Next, customize the sales order.

4. Select the sales order line for three units of Kit B.
5. On the Lines FastTab, choose Line, choose Assemble to Order, and then choose Assemble-to-Order
Lines.
6. On the Assemble-to-Order Lines page, on the assembly order line for item 80014, enter 2 in the
Quantity per field.
 7. On the assembly order line for item 80210, choose the No. field, and then select item 80209 instead.
8. Create a new assembly order line with the following information.

TYPE NO. QUANTITY PER

Item 80203 1

9. Close the Assemble-to-Order Lines page.

Next, update the unit price of Kit B according to the customization that you just performed. Notice the
current value in the Unit Price Excl. VAT field.
10. On the Lines FastTab, choose Line, choose Assemble to Order, and then choose Roll Up Price.
11. Choose the Yes button. Notice the increased value in the Unit Price Excl. VAT field.
12. Select the sales order line for 15 units of Kit A.
13. On the Lines FastTab, choose Line, choose Assemble to Order, and then choose Assemble-to-Order
Lines.
14. On the Assemble-to-Order Lines page, create a new assembly order line with the following information.

TYPE NO. QUANTITY PER

Item 80203 1

Next, change the shipment date of the second sales order line according to the assembly schedule.
15. On the sales order line for 15 units of Kit A, enter 01-27-2014 in the Shipment Date field.
16. Choose the Release action.
17. Choose the Create Whse. Shipment action.
18. Close the sales order.
Planning for the Unavailable ATS Items
1. Choose the icon, enter Planning Worksheet, and then choose the related link.
2. Choose the Calculate Regenerative Plan action.
3. On the Calculate Plan page, set the following filters.

STARTING DATE ENDING DATE NO.

01-23-2014 01-27-2014 Kit A – Basic PC

4. Choose the OK button.

A new planning line is created for the needed assembly order of ten units, due on January 27. It needs no
changes, so now you can create the order.
5. Choose the Carry Out Action Message action.
6. On the Carry Out Action Msg. page, choose the Assembly Order field, and then select Make Assembly
Orders.
7. Choose the OK button.
 Assembling and Shipping the First ATO Quantity
1. Choose the icon, enter Warehouse Shipment, and then choose the related link.

NOTE
In this section, the person who is responsible for shipping is in charge of recording the completed ATO assembly work
on the warehouse shipment line. This workflow may occur in environments where the assembly work is performed by
the person who is responsible for shipping or by assembly workers in the shipping area.
In this section, actions on the assembly order are performed indirectly from the warehouse shipment line. For more
information about how to process an assembly order directly, see the “Assemble Items to Inventory” section in this
walkthrough.

2. Open the most recent warehouse shipment that is created at WHITE location.
Notice the three warehouse shipment lines: One line for the ATO quantity of Kit B, due on January 23. One
line for the ATO quantity of Kit A, due on January 27. One line for the inventory quantity of Kit A, due on
January 27.
The Assemble to Order field specifies the assembly method.
Next, create a pick document for all the ATO assembly components that are needed on the warehouse
shipment.
3. Choose the Create Pick action, and then choose the OK button.
Next, perform the picker’s task.
4. Choose the icon, enter Picks, and then choose the related link.
5. Open the warehouse pick document that you created in step 3 in this section.
Notice the value in the Source Document field and that all the pick lines are for assembly components.
Next.register the pick without changing the default information.
6. Choose the Autofill Qty. to Handle action.
7. Choose the Register Pick action.
Return to performing the shipping tasks.
8. Reopen the Warehouse Shipment page.
Notice that the Qty. Picked field is still empty on all lines. This is because you still have not picked the items
to be shipped, but only the components needed to assemble the ATO quantities.
Proceed to review the related assembly order.
9. Select the shipment line for three units of Kit B.
10. On the Lines FastTab, choose Line, and then choose Assemble to Order. The Assembly Order page
opens.
Notice that several fields on the assembly order are unavailable because the order is linked to a sales order.
Notice on the assembly order lines that the Qty. Picked field is filled. This is due to the pick that you
registered in step 7 in this section.
11. In the Quantity to Assemble field, try to enter any value lower than 3.
Read the error message explaining why this field can only be filled through the Qty. to Ship field on the
 related shipment.
The Quantity to Assemble field is editable is to support situations where you want to partially ship an
inventory quantity instead of assembling more units to the order. For more information, see the
“Combination Scenarios” section in Understanding Assemble to Order and Assemble to Stock.
12. Close the Assembly Order page to return to the Warehouse Shipment page.
13. On the shipment line for three units of Kit B, in the Qty. to Ship field, enter 3.
14. Choose the Post Shipment action, and then select the Ship button.
Along with this warehouse shipment posting, the full consumption and output quantities of the related
assembly order are posted, and the Remaining Quantity field is empty. The sales order line for Kit B is
updated to show that the three units are shipped.
Warehouse activities to fulfill the first sales order line by January 23 are completed. Next, fulfill the sales
order lines that are shipping on January 27
Assembling and Recording the Second ATO Quantity
1. Choose the icon, enter Assembly Orders, and then choose the related link.
Notice that the ATO order for shipped units of Kit B is still in the list, although the Remaining Quantity is
empty. This is because the linked sales order is still not fully invoiced.

NOTE
In this section, the assembly worker is responsible for recording the completed ATO assembly work on the warehouse
shipment line. This workflow may occur in environments where the assembly work is performed in a separate
assembly department and assembly workers are authorized to change the warehouse shipment line.

2. Open the ATO assembly order for five units of Kit A.

Notice that the Quantity to Assemble and the Quantity to Consume fields are empty because no work is
recorded yet.
Notice on the assembly order lines that the Qty. Picked field is filled. This is due to the pick that was
registered on January 23.
Next, record that the assembly order is completed.
3. Choose the Asm.-to-Order Whse. Shpt. Line action.
4. On the Asm.-to-Order Whse. Shpt. Line page, in the Qty. to Ship field, enter 5, and then close the page.
Notice on the Assembly Order page that the Quantity to Assemble and the Quantity to Consume
fields are now filled with the output and consumption quantities that will be posted with the shipment.
5. Close the Assembly Order page.
Assembling the ATS Quantity
1. Choose the icon, enter Assembly Orders, and then choose the related link.
2. Open the assembly order for ten units of Kit A.
Notice that the Quantity to Assemble field is filled with the expected quantity.
Next, create a pick document to retrieve the needed components.
3. Choose the Release action.
 4. Choose the Create Whse. Pick action, and choose the OK button.
Next, perform the picker’s task.
5. Choose the icon, enter Picks, and then choose the related link.
6. Open the warehouse pick document that you created in step 4 in this section.
Proceed to register the pick without changing the default information.
7. Choose the Autofill Qty. to Handle action.
8. Choose the Register Pick action.
Return to the assembly order to perform the last assembly task.
9. In the Assembly Order, choose the Post action, and then choose the Yes button.
Notice that the assembly order is removed from the list of open orders.
Shipping the Remaining Items, Partly from Stock and Partly Assembled to the Order
1. Choose the icon, enter Warehouse Shipment, and then choose the related link.
2. Open the most recent warehouse shipment that is created at WHITE location.
Notice on the line for ten units of Kit A that the Qty. to Ship and Qty. Picked field are empty.
Next, pick any remaining items.
3. Choose the Create Pick action, and then choose the OK button.
Next, perform the picker’s last task for this warehouse shipment.
4. Choose the icon, enter Picks, and then choose the related link.
5. Open the warehouse pick document that you created in step 3 in this section.
Notice that this pick document is for assembly item, not for assembly components.
Next, register the pick without changing the default information.
6. Choose the Autofill Qty. to Handle action.
7. Choose the Register Pick action, and then choose the Yes button.
Return to the warehouse shipment to perform the last task.
8. Reopen the Warehouse Shipment page.
On the Warehouse Shipment page, on the line for ten units of Kit A, notice that the Qty. to Ship and Qty.
Picked fields now contain 10.
9. Choose the Post Shipment action, and the choose Ship.
The warehouse shipment document is removed, which indicates that the involved warehouse activities are
completed. Next, verify that the sales order has been processed.
10. Choose the icon, enter Sales Orders, and then choose the related link
11. Open the sales order for The Device Shop.
Notice that the Quantity Shipped field contains the full quantity on both lines.
When the Device Shop pays for their receipt of the 18 PCs from CRONUS, the sales order and its linked
assembly orders are removed.
See Also
Understanding Assemble to Order and Assemble to Stock
Assemble Items
Pick Items for Warehouse Shipment
Sell Items Assembled to Order
Assemble Items
Design Details: Assembly Order Posting
Design Details: Internal Warehouse Flows
Design Details: Outbound Warehouse Flow
Walkthrough: Planning Supplies Automatically
 Walkthrough: Managing Projects with Jobs
18 minutes to read • Edit Online

Note: This walkthrough must be performed on a demonstration company with the Full Evaluation - Complete
Sample Data option, which is available in the Sandbox environment. For more information, see Creating a
Sandbox Environment.
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.

About This Walkthrough

This walkthrough demonstrates the following tasks:
Setting Up a Job
With the budget structure set up for jobs, creating a job is straightforward. This walkthrough covers the following
procedures:
Setting up job task lines and planning lines.
Creating job-specific prices for items, resources, and general ledger accounts.
Invoicing from a job.
Handling Fixed Prices
In jobs, you can handle fixed prices and the prices for services or goods that are agreed upon in advance with
customers. In this walkthrough, you can do the following:
See how contract and invoice values are determined.
Allow for extra work in the schedule that has not been invoiced.
Copying a Job
This part of the walkthrough focuses on how to copy part or all of a job in order to reduce manual data entry and
improve accuracy. It includes the following:
Copying part of a job to a new job.
Copying job-specific prices.
Copying planning lines.
Making Payment by Installment
When a large, expensive project lasts for a long period, the customer often makes an agreement with the company
to pay by installments. This scenario shows how you set up payment by installments and covers:
Creating payment by installments for a job.
Invoicing payments to customers.
Accounting for usage in a job set up for payment by installments.

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 International Ltd. demonstration database.
Create sample data by using the steps in the following section.

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 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.

Preparing Sample Data

To prepare for this walkthrough, you must add Tricia as a new resource.
To prepare the sample data
1. Choose the icon, enter Resources, and then choose the related link.
2. Choose the New action to create a new resource card.
3. On the General FastTab, enter the following information:
No.: Tricia
Name: Tricia
Type: Person
4. Choose the Base Unit of Measure field, and choose the New action to open the Resource Unit of
Measure page. In the Code field, select Hour.
5. On the Invoicing FastTab, enter the following information:
Direct Unit Cost: 5
Indirect Cost %: 4
Unit Cost: 10
Gen. Prod. Posting Group: Services
VAT Prod. Posting Group: VAT 25
6. Close the page.
In the next procedure, you create a job journal batch for Tricia in order to post her usage.
To create a Job Journal batch
1. Choose the icon, enter Job Journals, and then choose the related link.
2. On the Job Journal page, choose the Batch Name field. The Job Journal Batches page opens.
3. Choose the New action to create a new line with the following information:
Name: Tricia
Description: Tricia
No. Series: JJNL -GEN
4. Choose the OK button to save the changes.

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 Starting 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.

JOB TASK NO. DESCRIPTION JOB TASK TYPE

1000 Consulting on hall setup Begin-Total

1010 Consultation meeting with customer Posting

1020 Development Posting

1090 Consulting Total End-Total

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:
Schedule: Added to the schedule, but not invoiced.
Contract: 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. Enter the following information:
Line 1
Line Type: Both Budget and Billable
Planning Date: (today’s date)
Type: Resource
No.: Tricia
Quantity: 40
Line 2
Line Type: Both Budget and Billable
Planning Date: (today’s date)
Type: Resource
No.: Timothy
Quantity: 40
Line 3
 Line Type: Both Budget and Billable
Planning Date: (today’s date)
Type: G/L Account
No.: 8430 (Travel)
Quantity: 2
Unit Cost: 400
2. 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:
Line 1
Line Type: Both Budget and Billable
Planning Date: (today’s date)
Type: Resource
No.: Tricia
Quantity: 80
Line 2
Line Type: Both Budget and Billable
Planning Date: (today’s date)
Type: Item
No.: 80201 (Graphic program )
Quantity: 1
4. Close the page. Totals are updated on the Job Task Lines page.

Calculating Remaining Usage

Tricia, the team project member, has been working on the job for a while and wants to register her hours and usage
on the job. She has not worked more hours than was agreed upon with the customer in advance. She uses the
Calculate Remaining Usage batch job to calculate remaining usage for the job in a job journal. For each task, the
batch job calculates the difference between scheduled usage of items, resources, and general ledger expenses and
the actual usage posted in job ledger entries. The remaining usage is then displayed in the job journal from where
she can post it.
To calculate remaining usage
1. Choose the icon, enter Job Journals, and then choose the related link.
2. On the Job Journal page, in the Batch Name field, open the Job Journals Batches list. Select the Tricia job
journal batch.
3. Choose the Calc. Remaining Usage action.
4. On the Job Calc. Remaining Usage page, on the Job Task FastTab, choose the Job No. field, and select the
relevant job number, typically job J00010.
5. On the Options FastTab, type J00001 in the Document No. field. This makes future tracking of the posting
easier.
6. Enter today’s date as the posting date.
7. Choose the OK button. This will generate job journal lines derived from the planning lines that Prakash created
for the job.
8. Choose the OK button on the confirmation page. The generated lines are added to the job journal.
9. Make sure that all the document numbers are J00001, and then choose the Post action. Choose Yes to confirm
the posting.
The lines are now posted.

Creating and Posting a Job Sales Invoice

Next, Tricia can create a new invoice for the whole job or for part of a job. She can also attach the invoice to
another invoice for the same customer for the same job. In this case, she invoices for the whole job, because the
project is now completed.
To create a job sales invoice
1. Choose the icon, enter Jobs, and then choose the related link.
2. Select the job that you created earlier, and then choose the Create Job Sales Invoice action.
3. On the Job Task FastTab, clear any filter on Job Task No. in order to invoice the job. In the Job No. field,
select the relevant job.
4. On the Options FastTab, fill in the posting date and define whether you want to create one invoice per task or
just a single invoice for all tasks.
5. Choose the OK button to create the invoice and choose the OK button on the confirmation page.
After Tricia creates the invoice, she can access it from the Sales Order Processor Role Center, for example.
To post a new sales invoice
1. Choose the icon, enter Sales Invoices, and then choose the related link.
2. Open the invoice for Customer No. 01445544. You can see the information that was entered from the planning
lines.
3. Choose the Post action. Choose Yes to confirm the posting.
To view the posted invoice
1. Open the job, and then choose the Job Planning Lines action.
2. Select any of the planning lines that have been invoiced, and then choose the Sales Invoice/Credit Memo
action.
3. On the Job Invoices page, choose the Open Sales Invoice/Credit Memo action.
Tricia has a question about the prices, costs, and profits that are relevant to this particular job, so she accesses that
information on the Statistics page.
To open the Statistics page
1. Choose the icon, enter Jobs, and then choose the related link.
2. Choose the Statistics action. You can review detailed information about the job prices, costs, and profits in both
local and foreign currencies.
3. Choose the Close button to close the Job Statistics page.

Handling Fixed Prices

CRONUS has been contracted to set up conference rooms. As the project manager, Prakash wants a good
overview of the tasks required for the job with the associated budgeted and incurred costs for each task. In
addition, he wants to know the total contracted price for the job and the amount that has been invoiced to this
point. He has reached an agreement with the customer regarding fixed pricing for the job.
To manage fixed pricing in jobs
1. Choose the icon, enter Jobs, and then choose the related link.
2. Select the Guildford job number, and then choose the Jobs Task Lines action.
3. Select line 1120, and in the Schedule (Total Cost) field, right-click the amount and choose DrillDown.
 By reviewing the Job Planning lines, Prakash determines that he will also need Tricia for 30 hours for this
stage of the project. He agrees on a fixed price with the customer.
4. On the Job Task Lines page, select line 1120, and then choose the Job Planning Lines action.
5. Choose the New to create a new line with the following information:
Line Type: Both Budget and Billable
Type: Resource
No.: Tricia
Quantity: 30
6. Close the page.
7. In the Schedule (Total Cost) field, right-click the field, and choose Drilldown again on the Job Task Lines
page. View the changes to the schedule. You see that 30 hours have been added to the schedule.
8. Close the pages.
After Tricia has been added to the schedule for this task line, she works 25 hours on the job. She enters these hours
into the job journal.
To enter hours in the Job Journal
1. Choose the icon, enter Job Journals, and then choose the related link.
2. On a new line, enter the following information:
Line Type: (blank)
Posting Date: (today's date)
Document No.: J00002
Job No.: Guildford
Job Task No.: 1120
Type: Resource
No.: Tricia
Quantity: 25
3. Choose the Post action.
A few days later, Tricia works for another 10 hours on the job. She has now worked 35 hours in all. Because
the agreement is for 30 hours with the customer, only five of these hours will be charged to the customer.
Tricia will manually add the additional five hours she worked to the schedule.
4. On the Job Journal page, choose the Calc. Remaining Usage action.
5. On the Job Calc. Remaining Usage page, on the Options FastTab, enter the following information:
Document No.: J00003
Posting Date: (today's date)
6. On the Job Task FastTab, enter the following information:
Job No.: Guildford
Job Task No.: 1120
7. Choose the OK button to run the calculation.
There are five hours of work remaining for Tricia. The Line Type field is blank, which indicates that only the
usage remains to be posted because the work has already been scheduled.
8. In the Job Journal, create a new line with the following information. Make sure that both job numbers are
sequential with those that you have already used:
 Line Type: Schedule
Job No.: Guildford
Job Task No.: 1120
Type: Resource
No.: Tricia
Quantity: 5
By using the Schedule line type, there are updates to the scheduled costs and prices, but no updates to the
contract costs and prices that are invoiced to the customer.
9. Choose the Post action. Choose the OK button to close the page.
10. Open the Jobs list.
11. Select the GUILDFORD job, and then choose the Job Task Lines action.
12. Select line 1120 and in the Schedule (Total Cost) field, right-click the amount. Choose DrillDown to view
the information.
Changes are automatically entered on the line for Job Task No. 1120. In the total cost of scheduled work,
five additional hours of work by Tricia has been added to the schedule.
13. Choose the Close button to close the page.
14. Right-click the amount in the Contract (Total Cost) field and choose DrillDown to view the information.
In the total price for the contract, only the original contracted 30 hours are included, because this is what was
agreed upon with the customer.

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: Schedule + Contract
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.

Making Payments by Installments

CRONUS has just landed a large project that will take a year to be completed. Because it requires the dedication of
many resources, the project manager sets up the contract so that the customer pays part of the price up front, part
when the project is halfway completed, and the final payment upon completion.
To set up a new account
1. Choose the icon, enter Chart of Accounts, and then choose the related link.
2. On the Chart of Accounts page, choose the New action to create a new card.
3. On the New G/L Account card, enter the following information:
No.: 6630
Name: Job Payment
4. On the Posting FastTab, in the Gen. Prod. Posting Group field, select MISC. Close the page.
5. On the Chart of Accounts page, select No. 6630 Job Payment, and then choose the Indent Chart of
Accounts action. Choose Yes to confirm.
The following procedures show how to create a new job, set pricing, and then set up payment by installment. In the
job task lines, you can create specific lines dedicated to the payment by installments. All work completed on the job
that is added to the schedule will be entered on the usage lines. For each payment task line on the planning lines,
the line type is Contract, which means that the customer will be invoiced. Enter a new line for the down payment.
On the usage task line, you can enter the information for the items and resources that have been used in this
project, which will increase the schedule, such as employee hours and items used on the job.
To make a payment by installment
1. Create a new job.
2. On the new Job card, fill in the following information:
Description: Redecoration of Reception Area
Bill-to-Customer No.: 30000
Job Posting Group: Setting up
WIP Method: Cost Value
3. On the job card, choose the Resource action. Enter the following information:
Code: Tricia
Unit Price: 10
Close the page.
4. On the Job card, choose the Job Task Lines action.
The following table describes the lines that you will create.

LINE JOB TASK NO. DESCRIPTION JOB TASK TYPE

1 1000 Payment-Down Payment Posting

2 2000 Usage Posting

 LINE JOB TASK NO. DESCRIPTION JOB TASK TYPE

3 3000 Payment - Midway Posting

4 4000 Payment - Completion Posting

5. On the Job Task Lines page, select task 1000, and then choose the Job Planning Lines action.
6. Create a planning line with the following information:
Line Type: Contract
Planning Date: (today's date)
Type: G/L Account
No.: 6630
Quantity: 1
Unit Price: 5000
Close the page.
7. On the Job Task Lines page, select task 2000, and open its Job Planning Lines.
The following table describes the planning lines that you will create.

LINE LINE TYPE PLANNING DATE TYPE NO. QUANTITY

1 Schedule (today’s date) Resource Tricia 120

2 Schedule (today’s date) Item 70104 10

Close the page. On the Job Task Lines page, you can see the schedule amounts have been updated.
8. On the Job Task Lines page, select task 3000.
9. Create a planning line with the following information:
Line Type: Contract
Planning Date: a future date
Type: G/L Account
No.: 6630
Quantity: 1
Unit Price: 5000
Close the page.
10. Create a similar planning line entry for job task 4000.
Now that the task and planning lines have been entered, Prakash creates an invoice for the first payment. He does
this from the job task lines to make sure that the invoice only contains the lines for the first payment. You can open
the sales order from the planning lines or the task lines.
To create an invoice
1. On the Job Task Lines page, select line 1000, and then choose the Create Sales Invoice action.
2. On the Create Sales Invoice page, set today’s date as the posting date, specify Per Task, and choose the OK
button to create an invoice with the default information. Choose the OK button to close the confirmation page.
3. Choose the Sales Invoice/Credit Memo action. On the sales invoice, you can see that only the down payment
is included in the invoice. You can now send this to the customer as agreed.
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
8 minutes to read • Edit Online

Note: This walkthrough must be performed on a demonstration company with the Full Evaluation - Complete
Sample Data option, which is available in the Sandbox environment. For more information, see Creating a
Sandbox Environment.
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.

About This Walkthrough

This walkthrough illustrates the following tasks:
Calculating WIP.
Selecting a WIP calculation method.
Excluding part of a job from the WIP.
Posting the WIP to the general ledger.
Reversing a WIP posting.
Each step of the process calculates the value and moves the job transactions to the general ledger. The calculation
and posting steps are separated to help you review your data and to make modifications before posting to the
general ledger. Therefore, you should make sure that all information is correct after you run the calculation batch
jobs and before you run the posting batch jobs.

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.

FIELD DESCRIPTION

Leave blank if the job task is a part of a group of tasks.

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.

JOB TASK NO. WIP-TOTAL FIELD

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.

Posting WIP to General Ledger

Now that Tricia has calculated WIP for this job, she can post it to the general ledger.
To post WIP to general ledger
1. From the Jobs list, select the Deerfield job.
2. Choose the WIP action, and then choose the Post WIP to G/L action.
3. On the Job Post WIP to G/L page, on the Job FastTab, select Deerfield in the No. field.
4. On the Options FastTab, in the Reversal Document No. field, enter 1.
5. Choose the OK button to post WIP to the general ledger.
6. Choose the OK button to close the confirmation page.
After you have completed the posting, you can view the posting information on the WIP G/L Entries page.
7. In the Jobs list, select the Deerfield job, and then choose the WIP G/L Entries action.
On the Job WIP G/L Entries page, verify that the WIP has been posted to the general ledger.
 8. Close the page.
9. Open the Job card for the Deerfield job.
10. On the WIP and Recognition FastTab, notice that in the Posted column, the Recog. Costs G/L Amount
field is now filled in, which indicates that WIP was posted to the general ledger successfully.
11. Choose the OK button to close the card.

Reversing a WIP Posting

Tricia determines that the job tasks that were excluded from the calculation of WIP should have been calculated in
WIP. She can reverse the incorrect postings without having to post new WIP postings.
To reverse a WIP posting
1. From the Jobs list, select the Deerfield job.
2. Choose the WIP action, and then choose the Post WIP to G/L action.
3. On the Job Post to WIP to G/L page, on the Job FastTab, select Deerfield in the No. field.
4. On the Options FastTab, in the Reversal Document No. field, enter 1.
5. In the Reversal Posting Date field, enter the original posting date. It should be the same date that you
used to calculate WIP the first time.
6. Select the Reverse Only check box. This will reverse previously posted WIP, but does post new WIP to the
general ledger.
7. Choose the OK button to run the batch job, and choose the OK button to close the confirmation page.
8. Open the Job card for Deerfield.
9. On the WIP and Recognition FastTab, verify that there are no posted WIP entries.
10. Close this page.
11. In the Jobs list, select the Deerfield job, choose the WIP action, and then choose the WIP G/L Entries
action. The WIP entries have the Reversed check box selected.
12. Close this page.
13. Open Job Task Lines for the job, include the parts of the job that should be in the WIP calculation, and then
recalculate and post the new value to the general ledger.

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
4 minutes to read • Edit Online

Note: This walkthrough must be performed on a demonstration company with the Full Evaluation - Complete
Sample Data option, which is available in the Sandbox environment. For more information, see Creating a
Sandbox Environment.
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.

COMPLEXITY
LEVEL (SEE DESIGN
DETAILS:
INBOUND WAREHOUSE
METHOD PROCESS BINS PICKS SHIPMENTS SETUP)

A Post pick and X 2

shipment from
the order line

B Post pick and X 3

shipment from
an inventory pick
document

C Post pick and X 4/5/6

shipment from a
warehouse
shipment
document

D Post pick from a X X 4/5/6

warehouse pick
document and
post shipment
from a
warehouse
shipment
document

For more information, see Design Details: Outbound Warehouse Flow.

The following walkthrough demonstrates method B in the previous table.

About This Walkthrough

In basic warehouse configurations where your location is set up to require pick processing but not ship
processing, you use the Inventory Pick page to record and post pick and ship information for your outbound
source documents. The outbound source document can be a sales order, purchase return order, outbound transfer
order, or a production order with component need.
This walkthrough demonstrates the following tasks:
Setting up SILVER location for inventory picks.
 Creating a sales order for customer 10000 for 30 loudspeakers.
Releasing the sales order for warehouse handling.
Creating an inventory pick based on a released source document.
Registering the warehouse movement from the warehouse and at the same time posting the sales shipment
for the source sales order.

Roles
This walkthrough demonstrates tasks that are performed by the following user roles:
Warehouse Manager
Order Processor
Warehouse Worker

Prerequisites
To complete this walkthrough, you will need:
CRONUS International Ltd. installed.
To make yourself a warehouse employee at SILVER location by following these steps:
1. Choose the icon, enter Warehouse Employees, and then choose the related link.
2. Choose the User ID field, and select your own user account on the Users page.
3. In the Location Code field, enter SILVER.
4. Select the Default field.
Make item LS -81 available at SILVER location by following these steps:
1. Choose the icon, enter Item Journals, and then choose the related link.
2. Open the default journal, and then create two item journal lines with the following information about
the work date (January 23).

ENTRY TYPE ITEM NUMBER LOCATION CODE BIN CODE QUANTITY

Positive Adjmt. LS-81 SILVER S-01-0001 Note: 20

The item’s default
bin in CRONUS

Positive Adjmt. LS-81 SILVER S-01-0002 20

3. Choose the Post action, and then select the Yes button.

Story
Ellen, the warehouse manager at CRONUS, sets up SILVER 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 LS -81 to be shipped to customer 10000 from the SILVER 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
Inventory Pick page, which automatically points to the bins where LS -81 is stored.

Setting Up the Location

The setup of the Location Card page defines the company’s warehouse flows.
To set up the location
1. Choose the icon, enter Locations, and then choose the related link.
2. Open the SILVER location card.
3. Select the Require Pick check box.

Creating the Sales Order

Sales orders are the most common type of outbound source document.
To create the sales order
1. Choose the icon, enter Sales Orders, and then choose the related link.
2. Choose the New action.
3. Create a sales order for customer 10000 on the work date (January 23) with the following sales order line.

ITEM LOCATION CODE QUANTITY

LS_81 SILVER 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.

Picking and Shipping Items

On the Inventory Pick page, you can manage all outbound warehouse activities for a specific source document,
such as a sales order.
To pick and ship items
1. Choose the icon, enter Inventory Picks, and then choose the related link.
2. Choose the New action.
3. Select the Source Document field, and then select Sales Order.
4. Select the Source No. field, select the line for the sale to customer 10000, and then choose the OK button.
Alternatively, choose the Get Source Document action, and then select the sales order.
5. Choose the Autofill Qty. to Handle action.
Alternatively, in the Qty. to Handle field, enter 10 and 30 respectively on the two inventory pick lines.
6. Choose the Post action, select Ship, and then choose the OK button.
The 30 loudspeakers are now registered as picked from bins S -01-0001 and S -01-0002, and a negative
item ledger entry is created reflecting the posted sales shipment.

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: Tracing Serial/Lot Numbers
13 minutes to read • Edit Online

Note: This walkthrough must be performed on a demonstration company with the Full Evaluation - Complete
Sample Data option, which is available in the Sandbox environment. For more information, see Creating a
Sandbox Environment.
When product defects occur, the errors must be identified and affected items must be prevented from leaving the
company. If defective items have already been shipped, you must trace who received them and, if you need to,
recall the items.
The first task of defects management is to investigate where the defective items came from and where they were
used. This investigation is based on historic data and is made easier by searching through item tracking entries
using the Item Tracing page.
The second task of defects management is to determine whether the traced items are planned for in open
documents, such as non-posted sales orders or consumption journals. This work is performed on the Navigate
page. You can use the Navigate feature to search all kinds of database records.

About This Walkthrough

This walkthrough demonstrates how to identify which items are defective, which vendor supplied them, and where
they are used so that those orders can be stopped or recalled.
This walkthrough illustrates the following tasks:
Tracing usage to origin.
Tracing origin to usage.
Searching for all current records which hold the traced serial/lot number.

Roles
This walkthrough demonstrates tasks that are performed by the following user roles:
Quality Controller
Warehouse Manager
Order Processor
Purchasing Agent

Prerequisites
To complete this walkthrough, you will need:
The Business Central company.
To create new items and several business transactions by following the Prepare Sample Data..

Story
Ricardo, the quality controller, is acting on a sales return of item 1002, Racing Bike. The customer, Selangorian Ltd.,
complained that the frame has cracked welding seams. Quality control engineers have confirmed that the racing
frame of the returned bike is defective. The quality controller must now determine:
 Which lot of racing frames was faulty.
On which purchase order the faulty lot was received.
From the sales department, the quality controller knows that the returned racing bike, item 1002, had the serial
number SN1. By using this basic information, he must determine where the finished racing bike was last used, and
then he must trace backward to the earliest origin to establish which lot number the faulty component, the racing
frame, came from.
The results of this first item tracking task identify which racing frames were defective and which vendor supplied
them. Afterward, but in the same overall tracking process, the quality controller must find all the sold racing bikes
that contain racing frames from the faulty lot so that those orders can be stopped or recalled. Lastly, the quality
controller must find any open documents where the faulty lot is used so that no additional transactions are made.
The first two defects-management tasks are performed on the Item Tracing page. The last task is performed on
the Navigate page in integration with the Item Tracing page.

Prepare Sample Data

You must create the following new items:
2000, Racing Frame: lot-specific tracking, component of 1002
1002, Racing Bike: serial number-specific tracking
Then you must create various purchase, production, and sales transactions with the two items.
To create the items
1. Choose the icon, enter Items, and then choose the related link.
2. Choose the New action.
3. In the No. field, enter 2000, and then proceed to fill in the following fields.

BASE UNIT OF GEN. PROD. VAT PROD. INVENTORY ITEM TRACKING

DESCRIPTION MEASURE POSTING GROUP POSTING GROUP POSTING GROUP CODE

Racing Frame PCS RAW MAT VAT25 RAW MAT LOTALL

NOTE
To enter the base unit of measure, choose the New button, and then select PSC on the Item Units of Measure
page.

4. All other fields have acceptable default data or do not have to be filled in.
5. Choose the OK button to create the first new item card, 2000.
6. Choose New.
7. In the No. field, enter 1002, and then proceed to fill in the following fields.

GEN. PROD. VAT PROD. INVENTORY ITEM

BASE UNIT OF POSTING POSTING POSTING REPLENISHME TRACKING
DESCRIPTION MEASURE GROUP GROUP GROUP NT SYSTEM CODE

Racing Bike PCS RETAIL VAT25 FINISHED Prod. Order SNALL

 NOTE
To enter the base unit of measure, choose the New button, and then select PSC on the Item Units of Measure
page.

Next, define the item's manufacturing setup.

8. On the Replenishment FastTab, in the Routing No. field, enter 1000.
9. Choose the Production BOM No. field, and then choose Advanced.
10. On the Production BOM List page, choose the first line, 1000, and then choose the Edit action.
11. On the Production BOM page, change the value in the Status field to Under Development.
12. Go to an empty line, enter 2000 in the No. field, and then enter 1 in the Quantity Per field.
13. Change the value in the Status field back to Certified.
14. Choose the OK button to insert the production BOM on the item card and close the Production BOM
page.
Next, purchase racing frames from Custom Metals Incorporated.
To purchase components
1. Choose the icon, enter Purchase Orders, and then choose the related link.
2. Choose the New action.
3. Create a purchase order for vendor, Custom Metals Incorporated, by filling in the following line fields.

ITEM QUANTITY LOT NO.

2000 10 LOT1

4. To enter the lot number, choose the Item Tracking Lines action.
5. On the Item Tracking Lines page, fill in the Lot No. and Quantity (Base) fields, and then close the page.
6. In the Vendor Invoice No. field, enter any value.
7. Choose the Post action, select the Receive and Invoice option, and then choose the OK button.
Next, purchase racing frames from Coolwood Technologies.
8. Choose the icon, enter Purchase Orders, and then choose the related link.
9. Choose the New action.
10. Create a purchase order for vendor, Coolwood Technologies, by filling in the following line fields.

ITEM QUANTITY LOT NO.

2000 11 LOT2

11. To enter the lot number, on the Lines FastTab, in the Line group, choose the Item Tracking Lines action.
12. On the Item Tracking Lines page, fill in the Lot No. and Quantity (Base) fields, and then close the page.
13. In the Vendor Invoice No. field, enter any value.
14. Choose the Post action, select the Receive and Invoice option, and then choose the OK button.
Next, produce two racing bikes, SN1 and SN2.
To produce end items
1. Choose the icon, enter Released Prod. Orders, and then choose the related link.
2. Choose the New group.
3. Create a new released production order by filling in the following fields.
|-|-|-|
|Source No.|Quantity|Serial No.|
|1002|2|SN1|
|1002|2|SN2|
4. Choose the Refresh Production Order action, and then choose the OK button to fill the line.
5. To enter the serial numbers, choose the Item Tracking Lines action.
6. On the Item Tracking Lines page, fill in the Serial No. and Quantity (Base) fields, and then close the
page.
Next, post consumption of racing frames from LOT1.
7. On the Released Production Order page, choose the Production Journal action.
8. On the Production Journal page, select the consumption line for item 2000, choose the Item Tracking
Lines action.
9. On the Item Tracking Lines page, choose the Lot No. field, choose LOT1, and then choose the OK button.
10. Leave all other defaults on the Production Journal page, and then choose the Post action.
Next, produce two more racing bikes, SN3 and SN4.
11. Choose the icon, enter Released Prod. Orders, and then choose the related link.
12. Choose the New action.
13. Create a new released production order by filling in the following fields on the header.

SOURCE NO. QUANTITY SERIAL NO.

1002 2 SN3

1002 2 SN4

14. Choose the Refresh Production Order action to fill the line.
15. To enter the serial numbers, choose the Item Tracking Lines action, and then the numbers on two lines in
the Serial No. field on the Item Tracking Lines page.
Next, post more consumption of racing frames from LOT1.
16. On the Released Production Order page, choose the Production Journal action.
17. On the Production Journal page, select the consumption line for item 2000, choose the Item Tracking
Lines action.
18. On the Item Tracking Lines page, choose the Lot No. field, choose LOT1, and then choose the OK button.
19. Leave all other defaults on the Production Journal page, and then choose the Post action.
You have produced four racing bikes, SN1 to SN4, and consumed four of the ten racing frames from LOT1,
two frames in each production order.
20. Close the production journal and the production orders.
Next, sell racing bikes. First sell the racing bike with SN1 to Selangorian Ltd..
To sell the end items
1. Choose the icon, enter Sales Orders, and then choose the related link.
2. Choose the New action, and then, create a sales order by filling in the following fields.

CUSTOMER ITEM QTY. SERIAL NO.

Selangorian Ltd. 1002 1 SN1

3. To enter the serial number, choose the Item Tracking Lines action, and then the number in the Serial No.
field on the Item Tracking Lines page.
4. Choose the Post action, select the Ship and Invoice option, and then choose the OK button.
Next, sell the racing bike with SN2 to The Cannon Group PLC.
5. Choose the icon, enter Sales Orders, and then choose the related link.
6. Choose the New action, and then, create a sales order by filling in the following fields.

CUSTOMER ITEM QTY. SERIAL NO.

Cannon Group PLC. 1002 1 SN2

7. To enter the serial number, choose the Item Tracking Lines action, and then the number in the Serial No.
field on the Item Tracking Lines page.
8. Choose the Post action, select the Ship and Invoice option, and then choose the OK button.
Finally, sell some racing frames separately. The Cannon Group PLC. also orders four separate racing frames
for their own assembly line.
9. Choose the icon, enter Sales Orders, and then choose the related link.
10. Choose the New action, and then, create a sales order by filling in the following fields.

CUSTOMER ITEM QTY. SERIAL NO.

Cannon Group PLC. 2000 5 LOT1

11. To enter the serial number, on the Lines FastTab, in the Line group, choose the Item Tracking Lines action,
and then the number in the Serial No. field on the Item Tracking Lines page.

NOTE
Do not post the last sales order for five racing frames.

This completes the preparation of data to demonstrate the Item Tracing and Navigate features.
Tracing from Usage to Origin
From the sales department, the quality controller knows that the returned racing bike, item 1002, has the serial
number SN1. By using this basic information, he can determine where the finished racing bike was last used, in
this case, on the sales shipment to Selangorian Ltd.. Then, the quality controller must trace backward to the earliest
origin to establish which lot number the faulty racing frame came from and which vendor supplied it.
To determine which lot included the faulty frame and who supplied it
1. Choose the icon, enter Item Tracing, and then choose the related link.
2. On the Item Tracing page, enter SN1 in the Serial No. Filter field, and then enter 1002 in the Item Filter
field.
3. Keep the default setting of Item -Tracked Only in the Show Components field, and keep the default trace
method of Usage – Origin in the Trace Method.
4. Choose the Trace action.
Note that one sales shipment header matches the search criteria. Before you continue the trace, verify that
the shipment is the one that shipped the faulty racing bike to Selangorian Ltd.
5. Select the trace line, and then choose the Show Document action.
Now continue to trace the origin of the sales shipment of the racing bike with number SN1.
6. Choose the + icon on the trace lines to gradually expand and trace backward in the chain of transactions
that the sales shipment originates from.
You can trace the following transaction history:
The first posted document backward in the chain of transactions is the output posting of SN1 from the
first released production order.
The next posted document backward after that is the consumption posting from the first released
production order. Here the quality controller sees that a racing frame from LOT1 was used.
The lowest posted document in this chain is the posted purchase receipt on which racing frames with
LOT1 entered inventory.
The quality controller has now established which lot of racing frames was faulty and he can search for the
last trace line to see which vendor supplied them, namely Custom Metals Incorporated.

NOTE
Do not make any additional modifications to the trace result, as you will use it in the next section.

This completes the first defects-management task using the Item Tracing page. The quality controller must
now determine whether other posted documents have processed racing frames from LOT1.

Tracing from Origin to Usage

The quality controller has established that the faulty racing frames came from LOT1. He must now find any other
racing bikes that contain racing frames from the faulty lot so that those bikes can be stopped or recalled.
One way to prepare this trace task on the Item Tracing page is to manually enter LOT1 in the Lot No. Filter field
and 2000 in the Item Filter field. However, this walkthrough will use the Trace Opposite - from Line function.
To find all usage of the faulty lot
1. On the Item Tracing page, select the line of the purchase receipt, the last trace line, and then choose Trace
Opposite – from Line.
 The trace result is now based on the filters of the trace line for the purchase receipt, LOT1 and item 2000,
and the result is based on trace method Origin - Usage.
To obtain an overview of all usage of item 2000 with LOT1, continue to expand all trace lines.
2. Choose the Expand All action.
The first four trace lines refer to the sales shipment to Selangorian Ltd., which is already resolved. The last
line indicates that one more racing bike, SN2, was produced in the same released production order and
then sold and shipped on another sales shipment.
The quality controller immediately informs the sales department so that they can initiate a recall of the
defective racing bike from the customer, Cannon Group PLC.
At the same time, he can see from the last three trace lines that another two items, SN3 and SN4, have
been produced based on racing frames from LOT1. He takes action to block these end items in inventory.
This completes the second defects management task using the Item Tracing page for defects
management. Since the Item Tracing page is based on posted entries only, the quality controller must
continue to the Navigate page to make sure that LOT1 is not used in non-posted documents.

Finding All Records of a Serial/Lot Number

With the Item Tracing page, the quality controller learned that LOT1 contained the faulty racing frames, which
vendor supplied them, and in which posted transaction they have been used. He must now determine whether
LOT1 is in any open documents by integrating from the trace result to the Navigate page where he can perform a
search through all database records.
To find all occurrences of LOT1 in non-posted records, such as open orders
1. On the Item Tracing page, select the first trace line, the purchase receipt of LOT1.
2. Choose the Navigate action.
The Navigate page is preset with search filters based on the trace result for LOT1. The quality controller
recognizes most of the records as pertaining to documents already identified on the Item Tracing page.
For example, the last Navigate line of type Production Order refers to the two released production orders
that consumed racing frames from LOT1.
However, the second Navigate line of type Sales Line is a non-posted document line, so the quality
controller proceeds to investigate.
3. To open the sales line record, select the second Navigate line, choose the Show action. Alternatively, choose
the value in the No. of Records field.
Here the quality controller sees one open sales line for the faulty racing frames. He immediately suggests to
the sales department that this order be canceled and a new production order, based on good racing frames,
be initiated.
This completes the walkthrough of how to use the Navigate page for defects management in integration with the
Item Tracing page.

See Also
Work with Serial and Lot Numbers
Trace Item-Tracked Items
Business Process Walkthroughs
 Walkthrough: Making Cash Flow Forecasts by Using
Account Schedules
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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.

About This Walkthrough

This walkthrough describes the following tasks:
Setting up a new cash flow account schedule name.
Setting up account schedule lines.
Setting up a new column layout.
Assigning a column layout to an account schedule.
Viewing and printing the cash flow forecast.
Prerequisites
To complete this walkthrough, you will need:
Business Central installed.
The cash flow worksheet lines are registered.

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.

Setting Up a New Account Schedule Name

An account schedule consists of a cash flow account schedule name with a series of lines and a column layout.
To set up a new account schedule name
1. Choose the icon, enter Account Schedules, and then choose the related link.
2. On the Account Schedule Names page, choose the New to create a new cash flow account schedule name.
3. In the Name field, enter Forecast.
4. In the Description field, enter Cash Flow Forecast.
5. Leave the Default Column Layout and Analysis View Name fields blank.

Setting Up Account Schedule Lines

After an account schedule name is set up, Ken defines each line that appears in the cash flow account schedule. Ken
defines lines that can be shown in reports in addition to lines that are only for calculation purposes.
To set up account schedule lines
1. On the Account Schedule Names page, select the new Forecast account schedule name that you have
created, and then choose the Edit Account Schedule action.
2. On the Account Schedule page, enter each line exactly as shown in the following table.

NOTE
Using the Insert 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.

TOTALING AMOUNT
ROW NO. DESCRIPTION TYPE TOTALING ROW TYPE TYPE SHOW

C10 Amount Net Change Entries Net Amount Always

C20 Amount until Balance at Entries Net Amount Always

Date Date

C30 Entire Fiscal Entire Fiscal Entries Net Amount Always

Year Year

3. Choose the OK button.

Assigning the Column Layout to the Account Schedule Name

Ken is now ready to assign the column layout to the account schedule name.
To assign the column layout to the account schedule name
1. On the Account Schedule Names page, select Forecast in the Name field.
2. In the Default Column Layout field, choose the column layout Cash Flow to assign as the default column
layout.
To view and print the cash flow forecast
1. On the Account Schedule Names page, choose the Overview action to view the cash flow forecast.
2. On the Acc. Schedule Overview page, you can select an amount and then view the cash flow forecast entries
that make up the amount. In addition, you can view the formula that is used to calculate the amount. You can
also filter the amounts by date and dimension.
3. Choose the Print action to print the cash flow forecast.

See Also
Work with Account Schedules
Business Process Walkthroughs
Working with Business Central
 Design Details
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

Start a free trial!

 Design Details: Supply Planning
2 minutes to read • Edit Online

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
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 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.

Planning Starting Date

To avoid a supply plan that incorporates open orders in the past and suggests potentially impossible actions, the
planning system treats all dates before the planning starting date as a frozen zone where the following special rule
applies:
All supply and demand before the starting date of the planning period will be considered a part of inventory or
shipped.
In other words, it assumes that the plan for the past is executed according to the given plan.
For more information, see Dealing with Orders Before the Planning Starting Date.

Dynamic Order Tracking (Pegging)

Dynamic Order Tracking, with its simultaneous creation of action messages in the planning worksheet, is not a
part of the supply planning system in Business Central. This feature links, in real-time, the demand and the
quantities that could cover them, whenever a new demand or supply is created or changed.
For example, if the user enters or changes a sales order, the dynamic order tracking system will instantly and
search for an appropriate supply to cover the demand. This could be from inventory or from an expected supply
order (such as a purchase order or a production order). When a supply source is found, the system creates a link
between the demand and the supply, and displays it in view -only pages that are accessed from the involved
document lines. When appropriate supply cannot be found, the dynamic order tracking system creates action
messages in the planning worksheet with supply plan suggestions reflecting the dynamic balancing. Accordingly,
the dynamic order tracking system offers a very basic planning system that can be of help both to the planner and
other roles in the internal supply chain.
Accordingly, Dynamic Order Tracking can be considered a tool that assists the user in assessing whether to accept
supply order suggestions. From the supply side, a user can see which demand has created the supply, and from
the demand side, which supply should cover the demand.

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 in Balancing Supply with Demand.

Sequence and Priority in Planning

When establishing a plan, the sequence of the calculations is important to get the job done within a reasonable
timeframe. In addition, the prioritization of requirements and resources play an important role in obtaining the
best results.
The planning system in Business Central is demand-driven. High-level items should be planned before low -level
items, because the plan for high-level items might generate additional demand for the lower-level items. This
means, for example, that retail locations should be planned before distribution centers are planned, because the
plan for a retail location may include additional demand from the distribution center. On a detailed balancing level,
this also means that a sales order should not trigger a new supply order if an already released supply order is can
cover the sales order. Likewise, a supply carrying a specific lot number should not be allocated to cover a generic
demand if another demand requires this specific lot.
Item Priority / Low-Level Code
In a manufacturing environment, the demand for a finished, sellable item will result in derived demand for
components that comprise the finished item. The bill-of-material structure controls the component structure and
can cover several levels of semi-finished items. Planning an item at one level will cause derived demand for
components at the next level, and so on. Eventually, this will result in derived demand for purchased items.
Consequently, the planning system plans for items in order of their ranking in the total BOM hierarchy, starting
with finished saleable items at the top level and continuing down through the product structure to the lower level
items (according to the low -level code).

The figures illustrates 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.
Locations / Transfer-Level Priority
Companies that operate at more than one location may need to plan for each location individually. For example,
an item’s safety stock level and its reordering policy may differ from one location to another. In this case, the
planning parameters must be specified per item and also per location.
This is supported with the use of SKUs, where individual planning parameters can be specified at the SKU level.
An SKU can be regarded as an item at a specific location. If the user has not defined a SKU for that location,
application will default to the parameters that have been set on the item card. The application calculates a plan for
active locations only, which is where there is existing demand or supply for the given item.
In principle, any item can be handled at any location, but application’s approach to the location concept is quite
strict. For example, a sales order at one location cannot be fulfilled by some quantity on stock at another location.
The quantity on stock must first be transferred to the location specified on the sales order.
For more information, see Design Details: Transfers in Planning.
Order Priority
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 the coming days. But apart from this some kind of priority, the different
demand and supply types are sorted according to business importance to decide which demand should be
satisfied before satisfying another demand. On the supply side, the order priority will tell what source of supply
should be applied before applying other sources of supply.
For more information, see Prioritizing Orders.

Demand Forecasts and Blanket Orders

Forecasts and blanket orders both represent anticipated demand. The blanket order, which covers a customer’s
intended purchases over a specific period of time, acts to lessen the uncertainty of the overall forecast. The blanket
order is a customer-specific forecast on top of the unspecified forecast as illustrated below.

For more information, see the “Forecast Demand is Reduced by Sales Orders” section in Loading the Inventory
Profiles.

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 the “Serial/Lot Numbers are Loaded by Specification Level” section in Loading the
Inventory Profiles.
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 any 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 on the Order Planning feature, refer to Help in Business Central.

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
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.
For more detailed information about how the reservation system works, see the “Reservation Entry Table” white
paper on PartnerSource.

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: Costing Methods”.
The Reservation 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 Reservation Entry table with
status value Reservation. The user can view all reservations on the Reservation 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.
 FIELD IN T27 SOURCE TABLE TABLE FILTER SOURCE FIELD

Inventory Inventory Item Ledger Entry N/A Quantity

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)

Scheduled receipts Trans. Ord. Receipt Transfer Line N/A Outstanding

(Qty.) Quantity

Gross requirements Qty. On Sales Order Sales Line =Order Outstanding Qty.
(Base)

Gross requirements Scheduled Need Prod. Order <>Simulated Remaining Qty. (Base)
(Qty.) Component

Gross requirements Qty. on Asm. Assembly Line =Order Remaining Qty. (Base)
Component

Gross requirements Trans. Ord. Shipment Transfer Line N/A Outstanding

(Qty.) Quantity

For more information, see Design Details: Availability in the Warehouse.

Manual Reservation
When a user intentionally creates a reservation, the user gains full ownership of and responsibility for these
items. This means that the user must also manually change or cancel a reservation. Such manual changes may
cause automatic modification of the involved reservations.
The following table shows when and which modifications may occur:

USER ACTION SYSTEM REACTION

Decreasing the reserved quantity The related quantity fields are updated.

Changing date fields The related date fields are updated.

Note: If the due date on a demand is changed to precede

the shipment date or due date of the supply, then the
reservation is canceled.

Deleting the order The reservation is canceled.

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 Reservation in the Reservation Status field
in the Reservation Entry 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.

The Order Network

The order tracking system is based on the principle that the order network must always be in a state of balance,
in which every demand that enters the system is offset by a corresponding supply and vice versa. The system
provides this by identifying logical links between all demand and supply entries in the order network.
This principle implies that a change in demand results in a corresponding imbalance on the supply side of the
order network,. Conversely, a change in supply results in a corresponding imbalance on the demand side of the
order network. In reality, the order network is in a state of constant flux as users enter, amend, and delete orders.
Order Tracking processes orders dynamically, reacting to each change at the time that it enters the system and
becomes a part of the order network. As soon as new order tracking records are created, the order network is in
balance, but only until the next change occurs.
To increase the transparency of calculations in the planning system, the Untracking Planning Elements page
displays untracked quantities, which represent the difference in quantity between known demand and suggested
supply. Each line on the page refers to the cause of the excess quantity, such as Blanket Order, Safety Stock
Level, Fixed Reorder Quantity, Minimum Order Qty., Rounding, or Dampener.
Offsetting in Order Tracking
In contrast to reservations, which can only be made against available item quantities, order tracking is possible
against all order network entities that are part of the net requirements calculation of the planning system. The
net requirements are calculated as follows:
net requirements = gross requirements + reorder point - scheduled receipts - planned receipts - projected
available balance

NOTE
Demand that is related to forecasts or planning parameters is not order tracked.

Example: Order Tracking in Sales, Production, and Transfers

The following scenario shows which order tracking entries are created in the Reservation Entry table as results
of various order network changes.
Assume the following data for two items that are set up for order tracking.

ITEM 1 NAME “COMPONENT”

 ITEM 1 NAME “COMPONENT”

Availability 100 units in RED location

- 30 units of LOTA
- 70 units of LOTB

Item 2 Name “Produced Item”

Production BOM 1 qty. per of “Component”

Demand Sale for 100 units at BLUE location

Supply Released production order (generated

with the Sales Order Planning
function for the sale of 100 units)

On the Manufacturing Setup page, the Components at Location field is set to RED.
The following order tracking entries exist in the Reservation Entry table based on the data in the table.

Entry Numbers 8 and 9

For the component need for LOTA and LOTB respectively, order tracking links are created from the demand in
table 5407, Prod. Order Component, to the supply in table 32, Item Ledger Entry. The Reservation Status
field contains Tracking to indicate that these entries are dynamic order tracking links between supply and
demand.

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 Reservation Status field contains Reservation, 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 BLUE 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 Reservation Entry table.

Entry Numbers 8 and 9

Order tracking entries for the two lots of the component reflecting demand in table 5407 are changed from a
reservation status of Tracking to Surplus. The reason is that the supplies that they were linked to before, in
table 32, have been used by the shipment of the transfer order.
Genuine surplus, as in this case, reflects excess supply or demand that remains untracked. It is an indication of
imbalance in the order network, which will generate an action message by the planning system unless it is
resolved dynamically.
Entry Numbers 12 to 16
Because the two lots of the component are posted on the transfer order as shipped but not received, all related
positive order tracking entries are of reservation type Surplus, indicating that they are not allocated to any
demands. For each lot number, one entry relates to table 5741, Transfer Line, and one entry relates to the item
ledger entry at the in-transit location where the items now exist.
At this point in the scenario, the transfer order of the components from BLUE to RED location is posted as
received.
Now the following order tracking entries exist in the Reservation Entry 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 RED location, reflecting that the Location Code field on the production order
component line contains RED as set up in the Components at Location setup field. The supply that was
allocated to this demand before has been transferred to BLUE location and can now not be fully tracked unless
the component need on the production order line is changed to BLUE location.
At this point in the scenario, the Location Code on the production order line is set to BLUE. 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 Reservation Entry table.

Entry Numbers 21 and 22

Since the component need has been changed to BLUE location, and the supply is available as item ledger entries
at BLUE location, all order tracking entries for the two lot numbers are now fully tracked, indicated by the
reservation status of Tracking.
The Lot No. field is now filled in the order tracking entry for table 5407, because the lot numbers were assigned
to the production order component lines.
For more examples of order tracking entries in the Reservation Entry table, see the “Reservation Entry Table”
white paper on PartnerSource (requires login).

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 Carry 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.

ACTION MESSAGE DESCRIPTION

Change Qty. Changes the quantity on an existing supply order to cover a

changed or new demand.
 ACTION MESSAGE DESCRIPTION

Reschedule Reschedules the due date on an existing order.

Resched. & Chg. Qty. Reschedules the due date and changes the quantity on an
existing order.

New Creates a new order if demand cannot be fulfilled by either of

the previous action messages.

Cancel Cancels 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.

Order Tracking and Planning

When the planning system runs, it deletes all existing order tracking records and action message entries and
recreates them as planning line suggestions according to supply/demand pairs and priorities. When the planning
run has finished, the order network is in balance.
Planning System versus Order Tracking and Action Messaging
The following comparison shows the differences between the methods that are used by the planning system to
create planning line suggestions and the methods that are used by the order tracking system to create order
tracking records and action messages.
The planning system deals with the entire supply and demand pattern of a particular item, whereas order
tracking deals with the order that activated it.
The planning system deals with all levels of the BOM hierarchy, whereas order tracking deals with one
BOM level at a time.
The planning system establishes links between demand and supply according to the prioritized due date.
Order tracking establishes links between demand and supply according to the order entry sequence.
The planning system takes planning parameters into account, whereas order tracking does not.
The planning system creates links in a user-activated batch mode when it balances demand and supply,
whereas order tracking creates the links automatically and dynamically as the user enters orders.
See Also
Design Details: Central Concepts of the Planning System
Design Details: Supply Planning
 Design Details: Balancing Demand and Supply
20 minutes to read • Edit Online

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.

Demand and Supply

Demand is the common term used for any kind of gross demand, such as a sales order and component need
from a production order. In addition, application allows more technical types of demand, such as negative
inventory and purchase returns.
Supply is the common term used for any kind of positive or inbound quantity, such as inventory, purchases,
assembly, production, or inbound transfers. In addition, a sales return may also represent supply.
To sort out the many sources of demand and supply, the planning system organizes them on two time lines
called inventory profiles. One profile holds demand events, and the other holds the corresponding supply events.
Each event represents one order network entity, such as a sales order line, an item ledger entry, or a production
order line.
When inventory profiles are loaded, the different demand-supply sets are balanced to output a supply plan that
fulfills the listed goals.
Planning parameters and inventory levels are other types of demand and supply respectively, which undergo
integrated balancing to replenish stock items. For more information, see Design Details: Handling Reordering
Policies.

The Concept of Balancing in Brief

Demand is given by a company’s customers. Supply is what the company can create and remove to establish
balance. The planning system starts with the independent demand and then tracks backwards to the supply.
The inventory profiles are used to contain information about the demands and supplies, quantities, and timing.
These profiles essentially make up the two sides of the balancing scale.
The objective of the planning mechanism is to counterbalance the demand and supply of an item to ensure that
supply will match demand in a feasible way as defined by the planning parameters and rules.
Dealing with Orders Before the Planning Starting Date
To avoid that a supply plan shows impossible and therefore useless suggestions, the planning system regards the
period up until the planning starting date a frozen zone where nothing is planned for. The following rule applies
to the frozen zone:
All supply and demand before the starting date of the planning period will be considered a part of inventory or
shipped.
Accordingly, the planning system will not, with a few exceptions, suggest any changes to supply orders in the
frozen zone, and no order tracking links are created or maintained for that period.
The exceptions to this rule are as follows:
If the projected available inventory, including the sum of supply and demand in the frozen zone, is below zero.
If serial/lot numbers are required on the backdated order(s).
If the supply-demand set is linked by an order-to-order policy.
If the initial available inventory is below zero, the planning system suggests an emergency supply order on the
day before the planning period to cover the missing quantity. Consequently, the projected and available
inventory will always be at least zero when planning for the future period begins. The planning line for this
supply order will display an Emergency warning icon and additional information is provided upon lookup.
Serial/Lot Numbers and Order-to -Order Links are Exempt from the Frozen Zone
If serial/lot numbers are required or an order-to-order link exists, the planning system will disregard the frozen
zone and incorporate such quantities that are back-dated from the starting date and potentially suggest
corrective actions if demand and supply is not synchronized. The business reason for this principle is that such
specific demand-supply sets must match to ensure that this specific demand is fulfilled.

Loading the Inventory Profiles

To sort out the many sources of demand and supply, the planning system organizes them on two timelines called
inventory profiles.
The normal types of demand and supply with due dates on or after the planning starting date are loaded into
each inventory profile. When loaded, the different demand and supply types are sorted according to overall
priorities, such as due date, low -level codes, location, and variant. In addition, order priorities are applied to the
different types to ensure that the most important demand is fulfilled first. For more information, see Prioritizing
Orders.
As previously mentioned, demand could also be negative. This means that it should be treated as supply;
however, unlike the normal types of supply, negative demand is considered fixed supply. The planning system can
take it into account, but will not suggest any changes to it.
In general, the planning system considers all supply orders after the planning starting date as subject to change
in order to fulfill demand. However, as soon as a quantity is posted from a supply order, it can no longer be
changed by the planning system. Accordingly, the following different orders cannot be replanned:
Released production orders where consumption or output has been posted.
Assembly orders where consumption or output has been posted.
Transfer orders where shipment has been posted.
Purchase orders where receipt has been posted.
Apart from loading demand and supply types, certain types are loaded with attention to special rules and
dependencies that are described in the following.
Item Dimensions are Separated
The supply plan must be calculated per combination of the item dimensions, such as variant and location.
However, there is no reason to calculate any theoretical combination. Only those combinations that carry a
demand and/or supply need to be calculated.
The planning system controls this by running through the inventory profile. When a new combination is found,
application creates an internal control record that holds the actual combination information. The application
inserts the SKU as the control record, or outer loop. As a result, the proper planning parameters according to a
combination of variant and location are set, and application can proceed to the inner loop.

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.

Serial/Lot Numbers are Loaded by Specification Level

Attributes in the form of serial/lot numbers are loaded into the inventory profiles along with the demand and
supply that they are assigned to.
Demand and supply attributes are arranged by order priority as well as by their level of specification. Because
serial/lot number matches reflect the level of specification, the more specific demand, such as a lot number
selected specifically for a sale line, will seek a match before less specific demand, such as a sale from any lot
number selected.

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.

Component Need is Loaded according to Production Order Changes

When handling production orders, the planning system must monitor the needed components before loading
them into the demand profile. Component lines that result from an amended production order will replace those
of the original order. This ensures that the planning system establishes that planning lines for component need
are never duplicated.
Safety Stock May Be Consumed
The safety stock quantity is primarily a demand type and is therefore loaded into the inventory profile on the
planning starting date.
Safety stock is an inventory quantity set aside to compensate for uncertainties in demand during the
replenishment lead time. However, it may be consumed if it is necessary to take from it to fulfill a demand. In that
case, the planning system will ensure that the safety stock is quickly replaced by suggesting a supply order to
replenish the safety stock quantity on the date it is consumed. This planning line will display an Exception
warning icon explaining to the planner that the safety stock has been partly or fully consumed by means of an
exception order for the missing quantity.
Forecast Demand is Reduced by Sales Orders
The demand forecast expresses anticipated future demand. While actual demand is entered, typically as sales
orders for produced items, it consumes the forecast.
The forecast itself is not actually reduced by sales orders; it remains the same. However, the forecast quantities
used in the planning calculation are reduced (by the sales order quantities) before the remaining quantity, if any,
enters the demand inventory profile. When the planning system examines actual sales during a period, both
open sales orders and item ledger entries from shipped sales are included, unless they are derived from a blanket
order.
A user is required to define a valid forecast period. The date on the forecasted quantity defines the start of the
period, and the date on the next forecast defines the end of the period.
The forecast for periods prior to the planning period is not used, regardless of whether it was consumed or not.
The first forecast figure of interest is either the date on or the closest date prior to the planning starting date.
The forecast can be for independent demand, such as sales orders, or dependent demand, like production order
components (module-forecast). An item can have both types of forecast. During planning, the consumption takes
place separately, first for independent demand and then for dependent demand.
Blanket Order Demand is Reduced by Sales Orders
Forecasting is supplemented by the blanket sales order as a means of specifying future demand from a specific
customer. As with the (unspecified) forecast, actual sales should consume the anticipated demand, and the
remaining quantity should enter the demand inventory profile. Again, the consumption does not actually reduce
the blanket order.
The planning calculation considers open sales orders linked to the specific blanket order line, but it does not
consider any valid time period. Nor does it consider posted orders, since the posting procedure has already
reduced the outstanding blanket order quantity.

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.
Priorities on the Supply Side
1. Already in inventory: Item Ledger Entry (Planning Flexibility = None)
2. Sales Return Order (Planning Flexibility = None)
3. Inbound Transfer Order
4. Production Order
5. Assembly Order
6. Purchase Order
Priority Related to the State of Demand and Supply
Apart from priorities given by the type of demand and supply, the present state of the orders in the execution
process also defines a priority. For example, warehouse activities have an impact, and the status of sales,
purchase, transfer, assembly, and production orders is taken into account:
1. Partly handled (Planning Flexibility = None)
2. Already in process in the warehouse (Planning Flexibility = None)
3. Released – all order types (Planning Flexibility = Unlimited)
4. Firm Planned Production Order (Planning Flexibility = Unlimited)
5. Planned/Open – all order types (Planning Flexibility = Unlimited)

Balancing Supply with Demand

The core of the planning system involves balancing demand and supply by means of suggesting user actions to
revise the supply orders in case of imbalance. This takes place per combination of variant and location.
Imagine that each inventory profile contains a string of demand events (sorted by date and priority) and a
corresponding string of supply events. Each event refers back to its source type and identification. The rules for
counterbalancing the item are straightforward. Four instances of matching demand and supply can occur at any
point of time in the process:
1. No demand or supply exists for the item => the planning has finished (or should not start).
2. Demand exists but there is no supply => supply should be suggested.
3. Supply exists but there is no demand for it => supply should be canceled.
4. Both demand and supply exist => questions should be asked and answered before the system can ensure
that demand will be met and supply is sufficient.
If the timing of the supply is not suitable, perhaps the supply can be rescheduled as follows:
a. If the supply is placed earlier than the demand, perhaps the supply can be rescheduled out so that
inventory is as low as possible.
b. If the supply is placed later than the demand, perhaps the supply can be rescheduled in. Otherwise, the
system will suggest new supply.
c. If the supply meets the demand on the date, the planning system can proceed to investigate whether
the quantity of the supply can cover the demand.
Once the timing is in place, the adequate quantity to be supplied can be calculated as follows:
a. If the supply quantity is less than the demand, it is possible that the supply quantity could be increased
(or not, if limited by a maximum quantity policy).
b. If the supply quantity is greater than the demand, it is possible that the supply quantity can be
decreased (or not, if limited by a minimum quantity policy).
At this point, either of these two situations exists:
a. The current demand can be covered, in which case it can be closed and planning for the next demand
 can start.
b. The supply has reached its maximum, leaving some of the demand quantity uncovered. In this case, the
planning system can close the current supply and proceed to the next one.
The procedure starts all over with the next demand and the current supply or vice versa. The current supply
might be able to cover this next demand as well, or the current demand has not yet been fully covered.
Rules Concerning Actions for Supply Events
When the planning system performs a top-down calculation in which supply must fulfill demand, the demand is
taken as a given, that is, it lies outside the control of the planning system. However, the supply side can be
managed. Therefore, the planning system will suggest creating new supply orders, rescheduling existing ones,
and/or changing the order quantity. If an existing supply order becoming superfluous, the planning system will
suggest that the user cancels it.
If the user wants to exclude an existing supply order from the planning suggestions, he can state that it has no
planning flexibility (Planning Flexibility = None). Then, excess supply from that order will be used to cover
demand, but no action will be suggested.
In general, all supply has a planning flexibility that is limited by the conditions of each of the suggested actions.
Reschedule Out: The date of an existing supply order can be scheduled out to meet the demand due date
unless:
It represents inventory (always on day zero).
It has an order-to-order linked to another demand.
It lies outside the reschedule page defined by the time bucket.
There is a closer supply that could be used.
On the other hand, the user may decide not to reschedule because:
The supply order has already been tied to another demand on a previous date.
The needed rescheduling is so minimal that the user finds it negligible.
Reschedule In: The date of an existing supply order can be scheduled in, except in the following
conditions:
It is linked directly to some other demand.
It lies outside the reschedule page defined by the time bucket.

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.

Closing Demand and Supply

When the supply balancing procedures have been performed, there are three possible end situations:
The required quantity and date of the demand events have been met and the planning for them can be closed.
The supply event is still open and may be able to cover the next demand, so the balancing procedure can start
 over with the current supply event and the next demand.
The supply order cannot be modified to cover all of the demand. The demand event is still open, with some
uncovered quantity that may be covered by the next supply event. Thus the current supply event is closed, so
the balancing act can start over with the current demand and the next supply event.
All of the demand has been covered; there is no subsequent demand (or there has been no demand at all). If
there is any surplus supply, it may be decreased (or canceled) and then closed. It is possible that additional
supply events exist further along in the chain, and they should also be canceled.
Last, the planning system will create an order tracking link between the supply and the demand.
Creating the Planning Line (Suggested Action)
If any action – New, Change Quantity, Reschedule, Reschedule and Change Quantity, or Cancel – is suggested to
revise the supply order, the planning system creates a planning line in the planning worksheet. Due to order
tracking, the planning line is created not only when the supply event is closed, but also if the demand event is
closed, even though the supply event is still open and may be subject to additional changes when the next
demand event is processed. This means that when first created, the planning line may be changed again.
To minimize database access when handling production orders, the planning line can be maintained in three
levels, while aiming to perform the least demanding maintenance level:
Create only the planning line with the current due date and quantity but without the routing and components.
Include routing: the planned routing is laid out including calculation of starting and ending dates and times.
This is demanding in terms of database accesses. To determine the ending and due dates, it may be necessary
to calculate this even if the supply event has not been closed (in the case of forward scheduling).
Include BOM explosion: this can wait until just before the supply event is closed.
This concludes the descriptions of how demand and supply is loaded, prioritized, and balanced by the planning
system. In integration with this supply planning activity, the system must ensure that the required inventory level
of each planned item is maintained according to its reordering policies.

See Also
Design Details: Central Concepts of the Planning System
Design Details: Handling Reordering Policies
Design Details: Supply Planning
 Design Details: Handling Reordering Policies
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 Role of the Reorder Point

In addition to the general balancing of supply and demand, the planning system must also monitor inventory
levels for the affected items to respect the defined reordering policies.
A reorder point represents demand during lead time. When the projected inventory passes below the inventory
level defined by the reorder point, it is time to order more quantity. Meanwhile, the inventory is expected to
decrease gradually and possibly reach zero (or the safety stock level), until the replenishment arrives.
Accordingly, the planning system will suggest a forward-scheduled supply order at the point when the projected
inventory passes below the reorder point.
The reorder point reflects a certain inventory level. However, inventory levels can move significantly during the
time bucket and, therefore, the planning system must constantly monitor the projected available inventory.

Monitoring the Projected Inventory Level and the Reorder Point

Inventory is a type of supply, but for inventory planning, the planning system distinguishes between two
inventory levels:
Projected inventory
Projected available inventory
Projected Inventory
Initially, projected inventory is the quantity of gross inventory, including supply and demand in the past even if
not posted, when starting the planning process. In the future, this becomes a moving projected inventory level
that is maintained by gross quantities from future supply and demand because those are introduced along the
time line (whether reserved or in other ways allocated).
The projected inventory is used by the planning system to monitor the reorder point and to determine the
reorder quantity when using the Maximum Qty. reordering policy.
Projected Available Inventory
The projected available inventory is the part of the projected inventory that at a given point in time is available to
fulfill demand. The projected available inventory is used by the planning engine when monitoring the safety
stock level.
The projected available inventory is used by the planning system to monitor the safety stock level, since the
safety stock must always be available to serve unexpected demand.
Time Buckets
Having a tight control of the projected inventory is crucial to detect when the reorder point is reached or crossed
and to calculate the right order quantity when using the Maximum Qty. reordering policy.
As stated earlier, the projected inventory level is calculated at the start of the planning period. It is a gross level
that does not consider reservations and similar allocations. To monitor this inventory level during the planning
sequence, the system monitors the aggregated changes over a period of time, a time bucket. The system ensures
that the time bucket is at least one day since it is the most precise unit of time for a demand or supply event.
Determining the Projected Inventory Level
The following sequence describes how the projected inventory level is determined:
When a supply event, such as a purchase order has been totally planned, it will increase the projected
inventory on its due date.
When a demand event has been fully satisfied, it will not decrease the projected inventory right away. Instead,
it posts a decrease reminder, which is an internal record that holds the date and quantity of the contribution to
the projected inventory.
When a subsequent supply event is planned and placed on the time line, the posted decrease reminders are
investigated one by one up until the planned date of the supply while updating the projected inventory.
During this process, the reorder point level of the internal increase reminder may be reached or crossed.
If a new supply order is introduced, the system checks if it is entered before the current supply. If it is, the new
supply becomes current supply and the balancing procedure starts over.
The following shows a graphical illustration of this principle:

1. Supply Sa of 4 (fixed) closes Demand Da of -3.

2. CloseDemand: Create a decrease reminder of -3 (not shown).
3. Supply Sa is closed with a surplus of 1 (no more demand exists).
This increases the projected inventory level to +4, while the projected available inventory becomes -1.
4. The next supply Sb of 2 (another order) has already been placed on the timeline.
5. System checks if there is any decrease reminder preceding Sb (there is not, so no action is taken).
6. System closes supply Sb (no more demand exists)—either A: by reducing it to 0 (cancel) or B: by leaving
as is.
This increases the projected inventory level (A: +0 => +4 or B: +2 = +6).
7. System makes a final check: Is there any decrease reminder? Yes, there is one on the date of Da.
8. System adds the decrease reminder of -3 reminder to the projected inventory level, either A: +4 -3 = 1 or
B: +6 -3 = +3.
9. In case of A, the system creates a forward-scheduled order starting on date Da.
In case of B, the reorder point is reached and a new order is created.

The Role of the Time Bucket

The purpose of the time bucket is to collect demand events within the time page in order to make a joint supply
order.
For reordering policies that use a reorder point, you can define a time bucket. This ensures that demand within
the same time period is accumulated before checking the impact on the projected inventory and whether the
reorder point has been passed. If the reorder point is passed, a new supply order is scheduled forward from the
end of the period defined by the time bucket. The time buckets begin on the planning starting date.
The time-bucketed concept reflects the manual process of checking the inventory level on a frequent basis rather
than for each transaction. The user needs to define the frequency (the time bucket). For example, the user gathers
all item needs from one vendor to place a weekly order.

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.

Staying under the Overflow Level

When using the Maximum Qty. and Fixed Reorder Qty. policies, the planning system focuses on the projected
inventory in the given time-bucket only. This means that the planning system may suggest superfluous supply
when negative demand or positive supply changes occur outside of the given time bucket. If, for this reason, a
superfluous supply is suggested, the planning system calculates which quantity the supply should be decreased
to (or deleted) to avoid the superfluous supply. This quantity is called the “overflow level.” The overflow is
communicated as a planning line with a Change Qty. (Decrease) or Cancel action and the following warning
message:
Attention: The projected inventory [xx] is higher than the overflow level [xx] on the Due Date [xx].
Calculating the Overflow Level
The overflow level is calculated in different ways depending on planning setup.
Maximum Qty. reordering policy
Overflow level = Maximum Inventory

NOTE
If a minimum order quantity exists, then it will be added as follows: Overflow level = Maximum Inventory + Minimum
Order Quantity.

Fixed Reorder Qty. reordering policy

Overflow level = Reorder Quantity + Reorder Point

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

REORDERING POLICY MAXIMUM QTY.

Maximum Order Quantity 100

Reorder Point 50

Inventory 80

Situation Before Sales Decrease

EVENT CHANGE QTY. PROJECTED INVENTORY

Day one None 80

Sale -70 10

End of time bucket None 10

Suggest new purchase order +90 100

Situation After Sales Ddecrease

CHANGE CHANGE QTY. PROJECTED INVENTORY

Day one None 80

Sale -40 40

Purchase +90 130

End of time bucket None 130

Suggest to decrease purchase -30 100

order from 90 to 60

Resulting Planning Lines

One planning line (warning) is created to reduce the purchase with 30 from 90 to 60 to keep the projected
inventory on 100 according to the overflow level.

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.

Handling Projected Negative Inventory

The reorder point expresses the anticipated demand during the lead time of the item. When the reorder point is
passed, it is time to order more. But the projected inventory must be large enough to cover the demand until the
new order is received. Meanwhile, the safety stock should take care of fluctuations in demand up to a targeted
service level.
Consequently, the planning system considers it an emergency if a future demand cannot be served from the
projected inventory, or expressed in another way, that the projected inventory goes negative. The system deals
with such an exception by suggesting a new supply order to meet the part of the demand that cannot be met by
inventory or other supply. The order size of the new supply order will not take the maximum inventory or the
reorder quantity into consideration, nor will it take into consideration the order modifiers Maximum Order
Quantity, Minimum Order Quantity, and Order Multiple. Instead, it will reflect the exact deficiency.
The planning line for this type of supply order will display an Emergency warning icon, and additional
information will be provided upon lookup to inform the user of the situation.
In the following illustration, supply D represents an emergency order to adjust for negative inventory.
1. Supply A, initial projected inventory, is below reorder point.
2. A new forward-scheduled supply is created (C ).
(Quantity = Maximum Inventory – Projected Inventory Level)
3. Supply A is closed by demand B, which is not fully covered.
(Demand B could try to schedule Supply C in but that will not happen according to the time-bucket
concept.)
4. New supply (D ) is created to cover the remaining quantity on Demand B.
5. Demand B is closed (creating a reminder to the projected inventory).
6. The new supply D is closed.
7. Projected Inventory is checked; reorder point has not been crossed.
8. Supply C is closed (no more demand exists).
9. Final check: No outstanding inventory level reminders exist.

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
7 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.

PURPOSE PARAMETER

Define if the item is to be planned Reordering Policy = Blank

Define when to reorder Time Bucket

Reorder Point

Safety Lead Time

Define how much to reorder Safety Stock Quantity

Reordering Policy:

- Fixed Reorder Qty. plus Reorder Quantity

- Maximum Qty. plus Maximum Inventory
- Order
- Lot-for-Lot

Optimize when and how much to reorder Rescheduling Period

Lot Accumulation Period

Dampener Period

Modify the supply orders Minimum Order Quantity

Maximum Order Quantity

Order Multiple

Delimit the planned item Manufacturing Policy:

- Make-to-Stock
- Make-to-Order

Define If the Item Will Be Planned

To include an item/SKU in the planning process, it must have a reordering policy otherwise it must be planned
manually, for example, with the Order Planning feature.

Define When to Reorder

Reorder proposals are generally released only when the projected available quantity has fallen to or below a
given quantity. This quantity is defined by the reorder point. Otherwise, it will be zero. Zero can be adjusted by
entering a safety stock quantity. If the user has defined a safety lead time, it will cause the proposal to be
delivered in the period prior to the required due date.
The Time Bucket field is used by reorder point policies (Fixed Reorder Qty. and Maximum Qty.), where the
inventory level is checked after each time bucket. The first time bucket begins on the planning starting date.

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.

Define How Much to Reorder

If the planning system detects the need to reorder, the selected reordering policy is used to determine when and
how much to order.
Independent of the reordering policy, the planning system usually follows this logic:
1. The quantity of the order proposal is calculated to meet the specified minimum inventory level of the item,
usually the safety stock quantity. If nothing is specified, the minimum inventory level is zero.
2. If the projected available inventory is below the safety stock quantity, a backward-scheduled supply order
is suggested. The order quantity will at least fill the safety stock quantity, and can be increased by gross
demand within the time bucket, by the reordering policy, and by the order modifiers.
3. If the projected inventory is on or below the reorder point (calculated from aggregated changes within the
time bucket) and above the safety stock quantity, a forward-scheduled exception order is suggested. Both
the gross demand to be met and the reordering policy will determine the order quantity. At minimum, the
order quantity will meet the reorder point.
4. If there is more gross demand due before the ending date of the forward-scheduled order proposal, and
this demand brings the currently calculated projected available inventory below the safety stock quantity,
the order quantity is increased to make up the deficit. The suggested supply order is then scheduled
backward from the due date of the gross demand that would have violated the safety stock quantity.
5. If the Time Bucket field is not filled in, only the gross demand on the same due date will be added.
The following reorder period fields also play a role in defining how much to reorder: Rescheduling
Period, Lot Accumulation Period, and Dampener Period. For more information, see Optimize When
and How Much to Reorder.
Reordering Policies
The following reordering policies affect the quantity that is being reordered.

REORDERING POLICY DESCRIPTION

 REORDERING POLICY DESCRIPTION

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.

Order The order quantity will be calculated to meet each single

demand event and the demand-supply set will remain linked
until execution. No planning parameters are considered.

Lot-for-Lot The quantity is calculated to meet the sum of the demand

that comes due in the time bucket.

Optimize When and How Much to Reorder

To obtain a rational supply plan, a planner will fine-tune planning parameters to limit rescheduling suggestions,
accumulate demand (dynamic reorder quantity), or to avoid insignificant planning actions. The following reorder
period fields help optimize when and how much to reorder.

FIELD DESCRIPTION

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 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.

Dampener Period This field is used to avoid minor rescheduling of existing

supply out in time. Changes from the supply date until one
dampener period from the supply date will not generate any
action messages.

The dampener period specifies a period of time during which

you do not want the planning system to propose to
reschedule existing supply orders forward. This limits the
number of insignificant rescheduling of existing supply to a
later date if the rescheduled date is within the dampener
period.

As a result, a positive delta between the suggested new

supply date and the original supply date will always be larger
than the dampener period.
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.

Modify the Supply Orders

When the quantity of the order proposal has been calculated, one or more of the order modifiers can adjust it.
For example, the maximum order quantity is larger than or equal to the minimum order quantity, which is larger
than or equal to the order multiple.
The quantity is decreased if it exceeds the maximum order quantity. Then, it is increased if it is below the
minimum order quantity. Finally, it is rounded up so that it matches a specified order multiple. Any remaining
quantity uses the same adjustments until the total demand has been converted into order proposals.

Delimit the Item

The Manufacturing Policy option defines which additional orders the MRP calculation will propose.
If the Make-to-Stock option is used, the orders concern only the item in question.
If the Make-to-Order option is used, the planning system will analyze the production BOM of the item and
create additional linked order proposals for those lower-level items that are also defined as make-to-order. This
continues as long as there are make-to-order items in the descending BOM structures.

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
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
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 Mandatory 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.

Demand at Blank Location

Even if the Location Mandatory field is selected, the program will allow demand lines to be created without a
location code, also referred to as blank location. This is a deviation for the system because it has various setup
values tuned to dealing with locations (see above) and as a result, the planning engine will not create a planning
line for such a demand line.
If the Location Mandatory field is not selected but any of the location setup values exist, it is also considered a
deviation, and the planning system will react by using the “minimal alternative”: The item is planned according to:
Reordering Policy = Lot-for-Lot (Order remains Order), Include Inventory = Yes, all other planning parameters =
Empty.

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
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.

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.

Why is Transfer a Special Case?

A transfer order looks much like any other order in application. However, behind the scene it is very different.
One fundamental aspect that makes transfers in planning different from purchase and production orders is that a
transfer line represents demand and supply at the same time. The outbound part, which is shipped from the old
location, is demand. The inbound part, which is to be received at the new location, is supply at that location.

This means that when the system manipulates the supply side of the transfer, it must make a similar change on
the demand side.

Transfers are Dependent Demand

The related demand and supply has some resemblance with components of a production order line, but the
difference is that components will be on the next planning level and with a different item, whereas the two parts
of the transfer is situated on the same level, for the same item.
An important similarity is that just as components are dependent demand, so is the transfer demand. The
demand from a transfer line is dictated by the supply side of the transfer in the sense that if the supply is changed,
the demand is directly affected.
Unless the planning flexibility is None, a transfer line should never be treated as independent demand in
planning.
In the planning procedure, the transfer demand should only be taken into account after the supply side has been
processed by the planning system. Before this, the actual demand is not known. The sequence of the changes
made is therefore very important when it comes to transfer orders.

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.

Planning Transfers without SKU

Even if the SKU feature is not used, it is possible to use locations and make manual transfers between locations.
For companies with less advanced warehouse setup, the planning system supports scenarios where existing
inventory is transferred manually to another location, for example to cover a sales order at that location. At the
same time, the planning system should react to changes in the demand.
To support manual transfers, the planning will analyze existing transfer orders and then plan the order in which
the locations should be processed. Internally, the planning system will operate with temporary SKUs carrying
transfer level codes.

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.

Changing Quantity in a Transfer Chain

In the following example, the starting point is a balanced situation with a transfer chain supplying a sales order of
27 on location RED with a corresponding purchase order on location BLUE, transferred via location PINK.
Therefore, apart from sales and purchase, there are two transfer orders: BLUE -PINK and PINK-RED.

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 his
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.

Lead Time Calculation

When calculating the due date of a transfer order different kinds of lead time will be taken into account.
The lead times that are active when planning a transfer order are:
Outbound Warehouse Handling Time
Shipping Time
Inbound Warehouse Handling Time
On the planning line, the following fields are used to provide information about the calculation.
Transfer Shipment Date
Starting Date
Ending Date
Due Date
The shipment date of the transfer line will be shown in the Transfer Shipment Date field, and the receipt date of
the transfer line will be shown in the Due Date field.
The starting and ending dates will be used to describe the actual transportation period.
The following illustration shows the interpretation of the starting date-time and ending date-time on planning
lines related to transfer orders.

In this example, it means that:

Shipment date + Outbound handling = Starting Date
Starting Date + Shipping time = Ending Date
Ending Date + Inbound Handling = Receipt Date

Safety Lead Time

The Default Safety Lead Time field in the Manufacturing Setup page and the related Safety Lead Time field on
the item card will not be taken into account in the calculation of a transfer order. However, the safety lead time will
still influence the total plan like it will affect the replenishment order (purchase or production) in the beginning of
the transfer chain when the items are put on the location from which they will be transferred.

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.

Serial/Lot Numbers in Transfer Chains

If the demand carries serial/lot numbers, and the planning engine is run, it will give rise to some directly created
transfer orders. For more information about this concept, see Item Attributes. If, however, serial/lot numbers are
removed from the demand, the created transfer orders in the chain will still carry the serial/lot numbers and will
therefore be ignored by planning (not deleted).

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
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
7 minutes to read • Edit Online

The costing method determines if 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.

Information will soon be published here about workarounds to changing a costing method in special situations.

The following methods are supported in Business Central:

COSTING METHOD DESCRIPTION WHEN TO USE

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.)

For items with a limited shelf life,

because the oldest goods need to be
sold before they pass their sell-by
date.

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.)

Average An item’s unit cost is calculated as the In business environments where

average unit cost at each point in time product cost is unstable.
after a purchase.
When inventories are piled or mixed
For inventory valuation, it is assumes together and cannot be differentiated,
that all inventories are sold such as chemicals.
simultaneously.
 COSTING METHOD DESCRIPTION WHEN TO USE

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.

For items that are subject to

regulation.

For items with serial numbers.

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.)

FIFO AVERAGE STANDARD SPECIFIC

 FIFO AVERAGE STANDARD SPECIFIC

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
Quarter/Accountin outbound
g Period. transaction.

Can be calculated Typically used for

per item or per serialized items.
item/location/variant.

Application/Adjustm Application keeps Application keeps Application keeps All applications are
ent track of the track of the track of the fixed.
remaining quantity. remaining quantity. remaining quantity.

Adjustment forwards Costs are calculated Application is based

costs according to and forwarded per on FIFO.
quantity application. the valuation date.

Revaluation Revalues invoiced Revalues invoiced Revalues invoiced Revalues invoiced

quantity only. quantity only. and un-invoiced quantity only.
quantities.
Can be done per Can be done per Can be done per
item or per item item only. Can be done per item or per item
ledger entry. item or per item ledger entry.
Can be done ledger entry.
Can be done backward in time. Can be done
backward in time. Can be done backward in time.
backward in time.

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 exist for standard
affected entries must costs.
be 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.

POSTING DATE QUANTITY ENTRY NO.

01-01-20 1 1

01-01-20 1 2

01-01-20 1 3
 POSTING DATE QUANTITY ENTRY NO.

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.

Effect of Costing Methods on Valuing Inventory Increases

FIFO/LIFO/Average/Specific
For items with costing methods that use actual cost as the valuation base (FIFO, LIFO, Average, or Specific),
inventory increases are valued at the item’s acquisition cost.
The following table shows how inventory increases are valued for all costing methods except Standard.

POSTING DATE QUANTITY COST AMOUNT (ACTUAL) ENTRY NO.

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.

POSTING DATE QUANTITY COST AMOUNT (ACTUAL) ENTRY NO.

01-01-20 1 15.00 1

01-01-20 1 15.00 2

01-01-20 1 15.00 3

Effect of Costing Methods on Valuing Inventory Decreases

FIFO
For items using the FIFO costing method, items that were purchased first are always sold first (entry numbers
3, 2, and 1 in this example). Accordingly, inventory decreases are valued by taking the value of the first
inventory increase.
COGS is calculated using the value of the first inventory acquisitions.
The following table shows how inventory decreases are valued for the FIFO costing method.
 POSTING DATE QUANTITY COST AMOUNT (ACTUAL) ENTRY NO.

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.

POSTING DATE QUANTITY COST AMOUNT (ACTUAL) ENTRY NO.

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.

POSTING DATE QUANTITY COST AMOUNT (ACTUAL) ENTRY NO.

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.

POSTING DATE QUANTITY COST AMOUNT (ACTUAL) ENTRY NO.

02-01-20 -1 -15.00 4

03-01-20 -1 -15.00 5
 POSTING DATE QUANTITY COST AMOUNT (ACTUAL) ENTRY NO.

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.

COST AMOUNT
POSTING DATE QUANTITY (ACTUAL) APPLIES-TO ENTRY ENTRY NO.

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: Item Application
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.

APPLICATION TYPE DESCRIPTION

Quantity application Created for all inventory transactions

Cost application Created for inbound entries together with a quantity

application as a result of user interaction in special processes.

Item applications can be made in the following ways.

METHOD DESCRIPTION APPLICATION TYPE

Automatic Occurs as general cost forwarding Quantity application

according to the costing method

Fixed Made by the user when: Quantity application

- Processing returns Cost application Note: Cost application

- Posting corrections only occurs in inbound transactions
- Undoing quantity postings where the Appl.-from Item Entry
- Creating drop shipments Note: The field is filled to create a fixed
fixed application can be made either application. See the next table.
manually by entering an entry number
in the Appl.-from Item Entry field or
by using a function, such as the Get
Posted Document Lines to Reverse.

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.

APPL.-TO ITEM ENTRY FIELD APPL.-FROM ITEM ENTRY FIELD

Application for outbound entry The outbound entry pulls the cost Not supported
from the open inbound entry.

Quantity application
 APPL.-TO ITEM ENTRY FIELD APPL.-FROM ITEM ENTRY FIELD

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.

The inbound entry is NOT the cost

source.

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.

An item application entry records the following information.

FIELD DESCRIPTION

Item Ledger Entry No. The number of the item ledger entry for the transaction that
this application entry is created for.

Inbound Item Entry No. The item ledger entry number of the inventory increase to
which the transaction should be linked, if applicable.

Outbound Item Entry No. The item ledger entry number of the inventory decrease to
which the transaction should be linked, if applicable.

Quantity The quantity being applied.

Posting Date The posting date of the transaction.

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.

INBOUND ITEM ENTRY OUTBOUND ITEM ITEM LEDGER ENTRY

POSTING DATE NO. ENTRY NO. QUANTITY NO.

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 Entry 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.

INBOUND ITEM ENTRY OUTBOUND ITEM ITEM LEDGER ENTRY

POSTING DATE NO. ENTRY NO. QUANTITY NO.

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 Entry field or the Appl.-from Item Entry 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 Entry field on the purchase return order line.
The following table shows item ledger entries resulting from the scenario.

ITEM LEDGER ENTRY COST AMOUNT ITEM LEDGER ENTRY

POSTING DATE TYPE QUANTITY (ACTUAL) NO.

01-04-20 Purchase 10 10.00 1

01-05-20 Purchase 10 20.00 2

 ITEM LEDGER ENTRY COST AMOUNT ITEM LEDGER ENTRY
POSTING DATE TYPE QUANTITY (ACTUAL) NO.

01-06-20 Purchase (Return) -10 -20.00 3

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.

INBOUND ITEM ENTRY OUTBOUND ITEM ITEM LEDGER ENTRY

POSTING DATE NO. ENTRY NO. QUANTITY NO.

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.

ITEM COST VALUED BY ITEM

POSTING LEDGER VALUED AMOUNT APPL.-TO AVERAGE LEDGER
DATE ENTRY TYPE QUANTITY (ACTUAL) ITEM ENTRY COST ENTRY NO. ENTRY NO.

01-01-20 Purchase 1 200.00 No 1 1

01-01-20 Purchase 1 1000.00 No 2 2

01-01-20 Purchase -1 -1000 2 No 3 3

01-01-20 Purchase 1 100.00 No 4 4

01-01-20 Sale -2 -300.00 Yes 5 5

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.
 ITEM COST VALUED BY ITEM
POSTING LEDGER VALUED AMOUNT APPL.-TO AVERAGE LEDGER
DATE ENTRY TYPE QUANTITY (ACTUAL) ITEM ENTRY COST ENTRY NO. ENTRY NO.

01-01-20 Purchase 1 200.00 No 1 1

01-01-20 Purchase 1 1000.00 No 2 2

01-01-20 Purchase -1 433,33 Yes 3 3

01-01-20 Purchase 1 100.00 No 4 4

01-01-20 Sale -2 866,67 Yes 5 5

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.

Example – Fixed Application in Sales Return

Fixed applications are also a very good means of reversing cost exactly, such as with sales returns.
The following example, which illustrates how a fixed application ensures exact cost reversal, is based on the
following scenario:
1. The user posts a purchase invoice.
2. The user posts a sales invoice.
3. The user posts a sales credit memo for the returned item, which applies to the sales entry, to reverse the cost
correctly.
4. A freight cost, related to the purchase order that was posted earlier, arrives. The user posts it as an item
charge.
The following table shows the result of scenario steps 1 through 3 on the item’s value entries.

ITEM LEDGER VALUED COST AMOUNT APPL.-FROM ITEM LEDGER

POSTING DATE ENTRY TYPE QUANTITY (ACTUAL) ITEM ENTRY ENTRY NO. ENTRY NO.

01-01-20 Purchase 1 1000.00 1 1

02-01-20 Sale -1 1000.00 2 2

03-01-20 Sale (Credit 1 1000 2 3 3

Memo)

The following table shows the value entry resulting from scenario step 4, posting the item charge.
 ITEM LEDGER VALUED COST AMOUNT APPL.-FROM ITEM LEDGER
POSTING DATE ENTRY TYPE QUANTITY (ACTUAL) ITEM ENTRY ENTRY NO. ENTRY NO.

04-01-20 (Item Charge) 1 100.00 1 4

The following table shows the effect of the exact cost reversal on the item’s value entries.

ITEM LEDGER VALUED COST AMOUNT APPL.-FROM ITEM LEDGER

POSTING DATE ENTRY TYPE QUANTITY (ACTUAL) ITEM ENTRY ENTRY NO. ENTRY NO.

01-01-20 Purchase 1 1000.00 1 1

02-01-20 Sale -1 1100.00 2 2

03-01-20 Sale (Credit 1 1100.00 2 3 3

Memo)

04-01-20 (Item Charge) 1 100.00 1 4

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 Mandatory 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 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 BLUE to RED location.
The following table shows the effect of the transfer on the item’s value entries.
 ITEM LEDGER VALUED COST AMOUNT
POSTING DATE ENTRY TYPE LOCATION CODE QUANTITY (ACTUAL) ENTRY NO.

01-01-20 Purchase BLUE 1 10.00 1

01-01-20 Purchase BLUE 1 20.00 2

02-01-20 Transfer BLUE -1 15.00 3

02-01-20 Transfer RED 1 15.00 4

Example – Standard Costing Method

The following example, which illustrates how transfer entries are applied, is based on the following scenario for
an item using Standard costing method and an average cost period of Day.
1. The user purchases the item at a standard cost of LCY 10.00.
2. The user transfers the item from BLUE to RED location at a standard cost of LCY 12.00.
The following table shows the effect of the transfer on the item’s value entries.

ITEM LEDGER VALUED COST AMOUNT

POSTING DATE ENTRY TYPE LOCATION CODE QUANTITY (ACTUAL) ENTRY NO.

01-01-20 Purchase BLUE 1 10.00 1

02-01-20 Transfer BLUE -1 10.00 2

02-01-20 Transfer RED 1 10.00 3

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 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.

Symptoms of the Issue

Typical symptoms of the issue with zero inventory although open item ledger entries exist are the following:
The following message when you try to close an inventory period: “The inventory cannot be closed because
there is negative inventory for one or more items.”
An item ledger entry situation where both an outbound item ledger entry and its related inbound item
ledger entry are open.
See the following example of an item ledger entry situation.

COST
AMO INVOI REMA
POSTI ENTR DOCU DOCU LOCA UNT CED INING
ENTR NG Y MENT MENT ITEM TION QUAN (ACTU QUAN QUAN
Y NO. DATE TYPE TYPE NO. NO. CODE TITY AL) TITY TITY OPEN

333 01/2 Sale Sales 1020 TEST BLUE -1 -10 -1 -1 Yes

8/20 Ship 43
18 ment

334 01/2 Sale Sales 1020 TEST BLUE 1 10 1 1 Yes

8/20 Ship 43
18 ment

Basics of Item Application

An item application entry is created for every inventory transaction to link the cost recipient to its cost source so
that the cost can be forwarded according to the costing method. For more information, see Design Details: Item
Application.
For an inbound item ledger entry, the item application entry is created when the item ledger entry is
created.
For an outbound item ledger entry, the item application entry is created when the item ledger entry is
posted, IF there is an open inbound item ledger entry with available quantity that it can apply to. If there is
no open inbound item ledger entry that it can apply to, then the outbound item ledger entry remains open
until an inbound item ledger entry that it can apply to is posted.
There are two types of item application:
Quantity Application
Cost Application
Quantity Application
Quantity applications are made for all inventory transactions and are created automatically, or manually in special
processes. When made manually, quantity applications are referred to as fixed application.
The following diagram shows how quantity applications are made.

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 Entry 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.

COST
AMOU INVOI REMAI
POSTI DOCU DOCU LOCAT NT CED NING
ENTRY NG ENTRY MENT MENT ITEM ION QUAN (ACTU QUAN QUAN
NO. DATE TYPE TYPE NO. NO. CODE TITY AL) TITY TITY OPEN

333 01/28 Sale Sales 10204 TEST BLUE -1 -10 -1 -1 Yes

/2018 Shipm 3
ent

334 01/28 Sale Sales 10204 TEST BLUE 1 10 1 1 Yes

/2018 Shipm 3
ent

Notice above that inbound item ledger 3 (Sales Return) is a cost recipient for the original outbound item ledger
entry 2 (Sale).

Illustration of a Basic Cost Flow

Assume a complete cost flow where an item is received, is shipped and invoiced, is returned with exact-cost
reversal, and is shipped again.
The following diagram illustrates the cost flow.

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.

Identifying the Issue

To find out if the open item ledger entries are created, do as follows for the respective scenario:
For scenario 1, identify the issue as follows:
In the Posted Sales Credit Memo or Posted Return Receipt page, look up from the Appl.-from Item
Entry field to see if the field is populated, and in that case to which item ledger entry the return receipt is cost
applied.
For scenario 2, identify the issue in either of the following ways:
Look for an open outbound item ledger entry and an inbound item ledger entry with same number in the
Document No. field, and Yes in the Correction field. See the following example of such an item ledger entry
situation.

COST
AMO INVOI REMA
POSTI ENTR DOCU DOCU LOCA UNT CED INING CORR
ENTR NG Y MENT MENT ITEM TION QUAN (ACTU QUAN QUAN ECTIO
Y NO. DATE TYPE TYPE NO. NO. CODE TITY AL) TITY TITY OPEN N

333 01/2 Sale Sales 1020 TEST BLUE -1 -10 -1 -1 Yes No

8/20 Ship 43
18 ment

334 01/2 Sale Sales 1020 TEST BLUE 1 10 1 1 Yes Yes

8/20 Ship 43
18 ment

On the Posted Sales Shipment page, look up from the Appl.-from Item Entry field to see if the field is
populated, and in that case to which item ledger entry the return receipt is cost applied.
 NOTE
Cost applications cannot be identified on the Applied Item Entries page because that page only shows quantity
applications.

For both scenarios, identify the involved cost application as follows:

1. Open the Item Application Entry table.
2. Filter on the Item Ledger Entry No. field using the number of the Sales Return item ledger entry.
3. Analyze the item application entry, taking note of the following:
If the Outbound Item Entry No. field is populated for an inbound item ledger entry (positive quantity),
then it means that the inbound item ledger entry is the cost recipient of the outbound item ledger entry.
See the following example of an item application entry.

INBOUND OUTBOUND
ITEM LEDGER ITEM ENTRY ITEM ENTRY POSTING COST
ENTRY NO. ENTRY NO. NO. NO. QUANTITY DATE APPLICATION

299 334 334 333 1 01/28/2018 Yes

Notice above that inbound item ledger entry 334 is cost applied to outbound item ledger entry 333.

Workaround for the Issue

On the Item Journal page, post the following lines for the item in question:
A positive adjustment to close the open outbound item ledger entry.
A negative adjustment with the same quantity.
This adjustment balances the inventory increase caused by the positive adjustment and closes the open
inbound item ledger entry.
The result is that inventory is zero and all item ledger entries are closed.

See Also
Design Details: Item Application
Design Details: Inventory Costing
 Design Details: Cost Adjustment
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.

Detecting the Adjustment

The task of detecting if cost adjustment should occur is primarily performed by the Item Jnl.-Post Line routine,
while the task of calculating and generating cost adjustment entries is performed by the Adjust Cost – Item
Entries batch job.
To be able to forward costs, the detection mechanism determines which sources have changed in costs and to
which destination these costs should be forwarded. The following three detection functions exist in Business
Central:
Item Application Entry
Average Cost Adjustment Entry Point
Order Level
Item Application Entry
This detection function is used for items that use FIFO, LIFO, Standard, and Specific costing methods and for
fixed applications scenarios. The function works as follows:
Cost adjustment is detected by marking the source item ledger entries as Applied Entry to Adjust whenever
an item ledger entry or value entry is posted.
Cost is forwarded according to the cost chains that are recorded in the Item Application Entry table.
Average Cost Adjustment Entry Point
This detection function is used for items that use the Average costing method. The function works as follows:
Cost adjustment is detected by marking a record in the Avg. Cost Adjmt. Entry Point table whenever a
value entry is posted.
Cost is forwarded by applying the costs to value entries with a later valuation date.
Order Level
This 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 Order Level function is used to detect adjustments in assembly posting. The following graphic shows the
adjustment entry structure:

For more information, see Design Details: Assembly Order Posting.

Manual versus Automatic Cost Adjustment

Cost adjustment can be performed in two ways:
Manually, by running the Adjust Cost - Item Entries batch job. You can run this batch job either for all items
or for only certain items or item categories. This batch job runs a cost adjustment for the items in inventory
for which an inbound transaction has been made, such as a purchase. For items that use the average costing
method, the batch job also makes an adjustment if any outbound transactions are created.
Automatically, by adjusting costs every time that you post an inventory transaction, and when you finish a
production order. The cost adjustment is only run for the specific item or items affected by the posting. This is
set up when you select the Automatic Cost Adjustment check box on the Inventory Setup page.
It is good practice to run the cost adjustment automatically when you post because unit costs are more
frequently updated and therefore more accurate. The disadvantage is that the performance of the database can
be affected by running the cost adjustment so often.
Because it is important to keep the unit cost of an item up to date, it is recommend that you run the Adjust Cost
- Item Entries batch job as often as possible, during nonworking hours. Alternatively, use automatic cost
adjustment. This ensures that the unit cost is updated for items daily.
Regardless if you run the cost adjustment manually or automatically, the adjustment process and its
consequences are the same. Business Central calculates the value of the inbound transaction and forwards that
cost to any outbound transactions, such as sales or consumptions, which have been applied to the inbound
transaction. The cost adjustment creates value entries that contain adjustment amounts and amounts that
compensate for rounding.
The new adjustment and rounding value entries have the posting date of the related invoice. Exceptions are if the
value entries fall in a closed accounting period or inventory period or if the posting date is earlier than the date
in the Allow Posting From field on the General Ledger Setup page. If this occurs, the batch job assigns the
posting date as the first date of the next open period.

Adjust Cost - Item Entries Batch Job

When you run the Adjust Cost - Item Entries batch job, you have the option to run the batch job for all items
or for only certain items or categories.
 NOTE
We recommend that you always run the batch job for all items and only use the filtering option to reduce the runtime of
the batch job, or to fix the cost of a certain item.

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
Inventory Cost to G/L batch jobs. The following entries are created.
Value Entries

ITEM LEDGER COST AMOUNT COST POSTED TO INVOICED

POSTING DATE ENTRY TYPE (ACTUAL) G/L QUANTITY ENTRY NO.

01-01-20 Purchase 10.00 10.00 1 1

01-15-20 Sale -10.00 -10.00 -1 2

Relation Entries in the G/L – Item Ledger Relation Table

G/L ENTRY NO. VALUE ENTRY NO. G/L REGISTER NO.

1 1 1

2 1 1

3 2 1

4 2 1

General Ledger Entries

ACCOUNT NO. (EN-US

POSTING DATE G/L ACCOUNT DEMO) AMOUNT ENTRY NO.

01-01-20 [Inventory Account] 2130 10.00 1

01-01-20 [Direct Cost Applied 7291 -10.00 2

Account]

01-15-20 [Inventory Account] 2130 -10.00 3

01-15-20 [COGS Account] 7290 10.00 4

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 Inventory 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 Inventory Cost to G/L batch job posts the
new value entries to the general ledger. The result is as follows.
Value Entries
 ITEM LEDGER COST AMOUNT COST POSTED INVOICED
POSTING DATE ENTRY TYPE (ACTUAL) TO G/L QUANTITY ADJUSTMENT ENTRY NO.

02-10-20 Purchase 2.00 2.00 0 No 3

01-15-20 Sale -2.00 -2.00 0 Yes 4

Relation Entries in the G/L – Item Ledger Relation Table

G/L ENTRY NO. VALUE ENTRY NO. G/L REGISTER NO.

5 3 2

6 3 2

7 4 2

8 4 2

General Ledger Entries

ACCOUNT NO.
POSTING DATE G/L ACCOUNT (EN-US DEMO) AMOUNT ENTRY NO.

02-10-20 [Inventory 2130 2.00 5

Account]

02-10-20 [Direct Cost 7291 -2.00 6

Applied Account]

01-15-20 [Inventory 2130 -2.00 7

Account]

01-15-20 [COGS Account] 7290 2.00 8

Automatic Cost Adjustment

To set up cost adjustment to run automatically when you post an inventory transaction, use the Automatic Cost
Adjustment field on the Inventory Setup page. This field enables you to select how far back in time from the
current work date that you want automatic cost adjustment to be performed. The following options exist.

OPTION DESCRIPTION

Never Costs are not adjusted when you post.

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.
 OPTION DESCRIPTION

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
12 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 from version 3.0.

The Concept
From version 5.0, 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 5th, 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 1st, 2013.
General Ledger Setup:

First allowed posting date is the date stated in field Allow Posting From: September 10th, 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 6th as illustrated in step 1. However, in the 2nd step the Adjust
Cost – Item entries batch job identifies that earliest allowed Posting Date is September 10th and thereby assigns
September 10th 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.

We follow up on the User Setup:

The user in this case has an allowed posting date range from September 11th to September 30th and is thereby
not allowed to post the Adjustment Value Entry with Posting Date September 10th.

Knowledge Base article 952996 discusses additional 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 1st, 2014
Allow Posting To = empty
User Setup:
Allow Posting From = December 1st, 2013.
Allow Posting to = empty
To t e st t h e sc e n a r i o

1. Create item TEST:

Base unit of measure = PCS
Costing Method = Average
Select optional posting groups.
2. Open Item Journal, create and post a line as follows:
Posting Date = December 15th, 2013
Item = TEST
Entry Type = Purchase
Quantity = 100
Unit Amount = 10
3. Open Item Journal, create and post a line as follows:
Date = December 20th, 2013
Item = TEST
Entry Type = Negative Adjustment
Quantity = 2
4. Open Item Journal, create and post a line as follows:
Date = January 15th, 2014
Item = TEST
Entry Type = Negative Adjustment
Quantity = 3
5. Open Revaluation Journal, create and post a line as follows:
Item = TEST
Applies-to Entry = select Purchase entry posted at step 2. The Posting Date of the revaluation will be the
same as the entry it adjusts.
 Unit Cost Revalued = 40
The following Item Ledger and Value Entries have been posted:

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 1st, 2014 as stated in the General Ledger Setup.
Negative Adjustment in step 3: assigned Posting Date is January 1st, 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 15th. The Value Entry in scope of adjustment
has Posting Date January 15th, 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 20th 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, the following might be useful: As long as changes in inventory value is allowed to be posted in a period,
December in this case, the setup 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 1st 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 1st, 2013.
Allow Posting To = empty
User Setup:
Allow Posting From = December 1st, 2013.
Allow Posting to = empty
To t e st t h e sc e n a r i o

1. Create item charge:

Base unit of measure = PCS
Costing Method = Average
Select optional posting groups.
2. Create new purchase order
Buy-from Vendor No.: 10000
Posting Date = December 15th, 2013
Vendor Invoice No.: 1234
On the purchase order line:
Item = CHARGE
Quantity = 1
Direct Unit Cost = 100
Post Receive and Invoice.
3. Create new sales order:
Sell-to Customer No.: 10000
Posting Date = December 16th, 2013
On the sales order line:
Item = CHARGE
Quantity = 1
Unit Price = 135
 Post Ship and Invoice.
4. General Ledger Setup:
Allow Posting From = January 1st, 2014
Allow Posting To = blank
5. Create new purchase order:
Buy-from Vendor No.: 10000
Posting Date = January 2nd, 2014
Vendor Invoice No.: 2345
On the purchase order line:
Item Charge = JB -FREIGHT
Quantity = 1
Direct Unit Cost = 3
Assign Item Charge to Purchase Receipt from step 2.
Post Receipt and Invoice.

6. On work date January 3rd a purchase invoice arrives, containing an additional item charge to the purchase
made in step 2. This invoice has document date December 30th and is therefore posted with Posting Date
December 30th, 2013.
Create new purchase order:
Buy-from Vendor No.: 10000
Posting Date = December 30th, 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.

Inventory Valuation report is printed as of Date December 31st , 2013

Summary 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 1st 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 2nd could then be posted.

History of Adjust Cost – Item entries batch job

Below is a summary of the concept assigning Posting Dates to Adjustment Value Entries by the Adjust Cost – Item
entries batch job since version 3.0.
From version 3.0..3.70.A
In the request form of the Adjust Cost - Item Entries batch job there is a Posting Date to be entered by the user.
The batch job runs through all necessary changes and creates value entries with the posting date entered in the
request form. Suggested posting date to use is today’s date.
Version 3.70.B..4.0
In the request form of the Adjust Cost - Item Entries batch job there is a Closed Period Entry Posting Date to be
entered by the user. The batch job runs through all necessary changes and creates value entries with the posting
date of the parent item ledger entry (shipment date of the sale that the adjustment address). If the posting date of
the parent item ledger entry is not within allowed posting date range the posting date stated as Closed Period
Entry Posting Date will be assigned the Adjustment Value Entry. A date is considered to be in a closed period when
it is earlier than the date in the Allow Posting From field in the General Ledger Setup.
From version 5.0:
There is no longer a posting date to be stated in the request form of the Adjust Cost - Item entries batch job. The
batch job runs through all necessary changes and creates value entries with the posting date of the value entry it
adjusts. If the posting date is not within allowed posting date range the posting date in the Allow Posting From
field in the General Ledger Setup, OR if the Inventory periods are used, the later date of the two will be used. See
described concept above.

History of Post Inventory cost to G/L batch job

The Post Inventory Cost to G/L batch job is closely related to the Adjust Cost – Item entries batch job why the
history of this batch job is summarized and shared here as well.
From version 3.0..3.70.A
In the request form of the Post Inventory Cost to G/L there is a Posting Date to be entered by the user. The batch
job runs through all value entries within the filter, if any, and creates General Ledger Entries with Posting Date
entered in the request form.
Version 3.70.B..4.0
In the request form of the Post Inventory Cost to G/L the Closed Period Entry Posting Date field is available. The
application uses the date you enter in this field as the posting date for the general ledger entries it creates for value
entries whose posting dates are in closed accounting periods. Otherwise, the general ledger entries will have the
same posting date as the original value entries. A date is considered to be in a closed period when it is earlier than
the date in the Allow Posting From field in the General Ledger Setup. If posting to G/L Per Posting Group, the
general ledger entries will have the posting date that is specified in the Posting Date field in the request form.
In version 3 and 4 the batch job scans all value entries to detect if there are any value entries where Cost Amount
(Actual) differs from Cost Posted to G/L. If there is a difference detected the differing amount will be posted in a
G/L entry. If expected cost posting is used corresponding fields are processed in the same way.

From version 5.0:

There is no longer a posting date to be stated in the request form of the Post Inventory Cost to G/L batch job. The
G/L entry is created with the same Posting Date as the related value entry. In order to complete the batch job the
allowed posting date range must allow the Posting Date of the created G/L entry. If not, the allowed posting date
range must be temporarily re-opened by changing or removing the dates in the Allow Posting From and To fields
in the General Ledger Setup. To avoid reconciliation issues it is required that Posting Date of the G/L Entry
corresponds to the Posting Date of the Value Entry.
The batch job scans Table 5811 - Post Value Entry to G/L, to identify the Value Entries in scope for posting to
General Ledger. After successful run the table is emptied.

See Also
Design Details: Inventory Costing
Design Details: Item Application
 Design Details: Expected Cost Posting
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 Inventory
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 Inventory Setup page.
You post a purchase order as received. The expected cost is LCY 95.00.
Value Entries

EXPECTED
COST AMOUNT COST POSTED EXPECTED ITEM LEDGER
POSTING DATE ENTRY TYPE (EXPECTED) TO G/L COST ENTRY NO. ENTRY NO.

01-01-20 Direct Cost 95.00 95.00 Yes 1 1

Relation Entries in the G/L – Item Ledger Relation Table

G/L ENTRY NO. VALUE ENTRY NO. G/L REGISTER NO.

1 1 1

2 1 1

General Ledger Entries

 ACCOUNT NO. (EN-US
POSTING DATE G/L ACCOUNT DEMO) AMOUNT ENTRY NO.

01-01-20 Inventory Accrual 5530 -95.00 2

Account (Interim)

01-01-20 Inventory Account 2131 95.00 1

(Interim)

At a later date, you post the purchase order as invoiced. The invoiced cost is LCY 100.00.
Value Entries

COST AMOUNT COST AMOUNT COST POSTED EXPECTED ITEM LEDGER

POSTING DATE (ACTUAL) (EXPECTED) TO G/L COST ENTRY NO. ENTRY NO.

01-15-20 100.00 -95.00 100.00 No 1 2

Relation Entries in the G/L – Item Ledger Relation Table

G/L ENTRY NO. VALUE ENTRY NO. G/L REGISTER NO.

3 2 2

4 2 2

5 2 2

6 2 2

General Ledger Entries

ACCOUNT NO. (EN-US

POSTING DATE G/L ACCOUNT DEMO) AMOUNT ENTRY NO.

01-15-20 Inventory Accrual 5530 95.00 4

Account (Interim)

01-15-20 Inventory Account 2131 -95.00 3

(Interim)

01-15-20 Direct Cost Applied 7291 -100 6

Account

01-15-20 Inventory Account 2130 100 5

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
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.

Setting Up Average Cost Calculation

The following table describes the two fields on the Inventory Setup page that must be filled to enable average
cost calculation.

FIELD DESCRIPTION

Average Cost Period Specifies which period the average cost is calculated in. The
following options exist:

- Day
- Week
- Month
- Accounting Period

All inventory decreases that are posted in the average cost

period receive the average cost calculated for that 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.

Calculating Average Cost

When you post a transaction for an item that uses the Average costing method, an entry is created in the Avg.
Cost Adjmt. Entry Point table. This entry contains the transaction’s item number, variant code, and location
code. The entry also contains the Valuation Date field, which specifies the last date of the average cost period in
which the transaction was posted.
 NOTE
This field should not be confused with the Valuation Date field in the Value Entry table, which shows the date when the
value takes effect and is used to determine the average cost period in which the value entry belongs.

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. Entry 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 Inventory 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.

ITEM LEDGER ENTRY COST AMOUNT

POSTING DATE TYPE QUANTITY (ACTUAL) ENTRY NO.

01-01-20 Purchase 1 20.00 1

01-01-20 Purchase 1 40.00 2

01-01-20 Sale -1 -20.00 3

02-01-20 Sale -1 -40.00 4

02-02-20 Purchase 1 100.00 5

02-03-20 Sale -1 -100.00 6

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. Entry Point table that apply to value entries
resulting from the item ledger entries in the preceding table.
 ITEM NO. VARIANT CODE LOCATION CODE VALUATION DATE COST IS ADJUSTED

ITEM1 BLUE 01-01-20 No

ITEM1 BLUE 02-01-20 No

ITEM1 BLUE 02-02-20 No

ITEM1 BLUE 02-03-20 No

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.

ITEM LEDGER ENTRY COST AMOUNT

POSTING DATE TYPE QUANTITY (ACTUAL) ENTRY NO.

01-01-20 Purchase 1 20.00 1

01-01-20 Purchase 1 40.00 2

01-01-20 Sale -1 -30.00 3

02-01-20 Sale -1 -30.00 4

02-02-20 Purchase 1 100.00 5

02-03-20 Sale -1 -100.00 6

Example: Average Cost Period = Month

The following example shows the effect of calculating the average cost based on an average cost period of one
month. The Average Cost Calc. Type field on the Inventory Setup page is set to Item.
If the average cost period is one month, then only one entry is created for each combination of item number,
variant code, location code, and valuation date.
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.

ITEM LEDGER ENTRY COST AMOUNT

POSTING DATE TYPE QUANTITY (ACTUAL) ENTRY NO.

01-01-20 Purchase 1 20.00 1

01-01-20 Purchase 1 40.00 2

01-01-20 Sale -1 -20.00 3

02-01-20 Sale -1 -40.00 4

02-02-20 Purchase 1 100.00 5

02-03-20 Sale -1 -100.00 6

 NOTE
Because cost adjustment has not occurred yet, 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. Entry Point table that apply to value entries
resulting from the item ledger entries in the preceding table.

ITEM NO. VARIANT CODE LOCATION CODE VALUATION DATE COST IS ADJUSTED

ITEM1 BLUE 01-31-20 No

ITEM1 BLUE 02-28-20 No

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.

ITEM LEDGER ENTRY COST AMOUNT

POSTING DATE TYPE QUANTITY (ACTUAL) ENTRY NO.

01-01-20 Purchase 1 20.00 1

01-01-20 Purchase 1 40.00 2

01-01-20 Sale -1 -30.00 3

02-01-20 Sale -1 -65.00 4

02-02-20 Purchase 1 100.00 5

02-03-20 Sale -1 -65.00 6

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).

Setting the Valuation Date

The Valuation Date field in the Value Entry table is used to determine in which average cost period an
inventory decrease entry belongs. This also applies to work in process (WIP ) inventory.
The following table shows the criteria that are used to set the valuation date.
 SCENARIO POSTING DATE VALUED QUANTITY REVALUATION VALUATION DATE

1 Positive No Posting date of item

ledger entry

2 Later than the latest Negative No Posting date of item

valuation date of ledger entry
applied value entries

3 Earlier than the latest Positive No Latest valuation date

valuation date of of the applied value
applied value entries entries

4 Negative Yes Posting date of the

revaluation value
entry

Example
The following table of value entries illustrates the different scenarios.

ITEM COST ITEM

POSTING LEDGER VALUATION VALUED AMOUNT LEDGER
SCENARIO DATE ENTRY TYPE DATE QUANTITY (ACTUAL) ENTRY NO. ENTRY NO.

1 01-01-20 Purchase 01-01-20 2 20.00 1 1

2 01-15-20 (Item 01-01-20 2 8.00 1 2

Charge)

3 02-01-20 Sale 02-01-20 -1 -14.00 2 3

4 03-01-20 (Revaluatio 03-01-20 1 -.4.00 1 4

n)

5 02-01-20 Sale 03-01-20 -1 -10.00 3 5

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 Inventory 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.

VALUATION DATE QUANTITY COST AMOUNT (ACTUAL) ENTRY NO.

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.

VALUATION DATE QUANTITY COST AMOUNT (ACTUAL) ENTRY NO.

01-01-20 1 10.00 1

01-02-20 1 20.00 2
 VALUATION DATE QUANTITY COST AMOUNT (ACTUAL) ENTRY NO.

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
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.

Determining the Standard Cost

The standard cost is used when calculating variance and the amount to capitalize. Since the standard cost can be
changed over time because of manual update calculation, you need a point in time when the standard cost is fixed
for variance calculation. This point is when the inventory increase is invoiced. For produced or assembled items,
the point when standard cost is determined is when the cost is adjusted.
The following table shows how different cost shares are calculated for produced and assembled items when you
use the Calculate Standard Cost function.

COST SHARE PURCHASED ITEM PRODUCED/ASSEMBLED ITEM

Standard Cost Single-Level Material Cost + Single-

Level Capacity Cost + Single-Level
Subcontrd. Cost + Single-Level Cap.
Ovhd. Cost + Single-Level Mfg. Ovhd.
Cost

Single-Level Material Cost Unit Cost

Single-Level Capacity Cost Not applicable

Single-Level Subcontrd. Cost Not applicable

Single-Level Cap. Ovhd Cost Not applicable

Single-Level Mfg. Ovhd Cost Not applicable (Single-Level Material Cost + Single-
Level Capacity Cost + Single-Level
Subcontrd. Cost) * Indirect Cost % /
100 + Overhead Rate

Rolled-up Material Cost Unit Cost

Rolled-up Capacity Cost Not applicable

Rolled-Up Subcontracted Cost Not applicable

Rolled-up Capacity Ovhd. Cost Not applicable

Rolled-up Mfg. Ovhd. Cost Not applicable

See Also
Design Details: Inventory Costing
Design Details: Costing Methods Managing Inventory Costs
Finance
Working with Business Central
 Design Details: Rounding
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.

POSTING DATE QUANTITY ENTRY NO.

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.

COST AMOUNT ITEM LEDGER ENTRY

POSTING DATE QUANTITY (ACTUAL) NO. ENTRY NO.

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.

COST AMOUNT ITEM LEDGER ENTRY

POSTING DATE QUANTITY (ACTUAL) NO. ENTRY NO.

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
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.

COST COMPONENT SUBORDINATE COST COMPONENT DESCRIPTION

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.

Indirect cost Cost that cannot be traced to a cost

object.

Variance Purchase variance The difference between actual and

standard costs, which is only posted for
items using the Standard costing
method.

Variance Material variance The difference between actual and

standard costs, which is only posted for
items using the Standard costing
method.

Variance Capacity variance The difference between actual and

standard costs, which is only posted for
items using the Standard costing
method.

Variance Subcontracted variance The difference between actual and

standard costs, which is only posted for
items using the Standard costing
method.

Variance Capacity overhead variance The difference between actual and

standard costs, which is only posted for
items using the Standard costing
method.

Variance Manufacturing overhead variance The difference between actual and

standard costs, which is only posted for
items using the Standard costing
method.

Revaluation A depreciation or appreciation of the

current inventory value.
 COST COMPONENT SUBORDINATE COST COMPONENT DESCRIPTION

Rounding Residuals caused by the way in which

valuation of inventory decreases are
calculated.

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
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
3 minutes to read • Edit Online

Each inventory transaction, such as a purchase receipt or a sales shipment, posts two entries of different types.

ENTRY TYPE DESCRIPTION

Quantity Reflects the change of quantity in inventory. This information

is stored in item ledger entries.

Accompanied by item application entries.

Value Reflects the change of inventory value. This information is

stored in value entries.

One or more value entries can exist for each item ledger
entry or capacity ledger entry.

For information about capacity value entries related to the

use of production or assembly resources, see Design Details:
Production Order Posting.

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

COST AMOUNT
POSTING DATE ENTRY TYPE (ACTUAL) QUANTITY ENTRY NO.

01-01-20 Purchase 80.00 10 1

Value Entries

COST AMOUNT ITEM LEDGER ENTRY

POSTING DATE ENTRY TYPE (ACTUAL) NO. ENTRY NO.

01-01-20 Direct Cost 70.00 1 1

01-01-20 Indirect Cost 10.00 1 2

Item Application Entries

ITEM LEDGER ENTRY INBOUND ITEM ENTRY OUTBOUND ITEM

ENTRY NO. NO. NO. ENTRY NO. QUANTITY

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

COST AMOUNT
POSTING DATE ENTRY TYPE (ACTUAL) QUANTITY ENTRY NO.

01-15-20 Sale -80.00 -10 2

Value Entries

COST AMOUNT ITEM LEDGER ENTRY

POSTING DATE ENTRY TYPE (ACTUAL) NO. ENTRY NO.

01-15-20 Direct Cost -80.00 2 3

Item Application Entries

ITEM LEDGER ENTRY INBOUND ITEM ENTRY OUTBOUND ITEM

ENTRY NO. NO. NO. ENTRY NO. QUANTITY

2 2 1 2 -10

At the end of the accounting period, you run the Post Inventory 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
 COST AMOUNT COST POSTED TO ITEM LEDGER
POSTING DATE ENTRY TYPE (ACTUAL) G/L ENTRY NO. ENTRY NO.

01-01-20 Direct Cost 70.00 70.00 1 1

01-01-20 Indirect Cost 10.00 10.00 1 2

01-15-20 Direct Cost -80.00 -80.00 2 3

General Ledger Entries

ACCOUNT NO.
POSTING DATE G/L ACCOUNT (EN-US DEMO) AMOUNT ENTRY NO.

01-01-20 [Inventory 2130 70.00 1

Account]

01-01-20 [Direct Cost 7291 -70.00 2

Applied Account]

01-01-20 [Inventory 2130 10.00 3

Account]

01-01-07 [Overhead 7292 -10.00 4

Applied Account]

01-15-20 [Inventory 2130 -80.00 5

Account]

01-15-20 [COGS Account] 7290 80.00 6

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 Entry 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

G/L ENTRY NO. VALUE ENTRY NO. G/L REGISTER NO.

1 1 1

2 1 1

3 2 1

4 2 1

5 3 1

6 3 1
Assembly and Production Posting
Capacity and resource ledger entries represent the time that is posted as consumed in production or assembly.
These process costs are posted as value entries to the general ledger along with the involved material costs in a
similar structure as described for item ledger entries in this topic.
For more information, see Design Details: Assembly Order Posting.

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
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.

INVENTORY ACCOUNT DESCRIPTION

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.

When raw materials move into the production department,

the cost of the materials is transferred from the Raw
Materials account to the WIP account.

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.

The WIP account is credited for the total manufacturing cost

of units that are completed in the factory and transferred to
the finished goods warehouse.

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.

INCREASES DECREASES
 INCREASES DECREASES

Raw material inventory - Net purchases of material Material consumption

- Output of subassemblies
- Negative consumption

WIP inventory - Material consumption Output of end items (cost of goods

- Capacity consumption manufactured)
- Manufacturing overhead

Finished goods inventory Output of end items (cost of goods - Sales (cost of goods sold)
manufactured) - Negative output

Raw material inventory - Net purchases of material Material consumption

- Output of subassemblies
- Negative consumption

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.

Production Order Costing

To control inventory and production costs, a manufacturing company must measure the cost of production
orders, because the predetermined standard cost of each produced item is capitalized in the balance sheet. For
information about why produced items use the Standard costing method, see Design Details: Costing Methods.

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
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.

ACTION DESCRIPTION

Initialize Posting 1. Make preliminary checks.

2. Add posting number and modify the assembly order
header.
3. Release the assembly order.
 ACTION DESCRIPTION

Post 1. Create the posted assembly order header.

2. Copy comment lines.
3. Post assembly order lines (consumption):

a. Create a status page to calculate assembly

consumption.
b. Get the remaining quantity on which the item
journal line will be based.
c. Reset the consumed and remaining quantities.
d. For assembly order lines of type Item:

a. Populate fields on the item journal line.

b. Transfer reservations to the item
journal line.
c. Post the item journal line to create the
item ledger entries.
d. Create warehouse journal lines and
post them.
e. For assembly order lines of type Resource:

a. Populate fields on the item journal line.

b. Post the item journal line. This creates
capacity ledger entries.
c. Create and post resource journal line.
f. Transfer field values from the assembly order
line into a newly created posted assembly
order line.
4. Post the assembly order header (output):

a. Populate fields on the item journal line.

b. Transfer reservations to the item journal line.
c. Post the item journal line to create the item
ledger entries.
d. Create warehouse journal lines and post
them.
e. Reset the assembly quantities and remaining
quantities.

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.

Performing the Adjustment

The spreading of detected adjustments from material and resource costs onto the assembly output entries is
performed by the Adjust Cost – Item Entries batch job. It contains the Make Multilevel Adjustment function,
which consists of the following two elements:
Make Assembly Order Adjustment – which forwards cost from material and resource usage to the assembly
output entry. Lines 5 and 6 in the algorithm below are responsible for that.
Make Single Level Adjustments – which forwards costs for individual items using their costing method.
Lines 9 and 10 in the algorithm below are responsible for that.

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.

Assembly Costs are Always Actual

The concept of work in process (WIP ) does not apply in assembly order posting. Assembly costs are only posted
as actual cost, never as expected cost. For more information, see Design Details: Expected Cost Posting.
This is enabled by the following data structure.
 In the Type field on item journal lines, in the Capacity Ledger Entry and Value Entry tables, Resource is
used to identify assembly resource entries.
In the Item Ledger Entry Type field on item journal lines, in the Capacity Ledger Entry and Value Entry
tables, Assembly Output and Assembly Consumption are used to identify the output assembly item entries
and the consumed assembly component entries respectively.
In addition, posting group fields on the assembly order header and assembly order lines are populated by
default as follows.

ENTITY TYPE POSTING GROUP GEN. PROD. POSTING GROUP

Assembly Order Header Item Inventory Posting Group Gen. Prod. Posting Group

Assembly Order Line Item Inventory Posting Group Gen. Prod. Posting Group

Assembly Order Line Resource 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
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 Inventory Cost to G/L batch job.
Automatically, every time that you post an inventory transaction.

Post Inventory Cost to G/L Batch Job

When you run the Post Inventory Cost to G/L batch job, the general ledger entries are created based on value
entries. You have the option to summarize general ledger entries for each value entry, or create general ledger
entries for each combination of posting date, location code, inventory posting group, general business posting
group, and general product posting group.
The posting dates of the general ledger entries are set to the posting date of the corresponding value entry,
except when the value entry falls in a closed accounting period. In this case, the value entry is skipped, and you
must change either the general ledger setup or the user setup to enable posting in the date range.
When you run the Post Inventory Cost to G/L batch job, you might receive errors because of 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 other errors, the batch job does not post the value entries and
lists them at the end of the report in a section titled, Skipped Entries. To post these entries, you must first fix the
errors. To see a list of errors before you run the batch job, you can run the Post Invt. Cost to G/L - Test report.
This report lists all of the errors that are encountered during a test posting. You can fix the errors, and then run
the inventory cost posting batch job without skipping any entries.

Automatic Cost Posting

To set up cost posting to the general ledger to run automatically when you post an inventory transaction, select
the Automatic Cost Posting check box on the Inventory Setup page. The posting date of the general ledger
entry is the same as the posting date of the item ledger entry.

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 Inventory Setup page is selected, and the following
setup is defined.
The following table shows how the link is set up on the item card.

SETUP FIELD VALUE

Costing Method Standard

Standard Cost LCY 1.00

Overhead Rate LCY 0.02

The following table shows how the chain is set up on the item card.

SETUP FIELD VALUE

Costing Method Standard

Standard Cost LCY 150.00

Overhead Rate LCY 25.00

The following table shows how the work center is set up on the work center card.

SETUP FIELD VALUE

Direct Unit Cost LCY 2.00

Indirect Cost Percentage 10

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)

7. The user posts the expected cost of one chain. (Output)

8. The user finishes the production order and runs the Adjust Cost - Item Entries batch job. (Output)
a. The interim accounts are cleared. (Output)
b. The direct cost is transferred from the WIP account to the inventory account. (Output)
c. The indirect cost (overhead) is transferred from the indirect cost account to the inventory account.
(Output)
d. This results in a variance amount of LCY 157.00. Variances are only calculated for standard-cost
items. (Output)

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
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.

From the Inventory Ledger

The following table shows the relationship between different types of inventory value entries and the accounts
and balancing accounts in the general ledger.

ITEM LEDGER VALUE ENTRY BALANCING

ENTRY TYPE TTYPE VARIANCE TYPE EXPECTED COST ACCOUNT ACCOUNT

Purchase Direct Cost Yes Inventory Invt. Accrual Acc.

(Interim) (Interim)

Purchase Direct Cost No Inventory Direct Cost

Applied

Purchase Indirect Cost No Inventory Overhead

Applied

Purchase Variance Purchase No Inventory Purchase

Variance

Purchase Revaluation No Inventory Inventory Adjmt.

Purchase Rounding No Inventory Inventory Adjmt.

Sale Direct Cost Yes Inventory COGS (Interim)

(Interim)

Sale Direct Cost No Inventory COGS

Sale Revaluation No Inventory Inventory Adjmt.

Sale Rounding No Inventory Inventory Adjmt.

Positive Direct Cost No Inventory Inventory Adjmt.

Adjmt.,Negative
Adjmt., Transfer

Positive Revaluation No Inventory Inventory Adjmt.

Adjmt.,Negative
Adjmt., Transfer

Positive Rounding No Inventory Inventory Adjmt.

Adjmt.,Negative
Adjmt., Transfer
ITEM LEDGER VALUE ENTRY BALANCING
ENTRY TYPE TTYPE VARIANCE TYPE EXPECTED COST ACCOUNT ACCOUNT

(Production) Direct Cost No Inventory WIP

Consumption

(Production) Revaluation No Inventory Inventory Adjmt.

Consumption

(Production) Rounding No Inventory Inventory Adjmt.

Consumption

Assembly Direct Cost No Inventory Inventory Adjmt.

Consumption

Assembly Direct Cost No Direct Cost Inventory Adjmt.

Consumption Applied

Assembly Indirect Cost No Overhead Inventory Adjmt.

Consumption Applied

(Production) Direct Cost Yes Inventory WIP

Output (Interim)

(Production) Direct Cost No Inventory WIP

Output

(Production) Indirect Cost No Inventory Overhead

Output Applied

(Production) Variance Material No Inventory Material Variance

Output

(Production) Variance Capacity No Inventory Capacity Variance

Output

(Production) Variance Subcontracted No Inventory Subcontracted

Output Variance

(Production) Variance Capacity No Inventory Cap. Overhead

Output Overhead Variance

(Production) Variance Manufacturing No Inventory Mfg. Overhead

Output Overhead Variance

(Production) Revaluation No Inventory Inventory Adjmt.

Output

(Production) Rounding No Inventory Inventory Adjmt.

Output

Assembly Direct Cost No Inventory Inventory Adjmt.

Output

Assembly Revaluation No Inventory Inventory Adjmt.

Output
 ITEM LEDGER VALUE ENTRY BALANCING
ENTRY TYPE TTYPE VARIANCE TYPE EXPECTED COST ACCOUNT ACCOUNT

Assembly Indirect Cost No Inventory Overhead

Output Applied

Assembly Variance Material No Inventory Material Variance

Output

Assembly Variance Capacity No Inventory Capacity Variance

Output

Assembly Variance Capacity No Inventory Cap. Overhead

Output Overhead Variance

Assembly Variance Manufacturing No Inventory Mfg. Overhead

Output Overhead Variance

Assembly Rounding No Inventory Inventory Adjmt.

Output

From the Capacity Ledger

The following table shows the relationship between different types of capacity value entries and the accounts and
balancing accounts in the general ledger. Capacity ledger entries represent labor time consumed in assembly or
production work.

CAPACITY LEDGER
WORK TYPE ENTRY TYPE VALUE ENTRY TYPE ACCOUNT BALANCING ACCOUNT

Assembly Resource Direct Cost Direct Cost Applied Inventory Adjmt.

Assembly Resource Indirect Cost Overhead Applied Inventory Adjmt.

Production Machine Direct Cost WIP Account Direct Cost Applied

Center/Work Center

Production Machine Indirect Cost WIP Account Overhead Applied

Center/Work Center

Assembly Costs are Always Actual

As shown in the table above, assembly postings are not represented in interim accounts. This is because the
concept of work in process (WIP ) does not apply in assembly output posting, unlike in production output
posting. Assembly costs are only posted as actual cost, never as expected cost.
For more information, see Design Details: Assembly Order Posting.

Calculating the Amount to Post to the General Ledger

The following fields in the Value Entry table are used to calculate the expected cost amount that is posted to the
general ledger:
Cost Amount (Actual)
Cost Posted to G/L
 Cost Amount (Expected)
Expected Cost Posted to G/L
The following table shows how the amounts to post to the general ledger are calculated for the two different cost
types.

COST TYPE CALCULATION

Actual Cost Cost Amount (Actual) – Cost Posted to G/L

Expected Cost Cost Amount (Expected) – Expected Cost Posted to G/L

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
2 minutes to read • Edit Online

Inventory valuation XE "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 XE "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 XE "Application; Fixed" , or according to the
general cost-flow assumption defined by the costing method XE "Method; Costing" XE "Costing Method" . One
entry of inventory decrease can be applied to more than one increase entry with different posting dates and
possibly different acquisition cost XE "Acquisition Cost" s. For more information, see Design Details: Item
Application. Therefore, calculation of the inventory value XE "Inventory Value" for a given date is based on
summing up positive and negative value entries.

Inventory Valuation report

To calculate the inventory value in the Inventory Valuation report, the report begins by calculating the value of
the item’s inventory at a given starting date. It then adds the value of inventory increases and subtracts the value
of inventory decreases up to a given ending date. The end result is the inventory value on the ending date. The
report calculates these values by summing the values in the Cost Amount (Actual) field in the value entries,
using the posting dates as filters.
The printed report always shows actual amounts, that is, the cost of entries that have been posted as invoiced. The
report will also print the expected cost of entries that have posted as received or shipped, if you select the Include
Expected Cost field on the Options FastTab.

IMPORTANT
Values in the Inventory 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.

Inventory Valuation - WIP report

A manufacturing company needs to determine the value of three types of inventory:
Raw Materials inventory
WIP inventory
Finished Goods inventory
The value of WIP inventory is determined by the following equation:
 Ending WIP inventory = Beginning WIP inventory + manufacturing costs – cost of goods manufactured
As for purchased inventory, the value entries provide the basis of the inventory valuation. The calculation is made
using the values in the Cost Amount (Actual) field of the item and capacity value entries associated with a
production order.
The purpose of WIP inventory valuation is to determine the value of the items whose manufacturing has not yet
been completed on a given date. Therefore the WIP inventory value is based on the value entries related to the
consumption and capacity ledger entries. Consumption ledger entries must be completely invoiced at the date of
the valuation. Therefore, the Inventory Valuation – WIP report shows the costs representing the WIP inventory
value in two categories: consumption and capacity.

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
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.

Calculating the Revaluable Quantity

The revaluable quantity is the remaining quantity on inventory that is available for revaluation on a given date. It
is calculated as the sum total of the quantities of completely invoiced item ledger entries that have a posting date
equal to or earlier than the revaluation posting date.

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.

POSTING DATE ITEM ENTRY TYPE QUANTITY ENTRY NO.

01-01-20 LINK Purchase 150 1

 NOTE
Now an item using the Standard costing method is available for revaluation.

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.

COST AMOUNT ITEM LEDGER

POSTING DATE ENTRY TYPE VALUATION DATE (ACTUAL) ENTRY NO. ENTRY NO.

01-15-20 Direct Cost 01-01-20 150.00 1 1

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.

POSTING DATE ITEM ENTRY TYPE QUANTITY ENTRY NO.

02-01-20 LINK Consumption -150 1

The following table shows the resulting value entry.

COST AMOUNT ITEM LEDGER

POSTING DATE ENTRY TYPE VALUATION DATE (ACTUAL) ENTRY NO. ENTRY NO.

02-01-20 Direct Cost 02-01-20 -150.00 2 2

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.

POSTING DATE ITEM ENTRY TYPE QUANTITY ENTRY NO.

02-15-20 CHAIN Output 1 3

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.

COST AMOUNT ITEM LEDGER

POSTING DATE ENTRY TYPE VALUATION DATE (ACTUAL) ENTRY NO. ENTRY NO.

01-15-20 Direct Cost 01-01-20 150.00 2 2

02-01-20 Direct Cost 02-01-20 -150.00 2 2

02-15-20 Direct Cost 02-15-20 150.00 3 3

Expected Cost in Revaluation

The revaluable quantity XE "Revaluable Quantity" XE "Quantity;Revaluable" is calculated as the sum of quantity
XE "quantity" for completely invoiced XE "Invoice" item ledger XE "Item Ledger" entries with a posting date equal
to or earlier than the revaluation XE "Revaluation" date. This means that when some items are received/shipped
but not invoiced, their inventory value cannot be calculated XE "Inventory Value" . Items using the Standard
costing method are not limited in this respect. XE "Value"

NOTE
Another type of expected cost that can be revalued is WIP inventory, within certain rules. For more information, see the
“WIP Inventory Revaluation” section in this topic.

When calculating the revaluable 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.

COST COST ITEM

POSTING VALUATION AMOUNT AMOUNT LEDGER
STEP DATE ENTRY TYPE DATE (EXPECTED) (ACTUAL) ENTRY NO. ENTRY NO.

1. 01-15-20 Direct Cost 01-15-20 300.00 0.00 1 1

2. 01-20-20 Revaluation 01-20-20 150.00 0.00 1 2

3.a. 01-15-20 Direct Cost 01-15-20 -300.00 0.00 1 3

3.b. 01-15-20 Revaluation 01-20-20 -150.00 0.00 1 4

3.c. 01-15-20 Variance 01-15-20 0.00 450.00 1 5

Determining if an Inventory Decrease Is Affected by Revaluation

The date of the posting or the revaluation is used to determine if an inventory decrease is affected by a
revaluation.
The following table shows the criteria that is used for an item that does not use the Average costing method.

SCENARIO ENTRY NO. TIMING AFFECTED BY REVALUATION

A Earlier than revaluation Earlier than revaluation No

entry number posting date

B Earlier than revaluation Equal to revaluation posting No

entry no. date

C Earlier than revaluation Later than revaluation Yes

entry no. posting date

D Later than revaluation entry Earlier than revaluation Yes

no. posting date

E Later than revaluation entry Equal to revaluation posting Yes

no. date

F Later than revaluation entry Later than revaluation Yes

no. posting date

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.

COST ITEM
POSTING VALUATION VALUED AMOUNT LEDGER
SCENARIO DATE ENTRY TYPE DATE QUANTITY (ACTUAL) ENTRY NO. ENTRY NO.

01-01-20 Purchase 01-01-20 6 60.00 1 1

03-01-20 Revaluation 03-01-20 4 -8.00 1 5

A 02-01-20 Sale 02-01-20 -1 -10.00 2 2

B 03-01-20 Sale 03-01-20 -1 -10.00 3 3

C 04-01-20 Sale 04-01-20 -1 -10.00 4 4

04-01-20 Sale 04-01-20 -1 2.00 4 9

 COST ITEM
POSTING VALUATION VALUED AMOUNT LEDGER
SCENARIO DATE ENTRY TYPE DATE QUANTITY (ACTUAL) ENTRY NO. ENTRY NO.

D 02-01-20 Sale 03-01-20 -1 -10.00 5 6

02-01-20 Sale 03-01-20 -1 2.00 5 10

E 03-01-20 Sale 03-01-20 -1 -10.00 6 7

03-01-20 Sale 03-01-20 -1 2.00 6 11

F 04-01-20 Sale 04-01-20 -1 -10.00 7 8

04-01-20 Sale 04-01-20 -1 2.00 7 12

WIP Inventory Revaluation

Revaluation of WIP inventory implies revaluing components that are registered as part of WIP inventory at the
time of the revaluation.
With this in mind, it is important to establish conventions as to when an item is considered part of the WIP
inventory from a financial point of view. In Business Central, the following conventions exist:
A purchased component becomes part of the raw material inventory from the time of posting a purchase as
invoiced.
A purchased/subassembled component becomes part of the WIP inventory from the time of posting its
consumption in connection with a production order.
A purchased/subassembled component remains part of the WIP inventory until the time when a production
order (manufactured item) is invoiced.
The way the valuation date for the value entry of consumption is set, follows the same rules as for non-WIP
inventory. For more information, see the “Determining if an Inventory Decrease Is Affected by Revaluation”
section in this topic.
WIP inventory can be revalued as long as the revaluation date is not later than the posting date of the
corresponding item ledger entries of type Consumption and as long as the corresponding production order has
not been invoiced yet.
Cau t i on

The Inventory 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
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
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 Entry 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
Inventory Put-away
Inventory Pick
Inventory 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.
 TERM DESCRIPTION

Inbound flow Items moving into the warehouse location, such as purchases
and inbound transfers.

Internal flow Items moving inside the warehouse location, such as

production components and output.

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
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 warehouse-related granules exist:
Basic Inventory (4010)
Bin (4170)
Put Away (4180)
Warehouse Receipt (4190)
Pick (4200)
Warehouse Shipment (4210)
Warehouse Management Systems (4620)
Internal Picks and Put-aways (4630)
Automated Data Capture System (4640)
Bin Setup (4660)
For more information about each granule, see Business Central Price Sheets (requires PartnerSource account).
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.

MINIMUM GRANULE
COMPLEXITY LEVEL DESCRIPTION UI DOCUMENT CRONUS LOCATION REQUIREMENT

1 No dedicated Order BLUE Basic Inventory

warehouse activity.

Receive/ship posting
from orders.

2 No dedicated Order, with bin code SILVER Basic Inventory/Bin

warehouse activity.

Receive/ship posting
from orders.

Bin code is required.

 MINIMUM GRANULE
COMPLEXITY LEVEL DESCRIPTION UI DOCUMENT CRONUS LOCATION REQUIREMENT

3 Basic warehouse Inventory Put- (SILVER + Require Basic

activity, order-by- away/Inventory Put-away or Require Inventory/Bin/Put
NOTE: Even though order. Movement/Inventory Put-away) Away/Pick
the settings are Pick, with bin code
called Require Pick Receive/ship posting
and Require Put- from inventory put-
away, you can still away/pick
post receipts and documents.
shipments directly
from the source Bin code is required.
business documents
at locations where
you select these
check boxes.

4 Advanced warehouse Warehouse GREEN Basic

activity, for multiple Receipt/Warehouse Inventory/Warehous
orders. Put-away/Warehouse e Receipt/Put
Pick/Warehouse Away/Pick/Warehous
Consolidated Shipment/Pick e Shipment
receive/ship posting Worksheet
based on warehouse
put-away/pick
registrations.

5 Advanced warehouse Warehouse (GREEN + Bin Basic

activity, for multiple Receipt/Warehouse Mandatory) Inventory/Bin/Wareh
orders. Put-away/Warehouse ouse Receipt/Put
Pick/Warehouse Away/Pick/Warehous
Consolidated Shipment/Pick e Shipment
receive/ship posting Worksheet/Put-away
based on warehouse Worksheet, with bin
put-away/pick code
registrations.

Bin code is required.

 MINIMUM GRANULE
COMPLEXITY LEVEL DESCRIPTION UI DOCUMENT CRONUS LOCATION REQUIREMENT

6 Advanced warehouse Warehouse WHITE Basic

activity, for multiple Receipt/Warehouse Inventory/Bin/Put
Note: This level is orders Put-away/Warehouse Away/Warehouse
referred to as Pick/Warehouse Receipt/Pick/Wareho
“WMS”, since it Consolidated Shipment/Warehouse use
requires the most receive/ship posting Movement/Pick Shipment/Warehouse
advanced granule, based on warehouse Worksheet/Put-away Management
Warehouse put-away/pick Worksheet/Internal Systems/Internal
Management registrations Whse. Pick/Internal Picks and Put-
Systems. Warehouse Put- aways/Bin Setup/Bin
Bin code is required. away, with Setup
bin/class/zone code
Zone/Class code is
optional. Various worksheets
for bin management
Warehouse workers
directed by workflow ADCS screens

Bin replenishment
planning

Bin ranking

Bin setup by capacity

Slotting

For examples of how the UI documents are used per warehouse complexity level, see Design Details: Inbound
Warehouse Flow.

Bin and Bin Content

A bin is a storage device designed to contain discrete parts. It is the smallest container unit in Business Central.
Item quantities in bins are referred to as bin content. A lookup from the Item field or Bin Code field on any
warehouse-related document line displays the calculated availability of the item in the bin.
A bin content can be given a property of Fixed, Dedicated, or Default to define how the bin content can be used.
Bins with none of these properties are referred to as floating bins.
A fixed bin holds items that are assigned to the bin code in question. The Fixed bin property ensures that even if
the bin content is momentarily emptied, the bin content does not disappear, and the bin is therefore selected
again as soon as it has been replenished.
A dedicated bin holds bin content that can only be picked for the dedicated resource, such as a machine center,
that uses the bin in question. Other non-pick content, such as quantities outbound on a shipment posting, can
still be consumed from a dedicated bin. Only bin content considered by the Create Pick algorithm is protected
in a dedicated bin.
The Default bin property is used by the system to suggest bins for warehouse activities. At WMS locations, the
Default bin property is not used. At locations where bins are required, the property is used in inbound flows to
specify where to place items. In outbound flows, the property is used to specify where to take items from.

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:

BIN TYPE DESCRIPTION

RECEIVE Items posted as received but not yet put away.

SHIP Items picked for warehouse shipment lines but not yet
posted as shipped.

PUT AWAY Typically, items to be stored in large units of measure but

that you do not want to access for picking purposes.
Because these bins are not used for picking, either for
production orders or shipments, your use of a Put Away
type bin might be limited, but this bin type could be useful if
you have purchased a large quantity of items. Bins of this
type should always have a low bin-ranking, so that when
received items are put away, other higher-ranking PUTPICK
bins fixed to the item are put away first. If you are using this
type of bin, you must regularly perform bin replenishment
so that the items stored in these bins are also available in
PUTPICK or PICK type bins.

PICK Items to be used for picking only. The replenishment of

these bins can only be made by movement, not by put-
away.

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.

QC This bin is used for inventory adjustments if you specify this

bin on the location card in the Adjustment Bin Code field.
You can also set up bins of this type for defective items and
items being inspected. You can move items to this type of
bin if you want to make them inaccessible to the usual item
flow. 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.

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.

First Expired First Out

If you select the Pick According to FEFO check box on the Bin Policies FastTab on the location card, then
item-tracked items are picked according to their expiration date. The items with the earliest expiration dates are
picked first.
Warehouse activities in all pick and movement documents are sorted according to FEFO, unless the items in
question already have serial/lot numbers assigned. If only a part of the quantity on the line already has
serial/lot numbers assigned, then the remaining quantity to be picked is sorted according to FEFO.
When picking by FEFO, the available items that expire first are gathered in a temporary item tracking list based
on the expiration date. If two items have the same expiration date, then the item with the lowest lot or serial
number is picked first. If the lot or serial numbers are the same, then the item that was registered first is
selected first. Standard criteria for selecting items in pick bins, such as Bin Ranking and Break Bulk, are applied
to this temporary FEFO item tracking list.

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 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.

COMPLEXITY
LEVEL (SEE DESIGN
DETAILS:
INBOUND WAREHOUSE
METHOD PROCESS BINS RECEIPTS PUT-AWAYS SETUP)

A Post receipt and X 2

put-away from
the order line

B Post receipt and X 3

put-away from
an inventory
put-away
document

C Post receipt and X 4/5/6

put-away from a
warehouse
receipt document
 COMPLEXITY
LEVEL (SEE DESIGN
DETAILS:
INBOUND WAREHOUSE
METHOD PROCESS BINS RECEIPTS PUT-AWAYS SETUP)

D Post receipt from X X 4/5/6

a warehouse
receipt document
and post put-
away from a
warehouse put-
away document

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.

Basic Warehouse Configurations

The following diagram illustrates the inbound warehouse flows by document type in basic warehouse
configurations. The numbers in the diagram correspond with the steps in the sections following the diagram.

1: Release Source Document / Create Inventory Put-Away

When items are received in the warehouse, the user who is responsible for receiving releases the source
document, such as a purchase order or an inbound transfer order, to signal to warehouse workers that the
received items can be put away in inventory. Alternatively, the user creates inventory put-away documents for
individual order lines, in a push fashion, based on specified bins and quantities to handle.
2: Create Inbound Request
When the inbound source document is released, an inbound warehouse request is created automatically. It
contains references to the source document type and number and is not visible to the user.
3: Create Inventory Put-Away
On the Inventory Put-away page, the warehouse worker retrieves, in a pull fashion, the pending source
document lines based on inbound warehouse requests. Alternatively, the inventory put-away lines are already
created, in a push fashion, by the user who is responsible for the source document.
4: Post Inventory Put-Away
On each line for items that have been put away, partially or fully, the warehouse worker fills in the Quantity field,
and then posts the inventory put-away. Source documents that are related to the inventory put-away are posted
as received.
Positive item ledger entries are created, warehouse entries are created, and the put-away request is deleted, if
fully handled. For example, the Quantity Received field on the inbound source document line is updated. A
posted receipt document is created that reflects the purchase order, for example, and the received items.

Advanced warehouse configurations

The following diagram illustrates the inbound warehouse flow by document type in advanced warehouse
configurations. The numbers in the diagram correspond with the steps in the sections following the diagram.

1: Release Source Document

When items are received in the warehouse, the user who is responsible for receiving releases the source
document, such as a purchase order or an inbound transfer order, to signal to warehouse workers that the
received items can be put away in inventory.
2: Create Inbound Request
When the inbound source document is released, an inbound warehouse request is created automatically. It
contains references to the source document type and number and is not visible to the user.
3: Create Warehouse Receipt
On the Warehouse Receipt page, the user who is responsible for receiving items retrieves the pending source
document lines based on the inbound warehouse request. Several source document lines can be combined in
one warehouse receipt document.
The user fills in the Qty. to Handle field and selects the receiving zone and bin, if required.
4: Post Warehouse Receipt
The user posts the warehouse receipt. Positive item ledger entries are created. For example, the Quantity
Received field on the inbound source document line is updated.
5: Create Warehouse Internal Put-Away
The user who is responsible for putting away from internal operations creates a warehouse internal put-away for
items that have to be put away in the warehouse, such as production or assembly output. The user specifies
quantity, zone, and bin from where the items should be put away, potentially with the Get Bin Content function.
The user releases the warehouse internal put-away, which creates an inbound warehouse request so that the task
can be retrieved in warehouse put-away documents or in the put-away worksheet.
6: Create Put-away Request
When the inbound source document is posted, a warehouse put-away request is created automatically. It
contains references to the source document type and number and is not visible to the user. Depending on the
setup, output from a production order also creates a put-away request to put the finished items away in
inventory.
7: Generate Put-away Worksheet Lines (Optional)
The user who is responsible for coordinating put-aways retrieves warehouse put-away lines in the Put-away
Worksheet based on posted warehouse receipts or internal operations with output. The user selects the lines to
be put-away and prepares the put-aways by specifying which bins to take from, which bins to place in, and how
many units to handle. The bins may be predefined by the setup of the warehouse location or operation resource.
When all put-aways are planned and assigned to warehouse workers, the user generates the warehouse put-
away documents. Fully assigned put-aways lines are deleted from the Put-away Worksheet.

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.

8: Create Warehouse Put-away Document

The warehouse worker who performs put-aways creates a warehouse put-away document in a pull fashion,
based on the posted warehouse receipt. Alternatively, the warehouse put-away document is created and assigned
to a warehouse worker in a push fashion.
9: Register Warehouse Put-Away
On each line for items that have been put away, partially or fully, the warehouse worker fills in the Quantity field
on the Warehouse Put-away page, and then registers the warehouse put-away.
Warehouse entries are created, and the warehouse put-away lines are deleted, if fully handled. The warehouse
put-away document remains open until the full quantity of the related posted warehouse receipt is registered.
The Qty. Put Away field on the warehouse receipt order lines is updated.

See Also
Design Details: Warehouse Management
 Design Details: Internal Warehouse Flows
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.

Internal Flows in Basic Warehousing

In basic warehouse configuration, the flow of items between bins inside the company centers on picking
component and putting away end items for production or assembly orders and ad-hoc movements, such as bin
replenishments, without relation to source documents.
Flows to and from Production
The main integration between production orders and basic warehouse activities is represented by the ability to
pick production components with the Inventory Pick or the Inventory Movement pages.

NOTE
On the Inventory Pick page, the component consumption is posted together with the pick posting. By using the
Inventory 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 Inventory 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.

FLOW DESCRIPTION
 FLOW DESCRIPTION

Assemble-to-stock The components are needed on an assembly order where the

output is stored in the warehouse.

This warehouse flow is managed on the Inventory

Movement page. One take line specifies where to take the
components. One place line specifies where to place the
components.

Assemble-to-order The components are needed on an assembly order that is

linked to a sales order that is shipped when the sold item is
assembled.

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 Inventory 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.

Internal Flows in Advanced Warehousing

In advanced warehouse configurations, the flow of items between bins inside the company centers on picking
component and putting away end items for production orders and picking components for assembly orders. In
addition, internal flows occur as ad-hoc movements, such as bin replenishments, without relation to source
documents.
Flows To and From Production
The main integration between production orders and advanced warehouse activities is represented by the ability
to pick production components, on the Warehouse Pick page and the Pick Worksheet page, and the ability to
put produced items away with the Whse. Internal-Put-away page.
Another integration point in production is provided with the Warehouse Movement page, together with the
Movement Worksheet page, which enables you to place components and take produced items for released
production orders.
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 advanced warehouse activities is represented by the ability to
pick assembly components, both with the Warehouse Pick page and the Pick Worksheet page. This
functionality works just like when picking components for production orders.
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 Movement
Worksheet page or the Whse. Internal Put-away page, with no relation to the assembly order.

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.

Flushing Production Components in the Warehouse

If set up on the item card, components picked with warehouse picks are posted as consumed by the production
order when the warehouse pick is registered. By using the Pick + Forward method and the Pick + Backward
flushing method, the pick registration triggers the related consumption posting when the first operation starts or
when the last operation finishes, respectively.
Consider the following scenario based on the Business Central demonstration database, WHITE location.
A production order for 15 PCS of item LS -100 exists. Some of the items on the component list must be flushed
manually in a consumption journal, and other items on the list can be picked and flushed automatically using the
Pick + Backward flushing method.

NOTE
Pick + Forward 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 + Forward. 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 Forward 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 + Forward
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 Forward or Pick + Forward 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
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.

Bin Content and Reservations

In any installation of warehouse management, item quantities exist both as warehouse entries, in the Warehouse
application area, and as item ledger entries, in the Inventory application area. These two entry types contain
different information about where items exist and whether they are available. Warehouse entries define an item’s
availability by bin and bin type, which is called bin content. Item ledger entries define an item’s availability by its
reservation to outbound documents.
Special functionality in the picking algorithm exists to calculate the quantity that is available to pick when bin
content is coupled with reservations.

Quantity Available to Pick

If, for example, the picking algorithm does not consider item quantities that are reserved for a pending sales
order shipment, then those items might be picked for another sales order that is shipped earlier, which prevents
the first sales from being fulfilled. To avoid this situation, the picking algorithm subtracts quantities that are
reserved for other outbound documents, quantities on existing pick documents, and quantities that are picked
but not yet shipped or consumed.
The result is displayed in the Available Qty. to Pick field on the Pick Worksheet page, where the field is
calculated dynamically. The value is also calculated when users create warehouse picks directly for outbound
documents. Such outbound documents could be sales orders, production consumption, or outbound transfers,
where the result is reflected in the related quantity fields, such as Qty. to Handle.

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.

Calculating the Quantity Available to Pick

The quantity available to pick is calculated as follows:
quantity available to pick = quantity in pick bins - quantity on picks and movements – (reserved quantity in pick
bins + reserved quantity on picks and movements)
The following diagram shows the different elements of the calculation.

Quantity Available to Reserve

Because the concepts of bin content and reservation co-exist, the quantity of items that are available to reserve
must be aligned with allocations to outbound warehouse documents.
It should be possible to reserve all items in inventory, except those that have started outbound processing.
Accordingly, the quantity that is available to reserve is defined as the quantity on all documents and all bin types,
except the following outbound quantities:
Quantity on unregistered pick documents
Quantity in shipment bins
Quantity in to-production bins
Quantity in open shop floor bins
Quantity in to-assembly bins
Quantity in adjustment bins
The result is displayed in the Total Available Quantity field on the Reservation page.
On a reservation line, the quantity that cannot be reserved, because it is allocated in the warehouse, is displayed
in the Qty. Allocated in Warehouse field on the Reservation page.
Calculating the Quantity Available to Reserve
The quantity available to reserve is calculated as follows:
quantity available to reserve = total quantity in inventory - quantity on picks and movements for source
documents - reserved quantity - quantity in outbound bins
The following diagram shows the different elements of the calculation.

See Also
Design Details: Warehouse Management
View the Availability of Items
 Design Details: Outbound Warehouse Flow
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.

COMPLEXITY
LEVEL (SEE DESIGN
DETAILS:
INBOUND WAREHOUSE
METHOD PROCESS BINS PICKS SHIPMENTS SETUP)

A Post pick and X 2

shipment from
the order line

B Post pick and X 3

shipment from
an inventory pick
document

C Post pick and X 4/5/6

shipment from a
warehouse
shipment
document
 COMPLEXITY
LEVEL (SEE DESIGN
DETAILS:
INBOUND WAREHOUSE
METHOD PROCESS BINS PICKS SHIPMENTS SETUP)

D Post pick from a X X 4/5/6

warehouse pick
document and
post shipment
from a
warehouse
shipment
document

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.

Basic Warehouse Configurations

The following diagram illustrates the outbound warehouse flows by document type in basic warehouse
configurations. The numbers in the diagram correspond with the steps in the sections following the diagram.

1: Release Source Document / Create Inventory Pick or Movement

When a user who is responsible for source documents, such as a sales order processor or production planner, is
ready for the outbound warehouse activity, he or she releases the source document to signal to warehouse
workers that sold items or components can be picked and placed in the specified bins. Alternatively, the user
creates inventory pick or movement documents for the individual order lines, in a push fashion, based on
specified bins and quantities to handle.
 NOTE
Inventory movements are used to move items to internal operation areas in basic warehouse configurations, based on
source documents or on an ad hoc basis.

2: Create Outbound Request

When the outbound source document is released, an outbound warehouse request is created automatically. It
contains references to the source document type and number and is not visible to the user.
3: Create Inventory Pick or Movement
In the Inventory Pick or Inventory Movement page, the warehouse worker retrieves, in a pull fashion, the
pending source document lines based on outbound warehouse requests. Alternatively, the inventory pick lines
are already created, in a push fashion, by the user who is responsible for the source document.
4: Post Inventory Pick or Register Inventory Movement
On each line for items that have been picked or moved, partially or fully, the warehouse worker fills in the
Quantity field, and then posts the inventory pick or registers the inventory movement. Source documents
related to the inventory pick are posted as shipped or consumed. Source documents related to inventory
movements are not posted.
For inventory picks, negative item ledger entries are created, warehouse entries are created, and the pick request
is deleted, if fully handled. For example, the Quantity Shipped field on the outbound source document line is
updated. A posted shipment document is created that reflects the sales order, for example, and the shipped
items.

Advanced Warehouse Configurations

The following diagram illustrates the outbound warehouse flow by document type in advanced warehouse
configurations. The numbers in the diagram correspond with the steps in the sections following the diagram.
1: Release Source Document
When a user who is responsible for source documents, such as a sales order processor or production planner, is
ready for the outbound warehouse activity, he or she releases the source document to signal to warehouse
workers that sold items or components can be picked and placed in the specified bins.
2: Create Outbound Request
When the inbound source document is released, an outbound warehouse request is created automatically. It
contains references to the source document type and number and is not visible to the user.
3: Create Warehouse Shipment
On the Warehouse Shipment page, the shipping worker who is responsible retrieves pending source
document lines based on the outbound warehouse request. Several source document lines can be combined in
one warehouse shipment document.
4: Release Shipment / Create Warehouse Pick
The shipping worker who is responsible releases the warehouse shipment, so that warehouse workers can create
or coordinate warehouse picks for the shipment in question.
Alternatively, the user creates warehouse pick document for individual shipment lines, in a push fashion, based
on specified bins and quantities to handle.
5: Release Internal Operation / Create Warehouse Pick
The user who is responsible for internal operations releases an internal source document, such as a production
and assembly order, so that warehouse workers can create or coordinate warehouse picks for the internal
operation in question.
Alternatively, the user creates warehouse pick documents for the individual production or assembly order, in a
push fashion, based on specified bins and quantities to handle.
6: Create Pick Request
When the outbound source document is released, a warehouse pick request is created automatically. It contains
references to the source document type and number and is not visible to the user. Depending on the setup,
consumption from a production and assembly order also creates a pick request to pick the needed components
from inventory.
7: Generate Pick Worksheet Lines
The user who is responsible for coordinating picks, retrieves warehouse pick lines in the Pick Worksheet based
on pick requests from warehouse shipments or internal operations with component consumption. The user
selects the lines to be picked and prepares the picks by specifying which bins to take from, which bins to place in,
and how many units to handle. The bins may be predefined by setup of the warehouse location or operation
resource.
The user specifies picking methods for optimized warehouse handling and then uses a function to create the
corresponding warehouse pick documents, which are assigned to different warehouse workers who perform
warehouse picks. When the warehouse picks are fully assigned, the lines in the Pick Worksheet are deleted.
8: Create Warehouse Pick Documents
The warehouse worker who perform picks create a warehouse pick document, in a pull fashion, based on the
released source document. Alternatively, the warehouse pick document is created and assigned to the
warehouse worker in a push fashion.
9: Register Warehouse Pick
On each line for items that have been picked, partially or fully, the warehouse worker fills in the Quantity field
on the Warehouse Pick page and then registers the warehouse pick.
Warehouse entries are created, and the warehouse pick lines are deleted, if fully handled. The warehouse pick
document remains open until the full quantity of the related warehouse shipment is registered. The Qty. Picked
field on the warehouse shipment lines is updated accordingly.
10: Post Warehouse Shipment
When all items on the warehouse shipment document are registered as picked to the specified shipment bins,
the shipping worker who is responsible posts the warehouse shipment. Negative item ledger entries are created.
For example, the Quantity Shipped field on the outbound source document line is updated.

See Also
Design Details: Warehouse Management
 Design Details: Integration with Inventory
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. Inventory Journal page is used with the Phys. Inventory 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. Inventory 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. Inventory) 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
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
 Design Details: Item Tracking Design
2 minutes to read • Edit Online

In the first version of Item Tracking in Business Central 2.60, serial numbers or lot numbers were recorded directly
on item ledger entries. This design provided full availability information and simple tracking of historic entries, but
it lacked flexibility and functionality.
From Business Central 3.00, item tracking functionality was in a separate object structure with intricate links to
posted documents and item ledger entries. This design was flexible and rich in functionality, but item tracking
entries were not fully involved in availability calculations.
Since Business Central 3.60, item tracking functionality 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 “Design Details: Supply Planning”.
This latest design incorporates item tracking entries in total availability calculations throughout the system,
including planning, manufacturing, and warehousing. The old concept of carrying serial and lot numbers on the
item ledger entries is reintroduced to ensure simple access to historical data for item tracking purposes. In
connection with item tracking improvements in Business Central 3.60, the reservation system was expanded to
non-order network entities, such as journals, invoices, and credit memos.
With the addition of serial or lot 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 Reservation Entry 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.
 FIELD DESCRIPTION

Item Entry Relation (T6507) Relates shipped or received lines to item ledger entries

Value Entry Relation (T6508) Relates invoiced lines to value entries

For more information, see Design Details: Item Tracking Posting Structure.

See Also
Design Details: Item Tracking
 Design Details: Item Tracking Posting Structure
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 Reservation
Entry 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 Entry 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 Entry No. field.
The functionality of the existing Entry 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 Entry No. field is left blank, and the one-to-many relation is handled by the Item
Entry Relation table. If the posted document line carries item tracking numbers but only relates to a single item
ledger entry, then the Entry No. field handles the relation, and the no record is created in the Item Entry
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.

Posting the Item Journal

Item tracking numbers are transferred via the reservation entries that relate to the item ledger entry, and the
looping through item tracking numbers occurs in codeunit 22. This concept works in the same way when an item
journal line is used indirectly to post a sale or purchase order as when an item journal line is used directly. When
the item journal is used directly, the Source Row ID field points to the item journal line itself.

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 Entry 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
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
Reservation Entry 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.

QTY. TO INVOICE QUANTITY QUANTITY

QUANTITY (BASE) QTY. TO HANDLE (BASE) HANDLED (BASE) INVOICED (BASE)

T337 7 0 0 0 0

T336 0 0 0 0 0

Step 2: Receive four pieces.

QTY. TO INVOICE QUANTITY QUANTITY

QUANTITY (BASE) QTY. TO HANDLE (BASE) HANDLED (BASE) INVOICED (BASE)

Item Tracking 7 4 0 0 0
Lines page

T337 3 0 0 0 0

T336 4 0 0 4 0

Step 3: Receive two pieces and invoice two pieces.

QTY. TO INVOICE QUANTITY QUANTITY

QUANTITY (BASE) QTY. TO HANDLE (BASE) HANDLED (BASE) INVOICED (BASE)

Item Tracking 7 2 2 4 0
Lines page

T337 1 0 0 0 0

T336 6 0 0 6 2

Step 4: Receive one piece.

 QTY. TO INVOICE QUANTITY QUANTITY
QUANTITY (BASE) QTY. TO HANDLE (BASE) HANDLED (BASE) INVOICED (BASE)

Item Tracking 7 1 0 6 2
Lines page

T336 7 0 0 7 2

Invoice 5 pieces.

QTY. TO INVOICE QUANTITY QUANTITY

QUANTITY (BASE) QTY. TO HANDLE (BASE) HANDLED (BASE) INVOICED (BASE)

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
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 Reservation
Entry 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 Entry table
and the Reservation Entry 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
2 minutes to read • Edit Online

The Item Tracking Lines and Item Tracking Summary 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 Entry table
and the Reservation Entry table, with no date filter. When you choose the Serial No. field or the Lot No. field,
the Item Tracking Summary page opens and shows a summary of the item tracking information in the
Reservation Entry table. The summary contains the following information about each serial or lot number on the
item tracking line:

FIELD DESCRIPTION

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.

This quantity is calculated from other fields on the page as

follows:

total quantity – (total requested quantity + current pending

quantity).

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
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
Reservation Entry 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.

Balancing Demand and Supply

If an item requires specific item tracking, then an order tracking link is made from all the item’s item tracking
demand to any corresponding item tracking supply, with the sole limitation that supply should come before
demand. If, under those circumstances, no item tracking supply can be found that corresponds to the item
tracking-specific demand, then a new item tracking supply is created immediately and without considering order
sizing, planning parameters, or rescheduling of existing supply of the same serial or lot number.
If item tracking numbers are assigned on the demand side or on the supply side without requiring specific item
tracking, then an order track link is made from the demand to that supply, based on the most suitable timing and
quantity, as in the usual balancing procedure. The specified item tracking number goes into the order tracking
record in the same way that any specified item tracking quantity defines one end of the order tracking link. This
means that the item tracking number that is entered is preserved while it is also part of the order tracking record.
If item tracking numbers are assigned on the supply side without requiring specific item tracking, then this supply
is regarded as fixed by the planning system. No resizing or rescheduling is suggested for this supply, but the
supply is taken into consideration when the planning system tries to meet the gross requirements.
For more information, see Design Details: Balancing Demand and Supply.

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 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.

RESERVATION DESCRIPTION

Specific You select a specific serial or lot number when you reserve
the inventory item from a demand, such as a sales order.

This is a regular reservation. It is a rigid link between supply

and demand that both carry serial or lot numbers. Note: The
demand carries serial or lot numbers.

For example, you want to reserve a can of blue paint from Lot
A, because the customer requests it. A can of blue paint from
Lot A is shipped to the customer.

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.

This is a state that is imposed on a reservation entry for serial

or lot numbers that are not selected specifically. Note: The
demand does not carry serial or lot numbers.

For example, you want to reserve a can of blue paint from

any lot for your sales order. A can of blue paint from a
random serial or lot number is shipped to the customer.

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.
 Supply Demand

Specific Serial or lot number. Serial or lot number.

Nonspecific Serial or lot number. No serial or lot number.

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 Reservation page leads you through different
workflows depending on your need for the serial or lot numbers.

Specific Reservation
When you choose Reserve 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 Reservation 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 Reservation 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 Reservation 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 Reservation page and
shows the following text:
XX of the Total Reserved Quantity are nonspecific and may be available.
In addition, the Nonspecific Reserved 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
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 Reservation 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
2 minutes to read • Edit Online

This documentation provides detailed technical insight into the concepts and principles that are used to redesign
the general journal posting line feature in Business Central. The redesign makes 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.

In This Section
General Journal Post Line Overview
Design Details: Posting Interface Structure
Design Details: Posting Engine Structure
Codeunit 12 Changes: Mapping Global Variables for General Journal Post Line
Codeunit 12 Changes: Changes in General Journal Post Procedures

See Also
Working with General Journals
 General Journal Post Line Overview
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.
While the codeunit has been improved in each release over the last ten years, its architecture remained essentially
unchanged. The codeunit became very large, with approximately 7,600 code lines. With this release of Business
Central, the architecture is changed and the codeunit has been made simpler and more maintainable. This
documentation introduces 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: Posting Interface Structure
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
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.

ROUTINE DESCRIPTION

StartPosting Initializes posting buffer TempGLEntryBuf, locks G/L Entry and VAT
Entry tables, and initializes Accounting Period, G/L Register, and
Exchange Rate. Should be called only once, then NextEntryNo is 0.

ContinuePosting Checks and posts unrealized VAT for previous transaction increment
NextTransactionNo and prepares post of next line.

FinishPosting Completes posting by inserting G/L entries from temporary buffer

into database table. Always used together with StartPosting. Checks
for inconsistencies.

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.

InitGLEntryVATCopy Similar to InitGLEntryVAT, but also copies posting groups data from
VAT Entry before SummarizeVAT.

InsertGLEntry The only function that inserts G/L entry into global TempGLEntryBuf
table. Always use this function for insert.

CreateGLEntry Performs an InitGLEntry, assigns Additional Currency Amount, and

then performs InsertGLEntry. Replaces several lines of code with a
single function call.

CreateGLEntryBalAcc Same as CreateGLEntry, but also assigns Bal. Account Type and Bal.
Account No.

CreateGLEntryVAT Same as CreateGLEntry, but with additional processing for posting

groups and saving to temporary VAT buffer:

GLEntry.CopyPostingGroupsFromDtldCVBuf(DtldCVLedgEntryBuf,GenJnlLine."Gen.
Posting Type");

InsertVATEntriesFromTemp(DtldCVLedgEntryBuf,GLEntry);

CreateGLEntryVATCollectAdj Same as CreateGLEntry, but with additional collection of adjustments

and saving to temporary VAT buffer:

CollectAdjustment(AdjAmount,GLEntry.Amount,GLEntry."Additional-
Currency Amount",OriginalDateSet);

InsertVATEntriesFromTemp(DtldCVLedgEntryBuf,GLEntry);

CreateGLEntryFromVATEntry Same as CreateGLEntry, but also copies posting groups from VAT
entry.
See Also
Design Details: Posting Interface Structure
 Codeunit 12 Changes: Mapping Global Variables for
General Journal Post Line
2 minutes to read • Edit Online

The following changes have been implemented in this release of Business Central.

MICROSOFT DYNAMICS NAV 2009 R2 MICROSOFT DYNAMICS NAV 2013 R2 COMMENT

GLSetup@1009 : Record 98; GLSetup@1009 : Record 98; Unchanged

SalesSetup@1010 : Record 311; Changed to Local

PurchSetup@1011 : Record 312; Changed to Local

AccountingPeriod@1012 : Record 50; Changed to Local

GLAcc@1013 : Record 15; Changed to Local

GLEntry@1014 : Record 17; GlobalGLEntry@1014 : Record 17; Renamed

GLEntryTmp@1015 : TEMPORARY TempGLEntryBuf@1010 : TEMPORARY Renamed

Record 17; Record 17;

TempGLEntryVAT@1016 : TEMPORARY TempGLEntryVAT@1016 : TEMPORARY Unchanged

Record 17; Record 17;

OrigGLEntry@1017 : Record 17; Deleted

VATPostingSetup@1019 : Record 325; Changed to Local

Cust@1020 : Record 18; Changed to Local

Vend@1021 : Record 23; Changed to Local

GenJnlLine@1022 : Record 81; Changed to Local

GLReg@1029 : Record 45; GLReg@1029 : Record 45; Unchanged

CustPostingGr@1030 : Record 92; Changed to Local

VendPostingGr@1031 : Record 93; Changed to Local

Currency@1032 : Record 4; Changed to Local

AddCurrency@1033 : Record 4; AddCurrency@1033 : Record 4; Unchanged

ApplnCurrency@1034 : Record 4; Changed to Local

MICROSOFT DYNAMICS NAV 2009 R2 MICROSOFT DYNAMICS NAV 2013 R2 COMMENT

CurrExchRate@1035 : Record 330; CurrExchRate@1035 : Record 330; Unchanged

VATEntry@1038 : Record 254; VATEntry@1038 : Record 254; Unchanged

BankAcc@1039 : Record 270; Changed to Local

BankAccLedgEntry@1040 : Record 271; Changed to Local

CheckLedgEntry@1041 : Record 272; Changed to Local

CheckLedgEntry2@1042 : Record 272; Changed to Local

BankAccPostingGr@1043 : Record 277; Changed to Local

GenJnlTemplate@1044 : Record 80; Changed to Local

TaxJurisdiction@1045 : Record 320; Changed to Local

TaxDetail@1046 : Record 322; TaxDetail@1046 : Record 322; Unchanged

FAGLPostBuf@1047 : TEMPORARY Changed to Local

Record 5637;

UnrealizedCustLedgEntry@1084 : UnrealizedCustLedgEntry@1084 : Unchanged

Record 21; Record 21;

UnrealizedVendLedgEntry@1085 : UnrealizedVendLedgEntry@1085 : Unchanged

Record 25; Record 25;

GLEntryVATEntryLink@1087 : Record GLEntryVATEntryLink@1087 : Record Unchanged

253; 253;

TempVATEntry@1088 : TEMPORARY TempVATEntry@1088 : TEMPORARY Unchanged

Record 254; Record 254;

ReversedGLEntryTemp@1089 : Moved to Codeunit17

TEMPORARY Record 17;

CostAccSetup@1092 : Record 1108; Changed to Local

GenJnlCheckLine@1048 : Codeunit 11; GenJnlCheckLine@1001 : Codeunit 11; Unchanged

ExchAccGLJnlLine@1049 : Codeunit Changed to Local

366;

FAJnlPostLine@1050 : Codeunit 5632; Changed to Local

SalesTaxCalculate@1051 : Codeunit Changed to Local

398;

GenJnlApply@1052 : Codeunit 225; Changed to Local

MICROSOFT DYNAMICS NAV 2009 R2 MICROSOFT DYNAMICS NAV 2013 R2 COMMENT

DimMgt@1053 : Codeunit 408; Changed to Local

JobPostLine@1028 : Codeunit 1001; Changed to Local

TransferGlEntriesToCA@1091 : Changed to Local

Codeunit 1105;

PaymentToleranceMgt@1002 : Added
Codeunit 426;

AddCurrencyCode@1117 : Code[10]; Added

FiscalYearStartDate@1054 : Date; FiscalYearStartDate@1011 : Date; Unchanged

NextEntryNo@1055 : Integer; NextEntryNo@1022 : Integer; Unchanged

BalanceCheckAmount@1056 : Decimal; BalanceCheckAmount@1056 : Decimal; Unchanged

BalanceCheckAmount2@1057 : BalanceCheckAmount2@1057 : Unchanged

Decimal; Decimal;

BalanceCheckAddCurrAmount@1058 : BalanceCheckAddCurrAmount@1058 : Unchanged

Decimal; Decimal;

BalanceCheckAddCurrAmount2@1059 : BalanceCheckAddCurrAmount2@1059 : Unchanged

Decimal; Decimal;

CurrentBalance@1060 : Decimal; CurrentBalance@1060 : Decimal; Unchanged

SalesTaxBaseAmount@1061 : Decimal; Changed to Local

TotalAddCurrAmount@1062 : Decimal; TotalAddCurrAmount@1062 : Decimal; Unchanged

TotalAmount@1063 : Decimal; TotalAmount@1063 : Decimal; Unchanged

UnrealizedRemainingAmountCust@108 UnrealizedRemainingAmountCust@108 Unchanged

6 : Decimal; 6 : Decimal;

UnrealizedRemainingAmountVend@10 UnrealizedRemainingAmountVend@10 Unchanged

74 : Decimal; 74 : Decimal;

NextVATEntryNo@1064 : Integer; NextVATEntryNo@1064 : Integer; Unchanged

FirstNewVATEntryNo@1065 : Integer; FirstNewVATEntryNo@1065 : Integer; Unchanged

NextTransactionNo@1066 : Integer; NextTransactionNo@1066 : Integer; Unchanged

NextConnectionNo@1067 : Integer; NextConnectionNo@1067 : Integer; Unchanged

InsertedTempGLEntryVAT@1068 : InsertedTempGLEntryVAT@1027 : Unchanged

Integer; Integer;
 MICROSOFT DYNAMICS NAV 2009 R2 MICROSOFT DYNAMICS NAV 2013 R2 COMMENT

LastDocNo@1069 : Code[20]; LastDocNo@1023 : Code[20]; Unchanged

LastLineNo@1070 : Integer; Deleted

LastDate@1071 : Date; LastDate@1021 : Date; Unchanged

LastDocType@1072 : ' LastDocType@1025 : ' Unchanged

,Payment,Invoice,Credit Memo,Finance ,Payment,Invoice,Credit Memo,Finance
Charge Memo,Reminder'; Charge Memo,Reminder';

NextCheckEntryNo@1073 : Integer; NextCheckEntryNo@1028 : Integer; Unchanged

AddCurrGLEntryVATAmt@1075 : AddCurrGLEntryVATAmt@1017 : Unchanged

Decimal; Decimal;

CurrencyDate@1076 : Date; CurrencyDate@1020 : Date; Unchanged

CurrencyFactor@1077 : Decimal; CurrencyFactor@1019 : Decimal; Unchanged

UseCurrFactorOnly@1078 : Boolean; UseCurrFactorOnly@1078 : Boolean; Unchanged

NonAddCurrCodeOccured@1079 : NonAddCurrCodeOccured@1079 : Unchanged

Boolean; Boolean;

FADimAlreadyChecked@1080 : FADimAlreadyChecked@1080 : Unchanged

Boolean; Boolean;

AllApplied@1081 : Boolean; Changed to Local

OverrideDimErr@1018 : Boolean; OverrideDimErr@1018 : Boolean; Unchanged

JobLine@1036 : Boolean; JobLine@1036 : Boolean; Unchanged

Prepayment@1037 : Boolean; Deleted

CheckUnrealizedCust@1082 : Boolean; CheckUnrealizedCust@1082 : Boolean; Unchanged

CheckUnrealizedVend@1083 : Boolean; CheckUnrealizedVend@1083 : Boolean; Unchanged

GLEntryNo@1090 : Integer; GLEntryNo@1026 : Integer; Unchanged

GLSetupRead@1015 : Boolean; Added

AmountRoundingPrecision@1012 : Added
Decimal;

CrCardTransactionEntryNo@1013 : Added
Integer;

See Also
Design Details: Codeunit 12 Changes: Changes in General Journal Post Procedures
 Codeunit 12 Changes: Changes in General Journal
Post Procedures
3 minutes to read • Edit Online

The following changes have been implemented in this release of Business Central.

MICROSOFT DYNAMICS NAV 2009 R2 MICROSOFT DYNAMICS NAV 2013 R2 COMMENT

GetGLReg GetGLReg Updated

RunWithCheck RunWithCheck Updated

RunWithoutCheck RunWithoutCheck Updated

Code Code Updated

PostGenJnlLine Added

InitAmounts Added

InitLastDocDate Added

InitVAT InitVAT Updated

PostVAT PostVAT Updated

InsertVAT InsertVAT Updated

SummarizeVAT SummarizeVAT Updated

InsertSummarizedVAT InsertSummarizedVAT Updated

PostGLAcc PostGLAcc Updated

PostCust PostCust Updated

PostVend PostVend Updated

PostBankAcc PostBankAcc Updated

PostFixedAsset PostFixedAsset Updated

PostICPartner PostICPartner Updated

InitCodeUnit StartPosting Updated

ContinuePosting Added
MICROSOFT DYNAMICS NAV 2009 R2 MICROSOFT DYNAMICS NAV 2013 R2 COMMENT

FinishCodeunit FinishPosting Updated

PostUnrealizedVAT Added

CheckPostUnrealizedVAT Added

ExchangeAccounts Added

InitGLEntry InitGLEntry Updated

InitGLEntryVAT Added

InitGLEntryVATCopy Added

InsertGLEntry InsertGLEntry Updated

CreateGLEntry Added

CreateGLEntryBalAcc Added

CreateGLEntryVAT Added

CreateGLEntryVATCollectAdj Added

CreateGLEntryFromVATEntry Added

UpdateCheckAmounts Added

ApplyCustLedgEntry ApplyCustLedgEntry Updated

CalcPmtDiscPossible Added

CalcPmtTolerancePossible Added

CalcPmtTolerance CalcPmtTolerance Updated

CalcPmtDisc CalcPmtDisc Updated

CalcPmtDiscIfAdjVAT CalcPmtDiscIfAdjVAT Updated

CalcPmtDiscTolerance CalcPmtDiscTolerance Updated

CalcPmtDiscVATBases Added

CalcPmtDiscVATAmounts Added

InsertPmtDiscVATForVATEntry Added

InsertPmtDiscVATForGLEntry Added
MICROSOFT DYNAMICS NAV 2009 R2 MICROSOFT DYNAMICS NAV 2013 R2 COMMENT

CalcCurrencyApplnRounding CalcCurrencyApplnRounding Updated

FindAmtForAppln FindAmtForAppln Updated

CalcCurrencyUnrealizedGainLoss CalcCurrencyUnrealizedGainLoss Updated

CalcCurrencyRealizedGainLoss CalcCurrencyRealizedGainLoss Updated

CalcApplication CalcApplication Updated

CalcRemainingPmtDisc CalcRemainingPmtDisc Moved to Codeunit 426 Payment

Tolerance Management

CalcAmtLCYAdjustment CalcAmtLCYAdjustment Added

InitNewCVLedgEntry InitFromGenJnlLine Moved to Table 383 Detailed CV Ledg.

Entry Buffer

InitOldCVLedgEntry CopyFromCVLedgEntryBuf Moved to Table 383 Detailed CV Ledg.

Entry Buffer

InsertDtldCVLedgEntry InsertDtldCVLedgEntry Moved to Table 383 Detailed CV Ledg.

Entry Buffer

InitBankAccLedgEntry Added

InitCheckLedgEntry Added

InitCustLedgEntry Added

InitVendLedgEntry Added

InsertDtldCustLedgEntry Added

InsertDtldVendLedgEntry Added

CustUnrealizedVAT CustUnrealizedVAT Updated

CustPostApplyCustLedgEntry CustPostApplyCustLedgEntry Updated

PrepareTempCustLedgEntry Added

UnapplyCustLedgEntry UnapplyCustLedgEntry Updated

TransferCustLedgEntry CopyFromGenJnlLine Moved to Table 21 Cust. Ledger Entry

PostDtldCustLedgEntries PostDtldCustLedgEntries Updated

PostDtldCustLedgEntry Added

PostDtldCustLedgEntryUnapply Added
MICROSOFT DYNAMICS NAV 2009 R2 MICROSOFT DYNAMICS NAV 2013 R2 COMMENT

GetDtldCustLedgEntryAccNo Added

ZeroTransNoDtldCustLedgEntries SetZeroTransNo Moved to Table 379 Detailed Cust.

Ledg. Entry

AutoEntrForDtldCustLedgEntries Refactored to
PostDtldCustLedgEntryUnapply

CustUpdateDebitCredit UpdateDebitCredit Moved to Table 379 Detailed Cust.

Ledg. Entry

ApplyVendLedgEntry ApplyVendLedgEntry Updated

PrepareTempVendLedgEntry Added

VendPostApplyVendLedgEntry VendPostApplyVendLedgEntry Updated

UnapplyVendLedgEntry UnapplyVendLedgEntry Updated

TransferVendLedgEntry CopyFromGenJnlLine Moved to Table 25 Vendor Ledger

Entry

PostDtldVendLedgEntries PostDtldVendLedgEntries Updated

PostDtldVendLedgEntry Added

PostDtldVendLedgEntryUnapply Added

GetDtldVendLedgEntryAccNo Added

PostDtldCVLedgEntry Added

PostDtldCustVATAdjustment Added

PostDtldVendVATAdjustment Added

ZeroTransNoDtldVendLedgEntries SetZeroTransNo Moved to Table 380 Detailed Vend.

Ledg. Entry

AutoEntrForDtldVendLedgEntries Refactored to
PostDtldVendLedgEntryUnapply

VendUpdateDebitCredit UpdateDebitCredit Moved to Table 380 Detailed Vend.

Ledg. Entry

VendUnrealizedVAT VendUnrealizedVAT Updated

PostUnrealVATEntry Added

PostApply Added
MICROSOFT DYNAMICS NAV 2009 R2 MICROSOFT DYNAMICS NAV 2013 R2 COMMENT

PostUnrealVATByUnapply PostUnrealVATByUnapply Updated

PostUnapply Added

InsertDtldCustLedgEntryUnapply Added

InsertDtldVendLedgEntryUnapply Added

InsertTempVATEntry Added

ProcessTempVATEntry Added

UpdateCustLedgEntry Added

UpdateVendLedgEntry Added

UpdateCalcInterest UpdateCalcInterest Updated

UpdateCalcInterest2 UpdateCalcInterest2 Updated

GLCalcAddCurrency GLCalcAddCurrency Updated

HandleAddCurrResidualGLEntry HandleAddCurrResidualGLEntry Updated

CalcLCYToAddCurr CalcLCYToAddCurr Updated

CalcAddCurrFactor Deleted

GetCurrencyExchRate GetCurrencyExchRate Updated

ExchAmount ExchangeAmount Moved to Table 330 Currency Exchange

Rate

ExchangeAmtLCYToFCY2 ExchangeAmtLCYToFCY2 Updated

CalcAddCurrForUnapplication CalcAddCurrForUnapplication Updated

CheckNonAddCurrCodeOccurred CheckNonAddCurrCodeOccurred Updated

CheckCalcPmtDisc Moved to Codeunit 426 Payment

Tolerance Management

CheckCalcPmtDiscCVCust Moved to Codeunit 426 Payment

Tolerance Management

CheckCalcPmtDiscCust Moved to Codeunit 426 Payment

Tolerance Management

CheckCalcPmtDiscGenJnlCust Moved to Codeunit 426 Payment

Tolerance Management
MICROSOFT DYNAMICS NAV 2009 R2 MICROSOFT DYNAMICS NAV 2013 R2 COMMENT

CheckCalcPmtDiscCVVend Moved to Codeunit 426 Payment

Tolerance Management

CheckCalcPmtDiscVend Moved to Codeunit 426 Payment

Tolerance Management

CheckCalcPmtDiscGenJnlVend Moved to Codeunit 426 Payment

Tolerance Management

Reverse Reverse Moved to Codeunit 17 Gen. Jnl.-Post

Reverse

ReverseCustLedgEntry ReverseCustLedgEntry Moved to Codeunit 17 Gen. Jnl.-Post

Reverse

ReverseVendLedgEntry ReverseVendLedgEntry Moved to Codeunit 17 Gen. Jnl.-Post

Reverse

ReverseBankAccLedgEntry ReverseBankAccLedgEntry Moved to Codeunit 17 Gen. Jnl.-Post

Reverse

ReverseVAT ReverseVAT Moved to Codeunit 17 Gen. Jnl.-Post

Reverse

SetReversalDescription SetReversalDescription Moved to Codeunit 17 Gen. Jnl.-Post

Reverse

ApplyCustLedgEntryByReversal ApplyCustLedgEntryByReversal Moved to Codeunit 17 Gen. Jnl.-Post

Reverse

ApplyVendLedgEntryByReversal ApplyVendLedgEntryByReversal Moved to Codeunit 17 Gen. Jnl.-Post

Reverse

PostPmtDiscountVATByUnapply PostPmtDiscountVATByUnapply Moved to Codeunit 17 Gen. Jnl.-Post

Reverse

CheckDimComb Added in Codeunit 17 Gen. Jnl.-Post

Reverse

CopyCustLedgEntry Added in Codeunit 17 Gen. Jnl.-Post

Reverse

CopyVendLedgEntry Added in Codeunit 17 Gen. Jnl.-Post

Reverse

CopyBankAccLedgEntry Added in Codeunit 17 Gen. Jnl.-Post

Reverse

HandlDtlAddjustment HandleDtldAdjustment Updated

CollectAddjustment CollectAdjustment Updated

SetOverDimErr SetOverDimErr Updated

MICROSOFT DYNAMICS NAV 2009 R2 MICROSOFT DYNAMICS NAV 2013 R2 COMMENT

PostJob PostJob Updated

InsertVATEntriesFromTemp InsertVATEntriesFromTemp Updated

CaptureOrRefundCreditCardPmnt CaptureOrRefundCreditCardPmnt Updated

UpdateDOPaymentTransactEntry UpdateDOPaymentTransactEntry Updated

ABSMin ABSMin Updated

GetApplnRoundPrecision GetApplnRoundPrecision Updated

CheckDimValueForDisposal CheckDimValueForDisposal Updated

CalculateCurrentBalance CalculateCurrentBalance Updated

IncludeVATAmount Moved to Table 81 Gen. Journal Line

CalcVATAmountFromVATEntry CalcVATAmountFromVATEntry Updated

TotalVATAmountOnJnlLines Added

SetGLRegReverse Added

GetGLSetup Added

ReadGLSetup Added

CheckSalesExtDocNo Added

CheckPurchExtDocNo Added

CheckGLAccDimError Added

GetCurrency Added

PostDtldAdjustment Added

GetNextEntryNo Added

GetNextTransactionNo Added

GetNextVATEntryNo Added

IncrNextVATEntryNo Added

IsNotPayment Added

IsTempGLEntryBufEmpty Added
 MICROSOFT DYNAMICS NAV 2009 R2 MICROSOFT DYNAMICS NAV 2013 R2 COMMENT

IsVATAdjustment Added

IsVATExcluded Added

UpdateDimensions Added

UpdateDimensionsFromCustLedgEntry Added

UpdateDimensionsFromVendLedgEntry Added

UpdateTotalAmounts Added

CreateGLEntriesForTotalAmounts Added

See Also
Design Details: Codeunit 12 Changes: Mapping Global Variables for General Journal Post Line
 Design Details: Dimension Set Entries
2 minutes to read • Edit Online

This documentation provides detailed technical insight into the concepts and principles of the dimension-entry
storing and posting functionality in Business Central.

In This Section
Dimension Set Entries Overview
Design Details: Searching for Dimension Combinations
Design Details: Table Structure
 Dimension Set Entries Overview
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.

DIMENSION SET ID DIMENSION CODE DIMENSION VALUE CODE DIMENSION VALUE NAME

108 AREA 70 America North

108 BUSINESSGROUP HOME Home

108 DEPARTMENT SALES Sales

Dimension Set Entries

Dimension sets are stored in the Dimension Set Entry table as dimension set entries with the same dimension
set ID.

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.

Codeunit 408 Dimension Management

Codeunit 408, Dimension Management, is a function library that handles common tasks that are related to
dimensions, such as copying from one table to another or from one document to another.

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
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.

Building Search Tree

Table 481 Dimension Set Tree Node is used when Business Central evaluates whether a set of dimensions
already exists in table 480 Dimension Set Entry table. The evaluation is performed by recursively traversing the
search tree starting at the top level numbered 0. The top level 0 represents a dimension set with no dimension set
entries. The children of this dimension set represent dimension sets with only one dimension set entry. The
children of these dimension sets represent dimension sets with two children, and so on.
Example 1
The following diagram represents a search tree with six dimension sets. Only the distinguishing dimension set
entry is displayed in the diagram.

The following table describes a complete list of dimension set entries that make up each dimension set.

DIMENSION SETS DIMENSION SET ENTRIES

Set 0 None

Set 1 AREA 30

Set 2 AREA 30, DEPT ADM

Set 3 AREA 30, DEPT PROD

Set 4 AREA 30, DEPT ADM, PROJ VW

Set 5 AREA 40
 DIMENSION SETS DIMENSION SET ENTRIES

Set 6 AREA 40, PROJ VW

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.

Finding Dimension Set ID

At a conceptual level, Parent ID, Dimension, and Dimension Value, in the search tree, are combined and used
as the primary key because Business Central traverses the tree in the same order as the dimension entries. The
GET function (record) is used to search for dimension set ID. The following code example shows how to find the
dimension set ID when there are three dimension values.

DimSet."Parent ID" := 0; // 'root'

IF UserDim.FINDSET THEN
REPEAT
DimSet.GET(DimSet."Parent ID",UserDim.DimCode,UserDim.DimValueCode);
UNTIL UserDim.NEXT = 0;
EXIT(DimSet.ID);

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.

DimSet."Parent ID" := 0; // 'root'

IF UserDim.FINDSET THEN
REPEAT
DimSet.GET(DimSet.ParentID,UserDim."Dimension Value ID");
UNTIL UserDim.NEXT = 0;
EXIT(DimSet.ID);
See Also
GET Function (Record)
Design Details: Dimension Set Entries
Dimension Set Entries Overview
Design Details: Table Structure
 Design Details: Table Structure
4 minutes to read • Edit Online

To understand how dimension entries are stored and posted, it is important to understand the table structure.

Table 480, Dimension Set Entry

You cannot change this table. After data has been written to the table, you cannot delete or edit it.

FIELD NO. FIELD NAME DATA TYPE COMMENT

1 ID Integer >0.0 is reserved for the

empty dimension set.
References field 3 in table
481.

2 Dimension Code Code 20 Table relation to table 348.

3 Dimension Value Code Code 20 Table relation to table 349.

4 Dimension Value ID Integer References field 12 in table

349. It is the secondary key
that is used when traversing
table 481.

5 Dimension Name Text 30 CalcField. Lookup to table

348.

6 Dimension Value Name Text 30 CalcField. Lookup to table

349.

Table 481, Dimension Set Tree Node

You cannot change this table. It is used to search for a dimension set. If the dimension set is not found, a new set is
created.

FIELD NO. FIELD NAME DATA TYPE COMMENT

1 Parent Dimension Set ID Integer 0 for top level node.

2 Dimension Value ID Integer Table relation to field 12 in

table 349.

3 Dimension Set ID Integer AutoIncrement. Used in field

1 in table 480.

4 In Use Boolean False if not in use.

Table 482 Reclas. Dimension Set Buffer

This table is used when you change a dimension value code, for example, on an item ledger entry by using the
Item Reclassification Journal page.

FIELD NO. FIELD NAME DATA TYPE COMMENT

1 Dimension Code Code 20 Table relation to table 348.

2 Dimension Value Code Code 20 Table relation to table 349.

3 Dimension Value ID Integer References field 12 in table

349.

4 New Dimension Value Code 20 Table relation to table 349.

Code

5 New Dimension Value ID Integer References field 12 in table

349.

6 Dimension Name Text 30 CalcField. Lookup to table

348.

7 Dimension Value Name Text 30 CalcField. Lookup to table

349.

8 New Dimension Value Text 30 CalcField. Lookup to table

Name 349.

Transaction and Budget Tables

In addition to other dimension fields in the table, this field is important:

FIELD NO. FIELD NAME DATA TYPE COMMENT

480 Dimension Set ID Integer References field 1 in table

480.

Table 83, Item Journal Line

In addition to other dimension fields in the table, these fields are important.

FIELD NO. FIELD NAME DATA TYPE COMMENT

480 Dimension Set ID Integer References field 1 in table

480.

481 New Dimension Set ID Integer References field 1 in table

480.

Table 349, Dimension Value

In addition to other dimension fields in the table, these fields are important.

FIELD NO. FIELD NAME DATA TYPE COMMENT

12 Dimension Value ID Integer AutoIncrement. Used for

references in table 480 and
table 481.
Tables That Contain the Dimension Set ID Field
The Dimension Set ID field (480) exists in the following tables. For the tables that store posted data, the field
only provides a non-editable display of dimensions, which is marked as Drill-down. For the tables that store
working documents, the field is editable. The buffer tables that are used internally do not need editable or non-
editable capabilities.
Field 480 is non-editable in the following tables.

TABLE NO. TABLE NAME

17 G/L Entry

21 Cust. Ledger Entry

25 Vendor Ledger Entry

32 Item Ledger Entry

110 Sales Shipment Header

111 Sales Shipment Line

112 Sales Invoice Header

113 Sales Invoice Line

114 Sales Cr.Memo Header

115 Sales Cr.Memo Line

120 Purch. Rcpt. Header

121 Purch. Rcpt. Line

122 Purch. Inv. Header

123 Purch. Inv. Line

124 Purch. Cr. Memo Hdr.

125 Purch. Cr. Memo Line

169 Job Ledger Entry

203 Res. Ledger Entry

271 Bank Account Ledger Entry

281 Phys. Inventory Ledger Entry

297 Issued Reminder Header

304 Issued Fin. Charge Memo Header

TABLE NO. TABLE NAME

5107 Sales Header Archive

5108 Sales Line Archive

5109 Purchase Header Archive

5110 Purchase Line Archive

5601 FA Ledger Entry

5625 Maintenance Ledger Entry

5629 Ins. Coverage Ledger Entry

5744 Transfer Shipment Header

5745 Transfer Shipment Line

5746 Transfer Receipt Header

5747 Transfer Receipt Line

5802 Value Entry

5832 Capacity Ledger Entry

5907 Service Ledger Entry

5908 Service Header

5933 Service Order Posting Buffer

5970 Filed Service Contract Header

5990 Service Shipment Header

5991 Service Shipment Line

5992 Service Invoice Header

5993 Service Invoice Line

5994 Service Cr. Memo Header

5995 Service Cr. Memo Line

6650 Return Shipment Header

6651 Return Shipment Line

 TABLE NO. TABLE NAME

6660 Return Receipt Header

6661 Return Receipt Line

Field 480 is editable in the following tables.

TABLE NO. TABLE NAME

36 Sales Header

37 Sales Line

38 Purchase Header

39 Purchase Line

81 Gen. Journal Line

83 Item Journal Line

89 BOM Journal Line

96 G/L Budget Entry

207 Res. Journal Line

210 Job Journal Line

221 Gen. Jnl. Allocation

246 Requisition Line

295 Reminder Header

302 Finance Charge Memo Header

5405 Production Order

5406 Prod. Order Line

5407 Prod. Order Component

5615 FA Allocation

5621 FA Journal Line

5635 Insurance Journal Line

5740 Transfer Header

 TABLE NO. TABLE NAME

5741 Transfer Line

5900 Service Header

5901 Service Item Line

5902 Service Line

5965 Service Contract Header

5997 Standard Service Line

7134 Item Budget Entry

99000829 Planning Component

Field 480 exists in the following buffer tables.

TABLE NO. TABLE NAME

49 Invoice Post. Buffer

212 Job Posting Buffer

372 Payment Buffer

382 CV Ledger Entry Buffer

461 Prepayment Inv. Line Buffer

5637 FA G/L Posting Buffer

7136 Item Budget Buffer

See Also
Design Details: Dimension Set Entries
Dimension Set Entries Overview
Design Details: Searching for Dimension Combinations
 Local Functionality in Dynamics 365 Business Central
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, choose the related link:

REGION COUNTRY MORE INFORMATION

Europe

Austria Austria Local Functionality

Belgium Belgium Local Functionality

Czechia Czech Local Functionality

Denmark Denmark Local Functionality

Germany Germany Local Functionality

Finland Finland Local Functionality

France France Local Functionality

Iceland Iceland Local Functionality

Italy Italy Local Functionality

Netherlands Netherlands Local Functionality

Norway Norway Local Functionality

Spain Spain Local Functionality

Sweden Sweden Local Functionality

Switzerland Switzerland Local Functionality

United Kingdom United Kingdom Local Functionality

North America
 REGION COUNTRY MORE INFORMATION

Canada Canada Local Functionality

Mexico Mexico Local Functionality

United States United States Local Functionality

Asia Pacific

Australia Australia Local Functionality

New Zealand New Zealand Local Functionality

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, you can find it in AppSource.

See Also
Getting Started
Compliance
Country/Regional Availability and Supported Translations
International availability of Microsoft Dynamics 365
Development of a Localization Solution
 Australia Local Functionality
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

See Also
Working with Business Central

Start a free trial!

 Tax
2 minutes to read • Edit Online

For information about tax in Australia, see the following topics:

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
Set Up Goods and Service Tax Posting
Print Goods and Service Tax Settlement Reports
Calculate Goods and Services Tax on Prepayments
Adjust Settlement Exchange Rates for VAT Entries
View Posted Tax Invoices
View Posted Tax Credit Memos

See Also
Australia Local Functionality
 Withholding Tax
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.

WHT for Foreign Suppliers

Ensure that a valid combination of General Business and General Product PostingGroups has been
established for vendors for whom you need to withhold tax, other than for non-ABN.

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
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 set up the business posting groups and product posting groups for withholding
tax so that the correct WHT calculations are made for each vendor.

NOTE
As a prerequisite, you need to set up source codes for WHT settlement on the Source Code Setup page.

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.

FIELD DESCRIPTION

Code Specify the code for the product posting group. You can
enter a maximum of 10 alphanumeric characters.

Description Specify the description for the product posting group. You
can enter a maximum of 50 alphanumeric characters.

3. Choose the OK button.

To set up posting for withholding tax

1. Choose the icon, enter WHT Posting Setup, and then choose the related link.
2. Fill in the fields as described in the following table.

FIELD DESCRIPTION

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.
FIELD DESCRIPTION

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.

For example, if you select the Less than option here and
enter 100 in the WHT Minimum Invoice Amount field,
then WHT will not be deducted for those transactions
with an amount less than 100.

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.

WHT Report Specifies the withholding tax report type.

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 Report Line No. Series Specifies the number series for the WHT report line.

Revenue Type Specifies the revenue type. For more information, see Set
Up Revenue Types for Withholding Tax.

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.

Sequence Specifies the sequence in which the withholding tax

posting setup information must be displayed in reports.
3. Choose the OK button.

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
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.

To set up revenue types for withholding tax

1. Choose the icon, enter WHT Revenue Types, and then choose the related link.
2. Fill in the fields as described in the following table.

FIELD DESCRIPTION

Code Specifies the unique code for the revenue type. You can
enter a maximum of 10 alphanumeric characters.

Description Specifies the description for the WHT revenue type.

Sequence Specifies the sequence in which you want to group the

revenue types. For example, a revenue type with
sequence 0 will be displayed before sequence 1.

3. Choose the OK button.

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
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.

To set up vendors without ABN for calculating the withholding tax

1. Choose the icon, enter Vendors, and then choose the related link.
2. Choose the required vendor, and then choose the Edit action.
3. On the Vendor Card page, make sure the ABN field and the Foreign Vend field are empty.
4. Choose the OK button.

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
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.

To calculate and post withholding tax settlements

1. Choose the icon, enter Calc. and Post WHT Settlement, and then choose the related link.
2. Fill in the fields as described in the following table.

FIELD DESCRIPTION

Starting 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.

Posting Date The posting date of the WHT settlement entries.

Document No. The document number of the WHT settlement entries.

Description The WHT settlement description.

Settlement Account Type The settlement account type.

Settlement Account The account number based on the account type selected
in the Settlement Account Type field.

Rounding G/L Account The account to which the truncated amount is to be

posted.

Show WHT Entries Select to view the withholding tax entries for the specified
period.

Post Select to post the WHT settlement entries.

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
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 Entry 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.

To view withholding tax entries

1. Choose the icon, enter G/L Registers, and then choose the related link.
2. Select the general ledger register for which you want to view WHT entries, and then choose the WHT Entry
action.
You can view the posted WHT entries on the WHT Entry page.

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
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.

To view a posted sales tax invoice

1. Choose the icon, enter Posted Sales Tax Invoice, and then choose the related link.
2. View the FastTabs as described in the following table.

FASTTAB DESCRIPTION

General General information about the invoice.

Posted Sales Tax Inv. Subform Posted sales tax invoice information.

Invoicing Invoice information.

Shipping Shipping information.

Foreign Trade Foreign trade information.

3. Choose the OK button.

See Also
View Posted Tax Credit Memos
 View Posted Tax Credit Memos
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.

To view a posted sales tax credit memo

1. Choose the icon, enter Posted Sales Tax Credit Memo, and then choose the related link.
2. View the FastTabs as described in the following table.

FASTTAB DESCRIPTION

General General information about the credit memo.

Posted Sales Tax Cr. Memo Sub Posted sales tax credit memo information.

Invoicing Invoice information.

Shipping Shipping information.

Foreign Trade Foreign trade information.

3. Choose the OK button.

See Also
View Posted Tax Invoices
View Withholding Tax Entries
 Set Up Goods and Services Tax Posting
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.

To set up goods and sales tax posting

1. Choose the icon, enter VAT Posting Setup, and then choose the related link.
2. Fill in the fields as described in the following table.

FIELD DESCRIPTION

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.

For example, you can group a number of VAT posting

setups that have a common VAT percentage.

VAT % Specifies the VAT rate.

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.

If you have selected the Reverse Charge VAT option in

the VAT Calculation Type field, then do not enter a
value in this field.

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.

You can enter a value in this field only if you have selected
the Reverse Charge VAT option in the VAT Calculation
Type field.

3. Choose the OK button.

See Also
Australian Local Functionality Print Goods and Service Tax Settlement Reports
 Calculate Goods and Services Tax on Prepayments
2 minutes to read • Edit Online

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 noncash 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.

To calculate GST on prepayments

1. Choose the icon, enter General Ledger Setup, and then choose the related link.
2. Select the Full GST on Prepayment check box to calculate GST for the total invoice amount when a
prepayment invoice is posted.
3. Choose the OK button.

See Also
Invoicing Prepayments
Australia Local Functionality
 Adjust Settlement Exchange Rates for VAT Entries
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.

To adjust settlement exchange rates for VAT

1. Choose the icon, enter Adjust Settlement Exch. Rates, and then choose the related link.
2. Fill in the fields as described in the following table.

FIELD DESCRIPTION

Settlement Period Specifies the start date of the settlement period.

Ending Date Specifies the end date of the settlement period.

Posting Description Specifies the posting description.

Document No. Specifies the document number for which you want to
settle VAT entries.

Posting Date Specifies the posting date of the document.

Use Daily Settlement Exch. Rate Select if you want to use the daily settlement exchange
rate.

3. Choose the OK button.

The VAT entries are adjusted, and you can view them in the VAT Register report.
 Print Goods and Service Tax Settlement Reports
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.
To print a goods and service tax settlement
1. Choose the icon, enter Calculate GST Statement, and then choose the related link.
2. Fill in the fields as described in the following table.

FIELD DESCRIPTION

Settlement Account Type The settlement account type.

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.

Posting Date The posting date for the settlement entries.

Document No. The document number of the settlement entries.

Description The settlement description.

Post Select to post the withholding tax settlement entries.

Inter Company Select if the posting is intercompany.

3. Select the appropriate filters.

4. Choose the Print button to print the report, or choose the Preview button to view it on the screen.

See Also
Set Up Goods and Service Tax Posting
Australian Local Functionality
 Compare Bank Cash Flow
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.

To compare bank cash flow

1. Choose the icon, enter Bank Detail Cashflow Compare, and then choose the relevant link.
2. Fill in the fields as described in the following table.

FIELD DESCRIPTION

Compare Start Date Specifies the start date for the comparison.

Compare End Date Specifies the end date for 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
2 minutes to read • Edit Online

You can create check installments for postdated 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.

To create a check installment

1. Choose the icon, enter Post Dated checks-Purchases, and then choose the relevant link.
2. Select the relevant check, and then choose the Edit action.
3. On the Post Dated Checks-Purchase page, choose the Create Check Installments action.
4. Fill in the fields as described in the following table.
5.

FIELD DESCRIPTION

No. of Installments Specifies the number of installments into which the

postdated check will be divided.

Interest % Specifies the percent of interest.

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.

Start 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.

6. Choose the OK button.

The installment checks are created and displayed on the Post Dated Checks-Purchases page.

See Also
Australia Local Functionality
 Electronic Funds Transfer (EFT)
2 minutes to read • Edit Online

You can pay vendors using the electronic funds transfer (EFT) system in Australia.

Setting up Electronic Funds Transfer in Business Central

Business Central can export EFT files that you can then upload to your bank’s website for additional processing. To
submit EFT files, you must set up the following information:
You must add EFT information to the bank account or bank accounts that you will use to pay vendors
electronically. The EFT-specific fields are on the Bank Account page.
For those vendors that you want to pay electronically, you must select the EFT Payment check box and specify
the vendor bank account in the EFT Vendor Bank Account Code field on the Vendor page.
When you have set up bank accounts and vendors, you can create EFT files that are based on entries in the
payment journal. When you create an EFT file, an entry is made in the EFT Register table. On the EFT Register
page, you can drill down to see the vendor ledger entries for the EFT file. On the Payment Journal page, you can
also import existing EFT register entries to the payment journal by using the Transfer EFT Register batch job.

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 Export 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
2 minutes to read • Edit Online

The Bank Account Reconciliation report displays open bank ledger entries as unpresented checks or
unrecorded deposits.

To print a bank account reconciliation report

1. Choose the icon, enter Reconciliation, and then choose the related link.
2. Select the New Page per Bank Account check box.
3. Select appropriate filters.
4. 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
2 minutes to read • Edit Online

The Deposit Slip report displays cash and check details in a format required by the bank.

To print a deposit slip report

1. Choose the icon, enter Cash Receipt Journals, and then choose the related link.
2. Select the Bank journal.
3. Choose the Edit Journal action.
4. On the Cash Receipt Journal page, choose the Print Deposit Slip action.
5. 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
Australia Local Functionality
 Set Up Business Units for Business Activity Statements
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.

To set up a general ledger for a business activity statement

1. Choose the icon, enter General Ledger Setup, and then choose the related link.
2. Fill in the required fields as described in the following table.

FIELD DESCRIPTION

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.

3. Choose the OK button.

To set a business unit for a business activity statement

1. Choose the icon, enter BAS Business Units, and then choose the related link.
2. Fill in the fields as described in the following table.

FIELD DESCRIPTION

Company Name Specify the name of the company that will be added to the
group company's business activity statement.

Document No. Specify the BAS document number that has to be

consolidated. This field is associated with the BAS Version
field.

BAS Version Specify the BAS version number in which the transaction
was included. This field is associated with the Document
No. field.
3. Choose the OK button.

See Also
Australian Local Functionality
 Print Balance Sheet Reports
2 minutes to read • Edit Online

You can 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.
To print a balance sheet report
1. Choose the icon, enter Balance Sheet, and then choose the relevant link.
2. On the Balance Sheet page, on the Options FastTab, fill in the fields as described in the following table.

FIELD DESCRIPTION

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
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.

To print the income statement report

1. Choose the icon, enter Income Statement, and then choose the relevant link.
2. On the Income Statement page, fill in the fields as described in the following table.

FIELD DESCRIPTION

Amounts in whole Specifies the nearest unit to which the amount must be
rounded.

Show Amounts in Add. Reporting 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
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
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
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.

To determine sales tax by cost plus percentage

1. Choose the Receivables action.
2. Choose the Customers action.
3. Open the card for a relevant customer.
–or–
Choose the New action.

NOTE
For a new customer, in the No. field, enter the customer number.

4. To open the Sales Prices page, choose the Prices action.

5. In the General section, fill in the fields as described in the following table.

FIELD DESCRIPTION

Sales Type Filter Select one of the following options:

- Customer
- Customer Price Group
- All Customers
- Campaign
- None

Sales Code Filter The sales code.

Item No. Filter The item number.

Starting Date Filter The starting date.

Currency Code Filter The currency code.

6. Enter information into the relevant fields.

7. To send the details to a recipient, choose the Send To action, and then select one of the following formats:
Recipient as Attachment
Microsoft Word
Microsoft Excel
8. Choose the OK button.

See Also
Australia Local Functionality
 Australian Business Numbers and Adjustment Notes
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
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.

To enter Australian business numbers

1. Choose the icon, enter Company Information or Vendors, and then choose the related link.
2. Select the required company or vendor.
3. Expand the Registration FastTab.
4. In the ABN field, enter the ABN.
5. In the ABN Division Part No. field, enter the division part number of the ABN, if applicable.
6. Choose the OK button.

See Also
Australian Business Numbers and Adjustment Notes
Australia Local Functionality
 Austria Local Functionality
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

Start a free trial!

 Create a VAT Statement
2 minutes to read • Edit Online

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.

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.

To create a VAT statement

1. Choose the icon, enter VAT Statement AT, and then choose the related link.
2. Fill in the fields as described in the following table.

FIELD DESCRIPTION

Starting Date Specifies the start date of the VAT period.

Ending Date Specifies the end 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.

Reporting 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.

Round to Whole Numbers Select to round amounts to whole numbers.

Surplus Used to Pay Dues Select to use a potential surplus to cover other charges.

Additional Invoices sent via Mail Select if you will send additional information.

Number §6 Abs. 1 Specify the number according to §6 section 1 if you want

to claim tax-free revenues without input tax reduction.

3. Choose the OK button.

4. When prompted, choose to save or open the generated XML file and FDF file.
If your VAT statement does not contain errors, you can now submit the FDF file to the tax authorities. For more
information, see the Finanz-Online portal.

See Also
VAT Reporting
 VAT Reporting
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.

REPORT DESCRIPTION

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 Report 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
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.

To print the vendor payments list report

1. Choose the icon, enter Vendor Payments List, and then choose the related link.
2. Fill in the fields as described in the following table.

FIELD DESCRIPTION

Sorting 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.

Layout Specifies the layout of the report.

The results can be displayed in the following layouts:

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.

At the end of the report, the number of processed payments is displayed.

See Also
Making Payments
 Delivery Reminders
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.
For more information, see Set Up Delivery Reminder Terms, Levels, and Text.
After you have set up the delivery terms, you must assign the delivery reminder term codes to vendors. For more
information, see Assign Delivery Reminder Codes to Vendors.
You can create delivery reminders manually or automatically. You can use the Create Delivery Reminder batch
job to create delivery reminders automatically. This batch job allows you to select the purchase orders for which
delivery reminders must be created. For more information, see Generate Delivery Reminders.
You can also track documents in relation to purchase order lines and sales order lines.
Business Central provides the following reports:
Issued Delivery Reminder - To view the delivery reminders for vendors.
Delivery Reminder - Test - To verify the delivery reminders before you issue them.
For more information, see Print Test Reports for Delivery Reminders.

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
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.

To set up delivery reminders

1. Choose the icon, enter Purchases & Payables Setup, and then choose the related link.
2. In the Default Del. Rem. Date Field field, specify one of the options described in the following table.

OPTION DESCRIPTION

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.

3. Fill in additional fields as described in the following table.

|Field|Description|
|---------------------------------|---------------------------------------|
|**Delivery Reminder Nos.**|The number series code for delivery reminders.|
|**Issued Delivery Reminder Nos.**|The number series code for issued delivery reminders.|

4. Choose the OK button.

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
2 minutes to read • Edit Online

To create delivery reminders, you must set up the following:

Delivery reminder terms
Delivery reminder levels
Delivery reminder text messages
Each delivery reminder term has two or more delivery reminder levels, and for each delivery reminder level, you
can specify text that will be part of the delivery reminder.
For more information, see Delivery Reminders.

To set up delivery reminder terms

1. Choose the icon, enter Delivery Reminder Terms, and then choose the related link.
2. Choose the New action.
3. Fill in the fields as described in the following table.

FIELD DESCRIPTION

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 Delivery Reminders The maximum number of delivery reminders that can be
created for an order.

NOTE: This is the maximum number across all reminder

levels for this reminder term. For example, if you have set
up three levels, and you set Max. No. of Delivery
Reminders to 5, the first reminder is created at level 1,
the second at level 2, and the last three at level 3.

4. Choose the OK button.

To add delivery reminder levels to a delivery reminder term

1. On the Delivery Reminder Terms page, select the delivery reminder term for which you want to set up
levels, and then choose the Levels action.
2. Choose the New action.
3. Fill in the fields as described in the following table.

FIELD DESCRIPTION

No. The delivery reminder level number. This field is filled in

automatically.
 FIELD DESCRIPTION

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.

4. Choose the OK button.

For each delivery reminder level, you can define text messages that are added to the delivery reminder. You can
define beginning text that is added before the description of the overdue purchase order, and ending text that is
added after the description of the overdue purchase order.
The following procedure describes how to set up beginning text messages, but the same steps apply for setting
up ending text messages.

To set up delivery reminder text messages

1. On the Delivery Reminder Levels page, select a level, and then choose the Beginning Text action.
2. Choose the New action.
3. In the Description field, enter the beginning text message for the delivery reminder.
4. Choose the OK button.

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
2 minutes to read • Edit Online

In order to enable delivery reminders for overdue purchases, you must assign delivery reminder terms to
vendors. For more information, see Delivery Reminders.

To assign delivery reminder codes to vendors

1. Choose the icon, enter Vendors, and then choose the related link.
2. Select the vendor for whom you want to set up delivery reminders, and then choose the Edit action.
3. In the Delivery Reminder Terms field, select a delivery reminder terms code for the vendor.
4. Choose the OK button.

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
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.
For more information, see Create Delivery Reminders Manually.

NOTE
To create delivery reminders, you must set up the delivery reminder properties. For more information, see Set Up Delivery
Reminders.

To generate delivery reminders for all overdue deliveries

1. Choose the icon, enter Delivery Reminder, and then choose the related link.
2. Choose the New action.
3. On the Delivery Reminder page, choose the Create Delivery Reminder action.
4. Select the appropriate filters.
5. Choose the OK button.
If there are overdue deliveries that match the filters that you have set, delivery reminders are created. You can now
issue and print the delivery reminders.

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
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.
For more information, see Generate Delivery Reminders.

NOTE
To create delivery reminders, you must set up the delivery reminder properties. For more information, see Set Up Delivery
Reminders.

To create a delivery reminder manually

1. Choose the icon, enter Delivery Reminder, and then choose the related link.
2. Choose the New action.
3. On the Delivery Reminder page, fill in the fields as described in the following table.

FIELD DESCRIPTION

No. The unique identification number for the delivery

reminder.

Vendor No. The number of the vendor for whom you want to post
the delivery reminder.

When you select the vendor number, the Name,

Address, Post Code/City, and Contact fields are filled in
automatically.

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. For more information, see Set Up Delivery Reminder
Terms, Levels, and Text.

Reminder Terms Code Specify the delivery reminder terms code that is set up
for the vendor.

Due Date The due date for the delivery reminder.

4. Choose the Suggest Reminder Lines action.

If there are overdue deliveries from the specified vendor, these are added to the delivery reminder.
5. Choose the OK button.
The delivery reminder is created. You can now issue and print the delivery reminder.

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
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. For more information, see Print Test
Reports for Delivery Reminders.
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.

To issue delivery reminders

1. Choose the icon, enter Delivery Reminder, and then choose the related link.
2. On the Delivery Reminder page, select the delivery reminder that you want to issue, and then choose
the Edit action.
3. Choose the Issue action.
4. On the Issue Delivery Reminder page, fill in the fields as described in the following table.

FIELD DESCRIPTION

Print Select to print the delivery reminders when they are

issued.

Replace Posting Date Select to replace the existing posting date for the delivery
reminder.

Posting Date The posting date for the delivery reminder.

This posting date is used for all delivery reminders if you

have selected the Replace Posting Date check box. If
the Replace Posting Date check box is cleared, this date
will be used for only those delivery reminders for which a
posting date is not available.

5. Optionally, on the Delivery Reminder Header FastTab, select the appropriate filters.

NOTE
You can remove filters and issue all delivery reminders at the same time.

6. Choose the OK button.

You can view the issued reminders on the Issued Delivery Reminder page. Optionally, you can now print a
delivery reminder.

To view delivery reminder ledger entries

1. Choose the icon, enter Purchase Orders, and then choose the related link.
2. Select the purchase order for which you want to view the reminder status, and then choose the Edit action.
3. Choose the Deliv. Reminder Ledger Entries action.
On the Deliv. Reminder Ledger Entries page, you can view the delivery reminder ledger entries for the
selected purchase order.

See Also
Delivery Reminders
Generate Delivery Reminders
Create Delivery Reminders Manually
 Print Test Reports for Delivery Reminders
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.

To print test reports before issuing delivery reminders

1. Choose the icon, enter Delivery Reminder, and then choose the related link.
2. On the Delivery Reminder List page, choose the Delivery Reminder - Test action.
3. On the Delivery Reminder - Test page, set a filter if you want to print only selected delivery reminders.
4. Choose the Print button to print the report, or choose the Preview button to view it on the screen.

See Also
Delivery Reminders
Generate Delivery Reminders
Issue Delivery Reminders
 Print General Ledger Setup Information
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.

To print general ledger setup information

1. Choose the icon, enter G/L Setup Information, and then choose the related link.
2. In the Setup Information field, select the master data area as described in the following table.

OPTION DESCRIPTION

G/L Setup - Company Data - Consolidation Displays tables for general ledger setup, company
information, and business units.

Posting Groups Displays customer posting group tables, vendor posting

group tables, inventory posting group tables, and bank
account posting group tables.

Posting Matrix Displays general business posting group tables, general

product posting group tables, and general posting group
tables.

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.

Check Number Series Select to provide an overview of the use of number series
so that you can identify number series that are
problematic for the data export for the Grundsätze zum
Datenzugriff und zur Prüfbarkeit digitaler Unterlagen
(GDPdU). The report will show number series with one of
the following issues:

- The number series allows manual document numbers.

- The number series is not chronological.
- The number series is used in more than one table or
field.

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
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
Manage Electronic Payment Lines Available Now
Manually Transfer and Post CODA Statements Available Now
Print Payment Files Available Now
SEPA Payments Available Now
Activate SEPA Payments Available Now
File Non-Euro SEPA Payments Available Now
File 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

Start a free trial!

 Belgian VAT
2 minutes to read • Edit Online

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
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.

To set up the non-deductible VAT percentage

1. Choose the icon, enter Chart of Accounts, and then choose the related link.
2. Select a general ledger expense account that requires the partial deduction, and then choose the Edit action.
3. Enter the amount in % Non deductible VAT field.
4. Choose the OK button.

See Also
Belgian VAT
Print Periodic VAT Reports
 Make Manual Corrections to VAT
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.

To make manual corrections to VAT

1. Choose the icon, enter VAT Statement Preview, and then choose the related link.
2. Select the line that needs to be corrected. You can make the VAT correction on both the Row Totaling and
VAT Entry Totaling row Type.
3. To make the correction, choose the Correction Amount field. The Manual VAT Correction List page
opens.
4. Choose the Edit List action. On the Manual VAT Correction List page, fill in the fields as described in the
following table.

FIELD DESCRIPTION

Posting Date Enter the posting date of the VAT correction.

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.

The field is automatically calculated, based on the contents

of the Amount field and the current exchange rate.

5. Choose the OK button.

6. Refresh the VAT Statement Preview page to see your corrections.
7. To view a report related to the preview of the VAT information, choose one of the following actions:

ACTION DESCRIPTION

Detailed Report Opens the VAT Statement report. For more information,
see VAT Statement.

Form/Intervat Declaration Opens the VAT – Form report.

The Form/Intervat Declaration report is based on the

VAT Statement template that is defined in the general
ledger setup. Therefore, it might export data that is not
the same as what is shown on the VAT Statement
Preview page.
 ACTION DESCRIPTION

Declaration Summary Report Opens the VAT Statement Summary report.

See Also
Belgian VAT
Print Periodic VAT Reports
Set Up Non-Deductible VAT
 Print Periodic VAT Reports
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)

To print the monthly/quarterly declaration

1. Choose the icon, enter Form/Intervat Declaration, and then choose the related link.
2. On the VAT – Form page, fill in the fields.

FIELD DESCRIPTION

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").

Minimum Amount Enter the customer's minimum year balance to be

included in the report. If the yearly balance of the
customer is less than the minimum amount, the customer
will not be included in the declaration.

Include Customers From Select to include customers from all countries/regions or

from a specific country/region in the report.

Country/Region Select the country/region to include in the report.

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.

To print the VAT annual listing on disk

1. Choose the icon, enter Annual Listing – Disk, and then enter the related link.
2. On the VAT Annual Listing – Disk page, fill in the fields as described in the following table.

FIELD DESCRIPTION
 FIELD DESCRIPTION

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").

Minimum Enter the customer's minimum year balance to be

included in the report.

If the yearly balance of the customer is less than the

minimum amount, the customer will not be included in
the declaration.

Test Declaration Specifies if you want to create a test declaration.

If selected, an attribute test is written to the file that uses

value 1, which indicates that this is a test file. If you want
to test the XML file before sending it, you can upload this
file to the Intervat site. The file is then validated without
being stored on the server, and you receive a notification
if the file is valid. Also, the unique sequence number in the
XML file is not increased when a test declaration is
created, which means that you can create as many
internal test declarations as you want.

Add Representative Specifies if you want to include the VAT declaration

representative.

A representative is a person or an agency that has license

to make a VAT declaration for your company.

ID Enter the ID of the representative who is responsible for

making the VAT declaration.

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.

To print the VAT-VIES declaration report to disk

1. Choose the icon, enter the VAT – Vies Declaration Disk, and then choose the related link.
2. Enter the required information, and choose the OK button to start the batch job, which will create a .xml file.
For more information, see VAT- VIES Declaration Disk.
3. If you have to make a correction, Choose the icon, enter VAT – VIES Correction, and then choose the
related link.
4. Choose the Edit List action, and then enter the information that has to be adjusted. Choose the OK button.

See Also
Belgian VAT
Set Up Non-Deductible VAT
 Set Up Belgian Tariff Numbers
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.

FIELD DESCRIPTION

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 Supplementary Units is selected.

Unit of Measure Enter the unit of measure for the tariff number. The field is
available when Supplementary Units is selected.

Weight Mandatory Select this field to show the weight of the items.

4. Choose the OK button.

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
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.

Submitting the Intrastat Report

In Business Central, you can export the Intrastat declarations to a file that you can then submit to the OneGate
portal. For more information, see Export Intrastat Third-Party Declararations.

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
2 minutes to read • Edit Online

The Intrastat establishment number is a company identification number that is printed on the Intrastat
declaration.

To set up an Intrastat establishment number

1. Choose the icon, enter Company Information, and then choose the related link.
2. Enter the Intrastat establishment number in the Intrastat Establishment No. field.
3. Choose the OK button.

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
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.

To print the Intrastat form report

1. Choose the icon, enter Intrastat – Form, and then choose the related link.
2. Fill in the fields as described in the following table.

FIELD DESCRIPTION

Name Enter the company name.

Address Enter the address.

Post Code + City Enter the postal code and the city.

Contact Enter the name of the contact person.

Telephone Enter the telephone number of the contact person.

Telefax Enter the telefax number.

International VAT number Enter the international VAT registration number.

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.

Message Enter a message to be printed on the Intrastat

declaration, such as "regular declaration" or "replacement
declaration".

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
2 minutes to read • Edit Online

In Business Central, there are two types of declaration:

Simplified declaration
Extended declaration
The type of declaration depends on the amount of shipped or received goods. To determine the type of
declaration that you should use, visit the National Bank of Belgium website.
When using the extended declaration, you will also need to set up an Incoterm in Intrastat Declaration for each
shipping method. If you do not see the Incoterm in Intrastat Decl. field on the Shipment Method page, you
might need to customize the page and add the field.

To set up declaration types

1. Choose the icon, enter General Ledger Setup, and then choose the related link.
2. Select the Simplified Intrastat Decl. check box to set up a simplified declaration type. Clear this field to use
extended declaration.
3. Choose the OK button.

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
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.

To export the third-party declaration

Before you export the file, it's a good idea to preview the report. For more information, see Print the Intrastat
Form Report.
1. Choose the icon, enter Intrastat Journals, and then choose the related link.
2. Choose the Create File action.
3. Fill in the fields as described in the following table.

FIELD DESCRIPTION

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 party 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 Country/Region of Origin Code and Partner ID
fields from the Intrastat Journal.

Enterprise No./VAT Reg. No. Enter the enterprise or VAT registration number.

4. Choose the OK button.

Next, submit the declaration to the OneGate portal.

See Also
Belgian Intrastat Reporting
Set Up Declaration Types
Set Up Belgian Tariff Numbers
Set Up Intrastat Establishment Numbers
Print the Intrastat Form Report
 Set Up Bank Accounts for CODA
2 minutes to read • Edit Online

Before you can start to use the electronic banking functionality for CODA statements, you must set up the
following codes:
Protocol number
Version code
IBLC/BLWI codes - For more information, see Set Up IBLC -BLWI Transaction Codes.

To set up protocol numbers and version codes

1. Choose the icon, enter Bank Accounts, and then choose the related link.
2. Choose the Edit action.
3. Fill in the fields as described in the following table.

FIELD DESCRIPTION

Protocol No. Enter the protocol number that is used by the CODA
system to import coded bank account statements.

Version Code Enter the version code used by the CODA system to
import coded bank account statements.

4. Choose the OK button.

See Also
CODA Bank Statements
Set Up IBLC -BLWI Transaction Codes
Import CODA Statements
 Apply CODA Statements
2 minutes to read • Edit Online

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.

To manually apply the CODA statement lines

1. Choose the icon, enter Bank Accounts, and then choose the related link.
2. Select the bank account, and then choose the CODA Statements action.
3. Select the CODA statement, and then choose the Edit action.
4. For each statement line, fill in the fields as described in the following table.

FIELD DESCRIPTION

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.

Description Business Central automatically retrieves the description

from the imported CODA file, but you can modify the
contents of this field.

5. Choose the OK button.

To automatically apply the CODA statement lines

1. Choose the icon, enter Bank Accounts, and then choose the related link.
2. Select the bank account, and then choose the CODA Statements action.
3. Select the CODA statement, and then choose the Edit action.
4. Choose the Process CODA Statement Lines action.
5. Fill in the fields as described in the following table.

FIELD DESCRIPTION

Default Posting Select if you want the batch job to post statement
amounts that cannot be linked to existing ledger entries.

Print List Select to print a list of statement amounts that cannot be

linked automatically.
6. Choose the OK button.
When you start the batch job, statement amounts will be applied to existing ledger entries based on the
transaction codes. 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
Import CODA Statements
Create Financial Journals
Automatically Transfer and Post CODA Statements
Manually Transfer and Post CODA Statements
 Automatically Transfer and Post CODA Statements
2 minutes to read • Edit Online

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.

To automatically transfer statement lines

1. Choose the icon, enter Bank Accounts, and then choose the related link.
2. Select the bank account, and then choose the CODA Statements action.
3. Select the CODA statement, and then choose the Edit action.
4. Choose the Transfer to General Ledger action.
5. Choose the Yes button.
The batch job will now transfer the CODA statement lines to the financial journal.
After transferring the statement lines to the journal, you can post the statement lines in the corresponding
financial journal.

See Also
CODA Bank Statements
Import CODA Statements
Apply CODA Statements
Create Financial Journals
Manually Transfer and Post CODA Statements
 CODA Bank Statements
2 minutes to read • Edit Online

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.

Applying Statement Lines

When you have imported a CODA statement, you can apply the statement lines to existing ledger entries, based
on the information in the Transaction Coding table.
If the transaction coding of the statement line is not found, Business Central will stop processing and continue
with the next statement line. If you select the Default Posting field, the statement line will be used as a default
posting.
If the transaction coding of the statement line is found, the statement lines will be matched to the following
account types and corresponding account numbers:
General ledger - If the account type is a general ledger account, the statement line is posted on the
corresponding general ledger account.
Customer or vendor - If the account type is customer or vendor, a matching customer or vendor ledger
entry is found based on the following criteria:
If a ledger entry is found using the standard format, the ledger entry will be matched to the
statement line, and the application status will be set to Applied. If the ledger entry does not use the
standard format, the bank account number of the customer or vendor is used to find the customer
or vendor.
If no ledger entry with a matching remaining amount is found, the customer or vendor account is
used, and the application status will be set to Partly Applied.
If the bank account number is used to find the customer or vendor, a matching ledger entry is found
based on the amount of the statement line. If the amount is found, the statement line is matched to
the corresponding ledger entry, and the application status will be set to Applied.
If the bank account number cannot be used to find the customer or vendor, Business Central will
either stop processing the current line or use the line as a default posting, before continuing with the
next statement line.
You can run the process as many times as you like. Only statement lines with a blank application status will be
applied.
When you have applied all statement lines to a general ledger account or to a matching customer ledger entry or
vendor ledger entry, you are ready to post the CODA statement lines. For more information, see Automatically
Transfer and Post CODA Statements.

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
 Belgian Electronic Banking
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
 Set Up Electronic Banking
2 minutes to read • Edit Online

With electronic banking, you can make electronic payments to domestic, international, SEPA, and non-Euro SEPA
vendors and customers. Before you can use electronic banking, you must set up the following information:
Electronic banking setup.
IBLC/BLWI codes - For more information, see Set Up IBLC -BLWI Transaction Codes.

To set up electronic banking

1. Choose the icon, enter Electronic Banking Setup, and then choose the related link.
2. On the Electronic Banking Setup page, fill in the fields as described in the following table.

FIELD DESCRIPTION

Summarize Gen. Jnl. Lines Select to indicate if you want to group the payment
journal lines for each vendor.

Cut off Payment Message Texts Select to indicate if you want to truncate long payment
messages. Messages will be truncated if greater than 106
characters for domestic payments and less than 140
characters for international payments.

3. Choose the OK button.

See Also
Isabel website
Belgian Electronic Banking
Belgian Electronic Payments
Set Up IBLC -BLWI Transaction Codes
Set Up Vendors for Automatic Payment Suggestions
Generate Payment Suggestions
Create Payment Journal Templates and Batches
Test Electronic Payments
Manage Electronic Payment Lines
Print Payment Files Summarizing Payment Lines and General Journal Lines
 Set Up Export Protocols
2 minutes to read • Edit Online

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.

CHECK OBJECT ID EXPORT OBJECT ID

2000002 Check Domestic Payments Report 2000001 File Domestic Payments

2000003 Check International Payments Report 2000002 File International Payments

2000004 Check SEPA Payments Report 2000005 File SEPA Payments

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, select XMLport 1000 (SEPA pain.001.001.03 Payments)
another option.

After you have set up export protocols, you can use them in your electronic banking payment journals.

To set up an export protocol

1. Choose the icon, enter Export Protocols, and then choose the related link.
2. Choose the New action.
3. On the Export Protocols page, fill in the fields as described in the following table.

FIELD DESCRIPTION

Code Specify a code that uniquely identifies the export protocol.

Description Specify a description for the export protocol entry. You

can enter a maximum of 50 characters, both numbers and
letters.

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.
 FIELD DESCRIPTION

Check Object ID Specify the identification number of the codeunit that you
want to use to perform a check on the object before the
payment file is exported.

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.

Export Object Type Specify the type of the object that defines the export
format of the payment file export. After you select the
Export Object ID, this field will display the Export Object
Type.

NOTE: To set the export protocol up for SEPA

pain.001.001.03, select XMLPort.

Export Object ID Specify the identification number of the object that defines
the export format of the payment file export. For example,
if you select 2000002, the export format for the payment
file will be File International Payments.

NOTE: To set up the export protocol for SEPA

pain.001.001.03, select XMLport 1000.

Export No. Series Specify the number series that is used to assign
identification numbers to the payment file export.

4. Choose the OK button.

See Also
Belgian Electronic Payments
Create Payment Journal Templates and Batches
Test Electronic Payments
 Belgian Electronic Payments
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.

ELECTRONIC PAYMENT DESCRIPTION

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.

International These payments are either in foreign currencies or in LCY and

are processed by a local financial institution for beneficiaries
who have accounts that have foreign financial institutions.
The validity of the bank account numbers will not be verified
by Business Central.

SEPA These payments are in euro and are processed in

countries/regions that accept SEPA payments. 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.

Correcting Payment Lines

You must correct all errors before you can post the electronic payment lines. You can correct payment lines in the
following ways.

CORRECTION DESCRIPTION
 CORRECTION DESCRIPTION

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.

For more information, see Manage Electronic Payment Lines.

See Also
Belgium Local Functionality
Belgian Electronic Banking
Set Up Electronic Banking
Set Up IBLC -BLWI Transaction Codes
Set Up Vendors for Automatic Payment Suggestions
Generate Payment Suggestions
Create Payment Journal Templates and Batches
Test Electronic Payments
Manage Electronic Payment Lines
Print Payment Files
 Set Up IBLC-BLWI Transaction Codes
2 minutes to read • Edit Online

In order to process electronic payments, you must set up transaction codes according to the requirements of the
Belgian-Luxembourg Exchange Institute. These are international identification codes for the different types of
payment transactions. The IBLC/BLWI codes are used only for international payments.

To set up IBLC/BLWI transaction codes

1. Choose the icon, enter IBLC/BLWI Transaction Codes, and then choose the related link.
2. Choose the New action.
3. Enter the Transaction Code and Description.
4. Choose the OK button.

See Also
Belgian Electronic Banking
Set Up Electronic Banking
Set Up Bank Accounts for CODA
 Set Up Vendors for Automatic Payment Suggestions
2 minutes to read • Edit Online

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.

To set up a vendor to be included in the payment suggestion batch

1. Choose the icon, enter Vendors, and then choose the related link.
2. On the Vendors page, select a relevant vendor, and then choose the Edit action.
3. Select the Suggest Payments check box.
If this field is not selected, no payment suggestions will be generated for the vendor.
4. Choose the OK button.

See Also
Belgian Electronic Banking
Belgian Electronic Payments
Set Up Electronic Banking
Set Up IBLC -BLWI Transaction Codes
Generate Payment Suggestions
Create Payment Journal Templates and Batches
Test Electronic Payments
Manage Electronic Payment Lines
Print Payment Files
 Create Payment Journal Templates and Batches
2 minutes to read • Edit Online

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.

To create a payment journal template

1. Choose the icon, enter Payment Journal Templates, and then choose the related link.
2. Choose the New action.
3. On the EB Payment Journal Templates page, fill in the fields as described in the following table.

FIELD DESCRIPTION

Name Enter the unique name for the payment journal template
that you are creating.

Description Enter a description of the payment journal template.

Bank Account Select the bank account that will be used when you create
a payment suggestion.

Reason Code Select the reason code that will be used on all the journal
batches and lines that are created by using the journal
template. If you want to use a different reason code on a
journal line, you can manually change it.

Source Code Select the source code that will be used on all the journal
batches and lines that are created by using the journal
template.

4. Choose the OK button.

To add payment journal batches to the journal template

1. On the Payment Journal Templates page, choose the Batches action.
2. On the Paym. Journal Batch page, fill in the fields as described in the following table.

FIELD DESCRIPTION

Journal Template Name Specify a journal template name for the payment journal
batch.
 FIELD DESCRIPTION

Name Enter a unique name for the journal batch.

NOTE: To have the journal name update numerically,

include a number in the journal batch name. For example,
the name KBC1 will increment by one number with every
posting to KBC2, KBC3, and so on.

Description Enter a description for the journal batch.

Reason Code Specifies the reason code that is linked to this journal
batch.

Status Specifies the status of the batch.

3. Choose the OK button.

See Also
Belgian Electronic Payments
Set Up Electronic Banking
Set Up IBLC -BLWI Transaction Codes
 Test Electronic Payments
2 minutes to read • Edit Online

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 Export Check Error Logs page.

IMPORTANT
You have to correct all errors before you can post the lines.

To test payment journal lines

1. Choose the icon, enter Payment Journals, and then choose the related link.
2. In the Batch Name field, select the required journal batch.
3. In the Export Protocol field, select the export protocol.
4. Enter the payment journal line information, and then choose the Check Payment Lines action to validate the
payment journal lines. The validation that is performed on the journal lines depends on the type of check that
is specified on the Export Protocols page.

See Also
Belgian Electronic Payments
Set Up Vendors for Automatic Payment Suggestions
Generate Payment Suggestions
Print Payment Files
 Generate Payment Suggestions
2 minutes to read • Edit Online

After you have set up electronic banking, you can start generating payment suggestions. You can do this in the
payment journal.

To generate payment suggestions

1. Choose the icon, enter Payment Journals, and then choose the related link.
2. Select the appropriate journal batch, and then choose the Suggest Vendor Payments action.
3. On the Suggest Vendor Payments EB page, fill in the fields as described in the following table.

FIELD DESCRIPTION

Last Due Date Enter the last due date that can appear on the vendor
ledger entries to be included in the batch job.

Take Credit Memos Select to include outstanding credit memos for vendors.
The credit memos will be subtracted from the amount
due. When selecting credit memos, the due date is not
used.

Take Payment Discounts Select to include vendor ledger entries for which you can
receive a payment discount.

Payment Discount Date Enter the date that will be used to calculate a payment
discount.

Available Amount If there is a maximum amount available for payments,

you can enter it here. The batch job will then create a
payment suggestion based on this amount and the
priority of vendors.

Posting Date Enter the date that will appear as the posting date on the
lines that the batch job inserts in the payment journal.

4. Enter the filter criteria.

5. Choose the OK button to start the batch job.
When the batch job is finished, the payment journal contains all vendor ledger entries that match the filters.

See Also
Belgian Electronic Payments
Set Up Vendors for Automatic Payment Suggestions
Create Payment Journal Templates and Batches
Test Electronic Payments
Manage Electronic Payment Lines
Print Payment Files
 Import CODA Statements
2 minutes to read • Edit Online

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.

To import a CODA statement

1. Choose the icon, enter Bank Accounts, and then choose the related link.
2. Select the bank account, and then choose Import CODA File action.
3. Enter the name of the file to import, and then choose the OK button.
This imports the CODA statement. Next, you must process the CODA statement lines. For more information, see
Apply CODA Statements.

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
 Manage Electronic Payment Lines
2 minutes to read • Edit Online

You can have Business Central suggest payments automatically and then you can add more payments manually.
You can also edit or delete suggested payments. You must correct all errors before you can post the electronic
payment lines. The following procedure describes how to manually add or edit payment journal lines, but you can
also delete payment journal lines on the Payment Journal page.

To manage a payment journal line

1. Choose the icon, enter Payment Journals, and then choose the related link.
2. In the Batch Name field, select the required journal batch.
3. Select a journal line and enter the information as needed.
or -
To delete the selected line, choose the Delete action.
4. Choose the OK button.

See Also
Belgian Electronic Payments
Generate Payment Suggestions
Test Electronic Payments
 Manually Transfer and Post CODA Statements
2 minutes to read • Edit Online

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.

To manually transfer and post statement lines

1. Choose the icon, enter General Journal, and then choose the related link.
2. Select the journal, and then choose the OK button.
3. Enter the Statement Ending Balance field.
4. Manually enter each line of the statement.
5. Choose the Post action.

See Also
Belgian Electronic Banking
CODA Bank Statements
Import CODA Statements
Apply CODA Statements
Create Financial Journals
Automatically Transfer and Post CODA Statements
 Print Payment Files
2 minutes to read • Edit Online

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.

To print a payment file

1. Choose the icon, enter Payment Journal, and then choose the related link.
2. Fill in the fields as described in the following table.

FIELD DESCRIPTION

Batch Name Specify the batch name of the payment journal.

Bank Account Specify the bank account of the payment journal.

Export Protocol Specify the export protocol code of the payment journal
line. Export protocols control which payment file will be
generated in the payment journal.

You can have a mixture of export formats in a single

batch, such as domestic, international, SEPA, or a
combination of these. However, when exporting the
payment lines to a file, you can use only one export
format, or export protocol. Note: By defining the export
protocol, you also define the type of validation that will
be performed in the payment journal.

3. Choose the Check Payment Lines action.

The Export Check Error Logs page displays any errors that exist. If there are errors, you must fix them
before you can continue.
4. If there are no errors, choose the Export Payment Lines action.
The report that you specified in the Test Report ID field in the EB Payment Journal Templates will
open.
5. Choose the Print button.

See Also
Belgian Electronic Banking
Belgian Electronic Payments
Set Up Electronic Banking
Set Up IBLC -BLWI Transaction Codes
Set Up Vendors for Automatic Payment Suggestions
Generate Payment Suggestions
Create Payment Journal Templates and Batches
Test Electronic Payments
Manage Electronic Payment Lines
 SEPA Payments
2 minutes to read • Edit Online

The Single Euro Payments Area (SEPA) unifies payment methods in participating European countries. This makes
international payments as easy to process as domestic payments. Regardless of location, European citizens and
companies can make and receive payments in euros, whether within or across national borders, with the same
basic conditions, rights, and obligations.

See Also
Febelfin website
ISO 20022 website
Activate SEPA Payments
File SEPA Payments
File Non-Euro SEPA Payments
 Activate SEPA Payments
2 minutes to read • Edit Online

To submit vendor payments electronically in Single Euro Payments Area (SEPA) ISO 20022 payment format, you
must set up prerequisites for enabling SEPA payments.
The following procedures describe how to enable SEPA payment and set up vendor bank accounts.

To enable countries/regions for SEPA

1. Choose the icon, enter Countries/Regions, and then choose the related link.
2. Choose the Edit List action.
3. Select the SEPA Allowed check box for each country or region that you want to enable for SEPA.
4. Choose the OK button.

To enable bank accounts for SEPA

1. Choose the icon, enter Bank Accounts, and then choose the related link.
2. Select the bank account that you want to enable for SEPA, and then choose the Edit action.
3. In the Country/Region Code field, select the appropriate code.

NOTE
The specified country/region code must be enabled for SEPA as described in the previous procedure.

4. Enter a value in the Min. Balance field.

5. In the SWIFT Code field, enter a code.
6. Choose the OK button.

To set up vendor bank accounts for SEPA

1. Choose the icon, enter Vendors, and then choose the related link.
2. Select the relevant vendor, and then choose the Bank Accounts action.
3. Select the vendor bank account to set up for SEPA, and then choose the Edit action.
4. In the IBAN and SWIFT Code fields, enter the international bank identifier code of the bank where the vendor
has the account.
5. Choose the OK button.

See Also
SEPA Payments
File SEPA Payments
File Non-Euro SEPA Payments
Set Up Export Protocols
 File Non-Euro SEPA Payments
2 minutes to read • Edit Online

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 Country/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.

To file a non-euro SEPA payment

1. Choose the icon, enter File Non Euro SEPA Payments, and then choose the related link.
2. Fill in the fields as described in the following table.

FIELD DESCRIPTION

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.

Execution Date Enter an execution date if you want an execution date that
differs from the posting date on the payment lines.

File Name Enter the name of the file, including the drive and folder,
to which you want to print the report.

3. Choose the OK button.

See Also
File SEPA Payments
Activate SEPA Payments
SEPA Payments
 File SEPA Payments
2 minutes to read • Edit Online

In Business Central, you can use Single Euro Payments Area (SEPA) credit transfers to file SEPA payments with
the bank.
SEPA unifies payment methods in participating European countries/regions, which makes international payments
as easy to process as domestic payments. European citizens and companies can make and receive payments in
euros, whether within or across national borders, with the same basic conditions, rights, and obligations,
regardless of location.
Before you can file a SEPA payment, you must complete the following administration tasks:
Set up a new export protocol.
In the Country/Region table, select 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 corresponds with the currency in the
payment lines.
Verify that the vendor’s Preferred Bank Account field in the Vendor table contains the IBAN and SWIFT
code.

To file a SEPA payment

1. Choose the icon, enter File SEPA Payments, and then choose the related link.
2. Fill in the fields as described in the following table.

FIELD DESCRIPTION

Journal Template Name Specify the general journal template for the SEPA
payment report.

Journal Batch Specify the general journal batch for the 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
SEPA payment report. The option is available only if the
Summarize Gen. Jnl. Lines field on the Electronic
Banking Setup page is selected.

Execution Date Enter an execution date if you want an execution date

that differs from the posting date on the payment lines.

File Name Enter the name of the file, including the drive and folder,
to which you want to print the report.

3. Choose the OK button.

See Also
Set Up Export Protocols
File Non-Euro SEPA Payments
Activate SEPA Payments
 Direct Debit Using Domiciliation
2 minutes to read • Edit Online

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
2 minutes to read • Edit Online

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.

FIELD DESCRIPTION

Domiciliation Enter the domiciliation number for the customer. This

number will be used when you create domiciliations for
this customer.

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.

4. Choose the OK button.

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
2 minutes to read • Edit Online

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.

To edit a journal line

1. Choose the icon, enter Domiciliation Journals, and then choose the related link.
2. In the Batch Name field, select the required journal batch.
3. Select the journal line, and edit the fields.

To delete a journal line

1. Choose the icon, enter Domiciliation Journals, and then choose the related link.
2. In the Batch Name field, select the required journal batch.
3. Select the journal line, and then choose the Delete action.
4. Choose the Yes button.

See Also
Direct Debit Using Domiciliation
Set Up Domiciliations
Generate Domiciliation Suggestions
Test Domiciliations
Export and Post Domiciliations
 Test Domiciliations
2 minutes to read • Edit Online

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.

To print a domiciliation test report

1. Choose the icon, enter Domiciliation Journal, and then choose the related link.
2. In the Batch Name field, select the required journal batch.
3. Choose the Test Report action.
4. Choose the Print button to print the report, or choose the Preview button to view it on the screen.

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
2 minutes to read • Edit Online

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.

To export and post domiciliations in SEPA format

1. Choose the icon, enter Domiciliation Journals, and then choose the related link.
2. In the Batch Name field, select the required journal batch, and then choose the File Domiciliations
action.
3. On the Create Gen. Jnl. Lines page, fill in the fields as described in the following table.

FIELD DESCRIPTION

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.

Post General Journal Lines Select to post to the general ledger.

4. Choose the OK button to export the file.

5. Choose an appropriate location from where you upload the file to your bank, and then choose Save.
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.

To export and post domiciliations in Isabel format

1. Choose the icon, enter Domiciliation Journals, and then choose the related link.
2. In the Batch Name field, select the required journal batch, and then choose the File Domiciliations
action.
3. On the File Domiciliations page, fill in the fields as described in the following table.
 FIELD DESCRIPTION

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.

Post General Journal Lines Select to post to the general ledger.

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.

Inscription No. Enter the inscription number that is on the intra-

community declaration disk. The number is included in
the file and on the accompanying note.

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
2 minutes to read • Edit Online

After you have set up domiciliations, you can start generating domiciliation suggestions. In Business Central, you
can create domiciliation suggestions for domestic customers only.

To generate domiciliation suggestions

1. Choose the icon, enter Domiciliation Journal, and then choose the related link.
2. In the Batch Name field, select the required journal batch, and then choose the Suggest Domiciliations
action.
3. Fill in the fields as displayed in the following table.

FIELD DESCRIPTION

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.

4. Enter any additional filter criteria.

5. Choose the OK button.
When the batch job is finished, the domiciliation journal contains all open customer ledger entries that match the
filters.

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
 Summarizing Payment Lines and General Journal
Lines
2 minutes to read • Edit Online

Business Central summarizes payment lines and journal line across the following types of payments:
Domestic payments
International payments
SEPA payments
Non-euro SEPA payments

How Payment Journal Lines are Transferred to the General Journal

When you export the payment journal lines to a file, Business Central transfers the payment journal lines to the
specified general journal. By default, a general journal line is created for each payment journal line.
The following two fields on the Electronic Banking Setup page affect how the payment lines are summarized:
Summarize Gen. Jnl. Lines
Cut off Payment Message Texts
If you have selected the Summarize Gen. Jnl. Lines check box on the Electronic Banking Setup page, Business
Central summarizes all payment journal lines for a specific vendor into one general journal line. The general
description "Payment %1," where %1 is the vendor number, is used for the summarized journal line description. A
separate payment line and a separate general journal line are created to handle:
Payment journal lines that contain partial payments, with both the Partial Payment and the Separate
Line fields selected.
Payment journal lines that contain a standard format message (passes the MOD97 test), which sets
Standard Format Message to True in the electronic banking journal.

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
 Apply and Unapply General Ledger Entries
2 minutes to read • Edit Online

Applying temporary general ledger entries allows companies to 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.

To apply general ledger entries

1. Choose the icon, enter G/L Registers, and then choose the related link.
2. Select a general ledger register, and then choose the General Ledger action.
3. On the General Ledger Entries page, choose the Apply Entries action.
All open ledger entries for the general ledger account are displayed on the Apply General Ledger Entries
page.

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 apply only those general ledger entries that are Open.

4. Select the relevant general ledger entry, and then choose Set Applies-to ID.
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 Entry No., Closed by Amount, and Closed at Date fields are updated.
 NOTE
When posted, the general ledger entries that update the Applies-to ID field are deleted.

6. Choose the OK button.

To view the applied general ledger entries

1. Choose the icon, enter G/L Registers, and then choose the related link.
2. Select a general ledger register, and then choose the General Ledger action.
3. Select the relevant general ledger entry, and then choose the Applied Entries action.
You can view all the applied general ledger entries.
4. Choose the OK button.

To unapply general ledger entries

1. Choose the icon, enter G/L Registers, and then choose the related link.
2. Select a general ledger register, and then choose the General Ledger action.
3. Select the general ledger entry that you want to unapply, and then choose the Undo Application action.
The applied general ledger entries are unapplied.

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.

4. Choose the OK button.

See Also
Belgium Local Functionality
 Create Financial Journals
2 minutes to read • Edit Online

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.

To create a financial journal

1. Choose the icon, enter Journal Templates, and then choose the related link.
2. Choose the New action.
3. Fill in the fields as described in the following table.

FIELD DESCRIPTION

Type Select Financial for the type of journal.

Bal. Account Type Select Bank Account for the type of balancing account.

Bal. Account No. Select the number of the balancing account.

4. Choose the OK button.

See Also
Belgium Local Functionality
 Export to Accon
2 minutes to read • Edit Online

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.

To export the Link to Accon report

1. Choose the icon, enter Link to Accon, and then choose the related link.
2. Choose the Show Amounts in Add. Reporting Currency check box so that amounts print in the additional
reporting currency. If the check box is cleared, the amounts will be printed in local currency.
3. Enter the filter information.
4. Choose the OK button.

See Also
Belgium Local Functionality
 Enterprise Numbers and Branch Numbers
2 minutes to read • Edit Online

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
2 minutes to read • Edit Online

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.

To limit the posting periods by company

1. Choose the icon, enter General Ledger Setup, and then choose the related link.
2. To specify the start of the period, choose the Allow Posting From field, and then enter the earliest date on
which posting to the company is enabled.
3. To specify the end of the period, choose the Allow Posting To field, and then enter the last date on which
posting to the company is enabled.

To limit the posting periods by user

1. Choose the icon, enter User Setup, and then choose the related link.
2. To specify the start of the period, choose the Allow Posting From field, and then enter the earliest date on
which the user can post to the company.
3. To specify the end of the period, choose the Allow Posting To field, and then enter the last date the user will be
able to post to the company.

To limit the posting periods by template

1. Choose the icon, enter General Journal Templates, and then choose the related link.
2. To specify the start of the period, choose the Allow Posting From field, and then enter the earliest date on
which the user can post to the company.
3. To specify the end of the period, choose the Allow Posting To field, and then enter the last date the user will be
able to post to the company.

See Also
Belgium Local Functionality
Specify Posting Periods
 Set the Work Date as the Posting Date
2 minutes to read • Edit Online

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.

To set the work date as the posting date

1. Choose the icon, enter General Ledger Setup, and then choose the related link.
2. Select the Use Workdate for Appl./Unappl. field.
3. Choose the OK button.

See Also
Belgium Local Functionality
Apply and Unapply General Ledger Entries
 Canada Local Functionality
2 minutes to read • Edit Online

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

Start a free trial!

 Reporting Sales Tax and Goods/Services Tax in
Canada
2 minutes to read • Edit Online

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.

Submitting the GST/HST File

The tax information in purchase documents is used to generate a GST/HST online file transfer that you must
provide to the tax authorities. This file includes goods and services tax (GST) and harmonized sales tax (HST). The
file is created in a .tax file format, which can be transferred online.

See Also
Canada Local Functionality
Finance
Setting Up Finance
Reporting Sales Tax in Canada
Working with Business Central
 Reporting Sales Tax in Canada
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. This is explained in our blog post. 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 Groups, Tax Areas, and Tax Jurisdictions

In Business Central, a tax group represents a group of inventory items or resources that are subject to identical tax
terms. For example, you can set up a tax group for taxable items and another for nontaxable items. You must
assign tax group codes to inventory items and general ledger accounts. Similarly, you must assign tax area codes
to customers, locations, and to your own company settings. The assisted setup guide helps you do this.
Each tax area is a grouping of sales tax jurisdictions based on a particular geographic location. For example, the
Miami, Florida, tax area includes three sales tax jurisdictions: city (Miami), county (Dade), and state (Florida).
Business Central includes a limited set of tax areas with a default configuration, but you can change them and add
new tax areas.
If you set up new tax areas and tax jurisdictions, you must make sure that you fill in the fields correctly. In Canada,
the federal government and provinces can charge sales tax. Companies collect and remit sales tax to these
government authorities for products sold to end users. Sales tax can also be charged to existing sales tax. For
example, tax can be calculated on a sales invoice amount that already includes the tax from other jurisdictions.
In Canada, tax amounts must be detailed in documents for each tax jurisdiction. Up to four jurisdictions can be
displayed in a document, and jurisdictions that have the same print order are combined when they are printed.

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 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
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.

To set up unrealized sales tax

1. Choose the icon, enter General Ledger Setup, and then choose the related link.
2. On the General Ledger Setup page, on the General FastTab, fill in the fields as described in the following
table.

FIELD DESCRIPTION

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.

This field is used in the context of VAT, not sales tax.

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.

3. Choose the OK button.

To set up unrealized tax for jurisdictions

1. Choose the icon, enter Tax Jurisdictions, and then choose the related link.
2. On the Tax Jurisdictions page, choose the Edit List action.
3. Fill in the fields as described in the following table.
FIELD DESCRIPTION

Unrealized Tax Type – The unrealized tax feature is not used for this tax
jurisdiction.

–or–

Percentage – Each payment covers both tax amounts

and invoice amounts in proportion to the remaining
invoice amount. The paid tax amount is transferred from
the unrealized tax account to the tax account.

–or–

First – Payments cover the tax first, and then the invoice
amount.

–or–

Last – Payments cover the invoice amount first, and then

the tax amount. In this case, nothing will be transferred
from the unrealized tax account to the tax account until
the total invoice amount—exclusive of tax—has been paid.

–or–

First (Fully Paid) – Payments cover the tax first, but

nothing is transferred to the tax account until the full tax
amount has been paid.

–or–

Last (Fully Paid) – Payments cover the invoice amount

first, but nothing is transferred to the tax account until the
full tax amount has been paid. Important: 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 (Sales) The general ledger account that you want to use to post
calculated unrealized tax on sales transactions. Important:
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.
Important: 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.
 FIELD DESCRIPTION

Unreal. Rev. Charge (Purch.) The general ledger account that you want to use for
posting calculated unrealized reverse-charge tax on
purchase transactions. Important: 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.

4. Choose the OK button.

To set up adjustments for payment discounts in a tax posting group

1. Choose the icon, enter Tax Posting Setup, and then choose the related link.
2. Choose the Edit action.
3. On the Tax Posting Setup Card page, select the Adjust for Payment Discount check box.

IMPORTANT
This field is available on the VAT Posting Setup page, but it is not shown by default.

4. Choose the OK button.

To set up maximum tax correction amounts

1. Choose the icon, enter Sales & Receivables Setup, and then choose the related link.
2. On the Sales Receivables Setup page, on the General FastTab, select the Allow Tax Difference check
box.
3. Choose the OK button.
4. Choose the icon, enter Purchases & Payables Setup, and then choose the related link.
5. On the Purchases & Payables Setup page, on the General FastTab, select the Allow Tax Difference
check box.
6. Choose the OK button.
7. Choose the icon, enter General Ledger Setup, and then choose the related link.
8. On the General Ledger Setup page, in the Max. Tax Difference Allowed field, enter the maximum tax
correction amount that is allowed for the local currency.

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.

9. Choose the OK button.

See Also
Canada Local Functionality
Reporting Sales Tax in Canada
Finance
Setting Up Finance
 Set Up Use Tax and Purchase Tax
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.

To set up use tax for a purchase order

1. Choose the icon, enter Purchase Orders, and then choose the related link.
2. On the Purchase Orders page, choose the New action.
3. On the Lines FastTab, fill in the fields as necessary. Hover over a field to read a short description.
4. On the Invoicing FastTab, fill in the fields as described in the following table.

FIELD DESCRIPTION

Tax Liable Select to set up tax liability. Important: 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. Important: 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. Important: 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. Important: 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.

To set up use tax details
1. Choose the icon, enter Tax Details, and then choose the related link.
2. On the Tax Details page, choose the New action.
3. On the New - Tax Details page, fill in the fields as described in the following table.

FIELD DESCRIPTION

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–

Excise Tax – To apply excise tax to the tax detail entry.

–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.

4. Choose the OK button.

To set up purchase tax for a company

1. Choose the icon, enter Company Information, and then choose the related link.
2. On the Company Information page, on the Tax FastTab, fill in the fields as described in the following
table.

FIELD DESCRIPTION

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.

3. Choose the OK button.

To set up purchase tax for a location

1. Choose the icon, enter Locations, and then choose the related link.
2. On the Locations page, select the required location, and then choose the Edit action.
3. On the General FastTab, fill in the fields as described in the following table.

FIELD DESCRIPTION

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.

4. Choose the OK button.

To set up purchase tax for non-recoverable tax

1. Choose the icon, enter Tax Details, and then choose the related link.
2. On the Tax Details page, choose the New action.
3. Select the Expense/Capitalize check box.

NOTE
This check box must be selected if the tax paid is not recoverable.

4. Choose the OK button.

See Also
Canada Local Functionality
Reporting Sales Tax in Canada
Finance
Setting Up Finance
 Create Deposits
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.

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.

FIELD DESCRIPTION

No. The unique identification number for the deposit.

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.

Posting Date The posting date for the deposit.

Document Date The deposit document date.

4. On the Lines FastTab, fill in the required fields as described in the following table.

FIELD DESCRIPTION

Account Type The account type.

Account No. The unique identification account number that is

associated with the selected account type, to which the
entry will be posted.

Description The journal line entry description.

Document Date The journal line entry document date.

Document Type The journal line entry document type.

Document No. The journal line entry document number.

Credit Amount The total credit amount on the journal line.

5. Optionally, choose the Dimensions action, and then add relevant dimensions on the Dimension Set
Entries page.
After you have created a deposit, you must post it.

To post a deposit
1. 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 Report 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
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.

Setting Up the AMC Banking 365 Fundamentals Extension

Activate the AMC Banking 365 Fundamentals extension to have any bank statement file converted to a format that
you can import or to have your exported payment files converted to the format that your bank requires. For more
information, see Using the AMC Banking 365 Fundamentals extension.

Setting Up SEPA Credit Transfer

From the Payment Journal page, you can export payments to a file for upload to your electronic bank for
processing of the related money transfers. Business Central supports the SEPA Credit Transfer format, but in your
country/region, other formats for electronic payments may be available.
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 payment electronically by exporting payment files in the SEPA Credit Transfer format, you
must perform the following setup steps:
Set up the bank account in question to handle the SEPA Credit Transfer format
Set up vendor cards to process payments by exporting files in the SEPA Credit Transfer format
Set up the related general journal batch to enable payment export from the Payment Journal page
Connect the data exchange definition for one or more payment types with the relevant payment method or
methods
To set up a bank account for SEPA Credit Transfer
1. In the Search box, enter Bank Accounts, and then choose the related link.
2. Open the card of the bank account from which you will export payment files in the SEPA Credit Transfer
format.
3. On the Transfer FastTab, in the Payment Export Format field, choose SEPADD.
4. In the SEPA CT Msg. ID No. Series field, choose a number series from which numbers are assigned to
SEPA credit transfer entries.
5. Make sure the IBAN field is filled.

NOTE
The Currency Code field must be set to EUR, because SEPA credit transfers can only be made in the EURO currency.

To set up a vendor card for SEPA Credit Transfer

1. In the Search box, enter Vendors, and then choose the related link.
2. Open the card of the vendor whom you will pay electronically by export payment files in the SEPA Credit
Transfer format.
3. On the Payment FastTab, in the Payment Method Code field, choose BANK.
4. In the Preferred Bank Account field, choose the bank to which the money will be transferred when it is
processed by your electronic bank.
The value in the Preferred Bank Account field is copied to the Recipient Bank Account field on the
Payment Journal page.
To set the payment journal up to export payment files
1. In the Search box, enter Payment Journals, and then choose the related link.
2. Open the payment journal that you use to process payments by exporting files in the SEPA Credit Transfer
format.
3. In the Batch Name field, choose the drop-down button.
4. On the General Journal Batches page, choose the Edit List action.
5. On the line for the payment journal that you will use to export payments, select the Allow Payment Export
check box.
To connect the data exchange definition for one or more payment types with the relevant payment method or
methods
1. In the Search box, enter Payment Methods, and then choose the related link.
2. On the Payment Methods page, select the payment method that is used to export payments from, and then
choose the Pmt. Export Line Definition field.
3. On the Pmt. Export Line Definitions page, select the code that you specified in the Code field on the Line
Definitions FastTab in step 4 in the “To describe the formatting of lines and columns in the file” section in the
Set Up Data Exchange Definitions procedure.
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.

Preparing the Payment Journal

Fill the payment journal with lines for due payments to vendors, with the option to insert posting dates based on
the due date of the related purchase documents. For more information, see Managing Payables.

Exporting Payments to a Bank File

When you are ready to make payments to your vendors, or reimbursements to your employees, you can export a
file with the payment information on the lines on the Payment Journal page. You can then upload the file to your
bank to process the related money transfers.
In the generic version of Business Central, the AMC Banking 365 Fundamentals extension is available. In North
American versions, the same extension 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.

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 Export
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 Export action.
4. On the Export 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 Exported 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 Exported to Payment File
column or the Total Exported 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 Exported 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 Export History 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 Reexport 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 Reexport Payment to File action.

Posting the Payments

When the electronic payment is successfully processed by the bank, post the payments. For more information, see
Making Payments.

See Also
Using the AMC Banking 365 Fundamentals extension
Managing Payables
Working with General Journals
Collect Payments with SEPA Direct Debit
 Print Troubleshooting Reports
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 Dictionary 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.
You can print these reports and send them to your Microsoft Certified Partner to help resolve issues with your
Business Central implementation.

To print the License Information report

1. In Business Central Object Designer, on the Tools menu, choose License Information.
2. On the License Information page, you can preview the license information, or you can choose the Export
button to print the License Information report.

To print the Data Dictionary report

1. In Business Central Object Designer, on the Tools menu, choose Object Designer.
2. Choose the Report button.
3. In the Type column, find ID 10315, which is the Data Dictionary report.
4. On the Object Designer page, choose the Run button to open the Data Dictionary report.
5. On the Options tab, enter the relevant information into the fields.
6. Choose the Print button to print the report or choose the Preview button to view it on the screen.

See Also
Canada Local Functionality
Finance
Setting Up Finance
 Work With GIFI Codes
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.

To set up GIFI codes

In Business Central, you must set up GIFI codes for general ledger accounts, reports, balance sheets, income
sheets, and statements of retained earnings.
1. Choose the icon, enter GIFI Codes, and then choose the related link.
2. On the GIFI Codes page, choose the New action.
3. Set up GIFI codes by filling the fields. Hover over a field to read a short description.

To associate GIFI codes with G/L accounts

To report financial information by GIFI code, each GIFI code must be associated with the appropriate accounts in
the chart of accounts.
1. Choose the icon, enter Chart of Accounts, and then choose the related link.
2. Select a relevant general ledger account, and then choose the Edit action.
3. On the Cost Accounting FastTab, in the GIFI Code field, select an appropriate GIFI code.

To view account balances using the GIFI code report

You can review your account balances by GIFI code by using the Account Balances by GIFI Code report.
1. Choose the icon, enter Account Balances by GIFI Code, and then choose the related link.
2. Specify what to include in the report by filling the fields. Hover over a field to read a short description.
3. Choose the Print or the Preview button.

To export balance information using GIFI codes

You can export balance information using GIFI codes and save the exported file in Excel. You can modify, save, or
delete the file. You can use the file to transfer information to your tax preparation software.
1. Choose the icon, enter Export GIFI Info. to Excel, and then choose the related link.
2. Specify what to export to Excel by filling the fields. Hover over a field to read a short description.
3. Choose the OK button.

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
2 minutes to read • Edit Online

The following topics describe the local functionality in the Czech version of Business Central.

Feature Availability
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
Banking and Payments
Bank Feature Available Now
Cash Desk Management Available Now
Registration of Sales (EET) Available Now
Advances Available Now
Payables and Receivables
Payables and Receivables Available Now
Intrastat Available Now
Inventory
Inventory Available Now
General
Extended User Control Available Now
Best Practices Available Now

See Also
Working with Business Central

Start a free trial!

 Finance
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.

Corrections Posting (Red Storno)

According to legal requirements, costs and revenues are usually posted only to either the debit or the credit side
of a G/L account. Companies in Eastern Europe usually enforce accounting policies to post certain inventory and
GL transactions as corrections. The reason for this is that auditors and revenue authorities conduct accounting
controls against this rule.
The purpose of the feature is:
To allow the accounting manager to enforce corrective posting on desired G/L accounts
To allow the accounting manager to enforce corrective posting in inventory postings (negative transfer entries,
expected costs posting)
To allow the accounting manager to enforce corrective posting of canceling in fixed assets
To allow the user to enforce corrective posting with one click (in G/L, inventory, and job postings)

Statutory Company Information

Many documents are circulating within and outside company structures. The minimum necessary requirements
of such documents are set by local legislations. It is possible to divide such requirements roughly into three
groups:
Company officials' names must be present on some internal and external documents.
Document footers – The majority of external documents must contain basic company information in
document footers, usually in the company’s partner language.
Registration numbers must be visible in internal and external documents.
This feature allows users to define company officials and designate them as General Manager, Accounting, and
Finance Managers for usage in internal and external documents.
Users can define document footers in different languages. Such footers can be used in different reports and
documents.
Additional company registration numbers and other registration information can be stored on the Company
Information page and used in documents.

Internal Financial Documents

Users perform general ledger operations and must have the possibility to print documents for these operations
with layout in compliance with the legal requirements. Users also want to print a document for posted general
ledger operations.
For the reasons above, this feature provides the following reports:
General Journal – Test Report - used to print documents from G/L journals
General Ledger Document Report - used to print posted general ledger operations
Accounting Output Documents
In order to comply with the legislation, reporting features, and local reporting practices of Czech companies, this
feature provides the following reports:
General Journal
General Ledger
Accounting Sheets
Turnover report by Global Dimension
Open G/L Entries to date
Inventory Account to date
Joining Bank Account Adjustment
Joining G/L Account Adjustment
G/L VAT Reconciliation
All payments on hold
Open Customer Entries at date
Open Vendor Entries at date
Fiscal Year Balance – standard report adjusted
Trial Balance by Period – standard report adjusted

Account Schedule Feature

As one of the most extensively used features for analysis and reporting, Eastern European countries often ask for
the following improvements of the standard Account Schedules feature:
Common list of expressions – A common list of expressions contains named lines that can be used in formulas
of all account schedules. This is done by defining one of the account schedules as a common list of expressions
called a Shared Account Schedule.
Saving results (current state) of analysis – This improvement allows users to store results of analysis done by
using account schedules, modification of results, and retrieval of results later on.
Formulas drill-down – This improvement allows users to drill down on the results of formulas. Drill-down is
now accessible for Totalling type formulas. Drilling down on the result of the formula shows the user a new
page containing the list of elements used to calculate the results and their description.
Additional data sources – Apart from being able to perform analysis on GL entries, the user can perform
analysis on VAT, customer, vendor, and value entries.

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.

WIP Extended Posting

The Czech legal Work in Progress (WIP ) posting scheme includes the following new general ledger accounts:
Consumption Account
Change in Inventory of WIP Account
Change in Inventory of Product Account
This feature allows you to correctly perform Czech WIP and production posting. It is therefore possible to set up
a combination of location and inventory posting group for the accounts Consumption, Work in Progress, Change
of Semi-finished Product, Change of Product.
This new posting scheme is used in the following transactions:
Consumption posting in the consumption journal
Posting the costs of capacities in the output journal
Finishing orders and automatic production reporting

Additional Finance Features

Use the following table to learn more about the additional finance features that are available for the Czech
Republic.

TOPIC DESCRIPTION

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.

Exchange Rate Updating Possibility to automatically update currency exchange rates

from the external service provided by the ČNB (Czech
National Bank).

See Also
Czech Local Functionality
 Year Closing Operations
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
Czech Local Functionality
Finance
 General Ledger Entries Application
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 Inventory 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 Entry table contains all entries related to the original G/L entry and stores the
application amount, while the G/L Entry 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 Entry Applying report .

See Also
Czech Local Functionality
Finance
 Exchange Rate Updating
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 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.

Supplementary VAT Statement

According to §43 part 1 of VAT Law 235/2004, the payer can submit a supplementary VAT statement. In case the
user wants to issue the Supplementary VAT Statement report, they must choose the Supplementary type of
VAT statement when exporting the statement. In the Calculate and Post VAT Settlement functionality, the posted
document number is stored in closed VAT entries in the VAT Settlement No. field for further filtering in VAT
statements and reports. This feature allows calculation and printing VAT statement for different VAT statements
posted and submitted in one VAT period.

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.

VAT Exchange Rate

The exchange rate is located in documents, but Czech Republic requires the possibility to set different exchange
rates for posting and VAT in sales and purchase documents. This feature adds the VAT Currency Code and VAT
Exchange Rate fields in documents. Users can change the exchange rate for VAT before document posting.

VAT Control Report

Business Central functionality has been extended by the VAT Control Report. VAT items are loaded by the VAT date
or posting date (according to the general ledger setup) into the page for the selected period. To process the control
report, you must set up VAT control report sections, tariff numbers, VAT statement, stat. reporting setup, and
extend the VAT posting setup.
VAT Reports
To fulfil the requirements in legislation reporting and local reporting practices of Czech companies, this feature
provides the following reports:
Calc. and Post VAT Settlement – standard report adjusted
Documentation for VAT
VAT Document List
VAT List on Sales Adv. Letter
VAT List on Purch. Adv. Letter

See Also
Czech Local Functionality
 VAT Control Report
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 Report 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. The functionality contains:
VAT Control Report Card page - allows you to select report period.
Control Report Lines Suggestion function - loads control report lines of a selected period.
Control performance - VAT Control Report - Test report - prints an overview according to individual
sections.
Control report export - Export 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
Czech Local Functionality
Finance
 Fixed Assets
5 minutes to read • Edit Online

Fixed Assets Tax Depreciation

The Fixed Assets Tax Depreciation feature calculates and posts tax depreciation in compliance with the Income Tax
Act (Law 586/1992 §26 - §33). This feature has a special setup for tax depreciation groups to enable entering rates
and coefficients for new depreciation methods with fixed assets tax depreciation.
Each long-term tangible fixed asset belongs to a depreciation group. These groups determine minimal depreciation
periods and parameters used for calculating depreciation. The following depreciation methods are provided for
long-term tangible fixed asset (FA) depreciations for tax purposes:
Regular – This method is based on the acquisition value and percentage (straight line).
Accelerated – This method is based on the book value and coefficient (declining balance).
Regular based on the acquisition value and percentage (straight-line intangible).
Each long-term fixed asset belongs to a depreciation group. These groups determine minimal depreciation periods
and parameters that will be used for calculating depreciation.

Calculation of Depreciation Basis in Fixed Assets

Due to Czech legislation, it is necessary to calculate tax depreciations from the depreciable basis which can be
different from acquisition costs. According to the requirements, a depreciation basis by the Czech declining-
balance depreciation method for the second and following years of a fixed asset's life should be calculated by the
new formula defined in the Income Tax Act.
Changes have been made in the calculation of depreciation amounts by the CZ declining-balance depreciation
method for the second and following years of a fixed asset's life by the formula stated above. The tax depreciation
is calculated annually and the Force No. of Days option is recommended for calculating the correct depreciation
amount.

Fixed Assets Depreciation Holidays

The Fixed Asset Depreciation Holidays feature (according to the Income Tax Act – Law 586/1992 §26 part 8)
enables user to discontinue depreciation for selected fixed assets and for specified periods. The system determines
the depreciation schedule after the break period ends. The list of depreciation methods for which the discontinuing
of depreciation has been implemented is as follows:
Straight line
Regular
Accelerated
Straight line for intangible fixed assets
Enhanced depreciation methods and straight-line methods to pick up the threads of the depreciation schedule
end after the break depreciation period.
Users can open the FA depreciation book and fill in the Depreciation Interrupt and Depreciation Interrupt up
to fields. The Keep Depr. Ending Date field defines if you want to maintain the depreciation schedule.

Two-Step Fixed Asset Acquisition

There are two steps to accomplish when acquiring a fixed asset in Czech accounting. When a company gets an
invoice for a fixed asset acquisition, it must be posted. Since the initial use of the fixed asset, the used fixed asset is
posted. Both the acquisition and put-to-use steps are required and connected with G/L entries. Fixed assets are not
depreciated until they are put to use.
For this process, use the Custom 2 fixed asset posting type for the first step (acquisition) and Acquisition fixed
asset posting type for the second step (put to use). Select the Fixed Asset Acquisition as Custom2 check box on
the Fixed Asset Setup page to start using this feature.
The value Custom 2 is renamed in Czech language from "Vlastní 2" to "Pořízení" for correct FA purchase
identification and better accountant understanding.

Fixed Asset Posting of Disposal

Czech accounting standards require specific posting when a fixed asset is being disposed of or being sold. After
selling or posting fixed assets, the posting of disposal ensures the fixed asset value remains the same as that of the
acquired value after depreciation.
The fixed asset remains unchanged even after it is put to use. When the fixed asset is depreciated periodically, a
corresponding sum is debited from the acquired cost at the time of disposal. The balance amount is the current
fixed asset value.
On the Depreciation Book page, select the Corresponding G/L Entries on Disposal check box to make this
feature operational. Also select the Corresponding FA Entries on Disposal check box to retain the
correspondence between G/L entries and FA entries.

Different Types of Disposal and Maintenance

In Czech accounting, it is necessary to post different types of disposal and different types of maintenance of fixed
assets to specific G/L accounts. A standard way offers only one method of disposal and maintenance posting.
A new setup is added for this, namely the FA Extended Posting Group table. This table allows to set up each FA
posting group:
Posting disposals to different accounts in combination with Reason Code field for disposals
Posting maintenance in combination with the Maintenance Code field for maintenance

Fixed Assets Clasification

Classification Code
The Tax of Income Law 586/1992 insists on sorting fixed assets by production classification marked CZ -CPA and
by building operations classification marked CZ -CC. The new Classification Code table and the Classification
Code field are added. The field is used for FA classification to the tax group.

Fixed Asset Location/Responsible History Report

This feature provides users with the ability to track changes to the location and responsible employee for fixed
assets.
With the addition of this feature, users are able to control location history of the fixed asset and the history of
employees responsible for the fixed asset. This feature also provides reports for company verification where a
specific fixed asset is/was located or to whom it is/was assigned.
To enable FA Location and responsible-employee tracking (FA history), user must first enable this feature by
selecting the Fixed Assets History check box on the Fixed Asset Setup page. User can then start to track
changes in fixed assets' location and responsible employees. The changes are stored in the FA History Entry
table.
Items of fixed assets:
Save changes in FA evidence
Include time and user stamp changes
New reports for transactions and history documentation added:
FA Assignment/Discharge
FA History

Fixed Assets Reporting

In order to comply with the requirements in legislation reporting features and local reporting practices of Czech
companies, this feature provides the following reports:
Fixed Asset Card – combines data from the standard FA List and FA Details reports, grouping details per FA
depreciation book.
FA Receipt – is printed when a particular fixed asset is received to be put to use. Such document must be
signed by company officials.
FA Disposal – is printed when a particular fixed asset is disposed of or damaged.
FA – Analysis G/L Account – used to compare it with G/L account.
Fixed Asset – Analysis 2 – users can define 3 columns for date, 4 columns for amount field, group totals, and
export to Excel.
Fixed Asset – Analys. Dep. Book – user can choose 2 depreciation books for comparison.
FA Phys. Inventory List – companies are obliged to reconcile the physical state of fixed assets and book value
in order to prepare the financial statement.
FA Inventory List – prints the fixed assets inventory per responsible employee or location code.
The following standard reports have been adjusted for the Czech Republic (new Group total, etc.):
Fixed Asset – Analysis
Fixed Asset – Book Value 01
Fixed Asset – Book Value 02
Fixed Asset – Projected Value
Fixed Asset – G/L Analysis
Maintenance – Analysis

See Also
Czech Local Functionality
Finance
 Local Banking Feature
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.

Company Default Bank Account

The Default Bank Account Code field is added on the Company Information page.

Sales Documents and Bank Accounts

It is quite common for companies to have multiple bank accounts open with multiple banking institutions in order
to lower the cost of financial transactions. For that purpose Business Central needs to enable users to select the
preferred bank account to be printed on sales documents.
The Bank Account Code field is added on sales documents, and information from the selected bank account is
transferred to the sales header.
Additional fields for payment identification are added to the sales header, such as Specific Symbol, Variable
Symbol, and Constant Symbol. This information is transferred to the posted document and customer ledger
entry during posting. This allows you to apply payments to invoices precisely.

Purchase Documents and Bank Accounts

It is quite common for vendors to have multiple bank accounts open with multiple banking institutions. For this
purpose Business Central needs to enable users to select a vendor bank account for payment on purchase
documents.
The Vendor Bank Account Code field is added on purchase documents and information from the selected
vendor bank account is transferred to the purchase header.
Additional fields for payment identification were added to the purchase header, such as Specific Symbol,
Variable Symbol, and Constant Symbol. This information is transferred to the posted document and vendor
ledger entry during posting. This allows you to use this information for payments suggesting and application.

Bank Statement and Payment Orders

This allows you to create payment orders and bank statements. An unlimited number of bank accounts can be
registered for various banking institutions and in different currencies. You can import and export files (listings and
orders) from banking software.
Main Features:
Create, post and export a payment order
Create, import, and post a bank statement
Bank statement rollover into a payment reconciliation journal
Pairing entries in the payment reconciliation journal and posting
Other Supported Features:
The Payment Order and Bank Statement pages can be used in addition to their own import/export functions
and standard tools for the definition of import and export formats of banking components.
Only the standard payment reconciliation journal is used to process statement files. The standard options for
automatic alignment of the options are extended by specification. For example, the O variable symbol has been
extended for payment comparison rules.
Additional information and rules for calculating payments and text-based account mapping.
Text mapping of accounts - for automatic matching of bank statement entries from the text given in the
description, extension and mapping of accounts according to the variable symbol, constant symbol, specific
symbol, bank account, IBAN code, and SWIFT.
Payment reconciliation journal - the option to start and change automatically.

See Also
Czech Local Functionality
Reconcile Payments Using Automatic Application
Finance
 Cash Desk Management
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
 Registration of Sales (EET)
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.

How it Works in Business Central

The following sales documents are covered in Business Central:
Sales invoice payment
Payment of prepayment invoice
Refund sales credit memo
Refund of prepayment invoice
Cash desk receipt for sales to the G/L account (without source sales document)
With posting of defined documents (and with defined payment method) is created EET ledger entry and based on
the functionality regime is processed:
Online – An EET entry is created and stored in Business Central. A message to the tax authorities is generated
and sent to the server. An answer from the server is processed and stored and on the customer’s receipt is
printed a unique transaction ID generated by tax authorities.
Off-line - An EET entry is created and stored in Business Central. On the customer’s receipt is printed a unique
ID generated in Business Central (identification of company and document). EET records are processed later by
batch job.

Main Parts of the Feature

EET ledger entries – the table where registered documents are stored and processed. Each record contains sales
data required by the tax authorities, which is needed for printing on receipts and for data from electronic
communication. New records are created automatically by posting of source documents.
EET service settings.
Certificate settings.
EET POS terminals – identification of registered places.

See Also
Czech Local Functionality
Finance
 Advance Payments and Invoices
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.

Life Cycle of Advance invoice

An advance invoice has its own life cycle, which is defined by states:
Open - an advance invoice can be edited.
Prepayment - payment of advance invoice is expected.
Invoice preparation - a tax receipt for the received/issued payment is expected.
Preparation of the final invoice - the advance invoice is ready to be drawn.
Closed - final status after the advance invoice has been exhausted.

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.

Linking Tool for an Advance Invoice and a Final Document

The tool provides a choice of different ways to link the lines of the final document to the lines of backup payments:
Mode of linking advance invoices paid/unpaid.
Linking by amounts remaining or billing the final document.
Linking based on VAT rates.

FactBoxes - Customer/Vendor Statistics

The customer and vendor card statistical information windows were supplemented with information about
advances:
Invoiced Amount of Advance
Advances - Open
Advances - Prepare Payments
Advances - Preparing an Invoice
 Advances - Preparing the end Invoices

Internal and Output Documents Printout

A set of documents are created that take into account Czech legislation and practices.
Output Documents:
Advance Invoice
VAT Document to Received Payment
VAT Document to Tax Credit Memo
Sale Invoice
Internal Documents:
Sales Advance Letter List
Purch. Advance Letter List
VAT List on Purch. Adv. Letter
VAT List on Sales Adv. Letter

See Also
Czech Local Functionality
Finance
 Payables and Receivables
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.

Exchange Rates Adjustment Feature

The majority of companies in the Czech Republic request the following improvements to be implemented in
Exchange Rates Adjustment:
Ability to run Exchange Rates Adjustment for Customers, Vendors and Bank Accounts separately
Ability to have Exchange Rates Adjustment batch post adjustments in detail as well as summarized per currency
Ability to run Exchange Rates Adjustment just as simulation (without posting) in Test Mode
On standard report Adjust Exchange Rates is now possible to:
Set Bank Account, Customer, Vendor filter for adjustment
Choose adjustment for Customer or Vendor or Bank Account
Choose the test mode
Choose summarizing entries
Choose the method for dimension transfer
The Adjust Exchange Rate report feature also modifies the calculation principle for implemented gains and losses
based on the Income Tax Act. This feature calculates the implemented gain or loss against the recently adjusted
amount.
This feature in the standard version of Microsoft Business Central reverses the non-implemented gain or loss first,
and calculates the implemented gain or loss afterwards. The calculation is expressed against the amount in the
initial exchange rate during the application of the payment and the invoice.
The new calculation principle is implemented for fluctuation in the already adjusted exchange rate. The Adjust
Exchange Rates batch job has been for Czech Advance Payments has also been extended.
Multiple Payables/Receivables Accounts
Users often post transactions like bad debt or other types of Receivable/Payable transactions that need to be
recorded in Customer and Vendor Ledgers, but at same time posted to different Receivable/Payable GL Account,
other than the one specified on Customer or Vendor posting groups. The easiest way to enable such functionality
is to allow users to change Customer and Vendor posting groups in the moment of posing a particular transaction.

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.

Sales Correcting Documents

According to the VAT law amendment, it is necessary to differentiate types of Sales Credit-Memo documents. This
feature allows users to set up the following Credit Memo Types:
Corrective Tax Document
Internal Correction
Insolvency Tax Document
This Credit Memo Type defines how is handled Postponed VAT on Sales Credit-Memo documents.

Contacts Actualization from ARES

ARES stands for Access to Register of Economic Subjects. ARES is an information system allowing retrieval of
information on economic entities registered in the Czech Republic.
The user can fill in ARES Http in Reg. No. Validation Service Setup. It is possible to run ARES actualization from
Contact, Vendor and Customer Card. It is possible to search the company and decide which fields can be updated
in Business Central(Name, Address, City, Post Code).

New Design of Output Documents

A new set of printed reports for external documents is created. All documents have the same layout design
(headers, footers, font type and size, etc.). Additionally to standardization, Dynamics NAV documents were
extended according to all requirements required by the Czech legislation:
Registration No., VAT Registration No.
Deduction of advances with information about invoice and date of payment received
VAT specification printout grouped by VAT Identifier
Naming of tax corrective documents based on Credit Memo type
Printout of documents related to advance payments
List of Reports in the CZ Document Set:
Sales – Advance Letter CZ
Sales – Advance Invoice CZ
Sales – Advance Credit Memo CZ
Purchase – Advance Letter CZ
Purchase – Advance Invoice CZ
Purchase – Advance Cr. Memo CZ
 Purchase – Quote CZ
Order CZ
Return Order Confirmation CZ
Sales – Quote CZ
Order Confirmation CZ
Sales – Invoice CZ
Sales – Credit Memo CZ
Sales – Shipment CZ
Sales – Return Receipt CZ
Charge Memo CZ
Reminder CZ
Service - Contract CZ
Service - Contract Quote
Service - Quote CZ
Service - Order CZ
Service - Invoice CZ
Service - Credit Memo CZ
Service - Shipment CZ

See Also
Czech Local Functionality
Finance
 Intrastat
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.

Intrastat Engine Setup

Additional Intrastat engine general parameters setup allows to:
Set mandatory fields of Intrastat transactions in sales, purchase, and transfer transaction
Set where the particular parts on Intrastat data related to items should be taken from (item or posted entry)
and which item attributes will be mandatory in sales, purchase, and transfer transaction
Set if any item charges related to sales, purchase, and transfer transaction will be ignored by the system (i.e. not
including them in Intrastat or statistical amounts)
Define if the statistical amount is calculated and calculation method for it
Select Intrastat rounding type to set how Intrastat and statistical amounts will be rounded
Set foreign currency exchange rate for Intrastat reporting
Set object for Intrastat report export
New Setup Tables Added for:
Statistic Indications
Specific Movements
Intrastat Delivery Groups
Additional Setup for Intrastat Enables:
Set a country/region code for Entry/Exit Point
Set Tariff Number Supplementary Units of Measure if Tariff numbers have to be reported in Supplementary
Units of Measure
Set if particular item charges have to be included in either Intrastat Amount or Intrastat Statistical Value or both
Set Intrastat behavior for Shipment Methods – select if item charges should be included/excluded for particular
Shipment Methods and Intrastat Delivery Group for reporting
Set Area value in Location Card
Set default values and enforce company policies following additional Intrastat data available on Customer and
Vendor Cards
Define on the Item Card additional Intrastat data – Statistic indication and Specific movement
Make special foreign Currency Exchange Rate setup and object for export setup for each Registration Country
Posting Sales, Purchase or Transfer Transaction
To identify and enter attributes of sales transaction that will be used in Intrastat reporting user, follows these steps:
User verifies Intrastat data (Transaction Type, Specification and Transport Method, etc.) on the Foreign Trade
tab. These were transferred to the document header from the relevant Customer or Vendor card and can be
manually edited.
Intrastat Transaction field (non-editable) informs the user whether the particular transaction is qualified as
Intrastat transaction.
Identification of the Physical Movement in the correction (Credit-Memo) documents using the Physical Transfer
field.
User can manually exclude an Intrastat Transaction from Intrastat reporting using the Intrastat Exclude field.
User verifies Intrastat Data (Tariff No., Statistic Indication, Country/Region of Origin and Net Weight) in the
document lines. These were transferred to the line from the relevant Item card and can be manually edited.
User assigns Item Charge to the sales line and includes/excludes its value to Intrastat Amount and Statistical
Amount.
During the posting, system transfers all Intrastat relevant information to Item Ledger Entry.
During the posting, system displays an error if any Intrastat field set as mandatory in Stat. Reporting Setup
form is not filled in. This will prevent the user from posting the transaction.

Preparing Intrastat Journal

The Intrastat Journal contains the following new fields and functionalities:
Shipment Method Code
Statistic Indication
Specific Movement
Supplementary Units of Measure Calculation
Declaration Numbering
Declaration types for Statement Classification – Primary, Null, Replacing, Deleting
Registration Country entries filtering
The fastest way to prepare the Intrastat journal and make sure all the rules set in the previous steps are followed is
by using the Get Entries batch job. During the execution of the Get Entries batch job, the system will take care of
the following:
System considers Item and Job Ledger Entries created by transaction identified as Intrastat transactions
System ignores sales and purchase Intrastat transactions with the EU -3 Party Trade flag
System makes sure to include Intrastat transactions with Entry/Exit Points in EU Country
System makes sure to include sales and purchase documents (i.e. Credit Memos) posted with the Correction
check box as inserted in the Intrastat journal with the same type as documents they are correcting, but with
opposite sign for Non-physical Transfer documents and with the opposite type for documents marked as
Physical Transfer
System makes sure the reversed Intrastat transactions (i.e. using Undo Receipt/Shipment) are excluded from
reporting (both revered and reversing Intrastat transactions)
System makes sure the Item Charges are (not) included, adjusted and calculated in Intrastat Amount and
Statistical Amount according to the user’s setup in Stat. Reporting Setup, Item Charges, Shipment Methods and
Item Charge Assignments
System makes sure the Supplementary Units of Measure are used while preparing Intrastat Journal lines
System makes sure the correct data source is used for Tariff No., Net Weight and Country/Region of Origin
according to Stat. Reporting Setup
Intrastat Report Export to CSV Format
Export of Intrastat reports to .csv files according to local requirements (for INSTATDESK and INSTATONLINE
applications) was added to Intrastat Journal. Export use object for export based on setup in Stat. Reporting Setup
or Registration Country.

See Also
Czech Local Functionality
Finance
 Inventory
2 minutes to read • Edit Online

Posting Groups in Transfer Orders

Czech posting rules require location transfers to be posted with the defined Inventory Adjmt. Account different
from other item Journal postings. In the Transfer Orders functionality, fields for Gen. Bus. Post. Groups for Ship
and Receive posting were added. This feature enables you to post different transfer orders with different General
Posting Setup and also different from postings in item Journal.
In Transfer Route, fields for Gen. Bus. Post. Groups for Ship and Receive posting were added. This setup is
automatically copied to transfer the order based on the used transfer route.

Rounding Account in Inventory

The Rounding Account in the Inventory feature enables you to post all rounded costs (rounding entries in the
Value Entry table) to another General Ledger Account instead of the Inventory Adjustment Account. This feature
enables you to post a rounded cost on a different Account than the acquisition cost.

Inventory – G/L Reconciliation Enhancements

According to the Czech specific requirements, the Inventory – G/L Reconciliation matrix form must into account
take the Czech specific inventory posting Accounts: Inventory Rounding Account and Intermediate WIP Account.
Since the Czech localized application contains modifications in the inventory posting, special Account for rounding
functionalities, and special intermediate WIP accounts, must also be included in the Inventory – G/L Reconciliation
matrix form.
These modifications have been introduced to the interface and the calculation procedures have been modified.

Advanced Features of the Physical Inventory

To comply with the legislation, companies require differentiation of accounting of deficits and surpluses. Thanks to
the setting of default Whse. Net Change Template for these inventory movements in the Inventory Setup, the user
can easily change Gen. Business Posting Group depending on the type of inventory movements.
Companies need to distinguish the posting of inventory movements of the same goods so they require line-break
of physical inventory Journal line. Such accounting is required for legal reasons. For example, they need to have a
different account for deficits in the limit, and another account for deficits over the limit.

Inventory Operations Document

Users perform inventory operations such as: write down, reclassification and revaluation. They must have the
possibility to print documents for these operations with the layout in compliance with the legal requirements.
Users also want to print a document for posted inventory operations.
For the reasons above, this feature provides the following reports:
Inventory Movement Report is used to print documents from inventory Journals.
Posted Inventory Document Report is used to print posted inventory operations.
Inventory Counting Document
At the end of the period, users perform physical inventory counting to reconcile the actual (physical) value of
inventory with the one registered in the system. At the end of the counting process, accounting department needs
to archive final Inventory Counting Document containing posted values with names of company officials who
under liability confirm with their signature that the quantities and amounts stated in the document correspond to
ones physically present in company’s inventory locations.
For the reasons above, this feature provides the following reports:
Phys. Inventory List Report is used to print documents from Phys. Inventory Journals (existing report
improved).
Phys. Invt. Counting Document Report is used to print posted Phys. Inventory operations.

See Also
Czech Local Functionality
Finance
 Extended User Control
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 unapply functionality

See Also
Czech Local Functionality
 Small Regulatory Features and Best Practices
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
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

Start a free trial!

 Print VAT Reconciliation Reports
2 minutes to read • Edit Online

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.

FIELD DESCRIPTION

Show Details Select to print all transaction amounts in the report.

If you do not select this field, a single cumulative line is

printed for each general ledger account.

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.

The default is No. The report includes only those

transactions that include VAT entries. If you select this
field, the report includes all transactions.

3. On the G/L Entry FastTab, select the appropriate filters.

4. Choose the Print button to print the report or choose the Preview button to view it on the screen.

See Also
Denmark Local Functionality
 VAT-VIES Reporting
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.virk.dk online portal. 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
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.

TRANSACTION TEX T DESCRIPTION

Matching Amount The amount paid covers exactly the remaining amount on an
unpaid sales invoice that is identified by the FIK number.

Partial 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
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.

Supported Bank Formats

This extension can apply the following file formats for payment files:
BANKDATA-V3
BEC -INDLAND
BEC -CSV
DANSKEBANK-CMKV
DANSKEBANK-CMKXKSX
DANSKEBANK
FIK71
NORDEA-ERHVERV -CSV
NORDEA
NORDEA-UNITEL -V3
SDC
SDC -CSV

To set up the extension

There are a few steps to get started.
Allow payment data exports. To help protect your data, this is not readily available.
Set up purchase and payables so that you do not require external document numbers on invoices. If needed,
you can use the reference number to refer to a specific invoice.
Specify the payment method for each vendor. Payment methods define how you pay invoices from the vendor.
For example, Bank, Cash, Check, or Account.
Specify the type of format to use for each of your bank accounts. For example, NORDEA, DANSKEBANK,
SDC, and so on.
Additionally, you must assign vendors to a domestic Gen. Bus. Posting Group and a Vendor Posting Group.
The Country/Region setting for the vendor must be Denmark (DK). For more information, see Setting Up Posting
Groups.
To allow Business Central to export payment data
1. Choose the icon, enter Payment Journal, and then choose the related link.
2. On the Edit Payment Journal page, choose the Bank batch.
3. Choose the Allow Payment Export check box.
To specify a payment method for a vendor
The following table shows the combinations of FIK and GIRO payment methods that Business Central supports.

TYPE 01 TYPE 04 TYPE 71 TYPE 73

Giro Account No. or Giro Account No. Giro Account No. FIK Creditor No. FIK Creditor No.
FIK Creditor No.?

Allows Message to Yes No No Yes

Recipient?

Contains Payment No Yes, 16 digits. Yes, 15 digits. No

Reference number?

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 Export Format field, choose the format for your export file.

Choosing the FIK or Giro payment information for vendor invoices

1. Choose the icon, enter Purchase Invoices, and then choose the related link.
2. Choose the vendor. Remember, this must be a Danish vendor with an address in Denmark.
3. Create an invoice. The Payment Method and Vendor Number fields are filled in based on settings on the
Vendor card. You can change them if you want.
4. In the Payment Reference field, enter the 15-digit number from the vendor invoice.

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.

5. Post the invoice.

To use the extension to export payment data

1. Choose the icon, enter Payment Journals, and then choose the related link.
2. Choose the Suggest Vendor Payment Journals action.
 TIP
If you want to export only specific payments, use the options for filtering the data.

3. If needed, you can add filters to export only specific payments.

4. In the Bank Payment Type field, choose Electronic Payment.
5. Choose the Export action.

See also
Customizing Business Central for Business Central Using Extensions
Collect Payments with SEPA Direct Debit
Post SEPA Direct Debit Payment Receipts
Working with General Journals
 OIOUBL Electronic Invoicing Overview
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.

Implementation in Business Central

The current requirements for sending electronic invoices are based on OIOUBL, which is based on the Universal
Business Language (UBL ) version 2.0 standard. For more information, see the OASIS UBL web site. The
generated XML documents can then be sent to the customer.
To send documents electronically, you must assign European Article Numbering (EAN ) location numbers and
account codes to the relevant customers on the Customer Card page. For more information, see Set Up
Customers for OIOUBL. These numbers are the included when you create documents, and post or issue them.
After the documents have been posted or issued, you can create electronic versions to be sent to the customer. You
can submit the following types of documents:
Sales invoice
Service invoice
Sales credit memo
Service credit memo
Finance charge memo
Reminder
The electronic documents are stored in the locations that are defined in the Sales & Receivables Setup.

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
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.

FIELD DESCRIPTION

GLN Enter the customer's Global Location Number, which

uniquely identifies the billing address. A GLN has a fixed
length of 13 digits. It includes an assigned company
prefix, a location reference, and a check digit.

Account Code Enter the account code for the customer.

Customers in the public sector provide an account code

when they place an order or requisition. Based on the
value of this field, the account code is included in the
OIOUBL documents that you create in Business Central.
In accordance with Lov om Offentlige Betalinger and
related statutes, the customer is entitled to withhold
payment until they receive an invoice with the relevant
account code.

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
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.
 FIELD DESCRIPTION

GLN Enter the Global Location Number for the customer.

Account Code Enter the account code for the customer.

Customers in the public sector provide an account code

when they place an order or requisition. Based on the
value of this field, the account code is included in the
OIOUBL documents that you create in Business Central.
In accordance with Lov om Offentlige Betalinger and
related statutes, the customer is entitled to withhold
payment until they receive an invoice with the relevant
account code.

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.

To set up item charges

1. Choose the icon, enter Item Charges, and then choose the related link.
2. For each item charge, in the Charge Category field, select a category.
Finally, you must specify EAN numbers and account codes for the relevant customers. For more information, see
Set Up Customers for OIOUBL.

See Also
Denmark Local Functionality
OIOUBL Electronic Invoicing Overview
Set Up Customers for OIOUBL
 The OIOUBL Extension for Electronic Invoicing in
Denmark
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
Frequently Asked Questions page on the Digitaliseringsstyrelsen website.

Getting Started with the OIOUBL Extension

By default, the OIOUBL extension is installed in Business Central. However, there are a few things to do before you
can use the extension:
Set up payment methods, payment terms, and item charges.
Set up customers for OIOUBL by specifying an account code, the OILUBL profile to use to exchange
documents, and the customer's Geographic Location Number (GLN ).
For more information, see Set Up the OIOUBL Extension.

See Also
Denmark Local Functionality
Set Up the OIOUBL Extension
Create Electronic Documents in an OIOUBL Format
 Create Electronic Documents by Using OIOUBL
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.

To post a sales invoice

1. Choose the icon, enter Sales Invoices, and then choose the related link.
2. Open the sales invoice that you want to post.
3. Make sure that the External Document No. field contains the document number that the customer
supplied. OIOUBL electronic documents require this number.

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.

To create an electronic sales invoice

After you post a document, you can create an electronic invoice in an OIOUBL format. The following steps
describe the process for posted sales invoices, but the process is the same for other documents.
1. Choose the icon, enter Posted Sales Invoices, and then choose the related link.
2. Open the relevant posted sales invoice.
3. Choose the Create Electronic <document type> action.
4. Optionally, in the Create Electronic <document type> page, set additional filters, and then choose the OK
button.
This generates an XML file that is stored at the default download location on your device.

See Also
Denmark Local Functionality
Set Up OIOUBL
Set Up Customers for OIOUBL
OIOUBL Electronic Invoicing Overview
 The Payroll Data Definitions (DK) Extension
2 minutes to read • Edit Online

If your business uses the Danløn, Dataløn, Lønservice, Multiløn, or Proløn 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. Import
Format field.

To import a payroll file

1. Choose the icon, enter General Journals, and then choose the related link.
2. Choose the journal to use, and then use the Import Payroll File action to import the data file from the payroll
service provider.

See Also
Denmark Local Functionality
 Finland Local Functionality
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

Start a free trial!

 Print Finnish Intrastat Reports
2 minutes to read • Edit Online

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.

To print a Finnish Intrastat report

1. Choose the icon, enter Intrastat Journal, and then choose the related link.
2. Enter the batch name for the Intrastat report.
3. Choose the Print action, and then choose the Checklist Report action.
4. Choose the Print action.

See Also
Set Up Intrastat Reporting
 Print VAT Information on Invoices
2 minutes to read • Edit Online

You can use posting groups to print VAT information for each item on the sales invoice.

To print VAT information on an invoice

1. Choose the icon, enter VAT Posting Group, and then choose the related link.
2. Enter an item code and description.
3. Select Print VAT info on Invoice to print the VAT information for each item on the respective sales invoice.
4. Create and post a sales invoice. Choose the Preview button to review the invoice and verify that it contains VAT
information for each row from the posting group.

See Also
Electronic Banking in Finland
Setting Up Posting Groups
Setting Up Value-Added Tax
 VAT-VIES Declaration in Finland
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
Service 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
2 minutes to read • Edit Online

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
2 minutes to read • Edit Online

To send electronic payments to vendors, you must first generate a payment file for domestic or foreign payments.

To generate a payment file

1. Choose the icon, enter Bank Payments to Send, and then choose the related link.
2. In the Vendor No. column, select the vendors to include in the payment file.
3. Enter payment information for each vendor, or choose Suggest Vendor Payments to create suggested
vendor payment information.
4. Choose the Domestic payments or Foreign payments action.
5. Choose the Yes button to create a payment file.

See Also
Electronic Banking in Finland
Set Up Bank Reference Files
Disregard Payment Discounts
 Set Up Bank Reference Files
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.

To set up a bank reference file

1. Choose the icon, enter Bank Reference File Setup, and then choose the related link.
2. On the General FastTab, fill in the fields as described in the following table.

FIELD DESCRIPTION

No. Specifies a bank account code.

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.

FIELD DESCRIPTION

Due Date Handling Select how due date processing should be applied to
foreign payments.

Batch – All payments in the file receive the same payment

date.

–or–

Transaction – Each payment in the file receives a

transaction-specific payment date. Contact your bank to
determine whether this setting should be used.

Default Service 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.

FIELD DESCRIPTION

Bank Party ID Enter a SEPA bank party ID. Note: This field is only used
for the SEPA pain.001.001.02 standard.
 FIELD DESCRIPTION

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 Export Format field on the Bank
Account Card page.

5. Choose the OK button.

See Also
Electronic Banking in Finland
Generate Payment Files
Disregard Payment Discounts
 SEPA Credit Transfer Payments
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
2 minutes to read • Edit Online

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

To disregard a payment discount

1. Choose the icon, enter Payment Terms, and then choose the related link.
2. Select the line with the payment term for which you want to activate or deactivate payment discounts.
3. Select the Disreg. Pmt. Disc. at Full Pmt check box to initiate activation for this feature. To deactivate, clear
the check box.

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
2 minutes to read • Edit Online

To use automatic account codes, you must create an automatic account posting group.

To set up automatic account posting groups

1. Choose the icon, enter Auto. Acc. Groups, and then choose the related link.
2. Choose the New action.
3. On the General FastTab, fill in the fields as described in the following table.

FIELD DESCRIPTION

No. Enter a unique alphanumeric number for the automatic

account posting group.

Description Enter a description for the automatic account posting

group.

4. On the Automatic Acc. Line FastTab, fill in the fields as described in the following table.

FIELD DESCRIPTION

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.

5. Choose the OK button.

See Also
Automatic Account Codes
Setting Up Posting Groups
Finance
 Automatic Account Codes
2 minutes to read • Edit Online

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
2 minutes to read • Edit Online

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
2 minutes to read • Edit Online

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

Start a free trial!

 Export General Ledger Entries for Tax Audits
2 minutes to read • Edit Online

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.

To export general ledger entries to a text file for a tax audit

1. Choose the icon, enter Export G/L Entries – Tax Audit, and then choose the relevant link.
2. On the Export G/L Entries – Tax Audit page, on the Options FastTab, fill in the fields as described in the
following table.

FIELD DESCRIPTION

Starting 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.
 FIELD DESCRIPTION

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.

3. Choose the OK button to export the file.

When you create the report, Business Central sorts the information in the report by the No. and Creation Date
fields in the general ledger register.
The report will have the following name: FEC

See Also
Close Years
 Export General Ledger Entries to an XML File
2 minutes to read • Edit Online

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.

To export general ledger entries to an XML file

1. Choose the icon, enter Export G/L Entries to XML, and then choose the relevant link.
2. On the Export G/L Entries to XML page, on the Options FastTab, fill in the fields as described in the
following table.

FIELD DESCRIPTION

Starting Date Sets the starting date to export the financial transactions.

Ending Date Sets the ending date to export the financial transactions.

3. To export the file, choose the OK button.

You can save the generated file to a specified location, or you can open the file.

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
2 minutes to read • Edit Online

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 Export 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
2 minutes to read • Edit Online

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.

To set up a payment address

1. Choose the icon, enter Vendors, and then choose the relevant link.
2. Select a vendor, and then choose the Edit action.
3. Choose the Payment Addresses action.
4. Fill in the required fields as described in the following table.

FIELD DESCRIPTION

Code The payment address code.

Default Value Select to use this address as the default payment address.
You can select one default payment address.

Name The name associated with the payment address.

Address The payment address.

e. Choose the OK button.

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
2 minutes to read • Edit Online

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.

To set up payment statuses

1. Choose the icon, enter Payment Slip Setup, and then choose the related link.
2. Select a payment class, and then choose the Status action.
3. On the Payment Status page, choose the New action.
4. Fill in the fields as described in the following table.

FIELD DESCRIPTION

Name The payment status description.

RIB Select to indicate that information about the Relevé d

Identité Bancaire (RIB) statement for the customer or
vendor must be displayed in the payment lines. The RIB
information includes the bank branch number, agency
code, bank account number, bank name, RIB key, and key
verification.

Look Select to indicate that the payment document lines that

have reached this payment status can be edited and
viewed on the View/Edit Payment Line page.

For more information, see View-Edit Payment Line.

ReportMenu Select to indicate that the documents that have reached

this payment status can be printed.

Amount Select to display the amount in the payment lines.

Payment in Progress Select to indicate that all billing and payment lines with
this status must be considered when calculating the
payments in progress.

Archiving Authorized Select to indicate that payment headers with this

payment status can be archived.

5. Choose the OK button.

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 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.

To set up payment steps

1. Choose the icon, enter Payment Slip Setup, and then choose the relevant link.
2. Select a payment class, and then choose the Steps action.
3. In the Name field, enter a name for the payment step. You can enter a maximum of 50 alphanumeric
characters.
4. Choose the Edit action.
5. On the Payment Step Card page, fill in the fields as described in the following table.

FIELD DESCRIPTION

Name The payment step name that you entered on the

Payment Step page.

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 The status at which this payment step ends.

Next Status Name The name of the status selected in the Next Status field.
This field cannot be modified.
FIELD DESCRIPTION

Action Type The type of action to be performed by this step.

Ledger: If you specify Ledger, you must define the

additional ledger information on the Payment Step
Ledger page.

Report: If you specify Report, you specify which report

in the Report No. field.

File:

* If you specify File, you specify the type of file in the

Export Type field: Report or XMLPort.

* For SEPA Credit Transfer files, specify XMLport, and

then set the Export No. field to 1000.

* For SEPA Direct Debit files, specify XMLport, and then

set the Export No. field to 1010.

Report No. The identification number for the report. This field is
available if the Action Type field is set to Report.

Export Type The export type for the file. This field is available if the
Action Type field is set to File.

For example, see Export Payments.

Export 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.

This field is available if the Action Type field is set to

Ledger.

Reason Code The reason code that is linked to the payment step.

This field is available if the Action Type field is set to

Ledger.

Header Nos. Series The number series code that must be used to assign
numbers to the header for a new payment slip.

This field is available if the Action Type field is set to

Create New Document.

Correction Select to mark the payment entries as corrections. This

field is available if the Action Type field is set to Ledger.
 FIELD DESCRIPTION

Realize VAT Select to indicate that unrealized VAT should be reversed

and VAT should be declared for this payment step.

This field is available if the Unrealized VAT Reversal

field on the Payment Class page is set to Delayed.

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.

6. Choose the OK button.

If the action type of the payment step is Ledger, you must set up additional ledger information for the payment
step.

To set up ledger information for a payment step

1. On the Payment Step Card page for the payment step, choose the Ledger action.
2. On the Payment Step Ledger page, choose the New action.
3. Fill in the fields as described in the following table.

FIELD DESCRIPTION

Sign The type of posting entry.

Description The entry description.

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.
 FIELD DESCRIPTION

Memorize Entry 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 Entry check box, and have set this field to
None, the Detail Level field is available.

Detail Level The method for posting the payment lines.

Document Type The type of document assigned to the ledger entry.

Document No. The method for assigning the document number to the
ledger entry.

4. Choose the OK button.

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
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.

To set up a payment class

1. Choose the icon, enter Payment Slip Setup, and then choose the relevant link.
2. On the Payment Class page, choose the New action.
3. Fill in the fields as described in the following table.

FIELD DESCRIPTION

Enable Select to enable usage of the payment class.

Code The unique identification code for the payment class.

Name The payment class description.

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.

Suggestions The type of payment proposals that can be created

automatically on a payment slip.

Unrealized VAT Reversal Specify the method to handle unrealized VAT.

If you select Application, VAT will be realized when you

post the invoice application and payment application.

If you select Delayed, you must define the payment step

during which VAT must be realized, by selecting the
Realize VAT field on the Payment Step Card page. For
more information, see Realize VAT and Payment Step.

SEPA Transfer Type Specify the SEPA export format, either Credit Transfer
or Direct Debit.

4. Choose the OK button.

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
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.

To archive a payment slip

1. Choose the icon, enter Payment Slips, and then choose the relevant link.
2. Select the relevant payment slip, and then choose the Edit action.
3. On the Payment Slip page, choose the Archive action.
4. Choose the Yes button to archive the payment slip.

NOTE
If the current status of the payment slip does not allow archiving, a message is displayed.

To archive a batch of payment slips

1. Choose the icon, enter Archive Payment Slips, and then choose the relevant link.
2. On the Archive Payment Slips page, on the Payment Header FastTab, select the appropriate filters.
3. Choose the OK button.
The payment slips are archived.

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
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.

To create a payment slip for vendors

1. Choose the icon, enter Payment Slips, and then choose the relevant link.
2. Choose the New action.
3. On the Payment Slip page, choose a field to open the Payment Class List page.
4. Select a payment class, and then choose the OK button.
5. On the General FastTab, fill in the fields as described in the following table.

FIELD DESCRIPTION

Currency Code Specify the currency code to be used for the payment
lines.

Posting Date Specify the posting date.

Document Date Specify the document date.

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.

FIELD DESCRIPTION

Account Type The account type to which the payment line is posted.

Account No. The unique identification number for the account to

which the entry will be 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:
Country/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 Country/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.

FIELD DESCRIPTION

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.

Summarize per The criteria for summarizing the payment line.

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.

12. On the Vendor FastTab, select the appropriate filters.

13. Choose the OK button.
The payment lines are automatically created.
14. On the Payment Slip page, on the Posting FastTab, fill in the fields as described in the following table.

FIELD DESCRIPTION

Source Code The source code for the payment slip.

Department Code The relevant dimension code.

Project Code The relevant dimension code.

Account Type The account type to which or from which the payments
will be transferred.

Account No. The account number to which or from which the

payments will be transferred.
15. Optionally, for SEPA, in the Account No. field, choose the Advanced option.
a. On the Bank Account List page, choose the Edit action.
b. Fill in the following fields if needed:
General FastTab
Country/Region Code
Transfer FastTab
Swift Code
IBAN
RIB FastTab
Payment Export Format: SEPA
SEPA CT Msg. ID No. Series: Bank
16. Choose the OK button.
After you create a payment slip, you can generate payment files and send them to the bank electronically.

NOTE
A payment file can be created if the payment slip displays File for the Action Type field.

To create a payment file

1. Choose the icon, enter Payment Slips, and then choose the relevant link.
2. Select a payment slip, and then choose the Edit action.
3. On the Payment Slip page, choose the Generate file action.
4. Choose the Yes button, and then choose the OK button.
The payment file is generated and exported according to the export type that is specified on the Payment
Step page.
5. In the case of error, review the errors listed in the File Export Errors FactBox, and take the appropriate
action.

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
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 Export Type field, select the Report or the
XMLport action.
7. In the Export 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
2 minutes to read • Edit Online

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.

To export or import payment management setup parameters

1. Choose the icon, enter Payment Slip Setup, and then choose the relevant link.
2. On the Payment Class page, choose the Export Parameters action.
To import a parameter, choose the Import Parameter action, select the file, and then choose the Open
button.
3. Choose the Save button to open the Save As page and navigate to the location where the file should be
saved.
4. Choose the OK button.

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
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).

Managing Payment Slips and Files

You can create payment slips to manage customer payments and vendor payments. After creating the payment
slip, you must post it.
These payment slips can then be converted into payment files, which can be sent to the bank electronically.
For more information, see Create Payment Slips.

Archiving Payment Slips

You can separate a fully processed payment slip from the active payment slips by archiving it. You can manually
archive an individual payment slip or you can automatically archive a batch of payment slips. For more
information, see Archive Payment Slips.

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
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.

To post a payment slip

1. Choose the icon, enter Payment Slips, and then choose the relevant link.
2. Select a payment slip, and then choose the Edit action.
3. On the Payment Slip page, choose the Post action.
4. Choose the OK button.
The payment slip is posted.

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
 Apply General Ledger Entries
2 minutes to read • Edit Online

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.

To apply general ledger entries

1. Choose the icon, enter Chart of Accounts, and then choose the related link.
2. On the Chart of Accounts page, select the account that you want to apply entries for, and then choose the
Apply Entries action.
3. On the Apply G/L Entries page, select the ledger entries that you want to apply.
4. Choose the Set Applies-to ID action to populate the Applies-to ID field with the user ID of the current user.
5. Choose the Post Application action.
This effectuates the application by setting the Letter and Letter Date fields.

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
2 minutes to read • Edit Online

You can unapply general ledger entries in a very straightforward way.

To unapply general ledger entries

1. Choose the icon, enter Chart of Accounts, and then choose the related link.
2. On the Chart of Accounts page, select the account you want to unapply entries for, and then choose the
Apply Entries action.
3. On the Apply G/L Entries page, select the ledger entries you want to unapply.
4. Choose the Unapply Entries action.

See Also
Apply General Ledger Entries
 Close Years
2 minutes to read • Edit Online

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
 Close Income Statement Accounts
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.

To close the income statement accounts

1. Choose the icon, enter Close Income Statement, and then choose the relevant link.
2. On the Close Income Statement page, on the Options FastTab, specify the conditions of the batch job.
3. Choose the OK button.
When the batch job is finished, you must close the accounts.
4. Choose the icon, enter General Journals, and then choose the relevant link.
5. Select the general journal that contains the closing entries.
6. Enter one line with a balancing entry that posts the net income to the correct general ledger account under
owners’ equity on the balance sheet.
7. Choose the Post action to post the journal.

See Also
Fiscally Close Years
 Fiscally Close Accounting Periods
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.

To fiscally close accounting periods

1. Choose the icon, enter Accounting Periods, and then choose the relevant link.
2. On the Accounting Periods page, choose the Close Fiscal Period action.
If more than one fiscal period is not fiscally closed, the earliest one should be fiscally closed. A message
appears to identify the period that should be closed and explains the consequences of closing it.
3. To fiscally close the period, choose the Yes button.
When the period is fiscally closed, the Fiscally Closed field is selected, and the Fiscal Closing Date field is updated
for the period.

See Also
Close Years
Fiscally Close Years
Reopen Accounting Periods
Fiscal Periods and Fiscal Years
 Fiscally Close Years
2 minutes to read • Edit Online

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.

To fiscally close years

1. Choose the icon, enter Accounting Periods, and then choose the relevant link.
2. Choose the Fiscally Close Year check box.
If more than one fiscal year is not fiscally closed, the earliest one should be fiscally closed. A message
appears that identifies the year that should be closed and explains the consequences of closing it.
3. To fiscally close the year, choose the Yes button.
When the fiscal year is fiscally closed, the Fiscally Closed field for all the periods in the year is selected. The
fiscally closed year cannot be opened again, and you cannot clear the Fiscally Closed field.

See Also
Close Years
Year End Processes Overview
Post the Year-End Closing Entry
Closing Years and Periods
 Fiscal Periods and Fiscal Years
2 minutes to read • Edit Online

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.

Closing Fiscal Periods and Fiscal Years

After a fiscal year is complete, you must close the accounting periods within that fiscal year. This is to ensure that
general ledger entries are not posted for that period. For more information, see Fiscally Close Accounting Periods.
A fiscal year can be closed if all of the following criteria are met:
The posting dates on the User Setup page and the General Ledger Setup page do not fall within the year
that you are closing. For more information, see User Setup and General Ledger Setup.
The fiscal year has been closed using the Close Year function on the Accounting Periods page. For more
information, see Closing Years and Periods.
All the unposted journal lines for the year have been posted or deleted.
All closing entries are up to date.
When you close a fiscal period, the earliest open fiscal period is closed. The Allow Posting From field on the
General Ledger Setup page is updated with the start date for the next open period, if the existing date in this
field is not already a later date. If the Allow Posting To field on the General Ledger Setup page is within the
closed period, then the value in the Allow Posting To field is updated with the end date for the first open fiscal
period. For more information, see General Ledger Setup.
At the end of the year, you must do the following:
Close the fiscal year using the Close Year function.
Generate a year-end closing entry.
Post the year-end closing entry, along with the offset equity account entries.
Close the fiscal year using the Fiscally Close Year function.

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
France Local Functionality
 General Ledger
2 minutes to read • Edit Online

General ledger functionality for France is described in the below topics.

In This Section
Apply General Ledger Entries
Unapply General Ledger Entries
Print General Ledger Reports
Export General Ledger Entries to an XML File
View Ledger Reconciliations
Export General Ledger Entries for Tax Audits
 Open a New Fiscal Year
2 minutes to read • Edit Online

Before you can post in a fiscal year, you must open the fiscal year and define its accounting periods.

To open a new fiscal year

1. Choose the icon, enter Accounting Periods, and then choose the relevant link.
2. Choose the Create Year action.
3. On the Options FastTab, define the structure of the fiscal year. The fiscal year is usually 12 periods of one
month each, but you can also divide it in other ways.
4. Fill in the fields.
5. Choose the OK button.
The accounting periods are created, and the result is shown. The Starting Date field and the Name field are filled
in with the name of the month from the starting date.
After the last period in the fiscal year, an accounting period is inserted with the New Fiscal Year field selected.

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
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.

To post the year-end closing entry

1. Choose the icon, enter General Journal, and then choose the related link.
2. Review the entries.
3. Choose the Post action.
4. In the posting confirmation page, choose the Yes button.
If an error is detected, an error message is displayed. If the posting is successful, the system removes the posted
entries from the journal.
Once posted, 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
Year End Processes Overview
Close Years
Fiscally Close Years
 Year End Processes Overview
2 minutes to read • Edit Online

Year end closing in Business Central involves three steps:

1. Closing the fiscal year. For more information, see Fiscally Close Accounting Periods.
2. Generating a year-end closing entry using the Close Income Statement option along with the offsetting
equity account entries. For more information, see Posting the year-end closing entry.
3. Fiscally closing the fiscal year. For more information, see Fiscally Close Accounting Periods.
According to the French law NF Logiciel compatibilité informatisée the system has to refuse the creation of a third
open fiscal year, so only two open fiscal years are allowed at the same time.
So in time you are required to close a year. You also do not have to worry about losing details of transactions
when you close because all details are retained, even after you (fiscally) close the year.
When you close at the end of the year, the system moves your earnings from calculated earnings, or the Current
Earnings account, to a posted account, or the Retained Earnings account. The system also marks the fiscal year as
"closed," and marks all subsequent entries for the closed year as "prior year entries."
The system then generates a closing entry, but it does not post the entry automatically. You are given the
opportunity to make the offsetting equity account entry or entries, which allows you to decide how to allocate
your closing entry. For example, if your company has several divisions, you can let the system generate a single
closing entry for all the divisions, and you can then make an offsetting entry for each division's equity account.
Once a year has been fiscally closed you will not be able to post in this fiscal year.

See Also
Fiscal Periods and Fiscal Years
Closing Years and Periods
 Print General Ledger Reports
2 minutes to read • Edit Online

General ledger reports meet financial accounting standards, and they contain information about ledger entries,
customer entries, vendor entries, and bank entries.

To print general ledger reports

1. Choose the icon, enter General Ledger, and then choose the relevant link.
2. Choose the Reports and Analysis action, choose the France action, and then choose one of the following
reports.

REPORT DESCRIPTION

Journals - Shows all of the general ledger transactions.

- Shows the subtotals of the transactions per period.

For more information, see Journals.

G/L Journal Shows the subtotals for each source code per month.

For more information, see G-L Journal.

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.

For more information, see G-L Trial Balance.

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.

For more information, see G-L Detail Trial Balance.

Customer Journal - Shows the transactions of all customer accounts.

- Show the subtotals of the customer transactions per
period.

For more information, see Customer Journal.

Customer Trial Balance Shows opening debit and credit balances, period debit and
credit balances, and final debit and credit balances for all
customer accounts.

For more information, see Customer Trial Balance.

Customer Trial Balance - Shows all of the transactions for all customer accounts.
- Shows the subtotals of the customer transactions per
account.

For more information, see Customer Trial Balance.

 REPORT DESCRIPTION

Vendor Journal - Shows the transactions for all vendor accounts.

- Shows the subtotals of the vendor transactions per
period.

For more information, see Vendor Journal.

Vendor Trial Balance Shows opening debit and credit balances, period debit and
credit balances, and final debit and credit balances for all
vendor accounts.

For more information, see Vendor Trial Balance.

Vendor Detail Trial Balance - Shows transactions for all vendor accounts.
- Show the subtotals of the vendor transactions per
account.

For more information, see Vendor Detail Trial Balance.

Bank Account Journal - Shows transactions for all bank accounts.

- Shows the subtotals of the bank transactions per period.

For more information, see Bank Account Journal.

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.

For more information, see Bank Account Trial Balance.

Bank Acc. Detail Trial Balance - Shows transactions for all bank accounts.
- Shows the subtotals of the transactions per account.

For more information, see Bank Acc. Detail Trial Balance.

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
 Reopen Accounting Periods
2 minutes to read • Edit Online

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.

To reopen accounting periods

1. Choose the icon, enter Accounting Periods, and then choose the relevant link.
2. Choose the Reopen Fiscal Period action.
If more than one fiscal period is fiscally closed, the last one should be reopened. A message appears that
identifies the period that should be reopened and explains the consequences of reopening it.
3. To fiscally open the period, choose the Yes button.
When the period is reopened, the Fiscally Closed field is cleared, and the Period Reopened Date field is
updated for the period.

See Also
Close Years
Fiscally Close Years
Fiscally Close Accounting Periods
 Specify Posting Periods
2 minutes to read • Edit Online

When you specify posting periods, you limit the period in which posting is allowed.

To specify posting periods

1. Choose the icon, enter General Ledger Setup, and then choose the related link.
2. On the General Ledger Setup page, in the Allow Posting From field, specify the start date of the posting
period.
3. In the Allow Posting To field, specify the end date of the posting period.
The dates are validated against the allowed posting ranges to make sure that they belong to open fiscal
years. For more information, see Allowed Posting Range.
4. To verify what the allowed posting range is, choose the Get Allowed Posting Range action.
The dates that you define here apply to the whole company, that is, to all users.

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
 View Ledger Reconciliations
2 minutes to read • Edit Online

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.

To view general ledger reconciliation with the customer ledger

1. Choose the icon, enter General Ledger, and then choose the related link in General Ledger.
2. Choose the Reports action, choose the France action, and then choose the GL/Cust. Ledger
Reconciliation action.
3. On the GL/Cust. Ledger Reconciliation page, set the appropriate filters.

NOTE
You must specify a date filter.

4. Choose the Preview button.

You can now view the debit and credit amounts for each customer, and you can see the document numbers that
resulted in each general ledger transaction.

See Also
France Local Functionality
 Set Up Accelerated Depreciation
2 minutes to read • Edit Online

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.

To set up the accounting depreciation book

1. Choose the icon, enter Depreciation Books, and then choose the relevant link.
2. On the Depreciation Book List page, choose ¨the New action.
3. On the General FastTab, fill in the required fields as described in the following table.

FIELD DESCRIPTION

Code The unique identification code for the accounting

depreciation book. You can enter a maximum of 10
alphanumeric characters.

Description The depreciation book description.

IMPORTANT
Leave the Derogatory Calculation field blank.

4. On the Integration FastTab, select the Derogatory check box to integrate accelerated depreciation with
the general ledger.
For more information, see Set Up Fixed Asset Depreciation.
5. Choose the OK button.

To set up the tax depreciation book

1. Choose the icon, enter Depreciation Books, and then choose the relevant link.
2. On the Depreciation Book List page, choose the New action.
3. On the General FastTab, fill in the required fields as described in the following table.

FIELD DESCRIPTION
 FIELD DESCRIPTION

Code The unique identification code for the tax depreciation

book. You can enter a maximum of 10 alphanumeric
characters.

Description The tax depreciation book description.

4. In the Derogatory 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 Derogatory 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
2 minutes to read • Edit Online

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).

Accelerated Depreciation Accounts

Accelerated depreciation uses the derogatory fixed asset posting type. Statistics and reports use this posting type
to report the accelerated depreciation calculation. For more information, see Set Up Fixed Asset Depreciation.
There are two accounts to set up for derogatory amounts:
Positive accelerated depreciation amounts (increase of accelerated depreciation):
Derogatory account
Derogatory expense account
Negative accelerated depreciation amounts (decrease of accelerated depreciation):
Derogatory Acc. on Disposal
Derog. Bal. Acc. on Disposal
If you post an acquisition, depreciation, or disposal for the accounting depreciation book, the transaction is
automatically duplicated and posted in the tax depreciation book when the journal is posted.
After you set up the tax depreciation book and the accounting depreciation book, the accelerated depreciation is
calculated automatically for fixed assets using the calculate depreciation batch job in the accounting depreciation
book. For more information, see Calculate Accelerated Depreciation.

See Also
Set Up Accelerated Depreciation
Calculate Accelerated Depreciation
Set Up Fixed Asset Depreciation
Fixed Assets
France Local Functionality
 Calculate Accelerated Depreciation
2 minutes to read • Edit Online

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.

To calculate accelerated depreciation

1. Choose the icon, enter Calculate Depreciation, and then choose the relevant link.
2. On the Calculate Depreciation page, on the Options FastTab, fill in the fields as described in the
following table.

FIELD DESCRIPTION

Depreciation Book The unique identification code for the accounting

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.

Posting Date The posting date for the calculated depreciation.

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.
 FIELD DESCRIPTION

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.

Insert Bal. Account Select to automatically insert balancing accounts in the

resulting journal. The Calculate Depreciation batch job
only uses balancing accounts that are defined in the FA
Posting Group.

3. On the Fixed Asset FastTab, select the appropriate filters.

4. Choose the OK button.
The accelerated depreciation for the fixed asset is calculated.

See Also
Accelerated Depreciation
Set Up Accelerated Depreciation
Set Up Fixed Asset Depreciation
Fixed Assets
 Germany Local Functionality
2 minutes to read • Edit Online

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
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
Set Up Data Exports for GDPDU 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
Walkthrough: Exporting GDPDU Data 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
EU Sales List in Germany 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

Start a free trial!

 Set Up Reports for VAT and Intrastat
2 minutes to read • Edit Online

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 Report Selections VAT, and then choose the related link.
2. On the Report 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.

FIELD DESCRIPTION

Sequence Specifies where a report is in the printing order.

Report ID Specifies the ID of the report that prints for this document
type.

Report Name Specifies the name of the report that prints for this
document type. The Report Name field updates based on
the selection in the Report ID field.

4. Choose the OK button.

To set up reports for Intrastat

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.

FO RM AT FIELDS

XML Company No.

ASCII Sales Material No., Purchase Material No.

1. Choose the icon, enter Report Selection, and then choose the related link.
2. On the Report 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.

FIELD DESCRIPTION

Sequence Specifies where a report is in the printing order.

 FIELD DESCRIPTION

Report ID Specifies the ID of the report that prints for this document
type.

Report Name Specifies the name of the report that prints for this
document type. The Report Name field updates based on
the selection in the Report ID field.

4. Choose the OK button.

See Also
Export and Print Intrastat Reports
VAT Reporting
 Set Up VAT Reports
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.

To set up a VAT report

1. Choose the icon, enter VAT Report Setup, and then choose the related link.
2. On the General FastTab, select the Modify Submitted Reports check box to let users modify VAT reports
that have been submitted to the tax authorities.
If the field is left blank, users must create a corrective VAT report instead.
3. Select the Export Cancellation Lines check box if you want to include information about cancellation lines
when you export data for the VAT report of EU sales. For more information, see Correct VAT Reports.
4. On the Numbering FastTab, specify the number series that will be used for standard VAT reports. This will
be the default numbering series that is used on any VAT Report that you then create.
Depending on the requirements, you can use the same number series for all VAT reports, or separate
number series for each type of VAT report.
For example, if your company uses separate number series for standard and corrective VAT reports, this
number series is the default number series. Users can select a different number series in the No. field when
they create corrective reports.
5. On the ZIVIT FastTab, specify information for the fields.
6. Choose the OK button.

See Also
VAT Reporting
Create VAT Reports
 VAT Reporting
2 minutes to read • Edit Online

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.

REPORT DESCRIPTION

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.

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.

Use this report in conjunction with VAT correction.

Sales VAT Adv. Not. Acc. Proof Confirms that entries in the VAT statement form are also
posted in general ledger accounts.

To verify VAT in sales VAT advance notifications, select the

same settings for the VAT statement form and the sales VAT
advance notification.

VAT Statement Schedule This report can be retrieved from the VAT Statement page.

Prints the settings in the VAT statement. Using this report,

you can print the characteristics of the Sales VAT Adv. Not.
Acc. Proof.

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
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 Report page and then export it in electronic format that conforms to the
ELMA5 format requirements.

To create a VAT report

1. Choose the icon, enter VAT Report, and then choose the related link.
2. Fill in the fields in the General FastTab, including the fields that are described in the following table.

FIELD DESCRIPTION

No. Specify the report number.

Depending on the type of report, and the configuration in

your company, you can use the automatically generated
number, select a different number series, or enter a
different number manually.

VAT Report 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.

Start Date Specify the start date of the report period.

End Date Specify the end date of the report period.

EU Goods/Services Specify whether the report applies to Goods, Services, or

both. The default is Both.

Report Period Type Specify the time period that the report applies to:

- Month
- Quarter
- Year
- Bi-Monthly

Report Period No. Specify the number of the VAT period.

Report 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.
 FIELD DESCRIPTION

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.

To submit a VAT report

1. On the VAT Report page, choose the Release action.
2. Confirm that you want to release the report.
Business Central validates that the VAT report is set up correctly. If the validation fails, the errors are shown
on the VAT Report Error Log page so that you can make the appropriate changes. For example, an error
displays if you try to release a standard VAT report but you have not yet added any lines to the report.
When you mark a VAT report as released, it becomes non-editable. If you must change the report after
marking it as released, you must first reopen it.
3. Choose the Export action to create a VAT report of EU Sales List data in ELMA5 format. Save a copy of the
report, which has the required name specified by ELMA5.
You can now submit the report to the tax authorities.
4. Choose the Mark as Submitted action.

See Also
Correct VAT Reports
Set Up VAT Reports
 Correct VAT Reports
2 minutes to read • Edit Online

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 Report 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.

To correct a VAT report

1. Create a new VAT report. For more information, see Create VAT Reports.
2. Fill in the fields in the General FastTab, and set the VAT Report Type field to Corrective.
3. In the Original Report No. field, select the report that you want to correct. You can only select reports of
type Standard that have been marked as Submitted.
4. Create your correction VAT report line entries.
Choose the Suggest Lines action. Set filters as needed.
On each line you can drill down on the amounts to see which VAT entries make up the amount. Change the
amount if needed. You cannot edit, however, the VAT Registration No..
5. If the Suggest Lines action does not provide suggestions to correct the amounts that you intended, use the
Correct Lines action to insert cancellation and correction lines for the customer or vendor.
6. Continue with the VAT report creation process, and release the report.

See Also
Set Up VAT Reports
 Sales VAT Advance Notifications
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.

Set Up and Export Sales VAT Advance Notifications

To create valid sales VAT advance notifications, you must set up the following:
The company registration information and tax office information.
Basic sales VAT advance notification on the Electronic VAT Decl. Setup page.
The VAT statement.
To set up company information
1. Choose the icon, enter Company Information, and then choose the related link.
2. On the Company Information page, in the VAT Representative field, enter the contact person for VAT
related information.
3. Choose the OK button.
To set up the Electronic VAT Decl. Setup
1. Choose the icon, enter Electronic VAT Decl. Setup, and then choose the related link.
2. Fill in the fields as described in the following table.

FIELD DESCRIPTION

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.

XML File Default Name Enter the name of the file.

To set up a VAT statement for sales VAT advance notifications

1. Choose the icon, enter VAT Statement, and then choose the related link.
2. On the VAT Statement page, in the Name field, choose the drop-down arrow.
3. On the VAT Statement Names page, in the line for the appropriate VAT statement name, select the Sales
VAT Adv. Notification check box.
 NOTE
The VAT statement must have a VAT statement line for each key figure required by the tax authority, where the Row No.
field contains the key figure and the Amount Type field specifies whether this is a base amount or a tax amount. Ask your
tax office if you have questions concerning the key figures and their definition.

4. Choose the OK button.

To create an XML document for Sales VAT advance notification

1. Choose the icon, enter Sales Vat Advanced Notification List, and then choose the related link.
2. On the Sales Vat Advanced Notification List page, choose the New action.
3. On the Sales VAT Adv. Notif. Card page, fill in the fields.
4. Choose Process, and then choose the Create XML -File action.
5. On the Create XML - VAT Adv. Notif. page, in the XML -File field, choose either the Create or the Create
and Export option.
6. Choose the OK button.

See Also
VAT Reporting
Germany Local Functionality
Customizing Business Central Using Extensions
 Declare VAT-VIES Tax
2 minutes to read • Edit Online

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.

To declare VAT-VIES tax

1. Choose the icon, enter VAT-Vies Declaration Tax – DE, and then choose the related link.
2. On the VAT-Vies Declaration Tax – DE page, on the Options FastTab, fill in the fields as described in the
following table.

FIELD DESCRIPTION

Reporting 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.

Corrected Notification If selected, this field indicates that this is a corrected

version of an already delivered VAT-VIES declaration.

Show Amounts in Add. Reporting 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 reporting 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. Important: Only select this
field the first time that you submit a monthly report.

Revoke monthly reporting If selected, you want to switch from monthly reporting to
another reporting period.

For example, if you have previously submitted monthly

declarations but the EU sales are less than 100,000 euros
per quarter, select this field and then select one of the
quarters in the Reporting Period field.

3. On the VAT Entry FastTab, select the appropriate filters.

 NOTE
In order to run this report, you must select the Posting Date as a filter, and enter the posting date value.

See Also
VAT Reporting
 Print Vendor Payments List Reports
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.

To print the vendor payments list report

1. Choose the icon, enter Vendor Payments List, and then choose the related link.
2. On the Options FastTab, fill in the fields as described in the following table.

FIELD DESCRIPTION

Sorting 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.

Layout Specifies the layout of the report.

The results can be displayed in the following layouts:

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.

At the end of the report, the number of processed payments is displayed.

See Also
Making Payments
 Export and Print Intrastat Reports
2 minutes to read • Edit Online

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.

To print the German Intrastat checklist

1. Choose the icon, enter Intrastat Journals, and then choose the related link.
2. In the Batch Name field, select the required journal batch name.
3. Choose the Checklist Report action.
4. On the Intrastat - Checklist DE page, on the Options FastTab, select the Show Intrastat Journal Lines
check box.

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.

To print the German Intrastat form

1. Choose the icon, enter Intrastat Journals, and then choose the related link.
2. In the Batch Name field, select the required journal batch name.
3. Choose the Form action.
4. Optionally, on the Intrastat Jnl. Batch FastTab, select the appropriate filters.
5. Optionally, on the Intrastat Jnl. Line FastTab, select the appropriate filters.
6. Choose the Print button to print the Intrastat checklist or choose the Preview button to view it on the screen.

To export Intrastat information to a disk

1. Choose the icon, enter Intrastat Journals, and then choose the related link.
2. In the Batch Name field, select the required journal batch name.
3. Choose the Make Diskette action.
4. On the Options FastTab, in the Path field, enter the full path and the name of the file to which you want to
write the information.
Optionally, on the Intrastat Jnl. Batch FastTab, select the appropriate filters.
5. To export the file, choose the OK button.
The Intrastat information is exported, and you can either save the data to a file, or you can open the file in the
appropriate program.
When the file is exported, the Reported check box on the Intrastat Jnl. Batches page will be selected, and the
Internal Ref. No. field on every entry in the journal will be filled in. You can manually change the contents of the
field. For example, you can make changes when you need to run the report again. For more information, see
Intrastat Jnl. Batch.

See Also
VAT Reporting
Report VAT to Tax Authorities
 Post a Negative Entry
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.

To post a negative entry

1. Choose the icon, enter General Journals, and then choose the related link
2. In the Batch Name field, select the required batch name.
3. Enter information into the relevant fields.
4. In the journal line that you want to activate for negative entries, select the Correction check box.
5. To post the journal, choose the Post action, and then choose the Yes button.

See Also
Reverse Journal Postings and Undo Receipts/Shipments
Germany Local Functionality
 Process for Digital Audits (GoBD/GDPdU)
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.

Defining GDPdU Export Data

You can configure Business Central to export data to meet your needs. You can export large sets of data, and you
can export small sets of data. You can export data from a single table or a table and related tables.
For each data export, you define the tables and fields that you want to export. This depends on the auditor's
requests. The selected information is exported to the ASCII files. A corresponding XML file, INDEX.XML, is also
created to describe the ASCII file structure.
The elements in the INDEX.XML file define the names of the tables and fields that are exported. Because the
current auditing tool has restrictions on these field names, such as the length and the characters that are used,
Business Central removes spaces and special characters and then truncates the names to match the 20 character
limitation. You can change the suggested table and field names when you add fields to a table definition.
In most cases, you will set up GDPdU data export one time, and then a person in your company can run the
export when the auditor requests new data. It is recommended that the setup is handled by people with an
understanding of the database structure and the technical hardware in your company, but also in collaboration
with people who understand the business data, such as the accountant.

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.

FILTER LEVEL DESCRIPTION

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. Important: You cannot set a table filter that is
based on a FlowFilter.

When you add table filters, you can increase performance by

specifying the fields that the exported data will be sorted by
the value of the Key No. field for the record definition. Which
keys to use depends on the table. For example, if the table
only has two key fields and relatively few entries, then the
sort order does not affect the speed of the export. But for a
table such as G/L Entry, the export is faster if you specify the
key in advance, such as the G/L Account No.,Posting Date
key. If you do not specify a key, then the primary key is used,
which might not be the best choice.

Other tables in which it can be useful to specify the key

include the Cust. Ledger Entry and Vendor Ledger Entry
tables.

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
5 minutes to read • Edit Online

You must set up data export record sources to be able to export Grundsätze zum Datenzugriff und zur
Prüfkbarkeit digtaler Unterlagen (GDPdU ) data. 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.

To set up a GDPdU data export

1. Choose the icon, enter Data Exports, and then choose the related link.
2. Choose the New action.
3. On the Data Exports page, fill in the fields as described in the following table.

FIELD DESCRIPTION

Code Specify the unique code for the data export, such as
Export-1.

Description Specify the description for the data export.

You must add record definitions to the data export. Each record definition represents a set of data that will be
exported.

To add a record definition to a digital audit definition group

1. On the Data Exports page, choose the Record Definitions action.
2. On the Data Export Record Definitions page, fill in the fields as described in the following table.

FIELD DESCRIPTION

Data Export Code Select the data export code.

If no data export code exists, you can create a new one.

Description Specify the description for the record definition.

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 Import action.
4. On the Import 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 Export Record Definitions page, choose the Record Source action.
2. On the Data Export Record Source page, fill in the fields as described in the following table.

FIELD DESCRIPTION

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.

Export Table Name Optional. Change the suggested name of the table to be
used in the INDEX.XML file during the export.

The value of the Export Table Name field is used to

generate the INDEX.XML file during the GDPdU data
export. The default name is the name of the table without
special characters due to the requirements of the auditors’
tool.

Tip: In most cases, the Export Table Name and Export

File Name fields are based on the same value.

There may be cases where you specify exporting the same

table more than once. You can choose different Export
Table Names for each table entry, and the Export File
Name will be automatically adjusted to match. You can
then change the Export File Name as long as it is unique.

Business Central automatically names the files as follows.

Table Name: G/L Account

Export Table Name: GLAccount

Export File Name: GLAccount.txt

Table Name: G/L Account

Export Table Name: GLAccount1

Export File Name: GLAccount1.txt

Period Field No. Specify a filter for which date field will be used in setting
the start date and end date of the report.

For example, if you select the G/L Entry table as your data
export source, you can select one of the date fields that
are available in that table.

Table Filter Specify a field on which you want to set a filter.

On the Table Filter page, enter filter settings in the Field

Filter column.

For example, you can specify a field that conveys

information about the amount. You can also specify a date
field and set a filter for it if you want to filter on a time
period other than Start Date .. End Date. However, you
cannot specify a date field and set a filter for it if the same
field is already used in the Period Field No.
 FIELD DESCRIPTION

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.

Date Filter Handing Specify how the date filter is to be handled:

* : No filter is set.

* Period: Use the specified Start Date and End Date.

* End Date Only: Use the batch job's End Date.

* Start Date Only: Use the batch job's Start Date - 1.

Export File Name Specify the name of the file that data from this table will
be exported to.

For example, if the table is the G/L Account table, the

value of the Export Table Name can be GLAccount, and
the value of the Export File Name field can be
GLAccount.txt.

Key No. Optional. Specify the key field.

For more information, see GDPdU Filter Examples.

Next, you must specify the fields that data will be exported from.
3. In the Fields pane, choose the Add action.
4. On the Data Exp. Field List page, select one or more fields that you want to export, and then choose the
OK button.
a. To change the order of the fields, choose the Move Up or the Move Down action.
b. To remove a field from the list of selected fields, choose the Delete action.
You have added the main table from which to export. Optionally, you can add one or more related tables.

To add related tables to a data export source

1. On the Data Export Record Source page, in the line below the line for the main table, add the related
table.
2. Choose the Indent action.
3. Select the indented table, and then choose the Relationships action.
4. On the Data Export Table Relation page, fill in the fields as described in the following table.

FIELD DESCRIPTION

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.
 FIELD DESCRIPTION

To Field No. Contains the number of the field in the subordinate table.
You can specify that a field in the parent table is related to
this field.

NOTE
The From Field Name and the To Field Name fields are populated automatically.

5. Choose the OK button.

After you have added tables and fields, you must validate that the structure of the data export source is correct.

To validate the data export source

On the Data Exp. Record Source page, choose the Validate action.
This validates the list of fields against the keys for the tables. If you select a primary key after you select a
secondary key, an error message displays, and you must change the order of the fields in the Fields pane.

See Also
Process for Digital Audits (GoBD/GDPdU )
Export Data for a Digital Audit
 Set Up Data Exports for a Digital Audit
5 minutes to read • Edit Online

You must set up data export record sources to be able to export data for a digital audit. 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.

To set up a data export

1. Choose the icon, enter Data Exports, and then choose the related link.
2. Choose the New action.
3. On the Data Exports page, fill in the fields as described in the following table.

FIELD DESCRIPTION

Code Specify the unique code for the data export, such as
Export-1.

Description Specify the description for the data export.

You must add record definitions to the data export. Each record definition represents a set of data that will be
exported.

To add a record definition to a digital audit definition group

1. On the Data Exports page, choose the Record Definitions action.
2. On the Data Export Record Definitions page, fill in the fields as described in the following table.

FIELD DESCRIPTION

Data Export Code Select the data export code.

If no data export code exists, you can create a new one.

Description Specify the description for the record definition.

Export 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 Import action.
4. On the Import 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 Export Record Definitions page, choose the Record Source action.
2. On the Data Export Record Source page, fill in the fields as described in the following table.

FIELD DESCRIPTION

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.

Export Table Name Optional. Change the suggested name of the table to be
used in the INDEX.XML file during the export.

The value of the Export Table Name field is used to

generate the INDEX.XML file during the GDPdU data
export. The default name is the name of the table without
special characters due to the requirements of the auditors’
tool.

Tip: In most cases, the Export Table Name and Export

File Name fields are based on the same value.

There may be cases where you specify exporting the same

table more than once. You can choose different Export
Table Names for each table entry, and the Export File
Name will be automatically adjusted to match. You can
then change the Export File Name as long as it is unique.

Business Central automatically names the files as follows.

Table Name: G/L Account

Export Table Name: GLAccount

Export File Name: GLAccount.txt

Table Name: G/L Account

Export Table Name: GLAccount1

Export File Name: GLAccount1.txt

Period Field No. Specify a filter for which date field will be used in setting
the start date and end date of the report.

For example, if you select the G/L Entry table as your data
export source, you can select one of the date fields that
are available in that table.

Table Filter Specify a field on which you want to set a filter.

On the Table Filter page, enter filter settings in the Field

Filter column.

For example, you can specify a field that conveys

information about the amount. You can also specify a date
field and set a filter for it if you want to filter on a time
period other than Start Date .. End Date. However, you
cannot specify a date field and set a filter for it if the same
field is already used in the Period Field No.
 FIELD DESCRIPTION

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.

Date Filter Handing Specify how the date filter is to be handled:

* : No filter is set.

* Period: Use the specified Start Date and End Date.

* End Date Only: Use the batch job's End Date.

* Start Date Only: Use the batch job's Start Date - 1.

Export File Name Specify the name of the file that data from this table will
be exported to.

For example, if the table is the G/L Account table, the

value of the Export Table Name can be GLAccount, and
the value of the Export File Name field can be
GLAccount.txt.

Key No. Optional. Specify the key field.

For more information, see GDPdU Filter Examples.

Next, you must specify the fields that data will be exported from.
3. In the Fields pane, choose the Add action.
4. On the Data Exp. Field List page, select one or more fields that you want to export, and then choose the
OK button.
a. To change the order of the fields, choose the Move Up or the Move Down action.
b. To remove a field from the list of selected fields, choose the Delete action.
You have added the main table from which to export. Optionally, you can add one or more related tables.

To add related tables to a data export source

1. On the Data Export Record Source page, in the line below the line for the main table, add the related
table.
2. Choose the Indent action.
3. Select the indented table, and then choose the Relationships action.
4. On the Data Export Table Relation page, fill in the fields as described in the following table.

FIELD DESCRIPTION

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.
 FIELD DESCRIPTION

To Field No. Contains the number of the field in the subordinate table.
You can specify that a field in the parent table is related to
this field.

NOTE
The From Field Name and the To Field Name fields are populated automatically.

5. Choose the OK button.

After you have added tables and fields, you must validate that the structure of the data export source is correct.

To validate the data export source

On the Data Exp. Record Source page, choose the Validate action.
This validates the list of fields against the keys for the tables. If you select a primary key after you select a
secondary key, an error message displays, and you must change the order of the fields in the Fields pane.

See Also
Process for Digital Audits (GoBD/GDPdU )
Export Data for a Digital Audit
 Export Data for a Digital Audit
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 Export Business Data, and then choose the related link.
2. On the Data Export page, on the Options FastTab, fill in the fields as described in the following table.

OPTION DESCRIPTION

Starting Date Specifies the start date for the data export.

NOTE: If the data export source includes period fields, the

start date and the end date are used as filter values for
the period fields.

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 Export 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
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 Export Business Data batch job.
Start Date = 01/01/2013
End Date = 12/31/2013

Setting Up Export Record Source Examples

Period Field No.
On the Data Export Record Source page, the set up is as described in the following table.

TABLE NO. TABLE NAME PERIOD FIELD NO. PERIOD FIELD NAME TABLE FILTER

17 G/L Entry 4 Posting Date No filter set.

21 Cust. Ledger Entry 4 Posting Date No filter set.

Export Results
G/L Entries with Posting Date between 1/1/2013 and 12/31/2013.
Cust. Ledger Entries with Posting Date between 1/1/2013 and 12/31/2013.
Table Filter
In this example, in addition to Period Field No. information, you also specify a table filter. This is useful when you
want to not only include a starting date and ending date for your export, but also include an additional filter to
specify other criteria, for example, amounts.

TABLE NO. TABLE NAME PERIOD FIELD NO. PERIOD FIELD NAME TABLE FILTER

17 G/L Entry 4 Posting Date

21 Cust. Ledger Entry Cust. Ledger Entry:

Posting Date=..31-
12-13

Export Results
G/L Entries with Posting Date between 1/1/2013 and 12/31/2013.
Cust. Ledger Entries with Posting Date earlier than 01/01/2014.
Date Filter Field No. and Date Filter Handling
The following example demonstrates setting Date type FlowFilters. If a table has more than one date FlowFilter,
you cannot specify one to use, but you can specify how the date filter should be handled.
 PERIOD FIELD DATE FILTER
TABLE NO. TABLE NAME PERIOD FIELD NO. NAME TABLE FILTER HANDLING

18 Customer Customer: Net Period

Change (LCY)=
<>0

21 Cust. Ledger 4 Posting Date Cust. Ledger End Date Only

Entry Entry:
Remaining Amt.
(LCY)=<>0

Export Results
Customers that have Net Change (LCY ) <> 0 in the period from 1/1/2013 and 12/31/2013.
Cust. Ledger Entries with Posting Date between 01/01/2013 and 12/31/2013 that have Remaining Amt. (LCY )
<> 0 at 12/31/2013.
Date Filter Handling for the Same Table
In this example, you set multiple filter definitions for the same table.

TABLE NO. TABLE NAME TABLE FILTER DATE FILTER HANDLING

18 Customer Customer: Net Change Period

(LCY)=<>0

18 Customer Customer: Net Change Start Date Only

(LCY)=<>0

Export Results
Customers that have Net Change (LCY ) <> 0 in the period from 1/1/2013 and 12/31/2013.
Customers that have Net Change (LCY ) <> 0 on the day before the start date.

See Also
Set Up Data Exports for GDPdU
 Upgrade a .DTD Definition File
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.

To upgrade and validate a .dtd file

1. Choose the icon, enter Data Exports, and choose the related link.
2. Choose the Record Definitions action.
3. Set up a record definition, and choose the Import action.
4. Select a file to import, and then choose the Validate action.

See Also
Set Up Data Exports for GDPdU
 Walkthrough: Exporting Data for a Digital Audit
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.

About This Walkthrough

This walkthrough illustrates the following tasks:
Setting up requirements for the data export.
Setting up the source for the data export.
Exporting data for the tax auditor.

Prerequisites
To complete this walkthrough, you will need:
The German version of Business Central with the CRONUS AG demonstraltion 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.

Defining the Requirements

Cassie sets up the requirements for the data export. The auditors have asked her for transactions with customers
and vendors. Therefore she knows that she needs data from the customer ledger, the vendor ledger, and the
general ledger.
To set up the requirements for a data export
1. Choose the icon, enter Data Export, and then choose the related link.
2. Choose the New action.
3. On the Data Exports page, fill in the fields as described in the following table.
 FIELD DESCRIPTION

Code The unique code for the data export, AUDIT-Q113.

Description The description for the data export, Data export for Q1
of CY 2013.

The AUDIT-Q113 code is a container for the data export.

Next, Cassie adds descriptions of the kind of data that she needs in the export.
4. On the Data Exports page, choose the Record Definitions action.
5. On the Data Export Record Definitions page, choose the Record Code field, and then, on the page that
appears, choose the New action.
6. On the Data Export Record Types page, fill in the fields as described in the following table.

FIELD DESCRIPTION

Code The code for the record type, GLCUSTVEND.

Description The description for the record type, G/L, Cust., Vend..

7. Choose the OK button.

8. On the Data Export Record Definitions page, fill in the fields as described in the following table.

FIELD DESCRIPTION

Record Code Select the record code, GLCUSTVEND.

Description The description for the record type is added automatically,

but you can change this to General ledger, customers
and vendors, for example.

Export Path Specify the path where the exported files will be stored.

In this scenario, C:Exports.

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 Export Record Definitions page, choose the Record Source action.
2. On the Data Export 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.

Setting Up the Source for the Data Export

Cassie and Sean have talked about the requirements. Cassie has explained what she means with the comments
she has made for the first three tables in the record sources. The next day, Sean can complete the setup for the
data export source.
First, Sean adds the required .dtd file to the data export record definition.
To add a .dtd file to a record definition
1. On the Data Exports page, choose the AUDIT-Q113 data export, and then choose the Record Definitions
action.
2. On the Data Export Record Definitions page, choose the line where the Data Export Record Type Code
field is set to GLCUSTVEND, and then choose the Import action.
3. On the Import page, navigate to the location of the relevant DTD file, and then choose the Open button.
Next, Sean adds the G/L Entry table to the source. Then he adds fields from that table and the G/L Account
table.
To add the G/L Entry table to the data export record source
1. On the Data Export Record Definitions page, choose the line where the Data Export Record Type
Code field is set to GLCUSTVEND, and then choose the Record Source action.
2. On the Data Export Record Source page, select the line under the line for the G/L Account table, and
then choose the New action.
3. In the Table No. field, enter 17.
The Table Name field is automatically updated with the name of the G/L Entry table.
4. Choose the Indent action.
This indents the G/L Entry table under the G/L Account table. Next, Sean adds a table relationship
between the two tables.
5. Choose the Relationships action.
6. On the Data Exp. Table Relationship page, fill in the fields as described in the following table.

FIELD DESCRIPTION

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.
 FIELD DESCRIPTION

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 Entry
table.

7. Choose the OK button.

To add fields from the G/L Account and G/L Entry tables to the data export record source
1. On the Data Export Record Source page, select the line for the G/L Account table, and then choose the
Add action.
2. Choose the following fields, and then choose the OK button.

FIELD NUMBER FIELD NAME

1 No.

2 Name

4 Account Type.

31 Balance at Date

32 Net Change

3. On the Data Export Record Source page, select the line for the G/L Entry 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.

FIELD NUMBER FIELD NAME

4 Posting Date

5 Document Type

17 Amount

Sean added the Posting Date field from the G/L Entry 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 Entry 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 Export Record Source page, select the line for the G/L Entry 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 Export Record Source page, fill in the fields as described in the following table.

FIELD DESCRIPTION

Table No. 18

Export Table Name Customer

Export File Name Customer.txt

2. In the Fields pane, in the toolbar, choose the Add action.

3. Choose the following fields, and then choose the OK button.

FIELD NUMBER FIELD NAME

1 No.

2 Name

21 Customer Posting Group

59 Balance (LCY)

61 Net Change (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 Startdate.
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
Startdate..Enddate.
The following table describes the field values for the fields on the Customer table.

DATEFILTER
FIELD NO. FIELD NAME FIELD CLASS HANDLING EXPORT FIELD NAME

1 No. Normal No

2 Name Normal Name

21 Customer Posting Normal CustomerPostingG

Group roup

59 Balance (LCY) FlowField ..Startdate StartBalanceLCY

59 Balance (LCY) FlowField ..Enddate EndBalanceLCY

 DATEFILTER
FIELD NO. FIELD NAME FIELD CLASS HANDLING EXPORT FIELD NAME

61 Net Change (LCY) FlowField Startdate..Enddate NetChangeLCYPeri

od

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 Export Record Source page, fill in the fields as described in the following table.

FIELD DESCRIPTION

Table No. 23

Export Table Name Vendor

Export File Name Vendor.txt

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.

DATEFILTER
FIELD NO. FIELD NAME FIELD CLASS HANDLING EXPORT FIELD NAME

1 No. Normal No

2 Name Normal Name

21 Vendor Posting Normal VendorPostingGro

Group up

59 Balance (LCY) FlowField ..Startdate StartBalanceLCY

59 Balance (LCY) FlowField ..Enddate EndBalanceLCY

61 Net Change (LCY) FlowField Startdate..Enddate NetChangeLCYPeri

od

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.

Exporting Data for the Tax Auditors

Cassie wants to export data that she can then send to the tax auditors.
To export data
1. Choose the icon, enter Export Business Data, and then choose the related link.
2. On the Export Business Data page, on the Options FastTab, fill in the fields as described in the following
table.

FIELD DESCRIPTION

Starting Date The start date. In this scenario, 01-01-2018.

Ending Date The end date. In this scenario, 03-31-2018.

3. On the Data Export Record Definition FastTab, select filters as described in the following table.

FIELD DESCRIPTION

Data Export Code In this scenario, AUDIT-Q113.

Data Exp. Rec. Type Code In this scenario, GLCUSTVEND.

4. To export the data, choose the OK button.

When the export is completed, Cassie is notified. She can now submit the exported files to the tax auditors. First,
she examines the files in the C:Exports folder on her computer. There is a file for each table, and the files have the
names that Sean specified in the data export source. There is also an INDEX.XML file that describes the structure
of the data export with the names of the tables and fields that Sean specified.

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
Set Up Data Exports for Digital Audits
Export Data for a Digital Audit
 Walkthrough: Exporting Data for a Digital Audit
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.

About This Walkthrough

This walkthrough illustrates the following tasks:
Setting up requirements for the data export.
Setting up the source for the data export.
Exporting data for the tax auditor.

Prerequisites
To complete this walkthrough, you will need:
The German version of Business Central with the CRONUS AG demonstraltion 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.

Defining the Requirements

Cassie sets up the requirements for the data export. The auditors have asked her for transactions with customers
and vendors. Therefore she knows that she needs data from the customer ledger, the vendor ledger, and the
general ledger.
To set up the requirements for a data export
1. Choose the icon, enter Data Export, and then choose the related link.
2. Choose the New action.
3. On the Data Exports page, fill in the fields as described in the following table.
 FIELD DESCRIPTION

Code The unique code for the data export, AUDIT-Q113.

Description The description for the data export, Data export for Q1
of CY 2013.

The AUDIT-Q113 code is a container for the data export.

Next, Cassie adds descriptions of the kind of data that she needs in the export.
4. On the Data Exports page, choose the Record Definitions action.
5. On the Data Export Record Definitions page, choose the Record Code field, and then, on the page that
appears, choose the New action.
6. On the Data Export Record Types page, fill in the fields as described in the following table.

FIELD DESCRIPTION

Code The code for the record type, GLCUSTVEND.

Description The description for the record type, G/L, Cust., Vend..

7. Choose the OK button.

8. On the Data Export Record Definitions page, fill in the fields as described in the following table.

FIELD DESCRIPTION

Record Code Select the record code, GLCUSTVEND.

Description The description for the record type is added automatically,

but you can change this to General ledger, customers
and vendors, for example.

Export Path Specify the path where the exported files will be stored.

In this scenario, C:Exports.

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 Export Record Definitions page, choose the Record Source action.
2. On the Data Export 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.

Setting Up the Source for the Data Export

Cassie and Sean have talked about the requirements. Cassie has explained what she means with the comments she
has made for the first three tables in the record sources. The next day, Sean can complete the setup for the data
export source.
First, Sean adds the required .dtd file to the data export record definition.
To add a .dtd file to a record definition
1. On the Data Exports page, choose the AUDIT-Q113 data export, and then choose the Record Definitions
action.
2. On the Data Export Record Definitions page, choose the line where the Data Export Record Type Code
field is set to GLCUSTVEND, and then choose the Import action.
3. On the Import page, navigate to the location of the relevant DTD file, and then choose the Open button.
Next, Sean adds the G/L Entry table to the source. Then he adds fields from that table and the G/L Account table.
To add the G/L Entry table to the data export record source
1. On the Data Export Record Definitions page, choose the line where the Data Export Record Type
Code field is set to GLCUSTVEND, and then choose the Record Source action.
2. On the Data Export Record Source page, select the line under the line for the G/L Account table, and
then choose the New action.
3. In the Table No. field, enter 17.
The Table Name field is automatically updated with the name of the G/L Entry table.
4. Choose the Indent action.
This indents the G/L Entry table under the G/L Account table. Next, Sean adds a table relationship
between the two tables.
5. Choose the Relationships action.
6. On the Data Exp. Table Relationship page, fill in the fields as described in the following table.

FIELD DESCRIPTION

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.
 FIELD DESCRIPTION

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 Entry
table.

7. Choose the OK button.

To add fields from the G/L Account and G/L Entry tables to the data export record source
1. On the Data Export Record Source page, select the line for the G/L Account table, and then choose the
Add action.
2. Choose the following fields, and then choose the OK button.

FIELD NUMBER FIELD NAME

1 No.

2 Name

4 Account Type.

31 Balance at Date

32 Net Change

3. On the Data Export Record Source page, select the line for the G/L Entry 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.

FIELD NUMBER FIELD NAME

4 Posting Date

5 Document Type

17 Amount

Sean added the Posting Date field from the G/L Entry 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 Entry 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 Export Record Source page, select the line for the G/L Entry 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 Export Record Source page, fill in the fields as described in the following table.

FIELD DESCRIPTION

Table No. 18

Export Table Name Customer

Export File Name Customer.txt

2. In the Fields pane, in the toolbar, choose the Add action.

3. Choose the following fields, and then choose the OK button.

FIELD NUMBER FIELD NAME

1 No.

2 Name

21 Customer Posting Group

59 Balance (LCY)

61 Net Change (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 Startdate.
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
Startdate..Enddate.
The following table describes the field values for the fields on the Customer table.

DATEFILTER
FIELD NO. FIELD NAME FIELD CLASS HANDLING EXPORT FIELD NAME

1 No. Normal No

2 Name Normal Name

21 Customer Posting Normal CustomerPostingG

Group roup

59 Balance (LCY) FlowField ..Startdate StartBalanceLCY

59 Balance (LCY) FlowField ..Enddate EndBalanceLCY

 DATEFILTER
FIELD NO. FIELD NAME FIELD CLASS HANDLING EXPORT FIELD NAME

61 Net Change (LCY) FlowField Startdate..Enddate NetChangeLCYPeri

od

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 Export Record Source page, fill in the fields as described in the following table.

FIELD DESCRIPTION

Table No. 23

Export Table Name Vendor

Export File Name Vendor.txt

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.

DATEFILTER
FIELD NO. FIELD NAME FIELD CLASS HANDLING EXPORT FIELD NAME

1 No. Normal No

2 Name Normal Name

21 Vendor Posting Normal VendorPostingGro

Group up

59 Balance (LCY) FlowField ..Startdate StartBalanceLCY

59 Balance (LCY) FlowField ..Enddate EndBalanceLCY

61 Net Change (LCY) FlowField Startdate..Enddate NetChangeLCYPeri

od

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.

Exporting Data for the Tax Auditors

Cassie wants to export data that she can then send to the tax auditors.
To export data
1. Choose the icon, enter Export Business Data, and then choose the related link.
2. On the Export Business Data page, on the Options FastTab, fill in the fields as described in the following
table.

FIELD DESCRIPTION

Starting Date The start date. In this scenario, 01-01-2018.

Ending Date The end date. In this scenario, 03-31-2018.

3. On the Data Export Record Definition FastTab, select filters as described in the following table.

FIELD DESCRIPTION

Data Export Code In this scenario, AUDIT-Q113.

Data Exp. Rec. Type Code In this scenario, GLCUSTVEND.

4. To export the data, choose the OK button.

When the export is completed, Cassie is notified. She can now submit the exported files to the tax auditors. First,
she examines the files in the C:Exports folder on her computer. There is a file for each table, and the files have the
names that Sean specified in the data export source. There is also an INDEX.XML file that describes the structure
of the data export with the names of the tables and fields that Sean specified.

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
Set Up Data Exports for Digital Audits
Export Data for a Digital Audit
 Set Up Delivery Reminders
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.

To set up delivery reminders

1. Choose the icon, enter Purchases & Payables Setup, and then choose the related link.
2. On the General FastTab, in the Default Del. Rem. Date Field field, specify one of the following options
as described in the following table.

OPTION DESCRIPTION

Requested Receipt Date To specify 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 To specify 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 To specify 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.

3. On the Numbering FastTab, fill in the fields as described in the following table.

FIELD DESCRIPTION

Delivery Reminder Nos. The number series code for delivery reminders.

Issued Delivery Reminder Nos. The number series code for issued delivery reminders.

4. Choose the OK button.

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
2 minutes to read • Edit Online

To create delivery reminders, you must set up the following:

Delivery reminder terms
Delivery reminder levels
Delivery reminder text messages
Each delivery reminder term has two or more delivery reminder levels, and for each delivery reminder level, you
can specify text that will be part of the delivery reminder.
For more information, see Delivery Reminders.

To set up delivery reminder terms

1. Choose the icon, enter Delivery Reminder Terms, and then choose the related link.
2. Choose the New action.
3. Fill in the fields as described in the following table.

FIELD DESCRIPTION

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 Delivery Reminders The maximum number of delivery reminders that can be
created for an order.

NOTE: This is the maximum number across all reminder

levels for this reminder term. For example, if you have set
up three levels, and you set Max. No. of Delivery
Reminders to 5, the first reminder is created at level 1,
the second at level 2, and the last three at level 3.

4. Choose the OK button.

To add delivery reminder levels to a delivery reminder term

1. On the Delivery Reminder Terms page, select the delivery reminder term for which you want to set up
levels, and then choose the Levels action.
2. Choose the New action.
3. Fill in the fields as described in the following table.

FIELD DESCRIPTION

No. The delivery reminder level number. This field is filled in

automatically.
 FIELD DESCRIPTION

Due Date Calculation The formula for the due date calculation for the delivery
reminder. You can enter a combination of numbers from 0
to 9999, 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.

4. Choose the OK button.

For each delivery reminder level, you can define text messages that are added to the delivery reminder. You can
define beginning text that is added before the description of the overdue purchase order, and ending text that is
added after the description of the overdue purchase order.
The following procedure describes how to set up beginning text messages, but the same steps apply for setting up
ending text messages.

To set up delivery reminder text messages

1. On the Delivery Reminder Levels page, select a level, and then choose the Beginning Text action.
2. Choose the New action.
3. In the Description field, enter the beginning text message for the delivery reminder.
4. Choose the OK button.

See Also
Delivery Reminders
Set Up Delivery Reminders
Assign Delivery Reminder Codes to Vendors
Create Delivery Reminders Manually
Issue Delivery Reminders
 Delivery Reminders
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.
For more information, see Set Up Delivery Reminder Terms, Levels, and Text.
After you have set up the delivery terms, you must assign the delivery reminder term codes to vendors. For more
information, see Assign Delivery Reminder Codes to Vendors.
You can create delivery reminders manually or automatically. You can use the Create Delivery Reminder batch
job to create delivery reminders automatically. This batch job allows you to select the purchase orders for which
delivery reminders must be created. For more information, see Generate Delivery Reminders.
You can also track documents in relation to purchase order lines and sales order lines.
Business Central provides the following reports:
Issued Delivery Reminder - To view the delivery reminders for vendors.
Delivery Reminder - Test - To verify the delivery reminders before you issue them.
For more information, see Print Test Reports for Delivery Reminders.

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
2 minutes to read • Edit Online

In order to enable delivery reminders for overdue purchases, you must assign delivery reminder terms to
vendors. For more information, see Delivery Reminders.

To assign delivery reminders codes to vendors

1. Choose the icon, enter Vendors, and then choose the related link.
2. Select the vendor for whom you want to set up delivery reminders, and then choose the Edit action.
3. On the Receiving FastTab, in the Delivery Reminder Terms field, select a delivery reminder terms code for
the vendor.
4. Choose the OK button.

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
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.
For more information, see Generate Delivery Reminders.

NOTE
To create delivery reminders, you must set up the delivery reminder properties. For more information, see Set Up Delivery
Reminders.

To create a delivery reminder manually

1. Choose the icon, enter Delivery Reminder, and then choose the related link.
2. Choose the New action.
3. On the Delivery Reminder page, on the General FastTab, fill in the fields as described in the following
table.

FIELD DESCRIPTION

No. The unique identification number for the delivery

reminder.

Vendor No. The number of the vendor for whom you want to post
the delivery reminder.

When you select the vendor number, the Name,

Address, Post Code/City, and Contact fields are filled in
automatically.

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. For more information, see Set Up Delivery Reminder
Terms, Levels, and Text.

Reminder Terms Code Specify the delivery reminder terms code that is set up for
the vendor.

Due Date The due date for the delivery reminder.

4. Choose the Suggest Reminder Lines action

If there are overdue deliveries from the specified vendor, these are added to the deliver reminder.
5. Choose the OK button.
The delivery reminder is created. You can now issue and print the delivery reminder.

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
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.
For more information, see Create Delivery Reminders Manually.

NOTE
To create delivery reminders, you must set up the delivery reminder properties. For more information, see Set Up Delivery
Reminders.

To generate delivery reminders for all overdue deliveries

1. Choose the icon, enter Delivery Reminder, and then choose the related link.
2. Choose the New action.
3. On the Delivery Reminder page, choose the Create Delivery Reminder action.
4. On the Purchase Header FastTab and the Purchase Line FastTab, select the appropriate filters.
5. Choose the OK button.
If there are overdue deliveries that match the filters that you have set, deliver reminders are created. You can now
issue and print the delivery reminders.

See Also
Create Delivery Reminders Manually
Set Up Delivery Reminders
Assign Delivery Reminder Codes to Vendors
Issue Delivery Reminders
Delivery Reminders
 Issue Delivery Reminders
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. For more information, see Print Test
Reports for Delivery Reminders.
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.

To issue delivery reminders

1. Choose the icon, enter Delivery Reminder, and then choose the related link.
2. On the Delivery Reminder page, select the delivery reminder that you want to issue, and then choose
the Edit action.
3. Choose the Issue action.
4. On the Issue Delivery Reminder page, on the Options FastTab, fill in the fields as described in the
following table.

FIELD DESCRIPTION

Print Select to print the delivery reminders when they are

issued.

Replace Posting Date Select to replace the existing posting date for the delivery
reminder.

Posting Date The posting date for the delivery reminder.

This posting date is used for all delivery reminders if you

have selected the Replace Posting Date check box. If
the Replace Posting Date check box is cleared, this date
will be used for only those delivery reminders for which a
posting date is not available.

5. Optionally, on the Delivery Reminder Header FastTab, select the appropriate filters.

NOTE
You can remove filters and issue all delivery reminders at the same time.

6. Choose the OK button.

You can view the issued reminders on the Issued Delivery Reminder page. Optionally, you can now print a
delivery reminder.

To view delivery reminder ledger entries

1. Choose the icon, enter Purchase Orders, and then choose the related link.
2. Select the purchase order for which you want to view the reminder status, and then choose the Edit action.
3. Choose the Deliv. Reminder Ledger Entries action.
In the Deliv. Reminder Ledger Entries page, you can view the delivery reminder ledger entries for the selected
purchase order.

See Also
Delivery Reminders
Generate Delivery Reminders
Create Delivery Reminders Manually
 Print Test Reports for Delivery Reminders
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.

To print test reports before issuing delivery reminders

1. Choose the icon, enter Delivery Reminder, and then choose the related link.
2. On the Delivery Reminder List page, choose the Delivery Reminder - Test action.
3. On the Delivery Reminder - Test page, set a filter if you want to print only selected delivery reminders.
4. Choose the Print to print the report or choose the Preview button to view it on the screen.

See Also
Delivery Reminders
Generate Delivery Reminders
Issue Delivery Reminders
 Currency Exchange Rates
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.

VALUATION METHOD DESCRIPTION

BilMoG (Germany) Beginning in 2010, each ledger entry is adjusted as follows:

- 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.

This ensures that receivables are not valued above their

original posting amounts, and that payables are not valued
below their original posting amounts.

Standard Exchange rates are adjusted according to standard valuation

principles. Full unrealized gains and losses are calculated and
posted. If the transaction is partially applied, only the
remaining amount is included in the adjustment. For more
information, see Adjust Exchange Rates.

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.
 FIELD DESCRIPTION

Valuation Reference Date Specifies the base date that is used to calculate which entries
are short-term entries.

Short 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
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
2 minutes to read • Edit Online

When generating certain sales reports and purchase reports, you can print registration numbers on the reports.

To print company registration numbers on sales reports

1. Choose the icon, enter Company Information, and then choose the related link.
2. On the Tax Office FastTab, in the Registration No. field, enter the registration number of the company.
3. Choose the OK button.

To print company registration numbers on purchase reports

1. Choose the icon, enter Vendors, and then choose the related link.
2. Select the vendor that you want to add a registration number for, and then choose the Edit action.
3. On the Invoicing FastTab, in the Registration No. field, enter the registration number of the vendor.
4. Choose the OK button.

See Also
Register New Vendors
 Print General Ledger Setup Information
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.

To print general ledger setup information

1. Choose the icon, enter G/L Setup Information, and then choose the related link.
2. On the Options FastTab, in the Setup Information field, select the master data area as described in the
following table.

OPTION DESCRIPTION

G/L Setup - Company Data - Consolidation Displays tables for general ledger setup, company
information, and business units.

Posting Groups Displays customer posting group tables, vendor posting

group tables, inventory posting group tables, and bank
account posting group tables.

Posting Matrix Displays general business posting group tables, general

product posting group tables, and general posting group
tables.

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.

Check Number Series Select to provide an overview of the use of number series
so that you can identify number series that are
problematic for the data export for the Grundsätze zum
Datenzugriff und zur Prüfbarkeit digitaler Unterlagen
(GDPdU). The report will show number series with one of
the following issues:

- The number series allows manual document numbers.

- The number series is not chronological.
- The number series is used in more than one table or
field.

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
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

Start a free trial!

 Print VAT Summary Information on Documents
2 minutes to read • Edit Online

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 Summary 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.

To show VAT summary information

1. Choose the icon, enter Posted Sales Invoices, and then choose the related link.
2. In the list, select the relevant document, and then choose the Print action.
3. To display VAT information in the report, select the Always Show VAT Summary check box.

See Also
Report VAT to Tax Authorities
 Special Data Output and Reports for the Tax
Authority
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
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 Report 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
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.

To create an Internal Revenue Service number

1. Choose the icon, enter IRS Number, and then choose the related link.
2. Choose the New action.
3. On the new line, enter a number in the IRS number field, and provide a name in the Name field.
4. Select the Reverse Prefix check box if you want the negative operator to be reversed on the balance of the
general ledger account that the IRS number is mapped to.
5. Choose the OK button.

To map an IRS number to a general ledger account

1. Choose the icon, enter Chart of Accounts, and then choose the related link.
2. Select a general ledger account that has an Account Type of Posting.
3. In the IRS Number field, select an IRS number from the list.

See Also
Special Data Output and Reports for the Tax Authority
 Deleting Posted Invoices and Credit Memos
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
 Italy Local Functionality
2 minutes to read • Edit Online

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

Start a free trial!

 Italian VAT
6 minutes to read • Edit Online

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 Report page. You can fill in the lines based
on VAT entries, and then export the VAT report to the appropriate authorities.

VAT Codes and Rates

VAT codes and rates must be set up even though some transactions are not subject to VAT rates. There are also
many VAT-liable operations that are subject to a zero VAT rate by provision of the law.
The related VAT code is printed for each invoice line. Invoices for VAT transaction entries that are not subject to
VAT rates must be recorded and printed with a note stating that VAT is not owed.
Computing VAT
VAT is computed for transactions to comply with the rules in effect on that the day the transactions occur. Thus, the
date on which a transaction legally occurs must be tracked when recording transactions.
Dates
The date of issue is the document date and the date of registration is the posting date. Reporting date filters are
based on the posting dates. This is changed from the previous behavior in which reporting date filters were based
on the Operation Occured Date.
Non-deductible VAT
VAT cannot be deducted for some purchases because of:
The type of goods or services purchased – VAT is fully or partially non-deductible by provision of the law
on goods like cars, mobile phones, food purchased at restaurants, and so on.
Partially deductible pro-rated VAT – VAT is pro-rated according to the ratio between sales operations for
which VAT is owed, and all operations performed. VAT exceeding this ratio cannot be deducted.

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.

VAT Transaction Reports

You must submit periodic reports to the tax authorities, which list transactions that include VAT with amounts over
a specified threshold. The VAT transaction reports are created based on transactions with customers or vendors
from a country/region that is outside the EU and is not blacklisted. Transactions with customers or vendors from
EU countries/regions are reported through Intrastat reports. Transactions with customers or vendors from
countries/regions that are blacklisted are reported through the Blacklist Communication Report report.
Business Central provides support for the following transaction types:

TRANSACTION TYPE SUPPORTED

FE - Customer invoices (factures issued) Yes

FR - Vendor invoices (factures received) Yes

NE - Customer credit notes (notes issued) Yes

NR - Vendor credit notes (notes received) Yes

DF - Transactions without invoices (direct invoices) (customer) No

FN - Customers invoices, when customer is non-resident Yes

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.

Business Central does not report the following types of transactions:

Prepayment invoices, because the total amount will be reported at the time of the final invoice.
Operations without an invoice, for example, VAT entries posted via general ledger accounts, because a VAT
registration number, a fiscal code, or a customer or vendor reference is required for inclusion in a report.
Self-billed transactions, which are not supported.
The VAT transactions reports include lines where the amount is over the threshold and lines that must be included
for other legal reasons. The threshold amount is set by the Italian authorities.
Document lines contain a field to indicate if the line must be included in the VAT transaction reports. The Include
in VAT Transac. Rep. fields are selected automatically based on the day of the transaction and a comparison with
the threshold amount for the calendar year. If sales lines are related to a blanket order, the threshold is compared
to the amount for the blanket order. This only applies to sales line of type Item. For service lines, the comparison
is made with the service contract amount.

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 blacklisted.

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.
 SCENARIO IMPACT

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

Business Central will deduct the credit memo amount from

the amount of the original invoice. If the resulting amount is
above the threshold, both the invoice and credit memo will be
included in the VAT transactions report. If the resulting
amount is below the threshold, neither invoice or 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. that is specified in the Operation Occurred Date field. For
example, if the Operation Occurred Date field is 07-11-11,
The Refers to Period field is set to Current Calendar Year. the Invoice Date field will be set to 31-12-11.

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 Occurred Date
The Refers to Period field is set to Previous Calendar Year. field is 07-11-11, the Invoice Date field will be set to 31-12-
10.

Only the credit memo will be included in the VAT transactions

report.

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
Starting 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
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.

To review and print VAT statements

1. Choose the icon, enter VAT Statements, and then choose the related link.
2. On the VAT Statement page, in the Name field, select the required VAT statement, and then choose the Print
action.
3. On the Options FastTab, enter a date interval to limit the period covered by the statement and define what type
of VAT entries that you want to include.
4. Choose the Print button to print the VAT statement.
You can use the printed VAT statement to review the VAT entries to be submitted to the tax authorities.

To settle and post VAT transactions

1. Choose the icon, enter Calc. and Post VAT Settlement, and then choose the related link.
2. On the Options FastTab, enter a date interval to limit the period covered by the VAT settlement, select the
correct VAT settlement account, and then select the Post action if you want to post the VAT amounts to the
settlement account.
3. Choose the Print button to print the VAT settlement and post the entries.
After you calculate and post the VAT settlement, VAT amounts are transferred to the appropriate VAT settlement
accounts.

To submit VAT statements

1. Choose the icon, enter VAT Statements, and then choose the related link.
2. On the VAT Statement page, in the Name field, select the required VAT statement, choose the Print action,
and then choose the PDF option.
The exported file can now be submitted to the tax authorities.

See Also
Report VAT to Tax Authorities
 Correct VAT Transactions Reports
2 minutes to read • Edit Online

1. Choose the icon, enter VAT Reports, 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 Report Type field to Corrective or Cancellation. In the Original
Report No. field, select the report that you want to correct from the list of available reports. The Start 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 Report check box.
Choose the Export action. The Export VAT Transactions batch job opens.

NOTE
When you choose Export 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
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.

To create a VAT transactions report

1. Choose the icon, enter VAT Report, and then choose the related link.
2. Fill in the fields as described in the following table.

FIELD DESCRIPTION

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
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.

To export and submit a VAT transaction report

1. Choose the icon, enter VAT Reports, and then choose the related link.
2. Select an existing report or create a new report:
Select the relevant VAT report from the list, and then choose the Edit action.
Choose the New action, and create a new report. For more information, see Create Electronic VAT
Transactions Reports.
3. Review the transaction details. To exclude a line from being reported to the tax authority, on the line, clear
the Incl. in Report check box. To see the VAT entries that the line is based on, choose the drill-down button
in the Amount field.

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.

4. Choose the Release action. The Status field is updated to Released.

Business Central validates that the VAT report is valid and ready for submission. If the validation fails, the
errors are shown on the VAT Report Error Log page so that you can make the appropriate changes.
After you release a VAT report, you cannot edit it. If you have to change the report after it is released, you
have to first reopen it. Choose the Reopen action.
5. Choose the Export action. The Export VAT Transactions batch job opens.
6. Select the Detailed Export check box, depending on your needs. The field controls whether to export the
data in detailed format or in aggregate. If aggregate, lines are further grouped by VAT registration number
or fiscal code.
7. Choose the OK button.
The VAT report is exported as a .ccf file. You can now submit the report to the tax authorities by using the
tool from the Italian Revenue Agency. 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.
8. On the General FastTab, in the Tax Auth. Receipt No. field, specify the receipt number that you received
 from the tax authorities. In the Tax Auth. Doc. No. field, specify the document number that you receive.
9. Choose the Mark as Submitted action to finalize the report. The Status field is updated to Submitted.

NOTE
You can modify a report that has the status of Submitted only if you have enabled the Modify Submitted Reports
check box on the VAT Report Setup page.

See Also
Correct VAT Transactions Reports
 Update VAT Transactions Data
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. Report field
on the VAT Entry table.

To update VAT transaction data

1. Choose the icon, enter Update VAT Transaction Data, and then choose the related link.
2. Optionally, on the VAT Entry FastTab, set the appropriate filters.
3. On the Options FastTab, fill in the fields as described in the following table.

FIELD DESCRIPTION

Compare against Threshold Select to compare VAT entries against the threshold
amounts that are specified in the VAT posting setup.

Show List Only Select if you do not want to update data.

If you select this field, Business Central prints a report so

that you can verify the changes before data is modified.
The report contains a line for each document where the
VAT base is equal to or greater than the threshold
amounts. Warning: Do not select both this field and the
Set Include in VAT Transaction Report field.

Set Include in VAT Transaction Report Select to set the Include in VAT Trans. Report 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
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.

To set up VAT transaction amounts

1. Choose the icon, enter VAT Posting Setup, and then choose the related link.
2. Choose the VAT Transaction Report Amount action.
3. Fill in the fields as described in the following table.

FIELD DESCRIPTION

Individual Person Select if this customer is an individual person.

Resident Specify if the customer is a resident in Italy.

If a customer is not a resident, you must also specify a tax

representative on the Foreign Trade FastTab.

First Name Specifies the first name of the person.

Last Name Specifies the last name of the person.

Date of Birth Specifies the date of birth of the person.

Place of Birth Specifies the place of birth of the person.

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.

To specify a tax representative for a non-resident customer

1. Choose the icon, enter Customers, and then choose the related link.
2. Select a customer.
3. On the Foreign Trade FastTab, fill in the fields as described in the following table.

FIELD DESCRIPTION

Tax Representative Type Specifies if the tax representative is a customer or a

contact. You must set this field to Contact.
 FIELD DESCRIPTION

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
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.

To print the general ledger book report

1. Choose the icon, enter G/L Book - Print, and then choose the related link.
2. Fill in the fields as described in the following table.

FIELD DESCRIPTION

Report Type Select the type of report to create.

If you select Reprint, the From Progressive No. field

becomes enabled.

Starting 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.

Print Company Information Select to print company information on the report.

The remaining fields are populated based on the

Company Information page.

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 Reporting 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.

To view or change page numbering for reprinting the general ledger

book report
1. Choose the icon, enter General Ledger Setup, and then choose the related link.
2. Choose the Change G/L Book Reprint Info. action. On the G/L Book Reprint Info page, the First Page
Number field specifies the first page number of the previously printed reports.
When you update the General Ledger Setup page or the VAT Registers page with the page number of the last
page of the printed report, make sure that you specify the correct page number. If the reprinted report starts with
the wrong page number, the report will not be accepted by the tax authorities. The G/L Book Reprint Info page
and the VAT Register Reprint Info can help you identify the correct page number.

See Also
Italy Local Functionality
 Print Intrastat Reports for Italy
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

To print quarterly or monthly reports

1. Choose the icon, enter Intrastat Journals, and then choose the related link.
2. Select the required journal batch.
3. To open the Intrastat - Monthly report or the Intrastat - Quarterly report, choose the Monthly Report
action or the Quarterly Report action.
4. On the Intrastat Jnl. Line FastTab, select the appropriate filters.
5. Choose the Print button to print the report, or choose the Preview button to view it on the screen.
6. On the Intrastat Journal page, to save the report details to a diskette, choose the Make Diskette action.

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.

To print Intrastat - Checklist reports

1. Choose the icon, enter Intrastat - Checklist, and then choose the related link.
2. On the Options FastTab, select the Show Intrastat Journal Lines check box to include detailed information
about the journal lines in the report.
3. On the Intrastat Jnl. Batch and Intrastat Jnl. Line FastTabs, select the appropriate filters.
4. Choose the Print button to print the report, or choose the Preview button to view it on the screen.

To print Intrastat - Form reports

1. Choose the icon, enter Intrastat - Form, and then choose the related link.
2. On the Intrastat Jnl. Batch and Intrastat Jnl. Line FastTabs, select the appropriate filters.
3. Choose the Print button to print the report, or choose the Preview button to view it on the screen.

See Also
Set Up Journal Templates and Batches
 Print Withholding Tax Reports
2 minutes to read • Edit Online

The Withholding Taxes report displays a list of withholding taxes that are payable to the government.

To print a withholding tax report

1. Choose the icon, enter Withholding Taxes, and then choose the related link.
2. On the Options FastTab, fill in the fields as described in the following table.

FIELD DESCRIPTION

Reference Month Enter the month of the withholding tax period in numeric
format.

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
2 minutes to read • Edit Online

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.

To set up payment terms

1. Choose the icon, enter Payment Terms, and then choose the related link.
2. Fill in the fields on the Payment Terms page. Hover over a field to read a short description.
3. Choose the Calculation action.
4. On the Payment Terms Lines page, fill in the fields as described in the following table.

FIELD DESCRIPTION

Payment % Specify the percentage of the total payment that this

installment is for.

For example, if the payment must be made in one

installment, enter 100.

Due Date Calculation Specify the formula that is used to calculate the date that
a payment must be made.

For example, if the payment must be made in one

installment after two weeks, enter 14D. For more
information, see Using Date Formulas

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.

Discount % Specify the discount percentage that is applied for early

payment of an invoice amount.

5. Choose the OK button.

The Payment Nos. field on the Payment Terms page is updated. The payment terms that you set here will be a
reference for automatic due date calculation for documents that you post for relevant customers and vendors.

See Also
Set Up Automatic Payments and Automatic Bills
Italy Local Functionality
 Set Up Automatic Payments and Automatic Bills
2 minutes to read • Edit Online

In Business Central, you can manage automatic payments and bills.

To use automatic payments and automatic bills, you must set up the relevant information.

To add bank information for your company

1. Choose the icon, enter Company Information, and then choose the related link.
2. On the Payments FastTab, fill in the key fields as described in the following table.

FIELD DESCRIPTION

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.

3. Choose the OK button.

IMPORTANT
Before you can export a vendor bill, you must select a payment format in the Payment Export 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.

To set up automatic bills for sales and receivables

1. Choose the icon, enter Sales & Receivables Setup, and then choose the related link.
2. On the Bills FastTab, in the Temporary Bill List No. field, select the temporary bill list number. Fill in the
fields as described in the following table.
 FIELD DESCRIPTION

Temporary 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.

This will be a reference for bank receipt closing. Customer

bills will be closed only at the end of the risk period that
you specify here.

3. Choose the OK button.

Next, you must specify bill codes for those payment methods that you use for automatic payments and automatic
bills.

To specify bill codes for a payment method

1. Choose the icon, enter Payment Methods, and then choose the related link.
2. Select the payment method that you use for bank transfers to vendors, and then, in the Bill Code field,
select a bill code.
a. To create a bill code, in the Bill Code field, choose the field, and then choose the New action.
b. On the Bill page, fill in the fields.
Now, you can process customer bills and vendor bills so that they are handled automatically.

See Also
Defining Payment Methods
Italy Local Functionality
 Vendor Payments and Customer Bills Overview
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.

Customer Bills and Vendor Bills

You can issue a document to your bank with the payment amounts that are due to vendors on or before a certain
date. The bank will pay the amount on or before that date by transferring the money from your bank account to
the vendor's bank account.
Similarly, you can issue a billing document to your customers who have payments that are due on or before a
certain date. The customers can pay the amount to your bank, which then transfers that amount to your bank
account. The bill is then given to the customer as evidence of your receipt of the payment.
Before you can process bills, you must add your bank information to the Company Information page. You must
also create bill posting groups and assign a bill posting group to the bank account that you will use for automatic
bills. For more information, see Set Up Automatic Payments and Automatic Bills. Then, you can generate lists of
customer bills and vendor bills and process them.

See Also
Set Up Automatic Payments and Automatic Bills
Issue Vendor Payments and Customer Bills
 Issue Vendor Payments and Customer Bills
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.

To issue payment to a vendor

1. Choose the icon, enter Vendors, and then choose the related link.
2. Select the vendor to which you want to send payment. On the Payment FastTab, in the Payment Method
Code field, choose the TRASFBANC option.
3. Choose the Bank Accounts action.
4. In the Vendor Bank Account List, select the vendor's bank account, and then choose the Edit action.
5. On the Transfer FastTab, specify information for the IBAN field.
6. Choose the OK button.
7. Choose the icon, enter Vendor Bill Card, and then choose the related link.
8. Choose the New action.
9. On the General FastTab, enter information in the following fields: Bank Account No. of the vendor and
Payment Method Code.
10. Choose the Suggest Payment action.
11. Set filters, as appropriate, and then choose the OK button to run the batch job.
12. Choose the Create List action.
13. Choose the Yes button to send the bill payment.
14. Choose the icon, enter Vendor Bill List Issued, and choose the related link.
15. Select the bill payment that you issued from the list, and then choose the Edit action. The Vendor Bill List
Sent Card page opens.
16. To export the payment information, choose the Export Bill List to File action. You can review the xml file
that was sent.
a. Export to File (for standard SEPA format files)
 b. Export Bill List to File
You can review the .xml file before sending it. To review and fix errors, you can refer to the File Export Errors
FactBox.

See Also
Create SEPA Direct Debit Collection Entries and Export to a Bank File)
 Close a Fiscal Year
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.

To close a fiscal year

1. Choose the icon, enter Accounting Periods, and then choose the related link.
2. To close an accounting period, select the accounting period, and then choose the Close Year action.
3. To confirm that you want to close the fiscal year, choose the Yes button.

IMPORTANT
After the fiscal year is closed it cannot be opened again, and the period in the fiscal year cannot be changed.

To generate a year-end closing entry using the Close Income

Statement option
1. Choose the icon, enter Close Income Statement, and then choose the related link.
2. On the Options tab, fill in the fields as described in the following table.

FIELD DESCRIPTION

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.

Balancing Account No. Select the relevant account number.

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.
 FIELD DESCRIPTION

Posting Description Enter a description. The default text is Close Income

Statement.

Business Unit Code Select this check box if you require an entry for each
business unit code.

Dimensions Optionally, select the field to select the dimension codes if

you require an entry for each dimension used in the
general ledger account.

Inventory 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.

3. Choose the OK button to create the journal entries.

To post the year-end closing entry

1. Choose the icon, enter General Journals, and then choose the related link.
2. In the Batch field, specify the batch that contains the closing entries.
3. Add the relevant entries to the journal lines.
4. To post the journal, choose the Post action.
An entry is posted to each income statement account so that it has a zero balance. The year-end result is
transferred to the balance sheet.

See Also
Closing Years and Periods
Italy Local Functionality
 Define Debit and Credit Amounts
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 Entry table, and Vendor Ledger Entry table. The debit and credit amounts must match in
the journals and tables, or you will be unable to post or save.

To define debit and credit amounts

1. Choose the icon, enter General Journal, and then choose the related link.
2. Fill in the fields as described in the following table.

FIELD DESCRIPTION

Debit Amount Enter the debit amount.

Credit Amount Enter the credit amount.

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.

3. Choose the OK button.

See Also
Italy Local Functionality
 Reversing Journal Entries
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
2 minutes to read • Edit Online

When you set up Business Central in your organization.

On the Before Start Item Cost page, you can enter information about inventory items, such as component costs,
routing costs, and overhead costs.

To set up initial item costs

1. Choose the icon, enter Before Start Item Cost, and then choose the related link.
2. Choose the New action.
3. Enter information into the required fields. This includes the Starting Date, Purchase Quantity, Purchase
Amount, Production Quantity, and Production Amount fields.
4. Choose the OK button.
The entries in this page will be used to calculate the average year cost. For more information, see Item Cost
History List and Calculate End Year Costs.

See Also
Fiscal Inventory Valuation
Set Up Fiscal Inventory Valuation
 Fiscal Inventory Valuation
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

Fiscal Inventory Valuation in Business Central

Initially, you must set up the fiscal inventory valuation for all cost types on the Item Costing Setup page and the
Item Card page. For more information, see Set Up Fiscal Inventory Valuation.
When you set up Business Central, you must enter the inventory item ledger entries for the first year in order to
calculate the item’s valuation. You can do this in the Before Start Item Cost page.
To calculate discrete LIFO cost, you must set up information on the Item Card page and the Subcontracting
Prices page.

NOTE
The discrete LIFO cost can only be calculated for items for which the Inventory 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 Inventory 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 History 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
2 minutes to read • Edit Online

To use fiscal inventory valuation, you must set up inventory valuation methods.

To set up fiscal inventory valuation for item costing

1. Choose the icon, enter Item Costing Setup, and then choose the related link.
2. On the General FastTab, fill in the fields as described in the following table.

FIELD DESCRIPTION

Components Valuation Specify the fiscal inventory valuation method.

Estimated WIP Consumption Select to include the finished production orders or the
released production orders for the cost calculation.

If this field is cleared, then consumption and capacity

ledger entries are filtered by posting date.

3. Choose the OK button.

To set up fiscal inventory valuation for an item

1. Choose the icon, enter Items, and then choose the related link.
2. On the Item List page select each item, and then, on the General FastTab, in the Inventory Valuation
field, specify the inventory valuation type.
3. Choose the OK button.

See Also
Fiscal Inventory Valuation
 Italian Fixed Assets
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
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.

To set up compressed depreciation of fixed assets

1. Choose the icon, enter Depreciation Books, and then choose the related link.
2. On the Depreciation Book List page, select the relevant depreciation book, and then choose the Edit
action.
3. To post only the depreciation totals of assets that are grouped by category, on the Depreciation Book
Card page, on the General FastTab, select the Compress Depreciation check box.

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.

4. Choose the OK button.

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
2 minutes to read • Edit Online

Alternate depreciation methods include the following:

Anticipated depreciation.
Accelerated depreciation.
Reduced depreciation.
You must create depreciation tables to set up these depreciation methods.

To set up alternate depreciation methods

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. On the General FastTab, fill in the fields as described in the following table.

FIELD DESCRIPTION

Code The code for the depreciation table.

Description The description for the depreciation table.

Period Length The length of the period to which each of the depreciation
table lines will apply.

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.

FIELD DESCRIPTION

Period Depreciation % The depreciation percentage to apply to the period.

No. of Units in Period The number of units produced by the asset to which this
depreciation table applies.

Anticipated % The anticipated depreciation percentage.

Accelerated/Reduced % The actual depreciation percentage.

5. In the Total Depreciation % field, enter the total depreciation percentage.

6. Choose the OK button.

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
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.

To create multiple fixed asset cards

1. Choose the icon, enter Fixed Assets, and then choose the related link.
2. Choose the Lists action, and then choose the Fixed Assets action.
3. On the Fixed Asset List page, choose the New action.
4. On the Fixed Asset Card page, fill in the relevant fields.
You will use the value of the No. field when you generate the remaining fixed assets later.
5. Choose the icon, enter Purchase Orders, and then choose the related link.
6. Create a new purchase order, or open the existing purchase order.
7. Expand the Lines FastTab.
8. Fill in the fields as described in the following table.

FIELD DESCRIPTION

Type Select Fixed Asset.

No. Specify the fixed asset number.

NOTE: This should be the same fixed asset number that

you entered in the Fixed Asset list.

No. of Fixed Asset Cards Specify the relevant number of duplicates for your fixed
asset.

NOTE: During invoice posting, duplicate fixed asset cards

are automatically generated and added to the fixed asset
list. The only difference between the duplicate fixed asset
cards is the number assigned to each fixed asset.

9. Choose the OK button.

See Also
Fixed Assets
Italian Fixed Assets
 Print Depreciation Book Reports
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.

To print depreciation book reports

1. Choose the icon, enter Fixed Assets, and then choose the related link.
2. Choose the Reports and Analysis action, and then choose the Depreciation Book action.
3. Expand the Options FastTab.
4. Fill in the fields as described in the following table.

FIELD DESCRIPTION

Depreciation Book The depreciation book to be printed.

Starting Date Sets the start date.

Ending Date Sets the end date.

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
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.

To set up company information

1. Choose the icon, enter Company Information, and then choose the related link.
2. Enter the information into the FastTabs as described in the following table.

FIELD DESCRIPTION

General The general company information.

Communication The company contact information.

Payments The bank information for the company.

Shipping The shipping information for the company.

Administration The administration information for the company.

3. Choose the OK button.

See Also
Italy Local Functionality
 Italian Subcontracting
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
Monitor Job Progress and Performance
Italy Local Functionality
 Set Up Journal Templates and Batches
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.

To set up Intrastat journal templates

1. Choose the icon, enter Intrastat Journal Templates, and then choose the related link.
2. To create a new Intrastat journal template, choose the New action.
3. On the Intrastat Journal Templates page, fill in the fields as described in the following table.

FIELD DESCRIPTION

Name The name of the Intrastat journal template. You can enter
a maximum of 10 alphanumeric characters.

Description The description of the Intrastat journal template. You can

enter a maximum of 80 alphanumeric characters.

4. Choose the OK button.

To set up Intrastat journal batches

1. Choose the icon, enter Intrastat Journal Templates, and then choose the related link.
2. To open the Intrastat Jnl. Batches page, select the required template, and then choose the Batches action.
3. Fill in the fields as described in the following table.

FIELD DESCRIPTION

Name The name of the Intrastat journal. You can enter a

maximum of 10 alphanumeric characters.

Description The description of the Intrastat journal. You can enter a

maximum of 50 alphanumeric characters.

Periodicity Select one of the following options:

- Month
- Quarter
- Year
 FIELD DESCRIPTION

Type Select one of the following options:

- Purchases
- Sales

Statistics Period The statistics period that the report will cover. Enter the
value in YYMM format.

Corrective Entry Select the Corrective Entry check box to correct an entry.

File Disk No. The number of the file disk.

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.

Reported If the entry has already been reported to the tax

authorities, select the Reported check box. This check box
is selected automatically when you run the Intrastat -
Make Disk Tax Auth batch job for this entry.

4. To close the page, choose the OK button.

See Also
Italy Local Functionality
Print Intrastat Reports for Italy
 Mexico Local Functionality
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

Start a free trial!

 Set Up and Generate DIOT Reports
4 minutes to read • Edit Online

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.

What Does this Extensions Handle?

The extension provides the following capabilities:
Setup of the DIOT-related information
Vendor settings
Export the DIOT report so it can be uploaded to the authorities

Setup of the Mexican DIOT Extension

You set up the DIOT extension through Assisted Setup, which provides an easy, step-by-step guide for getting
started with DIOT in Business Central. If needed, you can run the guide several times until the setup is completed.
1. In Business Central, choose the icon, enter Assisted Setup, and then choose the related link.
2. Choose the Set Up DIOT action.
3. The first page in the setup guide explains what you are about to set up. Choose the Next button.
4. In the in Default Vendor DIOT Type of Operation field, choose the default type of operation that you
want to be set on vendors in the system.
Every entry in the report must be assigned a Type of Operation value. There are three valid types: Prof.
Services, Lease and Rent, and Others. You are not allowed to report the Lease and Rent type of
operation for a vendor that is not local. All vendors will be updated with the setting chosen here.
5. Choose a value in the Type of Operation field, and then choose the Next button.
6. Choose the Open Vendor List action to select another Type of Operation value individually for vendors if
you want the setting to be different from what you chose in the previous step.
A special page opens, which includes the DIOT Type of Operation field. Here you must set up DIOT
concepts, which is a sort of setup of how VAT entries are collected for the report.
7. Choose the Open DIOT Concepts action.
You will see a list of predefined DIOT concepts that look like VAT setup. These DIOT concepts must be
linked to VAT product posting groups and VAT business posting groups. You may not have to link all of the
DIOT concepts. Investigate each DIOT concept and decide how these map to your VAT posting setup.
Adding a link to a DIOT concept is done by clicking the number in the VAT Link Count field. Note, that not
all DIOT concepts must be linked. DIOT concepts with None in the Column Type field exist for legacy
reasons and cannot be linked. For records where the VAT Link Count field is not filled in, you should
investigate if you have VAT entries that fall under this DIOT concept and add the corresponding link. DIOT
 records where the VAT Link Count field is filled in indicate that links are already created or do not have to
be created.
8. Choose the Next button.
The setup of DIOT is now finished.
9. Choose the Finish button.

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 Report, and then choose the related
link.
2. On the Create DIOT report request page, set the Starting 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 Started
 Reporting Sales Tax in the Mexico
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. This is explained in our blog post. 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 Groups, Tax Areas, and Tax Jurisdictions

In Business Central, a tax group represents a group of inventory items or resources that are subject to identical tax
terms. For example, you can set up a tax group for taxable items and another for nontaxable items. You must assign
tax group codes to inventory items and general ledger accounts. Similarly, you must assign tax area codes to
customers, locations, and to your own company settings. The assisted setup guide helps you do this.
If you set up new tax areas and tax jurisdictions, you must make sure that you fill in the fields correctly. In Mexico,
states, counties, cities, and localities can charge sales tax. Companies collect and remit sales tax to these
government authorities for products sold to end users. Sales tax can also be charged to existing sales tax. For
example, tax can be calculated on a sales invoice amount that already includes the tax from other jurisdictions.

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
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.

To set up use tax for a purchase order

1. Choose the icon, enter Purchase Orders, and then choose the related link in Order Processing.
2. On the Purchase Orders page, choose the New action.
3. On the Lines FastTab, fill in the fields as necessary. Hover over a field to read a short description.
4. On the Invoicing FastTab, fill in the fields as described in the following table.

FIELD DESCRIPTION

Tax Liable Select to set up tax liability. Important: 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. Important: 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. Important: 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. Important: 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.

To set up use tax details
1. Choose the icon, enter Tax Details, and then choose the related link.
2. On the Tax Details page, choose the New action.
3. On the New - Tax Details page, fill in the fields as described in the following table.

FIELD DESCRIPTION

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–

Excise Tax – To apply excise tax to the tax detail entry.

–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.

4. Choose the OK button.

To set up purchase tax for a company

1. Choose the icon, enter Company Information, and then choose the related link.
2. On the Company Information page, on the Tax FastTab, fill in the fields as described in the following
table.

FIELD DESCRIPTION

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.

3. Choose the OK button.

To set up purchase tax for a location

1. Choose the icon, enter Locations, and then choose the related link.
2. On the Locations page, select the required location, and then choose the Edit action.
3. On the General FastTab, fill in the fields as described in the following table.

FIELD DESCRIPTION

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.

4. Choose the OK button.

To set up purchase tax for non-recoverable tax

1. Choose the icon, enter Tax Details, and then choose the related link.
2. On the Tax Details page, choose the New action.
3. Select the Expense/Capitalize check box.

NOTE
This check box must be selected if the tax paid is not recoverable.

4. Choose the OK button.

See Also
Mexico Local Functionality
Reporting Sales Tax in Mexico
Finance
Setting Up Finance
 Set Up Unrealized Sales Tax and Sales Payment
Discounts
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.

To set up unrealized sales tax

1. Choose the icon, enter General Ledger Setup, and then choose the related link.
2. On the General Ledger Setup page, on the General FastTab, fill in the fields as described in the following
table.

FIELD DESCRIPTION

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.

This field is used in the context of VAT, not sales tax.

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.

3. Choose the OK button.

To set up unrealized tax for jurisdictions

1. Choose the icon, enter Tax Jurisdictions, and then choose the related link.
2. On the Tax Jurisdictions page, choose the Edit List action.
3. Fill in the fields as described in the following table.

FIELD DESCRIPTION
FIELD DESCRIPTION

Unrealized Tax Type – The unrealized tax feature is not used for this tax
jurisdiction.

–or–

Percentage – Each payment covers both tax amounts

and invoice amounts in proportion to the remaining
invoice amount. The paid tax amount is transferred from
the unrealized tax account to the tax account.

–or–

First – Payments cover the tax first, and then the invoice
amount.

–or–

Last – Payments cover the invoice amount first, and then

the tax amount. In this case, nothing will be transferred
from the unrealized tax account to the tax account until
the total invoice amount—exclusive of tax—has been paid.

–or–

First (Fully Paid) – Payments cover the tax first, but

nothing is transferred to the tax account until the full tax
amount has been paid.

–or–

Last (Fully Paid) – Payments cover the invoice amount

first, but nothing is transferred to the tax account until the
full tax amount has been paid. Important: 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 (Sales) The general ledger account that you want to use to post
calculated unrealized tax on sales transactions. Important:
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.
Important: 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.
 FIELD DESCRIPTION

Unreal. Rev. Charge (Purch.) The general ledger account that you want to use for
posting calculated unrealized reverse-charge tax on
purchase transactions. Important: 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.

4. Choose the OK button.

To set up adjustments for payment discounts in a tax posting group

1. Choose the icon, enter Tax Posting Setup, and then choose the related link.
2. Choose the Edit action.
3. On the Tax Posting Setup Card page, select the Adjust for Payment Discount check box.

IMPORTANT
This field is available on the VAT Posting Setup 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.

4. Choose the OK button.

To set up maximum tax correction amounts

1. Choose the icon, enter Sales & Receivables Setup, and then choose the related link.
2. On the Sales Receivables Setup page, on the General FastTab, select the Allow Tax Difference check
box.
3. Choose the OK button.
4. Choose the icon, enter Purchases & Payables Setup, and then choose the related link.
5. On the Purchases & Payables Setup page, on the General FastTab, select the Allow Tax Difference
check box.
6. Choose the OK button.
7. Choose the icon, enter General Ledger Setup, and then choose the related link.
8. On the General Ledger Setup page, in the Max. Tax Difference Allowed field, enter the maximum tax
correction amount that is allowed for the local currency.

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.

9. Choose the OK button.

See Also
Mexico Local Functionality
Reporting Sales Tax in Mexico
Finance
Setting Up Finance
 Reporting Sales Tax in the Mexico
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. This is explained in our blog post. 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 Groups, Tax Areas, and Tax Jurisdictions

In Business Central, a tax group represents a group of inventory items or resources that are subject to identical
tax terms. For example, you can set up a tax group for taxable items and another for nontaxable items. You must
assign tax group codes to inventory items and general ledger accounts. Similarly, you must assign tax area codes
to customers, locations, and to your own company settings. The assisted setup guide helps you do this.
If you set up new tax areas and tax jurisdictions, you must make sure that you fill in the fields correctly. In Mexico,
states, counties, cities, and localities can charge sales tax. Companies collect and remit sales tax to these
government authorities for products sold to end users. Sales tax can also be charged to existing sales tax. For
example, tax can be calculated on a sales invoice amount that already includes the tax from other jurisdictions.

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
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.

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.

FIELD DESCRIPTION

No. The unique identification number for the deposit.

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.

Posting Date The posting date for the deposit.

Document Date The deposit document date.

4. On the Lines FastTab, fill in the required fields as described in the following table.

FIELD DESCRIPTION

Account Type The account type.

Account No. The unique identification account number that is

associated with the selected account type, to which the
entry will be posted.

Description The journal line entry description.

Document Date The journal line entry document date.

Document Type The journal line entry document type.

Document No. The journal line entry document number.

Credit Amount The total credit amount on the journal line.

5. Optionally, choose the Dimensions actions, and then add relevant dimensions on the Dimension Set
Entries page.
After you have created a deposit, you must post it.

To post a deposit
1. 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 Report 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
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.

Available Tax Identification Types

In Mexico, a legal entity, such as a company or a person, is assigned a tax identification number according to two
types.
Registro Federal de Contribuyentes (RFC )
This 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.
Cédula de identification fiscal con clave única de registro de población (CURP)
This tax identification type can only be applied to people. A CURP number is 18 characters.
When you create a new customer or vendor in Business Central, you specify whether the customer or vendor is a
company or a person, and then you specify the tax identification type. The tax identification type and the tax
identification number are included in any reports that reference tax information about a customer or vendor.

See Also
Mexico Local Functionality
 VAT Recalculation
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
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.

Sending Electronic Invoices

When you have posted an invoice or credit memo, you can send it to your customer. But first you must obtain a
digital stamp from a PAC. Business Central communicates with the PAC through web services to request a stamp,
and the document is automatically digitally signed by your company and the PAC.
When you send an electronic invoice or credit memo to your customer, Business Central uses the email address
that you have specified on the Company Information page. The document is sent to the email address that you
have specified on the Customer Card page for the bill-to customer on the invoice or credit memo. On the
General Ledger Setup page, you also can choose to include the documents as PDF files in the email that is sent.

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 Factory.
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
2 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.

To set up company information

1. Choose the icon, enter Company Information, and then choose the related link.
2. On the Company Information page, on the Tax FastTab, fill in the fields as described in the following
table.

FIELD DESCRIPTION

SAT Certificate 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 Report 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.

PAC Environment Specify if your company uses electronic invoices, and if

you are using the web services of your authorized service
provider, PAC, in a test environment or a production
environment.

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.

See Also
Electronic Invoicing
Generate Electronic Invoices
Mexico Local Functionality
 Generate Electronic Invoices
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.

To generate electronic invoices for sales invoices

1. Choose the icon, enter Posted Sales Invoice, and then choose the related link.
2. Select the posted invoice.
3. Choose the Send Electronic Document action. An email will be sent to the customer with the electronic
invoice attached as an XML file. If you selected the Send PDF Report field on the General Ledger Setup
page, a PDF will be included with the XML file.
4. Optionally, choose the Export E -Document as XML action. Select the location where you want to save
the electronic invoice as an XML file.
To verify the electronic invoice activity, on the Posted Sales Invoice page, on the Invoicing FastTab, the
Electronic Document Sent and No. of E -Document Submissions fields will be updated.

NOTE
ADD INCLUDE

See Also
Set Up Electronic Invoicing
Electronic Invoicing
Mexico Local Functionality
 Complying with Electronic Accounting Regulations in
Mexico
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 Export Elect. Accounting functionality has been developed to meet this regulatory
requirement.

Setup Data Required to Export Successfully

To export the G/L balance information successfully, you must first set up certain data. Missing data will result in a
warning message that some mandatory fields are blank, but the export will not be canceled. If in doubt, you can
submit the file to the authorities to get more details about the missing values. The following describes the fields to
fill in before you export the XML files.
For the files that contain the chart of accounts and the trial balance:
1. For each account, you must specify an account in the SAT Account Code field. Only accounts with a SAT
account code are included in the files for the chart of accounts and trial balance.
2. Every G/L account that is used for export must be defined as either Debit or Credit. You cannot choose the
Both option.
For the file that contains journal transactions:
On the Customer Bank Account Card, Vendor Bank Account Card, and Bank Account pages you must
choose a bank in the Bank Code field. This is required if the bank account is used in a transaction.
On the Customer and Vendor pages, you must choose an account in the Preferred Bank Account field.
When a preferred bank account is set for a customer or vendor, that bank account is copied to the Recipient
Bank Account field whenever a payment to a vendor or a cash receipt from a customer is created. This default
value can be changed on the journal lines before posting.
The Fiscal Invoice Number PAC field on all purchase documents is used to register the UUID of an electronic
invoice. You can import electronic invoices (response) when you create a purchase invoice, order, or credit
memo. Only the UUID is imported, but this functionality can easily be expanded. After data is imported it
appears on the invoice after posting.
On the Payment Method page, in the SAT Method of Payment field you must specify how payment was
made.

To generate the XML files

1. Choose the icon, enter Export Elect. Accounting, and then choose the related link.
2. Fill in the fields as necessary. Hover over a field to read a short description.
See Also
Mexico Local Funcationality
 Make Payments with the AMC Banking 365
Fundamentals extension or SEPA Credit Transfer
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.

Setting Up the AMC Banking 365 Fundamentals Extension

Activate the AMC Banking 365 Fundamentals extension to have any bank statement file converted to a format that
you can import or to have your exported payment files converted to the format that your bank requires. For more
information, see Using the AMC Banking 365 Fundamentals extension.

Setting Up SEPA Credit Transfer

From the Payment Journal page, you can export payments to a file for upload to your electronic bank for
processing of the related money transfers. Business Central supports the SEPA Credit Transfer format, but in your
country/region, other formats for electronic payments may be available.
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 payment electronically by exporting payment files in the SEPA Credit Transfer format, you
must perform the following setup steps:
Set up the bank account in question to handle the SEPA Credit Transfer format
Set up vendor cards to process payments by exporting files in the SEPA Credit Transfer format
Set up the related general journal batch to enable payment export from the Payment Journal page
Connect the data exchange definition for one or more payment types with the relevant payment method or
methods
To set up a bank account for SEPA Credit Transfer
1. In the Search box, enter Bank Accounts, and then choose the related link.
2. Open the card of the bank account from which you will export payment files in the SEPA Credit Transfer
format.
3. On the Transfer FastTab, in the Payment Export Format field, choose SEPADD.
4. In the SEPA CT Msg. ID No. Series field, choose a number series from which numbers are assigned to
SEPA credit transfer entries.
5. Make sure the IBAN field is filled.

NOTE
The Currency Code field must be set to EUR, because SEPA credit transfers can only be made in the EURO currency.

To set up a vendor card for SEPA Credit Transfer

1. In the Search box, enter Vendors, and then choose the related link.
2. Open the card of the vendor whom you will pay electronically by export payment files in the SEPA Credit
Transfer format.
3. On the Payment FastTab, in the Payment Method Code field, choose BANK.
4. In the Preferred Bank Account field, choose the bank to which the money will be transferred when it is
processed by your electronic bank.
The value in the Preferred Bank Account field is copied to the Recipient Bank Account field on the
Payment Journal page.
To set the payment journal up to export payment files
1. In the Search box, enter Payment Journals, and then choose the related link.
2. Open the payment journal that you use to process payments by exporting files in the SEPA Credit Transfer
format.
3. In the Batch Name field, choose the drop-down button.
4. On the General Journal Batches page, choose the Edit List action.
5. On the line for the payment journal that you will use to export payments, select the Allow Payment Export
check box.
To connect the data exchange definition for one or more payment types with the relevant payment method or
methods
1. In the Search box, enter Payment Methods, and then choose the related link.
2. On the Payment Methods page, select the payment method that is used to export payments from, and then
choose the Pmt. Export Line Definition field.
3. On the Pmt. Export Line Definitions page, select the code that you specified in the Code field on the Line
Definitions FastTab in step 4 in the “To describe the formatting of lines and columns in the file” section in the
Set Up Data Exchange Definitions procedure.
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.

Preparing the Payment Journal

Fill the payment journal with lines for due payments to vendors, with the option to insert posting dates based on
the due date of the related purchase documents. For more information, see Managing Payables.

Exporting Payments to a Bank File

When you are ready to make payments to your vendors, or reimbursements to your employees, you can export a
file with the payment information on the lines on the Payment Journal page. You can then upload the file to your
bank to process the related money transfers.
In the generic version of Business Central, the AMC Banking 365 Fundamentals extension is available. In North
American versions, the same extension 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.

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 Export
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 Export action.
4. On the Export 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 Exported 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 Exported to Payment File
column or the Total Exported 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 Exported 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 Export History 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 Reexport 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 Reexport Payment to File action.

Posting the Payments

When the electronic payment is successfully processed by the bank, post the payments. For more information, see
Making Payments.

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
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.

To set up a PAC web service

1. Choose the icon, enter PAC Web Services, and then choose the related link.
2. Fill in the fields as described in the following table.

FIELD DESCRIPTION

Environment Specify if the web service is for a test environment or a

production environment.

Type Specify if the web method is for requesting a digital stamp

or for canceling.

Method Name Specify the name of the web method, such as

GeneraTimbre or CancelaTimbre.

Address Specify the URL of the web method.

Contact your PAC for this information.

3. Repeat the steps for any additional PAC that you want to set up.

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
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 Dictionary 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.
You can print these reports and send them to your Microsoft Certified Partner to help resolve issues with your
Business Central implementation.

To print the License Information report

1. In Business Central Object Designer, on the Tools menu, choose License Information.
2. On the License Information page, you can preview the license information, or you can choose the Export
button to print the License Information report.

To print the Data Dictionary report

1. In Business Central Object Designer, on the Tools menu, choose Object Designer.
2. Choose the Report button.
3. In the Type column, find ID 10315, which is the Data Dictionary report.
4. On the Object Designer page, choose the Run button to open the Data Dictionary report.
5. On the Options tab, enter the relevant information into the fields.
6. Choose the Print button to print the report or choose the Preview button to view it on the screen.

See Also
Mexico Local Functionality
Finance
Setting Up Finance
 Netherlands Local Functionality
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
General Ledger Available Now
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

Start a free trial!

 Create an Audit File for the Tax Authority
2 minutes to read • Edit Online

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.

To make an Audit file

1. Choose the icon, enter Tax Authority - Audit File, and then choose the related link.
2. On the Options FastTab, fill in the fields as described in the following table.

FIELD DESCRIPTION

Start 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.

The field is editable if the start date of the period is equal

to the start date of a fiscal year.

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
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.

To set up a VAT category

1. Choose the icon, enter Elec. Tax. Decl. VAT Categories, and then choose the related link.
2. On the Elec. Tax. Decl. VAT Categories page, choose the New action.
3. Fill in the fields as described in the following table.

FIELD DESCRIPTION

Code The unique code for each category and subcategory

combination. You can enter a maximum of 10
alphanumeric characters.

Category Specify the main category option for the VAT statement.

By Us (Domestic) The subcategory for the VAT Statement.

Select a subcategory here if the Category field displays

By Us (Domestic).

To Us (Domestic) The subcategory for the VAT Statement.

Select a subcategory here if the Category field displays

To Us (Domestic).

By Us (Foreign) The subcategory for the VAT Statement.

Select a subcategory here if the Category field displays

By Us (Foreign).

To Us (Foreign) The subcategory for the VAT Statement.

Select a subcategory here if the Category field displays

To Us (Foreign).

Calculation The subcategory for the VAT Statement.

Select a subcategory here if the Category field displays

Calculation.

Optional Select to indicate that the XML element that is

represented by the category code is not required in the
electronic VAT declaration.
4. Choose the OK button.
You can now map the VAT statement data directly to an XML element.

See Also
Submitting Electronic VAT and ICP Declarations
Setting Up Electronic VAT and ICP Declarations
 Submitting Electronic VAT and ICP Declarations
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.

To prepare for electronic declaration

Before you can send electronic declarations to the tax authorities you must perform the following tasks:
1. Ensure that you have obtained the certificates from the government. If you have not, take the following steps
to obtain the certificates:
Obtain a PKIoverheid certificate for the company if you do not have one already. A list of certificate
providers can be found here:
https://www.logius.nl/producten/toegang/pkioverheid/aansluiten/toegetreden-csps.
Register a user of Digipoort, which can be done here:
https://aansluiten.procesinfrastructuur.nl/site/registratie/nieuw.
Obtain a Digipoort Service certificate, which can be obtained at the Dutch Tax Administration
website: https://aansluiten.procesinfrastructuur.nl.
2. Enter general data and personal data received from the tax authorities on the Elec. Tax Declaration Setup
page. For more information, see Setting Up Electronic VAT and ICP Declarations.
3. Set up a VAT category code for all XML elements in the electronic VAT declaration. For more information,
see Set Up VAT Categories.

To create an electronic declaration

1. Choose the icon, enter Elec. Tax Declarations, and then choose the related link.
2. On the Elec. Tax Declaration List page, choose the New action.
3. On the Elec. Tax Declaration Card page, fill in the fields as necessary. Hover over a field to read a short
description.
4. Choose the OK button.
The XML elements and the accompanying data of the electronic declaration are displayed on the Lines FastTab on
the Elec. Tax Declaration Card page.
The XBRL reporter ensures that all account numbers that are imported from Business Central are mapped to the
XBRL elements in a report. The XBRL reporter also displays a list of errors of unmapped elements or accounts.

To submit an electronic declaration

With the XBRL reporter, you can submit the Intracommunautaire Leveringen (ICP ) declaration or the VAT
declaration in the required XML format. When it is submitted, the file is sent to the tax authorities as defined on the
Elec. Tax Declaration Setup page.
1. On the Elec. Tax Declaration Card page, choose the Submit Electronic Tax Declaration action.
2. Fill in the fields as described in the following table.

FIELD DESCRIPTION

Client Certificate Select the PKIoverheid certificate for the company.

Client Certificate Password Enter the password that encrypts the client certificate.

Service Certificate Select the Digipoort Service certificate.

3. Choose the OK button.

The electronic declaration is submitted to the tax authorities.

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.

To import a response message from the tax authorities

For each electronic declaration, the tax authorities will send a response message. These messages must be received
from the server of the tax authorities and be processed. The first step is to import the response message into
Business Central.
1. Choose the icon, enter Elec. Tax Decl. Response Msgs., and then choose the related link.
2. Choose the Receive Response Messages action.
3. On the Options FastTab, fill in the fields as described in the following table.

FIELD DESCRIPTION

Client Certificate Select the PKIoverheid certificate for the company.

Client Certificate Password Enter the password that encrypts the client certificate.
 FIELD DESCRIPTION

Service Certificate Select the Digipoort Service certificate.

4. Choose the OK button.

To process a response message from the tax authorities

When a response message is imported, it must be processed by validating its content against the related electronic
declaration. If no errors are found in the electronic declaration and the data has been processed by the tax
authorities, then the Status field on the Elec. Tax Declaration Card page is changed to Acknowledgement.
1. Choose the icon, enter Elec. Tax Decl. Response Msgs., and then choose the related link.
2. Choose the Process Response Messages action.
3. On the Process Response Messages Batch Job page, select the appropriate filters, and then choose the
OK button.
The processed information about the response message is displayed in the Elec. Tax Decl. Response
Msgs.. page.
4. To export a message or attachment, choose the Export Response Message action or the Export Response
Attachment action.

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
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.

To set up electronic declarations

1. Choose the icon, enter Elec. Tax Declaration Setup, and then choose the related link.
2. On the Elec. Tax Declaration Setup page, fill in the fields as necessary. Hover over a field to read a short
description.
3. If you want the contact ID in the electronic declaration to be filled with the VAT registration number of the
company, then select Tax Payer in the VAT Contact Type field.
4. If you want to send electronic ICP declarations for a subsidiary company of a fiscal entity, then select the
select the Part of Fiscal Entity check box.

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 Part 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 Digipoort Delivery 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 Digipoort 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 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.

To prepare for electronic declaration

Before you can send electronic declarations to the tax authorities you must perform the following tasks:
1. Ensure that you have obtained the certificates from the government. If you have not, take the following
steps to obtain the certificates:
Obtain a PKIoverheid certificate for the company if you do not have one already. A list of certificate
providers can be found here:
https://www.logius.nl/producten/toegang/pkioverheid/aansluiten/toegetreden-csps.
Register a user of Digipoort, which can be done here:
https://aansluiten.procesinfrastructuur.nl/site/registratie/nieuw.
Obtain a Digipoort Service certificate, which can be obtained at the Dutch Tax Administration
website: https://aansluiten.procesinfrastructuur.nl.
2. Enter general data and personal data received from the tax authorities on the Elec. Tax Declaration
Setup page. For more information, see Setting Up Electronic VAT and ICP Declarations.
3. Set up a VAT category code for all XML elements in the electronic VAT declaration. For more information,
see Set Up VAT Categories.

To create an electronic declaration

1. Choose the icon, enter Elec. Tax Declarations, and then choose the related link.
2. On the Elec. Tax Declaration List page, choose the New action.
3. On the Elec. Tax Declaration Card page, fill in the fields as necessary. Hover over a field to read a short
description.
4. Choose the OK button.
The XML elements and the accompanying data of the electronic declaration are displayed on the Lines FastTab
on the Elec. Tax Declaration Card page.
The XBRL reporter ensures that all account numbers that are imported from Business Central are mapped to the
XBRL elements in a report. The XBRL reporter also displays a list of errors of unmapped elements or accounts.

To submit an electronic declaration

With the XBRL reporter, you can submit the Intracommunautaire Leveringen (ICP ) declaration or the VAT
declaration in the required XML format. When it is submitted, the file is sent to the tax authorities as defined on
the Elec. Tax Declaration Setup page.
1. On the Elec. Tax Declaration Card page, choose the Submit Electronic Tax Declaration action.
2. Fill in the fields as described in the following table.

FIELD DESCRIPTION

Client Certificate Select the PKIoverheid certificate for the company.

Client Certificate Password Enter the password that encrypts the client certificate.

Service Certificate Select the Digipoort Service certificate.

3. Choose the OK button.

The electronic declaration is submitted to the tax authorities.

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.

To import a response message from the tax authorities

For each electronic declaration, the tax authorities will send a response message. These messages must be
received from the server of the tax authorities and be processed. The first step is to import the response message
into Business Central.
1. Choose the icon, enter Elec. Tax Decl. Response Msgs., and then choose the related link.
2. Choose the Receive Response Messages action.
3. On the Options FastTab, fill in the fields as described in the following table.

FIELD DESCRIPTION

Client Certificate Select the PKIoverheid certificate for the company.

 FIELD DESCRIPTION

Client Certificate Password Enter the password that encrypts the client certificate.

Service Certificate Select the Digipoort Service certificate.

4. Choose the OK button.

To process a response message from the tax authorities

When a response message is imported, it must be processed by validating its content against the related
electronic declaration. If no errors are found in the electronic declaration and the data has been processed by the
tax authorities, then the Status field on the Elec. Tax Declaration Card page is changed to
Acknowledgement.
1. Choose the icon, enter Elec. Tax Decl. Response Msgs., and then choose the related link.
2. Choose the Process Response Messages action.
3. On the Process Response Messages Batch Job page, select the appropriate filters, and then choose the
OK button.
The processed information about the response message is displayed in the Elec. Tax Decl. Response
Msgs.. page.
4. To export a message or attachment, choose the Export Response Message action or the Export
Response Attachment action.

See Also
Setting Up Electronic VAT and ICP Declarations
Set Up VAT Categories
Create Reports with XBRL
Netherlands Local Functionality
 Dutch Electronic Banking
2 minutes to read • Edit Online

Electronic banking functionality allows you to create electronic payment files and direct debit files, and to import
electronic bank statements from supported bank software.

Telebanking
Using Telebanking, you can export payments, import bank statements, and collect data to forward to the bank. For
more information, see Telebanking.
You can create payment proposals and reconcile bank accounts in the cash, bank, and giro journals.
Payment Files
You can make payment proposals for paying open invoices to suppliers. Payment proposals can be edited
manually prior to processing to add or remove payment invoices, or to change payment amounts. After processing
a proposed payment batch, you can transfer electronic payment files to the bank. If an error occurs in the payment
file while importing into the banking software, you can make a copy of the payment file to resubmit to the bank.
You can make domestic payments and international payments using the designated formats. For more
information, see Telebanking.
Direct Debit Files
You can create a payment proposal to collect payment from customer bank accounts. You can edit payment
proposals manually to add or remove invoices, or to change collection amounts. After processing a proposed
payment batch, you can transfer electronic direct debit files to the bank. If an error occurs in the direct debit file
while importing into the banking software, you can make a copy of the direct debit file to resubmit to the bank.
You can only collect payments domestically at this time. For more information, see Create Proposals.
Bank Statement Import
You can import bank statements from supported bank software, and reconcile them with incoming and outgoing
payments. You can also reconcile bank charges and interest earned.
Electronic bank statement files are supported for the following banks:
ABN AMRO Bank (SWIFT MT940)
ING Bank (SWIFT MT940, PAYMUL )
Rabobank (MUT.ASC, VVMUT.ASC, BBV and ASCII)
Postbank (SWIFT MT940)

See Also
Telebanking
Enter and Post Cash and Bank/Giro Journals
Import and Reconcile Bank Statements
 Telebanking
2 minutes to read • Edit Online

Based on both sales and purchase transactions, telebanking enables you to generate your payments and
collections and interchange them with your bank electronically. This includes the export of payment and collection
data that need to be forwarded to the bank as well as the import of bank statements sent to you by the bank.

Transactions
In general, all financial interactions with vendors and customers are done through either purchase or sales
invoices and credit memos. As soon as these transactions have been registered and posted, payments or
collections can be carried out by your company.

Proposals
Based on vendor and customer ledger entries, telebanking enables you to generate payment and collection
proposals. This can be done for any bank that has been set up for your company. Both domestic and foreign
payments and collections are possible.
You can set up Business Central to combine payments to or collections from the same bank account
automatically.
When a proposal has been agreed upon, it should be processed into a payment history.

NOTE
In general, for any open vendor and customer ledger entries, a proposal can be generated if it meets a number of criteria.
For more information, see Create Proposals.

Payment Histories
A payment history is nothing more than a proposal except for the fact that data on a payment history cannot be
modified. The payment or collection data is ready to be exported and forwarded to the bank.
For more information, see Create and Export Payment History.

Bank Statements
For all your financial interactions through your bank, the bank can send you electronic bank statements. These
statements can be imported into the Bank/Giro Journals. If you want, you can have Business Central
automatically reconcile these statements during this import process and determine whether a statement can be
applied to open ledger entries for the relevant vendor/customer.
For more information, see Import and Reconcile Bank Statements.

Exchange Protocols
For both exporting and importing, a number of protocols have been defined. Business Central supports the
following protocols:
BTL91 (export). This cross-border protocol is no longer accepted in the Netherlands as of May 1st 2019. This
 protocol is replaced by the Generic Payment File protocol.
BBV (export)
PAYMUL (export)
Generic Payment File (export). Can be used for cross-border Non-EUR transfers.
Rabobank mut.asc (import)
Rabobank vvmut.asc (import)
Rabobank ASCII (import)
SEPA CAMT

See Also
Invoice Sales
Record Purchases
Create Proposals
Create and Export Payment History
 Payment Scenarios
2 minutes to read • Edit Online

Based on a sales or purchase invoice or credit memo a proposal can be generated and exported in order to be
processed by our bank.
Using telebanking you can deal with three scenarios:
1. The payment is done by means of a bank account denominated in your local currency (LCY ), which is the
same currency as linked to the invoice/credit memo.
For more information, see Payment Scenario 1 - Domestic Payments (LCY to LCY ).
2. The payment is done by means of a bank account denominated in the same currency as the currency linked
to the invoice/credit memo. Both foreign.
For more information, see Payment Scenario 2 - Foreign Payment (FCY to FCY ).
3. The payment is done by means of a bank account denominated in your local currency (LCY ), while the
invoice/credit memo is linked to a foreign currency.
For more information, see Payment Scenario 3 - Foreign Payment (LCY to FCY ).

See Also
Telebanking
 Payment Scenario 1 - Domestic Payments (LCY to
LCY)
4 minutes to read • Edit Online

You can use telebanking for trade with domestic and foreign customers and vendors. This topic describes a
scenario where the trade is with domestic customers and vendors.
The following list describes the main steps:
1. Create Vendor/Customer.
2. Create Vendor/Customer Bank Account.
3. Create and Post Purchase Invoice for Vendor or Sales Invoice for Customer.
4. Create Proposal.
5. Create Payment History.
6. Export Payment History.
7. Import Bank Statement.

NOTE
In the examples below some standard CRONUS data is being used. Likewise instead of creating a vendor/customer and a
vendor/customer bank account you could use existing data.

Create Vendor/Customer
Create vendor/customer and enter all necessary information. Special attention should be paid to the following
fields:
Currency Code: Leave empty - i.e. it is set to the local currency (LCY ).
Transaction Mode: Select an appropriate, default transaction mode - i.e. one that can deal with local currency
payments for your bank.
Preferred Bank Account: Select an appropriate, default vendor/customer bank account having the same
Currency Code as the vendor/customer itself.

NOTE
In order to be able to enter a bank account in the Bank Account vendor/customer bank accounts must be available. See
below.

Example
Olek Johansson (code OLEK) is one of our local vendors. Purchase invoices will be paid through our national bank
account (code ABN ) to his bank account (code OJBA ). Both bank account ABN and OJBA are denominated in
local currency (LCY ). Therefore, on Olek Johansson's vendor card we leave the Currency Code field empty, fill the
Transaction Mode field with ABN that is linked to our bank account, ABN, and set the Bank Account field to
OJBA.

Create Vendor/Customer Bank Account

Create vendor/customer bank account and enter all necessary information. Special attention should be paid to the
following fields:
Preferred Bank Account: Enter a valid bank account number.
Currency Code: Leave empty - i.e. it is set to the local currency (LCY ).
Owner Information: Be sure all owner information has been entered.
Example
Olek Johansson's bank account (code OJBA ) is denominated in local currency (LCY ). Therefore, on Olek
Johansson's vendor bank account card we enter a valid number in the Bank Account No. field, leave the
Currency Code field empty and fill the fields on the Owner Information FastTab with appropriate values.

Create and Post Purchase Invoice for Vendor or Sales Invoice for
Customer
Create a purchase/sales invoice and enter all necessary information. Special attention should be paid to the
following fields:
Currency Code: Leave empty - i.e. it is set to the local currency (LCY ).
Transaction Mode: Select an appropriate, default transaction mode - i.e. one that can deal with local currency
payments for your bank.
Preferred Bank Account: Select an appropriate, default vendor/customer bank account having the same
Currency Code is the vendor/customer itself.
By default these three fields will be populated with values taken from the vendor/customer card.
When the invoice is finished it can be posted.
Example
When creating a purchase invoice for Olek Johansson we enter OLEK in the Buy-from Vendor No. field. By
default the Currency Code, Transaction Mode and Bank Account fields will be populated with values taken
from the Olek Johansson's vendor card. Therefore, the Currency Code, Transaction Mode and Bank Account
fields will be , ABN and OJBA respectively. Nevertheless, these values can be changed.

Create Proposal
Open the Telebank - Bank Overview page and browse to the bank through which we want to perform our
payment. Open the Proposal page and generate payment proposals using the Get Proposal Entries batch job.
Example
Through the Telebank - Bank Overview page, we open the Proposal page for our bank, ABN. Using the batch
job, one proposal line will be created for the purchase invoice we just created and posted for vendor OLEK.

Create Payment History

From the Proposal page, we process our proposal into a payment history. The proposal will disappear and can be
found on the Payment History Overview page for the same bank.
Example
We process our proposal concerning the payment to vendor OLEK and open the Payment History Overview
page for our bank, ABN. The last payment history is the one we just created.

Export Payment History

Open the Payment History Overview page, browse to the relevant payment history and choose the Export
action. The export batch job will appear for the export protocol that is linked to this payment. For this export the
system already has entered appropriate filters. Check, if wanted, any of the fields on the Options FastTab, and then
choose the OK action to export the payment. The system will generate a text file using a filename as defined in the
Default File Names Field field of the export protocol, which now is ready to be sent to our bank.

Import Bank Statement

After receiving electronic bank statements from our bank we can import them by running the appropriate import
protocol from the Import Protocol List page.
Example
The bank statement containing our payment to Olek Johansson will be sent to us by our bank, ABN. Therefore, we
should chose OFFICE NET EXTRA as the appropriate import protocol.

See Also
Create Proposals
Create and Export Payment History
 Payment Scenario 2 - Foreign Payment (FCY to FCY)
4 minutes to read • Edit Online

You can use telebanking for trade with domestic and foreign customers and vendors. This topic describes a
scenario where the trade is with foreign customers and vendor that use the same foreign currency as your bank
account is set up to use.
The following list describes the main steps:
1. Create Vendor/Customer.
2. Create Vendor/Customer Bank Account.
3. Create and Post Purchase Invoice for Vendor or Sales Invoice for Customer.
4. Create Proposal.
5. Create Payment History.
6. Export Payment History.
7. Import Bank Statement.

NOTE
In the examples below some standard CRONUS data is being used. Likewise instead of creating a vendor/customer and a
vendor/customer bank account you could use existing data.

Create Vendor/Customer
Create vendor/customer and enter all necessary information. Special attention should be paid to the following
fields:
Currency Code: Set it to the foreign currency (FCY ).
Transaction Mode: Select an appropriate, default transaction mode - i.e. one that can deal with foreign
currency payments for your foreign bank.
Preferred Bank Account: Select an appropriate, default vendor/customer bank account having the same
Currency Code as the vendor/customer itself.

NOTE
In order to be able to enter a bank account in the Bank Account vendor/customer bank accounts must be available. See
below.

Example
Jannet Carter (code JANNET) is one of our US vendors. Purchase invoices will be paid through our foreign bank
account (code ABN -USD ) to her bank account (code JCBA ). Both bank account ABN -USD and JCBA are
denominated in the same foreign currency (FCY ) - i.e. USD. Therefore, on Jannet Carter's vendor card, we set the
Currency Code field to USD, fill the Transaction Mode field with ABN -USD that is linked to our bank account,
ABN -USD and set the Bank Account field to JCBA.

Create Vendor/Customer Bank Account

Create vendor/customer bank account and enter all necessary information. Special attention should be paid to the
following fields:
Preferred Bank Account: Enter a valid bank account number.
Currency Code: Set it to the foreign currency (FCY ).
Owner Information: Be sure all owner information has been entered.
Example
Jannet Carter's bank account (code JCBA ) is denominated in foreign currency (FCY ) - i.e. USD. Therefore, on
Jannet Carter's vendor bank account card, we enter a valid number in the Bank Account No. field, set the
Currency Code field to USD, and fill the fields on the Owner Information tab with appropriate values.

Create and Post Purchase Invoice for Vendor or Sales Invoice for
Customer
Create a purchase/sales invoice and enter all necessary information. Special attention should be paid to the
following fields:
Currency Code: Set it to the foreign currency (FCY ).
Transaction Mode: Select an appropriate, default transaction mode - i.e. one that can deal with foreign
currency payments for your foreign bank.
Preferred Bank Account: Select an appropriate, default vendor/customer bank account having the same
Currency Code is the vendor/customer itself.
By default, these three fields will be populated with values taken from the vendor/customer card.
When the invoice is finished it can be posted.
Example
When creating a purchase invoice for Jannet Carter we enter JANNET in the Buy-from Vendor No. field. By
default, the Currency Code, Transaction Mode, and Bank Account fields will be populated with values taken
from the Jannet Carter's vendor card. Therefore, the Currency Code, Transaction Mode, and Bank Account
fields will be USD, ABN -USD, and JCBA respectively. Nevertheless, these values can be changed.

Create Proposal
Open the Telebank - Bank Overview page and browse to the bank through which we want to perform our
payment. Open the Proposal page and generate payment proposals using the Get Proposal Entries batch job.
Example
Through the Telebank - Bank Overview page, we open the Proposal page for our bank, ABN -USD. Using the
batch job, one proposal line will be created for the purchase invoice we just created and posted for the vendor
JANNET.

Create Payment History

From the Proposal page we process our proposal into a payment history. The proposal will disappear and can be
found on the Payment History Overview page for the same bank.
Example
We process our proposal concerning the payment to the vendor JANNET and open the Payment History
Overview page for our bank, ABN -USD. The last payment history is the one we just created.

Export Payment History

Open the Payment History Overview page, browse to the relevant payment history and choose the Export
action. The export batch job will appear for the export protocol that is linked to this payment. For this export the
system already has entered appropriate filters. Check, if wanted, any of the fields on the Options FastTab, and then
choose the OK button to export the payment. The system will generate a text file using a filename as defined in the
Default File Names Field field of the export protocol, which now is ready to be sent to our bank.
Example
As the transaction mode associated with our payment is ABN -USD, the BBV or PAYMUL batch job will appear.

Import Bank Statement

After receiving electronic bank statements from our bank we can import them by running the appropriate import
protocol from the Import Protocol List page.
Example
The bank statement containing our payment to Jannet Carter will be sent to us by our bank, ABN -USD. Therefore,
we should chose OFFICE NET EXTRA as the appropriate import protocol.

See Also
Create Proposals
Create and Export Payment History
 Payment Scenario 3 - Foreign Payment (LCY to FCY)
4 minutes to read • Edit Online

You can use telebanking for trade with domestic and foreign customers and vendors. This topic describes a
scenario where the trade is with foreign customers and vendors that use a different currency than your local
currency.
1. Create Vendor/Customer.
2. Create Vendor/Customer Bank Account.
3. Create and Post Purchase Invoice for Vendor or Sales Invoice for Customer.
4. Create Proposal.
5. Create Payment History.
6. Export Payment History.
7. Import Bank Statement.

NOTE
In the examples below some standard CRONUS data is being used. Likewise instead of creating a vendor/customer and a
vendor/customer bank account you could use existing data.

Create Vendor/Customer
Create vendor/customer and enter all necessary information. Special attention should be paid to the following
fields:
Currency Code: Set it to the foreign currency (FCY ).
Transaction Mode: Select an appropriate, default transaction mode - i.e. one that can deal with foreign
currency payments for your local bank.
Preferred Bank Account: Select an appropriate, default vendor/customer bank account having the same
Currency Code as the vendor/customer itself.

NOTE
In order to be able to enter a bank account in the Bank Account vendor/customer bank accounts must be available. See
below.

Example
Hernandez Ortiz (code ORTIZ ) is one of our Mexican vendors. Purchase invoices will be paid through our national
bank account (code ABN ) to his bank account (code HOBA ). While our bank account ABN is denominated in local
currency (LCY ), Hernandez Ortiz's bank account HOBA is denominated in Mexican peso (MXN ). Therefore, on
Hernandez Ortiz's vendor card, we set the Currency Code field to MXN, fill the Transaction Mode field with
ABN that is linked to our bank account, ABN, and set the Bank Account field to HOBA.

Create Vendor/Customer Bank Account

Create vendor/customer bank account and enter all necessary information. Special attention should be paid to the
following fields:
 Preferred Bank Account: Enter a valid bank account number.
Currency Code: Set it to the foreign currency (FCY ).
Owner Information: Be sure all owner information has been entered.
Example
Hernandez Ortiz's bank account (code HOBA ) is denominated in MXN. Therefore, on Hernandez Ortiz's vendor
bank account card, we enter a valid number in the Bank Account No. field, set the Currency Code field to MXN,
and fill the fields on the Owner Information FastTab with appropriate values.

Create and Post Purchase Invoice for Vendor or Sales Invoice for
Customer
Create a purchase/sales invoice and enter all necessary information. Special attention should be paid to the
following fields:
Currency Code: Set it to the foreign currency (FCY ).
Transaction Mode: Select an appropriate, default transaction mode - i.e. one that can deal with local currency
payments for your local bank.
Preferred Bank Account: Select an appropriate, default vendor/customer bank account having the same
Currency Code is the vendor/customer itself.
By default these three fields will be populated with values taken from the vendor/customer card.
When the invoice is finished it can be posted.
Example
When creating a purchase invoice for Hernandez Ortiz we enter ORTIZ in the Buy-from Vendor No. field. By
default, the Currency Code, Transaction Mode, and Bank Account fields will be populated with values taken
from the Hernandez Ortiz's vendor card. Therefore, the Currency Code, Transaction Mode, and Bank Account
fields will be MXN, ABN, and HOBA respectively. Nevertheless, these values can be changed.

Create Proposal
Open the Telebank - Bank Overview page and browse to the bank through which we want to perform our
payment. Open the Proposal page and generate payment proposals using the Get Proposal Entries batch job.
Example
Through the Telebank - Bank Overview page, we open the Proposal page for our bank, ABN. Using the batch
job, one proposal line will be created for the purchase invoice we just created and posted for the vendor ORTIZ.
The amount of the payment will be in local currency (LCY ).

Create Payment History

From the Proposal page, we process our proposal into a payment history. The proposal will disappear and can be
found on the Payment History Overview page for the same bank.
Example
We process our proposal concerning the payment to the vendor ORTIZ and open the Payment History
Overview page for our bank, ABN. The last payment history is the one we just created.

Export Payment History

Open the Payment History Overview page, browse to the relevant payment history and then choose the Export
action. The export batch job will appear for the export protocol that is linked to this payment. For this export the
system already has entered appropriate filters. Check, if wanted, any of the fields on the Options FastTab, and
choose the OK button to export the payment. The system will generate a text file using a filename as defined in the
Default File Names Field field of the export protocol, which now is ready to be sent to our bank.
Example
As the transaction mode associated with our payment is ABN, the BBV or PAYMUL batch job will appear.

Import Bank Statement

After receiving electronic bank statements from our bank we can import them by running the appropriate import
protocol from the Import Protocol List page.
Example
The bank statement containing our payment to Hernandez Ortiz will be sent to us by our bank, ABN. Therefore,
we should chose OFFICE NET EXTRA as the appropriate import protocol.

See Also
Create Proposals
Create and Export Payment History
 Create Proposals
2 minutes to read • Edit Online

Proposals can be generated manually or automatically based on either vendor or customer ledger entries.

IMPORTANT
To create a proposal, you must use the Owner Information field in the Vendor Bank Account Card and Customer Bank
Account Card pages.

NOTE
At any time and at any level, before processing a proposal, the transaction mode and bank account can be modified. At the
lowest level on the relevant vendor or customer ledger entries.

To create proposals manually

1. Choose the icon, enter Telebank - Bank Overview, and then choose the related link.
2. Select the relevant bank account and then choose the Proposal action.
3. At a minimum, you must fill in the Account Type, Account No., Transaction Mode, Bank Account
No., and Amount fields.
4. If you want to view or adjust the proposal's detail lines, choose the Detail Information action. To return
to the proposal, close the Proposal Detail Line page.

To create proposals automatically from sales

1. Set up a card for the customer who sent the invoice with appropriate values for the Currency Code,
Transaction Mode, and Bank Account fields.
2. Create a sales invoice or credit memo, enter the customer and relevant items and post the invoice.
3. Check whether the Currency Code, Transaction Mode, and Bank Account fields of the invoice/credit
memo contain appropriate values. By default, they will be copied from the customer card.
4. Choose the icon, enter Telebank - Bank Overview, and then choose the related link.
5. Select the relevant bank account, and then choose the Proposal action.
6. Choose the Get Entries action.
You can use the Get Proposal Entries Batch Job batch job to generate proposal lines based on relevant
customer ledger entries.

NOTE
Only proposal lines will be created for ledger entries that have a transaction mode of account type Customer and a
link to the active bank account.

7. If you want to view or adjust the proposal's detail lines, choose the Detail Information action. To return
 to the proposal, close the Proposal Detail Line page.

To create proposals automatically from purchases

1. Set up a card for the vendor that sent the invoice with appropriate values for Currency Code,
Transaction Mode, and Bank Account fields.
2. Create a purchase invoice or credit memo, enter the vendor and relevant items.
3. Post the invoice.
4. Check whether the Currency Code, Transaction Mode, and Bank Account fields of the invoice/credit
memo contain appropriate values. By default, they will be copied from the vendor card.
5. Choose the icon, enter Telebank - Bank Overview, and then choose the related link.
6. Select the relevant bank account, and then choose the Proposal action.
7. Choose the Get Entries action.
You can use the Get Proposal Entries Batch Job batch job to generate proposal lines based on relevant
vendor ledger entries.

NOTE
Only proposal lines will be created for ledger entries that have a transaction mode of account type Vendor and a
link to the active bank account.

8. If you want to view or adjust the proposal's detail lines, choose the Detail Information action. To return
to the proposal, close the Proposal Detail Line page.

See Also
Register New Customers
Invoice Sales
Record Purchases
Create and Export Payment History
 Docket Reports
2 minutes to read • Edit Online

The Dutch telebanking application allows you to combine ledger entries for the same customer or vendor, having
the same transaction mode, into one payment or collection order to the bank. As such one total amount will be
paid to or collected from the vendor or customer involved. Possibly this combined payment could lack all detail
information about the individual payments or collections. Telebanking offers you the possibility to inform your
vendor or customer in detail by generating a docket report that describes the individual payments that constitute
the total amount paid or collected.
When generating payment proposals using the Get Proposal Entries batch job the system will select the Docket
check box on the proposal in case that:
The resulting combined payment includes too many invoice numbers to list them in the available four
description fields of the new proposal line: Description 1 field, Description 2 field, Description 3 field,
and Description 4 field.
The payment is not based upon an invoice.

See Also
Telebanking
 Enter and Post Cash and Bank/Giro Journals
3 minutes to read • Edit Online

The cash journal and the bank/giro journal help you post transactions into the system in an easier and more direct
way than using the general journal.
In conjunction with Telebanking, they allow you to import electronic bank statements into the Bank/Giro Journal
page. The system can automatically reconcile these statements during the import process and determine whether
a statement can be applied to open ledger entries for the relevant vendor/customer.
In Business Central, you can use the cash and bank journals to enter the transactions that affect the cash and bank
accounts by using the Cash Book and Bank Book types.
You can enter increases or decreases to the cash account on the Cash Journal page. For example, you can use this
journal for paying out petty cash or receiving transfers from a different bank account.
The Bank/Giro Journal page records the inflow or outflow of the cash to a specific bank account. This journal
forms the basis for bank reconciliation. The layout of this journal resembles the paper bank statement, so you can
transpose the required fields from the paper statement to the journal, or you can import an electronic bank
statement file. The transactions can be customer payments or vendor payments.
You can apply the payments from customers to the open invoices from accounts receivables. You can also enter
general ledger transactions to capture miscellaneous amounts, such as bank charges or interest income. VAT
codes can also be applied to these transaction lines. You can define a journal for every bank account.

To post cash journals

1. Choose the icon, enter Cash Journal, and then choose the related link.
2. Choose the New action.
3. On the Cash Journal page, on the Lines FastTab, fill in the required fields as described in the following
table.

FIELD DESCRIPTION

Date The journal entry date.

Document No. The document number for which journal entry is created.

Account Type The account type to which the entry is to be posted.

Account No. The account number to which the entry is to be posted.

Description The description of the entry. This field automatically

populates the description of the account number selected
in the Account No. field.

VAT Prod. Posting Group The VAT product posting group code used to post the
entry. You can select a code in this field only if the
Account Type is G/L Account. For more information, see
VAT Product Posting Groups.
 FIELD DESCRIPTION

Amount The total amount that the statement line consists of. You
must enter the debit amount without a plus or minus sign
and the credit amount with a minus sign.

If this amount includes the VAT amount, then select the

Amount incl. VAT check box.

4. Choose the Post action.

NOTE
If there is a difference between the opening balance and the closing balance, you must change the closing balance
before posting the entry.

The entries are posted to the general ledger. For more information, see General Ledger Entries.

To post bank or giro journals

1. Choose the icon, enter Bank/Giro Journal, and then choose the related link.
2. Choose the New action.
3. Select the relevant journal template, and then choose the OK button.
4. On the Bank/Giro Journal page, fill in the fields as described in the following table.

FIELD DESCRIPTION

Opening Balance The current balance of the bank or giro account. It equals
the closing balance of previously posted entries for the
journal.

Closing Balance The new closing balance of the journal.

5. On the Lines FastTab, fill in the required fields as described in the following table.

FIELD DESCRIPTION

Date The journal entry date.

Account Type The account type to which the journal entry is to be

posted.

Account No. The account number to which the journal entry is to be

posted.

Identification The identification number that links the statement line to

a payment history line.

Description The description of the entry.

VAT Prod. Posting Group The VAT product posting group code that will be used
when you post the entry on the statement line.
 FIELD DESCRIPTION

Amount The total amount that the statement line consists of. You
must enter the debit amount without a plus or minus sign
and the credit amount with a minus sign.

If this amount includes the VAT amount, then select the

Amount incl. VAT check box.

6. Choose the Post action.

NOTE
If there is a difference between the opening balance and the closing balance, you must change the closing balance before
posting the entry.

The entries are posted to the general ledger. For more information, see General Ledger Entries.

See Also
Print the Test Reports for Cash and Bank or Giro Journals
Telebanking
Enter and Post Cash and Bank or Giro Journals
Applying Payments Automatically and Reconciling Bank Accounts
 Print the Test Reports for Cash and Bank or Giro
Journals
2 minutes to read • Edit Online

You can use the CBG Posting - Test report to edit the statement lines and see the effect of posting before you
post cash journals and bank or giro journals.
This report displays the statement lines of a cash journal and bank journal or giro journal. For more information,
see CBG Statement Line Table and Bank-Giro Journal Page.

To print the test report for cash journal

1. Choose the icon, enter Cash Journal, and then choose the related link.
2. On the Cash Journal page, choose the Test Report action.
3. To include the information on applied entries for the statement lines, select the Show Applied Entries
check box.
For more information, see Apply and Unapply General Ledger Entries.
4. On the CBG Statement FastTab, select the appropriate filters.
You can select the Journal Template Name and No. fields as filters when you generate this report.
5. Choose the Print button to print the report or choose the Preview button to view it in on the screen.

To print the test report for bank or giro journal

1. Choose the icon, enter Bank/Giro Journal, and then choose the related link
2. Choose the General Ledger action.
3. On the General Journal Template List page, Choose the OK button.
4. On the Bank/Giro Journal page, choose the Test Report action.
5. To include the information on applied entries for the statement lines, select the Show Applied Entries
check box.
6. On the CBG Statement FastTab, select the appropriate filters.
You can select the Journal Template Name and No. as filters when you generate this report.
7. Choose the Print button to print the report or choose the Preview button to view it in on the screen.

See Also
Apply and Unapply General Ledger Entries
Enter and Post Cash and Bank/Giro Journals
 Single EURO Payments Area (SEPA)
2 minutes to read • Edit Online

The Single Euro Payments Area (SEPA) unifies payment methods in participating European countries, making
international payments as easy to process as domestic payments. 300 million European citizens and companies
are able to make and receive payments in euros, whether within or across national borders, with the same basic
conditions, rights, and obligations, regardless of location.
Business Central supports the Dutch requirements for submitting SEPA payments, credit transfers, and direct
debit.
Before you can submit vendor payments electronically in SEPA ISO2022 format, you must activate SEPA in the
following pages:
Countries/Regions
Bank Accounts
Export Protocols
Transaction Modes
Additionally you will need to verify that vendor payment transaction modes and vendor bank accounts are set up
to use SEPA for each vendor.
Vendor payments made using SEPA ISO 20022 must comply with the following rules.
Make all payments in euros.
Make payments within the European Economic Area (EEA).
Use the vendor bank’s International Bank Account Number (IBAN ) and Bank Identifier Code (BIC ) information.

See Also
Activate SEPA Payments
Submit Vendor Payments Electronically in SEPA ISO 20022 Payment Format
Netherlands Local Functionality
 Activate SEPA Payments
2 minutes to read • Edit Online

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 the following procedures, the first four describe how to enable SEPA payments, and the remaining two relate to
the individual vendors.

To enable countries/regions for SEPA

1. Choose the icon, enter Countries/Regions, and then choose the related link.
2. Choose the Edit List action.
3. Select the SEPA Allowed check box for each country or region that you want to enable for SEPA.
4. Choose the OK button.

To enable bank accounts for SEPA

1. Choose the icon, enter Bank Accounts, and then choose the related link.
2. Select the bank account that you want to enable for SEPA, and then choose the Edit action.
3. On the General FastTab, in the Country/Region Code field, select the appropriate code.

NOTE
The specified country/region code must be enabled for SEPA as described in the previous procedure.

4. Enter a value in the Min. Balance field.

5. On the Transfer FastTab, in the SWIFT Code field, enter a code.
6. Choose the OK button.

To set up a SEPA ISO 20022 export protocol

1. Choose the icon, enter Export Protocols, and then choose the related link.
2. On the Export Protocols page, choose the New action.
3. Fill in the fields as described in the following table.

FIELD DESCRIPTION

Code Sets the export protocol code, such as SEPA ISO20022.

Description Provides the description for the export protocol.

Check ID Sets the ID for the codeunit to check payment, such as

11000010.

Check Name Sets the name of the codeunit.

 FIELD DESCRIPTION

Export Protocol Type Specifies the type of the export protocol:

- Report
- XMLPort

Export ID Sets the ID for the batch job to export payment, such as
11000011.

If you select XMLPort as your export protocol type, then

choose an ID such as 1000.

Export Name The name of the batch job.

Docket ID Sets the ID for the batch job to inform the contact on
combined payments, such as 11000004.

This does not apply to XMLPort protocol types.

Docket Name The name of the docket report.

Default File Names Sets the location to export payment and collection data.

4. Choose the OK button.

To enable transaction modes for SEPA

1. Choose the icon, enter Transaction Modes, and then choose the related link.
2. Select the transaction mode that you want to enable for SEPA, and then choose the Edit action.
3. On the Transaction Mode Card page, on the Paym. Proposal FastTab, in the Export Protocol field, select
the SEPA export protocol that you have created, such as SEPA ISO20022.
4. Choose the OK button.

To verify vendor payment transaction modes for SEPA

1. Choose the icon, enter Vendors, and then choose the related link.
2. Select the vendor that you want to verify the transaction mode for, and then choose the View action.
3. On the Payments FastTab, in the Transaction Mode Code field, verify that the vendor payment transaction
mode is one that has been enabled for SEPA.
4. Choose the OK button.

To set up vendor bank accounts for SEPA

1. Choose the icon, enter Vendors, and then choose the related link.
2. Select the relevant vendor, and then choose the Bank Accounts action.
3. Select the vendor bank account to set up for SEPA, and then choose the Edit action.
4. On the Transfer FastTab, in the IBAN and SWIFT Code fields, enter the international bank identifier code of
the bank where the vendor has the account.
5. Choose the OK button.
See Also
Single EURO Payments Area (SEPA)
Submit Vendor Payments Electronically in SEPA ISO 20022 Payment Format
 Submit Vendor Payments Electronically in SEPA ISO
20022 Payment Format
2 minutes to read • Edit Online

In Business Central, you can create and submit Single Euro Payments Area (SEPA) ISO 20022 vendor payments
electronically.
Before you can create and submit SEPA vendor payments, you must enable SEPA payments. For more
information, see Activate SEPA Payments.

To submit vendor payments electronically in SEPA ISO 20022 payment

format
1. Choose the icon, enter Telebank-Bank Overview, and then choose the related link.
2. Select the relevant bank account, and then choose the Proposal action.
3. Select the relevant vendor bank account, and then choose the Get Entries action.
4. In the Get Proposal Entries batch job, on the Options FastTab, fill in the fields as described in the
following table.

FIELD DESCRIPTION

Currency Date Specify the currency date.

Pmt. Discount Date Specify the payment discount date.

5. On the Transaction Mode FastTab, select the appropriate filters.

6. On the Cust. Ledger Entry FastTab, select the appropriate filters.
7. On the Vendor Ledger Entry FastTab, select the Vendor No. filter, and then select a vendor number.

NOTE
Select other appropriate filters if required.

8. Choose the OK button.

The proposal lines populate on the Telebank Proposal page.

See Also
Activate SEPA Payments
Single EURO Payments Area (SEPA)
 Create and Export Payment History
2 minutes to read • Edit Online

After you have created a proposal and made any modifications, you can process the proposal to create a payment
history. Proposals can be created manually or automatically from a vendor or customer ledger entry. For more
information, see Create Proposals.
For exporting payment histories, the following protocols are supported:
BTL91 $)
BBV
PAYMUL

To create a payment history for a proposal

1. Choose the icon, enter Telebank - Bank Overview, and then choose the related link.
If you want to print the proposal before you process it, choose the Print button.
2. To process the proposal, choose the Process action.
3. To view the payment history, close the Telebank Proposal page. Make sure the same bank account on the
Telebank – Bank Overview page is selected, and then choose the Payment History action.
The Payment History List page displays the payment history that you just created.

To export a payment history

On the Payment History List page, choose the Export action.

NOTE
A text file will be created. This file contains the path and file name as defined in the Default File Names Field field
of the export protocol.

See Also
Create Proposals
 Import and Reconcile Bank Statements
2 minutes to read • Edit Online

Banks provide electronic bank statements for all your financial interactions. You can import these statements into
the bank or giro journals.
The import bank statement is supported by the following protocols:
Rabobank mut.asc
Rabobank vvmut.ac
Rabobank ASCII
SEPA CAMT

To import and reconcile bank statements

1. Choose the icon, enter Bank/Giro Journal, and then choose the related link.
2. Choose the Import Bank Statement action, select the required import protocol, and then choose the OK
button.
3. To reconcile the bank statements automatically when importing, on the Options FastTab, select the
Automatic Reconciliation check box.

NOTE
This function does not work for bank statement files of type SEPA CAMT. Instead, use the Match Automatically
action on the Bank Acc. Reconciliation page. For more information, see Reconcile Bank Accounts.

4. Choose the OK button.

5. To import the file that contains the electronic bank statement, specify the file name and path, and then
choose the Open button.
The electronic bank statement is imported into the bank or giro journals. For more information, see Dutch
Electronic Banking.

See Also
Dutch Electronic Banking
Applying Payments Automatically and Reconciling Bank Accounts
 General Ledger
2 minutes to read • Edit Online

General ledger functionality for the Netherlands is described in the below topics.

In This Section
Apply Customer Payments Manually
Required Descriptions in G -L Entry
Create an Audit File for the Tax Authority
 Apply and Unapply General Ledger Entries
2 minutes to read • Edit Online

Applying temporary general ledger entries allows companies to 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.

To apply general ledger entries

1. Choose the icon, enter G/L Registers, and then choose the related link.
2. Select a general ledger register, and then choose the General Ledger action.
3. On the General Ledger Entries page, choose the Apply Entries action.
All open ledger entries for the general ledger account are displayed on the Apply General Ledger Entries
page.

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 Entry 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.

6. Choose the OK button.

To view the applied general ledger entries

1. Choose the icon, enter G/L Registers, and then choose the related link.
2. Select a general ledger register, and then choose the General Ledger action.
3. Select the relevant general ledger entry, and then choose the Applied Entries action.
You can view all the applied general ledger entries.
4. Choose the OK button.

To unapply general ledger entries

1. Choose the icon, enter G/L Registers, and then choose the related link.
2. Select a general ledger register, and then choose the General Ledger action.
3. Select the general ledger entry that you want to unapply, and then choose the Undo Application action.
The applied general ledger entries are unapplied.

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.

4. Choose the OK button.

See Also
General Ledger
 Required Descriptions in G-L Entry
2 minutes to read • Edit Online

When entering general journal lines on a form, the system fills in automatically the description field. This
description will also be stored in the G/L entry after posting the journal. For a good audit trail, a more detailed
description is desirable, when you post a journal line of type G/L Account.
To force the user to enter a more detailed description, it is possible to choose if the system must fill in
automatically the description of the G/L account or leave the field blank. If the Omit Default Descr. in Jnl. Field
check box on the G/L Account Card page is checked, the system will not fill in the Description field for that G/L
account when selected in a general journal line.
When posting the journal lines, the system will check if all the Description fields are filled in. If there is a blank
description, an error message will appear.

NOTE
Leaving the description field blank and check if all the description fields are filled in before posting, will only be done on the
general journal pages in several application areas and on the local Cash Bank Giro pages.

See Also
General Ledger
 Check Purchase Amounts
2 minutes to read • Edit Online

Before posting a purchase invoice or credit memo, application checks if the amount including VAT and the VAT
amount stated on the purchase document is equal to the total amount of the inserted purchase lines. To do this, the
Doc. Amount Incl. VAT and Doc. Amount VAT fields must be filled in in the Purchase Invoice or Purchase
Credit Memo page.
In case there is only one purchase line or in case all lines are subject to the same VAT %, the correct Doc. Amount
VAT Field will be calculated automatically when you have inserted the purchase lines and the Doc. Amount Incl.
VAT Field. In case several lines exist with different VAT percentages, the Doc. Amount VAT Field must be
changed manually.
Default application will check the purchase document total amounts, but you can switch it off by deselecting the
Check Doc. Total Amounts check box on the Purchases & Payables Setup page.
To determine the reason of the difference between the document total amounts and the total amounts of the
inserted purchase lines, you have the possibility to let application calculate the total amount, total base amount,
total VAT amount and total amount including VAT of the inserted purchase lines and show them at the bottom of
the purchase invoice or purchase credit memo page.
Default application will not show these total amounts, but you can switch it on by selecting the Show Totals on
Purch. Inv.-CM. check box on the Purchases & Payables Setup page.

NOTE
If you activate this field, totals on all purchase invoices and credit memos must be recalculated. This can be a time-consuming
process depending on the number of documents that must be recalculated. You can not activate this field in case purchase
invoices and/or credit memos exist without any purchase lines or in case you have purchase invoices and/or purchase credit
memos with no quantity specified on the lines.

See Also
Set Up Validation of Purchase Amounts
 Edit Document Amounts in Purchase Invoices and
Credit Memos
2 minutes to read • Edit Online

Business Central lets you easily edit document amounts in purchase invoices and credit memos.

To edit document amounts

1. Choose the icon, enter Purchase Invoice or Purchase Credit Memo, and then choose the related link.
2. Edit the document amount in the Doc. Amount Incl. VAT field and the Doc. Amount VAT field.
If you use the Get Recurring Purchase Lines action to insert lines based on a Standard Purchase Code, if the
quantity in the first line is 0 or 1 and the unit cost is 0, Business Central compares the amount entered with the
calculated total amount and applies the difference to the first line that was inserted.

See Also
Create Recurring Sales and Purchase Lines
Netherlands Local Functionality
 Set Up Validation of Purchase Amounts
2 minutes to read • Edit Online

In Business Central, you can activate the Check Doc. Total Amounts function to validate the total amount of
purchase documents before posting a purchase invoice and purchase credit memo. By default, the purchase
document total amount is validated when you post. The total amount of the inserted purchase lines must be equal
to the amount including VAT and the VAT amount. To validate the purchase document amount automatically, you
must enter the document amount including VAT and the document amount VAT in the Purchase Invoice or
Purchase Credit Memo page.
If you have only one purchase line or several purchase lines with the same VAT percentage, the correct document
amount VAT is calculated automatically when you insert the purchase lines and the document amount including
VAT. If you have several purchase lines with different VAT percentages, the document amount VAT value must be
changed manually.
You can also locate when the document total amounts and the total amounts of the inserted purchase lines are
different. You can activate the Show Totals on Purch. Inv./CM. option to view the following in the inserted
purchase lines:
Total amount
Total base amount
Total VAT amount
Total amount including VAT
The calculated amounts are displayed in the purchase invoice or purchase credit memo. By default, this total
amount is not displayed.
You can activate this option only if the purchase invoice or purchase credit memo has:
A minimum of one purchase line.
The quantity field specified.

To set up validation of total amounts for purchase documents

1. Choose the icon, enter Purchases & Payables Setup, and then choose the related link.
2. On the General FastTab, fill in the fields as described in the following table.

FIELD DESCRIPTION

Show Totals on Purch. Inv./CM. Select to recalculate the totals on all purchase invoices and
credit memos. This can take more time depending on the
number of documents that must be recalculated.

Check Doc. Total Amounts Select to modify the Doc. Amount Incl. VAT and Doc.
Amount VAT fields in the Purchase Invoice and
Purchase Credit Memo pages.

3. Choose the OK button.

See Also
Netherlands Local Functionality
Setting Up Purchases
 CMR Notes
2 minutes to read • Edit Online

A CMR note is a bill of lading or an international consignment note defined under the 1956 United Nations
Convention for the Contract of the International Carriage of Goods by Road. This is also known as the CMR
Convention.
Claims with complete CMR note information are easily processed.

CMR Notes
Countries that follow the CMR Convention adhere to a standard form for CMR notes. The type of CMR note used
depends on the type of transaction. There are three types:
CMR - Sales Shipment – This report is used to print CMR documents for sales shipments. For each CMR
document, the report shows address data for the sender, shipping agent and consignee, along with data
about the shipped items.
CMR - Purchase Return Shipment – This report is used to print CMR documents for purchase return
shipments. For each CMR document, the report shows address data for the sender, shipping agent and
consignee, along with data about the shipped items.
CMR - Transfer Shipment – This report is used to print CMR documents for transfer shipments. For each
CMR document, the report shows address data for the location from which the items are shipped, the
location to which the items are shipped, and information regarding the shipping agent, along with data
about the shipped items.

NOTE
CMR notes are formatted to print on preprinted CMR forms.

The following details the standard life cycle of a CMR note:

The warehouse manager prints the CMR notes for the shipments that need to be sent.
The shipments are then packed and handed to the truck driver, along with the CMR notes.
The driver ensures that each shipment has a CMR note.
When goods are delivered to the customers, the driver ensures that the customers sign the CMR notes.
The signed CMR notes are then given to the respective internal Accounts Receivable departments.
The Accounts Payable administrators receive the signed CMR notes, along with the invoice for freight
forwarding services from the freight forwarder.

See Also
Netherlands Local Functionality
 Dutch Post Codes
2 minutes to read • Edit Online

In the Netherlands, a company called Cendris delivers post code and post code updates for your business. These
updates are important for marketing and relationship management activities. Each month Cendris delivers a file
that has changes to the post code data for you to import into Business Central.

See Also
Import Post Codes
Import Post Code Updates
 Import Post Codes
2 minutes to read • Edit Online

You can import a file that specifies post codes for marketing and relationship management activities. The post
code data that you import will be saved in the Post Code Range table.

To import a post code file

1. Choose the icon, enter Post Codes Updates, and then choose the related link.
2. On the Post Codes Updates page, choose the Import Post Codes action.
3. Specify the path and name of the post code file, and then choose the OK button. If you do not want to import
the file, choose the Cancel button to close the page.
Information about the imported post code will be saved in the Post Code Update Log Entry Table table.

See Also
Dutch Post Codes
Import Post Code Updates
 Import Post Code Updates
2 minutes to read • Edit Online

Every month a post code file will be delivered with all post code mutations in a month. This post code file can be
imported and update the relevant data of the Post Code Range table.

To import the update file

1. Choose the icon, enter Post Codes Updates, and then choose the related link.
2. On the Post Codes Updates page, choose the Import Post Codes Update action.
3. Specify the path and name of the post code update file, and then choose the OK button. If you do not want to
import the file, choose the Cancel button to close the page.
If there is no file imported with a full set of post code data, then a message appears.
Before updating the post codes the following checks will be performed:
Is there already an update file imported with a Date Field later then the date of this new update file? If so
then the process will stop.
Is there a gap between the date of this file and the value in the Date Field field for the last imported file? If
there is a gap then a message appears. You can choose if you still want to import the update file.
Information about the imported post code will be saved in the Post Code Update Log Entry Table table.

See Also
Dutch Post Codes
 New Zealand Local Functionality
2 minutes to read • Edit Online

The following topics describe local functionality that is unique to the New Zealand version of Business Central.

Feature Availability
Tax
Withholding Tax
Set Up Withholding Tax Available Now
Set Up Revenue Types for Withholding Tax Available Now
Set Up Goods and Services Tax Posting Available Now
Set Up Vendors Without ABN for Calculating Withholding Tax Available Now
Calculate and Post Withholding Tax Settlements Available Now
View Withholding Tax Entries
View Posted Tax Credit Memos Available Now
View Posted Tax Invoices Available Now
Adjust Settlement Exchange Rates for VAT Entries Available Now
Calculate Goods and Services Tax on Prepayments Available Now
Print Goods and Services Tax Settlement Reports Available Now
Banking & Payments
Compare Bank Cash Flow Available Now
Create Check Installments Available Now
Electronic Funds Transfer Available Now
Print Deposit Slip Reports Available Now
Print Bank Account Reconciliation Reports Available Now
Core Finance
Calculating Distribution Amounts Available Now
Print Balance Sheet Reports Available Now
Print Income Statements Available Now
General
Addresses Available Now
Determine Sales Price by Cost Plus Percentage Available Now
Enter New Zealand Business Numbers Available Now
New Zealand Inland Revenue Department Numbers and Adjustment Notes Available Now

See Also
Working with Business Central

Start a free trial!

 Withholding Tax
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 tax authorities
during the next Business Activity Statement (BAS ) submission.
The New Zealand 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 New Zealand Inland Revenue Department number
(IRD ) before the payment is processed, and the individual transaction amount is greater than the specified
threshold amount.
The vendor is a non-resident supplier and the payment is to be made to this non-resident entity in the form of
interest, royalty, or dividend payments. Currently, there is no minimum threshold amount. Withholding rates
may vary due to payment, or international tax treaties existing between New Zealand 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 New Zealand, WHT is not calculated if the individual invoice amount is less than or equal to the threshold
amount. 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 wish to calculate any withholding amount, enter 0.00.
Realised 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 New Zealand.
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 IRD

Ensure that there is a valid combination of General Business and General Product Posting Groups with the
correct threshold. For example, in New Zealand 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.

WHT for Foreign Suppliers

Ensure that a valid combination of General Business and General Product Posting Groups has been
established for vendors for whom you need to withhold tax,other than for non-IRD.

See Also
Set Up Withholding Tax
Set Up Vendors Without IRD for Calculating the Withholding Tax
Set Up Revenue Types for Withholding Tax
Calculate and Post Withholding Tax Settlements
View Withholding Tax Entries
New Zealand Local Functionality
 Set Up Withholding Tax
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 tax authorities
when the next Business Activity Statement (BAS ) is submitted.
If a supplier without a New Zealand Inland Revenue Department number (IRD ) 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 set up the business posting groups and product posting groups for withholding
tax so that the correct WHT calculations are made for each vendor.

NOTE
As a prerequisite, you need to set up source codes for WHT settlement on the Source Code Setup page.

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.

FIELD DESCRIPTION

Code Specify the code for the product posting group. You can
enter a maximum of 10 alphanumeric characters.

Description Specify the description for the product posting group. You
can enter a maximum of 50 alphanumeric characters.

3. Choose the OK button.

To set up posting for withholding tax

1. Choose the icon, enter WHT Posting Setup, and then choose the related link.
2. Fill in the fields as described in the following table.

FIELD DESCRIPTION

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.
FIELD DESCRIPTION

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.

For example, if you select the Less than option here and
enter 100 in the WHT Minimum Invoice Amount field,
then WHT will not be deducted for those transactions
with an amount less than 100.

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.

WHT Report Specifies the withholding tax report type.

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 Report Line No. Series Specifies the number series for the WHT report line.

Revenue Type Specifies the revenue type. For more information, see Set
Up Revenue Types for Withholding Tax.

Purch. WHT Adj. Account No. Specifies the account number which to post purchase
credit memo adjustments.

Sales WHT Adj. Account No. Specifies the account number to post sales credit memo
adjustments.

Sequence Specifies the sequence in which the withholding tax

posting setup information must be displayed in reports.
3. Choose the OK button.

See Also
Set Up Revenue Types for Withholding Tax
View Withholding Tax Entries
Calculate and Post Withholding Tax Settlements
Withholding Tax
 Set Up Revenue Types for Withholding Tax
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.

To set up revenue types for withholding tax

1. Choose the icon, enter WHT Revenue Types, and then choose the related link.
2. Fill in the fields as described in the following table.

FIELD DESCRIPTION

Code Specifies the unique code for the revenue type. You can
enter a maximum of 10 alphanumeric characters.

Description Specifies the description for the WHT revenue type.

Sequence Specifies the sequence in which you want to group the

revenue types. For example, a revenue type with
sequence 0 will be displayed before sequence 1.

3. Choose the OK button.

See Also
Withholding Tax
Set Up Withholding Tax
View Withholding Tax Entries
Calculate and Post Withholding Tax Settlements
 Set Up Goods and Service Tax Posting
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 tax
authority.
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 business posting groups and product
posting groups.

To set up goods and sales tax posting

1. Choose the icon, enter VAT Posting Setup, and then choose the related link.
2. Fill in the fields as described in the following table.

FIELD DESCRIPTION

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.

For example, you can group a number of VAT posting

setups that have a common VAT percentage.

VAT % Specifies the VAT rate.

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.

If you have selected the Reverse Charge VAT option in

the VAT Calculation Type field, then do not enter a value
in this field.

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.

You can enter a value in this field only if you have selected
the Reverse Charge VAT option in the VAT Calculation
Type field.

3. Choose the OK button.

See Also
Print Goods and Service Tax Settlement Reports
 Set Up Vendors Without IRD numbers for Calculating
the Withholding Tax
2 minutes to read • Edit Online

Withholding Tax (WHT) is calculated for local vendors who do not have a New Zealand Inland Revenue
Department number (IRD ), as required by tax law.

To set up vendors without IRD for calculating the withholding tax

1. Choose the icon, enter Vendors, and then choose the related link.
2. Choose the required vendor, and then choose the Edit action.
3. On the Vendor Card page, on the Registration FastTab, make sure the IRD No. field and the Foreign
Vend field must be empty.
4. Choose the OK button.

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
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 New Zealand tax authorities.

NOTE
The truncated cents are accounted for in a rounding account.

To calculate and post withholding tax settlements

1. Choose the icon, enter Calc. and Post WHT Settlement, and then choose the related link.
2. On the Options FastTab, fill in the fields as described in the following table.

FIELD DESCRIPTION

Starting 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.

Posting Date The posting date of the WHT settlement entries.

Document No. The document number of the WHT settlement entries.

Description The WHT settlement description.

Settlement Account Type The settlement account type.

Settlement Account The account number based on the account type selected
in the Settlement Account Type field.

Rounding G/L Account The account to which the truncated amount is to be

posted.

Show WHT Entries Select to view the withholding tax entries for the specified
period.

Post Select to post the WHT settlement entries.

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
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 Entry 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.

To view withholding tax entries

1. Choose the icon, enter G/L Registers, and then choose the related link.
2. Select the general ledger register for which you want to view WHT entries, and then choose the WHT Entry
action.
You can view the posted WHT entries on the WHT Entry page.

See Also
Withholding Tax
Set Up Revenue Types for Withholding Tax
Set Up Withholding Tax
Calculate and Post Withholding Tax Settlements
 View Posted Tax Credit Memos
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.

To view a posted sales tax credit memo

1. Choose the icon, enter Posted Sales Tax Credit Memo, and then choose the related link.
2. View the FastTabs as described in the following table.

FASTTAB DESCRIPTION

General General information about the credit memo.

Posted Sales Tax Cr. Memo Sub Posted sales tax credit memo information.

Invoicing Invoice information.

Shipping Shipping information.

Foreign Trade Foreign trade information.

3. Choose the OK button.

See Also
View Posted Tax Invoices
View Withholding Tax Entries
 View Posted Tax Invoices
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.

To view a posted sales tax invoice

1. Choose the icon, enter Posted Sales Tax Invoice, and then choose the related link.
2. View the FastTabs as described in the following table.

FASTTAB DESCRIPTION

General General information about the invoice.

Posted Sales Tax Inv. Subform Posted sales tax invoice information.

Invoicing Invoice information.

Shipping Shipping information.

Foreign Trade Foreign trade information.

3. Choose the OK button.

See Also
View Posted Tax Credit Memos
 Adjust Settlement Exchange Rates for VAT Entries
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.

To adjust settlement exchange rates for VAT

1. Choose the icon, enter Adjust Settlement Exch. Rates, and then choose the related link.
2. On the Options FastTab, fill in the fields as described in the following table.

FIELD DESCRIPTION

Settlement Period Specifies the start date of the settlement period.

Ending Date Specifies the end date of the settlement period.

Posting Description Specifies the posting description.

Document No. Specifies the document number for which you want to
settle VAT entries.

Posting Date Specifies the posting date of the document.

Use Daily Settlement Exch. Rate Select if you want to use the daily settlement exchange
rate.

3. Choose the OK button.

The VAT entries are adjusted and you can view them in the VAT Register report.

See Also
[New Zealand Local Functionality]new -zealand-local-functionality.md()
 Calculate Goods and Services Tax on Prepayments
2 minutes to read • Edit Online

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.

To calculate GST on prepayments

1. Choose the icon, enter General Ledger Setup, and then choose the related link.
2. On the Local Functionalities FastTab, select the Full GST on Prepayment check box to calculate GST for the
total invoice amount when a prepayment invoice is posted.
3. Choose the OK button.

See Also
Invoicing Prepayments
New Zealand Local Functionality
 Print Goods and Service Tax Settlement Reports
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.
To print a goods and service tax settlement
1. Choose the icon, enter Calculate GST Statement, and then choose the related link.
2. On the Options FastTab, fill in the fields as described in the following table.

FIELD DESCRIPTION

Settlement Account Type The settlement account type.

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.

Posting Date The posting date for the settlement entries.

Document No. The document number of the settlement entries.

Description The settlement description.

Post Select to post the withholding tax settlement entries.

Inter Company Select if the posting is inter company.

3. On the BAS Calculation Sheet FastTab, select the appropriate filters.

4. Choose the Print button to print the report, or choose the Preview button to view it on the screen.

See Also
Set Up Goods and Service Tax Posting
 Compare Bank Cash Flow
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.

To compare bank cash flow

1. Choose the icon, enter Bank Detail Cashflow Compare, and then choose the relevant link.
2. On the Options FastTab, fill in the fields as described in the following table.

FIELD DESCRIPTION

Compare Start Date Specifies the start date for the comparison.

Compare End Date Specifies the end date for 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
New Zealand Local Functionality
 Create Check Installments
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.

To create a check installment

1. Choose the icon, enter Post Dated checks-Purchases, and then choose the relevant link.
2. Choose the relevant check, and then choose the Edit action.
3. On the Post Dated Checks-Purchase page, choose the Create Check Installments action.
4. On the Options FastTab, fill in the fields as described in the following table.
5.

FIELD DESCRIPTION

No. of Installments Specifies the number of installments into which the post-
dated check will be divided.

Interest % Specifies the percent of interest.

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.

Start 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.

6. Choose the OK button.

The installment checks are created and displayed on the Post Dated Checks-Purchases page.

See Also
New Zealand Local Functionality
 Electronic Funds Transfer (EFT)
2 minutes to read • Edit Online

You can pay vendors using the electronic funds transfer (EFT) system in New Zealand.

Setting up Electronic Funds Transfer in Business Central

Business Central can export EFT files that you can then upload to your bank’s website for additional processing. To
submit EFT files, you must set up the following information:
You must add EFT information to the bank account or bank accounts that you will use to pay vendors
electronically. The EFT-specific fields are in the Transfer FastTab on the Bank Account page.
For those vendors that you want to pay electronically, you must select the EFT Payment check box and specify
the vendor bank account in the EFT Vendor Bank Account Code field on the Vendor page.
When you have set up bank accounts and vendors, you can create EFT file that are based on entries in the payment
journal. When you create an EFT file, an entry is made in the EFT Register table. On the EFT Register page you
can drill down to see the vendor ledger entries for the EFT file. On the Payment Journal page,you can also import
existing EFT register entries to the payment journal by using the Transfer EFT Register batch job.

See Also
Export Payments to a Bank File
New Zealand Local Functionality
 Print Deposit Slip Reports
2 minutes to read • Edit Online

The Deposit Slip report displays cash and check details in a format required by the bank.

To a print deposit slip report

1. Choose the icon, enter Cash Receipt Journals, and then choose the related link.
2. Select the Bank journal.
3. Choose the Edit Journal action.
4. On the Cash Receipt Journal page, choose the Print Deposit Slip action.
5. On the Gen. Journal Line FastTab, 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
New Zealand Local Functionality
 Print Bank Account Reconciliation Reports
2 minutes to read • Edit Online

The Bank Account Reconciliation report displays open bank ledger entries as unpresented checks or
unrecorded deposits.

To print a bank account reconciliation report

1. Choose the icon, enter Reconciliation, and then choose the related link.
2. On the Options FastTab, select the New Page per Bank Account check box.
3. On the Bank Account FastTab, select appropriate filters.
4. Choose the Print button to print the report or choose the Preview button to view it on the screen.

See Also
Reconcile Bank Accounts
 Calculating Distribution Amounts
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 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
New Zealand Local Functionality
 Print Balance Sheet Reports
2 minutes to read • Edit Online

You can 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.

To print a balance sheet report

1. Choose the icon, enter Balance Sheet, and then choose the relevant link.
2. On the Balance Sheet page, on the Options FastTab, fill in the fields as described in the following table.

FIELD DESCRIPTION

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
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.

To print the income statement report

1. Choose the icon, enter Income Statement, and then choose the relevant link.
2. On the Income Statement page, on the Options FastTab, fill in the fields as described in the following
table.

FIELD DESCRIPTION

Amounts in whole Specifies the nearest unit to which the amount must be
rounded.

Show Amounts in Add. Reporting 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
 Addresses
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 regions.
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 regions in the Region 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 New Zealand postal codes for New Zealand.
To increase postal efficiency in New Zealand, 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
New Zealand Local Functionality
 Determine Sales Price by Cost Plus Percentage
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.

To determine sales tax by cost plus percentage

1. Choose the Receivables action.
2. Choose the Customers action.
3. Open the card for a relevant customer.
–or–
Choose the New action.

NOTE
For a new customer, in the No. field, enter the customer number.

4. To open the Sales Prices page, choose the Prices action.

5. In the General section, fill in the fields as described in the following table.

FIELD DESCRIPTION

Sales Type Filter Select one of the following options:

- Customer
- Customer Price Group
- All Customers
- Campaign
- None

Sales Code Filter The sales code.

Item No. Filter The item number.

Starting Date Filter The starting date.

Currency Code Filter The currency code.

6. Enter information into the relevant fields.

7. To send the details to a recipient, choose the Send To action, and then select one of the following formats:
Recipient as Attachment
Microsoft Word
Microsoft Excel
8. Choose the OK button.

See Also
New Zealand Local Functionality
 Enter New Zealand Inland Revenue Department
Numbers
2 minutes to read • Edit Online

You can enter an New Zealand Inland Revenue Department Number (IRD ) 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.

To enter IRD numbers

1. Choose the icon, enter Company Information or Vendors, and then choose the related link.
2. Select the required company or vendor.
3. Expand the Registration FastTab.
4. In the IRD No. field, enter the New Zealand Inland Revenue Number.
5. Choose the OK button.

See Also
New Zealand Business Numbers and Adjustment Notes
New Zealand Local Functionality
 New Zealand Inland Revenue Department Numbers
and Adjustment Notes
2 minutes to read • Edit Online

A New Zealand Inland Revenue Department Number (IRD ) is a single identifier for all business dealings with the
tax office, and for dealings with other government departments and agencies.
IRDs and adjustment notes—or credit memos—are used to satisfy tax requirements.

IRD number
All companies must register and apply for an IRD number 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.
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: These entries populate automatically. Adjustment notes can only be applied against a single
document.

See Also
Enter New Zealand IRD Numbers
New Zealand Local Functionality
 Norway Local Functionality
2 minutes to read • Edit Online

The following topics describe local functionality that is unique to the Norwegian version of Business Central.

Feature Availability
VAT
Norwegian Standard Audit File - Tax (SAF -T) Management Available Now
Norwegian VAT Reporting Available Now
Norwegian VAT Codes Available Now
How to Use One VAT Code in Journals Available Now
Proportional VAT Available Now
Calculate Proportional VAT Available Now
Print a VAT Reconciliation Report Available Now
Banking & Payments
Electronic Banking in Norway Available Now
Electronic Payments to Vendors in Norway Available Now
EHF Electronic Invoicing in Norway Available Now
Set Up Customers for EHF Available Now
Set Up EHF Available Now
Create Electronic Documents for EHF Available Now
Create Manual Remittance Payments Available Now
Set Up Remittance Agreements Available Now
Set Up Vendors for Remittance Available Now
Recipient Reference Codes Available Now
Set Up Payment Line Information Available Now
Create Remittance Accounts Available Now
Test Remittance Payments Available Now
Create Remittance Suggestions Available Now
Types of Payment Return Files Available Now
Import Payment Return Data Available Now
Remittance Errors Available Now
View Remittance Error Codes Available Now
Cancel Payments Available Now
Delete Remittance Payment Orders Available Now
Export Remittance Payments Available Now
Norwegian Giro and OCR -B Font Available Now
Set Up OCR Payments Available Now
Import and Post OCR Payments Available Now
Print the OCR Journal Test Report Available Now
Core Finance
Apply General Ledger Entries in Closed Periods Available Now
 General
Recurring Orders Available Now
Create Recurring Orders Available Now
Set Up Recurring Groups Available Now
Set Up Recurring Orders Available Now
Payroll Data Definitions Available Now
Import Payroll Transactions Available Now
Set Up KID Numbers on Sales Documents Available Now
Set Up Document Printing Available Now

See Also
Working with Business Central
 Standard Audit Files - Tax
4 minutes to read • Edit Online

Starting in January, 2020, companies in Norway must report financial data and provide a set of Standard Audit
Files - Tax (SAF -T) to the Norwegian authorities upon request. This extension makes it easy to set up, generate, and
export Standard Audit Files - Tax in Business Central. The exported SAF -T files will automatically be compressed
as a .zip file ready to be uploaded by the user on the website of Skatteetaten, the Norwegian tax authorities.

What does this extensions handle?

This extension provides the following capabilities:
Setup and mapping of chart of accounts to SAF -T standard accounts
Mapping VAT setup to SAF -T VAT codes
Control to which extent dimensions are exported in SAF -T files
Export SAF -T files, either directly or by using the Job Queue. Using Job Queue lets you schedule the export to
occur during quiet hours, which is useful for potentially large datasets.

Setup of the Norwegian SAF-T extension

Set up the SAF -T extension through Assisted Setup, which provides an easy, step-by-step guide for get started
with SAF -T in Business Central. If needed, you can run the guide several times until you finish the setup.
1. In Business Central, choose the icon, enter Assisted Setup, and then choose Assisted Setup.
2. Choose Set up SAF-T.
3. The first page in the setup guide explains what you are about to set up. Choose Next.
4. In the in Mapping Type field, choose the type of Chart of Accounts you want to SAF -T accounts, and then
choose Next.

NOTE
If you are using the on-premises version of Business Central, there are some additional steps.
1. Download and import source files with SAF-T accounts. Download the SAF-T mapping files from Skatteetaten's
repo on Github.
2. Choose Import The Source Files For Mapping.
3. Import all required files. If you are setting up the mapping for income statement import files, make sure to import
mapping codes for all records with Income Statement in the Source Type column.
4. For each imported file, choose Update mapping codes from file.

5. To define the period for the first SAF -T reporting, choose Accounting Period, confirm the data range, and
then choose Next.
Typically, this is done for a specific accounting period, but you can also define a date range without
specifying an accounting period.
6. To map your chart of accounts to the SAF -T accounts, choose Open setup to define G/L account
mappings. Lines where the G/L Account No. is marked with green indicates that here are transactions on
the account within the date range specified in the previous step, in which case it must be mapped. Other G/L
accounts can be skipped. When finished, close the SAF-T Mapping Setup Card, and then choose Next in
 the setup guide.
7. To map the VAT Posting Setup to standard sales and purchase SAF -T tax codes, choose Open setup to
define VAT Posting Setup Mapping. When finished close the SAF-T VAT Posting Setup card, and then
choose Next in the setup guide.
8. Norwegian authorities recommend that you export dimensions for financial transactions. However, in some
situations you may not want to export dimensions - for example if you have internal dimensions that do
provide value to auditors. This step lets you open the Dimensions list and choose which dimensions to
export. Choose the value in the Export to SAF-T field, and then choose Close.
9. To specify the employee who is the SAF -T contact in your company, choose the employee in the Employee
No. field. This is useful when Norwegian authorities have questions about the SAF -T files. When finished,
choose Next.
10. The setup of SAF -T is now finished. Choose Finish.

NOTE
The mappings are tied to the date range you specified. You can create additional mappings for other periods without
changing the mapping you already created. You can also copy mappings from previously made setups. This is to ensure that
you can report SAF-T for different periods while managing changes in your chart of accounts.

Exporting SAF-T files

To export SAF -T files from Business Central, you must first create and set up a SAF-T Export to define the
mapping range. For example, you can define a mapping and export the entire year of 2019, and another mapping
for just the month of April 2019 if the authorities ask you to provide this data specifically.
To create an export of SAF -T files
1. In Business Central, choose the "Tell me what you want to do") icon, enter SAF-T Exports, and then choose
SAF-T Exports.
2. On the SAF-T Exports page, choose Create.
3. On the SAF-T Export page, in the Mapping Range Code field, choose the mapping range for which to define
an export.
4. To start the SAF -T export, do one of the following:
To export immediately, choose Start.
To schedule the export to be handled by the jobs in the Job Queue, choose Parallel Processing.
Exporting G/L entries can take time. To speed up the process, consider specifying how many jobs to run
in parallel.
5. To check the status of the SAF -T file generation, look at the Lines section in the lower part of this page.
6. When all files are generated, choose Download file to download a .zip file that contains the SAF -T files. This
file is ready to be uploaded to Skatteetaten.

NOTE
SAF-T exports will generate one file with master data, and separate files for each of the months included in the selected
mapping range. Consider the amount of transactions in the selected period and adjust the Max No. of Jobs accordingly on
the SAF-T Export page. As a general recommendation, start with three parallel jobs to allow parallel export and still leave
resources for other Business Central users. Additionally, for on-premises, you can specify a network share in the Folder path
to generate the SAF-T files directly on a network share instead of in the database. For online versions of Business Central this
is always the case. If you specify the Folder Name, the generated .zip file will be located here.
See Also
Customizing Business Central Using Extensions
Getting Started
 Norwegian VAT Reporting
2 minutes to read • Edit Online

Business Central ../../includes Norwegian enhancements that allow you to calculate and report VAT to the
Norwegian tax authorities.
This topic shows the typical steps that you should follow when reporting Norwegian VAT.

Print the Trade Settlement

First, you must print the trade settlement. Use the Tradesettlement report to print the trade settlement that is
required by the authorities.
This report prints detailed information about the posted VAT in the specified period. On the last page of the report,
the actual trade settlement to report is printed.
This report can be printed as many times as required. No posting or other changes are made to the data when you
use this report.

Check the Trade Settlement

Next, you must check the trade settlement. Verify that the amounts in the trade settlement are correct, and make
any necessary adjustments.

Post VAT
If the information in the trade settlement is correct, the final step is to post the VAT using the Calc. and Post VAT
Settlement report. It is required that you manually specify the correct VAT period in the Starting Date and
Ending Date fields. Generally, these dates correspond to the period previously specified in the Tradesettlement
report.
When using this report, you can decide not to post if you want to check the results before you actually post VAT.
When posting VAT, the corresponding VAT period is created and marked as closed in the Settled VAT Period
table. If you specify a period that does not correspond to one of the typical six Norwegian VAT periods, all periods
that are affected by the specified date interval are closed.

See Also
Norway Local Functionality
 Norwegian VAT Codes
3 minutes to read • Edit Online

In Business Central, VAT processing information can be easily set up using standard Norwegian VAT codes. The
following table shows the standard Norwegian VAT codes.

CODE DESCRIPTION

0 Sale - No VAT

1 Purchase - VAT

2 Purchase - VAT and Inv. Tax

3 Sale - VAT

4 Purchase - VAT and 0% Inv. Tax

11 Purchase - Full VAT

13 Sale - Full VAT

14 Purchase - Reverse Charge VAT

Typically, you enter the VAT Bus. Posting Group and VAT Prod. Posting Group fields when you specify the VAT
handling process.
If you want to use only the VAT Code field when you specify the VAT handling process, you can assign a VAT code
in the VAT Posting Setup table, and use this code instead of the posting group fields. The VAT code can be used
as a shortcut in the VAT Posting Setup table and at the same time, you can use standard Norwegian VAT codes.

Set Up of Norwegian VAT Codes

You must create the Norwegian VAT codes on the VAT Codes page. Then assign the VAT codes in the VAT
Posting Setup table, using the VAT Code field. For more information, see Use One VAT Code in Journals.

Use of VAT Codes

When you specify a VAT code, you can select the VAT posting setup information for this code. This information will
be used in journals or on document lines when you specify the VAT setup information. If you use the VAT code in
these cases, the posting group fields are used with the information from the corresponding VAT posting setup
information.
Alternatively, you will have to specify both the VAT Bus. Posting Group and the VAT Prod. Posting Group fields
when you select or change the VAT posting setup information on the journal line or the document line.
Example: Using VAT Codes
There are two different VAT posting setup instances that can be used when you post a sales document.
One VAT posting setup scenario will calculate 24 percent VAT for domestic customers:
 VAT Bus. Posting Group: DOMESTIC
VAT Prod. Posting Group: NORMAL
VAT %: 24
VAT Code: 3
One VAT posting setup scenario will calculate without VAT for international customers:
VAT Bus. Posting Group: EXPORT
VAT Prod. Posting Group: NORMAL
VAT %: 0
VAT Code: 1
Typically, when you specify the VAT setup information on a journal line, the VAT Bus. Posting Group field must
be set to DOMESTIC and the VAT Prod. Posting Group field must be set to NORMAL in order to choose the
domestic setup.
If you use standard Norwegian VAT codes, you could specify VAT Code 3 for the domestic VAT posting setup
information, and VAT Code 1 for the international VAT posting setup information. This lets you choose between
the VAT posting setup information using only one field and the familiar standard Norwegian VAT codes.
Example: Restricting the Use of VAT Codes
The standard Norwegian VAT Code 3 is used for sales inclusive of VAT. Unless you restrict the use of this VAT
code, it can be used for both sales and purchases in Business Central.
You can define the Gen. Posting Type field as a sale in the G/L Account (Analysis View) table. This general
posting type will be used together with VAT Code 3.
The general posting type will be handled in two ways, depending on the value in the Test Gen. Posting Type field.

OPTION DESCRIPTION

Mandatory The general posting type is automatically set to Sale on

journal lines. Before you post, Business Central verifies if the
general posting type is specified, but there is no verification if
the field is set to Sale.

VAT Code 3 can be used for both sales and purchase

documents.

Same The general posting type is automatically set to Sale on

journal lines. Before you post, Business Central verifies if the
general posting type is set to Sale.

VAT Code 3 can be used for sales documents, but not on

purchase documents.

This enables you to restrict the use of VAT codes to predefined

general posting types.

See Also
Norwegian VAT Reporting
 Use One VAT Code in Journals
2 minutes to read • Edit Online

In Norway, you can use the feature one VAT code in a journal, so that you can post VAT by using a single field, VAT
Code. After it is set up, the one VAT code is a quick way to fill in the commonly used VAT fields.
To set up the VAT code for purchase orders and sales orders, the corresponding VAT business posting groups and
the VAT product posting groups have to be defined.
The VAT rate is calculated from the combination of VAT business posting groups, buyer information, and VAT
product posting groups.

To create a VAT code

1. Choose the icon, enter VAT Codes, and then choose the related link.
2. Choose the New action.
3. Enter information in the Code, General Posting Type, and Description fields for each VAT code.
4. Choose the OK button to close the VAT Codes page.
he following procedure explains the VAT posting setup.

To set up VAT posting

1. Choose the icon, enter VAT Posting Setup, and then choose the related link.
2. Choose the New action.
3. In the VAT Posting Setup card, fill in the following fields:
VAT Business Posting Group
VAT Product Posting Group
VAT Identifier
VAT Percentage
Sales VAT Account
Purchase VAT Account
4. In the VAT Code field, select a code from the list.
Now, when you post a document in the general journal and close it, the information specified in the VAT Posting
Setup card is applied.
For example, the VAT rate posted in the journal is defined by the setup that you have specified on the VAT Posting
Setup page.

NOTE
The VAT Code and the Bal. VAT Code fields have been added to the journal. The Bal. VAT Code is the VAT code that is
used to calculate the balancing account.
No changes are made to the posting.

See Also
Norwegian VAT Codes
 Proportional VAT
2 minutes to read • Edit Online

Business Central allows you to calculate VAT when there is both deductible and non-deductible VAT. Because it is
difficult to know where and how an item is used, you will have to contact the Norwegian tax authorities to
determine whether a specified percentage of the VAT is deductible based on historical data.

Example
A bus company owns both buses and trucks. When gasoline is purchased, the gasoline is stored in one holding
tank. When the gasoline is used in a bus for transporting children, it is not deductible. When the gasoline is used in
a truck, the gasoline may be deductible. The agreement between the bus company and the Norwegian tax
authorities might be that 60 percent of the VAT is deductible.
If you have a purchase invoice of $12,500 based on 25 percent VAT with the Calc. Prop. Deduction VAT field on
the VAT Posting Setup page set to Yes and the Proportional Deduction VAT % field set to 60 percent, only 60
percent of the VAT is deductible in a journal. When the invoice is posted, the postings are as follows:
To vendor general ledger account - $12,500 (credit)
To cost account 4010 - $11,000 (debit)
To VAT account 2720 - $1,500 (debit)
Generally, based on 25 percent VAT, the VAT amount would be $2,500. However, only 60 percent is deductible;
therefore the VAT amount is $2,500 x 60% = $1,500. The non-deductible amount of $1,000 is added to the cost
account. The VAT base has corresponding values. This amount should have been $10,000, but because only 60
percent is deductible, the base is $6,000.
This also works if the transaction with this VAT combination is posted through a purchase order.

NOTE
If this functionality is used on a purchase order that is used for buying items for inventory, the functionality will not influence
the cost of the item. The cost of the item will be added by using the non-deductible VAT. This works on the general ledger
level only.

See Also
Calculate Proportional VAT
Norwegian VAT Reporting
 Calculate Proportional VAT
2 minutes to read • Edit Online

You can use proportional VAT to calculate VAT when there is both deductible and non-deductible VAT. Because it is
difficult to know where and how an item is used, you will have to contact the Norwegian tax authorities to
determine whether a specified percentage of the VAT is deductible based on historical data.
To calculate proportional VAT
1. Choose the icon, enter VAT Posting Setup, and then choose the related link.
2. On the VAT Posting Setup page, fill in the fields as described in the following table.

FIELD DESCRIPTION

Calc. Prop. Deduction VAT Select to indicate that you want to use the proportional
VAT percentage. Important: This field is available on the
VAT Posting Setup page, but it is not shown by default.
You can change how certain UI elements are displayed.
For more information, see Personalize Your Workspace.

Proportional Deduction VAT % Enter the percentage of VAT to deduct.

3. Choose the OK button.

See Also
Proportional VAT
Norway Local Functionality
 Print a VAT Reconciliation Report
2 minutes to read • Edit Online

The VAT Reconciliation report shows the reconciliation settlement for the base amount and the VAT amount for
general ledger accounts. These amounts are grouped by different VAT types.

To print the 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.

FIELD DESCRIPTION

Show Details Select if you want to include individual transactions.

If cleared, only one accumulated total will be printed for

each account.

Show Transactions without VAT Select if you want to print a list of all transactions without
VAT amounts.

3. Choose the Print button to print the report or choose the Preview button to view it on the screen.

See Also
Norway Local Functionality
Report VAT to Tax Authorities
 Electronic Banking in Norway
2 minutes to read • Edit Online

Business Central includes Norwegian enhancements to electronic banking. You can use this functionality to
perform the following operations:
Receive electronic payments based on an optical character recognition (OCR ) payment ID.
Print Kunde ID (KID ) numbers on sales and receivables documents.
Send electronic payments to vendors.

Customer Identification Numbers

Kunde ID (KID ) is a customer identification number that provides a payment reference to the vendor and ensures
that the vendor is posting the payment correctly. If the vendor documents include the KID number, you should use
this number as there may be a higher cost for the payment if you do not.
The KID can be entered in the following locations:
Sales invoices
Finance charge memos
Reminders
Purchase orders
Purchase invoices
Purchase journals
Remittance journals

NOTE
The KID cannot be used for credit memos. If a credit memo is part of the payment, invoices in the same payment must be
treated as payments without a KID.

See Also
Norway Local Functionality
Norwegian Giro and OCR -B Font
Set Up KID Numbers on Sales Documents
Set Up OCR Payments
Import and Post OCR Payments
Electronic Payments to Vendors in Norway
Print the OCR Journal - Test Report
 Electronic Payments to Vendors in Norway
2 minutes to read • Edit Online

Business Central includes Norwegian enhancements for automatically making payments to vendors. This
reduces errors that occur from manual data entry. You can use this functionality to perform the following
operations:
Search invoices that are due based on different conditions.
Send payments to the bank.
Receive messages from the bank on the status of payments.
Receive paid transaction information to be posted.
You can make electronic payments using the following formats:
TelePay
Remittance payment

Electronic Payment Process

The following steps show how electronic payments are processed:
1. The payment proposal is run in the electronic payments feature and transferred to the bank by using the
bank’s software.
2. The bank's software receives the payments and transfers payments to the bank.
3. The bank receives the payments and sends the first-time return receipt to Business Central using the bank's
software.
4. The bank executes the payments and sends the settlement return (second-time return receipt) to Business
Central using the bank's software where the payments are posted.

Vendor Payment Requirements

If the payment transactions do not fulfill the requirements, an error message appears and you cannot create a
payment file for transfers to the bank. The following criteria must be met when you process payments to
vendors:
The payment transaction must be positive or zero. A payment transaction must transfer a positive amount
(or zero) to the payment receiver. This means that deducting a credit memo requires an invoice with the
same or higher amount in the same payment transaction. Money cannot be deducted from the vendor's
account.
A credit memo must be applied with the invoice. Generally a credit memo does not contain a Kunde ID
(KID ). You cannot pay a credit memo in a payment transaction with invoices that contain a KID. This is
because payments are usually split into transactions with or without a KID. This means that if a credit
memo without a KID is paid with an invoice in the same payment transaction, the invoice must be paid
without a KID, and the recipient reference number must be used instead.
If the invoice and credit memo are paid in the same payment transaction, the payment must occur on the
same date using the same currency and exchange rate.

See Also
Norway Local Functionality
Set Up Remittance Agreements
Create Remittance Accounts
Set Up Vendors for Remittance
Recipient Reference Codes
Create Remittance Suggestions
Create Manual Remittance Payments
Set Up Payment Line Information
Test Remittance Payments
Export Remittance Payments
Types of Payment Returns Files
Import Payment Return Data
Delete Remittance Payment Orders
Remittance Errors
View Remittance Error Codes
Cancel Payments
 EHF Electronic Invoicing in Norway
2 minutes to read • Edit Online

Companies must send sales invoices and credit memos to the Norwegian public sector electronically in the
Elektronisk Handelsformat (EHF ) based on Universal Business Language (UBL ). If a company does not send these
documents electronically, the authorities can deny payment. The standard supported format for electronic
exchange between parties is the Ehandel.no format. For more information on EHF electronic invoicing, see E -
Procurement.

Implementation in Business Central

From January, 2019, the requirements for sending electronic invoices are based on the PEPPOL BIS Billing 3.0
standard. For more information, see the EHF Billing 3.0 page from the Agency of Public Management and
eGovernment. Companies that are already sending electronic documents in the pre-2019 format can continue to
do so during 2019.
To send documents electronically, you must assign European Article Numbering (EAN ) location numbers and
account codes to the relevant customers on the Customer Card page. For more information, see Set Up
Customers for EHF. These numbers are included when you create, post, or issue documents. After documents are
posted or issued, you can create electronic versions to send to customers.
Business Central exports certain electronic documents in EHF version 3.0, which uses UBL version 2.1. You can
submit the following types of documents:
Sales and service invoices
Sales and service credit memos
Business Central exports other electronic documents in version 1.6, which uses UBL version 2.0. You can submit
the following types of documents:
Finance charge memo
Reminder
You can specify where to store electronic documents on the Sales & Receivables Setup page. You can also use
the Document Exchange functionality to generate and send them.

VAT Treatment
VAT percentages and the type of transaction determine the VAT Type that is exported in the electronic document.

XML TYPE

S Outgoing VAT, ordinary rate

H Outgoing VAT, reduced rate – food and beverage

R Outgoing VAT, reduced rate – raw fish

AA Outgoing VAT, low rate

AE VAT Reverse Charge

 XML TYPE

L Canary Islands general indirect tax

M Tax for production, services and importation in Ceuta and

Melilla

G Free export item, tax not charged

O Services outside scope of tax

E VAT Exempt

Z VAT Exempt (goods and services not included in the VAT

regulations)

K VAT exempt for EEA intra-community supply of goods and

services

VAT Scheme
Make sure you set up the correct value in the VAT Scheme field on the Countries/Regions page.

See Also
Set Up Customers for EHF
 Set Up Customers for EHF
2 minutes to read • Edit Online

To create Elektronisk Handelsformat (EHF ) documents for customers in the public sector, you must add EHF
information to the relevant customers.
This topic only describes fields that apply to EHF. For more information on setting up customers, in general, see
Register New Customers.

To set up a customer that uses Elektronisk Handelsformat

1. Choose the icon, enter Customers, and then choose the related link.
2. Open the customer that you want to enable for EHF.
3. On the Invoicing FastTab, fill in the fields as described in the following table.

FIELD DESCRIPTION

GLN Required. Enter the Global Location Number (GLN) for the
customer.

Account Code Enter the account code for the customer.

Customers in the public sector provide an account code

when they place an order or requisition. Based on the
value of this field, the account code is included in the EHF
documents that you create in Business Central. For more
information, see Account Code.

E-Invoice Select the check box to use electronic invoicing with this
customer.

Responsibility Center Make sure that the Responsibility Center that you have
selected has a Country/Region Code specified.

These fields are specific to EHF. The values are used in all EHF documents that you create for this customer. For
more information, see EHF Electronic Invoicing in Norway.

See Also
Create Electronic Documents for EHF
Set Up EHF
 Set Up EHF
2 minutes to read • Edit Online

You must define a location for storing Elektronisk Handelsformat (EHF ) files when you create electronic
documents such as invoices or credit memos. You must also define payment methods and set up relevant
customers for EHF.

To set up EHF file locations for sales and receivables

1. Choose the icon, enter Sales & Receivables Setup, and then choose the related link.
2. On the Sales & Receivables Setup page, on the E -Invoice FastTab, in the Output Paths section, fill in
the fields as described in the following table.

FIELD DESCRIPTION

Invoice Path The path and name of the folder where you want to store
the EHF files for sales invoices.

Cr. Memo Path The path and name of the folder where you want to store
the EHF files for sales credit memos.

E-Invoice Reminder Path The path and name of the folder where you want to store
the EHF files for reminders.

E-Invoice Fin. Charge Path The path and name of the folder where you want to store
the EHF files for finance charge memos.

3. Choose the OK button.

To set up EHF file locations for service management

1. Choose the icon, enter Service Mgt. Setup, and then choose the related link.
2. On the Service Mgt. Setup page, on the E -Invoice FastTab, in the Output Paths section, fill in the fields
as described in the following table.

FIELD DESCRIPTION

E-Invoice Service Invoice Path The path and name of the folder where you want to store
the EHF files for service invoices.

E-Invoice Serv. Cr. Memo Path The path and name of the folder where you want to store
the EHF files for service credit memos.

3. Choose the OK button.

See Also
Set Up Customers for EHF
EHF Electronic Invoicing in Norway
 Create Electronic Documents for EHF
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 EHF and Set Up Customers for EHF.
Electronic documents can only be created after a document has been posted or issued. The following procedures
describe how to post a sales invoice with the required information and then create an electronic sales invoice, but
the same steps also apply to sales credit memos, reminders, finance charge memos, service invoices, and service
credit memos.

NOTE
The sum of lines in an exported electronic document will not reflect invoice rounding, even if it is enabled. Instead, Business
Central sums the lines without rounding.

To post a sales invoice

1. Choose the icon, enter Sales Invoices, and then choose the related link.
2. Select the sales invoice that you want to post, and then choose the Edit action.
3. On the General FastTab, make sure that the following fields contain values:
External Document No.
Your Reference
The External Document No. field contains the document number that the customer provided.
4. On the Invoicing FastTab, make sure that the following fields have values:
GLN No.
Account Code
Bill-to Customer
Shipment Date
Select the E -Invoice check box.
The default value of the Shipment Date field is the posting date of the document.

NOTE
For reminders and finance charge memos, the GLN No., Account Code, and E-Invoice fields are on the Posting
FastTab.

5. Choose the Post action to post the invoice.

To create an electronic sales invoice

1. Choose the icon, enter Posted Sales Invoices, and then choose the related link.
2. Select the relevant sales invoice.
3. Choose the Create Electronic Invoice action.

IMPORTANT
The E-Invoice check box must be selected on the invoice in order to create an electronic invoice.

4. Optionally, in the Create Electronic Invoices batch job page, set additional filters.
5. Choose the OK button.
An XML file is created and stored at the location that was defined on the Sales & Receivables Setup page. You
can now submit the document to the customer.

See Also
EHF Electronic Invoicing in Norway
 Create Manual Remittance Payments
2 minutes to read • Edit Online

Generally, payments are created automatically in the payment journal using the remittance suggestion function.
However, you can also create a payment manually, either as a payment of an existing invoice or as a payment
without a link to an existing invoice, such as a payment to a vendor.

To create a manual remittance payment

1. Choose the icon, enter Payment Info, and then choose the related link.
2. On the Payment Info page, choose the Initialize Payment Info action.
If the payment is linked to an existing vendor ledger entry, information will be transferred from the entry.
If the payment is not linked to a vendor ledger entry, only partial information will be created.
3. Choose the OK button.

See Also
Electronic Payments to Vendors in Norway
Set Up Remittance Agreements
Create Remittance Accounts
Set Up Vendors for Remittance
Recipient Reference Codes
Create Remittance Suggestions
Set Up Payment Line Information
Test Remittance Payments
Export Remittance Payments
Types of Payment Returns Files
Import Payment Return Data
Delete Remittance Payment Orders
Remittance Errors
View Remittance Error Codes
Cancel Payments
 Set Up Remittance Agreements
3 minutes to read • Edit Online

You must sign an agreement of remittance with the bank when you set up electronic payments. You can create
more than one remittance agreement if you have an agreement with two or more banks. For each agreement,
you must specify one or more accounts from which the payment should be made. For each account, you must
create a remittance account. For more information, see Create Remittance Accounts.

To set up a remittance agreement

1. Choose the icon, enter Remittance Agreement Overview, and then choose the related link.
2. Choose the New action.
3. On the General FastTab, fill in the fields as described in the following table.

FIELD DESCRIPTION

Code Specify the agreement code from the bank.

Description Specify a name for the agreement, such as the name of

the bank.

Payment System Select the payment system that will be used. Payment
systems include DnB Telebank, K-LINK, SparNett,
Fokus Bank, Postbanken, Other bank, and BBS.

4. On the Bank FastTab, fill in the fields as described in the following table.

FIELD DESCRIPTION

Operator No. Specify the operator information given by the bank.

Company/Agreement No. Specify the company information given by the bank.

Division Specify the division information given by the bank.

Latest Sequence No. Specify the latest sequence number.

Latest Daily Sequence No. Specify the latest daily sequence number.

Latest Export Specify the date of the latest export.

5. On the BBS FastTab, fill in the fields as described in the following table.

FIELD DESCRIPTION

BBS Customer Unit ID Specify the identification of the agreement for Bankernes
Betalingssentral (BBS). This code is provided by BBS.
 FIELD DESCRIPTION

Latest BBS Payment Order No. Specify the entry number that was used when payment
was sent to BBS.

6. On the Send FastTab, fill in the field as described in the following table.

FIELD DESCRIPTION

Payment File Name Specify the path and the name of the file that contains
the electronic payment order that was sent to the bank.

7. On the Receive FastTab, fill in the fields as described in the following table.

FIELD DESCRIPTION

Save Return File Select to automatically name the return file after it is
imported without errors.

Receipt Return Required Select to verify that the first-time return report is
imported.

Return File Is Not In Use Select if you do not want to use return files for approval
and settlement of payment. You can use this feature if
you do not want to update payments with return
information from the bank.

On Hold Rejection Code Enter the code to update a rejected vendor ledger entry.
The ledger entry will be marked as On Hold, which
means that after rejection, it is not added to the
remittance proposal again.

If the code is blank, the entry is not marked as On Hold,

which means that after rejection it can be added to a
remittance proposal again.

8. On the Finance FastTab, fill in the field as described in the following table.

FIELD DESCRIPTION

New Document Per Field Specify how documents are numbered when payments
are posted. Options include Date, Vendor, and
Specified for account.

9. Choose the Return File Setup List action.

10. On the Return File Setup List page, choose the New action.
11. Enter the return file name in the Return File Name field.

NOTE
At a minimum, you must set up one file name for each receipt return, rejected return, and settlement return.
Contact your bank about the naming conventions that it uses.

12. Choose the OK button.

See Also
Electronic Payments to Vendors in Norway
Create Remittance Accounts
Set Up Vendors for Remittance
Recipient Reference Codes
Create Remittance Suggestions
Create Manual Remittance Payments
Set Up Payment Line Information
Test Remittance Payments
Export Remittance Payments
Types of Payment Returns Files
Import Payment Return Data
Delete Remittance Payment Orders
Remittance Errors
View Remittance Error Codes
Cancel Payments
 Set Up Vendors for Remittance
4 minutes to read • Edit Online

Business Central includes Norwegian enhancements for automatically making payments to vendors. This
reduces errors that occur from manual data entry. To pay vendors using the remittance system, you must set up
vendor information.

To set up a vendor for remittance

1. Choose the icon, enter Vendors, and then choose the related link.
2. Choose the Edit action.
3. On the General FastTab, fill in the fields as described in the following table.

FIELD DESCRIPTION

Name Specify the vendor’s name. This field is used by

remittance against Bankernes Betalingssentral (BBS).

Address Specify the vendor’s address. This field is used by

remittance against BBS.

Address 2 Specify an additional line for the vendor’s address, if

necessary. This field is used by remittance against BBS.

Post Code Specify a valid postal code of four digits for domestic
remittance.

Country/Region Code Specify a valid country/region code for a foreign address.

4. On the Payments FastTab, fill in the fields as described in the following table.

FIELD DESCRIPTION

Remittance Select if the vendor is to be remitted.

Remittance Account Code Specify the account code to be used for the vendor.

Recipient Bank Account No. Specify the account number used to remit the vendor.

5. Choose the Remittance Info action.

6. On the General FastTab, fill in the fields as described in the following table.

FIELD DESCRIPTION

Remittance Account Code Specify the code of the remittance account which the
vendor is using.

Remittance Agreement Code Specify the code of the agreement to which the account
is linked.
 FIELD DESCRIPTION

Recipient Bank Account No. Specify the vendor's account number used for remittance.

7. On the Domestic FastTab, fill in the fields as described in the following table.

FIELD DESCRIPTION

Own vendor recipient ref. Select to use the recipient reference from the vendor.

Recipient ref. 1 -- inv. Enter the text that will print on the payment invoice.

Recipient ref. 1 - cred. Enter the text that will print on the payment invoice
when deducting a credit memo.

If remittance to BBS is used, the text from Recipient ref. - inv. and Recipient ref. -cred. is displayed on
the payment specification in lines one through three, columns one and two. You can insert a maximum of
80 characters on the payment specification.
The text in the recipient reference fields can be formatted automatically with special codes. For more
information, see Recipient Reference Codes.
8. On the Payment abroad FastTab, fill in the fields as described in the following table.

FIELD DESCRIPTION

Recipient Ref. Abroad Enter the text that will print on the payment invoice.

Warning Notice Select one of the following options to specify how a

warning notice is sent from the recipient's bank to the
recipient.

- None - No confirmation is sent.

- Phone - Confirmation is given by phone.
- Fax - Confirmation is sent by fax.
- Other - A text message in the Warning Text field is
used.

Warning Text Enter the warning text that is used if the Warning
Notice field is set to Other.

Recipient Confirmation Select to specify how confirmation of payment is sent to

the recipient.

Telex Country/Region Code Specify the country/region code if the confirmation is

sent using telex.

Telex/Fax No. Specify the telex or fax number if the confirmation is sent
using telex or fax.

Recipient Contact Specify the contact person’s name if a telex or fax

confirmation is sent to the recipient.
 FIELD DESCRIPTION

Charges Domestic Specify who is charged the domestic charges in

connection with the payment.

- Debitremitter - The remitter is charged.

- Debitrecipient - The recipient is charged.
- Default - The bank's way of charging is used. Typically
this is the remitter who is charged.

Charges Abroad Specify who is charged for foreign payments.

- Debitremitter - The remitter is charged.

- Debitrecipient - The recipient is charged.
- Default - The bank's way of charging is used. Typically
this is the remitter who is charged.

Payment Type Code Abroad Enter a two-digit code for the payment type.

Specification (Norges Bank) Specify information for your local government bank.
Contact your bank for further information.

9. On the Bank abroad FastTab, fill in the fields as described in the following table.

FIELD DESCRIPTION

SWIFT Enter the Society for Worldwide Interbank Financial

Telecommunication (SWIFT) address by which the
recipient’s bank is identified.

Bank Name Specify the bank's name.

Bank Address 1 Specify the address of the recipient's bank.

Rcpt. Bank Country/Region Code Specify the country/region code for the recipient. This
field is required and must comply with ISO standards.

SWIFT Remb. Bank Specify the SWIFT address for reimbursement that is the
recipient’s corresponding bank.

10. Choose the OK button.

See Also
Electronic Payments to Vendors in Norway
Set Up Remittance Agreements
Create Remittance Accounts
Recipient Reference Codes
Create Remittance Suggestions
Create Manual Remittance Payments
Set Up Payment Line Information
Test Remittance Payments
Export Remittance Payments
Types of Payment Returns Files
Import Payment Return Data
Delete Remittance Payment Orders
Remittance Errors
View Remittance Error Codes
Cancel Payments
 Recipient Reference Codes
2 minutes to read • Edit Online

The recipient reference code determines the message that is sent to the recipient. The code is displayed on the
remittance account and is used for vendors that are paid from this account. For each vendor, a special recipient
reference code can be created if the general reference text is not used.
The text in recipient reference fields can be formatted automatically with special codes. For example, if you enter
Payment of Invoice %2 in a recipient reference field, the information that will print is Payment of Invoice
10000.
The recipient reference codes are described in the following table.

CODE DESCRIPTION

%1 The document type. Either invoice or credit memo.

%2 The vendor's invoice number.

%3 The Our Account No. field from the Vendor Card page.
This is usually the customer number that is used by the
vendor.

%4 The invoice or credit memo number.

%5 The description from the vendor ledger entry.

%6 The original amount from the vendor ledger entries. The

amount is shown as positive.

%7 The remaining amount from the vendor ledger entries. The

amount is shown as positive.

%8 The local currency amount from the vendor ledger entry. The
amount is shown as positive.

%9 The currency code from the vendor ledger entry.

%10 The due date from the vendor ledger entry.

%11 The Kunde ID number from the vendor ledger entry.

See Also
Set Up Vendors for Remittance
 Set Up Payment Line Information
2 minutes to read • Edit Online

Payment journal line information for the remittance payment is set up on the Payment Info page.

To set up payment line information

1. Choose the icon, enter Payment Journals, and then choose the related link.
2. Choose the Payment Info action.
3. On the Payment Info page, on the General FastTab, fill in the fields as described in the following table.

FIELD DESCRIPTION

Remittance Account Code Select the remittance account code.

Remittance Agreement Code Specify the agreement code assigned to the account
code.

Remittance Type Specify the remittance type assigned to the account

code. Remittance types include Domestic and Foreign.

4. On the Domestic FastTab, fill in the fields as described in the following table.

FIELD DESCRIPTION

Recipient Ref. 1 – 3 Specify the payment text which is sent to the vendor.

KID (Cust. id number) Specify the number sent to the vendor during payment.

Our Account. No. Specify the account number for your company.

External Document No. Specify the number of the external document.

Payment Type Code Domestic Specify the payment type code that is assigned to the
payment.

NOTE
The recipient reference and the KID number cannot be entered for the same payment. If the KID is used, this is the
only information that the vendor receives.

5. On the Foreign FastTab, fill in the fields as described in the following table.

FIELD DESCRIPTION

Recipient Ref. Abroad Specify the payment text that is sent to the vendor.
 FIELD DESCRIPTION

Payment Type Code Abroad Specify the payment type code that is assigned to the
payment.

Check Specify whether a check must be issued.

*
No - No check is issued.

* Send to employer - Check is issued and sent to the

employer.

* Send to beneficiary - Check is issued and sent to the

beneficiary.

Urgent Select if the payment is urgent and should be treated as

an urgent transfer.

Agreed Exch. Rate Specify the exchange rate which the bank agrees upon.

Agreed With Specify who the agreement is entered with, if an

exchange rate is agreed upon.

Futures Contract No. Specify the future contract number that is used for this
payment.

Futures Contract Exch. Rate Specify the future contract exchange rate that is used for
this payment.

6. Choose the OK button.

See Also
Electronic Payments to Vendors in Norway
Set Up Remittance Agreements
Create Remittance Accounts
Set Up Vendors for Remittance
Recipient Reference Codes
Create Remittance Suggestions
Create Manual Remittance Payments
Test Remittance Payments
Export Remittance Payments
Types of Payment Returns Files
Import Payment Return Data
Delete Remittance Payment Orders
Remittance Errors
View Remittance Error Codes
Cancel Payments
 Create Remittance Accounts
3 minutes to read • Edit Online

You must create one remittance account for each bank account where payment is made. If an account is used to
make payments to both domestic and foreign vendors, this account must be created two times—one time for
domestic payments and one time for foreign payments.

NOTE
The currency used for the bank account should be the same as the currency that the bank is using for this account.
Exchange rates are based on the currency of the account and calculations are based on this currency.

To create a remittance account

1. Choose the icon, enter Remittance Account Overview, and then choose the related link.
2. Choose the New action.
3. On the Remittance Account Card page, on the General FastTab, fill in the fields as described in the
following table.

FIELD DESCRIPTION

Code Specify the identification code for the account.

Remittance Agreement Code Select the agreement to which the account is connected.

Type Select the payment type. Payment types include

Domestic, Foreign, and Payment Instr.

If remitting to Bankernes Betalingssentral (BBS), you can

only choose Domestic.

Description Specify the description of the account.

Bank Account No. Specify the account number of the bank.

BBS Agreement ID Specify the agreement identification for each account in

BBS.

4. On the Finance FastTab, fill in the fields as described in the following table.

FIELD DESCRIPTION

Account Type Select the account type. Account types include Finance
account and Bank account.

Account No. Specify the account number depending on your selection

in the Account Type field.

Charge Account No. Specify the account number for the charge account.
 FIELD DESCRIPTION

Round off/Divergence Acc. No. Specify the finance account to post the difference as a
result of rounding.

Max. Round off/Diverg. (LCY) Specify the maximum rounding or difference, which is
accepted by settlement return.

Document No. Series Specify the number series to be used when you post
payments by using the remittance system.

New Document Per. Select how documents will be numbered when you post
a payment:

- Date - A new document is numbered according to the

date the payment is made.
- Vendor - A new document is numbered according to
the vendor.

Return Journal Template Name Specify the general journal template to which settled
payments are transferred.

Return Journal Name Specify the general journal batch to which settled
payments are transferred.

5. On the Domestic FastTab, fill in the fields as described in the following table.

FIELD DESCRIPTION

Recipient ref. 1- Invoice Specify the text that will print on the payment invoice.

Recipient ref. 1- Cr. Memo Specify the text that will print on the payment invoice
when deducting a credit memo.

6. On the Foreign FastTab, fill in the fields as described in the following table.
This information is only used if the account is used for foreign payments. For remittance to BBS, do not
use this tab.

FIELD DESCRIPTION

Currency Code Specify the currency that is used for the bank account.

If the account is a currency account, the currency code

must be given.

Recipient Ref. Aboard Specify the template text that displays on the vendor
card. This field is for foreign payments only.

Futures Contract No. Specify the number of the futures contract, if the
transaction is linked to a futures contract.

Futures Contract Exch. Rate Specify the exchange rate for the futures contract.

7. Choose the OK button.

See Also
Electronic Payments to Vendors in Norway
Set Up Remittance Agreements
Set Up Vendors for Remittance
Recipient Reference Codes
Create Remittance Suggestions
Create Manual Remittance Payments
Set Up Payment Line Information
Test Remittance Payments
Export Remittance Payments
Types of Payment Returns Files
Import Payment Return Data
Delete Remittance Payment Orders
Remittance Errors
View Remittance Error Codes
Cancel Payments
 Test Remittance Payments
2 minutes to read • Edit Online

After you have set up remittance payments and generated suggestions, you can test the payment journal lines
for errors before posting them.
To test the payment journal lines, you can use the Remittance Test report. This report prints an overview of all
journal lines together with any errors, such as missing fields or incorrect bank accounts.
If a warning is printed in the test report, you cannot transfer the payments to the bank before the problem is
corrected. You should print the test report to make sure that all payments are made as expected.

To print a remittance test report

1. Choose the icon, enter Payment Journals, and then choose the related link.
2. Choose the Test Report action.
3. On the Options FastTab, select the Show Dimensions field to print dimensions on the test report.
4. Choose the Print button to print the report or choose the Preview button to view it on the screen.

See Also
Electronic Payments to Vendors in Norway
Set Up Remittance Agreements
Create Remittance Accounts
Set Up Vendors for Remittance
Recipient Reference Codes
Create Remittance Suggestions
Create Manual Remittance Payments
Set Up Payment Line Information
Export Remittance Payments
Types of Payment Returns Files
Import Payment Return Data
Delete Remittance Payment Orders
Remittance Errors
View Remittance Error Codes
Cancel Payments
 Create Remittance Suggestions
2 minutes to read • Edit Online

You can create a remittance suggestion so that payment proposals are sent to vendors who are set up to receive
remittance payments. One payment transaction per posting date for each vendor is transferred to the bank.

NOTE
To avoid creating payment suggestions for vendors who are remitted when the usual vendor suggestion process is used,
add a filter for Remittance on the Suggest Vendor Payments page and set the filter to No.

To create a remittance suggestion

1. Choose the icon, enter Payment Journals, and then choose the related link.
2. Choose the Remittance Suggestion action.
3. On the Suggest Remittance Payments page, on the Options FastTab, fill in the fields as described in
the following table.

FIELD DESCRIPTION

Last Payment Date Specify the last payment date.

Find Payment Discounts Select if you want to search for entries where a payment
discount is available.

Use Vendor Priority Select if the vendor priority should be used to search
entries.

Available Amount (LCY) Specify the payments for total amounts that are less
than or equal to the given amount.

Posting Date Specify a posting date.

Replace Posting Date with Due Date Select to insert the due date of the entry as the posting
date for the payments.

Test Document Type Specify which of the following document types should be
tested for payment:

- All - All document types are tested.

- Invoice/Credit memo - Only invoice or credit memo
entries are tested.

Invoice/Debit Vendor Ledger Entries only Select to pay only invoice or debit entries.

4. Choose the OK button.

See Also
Electronic Payments to Vendors in Norway
Set Up Remittance Agreements
Create Remittance Accounts
Set Up Vendors for Remittance
Recipient Reference Codes
Create Manual Remittance Payments
Set Up Payment Line Information
Test Remittance Payments
Export Remittance Payments
Types of Payment Returns Files
Import Payment Return Data
Delete Remittance Payment Orders
Remittance Errors
View Remittance Error Codes
Cancel Payments
 Types of Payment Returns Files
2 minutes to read • Edit Online

Business Central includes two types of payment return files that can be imported:
Receipt returns
Settlement returns
You can also choose to not use return files by selecting the Return File Is Not In Use field in the Remittance
Agreement table. For more information, see Set Up Remittance Agreements.

Receipt Returns
The receipt return is received from the bank after you have sent the remittance file to the bank. When data is
imported, information about the number of invoices that are received correctly and the number that are
received with error is displayed. After you import a receipt return, the status of the payments in the Waiting
Journal table is set to Approved.

NOTE
You may also receive a rejected return from the bank. If the remittance is rejected, the settlement return will not be
received.

Settlement Returns
The settlement return is received from the bank after the payment is executed. When data is imported,
information about the number of settled invoices is displayed.
The following occurs when the settlement return is imported:
Payment status in the Waiting Journal table is set to Settled.
Information will be transferred from the Waiting Journal page to the payment journal.
A balancing account will be created for each transaction.
Document numbers will be inserted for each transaction.

Exchange Rates by Settlement

For a payment, the exchange rates are managed in the following ways:
Payment from an account in local currency - If a payment in another currency is from an account in LCY,
the bank will flag the settlement return with a warning about the exchange rate between LCY and the
currency that is used as payment.
Payment from a currency account - If payment is made from a currency account, the exchange rate for
this currency and LCY is used. This is because the bank does not inform the system about the exchange
rate.

Warnings on Settlement Returns

When the settlement return is imported, warnings can occur. Payment journal lines with warnings are marked
with a symbol. To view the information about the warning, you can open the Settlement Info page.
See Also
Electronic Payments to Vendors in Norway
Set Up Remittance Agreements
Create Remittance Accounts
Set Up Vendors for Remittance
Recipient Reference Codes
Create Remittance Suggestions
Create Manual Remittance Payments
Set Up Payment Line Information
Test Remittance Payments
Export Remittance Payments
Import Payment Return Data
Delete Remittance Payment Orders
Remittance Errors
View Remittance Error Codes
Cancel Payments
 Import Payment Return Data
2 minutes to read • Edit Online

To import receipt and settlement returns, use the Rem. payment order – import page. If any errors are
indicated when importing settlement returns, you can view this information on the Settlement Info page.

To import return data

1. Choose the icon, enter Rem. payment order – import, and then choose the related link.
2. On the Options FastTab, fill in the fields as described in the following table.

FIELD DESCRIPTION

Payment order note Enter a note that is transferred to the payment order.

ControlBatch Select the check box to verify return files in advance to

ensure if the import can be made. Return data is not
imported.

Return files Specifies how many return files are found and imported.

3. Choose the Return Files button to display the return files.

4. On the Return Files page, select the Import option next to each file to be imported. If the option is
cleared, the file will not be imported.
5. Choose the OK button.

To view settlement information

1. Choose the icon, enter Settlement Info, and then choose the related link.
2. On the General FastTab, view the fields as described in the following table.

FIELD DESCRIPTION

Remittance Handling Ref. Shows the reference that the bank enters for foreign
payments.

Remittance Warning If selected, the journal line contains a warning.

Remittance Warning Text Shows the description of the warning, if applicable.

3. Choose the OK button.

See Also
Electronic Payments to Vendors in Norway
Set Up Remittance Agreements
Create Remittance Accounts
Set Up Vendors for Remittance
Recipient Reference Codes
Create Remittance Suggestions
Create Manual Remittance Payments
Set Up Payment Line Information
Test Remittance Payments
Export Remittance Payments
Types of Payment Returns Files
Delete Remittance Payment Orders
Remittance Errors
View Remittance Error Codes
Cancel Payments
 Remittance Errors
2 minutes to read • Edit Online

Remittance errors for payments may occur when data is transferred and after payments have been sent to the
bank. Both kinds of errors are reported on the Return Error page.
The remittance system handles all error codes which can be sent through the return files. It is not required to
manually cancel payments rejected by the bank.

Types of Errors
There are two types of remittance errors:
Transfer error
Rejection

Transfer Errors
If errors occur during transfer and no return data is created, payments have not been received by the bank.
If the payment file cannot be sent to the bank, you must cancel the payment order in the remittance system.

Rejections
If there is an error or information is missing with a payment that was sent to the bank, the return will contain a
rejection of the payment.

NOTE
Rejections vary from bank to bank. Contact your bank regarding how to handle rejection of payments.

If there is a rejection, the error code from the bank and an explanation is displayed for the payment on the
Waiting Journal page. You will have to handle the rejection based how the remittance agreement was set up.
For more information, see Set Up Remittance Agreements.

See Also
Electronic Payments to Vendors in Norway
Set Up Remittance Agreements
Create Remittance Accounts
Set Up Vendors for Remittance
Recipient Reference Codes
Create Remittance Suggestions
Create Manual Remittance Payments
Set Up Payment Line Information
Test Remittance Payments
Export Remittance Payments
Types of Payment Returns Files
Import Payment Return Data
Delete Remittance Payment Orders
View Remittance Error Codes
Cancel Payments
 View Remittance Error Codes
2 minutes to read • Edit Online

For a remittance error, the error code from the bank and an explanation of the error will be shown for the
payment on the Waiting Journal page.

To view error codes

1. Choose the icon, enter Return Error, and then choose the related link.
2. On the Return Error page, fill in the fields as described in the following table.

FIELD DESCRIPTION

Waiting Journal Reference Specify the reference code from the waiting journal.

Message Text Specify the message from the bank.

3. Choose the Close button.

See Also
Electronic Payments to Vendors in Norway
Set Up Remittance Agreements
Create Remittance Accounts
Set Up Vendors for Remittance
Recipient Reference Codes
Create Remittance Suggestions
Create Manual Remittance Payments
Set Up Payment Line Information
Test Remittance Payments
Export Remittance Payments
Types of Payment Returns Files
Import Payment Return Data
Delete Remittance Payment Orders
Remittance Errors
Cancel Payments
 Cancel Payments
2 minutes to read • Edit Online

Business Central includes Norwegian enhancements that allow you to cancel payments. If the payment has
been sent to the bank, the bank must be contacted to cancel the remittance that they received.
A payment order can be canceled if the payments are not received by the bank and a new remittance
must be made. You can also cancel a payment order if you do not want to transfer the payments to the
bank, for example if the payments are incorrect. Only open payment orders can be canceled.
An individual payment can be canceled if the payment cannot be processed by the bank and a new
remittance has to be made. You can also cancel a payment if you do not want to process the payment.
Settled payments cannot be canceled.

To cancel a payment order

1. Choose the icon, enter Remittance Payment Order, and then choose the related link.
2. Select the payment order, choose the Export action, and then choose the Cancel Payment Order action.
3. Choose the Yes button.

To cancel a payment
1. Choose the icon, enter Waiting Journal, and then choose the related link.
2. Select the payment, and then choose the Cancel Payment action.
3. Choose the Yes button.

See Also
Electronic Payments to Vendors in Norway
Set Up Remittance Agreements
Create Remittance Accounts
Set Up Vendors for Remittance
Recipient Reference Codes
Create Remittance Suggestions
Create Manual Remittance Payments
Set Up Payment Line Information
Test Remittance Payments
Export Remittance Payments
Types of Payment Returns Files
Import Payment Return Data
Delete Remittance Payment Orders
Remittance Errors
View Remittance Error Codes
 Delete Remittance Payment Orders
2 minutes to read • Edit Online

Orders can be deleted if they are managed in full and are in a closed financial year. An order is managed in full
if no payments on the Waiting Journal page have a status of Sent or Approved.

To delete a remittance payment order

1. Choose the icon, enter Delete rem. payment order, and then choose the related link.
2. On the Delete rem. payment order page, fill in the fields as described in the following table.

FIELD DESCRIPTION

Start date Specify the start date of orders to be deleted.

End date Specify the end date of orders to be deleted.

3. Choose the OK button.

See Also
Electronic Payments to Vendors in Norway
Set Up Remittance Agreements
Create Remittance Accounts
Set Up Vendors for Remittance
Recipient Reference Codes
Create Remittance Suggestions
Create Manual Remittance Payments
Set Up Payment Line Information
Test Remittance Payments
Export Remittance Payments
Types of Payment Returns Files
Import Payment Return Data
Remittance Errors
View Remittance Error Codes
Cancel Payments
 Export Remittance Payments
2 minutes to read • Edit Online

You can use the export remittance payments process to export the payments file to your computer. You can
then transfer the remittance payments to the bank.

IMPORTANT
Before you can export a remittance payment, you must select a payment format in the Payment Export Format field
on the Bank Account Card page.

You export payments to a bank file by choosing the Export Payments button on the Payment Journal page.
The process may be different, depending on the export format that you select:
Payments using the SEPA payment standard are directly exported to a file when you choose the Export
Payments button. For more information, see Making Payments.
Payments using local payment standards, such as Telepay, are exported with either the Remittance -
export (bank) or the Remittance - export (BBS ) report, which automatically opens when you choose
the Export Payments button.
The procedure for exporting payments using the Remittance – Export batch job is described in this topic.

To export remittance payments using the Remittance - Export batch

jobs
1. Choose the icon, enter Payment Journals, and then choose the related link.
2. Prepare to export the payments from the journal. For more information, see Export Payments to a Bank
File.
3. Choose the Export Payments action.
4. In the report page that opens, choose the Options FastTab, and fill in the fields as described in the
following table.

FIELD DESCRIPTION

Remittance agreement code Specify the code for the agreement.

Operator Specify the operator number.

Password Specify the password for the payments.

Division Specify the division that is paying remittance.

Current note Specify a note for the payment.

Filename Specify the name and directory of the payment file.

5. Choose the OK button.

The payment information is exported to the file that is set up in the remittance agreement.
The payment journal is deleted and the transactions are transferred to the waiting journal.

See Also
Electronic Payments to Vendors in Norway
Set Up Remittance Agreements
Create Remittance Accounts
Set Up Vendors for Remittance
Recipient Reference Codes
Create Remittance Suggestions
Create Manual Remittance Payments
Set Up Payment Line Information
Test Remittance Payments
Types of Payment Returns Files
Import Payment Return Data
Delete Remittance Payment Orders
Remittance Errors
View Remittance Error Codes
Cancel Payments
 Norwegian Giro and OCR-B Font
2 minutes to read • Edit Online

A General Interbank Recurring Order (giro) is a payment system that operates like a credit transfer.
The last line on the giro uses the OCR -B font. This is required by Bankenes Betalingssentral (BBS ) for use with
optical character recognition (OCR ) when handling payments from customers. For more information, see the
Brukehåndbok Indbetalingstjeneste (NO ).pdf on the NETS.eu website.
The OCR -B -10 BT font is generally available from software vendors. In Business Central, Norwegian sales
documents use the OCR -B -10 BT font from BitStream Inc. on the giro. For more information, see the fonts.com
website at OCR -B -10 BT.
You can use any OCR -B font, but if other fonts are used, the sales documents must be updated by a Microsoft
Certified Partner. Contact your partner for more information.

See Also
 Set Up OCR Payments
2 minutes to read • Edit Online

You can process electronic payments from customers according to a predefined payment ID. This is often referred
to as an optical character recognition (OCR ) payment. The payment ID is used with electronic payment
transactions. Customers can refer to this ID when they make payments. The payment ID is also used to identify
imported payment transactions and automatically apply imported payment data.

To set up OCR payments

1. Choose the icon, enter OCR Setup, and then choose the related link.
2. On the General FastTab, fill in the fields as described in the following table.

FIELD DESCRIPTION

Format Select an OCR payment file format. Formats include BBS

and Data Dialog.

FileName Enter the full path of the OCR payment file.

Delete Return File Select to rename the file after import and prevent the file
from being imported more than one time.

3. On the Gen. Ledger FastTab, fill in the fields as described in the following table.

FIELD DESCRIPTION

Bal. Account Type Select a balance account type. Balance account types
include Gen. Ledg. Account and Bank Account.

Bal. Account No. Select a balance account number.

Max. Divergence Enter a maximum divergence value. If the divergence on a

payment is less than or equal to the value entered, the
divergence amount is automatically posted. Otherwise,
the divergence is not automatically posted. In both
situations, a warning is displayed in the cash receipt
journal when importing OCR Giro payments.

Divergence Account No. Enter the divergence account number that will receive
posting.

Journal Template Name Select the name of the journal template that should
receive the imported OCR Giro payments.
 FIELD DESCRIPTION

Journal Name Select the name of the journal that should receive the
imported OCR Giro payments.

If the Journal Template Name and Journal Name fields

are blank, you can import OCR Giro payments in any
journal. Otherwise, you must import OCR Giro payments
in the journal that is specified.

4. Choose the OK button.

NOTE
OCR payments can only be posted to cash receipt journals when the Force Doc. Balance field has been cleared in the Gen.
Journal Template table. For more information, see Gen. Journal Template.

See Also
Electronic Banking in Norway
Set Up KID Numbers on Sales Documents
Import and Post OCR Payments
Print the OCR Journal - Test Report
 Import and Post OCR Payments
2 minutes to read • Edit Online

Before you can receive optical character recognition (OCR ) payments, you must make the following preparations:
Set up a cash receipt journal template to balance OCR transactions according to the document number, instead
of the document type.
Import and post the OCR payment files to a cash receipt journal.

To import OCR payments

1. Choose the icon, enter Cash Receipt Journals, and then choose the related link.
2. In the Batch Name field, select a journal batch.

NOTE
OCR payments can only be posted to a cash receipt journal that does not use a balance account in the Bal. Account
No. field on the cash receipt journal line.

3. Choose the Import Payments action.

4. On the OCR Payment-BBS page, fill in the fields as described in the following table.

FIELD DESCRIPTION

** File Name** Enter the full path of the import file.

5. Choose the OK button to import the payment file to the journal.

To post OCR payments

1. Choose the icon, enter Cash Receipt Journals, and then choose the related link.
2. Choose the Post action.
The OCR payment files are posted to the cash receipt journal.

See Also
Electronic Banking in Norway
Set Up KID Numbers on Sales Documents
Set Up OCR Payments
Work With General Journals
Print the OCR Journal - Test Report
 Print the OCR Journal - Test Report
2 minutes to read • Edit Online

You can print the OCR Journal – Test report to test the imported payment transactions in the cash receipt
journal. You can also view potential warnings and reconcile conflicts before the payments are posted to the
journal.

To print the OCR Journal – Test report

1. Choose the icon, enter OCR Journal - Test, and then choose the related link.
2. On the Options FastTab, fill in the fields as described in the following table.

FIELD DESCRIPTION

Show only Lines with OCR Errors Select to print only the journal lines that contain a
warning in the test report.

Show Dimensions Select to print dimension information on the test report.

3. Choose the Print button to print the report or choose the Preview button to view it on the screen.

See Also
Electronic Banking in Norway
Set Up KID Numbers on Sales Documents
Set Up OCR Payments
Import and Post OCR Payments
Working with General Journals
 Apply General Ledger Entries in Closed Periods
2 minutes to read • Edit Online

Business Central allows you to post entries after a posting period is closed, even if no actual posting is performed
during that period. You can also choose the users who will make these entries.

To apply an entry in a closed period

1. Choose the icon, enter General Ledger Setup, and then choose the related link.
2. On the General FastTab, select the Application always Allowed check box to apply entries outside the
allowed posting period.

NOTE
By default, the Application always Allowed check box is not selected.

3. Choose the OK button.

4. Choose the icon, enter User Setup, and then choose the related link.
5. On the User Setup page, select the Application always Allowed check box for each user who can apply
entries to a closed period.
6. Choose the OK button.

See Also
Norway Local Functionality
 Recurring Orders
2 minutes to read • Edit Online

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. For more information see Create Recurring Orders.

See Also
Norway Local Functionality
Set Up Recurring Groups
Set Up Recurring Orders
Create Recurring Orders
Work with Blanket Sales Orders
 Create Recurring Orders
2 minutes to read • Edit Online

The create recurring orders process will find all of the recurring orders based on the options selected on the
Create Recurring Orders page and will create the new sales orders. This is a periodic activity that you must run
regularly.

To create recurring orders

1. Choose the icon, enter Create Recurring Orders, and then choose the related link.
2. On the Options FastTab, fill in the fields as described in the following table.

FIELD DESCRIPTION

Processing Date Enter the date to process the blanket orders.

Create only latest Select to create only the latest recurring order for the
blanket orders processed. This option overrides the
equivalent option for the recurring group.

3. Choose the OK button.

See Also
Recurring Orders
Set Up Recurring Groups
Set Up Recurring Orders
Create Blanket Sales Orders
 Set Up Recurring Groups
2 minutes to read • Edit Online

The Recurring Group Code field on the Blanket Sales Order page defines date formulas that can be used both
as a template and to create sales orders based on date intervals. You must set up recurring groups before you can
set up recurring orders.

To set up recurring groups

1. Choose the icon, enter Recurring Groups, and then choose the related link.
2. Choose the New action.
3. On the General FastTab, fill in the fields as described in the following table.

FIELD DESCRIPTION

Code Enter a code to identify the recurring group.

Description Enter a description for the recurring group.

Date formula Enter a date formula to calculate the time interval

between orders.

Create only the latest Select if you want only the latest recurring order created if
the recurring group interval created by the Date formula
has been exceeded.

If the order date on the blanket sales order has exceeded

more than one interval period, selecting this check box
prevents how all orders are created, and will only create
the latest order.

Starting date Enter the first date of the recurring group.

Closing date Enter the last date of the recurring group.

4. On the Update FastTab, fill in the fields as described in the following table.

FIELD DESCRIPTION

Update Document Date Select one of the following options to update the
document date:

- Posting Date - The document date is calculated using

the posting date and the date formula specified in the
Document Date Formula field.
- Processing Date - The document date is calculated
using the processing date and the date formula specified
in the Document Date Formula field.

Document Date Formula Enter a date formula to calculate the document date on
the order.
 FIELD DESCRIPTION

Delivery Date Formula Enter a date formula to calculate the delivery date on the
order.

Update Price Select one of the following options for updating prices on
new orders:

- Fixed - The price used on a new order is the same price

that is specified in the blanket order.
- Recalculate - The price on a new order is recalculated
to reflect the current price for the customer.
- Reset - The price on a new order is cleared to specify a
new price.

Update Number Select one of the following options to manage the

quantity specified on the original order:

- Constant - The quantity on the blanket order remains

unchanged. This enables you to make orders indefinitely
from the blanket order.
- Reduce - The quantity on the blanket order is reduced
with the quantity that is specified on the new order. The
recurring order processing stops when the quantity
specified on the blanket order is used on new orders.

Reset Delivery Select to reset the delivery options for the recurring
group.

5. Choose the OK button.

See Also
Recurring Orders
Set Up Recurring Orders
Create Recurring Orders
 Set Up Recurring Orders
2 minutes to read • Edit Online

After you create a recurring group, you can set up recurring orders on the blanket sales order by adding the group
to the order. For more information, see Create Blanket Sales Orders.

To set up a recurring order

1. Choose the icon, enter Blanket Sales Orders, and then choose the related link.
2. Choose the New action.
3. On the General FastTab, fill in the fields as described in the following table.

FIELD DESCRIPTION

Order Date Enter the order date. The order date is used when you
create new recurring orders. Orders with an order date on
or before the processing date are processed.

Recurring Group Code Enter the recurring group code for the recurring group.
When a blanket order contains a recurring group code,
the blanket order is available as a recurring order.

4. On the Lines FastTab, fill in the fields as described in the following table.

FIELD DESCRIPTION

Quantity Enter the quantity for the blanket order.

Qty. to Ship Enter the quantity to ship. This quantity is used when you
create new orders as recurring orders.

5. Choose the OK button.

See Also
Recurring Orders
Set Up Recurring Groups
Create Recurring Orders
Work with Blanket Sales Orders
 The Payroll Data Definitions (NO) Extension
2 minutes to read • Edit Online

If your business uses the Huldt & Lillevik Lønn - Visma payroll service provider in Norway, the Payroll Data
Definitions (NO ) 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. Import
Format field.

To import a payroll file

1. Choose the icon, enter General Journals, and then choose the related link.
2. Choose the journal to use, and then use the Import Payroll File action to import the data file from the payroll
service provider.

See Also
Norway Local Functionality
 Import Payroll Transactions
2 minutes to read • Edit Online

You can import payroll transactions into a general journal from the leading Norwegian payroll solution, Huldt &
Lillevik Lønn - Visma. You can then use the general journal to post the imported payroll transactions to general
ledger accounts or bank accounts. To import payroll transactions, you must first set up payroll integration.

NOTE
To import payroll transactions, your Business Central must include the Payroll Data Definitions (NO) extension. If you are
not sure if you have this extension, please talk to your administrator.

To import payroll transactions

1. Choose the icon, enter General Journals, and then choose the related link.
2. Choose the journal to use, and then use the Import Payroll File action to import the data file from the payroll
service provider.
3. Choose the OK button.

See Also
The Payroll Data Definitions (NO ) Extension
Norway Local Functionality
 Set Up KID Numbers on Sales Documents
2 minutes to read • Edit Online

Kunde ID (KID ) is a customer identification number that provides a payment reference to the vendor and ensures
that the vendor is posting the payment correctly. You can set up KID numbers on sales documents to identify
document and customer information on electronic banking transactions.

To set up KID numbers on sales documents

1. Choose the icon, enter Sales & Receivables Setup, and then choose the related link.
2. On the Documents FastTab, fill in the fields as described in the following table.

FIELD DESCRIPTION

KID Setup Specifies a KID number format.

Document No. length Enter the number of digits used for the document
number.

Customer No. length Enter the number of digits used for the customer number.

Use KID on Fin. Charge Memo Select to print KID numbers on finance charge memos.
Note: If selected, then you must also select the
Document Type + Document No. format in the KID
Setup field.

Use KID on Reminder Select to print KID numbers on reminders. Note: If

selected, then you must also select the Document Type
+ Document No. format in the KID Setup field.

3. Choose the OK button.

See Also
Electronic Banking in Norway
 Set Up Document Printing
2 minutes to read • Edit Online

In Business Central, you can print the sales reports that use the required giro specifications by using different
paper types and paper trays.
When you use tray numbers and paper sources for Norwegian sales documents, you must consider how the
printer and printer driver interpret this information. You may have to specify other tray numbers for your specific
printer.

NOTE
KID information will also print where the giro information is printed.

The following documents require a printed giro:

Invoices
Credit memos
Finance charge memos
Reminders
The Norwegian version of Business Central contains the following sets of sales documents.

SET DESCRIPTION

1 The standard Business Central documents. No giro

information is printed.

2 The giro is printed on every page. The last page prints the giro
total.

To set up paper trays

1. Choose the icon, enter Printer Selections, and then choose the related link.
2. Select the report.
3. Choose the Sales Document Paper Tray Setup action.
4. Select a paper source from the First Page - Paper Source field.
5. The First Page – Tray Number field will automatically display the selected paper source. You can also
manually enter a tray number.

IMPORTANT
Not all printers will have the same paper source names. You can specify a number in the Tray Number field. The
number may correspond to a paper source. To find the number that a specific printer is using, see the technical
documentation for the printer.

The Other Pages and Giro Page fields are set up the same way.
6. Choose the OK button.

See Also
Norwegian Giro and OCR -B Font
Set Up KID Numbers on Sales Documents
 Russia Local Functionality
2 minutes to read • Edit Online

In Business Central, there are Russian-specific features that you can use to track and manage your business. For
example, you can use the local functionality features in Business Central to calculate VAT due based on Russian
VAT rates and regulations.

Feature Availability
Core Finance
Account Schedules Overview Available Now
Import and Export Account Schedules Available Now
Define an Account Schedule Extension Available Now
Define an Account Schedule Constant Available Now
Work with Account Schedules Available Now
General Ledger Correspondence Available Now
Сurrency Available Now
Set Up Responsible Employees and Advance Statements Available Now
Payables and Receivables
Payables and Receivables Available Now
Enter Custom Declarations Information Available Now
Set Up and Create Letters of Attorney Available Now
Russian Payables Reports Available Now
Russian Receivables Reports Available Now
Set Up Customer Prepayments Available Now
Set Up Vendor Prepayments Available Now
Posting Vendor and Customer Prepayments Available Now
Prepayment Differences Available Now
Set Up Customer and Vendor Agreements Available Now
Fixed Assets
Fixed Assets Available Now
Calculate Assessed Tax Available Now
Depreciation Bonus Available Now
Fixed Asset Charges Available Now
Gratuitous receipt of fixed assets Available Now
Fixed Asset Inventory Available Now
Fixed Asset Locations and Employees Available Now
Fixed Asset Turnover Available Now
Create Future Expense Journals Available Now
Create a Fixed Asset Charge Available Now
Create a Credit Memo for a Fixed Asset Charge Available Now
Selling Fixed Assets Available Now
Release, Track, and Write-Off Fixed Assets Available Now
 View Posted Entries on a Fixed Asset Charge Available Now
Set Up an Intangible Assets Account Available Now
Account for the Cost to Dispose a Fixed Asset Available Now
Undepreciable Fixed Assets Available Now
VAT
VAT Available Now
Set Up VAT Ledgers Available Now
Prepare VAT Entries for Posting Available Now
Settlement VAT Available Now
Unload books of purchased and sales in XML. VAT Declaration Available Now
VAT by customer prepayments Available Now
VAT reinstatement Available Now
Vendor Tax Agent scheme Available Now
Tax Accounting
Tax Accounting Available Now
Set Up Tax Accounting Available Now
Tax Registers Available Now
Create Tax Registers Available Now
Set Up Tax Register Sections Available Now
Tax Differences Available Now
Accounting for personal income tax payments Available Now
Upload KLADR Available Now
Statutory Reports Available Now
Banking
Bank Management Available Now
Inventory
Inventory Available Now
Inventory Setup Available Now
Item Documents Available Now
Item Obligatory Acts Available Now
Inventory Act of Receivables And Payables INV -17 Available Now
Item General Ledger Turnover Available Now
Create the TORG -29 Goods Report Available Now
Human Resources
Human Resources Available Now
Payroll Available Now
Establishment of charges and deductions to the employee Available Now
Absence registration Available Now
Dismissal Available Now
Forming and Changing Staff List Order Available Now
Vacation planning Available Now

See Also
Russian Chart of Accounts
Russian Receivables Reports
Russian Payables Reports
Special Codes for Company Information, Customers, Vendors
 Account Schedules Overview
2 minutes to read • Edit Online

Account schedules are one of the main tools that you can use to provide information for required statutory
reports. By using user-defined rows and columns, you can decide which data you want to compare and how. This
means that you can create as many customized financial statements as you want without using Report Designer.
You can also choose to use a predefined column layout for any account schedule.
To better manage the report data, you can:
Create general ledger correspondence.
Create constants.
Create extensions.
Create expressions.
Account schedules are set up in the Account Schedules window.

NOTE
Make sure to print the following reports to review the general ledger account information that you will be using in account
schedules:
G/L Account Turnover report G/L Account Card report G/L Account Entries Analysis report

See Also
Import and Export Account Schedules
Define an Account Schedule Extension
Define an Account Schedule Constant
Work with Account Schedules
 Import and Export Account Schedules
2 minutes to read • Edit Online

You can import and export account schedules into other companies and databases.

To import and export account schedules

1. Choose the icon, enter Account Schedules, and then choose the related link.
2. Choose the Import Settings or the Export Settings action. An extensible markup language (XML ) file will be
created for the import or export.

NOTE
When you import account schedules, all existing records with primary key values that are equal to imported values will be
deleted.

See Also
Work with Account Schedules
 Define an Account Schedule Extension
2 minutes to read • Edit Online

Business Central enables you to define an extension for an account schedule line. Extensions are useful if you want
to filter the data of your general ledger accounts.

To define an account schedule extension

1. Choose the icon, enter Account Schedule, and then choose the related link.
2. Select the account schedule for which you want to define an extension.
3. Select Edit account schedule.
4. In the Row No. field, select the number of the account schedule row for which you want to define an extension.
5. In the Totaling Type field, select Custom, and then select the table that you want to use from the Extension
Source Table field.
Based on your selections, the account schedule information is filtered from the entry tables, and then new
amounts are calculated for the specified account schedule line.

See Also
Work with Account Schedules
Account Schedules Overview
Define an Account Schedule Constant
 Define an Account Schedule Constant
2 minutes to read • Edit Online

Business Central enables you to define a constant for an account schedule line. Constants are useful if an account
schedule value does not change.

To define an account schedule constant

1. Choose the icon, enter Account Schedule, and then choose the related link.
2. Select the account schedule for which you want to define a constant.
3. Select Edit account schedule.
4. In the Row No. field, select the number of the account schedule row for which you want to define a constant.
5. In the Totaling Type field, select Constant, and then enter a constant value in the Totaling field.

See Also
Work with Account Schedules
Account Schedules Overview
Define an Account Schedule Extension
 Work with Account Schedules
4 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 Home page, such as the Cash Flow chart.
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 Budgets.

Account Categories and Account Schedules

You can use account categories to change the layout of your financial statements. After you set up your account
categories in the G/L Account Categories window, and you choose the Generate Account Schedules action,
the underlying account schedules for the core financial reports are updated. The next time you run one of these
reports, such as the balance statement, new totals and subentries are added, based on your changes.

To create new account schedules

You use account schedules to analyze figures in general ledger accounts or to compare general ledger entries with
general ledger budget entries. For example, you can view the general ledger entries as percentages of the budget
entries.
1. Choose the icon, enter Account Schedules, and then choose the related link.
2. In the Account Schedule Names window, choose the New action to create a new account schedule
name.
3. Fill in the fields as necessary. Choose a field to read a short description of the field or link to more
information.
4. Choose the Edit Account Schedule action.
5. In the Account Schedule window, fill in the fields as necessary.
When you have created a new account schedule and set up the rows, you must set up columns. You can
either set them up manually or assign a predefined column layout to your account schedule.
6. Choose the Edit Column Layout Setup action.
7. In the Column Layout window, fill in the fields as necessary.

NOTE
If you did not assign a default column layout to the account schedule, you must set the columns up manually.

To create a column that calculates percentages

Sometimes you may want to include a column in an account schedule to calculate percentages of a total. For
example, if you have a number of rows that break down sales by dimension, you may want a column to indicate
the percentage of total sales that each row represents.
1. Choose the icon, enter Account Schedules, and then choose the related link.
2. In the Account Schedule Names window, select an account schedule.
3. Choose the Edit Account Schedule action to set up an account schedule row to calculate the total on which
the percentages will be based.
4. Insert a line immediately above the first row for which you want to display a percentage.
5. Fill in the fields on the line as follows: In the Totaling Type field, enter Set Base for Percent. In the Totaling
field, enter a formula for the total that the percentage will be based on. For example, if row 11 contains the
total sales, enter 11.
6. Choose the Edit Column Layout Setup action to set up a column.
7. Fill in the fields on the line as follows: In the Column Type field, select Formula. In the Formula field, enter a
formula for the amount that you want to calculate a percentage for, followed by %. For example, if column
number N contains the net change, enter N%.
8. Repeat steps 4 through 7 for each group of rows that you want to break down by percentage.

To set up account schedules with overviews

You can use an account schedule to create a statement comparing general ledger figures and general leger budget
figures.
1. Choose the icon, enter Account Schedules, and then choose the related link.
2. In the Account Schedule Names window, select an account schedule.
3. Choose the Edit Account Schedule action
4. In the Account Schedule window, in the Name field, select the default account schedule name.
5. Choose the Insert Accounts action.
6. Select the accounts that you want to include in your statement, and then choose the OK button.
The accounts are now inserted into your account schedule. If you want you can also change the column
layout.
7. Choose the Overview action.
8. On the Dimension Filters FastTab, set the budget filter to the desired filter name.
9. Choose the OK button.
Now you can copy and paste your budget statement into a spreadsheet.

See Also
Finance
Setting Up Finance
The General Ledger and the Chart of Accounts
 General Ledger Correspondence
2 minutes to read • Edit Online

The general ledger correspondence feature enables you to:

Create a correspondence transaction periodically.
Post correspondence operations when you post general ledger transactions.
Analyze a number of reports for correspondence.

Creating a General Ledger Correspondence Entry

The following procedure shows how to periodically create general ledger correspondence entries.
1. Choose the icon, enter Create G/L Correspondence, and then choose the related link.
2. Enter the Transaction No. field with the transaction number if general ledger correspondence is to be created
only for the selected transaction. Otherwise, leave it blank.
To set up automatic general ledger correspondence
1. Choose the icon, enter General Ledger Setup, and then choose the related link.
2. Select the Automatic G/L Correspondence check box.

Reports
The following reports have been added for the analysis of data from correspondence transactions:
General Ledger - Correspondence (page 12403; report 12431)
G/L Correspondence Entries (page 12401)
G/L Corresp. Journal Order (report 12432)
G/L Corresp Entries Analysis (report 12435)
General Ledger - Correspondence Window
The General Ledger - Correspondence window shows turnovers in the chosen period in correspondence.
1. Choose the icon, enter Correspondence, and then choose the related link.
2. Choose the General Ledger - Correspondence action.
The header of the General Ledger - Correspondence window contains the following filters:
Date Filter
Business unit Filter
Global Dimension 1 Filter
Global Dimension 2 Filter
In the subform, the report shows the turnover in correspondence with other accounts:
G/L Corresp Entries Analysis Report
The G/L Corresp Entries Analysis report shows the correspondence entries for each account. The report can be
used to get an overview of general ledger account entries with correspondence and totals.
1. Choose the icon, enter Correspondence, and then choose the related link.
2. Choose the G/L Corresp Entries Analysis action.
On the Options tab of the request form, you can set parameters by filling in the fields with the information listed
in the following table.

FIELD DESCRIPTION

Period Beginning Enter the starting date of the period, for the entries that you
want to include in the report.

Ending of Period Enter the ending date of the period, for the entries that you
want to include in the report.

Other parameters: Specify the view of the report, such as whether the
Without Zero Net Changes, Without Zero Lines, Debit information for each account should be written without zero
Credit Separately, New Page for GL Acc lines or net changes.

See Also
Russia Local Functionality
 Currency information, Import currency rates
2 minutes to read • Edit Online

Local currency information for printing forms is specified in General Ledger Setup.
Used fields on the General tab:
LCY Code
Local currency description
Import currencies
Go to Company information. Fill fields:

FIELD DESCRIPTION

Import Curr. Exch. Rates Specifies if it is possible to run the Import Currency Exch. Rate
batch job.

Import Conflict Resolution Specifies what will happen if a user runs the Import Currency
Exch. rate batch job and there are conflicting exchange rates.

Go to Currency. Оn the General tab fill fields for each currency:

FIELD DESCRIPTION

Import Specifies if the currency has an imported exchange rate.

Ru Bank Code Specifies the Russian bank code associated with the currency.

Ru Bank Digital Code Specifies the Russian bank digital code associated with the
currency.

I m p o r t c u r r e n c y r a t e s:

1. Go to Departments -> Financial management -> Periodic activities -> Currency -> Import currency rates.
2. Enter the start and end dates of the period for which you want to adjust the exchange rates.

See Also
Adjust Exchange Rates
Russia Local Functionality
 Set Up Responsible Employees and Advance
Statements
8 minutes to read • Edit Online

The Advance Statement report enables you to print and view information about payments made to and from
responsible employees. This report also enables you to print and view primary documents of responsible
employee expenses.

Creating the Responsible Employee Card

The Resp. Employee Card window is created for each responsible employee on the basis of the Employee Card
window, but it can also be created independently.
It provides the following information:
1. Responsible Employee card number
2. Data of the responsible employee (address, postal code or city, and telephone)
3. Contacts (telephone, e-mail address, Internet address)
4. General ledger entry postings of the responsible employee on the Posting FastTab (Gen. Bus. Posting Group,
VAT Bus. Posting Group, and Vendor Posting Group)
5. Documents of the responsible employee (unposted and posted advance statements), which can be opened
using the Documents button.
The following procedure shows how to access the Resp. Employee Card window.
To create a Responsible Employee card
1. Choose the icon, enter Resp. Employees, and then choose the related link.
2. Create a new card.
3. Choose the OK button.
To create a Responsible Employee Card from an Employee card
1. Choose the icon, enter Employees, and then choose the related link.
2. Choose the Create Resp. Employee action.
3. The Resp. Employee Card window contains the following information entered manually or from the
corresponding glossary and settings.

FIELD DESCRIPTION

No. Specifies the value that is filled automatically from the

Employee Card window, or is entered manually.

Name Specifies the value that is filled automatically from similar

fields in the Employee Card window or is entered
manually.

Address Specifies the value that is filled automatically from similar

fields in the Employee Card window or is entered
manually.
 FIELD DESCRIPTION

Post Code Specifies the value that is filled automatically from similar
fields in the Employee Card window or is entered
manually.

Country/Region Code Specifies the value that is filled automatically from similar
fields in the Employee Card window or is entered
manually.

Phone No. Specifies the value that is filled automatically from similar
fields in the Employee Card window or is entered
manually.

Search Name Specifies the value of the Name field is entered from the
displayed Resp. Employee Card window.

Communication (E-Mail, Home Page) Specifies the values that are filled automatically from
similar fields in the Employee Card window or is entered
manually.

Currency Code Specifies a blank by default.

Gen. Bus. Posting Group Specifies the value of the Adv. Stmt. Gen. Bus. Posting
Gr field from the Purchases and Payables setup on the
Advance Statement FastTab.

VAT Bus. Posting Group Specifies the value of the Adv. Stmt. VAT Bus. Posting
Gr field from the Purchases and Payables setup on the
Advance Statement FastTab.

Vendor Posting Group Specifies the value of the Adv. Stmt. Vendor Posting Gr
field from the Purchases and Payables setup on the
Advance Statement FastTab.

Creating the Advance Statement

The Advance Statement is created by the responsible employees. This statement contains information about
payments received by the employees and about primary documents that are provided to confirm the expenses.
The Advance Statement contains the following information:
Advance Statement number
Posting date and document date
Responsible employee data (code and name)
Advance purpose and posting description
Number of documents and pages
Remainder or overdraft document to register the payment document for the advance statement
Currency code to register currency expenses
Expense lines, which are registered according to the value selected in the Type in Advance Statement lines
field – G/L Account, Item, Fixed Asset, Charge (Item ), and Employee Purchase values
The following expense lines are registered according to the value selected in the Type field and No. or Employee
Purchase Vendor No. fields, in the lines of Advance Statement:
To write off the expense:
 Type - G/L Account
No. - General ledger account number
To account for the purchased items or materials:
Type - Item
No. - Item cardnumber
To account for the purchased fixed asset:
Type - Fixed Asset
No. - Fixed Asset card number
To account for additional charges for purchased items:
Type - Charge (Item)
No. - Item charge code
To register the primary documents received from the vendor (in case primary documents have been received
from the vendor for items, fixed assets, or expenses by responsible employee):
Type - Empl. Purchase
Employee Purchase Vendor No. - Vendor number
To access the Advance Statement
1. Choose the icon, enter Advance Statements, and then choose the related link.
The Advance Statement window contains the following information in the General FastTab, in the header,
entered manually or filled in from the corresponding glossary and settings.

FIELD DESCRIPTION

No. Specifies the number of the advance statement, which is

calculated automatically. The number depends on the
value of the Advance Statement Nos. field that was
specified in the Purchases & Payables Setup window on
the Advance Statement FastTab.

Posting Date, Document Date Specifies the posting date and document date. By default,
these fields are filled in with the value from the work date.
It can also be filled in manually.

Employee No. Specifies the number of responsible employee. The value is

selected manually from the vendor list.

Employee Name Specifies the name of responsible employee. This field is

filled in automatically with the values of the Name and
Name2 fields of the Resp. Employee Card window.

Advance Purpose Specifies the purpose of advance.

Posting Description Specifies the posting description of the document. This

field is filled in automatically with the value from the
Invoice No. field. The field can be edited manually.

Vendor Invoice No. Specifies the number of an external document. This field is
filled in automatically.

2. The Advance Statement window contains the following information in the Statement FastTab in the
header, entered manually or filled in from the corresponding glossary and settings.
 FIELD DESCRIPTION

No. of Documents, No. of Pages Specifies the number of documents that confirm expenses
and number of pages of these documents. The fields are
filled in manually with numeric values.

Remaining or Overdraft Doc. No. Specifies the cash document that closes the remaining or
overdraft amount for this advance statement. A payment
document is selected from the vendor ledger entries of
the responsible employee.

The Advance statement window contains the following information from the expense lines that are
created.

FIELD DESCRIPTION

Type Select G/L Account, Item, Fixed Asset, Charge (Item), Empl.
Purchase depending on the type of expenses.

No. If Type = G/L Account: In the No. field, select a general

ledger account from the General Ledger Account List
glossary. If Type = Item: In the No. field, select an Item
card from the Item List glossary. If Type = Fixed Asset: In
the No. field, select a Fixed Asset card from the Fixed
Asset List glossary. If Type = Charge (Item): In the No.
field, select an item charge from the Item Charges and
Fixed Asset Charges glossary.

Empl. Purchase Vendor No. If Type = Empl. Purchase: In the Empl. Purchase
Vendor No. field, select a Vendor card from the Vendor
List glossary.

Empl. Purchase Entry No If Type = Empl. Purchase: In the Empl. Purchase Entry
No. field, select a posted vendor entry from the vendor
ledger entries. Note: You must post an invoice from the
vendor before registering in advance statement, in case a
responsible employee receives primary documents
(invoice-facture for example) from the vendor.

Empl.Purchase Document No, Empl. Purchase The fields are filled in manually. In the Empl.Purchase
Document Date Document No. field, enter the number of the document
that confirmed expenses in the current line. In the Empl.
Purchase Document Date field, enter the date of the
document that confirmed expenses in the current line.

Description Description of expenses in the current line. The

Description field is filled in with the value of the Name or
Description field from the selected card by default.

Quantity Direct Cost Excl. VAT Quantity and cost of expenses (items and fixed assets).
The fields are filled in with numeric values manually.

The Created Document Status field reflects the current document status. To change the current document
status from Open to Released.
3. Choose the Release action. The released advance statement will be accessible for printing.

Printing an Unposted Advance Statement

The following procedure shows how to print an unposted advance statement.
To print an unposted Advance Statement
1. Choose the icon, enter Advance Statements, and then choose the related link.
2. In the Advance Statement window, choose the Print action.
Note
The report is usually printed after creating the document for signing and confirmation.
3. On the Purchase Header FastTab, apply the following filters.

FIELD FILTER

No. This field contains the unposted advance statement

number. By default, a value from the open document is
entered.

Document Type This field is filled in automatically.

4. On the Options FastTab, specify the employees for signing the document as listed in the following table.

PARAMETER DESCRIPTION

Accountant (Cashier) Select an employee code (cashier) from the Employee List
table to fill in the corresponding fields in the statement.

Accountant Select an employee code (accountant) from the Employee

List table to fill in the corresponding fields in the
statement.

5. Choose the Print button.

Viewing the Posted Advance Statement

To following procedure demonstrates how to access the posted Advance Statement.
To view the posted advance statement
1. Choose the icon, enter Posted Advance Statement, and then choose the related link.
A posted Advance Statement reflects all the information entered in the document in the Advance statement.

Printing the Posted Advance Statement

The following procedure shows how to print the posted Advance Statement.
To print a posted advance statement
1. Choose the icon, enter Posted Advance Statements and then choose the related link.
2. Choose the Print action. The Posted Advance Statement dialog box opens.
Note
The report is usually printed as an approved and confirmed document.
3. On the Purch. Inv. Header FastTab of the report, apply the following filters.
 FIELD FILTER

No. This field contains the number of the posted advance

statement. By default, this value is entered from the open
document.

4. On the Options FastTab, specify the employees to sign the document as listed in the following table.

PARAMETER DESCRIPTION

Accountant (Cashier) Select the employee code (cashier) from the Employee List
table to fill in the corresponding fields in the report.

Accountant Select the employee code (accountant) from the Employee

List table to fill in the corresponding fields in the report.

5. Choose the Print button.

See Also
Human Resources
 Payables and Receivables
2 minutes to read • Edit Online

In Russia, there are specific Business Central features that you can use to track and manage your accounts payable
and accounts receivable.

Getting Started with Payables and Receivables

Use the following table to learn more about the payables and receivables features that are available for Russia.

TOPIC DESCRIPTION

Enter Custom Declarations Information Enables you to create and print customs declarations for
import and export goods.

Set Up and Create Letters of Attorney Enables you to create and print a Letter of Attorney that you
can use to authorize an individual or organization to act on
the behalf of another in a legal or business matter.

Russian Payables Reports Enables you to view and print general ledger turnover and
finance reports that originate from vendor purchase
transactions.

Russian Receivables Reports Enables you to view and print general ledger turnover and
finance reports that originate from customer sales
transactions.

Set Up Customer Prepayments Enables you to set up advance payments on sales orders that
are received before a final invoice is issued.

Set Up Vendor Prepayments Enables you to set up advance payments on purchase orders
that are paid before a final invoice is issued.

Posting Vendor and Customer Prepayments Enables you to post and apply prepayment.

Prepayment differences Enables you to post prepayment differences.

Set Up Customer and Vendor Agreements Enables you to set up agreements with customers and
vendors.

See Also
Russia Local Functionality
 Enter Custom Declarations Information
2 minutes to read • Edit Online

Use the following procedure to enter custom declaration information.

To enter custom declarations information

1. Choose the icon, enter Custom Declarations, and then choose the related link.
2. In the Custom Declaration window, fill in the fields.

FIELD DESCRIPTION

No. Specifies the custom declaration number.

Description Specifies the description of the custom declaration

number.

Source Type Select the source type for the custom declaration. Source
types include Blank, Customer, Vendor, and Item.

Source No. Specifies the source number from one of the following
tables: - Customer - Vendor - Item List

Country of Origin Code Specifies the country/region for the customer if all the
items in the custom declarations have come from the
same country/region. Information from this field is copied
to the custom declaration lines.

Declaration Date Enter the date of the custom declaration.

3. Choose the OK button.

See Also
Print the Factura-Invoice
 Set Up and Create Letters of Attorney
2 minutes to read • Edit Online

The letter of attorney feature enables you to create and print a Letter of Attorney, and to also print a journal of
Letters of Attorney.
Set up numbering for open and released Letters of Attorney. Numbers for open documents are generated after a
new document is created. Numbers for released documents are generated after a document is printed. This
number is documented in the printing form of the document and in the Letter of Attorney journal.
The following procedure shows how to set up the numbering for Letters of Attorney.

To set up a letter of attorney

1. Choose the icon, enter Purchases & Payables Setup, and then choose the related link.
2. On the Background Posting FastTab, fill in the Letter of Attorney Nos. and Released Letter of Attorney
Nos. fields.
3. Choose the OK button.
The following procedure shows how to create a Letter of Attorney.

To create a letter of attorney

1. Choose the icon, enter Letters of Attorney and then choose the related link.
2. Create a new document and fill in the fields in the following table.

FIELD DESCRIPTION

Letter of Attorney No. Enter the number of the printed document. This number is
documented in the printing form of the document and in
the Letter of Attorney journal. This field is filled in
automatically from the numbering series.

Employee No. Enter the employee number.

Employee Full Name Specifies the name of the employee. The field is filled in
automatically from the Employee Card.

Employee Job Title Specifies the job title of the employee. The field is filled in
automatically from the Employee Card.

Source Document Type Enter the type of source document. You can create a
Letter of Attorney (header and lines) on the basis of an
existing purchase document that is not yet posted.

Source Document No. Enter the source document number.

Buy-from Vendor No. Specifies the vendor number. The field is filled in
automatically from the purchase document when a source
document is chosen. You can manually choose the vendor.
 FIELD DESCRIPTION

Buy-from Vendor Name Specifies the name of the vendor. The field is filled in
automatically from the Vendor Card.

Document Description Specifies information about the source document. The field
is filled in automatically, but you can also manually enter
the document description.

Realization Check Specifies the document that is realized.

Document Date Enter the date of the Letter of Attorney. This field is filled
in with the work date by default. Manually enter the date
of the document, if needed.

Validity Date Enter the validity date of the document. This field is filled
in by default, with the date that occurs 15 days after the
document date. Manually enter the validity date, if
needed.

Status Specifies the status of the document.

No. Enter the number of the open document. This field is filled
in automatically from the numbering series.

3. Choose the OK button.

See Also
Set Up Responsible Employees and Advance Statements
 Russian Payables Reports
7 minutes to read • Edit Online

The payables report feature enables you to view the vendor general ledger turnover for general ledger accounts
for finance entries with the source type Vendor on the screen and in the form of a printed report. The following
reports are also provided:
Vendor General Ledger Turnover (page 12407)
Vendor General Ledger Turnover (report 12451)
Vendor Accounting Card (report 12445)
Vendor Turnover (report 12444)
Vendor Posting Group Turnover (report 12443)
Vendor Entries Analysis (report 12446)
Vendor Reconciliation Act (report 14911)

Vendor General Ledger Turnover (Page 12407)

The Vendor General Ledger Turnover page is an electronic window that shows the vendor turnover for general
ledger accounts in the context of vendors.
To access this window, choose the Financial Management action, choose the Payables action, and then choose
the Turnover action. This window contains all the information about a vendor's entries such as the general ledger
entries with the source type Vendor with the amounts in local currency (LCY ).
The lines of the window contain the information listed in the following table.

COLUMN DESCRIPTION

No. Select this column to enter the vendor number. This column is
not editable.

Name Select this column to enter the vendor name. This column is
not editable.

Vendor Posting Group Select this column to enter the vendor posting group. This
column is not editable.

Starting Balance LCY, Debit Amount (LCY), Credit Amount Select this column to enter the balance at the beginning and
(LCY), Ending Balance LCY, Net Change (LCY). the end of the period, debit amount, credit amount, and net
change for the period. All amounts are shown in the local
currency. The values of these columns are calculated for all the
general ledger entries with the source type Vendor. These
columns are not editable.

The following procedure shows how to access the window with the option for the Vendor action.
Choose the Vendor action, choose the Vendor G/L Turnover action, and then choose the Card action
(SHIFT+F5 Hot Key) to view the vendor card for the selected line.

Vendor General Ledger Turnover Report (Report 12451)

The Vendor General Ledger Turnover report is used to analyze turnover as well as for analysis of the vendor
account balances. It is usually printed monthly, but can be printed for any given period.
The following procedure shows how to access the Vendor General Ledger Turnover report.
1. Choose the Financial Management action, choose the Payables action, and then choose the Turnover
action.
2. Choose the Vendor G/L Turnover action, choose the Print action, and then choose the G/L Turnover action.
The Options FastTab contains the fields listed in the following table.

FIELD DESCRIPTION

Rounding Precision Select this field to choose the required rounding precision
such as 0.001, 0.01, 1, or 1000.

Replace zero values by blanks Select this field to replace zero values with blanks during
printing.

Skip zero lines Select this field to exclude lines with zero values.

Vendor Accounting Card Report (Report 12445)

The Vendor Accounting Card report provides the following information for all of a vendor's entries for a
specific period:
Starting balance
Posting date
Document number
Description
Net change debit
Net change credit
Document type
Ending balance
This report is usually printed monthly and on the date of inventory, but can be printed for any given period.
The following procedure shows how to access the Vendor Accounting Card report.
1. Choose the Financial Management action, choose the Payables action, and then choose the Turnover
action.
2. Choose the Vendor G/L Turnover action, choose the Print action, and then choose the Vendor Accounting
Card action.
The Vendor FastTab of the request page contains the same fields as the Vendor FastTab of the Vendor General
Ledger Turnover report. On the Options FastTab, you can select the New page for Vendor check box to print
the information for each vendor on a separate page.

Vendor Turnover Report (Report 12444)

The Vendor Turnover report is used to print the data about a vendor's entries for a specific period in the context
of separate contracts (agreements). The system fills in the following information about the vendor:
Starting balance (debit or credit at the start of the period)
Net change (debit or credit)
Ending balance (debit or credit at the end of the period)
To access the Vendor Turnover report
Choose the icon, enter Vendor Turnover, and then choose the related link.
The Vendor FastTab of the request page contains the same fields as the Vendor FastTab of the Vendor General
Ledger Turnover report. On the Options FastTab, you can specify the same format options as on the Options
FastTab of the Vendor General Ledger report.
The Options FastTab contains the fields listed in the following table.

FIELD DESCRIPTION

Rounding Precision Select this field to choose the required rounding precision
such as 0.001, 0.01, 1, or 1000.

Replace zero values by blanks Select this field to replace zero values with blanks during
printing.

Skip accounts without net changes Select this field to exclude lines without net changes within
the period.

Skip accounts with zero ending balance Select this field to exclude lines with zero ending balances at
the end of the period.

Skip zero lines Select this field to exclude lines with zero values.

Vendor Posting Group Turnover Report (Report 12443)

The Vendor Posting Group Turnover report is used to print information on the vendor's entries that are
accumulated in the vendor posting groups. The printed data contains the following information:
Vendor posting group code
Vendor posting group name
Starting balance (debit or credit)
Net change (debit or credit)
Ending balance (debit or credit)
To access the Vendor Posting Group Turnover report
Choose the Financial Management action, choose the Payables action, choose the Reports action, and then
choose the Vendor Posting Group Turnover action.
On the Vendor Posting Group FastTab of the request page, you can specify the vendor posting group code or a
range of vendor posting group codes, depending on whether you want to print the report for one vendor posting
group, or for a range of vendor posting groups.
On the Options FastTab, you can specify the same format options as on the Options FastTab of the Vendor
General Ledger Turnover report.

Vendor Entries Analysis Report (Report 12446)

The Vendor Entries Analysis report shows the vendor's liabilities at the beginning and at the end of the period,
entry analysis, and invoice discharging. The printed data contains the following information:
Posting date
Document number
 Document name
Type (payment, invoice)
Amount
Amount closed
Payment date
This report enables you to determine the invoice and payment interdependence, and it also shows closed entries,
due invoices, partially discharged invoices, and vendor prepayment amounts.
To access the Vendor Entries Analysis report.
Choose the Financial Management action, choose the Payables action, choose the Reports action, and then
choose the Vendor Entries Analysis action.
On the Vendor FastTab of the request page, you can define the vendor number or a range of numbers, depending
on whether you want to print the report for one vendor or for a number of vendors. On the Options FastTab, you
can specify the format options listed in the following table.

PARAMETER DESCRIPTION

Starting Date Select this option to specify the start date of the period.

Ending of period Select this option to specify the end date of the period.

Report Currency Select this option to specify the currency you want to use in
the report. You can choose: - Local currency - Transaction
currency

New Page For Vendor Select this option to print the data for each vendor on a
separate page.

Vendor Reconciliation Act Report (Report 14911)

The Vendor Reconciliation Act report shows the payments or liabilities of the vendor. It is used for the
reconciliation of mutual payments of contractors.
To access the Vendor Reconciliation Act report
Choose the Financial Management action, choose the Payables action, choose the Reports action, and then
choose the Vendor Reconciliation Act action.
The following levels of details are possible:
Full Detail
Partial Detail
None
Full Detail
If Full Detail is selected as the detail level, the report prints the following data for each document for the current
and previous periods:
Document number and the numbers of the documents connected with it.
The balance on each document (debit or credit)
Document date
Description
The report prints the following on the right side of the window (vendor's data) if Print Contactor Data is active
on the Options FastTab of the request page:
Document amount
Debit
Credit
Partial Detail
If Partial Detail is selected as the detail level, the report displays the balance on each document for the current and
previous periods, but does not display the connections to the invoices, credit notes, and payments.
None
If None is selected as the detail level, the report shows the following information for each vendor:
The balance at the beginning of the period
Net changes for the period
The balance at the end of the period
Amount of the vendor liabilities
General managers' signatures
On the Vendor FastTab of the request page, you can define the vendor number or a range of numbers, depending
on whether you want to print a report for one vendor or for a number of vendors.

See Also
Russian Receivables Reports
Set Up Customer and Vendor Agreements
 Russian Receivables Reports
6 minutes to read • Edit Online

The receivables report feature enables you to view the customer general ledger turnover for finance entries of
general ledger accounts with the source type Customer. The following reports are also provided:
Customer General Ledger Turnover (report 12450)
Customer Accounting Card (report 12441)
Customer Turnover (report 12439)
Customer Posting Group Turnover (report 12440)
Customer Entries Analysis (report 12442)
Customer Reconciliation Act (report 14910)

Customer General Ledger Turnover Report (Report 12450)

The Customer General Ledger Turnover report is used to analyze the turnover and to analyze customer
account balances. It is usually printed monthly, but it can be printed for any given period.
The Options FastTab contains the fields listed in the following table.

FIELD DESCRIPTION

Rounding Precision Select this field to choose the required rounding precision:
0.001, 0.01, 1, or 1000.

Replace zero values by blanks Select this field to replace zero values with blanks during
printing.

Skip zero lines Select this field to exclude lines with zero values.

Print Agreements if it is selected, all amounts in reports will be calculated and

shown in the section of agreements.

Customer Accounting Card Report (Report 12441)

The Customer Accounting Card report provides the following information for all of a customer's entries for a
specific period:
Starting balance
Posting date
Document number
Description
Net change debit
Net change credit
Document type
Ending balance
It is printed monthly and on the date of inventory, but can be printed for any given period.
The following procedure shows how to access the Customer Accounting Card report.
1. Choose the Financial Management action, choose the Receivables action, and then choose the Turnover
action.
2. Choose the Customer G/L Turnover action, choose the Print action, and then choose the Customer
Accounting Card action.
The Customer FastTab of the request page contains the same fields as the Customer FastTab of the Customer
General Ledger Turnover report. On the Options FastTab, you can select the New page per Customer field to
print the information for each customer on a separate sheet.

Customer Turnover Report (Report 12439)

The Customer Turnover report is used to print the data about a customer's entries for a specific period. It can
also be created for customers separately for agreements. The printed data contains the following information:
Number
Name
Starting balance (debit or credit at beginning of the period)
Net change (debit or credit)
Ending balance (debit or credit at end of the period)
To access the Customer Turnover report
Choose the Financial Management action, choose the Receivables action, choose the Reports action, and
then choose the Customer Turnover action.
The Customer FastTab of the request page contains the same fields as the Customer FastTab of the Customer
General Ledger Turnover report.
The Options FastTab contains the fields listed in the following table.

FIELD DESCRIPTION

Rounding Precision Select this field to choose the required rounding precision:
0.001, 0.01, 1, or 1000.

Replace zero values by blanks Select this field to replace zero values with blanks during
printing.

Skip accounts without net changes Select this field to exclude lines without net changes within
the period.

Skip accounts with zero ending balance Select this field to exclude lines with zero ending balances at
the end of the period.

Skip zero lines Select this field to exclude lines with zero values.

Customer Posting Group Turnover Report (Report 12440)

The Customer Posting Group Turnover report is used to print information on the customer's entries that are
accumulated in the customer posting groups. The printed data contains the following information:
Customer posting group code
Customer posting group name
Starting balance (debit or credit)
Net change (debit or credit)
 Ending balance (debit or credit)
To access the Customer Posting Group Turnover report
Choose the Financial Management action, choose the Receivables action, choose the Reports action, and
then choose the Customer Posting Group Turnover action.
On the Options FastTab, you can specify the same format options as on the Options FastTab of the Customer
General Ledger Turnover report.

Customer Entries Analysis (Report 12442)

The Customer Entries Analysis report shows the customer's liabilities at the beginning and at the end of the
period, entry analysis, and invoice discharging. The printed data contains the following information
Posting date
Document number
Document name
Type (payment, invoice)
Amount
Amount closed
Payment date
This report shows all the entries of the customer for a certain period. The analysis of the report enables you to
determine the invoice and payment interdependence, shows closed entries, due invoices, partially discharged
invoices, and customer prepayment amounts.
To access the Customer Entries Analysis report
Choose the Financial Management action, choose the Receivables action, choose the Reports action, and
then choose the Customer Entries Analysis action.
On the Customer FastTab of the request page, define the customer number or a range of numbers, depending on
whether you want to print the report for one customer or for a range of customers. On the Customer Ledger
Entry FastTab, you can enter a filter value for one document or for a range of documents.
On the Options FastTab, you can specify the format options listed in the following table.

PARAMETER DESCRIPTION

Starting Date Enter the start date of the period.

Ending of period Enter the end date of the period

Report Currency Enter currency that you want to use in the report. You can
choose: - Local currency - Transaction currency

New Page For Customer Select this field to print the data for each customer on a
separate page.

Customer - Reconciliation Act (Report 14910)

The Customer – Reconciliation Act report shows the payments or liabilities of the customer. It is used for the
reconciliation of mutual payments of contractors.
To access the Customer – Reconciliation Act report
 Choose the Financial Management action, choose the Receivables action, choose the Reports action, and
then choose the Customer - Reconciliation Act action.
The following levels of detail are possible:
Full
Partial
None
Full Detail
If Full is selected as the detail level, the report prints the following data for each document for the current and
previous periods:
Document number and numbers of documents connected with it
The balance on each document (debit or credit)
Document date
Description
The report prints the following information on the right side of the window (customer's data) in case the Print
Contactor Data check box is selected on the Options FastTab of the request page:
Document amount
Debit
Credit
Partial Detail
If Partial Detail is selected as the detail level, the report shows the balance on each document for the current and
previous periods, but no connections to the invoices, credit notes, and payments.
None
If None is selected as the detail level, the report shows, for each customer, the balance at the beginning of the
period, net changes for the period, and the balance at the end of the period. It also shows the amount of the
customer liabilities.
On the Options FastTab, you can specify the format options listed in the following table.

PARAMETER DESCRIPTION

Starting Date Enter the start date of the period.

Ending Date of the Period Enter the end date of the period.

Report Currency Enter the currency that you want to use in the report. You
can choose any currency from the glossary of currencies.

Detailed Select one of these values: - Full - Partial - None

See Also
Russian Payables Reports
Set Up Customer and Vendor Agreements
 Set Up Customer Prepayments
2 minutes to read • Edit Online

Prepayments are advance payments on sales orders that are received, invoiced, and posted before the final invoice
is issued. For example, you may require a deposit before you manufacture and ship an item to a customer.
Prepayments let you invoice and collect advance payments from customers and post the payments against the
correct invoices and accounts.

To set up customer prepayments

1. Choose the icon, enter Sales & Receivables Setup, and then choose the related link.
2. On the Numbering FastTab, verify that the number series for the Posted Prepmt. Inv. Nos. is the same as
the Posted Invoice Nos.. Also verify that the number series for the Posted Prepmt. Cr. Memo Nos. is
the same as the Posted Credit Memo Nos..
3. On the Prepayment FastTab, enter the following information.

FIELD DESCRIPTION

Use Prepayment Account Select to post prepayments using the subaccount specified
in the Prepayment Account field in the Customer
Posting Groups window.

Create Prepayment Invoice Select to create an invoice for the prepayment. If this field
is not selected, an invoice for the prepayment will not be
created.

Posted Prepayment Nos. Enter the code of the number series that you want to use
for prepayment invoices.

Posted PD Doc. Nos. Enter the code of the number series that you want to use
for prepayment documents.

PD Doc. Nos. Type Select if you want to use a number series or symbol to
identify prepayment documents.

Symbol for PD Doc. Enter a symbol to be printed on prepayment documents.

PD Gains Condition Dim Value Enter the code for the dimension that is used to generate
conditional prepayment gains.

PD Losses Condition Dim Value Enter the code for the dimension that is used to generate
conditional prepayment losses.

PD Gains Kind Dim Value Enter the code for the dimension that is used to generate
payment in kind prepayment gains.

PD Losses Kind Dim Value Enter the code for the dimension that is used to generate
payment in kind prepayment gains.

4. Open the Customer Posting Groups window.

5. In the Prepayment Account field, specify the general ledger accounts that you want to use for posting
customer prepayments.
6. Choose the Close button to close the window and save your entries.
You can now invoice and collect advance payments from customers and post the payments to the correct invoices
and accounts.

See Also
Invoicing Prepayments
Walkthrough: Setting Up and Invoicing Sales Prepayments
 Set Up Vendor Prepayments
2 minutes to read • Edit Online

Prepayments are advance payments on purchase orders that are paid before the final invoice is issued. For
example, you may be required by a vendor to prepay 20 percent of the invoice amount on a manufactured item.
Prepayments allow you track and record advance payments on purchase invoices.

To set up vendor prepayments

1. Choose the icon, enter Purchases & Payables Setup, and then choose the related link.
2. On the Numbering FastTab, verify that the number series for the Posted Prepmt. Inv. Nos. is the same as
the Posted Invoice Nos.. Also verify that the number series for Posted Prepmt. Cr. Memo Nos. is the
same as the Posted Credit Memo Nos..
3. On the Prepayment FastTab, enter the following information.

FIELD DESCRIPTION

Use Prepayment Account Select to post prepayments using the special subaccount
specified in the Prepayment Account field in the Vendor
Posting Groups window.

Posted PD Doc. Nos. Enter the code of the number series that you want to use
for prepayment documents.

PD Doc. Nos. Type Select if you want to use a number series or symbol to
identify prepayment documents.

Symbol for PD Doc. Enter a symbol to be printed on prepayment documents.

PD Gains Condition Dim Value Enter the code for the dimension that is used to generate
conditional prepayment gains.

PD Losses Condition Dim Value Enter the code for the dimension that is used to generate
conditional prepayment losses.

PD Gains Kind Dim Value Enter the code for the dimension that is used to generate
payment in kind prepayment gains.

PD Losses Kind Dim Value Enter the code for the dimension that is used to generate
payment in kind prepayment losses.

4. Open the Vendor Posting Groups window.

5. In the Prepayment Account field, specify the general ledger accounts that you want to use for posting
vendor prepayments.
6. Choose Close to close the window and save your entries.
You can now track and record advance payments on purchase invoices.
See Also
Invoicing Prepayments
Walkthrough: Setting Up and Invoicing Sales Prepayments
 Posting Vendor and Customer Prepayments
2 minutes to read • Edit Online

In the Russian version, prepayments work in a different way compared to the standard version of Business
Central. When we receive a prepayment, it is necessary by accounting rules to post the prepayment on a separate
account. Therefore, the vendor and customer posting groups have the Prepayment Account field.
Business Central uses this accounts for prepayment entries- Payment with Prepayment check mark.

To post a prepayment
1. On the General Journal page, select the Document Type - Payment and Prepayment check box.
2. Specify the account type and account number, the balance account type, and the balance account number.
3. Post the general journal.

To apply prepayments
1. Go to the Vendor Ledger Entries or Customer Ledger Entries page.
2. Select a line with a posted prepayment, and then choose the Apply action.
3. Select the line with the invoice to which you want to apply the prepayment, and then choose the Set applies-
to ID action.
4. Choose the Post Application action.

See Also
Russia Local Functionality
 Prepayment Differences
2 minutes to read • Edit Online

When you apply a prepayment to an invoice in a foreign currency, Business Central calculates the difference in the
amounts based on currency exchange rates between the invoice and the prepayment and create a prepayment
difference entry for the invoice.
Setup for Purchases
On the Purchases & Payables Setup page, fill in the fields:

FIELD DESCRIPTION

Use Prepayment Account Specifies if you want to post prepayments using the general
ledger account.

Posted PD Doc. Nos. Specifies the number series from which numbers are assigned
to new records.

PD Doc. Nos. Type Specifies if you want to use a number series or symbol to
identify prepayment transaction entries.

Symbol for PD Doc Specifies the symbol that identifies prepayment related
entries.

Setup for Sales

On the Sales & Receivables Setup page, fill in the fields:

FIELD DESCRIPTION

Use Prepayment Account Specifies if you want to post prepayments using the general
ledger account.

Create Prepayment Invoice Specifies if you want to create an invoice for the prepayment.

Posted Prepayment Nos. Specifies the number series from which numbers are assigned
to new records.

Posted PD Doc. Nos. Specifies the number series from which numbers are assigned
to new records.

PD Doc. Nos. Type Specifies if you want to use a number series or symbol to
identify prepayment transaction entries.

Symbol for PD Doc. Specifies a symbol that identifies prepayment related entries.

See Also
Russia Local Functionality
 Set Up Customer and Vendor Agreements
2 minutes to read • Edit Online

The customer and vendor agreements feature provides the following:

A list of agreements for customers and vendors
An agreement card where all the required information about agreements is stored
Synchronization between agreements and dimensions, to enable use of existing reports and dimension
analyses
The following procedure shows how to set up an agreement for a customer, but the procedure for a vendor is
similar and starts from the Purchases & Payables window.

To set up an agreement
1. Choose the icon, enter Sales & Receivables Setup, and then choose the related link.
2. To set up agreement, on the Dimensions FastTab and Numbering FastTabs, enter information in the fields
listed in the following table.

FIELD DESCRIPTION

Dimension Agreement Select a dimension code for agreements.

Synch. Agreement Dimension Select this field to create a dimension value code after
agreements is created, and the dimension value codes are
equal to the agreement codes.

Customer Agreement Nos. Select the customer agreement number series.

To create a customer or vendor agreement

1. Choose the icon, enter Customers, and then choose the related link.
2. Select a customer from the list, and then choose the Edit action.
3. Expand the Agreements FastTab, and modify the Agreement Posting field.
4. Choose the Agreements action. In the Customer Agreements window, choose the New action.
5. In the Customer or Vendor Agreement card, enter the information in the following fields listed in the
table.

FIELD DESCRIPTION

Code Enter the code for an agreement. Enter a maximum of 20

characters, both numbers and letters. It is created by
default from the number series set up in the General
Ledger Setup form.

Description Enter the description of the agreement. Enter a maximum

of 250 characters, both numbers and letters.
 FIELD DESCRIPTION

Source No. Select this field to see the number of the vendor or
customer for whom the agreement is created.

Source Name Enter the name of the vendor or customer for whom the
agreement is created. The source name is automatically
retrieved from the Vendor or Customer table.

Dimension Value Code Enter the dimension value code. Enter agreement and
dimension functionality. The dimension value code is equal
to the agreement code when the Synch. Agreement
Dimensions field is selected in the Sales & Receivables
Setup window.

Starting Date Enter starting date of the period for which you want to
use the agreement.

Expire Date Enter the expiration date of the agreement.

Blocked Select this field to prevent posting of entries on the

agreement. When you try to create a document with a
blocked agreement, an error message is displayed. An
agreement is usually blocked after the expiration date.

On the Navigate tab, you can find the following functions:

List - Shows a list of customer or vendor agreements.
Ledger Entries - Shows customer or vendor ledger entries posted with this agreement code.
The agreements are fully synchronized with dimensions. You can post transactions and choose the dimension
value code of the appropriate agreement from the list of agreements.

See Also
Russian Receivables Reports
Russian Payables Reports
 Overview - Fixed Assets
2 minutes to read • Edit Online

In Russia, there are specific Business Central features that you can use to track and manage your fixed assets. You
can use fixed assets functionality to manage depreciation and maintenance costs, track the movement of fixed
assets, manage the sale or disposal of fixed assets, and generate various reports and statistics.

Getting Started with Fixed Assets

Use the following table to learn more about the fixed asset features that are available for Russia.

TOPIC DESCRIPTION

Calculate Assessed Tax Enables you to calculate the assessed tax for fixed assets.

Depreciation Bonus Enables you to include fixed asset and capital investment
expenses in the current period.

Set Up Fixed Asset Depreciation Enables you to understand and use depreciation methods
that are unique to Russia.

Fixed Asset Charges Enables you to include additional charges on the purchase of
fixed assets in the fixed asset acquisition cost.

Gratuitous receipt of fixed assets Specifies how to post gratuitous receipt of fixed assets

Fixed Asset Inventory Enables you to generate, process, filter, and print fixed asset
inventory lists for auditing in compliance with legal
requirements.

Fixed Asset Locations and Employees Enables you to manage the movement and history of fixed
assets.

Fixed Asset Turnover Enables you to manage the turnover of fixed assets.

Create Future Expense Journals Enables you to post expenses to a special account that are
later included as expenses.

Create a Fixed Asset Charge Specifies how to create a new fixed asset charge.

Create a Credit Memo for a Fixed Asset Charge Specifies how to fix an error on a fixed asset charge of an
invoice using a credit memo.

Selling Fixed Assets Specifies how to sale fixed asset

Release, Track, and Write-Off Fixed Assets Specifies how to release, track, and write-off the fixed assets
of your organization.

View Posted Entries on a Fixed Asset Charge Specifies how to view all posted fixed asset entries for each
fixed asset charge code.
TOPIC DESCRIPTION

Set Up an Intangible Assets Account Enables you to post intangible asset transactions to a special
intangible assets account.

Account for the Cost to Dispose a Fixed Asset Enables you to account for the cost to dispose a fixed asset as
an expense.

Undepreciable Fixed Assets Enables you to recognize the complete cost of a fixed asset at
the time of acquisition.
 Calculate Assessed Tax
2 minutes to read • Edit Online

The assessed tax feature enables you to calculate the assessed tax for fixed assets. The assessed tax is based on the
information provided in the Fixed Asset Setup window. You can also export the results of the calculated tax as a
Microsoft Office Excel template.
To work with the functionality of calculating assessed tax, you must specify the following settings:
- parameters in the Fixed Asset Setup page
- create and fill Tax authorities page
- fill in information about the organization
- create current directories
- fill in the parameters in the fixed asset cards

To calculate assessed tax

1. Choose the icon, enter Assessed Tax Allowances, and then choose the related link.
2. In the Assessed Tax Allowances window, fill in the fields as described in the following table.

FIELD DESCRIPTION

Code Specifies the code for the assessed tax that is associated
with the fixed asset.

Name Specifies the name of the assessed tax code.

3. Choose the OK button.

4. Choose the icon, enter Assessed Tax Codes, and then choose the related link.
5. In the Assessed Tax Codes window, fill in the fields as described in the following table.

FIELD DESCRIPTION

Code Specifies a code for an assessed tax allowance.

Description Specifies a description for the assessed tax code.

Region Code Specifies a two-character region code that is used

together with the Tax Authority No. field to determine the
OKATO code.

Rate % Specifies the tax rate for the assessed tax. If there are any
tax allowances that reduce the tax rate, they must be
included in the rate percentage.
 FIELD DESCRIPTION

Dec. Rate Tax Allowance Code Specifies a code for the assessed tax allowance code that
reduces the calculated assessed tax amount according to
the tax allowances directory. This code is defined in the
Assessed Tax Allowance table.

Dec. Amount Tax Allowance Code Specifies the amount of an assessed tax allowance.

Decreasing Amount Specifies the value to be used in the assessed tax

calculation if there is a tax allowance that reduces assessed
taxes.

Exemption Tax Allowance Specifies a code for an assessed tax allowance exemption.
This code is defined in the Assessed Tax Allowance table.

Decreasing Amount Type Specifies whether the decreasing amount value is a

percentage or an amount.

6. Choose the Close button.

7. Choose the icon, enter OKATO Codes, and then choose the related link.
8. In the OKATO Codes window, fill in the Region Code and the Tax Authority No. fields, and then choose
the OK button.
9. Choose the icon, enter Fixed Assets, and then choose the related link.
10. On the Assessed Tax FastTab, fill in the fields as described in the following table.

FIELD DESCRIPTION

Assessed Tax Code Specifies the assessed tax code that is associated with the
fixed asset.

Property Type Specifies the property type of the fixed the fixed asset.
Property types include: Immovable UGSS Property,
Immovable Distributed Property, Other Property, and
Special Economic Zone Property.

Book Value per Share Specifies the book value of the fixed asset, per share.

OKATO Code Specifies the region where the current fixed asset is
situated.

Tax Amount Paid Abroad Specifies the amount of tax that was paid abroad for the
fixed asset.

11. Choose the OK button.

12. To print the assessed tax declaration, you have to first import the declaration template. In the Fixed Asset
Setup window, select the template name from the Templates FastTab.
13. Choose the icon, enter Calculate Assessed Tax, and then choose the related link.
14. In the Calculate Assessed Tax window, fill in the Tax Authority No., Year, and the Reporting Period
fields.
15. Choose the OK button.

See Also
Fixed Assets
Setting Up Fixed Assets
 Depreciation Bonus
2 minutes to read • Edit Online

Depreciation bonus is an accelerated depreciation method applied in tax accounting because of provisions in the
Russian tax laws. A depreciation bonus enables you to include fixed asset and capital investment expenses in the
current period at the rate of 10 percent or 30 percent.

Depreciation Bonus Calculation

A depreciation bonus can be calculated and applied for the following types of transactions:
Acquisition costs of fixed assets.
Acquisition costs and appreciation of capital investments for all previous periods excluding the current period.
The rate of the depreciation bonus is 10 percent or 30 percent, depending on the class of the fixed asset. The rate is
set for a depreciation group using the Depr. Bonus Percentage field in the Depreciation Group window.
After the depreciation bonus is calculated and posted for a period, all transactions are cleared in preparation for
the next period.

Depreciation Bonus Settings

Before depreciation bonus is calculated, you will have to make sure that the appropriate settings have been applied
in the Tax Register Setup window. Use the information in the following table to apply depreciation bonus
settings.

FIELD DESCRIPTION

Rel. Act as Depr. Bonus Base Select if you want fixed asset releases to be used to calculate
the depreciation bonus base.

Depr. Bonus TD Code Enter a tax difference code that is used to calculate the
depreciation bonus. The selected tax difference code should be
identified as a depreciation bonus during tax difference setup.

Depr. Bonus Recovery from Enter the starting date from which depreciation is recovered if
the fixed asset is sold. If the fixed asset is sold before this date
and the depreciation bonus has already been applied, the
depreciation bonus will not be recovered.

Depr. Bonus Recov. Per. (Year) Enter the period in which the depreciation bonus is recovered
if the fixed asset is sold.

Depr. Bonus Recovery TD Code Enter the tax difference code that is used to calculate the
depreciation bonus recovery amount in tax accounting.

Selecting and Canceling Depreciation Bonus Transactions

Depreciation bonus transactions should be posted before the monthly depreciation amount is calculated and
posted.
To select depreciation bonus transactions for posting for a period, select Depr. Bonus in the Fixed Asset Journal
window and the Fixed Asset G/L Journal window.
You can cancel depreciation bonus transactions by running the Cancel FA Ledger Entries batch job. After posting
the depreciation bonus cancellation, all operations that are included in the depreciation bonus base must be
manually selected as the depreciation bonus base.

See Also
Fixed Assets
 Fixed Asset Charges
2 minutes to read • Edit Online

You can use fixed asset charges to include additional charges on the purchase of fixed assets in the fixed asset
acquisition cost. For more information, see Create a Fixed Asset Charge.
You can change the fixed asset acquisition cost in the following scenarios:
After service
Repair
Modernization
Partial write-off
Revaluation
In addition, you can also specify how the fixed asset will be depreciated. You can use various depreciation methods
for your fixed assets. If you want to depreciate one or more fixed assets by several depreciation methods, you must
set up multiple fixed asset depreciation methods.

See Also
Create a Fixed Asset Charge
Create a Credit Memo for a Fixed Asset Charge
View Posted Entries on a Fixed Asset Charge
Setting Up Fixed Assets
 Gratuitous Receipt of Fixed Assets.
2 minutes to read • Edit Online

Posting gratuitous receipt of fixed assets operation is registered in one of the sections of the Ledger journal for
fixed assets:
1. Go to Financial management > Fixed Assets > Journals > FA G/L Journals
2. Fill the journal lines:

FIELD DESCRIPTION

Posting Date Enter the transaction date. Financial transactions and

operations with fixed assets will be generated on the same
date.

Document No. Depending on the settings of the journal section, the

document number is entered manually or filled in
automatically.

Document Type Not fill

Account Type Fixed Asset

Account No. Code of Fixed Asset

Depreciation Book Code Specify the code of the depreciation book in which the
Acquisition of fixed assets is posted.

FA Posting Type Acquisition Cost

Description You must enter a brief description of the business transaction.

This description will be reflected in all transaction books and
statements of transactions.

Amount Enter the amount of the transaction with the "+ " sign.

Bal. Account Type G/L Account

Bal. Account No. G/L Account for accounting of deferred income.

TAX Difference Code Tax difference code for the acquisition of fixed assets.

3. Post the line.

NOTE
Since the fixed asset was not acquired by the organization, it does not have the right to apply a depreciation bonus for such
an asset. Therefore, if the company enjoys the right of application of the depreciation bonus should exclude the cost of
acquisition of the asset from the calculation base for the depreciation bonus.
4. If the option Create Acquis. FA Tax Ledger turned off in TAX Register Setup, then the value of the fixed
asset issued in this way is not reflected in the depreciation book for tax accounting. Therefore, it is necessary to
form an additional operation in FA Journals.
5. Fill the line FA Journals.

FIELD DESCRIPTION

Posting Date Enter the transaction date. Financial transactions and

operations with fixed assets will be generated on the same
date.

Document No. Depending on the settings of the journal section, the

document number is entered manually or filled in
automatically.

Document Type Not fill

Account Type Fixed Asset

FA No. Code of Fixes Asset

Depreciation Book Code Specify the code of the depreciation book in which the
Acquisition of fixed assets is posted.

FA Posting Type Acquisition Cost

Description You must enter a brief description of the business transaction.

This description will be reflected in all transaction books and
statements of transactions.

Amount Enter the amount of the transaction with the "+ " sign.

6. As a result of posting FA Journals, an acquisition entry is generated in the fixed asset Ledger for the
depreciation book for tax accounting.

See Also
Fixed Assets
 Fixed Asset Inventory
2 minutes to read • Edit Online

The fixed assets inventory feature enables you to:

Process inventory auditing of fixed assets in accordance with legal requirements.
Generate electronic inventory lists of fixed assets that are to be inventoried with calculated quantities and
amounts.
Divide the inventory lists by the physical locations of fixed assets (by Fixed Asset Location code).
Filter the inventory lists by other analytics (such as responsible employee).
Print the forms with inventory lists that show all inventoried fixed assets, as well as lists that show the fixed
assets with differences only in quantities or amounts.
Print unified fixed asset forms.

Inventory Lists of Fixed Assets

You must create inventory lists of fixed assets with calculated quantities and amounts for inventory auditing. The
lists are divided by analytics such as physical locations and employees responsible for certain fixed assets.
You can create special templates in the Fixed Asset Journal window.
The following procedure shows how to generate a list of fixed assets that are to be inventoried.
1. Choose the icon, enter FA Journals, and then choose the related link.
2. Choose the Calculate FA action. The request form of a report that makes fixed asset inventory lists is
displayed.
3. On the Fixed Asset FastTab, filter the fixed assets.

NOTE
They can be filtered by any parameter from the Fixed Asset card, such fixed asset location or responsible employee.

The parameters listed in the following table are on the Options FastTab.

PARAMETER DESCRIPTION

Fixed Asset Journal Template Select the fixed asset journal template to work with the fixed
assets list during the inventory auditing process. It is filled by
default with the fixed asset journal template.

Depreciation Book Code Select the depreciation book with the records, which will be
calculated by quantities and amounts.

Starting Document No. Specify the document number used to make lines in the fixed
asset journal.

Document Date Specify the document date.

 PARAMETER DESCRIPTION

Posting Date Specify the posting date. The quantities and amounts are
calculated on this date. The Posting Date field is also filled
with this value.

Show Fixed Asset with Book Value = 0 Select this field to create fixed asset journal lines for fixed
assets which have a book value of zero.

The report creates one batch in the fixed asset journal template for every fixed asset location that is filtered in the
request form. For every fixed asset that is filtered, one journal line is created in the batch according to its location.
A journal batch is created for fixed assets in each fixed asset location.
The following procedure shows how to begin inventory auditing by fixed asset locations.
1. Select the batch according to the fixed asset location, and choose ОК.

NOTE
You can view the fixed assets lines that are filtered in the report and the lines that are in this fixed asset location.

2. Place the columns of the fixed asset journal so that you can view calculated and actual quantities and
amounts. They are reflected in the following fields:
Actual Quantity
Calc. Quantity
Actual Amount
Calc. Amount

NOTE
The amount value is the book value of the fixed asset.

See Also
Fixed Asset Locations and Employees
 Fixed Asset Locations and Employees
2 minutes to read • Edit Online

The fixed assets locations and the fixed assets employees feature enable you to:
Control the movement of fixed assets and to keep the history of the movements of fixed assets between
locations and responsible employees.
Enter the fixed assets location and responsible employee in documents and journals for fixed asset posting.
This information is reflected in fixed assets operations.
Create reports and calculations that use the history of the movements of fixed assets. You can also connect
employees (by default), locations (item location), and regions in an official classification (OKATO code) to any
fixed assets location.

Setup
The following procedure shows how to make sure the FA Location Code and Employee No. fields are always
filled in for fixed assets.
1. Choose the icon, enter *FA Setup, and then choose the related link.
2. On the General FastTab, select the FA Location Mandatory check box.

NOTE
When this field is selected, fixed asset posting procedures are controlled as long as they generate fixed asset operations with
a non-zero value in the Quantity field.

1. Select the Employee No. Mandatory check box.

NOTE
When this field is selected, fixed asset posting procedures are controlled as long as they generate fixed asset operations with
a non-zero value in the Quantity field.

Added Fields
Fields with references to fixed asset locations and responsible employees have been added to the following:
Lines of purchase documents
Fixed asset journals
Fixed asset G/L journals
Fixed asset reclassification journals
Fixed asset acts
If the Employee No. Mandatory or the FA Location Mandatory check box is selected in the Fixed Asset
Setup window, then the fields with references to corresponding tables must be filled in for fixed asset operations.
If you enter a value in the FA Location Code field in a line, then the Employee No. field and Location Code
field (if it exists in the line) are filled with the corresponding default values from the Fixed Asset Location table.
Then the values of the fields can be changed manually.
When posting the documents and journals, the values of these fields are transferred to the corresponding new
fixed asset operations and to corresponding fields in the Fixed Asset cards.

See Also
Fixed Asset Inventory
 Fixed Asset Turnover
2 minutes to read • Edit Online

The fixed asset turnover feature enables you to:

Control the turnover of fixed assets or certain groups of fixed assets.
View useful information about fixed assets in one place.
Compare the posting of one fixed asset in different fixed asset depreciation books.
Post fixed assets financial results monitoring.
The following reports and windows are part of fixed assets:
FA Turnover report
Comparing Depr. Book Entries report
FA Sheet window
FA G/L Turnover window
Fixed Asset G/L Turnover report

Fixed Asset Turnover Report

The FA Turnover report shows the fixed asset turnover. Use the report to view information such as the fixed asset
name, quantity, status, depreciation dates, and amounts. The report can be used as documentation for the
correction of quantities or for auditing.

Comparing Depreciation Book Entries Report

The Comparing Depr. Book Entries report shows the amounts of fixed asset operations of the main types in two
selected depreciation books for all selected fixed assets. You can view the amounts of the acquisition cost, write-
down, appreciation, and depreciation. The report can be used for auditing the posting of fixed asset operations.

Fixed Asset Sheet Window

The FA Sheet window shows information similar to the FA Turnover report, but in a window. It has some
differences in the options set, in extra filtering functionality, and in fields in the layout. The window shows fixed
asset turnover. It runs on the basis of fixed asset depreciation books.

Fixed Asset General Ledger Turnover Window

The FA G/L Turnover window shows financial turnover as a result of fixed asset posting. General ledger entries
are the basis for amounts shown in the window. You can define what is shown in the window by setting filters.

Fixed Asset General Ledger Turnover Report

The Fixed Asset G/L Turnover report is similar to the FA G/L Turnover window, but it is in a printing layout, and
has differences in the options and in the information and fields that can be shown in the layout. You can define
what is included in the report by setting filters.

See Also
Fixed Asset Locations and Employees
Fixed Asset Charges
Fixed Assets
Fixed Asset Inventory
 Create Future Expense Journals
3 minutes to read • Edit Online

Future expense journals are used to post expenses to a special account on a monthly basis. These future expenses
are later included as expenses. VAT is deducted when future expenses are included in current expenses.
You must select Future Expenses in the Type field of the General Journal Templates window. In addition, be
sure you select the Recurring and Copy VAT Setup to Jnl. Lines check boxes in the General. Journal
Templates window.

To create future expense journals

1. Choose the icon, enter VAT Posting Setup, and then choose the related link.
Use the VAT Posting Setup window to create VAT posting groups. For more information, see Report VAT
to Tax Authorities.
2. On the Settlement FastTab, in the VAT Settlement Template field, select a template.
3. Select a batch in the VAT Settlement Batch field. This determines the batch where future expenses and
VAT will be produced.
4. Choose the icon, enter Purchase Invoices, and then choose the related link.
5. Create a purchase invoice for the Deferral general ledger account (97).
6. Create and post the payment and apply the invoice and payment.
VAT is not deducted at this time. It is deducted later, on a monthly basis through the Future Expense Journal.
7. Choose the icon, enter Future Expense Journals, and then choose the related link.
8. In the Future Expense Journal window, fill in the fields as described in the following table.

FIELD DESCRIPTION

FA Posting Date Specifies the fixed asset posting date that is associated
with the future expense journal.

Document No. Specifies the document number that is associated with the
future expense journal.

FA No. Specifies the fixed asset number that is associated with the
future expense journal.

Depreciation Book Code Specifies the depreciation book code that is associated
with the future expense journal.

FA Posting Type Specifies the fixed asset posting type that is associated
with the future expense journal. Fixed asset posting types
include Acquisition Cost, Depreciation, Write-Down,
Appreciation, Custom 1, Custom 2, Disposal,
Maintenance, Salvage Value, and Transfer.
 FIELD DESCRIPTION

Description Specifies the description that is associated with the future

expense journal.

Location Code Specifies the location code that is associated with the
future expense journal.

Amount Specifies the amount that is associated with the future

expense journal.

Depr. Amount w/o Normalization Specifies the depreciation amount without normalizations
that is associated with the future expense journal.

Actual Quantity Specifies the actual quantity that is associated with the
future expense journal.

Calc. Quantity Specifies the calculated quantity that is associated with the
future expense journal.

Actual Amount Specifies the actual amount that is associated with the
future expense journal.

Calc. Amount Specifies the calculated amount that is associated with the
future expense journal.

Actual Remaining Amount Specifies the actual remaining amount that is associated
with the future expense journal.

Salvage Amount Specifies the salvage amount that is associated with the
future expense journal.

No. of Depreciation Days Specifies the number of depreciation days that is

associated with the future expense journal.

Depr. Until FA Posting Date Specifies if the depreciation until fixed asset posting date is
used with the future expense journal.

Depr. Acquisition Cost Specifies if the depreciation acquisition cost is used with
the future expense journal.

Duplicate in Depreciation Book Specifies the duplicate in depreciation book that is

associated with the future expense journal.

FA Error Entry No. Specifies the fixed asset error entry number that is
associated with the future expense journal.

9. Choose the Post action.

The amount entered in the Amount field will be transferred from the Future Expenses account to the Current
Expenses account. VAT will be calculated according to VAT setup (percentage) on the basis of the posted amount,
and VAT deduction (realized VAT) will be posted.

See Also
Fixed Assets
 Create a Fixed Asset Charge
2 minutes to read • Edit Online

The following procedure shows how to create a new fixed asset charge.

To create a fixed asset charge

1. Choose the icon, enter FA Charge Card, and then choose the related link.
2. On the General FastTab, fill in the fields as described in the following table.

FIELD DESCRIPTION

No. Specify the fixed asset charge code.

Description Specify the description of the fixed asset charge.

Gen. Prod. Posting Group Specify the default general product posting group that will
be used for the fixed asset charge code.

VAT Prod. Posting Group Specify the default VAT product posting group that will be
used for the fixed asset charge code.

Global Dimension 1 Code Specify the global dimension code that is associated with
the fixed asset charge.

Global Dimension 2 Code Specify the global dimension code that is associated with
the fixed asset charge.

Exclude Cost for TA Select if you want to exclude the fixed asset charge from
tax accounting.

G/L Acc. For Released FA Specify the general ledger account to post the fixed asset
charge amount to when the fixed asset is released.

Tax Difference Code FA Specify the tax difference code that is associated with the
fixed asset charge.

See Also
Setting Up Fixed Assets
 Create a Credit Memo for a Fixed Asset Charge
2 minutes to read • Edit Online

If you need to fix an error on a fixed asset charge of an invoice, you can post a credit memo for the fixed asset
charge. The following procedure shows how to create a credit memo for the fixed asset charge.

To create a credit memo for a fixed asset charge

1. Choose the icon, enter Purchase Credit Memo, and then choose the related link.
2. Enter the credit memo information for the erroneous fixed asset charge.
3. Post the credit memo.

NOTE
You can also create a credit memo for the fixed asset charge by copying the original invoice.

See Also
Fixed Assets
Russia Local Functionality
 Selling Fixed Assets
2 minutes to read • Edit Online

A sale or transfer of a fixed asset consists of two stages.

Stage 1: Depreciation of fixed assets

1. Go to Departments > Financial management > Fixed Assets > FA G/L Journals.
2. Fill the journal lines:

FIELD DESCRIPTION

Posting Date Specifies the same date as the FA Posting Date field when the
line is posted.

Account Type Fixed Asset

Account No. Fixed asset code to be depreciate

Depreciation Book Code Specifies the code for the depreciation book to which the line
will be posted

FA Posting Type Depriciation

Amount not fill

Bal. Account Type G/L Account

Bal.Account No. G/L Account for expenses related to the sale of fixed assets

Depr. until FA Posting Date Selected

Stage 2: Sale of fixed assets by the sales account

1. Go to Financial management > Receivables > Invoices
2. The fields in the document header are filled in the same way as the sales order fields.
3. Fill the lines:

FIELD DESCRIPTION

Type Fixed Asset

No. Fixed Asset Code

Quantity 1

Unit Price Price of Fixed Asset

4. Post the invoice.

See Also
Fixed Assets
 Release, Track, and Write off Fixed Assets
6 minutes to read • Edit Online

You can manage your fixed assets utilizing the fixed assets acts features in Business Central. Fixed assets acts allow
you to release, track, and write-off the fixed assets of your organization.
The first step to managing your fixed assets is to set up fixed assets numbering and source codes.

To set up fixed asset numbering

1. Choose the icon, enter Fixed Asset Setup, and then choose the related link.
2. On the Numbering FastTab, select a number series for each type of fixed asset transaction.
3. Choose the OK button to close the window and save your entries.

To set up fixed asset source codes

1. Choose the icon, enter Source Code Setup, and then choose the related link.
2. On the Fixed Assets FastTab, select a source code for each type of fixed asset.
3. Choose the OK button to close the window and save your entries.

Releasing Fixed Assets into Service

An asset is recognized as a fixed asset after it is released into service for the organization. You can use the FA
Release Act window to release fixed assets into service.
To release fixed assets into service
1. Choose the icon, enter FA Release Act, and then choose the related link.
2. On the General FastTab, fill in the fields as described in the following table.

FIELD DESCRIPTION

No. Enter the identification number that is assigned to the

fixed asset release.

Posting Description Enter a description for the fixed asset release. A

description is automatically created from the document
type and release number.

Reason Document No. Enter the identification number of the source document
that is the reason for the fixed asset release.

Reason Document Date Enter the date of the source document that is the reason
for the fixed asset release. This information is used in fixed
asset reports and entries.

FA Posting Date Enter the date on which the fixed asset release is posted.
This information is used in fixed asset reports and entries.

External Document No. Enter the number of the external document that relates to
this fixed asset release.
 FIELD DESCRIPTION

Posting No. Enter an identifying posting number to use for the fixed
asset release entry.

Shortcut Dimension 1 Code Enter the department code that is associated with the
fixed asset.

Shortcut Dimension 2 Code Enter the incexp code that is associated with the fixed
asset.

3. On the Lines FastTab, fill in the fields as described in the following table.

FIELD DESCRIPTION

FA No. Enter the identification number that is assigned to the

fixed asset to be released.

Description Enter a description for the fixed asset.

Depreciation Book Code Enter the code for the depreciation book that is used to
post depreciation for the fixed asset. The value is set using
information from the Fixed Asset Setup window.

New Depreciation Book Code Enter an alternative depreciation book code that is used to
post depreciation for the released fixed asset entry.

4. Choose the OK button to post your entries and release the fixed assets into service.

Tracking the Movement of Fixed Assets

Tracking the location and status of fixed assets is an important function within most organizations. For example,
you may want to record the movement of office equipment from a previous location to a new location. You can use
the FA Movement Act window to track the movement of fixed assets and record the status of your fixed assets.
To track the movement of fixed assets
1. Choose the icon, enter FA Movement Act, and then choose the related link.
2. On the General FastTab, fill in the fields as described in the following table.

FIELD DESCRIPTION

No. Enter an identification number that is assigned to the fixed

asset movement entry.

Posting Description Enter a description for the fixed asset movement entry. A
description is automatically created from the document
type and movement number.

Reason Document No. Enter the identification number of the source document
that is the reason for the fixed asset movement.

Reason Document Date Enter the date of the source document that is the reason
for the fixed asset movement. This information is used in
fixed asset reports and entries.
 FIELD DESCRIPTION

FA Location Code Specifies the location of the fixed asset before it being
moved.

New FA Location Code Enter the new location for the fixed asset.

FA Posting Date Enter the date on which the fixed asset movement entry is
posted. This information is used in fixed asset reports and
entries.

External Document No. Enter the number of the external document that relates to
this fixed asset movement entry.

Posting No. Enter an identifying posting number to use for the fixed
asset movement entry.

Shortcut Dimension 1 Code Enter the department code that is associated with the
fixed asset.

Shortcut Dimension 2 Code Enter the incexp code that is associated with the fixed
asset.

3. On the Lines FastTab, fill in the fields as described in the following table.

FIELD DESCRIPTION

FA No. Enter an identification number that is assigned to the fixed

asset movement line entry.

Description Enter a description for the fixed asset movement line

entry.

Status Enter the status of the fixed asset. The options include
Inventory, Montage, Operation, Maintenance, Repair,
Disposed, and Written Off.

Depreciation Book Code Enter the code for the depreciation book that is used to
post depreciation for the fixed asset. The value is set using
information from the Fixed Asset Setup window.

New Depreciation Book Code Enter a new depreciation book code that is used to post
depreciation after the fixed asset movement entry is
posted.

Reason Code Enter a reason code fixed asset movement entry.

4. Choose the OK button to post your entries and record the movement of the fixed asset.

Writing Off the Value of a Fixed Asset

During the sale or disposal of a fixed asset, you may want to write-off the remaining book value of the asset that
has not been depreciated. You can use the FA Writeoff Act window to write-off the remaining value of a fixed
assets.
To write -off the value of a fixed asset
1. Choose the icon, enter FA Writeoff Act, and then choose the related link.
2. On the General FastTab, fill in the fields as described in the following table.

FIELD DESCRIPTION

No. Enter an identification number that is assigned to the fixed

asset write-off entry.

Posting Description Enter a description for the fixed asset write-off entry. A
description is automatically created from the document
type and write-off number.

Reason Document No. Enter the identification number of the source document
that is the reason for the fixed asset write-off.

Reason Document Date Enter the date of the source document that is the reason
for the fixed asset write-off. This information is used in
fixed asset reports and entries.

FA Location Code Specifies the location of the fixed asset.

FA Employee No. Enter the employee number of the person who maintains
possession of the fixed asset.

FA Posting Date Enter the date on which the fixed asset write-off entry is
posted. This information is used in fixed asset reports and
entries.

External Document No. Enter the number of the external document that relates to
this fixed asset write-off entry.

Posting No. Enter an identifying posting number to use for the fixed
asset write-off entry.

Shortcut Dimension 1 Code Enter the department code that is associated with the
fixed asset.

Shortcut Dimension 2 Code Enter the incexp code that is associated with the fixed
asset.

3. On the Lines FastTab, fill in the fields as described in the following table.

FIELD DESCRIPTION

FA No. Enter an identification number that is assigned to the fixed

asset write-off line entry.

Description Enter a description for the fixed asset write-off line entry.

Depreciation Book Code Enter the code for the depreciation book that is used to
post depreciation for the fixed asset. The value is set using
information from the Fixed Asset Setup window.

Item Receipt No. Enter the receipt number from the item sale or disposal
document.
 FIELD DESCRIPTION

Reason Code Enter a reason code for the fixed asset write-off entry.

4. Choose the OK button to post your entries and record the write-off of the fixed asset.

See Also
Fixed Assets
 View Posted Entries on a Fixed Asset Charge
2 minutes to read • Edit Online

You can view all posted fixed asset entries for each fixed asset charge code. The following procedure shows how to
view the posted entries.

To view a posted entry on a fixed asset charge

Choose the icon, enter FA Ledger Entries, and then choose the related link.

See Also
Create a Fixed Asset Charge
 Set Up an Intangible Assets Account
2 minutes to read • Edit Online

The intangible assets accounting feature allows you to post intangible assets to a special account called the
Intangible Assets account. Intangible assets are non-monetary assets that cannot be physically measured. You can
also include current expenses by using monthly depreciation.
The procedure for posting an intangible asset account is similar to the procedure used to post a fixed asset
account.

To set up an intangible asset account

1. Choose the icon, enter Fixed Assets, and then choose the related link.
2. Open the card for a fixed asset.
3. In the Fixed Asset Card window, select Intangible Asset in the FA Type field.
4. Purchase and release the intangible asset. For more information, see Purchase and Release Undepreciable
Fixed Assets.

See Also
Fixed Assets
 Account for the Cost to Dispose a Fixed Asset
2 minutes to read • Edit Online

The maintenance on disposal feature enables you to account for the amount spent to dispose a fixed asset (FA) as
an expense. You can post operations related to spending for the disposal of a fixed asset so that they will be
reflected in the FA Write-Off Act forms.
The expenses of a fixed asset disposal can be posted from general ledger journals, fixed asset journals, and
purchase documents. The following procedure shows how to post the expenses for a fixed asset disposal by using
the Fixed Asset General Ledger Journal.
The expenses on a fixed asset disposal can be printed in the FA Write-off Act FA-4 report and the FA Writeoff Act
FA-4a report.

To set up a maintenance code

1. Choose the icon, enter FA Setup, and then choose the related link.
2. In the Fixed Asset Setup window, on the General FastTab, enter a maintenance code in the On Disposal
Maintenance Code field.
3. Choose the OK button.

To post expenses on a fixed asset disposal

1. Choose the icon, enter FA G/L Journals, and then choose the related link.
2. In the Fixed Asset G/L Journal window, fill in the fields as described in the following table.

FIELD DESCRIPTION

Account Type Select Fixed Asset as the account type.

Account No. Specifies the number of the fixed asset for disposal for
which the expenses are made.

FA Posting Type Select Maintenance as the fixed asset posting type.

Maintenance Code Specifies the maintenance code that is entered in the On

Disposal Maintenance Code field of the Fixed Asset
Setup window.

3. Choose the OK button.

To print a report with expenses on a fixed asset disposal

1. Choose the icon, enter FA Writeoff Act, and then choose the related link.
2. In the FA Writeoff Act window, enter the expenses that are posted for the fixed asset.
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.
 NOTE
If the expenses on the disposal of the fixed asset are made in advance, they are displayed on the second page of the
report.

After the fixed asset write-off report is posted, it becomes the posted fixed asset write-off report.

See Also
Fixed Assets
 Undepreciable Fixed Assets
2 minutes to read • Edit Online

The undepreciable fixed assets feature enables you to repay fixed assets with the whole amount of their
acquisition at the time of their release. It also automatically creates quantity records for these fixed assets in order
to keep records of their existence and movements in quantitative terms.
Create a depreciation book to keep records of the quantities of fixed assets that will be repaid at the time of
release for the amount that they were acquired for. For more information, see Set Up a Quantity Book.

To set up an undepreciable fixed asset

1. Choose the icon, enter Fixed Assets, and then choose the related link.
2. In the Fixed Asset Card window, on the Depreciation FastTab, select the Undepreciable FA field.
3. Choose the OK button.

To create a purchase order for an undepreciable fixed asset

1. Choose the icon, enter Purchase Order, and then choose the related link.
2. Choose the Post action.
3. Choose the OK button.

To create a release order for an undepreciable fixed asset

1. Choose the icon, enter FA Releases, and then choose the related link.
2. Open a release.
3. In the FA Release Act window, choose the Post action.
4. Choose the OK button.

See Also
Fixed Assets
 VAT Overview in the Russian Version
2 minutes to read • Edit Online

VAT is charged on transactions that involve goods and services in Russia or goods imported into Russia.

VAT Calculation
VAT rates in Russia are tiered into three rate levels. Each of these levels can be applied to specific types of goods
and services, for example:
The highest VAT rate is applied to transactions that involve most types of goods and services.
The mid-level VAT rate is applied to transactions that involve a select group of food products, children’s
products, and medical goods.
The lowest VAT rate is a tax incentive that is applied to exported goods.
There are several business activities that are exempt from VAT in Russia. For example, insurance, banking, and
medical transactions are not subject to VAT.
An organization’s VAT liability is calculated as the difference between the VAT due on sales and the VAT from the
cost of the goods or services sold. VAT is calculated for a transaction according to the rates and rules that are in
effect on the day of the transaction.

VAT Payments
For most organizations, VAT payments are required to be submitted no later than the 20th day of the month. The
timely submission of VAT payments is the responsibility of the taxpayer.

See Also
Report VAT to Tax Authorities
Set Up VAT Ledgers
Prepare VAT Entries for Posting
Settlement VAT
Unload books of purchased and sales in XML. VAT Declaration
VAT by customer prepayments
VAT reinstatement
Vendor Tax Agent scheme
 Set Up VAT Ledgers
2 minutes to read • Edit Online

VAT ledgers are used to store details about VAT in transactions that involve goods and services in Russia or goods
imported into Russia. You can create and store different kinds of VAT ledgers. For example, you can create VAT
ledgers for:
Sales to different groups of customers
Sales amount differences and prepayments
Purchases from different vendor groups
To use VAT ledgers, you must specify the relevant number series.

To set up VAT ledgers

1. Choose the icon, enter General Ledger Setup, and then choose the related link.
2. In the General Ledger Setup window, on the Numbering FastTab, fill in the fields as described in the
following table.

FIELD DESCRIPTION

VAT Purch. Ledger No. Series Specifies the number series that you want to use for VAT
ledgers for purchase documents.

VAT Sales Ledger No. Series Specifies the number series that you want to use for VAT
ledgers for sales documents.

You must ensure that vendor purchase documents cannot be posted without stating the invoice date and
number.
3. Choose the icon, enter Vendor Posting Groups, and then choose the related link.
4. In the Vendor Posting Groups window, for the relevant posting groups, select the VAT Invoice
Mandatory field.
Next, you must set up VAT posting. For each VAT posting setup you must specify if entries that use the
setup must be included in VAT ledgers.
5. Choose the icon, enter VAT Posting Setup, and then choose the related link.
6. In the VAT Posting Setup window, for each VAT posting setup, fill in the fields as described in the
following table.

FIELD DESCRIPTION

Not Include into VAT Ledger Specifies if entries that use the setup must be included in
VAT ledgers. For more information, see Not Include into
VAT Ledger.

VAT Exempt Specifies if entries that use this posting setup are VAT
exempt. For more information, see VAT Exempt.
Now, you can create VAT ledgers for purchases and sales.

See Also
Report VAT to Tax Authorities
Register VAT on Purchase Orders
Prepare VAT Entries for Posting
Create VAT Ledgers
Create Additional Sheets
 Prepare VAT Entries for Posting
2 minutes to read • Edit Online

You may want to periodically remit the net VAT from sales and purchase transactions to the tax authorities. You
can use the VAT Settlement Worksheet to prepare transactions with open VAT amounts for posting and copy
the entries to the appropriate VAT settlement journal. This is typically done before you run the Calc. and Post
VAT Settlement batch job to post and close VAT entries.

To prepare VAT entries for posting

1. Choose the icon, enter VAT Settlement Worksheet, and then choose the related link.
2. Select the filters that define the VAT related transactions that you want to include in the VAT settlement.

FIELD DESCRIPTION

Type Select the type of transactions that you want to include in

the VAT settlement.

View by Select the time period for the VAT settlement.

View as Select how you want to view the net VAT. The options
include Net Change and Balance at Date.

3. Choose Suggest Documents. Transactions with open VAT entries that match the filters that you selected
will be displayed.
4. Review the transactions that are included to ensure accuracy. If necessary, adjust your filter selection.
5. Choose Copy Lines to Journal.
The entries are copied to the appropriate VAT settlement journals. You can now run the Calc. and Post VAT
Settlement batch job to close the VAT entries.

See Also
Report VAT to Tax Authorities
 VAT Settlement
2 minutes to read • Edit Online

It is possible to settlement full VAT or part of VAT.

Setup
You must set up VAT posting groups in the VAT posting setup page. You can specify a VAT Business posting
group and VAT product posting group.
Type of VAT calculation – normal VAT
Type of transit VAT – Amount and tax
You can specify a VAT transit account
In the field "Type of unrealized VAT" - percentage
Specify the VAT Account
Checked the "VAT manual" installed
The VAT settlement template and VAT settlement batch is specified
Specified Account Unreal. VAT

VAT settlement
For manual settlement of VAT it is necessary to use the VAT settlement worksheet.
The working date must be set to the current month in which VAT is to be settlement.

NOTE
Before calculating VAT, you must check the data of the VAT document. If you see that the data is empty, you must fill in the
fields and use the -> Change Vendor VAT Invoices function. An additional way to change the VAT invoice data is to use this
function in the vendor Ledger.

Click "Suggest documents" and get a list of documents to settlement VAT.

Next, click on the "Copy lines to journal" button to transfer the lines (which are selected) to the VAT settlement
journal.
After posting the journal – formed transaction in the VAT register.
VAT allocation
It is possible to consider only part of the amount of the VAT and write off the other part.
1. You must use the VAT Allocation function in the VAT settlement Journal.
2. Fill the fields:
Type of VAT, you can select whether this allocation of VAT, write-off or charge.
Account No. - account for VAT allocation.
Specify the percentage or amount of the allocation.
3. Click OK. Post the journal.
See Also
Russia Local Functionality
 Upload Books of Purchases and Sales and the VAT
Declaration in XML Format
2 minutes to read • Edit Online

To upload VAT reports to XML files, you must configure the folder where the files will be uploaded.
Go to Statutory Report Setup and fill Excel Reports Folder Name and Electronic Files Folder Name.

VAT Declaration
The VAT Declaration file is formed on the basis of the generated data on VAT Purchase Ledgers or VAT Sales
Ledgers, additional sheets and the journal of invoices.
For the correct formation of the VAT Declaration is necessary:
1. Generate VAT Purchase Ledgers or VAT Sales Ledgers, additional sheets for the required period (see Create
VAT Ledgers).
2. Correct the data of VAT Purchase Ledgers or VAT Sales Ledgers, if necessary.
3. Generate and check the journal of invoices.
4. Upload purchase and sales books, as well as additional sheets in XML format.
5. Upload the journal of issued and received invoices (if there are operations for the period) in XML format.
6. Generate the VAT Declaration in XML format.
7. The generated files will be located in the folder specified in the setting Statutory Report Setup,
Electronic Files Folder Name.

Upload purchase and sales books, and additional sheets to XML files
To upload VAT Purchase Ledgers or VAT Sales Ledgers to XML, you need to stand on the line with the generated
VAT Ledger, click Print, Export XML (to upload the book).
The system will generate an XML file in the folder specified in the settings and fill the Name of XML file field for
the book.
You should upload additional sheets to XML only if they are not empty.
For unloading of additional sheets of VAT Purchase Ledgers or VAT Sales Ledgers in the XML you need to stand
on the line with the generated VAT Ledger, click Print, Export additional sheet XML (for upload of additional sheet
in the workbook in XML ).
The system will generate an XML file in the folder specified in the settings and fill the Name of XML file field for
the additional sheet.

Uploading VAT Declaration to XML

To generate a Declaration file, go to Departments -> VAT Declaration -> Export VAT Declaration to XML:
To calculate and upload a file, you must specify:
Year
 Period type – Quarter if the Declaration is submitted quarterly
Period number
In the VAT purchase ledgers and VAT sales ledgers fields, you must select the generated purchase and sales
books.
If the books do not appear in the selected period, you can remove the filter and all the books will be available for
selection.
The system automatically completes the data on the names of XML files for VAT Purchase Ledgers, VAT Sales
Ledgers and additional sheets on the basis of previously unloaded files:
XML Purchase Ledgers name
XML Sales Ledgers name
XML Sales Ledgers additional sheet name
XML Purchase Ledgers additional sheet name
Place Code – you must specify the location code of the organization.
SignatoryNo – choose the code of the employee.
Tax Auth No – specify the code of the tax authority where the Declaration is submitted.
To upload the Declaration, click OK in the lower right corner of the form.
The generated file will be located in the folder specified in the configuration Statutory Report Setup, Electronic
Files Folder Name.

See Also
Russia Local Functionality
 VAT by Customer Prepayment
2 minutes to read • Edit Online

When a company receives a prepayment from a Customer, you must create a VAT invoice and a VAT record for the
amount of VAT.

Setup
1. To enable the unrealized VAT in the window General Ledger Setup.
2. Setup the unrealized VAT type and choose the account which will be taken of the operation of unrealized VAT
VAT posting setup.
3. To configure the customer posting groups: set account, which will be taken of the operation of the prepayment.
4. For each account in the chart of accounts, assign:
General type of accounting
VAT business group
VAT product posting group
4. Setup the VAT posting in VAT Posting setup page.

Receiving prepayment
After you receive prepayment from a customer, the system creates unrealized VAT records and VAT invoices.
Post prepayment in the General journal (see Prepayment to the vendor and customers).

Return prepayment
To return a prepayment, you must create a realized VAT record.
Go to Customer ledger entries -> select returned prepayment -> press return payment.
Fill in the fields:

FIELD DESCRIPTION

Posting Date Specifies the posting date of the entries that you want to
include in the report or batch job.

Document No. Specifies the number of the related document.

New posting Date Specifies the new posting date.

New Document No. Specifies the new document number for the prepayment.

Posting Description Specifies the description that will be added to the resulting
posting.

Correction Specifies the operation is corrective.

Click "OK". The system will automatically create corrective entries.

See Also
Russia Local Functionality
 VAT Reinstatement
2 minutes to read • Edit Online

In certain cases, VAT payers are required to reinstate VAT.

It is known that the organizations acquiring fixed assets, goods, works, services (further – goods), have the right to
accept to deduction of the input VAT on them at accomplishment of all conditions for deduction. But if later
circumstances change and it becomes clear that there is no right to deduct VAT, the tax will have to be reinstate. In
other words, the reinstatement VAT is previously deducted VAT, which in a certain amount must be returned back
to the budget.

VAT accounting group settings

VAT reinstatement is possible in case of using transit VAT with manual post through the VAT journal.
In VAT posting setup, settings must be made:
VAT calculation type – NORMAL VAT.
The unrealized VAT type is NOT EMPTY (for example Percentage).
Trans. VAT account – must not be filled.
Transit VAT Type – should not be filled.
Manual VAT Settlement checked.
The template and batch VAT settlement is specified.
VAT reinstatement template and VAT reinstatement batch – set.

VAT reinstatement
To reinstate previously accepted for deduction of VAT used VAT Reinstatement Worksheet.
1. In the VAT Reinstatement Worksheet page, you must run the task Suggest Documents.
2. You must set a filter by date (usually at the end of the month, as the documents were read).
And you can specify a filter on VAT Business and VAT product posting groups.
As a result of the work of the task in the journal, the VAT lines of operations to be restored (a list of
purchase documents in which there are VAT operations previously accepted for post).
The field Realized VAT Amount reflects the amount of VAT on the document, which was deducted and
which can be reinstate.
3. In this worksheet, select the lines that you want to reinstate and click the "Copy lines to Journal" button.
Before that, you need to set a filter by date by right-clicking on the name of any column. Add filter "Filter
totals by".
4. You can reistate the entire transaction (for the entire amount of VAT sold), you can set a factor (for example,
0.5) to reistate part of the amount.
5. The selected line will be transferred to the VAT Reinstatement journal for posting.

See Also
Russia Local Functionality
 Vendor Tax Agent Scheme
2 minutes to read • Edit Online

VAT from Internal Funds

Fill in the fields on the vendor card.
1. Agreement FastTab:
Agreement posting - mandatory.
Agreement numbers required.
2. On the agreement card:
VAT Bus. Posting Group
VAT Agent Prod. Posting Group
VAT Payment Source Type - Internal Funds

Prepayment and Payment VAT

1. Create and release an invoice
Agreement No. (with settings for Vendor with VAT Payment from internal funds) should be specified.
2. Create a line in Payment Journal:
Document Type - Payment
Prepayment - yes
Prepayment Document No is required.
3. Post lines of Journal
Operations with VAT are automatically generated in rubles.
4. Create and post line in Payment Journal for Tax Authority with VAT Amount of prepayment.
5. Ship and post invoice.
6. Create a line in Payment Journal
Document Type - Payment
Initial Document No. - No. of posted invoice
Applies-to Doc. No. - No. of posted invoice
7. Create and post payment to the Tax Authority.
8. Go to VAT Settlement Worksheet. Post VAT (see Settlement VAT).

VAT from Vendor Funds

Fill the fields in Vendor Card.
1. On Agreement tab:
Agreement posting - mandatory.
Agreement Nos is required.
2. In Agreement card:
VAT Bus. Posting Group
VAT Agent Prod. Posting Group
VAT Payment Source Type - Vendor Funds

Prepayment and Payment VAT

1. Create and release an invoice.
2. For the payment in the currency for the bank and in rubles for the vendor it is necessary to create two lines
in the payment journal.
For vendor:

- Posting Date,
- Document Type - Payment
- Prepayment - yes
- Account Type - Vendor
- Account No.
- Agreement No.
- Bal. Account Type - G/L Account
- Bal. Account - “ ”
- Currency Code - “ “
- Prepayment Document No. is required
- Amount - in rubles

For Bank:

- Posting Date,
- Document Type - Payment
- Prepayment - yes
- Account Type - Bank Account
- Account No.
- Agreement No.
- Bal. Account Type - G/L Account
- Bal. Account - “ ”
- Currency Code
- Amount - in USD/EUR

3. Post the lines of Journal.

4. Ship.
You can change the Currency Code and Amount in the Invoice.
5. Post the invoice.
6. Apply Entry.
7. Go to VAT Settlement Worksheet. Post VAT (see Settlement VAT).
At the end of the period will be formed entries as a result of revaluation of debt.
8. Create and post lines in Payment Journal.
For the payment in the currency for the bank and in rubles for the vendor it is necessary to create two lines
in the payment journal.
For vendor:
 - Posting Date
- Document Type - Payment
- Account Type - Vendor
- Account No.
- External Document No.
- Internal Document No.
- Agreement No.
- Bal. Account Type - G/L Account
- Bal. Account - “ ”
- Currency Code - “ “
- Prepayment Document No. is required
- Amount - in rubles

For Bank:

- Posting Date,
- Document Type - Payment
- Account Type - Bank Account
- Account No.
- Agreement No.
- Bal. Account Type - G/L Account
- Bal. Account - “ ”
- Currency Code
- Amount - in USD/EUR

See Also
Russia Local Functionality
 Tax Accounting
2 minutes to read • Edit Online

In Business Central, you can set up and maintain tax registers to track taxable profits and losses. This is based on
the following tax accounting principles:
The financial database is used for tax accounting.
The chart of accounts is used to track taxable profits and losses.
Income and expenses are recorded using separate subaccounts and dimensions.
Fixed asset transactions and expenses for future periods are tracked using the depreciation book for tax
accounting.
Tax registers are grouped and totaled monthly. Each register has 12 values for a 12 month tax period.
Because Business Central keeps the history of all transactions, detailed information from a transaction that
changes taxable profits is automatically tracked. The information collected in tax registers meets the principles of
tax reliability and tax validity.

Tax Registers
There are two types of tax registers that are used for tracking taxable profits and losses.

TAX REGISTER TYPE DESCRIPTION

Analytic Tax Register An analytic register is based on ledger entries for taxable
transactions. The information provides a continuous
chronological reflection of business operations, which tracks
taxable profits and losses based on tax codes.

Synthetic Tax Register A synthetic register is based on summarized and calculated

information from an analytic register or another synthetic
register.

Transactions are processed using specific tax accounting principles that are applied to the following types of tax
registers.

TAX REGISTER DESCRIPTION

General Ledger Entry An analytic register based on general ledger transaction

entries.

CV Entry A group of analytic registers based on information associated

with debtor or creditor liabilities.

Fixed Asset Entry A group of analytic registers based on tax data for fixed
assets. This group is created by using a fixed asset ledger and
a tax depreciation book that is not integrated with the
financial accounting ledger.

Item Entry An analytic register based on posted item transactions.

 TAX REGISTER DESCRIPTION

Future Expense Entry A group of analytic registers based on tax data for future
expenses. This group is created by using a fixed asset ledger
and a tax depreciation book that is not integrated with the
financial accounting ledger.

Accumulation A synthetic register based on calculated algorithms defined

during tax register set up.

See Also
Set Up Tax Accounting
Tax Registers
Create Tax Registers
Set Up Tax Register Sections
Tax Differences
Accounting for personal income tax payments
Upload KLADR
 Set Up Tax Accounting
2 minutes to read • Edit Online

Tax accounting lets you apply rules for recognizing income and expenses that follow your local tax laws. You can
activate tax accounting features in Business Central by setting up tax registers.

To activate tax accounting

1. Choose the icon, enter Tax Register Setup, and then choose the related link.
2. On the General FastTab, select codes for the following dimensions.

FIELD DESCRIPTION

Condition Dimension Code Select a dimension code that describes the condition of
the tax register.

Kind Dimension Code Select a dimension code that describes the type of tax
register.

3. Select the following fields to activate entries in the tax register.

FIELD DESCRIPTION

Create Acquis. FA Tax Ledger Select to create fixed asset acquisition entries.

Create Reclass. FA Tax Ledger Select to create fixed asset reclassification entries.

Create Acquis. FE Tax Ledger Select to create future expense acquisition entries.

4. Select the appropriate depreciation books in the Tax Depreciation Book and Future Exp. Depreciation
Book fields. The depreciation books that you select should not be integrated with the Business Central
finance module.
5. Select the Create Data for Printing Forms check box to enable detailed tax register entry information to
be printed on reports and forms.
6. Choose the Close button to close the window and save your entries.
For more information about how to set up and customize tax registers, see Create Tax Registers.

See Also
Tax Accounting
Tax Registers
Create Tax Registers
Tax Differences
 Tax Registers
2 minutes to read • Edit Online

In Business Central, you can set up tax registers to track and manage taxable profits and losses in accordance with
Russian tax accounting principles. Tax registers allow you to group taxable transactions into logical categories and
apply tax accounting rules for the recognition of revenue and expenditures.

Types of Tax Registers

There are two types of tax registers that are used for tracking taxable profits and losses.

TAX REGISTER TYPE DESCRIPTION

Tax Register Setup Specifies tax register details where you can set up and
manage taxable profits and losses.

Create Tax Registers Creates the tax registers that you define using the Tax
Register Setup window.

See Also
Set Up Tax Accounting
Create Tax Registers
Set Up Tax Register Sections
Tax Differences
 Create Tax Registers
2 minutes to read • Edit Online

The following procedure shows how to create tax registers.

1. Choose Financial Management, choose Tax Accounting, choose Setup, choose Tax Registers, and
then choose Sections.
2. In the Tax Register Sections window, choose the Functions button.
3. Select one of the following fields:
Copy Section -Copies data from one tax register to another.
Clear Registers -Clears data already created in the tax registers and is used for debugging conditions
to re-count tax registers.
Create Registers -Creates data in the tax registers**.**
4. To create data, choose Create Register. The Tax Register Create window opens.
5. On the General tab, enter the fields described in the following table.

FIELD DESCRIPTION

Periodicity Enter a period to create data in tax accounting registers.

The allowed values are: - Month - Quarter - Year Note:
If you select a month, the data in the selected registers
will be created especially for that month. If you select a
quarter, the data will be created for each of the three
months of that quarter. If you select a year, the data will
be created for each of the 12 months of that year.

Accounting Period The value entered in this field depends on the value
selected in the Periodicity field. Select the accounting
period (Month, Quarter, or Year).

From, To These fields are filled in automatically and show start and
end dates of the chosen period.

G/L Entries, Vend's/Cust's, Items, Fixed Asset, Fut. Select the fields to calculate registers of the appropriate
Exp., Payroll, Templates type.

Status This field displays information about the version of the tax
register.

Starting Date, Ending Date This field displays the dates given when setting the tax
register version.

6. Choose OK to create the tax register.

NOTE
If the creation of registers for an already counted period is selected, a warning is displayed. At this stage of the tax
register > creation, it is possible either to continue counting and delete all existing data, or stop.
 7. To view the calculated information in the Tax Register Accumulation window, choose Financial
Management, choose Tax Accounting, choose Reporting, and then choose Profit Tax.
8. Using the register list, you can view the contents of any register or using the arrows at the top of the
window, you can view the information going from one register to another.
9. With the arrows and buttons in the lower-left corner of the window, you can view the contents of the
registers for previously counted periods.
10. Choose the Drill-down button in the Amount field to view the sources based on which this was counted.
A source can be a tax register or a list of transactions forming this amount, depending on the settings. If
the source forming the sum is a tax register, choose the Drill-down button to open the window where the
source tax register information is displayed. Then choose the Drill-down button in the Amount field on
this form to get a list of transactions forming the amount.
11. Select a document and choose Navigate to get all the transactions of the selected document.
12. Choose Show to view all the transactions of any entry ledger that is created.

See Also
Tax Accounting
Tax Registers
Set Up Tax Register Sections
Collecting Profit Tax Information for Tax Declaration
 Set Up Tax Register Sections
4 minutes to read • Edit Online

You can either create a new tax register section or select a tax register section to be used in a company during the
current taxation period. You can select a tax register section that was valid during previous taxation periods and
view tax information for any of the periods. You can copy tax registers from one tax register section into another.
You can also set up tax registers and adjust the algorithm of information collection into tax registers.
The following procedure shows how to set up tax register sections.

To set up a tax register

1. Choose the icon, enter Tax Registers, and choose the related link.
2. In the Tax Registers Sections window, choose the New action.
3. On the General FastTab, enter the fields described in the following table.

FIELD DESCRIPTION

Code The code of the existing tax register version for a certain
taxation period is displayed. Create the code for a new tax
register section, if necessary.

Description Enter a description for the tax register section.

Status This field can have any one of the following values: -
Blocked - Open - Reporting - Closed The Blocked
status is set by default when you create a new section.
This shows that a new tax register section is created and
that the register does not contain any data. Change the
status to Open manually to continue further set up.
Using this status, during tax register calculation and
recalculation, you cannot check the availability of data for
the previous and following taxation periods. The
continuity of creating tax registers in the current period is
not controlled. This status target allows you to enable
debugging of the tax register calculation accuracy. If the
Status has the value Reporting, the continuity of tax data
creation is controlled. This is the production working
mode with the Tax Accounting module. In this status, only
the end date must be changed. The status value Closed
indicates a closed taxation period. It can be set after all tax
registers for the taxation period are built.

Starting Date Enter the start date of the tax register section.

Ending Date Enter the end date of the tax register section.

4. On the Dimensions FastTab, enter the dimension codes to filter the information selected for tax registers.
Dimension codes can be changed only when the Status field of the tax register version has the value Open.
5. On the Balance FastTab, enter the deadlines for debtor and creditor liabilities applied in accordance with
the current taxation period. For example, Debit Balance Point 1 = - 45D, Debit Balance Point 2 = - 90D.
6. On the System FastTab, select the actual norm code for the current tax register version in the Norm
Jurisdiction Code field. Select the form number 17209 in the Form ID field.
Choose the OK button.
7. In the Tax Registers window, choose the Registers action.
8. In the Tax Register Nameswindow, you can add new registers to the list. To create a new tax register, do
one of the following:
a. Place the cursor in an empty line at the end of the register list and enter the information on the new
register.
b. Place the cursor on the register you want to create the new one after. Then press F3 and enter the
information on the new register.
9. Enter the fields described in the following table.

FIELD DESCRIPTION

No. Enter the number of the tax register.

Description Enter the name of the tax register.

Storing Method Select the tax register type. You can choose one of the
following options: - Calculation (accumulating) - Build
entry (creation on the basis of posted ledgers entries)

Table ID Select 17208 for the tax register with storing method
calculation. For the tax register with storing method build
entry depending on the source entry of the register,
select one of following: 17209, 17210, 17211, 17212,
17213, 17214.

Mapping of the source entries of the register and Table IDs are listed in the following table.

VALUE DESCRIPTION

17209 For registers created based on general ledger entries

17210 For registers created based on customer and vendor entries

17211 For registers created based on fixed assets and immaterial

assets entries

17212 For register created based on item entries

17213 For registers created based on expenses of future periods

17214 For registers created based on the payroll entry ledger

If a new version of the tax register is created, the window with the register list will be empty. In this window, you
can manually enter all the tax registers to be used, or you can select the Copy Section action in the Tax Register
Section window and copy the register list with its settings from any of the existing tax register sections.
In the Copy Tax Register Section window, enter the section from which you want to copy the register.
The following procedure shows how to remove a tax register from the register list.
To remove a tax register from the register list
1. Choose the Registers action, and then choose the Edit action to select the register card.
2. Choose the OK button.
3. Choose the Delete action to remove the register from the register list.

See Also
Tax Accounting
Tax Registers
Create Tax Registers
Collecting Profit Tax Information for Tax Declaration
 Tax Differences
2 minutes to read • Edit Online

Tax differences are variations in tax amounts caused by the different rules for recognizing income and expenses
between entries for book accounting and tax accounting.
In Business Central, you can set up tax difference registers and tax difference journals to track and manage
differences between book accounting and tax accounting amounts.

Preparing the Chart of Accounts

Before you set up tax differences, you will have to make sure that your chart of accounts is set up to correctly
handle tax accounting and tax differences. At a minimum, your chart of accounts must contain tax difference
accounts for income and expense transactions.

Getting Started with Tax Differences

To set up and view tax difference entries, you will use the following tables, which support tax differences windows.

WINDOW DESCRIPTION

Tax Diff. Posting Group Specifies posting groups for tax difference transactions.

Tax Diff. Journal Template Specifies the journals that are used for posting tax difference
entries.

Tax Calc. Corresp. Entry Specifies tax difference information that is needed for external
reports and forms.

Tax Diff. Journal Line Specifies posted tax difference journal entries.

See Also
Setting up Tax Difference Calculation
Tax Difference Registers
Tax Accounting
Tax Registers
 Accounting for Personal Income Tax Payments
2 minutes to read • Edit Online

The Fund for the calculation and payment of personal income tax must be registered in the system as a supplier-
tax authority.
Personal income tax calculations can be divided into three parts:
Accrual of tax;
Payment of taxes;
Formation of mandatory reporting.
Calculation of the amount of personal income tax is carried out automatically at the time of the main payroll for
each employee.
At the time of accounting of the salary document, the formation of operations of debt on personal income tax for
each employee in correspondence with the specified code of the supplier of the tax authority and the
corresponding operations in the Ledger is carried out.
Personal income tax is paid by forming a payment order to the tax authority.

See Also
Tax Accounting
 Upload KLADR
2 minutes to read • Edit Online

Business Central supports work with the classifier of addresses of the Russian Federation KLADR – the
departmental classifier created for distribution of territories between tax inspections and the automated mailing of
correspondence.
Upload of KLADR can be carried out on separate regions as required.
1. Search for Import KLADR.
2. Specify the path to the file containing addresses KLADR.
KLADR is available for free download on the GNIVC website.
3. Specify the region code.
4. Click "OK".

See Also
Tax Accounting
 Statutory Reports
2 minutes to read • Edit Online

Business Central lets you set up statutory reports so that you can import and export data for electronic tax
reporting and other required documents.
After you have set up a report and specified the required information, you can export the report to Excel, and then
print the report.

Getting Started with Statutory Reports

Use the windows based on the following key tables to set up and create statutory reports.

TABLES DESCRIPTION

Statutory Report Setup Specifies information that is used to set up statutory reports
including templates, formats, number series, and export
destinations.

Format Version Specifies setup information about the different report formats.
This includes when to use which report, the XML schema to
use, and the required data format.

Statutory Report Specifies a list of statutory reports with detailed information,

such as type, format version, and if the statutory report is
currently active. From this window, you can define statutory
report tables, requisites groups, the XML element lines, and
you can export data.

Statutory Report Table Specifies information that is required to set up reporting

tables including scalability limits, templates, and standard text.
From this window, you can define table rows, columns,
individual requisites, and data source mapping.

Stat. Report Table Row Allows you to define row formats and functions for your
statutory report tables.

Stat. Report Table Column Allows you to define column formats for your statutory report
tables.

Stat. Report Requisites Group Specifies the conditions used to format and process statutory
reports including export type, Microsoft Excel mapping, and
cell quantity.

Data for Statutory Reports

The statutory reports are based on account schedules and tax registers. For each statutory report that you set up in
the Statutory Reports window, you define how the data maps to fields on tables in Dynamics NAV by creating
table mappings. In the Statutory Report Tables window, in the Int. Source Type field, you specify the area that
the data comes from as described in the following table.
 OPTION DESCRIPTION

Acc. Schedule The data is based on an account schedule.

Tax Register The data is based on a tax register. For more information, see
Tax Registers.

Tax Difference The data is based on a tax difference. For more information,
see Tax Differences.

Payroll Analysis Report The data is based on payroll analysis.

See Also
Tax Accounting
Tax Differences
 Bank Management
2 minutes to read • Edit Online

In Business Central, you can create bank directory structures to keep bank reference information in one location,
create budget classifications, add bank account details to specific general ledger accounts, and print and post
required documents.

Creating Bank Directory Structures

You can use a bank directory structure to keep reference information about all the banks in one location. This
information can be used to automatically fill in the corresponding fields in the Bank Account Card, Vendor Bank
Account Card, and Customer Bank Account Card windows.

Creating Budget Classification Codes

You can use a budget classification codes catalog in bank payments that are made to the state budget, such as tax
payments. These codes allow you to track the classification of budget payment types in the state budget.

Creating Bank Account Details Records

You can use bank account details to define dimensions and other codes that are pertinent to bank payment orders
and bank statements. Records in a bank operation that have the account type information set to G/L Account can
have bank account details attached to the specified account. Bank account details are set up in the Bank Account
Details window.

Printing and Posting Required Documents

You can prepare bank payment order documents, cash order documents, and payments in the payment journal by
copying procedures from the posted bank payment order and cash order documents. Then you can create the
printed documents and post them in the required format.
You can print the following required bank management documents.

REPORT DESCRIPTION

Bank Payment Order This report is a copy of the bank payment order.

Bank Account G/L Turnover This report is a list of general ledger turnover information.

Bank Account Card This report contains information about bank operations.

See Also
Set Up a Bank Payment Order
 Inventory
2 minutes to read • Edit Online

Russian inventory functionality is described in several topics.

In This Section
Inventory Setup
Item Documents
Item Obligatory Acts
Inventory Act of Receivables And Payables INV -17
Item General Ledger Turnover
Create the TORG -29 Goods Report
 Inventory Setup
2 minutes to read • Edit Online

As part of inventory management, you can set up inventory to:

Assign item charges on purchases from foreign countries/regions based on weight or volume
Use the same column for original and corrective postings

Item Charge Assignment in Purchase Documents

In Russia, Business Central can assign item charges on purchases from foreign countries/regions based on weight
or volume. For each item, in the Item Card window, on the Foreign Trade FastTab, if the Gross Weight
Mandatory and Unit Volume Mandatory check boxes are selected, you must fill in the Gross Weight and Unit
Volume fields. When you suggest an item charge assignment on a purchase order, you must specify that the
distribution principle, weight, and volume are added to the options to choose from. For more information, see Use
Item Charges to Account for Additional Trade Costs.

Item Corrections
You can set up inventory to use the same column for original and corrective postings. This is often referred to as
red storno.
You can use red storno posting to post corrections for the following inventory entries:
Corrective entries in the item journal
Reversal of item documents such as item receipts and item shipments
Posting item revaluation or item reclassification journals
Periodic adjustments of item costs
For more information, see Post Red Storno Corrections.
Adjusting Item Cost
If you select the Enable Red Storno field in the Inventory Setup window, then negative deviations are posted
according to red storno when you run the Adjust Cost - Item Entries batch job.

See Also
Item Documents
Item Obligatory Acts
Post Red Storno Corrections
Use Item Charges to Account for Additional Trade Costs
 Item Documents
5 minutes to read • Edit Online

Business Central includes several documents that you can use to manage your warehouse. This also includes
reports that you must submit for official reporting, such as the Item Report TORG -29, Items Receipt Act TORG -1,
and Receipt Deviations TORG -2 reports.
The following types of documents are useful for managing your warehouse:
Item receipt act without the vendor invoice - This is applied to the account receipt of items based on the quality,
quantity, and cost.
Item writing-off act – This is applied to register damage for reasons such as the loss of quality of items that will
no longer be sold.
Item transfer – This is applied to receipt and delivery shipments for transfer of items within the organization.

Setting Up Warehouse Document Numbering

The following procedure shows how to set up warehouse document numbering.
1. Choose the icon, enter Inventory Setup, and then choose the related link.
2. On the Numbering FastTab, specify in the following fields the series of numbers for documents:
Item Receipt Nos
Posted Item receipt Nos
Item Shipment Nos
Posted Item Shipment Nos

Creating an Item Receipt Act Without a Vendor

The following procedure shows how to create an item receipt act without a vendor.
1. Choose the icon, enter Item Receipts, and then choose the related link.
2. In the header of the Item Receipt window, enter the fields described in the following table.

FIELD DESCRIPTION

No. Specifies the warehouse document header number.

Posting Description Specifies the posting description.

Location Code Specifies the value code that is filled in from the Location
list.

Gen. Bus. Posting Group Specifies the code of the general business posting group.

Posting Date Document Date Specifies the working date that is filled in by default.

External Document No. Enter the primary document number.

 FIELD DESCRIPTION

Purchaser Code Specifies the value code that is selected from salespeople
or purchasers.

Correction Specifies if the entry is a correction.

Status Specifies if the document is Open or Released.

3. In the document lines of the Item Receipt window, enter the fields described in the following table.

FIELD DESCRIPTION

Item No. Specifies the item number from the Item List table.

Description Specifies the item description.

Quantity Specifies the number of item units.

Reserve Quantity Inbnd Specifies the item quantity reserved at the warehouse of
the receiver.

Unit Amount Specifies the price of a unit item.

Indirect Cost % Specifies the indirect cost percent.

Unit Cost Specifies the item unit cost of the receipt shipment line.

Amount Specifies the transaction amount.

Unit of Measure Code Specifies the unit of measure code for the received items.

4. In the Item Receipt window, choose the Employee Signatures action to specify the signature of the
person in charge.
5. Enter the fields described in the following table.

FIELD DESCRIPTION

Employee Type Specifies the type of the employee.

Employee No. Specifies the employee number of the employee who

must sign.

Employee Name Specifies the values that are retrieved from the standard
fields of the selected Employee Card.

6. To print an Item Receipt report from the Item Receipt window, choose the Item Document action.
7. Choose the Print button.
The following functions are available in the Item Receipt window.
 FUNCTION DESCRIPTION

Changing document status Documents can be open or released for the next processing
stage. Choose the Release or the Reopen action.

Reservation of document lines Items can be reserved from the document line. Choose the
Reserve action.

Warehouse adjustment calculation Refers only to item quantity corrections in the warehouse
bins. This is accessible only if advanced picking and placing is
used in the warehouse.

Document posting Choose the Post action to perform the following: - Post Post
the item receipt. The posted item receipt is created. - Post
and Print Post the receipt and print the test report.

Analysis of a Posted Document Item Receipt Without a Vendor

The following procedure shows how to analyze a posted document item receipt without a vendor.
1. Choose the icon, enter Posted Item Receipts, and then choose the related link.

NOTE
The posted item receipt displays all the information from the item receipt.

2. Choose the Sort action to sort the list of documents selected for printing in ascending or descending order.
3. Choose the Print button.

Creating an Item Writing-Off Act

The following procedure shows how to create an item writing-off act.
1. Choose the icon, enter Item Shipments, and then choose the related link.
2. On the header of the Item Shipment window, enter the fields. These fields are the same as those on the
Item Receipt window.
3. In the document lines of the Item Shipment window, enter the fields. These fields are the same as those
on the Item Receipt window except for the following:
The Indirect Cost field is available only in the Item Receipt window.
The fields in the following table are available only in the Item Shipment window.

FIELD DESCRIPTION

FA No. Specifies the fixed asset to write off items and materials.

Depreciation Book Code Specifies the fixed asset depreciation book to which the
additional cost will be added.

4. In the Item Shipment window, choose the Employee Signatures actionm to specify the signature of the
person in charge.
5. Enter the fields described in the following table.
 FIELD DESCRIPTION

Employee Type Specifies the type of the employee.

Employee No. Specifies the employee number of the employee who

must sign.

Employee Name Specifies the values that are retrieved from the standard
fields of the selected Employee Card.

6. Choose the Print action.

The functions available in the Item Shipment window are same as those in the Item Receipt window.

Analysis of a Posted Document Item Writing-Off Act

The following procedure shows how to analyze a posted document item writing-off act.
1. Choose the icon, enter Posted Item Shipments, and then choose the related link.

NOTE
The posted item shipment displays all the information from the item shipment.

2. Choose the Sort action to sort the list of documents selected for printing in ascending or descending order.
3. Choose the Print action.

Report Transfer Order TORG-13 Based on an Unposted Transfer

Document
The following procedure shows how to create a Transfer Order TORG -13 report based on transfer documents that
are not posted.
1. Choose the icon, enter Transfer Orders, and then choose the related link.
Choose the Print action.

Report Transfer Order TORG-13 Based on a Posted Transfer Document

- Transfer Receipt
The following procedure shows how to create a report based on a posted transfer document called a transfer
receipt.
1. Choose the icon, enter Posted Transfer Receipt, and then choose the related link.
2. Choose the Print action.

Report Transfer Order TORG-13 Based on a Posted Transfer Document

- Transfer Shipment
The following procedure shows how to create a report based on a posted transfer document called a transfer
shipment.
1. Choose the icon, enter Posted Transfer Shipments, and then choose the related link.
 Choose the Print action.

See Also
Inventory Setup
Item Obligatory Acts
Item General Ledger Turnover
 Item Obligatory Acts
3 minutes to read • Edit Online

The item obligatory acts feature enables you to print the obligatory reports used for the material and production
resources in your company. These reports contain item information such as the item number and description,
item storage place, item information brand, sort, profile, size, unit of measure, and vendor information.
You can print reports for the various accounts used for material and production resources.
The following table provides the list of reports and how to print the reports.

REPORT DESCRIPTION

Item Card M-17 The report is printed after registering a shipment transaction
to get a signature confirming the receipt of items and
materials in the primary document. It is also printed at the
end of the reporting period to create a primary document
with all the required signatures of responsible employees. To
print Item Card M-17 - Choose the icon, enter Item Card
M-17, and then choose the related link. For more
information, see Item Card M-17.

Physical Inventory Form INV-3 (Inventory Description) The report is required to register the inventory results. To
print Physical Inventory Form INV-3 - Choose the icon,
enter Phys. Inventory Journal, choose Print, and then select
the Phys. Inventory Form INV-3 check box. For more
information, see Phys. Inventory Form INV-3.

Physical Inventory Form INV-19 (Comparison sheet) On the request form, enter information such as inventory
basis, document number, document date, inventory start
date, inventory end date, inventory form date, and status at
date. The report is required to register inventory results. To
print Physical Inventory Form INV-19 - Choose the icon,
enter Phys. Inventory Journal, choose Print, and then select
the Phys. Inventory Form INV-19 check box. For more
information, see Phys. Inventory Form INV-19.

Transfer Order TORG-13 report (internal transfer order) This report enables you to print an internal transfer order for
items and packing. - To print Transfer Order TORG-13 report
- Choose the icon, enter Transfer Order, and then choose
the related link. Open the transfer order, and on the Report
tab, choose Transfer Order TORG-13. For more information,
see Transfer Order TORG-13.

Shipment Request M-11 Before printing this report, enter information such as entry
type code, from whom, sent (employee), and received
(employee) on the request form. This report enables you to
print a shipment request for internal transfer of materials. - To
print Shipment Request M-11 - Choose the icon, enter
Item Reclass. Journal, choose Print, and then select the
Shipment Request M-11 check box. For more information,
see Shipment Request M-11.
 REPORT DESCRIPTION

Warehouse Purchase Receipt М-4 report To print the report from the purchase order - Choose the
icon, enter Purchase Orders, select an order, choose Print,
and then select the Purchase Receipt M-4 check box. For
more information, see Purchase Receipt M-4 To print the
report from a posted purchase invoice - Choose the icon,
enter Posted Purchase Invoices, select an order, choose
Print, and then select the Purchase Receipt M-4 check box.
This report is usually printed at the time of receiving items
and materials at the warehouse.

Sales Shipment M-15 To print Sales Shipment M-15 from the sales order - Choose
the icon, enter Sales Orders, select an order, choose Print,
and then select the Sales Shipment M-15 check box. To print
Sales Shipment M-15 from the sales invoice - Choose the
icon, enter Sales Invoices, select an invoice, choose Print,
and then select the Sales Shipment M-15 check box. To print
from the posted sales invoice - Choose the icon, enter
Posted Sales Invoices, select an invoice, choose Print, and
then select the Sales Shipment M-15 check box. This report
is usually printed at the time of shipment of materials out of
the company. For more information, see Sales Shipment M-15
and Posted Sales Shipment M-15.

See Also
Item Documents
Item General Ledger Turnover
 Inventory Act of Receivables And Payables INV-17
3 minutes to read • Edit Online

The inventory act of receivables and payables feature enables you to prepare an inventory of debts and liabilities,
and print reports in the following formats:
INV -17
Supplement to INV -17

Setting Up a Number Series for Inventory Acts

The following procedure shows how to set up a number series for inventory acts.
1. Choose the icon, enter General Ledger Setup, and then choose the related link.
2. In the General Ledger Setup window, fill in the Contractor Invent. Act Nos. field.

Inventory Act Processing

You can create and process inventory acts of contractors' accounts. You can print inventory acts.
Creating an Inventory Act Card
The following procedure shows how to create an inventory act card.
1. Choose the General Ledger action, choose the Analysis & Reporting action, and then choose the
Contractor Invent. Act. action.
2. In the Inventory Account Card window, enter information in the following fields:

FIELD DESCRIPTION

No. This field displays the number of the act, and is filled in
automatically from the number series.

Act Date This field displays the act date, and is filled in with the
work date.

Inventory Date This field displays the date of inventory, and is filled with
the work date. Debts and liabilities will be calculated on
this date.

Reason Document Type Select the type of reason document from the following: -
Order - Resolution - Regulation

3. Choose the Add Lines action.

NOTE
You must not set filters.

Debts and liabilities for vendors and customers are calculated, and lines are created. For each customer and
vendor, the total debt and the total liability amount (taking posting groups into account) on the inventory
date are calculated, and shown in a separate line. The line fields are listed in the following table.
 FIELD DESCRIPTION

Contractor Type This field displays the contractor type (Customer, Vendor).

Contractor No. This field displays the number corresponding to the

contractor.

Contractor Name This field displays the name of the contractor.

Posting Group, G/L Account No. This field displays the posting group and the receivables or
payables account for which the debt or liability amount is
calculated.

Category This field displays the amount category (Debts, Liabilities).

Total Amount This field displays the total amount of debts or liabilities.

Confirmed Amount This field displays the total amount of debts or liabilities by
default.

Changing Separate Lines in an Inventory Act

The following procedure shows how to change individual lines in an inventory act in the Inventory Account
Card window.
1. Specify whether the amount (or part of the amount) is one of the following:
Confirmed by contractor
Not confirmed
Overdue
2. If the amount is not confirmed, enter the amount that is not confirmed in the Not Confirmed Amount
field.
3. If the amount is overdue, enter the overdue amount in the Overdue Amount field.
4. To correct a line that has an incorrect amount (for instance, if some documents are not posted, or not
applied), choose the Add Lines action.
5. Select the vendor or customer code, and then choose the OK button.
The debts and liabilities amount for the selected vendor or customer is recalculated and the lines are inserted in
the document.

Printing the INV-17 form and the Supplement to INV-17 form

The following procedure shows how to print the INV -17 form and the Supplement to INV -17 form.
1. In the Inventory Account Card window, choose the Release action.
2. Choose the Act action, and then choose the Signatures action.
3. Select the following fields:
Chairman
Member1
Member2
Member3
 Accountant

NOTE
All selected signatures will be reflected in the appropriate fields.

4. Choose the Print action, and then choose the Invent. Act INV -17 action to print the inventory act.
5. Choose the Print action, and then choose the Supplement to Invent. Act INV -17 action to print the
supplement to the inventory act.

See Also
Russian Payables Reports
Russian Receivables Reports
 Item General Ledger Turnover
4 minutes to read • Edit Online

The following pages and reports enable the creation of turnover sheet for goods and materials.
Item General Ledger Turnover - Page 12449
Item Turnover (Qty.) - Report 12469

Item General Ledger Turnover Page (12449)

The Item General Ledger Turnover window shows the turnover for items in quantities and costs, the balance at
the beginning of the month, positive and negative adjustment, and the balance at the end of the month.
The Item General Ledger Turnover window is usually created monthly, and can also be created for the date of
inventory. The data in the Item General Ledger Turnover window is checked with the warehouse accounting
data. The cost data is checked with the net changes and balances of:
Account 41, Items
Account 10, Materials
To access the Item General Ledger Turnover window
1. Choose the icon, enter Item G/L Turnover, and then choose the related link.
2. On the Options FastTab, you can specify the format options listed in the following table.

FIELD DESCRIPTION

Date Filter Enter the period the data is analyzed for. You can use the
buttons in the lower left of the window, or you can specify the
period manually.

Location Filter Enter the location code that the information must be filtered
for. You can enter a maximum of 10 characters, both numbers
and letters.

Global Dimension 1 Filter Enter the filter value for the analysis on the Global Dimension
1 filter.

Global Dimension 2 Filter Enter the filter value for the analysis on the Global Dimension
2 filter.

The window contains fields with the information listed in the following table. You cannot edit the fields.

FIELD DEFINITION

No. This field displays the item number.

Description This field displays the description of the item.

Base Unit of Measure This field displays the base unit of measure of the item. The
unit of measure is specified in the Item card as the Base.
 FIELD DEFINITION

Starting Quantity, Ending Quantity, Debit Quantity, Credit These fields provide information about the quantity of the
Quantity item—item quantity at the beginning and at the end of the
period, and positive and negative correction in quantities of
the item. Quantities are specified in base units of measure.

Starting Cost, Ending Cost, Debit Cost, Credit Cost These fields provide information about the cost of the item, at
the beginning and at the end of the period, and the item
positive and negative adjustments in financial amounts. These
field values are calculated on the basis of the cost amounts
posted in the general ledger entry.

To display the selected item card

Choose the Item button and then Card (Shift+F5 Hot Key).
To print the Item Turnover (Qty.) or Item Turnover Checklist reports.
Choose the Print action, and then choose the Turnover Sheet or the Turnover Checklist action.

Item Turnover (Qty.) Report (12469)

To analyze net changes and balances of items and materials, you can print the Item Turnover (Qty.) report and
export it to Microsoft Office Excel. The report prints the following data from the Item General Ledger Turnover
window:
Item number and description
Balance at the beginning of the specified period (quantity and cost)
Positive adjustment (quantity and cost)
Negative adjustment (quantity and cost)
Balance at the end of the specified period (quantity and cost )
Unit of measure
The following procedure shows how to access the turnover sheet.
1. Choose the icon, enter Item General Ledger Turnover, and then choose the related link.
2. Choose the Print action, and then choose the Turnover Sheet action.
The turnover sheet is printed monthly and on the date of inventory, but it can be printed for any given period.
The Item FastTab of the request page contains fields with the information listed in the following table.

FIELD DESCRIPTION

No. Enter an item number or a range of item numbers to print an

item general ledger turnover for one item or for a group of
items.

Location Filter Enter the location code that the information must be filtered
for, to print the Item General Ledger Turnover window for one
or several locations. You can enter a maximum of 10
characters, both numbers and letters. The field value is
entered automatically in the Location Filter field

Date Filter Enter the period that the report is printed for.
On the Options FastTab, you can specify the format options listed in the following table.

PARAMETER DESCRIPTION

Rounding Precision Choose the required rounding precision: 0.001, 0.01, 1, or

1000.

Replace zero values by blanks Select this field if you want to replace zero values with blanks.

Skip accounts without net changes Select this field to exclude from the report the accounts with
zero turnovers for the given period.

Skip accounts with zero ending balance Select this field to exclude from the report the accounts with
zero ending balance at the end of the period.

Skip zero lines Select this field to exclude from the report the lines with zero
values.

Unit of Measure Choose a unit of measure for calculating report quantities: -

Base – In base units of measure - Sale – In units of measure
for sales - Purchase – In units of measure for purchases

Print Quantity Select this field to print the quantity that is mentioned in the
report.

Print Cost Select this field to print the costs that are mentioned in the
report.

Export to Excel Select this field to export the report to Microsoft Office Excel.

See Also
Item Obligatory Acts
 Create the TORG-29 Goods Report
2 minutes to read • Edit Online

The TORG -29 report shows the item documents that you can use to submit for receipts and shipments for a
location.
When you run the report for a location, the Last Goods Report No. and Last Goods Report Date fields in the
Location Card window are updated to ensure consistent reporting.

To create the TORG-29 report

1. Choose the icon, enter Item Report TORG-29, and then choose the related link.
2. On the Options FastTab, fill in the fields as described in the following table.

FIELD DESCRIPTION

Location Code Specifies the location that the report is for.

Report No. Specifies the number of times that the report has printed
based on the value of the Last Goods Report No. field in
the Location Card window.

Responsible Employee Specifies the employee who is responsible for the validity
of the data in the report.

Report Acceptor Specifies the employee who is responsible for accepting

the report.

Report Date Specifies the date of the report.

Start Date Specifies the start date for the report.

End Date Specifies the start date for the report.

Operation Type Optionally, specifies the type of operation. This

information will be included in the report.

Attaches No. Specifies the number of attachments to the report.

Receipt Detailing Specifies what the detailed information for each entry is
based on. If you select Document, amounts are totaled
for each document. If you select Item, the amount and
quantity are totaled for each item. If you select
Operation, the amount and quantity are included in a
single transaction.
 FIELD DESCRIPTION

Shipment Detailing Specifies what the detailed information for each entry is
based on. If you select Total Amount, the report
summarizes amounts in a single line. If you select
Document, amounts are totaled for each document. If
you select Item, the amount and quantity are totaled for
each item. If you select Operation, the amount and
quantity are included in a single transaction.

Amount Type Specifies what the amounts are based on, cost or sales
price. If you set this field to Sales Price, the Sales Type,
Show Cost Amount for Receipts, and Show Cost
Amounts for Shipment fields become available.

Sales Type Specifies the type of price list. If you select Customer
Price List or Campaign, you can select the price list in
the Sales Code field. If you select All Customers, a
unified price list is used.

Sales Code Specifies the price list. Depending on the selection in the
Sales Type field, you can specify either a customer price
group or a campaign number.

Show Cost Amount for Receipts Specifies if each receipt line must be divided into two lines.
If selected, the first line for a receipt represents item cost,
and the second line represents the sales margin.

Show Cost Amounts for Shipment Specifies if each shipment line must be divided into two
lines. If selected, the first line for a receipt represents the
item cost, and the second line represents the sales margin.

3. Choose the Print button.

See Also
Setting Up Inventory
 Human Resources
2 minutes to read • Edit Online

In This Section:
Payroll
Establishment of charges and deductions to the employee
Absence registration
Dismissal
Forming and changing Staff List Order, Staff Arrangement
Vacation planning
 Payroll
3 minutes to read • Edit Online

The basic unit of payroll is the salary element. Each salary element has an individual setting that provides
calculation of accrual/deduction/deduction according to pre-defined rules.
Types of salary element:
Wage
Bonus
Income tax
Tax deduction
Deduction
Other
Funds
Salary elements that are similar in purpose are combined into calculation types. Each type of calculation has a
certain priority, which determines its sequence in the overall payroll.
Other types of calculation that must be made when calculating the final or interim payments of wages, forms a
Calculated payroll group (or the calculation Group). The calculation group is set in the employee card.
Main functions of the payroll module:
Appointment of wages;
Implementation of compensation and incentive payments (bonuses);
Calculation of average earnings;
Provision of basic types of deduction defined by the current legislation;
Provision of tax deductions according to the current legislation;
Calculation of personal income tax and payments to funds according to the current legislation.

Payroll accounting groups

Accounting payroll group belongs to the category of special accounting groups.
For each payroll item, a payroll accounting group can be defined, the setup determines the Ledger accounts to be
used when generating transactions. The posting group that is set up for the item can be overridden in the
calculation type (to enable payroll expenses to be allocated to different Ledger accounts). The accounting group
specified in the calculation type has a higher priority. By default, all payroll items use the posting group specified
on the employee card (the Posting group field), which has the lowest priority.

Payroll
Payroll is performed by a special salary document, individual for each employee.
Business Central supports two types of payroll documents:
Payment of salary in interperiod;
Basic payroll.
The first type of document is used to calculate employee payments during the month (prepayment, vacation, sick
leave, dismissal). When you post a payroll document of this type, no transactions are generated in the General
Ledger and transactions in the payroll Ledger. On the basis of documents of this type can be formed payment
documents for payment to an individual.
The second type of document – the basic payroll – should be formed for each employee at the end of each month
after taking into account all types of orders for the absence and approval of the timesheet. When you post a
payroll document of the second type, transactions are generated in the payroll Ledger, as well as financial
transactions in the Ledger; the resulting wage arrears are reflected on the corresponding card of the individual
vendor. On the basis of the existing debt can be formed for each individual employee payment documents.
The organization and principle of calculation of both types of documents is the same:
1. Go to Human Resources > Payrol > Payroll documents
2. To automatically generate payroll documents, run the Suggest documents function.
3. Fill in the fields:

FIELD DESCRIPTION

Calculation Period Specify the period for which the salary will be calculated.

Calculation Date The calculation date is set equal to the last day of the month
of the selected calculation period and corresponds to the date
of accounting of the salary document (date of payroll
employee).

Calculation Group Code Do not fill the field for the final payroll at the end of the
month. Calculation group will be used from imployee card. To
pay in the interperiod, enter the code of the desired
calculation group.

Create New Documents Select the check box if you want to create new payroll
documents in any case. If the field is not marked, the system
will try to use previously created payroll documents for this
employee (the employee Code and period Code fields must
match the parameters of the current calculation)

Show Messages Select the check box to display detailed messages about errors
that occur at the time of calculation. If the field is not marked,
error messages will not be displayed, and incorrect payroll
documents will not be generated

4. To generate salary documents, click OK.

NOTE
If you have generated documents but have not found any new documents in the list, try to update the page (Actions –
Update).

5. For the formation of transactions in the Ledger and the possibility of payment of wages in the inter-period
salary documents must be post.

See Also
Human Resources
 Establishing Charges and Deductions to the
Employee
3 minutes to read • Edit Online

The Employee Journal is the primary means of changes in the list of charges/deductions established for the
employee. The employee journal can also be used to record non-financial personnel orders.
The most often through journal recorded:
orders on the bonuses of the employee;
orders on administrative fine;
orders on allocation to the employee of the benefits/social payments defined by law;
statements on the employee deductions specified in law;
orders on allocation to the employee of financial assistance, a gift.

[!NOTE The employee journal has no restrictions on the registration of certain types of charges and
deductions, but the essential working conditions should be changed by supplementing the employment
contract. This ensures the possibility of forming the necessary printed forms of documents for the employee.

The list of fields that must be filled on the employee journal line is determined by the payroll element code.
Fill in the journal lines, which is used to register charges/deductions with a predetermined amount.
FIELD DESCRIPTION

Posting Date Specifies the entry's posting date.

Period Code Payment period of charges/deductions. By default, the period

code is determined based on the posting date. If necessary,
the period code can be changed. The period code determines
whether charges/deduction is included in the payroll
document

Document Date Specifies the date when the related document was created.

Document No. Specifies the number of the related document.

HR Order No. The number of the personnel order that will be displayed in
the printed form of the document. By default, the field value is
the same as the document Number field

HR Order Date Date of the personnel order to be displayed in the printed

form of the document. By default, the field value is the same
as the document date field

Employee No. Specifies the number of the involved employee.

Element Code Specifies the code of the related payroll element for tax
registration purposes.
 FIELD DESCRIPTION

Post Action Add

Description A text description of the charges/deductions

Starting Date Specifies the first day of activity in question.

Ending Date Specifies the last day of the activity in question. The field can
be empty. In this case, the accrual is interpreted as indefinite
and will be included in the payroll calculation until it is
canceled.

Wage Period To/Wage Period From The period for which this type of accrual is set. The field is
required for salary elements of the Bonuses type.

Amount Amount of charges/deductions

The journal line must be posted for the charges/deductions to take effect.
All charges and deductions are recorded in the employee Ledger entries. The list of charges and deductions of
each employee is available in the employee card.
The generated accrual will be automatically included in the payroll calculation for the period defined by the start
date and end date fields.
Update charges
In order to cancel or change a previously made employee accrual, you must generate the employee journal line as
described above, except for the following fields:

FIELD DESCRIPTION

Post Action Close – to stop the inclusion of the payroll item in the
payroll.The date from which the payroll item is no longer
included in the payroll calculation must be specified in the end
date field (usually the last date of the month). You can leave
the Amount field blank because the value of this field does
not change in the employee Ledger. Update – change the
amount for an existing charge/hold. Please note that the
Amount field must be filled in. Otherwise, the transaction
amount will be set to 0, that is, the accrual/deduction is
actually canceled.

Applies-to entry The entry number from the Employee Ledger Entries that you
want to close or update.

In the process of posting a journal line of this type, the specified entry is modified in the Employee Ledger Entries.
The modification changes the Amount or end date of the operation.

See Also
Human Resources
 Absence registration
2 minutes to read • Edit Online

All types of absence which are paid according to the legislation on average earnings shall be registered by the
corresponding types of orders.
There are four types of orders in Business Central:
Vacation;
Travel;
Sick leave;
Other types of absence.
All types of orders are issued in a similar way.
1. Go to Departments > Human resources > Absence Orders
2. Fill the header of order:

FIELD DESCRIPTION

No. Specifies the number of the involved entry or record,

according to the specified number series.

Employee No. Specifies the number of the involved employee.

Document Date Specifies the date when the related document was created.

Posting Date Specifies the entry's posting date.

HR Order No. Number of the order for absence which will be displayed in
the corresponding printed form of the document. By default,
the value of the field is the same as the value of the No. field,
but can be changed manually

HR Order Date Date of the order for absence, which will be displayed in the
printed form of the document. By default, the field value is the
same as the document date field, but can be changed
manually

Period Code The period code in which the current document must be
included in the payroll document. By default, the field is filled
in automatically with a period code that corresponds to the
posting date

3. Fill the line:

FIELD DESCRIPTION

Time Activity Code Temporary activity code corresponding to the type of order

Element Code Specifies the code of the related payroll element for tax
registration purposes.
 FIELD DESCRIPTION

Description Specifies the description associated with this line.

Start Date Specifies the first day of the activity in question.

End Date Specifies the last day of the activity in question.

4. For the formation of transactions in the books document should be post.

Absence types defined by a considered order, recorded in the Employee Ledger Entries.
The considered order can be cancelled. The function is available in the form of a card of the considered order. Only
orders for which wages are not calculated may be cancelled.

See Also
Human Resources
 Dismissal
2 minutes to read • Edit Online

For the dismissed is created additional line of the employment contract with Operation type Dismissal.
Registration of the order on dismissal is carried out in the following sequence.
1. For indefinite employment contracts, fill the end date field in the employment contract header. The field must
contain the employee's dismissal date.
2. Create a new line and specify Dismissal in the Operation Type field.
3. Fill the contract fields:

FIELD DESCRIPTION

Dismissal Reason Code of Dismissal Reason

Dismissal Document In the field, you can enter a document of reason for dismissal,
if necessary

If the employee at dismissal rely compensation payments, they should be specified in the terms of the contract.
The code of obligatory compensation payment is also linked to the reason of termination of the employment
contract.
4. Approve the contract line (Function – Approve line).
5. The following sequence of actions will be performed during the approval of the employment contract line
with the type dismissal.
The employment contract will be assigned the closed status.
Creates a new record of dismissal in the history of the employee at the enterprise.
6. The employee card contains information about the dismissal (in the field Status set the value Dismissed, filled
in the fields date of dismissal and Code of the reason for dismissal.

See Also
Human Resources
 Forming and Changing the Staff List Order
2 minutes to read • Edit Online

Changing of Staff List

To make changes in the Staff List go to Human Resources > Organization > Staff list Order
1. In the header of the order, fill the fields:

FIELD DESCRIPTION

No. Specifies the number of the involved entry or record,

according to the specified number series.

Document Date Specifies the date when the related document was created.

Posting date Specifies the entry's posting date.

HR Order No., HR Order Date The number and date specified in the fields are used to form
the printed form of the order to make changes to the staff
List

Description Specifies the description associated with this line.

The HR Manager No. and Chief Accountant No. fields are filled automatically according to the organization
settings.
2. The fields must be filled on the lines:

FIELD DESCRIPTION

Type Position/Org. Unit

Code Code of position or Org. Unit

Action Approve/Reopen/Close/Rename – type of action to be

performed on this staffing item

3. Post order.

NOTE
Only an unoccupied position that is not the highest for any other position can be closed.
A unit can be closed if all positions in it are closed.

Forming of staff list

In Business Central, there is a concept of archive staffing. Archive staffing allows you to save the status of the staff
list at the time of its creation.
Staff list for any date you can see: Human Resources > Organization > Staff List.
By default, the staff list displays only the actual (approved) positions on the working date set in the system. The
necessary data can be obtained by setting special filters on the form.
To create an archive, click the Archive button.
The formed staff list for the specified date is transferred to the list of posted documents. Human Resources >
Archive > Archived Staff List
Staff Arrangement
Staff list is document impersonal, it indicates the number of posts in the organization and salaries for them.
However, some companies print a special form that is not regulated by the legislation – Staff Arrangement.
Staff Arrangement – a document that indicates which units approved in the staff list are occupied, indicating the
name of the employee, his salary and allowances, and which are still vacant.
The form of Staff Arrangement is formed on the basis of the archived staff list.
To create a printed form of Staff Arrangement, find (or form) an archive form of staff list and click the Print button.
When you run the report, check the box Staff Arrangement and select the desired mode of report generation in
the field Show Staff.
Click OK to generate the report.

See Also
Human Resources
 Vacation Planning
2 minutes to read • Edit Online

Business Central provides a schedule of vacations for a calendar year:

1. Go to Human Resources > Vacation Planning > Vacation Schedule
2. To create a vacation schedule, create a new schedule by specifying in the Year field the calendar year for which
the vacation schedule is drawn up. The Description field contains the name of the schedule.
3. To add all employees in the line of schedule use Suggest Employees.
4. The following fields must be filled in to form the main vacation schedule form:
Employee No.;
Start date;
End date.
Field Actual Start Date is filled automatically when the orders to vacation is posted. If necessary, the field can be
filled in manually.
The remaining fields of the form are filled in as needed in case of transfer of leave.

See Also
Human Resources
 Spain Local Functionality
2 minutes to read • Edit Online

The following topics describe local functionality that is unique to the Spanish version of Business Central.

Feature Availability
VAT
SII - Invoice and Credit Memo Types in Sales and Purchase Documents Available Now
VAT Reports Available Now
Report 340 Available Now
Create Report 340 Available Now
Report 347 Available Now
Create Report 347 Available Now
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Export VAT Statements in XML Format Available Now
Export VAT Statements in Text Format Available Now
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Banking & Payments
Electronic Payments AEB N34.1 Available Now
Electronic Payments – AEB N34.1 Available Now
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Pay Vendors by Using Electronic Payments Available Now
Export Electronic Payments Available Now
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Electronic Invoicing
Cartera Module Available Now
Receivables Cartera Module Available Now
Payments Cartera Module Available Now
Core Finance
Set Up and Close Income Statement Balances Available Now
Indent and Validate Chart of Accounts Available Now
Ignore Discounts in General Ledger Accounts Available Now
Export Account Schedules to ASC Format Available Now
 Print Account Book Reports Available Now
Print Sales and Purchase Invoice Books Available Now
Transaction Numbers Available Now
Print and Post All Transactions for a Period Available Now
General
Corrective Invoices Available Now
Calculating Due Dates Available Now
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Working with Business Central

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 VAT Reports
2 minutes to read • Edit Online

VAT is charged on transactions that involve goods and services in Spain or goods imported into Spain. The
following information provides more details about VAT functionality.

Equivalence Charge
Equivalence Charge (EC ) tax applies to activities that do not follow VAT rules. According to EC rules, companies
must pay a surcharge to their vendors in addition to VAT. However, they can only charge VAT without the
surcharge on sales invoices.
VAT with EC Percentage
Preset general posting groups have an EC percentage in addition to their VAT percentage. Although the EC is
tracked separately, both tax values are merged with VAT when it is possible. If the EC percentage is a separate field
in the posting group, the EC is merged with the value in the VAT % column.
For printing sales and purchase invoice books, the VAT percent and EC percentages are displayed in the VAT
Entry table during posting.

NOTE
If the item has no taxable VAT, 0 is automatically displayed in the VAT % field in the VAT information pages.

Telematic VAT
With telematic VAT you can design and generate monthly and yearly tax reports as electronic files or printed files.
You can submit these reports to the tax authorities using a third-party program or an XML file from the tax
authorities' website.
VAT Statement
The VAT statement displays VAT amounts and base amounts in different columns.
There are two report template types in the VAT Statement Name table:
One-Column Report
Two-Columns Report
VAT -VIES Declaration
With VAT-VIES declaration you can run a batch file to generate European Union (EU ) sales reports. The batch file
exports the entries in the required file format for submission to customs and tax authorities.

See Also
Spain Local Functionality
Report 340
Report 347
 Report 340
3 minutes to read • Edit Online

The Report 340 report contains information about invoices and taxes that were issued or received by your
company in a given period. The report is generated in a format that is approved by the tax authorities. This report
should be submitted in the company’s monthly or quarterly liquidation period, depending on the size of the
company. This file can be uploaded to the Spanish Tax Agency website or submitted on CD -ROM. For more
information, see the Spanish Tax Agency website. If the number of operations exceeds 1,000,000, the report can
be submitted electronically.

Reporting Requirements for Entrepreneurs and Small Companies

The reporting requirements for entrepreneurs and small businesses are modified to support businesses that use
the cash accounting criteria (CAC ).
A company can use the cash accounting method if business sales do not exceed 2,000,000 euros per year. There is
one exception to this rule for a business whose receipts in cash from any single customer exceeds the sum of
100,000 euros.
In Business Central, you can set up posting groups for cash-based VAT accounting for purchases and sales.
If you file a report under this regimen, the following label is applied to certain Business Central reports: Régimen
especial del criterio de caja. The modified reports are:

REPORT DESCRIPTION

Report 117 Reminder

Report 118 Finance Charge Memo

Report 205 Order Confirmation

Report 206 Sales - Invoice

Report 207 Sales - Credit Memo

Report 405 Purchase Order

Report 406 Purchase – Invoice

Report 407 Purchase - Credit Memo

Report 5900 Service Order

Report 5911 Service - Invoice

Report 5912 Service - Credit Memo

File Format
The file format for the Report 340 report includes one deponent record, and at least one issued invoice or one
received invoice. Deponent information comes from the Company Information table and the request form.
Issued invoices come from the companies to which you have sold goods or services. Customer information comes
from the Customer table. Received invoices come from the companies from which you have purchased goods or
services. Vendor information comes from the Vendor table.

NOTE
If there are no file format records, the file is not created and an error message is displayed.

Entries Included in Report 340

The entries included in Report 340 must have been posted in the period and fiscal year entered in the request
form. The entries that are included in the report of payments in cash can be posted from the previous year.
Businesses
Report 340 must include the following entries:
Posted sales invoices and credit memos.
Posted purchase invoices and credit memos.
Posted service invoices and credit memos.
Auto invoices and auto credit memos.
Payments in cash.
Entries in the Sales Invoice Book report must be included in the report as issued invoices.
Entries in the Purchase Invoice book report must be included in the report as received invoices.
Small Businesses
For small businesses and entrepreneurs operating under the Cash Accounting Criteria (CAC ), Report 340 reports
invoices under the CAC. The invoice is marked with a "Z" for operation type. If the invoice is under the CAC, then
the following is reported:
Payment/receipt method, that is, cash, check, transfer, and so forth. This field is blank in the report if no
payment collection has occurred.
Payment/receipt amount (full, partial)
Payment/receipt dates
Invoices Including Different VAT Percentages or EC Percentages
If the invoice has more than one VAT percentage or equivalence charge (EC ) percentage, the report must include
all of the records with different VAT percentage and EC percentage. If the invoice includes equivalence charges
(EC ), the EC percentage and EC amount without VAT will be displayed.
All of these records will show the same invoice ID and customer VAT number.

File Format Restrictions

Before creating the Report 340 report, you should consider the following file format restrictions:
All amounts must be in euro.
All amounts must be positive. In the fields where negative amounts are possible, N is specified.
All text must be capitalized.
All alphanumeric fields must be left-aligned.
All numeric fields must be right-aligned.
 Special characters are converted to standard characters.
If the field has no value, it will be empty for alphanumeric fields and populated with zeros for numeric fields.

See Also
Create Report 340
Payments in Cash
Spain Local Functionality
 Create Report 340
3 minutes to read • Edit Online

Report 340 includes all sales invoices and purchase invoices posted by a company during a given period. The
report also includes the operation codes with related taxes and payments in cash.
This report is generated in a format approved by the tax authorities. You should submit this report on a monthly
or quarterly basis, depending on the size of your company.

To create Report 340

1. Choose the icon, enter Make 340 Declaration, and then choose the related link.
2. On the Make 340 Declaration page, on the Options FastTab, fill in the fields as described in the following
table.

FIELD DESCRIPTION

Fiscal Year Enter the fiscal year for which you want to create the
operation declaration.

Month Select the month that you want to include in the

operations declaration.

Min. Payment Amount Enter the amount that you have received in cash for the
selected G/L Acc. for Payments in Cash. Important: The
field is designed for reporting payments in cash. The
amount that you have selected decides the sum of
customer entries in the report. If the total invoiced
amount for a customer per year is less than the amount
specified in the field, then the sum of the customer entries
is not included in the report. If the total invoiced amount
for a customer per year is greater than the amount
specified in the field, then the sum of customer entries is
included in the report. When you export the data to a
declaration .txt file, you will see that the Amount
Received in Cash field in the declaration .txt file contains
the accumulated amount of customer entries in one line
per year.

G/L Acc. for Payments in Cash Select one or more on general ledger accounts to include
only the entries that are posted to the filtered general
ledger accounts in the report. Important: The field is
designed for reporting payments in cash. When you
export the data to a declaration .txt file, you will see that
the Amount Received in Cash field in the declaration .txt
file contains the accumulated value for the selected
general ledger accounts. If you do not select any general
ledger accounts, type 2 lines for payments in cash will not
be created.

Contact Name Enter the surname and name for the company that is
creating the operations declaration.
 FIELD DESCRIPTION

Telephone Number Enter the telephone number for the company that is
creating the operations declaration.

Non Deduct. Gen. Prod. Post. Groups Select the general product posting group. The selected
posting groups are non-deductible VAT.

Declaration Number Enter the number to identify the operations declaration.

Electronic Code Specify the electronic code that is provided by the tax
authorities.

Declaration Media Type Select the media type for the declaration.

Replacement Declaration Select if this is a replacement of a previously sent

declaration.

Previous Declaration Number If the Replacement Declaration option is selected, enter

the previous declaration number.

3. Select the appropriate filters, and then choose the OK button. The text file for report 340 is created in the
specified path.

To create a Modelo 340 report under the CAC regimen

1. Perform the steps in the previous procedure.
2. As needed, adjust and modify the operation code information. In order for the report to pass validation
when you submit it to the tax authority, any line that has an unrealized payment must be updated to include
an operation code. You can change an operation code of Z or 3 to Z or 1 – 8 only for cash based payments.
3. Choose the OK button. The report is exported to the file location that you specified. The report will only
contain lines for invoices, credit memos, whether applied or not, and payments that have unrealized VAT.
Invoices will be exported and will contain the Z operation code. Collection data is blank.
Payments against an invoice will be exported and will contain the collection data.
If you print the posted document, for example, a posted sales invoice, it will include the following label: Régimen
especial del criterio de caja.

See Also
Report 340
Payments in Cash
Spanish Tax Agency
 Report 347
2 minutes to read • Edit Online

The Report 347 report is a required annual report sent by all companies to the tax authorities to reflect the sales
or purchases in a given period. This report also includes entries such as payment in cash that was received in the
period. The Report 347 report is generated in a format that is approved by the tax authorities. This file can be
uploaded to the Spanish Tax Agency website or submitted on CD -ROM. For more information, see the Spanish
Tax Agency website.

File Format for Report 347

The file format for Report 347 includes at least one responsible company, a deponent, and a customer/vendor
register. A responsible company is a company that submits the information to the Spanish Tax Agency. Deponent
information comes from the Company Information table and the request form. Customer information comes
from the Customer table, the Cust. Ledger Entry table, and the G/L Entry table. Vendor information comes
from the Vendor table and the Vendor Ledger Entry table.

NOTE
If there are no file records, the file is not created and an error message is displayed.

File Format Restrictions for Report 347

Before creating Report 347, the following file format restrictions will be considered:
All amounts must be positive.
All text must be capitalized.
All alphanumeric fields must be left-aligned.
All numeric fields must be right-aligned.
If the company receives payments in cash that are over the predefined official threshold for these transactions,
a four-digit year must be included. The year indicates when the invoices that are related to receivables were
posted.
Special characters must be converted to standard characters.
If the field has no value, it will be blank for alphanumeric fields and populated with zeros for numeric fields.

See Also
Spain Local Functionality
Create Report 347
 Create Report 347
2 minutes to read • Edit Online

All companies must provide an annual declaration, Report 347, to the tax authorities providing the sales and
purchase transactions from the previous fiscal period.
The Report 347 declaration is generated in a format that is approved by the tax authorities for upload to their
Virtual Office website or submission on CD -ROM.
Before you create the Report 347 declaration, you can run a report to identify payments in cash that have not been
applied to a document.

To identify unapplied payments in cash

1. Choose the icon, enter 347, and then choose the link for the 347 Declaration area.
2. Choose the Unapplied Payments in Cash action.
3. On the Options FastTab, fill in the fields.

To create a Report 347 declaration

1. Choose the icon, enter Make 347 Declaration, and then choose the related link.
2. On the Options FastTab, fill in the fields. For more information, see Make 347 Declaration.
3. Choose the OK button.
When you send the Report 347 declaration, you must include 347 declaration labels. The labels are required as
part of the package for the tax authorities.

To create 347 declaration labels

1. Choose the icon, enter 347 Declaration Labels, and then choose the related link.
2. On the Options FastTab, fill in the fields. For more information, see Declaration Labels.

See Also
Spain Local Functionality
Report 347
 Report 349
3 minutes to read • Edit Online

You must submit a periodic report of trade with other EU countries/regions to the tax authorities. In Spain, this
Report 349 is part of the EU intra-community VAT Information Exchange System (VIES ).
In Business Central, the Report 349 declaration is based on VAT entries that are filtered by the EU country/region
codes. You must create a 349 declaration and then submit the file to the Spanish Tax Agency website or on CD -
ROM.
When you create a Report 349 declaration that includes credit memos, the entries will display on the
Customer/Vendor Warnings 349 page so that you can include them as corrections to invoices. You must make
the appropriate changes to the lines on the Customer/Vendor Warnings 349 page before you can submit the
declaration. For more information, Create Report 349.

Delivery Operation Codes

The Report 349 declaration must specify separate operation codes for the delivery of goods to other EU
countries/regions. You can set up separate VAT product posting groups for each type of export delivery. Then,
when you apply a VAT posting group to an item that is sold, Business Central stores the delivery operation code,
and the transaction is included in the quarterly 349 declaration.
Before you submit the 349 declaration, you must make sure that all VAT entries have the relevant delivery
operation codes. The following table describes the delivery operation codes that are currently supported in
Business Central.

DELIVERY OPERATION CODE DESCRIPTION

E Identifies transactions with items that were delivered to

customers in another EU country/region and are not included
in either the M or the H delivery operation code.

M Identifies transactions with items that were delivered to

customers in another EU country/region and which were
previously imported into Spain as tax exempt according to the
VAT law.

H Identifies transactions with items that were delivered to

customers in another EU country/region and which were
previously imported into Spain as tax exempt according to the
VAT law, and which were conducted by an official tax
representative.

To help you manage exports to other EU countries/regions in Business Central, you can create VAT product
posting groups for each operation code. Then, when you apply a VAT posting group to an item that is sold, the
Delivery Operation Code field in the VAT Entry table identifies the VAT transactions according to the operation
code.
Delivery Operation Codes and Item Setup
You can set up a VAT product posting group for each delivery operation type and then assign the appropriate VAT
product posting group to items in the Item Card page.
If you have an inventory item that can be imported in different ways, for example if it is tax exempt in some cases
and not tax exempt in other cases, you can create separate item cards with the appropriate VAT product posting
group.
In the following example, you import chairs from another EU country/region, and you resell the chairs to
customers in other countries/regions. One type of chair is exempt from VAT when you import it under certain
circumstances, but otherwise it is not exempt. As a result, you create two item cards for it:
One item card with a VAT product posting group with the Delivery Operation Code field set to M.
One item card with a VAT product posting group with the Delivery Operation Code field set to E.
Then, when you create a sales order, you must make sure that you select the correct item in the sales lines.
When you post the sales invoice, Business Central saves the delivery operation code in the VAT Entry table, and
then, when you create the Report 349 declaration, the VAT amount is included in the section for the appropriate
delivery operation code.

See Also
Create Report 349
 Create Report 349
3 minutes to read • Edit Online

You must submit a periodic report of trade with other EU countries/regions to the tax authorities. This declaration,
Report 349, must be submitted to the tax authorities electronically on the tax agency website or on a CD -ROM.
For more information, see the Spanish Tax Agency website.

To create Report 349

1. Choose the icon, enter Make 349 Declaration, and then choose the related link.
2. On the Options FastTab, fill in the fields as described in the following table.

FIELD DESCRIPTION

Fiscal Year Specify the year of the reporting period.

Period Select the period that the report covers. This can be a
year, a month, or a quarter.

Period Frequency Change Select to change the period frequency of the report.

Contact Name Specify the contact name for your company.

Telephone Number Specify the telephone number for contact.

Declaration Number Specify the number of the declaration. For example, if this
is your first 349 declaration, the number is
3490000000000.

Company Country/Region Enter the country/region for your company.

Declaration Media Type Select the media type for the declaration.

To submit the declaration electronically, select Telematic.

To submit the declaration on CD-ROM, select Physical

support. If you want to submit the 349 declaration on a
CD-ROM, you must also print labels for the disk. For
more information, see Declaration Labels.

Excluded Gen. Product Posting Groups Specify the general product posting group that you do
not want to include in the declaration.

3. Choose the OK button.

If the period includes a credit memo, a message appears, and if you choose the OK button, the
Customer/Vendor Warnings 349 page opens and shows all credit memos for that period.
Entries related to credit memos display on the Customer/Vendor Warnings 349 page because you may want to
include them as corrections to invoices. For example, if you posted a sales invoice in October, and you then post a
credit memo in November that corrects the October invoice, a warning displays. Then, you can make the
appropriate changes on the Customer/Vendor Warnings 349 page. You must specify which section of the total
amount for that customer must be included in the November 349 declaration.

To correct warnings for Report 349

1. On the Customer/Vendor Warnings 349 page, select the line for the relevant customer.
2. Make the appropriate changes to the line.
The following table describes the key fields for correcting a 349 declaration that includes a credit memo.

FIELD DESCRIPTION

Include Correction Select to accept the correction that the credit memo has
resulted in.

Delivery Operation Code Specifies the type of export delivery for the VAT
transaction.

If you select a month in the Original Declaration Period

field, the Delivery Operation Code field helps you
identify the appropriate amount, which is shown in the
Previous Declared Amount field.

Previous Declared Amount Specifies the total amount that has been included in a 349
declaration.

This field is calculated only if you changed the Original

Declaration Period field. It is calculated based on the
specified delivery operation code.

Original Declaration FY Specifies the fiscal year that the original 349 declaration
was submitted to the tax authorities with the invoice that
this credit memo corrects. Warning: Do not change this
field if the credit memo applies to an invoice that has not
yet been declared to the tax authorities because it is part
of the current 349 declaration.

Original Declaration Period Specifies the month, such as 01 for the month of January,
for the original 349 declaration that included the invoice
that this credit memo corrects. Warning: Do not change
this field if the credit memo applies to an invoice that has
not yet been declared to the tax authorities because it is
part of the current 349 declaration.

Original Declared Amount Specifies the correction for the original transaction.

For a credit memo for an invoice that was included in an

earlier 349 declaration, enter the amount that should
have been declared for this customer or vendor. This
amount is the invoiced amount less the credit memo
amount.

For a credit memo for an invoice that is part of the

current 349 declaration, enter the credit memo amount.

3. When you have made the appropriate changes, choose the Process action.
A page appears where you must confirm that you want to update the 349 declaration for those entries
where the Include Correction check box is selected.
For corrections to amounts that were included in an earlier 349 declaration, the page can show more than one
warning for a customer or vendor with the same values in the Original Declaration FY and Original
Declaration Period fields. In that case, you should combine the corrections in a single line so that the appropriate
amounts for the Previous Declared Amount field and the Original Declared Amount field are included in the
349 declaration.

See Also
Report 349
 Set Up 340 Reports for Small Businesses
2 minutes to read • Edit Online

Use the following procedure to set up your business to report on a cash basis, that is, Cash Accounting Criteria
(CAC ). If you have not already done so, you can set up posting groups for cash-based VAT accounting for
purchases and sales.
When you file a report 340, any transaction lines that are associated with unrealized VAT are assumed to have
taken place under cash accounting.
After VAT posting is set up to handle unrealized VAT, any printed sales order, purchase order, and so forth will be
modified to have the following label in bold font added to the report just before the section reporting the
document lines: Régimen especial del criterio de caja.

To set up reporting under CAC

1. Choose the icon, enter General Ledger Setup, and then choose the related link.
2. On the General FastTab, select the Unrealized VAT check box on the General Ledger Setup page. Choose
the OK button.
3. Choose the icon, enter VAT Posting Setup, and then choose the related link.
4. On the VAT Posting Setup page, select a group to modify or create a posting group that has general ledger
accounts to treat the VAT amounts for the various unrealized VAT accounts in your VAT Posting Setup, and then
choose the Edit action.
5. On the General FastTab, set the Unrealized VAT Type to Percentage.
6. On the Sales and Purchase FastTabs, specify general ledger accounts for the various VAT Unreal. Account
fields.

See Also
Report VAT to Tax Authorities
 Create Templates for Telematic VAT Statements in
Text File Format
2 minutes to read • Edit Online

In order to submit VAT statements electronically, you must create templates to generate the required files. You can
submit files in text format and in XML format. This procedure describes how to create templates for text files.
For more information, see the Spanish Tax Agency website.

To create a template for VAT statements in text file format

1. Choose the icon, enter VAT Statement, and then choose the appropriate link.
2. Select the required VAT statement, and then choose the Design txt file action.
3. On the Transference Format page, fill in the fields as described in the following table.

IMPORTANT
The values for the fields are determined by the tax authorities.
For more information, see the Spanish Tax Agency website.

FIELD DESCRIPTION

VAT Stmt. Name Specify the VAT statement name that this template is for.

No. Specify the field number in the text file.

Position Specify the position of this field in the text file.

Length Specify the length of the field.

Type Specify the type of the field. The available options are
Alphanumerical, Numerical, Fix, Ask, and Currency.

Subtype Specify the subtype of the field.

The subtype specifies if the line must show only the

integer part of an amount, the decimal part, or the full
amount.

Description Specify the text that you want to appear on the label.

Value Specify the value for the label.

Box Specify the box number from which to retrieve the data.

4. Repeat the previous step for additional lines in the VAT statement.
5. Choose the OK button.
This creates the template. Now, you can create a file that you can then submit to the tax authorities.

See Also
Export VAT Statements in Text Format
Create Templates for Telematic VAT Statements in XML File Format
 Create Templates for Telematic VAT Statements in
XML File Format
2 minutes to read • Edit Online

In order to submit VAT statements electronically, you must create templates to generate the required files. You can
submit files in text format and in XML format. This procedure describes how to create templates for XML files.
For more information, see the Spanish Tax Agency website.

To create a template for VAT statements in XML file format

1. Choose the icon, enter VAT Statement, and then choose the appropriate link.
2. Select the required VAT statement, and then choose the Design XML file action.
3. On the XML Transference Format page, fill in the fields as described in the following table.

IMPORTANT
The values for the fields are determined by the tax authorities.
For more information, see the Spanish Tax Agency website.

FIELD DESCRIPTION

VAT Stmt. Name Specify the VAT statement name that this template is for.

No. Specify the field number in the text file.

Line Type Specify whether the VAT statement line type is an XML
element or an XML attribute.

Indentation Level Specify the indentation level for the label. This level is used
to format the XML file.

Parent Line No. Specify the line number of the parent line that the current
line is indented under.

Value Type Specify the subtype of the field.

The subtype specifies if the line must show only the

integer part of an amount, the decimal part, or the full
amount.

Description Specify the text that you want to appear on the label.

Value Specify the value for the label.

Box Specify the box number from which to retrieve the data.
 FIELD DESCRIPTION

Ask Specifies if the Value field can be changed before you

create the XML file.

Exists Amount Select to include the existing amount.

4. Repeat the previous step for additional lines in the VAT statement.
5. Choose the OK button.
This creates the template. Now, you can create a file that you can then submit to the tax authorities.

See Also
Export VAT Statements in XML Format
Create Templates for Telematic VAT Statements in Text File Format
 Export VAT Statements in XML Format
2 minutes to read • Edit Online

You can export a VAT statement in XML format and then submit it electronically to the tax authorities.
For more information, see the Spanish Tax Agency website.

To export a VAT statement in XML format

1. Choose the icon, enter VAT Statement, and then choose the appropriate link.
2. Select the required VAT statement, and then choose the Generate XML file action.

IMPORTANT
The VAT statement name must be of the template type One Column Report.
In the standard version of Business Central, the VAT statement name for the 392 telematic statement is of the type
One Column Report.

3. On the XML VAT Declaration page, on the Options FastTab, fill in the fields as described in the following
table.

FIELD DESCRIPTION

VAT entries included Specify if the VAT statement must include open entries,
closed entries, or both open and closed entries.

VAT entries included Specify if the VAT statement must include only entries
from the period that is specified in the Date Filter field, or
also entries from previous periods.

Additional Currency Select to display the report amounts in the additional

reporting currency.

4. On the VAT Statement Line FastTab, specify a value for the Date Filter field.
Optionally, select additional filters.
5. Choose the OK button.
6. On the XML Transference Format page, verify that the VAT statement is set up as required, and then
choose the OK button.
You can open or save the generated XML file. You can now submit the VAT statement to the tax authorities.

See Also
Create Templates for Telematic VAT Statements in XML File Format
Export VAT Statements in Text Format
 Export VAT Statements in Text Format
2 minutes to read • Edit Online

You can export a VAT statement in text format and then submit it electronically to the tax authorities.
For more information, see the Spanish Tax Agency website.

To export a VAT statement in text format

1. Choose the icon, enter VAT Statements, and then choose the related link.
2. Select the required VAT statement, and then choose the Generate txt file action.

IMPORTANT
The VAT statement name must be of the template type One Column Report.
In the standard version of Business Central, the VAT statement name for the 320 telematic statement is of the type
One Column Report.

3. On the Telematic VAT Declaration page, on the Options FastTab, fill in the fields as described in the
following table.

FIELD DESCRIPTION

VAT entries included Specify if the VAT statement must include open entries,
closed entries, or both open and closed entries.

VAT entries included Specify if the VAT statement must include only entries
from the period that is specified in the Date Filter field, or
also entries from previous periods.

Additional Currency Select to display the report amounts in the additional

reporting currency.

4. On the VAT Statement Line FastTab, specify a value for the Date Filter field.
Optionally, select additional filters.
5. Choose the OK button.
6. On the Transference Format page, verify that the VAT statement is set up as required, and then choose the
OK button.
7. Choose the Open button or choose the Save button.
You can now submit the VAT statement to the tax authorities.

See Also
VAT Reports
Create Templates for Telematic VAT Statements in Text File Format
Export VAT Statements in XML Format
 Equivalence Charges (EC)
2 minutes to read • Edit Online

An Equivalence Charge (EC ) is a tax that is used in retail sales and in activities that do not follow VAT rules. Under
EC rules, companies must pay a surcharge to their vendors when purchasing goods, in addition to the usual VAT.
However, when selling goods, only VAT can be charged. Some general posting groups must have an EC
percentage in addition to the VAT percentage. This information is tracked separately, but in order to minimize
changes, both taxes are usually combined.
The EC % field is a separate field in the Purchase Line, Sales Line, Sales Line Archive and Purchase Line
Archive tables. However, in sales and purchase lines, both taxes are combined and the value is displayed in the
VAT % field. The VAT + EC % field is used when these values are combined. At the time of posting, the VAT
percentage and the EC percentage are inserted in the VAT Entry table. This makes it possible to print the Sales
Invoice Book report and the Purchases Invoice Book report.

See Also
Spain Local Functionality
 Electronic Payments – AEB N34.1
2 minutes to read • Edit Online

With the electronic payments functionality, you can pay vendors using electronic payments rather than printing
paper checks. Electronic payments are exported into a standard AEB N34.1 file format used by most banks in
Spain. This file is then transmitted to your bank.
You can create electronic payments from the payment journals or from the Cartera functionality (report list). This is
intended to cover the following cases:
Invoices and open, non-grouped Cartera documents. If you select to pay using electronic payments, then the
payment file is generated from the Export Electronic Payments report.
Invoices and Cartera documents that are grouped in a payment order. If you select to pay using electronic
payments, the payment file is generated from the PO - Export N34.1 report, available in the Cartera report
list.

NOTE
Partners may need to modify this report to meet their customer’s bank individual requirements.

Before you can transfer payments electronically to a vendor, you will need to set up a bank account for the vendor.
You will also need to set up the electronic payment links with your bank and set up the bank account card in
Business Central for your own bank to handle the electronic payments. The bank should provide the transmission
program.

See Also
Set Up Bank Accounts for Electronic Payments
Pay Vendors by Using Electronic Payments
Export Electronic Payments
PO - Export N34.1
 Electronic Payments – AEB N34.1
2 minutes to read • Edit Online

With the electronic payments functionality, you can pay vendors using electronic payments rather than printing
paper checks. Electronic payments are exported into a standard AEB N34.1 file format used by most banks in
Spain. This file is then transmitted to your bank.
You can create electronic payments from the payment journals or from the Cartera functionality (report list). This is
intended to cover the following cases:
Invoices and open, non-grouped Cartera documents. If you select to pay using electronic payments, then
the payment file is generated from the Export Electronic Payments report.
Invoices and Cartera documents that are grouped in a payment order. If you select to pay using electronic
payments, the payment file is generated from the PO - Export N34.1 report, available in the Cartera report
list.

NOTE
Partners may need to modify this report to meet their customer’s bank individual requirements.

Before you can transfer payments electronically to a vendor, you will need to set up a bank account for the vendor.
You will also need to set up the electronic payment links with your bank and set up the bank account card in
Business Central for your own bank to handle the electronic payments. The bank should provide the transmission
program.

See Also
Set Up Bank Accounts for Electronic Payments
Pay Vendors by Using Electronic Payments
 Set Up Bank Accounts for Electronic Payments
2 minutes to read • Edit Online

In Business Central, you can set up bank accounts to make electronic payments.

To set up bank accounts for electronic payments

1. Choose the icon, enter Bank Account Card, and then choose the related link.
2. On the Transfer FastTab, make sure that the CCC Bank No., CCC Bank Branch No., CCC Control Digits,
and CCC Bank Account No. fields are filled in correctly.
3. On the Transfer FastTab, fill in the fields as described in the following table.

FIELD DESCRIPTION

E-Pay Export File Path Enter the full path of the electronic payment file, start
with the drive letter and end with a backslash (). The file
name is not included here. You should use the directory
where Business Central is installed. For example: C:NAV
would be a possible entry for this field. You can enter a
maximum of 100 characters.

Last E-Pay Export File Name Specify the name of the file with the .txt file name
extension, without the path., Because the file name will be
incremented every time that an electronic payment file is
exported, this file name should have digits in it. This will
create a permanent record of every file that you have
exported to the bank. For example, DD000000.txt could
be a possible first entry for this field. You can enter a
maximum of 50 characters.

4. On the Posting FastTab, fill in the fields as described in the following table.

FIELD DESCRIPTION

Last Remittance Advice No. Specify a number series that differs from the check
number series. This is needed so that the numbers do not
conflict with each other. The remittance advice is printed
on blank paper in a form that is easy to mail to the
vendor.

To set up vendor bank accounts for electronic payments

1. Choose the icon, enter Vendor Bank Account Card, and then choose the related link.
2. On the General FastTab, fill in the fields as described in the following table.

FIELD DESCRIPTION

Use For Electronic Payments Specify if this vendor bank account will be used for
electronic payments. For electronic payments, only one
bank account can be selected for each vendor.
3. On the Transfer FastTab, make sure that the CCC Bank No., CCC Bank Branch No., CCC Control Digits,
and CCC Bank Account No. fields are filled in correctly.

See Also
Electronic Payments – AEB N34.1
 Pay Vendors Using Electronic Payments
2 minutes to read • Edit Online

In Business Central, you can pay a vendor using electronic payments. Payments will be exported to a file, which
will then be transmitted to your bank. The bank then electronically transfers the payments from your bank account
to the payee’s (vendor) bank account.
This process is similar to how computer checks are processed.

To pay a vendor electronically

1. Choose the icon, enter Payment Journals, and then choose the related link.
2. Fill in the fields as described in the following table.

FIELD DESCRIPTION

Bank Payment Type Specify Electronic Payment to create a corresponding

check ledger entry for the amount.

Payment Type Specify the payment type for the special transfer payment,
if applicable. Select Blank if you do not want to use the
special transfer payment type. Select 01 to create a special
payment for “goods” on the journal line. Select 02 to
create a special payment for “non-goods” on this journal
line.

Statistical Code Specify the statistical code for the special transfer
payment, if applicable. The statistical code must be used at
the same time as the payment type. Select 01 to create a
special payment for “goods” on the journal line. Select 02
to create a special payment for “non-goods” on this
journal line.

See Also
Set Up Bank Accounts for Electronic Payments
 Export Electronic Payments
5 minutes to read • Edit Online

In Business Central, you can export payment journal entries into a file format according to four different payment
standards. You must use the following pages to export according to the different payment standards.

PAYMENT STANDARD PAGE TO EXPORT FROM

AEB N34 Payment Orders

AEB N34.1 Payment Orders

E-PAY Payment Journal

SEPA Payment Journal or Payment Orders

IMPORTANT
Before you can export a payment, you must select a payment format in the Payment Export Format field on the Bank
Account Card page.

To export electronic payments using the Payment Orders page

1. Choose the icon, enter Payment Orders, and then choose the related link.
2. Select the documents that you want to pay.
3. Choose THE Export to File action.
Payments of type SEPA will be exported to a file immediately.
Payments of type N34 or N34.1 will be exported when you run the Payment order - Export N34 or PO -
Export N34.1 report, which automatically opens when you choose Export in step 3.
4. On the PO - Export N34.1 page, fill in the fields as described in the following table.

FIELD DESCRIPTION

Bank Account No. Select the bank account from which the payments will be
exported.

Settle Date Specify the date that the export will be transmitted to the
bank. This date will be the posting date for the payment
journal entries that are exported.

If Posting Date does not match Delivery Date Specify if you want to match the settle date, or if you want
to skip any payment journal lines where the entered
posting date does not match the settle date.

Expenses Code Specify who is responsible for the payment expenses.

 FIELD DESCRIPTION

Shared (Only International Transf. Specify if you want to share the expenses between the
payer and the payee. This is only applicable for
international transfers.

Payment Order Concept.) Specify the payment order concept, either Payroll,
Retirement Payroll, or Others.

Relation Specify if you want the bank to send you a detailed list of
all transfer charges. If you do not select this field, the bank
will send the total of all charges for all the transfers made.

Number Of Copies Specify the number of additional copies of the remittance

advice that will be printed by this process. One document
is always printed so that it can be mailed to the payee.

5. Choose the Print or the Preview action to see the created payment file.
The payment journal entries which have the Bank Payment Type field set to Electronic Payment will be
exported. The data will be exported to a file that is formatted according the N34 or N34.1 standard format.
In addition, remittance advice will be printed, which is suitable for mailing to each payee.

NOTE
You can only post the payment order after you have successfully exported the electronic payments.

To export electronic payments using the Payment Journal page

1. Choose the icon, enter Payment Journals, and then choose the related link.
2. Select the documents that you want to pay.
3. On the Navigate tab, choose Electronic Payments, and then choose Export.
Payments of type SEPA will be exported to a file immediately.
Payments of type E -PAY will be exported when you run the Export Electronic Payments report, which
automatically opens when you choose Export in step 3.
4. On the Export Electronic Payments page, fill in the fields as described in the following table.

FIELD DESCRIPTION

Bank Account No. Select the bank account from which the payments will be
exported.

Settle Date Specify the date that the export will be transmitted to the
bank. This date will be the posting date for the payment
journal entries that are exported.

If Posting Date does not match Delivery Date Specify if you want to match the settle date, or if you want
to skip any payment journal lines where the entered
posting date does not match the settle date.

Expenses Code Specify who is responsible for the payment expenses.

 FIELD DESCRIPTION

Shared (Only International Transf. Specify if you want to share the expenses between the
payer and the payee. This is only applicable for
international transfers.

Payment Order Concept.) Specify the payment order concept, either Payroll,
Retirement Payroll, or Others.

Relation Specify if you want the bank to send you a detailed list of
all transfer charges. If you do not select this field, the bank
will send the total of all charges for all the transfers made.

Number Of Copies Specify the number of additional copies of the remittance

advice that will be printed by this process. One document
is always printed so that it can be mailed to the payee.

5. Choose the Print or the Preview action to see the created payment file.
The payment journal entries which have the Bank Payment Type field set to Electronic Payment will be
exported. The data will be exported to a file that is formatted according to the selected payment standard. In
addition, remittance advice will be printed, which is suitable for mailing to each payee.

NOTE
You can only post the payment order after you have successfully exported the electronic payments.

NOTE
In the generic version of Business Central, the Payment Journal page is used in a similar way to export electronic
payments in the SEPA Credit Transfer format. For more information, see Make Payments with AMC Banking 365
Fundamentals extension or SEPA Credit Transfer.

To export electronic payments from the Cartera module

1. Choose the icon, enter PO - Export N34.1, and then choose the related link.
2. Fill in the fields as described in the following table.

FIELD DESCRIPTION

Delivery Date Specify the delivery date of the electronic payment.

Expenses Code Specify who is responsible for the payment expenses.

Payment Order Concept Specify the payment order concept, either Payroll,
Retirement Payroll, or Others.

Relation Specify if you want the bank to send you a detailed list of
all transfer charges. If you do not select this field, the bank
will send the total of all charges for all the transfers made.
 FIELD DESCRIPTION

Number Of Copies Specify the number of additional copies of the remittance

advice that will be printed by this process. One document
is always printed so that it can be mailed to the payee.

Shared (Only Internation Transf.) Specify if you want to share the expenses between the
payer and the payee. This is only applicable for
international transfers.

NOTE
You can only post the payment order after you have successfully exported the electronic payments.

See Also
Electronic Payments – AEB N34.1
Set Up Bank Accounts for Electronic Payments
Make Payments with AMC Banking 365 Fundamentals extension or SEPA Credit Transfer
 Void Electronic Payments
2 minutes to read • Edit Online

In Business Central, you can void the exported payment file. By voiding the file, the entire payment journal from
which the file was created, will be deleted.

To void electronic payments

1. Choose the icon, enter Void Electronic Payments, and then choose the related link.
2. On the Options FastTab, fill in the fields as described in the following table.

FIELD DESCRIPTION

Bank Account No. Specify the bank account number from which the
payments will be voided.

To void electronic payments in the Cartera module

1. Choose the icon, enter Void PO – Export N34.1, and then choose the related link.
2. On the Options FastTab, fill in the fields as described in the following table.

FIELD DESCRIPTION

Payment Order No. Specify the payment order number from which the
payments will be voided.

See Also
Set Up Bank Accounts for Electronic Payments
Pay Vendors by Using Electronic Payments
 Set Up Bank CCC Codes
2 minutes to read • Edit Online

Código Cuenta Cliente (CCC ) is a unique account code used by banks to identify their customers. The CCC code is
printed on bank documents such as checks and statements.
You can set up CCC codes in the following locations:
Bank Account Card page
Company Information page
Customer Bank Account Card page
Vendor Bank Account Card page
The following procedure describes how to set up bank CCC codes for your company.

To enter CCC codes

1. Choose the icon, enter Company Information, and then choose the related link.
2. On the Payments FastTab, fill in the fields as described in the following table.

FIELD DESCRIPTION

CCC Bank No. 1-4 Identifies the bank where the account
has been opened.

CCC Bank Branch No. 5-8 Identifies the branch code. If the
bank does not use this reference, the
branch code can be zeros.

CCC Control Digits 9-10 Identifies the control digits.

CCC Bank Account No. 11-20 (Spain) Identifies the account number, which
may be adjusted with preceding
11-21 (Portugal) zeros.

The following procedure describes how to set up bank CCC codes for existing customer bank accounts, but the
same steps apply to vendors, bank accounts, and company information.

To set up bank CCC codes for a customer bank account

1. Choose the icon, enter Customer Bank Account Card, and then choose the related link.
2. On the Transfer FastTab, enter information into the relevant CCC fields.

NOTE
You must set up the company information on the Payments FastTab.

3. Choose the OK button.

See Also
Set Up Bank Accounts
 Enter CCC Codes
2 minutes to read • Edit Online

Código Cuenta Cliente (CCC ) is a unique bank account identification code. The following component fields make
up the 20-digit (Spain) or 21-digit (Portugal) bank CCC code structure.
If you change the CCC code structure, the CCC No. field updates automatically. Similarly, if you change the CCC
No. field, the CCC code structure updates automatically.

To enter CCC codes

1. Choose the icon, enter Company Information, and then choose the related link.
2. On the Payments FastTab, fill in the fields as described in the following table

FIELD DESCRIPTION

CCC Bank No. 1-4 Identifies the bank where the account
has been opened.

CCC Bank Branch No. 5-8 Identifies the branch code. If the
bank does not use this reference,
these can be zeros.

CCC Control Digits 9-10 Identifies the control digits.

CCC Bank Account No. 11-20 (Spain) Identifies the account number, which
may be adjusted with preceding
11-21 (Portugal) zeros.

See Also
Spain Local Functionality
 Set Up Payment Days and Non-Payment Periods
2 minutes to read • Edit Online

Payment days and non-payment periods are used to calculate due dates. Due date calculation is used for sales and
purchase documents.
A payment day is a day on which invoices are paid.
A non-payment period is a range of dates during which the company does not make payments. This functionality
is often used for holiday periods.
For sales and purchase invoices, the customer and vendor payment days and non-payment periods are taken into
account.

To set up payment days and non-payment periods for a company

1. Choose the icon, enter Company Information, and then choose the related link.
2. Expand the Payments FastTab.
3. Fill in the fields as described in the following table.

FIELD DESCRIPTION

Payment Days Code Enter the payment day code.

Non-Paymt. Periods Code Enter the non-payment periods code.

4. To open the Payment Days page, choose the Payment Days action.
5. On the Payment Days page, in the Payment Day field, enter the payment day for the company.
6. Choose the OK button.
7. To open the Non-Payment Periods page, choose the Non-Payment Periods action.
8. Enter information into the relevant fields.
9. Choose the OK button.

To set up payment days for customers and vendors

1. Choose the icon, enter Customers or enter Vendors, and then choose the related link.
2. Select the required customer or vendor, and then choose the Payment Days action.
3. On the Payment Days page, in the Payment Day field, enter the payment day for the customer or vendor.
4. Choose the OK button.

To set up non-payment periods for customers and vendors

1. Choose the icon, enter Customers or enter Vendors, and then choose the related link.
2. Select the required customer or vendor, and then choose the Non-Payment Periods action.
3. Fill in the fields as described in the following table.
 FIELD DESCRIPTION

From Date Enter the starting date for the non-payment period.

To Date Enter the ending date for the non-payment period.

Description Enter a description.

4. Choose the OK button.

See Also
Spain Local Functionality
 Payments in Cash
2 minutes to read • Edit Online

As of January 1, 2012, companies in Spain are required to submit a summary for payments in cash that are
greater than EUR 6.000.00 for each customer for each year.

Reporting Payments in Cash

If you are reporting payments in cash, the following sequence of tasks are listed in the order in which they are
generally performed:
Applying payments in cash to invoices.
Making 340 Payments in cash declaration.

Applying Payments in Cash to Invoices

You apply payments in cash to invoices that you have received from customers. For information about how to
apply payments to invoices, see Managing Receivables. Only the applied payments in cash are used for reporting
payments in cash. If you do not apply payments in cash to invoices, you cannot report payments in cash.

Making 340 Payments in Cash Declaration

You use the Make 340 Declaration batch job to report 340 payments in cash declaration. For information about
how to specify and select information to generate the declaration, see Make 340 Declaration.

NOTE
The payments made through banks are excluded.

NOTE
The amount received in cash in the declaration .txt file can contain values that differ from the total invoiced amount for a
customer. This is because not all of the payments are made in cash.

See Also
Managing Receivables
Report 340
 Cartera Module
2 minutes to read • Edit Online

The Cartera module allows you to use specific documents, such as bills of exchange and promissory notes, to
manage customer and vendor payments.
You can use the Cartera module to manage transactions made with different financial units based on:
Document type
Cost
Credit limit
The balances are kept in local currencies and original currencies.
The Cartera module contains the Receivables Cartera module and the Payments Cartera module. The Receivables
Cartera module allows you to manage bills generated from sales invoices. The Payments Cartera module allows
you to manage payables documents generated from purchase invoices or from the Cartera journal.

See Also
Receivables Cartera Module
Payments Cartera Module
Spain Local Functionality
 Receivables Cartera Module
2 minutes to read • Edit Online

The Receivables Cartera module allows you to manage bills generated from sales invoices. The documents can be
managed by:
Due date
Bank
Value
Document type
Currency
You can manually create bills using the Cartera Journal. You can also use the Receivables Cartera module to
manage all sales invoices that the company yields to a factoring company.

Bill Groups
With the Receivables Cartera module, you can manage bill groups and discount bill groups in your local currency
or original currency.
There are various criteria for grouping documents in a bill group. You can group documents for the same
customer, documents with the same due date, documents drawn in the same market, and so on. You can group
one or more receivable documents in one bill group.
A bill group consists of one or more documents grouped together to submit to a bank. A bill group can be
submitted for collection or discount.
If submitted for collection, the bank is only responsible for processing the collection of the documents on the due
date.
If the bill group is submitted for discount, the bank will advance the amount of the bill group (or a portion of it, in
the case of factoring) to the company, and will take responsibility for collecting on the due dates of the documents
that make up the bill group.
A bill group of invoices can be submitted to a financial institution (factor) for risked factoring (the risk of
insolvency is covered by the company) or unrisked factoring (the risk of insolvency is covered by the factor).
Bill groups include:
Finance charges for collection or discount management
Finance charges for returned bills
Interest for discounts
With the Receivables Cartera module, you can yield credits or factoring of sales invoice bill groups, including the
finance charge calculation by the factoring company. You can request the anticipated value of the yielded invoices,
or only the management of the collection.
You can use bill groups for the following:
Factoring without risk - The factoring company takes on the risks associated with non-payment.
Factoring with risk - You take on the risks associated with non-payment.
See Also
Cartera Module
Payments Cartera Module
 Payments Cartera Module
2 minutes to read • Edit Online

The Payments Cartera module allows you to manage payables documents generated from purchase invoices or
from the Cartera Journal. The documents can be managed by:
Bank
Due date
Value
Currency

Payment Orders
A payment order is comprised of one or several documents that are grouped for delivery to a bank.
There are different criteria for grouping documents into a single payment order. You can group documents sent to
the same vendor, documents that have the same due date, documents sent to the same address, and so on.
Use the Payments Cartera module to manage the following:
Drafts of payment orders to vendors (payment confirmation)
Distinct payables documents

NOTE
The drafts, payment orders to vendors, and distinct payables documents can be managed in your local currency or
original currency.

Finance charges from financial entities are included.

Payment confirmation is a service provided by a financial entity. With payment confirmation, you can manage a
company’s payments to its suppliers, and use the invoice to charge the customers or vendors before the due date.

See Also
Cartera Module
Receivables Cartera Module
 SII - Invoice and Credit Memo Types in Sales and
Purchase Documents
3 minutes to read • Edit Online

Business Central supports the Spanish SII requirements for VAT reporting (Immediate Information Supply). For
more information, see Setup and user guide for electronic VAT information under SII in the Spanish version of
Dynamics NAV.
The following table shows the output of the various types that are used for invoices and credit memos in
connection with SII and how they are implemented in Business Central.

Sales Invoices
TYPE DESCRIPTION IMPLEMENTATION

F1 Invoice Normal invoice

F2 Simplified invoice (ticket) Implemented as for F1, except a non-

existing block is called “Contraparte”
and additional nodes are called
“ImporteTotal” and “Macrodato”.

F3 Invoice issued to replace simplified Same as Normal invoice

invoices issued and filed

F4 Invoice summary entry Possible, but the XML file is same as for
F1 because Business Central does not
support Summary invoices.

Submissions will result in known error:

Missing
“NumSerieFacturaEmisorResumenFin”
element.

R1 Corrected invoice (Error based on Art. Not supported. Only used for credit
80.1, 80.2, and 80.6 LIVA) memos.

R2 Corrected invoice (Art. 80.3) Not supported. Only used for credit
memos

R3 Corrected invoice (Art. 80.4) Not supported. Only used for credit
memos

R4 Corrected invoice (other) Not supported. Only used for credit

memos

R5 Corrected invoice in simplified invoices Not supported. Only used for credit
memos

Sales Credit Memos

 TYPE DESCRIPTION IMPLEMENTATION

F1 Invoice Same structure as sales invoice, type F1,

but with negative values

F2 Simplified invoice (ticket) Same structure as sales invoice type F2,

but with negative values

F3 Invoice issued to replace simplified Not supported

invoices issued and filed

F4 Invoice summary entry Not supported

R1 Corrected invoice (Error based on Art. Normal credit memo

80.1, 80.2, and 80.6 LIVA)

R2 Corrected invoice (Art. 80.3) Same as normal credit memo

R3 Corrected invoice (Art. 80.4) Same as normal credit memo

R4 Corrected invoice (other) Same as normal credit memo

R5 Corrected invoice in simplified invoices Same as normal credit memo except the
block is called “Contraparte”.

Purchase Invoices
TYPE DESCRIPTION IMPLEMENTATION

F1 Invoice Normal invoice

F2 Simplified invoice (ticket) Implemented as for F1, except a non-

existing block is called “Contraparte”
and additional nodes are called
“ImporteTotal” and “Macrodato”.

F3 Invoice issued to replace simplified Sames as for Normal invoice

invoices issued and filed

F4 Invoice summary entry Possible, but the XML file is same as for
F1 because Business Central does not
support Summary invoices.

Submissions will result in known error:

Missing
“NumSerieFacturaEmisorResumenFin”
element.

F5 Imports (DUA) Same as for Normal invoice

F6 Accounting support material Sames as for Normal invoice

R1 Corrected invoice (Error based on Art. Not supported. Only used for credit
80.1, 80.2, and 80.6 LIVA) memos
 TYPE DESCRIPTION IMPLEMENTATION

R2 Corrected invoice (Art. 80.3) Not supported. Only used for credit
memos

R3 Corrected invoice (Art. 80.4) Not supported. Only used for credit
memos

R4 Corrected invoice (other) Not supported. Only used for credit

memos

R5 Corrected invoice in simplified invoices Not supported. Only used for credit
memos

Purchase Credit Memos

TYPE DESCRIPTION IMPLEMENTATION

F1 Invoice Same structure as for purchase invoice,

type F1, but with negative values

F2 Simplified invoice (ticket) Same structure as for purchase invoice,

type F1, but with negative values

F3 Invoice issued to replace simplified Not possible

invoices issued and filed

F4 Invoice summary entry Not possible

F5 Imports (DUA) Not possible

F6 Accounting support material Not possible

R1 Corrected invoice (Error based on Art. Normal credit memo

80.1, 80.2, and 80.6 LIVA)

R2 Corrected invoice (Art. 80.3) Same as normal credit memo

R3 Corrected invoice (Art. 80.4) Same as normal credit memo

R4 Corrected invoice (other) Same as normal credit memo

R5 Corrected invoice in simplified invoices Same as for normal credit memo except
the block is called “Contraparte”

See Also
Spain Local Functionality
 Set Up and Close Income Statement Balances
2 minutes to read • Edit Online

You can use income statement balancing accounts to balance and track several accounts at the same time. The
Close Income Statement batch job transfers income statement accounts to an account in the balance sheet, and
closes the income statement accounts. When the Close Income Statement batch job is run, the entries are
automatically posted.

NOTE
The fiscal year must be closed before the batch job can run.

To set up the income statement balance account

1. Choose the icon, enter Chart of Accounts, and then choose the related link.
2. Select an existing general ledger account, and then choose the Edit action to open the G/L Account Card
page.
3. Expand the General FastTab.
4. In the Income Stmt. Bal. Acc. field, select the adjustment account for the auxiliary commercial account.

NOTE
During adjustment, balances will be expensed or credited to this account.

5. Enter information into the required fields, and then choose the OK button.

To close income statement balances

1. Choose the icon, enter Close Income Statement, and then choose the related link.
2. In the Options FastTab, fill in the fields as described in the following table.

FIELD DESCRIPTION

Fiscal Year Ending Date Select the date of the closed fiscal year.

Gen. Journal Template Select the required general journal template.

Gen. Journal Batch Select the required general journal batch.

Document No. Enter the document number.

Retained Earnings Acc. Select the account for the retained earnings entries.

Posting Description Enter the required description.

3. In the Close by section, fill in the fields as described in the following table.
 FIELD DESCRIPTION

Business Unit Code Select to create an entry for each business code.

Dimensions Select to create an entry for each general ledger

dimension.

Inventory Period Closed Select to indicate that the inventory period with ending
dates equal to or greater than the last date of the
accounting period is closed.

4. Choose the OK button.

See Also
Spain Local Functionality
 Indent and Validate Chart of Accounts
2 minutes to read • Edit Online

You can indent and validate the chart of accounts on the G/L Account Card page. You can enter a maximum of 20
numbers. Accounts are sorted in string order, as shown in the following example.
1
10
101
2
20
2100001
3
31

To indent and validate the chart of accounts

1. Choose the icon, enter Chart of Accounts, and then choose the related link.
2. Choose the New action.
3. On the General FastTab, in the No. field, enter the number of the general ledger account that you are
setting up.
4. In the Account type field, select Posting or Heading. Posting implies that entries can be posted to the
account. Heading implies that entries cannot be posted to the account.

NOTE
For Portugal, select Posting or Total in the Account type field.

5. In the Income Stmt. Bal. Acc. field, select the account to which the changes will be sent after correction.
6. Enter information into the other relevant fields.
7. Choose the OK button to close the G/L Account Card page.
8. On the Chart of Accounts page, select an account, and then choose Indent Chart of Accounts.
9. To validate the chart of accounts, choose the Yes button in the dialog box. After validation, you will be
notified whether the chart of accounts is correct.
10. Choose the OK button.

To validate the chart of accounts in Portugal

1. On the Chart of Accounts page, choose the Check Chart of Accounts action.
2. Choose the Yes button.

See Also
Spain Local Functionality
 Ignore Discounts in General Ledger Accounts
2 minutes to read • Edit Online

Some general ledger accounts do not accept payment discounts or invoice discounts. You can ignore the discounts
for these general ledger accounts.

To ignore discounts in general ledger accounts

1. Choose the icon, enter Chart of Accounts, and then choose the related link.
2. Choose the New action to open the G/L Account Card page.
3. Expand the Posting FastTab.
4. To ignore the discounts, select the Ignore Discounts check box.
5. Enter information into the required fields.
6. Choose the OK button.

See Also
Spain Local Functionality
 Export Account Schedules to ASC Format
2 minutes to read • Edit Online

You can export the account schedule data into a digital file format approved by the local tax authorities for the
following annual reports:
Balance de Situación Abreviado
Balance de Situación Normal
Cuenta de PyG Abreviado
Cuenta de PyG Normal

To export account schedules into ASC format

1. Choose the icon, enter Account Schedules, and then choose the related link.
2. On the Account Schedule Names page, select the relevant account schedule name, and then choose the Edit
Account Schedule action.
3. On the Account Schedule page, choose the Export Schedules to ASC format action.
4. On the Export Schedules to ASC format page, on the Options FastTab, enter information into the relevant
fields.
5. Choose the OK button.

See Also
Spain Local Functionality
 Print Account Book Reports
2 minutes to read • Edit Online

Account book reports display all the general ledger entries created in a specific period. The two account book
reports are:
Official Account Book report - Displays information for every general ledger entry, grouped by transaction.
Official Account Summarized Book report - Displays a summary of general entries, grouped by heading or
posting accounts.
When sending these reports to the authorities or auditors, you can include additional pages that will precede your
report. To do this, you need to manually set the report's first page number. For example, if you have three pages of
information preceding your report, you can set the first page of the report to indicate that it is page 4.

To print an official account book report

1. Choose the icon, enter Account - Official Acc. Book, and then choose the related link.
2. In the Options FastTab, fill in the fields as described in the following table.

FIELD DESCRIPTION

Closing Transaction Description Enter the description for the closing period transaction.

Opening Transaction Description Enter the description for the opening period transaction.

First Page Enter the number that you want to include on the first
page of the report.

Show Amounts in Add. Currency Select to show the report amounts in additional reporting
currency (ACY).

3. In the GL Register FastTab, select appropriate filters.

4. Choose the Print button to print the report or choose the Preview button to view it on the screen.

To print an official account summarized book report

1. Choose the icon, enter Official Acc.Summarized Book, and then choose the related link.
2. In the Options FastTab, fill in the fields as described in the following table.

FIELD DESCRIPTION

From Date Enter the start date of the report.

To Date Enter the end date of the report.

Include Closing Entries Select to include the closing entries in the report.

Show Amounts in Add. Currency Select to show the report amounts in additional reporting
currency (ACY).
 FIELD DESCRIPTION

First page Enter the number that you want to include on the first
page of the report.

Account Type Select Posting or Heading. Posting implies that entries

can be posted to the account, and Heading implies that
entries cannot be posted to the account.

3. Choose the Print button to print the report or choose the Preview button to view it on the screen.

See Also
Spain Local Functionality
 Print Sales and Purchase Invoice Books
2 minutes to read • Edit Online

The Sales Invoice Book report and Purchases Invoice Book report allow you to check all of the sales and
purchase documents created for a specific period.
Invoices posted from a journal are displayed in these reports. When a sales or purchase general posting journal
line is posted, the VAT entry that is created stores information about the customer or vendor.
You can print the Sales Invoice Book report and Purchases Invoice Book report in additional reporting
currency. You can also filter these reports to get a list of the following:
Invoices
Credit memos
Invoices and credit memos

To print sales invoice book and purchase invoice book reports

1. Choose the icon, enter Sales Invoice Book or enter Purchases Invoice Book, and then choose the
related link.
2. On the Options FastTab, fill in the fields as described in the following table.

OPTION DESCRIPTION

Show Amounts in Add. Currency Select to display amounts in an additional currency.

Order by posting date Select to order the document by posting date.

3. Choose the Print button to print the report or choose the Preview button to view it on the screen.

See Also
Spain Local Functionality
 Transaction Numbers
2 minutes to read • Edit Online

Transaction numbers allow you to group entries with the same document number and date, so that you can
balance them together. Transaction numbers usually begin with the number 2 each year. The number 1 is reserved
for the opening transaction, which is automatically created each year. The only exception is for the first accounting
period in the first year. In this case, the opening transaction is the number 1.
When you enter a transaction number in the first line of a journal, the same transaction number is automatically
entered into the other lines if the entries are not balanced. If the entries are balanced, the next number in the
sequence is automatically entered into the other lines.
Having a unique sequential transaction number, ordered by date, allows you to identify every transaction posted in
a fiscal year.

See Also
Post and Print All Transactions for a Period
Spain Local Functionality
 Post and Print All Transactions for a Period
2 minutes to read • Edit Online

Companies must submit their business transaction entries, grouped by transaction numbers, in an annual report
to tax authorities. Every general ledger transaction must have a sequential number for the fiscal year. Posting
transactions will assign transaction numbers to general ledger entries.

To post all transactions for a period

1. Choose the icon, enter General Journal, and then choose the related link.
2. Fill in the fields as described in the following table.

FIELD DESCRIPTION

Batch Name Select the required general journal batch name.

Transaction No. Enter the transaction number. Note: If the transaction is

balanced, the next number displays automatically, and the
related transaction details appear in the next row. If the
transaction is not balanced, the same transaction number
is displayed with related transaction details.

3. Choose the Post action, and then choose the Yes button to confirm posting.
4. Choose the OK button.
After the journal is posted, a final transaction number is assigned to entries in the journal. This number is a
sequential, non-gap number. Thus, for each fiscal year, all of the entries grouped by their transaction
number are sorted by date in sequential order, with no gaps or blanks.

To print all transactions for a period

1. Choose the icon, enter G/L Registers, and then choose the related link.
2. To set the Period Trans. No. field for all of the general ledger entries in the period in a sequential order,
choose the Set Period Transaction No. action.
3. Select the appropriate filters.
4. Choose the OK button.

NOTE
All transactions are ordered by posting date, and a sequential number is assigned to each entry in the Period Trans.
No. field.

5. On the G/L Registers page, choose the Print Page action.

See Also
Transaction Numbers
 Corrective Invoices
2 minutes to read • Edit Online

The corrective invoice functionality allows you to send a corrective invoice when there is an error or dispute that
affects a VAT amount or fiscal data. This invoice includes all legally required data and refers to the original invoice
or invoices. The original invoices cannot be voided, and remain valid. The corrective invoice contains the
corrections, and reasons for these corrections.
The following options are available:
You can set parameters to ensure that all corrective invoices contain corrected invoice number information.
When preparing a corrective invoice for posting, you can select posted invoices from a list. These invoice
numbers are used as identifiers for the corrected invoices.
You can print corrective invoices according to legal requirements.
From a posted invoice, you can use a reference to look up the related corrective invoices.
The corrective invoice must meet the following requirements:
You can correct several invoices by using a single corrective invoice. The corrective invoice must use all of the
corrected invoice numbers.
You must clearly indicate the invoice numbers for the invoices you are correcting.
You can post a corrective invoice without corrected invoice numbers only when the corrections are necessary
due to discounts or volume rebates.

See Also
Spain Local Functionality
 Calculating Due Dates
3 minutes to read • Edit Online

In Spain, there is a legal limit for the number of days that a payment can be delayed. You must submit an annual
report of purchases and sales for payments that were made before or after the due date. The legal requirements
depend on whether the customer is a private company or a public administration. For more information, see the
official declaration BOE -A-2010-10708 on the Boletín Oficial del Estado website.

Payment Terms
To help you meet the legal requirements, you can set up payment terms so that the due dates are calculated
correctly. This includes specifying the maximum number of calendar days that a payment can be delayed after
delivery. For example, you can create separate payment terms for sales to the public sector and sales to private
companies. The following table illustrates how you can set up payment terms.

FIELD PUBLIC SECTOR PRIVATE COMPANY

Code 1M(8D) PUB 1M(8D) PRI

Due Date Calculation 1M 1M

Max. No. of Days till Due Date