Dynamics365 Business Central

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Microsoft Dynamics 365 Business Central

documentation
Discover how to make the most of Dynamics 365 Business Central with online training and
documentation covering product capabilities. Learn how to use Business Central to manage, adapt,
and streamline operations like finance, manufacturing, sales, and more, across your small or
medium-sized business.
GET STARTED W H AT ' S N E W

Welcome to Business Central What's new
TRAINING CONCEPT
Training Troubleshoot
Implement
Guidance Try/Buy
Security, compliance, and privacy Try Business Central online for free
Understand Business Central online infrastructure Buy Business Central online
Migrate from on-premises to online Add extensions for more functionality
Performance
Set up Integrate with other products

Companies Teams
Business functionality Dataverse
Job queues Power Automate
Workflows Power BI
OneDrive
Administer and develop
Manage user access Manage environments

Create users Overview
Assign permissions to users and groups Create environments
Manage profiles Manage updates
Access with Microsoft 365 licenses
Manage data storage Monitor operations and changes

Compress data or delete documents Audit changes
Archive data Telemetry overview
Reduce stored data in databases Enable telemetry
Manage capacity
Customize and extend (admin) Develop in AL

Overview Overview
Customize pages for profiles Develop for AppSource
Enable features ahead of time AL language reference
Develop for integration

Web services (OData, SOAP)
Connect apps
Business Central API
Be productive
Workspace settings Collaboration and sharing

Language, region, work date, time zone, and more Overview
Switch environment or company Share data in Teams chats and channels
Personalize UI Share files in OneDrive
Manage notifications Collaborate in Excel
Business intelligence, reporting, and General business functionality

data analysis
General journals
Overview Post documents and journals
Run, schedule, and print reports Job queues
Work with Power BI reports in Business Central Incoming documents
Analyze list data with analysis mode
Analyze report data with Excel
Do business
Finance Sales
Overview Overview
Finance reports Sales reports
Manage receivables Register new customers
Manage payables Make Sales Quotes
Reconcile bank accounts Invoice sales
Purchasing Inventory
Overview Overview
Purchase reports Inventory and Warehouse Reports
Record purchases Register items
Request quotes Work with BOMs
Purchase items for a sale Categorize items
Project management Fixed assets

Overview Overview
Project reports Fixed asset reports
Create jobs Acquire fixed assets
Use resources for projects Maintain fixed assets
Use time sheets Insure fixed assets
Relationship management Human resources
Overview Overview
Contacts Register employees
Segments Manage employee absence
Interactions
Opportunities
Planning Assembly management

Overview Overview
Plan with or without locations Assembly reports
Create a forecast Quote an assemble-to-order sale
Create production orders from sales order Assemble items
Plan for new demand order by order Sell items assembled to order
Manufacturing Warehouse management

Overview Overview
Production reports Warehouse reports
Create production orders Put items
Subcontract manufacturing Move items
Post consumption and output Pick items
Service management Online store with Shopify

Overview Get started
Planning Synchronize Customers with Shopify
Fulfill service contracts Synchronize and fulfill sales orders with Shopify
Deliver service Synchronize Transactions and payouts
Create service quotes Set up taxes for the Shopify connection
Local functionality
Overview
International availability of Dynamics 365
Development for localization
Welcome to Dynamics 365 Business
Central
Article • 06/08/2023
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.
If you already have Business Central, then sign in at

https://businesscentral.dynamics.com . Otherwise, get the overview , take the guided
tour , and then learn how to start a free trial. Check out the quickstart articles to help
you get to know Business Central. For more information about onboarding to Business
Central, see Get Ready for Doing Business.
 Tip
Did you land here from inside Business Central? If you are not sure where to find
what you are looking for, you can filter by titles in the navigation pane to the left,
or you can use the Search field at the top of the browser window.
You can also use the search capabilities in Business Central to find relevant
documentation. For more information, see Finding Pages and Information with
Tell Me.
Business Central includes tooltips for fields and actions that can help guide you through
the various business processes. Some pages also have teaching tips and tours to help
you. On each tooltip and teaching tip, choose the Learn more link to open the Help
pane where you find information about the current page and related tasks. On all pages,
use Ctrl + F1 on your keyboard to open the Help pane. On any device, use the
question mark in the upper right corner to get to the Help.
Microsoft Learn
In the navigation panel to the left, you can find information about using Business
Central in your company. Find links to descriptions of the most commonly used
capabilities in the Business Processes section. See also the Learn more using the product
documentation section.
You can also visit our video library, or begin with the Get started with Microsoft
Dynamics 365 Business Central learning path on Microsoft Learn.
７ Note
Unless otherwise specified, articles on Microsoft Learn reflect the latest version of
Business Central online. If your organization uses a different version of Business
Central online, then some capabilities might not yet be available. Also, if your
organization uses Business Central on-premises, you might be using an earlier
version. For more information, see Frequently Asked Questions.
The following sections point to key articles that can help you get familiar with Business
Central.
Business Processes
Getting Ready for Doing Business
Setting up Business Central
Work with Business Central
Administration
Business Process Walkthroughs
Application Design Details
Customize Business Central
Business Functionality
Finance
Sales
Purchasing
Inventory
Project Management
Fixed Assets Overview
Relationship Management
Human Resources
Production Planning
Assembly Management
Manufacturing
Warehouse Management Overview
Service Management
General Business Functionality
Local Functionality
Development and administration content

Development and Administration
Trials and Subscriptions
Development in AL
AL Development Environment
Rules and Guidelines for AL Code
Microsoft Learn training

Find free e-learning content for Business Central at Microsoft Learn training.
You can also view videos of new and commonly used capabilities in our video library. For
more information, see Visit Our Video Library.
Community Resources
Microsoft Dynamics 365 Business Central Community
Microsoft Dynamics 365 Business Central on the Dynamics 365 blog
Microsoft Dynamics 365 Release Plans
Microsoft Dynamics 365 Business Central Roadmap
Microsoft Partner Network (requires Microsoft Partner Network membership
account) |
Get notified about changes through an RSS
feed
To subscribe to a Really Simple Syndication (RSS) feed of all updates that are to the
business functionality content on learn.microsoft.com for Business Central, use the
following link:
RSS feed
７ Note
The RSS feed returns a list of the 100 articles most recently updated. The list is
sorted by date, but it can take up to a week before the most recently updated
articles make it to the list.
See related Microsoft Learn training
See Also
Dynamics 365 Business Central training
Business Central quickstarts
Getting Started with Business Central
Visit Our Video Library
Customizing Business Central Using Extensions
Use Business Central as my Business Inbox in Outlook
Getting Business Central on Your Mobile Device
Work with Dimensions
Resources for Help and Support
Learn more using the product documentation
Business Central Compliance
Business Central Online Service Terms
Major Updates and Minor Updates of Business Central Online
Dynamics 365 documentation
Dynamics 365 Business Central on microsoft.com
Explore Dynamics 365 Business Central capabilities
Start a free trial!

Find free e-learning modules for Business Central here
New and Planned for Dynamics 365
Business Central
Article • 06/15/2023
Wondering about upcoming and recently released capabilities in Business Central? Our
release plans provide an overview of new and upcoming capabilities. We've captured all
the details, end to end, top to bottom, so that you can use them for planning. For each
version, you can download the release plan as a PDF.
Here in the documentation, we provide articles that can help you learn about new and
existing features in the default version of Business Central.
The following list provides information about the latest versions of Business Central.
2023 release wave 1

2022 release wave 2
You might want to explore the Dynamics 365 Business Central Capabilities site, and
the Dynamics 365 Business Central Roadmap site.
Learn about how your Business Central online gets the next updates at Major Updates
and Minor Updates (in English only).
Get notified about changes through an RSS

feed
To subscribe to a Really Simple Syndication (RSS) feed of all updates that are to the
business functionality content on learn.microsoft.com for Business Central, use the
following link:
RSS feed
７ Note
The RSS feed returns a list of the 100 articles most recently updated. The list is
sorted by date, but it can take up to a week before the most recently updated
articles make it to the list.
See Also
Dynamics 365 Business Central training
Business Central Quick Starts
Dynamics 365 Business Central Capabilities
Dynamics 365 Business Central Roadmap
Dynamics 365 Blog
Business Central pricing
Dynamics 365 Business Central Community
Start a free trial!

Article • 02/28/2023
Business Central provides functionality for common business processes in small and
medium-sized companies, mainly within wholesale and professional services. However,
more complex processes, such as assembly, manufacturing, service, and directed
warehouse management are also supported. Learn how to get a free trial here.
 Tip
Take free e-learning content about the Business Central user interface in Microsoft
training.
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. The Business Central quick start articles helps you take the first steps to
making Business Central your own. Learn more at Setting Up Business Central.
To See
Make and collect payments, manage your cash flow, defer income and revenue, Finance
prepare year-end closing, and manage fixed assets.
Get insight to the performance of your business activities through budgets, Financial
account schedules, and analysis views. Business
Intelligence
Manage sales processes and information, such as quotes, orders, returns, and Sales
customer accounts, and make drop shipments.
Manage purchasing processes and information, such as invoices, orders, returns, Purchasing
and vendor accounts, and purchase items from sales documents.
Register new inventory or service-type items, categorize items for easy Inventory
searching, adjust inventory levels, and perform common inventory costing tasks.
Create jobs and schedule resources for projects, manage job budgets, monitor Project
progress, and track machine and employee hours. Management
Organize your fixed assets, ensure correct periodic depreciation, and keep track Fixed Assets
of maintenance costs.
To See
Manage and support your sales efforts and focus your interactions on preferred Relationship
customers and contacts. Management
Keep detailed records of your employees, and register absences for analysis Human
purposes. Resources
Plan the production operations required to transform inputs into finished goods. Planning
Put salable items together in simple steps to make a new item, such as a kit. Assembly
Management
Define shop floor resources and their capacity, schedule operations, pull Manufacturing
production components, and execute production operations.
Ensure an effective flow of received and shipped goods. Warehouse

Management
Overview
Schedule service calls and set up service orders, and track repair parts and Service
supplies. Management
Set up and use workflows that connect tasks performed by different users or by Workflow
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 daily tasks, such as Exchanging
sending/receiving electronic documents, importing/exporting bank files, and Data
updating currency exchange rates. Electronically
Record external documents in Business Central, including their file attachments, Incoming
then manually create the related documents or automatically convert the files to Documents
electronic documents.
See also
Administration
Setting Up Business Central

Business Central Learning Catalog
Article • 09/19/2022
Find the right online training, in person workshops, and events for your role as a
Business Central user or partner.
Business decision maker

Do you decide whether to invest in new technologies?
Learn the business value of Business Central (Free, self-paced online learning path)
Get started (Free, self-paced online learning path)
Explore Dynamics 365 Business Central Capabilities
Business Central videos on YouTube
Business user
Did you just get a new application to use?
Get started (Free, self-paced online learning path)
Business Central learning paths (Free, self-paced online learning paths)
Developer
Do you need to write code to integrate with other data sources, extend core system
functionality, or build a complex application?
Developer documentation
Functional Consultant
Are you an implementation expert for a business domain?


Article • 03/31/2022
This selection of walkthroughs provides step-by-step, end-to-end business processes

that you can perform using the CRONUS demonstration company. The walkthroughs
consist of multiple procedures, some of which would normally be performed by one
user, while others incorporate several different user roles. In order to simulate the
working environment, some of the walkthroughs contain setup steps necessary to
complete the exercises as described. These steps can provide insight into the kind of
information users need to share with their company's IT professionals.
The walkthroughs are complete scenarios, and should be performed from beginning to
end for the greatest benefit. Many are based on Business Central demonstrations, and
enable you to try those procedures yourself, at your own pace.
７ Note
Some of the walkthroughs require sample data that is not available in the default
demonstration company in Business Central.
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
purchases. Invoicing Sales Prepayments
Set up approval users, when and how the users receive Walkthrough: Setting Up and
notification about approval workflows, and then modify and Using a Purchase Approval
enable the relevant approval workflow. Workflow
Plan a project, from start to finish. Walkthrough: Managing

Projects with Jobs
Report on the costs of a project. Walkthrough: Calculating

Work in Process for a Job
Pick items for shipment in basic warehouse configurations. Walkthrough: Picking and
Shipping in Basic Warehouse
Configurations
Export business data for auditing purposes in Germany. Walkthrough: Exporting Data
for a Digital Audit
See Also
Start a free trial!

Walkthrough Conducting a Sales
Campaign
Article • 02/06/2023
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:
Preparing the data.

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. The marketing manager also makes decisions about
which trade shows to participate in and evaluates campaign progress.
The marketing staffer in the Marketing department handles producing, distributing, and
placing marketing material.
The company has just launched a new product called the Rome Guest Chair. The
product was recently promoted at a trade show, Office Futurus. Many customers
expressed great interest in the product, and as part of a promotional effort, customers
who bought Rome Guest Chair during a campaign period were offered a special
campaign price.
One of the marketing staffer’s tasks after the trade show is to enter all the potential
customers as contacts.
The marketing manager sets up a campaign, creates a segment that contains all the new
contacts and then mines the contact data to select the target audience for the
campaign.
The staffer helps send out thank you letters to all the contacts who left their cards with
the staff at the stand, and finally, the manager records all the responses they receive
from the prospective customers.
Setting Up a Campaign
As soon as the staffer has entered the business cards received at the trade show, the
marketing manager sets up a campaign card to manage the activities involved in the
campaign.
To set up a campaign
1. Choose the icon, enter Campaigns, and then choose the related link.
2. Choose the New action to create a new campaign. On the campaign card, select
Enter to have a campaign number automatically inserted.
3. In the Description field, enter a description for the campaign, for example, Office
Futurus trade show.
4. Choose the Status Code field, and select the status code "1-PLAN".
5. Fill in the 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 they want to
interact with.
When you create a segment, you can use a variety of criteria to select the contacts that
must be targets for the segment. 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, we'll choose the Job Responsibility filter to select contacts.
To create a segment with the relevant contacts

1. Choose the Navigate action, and then choose Segments.
2. Choose the New action to create a new segment. On the segment card, select
Enter to have a segment number automatically inserted.
3. On the General FastTab, in the Description field, enter, for example, Visitors at the
Office Futurus trade show.
4. Choose the Add Contacts action to open the Add Contacts filter.
5. Scroll down to the Contact 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.
７ Note
You can save your segmentation criteria to be reused at a later stage.
To save your segmentation criteria

1. On the Segment page, choose Actions.
2. Choose Functions, then Segment, and then choose the Save Criteria action.
3. On the Save Segment Criteria page, enter a code for the segment. In the
Description field, enter a description of the segment criteria.
4. 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. The manager decides to reduce the list based on
actual, prospective customers to focus 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

2. In the menu bar below, choose Functions, choose Contacts, and the choose
Reduce Contacts.
This opens the Remove Contacts – Reduce dialog.

4. On the Contact Business Relation FastTab, select the CUST 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.
７ 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.
To bring back the removed contacts

1. On the Segment page, choose the Segment action.
2. 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 they
want to be part of the campaign. They therefore link 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. Select Yes.
3. Since this segment is the target of the campaign, select the Campaign Target
check box and choose Yes.
Sending Letters and Email Messages to

Contacts
The marketing staffer helps the marketing manager send out correspondence to the
prospective customers, in which they thank them for visiting the trade show.
To use a segment to send a letter to a contact
７ Note
In this procedure you have to attach a Word document. You can add attachments in
any language.
７ Note
If needed click on the Edit Pencil icon to open the page in edit mode.
1. Open the Segment card for the Visitors at the FUTURUS trade show.
2. On the Interaction FastTab, in the Interaction Template Code field, select the
Business Letter template code BUS and select Yes.
3. Choose the Language Code (Default) field to open the Segment Interaction
Languages page. Select a Language Code and then choose the OK button.
4. Make sure that the Correspondence Type (Default) is set to Hard Copy.
5. In the Attachment field select the Ellipsis box. This opens the Import Attachment
dialog.
a. Select the Choose button to choose your file.
b. Find the file and select the Open button to attach it.
6. In the Subject (Default) field, enter the following example text: Thank you for
visiting the trade show. Select the Tab key to leave the field, and select the Yes
button.
7. Slide the Send Word Docs as Attmt to on and select the Yes button.
8. Choose the action Log. In the Log Segment pop-up window enable: Create
Follow-up Segment
9. Choose the OK button to start the Log Segment batch job.
The attachments are sent. When the process is done, choose the OK button for the
message that states that the segment has been logged.
The letters are automatically printed and the segment is logged. Because the segment
has been logged, it is no longer in the list of segments but is moved to the list of logged
segments. To see that list, Choose the icon, enter Logged Segments, and then choose
the related link.
After the segment is logged, each letter that is sent is recorded as an interaction, which
you can view in the log.
Choose the icon, enter Interaction Log Entries, and then choose the related link.
There is an entry for each sent letter.
To send an email message to a contact

Business Letter template, code BUS.
visiting the trade show.
3. In the Correspondence Type field, choose E-Mail.
4. Specify language settings, and attach a Word document, as in the previous
procedure.
5. Choose the Log action. The Log Segment page opens.
6. Select the Send Attachments check box to have the attachments sent by email.
7. Select the Create Follow-up Segment check box.
The letters are automatically sent by email, and the segment is logged. Because the
segment has been logged, it is no longer in the list of segments but is saved in the list
of logged segments. To see that list, Choose the icon, enter Logged Segments, and
then choose the related link.
Registering Campaign Responses
During the next couple of weeks, the prospective customers respond to the letter. The
marketing manager wants to keep track of the responses and record these interactions.
For this purpose, set up a segment for the contacts who have responded to the letter.
To register campaign responses

1. On the Segment page, on the Interaction FastTab, choose the Interaction
Template Code field.
There is no interaction template for recording responses to campaigns. Therefore, create

a new template.
2. On the Interaction Templates dropdown, choose the New action.

3. In the Code field, enter RESP, and in the Description field, enter Campaign
Responses.
5. Choose Yes to confirm that you want to apply this interaction template code to all
segment lines.
6. On the Campaign FastTab, select the Campaign Response field. Choose Yes to
confirm the message You have modified Campaign Response.
7. On the Segment page, choose the Log action.
8. On the Log Segment page, clear the Send Attachments check box. Then choose
the OK button to confirm the message that the segment has been logged.
See Also

Walkthrough: Setting Up and Invoicing
Sales Prepayments
Article • 09/19/2022
This walkthrough takes you through the process of setting up and using prepayments in
Business Central. Prepayments are payments that are invoiced and posted to a sales or
purchase order before you post the final invoice. For example, you might require a
deposit before you manufacture items to order, or you might require payment before
you ship items to a customer. You can use the prepayments capabilities to invoice and
collect deposits from customers, and to remit deposits to vendors. This way, all relevant
payments are posted against the same invoice.
For each customer or vendor, you can define prepayment requirements for all items or
selected items. When you've set up prepayments, you can then generate prepayment
invoices from sales and purchase orders with prepayment amounts that are based on
your setup. You can change the amounts on the invoice as needed.
For example, you can send more prepayment invoices if more items are added to the
order.

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 and 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, Susan enters
the order into the system while the customer is on the telephone. This way, Susan can
verify prices and payment terms with the customer immediately, and make changes to
the order while negotiating with the customer.
Arnie works in the Accounts Receivable department and posts invoices and payments.
In this scenario, Phyllis sets up prepayment requirements for the customer Selangorian
based on their credit history. Phyllis gives Susan instructions for how to handle their
orders.
When the customer calls, Susan negotiates with the customer until they reach an
agreement, and then chooses 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.
Set Up Prepayments
Phyllis sets up the system to handle prepayments for customers.
Phyllis decides to have the same number series for prepayments as the one used
for sales invoicing.
Phyllis sets application to check if prepayments are required before final invoicing
on an order.
Phyllis sets up default values for a required prepayment percentage for particular
items and customers.
The following procedures describe how to complete Phyllis' tasks:
To set up number series for prepayments

1. Choose the icon, enter Sales & Receivables Setup, and then choose the related
link.
2. On the Sales & Receivables Setup page, expand the Number Series FastTab.
3. Verify that the number series for posted prepayment invoices in the Posted
Prepmt. Inv. Nos. field is the same as for posted sales invoices (Posted Invoice
Nos.) and the number series for posted prepayment credit memos (Posted
Prepmt. Cr. Memo Nos.) is the same as for posted credit memos (Posted Credit
Memo Nos.).
To block shipments for unpaid prepayment

1. On the Sales & Receivables Setup page, on the General FastTab, select the Check
Prepayment when Posting check box.
Now you can't 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, Phyllis will enter a default prepayment percentage on the customer
card.
Phyllis requires all customers to be invoiced a 20% deposit for item 1896-S. Customer
20000 has a poor payment history, so Phyllis requires a 40% prepayment from customer
20000 for item 1896-S. The following procedure illustrates how to set up default
prepayment percentages.
To assign default prepayment percentages to customers

and items
1. Choose the icon, enter Customers, and then choose the related link.
2. Open the card for customer 20000 (Trey Research).
3. On the Payments FastTab, in the Prepayment % field, enter 30.
4. Choose the Related action, select the Sales menu item, and then choose the
Prepayment Percentages menu item.
5. Fill in two lines on the Sales Prepayment Percentages page as follows.
Sales Type Sales Code Item No. Prepayment %
Customer 20000 1896-S 40
Customer 20000 1900-S 30

 Tip
Depending on your country/region, you must also specify a tax group code
on the Costs & Posting FastTab for item 1896-S. When you use the
demonstration company, this field is already set.
6. Close all pages.
To specify an account for sales prepayments in general

posting setup
1. Choose the icon, enter General Posting Setup, and then choose the related link.
2. Select the line where the Gen. Bus. Posting Group field is set to DOMESTIC, and
the Gen. Prod. Posting Group field is set to RETAIL.
3. In the Sales Prepayments Account field, specify the relevant account. Your
selection is automatically saved.
 Tip
If you cannot see the field in the General Posting Setup page, then use the
horizontal scroll bar at the bottom of the page to scroll to the right.
Create an Order that Requires a Prepayment

In the following scenario, Susan, the order processor, creates an order when talking to a
customer. The items the customer is ordering require a prepayment. Plus, the customer
has made some late payments in the past. Susan's been instructed to require a fixed
amount of 800 as a prepayment on the order.
The customer asks to pay 35%, to which Susan agrees and 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 Customer Name field, choose Trey Research.

4. Close the overdue balance warning that is displayed.
5. Fill in two sales lines with the following information.
Type No. Quantity
Item 1896-S 1
Item 1900-S 1
By default, the prepayment fields on the sales line are hidden. To display the fields
you must personalize the page. For more information, see To start personalizing a
page through the Personalizing banner.
6. Verify that the Prepayment % field on the line with item 1900-S contains 30. The
default value was taken from the sales header, which was populated from the
customer card.
The Prepayment % field on the line with item 1896-S contains 40. 40 is the
percentage you entered on the Sales Prepayment Percentages page for item
1896-S and customer 20000.
For more information, see Set Up Prepayments.
7. In the Order action, choose Statistics.
8. On the Prepayment FastTab, the Prepayment Amount Excl. VAT field contains
458.16. If you create a prepayment invoice for the order now, 458.16 is the amount
on the invoice.
In this scenario, Susan has been instructed to suggest a total prepayment of 800
for the order.
） Important
Depending on your country/region, the following step might not apply.
9. Change the amount in the Prepmt. Amount Excl. Tax field to 800 and then close
the page.
10. Verify the Prepayment % field on the sales lines, and you'll see that it has been
recalculated to 67.02438 and 67.02282.
The recalculation includes all lines that have a prepayment percentage that is
greater than 0.
Now the customer asks if the prepayment percent can be set to 35%. Susan's
supervisor approves the change.
11. On the Sales Order page, on the Prepayment FastTab in the Prepayment % field,
enter 35.
12. In the warning that appears, choose the Yes button. A rate of 35% will be applied
as the payment percentage for the whole order.
13. Verify that the lines have been updated correctly.
Create 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 Actions, then Posting, then Prepayment and
then select Post and Print Prepayment Invoice
2. Choose the Yes button to post the invoice.
７ Note
Susan would now send the invoice to the customer.
Create an Additional Prepayment Invoice

The following day, the customer calls Susan and makes changes to the order. The
customer wants two of item 1896-S. Susan reopens the order, updates it, and then
creates a second prepayment invoice for the order and sends it to the customer.
To create an additional prepayment invoice

1. On the Sales Order page, choose the Release action, and then Reopen.
2. On the line for item 1896-S, in the Quantity field, enter 2.
In the Order action, choose Statistics. The Prepayment Amount Excl. VAT field
now contains 768.04, and the Prepmt. Amt. Inv. Excl. VAT field contains 417.76.
These values show that there's an extra prepayment amount that hasn't been
invoiced yet.
3. To post an invoice for the extra prepayment amount, choose Actions, then Posting,
then Prepayment and then select Post and Print Prepayment Invoice
Apply the Prepayments

The customer pays the prepayment amount. Arnie, from the accounting 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 Process action, and then Apply Entries.
4. On the Apply Customer Entries page, select the first prepayment invoice, and then
choose the Process action, and then choose the Set Applies-to ID action.
5. Repeat the previous step for the second prepayment.
The Amount fields have now been filled in with the sum of the two prepayment
invoices.
7. To post the journal, choose the Post/Print action, then select Post.
8. Choose the Yes button.
Invoice 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 Posting action, then Post.
3. Select Ship and Invoice, and then choose the OK button.
4. If you want to preview the invoice, choose the Yes button.
７ 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.
5. Choose the icon, enter Posted Sales Invoices, and then choose the related link.
Update the Status of Prepaid Orders and

Invoices Automatically
You can speed up order and invoice processing by setting up job queue entries that
automatically update the status of those documents. When a prepayment invoice is
paid, the job queue entries can automatically change the document status from Pending
Prepayment to Released. When you set up the job queue entries, the codeunits you'll
need to use are 383 Upd. Pending Prepmt. Sales and 383 Upd. Pending Prepmt.
Purchase. We recommend that you schedule the entries to run frequently, for example,
every minute. For more information, see Use Job Queues to Schedule Tasks.
Next Steps
This walkthrough covered the following steps to set up Business Central to handle
prepayments.
Set up default prepayment percentages on customers and items.

Use different methods to calculate the prepayments on an order.
Calculate the prepayment amount as a percentage of the total on the order.
Assign one total prepayment amount to the order.
You've 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 capabilities make it easy to set up and enforce prepayment rules for
customers and items. They also let you to post every payment against an invoice.
See related Microsoft training
See also
Invoicing Prepayments
Finance

Walkthrough: Setting Up and Using a
Purchase Approval Workflow
Article • 09/23/2022
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're qualified to approve. Approval requests and
other notifications can be sent as an email or internal note. For each approval user
setup, you can also set up when they receive notifications.
７ Note
In addition to the Workflow functionality within Business Central, you can use
Power Automate to define workflows for events in Business Central. Note that
although they are two separate workflow systems, any flow template that you
create with Power Automate is added to the list of workflow templates within
Business Central. Learn more at Use 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. Learn more at Workflow.
About this walkthrough

This walkthrough is a scenario illustrating 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 and creates two approval users. One is Alicia who
represents a purchasing agent. The other is Sean themself, representing Alicia's
approver. Sean then gives themself unlimited purchase approval rights and specifies
that they'll receive notifications by internal note as soon as a relevant event occurs.
Finally, Sean creates the required approval workflow as a copy of the existing Purchase
Order Approval Workflow template, leaves all existing event conditions and response
options unchanged, and then enables the workflow.
To test the approval workflow, Sean signs in to Business Central as Alicia and then
requests approval of a purchase order. Sean then signs in as themself, sees the note in
the Role Center, follows the link to the approval request for the purchase order, and
approves the request.
Users
Before you can set up approval users and their notification method, you must make sure
that those users exist in Business Central: One user will represent Alicia. The other user,
yourself, will represent Sean. Learn more at Create Users According to Licenses.

When signed in as yourself, set up Alicia as an approval user whose approver is yourself.
Set up your approval rights and specify how and when you're 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.
７ Note
You must set up an approver before you can set up users who require that
approver's approval. That means you must set yourself up before you can set
Alicia up.
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 an internal note about requests to approve.
Approval notifications can also be sent by email, and you can add a workflow response
step that notifies the sender when a request is approved or rejected. Learn more at
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 template. Leave the existing workflow steps unchanged, and
then enable the workflow.
 Tip
Optionally, add a workflow response step to notify the sender when their request is
approved or rejected. Learn more at Specify When and How to Receive
Notifications.
To create and enable a purchase order approval workflow

1. Choose the icon, enter Workflows, then choose the related link.
2. On the Workflows page, select Actions, then select New, and then choose the
New Workflow from Template action.
3. On the Workflow Templates page, select the workflow template named Purchase
Order Approval Workflow.
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 this
is the first workflow created from the Purchase Order Approval Workflow
template.
4. On the header of the Workflow page, turn on the Enabled toggle.
Use the approval workflow

Use the new Purchase Order Approval 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, 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, then choose the related link.
3. Select the line to open Purchase Order 106001.
4. On the Purchase Order page, choose Actions, then Request Approval, and then
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 Requests to Approve.
3. On the Requests to Approve page, select the line about the purchase order from
Alicia, 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. 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, so 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 many workflow templates for scenarios
that are supported by the application code. Most of these templates are for approval
workflows.
You define variations of workflows by filling in fields on workflow lines using fixed lists of
event and response values representing scenarios that are supported by the application
code. Learn more at Create Workflows.
７ Note
If a business scenario requires a workflow event or response that is not supported

in the default version, sign up for Power Automate. For more information, see Use
Business Central in Power Automate Flows. Alternatively, get an app at
AppSource or work with a Microsoft partner to customize the application code.
See also
Set Up Approval Users
Setting Up Workflow Notifications
Create Approval Workflows
Use Approval Workflows
Workflow
Use Business Central in an Automated Workflow

Walkthrough: Managing Projects with
Jobs
Article • 09/19/2022
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.

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
Project Manager
Project Team Member
Prerequisites
Before you can perform the tasks in the walkthrough, you must do the following:
Install the CRONUS demonstration database.

Create sample data by using the steps in the following section.
Story
This walkthrough focuses on CRONUS, a design and consultancy firm that designs and
fits new infrastructures, such as conference halls and offices, with furniture, accessories,
and storage units. Most of its work is project oriented. Prakash, a project manager at
CRONUS uses jobs to get an overview of each ongoing job that CRONUS has started, as
well as the jobs that are completed. Prakash 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. Prakash 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. Tricia enters her own work in addition to the work performed by
technicians on every task, 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 their
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:
Budget: Added to the schedule, but not invoiced.

Billable: Invoiced, but not added to the schedule.
Both Budget and Billable: Invoiced and added to the schedule.
In this walkthrough, the project manager uses Both Budget and Billable. They create
three planning lines for task 1010, and two planning lines for task 1020.
To create planning lines

1. Select line 1010, and then choose the Job Planning Lines action.
2. Create planning lines with the following information:
Line Line Type Planning Type No. Quantity Unit

Date Price
1 Both Budget and (today's Resource Tricia 40

Billable date)
2 Both Budget and (today's Resource Timothy 40

Billable date)
3 Both Budget and (today's G/L 8430 2 400

Billable date) Account (Travel)
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 Line Type Planning Type No. Quantity Unit

Date Price
1 Both Budget and (today's Resource Tricia 80

Billable date)
2 Both Budget and (today's Item 80201 (Graphic 1

Billable date) program)
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 their hours and usage on the job. Tricia has not worked more hours than was
agreed upon with the customer in advance. Tricia 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

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. Tricia can also
attach the invoice to another invoice for the same customer for the same job. In this
case, Tricia invoices for the whole job, because the project is now completed.
To create a job sales invoice

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 creating the invoice, Tricia 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 Tricia accesses that information on the Statistics page.
To open the Statistics page

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, Prakash wants to know the total
contracted price for the job and the amount that has been invoiced to this point. They
have reached an agreement with the customer regarding fixed pricing for the job.
To manage fixed pricing in jobs

2. Select the Guildford job number, and then choose the Jobs Task Lines action.
3. Select line 1120, and in the Budget (Total Cost) field, right-click the amount and
choose DrillDown.
By reviewing the Job Planning lines, it is determined that Prakash will also need
Tricia for 30 hours for this stage of the project. Prakash 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. Create a planning line with the following information:
Line Line Type Type No. Quantity
1 Both Budget and Billable Resource Tricia 30
Close the page.
5. In the Budget (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.
6. Close the pages.
After being added to the schedule for this task line, Tricia works 25 hours on the job,
and enters these hours into the job journal.
To enter hours in the Job Journal

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, and 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 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
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: Budget

Job No.: Guildford
Job Task No.: 1120
Type: Resource
No.: Tricia
Quantity: 5
By using the Budget 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, in the Job Task Lines section, select line 1120
and in the Budget (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.
12. Choose the Close button to close the page.
13. 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
2. Choose the New action to create a new job. Enter the following information:
Description: Setting up 10 Conference Rooms

Bill-To Customer No.: 20000
3. Choose the Copy Job Tasks from action.
4. On the Copy Job Tasks page, enter the following:

Job No.: Guildford
Job Task No. From: 1000
Source: Job Planning Lines
Incl. Planning Line Type: Budget + Billable
To Job No.: GuildfordSetting up 10 Conference Rooms
Select the Copy Dimensions and Copy Quantity fields.
5. Choose the OK button to copy the job, and then choose the OK button to close
the confirmation page.
By comparing prices, job task lines, and job planning lines for the two jobs, you can see
that the information was successfully copied.
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.: 40255
Name: Job Payment
4. On the Posting FastTab, in the Gen. Prod. Posting Group field, select Services.
Close the page.
5. On the Chart of Accounts page, select No. 40255 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 Billable, 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 Prices action, and then choose the Resource action.
Enter the following information:
Code: Tricia
Unit Price: 10
Close the page.
4. On the Job card, in the Tasks section, add job task lines as described in the
following table:
Line Job Task No. Description Job Task Type
1 1000 Payment-Down Payment Posting
2 2000 Usage Posting
3 3000 Payment - Midway Posting
4 4000 Payment - Completion Posting
5. Choose task 1000, and then choose the Job Planning Lines action.
6. Create a planning line with the following information:
Line Line Type Planning Date Type No. Quantity Unit Price
1 Billable (today's date) G/L Account 40255 1 5000
Close the page.
Line Line Type Planning Date Type No. Quantity
1 Budget (today's date) Resource Tricia 120
2 Budget (today's date) Item 70104 10
Close the page. On the Job Task Lines page, you can see the schedule amounts
have been updated.
Line Line Type Planning Date Type No. Quantity Unit Price
1 Billable (a future date) G/L Account 40255 1 5000
Close the page.
11. 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. Prakash 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
Setting Up Project Management
Use Resources
Monitor Progress and Performance
Invoice Jobs

Walkthrough: Calculating Work in
Process for a Job
Article • 09/19/2022
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.

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, Tricia can specify these lines in the
WIP-Total column.
The following table describes the three options.
Field Description
<blank> 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, their company
standard, to calculate WIP. Tricia 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
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.
７ 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.
７ 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, they 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. Tricia 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.
７ Note
Suppose Tricia calculated and posted WIP for a job with incorrect dates.
Following the method that was discussed earlier, Tricia 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
Walkthrough: Managing Projects with Jobs
Understanding WIP Methods
Monitor Progress and Performance
Walkthrough: Picking and Shipping in
Basic Warehouse Configurations
Article • 02/28/2023
In Business Central, you pick and ship items using one of four methods, as described in
the following table.
Method Outbound Process Require Require Complexity Level

Pick Shipment (Learn more at
Warehouse
Management
Overview)
A Post the pick and shipment from the No dedicated

order line warehouse
activity.
B Post the pick and shipment from an Turned Basic: Order-by-

inventory pick document on order.
C Post the pick and shipment from a Turned on Basic:

warehouse shipment document Consolidated
receive/ship
posting for
multiple orders.
D Post the pick from a warehouse pick Turned Turned on Advanced

document, and post the shipment from a on
warehouse shipment document
Learn more at Outbount Warehouse Flow.
The following walkthrough demonstrates method B in the previous table.

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.

Setting up SOUTH location for inventory picks.
Creating a sales order for customer 10000 for 30 Amsterdam Lamps.
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
Warehouse Manager
Order Processor
Warehouse Worker
Story
Ellen, the warehouse manager at CRONUS, sets up SOUTH warehouse for basic pick
handling where warehouse workers process outbound orders individually. Susan, the
order processor, creates a sales order for 30 units of item 1928-S to be shipped to
customer 10000 from the SOUTH Warehouse. John, the warehouse worker must make
sure that the shipment is prepared and delivered to the customer. John manages all
involved tasks on the Inventory Pick page, which automatically points to the bins where
1928-S is stored.
Setting Up the Location

The setup of the Location Card page defines the company's warehouse flows. Use the
Locations card to set up a location with the code name SOUTH.
To set up the location SOUTH

1. Choose the icon, enter Locations, and then choose the related link.
2. Create a location card named SOUTH.
3. On the Warehouse FastTab, select both the Require Pick and Bin Mandatory fields.
4. Next, you must add posting setup in the Inventory Posting Setup page for
location SOUTH with Inventory Posting Group Code RESALE. For more information
see Set Up Locations.
Setting Up the Bin Codes
Once you have the location set up, you must add two bins.
To setup the bin codes
1. Select the Bins action.

2. Create two bins, with the codes S-01-0001 and S-01-0002.
Making Yourself a Warehouse Employee at Location

SOUTH
In order to use this functionality, you must add yourself to the location as a warehouse
worker.
To make yourself a warehouse employee
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 Warehouse
Employees page.
3. In the Location Code field, choose SOUTH.
4. Select the Default field, and then select the Yes button.
Making Item 1928-S Available

To make item 1928-S available at the SOUTH location follow 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. 1928-S SOUTH S-01-0001 20
By default, the Bin Code field on the sales lines are hidden, so you must display it.
To do this you need to personalize the page. For more information, see To start
personalizing a page through the Personalizing banner.
3. Choose Actions, then Posting, and then choose Post.
4. Select the Yes button.
Creating the Sales Order

Sales orders are the most common type of outbound source document.
To create the sales order

3. Create a sales order for customer 10000 on the work date (January 23) with the
following sales order line.
Item Location Code Quantity
1928-S SOUTH 30
Proceed to notify the warehouse that the sales order is ready for warehouse
handling.
4. Choose the Release action.
John proceeds to pick and ship the sold items.
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. Hover over a field to read a short
description.
To pick and ship items

1. Choose the icon, enter Inventory Picks, and then choose the related link.
Make sure that the No. field on the General FastTab is filled in.
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 20 respectively on the two
inventory pick lines.
6. Choose the Post action, select Ship, and then choose the OK button.
The 30 Amsterdam Lamps 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
Pick for Production or Assembly
Move Items Ad Hoc in Basic Warehouse Configurations
Design Details: Outbound Warehouse Flow

Walkthrough: Making Cash Flow
Forecasts Using Financial Reports
Article • 09/30/2022
This walkthrough describes how you can use the financial reports feature to make cash
flow forecasts. Financial reports perform calculations that cannot be done directly in the
chart of cash flow accounts. In the financial reports, you can set up subtotals for cash
flow receipts and disbursements. These subtotals can be included in new totals that can
then be used to make cash flow forecasts.

This walkthrough describes the following tasks:
Setting up a new cash flow financial report name.

Setting up financial report lines.
Setting up a new column definition.
Assigning a column definition to a financial report.
Viewing and printing the cash flow forecast.
Prerequisites
To complete this walkthrough, you will need:
Business Central
A cash flow worksheet with registered lines
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. Ken includes
finance, sales, purchase, and fixed assets in the forecasts, and presents to CFO Sara for
business insight.
Setting up a new financial report name
The financial report name is the name you give the cash flow forecast that includes a
series of defined lines and a column definition.
Set up a new financial report name

1. Choose the icon, enter Financial Reports, and then choose the related link.
2. On the Financial Reports page, choose New to create a new cash flow financial
report name.
3. In the Name field, enter Forecast.
4. In the Description field, enter Cash Flow Forecast.
5. Leave the Row Definition and Column Definition fields blank.
Setting up row definition lines

After a financial report name is set up, Ken defines each line in the cash flow financial
report. Ken defines lines to be shown in reports in addition to lines that are only for
calculation purposes.
Set up row definition lines

1. On the Financial Reports page, select the new Forecast financial report you
created, then choose the Edit Row Definition action.
2. On the Row Definition page, enter each line as shown in the following table.
 Tip
Use the Insert CF Accounts function to quickly mark, in the cash flow
accounts chart, the cash flow accounts you want and copy them to row
definition lines.
Row Description Totaling Type Totaling Row Amount Show

No. Type Type
R10 Receivables Cash Flow Entry 10 Net Net Yes

Accounts Change Amount
R10 Open sales orders Cash Flow Entry 20 Net Net Yes
No. Type Type
R10 Rentals Cash Flow Entry 30 Net Net Yes

R10 Financial assets Cash Flow Entry 40 Net Net Yes

R10 Fixed assets Cash Flow Entry 50 Net Net Yes

disposal Accounts Change Amount
R10 Private Cash Flow Entry 60 Net Net Yes

investments Accounts Change Amount
R10 Miscellaneous Cash Flow Entry 70 Net Net Yes

receipts Accounts Change Amount
R10 Open service Cash Flow Entry 80 Net Net Yes

orders Accounts Change Amount
R20 Total cash receipts Formula R10 Net Net Yes

Change Amount
R30 Payables Cash Flow Entry 1010 Net Net Yes

R30 Open purchase Cash Flow Entry 1020 Net Net Yes
R30 Personnel costs Cash Flow Entry 1030 Net Net Yes
R30 Running costs Cash Flow Entry 1040 Net Net Yes
R30 Finance costs Cash Flow Entry 1050 Net Net Yes
R30 Investments Cash Flow Entry 1070 Net Net Yes


consumptions Accounts Change Amount
R30 VAT due Cash Flow Entry 1100 Net Net Yes
R30 Other expenses Cash Flow Entry 1110 Net Net Yes
No. Type Type
R40 Total cash Formula R30 Net Net Yes

disbursements Change Amount
R50 Surplus Formula R20+R40 Net Net Yes

Change Amount
R60 Cash flow funds Cash Flow Entry 2100 Net Net Yes
R70 Total cash flow Formula R50+R60 Net Net Yes

Change Amount
７ Note
The row number R10 is used to capture the account totals for receivables. The
row number R20 is used to calculate the sum of all cash receipts. The row
number R30 is used to capture the account totals for payables. The row
number R40 is used to calculate the sum of all cash disbursements. The row
number R50 is used to capture the sum of cash surplus. The row number R60
is used to capture the liquid funds. The row number R70 is used to calculate
the forecasted cash flow.
Setting up a new column definition

Before printing the cash flow forecast, Ken needs to create the column definition for the
numerical information. In the columns, Ken defines the information needed to use from
the lines.
The first column has the number C10 with the title Amount and contains the net
change.
The second column has the number C20 with the title Balance at Date and
contains the transactions for the period.
The third column has the number C30 with the title Entire Year and contains the
net change in the balances for the entire fiscal year.
Finally, Ken assigns the column definition as the default option for the Forecast
financial report.
Set up a new column definition

1. On the Financial Reports page, select the new Forecast financial report name you
created. On the Home tab, in the Process group, choose Edit Column Definition.
2. Create a new column definition with the name Cash Flow.
4. Enter each line exactly as shown in the following table.
Column Column Column Type Ledger Entry Amount Show

No. Header Type Type
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
Assigning the column definition to the financial

report name
Ken is now ready to assign the column definition to the financial report name.
Assign the column definition to the financial report name

1. In the Financial Reports page, select the Forecast financial report, then choose the
Edit Column Definition action.
2. In the Name field, choose the column definition Cash Flow to assign as the default
column definition.
View and print the cash flow forecast

1. On the Financial Reports page, choose the Forecast financial report to view the
cash flow forecast.
2. On the Financial Report 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 used to calculate that 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 Financial Reports
Analyzing Cash Flow in Your Company

Walkthrough: Set up and use the
Shopify Connector
Article • 02/28/2023
This section demonstrates some typical scenarios and takes you through the steps to
test or train users on the workflow of the integrated Business Central and the Shopify
store.
Prerequisites
Shopify
You must have:
A Shopify account
A Shopify online store
Learn more about how to create Shopify trials and recommended settings at Creating
and Setting Up Shopify Account.
Business Central
You must have a Business Central account.
For example, you can create demo account or start trial. Learn more at Prepare
Demonstration Environments of Dynamics 365 Business Central and Sign up for the trial.
Connect Business Central to the Shopify shop

In Business Central, do the following steps:
1. Choose the icon, enter Shopify Shops, and then choose the related link.
3. In the Code field, enter DEMO1 .
4. In the Shopify URL field, enter the URL to the online shop that you want to
connect to.
5. Activate the Enabled toggle, review and accept the terms and conditions.
Configure the Shopify shop as described in the following steps:

1. Turn on the Log Enabled toggle.
2. Turn off the Allow Background Syncs toggle.
3. Select To Shopify in the Sync Item field.
4. Select To Shopify in the Sync Item Images field.
5. Turn on the Sync Item Attributes toggle.
6. Turn on the Inventory Tracked toggle.
7. Select Deny in the Default Inventory Policy field.
8. Turn on the Auto Create Unknown Customers toggle.
9. Fill in the Customer Template Code field with the appropriate template.
10. Fill in the Shipping Cost Account, the Tip Account with the revenue account. For
example, in the US, use 40100 .
11. Turn on the Auto Create Orders toggle.
Configure location mapping:
1. Choose the Locations action to open Shopify Shop Locations.

2. Choose the Get Shopify Locations action to import all locations defined in the
Shopify.
3. In the Location Filter, enter ''|EAST|MAIN .
4. Turn off the Disabled toggle to enable inventory sync for selected Shopify location.
Walkthrough: Start selling products online
Scenario
Let's say that you want to try Shopify as an online store without spending much time on
setting up things, especially because you already maintain your items in Business Central
properly. After you launch your Shopify online store, you immediately get new
customers who are happy with your shop and their buying experience. So, they decide
to leave tips at checkout.
Steps
In Business Central go through the following steps:
1. Choose the icon, enter Shopify Products, and choose the related link.
2. Choose the Add Items action.
3. In the Shop Code field, enter DEMO1.
4. Set the filter CHAIR on the Item Category Code field (add filter field if necessary).
5. Select OK and wait until initial synchronization of items and prices is completed.
6. Choose the Sync Product Images action.
7. Choose the Sync Inventory action.
In Shopify online store
 Tip
Open Shopify admin, by navigating to URL specified in the URL field of the Shopify
Shop Card page. Then choose eye icon next to the Online Store sales channel,
located in the sidebar of Shopify admin.
Open the product catalog. Notice:
Product titles, images, and prices.

Availability indicator (sold out for out-of-stock products).
Choose any product that can be sold, for example, the BERLIN Swivel Chair, yellow .
Notice that the description contains item attributes.
Choose the Buy it now button and proceed to checkout.
1. In the Email or mobile phone number field, enter cl@contoso.com (or email where
you want to receive order and shipping confirmations).
2. In the First name and Last name, enter Claudia Lawson .
3. Enter the local address.
4. Choose the Save this information for next time checkbox.
5. Choose the Continue to shipping button.
6. Keep Standard as the shipping method and then choose the Continue to payment
button.
7. Select 10% tip.
8. In the Credit Card field, enter 1 if you use (for testing) Bogus Gateway, or enter
5555 5555 5555 4444 if you use Shopify payments in test mode.
9. Fill in the Name on card field.
10. In the Expiration date field, enter the current month/year.
11. In the Security code, enter 111 .
12. Choose the Pay now button.
In Business Central, do the next steps:
1. Choose the icon, enter Shopify Orders, and then choose the related link.
2. Choose the Sync Orders From Shopify action.
3. Choose OK.
The imported order is ready for processing.
1. Select the imported order to open the Shopify Order window.

2. Notice that the new customer and sales order are created.
3. Explore the Risk and Shipping Cost actions.
4. Choose the Sales Order action to open the Sales Order window. Sales order is a
demand, that if necessary, can be covered with assembly, production, or by
purchase with the help of the planning engine. It also supports various warehouse
handling processes with complete separation of duties.
5. Choose the Reopen action.
6. In the Agent field, enter DHL .
7. In the Package Tracking No., enter 123456789 .
8. Choose the Post action, keep Ship and Invoice option, and then choose the OK
button.
Now physical and financial data is registered in Business Central. It’s time to notify
Shopify about the changes.
1. Choose the icon, enter Sync Shipments to Shopify, and choose the related link.
2. Choose OK.
In Shopify Admin notice that the order is now marked as Fulfilled. You can also review
Shipment details and see the Tracking URL there. If you run Sync Orders From Shopify
again, the order will be archived in both systems.
Walkthrough: Invite your customers to your

new online store
Scenario
After a successful quick launch of your new online store, you want your current
customers to visit it and start placing orders.
Steps
1. Choose the icon, enter Shopify Shops, and choose the related link.
2. Select the DEMO1 Shop for which you want to synchronize customers to open the
Shopify Shop Card page.
3. Choose the Sync Customers action.
In Shopify Admin notice that the customers were imported. Open one of the customers
and notice that the first and last names of the customer are coming from the Contact
Name field of the Customer Card. The company name can be found in the default
address, linked to the customer. Choose Send account invite to invite the customer.
Walkthrough: Fine tuning of item management
Scenario
You'll like to add more flexibility and control to your processes around items
management. You want to improve product description and like to add more review
steps before products become available to end-customer.
Steps
Prepare data.
1. Choose the icon, enter Customer Price Group, and choose the related link.
2. Add new price group. In the Code field, enter SHOPIFY .
3. Close the Customer Price Group window.
4. Choose the icon, enter Items, and choose the related link.
Select item 1896-S, Athens Desk and run following steps.
1. Choose the Variants action and then add two variants PREMIUM, Athens Desk,
Premium edition and ESSENTIAL, Athens Desk, Essential edition .
2. Choose Extended Text action, create a new extended text valid for all language
codes. In the Description field, enter Shopify .
3. Add following text with HTML tags: Simple stylish design blends with any
ensemble. Available in two editions. .
4. Choose Sales Prices action and add new prices as shown in the following table:
Line Sales Type Sales Type Code Variant Code Unit

Code (add the field via Price
personalization)
1 Customer Price SHOPIFY Item 1896- ESSENTIAL 700

Group S
personalization)
2 Customer Price SHOPIFY Item 1896- PREMIUM 1000

Group S
5. Choose Sales Discounts action and add a new discount:
Sales Type Customer Disc. Group

Sales Code RETAIL
Type Item
Code 1896-S
Unit of Measure Code PCS
Line Discount % 10
6. Choose Item References action and the following add lines:
Line Reference Type Reference No. Variant Code
1 Barcode 77777777 ESSENTIAL
2 Barcode 11111111 PREMIUM
Select the item 1920-S, ANTWERP Conference Table and run following steps.
1. Choose Adjust Inventory and in the New Inventory field, enter 100 for the
locations EAST and WEST.
2. Choose OK.
Adjust the synchronization settings.
2. Select the DEMO1 Shop for which you want to synchronize items to open Shopify
Shop Card page.
3. Select SHOPIFY in the Customer Price Group field.
4. Select RETAIL in the Customer Discount Group field.
5. Enable the Sync Item Extended Text field.
6. Select Item No.+ Variant Code in the SKU Mapping field.
7. Select Draft in the Status for Created Products field.
8. Select Status to Archived in the Action for Removed Product field.
Run the synchronization.
2. Select the DEMO1 Shop for which you want to synchronize items to open the
3. Choose the Products action to open Shopify Products window.
5. Set the filter TABLE on the Item Category Code field.
Products are added. Notice that the status is set to Draft, and therefore items aren't
visible in the Shopify online store.
1. Select the line with item 1920-S, ANTWERP Conference Table. In the SEO Title,
enter Rectangular meeting table Antwerp, 10 seats, black .
2. Select Active in the Status field.
3. Select the line with item 1906-S, ATHENS, Mobile Pedestal and then choose the
Delete action.
In Shopify Admin notice that all products have different statuses.
ANTWERP Conference Table is Active because we changed status in Shopify

Product window.
ATHENS Desk is Draft because we configured the default status for all added
products to be Draft.
ATHENS Mobile Pedestal is Archived because we configured the shop to
automatically assign status Archived for deleted products.
Notice that Inventory for ANTWERP Conference Table is 100, because we configured
system to use inventory only from two locations MAIN and EAST. Inventory on other
locations (WEST) is ignored.
Open ANTWERP Conference Table, notice Custom Type, Vendor, Weight, Cost per
item fields, and Search engine listing preview section.
Open Athens Desk, scroll down to Variants section, and notice how SKU is
populated.
Choose Edit to review barcode and prices.
Change the status of Athens Desk to Active and choose Preview action.
In the Shopify online store open the product catalog, find the ATHENS Desk product.
Notice that different options are available. For different options, prices are different. Pay
attention to discount information.
Walkthrough: Import items from Shopify

Scenario
You already have a successful online store and would like to start using Business Central
as business management software. You would like to import as much data from Shopify
as possible.
Steps
This is a continuation of Walkthrough: Start selling products online. You can also try with
your own data, for example your Shopify store or sandbox.
Prepare data
1. Switch to a free 30-day trial without sample data. For more information, see Add
your own data to an empty trial.
connect to.
Configure the Shopify shop as described below in the next steps:
7. Enable the Log Enabled toggle.

8. Deactivate the Allow Background Syncs toggle.
9. Select From Shopify in the Sync Item field.
10. Enable the Auto Create Unknown Items toggle.
11. Fill in the Item Template Code field with the appropriate template.
12. Select From Shopify in the Sync Item Images field.
13. Select All Customers in the Customer Import from Shopify.
14. Enable the Auto Create Unknown Customers toggle.
16. Fill in the Shipping Charges Account, the Tip Account with revenue account. For
example, in the US use 40100 .
17. Enable the Auto Create Orders toggle.
Run the synchronization

2. Select the DEMO2 Shop for which you want to synchronize data to open the
3. Choose the Sync Products action.
Results
Shopify Products are imported. To verify, choose the icon, enter Shopify
Products, and choose the related link.
Items with images are created. To verify, choose the icon, enter Item, and
choose the related link.
Shopify Customers are imported. To verify, choose the icon, enter Shopify
Customers, and choose the related link.
Customers are created. To verify, choose the icon, enter Customers, and choose
the related link.
See Also
Get Started with the Shopify Connector
Introduction to Contoso Coffee Demo
Data
Article • 04/03/2023
Contoso Coffee is a fictitious company that produces consumer and commercial coffee
makers. The Contoso Coffee apps for Business Central add demo data that you can use
to learn how to use the capabilities in Business Central.
Set up Contoso Coffee data

To use the Contoso Coffee demo data, you must install two apps in the relevant
company in Business Central:
Contoso Coffee Demo Dataset
This app delivers demo data for the base application.
Contoso Coffee Demo Dataset (country ID)
This app adds country-specific content on top of the base application.
Add the apps to an empty company in a paid subscription or as part of a trial. For
example, create a new company with no sample data from the Create New Company
assisted setup guide that you can open from the Companies list. Then add the apps
from the marketplace if they are not already listed in the Extension Management page.
You then should complete:
The Manufacturing Setup to prepare for use of the Manufacturing Scenarios

The Warehousing Setup to prepare for use of the Warehousing Scenarios
Manufacturing Scenarios
The Contoso Coffee demo data currently supports the following manufacturing
scenarios for test and training:
1. Create a New Production BOM and BOM Version

2. Create a New Routing
3. Create a Firm Planned Production Order and Change It
4. Combine Automatic and Manual Flushing
5. Use Order Planning to Create and Reserve Supply
6. Set Up and Process a Subcontracting Operation
7. Set Up New Capacity
8. Forecast demand for item variants with different BOMs assigned
Read the steps for each scenario in the relevant article.
） Important
The Manufacturing walkthroughs require that the user experience is set to Premium
in the Company Information page.
Warehousing Scenarios
The Contoso Coffee demo data currently supports the following warehousing scenarios
for test and training:
1. Configure default bins, receive and put-away with inventory put-away, pick and
ship with inventory pick in order-by-order fashion with Walkthrough of inbound
and outbound flow in Basic Warehouse Configurations
2. Receive and put-away multiple inbound orders at once with warehouse receipt,
ship multiple orders at once with warehouse shipment, pick with warehouse picks
with Walkthrough of inbound and outbound flow in mixed Warehouse
Configurations
3. Configure fixed bins for item unit of measure, user cross-docking to reduce
physical movements of goods, optimize placing of goods with bin replenishment,
break-bulk large units of measure into smaller ones, distribute picking among
warehouse employes with picking worksheet with Walkthrough of inbound and
outbound flow in Advanced Warehouse Configuration with Directed Put-away and
Pick
See also
Manufacturing
Warehousing
Introduction to Contoso Coffee
Manufacturing
Article • 04/03/2023
to learn how to use the manufacturing capabilities in Business Central.
The app provides four products that are optimized for different scenarios:
SP-SCM1009 Airpot
This product is a bill of material (BOM) with a subassembly, Routing. Use it to

demonstrate the standard production flow. It's set up with alternative routings that
you can use to demonstrate various scenarios that involve subcontractors. The
costing method is Standard.
SP-SCM1011 Airpot Duo
This product requires item tracking and has a component that also requires item
tracking. The costing method is Specific.
SP-SCM1004 Autodrip
This product is a BOM with a subassembly, Routing. We recommend it to

demonstrate the various flushing methods both for components and operations.
The costing method is Standard.
SP-SCM1006 AutoDripLite
This product has three variants and three bills of material (BOMs) that can be
assigned to stockkeeping units. The product uses the phantom BOM concept. The
costing method is Standard.
The manufacturing activities for all scenarios use the NORTH location.
） Important
Before you run any of the scenarios for Contoso Coffee, post any item journal lines
with opening balances. For more requirements, see the Set up Contoso Coffee
data section.
Set up Contoso Coffee Manufacturing data
To use the Contoso Coffee Manufacturing demo data, you must install two apps in the
relevant company in Business Central:
This app adds country or region-specific content on top of the base application.
Once the relevant apps are installed, go to the Contoso Coffee Demo Data page in
Business Central, and change the default settings to suit your needs. The following table
describes the settings:
Field Description
Starting Year Specifies the first year that you want to use for the Contoso Coffee
demonstration data. Depending on the company setup, the year is either a
calendar year or a fiscal year.
Manufacturing Specifies the warehouse that you want to use for production operations. The
Location default is NORTH, but you can change it to suit your needs.
Company Type Specifies if the current company must report VAT or sales tax.
Domestic - Specifies a business code for domestic customers and vendors. The business
General codes are used when transactions are posted.
Business
Posting Group
Capacity - Specifies a code for items or resources that must be used for posting capacity.
General
Product
Posting Group
Retail - Specifies a code for items or resources that must be used for posting retail.
General
Product
Posting Group
Field Description
Raw - General Specifies a code for items or resources that must be used for posting raw
Product material.
Posting Group
Base VAT Code Specifies an existing VAT product group that will be used for items.
Finished Code Specifies an existing product group that will be used for finished items.
Price Factor Specifies a factor to convert a price from USD/EUR to the local currency. 1
means that the price is the same amount in any currency. A higher number will
be used to get the price in the local currency.
Rounding Defines how calculated consumption quantities are rounded when entered on
Precision consumption journal lines. Quantities less than 0.5 will be rounded down.
Quantities equal to or greater than 0.5 will be rounded up.
Once you're ready, choose the Create Demo Data action. It takes a few minutes to add
the data to the underlying database, but then you're ready to run the various scenarios.
Scenarios
The Contoso Coffee manufacturing demo data currently supports the following
scenarios for test and training:
1. Create a New Production BOM and BOM Version

2. Create a New Routing
3. Create a Firm Planned Production Order and Change It
4. Combine Automatic and Manual Flushing
5. Use Order Planning to Create and Reserve Supply
6. Set Up and Process a Subcontracting Operation
7. Set Up New Capacity
8. Forecast demand for item variants with different BOMs assigned
） Important
These walkthroughs require that the user experience is set to Premium in the
Company Information page.
See also
Manufacturing
Production Reports and Analytics in Business Central
Walkthrough: Create a New Production
BOM and BOM Version
Article • 04/03/2023
In this article, we take you through the steps to use the Contoso Coffee demo data to
work with bills of material (BOM) in production processes.
Scenario
Contoso Coffee has decided to add another coffee maker to their product line: SP-
SCM1008 Airpot Lite. This coffee maker is identical to the existing item SP-SCM1009
Airpot, except that it does not include the warming plate, SP-BOM1104. In a separate
step, the on/off light, SP-BOM1106 is removed for a version of the Airpot Lite BOM.
Oscar, the process engineer at Contoso Coffee, must set up a new production BOM to
define the initial component requirements for the Airpot Lite. Oscar must then set up a
new BOM version, with a start date of July 01, to align with further plans on releasing
another edition.
Steps
1. Create a new production BOM for the Airpot Lite.
a. Choose the icon, enter production BOM, and then choose the related link.
b. Choose the New action, and then fill in the fields as described in the following
table.
Field Value
No. SP-SCM1008
Description Airpot Lite
2. Copy the BOM components from production BOM SP-SCM1009.
a. Choose the Copy BOM action.
b. In the Production BOMs page, choose the line for SP-SCM1009, Airpot, and
then choose the OK button.
3. Change the components for the new production BOM as described in the scenario.
a. On the Lines FastTab, select the line for the item SP-BOM1104, and then choose
the Delete Line action.
4. Certify the new BOM.

a. In the Status field, choose Certified.
5. Create a production BOM version for the Airpot Lite.
a. Choose the Versions action.
b. On the Prod. BOM Version List page, choose the New action, and then fill in the
fields as described in the following table.
Field Value
Versions Code 02
Description Airpot Lite, v2
Starting Date July 01
6. Copy the component lines from the production BOM into the new BOM version.
a. Choose the Copy BOM action, and then choose the Yes button to copy the
components from the original production BOM.
7. Remove the item SP-BOM1106, On/off light from the version components.
8. Certify the new BOM version.
a. In the Status field, choose Certified.
b. Close the BOM Version
The new coffee maker is now set up as a production BOM with one version.
See also
Introduction to Contoso Coffee Demo Data
Walkthrough: Create a New Routing
Article • 04/03/2023
manually set up a new production routing in Business Central.
Scenario
Oscar, the process engineer, at Contoso Coffee, decides to create a new routing with the
name New Path. Because this routing is unlike any other routing at Contoso Coffee,
Oscar must manually enter all of the information for the routing.
Steps
1. Create the routing header.
a. Choose the icon, enter routings, and then choose the related link.
table.
Field Value
No. 1099
Description New Path
2. Create the routing lines.
a. On the Lines FastTab, add a new line, and then fill in the fields as described in
Field Value
Operation No. 10
Type Work Center
No. 100
Setup Time 20
Run Time 15
b. Add a new line, and then fill in the fields as described in the following table.
Field Value
Operation No. 20
Type Work Center
No. 200
Setup Time 30
Run Time 5
3. Certify the routing.
1.In the Status field, choose Certified.
The new routing is now set up.
See also
Walkthrough: Create a Firm Planned
Production Order and Change It
Article • 04/03/2023
work with production orders.
Scenario
Eduardo, the production planner at Contoso Coffee, must create a new production order
for 10 units of the item SP-SCM1009, Airpot that must be due on April 28. Eduardo
backward schedules this and confirms that they can start the order on April 27.
Shortly after finishing this task, Eduardo is asked to increase the order to 50 units. On
doing this, the backward scheduling functionality pushes the order start date too early.
So Eduardo forward schedules the order from April 23 in order to determine a more
realistic finish date.
Steps
1. Create the initial production order for 10 units of the item SP-SCM1009, Airpot.
a. Choose the icon, enter firm planned prod. orders, and then choose the
related link.
table.
Field Value
Source Type Item
Source No. SP-SCM1009
Quantity 10
Due Date April 28
c. Choose the Refresh Production Order action.
d. On the Refresh Production Order page, accept all defaults, and then choose the
OK button to start the process.
In the current setup, this process uses backwards scheduling. In the new line on
the production order, the starting date is April 26.
2. Change the production order's quantity to 50 units and schedule the order.
a. On the Lines FastTab of the Production BOM, select the recently added line, and
then, in the Quantity field, enter 50.
3. Choose the Refresh Production Order action.
The start date has now been pushed back to April 20. This is not an acceptable
date for Eduardo.
4. Trigger a forward scheduling of the production order.

a. On the Schedule FastTab, set the Starting Date field to April 23.
The starting for the order is now April 25, and the ending date is May 2. The due
date for the order is set one day later, May 3. Eduardo now knows that it will take
until May 3 to deliver the increased order.
７ Note
Scheduling an order by changing its starting or ending date does not require the
Refresh Production Order batch job because all dates recalculate automatically.
The new production order is now set up, and Eduardo's requirements are met.
See also
Walkthrough: Combine Automatic and
Manual Flushing
Article • 04/03/2023
In this article, we take you through the steps to use the Contoso Coffee demo data in
flushing.
Scenario
You are the production planner at Contoso Coffee. You must create a new production
order for ten units of item SP-SCM1004, AutoDrip. Some components and operations
will be forward flushed, others backward flushed based on different conditions.
Steps
[Note!] Remember to adjust inventory by posting Item Journal with opening
balances.
1. Create a firm planned production order for five units of the item SP-SCM1004,
AutoDrip on NORTH location. For guidance, see Walkthrough: Create a Firm
Planned Production Order and Change It.
2. Release the production order.
a. Choose the Change Status action.
b. In the page that appears, set the New Status field to Released, and then choose
the Yes button.
A message that has a status bar appears and references automatic

consumption. This is followed by a confirmation message that the order is
changed to have the status Released.
c. Choose the OK button to close the confirmation message.
3. Review the item and capacity ledger entries for the production order.
a. Choose the icon, enter Released Production Order, and then choose the
related link.
b. Open the production order with the 5 units of the AutoDrip coffee machine.
c. Choose the Item Ledger Entries action.
The item SP-BOM1305 Screw Hex M3 Zink is flushed immediately with the full
expected quantity. Close the Item Ledger Entries page.
d. Choose the Capacity Ledger Entries action. Note that a body assembly
operations entry was also completed at moment when order was released.
Close the Capacity Ledger Entries window.
You can manually flush component items by using the consumption or production
journal. Manual flushing allows you to adjust quantity before posting. For example,
if additional quantity is needed to cover low quality raw materials.
4. Flush components manually.
a. Choose the icon, enter Consumption Journal, and then choose the related
link.
b. Choose the Calc. Consumption action.
c. In the Calc. Consumption request page, on the Production Order FastTab,

define a filter for the specific order in the Order No. field, and then choose the
OK button. After the batch job request page closes, notice that the
Consumption Journal page populates with the components that require
manual consumption.
d. Choose Post action. Close the consumption journal.
5. Manually register output for electrical wiring.
You must manually fill in the Setup Time and Run Time fields. You can also specify
the actually produced quantity and scrap. Enter 3 as the output quantity and post
the output.
a. Choose the icon, enter Output Journal, and then choose the related link.
b. In the Output Journal page, create a new journal line.
c. In the Order No. field, specify the order.
d. Choose the Explode Routing action.
The Output Journal page populates with the operation line only for electrical
wiring.
e. Set the Run Time field to 10.

f. Change the Quantity field from 5 to 3.
g. Choose Post.
h. Close the output journal.
6. Review the item ledger entries for the production order.

a. In the page for the production order, choose the Item Ledger Entries action.
The item SP-BOM1302, Control panel display is posted with a quantity of 3, based
on the actual output, while SP-BOM1303, Button is posted with the full expected
quantity. Close the Item Ledger Entries page.
7. Finish the production order.
a. Choose the Change Status action.
b. In the page that appears, set the New Status field to Finished, and then choose
the Yes button.
A message displays with a status bar that reflects the automatic consumption.
This is followed by a confirmation message that the order is changed to an
order with the status Finished. The finished production order has the same
number as it had as with the status Released.
c. Choose the OK button to close the confirmation message.
8. Review the item and capacity ledger entries for the production order again.
a. Choose the Capacity Ledger Entries action.
The packing operations entry was completed at the moment when the order
was released. The produced (output) quantity is 5, regardless of the output of
the previous step. Close the Capacity Ledger Entries page.
b. Choose the Item Ledger Entries action.
The quantity in the item ledger entry of type Output is equal to the output
quantity in the capacity ledger entry. The consumed quantity of SP-BOM1301,
Housing AutoDrip, and SP-BOM1304, Stainless still thermal carafe is 5 for both
because the expected output and the actual output are the same.
c. Close the Item Ledger Entries page.
That's it for manual and automatic flushing of components.

See also
Flush Components According to Operation Output
Walkthrough: Use Order Planning to
Create and Reserve Supply
Article • 04/03/2023
order planning.
Scenario
You are the production planner at Contoso Coffee. You created a production order for
100 units of the item SP-SCM1009, Airpot, and you want to plan subassemblies for this
order. You use order planning to create the required production order for the supply.
Because you are creating the production order to fulfill the requirements of a specific
order, you decide to reserve the output of the production order.
Steps
1. Create the new released production order for 100 units of item SP-SCM1009,
Airpot.
related link.
table.
Field Value
Source Type Item
Quantity 100
Note the number of the released production order.
2. Open the Order Planning page and calculate a new plan.
a. Choose the Planning action.

b. On the Order Planning page, choose the Calculate Plan action.
c. Scroll down to the demand line that represents the released production order
that you created earlier.
d. Expand the lines to view the details for the demand line. Confirm that it is a
suggestion for a production order of 100 units of item 1001.
3. Create a new production order for 100 units of item SP-BOM2000, Reservoir Assy.,
and reserve the output of this production order on behalf of the related parent
order.
a. Select the check box in the Reserve field on the demand line for the 100 units of
item SP-BOM2000.
b. Choose the Make Orders action.
c. Set the Make Orders for field to The Active Line.
d. Set the Create Production Order field to Firm Planned.
e. Choose the OK button to create the production order.
f. On the Order Planning page, confirm that the demand line for the 100 units of
item 1001 is removed.
That's it for order planning in Business Central.
See also
About Production Orders
Set up and Process a Subcontracting
Operation
Article • 04/03/2023
subcontracting.
Scenario
You are the production planner at Contoso Coffee. Due to capacity constraints, you plan
to use a subcontractor to produce the item SP-SCM1009, Airpot.
Here, you create a new released production order for 12 units of item SP-SCM1009,
Airpot, using Routing - SP-SCM1009-SUB-2. Use the subcontracting worksheet to
generate a purchase order for the production, and then finish the operation by receiving
and invoicing the purchase order.
Steps
1. Create a new released production order for 12 units of item SP-SCM1009, Airpot.
related link.
table.
Field Value
Source Type Item
Quantity 100
2. Replace the routing to SP-SCM1009-SUB-2 in the production order line, and then
refresh the production order but for routing only.
a. Add Production Routing No field to the Lines in the Released Production Order.
b. Change the Routing No. field from SP-SCM1009-SERIAL to SP-SCM1009-SUB-2.
d. On the Refresh Production Order request page, clear the Lines and Component
Need fields so that the task will run for Routing only, and then choose the OK
button.
3. Use the subcontracting worksheet to generate a purchase order for the

subcontracted operation on the production order that you created in step 2.
a. Choose the icon, enter subcontracting worksheets, and then choose the
related link.
b. Choose the Calculate Subcontracts action.
c. Select the Accept Action Message field for the new line.
d. Choose the Carry Out Action Message action.
e. On the Carry Out Action Msg. – Req. request page, accept all default values,
and then choose the OK button.
f. When the batch job finishes, choose the OK button to close the subcontracting
worksheet.
4. Receive and invoice the purchase order.
a. Choose the icon, enter purchase orders, and then choose the related link.
b. On the Purchase Orders list, find the purchase order from the vendor 82000
Subcontractor.
c. In the Vendor Invoice No. field, enter 542349.
d. On the Lines FastTab, select the line, and then set the Direct Cost field to 18.
e. Choose the Post action.
f. On the request message, choose the Receive and Invoice option.
The output of item SP-SCM1009 Airpot is now registered.
See also
Walkthrough: Set Up New Capacity
Article • 07/03/2023
how you manage capacity.
Scenario
You are the production planner at Contoso Coffee. In response to changes on the shop
floor, you must set up a new work center, Test Department. The new work center has
one machine center, Testing. The new centers must have a capacity calendar for a single
shift from 08:00:00 AM to 4:00:00 PM, Monday to Friday.
Steps
1. Set up the work center.
a. Choose the icon, enter work centers, and then choose the related link.
table.
Field Value
No. 700
Name Test Department
Work Center Group 1, Production department

Code
Direct Unit Cost 3.25
Unit Cost Time

Calculation
Flushing Method Manual
Gen. Prod. Posting NO VAT

Group
Note that this selection depends on your accounting setup and
country/region.
Unit of Measure MINUTES

Code
Field Value
Capacity 1
Efficiency 90
Shop Calendar Code 1
In the Shop Calendar Code field, the setting 1 means one shift from Monday to
Friday.
c. Close the work center card.
2. Set up the machine center.
a. Choose the icon, enter machine centers, and then choose the related link.
table.
Field Value
No. 760
Name Testing
Work Center No. 700, Test department
Direct Unit Cost 3.25
Flushing Method Manual
Gen. Prod. Posting NO VAT

Group
Note that this selection depends on your accounting setup and
country.
Capacity 1
Efficiency 90
c. Expand the Routing Setup FastTab, and then, in the Setup Time field, enter 10.
3. Calculate the machine center capacity calendar.
a. Choose the Calendar action.
b. In the Machine Center Calendar page, on the Matrix Options FastTab, set the
View by field to Month.
c. Choose the Show Matrix action.
d. On the Machine Center Calendar Matrix page, choose the Calculate action.
e. In the Calc. Machine Center Calendar page, on the Options FastTab, set the
Starting Date field to January 01.
f. Set the Ending Date field to December 31.
g. On the Machine Center FastTab, in the No. filter field, select 760, Testing.
h. Choose the OK button. After the batch job finishes, it returns you to the
Machine Center Calendar Matrix page.
i. Choose the Refresh action.
j. On the line for machine center 760, Testing, drill down into the value in the
January column.
On the Calendar Entries page, the daily capacity entries in the Capacity (Total) field are
for 480 minutes. This reflects one eight-hour shift for each work day. Also, the Capacity
(Effective) field shows 432 minutes. This reflects the 90 percent efficiency rate that you
assigned to the machine center.
See also
Walkthrough: Variants
Article • 04/03/2023
learn about variants.
Scenario
You are the production planner at Contoso Coffee. You must update the demand
forecast for each variant of item SP-SCM1006, AutoDripLite. Since they have different
colors, you must make sure that the right bill of material (BOM) is used for each variant.
Run the planning worksheet to calculate supply.
Steps
1. Set up the stockkeeping units for item SP-SCM1006, AutoDripLite. Assign a BOM
for SKU with the variants RED and WHITE.
a. Choose the icon, enter items, and then choose the related link.
b. Open the item SP-SCM1006, AutoDripLite.
c. Choose the Create Stockkeeping Unit action.
d. Set the Create Per field to Location & Variant.
e. Set a filter for location to North, and then choose the OK button.
f. Choose the Stockkeeping Units action.
g. Update the production BOMs for the following stockkeeping units:
i. RED on NORTH, set SP-SCM1006-RED
ii. WHITE on NORTH, set SP-SCM1006-WHITE
iii. Keep Production BOM No. empty for BLACK on NORTH
2. Update Manufacturing Setup and respect demand forecast on locations and

variants.
a. Choose the icon, enter manufacturing setup, and then choose the related link.
b. Switch on the Use forecast on location field.

c. Switch on the Use forecast on variant field.
d. Close the Manufacturing Setup window.
3. Create a new monthly demand forecast, AUTODRIP. Filter it by the item SP-
SCM1006 and location NORTH. Set demand for May for each variant.
a. Choose the icon, enter demand forecast, and then select the related link.
b. Create a new demand forecast with the name AUTODRIP.
c. Choose the Edit Demand Forecast action.
d. In the View by field, select Month.
e. In the Item Filter field select SP-SCM1006
f. Switch on the Use forecast on location field.
g. In the Location Filter field, select NORTH.
h. Switch on the Use forecast on variant field.
i. For each line updated values in the May column
i. RED on NORTH, set 100
ii. WHITE on NORTH, set 200
iii. BLACK on NORTH, set 300
j. Close Demand Forecast windows
4. Run MPS plan in May for created demand forecasts. Review components to see
that item paint correlates to variant.
a. Choose the icon, enter planning worksheet, and then choose the related link.
b. Choose the Calculate Regenerative Plan action.
c. Switch on the MPS field.
d. Switch off the MPS field.
e. In the Starting Date field, select May,1
f. In the Ending Date field, select May, 31
g. In the Use Forecast field, select AUTODRIP

h. Choose the OK action.
i. For each created line, choose the Components action and review which paint is
used.
See also
Introduction to Contoso Coffee
Warehousing
Article • 04/03/2023
to learn how to use the warehousing capabilities in Business Central. You can configure
warehouse features in various ways, see Overview of different configuration options.
The app provides three locations that are optimized for different scenarios:
SILVER
This Location configured to use Bins. It can be easily configured to support basic or
advanced.
YELLOW
This Location uses the advanced warehouse configuration, but doesn't use Bins. It
can be reconfigured to support basic configurations.
WHITE
This Location uses the Advanced Warehouse configuration with directed put-aways
and picks, which enables more advanced rules to how items move throughout
Warehouse.
Set up Contoso Coffee Warehousing data

To use the Contoso Coffee Warehousing demo data, you must install two apps in the
relevant company in Business Central:
This app adds country-specific content on top of the base application.
Once the relevant apps are installed, go to the Contoso Coffee Whse Demo Data page
in Business Central, and change the default settings to suit your needs. The following
table describes the settings:
Field Description
Starting Year Specifies the first year that you want to use for the Contoso Coffee
demonstration data. Depending on the company setup, the year is either a
calendar year or a fiscal year.
Location Bin The location to use for the basic Location scenarios.
Location Adv. The location to use for the simple logistics scenarios.
Logistics
Location The location to use for the advanced logistics scenarios.

Directed Put-
Away and Pick
Location In- The location to use for the in-transit location in transfer scenarios.
Transit
Customer No. The customer to use for the basic and simple scenarios in sales operations.
Vendor No. The vendor to use for all scenarios in purchasing operations.
Main Item No. The item to use for all scenarios in sales operations.
Item 1 No. The main item to use for all scenarios.
Item 2 No. The extra item to use for all scenarios.
Customer Specifies a business code for domestic customers. The business codes are used
Posting Group when transactions are posted.
Customer Specifies a business code for domestic customers. The business codes are used
General when transactions are posted.
Business
Posting Group
Vendor Specifies a business code for domestic customers and vendors. The business
Posting Group codes are used when transactions are posted.
Vendor Specifies a business code for domestic customers and vendors. The business
General codes are used when transactions are posted.
Business
Posting Group
Field Description
Domestic - Specifies a VAT business code for customers and vendors for posting VAT if VAT
VAT Business is enabled.
Posting Group
Resale - Specifies a code for items that must be used for posting resale.
Inventory
Posting Group
Retail - Specifies a code for items that must be used for posting retail.
General
Product
Posting Group
VAT Product Specifies a VAT product code for items for posting VAT if VAT is enabled.
Posting Group
Price Factor Specifies a factor to convert a price from USD/EUR to the local currency. 1
means that the price is the same amount in any currency. A higher number will
be used to get the price in the local currency.
Rounding Defines how calculated consumption quantities are rounded when entered on
Precision consumption journal lines. Quantities less than 0.5 will be rounded down.
Quantities equal to or greater than 0.5 will be rounded up.
Once you're ready, choose the Create Demo Data action. It takes a few minutes to add
the data to the underlying database, but then you're ready to run the various scenarios.
） Important
If you are running the Scenarios, you may want to verify that your user has been
added as for selected locations. For more information, see Set Up Warehouse
Employees.
Scenarios
The Contoso Coffee warehousing demo data currently supports the following scenarios
for test and training:
1. Walkthrough of inbound and outbound flow in Basic Warehouse Configurations

2. Walkthrough of inbound and outbound flow in mixed Warehouse Configurations
3. Walkthrough of inbound and outbound flow in Advanced Warehouse
Configuration with Directed Put-away and Pick
See also
Setting Up Inventory How to Setup Locations Warehousing Design Details
Walkthrough of inbound and outbound
flow in Basic Warehouse Configurations
Article • 04/03/2023
This walkthrough demonstrates how to complete inbound and outbound flows in the
Basic: Order-by-Order configuration. For more information, see Overview of different
configuration options.
Prerequisites
To complete this walkthrough, you need to make yourself a warehouse employee at
SILVER location by following these steps:
2. Choose the User ID field, and select your own user account on the Users page.
3. In the Location Code field, enter SILVER.
Inbound flow: Receiving and Putting Away in

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.
Method Inbound process Bins Receipts Put- Complexity

aways level (See
Design
Details:
Warehouse
Setup)
A Post receipt and put-away from the order X 2

line
B Post receipt and put-away from an X 3

inventory put-away document
C Post receipt and put-away from a X 4/5/6

warehouse receipt document
aways level (See
Design
Details:
Warehouse
Setup)
D Post receipt from a warehouse receipt X X 4/5/6

document and post put-away from a
warehouse put-away document
For more information, see Design Details: Inbound Warehouse Flow.
Scenario
Alicia, the purchasing agent, creates a purchase order for various roasted beans. When
the delivery arrives at the warehouse, John, the warehouse worker, puts the items away
in suited bins. When John posts the put-away, the items are posted as received into
inventory and available for sale or other demand.
Steps
1. Set up the Location Card page to define the company's inbound warehouse flows.
a. Choose the icon, enter Locations, and then choose the related link.
b. Open the SILVER location card.
c. Select the Require Put-away check box.
2. Define a default bin for the item to control where it is put-away

a. Choose the Bins action in the Location Card
b. Select the first row, for bin S-1-01, and then choose the Contents action.
c. Choose the New action.
d. Select the Fixed and the Default fields.
e. In the Item No. field, enter WRB-1000.
3. Create the Purchase Order, which is the most common type of inbound source
document.
a. Choose the icon, enter Purchase Orders, and then choose the related link.
b. Choose the New action.
c. Create a purchase order for vendor 10000 with the following purchase order
lines. Use the personalization tools if the Bin Code field isn't visible. For more
information, see Personalize Your Workspace.
Item Location code Bin Code Quantity
WRB-1000 SILVER S-1-01 20
WRB-1001 SILVER 30
The bin code in the first is filled accordingly to setup. The bin code for the second
item is empty as it doesn't have default values. Keep it this way.
d. Choose the Release action to notify the warehouse that the purchase order is
ready for warehouse handling when the delivery arrives.
4. Create Inventory Put-away to receive and put the delivered items away
a. Choose the icon, enter Inventory Put-aways, and then choose the related
link.
c. Select SILVER in the Location Code field.
d. Select the Source Document field, and then select Purchase Order.
e. Select the Source No. field, select the line for the purchase from vendor 10000,
and then choose the OK button to fill the put-away lines according to the
selected source document.
Alternatively, choose the Get Source Document action, and then select the
purchase order.
5. Modify the inventory put-away based on actual placing of items and post
document
When putting items to bins, John noticed default bin already contains some items,
so he decided to use another bin. John also places other items to the next bins, as
received quantity don't fit the capacity.
a. In the first line change Bin Code from S-1-01, that was copied from the
purchase order, to S-1-02.
b. Enter 20 in the Qty. to Handle field on the inventory put-away line with item
WBR-1000.
c. In the second line, enter 20 into the Qty to Handle field and choose 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.
d. Fill in bins codes for item WBR-1001:
Item Bin code Quantity
WRB-1001 S-1-03 20
WRB-1001 S-1-04 10
e. Choose the Post action, select the Receive action, and then choose the OK
button.
Results
the roasted beans are now registered as put away in specified bins
the Posted Invt. Put-Away is created
the Posted Purchase Receipt is created
the purchase order has the Quantity Received updated for the lines received
the item Inventory is increased by the chosen quantity
Outbound flow: Picking and Shipping in Basic

Warehouse Configurations
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.
Method Inbound process Bins Picks Shipments Complexity

level (See
Design
Details:
Warehouse
Setup)
A Post pick and shipment from the order line X 2
B Post pick and shipment from an inventory X 3

pick document
C Post pick and shipment from a warehouse X 4/5/6

shipment document
D Post pick from a warehouse pick X X 4/5/6

document and post shipment from a
For more information, see Design Details: Outbound Warehouse Flow.

Scenario
Susan, the order processor, creates a sales order for various roasted beans and passes it
to 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 roasted beans are
stored.
Steps
This is a continuation of Inbound flow: Receiving and Putting Away in Basic Warehouse
Configurations.
b. Open the SILVER location card.
c. Select the Require Pick check box.
2. Create the Sales Order, which is the most common type of outbound source
document.
a. Choose the icon, enter Sales Orders, and then choose the related link.
c. Create a sales order for customer 10000 with the following sales order line.
WRB-1000 SILVER 20
WRB-1001 SILVER 30
The bin codes are populated automatically with default bins.

d. Choose the Create Inventory Put-away/Pick action.
e. Select the Create Invt. Pick check box.
f. Choose the OK button. A new inventory pick will be created.
3. Pick and ship items

a. Choose the icon, enter Inventory Picks, and then choose the related link.
b. Select the inventory pick for the sales to customer 10000
The created inventory pick ignored bin defined for the item WRB-1000, as it
doesn't contain inventory and used another bin. The second lines, with item WRB-
1001 was automatically split to pick from several bins.
Results
the roasted beans are now registered as picked from specified bins
the Posted Invt. Pick is created
the Posted Sales Shipment is created
the sales order has the Quantity Shipped updated for the lines shipped
the item Inventory is decreased by the chosen quantity
See Also
Put-Away Items with Inventory Put-Aways Set Up Basic Warehouses with Operations
Areas Design Details: Inbound Warehouse Flow Pick Items with Inventory Picks Design
Details: Outbound Warehouse Flow View the Availability of Items
flow in mixed Warehouse
Configurations
Article • 04/03/2023
This walkthrough demonstrates how to complete inbound and outbound flows in mixed
configuration, where for inbound flow warehouse is configured as Basic: Order-by-Order
and for outbound flow Advanced configuration is used. For more information, see
Overview of different configuration options.
Prerequisites
YELLOW location by following these steps:
3. In the Location Code field, enter YELLOW.
Inbound flow: Receiving and Putting Away in

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.

aways level (See
Design
Details:
Warehouse
Setup)
A Post receipt and put-away from the order X 2

line
B Post receipt and put-away from an X 3

inventory put-away document
aways level (See
Design
Details:
Warehouse
Setup)
C Post receipt and put-away from a X 4/5/6

warehouse receipt document
D Post receipt from a warehouse receipt X X 4/5/6

document and post put-away from a
For more information, see Design Details: Inbound Warehouse Flow.
The following walkthrough demonstrates method C in the previous table.
Scenario
Alicia, the purchasing agent, creates purchase orders for various roasted beans as
demand appears. When combined delivery arrives at the warehouse, John, the
warehouse worker, receives and puts the items away. When John posts the receipt, the
items are posted as received into inventory and available for sale or other demand.
Steps
b. Open the YELLOW location card.
c. Disable the Require Put-away toggle.
2. Release Purchase Orders to warehouse.

b. Select orders from vendor 10000 for the YELLOW location. Vendor Orders No
are Y-1 and Y-2. Use the personalization tools if the Vendor Order No. field isn't
visible. For more information, see Personalize Your Workspace.
c. Choose the Release action to notify the warehouse that the selected purchase
orders are ready for warehouse handling when the delivery arrives.
3. Create the Warehouse Receipt to receive and put the delivered items away
a. Choose the icon, enter Warehouse Receipts and choose the related link.
b. Choose the New action
c. On the warehouse receipt page, press Enter to have a warehouse receipt
number automatically selected
d. Enter the Location Code as YELLOW.
e. Choose the Get Source Documents... action
f. Select previously released purchase orders from vendor 10000 and choose the
OK button. The lines will contain a new entry for each purchase order line.
4. Adjust quantity to receipt based on received quantity and post document

a. Select line with item WRB-1000.
b. Select OVERRCPT10 in the Over-Receipt Code field and change value in the
Quantity to Receive field from 100 to 110.
c. Select line with item WRB-1001 and
d. In the second line, change value in the Quantity to Receive field from 200 to
190.
e. Choose the Post Receipt action.
Results
the roasted beans are now registered as put away
the Posted Warehouse Receipt is created
the purchase order has the Quantity Received updated for the lines received
the item Inventory is increased by the chosen quantity
Outbound flow: Picking and Shipping in

Advanced Warehouse Configurations
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.

level (See
Design
Details:
Warehouse
Setup)
A Post pick and shipment from the order line X 2
B Post pick and shipment from an inventory X 3

pick document
level (See
Design
Details:
Warehouse
Setup)
C Post pick and shipment from a warehouse X 4/5/6

shipment document
D Post pick from a warehouse pick X X 4/5/6

document and post shipment from a
For more information, see Design Details: Outbound Warehouse Flow.
The following walkthrough demonstrates method D in the previous table.
Scenario
Susan, the order processor, creates sales orders for various roasted beans and passes it
to warehouse. As all of orders are coming from the same customer, Ellen, the warehouse
manager decides to ship them together. John, the warehouse worker must make sure
that the shipment is prepared and delivered to the customer.
Steps
This is a continuation of Inbound flow: Receiving and Putting Away in Basic Warehouse
Configurations.
1. Release Sales Orders to warehouse.

b. Select orders for customer 10000 for the YELLOW location. External Orders No
are Y-3, Y-4, and Y-5. Use the personalization tools if the External Order No.
field isn't visible. For more information, see Personalize Your Workspace.
c. Choose the Release action to notify the warehouse that the selected sales
orders are ready for warehouse handling.
2. To ship items
a. Choose the icon, enter Warehouse Shipments, and then choose the related
link.
c. In the Location Code field, enter YELLOW.
d. Choose the Use Filters to Get Src. Docs. action.
e. In the Code field, enter CUST10000.
f. In the Description field, enter Customer 10000.
g. Choose the Modify action.
h. On the Sales FastTab, in the Sell-to Customer No. Filter field, enter 10000.
i. Choose the Run action.
The warehouse shipment is filled with four lines representing sales order lines for
the specified customer. The Qty. to Ship field is empty, as items needs to be picked
first.
3. Create the Warehouse Pick from the warehouse shipment

a. On the warehouse shipment page, choose the Create Pick action.
b. Confirm any of the pick settings needed, for example, select Item in the Sorting
Method for Activity Line field to group same items together. Choose the OK
button.
c. You'll receive a confirmation message with the pick number.
4. Open the warehouse pick

a. Using the icon, enter Warehouse Picks and choose the related link.
b. Locate the pick you created and open it.
c. Update the Qty. to Handle if necessary.
d. Choose the Register Pick action.
e. The warehouse pick will close and be removed if all the quantities are handled.
5. Post the Warehouse Shipment

a. Choose the icon, enter Warehouse Shipments, and then choose the related
link.
b. Locate the shipment you created earlier and open it. Notice that Qty. to Ship
populated.
c. You can update Posting Date, External Document No., Shipping Agent Code,
Shipping Method if needed. Non-empty values will be propagated to source
documents.
d. Choose the Post Shipment action.
e. Confirm the Ship option.
Results
the roasted beans are now registered as picked
the Registered Warehouse Pick is created
the Posted Warehouse Shipment is created
the three Posted Sales Shipment are created
the sales order has the Quantity Shipped updated for the lines shipped
the item Inventory is decreased by the chosen quantity
See Also
Receive Items Set Up Basic Warehouses with Operations Areas Design Details: Inbound
Warehouse Flow Ship Items Pick Items for Warehouse Shipment Design Details:
Outbound Warehouse Flow View the Availability of Items
flow in Advanced Warehouse
Configuration with Directed Put-away
and Pick
Article • 04/03/2023
This walkthrough demonstrates how to complete inbound and outbound flows in the
Advanced: Directed Put-away and Pick configuration. For more information, see
Overview of different configuration options.
Prerequisites
WHITE location by following these steps:
3. In the Location Code field, enter WHITE.
4. Enable the Default toggle.
Scenario
Ellen, the warehouse manager utilizes cross-dock and bin replenishment functionality to
speed up receiving and shipping time.
Steps
1. Create Warehouse Shipment.
b. Select order for customer 10000 for the WHITE location. External Order No is W-
1. Use the personalization tools if the External Order No. field isn't visible. For
more information, see Personalize Your Workspace.
c. Choose the Create Warehouse Shipment action to create warehouse shipment
for selected sales order.
d. Choose the Release action to notify the warehouse that the sales shipment is
ready for warehouse handling.
2. Define bins for the item to control where it is put-away
a. Choose the icon, enter Items, and then choose the related link.
b. Select the WRB-1000 and then choose the Bin Contents action.
c. Choose the New action. Add two lines. Use the personalization tools if the Bin
Code field isn't visible. For more information, see Personalize Your Workspace.
Item Location code Bin Code Fixed Unit of Measure
WRB-1000 WHITE W-05-0001 Yes BAG
WRB-1000 WHITE W-05-0002 Yes BAG
3. Create Warehouse Receipt.

b. Select order from vendor 10000 for the WHITE location. Vendor Order No is W-
2. Use the personalization tools if the Vendor Order No. field isn't visible. For
c. Choose the Create Warehouse Receipt action to create warehouse receipt for
selected purchase order.
4. Check if there are outgoing orders that need received items and post receipt
a. Choose the Calculate Cross-Dock action. This will populate a column Qty. to
Cross-Dock.
b. Enter 0 into the Qty. to Cross Dock field in the line with item WRB-1000 as you
don't plan to repack in the receiving area.
c. Choose the Post Receipt action.
5. Register the Warehouse Put-Away

a. Using the icon, enter Warehouse Put-Away and choose the related link.
b. Locate the warehouse put-away document created from your Warehouse
Receipt and open it
c. On the Warehouse Put-Away page, review the Lines section
At this stage, the bin capacity logic is revealed. the warehouse put-away lines will
have three lines for item WRB-1000:
A Take line to move the received quantities from the receiving bin (W-08-
0001)
A Place line that will move a one BAG into the one of configured fixed bins
(W-05-0001)
A Place line that will move another BAG into another fixed bins (W-05-0002).
This is because single fixed bin can't contain the full receipt quantity.
Because this put-away contains cross-dock lines, you’ll see three lines for item
WRB-1001:
A Take line to move the received quantities from the receiving bin (W-08-
0001)
A Place line for the 2 into the cross-dock bin
A Place line for the remaining quantity in storage bin
d. Choose the Register Put-away action.
6. Define a pick bins for the item to control where it is picked from
b. Open the WHITE location card.
c. Choose the Bins action in the Location Card
d. Select the bin W-02-0001, and then choose the Contents action.
e. Choose the New action.
f. Enable the Fixed toggle.
g. In the Item No. field, enter WRB-1000.
h. In the Min Qty. field, enter 2.
i. In the Max Qty field, enter 10.
Use the personalization tools if the Min Qty. and Max Qty. fields aren't visible. For
7. Reorganize warehouse by moving items from bulk storage area to picking area, to
optimize picking time.
a. Choose the icon, enter Movement Worksheets and choose the related link
b. Choose the Calculate Bin Replenishment action.
The warehouse worksheet with proposal on moving item WRB-1000 from bulk
storage to pick area is created.
c. Choose the Create Movement action and confirm to create the document.
d. Choose the icon, enter Warehouse Movements and choose the related link
e. Open the warehouse movement you created, review the Lines section
At this stage, the break-bulk functionality is revealed. There will be four lines:
A line to Take the one BAG out bulk storage bin

A line to Place the 48 PCS back into stock in the same bin.
A line to Take the 10 PCS out bulk storage bin
A line to Place the 10 PCS into the picking bin
f. Choose the Register Movement action.

8. Create warehouse picks
a. Choose the icon, enter Pick Worksheets and choose the related link
b. Choose the Get Warehouse Documents action, select the line for the sales
order for customer 10000, and then choose the OK button to fill the worksheet
lines according to the selected document.
c. Inspect the Qty. on Cross-Dock Bin field.
d. Choose the Create Pick action.
e. Confirm any of the pick settings needed, for example, enable Per From Zone
toggle. Choose the OK button.
You'll receive a confirmation message with the pick numbers. There are two picks
as some items are located in the cross-dock zone, close to shipping area, and it
would make sense to process them separately.
9. Register the warehouse picks

a. Choose the icon, enter Warehouse Picks and choose the related link.
b. Locate the picks you created and open it.
c. Choose the Register Pick action.
d. Repeat for the second pick
10. Post the Warehouse Shipment

a. Choose the icon, enter Warehouse Shipment and choose the related link.
b. On the warehouse shipment page, review the Lines section. After the warehouse
pick is registered, the warehouse shipment will be updated with the Qty. to Ship
populated.
c. Choose the Post Shipment action.
d. Confirm the Ship option.
Results
the Posted Warehouse Receipt is created
the Registered Warehouse Put-away is created
the Purchase Order has the Quantity Received updated for the lines received
the Registered Warehouse Movement is created
the Registered Warehouse Pick is created
the Posted Warehouse Shipment is created
the Posted Sales Shipment is created
the Sales Order has the Quantity Shipped updated for the lines shipped
the item Inventory is increased by any remainder not shipped out
See Also
Receive Items Design Details: Inbound Warehouse Flow Ship Items Pick Items for
Warehouse Shipment Design Details: Outbound Warehouse Flow View the Availability of
Items
Application Design Details
Article • 02/28/2023
The articles in this section contain 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
Understand mechanisms in the costing engine, such as costing method Design Details:
and cost adjustment, and which accounting principles they are designed Inventory Costing
for.
Learn about how the Adjust Cost - Item Entries batch job identifies and Design Details:
assigns a posting date to the value entries that the batch job is about to Posting Date on
create. Adjustment Value
Entry
Learn about the design for storing and posting dimensions, including Design Details:
code examples on how to migrate and upgrade dimension code. Dimension Set Entries
Learn how the planning system works and how to adjust the algorithms Design Details:
to meet planning requirements in different environments. Supply Planning
Learn how system keeps a constant control of item availability in the Design Details:
warehouse, so that outbound orders can flow efficiently and provide Availability in the
optimal deliveries. Warehouse
Learn about historic and the current design of item tracking functionality Design Details: Item
and how it integrates with the reservation system to include serial/lot Tracking
numbers in availability calculations.
Learn about the General Journal Posting Line feature. Design Details:
General Journal Post
Line
See Also
Planning
Managing Inventory Costs
Warehouse Management Overview Setting Up Complex Application Areas Using Best
Practices
Start a free trial!
Design Details: Inventory Costing
Article • 02/15/2022
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

Article • 05/12/2023
The costing method determines whether an actual or a budgeted value is capitalized and used
in the cost calculation. Together with the posting date and sequence, the costing method also
influences how the cost flow is recorded.
７ Note
You cannot change an item's costing method if item ledger entries exist for the item. For
more information, see Design Details: Change the Costing Method for Items.
The following methods are supported in Business Central:
Costing Description When to use

method
FIFO An item's unit cost is the actual value In business environments where product cost is
of any receipt of the item, selected by stable.
the FIFO rule.
(When prices are rising, the balance sheet shows
In inventory valuation, it is assumed greater value. This means that tax liabilities increase,
that the first items placed in inventory but credit scores and the ability to borrow cash
are sold first. 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, as it can be
of any receipt of the item, selected by used to depress profit.
the LIFO rule.
(When prices are rising, the value on the income
In inventory valuation, it is assumed statement decreases. This means that tax liabilities
that the last items placed in inventory decrease, but the ability to borrow cash deteriorates.)
are sold first.
Average An item's unit cost is calculated as the In business environments where product cost is
average unit cost at each point in unstable.
time after a purchase.
When inventories are piled or mixed together and
For inventory valuation, it is assumes cannot be differentiated, such as chemicals.
that all inventories are sold
simultaneously.
Costing Description When to use
method
Specific An item's unit cost is the exact cost at In production or trade of easily identifiable items
which the particular unit was received. 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 the costs of
When the actual cost is realized later, direct material, direct labor, and manufacturing
the standard cost must be adjusted to overhead.
the actual cost through variance
values. Where there is discipline and staff to maintain
standards.
The following image shows how costs flow through the inventory for each costing method.
Costing methods differ in the way that they value inventory decreases and if they use actual
cost or standard cost as the valuation base. The following table explains the different
characteristics. (The LIFO method is excluded, as it is very similar to the FIFO method.)
General characteristic Application/Adjustment Revaluation Miscellaneous

FIFO Easy to understand Application keeps track Revalues If you back-

of the remaining invoiced date an
quantity. quantity inventory
only. decrease, then
Adjustment forwards existing entries
costs according to Can be are NOT
quantity application. done per reapplied to
item or per provide a
item ledger correct FIFO
entry. cost flow.
Can be
done
backward in
time.
Average Based on period options: Application keeps track Revalues If you back-
Day/Week/Month/Quarter/Accounting of the remaining invoiced date an
Period. quantity. quantity inventory
only. increase or
Can be calculated per item or per Costs are calculated and decrease, then
item/location/variant. forwarded per the Can be the average
valuation date. done per cost is
item only. recalculated,
and all
Can be affected
done entries are
backward in adjusted.
time.
If you change
the period or
calculation
type, then all
affected
entries must
be adjusted.
Standard Easy to use, but requires qualified Application keeps track Revalues Use the
maintenance. of the remaining invoiced Standard
quantity. and un- Worksheet
invoiced page to
Application is based on quantities. periodically
FIFO. update and
Can be roll up
done per standard costs.
item or per
item ledger Is NOT
entry. supported per
SKU.
Can be
done No historic
backward in records exist
time. for standard
costs.
Specific Requires item tracking on both inbound All applications are fixed. Revalues You can use
and outbound transaction. invoiced specific item
quantity tracking
Typically used for serialized items. only. without using
the Specific
Can be costing
done per method. Then
item or per the cost will
item ledger NOT follow
entry. the lot
number, but
Can be the cost
done assumption of
backward in the selected
time. costing
method.
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
02-01-20 -1 4
03-01-20 -1 5
04-01-20 -1 6
７ 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

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.
Standard
For items using the Standard costing method, inventory increases are valued at the item's
current standard cost.
Standard
For items using the Standard costing method, inventory increases are valued at the item's
current standard cost.
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.
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.
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.
02-01-20 -1 -15.00 4
03-01-20 -1 -15.00 5
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.
Posting Date Quantity Cost Amount (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
Finance
Glossary of terms in Dynamics 365 business processes
Define product and service costing overview

Design Details: Change the Costing
Method for Items
Article • 03/31/2022
In Business Central, you cannot change a costing method for an item after you have
included the item in a transaction. For example, after you have bought or sold the item.
If an incorrect costing method was assigned to the item or items, you might not
discover the issue until you do your financial reporting.
This topic describes how to resolve this situation. The recommended approach is to
replace the item that has the incorrect costing method with a new item, and use an
assembly order to transfer the inventory from the old item to the new.
７ Note
Using assembly orders allows the costs to still flow although there are outstanding
purchase invoices or shipping charges to post. Additionally, it allows you to undo
the conversion and get the quantities of the original items back, if needed.
 Tip
To become familiar with the process, we recommend that you start the conversion
process with a single item or a small set of items.
About Costing Methods

Costing methods control cost calculations when goods are purchased, received in
inventory, and sold. Costing methods affect the timing of amounts recorded in COGS
that affect gross profit. It is this flow that calculates COGS. The cost of goods sold
(COGS) and revenue are used to determine gross profit, as follows:
gross profit = revenue - COGS
When you set up inventory items, you must assign a costing method. The method can
vary from business to business, and from item to item, so it's important to choose the
right one. Business Central supports the following costing methods:
Average
FIFO
LIFO
Standard
Specific
For more information, see Design Details: Costing Methods.
Use Assembly Orders to Change Costing

Method Assignments
This section describes the following steps for changing the costing method assigned to
an item:
1. Define a default costing method.

2. Identify the items that to change the costing method for and renumber them.
3. Create new items with the old numbering scheme and copy the master data in a
batch.
4. Manually copy related master data from the existing item to the new item.
5. Determine the inventory quantity to convert from the original item to the new
item.
6. Transfer the inventory to the new item.
7. Handle inventory quantities that are allocated to demand.
8. Block the original item from further use.
Define a default costing method

To help avoid future mistakes you can specify a default costing method for new items.
Whenever someone creates a new item, Business Central will suggest the default costing
method. You specify the default method in the Default Costing Method field on the
Inventory Setup page.
Identify the items to change the costing method for and

renumber them
You may want to give your new items the same numbers as those they are replacing. To
do that, change the numbers of the existing items. For example, if the existing item
number is "P1000," you might change it to "X-P1000." This is a manual change that you
must make for each item.
Create new items with the old numbering scheme and
copy the master data in a batch
Create the new items using the current number scheme. With the exception of the
Costing Method field, the new items should contain the same master data as the
existing items. To transfer the master data for the item, and related data from other
features, use the Copy Item action on the Item Card page. For more information, see
Copy Existing Items to Create New Items.
After you create the new items and transfer the master data, assign the correct costing
method.
Manually copy related master data from the original item

to the new item
To make the new items fully useful you must manually copy some master data from
other areas, as described in the following table.
Area What to How to copy it

copy
Inventory Stock- Check whether a SKU is specified for the original item. If planning
keeping parameters have been entered for each SKU card, then you must
units (SKUs) manually create the SKU for the new item. If the parameters are not
specified, you can use the Create Stockkeeping Unit batch job from
the Item Card page to create the data.
Item Check whether any item substitutions are defined for the original
substitutions item. If there are, transfer that data to the new item. To view
substitute items, use the Substitutions action on the Item Card
page.
Analysis Review the Item Analysis, Sales Analysis, and Purchase Analysis
reports reports. For those that reference the original items you can either
create a new analysis report with a reference to the new item
(keeping the original analysis report to use as history) or adjust the
reports so that they reference the new item.
Standard Check whether standard journals reference the original item and
journals transfer that data to the new item when necessary. This information
is found on the standard journals, which are available on the item
journal.
Area What to How to copy it
copy
Sales Sales Check whether any sales prepayment percentages are defined for
prepayment the original item and transfer that data to the new item. To view
percentage prepayment percentages, on the Item Card page, choose Sales, and
then Prepayment Percentages.
Purchase Purchase Check whether any purchase prepayment percentages are defined
prepayment for the original item and transfer that data to the new item. To view
percentage prepayment percentages, on the Item Card page, choose Purchases,
and then Prepayment Percentages.
Warehouse Bin contents Review the bin content defined for the original item. If columns such
as as Min. Qty., Max. Qty., Default, and Dedicated have been
individually entered then you must manually create bin content for
the new item. If they are not, no action is required. Business Central
will maintain the records when you register warehouse documents
and journals.
Job Job Prices Check whether job prices are defined for the original item and
transfer that data to the new item. This information is available on
the Job Card page in the Job Details – No. of Prices part on the
FactBox pane.
Service Service Check whether service resource skills are defined for the original
resource skill item and transfer that data to the new item. To view resource skills,
use the Resource Skills action on the Item Card page.
Service item Check whether components are defined for the original service item
components and transfer that data to the new item. To view service item
components, on the Item Card page use the Service Item action to
open the list of related service items, and then choose the
Components action.
Production Production Check whether any production BOMs contain the original item and
BOMs replace it with the new item. To replace the original item, on the
Production BOMs page, choose the Exchange Production BOM
Item action.
Assembly Assembly Check whether any assembly BOMs contain the original item and
BOMs manually replace it with the new item.
） Important
If the new costing method is Standard you should enter a value in the Standard
Cost field on the Item Card page. You can use the Standard Cost Worksheet page
to set the cost shares accordingly. For more information, see Update Standard
Costs.
Determine the inventory quantity to convert from the
original item to the new item
７ Note
This step does not consider quantities that are included in unshipped orders. For
more information, see Handle inventory quantities that are allocated to demand.
Use a physical inventory journal to produce a list of the quantities in inventory.

Depending on the warehouse location setup, use one of the following:
Physical Invt. Journals

Whse. Phys. Invt. Journals
Both journals can calculate the inventory quantity of the item, including the location,
variant, bin, and storage location. For more information, see Count, Adjust, and
Reclassify Inventory Using Journals.
Transfer the inventory to the new item

Create and post assembly orders to transfer the cost and inventory quantity from the
original item to the new item. Assembly orders can convert one item to another while
preserving the costs. This helps ensure that the net totals for the inventory account and
COGS are not affected (except when the new costing method is Standard, in which case
costs may be distributed to variance accounts). For more information, see Assembly
Management.
When creating assembly orders, use the information from the Physical Invt. journal or
Whse. Phys. Invt. journal. The following tables describe the information in the reports to
enter in the header and lines on the assembly order.
Header
Field Value to enter
Item No. The number of the new item.
Quantity The quantity in physical inventory journal.

NOTE: The quantities calculated by the physical inventory journals does not include
the quantities that are on orders that have not yet shipped.
Variant The same as in physical inventory journal.

Code
Location The same as in physical inventory journal.

Code
Unit of The same as in physical inventory journal.

Measure
Code
Bin Code The same as in physical inventory journal.
Lines
Type Item
No. The number of the original item.
Quantity per 1
Variant Code The same as in physical inventory journal.
Location Code The same as in physical inventory journal.
Unit of Measure Code The same as in physical inventory journal.
７ Note
An assembly order can handle only one SKU of an item at a time. You must create
an assembly order for each combination of SKU that has a quantity in inventory.
７ Note
For a warehouse location, you might have to create picks before you can post the
assembly order. To investigate that, review the setup for picking on the Location
Card page. For more information, see Set Up Items and Locations for Directed
Put-away and Pick.
Handle inventory quantities that are allocated to demand

Ideally, the inventory for the original item should go to zero after you transfer the
inventory quantities. However, there can be outstanding orders, worksheets, and
journals (see the table below) that still require a quantity of the original item. The
quantity could also be blocked by a reservation or item tracking.
Example There are 1000 pcs. in inventory, and 20 pcs. are reserved for a sales order that
has not yet shipped. In that case, you might decide to keep the 20 pcs. in the old item
so that you can fulfill the outstanding order.
７ Note
There are functional areas that can affect the quantity, as listed in the table below,
so it can be tricky to find the correct amount. To be safe, using the example above,
you can choose to keep 100 pcs. and transfer the remaining 900 pcs. instead.
Another way to do it would be to process the documents and journals so that only
a manageable few remain. Yet another alternative is to transfer the entire quantity
to the new item and then transfer some of it back to the original item using the
assembly order.
The following table lists functional areas where there might be outstanding quantities.
Area Where to look for outstanding quantities
Sales Sales documents, including orders, return orders, invoices, quotes, blanket orders,
and credit memos
Inventory Item journals, reservations, item tracking, and standard cost worksheet
Purchase Purchase documents, including orders, return orders, invoices, quotes, blanket
orders, and credit memos
Planning Requisition worksheet, planning worksheet, and order planning
Warehouse Transfer orders, warehouse shipments, warehouse journals, and warehouse picks,
put-aways, and movements, internal picks and put-aways, and bin creation
worksheets
Assembly Assembly documents, including orders, return orders, and blanket orders
Jobs Job planning lines and job journal lines
Service Service documents and service contracts
Production Production orders (planned, firm planned, and released)

Block the original item from further use
When the inventory for the original item is zero, you can block the item to prevent it
fom being used in new transactions. To block the item, on the Item Card page, turn on
the Blocked toggle. For more information, see Block Items from Sales or Purchasing.
Summary
Changing the costing method on items that have been used in transactions is a process,
and not a standard action in Business Central. You can use the steps described in this
topic as a template for the process.
The process can be time consuming because there are several manual steps. However,
taking the time to complete it will minimize the impact of mistakes on your general
ledger.
We recommend the following:
1. Assess the feasibility of the process by taking one, or maybe a few, representative
items through the entire process.
2. Consider contacting an experienced partner who can help you with the process.
See Also
Overview

Article • 03/31/2022
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 Description
type
Quantity Created for all inventory transactions

application
Cost Created for inbound entries together with a quantity application as a result of
application user interaction in special processes.
Item applications can be made in the following ways.
Method Description Application type
Automatic Occurs as general cost forwarding according Quantity application

to the costing method
Fixed Made by the user when: Quantity application
- Processing returns Cost application Note: Cost

- Posting corrections application only occurs in inbound
- Undoing quantity postings transactions where the Appl.-from
- Creating drop shipments Note: The fixed Item Entry field is filled to create a
application can be made either manually by fixed application. See the next
entering an entry number in the Appl.-from table.
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 Appl.-from Item Entry field

Entry field
Application The outbound Not supported

for entry pulls the
outbound cost from the
entry open inbound
entry.
Quantity
application
Application The inbound entry The inbound entry pulls the cost from the outbound entry.
for pushes the cost Note: When making this fixed application, the inbound
inbound onto the open transaction is treated as a sales return. Therefore, the applied
entry outbound entry. outbound entry remains open.
The inbound entry The inbound entry is NOT the cost source.
is the cost source.
Cost application
Quantity
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 The number of the item ledger entry for the transaction that this application
Entry No. entry is created for.
Inbound Item The item ledger entry number of the inventory increase to which the
Entry No. transaction should be linked, if applicable.
Outbound Item The item ledger entry number of the inventory decrease to which the
Entry No. transaction should be linked, if applicable.
Quantity The quantity being applied.

Field Description
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.
Posting Inbound Item Entry Outbound Item Entry Quantity Item Ledger Entry
Date No. No. 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.
Date No. No. 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.
Posting Item Ledger Entry Quantity Cost Amount Item Ledger Entry
Date Type (Actual) No.
Posting Item Ledger Entry Quantity Cost Amount Item Ledger Entry
Date Type (Actual) No.
01-04-20 Purchase 10 10.00 1
01-05-20 Purchase 10 20.00 2
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.
Date No. No. 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.
The following table shows the result of the scenario on the item's value entries after
posting is complete and cost adjustment has been run.
Posting Item Valued Cost Appl.-to Valued by Item Entry
Date Ledger Quantity Amount Item Average Ledger No.
Entry Type (Actual) Entry Cost Entry No.
01-01- Purchase 1 200.00 No 1 1

20
01-01- Purchase 1 1000.00 No 2 2

20
01-01- Purchase -1 -1000 2 No 3 3

20
01-01- Purchase 1 100.00 No 4 4

20
01-01- Sale -2 -300.00 Yes 5 5

20
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.
Posting Item Valued Cost Appl.-to Valued by Item Entry

Date Ledger Quantity Amount Item Average Ledger No.
Entry Type (Actual) Entry Cost Entry No.
01-01- Purchase 1 200.00 No 1 1

20
01-01- Purchase 1 1000.00 No 2 2

20
01-01- Purchase -1 433,33 Yes 3 3

20
01-01- Purchase 1 100.00 No 4 4

20
01-01- Sale -2 866,67 Yes 5 5

20
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.
７ 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.
Posting Item Ledger Valued Cost Amount Appl.-from Item Ledger Entry
Date Entry Type Quantity (Actual) Item Entry Entry No. No.
01-01- Purchase 1 1000.00 1 1

20
02-01- Sale -1 1000.00 2 2

20
03-01- Sale (Credit 1 1000 2 3 3

20 Memo)
The following table shows the value entry resulting from scenario step 4, posting the
item charge.
04-01- (Item Charge) 1 100.00 1 4

20
The following table shows the effect of the exact cost reversal on the item's value
entries.
01-01- Purchase 1 1000.00 1 1

20
02-01- Sale -1 1100.00 2 2

20
03-01- Sale (Credit 1 1100.00 2 3 3

20 Memo)
04-01- (Item Charge) 1 100.00 1 4

20
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.
７ 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 from Document function. If you use the Get Posted Document Lines to
Reverse function, then the fields are always filled automatically.
７ Note
If you post a transaction with a fixed application, and the item ledger entry that you
are applying to is closed, meaning that the remaining quantity is zero, then the old
application is automatically undone and reapplies the item ledger entry using the
fixed application that you specified.
Transfer Application
When an item is transferred from one location to another, inside the company inventory,
then an application is created between the two transfer entries. Valuing a transfer entry
depends on the costing method. For items using the Average costing method, valuation
is made using the average cost in the average cost period in which the valuation date of
the transfer occurs. For items using other costing methods, valuation is made by tracing
back to the cost of the original inventory increase.
Example – Average Costing Method

The following example, which illustrates how transfer entries are applied, is based on the
following scenario for an item using Average costing method and an average cost
period of Day.
1. The user purchases the item at a cost of LCY 10.00.

2. The user purchases the item again at a cost of LCY 20.00.
3. The user transfers the item from EAST to WEST location.
The following table shows the effect of the transfer on the item's value entries.
Posting Item Ledger Entry Location Valued Cost Amount Entry

Date Type Code Quantity (Actual) No.
01-01-20 Purchase EAST 1 10.00 1
01-01-20 Purchase EAST 1 20.00 2
02-01-20 Transfer EAST -1 15.00 3
02-01-20 Transfer WEST 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 EAST to WEST location at a standard cost of LCY
12.00.
The following table shows the effect of the transfer on the item's value entries.
Posting Item Ledger Entry Location Valued Cost Amount Entry

Date Type Code Quantity (Actual) No.
01-01-20 Purchase EAST 1 10.00 1
02-01-20 Transfer EAST -1 10.00 2
02-01-20 Transfer WEST 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
Finance
Article • 02/15/2022
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.
Entry Posting Entry Document Document Item Location Quantity Cost Invoiced Remaining Open
No. Date Type Type No. No. Code Amount Quantity Quantity
(Actual)
333 01/28/2018 Sale Sales 102043 TEST BLUE -1 -10 -1 -1 Yes

Shipment
334 01/28/2018 Sale Sales 102043 TEST BLUE 1 10 1 1 Yes

Shipment
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).
７ 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.
Entry Posting Entry Document Document Item Location Quantity Cost Invoiced Remaining Open
(Actual)
333 01/28/2018 Sale Sales 102043 TEST BLUE -1 -10 -1 -1 Yes

Shipment
334 01/28/2018 Sale Sales 102043 TEST BLUE 1 10 1 1 Yes

Shipment
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.
Entry Posting Entry Document Document Item Location Quantity Cost Invoiced Remaining Open Correction
(Actual)
333 01/28/2018 Sale Sales 102043 TEST BLUE -1 -10 -1 -1 Yes No

Shipment
334 01/28/2018 Sale Sales 102043 TEST BLUE 1 10 1 1 Yes Yes

Shipment
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.
７ 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.

Entry Item Ledger Entry Inbound Item Entry Outbound Item Entry Quantity Posting Cost
No. No. No. No. 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

Article • 03/31/2022
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.
７ 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 (1)
Posting Item Ledger Entry Cost Amount Cost Posted Invoiced Entry
Date Type (Actual) to G/L Quantity 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 (1)
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 (1)
Posting G/L Account Account No. (En-US Amount Entry

Date Demo) 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

Date Demo) No.
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 (2)
Posting Item Ledger Cost Amount Cost Posted Invoiced Adjustment Entry
Date Entry Type (Actual) to G/L Quantity No.
02-10- Purchase 2.00 2.00 0 No 3

20
01-15- Sale -2.00 -2.00 0 Yes 4

20
Relation Entries in the G/L – Item Ledger Relation Table (2)
5 3 2
6 3 2
7 4 2
8 4 2

Date Demo) No.

Account]

Date Demo) No.
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.
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
Finance

Article • 03/31/2022
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.
７ 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.
Prerequisites for posting expected costs

To make it possible to post expected costs you need to do the following:
1. On the Inventory Setup page, select the Automatic Cost Posting check box and
the Expected Cost Posting to G/L check box.
2. Set up which interim accounts to use during the expected cost posting process.
On the Inventory Posting Setup page, verify the Inventory Account and the Inventory
Account (Interim) fields for the Location Code and Invt. Posting Group Code of the
item you will be purchasing. To learn more about these accounts see Design Details -
Accounts in the General Ledger. 3. On the General Posting Setup page, verify the Invt.
Accrual Acc. (Interim) field for the Gen. Bus. Posting Group and the Gen. Prod. Posting
Group you will be using. 4. When you create a purchase order the default is that the
Vendor Invoice No. field is required. You need to turn that off on the Purchase &
Payables Setup page, by unselecting the Ext. Doc. No. Mandatory field.
Example
７ Note
The account numbers used in this example are there for reference only, and will be
different in your system. Set them up as directed in the Prerequisites above.
You post a purchase order as received. The expected cost is LCY 95.00.
Value Entries
Posting Entry Cost Amount Expected Cost Expected Item Ledger Entry
Date Type (Expected) Posted to G/L Cost Entry No. No.
01-01- Direct 95.00 95.00 Yes 1 1

20 Cost
Relation Entries in the G/L – Item Ledger Relation Table
1 1 1
2 1 1
General Ledger Entries

Date Demo) No.
01-01-20 Inventory Accrual Account 5530 -95.00 2

(Interim)
01-01-20 Inventory Account (Interim) 2131 95.00 1
At a later date, you post the purchase order as invoiced. The invoiced cost is LCY 100.00.
Value Entries
Posting Cost Amount Cost Amount Cost Expected Item Ledger Entry
Date (Actual) (Expected) Posted to Cost Entry No. No.
G/L
Posting Cost Amount Cost Amount Cost Expected Item Ledger Entry
Date (Actual) (Expected) Posted to Cost Entry No. No.
G/L
01-15- 100.00 -95.00 100.00 No 1 2

20
Relation Entries in the G/L – Item Ledger Relation Table
3 2 2
4 2 2
5 2 2
6 2 2
Posting G/L Account Account No. (Examples Amount Entry

Date only!) No.
01-15-20 Inventory Accrual Account 5530 95.00 4

(Interim)
01-15-20 Inventory Account (Interim) 2131 -95.00 3
01-15-20 Direct Cost Applied Account 7291 -100 6
01-15-20 Inventory Account 2130 100 5
See Also
Finance

Article • 06/08/2023
The average cost of an item is calculated with a periodic weighted average. The average
is based on the average cost period that's 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 Specifies which period the average cost is calculated in. The following options exist:
Cost
Period - Day
- Week
- Month
- Accounting Period
Decreases in inventory that are posted in the average cost period get the average cost
calculated for that period.
Average Specifies how the average cost is calculated. The following options exist:
Cost
Calc. - Item
Type - 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. The average cost of this item depends on where it's stored
and the variant you select, such as color.
７ 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.
７ 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.
Excludes 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. For inventory
increases that are fixed-applied to inventory decreases in the average cost period,
Business Central forwards the calculated average cost from the increase to the decrease.
Example: Average Cost Period = Day

The following example shows the effect of calculating 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.
Posting Date Item Ledger Entry Type Quantity Cost Amount (Actual) Entry No.
01-01-23 Purchase 1 20.00 1
01-01-23 Purchase 1 40.00 2
01-01-23 Sale -1 -20.00 3
02-01-23 Sale -1 -40.00 4
02-02-23 Purchase 1 100.00 5
02-03-23 Sale -1 -100.00 6
７ 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 that result from the item ledger entries in the preceding table.
Item No. Variant Code Location Code Valuation Date Cost is Adjusted
ITEM1 BLUE 01-01-23 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.
01-01-23 Purchase 1 20.00 1
01-01-23 Purchase 1 40.00 2
01-01-23 Sale -1 -30.00 3

02-01-23 Sale -1 -30.00 4
02-02-23 Purchase 1 100.00 5
02-03-23 Sale -1 -100.00 6
Example: Average Cost Period = Month

This 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, Business Central creates one entry 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.
01-01-23 Purchase 1 20.00 1
01-01-23 Purchase 1 40.00 2
01-01-23 Sale -1 -20.00 3
02-01-23 Sale -1 -40.00 4
02-02-23 Purchase 1 100.00 5
02-03-23 Sale -1 -100.00 6
７ 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 the value entries that result from the item ledger entries in the preceding table.
７ 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.
01-01-23 Purchase 1 20.00 1
01-01-23 Purchase 1 40.00 2
01-01-23 Sale -1 -30.00 3
02-01-23 Sale -1 -65.00 4
02-02-23 Purchase 1 100.00 5
02-03-23 Sale -1 -65.00 6
The average cost of entry number 3 is calculated in the average cost period for January.
The average cost for entries 4 and 6 is calculated in the average cost period for
February.
To get the average cost for February, Business Centraladds the average cost of the item
received in inventory (100.00) to the average cost at the beginning of the period (30.00).
The sum (130.00) is then divided by the total quantity in inventory (2). This calculation
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 determines the average cost period in
which an inventory decrease entry belongs. This setting 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 Revaluation Valuation Date

Quantity
1 Positive No Posting date of item

ledger entry
2 Later than the latest valuation Negative No Posting date of item

date of applied value entries ledger entry
3 Earlier than the latest valuation Positive No Latest valuation date

date of applied value entries of the applied value
entries
4 Negative Yes Posting date of the

revaluation value
entry
Example
The following table of value entries illustrates the different scenarios.
Scenario Posting Item Ledger Valuation Valued Cost Item Entry

Date Entry Type Date Quantity Amount Ledger No.
(Actual) Entry No.
1 01-01- Purchase 01-01-20 2 20.00 1 1

20
2 01-15- (Item Charge) 01-01-20 2 8.00 1 2

20
3 02-01- Sale 02-01-20 -1 -14.00 2 3

20
4 03-01- (Revaluation) 03-01-20 1 -.4.00 1 4

20
5 02-01- Sale 03-01-20 -1 -10.00 3 5

20
７ 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.
Ｕ Caution
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 you post the inventory decrease, the
valuation date is set to the posting date of the inventory decrease. You can change this
date when the inventory increase is applied, according to the rules described in the note
earlier in this section.
Recalculating Average Cost

Valuing inventory decreases as a weighted average would be straightforward in several
scenarios:
Purchases are always invoiced before sales.

Postings are never backdated.
You never made mistakes.
However, the reality is different.
As the examples in this article illustrate, the valuation date is defined as the date from
which the value entry is included in the average cost calculation. This setting lets you do
several things for items with the Average costing method:
Invoice the sale of an item before you invoice its purchase.

Backdate a posting.
Recover an incorrect posting.
７ 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 might have to recalculate the average cost after posting.
For example, if you post an inventory increase or decrease with a valuation date that's
before an inventory decrease. The recalculation of the average cost will occur
automatically when you run the Adjust Cost - Item Entries batch job, manually or
automatically.
You can change the inventory valuation base within an accounting period by changing
the values in the Average Cost Period and Average Cost Calc. Type fields. However, we
recommend that you use caution and consult your auditor.
Example of recalculated average cost

This example shows how Business Central recalculates the average cost when you post
on a date that's before an inventory decrease. 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's before an inventory decrease. 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.
01-01-20 1 10.00 1
01-02-20 1 20.00 2
01-03-20 1 21.00 5
02-15-20 -1 -17.00 3
02-16-20 -1 -17.00 4
See Also
Finance
Glossary of terms in Dynamics 365 business processes
Define product and service costing overview

Article • 03/31/2022
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.
７ 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 Produced/Assembled Item

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 Unit Cost

Material Cost
Single-Level Not
Capacity Cost applicable
Single-Level Not
Subcontrd. applicable
Cost
Single-Level Not
Cap. Ovhd applicable
Cost
Single-Level Not (Single-Level Material Cost + Single-Level Capacity Cost + Single-

Mfg. Ovhd applicable Level Subcontrd. Cost) * Indirect Cost % / 100 + Overhead Rate
Cost
Cost Share Purchased Produced/Assembled Item
Item
Rolled-up Unit Cost

Material Cost
Rolled-up Not
Capacity Cost applicable
Rolled-Up Not
Subcontracted applicable
Cost
Rolled-up Not
Capacity applicable
Ovhd. Cost
Rolled-up Not
Mfg. Ovhd. applicable
Cost
See Also
Design Details: Costing Methods Managing Inventory Costs
Finance

Article • 03/31/2022
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.
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.
Posting Date Quantity Cost Amount (Actual) Item Ledger Entry 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).
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: Costing Methods Managing Inventory Costs
Finance

Article • 03/31/2022
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 Subordinate Description

Component Cost
Component
Direct cost Unit cost (direct Cost that can be traced to a cost object.
purchase price)
Direct cost Freight cost Cost that can be traced to a cost object.
(item charge)
Direct cost Insurance cost Cost that can be traced to a cost object.
(item charge)
Indirect cost Cost that cannot be traced to a cost object.
Variance Purchase The difference between actual and standard costs, which is
variance 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 The difference between actual and standard costs, which is
Variance Subcontracted The difference between actual and standard costs, which is
Variance Capacity The difference between actual and standard costs, which is
overhead only posted for items using the Standard costing method.
variance
Variance Manufacturing The difference between actual and standard costs, which is
overhead only posted for items using the Standard costing method.
variance
Revaluation A depreciation or appreciation of the current inventory value.
Rounding Residuals caused by the way in which valuation of inventory

decreases are calculated.
７ 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: Variance Managing Inventory Costs
Finance

Article • 02/15/2022
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
Finance
Working with Business Central

Article • 03/31/2022
Each inventory transaction, such as a purchase receipt or a sales shipment, posts two
entries of different types.
Entry Description
type
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 (1)
Posting Date Entry Type Cost Amount (Actual) Quantity Entry No.
01-01-20 Purchase 80.00 10 1
Value Entries (1)
Posting Date Entry Type Cost Amount (Actual) Item Ledger Entry No. Entry No.
01-01-20 Direct Cost 70.00 1 1
01-01-20 Indirect Cost 10.00 1 2
Item Application Entries (1)
Entry Item Ledger Entry Inbound Item Entry Outbound Item Entry Quantity
No. No. No. No.
1 1 1 0 10
Next, you post a sale of 10 units of the item with a posting date of 01-15-20.
Item Ledger Entries (2)
Posting Date Entry Type Cost Amount (Actual) Quantity Entry No.
01-15-20 Sale -80.00 -10 2
Value Entries (2)
Posting Date Entry Type Cost Amount (Actual) Item Ledger Entry No. Entry No.
01-15-20 Direct Cost -80.00 2 3
Item Application Entries (2)
Entry Item Ledger Entry Inbound Item Entry Outbound Item Entry Quantity
No. No. No. No.
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 (3)
Posting Entry Cost Amount Cost Posted to Item Ledger Entry Entry
Date Type (Actual) G/L No. No.
01-01-20 Direct 70.00 70.00 1 1

Cost
01-01-20 Indirect 10.00 10.00 1 2

Cost
01-15-20 Direct -80.00 -80.00 2 3

Cost

Date Demo) No.

Account]
01-01-07 [Overhead Applied Account] 7292 -10.00 4
01-15-20 [COGS Account] 7290 80.00 6
７ 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

(3)
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.
See Also
Design Details: Cost Components Managing Inventory Costs
Finance

Design Details: Production Order
Posting
Article • 03/31/2022
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 Description
Account
Raw Includes the cost of raw materials that are purchased but not yet transferred to
Materials production. The balance in the Raw Materials account indicates the cost of raw
account 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 Accumulates the costs that are incurred during production in the accounting period.
Process The WIP account is debited for the cost of raw materials that are transferred from the
(WIP) raw materials warehouse, the cost of direct labor performed, and the manufacturing
account 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 This account includes the total manufacturing cost of units that are completed but
Goods not yet sold. At the time of sale, the cost of units sold is transferred from the
account 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
Raw material - Net purchases of material Material consumption

inventory - Output of subassemblies
- Negative consumption
WIP inventory - Material consumption Output of end items (cost of goods

- Capacity consumption manufactured)
- Manufacturing overhead
Finished goods Output of end items (cost of goods - Sales (cost of goods sold)
inventory manufactured) - Negative output
Raw material - Net purchases of material Material consumption

inventory - 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.
７ 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.
７ 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
Managing Inventory Costs Finance

Article • 06/29/2022
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 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
The following diagram shows the structure of item and resource ledger entries that
result from assembly order posting.
７ 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 1. Make preliminary checks.

Posting 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:
i. Populate fields on the item journal line.

ii. Transfer reservations to the item journal line.
iii. Post the item journal line to create the item ledger entries.
iv. Create warehouse journal lines and post them.
e. For assembly order lines of type Resource:

ii. Post the item journal line. This creates capacity ledger entries.
iii. 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.

The order Level detection function is used in conversion scenarios, production and
assembly. The function works as follows:

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.
７ 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
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.
Posting dates
In general, posting dates are copied from a sales order to the linked assembly order. The
posting date in the assembly order is automatically updates when you change the
posting date in the sales order directly or indirectly, such as if you change the posting
date in the wareshouse shippment, inventory pick, or as part of a bulk posting.
You can change the posting date in the assembly order manually. However, it can not be
later then posting date in the linked sales order. The system will keep this date unless
you update the posting date in the sales order.
See Also
Finance

Design Details: Reconciliation with the
General Ledger
Article • 03/31/2022
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

Setup Field Value
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
Scenario
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)
７ 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: Cost Adjustment Managing Inventory Costs
Finance

Design Details: Accounts in the General
Ledger
Article • 03/31/2022
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 Entry Type Value Entry Variance Type Expected Account Balancing
Ttype Cost Account
Purchase Direct Cost Yes Inventory Invt. Accrual

(Interim) Acc. (Interim)
Purchase Direct Cost No Inventory Direct Cost

Applied
Purchase Indirect No Inventory Overhead

Cost 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.
Ttype Cost Account
Positive Adjmt.,Negative Direct Cost No Inventory Inventory

Adjmt., Transfer Adjmt.
Positive Adjmt.,Negative Revaluation No Inventory Inventory

Positive Adjmt.,Negative Rounding No Inventory Inventory

(Production) Direct Cost No Inventory WIP

Consumption
(Production) Revaluation No Inventory Inventory

Consumption Adjmt.
(Production) Rounding No Inventory Inventory

Consumption Adjmt.
Assembly Consumption Direct Cost No Inventory Inventory

Adjmt.
Assembly Consumption Direct Cost No Direct Inventory

Cost Adjmt.
Applied
Assembly Consumption Indirect No Overhead Inventory

Cost Applied Adjmt.
(Production) Output Direct Cost Yes Inventory WIP

(Interim)
(Production) Output Direct Cost No Inventory WIP
(Production) Output Indirect No Inventory Overhead

Cost Applied
(Production) Output Variance Material No Inventory Material

Variance
(Production) Output Variance Capacity No Inventory Capacity

Variance
(Production) Output Variance Subcontracted No Inventory Subcontracted

Variance
(Production) Output Variance Capacity No Inventory Cap.

Overhead Overhead
Variance
Ttype Cost Account
(Production) Output Variance Manufacturing No Inventory Mfg.

Overhead Overhead
Variance
(Production) Output Revaluation No Inventory Inventory

Adjmt.
(Production) Output Rounding No Inventory Inventory

Adjmt.
Assembly Output Direct Cost No Inventory Inventory

Adjmt.
Assembly Output Revaluation No Inventory Inventory

Adjmt.
Assembly Output Indirect No Inventory Overhead

Cost Applied
Assembly Output Variance Material No Inventory Material

Variance
Assembly Output Variance Capacity No Inventory Capacity

Variance
Assembly Output Variance Capacity No Inventory Cap.

Overhead Overhead
Variance
Assembly Output Variance Manufacturing No Inventory Mfg.

Overhead Overhead
Variance
Assembly Output Rounding No Inventory Inventory

Adjmt.
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.
Work Type Capacity Ledger Entry Value Entry Account Balancing

Type Type Account
Work Type Capacity Ledger Entry Value Entry Account Balancing
Type Type Account
Assembly Resource Direct Cost Direct Cost Inventory Adjmt.

Applied
Assembly Resource Indirect Cost Overhead Inventory Adjmt.

Applied
Production Machine Center/Work Direct Cost WIP Account Direct Cost

Center Applied
Production Machine Center/Work Indirect Cost WIP Account Overhead

Center Applied

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.
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
Finance

Article • 03/31/2022
Inventory valuation is the determination of the cost that is assigned to an inventory

item, as expressed by the following equation.
Ending inventory = beginning inventory + net purchases – cost of goods sold
The calculation of inventory valuation uses the Cost Amount (Actual) field of the value
entries for the item. The entries are classified according to the entry type that
corresponds to the cost components, direct cost, indirect cost, variance, revaluation, and
rounding. For more information, see Design Details: Cost Components.
Entries are applied against each other, either by the fixed application or according to the
general cost-flow assumption defined by the costing method. One entry of inventory
decrease can be applied to more than one increase entry with different posting dates
and possibly different acquisition costs. For more information, see Design Details: Item
Application. Therefore, calculation of the inventory value for a given date is based on
summing up positive and negative value entries.
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: Production Order Posting Managing Inventory Costs
Finance

Article • 03/31/2022
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.
７ 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
７ 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.
Posting Entry Valuation Cost Amount Item Ledger Entry Entry

Date Type Date (Actual) No. No.
01-15-20 Direct 01-01-20 150.00 1 1

Cost
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.
02-01-20 LINK Consumption -150 1
The following table shows the resulting value entry.

02-01-20 Direct 02-01-20 -150.00 2 2

Cost
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.
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.

01-15-20 Direct 01-01-20 150.00 2 2

Cost
02-01-20 Direct 02-01-20 -150.00 2 2

Cost
02-15-20 Direct 02-15-20 150.00 3 3

Cost
Expected Cost in Revaluation

The revaluable quantity is calculated as the sum of the quantity for completely invoiced
item ledger entries with a posting date equal to or earlier than the revaluation date. This
means that when some items are received/shipped but not invoiced, their inventory
value cannot be calculated. Items that use the Standard costing method are not limited
in this respect.
７ Note
Another type of expected cost that can be revalued is WIP inventory, within certain
rules. For more information, see WIP Inventory Revaluation.
When calculating the re-valuable quantity for items using the Standard costing method,
item ledger entries that have not been completely invoiced are included in the
calculation. These entries are then revalued when you post the revaluation. When you
invoice the revalued entry, the following value entries are created:
The usual invoiced value entry with an entry type of Direct Cost. The cost amount
on this entry is the direct cost from the source line.
A value entry with an entry type of Variance. This entry records the difference
between the invoiced cost and the revalued standard cost.
A value entry with an entry type of Revaluation. This entry records the reversal of
the revaluation of the expected cost.
Example
The following example, which is based on the production of the chain in the previous
example, illustrates how the three types of entries are created. It is based on the
following scenario:
1. The user posts the purchased links as received with a unit cost of LCY 2.00.
2. The user then posts a revaluation of the links with a new unit cost of LCY 3.00,
updating the standard cost to LCY 3.00.
3. The user posts the original purchase of the links as invoiced, which creates the
following:
a. An invoiced value entry with an entry type of Direct Cost.
b. A value entry with an entry type of Revaluation to record the reversal of the
revaluation of the expected cost.
c. A value entry with an entry type of Variance, recording the difference between
the invoiced cost and the revalued standard cost.
Step Posting Entry Type Valuation Cost Amount Cost Item Entry
Date Date (Expected) Amount Ledger No.
(Actual) Entry No.
1. 01-15- Direct Cost 01-15-20 300.00 0.00 1 1

20
2. 01-20- Revaluation 01-20-20 150.00 0.00 1 2

20
3.a. 01-15- Direct Cost 01-15-20 -300.00 0.00 1 3

20
3.b. 01-15- Revaluation 01-20-20 -150.00 0.00 1 4

20
Step Posting Entry Type Valuation Cost Amount Cost Item Entry
Date Date (Expected) Amount Ledger No.
(Actual) Entry No.
3.c. 01-15- Variance 01-15-20 0.00 450.00 1 5

20
Determining Whether 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 entry Earlier than revaluation No

number posting date
B Earlier than revaluation entry Equal to revaluation posting No

no. date
C Earlier than revaluation entry Later than revaluation Yes

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.
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.
9. The user runs the Adjust Cost - Item Entries batch job.
Scenario Posting Entry Type Valuation Valued Cost Item Ledger Entry
Date Date Quantity Amount Entry No. No.
(Actual)
01-01- Purchase 01-01-20 6 60.00 1 1

20
03-01- Revaluation 03-01-20 4 -8.00 1 5

20
A 02-01- Sale 02-01-20 -1 -10.00 2 2

20
B 03-01- Sale 03-01-20 -1 -10.00 3 3

20
C 04-01- Sale 04-01-20 -1 -10.00 4 4

20
04-01- Sale 04-01-20 -1 2.00 4 9

20
D 02-01- Sale 03-01-20 -1 -10.00 5 6

20
02-01- Sale 03-01-20 -1 2.00 5 10

20
E 03-01- Sale 03-01-20 -1 -10.00 6 7

20
03-01- Sale 03-01-20 -1 2.00 6 11

20
F 04-01- Sale 04-01-20 -1 -10.00 7 8

20
04-01- Sale 04-01-20 -1 2.00 7 12

20
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/sub-assembled component becomes part of the WIP inventory from
the time of posting its consumption in connection with a production order.
A purchased/sub-assembled 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 Determining Whether an
Inventory Decrease is Affected by Revaluation.
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.
Ｕ Caution
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 Valuation Managing Inventory Costs
Finance

Article • 02/15/2022
This article provides guidance for users of the Inventory Costing functionality in Business Central, and in particular for 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.
How posting dates are assigned

The Adjust Cost – Item Entries batch job assigns a posting date to the value entry it is about to create in the following steps:
1. Initially the Posting Date of the entry to be created is the same date as the entry it adjusts.
2. The Posting Date is validated against Inventory Periods and/or General Ledger Setup.
3. Assignment of Posting Date; If the initial Posting Date is not within allowed posting date range the batch job will assign an allowed
Posting Date from either General Ledger Setup or Inventory Period. If both Inventory Periods and allowed posting dates in General
Ledger Setup are defined, the later date of the two will be assigned to the Adjustment Value Entry.
Let’s review this process more in practice. Assume we have an Item Ledger Entry of Sale. The item was shipped on September 5, 2020 and it
was invoiced the day after.
Item Ledger Entry
Entry Item Posting Entry Document Location Quantity Cost Amount Invoiced Remaining
No. No. Date Type No. Code (Actual) Quantity Quantity
319 A 2020-09-05 Sale 102033 Blue -1 -11 -1 0
Below are the related value entries:
Entry No. 379 represents the shipment and carry the same Posting Date as the parent Item ledger Entry.
Entry No. 381 represents the invoice.
Entry No. 391 is an Adjustment of the invoicing Value Entry (Entry No. 381 above).
Entry Item Posting Item Entry Document Item Location Item Invoiced Cost Cost Adjustment Applies- Source
No. No. Date Ledger Type No. Ledger Code Ledger Quantity Amount Amount to Entry Code
Entry Entry Entry (Actual) (Expected)
Type No. Quantity
379 A 2020- Sale Direct 102033 319 Blue -1 0 0 -10 No 0 Sales

09-05 Cost
381 A 2020- Sale Direct 103022 319 Blue 0 -1 -10 10 No 0 Sales

09-06 Cost
391 A 2020- Sale Direct 103022 319 Blue 0 0 -1 0 Yes 181 INVTADJ
09-10 Cost
To assign the posting date for Entry No. 391 the following steps were applied:
1. The Adjustment Value Entry to be created (Entry No. 391) is assigned same Posting Date as the entry it adjusts.
2. 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
Ending Date Name Closed
2020-01-31 January 2020 Yes
2020-02-28 February 2020 Yes
2020-03-31 March 2020 Yes
2020-04-30 April 2020 Yes

2020-05-31 May 2020 Yes
2020-06-30 June 2020 Yes
2020-07-31 July 2020 Yes
2020-08-31 August 2020 Yes
2020-09-30 September 2020
2020-10-31 October 2020
2020-11-30 November 2020
2020-12-31 December 2020
The first allowed posting date is the first day in the first open period, which is September 1, 2020.
General Ledger Setup
Field Value
Allow Posting From: 2020-09-10
Allow Posting To: 2020-09-30
Register Time:
Local Address Format: Post Code
The first allowed posting date is the date stated in field Allow Posting From: September 10, 2020. 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.
Assignment of an allowed posting date
The initial assigned Posting Date was September 6 as illustrated in step 1. However, in the second step the Adjust Cost – Item entries batch
job identifies that earliest allowed Posting Date is September 10 and thereby assigns September 10 to the Adjustment Value Entry (Entry
No. 391), below.
Entry Item Posting Item Entry Document Item Location Item Invoiced Cost Cost Adjustment Applies- Source
No. No. Date Ledger Type No. Ledger Code Ledger Quantity Amount Amount to Entry Code
Entry Entry Entry (Actual) (Expected)
Type No. Quantity
379 A 2020- Sale Direct 102033 319 Blue -1 0 0 -10 No 0 Sales

09-05 Cost
381 A 2020- Sale Direct 103022 319 Blue 0 -1 -10 10 No 0 Sales

09-06 Cost
391 A 2020- Sale Direct 103022 319 Blue 0 0 -1 0 Yes 181 INVTADJ
09-10 Cost
Common problems with the "Adjust Cost - Item entries"-batch job

There are two scenarios that the support team encounters frequently enough for them to warrant their own problem resolution articles.
Error message: "Posting Date is not within your range of allowed posting dates…"
If you encounter this error you need to adjust the dates for which the user is allowed to post entries. To learn more, see Error Message
"Posting Date is not within your range of allowed posting dates".
Posting Date on Adjustment Value Entry versus Posting Date on entry causing the
adjustment such as Revaluation or Item charge
To learn more, see Posting Date on Adjustment Value Entry Compared to the Source Entry.
See Also

Error message: "Posting Date is not
within your range of allowed posting
dates…"
Article • 02/15/2022
When using the Adjust Cost - Item Entries batch job you may run into the following
error message:
Posting date is not within your range of allowed posting dates
This error message indicates that the user is not allowed to post entries for the date in
question, and this can be remedied by changing the user setup.
Change the user setup

User ID Allow Posting From Allow Posting To
EUROPE 2020-09-11 2020-09-30
The user in this case has an allowed posting date range from September 11th to
September 30th and is therefore not allowed to post the Adjustment Value Entry with
Posting Date September 10th.
Overview of involved posting date setup
Inventory Periods
2020-01-31 January 2020 Yes
2020-02-28 February 2020 Yes
2020-03-31 March 2020 Yes
2020-04-30 April 2020 Yes
2020-05-31 May 2020 Yes
2020-06-30 June 2020 Yes
2020-07-31 July 2020 Yes

2020-08-31 August 2020 Yes
2020-09-30 September 2020
2020-10-31 October 2020
2020-11-30 November 2020
2020-12-31 December 2020
Field Value
Allow Posting From: 2020-09-10
Allow Posting To: 2020-09-30
Register Time:
Local Address Format: Post Code
User Setup
User ID Allow Posting From Allow Posting To
USERNAME 2020-09-10 2020-09-30
Assigning a wider allowed posting date range, as in Inventory Period or General Ledger
Setup, makes it possible to avoid the conflict that causes the error message. The
Adjustment Value Entry with Posting Date September 10th will be posted successfully
with this setup.
See Also

Posting Date on Adjustment Value Entry Compared to
the Source Entry
Article • 02/15/2022
This article compares the Posting Date on the Adjustment Value Entry with the Posting Date on the entry causing the running
of the Adjust Cost - Item Entries batch job, in particular a Revaluation scenario and an Item Charge scenario.
The Adjust Cost - Item Entries batch job will process your data depending on your scenario and configuration of Business
Central. In this section, we describe two separate processes, and for each one we show the type of impact the Adjust Cost -
Item Entries batch job has on the data.
Revaluation scenario
Prerequisites
Please enter the following values:
Inventory setup:
Automatic Cost Posting = Yes
Automatic Cost Adjustment = Always
Average Cost Calc. Type = Item
Average Cost Period = Day
General Ledger Setup:
Allow Posting From = January 1, 2021
Allow Posting To = Empty
User Setup:
Allow Posting From = December 1, 2020
To test the scenario

Test this scenario by carrying out the following steps.
1. Create an Item called TEST with the following values:
Base unit of measure = PCS
Costing Method = Average
Select optional posting groups.
2. Open an Item Journal, then create a new entry, and post a line as follows:
Posting Date = December 15, 2020
Item = TEST
Entry Type = Purchase
Quantity = 100
Unit Amount = 10
Date = December 20, 2020
Item = TEST
Entry Type = Negative Adjustment
Quantity = 2
Date = January 15, 2021
Item = TEST
Entry Type = Negative Adjustment
Quantity = 3
5. Open an Item Revaluation Journal, then create a new entry, 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:
Item Ledger Entry - purchase:
Entry Number Item No. Posting Date Entry Type Document No. Quantity Cost Amount (Actual) Remaining Quantity
317 TEST 2020-12-15 Purchase T00001 100 4000 95
Value Entries
Entry Item Posting Item Item Entry Type Document Item Cost Cost Adjustment Applies Source
Number No. Date Ledger Ledger No. Number Amount Posted to Code
Entry Entry Entry (Actual) to G/L Entry
No. Type Quantity
376 TEST 2020- 317 Purchase Direct Cost T00001 100 1 000,00 1 No 0 ITEMNL
12-15 000,00
379 TEST 2020- 317 Purchase Revaluation T04002 0 3 000,00 3 No 0 REVALINL

12-15 000,00
Item Ledger Entry - negative adjustment, Step 3
Entry No. Item No. Posting Date Entry Type Document No. Quantity Cost Amount (Actual) Remaining Quantity
318 TEST 2020-12-20 Negative Adjmt. T00002 -2 -80 0
Value Entries
Entry Item Posting Item Item Entry Document Item Cost Cost Adjustment Applies Source
Number No. Date Ledger Ledger Type No. Number Amount Posted to Code
No. Type Quantity
No. Type Quantity
377 TEST 2020- 318 Negative Direct T00002 -2 -20 -20 No 0 ITEMNL
12-20 Adjmt. Cost
380 TEST 2021- 318 Negative Direct T04002 0 -60 -60 Yes 377 INVTADAMT
01-01 Adjmt. Cost
Item Ledger Entry - negative adjustment, Step 4
319 TEST 2021-01-15 Negative Adjmt. T00003 -3 -120 0
Value Entries
No. Type Quantity
378 TEST 2021- 319 Negative Direct T00003 -3 -30 -30 No 0 ITEMNL
01-15 Adjmt. Cost
381 TEST 2021- 319 Negative Direct T04003 0 -90 -90 Yes 378 INVTADAMT
01-15 Adjmt. Cost
The Adjust Cost – Item Entries batch job has recognized a change in cost and adjusted the Negative Adjustments.
Review of Posting Dates on created adjustment value entries: The earliest allowed Posting Date the Adjust Cost - Item
Entries batch job has to relate to is January 1, 2021 as stated in the General Ledger Setup.
Negative Adjustment in step 3: assigned Posting Date is January 1, provided by General Ledger Setup. The Posting Date of
the Value Entry in the scope for adjustment is December 20, 2020. According to the General Ledger Setup, the date is not
within the allowed posting date range. Therefore the Posting Date stated in the Allow Posting From field in the General
Ledger Setup is assigned to the Adjustment Value Entry.
Negative Adjustment in step 4: assigned Posting Date is January 15. The Value Entry in scope of adjustment has Posting Date
January 15, which is within the allowed posting date range according to General Ledger Setup.
The adjustment made for the Negative Adjustment in step 3 causes discussion. The favorable Posting Date for the
Adjustment Value Entry would have been December 20 or at least within December as the revaluation causing the change in
COGS was posted in December.
To achieve adjustment in December of the Negative Adjustment in step 3, the General Ledger Setup, Allow Posting From
field, needs to state a date in December.
Conclusion
With the experience gained in this scenario, when considering the most suitable setup for an allowed posting date range for
a company, you might want to consider the following. As long as you allow changes in the inventory value to be posted in a
period, such as December in this case, the setup that the company uses for allowed posting date ranges should be aligned
with this decision. The Allow Posting From in the General Ledger Setup, stating December 1, would allow the revaluation
made in December to be forwarded to affected outbound entries in the same period.
User groups not allowed to post in December but in January, which was probably intended to be limited by the General
Ledger Setup in this scenario, should instead be addressed via the User setup.
Item charge scenario
Prerequisites
Please enter the following values:
Inventory setup:
Automatic Cost Posting = Yes
Automatic Cost Adjustment = Always
Average Cost Calc. Type = Item
Average Cost Period = Day
General Ledger Setup:
Allow Posting From = December 1, 2020.
User Setup:
Allow Posting From = December 1, 2020.
Allow Posting to = Empty
To test the scenario

Test this scenario by carrying out the following steps:
1. Create an Item Charge with the following values:
Base unit of measure = PCS
Costing Method = Average
Select optional posting groups.
2. Create a new Purchase Order with the following values:
Buy-from Vendor No.: 10000
Vendor Invoice No.: 1234
On the Purchase Order Line select the following values:
Item = CHARGE
Quantity = 1
Direct Unit Cost = 100
To complete the step, Post the document as Received and Invoiced.
3. Create a new Sales Order with the following values:
Sell-to Customer No.: 10000
On the Sales Order Line:

Item = CHARGE
Quantity = 1
Unit Price = 135
4. Enter values for the General Ledger Setup page:
Allow Posting From = January 1, 2021
Allow Posting To = blank
5. Create a new Purchase Order with the following values:
Posting Date = January 2, 2021
On the Purchase Order Line:
Item Charge = JB-FREIGHT
Quantity = 1
Assign the Item Charge to the Purchase Receipt from step 2.
Status Item Ledger Entry of purchase step 2:
324 CHARGE 2020-12-15 Purchase 107030 1 105 0
Value Entries
Entry Item Posting Item Item Entry Document Item Item Cost Cost Adjustment Applies-
Number No. Date Ledger Ledger Type No. Charge Ledger Amount Posted to Entry
Entry Entry No. Entry (Actual) to G/L
No. Type Quantity
397 CHARGE 2020- 324 Purchase Direct 108029 1 100 100 NO 0

12-15 Cost
399 CHARGE 2021- 324 Purchase Direct 108009 JBFREIGHT 0 3 3 NO 0

01-02 Cost
Status Item Ledger Entry sale:
325 CHARGE 2020-12-16 Sale 102035 -1 -105 0
Value Entries
No. Type Quantity
No. Type Quantity
398 CHARGE 2020- 325 Sale Direct 109024 -1 -100 -100 NO 0

12-16 Cost
400 CHARGE 2021- 325 Sale Direct 109024 0 -3 -3 Yes 398

01-01 Cost
6. On work date January 3, a purchase invoice arrives containing an additional item charge to the purchase made in step 2.
This invoice has document date December 30, and is therefore posted with Posting Date December 30, 2020.
Create a new Purchase Order with the following values:
On the Purchase Order Line select the following values:
Item Charge = JB-FREIGHT
Quantity = 1
Assign Item Charge to the Purchase Receipt from step 2
Status Item Ledger Entry of purchase:
324 CHARGE 2020-12-15 Purchase 107030 1 105 0
Value Entries
No. No. Date Ledger Ledger Type No. Charge Ledger Amount Posted to Entry
No. Type Quantity
397 CHARGE 2020- 324 Purchase Direct 108029 1 100 100 No 0

12-15 Cost
399 CHARGE 2021- 324 Purchase Direct 108030 JBFREIGHT 0 3 3 No 0

01-02 Cost
401 CHARGE 2020- 324 Purchase Direct 108031 JBFREIGHT 0 2 2 No 0

12-30 Cost
Status Item Ledger Entry sale:
325 CHARGE 2020-12-16 Sale 102035 -1 -105 0
Value Entries
No. No. Date Ledger Ledger Type No. Charge Ledger Amount Posted to Entry
No. Type Quantity
398 CHARGE 2020- 325 Sale Direct 103024 -1 -100 -100 No 0

12-16 Cost

01-01 Cost

01-01 Cost
Inventory Valuation report is printed as of Date December 31, 2020
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 6 is part of the Inventory Increase value of December while the Inventory Decrease of the same period
is not affected.
Having the General Ledger Setup stating Allow Posting From January 1 was a good thing for the first Item charge. The costs
of the Inventory Increase and Decrease was recorded in the same period. For the second Item charge however, the General
Ledger Setup causes the change in COGS to be recognized in the period after.
Conclusion:
It is a challenge to get the Inventory Valuation report to demonstrate Quantity = 0 while the Value <> 0. In this case it is 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 into
Adjust Cost – Item entries process, recognizing COGS, is to be considered.
In this scenario one option could have been to have the General Ledger Setup, field Allow Posting From, stating a date in
December for a couple of more days and the posting of the first item charge postponed to allow all costs for the previous
period/fiscal year to be recognized for the period they belong to first, having the Adjust Cost – Item entries batch job run
and thereafter move the allowed posting date to the new period/fiscal year. The first item charge with posting date January 2
could then be posted.
See Also

Dimension Set Entries Overview
Article • 03/01/2022
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
Article • 03/01/2022
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
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
Design Details: Dimension Set Entries

Article • 02/15/2022
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 Field Name Data Comment

No. Type
1 ID Integer >0.0 is reserved for the empty dimension set. References field
3 in table 481.
2 Dimension Code Table relation to table 348.

Code 20
3 Dimension Code Table relation to table 349.

Value Code 20
4 Dimension Integer References field 12 in table 349. It is the secondary key that is
Value ID used when traversing table 481.
5 Dimension Text 30 CalcField. Lookup to table 348.

Name
6 Dimension Text 30 CalcField. Lookup to table 349.

Value Name
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.
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 Code 20 Table relation to table 349.
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 Name Text 30 CalcField. Lookup to table 349.
Transaction and Budget Tables

In addition to other dimension fields in the table, this field is important:
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.
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 Field Name Data Comment

No. Type
12 Dimension Value Integer AutoIncrement. Used for references in table 480 and
ID 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
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
6660 Return Receipt Header
6661 Return Receipt Line
Field 480 is editable in the following tables.
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
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.
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: Searching for Dimension Combinations
Design Details: Supply Planning
Article • 02/28/2023
This section provides detailed technical insight to the concepts and principles in the
supply planning features in Business Central.
The articles explain how the planning system works:
How to adjust the algorithms to meet planning requirements in different

environments
Introduces central solution concepts
Describes the logic of the central mechanism, which is supply balancing
Explain how to use reordering policies in inventory planning
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: Planning With or Without Locations
Design Details: Transfers in Planning

Design Details: Central Concepts of the
Planning System
Article • 02/28/2023
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 that calculates a supply plan. The code unit balances
supply-demand sets and suggests 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. Planning calculations suggest actions you can take regarding
supply from vendors, assembly or production, or transfers from other warehouses. An
example of a suggested action 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 orders to meet 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
postpones, decreases quantity, or cancels existing supply orders.
A code unit contains the planning logic and the following functions:
MRP and MPS

Calculate Net Change Plan
Calculate Regenerative Plan
However, the supply plan calculation involves different sub-systems.
The planning system doesn't include dedicated logic for capacity leveling or fine
scheduling. Those types of scheduling work are done separately. The lack of direct
integration between the two areas also means that substantial capacity or schedule
changes will require you to rerun planning.
Planning parameters
The planning parameters that you set for an item or a group of items control which
actions the planning system will suggest in various situations. Define planning
parameters for each item to control when, how much, and how to replenish.
You can also define planning parameters for any combination of item, variant, and
location by setting up a stock-keeping unit (SKU) for each combination, and then
specifying individual parameters. Learn more at Design Details: Handling Reordering
Policies and Design Details: Planning Parameters.
Planning starting date

The planning system helps you avoid having open orders in the past and suggested
actions that aren't possible. Planning treats all dates before the starting date as a frozen
zone. The following rule applies to the frozen zone:
All supply and demand before the starting date of the planning period is
considered part of inventory or shipped. In other words, it assumes that the plan
for the past runs according to the given plan. Learn more at Process orders before
the planning start date.
Dynamic order tracking (pegging)

Dynamic order tracking and its simultaneous creation of action messages in the
planning worksheet isn't a part of the supply planning system. When a demand or
supply is created or changed, dynamic order tracking links the demand and the
quantities to cover it in real time.
For example, if you enter or change a sales order, dynamic order tracking instantly
searches for supply to cover the demand. The supply could be from inventory or from
an expected supply order (such as a purchase order or a production order). When it
finds a supply source, Business Central links the demand and supply. You access the link
on view-only pages from the document lines. When supply can't be found, the dynamic
order tracking system creates action messages in the planning worksheet with supply
plan suggestions.
Dynamic order tracking helps you assess whether to accept supply order suggestions.
From the supply side, it shows the demand that created the supply. From the demand
side, it identifies the supply that should cover the demand.
Learn more at Design Details: Reservation, Order Tracking, and Action Messaging.
In companies with a low item flow and less advanced product structures, it might be
enough to use dynamic order tracking for supply planning. However, in busier
environments, the planning system should be used to ensure a properly balanced
supply plan.
Dynamic order tracking versus the planning system

It might be hard 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 and demand pattern of an item. It
considers all levels of the BOM hierarchy along the timeline. 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. Dynamic order
tracking creates the links automatically when you enter a demand or a supply. For
example, when you create a sales or purchase order.
Dynamic order tracking links demand and supply on a first-come-first-served basis
when you enter data. This basis can lead to disorder in priorities. For example, a sales
order entered first with a due date next month might be linked to the supply in
inventory. The next sales order due tomorrow may cause an action message to create a
new purchase order to cover it. The following image shows this scenario.
The planning system deals with demand and supply for items in a prioritized order. The
order is prioritized 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 re-
establishes 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 you run planning, the Action Message Entry table doesn't contain any action
messages. Those messages are replaced by the actions suggested in the planning
worksheet. Learn more at Order Tracking Links during Planning.
Sequence and priority in planning
The sequence of the calculations in your plan is important for getting the job done in a
reasonable amount of time. The prioritization of requirements and resources also plays
an important role in getting the best results.
The planning system is demand-driven. High-level items should be planned before low-
level items because they might generate demand for lower-level items. For example,
plan retail locations before distribution centers because the retail location might include
demand from the distribution center. On a detailed balancing level, if a released supply
order can cover a sales order the system shouldn't create a new supply order. A supply
with a specific lot number shouldn't 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. This hierarchy will eventually result in derived demand for purchased items.
The planning system plans for items in order of their ranking in the total BOM hierarchy.
The system starts with finished sellable items at the top level and continues down the
product structure to the lower-level items (according to the low-level code).
The following image shows the sequence in which Business Central suggests supply
orders at the top level. It assumes the suggestions were accepted and shows lower-level
items as well.
To learn more about manufacturing considerations, go to Load inventory profiles.
Optimizing performance for low-level calculations
Low-level code calculations can affect system performance. To reduce the effect, you can
turn off the Dynamic low-level code calculation toggle on the Manufacturing Setup
page. When you do, Business Central suggests that you create a recurrent job queue
entry to update low-level codes daily. You can ensure that the job will run outside
working hours by specifying a start time in the Earliest Start Date/Time field.
You can also speed up low-level code calculations by turning on the Optimize low-level
code calculation toggle on the Manufacturing Setup page.
） Important
If you choose to optimize performance, Business Central will use new calculation
methods to determine low-level codes. If you have an extension that relies on the
events used by the old calculations, the extension might stop working.
Locations / transfer-level priority

Companies with more than one location might need to plan for each location
individually. For example, an item's safety stock level and its reordering policy might
differ from one location to another. You must specify the planning parameters per item
and location.
You can use SKUs to specify individual planning parameters. An SKU can be regarded as
an item at a specific location. If you haven't defined a SKU for that location, Business
Central will use the parameters set on the item card. Business Central calculates a plan
for active locations only, where there's demand or supply for a given item.
Any item can be handled at any location, but Business Central has a strict approach to
the concept of locations. For example, a sales order for an item at one location can't be
fulfilled by stock from another location. The quantity on stock must first be transferred
to the location specified on the sales order.
Learn more at 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 kind of priority, the different demand and supply types are sorted according to
business importance to decide which demand should be satisfied first. On the supply
side, the order priority determines the source of supply to apply first. Learn more at
Prioritize 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 in the following image.
Learn more at Forecast Demand is Reduced by Sales Orders.
Planning assignment
All items should be replanned for when the demand or supply pattern has changed
since the last time a plan was calculated. For example, if you enter a new sales order or
change an existing one, recalculate the plan. Other reasons for replanning include a
change in forecast or safety stock quantity. Changing a bill-of-material by adding or
removing a component would most likely also 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 happens at the item level per location
combination. If a sales order has been created at only one location, Business Central
assigns the item at that location for planning.
The reason for selecting items for planning is a matter of system performance. If an
item's demand-supply pattern hasn't changed, the planning system won't suggest any
actions to take. Without the planning assignment, the system would have to perform
the calculations for all items to find out what to plan for. To learn more about the
reasons to assign items for planning, go to Design Details: Planning Assignment Table.
The following are the planning options that are available:
Calculate Regenerative Plan calculates all selected items, whether it's necessary or
not.
Calculate Net Change Plan calculates only the items that have had a change in
their demand and supply pattern and, therefore, have been assigned for planning.
Some people believe that net change planning should be performed on the fly, for
example, when sales orders are entered. However, planning on the fly could be
confusing because dynamic order tracking and action messaging are also calculated on
the fly. Business Central offers real-time available-to-promise control. It provides pop–
up warnings when you enter sales orders and the current supply plan can't fulfill the
demand.
The planning system only plans for the items that you've prepared with appropriate
planning parameters. Otherwise, it assumes that you'll plan the items manually or semi-
automatically by using the Order Planning feature. To learn more about the automatic
planning procedures, go to 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.
Business Central 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 theoretical combinations of variant and location, Business Central

calculates only the combinations that actually exist in the database. To learn more about
how the planning system deals with location codes on demand, go to Design Details:
Demand at Blank Location.
Item attributes
Items often have general attributes, such as am item number, variant code, location
code, and type of order. However, each demand and supply event can have other
specifications, such as serial or 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. Learn more at Order-to-order links.
Specific attributes
Some demand attributes are specific and a supply must match them exactly.
Serial or lot numbers that require specific application (These attributes are required
if you turn on the SN Specific Tracking or Lot Specific Tracking toggle 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).
The planning system applies the following rules to these attributes:
Demand with specific attributes can only be fulfilled by supply with matching
attributes.
Supply with specific attributes can also satisfy demand that doesn't specifically
require those attributes.
If inventory or projected supplies can't meet a demand for specific attributes, the
planning system suggests a new supply order without regarding planning parameters.
Non-specific attributes
Serial or lot-numbered items without a specific item tracking setup might have non-
specific serial or lot numbers. These types of numbers can be applied to any serial or lot
number. The planning system has more freedom to match, for example, a serialized
demand with a serialized supply, typically in inventory.
Demand-supply with serial or lot numbers, specific or non-specific, are high priority and
are exempt from the frozen zone. They'll be part of planning even if they're due before
the planning starting date. Learn more at Serial and lot numbers are loaded by
specification level.
To learn more about how the planning system balances attributes, go to Serial and lot
numbers and order-to-order links are exempt from the previous period.
Order-to-order links
Order-to-order means that you purchase, assemble, or produce an item for a specific
demand. There are several reasons to choose this policy:
The demand is infrequent.

The lead-time is insignificant.
The required attributes vary.
Another 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 Order reordering policy
When you use the make-to-order manufacturing policy to create multi-level or
project-type production orders (producing components on the same production
order)
When you create production orders for sales orders with the sales order planning
feature
When you assemble an item to a sales order (Assembly Policy is set to Assemble-
to-Order)
The planning system suggests that you only order the required quantity. The purchase,
production, or assembly order continues to match the demand. For example, if a sales
order is changed in time or quantity, the planning system suggests that you change the
supply order accordingly.
When order-to-order links exist, the planning system doesn't involve linked supply or
inventory in the balancing procedure. Planners can decide whether to use the linked
supply or a new demand. In the latter case, they can delete the supply order or manually
reserve the linked supply.
Reservations and order tracking links break if a situation becomes impossible. For
example, when moving the demand to a date that's earlier than the supply. Order-to-
order links adapt to changes in the demand or supply and never break.
Reservations
The planning system doesn't include reserved quantities in calculations. For example, if a
quantity for a sales order is fully or partially reserved, you can't use the quantity to cover
other demand.
The planning system does include reserved quantities in the projected inventory profile.
It must consider all quantities to determine when the reorder point has passed and how
many to reorder to reach the maximum inventory level. Unnecessary reservations can
increase the risk that inventory levels run low because the planning logic doesn't detect
reserved quantities.
The following image shows how reservations can hinder planning.

Learn more at Design Details: Reservation, Order Tracking, and Action Messaging.
Warnings
The first column in the planning worksheet is for the warning fields. A warning icon
displays when you create a planning line for an unusual situation.
Supply on planning lines with warnings typically won't be modified according to

planning parameters. Instead, the planning system suggests a supply to cover the exact
quantity of the demand. However, the system can be set up to respect planning
parameters for planning lines with certain warnings. The warning information is shown
on the Untracked Planning Elements page, which also shows order tracking links to
non-order network entities. There are three types of warnings:
Emergency
Exception
Attention
Emergency
The emergency warning displays 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. Learn more at Handling Projected Negative Inventory.
Document lines with due dates before the planning starting date are consolidated into
an emergency supply order. The order is planned 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 an exception. It shouldn't happen if the reorder point is
set correctly. Learn more at The Role of the Reorder Point.
Exception order proposals help ensure that the projected available inventory is never
lower than the safety stock level. The proposed quantity covers the safety stock, without
considering planning parameters. However, in some scenarios, order modifiers will be
considered.
７ Note
The planning system may have consumed the safety stock intentionally and will
then replenish it straight away. Learn more at Consume safety stock.
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. Learn more at
Stay below the overflow level.
７ Note
In planning lines with warnings, the Accept Action Message field is not selected
because the planner is expected to investigate the lines before carrying out the
plan.
Error logs
On the Calculate Plan request page, you can select the Stop and Show First Error field
to have the planning run stop when it encounters the first error. A message is displayed
with information about the error. If an error exists, the planning worksheet will show
only the planning lines that were successfully made before the error happened.
If the field isn't selected, the Calculate Plan batch job will continue until it has
completed. Errors won't interrupt the batch job. If there are errors, a message states how
many items were affected. The Planning Error Log page provides more details about the
error and links to the affected documents or setups.
Planning flexibility
It isn't always practical to plan an existing supply order. For example, when production
has started or you hire extra people on a specific day to do the job. To indicate whether
the planning system can change an order, 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 won't try to change the supply order line.
You can manually choose an option in the field, however, in some cases it'll be set
automatically by Business Central. The fact that you can manually set planning flexibility
is important because it makes it easy to adapt the use of the feature to different
workflows and business cases. To learn more about how this field is used, go to 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 doesn't consider any planning parameters and is therefore
not discussed further in this article. Learn more at Plan for New Demand Order by Order.
７ Note
We recommend that you don't use order planning if your 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.
These changes happen because the automated planning run uses planning
parameters that you might not have considered when you manually made the plan
in the Order Planning page.
Finite loading
Business Central provides a rough-cut schedule to plan reasonable use of resources. It
doesn't automatically create and maintain detailed schedules based on priorities or
optimization rules.
The intended use of the capacity-constrained resource feature is as follows:
To avoid overloading resources

To ensure that capacity isn't left unallocated if it could decrease the turn-around
time of a production order
When planning with capacity-constrained resources, Business Central ensures that

resources aren't loaded above their capacity (critical load). It assigns each operation to
the nearest available time slot. If the time slot isn't large enough to complete the
operation, it splits the operation into two or more parts in the nearest available time
slots.
７ Note
In case of operation splitting, the set-up time is only assigned one time because it's
assumed that some manual adjustment is done to optimize the schedule.
You can add dampener time to resources to minimize operation splitting. This time lets
Business Central schedule the load on the last possible day by slightly exceeding the
critical load percent.
See also

Design Details: Reservation, Order
Tracking, and Action Messaging
Article • 02/15/2022
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.
７ 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.
７ Note
This article uses names of locations from an earlier version of the demonstration
company in Business Central. These names do not map directly to the locations in
the current demonstration company. We encourage you to use the article to learn
about locations and not as step-by-step instructions for how to use the
demonstration company.
Reservation
A reservation is a firm link that connects a specific demand and a specific supply to each
other. This link directly affects the subsequent inventory transaction and ensures the
proper application of item entries for costing purposes. A reservation overrides the
default costing method of an item. For more information, see Design Details: Item
Tracking.
The 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 FP Order Receipt Prod. Order Line =Firm Remaining Qty.

receipts (Qty.) Planned (Base)
Scheduled Rel. Order Receipt Prod. Order Line =Released Remaining Qty.
receipts (Qty.) (Base)
Scheduled Qty. on Assembly Assembly Header =Order Remaining Qty.

receipts Order (Base)
Scheduled Qty. on Purch. Order Purchase Line =Order Outstanding Qty.

receipts (Base)
Scheduled Trans. Ord. Receipt Transfer Line N/A Outstanding

receipts (Qty.) Quantity
Gross Qty. On Sales Order Sales Line =Order Outstanding Qty.

requirements (Base)
Field in T27 Source table Table filter Source field
Gross Scheduled Need Prod. Order <>Simulated Remaining Qty.

requirements (Qty.) Component (Base)
Gross Qty. on Asm. Assembly Line =Order Remaining Qty.

requirements Component (Base)
Gross Trans. Ord. Shipment Transfer Line N/A Outstanding

requirements (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 The related quantity fields are updated.

quantity
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, The reservation is canceled.

variant, serial number, or lot
number
７ 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.
７ 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.
７ 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 Untracked

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
７ 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 Name "Component"

1
Item Name "Component"
1
Availability 100 units in WEST location
- 30 units of LOTA
- 70 units of LOTB
Item Name "Produced Item"

2
Production 1 qty. per of "Component"

BOM
Demand Sale for 100 units at EAST 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.
７ 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 EAST
location by a transfer order.
７ 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.

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 EAST to WEST
location is posted as received.
The order tracking entries are now similar to the first point in the scenario, before the
transfer order was posted as shipped only, except entries for the component are now of
reservation status Surplus. This is because the component need is still at WEST location,
reflecting that the Location Code field on the production order component line contains
WEST as set up in the Components at Location setup field. The supply that was
allocated to this demand before has been transferred to EAST location and cannot now
be fully tracked unless the component need on the production order line is changed to
EAST location.
At this point in the scenario, the Location Code on the production order line is set to
EAST. In addition, on the Item Tracking Lines page, the 30 units of LOTA and the 70
units of LOTB are assigned to the production order line.
Since the component need has been changed to EAST location, and the supply is
available as item ledger entries at EAST 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

Action message Description
Change Qty. Changes the quantity on an existing supply order to cover a changed or new
demand.
Reschedule Reschedules the due date on an existing order.
Resched. & Chg. Reschedules the due date and changes the quantity on an existing order.
Qty.
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: Balancing supply and
demand
Article • 02/28/2023
To understand how the planning system works, it's important to understand its
prioritized goals:
Any demand will be met by sufficient supply.

Any supply serves a purpose.
Generally, these goals are achieved by balancing supply with demand.
Supply and demand

The term supply refers to any kind of positive or inbound quantity, such as:
Inventory
Purchases
Assembly
Production
Inbound transfers
Sales returns
The term demand refers to any kind of gross demand, such as:
An item for a sales order

A component for a production order
Business Central also lets you use more technical types of demand, such as negative
inventory and purchase returns.
To sort the sources of supply and demand, the planning system organizes them on two
timelines called inventory profiles. One profile is for demand events, and the other is for
the corresponding supply events. Each supply event represents one entity on an order,
such as:
A sales order line

An item ledger entry
A production order line
When inventory profiles are loaded, the demand-supply sets are balanced to output a
supply plan that fulfills the listed goals.
Inventory levels and planning parameters are other types of supply and demand. These
types undergo integrated balancing to replenish stock items. Learn more at Design
Details: Handling Reordering Policies.
The concept of balancing, in brief

Demand comes from your customers. Supply is what you create and remove to establish
balance. The planning system starts with the demand and then tracks backwards to the
supply.
Inventory profiles contain information about the demands and supplies, quantities, and
timing. These profiles make up the two sides of the balancing scale.
The objective of planning is to balance the supply and demand of an item to ensure that
supply will match demand as defined by the planning parameters and rules.
Process orders before the planning start date

To avoid that a supply plan shows unreasonable suggestions, the planning system won't
plan anything in the period before the planning starting date. The following rule applies
to that period:
All supply and demand before the starting date of the planning period are
considered part of inventory or shipped.
With a few exceptions, the planning system won't suggest any changes to supply orders
in the period or create order tracking links for that period. The following are exceptions
to this rule:
The inventory that's projected to be available, including the sum of supply and
demand in the period, is below zero.
Backdated orders require serial or lot numbers.
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. So, 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 provide additional information.
Serial and lot numbers and order-to-order links are

exempt from the previous period
If serial or lot numbers are required or an order-to-order link exists, the planning system
disregards the rule about the previous period. It will include back-dated quantities from
the starting date and might suggest corrective actions if supply and demand aren't
synchronized. These demand-supply sets must match to ensure that a specific demand
is fulfilled.
Load inventory profiles

To sort the sources of supply and demand, the planning system organizes them on two
timelines called inventory profiles.
Supply and demand with due dates on or after the planning starting date are loaded
into each inventory profile. When loaded, the supply and demand types are sorted
according to overall priorities, such as:
Due date
Low-level codes
Location
Variant
Order priorities are applied to the different types to fulfill the most important demand
first. Learn more at Prioritizing Orders.
Demand can also be negative. Treat negative demand as supply. However, unlike typical
supply, negative demand is considered fixed supply. The planning system can take it
into account, but will not suggest 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, after a quantity is posted
from a supply order the planning system can't change it. The following orders can't 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 the supply and demand types, certain types are loaded with
attention to special rules and dependencies. The following sections in this article
describe these rules and dependencies.
Item dimensions are separated

The supply plan must be calculated for each combination of the item dimensions, such
as variant and location. Only the combinations that carry a demand and/or supply need
to be calculated.
The planning system looks for combinations in the inventory profile. When it finds a new
combination, it creates an internal control record that holds the information about the
combination. The planning system then inserts the SKU as the control record, or outer
loop. As a result, the planning parameters are set according to a combination of variant
and location, and the system can proceed to the inner loop.
７ Note
You don't have to enter a SKU record when you enter demand and/or supply for a
particular combination of variant and location. Therefore, if a SKU doesn't exist for
a given combination, Business Central creates a temporary SKU record based on
data from the item. If the Location Mandatory is toggle is turned on on the
Inventory Setup page, you must either create a SKU or turn on the Components at
Location toggle. Learn more at Planning With or Without Locations.
Serial and lot numbers are loaded by specification level

Serial and lot numbers are loaded into the inventory profiles along with the supply and
demand they're assigned to.
Supply and demand attributes are arranged by order priority and by their level of
specification. Because serial and lot number matches reflect the level of specification, a
more specific demand will match before a less specific demand. For example, a specific
demand might be a lot number specified for a sale line. A less specific demand might be
a sale from any lot number.
７ Note
The only dedicated prioritization rules for serial and lot-numbered supply and
demand are the level of specification defined by their combinations and how item
tracking is set up for the items.
During balancing, the planning system regards supply that has serial and lot numbers as
inflexible. The system won't increase or reschedule such supply orders. The one
exception to this is if they're used in an order-to-order relation. Learn more at Order-to-
order links are never broken. This exception protects the supply from receiving several,
possibly conflicting, action messages when it has varying attributes. For example,
varying attributes might be when the supply has a collection of different serial numbers.
Another reason why serial and lot-numbered supply are inflexible is because serial and
lot numbers are often assigned late in the process. It could be confusing if changes are
suggested at that point.
Serial and lot number balancing doesn't respect the rule about not planning anything
before the planning starting date. If supply and demand aren't synchronized, the
planning system will suggest changes or 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 only be used for what it
was originally intended. The linked demand shouldn't be covered by any other supply,
even if the supply is available in time and quantity. For example, you can't use an
assembly order that's linked to a sales order in an assemble-to-order scenario to cover
another demand.
Order-to-order supply and demand must balance precisely. The planning system will
ensure the supply 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).
７ Note
Serial and lot numbers can also be specified on order-to-order demand. In that
case, the supply is not inflexible, which is normally is for serial and lot numbers. In
this case, the system will increase or decrease according to changes in demand. If
one demand has varying serial and lot numbers, such as more than one lot number,
one supply order will be suggested for each lot.
７ 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 a changed production order will replace the lines of the original order. The change
ensures that the planning system doesn't duplicate planning lines for a component
need.
Consume safety stock

Safety stock quantity is a demand that's loaded into the inventory profile on the
planning starting date.
Safety stock is a quantity of inventory that's set aside to meet uncertainties in demand
during replenishment. However, it can be consumed to fulfill a demand. In that case, the
planning system will ensure that the safety stock is quickly replaced. The system
suggests a supply order to replenish the safety stock quantity on the date it's consumed.
The planning line will display an Exception warning icon explaining that the safety stock
has been partly or fully consumed by an exception order for the missing quantity.
Forecast demand is reduced by sales orders

Demand forecasts express anticipated future demand. While actual demand is entered,
typically as sales orders for produced items, it consumes the forecast.
The forecast itself is not reduced by sales orders. However, the forecast quantities that
are used in the planning calculation are reduced by the sales order quantities before the
remaining quantity enters the demand profile. For sales during a period, planning
includes both open sales orders and item ledger entries from shipped sales. The
exception to this rule is when they come from a blanket order.
You must 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 isn't used, regardless of whether it
was consumed. The first forecast figure of interest is either the planning starting date, or
the closest date to it.
The forecast can be for different types of demand:
Independent demand, such as sales orders

Dependent demand, such as production order components.
An item can have both types of forecast. During planning, consumption happens
separately, first for independent demand and then for dependent demand.
Blanket order demand is reduced by sales orders

Forecasting is supplemented by blanket sales orders as a way to specify 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. Consumption doesn't reduce the blanket order quantity.
The planning calculation includes open sales orders linked to the specific blanket order
line, but it doesn't include any valid time period. Also, it doesn't include posted orders
because the posting procedure has already reduced the outstanding blanket order
quantity.
Prioritize orders
Within a given SKU, the requested or available date represents the highest priority.
Today's demand should be dealt with before the next week's demand. But, in addition to
this overall priority, the planning system will make the following suggestions according
to order priorities:
Which type of demand you should fulfill first.

What source of supply should be applied before applying other sources of supply.
Loaded supply and demand contribute to a profile for projected inventory according to
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 needs
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)
７ Note
Purchase returns aren't usually involved in supply planning; they should always be
reserved from the lot that's going to be returned. If not reserved, purchase returns
play a role in 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 supply and demand
In addition to the priorities from the type of supply and demand, there are other things
that affect planning flexibility. For example, warehouse activities, and the status of the
following orders:
Sales
Purchase
Transfer
Assembly
Production
The status of these orders has the following effects:
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 planning system balances supply and demand by suggesting actions to revise
supply orders that aren't balanced. This balance happens for each combination of
variant and location.
Imagine that each inventory profile contains two strings:
A string of demand events, sorted by date and priority

A corresponding string of supply events
Each event refers to its source type and identification. The rules for balancing the item
are straightforward. Matching supply and demand can occur at any point in the process,
as follows:
1. No demand or supply exists for the item => the planning has finished (or should
not start).
2. Demand exists but there's no supply => supply should be suggested.
3. Supply exists but there's no demand for it => supply should be canceled.
4. Both supply and demand exist => questions should be asked and answered before
Business Central can ensure that the supply can meet the demand.
If the timing of the supply isn't suitable, perhaps the supply can be rescheduled, as
follows:
a. If the supply is placed earlier than the demand, perhaps the supply can be
scheduled out so that inventory is as low as possible.
b. If the supply is placed later than the demand, perhaps the supply can be
scheduled forward. Otherwise, the system will suggest new supply.
c. If the supply meets the demand on the date, the planning system can
investigate whether the quantity of the supply can cover the demand.
When the timing is in place, the quantity to supply can be calculated as follows:
a. If the supply quantity is less than the demand, the supply quantity could be
increased (or not, if you have a maximum quantity policy).
b. If the supply quantity is greater than the demand, the supply quantity can be
decreased (or not, if you have a minimum quantity policy).
At this point, one of these two situations exist:

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 for actions for supply events

For top-down calculations in which supply must fulfill demand, the demand is taken as a
given. It's outside the control of the planning system. However, the planning system can
manage the supply side and will make the following suggestions:
Create new supply orders

Reschedule existing orders or change their quantities
Cancel supply orders that are no longer needed
To exclude a supply order from the planning suggestions, you 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's 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's outside the window for rescheduling in the time bucket.
There's a closer supply that could be used.
On the other hand, the user may decide not to reschedule because:
The supply order is tied to another demand on a previous date.
The needed rescheduling is so minimal it's negligible.
Reschedule In: The date of an existing supply order can be scheduled in, except
under the following conditions:
It's linked directly to some other demand.
It's outside the window for rescheduling defined by the time bucket.
７ Note
When planning an item using a reorder point, you can reschedule the supply order.
This often happens 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.
７ Note
Although you can increase the supply order, the increase might 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.
７ Note
Although the quantity can be decreased, there might be 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 can
be canceled if it's been decreased to zero.
New: If there aren't any supply orders, or an existing order can't be changed to
meet the quantity needed on the due date for the demand, a new supply order is
suggested.
Determine the supply quantity

You define the planning parameters that control the suggested quantity of each supply
order.
When the planning system calculates the quantity of a new supply order or the quantity
to change on an existing order, the suggested quantity might differ from the actual
demand.
If a maximum inventory or fixed order quantities are selected, the suggested quantity
might be increased to meet the 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 might be modified in this sequence:
1. Down to the maximum order quantity.

2. Up to the minimum order quantity.
3. Up to meet the nearest order multiple.
Order tracking links during planning

For order tracking during planning, the planning system rearranges the order tracking
links for the combinations of items, variants, and locations. The system rearranges the
tracking links for the following reasons:
To verify its suggestions for covering all demand, and ensure that all supply orders
are needed.
The order tracking links must be rebalanced regularly.
Over time, order tracking links become out of balance. The links become out of balance
because the order tracking network isn't rearranged until a demand or supply event is
closed.
Before balancing supply by demand, the planning system deletes all order tracking links.
During the balancing process, when a demand or supply event is closed, it creates new
order tracking links between the supply and demand.
７ Note
Even if the item isn't set up for dynamic order tracking, the planning system will
create balanced order tracking links.
Close balanced supply and demand

Balancing supply has three possible outcomes:
The required quantity and date of the demand events are met and planning for
them can be closed. The supply event stays open and might be able to cover the
next demand. Keeping the supply event open lets the balancing procedure start
over with the current supply event and the next demand.
The supply order can't be modified to cover all of the demand. The demand event
is still open with an uncovered quantity that might be covered by the next supply
event. Therefore the current supply event is closed, and balancing can start over
with the current demand and the next supply event.
All of the demand is covered and there isn't a next demand (or there wasn't any
demand at all). Surplus supply might be decreased (or canceled) and then closed.
Any other supply events should also be canceled.
Finally, the planning system will create an order tracking link between the supply and
the demand.
Create the planning line (Suggested Action)

If a New, Change Quantity, Reschedule, Reschedule and Change Quantity, or Cancel
action is suggested to revise the supply order, the planning system creates a planning
line in the planning worksheet. For order tracking, the planning line is created not only
when the supply event is closed, but also if the demand event is closed. This is true even
though the supply event is still open and might be changed when the next demand
event is processed. The planning line may be changed again when it's created.
To reduce the load on the database when handling production orders, the planning line
can be maintained in three levels:
Create only the planning line with the current due date and quantity but without
the routing and components.
Include routing: the planned routing includes calculation of starting and ending
dates and times. Include routing is demanding in terms of database accesses. To
determine the ending and due dates, it might be necessary to calculate the routing
even if the supply event hasn't been closed. For example, if you're doing forward
scheduling.
Include BOM explosion: can happen just before the supply event is closed.
See Also

Design Details: Handling Reordering
Policies
Article • 02/28/2023
To include an item in supply planning, you must specify a reordering policy for it on the
Item Card page. The following reordering policies are available:
Fixed Reorder Qty.

Maximum Qty.
Order
Lot-for-Lot
The Fixed Reorder Qty. and Maximum Qty. policies relate to inventory planning. These
policies coexist with the step-by-step balancing of supply and order tracking.
The role of the reorder point

A reorder point represents demand during lead time. When inventory is projected to
pass below the level defined by the reorder point, it's time to order more. Inventory will
decrease gradually until the replenishment arrives. It might reach zero or the safety
stock level. The planning system suggests a forward-scheduled supply order at the point
when the inventory passes below the reorder point.
Inventory levels can move significantly during the time bucket. Therefore, the planning
system constantly monitors 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
At the start of the planning process, projected inventory is the gross quantity of
inventory. The gross quantity includes posted and un-posted supply and demand in the
past. This quantity becomes a projected inventory level that gross quantities from future
supply and demand maintain. Future supply and demand are introduced along the time
line, whether reserved or allocated in other ways.
The planning system uses projected inventory to monitor the reorder point and
determine the reorder quantity using the Maximum Qty. reordering policy.
Projected available inventory

Projected available inventory is the inventory that is available to fulfill demand at a given
point in time. The planning system uses projected available inventory when monitoring
the safety stock level. Safety stock must always be available for unexpected demand.
Time buckets
Projected inventory is important detecting when the reorder point is reached or crossed,
and to calculate the right order quantity when using the Maximum Qty. reordering
policy.
The projected inventory level is calculated at the start of the planning period. It's a gross
level that doesn't consider reservations or other allocations. To monitor this inventory
level during the planning sequence, the planning system monitors the aggregated
changes over a period of time. That period is called a time bucket. To learn more about
time buckets, go to Time buckets. The planning system ensures that the time bucket is
at least one day. One day is the minimum unit of time for demand or supply events.
Determining the projected inventory level

The following sequence describes how the planning system determines the projected
inventory level:
When a supply event is fully planned, such as a purchase order, it increases the
projected inventory on the event's due date.
When a demand event is fully satisfied, it won't 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 addition to projected inventory.
When a later supply event is planned and added to the timeline, the system
investigates posted decrease reminders one by one to the planned date of the
supply. During this process, the reorder point level of the internal increase
reminder might be reached or crossed.
If a new supply order is introduced, it checks whether it's entered before the
current supply. If it is, the new supply becomes current supply and the balancing
procedure restarts.
The following image shows 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 (there isn't more demand).
The projected inventory level increases 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. The planning system checks for a decrease reminder before Sb (in this example
there isn't, so no action is taken).
6. The planning system closes supply Sb (no more demand exists) by either A,
reducing it to 0 (cancel) or B, by leaving it as is.
The projected inventory level increases (A: +0 => +4 or B: +2 = +6).
7. The planning system makes a final check. Is there any decrease reminder? Yes,
there is one on the date of Da.
8. The planning system adds the decrease reminder of -3 reminder to the projected
inventory level, either A: +4 -3 = 1 or B: +6 -3 = +3.
9. For A, the planning system creates a forward-scheduled order starting on date Da.
For 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. Time
buckets help ensure that demands within the same time period are accumulated. The
system then check the effect on projected inventory and whether the reorder point has
been passed.
If you pass the reorder point, the system forward schedules a new supply order from the
end of the time bucket. Time buckets begin on the planning starting date.
The time bucket concept reflects the manual process of checking the inventory level on
a frequent basis rather than for each transaction. You define the frequency (the time
bucket). For example, you might gather all item needs from a vendor to place a weekly
order.
Time buckets are often 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.
Stay below the overflow level

When using the Maximum Qty. and Fixed Reorder Qty. reordering policies, the planning
system focuses on the projected inventory in the given time-bucket only. It might
suggest extra supply when negative demand or positive supply changes happen outside
the time bucket. For extra supply, the planning system calculates the quantity by which
you should decrease the supply. This quantity is called the “overflow level.” The overflow
is available 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 the reordering policy.
Maximum Qty.
Overflow level = maximum inventory
７ Note
If you use a minimum order quantity, it's added as follows:
overflow level = maximum inventory + minimum order quantity.
Fixed Reorder Qty.

overflow level = reorder quantity + reorder point
７ Note
If the minimum order quantity is higher than the reorder point, it's replaced as
follows:
overflow level = reorder quantity + minimum order quantity
Order multiple
If an order multiple exists, it adjusts the overflow level for both the Maximum Qty. and
Fixed Reorder Qty. reordering policies.
Creating the planning line with an overflow warning

A planning line is created when a supply causes the projected inventory to be higher
than the overflow level at the end of a time bucket. To warn about the extra 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

The quantity on a planning line is calculated as follows:
planning line quantity = current supply quantity – (projected inventory – overflow level)
７ Note
For sAs with all warning lines, the maximum and minimum order quantity and order
multiple are ignored.
Defining the action message type
If the planning line quantity is higher than 0, the action message is Change Qty.
If the planning line quantity is equal to or less than 0, the action message is Cancel
Composing the warning message

If there's 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 01-28-23”
Example scenario
In this scenario, a customer changes a sales order from 70 to 40 pieces between two
planning runs. The overflow feature reduces 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 decrease
Change Change Qty. Projected Inventory
Day one None 80
Sale -40 40
Change Change Qty. Projected Inventory
Purchase +90 130
End of time bucket None 130
Suggest to decrease purchase -30 100
order from 90 to 60
Resulting planning lines

The system creates a warning planning line to reduce the purchase by 30, from 90 to 60,
to keep the projected inventory at 100 according to the overflow level.
７ Note
Without the overflow feature, no warning is created if the projected inventory level
is above the maximum, which could cause an extra supply of 30.
Handling projected negative inventory

The reorder point expresses the anticipated demand during the lead time of the item.
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.
The planning system considers it an emergency if a future demand can't be served from
the projected inventory. Or, expressed in another way, that the projected inventory goes
negative. The system suggests that you create a new supply order to cover the unmet
part of the demand. The size of the new supply order won't consider the maximum
inventory or the reorder quantity nor the following order modifiers:
Maximum order quantity

Minimum order quantity
Order multiple
Instead, it reflects the exact deficiency.
The planning line for this type of supply order will display an Emergency warning icon
provide additional information about the situation.
In the following image, 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 the time-bucket prevents that.)
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. The reorder point hasn't been crossed.
8. Supply C is closed (there's no more demand).
9. Final check. There are no outstanding inventory level reminders.
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 Quantity

The Fixed Reorder Qty. policy is typically used for inventory planning for items with the
following characteristics:
Low inventory cost

Low risk of obsolescence
Low number of items
Typically, use this policy with a reorder point that reflects the anticipated demand during
the item's lead time.
Calculated per time bucket

If you reach or cross at the reorder point in a time bucket (reorder cycle), the system
suggests two actions:
Create a new supply order for the reorder quantity

Forward schedule the order from the first date after the end of the time bucket
The time bucketed reorder point reduces the number of supply suggestions. It reflects a
process of manually checking to actual contents of bins in your warehouse.
Creates only necessary supply

Before it suggests a new supply order to meet a reorder point, the planning system
checks for the following supply:
Whether supply is already ordered

Whether you expect to receive the supply within the item’s lead time
The system won't suggest a new supply order if a supply will bring the projected
inventory to the reorder point within the lead time.
Supply orders that are created specifically to meet a reorder point are excluded from
supply balancing and won't be changed. If you want to phase out an item that has a
reorder point, review your outstanding supply orders manually or change the reordering
policy to Lot-for-Lot. The system will reduce or cancel extra supply.
Combines with order modifiers

The Minimum Order Quantity, Maximum Order Quantity, and Order Multiple order
modifiers shouldn't play a significant role when you use the Fixed Reorder Qty. policy.
However, the planning system takes them into account:
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
Round up the order quantity to meet a specified order multiple
Combines with calendars

Before suggesting a new supply order to meet a reorder point, the planning system
checks whether the order is scheduled for a non-working day. It uses the calendars you
specify in the Base Calendar Code field on 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 work day. Moving the date might result in an order that meets a
reorder point but doesn't meet a specific demand. For such unbalanced demand, the
planning system creates an extra supply.
Shouldn't be used with forecasts

Because the anticipated demand is already expressed in the reorder point level, it isn't
necessary to include a forecast in the planning. If it's relevant to base the plan on a
forecast, use the Lot-for-Lot policy.
Must not be used with reservations
If you have reserved a quantity, for instance a quantity in inventory, for a distant
demand, you might disturb the planning foundation. Even if the projected inventory
level is acceptable in relation to the reorder point, the quantities might not be available.
The system might try to compensate by creating exception orders. However, we
recommend that the Reserve field is set to Never on items that are planned using a
reorder point.
Maximum Quantity
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. Therefore, it usually differs from order to order.
Calculate per time bucket

When you reach or cross the reorder point, the system determines the reorder quantity
at the end of a time bucket. It measures the gap between the current projected
inventory level and the specified maximum inventory to determine the quantity to order.
The system then checks:
Whether supply is already ordered

Whether you expect to receive the supply within the item’s lead time
If so, the system reduces the quantity of the new supply order by the quantities already
ordered.
If you don't specify a maximum inventory quantity, the planning system ensures that the
projected inventory reaches the reorder quantity.
Combine with order modifiers
Depending on your setup, it might be best to combine the Maximum Quantity policy
with order modifiers:
To ensure a minimum order quantity

Round the quantity to an integer number of purchase units of measure
Split the quantity into lots as defined by the maximum order quantity
Combine with calendars
Before suggesting a new supply order to meet a reorder point, the planning system
checks whether the order is scheduled for a non-working day. It uses the calendars you
specify 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 work day. Moving the date might result in an order that meets a
reorder point but doesn't meet a 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 cover a specific
demand. Typically, the Order reordering policy is used for items with the following
characteristics
Demand is infrequent
The lead-time is insignificant
Required attributes vary
Business Central creates an order-to-order link, which acts as a preliminary connection

between the supply (a supply order or inventory) and the demand. You can apply the
order-to-order link during planning in the following ways:
When you use the Make-to-Order manufacturing policy to create multi-level or

project type production orders (producing needed components on the same
production order)
When you use sales order planning to create a production order from a sales order
 Tip
If item attributes don't vary, it might be best to use a Lot-for-Lot reordering policy.
As a result, the system uses 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 reason for this exception is that
specific demand-supply sets must be synchronized. To learn more about the frozen zone
that applies to most demand-supply types, go to Process orders before the planning
start date.
Lot-for-Lot
The Lot-for-Lot policy is the most flexible because the system only reacts to actual
demand. It acts on anticipated demand from forecast and blanket orders and then
settles the order quantity based on the demand. The policy is intended for items where
inventory can be accepted but should be avoided.
In some ways, the Lot-for-Lot policy is similar to the Order policy. It can accept
quantities in inventory, and it bundles demand and supply in the time buckets you
define.
You specify the time bucket in the Time Bucket field on the Item Card page. The
minimum size of time bucket is one day, because that's the smallest time unit of
measure on demand and supply events in Business Central.
The time bucket also limits when you should reschedule a supply order to meet a given
demand. Supply within the time bucket is rescheduled in or out to meet the demand.
Earlier supply will cause extra inventory, and you should cancel it. For supply that's later,
create a new supply order.
With this policy, you can specify a safety stock to compensate for changes in supply or
to meet a sudden demand. The lot-for-lot policy can also include a dampener period
and dampener quantity to reduce order scheduling.
Together with the Rescheduling Period field, the Lot Accumulation Period field
contributes to defining the reorder cycle. From the date of the first demand, all
demands are accumulated in the next lot accumulation period into one supply order on
the date of the first demand. Demand that is outside the lot accumulation period is not
covered by the supply order.
Because the supply order quantity is based on the actual demand, it can make sense to
use order modifiers:
Round up the order quantity to meet an order multiple (or purchase unit of
measure)
Increase the order to a specified minimum order quantity
Decrease the quantity to the specified maximum quantity (and thus create two or
more supplies to reach the total needed quantity)
See Also

Article • 05/04/2023
This article describes the planning parameters that you can use in Business Central.
How the planning system controls item supply is determined by various settings on the
Item Card, SKU, and Manufacturing Setup pages. The following table explains how
planning uses these settings.
Purpose Settings
Define whether the item is 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 whether the item is planned

To include an item or SKU in the planning process, you must assign it a reordering
policy. Otherwise, it must be planned manually, for example, by using 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. The reorder point defines the quantity. Otherwise, it
will be zero. Zero can be adjusted by entering a safety stock quantity. If you define a
safety lead time, the proposal will 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.). The inventory level is checked after each time bucket. The first time
bucket begins on the planning start date.
７ Note
When calculating time buckets, the planning system ignores working calendars that
are defined in the Base Calendar Code field on the Company Information and
Location Card pages.
On the Manufacturing Setup page, you should set the default safety lead time to at
least one day. The due date of the demand might be known, but not the due time. The
planning schedules backward to meet gross demand. If you don't define a safety lead
time, the goods might arrive too late to meet the demand.
The Rescheduling Period, Lot Accumulation Period, and Dampener Period fields 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 reordering policy determines
when, and how much, to order.
Independent of the reordering policy, the planning system usually follows this logic:
1. Calculate the quantity of the order proposal to meet the 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's 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 isn't filled in, only the gross demand on the same due date
is added.
Reordering policies
The following reordering policies affect the quantity that's reordered. To learn more
about reordering policies, go to Design Details: Handling Reordering Policies.
Reordering Description
policy
Fixed At a minimum, the order quantity will be equal to the reorder quantity. You can
Reorder increase the quantity to meet the demand or the desired inventory level. This
Qty. reordering policy is usually used with a reorder point.
Maximum The order quantity is calculated to meet the maximum inventory. If quantity
Qty. 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
A planner can fine-tune planning parameters to limit rescheduling suggestions,
accumulate demand (dynamic reorder quantity), or to avoid insignificant planning
actions. The following fields help optimize when and how much to reorder.
Field Description
Rescheduling This field determines whether the action message should reschedule an existing
Period 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.
Note: This parameter only works with the Lot-for-Lot reordering policy.
Lot With the reordering policy Lot-for-Lot, this field is used to accumulate multiple
Accumulation supply needs into one supply order. From the first planned supply, the system
Period 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 This field is used to avoid minor rescheduling of existing supply out in time.
Period 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 don't 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.
７ Note
With the reordering policy Lot-for-Lot, the value of the Lot Accumulation Period
field must be equal to or larger than the value of the Dampener Period field.
Otherwise, the dampener period is reduced during the planning routine to match
the lot accumulation 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's 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's a demand in the dampener period and the supply remains on the
same date. However, the current supply quantity doesn't cover the demand in the lot
accumulation period. 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 field on the Item Card page defines which other orders the
MRP calculation proposes.
If the Make-to-Stock option is used, the orders concern only the item.
If the Make-to-Order option is used, the planning system analyzes the production BOM
of the item and creates 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.
Use low-level codes to manage derived
demand
Use low-level codes to make derived demand for components progress through to the
lower levels of the BOM. To learn more about low-level codes, go to Item Priority / Low-
Level Code.
You can assign a low-level code to each part in the product structure or the indented
BOM. The top final assembly level is denoted as level 0 - the end item. The higher the
low-level code number, the lower the item is in the hierarchy. For example, end items
have low-level code 0, and the item parts that go into the assembly of the end item
have low-level codes 1, 2, 3, and so on. The result is the planning of component parts
coordinated with the requirements of all higher-level part numbers. When you calculate
a plan, the BOM is exploded in the planning worksheet, and the gross requirements for
level 0 are passed down the planning levels as gross requirements for the next planning
level.
On the Manufacturing Setup page, use the Dynamic Low-Level Code toggle to specify
whether to immediately assign and calculate low-level codes for each component in the
product structure. If you have large amounts of data, this function can have negative
effects on the program's performance, for example during automatic cost adjustment.
Note that this is not a retroactive function, so it is a good idea to consider the use of this
facility beforehand.
As an alternative to the automatic calculation that occurs dynamically if the field is

selected, you can run the Calculate Low-Level Code batch job from the Manufacturing
menu by clicking Product Design, Calculate Low-Level Code.
） Important
If you don't turn on the Dynamic Low-Level Code toggle, you must run the
Calculate Low-Level Code batch job before you calculate a supply plan (the
Calculate Plan batch job).
７ Note
Although you turn on the Dynamic Low-Level Code field selected, the low-level
codes of component items aren't changed dynamically if a parent BOM is deleted
or set to non-certified. This case might make it difficult to add new items to the end
of the product structure because it might exceed the maximum number of low-
level codes. Therefore, for large product structures that reach the low-level code
limit, you can run the Calculate Low Level Code batch job frequently to maintain
the structure.
See also

Design Details: Planning Assignment
Table
Article • 02/15/2022
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

Article • 02/28/2023
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, you might have a chain of transfers. Supply to GREEN
location is transferred from YELLOW, supply to YELLOW is transferred from RED, and so
on. In the beginning of the chain, there's a replenishment system of Prod. Order or
Purchase.
７ Note
If you compare the following situations, it's clear that the planning task in the latter can
become complex:
A supply order is directly facing a demand order

A sales order is supplied through a chain of SKU transfers
If demand changes, it might cause a ripple effect through the chain. All transfer orders,
plus the purchase and production order in the opposite end of the chain, will have to be
updated to re-balance demand and supply.
Why is a transfer a special case?

Transfer orders are similar to other orders, such as purchase and production orders.
However, behind the scene they're different.
One difference is that a transfer line represents both demand and supply. The outbound
part that's shipped is demand. The inbound part that's received at the new location is
supply at that location.
When Business Central changes the supply side of the transfer, it must make a similar
change on the demand side.
Transfers are dependent demand

The demand and supply relationship is similar to components on production order lines.
The difference is that components on production order lines are on the next planning
level, and have a different item. The two parts of the transfer are on the same level for
the same item.
An important similarity is that components and transfers are dependent demand.

Demand from a transfer line is dictated by the supply side of the transfer. If the supply
changes, the demand is directly affected.
Unless the planning flexibility is None, a transfer line shouldn't be treated as

independent demand in planning.
In the planning procedure, the transfer demand should only be taken into account after
the planning system has processed the supply side. Before that processing happens, the
actual demand isn't known. The sequence of changes is important for transfer orders.
Planning sequence
The following image shows an example of a string of transfers.
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 starts at the customer demand and works its way
back through the chain. The demands and supplies are processed for one location at a
time.
Transfer level code

The transfer level code of the SKU determines the sequence in which the planning
system processes locations.
The transfer level code is an internal field. The field is calculated and stored on the SKU
when you create or modify the SKU. The calculation runs across all SKUs for a given
combination of item and item variant. The calculation uses the location code and the
transfer-from code to determine the route to use for the SKUs. The calculation ensures
that all demands are processed.
The transfer level code will be 0 for SKUs with Purchase or Prod. Order replenishment
system, and will be -1 for the first transfer level, -2 for the second, and so on. In the
example described in the previous section, the levels would be -1 for RED and -2 for
GREEN, as shown in the following illustration.
When updating a SKU, the planning system detects whether replenishment systems for
SKUs have circular references.
Planning transfers without SKU

For less advanced warehouse setups, you can use locations and make manual transfers
between locations, even if you don't use SKUs. For example, the transfer might cover a
sales order at that location. The planning system reacts to changes in the demand.
For manual transfers, the planning system analyzes transfer orders and then plans the
order in which to process the locations. Internally, the planning system uses temporary
SKUs that have transfer level codes.
If there are several transfers to a location, the first transfer order defines the planning
direction. Transfers in the opposite direction are canceled.
Changing quantity with reservations

When changing quantities on a supply, the planning system takes reservations into
account. The reserved quantity represents the lower limit for how much to reduce the
supply.
When you change the quantity on a transfer order line, keep the lower limit in mind. The
lower limit is the highest reserved quantity of the outbound and inbound transfer lines.
For example, a transfer order line of 117 pieces is reserved for the following lines:
A sales line of 46
A purchase line of 24
Even though the inbound side might have excess supply, you can't reduce the transfer
line below 46.
Changing quantity in a transfer chain

Here's an example of what happens when you change a quantity in a transfer change.
The starting point is a balanced situation with a transfer chain supplying a sales order of
27 at location RED. There's a corresponding purchase order at location BLUE. Both
transfers go through location PINK. There are two transfer orders, BLUE-PINK and PINK-
RED.
Now, the planner at the PINK location chooses to reserve for the purchase.
The reservation usually means that the planning system ignores the purchase order and
transfer demand. There isn't a problem long as there's balance. But what happens when
the RED location changes the order from 27 to 22?
When the planning system runs again, it should get rid of excess supply. However, the
reservation locks 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 isn't reserved, but the outbound part is. The reservation means that you can't
reduce the quantity below 27.
Lead time calculation

When calculating the due date of a transfer order, different kinds of lead time are taken
into account.
The following lead times are active when planning a transfer order:
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 is shown in the Transfer Shipment Date field. The
receipt date of the transfer line is shown in the Due Date field.
The starting and ending dates describe the actual transportation period.
The following image shows the interpretation of the starting date-time and ending
date-time on planning lines for transfer orders.
The example shows the following calculations:
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 on the Manufacturing Setup page and the related
Safety Lead Time field on the Item Card page aren't included in transfer order
calculations. However, the safety lead time does influence the total plan. The safety lead
time affects the replenishment order (purchase or production) at the beginning of the
transfer chain. That's the point where the items were put in the location from which
they'll 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 you reschedule a transfer line, the planning system finds the outbound part and
changes the date-time.
７ Note
If a lead time is defined, there'll be a gap between the shipment and the receipt.
The lead time can consist of more elements, such as transportation time and
warehouse handling time. On a time line, the planning system moves back in time
while it balances the elements.
When you change the due date on a transfer line, the lead time must be calculated to
update the outbound side of the transfer.
Serial and lot numbers in transfer chains

If the demand uses serial or lot numbers, and you run the planning engine, it will create
transfer orders. For more information about this concept, see Item Attributes. However,
if serial or lot numbers are removed from the demand, the transfer orders still use the
serial or lot numbers and planning will ignore them (not deleted).
Order-to-order links
In this example, the BLUE SKU is set up with an Order reordering policy. The PINK and
RED SKUs have the Lot-for-Lot reordering policy. Creating a sales order for 27 at
location RED leads to a chain of transfers. The last transfer is at location BLUE, and it's
reserved with binding. In this example, the reservations aren't hard reservations created
by the planner at PINK location. The planning system creates the bindings. The
important difference is that the planning system can change the latter.
If the demand is changed from 27 to 22, the planning system will lower the quantity
through the chain. The binding reservation is also reduced.
See Also
Design Details: Planning With or Without Locations

Design Details: Availability in the
Warehouse
Article • 02/28/2023
Stay on top of item availability to ensure that outbound orders flow efficiently, and that
your delivery times are optimal.
Availability can vary, depending on several factors. Fr example:
Allocations at the bin level when warehouse activities such as picks and
movements happen.
When the inventory reservation system imposes restrictions to comply with.
Before allocating quantities to picks for outbound flows, Business Central verifies that all
conditions are met.
When conditions aren't met, error messages are shown. One typical message is the
generic "Nothing to handle." message. The message can be shown for many different
reasons in outbound and inbound flows where a document line contains the Qty. to
Handle field.
Bin content and reservations

Item quantities exist both as warehouse entries and as item ledger entries in inventory.
These two types of entries contain different information about where items are and
whether they're 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 for outbound documents.
Business Central calculates the quantity that's available to pick when bin content is
coupled with reservations.
Quantity available to pick

Business Central reserves items for pending sales order shipments so that they aren't
picked for other sales orders that ship earlier. Business Central subtracts quantities of
items that are already being processed, as follows:
Quantities reserved for other outbound documents.

Quantities on existing pick documents.
Quantities picked but not yet shipped or consumed.
The result is calculated dynamically and displayed in the Available Qty. to Pick field on
the Pick Worksheet page. The value is also calculated when users create warehouse
picks directly for outbound documents. The following are examples of outbound
documents:
Sales orders
Production consumption
Outbound transfers
The result is available in these documents in the quantity fields, such as the Qty. to
Handle field.
７ Note
For 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, when you 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

Business Central calculates the quantity available to pick 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 coexist, the quantity of items that
are available to reserve must align with allocations to outbound warehouse documents.
You can reserve all inventory items, except items for which outbound processing has
started. The quantity that's available to reserve is defined as the quantity on all
documents and bin types. The following outbound quantities are exceptions:
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 can't be reserved because it's allocated in the
warehouse is displayed in the Qty. Allocated in Warehouse field on the Reservation
page.
Calculating the quantity available to reserve

Business Central calculates the quantity available to reserve 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
Warehouse Management Overview View the Availability of Items

Design Details: Item Tracking
Article • 02/15/2022
As the flow of goods in today's supply chain becomes more and more complex, the
ability to keep track of items is increasingly important to the companies involved.
Monitoring an item's transaction flow is a legal requirement in the business of medical
and chemical supply, but other businesses may want to monitor products with
warranties or expiration dates for customer service reasons.
An item tracking system should provide a company with easy handling of serial and lot
numbers, considering each unique piece of merchandise: when and where received,
where stored, when and where sold. Business Central has gradually expanded its
coverage of this business requirement and today provides application-wide functionality
and a solid core on which to develop extensions.
In This Section
Design Details: Item Tracking Design
Design Details: Item Tracking Posting Structure
Design Details: Active versus Historic Item Tracking Entries
Design Details: Item Tracking Lines Page
Design Details: Item Tracking Availability
Design Details: Item Tracking and Planning
Design Details: Item Tracking and Reservations
Design Details: Item Tracking in the Warehouse
See Also
Work with Serial, Lot, and Package Numbers

Article • 02/15/2022
Item tracking in Business Central started with Dynamics NAV. The item tracking
functionality is in a separate object structure with intricate links to posted documents
and item ledger entries, and it is integrated with the reservation system, which handles
reservation, order tracking, and action messaging. For more information, see Design
Details: Reservation, Order Tracking, and Action Messaging in the Supply Planning
design details.
This design incorporates item tracking entries in total availability calculations

throughout the system, including planning, manufacturing, and warehousing. Serial and
lot numbers are applied on the item ledger entries to ensure simple access to historical
data for item tracking purposes. With 2021 release wave 1, item tracking in Business
Central includes package numbers.
With the addition of serial, lot, and package numbers, the reservation system handles
permanent item attributes while also handling intermittent links between supply and
demand in the form of order tracking entries and reservation entries. Another different
characteristic of serial or lot numbers compared to the conventional reservation data is
the fact that they can be posted, either partially or fully. Therefore, the 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 Posting
Structure
Article • 02/15/2022
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: Active versus Historic
Item Tracking Entries
Article • 02/15/2022
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.
Quantity Qty. to Qty. to Invoice Quantity Handled Quantity Invoiced

(Base) Handle (Base) (Base) (Base)
T337 7 0 0 0 0
T336 0 0 0 0 0
Step 2: Receive four pieces.
Quantity Qty. to Qty. to Quantity Quantity

(Base) Handle Invoice (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.

Lines page
T337 1 0 0 0 0
T336 6 0 0 6 2
Step 4: Receive one piece.

Lines page
T336 7 0 0 7 2
Invoice 5 pieces.

Lines page
T336 7 0 0 7 7
See Also

Article • 02/15/2022
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 Availability
Article • 02/15/2022
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 The total quantity of the serial or lot number that is currently requested in all
Requested documents.
Quantity
Current The quantity that is entered in the current instance of the Item Tracking Lines
Pending page but is not yet committed to the database.
Quantity
Total Available The quantity of the serial or lot number that is available for the user to request.
Quantity
This quantity is calculated from other fields on the page as follows:
total quantity – (total requested quantity + current pending quantity).
７ 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 and
Planning
Article • 02/15/2022
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 and
Reservations
Article • 02/15/2022
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.
７ 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.
Reservation Description
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.
Type 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.
７ 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 in the
Warehouse
Article • 02/15/2022
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: Integration with Inventory
Design Details: Warehouse Availability

Design Details: General Journal Post
Line
Article • 03/31/2022
This documentation provides detailed technical insight into the concepts and principles
that were used to redesign the general journal posting line feature in Business Central.
The redesign made codeunit 12 simpler and more maintainable. The documentation
starts by describing conceptual overviews of the redesign. Then it explains the technical
architecture to show the changes that result from the redesign.
） Important
The information in this section applies to the redesign in an earlier version of the
product, Microsoft Dynamics NAV 2013 R2.
In This Section
General Journal Post Line Overview
Design Details: Posting Interface Structure
Design Details: Posting Engine Structure
See Also
Work with General Journals Design Details: General Journal Post Line (Dynamics NAV)

General Journal Post Line Overview
Article • 02/15/2022
Codeunit 12, Gen. Jnl.-Post Line, is the major application object for general ledger
posting and is the only place to insert general ledger, VAT, and customer and vendor
ledger entries. This codeunit is also used for all Apply, Unapply and Reverse operations.
In Microsoft Dynamics NAV 2013 R2, the codeunit was redesigned because it had
become very large, with approximately 7,600 code lines. The architecture was changed
and the codeunit has been made simpler and more maintainable. This documentation
describes the changes and provides information that you will need for upgrade.
Old Architecture
The old architecture had the following features:
There was extensive use of global variables, which increased the possibility of
hidden errors due to use of variables with the wrong scope.
There were many long procedures (with more than 100 code lines) that also had
high cyclomatic complexity (that is, a lot of CASE, REPEAT, IF nested statements),
which made the code very difficult to read and maintain.
Several procedures that were only used locally and were only meant to be used
locally were not marked as local.
Most procedures had no parameters and used global variables. Some used
parameters and overrode global variables with locals.
Code patterns for searching the general ledger accounts and creating general
ledger and VAT entries was not standardized and varied from place to place. In
addition, there was a lot of code duplication and broken symmetry between
customer and vendor code.
A large part of the code in codeunit 12, approximately 30 percent, related to
payment discount and tolerance calculations, although these features are not
needed in many countries or regions.
Posting, Apply, Unapply, Reverse, Payment Discount and Tolerance, and Exchange
Rate Adjustment were married together in codeunit 12 using a long list of global
variables.
New Architecture
In Business Central, codeunit 12 has had the following improvements:
Codeunit 12 has been refactored into smaller procedures (all less than 100 code
lines).
Standardized patterns for the search of general ledger accounts have been
implemented by using helper functions from Posting Group tables.
A Posting Engine Framework has been implemented to manage the start and finish
of transactions and to isolate the creation to general ledger and VAT entries, the
collection of VAT adjustment, and the calculation of additional currency amounts.
Code duplication has been eliminated.
Many helper functions have been transferred to corresponding customer and
vendor ledger entry tables.
The use of global variables has been minimized, so that each procedure uses
parameters and encapsulates its own application logic.
See Also
Design Details: General Journal Post Line (Dynamics NAV)

Design Details: Posting Interface
Structure
Article • 02/15/2022
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

Article • 02/15/2022
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);
Routine Description
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: Non-deductible VAT
Article • 07/06/2023
Non-deductible value-added tax (VAT) is the VAT that's payable by a purchaser, but that
isn't deductible from the purchaser's own VAT liability. Because it can be difficult to
know where and how an item is used, you must contact the local tax authorities in your
country or region to determine whether a specified percentage of the VAT is deductible.
Even when you know that a specific percentage of the VAT isn't deductible, there are
different models for handling non-deductible amounts as they are related to items and
fixed assets.
Prerequisites for using non-deductible VAT

To use and post non-deductible VAT, follow these steps.
1. On the VAT Setup page, select Enable Non-Deductible VAT to enable the feature.
2. On the VAT Posting Setup page, select which VAT posting groups can use non-
deductible VAT.
Examples
For the following examples, non-deductible VAT is enabled, and the following setup is
completed:
The VAT Product Posting Group field is set to NDVAT.
On the VAT Posting Setup page:

NDVAT is set as the VAT product posting group, and DOMESTIC is set as the
VAT business posting group.
The VAT Identifier value must be unique.
The VAT % field is set to 25.
The Allow Non-deductible VAT field is set to Allow.
The Non-deductible VAT % field is set to 100.
The VAT Calculation Type field is set to Normal VAT.
Only the sales VAT account and purchase VAT account are configured.
All the examples use items and fixed assets where the VAT product posting group is
NDVAT.
Items
A new item has NDVAT set as the VAT product posting group. In the purchase
document, Quantity = 1 and Direct Unit Cost Excl. VAT = 1,000.00.
Regardless of the option that's used, the results in the VAT entry are the same.
Document Type Base Amount Non-Deductible VAT Non-deductible VAT

Type Base Amount
Invoice Purchase 0.00 0.00 1,000.00 250.00
The details are shown in the value entries.
７ Note
You can enable the Use for Item Cost field on the VAT Setup page.
Use for Item Cost isn't enabled
Item Ledger Entry Type Entry Type Cost Amount (Actual) Item Ledger Entry Quantity
Purchase Direct Cost 1,000.00 1
Use for Item Cost is enabled
Item Ledger Entry Type Entry Type Cost Amount (Actual) Item Ledger Entry Quantity
Purchase Direct Cost 1,250.00 1
Fixed assets
A new fixed asset has the acquisition cost account set to use NDVAT as the VAT product
posting group. In the purchase document, Quantity = 1 and Direct Unit Cost Excl. VAT
= 1,000.00.
Regardless of the option that's used, the results in the VAT entry are the same.
Document Type Base Amount Non-Deductible VAT Non-deductible VAT

Type Base Amount
Invoice Purchase 0.00 0.00 1,000.00 250.00
The details are shown in the fixed asset ledger entries.

７ Note
You can enable the Use for Fixed Asset Cost field on the VAT Setup page.
Use for Fixed Asset Cost isn't enabled
Document Type FA Posting Type Amount VAT Amount
Invoice Acquisition Cost 1,000.00 250.00
Use for Fixed Asset Cost is enabled
Document Type FA Posting Type Amount VAT Amount
Invoice Acquisition Cost 1,000.00 250.00
Invoice Acquisition Cost 250.00 0.00
See also
Set up non-deductible VAT
Finance

Sign up for a free Dynamics 365
Business Central trial
Article • 09/19/2022
Business Central offers a free trial. After a quick sign-up, you'll have access to many of
the app's key features. The trial allows you to test the app with sample data. If you want
to try out things with your own data, you'll switch to a free 30-day trial. Learn more
about Business Central features.
To sign up for the trial

1. Go to the trial site , choose Finance and operations, and then, on the Dynamics
365 Business Central card, choose the Try for free button.
2. Enter your work or school email address and other details. You'll be redirected to
your trial at https://businesscentral.dynamics.com/ .
The trial takes a few moments to load, then you can start using the app. The Get Started
checklist takes you through the steps to make you ready for business. The steps vary
depending on your country/region and any industry-specific functionality that you've
added to your Business Central.
In Business Central, some things will be familiar to you, and other things might be
unfamiliar. When you first sign in to the demonstration company, you get access to a
Get Started card with a link to show demo tours. For more information, see Get Ready
for Doing Business and the quick starts articles.
 Tip
Business Central includes tooltips for fields and actions that can help guide you
through the various business processes. Some pages also have teaching tips and
tours to help you. On each tooltip and teaching tip, choose the Learn more link to
open the Help pane where you find information about the current page and related
tasks. On all pages, use Ctrl + F1 on your keyboard to open the Help pane. On any
device, use the question mark in the upper right corner to get to the Help.
If you decide not to use Business Central, you can let the trial expire.
７ Note
If a Business Central trial is left unused for 45 days, Microsoft considers the trial as
expired, and the Business Central tenant is deleted.
If the trial is converted to a paid subscription before the trial expires, the
countdown to 45 days of non-usage does not apply.
Should you run into problems, check the Trial FAQ or Frequently Asked Questions
articles to find answers to some of your questions. If you're unable to sign up for the
trial, check the Troubleshooting Self-Service Sign-Up article for tips. You can also contact
a partner and ask them to create a free trial or a different type of preview of Business
Central for you.
What to try
Your trial environment includes the same features as the paid version. The links below
guide you through some of the key features.
Overview of business functionality

Get started
Get productive
Quick starts
Get 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. You can also customize Business Central by adding apps from the
Microsoft commercial marketplace .
Business Central online uses Microsoft 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 .
 Tip
If you want to start using Business Central to run your business, you must buy a
license. Your administrator can then assign the license to users. However, if you
want to convert a 30-day trial company into your actual production company, we
encourage all users to sign out of Business Central. Then, once an administrator has
assigned the license to your account, the first user who signs into Business Central
must be a user with this license assigned. This way, the 30-day trial ends, and any
trial-related notifications disappear so that users can use Business Central to do
work.
For more information about what you can do with Business Central, see Getting Ready
for Doing Business and Business Functionality.
Additional resources
Visit our video library
Trial FAQ
Troubleshooting Self-Service Sign-Up
Personalize Your Workspace
Run and Print Reports
Accessibility and Keyboard Shortcuts
Trials and Subscriptions (for administrators)
Dynamics 365 Business Central trial FAQ
Article • 09/19/2022
Sign-up
Which email address I should use to sign up?

Use your work or school email address. We'll establish your trial on your organization’s
account. You can't use email addresses provided by consumer email services or
telecommunication providers, such as outlook.com, hotmail.com, gmail.com, and others.
What are the system requirements for the trial?

This app is a cloud-based service that doesn't require special software other than an up-
to-date web browser, though some restrictions apply.
How do I sign up for the trial without a Microsoft 365

tenant?
You can't. Use a work or school email address.
Can I sign up for other Dynamics 365 apps such as Sales,

Marketing, and Customer Service?
Yes, you can. To view all available trials, visit the trial hub page . You can use the same
email account to sign up for different trials.
Trial app
I didn't receive the trial details email after signing up,

what should I do?
When you sign up for the trial, you'll receive an email with the trial details. If you don't
see the email in your inbox, check your spam folder. Alternatively, use the following
steps to access your app:
2. Enter your work or school email address. You'll be redirected to your trial app.
How do I add more users to a trial?

To add users, your administrator must go to the Microsoft 365 admin center . Then
they can follow the admin center guidance to add users up to the trial license limit. If
the user you're adding already has a Microsoft 365 account, assign them the relevant
license. For more information, see Assign licenses to users in the Microsoft 365 content.
How many users can I add to my trial environment?

You can add an unlimited number of users to the trial environment.
How do I reset the trial environment?

You can't reset the trial environment. But ask your admin to create a fresh sandbox
environment so that you can play around with the various capabilities. For more
information, see Production and Sandbox Environments in the admin content.
If you want to cancel Business Central during a trial period, you must ask your Microsoft
365 administrator to remove the trial subscription from your company's account in the
Microsoft 365 admin center . See also Unsubscribe or Remove Business Central.
Trial expiration and extension
How do I extend the trial?

You can extend the trial for another trial period. For instructions, see Need More Time to
Decide Whether to Subscribe?. You can extend your trial once.
７ Note
Can I convert the trial to a paid license?
Yes, you can! For more information, see Get Started with a Subscription.
What are the trial limits and quotas?

The free trial includes sample data. 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. Your administrator
can learn more about trials and subscriptions here.
How do I start using the trial?

After you sign up for the trial, you will arrive on the default home page. The home page
provides links to some of the most common tasks, and you can access in-product tips
and tours.
Assisted setup guides can help you set things up. For more information, see Get Ready
for Doing Business.
What features are available in the trial?

The free trial includes nearly all the capabilities in the vast portfolio of Business Central.
For more information, see Get Ready for Doing Business.
How long does the trial last?

The free Business Central trial lasts as long as you like, provided that you keep signing
in. But if you want to use your own data, you must switch to a 30-day trial.
７ Note
How do I remove sample data from the trial?

Switch to the 30-day trial, and then add your own data. For more information, see
Migrate On-Premises Data to Business Central Online in the admin content (in English
only).
How do I restore sample data?

You can't. If you accidentally delete sample data, ask your admin to create a new
sandbox environment. For more information, see Production and Sandbox Environments
in the admin content (in English only).
See also
Sign up for a free Dynamics 365 Business Central trial
Frequently Asked Questions about Using Business Central
Dynamics 365 Business Central Trials and Subscriptions

Business Central Trials and Subscriptions
Article • 05/11/2023
Organizations across the world sign up for a free Business Central trial to explore the
experience. Then, when they're ready, they talk to a reselling partner about getting a
subscription. In this article, we describe how the different types of trials work, and how
the admin can remove licenses from users or cancel a subscription.
Get started with a trial

Any organization in the supported markets can sign up for a free trial from the
https://dynamics.microsoft.com/business-central/ page. To learn how to sign up, see
the Sign up for a free Dynamics 365 Business Central trial article.
７ Note
To explore the full capabilities in Business Central, change the user experience to
Premium in the Company Information page. For more information, see Change
Which Features are Displayed in the business functionality content.
Depending on the country or region, the trial includes the languages and functionality
that the country or region requires. For more information, see Changing Language and
Locale.
７ Note
Business Central resellers can also set up tailored demo environments.
Dynamics 365 Business Central Premium Trial

In the Partner Center, you can find a special license type called the Dynamics 365
Business Central Premium Trial license, which is a very different way to give a prospect
or an existing customer a trial experience using their own data. If you assigned the
Dynamics 365 Business Central Premium Trial license to a customer's account in the
Partner Center, then that also expires after 30 days. You cannot extend the Premium trial,
but you can add one more Premium trial license to give the customer an extra 30 days
of trial. But when the second Premium trial expires, then the customer must either
convert their trial to a paid subscription, or they must sign up for the viral trial.
For more information, see Offer your customers trials of Microsoft products in the
Partner Center documentation. If you have technical difficulties assigning this license,
contact Partner Center support. For more information, see Report problems with Partner
Center.
Ｕ Caution
Make sure you understand the limitations of this type of trial, before you offer it to
a prospect or customer. It is easy to convert this type of trial to a paid subscription,
but if the prospect needs more than 30 days to decide, or if they want to add more
than 25 users, then the viral trial is probably a better fit for them.
Extend trials
An organization can sign up for a free trial of Business Central. When they first sign up
for Business Central, they get access to an evaluation version that does not include all
capabilities in Business Central. They can then switch to the 30 day trial experience to
enable all capabilities.
However, sometimes a 30 day trial is not enough to decide if they want to buy Business
Central. In that case, they can extend their trial with an additional 30 days. For more
information, see Need More Time to Decide Whether to Subscribe? in the business
functionality content for Business Central.
７ Note
If you are a reselling partner, we recommend that you set up demo environments
for prospects that need longer time to decide if they want to buy Business Central.
You can also use demo environments to help customers train their employees, for
example. Using the 30 days trials for training should be limited to just that short
period. However, demo environments cannot be used for production. For more
information, see Preparing Demonstration Environments.
If the prospect wants to extend the trial further than those 30 days, they must contact a
partner. The partner can extend it another 30 days if the delegated administrator signs
into the prospect's Business Central and runs the Extend Trial Period guide.
After those additional 30 days, the prospect must either purchase Business Central or
abandon Business Central. At this point, they will have had up to 90 days with the trial
experience.
 Tip
As a reselling partner, you can suggest your prospects sign up for a trial, but you
can also help set up a customized demonstration environment based on a sandbox
environment or a trial environment. In both cases, you can easily add or remove
functionality based on your prospects' expectations. For more information, see
Preparing Demonstration Environments.
When a subscription expires, two special periods kick in:
Grace period
Data retention period
The grace period is a period of 30 days when the customer can still access the product
without any restrictions. After the grace period, the subscription enters the data
retention period, which is another 90 days during which only the admin users of the
Azure Active Directory tenant can login into the product. After those 90 days, Microsoft
deletes the data automatically.
This policy is general across Microsoft's online offerings, as you can see in this example
from Microsoft 365: What happens to my data and access when my Microsoft 365 for
business subscription ends?.
The same applies to trials that are based on the Dynamics 365 Business Central
Premium Trial license. But this does not apply to viral trials.
Add your own data to an empty trial company

To try out Business Central with production data, you can switch to a free 30-day trial
without sample data. 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. However, we strongly recommend that you don't use a free trial to help
run your business. Contact a reselling partner to learn more about how to get started
with Business Central. The partner can also help you migrate your data to Business
Central online.
If 30 days aren't enough to decide, you can extend the trial. For more information, see
the Extend trials section.
Set up a company in Business Central

The quick start articles can help with the first steps into setting up Business Central for
an organization. Inside Business Central, the Assisted Setup page lists the assisted setup
guides that can help you. For more information, see Get Ready for Doing Business.
Reset Business Central

If the data in a Business Central free trial, you can still start over with a fresh experience.
Just create a new evaluation company, and then delete the original company. Open the
Companies page and choose the New action to start the Create New Company assisted
setup guide. The guide can help you set up a fresh evaluation company with sample
data. You can also create a copy of your current company, sign out, and then sign into
your new company.
） Important
When you share Business Central with other people from your organization, you
must make sure other people are not logged in when you delete a company.
When a free trial expires

Most trials are based on people signing up at https://dynamics.microsoft.com/business-
central/ . These viral trials do not expire, unless the prospect switches to the 30-day
trial, and provided that users access Business Central frequently.
７ Note
If a Business Central viral trial is left unused for 45 days, Microsoft considers the
trial as expired, and the Business Central is deleted.

Each time a user signs in during the trial period, a notification in a blue bar at the top
displays the time remaining. If an organization decides to subscribe, they must find a
Business Central partner. For more information, see How do I find a reselling partner?
(business users) and Trials and Sign-ups for Business Central Online (partners).
） Important
Specifically for businesses who want to convert a 30-day trial company into their
actual production company, the first user who signs into Business Central after the
license was applied to their tenant must be a user with this license assigned. This
way, the 30-day trial ends, and any trial-related notifications disappear so that users
can use Business Central to do work.
If an administrator is the first person to sign in after the license was applied to the
tenant and to users, then the trial will continue until it expires.
For more information about what you can do with Business Central, see Get Ready for
Doing Business and Business Functionality.
Removing a subscription
If an organization decides to stop using Business Central, an administrator must remove
the subscription in the Microsoft 365 admin center. An email notification is sent to all
administrators of the account. Deleting the subscription blocks all users from accessing
their Business Central, and deletes all data.
２ Warning
The subscription is deleted immediately and can not be reactivated.
For more information, see Suspend or cancel a subscription in the Partner Center
content.
Data and access when a trial or subscription

ends
Trials can expire, and so can a paid subscription, such as if the organization does not
renew the subscription, stops payments, or if they cancel the subscription.
When a subscription expires, two special periods kick in:
Grace period
Data retention period
The grace period is a period of 30 days when the customer can still access the product
without any restrictions. After the grace period, the subscription enters the data
retention period, which is another 90 days during which only the admin users of the
Azure Active Directory tenant can login into the product. After those 90 days, Microsoft
deletes the data automatically.
This policy is general across Microsoft's online offerings, as you can see in this example
from Microsoft 365: What happens to my data and access when my Microsoft 365 for
business subscription ends?.
The same applies to trials that are based on the Dynamics 365 Business Central
Premium Trial license. But this does not apply to viral trials.
Get started with sandboxes

Sandbox environments are a way for you to practice with Business Central. Think of a
sandbox as a non-production environment that you 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. This way,
you and your colleagues can practice in a safe place rather than in your production
environment.
If you're 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
Sandbox Environments for Dynamics 365 Business Central Development.
７ 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 more
environments in the administration center. For more information, see The Business
Central Administration Center.
Understanding Business Central online
infrastructure
If you are migrating from an on-premises solution, understanding the infrastructure of
Business Central online can help you make good choices for how to set up
environments and companies. For more information and an example, see Understanding
the infrastructure of Business Central online.
See also
Trials and Sign-ups for Business Central Online
Migrate Data
Choosing Your Dynamics 365 Business Central Development Sandbox Environment
Country/Regional Availability and Supported Translations
Get Started as a Reseller of Business Central Online
Preparing Demonstration Environments (as a partner)
Get Ready for Doing Business
Article • 04/03/2023
Congratulations, you have just initiated your first company in Business Central.
To help you get ready for doing business, you can visit the Assisted Setup page where
you can launch assisted setup guides, videos, or help topics for selected setup tasks. To
access the page, simply choose this link .
Alternatively, choose the icon, and then the Assisted Setup action.
You can also find the list of assisted setup guides if you choose the icon, enter
Assisted Setup, and then choose the related link.
 Tip
Get started
When you sign in for the first time or launch a new company, the Get Started checklist
takes you through the steps to make you ready for business. The steps vary depending
on your country/region and any industry-specific functionality that you have added to
your Business Central. Starting with 2021 release wave 2, when you first sign in to the
CRONUS demonstration company, your home page is optimized for your first
experiences. If you prefer to see more links to more pages, just switch to the Business
Manager role. For more information, see Change Basic Settings.
Once you have migrated data, such as vendors, customers, and items from your existing
financial system, you are ready to begin. But depending on your needs, consider if other
assisted setup guides on the list can help you.
If an area is not covered by an assisted setup, choose the icon, and then the
Advanced Settings action. In Advanced Settings, the Manual Setup section provides
access to setup pages where you can fill in setup fields for all areas manually. For more
information, see also Setting Up Business Central.
７ 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.
Teaching tips and tours

APPLIES TO: Business Central 2021 release wave 1 and later
Business Central includes in-product tours and teaching tips that can help you get
started. In the current version, there are tours for the steps in the Get started list and
some of the most commonly used pages in the demonstration company, such as the
Sales Invoice card page.
Teaching tips are short messages that inform, remind, or teach you about important and
new capabilities that launch automatically when you open a page. For example, to see
the teaching tip for the Sales Invoice card, choose the link in the top left corner of the
page where it says Sales Invoice. This launches a callout with a short description of the
page and what you can do there. If a tour exists for the page, a link invites you to take
the tour. The Learn more link takes you to the product Help for the page.
Role-specific home pages

Depending on your role, the home page provides an overview of the business. At the
top, 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 home page 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 home page 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 home page by selecting the company name in the upper
left corner.
Company information
Under Company Settings you can view and edit setup information about the current
company, much of this was prefilled if you completed the Set Up Company assisted
setup when signing up for Business Central. If you want to change the company logo,
contact information, bank settings, or tax information, you can do it from this page.
Adding users and permissions
７ Note
Security groups are new to Business Central in 2023 release wave 1. They're similar
to the user groups that this article mentions. Like user groups, administrators
assign the permissions to the security group that its members need to do their
jobs.
User groups will no longer be available in a future release. You can continue using
user groups to manage permissions until then. To learn more about security
groups, go to Control Access to Business Central Using Security Groups.
You add users in Microsoft 365 admin center. For more information, see Create Users
According to Licenses.
When users are created in Microsoft 365, you can import them to the Users page by
using the Get Updates from Office 365 action. You can then assign permissions to users
and to organize them in user groups. For more information, see Assign Permissions to
Users and Groups.
Product Help
question mark in the upper right corner to get to the Help. For more information, see
Resources for Help and Support.
Set up your company in Business Central

The quick start articles can help you take the first steps into setting up Business Central
for your organization. Inside Business Central, 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 as illustrated in the following table:
Assisted Description
Setup
Set Up My Creates a new trial company for you to enter data and try out Business Central.
Company
Set Up Sets up the ability to automatically notify an approver when a user tries to create
Approval or change certain values on documents, journal lines, or cards. For example, you
Workflows can set up approval of amounts above a specified limit.
Set Up Email Gets you ready for sending email messages directly from, for example, sales
orders or contacts in Business Central.
Set Up Your Gets you ready to manage business interactions with your customers and vendors,
Business directly in Microsoft Outlook.
Inbox in
Outlook
Migrate Lets you import your existing company data such as vendors, customers, and
Business items from Excel or Quickbooks.
Data
Set Up Email Sets up the capability to log email correspondence in Business Central to follow
Logging up on interactions.
Set Up an Sets up the ability to send a notification to an approver when a user changes or
Item creates an item.
Approval
Workflow
Setup
Set Up a Sets up the ability to automatically notify an approver when a user tries to create
Customer or change a customer card.
Approval
Workflow
Set Up a Sets up the ability to send a notification to an approver when a user sends
Payment payment journal lines for approval.
Approval
Workflow
Set Up Sets up a connection to Dynamics 365 Sales, which allows you to synchronize data
Dynamics such as contacts and sales order information.
365 Sales
Connection
Set Up Cash Sets up the Cash Flow Forecast chart, so you can view the predicted movement of
Flow cash in and out of your business. The chart is available on the Accountant Role
Forecast Center.
Set Up Sets up data sets that you can use to build powerful reports using Excel or Power
Reporting BI, for example.
Data
Invite If you use an external accountant to manage your books and financial reporting,
External you can invite them to your Business Central so they can work with you on your
Accountant fiscal data.
The Assisted Setup page may contain other entries. When you go through a setup, the
setup will be marked as Completed. You can set up other areas of the company by using
manual setup. For more information, see Setting Up Business Central.
Next steps
Based on your migrated data, you can now proceed to create new sales or purchase
documents. Use the Actions section of your home page to quickly create a new sales
quote, sales invoice, sales order, purchase invoice, or payment registration. Check out
the quick start articles to help you take the first steps.
See also
Change Basic Settings
Company Information Overview
Assign Permissions to Users and Groups
Search in the help pane
Microsoft training
Migrate Data
Start a free trial!

Article • 03/31/2022
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 Cause and Workaround

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

don't support your
country or region
yet.
Message
Personal email Business Central does not support email addresses provided by consumer
addresses such as email services or telecommunications providers. To complete signup, try
nancy@gmail.com again using an email address assigned by your work or school. If you still
are not supported. cannot sign up and are willing to complete a more advanced setup
You receive a process, you can register for a new Microsoft 365 trial subscription and
message like the use that email address to sign up.
following during
signup:
You entered a
personal email
address: Please enter
your work email
address so we can
securely store your
company's data.
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.
Message
.gov or .mil email Business Central does not support .gov or .mil addresses at this time.
addresses You receive
a message like the
following during
signup:
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.
Message
Self-service signup is Your organization’s IT administrator has disabled self-service signup for
not enabled. You Business Central. To complete signup, contact your IT administrator and
receive a message ask them to follow the instructions on this page to allow existing users to
like the following sign up for Business Central and to allow new users to join your existing
during signup: tenant. You may also experience this problem if you signed up for
Microsoft 365 through a partner.
We can't finish
signing you up. Your
IT department has
turned off signup for
Business Central.
Contact them to
complete signup.
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.
Email address is not a Your organization uses IDs to sign in to Microsoft 365 and other
Microsoft 365 ID. You Microsoft services that are different than your email address. For
receive a message example, your email address might be Nancy.Smith@contoso.com but
like the following your ID is nancys@contoso.com. To complete signup, use the ID that your
during signup: organization has assigned to for signing in to Microsoft 365 or other
Microsoft services. If you do not know what this is, contact your IT
We can't find you at administrator. If you still cannot sign up and are able to complete a more
contoso.com. Do you advanced setup process, you can register for a new Microsoft 365 trial
use a different ID at subscription and use that email address to sign up.
work or school? Try
signing in with that,
and if it doesn't
work, contact your IT
department.
Message
If your Microsoft 365 Your organization's Microsoft 365 subscription is registered to a specific
account is registered country in the Microsoft 365 administration portal. The signup experience
to a supported for Business Central uses the language and locale that your current
country, and you are browser uses, and as a result, you can get the error message even though
signing up for you are in a supported country. Ask your IT administrator to verify the
Business Central country that is specified in the organization profile in the Microsoft 365
while in a different administration portal . You may have to use a different account for
country, you receive a Business Central.
message like the
following during
signup:
That didn't work, we

don't support your
country or region
yet.
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
Local Functionality
International availability of Microsoft Dynamics 365

Need More Time to Decide Whether to
Subscribe?
Article • 09/19/2022
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?.
To extend your trial period

1. Sign in to Business Central at https://businesscentral.dynamics.com/ .
Sign in with the email account that you used when you signed up for the trial.
If you signed up with an email account from a 30-day trial of Microsoft 365, then
you must first extend your Microsoft 365 trial, or buy a Microsoft 365 subscription.
For more information, see Extend your trial for Microsoft 365 for business.
2. In the notification at the top of the workspace, choose Extend Trial.
If you dismissed the notification, you must sign out and then sign in again.
 Tip
If you cannot see the notification, you can force Business Central to run the Extend
Trial assisted setup guide by adding the ?page=1828 parameter to the URL, such as
in the following example: https://businesscentral.dynamics.com/?page=1828
What happens if my trial period is expired?

If your first 30-day trial period is expired, you can extend it yourself as described above,
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 organization has established a reseller relationship with a partner, they can sign
in to your Business Central as a delegated administrator and run the same Extend Trial
Period guide. For more information, see Extending trials (as an administrator).
However, after this second extension that has given your organization up to 90 days of
trial, you must either subscribe to Business Central or abandon Business Central. If you
decide to not continue, we recommend that you export any data that you rely on in
your business.
When your extended trial period is expired, you can subscribe to Business Central
within 90 days and continue working in the company you created. 90 days after the
extended trial expires, we will delete your company and data unless you subscribe.
７ Note
See also
Trials and Subscriptions (English only)
Creating New Companies
How do I find a reselling partner?
Extending trials (as an administrator)
Get Started as a Reseller of Business Central Online

Unsubscribe or Remove Business Central
Article • 06/09/2022
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're currently using the
free trial, or if you have a subscription.
If you want to end a trial, your administrator can learn more about the different types of
trials and how to end them here
If you want to end a subscription, your administrator must remove the subscription in
the Microsoft 365 admin center. For more information, see here.
 Tip
We recommend that you export any data before you close your account.
You can read about how to export data to Excel in the Exporting Data to Other Finance
Systems. If you would rather export all data to an Azure storage container, your
Microsoft 365 administrator can do that in the admin center. For more information, see
Exporting Databases in the Admin Center.
Removing Business Central from your app

launcher
If you want to hide Business Central from your app launcher, you can unpin it. No data is
lost, and the step doesn't cancel your subscription.
See Also
Business Central Trial FAQ
Trials and Subscriptions (for admins)
Create New Companies
Export Your Business Data to Excel
Microsoft 365 admin center
How long is the trial period and how do I cancel?
Export Databases in the Admin Center
Microsoft 365 Business subscriptions and billing documentation

Overview of AI-powered item marketing
text (preview) with Copilot
Article • 05/17/2023
） Important
This feature is in preview and the supplemental preview terms apply. A preview
feature is a feature that is not complete, but is made available before it’s officially in
a release so customers can get early access and provide feedback. Preview features
aren’t meant for production use and may have limited or restricted functionality.
These capabilities incorporate the AI technology from Azure OpenAI. Learn more
about Azure OpenAI.
This article gives an overview the AI-powered capability provided by Copilot in Business
Central.
What is AI-powered item marketing text with

Copilot
Copilot provides AI-powered writing assistance for Business Central users responsible
for authoring marketing text (product descriptions) on items sold in online shops, like
Shopify. With the click of a button, Copilot generates text that's engaging and creative,
and that highlights key attributes of the specific item. With a bit of reviewing and
editing, it's ready to publish.
Copilot uses Microsoft Azure OpenAI Service to access language models that recognize,
predict, and generate text that's based on trained datasets.
https://www.microsoft.com/en-us/videoplayer/embed/RWZdAr?postJsllMsg=true
The video doesn't exactly reflect how the feature currently works or looks in the product.
The feature has slightly changed since the video was produced. But it gives you a general
idea of the feature and what you can use it for.
Where it's used

Copilot is available on item cards in Business Central. In Business Central, items are like
products in other applications and shops. Each item can be managed from a card where
you enter details about the item, like its dimensions, cost, or picture. This card also
includes a box for entering marketing text. This marketing text can be published to your
online shop to promote the item. Here's where Copilot comes in. By just selecting the
Create with Copilot action on the item card, Copilot will generate an intelligent draft
text for you. Once you get the first draft, you can run Copilot again and again until you
get a draft you like. When you have suggestion you like, you review and edit it for
accuracy, then save it.
If Business Central is set up to connect to your online store on Shopify, you can take this
text even further by publishing it with the item directly to your store by selecting Add to
Shopify.
Why and how to use it

AI-generated text can help you accelerate the time-to-market of products in online
shops by limiting time used on copy writing. Some key benefits include:
Helps users overcome writer's block by getting them started with an intelligent
draft.
Unlocks creativity to provide more engaging product descriptions.
Improves consistency of marketing content for product lines.
You should consider the AI-generated text as a suggestion only. Suggestions can, in
some cases, contain mistakes and even inappropriate text, so human oversight and
review are required. Before you make the text publicly available, you must review it for
accuracy and make appropriate changes.
Current limitations
This section explains the current limitations of AI-generated text capability provided by
Copilot.
AI-generated text suggestions are in English only.

Poor suggestions can result when vague or generic product names are used and
specifics about an item are missing, like key attributes or a category.
Copilot is only supported on Business Central online, not private cloud
environments or Business Central on-premises environments.
Copilot isn't supported through connections to your own Azure OpenAI Service
resource in your Azure subscription.
Partner extensibility of the AI capability by using AL code isn't supported.
Next steps
To get started, you'll need a Business Central version 22 environment that's enabled with
Copilot.
If you're an existing Business Central customer, your Business Central admin will
have to set up a version 22 environment for you.
If you're not a Business Central customer but want to try it out, you can sign up for
a free trial.
For more information, go to Get the Business Central preview version.
See also
Configure AI-powered item marketing text as an admin
Create marketing text with Copilot
AI-powered item marketing text with Copilot FAQ
Get started with a Business Central
preview version for Copilot
Article • 04/03/2023
） Important
about Azure OpenAI.
You can try AI-powered item marketing text with Copilot whether you're an existing
Business Central customer or a potential customer, that is, someone who's just
interested in exploring Business Central and trying out the new capability. To get started,
you'll need access to a Business Central online version that supports the new capability.
Complete the section below that applies to you.
Your organization already uses Business Central

As an existing customer or partner, you'll need an admin with access to the Business
Central admin center to set up an environment that runs the preview version that
includes Copilot. Once the environment is up and running, users can try out the new
feature.
If you're an environment admin, complete the following steps:
1. Sign in to the Business Central admin center.
2. Select Environments > New.
3. In the Create Environment pane, specify a name for the new environment in the
Environment Name field.
4. Set Environment Type to Sandbox or Production.
5. Set Country to any country/region on the list, but be aware that in the preview, the
AI-generated marketing text from Copilot is only in English.
6. In the Version box, choose a version 22 or later from the list.
7. Select Create.
For more information about how to create environments, go to Create an environment.
） Important
If you have preview sandboxes that run on 22.0.54157.54311 (Preview - Copilot

edition), be aware that these environments are only available until 01 May 2023.
After this date, you'll need to provision a new environment or upgrade any of your
other environments to version 22.0 or later to continue trying the preview of AI-
powered item marketing text.
Your organization doesn't use Business Central

If you're not a Business Central customer, sign up for a free trial to try out the new AI
capabilities. Signing up for the trial is simple. You'll be guided through a few steps where
you'll have to provide some information, like your email address, telephone number,
and name. To get the trial, complete the following steps:
1. Go to this trial site to get started with the sign-up process.
2. Follow the instructions on the screen.
You're asked to provide information like your email address, name, and telephone
number. The exact experience may vary, depending on the information you
provide. For your email address, use your work or school email address. We'll
establish your trial on your organization's account. You can't use email addresses
provided by consumer email services or telecommunication providers, such as
outlook.com, hotmail.com, gmail.com, and others.
3. When you get to the Confirmation Details step, you're ready to start the trial.
To go directly to Business Central, select Skip & go to Dynamics 365 Business

Central > Get started.
You also have the option to invite others in your organization to the free trial
as well. Just enter, the email addresses of each person, then select Send
invitations. Select Get started to go to Business Central.
You'll be redirected to your trial at https://businesscentral.dynamics.com/ . It can

take several minutes to get the trial ready the first time you sign in.
4. Once you're signed in, you'll see the Business Central home page, called the role
center, which looks similar to the following figure:
5. To get a guided introduction to creating AI-powered item marketing text with

Copilot, under Your Checklist near the top of the page, select Create with Copilot
> Start tour. Then follow the on-screen instructions.
 Tip
If you don't see Your Checklist, select the Show demo tours button first.
Next steps
The AI capabilities provided by Copilot must be enabled before you or anyone else can
use Copilot. To enable the AI capabilities, an administrator must consent to the terms
and conditions of the preview and Microsoft Privacy Statement on behalf of the
organization.
７ Note
If you're using a trial, you're the administrator. If you've invited other people in your
organization to the trial during sign-up, they won't be able to use Copilot until you
agree to the terms and conditions.
There are two ways to consent as an admin:
The easiest way is to use Copilot. The first time you use Copilot as an admin, you're
prompted to review the terms and conditions, then agree or disagree. To learn how
to use Copilot, go to Add marketing text to items.
The other way is to use the Privacy Notices Status page in Business Central and
agree to the Azure OpenAI integration for all users. To learn more, go to Consent
to terms and conditions.
See also
Overview of AI-powered item marketing text with Copilot
Configure AI-powered item marketing text with Copilot as an admin
Create marketing text to items using Copilot
AI-powered item marketing text (preview) with Copilot FAQ
Configure AI-powered item marketing
text (preview) with Copilot
Article • 04/03/2023
） Important
about Azure OpenAI.
This article explains how you can control the ability to create AI-powered item
marketing text with Copilot for your organization. This task is done by an admin. There
are two requirements that you must fulfill to make the feature available to users:
Enable the Create AI-powered product descriptions with Copilot feature.

Consent to the terms and conditions of preview and Microsoft Privacy
Statement on behalf of the organization.
If either of these requirements isn't fulfilled, the feature won't be available for use.
Prerequisites
You're using a preview version of Business Central that's enabled for Copilot. Enabling
Copilot is done by an admin. For more information, go to Configure AI-powered item
marketing text with Copilot.
Enable or disable Create AI-powered product

descriptions with Copilot
1. In Business Central, search for and open the Feature Management page.
2. Set the Enabled for column for Feature preview: Create AI-powered product
descriptions with Copilot to All users to enable the feature or None to disable it.
For more information about feature management in general, go to Feature
Management.
Consent to or reject preview and privacy terms

and conditions for all users
1. In Business Central, search for and open the Privacy Notices Status page.
2. In the Integration Name column, select Azure OpenAI, then read the terms and
conditions that are presented to you.
3. In the Azure OpenAI row, select the Agree for everyone checkbox to consent or
the Disagree for everyone checkbox to reject.
Next steps
After you enable and consent to the feature, you're ready to try out Copilot on items in
Business Central. Go to Add marketing text to items.
See also
Add marketing text to items
Article • 04/03/2023
For any item registered in Business Central, you can write marketing text about the item.
Although marketing text is a kind of description, it's different than an item's Description
field. The Description field is typically used as a concise display name to quickly identify
the product. The marketing text, on the other hand, is a more rich and descriptive text.
Its purpose is to add marketing and promotional content, also known as copy. This text
can then be published with the item if it's published on a web shop, like Shopify.
There are two ways to create the marketing text. The easiest way to get started is to use
Copilot, which suggests AI-generated text for you. The other way is to start from scratch.
Create AI-generated marketing text (preview)

with Copilot
） Important
about Azure OpenAI.
With Copilot, you quickly get a text suggestion that's automatically generated for you.
The AI-generated text is tailored to the item and provides a good starting point. The
text is based in part on the following information:
Attributes defined for the item—for example, the description, color, dimensions,
material, and so on.
Selectable style preferences like tone of voice, format, and length.
Copilot is designed to save you time and help you write creative and engaging text that
reflects your brand and is consistent across your product line. Start by generating a
suggestion, then change the suggested text as needed.
７ Note
In the preview version of Business Central, AI-generated text is in English only.
Prerequisites
You're using a preview version of Business Central that's enabled for Copilot.
Enabling Copilot is done by an admin. For more information, go to Configure AI-
powered item marketing text with Copilot.
The language you're using in Business Central must be English. Any of the available
English locales will work, like English (United States), English (United Kingdom), or
English (South Africa).
To change the language, in the upper-right corner, select the Settings icon >
My Settings > Language. For more information, go to Change Basic Settings.
Review the Copilot FAQ to learn more about AI-generated text suggestions from
Copilot and how you should use them.
Create first draft with Copilot

1. In Business Central, open the item that you want to modify. To open an item, do
the following:
a. In the upper-right corner, select the icon, enter Items, and then choose the
related link to show a list of available items.
b. To open the item, double-click it or select its value in the No. column.
For information on how to create an item, go to Register new items.


2. From the item card, there are two ways to get started writing marketing text with
Copilot:
Use the Marketing Text pane in the FactBox on the right side of the page.
Follow these steps:
a. In the Marketing Text pane, select Create with Copilot.
The suggested text appears in the pane.
b. If you want another suggestion, select Create with Copilot again. If you
don't like a suggestion, select Dismiss to clear the pane.
You can do this step over and over until you get a suggestion that's a
good starting point. But keep in mind that the current suggestion will be
overwritten and you can't get it back. So if you like the current suggestion,
go to the next step. You'll still have the opportunity later to get more
suggestions, and even improve the suggestions, if you like.
c. Select Review and save the suggestion or Edit to review, edit, and save
the text.
This step takes you to the Create with Copilot page. Go to the next
section.
７ Note
The text won't be saved until you do this step.

Select the Marketing Text action at the top of the item card page to go
directly to the Create with Copilot page.
From the Create with Copilot page, select Create with Copilot to get the first
suggestion. You can then get more suggestions, try to improve the
suggestions you get, edit text, and more. Go to Review, edit, and save for
details.
 Tip
Where does the suggestion come from?
Review, edit, and save text

Once you have the first draft, you must review it and make changes to the text to get it
ready for publishing. This work is done from the Create with Copilot page. The current
text is shown in the Marketing Text box. The page lets you get more suggestions,
change preferences to influence the suggestions, and manually make changes and style
the text.

） Important
The AI-generated text from Copilot is only a suggestion and it can have mistakes. It
requires human oversight and review to ensure it's accurate and appropriate.
Review any suggested text and edit as needed before you save and publish it for
public consumption.
Use the following guidelines to finalize and save the marketing text.
1. Make changes to text directly in the Marketing Text box. Use the tool bar along
the bottom of the box to format and style text, add links, and more.
2. To get a new suggestion, select Create draft.

3. If you're not satisfied with the suggestions, enhance the text suggestions based on
your preferences.
Select More Settings, change the options that are shown under Choose how
Copilot creates suggestions, then select Create draft to get a new suggestion.
For guidelines on improving suggestions, go to the Improve and tailor text

suggestions.
4. If you want to go back to previous suggestion, select Undo.
5. Carefully review the text for accuracy and appropriateness, then select OK to save
it.
Improve and tailor text suggestions

There are a few steps you can do to improve the text suggestions and tweak them to
suit your personal or company's preferences.
1. Use the options at the top of the Create with Copilot page to influence the
outcome of the AI-generated text:
Option Description
Attributes Use this option to base the suggestions, in part, on the attributes assigned to
to include the item. Choose the attributes that best align with the characteristics that you
want to promote. The more relevant attributes you include, the richer the
outcome will be. If you feel you're missing some key attributes, add more. For
more information about attributes, go to Work with item attributes
Emphasize Use this option to choose from a list of predefined qualities that you want to
a quality emphasize in the text. Choose a quality that best aligns with the type of item
you're writing about. The qualities don't directly correspond to the item's
attributes, description, or category. For example, Quality could be a good
choice for both a bike or desk, while Speed would suit a bike, but not a desk.
Tone of Use this option to influence what kind of words, phrases, and punctuation are
voice used to engage the target audience. You can choose from several predefined
tones of voice, ranging from Formal (which results in a business tone) to
Creative (which results in an informal tone).
Option Description
Format Use this option to control the general structure of the text, which consists of
and three parts, covered by four different options:
length Tagline - A catchy phrase or short sentence that identifies the item or
brand.
Paragraph - A single paragraph of fluent and verbose text, consisting of
several complete sentences.
Tagline + Paragraph - A tagline followed by a paragraph
Brief - An introductory sentence, similar to a tagline, followed by a
bulleted list of key points of interest.
2. Improve the Description field on the item card.
The text in the Description field will be used as-is in many places in the suggested
text, so it's important that the description best portrays how you want the item
referenced in the marketing text.
3. Make sure the Item Category Code field on the item card is set to a proper
category.
Copilot will find words and phrases that are related to the category and work them
into the suggested text.
Create marketing text from scratch

1. In Business Central, open the item that you want to modify as follows:
b. To open the item, double-click it or select its number in the No. field.
2. Do one of the following:
In the Marketing Text pane of the FactBox on the right side of the page,
select Edit.
Select the Marketing Text action.
4. Select OK when done to save the text.
See also
Configure AI-powered item marketing text with Copilot
Register New Items
AI-powered item marketing text
(preview) with Copilot FAQ
Article • 04/03/2023
） Important
about Azure OpenAI.
This article uses questions and answers to explain important aspects about the AI
technology behind Copilot and the text it generates.
General
What is Copilot?
Copilot provides AI-generated text suggestions for items in Business Central. It's
intended for users who write marketing text for items to help them produce
engaging and compelling content. Some key benefits include:
Decreases the time used on copy writing, which can accelerate time-to-market
for items being sold in online shops.
Unlocks creativity to provide more engaging product descriptions.
Improves consistency of marketing material for product lines.
Users should consider the AI-generated text as a suggestion that must be reviewed
and edited for accuracy before it's publicly available.
Why isn't Copilot available for marketing text on my

items in Business Central?
For Copilot to be available, the following requirements must be met:
The language you're using in Business Central must be English. Any of the
available English locales will work, like English (United States), English (United
Kingdom), or English (South Africa).
To change the language, in the upper-right corner, select the Settings icon
> My Settings > Language. For more information, go to Change Basic
Settings.
You must be using Business Central online version 22 or later (if you're an
existing customer) or a trial.
To check the version, select the question mark in the upper-right corner, then
select Help & Support. Under Troubleshooting, look for the application
version. For information about how to get the correct preview version, go to
Get started with a Business Central preview version.
The Create AI-powered product descriptions with Copilot feature must be

enabled.
For more information, go to Enable or disable the "Create AI-powered product

descriptions with Copilot" feature.
An admin has consented to the terms and conditions.
For more information, go to Consent to or reject the preview and privacy

terms and conditions for all users.
Is Copilot available for preview in Business Central on-

premises?
No, it's currently not supported in Business Central on-premises.
How does Copilot work, where does the suggested

text come from?
Copilot uses Microsoft's Azure OpenAI Service to access powerful language models
that analyze and generate natural language. These models have been trained on a
wide body of text datasets. As a result, Copilot can generate suggested,
personalized responses in English based on a minimal amount of input data, like an
item's attributes, category, or description.
What's the quality of the text suggested by Copilot?

Because the underlying technology behind Copilot uses AI that has been trained on
a wide range of sources, the generated content isn't always factual or suitable.
Some suggestions may even include questionable or inappropriate content. It's
your responsibility to review and edit generated suggestions to ensure it's accurate
and appropriate.
For information about inappropriate suggestions, go to What's done about abusive

and harmful text suggestions?.
How can I improve the suggestions I get from Copilot?

There are a few things you can do to get the most out of suggestions from Copilot:
Add more attributes to an item to promote the specific features and

characteristics you're interested in.
Change the options for tone of voice and emphasis of quality to match your
personal preferences.
Improve the item's description.
Make sure the item is assigned the most suitable category.
To learn more, go to Improve and tailor text suggestions.
What if I'm not satisfied with the generated text?

To help us improve the text, select Is this a good suggestion? on the Create with
Copilot page, which you can answer with a thumbs-up (I like it) or thumbs-down
(Needs improvement).
Can admins disable Copilot? If so, how?
Business Central offers admins two ways to disable Copilot in the preview:
Disagree to the Azure OpenAI privacy notice for all users.
or
Turn off the Create AI-powered product descriptions with Copilot feature on
the Feature Management page.
To learn more, go to Configure AI-powered item marketing text (preview) with

Copilot as an admin.
See also
Configure AI-powered item marketing text with Copilot as an admin
Sign up for a free Dynamics 365
Business Central trial
Article • 09/19/2022
Business Central offers a free trial. After a quick sign-up, you'll have access to many of
the app's key features. The trial allows you to test the app with sample data. If you want
to try out things with your own data, you'll switch to a free 30-day trial. Learn more
about Business Central features.
To sign up for the trial

2. Enter your work or school email address and other details. You'll be redirected to
your trial at https://businesscentral.dynamics.com/ .
The trial takes a few moments to load, then you can start using the app. The Get Started
checklist takes you through the steps to make you ready for business. The steps vary
depending on your country/region and any industry-specific functionality that you've
added to your Business Central.
In Business Central, some things will be familiar to you, and other things might be
unfamiliar. When you first sign in to the demonstration company, you get access to a
Get Started card with a link to show demo tours. For more information, see Get Ready
for Doing Business and the quick starts articles.
 Tip
If you decide not to use Business Central, you can let the trial expire.
７ Note
Should you run into problems, check the Trial FAQ or Frequently Asked Questions
articles to find answers to some of your questions. If you're unable to sign up for the
trial, check the Troubleshooting Self-Service Sign-Up article for tips. You can also contact
a partner and ask them to create a free trial or a different type of preview of Business
Central for you.
What to try
Your trial environment includes the same features as the paid version. The links below
guide you through some of the key features.
Overview of business functionality

Get started
Get productive
Quick starts

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. You can also customize Business Central by adding apps from the
Microsoft commercial marketplace .
Business Central online uses Microsoft 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 .
 Tip
If you want to start using Business Central to run your business, you must buy a
license. Your administrator can then assign the license to users. However, if you
want to convert a 30-day trial company into your actual production company, we
encourage all users to sign out of Business Central. Then, once an administrator has
assigned the license to your account, the first user who signs into Business Central
must be a user with this license assigned. This way, the 30-day trial ends, and any
trial-related notifications disappear so that users can use Business Central to do
work.
For more information about what you can do with Business Central, see Getting Ready
for Doing Business and Business Functionality.
Additional resources
Visit our video library
Trial FAQ
Trials and Subscriptions (for administrators)
Article • 04/03/2023
Congratulations, you have just initiated your first company in Business Central.
To help you get ready for doing business, you can visit the Assisted Setup page where
you can launch assisted setup guides, videos, or help topics for selected setup tasks. To
access the page, simply choose this link .
Alternatively, choose the icon, and then the Assisted Setup action.
You can also find the list of assisted setup guides if you choose the icon, enter
Assisted Setup, and then choose the related link.
 Tip
Get started
When you sign in for the first time or launch a new company, the Get Started checklist
takes you through the steps to make you ready for business. The steps vary depending
on your country/region and any industry-specific functionality that you have added to
your Business Central. Starting with 2021 release wave 2, when you first sign in to the
CRONUS demonstration company, your home page is optimized for your first
experiences. If you prefer to see more links to more pages, just switch to the Business
Manager role. For more information, see Change Basic Settings.
Once you have migrated data, such as vendors, customers, and items from your existing
financial system, you are ready to begin. But depending on your needs, consider if other
assisted setup guides on the list can help you.
If an area is not covered by an assisted setup, choose the icon, and then the
Advanced Settings action. In Advanced Settings, the Manual Setup section provides
access to setup pages where you can fill in setup fields for all areas manually. For more
information, see also Setting Up Business Central.
７ 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.
Teaching tips and tours

Business Central includes in-product tours and teaching tips that can help you get
started. In the current version, there are tours for the steps in the Get started list and
some of the most commonly used pages in the demonstration company, such as the
Sales Invoice card page.
Teaching tips are short messages that inform, remind, or teach you about important and
new capabilities that launch automatically when you open a page. For example, to see
the teaching tip for the Sales Invoice card, choose the link in the top left corner of the
page where it says Sales Invoice. This launches a callout with a short description of the
page and what you can do there. If a tour exists for the page, a link invites you to take
the tour. The Learn more link takes you to the product Help for the page.
Role-specific home pages

Depending on your role, the home page provides an overview of the business. At the
top, 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 home page for accounts that you do business with
Use the arrows to collapse a part of the page and make more room to show specific
data. At the top of the home page 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 home page by selecting the company name in the upper
left corner.
Company information
Under Company Settings you can view and edit setup information about the current
company, much of this was prefilled if you completed the Set Up Company assisted
setup when signing up for Business Central. If you want to change the company logo,
contact information, bank settings, or tax information, you can do it from this page.
Adding users and permissions
７ Note
jobs.
You add users in Microsoft 365 admin center. For more information, see Create Users
According to Licenses.
When users are created in Microsoft 365, you can import them to the Users page by
using the Get Updates from Office 365 action. You can then assign permissions to users
and to organize them in user groups. For more information, see Assign Permissions to
Users and Groups.
Product Help
question mark in the upper right corner to get to the Help. For more information, see
Set up your company in Business Central

The quick start articles can help you take the first steps into setting up Business Central
for your organization. Inside Business Central, 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 as illustrated in the following table:
Setup
Set Up My Creates a new trial company for you to enter data and try out Business Central.
Company
Set Up Sets up the ability to automatically notify an approver when a user tries to create
Approval or change certain values on documents, journal lines, or cards. For example, you
Workflows can set up approval of amounts above a specified limit.
Set Up Email Gets you ready for sending email messages directly from, for example, sales
orders or contacts in Business Central.
Set Up Your Gets you ready to manage business interactions with your customers and vendors,
Business directly in Microsoft Outlook.
Inbox in
Outlook
Migrate Lets you import your existing company data such as vendors, customers, and
Business items from Excel or Quickbooks.
Data
Set Up Email Sets up the capability to log email correspondence in Business Central to follow
Logging up on interactions.
Set Up an Sets up the ability to send a notification to an approver when a user changes or
Item creates an item.
Approval
Workflow
Setup
Set Up a Sets up the ability to automatically notify an approver when a user tries to create
Customer or change a customer card.
Approval
Workflow
Set Up a Sets up the ability to send a notification to an approver when a user sends
Payment payment journal lines for approval.
Approval
Workflow
Set Up Sets up a connection to Dynamics 365 Sales, which allows you to synchronize data
Dynamics such as contacts and sales order information.
365 Sales
Connection
Set Up Cash Sets up the Cash Flow Forecast chart, so you can view the predicted movement of
Flow cash in and out of your business. The chart is available on the Accountant Role
Forecast Center.
Set Up Sets up data sets that you can use to build powerful reports using Excel or Power
Reporting BI, for example.
Data
Invite If you use an external accountant to manage your books and financial reporting,
External you can invite them to your Business Central so they can work with you on your
Accountant fiscal data.
The Assisted Setup page may contain other entries. When you go through a setup, the
setup will be marked as Completed. You can set up other areas of the company by using
manual setup. For more information, see Setting Up Business Central.
Next steps
Based on your migrated data, you can now proceed to create new sales or purchase
documents. Use the Actions section of your home page to quickly create a new sales
quote, sales invoice, sales order, purchase invoice, or payment registration. Check out
the quick start articles to help you take the first steps.
See also
Search in the help pane
Microsoft training
Migrate Data
Start a free trial!

Article • 09/23/2022
Quick start articles help you get set up sooner so you can begin performing the basic
Business Central functions you need.
The following sections offer beginner's guides that help you get familiar with the
features you need in Business Central. In each quick start, you'll find links to more
advanced content about the functionality, should you need it.
Provide basic information about your company

The first step is to provide the basic information about your company. This includes
information such as address, bank accounts, value-added tax (VAT) number, and so on.
You'll find it explained in the Company Information Quick Start.
Prepare basic financial information

Next, it's time to enter your company's financial information so you're ready to do
business. Use Business Central's included chart of accounts (COA) to save time. And if
you need to, you can customize it in a few steps by following the Financial Information
Quick Start.
Print reports and customize documents

Learn how to customize and print reports and documents such as sales invoices to
better suit your business needs in the Basic Reports and Documents Output Quick Start.
Sell products and services

Get quickly up and running selling products and services by following the Quick Start for
Sales article.
Buy products and services

Learn how to buy products and services in the Quick Start for Procurement article.
Understand your company with business
intelligence
Transform your business data into valuable insights using the tools demonstrated in the
Business Intelligence Quick Start.
See also
Overview of Business Functionality
Overview of Tasks to Set Up Business Central
Company Information Quick Start
Article • 09/19/2022
To help you get your company up and running in Business Central, you must first fill in
some of the basic company details and relevant information based on your business
needs.
You can enter all relevant data on the Company Information page when you set up a
new company.
To set up company information

1. Choose the menu, and then choose the Company Information action.
2. Enter the information into the FastTabs as described in the following table. Hover
over a field to read a short description.
Field Description
General Enter the general information about your company including a logo
since that will be appearing on externally-facing documents, such as
invoices that you send out.
Communication Enter the basic company contact information, such as phone number
and email address.
Payments Fill in the relevant banking information to insure that your customers will
be able to pay you.
Shipping Fill in the relevant shipping information so that you will be able to send
and receive goods from and to your company.
Tax Depending on the country/region your business is registered in, you

might see a Tax FastTab. If it is available, fill in the fields.
Once you have completed filling in the information, you can close the page.
See also
Set Up Company Information in Italy

Financial Information Quick Start
Article • 09/23/2022
After entering basic company information in Business Central, one of the next steps is
completing the financial section. You do this not only to receive or make payments, but
also to properly manage and report your business' numbers.
The chart of accounts

The chart of accounts (COA) offers an overview of the company's finances, listing
accounts in structured groups such as assets, liabilities, income, cost of goods sold, and
expenses. Business Central includes a standard chart of accounts you can customize to
your business' accounting practices.
Set up the chart of accounts

The following video shows how to set up the chart of accounts in Business Central.
https://www.microsoft.com/en-us/videoplayer/embed/RE43KO9?
rel=0&postJsllMsg=true
Add an account to the chart of accounts

To add an account not included by default in Business Central—for example, gardening
services—just follow these steps:
1. Choose the icon, enter Chart of Accounts, then choose the related link.
2. Choose the New action to open the G/L Account Card page.
3. Enter the following data in the corresponding fields on the General FastTab. Hover
Field Data
No. 61250
Name Gardening services
Income/Balance Income Statement

Field Data
Account Category Expense
Account Subcategory Repairs and Maintenance Expense
Debit/Credit Both
Account Type Posting
4. On the Posting FastTab, enter the following data:
Field Data
Gen. Posting Type Purchase
Gen. Bus. Posting Group Domestic
Gen. Prod. Posting Group Services
5. Fill in the remaining fields on the G/L Account Card page as necessary. Hover over
a field to read a short description.
Get an overview of the chart of accounts

If you need a more compact view of the chart of accounts, without columns for posting
groups, posting type, or cost type, for example, the Chart of Accounts Overview lists
the main information for each account in a smaller table. Additionally, you can collapse
or expand groups to hide the accounts inside them.
To display the overview, choose the Chart of Accounts Overview action on the Chart of
Accounts page, or search for the feature using .
Learn more about the chart of accounts and the general ledger at Understanding the
General Ledger and the Chart of Accounts.
Set up bank accounts

Bank accounts in Business Central register banking transactions and are associated with
entries in the chart of accounts. The following video shows how to set up bank accounts.
https://www.microsoft.com/en-us/videoplayer/embed/RE3Vhpl?
1. Choose the icon, enter Bank Accounts, then choose the related link.
2. On the Bank Accounts page, choose the New action.
3. In the No. field, an identifier such as B010 will be entered automatically if there's a
numbered series list set for bank accounts. If not, enter a unique combination.
The field is different from the Bank Account No. field also available in the General
FastTab.
4. Fill in the fields on the Bank Account Card page as necessary. Hover over a field to
read a short description.
See related training at Microsoft Learn.
See also
Set Up the Chart of Accounts
Set Up Bank Accounts

Sales Quick Start
Article • 02/15/2022
To be able to sell products and services, you must first set up items and customers. Once
that is done, you can start registering sales orders and sending out invoices.
Set up items to sell

This video shows how to set up an item to sell in Business Central.
https://www.microsoft.com/en-us/videoplayer/embed/RE47eLx?
Set up a new item

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
For more information and additional things you can do when setting up items, see
Register New Items.
Set up customers
This video shows how to set up a new customer in Business Central.
https://www.microsoft.com/en-us/videoplayer/embed/RE3PZsM?postJsllMsg=true
Set up a new customer

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
5. Proceed to fill or change fields on the customer card as necessary. Hover over a
field to read a short description.
For more information and additional things you can do when setting up customers, see
Register New Customers
Create a sales order

When you sell something to a customer, you have two options. The first, and simplest, is
to just create a sales invoice. However, if your sales process is more complex, for
example if you have situations where you only ship parts of an order quantity, you use a
sales order.
To create a sales order

2. Select New to create a new entry.
3. 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.
4. Fill in the remaining fields on the Sales Order page as necessary. Hover over a field
to read a short description.
5. 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.
6. In the No. field, enter the number of an inventory item or service.
7. In the Quantity field, enter the number of items to be sold.
8. In the Line Discount % field, enter a percentage if you want to grant the customer
a discount on the product.
9. To add a comment about the order line that the customer can see on the printed
sales order, write a comment in the Description field on an empty line.
10. Repeat steps 5 through 9 for every item that you want to sell to the customer.
11. To only ship a part of the order quantity, enter that quantity in the Qty. to Ship
field. The value is copied to the Qty. to Invoice field.
12. To only invoice a part of the shipped quantity, enter that quantity in the Qty. to
Invoice field. The quantity must be lower than the value in the Qty. to Ship field.
13. When the sales order lines are completed, choose the Post and Send action.
For more information and additional things you can do when creating customer sales
orders, see Sell Products with a Customer Sales Order.
Create a sales invoice

When you create and post a sales invoice, you not only create the invoice document you
send to the customer, you also create the related quantity and value entries in Business
Central.
To create and post a sales invoice

4. Fill in the remaining fields on the Sales Invoice page as necessary. Hover over a
6. In the No. field, select a record to post according to the value in the Type field.
7. In the Quantity field, enter how many units of the product, charge, or transaction
that the line will record for the customer.
8. If you want to give a discount, enter a percentage in the Line Discount % field. The
value in the Line Amount field updates accordingly.
9. Repeat steps 5 through 8 for every product or charge that you want to invoice the
customer for.
10. In the Invoice Discount Amount field, enter an amount that should be deducted
from the value shown in the Total Incl. Tax field.
11. When the sales invoice lines are completed, choose the Post and Send action.
For more information and additional things you can do when creating customer sales
invoices, see Invoice Sales
See Also
Sales Overview
Sell Products with a Customer Sales Order
Invoice Sales
Procurement Quick Start
Article • 02/15/2022
To be able to buy products and services, you must first set up vendors. Once that is
done, you can start registering purchase orders and receiving invoices.
Set up vendors
The following video shows you how to set up a vendor in Business Central.
https://www.microsoft.com/en-us/videoplayer/embed/RE3PZtd?
Set up a new vendor

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.
a. On the Select a template for a new vendor page, choose the template that you
want to use for the new vendor card.
b. Choose the OK button. A new vendor card opens with some fields filled with
3. Proceed to fill or change fields on the vendor card as necessary. Hover over a field
For more information and additional things you can do when you register vendors, see
Register New Vendors.
Create new purchase orders

When you buy something from a vendor you have two options. The first, and simplest, is
to just create a purchase invoice. However, 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.
The following video shows you how to create a purchase order in Business Central.
https://www.microsoft.com/en-us/videoplayer/embed/RE4b3tt?
To create a purchase order

1. Choose the icon, enter Purchase Orders, and then choose the related link.
2. On the Purchase Orders page, select the New action to create a new Purchase
Order.
3. In the Vendor Name field, enter the name of an existing vendor.
Other fields on the Purchase Header are now filled with the standard information
about the selected vendor.
4. Fill in the remaining fields on the Purchase Order page as necessary. Hover over a
You are now ready to fill in the purchase order lines with items or resources that
you have purchased from the vendor.
5. On the Lines FastTab, in the Item No. field, enter the number of an inventory item
or service.
6. In the Quantity field, enter the number of items to be purchased.
The Line Amount field is updated to show the value in the Direct Unit Cost field
multiplied by the value in the Quantity field.
7. In the Order 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 order.
8. When you receive the purchased items or services, choose Post.
For more information and additional things you can do when creating a purchase order,
see Purchasing.
Create a purchase invoice

You create a purchase invoice to record the cost of purchases and to track accounts
payable. Creating a purchase invoice is similar to creating a purchase order.
How to create and post a purchase invoice
1. Choose the icon, enter Purchase Invoices, and then choose the related link.
2. On the Purchase Invoice page, select the New action to create a new Purchase
Invoice.
3. 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.
4. Fill in the remaining fields on the Purchase Invoice page as necessary. Hover over
You are now ready to fill in the purchase invoice lines with items or resources that
you have purchased from the vendor.
or service.
from the value shown in the Total Incl. Tax field at the bottom of the invoice.
The purchase is now reflected in inventory, resource ledgers, 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.
For more information and additional things you can do when creating a purchase
invoice, see Record Purchases with Purchase Invoices.
See Also
Purchasing Overview
Record Purchases with Purchase Invoices
Basic Reports and Documents Output
Quick Start
Article • 09/23/2022
To adapt Business Central to your company needs, set and use reports and customized
documents suited to your business' processes and visual identity.
Add your company logo to documents

Business Central has templates set to use your company's logo to save you time
customizing documents such as invoices, orders, and statements.
1. Choose the menu, then choose the Company Information action.

2. Choose the Picture action and then select Choose.
3. Select the picture file on your device.
You can see the above instructions in this YouTube video . Once the image is displayed
in the Picture field, you can close the Company Information page.
Run reports
Reports organize information from different sources in Business Central and present it in
a readable way that can be easily printed or digitally shared. Reports can be found on
the pages they're contextually associated with. For example, the Items page lists reports
related to inventory levels, purchases, sales, and more.
1. Open the page associated with the requested report, such as the Items page.
2. Choose the Inventory - Top 10 List report on the Reports menu.
3. On the report request page, set filters to narrow down the date range or change
the reference unit of measure used in the report.
4. Choose the Print action and follow the device's printing steps.
a. Alternatively, select the Preview action to display the report on the screen.
Learn more on filtering data, scheduling reports, and more at Run and Print Reports.
Save reports as PDF, Excel, or Word documents

To quickly share reports, you can save Business Central reports directly to PDF, Microsoft
Excel, or Microsoft Word documents.
1. Repeat steps 1 to 3 from the run reports section above.
2. Choose the Send to action.
3. Select the file type, then choose OK. r The generated report file is automatically
saved to your browser's download folder.
Change report and document layouts

Business Central comes with many built-in layouts for your reports and other generated
documents, such as sales invoices. You can use applications like Microsoft Word or Excel
to edit the layout templates for documents and reports, as described in the following
example:
1. Choose the icon, enter Report Layouts, then choose the related link.
2. On the Report Layouts page, choose the Search action to select the
StandardSalesInvoice.docx layout, then choose the Export Layout action to
download the layout template file.
A Word document is saved to your device, with the same filename displayed on
the Report Layouts page.
3. Open the layout file in Microsoft Word and edit the document, for example, by
moving the date field (DocumentDate) or your logo, or by changing font sizes,
then save the file.
4. Back on the Report Layouts page, choose the New Layout action.
5. On the Add New Layout for a Report page, enter a name and description on the
Layout Name and Description fields, respectively, to make the layout easy to find.
6. Select the Word option in the Format Options field, then choose OK.
7. On the Choose Word Layout page, select Choose to open the edited layout file on
your device.
8. Test the new layout by choosing the Run Report action.
Learn more about how to customize reports and documents to your business needs at
Report and Document Layouts.
See also
Use Reports in Daily Work
Available Reports in Business Central
Document Report Selection

Business Intelligence Quick Start
Article • 09/23/2022
Being able to collect and analyze the ever-increasing amounts of data in an actionable
way is an invaluable part of doing business these days. Business Central offers many
business intelligence (BI) tools—both built-in and integrated with other services—to
help your company in the decision-making process.
Get insights on your key points of interest

Business Central includes built-in charts that can be displayed in the Insights part on
your home page, covering income & expense, cash flow, sales trends and other reports.
You can find additional key performance indicators (KPIs) on the Intelligent Cloud
Insights page, which displays actionable information from finance, inventory, sales, and
procurement:
Choose the icon, enter Intelligent Cloud Insights, then choose the related link.
The available data cards and insights can be selected to open the related ledger page.
The Intelligent Cloud Insights page also uses a connection with existing Power BI and
Azure Machine Learning subscriptions to display analysis and forecast dashboards.
Set up Power BI integration

You can connect Business Central with Power BI to create penetrating reports and
powerful dashboards. Power BI integration provides many options to give insights based
on your business' data, including a wide range of visual, filtering, and display
customizations.
1. On your home page, choose the Get started with Power BI link.
2. Choose Next.
3. Choose the Go to Power BI home page action, sign in with your Power BI account,
or start a trial using your work email address.
4. Back on the Set Up Power BI Reports page, choose Next.
5. On the next screen, choose Next to upload a demonstration report to Power BI,
then choose Finish.
The report upload takes a few minutes, but you can resume working on Business Central
during the transfer. After the upload, you can choose the Select reports action in the
Power BI Reports part on your home page to display the available dashboards.
The Power BI integration with Business Central includes a sample dashboard for the
Cronus demonstration company. More ready-to-use dashboards and dataset connectors
can be easily installed by browsing the Apps section in the Power BI website. There
you'll see available apps for Business Central that integrate and display data from
finance, sales, and other areas. Learn more about the Power BI features in this Business
Central and Power BI article, and see how to create your own dashboards at Get started
creating in the Power BI service.
You can also create visual reports based on Business Central by using the Microsoft
Excel Document (data only) file type option on report request pages. Learn more at Run
and Print Reports.
See also
Business Analysis and Financial Reporting
Work with Power BI Reports in Business Central

Article • 09/19/2022
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
training.
Tips and Tricks
 Tip
For a print-friendly overview of the most used functions, choose the following
image and download the PDF file.
Links to Learn More

The following table lists some of the general functionality with links to topics that
describe them.
７ Note
In addition to the general UI functions described in this section, you can use other
general functions that are more business-related. For more information, see
General Business Functionality.
To See
Find a specific page, report, action, help topic, or partner extension. Finding Pages and
Information with Tell
Me
Get an overview of pages for your role and for other roles and navigate Finding Pages with the
to pages. Role Explorer
Filter data in views, reports, or functions by using special symbols and Sorting, Searching, and
characters. Filtering Lists
Learn the many general functions that help you enter data in a quick Entering Data
and easy way.
Learn how to quickly copy and paste data including by using keyboard Copying and Pasting
shortcuts. FAQ
View or process data in specific date ranges. Work with Calendar

Dates and Times
See which fields must be filled in. Detecting Mandatory

Fields
Understand how the computer locale affects the user interface and the Changing Language
Help site and how to change the language. and Locale
Learn how to interact with Excel from practically anywhere in Business Viewing and Editing in
Central Excel
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 Center. Change Basic Settings
Get notified about certain events or changes in status, such as when Manage Notifications
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
preferences. Workspace
Define, preview, print, or save reports and define and run batch jobs. Work with Reports,
Batch Jobs, and
XMLports
To See
Manage the content and format of reports and documents, including Managing Report and
which data fields of a report dataset appear on the report and how Document Layouts
they are arranged, text style, images, and more.
Learn about features and capabilities that make Business Central Accessibility and
readily available to people with disabilities. Keyboard Shortcuts
Getting Around in Business Central

Here's a short video about how to get around in Business Central.
https://www.youtube-nocookie.com/embed/zqz03iMihx0
Choosing a desktop browser

Business Central supports multiple browsers that each offer a variety of features and
capabilities. The browser plays a significant role in the responsiveness and fluidity of the
user interface. See the list of supported, recommended browsers for Business Central
online and browsers for Business Central on-premises.
Where possible, avoid older browsers such as Internet Explorer, and switch to one
of our recommended modern browsers, such as the new Microsoft Edge .
Internet Explorer is no longer supported. For more information, see Microsoft Edge
documentation .
Keep your browser always updated to the latest version.
Action bars
Inside Business Central, you do most of your work in a list, a document, or a card. All
three types of pages have a bar with actions that are relevant to the particular page, and
the actions are almost the same for the individual card or document and for the list of
entities. This way, you can manage an individual sales order in the Sales Order page and
in the Sales Orders list, including posting it and invoicing it.
But the actions can also look differently, or even not be present, depending on how you
open the page. Specifically for list pages, the list page that you open from the home
page and the page that renders when you search for it using the icon are not
identical.
When you search for an open a list page, such as the Sales Orders list, it is in view
mode. The actions for editing, viewing, or deleting an individual entity, such as a sales
order, are shown when you choose the Manage action.
 Tip
If you know that you will use actions on this second level of the action bar often,
choose the icon to pin the action bar and make the actions under the various
menus immediately discoverable.
To make the second level of the action bar disappear again, choose the icon.
But when you open the same list page from your home page, the Manage action is not
present. Instead, to open an individual sales order, you just choose the Number field. In
this view, you cannot pin the action bar.
See Also
Performance Tips for Business Users
Start a free trial!

Article • 09/19/2022
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
training.
Tips and Tricks
 Tip
For a print-friendly overview of the most used functions, choose the following
image and download the PDF file.
Links to Learn More

The following table lists some of the general functionality with links to topics that
describe them.
７ Note
In addition to the general UI functions described in this section, you can use other
general functions that are more business-related. For more information, see
General Business Functionality.
To See
Find a specific page, report, action, help topic, or partner extension. Finding Pages and
Information with Tell
Me
Get an overview of pages for your role and for other roles and navigate Finding Pages with the
to pages. Role Explorer
Filter data in views, reports, or functions by using special symbols and Sorting, Searching, and
characters. Filtering Lists
Learn the many general functions that help you enter data in a quick Entering Data
and easy way.
Learn how to quickly copy and paste data including by using keyboard Copying and Pasting
shortcuts. FAQ
View or process data in specific date ranges. Work with Calendar

Dates and Times
See which fields must be filled in. Detecting Mandatory

Fields
Understand how the computer locale affects the user interface and the Changing Language
Help site and how to change the language. and Locale
Learn how to interact with Excel from practically anywhere in Business Viewing and Editing in
Central Excel
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 Center. Change Basic Settings
Get notified about certain events or changes in status, such as when Manage Notifications
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
preferences. Workspace
Define, preview, print, or save reports and define and run batch jobs. Work with Reports,
Batch Jobs, and
XMLports
To See
Manage the content and format of reports and documents, including Managing Report and
which data fields of a report dataset appear on the report and how Document Layouts
they are arranged, text style, images, and more.
Learn about features and capabilities that make Business Central Accessibility and
readily available to people with disabilities. Keyboard Shortcuts
Getting Around in Business Central

Here's a short video about how to get around in Business Central.
https://www.youtube-nocookie.com/embed/zqz03iMihx0

Business Central supports multiple browsers that each offer a variety of features and
user interface. See the list of supported, recommended browsers for Business Central
online and browsers for Business Central on-premises.
Where possible, avoid older browsers such as Internet Explorer, and switch to one
of our recommended modern browsers, such as the new Microsoft Edge .
Internet Explorer is no longer supported. For more information, see Microsoft Edge
documentation .
Keep your browser always updated to the latest version.
Action bars
Inside Business Central, you do most of your work in a list, a document, or a card. All
three types of pages have a bar with actions that are relevant to the particular page, and
the actions are almost the same for the individual card or document and for the list of
entities. This way, you can manage an individual sales order in the Sales Order page and
in the Sales Orders list, including posting it and invoicing it.
But the actions can also look differently, or even not be present, depending on how you
open the page. Specifically for list pages, the list page that you open from the home
page and the page that renders when you search for it using the icon are not
identical.
When you search for an open a list page, such as the Sales Orders list, it is in view
mode. The actions for editing, viewing, or deleting an individual entity, such as a sales
order, are shown when you choose the Manage action.
 Tip
If you know that you will use actions on this second level of the action bar often,
choose the icon to pin the action bar and make the actions under the various
menus immediately discoverable.
To make the second level of the action bar disappear again, choose the icon.
But when you open the same list page from your home page, the Manage action is not
present. Instead, to open an individual sales order, you just choose the Number field. In
this view, you cannot pin the action bar.
See Also
Start a free trial!

Finding Pages and Information with Tell
Me
Article • 02/06/2023
This article describes how the in-product search box, 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 other apps and consulting services for Business Central.
https://go.microsoft.com/fwlink/?linkid=2086048
When you need help with 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 page, the action exploring pages and reports opens a
feature overview that shows you all available features for your role or for all roles. Learn
more at Finding Pages with the Role Explorer.
７ Note
If you prefer to use your keyboard, use the Tab key and Arrow keys to choose an
item in the results. If you select the Enter key on your keyboard without choosing
a result, Business Central opens the result that is listed first.
 Tip
training.
Find an action on the current page

The On Current Page section lets you find and do work 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.
７ Note
The list includes only actions that are available on the navigation bar at the top of
the page. Actions on FastTabs are not included.
Find 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.
Find 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.
Find information in the Help

Under Documentation, you'll see a link to repeat your search in Microsoft's
documentation. If you choose the link, then the Help pane opens and shows search
results.
７ Note
Documentation for third-party extensions is not included in the results.
Get more functionality from apps

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.
Search for data

The Tell me what you want to do function doesn't 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're viewing. For more information, see Sorting, Searching, and Filtering
Lists.
 Tip
Starting in 2022 release wave 2, you can search for posted document lines, such as
invoice lines, credit memo lines, shipment lines, and receipt lines. Search for the
type of document lines that you want to find, and then bookmark the links to the
documents on your home page for easy access to the original or a filtered view.
Learn more at Add a Page Action to Your Role Center.
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're
interested, see Tell Me FAQ.
See Also
Add a Page Action to Your Role Center
Save and Personalize List Views

Tell Me FAQ
Article • 02/06/2023
This article 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. 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 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.
Does Tell Me give me help on how to use pages, reports,

and other things?
No, but you can easily get this information from the Help pane. Just select the Help
menu item (the question mark in the top-right corner) or select Ctrl + F1 on your
keyboard. For more information, see Help pane.
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
Finding Pages and Information with Tell Me
Finding Pages with the Role Explorer
Bookmark a Page or Report on Your Role Center

Search for a Record in Your Data
Article • 02/06/2023
When you want to find a particular record or value, use the Search for Data feature to
look for it. Start a search on your Role Center in the following ways:
Use the Search for Data action

Use the Ctrl + Alt + F shortcut key combination.
How search works

After you enter your keywords, Business Central starts your search in the background
and goes through each table one at a time. Search results begin to appear after it
finished each table.
If you enter more than one keyword, the results will include only records that have all of
the words in any of the selected fields.
The results page shows the three most recently updated records. If there are more than
three, you can choose Show All to display them.
Each time you choose a search result you increase the popularity of the table, and it will
appear higher in the results. Additionally, the record will be found more quickly if you
search for it in the future.
７ Note
Headers on sales, purchase, and service documents actually represent different

document types, such as quotes, invoices, and orders. Headers are treated as if they
were tables. If your keyword was found in a line on one of these documents, when
you choose the search result the page for the document displays, and not just the
line.
Getting started
You can speed up results by choosing the fields on the tables that you want to include in
your searches. The tables and fields that you can choose from vary, depending on your
Role Center. By default, all tables and fields are chosen, which can slow down the search.
We recommend that you exclude as many tables and fields as you can.
See Also
Entering Data
Article • 02/06/2023
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.
 Tip
training.
Open the role explorer

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 select Shift + F12 .
In the Tell Me window, choose the exploring action at the bottom.
When you first open the role center, it shows links to most features available for your
role.
Navigate features
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 an individual node, choose the node. This applies to top-level

nodes and sub nodes.
To expand/collapse all top-level nodes on the page, but leave the sub-nodes as
they are, choose ... at the top, then choose Expand or Collapse.
To expand/collapse all top-levels node and all sub nodes under it, choose ... at the
top, then choose the Expand All or Collapse All action.
Search for features
To quickly locate features, select Find, then enter a word or phrase for the feature your
trying to find. The role center will highlight any matching text. If a feature is hidden from
view in collapsed node, the collapsed node is marked with a dot.
Explore other roles

To explore roles other than your own, select Explore more roles. The role center displays
each role under its own heading, with links to its features. You can then navigate and
find features just like you do when exploring your role.
７ Note
You'll only see roles that are set up to show in the role explorer. So if you don't see
a role that you expected to see, it's probably not set up for it. For more information,
see Manage Profiles.
When exploring other roles, you can also narrow the exploration down by using the
Report & Analysis and Administration actions at the top of the role center.
Report & Analysis shows only those features that are categorized as reports and
analysis features.
Administration shows only those features that are categorized as administration
features.
 Tip
For developers, you categorize pages and reports by setting the UsageCategory
property in the object's AL code.
Expand and 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 all top-levels node and all sub nodes under it, do one of the
following steps:
Select the Ctrl + Shift keys while you choose the Expand or Collapse action in
the top-right corner.
Choose ... in the top-right corner, then choose the Expand All or Collapse All
action.
See Also
Manage Profiles

Sorting, Searching, and Filtering
Article • 02/06/2023
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.
 Tip
training.
For reports and XMLports, as on lists, you can set filters to delimit which data to include
in the report or XMLport, but you can't sort and search.
 Tip
When viewing your data as tiles, you can search and use filtering. To use the full set
of powerful features for sorting, searching, and filtering, choose the icon to
view the records as a list.
Sorting
Sorting makes it easy for you to get a quick overview of your data. For example, if you
have many customers, you could sort them by Customer No., Currency Code, or
Country Region Code to get the overview you need.
To sort a list, you can either:
Choose a column heading text to toggle between ascending and descending

order, or
Choose the drop-down arrow in the column heading, then choose the Ascending
or Descending action.
７ Note
Sorting isn't supported on images, BLOB fields, FlowFilters, and fields that do not
belong to a table.
Searching
At the top of each list page, there's a Search action that provides a quick and easy
way to reduce the records in a list and display only those records that contain the data
that you're interested in seeing.
To search, just choose the Search action, and then in the box, type the text that you're
looking for. You can enter letters, numbers, and other symbols.
In general, search will attempt to match text across all fields. It doesn't distinguish
between uppercase and lowercase characters (case insensitive) and will match text
placed anywhere in the field, at the beginning, end, or in the middle.
 Tip
You can select F3 to activate and deactivate the search box. For more information,
see Keyboard Shortcuts.
７ Note
Search won't match values in images, BLOB fields, FlowFilters, FlowFields, and other
fields that aren't part of a table.
Fine-tuning the Search with Filter criteria

You can make a more exact search by using filter operators, expressions, and filter
tokens. Unlike filtering, these are applied across all fields when used in the search box,
making them less efficient than filtering.
To find only field values that match the entire text and case exactly, place the
search text between single quotes '' (for example, 'man' ).
To find field values that start with a certain text and match the case, place * after
the search text (for example man* ).
To find field values that end with a certain text and match the case, place * before
the search text (for example *man ).
When using '' or * , the search is case-sensitive. If you want to make the search
case insensitive, place @ before the search text (for example @man* ).
The following table provides some examples to explain how you can use the search.
Search Finds...
Criteria
man All records with fields that contain the text man, regardless of the case. For example,
or 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.
Filtering
Filtering provides a more advanced and versatile way to control which records are
included in a list, report, or XMLport. There are two major differences between searching
and filtering, as described in the table below.
Searching Filtering
Applicable Searches across all fields that are Filters one or more fields individually,
Fields visible on the page. selecting from any field on the table,
including fields that aren't visible on the
page.
Matching Displays records with fields that Displays records where the field exactly
match the search text, no matter the matches the filter, including the text's case,
text's case or placement in the field. 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.
７ 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, select 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, select 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. 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 section is where you add filters on specific fields to reduce the number of
displayed records. To add a filter, choose the + Filter action. Then, 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. Then, type the
name of the field that you want to filter the list by or pick a field from the drop-
down list.
７ 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, select 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 Use Saved Settings.
The main Filter section shows the default filter fields that you use to delimit which
records to include in the report or XMLport. To add a filter, choose the + Filter action.
Then, type the name of the field that you want to filter by, or pick a field from the drop-
down list.
In the Filter totals by section, you can adjust various dimensions that influence
calculations in the report or XMLport. To add a filter, choose the + Filter action. Then,
type the name of the field that you want to filter by, or pick a field from the drop-down
list.
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 Operators

When you enter criteria, you can use all the numbers and letters that you normally use
in the field. But there's also a set of special symbols that you can use as operators to
further filter the results. The following sections describe these symbols and how to use
them as operators in filters.
 Tip
For more information about filtering dates and times, see Work with Calendar
Dates and Times.
） Important
There may be situations where the value that you want to filter on contains a
symbol that's an operator. For more information about handling these
situtions, see Filtering on Values That Contain Symbols for more instructions
about handling this situation.
If there are more than 200 operators in a single filter, the system will
automatically group some expressions in parentheses () for the purpose of
processing. This has no effect on the filter or the results.
(..) Interval
Sample Records Displayed

Expression
1100..2100 Numbers 1100 through 2100
..2500 Up to and including 2500
..12 31 00 Dates up to and including 12 31 00
P8.. Information for accounting period 8 and after
..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
 Tip
If you're using a numeric keypad, the decimal separator key may output a character
other than a period (.). To switch to a period, select the Alt + Decimal Separator keys
on the numeric keypad. When you want to switch back, select Alt +
Decimal Separator again. For more information, see Setting the decimal separator
used by numeric keyboards.
(|) Either/or
Sample Expression Records Displayed
1200|1300 Numbers with 1200 or 1300
(<>) Not equal to

Expression
<>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
>1200 Numbers greater than 1200
(>=) Greater than or equal to
>=1200 Numbers greater than or equal to 1200
(<) Less than
<1200 Numbers less than 1200
(<=) Less than or equal to
<=1200 Numbers less than or equal to 1200
(&) And
>200&<1200 Numbers greater than 200 and less than 1200
('') An exact character match
'man' Text that matches man exactly and is case-sensitive.
'' Text that is empty.
(@) Case insensitive

@man* Text that starts with man and is case insensitive.
(*) An indefinite number of unknown characters
*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
Hans?n Text such as Hansen or Hanson
Combined Format Expressions

Expression
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).
Filtering on Values That Contain Symbols

There may be cases where field values contain the one of the following symbols:
&
(
)
=
|
If you want to filter on any of these symbols, place the filter expression in single quotes
( '<expression with symbol>' ). For example, if you wanted to filter on records that start
with the text J & V, the filter expression would be 'J & V*' .
This requirement isn't necessary for other symbols.
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. Filter tokens make 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.
%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.
%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.
%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.
%myvendors Vendors in the My Vendors on your Role Center.
See also
Searching and Filtering FAQ

FAQ
This article answers some common questions you might have about searching and
filtering in Business Central.
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.
Exactly which fields are matched when

searching?
Business Central applies the search criteria to all fields that are visible on the page. If a
field has been hidden, such as by using personalization, search won't consider this field.
Search criteria are applied to fields only if their data type matches that of the search
criteria. For example, searching for the term today will search all text and code fields for
the literal value "today", and also any date fields where today is evaluated as an
expression for the current date, but won't search in any numeric fields. For more
information on filter criteria, 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, or for lists that are shown as dialogs, such as in lookups. 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 Use 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 add-ins for
Microsoft 365?
On different display targets, such as mobile devices or in Outlook, you can search in lists
but can't filter on individual fields in most cases. In the Business Central app for
Microsoft Teams, both search and filter are available on lists.
How do I view how my search terms
have been applied to fields in the list?
After entering search terms in the search box, you can view the exact search criteria and
which fields they have been applied to by opening the page inspection pane ( Ctrl +
Alt + F1 ) and choosing the Page Filters tab.
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.
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 .
How do I change the output of the

decimal separator key on my numeric
keypad?
By default, the output character of the decimal separator is determined by the region
setting of Business Central, which you set on the My Settings page. You can temporarily
switch it to a period (.) by selecting the Alt + Decimal Separator keys on the keypad.
Select Alt + Decimal Separator again to switch back. For more information, see Setting
the decimal separator used by numeric keyboards.
See also

Entering Data
Article • 02/06/2023
There are many general features that help you enter data easier, faster, and more
precise. The basic principles and advanced features for entering data are described in
this article.
 Tip
training.
The examples in this article use the demonstration data.
Work with editable fields

Fields in Business Central may contain different editable data, such as text or currency
amounts. Editable fields typically display an input box where you can type or choose a
value. Non-editable fields are typically displayed with a gray background.
Some editable fields provide a picker to help you specify a value.
Picker How it helps you specify a value
Date This picker displays a calendar that is based on your current regional settings. It
picker helps you choose a single date.
Dropdown Dropdowns provide a choice of fixed values or reference records from another table
Switch or Some fields provide a simple choice of Yes or No values. The switch is used to specify
Checkbox this value, and is always displayed as a checkbox in lists
Assist edit Some fields provide custom pickers that are suited to looking up and choosing the
best value for that field, such as popup window
Modifying a field value

To modify the value of a field, you must first set focus to that field. You set focus by
doing the following actions:
Use the Tab key. The action selects the entire value.
Left-click your mouse or similar input device. This action will only select the entire
field value if the field is in a list.
When you interact with fields in the user interface, Business Central typically favors
selecting the entire field value to make it easier for you to replace that value.
When the entire field value is selected:
Replace the value by just typing to specify a new value. If the field offers a picker,
you can activate it using the Alt + Down Arrow keyboard shortcut.
Use the Delete or Backspace key to clear the value.
select the F2 key to toggle between selecting the entire field value or placing the cursor
after the field's value. Placing the cursor at the end of the value makes it easier for you
to append to the existing value.
When the cursor is shown at the end of the field value:
Add to the value by just typing.

Use the Home , End , Left Arrow , and Right Arrow keys to move the cursor within the
value. If you're editing a field in a list, selecting the Left Arrow key again when the
cursor is at the beginning of the value will set focus to the previous field. Similarly,
selecting the Right Arrow key again when the cursor is at the end of the value will
set focus to the next field.
７ Note
After you specify a value, Business Central will only check that it's valid after you
click outside the field or set focus to another element, such as the next field.
Check data in documents and journals while

you work
In 2022 release wave 1 we introduced a feature that will validate the data you enter in
documents and journals while you're entering it. For example, turning on this feature
can help avoid mistakes in data entry or not being able to post something due to an
error.
Your administrator can enable the Feature: Check documents and journals while you
work feature on the Feature Management page. Afterward, you will receive a
notification when you open a page to start working on a document or journal. To start
using the feature, choose the Enable this for me link in the notification.
If you enable the feature, the FactBox Pane will show either a Check Document or Check
Journal FactBox, depending on the type of document you're working on. The FactBox
lists the errors on the page so you can quickly resolve them.
If you decide you don't need the feature, there are two ways to turn it off:
For journals, turn off the Enable Data Check toggle on the General Journal Setup
page.
For documents, clear the Show the Document Check FactBox check box on the
My Notifications page.
Keyboard Shortcuts
There are several keyboard shortcuts that let you work "mouse-free" and speed up your
data entry. These keyboard shortcuts are especially useful with large-scale entries and
repetitive typing tasks.
For more information about shortcuts, see Keyboard Shortcuts. A few of the keyboard
shortcuts are discussed in this article.
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's beneficial when
doing repetitive typing tasks that require creating multiple records in sequence.
Examples include a batch of sales orders or registering new items.
You can use 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're interested in. Quick Entry skips non-editable fields
and fields that you typically don't fill in. You might have already noticed this behavior on
some pages. This behavior is because the fields to include when pressing Enter and
which ones to skip have been predefined. 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 included in Quick Entry or excluded from Quick Entry.
Fields that are included in Quick Entry will be included in the path when you select
Enter . Fields that are excluded from Quick Entry won't.
When you're finished entering data in a field, you simply select Enter to confirm the
changes and go to the next field. If you want to reverse direction, and go the previous
field, select Shift + Enter . For more information about shortcuts, see Quick Entry
Shortcuts for Fields.
Tips and Tricks
The following list provides some useful information about using Quick Entry.
It's available for any editable fields.

It also works across columns and rows.
It doesn't prevent accessing other elements of a page, such as actions. These
elements are still accessible by using Tab and Shift + Tab .
It's not required that FastTabs are 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 chosen field. Business Central will remember that the
FastTab should be expanded next time you visit the page.
Quick Entry works no matter whether fields are mandatory. So it's 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 set up Quick Entry on fields, you use personalization.
1. Start personalization by selecting the icon, and then the Personalize action.
2. Select a field that you want change. In lists, select the corresponding column
heading. 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. An example is
when you post a transaction that uses the value in the field.
Although a field is mandatory, you aren't forced to fill the field before you continue to
other fields or close the page. The red asterisk only serves as a reminder that you'll be
blocked from completing a certain process.
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's 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. Then paste what
you copied into the same page, another page, or an external document. You could, for
example, paste to Microsoft Excel or Outlook email. In short, to copy, select Ctrl + C
(cmd+C in macOS) on your keyboard. To paste, select Ctrl + V or 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 select F8 .
For more information, see Copying and Pasting FAQ.
Filtering Line Items

To start filtering, select at the top of the list or select 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 analyzing longer documents. Imagine
you open a posted sales invoice. Then, you filter the line items to display all line items
that have an individual discount above 5%. Or, you 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, you can switch your view to
focus only on the line items. Example documents are sales order or invoice page. The
line items part expands so that it occupies almost the entire workspace. It hides other
parts of the page except the actions area at the top. This layout gives you a better
overview of the lines items, and provides more room to work on them.
You'll benefit particularly when you work with large line item lists and you want to enter
data fast. This feature also provides advanced filtering capability. Like on other lists,
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 select Ctrl + Shift + F12 .
To switch back to the normal view, choose or select Ctrl + Shift + F12 again.
Multitasking Across Multiple Pages

You can open a card or document page in a new window. Opening a new window lets
you:
Work on multiple tasks at the same time

Manage interruptions to the current task, such as taking an incoming call.
Keep a window open for an ongoing task while you start or complete another task
in windows.
To open the current card or document in a new window, choose in the upper right
corner, or select Alt + Shift + W .
７ Note
When you open other pages from a card or document that is opened in a new
window, those pages will open in a new window even though you don't choose .
７ Note
If you work in the Safari browser, a pop-up blocker may cause the new window to
not open. If this is the case, specify the product URL as an allowed website. For
information see, Change preferences in Safari .
The same may happen in other browsers, such as Firefox. For more information, see
Pop-up blocker settings in Firefox .
Another way to multitask is to open Business Central on two or more browser tabs.
When you do it this way, you should create a new tab and then copy/paste the URL of
the original tab into the new tab. This way creates a new session.
７ Note
Don't use the Duplicate function of the browser to create the new tab as this may
cause actions on one tab to block actions on other tabs because they are part of
the same session.
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 assigned to dates (date fields).
You can enter dates with or without separators.
７ Note
How you enter dates and times depends on your Region settings. For more
information, see Change Basic Settings.
Entering Dates
You can either use the data picker to select a date from a calendar, or you can enter
dates manually. This section provides a brief overview of how to enter dates. For more
information, see Work with Calendar Dates and Times.
For manually date entry, you can enter two, four, six, or eight digits:
Two digits are interpreted as the day. It will add the month and the year of the
work date.
Four digits are interpreted as the day and the month. It will add the year of the
work date.
If the date you want is in the range 01/01/1950 through 12/31/2049, enter the year
with two digits. Otherwise, enter the year with four digits.
７ Note
If you're using Business Central on-premises, the two-digit year range may be
different. Administrators can change the range by modifying the
CalendarTwoDigitYearMax setting of the Business Central server. For more
information, see Configuring Business Central Server.
You can also enter a date as a weekday followed by a week number. Or, you can enter a
year. For example, Mon25 or mon25 means Monday in week 25.
Instead of entering a specific date, you can enter one of these codes.
Code Result
t Specifies today's date (the system date for the computer).

Code Result
p Specifies an accounting period, where p means the first accounting period, p2 means the
second accounting period, and so on.
w Specifies the work date that is set up 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 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 isn't required. You don't have to write minutes, seconds, or AM/PM.
The following table lists the various ways in which times can be entered and how they're
interpreted.
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 enter two digits for each unit of time if you don't enter a separator.
Entering Combined Datetimes

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 in relevant regional settings.
The following table lists the various ways in which you can enter datetimes and how
they're interpreted.
08-01-2022 05:48:12 PM 08-01-2022 05:48:12 PM
131222 132455 13-12-22 13:24:55
1-12-22 10 01-12-22 10:00:00
1.12.22 5 01-12-22 05:00:00
1.12.22 01-12-22 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
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
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
t 23 Today 23:00:00
t-1 Tuesday of week 1 of the work date year

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's automatically converted to a duration. The number
you enter is converted according to the default unit of measure that has been specified
for the duration field.
To see the unit of measure used in a duration field, enter a number and see which unit
of measure it's converted to.
The number 5 is converted to 5 hrs, if the unit of measure is hours.
Setting the decimal separator used by numeric

keyboards
When using the Decimal Separator key on a numeric keypad to enter data, the actual
decimal separator that's entered in the field is determined by your region setting in
Business Central. Most regions use the period (.) or comma (,) symbol as a separator for
decimal values, as you would typically see in currency amounts. The decimal key on your
keypad adapts to your region. It's often different to the period or comma keys on the
rest of your keyboard. You set the region in Business Central on the My Settings page.
For example, suppose you're using a numeric keyboard that uses a period (.) as the
Decimal Separator key. But you're entering data for a regional language that uses a
comma (,) for the decimal separator, like French (France). So, you want decimals like
"1.23" to be entered as "1,23". In this case, you can go to the My Settings page and set
the Region to the target regional language to French (France). For more information,
see Change Basic Settings.
 Tip
There may be occasions when you want to use the decimal separator to enter a
period (.). For example, suppose you were entering a date range in a filter, like
01/01/2022..04/01/2022 , or anything that requires a period. To accommodate this
case, select the Alt + Decimal Separator keys on the numeric keyboard. This key
combination switches the decimal separator between outputting a period and the
decimal separator as determined by the Region setting.
See also
Sorting, Searching, and Filtering Lists

Copy and Paste FAQ
FAQ
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 select Ctrl + C (cmd+C in macOS) on your keyboard. To paste,
you select 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?

You can copy and paste this type of data:
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 select Ctrl + C .
If you want to copy more rows, you can:
select Ctrl +Click on another row or select 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 select Ctrl + C .
How do I paste rows?
Select an empty row, with focus in any cell, and then select Ctrl + V .
If you want to replace existing rows, select the rows, and then select Ctrl + V . In this
case, you can only paste the same number of rows that you selected.
７ 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.
Can I also copy links to pages and

records?
Yes. For more information, see Sharing Business Data from Business Central.
Next steps
Find related information here:
Assistive Features
Frequently Asked Questions
Work with Calendar Dates and Times
Article • 02/06/2023
You can enter dates and times in multiple ways. Dynamics 365 Business Central includes
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're interested in.
 Tip
training.
Check your region and language settings

The My Settings page specifies the Region and Language that you're 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.
７ 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).
 Tip
You can use any separators, even a space, and the date will automatically be
changed to use separators that match your region.
７ Note
The format in which dates are displayed on printed reports or emailed documents
isn't 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 select 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 don't 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. If there were 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 work date and today as well, which you want to keep in mind
when abbreviating. For example, t already means today, so it can't 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, it's interpreted as the day, and it will add the month
and the year of the work date.
If you enter four digits, it's 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 01/01/1950 through 12/31/2049, you
can enter the year with two digits; otherwise, enter the year with four digits.
７ Note
If you're using Business Central on-premises, the two-digit year range may be
different. Administrators can change the range by modifying the
CalendarTwoDigitYearMax setting of the Business Central server. For more
information, see Configuring Business Central Server.
Today
Enter the word for today, in the language specified on the My Settings page, to set the
date on a record to today's date. Instead of entering the entire word, you can enter part
of the word, starting from the beginning. For example, in English, you can enter t or tod,
as long as it isn't 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 03/21/22, then p1, or just p, filters on
the first accounting period of the fiscal year 2022 (such as 01/01/22..01/31/22). p15
filters on the 15th accounting period from the start of fiscal year 2022 (such as
03/01/23..03/31/23).
The accounting periods are defined on the Accounting Periods page. To view or change
the accounting periods, open the page here .
Work Date
Use a work date to specify a date that isn't today's date on records. For example, a work
date is useful when you need to set a particular date for multiple records. You specify
the work date on the My Settings page.
A fast way to enter the work date on records is to enter some or all of the word work,
starting from the beginning of the word, in the language in which you're using
Dynamics 365 Business Central. For example, in English, you can enter w or work. The
language is also specified on the My Settings page.
If you haven't specified a work date, today's date will be used. For more information, see
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
December 31 and January 1.
To specify that a date is a closing date, put C just before the date, such as C123101. Use
this format 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.
2022.12.31. 2022.12.31.
221231 2022.12.31.
22.12.31. 2022.12.31.
22.12.31. 2022.12.31.
20221231 2022.12.31.
22/12,31 2022.12.31.
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 work the working date

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
t 23 Tuesday of week 23 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 Data included in the filter

expression
(Date)
Interval 12 15 Records with dates between and including 12 15 00 and 01 15 01.

00..01 15
01 Records with dates of 12 15 00 or earlier.
..12 15 00 Date range that includes the second, third, and fourth accounting
periods, such as 01/01/20..04/30/20.
p1..p4
Either/or 12 15 Records with dates of either 12 15 00 or 12 16 00. If there are

00|12 16 records with dates on both days, they'll all be displayed.
00
Meaning Sample Data included in the filter
expression
(Date)
Combination 12 15 Records with dates of 12 15 00 or on dates between and including

00|12 01 12 01 00 and 12 10 00.
00..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
..12 14 including 12 15 00 and 12 29 00.
00|12 30
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.
Use 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.
７ 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 can't 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
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. If you use double digits for each unit up to milliseconds, then it isn't 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're
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.
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
７ Note
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.
） Important
You can't 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 in relevant regional settings.
The following table lists the various ways in which you can enter datetimes and how
they're interpreted.
08-01-2022 05:48:12 PM 08-01-2022 05:48:12 PM
131222 132455 13-12-22 13:24:55

1-12-22 10 01-12-22 10:00:00
1.12.22 5 01-12-22 05:00:00
1.12.22 01-12-22 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
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
t23 t Tuesday of week 23 of the work date year, current time of day
t 23 Today 23:00:00
Entering Duration
Some fields in the application represent a duration, or amount of elapsed time, instead
of a specific date or time. You enter a duration as a number followed by its unit of
measure.
Here are some examples.
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. Then, you
can see which unit of measure it's converted to.
For example, if the unit of measure is hours, the number 5 is converted to 5 hrs.
See also
Work with Dynamics 365 Business Central
Date Calculation for Purchases
Entering Criteria in Filters

Detecting Mandatory Fields
Article • 04/28/2022
When you enter data, you might see a red asterisk next to a field. The asterisk means
that the field is required for a certain process. For example, you're about to post a
transaction, but you've not filled in an important field.
The visual clue doesn't force you to fill in the field. The red asterisk is a reminder that
you're blocked from completing a 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 can't 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 can't enter the item on a document line, such as a sales order, unless this field is
filled.
See Also

Changing Language and Region
Article • 09/30/2022
Business Central is available in many markets and languages around the World. In the
markets where Business Central is available, regulatory features are available to assist
companies with regulatory burdens. Business Central can display in different languages.
You can even change the language that is used to display texts. The change is
immediate, once you've been automatically signed out and in again. The setting applies
to you and not to everyone else in your company.
 Tip
training.
For example, you're using the Canadian version of Business Central. That means that you
can see the user interface in English, German, French, or another language, but it's still
the Canadian version of Business Central. It isn't the same as Business Central in
Germany where functionality has been adapted towards that market's requirements.
To change the language of the user interface, go to the My Settings page. For more
information, see Change Basic Settings.
７ Note
The choice of languages will be reset to your setting on your Microsoft 365 profile
if your administrator synchronizes users from Microsoft 365 to Business Central.
You can't change the texts that are stored as application data. 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 aren't translated.
７ Note
Business Central only supports a single character set for data. Therefore some
characters may not be supported in your environment, and you may experience
problems when retrieving data that was entered using a different character set. For
instance, your environment may support only English and Russian characters. In this
case, 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 your region setting

Region is different from both language and legal requirements in local markets. Region
determines how your data presents itself, such as the decimal separator, and how text
aligns to the left or to the right. The region also determines some of the system
elements in the browser, such as the action to create a new item in a list.
You can change the region in the browser tab that you're using to work in Business
Central. The change applies only to you and not to the other users in your company. The
choice of region will be reset to your setting on your Microsoft 365 profile if your
administrator synchronizes users from Microsoft 365 into Business Central.
） Important
When you change the region, you will see a long list of languages and regions.
However, the language is not influenced by the choice of region.
To change the region, go to the My Settings page. For more information, see Change
Basic Settings.
Changing the Region Setting for Customers,

Contacts, and Vendors
Some businesses use an external service that validates address information in their
country or region. However, when you need to update address information, the
structured approach that these services use may not always be what's right for some
scenarios. Business Central offers a more flexible means of entering address details.
On the General Ledger Setup page, if you turn on the Require Country/Region Code in
Address toggle, changes to the Country/Region Code field on addresses for customers,
contacts, or vendors will reset the values in other address fields.
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 default version of Business Central publishes to Microsoft
Learn. The content is available in different languages. If you access the documentation
from inside Business Central, the content will display in your language. By default, if a
particular page isn't available in your language yet, it will be shown in English.
How do I change the language of the Microsoft Learn

site?
It's simple - scroll to the bottom of the browser page and choose the globe symbol in
the bottom left corner.
７ Note
The list shows all languages that are supported by the Microsoft Learn site.
Business Central is available in a limited number of countries/regions, and the
Business Central Help content is not available in all languages that the Microsoft
Learn site supports.
See Also

Viewing and Editing in Excel From
Business Central
Article • 02/21/2023
With pages that display a list of records in rows and columns, like a list of customers,
sale orders, or invoices, you can export the list to Microsoft Excel, and view it there.
Depending on the page, you have two options for viewing in Excel. Both options are
available from the Share icon at the top of a page. You can either select the Open in
Excel action or the Edit in Excel action on the page. This article explains the two actions.
Open in Excel
With the Open in Excel action, you can make changes to the records in Excel, but you
can't publish the changes back to Business Central. You can only save the changes to
Excel file, without affecting data in Business Central.
With this action, Excel respects any filters on the page that limit the records shown.
The Excel workbook will contain the same rows and columns that appear on the
page in Business Central.
This action works on both on Windows and macOS.
If your organization has configured OneDrive for system features, the Excel
workbook is opened in your browser by using Excel for the web. If you're not using
OneDrive for system features, the workbook is downloaded to your device. From
there, you can open it using either the Excel desktop app or Excel for the web,
depending on what you have.
） Important
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.
 Tip
What about reports? Well, you can export the report results to an Excel file for
viewing the full dataset, including all columns. The Excel file can help you validate
that the report returns the expected data. To export a report, run the report and
select the Send to > Microsoft Excel Document (data only) on the request page.
For more information, see Work with Reports - Save a report to a file.
７ Note
In Excel, whole numbers in columns will have a decimal symbol at the end (like a
period . or comma , ) even though the decimal symbol isn't shown in Business
Central. The decimal symbol depends on your device's region settings. For example,
10 in Business Central could appear as 10. or 10, in Excel. You can change the
format in Excel by selecting the values, then selecting Ctrl + 1 . To learn more
about changing the number format in Excel, go to Format Numbers .
Edit in Excel
The Edit in Excel action is available on most lists, but not all. With the Edit in Excel
action, you make changes to records in Excel and then publish the changes back to
Business Central. When Excel opens, you'll see the Excel Add-in pane on the right.
With this action, Excel respects most filters on the page that limit the records
shown, so the Excel workbook will contain almost the same records and columns.
To get the latest data from Business Central, choose Refresh in the Excel Add-in
pane.
First-time sign-in
The Edit in Excel action requires that the Business Central add-in is installed in Excel. In
some cases, your administrator may have set up the add-in to install automatically for
you. In this case, you just have to sign in to Business Central in Excel Add-in pane with
your user name and password. Otherwise, the New Office Add-in pane opens. To install
the add-in, choose Trust this add-in, which will install the add-in directly from the Office
Store.
If the add-in doesn't install, either contact your admin or try to install it manually. For
more information, see Install the add-in manually for your own use.
Work across environments and companies

You can switch the company that you're working with. To switch company, select the
Options icon in the Excel Add-in pane, then select the company from the Company
field.
） Important
When changing the company, make sure that the Environment field is not empty. If
it is, then set it to one of the available options; otherwise, the add-in will not work
correctly.
If you make changes to the add-in, you must reload it to update the connection. To
reload, use the menu in the top-right corner of the add-in. If you can't load the add-
in, talk to your administrator. If you're the administrator, see Get the Business Central
Add-in for Excel.
７ Note
The add-in works with Excel for the web (online) from any device as long as as use
a supported browser. It also works with the Excel app for Windows (PC); but not for
macOS.
For Business Central on-premises, the Edit in Excel action is only available if the
Excel add-in has been configured by your administrator, and only available for the
Web client. For administrators, if you want to learn how to install the Excel add-in,
see Setting up the Excel Add-In for Editing Business Central Data.
Limits when using Excel for the web

When Edit in Excel is used on list pages for tables with many columns, the resulting
workbook may have too many columns for the file to be viewed in Excel for the web.
Business Central automatically limits the exported workbook to 100 columns when
OneDrive is configured for system features.
See the differences between the options

See Also
Analyzing Financial Statements in Microsoft Excel
Enhancements to Excel integration in 2019 release wave 2

Opening and Sharing Business Central
Files in Microsoft OneDrive
Article • 02/06/2023
Business Central makes it easy to store, manage, and share files with other people
through Microsoft OneDrive for Business. On most pages with available files, such as the
Report Inbox or when files are attached to records, you'll find Open in OneDrive and
Share actions.
Open in OneDrive
The Open in OneDrive action copies the file to your OneDrive and then opens the file in
an application such as Microsoft Excel online, Microsoft Word online, or Microsoft
PowerPoint online.
When you choose Open in OneDrive, Business Central identifies Excel, Word, and
PowerPoint files and opens them in their online applications, that is, Excel online, Word
online and PowerPoint online.
Using the online versions of these applications, you can annotate, edit, and collaborate
with others without leaving the browser.
For other popular file types, such as PDFs, text files, and images, OneDrive provides file
viewers that offer features for printing, sharing, and more. If a file can't be viewed in
OneDrive, you might be prompted to download it.
Share
The Share action copies the file to your OneDrive so you can see with whom you've
already shared it as well as share the file with other people. When you select the Share
action, the following page opens.
If you're familiar with OneDrive, you may recognize the above-referenced page. You'll
see you have two options for sharing the file: Send link and Copy link.
Send link let's you share the files with specific people. The people you share the
file will get an email with a link to the file. The file will also appear in the Shared
section of their OneDrive. Start by typing the email addresses or contact names in
the Name, group or email field. Include a message below the Name, group or
email field, if you want.
 Tip
If you want to compose your message in Outlook, select the Outlook button.
The link will be inserted into a draft email and everyone you entered to share
with will be in the To list. With this option, you can author emails using all of
Outlook's features, including formatting text, adding other attachments,
inserting pictures or tables, and adding CC or BCC recipients.
Copy link copies a file link you can use to share the file through applications such
as Facebook, Twitter, or email.
Before you send or copy a file link, set the permission level you want people to have.
You can see the current setting under Send link or Copy link. In most cases, it will be
Anyone with the link can edit, depending on your administrator's settings. To change
the permissions, select the link and make changes on the Link Settings page.
The sharing feature in Business Central is based on OneDrive. Learn more about
OneDrive sharing and permissions at Share OneDrive files and folders .
７ Note
The Share action isn't available in the Business Central app for mobile devices.
First-time sign in from Business Central

When you use the Open in OneDrive or Share action for the first time, Business Central
does the following things:
1. Opens the Please review terms and conditions page. Read the page, and if you
agree with the terms and conditions, select Agree to continue.
2. Creates a folder named Business Central in OneDrive.
3. Within the Business Central folder, it creates a folder with the same name as the
company you're working in. If you work in more than one company, Business
Central creates a folder for each company you're working in when you use the
Open in OneDrive or Share action.
4. Puts a copy of the file you selected in the company name folder, and then opens
the file.
Then, the next time you use the Open in OneDrive or Share action, Business Central
only copies and opens the file.
Managing multiple copies of a file
When you choose Open in OneDrive or Share, the file is copied from Business Central
to your folder in OneDrive. If you edit the file in OneDrive, that file will be different from
the Business Central file. To update Business Central with the latest file version, remove
the existing file from Business Central and upload the latest copy.
If a file with the same name already exists in OneDrive, you'll be given the following
choices:
Use existing
This option opens or shares the file that's already stored in OneDrive, instead of
copying the file from Business Central.
Replace
This option replaces the existing file in OneDrive with the file you selected from
Business Central. The original file isn't lost—you can see and restore it using the
version history in OneDrive. Learn more at Restore a previous version of a file
stored in OneDrive .
Keep both
This option keeps the existing file as-is and saves the file you selected from
Business Central under a different name. The new name is similar to the existing
name, except with a suffix number such “Items (2).xlsx”.
About your Business Central folder on

OneDrive
The folder and its content are private until you decide to share them with others. So you
might decide to share content with one or more of your coworkers, or even people
outside of your organization.
You can access your OneDrive from the My Settings page by choosing the link in the
Cloud Storage field. Learn more at Share OneDrive files and folders .
See also
Business Central and OneDrive Integration
Managing OneDrive Integration with Business Central
OneDrive FAQ
Manage attachments, links, and notes
on cards and documents
Article • 06/15/2023
On most list pages, cards, and documents, you can attach files, add links, and write
notes on the Attachments tab of the FactBox pane. The number in the tab title indicates
how many attached files, links, or notes exist for the card or document.
On the Lines FastTab, you can also use the Attachments action to attach documents to a
specific line. For example, you might want to attach design specifications to an item on a
purchase invoice.
Attachments, links, and notes stay attached to the card or document while it's processed
into other states. For example, 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.
You can also add attachments to the emails you send from Business Central. When you
send an email directly from a document, such as a sales quote, the Add file from source
document action lets you choose files that are attached to it. You can only choose files
that are attached to the document. You can't choose files that are attached to lines.
７ Note
When you partially ship and invoice a sales or purchase order, the attachment will
only be attached to the final invoice of the order. Similarly, when you invoice
deferrals, the attachment is attached to the G/L entries for the document but not
for the deferral entries.
If you delete an order before it is invoiced, the attachment is also removed.
When you use the Get Receipt Lines action on a purchase invoice, the attachment
on the related purchase order is added to the purchase invoice.
To attach a file to a purchase invoice

You can attach any type of file, such as text, image, or video files, to a card, document,
or a line on a 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.
７ Note
Files attached with the Incoming Documents feature aren't included on the
Attachments tab. For more information, see Incoming Documents. The same is
true for files that are attached to lines on documents.
The following procedure is based on a purchase invoice. The steps are similar for all
other supported documents and cards.
 Tip
If your attachment is specific to a line on a document, you can attach it to the line.
Choose the line, and then choose the Attachments action.
2. Open the purchase invoice that you want to attach a file to.
3. On the FactBox pane, choose the Attachments tab.
4. Choose the value behind the Documents field, such as "0".
5. On the Attached Documents page, in the Attachment field.
6. On the Attach a document dialog box, do one of the following steps to attach a
file:
Drag the file from file explorer on your device to the dialog box.
Select the click here to browse link, find the file, then select the Open button.
The file is now attached to the purchase invoice.
to view an attached file

1. On the FactBox, open the Attachments tab.
2. Choose the value behind the Documents field, such as "1".
3. On the Attached Documents page, choose the Preview action.
4. Open the downloaded file.
To save a document as a PDF attachment

Whenever you need to save a document as a file, you can use the Attach as PDF action
to capture the current document content as a PDF file attached to the FactBox of the
document. This is useful, for example, when documents follow multiple steps in a
process, such as a sales process or an approval workflow, and you want to refer to a
printout of the previous step.
The following procedure is based on a sales order. The steps are similar for all supported
documents.
2. Select a sales order, and then choose the Attach as PDF action.
A PDF file with the current content of the sales order is added to the Attachments tab in
the FactBox.
To add a link from an item card

You can add a link from a card or document to any URL. 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.
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.
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.
７ 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.
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.".
The note is now attached to the sales order.
See Also
Incoming Documents

Use Word Templates for Bulk
Communication
Article • 04/03/2023
Microsoft Word templates can make it easier to mass communicate in print or email
with entities such as contacts, customers, and vendors. For example, you can create:
Brochures to alert customers about a sales campaign

Letters to inform vendors about a new purchasing policy
Invitations to attract contacts to an upcoming event
７ Note
When you set up Word templates, you must use a device with Microsoft Word 2019
or newer and the Windows operating system installed.
Set up the source of data

Use entities in Business Central as the source of data for the template, and add merge
fields to personalize documents for each entity. The merge fields come from the entity
in Business Central. When you apply a Word template to an entity, data from the merge
fields is inserted in the document.
On the Word Templates page, when you create a new template an assisted setup guide
will help you through the following steps:
1. Choose one or more entities to use as the source of the data. For example, if you
want to create a brochure for a sales campaign, you'd probably choose the
Customer entity as the source.
2. Choose other entities as extra sources of data. Learn more at Add Entries that are
Related or Unrelated to the Source Entity.
3. Download a blank template. You can set up the template in Word right away, or
you can upload the blank template and finish the guide. When your template's
ready, use the Upload action on the Word Templates page to replace the blank
template with your finished template. Learn more at Set Up the Template in Word.
4. Upload the template you've prepared.
5. Enter a code and a name that identifies the template.
When you download a template, you get a .zip file that includes two files.
File Description
DataSource.xlsx The data source file provides the fields that you can use in the template. Don't
edit the data source file. You can only use the Word template and data source
files that you download and you must store the files in the same location.
Word template A .docx file to use as the template.
To learn about setting up a template in Word, go to Set Up the Template in Word.
Add entries that are related or unrelated to the

source entity
You can also merge data from other entities. To add other entities as data sources, use
one of the following actions on the Word Templates page or when you're using the
assisted setup guide:
Action Description
Add Use data from entities that are related to the source entity. For example, for the
related Customer entity you can also merge data from the Contact entity. Entities are related
entity when a field on one entity refers to another. A field on the Customer entity refers to a
field on the Contact entity, so they're related. The shared field is often an identifier
such as a name, code, or ID.
Add Use data from entities that aren't related to the source entity. For example, you're
unrelated creating a template for the Customer entity. You might add the Company Information
entity entity so you can include your contact details. A key benefit is that if you change your
contact information, it's automatically updated in your template. After you add an
unrelated entity, you can add entities that are related to it.
For unrelated entries, you choose a specific record. Because you can only add an entity
one time, to use a different record you must delete the entity and add it again with the
new record.
You can create a hierarchy of entities, both related and unrelated. The relation is shown
as a tree structure. The Entity relation field also shows information about the relation.
For unrelated entities, the field shows the record that creates the relation.
When you add entities, use the Field Prefix field to specify a prefix for the field names.
Later, when you add fields to the template, the prefix helps distinguish between fields
from the source and other entities.
Select the fields to include

For each entity, you can specify the fields that you want to be available for the template.
Choose the number in the Number of Selected fields column to access a list of fields
that are available. On the Field Selection page, use the Include checkbox to specify the
fields. For some entities, fields that businesses typically use are included by default. You
can edit the list, for example, to remove the default fields. Your changes apply only to
the template you're working on.
７ Note
The total number of fields that you can add from all entities is 250.
７ Note
You or your Microsoft partner can add custom fields to entities. When you do, we
prefix the name of the fields with CALC and give them the field type Calculated.
The field type is called calculated to indicate the field can show different types of
values, such as text, numbers, dates, and so on.
To create a Word template in Business Central

1. Choose the icon, enter Word Templates, and then choose the related link.
2. Choose New, then Create a Template, and then follow the steps in the assisted
setup guide. Hover over a field to read a short description.
 Tip
You can also create a template directly from the page for an entity by choosing the
Apply Word Template action to open the assisted setup guide, and then New
Template. When you do, the data source is chosen for you based on the type of
entity.
Set up the template in Word

When you're setting up a template in Word, on the Mailings tab you can add merge
fields by choosing Insert Merge Field. The merge fields come from the data source file
that you downloaded for the entity. They act as placeholders that tell Word where in the
document to put the information about the entity.
Apply a template
When your Word template is ready, on the Word Templates page you can choose Apply
to generate the documents. When you apply a Word template to an entity, data from
the merge fields is inserted in the document. You can either create one document that
contains sections for each entity, or choose Split to create a new document for each
entity.
You can use the Apply Word Templates action to apply templates to one or more of the
same type of entity, such as a customer, directly in the context of the page for the entity.
For example, the Customer or Vendor pages.
Use Word templates with email

You can use Word templates to add content to email messages. When you compose an
email, you can choose the Use Word Template action to apply the content of a template
to the message. You must have created templates for the entity. You can use one
template at a time, and when you switch between templates the message changes to
reflect the content from the chosen template.
Additionally, you can use the Add File from Word Template action to attach the content
of the template to the email as a file. The file will use the format you specified for the
template output.
Edit a Word template

You can make the following changes to your Word templates:
To edit the body text or merge fields included in the template, use the Download
action, make your changes, and then use the Upload action
To change the sources of data, use the Edit related entities action
To replace the Word template with a new template, use the Upload action
Delete the template
See Also
Managing Report and Document Layouts
Set Up Email
Article • 09/30/2022
On the My Settings page, you can see and change basic settings for your Business
Central. The changes that you make will only affect your workspace, not the workspaces
of other users.
 Tip
training.
Role
The role determines the home page, a starting screen that is designed for the needs of a
specific role in an organization. Depending on your role, the home page, or role center,
gives you an overview of the business, your department, or your personal tasks. It also
helps you navigate to your daily tasks and find work that is assigned to you.
At the top, the navigation allows you to switch between customers, vendors, items,
and other important lists of information. Similarly, actions allow you to initiate
tasks, such as create a new sales invoice, directly from the home page.
In the center, you find the Activities area, which shows current data and can be
selected to view more detailed information. Key performance indicators (KPIs) can
be set up to display a selected chart for a visual representation of, for example,
cash flow or income and expenses. You can also build up a list of favorite
customers on the home page for business accounts that you do business with
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 OK.
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.
The Company field shows the company you're currently working in, and you can use it
to switch to another company. The company name is always displayed at the upper-left
corner and works as an action that you can choose to go back to the Role Center.
 Tip
You can also change the company by using the company switcher (Crtl+O). For
more information about about this feature and other ways to change company or
environment, see Switching to Another Company or Environment.
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.
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.
 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

The work date is critical on pages that can be edited. Whenever the work date isn't set
to today's date on an editable page, then two types of indicators appear on the page:
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 isn't set to the current day (today), then on all pages where you can edit
data, the current work date appears in the upper-left corner.
Region
The Region setting determines how dates, times, numbers, and currencies are shown or
formatted. It also determines what character is used as the decimal separator when
using a numeric keyboard to enter data. Learn more at Entering Data.
Language
Changes the display language. This field appears only when there's more than one
language to choose from.
The initial language is either determined by the administrator or by your browser

settings when you sign up for Business Central. The language that you set will be used
on all devices that you sign in from, such as a phone or tablet.
Additional languages for Business Central can be installed from AppSource. While all
supported display languages are shown in the list, the administrator must install the
relevant language app to the tenant before users can switch to the new language in
Business Central.
Time zone
Defines the time zone where you are located. When you first sign into Business Central,
the time zone is set based on your company's address. Change it if it doesn't fit your
physical location.
Notifications
Choose the Change when I receive notifications link to view or change the notifications
that you get about certain events or status changes, 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. Learn more at Managing Notifications.
Teaching tips
Some pages display a teaching tip with a short introduction to the page. Switch off
teaching tips if you are not interested in seeing these short introductions when you
open the relevant pages. If you switch off teaching tips, you can still open the teaching
tip for a specific page by choosing the page title in the top left corner.
See also
Change Which Features are Displayed
Creating New Companies

Switching to Another Company or
Environment
Article • 02/21/2023
Business Central is available in many different countries/regions and supports many

different types of organizations. Your organization may choose to organize work in
Business Central into multiple companies and environments. This article helps you
understand the key differences and how to work across them.
About companies and environments

Business Central users sometimes support more than one department or
suborganization within a business unit. For example, a business might have sales offices
in different cities and multiple countries/regions, so it has created a separate business
unit for each office. The offices that are in the same country/region are set up as
separate companies in a shared environment. Other offices are created as companies in
separate environments because they are geographically based in other
countries/regions.
What's a company?
Think of a company as a container that holds information about a legal entity.

Using the example above, the business has a sales office in Seattle and another in
New York, so it creates a company in Business Central for each office so that it can
manage operations for each office separately.
What's an environment?
Companies in Business Central online exist in what are referred to as environments.

There are two types of environments, Production and Sandbox. In short,
production environments contain live business data, and sandbox environments
are used as a safe place to test things like new business processes or features. For
more information, see Types of environments (in English only). If you have access
to a company, you have access to the environment it's in. If you have access to
more than one company, and those companies are in different environments,
when you sign in to Business Central you must specify the environment that you
want to work in. Environments are particular to a given country/region, so if your
organization works in multiple countries/regions, you need separate environments
for each country/region. For more information, see Environments and companies
(in English only).
 Tip
If you often switch between companies, or work with Business Central from within
another app like Microsoft Teams, it can be easy to lose track of where you are. To
help you keeping track, you can add a badge that will display the company name,
so you can quickly verify that you're in the right place. For more information, see
Display a company badge.
Depending on your browser, you can also pin the different companies to your
favorites bar.
Features for switching company or

environment
There are a few features you can use to switch the company or environment as you
work. The following table compares the capabilities of the feature, which are explained
in more detail in the sections that follow.
Feature Switch Switch Switch in new Available on-

company environment browser tab premises
Company
switcher
App launcher
My Settings
Company Hub
Use the company switcher

Using the company switcher is probably the quickest and most versatile way to switch
company. The company switcher is a pane that's readily available from any page. The
pane gives an overview of all companies in all environments that you have access to,
and lets you switch directly to any one of them—either in the same browser tab or a
new one. It's especially useful when you work in many companies across different
environments.
1. In upper-right corner, near the search icon, you'll see either the standard company
icon, like and , or a custom badge for the company you're currently working
with. Select the icon to open the company switcher pane.
 Tip
You can also use the Crtl + O keyboard shortcut to open the pane.
2. In the Available Companies pane, select the company that you want to switch to,
select the Switch arrow, then choose one of the following options:
Option Description
Switch Opens the role center for selected company in the same browser tab that
you're working in. The company becomes the default company that opens in
Business Central, until you switch again or change the company by using My
Settings.
Open in Opens the role center for selected company in a new browser tab, keeping
new tab the original company open in the other tab.
Open in This option is only active on list pages, like customers, sales orders, or items. It
new tab opens the same list, but for the selected company, in a new browser tab.
and go to
same page
 Tip
Select F5 to refresh list of environments and companies.
Use the app launcher

When you're signed in to Business Central, the environments that you can access are
available on the Office.com.
1. Select the App Launcher icon .
2. In the pane that opens, look for and choose Business Central. If you don't see
Business Central, choose All apps, then enter Business Central in the Search box.
3. If there's more than one environment, you'll be asked to choose the environment
to access.
Use My Settings
When you're signed in to Business Central, you can quickly switch to another company
in the same environment. After you make the switch, the company you choose becomes
your default company and will open the next time you sign in.
1. In the top-right corner, choose the Settings icon , and then choose the My
Settings action.
 Tip
You can also use the Alt + T keyboard shortcut to quickly open the My
Settings page.
2. On the My Settings page, in the Company field, select the company.
 Tip
A good way to go directly to your default company when you sign in, and avoid
having to specify an environment, is to add the the URL to your list of favorites
after you sign in.
Use company hub

Company hub is a highly specialized role center that gives a financial overview across
companies and environments. Available as an extension, company hub provides a
dashboard with summary data for each company that you have access to. The home
page displays financial KPIs and a direct link to the individual environments and
companies. For more information, see Manage Work across Multiple Companies in the
Company Hub.
See also
Creating New Companies in Business Central
Environments and companies (English only)
Company Information
The Business Central Administration Center

Manage Notifications
Article • 04/28/2022
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

Article • 02/09/2023
This section describes how you can work with end-users to improve the performance
that each individual experiences with Business Central.

Business Central supports multiple browsers. Each browser offers various features and
user interface.
Use one of the supported modern browsers, like Microsoft Edge , which generally
offer better performance. See the list of supported and recommended browsers for
Business Central online and Business Central on-premises.
Avoid older browsers like Internet Explorer and Microsoft Edge Legacy. Business
Central ended support for these browsers in April 2021.
Always keep your browser updated to the latest version, which may include the
latest performance enhancements.
Be cautious using development versions of browsers as they can have instabilities

that aren't present in the stable releases.
Some Business Central performance features and optimizations, such as page

caching, are only available for modern browsers.
Browsers and page caching

The overall structure of a page (but not business data) is cached on the client device
when a page is accessed the first time. The next time that same page is accessed, the
layout of the page will be immediately displayed, while the latest data is fetched from
the Business Central service. To take full advantage of page caching, Business Central
requires a modern browser with access to the browser's storage mechanisms.
Browser Page caching availability
Microsoft Edge Available
Chrome Available
Browser Page caching availability
Safari Partly available. In some cases, users won't benefit from page caching
across sessions.
FireFox Partly available. In some cases, users won't benefit from page caching
across sessions.
Microsoft Edge Unavailable

Legacy
Internet Explorer Unavailable
） Important
Browsers that run in private or guest mode typically discard browser storage when
the browser window is closed. This discards cached data and users won't be able to
take advantage of page caching the next time they sign into Business Central. Users
relying on private or guest browsing to work across multiple identities and
organizations are advised to use browser profiles instead.
Any browser policies or settings that restrict access to local storage or the
browser's IndexedDB may prevent Business Central from applying performance
optimizations.
Choosing a network connection

If a choice of networks is available, consider connecting to a secure network that has
lower latency. In general, the user interface performs better when latency is low.
Business Central is designed for networks that have a latency of 250–300 milliseconds
(ms) or less. This latency is the latency from a browser client to the Microsoft Azure
datacenter that hosts the app. We recommend that you test network latency at
AzureSpeed.com or similar services.
Bandwidth requirements for Business Central depend on your scenario. Most typical
scenarios require a bandwidth, which is 1 megabyte per second (MBps) or more.
However, we recommend more bandwidth for scenarios that have high payload
requirements, such as scenarios that involve rich media or client add-ins.
） Important
Don't calculate the total bandwidth requirements from a client location by
multiplying the number of users by the minimum bandwidth requirements. The
concurrent network usage of a given location is very difficult to calculate.
Keep powered up
Newer browsers and operating systems are better at handling resources such as
memory, network, and storage. Some devices will automatically limit resources available
to the browser when running on battery power. Consider keeping laptops and similar
devices plugged in to a power source for best performance.
Making pages load faster

Business Central has numerous mechanisms that make the user interface more
responsive and help pages load faster. For example:
List pages load records in small batches while the user scrolls through the list,
allowing it to scale to large tables.
The overall structure of a page (but not business data) is cached on the client
device after a page is accessed the first time.
Parts on the Role Center and in the FactBox pane load on-demand. This behavior
means that only parts that are currently in view are loaded— the other parts are
loaded only if you scroll to them.
The time taken to load any page is also affected by the number of controls shown
on the page. Users can improve performance on complex pages using these
methods:
By collapsing secondary content that may be needed only occasionally. For
example, when the FactBox pane on a page is collapsed, Business Central saves
time from attempting to process and display all the related facts.
By hiding secondary content entirely from the page. For example, hiding Role
Center parts or columns that aren't used by the user, department, or
organization will also improve the time needed to load the page. Learn more
about Personalizing Your Workspace.
Agility of navigating and entering data

Raw speed isn't the only factor that determines whether users have a pleasant and
performant experience. Business Central provides numerous features that increase
efficiency when exploring, navigating and entering data:
Keyboard Shortcuts
Focusing on lists
Quick Entry
Finding Pages and information with Tell Me
Finding Pages and Reports with the Role Explorer
Optimize your workspace for data entry
Entering or editing using Microsoft Excel
Attaching pictures and other files

High quality images or large documents can take time to process or download from
Business Central. Consider the following suggestions that may improve performance
when working with files:
Reduce the size or quality of any images or photos that you upload. Some addon
apps for Business Central that capture images from your device may also include
settings for image quality.
To avoid having to download files repeatedly simply to preview them, consider
storing files on external storage that allows previewing of pictures and documents,
such as SharePoint Online. You can then create a link from a record in Business
Central to that file. Generally reducing the number of images and documents
stored in Business Central also lightens the load of routine database maintenance
tasks.
Learn how to Manage Attachments, Links, and Notes on Cards and Documents.
Searching and filtering records

Search in lists searches all columns in a table. To avoid resource starvation on broad data
searches, a search might be subject to a timeout in which case the user will see a
"Searching for rows is taking too long. Try to search or filter using different criteria."
message.
Users experiencing slow search in lists should consider using a column filter instead.
Learn about Searching and Filtering.
See Also
Performance Overview
Configuring the application for performance
Performance Topics For Developers
Performance Online
Performance of On-Premises Installations
How to Work with a Performance Problem
Performance Profiler overview
Article • 07/03/2023
If a business process takes longer than expected, your administrator can use the
Performance Profiler page in Business Central, sometimes also called the in-client
Performance Profiler, to record a snapshot of the process. While recording, the profiler
monitors all of the apps that are involved in the process. These include first-party apps
from Microsoft, such as the Base Application and System Application, and any third-
party apps that you have installed, such as AppSource apps or per-tenant extensions
(PTEs). Identifying where the holdup is can make it easier to go to the correct support
organization or, if you have developers in-house, fix the problem yourself.
Invoking the Performance Profiler page

To get started working with the Performance Profiler, follow these steps:
1. In Business Central, choose the icon, enter Performance Profiler, and then
2. Choose the icon in the upper right corner of the page.
７ Note
This opens the profiler in a separate window, which is convenient for starting
and stopping the recording.
You can also access the Performance Profiler page from under Help &
Support, under Analyze Performance, which will open the Performance
Profiler page a separate window.
3. Now, still in Business Central, navigate to the page or process that you want to
record profiling data for.
 Tip
To get the most accurate results, you should start and stop the recording of
the slow process as close to you experience the performance issues.
4. When ready, press the Start button in the Performance Profiler page, and then
perform the process that you want to record. When you're done, press the Stop
button.
The profiler has now recorded the process and displays the results under Active Apps,
where you can aggregate by App Name or App Publisher. For more information, see
Analyzing high-level results.
Toggle the Show technical information button to show the time spent and the call tree.
To drill down into this data, see Viewing advanced results.
Analyzing high-level results

After you record a snapshot you'll get the following insights:
The Active Apps chart shows the apps that where active during the recording of
the profile. They were either running or called other apps. The duration represents
the time you might save by removing an app.
You can use the App Name and App Publisher actions to filter the charts to view the
aggregated time spent per publisher, and across multiple apps from a publisher.
Viewing advanced results

If you want to dig into the technical specifics, you can turn on the Show technical
information toggle. That adds the Time Spent by Application Object and Call Tree
FastTabs. The following table describes the FastTabs.
FastTab Description
Time Spent This FastTab shows the objects, such as pages, codeunits, and tables, that were
by involved in the process. The interesting things here are the Time Spent and
Application Samples columns. The Time Spent column focuses on the object, and shows how
Object long it was active during the recording. The Samples column shows the number of
times that the profiler sampled the performance of the object.
Call Tree The Self Time and Total Time columns show where time is spent in the code. The
Self Time column shows the amount of time spent in the method only, and
excludes calls out of the method. The Total Time field is the Self Time amount plus
calls out of the method.
Sharing and downloading performance profiles

If you want to share a recording, for example, if you're in contact with the company that
provided an app that you think is slowing down a process, you can share the recording
with them. Choose the Share button on the Performance Profiler page, and send the
link to the app provider.
You can also download the recording and for example copy the file to OneDrive to share
it with your colleagues. Choose the Download button on the Performance Profiler
page, and then choose Yes in the confirmation dialog. The file is downloaded to your
default download location.
Clear performance profiles

If you want to clear the performance profile data, for example, if you want to start over
with a new recording, choose the Clear button on the Performance Profiler page. The
data is now cleared, and you can start a new recording.
Uploading performance profiles

To upload an existing performance profile, choose the Upload button on the
Performance Profiler page, and then choose the file that you want to upload. The file
must be in right format (.alcpuprofile), and you can only upload one file at a time.
The in-client Performance Profiler and the AL

Profiler
The in-client Performance Profiler described in this article, is a simplified version of the
AL Profiler for AL in Visual Studio Code. Using the performance profiling editor view in
Visual Studio Code, you can investigate the time spent on a process using top-down
and bottom-up call stack views and drill-down further into advanced data for the
specific snapshot, as well as navigate to source code. For more information, see AL
Profiler Overview.
See Also
Managing Technical Support
Escalate support issues to Microsoft
Debugging
Snapshot Debugging
Warnings and Error Messages in
Dynamics 365 Business Central
Article • 03/15/2022
During your work day, you might see notifications in Business Central that something
went wrong, or that it was not possible to post something, for example. In many cases,
the notification makes it easy to resolve the matter, or to roll back any changes that you
made. In other cases, you might not have have the information that you need to get
unblocked. This article provides tips on how to make progress.
In-product user assistance

The default version of Business Central includes descriptions for most fields, columns,
and actions that can be accessed when you choose the name. In combination with
teaching tips for important pages, descriptive captions, and instructional text, these
tooltips, or callouts, are our current implementation of embedded user assistance, which
is an important principle in today's world of software design.
If you have a question about a field or another element of the user interface, choose the
name, and a short description will appear. Choose the Learn more link if that is not
enough. You can also use the in-product Help pane to find answers to your questions.
For more information, see Dynamics 365 Business Central User Assistance Model in the
administration content for Business Central.
Help and Support page

In Business Central, the Help menu item (the question mark in the top right corner)
gives you access to the Help and Support page, where you can find links to resources
that can help you find answers to your questions. For more information, see Resources
for Help and Support.
Help others
If you are an administrator or superuser, you can help others by looking up error
messages in the Error Message Register page or in the administration center. In many
cases, the warning or error message is about setup or lack of permission and similar
issues that the superuser or administrator can easily help with. In other cases, you might
have to inspect pages to identify the cause. For more information, see Finding technical
information in the administration content for Business Central.
See Also
Tell Me FAQ
Copy and Paste FAQ

Article • 02/06/2023
You can personalize your workspace to suit your work and preferences. Change pages
so that they display only the information you need, where you need it. Personalization
affects only your workspace. It doesn't change how others work.
You can personalize all types of pages, including the Role Center page. To learn more
about Role Centers, go to Role Center.
 Tip
training.
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. You can make simple adjustments, such as the column width,
immediately on any list.
７ Note
Administrators can make the same layout changes as users by customizing the
workspace for a profile that multiple users are assigned. To learn more about pages
for Roles, go to Customize Pages for Roles
Administrators can also override or disable users' personalization, and they can
define which features are even available for users to see in all or specific
companies. For more information, see Customizing Business Central.
Video
The following video shows some of the ways in which you can personalize your Role
Center.
https://www.microsoft.com/en-us/videoplayer/embed/RE4ArUB?
To change the width of a column

You can easily resize columns on any list. Just drag 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. The width adjusts 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 start personalizing 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.
７ 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 can't personalize the page. For more
information, 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 How to do it Remarks
you want to
do
Move Point anywhere on what you want Parts are subdivisions or areas on a page
something, to move, and drag it to its new that contain things like multiple fields,
like a field, position. The position is indicated another page, a chart, or tiles.
column in by either a thick horizontal or
list, tile, vertical line. For more information about action
action, or personalization, see Personalizing Actions.
part indicates that you can't move
the element to the selected
position.
Hide Choose the arrowhead, choose The element is grayed when you are in
something, Hide. personalizing mode. If the field you hide is
like a field, also shown on the FastTab heading when
column in the FastTab is collapsed, the field will no
list, tile, longer appear there.
action, or
part.
Show For a grayed (hidden) element, The hidden element is visible again.
hidden choose the arrowhead, and then
actions and choose Show.
parts.
Add a field In the Personalizing banner, Each page includes a predefined set of
or column. choose the + Field action. fields that you can display. Use this
procedure to add fields or columns that
The Add Field to Page pane opens haven't been previously displayed, or to
on the right. It lists the fields that show fields that you've hidden.
you can add to the page.
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.
you want to
do
Display a Choose the arrowhead, and then FastTab is the term used for a group of
field in the choose Show when collapsed. fields that appear under a common
heading of a heading. Use the Show when collapsed
FastTab If you don't see this option, then option to display the most important fields.
when it's it's already set. In this case, to stop If you select a field in the heading, the
collapsed. displaying the field on the FastTab FastTab will open and focus on the selected
heading, choose Show always. field.
This option is only applicable if a page has a

more than one FastTab. If there is only one
FastTab, it can't be collapsed, so the Show
when collapsed option isn't available.
Make a field Choose the arrowhead, and then

display only choose Show under "Show More".
when you
select Show If you don't see the Show under
more. "Show More" option, then it's
already set. In this case, to make a
field display always, not just when
you select Show more, choose
Show always.
Change the Choose the arrowhead of the The freeze pane specifies the columns that
freeze pane column that you want as the last always appear on the left, even as you scroll
in a list to column of the freeze pane, and horizontally.
another then choose Set Freeze Pane.
column.
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 can't remove this freeze
pane.
you want to
do
Skip over a Choose the arrowhead next to the See Accelerating Data Entry Using Quick
field when field, or column heading in a list, Entry
pressing and choose Exclude from Quick
Enter. Entry.
If you don't 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 Choose the arrowhead next to a See Save and Personalize List Views
remove view, and then choose Move,
views Remove, or Hide.
representing
filtered lists.
Add a new From the target page, report See Bookmark a Page or Report on Your
action to a request page, or Tell Me window, Role Center Role Center
page or choose the bookmark icon.
report on
your Role
Center.
Always start Choose the Expand All or Collapse Applies to collapsible hierarchy lists
a list as All button in the top-left corner of
expanded or the list. Alternatively, choose the
collapsed Expand All or Collapse All action in
the menu of the first column.
Personalizing the action bar and menus

Personalization lets you decide which actions to show on the navigation and action bars
and on Role Centers, and where to show them. You can show, hide, or move individual
actions or action groups.
The following video shows how you can personalize actions on pages and Role Centers.
https://www.microsoft.com/en-us/videoplayer/embed/RE594m2?postJsllMsg=true
Personalizing the navigation and action bars is done basically the same way as with
other UI elements. However, what you can do with an action or group depends on
where the action or group is located. The best way to find out is to enter personalizing
mode and then let the arrowheads guide you.
There are a couple terms that you should be familiar with to better understand action
personalization: action group and promoted category.
An action group is an element that expands to display other actions or groups. For
example, on the Sales Orders page, one action group is the Functions action that
appears when you choose the Actions action.
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.
７ Note
To clear personalization, select the arrowhead around the part's designer menu,
and then choose Clear personalization.
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
navigation bar or 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 isn't located anywhere else on the
navigation bar or action bar. Like Remove, choosing this option will make the action or
action group disappear from the navigation bar or 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 navigation bar
or 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 can't
rearrange the order of the actions in the category.
You can't 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.
Personalizing parts
Parts are areas on a page that are typically composed of multiple fields, charts or other
content. A part shows a colored border when you focus on the part. For example, a Role
Center home screen has multiple parts. Because of their well-defined boundary, you can
personalize the entire part and its' contents.
To move a part, drag and drop it to the desired position. A colored line indicates
valid positions on the screen. For example, FactBoxes can only be moved next to
other FactBoxes in the FactBox pane.
You can hide a part by choosing the Hide option under the arrowhead.
When you start personalizing or navigate to a new page, any parts that are
currently hidden will appear on the page with distinctive visuals to indicate they
are hidden. You can unhide that part by choosing the Show option under the
arrowhead.
You can clear all personalization changes that you have made within a single part by
choosing the Clear personalization option under the part's arrowhead. Clearing
personalization of a part only affects changes to the contents of the part, not the
placement or visibility of the part on the page.
To clear personalization
At some point, you might want to undo some or all of the personalization changes that
you have made to a page over time.
1. On the Personalizing banner, choose the Clear personalization action.

2. Choose one of the following options.
Ｕ Caution
Clearing personalization can't be undone.
Option What it does
Only Clears any personalization changes that you have ever made to the navigation
Navigation menu that is shared across the Role Center and other pages. Such changes include
Menu any new actions that were added as bookmarks, and any changes to links and
groups in the menu.
Only Clears any personalization changes that you have ever made on the navigation or
Actions action bars on the page.
Only Fields Clears any personalization changes that you have ever made to the page except
and changes on the navigation or action bar. Such changes include changes to fields,
Columns columns, parts, and tiles.
All Clears all personalization changes that you have made to the page so it looks like it
did originally. Such changes include changes to navigation and action bars, fields,
columns, parts, and tiles.
Other 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's shown.
You can only add fields and columns from a predefined list, which is based on the
page. You can't create new ones.
The Power Automate item in action bar

You can't hide or move the Automate item or the Power Automate sub-item
and its actions Create a flow and Manage Flows.
You can move flows included under the Automate item, but you can't hide
them using personalization. Moving the flow makes a copy the flow to the
destination, it won't remove it from the Automate item.
 Tip
As an administrator, you can hide the Automation item from users. Learn
more at Set Up Power Automate Integration.
See Also
Customize Pages for Profiles

Why a Page is Locked from
Personalization
Article • 04/28/2022
There are two conditions that prevent you from personalizing a page. Either the page is
locked (as indicated by the ) icon or it's blocked (as indicated by the icon).
Locked from Personalizing

If there's a icon in the Personalizing banner when you open a page, you're currently
prevented from making any more personalization changes to the page.
There can be two reasons:
1. You've 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 don't work together.
2. Until now, you've only used the bow deprecated 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.
Ｕ Caution
The current personalization of the page will be cleared. The page will go back to its
original layout, and you'll have to start from scratch.
Blocked from Personalizing

If there's a icon in the Personalizing banner, you're blocked from doing any
personalization to the page.
The reason 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
Customize Pages for Profiles

Article • 02/06/2023
When you have set a filter on a list and you want to keep the filter for later, you can save
it as a view. For more information about filtering lists, see Setting Filters on Lists.
If views exist, the Views group appears at the top of the filter pane. Views are variations
of the list that have been preconfigured with filters. You can define and save as many
views as you want per list. The views will be available the next time you open the list,
from any device or browser.
 Tip
training.
To save a view
1. Open any list page.
2. Select at the top of the list or select Shift + F3 to open the filter pane.
3. Set one or more new filters. For more information, see Setting Filters on Lists.
4. When you have set the filters, choose the icon.
If you set a filter for a list view that that is already saved as a view, the existing view
will be updated when you save.
5. If you're saving a new view, enter a name for the view in the All (Copy) box, such
as "Items I own".
6. Select the Enter key or move the cursor from the text box to accept the name.
If you don't give it a name, it will be named All (Copy).
 Tip
Not seeing the icon? For more information, see Why don't I have a Save icon.
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 more 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

Bookmark a Page or Report on Your
Role Center
Article • 04/28/2022
Using the bookmark icon, you can add an action that opens a page or report from the
navigation menu of your Role Center. Bookmarks allow 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.
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 isn't displayed, it's 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
isn't 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's 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 to 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 isn't
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 isn't 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.
Why can't I add text in a page right after opening it with the bookmark?
When a page is bookmarked, the page will always open in the view mode from the
bookmark—even if it was in the edit mode when it was bookmarked. Selecting the
Make changes on the page icon will let you add text in the fields that are
editable.
See Also

Displaying Lists in Different Ways
Article • 03/31/2022
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
Register New Items

Article • 02/06/2023
A report gathers information based on a specified set of criteria. It organizes and

presents the information in an easy-to-read format you can print or save as a file. There
are many reports you can access throughout the application. The reports typically
provide information related to the context of the page you're on. For example, the
Customer page includes reports for the top 10 customers, sales statistics, and more.
７ Note
Batch jobs and XMLports do more or less the same as reports, but are used more
for processing or exporting data. So, for example, the Create Reminders batch job
creates reminder documents to send to customers with overdue payments. This
article refers mainly to "reports", but similar information applies to batch jobs and
XMLports.
Get started
You find reports in the Reports menu on selected pages, lists, and cards, or you can use
the search to find reports by name. For an overview of built-in reports you can use in
Business Central, sorted by categories, see Available Reports in Business Central.
When you choose a report, you're typically presented with a request page—titled after
the report's name—where you set various options and filters that determine what data
is included. The following sections explain how to use the request page to build,
preview, and print a report.
Using default values—predefined settings

Most report request pages include the Use default values from field. With this field you
can select predefined settings for the report, which automatically set options and filters.
Select an entry from the dropdown list to see the options and filters on the report
request page change accordingly.
The entry called Last used options and filters is always available. This entry sets the
report to use the options and filters you used the last time you ran the report.
The Use default values from field provides a fast and reliable way to consistently
generate reports that contain the correct data. After you select an entry, you can change
any of the options and filters before previewing or printing the report. The changes you
make won't be saved to the predefined settings entry you selected, but they'll be saved
to the Last used options and filters entry.
７ Note
The predefined settings are typically set up and managed by an administrator.

Learn more at Manage Saved Settings for Reports and Batch Jobs.
Specifying the data to include in a report

Use the fields under Options and Filters to change or limit the information you want in
the report. You can set filters in a report in more or less the same way as you set filters
on lists. Learn more in the Filtering section.
Ｕ Caution
The Filter FastTab on a report request page provides a generic filtering capability
for reports. These filters are optional.
Some reports ignore any such filters, meaning no matter what filter is set in the
Filter FastTab, the output of the report is the same. It's not possible to provide a list
of which fields are ignored in which reports, so you'll 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 is ignored because filters are
fixed for that batch job.
Previewing a report
By previewing a report, you can see what the report will look like before you print it. The
preview isn't based on the printer selected in the Printer field on the request page. It's
controlled by the browser. After previewing, you can then go back to the request page
and make changes to options and filters as needed.
The preview choices on the Report Request page depend on the report. So for some
reports you can choose Preview, while for others the choice is Preview & Close. Both
choices open a preview of the report. The difference is that Preview keeps the request
page open, so you can go back to it, make changes, preview again, or print. In contrast,
with Preview & Close the request page closes, and you'll have to open the report again
to make changes or print.
７ Note
If you're using Business Central 2020 release wave 1 or earlier, the only choice is
Preview, which closes the request page on preview, as described above for Preview
& Close.
Work with the preview

In the preview, 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, then paste it somewhere else, such as a page in
Business Central or Microsoft Word. Using a mouse, for example, you select the left
mouse button and hold where you want to start. Slide the mouse to select one or
more words, sentences, or paragraphs. Then select the right mouse button and
select Copy. You can now paste the selected text where you want it.
Pan the document
You can move the visible area of the report in any direction to view other areas of
the report. Panning is helpful when you've zoomed in to see details. Using your
mouse, for example, select and hold the left mouse button anywhere in the report
preview, and then move your mouse to select a section of the report.
Download to a PDF file on your computer or network.
Print
Saving a report to a file

You can save a report to a PDF document, Microsoft Word document, Microsoft Excel
workbook, or XML document by choosing Send to, then making your selection. A file is
downloaded to your device.
If your organization has configured OneDrive for system features, instead of being
downloaded, Excel workbooks and Word documents are opened in your browser using
either Excel or Word for the web.
 Tip
The Microsoft Excel Document (data only) and XML Document options are mostly
for advanced purposes. You'd typically use these options to do detailed data
analysis. Learn more at Analyzing Report Data with Excel and XML.
You can also use Microsoft Excel Document (data only) to create new Excel layouts
for a given report. Learn more at Work with Excel Layouts.
Scheduling a report to run later or periodically

You can schedule a single or recurring report to run at a specific date and time.
Scheduled reports are entered in the job queue and processed at the scheduled time,
similar to other jobs. Choose the Schedule option after selecting Send to, then enter
information, such as the printer, and time and date. The report is added to the job
queue and runs at the specified time. When the report is processed, the item is removed
from the job queue. Learn more at Use Job Queues to Schedule Tasks.
When you schedule a report to run, you can specify, for example, that it must run every
Thursday by setting the Next Run Date Formula field to D4. Learn more in the Use Date
Formulas section.
You can choose to save the report to a file (such as Excel, Word, or PDF), print it, or only
generate the report. If you choose to save the report to a file, then the processed report
is sent to the Report Inbox page on your Role Center for you to view it. Learn more at
Share and Export Reports with the Report Inbox
Manage scheduled recurring reports

Scheduled reports are generated by batch jobs managed on the Job Queue Entries
page. You can see the status and other information for each report on the page,
pause/resume the report batch job, and generate the report on demand.
From the Job Queue Entries page, you can also change some report parameters, such
as the output file type, recurrence, run date, and starting and ending times. Before
editing an existing scheduled report, however, it's necessary to put the report job queue
on hold:
1. Choose the icon, enter Job Queue Entries, then choose the related link.
2. On the Job Queue Entries page, choose the desired report.
3. Choose the Set On Hold action.
4. Open and edit the scheduled report by selecting its status (On Hold).
After editing the report options, repeat the first two steps and then select the Set Status
to Ready action to resume generating the report.
Learn more about job queue management at Use Job Queues to Schedule Tasks.
Printing a report
To print a report, choose Print on the report request page or on the menu bar of the
Preview page.
When a report is using an Excel layout, you won't see the Printer field or Print or
Preview buttons. Instead, there's a Download option. To print, select Download, then
open the downloaded file in Excel and print from there.
Printer
The Printer field on the request page shows the name of printer the report is sent to. To
change a printer, just select the printer from the list.
７ Note
The (Handled by the browser) option indicates there's no designated printer for
the report. In this case, the browser handles the printout and displays the standard
printing steps, where you can choose a local printer connected to your device. The
(Handled by the browser) option isn't available in the Business Central mobile app
or app for Microsoft Teams.
 Tip
The printer that's selected for you by default is set up on the Printer Selections
page. Learn more about changing the default printer in the Set up default printers
section.
Printing reports in Thai

Specifically for the Thai version of Business Central, the Print button can't print reports
correctly because of 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.
Or, you can ask your administrator to create a Word report layout for your most used
reports. Learn more at Managing Report and Document Layouts.
Switching the report layout

A report layout controls what is shown on a report, how it's arranged, and how it's
styled. There are a few ways to change the layout:
When you're setting up to run a report, you'll see the current layout in the Report
Layout field on the request page. To temporarily switch to a different layout, select
the Report Layout field, then choose from a list of available layouts for the report.
To change the default layout used by a report, go to either the Report Layouts or
Report Layout Selection pages.
Learn more at Set the Layout Used by a Report. Or, if you want to customize your own
report layout, go to Get Started Creating Layouts.
Change language and format of numbers,

dates, and times
By default, the language of text and format of numbers, dates, and times in a report are
based on your working language and region settings, which are defined on the My
Settings page. You can, however, change the language and format region on a case-by-
case basis when you preview, print, or send a report. On the request page, select
Advanced, then set the Language and Format region options as you want.
For more information about the My Settings page, go to Change basic settings.
Advanced options
The fields under the Advanced FastTab set limitations on the generated report to control
printer resources. You typically won't have to change these settings, unless you have a
large report. If a report exceeds these limitations when you try to preview or print, a
message will indicate which limitation you've exceeded. You can then change the
settings to suit your report. Each field, however, has a maximum value you should be
aware of:
Field Maximum value
Maximum rendering time 12:00:00
Maximum rows 1000000
Maximum documents 500
７ Note
The maximum values may be different for Business Central on-premises, and an
administrator can change them. Learn more in the Configuring Business Central
Server - Reports section. For an overview of report limitations in Business Central
online, see Operational Limits.
See related Microsoft training.
See also
Business Intelligence and Reporting Overview
Set Up Printers
Run Batch Jobs and XMLports
Financial Business Intelligence

Specify a Default Printer
Article • 02/21/2023
After printers have been set up in Business Central, you can then specify which printer
you want to use by default. There are a couple of ways to specify printers to be used by
default for reports and other print jobs. A default printer is useful if you work with
different reports that require different printers because of their placement in the
company or their output capabilities.
） Important
The only printers that you can specify as default are Microsoft Print to PDF and
cloud printers that have already been set up for use in Business Central, like Email
printers and Universal Print printers. Cloud printers are typically set up by an admin.
For more information, see Printer Setup and Management.
Set a printer as a default printer for all print

jobs
Through the Printer Management page you set up a printer as a default printer for all
print jobs. You can specify the printer as default for you only or for all users.
1. Choose the icon, enter Printer Management, then select the related link.
 Tip
You can also open the Printer Management page from the Printer Selections
page by choosing Printer Management.
2. On the Printer Management page, select a printer from the list, choose Manage,
then choose Set as my default printer or Set as default printer for all users.
７ Note
Setting a default printer from the Printer Management adds an entry in the Printer
Selections.
Set a default printer for specific reports
The Printer Selections page lets you specify the printer a report will use by default.
Default printers are set on a user-account basis. You can set a default printer for just
yourself, another user, or all users.
1. Choose the icon, enter Printer Selections, then select the related link.
Alternatively, select a printer on the Printer Management page, then choose the
Printer Selections action.
2. Choose the New action to add a printer selection for a specific report.
3. Fill in the fields as necessary.
The specified report is now set up to print to the selected printer by default.
７ Note
When you print the report in question, you can select a different using the Print
field on the report request page.
７ Note
If you do not set a report up for a specific printer on the Printer Selections page,
then it is printed to the default printer of the company, as defined on the Printer
Management page.
You or the administrator can also use the Printer Selections page to define other
variations of printing for users and reports. The following table describes the
combination of values to specify different printing setups for a report.
To Set the following values
Print a report to a Specify values in the Report ID and Printer Name fields and leave the
specific printer for all User ID field blank.
users
Print all reports to a Specify values in the User ID and Printer Name fields and leave the
specific printer for a Report ID field blank. This entry does the same as the Set as my default
specific user printer action on the Print Management page.
Set the default Specify a value in the Printer Name field and leave the User ID and
printer for all reports Report ID fields blank. This entry does the same as the Set as default
for all users printer for all users action on the Print Management page.
To Set the following values
Print a specific Specify a value in the Report ID field and leave the Printer Name and
report to the user's User ID fields blank.
default printer
Print a specific Specify values in all three fields.

report to a specific
printer for a specific
user
７ Note
More specific printer selections take precedence over more general printer
selections. For example, a printer selection that has values in the User ID, Report
ID, and Printer Name fields takes precedence over a printer selection that has
blank entries in the User ID or Report ID fields.
Choosing the printer when running a report

Instead of using the default printer when running a report, you can override this setting
from the request page. Simply choose the printer you want to use for this report
generation in the Printer dropdown menu.
Sizing print jobs

Cloud printing is designed for documents of a reasonable size. Most cloud services,
including PrintNode and HP ePrint, have a limit of 10 MB per job. If you need to print
larger reports, you may have to split them in multiple printouts.
Microsoft training
See also
Printer Management
Set Up Universal Print Printers
Set Up Email Printers
Printing a Report
Run Batch Jobs
Send Documents by Email
Article • 02/06/2023
A report gathers information based on a specified set of criteria. It organizes and

presents the information in an easy-to-read format you can print or save as a file. There
are many reports you can access throughout the application. The reports typically
provide information related to the context of the page you're on. For example, the
Customer page includes reports for the top 10 customers, sales statistics, and more.
７ Note
Batch jobs and XMLports do more or less the same as reports, but are used more
for processing or exporting data. So, for example, the Create Reminders batch job
creates reminder documents to send to customers with overdue payments. This
article refers mainly to "reports", but similar information applies to batch jobs and
XMLports.
Get started
You find reports in the Reports menu on selected pages, lists, and cards, or you can use
the search to find reports by name. For an overview of built-in reports you can use in
Business Central, sorted by categories, see Available Reports in Business Central.
When you choose a report, you're typically presented with a request page—titled after
the report's name—where you set various options and filters that determine what data
is included. The following sections explain how to use the request page to build,
preview, and print a report.
Using default values—predefined settings

Most report request pages include the Use default values from field. With this field you
can select predefined settings for the report, which automatically set options and filters.
Select an entry from the dropdown list to see the options and filters on the report
request page change accordingly.
The entry called Last used options and filters is always available. This entry sets the
report to use the options and filters you used the last time you ran the report.
The Use default values from field provides a fast and reliable way to consistently
generate reports that contain the correct data. After you select an entry, you can change
any of the options and filters before previewing or printing the report. The changes you
make won't be saved to the predefined settings entry you selected, but they'll be saved
to the Last used options and filters entry.
７ Note
The predefined settings are typically set up and managed by an administrator.

Learn more at Manage Saved Settings for Reports and Batch Jobs.
Specifying the data to include in a report

Use the fields under Options and Filters to change or limit the information you want in
the report. You can set filters in a report in more or less the same way as you set filters
on lists. Learn more in the Filtering section.
Ｕ Caution
The Filter FastTab on a report request page provides a generic filtering capability
for reports. These filters are optional.
Some reports ignore any such filters, meaning no matter what filter is set in the
Filter FastTab, the output of the report is the same. It's not possible to provide a list
of which fields are ignored in which reports, so you'll 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 is ignored because filters are
fixed for that batch job.
Previewing a report
By previewing a report, you can see what the report will look like before you print it. The
preview isn't based on the printer selected in the Printer field on the request page. It's
controlled by the browser. After previewing, you can then go back to the request page
and make changes to options and filters as needed.
The preview choices on the Report Request page depend on the report. So for some
reports you can choose Preview, while for others the choice is Preview & Close. Both
choices open a preview of the report. The difference is that Preview keeps the request
page open, so you can go back to it, make changes, preview again, or print. In contrast,
with Preview & Close the request page closes, and you'll have to open the report again
to make changes or print.
７ Note
If you're using Business Central 2020 release wave 1 or earlier, the only choice is
Preview, which closes the request page on preview, as described above for Preview
& Close.
Work with the preview

In the preview, 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, then paste it somewhere else, such as a page in
Business Central or Microsoft Word. Using a mouse, for example, you select the left
mouse button and hold where you want to start. Slide the mouse to select one or
more words, sentences, or paragraphs. Then select the right mouse button and
select Copy. You can now paste the selected text where you want it.
Pan the document
You can move the visible area of the report in any direction to view other areas of
the report. Panning is helpful when you've zoomed in to see details. Using your
mouse, for example, select and hold the left mouse button anywhere in the report
preview, and then move your mouse to select a section of the report.
Download to a PDF file on your computer or network.
Print
Saving a report to a file

You can save a report to a PDF document, Microsoft Word document, Microsoft Excel
workbook, or XML document by choosing Send to, then making your selection. A file is
downloaded to your device.
If your organization has configured OneDrive for system features, instead of being
downloaded, Excel workbooks and Word documents are opened in your browser using
either Excel or Word for the web.
 Tip
The Microsoft Excel Document (data only) and XML Document options are mostly
for advanced purposes. You'd typically use these options to do detailed data
analysis. Learn more at Analyzing Report Data with Excel and XML.
You can also use Microsoft Excel Document (data only) to create new Excel layouts
for a given report. Learn more at Work with Excel Layouts.
Scheduling a report to run later or periodically

You can schedule a single or recurring report to run at a specific date and time.
Scheduled reports are entered in the job queue and processed at the scheduled time,
similar to other jobs. Choose the Schedule option after selecting Send to, then enter
information, such as the printer, and time and date. The report is added to the job
queue and runs at the specified time. When the report is processed, the item is removed
from the job queue. Learn more at Use Job Queues to Schedule Tasks.
When you schedule a report to run, you can specify, for example, that it must run every
Thursday by setting the Next Run Date Formula field to D4. Learn more in the Use Date
Formulas section.
You can choose to save the report to a file (such as Excel, Word, or PDF), print it, or only
generate the report. If you choose to save the report to a file, then the processed report
is sent to the Report Inbox page on your Role Center for you to view it. Learn more at
Share and Export Reports with the Report Inbox
Manage scheduled recurring reports

Scheduled reports are generated by batch jobs managed on the Job Queue Entries
page. You can see the status and other information for each report on the page,
pause/resume the report batch job, and generate the report on demand.
From the Job Queue Entries page, you can also change some report parameters, such
as the output file type, recurrence, run date, and starting and ending times. Before
editing an existing scheduled report, however, it's necessary to put the report job queue
on hold:
1. Choose the icon, enter Job Queue Entries, then choose the related link.
2. On the Job Queue Entries page, choose the desired report.
3. Choose the Set On Hold action.
4. Open and edit the scheduled report by selecting its status (On Hold).
After editing the report options, repeat the first two steps and then select the Set Status
to Ready action to resume generating the report.
Learn more about job queue management at Use Job Queues to Schedule Tasks.
Printing a report
To print a report, choose Print on the report request page or on the menu bar of the
Preview page.
When a report is using an Excel layout, you won't see the Printer field or Print or
Preview buttons. Instead, there's a Download option. To print, select Download, then
open the downloaded file in Excel and print from there.
Printer
The Printer field on the request page shows the name of printer the report is sent to. To
change a printer, just select the printer from the list.
７ Note
The (Handled by the browser) option indicates there's no designated printer for
the report. In this case, the browser handles the printout and displays the standard
printing steps, where you can choose a local printer connected to your device. The
(Handled by the browser) option isn't available in the Business Central mobile app
or app for Microsoft Teams.
 Tip
The printer that's selected for you by default is set up on the Printer Selections
page. Learn more about changing the default printer in the Set up default printers
section.
Printing reports in Thai

Specifically for the Thai version of Business Central, the Print button can't print reports
correctly because of 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.
Or, you can ask your administrator to create a Word report layout for your most used
reports. Learn more at Managing Report and Document Layouts.
Switching the report layout

A report layout controls what is shown on a report, how it's arranged, and how it's
styled. There are a few ways to change the layout:
When you're setting up to run a report, you'll see the current layout in the Report
Layout field on the request page. To temporarily switch to a different layout, select
the Report Layout field, then choose from a list of available layouts for the report.
To change the default layout used by a report, go to either the Report Layouts or
Report Layout Selection pages.
Learn more at Set the Layout Used by a Report. Or, if you want to customize your own
report layout, go to Get Started Creating Layouts.
Change language and format of numbers,

dates, and times
By default, the language of text and format of numbers, dates, and times in a report are
based on your working language and region settings, which are defined on the My
Settings page. You can, however, change the language and format region on a case-by-
case basis when you preview, print, or send a report. On the request page, select
Advanced, then set the Language and Format region options as you want.
For more information about the My Settings page, go to Change basic settings.
Advanced options
The fields under the Advanced FastTab set limitations on the generated report to control
printer resources. You typically won't have to change these settings, unless you have a
large report. If a report exceeds these limitations when you try to preview or print, a
message will indicate which limitation you've exceeded. You can then change the
settings to suit your report. Each field, however, has a maximum value you should be
aware of:
Field Maximum value
Maximum rendering time 12:00:00
Maximum rows 1000000
Maximum documents 500
７ Note
The maximum values may be different for Business Central on-premises, and an
administrator can change them. Learn more in the Configuring Business Central
Server - Reports section. For an overview of report limitations in Business Central
online, see Operational Limits.
See also
Set Up Printers

Manage Saved Settings for Reports and
Batch jobs
Article • 03/31/2022
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
Use saved settings.
７ Note
This topic refers to reports, 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.
Manage saved settings

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.
In a report's request page, choose the lookup in the Use default values from field,
and then choose the Select from full list action.
This field is only visible if you have run the report at least once earlier. The list will
only show settings that are available to you, either because they are your own
settings, or because the settings are shared with you.
The Report Settings 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.
 Tip
When a user has run a report that supports shared settings, their settings are saved
and added to this list. In most cases, the admin can then edit those settings and
choose to share the settings with all users.
However, in some cases, settings cannot be shared, and the admin cannot change
them either. Most batch jobs do not support shared settings.
Create or modify saved settings for all users

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.
７ Note
The ability to save settings is available only on reports where the SaveValues
property of the report's request page is set to Yes. The SaveValues property is set
by the developer.
See Also
Work with Reports, Batch Jobs, and XMLports
View Test Reports Before Posting
Article • 04/28/2022
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.
７ 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

Article • 04/28/2022
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
Use Job Queues to Schedule Tasks

Report and Document Layouts Overview
Article • 05/23/2023
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're 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.
７ 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.
You can also use report layouts to add content to email messages. For example, report
layouts can save time and help ensure consistency by reusing the same content when
you communicate with your customers. To use custom report layouts with email, the file
type for the layout must be Word. You cannot use the RDLC file type. For more
information, see Set Up Reusable Email Texts and Layouts.
Introduction
In particular, a report layout sets up the following things:
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.
There are two important aspects of report layouts that will influence how you work with
them: the layout type and the layout source. The layout type indicates the kind of file
that the layout is based on. The layout source indicates the origin of the layout.
Layout types
There are four types of layouts that you can use on reports: Word, RDLC, Excel, and
external.
Word
Word layouts are based on Word documents (.docx file type). Word layouts enable you
to design report layouts by using Microsoft Word. A Word layout determines the
report's content - controlling how that content elements are arranged and how they
look. A Word layout document will typically use tables to arrange content, where the
cells can contain data fields, text, or pictures.
For more information, see Work with Word Layouts.
Excel
Excel layouts are based on Microsoft Excel workbooks (.xlsx file type). They let you create
reports by using familiar Excel features for summarizing, analyzing, and presenting data
with tools like formulas, PivotTables, PivotCharts, and more.

For more information, see Work with Excel Layouts.
RDLC
RDLC layouts are based on client report definition layout files (.rdl or .rdlc file types).
These layouts are created and modified by using SQL Server Report Builder or Microsoft
RDLC Report Designer. The design concept for RDLC layouts is similar to Word layouts,
where the layout determines what fields to show and how they're arranged. However,
designing RDLC layouts is more advanced than Word layouts.

For more information, see Work with RDLC Layouts.
External
An external layout type refers to an advanced type that's specially designed for specific
reports. The reports and the layouts themselves are typically provided by partners, not
Microsoft. The actual file type of the layout will vary depending on the provider.
For more information, see Developing a Custom Report Render.
Layout sources
In addition to the type, layouts are further divided into three categories, based on their
source or origin.
Extension layouts
Extension layouts are layouts that are part of an extension that's been installed on
the environment. These layouts are typically standard layouts provided by
Microsoft, for example, in the base application. Or, they could be layouts that are
included in extensions from other software providers. You can recognize extension
layouts on the Report Layouts page because the extension name and publisher is
shown in the Extension column.
User-defined layouts
The other source of layouts is the end-user. From inside Business Central, a user
with proper permissions can add new layouts in various ways. For example, you
could start from an existing extension layout or another user-defined layout. On
the Report Layouts, user-defined layout will have an empty Extension column.
For more information, see Get Started Creating Report Layouts.
Custom layouts
Custom layouts are also layouts that are created by users. The difference is that
these layouts are created from the legacy Custom Report Layouts page, and they
can only be Word and RDLC type. Although you can still create custom layouts,
they're being phased out in favor of user-defined layouts.
For more information, see (Legacy) Create and Modify Custom Report Layouts.
For information that will help you decide what type is best for you, see Decide what type
of layout you want.
） Important
One important thing to remember is that you can't modify extension layouts from
the Business Central client. For example, you aren't allowed to change the layout
name or type, or upload and replace it with another version. If you try, you'll get an
error message. You'll have to create a user-defined or custom layout based on the
extension layout instead.

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

Get Started Creating Report Layouts
Article • 09/19/2022
Business Central comes with many built-in layouts that you can use on your reports.
Other layouts may have been added as part of other extensions. But it's also possible to
create your own reports either from scratch or based an existing layout.
） Important
You can also use report layouts to add content to email messages. For example,
report layouts can save time and help ensure consistency by reusing the same
content when you communicate with your customers. To use custom report layouts
with email, the file type for the layout must be Word. You cannot use the RDLC file
type. For more information, see Set Up Reusable Email Texts and Layouts.
Overview
When working with report layouts, it helps to think of the layout as a file that's imported
and assigned to a report. Regardless of the layout type, how you manage layouts in
Business Central is basically the same. Usually, you'll work from the Report Layouts
page. The main difference is how you design the layout, which is done by using the
application software that the layout's built on, like Word, Excel, or SQL Server Report
Builder.
With this concept in mind. there are basically three or four tasks involved in setting up a
layout on a report:
1. Decide on the layout type.

2. Export a copy of an existing layout to use as a starting point.
3. Make changes to the layout file in the appropriate application.
4. Add the new layout file to the report.
） Important
You can't modify or replace an extension layout, which is a layout that originates
from an extension. You can only modify or replace user-defined layouts. On the
Report Layouts page, you can tell whether layout is an extension layout or user-
defined layout by looking at Extension column. An extension layout will show
information about the source extension in the column. The Extension column will
be empty for a user-defined layout.
To learn about the difference between extension layouts and user-defined layouts,
see Layout source.
Get started
Depending on what your situation is, the actual tasks will vary. Use the following table to
help you get started.
What do you want to do? See...
Figure out what's the best layout type to use for my situation Decide what type of
layout you want
Create a new layout for a report that's based on an existing layout, Create a new layout
keeping the existing layout as it is.
Make changes to an existing layout that's used on a report Modify a layout
I have a new version of a layout file for a report. I want to replace the Replace a layout
existing layout file.
Switch the current layout used by a report to another layout Setting the Layout Used
by a Report
Change the name and description of a layout Rename a layout
Decide what type of layout you want

The first thing when creating a layout is to decide which layout type you want. You can
choose either Word, Excel, or RDLC. The layout type will depend on how you want the
generated report to look. Plus, it depends on your knowledge of application software for
creating the layouts, like Word, Excel, and SQL Server Report Builder.
Excel layouts are generally the easiest to create and modify because the features
for summarizing data, adding graphics, and styling, are common Excel features.
Not all reports and document have a dataset that is optimized for use with an
Excel layout. For example, aggregations and complex calculations work best with
RDLC or Word layouts. The same is true for documents.
If you're only making style changes like font type, size and colors, a Word layout
are also a good choice.
Adding data fields or rearranging data fields in Word or RDLC is more advanced
than with Excel.
Word and RDLC layouts are good to use for reports that will eventually be printed.
The general design concepts for Word and RDLC layouts are similar. However each
type has certain design features that affect how the generated report appears in
Business Central. The same report might look different when using the Word
layout compared to the RDLC layout.
Create a new layout

There are two ways to create a new layout from an existing layout. One way is by saving
the existing layout to a copy. The other way is to export the existing layout.
Copying
Copying is a quick way to create a new layout that's the same as an existing layout.
Once you have the copy, you'll make modifications by exporting the layout.
1. Choose the icon, enter Report Layouts, and then choose the related link.
The Report Layouts page appears and lists all the layouts currently available
for all reports.
2. Select the layout that you want a copy of for your new layout, then choose the
Edit Info action.
If you selected an extension layout, you're prompted whether you want to edit
a copy. To continue, select Yes.
 Tip
To help you find the layout, use the Search box, Filter pane, and columns
sorting.
3. Change the Layout Name.
4. Turn the Save Changes to Copy switch to On, then select OK

The new layout shows in the Report Layouts page.
5. If you want to make changes to the new layout, see Modify an existing layout.
Modify a layout
Follow these steps to modify an existing user-defined layout.
The Report Layouts page appears and lists all the layouts currently available for all
reports.
2. Select the layout that you want to modify, then choose the Export Layout action.
The layout file is downloaded to your device.
 Tip
sorting.
3. Open the layout file in the appropriate application, like Word (for a .docx file) or
Excel (for an .xlsx file).
For more information, see:
Work with Word Layouts

Work with Excel Layouts
Work with RDLC Layouts
Make changes to the file and save it.
4. Back on the Report Layouts page, select the existing layout, then select the
Replace Layout action.
5. Select OK > Choose to open file explorer on your device.
6. Find and select the Excel file, then select Open.
The selected file is uploaded to the layout, and you return to the Report Layouts
page.
7. If you want to see how the report looks with the new layout, select the layout in
the list, then select Run Report.
Replace a layout
Follow these steps to replace the existing user-defined layout file with a new file.
reports.
2. Select the existing layout, then select the Replace Layout action.
3. Select OK > Choose to open file explorer on your device.
4. Find and select the Excel file, then select Open.
The selected file is uploaded to the layout, and you return to the Report Layouts
page.
5. If you want to see how the report looks with the new layout, select the layout in
the list, then select Run Report.
Rename a layout
Follow these steps if you want to change the name and description of a user-defined
layout.
reports.
2. Select the layout that you want to rename, then choose the Edit Info action.
 Tip
sorting.
3. Change the Layout Name, then select OK.

See Also
Managing Report Layouts
Working with Word Layouts
Working with Excel Layouts
Working with Reports, Batch Jobs, and XMLports

Work with Word Layouts
Article • 03/31/2022
A Word report layout determines the content and format of a report when it is previewed and printed
from Business Central. You create and modify these layouts using Microsoft Word.
When you modify a Word report layout, you specify the fields of the report dataset to include on report
and how the fields are arranged. You also define the general format of the report, such as text font and
size, margins, and background images. You will typically arrange the content of the report by adding
tables to the layout.
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're 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're 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, wherever users open or print
the reports, you can embed the fonts in the Word document. However, 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 .
Adding data fields

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.
７ 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 Business Central 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.
７ 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 Business Central 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.
Removing label and data fields

Label and data fields of a report are contained in content controls in Word. The following figure
illustrates a content control when it's 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.
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>LabelName</LabelName .
....<LabelName>LabelCaption</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.
....</DataItem2>
....<DataItem3>
......
....</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 column name as defined in the report's dataset in AL code. For more
information, see Defining a Report Dataset.
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

Working with Microsoft Excel Layouts
Article • 11/14/2022
Microsoft Excel report layouts are based on Excel workbooks (.xlsx files). With them, you
can create reports that include familiar Excel features for summarizing, analyzing, and
presenting data such as formulas, PivotTables, and PivotCharts.
This article explains some important things you need to know to get started with Excel
layouts.
Why use Excel layouts?

Benefits of using Excel layouts:
Create interactive reports using visualizations such as slicers.

View raw data from the report dataset, which helps you understand how the report
works and where the data in visuals comes from.
Use built-in Microsoft Office features to do post-processing on rendered reports,
including:
Protecting worksheets
Applying sensitivity labels
Adding comments and notes
Forecasting and analysis
Use installed add-ins and app integrations, such as Power Automate flows or
OneDrive.
Get started
There are basically two tasks involved in setting up an Excel layout of a report:
1. Create the new Excel layout file.

2. Add the new layout to the report.
Task 1: Create the Excel layout file

These are the three ways to create an Excel layout file for a report.
From any report
Follow these steps to create an Excel layout from any report, regardless of the
current layout type. The Excel layout will contain the required Data sheet and table,
a Report Metadata sheet, and nothing else.
The Report Layouts page appears and lists all the layouts currently available
for all reports.
2. On the Report Layouts page, choose any layout for the report, then choose
the Run Report action.
3. On the report's request page, choose Send to > Microsoft Excel Document
(data only) > OK.
This step downloads an Excel workbook that contains the report dataset.
4. Open the downloaded file in Excel, make changes, then save the file.
Task 2: Add the Excel layout to the report

Once you have the Excel layout file, the next task is to add it as a new layout for the
report.
reports.
2. Choose New Layout.
3. Set Report ID to Report.
4. Enter a name in Layout Name.
5. Set Format Options to Excel.
6. Select OK, then do one of the following steps to upload the layout file for the
report:
The selected file is uploaded to the layout, and the Report Layouts page opens.
7. To see how the report looks in the new layout, choose the layout from the list, then
select Run Report.
Understanding Excel layouts

There are a few things you need to know or consider when creating or making changes
to Excel layouts. Every Excel layout must include two elements: a Data sheet and a Data
table. These elements form the basis of the layout by defining the business data from
Business Central that you can work with. You can think of the Data sheet as a kind of
contract between the layout and the business data. You'll use this data as the source of
calculations and visualizations that you want to present on other sheets.
There are some specific requirements to the structure of the Excel workbook. If the
requirements aren't met, you'll have problems using the layout. The following diagram
and table outline the elements of an Excel layout and the requirements.

No. Element Description Mandatory
1 Data sheet Must have the name Data.

Can only include one table, which must be named
Data.
2 Data table Must have the name Data.

Must have at least one column.
Can only include columns that are in the report
dataset.
Must start in the first cell A1 of the Data sheet.
3 Presentation Used to present data.

sheets Data comes from the Data sheet.
4 Report Automatically included if the layout was created by

Metadata exporting another Excel report.
sheet Contains general information about the report.
Can be deleted.
In summary, this is what you should and shouldn't do on the Data sheet:
Don't change the name of Data sheet, Data table, or columns.

You can delete or hide columns.
Don't add any columns unless they're included in the report dataset.
You can place the sheets in any order, with the Data sheet first or last.
See also
Change the Current Report Layout
Prepare Financial Reporting with Financial Data and Account Categories
Business Intelligence
Analyzing Report Data with Excel

Working with RDLC Layouts
Article • 09/19/2022
RDLC layouts are based on client report definition layout files (.rdl or .rdlc file types). The
design concepts for RDLC layouts are similar to other layout types. The layout
determines what fields to show and how they're arranged. However, designing RDLC
layouts is more advanced than Word and Excel layouts.
Required tools
To modify RDL layouts, you can use either Microsoft SQL Server Report Builder or
Microsoft RDLC Report Designer.
Report Builder is a stand-alone app installed on your computer by you or an

administrator. With Business Central on-premises, Report Builder is automatically
installed with the Business Central Server installation. For more information about
installing Report Builder, see Install Report Builder in the SQL Server
documentation.
RDLC Report Designer is an extension for Visual Studio 2017 and later. You can
download and install RDLC Report Designer from the Visual Studio Marketplace .
Create and modify RDLC layouts

Creating and modifying RDLC layouts is an advanced task, which is typically done by
power users or developers. The basic concepts aren't specific to Business Central report
layouts. For this reason, we refer you to the following documentation:
Create RDL Layout Report
This article explains how to create an RDLC report layout from AL code.
Reports, Report Parts, and Report Definitions
The links you to the SQL Server Reporting Services documentation for RDL/RDLC. This
documentation explains the concepts
behind RDL/RDLC, and how to use Report Builder.
７ Note
Report Builder only recognizes .rdl file type;, not .rdlc. Layout files exported from
Business Central are .rdlc file types. So to modify these layout in Report Builder,
rename the file type to .rdl.
See Also
Set the Layout Used by a Report
Get Started Creating Report Layouts
Analyzing Report Data with Excel.

Setting the Layout Used by a Report
Article • 09/30/2022
APPLIES TO: Business Central online, Business Central on-premises 2022 release
wave 1 and later. For earlier versions, go here.
A report layout determines the look of a report. It controls which data fields of a report
dataset appear, how they're arranged, styled, and more. A report may have more than
one layout, which you can then switch among as needed.
When there are multiple companies in the application, the layouts are set on a per-
company basis. So the same report in one company can have a different layout in
another company.
Get started
There are a few ways to set which layout a report uses. Each way has advantages,
depending on what you're looking to do:
From the report request page
When setting up a report to run, the report request page includes the Reports
Layout field that shows the current default layout used by the report. You can use
this field to temporarily switch to another available layout the report you're
running. After you run the report, the layout will revert to the default layout again.
For more information, see Run and Print Reports.
From the Report Layout Selection page
The Report Layout Selection page displays a list of all reports. This page indicates
what the current default layout for a report is. It lets you set layouts in different
companies, without having to switch the company you're working with.
From the Report Layouts page The Report Layouts page displays all available
layouts for each report in the current company. It's also used to specify the default
layout for reports. It's easy to find a specific layout by sorting or filtering the list.
Once you find the layout, you can set it for a report with a single selection.
７ Note
You can't use the Report Layouts page for Word and RDLC layouts that were
created by using the legacy Custom Layouts feature. In fact, you won't even
see these custom layouts listed on the Report Layouts page. For these
layouts, you can only set them by using Report Layout Selection page.
Set the layout from the Report Layouts page

reports.
2. Find the layout in the list, select it, then select the Set Default action at the top of
the page.
Set the layout from Report Layout Selection

page
1. Choose the icon, enter Report Layout Selection, and then choose the related
link.
The page lists all the reports that are available for the company that's specified in
the Company field at the top of the page. The Layout Description field specifies
the layout that the report currently uses.
2. Set the Company field at the top to the company that includes the report.
3. Find and select the report in the list, then do one of the following steps:
If the layout that you want to switch to is a different type than the current
layout, select the Layout Type field, then choose the type of the layout you
want to set on the report.
If the layout that you want to switch to the same type as the current layout,
select the Select Layout action at the top.
4. In the Report Layouts page, select the layout, then select OK.
Revert to the original default layout

Reports are designed to use a layout by default. You can switch back to the original
default layout from Report Layout Selection page. Just select the report, then select the
Restore Default Selection action at the top of the page.
See Also

Define Document Layouts for
Customers and Vendors
Article • 09/19/2022
Document layouts use report layouts to define the look and feel of documents that you
send to customers and vendors. Business Central provides standard layouts, but you can
also tailor custom layouts for each of your business partners. For more information, see
Create and Modify Custom Report Layouts. You select standard and custom document
layouts from customer and vendor cards by choosing the Document Layouts action.
The value in the Usage field defines the process for which the document layout is used.
For example, for customers, you might use Reminder, Shipment, and Confirmation
types of document layouts.
Document layouts can also save you time when you send documents to customer or
vendor contacts by email. For each layout that you assign to the customer or contact,
you can by specify one or more contact email addresses. For example, you can send an
invoice to the customer's purchasing and warehouse contacts. Adding contact email
addresses is easy. On the Document Layouts page, the Select Email from Contacts
action let's you choose from a list of the contact email addresses that you've registered
for the customer or vendor. You can also add email addresses manually. If you enter
multiple addresses, separate them with a semi-colon, and don't add spaces between the
addresses.
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 load the documents by using the
Copy from Report Selection action on the Document Layouts page.
The steps in the following sections describe how to define sales document layouts from
the Customer Card page. For vendors, the steps are the same from the Vendor Card
page.
To load the standard document layouts for

sales documents for a customer
2. Open the Customer Card page for the customer, and then choose the Document
Layouts action.
3. On the Document Layouts page, choose the Copy from Report Selection action.
The Document Layouts page displays all layouts that are available for sales documents.
To select a custom report layout to use for the

sales document layout
If you haven't already created a custom report layout for the type of document, you'll
need to do that first. For more information, see Create and Modify Custom Report
Layouts.
2. Open the Customer Card page for the customer, and then choose the Document
Layouts action.
3. 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.
4. On the Custom Report Layouts page, select the document layout that you want to
use for the type of sales document. For more information, see Create and Modify
Custom Report Layouts.
To specify which contact will receive which

document layout for a customer
To save time when you send documents to customer and vendor contacts by email,
specify their email addresses on document layouts. For example, you can always send
customer statements to their accountant contacts and sales orders to their purchasers,
or purchase orders to vendor salespeople.
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 one or more contacts, and then choose OK.
See Also
Update Custom Report Layouts
Create and Modify Custom Report Layouts

Available Fonts
Article • 04/28/2022
The online version of Business Central contains pre-installed fonts on the servers that
can be used when generating reports. The following sections outline which fonts are
available.
７ Note
For security and legal reasons, you cannot upload custom fonts to the Business
Central environment.
Document Fonts
The following fonts are installed and available to use in both Word and RDLC report
layouts:
Angsana New, AngsanaUPC, Arial, Arial Black, Bahnschrift, Bahnschrift Condensed,

Bahnschrift Light, Bahnschrift Light Condensed, Bahnschrift Light SemiCondensed,
Bahnschrift SemiBold, Bahnschrift SemiBold Condensed, Bahnschrift SemiBold
SemiConden, Bahnschrift SemiCondensed, Bahnschrift SemiLight, Bahnschrift SemiLight
Condensed, Bahnschrift SemiLight SemiConde, Batang, BatangChe, Browallia New,
BrowalliaUPC, Calibri, Calibri Light, Cambria, Cambria Math, Candara, Candara Light,
Comic Sans MS, Consolas, Constantia, Corbel, Corbel Light, Cordia New, CordiaUPC,
Courier New, DilleniaUPC, Dotum, DotumChe, E-13B, Ebrima, EucrosiaUPC, Franklin
Gothic Medium, FreesiaUPC, Gabriola, Gadugi, Georgia, Gulim, GulimChe, Gungsuh,
GungsuhChe, Impact, Ink Free, IrisUPC, JasmineUPC, Javanese Text, Khmer UI,
KodchiangUPC, Latha, Leelawadee, Leelawadee UI, Leelawadee UI Semilight, LilyUPC,
Lucida Console, Lucida Sans Unicode, Malgun Gothic, Malgun Gothic Semilight, Marlett,
MICR, Microsoft Himalaya, Microsoft JhengHei, Microsoft JhengHei Light, Microsoft
JhengHei UI, Microsoft JhengHei UI Light, Microsoft New Tai Lue, Microsoft PhagsPa,
Microsoft Sans Serif, Microsoft Tai Le, Microsoft YaHei, Microsoft YaHei Light, Microsoft
YaHei UI, Microsoft YaHei UI Light, Microsoft Yi Baiti, MingLiU, MingLiU-ExtB,
MingLiU_HKSCS, MingLiU_HKSCS-ExtB, Mongolian Baiti, MS Gothic, MS PGothic, MS UI
Gothic, MV Boli, Myanmar Text, Nirmala UI, Nirmala UI Semilight, NSimSun, OCRB,
Palatino Linotype, PMingLiU, PMingLiU-ExtB, Segoe MDL2 Assets, Segoe Print, Segoe
Script, Segoe UI, Segoe UI Black, Segoe UI Emoji, Segoe UI Historic, Segoe UI Light,
Segoe UI Semibold, Segoe UI Semilight, Segoe UI Symbol, Shonar Bangla, SimSun,
SimSun-ExtB, Sitka Banner, Sitka Display, Sitka Heading, Sitka Small, Sitka Subheading,
Sitka Text, Sylfaen, Symbol, Tahoma, Times New Roman, Trebuchet MS, Verdana, Vijaya,
Webdings, Wingdings, Yu Gothic, Yu Gothic Light, Yu Gothic Medium, Yu Gothic UI, Yu
Gothic UI Light, Yu Gothic UI Semibold, Yu Gothic UI Semilight
Fonts for Checks

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.
Fonts for Barcodes

Fonts to generate barcodes are installed and available to use in both Word and RDLC
report layouts.
The following one-dimensional barcode symbologies are supported:
Code 3 of 9 (Code 39)

Code 128
Code 93
Codabar
MSI
Interleaved 2 of 5
The following two-dimensional barcode symbologies are supported:
Aztec
Data Matrix
Maxicode
PDF417
QR
For more information, see Barcode Fonts with Business Central Online.
See Also
Select a Check Layout
Work with Business Central Barcode Fonts with Business Central Online

(Legacy) Create and Modify Custom
Report Layouts
Article • 09/30/2022
７ Note
Custom report layouts is a legacy feature that is being phased out. Instead, you
should start creating user-defined layouts as described here.
By default, reports have a built-in layout. The report layout can be either an RDLC
(report definition language client side) report layout, a Microsoft Word report layout, or
both. And while you can't modify built-in layouts, you can create custom layouts. A
report can have multiple custom report layouts.
７ Note
In Business Central, the term "report" also covers externally-facing documents, such
as sales invoices and order confirmations you send to customers as PDF files.
To create a custom layout, either copy an existing custom layout or add a new custom
layout. Custom layouts are often based on a built-in layout. When you add a new
custom layout, you can choose to add either an RDLC or a Word report layout type, or
both. The new custom layout will be based on the built-in layout for the report, if one is
available. If there's no built-in layout for the report type, a new blank layout is created.
You'll have to modify and design this blank layout from scratch. Learn more about RDLC
and Word report layouts, built-in and custom layouts, and more at Manage Report
Layouts.
 Tip
Use financial reports to get insight into the financial data stored in your chart of
accounts. Learn more at Prepare Financial Reporting with Financial Data and
Account Categories.
After you define your custom report layouts, you can select them on the customer card
and vendor card pages. The layouts are then used when you create documents for the
customer or vendor. Learn more at Define Document Layouts for Customers and
Vendors.
You can also use custom report layouts to add content to email messages. Report
layouts can save time and help ensure consistency by reusing the same content when
you communicate with your customers. To use custom report layouts with email, the file
type for the layout must be Word; you cannot use the RDLC file type. Learn more at Set
Up Reusable Email Texts and Layouts.
Create a custom layout

link.
The Report Layout Selection page lists all the reports available in the company
specified in the Company Name field at the top of the page.
2. In the Company Name field, choose the company you want to create the report
layout for.
3. Select the row for the report 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
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, 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 based on a built-in layout, follow these
steps:
a. Choose the New action. The Insert Built-in Layout for a Report page appears
with the ID and Name fields automatically filled in.
b. Turn on the Insert Word Layout toggle to add a custom Word report layout
type OR turn on the Insert RDLC Layout toggle to add a custom RDLC report
layout type.
c. Choose the OK button.
The new custom layout now appears on the Custom Report Layouts page. If a new
layout is based on a built-in layout, then the words Copy of a Built-in Layout
appear 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 means
that custom layout is blank.
6. By default, the Company Name field is blank and the custom layout is available for
reports by all companies. To make the custom layout available to a specific
company only, choose Edit, then set the Company Name field to the company you
want.
The custom layout has been created and you can modify it as you like.
 Tip
You can export the report results to a Microsoft Excel file to view the full dataset,
including all columns, but without the layout. The Excel file can help you validate
the report returns the expected data or diagnose problems. Learn more at
Analyzing Report Data with Excel.
Modifying a custom layout

To modify a custom report layout, you must first export the report layout as a file to a
location on your computer or network. Then, open the exported document and make
the changes. When you're finished making the changes, you import the report layout.
Modify a custom layout

1. Export a custom layout from the Custom Report Layouts page. If that page isn't
already open, search for and open the Report Layout Selection page, select the
report that has the layout you want to modify, then choose the Custom Layouts
action.
2. On the Custom Report Layouts page, select the layout you want to modify, choose
the Export Layout action, 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 you saved and make changes.
If you're changing a Word layout, open the layout document in Word. Learn more
about editing Word reports at Work with Word Layouts.
RDLC report layouts are more advanced than Word report layouts. Learn more
about modifying an RDLC report layout at Designing RDLC Report Layouts.
Remember to save your changes when you're done.

4. Return to the Custom Report Layouts page, select the report layout you exported
and modified, then choose the Import Layout action.
5. In the Import dialog box, select Choose to find and select the modified report
layout document, then choose Open.
） Important
Remember to import the report layout document that you modified. Otherwise, the
new report layout will not be available.
See also
Change the Current Report Layout

(Legacy) Import and Export Custom
Report Layouts
Article • 09/19/2022
７ Note
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

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.
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 Also
Create and Modify a Custom Report Layout

(Legacy) Update Custom Report Layouts
Article • 09/19/2022
７ Note
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

link.
2. On the Report Layout Selection 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

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 Also

(Legacy) Set the Layout Used by a
Report
Article • 09/19/2022
７ Note
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
link.
The Report Layout Selection page lists all the reports that are available for the
company that's specified in the Company field at the top of the page. The Layout
Description field specifies the layout that's currently used on the report.
2. Set the Company field at the top the company that includes the report.
This field let's you set a different layouts for same report report in different
companies.
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.
７ 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 Also

Sharing Business Data from Business
Central
Article • 02/06/2023
Collaboration among people inside and outside an organization is integral part of most
businesses. Business Central offers several features for sharing business data, like a list
of records, specific records, or documents.
With all these features, access to data is protected by the license and permissions of
Business Central.
Copying a link
Business Central Online Business Central On-premises
From any page, you can copy the page's URL, then paste and distribute it in other forms
of media like emails, Teams chats, or text messages. The easiest way to copy a link is by
selecting Share > Copy Link from the top of the page. Another way is to copy the URL
directly from the browser's address box.
Modify the page link

After you copy a link, before you send it, you can modify the URL to manipulate what
shows when the page opens. You can, for example, add filters or specify a different
company.
For more information, see Web Client URL.
About filtered lists

Using the filter pane on list pages, you can apply filters to narrow-down the records
shown in the list. If you use the Copy Link action or copy the URL from the browser, the
page link won't include your filter changes. Users that open the link will see the full
collection. The way to keep the filtering on a collection page link is to save the filtered
page as a View first. Then, open the view and copy the link from there.
For more information, see Sorting, Searching, and Filtering.
Sharing to Teams
Directly from most collection pages and details pages, you can send a link to the page
to people, group chats or channels. For example, share a link to a filtered view of your
records. If you've installed the Business Central app for Teams, the link will automatically
expand into a compact card for you to include with your message. Recipients then select
the link or card to open the page in Business Central.
For more information, see Sharing Records and Page Links in Teams.
Sharing Through OneDrive

through OneDrive for Business. On most pages where files are available, such as the
Report Inbox or files that are attached to records, you'll find the Open in OneDrive and
Share actions. Both actions save a copy of a file to OneDrive. Once in OneDrive, you can
use its sharing and contribution features on the file. The difference in the actions is that
Open in OneDrive opens the file in OneDrive. Share opens a page the let's you select
who you want to share the file with. Recipients will get a notification email to access the
file from your OneDrive.
For more information, see Sharing Files in OneDrive.
Opening in Excel
For list pages and lists embedded on a page, you can use the Open in Excel action. This
action exports the list of records to an Excel workbook (.xlsx file), which you can share
with others. In the workbook, you can also use the Share feature that's part of Excel.
For more information, see Viewing and Editing in Excel.
Sharing rows or tables

You can share one or more records in a list. Just select the Ctrl + C keyboard shortcut
to copy to your clipboard. Then paste what you copied into another application by
pressing Ctrl + V . For example, copying three sales orders and pasting that into an
email will display the orders in a nicely formatted table.
For more information, see Copy and Paste FAQ.
See Also
OneDrive FAQ
Sharing Business Central Records and
Page Links in Microsoft Teams
Article • 10/03/2022
APPLIES TO: Business Central online
Business Central offers a couple ways to share data from Business Central directly in a
Microsoft Teams conversation:
With the Business Central app installed in Teams, you can include an interactive
card of Business Central record in a Teams conversation.
With or without the Business Central app installed, you can share a link from pages
in Business Central to a Teams conversation.
The following sections describe the different ways in detail.
Include and view a Business Central card in a

Teams conversation
With the Business Central app for Teams, you can copy a link from any Business Central
record, like a customer or sales order, and paste the link into a Teams conversation. The
app connects Microsoft Teams to your business data in Business Central. It then expands
the link into a compact, interactive card that displays information about the record.
Once in the conversation, you and coworkers can view more details about the record,
edit data, and take action—without leaving Teams.

Prerequisites
You have access to Microsoft Teams.
You've installed the Business Central app in Teams. For more information, see
Install the Business Central App for Microsoft Teams
７ Note
All participants in a Teams conversation will be able to view cards for Business
Central records that you submit to the conversation. But to view more details about
records, by using the Details or Pop out buttons on a card, they'll need access to
Business Central. For more information, see Managing Microsoft Teams
Integration.
Include a Business Central card in a Teams conversation

1. Sign in to Business Central using your browser.
2. Open the record that you want to share.
The app is designed to display a card for almost any type of Business Central page.
But it provides the best experience when used for pages that display a single
record, such as an item, customer, or sales order.
3. Copy the link to the page.
There are two ways to copy the link. The easiest and preferred way is to select
Share > Copy Link. The other way is to, copy the entire URL from the browser's
address bar.
4. Go to Teams and start a conversation, which can be chat with a person, group of
persons, or a team channel.
5. Paste the link (URL) in the message box where you compose a message.
 Tip
If you get a message like: Business Central wants to show a preview of this link.,
it means that you don't have the Business Central app for Teams installed. To
install the app, select Show Preview and follow the instructions.
７ Note
Depending on you're Business Central version, the first time you paste a link
into a conversation, you may be asked to sign in to Business Central and give
consent for the app to retrieve data. Just follow the on-screen
instructions.You'll only have to do this step once.
6. Wait a moment while a card is generated in the message box.
7. When the card appears, review the contents of the card carefully for any sensitive
information before sending the message. This step is important because once you
send the message, everyone in the conversation can see the card.
8. If the card looks good, select Send to submit it to the conversation.
 Tip
After the card appears, and before you select Send, you can delete the pasted
URL if you like.
9. To view more details or make changes to the record shown in the card, select
Details. For more information, see the next section.
View card details

Once a card's been sent to a conversation, all participants with the proper permissions
can select Details to open a window that displays more information about the record—
and possibly make changes to the record. It doesn't matter if you're the one sending the
card or the one receiving the card. The Details feature is especially useful to recipients,
because it quickly provides them with concise, targeted information about the record.
The details window is similar to what you'd see in Business Central, but it's focused on
the page or record that the card is about. When you're finished viewing and making
changes, close the window to return to the Teams conversation.
Here are a couple things to keep in mind when working with the card details:
To open the card details, users must have permission on the page and its data in
Business Central.
Cards in Teams chats aren't automatically updated to changes. Any changes you
save to a record in the details window are saved in Business Central. But the card in
Teams won't show the changes in the conversion, until you paste the link again.
To learn more about working with cards and card details, see Teams FAQ.
Share a link to page from Business Central to

Teams
Directly from most collection pages, like the Items page, and details pages, like the
Items card, you can send a link to the page to specific recipients in a Teams
conversation. For example, you can share a link to a filtered view of your records.
Recipients can then select the link to open the page in Business Central.
Prerequisites
You have access to Microsoft Teams.
(Optional) You've installed the Business Central app in Teams.
With the app installed, messages you send with the link will also include a compact
card for the page. For more information about how to install the app, see Install
the Business Central App for Microsoft Teams.
Share a link
1. In Business Central, open the page that you want to share.
2. At the top of the page, choose the icon, then Share to Teams.
3. If you're asked, sign in to Teams with your user name and password.
4. In the Share to Teams page, type a name of a person, group, or channel that you
want send the message to.
5. The message box will include a link to the page. If the Business Central app for
Teams is installed, a card for the linked record or page will also appear in the
message box.
Add any more information if you like, then choose Share.
6. The link has now been shared. If you want to go to the conversation, choose Go to
Teams.
See also
Business Central and Microsoft Teams Integration Overview
Teams FAQ
Searching for Customers, Vendors, and Other Contacts from Microsoft Teams
Changing Company and Other Settings in Teams
Troubleshooting Teams
Developing for Teams Integration
Start a free trial!

Opening and Sharing Business Central
Files in Microsoft OneDrive
Article • 02/06/2023
through Microsoft OneDrive for Business. On most pages with available files, such as the
Report Inbox or when files are attached to records, you'll find Open in OneDrive and
Share actions.
Open in OneDrive
The Open in OneDrive action copies the file to your OneDrive and then opens the file in
an application such as Microsoft Excel online, Microsoft Word online, or Microsoft
PowerPoint online.
When you choose Open in OneDrive, Business Central identifies Excel, Word, and
PowerPoint files and opens them in their online applications, that is, Excel online, Word
online and PowerPoint online.
Using the online versions of these applications, you can annotate, edit, and collaborate
with others without leaving the browser.
For other popular file types, such as PDFs, text files, and images, OneDrive provides file
viewers that offer features for printing, sharing, and more. If a file can't be viewed in
OneDrive, you might be prompted to download it.
Share
The Share action copies the file to your OneDrive so you can see with whom you've
already shared it as well as share the file with other people. When you select the Share
action, the following page opens.
If you're familiar with OneDrive, you may recognize the above-referenced page. You'll
see you have two options for sharing the file: Send link and Copy link.
Send link let's you share the files with specific people. The people you share the
file will get an email with a link to the file. The file will also appear in the Shared
section of their OneDrive. Start by typing the email addresses or contact names in
the Name, group or email field. Include a message below the Name, group or
email field, if you want.
 Tip
If you want to compose your message in Outlook, select the Outlook button.
The link will be inserted into a draft email and everyone you entered to share
with will be in the To list. With this option, you can author emails using all of
Outlook's features, including formatting text, adding other attachments,
inserting pictures or tables, and adding CC or BCC recipients.
Copy link copies a file link you can use to share the file through applications such
as Facebook, Twitter, or email.
Before you send or copy a file link, set the permission level you want people to have.
You can see the current setting under Send link or Copy link. In most cases, it will be
Anyone with the link can edit, depending on your administrator's settings. To change
the permissions, select the link and make changes on the Link Settings page.
The sharing feature in Business Central is based on OneDrive. Learn more about
OneDrive sharing and permissions at Share OneDrive files and folders .
７ Note
The Share action isn't available in the Business Central app for mobile devices.
First-time sign in from Business Central

When you use the Open in OneDrive or Share action for the first time, Business Central
does the following things:
1. Opens the Please review terms and conditions page. Read the page, and if you
agree with the terms and conditions, select Agree to continue.
2. Creates a folder named Business Central in OneDrive.
3. Within the Business Central folder, it creates a folder with the same name as the
company you're working in. If you work in more than one company, Business
Central creates a folder for each company you're working in when you use the
Open in OneDrive or Share action.
4. Puts a copy of the file you selected in the company name folder, and then opens
the file.
Then, the next time you use the Open in OneDrive or Share action, Business Central
only copies and opens the file.
Managing multiple copies of a file
When you choose Open in OneDrive or Share, the file is copied from Business Central
to your folder in OneDrive. If you edit the file in OneDrive, that file will be different from
the Business Central file. To update Business Central with the latest file version, remove
the existing file from Business Central and upload the latest copy.
If a file with the same name already exists in OneDrive, you'll be given the following
choices:
Use existing
This option opens or shares the file that's already stored in OneDrive, instead of
copying the file from Business Central.
Replace
This option replaces the existing file in OneDrive with the file you selected from
Business Central. The original file isn't lost—you can see and restore it using the
version history in OneDrive. Learn more at Restore a previous version of a file
stored in OneDrive .
Keep both
This option keeps the existing file as-is and saves the file you selected from
Business Central under a different name. The new name is similar to the existing
name, except with a suffix number such “Items (2).xlsx”.
About your Business Central folder on

OneDrive
The folder and its content are private until you decide to share them with others. So you
might decide to share content with one or more of your coworkers, or even people
outside of your organization.
You can access your OneDrive from the My Settings page by choosing the link in the
Cloud Storage field. Learn more at Share OneDrive files and folders .
See also
OneDrive FAQ
Viewing and Editing in Excel From
Business Central
Article • 02/21/2023
With pages that display a list of records in rows and columns, like a list of customers,
sale orders, or invoices, you can export the list to Microsoft Excel, and view it there.
Depending on the page, you have two options for viewing in Excel. Both options are
available from the Share icon at the top of a page. You can either select the Open in
Excel action or the Edit in Excel action on the page. This article explains the two actions.
Open in Excel
With the Open in Excel action, you can make changes to the records in Excel, but you
can't publish the changes back to Business Central. You can only save the changes to
Excel file, without affecting data in Business Central.
With this action, Excel respects any filters on the page that limit the records shown.
The Excel workbook will contain the same rows and columns that appear on the
page in Business Central.
This action works on both on Windows and macOS.
） Important
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.
 Tip
What about reports? Well, you can export the report results to an Excel file for
viewing the full dataset, including all columns. The Excel file can help you validate
that the report returns the expected data. To export a report, run the report and
select the Send to > Microsoft Excel Document (data only) on the request page.
For more information, see Work with Reports - Save a report to a file.
７ Note
In Excel, whole numbers in columns will have a decimal symbol at the end (like a
period . or comma , ) even though the decimal symbol isn't shown in Business
Central. The decimal symbol depends on your device's region settings. For example,
10 in Business Central could appear as 10. or 10, in Excel. You can change the
format in Excel by selecting the values, then selecting Ctrl + 1 . To learn more
about changing the number format in Excel, go to Format Numbers .
Edit in Excel
The Edit in Excel action is available on most lists, but not all. With the Edit in Excel
action, you make changes to records in Excel and then publish the changes back to
Business Central. When Excel opens, you'll see the Excel Add-in pane on the right.
With this action, Excel respects most filters on the page that limit the records
shown, so the Excel workbook will contain almost the same records and columns.
To get the latest data from Business Central, choose Refresh in the Excel Add-in
pane.
First-time sign-in
The Edit in Excel action requires that the Business Central add-in is installed in Excel. In
some cases, your administrator may have set up the add-in to install automatically for
you. In this case, you just have to sign in to Business Central in Excel Add-in pane with
your user name and password. Otherwise, the New Office Add-in pane opens. To install
the add-in, choose Trust this add-in, which will install the add-in directly from the Office
Store.
If the add-in doesn't install, either contact your admin or try to install it manually. For
more information, see Install the add-in manually for your own use.
Work across environments and companies

You can switch the company that you're working with. To switch company, select the
Options icon in the Excel Add-in pane, then select the company from the Company
field.
） Important
When changing the company, make sure that the Environment field is not empty. If
it is, then set it to one of the available options; otherwise, the add-in will not work
correctly.
If you make changes to the add-in, you must reload it to update the connection. To
reload, use the menu in the top-right corner of the add-in. If you can't load the add-
in, talk to your administrator. If you're the administrator, see Get the Business Central
Add-in for Excel.
７ Note
The add-in works with Excel for the web (online) from any device as long as as use
a supported browser. It also works with the Excel app for Windows (PC); but not for
macOS.
For Business Central on-premises, the Edit in Excel action is only available if the
Excel add-in has been configured by your administrator, and only available for the
Web client. For administrators, if you want to learn how to install the Excel add-in,
see Setting up the Excel Add-In for Editing Business Central Data.
Limits when using Excel for the web

When Edit in Excel is used on list pages for tables with many columns, the resulting
workbook may have too many columns for the file to be viewed in Excel for the web.
Business Central automatically limits the exported workbook to 100 columns when
OneDrive is configured for system features.
See the differences between the options

See Also
Enhancements to Excel integration in 2019 release wave 2

Article • 02/06/2023
This article provides information about the features that make Business Central readily
available to people with disabilities. Business Central supports the following accessibility
features:
Keyboard shortcuts. See Keyboard Shortcuts.

Touch and pen gestures on tablets and phones. See Touch and Pen Gestures.
Navigation
Headings
Alternative text for images and links
Support for common assistive technologies
Zoom in or out on any page
Tooltips on elements in the user interface
 Tip
training.
Navigation
You can use different combinations of the Tab, Shift, and arrow keys of your keyboard to
move between elements on a page. Elements include actions, fields and columns, parts,
and other controls. In general, select Tab or Shift + Tab to move to the next or
previous element.
When you focus on an area that contains actions, like the navigation bar on the top of
role center or action bar on other pages, use the arrows keys to move through the
different actions and groups. Select Enter on a group to open its underlying actions,
and then continue using the arrows keys. Select Tab or Shift + Tab to move out of the
action area.
By using the tab order, you can also switch between the main browser page and dialog
boxes that request confirmation, for example, or the sign-in page.
Headings in Content
The HTML source for Business Central content uses tags to help users of assistive
technology to understand the structure and content of the page. For example, on list
pages, the columns are defined in TH tags and the column headings are set with TITLE
attribute inside the tag. Captions for elements, such as FastTabs, FactBoxes, and fields
are included in heading tags (H1, H2, H3, and H4).
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.
Zoom
Most browsers use standard keyboard shortcuts to zoom in and out on the current
page. These keyboard shortcuts aren't specific to Business Central, but they work when
you use Business Central in a browser. For a list of supported keyboard shortcuts, see
Keyboard Shortcuts for Zooming In and Out.
Tooltips
Tooltips are available on most elements in the user interface, like page fields and
columns, actions, cues tiles, and charts. A tooltip provides extra text that explains an
element to help you better understand its purpose.
Tooltips are accessed in different ways, depending on the client (web or mobile) and the
device that you're working with. Use the following table as a guide. Some tooltips can
be read by screen-readers. In this case, you access the tooltips as described in the table,
then use the screen reader to navigate to the tooltip as you would with any other
element.
Accessing tooltips
Element Mouse action for Keyboard shortcut for Touch gesture Screen
web client web client on tablet/phone reader
for mobile app support
Page fields Hover over or click Move focus to the field or Tap the field yes
and column the field caption or column heading, and select caption
headings column heading Alt + Up Arrow keys
Charts Hover over the Move focus to element, for Tap and hold the yes
elements, like element example, by using arrow element
a bar, line, keys
pie slice
Actions Hover over the none none no

action
Cue tiles Hover over the tile none none no
For more accessibility information

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

Keyboard Shortcuts
Article • 04/03/2023
This article provides an overview of some of the shortcut key combinations that you can
use when you're working with Business Central.
For an overview of the most popular keyboard shortcuts, see Keyboard Shortcuts (PC
only).
 Tip
For a graphical view of the most used shortcuts, choose the following image and
download the PDF file.
Overview
Keyboard shortcuts aid accessibility and can make it easier and more efficient to
navigate to different areas and elements on a page. They're supported by most web
browsers, however, the behavior may vary slightly.
７ Note
The keyboard shortcuts described here refer to the U.S. keyboard layout. The layout
of the keys on other keyboards may not correspond exactly to the keys on a U.S.
keyboard.
Most of the shortcuts are the same whether the operating system is Windows or macOS.
However, some shortcuts differ for macOS. These shortcuts are indicated with brackets
in the following sections.
７ Note
In addition to the global keyboard shortcuts described in this article, a number of

business-specific shortcuts are available. For example, in the generic version of
Business Central, F9 posts a document and Ctrl + F7 shows the ledger entries for
a record when you open the record in a card. This article includes some of the more
common business-specific shortcuts, which are shown in italics. Be aware that the
actual shortcuts may be different in your solution. In the user interface, 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. Elements include things like 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.
Select To do this
these
keys
(in
macOS)
Alt Show access keys for selecting actions in the action bar and navigation menu on the
page. For more information, go to Access keys.
Alt + Open a drop-down list or look up a value for a field.

Up
Arrow
Alt + Show tooltip for a field or a column header of a table. If the field has validation errors,
Up select Alt + Up Arrow to show the validation error. Select Esc or Alt + Up Arrow to
Arrow
close the tooltip.
F2 Toggle between selecting the entire field value or placing the cursor at the end of the
field value.
Alt + Show and hide the FactBox pane.

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

Shift +
F2
Alt + O Add a new note for the selected record, even if the FactBox pane isn't open.
Alt + Q Open the Tell Me window. For more information, see Finding Pages and Information
with Tell Me.
( Ctrl +
Option
+Q)
Select To do this
these
keys
(in
macOS)
Ctrl + Open the Find Entries page to find documents and entries related to each other based
Alt + Q on common information, like document number or posting date. For more
information, see Finding Related Entires for Posted Documents
( Ctrl +
Option
+ Cmd +
Q )
Alt + N Open a page to create a new record. (Similar to choosing the New and + actions.)
Alt + Close a newly created page and open a new one to create a new record. Similarly,
Shift + Alt + F9 posts a document and creates a new one.
Alt + T Open the My Settings page.
Alt +
Right Look up additional information or underlying values for a field that contains the
Arrow
button. Used when the usual drop-down button ( Alt + Up Arrow ) in the same field is
used for another purpose.
Ctrl + Display information in the company badge. Starting in Business Central 2022 release
Alt + wave 2 (version 21, this shortcut is no longer supported replaced by Ctrl + O .
Shift +
C
Ctrl + Open and close the page inspection pane. The page inspection pane shows
Alt + information about the page, like its source table, fields, filters, extensions, and more.
F1
For more information, see Inspecting Pages.
Ctrl + Copy the value of field. If the field is in focus, and you haven't selected any text in the
C field, this will copy the entire value. If you've selected any text in the field, then it will
copy the selected text only.
Ctrl + Open the help pane or a Business Central help article on Microsoft Learn, depending
F1 on your Business Central version.
Ctrl + Switch between wide and narrow layout view.

F12
Ctrl Navigate during personalizing or customizing when the action is highlighted with an
+Click arrowhead. For more information, see Personalize Your Workspace.
Select To do this
these
keys
(in
macOS)
Ctrl + Reload the Business Central application. (Similar to selecting refresh/reload in the
F5 browser.)
F5 Refresh the data on the current page.
Use this key to ensure that the data on the page is up to date with any changes that
others have made while you're working.
Ctrl + Open the Available Companies pane for switching to another company or
O environment. For more information, see Switching to Another Company or
Environment.
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 + Move focus to the previous control or element on a page, such as actions, buttons,
Tab fields, or list headings.
Y and Activate Yes and No buttons in dialog boxes. Actual keys will vary based on your
N current language specified in My Settings. For example, select J to activate the Ja
button when using German language.
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
Select these To do this in a list view To do this in a

keys tile view
(in macOS)
Alt + F7 Sort the selected column in ascending or descending order. Not applicable.
Select these To do this in a list view To do this in a
keys tile view
(in macOS)
Alt + N Insert a new line in an editable list, such as the G/L Budgets Same.
page.
Shift + F9 Post and print a document. Same.
Shift + F10 Open a menu of options that are available for the selected Same.
row.
Alt + D Open the dimension set entries. Same.
Ctrl + F7 Open ledger entries, logs entries, cost entries, and so on.
Ctrl + F9 Release document. Same.
F7 Open statistics. Same.
F9 Post, issue, register, or reverse document. Same.
Shift + Send suggested lines on the cash flow worksheets page. Not applicable.
Ctrl + F
Shift + View serial and lot numbers assigned to the line item on the Not applicable.
Ctrl + I document or journal.
Navigating Between Rows and Columns

Grids containing rows and columns exist on many page types in Business Central, such
as list pages and Lines parts on documents. Moving from one cell to another across a
grid is fully keyboard-enabled.
Select these To do this in a list view To do this in a tile view

keys
(in macOS)
Ctrl + Home Select the first row in the list; focus Move to the first tile in the first row.
remains in the same column.
( Fn + Ctrl +
Left Arrow )
Ctrl + End Select the last row in the list; focus Move to the last tile in the last row.
remains in the same column.
( Fn + Ctrl +
Right Arrow )
keys
(in macOS)
Home Move to the first field in the row. Move to the first tile in the row.
( Fn +
Left Arrow )
End Move to the last field in the row. Move to the last tile in the row.
( Fn +
Right Arrow )
Enter Open the record that is associated with Opens the record.
the field.
Only relevant if a card page is
Only relevant if a card page is associated associated with the record.
with the record.
Ctrl + Enter Move focus to the next element outside Move focus to the next element
the list. outside the list.
Page Up Scroll to display the set rows above the Scrolls to display the set of tiles
current rows in view. above the current tiles in view.
( Fn +
Up Arrow )
Page Down Scroll to display the set rows below the Scroll to display the set of tiles
current rows in view. below the current tiles in view.
( Fn +
Up Arrow )
Up Arrow Move in the same column to the field in Move in the same column to the
the row below. tile in the row below.
Up Arrow Move in the same column to the field in Move in the same column to the
the row above. tile in the row above.
Right Arrow In a view-only list, move in the same row Move in the same row to the next
to the next field to the right. tile to the right.
In an editable list, move to the right

within the current field.
Left Arrow In a view-only list, move in the same row Move in the same row to the
to the previous field to the left. previous tile to the left.
In an editable list, move to the left within

the current field.
keys
(in macOS)
Tab In editable list, move in the same row to Not applicable.

the next field to the right.
Shift + Tab In editable list, move in the same row to Not applicable.
the previous field to the left.
Selecting, Copying, and Pasting
Select To do this in a list view To do this

these in a tile
keys view
(in
macOS)
Ctrl Extend the selection of rows to include the row that you click. Not
+Click applicable.
( Cmd
+Click)
Shift Extend the selection of rows to include the row that you click and all the Not
+Click rows in between. applicable.
You can use this after using Ctrl + Up Arrow or Ctrl +Up Down to
expand your selection.
Ctrl + Move focus to the row above and keep the current row selected. Not
Up applicable.
Arrow
( Ctrl +
Cmd +
Up
Arrow
)
Ctrl + Move focus to the row below and keep the current row selected. Not
Up applicable.
Arrow
( Ctrl +
Cmd +
Up
Arrow
)
these in a tile
keys view
(in
macOS)
Ctrl + Extend the selection of rows to include the focused row. Not
Space applicable.
Bar
You can use this after using Ctrl + Up Arrow or Ctrl + Up Arrow to
expand your selection.
( Ctrl +
Cmd
+Space)
Ctrl + Select all rows. Not

A applicable.
Ctrl + Copy the selected rows to the Clipboard. Yes, but

C only for a
single
( Cmd + selected
C ) tile.
Ctrl + Paste the selected rows from the Clipboard into the current page or Not
V external document, like Microsoft Excel or Outlook email. You can only do applicable.
this in editable lists.
( Cmd +
V )
Shift Extend the selection of rows to include the row above. Not
+ applicable.
Up
Arrow
Shift Extend the selection of rows to include the row below. Not
+ applicable.
Up
Arrow
Shift Extend the selection of rows to include all visible rows above the current Not
+ selection of rows. applicable.
Page
Up
( Shift
+ Fn +
Up
Arrow
)
these in a tile
keys view
(in
macOS)
Shift Extend the selection of rows to include all visible rows below the current Not
+ selection of rows. applicable.
Page
Down
( Shift
+ Fn +
Up
Arrow
)
F8 Copy the field in the same column of the row above, and paste it into the Not
current row. You can only do this in editable lists. Using this shortcut applicable.
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
Select To do this
these
keys
(in
macOS)
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 Open and close the filter pane.

+ F3 If the filter pane isn't open, Shift + F3 opens it and focuses on the + Filter
action under Filter list by. You can then just hit Enter to start adding a field
filter.
If the filter pane is already open, Shift + F3 closes it but doesn't clear any
filters that you've added.
Select To do this
these
keys
(in
macOS)
Ctrl + Open and close the filter pane.

Shift If the filter pane isn't open, Ctrl + Shift + F3 opens it and focuses on the +
+ F3 Filter action under Filter total by. You can then just hit Enter to start adding a
totals filter.
If the filter pane is already open, Ctrl + Shift + F3 closes it but doesn't clear
any filters that you've added.
Alt + Toggle filtering to the selected value.

F3 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 Open the filter pane and add a filter on the selected column in the list. Focus is on the
+ Alt + new filter field, which lets you start typing the filter criteria right away.
F3
This does the same as selecting Filter from the column heading.
If there's already a filter on the field, a new filter is added.
Ctrl + Reset filters. This does the same as choosing Reset filters in the filter pane, and it
Shift applies to field and totals filters.
+ Alt +
F3 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 + Change focus from the filter pane back to the list.
Enter
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.
Select To do this
these
keys
(in
macOS)
Select To do this
these
keys
(in
macOS)
Alt + D Open the dimension set entries.
Alt + F6 Toggle collapse/expand for the current Fast Tab or part (subpage).
Alt + F9 Create new document and post it.
Alt + G Open the Find Entries page for finding entries related to the posted document.
Works on lists also.
Alt + N Open a page to create a new record; the same way as choosing the New action.
Alt + Close a page and open a new one to create a new record; the same way as selecting
Shift + the OK & New action.
N
Alt + Open the current card or document in a new window. For more information, see
Shift + Multitasking Across Multiple Pages.
W
Ctrl + Save and close the page.

Enter
Ctrl + Open the next record for an entity.

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

Up Arrow
Ctrl + Insert a new line in documents.

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

Delete
Ctrl + Open ledger entries, logs entries, cost entries, and so on.
F7
Ctrl + Release document.

F9
Ctrl + Maximize the line items part on a document page. Select the keys again to return to
Shift + the normal display. For more information, see Focusing on Line Items.
F12
Select To do this
these
keys
(in
macOS)
F6 Move to the next Fast Tab or part (subpage).
F7 Open statistics.
F9 Post, issue, register, or reverse document.
Shift + Post, print, and put away warehouse receipt.

Ctrl +
F9
Shift + Move to previous Fast Tab or part (subpage).

F6
Shift + Post and print a document.

F9
Quick Entry Shortcuts for Fields

The following shortcuts pertain to the Quick Entry feature on cards, documents, and list
pages. On lists, the shortcuts can't be used when the list is in the tile view. For more
information about Quick Entry, see Accelerating Data Entry Using Quick Entry.
Select To do this Remarks

these
keys
(in
macOS)
Enter Confirm the value in the current field and go to the next Quick Entry field.
Shift + Confirm the value in the current field and go to the previous Quick Entry
Enter field.
Ctrl + Confirm the value in the current column and go to next Quick Entry field
Shift + outside the list.
Enter
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.
Select these To do this

keys
(in macOS)
Ctrl + Home Open the calendar if closed. Note: This doesn't work if the date field is in a grid,
where Ctrl + Home jumps to the first row.
Ctrl + Home Move to the current month, current day.
( Cmd + Home
)
Ctrl + Move to the previous day.

Left Arrow
( Cmd +
Left Arrow )
Ctrl + Move to the next day.

Right Arrow
( Cmd +
Right Arrow
)
Ctrl + Move to the previous week, same day of the week.

Up Arrow
( Cmd +
Up Arrow )
Ctrl + Move to the next week, same day of the week.

Up Arrow
( Cmd +
Up Arrow )
Enter Select the focused date.

Select these To do this
keys
(in macOS)
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

Select these keys To do this
(in macOS)
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

(in macOS)
Up 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 isn't entirely in view.
(in macOS)
Right Arrow Scroll to the right when the page is zoomed in so that it isn't entirely in view.
Page Down Go to the next page of the report.
( Fn + Up Arrow )
Page Up Go to the previous page of the report.
( Fn + Up Arrow )
Keyboard Shortcuts for Zooming In and Out

Ctrl + + Zoom in on the current page.
Ctrl + - Zoom out on the current page.
Ctrl + 0 Zoom in or out to 100% on the current page.
Keyboard Shortcuts for Role Explorer

Role explorer gives you an overview and quick access to all the business features that
are available for your role. For more information, see Finding Pages with the Role
Explorer.

(in macOS)
Shift + F12 Open the role explorer.
F3 Open the Find box in role explorer for finding features based on a given
search word or term.
F3 or Ctrl + Moves focus to the next found feature in role explorer. F3 will move focus
Up Arrow to the Find box after the last found feature.
Shift F3 or Move focus to the previous found feature in role explorer.

Ctrl + Up Arrow
Ctrl + Shift Expand or collapse all subnodes, in addition to top-level nodes, when you
choose the Expand or Collapse action.
Numeric Keypad Shortcuts
The following table describes the shortcuts on a numeric keypad.
Select To do this
these keys
(in
macOS)
Alt + Switch the output of the decimal separator key to either a period (.) or the character
Decimal determined by the Region setting of the My Settings page. For more information,
Separator
see Setting the decimal separator used by numeric keyboards.
Access keys for action bar and navigation menu

Access keys are keyboard shortcuts that select specific actions on the action bar and
navigation menu, enabling you to navigate through actions to get to the page you want.
Access keys are available in the Business Central web client and are similar to access
keys in Excel and Word Online.
To use access keys on a page, first select the Alt key to display key tips, which are
letters in small boxes next to the actions in the action bar and navigation menu.
To select an action, select the key combination displayed in the key tip, for example H
or J + F .
If the action opens to a submenu of other actions, the keys tips for the submenu
are shown, allowing you to continue using access keys if you like.
If the action opens a different page, then key tips are turned off. To show them
again, select Alt key.
See also
Keyboard Quick Reference - PC Only
Assistive Features
Find Entries

Keyboard quick reference - PC only
Article • 04/03/2023
General
Alt Show access keys to navigate the action bar or navigation menu
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
Ctrl + Alt + Q Open Find Entries
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 the help pane or a help article
Ctrl +Click Navigate when personalizing and customizing
Ctrl + O Switch company or environment
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
F6 / Shift + F6 Move to next FastTab/part

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
Alt + F7 Sort column in ascending/descending order
F3 Toggle search
Shift + F3 Toggle filter pane; focus on field 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
Report preview
Ctrl + Home / End Go to the first/last page
Numeric keypad
Alt + Decimal Separator Toggle output of decimal separator key on numeric keypad
 Tip
For a graphical, print-friendly version, choose the following image and download
the PDF file.

Touch and Pen Gestures for Tablet and
Phones
Article • 03/01/2022
This article provides some of the special gestures that you can use when working with
Business Central from a tablet or phone.
Feature What do you want to do Gesture Tablet Phone

area support support
Charts See a tooltip for a visual element of a chart, like Tap and hold Yes Yes
a bar in a bar chart or slice in a pie chart. the element
Lists Scroll a list horizontally to move columns in and Swipe left or Yes No
out of view right on the
list
Open the options menu on a tile Tap and hold Yes Yes
the tile
Take action on a tile or open a menu of swipe Swipe left or No Yes

actions right on the
tile
Power Enable a report from the Power BI Report Swipe left on No Yes
BI Selection page the report tile
Reports
Disable a report from the Power BI Report Swipe right on No Yes

Selection page the report tile
See also
Keyboard Quick Reference - PC Only
Assistive Features
Getting Started

Troubleshooting: Accessing Camera and
Location
Article • 09/30/2022
You might come across some issues when trying to access the camera and location
information of a device from Business Central. You can find the possible causes behind
these problems and how to work around them listed below.
Device must have Camera and Location

Capabilities
In order to access the camera or a user's location from a device, the device must have a
physical camera or the capability to retrieve location information, respectively.
If your device has camera and location capabilities but you still encounter problems, it is
possible that some drivers need updating or reinstalling. Even if you are unsure, we
always recommend you update your device operating system, drivers, and browser to
the latest version for the best experience.
Access Permissions not Enabled

You must enable general access to camera and location from your device's privacy
settings and explicitly give permission to Business Central to access them. For example,
to see or change permissions for a device running on Windows, go to Settings, choose
Privacy, and then App permissions.
For mobile devices, you must give camera and location access permissions to the
Business Central Mobile App. To do so for an iOS device, go to Settings, choose Privacy,
and then Camera or Location. For Android devices go to Settings, choose Apps &
Notifications, Advanced, Permission Manager, and then Camera or Location.
In addition, if you are using Business Central in a browser, you must also grant the
Business Central site permission to access the camera or location information. To see or
change a site's permissions in the Microsoft Edge browser, go to Settings, choose Site
Permissions, and then Camera or Location. Note that this might be different for other
browsers.
By default, the device or browser will pop up a request to access these capabilities when
the user activates them for the first time.
７ Note
Some old browsers do not grant access to camera and location. For example,
camera is not available in Internet Explorer or the legacy Edge browser.
Web Client Connection not Secure

The camera and location capabilities are only available when accessing the Web Client
through SSL secured HTTP connections, using the https:// URI scheme.
The only exception is connecting to http://localhost , used for development and test
purposes.
Work with Virtualization Technologies

When connecting to Business Central through Remote Desktop or another virtualization,
the access to camera or location might not be available. If this is the case, use the
physical system instead.
Antivirus Software
Some antivirus software block access to camera and location by default. Remember to
check your antivirus software settings.
See Also
Implementing the Camera in AL
Implementing the Location in AL

Intelligent Insights in Business Central
Online
Article • 04/28/2022
As a user of Business Central online, you have full access to scenarios that are based on
the intelligent cloud, such as KPIs that are based on machine learning, or when you view
your data in Power BI.
However, if you use Business Central on-premises, you do not have access to the same
insights. If you want to benefit from online scenarios, you must migrate to Business
Central online. For more information, see Migrating On-Premises Data to Business
Central Online in the administration content for Business Central.
Viewing Insights in Business Central Online

In Business Central online, 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. Optionally, connect to Azure
AI for even more intelligent insights. For more information, see The Sales and Inventory
Forecast Extension.
See Also
Welcome to Business Central
Cloud Migration Extensions
Migrating On-Premises Data to Business Central Online

Frequently Asked Questions about
Using Business Central
FAQ
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/region?
Business Central is available in a limited number of markets, but new countries/regions
are added through Microsoft-led localization or through partner-led localization on a
quarterly basis. Learn more at 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. Learn more at Getting
Ready for Doing Business.
When you're ready to buy Business Central, you can find a Business Central partner on
the I'm looking for a solution provider page. Learn more at 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. Learn more at 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. Learn more at 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. Learn more at 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.
This applies to Business Central online and on-premises.
Also, if the capability is published as an extension in AppSource, then there's a delay

between the extension being announced and its availability in AppSource. This applies
to Business Central online only.
Are there any differences between an

on-premises deployment and Business
Central online?
Yes. Business Central is optimized for online deployment, and some capabilities may run
on premises only under certain circumstances, while others aren't supported at all. Learn
more at Features not implemented in on-premises deployments of Dynamics 365
Business Central (available in English only).
Can I get training in Business Central?

Yes, you can! You can find free eLearning content on the Microsoft training site. You can
also ask your reselling partner for more 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.
More 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 can't resolve
the problem, they'll raise a support ticket with Microsoft.
Learn more at Help and Support and the How do I find a reselling partner? section.
Where is the save button?

there's 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'll see the text Saving in the top-
right corner of the page. It changes to Saved quickly if no errors occur. If an error
occurs, the text will change to Not Saved.
Where do I find that line number?

Documents such as sales order or purchase invoices consist of headers and lines. Each
line has a number that Business Central uses to identify this particular line. As a result,
you might see a warning or an error message that something is wrong in line number
1000, for example. In the default version of Business Central, line numbers are hidden. If
you want to see the line numbers, you must personalize the current page and add the
Line No. field. Learn more at Personalize Your Workspace.
Why does Help describe functionality

that I can't access?
If your Experience setting on the Company Information page is set to Essential, then UI
elements for the Manufacturing and Service Management features aren't visible to you
because they require the Premium experience. A text note is inserted in high-level help
topics for these feature areas. Learn more at Change Which Features are Displayed.
Why is new information not available in

my language?
Microsoft Learn content about business functionality is published in several languages.
The content is authored in English and published to URLs with en-us as the language
code. When new information is published in English, it's then sent off for translation into
the supported languages. This means that you'll not be able to read this new content in
your own language for up to four weeks.
We understand the problems this can cause, and we encourage users to search for what
they're looking for in English if they can't find it in their own language.
What email address can I use with

Business Central online?
Business Central online requires that you use a work, or school, email address to sign up.
Business Central online doesn't 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'll get a message indicating to
use a work or school email address. Learn more at Troubleshooting Self-Service Sign-Up.
If you want to deploy Business Central on-premises, then you can use other
authentication methods. Learn more at Deployment of Dynamics 365 Business Central.
Do I have to buy Microsoft 365?

No. But if you want to experience Business Central as fully integrated with Microsoft
365, you can sign up for a 1-month free trial of Microsoft 365 here .
If you sign up with a non-Microsoft 365 work account (such as joe@mysolution.com),

and you have a Microsoft 365 subscription, then you can associate your domain
(mysolution.com) with the Microsoft 365 subscription. Learn more at What is a domain?
in the Microsoft 365 content.
If you don't have a Microsoft 365 subscription, and you don't want to buy one, then we
provision a new Azure Active Directory tenant for you when you sign up so that you
have access to the advanced administration tools in the Azure portal.
What is the integration with Microsoft

365 about?
Business Central online is fully integrated with Microsoft 365 so that you can navigate
freely between Microsoft 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. Learn more at Use
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'll 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. Learn
more at Extend Your Trial Version.
７ 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?.
What are the service level agreements

for the cloud?
Business Central online is governed under the Modern Lifecycle Policy . The service
level agreement terms are described in the document that you can download from the
Service Level Agreements for Microsoft Online Services section on the Licensing
terms page.
Furthermore, as an administrator, you can monitor your tenant's health and specify
upgrade windows in the Business Central Administration Center.
Databases are protected by automatic backups that are retained for 30 days. As an
administrator, you cannot access or manage these backups because they are managed
automatically by Microsoft. For more information about the underlying technology, see
Automatic backups.
How often does Business Central online
get updated?
Business Central online is a service that consists of a Microsoft-maintained platform and
business functionality. Many Microsoft partners provide extra business functionality,
such as to address specific industry or localization needs. Both business functionality
and service components are monitored continuously and updated as appropriate. You
can always refer to the release plan for an overview of new and upcoming functionality.
Learn more at Service Overview for Business Central Online (in English only) and New
and Planned.
Our administrator has moved me to

another plan to give me another role,
but I still see the same Home screen in
Business Central?
It's 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're 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 weren't changed.
Can I cancel my subscription?

Yes, but depending on how you signed up to Business Central, your data can be deleted
or preserved. Learn more at 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. Learn more at the help from
your provider. For example, if you're using Outlook, see Multi-factor authentication for
Microsoft 365.
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 other services. Learn more at the Pricing section on the Dynamics 365
Business Central page on microsoft.com .
When you're 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. Learn more at
Is the Windows client supported?

The first releases of Business Central on premises included an installable client derived
from Microsoft Dynamics NAV. Starting with 2019 release wave 2, this legacy
component, referred to as "the Windows client", is no longer available for Business
Central. Learn more at FAQ About the Windows Client and Business Central.
See Also
Tell Me FAQ
List Views FAQ
Changing Language and Locale
Use Business Central as Your Business Inbox in Outlook
Use Business Central without Outlook
Getting answers to questions
Service Terms
FAQ About Developer and Admin Experiences Migrate On-Premises Data to Business
Central Online
Start a free trial!

Tell Me FAQ
Article • 02/06/2023
This article 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. 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 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.
Does Tell Me give me help on how to use pages, reports,

and other things?
No, but you can easily get this information from the Help pane. Just select the Help
menu item (the question mark in the top-right corner) or select Ctrl + F1 on your
keyboard. For more information, see Help pane.
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
Bookmark a Page or Report on Your Role Center

FAQ
This article answers some common questions you might have about searching and
filtering in Business Central.
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.
Exactly which fields are matched when

searching?
Business Central applies the search criteria to all fields that are visible on the page. If a
field has been hidden, such as by using personalization, search won't consider this field.
Search criteria are applied to fields only if their data type matches that of the search
criteria. For example, searching for the term today will search all text and code fields for
the literal value "today", and also any date fields where today is evaluated as an
expression for the current date, but won't search in any numeric fields. For more
information on filter criteria, 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, or for lists that are shown as dialogs, such as in lookups. 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 Use 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 add-ins for
Microsoft 365?
On different display targets, such as mobile devices or in Outlook, you can search in lists
but can't filter on individual fields in most cases. In the Business Central app for
Microsoft Teams, both search and filter are available on lists.
How do I view how my search terms
have been applied to fields in the list?
After entering search terms in the search box, you can view the exact search criteria and
which fields they have been applied to by opening the page inspection pane ( Ctrl +
Alt + F1 ) and choosing the Page Filters tab.
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.
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 .
How do I change the output of the

decimal separator key on my numeric
keypad?
By default, the output character of the decimal separator is determined by the region
setting of Business Central, which you set on the My Settings page. You can temporarily
switch it to a period (.) by selecting the Alt + Decimal Separator keys on the keypad.
Select Alt + Decimal Separator again to switch back. For more information, see Setting
the decimal separator used by numeric keyboards.
See also

List Views FAQ
FAQ
This article answers questions that our advanced users often ask about working with list
views and saving filters.
How do views handle expressions?

When you save a view that includes filters with expressions (like date ranges, operators,
keywords, or filter tokens), only the expression gets saved—not the resulting values. For
example, saving a view that filters on the Created Date field with the expression
-1W..today will always find records related to the current date, even when the view is
accessed next month.
Where are list views saved?

Similarly to hiding a field or reordering your navigation menu, list views are a part of
user personalization and are stored in the database. Clearing all personalization on a list
will also permanently remove your personal views and clear other personalization such
as reordering of views. For more information, see Personalize your workspace.
Why don't I have a Save icon?

There's a couple reasons why you might not see the Save icon and options menu
alongside views in the filter pane.
One reason could be that personalization isn't enabled for your user role. In this case,
you still have access to system views that are a standard part of the pages. You can
modify these views, like changing or adding filters. You just can't save the changes.
Another reason could be that the page you're looking at is a worksheet type page—not
a list.
On which page types can I use list

views?
Views are only available on list pages.
How do I know whether I'm on a list
type page?
Use page inspection. To open page inspection, select Ctrl + Alt + F1 . Then, in the Page
field, look for the word List in the parenthesis at the end.
Are views also available on other form

factors?
Yes. Any views you save on your desktop browser or desktop app will also be available
on your tablet, smartphone, or when embedded in Microsoft Teams. You can't modify or
personalize views on mobile devices.
Are my personal views always

accessible?
Your views are available on a list page whether you access it from the navigation menu,
using the Tell Me window, or through a URL link. Views aren't available in list parts,
lookups or whenever a list page is displayed as a dialog.
How do I return a view to its original

filters after modifying them?
At the bottom of the filter pane, choose the Reset filters action to clear filter changes
you have made to the view and return to its original filtered fields and filter criteria.
What is the difference between hiding

and removing views?
Removing a view will permanently delete that view. Hiding a view allows you to
temporarily hide it from the filter pane, but you can unhide it again later by choosing
the Show action.
How can I share my views with others?

Business Central doesn't provide a way to share the precise list view. But you can share
your current filters so that other users can see a similar list of records. In the Business
Central Web client, choose a view then use the Copy link feature to copy the URL to
your clipboard. just copy the URL and share it with your colleagues. Sharing filters isn't
guaranteed to give the recipient an identical set of filters that you see in your browser.
Can I search for views in the Tell Me

window?
No. The Tell Me window only displays search results for the page, but you're only a step
away from getting to your favorite view once you navigate to the page.
What is shared layout?

All views on a list page share a common column layout. The layout includes which
columns are displayed, their sequence, width, freeze pane, and quick entry settings.
Personalizing any column layout will also affect other views sharing the same layout on
the list page.
Some system views can have unique layouts of the columns in the list. For example, they
could rearrange columns to display only the columns most relevant to that view. You
can identify which views have unique layouts by choosing the icon and observing that
the Shared layout check box isn't selected. As a user, you can personalize the column
layout for a view with unique layout without it affecting any of the other views on the
list page. Only developers can define a unique column layout for a view that initially has
a shared layout.
What does the Show System Filters link

do?
On some list pages, the filter pane displays Show system filters at the bottom,
specifically when the page includes filters specified by the system. These special filters
are typically used to display records based on the current context. An example would be
when an orders list has to be filtered for a specific customer.
System filters are set by application developers, which they set using filter group 0. For
more information about system filters, see FilterGroup Method.
I see multiple views on my page, but I
didn't create them. Where did they
come from?
The views you see on any list are a combination of your personal views together with
system views. System views may originate from the business application, from
extensions, or may be role-specific if the list was customized for your role.
Why do some views provide fewer

options?
Some views only provide the option to save a copy of the view, while others don't allow
saving changes to the view. How the view was created determines the options available
to that view. Views can be created in multiple ways:
Personal views that you saved

System views that are a standard part of the business application, or added by
extensions or role-specific views. Unlike personal views, you can't save changes to
filters back to that system view.
Legacy system views that are a standard part of the business application but were
created using older versions of Business Central. These views offer fewer options.
You can only save them as a new view and can't hide or reorder them either.
Legacy system views will be discontinued in a future update to Business Central.
７ Note
Starting with Business Central 2023 release wave 2, legacy views will no longer be
supported, and won't be displayed in the list page. Learn technical details about
how developers can migrate to modern list views at Migrating from Legacy Views
to Modern Views.
How do I get past limitations of legacy

system views?
Legacy system views are list views that were created by developers in older versions of
Business Central by placing them on the Role Center page. These views are now
displayed directly on the list page but offer a degraded experience and fewer options.
You can convert a legacy system view to a personal view that is fully customizable,
simply by saving that legacy view as a new view. Similarly, administrators can choose to
convert role-specific legacy system views by customizing the user role and saving the
legacy view as a new role-specific view.
Legacy system views will be discontinued in a future update to Business Central.
Others in my organization need similar

list views as standard. What can I do?
Working with personal views is quick and effective, but Business Central provides other
tools to define list views needed by specific user roles or all users in the organization.
Developers can customize the environment and create list views in extensions for
all users in the organization.
Non-coders such as administrators or department managers, can create role-
specific list views when customizing a role from the Profiles (Roles) page.
I work with multiple languages: how do

I translate the name of the view?
When saving a new view or renaming an existing view, you must enter a recognizable
and meaningful name for that view. The name is saved for your current language and
will be displayed also when you or other users work with Business Central in different
languages. To provide translated view names, switch the language by using the My
Settings page. Then rename the view, which will store the translated name in the new
language.
Do views with expressions work in all

languages?
Expressions that only use symbols, such as | or .. are considered safe for users to
access in any language. Any views with expressions that include letters, keywords, or
filter tokens will only work for the language in which they were authored.
See Also
Finding Features and Information

Copy and Paste FAQ
FAQ
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 select Ctrl + C (cmd+C in macOS) on your keyboard. To paste,
you select 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?

You can copy and paste this type of data:
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 select Ctrl + C .
If you want to copy more rows, you can:
select Ctrl +Click on another row or select 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 select Ctrl + C .
How do I paste rows?
Select an empty row, with focus in any cell, and then select Ctrl + V .
If you want to replace existing rows, select the rows, and then select Ctrl + V . In this
case, you can only paste the same number of rows that you selected.
７ 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.
Can I also copy links to pages and

records?
Yes. For more information, see Sharing Business Data from Business Central.
Next steps
Assistive Features
Mobile Apps FAQ
FAQ
This article answers questions that our advanced users often ask about the mobile apps
for Business Central.
Is there an app for my device?

Probably! Install the Business Central app on your mobile device by downloading the
app from the Windows Store, App Store, or Google Play.
Windows Store (PC only)

App Store
Google Play
Is it the same experience in the apps as

in the browser?
No, not exactly. For example, we show only the Home activity group due to the limited
screen size on mobile devices. Similarly, the keyboard shortcuts are not available
because you mainly use touch rather than a keyboard to navigate on mobile devices.
The following table describes some of the most common differences and limitations that
you might experience when using Business Central on mobile devices, compared to the
browser.
Concept On tablets On phones Example from

the browser
Activity Only the Home Only the Home Home and Posted
groups activity group activity group is Documents on
is shown. shown. the Sales Order
Processor Role
Center.
Selecting Not available. Not available. Ctrl + A or

multiple Ctrl + Click on
records in rows in a list in
lists the browser.
the browser
Actions in Only Promoted Only Promoted

the action actions are actions are shown.
bar shown.
FactBoxes Not shown on Not shown on List Customer list on

List pages or pages or Worksheet the Small
Worksheet pages. Business Role
pages. Center.
Advanced No column- No column-specific On the Customer

filters specific filtering is available. list page.
filtering is
available.
Tell Me Not available Not available yet. See Finding Pages

yet. and Information
with Tell Me.
Role Not available Not available yet. See Finding Pages

Explorer yet. with the Role
Explorer.
Fields in Fields in Not available.

FastTabs FastTabs on list
pages are not
shown. Only
the repeater
control is
shown in the
content area of
the page.
the browser
Select from Not available Not available on On the Item Card

full list on lookups. lookups. Users are not when selecting
Users are not able to run actions on the Base Units of
able to run a lookup page, and Measure.
actions on a they cannot access
lookup page, the full set of records.
and they
cannot access
the full set of
records.
Search Partly Partly supported. See examples on

across list supported. Search will not include the Customers list
columns Search will not FlowFields. page.
include
FlowFields.
Lookups Available. Available, with the See examples on

difference that the Customer Card
advanced and simple page.
lookups behave
similarly on the
phone. The lookup
will not bring up the
card, show FactBoxes,
or any field groups.
Matrix Not available. Not available. See example in

controls G/L Budget .
File Available. Available. Cannot Trial Balance

download Cannot download multiple report in the Print
download files at the same time. to Excel check
multiple files at box.
the same time.
Worksheet Available. Not available; an error Sales Price

pages message is displayed. Worksheet or
Cash Flow
Worksheet.
the browser
Lists Available. Available, with the Customers or

difference that these Sales Orders
are displayed in a pages.
brick layout.
Indentation Available. Not available. The Chart of Accounts

in repeater repeater control will and Contacts List
controls be rendered as a pages.
regular flat brick
layout.
Automatic Not available. Not available. Customer Card

input focus page.
on first
editable In the browser,
field of a focus will
page automatically be
on the first
editable field
(such as the Name
field), enabling
you to change the
value right away.
In the tablet and

phone apps, this
field will not be in
focus; instead, you
will have to
manually select
the field first in
order to make
changes.
Is it the same experience on tablets and

phones?
Almost, but not quite. See the list in the Is it the same experience in the apps as in the
browser? section.
Can I connect the app to our on-
premises solution?
Yes, you can! It's a slightly different way to signing in, that's all. For more information,
see Use Business Central on-premises?.
Can a guest user use the app to access

our Business Central solution?
No. Guest users are invited users from a different Azure Active Directory (AD) tenant
than yours. In this case, the app will authenticate to the guest user's primary Azure AD
tenant and try open the Business Central endpoint on that tenant instead of yours.
See also

Teams FAQ
Article • 02/06/2023
APPLIES TO: Business Central online
This article answers some of the questions you may have about working with Microsoft
Teams and Business Central.
General
How do I sign in to the Business Central app in Teams?

After installing the app, you'll be asked to sign in the first time you use it, when you
paste a Business Central link into Teams chat, or choose the Details action on a card
in Teams. Depending on your Teams client, you may have to enter the credentials
you use to access Business Central.
How do I sign out of the Business Central app in

Teams?
To sign out of the identity in Teams you used to connect to Business Central, go to
any chat compose box, right-click the Business Central icon underneath, then
choose Settings. When the window appears, check your currently signed in identity
and then choose Sign out.
Does the app for Teams connect to Business Central

on-premises?
No. The Business Central app for Teams only works with Business Central online.
There are no plans to support Business Central deployment types—such as on-
premises, hybrid cloud, or private cloud—that Microsoft doesn't host or manage
directly.
Does the app work with multiple companies and

environments?
Yes. To search for contacts in a different company, go to Settings. When the
Business Central app expands a link into a card, the link must contain the
environment and company names for the app to match the record to the right
company. You can paste links to any companies and environments you have access
to within your organization and from the Business Central account you used to sign
in. Participants in the chat will see the card. But they can't view the card details
unless they have permissions to the company or environment where that record is
stored.
In which countries or regions is the Business Central

app available?
The Business Central app for Teams isn't restricted by country or region. The app is
available in all markets currently supported by the Teams marketplace.
Does the Business Central app work with any

localization of Business Central?
Yes. The app is intended to work with any localization of Business Central, whether
that localization is offered directly from Microsoft or through a partner. Learn more
at Country/regional availability and supported languages.
Which languages does the Business Central app

support?
Two things determine the language used for cards and card details in Teams:
1. Your language in Teams, which you can see from your account settings in
Teams.
2. Your language in Business Central, which you can see in the Business Central
Web client (see Change Basic Setting - Language).
The following table explains how the experience differs for message authors and
recipients, depending on language settings and availability of languages.
Who Card Card details
Message Displays in the language that's Displayed in the language that's

author specified for you in Teams. If Business specified for you in Business Central,
Central doesn't offer that same which may include languages from
language, the card is displayed in language apps provided by partners.
English.
Who Card Card details
Message Displays in the language of the Displays in the language that's

recipient message author. specified for you in Business Central.
For the list of supported languages for Business Central, see Supported languages.
Does the Business Central app work with industry

solutions?
Yes. But only some features of the app work with Embed apps:
The app works with links based on the *.bc.dynamics.com pattern that's
typically used with Embed apps.
Contact search isn't available for Embed apps that replace the base application
from Microsoft.
Does Business Central work with the Teams mobile

app?
Yes. The Business Central app can be installed from the Teams desktop app or
browser, or by an administrator for all users. Once installed, the Business Central
app is automatically available in Teams for iOS and Android. On mobile devices, you
can only view cards sent by others, access details, or pop out the card to the full
experience in the Business Central mobile app. You can't paste links that expand
into cards when composing messages or searching for contacts. Learn more about
minimum requirements for mobile at Minimum Requirements for Using Business
Central.
Is the Business Central app for Teams the same as the

Business Central app for iOS and Android?
No. The app for Teams is an add-in to Microsoft Teams and exclusively designed for
collaboration within Teams. Alternatively, the Business Central mobile app delivers a
rich experience for you to work with Business Central data on your mobile devices.
Mobile users are encouraged to install both the mobile app and the app for Teams
to get the most out of Business Central. With both installed, you can choose the
Pop out action on a card in Teams to open the card details in the Business Central
mobile app. To learn more about installing the Business Central and Teams mobile
apps, see:
Get Business Central on Your Mobile Device
Get the Teams Mobile App in Microsoft Support
Does the Business Central app work in all Teams

clients?
No. The Business Central app for Teams isn't supported when installed as a package
for macOS or Linux. On those platforms, you access Teams using a supported
browser instead.
For minimum requirements in Business Central, see Minimum Requirements for

Using Business Central.
To learn more about the choice of Teams clients and how to install them, see Get
clients for Microsoft Teams in the Teams documentation.
Which Teams client is best for Business Central?

There are only minor differences and limitations between Teams clients that may
affect your experience with the Business Central app for Teams. When choosing a
Teams client, consider:
The camera and location can't be accessed from the details window in the
Teams desktop app.
Phone numbers can't be activated from the details window in Teams for iOS,
Android, or in the browser.
Using Microsoft Edge with Teams in the browser lets you easily work across
multiple identities and accounts by signing in to Teams from different profiles.
To learn about using profiles in Microsoft Edge, see Sign in and create multiple
profiles in Microsoft Edge in Microsoft Support.
What is the best way for me to demonstrate Business

Central and Microsoft Teams to prospective
customers?
If you're a reselling partner, you might want to have an environment that you can
show prospects as part of pre-sales demonstrations. To avoid affecting Microsoft
Teams in your organization, you can get a Microsoft 365 demo account at
https://aka.ms/CDX . This account gives you full control of an independent Azure
organization that includes Microsoft Teams and Business Central. Learn more at
Preparing Demonstration Environments of Dynamics 365 Business Central.
Does the Business Central app for Teams cater to my
customization and personalization?
The Business Central app for Teams can display cards for links to customer pages
and tables in Business Central, such as those pages and tables originating from your
own custom extensions or from AppSource.
The fields shown on a card in Teams can also be affected by Business Central
customizations installed for your organization. Cards don't consider any role-
specific customizations or user personalization. However, the card details window
shows record details as you would see them in Business Central, including
extensions, role customizations, and user personalization.
When you search for contacts, the fields matched in the Contacts table and fields
shown in the search results aren't affected by any customization or personalization.
How do the permissions required by the app affect my

privacy?
Before installing the Business Central app for Teams, you can review the minimum
permissions required for the app to function. By installing the app, you give the app
permission to receive the messages and data you provide to it and you give Teams
permission to store and process those messages.
Also, some Business Central features require opening external links or access to
your camera or geographic location. So suppose you wanted to capture a photo of
a purchase invoice for processing. The Business Central app doesn't use these
capabilities without your consent and they're only used by specific features in the
Details window. When you use one of these features for the first time, Teams
displays a dialog box asking you to grant access to the required device capabilities.
In Teams desktop, you review and adjust app permissions from the Settings
window. Select your profile picture at the top of the app, select Settings >
Permissions, then select the Business Central app.
For Teams in the browser and Teams for iOS or Android, you can review or
adjust permissions from your browser or device settings.
７ Note
Exactly which Business Central features prompt you for permissions depends
on the add-on apps and customizations applied to the Business Central
environment you connect to.
Where can I learn about my privacy?

You can learn about how Microsoft handles your data in the Microsoft Privacy
Statement .
Contact your administrator to learn how your organization handles the privacy of
your data.
How do I uninstall the Business Central app for Teams?

To remove the app that you installed for yourself, go to any chat compose box, find
the Business Central icon underneath, right-click the icon and choose Uninstall.
Will Microsoft continue to improve the Business

Central app for Teams?
At Microsoft, we're constantly listening to feedback from our diverse user
community and acting upon the top suggestions. To learn about what's next for the
Business Central app for Teams, see the Dynamics 365 release plan.
If you want to participate in improving the app for Teams, or have an idea that
would help simplify your work or collaborative experiences in Teams, add an idea or
vote for existing ideas at https://aka.ms/BusinessCentralIdeas .
Where can I find Teams integration inside the Business

Central web client?
To learn about the functionality in the web client that links to Teams, see Share
Records and Page Links in Microsoft Teams.
See Also
Business Central and Microsoft Teams Integration Overview
Searching for Customers, Vendors, and Other Contacts from Microsoft Teams
Share Records in Microsoft Teams
Troubleshooting Teams
Changing Company and Other Settings in Teams
Developing for Teams Integration
Start a free trial!

Electronic Invoicing FAQ
FAQ
The built-in document exchange service submits electronic invoices to TradeShift, a

service provider that relays electronic invoices to PEPPOL or NemHandel recipients. But
the service supports a limited number of versions.
This FAQ answers some of the key questions about electronic invoicing.
General
What is the problem?
The built-in support of PEPPOL uses an API provided by TradeShift. But that API does
not support newer versions of PEPPOL.
Which is last version of PEPPOL supported by

the TradeShift API?
The last version of PEPPOL supported by the TradeShift API is PEPPOL BIS 2.1.
Which is last version of PEPPOL supported by

Business Central?
The last version of PEPPOL supported by the default version of Business Central is
PEPPOL BIS 3.0. We will keep the existing document exchange service based on
TradeShift running as long as TradeShift supports the current API. Additionally, we
continue to support the currently supported electronic invoicing formats.
Apps
Are there apps that can help us with electronic
invoicing?
Yes! The following list provides examples of existing apps for Business Central that
support electronic invoicing in the latest formats. Note that it is not a complete list:
Pagero - E-Invoicing app (Belgium, Denmark, Germany, Finland, France, Italy,
Luxemburg, Norway, Saudi Arabia, Singapore, Spain, Sweden, United Kingdom,
USA)
Oseberg Solutions - E-invoice PEPPOL Bis (Norway)
BCS Itera - E-Invoicing for Finland
Alterna Electronic Invoicing for Italy
NAVlab - FTE LITE CLOUD (Italy)
AppVision - Electronic Invoice for Hungary
Estonian Dynamics Partners - Telema EDI (Estonia)
Estonian Dynamics Partners - E-Invoicing localization for Estonia
MNG Solutions - PEPPOL BIS3.0 SG (Singapore)
CyanSYS Singapore Localization for GST and PEPPOL (Singapore)
Deex - VAT & E-Invoicing Localization for Korea
B2G requirement in Germany

What about the B2G requirement in Germany?
For Business Central users that have customers in the German government and need
B2G invoicing, as of November 27, 2020, they must send invoices in local formats, such
as XRechnung or ZUGFeRD. This will be supported by apps such as the Belware
XRechnung , or Pagero E-Invoicing .
Next steps
Send Electronic Documents

Minimum Requirements for Using
Business Central
Article • 09/30/2022
Before you access Business Central online, we recommend that you verify that your
computer or mobile device meets or exceeds the minimum system requirements for the
product. This article lists the requirements.
Browsers
Microsoft Edge: Business Central is designed to work with the current version of
Microsoft Edge.
Chrome for Windows and Firefox for Windows: Business Central is designed to work
with the current version of these desktop browsers.
Safari: Business Central is designed to work with the current version of Safari on macOS.
 Tip
Install the Business Central app in the Start menu using the Microsoft Edge or
Chrome browsers.
Mobile devices
Android (tablet and phone): One of the latest three major operating system versions
and their updates.
iOS (iPad and iPhone): One of the latest three major operating system versions and
their updates.
Outlook
Outlook applications: To use Business Central online as your business inbox in Outlook,
you'll need Outlook 2019 or later, Outlook on the web, Outlook for iOS, or Outlook for
Android. Your organization must also use Microsoft 365. You can't use Business Central
online as your business inbox in Outlook if your organization uses Exchange Server on-
premises.
Browsers: When using Business Central as your business inbox in Outlook in a browser,
the add-in requires that your computer is running one of the listed supported browsers
that are listed earlier in this article.
Platforms: When using the Business Central Outlook Add-In in Outlook for iOS or
Outlook for Android, the add-in requires that your mobile device is running one of the
listed supported mobile devices for Business Central.
Teams
Teams desktop applications: The Business Central app for Teams supports the latest
version of the Teams Windows desktop client.
Browsers: When using the Business Central app for Teams in the browser (web client),
the app requires that your computer is running one of the supported browsers listed
earlier in this article.
Platforms: When using the Business Central app in Teams for iOS or Android, the app
requires that your mobile device is running one of the supported mobile platforms listed
earlier in this article.
Supported subscription: The Business Central app for Teams supports Microsoft 365
Business and Enterprise subscriptions, but not standalone Teams subscriptions such as
Microsoft Teams (free) or Microsoft Teams Essentials.
Excel
Edit in Excel: To use the Excel add-in to make changes in Excel and push the changes
back into Business Central, you need Excel 2019 or later. For more information, see
Analyzing Financial Statements in Microsoft Excel.
Using the Business Central Administration

Center
The administration center is designed to work with the current version of the following
browsers:
Microsoft Edge
Chrome for Windows
Firefox for Windows
Safari for macOS
Use 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
System Requirements for Dynamics 365 Business Central
Getting the Business Central Desktop App
Managing Business Interactions in Microsoft Outlook
Business Central and Microsoft Teams Integration

Article • 02/06/2023
Tips and guidance for how to use Dynamics 365 Business Central, how to get unblocked,
where to learn more, and how to find technical information is all available from inside
Business Central. This article describes how to find what.
In-product tips
question mark in the upper right corner to get to the Help. These links can also access
content that is published to other websites, such as the websites of providers of any
apps that are installed in your Business Central.
Help pane
In Business Central, the Help menu item (the question mark in the top-right corner)
gives you access to a Help pane that can help you find answers to your questions. The
Help pane has different content, depending on how you access it. The following list
describes the cards that are always, or nearly always, present:
A link about the current page
At the top of the pane, a card shows a short description of the current page, if one
exists. If there is no page description, then the card provides a single link to an
article about the page.
If Business Central can't find the relevant link, we show the landing page in
Microsoft Learn. For example, if the page was part of an app that didn't add
context-sensitive Help mapping to Business Central, the Learn link defaults to the
landing page.
Links to related articles

These links are related to the current page and will change if you move to another
page. The links are limited to the learn.microsoft.com site. If there are more than
three links, choose the Show more link to expand the card. Choose any link, and
the related article will open in a new browser tab.
Links to content for apps on the current page
These links are based on any app that extends the page or defines the page.
Links to other resources
Three links are always available in the Help pane: Links to the Help & Support
page inside Business Central, the Keyboard Shortcuts article, and the Business
Central community.
The following list describes how you can access the Help pane and whether cards are
added to it:
Choose the Learn more link on a tooltip for a field
The following card is added to the Help pane:

The field's tooltip
Choose the Learn more link on a tooltip for an action
Choose the Help menu item (the question mark in the top-right corner)
Use the Ctrl + F1 keyboard shortcut from anywhere
 Tip
When you choose a link, the target article opens in a new browser tab. You can
choose to un-dock the browser tab, then, so that you can view the relevant
information side-by-side with Business Central. The pane remains open while you
navigate through Business Central so that content you searched for remains visible.
Search in the Help pane

Use the search field at the top of the Help pane to search for guidance about how to
use the product, built-in capabilities, and available training modules. Depending on your
search terms, the pane shows five or more links with a short description. Choose a link,
or refine your search terms. When you choose a link, the target article opens in a new
browser tab. You can choose to un-dock the browser tab, then, so that you can view the
relevant information side-by-side with Business Central. The pane remains open while
you navigate through Business Central so that content you searched for remains visible.
７ Note
In the current version of Business Central, the search field in the Help pane only
applies to content that is published to the Dynamics 365 Business Central
documentation on Microsoft Learn.
Help & Support page

From the Help pane, you can access the Help & Support page inside Business Central
that includes helpful links. You can also see how you can contact technical support for
your Business Central.
This section outlines the resources available to you in the different sections of the Help
and Support page as outlined in the following list:
Find answers
Help
Community
Blog
Capabilities coming soon
Do more with your trial
Give feedback
Troubleshooting
Report a problem
Support contacts
 Tip
Find Answers
The Find it section provides links to the most common places to find answers to your
questions. The links fall into four categories and are explained in the following
subsections. Some of the links can be configured by your Business Central partner, and
as a result the behavior can be slightly different.
Product Help
The Find it section includes two links to product Help:
Help about the page you were just viewing in Business Central
This link is automatically generated. If Business Central can't find the relevant link,
the landing page on Microsoft Learn for the default version of Business Central is
shown. For example, if the page was part of an app that didn't add context-
sensitive Help mapping to Business Central, the Learn link defaults to the landing
page.
Help landing page for Business Central
The functionality in the default version of Business Central is described in the

Dynamics 365 Business Central documentation For more information, see the
Learn more using the product documentation section. You can also extend and
customize Business Central with apps from AppSource. All apps provide links to
the relevant product Help so that you can always find guidance for the different
workflows in your version of Business Central.
Community
In the Business Central Forum , you can submit a question and learn from other
Business Central community members. Partners and Microsoft employees participate in
the conversations.
If you don't yet have a partner, the Community can also help you get unblocked if you
have questions. For example, if you just signed up for a trial, the Community can be a
great starting point.
Blog
We talk about new capabilities on the Dynamics 365 Blog , including if there are
special considerations.
Capabilities coming soon
Business Central is updated with major feature updates every six months, and with
monthly service updates. Choose the link to view the latest release plan. You can also
get an overview of upcoming and recently released capabilities in the release plans
across Dynamics 365.
For the longer term overview, the Business Central roadmap page shows the general
priorities for Business Central in the coming years.
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.
７ Note
This section is only available in Business Central online trial experiences. If you
already bought Business Central, the section isn't longer visible.
Give feedback
Approximately once per quarter, the Business Central team gathers feedback from our
users about how satisfied they are with the product. In addition to ratings, you can also
provide a written comment. By giving us specific and actionable comments, you help
our engineering teams to prioritize the product improvements we invest in. You can also
consent to be contacted about your comment. If you do, you'll be invited to a Teams
meeting at a time that's convenient for you. You can provide product suggestions at any
time on our Dynamics 365 Ideas website.
Product suggestions
On the Dynamics 365 Ideas site website, you can provide suggestions for new features
and capabilities. Your input goes directly into Business Central's engineering backlog for
investigation and prioritization.
Make sure that you search through the list of submitted suggestions. There's a chance
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. The section 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.
To help you or your supporting partner troubleshoot, you can switch on additional
logging in the Report a Problem section. You can then analyze the additional telemetry
in the admin center or Application Insights, for example.
As the internal administrator, you have access to the admin center where you can
continue the troubleshooting. You can view telemetry, manage environments, and
manage user sessions. The following articles in the administration content provide more
information:
Finding technical information

Managing environments
Monitoring and analyzing telemetry
Enable sending telemetry to Application Insights
Report a problem
Your Business Central reselling partner will help you with technical support. This section
makes it easy for you to contact your reselling partner, if they've submitted their support
contact details. If your Business Central partner then can't resolve the problem, they'll
raise a support ticket with Microsoft.
For more information, see Escalating support issues to Microsoft in the administration
content.
７ Note
With Business Central online, the Report a Problem 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 don't have a reselling partner, and
you can't 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?.
With Business Central on-premises, this section is only available in 2020 release
wave 2 (version 18) and later.
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
administration content.
To alert your partner to a problem, choose the link to either send an email or open their
support site in a new browser tab. You can then add the technical information about
your Azure Active Directory tenant from the Troubleshooting section and any other
information that you find relevant.
７ Note
The support contacts information isn't available with Business Central on-premises.
Learn more using the product documentation

The base version of Business Central is extended and customized by a large community
of partners. Each partner and many customers deploy their own Help to their own
website. But you can always go to the Dynamics 365 Business Central documentation
site to learn more. The site hosts different types of content, such as the following:
Conceptual content about business functionality

Documentation for developers
Free learning paths and e-learning modules across multiple user profiles
In this section, you can learn about how to navigate the business functionality content.
Content on the site

This section of Microsoft Learn hosts content from Microsoft that represents the Learn
more pillar in the user assistance model. In part, the Learn more content intends to
answer those questions that the user interface can't answer, such as the following:
Where does this page fits into the bigger workflow?

What comes next?
What would be the alternative?
From inside the product, you can access this content either through the Learn more link
in tooltips and teaching tips, or by using the Ctrl + F1 keyboard shortcut.
The navigation panel to the left, the table of contents, groups articles by business area.
For example, you read the article Purchase Items for a Sale, and then the table of
contents shows you that there's also an article called Correct or Cancel Unpaid Purchase
Invoices. Both articles are in the group called Purchasing, which bundles articles that are
related to the Purchasing module in Business Central.
The table of contents includes a group of content that describes local functionality for
the countries/regions that Microsoft supports. If you don't see your country listed there,
it's probably because your country is localized by a partner. For more information, see
Country/regional availability and supported languages.
The local functionality content describes the capabilities in Business Central that can
help you be compliant in the supported markets, such as tax statements and other
reports. In some cases, the difference between the default version and the specific
country/region version is invisible to users. In other cases, users must set up reporting or
electronic invoicing in a specific way. If you can't find a description of a certain button or
action in the general section, you can hopefully find it in the Local Functionality section.
 Tip
On the learn.microsoft.com site as well as in the in-product search field and in the
Help pane, the search results show some context for the target article. The context
includes the link that might show the name of a country, or a short description that
calls out a certain capability or a country, for example.
Finding other content
If you land on an article that doesn't answer your question, you can find other content in
two ways on Microsoft Learn:
Use the Filter by title field in the table of contents on the left side of the website
This way, you can filter by words used in the titles of the various articles. For
example, type invoice, and then choose one of the offered links, such as Set Up
Invoice Rounding or Create Prepayment Invoices.
Underneath each link, you can see where that article is in the table of contents.
That way, you can easily see if the article is in the Purchasing section or in the
section for Australian local functionality, for example.
Use the Search field in the top-right corner of the website
This way, you can search for any term. The site will then search all the content for
that term or expression. Search for invoice again, and scroll through the list of
hundreds of articles in the Business Central content that uses that word
somewhere in the text.
Languages
Content about business functionality is published in several languages. When you land
on Microsoft Learn from inside the product, you see the content in the same language
as you've specified in Business Central, unless that language isn't available on Microsoft
Learn.
You can change the language by changing the URL, or you can use the language toggle
in the bottom-left corner of the website.
The content is authored in English and published to URLs with en-us as the language
code. When new information is published in English, it's then sent off for translation into
the supported languages. In some cases, you will not be able to read this new content in
your own language for up to four weeks, but in most cases it only takes a week or two.
You can always view the latest information by switching the language to en-us.
For each language, the table of contents is translated, but the content in the Local
Functionality section is in English except for the country that corresponds to the current
language. For example, in the Danish version of Microsoft Learn
( https://learn.microsoft.com/da-dk/dynamics365/business-central/ ), you can see the
entries for Australian local functionality in Danish in the table of contents, but the
articles are in English. Only the articles for Danish local functionality are translated into
Danish.
Recommended content
In March 2021, a new section appeared under most articles on Microsoft Learn. The
Recommended content section is automatically generated based on how each article is
used with the rest of the site. The links aren't static and change over time.
Tell us what you think

With Microsoft Learn, each article has two buttons at the end of the article. The This
product button sends you to the Ideas site, and the This page button lets you submit
feedback about the content through GitHub. In both cases, you must create an account
if you don't already have one. For product feedback, you must sign in with your work or
organizational email account. For access to GitHub, you can use any email address when
you create an account.
We welcome your contributions, both as pull requests with suggestions or corrections to

the content, and as GitHub Issues with bugs or questions. But please be mindful that
feedback and contributions to the dynamics365smb-docs repo is about the content, not
about the product.
） Important
Microsoft accepts pull requests to the dynamics365smb-docs repo only, not the
language-specific repos. If you have feedback about translations, you can report a
GitHub issue in the relevant repo.
Navigating to other parts of the site

Microsoft Learn hosts content for other products and other types of content. Use the
links at the top of the site to navigate to Microsoft training site or to the Dynamics 365
release plans, for example. You can also find a link to the Dynamics 365 Community
site, for example.
Apps and other solutions

If your Business Central includes functionality that isn't provided by Microsoft, then the
provider of that functionality also provides Learn more content on their own website.
You can access this content in the same way as in the default version of Business Central,
such as by using the Ctrl + F1 keyboard shortcut.
The same applies if you use Business Central on-premises.
See Also
Help System (available in English only)
Blog post: Find the right resources and provide feedback
Business Central developer and administration docs
Resources for Help and Support for Partners
Technical Support
Microsoft Learn site

Article • 04/28/2022
You found our documentation. But some people prefer to watch content rather than
read it. To that end, we're producing short, easily digestible videos. Most videos
supplement our user assistance, and some of them can be viewed on their own.
If you're 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 much other content, on the YouTube playlist
that we created for Business Central. To visit the videos now, see 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.
 Tip
training.
See Also
Dynamics 365 channel on YouTube

Technical Support for Dynamics 365
Business Central
Article • 08/04/2022
Each customer of Business Central has a partner who assists with technical support. As a
Business Central reselling partner, you are an administrator of your customers' Business
Central tenants, and you are the first line of support. You will get requests for support
from your customers that you must triage, investigate, and either resolve or escalate to
Microsoft.
In this section, you can learn about the tools that are available to you to help you
troubleshoot your customers' Business Central.
Configuring the support experience

Because you are the first line of support for your customers, you must make it easy for
them to contact you. They can find your contact information in the Help and Support
page.
） Important
You must have set up users in your own tenant in Partner Center as either Admin
agent or Helpdesk agent, and they must have delegated administration privileges in
your customer's Business Central to support the customer. For more information,
see Delegated Administrator Access to Business Central Online.
To supply your support contact information in the

administration center
1. In the Business Central administration center, choose the environment that you
want to specify your contact details for, such as Production, and then, in the
Support menu, choose Manage Support Contact.
2. Fill in the Name, Email address, and the Website fields, so that your users know
how to contact you for technical support.
3. Optionally, choose the Apply to all environments checkbox if you want to add the
same details to all related environments for this tenant.
Your customer can now contact you if they experience problems and need help. If you
also cannot resolve a reported issue, escalate the issue to Microsoft. For more
information, see Managing Technical Support.
On-premises deployments
In on-premises deployments of Business Central, the Help and Support page does not
contain the section for contacting technical support. Instead, you can enter an
agreement with your customer's administrator about how and when to contact you.
There are two other links in the Help and Support page that you can customize:
Blog
Specifies a link to where your customers can access a blog about their solution
Coming soon
Specifies a link to where your customers can access a roadmap for future changes
If you choose to not modify these settings, then the links go to Microsoft's blog and
release notes.
For more information, see Configuring Business Central Web Server Instances.
Getting support for extension issues

As a partner, you must identify if the issue is caused by application logic or platform
behavior:
If the issue is caused by application logic, you must identify the publisher of the
extension.
If the extension is a per-tenant extension, as a partner, you must fix the issue.
If the extension is an AppSource extension, you must contact the AppSource
partner that developed the extension.
If the extension is published by Microsoft, you must contact Microsoft support.
Troubleshooting and support

The Business Central administration center is your primary tool to support your
customers. However, you can also sign in to the customer's Business Central as the
delegated admin for troubleshooting.
For more information, see Managing Technical Support.
Monitor service health

Both as an internal admin and as a delegated admin, you can help users determine the
cause of their problems in different ways before you have to escalate the issue to
Microsoft Support. The starting point is the Business Central administration center
where you can access telemetry for the tenant and check the status of already reported
outages. For more information, see Managing Production and Sandbox Environments in
the Admin Center.
The Microsoft 365 admin center provides an overview of service health across
Microsoft services. Select Preferences to receive service health email notifications about
incidents across Business Central, Microsoft 365, and other Microsoft services. For more
information, see How to check service health. If you manage more than one tenant, see
View service health for all accounts.
As a partner, use the Partner Center to get an overview of service health for each
customer. For more information, see Check service health for a customer in the Partner
Center content. You can also use APIs for automated service notifications for Azure
Insights & Office 365 service communications.
Summary of where to file bugs and issues

As a partner, you have different support channels depending on what type of issue you
want support for. The following list outlines the various channels.
Issue type Site
Submit support request Start at the Business Central administration center where you can
on behalf of your easily submit a support request in the Power Platform admin center
Business Central online
customers
Report bug in a preview The MS Collaborate site

or beta version
Collaboration on the AL The AL Developer Preview GitHub repo

language and developer
experience
Issue type Site
As an ISV, report an issue The Partner Center Support site - choose the Marketplace Offers
in production code, such category, and then choose the relevant category in the Problem type
as a problem with field, such as Dynamics 365 Business Central Development > Core
Microsoft's application, Application issues. You'll be asked to check resources and then to
upgrade, or telemetry provide issue details.
Report bug in supported The Support for business site

in-market versions of
Business Central on-
premises
） Important
To submit support requests on behalf of your customer, you must be a delegated

admin on the customer tenant. Your company must also have the Advanced or
Premier support plan . For more information, see the Escalating support issues
to Microsoft section.
 Tip
When you submit your first support ticket as a partner, you must specify details
about your company's support plan. If you or your colleagues do not know these
details, contact your Microsoft rep.
Non-product related questions
On occasion, as a partner, you will run into questions that are not directly related to the
product. The following list outlines how to get answers to those questions.
For questions related to Contact
Problems with listing or The Partner Center Support site - choose the Marketplace
publishing apps to offers category, and then choose the relevant category in the
AppSource due to Problem type field, such as Availability > Dynamics 365 Business
Commercial Marketplace Central offer.
issues
Licensing or PSBC Email MBS Orders or MBS Agreements, respectively

agreements
For questions related to Contact
Microsoft Partner Network, The Partner Center Support site

Partner Center, Cloud
Solution Provider program
Payments, credit terms, Email MBS Accounting

checks, wire, or similar
Technical issues with PSBC, Email IT MBS Support

PartnerSource, or Order
Central
Incentives Email CSA Team
Cloud Solution Provider Email Online Channel Incentives Support

incentives
CSA/Ocina escalations Email NAOC Channel Incentives Escalations
Volume licensing The Call Logging Tool site or email Online Licensing
See Also
Inspecting and Troubleshooting Pages
The Business Central Administration Center
Managing Technical Support
Deployment Overview
Administration of Business Central Online
Administration of Business Central On-Premises
Provide technical support (Microsoft Partner Center)
Providing support to your customers (Microsoft Partner Center)
Article • 02/28/2023
Business Central provides functionality for common business processes in small and
medium-sized companies, mainly within wholesale and professional services. However,
more complex processes, such as assembly, manufacturing, service, and directed
warehouse management are also supported. Learn how to get a free trial here.
 Tip
training.
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. The Business Central quick start articles helps you take the first steps to
making Business Central your own. Learn more at Setting Up Business Central.
To See
Make and collect payments, manage your cash flow, defer income and revenue, Finance
prepare year-end closing, and manage fixed assets.
Get insight to the performance of your business activities through budgets, Financial
account schedules, and analysis views. Business
Intelligence
Manage sales processes and information, such as quotes, orders, returns, and Sales
customer accounts, and make drop shipments.
Manage purchasing processes and information, such as invoices, orders, returns, Purchasing
and vendor accounts, and purchase items from sales documents.
Register new inventory or service-type items, categorize items for easy Inventory
searching, adjust inventory levels, and perform common inventory costing tasks.
Create jobs and schedule resources for projects, manage job budgets, monitor Project
progress, and track machine and employee hours. Management
Organize your fixed assets, ensure correct periodic depreciation, and keep track Fixed Assets
of maintenance costs.
To See
Manage and support your sales efforts and focus your interactions on preferred Relationship
customers and contacts. Management
Keep detailed records of your employees, and register absences for analysis Human
purposes. Resources
Plan the production operations required to transform inputs into finished goods. Planning
Put salable items together in simple steps to make a new item, such as a kit. Assembly
Management
Define shop floor resources and their capacity, schedule operations, pull Manufacturing
production components, and execute production operations.
Ensure an effective flow of received and shipped goods. Warehouse

Management
Overview
Schedule service calls and set up service orders, and track repair parts and Service
supplies. Management
Set up and use workflows that connect tasks performed by different users or by Workflow
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 daily tasks, such as Exchanging
sending/receiving electronic documents, importing/exporting bank files, and Data
updating currency exchange rates. Electronically
Record external documents in Business Central, including their file attachments, Incoming
then manually create the related documents or automatically convert the files to Documents
See also
Administration

Article • 12/02/2022
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 various general business
functionalities, such as defining extended text for document lines and organizing
connecting business tasks in workflows.
７ 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 Work with Business Central.
 Tip
training.
The following table lists these general business areas with links to articles that describe
them.
To See
Add extra information to accounts, customers cards, or sales orders to Add Comments
communicate agreements, such as a special price or delivery method, to other to Cards and
users. Documents
View ongoing, posted, or archived documents that are related to sales and Track Document
purchase order lines. Lines
Communicate the contents of business documents quickly to your business Send Documents
partners, such as the payment information on sales documents to customers. by Email
Archive sales and purchase orders, quotes, return orders, and blanket orders, Archive
and you use the archived document to recreate the document that it was Documents
archived from.
Set up standard text codes so you can extend standard text by adding extra Add Extended
lines, and set up conditions for use of the extra lines. Item Text
To See
Create tasks to remind you of work to be done. You can create tasks for Define User Tasks
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 action. Posting
Documents and
Journals
Post multiple sales or purchase documents together, immediately or as Post Multiple

scheduled. Documents at
the Same Time
Review the result of posting before you post. Preview Posting

Results
Edit selected fields on posted sales or purchase documents. Edit Posted

Documents
Learn how to find documents and entries that are related to each other based Find Related
on a piece of a document, contact, or item information. Entries for
Documents
Understand the available status for quotes, orders, and credit memos Status Field on
documents, such as Open and Released Documents
Learn how to work with general journals, which are used to post to general Work with
ledger accounts and other accounts such as bank, customer, vendor, and fixed General Journals
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 correctly by Letting Business
prefilling fields or complete lines with data that you would otherwise have to Central Suggest
calculate and enter yourself. Values
Record external documents, including their file attachments, and then Incoming
manually create the related documents or automatically convert the files to Documents
Set up and use workflows that connect tasks performed by different users or Workflow
by the system, such as automatic posting. Requesting and granting approval
to create or post documents are typical workflow steps.
To See
Set up data exchange definitions so you can send and receive electronic Exchanging Data
documents. Electronically
Use online maps to find locations and directions to customers, vendors, and Use Online Maps
addresses in general. to Find Locations
and Directions
See also
Administration
Start a free trial!

Add Comments to Cards and
Documents
Article • 03/31/2022
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.
７ 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

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

Track Document Lines
Article • 03/31/2022
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.
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.
 Tip
In the default version of Business Central, line numbers are hidden. If you want to
see the line numbers, you must personalize the current page and add the Line No.
field. For more information, see Personalize Your Workspace.
See Also
Sales

Send Documents and Emails
Article • 04/03/2023
You can easily share information and documents, such as sales and purchase orders and
invoices, by email directly from Business Central, without having to open an email app.
You can send almost all types of documents as PDF attachments. Alternatively, you can
set up a report layout that includes information from the document in the email text,
along with text that makes the email more friendly, for example, a standard greeting. For
more information, see Managing Report and Document Layouts.
When you send invoices, you can make it easier for customers to make payments
through a payment service, such as PayPal, by automatically adding information and a
link to the service in the email. For more information, see Enable Customer Payments
Through Payment Services.
To enable emails from within Business Central, start the Set Up Email assisted setup
guide. For more information, see Set Up Email.
７ Note
Business Central supports only outbound email communications. You cannot also
receive replies from within the app.
To send documents by email

This procedure describes how attach a posted sales invoice to an email as a PDF file, and
with document-specific email text. The steps are the same for other documents.
2. Select the invoice, choose the Print/Send action, and then choose Send by Email.
3. In the Email field, choose Yes (Prompt for Settings). For more information, see Set
Up Document Sending Profiles.
If the Email field on the Send Document to page is set to Yes (Prompt for
Settings), then the Send Email page opens pre-filled 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.
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 text is set up on the Report Selection - Sales page,

the Body field is filled in automatically. For more information, see Set Up Reusable
Email Texts and Layouts.
9. Choose the OK button to send the email message.
７ 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.
To compose and send an email

You can quickly compose emails for contacts, customers, vendors,
salespeople/purchasers, and bank accounts directly from the pages for those entities.
Just choose Process, and then Send Email to open the email editor. For bank accounts,
the Send Email action is under Actions.
 Tip
If you often send email messages that are similar in nature, or want to send a bulk
communication, for example, to advertise a sales campaign, using Word templates
with email can speed up the process. You can create a template for an entities such
as customers, vendors, and contacts, that will generate the content of an email
message for you, and even personalize the content for the recipient based on data
in Business Central. For more information, see Use Word Templates for Bulk
Communication.
Attach a document to an email
There are several ways to attach documents to emails.
If you're assigned to an email scenario related to the entity you're sending the email to,
or the document you're sending, an attachment might be automatically added to your
message. That's because a default attachment has been assigned to the email scenario.
You can delete the attachment if you don't want to send it with your message. For more
information, see Assign Email Scenarios to Email Accounts.
To attach a file yourself, in the email editor, use the following actions:
Choose Add file to select a file.

Choose Add files from default selection to manually add a file that's associated
with the email scenario.
Choose Add file from source document to choose a file that's attached to the
document you're working with. The files are either attached to the document itself,
or one or more of its lines.
Documents marked as printed when they are

sent
Some documents in Business Central have a field that specifies how many times the
document has been printed. The number in that field is also updated if you send the
document by email because a PDF file is generated for it. The number is updated even if
you don't send the email.
Sent emails and your email outbox

Business Central stores the emails that you send on the Sent Items page. That's to let
you resend emails, or forward them to someone else. If you can't find an email in your
sent items, look for it on the Email Outbox page.
７ Note
Depending on the extension that your company uses for email, administrators can
see a list of messages that everyone has sent, but not the content of the messages
The Email Outbox is where you'll find the emails that you saved as drafts, and emails
that failed to send, for example, if the email address was invalid. For messages that
failed to send, you can choose Show Error or Investigate Error to troubleshoot the
problem.
See Also
Set up Email
Invoice Sales

Archive Documents
Article • 06/02/2023
You can archive sales and purchase orders, quotes, return orders, and blanket orders.
Archiving documents lets you restore the original, if needed. You can archive a sales or
purchase document several times, saving a different archived version each time.
For archived sales documents where the original still exists and isn't posted, you can use
the Restore action to overwrite the current document with an archived version.
For archived documents where the original is deleted, you can only reuse the content by
copying the data, for example, by using the Copy from Document action.
To set up automatic document archiving

You can set up automatic archiving of sales and purchase orders, quotes, blanket orders,
and return orders. When automatic archiving is turned on, a new version of the archived
document is created when someone does the following things:
Changes or deletes a document.

Prints, downloads, or sends a document by email.
Converts a quote to an order or invoice.
Posts an order.
The following procedure describes how to set up automatic archiving of sales

documents. The steps are similar for purchase documents.
link.
2. On the Archiving FastTab, specify whether to turn on automatic archiving for the
various types of sales documents. Hover over a field to read a short description.
The following table describes the options for the Archive Quotes field.
Option Description
Never Don't archive sales quotes when they're deleted.
Question Prompt the user to choose whether to archive sales quotes when they're deleted.
Always Archive sales quotes automatically when they're deleted.

To manually archive a sales order
The following procedure describes how to manually archive a sales order. The steps are
similar for all orders, blanket orders, return orders, and quotes.
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 restore an archived sales order to the original
sales order. Restoring a document is only possible when the original document hasn't
been posted. The steps are similar for all orders, blanket orders, return orders, and
quotes.
1. Choose the icon, enter Sales Order Archives, 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 are replaced with the archived version.
To delete archived sales orders

Use a retention policy to clean up archived documents that you no longer need.
Retention policies let administrators define how long they want to store data. For
example, they can set up a policy that deletes data after an expiration date. For more
information, see Define Retention Policies.
There are a few things to note about creating retention policies for archived documents:
*If the original document hasn’t been deleted, Business Central won’t delete the
archived versions. Archived versions won’t expire as long as the original exists.
When you set up the retention policy, you can specify that you want the policy to
delete all archived versions of a document except the most recent. For example,
you might have 10 versions of a document and want to keep a copy of the latest.
Business Central calculates the expiration date for documents based on the date of
the most recent archived version.
See Also
Track Document Lines
Sales

Add Extended Text
Article • 03/31/2022
You can extend the description for items, stock-keeping units, general ledger accounts,
and resources by adding extra lines as extended text. You can also set up conditions for
use of the extra lines.
The following section describes how to add extended text to a description of an item.
But the same steps apply to stock-keeping units, general ledger accounts, and
resources.
To define extended text for an 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.
You can now add this extended text to documents. The following procedure explains
how to add extended text to a sales order, but the same steps apply to any other
document that you specified for the extended text.
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

Define User Tasks
Article • 02/15/2022
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 or report in Business Central where the user must do the work.
For example, you can create a task for yourself or a coworker to view all posted sales
invoices. In that case, you link the task to page 143, Posted Sales Invoices. In the
following screenshot, someone is creating a task for MeganB to review the posted sales
invoices.
 Tip
Use the look-up in the Page field and then use the Search field to find the page
that you want.
You can link to any page, but you cannot link to individual entries, so make the
description as explicit as possible, such as writing "Please take a look at customer
no. 10000 and make sure they don't have overdue payments.".
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

Article • 09/19/2022
Excel is a powerful tool to work with data. From inside Business Central, you can open
any list in Excel. You can even modify data in Excel and then submit it back to Business
Central. The same capability makes it easy for you to take your data with you if you
decide to cancel your subscription.
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.
７ Note
Use this option when you do not want to make changes and publish those changes
back to Business Central.
Each list includes some columns. The export to Excel includes any columns that are in
your current view. Change the columns by opening the shortcut menu for any column,
and then specifying which columns that you want to see. The list of columns is different
for most lists. The columns reflect the structure in the database that stores your data. If
you aren't sure what type of data a certain column contains, add it to your view. You can
always 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, 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, it's 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
７ Note
If you have set up more than one company in Business Central, you must export
the relevant data from each company.
７ Note
You must have at least one of the following permissions to open or edit data in
Excel:
Permission set D365 Excel Export Action

System permission 6110 Allow Action Export To Excel.
For more information, see To get an overview of a user's permissions.
See Also
Canceling Your Subscription for Business Central
Importing Business Data from Other Finance Systems
Finance

Article • 12/02/2022
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
immediately or as scheduled. Same Time
Learn about posting general journals. Work 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
Find Related Entries for Documents

Post Multiple Documents at the Same
Time
Article • 04/28/2022
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.
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.
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
8. To view potential issues that occurred during batch posting of documents, open
the Error Message Register page.
７ Note
Posting of multiple documents might take some time and block other users.
Consider enabling background posting. For more information, see Use Job Queues
to Schedule Tasks.
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.
The following procedure explains how to set up background posting of sales orders. The
steps are similar for purchasing.
link.
2. On the Sales & Receivables Setup page, choose the Post with Job Queue check
box.
3. Choose the Job Queue Category Code field, and then specify the SALESPOST
code.
７ Note
Some jobs change the same data and should not run at the same time
because that can cause conflicts. For example, background jobs for sales
documents will try to modify the same data at the same time. Job queue
categories help prevent these kinds of conflicts by ensuring that when one job
is running, another job that belongs to the same job queue category will not
run until it finishes. For example, a job that belongs to a Sales job queue
category will wait until all other sales related jobs are done. You specify a job
queue category on the Background Posting FastTab on the Sales &
Receivables Setup page.
Business Central provides job queue categories for sales, purchase, and
general ledger posting. We recommend that one of these, or one that you
create, is always specified. If you experience failures due to conflicts, consider
setting up a category for all sales, purchase, and general ledger background
posting.
If you also want sales documents to be printed when they are posted, select the
Post & Print with Job Queue check box on the Sales & Receivables Setup page.
If you select PDF in the Report Output Type field, successfully posted purchase
orders will be available in the Report Inbox part on your Role Center.
） Important
If you set up a job that will post and print documents, and the printer displays
a dialog box, such as a request for credentials or a warning about low printer
ink, your document is posted but not printed. The corresponding job queue
entry eventually times out and the Status field is set to Error. Accordingly, we
recommend that you do not use a printer setup that requires interaction with
the display of printer dialog boxes in conjunction with background posting.
Next time that you post sales documents, Business Central automatically creates a
job queue entry for each document and run the jobs in the background, one by
one.
4. To verify that the job queue is working as expected, post a sales order. For more
information, see Sell Products. The sales order will now be added to a dedicated
job queue entry, which defines when the documents are posted.
To view status from a sales or purchase document

If the job queue cannot post the sales order, the status is changed to Error and the sales
order is added to the list of sales orders that the user must handle manually.
1. From the document that you have tried to post with background posting, choose
the Job Queue Status field, which will contain Error.
2. Review the error message and fix the problem.
Alternatively, you can review on the Job Queue Log Entries page if the sales order was
posted successfully. For more information, see the Monitor the job queue section.
To create a job queue entry for batch posting

of sales orders
Alternatively, you can postpone postings for when it is convenient for your organization.
For example, in your business it might make sense 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, and similar reports. Business Central supports background posting
for all sales, purchasing, and service documents.
The following procedure shows how to set the Batch Post Sales Orders report up to
automatically post sales orders at 4 PM on weekdays.
1. Choose the icon, enter Job Queue Entries, and then choose the related link.
3. In the Object Type to Run field, select Report.
4. In the Object ID to Run field, select 296, Batch Post Sales Orders.
You can also use following reports:
900 Batch Post Assembly Orders

497 Batch Post Purchase Invoices
496 Batch Post Purchase Orders
498 Batch Post Purch. Credit Memos
6665 Batch Post Purch. Ret. Orders
298 Batch Post Sales Credit Memos
297 Batch Post Sales Invoices
296 Batch Post Sales Orders
6655 Batch Post Sales Return Orders
6005 Batch Post Service Cr. Memos
6004 Batch Post Service Invoices
6001 Batch Post Service 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.
） Important
Remember to set strict filters; otherwise, Business Central will post all
documents, even if they are not ready. Consider setting a filter on the Status
field for the value Released, and a filter on the Posting Date field for the value
..today. For more information, see Sorting, Searching, and Filtering.
7. Select all check boxes from Run on Mondays through Run on Fridays.
8. In the Starting Time field, enter 4 PM.
9. Choose the Set Status to Ready action.
Sales orders that are within defined filters will now be posted every weekday at 4 PM.
Monitor the job queue

If you set up background posting with job queues, make it a regular task to monitor the
job queue to catch any issues. You can track the status in the Job Queue Entries page.
For more information, see Use Job Queues to Schedule Tasks.
As an administrator, you can use Application Insights to gather and analyze telemetry
that you can use to identify problems. For more information, see Monitoring and
Analyzing Telemetry in the developer and administration content.
See Also
Correct or Cancel Unpaid Purchase Invoices

Preview Posting Results
Article • 03/31/2022
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
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

Article • 12/02/2022
Sometimes you have to update a posted document because information that is relevant
to the document has changed. On a posted sales document, this can be the shipping
agent's package tracking number, for example. On a posted purchase document, this
can be a payment reference text.
You perform the change on an editable version of the original document, indicated by "-
Update" in the page title. The page contains a subset of the fields on the original
document, of which some are non-editable fields that are shown for information only.
The functionality is available for the following documents across all supported markets:
Posted Sales Shipment

Posted Purchase Invoice
Posted Return Shipment
Posted Return Receipt
The following additional documents can be edited in the specified countries or regions:
ES: Posted Sales Invoice, Posted Sales Credit Memo, Posted Purchase Credit Memo
APAC: Posted Sales Credit Memo, Posted Purchase Credit Memo
RU: Posted Sales Credit Memo
IT: Posted Transfer Shipment, Posted Service Shipment
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.
The posted sales shipment is updated.

See also
Find Related Entries for Documents
Purchasing

Finding Related Entries for Documents
Article • 02/06/2023
Learn how to find documents and entries that are related to each other based on a
piece of common information, like:
Document number or posting date.

Business contact type, number, or external document number.
Item serial number or lot number.
This feature is useful for finding the ledger entries that resulted from certain
transactions. When you search by document number, you can print the summary from
the Document Entries report.
Get started
The find entries feature is readily available from almost any page by pressing the Ctrl +
Alt + Q keys. From pages that specifically display posted documents or posted
document entries—for both lists and cards—you can also open the feature by choosing
the Find entries action.
The Find Entries page includes all related documents and entries based on the
document no. and posting date. The page is divided into three sections:
The top section displays fields and actions that you use for filtering your search.
The middle section displays related documents based on the search.
The bottom section displays information about the source document that was
found by searching.
Search for entries

You can search for entries based on information about either the document, business
contact, or item reference. On the top section, select one of the following options based
on the type of information you have:
Action Description
Search for View entries based on a specific document number or posting date.
documents
Action Description
Search for View entries based on a specific contact type, contact number, and/or external
business document number. This last option allows you to search for vendor or customer
contacts documents by using the number assigned by the contact.
Search for View entries based on a serial number or lot number. You can enter the lot number
item or serial number, or filter on the lot number or serial number that you want to
references search for. This action is useful to see where a specific item tracking number was
used, what vendor it came from, or what customer it was sold to.
After you make a selection, enter the relevant search information in the fields at the top
of the page. Hover over a field to read a short description. When you're finished, choose
Find to start the search. If you change any of the filters, you have to choose Find again.
 Tip
For a couple of examples about using Find Entries, see Trace Item-Tracked Items
and Walkthrough: Tracing Serial-Lot Numbers.
See also
Trace Item-Tracked Items
Find Posted Documents without Incoming Document Records
Add a Page Action to Your Role Center
Find Pages and Information with Tell Me
Find Pages with the Role Explorer

Status Field on Documents
Article • 10/28/2022
When you create a quote, order, or credit memo, the Status field on the document
header contains the status Open by default.
After you've filled in the document, you can release it, and Business Central changes the
value in the Status field to Released. This status indicates that the order is ready for the
next stage of processing before it's posted.
Status Description
Open You can make changes to the document.
Released The document has been released to the next stage of processing, and you can't
make changes to lines of type Item and Fixed Asset.
You can reopen a released document if you want to make changes to its contents.
To move the adjusted document to the next stage of processing, you must once
again release the document.
Pending The document is waiting to be approved.

Approval
Pending A prepayment invoice has been posted for the document.

Prepayment
Release process
You can use the release process in different ways to ease your normal workflow, for
example, to follow company procedures about approvals or to start warehouse
activities.
Approval procedures
Your company can use the release procedure to indicate that another user has approved
the document or that an external contact can meet the specifications of the document,
as shown in these examples:
You can only release a purchase order when your vendor has indicated that they're
prepared to fulfill the order.
You create an order and a second user must approve it, perhaps for security
reasons, before you're allowed to release it.
The manager responsible for approving all refunds must release a credit memo
that you've created.
Learn more about approval workflows at Use Workflows.
Warehouse activities
If the order status is Open, the warehouse won't begin to prepare the shipment, and
doesn't expect to receive the items on a purchase order. When you release the order,
you indicate that the order is complete, and that the warehouse can include it in its
activities.
Reopen a released order

You can make changes to a released order by reopening it. However, you can only
increase the quantity of the lines already processed by the warehouse.
When you make the changes and release the order again, Business Central recalculates
the value-added tax (VAT) and the invoice discount.
If you make changes to a released order, you must notify the warehouse about the
changes.
７ Note
If you want to post a single open order or credit memo without releasing it first,
Business Central will automatically release the document when you post it. If you
post your orders or credit memos by using the Post Batch function, you can choose
to post only the orders or credit memos that you've released.
See also
Ship Items
Receive Items
Archive Documents
Work with General Journals
Article • 02/28/2023
Most financial transactions are posted to the general ledger through documents such as
purchase invoices and sales orders. However, you can also process business activities
such as:
Purchasing
Payments
Using recurring journals to post accruals
Refunding employee expenses by posting journal lines in journals
Most journals are based on the general journal, and you can process all transactions on
the General Journal page. Learn more at Post Transactions Directly to the General
Ledger.
For example, you can use post employee expenses for reimbursement. Learn more at
Record and Reimburse Employees' Expenses.
However, Business Central also offers journals that are optimized for specific types of
transactions, such as the Payment Journal for registering payments. Learn more at
Record Payments and Refunds in the Payment Journal.
You use general journals to post financial transactions to general ledger accounts and
various other accounts. The other accounts include bank, customer, vendor, and
employee accounts. Posting with a general journal creates entries on general ledger
accounts even when, for example, you post a journal line to a customer account. The
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's in
the journal. When you post the journal, the information is transferred to entries on
individual accounts, where it can't be changed. You can, however, unapply posted
entries, and you can post reversing or correcting entries. Learn more at Reverse Journal
Postings and Undo Receipts/Shipments.
７ 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.
Use 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. Learn more at 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 checkbox 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. Learn more at Letting Business
Central Suggest Values.
 Tip
You can add or remove fields in journals by personalizing them. Learn more at
Validating General Journal Batches

You can turn on a background check that will help prevent delays when posting. The
check will notify you when a mistake in the financial journal you're working on will
prevent you from posting the journal. On the General Journal Batch page, you can
choose Background Error Check to have Business Central validate finance journals, such
as general or payment journals, while you're working on them.
When you enable the validation, the Journal Check FactBox will show issues in the
current line and the whole batch. Validation happens when you load a finance journal
batch, and when you choose another journal line. The Issues total tile in the FactBox
shows the total number of issues that Business Central found, and you can choose it to
open an overview of the issues.
You can use the Show Lines with Issues and Show All Lines actions to toggle between
journal lines that do or don't have issues. The Journal Line Details FactBox provides
quick overview and access to data from journal lines, such as the G/L account, customer,
or vendor, and the posting setup for specific accounts.

you work
error.
page.
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. and Bal. Account No. fields
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.
７ Note
VAT is calculated separately for the main account and the balancing account, so
they can use different VAT percentage rates.
Work with recurring journals

A recurring journal is a general journal with specific fields for managing transactions that
you often post with few, if any, changes. For example, transactions for expenses such as
rent, subscriptions, electricity, and heat. Using recurring journals lets you post fixed and
variable amounts, and specify automatic reversal entries for the day after the posting
date. Allocation keys let you divide the recurring entries among various accounts. Learn
more at Allocating Recurring Journal Amounts to Several Accounts.
With a recurring journal, you create the entries that will be posted regularly only one
time. For example, the accounts, dimensions, dimension values, and so on, stay in the
journal after posting. If changes are needed, you can make them each time you post.
Recurring Method field

The Recurring Method field is important. It determines how to treat the amount on the
journal line after posting. For example, if you'll use the same amount every time you
post the line, you can let the amount remain. If you'll 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
F Fixed The amount on the journal line will remain after posting.
V Variable The amount on the journal line will be deleted after posting.
B 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
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
RF The amount on the journal line will remain after posting, and a balancing entry will
Reversing be posted on the next day.
Fixed
RV The amount on the journal line will be deleted after posting, and a balancing entry
Reversing will be posted on the next day.
Variable
RB The posted amount on the account on the line will be allocated among the accounts
Reversing specified for the line on the Allocations page. The balance on the account will be set
Balance to zero, and a balancing entry is posted on the next day.
BD The journal line allocates costs based on a G/L account's balance by dimension.
Balance You'll be prompted to set the dimension filters to be used to calculate the source
by G/L account's balance by dimension from which you want to allocate costs. As an
Dimension alternative, choose the Set Dimension Filters action later.
RBD The journal line allocates costs based on a G/L account's reversing balance by
Reversing dimension. You'll be prompted to set the dimension filters to be used to calculate
Balance the source G/L account's balance by dimension from which you want to allocate
by costs. You can also choose the Set Dimension Filters action later.
Dimension
７ 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 date formula field determines how often to post the entry on the journal line, and it
must be filled in. Learn more at Use 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 day of the 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
won't be posted after this date.
The advantage of using the Expiration Date field is that the line won't be deleted from
the journal immediately. You can enter a later date so that you can use the line in the
future.
If the field is blank, the line will be posted every time until it's deleted from the journal.
Allocating recurring journal amounts to several accounts

On the Recurring General Journal page, you can choose the Allocations action to
specify how to allocate amounts on the recurring journal line to several accounts and
dimensions. Allocation acts as balancing account line for the recurring journal line.
Like a recurring journal, you enter an allocation one time and it stays in the allocation
journal after posting. You don't 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,
dimension value codes in the recurring journal are disregarded when the account is set
to zero. If you allocate a recurring line to dimension values on the Allocations page,
only one reversing entry is created.
７ Note
If you allocate a recurring journal line that contains a dimension value code, don't
enter the same code on the Allocations page. If you do, the dimension values will
be incorrect.
To allocate recurring journal amounts based on dimensions, set the Recurring Method
field to Balance by Dimension or Reversing Balance by Dimension. If the recurring
method in the recurring journal is set to Balance by Dimension or Reversing Balance by
Dimension, dimension value codes in the recurring journal are considered when the
account is set to zero. If you allocate a recurring line to dimension values on the
Allocations page, reversing entries are created that match the number of dimension
value combinations that the balance is comprised of. If you allocate account balance
through a recurring journal that contains a dimension value code, remember to use
Balance by Dimension or Reversing Balance by Dimension to ensure that the
dimension values are correctly balanced or reversed from the source account.
For example, your company has a couple of business units and a handful of
departments that your controllers have set up as dimensions. To speed up the purchase
invoice entry process, you decide to require the accounts payable clerks to enter only
business unit dimensions. Since each business unit has specific allocation keys for the
Department dimension, such as based on the number of employees, you can use the BD
Balance by Dimension or RBD Reversing Balance by Dimension recurring methods to
reallocate expenses for each business unit to the right departments based on the
allocation keys.
７ Note
Dimensions that you set on allocation lines are not automatically calculated, and
you must specify which dimension values must be set on the allocation accounts. In
case you want to preserve the link between the source account dimension and the
allocation account dimension, we recommend that you use the Cost Accounting
capabilities instead.
Example: Allocating Rent Payments to Different Departments
You pay rent monthly, so you've entered the amount on the cash account on a recurring
journal line. On the Allocations page, you can use the Department dimension to divide
the expense among several departments. For example, according to the number of
square feet that each department occupies. The calculation is based on the allocation
percentage on each line. You can allocate in different ways:
Enter different accounts on different allocation lines to divide rental expense

among several accounts.
Enter the same account but use different dimension value codes for the
Department dimension on each line.
Reversing Journals to Correct Mistakes

When working with journals that have many lines and something goes wrong, it's
important to have an easy way to correct mistakes. The Posted General Journal page
offers a couple of actions that can help.
Copy Selected Lines to Journal - Copy only the lines that you select.
Copy G/L Register to Journal - Copy all lines that belong to the same G/L register.
These actions let you create a copy of a general journal line or a batch, and then specify:
The journal to copy the lines to

Whether with opposite signs (a reversing journal)
A different posting date or document number
To allow journals to be copied to posted general journals, on the General Journal

Templates or General Journal Batch pages, choose the Copy to Posted Jnl. Lines
checkbox. After you allow people to copy posted general journals, if needed you can
turn off copying for specific batches.
Calculate the reversal date

When using recurring general journals to post accruals at the end of a period, it's
important to have full control over reversal entries. On the Recurring General Journals
page, the Reversal Date Calculation field lets you control the date that reversal entries
will be posted when reversal recurring methods are used.
Example
Accruals are typically posted with Fixed, Variable, or Balance recurring methods on the
journal line. The posting date of the posted amount on the account on journal line is
calculated using the recurring frequency. The posting date for the balancing entry is
calculated using the Reversal Date Calculation field, as follows:
If the field is blank, the balancing entry will be posted the next day.
If the field contains a date formula (for example, 5D for five days), the balancing
entry will be posted with a posting date calculated using the reversal date
calculation.
７ Note
By default, the Reversal Date Calculation field is not available on the Recurring
General Journals page. To use the field, you must add it by personalizing the page.
For more information, see Personalize Your Workspace.
Work with standard journals
When you've created journal lines that you know you're likely to create again later, you
can save them as a standard journal before you post the journal. The same applies for
item journals and general journals.
７ Note
Standard journals might not contain all of the fields you want to include in the
resulting ledger entries. For example, if you're using a standard general journal to
register a payment, the ledger entries won't contain the Payment Method Code
field.
７ Note
The following procedures refer to the item journal, but the information also applies
to the general journal.
To save a standard journal

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've already created one or more standard item journals and you want to
replace one of them with the new set of item journal lines, in the Code field, select
the item journal.
6. Choose OK to verify that you want to replace the content of the existing standard
item journal.
7. To save the values in the Unit Amount field of the standard item journal, choose
the Save Unit Amount field.
8. To save the values in the Quantity field, choose the Save Quantity field.
9. Choose OK to save the standard item journal.
When you save the standard item journal, the Item Journal page displays so you can
post it.
To reuse a standard journal
７ Note
Standard journals don't always have the same fields as general journals. When you
use the Get Standard Journals action to copy the fields to the general journal, the
general journal might have less information than if you created it manually.
2. Choose the Get Standard Journals action.
3. To review a standard item journal before you select it for reuse, choose the Show
Journal action.
Changes you make in a standard item journal are implemented right away, and
they'll be there next time you open or reuse the standard item journal. Be sure that
the change is important enough to generally apply. Otherwise, make the specific
change in the item journal after the standard item journal lines have been added.
See step 4.
4. On the Standard Item Journals page, select the standard item journal to reuse,
and then choose OK.
The item journal contains the lines you saved. If the item journal already has lines,
the new lines appear after them.
If you didn't turn on the Save Unit Amount toggle when you saved the journal, the
Unit Amount field on lines added from the standard journal contain the value from
the Unit Cost field on the item card.
７ Note
If you turned on the Save Unit Amount or Save Quantity toggles when you
saved the journal, make sure the new values are correct before you post the
item journal.
If the inserted item journal lines contain saved unit amounts that you don't
want to post, you can adjust it to the current value of the item.
5. Select the item journal lines you want to adjust, and then choose the Recalculate
Unit Amount action. This action will update the Unit Amount field with the current
unit cost of the item.
To renumber document numbers in journals

To avoid posting errors caused by the document number, you can use the Renumber
Document Numbers action 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. Just choose the Renumber Document Numbers action, and relevant
Document No. fields are then updated. If related journal lines were grouped by
document number before you used the function, they'll 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 made from the document on the journal line to a vendor account.
Accordingly, the Applies-to ID and Applies-to Doc. No. fields will be updated on the
ledger entries.
To renumber documents in journals

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're 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 post the journal.
See Also
Post Transactions Directly to the General Ledger
Reverse Journal Postings and Undo Receipts/Shipments
Allocate Costs and Income
Finance
Close Open Item Ledger Entries Resulting from Fixed Application in the Item Journal
Revalue Inventory in the Revaluation Journal
Count, Adjust, and Reclassify Inventory Using Journals
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
Work with Intercompany Documents and Journals

Article • 03/21/2023
Use the Job Queue Entries page 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 run the Delegate Approval Requests codeunit daily to prevent documents from
piling up.
The Job Queue Entries page lists all existing jobs. If you add a new job queue entry that
will run on a schedule, you must provide some information. For example:
The type of object to run, such as a report or codeunit. You must have permission
to run the particular report or codeunit.
The name and object ID of the object.
Parameters to specify the behavior of the job queue entry. For example, you can
add a parameter to only send posted sales orders.
When, and how often, the job queue entry will run.
） Important
If you're assigned the SUPER permissions set that comes with Business Central, you
have permission to run all objects included in your license. If you have the
Delegated Admin role, you can create and schedule job queue entries but only
administrators and licensed users can run them. Users with the Device license can't
create or run job queue entires.
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 finishes successfully it's removed from the list of job queue entries, unless it's
a recurring job. For recurring jobs, the Earliest Start Time field is adjusted to show the
next time that the job will run.
Monitor status or errors in the job queue
Data that the job queue generates is stored, so that you can troubleshoot errors.
For each job queue entry, you can view and change the status. When you create a job
queue entry, its status is set to On Hold. You can set the status to Ready and back to On
Hold, for example. Otherwise, status information is updated automatically.
The following table describes the values of the Status field.
Status Description
Ready The job queue entry is ready to be run.
In The job queue entry is in process. This field updates while the job queue is running.
Process
On The default status of the job queue entry when it's created. Choose the Set Status to
Hold Ready action to change the status to Ready. Choose the Set On Hold action to revert
the status to On Hold.
Error Something went wrong. Choose Show Error to show the error message.
Finished The job queue entry is complete.
 Tip
Job queue entries stop running when there's an error. For example, this can be a
problem when an entry connects to an external service, such as a bank feed. If the
service is temporarily not available and the job queue entry can't connect, the entry
will show an error and stop running. You'll have to manually restart the job queue
entry. However, the Maximum No. of Attempts and Rerun Delay (sec.) fields can
help you avoid this situation. The Maximum No. of Attempts field lets you specify
how many times the job queue entry can fail before it stops trying to run. The
Rerun Delay (sec.) field lets you specify the amount of time, in seconds, between
attempts. The combination of these two fields might keep the job queue entry
running until the external service becomes available.
To view status for any job

2. On the Job Queue Entries page, select a job queue entry, and then choose the Log
Entries action.
 Tip
For in-depth analysis based on telemetry, you can use Application Insights in
Microsoft Azure to review the status of job queue entries. To learn more about
telemetry, go to Monitoring and Analyzing Telemetry and Analyzing Job Queue
Lifecycle Trace Telemetry.
View scheduled tasks

The Scheduled Tasks page in Business Central shows which tasks are ready to run in the
job queue. The page also shows information about the company that each task is set up
to run in. However, only tasks that are marked as belonging to the current environment
can run.
For example, all scheduled tasks stop if the company is in an environment that's a copy
of another environment. Use the Scheduled Tasks page to set tasks as ready to run in
the job queue.
７ Note
Internal administrators and licensed users can schedule tasks to run. Delegated
administrators can set up and schedule tasks to run, but only licensed users can run
them.
The My Job Queue part

The My Job Queue part on your Role Center shows the job queues entries that you've
started but aren't finished. By default the part isn't displayed, but you can add it to your
Role Center. To learn more about personlization, go to Personalize Your Workspace.
The part shows the following information:
Which documents with your ID in the Assigned User ID field are being processed
or are queued, including documents that are posting in the background.
Whether there was an error when posting a document or in the job queue entry.
The My Job Queue part also lets you cancel a document posting.
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.
Examples of what you can schedule using job

queue entries
Schedule reports
You can schedule a report or batch job 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 action, and then you enter information such as printer, time and date, recurrence.
To learn more about scheduling, go to Scheduling a Report to Run
Schedule synchronization between Business Central and

Dataverse
If you've integrated Business Central with Dataverse, the job queue lets you schedule
when to synchronize data. Depending on the direction and rules you've defined, the job
queue entry can create records in one app to match records in the other. A good
example is when you register a contact in Dynamics 365 Sales, the job queue entry can
set up that contact for you in Business Central. To learn more about scheduling, go to
Scheduling a Synchronization between Business Central and Dynamics 365 Sales.
Schedule when to post sales and purchase orders

You can use job queue entries to schedule business processes to run in the background.
For example, background tasks are useful when multiple users post sales orders at the
same time, but only one order can be processed at a time. To learn more about
background posting, go to To set up background posting with job queues.
Handle job queue entry issues

If a job queue entry shows an error, your first option to resolve the issue is to restart the
job queue entry. You can set the status of the job queue entry to On Hold and then to
Ready, or just restart it.
If a restart doesn't help, the issue might be in the code. You can find the owner (also
called the publisher) of the code in the AL stack trace in the Job Queue log. If the error
comes from an app/extension, contact your Microsoft partner. If the error comes from a
Microsoft application, open a support request with Microsoft.
If you contact your Microsoft partner or Microsoft for support, please provide the
The ID of the job queue entry run where the error occurred
The timestamp of when the error occurred
Your timezone
 Tip
Depending on whether your Business Central is earlier or later than version 22.1,
gather the information in the following ways:
For earlier versions, provide a screenshot of the Job Queue Log Entries page.
For later versions, use the Copy details action on the Job Queue Log Entries
page to copy the information (job queue ID, timestamp, and your timezone).
Monitor the job queue with telemetry

Administrators can use Azure Application Insights to gather and analyze telemetry that
helps identify problems. To learn more about telemetry, go to Monitoring and Analyzing
Telemetry and Analyzing Job Queue Lifecycle Trace Telemetry.
Telemetry lets administrators set up alerts on job queue issues that send a text message,
email, or a message in Teams if something isn't right. To learn more about these alerts,
go to Alert on Telemetry.
See Also
Administration
Analyzing Job Queue Lifecycle Trace Telemetry
Alert on Telemetry

Letting Business Central Suggest Values
Article • 04/28/2022
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 Work with General Journals.
To have the Amount field on balancing general journal

lines filled automatically
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 Work 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
Finance

Use Online Maps to Find Locations and
Directions
Article • 09/09/2022
You can get a map from your online map service that shows the address and location of
a customer or vendor, or generate route directions to them. The Online Map feature can
be accessed on the following cards in Business Central:
Location card
Customer card
Vendor card
Resource card
Job card
Bank account card
Contact card
Employee card
Ship-to address
７ Note
If there is no code in the Country/Region Code field, the online map will not be
able to find directions.
Find a location in an online map

1. Open one of the cards listed above.
2. Choose the Online Map or Show on Map action.
3. Choose the This address field, then choose OK.
4. The configured online map opens with the address location defined on the card.
Get route directions from your location

1. Open one of the cards listed above.
2. Choose the Online Map or Show on Map action.
3. Choose the Directions from my location field, then choose OK.
4. The configured online map opens with route directions to the location defined on
the card.
７ Note
The online map opens in the default browser or app, which may request access to
the device's location data.
See also
Set Up Online Maps

Incoming Documents
Article • 09/19/2022
External business documents can come into your company as an email attachment or a
paper copy that you scan to file. This scenario is typical of purchases, where such
incoming document files represent payment receipts for expenses or small purchases.
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.
Usage scenario
You can register files or paper copies received from your trading partners in Business
Central and create a document record. For example, a purchase or sales invoice, credit
memo or a journal line.
Upload the received files—or use the device's camera to take a photo—and create
entries to represent the external documents. Optionally, with PDF or image files, you can
have an external OCR service (Optical Character Recognition) generate electronic
documents that can then be converted to records inside Business Central.
７ Note
The OCR feature is provided by external providers. Choose a service package that is
appropriate for your organization and/or country/region. Find services compatible
with Business Central and details on available features at
AppSource.microsoft.com .
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, some OCR
providers offer the option of processing files forwarded to a dedicated email address,
which then automatically creates a related incoming document record. 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.
 Tip
Create incoming document records in Business Central directly from emails sent by
vendors using the Outlook add-in. For more information, see Use Business Central
as your Business Inbox in Outlook.
Incoming document features

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, either from a PC or from a mobile device, in one of the following
ways:
Use the Create from File button, upload a file, and then fill the relevant fields
on the Incoming Document page.
Use the New button, fill the 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 using the device's built-in camera.
Automatically, by receiving the document from the OCR service as an electronic
document after you've uploaded or emailed the related PDF or image file to an
OCR service. The Financial Information FastTab is automatically filled on the
Incoming Document page.
Use an external 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.
７ Note
Files attached to cards and documents on the Attachments tab are not included on
the Incoming Documents page. For more information, see Manage Attachments,
Links, and Notes on Cards and Documents.
To See
Set up the Incoming Documents feature and set up the OCR service. Set Up Incoming
Documents
Create incoming document records manually or automatically by taking a Create Incoming

photo of a paper receipt, for example. Document Records
Use an OCR service to turn PDF and image files into electronic documents Use OCR to Turn
that can be converted to purchase invoices in Business Central, for example. PDF and Image
Train the OCR service to avoid errors next time it processes similar data. Files into Electronic
Documents
Connect or remove incoming document records for any non-posted sales or Create Incoming
purchase document and to any customer, vendor, or general ledger entry Document Records
from the document or entry. Directly from
Documents and
Entries
From the Chart of Accounts and General Ledger Entries pages, use a search Find Posted
function to find general ledger entries for posted documents that don't Documents
have incoming document records and then centrally link to existing records without Incoming
or create new ones with attached document files. Document Records
Get a better overview by setting incoming document records to Processed Manage Many
and remove them from the default view. Incoming
Document Records
See also
Purchasing
Editing Posted Documents
Exchanging Data Electronically
Business Central and OneDrive for Business Integration
Use Business Central as your Business Inbox in Outlook
Send Documents and Emails

Set Up Incoming Documents
Article • 09/19/2022
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.
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 Create
Incoming Documents Records.
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.
As part of the setup, you must decide if you want to require approval of incoming
documents. To require approval, you must set up approvers and approval workflows. If
your organization doesn't intend to require approval, you can skip the next section.
Finally, if you use an OCR service to convert PDF or image files representing incoming
documents, you must it set up. Otherwise, you can also skip that section.
To set up approvers of incoming document

records
If you don't want users to create invoices or general journal lines from incoming
document records unless the documents are first approved, set up an approval process
for the incoming documents. 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
To turn PDF and image files into electronic documents that you can convert to invoices,
credit memos, or journal lines, set up the OCR feature. Alternatively, you can create
entries manually to represent the external documents.
1. Choose the icon, enter OCR Service Setup, and then choose the related link.
７ Note
You login data is automatically encrypted.
For more information, see Use OCR to Turn PDF and Image Files into Electronic
Documents.
See also
Incoming Documents
Purchasing

Create incoming document records
Article • 04/03/2023
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, first create or complete an

incoming document record. You can do those tasks manually, or you can take a photo of
the external document to 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.
Approve or reject an incoming document

If you have set up the Incoming Documents feature to require approval to create
documents, users with the appropriate rights must approve the records before they're
processed. For more information, see Set up approvers of incoming document records.
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.
Create an incoming document record by taking

a photo
７ Note
The following procedure only applies to the Business Central tablet and phone
clients.
1. On the role center, choose the Create Incoming Document from Camera tile, and
then go to step 4.
2. Alternatively, choose the icon, enter Incoming Documents, and then choose the
related link.
3. On the Incoming Documents page, choose New, 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 Use button.
A new incoming document record is created with the image attached.
Attach an image to an incoming document

record by taking a photo
７ Note
The following procedure only applies to the Business Central tablet and phone
clients.
2. Open the card for an existing incoming document record.
3. On the document record page, choose Process, 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 Use button.
The image is attached to the incoming document record.
Create an incoming document record manually

2. Choose New, and then the Create from File action.
3. On the Insert File page, do one the following steps attach a file that represents the
incoming document:
4. Alternatively, choose the New action, then do the following steps:

a. To attach a file, choose Process > Attach File.
b. On the Insert File page, drag a selected the file that represents the incoming
document in question or select click here to browse to find and open the file.
c. On the Incoming Document page, fill in the fields as necessary. Hover over a
See also
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 Incoming Documents
Purchasing

Use OCR to Turn PDF and Image Files
into Electronic Documents
Article • 09/19/2022
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.
As an alternative to sending the file from the Incoming Documents page, the OCR
service can offer the option to process files forwarded to a dedicated email address.
Then, when you receive the electronic document back, a related incoming document
record is created automatically in Business Central.
After some seconds, the OCR service will send the processed file to the Incoming
Documents page as an electronic document record that can be converted to a purchase
invoice for the vendor, a sales invoice, credit memo or a journal entry.
Because OCR is based on optical recognition, it's 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 and fields correctly next time it processes a PDF or
image document for the same vendor. For more information, see 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. This job queue is created automatically when you enable the external OCR service
connection. For more information, see Set Up Incoming Documents.
７ Note
To send a PDF or image file to the OCR service
from the Incoming Documents page
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, if no
errors exist.
4. Alternatively, on the Incoming Documents page, select one or more lines, and
then choose the Send to OCR Service action to immediately send the files for
processing.
The value in the OCR Status field changes to Sent, if no errors exist.

by email
From your email application, you can forward 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.
Since no incoming document record exists for the file, a new record will be created
automatically on the Incoming Documents page when the OCR service sends the
resulting electronic document. For more information, see Create Incoming Document
Records.
７ 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 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 aren't 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 action.
This option will get any documents that are completed by the OCR service.
７ 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 sign 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, sign in using the credentials of your OCR service
account. For more information, see 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 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 steps 2 through 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 documents so that the source file is easy to access from Business
Central.
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.
７ 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 references, for document lines of
type Item. For more information, see Use Item References. You can also use the
Text-to-Account Mapping function. For more information, see 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've defined as a
reference or as text-to-account mapping.
Any validation errors, typically related to wrong or missing data in Business Central, will
be shown on the Errors and Warnings FastTab. For more information, see 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 Vendor 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 text to a
bank account. This option is useful, for example, for electronic documents for expenses
that are already paid, and for which 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
７ 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, 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, the OCR service can wrongly interpret
characters in your PDF or image files 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 improve the document recognition.
2. Open an incoming document record that contains data received from the OCR
service that 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
Create Incoming Document Records Create Incoming Document Records Directly from
Documents and Entries Incoming Documents
Purchasing

Create incoming document records
directly from documents and entries
Article • 04/03/2023
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, didn't 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
don't 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 a vendor ledger entry or an
existing purchase invoice that wasn't created from an incoming document record.
Attaching a file to posted purchase or sales documents works in a similar way.
Create and connect an incoming document

record from a purchase invoice
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, do one of the following steps to attach a file that
represents the incoming document in question:
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, do one of the following steps to attach a file that
represents the incoming document in question:
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.
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 article.
See also
Create Incoming Document Records Use OCR to Turn PDF and Image Files into
Electronic Documents Find Posted Documents without Incoming Document Records
Incoming Documents
Purchasing

Find Posted Documents without
Incoming Document Records
Article • 09/19/2022
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
don't 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
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 doesn't exist on the Incoming Documents
page, then you can create it. For more information, see Create Incoming Document
Records.
See also
Create Incoming Document Records Use OCR to Turn PDF and Image Files into
Electronic Documents Create Incoming Document Records Directly from Documents
and Entries Incoming Documents
Purchasing

Manage Many Incoming Document
Records
Article • 09/19/2022
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.
７ 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.
７ 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.
７ 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 records where the Processed
check box isn't 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.
７ Note
You can also perform this action for the individual record on the Incoming
Document Card page.
See also
Purchasing

Workflows in Dynamics 365 Business
Central
Article • 10/28/2022
You can set up and use workflows to connect business-process tasks performed by
workflows. System tasks can be preceded or followed by user tasks. Requesting and
granting approval to create new records are typical workflow steps.
The default version of Business Central supports three types of workflows:
Power Automate flows
Automated flows that are triggered by events (such as record or document

creation, modification, or deletion) in Business Central. Also included are
approval flows created in Power Automate that trigger when an approval is
requested in Business Central.
Instant flows that are manually triggered by the Automate action from lists,
cards, and document pages.
Create and manually trigger a Power Automate flow on a Business Central

record, such as a customer, item, or sales order, with options to manipulate
information both internally and externally (using integrated tools).
Approval workflows based on built-in workflow templates
On the Workflow Templates page, you can see all available workflows. The trial
version of Business Central includes many pre-configured workflows represented
by workflow templates you can copy to create new ones. When you open a
template from the Workflow Templates page, and the workflow name starts with
MS-, then the template was added by Microsoft.
Power Automate flows

With Business Central online, you can sign up for Power Automate to build powerful
automated workflows. You run those workflows from inside Business Central. The flows
can connect internal and external data sources and tools, without coding knowledge.
To See
To See
Get started with Power Automate and creating flows, Use Power Automate Flows in
running instant flows Business Central
Learn details of how to create, edit, and manage flows Set Up Automated Flows and Set Up
Instant Flows
Set up Power Automate integration with Business Central Set Up Power Automate Integration
for users as an admin
Approval workflows
Create an approval workflow by defining what starts the workflow and what happens
next, as follows:
A workflow event, which is moderated by event conditions.

A workflow response, which is moderated by response options.
To define workflow steps, fill in fields on workflow lines using the event and response
values that represent supported scenarios.
Examples of approval workflows events include the creation of sales or purchase

orders/quotes/invoices, price changes, vendor or customer edits, and more.
７ Note

To See
Set up approval workflow users, specify how users get notified, and create new Set Up
workflows. (To create new workflows for unsupported scenarios, implement the Approval
required workflow elements by customizing the application code.) Workflows
Enable approval workflows, act on workflow notifications, including requesting and Use
approving a workflow step. Archive and delete workflows. Approval
Workflows

See also
Sales
Purchasing
Managing Projects
Troubleshoot Your Business Central Automated Workflows

Use Power Automate Flows in Business
Central
Article • 04/19/2023
With Business Central, you're given a license to Microsoft Power Automate. This license
lets you use your Business Central data as part of a workflow in Microsoft Power
Automate. You create flows and connect to your data from internal and external sources
through the Business Central connector.
Power Automate flows are triggered by events, such as a record was created, modified,
or deleted. They can also be run on a user-defined schedule or on demand.
７ Note
Administrators can restrict access to Power Automate. If you find that you don't
have access to some or all of the features described in this article, talk to your
admin. If you want to learn how you can control Power Automate access as an
admin, see Set Up Power Automate Integration.
 Tip
In addition to Power Automate, you can use approval workflow templates in

Business Central. Although they're two separate workflow systems, any approval
workflow template you create with Power Automate is added to the list of
workflows within Business Central. Learn more at Workflows.
About Power Automate flows

Power Automate is a service that helps you create automated workflows (or flows)
between apps and services, like Business Central. Power Automate flows require little or
no coding knowledge. They can be associated with a wide range of events and
responses, such as:
Record changes
External files updates
Posted documents
Different Microsoft and third-party services, like Microsoft Outlook, Excel,
Dataverse, Teams, SharePoint, Power Apps, and more.
There are three different cloud flow types that you can work with:
Flow type Description
Automated This flow type is run automatically by an event. In Business Central, an event could
be when a record or document is created, modified of deleted. So, for example, a
new sales invoice can trigger a flow for an approval request, which can have
different events set depending on the approver's reply. A negative response sends a
notification and email to the approval requester. A positive reply simultaneously
updates an Excel spreadsheet located in a SharePoint folder and sends an update to
a Teams chat. Automated flows can be started by both internal and external events
in Business Central.
Scheduled This type of flow is also automatically run but it runs periodically at a scheduled
date and time.
Instant This flow type is run on-demand, requiring the user to run it manually from a button
or action in another app or device, in this case, the Business Central client. Instant
flows work similarly to batch shortcuts, performing multiple lengthy steps with a few
button presses and are launched from specific pages or tables. For example, a flow
can add a button to the action menu on the Vendors page to block payments to a
vendor and, at the same time, send customizable emails to the vendor's contact and
your company's purchasers as well as update the contact in Outlook.
Power Automate features

You can explore all Power Automate flows currently available to you by signing in to
Power Automate and selecting My flows from the navigation bar on the left. Here
you'll find any flows you have already created yourself and flows shared with you by an
admin or coworker.
Instant flows are also made available for running directly from most list, card, and
document pages in Business Central. You'll find the instant flows in the Automate
action group in the action bar of pages. To run a flow, select it, and follow the
instructions presented to you. Learn more in the sections that follow.
With automated flows in Business Central, there's nothing for you to do, unless to
want to change them or turn them off. Otherwise, they'll just work when triggered.
Run instant flows

Instant flows open inside Business Central online so you can remain within the context
of the business process you were in the middle of doing. You can run an instant flow
from most lists, cards, or documents.
1. In the action bar, select Automate, then choose a flow from list of available flows
under the Power Automate action
On some page, Automate is nested under the More options (...).
2. In the Run Flow pane, fill in any required fields, then select Continue to run the
flow.
７ Note
The first time you use the Automate item, you may see only the Get started with
Power Automate action. You see this action because haven't agreed to the privacy
notice for Microsoft Power Automate. To continue, select Get started with Power
Automate and follow instructions to agree or disagree.
Create, edit, and manage flows

Creating new flows, modifying and managing existing ones (like turning them on or off)
can be done directly in Power Automate. But you can initiate some of these tasks from
inside Business Central:
To create an instant flow from a list, card, or document page, select Automate >
Create a Flow.
To open Power Automate from a list, card, or document page, select Automate >
Manage Flows.
These tasks are typically done by an admin or super user. The tasks require a broader
knowledge of the business processes in Business Central. To learn more, explore Power
Automate integration, Set Up Instant Flows, and Manage Power Automate Flows.
See also
Troubleshoot Your Business Central Automated Workflows
Workflows
Import Business Data from Other Finance Systems
Set Up Business Central
Finance
Manage Power Automate Flows
Set Up Automated Workflows
Switch on Instant Flows
a
Article • 09/23/2022
A workflow is a sequence of tasks triggered by an action, a condition, or a rule.

Workflows are usually implemented to integrate business logic into an organization,
such as the separation of duties, unifying processes, or to apply best practices.
The workflows can be designed to create requests for approval of a record field change
while keeping the old data in case the request isn't approved. The new value won't be
implemented until the last request is approved.
The business logic could be the approval of:
New master data such as general ledger (G/L) accounts, customers, vendors, or
items.
Changes to fields in existing records containing sensible information, such as
Vendor Bank Account No. or Customer Credit Limit.
Changes to fields in existing records containing business critical information, such
as Item Sales Prices.
New users or changes to user permissions.
Purchase documents.
Sales documents.
Incoming documents.
Finance journals prior to posting.
The following illustration is example of a workflow with sequential approval triggered by

a user. By triggering the workflow, an approval request is created for the first approver.
You see in the illustration above how the request must be approved by the first
approver before it's sent on to the next one. If the request isn't approved by the first
approver, the request will never go to the next.
The route taken from the initial triggering of the workflow can vary depending on the
nature of the approval.
The following illustration shows a parallel approval triggered by the user. A parallel
approval means the approval request is sent to all approvers simultaneously.
However, the workflow isn't concluded until all requests have been approved, as shown
in the following illustration:
７ Note
For a workflow with multiple approvers, all approvers must approve each step
before the workflow can move forward to the next event. Approval from just one
approver will not move the workflow forward.
different users. It's also possible to create the same workflow more than once. Each
workflow can be triggered by an event using different filters. This is useful if an approval
request for one department must be approved by one approver, while requests for
other departments must be approved by a different approver. 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 using workflows, you must set up workflow users, create the
workflows (potentially preceded by code customization), and specify how users receive
notifications. Learn more at Setting Up Workflows.
７ Note
Typical workflow steps involve users requesting approval of tasks and approvers
accepting or rejecting approval requests. That's why many topics about how to use
workflows refer to approvals.
The following table describes a sequence of tasks, with links to the articles that describe
them.
To See
Set up an approval workflow to start when the first entry-point event Enable Approval
occurs. Workflows
Request approval of a task; as an approver, accept, decline, or delegate How To Use

approvals; and send or view approval notifications. Approval Workflows
Create workflow steps that restrict a certain record type from being used Restrict and Allow
before a certain event occurs, for example, approval of the record. Usage of a Record
View workflow step instances with Completed status. View Archived

Workflow Step
Instances
Delete an approval workflow that will no longer be used. Delete Approval

Workflows
See also
Setting Up Approval Workflows
Workflow

Enable Approval Workflows
Article • 09/23/2022
When you've created an approval workflow and you're sure it's good to go, you must
enable it.
On the Workflow page, 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 using fixed lists of event and response values representing scenarios
supported by the application code. Learn more at Create Workflows.
Enable a workflow
2. Open the workflow that you want to enable.
3. On the Workflow page, turn on the Enabled toggle.
See also
View Archived Workflow Step Instances
Delete Approval Workflows
Walkthrough: Setting Up and Using a Purchase Approval Workflow
Workflow

How To Use Approval Workflows
Article • 09/23/2022
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. You must also set up approval
users, including any relevant amount limits, on the Approval User Setup page. Learn
more at Set Up Approval Workflows.
In addition to the approval workflows described in this article, you can perform various
other workflow tasks. Learn more at Use Approval Workflows.
Core approval workflows for purchases documents, sales documents, payment journals,
customer cards, and item cards are ready to start as guides. Learn more at Getting
Request a record approval

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, then choose the related link.
The status of the approval entry is updated from Created to Open. The status of the
record, such as a purchase invoice, is updated from Open to Pending Approval and
remains locked for processing until all approvers have approved the record.
When all required approvers have approved the record, the status changes to Released.
You can then continue working with the record.
Cancel approval requests

The following task is performed by an approval user with approver rights.
A customer may want to change an order after it's been submitted for approval. In this
case, you can cancel the approval process, make the necessary changes to the order,
then request approval again.
On the page displaying 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. At this point, the approval process can start again.
Approve or reject approval requests

You can process approval requests on the Requests to Approve page, including
approving multiple requests at a time. Alternatively, you can approve individual records
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 of the record(s) 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, respectively.
If an approver hierarchy is set up, the record status is Pending Approval until all
requested approvers have approved the record. Then the record status changes 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.
Delegate approval requests

To prevent records from piling up or otherwise blocking 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 unavailable or unable to approve requests before the due date.
1. Choose the icon, enter Requests to Approve, then choose the related link.
2. Select one or more lines of approval requests you want to delegate to a substitute
approver, then choose the Delegate action.
A notification to approve the request is sent to the substitute approver.
Manage overdue approval requests

At regular intervals you'll need to remind approval workflow users of overdue approval
requests; you'll use the Send Overdue Approval Notifications function to do so.
The Send Overdue Approval Notifications function checks for all open approval
requests currently overdue. Each approver with 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 last step 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
Workflow
Sales
Incoming Documents
Purchasing

Restrict and Allow Usage of a Record
Article • 09/23/2022
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 the
workflow that controls usage of the record. One workflow response restricts usage of
the record as defined by the workflow event and conditions. The other workflow
response allows usage of the record as defined by the workflow event and conditions.
Two responses exist in the default version of Business Central for this purpose: Add
record restriction and Remove record restriction.
７ Note
The default 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.
７ 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've been approved. The new workflow will be based on the existing Purchase
Invoice Approval Workflow template.
Create a workflow step that restricts posting of

unapproved purchase orders
2. On the Workflows page, choose the New Workflow from Template action. Learn
more at Create Workflows from Workflow Templates.
3. On the Workflow Templates page, choose the Purchase Invoice Approval Workflow
template.
Note that the first two workflow steps are about restricting and then allowing
usage of purchase invoices. Change the event condition on the first step of the
new workflow to specify that it applies to purchase orders.
4. On the Workflow Steps FastTab, choose the On Condition field for the first step,
then, for the Document Type filter, select Order.
5. Proceed to edit, delete, or add other workflow steps to reflect a business process
that begins by restricting unapproved purchase orders from being posted.
See also
Workflow

Article • 09/23/2022
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 in fields
on workflow lines using fixed lists of event and response values representing scenarios
supported by the application code. Learn more at Create Approval Workflows.
７ Note
To view the history and status of workflows using Power Automate integration,
choose the My flows action on the Power Automate page, then choose a flow to
view its run history and status.
To view archived workflow step instances

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
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
Workflow

Article • 09/23/2022
If you're certain a workflow is no longer being used, you can delete it. All workflow step
instances defined in the workflow must have a Completed status.
Ｕ Caution
When you delete a workflow, all information in the workflow is 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 using fixed lists of event and response values representing scenarios
supported by the application code. Learn more at Create Approval Workflows.
Delete a workflow
2. Select the workflow you want to delete.
3. Choose the Delete action.
4. Alternatively, open the workflow you want to delete.
5. On the Workflow page, choose the Delete action.
７ Note
Deleting a workflow requires it to be disabled. To disable a workflow, open it in the

Workflows page, then turn off the Enabled toggle.
See also
Workflow
Article • 02/15/2022
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
processes such as exchanging electronic documents, importing and exporting bank files,
and updating exchange rates for currencies. 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 specifying the data to exchange, and how to exchange it. 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 schema. Set up data Setting Up
exchange definitions. Set up master data for electronic document sending. Set Data
up various bank import/export fields. Exchange
Based on data exchange definitions, send PEPPOL invoices, receive PEPPOL Exchanging
invoices, import bank statements, and export bank payment files. Data
See Also
About the Data Exchange Framework
Use XML Schemas to Prepare Data Exchange Definitions
Setting Up Data Exchange
Exchanging Data
Incoming Documents

Article • 11/04/2022
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 or authorities.
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 business documents as file attachments, you can send and
receive them electronically. An "electronic document" is 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. Trading partners exchange
electronic documents through external document exchange services. By default,
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, Tradeshift, is pre-configured
and ready to be set up for your company. To provide support for other electronic
document formats, you must create new data exchange definitions.
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 business management applications
vary depending on the supplier of the file and the country or region. Business Central
supports import and export of Single Euro Payments Area (SEPA) bank files. Additionally,
the AMC Banking 365 Fundamentals extension lets you connect to a AMC Banking 365
Fundamentals extension provided by an external provider, AMC Consult. For more
information, see Make Payments with the AMC Banking 365 Fundamentals extension or
SEPA Credit Transfer. 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 landing page for your country/region in the
Help.
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.
Intrastat
Business Central uses the Data Exchange Framework for Intrastat reporting where you
can easily create timestamped files in different formats for export. Business Central
contains prepared formats for localized countries/regions as well as for default version.
But you can change the out-of-box report or make your own.
See Also
Incoming Documents

Article • 11/04/2022
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.
them.
To See
Set up the preconfigured document exchange service to enable sending Set Up a Document
and receiving electronic documents from and to Business Central. Exchange Service
Set up the preconfigured OCR service to turn PDF or image files into Set Up Incoming
electronic documents that can be converted to document records in Documents
Business Central
Set up one of two preconfigured services for updated exchange rates to Update Currency
get the latest currency exchange rates into the Currencies page. Exchange Rates
Set up various master data, such as company information, customers, Set Up Electronic
vendors, items, and units of measure, related to mapping data in Business Document Sending
Central and Receiving
Set up a bank account, a vendor, and a payment journal for SEPA credit Set Up SEPA Credit
transfer. Transfer
Prepare bank account formats, payment methods, and customer Collect Payments
agreements for SEPA direct debit. with SEPA Direct
Debit
Set up user authentication and the URL of the AMC Banking 365 Use the AMC
Fundamentals extension provider that is required to have bank files Banking 365
converted to your bank’s format. Fundamentals
extension
Set up and enable an external service that enables you to import bank Set Up the Bank
statements directly as bank feeds. Statement Service
To See
After the Bank Statement service is enabled, link bank accounts in Set Up Bank
Business Central Accounts
Set up data export for Intrastat reporting in Business Central. Set Up Intrastat
Reporting
Prepare to set up a new data exchange definition for a data file or stream Use XML Schemas to
by using the file’s XML schema to prefill the Column Definitions FastTab Prepare Data
on the Posting Exchange Definition page. Exchange Definitions
Set up the Data Exchange Framework to enable users to receive a new Set Up Data
purchase document format, send a new sales document format, import a Exchange Definitions
new bank file, or other data exchange.
See also
Incoming Documents

Set Up a Document Exchange Service
Article • 09/19/2022
As part of the Data Exchange Framework, you can exchange sales and purchase
documents with your trading partners without extra steps, such as attaching the
documents to email messages as PDF files. For example, when you're ready to invoice a
customer, you can post the invoice and send it for payment as a file that your customer
can receive in their business management application. For more information, see
Exchanging Data Electronically.
７ Note
Setting up a document exchange service for Business Central on-premises requires

some additional steps for authorization. For more information, see Settings for
Business Central On-Premises.
Connecting with Trading Partners

Exchanging electronic documents requires a connection to your trading partners. To
make it easy to create a secure connection, Business Central online is configured to use
the Business Central Integration app. The app is available on the Tradeshift App Store,
and all you and your business partners need to do is create a Tradeshift account and
then enable the app. The Business Central Integration app comes in production and
sandbox versions. For example, using the sandbox version is good for testing the
document exchange. You can switch between production and sandbox versions by
turning the Sandbox toggle on or off on the Doc. Exch. Service Setup page. When you
do, the information on the Service FastTab is updated for you.
Alternatively, if you want to use another service, you must provide information to make
the connection. For more information, see To connect to a document exchange service.
To connect to the Business Central Integration

app on Tradeshift
You can quickly create a Tradeshift account and get started with the Business Central
Integration app from the Doc. Exch. Service Setup page. Choose either the Activate
App link in the notification or the App URL field to go to the app in the Tradeshift app
store. On the Login page for Tradeshift, either sign in or sign up.
７ Note
After you sign in to your Tradeshift account, the site might not take you to the page
where you activate the app. To do that, you can click the link on the Doc. Exch.
Service Setup page in Business Central again to go directly to the app.
If you decide to stop using the Business Central Integration app, you should disable it in
the Tradeshift app store.
To connect to a document exchange service

If you prefer to use another document exchange service, you must provide some
information to connect to the service.
1. Choose the icon, enter Document Exchange Service Setup, and then choose the
related link.
2. Fill the fields as described in the following table.
Field Description
User Enter text that can be used to identify your company in document exchange
Agent processes.
Enabled Specify whether the connection to the service is enabled.
Note: When you enable the service at least two job queue entries are created to
send and receive electronic documents. When you disable the service, the job
queue entries are deleted.
Sandbox Specify whether you are connecting to a sandbox version of the document
exchange service.
Sign-up Specify the web page where you sign up for the document exchange service.
URL
App URL Choose the link to open the app store and turn the Business Central Integration
app on or off.
Service Specify the address of the document exchange service, which will be called
URL when you send and receive electronic documents.
Sign-in Specify the URL for the page you use to sign in to the document exchange
URL service. This is the page where you enter your company’s user name and
password.
７ Note
Your sign in credentials are automatically encrypted. You cannot turn off
encryption.
７ Note
If you cannot connect to the document exchange service because of an

authorization issue, it might be because Business Central cannot automatically
renew the access token. For example, this might occur if you have not used
the service for some time. You can renew the token manually by using the
Renew Token action.
Settings for Business Central On-Premises

To connect Business Central on-premises, you must create an app on the Tradeshift App
Store. When you do, use the redirect URL from the Redirect URL field on the Document
Exchange Service Setup page. After you register your app, Tradeshift will provide a
client ID and a client secret. In Business Central, enter those values on the Authorization
FastTab on the Document Exchange Service Setup page.
If you prefer to store the app ID and secret in a different location, you can leave the
Client ID and Client Secret fields blank and write an extension to fetch the ID and secret
from the location. You can provide the secret at runtime by subscribing to the
OnGetClientId and OnGetClientSecret events in codeunit 1410 "Doc. Exch. Service Mgt."
See Also

Set Up Incoming Documents
Article • 09/19/2022
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.
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 Create
Incoming Documents Records.
To set up the Incoming Documents feature

1. Choose the icon, enter Incoming Document Setup, and then choose the related
link.
As part of the setup, you must decide if you want to require approval of incoming
documents. To require approval, you must set up approvers and approval workflows. If
your organization doesn't intend to require approval, you can skip the next section.
Finally, if you use an OCR service to convert PDF or image files representing incoming
documents, you must it set up. Otherwise, you can also skip that section.
To set up approvers of incoming document

records
If you don't want users to create invoices or general journal lines from incoming
document records unless the documents are first approved, set up an approval process
for the incoming documents. 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
To turn PDF and image files into electronic documents that you can convert to invoices,
credit memos, or journal lines, set up the OCR feature. Alternatively, you can create
entries manually to represent the external documents.
1. Choose the icon, enter OCR Service Setup, and then choose the related link.
７ Note
You login data is automatically encrypted.
For more information, see Use OCR to Turn PDF and Image Files into Electronic
Documents.
See also
Incoming Documents
Purchasing

Set Up Electronic Document Sending
and Receiving
Article • 09/19/2022
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.
Field Description
VAT Specify your company's VAT registration number.

Registration
No.
Responsibility If your company is set up with a responsibility center, make sure that the
Center 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 Specify the VAT category.

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 Identify the national body that issues the VAT registration number for the
Scheme 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
Field Description
International Specify the unit of measure code expressed according to the UNECERec20
Standard standard in connection with sending of electronic documents.
Code
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
Field Description
GLN Identify the customer.
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 Specify the customer's VAT registration number. Tip: In supported localized
Registration versions, choose the DrillDown button to use the web service that verifies
No. if the number exists in the national company register.
Responsibility If the customer is set up with a responsibility center, make sure that the
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).
７ 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
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.
Field Description
VAT Specify the vendor's VAT registration number. Tip: In supported localized
Registration versions, choose the DrillDown button to use the web service that verifies
No. if the number exists in the national company register.
Responsibility If the vendor is set up with a responsibility center, make sure that the
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 Specifies the G/L account that is automatically inserted on purchase lines that
Account are created from electronic documents when the incoming document line does
for not contain an identifiable item. Any incoming document line that does not have
Non- a GTIN or the vendor's item number will be converted to a purchase line of type
Item G/L Account, and the No. field on the purchase line will contain the account that
Lines 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 Also
Invoice Sales
Record Purchases

Collect Payments with SEPA Direct Debit
Article • 03/25/2022
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.
７ 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.
７ 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.
3. Set up a payment method. Fill in the direct debit-specific fields as described in the
following table.
Field Description
Direct Specify if the payment method is for SEPA direct debit collection.
Debit
Field Description
Direct Specify the payment terms, such as DON'T PAY, that are displayed on sales
Debit invoices that are paid with SEPA direct debit to indicate to the customer that the
Pmt. payment will be collected automatically. Alternatively, leave the field empty.
Terms
Code
７ Note
Do not enter a value in the Bal. Account No. field.
4. Choose the OK button to close the Payment Methods page.
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
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 Specifies the bank account from which direct-debit payments are
Bank Account collected. This field is filled automatically.
Code
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 Specify the date when the customer signed the direct-debit mandate.
Signature
Sequence Specify if the agreement covers multiple (Recurring) or a single (One Off)
Type direct debit collection.
Expected Specify how many direct debit collections you expect to make. This field is
Number of only relevant if you selected Recurring in the Sequence Type field.
Debits
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 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.
７ Note
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 Specify the earliest payment due date on sales invoices that you want to
Date create a direct-debit collection for.
To Due Specify the latest payment due date on sales invoices that you want to create
Date a direct-debit collection for.
Partner Specify if the direct-debit collection is made for customers of type Company
Type or Person.
Only Specify if a direct-debit collection is created for customers who have a valid
Customers direct-debit mandate. Note: A direct-debit collection is created even if the
With Valid Direct Debit Mandate ID field is not filled on the sales invoice.
Mandate
Only Specify if a direct-debit collection is only created for sales invoices if a valid
Invoices direct-debit mandate is selected in the Direct Debit Mandate ID field on the
With Valid sales invoice.
Mandate
Bank Specify which of your company's bank accounts the collected payment will
Account be transferred to from the customer's bank account.
No.
Bank Specifies the name of the bank account that you select in the Bank Account
Account No. field. This field is filled automatically.
Name
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 Collect Payments with SEPA Direct
Debit.
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
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 Specify the direct debit collection that you want to post payment receipt for.
Debit
Collection
No.
General Specify which general journal template to use for posting the payment receipt,
Journal such as the template for cash receipts.
Template
General Specify which general journal batch to use for posting the payment receipt.
Journal
Batch
Name
Create Select this check box if you do not want to post the payment receipt when you
Journal choose the OK button. The payment receipt will be prepared in the specified
Only journal and will not be posted until someone posts the journal lines in
question.

See Also
Managing Receivables
Service Management

Use the AMC Banking 365
Fundamentals Extension
Article • 09/30/2022
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 .
７ Note
AMC Banking has built additional extensions that work with Business Central. This
topic describes only the Fundamental extension.
７ 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), for example the commonly used Automated
Clearing House (ACH) network, however with a slightly different process.
Use 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.
７ 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
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
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.
Use 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.
７ Note
You must fill in the SWIFT Code and IBAN fields for each bank account.
To export data and submit it to your bank
Ｕ Caution
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.
７ 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

Set Up the Envestnet Yodlee Bank Feeds
Service
Article • 03/31/2022
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
） Important
Due to the Payment Services Directive in Europe (PSD2), after September 14, 2019,
you will no longer be able to automatically import bank statements from banks in
the United Kingdom into Business Central. We are looking into the possibility of
offering this feature again in the future.
７ Note
The Envestnet Yodlee Bank Feeds service is only supported in the online version of
Business Central. To use this functionality on-premises, you must obtain a cobrand
account from Envestnet, and you must add code to integrate with the Yodlee API.
The Envestnet Yodlee Bank Feeds service is only supported in the United States and
Canada. Only banks residing in these countries/regioins are supported, even
though banks from other countries/regions 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/regions. 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.
７ Note
If you use the Set Up Company assisted setup guide, some of the steps in the
following procedures happen automatically when you get to the company bank
account setup. For more information, see Getting Ready for Doing Business.
To enable the bank feed service

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.
７ 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
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.
７ 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.
７ 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.
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.
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,
To link a bank account to an online bank

account
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.
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.
On the Bank Account List page, the Linked check box is selected.
To edit the credentials for an online bank
account
2. Choose the line for a bank account that is linked to an online bank account, and
then choose the Edit Online Bank Account Information action.
3. Update the credentials.
To unlink a bank account

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.
７ 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

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

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.
７ 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.
７ 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

Set Up Bank Accounts
Article • 09/30/2022
You use bank accounts in Business Central to keep track of your banking transactions.
Accounts can be denominated in your local currency or a foreign currency. After you
have set up bank accounts, you can also use the check printing option. The bank
accounts include extra functionality for payment reconciliation, bank reconciliation, and
the import and export of bank files. The bank accounts can also be included in
transactions in the general journals. Each bank account is linked to an account in the
chart of accounts through the assigned bank account posting group. Using a bank
account in a payment transaction will automatically create an entry in both the bank
account and the connected general ledger (G/L) account.
Bank accounts work differently depending on whether a currency code is specified:
If the currency code is blank
All transactions in the bank account are in the local currency (LCY) for the current
company. If a transaction is made to the account in another currency, the amounts
are posted to the account in LCY based on the relevant currency exchange rate.
Any checks issued from this account must be issued in LCY. If the bank account is
used in a journal, the journal line will automatically inherit the blank currency code.
Currency code is specified
All transactions made to and checks issued from this account must be in the same
currency as specified on the account.
You can save time on data entry by making a bank account the default account to use
for the currency specified for the account. If you do, the account is assigned to sales and
service documents that use the currency. To make the account the default for sales and
service documents, on the Bank Account Card page, turn on the Use as Default for
Currency toggle. If needed, you can choose a different account when you're working on
a document.
A bank account is an integral part of Business Central and plays a role in many other
capabilities. The following illustration shows the most important relations:
You can see that creating a bank account makes it available in all the places shown
above, as well as being mirrored in the relevant G/L account and on the Company
Information page.
A bank account is usually monitored daily to make sure any new payments from
customers are registered as quickly as possible. This helps ensure a customer's actual
status is reflected in Business Central. That gives sales people, accountants, and other
employees access to the most relevant and up-to-date information so they avoid
making unnecessary calls to the customer regarding overdue invoices or delays in
shipments.
Another task is to import vendor currency payments with the realized currency rates to
make sure that the actual status of the vendors is up-to-date. Using the payment
reconciliation capability is the easiest way to do that. In the Payment Reconciliation
Journal, you can import bank transactions directly from an online bank application and
have them posted more or less automatically. The journal automatically identifies and
posts the following:
Direct debit payments from customers
Customer payments of single invoices
Lump-sum payments from customers
Customer payments in foreign currencies
Vendor payments
Vendor payments in foreign currency
Recurring vendor payments and subscriptions
Bank charges and interests
Payment reconciliation provides significant time savings in posting incoming and

outgoing payments. However, the transactions on the bank account in Business Central
are not considered 100% correct until you run a bank reconciliation.
Bank reconciliation is how you make sure that the bank account in Business Central
matches the external account at the bank.
In the illustration above, the leftmost side represents the bank account in Business
Central, and the rightmost side represents transactions imported from the bank through
the online bank application. The diagram in the middle shows the transactions from
both sides, which is the bank reconciliation.
From the bank account in Business Central, most transactions should be known to the
physical bank. The few exceptions include the following cases:
Corrections posted in Business Central

Checks issued that have not yet been cashed
Vendor payments not yet approved by the bank
From the physical account at the bank, transactions not identified in the payment
reconciliation journal arrive all the time, such as the following:
New vendor subscriptions

Customer payments without description
Bank interest
Bank charges
Credit card charges not yet reported
The better you are at mapping information in the payment reconciliation journal, the
more transactions are posted automatically and the easier periodic bank reconciliation
becomes.
See in the video below the basic steps to set up a bank account in Business Central.
https://www.microsoft.com/en-us/videoplayer/embed/RE3Vhpl?
２ Warning
Some fields may contain sensitive data, such as the Bank Branch No., Bank
Account No., SWIFT Code, and IBAN Code fields. Learn more at Monitoring
Sensitive Fields.
To set up bank accounts

2. On the Bank Accounts page, choose the New action.
An example would be the Bank Acc. Posting Group field which connects the bank
account to the underlying G/L account in the balance sheet. Learn more at Set Up
Posting Groups.
 Tip
Some fields are hidden until you choose the Show more action, typically because
they are rarely used. Others must be added through personalization. Learn more at
You can create as many bank accounts as you need for your business. For each bank
account, you must specify information that makes the bank account uniquely
identifiable. This information includes the bank's geographical address; number series
for different types of transactions, such as direct debit and credit transfers; the currency
amounts are specified in; and information used for importing bank statements. Hover
To enter an opening balance

To fill the Balance field in 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. Learn more at Reconcile Bank Accounts.
Alternatively, you can implement the opening balance as part of general data
creation in new companies using the Migrate Business Data assisted setup guide.
Learn more at Getting Ready for Doing Business.
） Important
Do not post the opening balance directly to the general ledger. Having entries in
the G/L account that were posted directly to it typically results in you not being
able to reconcile the bank account. With foreign currency bank accounts, such a
practice results in differences accumulating as you post more bank reconciliations.
Usually you post the opening bank balance directly to the bank account, and the
amount ends up in the G/L account. Alternatively, later you can reverse it out of the
G/L account you use to balance the opening general ledger balance. In either case,
you must balance any direct posting to the G/L account before you start your first
bank reconciliation—especially if the bank account is in a foreign currency.
To set up your bank account for import or

export of bank files
The fields related to the import and export of bank feeds and files are on the Transfer
FastTab on the Bank Account Card page. Learn more at Using the AMC Banking 365
Fundamentals Extension and Set Up the Envestnet Yodlee Bank Feeds Service.
2. Open the card for the bank account you'll 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.
７ Note
Different file export services and their formats require different setup values on the
Bank Account Card page. You'll be informed of wrong or missing setup values
when you export the file. 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. and the Transit No. fields be filled in. Learn more at Export Payments
to a Bank File.
The fields on the Transit FastTab on the bank account serve different purposes,
depending on whether the payment is inbound or outbound.
The illustration below shows the route of inbound payments (numbers in the description
correspond with those in illustration):
1. The transactions are exported from the bank account in either a human-readable
.csv format or the bank's own format.
2. The data exchange definition maps the information in the file to the fields in
Business Central. Learn more at Set Up Data Exchange
3. The data export/import setup defines the export or import, and links to the data
exchange definition.
4. The bank statements import format links the import setup to the bank account.
5. The payments are imported through the Payment Reconciliation Journal or the
Bank Account Reconciliation page.
Incoming payments are always imported through the Payment Reconciliation Journal
or directly into the Bank Account Reconciliation page. In contrast, outgoing payments
can originate from any payment journal. The only prerequisite is that the Allow Payment
Export field in the relevant payment journal batch must be selected.
The illustration below shows the route of outbound payments (numbers in the
description correspond with those in illustration):
6. The transactions populate in a payment journal that has been prepared for
exporting payments to file.
7. The bank statements import format links the import setup to the bank account.
8. The data export/import setup defines the export or import, and links to the data
exchange definition.
9. The data exchange definition maps the information in the file to the fields in
Business Central. Learn more at see Set Up Data Exchange
10. The payments are exported from the payment journal and imported into the bank
account.
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 the
export of bank feeds and files. Learn more at Use the AMC Banking 365 Fundamentals
extension and Export Payments to a Bank File.
2. Open the card for the vendor.
4. From the Vendor Bank Accounts List, choose the relevant bank account, or add a
new bank account by choosing New.
5. On the Vendor Bank Account Card page, fill in the fields as necessary. Hover over
 Tip
Some fields are hidden until you choose the Show more action, typically because
they are used rarely. Others must be added through personalization. For more
２ Warning
Some fields on the vendor bank account contain sensitive business data, such as
the Bank Branch No., Bank Account No., SWIFT Code, and IBAN Code. For more
information on how to monitor and be notified when someone changes a value in
those fields, see Monitoring Sensitive Fields.
Changing your bank account

To use a different bank account for your business, you must create the new bank
account in Business Central. We recommend that you do not simply replace the
information about the account you are currently using because that can cause incorrect
data. For example, your opening balance might be incorrect or your bank feed might
stop working correctly. It's important that you keep the current and new accounts
separate.
After you create the new bank account, you should also create a new bank posting
group and assign it to a new general ledger account. You can reuse an existing bank
posting group, and bank transactions will be posted to the same general ledger
accounts as other bank accounts sharing that bank posting group. However, we
recommend that you create a new bank posting group and general ledger account so
that reconciliations are easier to do.
７ Note
Remember that the bank account information on open sales invoices still shows the
original bank account. Accordingly, payments are likely to still be posted to that
account. We recommend that you keep both accounts active for a period of time
after the change.
To get a more condensed view of your cash accounts in financial reporting, use the
Begin-Total and End-Total accounts in your chart of accounts, the Totaling rows in
financial reports, or G/L account categories. Learn more at Business Intelligence and
Financial Reporting section.
See also
Setting Up Banking
Setting Up Posting Groups
Set Up the Envestnet Yodlee Bank Feeds Service
SEPA Direct Debit in Business Central
To set up a bank account for SEPA Credit Transfer
Make Payments with the AMC Banking 365 Fundamentals Extension or SEPA Credit
Transfer
Payment Reconciliation
Understanding the General Ledger and the COA

Use XML Schemas to Prepare Data
Exchange Definitions
Article • 02/15/2022
To enable import/export of data in XML files through the data exchange framework in
Business Central, you can use XML schemas to define which data elements you want to
exchange with Business Central. You perform this work on the XML Schema Viewer
page by loading the XML schema file, selecting the relevant data elements, and then
initializing a data exchange definition.
When you have defined which data elements to include based on the XML schema, you
can use the Generate Data Exchange Definition action to initialize a data exchange
definition based on the selected data elements, which you then complete in the Data
Exchange Framework. This creates a record on the Posting Exchange Definition page
where you continue by defining which elements in the file map to which fields in
Business Central. For more information, see Set Up Data Exchange Definitions.
This topic contains the following procedures:
To load an XML schema file
To select or clear nodes in an XML schema
To generate a data exchange definition that is based on an XML schema
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.
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.
７ 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 Specify the XML schema file that you loaded in step 5 in the "To load an XML
Schema schema file" section.
Code
New Specify the number of the XMLport that is created from this XML schema
XMLport when you choose the Generate XMLport action.
No.
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.

Action Description
Hide Non- Only nodes representing elements that are required according to the XML
Mandatory schema are shown. These nodes are typically indicated by a 1 in the
MinOccurs field.
Choose Show All to reverse the view.
Hide Non- Only nodes where the Selected check box is selected are shown.
Selected
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.
７ 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.
７ 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.
７ Note
In 2019 release wave 1 and earlier versions, you could generate an XMLport that
was based on the schema and then import that into your solution. This is no longer
supported.
See Also
Set Up Data Exchange Definitions
Export Payments to a Bank File

Exchanging Data
Article • 11/04/2022
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.
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 receive Use OCR to Turn PDF and
them back as electronic documents that can be converted to Image Files into Electronic
document records in Business Central. Documents
Receive electronic documents, either from the OCR service or the Receive and Convert
document exchange service, in a standardized format that you Electronic Documents
convert to the relevant document records in Business Central.
Prepare to import a bank statement file into the Payment Set Up the Envestnet Yodlee
Reconciliation Journal page as the first step in reconciling Bank Feeds Service
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 file Export Payments to a Bank
that you upload to your electronic bank account for processing. File
Make electronic payments according to the EU SEPA Credit Making Payments with AMC
Transfer standard. Banking 365 Fundamentals
extension or SEPA Credit
Transfer
To See
Instruct your bank to transfer payment amounts from your Create SEPA Direct Debit
customers’ bank accounts to your company’s account according Collection Entries and Export
to your setup of SEPA direct debit. to a Bank File
Use a service provider of currency exchange rates to update the Update Currency Exchange
Currencies page. Rates
View which file elements are mapped to fields in Business Central Field Mapping When
when importing SEPA CAMT statement files. Importing SEPA CAMT Files
Export data for Intrastat reporting in Business Central. Set Up Intrastat Reporting
View which fields in Business Central are mapped to file elements Field Mapping When
when exporting payment files by using the AMC Banking 365 Exporting Payment Files
Fundamentals extension. Using the AMC Banking 365
Fundamentals extension
See Also
Invoice Sales
Record Purchases
Incoming Documents

Article • 11/04/2022
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, and item catalogs. Learn more at Exchanging Data
Electronically.
To create 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. Learn
more at Use XML Schemas to Prepare Data Exchange Definitions.
Normally, you set up data exchange definitions on the Data Exchange Definition page.
However, for updating currency exchange rates, it is faster to use a currency exchange
rate service. Learn more at Update Currency Exchange Rates.
７ Note
If the file that is being converted is in the XML format, the term "column" in this
article should be interpreted as an "XML element containing data".
This article includes the following procedures:
Create a data exchange definition.

Export a data exchange definition as an XML file for use by others.
Import an XML file for an existing data exchange definition.
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. Learn more in the To describe the formatting of lines and
columns in the file section.
2. On the Data Exchange Mapping page, map columns in the data file to fields in
Business Central. Learn more in the To map columns in the data file to fields in
Business Central section.
To describe the formatting of lines and columns in the file

1. Choose the icon, enter Data Exchange Definitions, then choose the related link.
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 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 a 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 Specify the codeunit that transfers data in and out of tables in Business
Codeunit Central.
Validation Specify the codeunit that is used to validate data against pre-defined
Codeunit business rules.
Reading/Writing Specify the codeunit that processes imported data prior to mapping
Codeunit and exported data after mapping.
Reading/Writing Specify the XMLport through which an imported data file or service
XMLport enters before mapping and through which exported data exits when it is
written to a data file or service after mapping.
Ext. Data Specify the codeunit that transfers external data in and out of the data
Handling exchange framework.
Codeunit
User Feedback Specify the codeunit that does various clean-up after mapping, such as
Codeunit 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.
Field Definition
Column Specify how columns in the data file are separated, if the file is of type
Separator Variable Text.
Header Lines Specify how many header lines exist in the file.
This setting makes sure that the header data isn't imported. Note: This
field is only relevant for import.
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 option makes sure that the header data isn't imported. Note: This
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 option makes sure that the footer data isn't imported. Note: This
 Tip
To see which codeunits Microsoft uses in existing definitions in the standard

product, review the three Codeunit fields on the Field Mapping page, under
the General FastTab, for each definition.
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.
７ 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
Line Type Specifies the type of the line in the file.
Code Enter a code to identify the line in the file.

Field Description
Name Enter a name that describes the line in the file.
Column Specify how many columns the line in the data file has. Note: This field is
Count only relevant for import.
Data Line Specify the position in the related XML schema of the element that
Tag 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.
Parent Specify the line's parent, as displayed in the Code field in cases where the
Code data exchange setup is for files with parent and children entries, such as a
document header and lines.
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. Learn more at Use XML Schemas to Prepare Data Exchange
Definitions.
6. On the Column Definitions FastTab, choose the Get File Structure action.
7. On the Get File Structure page, select the related structure file, then choose OK.
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.
Field Description
Data Specify the format of the data, if any. For example, MM-dd-yyyy if the data
Format 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. Learn more at Standard Date and Time Format Strings.
Data Specify the regional data format, if any. For example, en-US if the data type
Formatting is Decimal to make sure that comma is used as the .000 separator, according
Culture to the US format. Learn more at 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 Specifies a description of the column, for informational purposes.
Path Specify the position of the element in the related XML schema.
Negative- Enter the value that is used in the data file to identify negative amounts, in
Sign data files that cannot contain negative signs. This identifier is then used to
Identifier reverse the identified amounts to negative signs during import. Note: This
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.
Text Specify that the data must include text padding.

Padding
Required
Pad Specify the text padding character.

Character
Justification Specify if the column justification is left or right.
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.
７ 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
another 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.
Learn more at Transformation Rules.
Starting in 2022 release wave 2, you can also group by any field, use the key index to
sort results, and the new transformation types Rounding and Field Lookup.
1. On the Line Definitions FastTab, select the line for which you want to map columns
to fields, 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 Specify if the table that you select in the Table ID field is an intermediate
Intermediate table where the imported data is stored before it is mapped to the target
Table 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. Learn more at Exchanging Data
Electronically.
Name Enter a name for the mapping setup.
Key Index Specifiy the key index to sort the source records before exporting.
Field Description
Pre- Specify the codeunit that prepares the mapping between fields in Business
Mapping Central and external data.
Codeunit
Mapping Specify the codeunit that is used to map the specified columns or XML data
Codeunit elements to fields in Business Central.
Post- Specify the codeunit that completes the mapping between fields in Business
Mapping Central and external data. Note: When using the AMC Banking 365
Codeunit 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 tables, depending
on whether the Use as Intermediate Table field was enabled or not.
With the Use as Intermediate Table toggle off:
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.
Column Specify the caption of the column in the external file that is
Caption mapped to the field in the Target Table ID field when you are using
an intermediate table for data import.
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 ID field on the General FastTab.
Field Caption Specify the caption of the field in the external file that is mapped to
the field in the Target Table ID field, when you are using an
intermediate table for data import.
Optional Specify if the map should be skipped if the field is empty. If you do
not select this option, then an export error will occur if the field is
empty.
Field Description
Transformation Specify the rule that transforms imported text to a supported value
Rule before it can be mapped to a specified field. When you choose a
value in this field, the same value is entered in the Transformation
Rule field in the Data Exch. Field Mapping Buf. table and vice
versa. See the next section for more information on available
transformation rules that can be applied.
Overwrite Specify that the current value will be overwritten by a new value.
Value
Priority Specify the order that the field mappings must be processed. The
field mapping with the highest priority number will be processed
first.
Multiplier Specify a multiplier to be applied on numeric data, including

negative values.
With the Use as Intermediate Table toggle enabled:
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.
Column Specify the caption of the column in the external file that is
Caption mapped to the field in the Target Table ID field when you are using
an intermediate table for data import.
Target Table ID Specify the table that the value in the Column Caption field is
mapped to, when you are using an intermediate table for data
import.
Table Caption 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 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.
Field Caption 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.
Field Description
Validate Only Specify that the element-to-field map is not used to convert data,
but only to validate data.
Transformation Specify the rule that transforms imported text to a supported value
Rule before it can be mapped to a specified field. When you choose a
value in this field, the same value is entered in the Transformation
Rule field in the Data Exch. Field Mapping Buf. table and vice
versa. See the next section for more information on available
transformation rules that can be applied.
Priority Specify the order that the field mappings must be processed. The
field mapping with the highest priority number will be processed
first.
4. On the Field Grouping FastTab, specify rules you want to use to group your fields
when you create the file by filling the fields as described in the following table.
Field Description
Field ID Specifiy the number of the field in the external file that is used for grouping and
this field must be set by user.
Field Specify the caption of the field in the external file that is used for grouping.
Caption
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.

Option Description
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 transformation is useful for
replacing simple values, such as a particular word.
Regular Use a regular expression as part of a find and replace operation. This
Expression - transformation is useful for replacing multiple, or more complex, values.
Replace
Remove Non- Delete characters that are not letters or numbers, such as symbols or special
Alphanumeric characters.
Characters
Date Specify how to display dates. For example, you can transform DD-MM-YYYY to
Formatting YYYY-MM-DD.
Decimal Define rules for decimal placement and rounding precision.

Formatting
Regular Use a regular expression to find one or more values. This rule is similar to the
Expression - Substring and Regular Expression - Replace options.
Match
Custom This transformation rule is an advanced option that requires assistance from a
developer. It enables an integration event 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 section below.
Date and Define how to display the current date and the time of day.
Time
Formatting
Field Lookup Use fields from different tables. To use it you need to follow some rules. First, use
Table ID to specify the ID of the table that contains the record for the field
lookup. Then, in the Source Field ID field, specify the ID of the field that contains
the record for the field lookup. Finally, in the Target Field ID field, specify the ID
of the field to find the record for the field lookup. Optionally, use the Field
Lookup Rule field to specify the type of the field lookup. For the Target field, the
value from the Target Field ID is used, even if it's blank. For the Original If Target
Is Blank field, the original value is used if the target is blank.
Option Description
Round Round the value in this field using some additional rules. First, in the Precision
field, specify a rounding precision. Then, in the Direction field, specify the
rounding direction.
７ Note
Learn more about date and time formatting at Standard Date and Time Format
Strings.
Tip for developers: Example of the custom option

The following example shows how to implement your own transformation code.
AL
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 FastTab, enter an example of a
value that you want to transform, then check the results by choosing Update.
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 task is
described in the following procedure.
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 task is described in the following
procedure.
Import an existing data exchange definition

1. Save the XML file that represents the data exchange definition in an appropriate
location.
3. Choose the Import Data Exchange Definition action.
4. Choose the file that you saved in step 1.
See also
Set Up Data Exchange
Set Up Electronic Document Sending and Receiving
Make Payments with AMC Banking 365 Fundamentals extension or SEPA Credit Transfer
Incoming Documents

Send Electronic Documents
Article • 09/19/2022
The generic version of Business Central supports sending electronic invoices and credit
memos in the PEPPOL format, a format that the largest document exchange service
providers support. A document exchange service provider dispatches electronic
documents between trading partners. To provide support for other electronic document
formats, you use the data exchange framework.
In the generic version of Business Central, a document exchange service is

preconfigured and ready to be set up for your company. For more information, see Set
Up a Document Exchange Service. However, in some cases, you must install an app. For
more information, see Electronic Invoicing FAQ.
To send a sales invoice as an electronic PEPPOL document, you select the Electronic
Document option in the Post and Send dialog box. You can also set up the customer's
default document sending profile from that dialog box. First, you must set up various
master data, such as company information, customers, items, and units of measure.
These are used to identify the business partners and items when converting data in
fields in Set Up Electronic Document Sending and Receiving.
To send an electronic sales invoice

2. Create a new sales invoice.
3. When the sales invoice is ready to be invoiced, choose the Post and Send action.
If the customer's default sending profile is Electronic Document, then it will be

shown in the Post and Send Confirmation dialog box. This way, you just have to
choose the Yes button to post and send the invoice electronically in the selected
format.
4. In the Post and Send Confirmation dialog box, choose the AssistEdit button to the
right of the Send Document to field.
5. In the Send Document to dialog box, in the Electronic Document field, choose
Through Document Exchange 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.
The sales invoice is posted and sent to the customer in the PEPPOL format.
７ 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.
See Also
Invoice Sales
Set Up Document Sending Profiles
Set Up a Document Exchange Service
Electronic Invoicing FAQ

Use OCR to Turn PDF and Image Files
into Electronic Documents
Article • 09/19/2022
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.
As an alternative to sending the file from the Incoming Documents page, the OCR
service can offer the option to process files forwarded to a dedicated email address.
Then, when you receive the electronic document back, a related incoming document
record is created automatically in Business Central.
After some seconds, the OCR service will send the processed file to the Incoming
Documents page as an electronic document record that can be converted to a purchase
invoice for the vendor, a sales invoice, credit memo or a journal entry.
Because OCR is based on optical recognition, it's 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 and fields correctly next time it processes a PDF or
image document for the same vendor. For more information, see 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. This job queue is created automatically when you enable the external OCR service
connection. For more information, see Set Up Incoming Documents.
７ Note
from the Incoming Documents page
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, if no
errors exist.
4. Alternatively, on the Incoming Documents page, select one or more lines, and
then choose the Send to OCR Service action to immediately send the files for
processing.
The value in the OCR Status field changes to Sent, if no errors exist.

by email
From your email application, you can forward 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.
Since no incoming document record exists for the file, a new record will be created
automatically on the Incoming Documents page when the OCR service sends the
resulting electronic document. For more information, see Create Incoming Document
Records.
７ 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 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 aren't 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 action.
This option will get any documents that are completed by the OCR service.
７ 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 sign 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, sign in using the credentials of your OCR service
account. For more information, see 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 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 steps 2 through 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 documents so that the source file is easy to access from Business
Central.
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.
７ 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 references, for document lines of
type Item. For more information, see Use Item References. You can also use the
Text-to-Account Mapping function. For more information, see 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've defined as a
reference or as text-to-account mapping.
Any validation errors, typically related to wrong or missing data in Business Central, will
be shown on the Errors and Warnings FastTab. For more information, see 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 Vendor 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 text to a
bank account. This option is useful, for example, for electronic documents for expenses
that are already paid, and for which 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
5. In the Credit Acc. No. field, enter the credit-type G/L account that will be inserted
７ 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, 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, the OCR service can wrongly interpret
characters in your PDF or image files 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 improve the document recognition.
2. Open an incoming document record that contains data received from the OCR
service that 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
Purchasing

Receive and Convert Electronic
Documents
Article • 09/19/2022
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.
７ 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
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 Also
Managing Payables
Incoming Documents

Set Up the Envestnet Yodlee Bank Feeds
Service
Article • 03/31/2022
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
） Important
Due to the Payment Services Directive in Europe (PSD2), after September 14, 2019,
you will no longer be able to automatically import bank statements from banks in
the United Kingdom into Business Central. We are looking into the possibility of
offering this feature again in the future.
７ Note
The Envestnet Yodlee Bank Feeds service is only supported in the online version of
Business Central. To use this functionality on-premises, you must obtain a cobrand
account from Envestnet, and you must add code to integrate with the Yodlee API.
The Envestnet Yodlee Bank Feeds service is only supported in the United States and
Canada. Only banks residing in these countries/regioins are supported, even
though banks from other countries/regions 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/regions. 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.
７ Note
If you use the Set Up Company assisted setup guide, some of the steps in the
following procedures happen automatically when you get to the company bank
account setup. For more information, see Getting Ready for Doing Business.
To enable the bank feed service

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.
７ 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
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.
７ 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.
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.
７ 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.
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.
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.
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,
To link a bank account to an online bank

account
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.
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.
On the Bank Account List page, the Linked check box is selected.
To edit the credentials for an online bank
account
2. Choose the line for a bank account that is linked to an online bank account, and
then choose the Edit Online Bank Account Information action.
3. Update the credentials.
To unlink a bank account

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.
７ 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

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

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.
７ 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.
７ 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

Make Payments with the AMC Banking
365 Fundamentals extension or SEPA
Credit Transfer
Article • 03/31/2022
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.
７ Note

Clearing House (ACH) network, 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.
７ 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 Use 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.
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
 Tip
This article applies to the generic version of Business Central. In your country or
region, additional required fields may have been added to the various pages. Hover

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 SEPACT.
4. On the General FastTab, in the Credit Transfer Msg. Nos. field, choose a number
series from which numbers are assigned to SEPA credit transfer entries.
5. Make sure the IBAN field is filled.
７ 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

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.
If you have not yet set up a bank for this vendor, you can do so now. For more
information, see To set up vendor bank accounts for export of bank files. 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. In the Batch Name field, choose the drop-down button.
3. On the General Journal Batches page, choose the Edit List action.
4. 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.
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.
７ 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 Use 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 Work 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.
2. Fill in the payment journal lines. For more information, see Record Payments and
Refunds.
７ 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.
７ 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.
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.
７ 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
Use the AMC Banking 365 Fundamentals extension
Managing Payables

Credit Transfer
Article • 03/31/2022
７ Note

７ Note

Extension

Transfer format
 Tip

７ Note



methods


money transfers.
７ Note

customer by check.
Refunds.
７ Note
 Tip
requires.
choose Save.
７ Note
choose Save.

exported.
action.
７ Note
be re-exported.
link.

See Also
Managing Payables

Article • 03/25/2022
７ Note
be EURO.

７ Note
steps:


debit
following table.
Field Description
Debit
Field Description
Terms
Code
７ Note
debit collection.
collection.

agreement
following table.
Field Description
Code
Field Description
Signature
Debits
debit mandate.
debits.

７ Note
be EURO.
link.
action.
following table.
Field Description
Type or Person.
Mandate
Mandate
No.
Name

action.
electronic bank.
collection.

to Rejected.

Debit.


link.
following table.
Field Description
Debit
Collection
No.
Template
Journal
Batch
Name
question.

See Also
Service Management

Field Mapping When Importing SEPA CAMT Files
Article • 01/17/2023
Business Central supports the regional SEPA standards (Single Euro Payments Area) for importing SEPA bank statements
(CAMT format). For more information, see Use 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 Data 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)

Element Path Message Element Data Description Negative- Field Field
Type Sign No. Name
Identifier
Stmt/Ntry/Amt Amount Decimal The amount of money 13 Amount

in the cash entry
Stmt/Ntry/CdtDbtInd CreditDebitIndicator Text Indicates whether the DBIT 13 Amount

entry is a credit or a
debit entry
Stmt/Ntry/BookgDt/Dt Date Date The date when an entry 5 Posting

is posted to an account Date
on the account
servicer's books
Stmt/Ntry/BookgDt/DtTm DateTime DateTime The date and time 5 Posting

when an entry is Date
posted to an account
on the account
servicer's books
Stmt/Ntry/NtryDtls/TxDtls/RltdPties/Dbtr/Nm Name Text The name of the party 1221 Payer

that owes an amount Information
of money to the
(ultimate) creditor
Stmt/Ntry/NtryDtls/TxDtls/RmtInf/Ustrd Unstructured Text Information supplied to 8 Description

enable the
matching/reconciliation
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/AddtlNtryInf AdditionalEntryInformation Text Additional information 1222 Transaction

about the entry Information
CAMT data mapping to fields in the Bank Acc. Reconciliation table

(273)
Element Path Message Data Description Negative-Sign Field Field Name
Element Type Identifier No.
Element Path Message Data Description Negative-Sign Field Field Name
Element Type Identifier No.
Stmt/CreDtTm CreationDateTime Date The date and time when the message was 3 Statement Date
created
Stmt/Bal/Amt Amount Decimal The amount resulting from the netted amounts 4 Statement
for all debit and credit entries Ending Balance
CAMT data mapping to fields in the Bank Acc. Reconciliation Line

table (274)
Type Sign No. Name
Identifier
Stmt/Ntry/Amt Amount Decimal The amount of money 7 Statement

in the cash entry Amount
Stmt/Ntry/CdtDbtInd CreditDebitIndicator Text Indicates whether the DBIT 7 Statement

entry is a credit or a Amount
debit entry
Stmt/Ntry/BookgDt/Dt Date Date The date when an entry 5 Transaction

is posted to an account Date
on the account
servicer's books
Stmt/Ntry/BookgDt/DtTm DateTime DateTime The date and time 5 Transaction

when an entry is Date
posted to an account
on the account
servicer's books
Stmt/Ntry/ValDt/Dt Date Date The date when assets 12 Value Date

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/ValDt/DtTm DateTime DateTime The date and time 12 Value Date

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/NtryDtls/TxDtls/RltdPties/Dbtr/Nm Name Text The name of the party 15 Payer

that owes an amount Information
of money to the
(ultimate) creditor
Type Sign No. Name
Identifier
Stmt/Ntry/NtryDtls/TxDtls/RmtInf/Ustrd Unstructured Text Information supplied to 6 Description

enable the
matching/reconciliation
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/AddtlNtryInf AdditionalEntryInformation Text Additional information 16 Transaction

about the entry Information
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.
） Important
In an import of CAMT bank statements, Business Central expects each transaction to be unique, which means that the
Transaction ID field that comes from the Stmt/Ntry/NtryDtls/TxDtls/Refs/EndToEndId tag in the CAMT file, must be unique
within the open bank account reconciliation. If the information is not present, Business Central ignores the payment. If an
earlier bank reconciliation on the same bank account was posted with the same transaction ID as on the current import,
the current transaction will not automatically reconcile but can still be imported.
See Also
Reconcile Payments Using Automatic Application

Field Mapping When Exporting
Payment Files Using the AMC Banking
365 Fundamentals extension
Article • 03/31/2022
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 Use the AMC Banking 365 Fundamentals extension.
Ｕ Caution
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 .
７ Note

Clearing House (ACH) network, however with a slightly different process.
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 Bank Account Your company's bank
No./IBAN account number (IBAN or
other) that is specified on
the bank account card
Sender Bank Clearing Bank Clearing Bank Account The national bank names
Standard Standard register used for the sender
bank account
Sender Bank Clearing Code Bank Clearing Bank Account The identifier of the
Code 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 The document number of

Line the payment line
Applies-to Ext. Doc. No. Applies-to Ext. General Journal The external document
Doc. No. Line number of the invoice or
credit memo that the
payment line is applied to
Recipient ID Account No. General Journal The customer or vendor

Line number that is specified on
the payment line
Payment Type Bank Data Payment Method The type of bank transfer,
Conversion such as domestic or
Pmt. Type international
Payment Reference Payment General Journal The payment reference of

Reference Line 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

or vendor card
Recipient Name Name Customer/Vendor The recipient name that is

or vendor card
Recipient Country/Region Country/Region Customer/Vendor The recipient

Code Code country/region code that is
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 Customer Bank The recipient bank account
No./IBAN Account/Vendor number (IBAN or other) that
Bank Account is specified on the customer
or vendor bank account
card
Recipient Bank Clearing Bank Clearing Customer Bank The national bank names
Code Standard Account/Vendor register used for the
Bank Account recipient bank account
Recipient Bank Clearing Std. Bank Clearing Customer Bank The identifier of the
Code Account/Vendor recipient bank account in
Bank Account relation to 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 General Journal The message to recipient

Recipient Line that is specified on the
payment line
Amount Amount General Journal The amount on the

Line payment line
Currency Code Currency Code General Journal The currency code on the
Line payment line
Transfer Date Posting Date General Journal The posting date of the
Line payment line
Invoice Amount Original Customer/Vendor The amount on the entry

Amount Ledger Entry that the payment is applied
to
Invoice Date Document Date Customer/Vendor The invoice date on the

Ledger Entry entry that the payment is
applied to
Recipient Bank Address Address Customer Bank The recipient bank account
Account/Vendor address that is specified on
Bank 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 city that is specified on the
the customer or vendor Bank Account customer or vendor bank
bank account card account card
Recipient Bank Name Name Customer Bank The recipient bank account
Account/Vendor name that is specified on
Bank Account the customer or vendor
bank account card
Recipient Bank Country/Region Customer Bank The recipient bank account

Country/Region Code Account/Vendor country/region that is
Bank Account specified on the customer
or vendor bank account
card
Recipient Bank Post Code Post Code Customer Bank The recipient bank account
Account/Vendor post code that is specified
Bank Account on the customer or vendor
bank account card
Sender Bank Address Address Bank Account The sender bank account
address that is specified on
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
Sender Bank Country/Region Bank Account The sender bank account

Country/Region Code 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
General Journal Template Journal General Journal The general journal

Template Name Line template that is used for the
payment line
General Journal Batch Name Journal Batch General Journal The general journal batch
Name Line name that is used for the
payment line
Sender Bank Name - Data Bank Name – Bank Account The sender bank account
Conv. Data Conv. name that is requested by
the AMC Banking 365
Fundamentals extension
and specified on the bank
account card
See Also
Exchanging Data Electronically Use the AMC Banking 365 Fundamentals extension
Make Payments with AMC Banking 365 Fundamentals extension or SEPA Credit Transfer

Financial Management
Article • 09/30/2022
Business Central includes a standard configuration for most financial processes, but you
can change it to suit your business needs. Learn more at Setting Up Finance.
The default configuration includes a chart of accounts and standard posting groups,
which make the process of assigning default general ledger posting accounts to
customers, vendors, and items more efficient.
them.
To See
Apply incoming payments, reconcile bank accounts during Managing Receivables

payment application, and collect outstanding balances.
Make payments, apply outgoing payments, and work with checks. Managing Payables
Ask your customers to submit payment before you ship to them, or Invoicing Prepayments
submit payment to your vendors before they ship to you.
Reconcile and transfer funds between bank accounts. Reconciling Bank Accounts
Set up intercompany partners and process transactions, manually Managing Intercompany

or automatically, between legal entities within the same company. Transactions
Analyze the costs of running your business by allocating actual and Accounting for Costs
budgeted costs of operations, departments, products, and projects
to cost centers.
Manage inventory and manufacturing costs, and report and Managing Inventory Costs
reconcile costs with the general ledger.
Learn about the general ledger and the chart of accounts (COA). Understanding the General
Ledger and the COA
Combine general ledger entries from multiple companies in one Consolidating Financial
virtual consolidated company for financial analysis. Data from Multiple
Companies
Add dimensions for richer business intelligence. Work with Dimensions
Create general ledger (G/L) budgets to forecast different financial Create G/L Budgets
activities and assign dimensions for business intelligence purposes.
To See
Record income and expenses directly in the general ledger without Post Transactions Directly
posting dedicated business documents. to the General Ledger
Reverse entries to undo value postings in the general journal or Reverse Journal Postings
quantity postings on purchase and sales documents. and Undo
Receipts/Shipments
Allocate an entry in a general journal to several different accounts Allocate Costs and Income
when you post the journal.
Assign extra costs, such as freight and physical handling expenses Use Item Charges to
you incur during trade, to the involved items. This way the cost is Account for Additional
reflected in inventory valuation. Trade Costs
Post employee expenses for work-related activities and make Record and Reimburse
reimbursements directly to employee bank accounts. Employees' Expenses
Allocate revenues and expenses to periods other than when the Defer Revenues and
transactions actually posted. Expenses
Learn about the available options to automate sending Work with Recurring
subscription invoices to customers and register recurring revenue. Revenue
Learn how to use additional currencies and update currency Update Currency Exchange
exchange rates automatically. Rates
Import salary transactions from your payroll provider into the Import Payroll Transactions
general ledger.
Calculate value-added tax (VAT) on sales and purchase transactions Work with VAT on Sales and
so you can report the amounts to the tax authorities. Purchases
Prepare a report that lists VAT from sales, and submit the report to Report VAT to Tax
tax authorities in the European Union (EU). Authorities
Manually convert service contracts to change their VAT rate. Convert Service Contracts
that Include VAT Amounts
Monitor the flow of cash in and out of your business. Analyzing Cash Flows in
Your Company
Follow an end-to-end process describing how to use financial Walkthrough: Making Cash
reports to make cash flow forecasts. Flow Forecasts by Using
Financial Reports
Work with financial statements and overviews in Microsoft Excel. Analyzing Financial
Statements in Excel
To See
Learn how to use the Accountant Role Center, engage an external Accountant Experiences in
accountant, and use the Company Hub to manage accounts of Business Central
multiple clients.
Take a video tour

This video introduces some of the key capabilities for managing finances.
https://www.microsoft.com/en-us/videoplayer/embed/RE4Fss4?
See also
Setting Up Finance
Sales
Purchasing
Closing Fiscal Periods
Managing Projects
Importing Data from Other Finance Systems
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Financial Reports and Analytics in
Business Central
Article • 09/30/2022
Financial reporting in Business Central gives financial and business professionals the
power to create, maintain, deploy, and view financial statements. Goes beyond
traditional reporting constraints to help you efficiently design various types of reports.
Business Central includes several reports, tracing functions, and tools to help auditors or
controllers who are responsible for reporting to the finance department. Financial
reporting includes support for dimensions, so account segments or dimensions are
immediately available; no other tools or configuration steps are required.
 Tip
If you have a (online) Business Central production environment, you can click on a
report id below to open the report directly in the product. If you want to stay on
this page, consider holding down CTRL before clicking. In most browsers, the report
will then open in a new browser tab.
Reports
The following table describes some key financial reports.
Report Description ID
Trial Balance Shows the chart of accounts with balances and net changes. You can 6
choose to see a trial balance for selected dimensions or use the report
at the close of an accounting period or fiscal year.
Trial Balance by Shows the opening balance by general ledger account, the movements 38
Period in the selected period of month, quarter, or year, and the resulting
closing balance.
Tip: Can be used to display profit and loss (P&L) with a total for each
month.
Trial Shows a trial balance in comparison to a budget. You can choose to see 9
Balance/Budget a trial balance for selected dimensions. Use this report at the close of an
accounting period or fiscal year.
Detailed Trial Shows a detailed trial balance for selected general ledger accounts. You 4
Balance can define which accounts are included in the report by setting filters.
Use this report at the close of an accounting period or fiscal year.
Trial Shows a trial balance in comparison to the previous year's figures. You 7
Balance/Previous can choose to see a trial balance for selected dimensions. Use this
Year report at the close of an accounting period or fiscal year. The previous
year means the same period one calendar year earlier.
Financial Financial reports can be used to display general ledger accounts in a 25

Report different way than in the chart of accounts. For example, financial
reports can be used to report on key figures.
Consolidated Trial Shows a combined overview of general ledger entries for two or more 17
Balance companies in one consolidated company. Use this to report on
consolidated financial data from multiple companies. Learn more at Set
Up Company Consolidation.
Balance (4) companies in one consolidated company. This version of the report lets
you display up to four business units as columns. Learn more at Set Up
Company Consolidation. Use this to report on consolidated financial
data from multiple companies.
Tasks
The following articles describe some of the key tasks for analyzing the state of your
business:
Analyze Actual Amounts Versus Budgeted Amounts

Set Up and Publish KPI Web Services Based on Financial Reports
Analyze Data by Dimensions
Create Analysis Reports
Create Reports with XBRL
Manage Database Access Intent
See also
Creating Cost Budgets
Report VAT to Tax Authorities
Closing Years and Periods
Use Pre-Closing Reports
Preparing Closing Statements
Accounts Receivable Reports and Analytics
Accounts Payable Reports and Analytics
Fixed Assets Reports and Analytics
Setting Up Finance
Finance
Local Functionality Overview
Accountant Experiences in Dynamics 365 Business Central

Article • 09/19/2022
A regular step in any financial rhythm is to reconcile bank accounts, which requires that
you apply incoming payments to customer or vendor ledger entries to close sales
invoices and purchase credit memos as paid.
While most customers in B2B environments pay some time after delivery, leaving the
posted sales invoices open for the Accounts Receivable department to close (apply)
when payment is received, some sales invoices can be paid immediately, for example
with PayPal. Such invoices are immediately applied as paid when they are posted and,
therefore, do not appear as payments to be processes in AR. For more information, see,
for example, Invoice Sales.
In Business Central, one of the fastest ways to register payments is with the Payment
Reconciliation Journal page by importing a bank statement file or feed. The payments
are applied to open customer or vendor ledger entries based on data matches between
payment text and entry information. You can review and change the matches before you
post the journal, and close bank account ledger entries for ledger entries when you post
the journal. The bank account is reconciled when all payments are applied.
Other pages exist where you can either apply payments or reconcile bank accounts:
The Bank Account Reconciliations page, where you reconcile bank accounts by
matching imported bank statement lines with your system bank account ledger
entries. Here, you can also reconcile check payments. For more information, see
Reconcile Bank Accounts. Here, you cannot apply payments.
The Payment Registration page, where you can manually apply payments received
as cash, check, or bank transaction against a generated list of unpaid sales
documents. Note that this functionality is available only for sales documents. Here,
you cannot apply outgoing payments, and you cannot reconcile bank accounts.
The Cash Receipt Journal page, where you manually post receipts to the relevant
general ledger, customer, or other account by entering a payment line. You can
either apply the receipt or refund to one or more open entries before you post the
cash receipt journal, or from the customer ledger entries. Here, you cannot
reconcile bank accounts.
The Payment Reconciliation Journal page use automatic matching logic that you can
set up on the Payment Application Rules page. For more information, see Set Up Rules
for Automatic Application of Payments.
Other aspects of managing receivables include to collect outstanding balances,
including finance charges and reminders, and to set bank accounts up to allow
customers' payments to be withdrawn from their account automatically.
them.
To See
Apply payments to open customer or vendor ledger entries Applying Payments

based on an imported bank statement file or feed, and Automatically and Reconciling
reconcile the bank account when all payments are applied. Bank Accounts
Apply payments to open customer ledger entries based on a Reconcile Customer Payments
list of unpaid sales documents on the Payment Registration from a List of Unpaid Sales
page. Documents
Post cash receipts or refunds for customers in the cash receipt Reconcile Customer Payments
journal and apply to customer ledger entries, either from the with the Cash Receipt Journal or
journal or from posted ledger entries. from Customer Ledger Entries
Remind customers of overdue amounts, calculate interest and Collect Outstanding Balances
finance charges, and manage accounts receivable.
With your customer’s consent, collect payments directly from Collect Payments with SEPA
the customer’s bank account according, in the Euro currency Direct Debit
only.
Block a customer from being entered on documents or from Block Customers

posting, for example because of insolvency.
Set up a tolerance by which the system closes an invoice even Work with Payment Tolerances
though the payment, including any discount, does not fully and Payment Discount
cover the amount on the invoice. Tolerances
Predict when payments will be made late for sales documents. The Late Payment Prediction
Extension
See Also
Sales
Managing Payables
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Accounts Receivable Reports and
Analytics in Business Central
Article • 03/31/2022
To help you manage your accounts receivable in Business Central, standard reports and
analytics are built in. It moves beyond traditional reporting constraints to help you
efficiently design various types of reports.
Reports
The following table describes some of the key reports in accounts receivable reporting.
Report Description Id
Aged Shows the amount outstanding with customers broken down into time 120
Accounts intervals for the overdue time. The report also displays the part of the
Receivables customers' balance that is not due and can be shown with or without
document details for each customer. This report is the main report for
reconciling customer ledger to G/L. Assuming you have not allowed direct
posting to the accounts used in the customer posting groups' receivables
account, this report is a specification of the amounts you find in G/L.
Customer Generates a customer statement for a specified time interval. It's usually 1316
Statement sent to the customers to give them an overview of outstanding amounts
and also as a reminder to pay any overdue amounts. You can choose to
show the overdue amounts in a separate section. You can include an
aging band similar to the one used in the Aged Receivables report. For
the aging band, you typically set 30D, which means 30 days intervals such
as30, 60, 90, and 90+ days overdue, from the ending date, or 1M+CM,
which will be the current month in a separate interval and then monthly
intervals for the preceding months. Note: In the customer list, this report
also has a separate action, Scheduled Statements. This option does not
filter to the customer you have selected. It's the same report but used
when you want to send statement to all/more customers.
Customer - Shows the open customer ledger entries until the ending date. This report 121
Balance to shows similar content as the customer statement but with no indication if
Date the entry is overdue. Note: The date filter will be applied to the detailed
customer ledger entries. This means that if you have payments later than
the ending date that have been applied to invoices in within the date
range, the invoices will appear in the report as they have not been closed
as per the ending date.
Customer - Shows the net changes for customers for the period specified in the date 129
Trial filter as well as the net change year-to-date for the fiscal year
Balance corresponding to the period selected. The report is grouped by customer
posting groups and will give a different view of the customer ledger than
the Aged Account Receivables report. Note: If you haven't set up any
accounting period, the system will not know what fiscal year to use and
will either show year-to-date from the most recent fiscal year defined or
just select the period, which may or may not be from beginning of a year.
Customer - Shows all the customer ledger entries within the specified date filter. This 104
Detail Trial report is generally used to check that all entries for a specific customer
Balance are accounted for, or other internal checks on customer ledgers.
Customer - Creates a payment receipt for each customer ledger entry of type 211
Payment Payment. If the payment has been applied to invoices, the invoices will be
Receipt specified; otherwise, it will just state the payment amount as unapplied.
This report is used to send to customers that want documentation for
receipt of payment.
Reconcile Shows the G/L entries resulting from posting customer and vendor entries 33
Customer split per G/L account and posting groups. This report is used for
and Vendor reconciling the balances on customer and vendor ledgers to general
Accounts ledger balances.
Customer - This is a legacy version of an accounts receivables aging report. We 109

Summary recommend you use the Aged Accounts Receivables report instead.
Aging
Simp.
Sales Shows amounts for sales, profit, invoice discount, and payment discount 112
Statistics in LCY, and the profit percentage for each customer. The costs and profits
are given as both the original and adjusted amounts. The original costs
and profits are those values that were calculated at the time of posting,
and the adjusted costs and profits reflect changes to the original costs of
the items in the sales. The cost adjustment amount shown in the report is
the difference between the original cost and the adjusted cost.
The figures are divided into three periods. You can select the length of the
period, starting on a selected date. There are also columns for amounts
before and after the three periods. Use the report to analyze earnings
from an individual customer and earnings trends, for example.
In the US, Canada, and Mexico, this report is not available. Instead, use
the Customer Sales Statistics (10047 ) report.
This report can also be used in accounts receivable as it's easier to do a
quick look-up of posted payments, discounts, and sales for a given
customer.
Customer Shows various kinds of basic information for customers, such as customer 101
List posting group, discount group, finance charge and payment information,
salesperson, the customer's default currency and credit limit in your local
currency (LCY), and the customer's current balance (in LCY). The report
can be used, for example, to maintain the information in the Customer
table.
See also
Managing Fixed Assets

Applying Payments Automatically and
Article • 09/19/2022
You must regularly reconcile your bank, receivables, and payables accounts by applying
payments recorded in the bank to their related open (unpaid) invoices and credit
memos or other open entries in Business Central.
You can perform this task on the Payment Reconciliation Journal page, for example, by
importing a bank statement file or feed to quickly register the payments. Payments are
applied to open customer or vendor ledger entries based on matches between payment
text and entry information. You can review and change automatic applications before
you post the journal. You can choose to close any open bank account ledger entries
related to the applied ledger entries when you post the journal. The bank account is
automatically reconciled when all payments are applied.
The logic that governs how payment text is automatically matched with entry
information is set up on the Payment Application Rules page as a number of prioritized
rules that you can edit.
You can also reconcile bank accounts without simultaneously applying payments. You
perform this work on the Bank Acc. Reconciliation page. For more information, see
Reconcile Bank Accounts.
To import bank statements as a bank feed, you must first set up and enable the
Envestnet Yodlee Bank Feed service, and then link your bank accounts to the related
online bank accounts. For more information, see Set Up the Envestnet Yodlee Bank
Feeds Service.
 Tip
You can also import bank statement files in comma or semicolon delimited format
(.CSV). Use the Set up a bank statement file format assisted setup to define bank
statement import formats and attach the format to a bank account. You can then
use these formats when you import bank statements in the Bank Account
Reconciliation page.
Alternatively, you can use the AMC Banking 365 Fundamentals extension to convert a
bank statement file, from any format, to a data stream that you can import into Business
Central. For more information, see Use the AMC Banking 365 Fundamentals extension.
them.
To See
Apply payments to open customer or vendor ledger entries by Reconcile Payments

importing a bank statement, and reconcile the bank account when all Using Automatic
payments are applied. Application
Manually apply payments by viewing detailed information about Review or Apply

matched data and suggestions for candidate open entries to apply Payments After
payments to. Automatic Application
Resolve payments that cannot be applied automatically to their related Reconcile Payments
open ledger entries. For example because the amounts differ, or that Cannot be
because a related ledger entry does not exist. Applied Automatically
Link text on payments to specific customer, vendor, or general ledger Map Text on Recurring
accounts to always post recurring cash receipts or expenses to those Payments to Accounts
accounts when no documents exist to apply to. for Automatic
Reconciliation
Set up the rules to govern how payments/bank transactions should be Set Up Rules for
automatically applied to their related open ledger entries when you use Automatic Application
the Apply Automatically function on the Payment Reconciliation of Payments
Journal page.
See Also
Reconcile Bank Accounts
Sales

Reconcile Payments Using Automatic
Application
Article • 09/30/2022
The Payment Reconciliation Journal page specifies payments, either incoming or

outgoing, that have been recorded as transactions on your online bank account or on a
payment service. You can apply the payments to related open customer, vendor, and
bank account ledger entries. Fill in the on the journal by importing a bank statement as
a bank feed or file or by manually entering transactions that you make through your
payment service.
７ Note
The page offers automatic matching functionality that applies payments to their
related open entries based on a matching of data on a bank statement line (journal
line) with data on one or more open entries. Note that you can overwrite the
suggested automatic applications, and you can choose to not use automatic
application at all. For more information, see step 7.
A payment reconciliation journal is related to one bank account in Business Central. The
bank account represents 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. The bank account will be automatically reconciled for payments
that you post with the journal.
If you use the Payment Reconciliation Journal page to register and apply customer
payments, you can set up the journal to use a specific number series. Afterward, you can
specify the number series in the Payment Reconciliation No. Series field on a bank
account. Using a dedicated number series can make it easier to identify any entries that
were posted through the journal.
Similar to other journals, when you correct posted entries you can reverse entries that
were posted through the payment reconciliation journal from the G/L Register page. For
example, you might want to reverse entries for payments you applied to the wrong
customer. You must first un-apply the posted customer ledger entries. Then you can use
the Reverse Register action in the G/L Register page to reverse the journal that posted
the payments. Alternatively, on the Posted General Journals page, you can use the Copy
Selected Lines to Journal action to reverse specific lines from the posted payment
reconciliaiton journal.
When you use automatic application, Business Central recognizes bank ledger entries
that have already been posted, which helps prevent double-posting.
You can import bank transactions as .csv bank files or other format that your bank
provides. If you want to import bank statements as bank feeds, you must first enable a
dedicated bank integration service, and then link the bank account to its related online
bank account. The payment reconciliation journal will then automatically detect bank
feeds when you choose the 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
won't be imported. You can use the Envestnet Yodlee Bank Feeds service for to get those
transactions, which is preinstalled in some country versions of Business Central. For
more information, see Set Up the Envestnet Yodlee Bank Feeds Service. Alternatively, a
Microsoft partner can help you meet your business or country requirements.
The Map Text to Account action lets you set up mappings between text on payments
and specific debit, credit, and balancing accounts so that such payments are posted to
the specified accounts when you post the payment reconciliation journal. Mapping is
useful, for example, for recurring cash receipts or expenses, such as frequent purchases
of car fuel or bank fees and interest, that regularly occur on the bank statement and
don't need a related business document. (See step 10) For more information, see Map
Text on Recurring Payments to Accounts for Automatic Reconciliation.
Journal lines may have no suggested application, which can happen for various reason.
For example, because a document is missing, or a customer overpaid and there's an
excess amount after applying the payment on another journal line. For such cases, you
can use the Transfer Difference to Account action to create and post the missing
general ledger entry, for example for a refund, that is needed to apply the payment to.
(See step 11) For more information, see Reconcile Payments That Can't be Applied..
You use the Apply Automatically function either automatically when you import a bank
file or feed with payment transactions or when you activate it, to apply payments to
their related open entries based on a matching of text on a bank statement line (journal
line) with text on one or more open entries. This automation is based on rules that you
define on the Payment Application Rules page, where you also define whether an
application suggestion requires review. For more information, see Set Up Rules for
Automatic Application of Payments.
On journal lines where a payment has been applied automatically to one or more open
entries, the Match Confidence field has a value of Low, Medium, or High to indicate the
quality of the data matching that the suggested payment application is based on.
Some payment applications require your review as defined by the used matching rule,
such as lines with Low match confidence. Other lines require your review and manual
change because there's a value in the Difference field. To review one or more payment
applications, choose the Lines to Review or Lines with Difference field at the bottom.
The Payment Application Review page opens showing all relevant information about
the customer or vendor that the payment is applied to, the matching details, and actions
to process the line, such as the Accept Application action. (See steps 7 and 8)
For each journal line on the Payment Reconciliation Journal page, you can open the
Payment Application page to see all candidate open entries for the payment and view
detailed information for each entry about the data matching that a payment application
is based on. Here, you can manually apply payments or reapply payments that were
applied automatically to a wrong entry. (See step 10) For more information, see Review
or Apply Payments After Automatic Application.
７ Note
You can start the bank transactions import at the same time as you open the
Payment Reconciliation Journal page for an existing journal. The following
procedure describes how to import bank transactions into the Payment
Reconciliation Journal page after you have created a new journal.
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 isn't set up for importing bank transactions, Business Central will help you
do that.
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 Envestnet Yodlee Bank Feeds 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 related open
entries, the Match Confidence field indicates the quality of the data matching on
which the suggested payment application is based. Also, the Account Name,
Account Type, and Account No. fields show information about the customer or
vendor that the payment is applied to.
The automatic applications, the matching qualities, and whether lines require
review are controlled by rules. You can edit the rules to adjust the results. For more
information, see Set Up Rules for Automatic Application of Payments.
7. To review, accept/remove, or manually change multiple payment applications that

have a value in the Difference field, choose the Lines with Difference action at the
bottom.
The Payment Application Review page opens and shows the first application to
review. The next application to review will be shown on the page as you process
the preceding one. The review includes information about the customer or vendor
that the payment is applied to, the matching details, and actions to process the
line, such as the Accept Application and Apply Manually actions.
8. To review, accept or remove, or manually change multiple payment applications

that the rule has set to be reviewed, choose the Lines to Review action.
9. To change an automatic application, select a journal line, and then choose the
Apply Manually action to reapply or apply the payment manually on the Payment
Application page. For more information, see Review or Apply Payments After
Automatic Application.
10. 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.
When you've finished your mapping of payment text to accounts, choose the
Apply Manually action.
When text-to-account mapping is set up, the resulting automatic payment

application will contain High - Text-to-Account Mapping in the Match Confidence
field.
11. For a journal line has no suggested application because no ledger entry exists that
it can be applied to, choose the Transfer Difference to Account action to create
and post the missing general ledger entry that is needed to apply the payment to.
For more information, see Reconcile Payments That Can't be Applied.
12. When no more lines require review and the Difference field is blank on all lines,
choose the Post action, and then choose one of the following 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 are closed.
The 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.
７ 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
Sales

Review and Apply Payments Manually
After Automatic Application
Article • 03/31/2022
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.
７ 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.
２ 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.
７ 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
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
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
Sales

Reconcile Payments that Cannot be
Applied Automatically
Article • 03/31/2022
You may sometimes have to handle payments to your bank account that cannot be
applied to a related open customer, vendor or bank account ledger entry. Reasons may
be that no document exists in Business Central that the payment can be applied to, or
the related document in Business Central has a different amount than the transaction
amount, for example, because of currency exchange. On the Payment Reconciliation
Journal page, all transaction amounts for payments that are not yet applied appear in
the Difference field, including amounts that cannot be applied because of reasons such
as the above.
The methods for resolving these types of unapplied payments:
Apply manually
Use text-to-account mapping
Transfer an excess amount to a journal line to create and post the required entry,
such as a refund of an overpayment.
Payments that cannot be applied can appear on payment reconciliation journal lines in
the following different ways:
The value in the Difference field is equal to the value in the Transaction Amount
field, which indicates that no part of the payment can be applied to a related open
customer, vendor, or bank account ledger entry.
The value in the Difference field is lower than the value in the Transaction Amount
field, which indicates that a part of the payment can be applied to a related open
customer, vendor, or bank account ledger entry. The remaining part of the
payment cannot be applied and must be reconciled manually or by posting it
directly to an account.
To reconcile such payments, you can choose the Transfer Difference to Account action
and then specify to which account the amount in the Difference field will be posted
when you post the payment reconciliation journal. You can do this either from the
Payment Reconciliation Journal page or from the Payment Application Review page
that you open by choosing the value in the Match Confidence field or by choosing the
Difference field.
 Tip
Similar functionality exists to set up automatic reconciliation of recurring payments
that cannot be applied to related open customer, vendor, or bank account ledger
entries. For more information, see Map Text on Recurring Payments to Accounts
for Automatic Reconciliation.
To reconcile payments that cannot be applied

automatically
related link.
2. Open a payment reconciliation journal. For more information, see Reconcile
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.
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
Sales

Map Text on Recurring Payments to
Accounts for Automatic Reconciliation
Article • 09/19/2022
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.
７ 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
related link.

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.
７ 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.
７ 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 Bank

Fees
To always post expenses that are related to fees from a specific bank, MyBank, to the
general ledger account for bank charges and fees (account 60400), fill a line on the Text-
to-Account Mapping page as follows.
Mapping Text Debit Acc. No. Credit Acc. No. Bal. Source Type Bal. Source No.
MyBank BLANK 60400 G/L Account BLANK
See also
Sales

Set Up Rules for Automatic Application
of Payments
Article • 09/19/2022
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 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
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.
７ 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
Field Description
Match Specifies your confidence in the application rule that you define on the line.
Confidence
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 Specifies how much information about the customer or vendor, such as address,
Party city name, and bank account number, on the payment reconciliation journal line
Matched 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. Specifies whether text on the payment reconciliation journal line must match with
No./Ext. the value in the Document No. field or the External Document No. field on the
Doc. No. open entry before the application rule will be used to automatically apply the
Matched payment to the open entry.
Amount Specifies how many entries for a customer or vendor must match the amount
Incl. including payment tolerance before the application rule will be used to
Tolerance automatically apply a payment to the open entry.
Matched
Review Specifies whether the automatic payment application is recommended for manual
Required review by the user before posting. Choosing the Lines to Review field on the
Payment Application Journal page starts a guided experience where you can easily
review multiple applications in a sequence on the Payment Application Review
page.
The following table describes the standard payment application rules in Business
Central.
） Important
The payment application rules may be different in your implementation of Business
Central.
Match Priority Related Party Doc. No./Ext. Doc. No. Amount Incl. Tolerance
Confidence Matched Matched 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
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

Match Priority Related Party Doc. No./Ext. Doc. No. Amount Incl. Tolerance
Confidence Matched Matched Matched
Low 5 No No Multiple Matches
See Also
Sales

Reconcile Customer Payments from a
List of Unpaid Sales Documents
Article • 09/30/2022
After customers make electronic payments to your bank account, you must take the
following actions:
Apply each paid amount to the related sales document

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.
７ 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
Use the Register Customer Payments page balance internal accounts by using actual
cash figures to ensure that payments are collected. You can quickly verify and post
individual or lump-sum payments, process discounted payments, and find the unpaid
documents.
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. Lump-sum payments are 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. You can also choose the Setup action on the Register Customer
Payments page.
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 more information. Choose a field to read a
short description of the field or link to related information.
 Tip
To make it easier to later identify entries that were posted through the journal, you
can assign a specific number series to the journal. This is useful if you use payment
reconciliation journals to register and apply payments.
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's 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 amount is the same as the amount in the Remaining
Amount field on the line. For partial payments, this amount 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.
７ 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.
７ 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 isn't represented by line on the Payment Registration page, it
may be because the related document hasn't 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 isn't fully invoiced.
If a payment in the bank isn't represented by a document in Business Central, 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've 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 explain 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. You can also 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 extra 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
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
2. Enter the payment amount in the Amount Received field. The amount is equal to
the amount in the Rem. Amt. after Discount field.
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 continue 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
2. Enter the payment amount in the Amount Received field. The amount is lower
than the amount in the Rem. Amt. after Discount 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
2. Enter the payment amount in the Amount Received field. The amount is more
than the amount in the Rem. Amt. after Discount 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 isn't 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 isn't represented by a line on the Payment Registration page, typically because
the document in question hasn't been fully invoice posted.
On the Document Search page, you can search among documents that aren't 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.
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.
７ 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 10
percent lower and 10 percent higher than the value in the Amount field.
6. Choose the Search action.
The Search function searches among documents that aren't 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 an amount. This information makes it easier to find a specific
document.
If a payment in the bank isn't 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
origin of the payment has been resolved.
To record or post a payment without a related

document
If a payment in the bank isn't 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
origin of the payment has been clarified.
2. Choose the General Journal action.
The General Journal page opens with one line that contains 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. For example, provide the
amount, customer number, or information from the bank statement. For more
information, see Post Transactions Directly to the General Ledger.
You can post the journal line to update the total on the balancing account. You can also
leave the journal line un-posted, 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
Sales

Reconcile Customer Payments with the
Cash Receipt Journal or from Customer
Ledger Entries
Article • 03/31/2022
When you receive a cash payment from a customer or give a cash refund you can apply
the payment or refund to close open debits or credits. You can specify the amount to
apply. For example, you can apply partial payments to customer ledger entries. Closing
customer ledger entries keeps customer statistics, account statements, finance charges,
and so on, up-to-date.
 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 Receipt Journal. This option is described below.
By filling in the Applies-to Doc. No. field on sales credit memo documents. This
option is described below.
By using the Set Applies-to ID action on a customer ledger entry. This option is
described below.
By using the Apply Entries action on the Bank Deposit page, and then entering
the invoice number in the Applies-to ID field. For more information, see Create
Bank Deposits.
７ 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. 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. You can also 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.
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 don't 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 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.
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 don't enter an amount, the maximum amount is
applied.
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 don't 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
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.
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
applied.
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.
To apply posted customer ledger entries

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.
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
applied.
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 isn't selected.
７ 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've 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.
Here's an example. You apply Entry 1 in one currency to Entry 2 in another currency. The
posting date on Entry 1 is used to find the exchange rate to use to convert amounts on
Entry 2. The 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 are created and posted for all
entries. The correcting entries are the same as the originals but have an opposite sign in
the Amount field. The correcting entries include all general ledger entries derived from
the application. For example, the payment discount and currency gains/losses. The
entries that were closed by the application are reopened.
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
Sales

Collect Outstanding Balances
Article • 09/19/2022
Managing receivables includes checking whether amounts due are paid on time. If
customers have overdue payments, you can begin by sending the Customer Statement
report as a reminder. Alternatively, you can issue reminders.
You can use reminders to remind customers about overdue amounts. You can also use
reminders to calculate finance charges, such as interest or fees and include them on the
reminder. Use finance charge memos if you want to debit customers for interest or fees
without reminding them of overdue amounts.
Statements
From the customer card, you can create a statement with that customer's transactions
with you. Then, you send the customer the generated PDF file. Alternatively, use the
Customer Statement report to send your customers an overview of their business with
you. The customer statement can be sent to Excel for further processing.
To send the Customer Statement report

1. Choose the icon, enter Customer Statement, and then choose the related link.
3. Under Output Options, select how to send the report to the customer.
７ Note
If you are using multiple currencies, the Customer Statement report is always
printed in the customer's currency. The last date in a statement period is also used
as the statement date and the aging date, if aging is included.
Reminders
reminders to calculate finance charges such as interest or fees and include them on the
reminder.
Before you can create reminders, you must set up reminder terms and assign them to
your customers. For more information, see Set Up Reminder Terms and Levels. You can
set up an unlimited number of reminder terms. Each set of terms is identified by a code.
Each reminder term has predefined reminder levels. Each reminder level includes rules
about when the reminder will be issued, for example, how many days after the invoice
due date or the date of the previous reminder. The contents of the Finance Charge
Terms page determines whether interest is calculated on the reminder.
You can periodically run the Create Reminders batch job to create reminders for all
customers with overdue balances, or you can manually create a reminder for a specific
customer and have the lines calculated and filled in automatically.
After you create the reminders, you can modify them. The text that appears at the
beginning and end of a reminder is determined by the reminder level terms, and can be
seen in the Description column. If a calculated amount has been inserted automatically
in the beginning or ending text, the text will not be adjusted if you delete lines. Then
you must use the Update Reminder Text function.
A customer ledger entry with the On Hold field filled in will not prompt the creation of a
reminder. However, if a reminder is created on the basis of another entry, an overdue
entry marked on hold will also be included on the reminder. Interest is not calculated on
lines with these entries.
After you have created reminders and made any needed modifications, you can either
print test reports or issue the reminders, typically as email.
To create a reminder automatically

A reminder is similar to an invoice. When you create a reminder, a reminder header as
well as one or more reminder lines must be filled in. You can use a function to create
reminders for all customers automatically.
1. Choose the icon, enter Reminders, and then choose the related link.
2. On the Reminder page, choose the Create Reminders action.
3. On the Create Reminders page, fill in the fields to define how and to whom the
reminders are created.
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.
3. On the General FastTab, fill in the fields as necessary.
4. Choose the Suggest Reminder Lines action.
5. In the Suggest Reminder Lines batch job, fill in the fields to define how and to
whom the reminders are created.
6. Select the Include Entries On Hold check box if you want the reminders to contain
overdue open entries that are on hold.
7. Select the Only Entries with Overdue Amounts check box if you want the
reminders to contain only overdue open entries. Only invoices and payments will
be shown as these are the entries for which your customers' payments may be
overdue.
） Important
Open entries that are on hold will be inserted, irrespective of the setting in the
Only Entries with Overdue Amounts check box.
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.
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
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 Customer 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.
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
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.
７ Note
You use finance charge memos to calculate interest and finance charges and to
inform your customers about interest and finance charges without reminding them
of overdue payments. Alternatively, you can calculate interest on overdue payments
when you create reminders.
Before you can create finance charge memos, you must set up terms. For more
information, see Set Up Finance Charge Terms.
You can manually create a finance charge memo for an individual customer, and fill in
the lines automatically. Alternatively, you can use the Create Finance Charge Memos
function job to create finance charge memos for all or selected customers with overdue
balances.
After you create the finance charge memos, you can modify them. The text that appears
at the beginning and end of the finance charge memo is determined by the finance
charge terms, and can be seen in the Description column on the lines. If a calculated
amount has been inserted automatically in the beginning or ending text, the text will
not be adjusted if you delete lines. Then you must use the Update Finance Charge Text
function.
After you have created finance charge memos and made any needed modifications, you
can either print test reports or issue the finance charge memos, typically as email.
To create a finance charge memo manually

A finance charge memo is similar to an invoice. You can fill in a header manually and
have the lines filled in for you, or you can create finance charge memos for all customers
automatically.
1. Choose the icon, enter Finance Charge Memos, and then choose the related
link.
2. Choose the New action, and then fill in the fields as necessary.
3. Choose Suggest Fin. Charge Memo Lines action.
4. On the Suggest Finance Charge Memo Lines page, set a filter on the Cust. Ledger
Entry FastTab if you want to create finance charge memos only for specific entries.
７ 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.
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.
To issue finance charge memos

can either print test reports or issue the finance charge memos.
the Finance Charge Terms page. This specification determines whether interest and/or
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

In addition, issuing the finance charge memo may result in VAT entries.
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.
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
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.
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.
Multiple Interest rates

For each finance charge term code, you can specify multiple interest rates so that you
can calculate finance charges with multiple interest rates for a specific period. This is
helpful if you charge different interest on payments that are late. The interest calculation
is the same for each financial charge, with variation only in the rate of interest for a
specific period. 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.
See Also
Set Up Reminder Terms and Levels
Set Up Finance Charge Terms
Sales

Article • 03/25/2022
７ Note
be EURO.

７ Note
steps:


debit
following table.
Field Description
Debit
Field Description
Terms
Code
７ Note
debit collection.
collection.

agreement
following table.
Field Description
Code
Field Description
Signature
Debits
debit mandate.
debits.

７ Note
be EURO.
link.
action.
following table.
Field Description
Type or Person.
Mandate
Mandate
No.
Name

action.
electronic bank.
collection.

to Rejected.

Debit.


link.
following table.
Field Description
Debit
Collection
No.
Template
Journal
Batch
Name
question.

See Also
Service Management

Send Reminders of Outstanding
Balances
Article • 09/19/2022
reminder.


overdue.
） Important

Level field.
To issue a reminder


See Also
Set Up Multiple Interest Rates for Delayed Payment
Sales

Block Customers
Article • 02/15/2022
You can block a customer, for example because of insolvency, so that the customer
cannot be added to sales documents or so that no transactions can be posted for the
customer.
In addition to blocking a customer, you can set receivable transactions for the customer
to be on hold in connection with reminders. For more information, see Collect
Outstanding Balances.
The following table describes the options for blocking customers.
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. You can still send reminders
and finance charge memos to the customer.
All No transaction is allowed for this customer, including payments.
To block a customer
2. Select a customer, and then choose the Edit action.
3. In the Blocked field, choose what to block, as described in the table above.
See Also

Work with Payment Tolerances and Payment Discount
Tolerances
Article • 09/19/2022
You can set up a payment tolerance to close an invoice when the payment doesn't fully cover the amount on the invoice. For
example, payment tolerances are typically for small amounts that would cost more to correct than to just accept. You can set up a
payment discount tolerance to grant a payment discount after the payment discount date has passed.
Use payment tolerances so that every outstanding amount has a set maximum allowed payment tolerance. If the payment
tolerance is met, 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's
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 determines whether to display warnings when you apply payment tolerance to multiple documents. The payment
discount tolerance warning displays 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're 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're 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.
７ Note
Enabling the warning message will let choose how to process payments that are within tolerance. If you do not enable the
message, and a tolerance level is specified, invoices with amounts that are within tolerance will be automatically closed and
you cannot choose to leave the remaining amount.
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. For example, 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.
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 Payment Discount Tolerance Posting, Payment Discount Grace Period and Payment
Tolerance Posting fields.
10. Choose the Change Payment Tolerance action.
７ Note
When you choose Apply to Oldest in the Application Method field on a Customer Card page, Business Central will not
automatically post payment tolerances, even when they're within the thresholds set on the General Ledger Setup page.
Business Central assumes that the Apply to Oldest setting indicates that the customer (or you as a customer of your
vendor) has an account with you where they regularly pay the balance. Therefore, remaining amounts shouldn't be
removed by posting a payment tolerance entry.
11. On the Change Payment Tolerance page, fill in the Payment Tolerance % and Max Payment Tolerance Amount fields, and
） 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.
７ Note
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, 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.
） Important
When you enable the Adjust for Payment Discount field on the VAT Posting Setup page, the VAT amount is considered as it
relates to the Payment Tolerances and Payment Discounts amounts, and VAT will be reduced for both of transaction amounts
if they exist. The system can't be configured to use VAT reducing only for one type of transaction.
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.
2. On the General Ledger Setup page, on the Application FastTab, turn on the Payment Tolerance Warning toggle to activate
the warning. To deactivate the warning, turn off the toggle.
７ Note
The default option for the Payment Tolerance Warning page is Leave the Balance as Remaining Amount. The default option
for the Payment Discount 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.
７ 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).
— Inv. Payment Max Payment Payment Payment Payment Tolerance Type All Payment Payment
Discount Payment Discount Discount Date Entries Discount Tolerance
Tolerance Date Tolerance closed Tolerance G/L
Date GL/CL
1 1,000 20 5 01/15/03 01/20/03 <=01/15/03 985 PaymentTolerance Yes 0 -5
2 1,000 20 5 01/15/03 01/20/03 <=01/15/03 980 None Yes 0 0
3 1,000 20 5 01/15/03 c <=01/15/03 975 PaymentTolerance Yes 0 5
4A 1,000 20 5 01/15/03 01/20/03 01/16/03 1005 PaymentDiscountTolerance No, 25 20/-20 0

01/20/03 on the
Payment

01/20/03 on the
Payment

01/20/03 on the
Payment
4B 1,000 20 5 01/15/03 01/20/03 01/16/03 1005 PaymentTolerance Yes 0 -5

01/20/03
Date GL/CL
5B 1,000 20 5 01/15/03 01/20/03 01/16/03 1000 None Yes 0 0

01/20/03
6B 1,000 20 5 01/15/03 01/20/03 01/16/03 995 PaymentTolerance Yes 0 5

01/20/03
7 1,000 20 5 01/15/03 01/20/03 01/16/03 985 PaymentDiscountTolerance Yes 20/-20 -5

01/20/03 & PaymentTolerance
8 1,000 20 5 01/15/03 01/20/03 01/16/03 980 PaymentDiscountTolerance Yes 20/-20 0

01/20/03

10 1,000 20 5 01/15/03 01/20/03 >01/20/03 1005 PaymentTolerance Yes 0 -5
11 1,000 20 5 01/15/03 01/20/03 >01/20/03 1000 None Yes 0 0
12 1,000 20 5 01/15/03 01/20/03 >01/20/03 995 PaymentTolerance Yes 0 5
13 1,000 20 5 01/15/03 01/20/03 >01/20/03 985 None No, 15 0 0

on the
invoice
14 1,000 20 5 01/15/03 01/20/03 >01/20/03 980 None No, 20 0 0

on the
invoice
15 1,000 20 5 01/15/03 01/20/03 >01/20/03 975 None No, 25 0 0

on the
invoice
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 can't be closed, even with tolerance.
(2) Payment Date is between 01/16/03 and 01/20/03 (Scenarios 4-9)

(3) Payment Date is after 01/20/03 (Scenarios 10-15)
(2) If payment falls in these ranges, all application entries cannot be closed even with tolerance.
Example 2 - Tolerance Calculations for Multiple Documents

situations. The examples are limited to scenarios that result in all entries in the application being closed.
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.
Date GL/CL

1,000 30 5 01/17/03 01/22/03 -5
0
2 1,000 60 5 01/15/03 01/20/03 <=01/15/03 1910 None Yes 0 0

1,000 30 5 01/17/03 01/22/03 0
0
3 1,000 60 5 01/15/03 01/20/03 <=01/15/03 1900 PaymentTolerance Yes 0 5

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

1,000 30 5 01/17/03 01/22/03 01/17/03
0 -5
5B 1,000 60 5 01/15/03 01/20/03 01/16/03 1970 None Yes 0 0

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

1,000 30 5 01/17/03 01/22/03 01/17/03
0 5
7A 1,000 60 5 01/15/03 01/20/03 01/16/03 1920 PaymentDiscountTolerance Yes 60/60 -5

1,000 30 5 01/17/03 01/22/03 01/17/03 & PaymentTolerance -5
0/0
8A 1,000 60 5 01/15/03 01/20/03 01/16/03 1910 PaymentDiscountTolerance Yes 60/60 0

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

1,000 30 5 01/17/03 01/22/03 01/17/03 & PaymentTolerance 5

1,000 30 5 01/17/03 01/22/03 01/20/03
0 -5
11B 1,000 60 5 01/15/03 01/20/03 01/18/03 2000 None Yes 0 0

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

1,000 30 5 01/17/03 01/22/03 01/20/03
0 5
13D 1,000 60 5 01/15/03 01/20/03 01/18/03 1980 PaymentDiscountTolerance Yes 0/0 -5

30/-30
14D 1,000 60 5 01/15/03 01/20/03 01/18/03 1970 PaymentDiscountTolerance Yes 0/0 0

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

30/-30
16D 1,000 60 5 01/15/03 01/20/03 01/18/03 1950 PaymentDiscountTolerance Yes 60/-60 -5

0/0
17D 1,000 60 5 01/15/03 01/20/03 01/18/03 1940 PaymentDiscountTolerance Yes 60/-60 0

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

0/0
19A 1,000 60 5 01/15/03 01/20/03 01/18/03 1920 PaymentDiscountTolerance Yes 60/-60 -5

30/-30
20A 1,000 60 5 01/15/03 01/20/03 01/18/03 1910 PaymentDiscountTolerance Yes 60/-60 0

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

30/-30

1,000 30 5 01/17/03 01/22/03 01/22/03
0 -5
23B 1,000 60 5 01/15/03 01/20/03 01/21/03 2000 None Yes 0 0

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

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

30/30

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

30/30

1,000 30 5 01/17/03 01/22/03
29 1,000 60 5 01/15/03 01/20/03 >01/22/03 2000 None Yes 0 0

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

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


(2) If payment falls in these ranges, all application entries can't be closed even with tolerance.

See also
Finance
Setting Up Finance

The Late Payment Prediction Extension
Article • 09/19/2022
Effectively managing receivables is important to the overall financial health of a

business. The Late Payment Prediction extension can help you reduce outstanding
receivables and fine-tune your collections strategy by predicting whether sales invoices
will be paid on time. For example, if a payment is predicted to be late, you might decide
to adjust the terms of payment or the payment method for the customer.
Getting started
When you open a posted sales document, a notification will display at the top of the
page. To use the Late Payment Prediction Extension you can opt in by choosing Enable
in the notification. Alternatively, you can set up the extension manually. For example, if
you regret dismissing the notification.
To enable the extension manually, follow these steps:
1. Choose the icon, enter Late Payment Prediction Setup, and then choose the
related link.
７ Note
If you decide to enable the extension manually, be aware that Business Central will
not allow you to do so if the quality of the model is low. The quality of the model
indicates how accurate the model's predictions are likely to be. Several factors can
impact the quality of a model. For example, there might not have been enough
data, or the data did not contain enough variation. You can view the quality of the
model you are currently using on the Late Payment Prediction Setup page. You
can also specify a minimum threshold for the model quality.
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
 Tip
The Customer Ledger Entries page also shows a FactBox on the right. While you are
reviewing predictions, the information in the Customer Details section can be
helpful. When you choose the invoice in the list, the section shows information
about the customer. It also lets you take immediate action. For example, if a
customer frequently misplaces their wallet, you can open the Customer card from
the FactBox and block the customer for future sales.
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.
Design details
Microsoft deploys and operates number of predictive web services in all regions where
Business Central is available. Access to these web services is included in your Business
Central subscription. For more information, see the Microsoft Dynamics 365 Business
Central Licensing Guide. The guide is available for download on the Business Central
website.
The web-services work in three modes:
Train model. The web service trains the model based on the provided dataset.
Evaluate model. The web service checks whether the model returns reliable data
for the provided dataset.
Predict. Web-service applies the model to the provided dataset to make a
prediction.
These web-services are stateless, meaning they use data only to calculate predictions on
demand. They do not store data.
７ Note
You can use your own predictive web service instead of ours. For more information,
see Create and use your own predictive web service late payment prediction.
Data required to train and evaluate the model

For each Customer ledger entry that has a related Posted Sales Invoice:
Amount (LCY) including Tax

Payment terms in days is calculated as Due Date minus Posting Date.
Whether there is an applied credit memo.
Additionally, the record is enriched with aggregated data from other invoices that are
related to the same customer. This includes the following:
Total number and amount of paid invoices

Total number and amount of invoices that were paid late
Total number and amount of outstanding invoices
Total number and amount of outstanding invoices that are already late
Average days late
Ratio: Number Paid Late/Paid invoices
Ratio: Amount Paid Late/Paid invoices
Ratio: Number Outstanding Late/Outstanding invoices
Ratio: Amount Outstanding Late/Outstanding invoices
７ Note
The information about the customer is not included in the dataset.
Standard model and My model

The Late Payment Prediction extension contains a predictive model that is trained using
data that is representative of a range of small to medium-sized businesses. When you
start posting invoices and receiving payments, Business Central will evaluate whether
the standard model fits your business flow.
If it appears that your processes do not match the standard model, you still can use the
extension but you will need to get more data. Just continue to use Business Central.
７ Note
We use a bit of your compute time each week when we evaluate and re-train the
model.
Business Central runs training and evaluation automalically when there are enough paid
and late invoices are available, however you can run it manually whenever you want.
To train and use your model
related link.
2. In the Selected Model field, choose My Model.
3. Choose the Create My Model action, to train model on your data.
Create and use your own predictive web service

for late payment prediction
You can also create your own predictive web service based on a public model named
Prediction Experiment for Dynamics 365 Business Central. This predictive model is
available online in the Azure AI Gallery. To use the model, follow these steps:
1. Open a browser and go to the Azure AI Gallery .

2. Search for Prediction Experiment for Dynamics 365 Business Central, and then
open the model in Azure Machine Learning Studio.
3. Use your Microsoft account to sign up for a workspace, and then copy the model.
4. Run the model, and publish it as a web service.
5. Make a note of the API URL and API key. You will use these credentials for a cash
flow setup.
related link.
7. Choose the Use My Azure Subscription check box.
8. On the My Model Credentials FastTab, enter the API URL and API key for your
model. .

See also
Azure Machine Learning Studio Documentation
Use Artificial Intelligence in Microsoft Dynamics 365 Business Central

Sales Tax in the Default Version of
Business Central
Article • 07/03/2023
A sales tax is a tax that applies to the purchase of goods and services for consumers and
to the sale of goods and services for businesses. Sales tax, ideally, should apply to all
final consumption with few exemptions. Exemptions in final consumptions depend on
local authorities but, generally speaking, business-to-business transactions are
exempted from sales tax.
Typically, sales taxes apply to the retail sale of goods and services and are a percentage
of the total purchase amount. Retailers are responsible for calculating and collecting
sales tax at the time of purchase.
Business Central is available in countries/regions that use value-added tax (VAT) or that
use sales tax. The default version of Business Central has basic support for sales tax and
richer support in the versions of the application used in the United States and Canada.
） Important
Although sales tax is available in the default version, Microsoft supports the use of
sales tax in the United States and Canada only.
See also
Report Sales Tax in the US
Report Sales Tax in Canada
Financial Management Report VAT to Tax Authorities

Work with Intrastat Reporting
Article • 09/30/2022
All companies in the European Union (EU) 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. Intrastat is the system for collecting trade statistics of goods within these
countries/regions. You use Intrastat Report to complete periodic Intrastat reporting
(typically monthly), collecting, recording, and reporting trade of goods as per local
government legislation.
Intrastat reporting is based on basic EU regulations that apply to all countries/regions;

however, in practice, there are some differences within the individual countries/regions.
Each country/region has its rules of what exactly and how to report.
） Important
This article describes the new Intrastat experience available in Business Central
starting in the 2022 release wave 2, which includes extended features and must be
switched on for existing companies. Contact your administrator to switch on and
set up the new capability.
Read the previous version's Intrastat setup and usage article at Set Up and Report
Intrastat.
７ Note
Intrastat information doesn't apply to the movement of services between

countries/regions, but only goods (Items and Fixed Assets). If the local government
requires registering the movement of services between countries/regions, it can be
done using the Service Declaration feature.
We currently expect this feature to be available from November 2022 as an app at

AppSource . At that time, to use it, you must first install it on the Extension
Management page.
Fill in the Intrastat report

1. Choose the icon, enter Intrastat List, and choose the related link.
2. Choose New action to create a new Intrastat Report.
3. If you need to enter some internal information about the Intrastat Report, fill in
this information in the Description field.
4. In the Statistic Period field, specify the month to report data for. Enter the period
as a four-digit number with no spaces or symbols. Depending on your
country/region, enter either the month first and then the year, or vice versa. For
example, enter either 2206 or 0622 for June 2022.
5. Choose the Suggest Lines action. The Starting Date and Ending Date fields will
already contain the dates specified for the statistics period on the Intrastat report
header.
6. 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. But if you want to use this feature, you must switch
the Amount incl. Item Charges field to Yes.
7. You can eventually set up extra configurations on the Additional FastTab:
a. Skip Recalculation for Zero Amounts to specify that lines without amounts will
not be recalculated during the batch job.
b. Skip Zero Amounts to specify that item ledger entries without amounts will not
be included in the batch job.
c. Show Item Charge Entries to specify if you want to show direct costs that your
company has assigned and posted as item charges.
d. Skip Non-Invoiced Entries to specify if item ledger entries that are shipped or
received but not yet invoiced must be excluded from the process.
8. 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 Report lines. Hover over a field to read a short description.
Modify the Intrastat report

If needed, you can modify the lines, but whenever you change a value in the Intrastat
report line, the Correction field will be automatically marked as Yes. Eventually, you can
add a new line manually if there is a reason for that. To add a new line manually:
1. On the Intrastat Report page, choose the New Line action in the Lines FastTab.
2. Choose the Receipt or Shipment option in the Type field.
3. In the Source Type field, choose one of the sources: Item Entry, FA Entry, or Job
Entry.
4. Based on the Source Type in the Item No. field, you can choose an Item (in both
cases, Item Entry or Job Entry) or Fixed Assets.
5. Fill in other fields as you need for the Intrastat reporting.
７ Note
When you manually add a new line to the Intrastat report, the Date field in the line
must be inside the Statistic Period range you added on the header.
Validate Intrastat lines

After you fill in the Intrastat Report, you can run the Checklist Report action to ensure
that all information in the Intrastat Report is correct. Mandatory fields you have set on
Intrastat Report Checklist page that are missing values will be shown in Errors and
warning FactBox on the Intrastat Report page.
Run the Intrastat Report Checklist report to check Intrastat lines before they are
exported to the required format. The check is run inside the Intrastat Report.
Recalculating weight or supplementary unit of

measure
If you got the error message 'Total Weight' in Intrastat Report Line must not be blank, it is
probably because you didn't have set the Net Weight field on the used source, item, or
fixed asset. In this case, search for the item or fixed asset card and add the required
value. After that, you just need to reopen the Intrastat Report and follow these steps:
1. Choose the Recalc. Weight/Suppl. UOM action to recalculate the Total Weight
and/or Supplementary Quantity.
2. Choose one of the options:

a. Weight – to recalculate only the Total Weight, based on the current information
about Net Weight on the item and fixed asset cards.
b. Supplemental UOM Qty – to recalculate only the Supplementary Quantity on
the Intrastat Report line if it exists, based on the current information about
Supplementary UOM on the item and fixed asset cards.
c. Both – to recalculate both Total Weight and Supplementary Quantity, based
on the current information on the item and fixed asset cards.
Report Intrastat in a file

You can submit the Intrastat report as a file based on different local authorities'
requirements. Before creating the file, you should run the Checklist Report to check if all
lines contain all necessary and valid information. To create a file:
1. Choose the icon, enter Intrastat List, then choose the related link.
2. Choose Intrastat Report you want to report as a file.
3. If you have not already done this, fill in the Intrastat Report manually or choose
the Suggest Lines action.
4. Choose the Create File action.
5. The Intrastat file will be saved in the required format.
Once you create the file, Business Central will automatically fill in the following details
about reporting:
The Export Date to specify the date when the report has been exported.
The Export Time to specify the time when the report has been exported.
７ Note
Next time you create a file, the Export Date and Export Time fields will only keep
information about the last file you created.
Intrastat rules
Grouping lines
In Intrastat Report lines, there is no grouping by any fields. All entries are copied from
the original source, so you can quickly locate them based on the combination of Source
Type and Source Entry No.
Grouping required by authorities will be provided in the exported file. You need to
configure this in the Data Exchange Definition, which is fully configurable. Learn more
at Set Up Data Exchange Definitions.
Fixed assets reporting

Fixed assets will be shown in the Intrastat lines only if:
The FA Posting Type in the VAT Ledger Entry field is Acquisition Cost and if the
Document Type is Invoice in the case of purchases, and
The FA Posting Type in the VAT Ledger Entry field is Proceeds on Disposal and if
the Document Type is Invoice in the case of sales.
Intrastat report statuses

When you work with the Intrastat Report you will see a Status field on the document
header. You can find the following statuses together with related rules:
Open: This status is created automatically when you create a new Intrastat report
and you can make all operations in this status.
Released: Business Central automatically changes the status to Released when you
create a file. From that moment, you cannot modify your Intrastat Report. If you
need to change something and report again, you can use the Reopen action to
reopen the Intrastat report. Once the document is reopened, you can use the
Release action to release the document again.
Reported: Specifies whether the entry has already been reported to the tax
authorities. This is not a regular status but an independent field, and even if you
reopened the Intrastat report, it would still show that the file is already created for
this report.
See also
Set Up Intrastat Reporting

Managing Payables
Article • 09/19/2022
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 reimbursements, Making Payments

prepare check payments, and export payments to a bank file
when posting.
Apply vendor payments automatically to unpaid purchase Applying Payments

invoices by importing a bank statement file. Automatically and Reconciling
Bank Accounts
Apply vendor payments to unpaid purchase invoices manually. Reconcile Vendor Payments
with the Payment Journal or
from Vendor Ledger Entries
Ensure correct inventory valuation by assigning added item Use Item Charges to Account
costs, such as freight, physical handling, insurance, and for Additional Trade Costs
transportation that you incur when purchasing.
To See
Reimburse employees for personal expenses during business Record and Reimburse
activities by making payment to their bank account. Employees' Expenses
See Also
Purchasing
Use Item Charges to Account for Additional Trade Costs
Start a free trial!

in Business Central
Article • 03/31/2022
To help you manage your accounts payable in Business Central, standard reports and
analytics are built in. It moves beyond traditional reporting constraints to help you
efficiently design various types of reports.
Reports
The following table describes some of the key reports in accounts payable reporting.
Aged Shows overdue balances for vendors in overdue time intervals. The overdue 322
Accounts amounts can be shown by due date, posting date, or by document date as
Payable needed. You can choose to show the amounts in local currency (LCY) and print
details of the overdue documents. The time intervals can have headings with
dates or with number of dates overdue, relative to the specified aging by type.
This report is the main report for reconciling vendor ledger to G/L. Assuming
that you have not allowed direct posting to the accounts used in the vendor
posting groups' payables account, this report is a specification of the amounts
you find in the general ledger.
Vendor - Shows the vendor balance by the ending date of the specified date range. You 321
Balance to can choose to display the vendor balance in your local currency (LCY). Select
Date the Include Unapplied Entries field to show entries that have been closed by
the ending date but have been un-applied (opened) at a later date. Select the
Show Entries with Zero Balance to show vendors with a balance of zero by
the ending date of the date filter. The date filter applies to the detailed vendor
ledger entries for the entries in the report. If you have payments later than the
ending date that have been applied to invoices in within the date range, the
invoices will appear in the report as they have not been closed as by the
ending date.
Vendor - Shows the net changes for vendors for the period specified in the date filter 329
Trial as well as the net change year-to-date for the fiscal year corresponding to the
Balance period selected. The report is grouped by vendor posting groups and will give
a different view of the vendor ledger than the Aged Accounts Payable report.
Note: If you haven't set up any accounting period, the system will not know
what fiscal year to use and will either show year-to-date from the most recent
fiscal year defined or just select the period, which may or may not be from
beginning of a year.
Vendor - Shows all the vendor ledger entries within the specified date filter. The report 304
Detail Trial shows the vendor's beginning balances relative to the date filter.
Balance
Purchase Shows purchase statistics for each vendor. This includes information for five 312
Statistics periods, starting on the date that you specify.
The report includes the total purchases, payments, finance charges, and
discount information including the payment discounts taken and lost.
Statistics are calculated for purchases before the date entered, at three one-
month intervals from the date entered, and for a period including all
purchases made after the third one-month interval.
This report can also be used in accounts payable as it's easier to do a quick
look-up of posted payments, discounts, and other transactions for a given
vendor.
Vendor - Legacy report for aged accounts payable. We recommend that you use Aged 305
Summary Accounts Payables report instead. You can choose a period length and a date
Aging to use as set overdue per date.
Payments Shows vendor ledger entries where the On Hold field is not blank. 319
on Hold
Vendor Shows the payment journal with payment discount and tolerance information. 317
Pre- The report can be used to check payments before creating payment files and
Payment posting the journal. Note: The report will show payment discounts incorrectly
Journal when multiple credit memos have been used in an application. In this case,
the payment discount for the additional credit memos will be shown as an un-
applied amount.
Vendor - Shows various kinds of basic information for vendors, such as vendor posting 301
List group, discount and payment information, priority level and the vendor's
default currency, and the vendor's current balance (in LCY). The report can be
used, for example, to maintain the information in the Vendor table.
See also

Making Payments
Article • 09/19/2022
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.
them.
To See
Understand basic functions of the Payment Journal page, Work 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.
To See
Issue checks for vendor payments or customer refunds, either Make Check Payments
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
Transfer standard. Banking 365 Fundamentals
extension or SEPA Credit
Transfer
Pay a vendor by cash or check, and post the payment when Settle Purchase Invoices
you post the invoice. Promptly
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

Article • 02/28/2023
Most financial transactions are posted to the general ledger through documents such as
purchase invoices and sales orders. However, you can also process business activities
such as:
Purchasing
Payments
Using recurring journals to post accruals
Refunding employee expenses by posting journal lines in journals
Most journals are based on the general journal, and you can process all transactions on
the General Journal page. Learn more at Post Transactions Directly to the General
Ledger.
For example, you can use post employee expenses for reimbursement. Learn more at
Record and Reimburse Employees' Expenses.
However, Business Central also offers journals that are optimized for specific types of
transactions, such as the Payment Journal for registering payments. Learn more at
Record Payments and Refunds in the Payment Journal.
You use general journals to post financial transactions to general ledger accounts and
various other accounts. The other accounts include bank, customer, vendor, and
employee accounts. Posting with a general journal creates entries on general ledger
accounts even when, for example, you post a journal line to a customer account. The
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's in
the journal. When you post the journal, the information is transferred to entries on
individual accounts, where it can't be changed. You can, however, unapply posted
entries, and you can post reversing or correcting entries. Learn more at Reverse Journal
７ 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.
Use 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. Learn more at 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 checkbox 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. Learn more at Letting Business
Central Suggest Values.
 Tip
You can add or remove fields in journals by personalizing them. Learn more at
Validating General Journal Batches

You can turn on a background check that will help prevent delays when posting. The
check will notify you when a mistake in the financial journal you're working on will
prevent you from posting the journal. On the General Journal Batch page, you can
choose Background Error Check to have Business Central validate finance journals, such
as general or payment journals, while you're working on them.
When you enable the validation, the Journal Check FactBox will show issues in the
current line and the whole batch. Validation happens when you load a finance journal
batch, and when you choose another journal line. The Issues total tile in the FactBox
shows the total number of issues that Business Central found, and you can choose it to
open an overview of the issues.
You can use the Show Lines with Issues and Show All Lines actions to toggle between
journal lines that do or don't have issues. The Journal Line Details FactBox provides
quick overview and access to data from journal lines, such as the G/L account, customer,
or vendor, and the posting setup for specific accounts.

you work
error.
page.
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. and Bal. Account No. fields
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.
７ Note
VAT is calculated separately for the main account and the balancing account, so
they can use different VAT percentage rates.
Work with recurring journals

you often post with few, if any, changes. For example, transactions for expenses such as
rent, subscriptions, electricity, and heat. Using recurring journals lets you post fixed and
variable amounts, and specify automatic reversal entries for the day after the posting
date. Allocation keys let you divide the recurring entries among various accounts. Learn
more at Allocating Recurring Journal Amounts to Several Accounts.
With a recurring journal, you create the entries that will be posted regularly only one
time. For example, the accounts, dimensions, dimension values, and so on, stay in the
journal after posting. If changes are needed, you can make them each time you post.
Recurring Method field

The Recurring Method field is important. It determines how to treat the amount on the
journal line after posting. For example, if you'll use the same amount every time you
post the line, you can let the amount remain. If you'll 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
F Fixed The amount on the journal line will remain after posting.
V Variable The amount on the journal line will be deleted after posting.
B 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
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
RF The amount on the journal line will remain after posting, and a balancing entry will
Reversing be posted on the next day.
Fixed
RV The amount on the journal line will be deleted after posting, and a balancing entry
Reversing will be posted on the next day.
Variable
RB The posted amount on the account on the line will be allocated among the accounts
Reversing specified for the line on the Allocations page. The balance on the account will be set
Balance to zero, and a balancing entry is posted on the next day.
BD The journal line allocates costs based on a G/L account's balance by dimension.
Balance You'll be prompted to set the dimension filters to be used to calculate the source
by G/L account's balance by dimension from which you want to allocate costs. As an
Dimension alternative, choose the Set Dimension Filters action later.
RBD The journal line allocates costs based on a G/L account's reversing balance by
Reversing dimension. You'll be prompted to set the dimension filters to be used to calculate
Balance the source G/L account's balance by dimension from which you want to allocate
by costs. You can also choose the Set Dimension Filters action later.
Dimension
７ 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 date formula field determines how often to post the entry on the journal line, and it
must be filled in. Learn more at Use 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 day of the 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
won't be posted after this date.
The advantage of using the Expiration Date field is that the line won't be deleted from
the journal immediately. You can enter a later date so that you can use the line in the
future.
If the field is blank, the line will be posted every time until it's deleted from the journal.
Allocating recurring journal amounts to several accounts

On the Recurring General Journal page, you can choose the Allocations action to
specify how to allocate amounts on the recurring journal line to several accounts and
dimensions. Allocation acts as balancing account line for the recurring journal line.
Like a recurring journal, you enter an allocation one time and it stays in the allocation
journal after posting. You don't 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,
dimension value codes in the recurring journal are disregarded when the account is set
to zero. If you allocate a recurring line to dimension values on the Allocations page,
only one reversing entry is created.
７ Note
If you allocate a recurring journal line that contains a dimension value code, don't
enter the same code on the Allocations page. If you do, the dimension values will
be incorrect.
To allocate recurring journal amounts based on dimensions, set the Recurring Method
field to Balance by Dimension or Reversing Balance by Dimension. If the recurring
method in the recurring journal is set to Balance by Dimension or Reversing Balance by
Dimension, dimension value codes in the recurring journal are considered when the
account is set to zero. If you allocate a recurring line to dimension values on the
Allocations page, reversing entries are created that match the number of dimension
value combinations that the balance is comprised of. If you allocate account balance
through a recurring journal that contains a dimension value code, remember to use
Balance by Dimension or Reversing Balance by Dimension to ensure that the
dimension values are correctly balanced or reversed from the source account.
For example, your company has a couple of business units and a handful of
departments that your controllers have set up as dimensions. To speed up the purchase
invoice entry process, you decide to require the accounts payable clerks to enter only
business unit dimensions. Since each business unit has specific allocation keys for the
Department dimension, such as based on the number of employees, you can use the BD
Balance by Dimension or RBD Reversing Balance by Dimension recurring methods to
reallocate expenses for each business unit to the right departments based on the
allocation keys.
７ Note
Dimensions that you set on allocation lines are not automatically calculated, and
you must specify which dimension values must be set on the allocation accounts. In
case you want to preserve the link between the source account dimension and the
allocation account dimension, we recommend that you use the Cost Accounting
capabilities instead.
Example: Allocating Rent Payments to Different Departments
You pay rent monthly, so you've entered the amount on the cash account on a recurring
journal line. On the Allocations page, you can use the Department dimension to divide
the expense among several departments. For example, according to the number of
square feet that each department occupies. The calculation is based on the allocation
percentage on each line. You can allocate in different ways:
Enter different accounts on different allocation lines to divide rental expense

among several accounts.
Enter the same account but use different dimension value codes for the
Department dimension on each line.



Calculate the reversal date

When using recurring general journals to post accruals at the end of a period, it's
important to have full control over reversal entries. On the Recurring General Journals
page, the Reversal Date Calculation field lets you control the date that reversal entries
will be posted when reversal recurring methods are used.
Example
Accruals are typically posted with Fixed, Variable, or Balance recurring methods on the
journal line. The posting date of the posted amount on the account on journal line is
calculated using the recurring frequency. The posting date for the balancing entry is
calculated using the Reversal Date Calculation field, as follows:
If the field is blank, the balancing entry will be posted the next day.
If the field contains a date formula (for example, 5D for five days), the balancing
entry will be posted with a posting date calculated using the reversal date
calculation.
７ Note
By default, the Reversal Date Calculation field is not available on the Recurring
General Journals page. To use the field, you must add it by personalizing the page.
Work with standard journals
When you've created journal lines that you know you're likely to create again later, you
can save them as a standard journal before you post the journal. The same applies for
item journals and general journals.
７ Note
Standard journals might not contain all of the fields you want to include in the
resulting ledger entries. For example, if you're using a standard general journal to
register a payment, the ledger entries won't contain the Payment Method Code
field.
７ Note
The following procedures refer to the item journal, but the information also applies
to the general journal.
To save a standard journal

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've already created one or more standard item journals and you want to
replace one of them with the new set of item journal lines, in the Code field, select
the item journal.
6. Choose OK to verify that you want to replace the content of the existing standard
item journal.
7. To save the values in the Unit Amount field of the standard item journal, choose
the Save Unit Amount field.
8. To save the values in the Quantity field, choose the Save Quantity field.
9. Choose OK to save the standard item journal.
When you save the standard item journal, the Item Journal page displays so you can
post it.
To reuse a standard journal
７ Note
Standard journals don't always have the same fields as general journals. When you
use the Get Standard Journals action to copy the fields to the general journal, the
general journal might have less information than if you created it manually.
2. Choose the Get Standard Journals action.
3. To review a standard item journal before you select it for reuse, choose the Show
Journal action.
Changes you make in a standard item journal are implemented right away, and
they'll be there next time you open or reuse the standard item journal. Be sure that
the change is important enough to generally apply. Otherwise, make the specific
change in the item journal after the standard item journal lines have been added.
See step 4.
4. On the Standard Item Journals page, select the standard item journal to reuse,
and then choose OK.
The item journal contains the lines you saved. If the item journal already has lines,
the new lines appear after them.
If you didn't turn on the Save Unit Amount toggle when you saved the journal, the
Unit Amount field on lines added from the standard journal contain the value from
the Unit Cost field on the item card.
７ Note
If you turned on the Save Unit Amount or Save Quantity toggles when you
saved the journal, make sure the new values are correct before you post the
item journal.
If the inserted item journal lines contain saved unit amounts that you don't
want to post, you can adjust it to the current value of the item.
5. Select the item journal lines you want to adjust, and then choose the Recalculate
Unit Amount action. This action will update the Unit Amount field with the current
unit cost of the item.
To renumber document numbers in journals

To avoid posting errors caused by the document number, you can use the Renumber
Document Numbers action 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. Just choose the Renumber Document Numbers action, and relevant
Document No. fields are then updated. If related journal lines were grouped by
document number before you used the function, they'll 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 made from the document on the journal line to a vendor account.
Accordingly, the Applies-to ID and Applies-to Doc. No. fields will be updated on the
ledger entries.
To renumber documents in journals

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.
2. When you're 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 post the journal.
See Also
Finance
Revalue Inventory in the Revaluation Journal
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
Work with Intercompany Documents and Journals

Record Payments and Refunds in the
Payment Journal
Article • 03/31/2022
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
2. Open the journal batch that is dedicated to payments.
3. If you know who to pay, 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.
To issue a refund check

2. In the Document Type field, select Refund.
3. In the External Document No. field, use this as a reference for the refund check
(for example, return order number).
4. In the Account Type field, select Customer.
5. In the Account No. field, select the customer's account number that the refund
check is being issued to.
6. In the Amount field, enter the amount to be refunded.
7. In the Bal Account Type field, select Bank Account.
8. In the Bal Account No. field, select the bank account the check will come out of.
9. In the Applies To Doc. No. field, select the documents requiring a refund.
10. When all payment journal lines are completed, choose the Post/Print action, then
choose the Post and Print action, and select Yes.
See Also
Make Check Payments
Make Electronic Payments
Managing Payables
Setting Up Banking
Export a Positive Pay file

Suggest Vendor Payments
Article • 09/19/2022
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.
７ 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

2. Open the relevant journal, and then choose the Suggest Vendor Payments action.
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.
７ 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

Make Check Payments
Article • 09/19/2022
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.
７ Note
To make sure that your bank only clears validated checks and amounts, you can
send them a file that contains vendor, check, and payment information. For more
information, see Export a Positive Pay file.
） Important
Your printer must be correctly set up with the check forms, and you must define
which check layout to use. For more information, see Select a Check Layout.
Alternatively, you can send the check as a PDF file, for example.
You can print up to 10 invoices on a page for a check stub. If a check applies to more
than 10 invoices, when you print the stub we void the check on the first page and print
the word VOID on the check. We then print the remainder of the invoices and the total
check amount on the second page.
To pay a vendor invoice with a computer check
customer by check.
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. If your printer is set up to print checks, choose the Print button. Otherwise, choose
the Send to button, select the PDF Document option, choose the OK button, and
then print the PDF document.
The physical checks can now be sent to the vendors for processing. Proceed to
post the payment as applied to the vendor and thereby paid in the system.
Fully applied vendor ledger entries and bank ledger entries are created.
７ 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.
） Important
If the check is applied to an invoice, unapply the check first so that the invoice can
be repaid, and then void the check. If the check was printed and did not pay an
invoice, then choose Void Check Only as described in this section.
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.
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

Credit Transfer
Article • 03/31/2022
７ Note

７ Note

Extension

Transfer format
 Tip

７ Note



methods


money transfers.
７ Note

customer by check.
Refunds.
７ Note
 Tip
requires.
choose Save.
７ Note
choose Save.

exported.
action.
７ Note
be re-exported.
link.

See Also
Managing Payables

Settle Purchase Invoices Promptly
Article • 03/31/2022
If you need to pay the vendor by cash or check, you can post the payment when you
post the invoice.
７ Note
If you frequently pay purchase invoices in cash, check, or bank transfer, it is a good
idea to set up a specific payment method with a balancing account and enter this
method in the Payment Method field on the vendor card. The balancing account
number is inserted automatically on the invoice header every time you create a new
invoice. For more information, see Defining Payment Methods.
To settle purchase invoices promptly

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
contact a Microsoft partner who can add the fields through code.
This customization is only required if you do not specify balancing accounts on the
payment methods as describe above.
See Also
Managing Payables
Purchasing

Export a Positive Pay File
Article • 03/31/2022
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

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

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.
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

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
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

Article • 09/19/2022
Feeds Service.
 Tip
them.
To See


Reconciliation
Journal page.
See Also
Sales

Reconcile Payments Using Automatic
Application
Article • 09/30/2022
The Payment Reconciliation Journal page specifies payments, either incoming or

outgoing, that have been recorded as transactions on your online bank account or on a
payment service. You can apply the payments to related open customer, vendor, and
bank account ledger entries. Fill in the on the journal by importing a bank statement as
a bank feed or file or by manually entering transactions that you make through your
payment service.
７ Note
The page offers automatic matching functionality that applies payments to their
related open entries based on a matching of data on a bank statement line (journal
line) with data on one or more open entries. Note that you can overwrite the
suggested automatic applications, and you can choose to not use automatic
application at all. For more information, see step 7.
A payment reconciliation journal is related to one bank account in Business Central. The
bank account represents 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. The bank account will be automatically reconciled for payments
that you post with the journal.
If you use the Payment Reconciliation Journal page to register and apply customer
payments, you can set up the journal to use a specific number series. Afterward, you can
specify the number series in the Payment Reconciliation No. Series field on a bank
account. Using a dedicated number series can make it easier to identify any entries that
were posted through the journal.
Similar to other journals, when you correct posted entries you can reverse entries that
were posted through the payment reconciliation journal from the G/L Register page. For
example, you might want to reverse entries for payments you applied to the wrong
customer. You must first un-apply the posted customer ledger entries. Then you can use
the Reverse Register action in the G/L Register page to reverse the journal that posted
the payments. Alternatively, on the Posted General Journals page, you can use the Copy
Selected Lines to Journal action to reverse specific lines from the posted payment
reconciliaiton journal.
When you use automatic application, Business Central recognizes bank ledger entries
that have already been posted, which helps prevent double-posting.
You can import bank transactions as .csv bank files or other format that your bank
provides. If you want to import bank statements as bank feeds, you must first enable a
dedicated bank integration service, and then link the bank account to its related online
bank account. The payment reconciliation journal will then automatically detect bank
feeds when you choose the 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
won't be imported. You can use the Envestnet Yodlee Bank Feeds service for to get those
transactions, which is preinstalled in some country versions of Business Central. For
more information, see Set Up the Envestnet Yodlee Bank Feeds Service. Alternatively, a
Microsoft partner can help you meet your business or country requirements.
The Map Text to Account action lets you set up mappings between text on payments
and specific debit, credit, and balancing accounts so that such payments are posted to
the specified accounts when you post the payment reconciliation journal. Mapping is
useful, for example, for recurring cash receipts or expenses, such as frequent purchases
of car fuel or bank fees and interest, that regularly occur on the bank statement and
don't need a related business document. (See step 10) For more information, see Map
Text on Recurring Payments to Accounts for Automatic Reconciliation.
Journal lines may have no suggested application, which can happen for various reason.
For example, because a document is missing, or a customer overpaid and there's an
excess amount after applying the payment on another journal line. For such cases, you
can use the Transfer Difference to Account action to create and post the missing
general ledger entry, for example for a refund, that is needed to apply the payment to.
(See step 11) For more information, see Reconcile Payments That Can't be Applied..
You use the Apply Automatically function either automatically when you import a bank
file or feed with payment transactions or when you activate it, to apply payments to
their related open entries based on a matching of text on a bank statement line (journal
line) with text on one or more open entries. This automation is based on rules that you
define on the Payment Application Rules page, where you also define whether an
application suggestion requires review. For more information, see Set Up Rules for
Automatic Application of Payments.
On journal lines where a payment has been applied automatically to one or more open
entries, the Match Confidence field has a value of Low, Medium, or High to indicate the
quality of the data matching that the suggested payment application is based on.
Some payment applications require your review as defined by the used matching rule,
such as lines with Low match confidence. Other lines require your review and manual
change because there's a value in the Difference field. To review one or more payment
applications, choose the Lines to Review or Lines with Difference field at the bottom.
The Payment Application Review page opens showing all relevant information about
the customer or vendor that the payment is applied to, the matching details, and actions
to process the line, such as the Accept Application action. (See steps 7 and 8)
For each journal line on the Payment Reconciliation Journal page, you can open the
Payment Application page to see all candidate open entries for the payment and view
detailed information for each entry about the data matching that a payment application
is based on. Here, you can manually apply payments or reapply payments that were
applied automatically to a wrong entry. (See step 10) For more information, see Review
or Apply Payments After Automatic Application.
７ Note
You can start the bank transactions import at the same time as you open the
Payment Reconciliation Journal page for an existing journal. The following
procedure describes how to import bank transactions into the Payment
Reconciliation Journal page after you have created a new journal.
To reconcile payments using automatic

application
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 isn't set up for importing bank transactions, Business Central will help you
do that.
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 Envestnet Yodlee Bank Feeds 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 related open
entries, the Match Confidence field indicates the quality of the data matching on
which the suggested payment application is based. Also, the Account Name,
Account Type, and Account No. fields show information about the customer or
vendor that the payment is applied to.
The automatic applications, the matching qualities, and whether lines require
review are controlled by rules. You can edit the rules to adjust the results. For more
information, see Set Up Rules for Automatic Application of Payments.
7. To review, accept/remove, or manually change multiple payment applications that

have a value in the Difference field, choose the Lines with Difference action at the
bottom.
The Payment Application Review page opens and shows the first application to
review. The next application to review will be shown on the page as you process
the preceding one. The review includes information about the customer or vendor
that the payment is applied to, the matching details, and actions to process the
line, such as the Accept Application and Apply Manually actions.
8. To review, accept or remove, or manually change multiple payment applications

that the rule has set to be reviewed, choose the Lines to Review action.
9. To change an automatic application, select a journal line, and then choose the
Apply Manually action to reapply or apply the payment manually on the Payment
Application page. For more information, see Review or Apply Payments After
10. 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.
When you've finished your mapping of payment text to accounts, choose the
Apply Manually action.
When text-to-account mapping is set up, the resulting automatic payment

application will contain High - Text-to-Account Mapping in the Match Confidence
field.
11. For a journal line has no suggested application because no ledger entry exists that
it can be applied to, choose the Transfer Difference to Account action to create
and post the missing general ledger entry that is needed to apply the payment to.
For more information, see Reconcile Payments That Can't be Applied.
12. When no more lines require review and the Difference field is blank on all lines,
choose the Post action, and then choose one of the following 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 are closed.
The 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.
７ 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
Sales

Review and Apply Payments Manually
After Automatic Application
Article • 03/31/2022
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.
７ 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.
２ 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.
７ 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
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
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
Sales

Reconcile Payments that Cannot be
Applied Automatically
Article • 03/31/2022
You may sometimes have to handle payments to your bank account that cannot be
applied to a related open customer, vendor or bank account ledger entry. Reasons may
be that no document exists in Business Central that the payment can be applied to, or
the related document in Business Central has a different amount than the transaction
amount, for example, because of currency exchange. On the Payment Reconciliation
Journal page, all transaction amounts for payments that are not yet applied appear in
the Difference field, including amounts that cannot be applied because of reasons such
as the above.
The methods for resolving these types of unapplied payments:
Apply manually
Use text-to-account mapping
Transfer an excess amount to a journal line to create and post the required entry,
such as a refund of an overpayment.
Payments that cannot be applied can appear on payment reconciliation journal lines in
the following different ways:
The value in the Difference field is equal to the value in the Transaction Amount
field, which indicates that no part of the payment can be applied to a related open
customer, vendor, or bank account ledger entry.
The value in the Difference field is lower than the value in the Transaction Amount
field, which indicates that a part of the payment can be applied to a related open
customer, vendor, or bank account ledger entry. The remaining part of the
payment cannot be applied and must be reconciled manually or by posting it
directly to an account.
To reconcile such payments, you can choose the Transfer Difference to Account action
and then specify to which account the amount in the Difference field will be posted
when you post the payment reconciliation journal. You can do this either from the
Payment Reconciliation Journal page or from the Payment Application Review page
that you open by choosing the value in the Match Confidence field or by choosing the
Difference field.
 Tip
Similar functionality exists to set up automatic reconciliation of recurring payments
that cannot be applied to related open customer, vendor, or bank account ledger
entries. For more information, see Map Text on Recurring Payments to Accounts
for Automatic Reconciliation.
To reconcile payments that cannot be applied

automatically
related link.
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.
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
Sales

Map Text on Recurring Payments to
Accounts for Automatic Reconciliation
Article • 09/19/2022
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.
７ 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
related link.

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.
７ 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.
７ 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 Bank

Fees
To always post expenses that are related to fees from a specific bank, MyBank, to the
general ledger account for bank charges and fees (account 60400), fill a line on the Text-
to-Account Mapping page as follows.
Mapping Text Debit Acc. No. Credit Acc. No. Bal. Source Type Bal. Source No.
MyBank BLANK 60400 G/L Account BLANK
See also
Sales

Reconcile Vendor Payments with the
Payment Journal or from Vendor Ledger
Entries
Article • 03/31/2022
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.
７ 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.
７ 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
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.
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.

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.

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

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.

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
2. Open the journal you want, and fill in the first empty journal line using a currency
code.
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.
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

Article • 09/19/2022
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.
reminders to calculate finance charges, such as interest or fees and include them on the
reminder. Use finance charge memos if you want to debit customers for interest or fees
without reminding them of overdue amounts.
Statements
From the customer card, you can create a statement with that customer's transactions
with you. Then, you send the customer the generated PDF file. Alternatively, use the
Customer Statement report to send your customers an overview of their business with
you. The customer statement can be sent to Excel for further processing.
To send the Customer Statement report

1. Choose the icon, enter Customer Statement, and then choose the related link.
3. Under Output Options, select how to send the report to the customer.
７ Note
If you are using multiple currencies, the Customer Statement report is always
printed in the customer's currency. The last date in a statement period is also used
as the statement date and the aging date, if aging is included.
Reminders
reminder.


overdue.
） Important

Level field.
To issue a reminder


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.
７ Note
You use finance charge memos to calculate interest and finance charges and to
inform your customers about interest and finance charges without reminding them
of overdue payments. Alternatively, you can calculate interest on overdue payments
when you create reminders.
Before you can create finance charge memos, you must set up terms. For more
information, see Set Up Finance Charge Terms.
You can manually create a finance charge memo for an individual customer, and fill in
the lines automatically. Alternatively, you can use the Create Finance Charge Memos
function job to create finance charge memos for all or selected customers with overdue
balances.
After you create the finance charge memos, you can modify them. The text that appears
at the beginning and end of the finance charge memo is determined by the finance
charge terms, and can be seen in the Description column on the lines. If a calculated
amount has been inserted automatically in the beginning or ending text, the text will
not be adjusted if you delete lines. Then you must use the Update Finance Charge Text
function.
can either print test reports or issue the finance charge memos, typically as email.
To create a finance charge memo manually

A finance charge memo is similar to an invoice. You can fill in a header manually and
have the lines filled in for you, or you can create finance charge memos for all customers
automatically.
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.
７ 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.
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.
To issue finance charge memos

can either print test reports or issue the finance charge memos.
the Finance Charge Terms page. This specification determines whether interest and/or
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

In addition, issuing the finance charge memo may result in VAT entries.
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.
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
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.
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.
Multiple Interest rates

For each finance charge term code, you can specify multiple interest rates so that you
can calculate finance charges with multiple interest rates for a specific period. This is
helpful if you charge different interest on payments that are late. The interest calculation
is the same for each financial charge, with variation only in the rate of interest for a
specific period. 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.
See Also
Sales

Article • 03/25/2022
７ Note
be EURO.

７ Note
steps:


debit
following table.
Field Description
Debit
Field Description
Terms
Code
７ Note
debit collection.
collection.

agreement
following table.
Field Description
Code
Field Description
Signature
Debits
debit mandate.
debits.

７ Note
be EURO.
link.
action.
following table.
Field Description
Type or Person.
Mandate
Mandate
No.
Name

action.
electronic bank.
collection.

to Rejected.

Debit.


link.
following table.
Field Description
Debit
Collection
No.
Template
Journal
Batch
Name
question.

See Also
Service Management

Block Vendors
Article • 03/04/2022
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
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
Article • 04/03/2023
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 other 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 your inventory value, you can use item
charges for the following tasks:
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. The numbers include to which G/L accounts to post
costs related to sales, purchases, and inventory adjustments. 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 G/L account is retrieved. The account that's retrieved is selected
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 that lists the items that the item charge relate to. Typically, you
do this for documents that aren't 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.
７ 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 extra shipping cost as part of inventory costing.
https://www.microsoft.com/en-us/videoplayer/embed/RE4b0SB?
To set up item charge numbers

You use item charge numbers to distinguish between the different kinds of item
charges.
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.
To assign an item charge directly to the

purchase invoice for the item
If you know the item charge when you post a purchase invoice for the item, follow this
procedure.
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've 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.
Do the following steps to 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.
Handle item charges for partial receipts

Let's explore an example of how to handle item charges for a partial receipt.
You have a purchase order with three lines:
Two lines are for items.

One line captures item charges allocated across the items by amount.
When the items are delivered, you find that one of the items is missing, so you can't
mark that line as received. You can receive and post the purchase invoice for the second
item only, and deal with the missing item later.
To handle the item cost for the partial receipt, on the Item Charge Assignment page,
enter 0 in the Quantity to Handle field on the line for the missing item. Then, copy the
value from the Item Charge Qty. to Handle field to the Quantity to Invoice field on the
purchase order lines.
When you're ready to handle the item that was missing, update the Quantity to Handle
field and post the order.
See also
Managing Payables
Record Purchases
Invoice Sales

Work with Payment Tolerances and Payment Discount
Tolerances
Article • 09/19/2022
You can set up a payment tolerance to close an invoice when the payment doesn't fully cover the amount on the invoice. For
example, payment tolerances are typically for small amounts that would cost more to correct than to just accept. You can set up a
payment discount tolerance to grant a payment discount after the payment discount date has passed.
Use payment tolerances so that every outstanding amount has a set maximum allowed payment tolerance. If the payment
tolerance is met, 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's
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 determines whether to display warnings when you apply payment tolerance to multiple documents. The payment
discount tolerance warning displays 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're 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're 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.
７ Note
Enabling the warning message will let choose how to process payments that are within tolerance. If you do not enable the
message, and a tolerance level is specified, invoices with amounts that are within tolerance will be automatically closed and
you cannot choose to leave the remaining amount.
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. For example, 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.
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.
8. Open the General Ledger Setup page.
9. On the Application FastTab, fill in the Payment Discount Tolerance Posting, Payment Discount Grace Period and Payment
Tolerance Posting fields.
10. Choose the Change Payment Tolerance action.
７ Note
When you choose Apply to Oldest in the Application Method field on a Customer Card page, Business Central will not
automatically post payment tolerances, even when they're within the thresholds set on the General Ledger Setup page.
Business Central assumes that the Apply to Oldest setting indicates that the customer (or you as a customer of your
vendor) has an account with you where they regularly pay the balance. Therefore, remaining amounts shouldn't be
removed by posting a payment tolerance entry.
11. On the Change Payment Tolerance page, fill in the Payment Tolerance % and Max Payment Tolerance Amount fields, and
） 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.
７ Note
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, 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.
） Important
When you enable the Adjust for Payment Discount field on the VAT Posting Setup page, the VAT amount is considered as it
relates to the Payment Tolerances and Payment Discounts amounts, and VAT will be reduced for both of transaction amounts
if they exist. The system can't be configured to use VAT reducing only for one type of transaction.
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.
2. On the General Ledger Setup page, on the Application FastTab, turn on the Payment Tolerance Warning toggle to activate
the warning. To deactivate the warning, turn off the toggle.
７ Note
The default option for the Payment Tolerance Warning page is Leave the Balance as Remaining Amount. The default option
for the Payment Discount 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.
2. On the Payments FastTab, select the Block Payment Tolerance check box.
７ 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

situations.
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).
Date GL/CL
2 1,000 20 5 01/15/03 01/20/03 <=01/15/03 980 None Yes 0 0
3 1,000 20 5 01/15/03 c <=01/15/03 975 PaymentTolerance Yes 0 5

01/20/03 on the
Payment

01/20/03 on the
Payment

01/20/03 on the
Payment

01/20/03
Date GL/CL
5B 1,000 20 5 01/15/03 01/20/03 01/16/03 1000 None Yes 0 0

01/20/03

01/20/03
7 1,000 20 5 01/15/03 01/20/03 01/16/03 985 PaymentDiscountTolerance Yes 20/-20 -5


01/20/03

11 1,000 20 5 01/15/03 01/20/03 >01/20/03 1000 None Yes 0 0
13 1,000 20 5 01/15/03 01/20/03 >01/20/03 985 None No, 15 0 0

on the
invoice
14 1,000 20 5 01/15/03 01/20/03 >01/20/03 980 None No, 20 0 0

on the
invoice
15 1,000 20 5 01/15/03 01/20/03 >01/20/03 975 None No, 25 0 0

on the
invoice



(2) If payment falls in these ranges, all application entries cannot be closed even with tolerance.
Example 2 - Tolerance Calculations for Multiple Documents

situations. The examples are limited to scenarios that result in all entries in the application being closed.
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.
Date GL/CL

1,000 30 5 01/17/03 01/22/03 -5
0
2 1,000 60 5 01/15/03 01/20/03 <=01/15/03 1910 None Yes 0 0

1,000 30 5 01/17/03 01/22/03 0
0
3 1,000 60 5 01/15/03 01/20/03 <=01/15/03 1900 PaymentTolerance Yes 0 5

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

1,000 30 5 01/17/03 01/22/03 01/17/03
0 -5
5B 1,000 60 5 01/15/03 01/20/03 01/16/03 1970 None Yes 0 0

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

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

0/0

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


1,000 30 5 01/17/03 01/22/03 01/20/03
0 -5
11B 1,000 60 5 01/15/03 01/20/03 01/18/03 2000 None Yes 0 0

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

1,000 30 5 01/17/03 01/22/03 01/20/03
0 5
13D 1,000 60 5 01/15/03 01/20/03 01/18/03 1980 PaymentDiscountTolerance Yes 0/0 -5

30/-30

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

30/-30
16D 1,000 60 5 01/15/03 01/20/03 01/18/03 1950 PaymentDiscountTolerance Yes 60/-60 -5

0/0

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

0/0
19A 1,000 60 5 01/15/03 01/20/03 01/18/03 1920 PaymentDiscountTolerance Yes 60/-60 -5

30/-30

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

30/-30

1,000 30 5 01/17/03 01/22/03 01/22/03
0 -5
23B 1,000 60 5 01/15/03 01/20/03 01/21/03 2000 None Yes 0 0

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

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

30/30

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

30/30

1,000 30 5 01/17/03 01/22/03
29 1,000 60 5 01/15/03 01/20/03 >01/22/03 2000 None Yes 0 0

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

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



See also
Finance
Setting Up Finance

The Late Payment Prediction Extension
Article • 09/19/2022
Effectively managing receivables is important to the overall financial health of a

business. The Late Payment Prediction extension can help you reduce outstanding
receivables and fine-tune your collections strategy by predicting whether sales invoices
will be paid on time. For example, if a payment is predicted to be late, you might decide
to adjust the terms of payment or the payment method for the customer.
Getting started
When you open a posted sales document, a notification will display at the top of the
page. To use the Late Payment Prediction Extension you can opt in by choosing Enable
in the notification. Alternatively, you can set up the extension manually. For example, if
you regret dismissing the notification.
To enable the extension manually, follow these steps:
related link.
７ Note
If you decide to enable the extension manually, be aware that Business Central will
not allow you to do so if the quality of the model is low. The quality of the model
indicates how accurate the model's predictions are likely to be. Several factors can
impact the quality of a model. For example, there might not have been enough
data, or the data did not contain enough variation. You can view the quality of the
model you are currently using on the Late Payment Prediction Setup page. You
can also specify a minimum threshold for the model quality.
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
 Tip
The Customer Ledger Entries page also shows a FactBox on the right. While you are
reviewing predictions, the information in the Customer Details section can be
helpful. When you choose the invoice in the list, the section shows information
about the customer. It also lets you take immediate action. For example, if a
customer frequently misplaces their wallet, you can open the Customer card from
the FactBox and block the customer for future sales.
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.
Design details
Microsoft deploys and operates number of predictive web services in all regions where
Business Central is available. Access to these web services is included in your Business
Central subscription. For more information, see the Microsoft Dynamics 365 Business
Central Licensing Guide. The guide is available for download on the Business Central
website.
The web-services work in three modes:
Train model. The web service trains the model based on the provided dataset.
Evaluate model. The web service checks whether the model returns reliable data
for the provided dataset.
Predict. Web-service applies the model to the provided dataset to make a
prediction.
These web-services are stateless, meaning they use data only to calculate predictions on
demand. They do not store data.
７ Note
You can use your own predictive web service instead of ours. For more information,
see Create and use your own predictive web service late payment prediction.
Data required to train and evaluate the model

For each Customer ledger entry that has a related Posted Sales Invoice:
Amount (LCY) including Tax

Payment terms in days is calculated as Due Date minus Posting Date.
Whether there is an applied credit memo.
Additionally, the record is enriched with aggregated data from other invoices that are
related to the same customer. This includes the following:
Total number and amount of paid invoices

Total number and amount of invoices that were paid late
Total number and amount of outstanding invoices
Total number and amount of outstanding invoices that are already late
Average days late
Ratio: Number Paid Late/Paid invoices
Ratio: Amount Paid Late/Paid invoices
Ratio: Number Outstanding Late/Outstanding invoices
Ratio: Amount Outstanding Late/Outstanding invoices
７ Note
The information about the customer is not included in the dataset.
Standard model and My model

The Late Payment Prediction extension contains a predictive model that is trained using
data that is representative of a range of small to medium-sized businesses. When you
start posting invoices and receiving payments, Business Central will evaluate whether
the standard model fits your business flow.
If it appears that your processes do not match the standard model, you still can use the
extension but you will need to get more data. Just continue to use Business Central.
７ Note
We use a bit of your compute time each week when we evaluate and re-train the
model.
Business Central runs training and evaluation automalically when there are enough paid
and late invoices are available, however you can run it manually whenever you want.
To train and use your model
related link.
2. In the Selected Model field, choose My Model.
3. Choose the Create My Model action, to train model on your data.
Create and use your own predictive web service

for late payment prediction
You can also create your own predictive web service based on a public model named
Prediction Experiment for Dynamics 365 Business Central. This predictive model is
available online in the Azure AI Gallery. To use the model, follow these steps:
1. Open a browser and go to the Azure AI Gallery .

2. Search for Prediction Experiment for Dynamics 365 Business Central, and then
open the model in Azure Machine Learning Studio.
3. Use your Microsoft account to sign up for a workspace, and then copy the model.
4. Run the model, and publish it as a web service.
5. Make a note of the API URL and API key. You will use these credentials for a cash
flow setup.
related link.
7. Choose the Use My Azure Subscription check box.
8. On the My Model Credentials FastTab, enter the API URL and API key for your
model. .

See also
Azure Machine Learning Studio Documentation
Use Artificial Intelligence in Microsoft Dynamics 365 Business Central

VAT management overview
Article • 05/16/2023
Value Added Tax (VAT) is an indirect tax on the consumption of goods and services. VAT
is levied at each stage of the supply chain where value is added from initial production
to the point of sale. To get started with VAT management, see the following topics.
Article Description
Work with VAT This article includes the various ways to work with VAT using a manual or
on Sales and automatic setup. This article guides you on how to meet country/region-specific
Purchases regulations.
Set Up Value- This article provides information to help you correctly calculate, post, and report
Added Tax on VAT for sales and purchases.
Posting Group This article provides an overview of the VAT and other posting groups you can
Setup use to save time and avoid mistakes when you post transactions.
Set up non- This article provides information about how to properly to set up non-
deductible VAT deductible VAT related to percentages and accounts.
Set Up If you use cash-based accounting, this article provides guidance about how to
Unrealized specify handling unrealized VAT for sales and purchases.
Value Added
Tax
Submit VAT Use this article to learn how to prepare reports that list VAT from sales during a
Reports to Tax period, or from sales and purchases, and then submit the report to a tax
Authorities authority.
Use non- This article explains how to use and report non-deductible VAT.
deductible VAT
Set Up a VAT This article provides information to ensure that you know how to set up a VAT
Statement statement template and names to meet changing tax authority requirements.
Managing VAT This article explains how you can use the VAT Rate change tool for Dynamics
Rate changes 365 Business Central to change VAT rates based on local legislation.
Validate VAT This article explains how to use Business Central validation for VAT registration
Registration numbers for your contacts, customers, and vendors based on the EU VIES VAT
Numbers Number Validation service.
See Also
Finance

Set Up Calculations and Posting
Methods for Value-Added Tax
Article • 02/28/2023
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 used to calculate tax amounts based on the
following parameters:
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.
That's because it's very easy to use different VAT rates by mistake and create inaccurate
VAT-related reports. To make VAT set up easier, we recommend you use the assisted VAT
Setup guide provided in the product.
However, if you want to set up the VAT calculations yourself, or just want to learn about
each step, this article contains descriptions of each step:
 Tip
Business Central is available in countries/regions that do not use VAT. For

information about how to set up and report tax in your particular country/region,
see the articles in the Local Functionality section.
Set up VAT using the assisted setup guide

(recommended)
７ Note
You can use the VAT Setup guide only if you have created a My Company and have
not yet posted transactions that include VAT.
To start the assisted setup guide, follow these steps:

1. Choose the icon and enter Assisted Setup.
2. Choose Set up Value-Added Tax (VAT) and complete the steps.
3. When you have completed the assisted setup, visit the VAT Posting Setup page to
check if you need to fill in more fields according to the local requirements in your
version of Business Central. Learn more at Local functionality in Business Central.
Check the VAT posting setup

To support your fast start, Business Central notifies you of missing general ledger (G/L)
accounts in posting groups or posting setups, such as on the VAT Posting Setup page.
You can turn this type of notification on or off using the G/L Account is missing in
posting group or setup notification in the My Notifications page. Just go to the My
settings page, and then choose the Change when I receive notifications. link.
If you choose such a notification, Business Central automatically creates those posting
setups based on the posting groups in the document or journal you're currently working
on.
At this point, you can just fill in the missing G/L accounts. But, later, when you further
refine the setup, you might realize this initial setup is wrong. And Business Central does
not allow the deletion of a VAT posting setup and general posting setup when entries
have been created based on such configurations. So starting in 2022 release wave 1, you
can use the Blocked field on the VAT Posting Setup page to prevent users from
mistakenly using a setup that is no longer relevant for new postings.
Set up a default VAT date for documents and

journals
VAT reporting in Business Central is based on the VAT Date to include VAT entries on
VAT reports in a VAT period. The VAT date can be changed on all documents and
journals, but you must specify a default value for VAT date.
７ Note
After posting the document or journal, the VAT Date will appear on VAT Entries
and G/L Entries as well as on the posted document if exists.
To set up a default value for a VAT date, follow these steps:
1. Choose the icon and enter General Ledger Setup, and then choose the related
link.
2. On the General FastTab, in the Default VAT Date field, choose either Posting Date
or Document Date.
3. Close the page.
７ Note
By default, the Default VAT Date is the Posting Date.
Enabling or disabling the VAT Date feature

Some countries/regions require that businesses use a specific VAT date, but other
countries/regions don't. Some countries/regions also require businesses to change the
VAT date in specific situations after they have posted documents, but other countries
don't allow changes to VAT dates. To allow for different contexts, you can choose
whether you want to use this functionality and, if so, to what degree.
To set up the level of VAT date usage, follow these steps:
1. Choose the icon and enter General Ledger Setup, and then choose the related
link.
2. On the General FastTab, in the VAT Date Usage field, specify the degree to which
you want to use the VAT date feature. You can choose one of the following
options:
Type Description
Use full VAT Everything related to VAT Date works by default, giving you the maximum VAT
Date Date functionality. You can set up the date, change it in documents, report based
functionality on it, and modify the date after posting as long as the period isn't closed or
protected with allowed dates for posting.
Use but do Everything related to VAT Date works by default with one exception. You can't
not allow modify the VAT Date in VAT Entries.
modifications
Not using Business Central will hide and make the VAT Date fields not available on
VAT Date documents, journals, and entries. The Default VAT Date will be configured as the
functionality Posting Date.
3. Close the page.
） Important
Even if you choose the Not using VAT Date functionality option, Business Central
will use the VAT Date in the background. Because the Default VAT Date is
configured as the Posting Date, and you can't change it in this case, you'll get the
same experience as without this feature. VAT Date fields will be removed from all
pages, but this field will still exist in tables and reports will work based on it.
Limiting periods for posting and changing the VAT date

You can prevent people from posting or changing VAT entries in specific date ranges.
You set the restriction using using two settings:
Based on closed VAT Return Period

Based on the Allow Posting From and Allow Posting To fields.
To limit posting based on VAT return period
2. On the General FastTab, in the Control VAT Period field, specify the degree of VAT
Return Period control. The following table describes the options.
Type Description
Block posting Prevent people from posting a document or journal, or changing VAT entries,
within closed that have a VAT date within a closed VAT Return Period. Business Central will
and warn for also show a warning if your VAT Return Period is open, but the status of VAT
released Return is Released or Submitted.
period
Block posting Prevent people from posting a document or journal, or changing vat entries,
within closed that have a VAT date within the closed VAT Return Period.
period
Warn when Show a warning, but don't block posting, if you want to post a document or
posting in journal that has a VAT date within a closed VAT Return Period.
closed period
Disabled Take no action based on a closed VAT Return Period.
To limit posting based on Allow from/to period
You can set up limitation on the company or specific user levels.
To limit all postings for the whole company:

2. On the General FastTab, in the Allow Posting From field, specify the VAT date from
which you allow posting. Posting a document or journal with a VAT date before this
date isn't allowed.
3. On the General FastTab, in the Allow Posting To field, specify the VAT date until
which you allow posting. Posting a document or journal with a VAT date after this
date isn't allowed.
To limit postings for the specific user:
1. Choose the icon, enter User Setup, and then choose the related link.
2. In the User ID field, specify the user you want to allow to post in specific period.
3. In the Allow Posting From field, specify the VAT date from which you allow
posting. Posting a document or journal with a VAT date before this date isn't
allowed.
4. In the Allow Posting To field, specify the VAT date until which you allow posting.
Posting a document or journal with a VAT cate after this date isn't allowed.
Set up VAT registration numbers for your

country or region
To help ensure 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 if 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 format 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. So, if you need to include a period or a hyphen between
sets of numbers, you can define the format as ##.####.### or @@-###-###.
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. Each code must be unique, meaning 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 Groups, and then choose the
related link.
You can 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.
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.
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 percent VAT, and VAT25 or Standard for 25
percent.
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.
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.
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.
Assign 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
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
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.
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.
Set 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 regulations. 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 Document 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 more 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 Document 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

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

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 specify extended text for VAT clauses
７ Note
If your country or region requires longer text for the VAT clauses than the default
version supports, you can specify the longer text for the VAT clauses as extended
text so that it prints on the sales and purchase reports.
2. Choose the Extended Texts action.
4. Fill in the Language Code and Description fields.
5. Optionally, select the All Language Codes field, or specify the relevant language in
the Language Code field if you use language codes.
6. Fill in the Starting Date and Ending Date fields if you want to limit the dates on
which the extended text is used.
7. In the Text lines, write the extended text for your VAT clauses.
8. Select the relevant fields for the document types where you want the extended
text printed.
9. Close the page.
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.
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.
Use 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.
７ 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/region by using the EU VAT Registration Number Validation service. The
service is available for free in Business Central. For more information, see Verify VAT
registration numbers.
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.
If you want to use combination of VAT business posting group and VAT product posting
group for reporting as services in the periodic VAT reports, mark the EU Service field.
７ Note
The EU Service field is only applicable for VAT reports. The field isn't related to the
Service Declaration or Intrastat for Services features.
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.
Set up VAT reporting

You must set up information about how the tax authorities in your country or region
require you to submit VAT reports. The following steps illustrate the most commonly
used information. However, your country or region may require other steps. For more
information, see the relevant article in the Local functionality section in the panel to the
left.
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 Allow Modification field.
3. If the tax authorities require that you submit VAT reports that also include the net
amount that was used to calculate VAT, choose the Report VAT Base field.
4. Choose the number series to use for each report. Hover over a field to read a short
description.
5. In supported countries/regions, to set up VAT return periods, fill in the Report
Version and Period Reminder Calculation fields in the Return Period section.
In countries/regions where VAT return periods are required by the tax authorities,
such as the UK, you must fill in additional fields as well. Hover over a field to read a
short description. However, in the British version, this section has the name
Making Tax Digital.
6. If your company is part of a VAT group, then specify your role. For more
information, see The VAT Group Management Extension
See also
Set Up VAT Statement Templates and VAT Statement Names
Set 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
VAT Reporting in the German version
Belgian VAT
Italian VAT
Set Up Electronic VAT and ICP Declarations in the Dutch Version
VAT Reports in the Spanish Version
Set Up Goods and Services Tax Posting in the Australian Version
VAT in the Czech Version
VAT Reporting in the Norwegian Version
Reporting Goods/Services Tax and Harmonized Sales Tax in Canada

Set Up Posting Groups
Article • 09/19/2022
Posting groups map entities to general ledger accounts. Examples of entities are
customers, vendors, items, resources, and sales and purchase documents. Posting
groups 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 sections describe the posting groups under each umbrella.
General posting groups

The following table describes the general posting groups.
Type Description
General Assign this group to customers and vendors to specify who you sell to, and who you
Business buy from. Set up these posting groups on the Gen. Business Posting Groups page.
Posting When you do, think about how many groups you'll need to break down sales and
Groups purchases. For example, group customers and vendors by geographical area, or by the
type of business.
Type Description
General Assign this group to items and resources to specify what you sell, and what you buy.
Product Set up these posting groups on the Gen. Product Posting Groups page. When you do,
Posting consider the number of groups you'll need to break down sales by product (items and
Groups resources) and purchases by items. For example, divide these groups by raw materials,
retail, resources, capacity, and so on.
General Combine business and product posting groups and choose the accounts to post to.
Posting For each combination of business and product posting groups, you can assign a set of
Setups general ledger accounts. For example, you can post the sale of the same item to
different general ledger accounts because customers are assigned to different business
posting groups. Set these configurations up on the General Posting Setup page.
Specific posting groups

The following table describes the posting groups that are specific to types of data.
Type Description
Customer Define the accounts to use when you post accounts receivable transactions. If you use
Posting inventory with receivables, the accounts that the sales order lines post to are
Groups determined by the general business posting group assigned to your customer, and
the general product posting group assigned to the inventory item. See General
Business Posting Groups and General Product Posting Groups in the General posting
groups section. Set up these posting groups on the Customer Posting Groups page.
Vendor Define where to post transactions for payables accounts, service charge accounts, and
Posting payment discount accounts. This is similar to customer posting groups. Set up these
Groups posting groups on the Vendor Posting Groups page.
Inventory Define inventory posting groups that you then assign to the relevant item accounts
Posting on the Inventory Posting Setup page. This way, when you post entries concerning an
Groups 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 up these posting groups
on the Inventory Posting Groups page.
Bank Define the general ledger accounts that bank account entries are posted to. For
Account example, this can simplify the processes of tracing transactions and reconciling bank
Posting accounts. Set up these posting groups on the Bank Account Posting Groups page.
Groups We recommend that these G/L accounts have the Direct Posting field set to No.
Type Description
Fixed Define accounts for different types of expenses and costs, such as acquisition costs,
Assets accumulated depreciation amounts, acquisition costs on disposal, accumulated
Posting depreciation on disposal, gains on disposal, losses on disposal, maintenance
Groups expenses, and depreciation expenses. Set up these posting groups on the FA Posting
Groups page.
Allowing substitute customer or vendor posting groups

on documents
PREVIEW: This feature is in preview.
You can let people choose a different customer and vendor posting groups than the
defaults when they're working with sales or purchase documents and journals.
To allow changes to customer posting groups, choose Allow Multiple Posting Groups
on the Sales & Receivable Setup and Service Mgt. Setup pages, and the Purchase &
Payables Setup page for vendor posting group changes.
On the Customer Posting Groups or Vendor Posting Groups pages, you can specify the
posting groups to allow as substitutes by choosing Substitutions. Substitute posting
groups can replace the default customer or vendor posting groups specified for a
customer or vendor.
After you set this up, you can choose from the allowed substitute posting groups and
change the customer or vendor posting group when posting sales or purchase
documents and journals. The substitute customer or vendor posting groups are copied
to posted documents and journals, and payable or receivable G/L entries are posted to
the G/L accounts specified for the substitutes.
When applying, for example, an invoice and payment that are posted with different
customer or vendor posting groups (different G/L accounts), Business Central transfers
the amounts between the G/L accounts to balance them.
Tax posting groups

The following table describes the tax-related posting groups.
Type Description
Type Description
Tax Determine how to calculate and post sales tax for customers and vendors. Set up these
Business posting groups on the Tax Business Posting Groups page. When you do, think about
Posting how many groups you need. For example, it might depend on factors like local
Groups legislation, and whether you trade both domestically and internationally.
Tax Indicate the tax calculations needed for the types of items or resources you buy or sell.
Product
Posting
Groups
Tax Combine tax business posting groups and tax product posting groups. When you fill in
Posting a general journal line, purchase line, or sales line, we'll look at the combination to
Setup identify the accounts to use.
If your country/region uses value-added tax (VAT), see Set Up Calculations and Posting
Methods for Value-Added Tax.
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. It might take much 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.
Set up posting groups on the go

To get users started faster, Business Central can show notifications of missing G/L
accounts in various posting group setups. To get these notifications, make sure that the
G/L Account is missing in posting group or setup notification is selected in the My
Notifications page, which you can access from the Change when I receive notifications
field in the My Settings page.
This way, when you work on a document that uses a posting group or a setup that is
missing a required general ledger account, you'll get a notification. Choose the link in
the notification to open a page where you can make the relevant changes, provided you
have permission to do so.
７ Note
In order to take you directly to the posting group or setup that is missing a general
ledger account, Business Central will create a placeholder posting group or setup.
Posting groups and setups are a way for the accountant to control how entries are
posted to the general ledger, so such the just-in-time creation of posting groups
and setups might not be allowed in your organization.
In that case, disable the G/L Account is missing in posting group or setup
notification, and then work with your accountant to make the relevant changes to
the posting group, setup, or your document. This is an important step, because
once documents are posted, any incorrectly used posting groups or setups cannot
be deleted because there are general ledger entries created for them.
Starting in 2022 release wave 1, you can use the Blocked field in the General Posting
Setup page to prevent users from mistakenly using a setup that is no longer relevant for
new postings.
Troubleshooting posting group errors

Posting groups are one of the more advanced concepts to set up in Business Central. If
they aren't set up correctly, errors can occur when posting documents or journal lines.
For example, these errors are typically caused by a mistake in how general ledger
accounts are assigned, or how posting groups are combined.
When something is wrong, Business Central will display the Error Messages page. The
Error Messages page can make it easier to identify and resolve the issue. The page
offers a description of the error that points out the posting group setup that needs
attention. For example, the message might read "Sales Prepayment account is missing a
General Posting Setup." There's also a link to open the page that's the source of the
issue, so you can quickly resolve it.
７ Note
The error handling described above is not available on item, resource, employee,
and fixed asset journals, or for G/L accounts added in local versions of posting
groups.
See also
The General Ledger and the Chart of Accounts
Setting Up Finance

Set up non-deductible VAT
Article • 06/16/2023
Non-deductible value-added tax (VAT) is the VAT that's payable by a purchaser but that
isn't deductible from the purchaser's own VAT liability. Companies can usually recover
VAT on the purchase of goods and services that are related to their business activities.
However, in some situations, a business incurs VAT that isn't deductible. These situations
are typically related to the local regulations and can differ among countries/regions.
However, the model of using non-deductible or partially deductible VAT is similar. You
can use proportional VAT to calculate VAT when there's deductible and non-deductible
VAT.
In general, VAT can't be deducted for some purchases because of the following factors:
The type of goods or services that are purchased – VAT is fully or partially non-
deductible by a provision of the law about goods such as cars, mobile phones, and
food that's purchased at restaurants.
Partially deductible pro-rated VAT – VAT is pro-rated according to the ratio
between the sales operations that VAT is owed for and all operations that have
been performed. VAT that exceeds this ratio can't be deducted.
Because it can be difficult to know where and how an item is used, you must contact the
local tax authorities in your country/region to determine whether a specified percentage
of the VAT is deductible based on historical data.
） Important
This global feature is available in all countries with enabled VAT except for
Belgium, Italy, Norway, and Spain. These localizations already have existing local
feature and will be upgraded in the future. Don't run this feature in these countries
because the upgrade procedure doesn't exist.
Use non-deductible VAT

1. Select the icon, enter VAT Setup, and then select the related link.
2. Select the Enable Non-Deductible VAT checkbox.
） Important
After you enable non-deductible VAT, you can't turn it off, because the feature
might include changes to data and might initiate an upgrade of some
database tables. Microsoft strongly recommends that you first enable and test
this feature in the sandbox environment before you enable it in the
production environment.
3. Configure how the system will treat non-deductible VAT values.

a. In the Use For Item Cost field, specify whether the non-deductible VAT must be
added to the item cost when you purchase items. Otherwise, the non-
deductible VAT won't have an influence on the item cost, and the full amount
will be recorded only at the general ledger level.
b. Select the Use For Fixed Asset Cost checkbox to add the non-deductible VAT to
the fixed asset cost when you purchase new fixed assets. Otherwise, the non-
deductible VAT won't have an influence on the fixed asset cost, and the full
amount will be recorded only at the general ledger level.
c. Select the Use For Job Cost checkbox to specify that the non-deductible VAT
must be added to the job cost when you purchase items for the job. Otherwise,
the non-deductible VAT won't have an influence on the job cost, and the full
amount will be recorded only at the general ledger level.
d. Select the Show Non-Ded. VAT In Lines checkbox to specify that the non-
deductible VAT must be shown on document line pages for easier manipulation
of VAT amounts.
Use the non-deductible VAT percentage

1. Select the icon, enter VAT Posting Setup, and then select the related link.
2. On the VAT Posting Setup page, set the fields as described in the following table.
Field Description
Allow Non- Specify whether the non-deductible VAT is considered for the current
Deductible VAT combination of a VAT business posting group and a VAT product
posting group.
Non-Deductible Specify the percentage of the transaction amount that VAT isn't applied
VAT % to.
Non- Deductible Specify the account that's associated with the VAT amount that isn't
Purchase VAT deducted because of the type of goods or services that are purchased.
Account
７ Note
To have general ledger (G/L) entries that use the dedicated account instead of
the sales/purchase account, you can either leave the Non-Deductible
Purchase VAT Account field blank or set the G/L Account field.
3. Select OK.
７ Note
You can't use unrealized VAT together with non-deductible VAT.
Don't use the same VAT identifier value for both normal VAT where the Non-
Deductible VAT % field is set to 0 (zero) and normal VAT where the Non-
Deductible VAT % field is set to a non-zero value. Otherwise, the total non-
deductible VAT amount will be incorrectly calculated.
See also
Set Up Calculations and Posting Methods for Value-Added Tax

Set Up Unrealized VAT for Cash-Based
Accounting
Article • 03/14/2022
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.
Option Description
First (Fully Payments will cover VAT first (like the First option), but no amount will be transferred
Paid) to the VAT account until the full amount of VAT has been paid.
Last (Fully Payments will cover invoice amount first (like the Last option), but no amount will be
Paid) 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.
７ 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.
７ Note
The VAT amount will be posted to this account, and stay there until the customer
payment is posted. The amount is then transferred to the account for purchase VAT.
See Also
Set Up Calculations and Posting Methods for Value Added Tax

Set Up VAT Statement Templates and
VAT Statement Names
Article • 09/19/2022
Tax authorities can, and do, change their requirements for posting VAT. VAT Statement
templates and VAT statement names can help you prepare for upcoming changes and
make a smooth transition to the new requirements. You can use VAT statement
templates to setup different Reports when choosing to print the statement. Each VAT
Statement Template can have multiple Vat Statement names which in turn define the
calculations, and you can create a new VAT statement name when requirements change.
For example, one name might calculate VAT for this year based on the current
requirements, and another might calculate VAT based on requirements for next year.
Names are also a way to keep a history of VAT statement formats, for example, so that
you can look back to see how you calculated VAT in previous years.
To define a VAT statement

VAT statements let you calculate your VAT settlement amount for a certain period, for
example, a quarter.
1. Choose the icon, enter VAT Statements, and then choose the related link.
2. Choose the Name field, and then choose New on the VAT Statement Names page.
3. Fill in the required fields. Usually you want to have a setting for each VAT Bus.
Posting Group / VAT Prod. Posting Group combination. For Row numbers it does
make sense to use equvalent numbers or codes as in your official VAT Statement
Hover over a field to read a short description.
 Tip
You can filter the information that the statement will include, depending on what
you choose in the Type field. Account Totaling is useful when you want the VAT
from a specific account. VAT Entry Totaling gets VAT from the accounts assigned to
the selections in the Gen. Posting Type, VAT Bus. Posting Group, and/or the VAT
Prod. Posting Group fields. Row Totaling lets you enter a value or quick filter
criteria in the Row Totaling field. For more information, see Searching, filtering,
and Sorting Data. Description is often used to add a note to the statement. For
example, you could use it as a heading when you've used row totaling.
To preview the VAT statement
After you define a VAT statement, you can preview it to make sure it meets your needs.
 Tip
It is best practice to have one section in the VAT Statement using Type Vat Entry
Totaling and another section below using Type Account Totaling to reconcile the
amounts based on the VAT Entry table compared to the amount on the G/L
Accounts. You can also use the G/L - VAT Reconciliation Report for this purpose.
1. Choose Preview.
2. Enter a date filter to limit the statement to a specific period. For more information
about how to customize the page to show the date filter, see Searching, filtering,
and Sorting Data.
3. You can select various options to specify the type of VAT entries to include in the
statement.
4. On the lines where the Type field contains VAT Entry Totaling you can see a list of
VAT entries by choosing the amount in the Column Amount field.
5. You can use personalization to show more fields in the lines. For example the
Unrealized Base Amount and Unrealized VAT Amount, if you are using unrealized
VAT.
See also
Set Up Value-Added Tax
Setting Up Unrealized Value Added Tax

Article • 02/28/2023
If your country or region requires you to calculate and report value-added tax (VAT) on
sales and purchase transactions, you can set up Business Central to calculate VAT. For
more information, see Setting Up to Calculations and Posting Methods for Value-Added
Tax.
There are, however, some VAT-related tasks that you can do manually. For example, you
might need to correct a posted amount if you discover that a vendor uses a different
rounding method.
 Tip
You can let Business Central validate VAT registration numbers and other company
information when you create or update documents. For more information, see
Validate VAT Registration Numbers.
Calculating and displaying VAT amounts on

sales and purchase documents
When you choose an item number in the No. field on a sales or purchase document,
Business Central fills in the Unit Price and Line Amount fields. The unit price comes
from either the Item card or the item prices allowed for the item and customer. Business
Central calculates the line amount when you enter a quantity for the line.
If you want the unit prices and line amounts to include VAT, for example, if you are
selling to retail consumers, choose the Prices Including VAT check box on the
document. For more information, see Including or Excluding VAT in Prices and Line
Amounts.
You can calculate and display VAT amounts in sales and purchase documents differently,
depending on the type of customer or vendor you're dealing with. You can also change
the calculated VAT amount manually, for example, so that it matches the VAT amount
calculated by your vendor on a given transaction.
Including or excluding VAT in prices and line amounts

If you choose the Prices Including VAT checkbox on a sales document, the Unit Price
and Line Amount fields will include VAT. By default, the values in these fields do not
include VAT. The names of the fields reflect whether prices include VAT.
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. Typically, prices on the Item Card will exclude VAT.
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:
Price Prices Action Performed

Includes Including
VAT VAT field
field on
Item
Card
Not Not The Unit Price on the Item Card is copied to Unit Price Excl. VAT field on
Enabled Enabled the sales lines.
Not Enabled The application calculates the VAT amount per unit and adds to the Unit
Enabled Price on the Item Card. This total unit price is then entered in the Unit
Price Incl. VAT field on the sales lines.
Enabled Not The application calculates the VAT amount included in the Unit Price field
Enabled on the Item Card using the VAT percentage 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. For more information, see Using VAT
Business Posting Groups and Customer Price Groups.
Enabled Enabled The Unit Price on the Item Card is copied to Unit Price Incl. VAT field on
the sales lines.
Using VAT business posting groups and customer price groups
If you want prices to include VAT, you can use VAT business posting groups to calculate
the amount based on the VAT posting setup for the group. For more information, see
Set up VAT business posting groups.
Depending on what you want to do, you can assign a VAT business posting group to
customers or sales documents in the following ways:
To use the same VAT rate for all customers, you can choose a group in the VAT
Business Posting Group (Price) field on the Sales & Receivables Setup page.
To use a VAT rate for a specific customer, you can choose a group in the VAT
Business Posting Group (Price) field on the Customer Card page.
To use a VAT rate for a specific of customers, You can choose a group in the VAT
Business Posting Group (Price) field on the Customer Price Group page. For
example, this is useful when you want a price to apply to all customers in a certain
geographical region or a specific industry.
On all sales documents in the VAT Business Posting Group field. The VAT amount
specified for the group is used only for the document you're currently working on.
７ Note
If you do not specify a group in the VAT Business Posting Group (Price) field VAT
will not be included in prices.
Examples
Factors such as the country or region you're selling in, or the type of industries you sell
to, can impact the amount of VAT that you must account for. For example, a restaurant
might charge 6% VAT for meals that are eaten in-house, and 17% for takeaway. To
accomplish that, you create a VAT business posting group (price) for in-house and one
for takeaway.
Working with VAT Date
VAT Date in documents

When you create new sales or purchase documents, the VAT Date will be based on the
setting in the Default VAT Date field on the General Ledger Setup page. This default
value can be the same as Posting Date or Document Date. If you need a different VAT
date, you can manually change the value in the VAT Date field. When you post the
document, the VAT Date will be shown on the posting document and on the VAT and
G/L entries.
７ Note
If the VAT Date field isn't available on your documents or journals, that means that
Do not use VAT Date functionality is chosen in the VAT Date Usage field on the
General Ledger Setup page.
） Important
If you configure Control VAT Period in the General Ledger Setup as Block posting
within closed period, or Block posting within closed and warn for released
period, you can post document or journal only if the date in the VAT Date field is
not in a closed period in VAT Return Periods. Even if the period in VAT Return
Periods is open, you might get a warning based on the VAT Return Status and
configuration in the Control VAT Period.
） Important
You can prevent or allow posting of the VAT Date for specific data range, using the
Allow Posting From and Allow Posting To fields in the General Ledger Setup and
the User Setup.
７ Note
If you leave the VAT Date blank, Business Central will use your default setup from
Default VAT Date in the General Ledger Setup as a VAT Date in the posted
transaction.
Modifying the VAT Date in posted entries

If needed, you can change the VAT date posted documents. To change the date in the
VAT Date field for posted documents, follow these steps:
1. Choose the icon, enter VAT Entries, and then choose the related link.
2. Find the entry with wrong VAT date.
3. Choose the Edit list action, and then enter the correct date in the VAT Date field.
4. When you close the page, the VAT date will change in related G/L Entries and in
the posted document.
７ Note
You can change the VAT Date field in VAT Entries only if your current date is not in
a closed VAT return period. Even if the period in the VAT Return Periods field is
open, you might get a warning based on the VAT Return Status.
７ Note
If your document has more than one VAT Entry, you only need to change the value
in the VAT Date field in one entry related to the document. To keep entries
consistent, Business Central automatically changes the VAT date in VAT entries
related to this transaction. Business Central will update the VAT Date in other tables
(GL Entries and documents), but only related to this transaction.
Correcting VAT amounts manually on sales and

purchase documents
You can make corrections to posted VAT entries so that you can change the total sales
or purchase VAT amounts without changing the VAT base. For example, if you receive an
invoice from a vendor with an incorrect VAT amount.
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 based on 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.
７ 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.
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.
７ 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.
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.
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
2. Create a new purchase invoice.
3. In the Buy-from Vendor No. field, choose the import authority vendor, and then
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

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.
７ 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.
７ 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

link.
3. Choose the Print Certificate of Supply action.
７ 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.
７ 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
link.
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.
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.
７ 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 Also
Setting Up Calculations and Posting Methods for Value-Added Tax
Validate a VAT Registration Number

Use non-deductible VAT
Article • 05/01/2023
This article explains how to use and report non-deductible VAT.
Create a purchase invoice with non-deductible

VAT
1. Select the icon, enter Purchase Invoices, and then select the related link.
2. Select New to create a purchase invoice, and enter the appropriate information on
the invoice header.
3. In the Lines section, create a new line of any type, based on the VAT business
posting group and the VAT product posting group where you configure non-
deductible VAT.
4. In the Quantity and Direct Unit Cost fields, enter appropriate values.
If you selected the Show Non-Ded. VAT In Lines checkbox on the VAT Setup page,
the amounts in the Non-Deductible VAT Base and Non-Deductible VAT Amount
fields are calculated based on the Non-Deductible VAT % field on the VAT Posting
Setup page.
Create a purchase order with non-deductible

VAT
1. Select the icon, enter Purchase Orders and then select the related link.
2. Select New to create a purchase order, and enter the appropriate information on
the document header.
3. In the Lines section, create a new line of any type, based on the VAT business
posting group and the VAT product posting group where you configure non-
deductible VAT.
4. In the Quantity and Direct Unit Cost fields, enter appropriate values.
If you selected the Show Non-Ded. VAT In Lines checkbox on the VAT Setup page,
the amounts in the Non-Deductible VAT Base and Non-Deductible VAT Amount
fields are calculated based on the Non-Deductible VAT % field on the VAT Posting
Setup page.
5. Post the purchase order.
Adjust rounded VAT amounts before document

posting
If VAT amounts aren't rounded in the same way in your environment and in the external
accounting system (the original invoice document), you can adjust the VAT amount
before you post the document. To make this adjustment, follow these steps before you
post the document.
1. On the Action Pane, select Statistic.
2. If you're working with a purchase invoice, follow these steps:

a. On the Lines FastTab, select the VAT amount or non-deductible VAT amount.
b. Set the values that you need from the original document, and then close the
Purchase Invoice Statistics page.
3. If you're working with the purchase order, follow these steps:

a. On the Invoicing FastTab, select No. of Tax Lines to open the VAT Amounts
Lines page.
b. Select the VAT amount or non-deductible VAT amount that you want to correct.
c. Enter the values that you need from the original document, close the VAT
Amount lines page, and then close the Purchase Order Statistics page.
To use adjustments of VAT amounts, you must enable the adjustments. On the General
Ledger Setup page, in the Max. VAT Difference Allowed field, enter the maximum
allowed VAT amount for correction. Then, on the Purchases & Payables Setup page,
select Allow VAT Difference.
You can adjust the values of the VAT Amount and Non-Deductible VAT Amount fields.
The value of the Deductible VAT Amount field is the result of these two values. The
amount that you enter in the Non-Deductible VAT Amount field can't be more than the
amount that you enter in the VAT Amount field. The Max. VAT Difference Allowed field
on the General Ledger Setup page works independently for deductible and non-
deductible VAT amounts on statistic pages when you want to adjust VAT amounts.
） Important
You can't use non-deductible VAT on the prepayment invoices.
See also
Set up Non-deductible VAT

Article • 02/21/2023
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. Depending on the specific country/region, the reports may
include specific information, or there might be additional reports that you must submit.
Check the articles for your country/region in the Local Functionality section.
You can use the following built-in reports:
The EC Sales List report
The 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/regioins.
The VAT Return report
The VAT Return report includes VAT for sales and purchases to customers and from
vendors in all countries/regions that use VAT.
In both cases (as in other VAT-related reports), VAT is calculated based on the VAT
posting setup and the VAT posting groups that you have set up. Business Central shows
VAT entries always based on their VAT Date as a primary reporting date.
７ Note
All VAT related reports now run using the VAT Date to filter relevant records. Even if
you set up VAT Date Usage as Do not use VAT Date functionallity Business Central
will hide all instances of the VAT Date across the application. However, the VAT
Date is still used in all reportings and is auto-populated with the Posting Date.
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.
７ Note
Each Business Central environment is meant to handle regulatory reporting in one

single country/region. For example, the Dutch version of Business Central handles
VAT reporting in The Netherlands but not in other countries/regions. Similarly, the
United States version of Business Central handles 1099 reporting in the United
States and does not support claiming VAT reporting in other countries/regions,
unless brought by an extension delivered by our partner ecosystem or a customer-
specific code modification.
About the EC Sales List report

In the European Union (EU) and in the UK, all companies that sell goods and services to
VAT-registered customers, including customers in other European Union (EU)
countries/regions, must submit an electronic version of the European Community (EC)
Sales List report to their customs and tax authorities. The EC Sales List report works only
for countries/regions 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.
Submit an EC sales list report

To submit an EC sales list report, go to the EC Sales List Reports page, and then
choose the New action. In the EC Sales List Report page, specify the period and other
required fields. Then choose the Suggest Lines action. Business Central will check your
VAT entries to calculate the suggested lines for the report. Once you are ready to
submit, you must first release the report, and then submit the report.
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.
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.
７ 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
description.

Making Tax Digital.
To set up VAT return periods

Optionally, if your business is not located in the UK, use the VAT Returns Periods page
to set up scheduled VAT returns. if your business is located in the UK, see Making Tax
Digital in the United Kingdom.
1. Choose the icon, enter VAT Return Periods, and then choose the related link.
2. On the VAT Return Periods page, fill in the fields to set up the first period. Hover
over a field to read a short description..
3. Repeat step 2 for any additional periods that you want to add.
Now, when the time has come to submit a VAT report for a VAT return period, choose
the period in the VAT Return Periods page, and then choose the Create VAR Return
action. Then, in the VAT Return card, choose the Suggest Lines action as described in
step 3 in the following procedure.
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.
７ 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.
７ 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.
VAT return statuses

VAT returns can have different statuses, as described in the following table.
Status Description
Open When you create a new VAT return. You can run the Suggest Lines action. If you
need to correct values, you can run the Suggest Lines action again. You can't submit
a VAT return that has this status.
Status Description
Released Status will be changed when you use the Release action. Business Central will show
the Errors and Warnings FastTab. You can't make changes or use the Suggest Lines
action. To make changes, you must reopen the VAT return.
Rejected If your submission was not successful (for example, if authentication failed), the
status will change to Rejected. You can't reopen a VAT Return that has this status.
Submitted The VAT return is submitted using the Submit action, or it's marked as submitted by
using the Mark as Submitted action.
Accepted The VAT return has this status if the report is marked as acceptec by using the Mark
as Accepted action. If the VAT Return report is marked as Accepted, you can run the
Calculate and Post VAT Settlement action.
Viewing communications with your tax

authority
In some countries/regions, 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.
７ 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, if you have a development license so that you can create codeunits. If you
need assistance, contact a Microsoft Partner.
The following table describes the codeunits that you must create for your report.
Codeunit What it must do
Suggest Fetch information from the VAT Entries table, and display it in lines on the VAT
Lines 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 Handle the return from the tax authority. For example, it might send an email
Handler message to your company's contact person.
Cancel Send a cancellation of a VAT report that was submitted earlier to your tax authority.
７ Note
When you 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 2021 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 also
Set Up Sales
Invoice Sales

Managing VAT Rate Changes
Article • 09/19/2022
VAT rates can change depending on local legislation. Any change in VAT impacts your
data in Business Central whether or not the VAT rate is lowered, raised, or removed. VAT
is connected to many entities in Business Central, such as customers, vendors, items,
resources, item charges, and general ledger accounts. Changes in VAT rates usually
happen at a specific date, from which point you will need to have changed the VAT
setup, posting groups etc. to make sure new sales orders and purchase orders are
created with the new VAT rate.
Changing VAT rates

The optimal approach to manage a VAT rate change is to fully post and close open
orders and other documents before the VAT rate switch date, to make sure these are not
impacted by the change. This is the cleanest approach that allows you to start up new
orders and documents with the new VAT rate.
The following approach is suggested to manage a VAT rate change
1. Fully post and close open orders, journals and other documents before the switch
date. You can wait to after the switch date as long as you do not add new lines and
make sure the effective date will be prior the switch date.
2. Create the new VAT setup.
3. Make the VAT switch on entities (relevant customers, vendors, items, and so on).
4. At the VAT rate switch date you create new documents that will use the new rate.
７ Note
We are currently updating the VAT Rate Change tool. The functionality mentioned
below may not match the functionality in your environment. The update will take
place before July 1st 2020 and will not be a regular monthly update. Instead, all
environments will be updated automatically (hotfix). When this update is complete,
this message will no longer appear.
The VAT Rate Change tool

The VAT Rate Change tool can assist with conversion of VAT Rates on master data,
journals and orders, to some extent. This is useful if you want to convert VAT on master
data more easily or if you have orders that you cannot close before the switch date and
will be processed over a longer period of time, crossing the VAT rate switch date. There
are certain restrictions and limitations in the VAT Rate Change tool that applies.
Understanding the VAT rate conversion process

and limitations
The VAT Rate Change tool performs VAT rate conversions for master data, journals, and
orders in different ways. The selected master data and journals will be updated by the
new general product posting group or VAT product post group. If an order has been
fully or partially shipped, the shipped items will keep the current general product
posting group or VAT product posting group. A new order line will be created for the
unshipped items and updated to align current and new VAT or general product posting
groups. In addition, item charge assignments, configuration templates for items,
reservations, and item tracking information will be updated accordingly.
On order lines, the unit price will be updated for all lines of type Item and Resource, if
using prices incl. VAT for the item. For other line types it is possible to decide whether or
not the unit price should be updated.
There are a few things that the tool does not convert:
Sales or purchase orders and invoices where shipments have been posted. These
documents are posted using the current VAT rate.
Documents that have posted prepayment invoices. For example, you have made or
received prepayments on invoices that have not been completed before you use
the VAT rate change tool. In this case, there will be a difference between the VAT
that is due and the VAT that has been paid in the prepayments when the invoice is
completed. The VAT rate change tool will skip these documents and you will have
to manually update them.
Sales or purchase orders with warehouse integration if they are partially shipped or
received.
Drop shipments.
Special orders.
Assembly orders.
Service contracts.
Credit memos.
Return orders.
Prices on Items (master data)
Prices on Sales Prices (master data)
Business Posting Groups on Customers and Vendors.
To prepare VAT rate change conversions
Before you set up the VAT rate change tool, you must make the following preparations.
If you have transactions that use different rates, then they must be separated into
different groups either by creating new general ledger accounts for each rate or by
using data filters to group transactions according to rate.
If you create new general ledger accounts, then you must create new general
posting groups.
To reduce the number of documents that get converted, post as many documents
as possible and reduce unposted documents to a minimum.
Back up data.
To set up the VAT rate change tool

1. Choose the icon, enter VAT Rate Change Setup, and then choose the related
link.
2. On the Master Data, Journals, and Documents FastTabs, choose a posting group
value from the option list for needed fields. For each group you can choose
whether to convert VAT product posting groups or general product posting
groups, or convert both values if they are available in the master data item. For
some areas you can also set a filter to convert only a subset of values, for example,
G/L accounts.
3. On the Prices Incl. VAT FastTab, choose which line types on orders for which you
want to update unit prices. Unit prices on lines of type Item and Resource will
always be updated.
To set up product posting group conversion

link.
2. On the VAT Rate Change Setup page, choose either the VAT Prod. Posting Group
Conv. or Gen Prod. Posting Group Conv. action.
3. In the From Code field, enter the current posting group.
4. In the To Code field, enter the new posting group.
To perform VAT rate change conversion

You use the VAT rate change tool to manage changes in the standard rate of VAT. You
perform VAT and general posting group conversions to change VAT rates and maintain
accurate VAT reporting. Depending on your setup, the following changes are made:
VAT and general posting groups are converted.
Changes are implemented in general ledger accounts, customers, vendors, open
documents, journal lines, and so on.
） Important
Before you perform VAT rate change conversion, you can test the conversion. To do
so, follow the steps below, but make sure to clear the Perform Conversion and VAT
Rate Change Tool Completed check boxes. During test conversion, the Converted
field in the VAT Rate Change Log Entry table is cleared and the Converted Date
field in the VAT Rate Change Log Entry table is blank. After the conversion is
complete, choose VAT Rate Change Log Entries to view the results of the test
conversion. Verify each entry before you perform the conversion. In particular,
verify transactions that use an old VAT rate.
1. Choose the icon, enter VAT Rate Change, and then choose the VAT Rate
Change Setup link.
2. Verify that you have already set up the VAT product posting group conversion or
general product posting group conversion.
3. Choose the Perform Conversion check box.
） Important
Clear the VAT Rate Change Tool Completed check box. The check box is
automatically selected when the VAT rate change conversion is completed.
4. Choose the Convert action.
5. After the conversion is complete, choose the VAT Rate Change Log Entries action
to view the results of the conversion.
） Important
After the conversion, the Converted field in the VAT Rate Change Log Entry table is
chosen and the Converted Date field in the VAT Rate Change Log Entry table
displays the conversion date.

See also

Validate VAT Registration Numbers
Article • 02/15/2022
It is important that the VAT registration numbers you have for customers, vendors, and
contacts are valid, if you use Business Central in a country/region that uses VAT. For
example, companies sometimes change their tax liability status, and in some
countries/regions tax authorities might ask you to provide reports, such as the EC Sales
List report, that list the VAT registration numbers you use when you do business.
The European Commission provides the VIES VAT Number Validation service on its
website, which is public and free. Business Central can save you a step and let you use
the VIES service to validate and track VAT numbers and other company information for
customers, vendors, and contacts. The service in Business Central is named EU VAT Reg.
No. Validation Service. The service is available on the Service Connections page, and
you can start using it right away. The service connection is free, and additional sign up is
not required.
Configure the service to verify VAT registration

numbers automatically
To enable the EU VAT Reg. No. Validation Service, open the entry in the Service
Connection page. If the Service Endpoint field is not already filled in, use the Set
Default Endpoint action. Then set the Enabled field, and you are good to go.
） Important
To enable the validation service, you must have administrator permissions.
Optionally, set up templates for the types of VAT-related data that you want the service
to also check. For more information, see the Validation templates section.
When you use our service connection, we record a history of VAT numbers and
verifications for each customer, vendor, or contact, in the VAT Registration Log, so you
can easily track them. The log is specific to each customer. For example, the log is useful
for proving that you have verified that the current VAT number is correct. When you
verify a VAT number, the Request Identifier column in the log will reflect that you have
taken action.
You can view the VAT Registration log on the Customer, Vendor, or Contact cards, on the
Invoicing FastTab, by choosing the lookup button in the VAT Registration No. field.
There are a couple of things to note about the VIES VAT Number Validation service:
The service uses the http protocol, which means that data transferred through the
service is not encrypted.
You may experience downtime for this service for which Microsoft is not
responsible. The service is part of a broad EU network of national VAT registers.
） Important
It is your responsibility to check that the data is valid. On occasion, data with errors
is returned by the VIES VAT Number Validation service. If validation fails, validate
the VAT registration numbers on the web site , print the result or save it to a
shared location, and then add the link to the record for your customer, vendor, or
contact. For more information, see Manage Attachments, Links, and Notes on
Cards and Documents.
Validation templates
You can use the VIES service to also check other company information, such as the
address, as well as the VAT registration number. In the VAT Reg. No. Validation
Templates page, create an entry for each country/region that you want to get further
validation for, and then specify the information that you want to get validated
automatically.
For example, add an entry for Spain where you want to get validation for name, street,
city, and post code, and then another entry for Germany where you just want validation
for post code, for example. Then, in the EU VAT Registration No. Validation Service
Setup page, specify the default template.
７ Note
Always make sure that the default template works for your needs. You can change
the default to match your requirements, such as get validation for all fields or no
fields.
The next time that you specify a VAT registration number, the service validates the
number and any additional data as determined by your validation templates. If the
specified values are different from the values that are returned by the service, you will
see the details in the Validation Details page where you can accept or reset the values.
See Also

Article • 09/19/2022
Prepayments are payments that are invoiced and posted to a sales or purchase order
before you post the final invoice. For example, you might require a deposit before you
manufacture items to order, or you might require payment before you ship items to a
customer. You can use the prepayments capabilities to invoice and collect deposits from
customers, and to remit deposits to vendors. This way, all relevant payments are posted
against the same invoice.
For example, you can specify a total amount for the entire order, or you can distribute
the prepayment across each line on the 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.
７ Note
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.
them.
To See
Set up prepayment posting groups and number series, and set up default Set Up
prepayment percentages for customers, vendors, and items. Prepayments
Create an order, adjust the prepayment amounts, and issue an invoice for Create
prepayment amounts. Prepayment
Invoices
Issue an additional prepayment invoice, either for additional items or for an Correct
additional deposit on the original order, or issue a prepayment credit memo. Prepayments
See Also
Walkthrough: Setting Up and Invoicing Sales Prepayments
Finance

Set Up Prepayments
Article • 09/19/2022
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 prepayments functionality enables you to invoice
and collect deposits required from customers or to remit deposits to vendors, 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.
７ Note
We recommend that you do not use a prepayment percentage of 100 in the

following cases:
If you are located in North America. Due to how taxes are calculated, a
prepayment percentage of 100 can lead to issues with prepayment invoices.
In all regions, if you manually deduct a payment discount from the invoice. A
prepayment percentage of 100 will not automatically leave an amount from
which to deduct the discount.
Also, when you're using prepayment percentage of 100, Business Central might
need to create off-setting rounding entries. When that happens, you will need to
choose a G/L account in the Invoice Rounding Account field on the Customer
Posting Groups page. This is true even if you have not turned on the Invoice
Rounding toggle on the Sales & Receivables Setup page. If you do not specify an
account you you will not be able to post prepayment invoices.
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
2. On the General Posting Setup page, for the relevant lines, 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
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
link.
2. On the Sales & Receivables Setup page, on the Number Series FastTab, 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, on the Number Series FastTab, fill in the
following fields:
Posted Prepmt. Inv. Nos.

Posted Prepmt. Cr. Memo Nos.
７ 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. If you do not want to apply the same
prepayment percentage to all customers, you must specify which customers or which
customer price groups the prepayment percentage applies to.
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
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. The
following procedure shows how to specify a prepayment percentage for a customer, but
similar steps apply to vendors.
2. Open the card for a customer.
3. Fill in the Prepayment % field.
4. Repeat the steps for other customers or for vendors.
 Tip
You can also access the Sales Prepayment Percentages page from the customer or
vendor card.
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.
To automatically release sales orders when

prepayments are applied
You can save time by setting up a job queue entry that will automatically release sales
orders that require prepayment after payments are applied. Automating the process
saves you the step of releasing the sales order.
link.
2. In the Prepmt. Auto Update Frequency field, specify how often you want the job
queue entry to run.
 Tip
While you're here, consider adding a safeguard against shipping or invoicing sales
orders that have unpaid premayment amounts. If you turn on the Check Prepmt.
when Posting toggle, Business Central will prevent people from posting orders with
outstanding prepayment amounts.
4. Set up the Upd. Pending Prepmt. Sales job queue entry, for example, by using the
settings on the Recurrence FastTab to schedule how often you want it to run. For
more informaiton, see Use Job Queues to Schedule Tasks.
See also
Calculate Goods and Services Tax on Prepayments in Australia
Calculate Goods and Services Tax on Prepayments in New Zealand
Finance

Create Prepayment Invoices
Article • 02/06/2023
If you require customers to pay before you'll ship their order, you can use the
prepayment features. The same applies if your vendor requires you to pay before they
ship an order to you.
You can start the prepayment process when you create a sales or purchase order. The
default prepayment percentage for an item on the order, or for the customer or vendor,
will be included in the prepayment invoice. You can also specify a prepayment
percentage to the entire document.
After you create a sales or purchase order, you can create a prepayment invoice for it.
Either use the default percentages for each sales or purchase line, or adjust the amount.
For example, you might specify a total amount for the entire order.
The following procedure describes how to invoice a prepayment for a sales order. The
steps are similar for purchase orders.

2. Create a new sales order for the relevant customer. For more information, see Sell
Products.
On the Prepayment FastTab, the Prepayment % field specifies the percentage to

use to calculate the prepayment amount. If there's a default prepayment
percentage on the customer card, the field is filled in automatically. You can
change the percentage.
Choose the Compress Prepayment field if you want to create lines on the
prepayment invoice that combine lines from the sales order if:
They have the same general ledger account for prepayments as determined
by the general posting setup.
They have the same dimensions.
If you want to specify a prepayment invoice with one line for each sales order line
that has a prepayment percentage, don't choose the Compress Prepayment field.
The due date for the prepayment is calculated automatically based on the value of
the Prepmt. Payment Terms Code.
７ Note
When some lines on an invoice require 100% prepayment and other lines
don't, and there's VAT on the prepayment account, the rounded amount
might cause an error when you create a prepayment invoice. The error occurs
because the prepayment invoice amount is higher than the amounts on the
document lines. To fix the problem, change the amounts on one or all of the
lines that require 100% prepayment. The change will recalculate the VAT
amount rounding and use the accumulated rounding difference on the last
modified line.
Two more ways to fix the problem are:
Create a separate VAT product posting group and a VAT posting setup
with a separate VAT identifier and use that for the items or lines that
require 100% prepayment. Rounding is done for each VAT identifier, so
separate rounding will be done for items that are assigned to the VAT
product posting group.
Use a separate invoice for the items or lines that do and don't require
100% prepayments.
3. Fill in the sales lines.
If you've specified a default prepayment percentage either for the customer or on

the Prepayment FastTab on this document, this value is copied to each line. You
can change the contents of the Prepayment % field on the line.
 Tip
If you do not see the Prepayment % field, you can add it through
personalization. For more information, see Personalize Your Workspace.
4. 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 lines that have 0 in the
Prepayment % field.
5. To print a test report before posting the prepayment invoice, choose the
Prepayment action, and then choose the Prepayment Test Report action.
6. 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 other prepayment invoices for the order. To issue another invoice, 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.
７ 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're 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
Finance

Correct Prepayments
Article • 09/19/2022
You can make a correction to an order after you have posted a prepayment invoice for
the order. You can add new lines to an order after issuing a prepayment, and then you
can post another prepayment invoice, but you cannot delete a line from an order after a
prepayment has been invoiced for the line.
 Tip
If you have posted a prepayment invoice for a sales invoice that you then correct or
cancel, you must correct or cancel the prepayment as well.
To correct a prepayment
The following procedure shows how to issue a prepayment credit memo to cancel all
invoiced prepayments for a sales order.
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.
７ 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
Finance

Manage and Reconcile Your Bank
Accounts
Article • 09/19/2022
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.
７ Note
In the North American versions, you can also perform bank reconciliation on the
Bank Rec. Worksheet page, which is better suited for checks and deposits but does
not offer import of bank statement files. To use this page instead of the Bank Acc.
Reconciliation page, deselect the Bank Recon. with Auto. Match field on the
General Ledger Setup page. For more information, see Reconcile Bank Accounts
under United States Local Functionality.
Before you can manage your bank accounts within Business Central, you must set each
bank account up as a bank account card. In addition, you must set up electronic services
that you may use for bank statement import and payment file export. For more
information, see Setting Up Banking.
them.
To See
Reconcile bank accounts as a separate task on the Bank Reconcile Bank Accounts
Acc. Reconciliation page.
To See
Reconcile bank accounts in connection with payment Applying Payments Automatically

processing on the Payment Reconciliation Journal page. and Reconciling Bank Accounts
 Tip
Use bank reconciliation to help verify that your books are up-to-date, and do not
post the reconciliation until you are satisfied with the reconciliation.
See Also
Setting Up Banking
Transfer Bank Funds
Managing Payables

Article • 04/03/2023
Bank reconciliation helps ensure that what's in your books matches the statements you
receive from your bank. Bank account reconciliation compares and matches entries in
the bank accounts you've set up in Business Central with bank transactions at your bank.
Reconciliation can then post the balances to your bank accounts in Business Central to
make them available to finance managers. Bank reconciliation is also a practical way to
discover and resolve missing payments and bookkeeping errors.
This article describes how to reconcile bank accounts from the Bank Acc. Reconciliation
page.
However, you can also reconcile bank accounts on the Payment Reconciliation Journal
page when you process payments. Open bank account ledger entries related to the
applied customer or vendor ledger entries will be closed when you choose the Post
Payments and Reconcile Bank Account action. This automatically reconciles the bank
account for the payments that you post with the journal. For more information, see
Applying Payments Automatically and Reconciling Bank Accounts.
７ Note
The North American versions offers the Bank Rec. Worksheet page, which is better
suited for checks and deposits but doesn't let you import bank statement files. To
use this page instead of the Bank Acc. Reconciliation page, clear the Bank Recon.
with Auto. Match field on the General Ledger Setup page. For more information,
see Reconciling Bank Accounts under United States Local Functionality.
The lines on the Bank Acc. Reconciliation page are divided into two panes. The Bank
Statement Lines pane shows either imported bank transactions or ledger entries with
outstanding payments. The Bank Account Ledger Entries pane shows the ledger entries
in the internal bank account.
Reconciling transactions in statements from your bank with bank entries in Business
Central is referred to as matching. There are two ways to match transactions with bank
entries:
Automatically, by using the Match Automatically action.

Manually, by selecting lines in both panes to link each bank statement line to one
or more bank account ledger entries, and then using the Match Manually action.
The Applied checkbox is selected on lines where entries match. For more information,
see Set Up Rules for Automatic Application of Payments. If you enter a statement ending
date on the bank reconciliation after you match its lines with entries, Business Central
will undo the the matches for lines and entries that are after that date.
７ Note
After you enter a date in the Statement Ending Date field, the Bank Acc.
Reconciliation page filters the bank ledger entries to show only entries up to that
date. You can only post bank reconciliations with bank ledger entries on or before
the statement ending date. The filter ensures that your bank ledger is balanced
with your bank statement on the statement ending date, with the difference being
the outstanding payments and checks.
When the value in the Total Balance field in the Bank Statement Lines pane equals the
total value of the Balance To Reconcile field plus the Balance Last Statement field in the
Bank Account Ledger Entries pane, you can choose the Post action. Unmatched bank
account ledger entries remain on the page, indicating discrepancies 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. The following table describes a few typical business situations that can
cause differences.
Difference Reason Resolution
A transaction in your bank The bank transaction wasn't Create the missing transaction
account in Business Central created although a posting (or prompt a debitor to make
isn't in the bank statement. was made in Business Central. it). Then reimport the bank
statement file or enter the
transaction manually.
A transaction on the bank A bank transaction was made Create and post the missing
statement doesn't exist as a without a corresponding entry. To learn a quick way to
document or journal line in posting in Business Central, do that, see To create missing
Business Central. for example a journal line ledger entries to match bank
posting for an expense. transactions with.
A transaction in the internal Information, such as the Review the information, and
bank account corresponds to amount or the customer then manually match the two.
a bank transaction but some name, was entered differently Optionally, correct the
information is too different to in the bank transaction or the mismatch.
give a match. internal posting.
You must resolve the differences, for example, by creating the missing entries and
correcting non-matching information or by making missing money transactions, until
you can complete and post the bank account reconciliation.
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 add bank statement 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 import bank statements as bank feeds, you must set up the Envestnet Yodlee Bank
Feed service. The setup includes linking your bank accounts in Business Central to the
related online bank accounts. For more information, see Set Up the Envestnet Yodlee
Bank Feeds Service.
 Tip
1. Choose the icon, enter Bank Account Reconciliation, and then choose the
related link.
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 in bank reconciliation lines with the

Suggest Lines action
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.
７ Note
Typically, the ending date will match the date specified in the Statement Date
field. However, if you want to reconcile transactions for only part of a period,
you can enter a different ending date.
4. If you don't want the bank account ledger entries to include unmatched open
reversed entries, choose the Exclude Reversed Entries toggle. By default, the list of
bank account ledger entries will include reversed entries up to the statement date.
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). 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.
You can investigate the basis for matches by using the Match Details action. For
example, the details will include the names of the fields that contained matching values.
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 action will
search for matching transaction dates in the bank statement.
If you enter 0 or leave the field blank, the Match Automatically action will only
search for matching transaction dates on the bank account ledger entry posting
date.
The lines are color coded to make it easier to understand what to do with them.
Bank statement lines and bank account ledger entries that are matched on the
current bank reconciliation change to bold green font. Bank account ledger entries
that are matched on other bank reconciliations are shown in italic blue font.
4. To remove a match, select the bank statement line, and then choose the Remove
Match action.
 Tip
You can use a mix of manual and automatic matching. If you have manually
matched entries, automatic matching will not overwrite your selections.
To match bank statement lines with bank

account ledger entries manually
 Tip
When matching lines and entries manually, the Show All, Show Reversed Entries,
Hide Reversed Entries, and Show Nonmatched actions can make it easier to get an
overview. By default, the bank account ledger entries don't include unmatched
reversed entries. To include these entries in the list and match them manually,
choose the Show Reversed Entries action. If you choose to hide reversed entries
after you've made one or more matches, the matched entries are still shown.
７ Note
You can't post a bank reconciliation if you do many-to-one matching and the
combined amounts contain differences. This is true even if the combined
differences balance to zero.
Here's an example of a many-to-one matching that has differences. The value of

200 for bank statement entry 1 is matched to two bank ledger entries that have a
total value of 180. The difference is 20. The value of 350 for bank statement 2 is
matched to two other bank ledger entries that have a total value of 370. The
difference is -20, which balances the value of 20 for bank statement 1.
To post a bank reconciliation with differences on the lines, post the differences and
then match them against the posted entries.
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, select and hold the CTRL key and then choose the lines.
 Tip
You can also manually match multiple bank statement lines with one bank
account ledger entry. For example, this might be useful if your bank deposit
contained several payment methods, such as credit cards from different
issuers, and your bank lists those as separate lines.
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 checkbox in the right pane is selected.
4. Repeat steps 1 through 3 for all bank statement lines that aren't matched.
 Tip
To remove a match, select the bank statement line, and then choose the Remove
Match action. If you have matched multiple bank statement lines to a ledger entry,
and need to remove one or more of the matched lines, all of the manual matches
are removed for the ledger entry when you choose Remove Match.
To validate your bank reconciliation

To double-check your bank account reconciliation before you post it, use the Test
Report action to preview the reconciliation. The report is available in the following
contexts:
When you're preparing a bank reconciliation on the Bank Acc. Reconciliation

page.
When you're reconciling payments on the Payment Reconciliation Journals page.
Lines that can't be matched stay on the Bank Acc. Reconciliation page after posting.
These lines contain a value in the Difference field. The difference represents a
discrepancy that you must resolve before you can complete the bank account
reconciliation. The following table describes a few typical business situations that can
cause differences.
A transaction in your bank The bank transaction wasn't Create the missing transaction
account in Business Central created although a posting (or prompt a debitor to make
isn't in the bank statement. was made in Business Central. it). Then reimport the bank
statement file or enter the
transaction manually.
A transaction on the bank A bank transaction was made Create and post the missing
statement doesn't exist as a without a corresponding entry. To learn a quick way to
document or journal line in posting in Business Central, do that, see To create missing
Business Central. for example a journal line ledger entries to match bank
posting for an expense. transactions with.
A transaction in the internal Information, such as the Review the information, and
bank account corresponds to amount or the customer then manually match the two.
a bank transaction but some name, was entered differently Optionally, correct the
information is too different to in the bank transaction or the mismatch.
give a match. internal posting.
You must resolve the differences, for example, by creating the missing entries and
correcting non-matching information or by making missing money transactions, until
you can complete and post the bank account reconciliation.
７ Note
The Bank Reconciliation page and Test Report assume you're only reconciling within
the period up until the statement ending date. If you match a bank statement line
to a bank ledger entry before you enter a statement ending date, and then enter a
statement ending date that is after the ending date for the bank ledger entry, the
data in the Test Report will be incorrect.
The following table describes fields on the Test Report that can help you complete the
bank reconciliation.
Field Description
Statement The date specified in the Statement Date field on the Bank Acc. Reconciliation
Date page.
Balance Last The balance specified in the Balance Last Statement field on the Bank Acc.
Statement Reconciliation page. This is filled in automatically from the most recent
reconciliation for the same bank account. The value is zero if this is your first bank
account reconciliation.
Statement The balance specified in the Statement Ending Balance field on the Bank Acc.
Ending Reconciliation page.
Balance
G/L Account The balance on the G/L account on the statement ending date. This is the
No. unfiltered balance as of that date. If your bank uses your local currency, this
<number> balance should be the same as your bank account balance (shown on the right side
Balance at of the report header) when you've matched all statement lines. An empty () in the
<date> name of this field means that your bank uses local currency.
A discrepancy in this and the previous fields might indicate that you have posted
directly to the G/L account, or that you're using the same G/L account for multiple
banks, which isn't recommended. Banks are linked to the general ledger through
the bank account posting group specified for the account.
The Test Report shows a warning if you have direct postings, even if the balance for
the posting is zero. Direct postings that are not balanced often lead to
accumulated differences for future bank reconciliations. You should check the
general ledger balance and ledger entries before you post the bank reconciliation.
To learn more about direct posting, go to Avoid Direct Posting.
Field Description
G/L Account The balance on the G/L account on the statement ending date in local currency.
No. The balance is converted to the bank account's currency using the exchange rate
<number> that was valid on the statement ending date. This is the unfiltered balance as of
Balance that date. You compare to this to the *G/L Account No. <number> Balance at
(<LCY>) at <date> field if your bank uses a foreign currency. The value in the G/L Account No.
<date> <number> Balance at <date> field for local currency might differ slightly because
currency conversion can result in small differences. Your bank's balance should be
very close to this balance.
Bank The balance on the bank account at the statement ending date.
Account
Balance at
<date>
Sum of The sum of the differences for the statement lines. To access the details, turn on
Differences the Print Outstanding Transactions toggle when you enter criteria for the report. A
difference is a bank statement line that isn't matched completely to one or more
bank ledger entries. You can't post a bank account reconciliation that has
differences. You can post a bank reconciliation that contains bank ledger entries
that aren't matched to statement lines. This value is shown in the Outstanding
Bank Transactions field and in a separate section if you turn on the Print
Outstanding Transactions toggle.
Statement The value specified in the Statement Ending Balance field on the Bank Acc.
Balance Reconciliation page.
Outstanding The sum of non-matched, non-check bank ledger entries that have a posting date
Bank on or before the statement ending date. This happens when you register
Transactions transactions before they're registered in your bank. For example, at the end of a
period. When you create the next bank reconciliation, you can reconcile these
entries.
Outstanding The sum of non-matched bank ledger entries for checks that have a posting date
Checks on or before the statement ending date. This happens when you register
transactions before they're registered in your bank. For example, this can happen
for checks if a vendor doesn't cash a check in the same period you registered it.
When you create the next bank reconciliation, you can reconcile these entries.
Bank The sum of the values for the bank statement ending balance, outstanding bank
Account transactions, and outstanding checks. After you handle all differences on matched
Balance entries, this balance matches your bank balance. For example, you have accounted
for all matched entries as well as the entries you couldn't match for this bank
statement. You can post the reconciliation.
 Tip
If you run the Test Report from the Payment Reconciliation Journal page, Business
Central calculates the value in the Statement Ending Balance as follows:
balance last statement + sum of all lines in the payment reconciliation journal
You can use the value to compare to your bank statement.
To create missing ledger entries to match bank

statement lines
Sometimes bank statement contains amounts for interest or fees charged. Such bank
statement lines can't be matched because there aren't related ledger entries 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,
The General Journal page opens with new journal lines for any banks statement
lines that are missing ledger entries.
3. Complete the journal line with information such as the balancing account. For
more information, see Work with General Journals.
4. To review the result of posting before you post, choose the Test Report action, and
then choose an option for accessing the report. The Bank Account Statement
report shows the same fields as at the header of the Bank Acc. Reconciliation
page.
After the entry is posted, 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.
Find outstanding transactions in previous
periods
You can use the Bank Statement report to find outstanding transactions in previous
periods. Outstanding transactions were opened before the statement date and haven't
been closed, or were closed after the bank reconciliation was posted.
When you run the Bank Statement report from the Bank Statement List page, you can
turn on the Outstanding Entries toggle, and the report will include a section that lists
outstanding entries.
Example We have bank account ledger entries A, B, and C in our bank account for the
month of August. When we reconcile our bank account for August we find a bank
statement line that matches entry A, but none for B and C. So we post the reconciliation
with entry A reconciled and B and C as outstanding entries.
In September, we receive a payment for entry B and decide to reconcile our bank
account. If we run the Bank Statement report before posting the reconciliation, we'll
have one reconciled transaction and one outstanding.
If we print the report for August we'll have outstanding transactions for our B and C
entries, even though we closed entry B in September.
Undo a bank account reconciliation

If you find a mistake in a posted bank reconciliation, you can use the Undo action on
the Bank Account Statement List page to correct it. When you undo a posted bank
reconciliation, the entries are moved to the Bank Reconciliation page and marked as
Open, meaning they aren't reconciled. You can then correct the bank reconciliation and
post it again.
７ Note
In the North American version, to use the Undo feature for posted bank
reconciliations and bank statements you must turn on the Bank Recon. with Auto-
Match toggle on the General Ledger Setup page. The Undo feature is not available
for bank statements posted from bank reconciliation worksheets.
Reusing the bank statement number

The bank statement number used for the new bank reconciliation is taken from the bank
account as is the Balance Last Statement. You can change these values before you start a
new bank reconciliation. However, when you create a new bank reconciliation, Business
Central checks whether the statement number is already assigned to a posted bank
statement. If the number is in use, but you want the new bank statement to use it
instead, you can use the Change Statement No. action on the Bank Acc. Reconciliation
page.
Examples
The following examples show how to fix a mistake on a posted bank reconciliation, with
or without using the same statement number.
Example 1
You did bank reconciliations for January, February, and March. The bank statement
number was 100 for March. Later, you discover that March only included entries until
the 30th, which means entries for the 31st are missing. So, you need to redo the bank
reconciliation for March. In this case, we'll open the Bank Acc. Statement page, choose
the statement for March, and then choose Undo.
The new bank reconciliation is given the statement number 101. To reassign the number
100, choose Change Statement No. and enter 100.
 Tip
Remember to set the appropriate Statement ending date (in this example, that is
March 31), and edit the Balance Last Statement field.
Example 2
You did bank reconciliations for January, February, June, and July. You discover that
February was incorrect. Let's assume it had statement number 100. Like Example 1, you
use the Undo and Change Statement No. actions to change the statement number as in
example #1 above and you can now redo February bank reconciliation.
After you post the corrected bank reconciliation for February, on the corresponding
Bank Account card the Last Statement No. field will show 100, and the Balance Last
Statement field will show the ending balance for the February statement.
If the next bank reconciliation you do is for March, Business Central will assign 101 as
the statement number and give it the correct Balance Last Statement.
If the next bank reconciliation you do is for August, consider changing the values in the
Last Statement No. and Balance Last Statement fields on the Bank Account card before
you create the next bank reconciliation, or use the Change Statement No. action and
also change the value in the Balance Last Statement field on the bank reconciliation
page.
７ Note
The statement number is important when you do bank reconciliations with

imported CAMT files that contain statement numbers, or when you reconcile based
on printed bank statements. If you just download a range of bank transactions from
your online bank, the statement number is usually not important.
The Balance Last Statement is kept on the bank account to minimize mistakes when
doing bank reconciliations, but it's also editable, allowing you to do your bank
reconciliations in any order you want. This also means that if you undo a bank
statement, the new ending balance might not be the balance last statement on the
next bank statement. There's no feature that allows you to move a balance forward
to all subsequent bank statements, so be aware of this when using Undo.
Avoid direct posting

Don't use a G/L account that allows direct posting in your bank account posting group.
Direct posting will break the connection between the bank account ledger entry and the
G/L account ledger entry. When you reconcile your bank account, the entries posted
directly to the G/L account won't be included and it will be difficult to complete the
reconciliation.
This mistake often happens when entering an opening balance for a bank account. It's
important that you don't post the opening balance directly to the general ledger. Entries
in the G/L account that are posted directly to the G/L account will cause problems. For
example, these entries might prevent you from reconciling your bank account. For
foreign currency bank accounts, the entries can cause differences to accumulate after
you post more bank reconciliations due to currency exchange rate adjustments. Often,
you post the opening bank balance directly to the bank account, and the amount then
ends up in the G/L account. Alternatively, you reverse it later against the G/L account
that you use to balance the opening general ledger balance. In both cases, you must
balance any direct posting to the G/L account before you start your first bank
reconciliation, and especially so if the bank account is in a foreign currency.
See Also
Setting Up Banking
Set Up Rules for Automatic Application of Payments

Article • 09/19/2022
Feeds Service.
 Tip
them.
To See


Reconciliation
Journal page.
See Also
Sales

Managing Intercompany Transactions
Article • 04/03/2023
Businesses with more than one legal entity with separate accounting functions can
benefit from intercompany transactions. For example, it's useful for businesses that have
subsidiaries in multiple international markets or regions. Or, an organization might have
several companies but lack the equivalent number of accounting and administrative
teams. Intercompany transactions simplify and streamline business processes and
transactions between companies in the intercompany partnership.
When you've specified the customer and vendor relationships for intercompany
transactions, partners enter information one time in sales and purchase documents. A
corresponding document is created at the other partner involved in the transaction.
Mapping the chart of accounts and dimensions helps 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 mistakes 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
Streamline the flow of business activities

Intercompany transactions let you distribute sales and purchasing documents and
general journal entries to all of your satellite offices, sales offices, or subsidiary
companies. Distributing transactions saves time and increases efficiency throughout the
organization by reducing data entry. It cuts down on the need to send, receive, print,
and archive sales and purchasing documents.
You're in full control of all transaction documents. For example, you can reject a
document sent to you and use the Reverse Journal Postings and Undo
Receipts/Shipments actions to make corrections. Or, when making a purchase from a
partner or subsidiary company, you can update the purchase order as long as the selling
company hasn't shipped the goods.
When you enter a transaction, you don't need to specify the accounts to use. You just
choose the intercompany partner. The intercompany functionality creates general
journal lines that balance the books of both companies involved in the transaction. In
receivables and payables, you assign an intercompany partner code to any customer or
vendor. From that moment on, all orders and invoices for transactions between these
companies produce corresponding documents in the partner company. The result is
correctly balanced accounts.
Intercompany focuses on sales and purchase documents and general journal lines, and
allows transactions between multiple Business Central databases. For example:
In different countries/regions
Multiple currencies
Different charts of accounts
Different dimensions
Different item numbers
Intercompany transactions use several types of entries and documents:
General journal entries

Purchase and sales orders
Purchase and sales invoices
Credit memos
Return orders
When you set up intercompany transactions, you create a list of intercompany partners,
an intercompany chart of accounts, and intercompany dimensions. Afterward, you can
create transactions in intercompany general journals.
７ Note
The general journal by itself doesn't include currencies. It converts all amounts to
the local currency at the current exchange rate.
After you set up business partners as customers and vendors, and assign them
intercompany partner codes, they can exchange intercompany purchase and sales
documents, including items and item charges.
７ Note
Companies can't use intercompany to exchange all types of data. Purchase invoices
are not submitted to business partners through intercompany processes. However,
sales invoices that are submitted through intercompany processes will be created
as purchase invoices in the receiving company.
Consolidating financial data might be relevant for intercompany processes. For more
information, see Consolidating Financial Data from Multiple Companies.
them.
To See
Create your intercompany vendors and customers as partners, Set Up Intercompany

and set up an intercompany chart of accounts.
Use intercompany documents or journals to post transactions Work with Intercompany

with your intercompany partners. Documents and Journals
Organize and process incoming and outgoing transactions that Manage the Intercompany
you exchange with your intercompany partners. Inbox and Outbox
Use intercompany transactions to distribute costs between Allocate Costs to

partner companies. Intercompany Partners
See Also
Finance
Setting Up Finance
Start a free trial!

Set Up Intercompany Transactions
Article • 04/03/2023
Intercompany partnerships make it easier to handle accounting processes when two or

more subsidiaries of a company frequently do business with each other. Partners can
exchange transactions, such as sales and purchases, and handle them either manually or
automatically. For example, when a partner sends a sales journal line to another partner,
a purchase journal line is created for the receiving partner.
The intercompany chart of accounts can be, for example, a version of the
synchronization partner's chart of accounts. Each partner maps their accounts to the
intercompany chart of accounts. Each partner also maps their dimensions and
dimension values to the intercompany dimensions.
７ Note
In 2023 release wave 1 we've introduced an improved Intercompany Setup page.

The new page makes it easier to set up an intercompany partnership by
consolidating all of the set up tasks in a single page. If you're new to Business
Central, you're already using the new experience. If you're an existing customer,
your administrator can turn on the Automatically accept intercompany general
journal transactions feature switch on the Feature Management page.
The tasks in this article assume that the feature switch is turned on. If you've
already set up an intercompany partnership, you can continue using it.
Before you start

Before you start to set up your intercompany partnership, there are a few decisions to
make.
Decision Description
Which chart All companies in the partnership must use the same intercompany chart of
of accounts accounts. You can base your intercompany chart of accounts on the chart of
should be the accounts from one of the companies in the partnership, or create a new
basis for the intercompany chart of accounts. You map the accounts to use in the partnership
intercompany in both ways, so that each partner both sends and receives transactions in the
chart of correct accounts. Learn more about setting up the intercompany chart of
accounts? accounts at Set up the intercompany charts of accounts.
Decision Description
Which If you use intercompany dimensions, they must be the same for all companies in
dimensions the partnership. After you specify your intercompany dimensions, map their
should be the dimension values. Learn more about mapping dimension values at Set up
basis for the intercompany dimensions.
intercompany
dimensions?
Which Learn more about setting up customers and vendor companies in an

partners are intercompany partnership at Set up intercompany partners as customers and
customers or vendors.
vendors, or
both?
Do you want You can speed up the process of registering payment transactions by specifying
to specify the bank account to use for each partner company. Learn more at Specify the
bank bank accounts to use for intercompany partners.
accounts to
use in the
partnership?
How do you All parties must agree on a unique intercompany partner identification code for
want to each company. You'll assign the code to customer and vendor cards to identify
identify the related transactions. Learn more about identifiers at Create Number Series.
companies in
the
partnership?
How do you If intercompany lines contain items, you can either use your own item numbers,
want to or you can set up your partner's item numbers for each item, either in the Vendor
handle item Item No. field or in the Common Item No. field on the item card. You can also
numbers? use the Item Reference action to map your items' numbers to your intercompany
partners descriptions of the items. To learn more about item references, go to
Use Item References.
Are resources If intercompany sales transactions will include resources, fill in the IC Partner
involved? Purch. G/L Acc. No. field on the resource card for each resource. The field
contains the number of the intercompany general ledger account that the
amount for this resource will post to in the partner company. To learn more
about resources, go to Set Up Resources.
NOTE
Intercompany purchase transactions that include resources, fixed assets, and item
charges are not fully supported. In the partner company, the Line Type field will
be blank on purchase document lines that include these entities. You must
manually update the field.
Overview of the steps to get started
Use the Intercompany Setup page to set up the following components of intercompany
transactions:
Your company's intercompany settings.

The company that will be the synchronization partner.
The intercompany chart of accounts that all he partners use to exchange
transactions.
The mappings between accounts in the chart of accounts and intercompany chart
of accounts for inbound and outbound transactions for each partner.
The intercompany dimensions and dimension values to use, and how they're
mapped to dimensions for each partner.
The companies that are the intercompany partners.
The companies that are vendors or customers, or both.
Set up a synchronization partner

All partners must use the same intercompany chart of accounts and, if needed, the same
intercompany dimensions. You can save time when you set up the partnership by using
the chart of accounts and dimensions for one of the partners as a baseline for the
intercompany chart of accounts and dimensions. The company that you use as the
baseline is called the synchronization partner. Typically, the synchronization partner is
the headquarter company, but it doesn't have to be.
On the Intercompany Setup page, each partner specifies the synchronization partner in
the Synchronization Partner field. Afterward, the intercompany chart of accounts and
intercompany dimensions are automatically specified for them, based on the setup for
the synchronization partner. The partners then use the Intercompany Chart of Accounts
Mapping and Intercompany Dimension Mapping pages to map their chart of accounts
and dimensions to the intercompany chart of accounts and dimensions, and vice versa.
When you're ready to synchronize data with your synchronization partner, choose the
Synchronization Setup action.
７ Note
It's important to map accounts and dimensions in both directions. That is, both to
the intercompany chart of accounts and dimensions, and from them to your own
accounts and dimensions.
Set up the intercompany charts of accounts
All partners must use the same intercompany chart of accounts, and map the accounts
in their own chart of accounts to it. If the chart of accounts for your company defines
the intercompany chart of accounts for your partner companies, follow the steps in this
section.
If you're using an XML file that contains the intercompany chart of accounts, follow the
steps in Import or export an intercompany chart of accounts.
1. Choose the icon, enter Intercompany Setup, and then choose the related link.
2. Choose the IC Chart of Accounts action.
3. To add accounts, do one of the following on the Intercompany Chart of Accounts

page:
Choose New, and then enter each account on a line on the page.
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.
If you have set up an intercompany chart of accounts for a synchronization
partner, use the Synchronization Setup action to copy those accounts.
 Tip
If you copy the intercompany chart of accounts from a synchronization

partner, you can use the Synchronization Setup action to update your
intercompany accounts with any changes the partner makes to theirs.
The next step is to map your chart of accounts to the intercompany chart of accounts.
Learn more at Map the intercompany chart of accounts to your company's chart of
accounts.
Import or export an intercompany chart of accounts

The synchronization company can share its chart of accounts with partners by exporting
it to a file. Partners can import the file to get the chart of accounts.
3. On the Intercompany Chart of Accounts page, choose the Import/Export action,
and then choose either Import or Export.
4. Choose the file to import or export.
The Intercompany 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.
Map the intercompany chart of accounts to

your company's chart of accounts
When you've defined or imported the intercompany chart of accounts, map each
intercompany account with one of your accounts. On the Intercompany Chart of
Accounts page, you specify how intercompany G/L accounts on incoming transactions
map to G/L accounts from your company's chart of accounts.
If the intercompany accounts and your accounts have the same numbers, you can map
the accounts automatically.
 Tip
To access the actions on the page, you might need to expand the page to the
wide layout view.
3. On the Intercompany Chart of Accounts page, choose the Chart of Accounts

Mapping action.
4. You can map the accounts manually, or automatically.
To manually create the mapping, on the Intercompany Chart of Account and

G/L Chart of Accounts panes, choose an account, and then choose an
account in the G/L No. and IC No. fields.
To automatically map accounts that have the same numbers, select the lines
that you want to map, choose the Map to Acc. with Same No action, and
then choose the chart of accounts to update.
 Tip
If you want to map many or perhaps all accounts, choose a line, choose ,
and then choose Select More.
Set up intercompany dimensions

If partners will exchange transactions with dimensions linked to them, agree on the
dimensions that all of you will use. For example, the synchronization company can
create a simplified version of their dimensions, export them to an XML file, and then
distribute the file to each partner. Each partner can import the XML file on the
Intercompany Dimensions page and then map the intercompany dimensions to their
dimensions. Learn more at Map intercompany dimensions to your company's
dimensions.
７ Note
Each company must map their dimensions to the intercompany dimensions for
outgoing documents and incoming documents. Mapping accounts in both
directions is important, and helps maintain consistency across the companies.
If partners will use the synchronization partner's intercompany dimensions, follow the
steps in this section. If you want to share using an XML file that contains the
intercompany dimensions, follow the steps in Import or export intercompany
dimensions.
2. Choose the IC Dimensions action.
3. To add dimensions, do one of the following on the Intercompany Dimensions

page:
Choose New, and then enter each dimension on a line.

If your intercompany dimensions will be identical or similar to your regular
dimensions, you can fill on the page automatically by choosing the Copy
from Dimensions action. Afterward, you can edit the lines as needed.
If you have specified intercompany dimensions for a synchronization partner,
use the Synchronization Setup action to copy those dimensions.
 Tip
If you copy the intercompany dimensions from a synchronization partner, you
can use the Synchronization Setup action to update your intercompany
dimensions with any changes the partner makes to theirs.
Import or export intercompany dimensions

The synchronization company can share its dimensions with partners by exporting them
to a file. Partners can import the file to get the dimensions.
3. On the Intercompany Dimensions page, choose the Import/Export action, and
then choose either Import or Export.
4. Choose the file to import or export.
The next step is to map the dimensions with the intercompany dimensions. Learn more
at Map intercompany dimensions to your company's dimensions.
Map intercompany dimensions to your company's

dimensions
After you specify the dimensions you'll use, map each intercompany dimension with one
of your company's dimensions, and vice versa. Use the Intercompany Dimensions
Mapping page to specify the mapping. Afterward, repeat the process for the dimension
values.
Specify how intercompany dimensions on incoming transactions map to

dimensions from your company's list of dimensions.
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, you can automatically map the dimensions.
In the following steps, you first map intercompany dimensions to dimensions for
incoming documents in the Intercompany Dimensions pane. Then, you map dimensions
to intercompany dimensions for outgoing documents on the Current Company
Dimensions pane.

3. On the Intercompany Dimensions page, choose the Dimensions Mapping action.
4. You can map the dimensions manually, or automatically.
To manually create the mapping, on the Intercompany Dimensions and

Current Company Dimensions panes, choose a dimension, and then choose
a dimension in the Dim. Code and IC Dim. Code fields.
To automatically map dimensions that have the same code, select the lines
that you want to map, choose the Map dimensions with same code action,
and then choose the dimensions to update.
 Tip
If you want to map many or perhaps all dimensions, choose a line, choose ,
and then choose Select More.
5. Choose the Dimension Values Mapping action.
6. On the Intercompany Dimension Values Mapping page, the steps to create the
mapping are similar to what you just did for dimensions.
Set up intercompany general journal templates

and batches
You must set up a general journal template and a general journal batch to use by
default for intercompany transactions. The template and batch are especially important
if you automatically accept intercompany transactions from your partners. To learn more
about auto-accepting transactions, go to Auto-accept transactions from intercompany
partners.
General journals are used to post to general ledger accounts and other accounts,
such as bank, customer, and vendor accounts. Posting with a general journal
always creates entries on general ledger accounts. Use the Intercompany General
Journal page to set up the general journal batch to use. The settings that are
specific to intercompany transactions are the accounts you specify in the IC
Account Type and IC Account No fields.
Journal templates give you a journal page that's designed for a specific purpose.
That is, the fields in journal templates are exactly the ones needed for a particular
part of the program. Use the General Journal Templates page to set up a template
to use for intercompany transactions.
To learn more about general journal templates and batches, go to Use journal templates
and batches.
Set up a company for intercompany

transactions
The following steps assume that a synchronization partner is set up with the chart of
accounts and dimensions on which you'll base the intercompany chart of accounts and
dimensions. You can set them up yourself, but it's typically faster to get started, and
maintenance is easier, to you use a synchronization partner. Learn more about the
synchronization partner, go to Set up a synchronization partner.
 Tip
It's a good idea to fill in the fields on the General FastTab on the Intercompany
Setup page for each partner before you add their partners. When you add partner
companies that are in the same tenant, Business Central gets their IC code and
company name from their setup on the General FastTab. The Company Name field
will verify that their IC code is unique.
７ Note
If you'll use a synchronization partner, leave the Synchronization Partner field

blank when you set that company up for the partnership.
2. On the Intercompany Setup page, fill in the fields on the General FastTab. Hover
７ Note
In Business Central online, you can't use file locations to transfer transactions to
your partners because Business Central can't access your local network. Therefore,
if you choose File Location in the Transfer Type field, the Folder Path field is not
available. Instead, the file will be downloaded to the Downloads folder on your
computer. You then send the file to someone in the partner company, for example,
by email. For a more direct process, we recommend that you choose Email.
The next step is to set up the partner companies.

Set up intercompany partners
Each partner must add all other companies in the partnership as a partner.
2. On the Intercompany Partners FastTab, choose Add.
3. On the Intercompany Partner page, fill in the fields. Hover over a field to read a
short description.
4. Repeat steps 2 and 3 for all companies in the partnership.
７ Note
For intercompany posting, if you turn on the Auto. Accept Transaction toggle on
the Intercompany Partner page Business Central suppresses messages that warn
about purchase invoices duplicating the original purchase order. It's important to
have a business process for managing duplicates. For example, by deleting such
purchase orders when the purchase invoice is received from the intercompany
partner.
Set up intercompany partners as customers and vendors

2. On the Intercompany Partners FastTab, open the card page for the partner.
3. Depending on what you want to do, choose the customer or partner in the
Customer No. or Vendor No. fields.
７ Note
If the customer or vendor hasn't been created, you can choose +New in the
drop-down menu to set them up. To learn more about creating customers
and vendors, go to Register New Customers and Register New Vendors.
 Tip
You can also specify a customer or vendor as an intercompany partner by

filling in the IC Partner Code field on the Customer Card and Vendor Card
pages.
Set up default intercompany partner general ledger
accounts
When you create an intercompany sales or purchase line to send as an outgoing
transaction, 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 G/L Account
Card page, for accounts that you regularly 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. The receivables and payables
accounts are used as the off-setting account for the intercompany partner when you
post transactions on intercompany general journals.
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.
2. Open the G/L account that's used for intercompany transactions, and 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.
Auto-accept transactions from intercompany partners

To make it faster to process intercompany transactions, you can specify that you want to
automatically create journal lines based on an intercompany partner's posts from the IC
General Journal page. To auto-create incoming and outgoing transactions, you must
turn on the following toggles for each partner:
On the Intercompany Setup page, turn on the Auto. Send Transactions toggle for
the synchronization partner. Then specify where to create received intercompany
journal transactions by filling in the Default IC Gen. Jnl. Template and Default IC
Gen. Jnl. Batch fields.
 Tip
If the Default IC Gen. Jnl. Template field is blank, you need to set up a
general journal template to use for your intercompany general journals. To
learn more about templates and batches, go to Set up intercompany general
journal templates and batches
On the Intercompany Partner page, turn on the Auto Accept Transactions toggle.
The journal lines are created for you, but not posted.
７ Note
If your organization used intercompany features in Business Central before 2022

release wave 1, to auto-accept transactions your administrator must turn on the
Automatically accept intercompany general journal transactions feature switch on
the Feature Management page.
Specify the bank accounts to use for intercompany

partners
To facilitate fast payments, specify one or more bank accounts to use for intercompany
partners. When a partner uses an intercompany general journal to make a payment,
they can specify the bank account on the line. The bank account is used as the balancing
account in the receiving company, which minimizes the need to manually enter
transactions.
To specify the bank account to use, on the Intercompany Partners page, choose
the Bank Accounts action. On the Intercompany Bank Account Card, enter the
account information.
Troubleshoot your intercompany setup

On the Intercompany Setup page, the Intercompany Setup Diagnostics pane contains
tiles that indicate whether you have set up all of the components needed to exchange
intercompany transactions. The tiles are also available on the Business Manager Role
Center. Choose the tiles to find out what's missing. For an overview of the required
components, go to Overview of the steps to get started.
See Also
Finance
Setting Up Finance

Work with Intercompany Documents
and Journals
Article • 05/16/2023
Use intercompany documents or journals to post transactions with your intercompany

partners. You can post transactions to G/L accounts, and if you've set up intercompany
bank accounts you can also post bank-to-bank transactions. To learn more about setting
up intercompany bank accounts, go to Specify the bank accounts to use for
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. You
transfer the line from your outbox 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 customer or
vendor ensures that all orders and invoices for transactions between the partners
produce corresponding documents in the partner companies. The company accounts
balance correctly.
The same is true for intercompany general journal lines. You don't need to specify
accounts, you just choose the the partner company. Corresponding intercompany
general journal lines are then created in the partner company.
Fill in and send an intercompany sales order

You can send sales and purchase orders and return orders before posting. Invoices and
credit memos can't be sent until they're 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.
2. Choose New to create a new sales order. For more information, see Sell Products.
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.
７ Note
If you do step 5, the sales order goes to your intercompany outbox, where you can
send it later. To learn more about the intercompany inbox and outbox, go to
Manage the Intercompany Inbox and Outbox.
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. With 2022 release wave 1, you can also set up the company to automatically
create received intercompany transactions that partners posted in intercompany general
journals. 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 journal batch. For more information, see Work with General Journals.
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.
７ 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.
The entries are posted in your company and a journal with the corresponding entries is
created in your intercompany outbox so that you can send them to your partner
company.
See Also
Finance
Setting Up Finance
Manage the Intercompany Inbox and
Outbox
Article • 04/03/2023
The intercompany transactions that you receive from your partners are listed on the
Intercompany Inbox page. To learn how to process incoming intercompany
transactions, go to Process incoming intercompany transactions. The intercompany
transactions that you send to partners are listed on the Intercompany Outbox page. To
learn how to process outgoing intercompany transactions, go to To process outgoing
intercompany transactions.
However, depending on your intercompany setup, some transactions are automatically

handled. You can set up the source company and partner companies to automatically
create documents and journals that correspond to transactions that partners post
through the intercompany general journal. To learn about using intercompany journals,
go to Fill in and post an intercompany journal.
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 explore transactions that a
particular partner created, use 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
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 and don't return it to your partner)
Returned from intercompany partner

If your intercompany partner rejects a transaction, you must cancel the transaction in
the inbox and then create correction lines or reverse the journal or document.
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.
Get 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.
７ Note
If the intercompany partners are in the same database, the partners can
automatically accept transactions. The go directly to the Handled Intercompany
Inbox Transactions and Handled Intercompany Outbox Transactions pages. To
learn more about auto-accepting transactions, go to Auto-accept transactions
from intercompany partners.
For the synchronization partner, on the Intercompany Setup page, turn on

the Auto. Send Transactions toggle.
For partner companies, on the Intercompany Partner page, turn on the Auto.
Accept Transactions toggle.
Import intercompany transactions from a file

The following content applies to on-premises deployments only.
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. Save the file to the location that you specified in the Intercompany Inbox Details
field when you set up intercompany.
2. Choose the icon, enter Intercompany Inbox Transactions, and then choose the
related link.
3. On the Intercompany Inbox Transactions page, choose the Import Transaction
File action.
4. on the page that appears, select the .xml file that contains the transactions, and
The transactions are imported into the inbox and you can now process them.
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 on 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
For lines that you accept, document or journal lines are created in your company. Open
each document or journal, make any necessary changes, and then post them.
Lines that you reject and return to your partner go to your intercompany outbox, where
you can send them to your partner.
For lines that a partner rejected and returned to you, you must 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 go to your intercompany outbox. To send them to your
intercompany partners, 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.
Use the Send to Intercompany Partner action to send lines to the relevant partner's
inbox.
Use the Return to Inbox action to move lines to your inbox, where you can then accept
them to create documents or journal lines in your company.
If you use the Cancel action, you must post a correction to the transaction that you
originally posted in your company.
Recreate intercompany inbox transactions

You might 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
Finance
Setting Up Finance

Allocate Costs to Intercompany Partners
Article • 06/29/2022
When you use intercompany postings to transfer documents between partner

companies, the VAT-related settings (primarily the VAT business posting group) assigned
to the customer or vendor accounts (associated with the intercompany Partner) control
whether, and how, VAT is calculated and registered. You can also do cost distributions
directly from a purchase order to partner companies. For example, if you register a
purchase invoice from an external vendor and you want to distribute some or all of the
costs to one or more intercompany partners.
You can allocate costs can be to one or more intercompany partners using the following:
Intercompany General Journals - These journals are useful when a service is

purchased. For example, when a parent company hires a service to set up
computer systems in two subsidiaries. The invoice is sent to the parent company,
but the costs are allocate to the intercompany partners. For more information, see
Work with Intercompany Documents and Journals.
Purchase orders and invoices - Using purchase documents is useful when the
purchasing functions of, for example, operating expenses, are centralized in one
company and then allocated to the intercompany partners.
To allocate costs using an intercompany

general journal
To enter a line in an intercompany general journal, follow these steps.
1. Choose the icon, enter Intercompany General Journal , and then choose the
related link.
2. If required, in the External Document No. field, enter the document number on
the invoice from the vendor.
3. In the Document Type field, choose Invoice.
4. In the Account Type field, choose Vendor.
5. In the Account No. field, choose the vendor.
6. In the Amount field, enter a negative amount equal to the amount on the invoice.
7. In the Bal. Account Type field, choose G/L Account.
8. In the Bal. Account No. field, choose the balancing account to use.
9. To allocate costs to intercompany partners, follow these steps:
a. Create a new line.
b. Leave the Document Type field, choose the option that leaves the field blank.
c. In the Document No. field, enter a number that is different than the number in
the External Document No. field. The cost allocation is considered a different
transaction.
d. In the Account Type field, choose IC Partner.
e. In the Account No. field, choose the intercompany partner to allocate the cost
to.
f. In the Balance Account Type field, choose G/L Account.
g. In the Balance Account No. field, choose the G/L account to which to post the
amount you receive from the intercompany partner.
h. In the Amount field, enter the amount of the invoice to allocate to the
intercompany partner.
i. In the IC Partner G/L Acc. No. field, choose the G/L account that you want to
post the amount to for the intercompany partner.
j. Fill in the remaining fields as necessary. Hover over a field to read a short
description. Repeat these steps for each intercompany partner who should
share in the cost.
10. To post the document and allocate the costs, choose Post.
To allocate costs using a purchase document

The following procedure describes how to allocate costs using a purchase invoice. The
steps are the same for purchase orders.
７ Note
To complete these steps you must personalize the Purchase Invoice page by
adding the IC Partner Code, IC Partner Ref. Type, and IC Partner fields. For more
information, see To start personalizing a page through the Personalizing banner.
1. Choose the icon, enter Purchase Invoice , and then choose the related link.
2. In the Type field, choose G/L Account.
G/L Account is the only option you can use to allocate costs.
3. In the No. field, choose the G/L account to post to.
4. In the IC Partner Code field, choose the intercompany partner to allocate the cost
to.
5. In the IC Partner Ref. Type choose the G/L account to use for the allocation. This
account will map the expense to an account in the intercomany partner's chart of
accounts.
6. In the Quantity field, specify the number of units to charge to the intercompany
partner.
7. In the Direct Unit Cost Excl. VAT (or Incl. VAT) field, enter the cost per item to
charge to the intercompany partner.
description.
9. To post the purchase order, choose Post.
To send the allocated costs to intercompany

partners
1. Choose the icon, enter IC Outbox Transactions, and then choose the related
link.
2. Choose lines to send, and then choose the Send to IC Partner action.
3. To allocate the costs, choose the Complete Line Actions action.
Calculating VAT for Cost Distributions

When you use a document to distribute costs to intercompany partners, there are two
VAT settings to be aware of:
The settings on the G/L account for expenses:

If the general business or VAT business posting groups are set up on the G/L
account, then the calculation depends on the groups and the product groups
from the document line.
If the general business or VAT business posting groups are not specified on the
G/L account, the calculation depends on the following:
The posting group settings on the intercompany partner
Whether the intercompany partner is assigned to a customer number that does
not have a general business or VAT business posting groups specified.
There is no customer number associated with the intercompany partner. Then
the general business or VAT business posting groups are blank, and the line in
the VAT posting setup is used, which is usually a group where 0% VAT is
specified.
７ Note
It is important to validate both the intercompany partner setup and the G/L
account setup (for the expense account used for the cost distribution) before you
allocate costs to intercompany partners.
See Also
Set Up Intercompany
Finance
Setting Up Finance

Accounting for Costs
Article • 09/19/2022
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 Terminology in Cost Accounting

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 Also
Finance

Terminology in Cost Accounting
Article • 09/19/2022
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 The allocation key is the basis that is used to allocate costs. It is typically a quantity,
key 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 The allocation source establishes which costs are allocated. Allocations are defined
source 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 The allocation targets determine where the costs are allocated. Allocations are
target 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 In cost accounting, actual costs of operations, processes, departments, or products

accounting 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 Cost allocation is a process of allocating costs to cost centers or cost objects. For
allocation 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 Dynamic allocations are dependent on changeable allocation bases, for example,
allocation 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 Indirect costs are not directly accountable to a cost object, such as a particular
cost 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 Static allocations are based on a fixed set of values, for example, the square meters
allocation used, or an established allocation ratio, such as 5:2:4.
Operational Operational costs are the recurring expenses which are related to the operation of a
cost business, a device, and a component.
Term Definition
Overhead Overhead costs refer to ongoing expenses of operating a business. They are all
cost 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 Step variable costs are costs that change dramatically at certain points because they
variable involve large purchases that cannot be spread out over time. For example, one
cost 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 Costs are allocated according to allocation keys, which can be modified by using a
weighting 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 Variable costs are expenses that change in proportion to the activity of a business.
cost 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

Article • 09/30/2022
Cost accounting can help you understand the costs of running a business. Cost
accounting information is designed to analyze:
The types of costs you incur running a business

Where 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.
First, you define a chart of cost types with a structure and functionality that resembles
the general ledger chart of accounts. You can create your own chart of cost types or do
so by transferring the general ledger income statement accounts.
Cost centers are departments and profit centers 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 a company offers. 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.
Through the general ledger, you can link cost centers and cost objects to any
dimensions and supplement that information 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 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. An
example of this would be a sales department that sells several products at the same
time. The department's overhead costs, such as salaries, supplies, and travel expenses,
are initially assigned to the sales cost center, which is then allocated between the
different products (cost objects) sold, together with the materials purchased (direct cost)
for use in them.
The allocation base used and the accuracy of the allocation definition influence 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 using the static allocation method 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
Similar to budgeting in the general ledger, you can create budgets to plan for costs
during a certain period (a fiscal year, for example), which can be applied to a cost center
(company department), or a cost object (product or service). You can create as many
cost budgets as you need. You can then copy the cost budget to the general ledger
budget and vice versa. And 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 financial
reports to define how your reports for the chart of cost types are displayed.
See also
Finance

Setting Up Cost Accounting
Article • 09/19/2022
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.
７ 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 One general ledger account One cost type
account for each cost
type
Several general ledger General ledger account range, for For each general ledger
accounts for one cost example, 7110..7193 for each account in the range, there is
type general ledger account only one cost type
Relationship G/L Account Range Cost Type No.
Cost types without <Empty>

corresponding general
ledger accounts
General ledger accounts <Empty>

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.
７ 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.
７ 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
７ 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
Transferring and Posting Cost Entries
Defining and Allocating Costs

Article • 09/19/2022
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.
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 Description
Entries
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.

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

Article • 02/06/2023
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.
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.
７ 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
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. Select F1 in the Date
Filter Code field to read detailed descriptions.
Base No. Date Filter Cost Center Cost Object Group Filter
Filter Code Filter Filter
G/L Entries G/L Yes Yes Yes N/A

Account
G/L Budget Entries G/L Yes Yes Yes G/L Budget Name
Account
Cost Type Entries Cost Yes Yes Yes N/A

Type
Cost Budget Entries Cost Yes Yes Yes Budget Name

Type
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 Posting

(Qty) Group
Items Sold Item No. Yes Yes Yes Inventory Posting

(Amount) Group
Items Purchased Item No. Yes Yes Yes Inventory Posting

(Amount) 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.
７ 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, select 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.
７ 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, select 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

Article • 09/19/2022
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
Create G/L Budgets
Delete Cost Budget Entries
Article • 03/31/2022
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.
７ 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

Article • 03/31/2022
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.
them.
To See
Read various conceptual information to understand the principles About Inventory Costing
and definitions that govern the inventory costing accounting
functionality in Business Central.
Ensure that you know the cost of shipped items by assigning Use Item Charges to
added item costs, such as freight, physical handling, insurance, and Account for Additional
transportation that you incur after selling. Trade Costs
Learn about all mechanisms in the costing system. Design Details: Inventory
Costing
Read how inventory periods help a company to control inventory Work with Inventory Periods
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
companies as a valuation base for components and end items. Cost
Set up inventory periods, costing methods, and rounding methods. Setting Up Inventory
Valuation and Costing
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 forward cost Adjust Item Costs
changes from inbound entries to their related outbound entries.
Use special costing functions for every-day item transactions in the Handling Inventory and
item operations. Manufacturing Costs
To See
Periodically update the standard costs of components, in assembly Update Standard Costs
or production BOMs, and roll the new costs up to the parent item.
View and manually change certain item application entries that are Remove and Reapply Item
created automatically during inventory transactions. Ledger Entries
Perform period-end control and reporting tasks, such as calculate Reporting Costs and
the value of inventory and post costs to the general ledger. Reconciling with the
General Ledger
Learn how you can use the job queue to move the tasks for Adjust and Reconcile
adjusting inventory cost or reconciling it with the general ledger to Inventory Cost with General
the background. Ledger with Job Queue
See Also
Finance
Inventory
Sales
Purchasing

About Inventory Costing
Article • 03/31/2022
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.
them.
To See
Distinguish the five different costing methods and their effect on cost Design Details: Costing
flows. Methods
Learn how item application entries dynamically link inventory decreases Design Details: Item
with increases to keep control of cost flows. Application
Learn how an item's unit cost is continuously updated with the cost of Design Details: Cost
its latest transaction according to the item's costing method. Adjustment
Learn how an item's average cost is dynamically calculated according to Design Details:
the selected average cost period. Average Cost
Distinguish expected cost (not yet invoiced) from actual cost and learn Design Details:
how it is managed in the general ledger. Expected Cost Posting
Understand the cost adjustment mechanism, which ensures that costs Design Details: Cost
are brought forward even if inventory transactions happen in a random Adjustment
manner.
Read why standard costs are often used by manufacturing companies as About Calculating
a valuation base for components and end items. Standard Cost
Understand how the value of inventory is reflected in the general ledger. Reconcile Inventory
Costs with the General
Ledger
Learn how item charges, such as freight and insurance, can assign Use Item Charges to
additional cost components to an item's unit cost. Account for Additional
Trade Costs
To See
Read how inventory periods help a company to control inventory value Work with Inventory
over time by defining shorter periods that can be closed for posting as Periods
the fiscal year progresses.
Understand all mechanisms in the costing engine, including what Design Details:
happens when you post assembly and production transactions. Inventory Costing
See Also

Use Item Charges to Account for
Additional Trade Costs
Article • 04/03/2023
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 other 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 your inventory value, you can use item
charges for the following tasks:
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. The numbers include to which G/L accounts to post
costs related to sales, purchases, and inventory adjustments. 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 G/L account is retrieved. The account that's retrieved is selected
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 that lists the items that the item charge relate to. Typically, you
do this for documents that aren't 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.
７ 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 extra shipping cost as part of inventory costing.
https://www.microsoft.com/en-us/videoplayer/embed/RE4b0SB?
To set up item charge numbers

You use item charge numbers to distinguish between the different kinds of item
charges.
2. On the Item Charges page, choose the New action to create a new line.
To assign an item charge directly to the

purchase invoice for the item
If you know the item charge when you post a purchase invoice for the item, follow this
procedure.
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.
5. In the Quantity field, enter the units of the item charge that you've been invoiced
for.
6. In the Direct Unit Cost field, enter the amount of the item charge.
description.
Do the following steps to 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.
Handle item charges for partial receipts

Let's explore an example of how to handle item charges for a partial receipt.
You have a purchase order with three lines:
Two lines are for items.

One line captures item charges allocated across the items by amount.
When the items are delivered, you find that one of the items is missing, so you can't
mark that line as received. You can receive and post the purchase invoice for the second
item only, and deal with the missing item later.
To handle the item cost for the partial receipt, on the Item Charge Assignment page,
enter 0 in the Quantity to Handle field on the line for the missing item. Then, copy the
value from the Item Charge Qty. to Handle field to the Quantity to Invoice field on the
purchase order lines.
When you're ready to handle the item that was missing, update the Quantity to Handle
field and post the order.
See also
Managing Payables
Record Purchases
Invoice Sales

About Calculating Standard Cost
Article • 09/30/2022
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 Material Cost Calculation

Calculation
Basis
Single level Produced item is equal to the total cost of all purchased or subassembled items
on that item's production BOM.
Rolled-up Produced item is the sum of the material cost for all subassemblies on that item's
level or BOM and the cost of all purchased items on that item's production BOM.
multilevel
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.
７ 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
Replenishment FastTab of the Item Card page.
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. Use
the Implement Standard Cost Changes batch job, which updates the changes in
the standard cost on items with the ones in the Standard Cost Worksheet table.
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
Update Standard Costs
Work with Assembly BOMs
Create Production BOMs
Work with Bills of Material

About Unit Cost Calculation
Article • 06/09/2022
Each item has a unit cost that is calculated based on the company's costing method and
other factors. As a rule, with the Standard costing method, the Unit Cost field value is
based on the standard cost for the item. For all other costing methods (FIFO, LIFO,
Specific, and Average), the unit cost is calculated based on the average unit cost across a
period of time.
For more information, see Managing Inventory Costs.
When is the unit cost field updated

The chosen costing method influences when the Unit Cost field is updated.
When the costing method is set as Standard, the Unit Cost field is updated whenever
the standard cost is changed, and users can't edit the Unit Cost field. For more
information, see Updating Standard Costs.
If the costing method is FIFO, LIFO, Specific, or Average, then the Unit Cost is updated in
the following cases:
When the item is cost-adjusted, automatically or by an Adjust Cost task.

During the posting of purchase invoices, output, or positive adjustment if one of
the following conditions is true:
The net invoiced quantity of the item changes from negative or zero to positive.
The current unit cost is zero.
If one of these conditions is true, then the Unit Cost field is updated with the value in
the Last Direct Cost field on the item card.
７ Note
The Unit Cost field is not updated if the current unit cost is higher than zero and
the new unit cost is zero. A unit cost of zero is considered an exception from
regular business. Therefore, the current unit cost is retained to provide the last
known, relevant value. This exception applies even if the existing inventory has
been revalued to zero.
In the Unit Cost field on the item card, you can drill down to view the history of
transactions that the average cost of units on hand is calculated from in the Average
Cost Calc. Overview window.
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 value is always based on the standard cost.
When you post the purchase, Business Central uses the unit cost from the purchase line
or item journal line to the purchase item invoice entry. You can see it 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
Registering New Items
About Inventory Costing
Inventory
Sales
Purchasing
Setup Best Practices: Costing Method

Article • 02/15/2022
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

Work with Inventory Periods
Article • 03/31/2022
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
Finance
Inventory
Work with Financials

Setting Up Inventory Valuation and
Costing
Article • 03/31/2022
To make sure that inventory costs are recorded correctly, you must set up various fields
and pages before you begin to make item transactions. Typically, businesses choose a
specific costing method and apply that to inventory items, for example, to help them
track the value of items on stock.
 Tip
For an introduction to costing in Business Central, see About Inventory Costing.
them.
To See
Specify a default costing method for the company to govern how Set Up General Inventory
incoming cost is used to assess inventory value and the cost of goods Information
sold.
Specify a costing method on individual items if they require a Register New Items
different costing method.
Ensure that the cost is automatically posted to the general ledger Automatic Cost Posting
whenever an inventory transaction is posted. field on the Inventory
Setup page
Ensure that expected costs are posted to the general ledger to see Expected Cost Posting
from the interim G/L accounts an estimate of the amounts due and to G/L field on the
the cost of the traded items before they are actually invoiced. Inventory Setup page
Set the system up to adjust for any cost changes automatically every Adjust Item Costs
time you post inventory transactions.
Define if the average cost is to be calculated per item only or per item Average Cost Calc. Type
for each stockkeeping unit and for each variant of the item. field on the Inventory
Setup page
Select the period of time you would like application to use for Average Cost Period
calculating the weighted average cost of items that use the average field on the Inventory
costing method. Setup page
To See
Define inventory periods to control inventory value over time by Work with Inventory
disallowing transaction posting in closed inventory periods. Periods
Ensure that sales returns are applied to the original outbound Exact Cost Reversing
transaction to preserve inventory value. Mandatory field on the
Sales & Receivables
page
Ensure that purchase returns are applied to the original inbound Exact Cost Reversing
transaction to preserve inventory value. Mandatory field on the
Purchases & Payables
page
Set up the rounding rules to apply when adjusting or suggesting item Rounding Method page
prices and when adjusting or suggesting standard costs.
See Also
Set Up General Inventory Information
Reconcile Inventory Costs with the General Ledger
Setup Best Practices: Costing Method
Design Details: Change the Costing Method for Items
Finance

Revalue Inventory
Article • 03/31/2022
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
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
Inventory
Sales
Purchasing

Adjust Item Costs
Article • 06/29/2022
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.
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.
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

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
Inventory
Sales
Purchasing

Handling Inventory and Manufacturing
Costs
Article • 09/30/2022
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.
them.
To See
Periodically or automatically update the unit cost of one or multiple Adjust Item Costs
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 decisions or to Register New Items
track cost fluctuations caused by data entry errors.
Create a manufacturing item's standard cost by entering the three cost About Calculating
elements: material cost, capacity cost, and subcontractor cost. Standard Cost
Calculate the unit cost of a BOM item based on the unit costs of its Work with Bills of
underlying components. Material
Complete the costing life cycle of a produced item by adjusting the About Finished
costs and reconciling the value entries with the general ledger. Production Order Costs
Change the value of an item in inventory or the value of one item Revalue Inventory
ledger entry, such as a purchase transaction.
Manually undo an item application or reapply item ledger entries Remove and Reapply
created by application. Item Ledger Entries
Use the Applies-from Entry field in the item journal to manually create Close Open Item
a fixed application between an inbound transaction and the original Ledger Entries
outbound transaction. Resulting from Fixed
Application in the Item
Journal
See also
Manage Inventory Costs Design Details: Inventory Costing

Update Standard Costs
Article • 03/31/2022
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. Use the
Implement Standard Cost Changes batch job, which updates the changes in the
standard cost on items with the ones in the Standard Cost Worksheet table.
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
Design Details: Costing Methods Finance

Remove and Reapply Item Ledger
Entries
Article • 03/31/2022
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 from Document function
in the purchase return document to make this easier. When you post the document, the
item ledger entry is automatically reapplied. For more information, see Process Purchase
Returns or Cancellations.
If you cannot use a document to reapply, such as when you have to correct a fixed
application, then use the Application Worksheet page to correct an application.
２ 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 <item> are unapplied in
the Application Worksheet by user <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.
７ 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.
７ 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
Process Purchase Returns or Cancellations

Close Open Item Ledger Entries
Resulting from Fixed Application in the
Item Journal
Article • 02/15/2022
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.
） Important
Fixed applications made in this manner only apply the cost, not the quantity.
Accordingly, the posted positive item ledger entry will not close the applied
outbound entry and will itself remain open. This also applies when you post a fixed
application for a positive entry to a negative entry that has not been closed by a
regular positive entry, then both the negative and the positive entries will remain
open.
This also means that you cannot close an inventory period if such an entry exists.
You can change and reapply application entries under certain conditions by using the
Application Worksheet page.
The following procedure shows how to close such entries by performing two corrective
postings in the item journal.
To close open item ledger entries that result

from a fixed application in the item journal
1. Use the Applies-from Entry field to post a positive adjustment with the
corresponding quantity. This closes the original negative entry with a fixed
application.
The Applies-from Entry field specifies the number of the outbound item ledger
entry whose cost is forwarded to the inbound item ledger entry when you post an
inbound transaction of type Positive Adjmt. or Purchase with the item journal.
2. Use the Applies-to Entry field to post a negative adjustment. This closes the
original corrective positive entry with a fixed application.
The Applies-to Entry field specifies if the quantity in the item journal line should
be applied to an already-posted document. If this is the case, enter the entry
number of the item ledger entry to which the item journal line should be applied.
See Also
Remove and Reapply Item Ledger Entries
Process Sales Returns and Cancellations
Setting Up Inventory Valuation and Costing

Reconcile Inventory Costs with the
General Ledger
Article • 03/31/2022
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 icon, 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.
７ 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
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.
Reporting Costs and Reconciling with the

General Ledger
Other reports, tracing functions, and a special reconciliation tool are available to the
auditor or controller responsible for reporting a correct and balanced inventory value to
the finance department.
The following table describes them.
To See
View the inventory value of selected items, including information about the Inventory
quantities and values of increases and decreases in inventory over a selected Valuation
period. report
To See
View the inventory value of selected production orders in your WIP (work in Inventory
process) inventory, such as the quantities and values of consumption, capacity Valuation -
usage, and output in ongoing production orders. WIP report
View the inventory value of selected items, including their actual and expected Invt.
cost on the date specified. Valuation -
Cost Spec.
report
Use a report to analyze the reasons for cost variances or to gain insight into the Cost Shares
cost shares of sold items (COGS). Breakdown
report
See Also
Purchasing
Sales

Reconcile Inventory Costs with the
General Ledger
Article • 03/31/2022
reflect this change of inventory value in your financial books, the inventory costs are
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.
costs manually. For more information, see Adjust Item Costs.
To post inventory costs manually

1. Choose the icon, 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.
７ 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
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.
Reporting Costs and Reconciling with the

General Ledger
Other reports, tracing functions, and a special reconciliation tool are available to the
auditor or controller responsible for reporting a correct and balanced inventory value to
the finance department.
The following table describes them.
To See
View the inventory value of selected items, including information about the Inventory
quantities and values of increases and decreases in inventory over a selected Valuation
period. report
To See
View the inventory value of selected production orders in your WIP (work in Inventory
process) inventory, such as the quantities and values of consumption, capacity Valuation -
usage, and output in ongoing production orders. WIP report
View the inventory value of selected items, including their actual and expected Invt.
cost on the date specified. Valuation -
Cost Spec.
report
Use a report to analyze the reasons for cost variances or to gain insight into the Cost Shares
cost shares of sold items (COGS). Breakdown
report
See Also
Purchasing
Sales

Monitor Job Progress and Performance
Article • 09/19/2022
With the work in process (WIP) feature you can estimate the financial value of ongoing
jobs in the general ledger.
As a job progresses, materials and resources are consumed and expenses incurred that
must be posted to the job. In many cases, you might post expenses for a job before
invoicing. But if only expenses have been posted, your financial statement is inaccurate.
To track the actual value of the job, calculate WIP and post it to the general ledger.
Learn more at Understanding WIP Methods.
You can calculate WIP based on the following:
Cost value
Sales value
Recognizable cost
Percentage of completion
Completed contract
Create a job WIP method

Create a job WIP method that meets the needs of your organization and set it as the
default.
７ Note
After you've used your new method to create WIP entries, you cannot modify or
delete that method.
1. Choose the icon, enter job wip methods, then choose the related link.
2. Choose the New action, and then fill in the fields as necessary. Hover over a field
3. Close the page.
4. To make this new method the default, choose the icon, enter jobs setup, then
5. In the Default WIP Method field, choose the method from the list.
Define a WIP method for a job

When you create a new job, you must specify which job WIP method applies. In some
cases, the job WIP method you use is already set as the default.
1. Choose the icon, enter jobs, then choose the related link.
2. Choose the New action. Learn more at 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.
Define a WIP method for a job task

You can define a WIP method for a job task, exclude some job tasks from WIP
calcualtion, or group tasks to be calcualted together.
If you want to calculate WIP for each job task individually, WIP posting provides defined
dimensions for the specific tasks.
The WIP-Total specifies job tasks you want to group together when calculating WIP and
recognition. In any group of tasks, there needs to be one task that satisfies two
conditions:
Has a WIP-Total set to Total. (If there are no job tasks with WIP-Total set to Total,
Total is set automatically on the last job task line when WIP is calculated for the
first time.)
Has a Job Task No. number that's the final one in the group or range of job tasks.
The following table describes the three options:
Field Description
<blank> Leave blank if the job task is part of a group of tasks.
Total Defines the range or group of tasks included in the WIP and recognition calculation.
Within the group, any job task with Job Task Type set to Posting is included in the
WIP total, unless the task's WIP-Total field is set to Excluded.
Excluded Applies only to a task with Job Task Type of Posting, in which case the task isn't
included when WIP and recognition are calculated.
In the following example, job tasks are divided into two WIP total groupings,
demonstrating how the WIP-Total field works:
Job task no. Description Job task type WIP-Total field
1000 Preparation Begin-Total <blank>

1010 . Cleaning Posting Excluded
1099 Total preparation End-Total <blank>
1100 Carpeting Begin-Total <blank>
1110 . Gluing floor Posting Excluded
1120 . Laying out carpet Posting <blank>
1199 Total carpeting End-Total <blank>
1200 Finish Begin-Total <blank>
1210 . Vacuum cleaning carpet Posting <blank>
1299 Total finish End-Total Total
1300 Error correction Begin-Total <blank>
1310 . Error correction Posting <blank>
1399 Total error correction End-Total Total
You'll notice:
1000 through 1299: WIP are calculated separately for this group of job tasks. Note
however, that two of the tasks, 1010 and 1110, are excluded from the WIP
calculation because their job task type is Posting.
1300 through 1399: WIP are calculated separately for this group of job tasks.
Calculate WIP
You can determine the WIP amount to post to balance sheet accounts for the period
end reporting. Use the Job Calculate WIP batch job to do this.
1. Choose the icon, enter job calculate wip, then choose the related link.
2. Choose the Calculate WIP action.
3. On the Job Calculate WIP page, fill in the fields as necessary.
７ Note
The batch job only calculates the WIP, it does not post it to the general ledger. To
post it, run the Post WIP to G/L batch job after you've calculated the WIP. Learn
more in the following procedure.
Post WIP
When you've 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, then choose the related link.
2. On the Job Post WIP to G/L page, fill in the fields as necessary.
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 a Status of Completed. Then, you must reverse any WIP that
has been posted to the general ledger.
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 the WIP. Or follows steps 5 and 6
to do so manually.
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.
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.
View job ledger entries

All job-related entries are recorded in job registers and sequentially numbered, 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 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.
Find related Microsoft training
See also
Walkthrough - Calculating Work in Process for a Job Managing Projects
Finance
Purchasing
Sales

Schedule Jobs for Adjusting and
Reconciling Inventory Cost with the
General Ledger
Article • 03/31/2022
To optimize the experience, automatic cost adjustment and posting to the general
ledger are turned on by default. However, as data accumulates over time, that might
impact performance. To reduce the load on the application, it is often helpful to use job
queue entries to move tasks to run in the background.
Move the task of adjusting item costs to the

background with the help of assisted setup
Creating the job queue entries can be tricky, even for an experienced consultant, so we
have an assisted setup guide to make the process easier for adjusting item costs.
1. Choose the icon, enter Inventory Setup, and then choose the related link.
2. On the Inventory Setup page, toggle the Automatic Cost Posting field, or specify
Never in the Automatic Cost Adjustment field.
3. In the notification that now displays at the top of the page, choose the Schedule
Job Queue Entry link. This opens the Schedule Cost Adjustment and Posting
assisted setup guide.
4. Specify the task that you want to schedule.
７ Note
You cannot create a new job queue entry if a job queue entry for the specified task
already exists.
5. Select the View job queue entries when finished field to review and adjust
settings. For more information, see Use Job Queues to Schedule Tasks.
To create a job queue entry for adjusting and

reconciling inventory cost manually
Alternatively, you can create job queue entries manually. The following procedure shows
how to set the Adjust Cost - Item Entries batch job to automatically run daily, but the
same steps apply to the Post Inventory Cost to G/L batch job.
3. In the Object Type to Run field, choose Report.
4. In the Object ID to Run field, choose 795, Adjust Cost - Item Entries.
5. In the Next Run Date Formula field, enter 1D.
6. In the Starting Time field, enter 2 AM.
Now, inventory cost will be updated every night.
To schedule a task for reconciling inventory with the general ledger, choose Codeunit
2846 Post Inventory Cost to G/L.
 Tip
To avoid locking, do not schedule tasks for the Adjust Cost - Item Entries batch
job, the Post Inventory Cost to G/L codeunit, and tasks for posting sales or
purchasing transactions at the same time. Also, make sure that they use same job
queue category.
See Also
Adjust Item Costs
Cash Flow Overview
Article • 09/19/2022
Understanding cash inflows and outflows is the key to running a successful business.
You can use cash flow to easily create a short-term forecast that predicts how and when
you expect money to be received and paid out by your business. It is important for you
to know that your business will have enough cash to pay creditors and expenses when
they fall due.
Definition of Cash Flow

The term cash flow is used to designate cash receipts minus cash payments over a
selected period. It is an estimate of the amount of money that you expect to flow in and
out of your business, and it includes all your forecasted income and expenses.
Work with Cash Flow

The following illustration shows an overview of how you can work with cash flow.
You set up a cash flow forecast.
You get cash flow forecast sources from the following areas:
General ledger – Information about the liquid funds and the budgeted revenues
and expenses of your company.
Purchasing – Information about the current payables and any forecasted debts
from open purchase orders.
Sales – Information about the current receivables and any forecasted receipts
from open sales orders.
Service – Information about open service orders.
Fixed assets – Information about planned disposal and budgeted purchases of
fixed assets.
Manual revenues and expenses – Manage manual revenues and expenses and
include them in the cash flow forecast.
You use a batch job to transfer information from the areas of general ledger, sales,
purchasing, service, and fixed assets to the worksheet Then, you register worksheet
lines to make a cash flow forecast.
You use various windows, reports, and charts to analyze and print a cash flow
forecast that relates to availability and timeline overviews.
Making a Cash Flow Forecast

Based on the registered worksheet lines, you can periodically make a cash flow forecast.
The following layout is a frequently used layout for a cash flow forecast. The layout has
three sections:
Cash receipts
Cash disbursements
Net cash flow or cash-in-hand
Cash receipts provide details of the income that the business receives.
total cash receipts = receivables + open sales orders + open service orders + fixed assets
disposals + manual revenues + budgeted revenues
７ Note
Manual revenues can be rental income, interest from financial assets, or new private
capital. You can plan manual revenues for a period of time and use them in the
calculation of cash flow forecast.
Cash disbursements provide details of the payments made by the business.
total cash disbursements = payables + open purchase orders + fixed asset investment +
manual expenses + budgeted expenses
７ Note
Manual expenses can be salaries, interest on credit, or private consumptions. You

can plan manual expenses for a period of time and use them in the calculation of
cash flow forecast.
Net cash flow or cash-in-hand is calculated as total receipts minus total disbursements
at the end of each period.
net cash flow = total cash receipts – total cash disbursements + liquid funds
The forecast can then be used as an internal management decision-making tool that
helps you plan ahead and make important strategic decisions about the operation of
the business.
See Also
Setting Up Cash Flow Analysis
Analyze Cash Flow
Forecast your cash flow in Dynamics 365 Business Central
Set up cash flow forecasts using Azure AI in Dynamics 365 Business Central

Article • 09/19/2022
The charts on the Accountant Role Center provide insights 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 Also
Setting Up Finance
Forecast your cash flow in Dynamics 365 Business Central
Set up cash flow forecasts using Azure AI in Dynamics 365 Business Central

Article • 09/30/2022
At the end of a fiscal year, there are a number of administrative tasks you must perform,
such as making sure all documents and journals are posted, ensuring 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 reporting financial Work with
performance. Accounting
Periods and
Fiscal Years
Specify system-wide and user-specific posting date ranges. Depending on Specify Posting
your business needs, you may want to restrict user posting date ranges at the Periods
start of the period-end process or after it.
Get an overview of activities commonly performed at the end of a period, Closing Periods
such as posting all documents and journals or running financial reports.
Update currency exchange rates and adjust the exchange rates of posted Update Currency
customer, vendor, and bank account entries. Exchange Rates
Allocate costs and income among accounts and dimensions. Allocating Costs
and Income
Prepare to report value-added tax (VAT) amounts collected for sales to the tax Report VAT to Tax
authority's web service. Authorities
Print reports to verify general ledger, customer, vendor, and bank account Preparing Pre-
balances before closing a period. Closing Reports
Close accounting periods and fiscal year, transfer income statement balances Closing Books
to balance sheet accounts, and post the year-end closing entry.
Print reports that can assist you in creating financial statements. Preparing
Closing
Statements

See also
Work with Accounting Periods and Fiscal Years
Start a free trial!

Work with Accounting Periods and
Fiscal Years
Article • 09/30/2022
Accounting periods, also known as reporting periods, are periods of time for which a
company or organization reports financial performance by generating, for example, 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 instance
when the fiscal year ends on June 30th rather than December 31st. For newly created
companies, the fiscal year might even actually be longer than 12 months.
Business Central only requires accounting periods if you want to close an income
statement, or run data compression tasks.
You can use accounting periods in reporting such as when you're reviewing posted
entries on the Balance/Budget page where the reporting interval is specified. One of the
options you may specify is to report by accounting period. You can also build a financial
report that compares results for different accounting periods.
Creating a new fiscal year

You can create accounting periods in bulk by using the Create Fiscal Year batch job, or
by doing so 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, 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. Duration identifiers
include 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, such as the 4-4-5
calendar used in retail, you can manually set it up.
1. Choose the icon, enter Accounting Periods, 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.
７ 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
How to Work with Financial Reports

Specify Posting Periods
Article • 04/03/2023
Use posting periods to specify when users can post to the general ledger.
To specify posting periods

2. On the General Ledger Setup page, define the period by entering dates in the
Allow Posting From and Allow Posting To fields.
７ 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 time constraints for users.
See Also
Finance
Completing Period-End Processes

Overview of Tasks to Close Accounting
Periods
Article • 09/30/2022
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. Learn more at Specify Posting Periods.
Make all necessary general ledger (G/L) adjustments.
Update and post recurring journals.
Run financial reports as follows:

Open the Financial Reports page, 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 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 related to purchases and 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 that 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 Books

Update Currency Exchange Rates
Article • 09/19/2022
You can define different currencies in Business Central, for example if you do trade in
currencies other than your local currency. Then, to help you keep track of changes in currency
exchange rates, you can manage the currencies manually, or you can set up a currency
exchange rate service.
Currencies
 Tip
In Business Central if you are looking for real time information about foreign exchange
(FX) rates or historical rates, you will find it referred to as currency. In addition to this
article, see also Set Up an Additional Reporting Currency.
You must set up a code for each currency you use if you:
Buy or sell in other currencies besides your local currency (LCY).

Record general ledger transactions in both LCY and an additional reporting currency.
After setting up the codes, assign the appropriate code to each foreign currency bank
account, and assign a default currency code to foreign customer and vendor accounts.
You specify the currency codes in the Currencies list, including extra information and settings
that are necessary for each currency code.
 Tip
Create the currencies with the international ISO code as the code to simplify working
with the currency in the future.
that are necessary for each currency code. For more information, see Currencies
Example of a receivable currency transaction

When you receive an invoice from a company in a foreign currency, it is fairly easy to
calculate the local currency (LCY) value of the invoice based on today's currency rate.
However, the invoice often comes with payment terms so you can delay the payment to a
later date, which implies a potentially different currency rate. This issue in combination with
the fact that bank currency rates always differ from the official currency rates makes it
impossible to anticipate the exact local currency (LCY) amount that is required to cover the
invoice. If the due date of the invoice extends to the next month, you might also have to
revaluate the local currency (LCY) amount at the end of the month. The currency adjustment
is necessary because the new LCY value that is required to cover the invoice amount might
be different, and the company debt to the vendor has potentially changed. The new LCY
amount might be higher or lower than the previous amount and will therefore represent a
gain or a loss. However, since the invoice has not been paid yet, the gain or loss is considered
unrealized. Later, the invoice is paid, and the bank has returned with the actual currency rate
for the payment. It is not until now the realized gain or loss is calculated. This unrealized gain
or loss is then reversed, and the realized gain or loss is posted instead.
In the following example, an invoice is received on January 1 with the currency amount of
1000. At the time, the currency rate is 1.123.
Date Action Currency Document LCY Adjustment Unrealized Payment Realized

Amount Rate Amount Rate Gains Rate Losses
on Amount Amount
document
1/1 Invoice 1000 1.123 1123
1/31 Adjustment 1000 1125 1.125 2
2/15 Adjustment 1000 -2

Reversal on
payment
2/15 Payment 1000 1120 1.120 -3
At the end of the month, a currency adjustment is performed where the adjustment currency
rate has been set to 1.125, which triggers an unrealized gain of 2.
At the time of payment, the actual currency rate registered on the bank transaction shows a
currency rate of 1.120.
Here there is an unrealized transaction, and therefore it will be reversed together with the
payment.
Finally, the payment is registered and the actual loss is posted to the realized losses account.
Exchange Rates
The exchange rates are the tool to calculate the local currency value (LCY) of each currency
transaction. The Exchange Rates page includes the following fields:
Field Description
Field Description
Starting Data The date when the currency rate was effectuated
Currency Code The currency code related to this exchange rate
Relational If this currency is part of a triangular currency calculation, then the related currency
Currency Code code can be set up here
Exchange Rate The exchange rate amount is the rate to use for the currency code selected on the
Amount line. Normally 1 or 100
Relational Exch. The relational exchange rate amount relates to the rate to use for the relational
Rate Amount currency code
Adjustment The adjustment exchange rate amount is the rate to use for the currency code
Exch. Rate selected on the line for use of the Adjust Exchange Rates batch job
Amount
Relational The relational adjustment exchange rate amount is the rate to use for the currency
Adjmt Exch. code selected on the line for use of the Adjust Exchange Rates batch job
Rate Amt
Fix Exchange Specifies if the currency's exchange rate can be changed on invoices and journal
Rate Amount lines.
In general, the values of the Exchange Rate Amount and Relational Exchange Rate Amount
fields are used as the default currency rate on all new receivables and payables documents
that are created going forward. The document is assigned the currency rate according to the
current working date.
７ Note
The actual currency rate will be calculated using this formula:
Currency Amount = Amount / Exchange Rate Amount * Relational Exch. Rate Amount
The adjustment exchange rate amount or relational adjustment exchange rate amount will be
used to update all open bank, receivables, or payables transactions.
７ Note
Currency Amount = Amount / Adjustment Exch. Rate Amount * Relational Adjmt Exch.
Rate Amt
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.
 Tip
You can use a service to update exchange rates in the system automatically. For more
information, see To set up a currency exchange rate service. However, this does not
adjust exchange rates on already posted transactions. To update exchange rates on
posted entries, use the Adjust Exchange Rates batch job.
You can preview the effect that an adjustment will have on posting before you actually post
by choosing Preview on the Adjust Exchange Rates page. Additionally, you can select
whether the general ledger posting will be detailed (per entry) or summarized (per currency)
by choosing Summarize Entries. You can also specify how to handle dimensions for
unrealized gains and losses postings by choosing one of the following options in the Transfer
Dimension Values field:
Source Entry: G/L entries for unrealized gains and losses will have dimensions values
transferred from the adjusted entry.
By G/L Account: G/L entries for unrealized gains and losses will have dimensions values
transferred from the unrealized gains and losses G/L account's dimension settings
source entry.
No Transfer: G/L entries for unrealized gains and losses won't have dimensions values.
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.
Dimensions on G/L Account Entries
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.
https://www.microsoft.com/en-us/videoplayer/embed/RE3Q24s?
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.
７ Note
Most exchange rate services provide data that is compatible with the import process in
Business Central. However, sometimes the data is formatted differently and you will
need to customize your import process. You can use the data exchange framework to do
that by adding your own codeunit. You'll probably need some help from a developer to
do that. For more information, see Set Up Data Exchange Definitions.
1. Choose the icon, enter Currency Exchange Rate Services, and then choose the
related link.
3. On the Currency Exchange Rate Service page, fill in the fields as necessary. Hover over
4. Turn on the Enabled toggle to enable the service.
７ Note
The following video shows an example of how to connect to a currency exchange rate
service, using the European Central Bank as an example. In the segment that describes
how to set up field mappings, the setting in the Source column for the Parent Node for
Currency Code will only return the first currency found. The setting should be
/gesmes:Envelope/Code/Code/Code .
https://www.microsoft.com/en-us/videoplayer/embed/RE4A1jy?rel=0&postJsllMsg=true
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 Also
Currencies in Business Central
Set Up Currencies
Set Up an Additional Reporting Currency

Article • 03/31/2022
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 Work 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.
To change an allocation key that has already

been set up
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

Article • 02/21/2023
７ Note
７ Note


B2B Goods
B2B Services
on.
chosen.


７ Note
process.
description.

Making Tax Digital.


link.
description.
７ Note
７ Note

VAT return statuses

Status Description
Status Description

authority
actions.

VAT settlement
７ Note

Lines report.
tax authority.
７ Note
See also
Set Up Sales
Invoice Sales

Article • 03/31/2022
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 accounts with Bank Acc. -
additional information about individual entries. Detail Trial Bal.
Print a detail trial balance for selected customers. Customer - Trial

Balance
Print a detail trial balance with detailed information about individual entries, Customer -
for selected customers during a selected period. Detail Trial Bal.
Print a detail trial balance for selected vendors. Vendor - Trial

Balance
Print a detail trial balance with detailed information about individual entries, Vendor - Detail
for selected vendors during a selected period. Trial Balance
Print a trial balance with the current year's and the previous year's figures. Closing Trial
Balance
Print a detailed trial balance report for general ledger account balances. Detail Trial
Balance
Print a trial balance report with balances and net changes for general ledger Trial Balance
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
See Also
Closing the Books
Article • 03/31/2022
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

Article • 03/31/2022
There are a number of standard reports that you can use to gather the information that
you need to prepare your company's closing statements.
The following table describes a number of reports that may be useful in this process.
To See this report
Print a trial balance report with balances and net changes for general ledger Trial Balance
accounts.
Get an overview of accounts receivable, with the age of amounts receivable Aged Accounts
calculated from the due date, posting date, or document date. Receivable
Get an overview of accounts payable, with the age of amounts payable Aged Accounts
calculated from the due date, posting date or document date. Payable
Compare the trial balance with a budget. Trial

Balance/Budget
Print a trial balance report with balances and net changes for general ledger Trial Balance by
accounts calculated for a series of periods. Period
Print an account schedule to analyze figures in general ledger accounts or Account

compare actual general ledger entries with general ledger budget entries. Schedule
Check whether customer and vendor ledger entries balance with Reconcile Cust.
corresponding general ledger entries. and Vend. Accs
To see a report, choose the icon, type the name as it appears in the table, and then
See Also

Close Accounting Periods
Article • 03/31/2022
When a fiscal year is over, you must close the periods that comprise it.
To close accounting periods

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.
７ 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
Closing Income Statement Accounts
Article • 03/31/2022
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

Posting the Year-End Closing Entry
Article • 03/31/2022
After you use the Close Income Statement batch job to generate the year-end closing
entry or entries, you must open the journal you specified in the batch job, and then
review and post the entries.
 Tip
Depending on your organizations work processes, you can choose to close or not
close accounting periods and fiscal years in Business Central. The following
procedure assumes that you have closed the fiscal year using the Accounting
Periods option, generated a year-end closing entry using the Close Income
Statement batch job, and are now ready to post the year-end closing entry along
with the offsetting equity account entries. Your organization can choose to work
differently, such as post the year-end closing entry as part of closing the fiscal year.
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.
７ 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
Consolidating Financial Data from
Multiple Companies
Article • 04/03/2023
Some organizations use Business Central in multiple business units or legal entities.
Others use Business Central in subsidiaries that must report into parent organizations. In
both cases, the accountants use built-in tools to help consolidate the financial data.
You can consolidate the general ledger entries of two or more separate companies
(subsidiaries) into a consolidated company. Each individual company involved in a
consolidation is called a business unit. The combined company is called the
consolidated company.
You can import data into the consolidated company from other companies in the same
Business Central tenant from tenants or from files.
If the financial statements of a business unit are in a different currency than the currency
used in the consolidated company, you must set up exchange rates for consolidation.
You can consolidate:
Across companies that have different charts of accounts.

Companies that use different fiscal years and different currencies.
Either the full amount or a percentage of a company's financial information
Using different currency exchange rates in individual G/L accounts
Companies in other accounting and business management programs
You set up the consolidated company in the same way that you set up other companies.
The chart of accounts is independent of the chart of accounts in the business units. The
chart of accounts in the business units can differ from one another. You set up a list of
companies to consolidate, verify the accounting data before consolidating, import from
files or databases, and generate consolidation reports. For more information, see Set Up
Company Consolidation.
 Tip
Consolidating financial data may especially be relevant in connection with

intercompany processes. For more information, see Managing Intercompany
Transactions.
Use the Consolidated Trial Balance report
The Consolidated Trial Balance report can give you an overview of the overall financial
health of your business. The report combines general ledger entries from each of your
companies in a new company that you created for 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 doesn't have any live business data. The
companies that you include in the consolidated company become Business Units in the
report. For more information, see Set Up Company Consolidation. If you have four
business units or fewer, you can also use the Consolidated Trial Balance (4) report.
The report shows a line for each account, and follows the structure of the chart of
accounts. An account isn't shown if all the amounts on the line are 0. The report shows
the following information for each account:
The account number and the name of the account.

The totals for the consolidated company and for each business unit. Totals can
display either as a net change or the balance to date.
The eliminations made in the consolidated company. Eliminations always show for
a period corresponding to the consolidated company's fiscal year.
The total for the consolidated company after the eliminations show either as a net
change or the balance to date.
Consolidate data
Transferring the figures from the business units to the consolidated company is the
actual consolidation. Before you consolidate, it's a good idea to check whether there are
differences between the basic information in the business units and in the consolidated
company. There are two reports that you can use to test the database and file.
To test the data before you consolidate

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're
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. Test the file and database, as follows:
To test a file, choose the Test File action, enter the name of the file to test,
and then choose Print.
To test the database, choose Test Database.
Run the consolidation

After you've tested the data, you can transfer it to the consolidated company.
1. Sign in to the consolidated company.

2. On the Accountant Role Center, choose the Run Consolidation action.
3. Fill in the required fields.
4. In the Filter section, set a filter for the relevant business unit or company name.
5. Optionally, schedule the report to run at a convenient time.
Eliminate repeated transactions

After you consolidate the companies, you must find and eliminate any transactions that
are recorded more than once across companies. Processing consolidation eliminations is
a manual process.
To eliminate repeated transactions:
1. Find transactions that might 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. The report compares the entries
in the consolidated company with the eliminations entered in the general journal.
Before a business unit can be included in the report, you must set up the unit on the
Business Units page. The Consolidate field must be selected.
A line is created for each account, following the structure of the chart of accounts. An
account isn't shown if all amounts on the line are 0. The following information is shown
for each account:
Account number.
Account name.
If you selected one or more business unit codes in the Business Unit Code field on
the request page, a total shown for the consolidated company excludes the
selected business units and eliminations. If you didn't fill in Business Unit Code
field, the total for the consolidated company excludes eliminations.
If you selected a business unit code in the Business Unit Code field on the request
page, a total shows for the imported entries from the business unit. If you didn't fill
in the Business Unit Code field, a total shows 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 make 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're posted.
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.
 Tip
Use the same process to export consolidated data that must be submitted to
Dynamics 365 Finance, such as if the current business unit is a subsidiary and the
parent company uses Dynamics 365 Finance.
After you run the batch job, all entries in general ledger accounts are processed. For
every combination of selected dimensions and date, the contents of the entries'
Amount fields are totaled and exported. The next combination of the 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 specified in the Consolidation Code field for that
dimension value. If a consolidated company dimension value hasn't been entered
in the Consolidated Code field for the dimension value, the dimension value itself
will be exported to the line.
4. The XML files also contain the currency exchange rates in the consolidation period.
These rates are included in a separate section at the beginning of the file.
See Also
Set Up Company Consolidation
Exporting Your Business Data to Excel

Set Up Company Consolidation
Article • 03/31/2022
Before you can consolidate the general ledger entries of two or more separate
companies (subsidiaries) into a consolidated company, you must prepare the charts of
accounts and the consolidation company.
Depending on the complexity of your businesses, there are two ways to set up
consolidation:
If you do not need advanced settings, such as including a company that you only
own part of, you can use the Company Consolidation assisted setup guide to
quickly set up a consolidation. The guide helps you through the basic steps.
If you do need more advanced settings, you can set up the consolidated company
and business units yourself.
In each business unit, specify which general ledger accounts are to be included
in the consolidation, and specify the consolidation translation method for each
account.
In the consolidation company, set up a business unit card for each company to
be included in the consolidation. The business unit card includes information,
such as the dates of the business unit's fiscal year, and the percentage of each
account that must be included in the consolidation.
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
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.
Set up the consolidated company

First, you must set up the consolidated company. You set up the consolidated company
in the same way that you set up other companies. For more information, see Getting
The following list illustrates key aspects of the consolidated company.
1. Set up the chart of accounts
For more information, see Setting Up or Changing the Chart of Accounts.
The charts of accounts can be identical across a business unit and the consolidated
company, or the consolidated company can have a different chart of account. If a
business unit's chart of accounts is different from that of the consolidated
company, you must specify the mapping between accounts on the accounts in the
business unit. For more information, see the Prepare general ledger accounts for
consolidation section.
2. Add business units
To consolidate several companies' financial data in a consolidated company, you

must enter information about the subsidiary as business units to be included and
about how much their figures will be included.
For more information, see the Add business units section.
3. You can specify exchange rates when consolidating the financial statements of
business units if the financial statements are in a foreign currency.
The three exchange rates that are used are Average Rate (Manual), Closing Rate,
and Last Closing Rate. For more information, see the Specify exchange rates for
consolidations section.
4. You can consolidate dimension information and general ledger accounts.

For more information, see the Include or exclude dimensions section.
Add business units

Business Central lets you set up a list of business units to consolidate, verify the
accounting data before you consolidate it, import files, and generate consolidation
reports.
1. Sign in to the consolidated company.
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.
4. Repeat step 3 for each additional business unit
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.
Prepare general ledger accounts for consolidation

The chart of accounts for a company that will be consolidated must specify accounts for
consolidation. For each posting general ledger account in each company, you must
specify the general ledger account in the consolidated company to which the balance
will be transferred on consolidation. This is a mapping that will allow companies with
different chart of accounts to be consolidated together.
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. In each business unit's Business Central, 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. Hover over a field to read a short description.
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. In the consolidated company, 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 Typical use

rate
Average You manually calculate the average rate for the period to consolidate. Calculate the
Rate average either as an arithmetic average or as a best estimate, and specify the result
(Manual) for each business unit. Used for income statement accounts.
Closing Used for balance sheet accounts.

Rate
Last The rate that was valid in the foreign exchange market on the date for which the
Closing balance sheet or income statement is being prepared. You enter this rate for each
Rate business unit. Used for balance sheet accounts.
Historical The exchange rate that was valid when the transaction occurred.
Rate
Composite The current period amounts are translated at the average rate and added to the
Rate 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 This is similar to Composite. Differences are posted to separate general ledger
Rate accounts.
To specify exchange rates for business units, follow these steps:

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.
Include or exclude dimensions

You can consolidate dimension information and general ledger accounts.
On the relevant dimensions, specify the Consolidation Code field, or leave it blank
To exclude a dimension in the consolidation, leave the Consolidation Code field
blank on the dimension, and do not choose dimensions in the Copy
Dimensions fields in any consolidation functions or reports.
To include dimension information in the consolidation, leave the Consolidation
Code field blank. However, the consolidation will only work if the dimension
values in the business unit are the same as the consolidated company.
To consolidate the dimension value code in the business unit with a different
dimension value code in the consolidated company, fill in the Consolidation
Code field on the relevant dimensions.
Add the relevant dimensions to the relevant general ledger accounts
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.
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.
See Also
Consolidating Financial Data from Multiple Companies

Understanding the General Ledger and
Chart of Accounts
Article • 09/30/2022
The general ledger (G/L) stores your financial data, and the chart of accounts (COA)
shows the accounts 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. Two pages in particular play an important part in configuring your
finance processes:
The General Ledger Setup page
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
 Tip
The General Ledger Setup page includes generic fields and fields that are
particular to your country or region. If you are unsure of the meaning of a
field, we suggest you work with your accountant to determine whether it is
relevant to your organization. Hover over a field to read a short description.
Open the page here .
The General Posting Setup page
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 such as 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. But you can
also open each line in its own posting setup card. Learn more at Posting Group
Setups.
 Tip
If you can't see the fields you're looking for in the General Posting Setup
page, use the horizontal scroll bar at the bottom of the page to scroll to the
right.
Open the page here .
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 general ledger (G/L) account card to add or change settings.
See a list of posting groups for 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 its data is used in the chart of
accounts. Also, starting with 2022 release wave 2, you can also block the accidental
deletion of accounts in sensitive periods. Learn more in the Deleting accounts section.
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
general ledger accounts assigned to them. You can create new subcategories and assign
those categories to existing accounts.
You can create a category group by indenting other subcategories under a line on the
G/L Account Categories page. Category groups make it easy to get an overview
because each grouping shows a total balance. For example, you can create
subcategories for different types of assets, then create category groups for fixed assets
versus current assets.
You can define whether specific types of reports must include the accounts in each
subcategory. The account categories help define the layout of your financial statements.
Example
For example, the default balance statement has a subcategory for Cash under Current
Assets. If you want the balance statement to consider petty cash and checking, you need
to take the following steps:
1. Choose the icon, enter G/L Account Categories, then choose the related link.
a. Alternatively, open the page here .
2. Choose the Edit List action.
3. Add two new subcategories: One for petty cash, and one for your checking
account:
a. Select the Current Assets category.
c. Enter the subcategory name on the Description field.
d. On the G/L Accounts in Category field, select the appropriate G/L account.
e. On the Additional Report Definition field, select the Cash Accounts option.
4. Indent them under the Cash subcategory.
a. Select the subcategory created in step 3.
b. Choose the Indent action.
c. Choose the Move Down action.
d. Choose the Indent action to indent under the Cash subcategory.
When you choose the Generate Financial Reports action—or the next time the report is
generated—your balance statement will show the following lines:
Total balance for cash.

Lines with balances for petty cash and the checking account.
７ Note
If you create a G/L account without assigning an account category, when you
assign the account to a posting group Business Central automatically assigns the
account category from the G/L account immediately above the account in your
chart of accounts. However, to include the new account in your financial reports,
you must choose the Generate Financial Reports action on the G/L Account
Categories page. Alternatively, you can open the G/L account card page, specify
the account category, and then regenerate your financial report.
Get a quick overview

The Chart of Accounts page displays accounts in a hierarchical list that offers fast access
to the key information for each account. However, the list is static, and if you have many
accounts, you might have to scroll to view different accounts. If you just want a quick
overview of the basics, such as net changes and balances, the Chart of Accounts
Overview page is a useful alternative. The column layout on the page is now the same
as you'll find on the Chart of Accounts page (though with fewer columns), so you won't
have to reorient yourself. You can expand or collapse the hierarchical levels to condense
the view. To make it easy to switch between the pages, the Chart of Accounts Overview
page is available from the Chart of Accounts page.
Access to create and edit accounts and account

categories
In a small organization, such as the CRONUS demonstration company, most users can
edit the chart of accounts, except those users with a TEAM MEMBER license. However,
larger organizations typically use roles and permissions to limit access to editing the
chart of accounts. If you're an administrator, or have the Business Manager or
Accountant role, you can control user permissions to give the right people access to the
relevant tables. Learn more in the To get an overview of a user's permissions section.
See also
Set Up or Changing the Chart of Accounts
Finance

Review Amounts in General Ledger
Accounts
Article • 04/03/2023
You might have general ledger accounts that you frequently keep an eye on. Or you
might want to speed up the review process at the end of the month. For help with
keeping track of what you've done, and to speed up reviews, use the Review Entries
action on the Chart of Accounts or the G/L Account Card page for each account.
Set up accounts for reviews

On the G/L Account Card page for each account, specify how to allow reviews in the
Review Policy field.
Review Description
Policy
None You can't mark entries for the account as reviewed. For example, use this option for
accounts such as payables, receivables, and bank accounts where there are other ways
to review their amounts.
Allow You don't have to include entries in a review, and the amounts of the debit and credit
Review entries don't have to balance. You remove a review, for example, if you've made a
mistake.
Allow The total amounts of the debit and credit entries in the review must match. The Debit
Review and Credit fields show those amounts, and the Balance field shows the total. This
and setting also lets you remove a review. When you remove a review from one or more
Match entries, the debit and credit entries must still balance.
Balance
Mark entries as reviewed

Choose the entries you've reviewed, and then use the Set selected as reviewed action.
Each time you mark one or more entries as reviewed the entries are given the same
number in the Reviewed Identifier column. The review identifier is a handy way to keep
track of the entries that were reviewed at the same time. Business Central also records
the user who did the review, and when they did it.
If you mark entries as reviewed, but regret doing so, use the Set selected as not
reviewed action.
If the Review allowed policy is assigned to the account, the action resets the
reviewed identifier to 0 and removes the person and date and time of the review.
If the Review allowed and match balance policy is assigned, the credit and debit
must still balance. For example, if one of the entries in a review is a mistake, you
can choose another entry with the correct value. The replacement entry doesn't
have to have the same reviewed identifier.
 Tip
A fast way to choose multiple entries is to hold down Ctrl or Shift while you choose
the entries. Ctrl lets you selects specific entries, and Shift selects all entries between
the first and last entries you select.
Review accounts that have old entries

You might have entries from past periods that you've already reviewed or just don't
need a review. You just want to start reviewing entries from, for example, the beginning
of the year or accounting period. You can leave the entries as is. However, if you want to
analyze data in Excel or by using Analysis Mode, mark the entries as reviewed. To learn
more about analyzing entries, go to Analyze entries. To mark the entries as reviewed,
add a filter on the Filter pane to display only those entries, and then choose the Mark
selected entries as reviewed action.
Filter entries
To get a clearer picture, there are several ways to filter entries on the Review G/L Entries
page.
Use the Show Reviewed Entries and Hide Reviewed Entries actions to show only
the entries you have or haven't reviewed. To clear the filters, use the Show all
entries action.
Use the Filter pane. For example, you might filter by account number or, if you
have older entries and want to mark them all as reviewed, by a posting date.
Analyze entries
There are a couple of ways to analyze the general ledger entries you've reviewed.
Turn on Analysis Mode, for example, to group entries according to their reviewed
identifier. To learn more about Analysis Mode, go to Analyze List Page Data Using
Analysis Mode.
Export the entries to Excel.
See Also
Understand the General Ledger and Chart of Accounts
Set Up or Change the Chart of Accounts
Consolidate Balances for a Company
that is a Customer and a Vendor
Article • 03/31/2022
A company that you do business with might be both a customer and a vendor. When
that's the case, you can avoid making unnecessary payments or receipts, and perhaps
save on transaction fees, by consolidating the company's customer and vendor
balances. Consolidation compares the company's balances as a vendor and as a
customer, and then nets the amount so that that either the customer or vendor balance
remains, depending on which amount was higher.
To consolidate the balances, you must first link the customer and vendor companies
through a contact that has the type Company. A customer or vendor can only have one
contact of the type Company. For more information, see Create Contacts.
After you link the companies, the Customer Card page offers the Balance as Vendor
field, and the Vendor Card page includes the Balance as Customer field.
Though it's not a requirement, the customer and vendor companies are typically the
same legal entity.
Before you start

Before you consolidate balances, specify a few settings on the Marketing Setup page.
On the Interactions FastTab, you must specify business relation codes in the
Customers and Vendors fields. Business Central uses this information to determine
the type of relation to display for contacts.
Optional: On the Duplicates FastTab, turn duplicate search on or off. By default,
duplicate search is turned on. For more information, see Handling duplicates.
Link an existing customer and vendor company

thorough a contact
The following steps describe how to link a customer and a vendor through a contact.
2. Choose the customer or vendor, and then choose the Contact action.
3. If the Contact Business Relation field contains a value other than None, you must
remove the relation. To do that, use the Business Relation action, and then delete
the relation.
4. Depending on whether you chose Customer or Vendor in step 1, choose the
icon, and then enter the opposite party. That is, if you chose Vendor, you should
search for Customer.
5. Choose the vendor or customer, and then choose the Contacts action.
6. Choose the Link with existing action, and then the Customer or Vendor option.
7. Choose the customer or vendor.
Create a vendor from a customer, or vice versa

You can create a new vendor from an existing customer, or a new customer from a
vendor. From the Customer or Vendor pages, open the Contact page. Choose the
Create as action, and then either the Customer or Vendor options.
Create a new customer or vendor and link them

through a vendor or customer contact
1. Create a new customer or vendor. For more information, see Register New
Customers or Register New Customers.
2. After you set up the customer or vendor, choose the Create action, and then
choose either the Customer or Vendor options.
To consolidate the customer and vendor

balances for a contact company
On the Payment Journal page, use the Net Customer/Vendor Balances action to
consolidate the customer and vendor balances into a single net amount. The action
creates, but does not post, payment journal lines that contain the net balances.
７ Note
If the customer or vendor balances contain amounts that are in different currencies,
a line is created for the amount in each currency.
Handling duplicates
If you turn on duplicate search on the Duplicates FastTab on the Marketing Setup page,
a warning will display when you change the values of fields that are part of the setup for
duplicate search strings. When a duplicate is found, you can take the following actions:
Combine the duplicate contacts into a single contact that is the same for both the
customer and vendor by using the Merge With capability on the Contact Card
page. Typically, merging contacts is done only when the customer and vendor are
the same legal entity. For more information, see Merge Duplicate Records.
Delete the vendor business relation for the vendor or customer contact, and then
use the Link to Existing action to link to a different contact.
See Also
Sales
Article • 02/28/2023
Dimensions are values that categorize entries so you can track and analyze them on
documents, such as sales orders. Dimensions can, for example, indicate the project or
department an entry came from.
So, instead of setting up separate general ledger accounts for each department and
project, you can use dimensions as a basis for analysis and avoid having to create a
complicated chart of accounts. Learn more at Business Intelligence.
Another example is to set up a dimension called Department, then use that dimension
when you post sales documents. This way, you can use business intelligence tools to see
which department sold which items. The more dimensions you use, the more detailed
are the reports you base your business decisions on. In fact, a single sales entry can
include information from multiple dimensions, such as:
The account the item sale was posted to.

Where the item was sold.
Who sold it.
Which customer bought it.
Analyzing by dimensions
Dimensions play an important role in business intelligence, such as when defining
analysis views. Learn more at Analyze Data by Dimensions.
 Tip
A quick way to analyze transactional data by dimensions is to use the Set

Dimension Filter action to filter totals by dimensions in the chart of accounts and
on pages for entries.
７ Note
Analysis views often use data from dimensions. If you discover an incorrect
dimension has been used on posted general ledger (G/L) entries, you can correct
the dimension values and update your analysis views. This helps keep your financial
reports and analyses accurate. Learn more at Troubleshooting and Correcting
Dimensions.
Dimension sets
A dimension set is a unique combination of dimension values. They are stored as
dimension set entries in the database. Each dimension set entry represents a single
dimension value. In addition, each dimension set, and dimension set entry within it, is
identified by a common dimension set ID.
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 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. Let's say values represent your company's
departments. Dimension values can be set up in a hierarchical structure similar to the
chart of accounts. That means 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. These dimensions are then always available for you
to select as fields on journal and document lines, and ledger entries, without opening
the Dimensions page first. Learn more in the To set up global and shortcut dimensions
section.
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 journals, document lines, and
ledger entries. You can create up to eight of these.
７ Note
After you use a new dimension in any entry, such as a line or new record, you
cannot delete the dimension, even if you do not post the entry. This is because
Business Central immediately creates a dimension set for the line or record. Learn
more in the Dimension Sets section.
To set up default dimensions for customers, vendors, and

other accounts
You can assign a default dimension for a specific account. The dimension is 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 require a dimension
for posting an entry in a specific type of account. >
７ Note
Default dimension priorities open up for scenarios in sales and purchases that you
might want to pay special attention to. When you use default dimension priorities
on sales and purchase documents, Business Central always considers the
dimensions in the header as coming from the customer or vendor. This is true for
dimensions that you set manually or by default, and is especially relevant when you
use default dimensions on locations and items but not on customers or vendors.
Example
You have a scenario with the following dimension settings:
A customer without default dimensions

An item with ADM as the dimension value for the DEPARTMENT dimension
A location with PROD as the dimension value the DEPARTMENT dimension
Default dimension priorities are set as Customer > Item > Location
When you create a new document in this scenario, dimensions are used as follows:
If you create a new document and add a location, the default value for new
lines will be PROD. When you add lines with items, Business Central will keep
PROD because it comes from the header of the document.
If you create a new document and add items that have the ADM dimension
value, and then specify a location in the header of the document, Business
Central will ask whether you want to overwrite the existing lines because
there's a conflict.
We recommend that you to test your default dimensions setup, dimension

priorities, and the order in which you enter data in documents.
1. Choose the icon, enter Dimensions, then choose the related link.
2. On the Dimensions page, select the relevant dimension, then choose the Account
Type Default Dim action.
3. Fill a line in for each new default dimension you want to set up. Hover over a field
 Tip
If you want to require a dimension but don't want to assign a default value to the
dimension, leave the Dimension Value Code field blank, then select Code
Mandatory in the Value Posting field.
２ Warning
If an account is used in an Adjust Exchange Rates or Post Inventory Cost to G/L

batch job, do not select Code Mandatory or Same Code. These batch jobs cannot
use dimension codes.
７ Note
If an account must have a different dimension than the default dimension assigned
to the account type, you must set up a new default dimension for the account. The
default dimension for the 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. As a result, an entry might have more than one proposed
default dimension. To avoid such conflicts, you can apply priority rules to the different
sources.
1. Choose the icon, enter Default Dimension Priorities, 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 the default dimension priorities will apply.
3. Fill in a line for each default dimension priority you want for the selected source
code.
4. Repeat the procedure for each source code you want to set up default dimension
priorities for.
） Important
If you set up two tables with the same priority for the same source code, Business
Central always selects 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
you cannot post both dimensions on the same entry regardless of what the dimension
values are. In contrast, a limited dimension combination means you can 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 dimension combination field

you want from the following options.
Field Description
No This dimension combination has no restrictions. All dimensions values are

limitation 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
value combination.
4. Now select a dimension value combination that is blocked and enter Blocked in
the field. A blank field means the dimension value combination is allowed. Repeat
if multiple combinations are blocked.
７ Note
The same dimensions are displayed in both rows and columns, meaning 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 those 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 filters in Business Central, including on
reports, batch jobs, ledger entry pages, and analysis views. Global and shortcut
dimensions can 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 all entries posted with the
dimension be updated. To change a global dimension, you can use the Change
Global Dimensions function, but that can be time-consuming, may affect
performance, and tables may be locked during the update. Make sure you choose
your global and shortcut dimensions carefully so you won't have to change them
later. To change a shortcut dimension, use the Change Dimensions action.
Learn more in the To change global dimensions section.
７ Note
When you add or change a global or shortcut dimension, you are automatically
signed out and back in so the new value is prepared for use.
1. Choose the icon, enter General Ledger Setup, then choose the related link.
2. On the Dimensions FastTab, fill in the fields. Hover over a field to read a short
description.
To change global dimensions

When you change a global or shortcut dimension, all entries posted with that dimension
are updated. Because this process may be time-consuming and can affect performance,
two different modes are provided to adapt the process to the size of the database.
2. Choose the Change Global Dimensions action.
3. At the top of the page, select one of the following two modes for running the
batch job.
Option Description
Sequential (Default) The change is done in one transaction that reverts all entries to the
dimensions they had before the change.
This option is recommended if the company has relatively few posted entries,
in which case the batch job takes the shortest time to complete. The process
locks multiple tables and blocks other users until it is done. Be aware that with
large databases, the process might not complete in this mode. In that case,
use the Parallel option.
Parallel The dimension change happens in multiple background sessions and the
operation is split into multiple transactions. To use this option, turn on the
Parallel Processing toggle.
We recommended this option for large databases or companies with a lot of

posted entries because it will complete in the shortest time. Note that in this
mode, the update process won't start if there is more than one active
database session.
4. In the Global Dimension 1 Code and/or Global Dimension 2 Code fields, enter the
new dimension(s). The current dimensions are displayed in gray behind the fields.
5. Depending on the mode, do one of the following:
In Sequential mode, choose the Start action.

In Parallel mode, choose the Prepare action.
The Log Entries tab is filled with information about the dimensions to be changed.
6. Sign out of Business Central, then sign in again.
7. Choose the Start action to begin the parallel processing of the dimension changes.
Example of dimension setup

Let's say your company wants to track transactions based on organizational structure
and geographic locations. To do that, you 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, 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 lets you report on sales or expenses in
regions, and get totals for the larger geographic areas. You could also choose to use
countries, regions, counties, or cities as your dimension values, depending on your
business.
７ Note
To set up a hierarchy, the codes must be in alphabetical order. This includes the
codes of the dimension values provided in Business Central.
For DEPARTMENT, add the following dimension values:
Code Name Dimension Value Type
ADMIN Administration Standard
PROD Production Standard
SALES Sales Standard
With this setup, you can add your two dimensions as the two global dimensions on the
General Ledger Setup page. This means you can use AREA and DEPARTMENT as filters
for general ledger entries, as well as on all reports. 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 uses
dimensions and dimension values. You can set this up by highlighting multiple accounts,
then specifying default dimensions and dimension values for them. After that, the
application suggests these dimensions and dimension values whenever one of these
accounts is used, such as on a journal line. This makes entry posting easier for the user,
as the dimension fields are filled in automatically. Also note, however, that the
dimension values suggested can be changed on, for example, a journal line.
The Default Dimensions-Multiple page contains the following fields:
Field Description
Dimension Shows all dimensions defined as default dimensions on one or more highlighted
Code accounts. By choosing this field, you can see a list of all available dimensions. If you
select a dimension, that dimension is defined as a default dimension for all
highlighted accounts.
Field Description
Dimension Shows either a single dimension value or the term (Conflict). If a dimension value is
Value shown in the field, then all highlighted accounts have the same default dimension
Code value for a dimension. If the term (Conflict) is shown in the field, then not all
highlighted accounts have the same default dimension value for a dimension. Upon
choosing the Dimension Code field, you'll see a list of all available dimension values
for a dimension. If you select a dimension value, it will be defined as a default
dimension value for all highlighted accounts.
Value Shows either a single value posting rule or the term (Conflict). If a value posting rule
Posting 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 the
highlighted accounts have the same value posting rule for a dimension value. Upon
choosing the Value Posting field, you'll see a list of value posting rules for a
dimension. If you select a value posting rule, it will be applied to all highlighted
accounts.
Use dimensions
In a document such as a sales order, you can add dimension information for both an
individual document line and the document itself. So on the Sales Order page, you
could enter dimension values for the first two shortcut dimensions on the individual
sales lines, then 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 also set up default dimensions for accounts or account types, so 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 your other dimensions because you can use them
as filters anywhere in Business Central.
2. On the Chart of Accounts page, choose the Ledger Entries action.
3. To see only entries that are relevant, set one or more filters on the page.
4. To see all the dimensions for an entry, select the entry, then choose the
Dimensions action.
７ Note
The Ledger Entry Dimensions page displays the dimensions one ledger entry at a
time. You'll see as you scroll through the ledger entries, the content on the Ledger
Entry Dimensions page changes accordingly.
See also
Finance

Troubleshooting and Correcting
Dimensions
Article • 09/19/2022
Financial reporting and analysis views often rely on data from dimensions. Despite the
safeguards that are available, sometimes a mistake happens that can lead to
inaccuracies. This topic describes some of the typical errors, and explains how to correct
dimension assignments on posted transactions so that financial reports are accurate.
Troubleshooting Dimensions Errors

When you post documents or journal lines that contain dimensions various errors may
occur, however, they're typically related to an incorrect dimension setup or assignment.
７ 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 -Restore the missing dimension.

found. -Find non-posted documents
the missing dimension and add it.
the missing dimension.
Blocked dimension value %1 %2 - %3 is -Find non-posted documents

blocked. containing the dimension set with
the blocked dimension value and
unblock it.
the blocked dimension value.
Deleted dimension value %1 for %2 is missing. -Restore the missing dimension

value.
-Find non-posted documents
the missing dimension value and
add it.
the missing dimension value.
Disallowed dimension value Dimension Value Type -Change the Dimension Value Type
for %1 %2 - %3 must field on the Dimension Values page
not be %4. to Standard or Begin-Total.
the blocked dimension value.
Blocked dimension combination Dimensions %1 and -Find non-posted documents

%2 can't be used containing the dimension set with
concurrently. the blocked dimension combination
and unblock it.
-Modify one of the conflicting
permission set line for the dimension
combination.
Blocked dimension value Dimension -Find non-posted documents

Combination combinations %1 - containing the dimension set with
%2 and %3 - %4 can't the blocked dimension value
be used concurrently. combination and unblock it.
-Modify one of the conflicting
permission set line for the dimension
value combination.
Blank dimension value code for -Select a %1 for the -Change the Value Posting field on
default dimension where the %2 %3. the Default Dimension page.
Value Posting field contains Code -Select a %1 for the -Enter a non-blank dimension value
Mandatory %2 %3 for %4 %5. for the conflicting dimension in the
dimension set.
Wrong dimension value code for -Select %1 %2 for the -Change the Value Posting field on
default dimension where the %3 %4. the Default Dimension page.
Value Posting field contains -Select %1 %2 for the -Enter the required dimension value
Same Code %3 %4 for %5 %6 for the conflicting dimension in the
dimension set.
Non-blank dimension value code -%1 %2 must be -Change the Value Posting field on
for blank default dimension blank. the Default Dimension page.
where the Value Posting field -%1 %2 must be -Enter a blank dimension value code
contains Same Code blank for %3 %4. for the conflicting dimension in the
dimension set.
Unexpected dimension value for -%1 %2 must not be -Change the Value Posting field on
default dimension where the mentioned. the Default Dimension page.
Value Posting field contains No -%1 %2 must not be -Remove the conflicting line from
Code mentioned for %3 %4 the dimension set.
A dimension correction does not -Choose Reset to revert the

complete correctly. correction to a draft state. This resets
the changes, and you can run the
correction again.
Changing Dimension Assignments After

Posting
If you discover that an incorrect dimension has been used on posted general ledger
entries, you can correct the dimension values and update your analysis views. That will
help keep your financial reports and analyses accurate.
） Important
The features for correcting dimensions are intended only to help make financial
reporting accurate. Dimension corrections apply only to the G/L entries. They do
not change the dimensions assigned to the entries in other ledgers for the same
transaction. There will be a mismatch between the dimensions assigned in the
general ledger and the sub-ledgers.
Setting Up Dimension Corrections

There are two things to consider when setting up dimension corrections:
Are there dimensions that you do not want to allow people to change? On the
Dimension Correction Settings page, specify the dimensions that you want to
block for changes.
Who do you want to allow to change dimensions? To allow people to make
changes, assign the D365 DIM CORRECTION permission to the users. The
permissions allow them to create dimension corrections, run them, and undo them
if needed. They'll also be able to specify blocked dimensions. For more
information, see Assign Permissions to Users and Groups.
Correcting a Dimension
You can manually select one or more general ledger entries, or use filters to select sets
of entries. If needed, you can also add or delete dimensions.
1. To start a dimension correction, use one the following pages:
On the GL/Register page, by selecting a register, and then choosing the

Correct Dimensions action. This starts a correction for the entries in the
selected register.
On the General Ledger Entries page, by choosing the Dimension Correction
action.
2. In the Description field, enter information about the change. Other people might
use this information later to understand what was done.
3. On the Selected Ledger Entries FastTab, choose the relevant entries.
） Important
When you change a selection, the values on the Dimension Correction

Changes FastTab are reset. Therefore, always select the entries before you
specify dimension value changes.
The following table describes the options.
Option Description
Add Related Entries Add G/L entries that are in the same G/L register.
Add by Filter Use filter criteria when adding G/L entries.
Manual Selection Select specific G/L entries.
Add by Dimensions Filter G/L entries by dimensions.

Option Description
Remove Entries Deselect G/L entries.
Manage Selection Keep track of the selection process, and undo selections if
Criteria needed.
4. On the Dimension Correction Changes FastTab, choose the dimension that you
want to change in the Dimension Code field, and the new value in the New
Dimension Value Code field.
5. To validate that the correction, choose Validate Dimension Changes. For more
information, see Validating Dimension Corrections.
6. Choose Run.
Validating Dimension Corrections

Before you run a correction, it's a good idea to validate it first. Validation checks for
restrictions on value posting for the G/L accounts, restrictions for dimensions, and
whether the dimension values are blocked. During validation, the status of the
correction is set to Validation in Process. After you validate a correction, the result is
shown in the Validation Status field. If errors were found, you can use the View Errors
action to investigate them. After you correct an error, you must use the Reopen action
to run the correction or a new validation.
You can either run a correction immediately, or schedule it to run a later time. If you are
running corrections on a large data set, we recommend that you schedule it to run
outside business hours. For more information, see Dimension Corrections on Large Data
Sets.
Undoing a Correction
After you correct a dimension, if you don't like what you see you can use the Undo
action to reset the previous value. However, you can only undo the most recent
correction. Before you undo a correction, you can validate the changes that the undo
will make. For example, this is useful if dimension restrictions have changed after the
correction was made.
If the Undo action is not available, for example because you have made many
corrections, you can use the Copy to Draft action to start a new correction for the same
entries.
Dimension Corrections on Large Data Sets
Use caution when correcting large sets of entries, for example, sets that include more
than 10,000 entries. If you can, we recommend that you use the filters to run the
corrections on smaller sets of data. It's also a good idea to run corrections outside the
normal business hours.
Use Analysis Views with Dimension Corrections

If Update on Posting is enabled for an analysis view, Business Central can the view when
documents and journals are posted. You can also update views with this setting enabled
with results of dimension corrections. To do so, turn on the Update Analysis Views
toggle. Updating analysis views can impact performance, especially for large data sets,
so we recommend that you update analysis views only for small data sets.
Viewing Historical Dimension Corrections

If a general ledger entry has been corrected, you can investigate the change by using
the History of Dimension Corrections action.
Handling Incomplete Corrections

If a correction does not complete, a warning will display on the correction card. If that
happens, you can use the Reset action to revert the correction to a draft status and
undo the changes. You can then run the correction again.
７ Note
Resetting an incomplete correction will not affect updates to analysis views because
those happen at the end of the correction process.
Use Cost Accounting with Corrected G/L Entries

After you correct dimensions your data for cost accounting will be out of sync. Cost
accounting uses dimensions to aggregate amounts for cost centers and cost objects,
and to run cost allocations. Changing dimensions for G/L entries will probably mean that
you re-run your cost accounting models. Whether you need to just delete a few cost
registers and re-run allocations, or you need to delete everything and re-run all of your
models depends on the data that has been updated and how your cost accounting
capabilities are set up. You must manually identify where dimension corrections will
impact cost accounting and where updates are needed. Business Central does not
currently provide an automated way to do that.
See also

Article • 09/19/2022
As companies operate in more countries/regions, it becomes essential that they are able to
trade and report financial information in more than one currency. The local currency (LCY) is
defined in the General Ledger Setup page as described in the article Understanding the
General Ledger and the Chart of Accounts. Once the local currency (LCY) has been defined, it
will be represented as a blank currency, so when the Currency field is blank, it means that the
currency is LCY.
Next, you must set up currency codes for each currency that you use if you buy or sell in
currencies other than your local currency (LCY). Also bank accounts can be created using
currencies. It is possible to record G/L transactions in different currencies, however, the G/L
transaction will always be posted in the local currency (LCY).
） Important
Do not create the local currency code both in the General Ledger Setup and in the
Currencies page. This will create confusion between the blank currency and the LCY
code in the currency table, and bank accounts, customers or vendors might accidentally
be created, some with the blank currency and some with the LCY code.
Your general ledger is set up to use your local currency (LCY), but you can set it up to also
use another currency with a currency exchange rate assigned. By designating a second
currency as a so-called additional reporting currency, Business Central will automatically
record amounts in both LCY and this additional reporting currency on each G/L entry and
other entries, such as VAT entries. For more information, see Set Up an Additional Reporting
Currency. The additional reporting currency is most often used to facilitate financial reporting
to owners that reside in countries/regions using different currencies than the local currency
(LCY).
） Important
If you want to use an additional reporting currency for financial reporting, make sure
that you understand the limitations. For more information, see Set Up an Additional
Reporting Currency.
７ Note
When you post to G/L using a currency code, such as to post an expense in a general
journal using a currency code, the transaction is converted to LCY using the currency
exchange rate for the posting date. The G/L entry will not contain information of which
currency was used, only its value in LCY. If you want to keep track of the original
currency, such as for an invoice, you must use the sales and purchase documents as well
as bank accounts that do store currency code information for the entries.
Currencies
 Tip

 Tip


on Amount Amount
document
1/1 Invoice 1000 1.123 1123
1/31 Adjustment 1000 1125 1.125 2

Reversal on
payment
2/15 Payment 1000 1120 1.120 -3
payment.
Exchange Rates
transaction. For more information, see Update Currency Exchange Rates.
See Also
Set Up Currencies

Create G/L Budgets
Article • 09/30/2022
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 budget-specific dimensions, called
budget dimensions, for each budget. You select the budget dimensions for each budget
from among those you've already set up. Budget dimensions can be used to set filters
on a budget and to add dimension information to budget entries. Learn more at Work
with Dimensions.
Budgets play an important role in business intelligence. Examples include a financial

statement based on financial reports that include budget entries or when analyzing
budgeted versus actual amounts in the chart of accounts. Learn more at Business
Intelligence.
In cost accounting, you work with cost budgets in a similar way. Learn more at 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, then fill in the fields as necessary. Hover over a field to
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 you entered in the budget Name field
are shown. Because you've just created the budget name, 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've entered all the budget amounts.
７ Note
On the Filters FastTab, you can filter the budget information by the budget
dimensions you 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 Microsoft
Excel for further processing or analysis. Learn more at Exporting Your Business Data to
Excel.
７ Note
The chart of accounts, which general ledger (G/L) budgets are based on, has lines
of the Heading account type 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 the Posting account type can be imported back in.
Accordingly, when you import a G/L budget, any values on Heading lines are 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 local currency (LCY)
1.200.000. You want to enable the Salaries department to budget for the three specific
lines (of the Posting account type) 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 in the Heading line, export the budget to Excel, 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 also
Finance
Setting Up Finance

Post Transactions Directly to the General
Ledger
Article • 03/31/2022
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 Work 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
2. Open the relevant general journal batch. For more information, see Work with
General Journals.
3. On a new journal line, fill in the fields as necessary. Hover over a field to read a
short description.
７ 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
Record and Reimburse Employees' Expenses
Finance

Reverse Journal Postings and Undo
Receipts/Shipments
Article • 10/28/2022
Reverse journal postings are useful, for example, for correcting errors and for clearing
out an old accruals entry before entering a new one. A reverse entry is the same as the
original entry, but has an opposite sign in the Amount field. The reverse entry must
have the same document number and posting date as the original entry. After you
reverse 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 one time.
To undo a receipt or shipment posting, before they're posted as invoiced, you can use
the Undo function on the posted document. You can undo quantities of type Item and
Resource.
If you've posted an incorrect negative quantity, such as a purchase order with the wrong
number of items, as received but not invoiced, you can undo the posting.
If you've posted an incorrect positive quantity, such as a sales shipment or a purchase

return shipment with the wrong number of items, as shipped but not invoiced, 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.
７ Note
The entry must originate from a journal posting.
Also, you can't reverse entries that have been posted with information from a job,
or which have realized gains and losses within the same transaction.
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.
3. On the Reverse Transaction Entries page, choose the Reverse action.
4. Choose Yes to confirm the reversal.
To post a negative entry

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. By default, the field is available 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 on a posted purchase

receipt
The following steps describe 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 added under the selected receipt line. If the quantity was received in
a warehouse receipt, then a corrective line is added 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 steps describe how to:
Undo a posted return shipment of items or resources.
Re-post 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 to undo.
3. Select the line or lines 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
Finance

Audit file export
Article • 04/07/2023
Export of bookkeeping information from the system is a common request by some local
authorities or auditors. Exports of formats and required information can differ. Entries
for export are usually General ledger (G/L) entries or value-added tax (VAT) entries.
However, other information is sometimes required.
Audit Files Export is a preinstalled extension that lets you export different entries, based
on auditor or authority requirements. Regardless of the format type or entries, you can
use the extension's functionality to control the data export process. The functionality
doesn't have a preinstalled file format for export. Therefore, you must either install an
app that has a specific format (for example, SIE, SAF-T, or FAC) or develop your own.
７ Note
Currently, you can select SIE or SAF-T format as an additional app. Partners can also
develop a custom format. The number of available formats will increase over time.
Set up audit file export

1. Select the search button , enter Audit File Export Setup, and then select the
related link.
2. On the Audit File Export Setup page, follow these steps:

a. On the General FastTab, in the Audit File Export Format Code field, specify the
code for the default audit file export format. Only those formats that were
enabled when a specific file format was installed from Feature management and
those that were added as a custom format are available.
b. On the Data Quality FastTab, select the Check Company Information checkbox
to be notified about company information fields that haven't been set up
correctly.
c. Select the Check Customer checkbox to be notified about fields that haven't
been set up correctly for specific customers.
d. Select the Check Vendor checkbox to be notified about fields that haven't been
set up correctly for specific vendors.
e. Select the Check Bank Account checkbox to be notified about fields that
haven't been set up correctly for specific bank accounts.
f. Select the Check ZIP Code checkbox to be notified about a postal code that
hasn't been set up correctly.
g. Select the Check Address checkbox to be notified when an address hasn't been
set up correctly.
h. In the Default ZIP Code field, enter the postal code to use if no postal code is
specified on the customer or vendor card.
3. Select the search button , enter Audit File Export Format Setup, and then select
the related link.
4. On the Audit File Export Format Setup page, follow these steps:
a. Select the audit file export format that you want to configure. Only those
formats that were enabled when a specific file format was installed from Feature
management and those that were added as a custom format are available.
b. In the Audit File Name field, specify the default file name or the file name
template for the audit file that you want to export.
c. Select the Archive to Zip checkbox to automatically zip exported files.
Provide the G/L account mapping for audit file

export
Most formats that are required by authorities for G/L accounts require a specific
standard chart of accounts. Therefore, after you configure your G/L accounts, your
exported file will be based on the mappings. You can use more mappings in your
system.
Follow these steps to provide the G/L account mapping for audit file export.
1. Select the search button , enter G/L Account mapping, and then select the
related link.
2. On the G/L Mapping page, select New to create a mapping.
3. In the Code field, specify the mapping code that represents the reporting period.
4. In the Standard Account Type field, select the type of standard G/L accounts.
5. In the Audit File Export Format field, specify the audit file export format that the
standard G/L accounts are linked to.
6. In the Period Type field, the system specifies an accounting period or a custom
period type that has a flexible start date and time, based on your selection. If you
select a specific accounting period, the field will be set to Accounting Period.
Otherwise, it will be set to Data Range.
7. In the Accounting Period field, specify the start date of the accounting period that
will be used as the reporting period, if you want them to be the same.
8. If you set the Accounting Period field, the Starting Date and Ending Date fields
are automatically set, based on the period that you specified. Otherwise, you can
manually set the start and end dates for your reporting.
9. If you've already added a standard chart of accounts, follow these steps:

a. In the Standard Account Category No. field, specify the category of the
standard account or grouping code that's used for mapping.
b. In the Standard Account No. field, specify the standard account code or
grouping code that's used for mapping.
10. Select the Include Incoming Balance checkbox to consider the incoming balance
of the G/L account of the Balance Account type for mapping instead of the
reporting period's net change.
11. To start the mapping, follow these steps:

a. To generate lines on the G/L Account Mapping page, based on an existing
chart of accounts, select Initialize Source for Mapping. To copy the G/L account
mapping from some another mapping code, select Copy from Another
Mapping. When you've finished creating lines, all G/L accounts that have posted
entries will be marked in green.
b. To mark only G/L accounts that have entries, select Update G/L Entry
Availability. If the Include Incoming Balance option is enabled, all posted G/L
entries are considered for calculation. Otherwise, only G/L entries of the
reporting period are considered.
Export the audit file

1. Select the search button , enter Audit File Export Documents, and then select
the related link.
2. On the Audit File Export Documents page, select New.
3. On the General FastTab, follow these steps:
a. In the Audit File Export Format field, select the format that's used to export the
audit file.
b. In the G/L Account Mapping Code field, select the G/L account mapping code
for the reporting period.
c. Select the Split By Month checkbox if multiple audit files should be generated
per month.
d. Select the Split By Date checkbox if multiple audit files should be generated per
day.
e. In the Header Comment field, enter the comment to include on the audit file
header.
f. In the Contact field, specify the contact that's exported to the header of the
audit file.
g. Select the Create Multiple Zip Files checkbox to generate multiple zip files.
） Important
Select this checkbox only if you previously installed some of the format
apps or created a custom one. Installation of one or more of the specific
formats will likely add fields and functions to the Audit Files Export
functionality, based on the format requirements.
4. On the Processing FastTab, follow these steps:

a. Select the Parallel Processing checkbox if you want audit file generation to be
processed by parallel background jobs. Clear the checkbox to export data in
your current session.
b. If you selected the Parallel Processing checkbox, in the Max No. Of Jobs field,
specify the maximum number of background jobs that can be run at the same
time.
c. In the Earliest Start Date/Time field, specify the earliest date and time when the
background job must be run. If you run the process by selecting Start, you can
track the status on the Processing and Lines FastTabs.
5. When you've finished, select Download as File to download the audit file for the
selected line.
） Important
If you have multiple entries to export, we don't recommend that you export them
in the current session, because of possible performance issues. Instead, we
recommend that you use parallel processing during non-working days or hours.
See also
Understanding the General Ledger and Chart of Accounts

Article • 03/31/2022
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 Work 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.
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.
To change an allocation key that has already

been set up
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

Record and Reimburse Employees'
Expenses
Article • 03/31/2022
Business Central supports transactions for employees in a similar way as for vendors.
Accordingly, employee posting groups exist to make sure that employee ledger entries
are posted to the relevant accounts in the general ledger.
７ Note
Employee transactions can be posted in the local currency only. Reimbursement

payments to employees do not support discounts and payment tolerances.
If employees spend their own money during business activities, you can post the
expense to the employee's account. Then you can reimburse the employee by making a
payment to the employee's bank account, similarly to how you pay vendors.
 Tip
This article explains how to record the expense in the books and how to reimburse
the employee. Your organization may have a portal or app where employees can
submit their expense reports.
Business Central is flexible enough to suit many different practices. The exact account
numbers to use depends on your organization's configuration and processes.
To record an employee's expense

You post employees' expenses on the General Journal page.
2. Open the relevant general journal batch. For more information, see Work with
General Journals.
3. On a new journal line, fill in the fields as necessary. Hover over a field to read a
short description.
７ 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.
2. Open the relevant payment journal batch. For more information, see Work 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
Finance

Defer Revenues and Expenses
Article • 09/30/2022
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

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.
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
７ Note
The steps in this procedure are the same as when you assign a deferral template to
a G/L account or a resource.
1. Choose the icon, enter Item, and then choose the related link.
2. Open the card for the item for which revenues or expenses must be deferred to
the accounting periods when the item was sold or purchased.
3. In the Default Deferral Template field, select the relevant deferral template.
To change a deferral schedule from a sales

invoice
７ Note
The steps in this procedure are the same as when you change a deferral schedule,
for expenses, from a purchase invoice.
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
７ 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
７ 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.
To specify a period in which to allow deferral

posting
You can specify a period in which people can post transactions by entering dates in the
Allow Posting From and Allow Posting To fields as follows:
For all users, on the General Ledger Setup page

For specific users, on the User Setup page
If you've done that, you must make an exception for deferrals to allow them to be
posted outside the period. To define the period, follow these steps.
1. Choose the icon, enter General Ledger Setup or User Setup, and then choose
the related link.
2. In the Allow Deferral Posting From and Allow Deferral Posting To fields, enter a
start and end date for the period.
See also
Finance
Setting Up Finance

Article • 09/19/2022
You can define different currencies in Business Central, for example if you do trade in
currencies other than your local currency. Then, to help you keep track of changes in currency
exchange rates, you can manage the currencies manually, or you can set up a currency
Currencies
 Tip

 Tip


on Amount Amount
document
1/1 Invoice 1000 1.123 1123
1/31 Adjustment 1000 1125 1.125 2

Reversal on
payment
2/15 Payment 1000 1120 1.120 -3
payment.
Exchange Rates
transaction. The Exchange Rates page includes the following fields:
Field Description
Field Description
Starting Data The date when the currency rate was effectuated
Currency Code The currency code related to this exchange rate
Relational If this currency is part of a triangular currency calculation, then the related currency
Currency Code code can be set up here
Exchange Rate The exchange rate amount is the rate to use for the currency code selected on the
Amount line. Normally 1 or 100
Relational Exch. The relational exchange rate amount relates to the rate to use for the relational
Rate Amount currency code
Adjustment The adjustment exchange rate amount is the rate to use for the currency code
Exch. Rate selected on the line for use of the Adjust Exchange Rates batch job
Amount
Relational The relational adjustment exchange rate amount is the rate to use for the currency
Adjmt Exch. code selected on the line for use of the Adjust Exchange Rates batch job
Rate Amt
Fix Exchange Specifies if the currency's exchange rate can be changed on invoices and journal
Rate Amount lines.
In general, the values of the Exchange Rate Amount and Relational Exchange Rate Amount
fields are used as the default currency rate on all new receivables and payables documents
that are created going forward. The document is assigned the currency rate according to the
current working date.
７ Note
Currency Amount = Amount / Exchange Rate Amount * Relational Exch. Rate Amount
The adjustment exchange rate amount or relational adjustment exchange rate amount will be
used to update all open bank, receivables, or payables transactions.
７ Note
Currency Amount = Amount / Adjustment Exch. Rate Amount * Relational Adjmt Exch.
Rate Amt
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.
 Tip
You can use a service to update exchange rates in the system automatically. For more
information, see To set up a currency exchange rate service. However, this does not
adjust exchange rates on already posted transactions. To update exchange rates on
posted entries, use the Adjust Exchange Rates batch job.
You can preview the effect that an adjustment will have on posting before you actually post
by choosing Preview on the Adjust Exchange Rates page. Additionally, you can select
whether the general ledger posting will be detailed (per entry) or summarized (per currency)
by choosing Summarize Entries. You can also specify how to handle dimensions for
unrealized gains and losses postings by choosing one of the following options in the Transfer
Dimension Values field:
Source Entry: G/L entries for unrealized gains and losses will have dimensions values
transferred from the adjusted entry.
By G/L Account: G/L entries for unrealized gains and losses will have dimensions values
transferred from the unrealized gains and losses G/L account's dimension settings
source entry.
No Transfer: G/L entries for unrealized gains and losses won't have dimensions values.
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.
Dimensions on G/L Account Entries
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.
https://www.microsoft.com/en-us/videoplayer/embed/RE3Q24s?
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.
７ Note
Most exchange rate services provide data that is compatible with the import process in
Business Central. However, sometimes the data is formatted differently and you will
need to customize your import process. You can use the data exchange framework to do
that by adding your own codeunit. You'll probably need some help from a developer to
do that. For more information, see Set Up Data Exchange Definitions.
1. Choose the icon, enter Currency Exchange Rate Services, and then choose the
related link.
3. On the Currency Exchange Rate Service page, fill in the fields as necessary. Hover over
4. Turn on the Enabled toggle to enable the service.
７ Note
The following video shows an example of how to connect to a currency exchange rate
service, using the European Central Bank as an example. In the segment that describes
how to set up field mappings, the setting in the Source column for the Parent Node for
Currency Code will only return the first currency found. The setting should be
/gesmes:Envelope/Code/Code/Code .
https://www.microsoft.com/en-us/videoplayer/embed/RE4A1jy?rel=0&postJsllMsg=true
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 Also
Set Up Currencies

Importing Payroll Transactions
Article • 03/31/2022
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.
７ 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

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

Article • 02/28/2023
If your country or region requires you to calculate and report value-added tax (VAT) on
sales and purchase transactions, you can set up Business Central to calculate VAT. For
more information, see Setting Up to Calculations and Posting Methods for Value-Added
Tax.
There are, however, some VAT-related tasks that you can do manually. For example, you
might need to correct a posted amount if you discover that a vendor uses a different
rounding method.
 Tip
You can let Business Central validate VAT registration numbers and other company
information when you create or update documents. For more information, see
Validate VAT Registration Numbers.
Calculating and displaying VAT amounts on

sales and purchase documents
When you choose an item number in the No. field on a sales or purchase document,
Business Central fills in the Unit Price and Line Amount fields. The unit price comes
from either the Item card or the item prices allowed for the item and customer. Business
Central calculates the line amount when you enter a quantity for the line.
If you want the unit prices and line amounts to include VAT, for example, if you are
selling to retail consumers, choose the Prices Including VAT check box on the
document. For more information, see Including or Excluding VAT in Prices and Line
Amounts.
You can calculate and display VAT amounts in sales and purchase documents differently,
depending on the type of customer or vendor you're dealing with. You can also change
the calculated VAT amount manually, for example, so that it matches the VAT amount
calculated by your vendor on a given transaction.
Including or excluding VAT in prices and line amounts

If you choose the Prices Including VAT checkbox on a sales document, the Unit Price
and Line Amount fields will include VAT. By default, the values in these fields do not
include VAT. The names of the fields reflect whether prices include VAT.
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. Typically, prices on the Item Card will exclude VAT.
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:
Price Prices Action Performed

Includes Including
VAT VAT field
field on
Item
Card
Not Not The Unit Price on the Item Card is copied to Unit Price Excl. VAT field on
Enabled Enabled the sales lines.
Not Enabled The application calculates the VAT amount per unit and adds to the Unit
Enabled Price on the Item Card. This total unit price is then entered in the Unit
Price Incl. VAT field on the sales lines.
Enabled Not The application calculates the VAT amount included in the Unit Price field
Enabled on the Item Card using the VAT percentage 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. For more information, see Using VAT
Business Posting Groups and Customer Price Groups.
Enabled Enabled The Unit Price on the Item Card is copied to Unit Price Incl. VAT field on
the sales lines.
Using VAT business posting groups and customer price groups
If you want prices to include VAT, you can use VAT business posting groups to calculate
the amount based on the VAT posting setup for the group. For more information, see
Set up VAT business posting groups.
Depending on what you want to do, you can assign a VAT business posting group to
customers or sales documents in the following ways:
To use the same VAT rate for all customers, you can choose a group in the VAT
Business Posting Group (Price) field on the Sales & Receivables Setup page.
To use a VAT rate for a specific customer, you can choose a group in the VAT
Business Posting Group (Price) field on the Customer Card page.
To use a VAT rate for a specific of customers, You can choose a group in the VAT
Business Posting Group (Price) field on the Customer Price Group page. For
example, this is useful when you want a price to apply to all customers in a certain
geographical region or a specific industry.
On all sales documents in the VAT Business Posting Group field. The VAT amount
specified for the group is used only for the document you're currently working on.
７ Note
If you do not specify a group in the VAT Business Posting Group (Price) field VAT
will not be included in prices.
Examples
Factors such as the country or region you're selling in, or the type of industries you sell
to, can impact the amount of VAT that you must account for. For example, a restaurant
might charge 6% VAT for meals that are eaten in-house, and 17% for takeaway. To
accomplish that, you create a VAT business posting group (price) for in-house and one
for takeaway.
Working with VAT Date
VAT Date in documents

When you create new sales or purchase documents, the VAT Date will be based on the
setting in the Default VAT Date field on the General Ledger Setup page. This default
value can be the same as Posting Date or Document Date. If you need a different VAT
date, you can manually change the value in the VAT Date field. When you post the
document, the VAT Date will be shown on the posting document and on the VAT and
G/L entries.
７ Note
If the VAT Date field isn't available on your documents or journals, that means that
Do not use VAT Date functionality is chosen in the VAT Date Usage field on the
General Ledger Setup page.
） Important
If you configure Control VAT Period in the General Ledger Setup as Block posting
within closed period, or Block posting within closed and warn for released
period, you can post document or journal only if the date in the VAT Date field is
not in a closed period in VAT Return Periods. Even if the period in VAT Return
Periods is open, you might get a warning based on the VAT Return Status and
configuration in the Control VAT Period.
） Important
You can prevent or allow posting of the VAT Date for specific data range, using the
Allow Posting From and Allow Posting To fields in the General Ledger Setup and
the User Setup.
７ Note
If you leave the VAT Date blank, Business Central will use your default setup from
Default VAT Date in the General Ledger Setup as a VAT Date in the posted
transaction.
Modifying the VAT Date in posted entries

If needed, you can change the VAT date posted documents. To change the date in the
VAT Date field for posted documents, follow these steps:
1. Choose the icon, enter VAT Entries, and then choose the related link.
2. Find the entry with wrong VAT date.
3. Choose the Edit list action, and then enter the correct date in the VAT Date field.
4. When you close the page, the VAT date will change in related G/L Entries and in
the posted document.
７ Note
You can change the VAT Date field in VAT Entries only if your current date is not in
a closed VAT return period. Even if the period in the VAT Return Periods field is
open, you might get a warning based on the VAT Return Status.
７ Note
If your document has more than one VAT Entry, you only need to change the value
in the VAT Date field in one entry related to the document. To keep entries
consistent, Business Central automatically changes the VAT date in VAT entries
related to this transaction. Business Central will update the VAT Date in other tables
(GL Entries and documents), but only related to this transaction.
Correcting VAT amounts manually on sales and

purchase documents
You can make corrections to posted VAT entries so that you can change the total sales
or purchase VAT amounts without changing the VAT base. For example, if you receive an
invoice from a vendor with an incorrect VAT amount.
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 based on 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.
2. On the Sales & Receivables Setup page, place a check mark in the Allow Vat
Difference field.
To adjust VAT for a sales document
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.
７ 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.
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.
７ 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.
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.
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
2. Create a new purchase invoice.
3. In the Buy-from Vendor No. field, choose the import authority vendor, and then
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.
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

link.
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.
７ 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.
７ 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

link.
3. Choose the Print Certificate of Supply action.
７ 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.
７ 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
link.
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.
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.
７ 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 Also
Setting Up Calculations and Posting Methods for Value-Added Tax
Validate a VAT Registration Number

Article • 02/21/2023
７ Note
７ Note


B2B Goods
B2B Services
on.
chosen.


７ Note
process.
description.

Making Tax Digital.


link.
description.
７ Note
７ Note

VAT return statuses

Status Description
Status Description

authority
actions.

VAT settlement
７ Note

Lines report.
tax authority.
７ Note
See also
Set Up Sales
Invoice Sales

Convert Service Contracts that Include
VAT Amounts
Article • 02/15/2022
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.
７ 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.
７ 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.
７ 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

Managing VAT Rate Changes
Article • 09/19/2022
VAT rates can change depending on local legislation. Any change in VAT impacts your
data in Business Central whether or not the VAT rate is lowered, raised, or removed. VAT
is connected to many entities in Business Central, such as customers, vendors, items,
resources, item charges, and general ledger accounts. Changes in VAT rates usually
happen at a specific date, from which point you will need to have changed the VAT
setup, posting groups etc. to make sure new sales orders and purchase orders are
created with the new VAT rate.
Changing VAT rates

The optimal approach to manage a VAT rate change is to fully post and close open
orders and other documents before the VAT rate switch date, to make sure these are not
impacted by the change. This is the cleanest approach that allows you to start up new
orders and documents with the new VAT rate.
The following approach is suggested to manage a VAT rate change
1. Fully post and close open orders, journals and other documents before the switch
date. You can wait to after the switch date as long as you do not add new lines and
make sure the effective date will be prior the switch date.
2. Create the new VAT setup.
3. Make the VAT switch on entities (relevant customers, vendors, items, and so on).
4. At the VAT rate switch date you create new documents that will use the new rate.
７ Note
We are currently updating the VAT Rate Change tool. The functionality mentioned
below may not match the functionality in your environment. The update will take
place before July 1st 2020 and will not be a regular monthly update. Instead, all
environments will be updated automatically (hotfix). When this update is complete,
this message will no longer appear.
The VAT Rate Change tool

The VAT Rate Change tool can assist with conversion of VAT Rates on master data,
journals and orders, to some extent. This is useful if you want to convert VAT on master
data more easily or if you have orders that you cannot close before the switch date and
will be processed over a longer period of time, crossing the VAT rate switch date. There
are certain restrictions and limitations in the VAT Rate Change tool that applies.
Understanding the VAT rate conversion process

and limitations
The VAT Rate Change tool performs VAT rate conversions for master data, journals, and
orders in different ways. The selected master data and journals will be updated by the
new general product posting group or VAT product post group. If an order has been
fully or partially shipped, the shipped items will keep the current general product
posting group or VAT product posting group. A new order line will be created for the
unshipped items and updated to align current and new VAT or general product posting
groups. In addition, item charge assignments, configuration templates for items,
reservations, and item tracking information will be updated accordingly.
On order lines, the unit price will be updated for all lines of type Item and Resource, if
using prices incl. VAT for the item. For other line types it is possible to decide whether or
not the unit price should be updated.
There are a few things that the tool does not convert:
Sales or purchase orders and invoices where shipments have been posted. These
documents are posted using the current VAT rate.
Documents that have posted prepayment invoices. For example, you have made or
received prepayments on invoices that have not been completed before you use
the VAT rate change tool. In this case, there will be a difference between the VAT
that is due and the VAT that has been paid in the prepayments when the invoice is
completed. The VAT rate change tool will skip these documents and you will have
to manually update them.
Sales or purchase orders with warehouse integration if they are partially shipped or
received.
Drop shipments.
Special orders.
Assembly orders.
Service contracts.
Credit memos.
Return orders.
Prices on Items (master data)
Prices on Sales Prices (master data)
Business Posting Groups on Customers and Vendors.
To prepare VAT rate change conversions
Before you set up the VAT rate change tool, you must make the following preparations.
If you have transactions that use different rates, then they must be separated into
different groups either by creating new general ledger accounts for each rate or by
using data filters to group transactions according to rate.
If you create new general ledger accounts, then you must create new general
posting groups.
To reduce the number of documents that get converted, post as many documents
as possible and reduce unposted documents to a minimum.
Back up data.
To set up the VAT rate change tool

link.
2. On the Master Data, Journals, and Documents FastTabs, choose a posting group
value from the option list for needed fields. For each group you can choose
whether to convert VAT product posting groups or general product posting
groups, or convert both values if they are available in the master data item. For
some areas you can also set a filter to convert only a subset of values, for example,
G/L accounts.
3. On the Prices Incl. VAT FastTab, choose which line types on orders for which you
want to update unit prices. Unit prices on lines of type Item and Resource will
always be updated.
To set up product posting group conversion

link.
2. On the VAT Rate Change Setup page, choose either the VAT Prod. Posting Group
Conv. or Gen Prod. Posting Group Conv. action.
3. In the From Code field, enter the current posting group.
4. In the To Code field, enter the new posting group.
To perform VAT rate change conversion

You use the VAT rate change tool to manage changes in the standard rate of VAT. You
perform VAT and general posting group conversions to change VAT rates and maintain
accurate VAT reporting. Depending on your setup, the following changes are made:
VAT and general posting groups are converted.
Changes are implemented in general ledger accounts, customers, vendors, open
documents, journal lines, and so on.
） Important
Before you perform VAT rate change conversion, you can test the conversion. To do
so, follow the steps below, but make sure to clear the Perform Conversion and VAT
Rate Change Tool Completed check boxes. During test conversion, the Converted
field in the VAT Rate Change Log Entry table is cleared and the Converted Date
field in the VAT Rate Change Log Entry table is blank. After the conversion is
complete, choose VAT Rate Change Log Entries to view the results of the test
conversion. Verify each entry before you perform the conversion. In particular,
verify transactions that use an old VAT rate.
1. Choose the icon, enter VAT Rate Change, and then choose the VAT Rate
Change Setup link.
2. Verify that you have already set up the VAT product posting group conversion or
general product posting group conversion.
3. Choose the Perform Conversion check box.
） Important
Clear the VAT Rate Change Tool Completed check box. The check box is
automatically selected when the VAT rate change conversion is completed.
4. Choose the Convert action.
5. After the conversion is complete, choose the VAT Rate Change Log Entries action
to view the results of the conversion.
） Important
After the conversion, the Converted field in the VAT Rate Change Log Entry table is
chosen and the Converted Date field in the VAT Rate Change Log Entry table
displays the conversion date.

See also

Walkthrough: Making Cash Flow
Forecasts Using Financial Reports
Article • 09/30/2022
This walkthrough describes how you can use the financial reports feature to make cash
flow forecasts. Financial reports perform calculations that cannot be done directly in the
chart of cash flow accounts. In the financial reports, you can set up subtotals for cash
flow receipts and disbursements. These subtotals can be included in new totals that can
then be used to make cash flow forecasts.

This walkthrough describes the following tasks:
Setting up a new cash flow financial report name.

Setting up financial report lines.
Setting up a new column definition.
Assigning a column definition to a financial report.
Viewing and printing the cash flow forecast.
Prerequisites
Business Central
A cash flow worksheet with registered lines
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. Ken includes
finance, sales, purchase, and fixed assets in the forecasts, and presents to CFO Sara for
business insight.
Setting up a new financial report name
The financial report name is the name you give the cash flow forecast that includes a
series of defined lines and a column definition.
Set up a new financial report name

2. On the Financial Reports page, choose New to create a new cash flow financial
report name.
3. In the Name field, enter Forecast.
4. In the Description field, enter Cash Flow Forecast.
5. Leave the Row Definition and Column Definition fields blank.
Setting up row definition lines

After a financial report name is set up, Ken defines each line in the cash flow financial
report. Ken defines lines to be shown in reports in addition to lines that are only for
calculation purposes.
Set up row definition lines

1. On the Financial Reports page, select the new Forecast financial report you
created, then choose the Edit Row Definition action.
2. On the Row Definition page, enter each line as shown in the following table.
 Tip
Use the Insert CF Accounts function to quickly mark, in the cash flow
accounts chart, the cash flow accounts you want and copy them to row
definition lines.

No. Type Type
R10 Receivables Cash Flow Entry 10 Net Net Yes

R10 Open sales orders Cash Flow Entry 20 Net Net Yes
No. Type Type
R10 Rentals Cash Flow Entry 30 Net Net Yes

R10 Financial assets Cash Flow Entry 40 Net Net Yes

R10 Fixed assets Cash Flow Entry 50 Net Net Yes

disposal Accounts Change Amount

investments Accounts Change Amount
R10 Miscellaneous Cash Flow Entry 70 Net Net Yes

receipts Accounts Change Amount
R10 Open service Cash Flow Entry 80 Net Net Yes

R20 Total cash receipts Formula R10 Net Net Yes

Change Amount
R30 Payables Cash Flow Entry 1010 Net Net Yes

R30 Open purchase Cash Flow Entry 1020 Net Net Yes
R30 Personnel costs Cash Flow Entry 1030 Net Net Yes
R30 Running costs Cash Flow Entry 1040 Net Net Yes
R30 Finance costs Cash Flow Entry 1050 Net Net Yes
R30 Investments Cash Flow Entry 1070 Net Net Yes


consumptions Accounts Change Amount
R30 VAT due Cash Flow Entry 1100 Net Net Yes
R30 Other expenses Cash Flow Entry 1110 Net Net Yes
No. Type Type
R40 Total cash Formula R30 Net Net Yes

disbursements Change Amount
R50 Surplus Formula R20+R40 Net Net Yes

Change Amount
R60 Cash flow funds Cash Flow Entry 2100 Net Net Yes
R70 Total cash flow Formula R50+R60 Net Net Yes

Change Amount
７ Note
The row number R10 is used to capture the account totals for receivables. The
row number R20 is used to calculate the sum of all cash receipts. The row
number R30 is used to capture the account totals for payables. The row
number R40 is used to calculate the sum of all cash disbursements. The row
number R50 is used to capture the sum of cash surplus. The row number R60
is used to capture the liquid funds. The row number R70 is used to calculate
the forecasted cash flow.
Setting up a new column definition

Before printing the cash flow forecast, Ken needs to create the column definition for the
numerical information. In the columns, Ken defines the information needed to use from
the lines.
The first column has the number C10 with the title Amount and contains the net
change.
The second column has the number C20 with the title Balance at Date and
contains the transactions for the period.
The third column has the number C30 with the title Entire Year and contains the
net change in the balances for the entire fiscal year.
Finally, Ken assigns the column definition as the default option for the Forecast
financial report.
Set up a new column definition

1. On the Financial Reports page, select the new Forecast financial report name you
created. On the Home tab, in the Process group, choose Edit Column Definition.
2. Create a new column definition with the name Cash Flow.
4. Enter each line exactly as shown in the following table.
Column Column Column Type Ledger Entry Amount Show

No. Header Type Type
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
Assigning the column definition to the financial

report name
Ken is now ready to assign the column definition to the financial report name.
Assign the column definition to the financial report name

1. In the Financial Reports page, select the Forecast financial report, then choose the
2. In the Name field, choose the column definition Cash Flow to assign as the default
column definition.
View and print the cash flow forecast

1. On the Financial Reports page, choose the Forecast financial report to view the
cash flow forecast.
2. On the Financial Report 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 used to calculate that amount. You can also filter the amounts by date and
dimension.
3. Choose the Print action to print the cash flow forecast.
See also

Analyzing Financial Statements in
Microsoft Excel
Article • 09/19/2022
Business Central provides KPIs and get overviews of your company's finances. The
following are examples of ways to analyze KPIs and overviews in Excel:
Open lists in Excel and analyze the data.

Export heavy financial statements such as your balance sheet or income statement
to Excel, analyze the data, and print the reports.
 Tip
By default, the reports you can view in Excel are designed to help you analyze the
current year. The Income Statement report is an exception, however. That report
lets you filter the data to include previous years in your analyses.
Getting the Overview and the Details in Excel

In the Business Manager and Accountant Role Centers, the Reports action lets you
choose the financial statements to view in Excel. 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.
The following table lists the reports and where they're available.
Report Role Center
Balance Sheet Business Manager, Accountant
Income Statement Business Manager, Accountant
Statement of Cash Flows Business Manager, Accountant
Statement of Retained Earnings Business Manager, Accountant
Sales Taxes Collected Business Manager, Accountant
Customer Statements Business Manager, Accountant
Aged Accounts Payable Accountant
Aged Accounts Receivable Accountant

Let's say you want to dig deeper into your cash flow. From the Business Manager or
Accountant Role Center, you can open the Statement of Cash Flows 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.
Understanding the Excel templates

The predefined Excel reports are based on the data in the current company. For
example, the demonstration company has set up the chart of accounts to list three cash
accounts under Current Assets: 10100 Checking account, 10200 Saving account, and
10300 Petty Cash. The accounts have the Account Subcategory field set to Cash, and
it's their combined amount that shows up as Cash in the Balance Sheet Excel report.
Other sheets in the Excel workbook show the data behind the report. To find out what's
behind the groupings in the Excel reports, you might have to filter the lists in Business
Central.
The Business Central Excel add-in

Your Business Central experience includes an add-in for Excel. Depending on your
subscription, you're signed in automatically, or you must provide your sign-in details for
Business Central. For more information, see Viewing and Editing in Excel From Business
Central.
The add-in lets you get fresh data from Business Central, and you can push changes
back to Business Central. However, the ability to push data back to the database is not
available for the financial reports you can view in Excel.
See Also
Viewing and Editing in Excel From Business Central
Finance
Setting Up Finance

Transfer Bank Funds
Article • 03/31/2022
You may sometimes need to transfer an amount from one bank account in Business
Central to another. To do this, you must post the transaction on the General Journal
page. The task varies depending on whether the bank accounts use the same currency
or different currencies.
To post a transfer between bank accounts with

the same currency code
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.
Next, you must specify the balancing account. If you can't see the relevant fields,
then choose the Show More Columns action to view all available fields.
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.
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.
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 with or
without a minus sign.
 Tip
An amount without a sign is a debit, and an amount with a minus sign is a

credit.
７ Note
Some companies prefer to transfer between accounts on separate journal

lines. Other companies prefer to post everything on one journal line by using
a balancing account. Check with your local expert if you're not sure what to
do.
If your company prefers to use a balancing account, then set the Bal. Account
Type field to Bank Account, and set the Bal. Account No. field to the bank
account to which you want to transfer the funds. Then proceed to step 9 or
10.
If your company prefers to use a separate journal line, then move on to the
next step.
6. On the second journal line, in the Type field, select Bank Account.
7. In the Account No. field, select the bank account to which you want to transfer the
funds.
8. In the Amount field, enter the amount in the currency of the bank account with or
without a minus sign.
 Tip

credit.
9. If the exchange rates used in the journal are different than the exchange rates on
the Currency Exchange Rates page, enter a new journal line for the exchange rate
gain or loss.
a. Enter G/L Account in the Account Type field.
b. Enter the G/L account number for exchange rate gain or loss in the Account No.
field.
c. Enter the exchange rate gain or loss in the Amount field with or without a
minus sign.
 Tip

credit.
See Also
Setting Up Banking

Create Bank Deposits
Article • 03/31/2022
７ Note
The ability to create bank deposits is new in Business Central 2022 release wave 1
for a lot of country/region versions. If you were using Business Central in the United
States, Canada, or Mexico before that release, you might be using the earlier
capabilities. You can continue, but the new capabilities will replace the old ones in a
future release. To start using the new features described in this article, your
administrator can go to the Feature Management page and turn on Feature
Update: Standardized bank reconciliation and deposits.
Use the Bank Deposits page to register deposits as a single document that posts one or
more entries to a bank account. Typically, bank deposits are used to register cash
deposits. The Bank Deposits page is available on the Cash Management menu on the
Business Manager Role Center, and other Role Centers that deal with cash management.
Amounts on bank deposits can come from several sources:
Sales, using a G/L account for revenue.

Customers payments.
Cash refunds from vendors, or cash payments to them.
Bank deposit lines contain information about individual deposits, such as checks from
customers. The total of the amounts on the lines must add up to the total amount of the
deposit.
After you fill in the deposit information and lines, you must post it. Posting will update
the relevant ledgers. These ledgers include the general ledger, and the bank, customer,
and vendor ledgers. Posted deposits are stored for future reference on the Posted Bank
Deposits page.
The Bank Deposit report displays customer and vendor deposits with the original
deposit amount, the amount of the deposit that remains open, and the amount applied.
The report also shows the total posted deposit amount to reconcile.
Before you start

There are a few things to set up before you can use bank deposits. You must have a
number series and general journal template ready. You should also specify whether to
post bank deposit amounts as a lump sum. That is, as a total of all the amounts on the
deposit lines. Otherwise, each line is posted as an individual entry. Posting a deposit as a
single bank ledger entry can make it easier to do bank reconciliation.
Number Series and Lump Sum Deposits

You must set up a number series for bank deposits, and then specify the series in the
Bank Deposit Nos. field on the Sales & Receivables Setup page. For more information,
see Create Number Series.
Also on the Sales & Receivables Setup page, if you want to post deposits as lump sums
rather than individual lines, turn on the Post Bank Deposits as Lump Sum toggle.
Posting a deposit as a lump sum, which creates one bank ledger entry for the full
amount of the deposit, can make it easier to do bank reconciliation.
General Journal Templates for Bank Deposits

You must also create a general journal template for deposits. You use general journals to
post entries to bank, customer, vendor, fixed asset, and general ledger accounts. The
journal templates design the general journal to suit the purpose of your work. That is,
the fields on the journal template are exactly the ones you need.
The deposits will be cash receipts, so you might want to reuse your number series for
cash receipt journals. Alternatively, if you need to distinguish between bank deposit and
cash receipt journal entries, use a different number series.
You'll also need to create a batch job for the template. To create a batch job, on the
General Journal Templates page, choose the Batches action. For more information, see
Using Journal Templates and Batches.
Dimensions on Bank Deposit Lines

The lines on the bank deposit will automatically use the default dimensions you
specified in the Department Code and Customer group Code fields. When you choose
Customer or Vendor in the Account Type field, the dimensions that are specified for the
customer or vendor will replace the defaults. You can change the dimensions on the
lines, if needed.
 Tip
Dimension on lines are set according to Default Dimension Priorities. Line
dimensions prioritized over header dimensions. To avoid conflicts, you can create
rules that prioritize when to use a dimension depending on the source. If you want
to change how dimensions are prioritized, you can change their rankings on the
Default Dimension Priorities page. For more information, see To set up default
dimension priorities.
Create a Bank Deposit

1. Choose the icon, enter Bank Deposits, and then choose the related link.
2. Choose New to open the Bank Deposit page.
3. Choose the general journal template that you created for bank deposits.
７ Note
If the general journal template has more than one batch, you will be
prompted to choose one.
4. In the Bank Account No. field, choose the bank account in which to make the
deposit.
 Tip
You can double-check that you're depositing to the correct account by using
the Account Card and Account Ledger Entries actions to look up the ledger
entries for the selected bank account. For example, to see whether similar
deposits were made to the account.
5. In the Total Deposit Amount field, enter the total amount of the deposit. This total
must be the sum of the amounts on all lines.
6. Fill in the remaining fields as necessary. Choose a field to read a short description
of the field or link to more information.
The date in the Posting Date field and the dimensions in the Department Code
and Customer group Code fields will be assigned to the lines that you create for
the bank deposit. You can change them if needed.
7. Depending on whether you want to post the bank deposit as lump sum or each
line individually to the bank ledger, turn the Post as Lump Sum toggle on or off.
The default setting comes from the same toggle on the Sales & Receivables Setup
page.
７ Note
The Currency Code field shows the currency that is specified for the bank
account you chose. You cannot choose a different currency.
8. On the Lines FastTab, create a new line for each cash payment that you want to
deposit.
9. In the Account Type field, specify where the payment originated. For bank
deposits, the type is typically Customer or Vendor.
７ Note
You can also register a cash payment to a vendor. To do that, choose Vendor
and then enter the payment amount as a negative number in the Credit
Amount field on the line.
10. In the Document No. field, enter the document number of the invoice from which
the credit amount originated. You can use a document number for each line, or the
same number for all lines.
 Tip
Typically, you don't need to fill in the Document Type field for financial
entries. For example, if you're depositing cash from a day's sale you leave the
field blank. If you're depositing cash from a customer payment, you choose
Payment.
11. If you're depositing a cash payment for a specific customer invoice, choose the
Apply Entries action, and then enter the invoice number in the Applies-to ID field.
12. If you're ready to post the bank deposit, choose the Post action.
 Tip
Before you post the deposit you can use the Test Report action to review your
data. The report will show whether there are any issues, such as missing data,
that will prevent posting.
Finding Posted Bank Deposits

The Posted Bank Deposits page lists your company's previous deposits. In the list, you
can review the comments and dimensions that were specified for the deposits. You can
open the bank deposit to view more details, and from there you can investigate further.
For example, you can choose the Find entries action to view the posted bank ledger
entries. From the bank ledger entry, you can find its corresponding posted general
ledger entry.
If you want to look up all general ledger entries for the posted deposit lines, go to the
G/L Register page and use the General Ledger action. There you'll find all of the general
ledger entries, including the entries for customers and vendors.
Reversing a Posted Bank Deposit

To reverse a posted deposit, go to the G/L Registers page, find the register for the
deposit, and then choose the Reverse Register action.
７ Note
You can only reverse a register that contains a single type of entry. That is, the
register must contain only customer entries or vendor entries, but not both. If a
register contains both you must manually reverse the deposit.
See Also
Finance
Setting Up Finance

Accountant Experiences in Dynamics
365 Business Central
Article • 03/31/2022
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.
Company Hub
If you work in multiple Business Central companies, you might find it useful to use the
Company Hub page to keep track of work. For more information, see Manage Work
across Multiple Companies in the Company Hub.
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
Licensing 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.
They can also use the company hub in their own Business Central to manage their work.
For more information, see Manage Work across Multiple Companies in the Company
Hub.
https://www.microsoft.com/en-us/videoplayer/embed/RE4Fnyw?
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.
７ Note
This requires that you have set up SMTP email. For more information, see Set Up
Email.
） Important
The accountant's email address must be a work address that is based on Azure
Active Directory. If the accountant uses another type of email, then the invitation
cannot be sent.
This task requires access to managing users and licenses in Azure Active Directory.
The user who sends this invitation must be assigned the Global admin role or User
admin role in the Microsoft 365 admin center. For more information, see About
admin roles in the Microsoft 365 admin content.
Adding your accountant to your Microsoft 365 in the

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/region, 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, contact your reselling partner to add the license to
your subscription.
Specifically for evaluation purposes in a trial tenant, you can use an available
Dynamics 365 Business Central for IWs license instead. However, you cannot use
this type of license if you have already purchased Business Central.
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 Microsoft 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.
See Also
Finance
Setting Up Finance
Analyzing Financial Statements in Excel
Manage Work across Multiple Companies in the Company Hub

Business Central for Multi-Site and
International Organizations
Article • 03/31/2022
Organizations that have multiple sites often use a hub-and-spoke business model where
a parent company, or headquarters, manages the overall operations of the business
while each site functions as a single, standalone entity. Sites are often geographically
distributed and have different needs for sharing information with the headquarter
company. Additionally, sites typically don't need the same level of complexity, and often
lack the resources to maintain a large system.
Business Central gives small and mid-sized businesses a business management solution
that's easy-to-use and maintain at a low cost of ownership.
This article introduces some of the ways in which Business Central supports a hub-and-
spoke business model.
Integrating the Headquarter Company and the

Sites
Business Central can integrate with the headquarter company's accounting system while
meeting the varying needs of different sites, regardless of size, location, or type of
business.
The following diagram is an example of different sites integrated with a headquarter

company.
Meet the Needs of Domestic and International
Sites
Business needs at sites often differ based on industry, business methods, or their
relationship to the headquarter company. Business Central can be easily adapted and
extended for various types of businesses and locales. Microsoft AppSource offers a
wealth of apps from Microsoft and our partners, and partners can quickly deploy
Business Central with minimal disruption to daily operations.
For multi-national organizations, Business Central supports local legal requirements and
business practices.
For online versions, there are more than 40 localized country/region versions that
you can install as extensions from Microsoft AppSource.
For on-premises versions, country/region versions are available either as
Microsoft-localized versions or partner-led add-on localizations.
A network of more than 4,000 Microsoft partners world-wide provides local expertise.
Business requirement How Business Central supports it Learn more
Tailor the system to fit the Enjoy a system that was designed from the Overview
business. start for mid-sized businesses.
Address regulatory and local Comply with local legal requirements and Local
practices. business practices. Functionality
Access multiple companies Get quick access to any Business Central Company Hub
from a single page. company in your organization.
Handle multiple languages Support for multiple languages and currencies Multi-language
and currencies. helps meet local needs. capabilities
Multi-currency
capabilities
Consolidate Financial Data

A core facet of the hub-and-spoke business model is the ability for the headquarter
company and sites to exchange financial data, even when the headquarter company and
sites use different systems, accounting structures, languages, and currencies.
Business How Business Central supports it Learn more

requirement
Consolidate Consolidate financial statements for sites, regardless of Consolidating

financial whether they're running Business Central or another Financial Data from
data from application, into a single business entity (company). Multiple
sites. Companies
Integrate Transfer consolidation data from different accounting Importing Business

accounting structures to your own. Built-in file format for F&O Data from Other
structures. (Available with Wave 2, 2020) Finance Systems
Prepare general
ledger accounts for
consolidation
Transact in Help ensure that financial statements in different currencies Update Currency
multiple are accurate and use correct exchange rates. Exchange Rates
currencies.
Share Business Insight with Integrated

Analytics
Align the organization with your business goals by providing a common understanding
of the current reality. Integrated analytics can help people base their decisions on the
same set of facts.
Share insights with sites Create KPIs and business intelligence Work with Business
without extensive IT dashboards in Power BI based on your Central Data in Power
support. data. BI
Develop custom financial Generate parameter-based financial Business Intelligence

reports. reports.
Align on the facts. Generate, view, and share reports with Financial Reports
internal and external stakeholders.
Analyze data in Excel. Fact-find, troubleshoot, and do ad hoc Analyze Financial

analyses in Microsoft Excel. Statements in Excel
Exchange Data Using APIs and XMLports

APIs and XMLports simplify the process of connecting instances of Business Central,
including those that have been customized for each site.
Business How Business Central supports it Learn

requirement more
Connect API Pages can expose any representation of an entity, including Enabling
customized its customizations. APIs for
versions among Business
sites and the Central
headquarter
company.
Versioning and APIs use ODataV4, which provides versioning, and webhooks Security
security. and change tracking. and
protection
Post and import Codeunits can be exposed as unbound actions to support XMLport
XML documents. posting and ingestion of XML documents. For processing XML Objects
documents, XMLports can be applied. Unbound actions are
also capable of generating an XML or JSON document.
Make An electronic data exchange solution can be added to serve as Data

maintenance an integration layer between the headquarter company and Exchange
easier through sites. Framework
electronic data
exchange.
Exchange data Use XMLports to create XML documents, which can then be XMLport
between different exchanged between a headquarter company that uses one Overview
systems. system and sites that use Business Central.
Business How Business Central supports it Learn
requirement more
Orchestrate Use a combination of XMLports with Business Central and Work with
complex data Microsoft BizTalk Server to meet unique needs at your sites. Reports,
exchanges. For complex needs, use an electronic data exchange solution Batch Jobs,
based on BizTalk Server and Commerce Gateway in Business and
Central in combination with the XMLports. XMLports
Connect to 3rd APIs establish a point-to-point connection between Business API v2.0
party solutions Central and 3rd party solutions and services.
and services.
Promote an Efficient Intercompany Supply

Chain
Sites often need access to the supply chain, and the ability to manage certain aspects of
it. For example, sites might use the same vendor, but manage their assets and physical
locations separately.

requirement
Treat inter-divisional Use inter-company postings to create sales and Managing Inter-
transactions as purchase documents and general ledger entries for company
normal sales and entire workflows, and for more than one company at a Transactions
purchase time to eliminate duplicate data entry.
transactions.
Use paperless Avoid the cost of sending, receiving, and printing Incoming
processes. documents. Documents
Manage
Attachments,
Links, and Notes
on Cards and
Documents
Respond Quickly to New Business Conditions

The headquarter company must be able to react quickly to business changes at each
site. Combined with Power Automate, Business Central can serve as an early warning
mechanism.
requirement
Automatically Set up alerts in Power Automate that will generate emails Business Central
generate to inform you of critical business conditions at sites or and Power BI
email alerts. supply chain partners.
Use standard Use 12 different templates included for Business Central Use Business
or custom or set up your own alerts to suit your business. Central in an
alerts. Automated
Workflow
See Also
Administration of Business Central Online

Article • 09/30/2022
Businesses capture a tremendous amount of data during daily activities. This data, which
reflects such things as the organization's sales figures, purchases, operational expenses,
employee salaries, and budgets, represents valuable information, or business
intelligence (BI), for decision makers. Business Central contains many features to 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 parameter. As such, you can use it to
group entries that have similar characteristics, such as customers, regions, products, and
salesperson, and easily retrieve these groups for analysis. Among other purposes, you
use dimensions when defining analysis views and creating financial reports. Learn more
at Work with Dimensions.
 Tip
As a quick way to analyze transactional data, you can filter totals in the chart of
accounts and all entries in Entries pages by dimensions. Look for the Set
Dimension Filter action.
them.
To See
View actual amounts compared to budgeted amounts for all accounts and Analyze Actual
for several periods. Amounts Versus
Budgeted
Amounts
Create new financial reports to define financial statements for reporting or to Prepare Financial
display as charts. Reports with
Financial Data
and Account
Categories
Analyze your financial performance by setting up key performance indicators Set Up and
(KPIs) based on financial reports, which you then publish as web services. The Publish KPI Web
published financial reports KPIs can be viewed on a web site or imported to Services Based on
Microsoft Excel using OData web services. Financial Reports
To See
Set up views to analyze data using dimensions. Analyze Data by

Dimensions
Create new analysis reports for sales, purchases, and inventory, and set up Create Analysis
analysis templates. Reports
Enable global financial reporting to international accounting organizations Create Reports

using the eXtensible Business Reporting Language (XBRL) standard. with XBRL
Change the database access intent on reports, pages of the API type, and Manage Database
queries to reduce load and improve performance. Access Intent
See also
Finance
Use Business Central as a Power BI Data Source
Closing Fiscal Periods
Importing Data from Other Finance Systems
Start a free trial!

Financial Reports and Analytics in
Business Central
Article • 09/30/2022
Financial reporting in Business Central gives financial and business professionals the
power to create, maintain, deploy, and view financial statements. Goes beyond
traditional reporting constraints to help you efficiently design various types of reports.
Business Central includes several reports, tracing functions, and tools to help auditors or
controllers who are responsible for reporting to the finance department. Financial
reporting includes support for dimensions, so account segments or dimensions are
immediately available; no other tools or configuration steps are required.
 Tip
If you have a (online) Business Central production environment, you can click on a
report id below to open the report directly in the product. If you want to stay on
this page, consider holding down CTRL before clicking. In most browsers, the report
will then open in a new browser tab.
Reports
The following table describes some key financial reports.
Trial Balance Shows the chart of accounts with balances and net changes. You can 6
choose to see a trial balance for selected dimensions or use the report
at the close of an accounting period or fiscal year.
Trial Balance by Shows the opening balance by general ledger account, the movements 38
Period in the selected period of month, quarter, or year, and the resulting
closing balance.
Tip: Can be used to display profit and loss (P&L) with a total for each
month.
Trial Shows a trial balance in comparison to a budget. You can choose to see 9
Balance/Budget a trial balance for selected dimensions. Use this report at the close of an
accounting period or fiscal year.
Detailed Trial Shows a detailed trial balance for selected general ledger accounts. You 4
Balance can define which accounts are included in the report by setting filters.
Use this report at the close of an accounting period or fiscal year.
Trial Shows a trial balance in comparison to the previous year's figures. You 7
Balance/Previous can choose to see a trial balance for selected dimensions. Use this
Year report at the close of an accounting period or fiscal year. The previous
year means the same period one calendar year earlier.
Financial Financial reports can be used to display general ledger accounts in a 25

Report different way than in the chart of accounts. For example, financial
reports can be used to report on key figures.
Balance companies in one consolidated company. Use this to report on
consolidated financial data from multiple companies. Learn more at Set
Up Company Consolidation.
Balance (4) companies in one consolidated company. This version of the report lets
you display up to four business units as columns. Learn more at Set Up
Company Consolidation. Use this to report on consolidated financial
data from multiple companies.
Tasks
business:
Analyze Actual Amounts Versus Budgeted Amounts

Set Up and Publish KPI Web Services Based on Financial Reports
Manage Database Access Intent
See also
Accounts Receivable Reports and Analytics
Fixed Assets Reports and Analytics
Setting Up Finance
Finance

Analyze Data with Statistical Accounts
Article • 04/03/2023
Use statistical accounts to supplement information in financial reports. Statistical

accounts let you add metrics that are based on non-transactional data. You add the
non-transactional data as number-based units, such as:
Employee headcount
Square footage
The number of customers with overdue accounts
For example, you can measure revenue or costs based on the number of people in a
department. The headcount for the department is the unit for the statistical account.
The following image shows an example of a report that uses a statistical account to
show revenue per employee.
In terms of how they work, statistical accounts are similar to posting accounts. They
store transactions that you post using statistical account journals, so that you can use
the transactions as data for financial reports. To learn more about financial reports, go to
Prepare Financial Reporting with Financial Data and Account Categories.
There are a couple of key differences between statistical accounts and posting accounts.
Statistical accounts are separate entities, and aren't included in trial balance reports.
Also, you don't need to balance debit and credit amounts when you use statistical
account journals to post entries to a statistical account. You just post the amount.
Set up a statistical account

1. Choose the icon, enter Statistical Accounts, then choose the related link.
2. On the General FastTab, fill in the fields. Hover over a field to read a short
description.
Post amounts to a statistical account

1. To post the amounts you want to track, on the Statistical Accounts page, choose
the Statistical Accounts Journal action.
2. In the Posting date field, enter the last date of the posting period that you want to
post amounts for.
3. Optional: If you want to track amounts for a specific document, in the Document
No. field, enter the document's ID.
4. In the Statistical Account No. field, choose the statistical account that you'll post
amounts to.
5. In the Description field, enter a brief description of what you're measuring.
6. In the Amount field, enter the amount to post.
7. Optional: If you'll want to include the statistical account in more advanced
analyses, specify dimensions in the Department Code and Customergroup Code
fields. To learn more about dimensions, go to Analyze Data by Dimensions.
Verify statistical account amounts

On the Statistical Accounts page, use the Statistical Accounts Balance action to verify
that the registered amounts are correct for each period.
Include the statistical account in a financial

report
1. Choose the icon, enter Financial Reports, then choose the related link.
2. Create a new financial report in one of the following ways:
a. To start from scratch, choose New. To learn more about creating financial
reports, go to Create a new financial report.
b. To use settings from a similar report you already have, choose the report to
copy, and then choose the Copy Financial Report action. You can edit the
settings you copy in your new report.
3. Add the statistical account:
a. If you're starting from scratch, choose the Edit Row Definition action.
b. To use a row definition from an existing report, choose the report to copy from,
and then choose the Copy Row Definition action.
4. On the Row Definition page, in the Row No. field, define where the row will
appear in the sequence of rows on the report.
5. In the Description field, enter text that indicates what you're measuring.
6. In the Totaling Type field, choose Statistical Accounts.
7. In the Totaling field, choose a statistical account.
8. In the Row Type field, choose whether to view the balance on the posting date or
the beginning of the posting period, or to show the change to the amount during
the period.
9. Fill in the remaining fields. Hover over a field to read a short description.
See Also
Financial Reports and Analytics in Business Central
Analyze Actual Amounts Versus
Budgeted Amounts
Article • 09/30/2022
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 general ledger (G/L) budgets. Learn
more at Create G/L Budgets.
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, then choose the related link.
2. On the G/L Budgets page, open the budget you want to view.
3. At the top of the page, fill in the fields necessary to define what is shown. Hover
７ Note
If you've selected Period in either the Show as Lines or Show as Columns field,
then you must fill in the View by field. If you have not selected Period in either of
those fields, enter the appropriate period in the Date Filter field.
７ Note
Only entries from the general ledger budget with the filter codes you enter on the
Filters FastTab are included in the calculation. Budget entries without any or with
other filter codes are not included. As long as the filter remains on the page, the
budget only displays entries with those filter codes.
 Tip
Use the Edit Budget action to modify the budget. On the budget page, choose an
amount to view the underlying general ledger budget entries.
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.
2. On the Chart of Accounts page, choose the G/L Balance/Budget action.
3. On the Options FastTab, fill in the fields as necessary to define what is displayed in
the table.
4. Hover over a field on the table to read a short description about the displayed
amount.
７ Note
The filters you set on the page header will be applied to both general ledger and
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, either 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.
2. On the Chart of Accounts page, select the relevant general ledger account, then
choose the G/L Account Balance/Budget action.
3. On the Options FastTab, fill in the fields as necessary to define what is displayed in
the table.
4. On the Lines FastTab, hover over a field on the table to read a short description
about the displayed amount.
See also
Finance
Setting Up Finance

Prepare Financial Reporting with
Financial Data and Account Categories
Article • 02/27/2023
Financial reports give you insight into the financial data stored in your chart of accounts
(COA). Financial reports analyze figures in general ledger (G/L) accounts, and compare
general ledger entries with budget entries. The results display in charts and reports in
your Role Center, such as the cash flow chart and income statement and balance sheet
reports.
You access these two reports, for example, with the Financial Statements action in the
business manager and accountant role centers.
Business Central provides sample financial reports you can use right away. You can also
set up your own rows and columns to specify the figures to compare. For example, you
can create financial reports to calculate profit margins using dimensions such as
departments or customer groups. The number of customized financial statements you
can create is unlimited.
Setting up financial reports 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, but that requires you to have created budgets. Learn more at Create G/L
Budgets.
Financial reports
Financial reports arrange accounts from your chart of accounts in ways that make data
easier to present. You can set up various layouts to define the information you want to
extract from the chart of accounts. Financial reports provide a place for calculations that
can't be made directly in the chart of accounts. For example, you can create subtotals
for groups of accounts and then include that total in other totals. Another example is to
calculate profit margins on dimensions such as departments or customer groups.
Additionally, you can filter general ledger entries and budget entries, for example, by
net change or debit amount.
You can also compare two or more financial reports and column definitions by using
formulas, so you can do the following things:
Create customized financial reports.

Create as many financial reports as you need, 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.
For example, once you've set up your account categories on the G/L Account
Categories page, you can choose the Generate Financial Reports action and update the
underlying financial reports for the core financial reports. Then the next time you run
one of these reports, such as the Balance Statement report, new totals and subentries
are added.
７ 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 define how the related financial report appears in reports.
You should 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.
Create a new financial report

You use financial reports to analyze general ledger accounts or to compare general
ledger entries with budget entries. For example, you can view the general ledger entries
as percentages of the budget entries.
The financial reports in the standard version of Business Central might not suit your
business needs. To quickly create your own financial reports, start by copying an existing
one, as described in step three below.
 Tip
After you create a financial report, you can use the Financial Report page to
preview and validate your newly defined financial report. To open the page, choose
the Edit Financial Report action.
７ Note
When you open a financial report in View or Edit mode, the Filter pane is available.
However, don't use the pane to set filters for the data in your report. The filters can
cause errors or might not actually filter the data. Instead, use the filter fields on the
Options and Dimensions FastTabs.
2. On the Financial Reports page, choose the New action to create a new financial
report name.
3. Alternatively, if you want to reuse settings from an existing financial report, choose
the Copy Financial Report action.
4. Fill the fields in as necessary. In the Column Definition field, select an existing
definition, which you can later edit if you want.
Column definitions specify the parameters by which the financial data on the rows
is shown. For example, a column definition might contain four columns you can
use to compare net change and balance for the same period this year and last
year. Learn more in the Edit a column definition section.
5. Choose the Edit Row Definition action.
6. Choose the Insert G/L Accounts, Insert CF Accounts, and Insert Cost Types
actions to create a row for each financial element you want to analyze. For
example, you might have one row for current assets and another row for fixed
assets. For inspiration, see the financial reports in the CRONUS demonstration
company.
７ Note
The Row No. field shows the first 10 characters of an identifier, such as an
account number. If you add elements with identifiers that start with the same
10 characters you'll have duplicates in the Row No. field. If needed, you can
manually edit the identifiers after you insert the elements. The full identifiers
are displayed in the Totaling field.
7. On the Financial Reports page, choose the Edit Financial Report action to access
the resulting financial report.
8. On the Financial Report page, in the Column Definition field, select another
column definition to explore the financial data by other parameters.
9. Choose OK.
You've now defined the following the basis of the financial report, the rows of financial
data to display, and an existing layout of columns to show the data on the rows using
custom parameters. If the default column definition you selected in step 4 doesn't suit
your purpose, follow the steps in Edit a column definition.
Edit a column definition

Use column definitions to specify the columns to include in the report. For example, you
can design a layout to compare net change and balance for the same period this year
and last year. You can have up to 15 columns, which is useful for, say, displaying budgets
for 12 months with a column that shows the total.
７ Note
A printed/previewed/saved version of a financial report displays a maximum of five

columns. In contrast, if a financial report is only meant for analysis on the Financial
Report page, you can create as many columns as you want.
1. On the Financial Reports page, select the relevant financial report, then choose the
2. On the Column Definition page, create a row for each column of financial data
shown in the financial report. Hover over a field to read a short description.
3. Choose OK.
4. Open the Financial Report page from time to time to verify the new column
definition works as intended.
７ Note
The columns you define on each row represent columns three and up on the
Financial Report page. The first two columns, Row No. and Description, are fixed.
Create a column that calculates percentages

Sometimes you may want to include a column in a financial report to calculate
percentages of a total. For example, if you have rows that break down sales by
dimension, you may want a column to indicate the percentage of total sales in each row.
2. On the Financial Reports page, select a financial report.
3. Choose the Edit Financial Report action to set up a financial report 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 the percentage will be
based on. For example, if row 11 contains the total sales, enter 11.
6. Choose the Edit Column Definition 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 you want to calculate a
percentage for, followed by the percentage sign (%). So, if column number N
contains the net change, enter N%.
8. Repeat steps 4 through 7 for each group of rows you want to break down by
percentage.
Set up financial reports with overviews

You can use a financial report to create a statement comparing general ledger figures
and budget figures.
3. Choose the Edit Row Definition action
4. On the Row Definition page, in the Name field, select the default financial report
name.
5. Choose the Insert G/L Accounts action.
6. Select the accounts you want to include in your statement, then choose OK.
The accounts are now inserted into your financial report. If you want, you can also
change the column definition.
7. Choose the Edit Financial Report action.
8. On the Financial Report page, on the Dimensions FastTab, set the budget filter to
the filter name you want to use.
9. Choose OK.
Now you can copy and paste your budget statement into a spreadsheet.
Comparing accounting periods using period

formulas
Your financial report can compare the results of different accounting periods, such as
the past month versus the same month last year. To do that, open the Column
Definition page, and personalize it by adding the Comparison Period Formula field as a
column. Learn more at Personalize Your Workspace. You can then set that field to a
period formula.
An accounting period doesn't need to match the calendar. However, 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 duration of the comparison
period in relation to the period represented by the date filter on the report. 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. Use CP in formulas to set the
period that starts or ends the formula. For example, FY[1..CP] denotes the time
from the beginning of the current fiscal year to the current period.
FY Fiscal year. For example, FY[1..3] denotes the 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.
-1FY[1..3] First quarter of previous fiscal year.

Formula Description
-1FY[1..CP] From the beginning of the previous fiscal year to the current period in the previous
fiscal year, including both periods.
-1FY[CP..LP] From the current period in previous fiscal year to the last period of the previous
fiscal year, including both periods.
If you want to calculate by regular time periods, you must enter a formula in the
Comparison Date Formula field instead. For instance, if the field is set to -1Y, Business
Central compares to the same period one year earlier.
７ 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
reflected in the chart of accounts. So, if you create a financial report where you
want to compare this period to the same period last year, you set the Comparison
Date Formula field to -1FY. Then, you run the report on February 28th and set the
date filter to January and February. As a result, the financial report compares
January and February this year to January last year, which is the only completed
accounting period of the two for last year.
Learn more at Work with Calendar Dates and Times.
Print and save financial reports

You can print financial reports using your device's printing services. Business Central also
offers the option to save reports as Microsoft Excel workbooks, Microsoft Word
documents, PDF, and XML files.
2. On the Financial Reports page, select the report to print, then choose the Print
action.
4. In the Printer field, select the device to which the report will be sent.
a. The (Handled by the browser) option indicates there's no designated printer for
the report. In this case, the browser will handle the printout and display the
standard printing steps, where you can choose a local printer connected to your
device. (Handled by the browser) isn't available in the Business Central mobile
app or app for Microsoft Teams.
5. Choose the Print action.
Schedule a financial report or save as a PDF, Word, or
Excel document
A financial report can be saved as a file in different formats, such as PDF, XML, Word, or
Excel. Alternatively, Business Central can be set to generate recurring financial reports:
2. On the Financial Reports page, choose the Print action.
3. Set the report accordingly, then choose the Send to action.
4. Select the file format or the Schedule action, and choose OK.
5. To generate a scheduled or recurring financial report, fill in the fields. Hover over a
field to read a short description..
For recurring financial reports, set the Earliest Start Date/Time and
Expiration Date/Time fields with the first and last date, respectively, to
generate the financial report. Also, select on which days the report is
generated by setting the Next Run Date Formula field following the format
explained in the Use Date Formulas section.
Importing or exporting financial reports

You can import and export financial reports as RapidStart configuration packages, which
are useful for sharing the information with other companies, for example. The package is
created in a .rapidstart file, which compresses the contents.
Import and export financial reports

2. Choose the financial report, then choose the Import Financial Report or Export
Financial Report action, depending on what you want to do.
７ Note
When you import financial reports, existing records with the same names as those
you are importing will be deleted.
See also
Finance
Setting Up Finance

Set Up and Publish KPI Web Services
Based on Financial Reports
Article • 12/19/2022
On the Financial Report KPI Web Service Setup page, you set up how to show the
financial report key performance indicator (KPI) data and which specific financial reports
to base the KPIs on. When you choose Publish Web Service, the specified financial
report KPI data is added to the list of published web services on the Web Services page.
７ Note
When you use this web service, closing dates are not included in your data set. You
can use filters in Power BI to analyze various time periods.
Set up and publish a KPI web service based on

financial reports
1. Choose the icon, enter Financial Report KPI Web Service Setup, then choose
the related link.
2. On the General FastTab, fill in the fields. Hover over a field to read a short
description.
3. On the Row Definitions FastTab, fill in the fields.
4. Repeat step 3 for all financial reports you want to base the financial report KPI web
service on.
5. To view or edit the selected financial report, on the Row definitions FastTab,
choose the Edit Row Definition action.
6. To view the financial report KPI data you've set up, choose the Financial Report KPI
Web Service action.
7. To publish the financial report KPI web service, choose the Publish Web Service
action.
You can now create financial reports in Power BI based on the web service, or services,
that you created.
７ Note
You can also publish the KPI web service by pointing to the Financial Report KPI
Web Service Setup page object from the Web Services page. Learn more at
Publish a Web Service.
See also
Finance
Setting Up Finance

Article • 09/30/2022
In financial analysis, a dimension is data you 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.
Each "dimension" describes the focus of analysis. So, a two-dimensional analysis, for
example, would be sales per area. 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. That gives you greater insight into your business, such as how
well your business is operating, where it is thriving and where it is not, and where more
resources should be allocated, so you can make more informed decisions as you move
forward. Learn more at Work with Dimensions.
 Tip
As a quick way to analyze transactional data by dimensions, you can filter totals in
the chart of accounts (COA) and entries in all Entries pages by dimensions. Look for
the Set Dimension Filter action.
７ Note
If you discover an incorrect dimension value has been used on posted general
ledger entries, you can correct it and update your analysis views. Learn more in the
Troubleshooting and Correcting Dimensions section.
Set up an analysis view

An analysis by dimensions uses a selected combination of dimensions. You store,
retrieve, and update that dimension set by creating an Analysis View card.
1. Choose the icon, enter Analysis Views, then choose the related link.
2. On the Analysis View List page, choose the New action.
4. To add other dimension codes in addition to the four on the Dimensions FastTab,
choose the Filter action, fill in the fields, then choose the OK button.
5. To update the view, choose the Update action.
Analyze by dimensions
Use analysis views you've already set up with the Analysis by Dimensions matrix to view
the amounts in your general ledger.
2. Select the relevant analysis view, 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've selected in the
Show as Lines field in the header.
The rightmost columns contain information based on what you've 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've selected Period in either the Show as Lines or Show as
Columns field.
７ 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 and
Show as Columns fields. To reverse a view setting, choose the Reverse Lines and
Columns action.
Update an analysis view

The amounts 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.
Use the following procedure to update an analysis view from the Analysis by
Dimensions page. The steps are similar to those for updating the Analysis View Card
and Analysis View List pages.
2. Select the relevant analysis view, 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, 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 associated transaction is posted.
７ Note
To update some or all analysis views at the same time, you must use the Update
Analysis Views batch job.
See also
Finance
Setting Up Finance

Article • 09/30/2022
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, vendor performance, and purchase prices. Whereas
logistics/inventory managers need information on inventory turnover, analysis of
inventory movement, and statistics on inventory value. So there's no one-size-fits-all
analysis report.
You can customize analysis 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.
So, for example, you can create a personalized report that focuses on your key accounts
in terms of total product turnover in amounts and quantities sold, gross profit, and
gross profit percentage during the current month. Then you can 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, enabling you to navigate to
the cause of identified problem areas and even choose the drop-down to zero in on
details all the way down to the level of individual transactions.
The analysis report consists of the objects you want to analyze (such as customers,
customer groups, sales people and so on, represented as lines) and the analysis
parameters, which is the way you want to analyze the object (such as profit calculations,
periodic comparisons of sales amounts and volumes or periodic comparisons of actual
and budgeted figures, represented as columns).
In addition to analysis reports, you can create and view similar information in analysis
views (based on dimensions). Learn more at Analyze Data by Dimensions.
Example
You can set up these lines (objects you want to analyze):
Computers
Displays
Spare Parts
Then you can set up these columns (how you want the objects analyzed):
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 that you
set up on the:
Analysis Line Templates page where you define the name of the report and the
objects you want to show in the lines of your report, and the
Analysis Column Templates page where you define the name of the column
template and the analysis parameters that show in the report as columns. Each line
on this page 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 set up, Business Central aggregates the result of
your report in the Analysis Report page, as shown in the following table.
- Sales Current Month Sales Last Month Sales Last Month %
Computers
Displays
Spare parts
Total
You can, for example, set up one group of lines and several groups of column layouts to
show monthly and annual reports, respectively.
Set up analysis column templates

The following procedure is based on sales analysis views. The steps are similar for
purchase and inventory analysis views.
An analysis column template contains a set of lines, each representing an analysis

column you want 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 can include cost, sales
amount, or quantity, and their associated value entries. You can set up as many column
templates as you like, then use them to create new analysis reports.
1. Choose the icon, enter Sales Column Templates, then choose the related link.
2. Select the first empty line and fill the fields in as necessary.
3. Choose the Columns action.
4. On the Analysis Columns page, fill the fields in to specify the columns you want in
your analysis report.
７ 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 OK to save your changes.
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.
An analysis line template contains a set of lines, each representing an analysis line you
want 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, then use them to create new analysis
reports.
1. Choose the icon, enter Sales Line Templates, then choose the related link.
2. Select the first empty line, and then fill the fields in 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.
７ Note
Alternatively, 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 or Insert Item Groups action.
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.
With analysis reports you can analyze the dynamics of your sales according to key sales
performance indicators, such as sales turnover in both amounts and quantities,
contribution margin, or progress of actual sales against the budget. You can also use
analysis reports to analyze your average sales prices and evaluate the sales performance
of your sales force.
1. Choose the icon, enter Sales Analysis Reports, then choose the related link.
2. On the Analysis Report Sale page, choose the New action.
3. Fill the fields in 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
７ Note
Building combinations of line and column templates to create reports and

assigning them unique names is optional. If you do this, you won't 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
Finance
Setting Up Finance
Article • 02/06/2023
７ Note
We're in the process of removing the features for XBRL reporting from Business
Central. Learn more at Changes in 2022 release wave 1.
XBRL (eXtensible Business Reporting Language) is a language, based on eXtensible

Markup Language (XML), for tagging financial data, which enables businesses to
efficiently and accurately process and share their data. The XBRL initiative enables global
financial reporting by numerous enterprise resource planning (ERP) software companies
and international accounting organizations. The goal of the initiative is to provide a
standard for 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
７ Note
You can import general ledger-related schemas and create XBRL instance
documents by mapping general ledger (G/L) data from the chart of accounts to
elements in taxonomies designed for financial reports, such as balance sheets,
income statements, and so on.
The XBRL capabilities in Business Central support taxonomies for specification 2.1.
However, taxonomies may contain unsupported elements such as formula linkbases
or iXBRL (inline XBRL), or have other structural differences. We recommend you
validate the XBRL capability before using it for reporting.
Full support for taxonomies may require third-party XBRL tagging and tools. The
XBRL International organization has a list of tools and services; depending on the
XBRL reporting requirements for a given taxonomy, you may want to explore those
resources. Learn more at Getting Started for Business and Tools and Services .
eXtensible Business Reporting Language

The XBRL taxonomies are maintained by www.xbrl.org . You can download taxonomies
and read more detailed information on the XBRL website.
Let's say someone wants financial information from you. They provide 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, then fill out the schema(s) by entering the account(s)
that corresponds with each line and which calculation is desired, such as net change or
balance at date. In some cases you can enter a constant instead, for example, the
number of employees. You are now ready to send the instance document (an XML
document) to the requester. 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 comprises the following components

The XBRL Specification explains what XBRL is and how to build XBRL instance
documents and 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 (also called an XML schema definition) file that expresses how XBRL
instance documents and taxonomies are to be built.
The XBRL Linkbases are the physical XML files that contain 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, and so on.
An XBRL Taxonomy is a "vocabulary" or "dictionary" created by a group, compliant with

the XBRL specification, that enables the exchange of 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. In fact, an instance document is somewhat useless unless
you know the taxonomy for which it is prepared.
Layered taxonomies
A taxonomy can consist of a base taxonomy, for example US GAAP (United States
generally accepted accounting principles) or IAS (international accounting standards),
and then have one or more extensions. To reflect this, a taxonomy refers to one or more
schemas, each of which are separate taxonomies themselves. 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 some linkbase files
(.xml). The linkbase files contain data that is complementary to the raw taxonomy (.xsd
file). There are six types of linkbases files of which four have relevance for Business
Central. 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 Microsoft Windows language code or the
language codes defined in the demo data. Therefore, when you look up the
languages for a specific taxonomy, you see all the labels for the first element in the
taxonomy, meaning you can see an example of each language. A taxonomy can
have several label linkbases attached to it as long as those 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 the
application presents the taxonomy to you. The linkbase contains a series of links
that each connect two elements in a parent-child relationship. 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 you.
Calculation linkbase: This linkbase contains information about how the elements
roll up. 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 do not necessarily align with the visual presentation.
Reference linkbase: This linkbase is an xml file containing supplementary
information about the data required by the taxonomy issuer.
Set up XBRL lines

After you import or update the taxonomy, the lines of the schemas must filled out with
all information required to satisfy the particular financial reporting requirements. This
information includes basic company information, the actual financial statements, notes
to the financial statements, supplemental schedules, and so on.
You set up XBRL lines by mapping the data in the taxonomy to the data in your general
ledger.
1. Choose the icon, enter XBRL Taxonomies, 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 mapping the G/L accounts in the chart of accounts to the XBRL lines,
choose the G/L Map Lines action.
7. To add notes to the financial statement, choose the Notes action.
 Tip
To exclude lines from the exported data, choose NOT APPLICABLE as the
source type.
７ Note
You can only export data that corresponds to the selection in the Source Type
field. This includes descriptions and notes.
７ Note
Taxonomies might contain elements that Business Central doesn't support. If

an element is not supported, the Source Type field will display Not Applicable
and the Description field will show an error message, such as Unexpected
type: "specific type not recognized". If you must export the element, choose
a matching source type. Typically, this is a constant or a description. Doing
this enables you to enter and export data, however, such elements might have
validation rules that cannot be checked before exporting.
Import an XBRL taxonomy
The first step in working with the XBRL functionality is to import a 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.
2. On the XBRL Taxonomies page, create a new line and enter the name and
description of the taxonomy.
3. Choose the Schemas action, then insert the description of the schema.
4. To import the schema, on the XBRL Schemas page, choose the Import action, then
do one of the following steps to upload the file:
5. To import the linkbase, on the XBRL Schemas page, choose the Linkbases action,
then do one of the following steps to upload the file:
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 NO 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.
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.
2. On the XBRL Taxonomies page, choose the Schemas action.
3. To update a schema, select the schema you want to update, then choose the
Import action.
4. To update or add a new linkbase, choose the Linkbases action.
5. Select the relevant linkbase or select Ctrl + N for a new line, select the type of
linkbase, then insert a description.
6. To import the linkbase, choose the Import action.
7. Choose Yes to apply the linkbase to the schema.
See also
Finance

Managing Database Access Intent
Article • 09/19/2022
As a super user or administrator, you can change the database access intent on reports,
pages of the type API, and queries to improve performance of the service.
Overview
Business Central can be set up to use read-only replicas of the primary (read-write)
database. Using the database replica reduces the load on the primary database. In some
cases, it will also improve the performance when viewing data in the client. Replicas are
beneficial for objects, like reports, queries, and API pages, that are used for viewing data
only, not modifying data.
When objects run, the database access intent determines whether to use a read-only
replica, if one is available, or the primary database. Reports, API pages, and queries are
developed with a predefined database access intent (see DatabaseAccessIntent
property).
The Database Access Intent List page lets you override the predefined database access
intent for objects when they're run.
In database terms, this feature is commonly known as read scale-out. For more
information about read-scale out and data access intent in Business Central, see
Utilizing Read Scale-Out for Better Performance in the Business Central Developer and
Administration help.
To change the database access intent

1. Choose the icon, enter Database Access Intent List, and then choose the related
link.
The page lists all reports, pages, and queries. The Access Intent column includes
one of the following values:
Setting Description
Default Indicates that the object uses the predefined database access intent.
Allow Sets the object to use the primary database, allowing the user to modify data.
Write
Setting Description
Read Sets the object to use the database replica, which means that the user can only
Only view data, not change data.
2. Choose the Edit List action.
3. On the Edit - Database Access Intent List page, change the Access Intent field for
the objects.
７ Note
If an object that is editable, like the Customer Card, is set to Read Only, the
primary database will still be used, regardless of the access intent, allowing
users to make changes as normal.
See Also
Start a free trial!

Sales
Article • 09/19/2022
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 you to ship parts of an order
quantity, for example, because the full quantity is not available right away. 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 respects, 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 a precise and timely
overview of your contact information so you can serve your prospective customers more
efficiently and increase customer satisfaction. Learn more at Relationship Management.
If you use Microsoft 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.
Leaern more at Use 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. Learn more at
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. Learn more at 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.
Learn more at Use Workflows.
The following table describes a sequence of tasks, with links to the articles that cover
them.
To See
Create a customer card for each customer you sell to. Register New
Customers
Create a sales quote to offer products on negotiable terms before converting Make Sales
the quote to a sales invoice. Quotes
Create a sales invoice to record your agreement with a customer to sell them Invoice Sales
certain products on certain delivery and payment terms.
Process a sales order that involves partial shipping or drop shipment. Sell Products
Understand what happens when you post sales documents. Posting Sales
Prepare to pick items for shipment. Print the Picking

List
Fulfill a sales order with multiple partial shipments. Process Partial

Shipments
Set up standard sales or purchase lines you can quickly insert on documents, Create Recurring
for example, for recurring replenishment orders. Sales and
Purchase Lines
Link a sales order to a purchase order to sell a drop-shipment item to be Make Drop
delivered directly from your vendor to your customer. Shipments
Have a catalog item shipped from a vendor to your warehouse so you can Create Special
ship the item on to your customer. Orders
Perform an action on an unpaid posted sales invoice to automatically create Correct or Cancel
a credit memo and either cancel the sales invoice or recreate it so you can Unpaid Sales
make corrections. Invoices
Create a sales credit memo to revert a specific posted sales invoice to reflect Process Sales
the products the customer returns and the payment amount you will refund. Returns or
Cancellations
Manage your customer's commitment to purchase large quantities delivered Work with Blanket
in several shipments over time. Sales Orders
To See
Sell assembly items not currently available by creating a linked assembly Sell Items
order to supply the full or partial sales order quantity. Assembled to
Order
Invoice a customer once for multiple shipments by combining the shipments Combine
on one invoice. Shipments on a
Single Invoice
Inform your customers of order delivery dates by calculating either the Calculate Order
capable-to-promise date or the available-to-promise date. Promising Dates
Resolve confusion when two or more records exist for the same customer. Merge Duplicate
Records

Setting Up Sales
Managing Payables
Project Management
Start a free trial!

Sales Reports and Analytics in Business
Central
Article • 03/17/2022
Sales reporting in Business Central allows sales and business professionals to get
insights and statistics about current and past sales activities.
Reports
The following table describes some of the key reports in sales reporting.
Customer - Shows the order detail with the quantity not yet shipped for each 107
Order customer in three periods of 30 days each, starting from the specified
Summary date. There are also columns with orders to be shipped before and after
the three periods and a column with the total order detail for each
customer. Use the report to analyze a company's expected sales volume.
Customer - Shows information on customers' purchases and balances for a selected 111
Top 10 list period. You can choose the number of customers that will be included in
the report. Only customers that have either purchases during the period
or a balance at the end of the period will be included.
The customers are sorted in order of amount, and you can choose
whether they are sorted by sales amount or balance. The report gives a
quick overview of the customers that purchase the most or that owe the
most.
Customer/Item Shows a list of item sales for each customer during a selected time 113
Sales period. The report contains information on quantity, sales amount,
profit, and possible discounts. It can be used, for example, to analyze a
company's customer groups.
Inventory - An overview from the perspective of the warehouse sight. This is a 713
Customer different view compared to the Customer/Item sale report, and it shows
Sale the item first and then the customer who bought this product.
Customer - Shows customer sales for a period. You use it to report to the customs 119
Sales list and tax authorities. You can choose to include only customers with total
sales that exceed a minimum amount. You can also specify whether you
want the report to show address details for each customer.
The report is based on recorded sales (LCY) from customer ledger
entries. At the bottom of the report, the total reported sales are shown
in LCY. The total is based on the customers you have included in the
report, that is the customers that are within the filters on the Customer
FastTab and that have total sales greater than the amount specified in
the Amounts (LCY) Greater Than field on the Options FastTab.
Customer - Shows a detailed balance for selected customers. Use the report at the 121
Balance to close of an accounting period or fiscal year, for example.
date
Customer - Shows a detail balance for selected customers. You can use the report to 129
Trial Balance verify that the balance for a customer posting group is equal to the
balance on the corresponding G/L account on a certain date. Use the
report at the close of an accounting period or fiscal year, for example. If
you need a more detailed version of this type of report, use the
Customer Detail Trial Balance (104) report.
Sales Shows amounts for sales, profit, invoice discount, and payment discount 112
Statistics in LCY, and the profit percentage for each customer. The costs and
profits are given as both the original and adjusted amounts. The original
costs and profits are those values that were calculated at the time of
posting, and the adjusted costs and profits reflect changes to the
original costs of the items in the sales. The cost adjustment amount
shown in the report is the difference between the original cost and the
adjusted cost.
The figures are divided into three periods. You can select the length of
the period, starting on a selected date. There are also columns for
amounts before and after the three periods. Use the report to analyze
earnings from an individual customer and earnings trends, for example.
In the US, Canada, and Mexico, this report is not available. Instead, use
the Customer Sales Statistics (10047 ) report.
Sales Shows the availability of items for shipment on sales documents. You 209
Reservation determine whether the report indicates the status of each document or
Avail. of each sales line. When you print the report, you can also update the
quantity that is available for shipment in the Qty. to Ship field on the
sales lines. Then you can use the report to determine which documents
to post.
There is also a capability with which you could set the amount of goods
to be shipped. Note: This report is not available for advanced warehouse
functionality.
Warehouse This report can be used for all locations where the Require Shipment 7313
Shipment field is selected. The Warehouse Shipment Status report shows you all
Status unposted warehouse shipment documents, including the locations, bin
codes, document status, quantities, and so on. This report is perfect to
get an overview.
Inventory Displays a list of the sales orders in which an item is included. The 813
Picking List following information is shown for each item: Sales order line with the
name of the customer, variant code, location code, bin code, shipment
date, quantity to be shipped, and unit of measure. The quantity to be
shipped is totaled for each item. The report can be used when items will
be collected from the inventory.
Note: This report is not available for advanced warehouse functionality.
Inventory Sales Shows a list with the order lines whose shipment date has been 718
Back Orders exceeded. The following information is shown for the individual orders
for each item: number, customer name, customer's telephone number,
shipment date, order quantity and quantity on back order. The report
also shows whether there are other items for the customer on back
order.
Inventory Displays a list of the orders that have not yet been shipped and the 708
Order items in the orders. It shows the order number, customer's name,
Details shipment date, order quantity, delayed quantity, outstanding quantity,
and unit price, as well as any potential discount percentage and amount.
The quantity on back order and outstanding quantity and amount are
totaled for each item. Use the report to find out whether there are
currently shipment problems or any can be expected.
Tasks
business:

View the Availability of Items
See also
Setting Up Sales
Sales
Reserve Items

Walkthrough Conducting a Sales
Campaign
Article • 02/06/2023
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.

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:
Preparing the data.

Setting up a campaign.
Selecting the target audience.
Mining data.
Sending letters to contacts.
Registering campaign responses.
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. The marketing manager also makes decisions about
which trade shows to participate in and evaluates campaign progress.
The marketing staffer in the Marketing department handles producing, distributing, and
placing marketing material.
The company has just launched a new product called the Rome Guest Chair. The
product was recently promoted at a trade show, Office Futurus. Many customers
expressed great interest in the product, and as part of a promotional effort, customers
who bought Rome Guest Chair during a campaign period were offered a special
campaign price.
One of the marketing staffer’s tasks after the trade show is to enter all the potential
customers as contacts.
The marketing manager sets up a campaign, creates a segment that contains all the new
contacts and then mines the contact data to select the target audience for the
campaign.
The staffer helps send out thank you letters to all the contacts who left their cards with
the staff at the stand, and finally, the manager records all the responses they receive
from the prospective customers.
Setting Up a Campaign
As soon as the staffer has entered the business cards received at the trade show, the
marketing manager sets up a campaign card to manage the activities involved in the
campaign.
To set up a campaign
1. Choose the icon, enter Campaigns, and then choose the related link.
2. Choose the New action to create a new campaign. On the campaign card, select
Enter to have a campaign number automatically inserted.
3. In the Description field, enter a description for the campaign, for example, Office
Futurus trade show.
4. Choose the Status Code field, and select the status code "1-PLAN".
5. Fill in the 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 they want to
interact with.
When you create a segment, you can use a variety of criteria to select the contacts that
must be targets for the segment. 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, we'll choose the Job Responsibility filter to select contacts.
To create a segment with the relevant contacts

1. Choose the Navigate action, and then choose Segments.
2. Choose the New action to create a new segment. On the segment card, select
Enter to have a segment number automatically inserted.
3. On the General FastTab, in the Description field, enter, for example, Visitors at the
Office Futurus trade show.
4. Choose the Add Contacts action to open the Add Contacts filter.
5. Scroll down to the Contact 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.
７ Note
You can save your segmentation criteria to be reused at a later stage.
To save your segmentation criteria

2. Choose Functions, then Segment, and then choose the Save Criteria action.
3. On the Save Segment Criteria page, enter a code for the segment. In the
Description field, enter a description of the segment criteria.
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. The manager decides to reduce the list based on
actual, prospective customers to focus 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

2. In the menu bar below, choose Functions, choose Contacts, and the choose
Reduce Contacts.
This opens the Remove Contacts – Reduce dialog.

4. On the Contact Business Relation FastTab, select the CUST 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.
７ 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.
To bring back the removed contacts

1. On the Segment page, choose the Segment action.
2. 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 they
want to be part of the campaign. They therefore link 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. Select Yes.
3. Since this segment is the target of the campaign, select the Campaign Target
check box and choose Yes.
Sending Letters and Email Messages to

Contacts
The marketing staffer helps the marketing manager send out correspondence to the
prospective customers, in which they thank them for visiting the trade show.
To use a segment to send a letter to a contact
７ Note
In this procedure you have to attach a Word document. You can add attachments in
any language.
７ Note
If needed click on the Edit Pencil icon to open the page in edit mode.
1. Open the Segment card for the Visitors at the FUTURUS trade show.
Business Letter template code BUS and select Yes.
3. Choose the Language Code (Default) field to open the Segment Interaction
Languages page. Select a Language Code and then choose the OK button.
4. Make sure that the Correspondence Type (Default) is set to Hard Copy.
5. In the Attachment field select the Ellipsis box. This opens the Import Attachment
dialog.
a. Select the Choose button to choose your file.
b. Find the file and select the Open button to attach it.
visiting the trade show. Select the Tab key to leave the field, and select the Yes
button.
7. Slide the Send Word Docs as Attmt to on and select the Yes button.
8. Choose the action Log. In the Log Segment pop-up window enable: Create
Follow-up Segment
9. Choose the OK button to start the Log Segment batch job.
The attachments are sent. When the process is done, choose the OK button for the
message that states that the segment has been logged.
The letters are automatically printed and the segment is logged. Because the segment
has been logged, it is no longer in the list of segments but is moved to the list of logged
segments. To see that list, Choose the icon, enter Logged Segments, and then choose
the related link.
After the segment is logged, each letter that is sent is recorded as an interaction, which
you can view in the log.
Choose the icon, enter Interaction Log Entries, and then choose the related link.
There is an entry for each sent letter.
To send an email message to a contact

Business Letter template, code BUS.
visiting the trade show.
3. In the Correspondence Type field, choose E-Mail.
4. Specify language settings, and attach a Word document, as in the previous
procedure.
5. Choose the Log action. The Log Segment page opens.
6. Select the Send Attachments check box to have the attachments sent by email.
7. Select the Create Follow-up Segment check box.
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
Registering Campaign Responses
During the next couple of weeks, the prospective customers respond to the letter. The
marketing manager wants to keep track of the responses and record these interactions.
For this purpose, set up a segment for the contacts who have responded to the letter.
To register campaign responses

1. On the Segment page, on the Interaction FastTab, choose the Interaction
Template Code field.
There is no interaction template for recording responses to campaigns. Therefore, create

a new template.
2. On the Interaction Templates dropdown, choose the New action.

3. In the Code field, enter RESP, and in the Description field, enter Campaign
Responses.
5. Choose Yes to confirm that you want to apply this interaction template code to all
segment lines.
6. On the Campaign FastTab, select the Campaign Response field. Choose Yes to
confirm the message You have modified Campaign Response.
7. On the Segment page, choose the Log action.
8. On the Log Segment page, clear the Send Attachments check box. Then choose
the OK button to confirm the message that the segment has been logged.
See Also

Walkthrough: Setting Up and Invoicing
Sales Prepayments
Article • 09/19/2022
This walkthrough takes you through the process of setting up and using prepayments in
Business Central. Prepayments are payments that are invoiced and posted to a sales or
purchase order before you post the final invoice. For example, you might require a
deposit before you manufacture items to order, or you might require payment before
you ship items to a customer. You can use the prepayments capabilities to invoice and
collect deposits from customers, and to remit deposits to vendors. This way, all relevant
payments are posted against the same invoice.
For example, you can send more prepayment invoices if more items are added to the
order.

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
Accounting Manager (Phyllis)

Order Processor (Susan)
Accounts Receivable Administrator (Arnie)
Story
Phyllis is an accounting manager and 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, Susan enters
the order into the system while the customer is on the telephone. This way, Susan can
verify prices and payment terms with the customer immediately, and make changes to
the order while negotiating with the customer.
Arnie works in the Accounts Receivable department and posts invoices and payments.
In this scenario, Phyllis sets up prepayment requirements for the customer Selangorian
based on their credit history. Phyllis gives Susan instructions for how to handle their
orders.
When the customer calls, Susan negotiates with the customer until they reach an
agreement, and then chooses 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.
Set 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

link.
2. On the Sales & Receivables Setup page, expand the Number Series FastTab.
3. Verify that the number series for posted prepayment invoices in the Posted
Prepmt. Inv. Nos. field is the same as for posted sales invoices (Posted Invoice
Nos.) and the number series for posted prepayment credit memos (Posted
Prepmt. Cr. Memo Nos.) is the same as for posted credit memos (Posted Credit
Memo Nos.).
To block shipments for unpaid prepayment

1. On the Sales & Receivables Setup page, on the General FastTab, select the Check
Prepayment when Posting check box.
Now you can't 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, Phyllis will enter a default prepayment percentage on the customer
card.
Phyllis requires all customers to be invoiced a 20% deposit for item 1896-S. Customer
20000 has a poor payment history, so Phyllis requires a 40% prepayment from customer
20000 for item 1896-S. The following procedure illustrates how to set up default
prepayment percentages.
To assign default prepayment percentages to customers

and items
2. Open the card for customer 20000 (Trey Research).
3. On the Payments FastTab, in the Prepayment % field, enter 30.
4. Choose the Related action, select the Sales menu item, and then choose the
Prepayment Percentages menu item.
5. Fill in two lines on the Sales Prepayment Percentages page as follows.
Sales Type Sales Code Item No. Prepayment %
Customer 20000 1896-S 40
Customer 20000 1900-S 30

 Tip
Depending on your country/region, you must also specify a tax group code
on the Costs & Posting FastTab for item 1896-S. When you use the
demonstration company, this field is already set.
6. Close all pages.
To specify an account for sales prepayments in general

posting setup
2. Select the line where the Gen. Bus. Posting Group field is set to DOMESTIC, and
the Gen. Prod. Posting Group field is set to RETAIL.
3. In the Sales Prepayments Account field, specify the relevant account. Your
selection is automatically saved.
 Tip
If you cannot see the field in the General Posting Setup page, then use the
Create an Order that Requires a Prepayment

In the following scenario, Susan, the order processor, creates an order when talking to a
customer. The items the customer is ordering require a prepayment. Plus, the customer
has made some late payments in the past. Susan's been instructed to require a fixed
amount of 800 as a prepayment on the order.
The customer asks to pay 35%, to which Susan agrees and changes the order.
Susan creates the prepayment invoice and sends it to the customer.
To create a sales order with a prepayment

3. In the Customer Name field, choose Trey Research.

4. Close the overdue balance warning that is displayed.
5. Fill in two sales lines with the following information.
Type No. Quantity
Item 1896-S 1
Item 1900-S 1
By default, the prepayment fields on the sales line are hidden. To display the fields
you must personalize the page. For more information, see To start personalizing a
page through the Personalizing banner.
6. Verify that the Prepayment % field on the line with item 1900-S contains 30. The
default value was taken from the sales header, which was populated from the
customer card.
The Prepayment % field on the line with item 1896-S contains 40. 40 is the
percentage you entered on the Sales Prepayment Percentages page for item
1896-S and customer 20000.
For more information, see Set Up Prepayments.
7. In the Order action, choose Statistics.
8. On the Prepayment FastTab, the Prepayment Amount Excl. VAT field contains
458.16. If you create a prepayment invoice for the order now, 458.16 is the amount
on the invoice.
In this scenario, Susan has been instructed to suggest a total prepayment of 800
for the order.
） Important
Depending on your country/region, the following step might not apply.
9. Change the amount in the Prepmt. Amount Excl. Tax field to 800 and then close
the page.
10. Verify the Prepayment % field on the sales lines, and you'll see that it has been
recalculated to 67.02438 and 67.02282.
The recalculation includes all lines that have a prepayment percentage that is
greater than 0.
Now the customer asks if the prepayment percent can be set to 35%. Susan's
supervisor approves the change.
11. On the Sales Order page, on the Prepayment FastTab in the Prepayment % field,
enter 35.
12. In the warning that appears, choose the Yes button. A rate of 35% will be applied
as the payment percentage for the whole order.
13. Verify that the lines have been updated correctly.
Create a Prepayment Invoice

After entering the correct prepayment values on the order, Susan creates the
prepayment invoice and sends it to the customer.

1. On the Sales Order page, choose Actions, then Posting, then Prepayment and
then select Post and Print Prepayment Invoice
７ Note
Susan would now send the invoice to the customer.
Create an Additional Prepayment Invoice

The following day, the customer calls Susan and makes changes to the order. The
customer wants two of item 1896-S. Susan reopens the order, updates it, and then
creates a second prepayment invoice for the order and sends it to the customer.
To create an additional prepayment invoice

1. On the Sales Order page, choose the Release action, and then Reopen.
2. On the line for item 1896-S, in the Quantity field, enter 2.
In the Order action, choose Statistics. The Prepayment Amount Excl. VAT field
now contains 768.04, and the Prepmt. Amt. Inv. Excl. VAT field contains 417.76.
These values show that there's an extra prepayment amount that hasn't been
invoiced yet.
3. To post an invoice for the extra prepayment amount, choose Actions, then Posting,
then Prepayment and then select Post and Print Prepayment Invoice
Apply the Prepayments

The customer pays the prepayment amount. Arnie, from the accounting department,
registers the payment, and applies it to the prepayment invoices.
To apply a payment to the prepayment invoices

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 Process action, and then Apply Entries.
4. On the Apply Customer Entries page, select the first prepayment invoice, and then
choose the Process action, and then choose the Set Applies-to ID action.
5. Repeat the previous step for the second prepayment.
The Amount fields have now been filled in with the sum of the two prepayment
invoices.
7. To post the journal, choose the Post/Print action, then select Post.
Invoice 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 Posting action, then Post.
3. Select Ship and Invoice, and then choose the OK button.
4. If you want to preview the invoice, choose the Yes button.
７ 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.

Next Steps
This walkthrough covered the following steps to set up Business Central to handle
prepayments.
Set up default prepayment percentages on customers and items.

Use different methods to calculate the prepayments on an order.
Calculate the prepayment amount as a percentage of the total on the order.
Assign one total prepayment amount to the order.
You've 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 capabilities make it easy to set up and enforce prepayment rules for
customers and items. They also let you to post every payment against an invoice.
See also
Finance

Article • 09/19/2022
Customers are your source of income. You must register each customer you sell to as a
customer card. Customer cards contain the information required to sell products to the
customer. Learn more at Invoice Sales and Register New Items.
Before you can register new customers, you must set up various sales codes to choose
from when you fill in customer cards. Learn more at Setting Up Sales.
https://www.microsoft.com/en-us/videoplayer/embed/RE3PZsM?postJsllMsg=true
Adding new customers

You can add new customers manually by filling out the Customer Card page, or you can
use templates that contain predefined information. For example, you can create a
template for different types of customer profiles. Using templates saves time when
adding new customers, and helps ensure the information is correct each time.
If you create:
Multiple templates for use with more than one type of customer, you can choose
the suitable template when you add a customer.
Only one template, it is used for all new customers.
After you create a template, you can use the Apply Template action to apply it to one or
more selected customers. To create a template, fill in the information to be reused on
the Customer Card page, then save it as a template. Learn more in the To save the
customer card as a template section.
 Tip
It can be helpful to personalize the Customer Template page when you create a
template. For example, you might want to add the Credit Limit field to a template.
Learn more in the Personalize your workspace section.
You can also create a customer from a contact. Learn more in the To create a customer,
vendor, employee, or bank account from a contact section.
To create a new customer card

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
5. Proceed to fill or change fields on the customer card as necessary. Hover over a
The Prices & Discounts action provides options for managing special prices or discounts
for a customer when an order meets certain criteria. Examples of such criteria might be
when they're purchasing a certain item, ordering a minimum quantity, or buying before
a date, such as when a campaign ends. Learn more at Record Sales Price, Discount, and
Payment Agreements.
The customer is now registered, and the customer card is ready to be used on sales
documents.
To save the customer card as a template

You can use a customer card as a template when you create new customer cards.
1. On the Customer Card page, choose the Save as Template action. The Customer
Template page opens showing the customer card as a template.
3. To reuse dimensions in templates, choose the Dimensions action. The Dimension
Templates page opens showing any dimension codes set up for the customer.
4. Edit or enter dimension codes you want to apply to new customer cards created
with this template.
5. When you have completed the new customer template, choose OK.
The customer template is added to the list of customer templates, and you can use it to
create new customer cards.
Deleting customer cards
If you have posted a transaction for a customer, you cannot delete the customer card
because the ledger entries may be needed for auditing. To delete customer cards with
ledger entries, contact your Microsoft partner to do so through code.
Managing credit limits

Credit limits, balance amounts, and payment terms make it possible for Business Central
to issue a credit and an overdue balance warning when you enter a sales order.
Furthermore, reminder term and finance charge term elements enable you to invoice
interest and/or extra fees.
The Credit Limit field on a customer card specifies the maximum amount you allow the
customer to exceed the payment balance before warnings are issued. Then, when you
enter information in journals, quotes, orders, and invoices, Business Central tests the
sales header and individual sales lines to see if the credit limit has been exceeded.
You can post even if the credit limit has been exceeded. If the field is left blank, there will
be no credit limit for this customer.
You can choose not to have warnings tell you the customer's credit limit has been
exceeded, and you can specify which types of warnings you want to see.
To specify credit limit warnings

1. Choose the icon, enter Sales & Receivables Setup, then choose the related link.
2. On the General FastTab, in the Credit Warnings field, choose the relevant option as
described in the following table:
Option Description
Both Both the Credit Limit and the Balance Due fields on the customer's card are
Warnings checked, and a warning is shown if the customer exceeds its credit limit or has
an overdue balance.
Credit The value in the Credit Limit field on the customer's card is compared with the
Limit customer's balance, and a warning is shown if the customer's balance exceeds
this amount.
Overdue The Balance Due field on the customer's card is checked, and a warning is
Balance shown if the customer has an overdue balance.
Option Description
No No credit warnings are shown regarding the customer's status.

Warning
See also
Defining Payment Methods
Merge Duplicate Records
Create Number Series
Enable Partial Shipments with Shipping Advice
Sales
Setting Up Sales
Use Online Maps to Find Locations and Directions

Make Sales Quotes
Article • 09/19/2022
You create a sales quote to record your offer to a customer or a prospect 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 or prospect, 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.
In most cases, you send sales quotes to prospective customers. You often have a contact
person that you negotiate with. If they then accept your offer, you turn the sales quote
into an order and register the prospect as a customer in Business Central. In the
following procedure, we focus on contacts, but you can also send quotes to existing
customers.
To create a sales quote

1. Choose the icon, enter Sales Quotes, and then choose the related link.
2. Specify the contact or customer that you want to send the sales quote to.
If the sales quote is for an existing contact, then specify the name in the
Contact No. field.
If the sales quote is for an existing customer, specify the customer in the
Customer field.
If the contact is not registered, follow these steps:
a. In the Contact No. field, choose the edit button .

b. In the dialog box about selecting the contact, choose the New action, and
then fill in the relevant fields. Hover over a field to read a short description.
For more information, see Create Contacts.
c. When you have completed the contact card, select the newly created
contact in the list of contacts, and then choose the OK button to return to
the sales quote.
Several fields on the sales quote are now filled with information that you
specified on the new contact card.
７ Note
To correctly calculate taxes and prices for a quote, you must choose the
relevant customer template in the Customer Template Code field. The
template will be used to convert the contact to a customer once the
quote is converted to a sales order or invoice.
If the quote is for new customer, you must add the customer. For more
information, see Register New Customers.
3. Fill in the remaining fields on the Sales Quote page as necessary. Hover over a
You are now ready to fill in the sales lines for products that you are selling or for
any transaction with the customer or prospect 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.
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.
that the line will record for the customer.
７ 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.
If special item prices are set up on the Sales Prices and Sales Line Discounts
FastTab on the customer or item card, the price and amount on the sales line
automatically update if the price criteria is met. For more information, see Record
Sales Price, Discount, and Payment Agreements.
8. Repeat steps 4 through 7 for every product you want to offer the contact.
The totals under the lines are automatically calculated as you create or modify
lines.
from the value shown in the Total Incl. Tax field.
If you have set up invoice discounts for the customer, then the specified
percentage value is automatically inserted in the Invoice Discount % field if the
criteria are met, and the related amount is inserted in the Inv. Discount Amount
Excl. Tax field. For more information, see Record Sales Price, Discount, and
Payment Agreements.
 Tip
To have the Quote Valid Until Date filled in automatically with a certain
number of days after quote creation, you can fill in the Quote Validity
Calculation field on the Sales & Receivables page.
10. When the sales quote lines are completed, choose the Send by Email action.
11. On the Send Email page, fill in any remaining fields and review the embedded
sales quote. For more information, see Send Documents by Email.
12. If the contact accepts the quote, choose the Make Order action.
Alternatively, if your organization prefers that process, choose the Make Invoice
action.
７ Note
If you added a customer in step 2, you'll be asked to confirm the conversion

of the quote to an order.
If you added a contact from a prospective customer in step 2, you'll be asked

to take the following steps:
Convert the contact or prospect to a customer by choosing one of

contact conversion templates. For more information, see To create a
customer, vendor, employee, or bank account from a contact.
Confirm the conversion of the quote to an order.
The conversion removes the sales quote from the database. A sales invoice or a sales
order is created based on the information in the sales quote so that 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.
External document number

On sales documents and journals, you can specify a document number that refers to the
customer's numbering system. Use this field to record the number that the customer
assigned to the order, invoice, or credit memo. You can then use the number later if, for
some reason, you need to search for the posted entry using this number.
The Ext. Doc. No. Mandatory field on the Sales & Receivables Setup page specifies
whether it is mandatory to enter an external document number in the External
Document No. field on a sales header and the External Document No. field on a
general journal line.
If you select this field, it will not be possible to post an invoice or a general journal line
without an external document number.
The external document number is included in posted documents where you can search
by the relevant number. You can also search using the external document number when
navigating on customer ledger entries.
A different way to handle external document numbers is to use the Your Reference field.
If you use the Your Reference field, the number will be included in posted documents,
and you can search by it in the same way as for values from External Document No.
fields. But the field is not available on journal lines.
See also
Sales
Setting Up Sales
Archive Documents

Invoice Sales
Article • 09/19/2022
You can usually create either a sales order or sales invoice to record your agreement
with a customer to sell certain products on certain delivery and payment terms.
However, 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.
Ship products after you post the corresponding sales invoices.
Sell items your vendor delivers directly to your customer, known as drop shipment.
Learn more at Make Drop Shipments.
In all other situations, sales orders and sales invoices work in the same way. Learn more
about how to use sales orders at 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.Learn more at Make Sales Quotes.
Create sales invoices

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 it as a PDF
attachment. You can prefill the email body with a summary of the invoice and payment
information, such as providing a link to PayPal. Learn more at 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. Learn more
at Registering Payments section.
Item cards can be of the Inventory, Service, or Non-Inventory type to specify if the item
is a physical inventory unit, a labor time unit, or a physical unit not kept on inventory,
respectively. Learn more at 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 one of two ways, depending on
whether the customer is already registered. See step 2 in the following procedure.
To create a sales invoice

1. Choose the icon, enter Sales Invoices, then choose the related link.
2. In the Customer field, enter the name of an existing customer. If, however, the
customer is new and therefore not registered, follow these steps to populate
standard customer information on the Sales Invoice page:
a. In the Customer Name field, enter the name of the new customer.
b. In the dialog box about registering the new customer, choose Yes.
c. On the Select a template for a new customer page, choose a template to base
the new customer card on, then choose OK.
d. A new customer card displays the information on the selected customer
template. Fill in the remaining fields. Learn more at Register New Customers.
e. When you've completed the customer card, choose Close 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.
3. Fill in the remaining fields on the Sales Invoice page as necessary. Hover over a
７ Note
If you allow the customer to pay immediately, for example, by cash or 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're now ready to fill in the Lines FastTab with products you are selling to the
customer or for any transaction with the customer you want to record in a general
ledger (G/L) account.
4. On the Lines FastTab, in the Type field, select the type of product, charge, or
transaction you'll post for the customer on the sales line.
If you've set up recurring sales lines for the customer, such as a monthly
replenishment order, you can reflect that in the order by choosing the Get
Recurring Sales Lines action.
You leave the No. field blank 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. Learn
more at Work With Catalog Items.
the line should record for the customer.
７ Note
If the item is of the Service type, 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. Learn more at Set Up Item Units of Measure
The value in the Line Amount field is calculated as Unit Price × 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.
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. Learn more at Record Sales Price,
Discount, and Payment Agreements.
8. Repeat steps 4 through 7 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.
７ 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 to actually be posted, you can use the Statistics page,
which takes into account the rounding calculations. Also, if you choose the
Release action, the totals fields will be updated to include rounding
calculations.
9. In the Inv. Discount Amount Excl. Tax 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
discount criteria are met, and the related amount is inserted in the Inv. Discount
Amount Excl. Tax field. Learn more at Record Sales Price, Discount, and Payment
Agreements.
10. When the sales invoice lines are completed, choose the Post and Send action.
The Post and Send Confirmation dialog box displays the customer's preferred method
of receiving documents. You can change the sending method by choosing the lookup
button for the Send Document to field. Learn more at Set Up Document Sending
Profiles.
The related item and customer ledger entries are now created in your system, and the
sales invoice is output as a PDF document. The sales invoice is removed from the list of
sales invoices and replaced with a new document in the list of posted sales invoices.
Calculating invoice discounts on sales

After you've added all the items on lines you can calculate the invoice discount for the
entire sales document by choosing the Calculate Invoice Discount action.
The discount is calculated based on all lines on the sales document where the Allow
Invoice Disc. checkbox is chosen. By default, invoice discounts are allowed. However,
lines with item charges, for example, are not included in the calculation of the invoice
discount. To apply a discount to such lines, enter a value in the Line Discount Amount
field on the lines.
７ Note
By default, the Allow Invoice Disc. and Line Discount Amount fields are hidden on
lines. If the fields aren't available, you can add them by personalizing the page. For
 Tip
If the Calc. Inv. Discount field is selected in the Sales and Receivables Setup page,
the invoice discount is calculated automatically. When the calculation happens
differs, depending on the type of sales document you're using.
If you're using a sales order, the discount is calculated when you add a line. For all
other sales documents, such as sales invoices, the discount is calculated when you
do any of the following actions:
View statistics
View a test report
Print
Post
You define invoice discount terms for a customer on the Cust. Invoice Discounts page.
The currency code on the sales document is used to find the invoice discount terms in
the corresponding currency.
If you haven't defined invoice discounts for foreign currencies, the discount terms on the
Cust. Invoice Discounts page are used to calculate the discount. The calculation uses
your local currency and the exchange rate that was valid on the document's posting
date.
Posted invoices
Once the invoice has been posted, you can find it in the list of posted invoices. Both the
Posted Sales Invoices list and the Posted Purchase Invoices list show the posted
invoices with the final invoice numbers. From the list, you can look up each posted
invoice, and you can correct or cancel a posted invoice.
For each posted invoice, you can look up statistics, dimensions, and the ledger entries
that are the result of the posted invoice. You can also print or send the posted invoice.
You can easily correct or cancel a posted sales invoice before it is paid. This is useful if
you want to correct a typing mistake or if the customer requests a change early in the
order process. Learn more at 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. Learn more
at Process Sales Returns or Cancellations.
Open the Posted Sales Invoices list in Business Central.
Registering payments
Depending on your business needs, you can get paid and register a 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 in your bank account with the
related unpaid sales invoices, and then posts the payments. Learn more in the To
reconcile payments individually section.
In business environments where the customer pays some time after delivery, according
to the payment terms, a posted sales invoice remains open (unpaid) until the Accounts
Receivable department verifies that payment is received and applies it to the posted
sales invoice. This can be done manually or automatically. Learn more at 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. For electronic payments, such as PayPal,
you must also fill in the Payment Service field. Learn more at Enable Customer
Payments Through Payment Services.
You can even create directly paid invoices for non-registered customers by setting up a
"cash customer" card for them, which you point to on the sales invoice. Learn more at
Set Up Cash Customers.
 Tip
If you want to send your customers reminders of overdue payments, you need to
set up reminder levels and terms first. Learn more at Set Up Reminder Terms and
Levels.
External document numbers

See also
Sales
Setting Up Sales
Print the Picking List
Inventory
Bulk Invoicing from Microsoft Bookings in Business Central

Sell Products with a Customer Sales
Order
Article • 09/19/2022
This article provides guidance on when you should use a customer sales order in
addition to an invoice. If your sales process requires you to only ship part of an order,
perhaps because the full quantity is not available right away, you must process that sale
by making a sales order.
You must also use sales orders if you sell items that deliver directly from your vendor to
your customer, in what is called a drop shipment. Learn more at Make Drop Shipments.
In all other respects, sales orders work the same way as sales invoices. Learn more at
Invoice Sales.
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 it as a PDF
attachment. You can prefill the email body with a summary of the order and payment
information, such as a link to PayPal. Learn more at Ship Items and Send Documents by
Email.
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 step 5 below. For electronic
payments, such as PayPal, you must also fill in the Payment Service field. Learn more at
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. Learn more at Set Up
Cash Customers.
Create a sales order
７ Note
The following procedure assumes that the customer is already set up. For
instructions on how to do this, please see Register New Customers.
1. Choose the icon, enter Sales Orders, then choose the related link.
Other fields on the Sales Order page are now filled with standard information
about the selected customer.
4. Fill in the remaining fields on the Sales Order page as necessary. Hover over a field
７ 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
you want the customer to purchase.
If you have set up recurring sales lines for the customer, such as a monthly
replenishment order, you can insert these lines on the order by choosing the Get
Recurring Sales Lines action.
transaction you will post to the customer on the sales line.
6. In the No. field, enter the number of an inventory item or service.
You leave the No. field empty if the line is for a:
Comment. Write the comment in the Description field.

Catalog item. Choose the Select Catalog Items action. Learn more at Work
With Catalog Items.
7. In the Quantity field, enter the number of items to be sold.
７ Note
For items of the Resource or Service type, the quantity is a time unit, such as
hours, as indicated in the Unit of Measure Code field on the line. Learn more
at Set Up Item Units of Measure.
The Line Amount field is updated to show the value in the Unit Price field
multiplied by the number 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.
8. 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've 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 is met. Learn more at Record
Sales Price, Discount, and Payment Agreements.
9. To add a comment about the order line the customer can see on the printed sales
order, write a comment on an empty line in the Description field.
10. Repeat steps 5 through 9 for every item you want to the customer to purchase.
The totals fields under the lines are automatically updated as you create or modify
lines to display the amounts to be posted to the ledgers.
７ 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
value-added tax (VAT) or sales tax.
To check the amounts that will actually post, 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.
11. Optionally, in the Invoice Discount Amount field, enter the amount to be
deducted from the value shown in the Total Incl. Tax field.
If you've set up invoice discounts for the customer, the specified percentage value
is automatically inserted in the Invoice Discount % field if the criteria is met, and
the related amount is inserted in the Inv. Discount Amount Excl. Tax field. Learn
more at Record Sales Price, Discount, and Payment Agreements.
12. To ship only part of the order quantity, enter that quantity in the Qty. to Ship field.
The value automatically copies to the Qty. to Invoice field.
７ Note
If the Shipping Advice field is set as Complete in the Shipping and Billing
FastTab, you cannot post partial shipments. Learn more at Process Partial
Shipments.
13. To invoice only 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.
14. When the sales order lines are completed, choose the Post and Send action.
） Important
When you post a sales order, you create a shipment and an invoice. These
documents can be done at the same time or independently. You can also create a
partial shipment and a partial invoice by filling in 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 from the Sales Orders page for something that has 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.
In case you need to invoice a sale without registering a shipment in Business

Central, create the document on the Sales Invoices page, or choose the Make
Invoice action on the Sales Quote page. Learn more at Invoice Sales.
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. Learn more at 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's
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
Invoice Sales
Posting Sales
Ship Items
Make Drop Shipments
Sales
Setting Up Sales
Process Partial Shipments
Inventory

Article • 02/28/2023
You can print an inventory picking list directly from a sales order and other documents
that initiate the shipment of items.
This report is typically used in companies without dedicated functionality for warehouse
management, so that an inventory worker can view or print the picking list from the
related sales document. In companies with higher volume or more complex processes,
shipping and picking are planned and performed in dedicated warehouse documents.
Learn more at Outbound Warehouse Flow.
To print a picking list from a sales order

The following procedure is based on a sales order. The steps are similar for all other
documents that can be used to initiate shipment of items, such as a transfer order.
2. Open the sales order that you want to pick items for.
3. Choose the Report action, and then choose the Picking List by Order action.
4. Choose the Print button to print the picking list or choose the Preview button to
view it on the screen.
You can also save the picking list as a document, for example, to send to someone or to
add as an attachment to the sales order. Learn more at Manage Attachments, Links, and
Notes on Cards and Documents.
７ Note
If you used the Explode BOM function on the sales order, then only the
components of the related assembly item are shown in the report. Learn more at
Work with Bills of Material.
See Also
Inventory
Outbound Warehouse Flow Work with Business Central

Posting Sales
Article • 09/19/2022
Under the Posting menu in a sales document, you can choose between the following
posting functions:
Post
Post and New
Post and Send
Preview Posting
Post Batch
Test Report
７ Note
For sales orders, you can also see options related to the prepayments functionality.
For more information, see Invoicing Prepayments.
When you have completed all the lines and entered all the information on the sales
order, you can post it. This creates a shipment and an invoice.
When a sales order is posted, the customer's account, the general ledger, and the item
ledger entries are updated.
For each sales order, a sales entry is created in the G/L 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

You can either post, or post and send. If you choose to post and send, a PDF file is
generated that you can then send. You can also choose the Post Batch function, which
lets you post several orders at the same time. For more information, see Post Multiple
Documents at the Same Time.
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 Also
Sales
Post Multiple Documents at the Same Time
Correct or Cancel Unpaid Sales Invoices

Create Recurring Sales
Article • 09/19/2022
If you often need to create sales lines with similar information, you can set up standard
lines that you can then insert on recurring sales documents, for example, for recurring
replenishment orders.
Set up recurring sales lines

1. Choose the icon, enter Recurring Sales Lines, and then choose the related link.
2. On the Recurring 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.
７ Note
You cannot define prices on recurring sales lines because prices, discounts, etc. are
calculated on the actual sales documents after you insert the recurring sales lines.
 Tip
Assign recurring sales lines to a customer

Assign one or more recurring sales lines to a customer so that they are available to
insert on sales documents for that customer.
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 other fields to define when, how, and where the recurring sales lines are
to be used.
If you plan to use the recurring sales lines set together with the Create Recurring
Sales Invoices batch job, use the Valid From Date and Valid To Date fields to
restrict when the recurring sales lines are used for creation of invoices. For more
information, see Create multiple sales invoices based on standard sales lines.
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 Invoices batch
job will then include the information required to collect payment with SEPA direct
debit. For more information, see Collect Payments with SEPA Direct Debit.
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.
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.
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 A notification appears and all existing recurring sales lines are shown so that you can
Ask select one.
Insert recurring sales lines on a sales invoice

If recurring sales lines exist for the customer, you can insert them, or have them inserted,
on all types of sales documents, such as a sales invoice. If you have activated the Always
Ask options while assigning recurring sales lines to customers, you will be informed if
recurring sales lines exist.
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.
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.
Create multiple sales invoices based on

recurring 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.
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.
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
Set Up Sales
Create Recurring Purchase Lines

Process Partial Shipments
Article • 09/09/2022
In a partial shipment, an order isn't all shipped at once. For example, from an order for
100 units, you ship 40 units immediately and 60 units later. There are no limits on the
number of shipments that can be made for an order.
However, before you can use partial shipments in Business Central, you must specify
that the customer accepts partial shipments by setting the Shipping Advice field on the
Customer Card page. Alternatively, if the customer usually only accepts complete
shipments but then requests or agrees with a partial shipment for a specific sales order,
you can change the Shipping Advice field before posting.
By default, Business Central sets the field in the Customer Card page as Partial, which
allows partial shipments. If, however, the field has been adjusted to specify Complete,
then the Qty. to Ship field is blocked in sales orders for that customer.
） Important

See also
Ship Items
Make Drop Shipments
Sales
Getting Ready To Do Business
Administration
Make Drop Shipments
Article • 09/19/2022
A drop shipment is the shipment of items from one of your vendors directly to one of
your customers.
When a sales order is marked for drop shipment, and you create a purchase order
specifying the customer in the Ship-to field, Customer Address, you can link the two
documents to instruct the vendor to ship directly to the customer.
https://www.microsoft.com/en-us/videoplayer/embed/RE4mOyM?
To create a sales order for drop shipment

To prepare a drop shipment, you create a sales order for an item and 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.
 Tip
By default, the Drop Shipment check box isn't available on the lines. If it isn't, you
can add it by personalizing the section of page that contains the lines. For more
To create the purchase order for drop shipment

To prepare a drop shipment, you indicate on the purchase order that it must be shipped
to your customer, not to yourself.
1. Create a purchase order. Don't 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're 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.
The line information from the sales order is inserted on the purchase order line(s).
You can now tell your vendor to ship the items directly to the customer. For example,
you might send them the order by email.
If your vendor provides a tracking number or similar information, you can add that
information in a purchase order line of type Comment.
To create multiple purchase orders for drop

shipments
You can also use the requisition worksheet to create the purchase order for the vendor.
The advantage of using the requisition worksheet is that it can create purchase orders
for all outstanding drop shipments. That means you won't have to create each one
individually.
1. Choose the icon, enter Requisition Worksheets, and then choose the related
link.
2. Choose the Drop Shipments action, and then choose the Get Sales Order action.
4. Review the purchase order lines, and in the Vendor No. field, select vendor that
supplies required goods.
5. Choose the Carry Out Action Message action to convert reviewed lines to a
purchase order.
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.
2. Open the sales order that you created in To create a sales order for 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

Article • 09/19/2022
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.
７ 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

Process Sales Returns or Cancellations
Article • 09/19/2022
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
do the following:
Create the sales credit memo directly from the posted sales invoice.
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 a 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
Process sales return orders.
７ 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 only work 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.
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.
７ 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
To create a sales credit memo from a posted
sales invoice
2. On the Posted Sales Invoices page, select the posted sales invoice that you want
to reverse, choose the Cancel action, 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 Prepare action, amd then 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 Posting action, then 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
2. Choose the New action to open a new empty sales credit memo.
3. In the Customer Name field, enter the name of an existing customer.
4. Choose the Prepare action, then 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 record 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 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.
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 Excl. Tax 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

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.

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.
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 choose
the related link.
2. Specify in the No. filter field which return orders to delete.
Alternatively, delete individual sales return orders manually.
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 Copies lines of one or more posted documents to be reversed into
Lines to Reverse function the sales return order. For more information, see Create a sales
on the Sales Return Order return order based on one or more posted sales documents.
page
Copy Document function in Copies both the header and lines of one posted document to be
the Sales Credit Memo and reversed.
Sales Return Order pages
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.
See Also
Sales
Setting Up Sales
Managing Payables

Process Sales Return Orders
Article • 02/06/2023
If you need more control of the sales return process, such as warehouse documents for
the item handling, or a 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.
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.
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.
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 from 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 Process action, then 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.
７ 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.
７ 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 select 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.
７ 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 this 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.
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.
See Also
Sales
Setting Up Sales
Managing Payables

Correct or Cancel Unpaid Sales Invoices
Article • 09/19/2022
You can correct or cancel an unpaid posted sales invoice, provided that it has not been
fully shipped. This is useful if you make a mistake or if the customer requests a change
before the shipment is complete. In all other scenarios, we recommend that you create a
corrective sales credit memo directly. For more information, see To create a sales credit
memo from a posted sales invoice.
７ 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
The difference between canceling or correcting a posted sales invoice that has not been
paid or shipped is described in the following table.
Action Description
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.
Correct The posted sales invoice is canceled. A new sales invoice with the same information is
created, unless the posted sales order was posted from a sales order. In that case, we
suggest you cancel the posted sales invoice instead and then make the correction and
continue the sales process from the original sales order.
The new sales invoice has a different number than the initial sales invoice. A corrective
sales credit memo is automatically created and posted to void the initial posted sales
invoice. On the initial posted sales invoice, the Canceled and Paid check boxes are
selected.
When you correct or cancel a posted sales invoice, the corrective sales credit memo is
applied to all general ledger and inventory ledger entries that were created when the
initial sales invoice was posted. This reverses the posted sales invoice in your financial
records and leaves the corrective posted sales credit memo for your audit trail.
 Tip
If you have posted a prepayment invoice for a sales invoice that you then correct or
cancel, you must correct or cancel the prepayment as well. For more information,
see Correct Prepayments.
To cancel a posted sales invoice

2. Select the posted sales invoice that you want to cancel.
７ 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.
To correct a posted sales invoice

2. Select the posted sales invoice that you want to correct.
７ 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.
７ Note
If the sales invoice was posted from a sales order, we recommend that you
cancel this sales invoice and then process the correction from the original
sales order. If the original sales order has been deleted, such as if it has been
fully shipped, you can create a new sales order by using the Copy Document
action. For more information, see To create a sales credit memo by copying a
posted sales invoice.
4. A new sales invoice with the same information is created where you can make the
correction. The Canceled field on the initial posted sales invoice is changed to Yes.
A sales credit memo is automatically created and posted to void the initial posted
sales invoice.
5. Choose the Show Corrective Credit Memo action to view the posted sales credit
memo that voids the initial posted sales invoice.
See also
Sales
Setting Up Sales

Work with Blanket Sales Orders or
Blanket Purchase Orders
Article • 09/19/2022
A blanket sales order represents a framework for a long-term agreement between you
and your customer. Similarly, you use blanket purchase orders to manage long-term
agreements between you and your vendor.
A blanket order is typically made when a customer has committed to purchasing large
quantities that are to be delivered in several smaller shipments over a certain period of
time. Often blanket orders cover only one item with predetermined delivery dates. The
main reason for using a blanket order rather than a sales order is that quantities entered
on a blanket order do not affect item availability and thus can be used as a worksheet
for monitoring, forecasting, and planning purposes.
On the blanket order, each separate shipment can be set up as an order line, which can
then be converted into a sales order at the time of shipping.
An example of when a blanket sales order could be used is if a customer calls and places
an order of 1000 units of an item and they want the items to be delivered in 250 units
every week over the next month.
７ 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.
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 Order 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.
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.
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 Specifies open return orders that have been associated with the selected line.
Orders
Credit Specifies open credit memos that have been associated with the selected line.
Memos
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

Combine Shipments on a Single Invoice
Article • 09/19/2022
If you want to invoice more than one shipment at a time, you can use the combined
shipments feature.
Before you can create a combined shipment, more than one sales shipment for the
same customer in the same currency must be posted. In other words, you must have
create two or more sales orders and post them as shipped, but not invoiced.
To manually combine shipments on a single

invoice
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.
 Tip
If you have shipped orders where the Sell-to Customer No. is different from the
Bill-to Customer No., those lines are not displayed in the Get Shipment Lines
report. Use personalization to add the Sell-to Customer field to the page and
remove the filter. Now you can add shipment lines to the invoice regardless of the
value in the Sell-to Customer No. field, as long as the Bill-to Customer No. field on
the shipment lines matches the value on the sales invoice.
To automatically combine shipments on a
single invoice
Business Central will select only sales orders where Combine Shipments is chosen.
1. Choose the icon, enter Combine Shipments, and then choose the related link.
The batch job request page opens.
3. Choose the Post Invoices check box.
７ 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.
Alternatively, delete individual sales orders manually.
Repeat steps 1 through 3 for any other affected documents, such as blanket sales
orders.
See also
Sales

Calculate Order Promising Dates
Article • 09/19/2022
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.
Business Central calculates shipment and delivery dates based on an item’s known and
expected availability dates, which you can promise to customers.
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 purchased or
produced, 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 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 the requested/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.
Inbound and Outbound Warehouse Handling Times in

Order Promising
If you want to include warehouse handling time in the order promising calculation on
the purchase line, on the Inventory Setup page you can specify a default handling time
to use on sales and purchase documents. You can also enter specific times for each of
your locations on the Location Card page.
To enter default inbound and outbound warehouse handling times

for sales and purchase documents
2. On the General FastTab, in the Inbound Whse. Handling Time and Outbound
Whse. Handling Time fields, enter the number of days that you want to include in
the order promising calculations.
To enter inbound and outbound warehouse handling times on

locations
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 and Outbound
Whse. Handling Time fields, enter the number of days that you want to be
included in the order promising calculations.
７ Note
When you are creating a purchase order, if you choose Location in the Ship-to field
on the Shipping and Payment FastTab, and then choose a location in the Location
Code field, the Outbound Whse. Handling Time and Inbound Whse. Handling
Time fields will use the handling time specified for the location. For sales orders,
the same is true if you choose a location in the Location Code field. If no handling
time is specified for the location, the Outbound Whse. Handling Time and
Inbound Whse. Handling Time fields will be blank. If you leave the Location Code
field blank on sales and purchase documents, the calculation uses the handling
time specified on 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.
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

Track Packages
Article • 03/31/2022
Most shipping agents provide a web service that let you track the status of your
packages while they're en route. That information can be useful in many business
processes, for example, when providing customer service. If you use one or more
shipping agents, you can enter some basic information about them, and then use their
package tracking service directly from the Posted Sales Shipments, Posted Sales
Invoices, Posted Sales Credit Memos, and Posted Return Receipt pages. For more
information, see Set Up Shipping Agents.
The following procedure shows how to track a package from a posted sales shipment,
but the same steps apply to enable package tracking from the Posted Sales Invoice,
Posted Sales Credit Memo, and Posted Return Receipt pages.
To track a package
７ Note
The following procedure uses the Posted Sales Shipment page as an example. The
steps to track a package are the same on the Posted Sales Invoices, Posted Sales
Credit Memos, and Posted Return Receipt pages.
1. Choose the icon, enter Posted Sales Shipment, and then choose the related link.
2. Open the shipment you want to track, and then choose the Update Document
action.
3. In the Package Tracking No. field, enter the package number you received from
the shipping agent.
4. Make sure that the correct shipping agent and the level of service are correct, and
then close the page.
5. Choose the Track Package action to open the shipping agent's package tracking
service.
See Also
Set Up Shipping Agents
Sales
Setting Up Sales

Delivery Date Calculation for Sales
Article • 09/30/2022
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. The calculation starts 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.
７ 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 you use
date formulas with 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. Learn more about date
formulas at Work 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 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

Article • 09/19/2022
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.
７ 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.
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
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.
７ 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

Work with recurring revenue in Business
Central
Article • 03/31/2022
Many companies are moving from a business revenue model where revenue is made
from a customer's one-time purchase to a subscription model where revenue is made
on a recurring basis in return for consistent access to the delivery of a good or service.
Business Central has the following options for automating how you send subscription
invoices to your customers and register recurring revenue.
Register revenue with a recurring general

journal
you post frequently with few or no changes, such as rent, subscriptions, electricity, or
heat. Using these fields for recurring transactions, you can post both fixed and variable
amounts. 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.
Why use this option

With this option, you define flexible invoicing periods with Date Formulas.
However, with this option, you cannot print and send invoices in the default version of
Business Central.
For more information, see Work with Recurring Journals.
Create multiple invoices based on a recurring

job journal
The recurring job journal is a more advanced alternative to the general journal. You
define Items, Resources and G/L Accounts, that must be repeated for each job, and you
specify the frequency of recurrence.
After posting a recurring job journal, you can create multiple invoices with the Create
Job Sales Invoice task. You can review and post created invoices in the Sales Invoices
page.
Why use this option

With this option, you follow the standard invoicing procedure with all the benefits of
that, including standard and customer layouts for communication preferences. You can
also define prices for each job individually.
However, for each new customer, you must create a new job and add lines to the
recurring journal.
For more information, see Create job journal lines and Create multiple job sales invoices.
Create multiple invoices based on recurring

sales lines
If you often need to create sales and purchase lines with similar information, you can set
up recurring sales lines that you can then insert on recurring sales and purchase
documents, for example, for recurring replenishment orders. Use the Create Recurring
Sales Invoices batch job to create sales invoices according to recurring 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 recurring sales lines.
Why use this option

With this option, you can assign the same recurring lines to multiple customers. You can
define period of validity for the recurring sales lines for specific customer. You can
assign multiple recurring lines to the same customer and all of them will be included in
the invoice.
However, there is no way to set fixed prices for items because Business Central will use
the actual prices and discount valid on document date, trying to find best combination
that gives the lowest price.
For more information, see Create Recurring Sales and Purchase Lines.
Recurring invoices with service contract

A service contract contains the service contract agreements between your customers
and your company. A service contract includes service level agreements and the service
items that you service as a part of the contract.
You can define the starting date of the contract, the invoice period, whether or not the
contract is prepaid, price update specifications if you plan to change prices while
contract is active. You can use both service items or items in service contract lines. You
can create contract templates to define how to create certain types of contracts.
Why use this option

With this option, you use a part of the advanced service management functionality that
not limited to issuing of recurring invoices but support repair shop and field service
operations.
However, this option requires the Premium license. Setting up service management and
maintaining it might not give huge advantages in simpler subscription scenarios.
For more information, see Work with Service Contracts and Service Contract Quotes and
Invoice several service contracts.
Related features
There are several related capabilities in Business Central.
Blanket sales orders

A blanket sales order represents a framework for a long-term agreement between your
company and your customer. A blanket order is typically made when a customer has
committed to purchasing large quantities that are to be delivered in several smaller
shipments over a certain period of time. Often blanket orders cover only one item with
predetermined delivery dates. The main reason for using a blanket order rather than a
sales order is that quantities entered on a blanket order do not affect item availability,
however it can be used for planning purposes.
Why use this option
With this option, you use the anticipated demand, so the information is considered
during the normal planning routines. For more information, see Demand Forecasts and
Blanket Orders.
However, the default version does not offer an out-of-the-box possibility to process
multiple blanket orders in bulk.
For more information, see Work with Blanket Sales Orders.
Recurring Orders (Norway)

You can use recurring orders to create blanket order templates so that sales orders can
be created based on date intervals that you define. For example, if you deliver the same
sales order every two weeks, you can use a blanket sales order and create recurring
orders. You can use recurring groups to define a range of parameters that show how
you make the orders. These groups are assigned to blanket orders that have to be
created regularly. To create the recurring orders, you will have to periodically run the
create recurring orders process.
Why use this option

With this option, you can choose between fixed and "best" prices.
However, this is only available in Norway. Validity period can be defined on the recurring
group level.
For more information, see Recurring Orders.
Recurring revenue and subscription billing by other

providers
At AppSource.microsoft.com , you can get extensions for Business Central. Some
extensions are provided by Microsoft, and other extensions are provided by other
companies. The list of the extensions by other companies grows each month. So keep
an eye out for AppSource.microsoft.com and get apps to help you in your work in
Business Central.
See also
Date Formulas
Work with Recurring Journals
Create job journal lines
Create multiple job sales invoices
Create Recurring Sales and Purchase Lines
Work with Service Contracts and Service Contract Quotes
Invoice several service contracts
Demand Forecasts and Blanket Orders
Work with Blanket Sales Orders
Recurring Orders (Norway)

Enter External Document Numbers
Article • 02/15/2022
You can enter external document numbers for customers and vendors in all sales and
purchase orders, invoices, and credit memos. You can use these numbers to search for
posted sales and purchase lines later.
７ Note
Specify the document number that your customer or vendor has specified. Business
Central does not check if these external document numbers are unique or
duplicates.
The following procedure explains how to specify an external document number on a

sales order, but similar steps apply to other sales and purchase documents.
To enter external document numbers in a sales

order
2. Select the relevant sales order, and then choose the Edit action.
3. On the General FastTab, in the External Document No. field, enter the invoice
number.
On purchase documents, the relevant field is the Vendor Invoice No. field.
4. Fill in any other required fields.
See Also
External Document Numbers on Purchase Documents
External Document Numbers on Sales Documents
Sell Products
Purchasing

Purchasing
Article • 09/19/2022
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 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 Use Approval Workflows.
them.
To See
Create a purchase invoice to record your agreement with a vendor to Record Purchases
purchase products on certain delivery and payment terms.
Create a purchase quote to reflect a request for quote from your vendor, Request Quotes
which you can later convert to a purchase order.
Create a purchase invoice for all or selected lines on a sales invoice. Purchase Items
for a Sale
To See
Understand what happens when you post purchase documents. Posting

Purchases
Perform an action on an unpaid posted purchase invoice to automatically Correct or Cancel

create a credit memo and either cancel the purchase invoice or recreate it so Unpaid Sales
you can make corrections. Invoices
Create a purchase credit memo to revert a specific posted purchase invoice to Process Purchase
reflect which products you are returning to the vendor and which payment Returns or
amount you will collect. Cancellations
Prepare to invoice multiple receipts from the same vendor once by Combine
combining the receipts on one invoice. Receipts on a
Single Invoice
Convert, for example, electronic invoices from your vendors to purchase Receive and
invoices inside Business Central. Convert
Electronic
Documents
Learn how Business Central calculates when you must order an item to Date Calculation
receive it on a certain date. for Purchases
Resolve confusion when two or more records exist for the same vendor. Merge Duplicate
Records
Manage your commitment to a vendor to purchase large quantities delivered Work With
in several shipments over time. Blanket Purchase
Orders
External document numbers

On purchase documents and journals, you can specify a document number that refers to
the vendor's numbering system. Use this field to record the number that the vendor
The Ext. Doc. No. Mandatory field in the Purchases & Payables Setup page specifies
whether it is mandatory to enter an external document number in the following
situations:
In the Vendor Invoice No. field, Vendor Order No. field, or the Vendor Cr. Memo
No. field on a purchase header
In the External Document No. field on a general journal line, where the Document
Type field is set to Invoice, Credit Memo, or Finance Charge Memo, and the Account
Type field is set to Vendor.
If you select this field, it will not be possible to post an invoice, a credit memo, or the
type of general journal line described above without an external document number.
navigating on vendor ledger entries.
See also
Setting Up Purchasing
Managing Payables
Managing Projects
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Purchase Reports and Analytics in
Business Central
Article • 03/17/2022
Purchase reporting in Business Central allows procurement and business professionals

to get insights and statistics about current and past purchase activities.
Reports
The following table describes some of the key reports in purchase reporting.
Purchase Shows purchase statistics for each vendor. This includes information for five 312
statistics periods, starting on the date that you specify.
The report includes the total purchases, payments, finance charges, and
discount information including the payment discounts taken and lost.
Statistics are calculated for purchases before the date entered, at three one-
month intervals from the date entered, and for a period including all
purchases made after the third one-month interval.
Vendor - Top Shows information on purchases from vendors for a selected period. You 311
10 list can choose the number of vendors that are included in the report.
The vendors are sorted in order of amount, and you can choose whether
they are sorted by purchase amount or balance. The report gives a quick
overview of the vendors from which you purchase the most or to which you
owe the most.
Vendor Item Displays a list of the vendors for the selected items or items for selected 320
catalog vendors. For each combination of item and vendor, it shows direct unit cost,
lead time calculation and the vendor's item number.
In the US, Canada, and Mexico, this report is not available. Instead, use the
Item/Vendor Catalog (10164) report.
Item/vendor Displays a list of the vendors for the selected items or items for selected 720
catalog vendors. For each combination of item and vendor, it shows direct unit cost,
lead time calculation and the vendor's item number.
Item/Vendor Catalog (10164) report.
Vendor/Item Shows a list of item entries for each vendor in a selected period. The report 313
Purchases contains information on invoiced quantity, amount and possible discounts.
It can be used, for example, to analyze a company's item purchases and to
show whether there is a relationship between discounts and item purchases.
Inventory Displays a list of price information for the selected items or stockkeeping 716
Cost and units: direct unit cost, last direct cost, unit price, profit percentage, and
price list profit.
Inventory If you would like to have an overview about specific items/stockkeeping 707
Availability units and their availability. This report will show you cumulated values such
Plan as gross requirements, scheduled and planned receipts, the inventory, and
so on.
Inventory Displays a list of the vendors that your company has purchased items from 714
Vendor within a selected period. It shows invoiced quantity, amount and discount.
Purchases The report can be used to analyze a company's item purchases.
Inventory Displays a list of items on order from vendors. It also shows the expected 709
Purchase receipt date and the quantity and amount on back orders. For example, use
Orders the report to see when items should be received, and whether a reminder of
a back order should be issued
Purchase Shows the availability of items for shipment on purchase documents, for 409
Reservation example return orders. You determine whether the report indicates the
Availability status of each document or of each purchase line.
When you print the report, you can also update the quantity that is
available for shipment in the Qty. to Receive field on the purchase lines. On
purchase credit memos and negative purchase order lines, the Qty. to
Receive field contains the quantity to ship.. Then you can use the report to
determine which documents to ship. Note: This report is not available for
advanced warehouse functionality.
Tasks
business:

See also
Setting Up Purchase
Purchasing

Walkthrough: Setting Up and Using a
Purchase Approval Workflow
Article • 09/23/2022
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're qualified to approve. Approval requests and
other notifications can be sent as an email or internal note. For each approval user
setup, you can also set up when they receive notifications.
７ Note
In addition to the Workflow functionality within Business Central, you can use
Power Automate to define workflows for events in Business Central. Note that
although they are two separate workflow systems, any flow template that you
create with Power Automate is added to the list of workflow templates within
Business Central. Learn more at Use Business Central in an Automated Workflow.
workflows, preceded or followed by user tasks. Requesting and granting approval to
create new records are typical workflow steps. Learn more at Workflow.

This walkthrough is a scenario illustrating the following tasks:

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 and creates two approval users. One is Alicia who
represents a purchasing agent. The other is Sean themself, representing Alicia's
approver. Sean then gives themself unlimited purchase approval rights and specifies
that they'll receive notifications by internal note as soon as a relevant event occurs.
Finally, Sean creates the required approval workflow as a copy of the existing Purchase
Order Approval Workflow template, leaves all existing event conditions and response
options unchanged, and then enables the workflow.
To test the approval workflow, Sean signs in to Business Central as Alicia and then
requests approval of a purchase order. Sean then signs in as themself, sees the note in
the Role Center, follows the link to the approval request for the purchase order, and
approves the request.
Users
Before you can set up approval users and their notification method, you must make sure
that those users exist in Business Central: One user will represent Alicia. The other user,
yourself, will represent Sean. Learn more at Create Users According to Licenses.

When signed in as yourself, set up Alicia as an approval user whose approver is yourself.
Set up your approval rights and specify how and when you're 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.
７ Note
You must set up an approver before you can set up users who require that
approver's approval. That means you must set yourself up before you can set
Alicia up.
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 an internal note about requests to approve.
Approval notifications can also be sent by email, and you can add a workflow response
step that notifies the sender when a request is approved or rejected. Learn more at
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 template. Leave the existing workflow steps unchanged, and
then enable the workflow.
 Tip
Optionally, add a workflow response step to notify the sender when their request is
approved or rejected. Learn more at Specify When and How to Receive
Notifications.
To create and enable a purchase order approval workflow

2. On the Workflows page, select Actions, then select New, and then choose the
New Workflow from Template action.
3. On the Workflow Templates page, select the workflow template named Purchase
Order Approval Workflow.
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 this
is the first workflow created from the Purchase Order Approval Workflow
template.
4. On the header of the Workflow page, turn on the Enabled toggle.
Use the approval workflow

Use the new Purchase Order Approval 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, then approve the request.
To request approval of a purchase order, as Alicia

1. Sign in as Alicia.
3. Select the line to open Purchase Order 106001.
4. On the Purchase Order page, choose Actions, then Request Approval, and then
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 Requests to Approve.
3. On the Requests to Approve page, select the line about the purchase order from
Alicia, 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. 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, so 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 many workflow templates for scenarios
that are supported by the application code. Most of these templates are for approval
workflows.
You define variations of workflows by filling in fields on workflow lines using fixed lists of
event and response values representing scenarios that are supported by the application
code. Learn more at Create Workflows.
７ Note

See also
Workflow
Use Business Central in an Automated Workflow

Record Purchases with Purchase
Invoices and Orders
Article • 02/28/2023
You create a purchase invoice or purchase order to record the cost of purchases and to
track accounts payable. Purchase invoices and purchase orders are also used to
dynamically update inventory levels, meaning you can minimize 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 key performance indicators (KPIs) in your Role Center.

When you receive the inventory items or the purchased service is complete, post the
purchase invoice to update inventory and financial records and to activate payment to
the vendor according to the payment terms. Making Payments.
Ｕ Caution
Do not post a purchase invoice for physical items until you receive the items and
know the final cost of the purchase, including any additional charges. Otherwise,
your inventory value and profit figures may be skewed.
Create a and post purchase invoice

The following describes how to create a purchase invoice. The steps are similar for a
purchase order. The main difference is that purchase orders have additional fields and
actions for physical handling of items.
1. Choose the icon, enter Purchase Invoices, then choose the related link.
Other fields on the Purchase Invoice page are now filled with standard information
for the selected vendor. If the vendor is not registered, follow these steps:
a. In the Vendor field, enter the name of the new vendor.
b. In the dialog box about registering the new vendor, choose Yes.
c. To learn more on how to fill in the vendor card, go to Register New Vendors.
d. When you've completed the vendor card, choose OK to return to the Purchase
Invoice page.
3. Fill in the remaining fields on the Purchase Invoice page as necessary. Hover over
You are now ready to fill in the purchase invoice lines with items or resources that
you've purchased from the vendor.
７ 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.
or a service.
The price and line amount are shown with or without sales tax depending on what
you've 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.
from the value shown in the Total Incl. Tax field at the bottom of the invoice.
７ 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. The related amount is inserted in the Invoice
Discount Amount field.
The purchase is now reflected in inventory, resource ledgers, 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. For more information on what happens when you post purchase documents,
see Posting Purchases.
７ Note
In rare cases, the posted amounts may deviate from what is displayed in the totals
fields. This is typically due to rounding calculations in relation to value-added tax
(VAT) or sales tax.
To check the amounts that will actually be posted, go to the Statistics page, which
takes the rounding calculations into account. Also, if you choose the Release action,
the totals fields will be updated to include rounding calculations.
Posted invoices
Once the invoice has been posted, you can find it in the list of posted invoices. Both the
Posted Sales Invoices list and the Posted Purchase Invoices list show the posted
invoices with the final invoice numbers. From the list, you can look up each posted
invoice, and you can correct or cancel a posted invoice.
For each posted invoice, you can look up statistics, dimensions, and the ledger entries
that are the result of the posted invoice. You can also print or send the posted invoice.
You can easily correct or cancel a posted purchase invoice before you pay the vendor.
This is useful if you need to correct a typing mistake or change the purchase early in the
order process. Learn more at Correct or Cancel Unpaid Purchase Invoices. If you've
already paid for items or services on the posted purchase invoice, then you must create
a purchase credit memo to reverse the purchase. Learn more at Process Purchase
Open the Posted Purchase Invoices list in Business Central.
Purchasing non-inventory items

The lines on a purchase invoice can be of the Resource or Item type. Item cards can be
further classified as of the Inventory, Service, or Non-Inventory type, which specifies if
the item is a physical inventory unit, a labor time unit (also applicable for resources), or a
physical unit that is not kept in inventory. Learn more at Register New Items. The
purchase invoice process is the same for all mentioned types.
７ Note
With the Resource purchase line type, you can also purchase external resources, for
example, to invoice a vendor for work delivered. Learn more at Set Up Resources.
To use a purchased resource, you may need to set the resource's capacity and
manually assign it to a job. Purchasing a resource creates a resource ledger entry;
however, resource ledger entries are not tracked for quantity and value as, for
example, items are. If quantity and value tracking is required, then consider using
other line item types.
When to use purchase orders

You must use purchase orders if your purchasing process requires you to record partial
receipts of an order quantity, for example, because the full quantity is not available at
the vendor. If you deliver sold items directly from your vendor to your customer as a
drop shipment, you must also use purchase orders. Learn more at Make Drop
Shipments.
In all other aspects, purchase orders work the same as purchase invoices. The following
procedure is based on a purchase invoice. The steps are similar for a purchase order.
https://www.microsoft.com/en-us/videoplayer/embed/RE4b3tt?
Receive items with a purchase order

The following describes how to receive items with a purchase order.
2. Open an existing purchase order, or create a new one.
3. In the Qty. to Receive field, enter the received quantity.
７ Note
If the received quantity is more than the quantity on the purchase order, and
the vendor has been set up to allow over-receipts, use the Over-Receive field
to handle the excess quantity. Learn more in the To receive more items than
ordered section.
The value in the Qty. Received field is updated. If this is a partial receipt, the value is
lower than the value in the Quantity field.
７ Note
If you use a warehouse handling, you can't use the Post action on the purchase
order to register receipt. That's because a warehouse employee has already posted
the purchase order quantity as received. Learn more at Design Details - Inbound
Warehouse Flow.
Receive more items than ordered

When more goods arrive than were ordered, you may want to receive them instead of
canceling the receipt. For example, it may be cheaper to keep the excess items in
inventory than return them, or your vendor may offer a discount for keeping them.
Set up over-receipts
Create over-receipt codes to define a percentage by which a received quantity can
exceed the ordered quantity. Specify the percentage in the Over-Receipt Tolerance %
field. You then assign the code on the Item Card or Vendor Card pages for items and
vendors.
1. Choose the icon, enter Over-Receipt Codes, then choose the related link.
Assign the over-receipt code to an item

1. Choose the icon, enter Items, then choose the related link.
2. Open the Item Card page for the item.
3. In the Over-Receipt Code field, choose the code that contains the percentage you
want to allow for over-receipts.
The over-receipt code is assigned to the item. Purchase orders or warehouse receipts for
the item now allow you to receive more than the ordered quantity within the over-
receipt tolerance percentage.
７ Note
You can set up an approval workflow requiring over-receipts to be approved before

they can be handled. Select the Approval Required checkbox on the Over-Receipt
Codes page. Learn more at Create Workflows.
Over-receive an order
On purchase lines and warehouse receipt lines, the Over-Receipt Quantity field is used
to record over-received quantities, meaning quantities exceeding the ordered-quantity
value in the Quantity field.
When you handle an over-receipt, you can increase the value in the Qty. to Receive field
to the quantity actually received. The Over-Receipt Quantity field updates to show the
excess quantity. Alternatively, you can enter the excess quantity in the Over-Receipt
Quantity field. The Qty. to Receive field updates to show the ordered quantity plus the
excess quantity. The following procedure described how to fill in the Qty. to Receive
field.
1. On a purchase order or a warehouse receipt document where the received

quantity is higher than ordered, enter the quantity actually received in the Qty. to
Receive field.
If the increase is within the tolerance specified by an assigned over-receipt code,

the Over-Receipt Quantity field updates to show the quantity by which the value
in the Quantity field is exceeded.
If the increase is over the tolerance, the over-receipt isn't allowed. Investigate
whether another over-receipt code will allow it. Otherwise, only the ordered
quantity can be received, and the excess quantity must be handled another way,
such as returning it to the vendor.
2. Post the receipt as you would any other receipt.
７ Note
Business Central does not automatically handle financial aspects of over-receipts.

You must manually handle this in agreement with the vendor, for example, by the
vendor forwarding a new or updated invoice.
situations:
Posting Purchases
On a purchase document, you can choose between the following posting actions:
Post
Preview Posting
Post and Print
Post Batch
When a purchase document is posted, the vendor's account, the general ledger (G/L),
the item ledger entries, and the resource ledger entries are updated.
For each purchase document, 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 purchase may
result in a value-added tax (VAT) entry and a G/L entry for the discount amount.
Whether an entry for the discount is posted depends on the contents of the Discount
Posting field on the Purchases & Payables Setup page.
For each purchase line, as applicable, entries are created in the:
Item Ledger Entry table if the purchase line is of the Item type.
G/L Entry table if the purchase line is of the G/L Account type.
Resource Ledger Entry table if the purchase line is of the Resource type.
In addition, purchase documents are always recorded in the Purch. Recpt. Header and
Purch. Inv. Header tables.
You can always review various ledger entries that will be created in result of postings.
Choose Preview Posting to validate document and inspect expected ledger entries.
） Important
When you post a purchase order for items, you can create both a receipt and an
invoice. These can be done simultaneously or independently. You can also create a
partial receipt and a partial invoice by completing the Qty. to Receive and Qty. to
Invoice fields on the individual purchase order lines before you post. Note that you
cannot create a purchase invoice from a purchase order for products or services
that have 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 action to post several
orders at the same time. Learn more at 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'll be able to see the
posted entries in various pages, including the Vendor Ledger Entries, G/L Entries, Item
Ledger Entries, Resource 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. Learn more at Edit Posted Documents. For more critical fields that affect
the auditing trail, you must reverse or undo posting. Learn more at Reverse Journal
See also
Request Quotes
Purchase Items for a Sale
Prepare Drop Shipments
Purchasing
Set Up Resources
Post Multiple Documents at the Same Time
Purchasing

Request Quotes
Article • 09/30/2022
A purchase quote can be used as a preliminary draft for a purchase order, which can
then be converted to a purchase invoice.
Create a purchase quote

1. Choose the icon, enter Purchase Quotes, then choose the related link.
2. Create a new document, in the same way as you make a purchase order. Learn
more at Record Purchases.
Convert a purchase quote to a purchase order

When you have accepted the vendor's quote, you can convert it to a purchase order to
process the purchase.
1. Open the purchase quote you want to convert, then choose the Make Order
action.
The purchase quote is removed from the database. A purchase order is created based
on the information in the purchase quote, which you can use to process the purchase,
and then post a purchase invoice. In the Quote No. field on both the purchase order
and purchase invoice you can see the number of the purchase quote they were made
from.
７ Note
It is not possible to convert a purchase quote to a purchase invoice directly, like it is

possible with sales quotes. For details on how to create a purchase invoice, read
Record Purchases with Purchase Invoices.
See also
Purchasing

Purchase Items for a Sale by Creating
Purchase Invoices
Article • 03/31/2022
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.
７ 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.
Create From a sales order, this function creates a purchase order for each vendor of items on
Purchase the sales order. You can edit the purchase quantity before you create the purchase
Orders orders. Only unavailable sales quantities are suggested.
Create From a sales order and from a sales invoice, this function creates a purchase invoice
Purchase for a selected vendor for all lines or selected lines on the sales document. The full
Invoice 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.
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.
７ Note
You can also change the Quantity to Purchase field on grayed lines even
though they represent fully available sales quantities.
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.
７ 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.
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

Correct or Cancel Unpaid Purchase
Invoices
Article • 09/19/2022
You can correct or cancel a posted purchase invoice. This is useful if you want to correct
a typing mistake, or if you want to change the purchase early in the order process.
If you have already paid for products on the posted purchase invoice, you cannot
correct or cancel it from the posted purchase invoice itself. Instead, you must manually
create a purchase credit memo to reverse the purchase, optionally managed with a
purchase return order. The same applies if you want to modify a posted purchase
invoice that was based on combined purchase receipts. For more information, see
Process Purchase Returns or Cancellations.
On the Posted Purchase Invoice page, you can choose the Correct button or the Cancel
button. When you correct or cancel a posted purchase invoice, the corrective purchase
credit memo is applied to all general ledger and inventory ledger entries that were
created when the initial purchase invoice was posted. This reverses the posted purchase
invoice in your financial records and leaves the corrective posted purchase credit memo
for your audit trail. In the following the use of Correct and Cancel is described.
https://www.microsoft.com/en-us/videoplayer/embed/RE4dhoc?
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.
７ 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

link.
2. Select the posted purchase invoice that you want to cancel.
７ 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

Combine Receipts on a Single Invoice
Article • 09/19/2022
If you want to invoice more than one purchase receipt at a time, you can select multiple
receipt lines on the purchase invoice.
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.
７ Note
The resulting purchase invoice cannot later be corrected or canceled. If you want to
modify a purchase invoice that is created in this way, you must use purchase credit
memos. For more information, see Correct or Cancel Unpaid Purchase Invoices.
To combine receipts
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..
Alternatively, delete the individual orders manually.
Repeat steps 1 through 3 for any other affected documents, such as blanket purchase
orders.
See also
Purchasing

Process Purchase Returns or
Cancellations
Article • 02/06/2023
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.
７ Note
If a posted purchase invoice has not yet been paid, then you can use the Correct or
Cancel functions on the posted purchase invoice to automatically reverse the
involved transactions. These functions only work for unpaid invoices, and they do
not support partial returns or cancellations. You can also not correct or cancel
purchase invoices that were posted with with receipts from more than one
purchase order. For more information, see Correct or Cancel Unpaid Purchase
Invoices.
Typically, you create a purchase credit memo or purchase return order in reaction to a
credit memo sent to you by a vendor. The purchase credit memo or purchase return
order functions as your internal documentation of the credit memo process for
accounting purposes or to control the shipping of the involved items.
The change may relate to all the products on the original purchase invoice or only to
some of the products. Accordingly, you can partially return received items or demand
partial reimbursement of received services. In that case, you must edit the information
on the purchase credit memo or purchase return order.
In addition to the original posted purchase invoice, you can apply the purchase credit
memo or purchase return order to other purchase documents, for example another
posted purchase invoice because you are also returning items delivered with that
invoice.
The credit memo posting will also revert any item charges that were assigned to the
posted document, so that the item's value entries are the same as before the item
charge was assigned.
Inventory Costing
To preserve correct inventory valuation, you typically want to pick return items from
inventory at the unit cost that they were purchased at, not at their current unit cost. This
is referred to as exact cost reversing.
Two functions exist to assign exact cost reversing automatically.
Get Posted Document Lines Copies lines of one or more posted documents to be reversed
to Reverse function on the into the purchase return order. For more information, see To
Purchase Return Order page create a purchase return order based on one or more posted
purchase documents.
Copy from Document Copies both the header and lines of one posted document to be
function in the Purchase reversed.
Credit Memo and Purchase
Return Order pages 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
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.
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.
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.
4. Choose the Copy from 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.
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 from 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.
７ 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.
７ 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 select 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.
７ 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.

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.
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.
７ Note
The following procedure assumes that there are several purchase return orders for
the vendor, and that they have been posted as shipped.
link.

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.
To remove open purchase return orders after combined

return shipment posting
1. Choose the icon, enter Delete Invoiced Purchase Return Orders, and then
2. Fill in the fields as necessary, and then choose the OK button.
3. Alternatively, delete the individual purchase return orders manually.
See Also
Purchasing
Record Purchases

Receive and Convert Electronic
Documents
Article • 09/19/2022
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.
７ 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
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

Any validation errors, typically related to wrong or missing master data in Business
Central will be shown on the Error Messages FastTab.
See Also
Managing Payables
Incoming Documents

Calculate Dates for Purchases
Article • 11/04/2022
If you want to have items in inventory on a certain date, Business Central can
automatically calculate the date on which you must order them.
The result is the date on which you can pick the items that you ordered.
If you specify a requested receipt date on a purchase order line, the calculated order
date is the date on which you must place the order. The date on which the items will be
available for picking displays in the Expected Receipt Date field.
If you don't specify a requested receipt date, the date you expect to receive the items is
based on order date on the line.
The receipt date is also the date when the items will be available for picking.
 Tip
By default, many of the date fields this article mentions are hidden on purchase
order lines. If a field isn't available, you can add it by personalizing the page. For
Calculating with a requested receipt date

If there's a requested receipt date on the purchase order line, that date is the basis 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 specify a requested receipt date on a purchase order line, that date is assigned to
new lines as you create them. You can change or remove the date on the lines.
７ 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 Work with Calendar Dates and Times.
Calculating without a requested receipt date

If you enter a purchase order line without a requested receipt date, the Order Date field
on the line shows the date in the Order Date field on the purchase order header. This
date is either the date you entered or the work date. The dates are then calculated for
the purchase order line, with the order date as the starting point, as follows:
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, Business Central recalculates the other dates.
Default values for lead time calculation

Business Central uses the date formula in the Lead Time Calculation field on the
purchase order line to calculate the order and expected receipt dates.
You can manually specify the date formula on lines. Otherwise, Business Central will use
the formulas that are defined on the following pages in this order of priority:
1. Item/Vendor Catalog
2. Item Card
3. Stockkeeping Unit Card
4. Vendor Card
See also
Date Calculation for Sales

Article • 09/19/2022
７ Note
 Tip
and contact cards.
field.
Merge action.
current customer.
Rename Duplicate.
merge.
disappears.
７ Note
Contacts.
See also
Sales
Set Up Contacts

Work with Blanket Sales Orders or
Blanket Purchase Orders
Article • 09/19/2022
A blanket sales order represents a framework for a long-term agreement between you
and your customer. Similarly, you use blanket purchase orders to manage long-term
agreements between you and your vendor.
A blanket order is typically made when a customer has committed to purchasing large
quantities that are to be delivered in several smaller shipments over a certain period of
time. Often blanket orders cover only one item with predetermined delivery dates. The
main reason for using a blanket order rather than a sales order is that quantities entered
on a blanket order do not affect item availability and thus can be used as a worksheet
for monitoring, forecasting, and planning purposes.
On the blanket order, each separate shipment can be set up as an order line, which can
then be converted into a sales order at the time of shipping.
An example of when a blanket sales order could be used is if a customer calls and places
an order of 1000 units of an item and they want the items to be delivered in 250 units
every week over the next month.
７ 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

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 Order 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.
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.
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 Specifies open return orders that have been associated with the selected line.
Orders
Credit Specifies open credit memos that have been associated with the selected line.
Memos
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
Setting Up Sales

External Document Numbers on
Purchase Documents
Article • 02/15/2022
situations:
You can also specify external document numbers on sales documents. For more
information, see External Document Numbers
See Also
Purchasing
Article • 02/15/2022
You can enter external document numbers for customers and vendors in all sales and
purchase orders, invoices, and credit memos. You can use these numbers to search for
posted sales and purchase lines later.
７ Note
Specify the document number that your customer or vendor has specified. Business
Central does not check if these external document numbers are unique or
duplicates.
The following procedure explains how to specify an external document number on a

sales order, but similar steps apply to other sales and purchase documents.
To enter external document numbers in a sales

order
2. Select the relevant sales order, and then choose the Edit action.
3. On the General FastTab, in the External Document No. field, enter the invoice
number.
On purchase documents, the relevant field is the Vendor Invoice No. field.
4. Fill in any other required fields.
See Also
External Document Numbers on Purchase Documents
Sell Products
Purchasing

Create Recurring Purchase Lines
Article • 07/13/2022
If you often need to create purchase lines with similar information, you can set up
standard lines that you can then insert on recurring purchase documents, for example,
for recurring replenishment orders.
Set up recurring purchase lines

1. Choose the icon, enter Recurring Purchase Lines, and then choose the related
link.
2. On the Recurring Purchase 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 the information in the fields that reflect the standard
lines you expect to use as recurring lines on purchase documents.
７ Note
You cannot define prices on recurring purchase lines because prices, discounts, etc.
are calculated on the actual purchase documents after you insert the recurring
purchase lines.
 Tip
Assign recurring purchase lines to a vendor

Assign one or more recurring purchase lines to a vendor so that they are available to
insert on purchase documents from that vendor.
2. Open the card for a relevant vendor.
3. Choose the Recurring Purchase Lines action.
4. On the Recurring Purchase Lines page, select codes for the recurring purchase
lines that you want to be able to insert on purchase documents for the vendor.
5. Fill in the other fields to define when, how, and where the recurring purchase lines
are to be used.
6. In the four fields where you select how the lines are inserted on each document
type, select one of the following options:
Option Description
Manual You must manually look up and insert a recurring purchase line that exists for the
vendor.
Automatic If multiple recurring purchase lines exist for the vendor, you will get a notification
from where you can pick which one to insert. If only one recurring purchase line
exists, it will be inserted automatically.
This only works if the new document was created from a document list, for example
by choosing the New action on the Purchase Orders page. It does not work if the
document was created from a vendor card, for example.
Always A notification appears and all existing recurring purchase lines are shown so that you
Ask can select one.
Insert recurring purchase lines on a purchase

invoice
If recurring purchase lines exist for the vendor, you can insert them, or have them
automatically added, on all types of purchase documents, such as a purchase invoice. If
you have activated the Always Ask options while assigning recurring purchase lines to
vendors, you will be informed if recurring purchase lines exist.
2. Open the purchase invoice that you want to insert one or more standard purchase
lines on.
3. Choose the Get Recurring Purchase Lines action.
4. On the Recurring Purchase Lines page, choose the lookup button in the Code
field, and then select a set of standard purchase lines.
5. Choose the OK button to insert the standard purchase lines on the invoice where
you can reuse them as is or edit the information.
See also
Purchasing
Set Up Purchasing
Create Recurring Sales

Manage Inventory
Article • 02/28/2023
For each physical product you trade in, you must create an item card of the Inventory
type. Items 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, such as after a physical count or if you don't record purchases.
Inventory increases and decreases are naturally also recorded when you post purchase
and sales documents, respectively. Learn more at Record Purchases, Sell Products, and
Invoice Sales. Transfers between locations change inventory quantities across your
company's warehouses.
To enhance your overview of items and to help you find them, you can categorize items
and give them attributes to search and sort by.
７ Note
The physical handling of items is referred to as warehouse activities. Learn more at

Warehouse Management Overview.
Planning for items to fulfill demand is covered as part of supply planning functionality.
Learn more at Planning.
Inventory reconciliation
reflect this change in inventory value in your financial books, the inventory costs are
inventory transaction you post, the appropriate values are posted to the inventory
account, adjustment account, and COGS account in the general ledger. Learn more at
Reconcile Inventory Costs with the General Ledger.
costs manually. Learn more at Adjust Item Costs.
Related tasks
The following table outlines related tasks.
To See
Create item cards for inventory items that you trade in. Register New Items
Structure parent items you sell as kits consisting of the parent's Work with Bills of Material
components or that you assemble to order or to stock.
Maintain an overview of items and help you find and sort items by Categorize Items
organizing them in categories.
Assign item attributes of different value types to your items to help Work with Item Attributes
you sort and find items.
Create special item cards for items you offer to customers but don't Work with Catalog Items
maintain in inventory.
Perform physical counting of your inventory with the Physical Count Inventory Using
Inventory Order and Physical Inventory Recording pages. Documents
Perform physical counting, make negative or positive adjustments, Count, Adjust, and
and change information, such as location or lot number, on item Reclassify Inventory Using
ledger entries. Journals
View the availability of items per location, by period, by sales or View the Availability of
purchase event, or by their use on assembly or production bills of Items
material (BOMs).
Transfer inventory items between locations using transfer orders, to Transfer Inventory
manage warehouse activities, or with the item reclassification Between Locations
journal.
Reserve inventory or inbound items for sales orders, purchase Reserve Items
orders, service orders, assembly orders, transfer orders, or
production orders.
Set up item tracking so you can track item serial numbers, such as Set Up Item Tracking with
when you need to track items because of recalls. Serial, Lot, and Package
Numbers
Assign serial numbers or lot numbers to any outbound or inbound Work with Serial and Lot
document or journal line. Numbers
To See
Find where any serial or lot number was used in its supply chain, Trace Item-Tracked Items
such as in recall situations.
Set up a vendor's or customer's own item description on your item Use Item References
card so you can quickly insert their item description on trade
documents.
Block items from being entered on sales or purchase lines or from Block Items
being posted in any transaction.
Manage business operations in sales offices, purchasing Work with Responsibility

departments, or plant planning offices across multiple locations. Centers
Use resources with specific functions for various services and service Set Up Resource Allocation
items.
See also
Warehouse Management Overview Purchasing
Sales
Start a free trial!

Inventory and Warehouse Reports and
Article • 04/14/2023
Inventory and warehouse reporting in Business Central allows inventory and business
professionals to get insights and statistics about current and past inventory and
warehouse activities.
Reports
The following table describes some of the key reports in inventory and warehouse
management.
Inventory Get an overview of specific items and stockkeeping units, and their 707
Availability availability. This report shows accumulated values such as gross
Plan requirements, scheduled and planned receipts, inventory, and so on.
Inventory Displays inventory valuation for selected items in your inventory. The 1001
Valuation report also shows information about the value of increases and decreases
in inventory over time.
Item Get an overview of the quantities of selected items in inventory with 5809
Expiration - expiration dates within a certain period. The list shows the number of units
Quantity of the selected item that will expire in a given time period. For each of the
items that you specify, the report shows the number of units that will
expire during each of three periods of equal length and the total inventory
quantity of the selected item.
Use filters to specify what the report includes. If you don't set filters, the
report will include all your records. The quantities in the report reflect only
the quantities of the item for which expiration dates are defined.
Item Age Get an overview of the current age composition of selected items in your 5807
Composition inventory. The list shows the number of units or value of the selected item
- Quantity that were added to or removed from inventory, and at which point in time.
Items can be added to or removed from inventory as a result of purchases,
sales, and positive and negative adjustments.
- Value that were added to or removed from inventory and at which point in time.
price list profit.
Warehouse Get an overview of warehouse bins, their setup, and the quantity of items 7319
Bin List within the bins. This report can cover all locations at which bins are
mandatory.
Warehouse Get an overview of source documents that are open and have items 7313
Shipment shipped or due for shipping per location. This report can be used for all
Status locations that require shipments, and it shows locations, bin codes,
document status, quantities.
Inventory Displays a list of the sales orders that include a selected item. It shows the 813
Picking following information for each item: sales order line with customer's name,
List variant code, location code, bin code, shipment date, quantity to be
shipped, and unit of measure. The quantity to be shipped is totaled for
each item. Use the report when you need to pick items from inventory.
NOTE: This isn't available for advanced warehouse functionality.
Warehouse This report is meant only for an advanced warehouse. It shows the 7320
Adjustment remaining quantities that are stored in the adjustment bin itself. Typically,
Bin the adjustment bin should be empty. The only reasons for it to contain
quantities are when it's the result of physical counting process, or if
quantities are removed or added to the warehouse.
Tasks
business:

See also
Inventory
Setting Up Warehouse Management

Register New Items
Article • 02/28/2023
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 isn't 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). Learn more about assembly BOMs and production BOMs at 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.
Catalog items are items that you offer to your customers but you don't want to manage
them in your system until you start selling them. Catalog items aren't regular items of
type Non-Inventory. Learn more at Work with Catalog Items.
７ 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.
https://www.microsoft.com/en-us/videoplayer/embed/RE47eLx?
To create a new item card

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
5. Proceed to fill or change fields on the item card as necessary. Hover over a field to
７ 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, or that your vendor
grants you, for the item if certain criteria are met, such as customer, minimum order
quantity, or ending date. You do this by choosing the Set Special Prices or Set Special
Discounts actions. Each row on, for example, the Sales Prices page represents a special
price. Each column represents a criterion that must apply to grant a customer the special
price that you enter in the Unit Price field on the Sales Prices page. For more
information, see Record Sales Price, Discount, and Payment Agreements or Record
Special Purchase Prices and Discounts.
The item is now registered, and the item card is ready to be used on purchase and sales
documents.
If you want to use this item card as a template when you create new item cards, you can
save it as a template. For more information, see the following section.
To save the item card as a template

1. On the Item Card page, choose the Save as Template action. The Item Template
page opens showing the item card as a template.
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've completed the new item template, choose the OK button.
The item template is added to the list of item templates, so that you can use it to create
new item cards.
Items used in production orders

If you want to register items that are used in production orders, you specify the
replenishment system as Prod. order on the Replenishment FastTab. For more
information, see About Production Orders.
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.
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.
Set up item substitutions

You can set up items to have replacements, such as other items that can be used in
place of the original item.
To make an item substitution

2. Find the relevant item, and then choose the Item No. to open the Item Card.
3. Choose the Related action, then choose Item, and then Substitutions to open the
Item Substitution Entry page.
4. Choose the Substitute No. field, and then select the replacement item from the
list.
5. Fill in or change other fields on the page as necessary.
When the requested quantity exceeds the quantity that is available in inventory, then a
message appears to inform you that substitute items exist.
７ Note
Be aware that item substitutions will not automatically cause an item to be replaced
by another item, for example when creating a sales order or in a BOM. Instead, you
will be alerted to the fact that a substitution is available to you.
Categories, attributes, and variants

Categories and attributes are two different ways of grouping inventory items. Item
variant is a way to indicate that a specific item is available in different colors or sizes, for
example. Depending on how you set up your inventory, you can use categories to group
chairs versus desks, and then use attributes to group green items versus blue items, for
example. You can then supplement this setup by adding variants to each type of chair
and desk. By adding variants, you can run reports such as Item Availability by Variant to
identify differences between the blue chairs versus the green chairs, for example.
Learn more about variants at Manage Product Variants.
Deleting item cards

If you've posted a transaction for an item, you can't delete the card because the ledger
entries may be needed for inventory valuation or auditing. To delete item cards with
ledger entries, contact to Microsoft partner to do so through code.
Manage inventory in warehouses

When you register a new item, you'll see fields that are related to warehouse
management, especially on the Warehouse FastTab. If your organization doesn't use the
warehouse management capabilities in Business Central, then you can ignore those
fields.
If your organization later sets up warehouse management, we recommend that you

make sure that each existing item has the right information in the various fields. This
way, the warehouse processes can run as expected. The information can includes fields
such as Warehouse Class Code or Put-away Template Code. For more information, see
Setting Up Warehouse Management.
Planning
When your company uses the supply planning processes in Business Central, you must
fill in the relevant fields on the Planning FastTab. For an introduction to the planning
area, see Design Details: Central Concepts of the Planning System.
For examples of how you can use the fields on the Planning FastTab, see Setup Best
Practices: Planning Parameters.
See also
Inventory
Set Up Units of Measure
Manage Product Variants
Create Number Series
Purchasing
Sales
About Planning Functionality
Setup Best Practices: Planning Parameters
Setup Best Practices: Supply Planning

Article • 09/30/2022
You use bills of materials (BOMs) to structure parent items that must be assembled from
other items or produced by resources or machine centers from components.
Assembly BOMs or production BOMs

Business Central supports two different types of BOMs:
BOM type General Example

category
Assembly Warehouse / Items that consist of other items, assembled with basic or no
BOMs assembly resources.
Production Manufacturing / Items that consist of different components and subassemblies,

BOMs production produced at a work or machine center.
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. Learn more at Assembly
Management.
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. Learn more at 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. Learn more at 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. Learn more at the Create Routings article.
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.
See also
Register New Items
Inventory
Manufacturing

Categorize Items
Article • 09/30/2022
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.
https://www.microsoft.com/en-us/videoplayer/embed/RE4j4mo?
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.
７ 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.
７ Note
Item attributes that you assign to an item category will automatically apply to the
item that the item category is assigned to.
If you change your mind about an item category, you can delete it. However, if it has
already been assigned to an item, you must remove that assignment before you can
delete the item category.
To assign an item category to an item

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

Article • 09/30/2022
Item variants are a great way to keep your list of products under control. For example,
you have a large number of items that are almost identical and vary only in color. You
can define each variant as a separate item. But you choose to set up one item and
specify the various colors as variants of the item.
 Tip
For a practical introduction to using variants in production, see Walkthrough:

Variants for the Contoso Coffee demo data.
Add variants to an item

If your organization has decided to use variants, then it's easy enough to define variants
for an item.
To add variants
1. Open the Items List page , open the relevant item.
2. On the Item card, choose the Item action, and then choose the Variants action.
3. In the Item Variants page, list the variants.
Then, when you create a sales document and add the item, you can specify the variant
of the item in the Variant Code field. The same applies to purchase documents.
Item availability by variant

When you open the Item Availability by Variant page from a document line, then you
can insert a variant in the document line by selecting the line with the variant that you
want to insert and then choosing the OK button. If you've only used the page to view
availability and don't want to insert a variant, then close the page without choosing the
OK button.
The page shows one line for each period. Each line shows the item’s availability figures
in the following key fields:
Field Description
Field Description
Gross Specifies the sum of the total demand for the item. The gross requirement
Requirement consists of independent demand and dependent demand. Independent demand
includes sales orders, service orders, transfer orders, and production forecasts.
Dependent demand includes production order components for planned, firm
planned, and released production orders. It also includes requisition and planning
worksheets lines.
Scheduled Specifies the sum of items from replenishment orders. The calculation includes
Receipt firm planned and released production orders, purchase orders, and transfer
orders.
Planned Specifies the sum of items from planned production orders.

Order
Receipt
Projected Specifies the calculated available inventory.

Available
Balance
Planned Specifies the sum of items from replenishment order proposals. The calculation
Order includes planned production orders. it also includes planning or requisition
Releases worksheets lines that are calculated according to the starting date in the planning
worksheet and production order or the order date in the requisition worksheet.
This sum isn't included in the projected available inventory. However, it indicates
which quantities should be converted from planned to scheduled receipts.
Require use of variants

Starting in 2022 release wave 2, admins can require that users specify the variant in
documents and journals for items that have variants. To activate the capability, navigate
to the Inventory Setup page, and then select the Variant Mandatory if Exists field. You
can override this global setting for specific items.
On item cards, the Variant Mandatory if Exists field has the following options:
Field Description
value
Default The setting from Inventory Setup applies to this item.
No Users aren't required to specify a variant for this item.
Yes If the item has one or more variants, users must specify the relevant variant. If they
don't, they'll be blocked from posting the transaction.
７ Note
These settings don't affect items that have no variants.
If the capability is switched on, users can't post an entry if the variant isn't specified.

See also
Register New Items
Set Up General Inventory Information
Walkthrough: Variants
Work with item attributes
Article • 03/15/2023
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.
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.
７ Note
If you select Option in the Type field 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.
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
Assign item attributes to items
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.
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.
７ 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.
Filter by item attributes

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.
７ 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.
The items on the Items page are filtered by the specified item attribute values.
See also
Categorize Items
Register New Items
Inventory

Work with Catalog Items
Article • 04/03/2023
Catalog items are items that you don't manage in Business Central until you sell them.
When you use the Select Catalog Item action to add a catalog item to a line on a sales
order, quote, or blanket sales order, the catalog item is converted to a regular item.
７ Note
You can't select a catalog item from the Sales Invoice page.
A catalog item typically has the item number of the vendor who supplies it. Before you
can convert a catalog item to a normal item, you must specify how to convert vendor
item numbers to your item numbering. To learn more about item numbering, go to
Specify how catalog item numbers are converted to your own 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. To learn move about non-inventory items, go to About Item Types.
Create a catalog item

1. Choose the icon, enter Catalog Items, and then choose the related link.
Specify how catalog item numbers are

converted to your own numbering
Before you can convert a catalog item to a regular item, you must specify how to
convert vendor item numbers to the structure you use for item numbers.
1. Choose the icon, enter Catalog Item Setup, and then choose the related link.
2. In the No. Format field, choose the option you prefer.
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 pre-filled with information from the catalog item and an item template
are created. You can edit the information about the new item if needed. To learn more
about creating items, go to Register New Items.
To sell a catalog item and convert it to a

normal item
The following process uses a sales order, but the steps are the same for blanket sales
orders and quotes.
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.
5. On the Catalog Items page, select the catalog item that you want to sell, and then
6. When the sales order is complete, choose the Post action.
７ Note
An item reference is automatically item between the vendor's item number and
your new item number. To learn more about item references, go to Use Item
References.
See also
Register New Items
Inventory
Add marketing text to items
Article • 04/03/2023
For any item registered in Business Central, you can write marketing text about the item.
Although marketing text is a kind of description, it's different than an item's Description
field. The Description field is typically used as a concise display name to quickly identify
the product. The marketing text, on the other hand, is a more rich and descriptive text.
Its purpose is to add marketing and promotional content, also known as copy. This text
can then be published with the item if it's published on a web shop, like Shopify.
There are two ways to create the marketing text. The easiest way to get started is to use
Copilot, which suggests AI-generated text for you. The other way is to start from scratch.
Create AI-generated marketing text (preview)

with Copilot
） Important
about Azure OpenAI.
With Copilot, you quickly get a text suggestion that's automatically generated for you.
The AI-generated text is tailored to the item and provides a good starting point. The
text is based in part on the following information:
Attributes defined for the item—for example, the description, color, dimensions,
material, and so on.
Selectable style preferences like tone of voice, format, and length.
Copilot is designed to save you time and help you write creative and engaging text that
reflects your brand and is consistent across your product line. Start by generating a
suggestion, then change the suggested text as needed.
７ Note
In the preview version of Business Central, AI-generated text is in English only.
Prerequisites
You're using a preview version of Business Central that's enabled for Copilot.
Enabling Copilot is done by an admin. For more information, go to Configure AI-
powered item marketing text with Copilot.
The language you're using in Business Central must be English. Any of the available
English locales will work, like English (United States), English (United Kingdom), or
English (South Africa).
To change the language, in the upper-right corner, select the Settings icon >
My Settings > Language. For more information, go to Change Basic Settings.
Review the Copilot FAQ to learn more about AI-generated text suggestions from
Copilot and how you should use them.
Create first draft with Copilot

1. In Business Central, open the item that you want to modify. To open an item, do
the following:
b. To open the item, double-click it or select its value in the No. column.
For information on how to create an item, go to Register new items.


2. From the item card, there are two ways to get started writing marketing text with
Copilot:
Use the Marketing Text pane in the FactBox on the right side of the page.
Follow these steps:
a. In the Marketing Text pane, select Create with Copilot.
The suggested text appears in the pane.
b. If you want another suggestion, select Create with Copilot again. If you
don't like a suggestion, select Dismiss to clear the pane.
You can do this step over and over until you get a suggestion that's a
good starting point. But keep in mind that the current suggestion will be
overwritten and you can't get it back. So if you like the current suggestion,
go to the next step. You'll still have the opportunity later to get more
suggestions, and even improve the suggestions, if you like.
c. Select Review and save the suggestion or Edit to review, edit, and save
the text.
This step takes you to the Create with Copilot page. Go to the next
section.
７ Note
The text won't be saved until you do this step.

Select the Marketing Text action at the top of the item card page to go
directly to the Create with Copilot page.
From the Create with Copilot page, select Create with Copilot to get the first
suggestion. You can then get more suggestions, try to improve the
suggestions you get, edit text, and more. Go to Review, edit, and save for
details.
 Tip
Where does the suggestion come from?
Review, edit, and save text

Once you have the first draft, you must review it and make changes to the text to get it
ready for publishing. This work is done from the Create with Copilot page. The current
text is shown in the Marketing Text box. The page lets you get more suggestions,
change preferences to influence the suggestions, and manually make changes and style
the text.

） Important
The AI-generated text from Copilot is only a suggestion and it can have mistakes. It
requires human oversight and review to ensure it's accurate and appropriate.
Review any suggested text and edit as needed before you save and publish it for
public consumption.
Use the following guidelines to finalize and save the marketing text.
2. To get a new suggestion, select Create draft.

3. If you're not satisfied with the suggestions, enhance the text suggestions based on
your preferences.
Select More Settings, change the options that are shown under Choose how
Copilot creates suggestions, then select Create draft to get a new suggestion.
For guidelines on improving suggestions, go to the Improve and tailor text

suggestions.
4. If you want to go back to previous suggestion, select Undo.
5. Carefully review the text for accuracy and appropriateness, then select OK to save
it.
Improve and tailor text suggestions

There are a few steps you can do to improve the text suggestions and tweak them to
suit your personal or company's preferences.
1. Use the options at the top of the Create with Copilot page to influence the
outcome of the AI-generated text:
Option Description
Attributes Use this option to base the suggestions, in part, on the attributes assigned to
to include the item. Choose the attributes that best align with the characteristics that you
want to promote. The more relevant attributes you include, the richer the
outcome will be. If you feel you're missing some key attributes, add more. For
more information about attributes, go to Work with item attributes
Emphasize Use this option to choose from a list of predefined qualities that you want to
a quality emphasize in the text. Choose a quality that best aligns with the type of item
you're writing about. The qualities don't directly correspond to the item's
attributes, description, or category. For example, Quality could be a good
choice for both a bike or desk, while Speed would suit a bike, but not a desk.
Tone of Use this option to influence what kind of words, phrases, and punctuation are
voice used to engage the target audience. You can choose from several predefined
tones of voice, ranging from Formal (which results in a business tone) to
Creative (which results in an informal tone).
Option Description
Format Use this option to control the general structure of the text, which consists of
and three parts, covered by four different options:
length Tagline - A catchy phrase or short sentence that identifies the item or
brand.
Paragraph - A single paragraph of fluent and verbose text, consisting of
several complete sentences.
Tagline + Paragraph - A tagline followed by a paragraph
Brief - An introductory sentence, similar to a tagline, followed by a
bulleted list of key points of interest.
2. Improve the Description field on the item card.
The text in the Description field will be used as-is in many places in the suggested
text, so it's important that the description best portrays how you want the item
referenced in the marketing text.
3. Make sure the Item Category Code field on the item card is set to a proper
category.
Copilot will find words and phrases that are related to the category and work them
into the suggested text.
Create marketing text from scratch

1. In Business Central, open the item that you want to modify as follows:
b. To open the item, double-click it or select its number in the No. field.
In the Marketing Text pane of the FactBox on the right side of the page,
select Edit.
Select the Marketing Text action.
4. Select OK when done to save the text.
See also
Configure AI-powered item marketing text with Copilot
Register New Items
Count and Adjust Inventory Using
Documents
Article • 02/28/2023
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 to communicate and capture the actual
count of items. You can create multiple recordings for one order, for example to
distribute groups of items to different employees.
The Physical 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 Recording 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.
７ Note
Using documents to perform a physical inventory provides more control and

supports distributing the counting to multiple employees. You can also perform the
task by using journals, such as the Phys. Inventory Journals and Whse. Phys.
Inventory Journals pages. For more information, see Count, Adjust, and Reclassify
Inventory Using Journals. This article describes how to perform a physical
inventory using documents.
If you are using zones, then you cannot use physical inventory orders. Instead, use
the Whse. Phys. 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 from 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.
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.
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.
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.
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.
７ 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

link.
2. Open the physical inventory order that you want to view duplicate lines for.
3. Choose the Show Duplicate Lines action.
Duplicate physical inventory order lines display 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.
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 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 item ledger entries are updated along with any related item tracking entries.
 Tip
To avoid mistakes, use the Preview Posting action to review the entries that
posting will create.
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.
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
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.
Inventory Documents
The following types of documents are useful for managing your warehouse:
Use Inventory receipts to register positive adjustments of items based on the

quality, quantity, and cost.
Use Inventory shipments to write off missing or damaged goods.
You can print these documents at any stage, release and reopen them, and assign
common values, including dimensions, in the header. If you want to reprint the
documents after they have been posted, you can do that on the Posted Inventory
Receipt and Posted Inventory Shipment pages.
７ Note
Before you can use these documents you must specify a number series to create
their identifiers. For more information, see the next section.
To set up numbering for inventory documents

The following procedure shows how to set up numbering for inventory documents.
2. On the Numbering FastTab, specify in the following fields the series of numbers for
documents:
Inventory Receipt Nos.

Posted Inventory Receipt Nos.
Inventory Shipment Nos.
Posted Inventory Shipment Nos.
To create and post an inventory document

The following procedure shows how to create, print, and post an inventory receipt. The
steps are similar for inventory shipments.
1. Choose the icon, enter Inventory Receipts, and then choose the related link.
2. In the header of the Inventory Receipt page, choose the location in the Location
Code field, and then fill in the remaining fields as necessary.
3. On the Lines FastTab, in the Item field, choose the inventory item. In the Quantity
field, enter the number of items to add.
4. To print an Inventory Receipt report from the Inventory Receipt page, choose the
Print action.
The following functions are available on the Inventory Receipt page:

Choose the Release or Reopen actions to set the status for the next processing
stage
Choose the Post action to post the inventory receipt, or choose Post and Print to
post the receipt and print the test report
 Tip
Printing Inventory Documents

You can specify the reports that must be printed at different stages by choosing one of
the following options in Usage field the Report Selection - Inventory page:
Inventory Receipt
Inventory Shipment
Posted Inventory Receipt
Posted Inventory Shipment
７ Note
The available reports may vary based on localization for your country/region. The
base application doesn't include any layouts.
See also
Work with Serial and Lot Numbers
Inventory
Sales
Purchasing

Count, Adjust, and Reclassify Inventory
Using Journals
Article • 02/28/2023
Physically count all of the items in inventory to ensure that your quantities are correct.
Some businesses do an annual physical count, and others count all or only some items
more often. After you count items, use journals to post the actual quantities to the
general ledger. For example, when you valuate inventory at the end of a period.
To count some items more often than others, perhaps because of their value, use cycle
counts. For cycle counts, assign special counting periods to the items. Learn more at To
do cycle counting.
To adjust quantities after a physical count or other purposes, use an item journal to
change the inventory ledger entries without posting transactions. You can also adjust
the quantity for a single item on an item card.
To change attributes on item ledger entries, use an item reclassification journal. Typical
attributes to reclassify include dimensions and sales campaign codes. Reclassification
journals can also be used for 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.
７ Note
In multi-step processes, items are registered in bins as warehouse entries, not as

item ledger entries. Therefore, you do counting, adjusting, and reclassifying in
warehouse journals that support bins. Then you synchronize the new or changed
warehouse entries with their related item ledger entries to reflect the changes in
inventory quantities and values.
To count physical inventory

Count physical inventory, that is, count the actual items on hand, to check whether the
quantity registered is the same as the physical quantity in stock. Typically, counts
happen at the end of a fiscal year, but sometimes it's done more often. If there are
differences, post the actual quantities to the item accounts before you do the inventory
valuation.
７ Note
This procedure describes how to do a physical inventory using a journal on the

Phys. Inventory Journal page. You can use documents on the Physical Inventory
Order and Physical Inventory Recording pages. These documents offer more
control and support for distributing the counting work to multiple employees.
Learn more at Count Inventory Using Documents.
Note that you can't use the document-based functionality to count items in bins or
warehouse entries.
The counting process also involves the following tasks:
Calculate the expected inventory.

Print the report to use when counting.
Enter and post the actual quantities.
Depending on your warehouse setup, count physical inventory in one of the following
ways. For more information, see Setting Up Warehouse Management.
If your location doesn't use directed put-away and pick, use the Phys. Inventory
Journal page. The procedure is similar to physical inventory without cycle
counting.
If your location uses directed put-away and picks, use the Warehouse Physical
Inventory Journal page. Then use the Item Journals page to run the Calculate
Warehouse Adjustment action.
To calculate expected inventory in basic warehouse

configurations
1. Choose the icon, enter Physical 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.
７ Note
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 has the same quantity as the Qty. (Calculated) field. You don't need
to enter the counted quantity for items where these values match. However, if the
quantity counted differs, enter the quantity that was counted.
To print the report to be used when counting

1. On the Physical Inventory Journal page containing the calculated expected
inventory, Choose the Print action.
2. On the Warehouse Physical Inventory List page, specify whether the report will
show the calculated quantity and inventory items by serial and lot numbers.
3. Set filters if you only want to print the report for certain items, bins, locations, or
dimensions.
4. Choose Print.
Warehouse employees can now count inventory and record any differences on the
printed report.
７ Note
It can take several days before printed reports come back for final processing and
posting. When you specify and post actual counted inventory, the system adjusts
inventory to reflect the difference between the expected and the actual counted
inventory. You must keep the originally calculated journal lines and not recalculate
the expected inventory, because the expected inventory may change and lead to
incorrect inventory levels. If you need to issue multiple reports, such as for different
locations or group of items, you must create and keep separate journal batches.
To enter and post the actual counted inventory in basic

warehouse configurations
1. On each line on the Physical 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.
７ Note
If the physical count reveals differences caused by items posted with incorrect
locations, don't enter the differences in the physical inventory journal. Instead, use
a reclassification journal or a transfer order to redirect the items to the correct
locations.
2. To adjust the calculated quantities to the actual counted quantities, choose the
Post action.
Posting creates item ledger entries and physical inventory ledger entries. Open the
Item Card page for the item to find its physical inventory ledger entries.
4. To verify the count, open the Item Card page for the item, and choose the Phys.
Inventory Ledger Entries action.
To calculate the expected inventory in advanced

Synchronize item ledger and warehouse before you count physical inventory. Otherwise,
what you post to the physical inventory journal and item ledger will be the physical
inventory results combined with other warehouse adjustments for the items. Learn more
at synchronize quantities in the item ledger and warehouse.
1. Choose the icon, enter Warehouse Physical Inventory Journal, and choose the
related link.
2. Choose the Calculate Inventory action to open the Whse. Calculate Inventory
page.
3. Set the filters to specify the items to count in the journal, and then choose OK.
Business Central creates a line for each bin that meets the filter requirements. You
can delete lines, but if you want to post the results as a physical inventory, count
the item in all the bins that contain it.
If you only count an item in some bins but not others, you can enter differences
and post them in the item journal later by using the Calculate Whse. Adjustment
action.
To enter and post the actual counted inventory in

advanced warehouse configurations
1. On the Warehouse Physical Inventory Journal page, enter the actual quantities in
the Qty. (Phys. Inventory) field.
７ Note
The Qty. (Calculated) field is filled in based on bin records. This quantity is
copied to the Qty. (Physical) field on each line. If the quantities in these fields
don't match, enter the actual quantity.
2. After you've entered all actual quantities, choose the Register action.
When you register the journal, Business Central creates two warehouse entries in
the warehouse register for every line that was counted and registered:
If the calculated and the actual quantities differ, a negative or positive

quantity is registered for the bin and a balancing quantity is posted to the
location's adjustment bin.
If the calculated quantity equals the physical quantity, Business Central
registers 0 for both the bin and the adjustment bin.
When you register physical inventory, you don't post to the item, physical inventory, or
the value ledgers. However, the records are available for reconciliation when needed. To
keep quantities accurate, after you count items in all bins, post the results as an
inventory physical inventory . Learn more at Synchronize quantities in the item ledger
and warehouse.
To do cycle counting
You can count items as often as you'd like. For example, because they're more valuable,
or because they're fast movers and a large part of your business. Specify the counting
frequency by assigning special counting periods to the items.
Depending on your warehouse setup, you can do cycle counting in the following ways.
Learn more at Setting Up Warehouse Management.
If your location doesn't use directed put-away and picks, use the Physical
Inventory Journal page. The steps are similar to counting physical inventory
without cycle counting.
To set up counting periods
Counting physical inventory is typically a recurring task, for example monthly, quarterly,
or annually. You can set up the inventory counting periods you need and assign one to
each item. Afterward, use the Calculate Counting Period action on the Physical
Inventory Journal page to automatically create lines for the items.
1. Choose the icon, enter Physical Inventory Counting Periods, and then choose
the related link.
To assign a counting period to an item

2. Select the item to which you want to assign a counting period.
3. In the Phys Invt Counting Period Code field, select the counting period.
７ Note
If you're changing the counting period, a message displays information about the
results of the change. Choose Yes 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 count the item periodically.
To start a count based on counting periods in basic

1. Choose the icon, enter Physical Inventory Journal, and then choose the related
link.
2. Choose the Calculate Counting Period action.
The Phys. Invt. Item Selection page shows items that need to be counted
according to their counting periods.
3. Count the physical inventory. Learn more at To count physical inventory.
To start a count based on counting periods in advanced

related link.
The Phys. Invt. Item Selection page show items need to be counted according to
their counting periods.
７ Note
Count the item in all bins that contain it. If you delete bin lines that were
retrieved for counting on the Whse. Phys. Inventory page, the count will be
incorrect when you post it in a physical inventory journal.
To adjust the quantity of one item

After you've done a physical count of an item, use the Adjust Inventory action to record
the actual inventory quantity.
2. Select the item for which you want to adjust inventory, and then choose the Adjust
Inventory action.
3. In the New Inventory field for the location, enter the result of the count.
You can also use the Adjust Inventory action as an easy way to add purchased items to
inventory if you don't use purchase invoices or orders to record your purchases. Learn
７ Note
After you adjust inventory, update its current value. For more information, see
Revalue Inventory.
To adjust the quantities of multiple items in basic

On the Item Journal page, you can post item transactions directly to adjust inventory for
purchases, sales, and positive or negative changes without using documents.
If you often use the item journal to post the same or similar journal lines, for example,
for material consumption, the Standard Item Journal page can make this recurring work
easier. For more information, see Work with Standard Journals.
3. Choose the Post action to adjust the quantities.
To adjust bin quantities in advanced warehouse

configurations
If your location uses directed put-away and pickss, use the Warehouse Item Journal
page to post unplanned positive and negative quantity changes. For example, for items
posted as missing that show up unexpectedly, or losses due to breakage.
Warehouse item journals give you more levels of adjustment to make your quantities
more precise. The warehouse knows how many items are on hand and where they're
stored, but each adjustment isn't posted to the item ledger. Credits or debits are made
to the real bin with the quantity adjustment. A balancing entry is made in an adjustment
bin. The adjustment bin is a virtual bin with no real items. You specify the virtual bin in
the Invt. Adjustment Bin Code field on Location Card pages.
1. Choose the icon, enter Warehouse Item Journal, and then choose the related
link.
2. Fill in the header information.
3. In the Item No. field on the line, choose the item.
4. Enter the bin in which you're putting the extra items or where you've items are
missing.
5. In the Quantity field, if you've 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
Post the adjustment bin records in the item ledger for the periods you've defined. Some
companies post daily adjustments to the item ledger, while others reconcile less often.
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 Warehouse Adjustment action, and then add filters on the
Calculate Warehouse Adjustment page. Adjustments are calculated only for the
entries in the adjustment bin that meet the 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 OK. The positive and negative adjustments are totaled for each item, and
lines are created in the item journal.
6. Post the journal lines to enter the quantity differences in the item ledger. The
inventories in the bins and the item ledger now matches.
See also
CountInventory Using Documents
Inventory
Sales
Purchasing

Article • 09/30/2022
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 or by period as well. An event is any scheduled item transaction,
such as a sales shipment or an inbound transfer receipt.
７ 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 because they contain
the date dimension.
７ 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.
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.
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.
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.
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.
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.
2. Choose the Items by Location action.
The Items by Location page shows for all your items how many are available at
each location.
3. Choose the value in the Qty. on Hand field to view the item ledger entries that
make up the value.
To view the availability of an item by its use in
assembly or production BOMs
If an item is part of assembly or production BOMs as either a parent item or a
component, you can view how many units of it are required on the Item Availability by
BOM Level page. The page shows how many units of a parent item you can make based
on the availability of child items on underlying lines. Any item that has an assembly or
production BOM is shown on the page as a collapsible line. You can expand this line to
see the underlying components and lower-level subassemblies with their own BOMs.
For example, you can use the page to determine whether you can fulfill a sales order for
an item on a specified date by looking at its current availability and the quantities that
can be supplied by its components. You can also use the page to identify bottlenecks in
related BOMs.
On each line on the page for both parent items and child items, the following key fields
specify the availability figures. You can use these figures to promise how many units of a
parent you can supply if you start the related assembly process.
Field Description
Able to Shows how many units of any subassembly in the top item you can make. The field
Make specifies how many immediate parent units you can assemble. The value is based on
Parent availability of the item on the line.
Able to Shows how many units of the top item you can make. The field specifies how many
Make units of the top-line BOM item you can assemble. The value is based on availability of
Top the item on the line.
Item
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.
７ 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 the availability of an item in the
units of measure that it is stored in.
７ Note
To keep this information accurate, you must convert item units of measure. For
example, if you purchase an item in one unit of measure, such as boxes, and you
sell items in another unit of measure, such as pieces, you must use an item journal
to convert the units of measure, or "unbox" items. You can use a negative
adjustment item journal line to reduce inventory in the purchase unit of measure,
for example boxes, and a positive adjustment to increase inventory in the sales unit
of measure, for example pieces.
To view the availability of an item by its

variants
The Item Availability by Variant page shows the actual and projected availability of an
item grouped according to variant code.
3. Choose the Item Availability by action, and then choose the Variant action.
The Item Availability by Variant page shows availability for every variant that exists
for the item. The page is empty if no variants exist for the item.
4. In the View by field, select the length of the time period that you want to view.
5. View the availability figures in the different quantity fields for each line.
When you open the Item Availability by Variant page from a document line, then you
can insert a variant in the document line by selecting the line with the variant that you
want to insert and then choosing the OK button. If you've only used the page to view
availability and don't want to insert a variant, then close the page without choosing the
OK button.
The page shows one line for each period. Each line shows the item’s availability figures
in the following key fields:
Field Description
Gross Specifies the sum of the total demand for the item. The gross requirement
Requirement consists of independent demand and dependent demand. Independent demand
includes sales orders, service orders, transfer orders, and production forecasts.
Dependent demand includes production order components for planned, firm
planned, and released production orders. It also includes requisition and planning
worksheets lines.
Scheduled Specifies the sum of items from replenishment orders. The calculation includes
Receipt firm planned and released production orders, purchase orders, and transfer
orders.
Planned Specifies the sum of items from planned production orders.

Order
Receipt
Projected Specifies the calculated available inventory.

Available
Balance
Planned Specifies the sum of items from replenishment order proposals. The calculation
Order includes planned production orders. it also includes planning or requisition
Releases worksheets lines that are calculated according to the starting date in the planning
worksheet and production order or the order date in the requisition worksheet.
This sum isn't included in the projected available inventory. However, it indicates
which quantities should be converted from planned to scheduled receipts.
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
Set Up Locations
Transfer Inventory Between Locations
Sell Products

Article • 04/03/2023
You can transfer inventory items between locations by creating transfer orders.
Alternatively, you can use the item reclassification journal.
７ Note
To transfer items, you must set up locations and transfer routes. To learn more
about setting up locations, go to Set Up Locations. You can't use transfer orders for
blank locations.
Transfer orders
You can ship an outbound transfer from one location and receive an inbound transfer at
the destination. You can:
Track a quantity in transit

Define calendars, routings, and inbound and outbound handling times for date
calculation and planning. To learn more about planning, go to About Planning
Functionality.
Use different warehouse features for inbound and outbound locations.
With some limitations, you can use transfer orders for direct transfers.
Item reclassification journals

Simple, direct transfer of items between locations.
Move items between bins. To learn more about transferring items between bins, go
to Move Items Unplanned in Basic Warehouse Configurations
Change a lot or serial number to a new lot or serial number. To learn more about
reclassifying serial and lot numbers, go to Reclassify serial or lot numbers.
Chang the expiration date to a new date.
Reclassify items from a blank location to an actual location.
Warehouse activities are not managed. Warehouse entries will be created.
To transfer items with a transfer order

1. Choose the icon, enter Transfer orders, and then choose the related link.
2. On the Transfer Order page, fill in the fields as necessary. Hover over a field to
７ Note
If you 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, 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. There are several ways to fill in the lines:
Option Description
Manually On the Lines FastTab, fill in a line for an item, or use the Select items action
to choose multiple items.
Automatically * 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.
You can now 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.
Post multiple transfer orders in a batch

The following procedure explains how to post transfer orders in a batch.
1. a. Choose the icon, enter Transfer orders, and then choose the related link.
2. On the Transfer Orders page, select the orders to post.
3. In the No. field, open the context menu and choose Select More.
4. Select the checkbox for the lines for each order that you want to post.
5. Choose the Posting action, and then choose Post Batch.
6. On the Batch Post Transfer Order page, fill in the fields as necessary.
 Tip
For transfer orders that use an in-transit location, you can choose either Ship
or Receive. Repeat this step if you need to do both. For orders where Direct
Posting is turned on, both options work in the same way and post the order
completely.
7. Select OK.
8. To view potential issues, open the Error Message Register page.
７ Note
Posting multiple documents might take some time and block other users.
Consider enabling background posting. For more information, see Use Job
Queues to Schedule Tasks.
Schedule a job queue entry to post multiple documents

in a batch
Alternatively, you can use the job queue to schedule posting to happen at a time that's
convenient for your organization. For example, it might make sense for your business to
run certain routines when most of the data entry is done for the day.
The following procedure shows how to set up the Batch Post Transfer Orders report to
automatically post direct transfer orders at 4 PM on weekdays. That time is just an
example. The steps are the same for other documents.
1. Search for the Job Queue Entries page, and then choose the related link.

4. In the Object ID to Run field, select 5707, Batch Post Transfer Orders.
5. Select the Report Request Page checkbox.
6. On the Batch Post Transfer Orders request page, choose the Ship option, filter on
Direct Transfer, and then select OK.
） Important
It's important to set filters. Otherwise, Business Central will post all
documents, even if they aren't ready. Consider setting a filter on the Status
..today. To learn more about filters, go to Sorting, Searching, and Filtering.
7. Select all checkboxes from Run on Mondays to Run on Fridays.
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
3. In the Location Code field, enter the location where the items are currently stored.
７ 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.
 Tip
Undo a transfer shipment

If you find a mistake in a quantity on a posted transfer order, as long as the shipment
isn't received you can easily correct the quantity. On the Poster Transfer Shipment page,
the Undo Shipment action creates corrective lines, as follows:
The value in the Quantity Shipped field is decreased by the quantity you've
undone.
The value in the Qty. to Ship field is increased by the quantity you've undone.
The Correction checkbox is selected for the lines.
If the quantity was shipped in a warehouse shipment, a corrective line is created in the
posted warehouse shipment.
To complete the correction, reopen the transfer order, enter the correct quantity, and
then post the order. If you're using a warehouse shipment to ship the order, create and
post a new warehouse shipment.
See also
Manage Inventory
Set Up Locations

Reserve Items
Article • 09/19/2022
You can reserve items for sales orders, purchase orders, service orders, assembly orders,
transfer orders, and production orders. You can also reserve items in inventory or
inbound on open document or journal lines. You do this on the Reservation page.
Each line you open to reserve items on the Reservation page displays information about
one type of line (sales, purchase, or journal) or inventory entry. The lines describe how
many items are available to be reserved from each type of line or entry.
Reserve items for sales

The following procedure describes how to reserve items from a sales order. The steps
are similar for purchase, service, transfer, and assembly orders.
1. Choose the icon, enter Sales Orders, then choose the related link.
2. Choose the sales order.
3. On the Lines FastTab, choose the Reserve action. The Reservation page opens.
4. Select the line you want to reserve the items from.
5. Choose one of the following actions.
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 To cancel reservation of the items in the document on the
Current Line line you've selected.
７ Note
If item tracking lines exist for the sales order, the reservation system will take you
through special steps. Learn more in the To reserve a specific serial or lot number
section.
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, 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, then choose the
Reserve from Current Line action.
The quantity you entered in the firm planned production order line is now reserved.
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, 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, then choose Components.
5. Select the relevant component line.
6. On the Lines FastTab, choose the Reserve action.
7. On the Reservation page, select a line, then choose the Reserve from Current Line
action.
The quantity you entered in the firm planned production component line is now
reserved.
Change a reservation
Sometimes, you may want to change an item reservation.
1. From the document line you made the reservation from, on the Lines FastTab,
choose the Reserve action.
2. On the Reservation page, choose the Reservation Entries action.
3. On 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.
Cancel a reservation
Sometimes, you may want to cancel an item reservation.
1. From the document line you want to cancel a reservation from, on the Lines
FastTab, choose the Reserve action.
2. On the Reservation page, choose the Reservation Entries action.
3. On the Reservation Entries page, choose the Cancel Reservation action.
4. Confirm the subsequent message by choosing the Yes button.
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. Learn more at Work with Serial and Lot Numbers.
This practice is referred to as a specific reservation, because you reserve from the
quantity of item X that belongs to lot X. In contrast, if you reserve only from quantities
of item X, then it is simply a normal, non-specific, reservation. Learn more at 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. Learn more at Work with
4. On the sales order line, choose the Reserve action.
5. Choose the Yes button to reserve specific serial or lot numbers.
6. On the Item Tracking List page, select the serial and lot number combination you
have 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 you've specified for this line, you're 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 of the specific item tracking numbers.
See also
Inventory
Design Details: Item Tracking and Reservations

Set Up Item Tracking with Serial, Lot,
and Package Numbers
Article • 05/01/2023
Keep track of inventory items even in complex warehouse configurations with numbers
that are specific to each item, either as an individual object, as a lot, or as a package.
With item tracking, you can trace items across internal warehouse movements, and
outbound and inbound documents.
Items with serial and lot numbers can be traced both backwards and forward in the
supply chain. This is useful for general quality assurance and for product recalls. For
more information, see Trace Item-Tracked Items.
 Tip
In 2021 release wave 1 and later, switch on the Use tracking by package number in
reservation and tracking system feature update if you want to work with package
numbers as well as serial and lot numbers. For more information, see Enabling
Upcoming Features Ahead of Time. Once the feature is switched on, you can
assign package numbers to outbound and inbound documents similar to how you
can work with lot numbers.
Numbers and item tracking

As part of your warehouse processes, you can bundle your stock in packages, boxes,
containers, and so on. But in order to keep track of the items, you assign unique
numbers as identification. For example, you manufacture and sell a chair that has the
item number 1900-S. Each individual chair has a serial number, 1001, but you also
bundle four chairs into a lot, LOT0001, and you ship the chairs in a container with the
package number CONTAINER010 that also includes other items, such as LOT0100 with
side tables, and LOT200 with lamps.
Depending on your configuration, you use these different numbers to keep track of
inventory in Business Central at the various stages of purchasing, sales, warehouse
operations, and so on.
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.
4. On the Serial No., Lot No., and the Package No. FastTabs, define policies of item
tracking by serial, lot, and package numbers respectively.
７ 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.
７ Note
To assign item tracking numbers in warehouse activities, the SN Warehouse

Tracking and Lot Warehouse Tracking fields must be selected on the item's item
tracking code card.
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.
2. Select an existing item tracking code, and then choose the Edit action.
3. On the Misc. FastTab, select the following fields:
Field Description
Strict Specifies that an expiration date assigned to the item tracking number as it
Expiration entered inventory must be respected when it exits inventory.
Posting
Require Specifies that you must enter an expiration date on the item tracking line.
Expir. Date
Entry
Use Specifies that you want to calculate expiration dates.

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.
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
fields as follows:
Field Description
Warranty Date Specifies the last day of warranty for the item.
Formula
Require Warranty Date Specifies that you must manually enter a warranty date on the
Entry item tracking line.
To set up items for tracking with the correct

item tracking codes
To enable item tracking you first have to assign the item tracking codes to an item.
There are two ways to add item tracking codes, by selecting the code from a predefined
list or by assigning a new unique code. Hover over the fields to read a short description.
2. Select an existing item from the list, and open the Item Card page.
3. On the Item Tracking FastTab, assign the appropriate item tracking codes and
choose the Item Tracking Code, the Serial Nos., and the Lot Nos..
a. Alternatively you can also create a new item tracking code by selecting the New
action.
To specify opening balances for the items you

track
You can create opening balances for the items you track. Because you can choose
different warehouse configurations, there are two options:
Enable specific batches on the Item Journal page to let people enter serial, lot, and
package data directly on journal lines.
For locations where the Directed Put-away and Pick toggle is turned on, use the
Warehouse Physical Inventory Journal page to make all item tracking fields
available. The fields that are available include the Warranty Date and Expiration
Date fields.
Item journals
2. Choose the Name field to open a list of item journal batches.
3. Choose New to create a new batch, and then turn on the Item Tracking on Lines
toggle.
4. Choose OK to select the batch you created.
5. Fill in the fields on the item journal line as necessary. Note that the Lot No., Serial
No., Expiration Date, Warranty Date, and Package No. fields are available (if the
feature is enabled).
6. Choose the Post action to adjust inventory.
７ Note
Business Central does a few minor validations when you enter or import data. A
more comprehensive check happens when you post or transfer data from journal
lines to the Item Tracking Window. The latter happens automatically when you
open the Item Tracking Window page from the item journal line or if you choose
the Update Item Tracking Lines action.
Warehouse physical inventory journal for locations where
directed pick and put-away is turned on
1. Choose the icon, enter Warehouse Physical Inventory Journal, and then choose
the related link.
2. Fill in the fields on the item journal line as necessary. Note that the Lot No., Serial
No., Expiration Date, Warranty Date, and Package No. fields are available (if the
feature is enabled).
3. Choose the Register action to make the inventory adjustments. Remember, you'll
need to synchronize the adjusted warehouse entries with the related item ledger
entries. To learn more, go to synchronize the adjusted warehouse entries.
For bulk imports, use configuration packages to import data to the journals.
７ Note
You can't use Edit in Excel to create journal lines with tracking information.
See also
Inventory
Design Details - Item Tracking and Reservations
Reserve Items

Track Items with Serial, Lot, and Package
Numbers
Article • 09/19/2022
You can assign serial numbers, lot numbers, and package numbers to any outbound or
inbound document, and its posted item tracking entries are displayed in the related
item ledger entries. You perform the work on the Item Tracking Lines page, which you
can open from an inbound or outbound document.
The matrix of quantity fields at the top of the Item Tracking Lines page displays the
quantities and sums of item tracking numbers being defined on the lines. The quantities
must correspond to those of the document line, which is indicated by 0 in the
Undefined fields.
As a performance measure, application collects the availability information on the Item

Tracking Lines page only once, when you open the page. This means that application
does not update the availability information during the time that you have the page
open, even if changes occur in inventory or on other documents during that time.
７ Note
In order for the features described in this article to work you need to first set up
item tracking. For more information, see Set Up Item Tracking with Serial, Lot, and
Package Numbers.
Item tracking availability

When you work with serial, lot, and package numbers, Business Central calculates
availability information and shows it in the various item tracking pages. This lets you see
how much of a lot, package, 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 The total number of item currently in inventory

Quantity
Total The total number of items that are requested that will be used in this and other
Requested documents
Quantity
Current The number of items that are requested that will be used on the current document
Pending but that is not yet committed to the database
Quantity
Current The number of items that are requested that will be used on the current document
Requested
Quantity
Total The total number of items in inventory, minus the quantity of the item that are
Available requested on this and other documents (total requested quantity), and minus the
Quantity 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 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.
This way the numbers are automatically transferred through all outbound warehouse
activities without interaction by warehouse workers.
2. Either open an existing purchase order or create a new purchase order.
3. Select the relevant document line and on the Lines FastTab, choose the Line action,
and then choose the Item Tracking Lines action to open the Edit - Item Tracking
Lines page.
You can assign serial or lot numbers in the following ways :
Automatically, by selecting Process then choosing Assign Serial No. or

Assign Lot No. to assign serial/lot numbers from predefined number series.
Automatically, by selecting Process then 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.
4. To assign automatically, choose the Create Customized SN action.
5. In the Customized SN field, enter the starting number of a descriptive serial

number series, for example S/N-Vend0001.
6. 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.
7. Select the Create New Lot No. check box to organize the new serial numbers in a
distinct lot.
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
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 line that has item tracking lines,
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 assign a serial or lot number during an

outbound transaction
Outbound handling of serial or lot numbers is a frequent task in different warehouse
processes. 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.
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.
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.
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 Line action, then Related Information, and then
select Item Tracking Lines.
3. On the Item Tracking Lines page, you have three options for specifying lot or serial
number:
Select the Serial No. field, and then select a number from the Serial No. List
page.
Select the Lot No. field, and then select a number from the Lot No. List page.
Then, select the Serial No. field, and then select a number from the Serial No.
List page.
Select the Process action and then choose Select Entries. The Select Entries
page shows all lot and 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.
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
When you post the document line, the item tracking information is transferred to the
associated item ledger entries.
To assign new serial or lot numbers

This alternative applies when the inventory items do not carry serial or lot numbers, and
instead the item tracking numbers when the items are sold and ready to be shipped. In
this scenario the numbers are typically assigned from a predefined number series.
1. Select the relevant document, for example a sales invoice or sales order, and on
the Lines FastTab, choose the Line action, then Related Information, 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
When the document is posted, the item tracking entries are carried to the associated
Assign tracking numbers on source documents

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.
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.
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 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 record additional 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 item you want to enter information for.
3. Choose the Line action and then, for example, the Serial No. Information Card
action.
4. Choose the plus sign (+) sign at the top of the list to create a new entry. The Serial
No. and Lot No. fields are prefilled from the item tracking line.
5. Enter a short piece of information in the Description field, for example about the
condition of the item.
6. Choose the Related action, choose the Serial No. action, and then choose the
Comment action to create a separate comment record.
7. Select the Blocked field to exclude the serial or lot number from any transactions.
You can modify created serial or lot information cards later.
To modify existing serial or lot number

information
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 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.
７ 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
Set Up Item Tracking with Serial, Lot, and Package Numbers
Inventory
Reserve Items

Article • 09/19/2022
You can see where an item-tracked item was used, including how and when it was
received or produced, transferred, sold, consumed, or returned. You can also find all
current instances of a specific serial or lot number in the database. You do this by using
the Item Tracing and the Find Entries features.
These features can be particularly useful in quality control when you need to find out
which customers received products with a particular lot number or when you need to
find out which lot a defective component came from.
On the Item Tracing page, you can trace forwards and backwards in a sequence of
posted inventory transactions for the serial or lot number.
On the Find Entries page, you cannot see the sequence of transactions, but you can see
all records of the serial or lot number, both posted entries and open records.
The two features can be used in combination by transferring a traced serial or lot
number to the Find Entries page to finish a complete trace scenario.
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 to also see where the components
for the items came from. The following table describes the options.
Field Description
No Do not show components.
Item-tracked Only Show only components that have lot or serial numbers.
All Show all components.
4. In the Trace Method field, select the method to use for tracing the item. The
following table describes the options.
Field Description
Field Description
Usage- Trace the item from where it was used to where it came from. For instance, if a
>Origin 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.
Origin- Trace the item from where it came into inventory to where it was used. For
>Usage 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 the sale shipment lines where the item was used.
5. Choose the Trace action to run the trace.
７ Note
Only applied transactions are shown. If you have received the same lot on multiple
transactions, the Item Tracing page may not show all transactions.
７ 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 Find Entries

1. Choose the icon, enter Find Entries, and then select the related link.
2. Choose Actions > Find by > Find by Item Reference.
3. In the Serial No. and Lot No. fields, enter the item tracking numbers that you want
to trace.
4. Choose the Find action to find all instances of the serial or lot number in the
database.

See also
Inventory
Work with Serial, Lot, and Package Numbers
Reserve Items
Find Entries

Use Item References
Article • 03/31/2022
If you buy or sell items that you and your vendor or customer use different terms for,
then you can set up a reference between your terms for the items and the terms that the
customer or vendor of that item uses. This way, the vendor's or customer's item
description, unit of measure, or variant code is automatically inserted on the relevant
documents when you fill in the Item Reference No. field.
７ Note
Not all companies use item references. To minimize clutter on pages, we've hidden
the related fields and actions by default. If you decide to use them, select the Use
Item References field on the Inventory Setup page. After you turn on item
references, the fields and actions are available on the Item Card, Vendor Card, and
Customer Card pages, and from sales and purchase documents.
In versions earlier than 2021 release wave 2, your administrator can turn on the
Write longer item references feature in the Feature Management page (link
requires that you have a Business Central tenant). How you use references doesn't
change, but the names of things like pages and buttons will. For example, the Item
Cross-Reference Entries page will become the Item Reference Entries page.
To start using item references

2. Select the Use Item References field.
To set up an item reference

2. Open the card for an item for which you want to create a reference.
3. Choose the Item References action.

If you cannot find the Item References action, choose to view more options, and
then find it under Related > Item.
4. On a new line on the Item Reference Entries page, fill in the fields as necessary.
Hover over a field to read a short description..
The following procedure describes how you specify the item reference on a purchase
order. Similar steps apply to sales documents and other purchase documents.
To enter a vendor's item description on a

document
2. Create a purchase order for the vendor that you set up an item reference for in the
previous procedure.
3. Create a purchase line for the item that you set up an item reference for in the
previous procedure.
4. In the Item Reference No. field, select the relevant item reference, and then
The Description field on the line is overwritten with the vendor's item description, as set
up on the item reference entry. If the item reference includes a variant code or a unit of
measure, these values are also copied to the document.
See Also
Register New Items
Inventory

Block Items from Sales or Purchasing
Article • 11/04/2022
You can block an item from being entered on lines in sales or purchase documents, and
you can block it from being posted in transactions. For example, this is useful when an
item has a known defect. If someone chooses a blocked item on a sales or purchase
document a message will inform them that the item is blocked.
The following table describes what occurs when items are blocked.
Option Description
Sales Blocked You can't enter the item in a sales document or in a sales item journal.
Purchasing You can't enter the item in a purchase document, in a purchase item journal, or in
Blocked purchase planning processes.
Blocked You can't include the item in transactions.
７ Note
Blocked items can be returned. This means that none of the above settings apply to
return orders and credit memos.
When you use the Copy from Document action to create new documents based on
existing documents, you're notified if 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
2. Select the item that you want to block, and then select the Sales Blocked
checkbox.
To block an item from being entered on

purchase lines
2. Select the item that you want to block, and then select the Purchasing Blocked
checkbox.
To block an item from being posted

2. Select the item that you want to block, and then select the Blocked checkbox.
See Also
Register New Items
Inventory

Work with Responsibility Centers
Article • 04/03/2023
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. For
example, companies can set up user-specific views of sales and purchase documents
related to a particular responsibility center.
Using multiple locations together with responsibility centers provides the ability to
manage business operations in flexible, optimal ways.
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 can add replenishment information, addresses, and some financial posting
information at the location level. As a result, they can replenish variants of the same
item for each location and order items on the basis of location-specific replenishment
information.
To set up a responsibility center

1. Choose the icon, enter Responsibility Centers, and then choose the related link.
If you're using responsibility centers to administer your company, it can be useful

to have a default responsibility center.
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 is used on all purchase, sales, or service documents, if the user, customer, or
vendor has no default responsibility center. On sales, purchase, or service documents,
you can enter another responsibility center than the default.
７ 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 Business Central 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.
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.
７ Note
Users can view only those posted documents that related to their own
responsibility center. However, they can view all ledger entries and navigate to
other posted documents from the ledger entries.
See also
Inventory
Warehouse Management Overview Work with Business Central
Define an invoice posting policy for users

Project Management
Article • 03/31/2022
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.
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 lines and post time Use Time
sheet lines to a job journal. Sheets for
Jobs
Budget for resources to be used in jobs and compare actual item and resource Manage Job
usage to budgeted usage to improve the quality and cost efficiency of future Budgets
projects.
Review and record usage on various parts of your job, which is automatically Record Usage
updated as you modify and transfer information from job planning lines to job for Jobs
journals or job invoices for posting.
Purchase supplies for a job, either on purchase orders or invoices, and record Manage Job
item and time usage. Supplies
Learn about WIP (Work in Process), a feature that ensures correct financial Understanding
statements and enables you to estimate the financial value of jobs that are WIP Methods
ongoing.
Post the consumption of materials, resources, and other expenses of job work in Monitor Job
process (WIP) to monitor its financial value and to maintain correct financial Progress and
statements even though you post job expenses before invoicing the job. Performance
To See
Record job costs for resource usage, materials, and job-related purchases on an Invoice Jobs
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
Video: How to create a job in Dynamics 365 Business Central
Purchasing
Sales
Finance
Start a free trial!

Project Reports and Analytics in
Business Central
Article • 03/17/2022
Project reporting in Business Central allows project and business professionals to get
insights and statistics about current and past project activities.
Reports
The following table describes some of the key reports in jobs reporting.
Job Analyzes your job by using settings that you specify. For example, you can 1008
Analysis create a report that shows you the budgeted prices, usage prices, and
billable prices, and then compares the three sets of prices.
Use a combination of the available Amount fields to create your own
analysis. For each field, select one of the following prices, costs, or profit
values: Schedule, Usage, Contract, and Invoiced.
Select whether the currency is specified in Local Currency or Foreign
Currency.
Job This report shows the different job planning and job task lines – including 1006
Planning the line type, quantities, unit of measure, total costs, etc.
Lines
Job Actual Compares scheduled and usage amounts for selected jobs. All lines of the 1009
to selected job show quantity, total cost, and line amount.
Budget This report is intended for completed jobs, although you can use it at any
time during a job.
Job Actual to Budget (Cost) (10210) or Job Actual to Budget (Price)
(10211) reports.
Job Shows a list of all jobs, grouped by customer, how much the customer has 1011
Suggested already been invoiced, and how much remains to be invoiced, that is, the
Billing suggested billing.
Job Cost Suggested Billing (10219) report.
Jobs per Shows a list of all jobs, grouped by customer. It allows you to compare the 1012
Customer scheduled price, the percentage of completion, the invoiced price, and the
percentage of invoiced amounts for each Bill-to Customer.
Items per An overview about the used items in a job. Depending on the report that 1013
Job you want to use to get an overview about the planned items for a project,
you can set an additional filter. The report shows the relevant items and an
accumulated value about the costs.
Jobs per An overview about the used items in a job. Depending on the report that 1014
Item you want to use to get an overview about the planned items for a project,
you can set an additional filter. The report shows the relevant items and an
accumulated value about the costs.
Job This report will give you an overview over the posted job tasks like 1007
Transaction resources and items. Includes a detailed information about the total costs
Detail and total prices plus an information concerning line discounts,and so on.
The report shows data from the job ledger entries.
Job WIP to Shows the value of work in process on the jobs that you select compared to 1010
G/L the amount that has been posted in the general ledger.
Tasks
business:
See also
Project management

Create Jobs
Article • 09/19/2022
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're
meeting designated milestones or if you're 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 .
Sometimes the party that is receiving a service is different from the party that is paying
the bill. On the Jobs page, you can specify the customer who will benefit from the
project in the Sell-to fields, and the party to invoice in the Bill-to fields. You can also
provide the following information:
Where the work will happen by selecting from a list of ship-to addresses for the
customer.
Add information about external references to simplify communication about the
project.
Overwrite the standard financial terms of the project.
To create a job card

You create a job card and then create job task lines and job planning lines for it.
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.
７ Note
If you are using time sheets with your job, you must also designate a person
responsible. This person can approve time sheets for the employee tasks associated
with the job. For more information, see Set Up Time Sheets.
Optionally, mark actions on project as blocked using the Blocked field. the following
table describes the effect of the options for this field.
Option Description
Blank All actions are allowed.
Posting You can work with planning lines, but the job is blocked for posting. Choosing this
option means that you cannot post any usage or sale on the job.
All All actions are blocked.
To create tasks for a job

A key part of creating a job is to specify the various tasks involved in the job. You specify
tasks by creating one line per task on the Tasks FastTab on the Job Card page. Every job
must have at least one task.
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 capture the
information that you want to track for a job. For example, you can track the resources
the job requires, or the items that are needed. For example, you have a task to get a
customer to approve a job. You associate the task with planning lines for items such as
meeting 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 can't be invoiced.
Billable Provides estimated invoicing to the customer, typically in a fixed price project.
Both Budget Provides budgeted usage equal to what you want to invoice.
and Billable
７ Note
While 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
based on information from the resource and item.
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
Use Resources for Jobs
Article • 03/31/2022
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.
７ Note
You can also purchase external resources, for example, to invoice a vendor for work
delivered. For more information, see Record Purchases.
You can also post the usage of a resource in a resource journal. Entries posted in a
resource journal have no effect on the general ledger.
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

2. Open a relevant job journal batch, and then fill in the fields as necessary. Hover
3. When the journal is complete, choose the Post action.
 Tip
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.
７ 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.
4. When the batch job is finished, the Resource Price Changes page shows the
results of the batch job.

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.
4. When the batch job is finished, open the Resource Price Changes page to see the
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.
4. When the batch job is finished, open the Resource Price Changes page to see the
See Also
Project Management
Finance
Purchasing
Sales

Use Time Sheets
Article • 03/31/2022
You can use time sheets in Business Central to track absence, and to track time and
resources that are spent on a project. With time management, you can identify issues
early, and avoid delays or cost overruns. With time sheets, a resource can easily report
time usage for an individual or a machine, and a manager can easily review the usage
and its allocation. This article describes how to create a time sheet, define work types, fill
in the time sheet, and submit it for approval.
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.
 Tip
Starting in 2021 release wave 2, you can manage assigned time sheets on a mobile
device. However, your administrator may have to enable the Feature Update: New
time sheet experience feature in the Feature Management page to use this
capability. For more information, see Set Up Time Sheets.
To create time sheets

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. You can also schedule the batch job to run
automatically.
） Important
You must have permissions to be able to create time sheets. For more information,
see Set Up Time Sheets.
1. Choose the icon, enter Time Sheets, and then choose the related link.
2. On the Time Sheets page, choose the Create Time Sheets action.
７ 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.
Optionally, choose the Schedule action to specify how often you want the task to
run automatically. For example, to configure the task to run weekly for four weeks,
in the Schedule a Report - Create Time Sheets page, set the Next Run Date
Formula field to 4W. For more information, see Scheduling a Report to Run.
You can view the time sheets that you have created on the Time Sheets page. Each time
sheet consists of one or more lines that define the time that you want to submit for
approval. The following table describes the types of lines that you can add to the time
sheet.
Field Description
Use to add a note or marker in the Description field of the time sheet line. For
example, you can use this field to categorize time sheet entries. If you leave the Type
field empty for a time sheet line, you cannot enter time values in the weekday fields
for that line.
Absence Use to register the time you are absent during a work week. To complete the
information for the line, specify the type of absence in the Cause of Absence Code
field.
Assembly Used to register time for assembly orders. A time sheet line of this type is created
Order during the posting of assembly order lines for which the resource is set up to use time
sheets. You cannot manually select a line of this type.
Job Use to register time usage for a project. To complete the information for the line,
specify the job number and the job task number for which you want to register time.
You can register time for lines that you have not scheduled.
Resource Use to register time usage for a resource. To complete the information for the line,
provide a description of the work.
Service Use to register time usage for a service order or service credit memo.
For example, to submit a time sheet for a work week where you worked on cleaning
tasks most days but had one day off due to medical appointments, you would add lines
as illustrated in the following table.
Type Description Work Type Absence Type

Code Code
Resource Work hours Cleaning
Absence Time off Health
I had to take Tuesday off due to a medical

appointment.
In this hypothetical example, you would then register the relevant hours across the
relevant days in the fields for each weekday.
 Tip
In most cases, your company will have predefined work types for the various types
of lines. In those cases, you just choose the relevant work type from the list, and
then you add your own description.
Choose the work type by choosing the button in the Description field, by
choosing the Activity Details action and then specifying it in the page that opens,
or by choosing it in the Work Type Code field or the Absence Type Code field,
respectively. In this case, you can ignore the To define work types and add one to
a time sheet section.
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.
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 copy job planning lines to a time sheet
The following procedure describes how to quickly add job planning lines to a time
sheet.
2. On the Time Sheets page, select a time sheet for the relevant time period.
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 service orders, job orders, and
resources. In this way, you can add information that you need to bill the customer for
different types of work.
1. In the Time Sheets page, choose the relevant time sheet.

2. On the first of the lines in the Lines section, choose the Type field, and then
choose the relevant type, such as Resource.
3. Choose the Description field, and then, in the Time Sheet Line Resource Detail
page, fill in the fields. Hover over a field to read a short description.
a. If no work types exist, chose the New action.
b. On the Work Types page, fill in the fields as necessary, and then return to the
time sheet.
4. Fill in the rest of the time sheet. For more information, see the To fill in time sheet
lines and submit for approval section.
 Tip
Similar steps apply to defining absence codes.
To fill in 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.
2. Select a time sheet for the relevant period.
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.
In most cases, to track work, you add a line of type Resource, and then you register
hours spent each day. If you want to register absence, you add a line of type
Absence.
 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.
Next, you must decide if you want to submit all lines on the time sheet, or if you
want to submit individual lines.
To submit the time sheet for one or more lines, choose the relevant line, and
then choose the Submit action.
In the submission page, choose the Selected lines only option. The line
changes state from Open to Submitted.
To submit the time sheet for all open lines, choose the Submit action at the
top of the Time Sheet page.
You'll be asked to confirm that you want to submit all open lines on the
current time sheet.
７ Note
You can only submit time sheet lines for which you have entered time.
5. To modify information on a line that has been set to Submitted, select the line, and
then choose the Reopen action.
７ Note
A manager may reject a time sheet line that is submitted for approval. If a line
has the status Rejected, you can make changes to the line, and then choose
Submit again.
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,
a. Choose the Process action, then choose the Approve action.
b. 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.
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.
７ 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 view and approve time sheets by job

On a job, you can specify a person who is responsible for the job. That information is
linked to time sheet lines, and can be used to provide a list of the time sheets that a
project manager is required to review and approve. For example, the team project
manager may be responsible for certain jobs in your company. In that case, the manager
should be designated as the Person Responsible on the job card. In this view of time
sheet information, you can see the job tasks associated with a job and the quantity of
hours used.
７ Note
To be able to approve time sheets in the Manager Time Sheet by Job window, you
must first select a Time Sheet by Job Approval option in the Resources Setup
page. For more information, see Set Up Resources.
To approve or reject a time sheet by job

1. In the Search box, enter Manager Time Sheet by Job, and then choose the related
link. Business Central displays a list of time sheet lines associated with the jobs for
which you have responsibility.
2. 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.
７ Note
You can only approve time sheets that have the status of Submitted.
3. To provide additional information about the approval or rejection, select the

Related action, then select Comments and then Line Comments and enter
comments.
７ Note
After you have approved or rejected a time sheet line by job, it cannot be reopened
or modified in the Time Sheet window.
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 Journals, and then choose the related link.
2. Choose the Suggest Lines from Time Sheets action.
3. On the Suggest Res Jnl. Lines page, 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.
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.
2. Choose the Suggest Lines from Time Sheets action.
3. On the Suggest Job Jnl. Lines page, 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.
７ 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.
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.
７ 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.
2. Select the Move Time Sheets to Archive action.
3. On the Move Time Sheets to Archive page, fill in the fields as necessary, and then
4. 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
Finance
Purchasing
Sales

Manage Job Budgets
Article • 09/19/2022
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.
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 The cost and price amounts entered on the planning line are the budgeted costs
and Billable 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.
７ 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.
７ 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

Record Consumption or Usage for Jobs
Article • 04/03/2023
From the Job Card page, you can open the Job Planning Lines page to review and
record use on various parts of your job. This information is automatically updated when
you modify and transfer information between jobs and job journals or job invoices. This
requires that you turn on the Apply Usage Link by Default toggle on the Job Setup
page. Learn more at Set Up Jobs.
For example, for planning lines of type Budget, you can enter the quantity of a resource,
and then specify the 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 then specify the quantity
to transfer to an invoice. To learn more about invoicing the customer, go to Invoice Jobs.
By comparing the original quantity, remaining quantity, or posted quantity you can
quickly review use information. To learn more about how to estimate budgeted values
during planning, go to Manage Job Budgets.
The following procedures describe how to record actual (budgeted) quantities and costs
with a job journal. Alternatively, you can use purchase documents to record purchases
for a job. Learn more at Manage Job Supplies.
To record usage for a job planning line of type

Budget
2. Select the 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.
７ Note
You can also record usage for a job planning line of type Billable. Typically,
you use these lines to create invoices, but you can also transfer the
information to a journal. Learn more at Invoice Jobs
4. In the Qty. To Transfer to Journal field, enter the quantity 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 transfer to the journal.
5. Choose the Create Job Journal Lines action.
 Tip
If you are going to add more job planning lines for this job, wait with this step
until you have added all job planning lines.
6. On the Job Transfer Job Planning Line page, fill in the fields as necessary, and
then choose the OK button. Hover over a field to read a short description.
7. Choose the Open Job Journal action.
8. On the Job Journal page, select the relevant line and then choose the Post action.
 Tip
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 create job journal lines manually

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.
 Tip
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.
７ 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.
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.
Create inventory and warehouse pick

documents for a job
To create inventory and warehouse pick documents for jobs, your administrator must
enable Feature Update: Enable inventory and warehouse pick from Jobs on the
Feature Management page.
The feature adds the Create Inventory Pick and Create Warehouse Pick actions to the
Job Card. To create or register a pick document, use the Put-away/Pick
Lines/Movement Lines or Registered Pick Lines actions. Learn more at Flows for
Production, Assembly, and Jobs.
You can use the actions under the following conditions:
The Status of the job is Open.

The Line Type of the job planning line is Budget or Both Budget and Billable.
The Type of the job planning line is Item.
Require Pick is enabled for the related location.
Directed Pick and Put-away is disabled.
７ Note
Although the setting is called Require Pick, you can still post consumption directly
from the job journal line for the location. If your location is set up to require pick
processing but not shipment processing, you use the Inventory Pick page to
organize and print the picking information. You also use the page to enter and post
the result of the pick, which in turn posts the consumption of the items.
If your location is set up to require both pick and shipment processing, meaning
that you have chosen both the Require Pick and Require Shipment fields on the
Location Card page, use the Warehouse Pick page to handle the pick. Warehouse
picks are similar to inventory picks. The difference is that rather than posting the
picking information you register the pick. This registration doesn't post
consumption, it just makes the items available for posting. As a warehouse
manager, you can use a pick worksheet to organize pick information before
creating the individual warehouse pick instructions
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.
７ Note
This requires that the Apply Usage Link check box has been selected for the job.
For more information, see Set Up Jobs.
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

Manage Job Supplies
Article • 03/31/2022
Managing project supplies of items, services, and expenses is an integral and critical
aspect of the execution of all jobs. You can use inventory quantities or make job-specific
purchases using purchase orders or purchase invoices. For example, a service job on a
computer requires a new disk. You create a purchase invoice to buy a new disk and
record the job that it will be used on.
If the purchase process does not require that the physical transaction be recorded
separately, then a purchase may be processed on the Job G/L Journal page. For more
information, see To post a job-related expense.
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.
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 personalization tools if a 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.
To view the value of purchases for a job

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

Understanding WIP Methods in Project
Management
Article • 09/19/2022
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 Calculation Calculation Description

Method Formula
Method Formula
Cost Value Recognized Cost value calculations start by calculating the value of what has
Revenue = been provided by taking a proportion of the estimated total
Billable costs based on percentage of completion. Invoiced costs are
Invoiced Price subtracted by taking a proportion of the estimated total costs
based on the invoiced percentage.
Estimated Total
Costs = Billable This calculation requires that the billable total price, budget total
Total Price x price, and budget total costs be correctly entered for the whole
Budget Cost job.
Ratio
WIP Costs =
(Percentage of
Completion -
Invoiced %) x
Estimated Total
Costs
Percentage of
Completion =
Usage Total
Costs / Budget
Total Costs
Invoiced % =
Billable
Invoiced Price
Billable Total
Price
Recognized
Costs = Usage
Total Costs -
WIP
Method Formula
Cost of Recognized Cost of sales calculations begin by calculating the recognized

Sales Revenue = costs. Costs are recognized proportionally based on budget total
Billable costs.
Invoiced Price
This calculation requires that the billable total price and budget
Recognized total costs be correctly entered for the whole job.
Costs = Budget
Total Cost x
Invoiced
Percentage
Invoiced % =
Billable
Invoiced Price /
Billable Total
Price
(Invoiced %
exists as a
column on job
task lines)
WIP Costs =
Usage Total
Costs –
Recognized
Costs
Method Formula
Sales Value Recognized Sales value calculations recognize revenue proportionally based
Costs = Usage on usage total costs and the expected cost recovery ratio.
Total Costs
This calculation requires that the billable total price and budget
Recognized total price be correctly entered for the whole job.
Revenue =
Usage Total
Price x Expected
invoicing ratio
Cost Recovery
% = Billable
Total Price /
Budget Total
Price
WIP Sales =
Recognized
Sales - Billable
Invoiced Price
Method Formula
Percentage Recognized Percentage of completion calculations recognize revenue

of Costs = Usage proportionally based on the percentage of completion, that is,
Completion Total Costs usage total costs vs. budget costs.
Recognized This calculation requires that the billable total price and budget
Revenue = total costs be correctly entered for the whole job.
Billable Total
Price x
Percentage of
Completion
Percentage of
Completion =
Usage Total
Costs / Budget
Total Costs
(Captured in
the Cost
Completion %
field on job task
lines)
WIP Sales =
Recognized
Sales - Billable
Invoiced Price
Completed WIP Amount = Completed contract does not recognize revenue and costs until
Contract WIP Cost the job is complete. You may want to do this when there is high
Amount = uncertainty around the estimates of costs and revenue for the
Usage (Total job.
Cost)
All usage is posted to the WIP Costs account (asset) and all
WIP Sales invoiced sales are posted to the WIP Invoiced Sales account
Amount = (liability) until the job is complete.
Billable
(Invoiced Price)
See also
Project Management
Finance
Purchasing
Sales

Article • 09/19/2022
With the work in process (WIP) feature you can estimate the financial value of ongoing
jobs in the general ledger.
As a job progresses, materials and resources are consumed and expenses incurred that
must be posted to the job. In many cases, you might post expenses for a job before
invoicing. But if only expenses have been posted, your financial statement is inaccurate.
To track the actual value of the job, calculate WIP and post it to the general ledger.
Learn more at Understanding WIP Methods.
You can calculate WIP based on the following:
Cost value
Sales value
Recognizable cost
Percentage of completion
Completed contract
Create a job WIP method

Create a job WIP method that meets the needs of your organization and set it as the
default.
７ Note
After you've used your new method to create WIP entries, you cannot modify or
delete that method.
1. Choose the icon, enter job wip methods, then choose the related link.
3. Close the page.
4. To make this new method the default, choose the icon, enter jobs setup, then
5. In the Default WIP Method field, choose the method from the list.
Define a WIP method for a job

When you create a new job, you must specify which job WIP method applies. In some
cases, the job WIP method you use is already set as the default.
2. Choose the New action. Learn more at 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.
Define a WIP method for a job task

You can define a WIP method for a job task, exclude some job tasks from WIP
calcualtion, or group tasks to be calcualted together.
If you want to calculate WIP for each job task individually, WIP posting provides defined
dimensions for the specific tasks.
The WIP-Total specifies job tasks you want to group together when calculating WIP and
recognition. In any group of tasks, there needs to be one task that satisfies two
conditions:
Has a WIP-Total set to Total. (If there are no job tasks with WIP-Total set to Total,
Total is set automatically on the last job task line when WIP is calculated for the
first time.)
Has a Job Task No. number that's the final one in the group or range of job tasks.
The following table describes the three options:
Field Description
<blank> Leave blank if the job task is part of a group of tasks.
Total Defines the range or group of tasks included in the WIP and recognition calculation.
Within the group, any job task with Job Task Type set to Posting is included in the
WIP total, unless the task's WIP-Total field is set to Excluded.
Excluded Applies only to a task with Job Task Type of Posting, in which case the task isn't
included when WIP and recognition are calculated.
In the following example, job tasks are divided into two WIP total groupings,
demonstrating how the WIP-Total field works:
1000 Preparation Begin-Total <blank>

1010 . Cleaning Posting Excluded
1099 Total preparation End-Total <blank>
1100 Carpeting Begin-Total <blank>
1110 . Gluing floor Posting Excluded
1120 . Laying out carpet Posting <blank>
1199 Total carpeting End-Total <blank>
1200 Finish Begin-Total <blank>
1210 . Vacuum cleaning carpet Posting <blank>
1299 Total finish End-Total Total
1300 Error correction Begin-Total <blank>
1310 . Error correction Posting <blank>
1399 Total error correction End-Total Total
You'll notice:
1000 through 1299: WIP are calculated separately for this group of job tasks. Note
however, that two of the tasks, 1010 and 1110, are excluded from the WIP
calculation because their job task type is Posting.
1300 through 1399: WIP are calculated separately for this group of job tasks.
Calculate WIP
You can determine the WIP amount to post to balance sheet accounts for the period
end reporting. Use the Job Calculate WIP batch job to do this.
1. Choose the icon, enter job calculate wip, then choose the related link.
７ Note
The batch job only calculates the WIP, it does not post it to the general ledger. To
post it, run the Post WIP to G/L batch job after you've calculated the WIP. Learn
more in the following procedure.
Post WIP
When you've 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, then choose the related link.
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 a Status of Completed. Then, you must reverse any WIP that
has been posted to the general ledger.
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 the WIP. Or follows steps 5 and 6
to do so manually.
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.
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.
View job ledger entries

All job-related entries are recorded in job registers and sequentially numbered, 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 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.
Find related Microsoft training
See also
Walkthrough - Calculating Work in Process for a Job Managing Projects
Finance
Purchasing
Sales

Invoice Jobs
Article • 09/19/2022
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.
７ Note
You can also purchase external resources unrelated to a job, for example, to invoice
a vendor for work delivered. For more information, see Record Purchases.
You can invoice the whole job from the Job Task Lines page or only invoice selected
billable lines from the Planning Lines page. Invoicing can be done after the job is
finished or at certain intervals during the job's progress based on an invoicing schedule.
７ 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.
You can also invoice a company that is not the end customer. Sometimes the party that
a project is for is different from the party that is paying the bill. On the Jobs page, you
can specify the customer who will benefit from the project in the Sell-to fields, and the
party to invoice in the Bill-to fields.
To create multiple job sales invoices

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.
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.
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.
You can review and post created invoices in the Sales Invoices window.
７ Note
Alternatively, invoice a customer by selecting the job, and then choosing the Create
Job Sales Invoice action.
To create and post job sales invoice from job

planning lines
You can create an invoice from a job planning lines, and indicate at that time the
quantity of the item, resource, or general ledger account that you want to invoice.
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.
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.
７ Note
The above procedure is similar for creating, reviewing, and posting a job-related
sales credit memo.
See also
Managing Projects
Finance
Purchasing
Sales

Article • 09/19/2022
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.
７ 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.
them.
To See
Create fixed assets, assign depreciation methods, post acquisitions, salvage Acquire Fixed
values, and print fixed asset lists. Assets
Record service visits, post maintenance costs, and monitor maintenance Maintain Fixed
costs. Assets
Update insurance information, post acquisition costs to insurance policies, Insure Fixed
modify insurance coverage, view insurance statistics, and list insurance Assets
policies.
Reclassify fixed assets, transfer fixed assets to different locations, split up or Transfer, Split, or
combine assets. Combine Fixed
Assets
Adjust values of fixed assets, post appreciation, and post write-down Revalue Fixed
transactions. Assets
Calculate depreciation, post depreciation, and analyze depreciation in fixed Depreciate or

assets reports. Amortize Fixed
Assets
Post disposal transactions, view disposal ledger entries, and post partial Dispose of or
disposals. Retire Fixed Assets
Manage fixed asset budgets, budget acquisition costs, budget disposals of Manage Budgets
fixed assets, and budget depreciation. for Fixed Assets
Video Overview
The following video covers the basics of fixed assets.
https://www.microsoft.com/en-us/videoplayer/embed/RE4AegS?
See also
Setting Up Fixed Assets
Finance
Start a free trial!

Fixed Assets Reports and Analytics in
Business Central
Article • 03/31/2022
To help you manage your fixed assets in Business Central, standard reports and analytics
are built in. It moves beyond traditional reporting constraints to help you efficiently
design various types of reports.
Reports
The following table describes some of the key reports in fixed assets reporting.
Fixed Asset Shows the list of fixed asset and their setup info for a given depreciation 5601
List book.
Fixed Asset List all assets acquired within a given date range. You can also include fixed 5608
- assets that are created but not yet acquired.
Acquisition
List
Fixed Asset Shows the fixed asset ledger entries for fixed assets. 5604
Details
Fixed Asset An analysis report where you can specify two date columns and three data 5600
Analysis columns to see in the report. For example, to generate a report to use for
reconciling with the general ledger, add columns for acquisition cost at
ending date, depreciation at ending date, and book value at ending date. A
check report could have acquisitions/net change, write-down/net change,
and Appreciation/net change, so every change to fixed asset can be checked
if necessary. If you select the Budget Report field and specify an ending date
in the future, the report will calculate the future depreciation and can give
estimates for future depreciation and book values, if you selected those
fields as report columns.
Fixed Asset Shows the projected depreciation amounts and book value for a future 5607
Projected period for assets. The report is useful when you are using different
Value depreciation methods for your assets and want to estimate next year's
depreciation, for example. Use the report to create the budget amounts for
depreciation by selecting a budget and the Copy to G/L Budget field.
Fixed Asset Shows detailed information about acquisition cost, depreciation value, and 5605
Book Value book value for both individual assets and groups of assets. For each of these
01 three amount types, amounts are calculated at the beginning and at the end
of a specified period and for the period itself. If you select the Budget
Report field, the report will calculate the expected depreciation for the
period. Enter a group type if you want the report to group the fixed assets
and print group totals. For example, if you have set up six FA classes, select
the FA Class option to have group totals printed for each of the six class
codes.
Fixed Asset Shows the breakdown of fixed asset book value by changes in acquisition, 5606
Book Value depreciation, and appreciation within the period with a further breakdown
02 by additions and disposals within the period. Use this report to describe the
changes in fixed assets for a given period when many different changes
occur across the grouping of fixed assets. If you select the Budget Report
field, the report will calculate the expected depreciation for the period. Enter
a group type if you want the report to group the fixed assets and print group
totals. For example, if you have set up six FA classes, select the FA Class
option to have group totals printed for each of the six class codes.
Fixed Asset Shows an analysis of your fixed assets (FA) with various types of data for 5610
G/L individual assets and/or groups of assets. On the Fixed Assets FastTab, you
Analysis can set filters if you want the report to include only certain fixed assets. On
the Options FastTab, tailor the report to meet your specific needs. The report
is similar to the Fixed Asset Analysis report, but specifically for reconciling to
the general ledger and specifically for validating the disposal entries. The
report assumes that you know the G/L accounts that are specified in the
posting setup.
Fixed Asset Shows posted fixed asset ledger entries that are sorted and divided by 5603
Register register number. You can determine which registers' entries are shown by
setting a filter. It is important to set a filter; otherwise, the report may show a
very large amount of information.
See also

Acquire Fixed Assets
Article • 09/19/2022
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.
７ 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.
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.
７ 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.
 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 for many calculations.
） Important
You cannot use the Reverse Transactions function for fixed asset entries.
1. Choose the icon, enter FA Ledger Entries, and then choose the related link.
2. In the FA Ledger Entries page, select the entry or entries that you want to cancel.
3. Choose the Actions menu, and then choose the Cancel Entries action.
5. Choose the OK button to run the batch job.
6. When the incorrect entry or entries are canceled, proceed to post the correct
acquisition cost.
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.
７ Note
This process might require that you personalize the Fixed Asset Journals page by
adding the Salvage Value field. By default, the field is not displayed on the page.
1. Choose the icon, enter Fixed Asset Journals, and then choose the related link.
2. On the Fixed Asset Journals page, create the acquisition line. For more
journal.
3. In the Salvage Value field on the journal line, enter the salvage value amount as a
credit (prefix the amount with a minus sign, for example, -100).
７ 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
Finance

Maintain Fixed Assets
Article • 09/19/2022
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.
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
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.
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.
７ 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.
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.
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.
To view maintenance ledger entries

You can also study maintenance costs by viewing the maintenance ledger entries.
2. Select the fixed asset that you want to view ledger entries for, and then choose the
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.
See also
Fixed Assets
Finance

Insure Fixed Assets
Article • 03/31/2022
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
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.
２ 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
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.
７ 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.
７ 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.
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.
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.
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.
2. Select the relevant insurance policy, and then choose the Total Value Insures per
FA action.
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.
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.
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
Finance

Transfer, Split, or Combine Fixed Assets
Article • 09/19/2022
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 as a dimension.
2. Assign a fixed asset depreciation book to the new fixed asset. For more
information, see Acquire Fixed Assets.
3. Choose the icon, enter Fixed Asset Reclassification Journals, and then choose
the related link.
4. Create a journal line where the FA No. field contains the original fixed asset, and
the New FA No. field contains the new fixed asset to be moved. Fill in the other
fields as appropriate.
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.
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 relevant departments as dimensions.
2. Assign fixed asset depreciation books to the new fixed assets. For more
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.
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.
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.
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.
batch that you have specified on the Fixed Asset Journal Setup page for the
specified depreciation book. For more information, see Set Up Fixed Asset
Depreciation.
6. Choose the icon, enter Fixed Asset G/L Journals, and then choose the related
link.
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 Fixed Asset Book Value 02, and then choose the related
link.
See also
Fixed Assets
Finance

Revalue Fixed Assets
Article • 09/19/2022
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
3. In the FA Posting Type field, select Revaluation.
balancing account that is set up for appreciation posting.
７ Note
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.

To post a write-down from the fixed asset G/L
journal
2. Create an initial journal line, and fill in the fields as necessary.
3. In the FA Posting Type field, select Write-Down.
balancing account that is set up for write-down posting.
７ Note
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.
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.
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.
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
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
Finance

Depreciate or Amortize Fixed Assets
Article • 09/19/2022
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.
The batch job calculates the depreciation and creates lines in the fixed asset G/L
journal.
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.
７ Note
Known limitation: If you set the Use Force No. of Days field to Yes, and the Force
No. of Days field is set to a value where Posting Date minus Number of Days
results in a date in the previous calendar year, the system will not let you post the
depreciation. You can avoid it by reducing the Force No. of Days field to no more
than than the calculated days until posting date using 30days/month OR set the
flag Fiscal Year 365 Days in the Depreciation Book. We recommend the first option
as you may not want to change the use of 30days/months for depreciation. For
more information, see Fiscal Year 365 Days Field Depreciation.
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.
3. In the FA Posting Type field, select Depreciation.
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.
７ 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.
link.
2. Create an initial line and fill in the fields as necessary.
3. In the FA Posting Type field, select Allocation.
balancing account that is set up for allocation posting.
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

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.
5. Choose the icon, enter FA Journals, and then choose the related link.
７ 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.
７ 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
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.
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
Finance

Dispose of or Retire Fixed Assets
Article • 09/19/2022
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.
７ 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
The following steps assume that you have already set up the relevant posting groups in
the FA Posting Groups page. For more information, see To set up fixed asset posting
groups.
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
3. In the FA Posting Type field, select Disposal.
balancing account that is set up for disposal posting.
７ Note
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.
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.
2. Select the fixed asset that you want to view entries for, and then choose the
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
Find Entries action.
5. On the Find Entries page, select the general ledger entry line, and then choose the
Show Related Entries action.
The General Ledger Entries page opens where you can see the entries that the disposal
posting resulted in.
See also
Fixed Assets
To set up fixed asset posting groups.
Finance
Find Entries

Manage Budgets for Fixed Assets
Article • 09/19/2022
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.
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.
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.
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.
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.
See also
Fixed Assets
Finance

The Troubleshooting FA Ledger Entries
Extension
Article • 03/04/2022
Use the Troubleshooting FA Ledger Entries extension to round depreciation and

acquisition amounts in fixed asset ledger entries to whole numbers. For example, to
round an amount of 30,000.44 to 30,000. Typical causes of rounding issues are data
migration, suddenly starting to post amounts to the general ledger, or customizations
you've made to your Business Central.
The Troubleshooting FA Ledger Entries extension is pre-installed and ready to go. If you
remove the extension, but want to install it again, you can find it on AppSource.
Troubleshooting Fixed Asset Ledger Entries

When you open the Fixed Asset Card page for the first time, the FA Ledger Entries Scan
job queue entry is scheduled to monitor amounts every Sunday. If it finds amounts that
you might want to round, a notification will display the next time you open the Fixed
Asset Card page. The notification provides a See more option that opens the FA Ledger
Entries with Rounding Issues page, which lists the entries with amounts that you might
want to round. To round the amounts, choose the entries, and then choose the Accept
Selection action. You can use the Find entries with issues action to update the list with
new issues that occurred after the job queue entry ran on the previous Sunday.
See Also
Fixed Assets
Maintain Fixed Assets
Customizing Business Central Online Using Extensions
Finance

Managing Relationships
Article • 02/15/2022
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.
them.
To See
Define default settings for the use of contacts and interactions and set up Setting Up
number series. Relationship
Management
Define the external entities that you have business relations with, such as Managing
customers, prospective customers, vendors, lawyers, and consultants, either as Contacts
Person type or Company type.
Manage all types of communications between your company and your contacts, Managing
such as by email, letter, telephone, meetings. Interactions
Define segments to select a group of contacts according to specific criteria, such Managing
as the industry that the contacts belong to. Segments
Process incoming leads by creating opportunities and associating them to Managing

salespeople so that you can keep track of potential sales. Sales
Opportunities
Create marketing plans to identify, attract, and retain customers. Managing

Marketing
Campaigns
Use Dynamics 365 Sales for customer engagement and enjoy seamless Integrating
integration in the lead-to-cash process by using Business Central for backend with
activities such as processing orders, managing inventory, and doing your Dynamics 365
finances. Sales

Setting Up Relationship Management
Article • 02/06/2023
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
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).
Use 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.
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 select 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

Managing Contacts
Article • 03/31/2022
Employees in your company regularly meet prospective business relations that may
develop into formal relationships. All such external contacts and their detailed
information should be recorded in the system so that communication is more successful
and so they can easily be converted to formal customer, vendor, or bank relationships.
Use the Contacts list to manage your contacts. From there, you can create opportunities
and manage other interactions with individual contacts. You can also see statistics about
a contact, and you can access a range of reports. For information about how to find the
right contact in the list, see Sorting, Searching, and Filtering .
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
entering information about your contacts' profiles. Classify Business Contacts
Resolve confusion when two or more records exist for the Merge Duplicate Records
same contact.
See Also
Managing Sales Opportunities

Set Up Contacts
Article • 06/29/2022
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.
７ 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.

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.
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.
７ 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.

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.
７ 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.

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
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.
７ Note
When assigning web sources, you specify which search engine and search word that the
application will use to find the requested information.

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.
７ Note

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
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.
Use 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

Create Contacts
Article • 02/06/2023
When you develop a business relationship with someone in another company, add them
as a contact in Business Central. Then, add any information about them, or their
company, that could be useful in future communications. You can create the following
types of contacts on the Contact Card page:
Person – Use this when you've had direct contact with someone and have their
contact details.
Company – Use this for a contact that is not an individual person but rather an
entity such as a contractor or a bank.
The information that's relevant for each type of contact differs, so the available fields
and actions are different. For example, you can only assign job responsibilities to a
person, and an industry group to a company.
You can change the value of the Type field later. Alternatively, use the fields on the
Inheritance FastTab on the Marketing Setup page to specify the data to share between
a person and their company. Learn more at Setting Up Contacts.
When a contact is converted to a customer, for example, the contact person or contact
company becomes the name of the customer. The record for the contact is kept, and
you can link the contact and the customer so their data is synchronized going forward.
７ Note
If you switch on the feature update for conversion templates, then you can also
create vendors or employees from business contacts.
However, if you're already using the built-in functionality to create customers or

items automatically, this feature update does not support custom fields, and newly
created customers or items will not include such data.
To create a contact manually

1. Choose the icon, enter Contacts, then choose the related link.
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 select Enter 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 existing customers, vendors, and bank accounts you want to create contact
cards for, you can use the Create Contacts from batch jobs. When you create a contact
this way, the contact information is later synchronized with the related customer,
vendor, or bank account information. Learn more at Synchronizing Contacts with
Customers, Vendors, Employees, and Bank Accounts.
７ 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. Learn more at Set up Contacts.
1. Choose the icon, enter one of the following that matches the entity you want to
create contacts from, 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 OK to start creating contacts.
The next contact numbers in the number series are assigned to the new contacts. The
business relation code 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,
employee, or bank account from a contact. Learn more in the To create a customer,
vendor, employee, or bank account from a contact section.
To create a customer, vendor, employee, or

bank account from a contact
If you have a customer, vendor, employee, or bank account for the company you want
to create a contact for, use the Create as action. When you create a contact this way, the
contact information is later synchronized with the related customer, vendor, employee,
or bank account information. Learn more at Synchronizing Contacts with Customers,
Vendors, and Bank Accounts.
７ Note
Before you can create customers, vendors, employees, or bank accounts from
contacts, you must specify a business relation code on the Marketing Setup page
on the Interactions FastTab. Learn more at Setting up Contacts.
1. Choose the icon, enter Contacts, then choose the related link.
2. Select the contact you want to create as a customer, vendor, employee, or bank
account.
3. Choose the Create as action, then choose either Customer, Vendor, Bank, or
Employee.
4. Choose OK.
The contact information is transferred from the contact card to a new customer, vendor,
employee, or bank account card. You may want to add specific information to each of
the cards, such as invoicing and payment details. For an example, see Register New
Customers.
To link a contact to an existing customer,

vendor, employee, or bank account
If you have a contact and either a customer, vendor, employee, or bank account for the
same company, you can link the two entities to synchronize data.
1. Open the contact you want to link.

2. Choose the Link with existing action, then choose the Customer, Vendor, Bank, or
Employee action.
3. On the page that opens, select the customer, vendor, employee, or bank account
to link to.
4. In the Current Master Fields field, specify the fields to prioritize if there is
conflicting information in fields common to both the existing contact and the
customer, vendor, employee, or bank account. So, if the salesperson code differs
between the contact and customer, you can choose to keep the one on the contact
card by selecting Contact.
5. Choose OK.
To remove a link between a contact and an

existing customer, vendor, employee, or bank
account
If you linked a contact with a customer, vendor, employee, or bank account that you
didn't intend to, remove the link between the entities so the data no longer
synchronizes.
1. Open the contact that has the wrong link.

2. Choose the Business Relations action.
3. On the page that opens, select the customer, vendor, employee, or bank account
to remove the link from.
4. Choose the Delete action.
７ Note
Do not use the Business Relations window to change existing relations. Instead,
remove the relation and use the Link with existing action. Learn more in the To link
a contact to an existing customer, vendor, employee, or bank account section.
Synchronizing contacts with customers,

vendors, employees, and bank accounts
If some of your contacts are also customers, vendors, employees, or bank accounts, you
can synchronize them with data from the contact and gain the following benefits:
You only have to update information in one place. So, if you modify the phone
number on the contact, the phone number for the customer, vendor, employee, or
bank account is automatically updated.
If you have specified a number series for contacts, when you create a customer,
vendor, employee, or bank account card, a contact is automatically created.
You can create sales quotes and orders, and purchase quotes and orders, from the
contact.
You can record your interactions, 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, employee, or bank account,
only the contact is removed. The customer, vendor, employee, or bank account
remains.
Likewise, if you delete a customer, vendor, employee, or bank account that is
linked to a contact, the contact remains.
７ Note
Certain details, such as invoicing and posting details, are not available for contacts.
When you create contacts as customers, vendors, employees, or bank accounts, you
may want to add that information manually.
There are three ways to enable data synchronization between contacts and customers,
vendors, employees, or bank accounts:
When you create contacts from customers, vendors, or bank accounts. Learn more
in the To create a contact from a customer, vendor, or bank account section.
When you create customers, vendors, employees, or bank accounts from contacts.
Learn more in the To create a customer, vendor, employee, or bank account from a
contact section.
When you link contacts to existing customers, vendors, employees, or bank
accounts from the contact card. Learn more in the To link a contact to an existing
customer, vendor, employee, or bank account section.
To view which customer, vendor, employee, 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 Account/Employee action.
See also
Managing Contacts
Setting Up Contacts
Use Online Maps to Find Locations and Directions

Use Profile Questionnaires to Classify
Business Contacts
Article • 05/24/2022
You can rate a prospect so you can identify the ideal prospects to focus your sales
campaign on. 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. This way, you can group contacts so
that your campaigns are more likely to target the right people based on the criteria that
you define with the questionnaires.
With the right questionnaires, you can rate your prospects and group them into
categories. You can use existing questions and answers and combine them with new
questions and answers to form the basis of your rating. Each answer in the rating is
given a point value and, depending on the range you set up for the categories (From
Value and To Value), the rating system will group your contacts in the categories you
have defined. For example, ABC customers, High/Low loyalty vendors, or
Platinum/Gold/Silver prospects.
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.
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.
Optionally, add details to the question.
a. Choose the line with the question, and then, choose the Line menu, and then
choose Question Details.
b. On the Classification FastTab in the Profile Question Details page, select the
Auto Contact Classification field.
c. In the Contact Class. Field field, select the Rating option.
d. Fill in the Min. % Questions Answered field. The default is 0.
This specifies the number of questions in percentage that must be answered for
this rating to be calculated.
e. On the Actions tab, in the Page group, choose Answer Points. Enter the points
you want to give each answer listed in the Answer Points page.
If you want to get an overview of the points you have given each answer,
choose the Answer Points action.
f. To run an update, return to the Profile Questionnaire Setup page. On the

Actions menu, in the Functions group, choose Update Classification.
In the Profile Questionnaire Setup page, the number of contacts that meets this
criteria is displayed in the No. of Contacts field, as well as on the Contact Card of
each contact.
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 can use it to rate and classify your contacts.
You can also set up questions that are rated automatically based on information in the
contact card.
７ 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.
Apply questionnaires to contacts

You can apply your questionnaires to contacts manually. Just open the relevant contact
card, and then choose the Profile action. Then, once you have applied the
questionnaires that you want to apply, you can start using the categories in your
campaigns.
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.
７ 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:
Type Description Automatic 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

Article • 09/19/2022
７ Note
 Tip
and contact cards.
field.
Merge action.
current customer.
Rename Duplicate.
merge.
disappears.
７ Note
Contacts.
See also
Sales
Set Up Contacts

Managing Segments
Article • 03/31/2022
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.
them.
To See
Create segments which allow you to select a group of contacts. For Create Segments
example, direct mail.
Manage the contacts that are assigned to segments. Add Contacts to Segments
Learn about using interactions for segments, including logging. Managing Interactions for
Segments
See Also
Managing Contacts

Create Segments
Article • 02/06/2023
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.
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 select 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

Add Contacts to Segments
Article • 03/31/2022
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

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
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

Manage Interactions for Segments
Article • 03/31/2022
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
Creating and Managing Contacts

Managing Interactions with your
Contacts
Article • 06/29/2022
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.
them.
To See
Set up your system to record interactions. Set Up Contacts
Create interactions to record all the interactions and communications you Create Interactions
have with your contacts and segments, such as emailing. on Contacts and
Segments
Set up your system to automatically record interactions for sales, Automatically Record
purchase, and service documents, such as when a documented is created, Interactions with
posted, or printed. Contacts

Record Interactions With Contacts
Article • 03/31/2022
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

Create Interactions on Contacts and
Segments
Article • 03/31/2022
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.
７ 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

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

Recording Interactions with Contacts
Automatically
Article • 06/29/2022
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

Article • 03/31/2022
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.
them.
To See
Set up the sales cycles that you usually follow, and the different Set Up Opportunity Sales
stages within each opportunity sales cycle. Cycles and Cycle Stages
Create sales opportunities that you have from your contacts. Create Opportunities
Move a sales opportunity through the sales cycle to completion. Process Sales Opportunities
See Also
Sales

Set Up Opportunity Sales Cycles and
Cycle Stages
Article • 05/27/2022
Before you 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. For each stage, you define any 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 set up as many sales cycles as you
need. You can set up as many sales cycle stages as necessary within a sales cycle.
To use opportunity sales cycles, you must set up the sales cycle, define the different
stages of the cycle, and then assign the cycle to opportunities. Assigning the relevant
activity or tasks to the opportunity may also be part of setting up a sales cycle.
This article 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
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 tasks, such as 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. Hover over a field to
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.
７ Note
You cannot create tasks of type Meeting in Business Central online. The capability
requires access to an on-premises deployment.
The following 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. Hover over a field to read a
short description.
 Tip
As you can see in the Opportunity field, the task is automatically assigned to
the relevant opportunity.
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

Create Sales Opportunities
Article • 06/29/2022
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.
Choose the Create Opportunity action.

Choose the Opportunities action, and then choose New.
4. Fill in the relevant fields.
See Also
Sales

Track Email Message Exchanges
Between Salespeople and Contacts
Article • 04/03/2023
Get more out of the communications between your salespeople and customers by
turning email exchanges 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.
） Important
For Business Central online, Business Central and Exchange Online must be on the
same tenant.
To set up email logging
Set up public folders and rules for email logging in

Exchange Online
７ Note
The following sections assume that you have administrator access for Exchange
Online.
Before you can set up email logging, you must prepare Office 365 public folders. You
can do this in the Exchange admin center, or you can use the Exchange Online
PowerShell.
 Tip
If you want to use the Exchange Online PowerShell, you can find inspiration for
how to set up your script in a sample script that we published in the BCTech
repo .
Follow the steps below to set up Exchange Online, with links to where you can learn
more.
Create an admin role group
Create an admin role group for public folders based on the information in the following
table:
Property Value
Name Public Folders Management
Selected Public Folders

roles
Selected The email of the user account that Business Central will use to run the email
users logging job
For more information, see Manage role groups in Exchange Online.
Create a new public folder mailbox

Create a new public folder mailbox based on the information in the following table:
Property Value
Name Public MailBox
For more information, see Create a public folder mailbox.
Create new public folders

1. Create a new public folder with the name Email Logging in the root so that the full
path to the folder becomes \Email Logging\ .
2. Create two sub-folders so that the the result is the following full paths to the
folders:
\Email Logging\Queue\
\Email Logging\Storage\
For more information, see Create a public folder.
Set public folder ownership

Set the email logging user as an owner of both public folders, Queue and Storage.
For more information, see Assign permissions to the public folder.
Mail-enable the Queue public folder

For more information, see Mail-enable or mail-disable a public folder.
Mail-enable sending emails to the Queue public folder

Mail-enable sending emails to the Queue public folder using Outlook or the Exchange
Management Shell.
For more information, see Allow anonymous users to send email to a mail-enabled
public folder.
Create mail flow rules

Create two mail flow rules based on the information in the following table:
Purpose Name Apply this rule if... Do the following...
A rule for Log Email The sender is located Outside the BCC the email account
incoming Sent to This organization, and the recipient is that is specified for the
email Organization located Inside the organization Queue public folder
A rule for Log Email The sender is located Inside the BCC the email account
outgoing Sent from This organization, and the recipient is that is specified for the
email Organization located Outside the organization Queue public folder
For more information, see Manage mail flow rules in Exchange Online and Mail flow rule
actions in Exchange Online.
７ Note
If you make changes in the Exchange Management Shell, the changes become
visible in the Exchange admin center after a delay. Also, the changes made in
Exchange will be available in Business Central after a delay. The delay might be
several hours.
Next, you connect Business Central with Exchange Online.
Set Up a shared mailbox and rules for email logging in

Exchange Online
７ Note
These steps require administrator access for Exchange Online.
Prepare a shared mailbox in the Exchange admin center. Alternatively, you can also use
Exchange Online PowerShell. For more information, see Create a shared mailbox or
Exchange Online PowerShell.
７ Note
If you use Exchange Management PowerShell, your changes are available in the
Exchange admin center after a delay. The delay might be several hours.
Add a user account for members of the shared mailbox

The account that you'll use for email logging is an Exchange Online account. The
scheduled job will use the account to connect to the shared mailbox and process emails.
This account should not be associated with a specific person. Add the email account to
the members for the shared mailbox. For more information, see Use the EAC to edit
shared mailbox delegation.
Allow other users to see logged emails

You can allow another user to open an email message in Exchange that is related to an
interaction log entry from Business Central. To do that, give the user Read permission to
the Archive folder in the shared mailbox. For more information, see Exchange Online
PowerShell.
Create mail flow rules

Mail flow rules look for specific conditions on messages and take action on them. Create
two mail flow rules based on the information in the following table. For more
information, see Manage mail flow rules in Exchange Online and Mail flow rule actions
in Exchange Online.
A rule for Log Email Sent The sender is located outside the BCC the email account
incoming to This organization, and the recipient is that is specified for the
email Organization located inside the organization shared mailbox.
A rule for Log Email Sent The sender is located inside the BCC the email account
outgoing from This organization, and the recipient is that is specified for the
email Organization located outside the organization. shared mailbox.
７ Note
Business Central only processes messages in the Inbox folder in the shared mailbox.
If a rule moves messages from the Inbox to another folder, those messages will not
be processed. Additionally, messages in the Junk Mails folder are also ignored.
Set 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 Microsoft 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 Microsoft 365. To start the guide, go
to the Assisted Setup page, and then select the Set up email logging guide.
2. Make sure that the email addresses for your sales people and contacts in Business
Central are valid. 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 Email Logging, choose Actions, and
then choose Validate Setup.
View 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
card for the person, choose Related, then History, and then Interaction Log Entries.
There are a few things you can do with each entry in the log, for example:
View the content of the email message that was exchanged by selecting Process
and then Show Attachments.
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 turn
an email exchange into an opportunity, choose the entry, then Process, and then
Create Opportunity. For more information, see Managing Sales Opportunities.
Mailbox and folder limits in Exchange Online

There are mailbox and folder limits in Exchange Online, such as limits for folder sizes
and the number of messages. For more information, see Exchange Online limits and
Limits for public folders in Exchange Server.
Business Central stores logged email messages in a folder in Exchange Online. Business
Central also stores a link to each logged message. The links open the logged messages
in Exchange Online from the Interaction Log Entries, Contact Card, and Salespersons
Card pages in Business Central. If a logged message is moved to another folder, the link
will be broken. For example, a message might be moved manually, or Exchange Online
might automatically start AutoSplit when a storage limit is reached.
The following steps can help you avoid breaking links to messages in Exchange Online.
1. Don't move existing messages to another folder after you change settings for your
email logging setup. Keeping existing messages where they are will preserve the
links. Links to messages in the new folder will be valid.
2. Avoid reaching the mailbox and folder limits. If you're about to reach a limit, take
the following steps:
a. Set up a new shared mailbox in Exchange Online.
b. Update your email flow rules in Exchange Online.
c. Update your email logging setup in Business Central accordingly
Connect on-premises versions to Microsoft

Exchange
You can connect Business Central on-premises to Exchange on-premises or Exchange
Online for email logging. For both versions of Exchange, settings for the connection are
available on the Marketing Setup page. For Exchange Online, you can also use an
Connect to Exchange Online

To connect to Exchange Online you must register an application in Azure Active
Directory. Provide the application ID, key vault secret, and the redirect URL to use for the
registration. The redirect URL is pre-set and should work for most installations. For more
information, see To register an application in Azure AD for connecting from Business
Central to Exchange Online.
You must also use OAuth2 as the Authentication Type. You must also register an
application in Azure Active Directory. Provide the application ID, key vault secret, and
the redirect URL to use for the registration. The redirect URL is pre-populated and
should work for most installations. For more information, see To register an application
in Azure AD for connecting from Business Central to Exchange Online below.
You must set up your installation to use HTTPS. For more information, see Configuring
SSL to Secure the Business Central Web Client Connection. If you're setting up your
server to have a different home page, you can change the URL. The client secret will be
saved as an encrypted string in your database.
To register an application in Azure AD for connecting

from Business Central to Exchange Online
The following steps assume that you use Azure Active Directory to manage identities
and access. For more information, see Quickstart: Register an application with the
Microsoft identity platform.
1. In the Azure Portal, under Manage, choose Authentication.
2. Under Redirect URL, add the redirect URL that is suggested on the Email Logging
page in Business Central. If the redirect URL field on the Email Logging page is
empty, find the suggested redirect URL on the Assisted Setup page. To open the
page, on the Email Logging page, choose Actions, and then Assisted Setup.
７ Note
If you do not specify the redirect URL, you can do so later by choosing Add a
platform, and then choosing Web to add the web application and the redirect
URL.
3. Under Manage, choose API permissions, and choose Microsoft Graph, and then
choose Delegated permissions.
4. Use the search box to find and select Mail, and then add the
Mail.ReadWrite.Shared permission.
5. Under Manage, choose Certificates & Secrets, and then create a new secret for
your app. You'll use the secret either in the Client Secret field on the Email
Logging page in Business Central.
6. Choose Overview, and then find the Application (client) ID value. This is the client
ID of your application. You must enter it either in the Client ID field on the Email
Logging page.
7. In Business Central, set up email logging on the Email Logging page, or use the
Assisted Setup guide for assistance.
Use Another Identity and Access Management Service

If you are not using Azure Active Directory to manage identities and access, you will
need some help from a developer. If you prefer to store the app ID and secret in a
different location, you can leave the Client ID and Client Secret fields blank and write an
extension to fetch the ID and secret from the location. You can provide the secret at
runtime by subscribing to the OnGetEmailLoggingClientId and
OnGetEmailLoggingClientSecret events in codeunit 1641 "Setup Email Logging".
To start logging email

1. To start logging email, on the Email Logging page, turn on the Enabled toggle.
2. Sign in with the Exchange Online account that the scheduled job will use to
connect to the shared mailbox and process emails.
７ Note
If you are not prompted to sign in the the Exchange Online account, it might
be because your browser is blocking pop-ups. To sign in, allow pop-ups from
https://login.microsoftonline.com .
To stop logging email

1. Choose the icon, enter Email Logging, and then choose the related link.
2. Turn off the Enabled toggle.
To change the user account used for email
logging
Business Central Online

1. Sign in to Business Central with the account that the scheduled job will use to
connect to the shared mailbox and process emails. This account must have access
to both Business Central and Exchange Online.
3. Choose Related, and then Job Queue Entry.
4. Restart the Email Logging job.
Business Central On-Premises

2. Choose Actions, and then Renew Token.
3. Sign in with the Exchange Online account that the scheduled job will use to
connect to the shared mailbox and process emails.
See Also
Managing Relationships

Process Sales Opportunities
Article • 06/29/2022
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 Then
opportunities
for
All Choose the icon, enter Opportunity List, and then choose the related link.
salespeople
and contacts
A specific Choose the icon, enter Salespeople, and then choose the related link. Select
sales person the salesperson, choose the Opportunities action, and then choose the List
action.
A specific Choose the icon, enter Contacts, and then choose the related link. Select the
contact 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
７ Note
You can only create sales quotes from opportunities where the contact type is
Company.
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.
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
Use Profile Questionnaires to Classify
Business Contacts
Article • 05/24/2022
You can rate a prospect so you can identify the ideal prospects to focus your sales
campaign on. 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. This way, you can group contacts so
that your campaigns are more likely to target the right people based on the criteria that
you define with the questionnaires.
With the right questionnaires, you can rate your prospects and group them into
categories. You can use existing questions and answers and combine them with new
questions and answers to form the basis of your rating. Each answer in the rating is
given a point value and, depending on the range you set up for the categories (From
Value and To Value), the rating system will group your contacts in the categories you
have defined. For example, ABC customers, High/Low loyalty vendors, or
Platinum/Gold/Silver prospects.
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.
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.
Optionally, add details to the question.
a. Choose the line with the question, and then, choose the Line menu, and then
choose Question Details.
b. On the Classification FastTab in the Profile Question Details page, select the
Auto Contact Classification field.
c. In the Contact Class. Field field, select the Rating option.
d. Fill in the Min. % Questions Answered field. The default is 0.
This specifies the number of questions in percentage that must be answered for
this rating to be calculated.
e. On the Actions tab, in the Page group, choose Answer Points. Enter the points
you want to give each answer listed in the Answer Points page.
If you want to get an overview of the points you have given each answer,
choose the Answer Points action.
f. To run an update, return to the Profile Questionnaire Setup page. On the

Actions menu, in the Functions group, choose Update Classification.
In the Profile Questionnaire Setup page, the number of contacts that meets this
criteria is displayed in the No. of Contacts field, as well as on the Contact Card of
each contact.
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 can use it to rate and classify your contacts.
You can also set up questions that are rated automatically based on information in the
contact card.
７ 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.
Apply questionnaires to contacts

You can apply your questionnaires to contacts manually. Just open the relevant contact
card, and then choose the Profile action. Then, once you have applied the
questionnaires that you want to apply, you can start using the categories in your
campaigns.
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.
７ 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:
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

Use Dynamics 365 Sales from Business
Central
Article • 09/23/2022
If you use Dynamics 365 Sales for customer engagement, you can enjoy seamless
integration in the lead-to-cash process by using Business Central for backend activities
such as processing orders, managing inventory, and doing your finances.
Before you can use the integration capabilities, your system administrator must set up
the connection and define users in Dynamics 365 Sales. For more information, see
Integrating with Dynamics 365 Sales.
７ Note
These steps describe the process of integrating online versions of Dynamics 365
Sales and Business Central. For information about on-premises configuration, see
Preparing Dynamics 365 Sales for Integration on-premises.
Integrating the applications lets you access data in Sales from Business Central, and in
some cases the other way around. You can work with and synchronize data that both
services have in common, such as customers, contacts, and sales information, and keep
the data up to date in both applications.
For example, a sales person in Dynamics 365 Sales can use the price lists from Business
Central when they create a sales order. When they add the item to the sales order line in
Dynamics 365 Sales, they can see the inventory level (availability) of the item from
Business Central.
Conversely, order processors in Business Central can handle sales orders that are
automatically or manually transferred from Dynamics 365 Sales. For example, they can
create and post sales order lines for items or resources that were entered in Dynamics
365 Sales as write-in products. For more information, see Handling Sales Order Data.
） Important
Business Central integrates only with Dynamics 365 Sales. Other Dynamics 365
applications that change the standard workflow or data model in Dynamics 365
Sales, for example Project Service Automation, can break the integration between
Business Central and Dynamics 365 Sales.
Coupling Records
The assisted setup guide lets you choose the data to synchronize. Later, you can also set
up synchronization for specific records. This is referred to as coupling. For example, you
can couple a specific account in Dynamics 365 Sales with a specific customer in Business
Central. This section describes what to take into consideration when you couple records.
For example, if you want to see accounts in Dynamics 365 Sales as customers in
Business Central, you must couple the two types of records. To do that, on the
Customers list page in Business Central, use the Set Up Coupling action. Then specify
which Business Central customers to match to which accounts in Dynamics 365 Sales.
You can also create (and couple) an account in Dynamics 365 Sales based on, for
example, a customer record in Business Central using Create Account in Dynamics 365
Sales, or vice versa, using Create Customer in Business Central.
When you set up coupling between two records, you can also manually request current
record, for example a customer, to be overwritten immediately by account data from
Sales (or from Business Central) using Synchronize Now action. Synchronize Now action
which will ask whether to overwrite Sales or Business Central record data.
In some cases you must couple certain sets of data before other sets of data, as shown
Data What to couple first
Customers and accounts Couple salespeople with Dynamics 365 Sales users
Items and resources Couple units of measure with Dynamics 365 Sales unit groups
Items and resource prices Couple customer price groups with Dynamics 365 Sales prices
７ Note
If your prices or customers use foreign currencies, make sure that you couple
currencies to Sales transaction currencies.
In Dynamics 365 Sales, sales orders depend on information such as customers, units of
measure, currencies, customer price groups, and items and/or resources. For the
integration with sales orders to work you must couple customers, units of measure,
currencies, customer price groups, and items and/or resources.
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
Dynamics 365 Sales. On the Dynamics 365 Sales Full Synch Review page, you choose
the Start action. Full 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 sales of non-registered products are mapped to a specified item or resource
number.
７ Note
You cannot map a write-in to an item or resource in Business Central that is

coupled with a product in Dynamics 365 Sales. To allow for write-ins, we
recommend that you create an item or resource specifically for that purpose, and
do not couple it with a product in Dynamics 365 Sales.
If the description of the item on the original sales order is long, an additional sales order
line of the type Comment is created to hold the full text on the sales order in Business
Central.
Updates to fields on sales order headers, such as the Last Shipment Date or Requested
Delivery Date fields, that are mapped in the SALESORDER-ORDER integration table
mapping are periodically synchronized to Dynamics 365 Sales. Processes such as
releasing, shipping, and invoicing a sales order are posted to the sales order timeline in
Dynamics 365 Sales. For more information, see Introduction to activity feeds. To enable
posting and activities for orders in Dynamics 365 Sales, see Set up the Notes control to
access information about posts for a custom entity in the Customer Engagement
documentation. The article refers to Customer Engagement on-premises, but the steps
are the same for the online version.
７ Note
Periodical synchronization based on the SALESORDER-ORDER integration table

mapping will work only when sales order integration is enabled. For more
information, see Connection settings on the Sales Connection Setup Page. Only
sales orders created from submitted sales orders in Dynamics 365 Sales are
synchronized. For more information, see Enable Sales Order Processing
Integration.
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.
When you choose Process in Business Central for a quote that is in state Won, a sales
order is created in Business Central only if a corresponding sales order is submitted in
Dynamics 365 Sales. Otherwise, the quote is only released in Business Central. If a
corresponding sales order is submitted in Dynamics 365 Sales later, and a sales order is
created from it, the Quote No. is updated on the sales order and the quote is archived.
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.
Handling Sales Prices
７ Note
In 2020 release wave 2 we released streamlined processes for setting up and

managing prices and discounts. If you're a new customer using that version, you're
using the new experience. If you're an existing customer, whether you are using the
new experience depends on whether your administrator has enabled the New sales
pricing experience feature update in Feature Management. For more information,
see Enabling Upcoming Features Ahead of Time.
The steps to complete this process differ, depending on whether your administrator has
enabled the new pricing experience.
７ Note
If the standard price synchronization does not work for you, we recommend using
integration customization capabilities. For more information, see Customizing an
Integration with Microsoft Dataverse.
Current Experience
In the current pricing experience, Business Central synchronizes sales prices that:
Apply to all customers. Default sales price lists are created based on the price
in the Unit Price field on the Item Card page for the items.
Apply to a specific customer price group. For example, sales prices for your
retail or wholesale customers. To synchronize prices based on a customer price
group, do the following:
1. Couple the items for which prices are set by the customer price group.
2. On the Customer Price Groups page, couple the customer price group
by choosing Related, then Dynamics 365 Sales, Coupling, and then Set
up coupling. The coupling will create an active price list in Business
Central with the same name as the customer price group in Dynamics
365 Sales, and automatically synchronize all items for which the
customer price group defines the price.
See Also
Integrating with Dynamics 365 Sales
Overview of Sales and Sales Hub
Start a free trial!
Couple and Synchronize Records
between Dataverse and Business Central
Article • 04/14/2023
This topic describes how to couple one or more records in Business Central with records
in Dataverse or Dynamics 365 Sales. Coupling records lets you view Dataverse
information from Business Central, and vice versa. The coupling also enables you to
synchronize data between the records. You can couple existing records, or create and
couple new records.
７ Note
Coupling and synchronizing data is available only if your system administrator has
created a connection between Business Central and Dataverse or Dynamics 365
Sales. A quick way to check is to open the Customer card and look for the Set Up
Coupling action. If the action is available, the apps are connected.
Video Example
This video shows coupling and synchronizing data in the context of an integration with
Dynamics 365 Sales.
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 in one direction, select the option that specifies the
direction of data update, and then choose OK.
To synchronize a single record from Dynamics

365 Sales
1. In Dynamics 365 Sales, open the form for the record you want to couple. For
example, the Account card or Contact card form.
2. Choose the Business Central action in the ribbon to open and couple record
automatically.
７ Note
You can synchronize a single record from Dynamics 365 Sales automatically
only when Sync. Only Coupled Records is disabled and the synchronization
direction is set to Bidirectional or From Integration Table on the Integration
Table Mapping page for the record. For more information, see Mapping the
Tables and Fields to Synchronize.
To couple multiple records using match-based

coupling
Specify the data to synchronize for an entity, such as a customer or contact, by coupling
records based on matches. Refine the matches by making the search case sensitive, and
assigning a priority for each match. If no match is found, you can also specify that you
want to create the entity in Dataverse. For more information, go to Customize the
match-based coupling.
７ Note
The match-based coupling process skips records that are already matched. To
include those records when you run match-based coupling, uncouple the records
and then try again. To learn more about uncoupling records, go to Uncoupling
Records.
1. In Business Central, open the list page for the record, such as the Customers or
Contacts list pages.
2. Choose the Match-Based Coupling action.
To synchronize multiple records

1. In Business Central, open the list page for the record, such as the Customers or
Contacts pages.
2. Select the records that you want to synchronize, and then choose the Synchronize
Now action.
3. If records can be synchronized in one direction, select the option that specifies the
direction, and then choose OK.
Bulk-insert and couple records

If you have a large number of Dataverse entities that correspond to records in Business
Central, you can insert and couple them in-bulk. For example, you might want to bulk-
insert and couple records when you're setting up synchronization for the first time.
You'll use the Data import wizard in the Microsoft Power Platform admin center.
The following example describes how to bulk-insert and couple customers with
accounts in Dataverse. Use the same process for other types of entities, such as vendors,
items, and resources.
2. Choose the Open in Excel action to open customer data in Excel.
3. To map and import data to the Account entity in Dataverse, follow the steps
described in Import data (all record types) from multiple sources.
If the Account entity has a bcbi_companyid column, when you map the data
columns make sure that the import assigns the appropriate company ID in the
column for every imported record. To find the company ID in Business Central,
follow these steps:
a. Open the Integration Table Mappings page.
b. Choose the CUSTOMER mapping, and then choose Edit List.
c. Scroll to the right, and choose the assist edit button in the Integration
Table Filter field. This shows the default filter for customer mapping, and it
contains the company ID. The company ID is the first part of the value. Copy
only that part, and disregard the 0s. The following example highlights the part
to copy.
７ Note
Not all of the names of Dataverse entities and Business Central records match.
Depending on what you're importing, double-check that the following
columns have the following values after you import:
For customers, the CustomerTypeCode column should contain

Customer.
For vendors, the CustomerTypeCode column should contain Vendors.
For items, ProductTypeCode column should contain Sales Inventory.
For resources, the ProductTypeCode column should contain Service.
4. After you import data to the Dataverse environment, in Business Central, follow the
steps To couple multiple records using match-based coupling to couple the
Dataverse entities with Business Central records.
Uncoupling Records
You can uncouple one or more records from list pages or the Coupled Data
Synchronization Errors page by choosing one or more lines and choosing Delete
Coupling. You can also remove all couplings for one or more table mappings on the
Integration Table Mappings page.
See Also
Use Dynamics 365 Sales from Business Central

View the Status of Synchronization Jobs
Article • 03/31/2022
Use the Coupled Data Synchronization Errors page to view the status of
synchronization jobs that have been run for coupled records in a Dataverse or Dynamics
365 Sales integrations. This includes jobs that were run from the job queue and manual
synchronization jobs that ran on records from Business Central. For example, viewing
their status is helpful when troubleshooting because it gives you access to details about
errors related to coupled records. Typically, these types of errors are caused by user
actions, for example, when:
Two people made a change to the same data in both business apps.
Someone deleted data in one of the apps, but not both.
７ 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.
Example
This video shows an example of how to troubleshoot errors that happened while
synchronizing with Dataverse. The process will be the same for all integrations.
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
Action Description
Remove Uncouples the records and they will no longer synchronize. To restart the
Coupling synchronization you must couple them again.
Retry and For each record where an error is found, synchronization is skipped unless you fix
Retry All the issue. Retry will include the selected record in the next synchronization, and
Retry All includes all of the records.
Synchronize The app will try to resolve a conflict where data was changed in both business
apps. You can choose the data to use.
Restore These are useful when a record was deleted in one of the business apps. Delete
Records Records deletes the record or row in the app where it still exists. Restore Records
and Delete recreates the record or row in the business app where it was deleted.
Records
７ Note
To reduce the number of conflicts you need to resolve, you can set up your
integration table mappings to apply these actions automatically. For more
information, Mapping Integration Tables.
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 Dataverse or 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.
Remove Couplings Between Records

When something goes wrong in your integration and you need to uncouple records to
stop synchronizing them, you can do so for one or more records at a time. You can
uncouple one or more records from list pages or the Coupled Data Synchronization
Errors page by choosing one or more lines and choosing Delete Coupling. You can also
remove all couplings for one or more table mappings on the Integration Table
Mappings page.
If an entity with a unidirectional coupling is deleted in Business Central, you must

manually delete the broken coupling. To do that, on the Coupled Data Synchronization
Errors page, choose the Find for Deleted action, and then delete the couplings.
See Also
Setting Up User Accounts for Integrating with Dynamics 365 Sales
Use Dynamics 365 Sales from Business Central

Manage Human Resources
Article • 03/31/2022
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.
them.
To See
Register new employees or edit records for existing employees, and attach Register
related information, such as contracts and articles. Employees
Record employees' absence and view absence statistics by various filters. Manage
Employee
Absence
See Also
Finance

Register Employees
Article • 04/03/2023
To use the Human Resources functionality, you must first add each employee by filling
out the fields on the Employee Card page.
Adding new employees

You can add new employees manually, by filling out the fields on the Employee Card
page, or you can use templates that contain predefined information. For example, you
can create a templates for different types of employee profiles. Using templates saves
time when adding new employees, and helps ensure that the information is correct each
time. If you create templates for more than one type of employee, you can choose the
template to use when you add an employee. If you create only one template it will be
used for all new employees. After you create a template, you can use the Apply
Template action to apply it to one or more selected employees. To create a template,
you fill in the information that you want to reuse on the Employee Card page, and then
save it as a template.
 Tip
It can be helpful to personalize the Employee Template page when you create a
template. For example, you might want to add a field that is not already displayed
on the page. For more information, see Personalize Your Workspace.
You can modify an employee's details at any time. Keeping employee records up-to-
date can simplify personnel-related tasks. For example, if an employee's address
changes, you register this on the Employee Card page.
７ 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.
3. On the Employee Card page, fill in the fields as necessary. Hover over a field to
To insert a picture of an employee

If you have a picture of an employee, you can insert it on the employee card.
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, then do one of the following steps to
upload the picture file:
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.
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

Manage Employee Absence
Article • 03/31/2022
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.
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

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.
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

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.
The Abs. Overview by Periods Matrix page opens showing employee absences
broken down by periods.
See Also
Manage Human Resources
Finance

Planning
Article • 09/19/2022
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.
７ 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.
them.
To See
Get a brief introduction to how the planning system can be used to detect About Planning
and prioritize demand and suggest a balanced supply plan. Functionality
Understand how all aspects of the planning system work and how to adjust Design Details:
the algorithms to meet planning requirements in different environments. Supply Planning
Learn how the planning logic differentiates between demand at locations Planning With or
according to the SKU setup and demand without location codes. Without Locations
Forecast demand presented by expected sales and production components. Create a Demand
Forecast
To See
Create one-to-one or project production orders from a sales order to cover Create Production
the exact demand of that sales order. Orders from Sales
Orders
Use the Order Planning page to manually plan for sales or production Plan for New
demand one production BOM level at a time. Demand Order by
Order
Use the Planning Worksheet page to run both the MPS and MRP options Run Full Planning,
to automatically create either a high-level or detailed supply plan at all item MPS or MRP
levels.
Use the Requisition Worksheet page to automatically create a detailed Requisition

supply plan to cover demand for items that are replenished by purchase or worksheet
transfer only.
Initiate or update a production order as rough-scheduled operations in the Replan or Refresh

master production schedule. Production Orders
Directly
Recalculate work or machine center calendars due to planning changes. To calculate a work
center calendar
Track the order demand (tracked quantity), forecast, blanket sales order, or Track Relations
planning parameter (untracked quantity) that has given rise to the planning Between Demand
line in question. and Supply
View an item's projected available inventory by different views and see View the
which gross requirements, planned order receipts, and other events Availability of Items
influence it over time.
See also
Setting Up Manufacturing
Manufacturing
Inventory
Purchasing
Start a free trial!
Article • 09/30/2022
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 more information, see Design Details: Supply Planning.
７ 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 refers to 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 that
also represent supply.
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.
 Tip
The planning system relies on how your organization uses locations. For more
information, see Planning With or Without Locations.
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
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

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.
suggests an emergency supply order for the negative quantity to arrive on the planning
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 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.
７ Note
Supply on planning lines with Exception warnings is normally not modified

according to planning parameters. Instead, the planning system only suggests a
supply to cover the exact demand quantity. However, you can set the planning run
up to respect certain planning parameters for planning lines with certain warnings.
For more information, see the description for the Respect Planning Parameters for
Exception Warnings field in the Run Full Planning, MPS or MRP article.
Attention
The attention warning is displayed in two situations:

The planning line suggests to change a released purchase or production order.
７ Note
In planning lines with warnings, the Accept Action Message field is not selected,
because the planner is expected to further investigate these lines before carrying
out the plan.
Planning worksheets and requisition

worksheets
As described in Planning, you can choose between two worksheets for most planning
activities, the planning worksheet and the requisition worksheet. Most processes are
described based on the planning worksheet, but there are a couple of scenarios where
the requisition worksheet is preferred.
Requisition worksheet
The Requisition Worksheet page lists items that you want to order. You can enter items
in the worksheet in the following ways:
Enter the items manually in the worksheet and fill in the relevant fields.
Use the Calculate Plan batch job. This calculates a replenishment plan for items
and stockkeeping units that have been set up with a replenishment system of
Purchase or Transfer. When you use this batch job, the program automatically fills
in the Action Message field with a suggestion for an action you can take to
replenish the item. This could be increasing the item quantity on an existing order
or creating a new order, for example.
If you have used the Calculate Plan batch job from the Planning Worksheet page
to calculate a replenishment plan, you can use the Carry Out Action Message
batch job to copy purchase and transfer order proposals from the planning
worksheet to the requisition worksheet. This is practical if separate users are
responsible for handling production orders and purchase/transfer orders.
You can use the Drop Shipment action to fill in the requisition worksheet lines.
This action uses the Get Sales Orders batch job to determine the sales order lines
that you want to designate for a drop shipment.
You can use the Special Order action to fill in the requisition worksheet lines. This
action uses the Get Sales Orders batch job to determine the sales order lines that
you want to designate for a special order.
Requisition worksheet lines contain detailed information about the items that need to
be reordered. You can edit and delete the lines to adjust your replenishment plan, and
you can further process the lines by using the Carry Out Action Message batch job.
For details about planning with locations and transfers, see Planning With or Without
Locations.
 Tip
When you're working on the Requisition Worksheet or Planning Worksheet pages,

you can organize the lines by sorting on a column name. This is especially useful on
the Planning Worksheet page because they it can be used for multilevel production
orders. By default, lines are sorted by the Item No. field. To group lines for a
multilevel order, sort by the Ref. Order No. field. Also, the MPS Order and Planning
Level fields can help show the hierarchy of the lines.
See also
Planning
Manufacturing
Inventory
Purchasing

Planning With or Without Locations
Article • 09/16/2022
Before you start utilizing planning engine, we recommend deciding about whether or
not to use locations. There are two main straightforward ways:
demand lines always carry location codes and the system fully uses stockkeeping
units, including the relevant location setup. Learn more at Demand at location.
demand lines never carry location codes and the system uses the item card. See
the Demand at a "blank location" scenario below.
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 2 critical setup values.
During a planning run, the system checks for the 2 setup values in sequence and plans
accordingly:
1. Does a SKU exist for the item on the demanded location?
If yes, then:
The item is planned according to planning parameters on the SKU card.
If no, then:
2. Does the Components at Location field in the Manufacturing Setup page 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 the "minimal alternative" which covers the exact
demand. The planning parameters are set as: 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.)
 Tip
If you often plan for demand at different locations, then we recommend that you
use the stockkeeping units capability and avoid demand on blank location. Learn
more at Set Up Stockkeeping Units
See variations in the scenarios below.
７ Note
The Components at Location field in the Manufacturing Setup page are very
important in governing how the planning system handles production demand lines.
For production demand, Business Central will use the same location for
subassembly and components as the one stated on the production order. However,
by filling in this field, you can redirect the subassembly and components to another
location.
You can also define this for a specific SKU by selecting a different location code in
the Components at Location field on the SKU card. Note, however, that this rarely
makes sense as the planning logic may be distorted when planning for the SKU
component.
Demand at "blank location"

In general, when the planning system detects demand at a blank location (a line without
a location code), the item is planned according to planning parameters on the item card.
The Locations Mandatory field in the Inventory Setup page, the Components at
Location field in the Manufacturing Setup page, or stockkeeping units will affect how
the planning system handles demand lines with/without location codes. If one of
following statements is true, the demand on blank location 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.
The Components at Location field in the Manufacturing Setup page has a value.
A stockkeeping unit exists for the planned item.
The Location Mandatory field is selected.
Scenarios
See variations in the setup scenarios below.
Setup 1
Location Mandatory = Yes
SKU is set up for WEST
Component at Location = EAST
Case 1.1: Demand is at WEST location
The item is planned according to planning parameters on the SKU card (including
possible transfer).
Case 1.2: Demand is at EAST location

Case 1.3: Demand is at NORTH location

The item is planned according to: Reordering Policy = Lot-for-Lot (Order remains Order),
Case 1.4: Demand is at BLANK location

Setup 2
Location Mandatory = Yes
No SKU exists


Setup 3
Location Mandatory = No
No SKU exists


Setup 4
Location Mandatory = No
No SKU exists
Component at Location = BLANK

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, then we recommend that you use
the Stockkeeping Units capability.
See also
Planning
Set Up Manufacturing
Manufacturing
Inventory
Set Up Stockkeeping Units
Purchasing

Create a Demand Forecast
Article • 03/31/2022
You can create sales and production forecasts with the Demand Forecasts list page.
Then, for each forecast, you specify various settings for that forecast in the Demand
Forecast Overview 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 Forecast Type
field 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.
With 2022 release wave 1, you can also define the right level of details in the Forecast
by Location and Forecast by Variant fields in the Demand Forecast Overview page.
Filters and other settings are stored in the Demand Forecast Name table. So you can
easily stop and continue your work later. If your organization has been updated to 2022
release wave 1, you must switch on the new experience in the Feature Management
page.
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.
７ Note
Only one forecast is valid for planning purposes at any 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.
Because the component forecast is designed to define options for a parent item, the
component forecast should be less than or equal to 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 forecasts 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
On the Manufacturing Setup page you can specify whether you want to consider the
locations that are defined on forecasts when you calculate plans.
Use forecast by locations

If you turn on the Use Forecast by Location toggle, Business Central will respect any
location codes that are specified for each demand forecast entry and calculate the
remaining forecast for each location.
Consider this example: Your company purchases and sells items on two locations: EAST
and WEST. For both locations, you have configured a lot-to-lot reordering policy. You
create a forecast for the two locations:
10 pieces for location EAST

4 pieces for location WEST
Then, you create a sales order with a quantity of 12 on location WEST. The planning
system will suggest that you do the following:
Replenish 10 pieces for location EAST, based on data from the forecast.
Replenish 12 pieces for location WEST, based on the sales order. The four pieces
that were specified in the forecast are fully consumed by the actual demand of the
sales order. For more information, see Forecast Demand is Reduced by Sales
Orders.
７ Note
If location-based forecasts are viewed in isolation, the overall forecast might not be
representative.
Do not use forecast by locations

If you turn off the Use Forecast by Location toggle, Business Central will ignore the
location codes that are specified for each demand forecast entry and aggregate the
forecasts into a forecast for empty locations.
Consider this example: Your company purchases and sells items on two locations: EAST
and WEST. For both locations, you have configured a lot-to-lot reordering policy. You
create a forecast for the two locations:
10 pieces for location EAST

4 pieces for location WEST
Then, you create a sales order with a quantity of 12 on location WEST. The planning
system will suggest that you do the following:
Replenish 12 pieces for location WEST, based on the sales order.

Replenish 2 pieces for the empty location. The 10 and 4 pieces that were specified
in the forecast are partially consumed by the actual demand of the sales order.
Business Central ignored the location codes that were specified by the user and
uses a blank location instead.
７ Note
You can set a filter by locations, but location-based results might not match
planning results without filters.
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.
７ 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.
７ 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
Manufacturing Inventory
Purchasing

Create Production Orders from Sales
Orders
Article • 02/28/2023
You can create production orders for produced items directly from sales orders.
To create a production order from a sales order

2. Select the sales order you want to create a production order for.
3. Choose the Planning action. The Sales Order Planning page shows the availability
of the item.
4. Choose the Create Prod. Order action.
5. Select the status and order type.
6. Choose the Yes button to create one or more production orders for the lines that
have Prod. Order in their Replenishment System field.
７ Note
Demand lines that have Prod. Order in the Replenishment System field
represent underlying production orders. After you generate these production
orders, remember to identify any unfulfilled component demand for them.
Use the Order Planning page or the Replan action to identify unfulfilled
demand.
When you create production orders for sales orders with the Sales Order
Planning page, order-to-order links are applied between demand and supply.
When order-to-order links exist, the planning system doesn't include linked
supply or inventory in the balancing procedure. To learn more about
balancing, go to Order-to-order links.
Order type
The following table describes two ways to create production orders.
Option Description
Item One production order is created for each item represented by a line in the Sales Order
Order Planning page.
Project One multiline production order is created for all items represented by lines on the Sales
Order Order Planning page. When you use project orders, the Source Type field of the
production order contains Sales Header. The order has one line for each sales line item
that must be produced.
See Also
Manufacturing
Inventory
Purchasing

Plan for New Demand Order by Order
Article • 03/31/2022
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
Option Description
Qty. on Shows if the item exists on another location. You can then look up and select
Other it.
Locations
Substitutes Shows if a substitute item is created for the item. You can then look up and
Exist select it. Note that this feature only applies to components, that is, from
demand lines of type Production.
Quantity Shows the total availability of the item, that is, the Projected Available
Available Balance.
Earliest Shows the arrival date of an inbound supply order that can cover the needed
Date quantity on a date later than the demand date.
Available
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.
７ 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 Note
Be aware that item substitutions will not automatically cause an item to be

replaced by another item, for example when creating a sales order or in a
BOM. Instead, you will be alerted to the fact that a substitution is available to
you.
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.
７ 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.
７ 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.
７ 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.
７ 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
Manufacturing
Inventory
Purchasing
Register New Items

Run Full Planning, MPS, or MRP
Article • 04/08/2022
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 Production
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.
Field Description
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 This date is used to evaluate inventory availability. If an item's on-hand

Date 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 This is the ending date of the planning horizon. Neither demand nor supply is
Date 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.
Stop and Select if you want the planning run to stop as soon as it encounters an error.
Show First At the same time, a message is displayed with information about the first
Error 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 Select a forecast that should be included as demand when you run the
Forecast planning batch job. The default forecast is set up on the Planning FastTab on
the Manufacturing Setup page.
Exclude Define how much of the selected forecast to include in the planning run by
Forecast entering a date before which forecast demand is not included, thus allowing
Before you to exclude old information.
Field Description
Respect By default, this field is selected.

Planning
Parameters Supply on planning lines with warnings is normally not modified according to
for planning parameters. Instead, the planning system only suggests a supply to
Exception cover the exact demand quantity. However, you can define certain planning
Warnings 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
Field Description
Production Specify how you want to create production orders. You can do this directly
Order from the planning line proposals. You can create either planned or firm
planned production orders.
Assembly Specify how you want to create assembly orders. You can do this directly from
Order the planning line proposals.
Purchase Specify how you want to create purchase orders. You can do this directly from
If you chose to copy the planning line proposals for purchase orders to the
requisition worksheet, select the template and worksheet name.
Transfer Specify how you want to create transfer orders. You can do this directly from
If you chose to copy the planning line proposals for transfer orders to the
Combine Select if you want to combine transfer orders.

Transfer
Orders
Field Description
Stop and Select if you want the Carry Out Action Msg. - Plan. batch job to stop as
Show First soon as it encounters an error. At the same time, a message is displayed with
Error 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.
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.
７ 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 Description
Message
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 When demand that is tracked to a supply order experiences a quantity change, the
Quantity 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. & If both the dates and quantities of an order have been modified, you must change
Chg. Qty. 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
Manufacturing
Inventory
Purchasing

Replan or Refresh Production Orders
Directly
Article • 03/31/2022
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.
７ 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.
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 Do not consider lower level production. This only updates the item’s schedule,
Levels like refresh.
One Plan for first-level production demand. First-level production orders may be
Level created.
All Plan for all-level production demand. All-level production orders may be
Levels 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.
７ 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:
Field Option Description
Scheduling Forward Scheduling starts from the starting date and proceeds forward
Direction 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.
Calculate Lines Select this field to calculate the production order lines.
Routings This field has no influence on calculating the production lines.
Component This field has no influence on calculating the production lines.

Need
Warehouse Create This field has no influence on calculating the production lines.
Inbound
Request
5. Choose the OK button to confirm your selection. Now the production order lines
are calculated.
７ Note
Calculating production order components deletes previous changes in the

components.
See Also
Planning
Manufacturing
Inventory
Purchasing

Track Relations Between Demand and
Supply
Article • 03/31/2022
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
Manufacturing
Inventory
Purchasing
Design Details: Reservation, Tracking, and Action Messaging

Article • 09/30/2022
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 more information, see Design Details: Supply Planning.
７ 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 refers to 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 that
also represent supply.
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.
 Tip
The planning system relies on how your organization uses locations. For more
information, see Planning With or Without Locations.
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
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

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.
suggests an emergency supply order for the negative quantity to arrive on the planning
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 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.
７ Note
Supply on planning lines with Exception warnings is normally not modified

according to planning parameters. Instead, the planning system only suggests a
supply to cover the exact demand quantity. However, you can set the planning run
up to respect certain planning parameters for planning lines with certain warnings.
For more information, see the description for the Respect Planning Parameters for
Exception Warnings field in the Run Full Planning, MPS or MRP article.
Attention
The attention warning is displayed in two situations:

The planning line suggests to change a released purchase or production order.
７ Note
In planning lines with warnings, the Accept Action Message field is not selected,
because the planner is expected to further investigate these lines before carrying
out the plan.
Planning worksheets and requisition

worksheets
As described in Planning, you can choose between two worksheets for most planning
activities, the planning worksheet and the requisition worksheet. Most processes are
described based on the planning worksheet, but there are a couple of scenarios where
the requisition worksheet is preferred.
Requisition worksheet
The Requisition Worksheet page lists items that you want to order. You can enter items
in the worksheet in the following ways:
Enter the items manually in the worksheet and fill in the relevant fields.
Use the Calculate Plan batch job. This calculates a replenishment plan for items
and stockkeeping units that have been set up with a replenishment system of
Purchase or Transfer. When you use this batch job, the program automatically fills
in the Action Message field with a suggestion for an action you can take to
replenish the item. This could be increasing the item quantity on an existing order
or creating a new order, for example.
If you have used the Calculate Plan batch job from the Planning Worksheet page
to calculate a replenishment plan, you can use the Carry Out Action Message
batch job to copy purchase and transfer order proposals from the planning
worksheet to the requisition worksheet. This is practical if separate users are
responsible for handling production orders and purchase/transfer orders.
You can use the Drop Shipment action to fill in the requisition worksheet lines.
This action uses the Get Sales Orders batch job to determine the sales order lines
that you want to designate for a drop shipment.
You can use the Special Order action to fill in the requisition worksheet lines. This
action uses the Get Sales Orders batch job to determine the sales order lines that
you want to designate for a special order.
Requisition worksheet lines contain detailed information about the items that need to
be reordered. You can edit and delete the lines to adjust your replenishment plan, and
you can further process the lines by using the Carry Out Action Message batch job.
For details about planning with locations and transfers, see Planning With or Without
Locations.
 Tip
When you're working on the Requisition Worksheet or Planning Worksheet pages,

you can organize the lines by sorting on a column name. This is especially useful on
the Planning Worksheet page because they it can be used for multilevel production
orders. By default, lines are sorted by the Item No. field. To group lines for a
multilevel order, sort by the Ref. Order No. field. Also, the MPS Order and Planning
Level fields can help show the hierarchy of the lines.
See also
Planning
Manufacturing
Inventory
Purchasing

Run Full Planning, MPS, or MRP
Article • 04/08/2022
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 Production
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.
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.
Field Description
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 This date is used to evaluate inventory availability. If an item's on-hand

Date 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 This is the ending date of the planning horizon. Neither demand nor supply is
Date 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.
Stop and Select if you want the planning run to stop as soon as it encounters an error.
Show First At the same time, a message is displayed with information about the first
Error 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 Select a forecast that should be included as demand when you run the
Forecast planning batch job. The default forecast is set up on the Planning FastTab on
the Manufacturing Setup page.
Exclude Define how much of the selected forecast to include in the planning run by
Forecast entering a date before which forecast demand is not included, thus allowing
Before you to exclude old information.
Field Description
Respect By default, this field is selected.

Planning
Parameters Supply on planning lines with warnings is normally not modified according to
for planning parameters. Instead, the planning system only suggests a supply to
Exception cover the exact demand quantity. However, you can define certain planning
Warnings 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
Field Description
Production Specify how you want to create production orders. You can do this directly
Order from the planning line proposals. You can create either planned or firm
planned production orders.
Assembly Specify how you want to create assembly orders. You can do this directly from
Purchase Specify how you want to create purchase orders. You can do this directly from
If you chose to copy the planning line proposals for purchase orders to the
Transfer Specify how you want to create transfer orders. You can do this directly from
If you chose to copy the planning line proposals for transfer orders to the
Combine Select if you want to combine transfer orders.

Transfer
Orders
Field Description
Stop and Select if you want the Carry Out Action Msg. - Plan. batch job to stop as
Show First soon as it encounters an error. At the same time, a message is displayed with
Error 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.
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.
７ 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 Description
Message
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 When demand that is tracked to a supply order experiences a quantity change, the
Quantity 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. & If both the dates and quantities of an order have been modified, you must change
Chg. Qty. 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
Manufacturing
Inventory
Purchasing

Assembly Management
Article • 02/28/2023
Companies can supply products to customers by combining components without using

manufacturing features. Features for assembling items integrate with related features
such as sales, planning, reservations, and warehousing.
An assembly item is a sellable item that contains an assembly BOM. To learn more about
assembly BOMs, go to Work with Assembly BOMs.
Assembly orders are internal orders, just like production orders. Use assembly orders to
manage the assembly process and to connect sales requirements with warehouse
activities. Assembly orders involve both output and consumption when posting.
Assembly order headers are similar to output journal lines. Assembly order lines are
similar to consumption journal lines.
You can use a just-in-time inventory strategy and customize products to meet customer
requests. Assembly orders can be automatically created and linked when you create a
sales order line. The link between the sales demand and assembly supply opens up for
several opportunities when you process sales orders:
Customize assembly items on the fly.

Promise delivery dates according to component availability.
Post output and shipment of the assembled item directly from their sales orders.
To learn more about selling assembly items, go to Sell Items Assembled to Order.
Lines on sales orders can contain items to pick from stock and items to assemble for the
order. The assemble-to-order quantities take priority over inventory quantities in partial
shipping. To learn more about selling stock and assembly items, go to Combination
Scenarios.
When an assemble-to-order quantity is ready to ship, a warehouse employee can post

an inventory pick for the sales order lines. Posting an inventory pick does a couple of
things:
Create an inventory movement for the components

Post the assembly output and the sales order shipment.
To learn more about assemble-to-order items and inventory picks, go to Handling

Assemble-to-Order Items with Inventory Picks.
them.
To See
Learn about assembling items for sales orders and storage. Understanding Assemble to
Order and Assemble to
Stock
Use location cards and your inventory setup to define how items Set Up Basic Warehouses
flow to and from assembly. with Operations Areas
Quote a custom assembly item, and then convert the quote to a Quote an Assemble-to-
sale when the customer accepts it. Order Sale
Combine components to create an item to order or to stock. Assemble Items
Sell assembly items that aren't currently available by creating a Sell Items Assembled to
linked assembly order to supply the full or partial sales order Order
quantity.
When assemble-to-order items are already in inventory, deduct the Sell Inventory Items in
quantity from the assembly order and reserve it from inventory. Assemble-to-Order Flows
When assembly items aren't in inventory, use an assembly order to Sell Assemble-to-Order
supply some or all of the quantity. Items and Inventory Items
Together
Make custom assembly items for blanket sales orders before you Create Blanket Assembly
create the sales orders. Orders
Undo a posted assembly order, for example because the order was Undo Assembly Posting
posted with mistakes.
Learn how to work with assembly BOMs and how they differ from Work with Assembly BOMs
production BOMs.
Learn about posting assembly consumption and output, and how Design Details: Assembly
Business Central distributes item and resource costs to the general Order Posting
ledger.
See also
Inventory
Warehouse Management Overview Design Details: Supply Planning
Start a free trial!

Assembly Reports and Analytics in
Business Central
Article • 09/30/2022
Assembly reporting in Business Central allows production and business professionals to

get insights and statistics about current and past assembly activities.
Reports
The following table describes some of the key reports in assembly reporting.
Assembly Displays a list of BOMs: name, BOM number, BOM components, and any 801
BOMs other BOMs that are part of the BOM. The BOM components are defined
in the BOM Component table. You will see here also the unit of measure
and the needed quantity of each component per base unit of measure.
Item - Able to Shows how five different key availability figures change over time for a 5871
Make BOM item. These figures change according to expected supply and
(Time) demand events and to supply that is based on available components that
can be assembled or produced.
You can use the report to see whether you can fulfill a sales order for an
item on a specified date by looking at its current availability in
combination with the potential quantities that its components can supply
if an assembly order were started. The report shows you when and how
many units of an assembly and production item you can make based on
component availability and the item’s current availability. This is shown as
the total quantity.
The information is shown in a graph where each availability figure is a line
that progresses along the timeline and moves up and down as quantities
change. The quantity figures come from the same engine that provides
information to the Item Availability by BOM Level window.
BOM Cost Shows graphically how an assembled or produced item’s cost is 5872
Share distributed through its BOM.
Distribution Such information can be useful in deciding whether to change
component suppliers, replace internal capacity usage with outsourced
labor, or vice versa, or when reviewing and modifying an item’s bill of
material, for example.
The first chart in the report shows the total unit cost of the parent item’s
components and labor resources broken down in up to five different cost
shares, and represented graphically with different colors.
The pie chart with the caption By Material/Labor shows the proportional
distribution between the parent item’s material and labor costs, as well as
its own manufacturing overhead. The material cost share includes the
item’s material costs. The labor cost share includes capacity, capacity
overhead and subcontracted costs. The cost shares are displayed
differently depending on your choices in the Show only field.
The pie chart with the caption By Direct/Indirect shows the proportional
distribution between the parent item’s direct and indirect costs. The
direct cost share includes the item’s material, capacity, and subcontracted
costs. The indirect cost share includes capacity overhead and
manufacturing overhead.
The table at the bottom of the report is included when you select the
Include Details check box. It shows selected values from the BOM Cost
Shares window by single level or rolled up, depending on the option that
you choose in the Show Cost Shares as field.
Where-used Displays a list of the BOMs that the selected items are components of. A 809
list helpful overview in case you must change a component in a BOM that is
inserted in an assembly item. For example, if your vendor can no longer
deliver a specific item that you used for your assembly/production. In
such scenarios, this report provides you with an easy overview of which
BOMs the component is included in. You can set a filter for the number of
the component.
BOM - Raw This report can give you an overview about the needed components, 810
Materials both for assembly and for production. You will see the inventory, base
unit of measure, the main vendor if the vendor no. is written in the item
card itself, and the lead time calculation.
BOM - Sub- If you produce and/or assemble sub-assemblies, use this report to get an 811
Assemblies overview about this type of component. This report shows you the base
unit of measure, the inventory, unit costs, and an alternative item
number.
Assembly Shows a list of items or BOMs that are not components of BOMs. Note: 812
BOM - End This report is not restricted to BOM only, so remember to set filter in the
Items Assembly BOM field or the Replenishment System fields
Assemble to Shows key sales figures for assembly component items that can be sold 915
order - both as part of an assembly in assemble-to-order sales and as a separate
Sales item directly from inventory.
Use this report to analyze the quantity, cost, sales, and profit figures of
assembly components to support your decisions, such as whether to
price a kit differently or to stop or start using a particular item in
assemblies.
The In Assembly row shows sales figures for the total quantity that is sold
as part of an assembly item. The specific assembly item sales that sum up
to this total are shown if you select the Show Assembly Details field.
The focus is on the assembly components, but the figures are calculated
from the profit margin of their parent, the assembly item. Accordingly,
the sales amount of each component is calculated from its own cost and
the profit margin of its parent in the following formula.
The report shows information for items that meet one or both of the
following criteria:
- Exist in the assembly BOM of an item that uses the Assemble-to-Order
assembly policy.
- Has been sold as part of assemble-to-order sale.
Tasks
business:
See also
Assembly Management

Understanding Assemble to Order and
Assemble to Stock
Article • 02/28/2023
Business Central lets you supply assembly items in the following ways:
Assemble to order
Assemble to stock
Assemble to order
Use the assemble-to-order process for items that you don't want to stock. For example,
for the following reasons:
You'll customize the items for customer requirements.

You want to minimize the cost of on-hand inventory.
The following list describes some of the benefits of the assemble-to-order process:
Customize assembly items when taking a sales order.

Overview availability of the assembly item and its components.
Reserve assembly components immediately to guarantee order fulfillment.
Determine the profitability of the customized order by rolling up price and cost.
Integrated with the warehouse to make assembly and shipping easier.
Assemble to order when you create a sales quote or a blanket sales order.
Combine inventory quantities with assemble-to-order quantities.
In the assemble-to-order process, you assemble items for a sales order. There's a one-
to-one link between the assembly order and the sales order.
When you enter an assemble-to-order item on a sales order line, an assembly order is
automatically created. The assembly order is based on the sales line, and its lines are
based on the item's assembly BOM. The quantity of components on the assembly BOM
is multiplied by the order quantity. The Assemble-to-Order Lines page shows details
about the linked assembly order lines. The details can help you customize the assembly
item. The delivery date is based on the availability of components. To learn more about
assembling items for sales orders, go to Sell Items Assembled to Order.
７ Note
Although it isn't part of the default process, you can sell inventory quantities and
assemble-to-order quantities on the same sales order. To learn more about
combining stock and assemble-to-order items, go to Sell Inventory Items in
Assemble-to-Order Flows.
To specify that an item is assembled-to-order, in the Assembly Policy field on the Item
Card page for the item, choose Assemble-to-Order.
Assemble to stock
Use the assemble-to-stock process for items that you assemble and store for future
sales. Assemble-to-stock items are standard items, such as packaged kits, that you don't
customize. You can also consume these items as subassembly components. The items
are picked and processed as single items and are treated as finished production items.
To learn more about assembly items, go to Assemble Items.
When you specify an assemble-to-stock item on a sales line, the item is treated like any
other item sold from inventory. For example, Business Central checks availability only for
the assembled item only, and not its components.
７ Note
Although it isn't part of the default process, you can assemble an item to order
even if the item is set up to be assembled to stock. Learn more at Sell Assemble-
to-Order Items and Inventory Items Together.
To specify that an item is assembled-to-stock, in the Assembly Policy field on the Item
Card page for the item, choose Assemble-to-Stock.
Combination scenarios
When assemble-to-order and inventory quantities are combined on a sales order,
assemble-to-order quantities must be shipped first.
If an assembly order is linked to a sales order line, 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. Learn more at Sell Items Assembled to Order.
The value in the Quantity to Assemble field is related to the Qty. to Ship field on the
sales order line. This relation manages how you ship partial and complete assemble-to-
order quantities:
When the full quantity on the sales order line is assembled to order
In combination scenarios where part of the quantity is assembled to order and part
is shipped from inventory.
The combination scenario allows flexibility for partial shipments. You can use the
Quantity to Assemble field to specify the quantity to ship partially from inventory and
by assembling to order.
If the full sales line quantity must be assembled to order and shipped, the value in the
Qty. to Ship field is copied to the Quantity to Assemble field on the linked assembly
order when you change the quantity to ship. This update 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. Instead, a default value is inserted in
the Quantity to Assemble field. The value is calculated from the Qty. to Ship field to
ensure the assemble-to-order quantities ship first.
To deviate from the default, for example because you only want to assemble more or
less of the quantity in the Qty. to Ship field, you can modify the Quantity to Assemble
field within predefined rules, as illustrated below.
An example of why you would modify the quantity to assemble is that you want to
partially post the shipment of inventory quantities before you ship the assembly output.
The following tables explain the rules that define the minimum and maximum values
that you can enter in the Quantity to Assemble field to deviate from the default value in
a combination scenario. The table shows a combination scenario where the Qty. to Ship
field on the linked sales order line is changed from 7 to 4, and the Quantity to
Assemble is therefore defaulted to 4.
Sales Order Line
Quantity Qty. to Ship Qty. to Assemble to Order Quantity Shipped
Initial value 10 7 7 0
Change 4
Assembly Order Header
Quantity Qty. to Ship Qty. to Assemble to Quantity Shipped

Order
Quantity Qty. to Ship Qty. to Assemble to Quantity Shipped
Order
Initial 7 7 0 7
value
Change 4 (inserted by
default)
Based on this example, you can modify the Quantity to Assemble field as follows:
The minimum quantity you can enter is 1. You must assemble at least one unit to
be able to sell the four units, assuming that the remaining three are available in
inventory.
The maximum quantity that you can enter is 4. This limit ensures that you don't
assemble more of the item than you need for the sale.
See also
Assembly Management
Inventory

Quote an Assemble-to-Order Sale
Article • 02/28/2023
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.
７ 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.
７ 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
Inventory

Assemble Items
Article • 02/28/2023
If the Replenishment System field on the item card contains Assembly, the default
method of supplying the item is to assemble it according to an assembly BOM, and
potentially by a specific resource. Learn more at Work with Assembly BOMs. Learn more
about how to set up an assembly item at Understanding Assemble to Order and
Assemble to Stock.
You can set up assembly items for two assembly processes.
Process Description
Assemble Items that you assemble and stock for future sales. For example, kits for an upcoming
to stock sales campaign. The items aren't related to a sales order, at least not yet. Typically,
these items aren't customized for customer requests.
Assemble Items that you don't want to stock. For example, because they're customized based
to order on customer orders or to reduce the cost of on-hand inventory.
This article describes the standard settings for assemble to stock. There might be other
ways that are more suited for your business though. Learn more at Sell Inventory Items
in Assemble-to-Order Flows and Sell Assemble-to-Order Items and Inventory Items
Together.
７ Note
Assembly components are handled in a special way in basic warehouse

configurations. Learn more at Handling Assemble-to-Order Items with Inventory
Picks.
To assemble an item to stock

Follow the steps in this procedure to assemble an item to stock. To learn about
assemble to order, go to Sell Items Assembled to Order.
1. Choose the icon, enter Assembly Orders, and then choose the related link.
2. Choose the New action. The New Assembly Order page opens.
4. In the Item No. field, select the item that you want to assemble. You can select
items that are set up for assembly and have an assembly BOM, or items without an
assembly BOM. The latter is useful for unplanned assemblies or scenarios when
you want to use item reclassification and track costs.
5. In the Quantity field, enter how many units of the item that you want assembled.
７ Note
If one or more components are not available to fulfill quantity on the due
date, the Assembly Availability page opens. The page shows how many
assembly items can be assembled based on component availability. Learn
more at View the Availability of Items. When you close the page, the
assembly order is created with availability alerts on the lines for the affected
components.
The lines contain the contents of the assembly BOM and the specified quantities.
７ Note
If the Assembly Availability page opened when you filled in the assembly
order header, each affected assembly order line contains a Yes in the Avail.
Warning field with a link to detailed availability information. You can resolve a
component availability issue by:
Postponing the starting date.

Replacing the component with another item.
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 you post the assembly order. This
quantity can be lower than the value in the Quantity field to reflect a partial output
posting.
７ 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.
７ Note
If warnings are still present in the assembly order lines, you can't post the
order. A message displays the component or components that are not in
inventory.
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
Inventory

Sell Items Assembled to Order
Article • 02/28/2023
Items that are set up for assemble-to-order aren't expected to be in inventory and will
be assembled when it's included on a sales order. An item is set up for assemble-to-
order when the Assembly Policy field on the item card contains Assemble-to-Order.
When you enter the item on a sales order line, an assembly order is automatically
created and linked to the sales order.
７ Note
If assemble-to-order items are already in inventory, you can deduct that quantity
from the assembly order and reserve it from inventory. Learn more at 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:
Creating a sales order line.

Customizing the assembly item by editing its components and resources.
Checking availability to establish a delivery date.
Releasing the sales order to be assembled and immediately shipped.
７ Note
The following procedure does not include the steps for creating a standard sales
order that happen before the step where you enter the assemble-to-order item on
a sales order line. Learn more about creating sales orders at Sell Products with a
Customer Sales Order.
To sell an item that is assembled to order

2. Create a sales order.
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.
７ Note
If one or more components of the requested assembly item quantity aren't

available, an availability warning page opens.
An assembly order is created and linked to the sales order line. The due date of the
assembly order is 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 you'll assemble the full quantity on the sales
line. You can decrease the quantity to assemble, for example, if you know that
some items are already available. Learn more at Sell Inventory Items in Assemble-
to-Order Flows.
6. If 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
additional assembly component.
You can 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.
７ Note
The Assemble-to-Order Lines page only contains the basic fields for
customizing the component list, adding item tracking numbers, or solving
component availability issues. To add 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 can't change the contents of most fields on the assembly order header,
and you can't post assembly output from it. You must post the shipment of
the sales order line.
On the linked assembly orders, only the Starting Date field can be changed.
Changing the starting date lets assembly workers specify that they're starting
assembly earlier than the due date. 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 a substitute

item.
9. Close the Assemble-to-Order Lines page. The linked assembly order is ready, and
workers can start to assemble the customized items.
10. On the sales order, choose the Release action to notify the assembly department
that the assembly process can start. Learn more at Assemble Items.
７ Note
Item substitutions don't automatically replace an item with another item, for
example, when creating a sales order or in a BOM. Instead, you'll be alerted to the
fact that a substitution is available.
See also
Assembly Management
Register New Items
Inventory

Selling Inventory Items in Assemble-to-
Order Flows
Article • 02/28/2023
If the Assembly Policy field on the item card of an assembly item contains Assemble-to-
Order, the sales order process assumes that the item isn't in inventory and must be
assembled for sales orders. When you add the item to a line on a sales order, Business
Central creates an assembly order that's linked to the sales order. To learn more about
how to sell assemble-to-order items, go to Sell Items Assembled to Order. However, if
some of the sales order quantity is already available in inventory, you can decrease the
assembly order quantity by changing the Qty. to Assemble to Order field on the sales
order line.
It's relatively rare for businesses to sell inventory items as assemble-to-order items.
Assemble-to-order items typically aren't standard. They're customized to meet specific
customer requirements. However, you might have quantities of assemble-to-order items
in inventory due to returns or order cancellations. Those quantities should be picked
and sold before new ones are assembled.
７ Note
To check whether whether assemble-to-order items are already available for

assembly orders, use the Sales Line Details FactBox on the sales order.
You can do similar things when you're selling assembly items from inventory and some
or all of the quantity isn't available. You can supply the missing quantity through an
assembly order. To learn more about selling inventory and assembly items, go to Sell
Assemble-to-Order Items and Inventory Items Together.
７ Note
There are rules that apply to the Qty. to Ship field on sales order lines that contain
a combination of assemble-to-order quantities and inventory quantities. To learn
more about the rules, go to Combination scenarios.
In this procedure, you replace assemble-to-order quantities with inventory quantities on

a sales order line. The following steps provide an overview:
1. Determine availability.
2. Reducing that quantity from the linked assembly order.
3. Reserve the inventory quantity to make sure that it's picked and shipped for the
order.
To sell inventory items in assemble-to-order

flows
2. Create a sales order. To learn about creating sales orders, go to Sell Products.
3. On a sales order line that contains an assemble-to-order item, in the Quantity

field, enter the quantity.
4. In the Sales Line Details FactBox, determine whether some of all of the 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
On the Sales Order page, the Reserved Quantity field now shows that the full
quantity for the order line is reserved. The Qty. to Assemble to Order field still
reflects the quantity to assemble.
8. Release the sales order to make the items available for picking and for assembly of
the unavailable items. To learn more about assembling items, go to Assemble
Items.
Ｕ Caution
The Bin Code field on the sales order might contain the value from the Assemble-
to-Order Shpt. Bin Code or From-Assembly Bin Code fields on the location card. If
it does, the Bin Code field on the sales order line might be incorrect for this
combination of assemble-to-order and assemble-to-stock quantities. It's a good
idea to double-check that the bin in the Bin Code field works for all quantities.
Alternatively, enter the two different quantities on separate sales order lines.
See also
Assembly Management
Reserve Items
Inventory

Sell Assemble-to-Order Items and
Inventory Items Together
Article • 02/28/2023
If the Assembly Policy field on the item card of an assembly item contains Assemble-to-
Stock, the sales order process assumes that the item is already assembled and can be
picked from inventory if it's available. Therefore, an assembly order isn't automatically
created and linked to the sales order line. However, if some or all of the quantity isn't
available, you can create an assembly order for the remaining quantity. To do that, fill in
the Qty. to Assemble to Order field on the sales order line. This setting lets you
assemble the item to order although it's set up to be assembled to stock.
You have similar flexibility when you sell assemble-to-order items and some of the
quantity is already in inventory. You'll want to deduct that quantity from the assembly
order. To learn more about selling inventory items, go to Sell Inventory Items in
Assemble-to-Order Flows.
７ Note
There are rules that apply to the Qty. to Ship field on sales order lines that contain
a combination of assemble-to-order quantities and inventory quantities. To learn
more about the rules, go to Combination scenarios.
７ Note
The following procedure doesn't include the 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 assemble-to-stock item, enter a quantity in the
Quantity field that exceeds inventory. The Check Availability page appears. To
learn more about item availability, go to View the Availability of Items.
2. In the Qty. to Assemble to Order field, enter the value from the Total Quantity
field.
3. Make any changes needed to the assembly components. Learn more at Sell Items
Assembled to Order.
4. Release the sales order to make the items available for picking and for assembly of
the unavailable items. To learn more about the standard assembly steps, go to
Assemble Items.
Ｕ Caution
The Bin Code field on the sales order might contain the value from the Assemble-
to-Order Shpt. Bin Code or From-Assembly Bin Code fields on the location card. If
it is, the Bin Code field on the sales order line might be incorrect for this
combination of assemble-to-order and assemble-to-stock quantities. It's a good
idea to double-check that the bin in the Bin Code field works for all quantities.
Alternatively, enter the two different quantities on separate sales order lines.
See also
Assembly Management
Inventory

Article • 02/28/2023
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.
７ 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
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.
７ 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
Inventory

Undo Assembly Posting
Article • 02/28/2023
Undo the posting of an assembly order to correct a mistake or remove an unwanted

posting.
When you undo a posted assembly order, corrective item ledger entries are 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, you can recreate the original order. For
example, to make corrections before you post it again.
When you undo a partially posted assembly order, 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.
To recreate or restore assembly orders, the item in the original posting must meet the
following conditions:
It's still in inventory. That is, it hasn't been sold or otherwise consumed by
outbound transactions.
It isn't reserved.
It's in the bin that it was output to.
Assembly orders can only be restored if the number and sequence of lines on the
original assembly order aren't changed.
 Tip
To resolve conflicts caused by changes in the lines, manually revert the changes on
the lines in question before undoing the posted assembly order. You can post the
assembly order and then recreate it when you undo the posting.
The following procedure describes how to undo posted assembly orders that contain
items that were assembled-to-stock. To undo posted assembly orders with items that
were assembled-to-order, use the Undo Shipment action on the related posted
shipment. To learn more about undoing shipments, go to Reverse Journal Postings and
Undo Receipts/Shipments. Undoing the posted assembly order happens in the same
way as described in that article.
To undo posting of an assembly order

You can undo fully or partially posted assembly orders.
1. Choose the icon, enter Posted Assembly Orders, and choose the related link.
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 is related to a fully posted assembly order that's been
deleted, you can recreate then deleted order. For example, you might recreate the
order because you want to reprocess it.
3. To recreate the assembly order, choose Yes. To undo the posting without
recreating the assembly order, choose No.
The Reversed field on the assembly order changes to Yes. The assembly order posting is
now reversed. You can process the entire assembly order if you chose to recreate it, or
the open assembly order that you have restored to its original state.
７ Note
To restore quantities from multiple partial postings in an assembly order, you must
undo all the posted assembly orders by following steps 1 through 3.
See also
Assembly Management
Inventory

Article • 09/30/2022
You use assembly bills of materials (BOMs) to structure parent items that must be
assembled from components with little to no resource use. An assembly BOM can be
used, for example, to sell a parent item as a kit consisting of component items.
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. Learn more at Assembly
Management.
Business Central also supports production BOMs. Production BOMs differ from assembly
BOMs by involving more complex procedures, including resource usage, production
routing and work or machine centers. Learn more about the differences at Work with
Bills of Material and Create Production BOMs.
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 regarding availability. Learn

more at 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. Learn more at 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, then
choose the Assembly BOM action.
3. On the Assembly BOM page, fill in the fields as necessary. Hover over a field to
 Tip
Assembly items can have different variants set in Business Central just like any
other item, helping you keep the list of available products shorter. Learn more
about the feature at Manage Product Variants.
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.
2. Choose the Yes value in the Assembly BOM column.
3. On the Assembly BOM page, choose the Edit List action, 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.
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, 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.
The Explode BOM action is also available on the Assembly BOM page as a way to view
subassembly items on an assembly BOM.
Ｕ 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 all purchase documents.
1. Choose the icon, enter Sales Invoices, 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, 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.
７ Note
The Picking List by Order report is also changed to show the components only.
This means that a warehouse worker picking the parent item, the assembly item,
will not see it in the picking list. Learn more at Print the Picking List.
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. Learn more at 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.
７ Note
To calculate the unit cost of an assembly or production BOM, the parent item and
its component items must use the Standard costing method. Any resources in the
BOM are rolled up if they have a unit cost that is defined on the resource card.
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, 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, then choose the OK button.
Option Description
Top Calculates the assembly item's standard cost as the total cost of all purchased or
Level assembled items on that assembly BOM regardless of any underlying assembly BOMs.
All Calculates the assembly's item standard cost as the sum of: 1) The calculated cost of all
Levels 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
Inventory

Article • 06/29/2022
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 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
The capacity journal posts value entries relating to the resource usage, from the
The following diagram shows the structure of item and resource ledger entries that
result from assembly order posting.
７ 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 1. Make preliminary checks.

Posting 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:

ii. Transfer reservations to the item journal line.
iii. Post the item journal line to create the item ledger entries.
iv. Create warehouse journal lines and post them.
e. For assembly order lines of type Resource:

ii. Post the item journal line. This creates capacity ledger entries.
iii. 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.

The order Level detection function is used in conversion scenarios, production and
assembly. The function works as follows:

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.
７ 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

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.
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.
Posting dates
In general, posting dates are copied from a sales order to the linked assembly order. The
posting date in the assembly order is automatically updates when you change the
posting date in the sales order directly or indirectly, such as if you change the posting
date in the wareshouse shippment, inventory pick, or as part of a bulk posting.
You can change the posting date in the assembly order manually. However, it can not be
later then posting date in the linked sales order. The system will keep this date unless
you update the posting date in the sales order.
See Also
Finance

Manufacturing
Article • 03/31/2022
７ 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.
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 order to a Subcontract Manufacturing

subcontractor.
Record and post production output along with material and Post Consumption and Output
time consumption for a single released production order line. for One Released Production
Order Line
To See
Batch post the quantity of components used per operation in a Batch Post Consumption
journal that can processes multiple planned production orders.
Post the quantity of finished items and the time spent per Batch Post Output and Run
operation in a journal that can processes multiple released Times
production orders.
Undo output, for example because of a data entry error Reverse Output Posting
occurred and incorrect amount.
Post the number of items produced in each finished operation Post Scrap
which do not qualify as finished output, but as scrapped
material.
View the shop floor load as a result of planned and released View the Load in Work and
production orders. Machine Centers
Use the Capacity Journal page to post consumed capacities Post Capacities
that are not assigned to a production order, such as
maintenance work.
Calculate and adjust the cost of finished production items and About Finished Production
consumed components for financial reconciliation. Order Costs
See Also
Planning
Inventory
Purchasing
Start a free trial!

Production Reports and Analytics in
Business Central
Article • 03/17/2022
Production reporting in Business Central allows production and business professionals

to get insights and statistics about current and past production activities.
Reports
The following table describes some of the key reports in production reporting.
Quantity Shows an indented BOM listing for the item or items that you 99000753
Explosion of specify in the filters. The production BOM is completely exploded for
BOM all levels.
Item - Able to Shows how five different key availability figures change over time for 5871
Make a BOM item. These figures change according to expected supply and
(Time) demand events and to supply that is based on available components
that can be assembled or produced.
You can use the report to see whether you can fulfill a sales order for
an item on a specified date by looking at its current availability in
combination with the potential quantities that its components can
supply if an assembly order has been started. The report shows you
when and how many units of an assembly and production item you
can make based on component availability and the item's current
availability. This is shown as the total quantity.
The information is shown in a graph where each availability figure is
a line that progresses along the timeline and moves up and down as
quantities change. The quantity figures come from the same engine
that provides information to the Item Availability by BOM Level
window.
BOM Cost Shows graphically how an assembled or produced item’s cost is 5872
Share distributed through its BOM.
Distribution Such information can be useful in deciding, for example, whether to
change component suppliers, replace internal capacity usage with
outsourced labor or vice versa or when reviewing and modifying an
item’s bill of material.
The first chart in the report shows the total unit cost of the parent
item’s components and labor resources broken down in up to five
different cost shares, and represented graphically with different
colors.
The pie chart with the caption By Material/Labor shows the
proportional distribution between the parent item’s material and
labor costs, as well as its own manufacturing overhead. The material
cost share includes the item's material costs. The labor cost share
includes capacity, capacity overhead and subcontracted costs. The
cost shares are displayed differently depending on your choices in
the Show only field.
The pie chart with the caption By Direct/Indirect shows the
proportional distribution between the parent item's direct and
indirect costs. The direct cost share includes the item's material,
capacity, and subcontracted costs. The indirect cost share includes
capacity overhead and manufacturing overhead.
The table at the bottom of the report is included when you select
the Include Details check box. It shows selected values from the
BOM Cost Shares window by single level or rolled up, depending on
your choices in the Show Cost Shares as field.
Detailed Shows a cost list per item taking into account the scrap. 99000756
Calculation
Where-Used Shows where and in what quantities the items are used in the 99000757
(Top Level) product structure.
The report shows only the item as where-used, when the base item
is used as the top-level item. For example, if item "A" is used to
produce item "B", and item "B" is used to produce item "C", the
report will show item B if you run this report for item A. If you run
this report for item B, then item C will be shown as where-used.
You can also open the Where-Used Line page directly from the item.
Item BOM This report gives you the possibility to compare similar final 99000758
Compare products concerning the costs. You will see a listing with all
list components and their costs as well the needed quantities. The
calculation date is normally set to the work date.
Production Specifies the various costs that have accumulated for the selected 99000791
Order production order.
Statistics The content of the report are very similar to the Production Order
Statistics page.
For production orders that use the Make-to-Order manufacturing
policy, the window only shows material and capacity cost of items at
the highest BOM level.
Capacity Task Shows the production orders that are waiting to be processed at the 99000780
list work centers and machine centers. Printouts are made for the
capacity of the work center or machine center). The report includes
information such as starting and ending time, date per production
order and input quantity.
Work Center Shows a list for the load on a work center. The load on a work center 99000783
Load is the sum of the required number of times that all the planned and
actual orders are run on the work center in a specified period.
Machine Shows a list for the load on a machine center. The load on a machine 99000784
Center center is the sum of the required number of times that all the
Load planned and actual orders are run on the work center in a specified
period.
Prod. Order This report can be used to see all components that are not available 99000788
Shortage because of missing stock. So, this overview can be used to see in
list time, if the timeline for a planned or released production order if the
planned time can be kept.
Prod. Order - Shows a list of the production orders and their costs. It includes 99000767
Calculation expected operation costs, expected component costs, and total
costs.
Tasks
business:
View Load on Work and Machine Centers

See also
Manufacturing
About Production Orders
Article • 03/31/2022
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 from 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 in the individual production order or in the Change Production Order
Status window.
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 setup in the Flushing Method field of item and work center.
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 (flushing).
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.
For more information, see Flush Components According to Operation Output
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

Create Production Order Headers
Article • 06/29/2022
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.
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
Planning
Inventory
Purchasing
Subcontract Manufacturing
Article • 03/31/2022
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.
７ 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.
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.
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.
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.
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.
Ｕ Caution
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
Planning
Inventory
Purchasing

Register Consumption and Output for
One Released Production order line
Article • 03/31/2022
This 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.
７ 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.
７ 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.
７ Note
Posting dates entered on individual lines will override this field.
4. In the Flushing Method Filter field at the top of the journal, you can choose to
also view consumption and output that is posted automatically according to the
flushing methods defined for the item and resource respectively. For more
information, see Enable Flushing of Components According to Operation Output.
5. Proceed to enter the relevant consumption and output quantities in the editable
fields.
On each type of line in the journal, only the relevant fields are shown. The rest are
blank and write-protected.
When the journal is opened, it is preset with the quantities to be posted. If nothing
is posted so far, all quantity fields will show by default the expected quantities
carried from the production order. If partial postings have been made, the quantity
fields on the lines will show the remaining quantities. The quantities and times
already posted for the order are displayed at the bottom of the journal as actual
entries.
Concerning the quantities in the Output Quantity field, you have the option to set
up which values to preset when the journal is first opened. This is done from the
Manufacturing Setup page, General FastTab, in the Preset Output Quantity field.
７ 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.
 Tip
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.
７ 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.
７ Note
If you close the journal without posting, the changes will be lost.
２ 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
Planning
Inventory
Purchasing

Batch Post Production Consumption
Article • 04/03/2023
If the flushing method is Manual, use a consumption journal to post the components
manually.
７ Note
If you have placed a check mark in the Require Pick field on the location card to
indicate that the location requires inventory pick processing, then you do not need
to use this batch job. Business Central will handle consumption when you post the
inventory pick. For more information, see Pick for Production in Basic Warehouse
Configurations.
You can also set up Business Central to automatically post (flush) components when you
start or finish production orders. For more information, see Enable Flushing of
Components According to Operation Output.
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
Use the Calc. Consumption action to generate journal lines from production
orders based on the actual output (the quantity of finished goods that you have
reported) or on the expected output (the quantity of finished goods that you
expect to produce).
７ Note
If you configured the location card to require warehouse pick processing, then
only quantities that are already picked through a warehouse activity can be
entered in the Quantity field in the Consumption Journal page, not any
calculated quantity. For more information, see Pick for Production or
Assembly in Advanced Warehouse Configurations
3. Choose the Post action to post the consumption. The related inventories are
reduced.
 Tip
See Also
Manufacturing
Planning
Inventory
Purchasing

Batch Post Output and Run Times
Article • 04/03/2023
The output quantity represents the work progress in the form of the finished quantity
and used capacity of work or machine center.
You can use the output journal to:
Adjust inventory in connection with output of finished items from production.

Register quantities and scrap for each operation in production routing.
Register setup and run time for work and machine centers.
７ Note
If production routing are used, the inventory is updated only when you post output
quantity on the last operation.
The Production Journal page lets you do the same tasks as in the Output Journal page,
and also do consumption posting tasks. For more information, see Register
Consumption and Output for One Released Production order line.
To post output quantities and/or register run

times for one or more production order lines
1. Choose the icon, enter Output Journal, and then choose the related link.
2. Fill in the fields with the production order data and the output data and/or run
time. Hover over a field to read a short description.
You can use the Explode Routing function to generate journal lines from
production orders.
3. If the operation has been completed, select the Finished field.
4. Choose the Post action to post the operations.
Capacity ledger entries are updated for the used work or machine centers with
information about time and quantity of output and scrap. If you posted the last
operation, the item will be added to the inventory.
 Tip
See Also
Post Scrap Manually Reverse Output Posting Manufacturing Setting Up Manufacturing
Planning
Inventory

Reverse Output Posting
Article • 03/31/2022
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
Planning
Inventory
Purchasing

Post Scrap Manually
Article • 04/03/2023
If scrap is produced during processing, it can be entered in the output journal.
７ 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.
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.
 Tip
See Also
Planning
Inventory
Purchasing

View Load on Work and Machine
Centers
Article • 03/31/2022
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
Planning
Inventory
Purchasing

Post Capacities
Article • 04/03/2023
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.
 Tip
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
Planning
Inventory
Purchasing

About Finished Production Order Costs
Article • 03/31/2022
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
Manufacturing

Article • 02/28/2023
There are two things that are important to all businesses that physically move goods in
and out of their warehouse:
They have an overview of inventory levels and item placement in the warehouse.
They can quickly and accurately receive, pick, and ship items.
To help businesses achieve those things, warehouse features in Business Central add the
following capabilities to inventory management:
Bins
Warehouse shipments
Inventory picks
Movement worksheet
Implement these features in different combinations to tailor your warehouse processes

for your business. Allow for increasing complexity as your company grows and your
processes change.
Overview of different configuration options

You can configure warehouse features in various ways. It's important to choose options
that improve your processes without causing overhead. The following table gives an
overview of typical configurations for dealing with physical goods.
Complexity Description Settings Bin Code Example Example of Example of

Level of Outbound Internal
Inbound Flow Flow
Flow
No Posting from Optional. Purchase Sales order Production

dedicated orders and Controlled order order ->
warehouse journals. by the Bin Consumption
activity. Code is journal
Mandatory
toggle.
Inbound Flow Flow
Flow
Basic Consolidated Require Optional. Purchase Sales Order Same as

receive/ship Receipt Controlled Order(s) -> -> above.
posting for Require Ship. by the Bin Warehouse Warehouse
multiple Code is Receipt Shipment
orders. Mandatory
toggle
Basic Order-by- Require Put- Optional. Purchase Sales Order Production

order. away or Controlled Order -> -> Order ->
Require Pick. by the Bin Inventory Inventory Inventory
Code is Put-away Pick Pick
NOTE: Mandatory
Although the toggle.
settings are
called
Require Pick
and Require
Put-away,
you can still
post receipts
and
shipments
directly from
the source
documents at
locations
where you
select these
checkboxes.
Advanced Consolidated Require Optional. Purchase Sales Production

receive/ship Receipt + Controlled Order(s) -> Order(s) -> order -> Pick
posting for Require Put- by the Bin Warehouse Warehouse Worksheet -
multiple away, Code is Receipt -> Shipment(s) > Warehouse
orders. Require Ship Mandatory Warehouse -> Pick Pick(s) ->
+ Require toggle Put-away Worksheet Consumption
Consolidated Pick -> journal
pick/put- Warehouse
away Pick(s)
activities for
multiple
source
documents.
Inbound Flow Flow
Flow
Advanced Same as Directed Pick Mandatory Same as Same as Production

above + and Put-away above. above. order -> Pick
Directed (dependent Worksheet -
pick/put- toggles will > Warehouse
away be enabled Pick(s)
activities automatically) Consumption
journal
Complexity increases with the size of your organization and how many departments and
people are involved. A process can be simple, for example, when the same person
creates and posts a sales document. Processes can also be more complex, and involve
several steps and people. The following steps are an example of a more complex
process:
1. An order processor creates a sales order.

2. A warehouse manager creates pick instructions.
3. A warehouse employee finishes the flow by posting the warehouse shipment.
The level of complexity is also affected by the types of documents you use in your
warehouse activities. For example, you can use warehouse receipt and warehouse put-
away documents for your inbound flow, but use inventory pick documents for your
outbound flow.
Another factor that impacts complexity is how your physical warehouse is represented in
Business Central. Learn more at Modeling the physical warehouse.
Modeling the physical warehouse

You have several options for representing the real-world setup of your warehouse in
Business Central. Your choices determine how you'll work with warehouse features.
The placement of items can be shelves, locations, or bins, and there are pros and cons
for each option.
Locations and bins

To handle physical goods, you must have at least one location. You can use multiple
locations or use bins to model your warehouse and organizational structure.
Typically, locations are the preferred way to organize operations that are distributed
across geographic areas. In some cases, however, you might want to create several
locations that are located at the same place. Using locations has the following
advantages:
Grant access by using the Warehouse Employee and Responsibility Centers pages.
calculation and planning. Learn more at About Planning Functionality.
Specify default dimensions and use different inventory posting setups.
Set up planning parameters. Learn more at Planning parameters.
Use different warehouse features for each location.
Shelves and bins

If you always store an item in the same place, you can use the Shelf No. field on the
Item Card or Stock-keeping Unit Card pages. This field can be a basic manual storage
system in environments without bins. The field's value is copied from the item card to
document lines and reports, but it's only informational. The value isn't used in
warehouse activities or availability calculations.
Bins represent the basic warehouse structure, and are used to make suggestions about
the placement of items:
One or more fixed bins for an item.

Bins for specific operations, such as a shipping bin or a production output bin.
Bin capacity and weight restrictions (for directed put-away and pick only).
Bin rating (for directed put-away and pick only).
Typical warehouse workflow

them.
To See
In a basic flow on an order-by-order basis, use an inventory put-away to record the Inbound
receipt of items at locations, including any over-receipt. Or, if you're consolidating flow
multiple orders in the receipt, use a warehouse receipt.
Record the shipment of items from warehouse locations. On an order-by-order basis, Outbound
use an inventory pick. Or, if you're consolidating multiple orders in the shipment, use flow
a warehouse shipment.
To See
Handle items within the warehouse location. For example, when you move Internal
components to production or do a physical inventory count. flow
Set up the warehouse processes that are right for your business. Learn more at Setting
Up Warehouse Management.
Terminology related to warehouse

management
Complexity levels
We use the terms "basic" and "advanced" to differentiate between levels of complexity.
This simple differentiation covers several levels of complexity in location setups, each
supported by different warehouse documents. The most advanced level of warehousing
is referred to as "Directed put-away and pick." To use directed put-away and pick for a
location, turn on the directed put-away and pick toggle on the Location Card page.
Warehouse flows
Inbound flow - Move items into the warehouse location and make them available,
such as purchases and inbound transfers.
Outbound flow - Pick and ship items to customers or other locations.
Internal flow - Handle items within a location. For example, move components to
production or count physical inventory.
Basic documents
The following documents are used in basic warehouse flows.
Inventory Put-away
Inventory Pick
Inventory Movement
Item Journal
Item Reclassification Journal
Advanced documents
The following documents are used in advanced warehouse flows.
Warehouse Receipt
Put-away Worksheet
Warehouse Put-away
Pick Worksheet
Warehouse Pick
Movement Worksheet
Warehouse Movement
Internal Warehouse Pick
Internal Warehouse Put-away
Bin Creation Worksheet
Bin Content Creation Worksheet
Warehouse Item Journal
Warehouse Item Reclassification Journal
Pages and settings

This section describes the concepts behind the key pages and settings for warehousing.
Bins and Bin Content
A bin is a storage device designed to contain discrete parts. It's the smallest container
unit in Business Central. Item quantities in bins are referred to as bin contents. 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.
Bin contents can be Fixed, Dedicated, or Default to define how to use the bin content.
Bins with none of these properties are referred to as floating bins.
A fixed bin holds items that are assigned to the bin code. The fixed bin property ensures
that even if the bin is emptied, the bin content doesn't disappear. You can select the bin
again as soon as its contents are replenished.
A dedicated bin holds bin content that can only be picked for the dedicated resource
that uses the bin. For example, a machine center. Other non-pick content, such as
outbound quantities on a shipment posting, can be consumed from a dedicated bin.
Only bin content considered by the Create Pick algorithm is protected in a dedicated
bin.
Business Central uses the Default bin property to suggest bins for warehouse activities.
At locations that use directed put-away and pick, the default bin property isn't used. At
locations where bins are required, the property specifies where to place items in
inbound flows. In outbound flows, the property specifies where to take items from.
７ Note
If outbound items are placed in several bins, items are taken from the non-default
bins first, to empty that bin content, and the remaining items are taken from the
default bin.
You can have one default bin per item per location.
Bin Type
Locations that use directed put-away and pick can use bin types. Bin types control the
activities that you allow for a bin. The following types of bins are available:
Bin Description
Type
RECEIVE Items that are received but aren't put away.
SHIP Items that are picked for warehouse shipment lines but aren't posted as shipped.
PUT Typically, items to store in large units of measure but that you don't want to access for
AWAY picking purposes. These bins aren't used for picking, either for production orders or
shipments, so their use might be limited. This type of bin is useful when you purchase
a large quantity of items. The bins should always have a low bin-ranking, so that items
with higher-ranking PUTPICK bins are put away first. Regularly replenish this type of
bin so that their items are available in PUTPICK or PICK type bins.
PICK Items to be used for picking only. You can only use movements to replenishment of
these bins, not put-aways.
PUTPICK Items in bins that are suggested for both put-aways and picks. Bins of this type
probably have different bin rankings. Set up your bulk storage bins with lower bin
rankings than ordinary pick bins or bins in your forward picking area.
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 checkboxes selected by default. Content you place
in a QC bin is excluded from item flows.
With the exceptions of the PICK, PUTPICK, and PUTAWAY types of bins, the bin type
defines the activity allowed for a bin. For example, you can only use a RECEIVE type of
bin to receive items or pick items from.
７ Note
You must use movements to move items to RECEIVE and QC bins. use movements
to move items from SHIP and QC bins.
Bin Ranking
In advanced warehousing, you can automate and optimize how to collect items in put-
away and pick worksheets by ranking bins. Items are suggested for picks and put-aways
based on the bin ranks.
Put-away processes are optimized according to bin ranking by suggesting higher-

ranking bins before lower-ranking bins. Pick processes suggest items with the highest
bin ranking from bin content first. Bin replenishment suggests lower-ranking bins before
higher-ranking bins.
Bin ranking and bin contents are the basic properties that guide warehouse employees
in the warehouse.
Bin Setup
In advanced warehousing, you can specify the following capacity values to control how,
and in which, bins you store items:
Quantity
Total cubage
Weight
You can assign a base unit of measure (UOM) to items. A base UOM might be pieces,
pallets, liters, grams, or boxes. You can also create larger UOMs based on your base
UOM. For example, if pieces are your base UOM, a pallet might equal 16 pieces.
If an item has more than one UOM, set the maximum quantity for every UOM on the
item card. If you handle an item in pieces and pallets, 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, make sure that the UOM
and dimensions of the item are set up on the item.
７ Note
You can only use multiple UOMs at locations that use directed put-away and pick.
In all other configurations, you can only use bin contents in the base UOM. In
transactions with a UOM that's larger 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 for locations.
A zone could be a receiving zone or a stocking zone, and each zone can consist of one
or more bins.
Most properties assigned to a zone are assigned to the bins that are created for the
zone.
Warehouse Class
In advanced warehousing, you can assign warehouse class codes to the following
entities:
Items
Bins
Zones
Warehouse classes control where to store items. You can divide a zone into several
warehouse classes. For example, you might store items in the receiving zone as frozen,
hazardous, or another class.
When you work with warehouse classes and a default receiving/shipping bin, you must
manually choose 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. A location can be a warehouse, service car, showroom, plant, or an area in a
plant. Inventory is often organized in bins and zones.
First Expired First Out
If you select the Pick According to FEFO checkbox on the Bin Policies FastTab on the
Location Card page, item-tracked items are picked at the location according to their
expiration date. 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 have serial or lot numbers assigned. If some, but not all, of the quantity
on the line has serial or lot numbers assigned, the remaining quantity is sorted
according to FEFO.
When picking by FEFO, 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, the item
with the lowest lot or serial number is picked first. If the lot or serial numbers are the
same, 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 the temporary
FEFO item tracking list.
Put-away Template
Put-away templates specify a set of prioritized rules that apply when you create put-
aways. For example, a put-away template can require you to place items in a bin with
bin content that has the same UOM. If a similar bin with enough capacity can't be found,
the item must be placed in an empty bin. You assign a put-away template to an item
and a location.
See also
Inventory
Start a free trial!

Inventory and Warehouse Reports and
Article • 04/14/2023
Inventory and warehouse reporting in Business Central allows inventory and business
professionals to get insights and statistics about current and past inventory and
warehouse activities.
Reports
The following table describes some of the key reports in inventory and warehouse
management.
Inventory Get an overview of specific items and stockkeeping units, and their 707
Availability availability. This report shows accumulated values such as gross
Plan requirements, scheduled and planned receipts, inventory, and so on.
Inventory Displays inventory valuation for selected items in your inventory. The 1001
Valuation report also shows information about the value of increases and decreases
in inventory over time.
Item Get an overview of the quantities of selected items in inventory with 5809
Expiration - expiration dates within a certain period. The list shows the number of units
Quantity of the selected item that will expire in a given time period. For each of the
items that you specify, the report shows the number of units that will
expire during each of three periods of equal length and the total inventory
quantity of the selected item.
Use filters to specify what the report includes. If you don't set filters, the
report will include all your records. The quantities in the report reflect only
the quantities of the item for which expiration dates are defined.
- Quantity that were added to or removed from inventory, and at which point in time.
- Value that were added to or removed from inventory and at which point in time.
price list profit.
Warehouse Get an overview of warehouse bins, their setup, and the quantity of items 7319
Bin List within the bins. This report can cover all locations at which bins are
mandatory.
Warehouse Get an overview of source documents that are open and have items 7313
Shipment shipped or due for shipping per location. This report can be used for all
Status locations that require shipments, and it shows locations, bin codes,
document status, quantities.
Inventory Displays a list of the sales orders that include a selected item. It shows the 813
Picking following information for each item: sales order line with customer's name,
List variant code, location code, bin code, shipment date, quantity to be
shipped, and unit of measure. The quantity to be shipped is totaled for
each item. Use the report when you need to pick items from inventory.
NOTE: This isn't available for advanced warehouse functionality.
Warehouse This report is meant only for an advanced warehouse. It shows the 7320
Adjustment remaining quantities that are stored in the adjustment bin itself. Typically,
Bin the adjustment bin should be empty. The only reasons for it to contain
quantities are when it's the result of physical counting process, or if
quantities are removed or added to the warehouse.
Tasks
business:

See also
Inventory

Design Details: Inbound Warehouse
Flow
Article • 02/28/2023
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. In principle, the process of receiving inbound orders consists of two activities:
Receive items at the warehouse receiving dock, where you identify the items,
match them to a source document, and record the received quantity.
Put items away in stock, and record the place you put them.
The source documents for inbound warehouse flow are:
Purchase orders
Inbound transfer orders
Sales return orders
７ Note
Production and assembly output also represent inbound source documents. Learn
more about handling production and assembly output for internal processes at
Design Details: Internal Warehouse Flows.
In Business Central, you receive items and put them away using one of four methods, as
Method Inbound Process Require Require Complexity Level

Receipts Put- (Learn more at
aways Warehouse
Management
Overview)
A Post receipt and put-away from the No dedicated

order line warehouse activity.
B Post receipt and put-away from an Turned Basic: Order-by-

inventory put-away document on order.
C Post receipt and put-away from a Turned Basic: Consolidated

warehouse receipt document on receive/ship posting
for multiple orders.
aways Warehouse
Management
Overview)
D Post receipt from a warehouse receipt Turned Turned Advanced

document and post put-away from a on on
Selecting an approach depends on your company's practices and level of organizational

complexity. The following are some examples that might help you decide.
In an order-by-order warehouse environment, where most of the warehouse staff

works directly with order documents, you might decide to use method A.
An order-by-order warehouse that has a more complex put-away process, or
where warehouse staff separates their put-away activities from the order
document, might use method B.
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, receiving and putting away are combined in one step when
posting documents as received. In method D, the receipt is posted first to record the
increase of inventory and that items are available for sale. The warehouse worker then
registers the put-away to make the items available to pick for outbound orders.
７ Note
While warehouse put-aways and inventory put-aways sound similar, they're

different documents and are used in different processes.
The inventory put-away used in method B, together with registering put-away

information, also posts the receipt of the source document.
The warehouse put-away used in method D can't be posted and only registers
the put-away. The registration makes the items available for the further
processing but doesn't post the receipt. In the inbound flow, the warehouse
put-away requires a warehouse receipt.
No dedicated warehouse activity

The following articles provide information about how to process receipts for source
documents if you don't have dedicated warehouse activities.
Record Purchases
Transfer Orders
Process Sales Return Orders
Basic warehouse configurations

In a basic warehouse configuration, the Require Put-away toggle is turned on, but the
Require Receipt toggle is turned off on the Location Card page for the location.
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 a source document to create a request for an

inventory put-away
When you receive items, release the source document, such as a purchase order or an
inbound transfer order. Releasing the document makes the items available to be put
away. You can also create inventory put-away documents for individual order lines, in a
push fashion, based on specified bins and quantities to handle.
2: Create an inventory put-away

On the Inventory Put-away page, in a pull fashion, you can get the pending source
document lines based on inbound warehouse requests. In a push fashion, you can also
create inventory put-away lines when you create the source document.
3: Post an inventory put-away

On each line for items that have been put away, partially or fully, fill in the Quantity field
and then post 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 for locations that require a bin code on all item
transactions.
The put-away request is deleted, if it's 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

In an advanced warehouse configuration, the Require Receipt toggle is turned on on
the Location Card page for the location. The Require Put-away toggle is optional.
The following diagram illustrates the inbound warehouse flow by document type. The
numbers in the diagram correspond with the steps in the sections following the
diagram.
1: Release the source document
When you receive items, release the source document, such as the purchase order or an
inbound transfer order. Releasing the document makes the items available to be put
away. The put away will contain references to the source document type and number.
2: Create a warehouse receipt

On the Warehouse Receipt page, get the inbound source document lines. You can
combine several source document lines in one warehouse receipt document. Fill in the
Qty. to Handle field and select the receiving zone and bin, if required.
3: Post the warehouse receipt

Post the warehouse receipt to create positive item ledger entries. The Quantity Received
field on the inbound source document line is updated.
If the Require Put-away toggle is not turned on on the location card, this is where the
process stops. Otherwise, posting the inbound source document makes the items
available to be put away. The put away contains references the source document type
and number.
4: (Optional) Generate put-away worksheet lines

Get warehouse put-away lines in the Put-away Worksheet based on posted warehouse
receipts or operations that produce output. Choose the lines to put-away, and specify
the following information:
The bins to take items from.

The bins to put items in.
How many units to handle.
The bins can be predefined by the setup of the warehouse location or the resource that
performed the operation.
When all put-aways are planned and assigned to warehouse workers, generate the
warehouse put-away documents. Fully-assigned put-away lines are deleted from the
Put-away Worksheet.
７ Note
If the Use Put-away Worksheet toggle is not turned on on the location card,
warehouse put-away documents are created directly based on posted warehouse
receipts. In that case, this step isn't needed.
5: Create a warehouse put-away document

Create a warehouse put-away document in a pull fashion, based on the posted
warehouse receipt. Alternatively, create the warehouse put-away document and assign it
to a warehouse worker in a push fashion.
6: Register a warehouse put-away

On each line for items that have been put away, partially or fully, fill in the Quantity field
on the Warehouse Put-away page, and then register the warehouse put-away.
Warehouse entries are created for locations that require a bin code on all item
transactions.
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 posted warehouse receipt order lines is updated.
Related tasks
them.
To See
Record the receipt of items at warehouse locations with a warehouse Receive Items
receipt, in case of semi or fully automated warehouse processing at the
location.
Put items away on an order-by-order basis and post the receipt in one Put Items Away with
activity in basic warehouse configurations. Inventory Put-aways
Put away items received from multiple purchases, sales returns, transfers Put Items Away with
orders in an advanced warehouse configuration. Warehouse Put-
aways
See Also
Find Your Warehouse Assignments
Article • 02/28/2023
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 Overview Inventory
Setting Up Warehouse Management Assembly Management Work with Business Central

Receive Items with Warehouse Receipts
Article • 04/03/2023

aways Warehouse
Management
Overview)




To learn more about how to handle inbound items, go to Inbound Warehouse Flow.
The following article refers to methods C and D in the previous table.
Receive items with a warehouse receipt

When items arrive at a warehouse that is set up to process warehouse receipts, you
must get the lines of the released source document that triggered the receipt. If you use
bins, you can either accept the default bin or specify the bin to put the items in. The
latter might be required when you receive an item for the first time. Then, enter the
quantities of the items you've received, and post the receipt.
You can create warehouse receipt in one of two ways:
In a push fashion, when work is done on an order-by-order basis. Choose the

Create Warehouse Receipt action in the source document, such as Purchase Order,
Sales Return Order, or Transfer Order to create warehouse receipt for one source
document.
In a pull fashion, where you use the Release action in the source document, such
as a purchase order, sales return order, or transfer order to release the document
to the warehouse. A warehouse employee creates a Warehouse Receipt for one or
many released source documents. The following procedure described how to
create a warehouse receipt in a pull fashion. The following procedure describes
how to create a warehouse receipt in a pull fashion.
1. Choose the icon, enter Warehouse Receipts, then choose the related link.
Fill in the Location Code field on the General FastTab. When you retrieve source
document lines, some of the information is copied to each line.
For a location that requires bins, fill in the Bin Code field. Depending on your
setup, Business Central can add the bin code code for you. Learn more at Zone and
bin codes.
3. You can get source document in two ways:

a. Choose the Get Source Documents action. The Source Documents - Inbound
page opens. Here you can select one or more source documents released to
warehouse that requires receipt.
b. Choose the Use Filters to Get Src. Docs. action. The Filters to Get Source Docs.
- Inbound page opens. Here you can select Source Document Filter and run it.
All released source document lines that meet the filter criteria are added on the
Warehouse Receipt page. Learn more at How to Use Filters to Get Source
Documents.
4. Set the quantity to receive.
The Qty. to Receive field contains the quantity outstanding for each line, but you
can change the quantity as needed.
To set the value in the Qty. to Receive field on all lines to zero, choose the Delete
Qty. to Receive action. For example, setting the quantities to zero is useful if you're
using a barcode scanner to update the received quantities. To add the outstanding
quantities from the source document again, choose the Autofill Qty. to Receive
action.
On a warehouse receipt document where the received quantity is higher than

ordered, enter the quantity actually received in the Qty. to Receive field. If the
increase is within the tolerance specified by an assigned over-receipt code, the
Over-Receipt Quantity field updates to show the quantity by which the value in
the Quantity field is exceeded. If the increase is over the tolerance, the over-
receipt isn't allowed.
5. Post the warehouse receipt. The quantity fields are updated on the source
documents, and the items are added to inventory.
 Tip
One thing to note though is that you can't preview warehouse receipts and
shipments if they have lines that contain a quantity to handle from several
source documents.
 Tip
If you're using warehouse put-away, which refers to method D in the table in

the beginning of this article, the items are received but can't be picked until
they've been put away. To learn more about putting items away, go to Put
Items Away with Warehouse Put-aways.
Otherwise, consider using the Post and Print action. The action will post the
receipt and print it as a put-away instruction that shows where to put the
item.
７ Note
If your warehouse uses cross-docking, you can check whether you can cross-
dock items without putting them away. To learn more about cross-docking,
go to Cross-Dock Items.
How to use filters to get source documents

From a warehouse receipt, you can use the Filters to Get Source Docs. page to retrieve
the released source document lines that specify the items to receive.
1. In the warehouse receipt, choose the Use Filters to Get Src. Docs. action.
2. To set up a new filter, enter a descriptive code in the Code field, then choose the
Modify action.
The Source Document Filter Card - Inbound page appears.
3. Use the filters to define the type of source document lines to retrieve. For example,
you can select types of source documents, such as purchase or transfer orders.
4. Choose Run.
Warehouse Receipt page on which you activated the filters.
You can make an unlimited number of filter combinations. Filters are saved on the Filters
to Get Source Docs. page, and they're available the next time you need them. You can
change the criteria at any time by choosing the Modify action.
Zone and bin codes

To receive items with warehouse class codes other than the class code of the bin in the
Bin Code field on the document header, clear the Bin Code field on the header before
you retrieve source document lines for the items.
If bins are mandatory for a location, zone and bin codes are added to warehouse receipt
documents as follows:
For advanced configurations that use directed put-away and pick, Business Central
uses the receipt bin code from the Location Card page for the location. If a receipt
bin code isn't specified, no bin is specified. If the item and receipt bins don't
match, the receipt bin code is blank.
In other configurations, if a receipt bin code isn't specified, Business Central uses
the bin code from the source document.
See also

Put Items Away with Inventory Put-
aways
Article • 04/03/2023

aways Warehouse
Management
Overview)




Learn more at Inbound Warehouse Flow.
This article refers to method B in the table.
When your location is set up to require put-away processing but not receive processing,
use an Inventory Put-away document to record and post put-away and receipt
information for your source documents. Inbound source documents can be purchase
orders, sales return orders, and inbound transfer orders.
７ Note
Production and assembly output also represent inbound source documents. Learn
more about handling production and assembly output for internal processes at
Design Details: Internal Warehouse Flows.
You can create an inventory put-away in three ways:

Create the inventory put-away directly from the source document itself.
Create inventory put-aways for several source documents at the same time by
using a batch job.
Create the put-away in two steps by first by releasing the source document to
make the items available to be put away. You can create the inventory put-away
based on the source document by using the Inventory Put-away page.
To create an inventory put-away from the

source document
1. In the source document, which can be a purchase order, sales return order, or
inbound transfer order, choose the Create Inventory Put-away/Pick action.
2. Select the Create Invt. Put-away checkbox.
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 Inventory Put-away/Pick/Movement, and then
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 put-aways for purchase orders only.
3. On the Options FastTab, select the Create Invt. Put-away checkbox.
4. Choose the OK button. The specified inventory put-aways are created.
To create the put-away in two steps
To request an inventory put-away by releasing the source

document
When you release purchase orders, sales return orders, and inbound transfer orders, the
items on the orders become available to be put away. The following steps describe how
to make the items on a purchase order ready to be put away.
2. Select the purchase order that you want to release, and then choose the Release
action.
To create an inventory put-away based on the source
document
A 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.
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 record the inventory put-away

1. On the Inventory Put-aways page, open a previously created put-away document.
2. In the Bin Code field on the put-away lines, the bins where the items must be put
away are suggested based on the items' default bin. You can change the bin if
needed.
3. Perform the put-away, and then enter the actual quantity that was put away in the
Qty. to Handle field.
If you must place the items for one line in more than one bin, for example because
the designated bin is full, use the Split Line action on the Lines FastTab. The action
creates a line for the remaining quantity to handle.
4. After you put the items away, choose the Post action.
Post the receipt of the source document lines that have been put away
If the location uses bins, posting will also create warehouse entries to post
the bin quantity changes.
 Tip
posting will create. However, the preview won't show entries for inventory
picks and put-aways that will post non-inventory lines from source
documents. For example, lines that have the G/L Account type or items of the
type Service.
See also

Put Items Away with Warehouse Put-
aways
Article • 02/28/2023

aways Warehouse
Management
Overview)




This article refers to method D in the table, and assumes that receiving has already
happened. Learn more at Receive Items.
When a location is set up to require warehouse put-away processing and warehouse

receive processing, use warehouse put-away documents to control how items are put
away. When you post a warehouse receipt, 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 for the received items are sent to the put-away function in
the warehouse.
Depending on the value in the Use Put-away Worksheet field on the Location card, the
lines are either made available to the put-away worksheet or used to generate put-away
documents immediately. Learn more at Setting Up Warehouse Management.
In addition to the standard ways to create warehouse put-aways that this article
describes, you can create put-aways from the related posted warehouse receipt. This is
useful if you have deleted put-away lines, or if you decide not to use the put-away
worksheet, because you can create or recreate put-away instructions from the posted
receipt lines.
Zone and bin codes

At locations that are set up to use directed put-away and pick, the following settings are
required to determine the best place to put the items:
A put-away template is set up. Learn more at Set Up Put-away Templates.

The weight, cubage, and special storage requirements of the item or stock-keeping
unit are defined.
The capacity, bin type, and bin ranking are defined for the bins.
The bin ranking is used when more than one bin matches the criteria on the put-away
template. 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 put-away documents in bulk with the

put-away worksheet
You can create put-away documents for multiple receipts at the same time on the Put-
away Worksheet page.
1. Choose the icon, enter Put-away Worksheets, and then choose the related link.
2. Choose the Get Warehouse Documents action. The Put-away Selection page
opens.
The list contains all posted receipts that are ready to be put away, 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. You can work on lines from
several documents at the same time.
７ Note
If you select a receipt or internal put-away document for which you've already
created instructions for all lines, Business Central] will inform you that there's
nothing to handle.
4. Fill in the Sorting Method field to sort the lines.
７ Note
The way the lines are sorted in the worksheet doesn't automatically carry
through to the put-away instruction. However, the same opportunities for
sorting and bin ranking exist. You can recreate the line order you plan in the
worksheet when you create the put-away instructions or sort 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 needed, edit the lines manually. You can delete lines, for example, if some items
need to be put away in a bin that's far away from the bins for the other items.
７ Note
When you delete lines they're only deleted from this worksheet. They aren't
deleted from the put-away selection.
7. Choose the Create Put-away action. The Create Document page opens, where you
can add more information to the put-away you're creating.
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, because most receipt bins have a 0 bin ranking. 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 save steps for warehouse employees.
You can choose not to include the lines that Business Central] created when it
converted a large unit of measure to smaller units of measure by selecting
the Set Breakbulk Filter field. Learn more about breakbulk at 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 OK to create the put-away.
To create a put-away from a posted receipt

If a 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 Warehouse Receipts, and then choose the
related link.
2. Select a posted receipt to 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 whether the receipt is partially 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 fields as necessary, and then choose OK.
To put items away

1. Choose the icon, enter Warehouse Put-aways, and then choose the related link.
2. Open the warehouse put-away that's ready to handle.
3. If your warehouse requires, enter your user ID when you start work on a put-away.
You can sort the put-away lines by various criteria, for example, by item, shelf
number, or due date. Sorting can help optimize the put-away process, for example:
If the Take and Place lines for each receipt line don't immediately follow one
another, and you want them to, sort the lines by selecting Item in the Sorting
Method field.
If bin rankings reflect the physical layout of the warehouse, use the Bin
Ranking sorting method to organize the work by bin locations.
4. Perform the actions.
If a bin code is mandatory for the locations, each receipt line becomes at least two
lines in the warehouse put-away, as follows.
The first line, with Take in the Action Type field, indicates where the items are
located in the receiving area. You can't change the zone and bin on this line.
The next line, with Place in the Action Type field, shows where you must
place the items in the warehouse. If you receive a large number of items on
one receipt line, you might have to put the items away in several bins, so
there's a Place line for each bin.
７ Note
If you must place the items for one line in more than one bin, for example
because the designated bin is full, use the Split Line action on the Lines
FastTab. The action creates a line for the remaining quantity to handle.
5. When you have placed all the items in bins as instructed, choose the Register Put-
away action.
See also

Cross-Dock Items
Article • 04/03/2023
Cross-dock items are items you receive and ship without putting them away. The put-
away and pick processes require limited handling of items. You can cross-dock items for
shipments and for production orders.
Cross-dock bins and zones

If you're using bins, set up at least one cross-dock bin, and then specify the bin in the
Cross-Dock Bin Code field on your locations. If you're using directed put-away and
picks, set up a cross-dock zone.
When you prepare a shipment or pick items for production and you're 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 whether the items you need are available there before you
get the items in their usual storage area.
If you've 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.
Cross-dock select lines for a receipt

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, delete the Take and Place instruction lines for each receipt
line for the items to put away. You can recreate the instruction lines later as put-away
lines from the put-away worksheet or the posted receipt. After you delete the
instruction lines you can put away and register the lines for cross-dock items.
About the Put-away Worksheet page

If you turn on the Use Put-away Worksheet toggle on the Location Card page, and post
your receipt with calculated cross-docks, all receipt lines become available in the
worksheet. The cross-dock information is lost and can't be recreated. Therefore, 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 the Use Put-away Worksheet toggle is turned off,
the cross-dock items become separate lines on the put-away instructions. The Cross-
Dock Information field on each put-away line shows whether the line contains the
following:
Cross-dock items.
All of the items from a receipt must be stored.
Some items from a receipt must be stored, and some are to be cross-docked.
Business Central doesn't keep separate records for cross-docked items. It registers them
as ordinary put-away instructions.
To set up the warehouse for cross-docking

1. If you're using bins, set up at least one cross-dock bin. If you're using directed put-
away and picks, set up a cross-dock zone.
A cross-dock bin has the Cross-Dock Bin field selected and must have both
Receive and Pick bin types selected. To learn more about bins, go to 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. To learn more about zones, go to Set Up Locations to
Use Bins.
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, turn on the Use Cross-Docking toggle 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're 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.
７ 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 receipt for an item that's arrived and can be cross-docked. To
learn more about receiving, go to 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 the sum of all the outbound lines for
the item within the look-ahead period minus the quantity that is already 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 can't cross-dock more than you have received.
4. 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 you won't cross-dock.
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
2. Create a warehouse receipt for an item that has arrived and can be cross-docked.
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 show 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 updates. The update doesn't mean
that the shipment or production order will actually receive the items being
suggested for cross-docking. It's for testing purposes only. The process can be
informative, however, if more than one unit of measure is involved.
5. To reserve a quantity of the item for an order line, choose the line, and then
choose the Reserve action. On the Reservation page, reserve available quantity of
the item. The reservation is like any other reservation and doesn't have higher
priority because it was created in connection with cross-docking. To learn more
about reservations, go to Reserve Items.
6. When you're finished recalculating or reserving, choose the OK button to bring the
calculation to the Qty. to Cross-Dock field on the receipt line, or choose the
Cancel button to return to the warehouse receipt and calculate the cross-dock
again.
7. Post the receipt. You can continue in the put-away instruction as described in steps
3 through 7 in To cross-dock items without viewing the opportunities.
 Tip
７ 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're using bins, when you open a shipment or the pick worksheet the quantity of
each item in the cross-dock bins updates. When the item is available in the cross-dock
bin, you can create a pick for the items on the shipment. In the pick worksheet, you can
edit the lines as needed.
When a production order is released, the lines are available in the pick worksheet and
the Qty. on Cross-Dock Bin field shows whether the items have arrived and are in the
cross-dock bins. When you create a pick instruction, Business Central suggests that you
pick the cross-docked items first. Items in storage bins are suggested afterward.
If you aren't using bins, 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
Inventory
Assembly Management

Walkthrough: Receiving and Putting
Away in Basic Warehouse
Configurations
Article • 02/28/2023

aways Warehouse
Management
Overview)





In basic warehouse configurations where your location is set up to require put-away
processing but not receive processing, use the Inventory Put-away page to record and
post put-away and receipt information for your inbound source documents. The
following documents are inbound source documents:
Purchase order
Sales return order
Inbound transfer order
Production order with output that's ready to be put away
７ 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 checkboxes.
Set up SILVER location for inventory put aways.

Set up SILVER location for bin handling.
Define a default bin for item LS-81. (LS-75 is already set up in CRONUS.)
Create a purchase order for vendor 10000 for 40 loudspeakers.
Verify that the put-away bins are preset by setup.
Release the purchase order for warehouse handling.
Create an inventory put-away based on a released source document.
Verify that the put-away bins are inherited from the purchase order.
Register the warehouse movement into the warehouse and post the purchase
receipt for the source purchase order.
７ Note
Roles
The following user roles perform the tasks that this walkthrough demonstrates:
Warehouse Manager
Purchasing Agent
Warehouse Worker
Prerequisites
To complete this walkthrough, you'll need:
CRONUS International Ltd. data

To be a warehouse employee at SILVER location. To set yourself up, follow these
steps:
1. Choose the icon, enter Warehouse Employees, and then choose the
related link.
2. Choose the User ID field, and select your user account on the Users page.
3. In the Location Code field, choose SILVER.
4. Select the Default checkbox.
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 the 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

Settings on the Location Card page define the company's warehouse flows.
To set up the location

2. Open the SILVER location card.
3. Turn on the Require Put-away toggle.
Set up a default bin for the two item numbers to control where they're 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.
7. Select the Fixed and the Default fields.

8. In the Item No. field, enter LS-81.
Create the purchase order

Purchase orders are the most common type of inbound source document.
To create the purchase order

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
７ Note
The bin code is entered automatically according to the setup you created in
the Setting up the location section.
Next, notify the warehouse that the purchase order is ready for warehouse
handling when the delivery arrives.
The delivery of loudspeakers from vendor 10000 has arrived at SILVER warehouse,
and John proceeds to put them away.
Receive and put the items away

Use the Inventory Put-away page to 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.
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,
Alternatively, choose the Get Source Document action, and then select the
purchase order.
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
Design Details: Inbound Warehouse Flow

Walkthrough: Receiving and Putting
Away in Advanced Warehouse
Configurations
Article • 02/28/2023
In Business Central, receiving and putting away occurs using one of four methods, as

aways Warehouse
Management
Overview)




The following walkthrough demonstrates method D in the previous table.

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 items 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.
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
Warehouse Manager
Purchasing Agent
Receiving Staff
Warehouse Worker
Prerequisites
CRONUS installed.
To make yourself a warehouse employee at WHITE location by following these
steps:
4. Select the Default field.
Story
Ellen, the warehouse manager at CRONUS, 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. John
puts all units away in their default bins, except 40 out of 100 received hinges are put
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

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


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. The status changes from Open to Released.
Proceed to create the second purchase order.
Item Location code Quantity
70100 WHITE 10 CAN
70101 WHITE 12 CAN
Choose the Release action. The status changes from Open to Released.
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

4. Select Actions then Functions then 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 Posting then 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 proceeds to split the single Place line to specify a second Place
line for bin W-02-0001 in the assembly department where the warehouse worker
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.
By default, the Zone Code field on the sales lines are hidden, so you must display
it. To do this you need to personalize the page. For more information, see To start
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

Outbound Warehouse Processes
Article • 02/28/2023
Outbound processes in warehouses start when you release a source document to take
items out of a warehouse location. For example, either to ship the items somewhere or
to move them to another company location. In principle, the process of shipping
outbound orders consists of two activities:
Picking items from the shelves.

Shipping items out of the warehouse.
The source documents for outbound warehouse flow are:
Sales order
Outbound transfer order
Purchase return order
Service order
７ Note
Production and assembly orders with component needs also represent outbound
source documents. Production and assembly orders are a little different because
they're typically internal processes that don't involve shipping. Instead, they're used
to put-away produced items or move the components needed to assemble an item
to an assembly area. Learn more about these processes at Design Details: Internal
Warehouse Flows.

Warehouse
Management
Overview)

activity.

Warehouse
Management
Overview)

receive/ship
posting for
multiple orders.

The approach to choose depends on your warehouse practices and level of

organizational complexity. The following are some examples that might help you decide.
In an order-by-order environment with straightforward processes and a simple bin

structure, method A, picking and shipping from the order line is appropriate.
If items for an order line come from more than one bin, or if warehouse workers
can't work with order documents, the use of separate pick documents is
appropriate, method B.
If your picking and shipping processes involve multiple orders and require greater
control and overview, you 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, picking and shipping activities are combined in one step when
posting the a document as shipped. In method D, you first register the pick, and then
post the shipment later from a different document.
７ Note
While warehouse picks and inventory picks sound similar, they're different
documents and are used in different processes.
The inventory pick used in method B, together with registering picking

information, also posts the shipment of the souece document.
The warehouse pick used in method D can't be posted and only registers the
pick. The registration makes the items available for the warehouse shipment
but doesn't post the shipment. In the outbound flow, the warehouse pick
requires a warehouse shipment.
No dedicated warehouse activity
The following articles provide information about how to process receipts for source
documents if you don't have dedicated warehouse activities.
Sell Product
Transfer Orders
Create Service Orders
Basic warehouse configurations

The following diagram illustrates the outbound warehouse processes for different types
of documents in basic warehouse configurations. The numbers in the diagram
correspond with the steps in the sections following the diagram.
1: Release a source document

When you use the Release action on a source document, such as a sales or transfer
order, the items on the document are ready to be handled in the warehouse. For
example, picked and put in the bin specified on the document. Alternatively, you can
create inventory pick documents for individual lines on orders, in a push fashion, based
on specified bins and quantities to handle.
2: Create an inventory pick

On the Inventory Pick page, the warehouse worker retrieves, in a pull fashion, the
source document lines. Alternatively, the inventory pick lines are already created, in a
push fashion, by the user who is responsible for the source document.
3: Post an inventory pick
On each line for items that have been picked or moved, partially or fully, fill in the
Quantity field, and then post the inventory pick. Source documents related to the
inventory pick are posted as shipped or consumed.
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.

The following diagram illustrates the outbound warehouse processes for different types
of documents in advanced warehouse configurations. The numbers in the diagram
correspond with the steps in the sections following the diagram.
1: Release a source document

Releasing a source document in advanced configurations does the same thing as for
basic configurations. The items become available for handling in the warehouse. For
example, they can be included in a shipment.
2: Create a warehouse shipment

On the Warehouse Shipment page, get the lines from the released source document.
You can combine lines from several source document in one warehouse shipment.
3: Create a warehouse pick

On the Warehouse Shipment page, create warehouse pick activities for warehouse
shipments in one of two ways:
In a push fashion, where you use the Create Pick action. Select the lines to be
picked and prepare the picks by specifying, for example, which bins to take from
and place in, and how many units to handle. The bins can be predefined for the
warehouse location or resource.
In a pull fashion, where you use the Release action. On the Pick Worksheet page,
warehouse workers can use the Get Warehouse Documents action to get their
assigned picks. When the warehouse picks are fully registered, the lines in the Pick
Worksheet are deleted.
4: Register a warehouse pick

On the Warehouse Pick page, a warehouse worker fills in the Quantity field for each line
that they've fully or partially picked, and then registers the pick.
Warehouse entries are created, and the warehouse pick lines are deleted if the full
quantity was picked. The warehouse pick document remains open until the full quantity
of the warehouse shipment is registered. The Qty. Picked field on the warehouse
shipment lines is updated accordingly.
5: Post the warehouse shipment

When all items on the warehouse shipment document are registered as picked, the
warehouse worker posts the shipment. Posting updates the item ledger entries to reflect
the reduction in inventory. For example, the Quantity Shipped field on the outbound
source document line is updated.
See Also
Warehouse Management

Find Your Warehouse Assignments
Article • 02/28/2023
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
Setting Up Warehouse Management Assembly Management Work with Business Central

Article • 02/28/2023

Warehouse
Management
Overview)

activity.


receive/ship
posting for
multiple orders.

This article refers to method B in the table.
When your location is set up to require pick processing but not shipment processing,
use the Inventory Pick page to record and post picking and shipping information for
your source documents. Outbound source documents can be sales orders, purchase
return orders, and outbound transfer orders.
７ Note
Production and assembly order component needs also represent outbound source
documents. Learn more about handling production and assembly orders for
internal processes at Design Details: Internal Warehouse Flows.
Although service orders are also outbound source documents, they don't support
the basic, order-by-order level of complexity.
When picking and shipping sales line quantities that are assembled to the order,
there are rules you must follow when you create inventory pick lines. Learn more at
Handling Assemble-to-Order Items with Inventory Picks.
You can create an inventory pick in in three ways:
Create the inventory pick directly from the source document.

Create inventory picks for multiple source documents at the same time by using a
batch job.
Request the pick in two steps by first releasing the source document, which acts as
a signal to the warehouse that the source document is ready picking.
The inventory pick can then be created from the Inventory Pick page based on the
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, or
outbound transfer order, choose the Create Inventory Put-away/Pick action.
2. Select the Create Invt. Pick checkbox.
3. Choose the OK button. A new inventory pick will be created.
To create multiple inventory picks with a batch

job
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 checkbox.
To create the pick in two steps

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. Releasing the order makes the items available
for picking.
2. Select the sales order that you want to release, and then choose the Release
action.
To create an inventory pick based on the source

document
After you release an order, the warehouse employee can create an inventory pick.
3. In the Source Document field, select the type of document you're picking for.
5. Alternatively, choose the Get Source Document action to create a list of all
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
documents.
To record 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 then enter the quantity that in the Qty. to Handle field.
If you must pick the items for a line from more than one bin, for example because
the full quantity isn't in the bin, use the Split Line action on the Lines FastTab. The
action creates a line for the remaining quantity to handle.
Post the shipment of the source document lines that were picked.
If the location uses bins, posting will also create warehouse entries to post
the changes to the bin quantity.
 Tip
type Service.
Handling assemble-to-order items with

inventory picks
You can also use the Inventory Pick page to pick and ship for sales where items must be
assembled before they can be shipped. Learn more at Sell Items Assembled to Order.
Assemble-to-order items aren't physically in a bin until they're assembled and posted as
output to a bin. Picking assemble-to-order items from a bin for shipments follows a
special flow.
1. From a bin, warehouse workers take the assembly items to the shipping dock and
then post the inventory pick.
2. The posted inventory pick 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. Select the Create Movements
Automatically field on the Assembly Setup page. Learn more at Set Up Basic
Warehouses with Operations Areas.
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 scenarios where
some of the quantity is assembled and some is picked from inventory, a minimum of
two pick lines are created.
For sales where the full quantity on the sales order line is assembled to order, one
inventory pick line is created for the quantity. 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, the Bin Code field on the inventory
pick line contains the value from the following fields, in the following order.
*Asm.-to-Order Shpt. Bin Code

From-Assembly Bin Code
If a bin code isn't specified on the sales order line, and no assembly output flow is set up
for the location, 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 scenarios where a part of the quantity is assembled and another must be picked, a
minimum of two pick lines are created.
One pick line for the assemble-to-order quantity. Business Central uses the
following fields, in this order, to determine the bin code: Bin Code, Asm.-to-Order
Shpt. Bin Code, and then From-Assembly Bin Code. If these fields are blank, the
warehouse employee must open the Bin Contents page and choose the bin where
the items are assembled.
The other pick line depends on which bins can fulfill the remaining quantity. If the
item is kept in multiple bins, multiple lines will be created. The Take line is based
on the quantity in the Qty. to Ship field.
７ Note
If items are assembled to order, the inventory pick for the linked sales order till
create an inventory movement for all of the assembly components.
See also
Assembly Management
Walkthrough: Picking and Shipping in Basic Warehouse Configurations

Article • 02/28/2023

Warehouse
Management
Overview)

activity.


receive/ship
posting for
multiple orders.

This article refers to method D in the table. To learn more about shipping items, go to
Shipping Items.
When a location is set up to require warehouse pick processing and warehouse

shipment processing, use warehouse pick documents to create and process pick
information before you post the warehouse shipment.
You can't create a warehouse pick document from scratch. Picks are part of a workflow
where the person processing an order creates them in a push fashion, or the warehouse
employee creates them in a pull fashion:
In a push fashion, where you use the Create Pick action in the Warehouse
Shipment page. Select the lines to be picked and prepare the picks by specifying,
for example, which bins to take from and place in, and how many units to handle.
Bins can be predefined for the warehouse location or resource.
In a pull fashion, where you use the Release action in the Warehouse Shipment
page to make the items available for picking. Then, on the Pick Worksheet page,
warehouse employees can use the Get Warehouse Documents action to pull their
assigned picks.
７ Note
Picking for a warehouse shipment of items that are assembled for a sales order
follows the same steps as for regular warehouse picks for shipments, as described
in this article. However, the number of pick lines for the quantity to ship may be
many to one because you pick the components, not the assembled item.
Warehouse pick lines are created for the value in the Remaining Quantity field on
the lines of the assembly order that's linked to the sales order line being shipped.
All components are picked in one action. Learn more at Handling Assemble-to-
Order Items in Warehouse Shipments.
To learn more about picking components for assembly orders, including situations
where assembly items aren't related to a sales shipment, go to Pick for Production,
Assembly, or Jobs in Advanced Warehouse Configurations.
To create pick documents in bulk with the pick

worksheet
1. Choose the icon, enter Pick Worksheet, and then choose the related link.
2. Choose the Get Warehouse Documents action.
The list will include all shipments that have been released for picking, including
those for which pick instructions have already been created. Documents with pick
lines that have been completely picked and registered are not shown in this list.
3. Select the shipments for which you want to prepare a pick.
７ Note
If you try to select a shipment or internal pick document for which you've
already created instructions for all of its lines you'll get a message that says
something like, "there is nothing to handle." To combine warehouse pick
instructions that you've already created into one pick instruction, you must
delete the individual warehouse picks first.
4. Fill in the Sorting Method field to sort the lines.
７ Note
through to the pick instruction. However, the same sorting and bin ranking
opportunities exist. You can easily recreate the line order you plan in the
worksheet when you create the pick instructions or sort in the pick
instructions.
5. Fill in the Qty. to Handle field either manually, or by using the Autofill Qty.to
Handle action.
The page shows the quantities available in cross-docking bins. This information is
useful for planning work assignments in cross-docking situations. Business Central
will always propose a pick from a cross-dock bin first.
6. If needed, edit the lines. You can also delete lines to make the pick more efficient.
For example, if there are multiple lines with items that are in cross-dock bins, you
might create a pick for all of the lines. The cross-docked items will be shipped with
the other items on the shipment, and the cross-dock bins will have space for more
incoming items.
７ Note
If you delete lines, they're only only deleted from the worksheet. They aren't
deleted from the pick selection list.
7. Choose the Create Pick action. The Create Pick page opens, where you can add
more information to the pick you are creating. Specify how to combine pick lines in
the pick documents by selecting one of the following options.
Option Description
Per Whse. Creates separate pick documents for worksheet lines with the same
Document warehouse source document.
Per Create separate pick documents for each customer (sale orders), vendor
Cust./Vend./Loc. (purchase return orders), and location (transfer orders).
Per Item Create separate pick documents for each item on the pick worksheet.
Option Description
Per From Zone Create separate pick documents for each zone that you'll take items
from.
Per Bin Create separate pick documents for each bin that you'll take items from.
Per Due Date Create separate pick documents for source documents that have the
same due date.
Specify how the pick documents are created by selecting from the following
options.
Option Description
Max. No. of Creates pick documents that have no more than the specified number of
Pick Lines lines in each document.
Max. No. of Creates pick documents that each cover no more than the specified
Pick Source number of source documents.
Docs.
Assigned User Creates pick documents only for worksheet lines that are assigned to the
ID selected warehouse employee.
Sorting Select from the available options to sort lines in the created pick
Method for document.
Pick Lines
Set Breakbulk Hides intermediate breakbulk pick lines when a larger unit of measure is
Filter converted to a smaller unit of measure and completely picked.
Do Not Fill Leaves the Qty. to Handle field in the created pick lines empty.
Qty. to Handle
Print Pick Prints the pick documents when they are created. You can also print from
the created pick documents.
8. Choose OK. Business Central will create the pick according to your selections.
To pick items for a warehouse shipment

1. Choose the icon, enter Warehouse 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 needed.
3. Pick the items.
If the warehouse is set up to use bins, the items’ default bins are used to suggest
where to take the items from. The instructions contain at least two separate lines
for Take and Place actions.
If the warehouse is set up to use directed put-away and pick, bin ranking is used to
calculate the best bins to pick from. Those bins are suggested on the pick lines.
The instructions contain at least two separate lines for Take and Place actions.
located in the picking area. If you're shipping a large number of items on one
shipment line, you might have to pick the items in several bins, so there's a
Take line for each bin.
place the items in the warehouse. You can't change the zone and bin on this
line.
７ Note
If you must pick or place the items for one line in more than one bin, for
example because the designated bin is full, use the Split Line action on the
Lines FastTab. The action creates a line for the remaining quantity to handle.
4. After you pick and place the items in the shipping area or shipping bin, choose the
Register Pick action.
You can now bring the items to the shipment dock and post the shipment, including the
related source document, on the Warehouse Shipment page. Learn more at Ship Items.
See also
Assembly Management

Ship Items with a Warehouse Shipment
Article • 02/28/2023

Warehouse
Management
Overview)

activity.


receive/ship
posting for
multiple orders.

To learn more about shipping items, go to Outbound Warehouse Flow.
This article refers to methods C and D in the table. In both methods, you start by
creating a shipment document from a business source document. Then you pick the
specified items for the shipment.
When a location requires warehouse shipments, you can ship items based on source
documents that have been released to the warehouse. Releasing source documents
makes the items on them ready to be handled in the warehouse. The following are
examples of source documents:
Sales orders
Purchase return orders
Transfer orders
Service orders
You can create a warehouse shipment in one of two ways:

In a push fashion, when work is done on an order-by-order basis. Choose the
Create Warehouse Shipment action in the source document to create a warehouse
shipment for the document.
In a pull fashion, where you use the Release action in the source document to
release it to the warehouse. A warehouse employee creates a Warehouse
Shipment for one or many released source documents. The following procedure
describes how to create warehouse shipment in a pull fashion.
To ship items using a warehouse shipment

document
1. Choose the icon, enter Warehouse Shipments, then choose the related link.
2. Choose New.
3. In the No. field, choose the number series to use to create an ID for the shipment.
4. In the Location Code field, choose the location you're shipping from.
When you retrieve source document lines, some of the information from the
location is copied to each line.
5. If the location requires bins, fill in the Bin Code field. Depending on your setup,
Business Central] can add the bin code for you. Learn more at Zone and bin codes.
6. You can get the source document in two ways:
Choose the Get Source Documents action. The Source Documents -

Outbound page opens. Here you can select one or more source documents
released to warehouse that requires shipment.
Choose the Use Filters to Get Src. Docs. action. The Filters to Get Source
Docs. page opens. You can select the source document filter and apply it. All
released source document lines that fulfill the filter criteria are added on the
Warehouse Shipment page. Learn more at How to Use Filters to Get Source
Documents.
７ Note
If your location uses cross-docking and bins for each line, you can review the
quantity of items placed in the cross-dock bins. Business Central calculates the
quantities whenever the fields on the shipment are updated. If they're the
items on the shipment you're preparing, you can create a pick for all the items
and then complete the shipment. Learn more at Cross-Dock Items.
7. Create a warehouse pick. If the location requires picking, you can create pick
activities for warehouse shipments in one of two ways:
In a push fashion, where you use the Create Pick action. Select the lines to
pick and specify information about the picks. For example, which bins to take
from and place in, and how many units to handle. The bins can be predefined
for the warehouse location or resource.
In a pull fashion, where you use the Release action. On the Pick Worksheet
page, use the Get Warehouse Documents action to get your assigned picks.
When the warehouse picks are fully registered, the lines in the Pick
Worksheet are deleted. Learn more at Pick Items for Warehouse Shipment.
 Tip
For a location that doesn't require picking, you can print warehouse shipment
and use it as a picking list.
8. Specify the quantity to ship.
For a location that requires picking, the Qty. to Ship field is updated automatically
when the pick is registered. Otherwise, the Qty. to Ship field is filled with the
quantity outstanding for each line when warehouse shipment line is created.
You can change the quantity, but you can't ship more items than the number in the
Qty. Outstanding field on the source document line or the Qty. Picked field if
picking is required.
To set the value in the Qty. to Ship field on all lines to zero, choose the Delete Qty.
to Ship action. For example, setting the quantities to zero is useful if you're using a
barcode scanner to update the shipping quantities. To add the quantity available
for shipping, choose the Autofill Qty. to Ship action.
9. Post the shipment.
 Tip
One thing to note though is that you can't preview warehouse receipts and
shipments if they have lines that contain a quantity to handle from several
source documents.
How to use filters to get source documents

From a 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.
1. In the warehouse shipment, choose the Use Filters to Get Src. Docs. action.
2. To set up a new filter, enter a descriptive code in the Code field, then choose the
Modify action.
The Source Document Filter Card - Outbound page opens.
3. Use the filters to define the type of source document lines to retrieve. For example
you can select types of source documents, such as sales or transfer orders.
4. Choose Run.
Warehouse Shipment page on which you set the filters.
You can make an unlimited number of filter combinations. Filters are saved on the Filters
to Get Source Docs. page and are available the next time you need them. You can
change the criteria at any time by choosing the Modify action.
Zone and bin codes

If bins are mandatory at the location, Business Central suggests a zone and bin code on
the warehouse shipment document.
For advanced configurations in which a location uses directed put-away and pick,
Business Central uses the bin specified in the Shipment Bin Code field on the
Location Card. If a Shipment Bin Code isn't specified, the field is blank. If the item
and shipment bin don't match, Business Central leaves the shipment bin blank.
In other cases, Business Central always uses the bin specified in the Shipment Bin
Code field on the Location Card first. If a shipment bin code isn't specified,
Business Central uses the bin code from the source document.
Handling Assemble-to-Order Items in
Warehouse Shipments
In assemble-to-order scenarios, use the Qty. to Ship field on warehouse shipment lines
to record how many units are assembled. The quantity is posted as assembly output
when you post the warehouse shipment. For other warehouse shipment lines, the value
in the Qty. to Ship field is zero.
When workers finish assembling some or all of the assemble-to-order quantity, record
the quantity on the Qty. to Ship field on the warehouse shipment line. Then choose the
Post Shipment action. The 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.
After you post the warehouse shipment, 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)
７ Note
In combination scenarios where a part of the quantity must 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.
The assemble-to-order quantity is handled as described in this article. The

inventory quantity is handled as a regular warehouse shipment line. To learn more
about combination scenarios, go to Understanding Assemble to Order and
Assemble to Stock.
See also
Inventory
Assembly Management

Cross-Dock Items
Article • 04/03/2023
Cross-dock items are items you receive and ship without putting them away. The put-
away and pick processes require limited handling of items. You can cross-dock items for
shipments and for production orders.
Cross-dock bins and zones

If you're using bins, set up at least one cross-dock bin, and then specify the bin in the
Cross-Dock Bin Code field on your locations. If you're using directed put-away and
picks, set up a cross-dock zone.
When you prepare a shipment or pick items for production and you're 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 whether the items you need are available there before you
get the items in their usual storage area.
If you've 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.
Cross-dock select lines for a receipt

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, delete the Take and Place instruction lines for each receipt
line for the items to put away. You can recreate the instruction lines later as put-away
lines from the put-away worksheet or the posted receipt. After you delete the
instruction lines you can put away and register the lines for cross-dock items.
About the Put-away Worksheet page

If you turn on the Use Put-away Worksheet toggle on the Location Card page, and post
your receipt with calculated cross-docks, all receipt lines become available in the
worksheet. The cross-dock information is lost and can't be recreated. Therefore, 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 the Use Put-away Worksheet toggle is turned off,
the cross-dock items become separate lines on the put-away instructions. The Cross-
Dock Information field on each put-away line shows whether the line contains the
following:
Cross-dock items.
All of the items from a receipt must be stored.
Some items from a receipt must be stored, and some are to be cross-docked.
Business Central doesn't keep separate records for cross-docked items. It registers them
as ordinary put-away instructions.
To set up the warehouse for cross-docking

1. If you're using bins, set up at least one cross-dock bin. If you're using directed put-
away and picks, set up a cross-dock zone.
A cross-dock bin has the Cross-Dock Bin field selected and must have both
Receive and Pick bin types selected. To learn more about bins, go to 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. To learn more about zones, go to Set Up Locations to
Use Bins.
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, turn on the Use Cross-Docking toggle 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're 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.
７ 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
2. Create a warehouse receipt for an item that's arrived and can be cross-docked. To
learn more about receiving, go to 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 the sum of all the outbound lines for
the item within the look-ahead period minus the quantity that is already 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 can't cross-dock more than you have received.
4. 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 you won't cross-dock.
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
2. Create a warehouse receipt for an item that has arrived and can be cross-docked.
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 show 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 updates. The update doesn't mean
that the shipment or production order will actually receive the items being
suggested for cross-docking. It's for testing purposes only. The process can be
informative, however, if more than one unit of measure is involved.
5. To reserve a quantity of the item for an order line, choose the line, and then
choose the Reserve action. On the Reservation page, reserve available quantity of
the item. The reservation is like any other reservation and doesn't have higher
priority because it was created in connection with cross-docking. To learn more
about reservations, go to Reserve Items.
6. When you're finished recalculating or reserving, choose the OK button to bring the
calculation to the Qty. to Cross-Dock field on the receipt line, or choose the
Cancel button to return to the warehouse receipt and calculate the cross-dock
again.
7. Post the receipt. You can continue in the put-away instruction as described in steps
3 through 7 in To cross-dock items without viewing the opportunities.
 Tip
７ 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're using bins, when you open a shipment or the pick worksheet the quantity of
each item in the cross-dock bins updates. When the item is available in the cross-dock
bin, you can create a pick for the items on the shipment. In the pick worksheet, you can
edit the lines as needed.
When a production order is released, the lines are available in the pick worksheet and
the Qty. on Cross-Dock Bin field shows whether the items have arrived and are in the
cross-dock bins. When you create a pick instruction, Business Central suggests that you
pick the cross-docked items first. Items in storage bins are suggested afterward.
If you aren't using bins, 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
Inventory
Assembly Management

Walkthrough: Picking and Shipping in
Article • 02/28/2023

Warehouse
Management
Overview)

activity.


receive/ship
posting for
multiple orders.

Learn more at Outbount Warehouse Flow.

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.

Setting up SOUTH location for inventory picks.
Creating a sales order for customer 10000 for 30 Amsterdam Lamps.
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
Warehouse Manager
Order Processor
Warehouse Worker
Story
Ellen, the warehouse manager at CRONUS, sets up SOUTH warehouse for basic pick
handling where warehouse workers process outbound orders individually. Susan, the
order processor, creates a sales order for 30 units of item 1928-S to be shipped to
customer 10000 from the SOUTH Warehouse. John, the warehouse worker must make
sure that the shipment is prepared and delivered to the customer. John manages all
involved tasks on the Inventory Pick page, which automatically points to the bins where
1928-S is stored.
Setting Up the Location

The setup of the Location Card page defines the company's warehouse flows. Use the
Locations card to set up a location with the code name SOUTH.
To set up the location SOUTH

2. Create a location card named SOUTH.
3. On the Warehouse FastTab, select both the Require Pick and Bin Mandatory fields.
4. Next, you must add posting setup in the Inventory Posting Setup page for
location SOUTH with Inventory Posting Group Code RESALE. For more information
see Set Up Locations.
Setting Up the Bin Codes
Once you have the location set up, you must add two bins.
To setup the bin codes
1. Select the Bins action.

2. Create two bins, with the codes S-01-0001 and S-01-0002.
Making Yourself a Warehouse Employee at Location

SOUTH
In order to use this functionality, you must add yourself to the location as a warehouse
worker.
To make yourself a warehouse employee
2. Choose the User ID field, and select your own user account on the Warehouse
Employees page.
3. In the Location Code field, choose SOUTH.
4. Select the Default field, and then select the Yes button.
Making Item 1928-S Available

To make item 1928-S available at the SOUTH location follow these steps:
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
By default, the Bin Code field on the sales lines are hidden, so you must display it.
To do this you need to personalize the page. For more information, see To start
3. Choose Actions, then Posting, and then choose Post.
4. Select the Yes button.
Creating the Sales Order

Sales orders are the most common type of outbound source document.
To create the sales order

3. Create a sales order for customer 10000 on the work date (January 23) with the
following sales order line.
1928-S SOUTH 30
Proceed to notify the warehouse that the sales order is ready for warehouse
handling.
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. Hover over a field to read a short
description.
To pick and ship items

Make sure that the No. field on the General FastTab is filled in.
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
Alternatively, choose the Get Source Document action, and then select the sales
order.
inventory pick lines.
The 30 Amsterdam Lamps 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
Design Details: Outbound Warehouse Flow

Flows for Production, Assembly, and
Jobs
Article • 02/28/2023
Internal flows, such as picking components and putting away end items for assembly,
jobs, and production orders are similar to inbound or outbound flows. So, many of the
processes might seen familiar. This article provides information about how to work with
internal warehouse flows with various levels of complexity.
Overview of different configuration options

You can configure warehouse features in various ways. It's important that the options
you choose improve your processes without causing overhead. The following tables
describe typical configurations for dealing with physical goods for production, jobs, and
assembly orders.
Inbound flow (put-away)
Complexity Description Settings Bin Code Inbound Inbound Inbound

Level Flow of Flow of Flow of
Production Assembly Jobs
Order Order
No Posting from Optional. Production Assembly Put-away

dedicated orders and Controlled Journal -> Order is not
warehouse journals. by the Bin Output applicable
activity. Code is Journal for Jobs
Mandatory
toggle. NOTE: You
can post
output
using
Production
Journal.
Complexity Description Settings Bin Code Inbound Inbound Inbound
Order Order
Basic Order-by- Require Put- Optional. Production Assembly Put-away

order. away. Controlled Order -> Order is not
by the Bin Inventory applicable
NOTE: Code is Put-away for Jobs
Although the Mandatory
setting is toggle.
called
Require Put-
away, you
can still post
output from
the source
documents at
locations
where you
select this
checkbox.
Advanced Consolidated Require Optional. Production Assembly Put-away

put-away Receipt + Controlled Order(s) -> order(s) -> is not
activities for Require Put- by the Bin Output internal applicable
multiple away Code is Journal movements for Jobs
source Mandatory
documents. toggle.
Advanced Same as Directed Pick Mandatory Same as Same as Put-away

above + and Put-away above. above. is not
Directed (dependent applicable
pick/put- toggles will for Jobs
away be enabled
activities automatically)
Some configurations don't allow you use dedicated warehouse documents to register
put-aways. However, if your location uses bins you can use generic movement
documents to move produced or assembled items to warehouse. Learn more at Move
Items Internally in Basic Warehouse Configurations.
Outbound flow (pick)

Complexity Description Settings Bin Code Outbound Outbound Outbound
Order Order
No Posting from Optional. Production Assembly Job -> Job

dedicated orders and Controlled Journal -> Order Journal
warehouse journals. by the Bin Consumption
activity. Code is Journal
Mandatory
toggle. NOTE: You
can post
consumption
using a
Production
Journal.
Basic Order-by- Require Pick. Optional. Production Assembly Job ->

order. Controlled Order -> Order -> Inventory
NOTE: by the Bin Inventory Inventory Pick
Although the Code is Pick movement
setting is Mandatory
called toggle. The
Require Pick, Inventory
you can still Movement
post output can be
from the used only
source with bins.
documents at
locations
where you
select this
checkbox.
Advanced Consolidated Require Optional. Production Assembly Job(s) ->

pick Shipment + Controlled Order(s) -> order(s) -> Warehouse
activities for Require Pick by the Bin Warehouse Warehouse Pick -> Job
multiple Code is Pick -> Pick Journal
source Mandatory Consumption
documents. toggle Journal
Advanced Same as Directed Pick Mandatory Same as Same as Directed

above + and Put-away above. above. pick and
Directed (dependent Put-away
pick/put- toggles will is not
away be enabled supported
activities automatically) for Jobs
Similar to the inbound flow, some configurations don't allow you use dedicated
warehouse documents to register put-aways. If your location uses bins, you can use
generic movement documents to move produced or assembled items. Learn more at
Moving Items.
Warehouses without dedicated warehouse

activity
Even if you don't have dedicated warehouse activities, you'll probably still want to keep
track of things like consumption and production output. The following articles provide
information about how to process receipts for source documents.
Register Consumption and Output for One Released Production order line
Assemble Items
Basic warehouse configuration

The inbound and outbound flows in a basic warehouse configuration involve the
following settings on the Location Card page for the location:
For the inbound flow (put-away), turn on the Require Put-away toggle, but turn off
the Require Receipt toggle.
For the outbound flow (pick), turn on the Require Pick toggle, but turn off the
Require Shipment toggle.
Flows to and from production in a basic warehouse

configuration
Use Inventory Pick documents to pick production components in the flow to
production. To put away the products you produce, use Inventory Put-away documents.
For locations that use bins, inventory movement documents are especially useful for
component flushing. To learn more about how component consumption is flushed from
To-Production or Open Shop Floor bins, go to Flushing production components in the
warehouse.
７ Note
Inventory movements are important documents if you're using Pick + Forward or
Pick + Backward flushing methods. Learn more at Flushing methods.
The To-Production Bin Code, From-Production Bin Code, and Open Shop Floor
Bin Code fields on the location or the machine/work center define the default
flows to and from production areas.
Manage the movement of produced items on the Internal Movement page
without a relation to a production order.
Flows to and from assembly in a basic warehouse

configuration
Post assembly output and consumption directly from an assembly order.
７ Note
Inventory Pick and Inventory Put-away documents aren't supported for assembly
orders.
For locations that use bins:
Use Inventory Movement documents to move assembly components to the

assembly area.
The To-Assembly Bin Code, From-Assembly Bin Code fields on the location card
define default flows to and from assembly areas.
Manage the movement of assembled items on the Internal Movement page,
without a relation to an assembly order.
Business Central supports assemble-to-stock and assemble-to-order assembly flows.

Learn more at Understanding Assemble to Order and Assemble to Stock. In relation to
warehouse management, assemble-to-stock is part of the internal warehouse flow, and
assemble-to-order is in the outbound warehouse flow. Learn more at Handling
Assemble-to-Order Items with Inventory Picks.
Flows for project management in a basic warehouse

configuration
Use Inventory Pick documents to pick job components in the flow to project
management.
For a location that uses bins, the To-Job Bin Code field on the location defines the
default flows to project management.

The inbound and outbound flows in an advanced warehouse configuration involve the
following settings on the Location Card page for the location:
For the inbound flow (put-away), turn on the Require Receipt and Require Put-
away toggles.
For the outbound flow (pick), turn on the Require Ship and Require Receipt
toggles.
Flows to and from production in advanced warehouse

configurations
Use the Warehouse Pick documents and the Pick Worksheet page to pick components
for production.
Warehouse Movement documents and the Movement Worksheet page are

especially useful for component flushing. Learn more at Flushing production
components in the warehouse.
The To-Production Bin Code, From-Production Bin Code, and Open Shop Floor
Bin Code fields on the location or machine/work center define the default flows to
and from production areas.
Manage the movement of produced items on the Movement Worksheet or Whse.
Internal Put-away pages, without a relation to a production order.
Flows to and from assembly in advanced warehouse

configurations
Use Warehouse Pick documents and the Pick Worksheet page to pick components for
assembly.
The To-Assembly Bin Code and From-Assembly Bin Code fields on the location
define the default flows to and from assembly areas.
Manage the movement of assembly items on the Movement Worksheet or Whse.
Internal Put-away pages, without a relation to an assembly order.
Business Central supports assemble-to-stock and assemble-to-order assembly flows.

Learn more at Understanding Assemble to Order and Assemble to Stock.
Assemble-to-stock is part of the internal warehouse flow, and assemble-to-order is in

the outbound warehouse flow. Learn more at Handling Assemble-to-Order Items in
Warehouse Shipments.
Flows to project management in advanced warehouse

configurations
Use Warehouse Pick documents and the Pick Worksheet page to pick components in
the flow to project management.
For locations that use bins, the To-Jobs Bin Code field on the location defines the
default flows to the project area.
See Also

Pick for Production, Assembly, or Jobs
in Basic Warehouse Configurations
Article • 02/28/2023
How you pick components for production, jobs, or assembly orders depends on how
your warehouse is set up as a location. Learn more at Setting Up Warehouse
Management.
In a basic warehouse configuration for the outbound flow (pick), on the Location Card
page for the location, turn on the Require Pick toggle but turn off the Require
Shipment toggle.
Use the following documents for internal operations:
Inventory Pick
Inventory Movement
Inventory picks
When you register an inventory pick for an internal operation, such as production
or a job, the consumption of the picked components is posted at the same time.
The Bin Mandatory toggle on the Location Card page is optional.
When you use inventory picks, the Bin Code field on a production order
component line or job planning lines defines the take bin. Components are
decreased in the take bin when you post consumption.
Inventory movements
Inventory movements require that you turn on the Bin Mandatory toggle on the
Location Card page for the location.
Inventory movements only work with production order component lines and
When you register an inventory movement for an internal operation, you only
record the physical movement of the components to a bin in the operation area.
You don't post consumption.
When you use inventory movements, the Bin Code field on production order
component lines defines the place bin in the operation area. The place bin is where
warehouse employees must place the components.
Register the consumption of the picked components separately by posting a
consumption journal or assembly order.
７ Note
Even if the Require Pick toggle is turned off, you can use a Warehouse Pick
document. Warehouse pick documents are similar to Inventory Pick documents.
This is useful if you want to use picks in operations and ship in outbound
warehouse flows.
Production
Use Inventory Pick documents for picking production components in the flow to
production.
For a location that uses bins, you can extend the flow to production by using Inventory
Movement documents. Inventory movements are especially useful for component
flushing. To learn more about how component consumption is flushed from the To-
Production or Open Shop Floor Bins, go to Flushing Production Components in a Basic
Warehouse Configuration.
Assembly
Use Inventory Movement documents to move assembly components to the assembly
area.
７ Note
Inventory Movement documents require bins.
Business Central supports assemble-to-stock and assemble-to-order types of assembly

flows. To learn more about assemble-to-order in the outbound warehouse flow, go to
Handling Assemble-to-Order Items with Inventory Picks.
Project management
Use Inventory Pick documents to pick job components in the flow to project
management.
For locations that use bins, you can extend the flow to jobs with Inventory Movement
documents.
７ Note
The ability to pick components for job planning lines was added to Business Central
in 2022 release wave 2. To start using the capability, an administrator must turn on
Feature Update: Enable inventory and warehouse pick from Jobs on the Feature
Management page.
Business Central uses the value in the Remaining Quantity field on the job
planning line when it creates inventory picks. To use inventory picks for jobs, you
must turn on the Apply Usage Link toggle on the Job Card page for the job. This
lets you track usage against your plan. If you don't turn on the toggle, the
remaining quantity will stay at 0 and the inventory pick won't be created. Learn
more at To set up job usage tracking.
Pick or move for production, assembly, and

jobs in a basic warehouse configuration
You can create an inventory pick or inventory movement in three ways:
From the source document itself.

For several source documents at the same time by using a batch job.
In two steps. Release the source document to make the source document ready for
picking. Create the inventory pick or movement from the Inventory Pick or
Inventory Movement documents. The inventory pick or movement are based on
the source document.
To create an inventory pick from the source document

1. On the source document, which can be a production order or job, choose the
Create Inventory Put-away/Pick action.
2. Select the Create Invt. Pick checkbox.
To create an inventory movement from the source

document
1. On the source document, which can be a production order, assembly order, or job,
choose the Create Inventory Put-away/Pick action.
2. Select the Create Invt. Movement checkbox.
To create multiple inventory picks or movements with a

batch job
fields to filter on types of documents or ranges of document numbers. For
example, you might create picks only for productions orders.
3. On the Options FastTab, turn on the Create Invt. Pick or Create Invt. Movement
toggles.
To create inventory picks or movements in two steps

To pick or move components for source documents in two steps, you must release the
source document to make it ready for picking. Release source documents for internal
operations in the following ways.
Source Release Method

Document
Production On the Planned Production Order page, change the status of an order to Released,
Order or use the Released Production Order page to create a released production order.
Assembly Change status of an assembly order to Released.

Order
Jobs Change a job's status to Open, or create job with status Open right away.
A warehouse employee assigned to picking items can create an inventory put-away

document for the source document.
1. Choose the icon, enter Inventory Picks or Inventory Movement, and then
3. In the Source Document field, select the type of source document that the put-
away is for.
７ Note
You can't use Inventory Pick documents for picking assembly components.
5. Alternatively, choose the Get Source Document action to select the document
from a list of inbound source documents that are ready for picking at the location.
6. Choose the OK button to fill the pick or movement lines according to the selected
source document.
To record the inventory pick

1. On the Inventory Pick page, open the document to record a pick for.
2. In the Bin Code field on the pick lines, the bin where the items must be picked
from the bin where the item is available. You can change the bin if needed.
3. Perform the pick, and then enter the pick quantity in the Qty. to Handle field.
If you must pick the items for a line from more than one bin, for example because
a bin doesn't contain the full quantity, use the Split Line action on the Lines
The following happens during the posting process:
Post the consumption of the source document lines that were picked.
If the location uses bins, posting will create warehouse entries to post the changes
to the bin quantity.
 Tip
To avoid mistakes, use the Preview Posting action to review the entries that posting
will create. However, the preview won't show entries for inventory picks and put-
aways that will post non-inventory lines from source documents. For example, lines
that have the G/L Account type or items of the type Service.
To record the inventory movement

1. On the Inventory Movement page, open the document to record a movement for.
2. In the Bin Code field on the movement lines, the bin to pick from is suggested
based on the item's default bin and availability. You can change the bin if needed.
3. Perform the move, and then enter the moved quantity in the Qty. to Handle field.
The value on the Take and the Place lines must be the same. Otherwise, you can't
register the movement.
If you must take the items for a line from more than one bin, for example because
a bin doesn't contain the full quantity, use the Split Line action on the Lines
4. Choose the Register Invt. Movement action.
Warehouse entries now indicate that the components are in the bins specified on
the source document order lines. For example, the assembly order, production
component, or job planning line.
７ Note
Unlike when you move components with inventory picks, consumption isn't posted
when you register an inventory movement. You register consumption as a separate
step by posting the source document.
Flushing production components in a basic

warehouse configuration
Flushing methods affect the flow of components in production. Learn more at Flush
Components According to Operation Output. Depending on the flushing method you
select, you can pick components for production om the following ways:
Use an Inventory Pick document to record the pick for items that use the Manual
flushing method. When you register an inventory pick, the consumption of the
picked components is posted.
Use an Inventory Movement document with a reference to a source document to
record picks for components that use the Manual flushing method. You'll need to
register consumption separately. Learn more at Batch Post Production
Consumption.
Use an Inventory Movement document with a reference to a source document to
record picks for components that use the Pick + Forward, Pick + Backward
flushing method. Consumption of the components will happen automatically
either when you change the status of the production order or by starting or ending
an operation. All required components must be available. Otherwise, posting
flushed consumption stop for that component.
Use an Inventory Movement document without a reference to a source document
or other ways to record the movement of components that use the Forward or
Backward flushing method. Consumption of the components will happen
automatically either when you change of status of the production order or start or
end an operation. All required components must be available. Otherwise, posting
flushed consumption stops for that component. Learn more at Move Items
Internally in Basic Warehouse Configurations.
Example
You have a production order for 15 PCS of item SP-SCM1004. Some of the items on the
component list must be flushed manually in a consumption journal, and other items can
be picked and flushed automatically using the Pick + Backward flushing method.
The following steps provide an example of the actions that different people take and the
related responses:
1. The shop floor supervisor releases the production order. Items with Forward
flushing method and no routing link are deducted from the open shop floor bin.
2. The shop floor supervisor chooses the Create Inventory Put-away/Pick action on
the production order and turns on the Create Invt. Pick and Create Invt.
Movement toggles. An inventory pick document is created for items with Manual
flushing method, and an inventory movement is created for items with Pick +
Backward and Pick + Forward flushing methods.
3. The warehouse manager assigns the picks and movements to a warehouse
employee.
4. The warehouse employee picks the items from the appropriate bins and places
them in the To-Production bin or in the bin specified on the inventory movement.
The bin can be a work center or machine center bin.
5. The warehouse employee posts the pick. The quantity is deducted from the bins.
6. The warehouse employee posts the movement. The quantity is deducted from the
pick bins and added to the consumption bin. The Qty. Picked field on the
component list for all picked items is updated.
7. The machine operator informs the production manager that the end items are
finished.
8. The shop floor supervisor uses the output journal or production journal to post the
output. The quantity of component items that use Pick + Forward or Pick +
Backward flushing methods with routing links is deducted from the To-Production
bin.
9. The production manager changes the status of the production order 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 and no routing link 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
Inventory
Assembly Management
Pick for Production, Assembly, or Jobs
in Advanced Warehouse Configurations
Article • 02/28/2023
How you pick components for production, jobs, or assembly orders depends on how
your warehouse is set up as a location. Learn more at Setting Up Warehouse
Management.
In a advanced warehouse configuration for the outbound flow (pick), turn on the
Require Pick and Require Shipment toggles on the Location Card page for the location.
When the location is set up to require warehouse pick processing and warehouse
shipment processing, use warehouse pick documents to create and process pick
information before you post the usage or consumption of components.
You can't create a warehouse pick document from scratch. Picks are part of a workflow
where a person who is processing an order creates them in a push fashion, or the
warehouse employee creates them in a pull fashion:
In a push fashion, where you use the Create Pick action in the Production Order,
Assembly Order, Job Card page. Select the lines to pick and prepare the picks by
specifying, for example, which bins to take from and place in, and how many units
to handle. Bins can be predefined for the warehouse location or resource.
In a pull fashion, where you release Production Order, Assembly Order, Job Card
to warehouse making the items available for picking. Then, on the Pick Worksheet
page, warehouse employees can use the Get Warehouse Documents action to pull
their assigned picks.
To pick or move components for source documents in a pull fashion, you must release
the source document to make it ready for picking. Release source documents for
internal operations in the following ways.
Source Release Method

Document
Production Change the order status to Released or create a released production order
Order right away.
Assembly Order Change status to Released.
Jobs Change status to Open or create job with status Open right away.
Production
Use Warehouse Pick documents for picking production components in the flow to
production.
For a location that uses bins to move items to open shop floor bins, you can use the
following methods:
For a location that uses directed put-away and pick, follow the steps in the Move
Items in advanced warehouse configurations article.
For other locations, follow the stapes in the Move Items Unplanned in Basic
Warehouse Configurations article.
Assembly
Use Warehouse Pick documents to move assembly components to the assembly area.
Business Central supports assemble-to-stock and assemble-to-order types of assembly

flows. To learn more about assemble-to-order in the outbound warehouse flow, go to
Handling Assemble-to-Order Items in Warehouse Shipments.
Project management
Use Warehouse Pick documents to pick job components in the flow to project
management.
７ Note
The ability to pick components for job planning lines was added to Business Central
in 2022 release wave 2. To start using the capability, an administrator must turn on
Feature Update: Enable inventory and warehouse pick from Jobs on the Feature
Management page.
Jobs don't support advanced configurations where the Directed pick and Put-away
toggle is turned on.
To create pick documents in bulk with the pick

worksheet
1. Choose the icon, enter Pick Worksheet, and then choose the related link.
2. Choose the Get Warehouse Documents action.
The list will show the released production, jobs, assembly orders that have been
forwarded to the pick function. The orders include those for which pick instructions
have already been created. Documents with pick lines that have been completely
picked and registered are not shown on this list.
3. Select the orders for which you want to prepare a pick.
７ Note
If you select a document that already has instructions for all its lines, Business
Central informs you that there is nothing to handle. To combine the already
created warehouse pick instructions into one pick instruction, delete the
individual warehouse picks first.
4. Fill in the Sorting Method field to sort the lines the way you prefer.
７ Note
through to the pick instruction. However, the same sorting tools are available,
along with bin ranking. You can easily recreate the order of the lines you plan
in the worksheet when you create the pick instructions or by sorting in the
pick instructions.
5. Fill in the Qty. to Handle field. Choose the Autofill Qty.to Handle action, or fill in
the fields manually.
The page shows the quantities available in cross-dock bins, which is useful for
planning work assignments in cross-docking situations. Business Central will always
propose a pick from a cross-dock bin first.
6. If needed, edit the lines manually. You can also delete some of the lines to make
the pick more efficient. For example, if there are multiple lines with items that are
in cross-dock bins, you might create a pick for all of the lines. The cross-docked
items will be picked with the other items on the source document, and the cross-
dock bins will have space for more incoming items.
７ Note
The lines are only deleted from this worksheet, not from the pick selection list.
7. Choose the Create Pick action. The Create Pick page opens, where you can add
more information to the pick.
Specify how to combine pick lines in the pick documents by selecting one of the
following options.
Option Description
Per Whse. Creates separate pick documents for worksheet lines with the same
Document warehouse source document.
Per Creates separate pick documents for each customer (jobs)

Cust./Vend./Loc.
Per Item Creates separate pick documents for each item in the pick worksheet.
Per From Zone Creates separate pick documents for each zone that you'll take the items
from.
Per Bin Creates separate pick documents for each bin that you'll take the items
from.
Per Due Date Creates separate pick documents for source documents that have the
same due date.
Specify how to create the pick documents by selecting from the following options.
Option Description
Max. No. of Creates pick documents that have no more than the specified number of
Pick Lines lines in each document.
Max. No. of Creates pick documents that cover up to the specified number of source
Pick Source documents.
Docs.
Assigned User Creates pick documents only for worksheet lines that are assigned to the
ID selected warehouse employee.
Sorting Select from the available options to sort lines in the created pick
Method for document.
Pick Lines
Set Breakbulk Hides intermediate breakbulk pick lines when a larger unit of measure is
Filter converted to a smaller unit of measure and completely picked.
Do Not Fill Leaves the Qty. to Handle field empty on the created pick lines.
Qty. to Handle
Option Description
Print Pick Prints the pick documents when they're created. You can also print from
the created pick documents.
To pick items for a productions order, assembly

order, job
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. Open the pick card.
2. If the Assigned User ID field is empty, enter your ID to identify yourself, if needed.
3. Pick the items.
If the warehouse is set up to use bins, the items’ default bins are used to suggest
where to take the items from. The instructions contain at least two separate lines
for Take and Place actions.
Operation areas such as production shop floors might have a default bin for the
components they require. If so, the default bin code is added to the warehouse
pick document to indicate where to put the items. For more information, refer to
the tooltips for the To-Production Bin Code, the To-Assembly Bin Code, the To-
Job Bin Code fields.
If the warehouse is set up to use directed put-away and pick, the bin rankings are
used to calculate the best bins to pick from. Those bins are suggested on the pick
lines. The instructions contain at least two separate lines for Take and Place actions.
located in the picking area. If you're shipping a large number of items on one
shipment line, you might have to pick the items in several bins, so there's a
Take line for each bin.
place the items in the warehouse. You can't change the zone and bin on this
line.
７ Note
4. After you pick and place the items in the production, assembly or job area or bin,
choose the Register Pick action.
You can now bring the items to the respective area and post the usage or
consumption of the picked components by posting consumption journal, assembly
order, or job journal. The following articles provide more information:
Register Consumption and Output for One Released Production order line
Assemble Items
Flushing production components in a advanced

warehouse configuration
Flushing methods affect the flow of components in production. Learn more at Flush
Components According to Operation Output. Depending on the selected flushing
method, you can pick components for production om the following ways:
Use a Warehouse Pick document to record the pick for items that use the Manual
flushing method. You'll need to register consumption separately. Learn more at
Batch Post Production Consumption.
Use a Warehouse Pick document to record the pick for items that use the Pick +
Forward, Pick + Backward flushing method. Consumption of the components will
happen automatically either when you change the status of the production order
or by starting or ending an operation. All required components must be available.
Otherwise, posting flushed consumption stop for that component.
Use a Warehouse Movement document without a reference to a source document
or other ways to record the movement of components that use the Forward or
Backward flushing method. Components are automatically consumed either when
you change of status of the production order or start or end an operation. All
required components must be available. Otherwise, posting flushed consumption
stops for that component. Learn more at Move Items.
Example
You have a production order for 15 PCS of item SP-SCM1004. Some of the items on the
component list must be flushed manually in a consumption journal. Other items can be
picked and flushed automatically using the Pick + Backward flushing method.
The following steps describe the actions that different people take and the related
response:
1. The shop floor supervisor releases the production order. Items with Forward
flushing method and no routing link are deducted from the open shop floor bin.
2. The shop floor supervisor chooses the Create Warehouse Pick action 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 employee.
4. The warehouse employee picks the items from the appropriate bins and places
them in the To-Production bin or in the bin specified on the warehouse pick. The
bin may be a work center or machine center bin.
5. The warehouse employee registers the pick. The quantity is transferred from the
pick bin to the consumption bin. The Qty. Picked field on the component list for all
picked items is updated.
７ Note
Only the quantity 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.
8. The shop floor supervisor uses the output journal or production journal to post the
output. The quantity of component items that use Pick + Forward or Pick +
Backward flushing methods with routing links is deducted from the To-Production
bin.
9. The production manager changes the status of the production order 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 and no routing link 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
Inventory
Assembly Management

Put Away Production or Assembly
Output
Article • 04/03/2023
How you put away your output from production depends on how your warehouse is set
up as a location. Learn more at Setting Up Warehouse Management.
In basic warehouse configurations where the location requires put-away processing, use
the Inventory Put-away document to post production output and record put-aways for
it.
７ Note
Assembly processes don't support inventory put-aways. You post an assembly

order to register output. If you use bins, you can move items between the bins
later. Learn more at Move Items Ad Hoc in Basic Warehouse Configurations.
In advanced warehouse configurations where a location requires both put-away and

receipt processing, create either an internal put-away document or a movement
document to put away the output.
To put away production output with an

inventory put-away
The first step to put away output 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. Choose the production order that's ready for put-away, and then choose the
Create Inbound Whse. Request action.
７ Note
You can also create the inbound warehouse request by choosing the Create
Inbound Request field when you refresh the production order. Learn more at
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. Learn more at 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 needed.
5. When the lines are ready for posting, choose the Post action. Posting will create
the warehouse entries and post the output of the items.
 Tip
type Service.
You can also create an Inventory Put-away directly from the released production order.
Learn more at Put Items Away with Inventory Put-aways.
When you post an inventory put-away, it's assumed that all the operations are posted
according to the standard routing. That is, the output quantity is posted according to
the last operation. You can use the output journal to post variances in the output
quantity and the setup and run times. If you must post partially after you created the
inventory put-away, you can do so on set up times and quantities for all operations
except the last one. The last operation is controlled by the inventory put-away.
If you only need to post set up or run time on the last operation, set the output quantity
on the last operation to 0. You can choose not to post the last line at all by simply
deleting it.
To put assembly and production output away
in advanced warehouse configurations
When you post the output of production or assembly order in a warehouse that uses
directed put-away and pick, the output is placed in the bin defined in the production or
assembly order. Learn more about different ways to move items in the warehouse with
advanced configurations, go to Move Items in Advanced Warehouse Configurations.
７ Note
You can't enter the source document number, such as the production order
number, in the internal put-away, put-away, or movement documents for assembly
or production output processes.
See Also
Assembly Management

Moving Items
Article • 02/28/2023
You can move items in your warehouse in different ways, depending on how you've
configured your warehouse. The complexity can vary:
Small warehouses might use basic warehouse configurations to handle orders

individually, in a single or multiple steps.
Large warehouses might use advanced configurations where all warehouse
activities are coordinated by a directed workflow. Learn more at Setting Up
Warehouse Management.
Items may need to be moved between bins, for example, due to internal operations:
A production order needs components delivered, or its finished items put away.
A warehouse manager wants to optimize space.
Unplanned movements to and from operations.
Replenish picking bins or shop floor bins.
Update bin contents.
Counting, adjusting, and reclassifying items can involve warehouse tasks that must be
performed on warehouse entries before they can be synchronized with item ledger
entries. Learn more at Count, Adjust, and Reclassify Inventory.
them.
To See
Moving items between locations Transfer Inventory

Between Locations
Move items between bins in basic warehouse configurations at any time Move Items in Basic
and without source documents. Warehouse
Configurations
Use the warehouse movement worksheet, internal pick and put-away to Move Items in
move items in advanced warehouse configurations with directed pick Advanced Warehouse
and put away. Configurations
Restructure your warehouse with new bin codes and new bin Restructure
characteristics and potentially move them around. Warehouses

See also
Inventory

Article • 04/03/2023
You can transfer inventory items between locations by creating transfer orders.
Alternatively, you can use the item reclassification journal.
７ Note
To transfer items, you must set up locations and transfer routes. To learn more
about setting up locations, go to Set Up Locations. You can't use transfer orders for
blank locations.
Transfer orders
You can ship an outbound transfer from one location and receive an inbound transfer at
the destination. You can:
Track a quantity in transit

calculation and planning. To learn more about planning, go to About Planning
Functionality.
Use different warehouse features for inbound and outbound locations.
With some limitations, you can use transfer orders for direct transfers.
Item reclassification journals

Simple, direct transfer of items between locations.
Move items between bins. To learn more about transferring items between bins, go
to Move Items Unplanned in Basic Warehouse Configurations
Change a lot or serial number to a new lot or serial number. To learn more about
reclassifying serial and lot numbers, go to Reclassify serial or lot numbers.
Chang the expiration date to a new date.
Reclassify items from a blank location to an actual location.
Warehouse activities are not managed. Warehouse entries will be created.
To transfer items with a transfer order

1. Choose the icon, enter Transfer orders, and then choose the related link.
2. On the Transfer Order page, fill in the fields as necessary. Hover over a field to
７ Note
If you 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, 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. There are several ways to fill in the lines:
Option Description
Manually On the Lines FastTab, fill in a line for an item, or use the Select items action
to choose multiple items.
Automatically * 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.
You can now 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.
Post multiple transfer orders in a batch

The following procedure explains how to post transfer orders in a batch.
1. a. Choose the icon, enter Transfer orders, and then choose the related link.
2. On the Transfer Orders page, select the orders to post.
3. In the No. field, open the context menu and choose Select More.
4. Select the checkbox for the lines for each order that you want to post.
5. Choose the Posting action, and then choose Post Batch.
6. On the Batch Post Transfer Order page, fill in the fields as necessary.
 Tip
For transfer orders that use an in-transit location, you can choose either Ship
or Receive. Repeat this step if you need to do both. For orders where Direct
Posting is turned on, both options work in the same way and post the order
completely.
7. Select OK.
8. To view potential issues, open the Error Message Register page.
７ Note
Posting multiple documents might take some time and block other users.
Consider enabling background posting. For more information, see Use Job
Queues to Schedule Tasks.
Schedule a job queue entry to post multiple documents

in a batch
Alternatively, you can use the job queue to schedule posting to happen at a time that's
convenient for your organization. For example, it might make sense for your business to
run certain routines when most of the data entry is done for the day.
The following procedure shows how to set up the Batch Post Transfer Orders report to
automatically post direct transfer orders at 4 PM on weekdays. That time is just an
example. The steps are the same for other documents.
1. Search for the Job Queue Entries page, and then choose the related link.

4. In the Object ID to Run field, select 5707, Batch Post Transfer Orders.
5. Select the Report Request Page checkbox.
6. On the Batch Post Transfer Orders request page, choose the Ship option, filter on
Direct Transfer, and then select OK.
） Important
It's important to set filters. Otherwise, Business Central will post all
documents, even if they aren't ready. Consider setting a filter on the Status
..today. To learn more about filters, go to Sorting, Searching, and Filtering.
7. Select all checkboxes from Run on Mondays to Run on Fridays.
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
3. In the Location Code field, enter the location where the items are currently stored.
７ 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.
 Tip
Undo a transfer shipment

If you find a mistake in a quantity on a posted transfer order, as long as the shipment
isn't received you can easily correct the quantity. On the Poster Transfer Shipment page,
the Undo Shipment action creates corrective lines, as follows:
The value in the Quantity Shipped field is decreased by the quantity you've
undone.
The value in the Qty. to Ship field is increased by the quantity you've undone.
The Correction checkbox is selected for the lines.
If the quantity was shipped in a warehouse shipment, a corrective line is created in the
posted warehouse shipment.
To complete the correction, reopen the transfer order, enter the correct quantity, and
then post the order. If you're using a warehouse shipment to ship the order, create and
post a new warehouse shipment.
See also
Manage Inventory
Set Up Locations

Move Items Internally in Basic
Warehouse Configurations
Article • 02/28/2023
You might want to move items between bins without a demand from a source
document. For example, as part of the following activities:
Reorganize your warehouse.

Bring items to an inspection area.
Move extra items to and from a production area.
How you move items depends on how your warehouse is set up as a location. Learn
more at Setting Up Warehouse Management.
In warehouse configurations where the Bin Mandatory setup toggle is turned on, but
not Directed Pick and Put-away you can register unplanned movements on the
following pages:
On the Internal Movement page.

On the Item Reclassification Journal page.
Internal movements
The Internal Movements page lets you specify Take and Place lines when there isn't a
demand from a source document. The Internal Movement page is like a worksheet for
organizing things. You can't process the actual movement directly from it. When a line is
filled in, use the Create Inventory Movement action to send the line to the Inventory
Movement page, which is where you process and register the movement.
To move items as an internal movement

1. Choose the icon, enter Internal Movements, and then choose the related link.
2. Choose New action. Make sure that the No. field on the General FastTab is filled in.
3. In the Location Code field, enter the location where the movement takes place.
If the location is your default location as a warehouse employee, the location code
is added automatically.
4. In the To Bin Code field, enter the code for the bin that you want to move the
items to.
For example, in production, the bin could be the open shop floor bin defined on
the location card or work center.
5. In the Due Date field, enter the date by which to complete the movement.
6. On each line, fill in the fields as necessary. Internal movement documents have one
line per movement. The line contains both the take and the place actions.
7. Choose the Item No. field to open the Bin Contents List page. Select the item to
move based on its availability in bins. You can also choose the Get Bin Contents
action to fill the internal movement lines based on your filters.
After you select the item, the From Bin Code field is automatically filled in
according to the selected bin content. You can choose any bin where the item is
available. The Item No. and From Bin Code fields are related. Changing the value
in one field might change the value in the other.
The To Bin Code field is filled in with the value you entered on the header. You can
change it on the line to any other bin code that isn’t blocked or dedicated for
special purposes. Learn more at The Dedicated field.
8. After you define which bins you want to move the items from and to, enter the
quantity to move in the Quantity field.
７ Note
The quantity must be available in the bin specified in the From Bin Code field.
9. When you're ready to process the movement, choose the Create Inventory
Movement action.
７ Note
After you create the movement, the internal movement lines are deleted.
Perform the rest of the unplanned movement on the Inventory Movement page in the
same way as you would for a movement based on source documents.
To record the inventory movement

1. On the Inventory Movement page, open the document to record the movement
for.
2. In the Bin Code field on the movement lines, the bin where the items must be
picked from is where the item is available. You can change the bin if needed.
3. Perform the move and enter the information for the moved quantity in the Qty. to
Handle field. The value on the Take and the Place lines must be the same.
Otherwise, you can't register the movement.
If you must take the items for a line from more than one bin, for example because
the full quantity isn't in the bin, use the Split Line action on the Lines FastTab. The
action creates a line for the remaining quantity to handle.
4. Choose the Register Invt. Movement action.
Warehouse entries indicate that the quantity is transferred from the take bins to
the place bins.
To move items with the item reclassification

journal
Instead of using movement documents, you can record movements by reclassifying bin
codes on items. Learn more at Count, Adjust, and Reclassify Inventory Using Journals.
７ Note
Movements posted with reclassification journals don't make the movement

documents ready to move.
1. Choose the icon, enter Item Reclass. Journal, and then choose the related link.
2. On each journal line, define the bins to move the items from and to 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. Use the filters to find the bin that contains the items you'd like to move, and
then choose OK. 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.
 Tip
See also
Assembly Management

Move Items in Advanced Warehouse
Configurations That Use Directed Put-
away and Pick
Article • 02/28/2023
You can move items between bins without a demand from a source document. For
example, you might want to do that as part of the following activities:
Reorganize your warehouse.

Bring items to an inspection area.
Take items out of the warehouse pick bins temporarily, perhaps to serve as
demonstration models in a sales presentation.
Move extra items to production area for components configured with some
flushing methods.
Move produced or assembled items from production or assembly area to
warehouse.
Move items from bulk storage area to bins you use for picking.
How you move items depends on how your warehouse is set up as a location. Learn
more at Setting Up Warehouse Management.
In warehouse configurations where the Directed Pick and Put-away toggle is turned on
for locations, you can register unplanned movements on the following pages:
Movement Worksheet
Warehouse Internal Pick
Warehouse Internal Put-away
Warehouse Reclassification Journal
The Movement Worksheet , Warehouse Internal Pick, and Warehouse Internal Put-
away pages work in the same way. Use the pages to prepare warehouse activities for
warehouse employees. The difference is in the advanced functionality associated with
each page, and the different types of warehouse activities that are probably performed
by different employees:
Movement worksheet lets you fill up high-ranking pick bins with items from other
bins
Put-aways use put-away templates
Picking uses bin ranking and availability
Warehouse movement worksheet
To move items with the warehouse movement worksheet

1. Choose the icon, enter Movement Worksheet, and then choose the related link.
2. Fill in the fields on the worksheet lines manually, or use one of the following
actions to automatically fill in the lines:
Get Bin Content fills in the worksheet lines with the contents of the bin or
bins you specify.
Calculate Bin Replenishment uses the bin rankings to suggest replenishment
for high-ranking bins from low-ranking bins.
７ Note
If the item meets the criteria in the list below, the From Zone and From Bin
fields will be blank. Business Central calculates from where to move the items
only when you use the Create Movement action.
The item has an expiration date.

The Pick According to FEFO toggle is turned on for the location.
You're using the Calculate Bin Replenishment feature.
3. Choose the Create Movement action to create the movement. When the move is
complete, you can register it.
To register the warehouse movement

1. Choose the icon, enter Movements, and then choose the related link.
2. Open the movement document to register.
3. On Place lines, specify where, which, and by when to move the item by choosing
values in the Zone Code, Bin Code, Qty. to Handle, or Due Date fields.
4. On Take lines, in the Qty. to Handle field, specify the quantity of the bin content
that you want to move. You can only edit this field on Take lines.
７ Note
5. To register all suggested quantities as specified in the Quantity field, choose the
Autofill Qty. to Handle action.
７ Note
For locations that use directed put-away and pick, you can't manually move items
in bins of the type RECEIVE because they aren't yet considered as available
inventory. You must put away the items in these bins before they're available for
movements.
Internal pick
To create an internal pick

1. Choose the icon, enter Whse. Internal Pick, and then choose the related link.
3. Fill in the No. field, Location Code field, and the To Bin Code field on the General
FastTab. The To Bin Code field specifies the bin where you want to place the picked
items. For production purposes, this bin would be the inbound production bin or
the open shop bin. For other purposes, choose a bin code of a bin type that is not
used for picking, most likely a staging, shipping, or special purpose bin.
4. Select an item in the Item No. field, and fill in the quantities you want to pick.
5. Choose the Create Pick action. A warehouse pick instruction is now ready for a
warehouse employee to perform. Alternatively, choose the Release action and
create warehouse picks using the Pick Worksheet page. To learn more about pick
worksheets, go to Create pick documents in bulk with the pick worksheet.
6. When the pick is complete, you can register it.
To register the warehouse pick

1. Choose the icon, enter Picks, and then choose the related link.
To work on a particular pick, select the pick from the list, or filter the list to find the
picks that are assigned to you.
2. If the Assigned User ID field is blank, enter your ID to identify yourself, if needed.
3. Pick the items.
Because the warehouse is set up to use directed put-away and pick, bin ranking
determines the bins to pick from. The bins are suggested on the pick lines. The
instructions contain at least two separate lines for Take and Place actions.
4. After you pick and place the items in the shipping area or shipping bin, choose the
Register Pick action.
Internal put-away
To create an internal put-away

1. Choose the icon, enter Warehouse Internal Put-aways, and then choose the
related link.
3. Fill in the No. and Location Code fields.
4. Fill in a line for each item to move to the warehouse. The Item No. and the
Quantity fields are required.
７ Note
When you choose an item in the Item No. field, the Bin Contents page opens
instead of the Items page. This page opens because you're putting away an
item that is assigned to a particular bin - bin content - not just an item, and
you already know the bin the item should be taken from. If you filled in the
From Bin Code field, the bin content will be filtered by that value.
5. To fill the lines with the entire bin content or the filtered content of bins in the
location, choose the Get Bin Content action.
6. Choose the Create Put-away action. A warehouse put-away instruction is now

ready for a warehouse employee. Alternatively, choose the Release action to create
warehouse put-aways using the Put-away worksheet page. To learn more about
put-away worksheets, go to Create put-away documents in bulk with the put-away
worksheet.
7. When the put-away is complete, you can register it.
To register the warehouse put away

1. Choose the icon, enter Put-aways, and then choose the related link.
2. Open the warehouse put-away that's ready to handle.
3. If required, enter your user ID when you start work on a put-away.
To optimize the put-away process, you can sort the put-away lines by various
criteria. For example, by item, shelf number, or due date.
If the Take and Place lines for each receipt line don't immediately follow one
another, and you want them to, sort the lines by selecting Item in the Sorting
Method field.
If the bin rankings reflect the physical layout of the warehouse, use the Bin
Ranking sorting method to organize the work around the bin locations.
4. Perform the put-away.
Each internal put-away line has become at least two lines in the warehouse put-
away.
located in the receiving area. You can't change the zone and bin on this line.
The next line, with Place in the Action Type field, shows where to place the
items in the warehouse. If you receive a large number of items on one receipt
line, you might have to put the items away in several bins, so there's a Place
line for each bin.
5. When you have placed all the items in bins as instructed, choose the Register Put-
away action.
To register a movement that has already

happened
If you must register the fact that items has been already moved to other bins without a
put-away, pick, or movement, you can use the Whse. Reclassification Journal page to
register the movement.
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.
See Also
Assembly Management

Design Details: Integration with
Inventory
Article • 04/03/2023
Warehouse management and inventory features 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.
 Tip
To avoid mistakes, use the Preview Posting action to review the entries that posting
will create.
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.
７ Note
Inventory calculations don't include the adjustment bin.
To adjust the bin content, use a warehouse item journal, where you can enter the item
number, zone code, bin code, and quantity 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: Availability in the Warehouse

Count and Adjust Inventory Using
Documents
Article • 02/28/2023
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 to communicate and capture the actual
count of items. You can create multiple recordings for one order, for example to
distribute groups of items to different employees.
The Physical 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 Recording 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.
７ Note
Using documents to perform a physical inventory provides more control and

supports distributing the counting to multiple employees. You can also perform the
task by using journals, such as the Phys. Inventory Journals and Whse. Phys.
Inventory Journals pages. For more information, see Count, Adjust, and Reclassify
Inventory Using Journals. This article describes how to perform a physical
inventory using documents.
If you are using zones, then you cannot use physical inventory orders. Instead, use
the Whse. Phys. 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 from 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.
link.
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.
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.
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.
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.
７ 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

link.
2. Open the physical inventory order that you want to view duplicate lines for.
3. Choose the Show Duplicate Lines action.
Duplicate physical inventory order lines display 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.
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 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 item ledger entries are updated along with any related item tracking entries.
 Tip
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
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.
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
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.
Inventory Documents
The following types of documents are useful for managing your warehouse:
Use Inventory receipts to register positive adjustments of items based on the

quality, quantity, and cost.
Use Inventory shipments to write off missing or damaged goods.
You can print these documents at any stage, release and reopen them, and assign
common values, including dimensions, in the header. If you want to reprint the
documents after they have been posted, you can do that on the Posted Inventory
Receipt and Posted Inventory Shipment pages.
７ Note
Before you can use these documents you must specify a number series to create
their identifiers. For more information, see the next section.
To set up numbering for inventory documents

The following procedure shows how to set up numbering for inventory documents.
2. On the Numbering FastTab, specify in the following fields the series of numbers for
documents:
Inventory Receipt Nos.

Posted Inventory Receipt Nos.
Inventory Shipment Nos.
Posted Inventory Shipment Nos.
To create and post an inventory document

The following procedure shows how to create, print, and post an inventory receipt. The
steps are similar for inventory shipments.
1. Choose the icon, enter Inventory Receipts, and then choose the related link.
2. In the header of the Inventory Receipt page, choose the location in the Location
Code field, and then fill in the remaining fields as necessary.
3. On the Lines FastTab, in the Item field, choose the inventory item. In the Quantity
field, enter the number of items to add.
4. To print an Inventory Receipt report from the Inventory Receipt page, choose the
Print action.
The following functions are available on the Inventory Receipt page:

Choose the Release or Reopen actions to set the status for the next processing
stage
Choose the Post action to post the inventory receipt, or choose Post and Print to
post the receipt and print the test report
 Tip
Printing Inventory Documents

You can specify the reports that must be printed at different stages by choosing one of
the following options in Usage field the Report Selection - Inventory page:
Inventory Receipt
Inventory Shipment
Posted Inventory Receipt
Posted Inventory Shipment
７ Note
The available reports may vary based on localization for your country/region. The
base application doesn't include any layouts.
See also
Inventory
Sales
Purchasing

Count, Adjust, and Reclassify Inventory
Using Journals
Article • 02/28/2023
Physically count all of the items in inventory to ensure that your quantities are correct.
Some businesses do an annual physical count, and others count all or only some items
more often. After you count items, use journals to post the actual quantities to the
general ledger. For example, when you valuate inventory at the end of a period.
To count some items more often than others, perhaps because of their value, use cycle
counts. For cycle counts, assign special counting periods to the items. Learn more at To
do cycle counting.
To adjust quantities after a physical count or other purposes, use an item journal to
change the inventory ledger entries without posting transactions. You can also adjust
the quantity for a single item on an item card.
To change attributes on item ledger entries, use an item reclassification journal. Typical
attributes to reclassify include dimensions and sales campaign codes. Reclassification
journals can also be used for 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.
７ Note
In multi-step processes, items are registered in bins as warehouse entries, not as

item ledger entries. Therefore, you do counting, adjusting, and reclassifying in
warehouse journals that support bins. Then you synchronize the new or changed
warehouse entries with their related item ledger entries to reflect the changes in
inventory quantities and values.
To count physical inventory

Count physical inventory, that is, count the actual items on hand, to check whether the
quantity registered is the same as the physical quantity in stock. Typically, counts
happen at the end of a fiscal year, but sometimes it's done more often. If there are
differences, post the actual quantities to the item accounts before you do the inventory
valuation.
７ Note
This procedure describes how to do a physical inventory using a journal on the

Phys. Inventory Journal page. You can use documents on the Physical Inventory
Order and Physical Inventory Recording pages. These documents offer more
control and support for distributing the counting work to multiple employees.
Learn more at Count Inventory Using Documents.
Note that you can't use the document-based functionality to count items in bins or
warehouse entries.
The counting process also involves the following tasks:
Calculate the expected inventory.

Print the report to use when counting.
Enter and post the actual quantities.
Depending on your warehouse setup, count physical inventory in one of the following
ways. For more information, see Setting Up Warehouse Management.
If your location doesn't use directed put-away and pick, use the Phys. Inventory
Journal page. The procedure is similar to physical inventory without cycle
counting.
To calculate expected inventory in basic warehouse

configurations
1. Choose the icon, enter Physical 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.
７ Note
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 has the same quantity as the Qty. (Calculated) field. You don't need
to enter the counted quantity for items where these values match. However, if the
quantity counted differs, enter the quantity that was counted.
To print the report to be used when counting

1. On the Physical Inventory Journal page containing the calculated expected
inventory, Choose the Print action.
2. On the Warehouse Physical Inventory List page, specify whether the report will
show the calculated quantity and inventory items by serial and lot numbers.
3. Set filters if you only want to print the report for certain items, bins, locations, or
dimensions.
4. Choose Print.
Warehouse employees can now count inventory and record any differences on the
printed report.
７ Note
It can take several days before printed reports come back for final processing and
posting. When you specify and post actual counted inventory, the system adjusts
inventory to reflect the difference between the expected and the actual counted
inventory. You must keep the originally calculated journal lines and not recalculate
the expected inventory, because the expected inventory may change and lead to
incorrect inventory levels. If you need to issue multiple reports, such as for different
locations or group of items, you must create and keep separate journal batches.
To enter and post the actual counted inventory in basic

1. On each line on the Physical 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.
７ Note
If the physical count reveals differences caused by items posted with incorrect
locations, don't enter the differences in the physical inventory journal. Instead, use
a reclassification journal or a transfer order to redirect the items to the correct
locations.
2. To adjust the calculated quantities to the actual counted quantities, choose the
Post action.
Posting creates item ledger entries and physical inventory ledger entries. Open the
Item Card page for the item to find its physical inventory ledger entries.
4. To verify the count, open the Item Card page for the item, and choose the Phys.
Inventory Ledger Entries action.
To calculate the expected inventory in advanced

Synchronize item ledger and warehouse before you count physical inventory. Otherwise,
what you post to the physical inventory journal and item ledger will be the physical
inventory results combined with other warehouse adjustments for the items. Learn more
at synchronize quantities in the item ledger and warehouse.
related link.
2. Choose the Calculate Inventory action to open the Whse. Calculate Inventory
page.
3. Set the filters to specify the items to count in the journal, and then choose OK.
Business Central creates a line for each bin that meets the filter requirements. You
can delete lines, but if you want to post the results as a physical inventory, count
the item in all the bins that contain it.
If you only count an item in some bins but not others, you can enter differences
and post them in the item journal later by using the Calculate Whse. Adjustment
action.
To enter and post the actual counted inventory in

advanced warehouse configurations
1. On the Warehouse Physical Inventory Journal page, enter the actual quantities in
the Qty. (Phys. Inventory) field.
７ Note
The Qty. (Calculated) field is filled in based on bin records. This quantity is
copied to the Qty. (Physical) field on each line. If the quantities in these fields
don't match, enter the actual quantity.
2. After you've entered all actual quantities, choose the Register action.
When you register the journal, Business Central creates two warehouse entries in
the warehouse register for every line that was counted and registered:
If the calculated and the actual quantities differ, a negative or positive

quantity is registered for the bin and a balancing quantity is posted to the
location's adjustment bin.
If the calculated quantity equals the physical quantity, Business Central
registers 0 for both the bin and the adjustment bin.
When you register physical inventory, you don't post to the item, physical inventory, or
the value ledgers. However, the records are available for reconciliation when needed. To
keep quantities accurate, after you count items in all bins, post the results as an
inventory physical inventory . Learn more at Synchronize quantities in the item ledger
and warehouse.
To do cycle counting
You can count items as often as you'd like. For example, because they're more valuable,
or because they're fast movers and a large part of your business. Specify the counting
frequency by assigning special counting periods to the items.
Depending on your warehouse setup, you can do cycle counting in the following ways.
Learn more at Setting Up Warehouse Management.
If your location doesn't use directed put-away and picks, use the Physical
Inventory Journal page. The steps are similar to counting physical inventory
without cycle counting.
To set up counting periods
Counting physical inventory is typically a recurring task, for example monthly, quarterly,
or annually. You can set up the inventory counting periods you need and assign one to
each item. Afterward, use the Calculate Counting Period action on the Physical
Inventory Journal page to automatically create lines for the items.
1. Choose the icon, enter Physical Inventory Counting Periods, and then choose
the related link.
To assign a counting period to an item

2. Select the item to which you want to assign a counting period.
3. In the Phys Invt Counting Period Code field, select the counting period.
７ Note
If you're changing the counting period, a message displays information about the
results of the change. Choose Yes 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 count the item periodically.
To start a count based on counting periods in basic

1. Choose the icon, enter Physical Inventory Journal, and then choose the related
link.
The Phys. Invt. Item Selection page shows items that need to be counted
according to their counting periods.
To start a count based on counting periods in advanced

related link.
The Phys. Invt. Item Selection page show items need to be counted according to
their counting periods.
７ Note
Count the item in all bins that contain it. If you delete bin lines that were
retrieved for counting on the Whse. Phys. Inventory page, the count will be
incorrect when you post it in a physical inventory journal.
To adjust the quantity of one item

After you've done a physical count of an item, use the Adjust Inventory action to record
the actual inventory quantity.
2. Select the item for which you want to adjust inventory, and then choose the Adjust
Inventory action.
3. In the New Inventory field for the location, enter the result of the count.
You can also use the Adjust Inventory action as an easy way to add purchased items to
inventory if you don't use purchase invoices or orders to record your purchases. Learn
７ Note
After you adjust inventory, update its current value. For more information, see
Revalue Inventory.
To adjust the quantities of multiple items in basic

On the Item Journal page, you can post item transactions directly to adjust inventory for
purchases, sales, and positive or negative changes without using documents.
If you often use the item journal to post the same or similar journal lines, for example,
for material consumption, the Standard Item Journal page can make this recurring work
easier. For more information, see Work with Standard Journals.
3. Choose the Post action to adjust the quantities.
To adjust bin quantities in advanced warehouse

configurations
If your location uses directed put-away and pickss, use the Warehouse Item Journal
page to post unplanned positive and negative quantity changes. For example, for items
posted as missing that show up unexpectedly, or losses due to breakage.
Warehouse item journals give you more levels of adjustment to make your quantities
more precise. The warehouse knows how many items are on hand and where they're
stored, but each adjustment isn't posted to the item ledger. Credits or debits are made
to the real bin with the quantity adjustment. A balancing entry is made in an adjustment
bin. The adjustment bin is a virtual bin with no real items. You specify the virtual bin in
the Invt. Adjustment Bin Code field on Location Card pages.
1. Choose the icon, enter Warehouse Item Journal, and then choose the related
link.
2. Fill in the header information.
3. In the Item No. field on the line, choose the item.
4. Enter the bin in which you're putting the extra items or where you've items are
missing.
5. In the Quantity field, if you've found extra items, enter a positive quantity. If items
are missing, enter a negative quantity.
To synchronize the adjusted warehouse entries

with the related item ledger entries
Post the adjustment bin records in the item ledger for the periods you've defined. Some
companies post daily adjustments to the item ledger, while others reconcile less often.
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 Warehouse Adjustment action, and then add filters on the
Calculate Warehouse Adjustment page. Adjustments are calculated only for the
entries in the adjustment bin that meet the 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 OK. The positive and negative adjustments are totaled for each item, and
lines are created in the item journal.
6. Post the journal lines to enter the quantity differences in the item ledger. The
inventories in the bins and the item ledger now matches.
See also
CountInventory Using Documents
Inventory
Sales
Purchasing

Service Management
Article • 02/15/2022
７ 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.
them.
To See
Set up Service Management, including fault codes, policies, default Setting Up Service
documents and templates. Management
Manage service pricing, create service items, and understand how to Planning Service
monitor progress.
To See
Create and manage contractual agreements between you and your Fulfilling Service
customers. Contracts
Provide service to customers, and invoice service orders. Delivering Service
See Also
Jobs
Start a free trial!

Planning Services
Article • 06/29/2022
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.
them.
To See
Establish pricing for the services you provide. Managing Service

Pricing
Set up and customize service items and service groups. This includes Create Service Items
establishing which skills a service requires and troubleshooting
guidance.
Know how to manage the status of repairs on service orders, and how Understanding Service
to identify their priority. Order and Repair Status
Understand the relationship between the status of a repair, and the Understanding
effect they have on allocated resources, and vice versa. Allocation Status and
Repair Status
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
Article • 03/04/2022
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 service lines. For example, you can set up a service price adjustment
group that adjusts prices for spare parts, one that adjusts 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.
The service price adjustment function does not apply to service items under the
following conditions:
The item belongs to service contracts. You can only adjust the service prices of
items that are part of a service order.
If the service item has a warranty.
If the service line has been posted as invoice, either fully or partially.
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.
Current Experience
1. Choose the icon, enter Service Items, and then choose the related link.
2. Select the service item, expand the Prices and Sales FastTab, choose the
Resource, Item, or G/L Account action.
3. On the Job Resource Prices, Job Item Prices, or Job G/L Account Prices
pages, fill in the fields as necessary.
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 This means that you charge a fixed price for the service item, resource, general
Price 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
Service Order Status and Repair Status
Article • 02/15/2022
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.
７ Note
These two status field are not related to the Release Status field on the service
order header, which determines how the warehouse handles service items.
Each time the repair status of a service item is changed in a service order, the status of
the order is updated. To display the status that reflects the overall repair status of the
individual service items, you must specify the following:
The service order status that each repair status is linked to.
The level of priority of each service order status option.
When you convert a service quote to a service order, the repair status of each service
item is changed in the order to Initial and the service order status is changed to
Pending.
７ Note
Before you can create service orders, you must set up repair statuses and service
status priorities. For more information, see Set Up Statuses for Service Orders and
Repairs.
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
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
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.
Then, when you create a new service order and you add service items to it, the Priority
field on the service order header is updated based on the priorities on the service items.
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

Allocation Status and Repair Status of
Service Items
Article • 03/04/2022
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
Article • 03/31/2022
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
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
Use 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.
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.
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 Items
Planning Service

Article • 06/29/2022
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.
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
contract quote. Service Contract Quotes
Adjust the annual amount of a service contract or contract Change the Annual Amount on
quote, so make sure that you invoice the right amount. Service Contracts or Contract
Quotes
See also
Planning Service
Delivering Service
Create Service Contracts and Service Contract Quotes

Multiple Contracts
Article • 02/15/2022
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
from 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

Work with Service Contracts and Service
Contract Quotes
Article • 03/04/2022
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
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.
７ 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.
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.
７ 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 Description

Options
Service The cost is automatically retrieved from the Default Contract Cost field in the
item 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
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 The value in the Line Cost field is set to zero.

description
Line Value Description

Options
Service The price is automatically retrieved from the Default Contract Value field in the
item Service Item table and copied into the Line Value field.
Line Value Description
Options
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 The contents of the Line Value field are set to zero.
description
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.
７ 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.
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.
７ 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.
７ Note
You cannot reopen a contract after it is canceled.
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
Article • 03/04/2022
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
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 annual 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.
Item Line Line Line Discount Line Discount Line Profit

Cost Value % Amount Amount
Item 30.00 40.00 0.00 0.00 40.00 10.00

1
Item 40.00 50.00 10.00 5.00 45.00 5.00

2
Item 50.00 70.00 10.00 7.00 63.00 13.00

3
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.

Item 30.00 40.00 7.50 3.00 37.00 7.00

1
Item 40.00 50.00 16.00 8.00 42.00 2.00

2
Item 50.00 70.00 14.29 10.00 60.00 10.00

3
Distribution Based on Line Amount

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.
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

Item 15.00 17.00 3.00 0.51 25.00 1.49

1
Item 20.00 23.00 None 0.00 55.10 3.00

2
Item 24.00 27.00 3.00 0.81 112.70 2.19

3
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.

Item 15.00 17.00 11.41 1.94 15.06 0.06

1
Item 20.00 23.00 8.65 1.99 21.01 1.01

2
Item 24.00 27.00 11.37 3.07 23.93 -0.07

3
Distribution Based on Profit

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.
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
Item 20.00 25.00 0.00 0.00 25.00 5.00

1
Item 50.00 58.00 5.00 2.90 55.10 5.10

2
Item 100.00 115.00 2.00 2.30 112.70 12.70

3
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.

Item 20.00 25.00 11.24 2.81 22.19 2.19

1
Item 50.00 58.00 9.93 5.76 52.24 2.24

2
Item 100.00 115.00 8.20 9.43 105.57 5.57

3
See Also
Create Service Contracts and Service Contract Quotes

Delivering Service
Article • 06/29/2022
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.
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.
them.
To See
Create quotes that are drafts of service orders, and then convert the quotes Create Service
to service orders. Quotes
Create documents that contain information about a service, such as repairs Create Service
and maintenance, on service items. Orders
Plan the delivery of service by using the Dispatch Board. You can also use Allocate Resources
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 up-to-date. Post Service Orders
and Credit Memos
To See
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 work on theirs. Lend and Receive
Loaner Items
See Also
Planning Service
Managing Projects

Create Service Quotes
Article • 02/06/2023
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
select Enter to select the next available service quote number.
4. In the Customer No. field, select the relevant customer from the list.
７ 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
Work on Service tasks

Article • 02/06/2023
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 select 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.
７ 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.
７ 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.
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.
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.
７ 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
Work on Service Tasks
Allocate Resources

Create Service Invoices or Credit Memos
Article • 02/06/2023
Ease in invoicing your service orders is a key feature of Business Central. You can set up
your Business Central so that a service technician in the field can create an invoice for a
service that is not connected to a contract or order. Alternatively, set up Business Central
so that you invoice service contracts periodically. The invoice period for each contract
defines how often you invoice it.
To invoice several service contracts

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.
You can also invoice a service contract directly from the Service Contract page, if the
next invoice date on the contract is earlier than the working date.
To invoice a service contract from the Service

Contract page
2. Choose the service contract to invoice, and open the contract card.
3. Choose Create Service Invoice action.
4. Choose Yes to create the service invoices.
７ 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.
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.
７ 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.
７ Note
If you have set up number series for service invoices on the Service Mgt.
Setup page, you can select 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 create an invoice that combines posted

shipment lines from one or more service orders
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.
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 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.
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
Service Posting

Allocate Resources
Article • 02/06/2023
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.
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 select 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 select 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 select 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 select 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.
７ 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.
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.
７ 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.
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. Select Enter . 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.
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. Select 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.
７ 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.
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.
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.
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.
７ 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
Article • 02/06/2023
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

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 select 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 select 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 select 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: <Blank>, Item, Resource, and Cost.
7. In the Repair Status field, select the appropriate status.
７ 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.
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.
７ 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.
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

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.
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. Select Enter . A dialog box opens with three options: Replace Component, New
Component, and Ignore. The following table describes the options.
Option Description
Replace Changes the status of the component you are replacing to not active, and it
Component will appear on the replaced component list for the service item.
New Enters the new component in the component list of the service item.
Component
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.
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
Article • 02/15/2022
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.
７ 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.
７ 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

Post Service Orders and Credit Memos
Article • 02/28/2023
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

3. On the Service Order page, choose one of the following actions.
Action Result
Test Checks all parts of the document and presents the result in a report. If the report
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 Posts the order and prints a shipment (if you ship the order without invoicing it)
and or an invoice (if you invoice the order).
Print
Post Posts multiple service orders at one time once.

Batch
4. When you post the order, you must specify one of the following options for how
you want to post the order.
Posting Result
Option
Ship Posts shipment of the items.
Invoice Invoices items that have already been shipped.
Ship and Invoices and ships the items.

Invoice
Ship and Posts shipment and consumption on the order. It updates the relevant
Consume 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

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.
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.
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.
７ 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.
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.
７ 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.
７ 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.
To learn more about shipping service line items in advanced warehouse configurations,
go to picking Items for Warehouse Shipment](warehouse-how-to-pick-items-for-
warehouse-shipment.md).
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.
７ 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.
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.
See Also
Posting in Service Management
Create a Service Order

Lend and Receive Loaners
Article • 03/04/2022
You can lend customers loaners to temporarily replace service items that you have
received for servicing.
To lend a loaner item

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.
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

Article • 04/03/2023
Connect your Shopify store (or stores) with Business Central and maximize your business
productivity. Manage and view insights from your business and your Shopify store as
one unit.
To use Shopify with Business Central, there are a couple of things you have to do first.
This article serves as a guide to integrate your Shopify store with Business Central.
Prerequisites for Shopify

You must have:
A Shopify account
To learn more about how to create Shopify trials and the recommended settings, go to
Creating and Setting Up Shopify Account.
Prerequisites for Business Central

Make sure that the Shopify Connector app is installed.
The app is pre-installed for all new sign-ups and trials. Learn more about installing
apps from AppSource at Installing and Uninstalling Extensions. Follow the steps
listed below if you don't have Business Central.
Ensure that the user has the right permissions. Shopify Connector is covered by the
Shopify – Admin (SHPFY – ADMIN) permission set. Learn more at Create Users
According to Licenses and Assign Permissions to Users and Groups.
Install the Dynamics 365 Business Central app

to your Shopify online store
For existing instances of Business Central, this step is optional and can be skipped.
1. Locate the Dynamics 365 Business Central app on the Shopify AppStore
2. Choose the Add App button. Sign in to your Shopify account if prompted. Select
the online shop if you have more than one.
3. After reviewing privacy and permissions, choose the Install App button.
You can find and open the installed Dynamics 365 Business Central app in the
Apps section on the sidebar of the Shopify admin page.
4. Choose Sign up now to start the Business Central trial, or Sign in if you already
have Business Central. You'll be redirected to your Business Central page.
5. Do the next steps in Business Central.
Connect Business Central to the Shopify online

store
1. Choose the icon, enter Shopify Shop and choose the related link.
3. In the Code field, enter a code that will make it easy to find in Business Central. For
example, the name might reflect what a shop sells, such as "Furniture" or "Coffee",
or the country or region it serves.
4. In the Shopify URL field, enter the URL of the online shop that you're connecting.
Use the following format: https://{shop}.myshopify.com/ .
5. Turn on the Enabled toggle, and then review and accept the terms and conditions.
6. If prompted, sign in to your Shopify account. Review the privacy terms and
permissions, and then choose the Install App button.
Repeat steps 2-6 for all online shops that you want to connect.
Known issues
The browser blocks the pop-up window. When you turn on the Enabled toggle,
Business Central opens the Waiting for a response - do not close this page page
while it waits for an access token from Shopify. If that page is closed or blocked,
you can't connect to Shopify. Learn more at Request the access token
Error: Oauth error invalid_request: Could not find Shopify API application with
api_key
Can't connect from sandbox
Next steps
Now your online shop is connected to Business Central. In the next steps, you'll define
how and what to synchronize.
Synchronize Items
Synchronize Customers
Synchronize Orders
Testing strategies
There are different approaches to testing an integration, and each approach has its pros
and cons.
You can connect Business Central and Shopify accounts as often as you like. The Shopify
Connector affects only the environment, or to be more precise, the company where it's
enabled. You can connect to the same Shopify online store from multiple environments
or companies. You can disable and re-enable the connector.
It's easy to re-run synchronization tests. The connector allows you to delete imported
data, such as products, customers, and orders, and then import them again. Just reset
sync.
Shopify sandbox and Business Central sandbox

This is probably the safest way to test integration. Instead of using a Shopify Sandbox,
you can also use a trial subscription or Development Store. In Business Central, you can
also use a test company in a production environment.
To learn more about Business Central sandboxes, go to Create a new environment.
Shopify sandbox and Business Central production

This is not a recommended configuration for testing because the Shopify connector can
create or modify items and customers. It can also create sales documents such as orders
and invoices. These documents can be difficult to undo.
If you must use this configuration, we recommend that you review and probably disable
the following settings:
Auto Create Unknown Item to not create items

Shopify can update items to not update mapped items
Auto Create Unknown Customer to not create customers and contacts
Shopify can update customers to not update existing customers
Auto Create Sales Order to not create sales orders and sales invoices
For more information, see Restoring an Environment.

Shopify production and Business Central sandbox
It might be a good idea to backup your data. For example, export your products and
customers. For more information, see Using CSV files to back up store information .
Turn off the Allow Data Sync to Shopify toggle so that Business Central doesn't write to
Shopify. In this case, you'll be able to import products, images, customers, and orders
from Shopify. But you won't be able to send item, prices, inventory levels, customers,
fulfillment information to Shopify.
If you keep the Allow Data Sync to Shopify toggle enabled, then additional protective
measures are:
Select Draft in the Status for Create Product field to ensure that exported
products aren't available to buyers. You can verify how products look in the online
store, synchronize prices, options, and stock levels. Just make sure to use filters on
the Add Item to Shopify page to limit the number of exported items.
Turn off the Export Customer to Shopify toggle so that you don't send customers
to Shopify.
See also
Walkthrough: Setting Up and Using Shopify Connector
Create and Set up a Shopify Account
Article • 06/12/2023
If you're considering whether to use Shopify as your e-Commerce solution and need a
Shopify account to validate integrated workflow, you have the following options:
Get a trial version. This is the typical starting point for end-users.
Create development stores. This approach is for partners who do recurring demos,
trainings, and provide support.
Trial (End-User)
Go to the Shopify website and use your email account for the administrator account
to sign up for a free trial. Learn more about how to create and personalize your online
store at the Shopify Help Center .
In the Shopify Admin of the created shop, apply the following Settings:
Deactivate Automatically archive the order in the Order Processing section of the
Checkout settings in your Shopify admin.
Consider enabling the Show login link in storefront and checkout in the Customer
account settings section of the checkout settings.
Consider selecting the Company name - Optional option in the Customer

information section of the checkout settings.
Enable the Show tipping options at checkout option in the Tipping section of the
checkout settings, if you plan to demonstrate tipping.
Activate test payments. You have two options. Start by going to Payments
settings:
1. (for testing) Bogus Gateway. For more information, see Activate Bogus
Gateway for testing .
2. Shopify payments in test mode. For more information, see Testing Shopify
Payments .
Select a plan in the Plan settings to be able test the checkout process.
） Important
To avoid payments, remember to cancel your Shopify trial.

Development store
Begin by joining the Shopify Partner Program . Afterwards, use the Partner Dashboard
to create the development store. Learn more at Creating development stores .
After creating the store, in the Shopify Admin of the created shop, apply the following
Settings:
Deactivate Automatically archive the order in the Order Processing section of the
Checkout settings in your Shopify admin.
Consider enabling the Show login link in storefront and checkout in the Customer
account settings section of the checkout settings.
Consider selecting the Company name - Optional option in the Customer
information section of the checkout settings.
If you plan to demonstrate tipping, enable the Show tipping options at checkout
option in the Tipping section of the checkout settings.
Activate test payments. You have two options. Start by navigating to Payments
settings:
1. (for testing) Bogus Gateway. For more information, see Activate Bogus
Gateway for testing .
2. Shopify payments in test mode. Learn more at Testing Shopify Payments .
７ Note
Development stores are usually password protected. When you try to open a
specific page in your online store from Business Central, for example to go to a
specific product or order, you'll need to enter your password. While you're testing,
to avoid having to enter your password, sign in to your Shopify admin and open
your store from there. You won't need to enter the store password until you close
your browser or your session expires.
See Also
Walkthrough: Setting Up and Using Shopify Connector
Synchronize Items and Inventory
Article • 06/06/2023
The Items in Business Central are equivalent to the products in Shopify and include
physical goods, digital downloads, services, and gift cards that you sell. There are two
main reasons to synchronize items:
1. Data management primarily happens in Business Central. You need to export all or
some data from there into Shopify and make it visible. You can export the item
name, description, image, prices, availability, variants, vendor details, and barcode.
Once exported, you can review the items or have them made visible immediately.
2. When an order from Shopify is imported, the information about items is vital to
further document processing in Business Central.
The preceding two scenarios are always enabled.
A third scenario is to manage data in Shopify but import those items in bulk to Business
Central. This scenario can be useful for data migration events, such as when you want to
connect an existing online shop with a new Business Central environment.
Define item synchronizations

1. Choose the search icon and enter Shopify Shop. Open the shop for which you
want to configure the item synchronization.
2. From the Sync item field, select the required option.
The following table outlines the options.
Option Description
Blank Products are imported together with the importing of orders. Products are exported to
Shopify if a user runs the Add Item action from the Shopify Products page. This option
is the default process.
To Select this option if, after the initial sync is triggered by the Add Item action, you plan
Shopify to update products manually using the Sync Product action or using the job queue for
recurring updates. Remember to enable the Can Update Shopify Product field. If it's
not enabled, it equals the Blank (default process) option. Learn more in the Export
items to Shopify section.
From Choose this option if you plan to import products from Shopify in bulk, either manually
Shopify using the Sync Product action or using the job queue for recurring updates. Learn
more in the Import items from Shopify section.
７ Note
Changing Sync Item from From Shopify to To Shopify won't have an effect unless
you enable Can Update Shopify Products.
Import items from Shopify

First, import items either in bulk from Shopify or together with orders to add them to
the Shopify Product and Shopify Variant tables. Then map imported products and
variants to items and variants in Business Central. Manage the process using the
following settings:
Field Description
Auto When Shopify products and variants are imported into Business Central, the Business
create Central function first tries to find the matching record in the item list. SKU Mapping
unknown impacts how the matching is performed and creates a new item and/or item variant.
items Enable this option if you want to create a new item or when a matching record
doesn't exist. The new item is created using imported data and the Item Template
Code. If this option isn't enabled, you'll need to create an item manually and use the
Map Product action on the Shopify Products page.
Item Use this field with the Auto create unknown items toggle.
Template Choose the template you want to use for automatically created items.
Code
SKU Choose how you want to use the SKU value imported from Shopify during the
Mapping item/variant mapping and creation. Learn more in the Effect of Shopify product SKUs
and barcodes on mapping and creating items and variants in Business Central
section.
SKU Field Use this field with SKU Mapping set to the Item. No + Variant Code option.
Separator Define a separator to be used to split the SKU.
So, if in Shopify you create the variant with the SKU '1000/001', you'd type '/' in the
SKU Field Separator field to make the item number in Business Central '1000' and
the item variant code '001'.
Variant Use together with SKU Mapping set to either the Variant Code or Item No. + Variant
Prefix Code option as a fallback function when the SKU coming from Shopify is empty.
If you want to create the item variant in Business Central automatically, you'll need to
enter a value in Code. By default, the value defined in the SKU field imported from
Shopify is used. However, if the SKU is empty, it will generate code starting with the
defined variant prefix and "001".
Field Description
Shopify Choose this option if you want to update items and/or variants automatically.
Can
Update
Item
Effect of Shopify product SKUs and barcodes on mapping

and creating items and variants in Business Central
When products are imported from Shopify to Shopify Products and Shopify Variants
tables, Business Central tries to find existing records.
The following table outlines the differences between options in the SKU Mapping field.
Option Effect on mapping Effect on creation
Blank The SKU field isn't used in the item-mapping No effect on the creation of the item.
routine. This option prevents the creation of
variants. When in sales order, only the
main item is used. A variant can still
be mapped manually on the Shopify
Product page.
Item Choose if the SKU field contains the item No effect on the creation of an item
No. number without variants. For an item with
variants, each variant is created as a
separate item.
If Shopify has a product with two
variants and their SKUs are '1000' and
'2000', Business Central will create
two items numbered '1000' and
'2000'.
Variant The SKU field isn't used in the item-mapping No effect on creation of the item.
Code routine. When an item variant is created, the
value of the SKU field is used as a
code. If the SKU is empty, a code is
generated using the Variant Prefix
field.
Option Effect on mapping Effect on creation
Item Select this option if the SKU field contains an When an item is created, the first part
No. + item number and the item variant code is of the value of the SKU field is
Variant separated by the value defined in the SKU designated No.. If the SKU field is
Code Field Separator field. empty, an item number is generated
using the number series defined in
the Item Template Code or Item Nos.
field of the Inventory Setup page.
When an item is created, the variant
function uses the second part of the
value of the SKU field as Code. If the
SKU field is empty, a code is
generated using the Variant Prefix
field.
Vendor Choose if the SKU field contains the vendor If a corresponding vendor exists in
Item item number. In this case, the Item Vendor Business Central, the SKU value will
No. No. isn't used on the Item Card page; rather be used as the Vendor Item No. on
the Vendor Item No. from the Item Vendor the Item Card page and as the Item
Catalog is used. If the found Item Vendor Reference of the vendor type.
Catalog record contains a variant code, that Prevents the creation of variants. It's
code is used to map the Shopify variant. useful when you want to use only the
main item in the sales order. You're
still able to map a variant manually
from the Shopify Product page.
Barcode Choose if the SKU field contains a barcode. A No effect on the creation of the item.
search is performed among Item References Prevents the creation of variants. It's
of the barcode type. If the found item useful when you want to use only the
reference record contains a variant code, that main item in the sales order. You're
variant code is used to map the Shopify still able to map a variant manually
variant. from the Shopify Product page.
The following table outlines the effects of the Barcode field.
Effect on mapping Effect on creation
A search is performed on the Item References containing a barcode type The barcode is saved
as the value in the Barcode field in Shopify. If the found item reference as Item Reference
record contains a variant code, that variant code is used to map the for the item and item
Shopify variant. variant.
７ Note
You can trigger mapping of the selected products/variants by choosing Try Find
Product Mapping or of all the imported unmapped products by choosing Try Find
Mappings.
Export items to Shopify
Choose the elements from your item list to be exported to Shopify. Use the Add Item
action on the Shopify Products page to add items to the Shopify products list.
） Important
The product will be added only to the Online Store sales channel. You need to
publish products to other sales channels, like Shopify POS, from Shopify.
You manage the process of exporting items using these settings:
Field Description
Sync Item Select this field to sync the extended text of the item. As it will be added to the
Extended Description field, it can contain HTML code.
Text
Sync Item Select this field to sync the item attributes. Attributes are formatted as a table and
Attributes included in the Description field in Shopify.
Sync Item Select this field to sync marketing text for the item. Although marketing text is a kind
Marketing of description, it's different than item's Description field. The Description field is
Text typically used as a concise display name to quickly identify the product. The
marketing text, on the other hand, is more rich and descriptive. Its purpose is to add
marketing and promotional content. This text can then be published with the item in
Shopify. There are two ways to create the marketing text. Use Copilot, which
suggests AI-generated text for you, or start from scratch.
Language Select this field if you want the translated versions used for title, attributes, and
Code extended text.
SKU Choose how you want to populate the SKU field in Shopify. Supported options are:
Mapping - Item No. to use the item no. for both products and variants.
- Item No.+ Variant Code to create an SKU by concatenating values of two fields.
For items without variants, the item number only is used.
- Item Vendor No. to use the item vendor number defined in the Item Card for both
products and variants.
- Barcode to use the barcode type of Item Reference. This option respects variants.
SKU Field Define a separator for the Item. No + Variant Code option.
Separator
Field Description
Inventory Choose how the system should populate the Track Inventory field for products
Tracked exported to Shopify. You can update availability information from Business Central
for products in Shopify whose track inventory is enabled. Learn more in the
Inventory section.
Default Choose Deny to prevent negative stock on the Shopify side.

Inventory
Policy
Can Define this field if Business Central can only create items or can update items as well.
Update Select this option if, after the initial sync is triggered by the Add Item action, you
Shopify plan to update products manually using the Sync Product action or using the job
Products queue for recurring updates. Remember to select To Shopify in the Item Sync field.
Can Update Shopify Products doesn't have impact on synchronization of prices,
images or inventory levels, which are configured by independent controls.
If Can Update Shopify Products is enabled, following fields on Shopify side will be
updated on product and if needed variant level: SKU, Barcode, Weight. The Title,
Product Type, Vendor, Description on product will be also updated if exported
values are not empty. For description this means you need to enable any of the Sync
Item Extended Text, Sync Item Marketing Text, Sync Item Attributes toggles and
attributes, extended or marketing text must have values. If product uses variants,
then variant will be added or removed if necessary.
Fields-mapping overview
Shopify Source when exported from Business Target when imported to

Central Business Central
Status According to the Status for Created Not used.

Products field in the Shopify Shop Card.
Learn more in the Ad hoc updates of Shopify
products section.
Title Description. If the language code is defined Description

and a corresponding item translation exists,
the item translation will be used instead of
the description.
Description Combines extended texts, marketing text, Not used.

and attributes if you enable the
corresponding toggles on the Shopify shop
card. Respects the language code.
SEO page Fixed value: empty. Learn more in the Ad hoc Not used.
title updates of Shopify products section.
SEO meta Fixed value: empty. Learn more in the Ad hoc Not used.
description updates of Shopify products section.
Media Image. Learn more in the Sync item images Image

section
Price The calculation of the end-customer price Unit Price. The price is only
includes the item unit price, customer price imported to newly created items,
group, customer discount group, and but it won't be updated in later
currency code. Learn more in the Sync prices synchronizations.
section
Compare The calculation of the price without a Not used.

at price discount.
Cost per Unit Cost Unit Cost. The unit cost is only
item imported to newly created items,
and it won't be updated in later
synchronizations.
SKU Learn about SKUs under SKU Mapping in the Learn about SKUs in the Effect of
Export items to Shopify section. Shopify product SKUs and barcodes
on mapping and creating items and
variants in Business Central section.
Barcode Item References of the barcode type. Item References of the barcode
type.
Track According to the Inventory Tracked field on Not used.

quantity the Shopify Shop Card page. Learn more in
the Inventory section. Only used when you
export a product for the first time.
Continue According to the Default Inventory Policy in Not used.

selling the Shopify Shop Card. Only used when you
when out export a product for the first time.
of stock
Type Description of Item Category Code. If the Item Category Code. Mapping by
type isn't specified in Shopify, it is added as a description.
custom type.
Vendor Name of vendor from Vendor No. Vendor No. Mapping by name.
Weight Gross Weight. Not used.
Taxable Fixed value: enabled. Not used.

Tax codes Tax Group Code. Only relevant for sales Not used.
taxes. Learn more at Set up Taxes.
Tags
Review the imported tags in the Tags FactBox on the Shopify Product page. On the
same page, to edit tags, choose the Tags action. If the To Shopify option is selected in
the Sync Item field, assigned tags are exported to Shopify at the next synchronization.
Run item synchronization

Full or partial item synchronization can be performed in many different ways.
Initial sync of items from Business Central to Shopify

1. Go to the search icon, enter Shopify Products, and choose the related link.
3. In the Shop Code field, enter the code. If you open the Shopify Product window
from the Shop Card page, the shop code will be populated automatically.
4. If you configured image and inventory synch, you can include them into the same
process. Including them in the same process is convenient for demo scenarios or
when dealing with smaller amount of data.
5. Define filters on items as required. For example, you can filter by the item no. or
item category code.
6. Choose OK.
The resulting items are automatically created in Shopify with prices. Depending on
choices you made, images and inventory levels might be included. The operation might
take some time if a large number of items are added.
Sync products from Shopify to Business Central

1. Go to the search icon, enter Shopify Shop, and choose the related link.
2. Select the shop for which you want to synchronize items to open the Shopify Shop
Card page.
Alternatively, use the Sync Products action on the Shopify Products page or search for
the Sync Products batch job.
You can schedule the task to be performed in an automated manner. Learn more at
Schedule recurring tasks.
Ad-hoc updates of Shopify products

When the records are updated in the Shopify Product table, the following changes are
synchronized with Shopify.
Update:
Status - You can choose between active, archived, or draft.

SEO Title
SEO Description
Deletion:
Based on the value in Action for Removed Products on the Shopify Shop Card page,
the product gets updated in Shopify when the record is deleted from the Shopify
Products page.
Blank - Nothing will happen. If necessary, you'll need to perform the required
action from the Shopify admin.
Status to Draft - The status of the product in Shopify is set to Draft.
Status to Archived - The product is archived in Shopify.
Sync item images

Synchronization of images can be configured for synchronized items. Choose from the
following options:
Disabled - Image synchronization is deactivated.

To Shopify - Pictures of items are exported to Shopify.
From Shopify - Images from Shopify are imported to Business Central.
Image synchronization can be initialized in the two ways described below.
Sync product images from the Shopify shop page

1. Go to the search icon, enter Shopify Shops, and choose the related link.
2. Select the shop for which you want to synchronize images to open the Shopify
Shop Card page.
Sync product images from the Shopify products page

Image synchronization remarks

When you export images from Business Central to Shopify, the images replace
those you exported previously. The earlier images are no longer avialble.
If you delete an image in Business Central, the image in Shopify isn't also deleted.
You'll need to manually delete the old images in the Shopify Admin.
Images you export to Shopify must comply with Shopify's requirements. Otherwise,
you can't import them. To learn more about media requirements, go to product
media types on help.shopify.com .
Sync prices with Shopify

You manage the process of exporting prices using these settings:
Field Description
Customer Determine the price for an item in Shopify. The sales price of this customer price
Price group is taken. If no group is specified, the price on the item card is used.
Group
Customer Determine the discount to use when calculating the price of an item in Shopify.
Discount Discounted prices are stored in the Price field and the full price is stored in the
Group Compare at Price field.
Allow Specifies whether you allow a line discount when calculating prices for Shopify. This
Line Disc. setting applies only for prices on the item. Prices for the customer price group have
their own toggle on lines.
Prices Specifies whether price calculations for Shopify include VAT. Learn more at Set up
including Taxes.
VAT
Field Description
VAT Specifies which VAT business posting group is used to calculate prices in Shopify. This
Business should be the group you use for domestic customers. Learn more at Set up Taxes.
Posting
Group
Currency Enter a currency code only if your online shop uses a different currency than the local
Code currency (LCY). The specified currency must have exchange rates configured. If your
online shop uses the same currency as [!INCLUDEprod_short], leave the field empty.
You can export prices for synchronized items in the two ways described below.
Sync prices from the Shopify products page

2. Choose the Sync Prices to Shopify action.
Price calculation remarks

When determining a price, Business Central uses the "lowest price" logic. However,
the lowest price logic ignores the unit price defined on the item card if a price is
defined in the price group. This is true even if the unit price from the item card
price is lower.
To calculate prices, the connector creates a temporary sales quote for the item with
a quantity of 1, and uses standard price calculation logic. Only prices and discounts
that are applicable for quantity 1 are used. You can't export different prices or
discounts based on quantity.
Sync inventory to Shopify

Inventory synchronization can be configured for already synchronized items. There are
two conditions that must be met:
1. Inventory tracking must be enabled for a product in Shopify. If items are exported
to Shopify, consider enabling the Inventory Tracked toggle on the Shopify Shop
page. Learn more in the Export items to Shopify section.
2. Inventory sync must be enabled for Shopify Locations.
To enable inventory sync

1. Go to the search icon, enter Shopify Shop, and choose the related link.
2. Select the shop for which you want to synchronize inventory to open the Shopify
Shop Card page.
4. Choose the Get Shopify Locations action to import all the locations defined in
Shopify. You can find them in the Locations settings in your Shopify Admin.
5. In the Location Filter field, add locations if you want to include inventory from
specific locations only. So, you could enter EAST|WEST to make the inventory from
only these two locations available for sales via the online shop.
6. Select the stock calculation method to use for the selected Shopify locations.
You can initialize inventory synchronization in the two ways described below.
Sync inventory from the Shopify shop page

1. Go to the search icon, enter Shopify Shops, and choose the related link.
2. Select the shop for which you want to synchronize inventory to open the Shopify
Shop Card page.
3. Choose the Sync inventory action.
Sync inventory from the Shopify products page

2. Choose the Sync inventory action.
Inventory remarks
The standard stock calculation method is Projected Available Balance at date.
With extensibility, you can add more options. To learn more about extensibility, go
to examples .
You can inspect the stock information received from Shopify on the Shopify
Inventory FactBox page. In this FactBox, you get an overview of the Shopify stock
and the last calculated inventory in Business Central. There's one record per
location.
If the stock information in Shopify is different than the Projected Available Balance
in Business Central, then the stock will be updated in Shopify.
When you add a new location in Shopify, you also need to add inventory records
for it. Shopify doesn't do that automatically for existing products and variants and
the connector won't synchronize inventory levels for such items in new location. To
learn more, go to Assigning inventory to locations .
Inventory and shipment on Business Central Fulfilment Services are not suported,
use normal locations instead.
Example of calculation of projected available balance
There are 10 pieces of item A available on hand and two outstanding sales orders. One
for Monday with quantity One and one for Thursday with quantity Two. Depending on
when you sync inventory, the system will update stock level in Shopify with different
quantities:
When sync inventory Value used to update Comment

is run stock level
Tuesday 9 Inventory 10 minus sales order set to ship

on Monday
Friday 7 Inventory 10 minus both sales orders
See also
Get Started with the Connector for Shopify
Synchronize Customers
Article • 06/06/2023
When you import an order from Shopify, getting the information about the customer is
essential for further processing the document in Business Central. There are two main
options for doing so, and several combinations:
Use a special customer for all orders.

Import the actual customer information from Shopify. This option is also available
when you export customers to Shopify from Business Central first.
Important settings when importing customers

from Shopify
Whether you import customers from Shopify in bulk or when you import orders, use the
following settings to manage the process:
Field Description
Customer Select All Customers if you plan to import customers from Shopify in bulk; either
Import manually using the Sync Customers action or via the job queue for recurring
from updates. Regardless of the selection, the customer information will always be
Shopify imported together with the order. However, the use of this information depends on
the Shopify Customer Templates and settings in the Customer Mapping Type field.
Customer Define how you want the connector to perform the mapping.
Mapping - By Email/Phone if you want the connector to map the imported Shopify customer
Type to an existing customer in Business Central using email and phone.
- By Bill-to Info if you want the connector to use the address of the invoice recipient
to map the imported Shopify customer to an existing customer in Business Central.
- Select Always Take the Default Customer if you want the system to use a
customer from the Default Customer No. field.
Shopify Select this field if you want the connector to update the customers it finds when
Can either of the By Email/Phone or By Bill-to Info options are selected in the Customer
Update Mapping Type field.
Customers
Field Description
Auto Select this field if you want the connector to create missing customers when the By
Create Email/Phone or By Bill-to Info options are selected in the Customer Mapping Type
Unknown field. A new customer will be created using imported data and the Customer
Customers Template Code defined on the Shopify Shop Card or Shopify Customer Template
pages. Notice that the Shopify customer must have at least one address. Orders
created via Shopify POS sales channel are often missing address details. If this
option isn't enabled, you'll need to create a customer manually and link it to the
Shopify customer.
Customer This field is used together with Auto Create Unknown Customers.
Template - Choose the default template to be used for automatically created customers. Make
Code sure that the selected template contains the mandatory fields, such as the Gen.
Business Posting Group, Customer Posting Group, and value-added tax (VAT)- or
tax-related fields.
- You can define templates per country/region on the Shopify Customer Templates
page, which is useful for proper tax calculation.
- Learn more at Set up Taxes.
Customer template per country/region

Some settings can be defined at the country/regional level or a state/province level. The
settings can be configured in Shipping and Delivery in Shopify.
You can do the following for each customer using the Shopify Customer Template:
1. Specify the Default Customer No., which takes priority over the selection in the
Customer Import from Shopify and Customer Mapping Type fields. It's used in
the imported sales order.
2. Define the Customer Template Code, which is used to create missing customers if
Auto Create Unknown Customers is enabled. If the Customer Template Code is
empty, then the function uses the Customer Template Code defined on the
Shopify Shop Card. The system first tries to find a template for the Contry/Region
Code for the default address. If it doesn't find a template, it uses the first address.
3. In some cases, the Customer Template Code defined for a country/region isn't
enough to ensure correct tax calculations (for example, for countries/regions with
sales tax). In this case, including Tax Area could be a useful addition.
4. The Tax Area field also contains a Country Code and County Name pair. This pair
is useful when the connector needs to convert a code to a name, or vice versa.
７ Note
The country codes are ISO 3166-1 alpha-2 country codes. Learn more at Country
Code .
Export customers to Shopify

You can export existing customers to Shopify in bulk. In each case, a customer and one
default address are created. You can manage the process using the following settings:
Field Description
Export Select this option if you plan to export all customers from Business Central to
customers Shopify in bulk. You can do it either manually, using the Sync Customers action, or
to Shopify automatically, using a job queue for recurring updates.
When exporting customers with addresses that include provinces/states, make sure
that ISO Code is filled in for countries/regions.
Can This option works together with the Export customer to Shopify setting. Enable this
update option if you want to generate updates later from Business Central for customers
Shopify that already exist in Shopify.
Customers
The following are requirements for exporting a customer:
The customer must have a valid email address.
A country/region is selected on the customer card, for local customers, with blank
country/region the country/region specified in the Company Information page
must have an ISO Code defined.
If the customer has a phone number, the number must be unique because Shopify
won't accept a second customer with the same phone number.
If the customer has a phone number, it must be in the E.164 format. Different
formats are supported if they represent a number that can be dialed from
anywhere in the world. The following formats are valid:
xxxxxxxxxx
+xxxxxxxxxxx
(xxx)xxx-xxxx
+x xxx-xxx-xxxx
After you've created the customers in Shopify, you can send them direct invitations to
encourage them to activate their accounts.
Populate customer information in Shopify
A customer in Shopify has a first name, family name, email, and/or phone number. You
can enter first and family names from the customer card in Business Central.
Priority Field in Description

the
customer
card
1 Contact Highest priority, if the Contact Name field is filled and the Contact Source
Name field in the Shopify Shop Card contains either the First Name and Last
Name or Last Name and First Name option to define how to split the
values.
2 Name 2 If the Name 2 field is filled in and the Name 2 Source field in the Shopify
Shop Card contains either the First Name and Last Name or Last Name
and First Name option to define how to split the values.
3 Name Lowest priority, if the Name field is filled and the Name Source field in the
Shopify Shop Card contains either the First Name and Last Name or Last
Name and First Name options to define how to split the values.
A customer in Shopify also has a default address. The address might contain a company
and address in addition to their first name, family name, email, and/or phone number.
You can populate the Company field based on data from the customer card in Business
Central.
Priority Field in the Description

customer card
1 Name Highest priority, if the Name Source field in the Shopify Shop
Card contains Company Name.
2 Name 2 Lowest priority, if the Name 2 Source field in the Shopify Shop
Card contains Company Name.
For addresses where the county/province is used, select Code or Name in the County
Source field on the Shopify Shop Card page. The code or name specifies the type of
data stored in Business Central in the County field. Remember to initialize customer
templates per country/region so that the county code/name mapping is ready.
Sync customers
1. Choose the icon, enter Shopify shop, and then choose the related link.
2. Select the specific shop for which you want to synchronize customers.
Alternatively, use the Start Customer Sync action on the Shopify Customers window or
search for the Sync Customers batch job.
See also
Synchronize and Fulfill Sales Orders
Article • 06/12/2023
This article describes the necessary settings and steps that you must complete to
synchronize and fulfill sales orders with Shopify in Business Central.
Set the import of orders on the Shopify Shop

Card
Enter a currency code if your online shop uses a different currency than the local
currency (LCY). The specified currency must have exchange rates configured. If your
online shop uses the same currency as Business Central, leave the field empty.
You can saccess the Store Currency in the Store details settings in your Shopify Admin.
Shopify can be configured to accept different currencies, however imported orders into
Business Central use store currency.
A regular Shopify order can include costs in addition to the subtotal, such as shipping
charges or, if enabled, tips. These amounts are posted directly to the G/L account you
want used for specific transaction types:
Shipping Charges Account

Sold Gift Card Account; learn more at Gift Card
Tip account
Enable Auto Create Orders to automatically create sales documents in Business Central
once the Shopify order is imported.
If you want to automatically release a sales document, turn on the Auto Release Sales
Order toggle.
The sales document in Business Central links to the Shopify order, and you can add a
field that isn't already displayed on the page. To learn more about adding a field, go to
To start personalizing a page through the Personalizing banner. If you select the
Shopify Order No. on Doc. Line field, this information is repeated on the sales lines of
the type Comment.
In the Tax area priority field, you can set the priority on how to select tax area code on
addresses in order. The imported Shopify order contains information about taxes. Taxes
are recalculated when you create the sales document, so it's important that the VAT/tax
settings are correct in Business Central. For more information about taxes, see Set Up
Taxes for the Shopify Connection.
Specify how you'll process returns and refunds:
Blank specifies that you don't import and process returns and refunds.
Import only specifies that you import information, but you'll manually create the
corresponding credit memo.
Auto create credit memo specifies that you import information and Business
Central automatically creates the credit memos. This option requires that you turn
on the Auto Create Sales Order toggle.
Specify a location for returns, and G/L accounts for refunds for goods and other refunds.
Refund Account non-restock Items - Specifies a G/L Account No. for items where
you don't want to have an inventory correction.
Refund Account - Specifies a G/L account for the difference in the total refunded
amount and the total amount of the items.
Learn more at Returns and refunds
Shipment method mapping

The Shipment method code for sales documents imported from Shopify can be filled in
automatically. You need to configure the Shipment Method Mapping.
1. Choose the icon, enter Shopify Shops, then choose the related link.
2. Select the shop for which you want to define a mapping to open the Shopify Shop
Card page.
3. Choose the Shipment Method Mapping action. This automatically creates records
for shipping methods defined in the Shipping settings in your Shopify admin.
4. In the Name field, you can see the name of the shipping method from Shopify.
5. Enter the Shipment Method Code with the corresponding shipping method in
Business Central.
７ Note
If multiple shipping charges are associated with a sales order, only one will be
selected as the shipping method and assigned to the sales document.
Location mapping
The location mapping is required for three purposes:
To sync inventory, for more information, see Sync inventory to Shopify

To fill in the Location Code for sales documents imported from Shopify. This is
important when the Location Mandatory toggle is enabled on the Inventory
Setup card, otherwise, you won't be able to create sales documents.
To update the Shopify order with the fulfillment information based on the Posted
Sales Shipment page.
2. Select the shop for which you want to configure the mapping of locations to open
the Shopify Shop Card page.
3. Choose the Locations action to open the Shopify Shop Locations.
4. Choose the Get Shopify Locations action to import all the locations defined in
Shopify. You can find them in the Locations settings in your Shopify admin
panel. Note that the location marked as Default will be used when importing
unfulfilled Shopify orders.
5. Enter the Default Location Code with the corresponding location in Business
Central.
Run the order synchronization

The following procedure describes how to import and update the sales orders.
７ Note
Archived orders in Shopify can't be imported. Deactivate the Automatically archive

the order option in the Order Processing section of the Checkout settings in your
Shopify Admin panel to make sure that all orders are imported to Business Central.
If you need to import archived orders, use the Unarchive Orders action on the
Orders page of the Shopify admin panel.
2. Select the shop for which you want to import orders to open the Shopify Shop
Card page.
3. Choose the Orders action.
5. Define filters on orders as necessary. For example, you can import fully paid orders
or the ones with a low-risk level.
７ Note
When filtering by tag, you should use filter tokens @ and * . For example if you
want to import orders containing tag1, use @*tag1* . @ will ensure that result is case
insensitive, while * find orders with multiple tags.
Alternatively, you can search for the Sync Orders From Shopify batch job.
You can schedule the task to be performed automatically. Learn more at Schedule
recurring tasks.
Under the hood

The Shopify Connector imports orders in two steps:
1. It imports order headers to the Shopify Orders to Import table when they match
certain conditions:
They aren't archived.

They were created or modified after the last sync.
2. It imports Shopify orders and supplementary information.
The Shopify Connector processes all records in the Shopify Orders to Import table
that match the filter criteria you defined on the Sync Orders from Shopify request
page. For example, tags, channel, or the fulfilment status. If you haven't specified
any filters it processes all records.
When importing shopify order, the Shopify Connector requests additional

information from Shopify:
Order header
Order lines
Shipping and fulfilment information
Transactions
Returns and refunds, if configured
The Shopify Order to Import page is useful for troubleshooting order import issues. You
can assess the orders that are available and teke the next steps:
Check whether an error blocked the import of a specific order, and explore the
error's details. Check the Has Error field.
Process only specific orders. You'll need to fill in the Shop Code field, select one or
more orders, and then choose the Import Selected Orders action.
Delete orders from the Shopify Order to Import page to exclude them from the
sync.
Review imported orders

Once the import is completed, you can explore the Shopify order and find all related
information, such as the payment transactions, shipping costs, risk level, order attributes
and tags, or fulfillments, if the order was already fulfilled in Shopify. You can also see any
order confirmation that has been sent to the customer by choosing the Shopify Status
Page action.
７ Note
You can navigate to the Shopify Orders window directly and you'll see orders with
the open status from all shops. To review completed orders, you need to open the
Shopify Orders page from the specific Shopify Shop Card window.
Create sales documents in Business Central

If the Auto Create Orders toggle is enabled on the Shopify Shop Card, Business Central
tries to create a sales document after the order is imported. If issues such as a missing
customer or product occur, you'll need to fix the problems and then create the sales
order again.
To create sales documents

2. Select the shop for which you want to synchronize orders to open the Shopify
Shop Card page.
3. Choose the Orders action.
4. Select the order for which you want to create a sales document and choose the
Create Sales Documents action.
5. Choose Yes.
If the Shopify order requires fulfillment, a Sales Order is created. For fulfilled Shopify
orders, such as those orders that contain only a gift card or which are already handled in
Shopify, a Sales Invoice gets created.
A sales document is now created and can be managed by using standard Business
Central functionality.
Manage missing customers

If your settings prevent creating a customer automatically and a proper existing
customer can't be found, you'll need to assign a customer to the Shopify order
manually. There are a few ways to do this:
You can assign the Sell-to Customer No. and Bill-to Customer No. directly on the
Shopify Orders page by choosing a customer from the list of existing customers.
You can select a customer template code, then create, and assign the customer via
the Create new customer action on the Shopify Orders page. Notice that the
Shopify customer must have at least one address. Orders created via Shopify POS
sales channel are often missing address details.
You can map an existing customer to the related Shopify Customer in the Shopify
Customers window and then choose the Find Mapping action on the Shopify
Orders page.
How the connector chooses which customer to use

The Import order from Shopify function tries to select customers in the following order:
1. If the Default Customer No. field is defined in the Shopify Customer Template for
the Ship-to Country/Region Code, then the Default Customer No. is used,
regardless of the settings in the Customer Import From Shopify and Customer
Mapping Type fields. Learn more at Customer Template per Country.
2. If the Customer Import From Shopify is set to None and the Default Customer
No. is defined on the Shopify Shop Card page, then the Default Customer No. is
used.
The next steps depend on the Customer Mapping Type.
If it's Always take the default customer, then the connector uses the customer
defined in the Default Customer No. field on the Shopify Shop Card page.
If it's By EMail/Phone, the connector tries to find the existing customer by ID first,
then by email, and then by phone number. If the customer isn't found, the
connector creates a new customer.
If it's By Bill-to Info, the connector tries to find the existing customer by ID first
and then by the bill-to address information. If the customer isn't found, the
connector creates a new customer.
７ Note
The connector uses information from the bill-to address and creates the bill-to
customer in Business Central. The sell-to customer is the same as the bill-to
customer.
Different processing rules for orders

You might want to process orders differently based on a rule. For example, orders from
a specific sales channel, like POS, should use the default customer, but you want your
online store to have real information about the customer.
One way to address this requirement is to create an additional Shopify Shop card and
use filters in the Sync Orders from Shopify request page.
Example: you have online store as well as a Shopify POS. For your POS, you want to use
a fixed customer, but for your online store you want to create customers in Business
Central. The following procedure lists the high-level steps. To learn more, go to the
corresponding help articles.
1. Create a Shopify shop called STORE and link it to your Shopify account.
2. Configure item/product synchronization so that this store manages product
information.
3. Specify that customers are imported with orders. The connector should find
customers by looking for their email address. If it doesn't find an address, it uses
the customer template to create a new customer.
4. Create a Shopify shop called POS and link it to same Shopify account.
5. Make sure that item/product synchronization is disabled.
6. Select the connector that uses the default customer.
7. Create a recurring job queue entry for Report 30104 Sync orders from Shopify.
Select STORE in the Shopify Shop Code field, and use filters to catch all orders
except those that the POS sales channel creates. For example, <>Point of Sale
8. Create a recurring job queue entry for the Report 30104 Sync orders from Shopify.
Select POS in the Shopify Shop Code field, and use filters to catch orders
generated by POS sales channel. For example, Point of Sale.
Each job queue will import and process orders within the defined filters and use the
rules from the corresponding Shopify Shop card. For example, they'll create point of
sales orders for the default customer.
![Important] To avoid conflicts when processing orders, remember to use the same
job queue category for both job queue entries.
Impact of order editing

In Shopify:
Edit Impact for already imported Impact for order that gets imported
order for the first time
Change the Original location is in lines Fulfillment location is synched to

fulfillment Business Central.
location
Edit an order and The order header and Imported order will use new quantity
increase quantity supplementary tables will be
updated in Business Central, lines
won't.
Edit an order and The order header and Imported order will use the original
decrease quantity supplementary tables will be quantity, the Fulfillable Quantity field
updated in Business Central, lines will contain a new value.
won't.
Edit an order and Order header and supplementary Removed item still will be imported,
remove existing tables will be updated in Business the Fulfillable Quantity field will
item Central, lines won't. contain zero.
Edit an order and Order header will be updated, lines Original and added items will be
add new item won't. imported.
Process order: Order header will be updated, but Change has no impact on how the
fulfill, update the lines won't. order is imported.
payment
information
Cancel order Order header will be updated, but Canceled order is not imported
the lines won't.
In Business Central:
Edit Impact
Change the location to another location, mapped to Order will be marked as fuflilled.
the Shopify Locations. Post shipment. Original location will be used.
Change the location to another location, not mapped The fulfillment won't be synchronized
to the Shopify Locations. Post shipment. with Shopify.
Edit Impact
Decrease quantity. Post shipment. The Shopify order will be marked as

partially fulfilled.
Increase quantity. Post shipment. The fulfillment won't be synchronized

with Shopify.
Add a new item. Post shipment. The Shopify order will be marked as
fulfilled. Lines won't be updated.
Synchronize shipments to Shopify

When a sales order created from a Shopify order is shipped, you can synchronize the
shipments with Shopify.
1. Choose the icon, enter Sync Shipments to Shopify, then choose the related link.
2. Define the filters on shipments as necessary. For example, you can update a
shipment posted on a specific date.
The order in Shopify will be marked as fulfilled. The customer automatically receives a
shipment notice email or text message (SMS). If a shipping agent and a tracking code
are specified on the shipment, the tracking information is included in the email.
Alternatively, use the Sync Shipments action in the Shopify Sales Orders or Shopify
Shop pages.
） Important
The location, including blank location, defined in the Posted Shipment Line must
have a matching record in the Shopify Location. Otherwise, this line won't be sent
back to Shopify. Learn more at Location mapping.
Remember to run Synchronize Orders from Shopify to update the fulfillment status of
an order in Business Central. The connector functionality also archives completely paid
and fulfilled orders in both Shopify and Business Central provided the conditions are
met.
Shipping agents and tracking URL

If the Posted Sales Shipment document contains the Shipping Agent Code and/or
Package Tracking No., this information will be sent to Shopify and to the customer in
the shipping confirmation email.
The tracking company is populated in the following order (from highest to lowest)
based on the shipping agent record:
Shopify Tracking Company

Name
Code
If the Package Tracking URL field is filled in for the shipping agent record, then the
shipping confirmation will contain a tracking URL as well.
Returns and refunds

In an integration between Shopify and Business Central, it's important to be able to
synchronize as much business data as possible. That makes it easier to keep your
finance and inventory levels up to date in Business Central. The data you can
synchronize includes returns and refunds that were recorded in Shopify Admin or
Shopify POS.
Returns and refunds are imported with their related orders if you enabled the
processing type on the Shopify Shop Card.
Returns are imported for informational purposes only. There is no processing logic
associated with them.
Financial and, if needed, inventory transactions are processed via refunds. Refunds can
include products or just amounts, for example, if a merchant decided to compensate
shipping charges or some other amount. You can create sales credit memos for refunds.
The credit memos can have the following types of lines:
Type No. Comment
G/L Sold Use for refunds related to gift cards.

Account Gift
Card
Account
G/L Refund Use for refunds related to products that weren’t restocked.
Account Account
Non-
stock
Type No. Comment
Item Item Use for refunds related to products that were restocked. Valid for direct
No. refunds or refunds linked to refunds. The location code on credit more line
is set based on the value selected for the return location.
G/L Refund Use for other refunded amounts that aren't related to products or gift cards.
Account Account For example, tips, or if you manually specified an amount to refund in
Shopify.
７ Note
The return location, including blank locations, defined in the Shopify Shop Card are
used on the created credit memo. The system ignores the original locations from
orders or shipments.
Gift cards
In the Shopify shop you can sell gift cards, which can be used to pay for real products.
When dealing with gift cards, it's important to enter a value in the Sold Gift Card
Account field in the Shopify Shop Card window. The sold gift card will be synchronized
together with orders in line. An applied gift card will also be imported with the order,
but now as a transaction. Notice that the gift card doesn't reduce the amount to invoice.
To review the issued and applied gift cards, choose the icon, enter Gift Cards, then
See also
Transactions and payouts
Article • 06/06/2023
When a customer completes their checkout in the online store, the information about
payments is saved as a Transaction. There might be multiple transactions linked to the
order, such as when a customer uses a gift card to pay some of the cost and then uses a
credit card or PayPal for the remaining amount.
If you use Shopify Payment as a payment provider, then in addition to information

about money received from the customer by the payment provider, you can also see
payouts from Shopify to your bank account.
Transactions
The payment transactions that take place in Shopify are synchronized with the orders
and can be viewed on the Shopify Orders page.
To review all transactions, choose the icon, enter Transactions, and select the related
link.
The Posted Invoice No. field can be helpful in the reconciliation process.
If you configured a payment method mapping then the created sales document will
have a Payment Method Code assigned. Learn more at Payment Method Mapping.
Payouts
If your store uses Shopify Payment, you'll receive payments through Shopify Payouts
when a customer pays using Shopify Payments and accelerated checkouts.
2. Select the shop for which you want to synchronize payouts to open the Shopify
Shop Card page.
3. Choose the Sync Payouts action.
To review all payouts, choose the icon, enter Payouts, and select the related link.
Payouts are for information purposes only and don't impact the General Ledger or Bank
Ledger, though they can be helpful when you process your bank account statement.
Payment method mapping

To fill in the Payment method code for sales documents imported from Shopify
automatically, you need to configure Payment method mapping.
2. Select the shop for which you want to define a mapping to open the Shopify Shop
Card page.
3. Choose the Payment Method Mapping action.
4. In the Gateway and Credit Card Company fields, enter the name of the payment
method from Shopify. The record gets created automatically when you import
Shopify orders.
5. Enter the Payment Method Code with the corresponding payment method in
Business Central.
6. Set the Priority for cases when the customer uses multiple means of payment. The
payment method with the highest priority gets selected in the sales document. If
both payment methods have the same priority, the payment method with the
highest amount is used.
７ Note
If the corresponding payment method in Business Central has Bal. Account Type
and Bal. Account No. populated, then during posting the invoice system will create
a balancing entry of the Payment type and apply it to the Invoice type in the
customer ledger entry.
Use cases
Parties:
Buyer - person who buys goods from Shopify online store.

Merchant - your company.
Payment provider - company that facilitates payment processing for you. Can be
Shopify Payments or a third party.
How money flows

The Buyer buys goods in online store. The last stage is to process payment.
７ Note
This example doesn't cover cases when payment is completed outside Shopify
checkout, which is valid for B2B scenarios.
The Buyer pays with Credit Card, PayPal, or some local payment method like MobilePay
in Denmark. The Payment provider takes the full amount from the Buyer. At this
moment the Buyers' money is moved to the Payment Provider.
Depending on the Payment provider, the Merchant might see this money in their
account on the Payment Provider - both received amounts, as well as deducted
commissions. Payment providers often take a commission from each transaction, and in
some cases they can have a fixed fee as well.
Depending on the Payment provider, the Merchant either triggers a transfer of the
money to their Bank Account (payout) manually or that happens automatically within a
defined period - once per day, once per month, and so on.
Depending on the bank, the Merchant can see this incoming transaction at their bank
account via online banking or in the bank statement.
There are several options on how to handle payment transactions in Business Central
Option 1: reconcile incoming transfers to bank account

against original invoices
Merchant imports sales order to Business Central and post shipment and invoice.
Result: system creates a Customer Ledger Entry of type Invoice with the full amount, the
Open is set to Yes. The Remaining Amount is equal to the invoiced amount.
Merchant imports bank statement using payment reconciliation journal.
Issues:
1. Can be difficult if there are multiple invoices (and credit memos), but one payout
from the payment provider with a lump sum.
2. Amount usually doesn't match due to commission. You can use payment tolerance
or/and payment discounts to handle fees.
Option 2: reconcile incoming transfers to bank account

against interim account representing money at the
payment provider
Merchant imports sales order to Business Central and post shipment and invoice.
Result: system creates a customer ledger entry of the type Invoice with the full amount,
and Open is set to Yes. The Remaining Amount is equal to the invoiced amount.
However, because the sales order has a payment method code where the Bal. Account
Type and Bal. Account No. fields are filled in, the system automatically creates another
customer ledger entry of the type Payment and applies it to the customer ledger entry
created earlier.
７ Note
The system populates the Payment Method Code field based on payment method
mapping. Learn more at Payment Method Mapping.
You can define balancing accounts for payment methods in two ways:
Bal. Account Type set as Bank, and Bal Account No. fill in the special bank account
that represents your account at the payment provider.
Bal. Account Type set as G/L Account* and Bal Account No. fill in the G/L account
that represents your account at the payment provider.
It makes sense to use a Bank account if the payment provider exports some kind of
account statement, which you can import into the payment reconciliation journal.
The merchant imports bank statement using payment reconciliation journal. The
incoming payout can be processed:
as a transfer from another bank. If the transfer takes a few days or involves
currency exchange you may want to use an interim G/L Account.
as a difference on the G/L Account that represents your account at the payment
provider.
The remaining balance on the G/L or bank account that represents your account at the
payment provider can be written off as "Fees/Commissions"
Issues:
1. You can create multiple G/L or bank accounts if you're dealing with multiple
payment providers. However, sales orders in Business Central support only one
payment method code, which makes it difficult to handle cases when a buyer uses
multiple payment methods for an order.
See also
Set Up Taxes for the Shopify Connection
Article • 07/03/2023
In this article, we'll investigate how various settings in Shopify affect the storefront
prices and taxes that display to customers. We'll also cover how to configure Business
Central to support the settings in Shopify. This article is not intended to be a
comprehensive taxation guide. To learn more, contact your local tax authority or a tax
professional.
The article assumes that you are liable to pay taxes when you sell goods locally or
internationally.
If you sell domestically

After you configure your Shopify to collect taxes in your domestic country or region, you
can decide how to display prices on your storefront.
You specify whether to include tax in prices by turning on or off the All prices include
tax toggle in the Taxes and Duties settings in your Shopify admin.
The toggle is typically enabled for the following countries/regions:
Australia
Austria
Belgium
Czech Republic
Denmark
Finland
France
Germany
Iceland
Italy
Netherlands
New Zealand
Norway
Spain
Sweden
Switzerland
United Kingdom.
In markets such as these, a price of 100 EUR defined on the product card already
contains value-added tax (VAT). The price, including VAT, displays to the customer in the
storefront and at checkout.
In the USA and Canada, customers don't expect prices to include tax. Tak is added at
checkout, so the All prices include tax toggle is usually turned off. In this case, a price
$100 defined on the product card is the price without tax. At checkout, taxes are added
to the price.
To support the scenario where All prices include tax is selected, in Business Central, fill
in the following fields on the Shopify shop card page:
1. Turn on the Prices including VAT toggle.

2. In the VAT Business Posting Group field, specify the posting group you use for
domestic customers.
Now define item prices in the Item Card or Sales Price List fields, with or without tax.
When exporting prices to Shopify, Business Central includes domestic taxes in the
calculated price and shows that price for the product in Shopify.
[!Note]
These settings affect the export of prices. When you import orders from Shopify, the
setting for the Prices including VAT field comes from the Customer Template on
the Shopify shop card, or the customer template per country/region. Even if you use
the default customer for imported orders, you must fill in the Customer Template
Code.
If you sell internationally

This section explores settings for scenarios where you're required to collect taxes when
selling to another country/region, such as other countries/regions in the EU.
Currently, the Shopify connector only lets you export one price. Shopify automatically
applies local taxes, currencies, and rounding. The All prices include tax toggle results in
the actions described in the following subsections.
All prices include tax is selected
- Domestic Foreign country/region Foreign country/region where

sales where you're collecting you're not collecting taxes
taxes
- Domestic Foreign country/region Foreign country/region where
sales where you're collecting you're not collecting taxes
taxes
Price displayed 1200 1200 1200

in the storefront
Tax rate 20 25 0
percentage
Price at 1200 1200 1200

checkout
The price for the customer stays intact, regardless of their location, but your margin is
affected due to differing tax rates per country/region.
All prices include tax is not selected
- Domestic Foreign country where Foreign country where you're

sales you're collecting taxes not collecting taxes
Price displayed in 1000 1000 1000

the storefront
Tax rate 20 25 0
percentage
Price at checkout 1200 1250 1000
Shopify adds local taxes to the price defined on the product card based on where goods
are shipped to.
Dynamic tax-inclusive pricing

Countries/regions have different requirements for including tax in prices. If you want
prices to automatically include tax, you can turn on Dynamic tax-inclusive pricing in
Shopify.
In your Shopify admin, select Include or exclude tax based on your customer's country
in the Other Markets - Preferences section of the Markets settings.
７ Note
This setting doesn't affect prices in domestic markets, which is controlled by the All
prices include tax toggle.
All prices include tax is selected
- Domestic Foreign country/region where Foreign country/region

sales tax is included in price where tax is excluded

the storefront
Tax rate 20 25 10
percentage
The price for each customer changes, depending on their location.
All prices include tax is not selected
- Domestic Foreign country/region where Foreign country/region,

sales tax is included in price where tax is excluded

the storefront
Tax rate 20 25 10
percentage
７ Note
The All prices include tax toggle doesn't change how prices display to international
customers.
If you sell to EU customers

Different EU countries/regions have different local tax rates. However, if you're located
in the EU and sell to other EU countries/regions, you can use your local tax rate in some
cases.
In your Shopify admin, check the Collect VAT checkbox in the European Union section
of the Taxes and Duties settings.
Collect VAT VAT rate
Micro-business exemption Use your domestic tax rate for all sales inside
the EU
One-stop shop or specific country/region Use the VAT rate of your customer's
registration country/region
Collect VAT set to one-stop shop registration

In the following example, the All prices include tax toggle is turned on. The price on the
product card is set to 1200.
- Domestic sales Foreign country/region
Price displayed in the storefront 1200 1250
Tax rate percentage 20 25
Price at checkout 1200 1250
Collect VAT set to micro-business exemption

In the following example, the All prices include tax toggle is turned on. The price on the
product card is set to 1200.
- Domestic Foreign country/region with local tax rate of 25

sales percent.
Price displayed in the 1200 1200

storefront
Tax rate percentage 20 20
Price at checkout 1200 1200
Shopify uses the domestic tax rate and ignores the tax rate in the foreign country/region
when it calculates final prices.
Importing Shopify orders sold to international

customers
If you're collecting taxes from multiple countries/regions, you must define a specific
country/regional setting in Business Central. There's a reason why this setting is
required. When a sales document is created in Business Central, Business Central
calculates taxes instead of reusing the taxes imported from Shopify.
You specify country/region-specific settings on the Shopify Customer Template page.

You can define the Default Customer No. or Customer Template No.. In either case,
ensure the customer or template has the following fields filled in:
1. General Business Posting Group (used for foreign customers).

2. VAT Business Posting Group (used for foreign customers).
3. Prices including VAT (aligned with setting on the Shopify side):
Choose Yes if All prices include tax is enabled and Include or exclude tax based
on your customer's country is disabled.
Choose No if All prices include tax is disabled and Include or exclude tax based
on your customer's country is disabled.
Choose Yes if Include or exclude tax based on your customer's country is enabled
and the country or region is listed in the Tax-inclusive countries/regions .
Choose No if Include or exclude tax based on your customer's country is enabled
and the country/region isn't listed in Tax-inclusive countries/regions .
７ Note
The setting of the Prices including VAT field comes from the template, not from the
specific customer. It's important to define the customer template.
Other tax remarks

While the imported Shopify order contains information about taxes, the taxes get
recalculated when you create the sales document. That recalculation means it's
important that VAT/tax settings are correct in Business Central.
Multiple product tax or VAT rates. For example, some product categories are
eligible for reduced tax rates. You can use the tax override feature in Shopify.
When you import and create items Business Central, they use the tax setup
specified on the item template code in the Shopify shop. Before you import orders
with such items, update the VAT product posting group.
Address-dependent tax rates. Use the Tax Area Priority field together with
Customer Templates table to overwrite standard logic that fills in the Tax Area
Code in the sales document. The Tax Area Priority field specifies the priority
regarding where the function should take the information about the country or
region and state or province. Then the corresponding record in the Shopify
customer templates is identified, and the Tax Area Code, Tax Liable, and VAT Bus.
Posting Group are used when a sales document is created.
See Also
Run Tasks in the Background
Article • 04/19/2023
It's efficient to run some tasks simultaneously and in an automated manner. You can
perform such tasks in the background and can also set a schedule when you want those
tasks to run automatically. To run tasks in the background, two modes are supported:
Manually triggered tasks are scheduled immediately via Job Queue Entries.
Recurring tasks are scheduled in Job Queue Entries.
Run tasks in the background for a specific shop

1. Choose the icon, enter Shopify Shop, and choose the related link.
2. Select the shop for which you want to run synchronization in background to open
the Shopify Shop Card page.
3. Turn on the Allow Background Syncs toggle.
Now, when the sync action is triggered, instead of a task running in the foreground, it
will ask you to wait. When it's completed, you can proceed to the next action. The task is
created as a Job Queue Entry and starts immediately.
To schedule recurring tasks

You can schedule the following recurring activities to be performed in an automated
manner. Learn more about scheduling tasks at Job Queue.
Task Object
Sync orders from Shopify Report 30104 Sync orders from Shopify
Process Shopify orders Report 30103 Shopify create sales orders
Sync shipments to Shopify Report 30109 Sync shipment to Shopify
Sync products and/or prices Report 30108 Shopify sync products
Sync inventory Report 30102 Sync stock to Shopify
Sync images Report 30107 Shopify sync images
Sync customers Report 30100 Shopify sync customers
Sync payments Report 30105 Shopify sync payments

７ Note
Some elements might be updated by several tasks, for example when you import
orders, depending on the setting in the Shopify Shop Card, the system may also
import and update customer and/or product data. Remember to use the same job
queue category to avoid conflicts.
Other tasks that can be helpful to automate further processing of sales documents:
report 297 Batch Post Sales Invoices

report 296 Batch Post Sales Orders
You can use the Shopify Order No. field to identify sales documents that were imported
from Shopify.
To learn more about posting sales orders in a batch, go to To create a job queue entry
for batch posting of sales orders.
See also
Troubleshooting the Shopify and
Business Central Synchronization
Article • 06/12/2023
You might run into situations where you need to troubleshoot issues when
synchronizing data between Shopify and Business Central. This page defines
troubleshooting steps for some typical scenarios.
Run tasks in the foreground

2. Select the shop for which you want to troubleshoot to open the Shopify Shop
Card page.
Now, when the sync action is triggered the task will run in the foreground. If an error
occurs, you'll get an error dialog with a Copy details link. Use the link to copy
information to a text editor for the further analysis.
Logs
If a synchronization task fails, you can turn on the Log Enabled toggle on the Shopify
Shop Card page to activate logging. Then you can manually trigger the synchronization
task and review logs.
To enable logging
2. Select the shop for which you want to troubleshoot to open the Shopify Shop
Card page.
To review logs
1. Choose the icon, enter Shopify Log Entries, and choose the related link.
2. Select the related log entry, and then open the Shopify Log Entry page.
3. Review the request, status code and description, and response values. You can
download the request and response values as files in a text format.
Later, remember to turn off logging to avoid negative effect on performance and
increase in database size.
From the Shopify Log Entries page, you can trigger the deletion of all log entries, or
entries that are older than seven days.
Data capture
Regardless of whether Log Activated is turned on, some Shopify responses are always
logged. You can inspect or download the logs from the Data Capture List page.
Choose the Retrieved Shopify Data action on one of the following pages:
Shopify order
Shopify order fulfillments
Shopify order shipping costs
Shopify order transactions
Shopify payouts
Shopify payment transactions
Shopify transactions
Reset sync
For optimal performance, the connector imports only customers, products, and orders
that were created or changed after the last synchronization. On the Shopify Shop Card
page, there are functions that change the date/time of the last synchronization, or
completely reset it. This function ensures that all data synchronizes, rather than just the
changes since the last sync.
This function only applies to syncs from Shopify to Business Central. It can be useful if
you need to restore deleted data such as products, customers, or deleted orders.
Request the access token

If Business Central won't connect to your Shopify account, try to request the access
token from Shopify. You might need to request a new token if there were changes to the
security keys or required permissions (application scopes).
1. Choose the icon, enter Shopify shops, and choose the related link.
2. Select the shop for which you want to get the access token to open the Shopify
Shop Card page.
3. Choose the Request Access action.
4. If prompted, sign in to your Shopify account.
The Has AccessKey toggle will be activated.
Verify and enable permissions to make HTTP

requests in a non-production environment
To work correctly, the Shopify Connector extension requires permission to make HTTP
requests. When testing in a sandbox, HTTP requests are prohibited for all extensions.
1. Choose the icon, enter Extension Management, and then choose the related
link.
2. Select the Shopify Connector extension.
3. Choose the Configure action to open the Extension Setting page.
4. Make sure that the Allow HTTPClient Requests toggle is enabled.
Rotate the Shopify access token

The following procedures describe how to rotate the access token used by the Shopify
connector to access your Shopify online shop.
In Shopify
1. From your Shopify Admin, go to Apps .
2. Select Delete in the row with the Dynamics 365 Business Central app.
3. Select Delete in the message that appears.
In Business Central
1. Choose the icon, enter Shopify shops, and then choose the related link.
2. Select the shop for which you want to rotate the access token to open the Shopify
Shop Card page.
3. Choose the Request Access action.
4. If prompted, sign in to your Shopify account, review privacy and permissions, and
then choose the Install App button.
Known issues
Error: The Sales Header does not exist. Identification
fields and values: Document Type='Quote',No.='YOUR
SHOPIFY STORE'
To calculate prices, the Shopify Connector creates a temporary sales document (quote)
for a temporary customer (Shop Code) and uses the standard price calculation logic. If a
third-party extension subscribes to events on a temporary sales document, the header
might not be available. We recommend that you contact the extension provider. Ask
them to modify their code to check for temporary records. In some cases, they just need
to add the IsTemporary method ìn the right place. To learn more about IsTemporary , go
to IsTemporary.
To verify that the problem is caused by a third-party extension, use the Copy
information to clipboard link in the error message and copy the content to a text
editor. The information contains an AL call stack, where the top line is the line where the
error occurred. The following example shows an AL call stack.
AL call stack:
AL
[Object Name]([Object type] [Object Id]).[Function Name] line [XX] -

[Extension Name] by [Publisher]
...
"Sales Line"(Table 37)."No. - OnValidate"(Trigger) line 98 - Base
Application by Microsoft
"Shpfy Product Price Calc."(CodeUnit 30182).CalcPrice line 20 - Shopify
Connector by Microsoft
"Shpfy Create Product"(CodeUnit 30174).CreateTempProduct line 137 - Shopify
"Shpfy Create Product"(CodeUnit 30174).CreateProduct line 5 - Shopify
"Shpfy Create Product"(CodeUnit 30174).OnRun(Trigger) line 12 - Shopify
"Shpfy Add Item to Shopify"(Report 30106)."Item - OnAfterGetRecord"(Trigger)
line 2 - Shopify Connector by Microsoft
"Shpfy Products"(Page 30126)."AddItems - OnAction"(Trigger) line 5 - Shopify
Remember to the share AL call stack information with the supplier of the extension.
Error: Gen. Bus. Posting Group must have a value in

Customer: 'YOUR SHOPIFY STORE'. It cannot be zero or
empty
On the Shopify Shop Card page, in the Customer Template Code field, choose the
template that has Gen. Bus. Posting Group populated. The customer template is used to
create customers and to calculate sales prices on sales documents.
Error: Importing data to your Shopify shop isn't enabled.

Go to the shop card to enable it
On the Shopify Shop Card page, turn on the Allow Data Sync to Shopify toggle. This
setting helps protect the online shop from getting demo data from Business Central.
Error: Oauth error invalid_request: Could not find Shopify

API application with api_key
It seems you use the Embed App, where the client URL has the format:
https://[application name].bc.dynamics.com . The Shopify connector doesn't work for
Embed Apps. To learn more, go to Which Microsoft products are the Shopify connector
available for?.
Error: Internal Error. Looks like Something Went Wrong

on Our End. Request Id: XXXXXXXX-XXXX-XXXX-XXXX-
XXXX
Please contact Shopify support within 7 days of experiencing this error, and provide the
Request ID. To learn more, go to Support options for Shopify.
See also
FAQ for Technical Details
Article • 04/03/2023
This article answers frequently asked questions about the Shopify connector.
What is Shopify?
Shopify is a subscription-based application that allows anyone to set up an online store
and sell products. The Shopify platform offers online retailers a suite of services for
payments, marketing, shipping, and customer engagement.
What is the Microsoft Dynamics 365 Business

Central Shopify connector?
With the Shopify connector, businesses can link their Shopify store (or stores) with
Business Central to maximize business productivity. Using the Shopify connector, they
can access and manage insights from their business and their Shopify online store as
one unit.
Capabilities
Support for more than one Shopify shop
Each shop has its own setup, including a collection of products and locations
used to calculate inventory and price lists.
Bi-directional synchronization of items or products
The connector synchronizes images, item variants, bar codes, vendor item
numbers, extended texts, and tags.
Export item attributes to Shopify.
Use selected customer price groups and discounts to define prices exported to
Shopify.
Decide whether items can be created automatically or only allow updates to
existing products.
Synchronization of inventory levels
Choose some or all of the available locations in Business Central.
Update inventory levels on multiple locations in Shopify.
Bi-directional synchronization of customers
Smart-map customers by phone and email.
Use specific country/region templates when creating customers, which helps
ensure that tax settings are correct.
Import orders from Shopify
Include orders created in various sales channels, such as Online store or Shopify
POS.
Shipping costs, gift cards, tips, shipping and payment methods, transactions,
and risk of fraud.
During import, you can automatically create customers in Business Central or
decide to manage the customers in Shopify.
Receive payout information from Shopify Payments.
Track fulfillment information
Optionally, choose to transfer item tracking information from Business Central
to Shopify.
Why did Microsoft and Shopify form this

partnership?
Dynamics 365 Business Central is teaming up with Shopify to help our customers create
a better shopping experience. While Shopify provides merchants with an easy-to-use
commerce solution, Business Central offers comprehensive business management
across finance, sales, service, and operations teams. Use the seamless connection
between the applications to synchronize orders, stock, and customer information to
fulfill orders faster, and better serve customers.
Which Microsoft products are the Shopify

connector available for?
This feature is available only for Business Central online, starting with version 20.1. It
isn't available for on-premises deployments. The connector is pre-installed for new
environments. Organizations with existing environments can download and install the
connector from AppSource. The organization must have both a Business Central license
and a Shopify license to use the connector. To learn more about supported
countries/regions, languages, and editions of Business Central, go to Shopify Connector
on the AppSource .
The Shopify connector doesn't work for Embed App, where the client URL has the
https://[application name].bc.dynamics.com format.
What support is offered for the Shopify
connector?
Business Central
The Shopify connector is covered by the current support model. Learn more at Technical
Support (in English only).
Get help from a consultant who knows the Shopify connector for Business Central, to
meet your unique business-specific requirements. Search in Consultancy Services .
Shopify
Get help with Shopify from the General Shopify Help Center , or from 24/7 Support for
your store as a Shopify merchant .
You can also explore Experts Marketplace to find the right experts who offer services
for Shopify merchants.
Currently unsupported features, however, we're

tracking them and may consider adding them
B2B features, including companies, company price lists, and payment terms
Markets
Multiple translations of master data. You can choose one language that will be
used for product information export.
Prices per country/region. One price list is available for the selected currency.
Shopify handles the conversion to other currencies.
Is the Shopify connector extensible?

Yes, the Shopify connector is extensible. Check GitHub to access the list of extensibility
points and explore some examples .
Is the Shopify connector open for contribution

Yes, this extension is open for contributions from our community. You can find the
source code in the Microsoft AL application add-ons repository.
See Also
Walkthrough: Set up and use the
Shopify Connector
Article • 02/28/2023
This section demonstrates some typical scenarios and takes you through the steps to
test or train users on the workflow of the integrated Business Central and the Shopify
store.
Prerequisites
Shopify
You must have:
A Shopify account
Learn more about how to create Shopify trials and recommended settings at Creating
and Setting Up Shopify Account.
Business Central
You must have a Business Central account.
For example, you can create demo account or start trial. Learn more at Prepare
Demonstration Environments of Dynamics 365 Business Central and Sign up for the trial.
Connect Business Central to the Shopify shop

connect to.
Configure the Shopify shop as described in the following steps:

3. Select To Shopify in the Sync Item field.
4. Select To Shopify in the Sync Item Images field.
5. Turn on the Sync Item Attributes toggle.
6. Turn on the Inventory Tracked toggle.
7. Select Deny in the Default Inventory Policy field.
8. Turn on the Auto Create Unknown Customers toggle.
10. Fill in the Shipping Cost Account, the Tip Account with the revenue account. For
example, in the US, use 40100 .
11. Turn on the Auto Create Orders toggle.
Configure location mapping:

2. Choose the Get Shopify Locations action to import all locations defined in the
Shopify.
3. In the Location Filter, enter ''|EAST|MAIN .
4. Turn off the Disabled toggle to enable inventory sync for selected Shopify location.
Walkthrough: Start selling products online
Scenario
Let's say that you want to try Shopify as an online store without spending much time on
setting up things, especially because you already maintain your items in Business Central
properly. After you launch your Shopify online store, you immediately get new
customers who are happy with your shop and their buying experience. So, they decide
to leave tips at checkout.
Steps
In Business Central go through the following steps:
1. Choose the icon, enter Shopify Products, and choose the related link.
3. In the Shop Code field, enter DEMO1.
4. Set the filter CHAIR on the Item Category Code field (add filter field if necessary).
5. Select OK and wait until initial synchronization of items and prices is completed.
In Shopify online store
 Tip
Open Shopify admin, by navigating to URL specified in the URL field of the Shopify
Shop Card page. Then choose eye icon next to the Online Store sales channel,
located in the sidebar of Shopify admin.
Open the product catalog. Notice:
Product titles, images, and prices.

Availability indicator (sold out for out-of-stock products).
Choose any product that can be sold, for example, the BERLIN Swivel Chair, yellow .
Notice that the description contains item attributes.
Choose the Buy it now button and proceed to checkout.
1. In the Email or mobile phone number field, enter cl@contoso.com (or email where
you want to receive order and shipping confirmations).
2. In the First name and Last name, enter Claudia Lawson .
3. Enter the local address.
4. Choose the Save this information for next time checkbox.
5. Choose the Continue to shipping button.
6. Keep Standard as the shipping method and then choose the Continue to payment
button.
7. Select 10% tip.
8. In the Credit Card field, enter 1 if you use (for testing) Bogus Gateway, or enter
5555 5555 5555 4444 if you use Shopify payments in test mode.
9. Fill in the Name on card field.
10. In the Expiration date field, enter the current month/year.
11. In the Security code, enter 111 .
12. Choose the Pay now button.
In Business Central, do the next steps:
1. Choose the icon, enter Shopify Orders, and then choose the related link.
3. Choose OK.
The imported order is ready for processing.
1. Select the imported order to open the Shopify Order window.

2. Notice that the new customer and sales order are created.
3. Explore the Risk and Shipping Cost actions.
4. Choose the Sales Order action to open the Sales Order window. Sales order is a
demand, that if necessary, can be covered with assembly, production, or by
purchase with the help of the planning engine. It also supports various warehouse
handling processes with complete separation of duties.
5. Choose the Reopen action.
6. In the Agent field, enter DHL .
7. In the Package Tracking No., enter 123456789 .
8. Choose the Post action, keep Ship and Invoice option, and then choose the OK
button.
Now physical and financial data is registered in Business Central. It’s time to notify
Shopify about the changes.
1. Choose the icon, enter Sync Shipments to Shopify, and choose the related link.
2. Choose OK.
In Shopify Admin notice that the order is now marked as Fulfilled. You can also review
Shipment details and see the Tracking URL there. If you run Sync Orders From Shopify
again, the order will be archived in both systems.
Walkthrough: Invite your customers to your

new online store
Scenario
After a successful quick launch of your new online store, you want your current
customers to visit it and start placing orders.
Steps
2. Select the DEMO1 Shop for which you want to synchronize customers to open the
In Shopify Admin notice that the customers were imported. Open one of the customers
and notice that the first and last names of the customer are coming from the Contact
Name field of the Customer Card. The company name can be found in the default
address, linked to the customer. Choose Send account invite to invite the customer.
Walkthrough: Fine tuning of item management
Scenario
You'll like to add more flexibility and control to your processes around items
management. You want to improve product description and like to add more review
steps before products become available to end-customer.
Steps
Prepare data.
1. Choose the icon, enter Customer Price Group, and choose the related link.
2. Add new price group. In the Code field, enter SHOPIFY .
3. Close the Customer Price Group window.
4. Choose the icon, enter Items, and choose the related link.
Select item 1896-S, Athens Desk and run following steps.
1. Choose the Variants action and then add two variants PREMIUM, Athens Desk,
Premium edition and ESSENTIAL, Athens Desk, Essential edition .
2. Choose Extended Text action, create a new extended text valid for all language
codes. In the Description field, enter Shopify .
3. Add following text with HTML tags: Simple stylish design blends with any
ensemble. Available in two editions. .
4. Choose Sales Prices action and add new prices as shown in the following table:

personalization)
1 Customer Price SHOPIFY Item 1896- ESSENTIAL 700

Group S
personalization)
2 Customer Price SHOPIFY Item 1896- PREMIUM 1000

Group S
5. Choose Sales Discounts action and add a new discount:
Sales Type Customer Disc. Group

Sales Code RETAIL
Type Item
Code 1896-S
Line Discount % 10
6. Choose Item References action and the following add lines:
Line Reference Type Reference No. Variant Code
1 Barcode 77777777 ESSENTIAL
2 Barcode 11111111 PREMIUM
Select the item 1920-S, ANTWERP Conference Table and run following steps.
1. Choose Adjust Inventory and in the New Inventory field, enter 100 for the
locations EAST and WEST.
2. Choose OK.
Adjust the synchronization settings.
2. Select the DEMO1 Shop for which you want to synchronize items to open Shopify
Shop Card page.
3. Select SHOPIFY in the Customer Price Group field.
4. Select RETAIL in the Customer Discount Group field.
5. Enable the Sync Item Extended Text field.
6. Select Item No.+ Variant Code in the SKU Mapping field.
7. Select Draft in the Status for Created Products field.
8. Select Status to Archived in the Action for Removed Product field.
Run the synchronization.
2. Select the DEMO1 Shop for which you want to synchronize items to open the
3. Choose the Products action to open Shopify Products window.
5. Set the filter TABLE on the Item Category Code field.
Products are added. Notice that the status is set to Draft, and therefore items aren't
visible in the Shopify online store.
1. Select the line with item 1920-S, ANTWERP Conference Table. In the SEO Title,
enter Rectangular meeting table Antwerp, 10 seats, black .
2. Select Active in the Status field.
3. Select the line with item 1906-S, ATHENS, Mobile Pedestal and then choose the
Delete action.
In Shopify Admin notice that all products have different statuses.
ANTWERP Conference Table is Active because we changed status in Shopify

Product window.
ATHENS Desk is Draft because we configured the default status for all added
products to be Draft.
ATHENS Mobile Pedestal is Archived because we configured the shop to
automatically assign status Archived for deleted products.
Notice that Inventory for ANTWERP Conference Table is 100, because we configured
system to use inventory only from two locations MAIN and EAST. Inventory on other
locations (WEST) is ignored.
Open ANTWERP Conference Table, notice Custom Type, Vendor, Weight, Cost per
item fields, and Search engine listing preview section.
Open Athens Desk, scroll down to Variants section, and notice how SKU is
populated.
Choose Edit to review barcode and prices.
Change the status of Athens Desk to Active and choose Preview action.
In the Shopify online store open the product catalog, find the ATHENS Desk product.
Notice that different options are available. For different options, prices are different. Pay
attention to discount information.
Walkthrough: Import items from Shopify

Scenario
You already have a successful online store and would like to start using Business Central
as business management software. You would like to import as much data from Shopify
as possible.
Steps
This is a continuation of Walkthrough: Start selling products online. You can also try with
your own data, for example your Shopify store or sandbox.
Prepare data
1. Switch to a free 30-day trial without sample data. For more information, see Add
your own data to an empty trial.
connect to.
Configure the Shopify shop as described below in the next steps:
7. Enable the Log Enabled toggle.

8. Deactivate the Allow Background Syncs toggle.
9. Select From Shopify in the Sync Item field.
10. Enable the Auto Create Unknown Items toggle.
11. Fill in the Item Template Code field with the appropriate template.
12. Select From Shopify in the Sync Item Images field.
13. Select All Customers in the Customer Import from Shopify.
14. Enable the Auto Create Unknown Customers toggle.
16. Fill in the Shipping Charges Account, the Tip Account with revenue account. For
example, in the US use 40100 .
17. Enable the Auto Create Orders toggle.
Run the synchronization

2. Select the DEMO2 Shop for which you want to synchronize data to open the
Results
Shopify Products are imported. To verify, choose the icon, enter Shopify
Products, and choose the related link.
Items with images are created. To verify, choose the icon, enter Item, and
Shopify Customers are imported. To verify, choose the icon, enter Shopify
Customers, and choose the related link.
Customers are created. To verify, choose the icon, enter Customers, and choose
the related link.
See Also
Manage Work across Multiple
Companies in the Company Hub
Article • 04/03/2023
Some people work in multiple companies in Business Central, and some also work in
more than one organization, such as external accountants, or employees and managers
of corporations with multiple subsidiaries. For these users, and many others, the
company hub serves as a landing page that gives a financial overview across companies
and environments. It provides users with a tool for managing work across the various
environments that they work in, across companies, environments, and regions.
You can access the company hub by switching to the Company Hub role in My Settings,
or by opening the Company Hub page directly. You can do the same work in both
places, but actions are placed slightly different in menus.
７ Note
You can connect the company hub to as many companies as you need. However,
you can only connect the company hub to companies that are hosted in Business
Central online.
Company hub home page

If you use the Company Hub role, your home page shows a list of companies that you
have access to, including information about key point of interest (KPI) data, and links to
open each company. Choose the Company Hub action to open the company hub,
where you can work more closely with each company.
 Tip
To access a specific company in Business Central, choose the name of the company,
or choose the Go To Company menu item - you are logged in automatically in a
new browser tab.
You can add new companies, such as when you get a new client, or when your
corporation adds a new subsidiary. For more information, see Add Companies to Your
Company Hub.
 Tip
In order to refresh the data in the company hub, you must have access to the data
in the companies that the data comes from.
Assigned tasks
In Business Central, you can assign tasks to yourself and others, and others can assign
tasks to you. The company hub gives you an overview of assigned tasks for each
company, and you can also access a list of all assigned tasks by choosing My User Tasks
on the Home page.
My user tasks
The My User Tasks list helps you prioritize your day by showing more information about
tasks assigned to you across all your companies.
You can sort by due date, for example, or any other type of data that helps you prioritize
your day. By default, the list shows all tasks that are assigned to you, but you can set up
filters to only show tasks that are marked as high priority, for example.
To pick up a task, 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, mark it as completed.
For more information about companies and environments, see Environment links.
Access the company hub
７ Note
jobs.
In order to access the company hub, you must have access through either the D365
COMPANY HUB user group or through the D365 COMPANY HUB permission set. You
must also have access to the companies that are listed in your company hub, which
means that you must be a user in those companies. For more information, see Create
Users According to Licenses.
） Important
The company hub is a company-wide list, so any user who is granted access to the
company hub will be able to see all companies in their own Business Central tenant,
and all KPIs for the companies that they have access to.
If you cannot find the company hub, and you know that you have been granted access
to it, then check with your administrator if the company hub is listed in the Extension
Management page. For more information, see Customizing Business Central Using
Extensions.
Set up the company hub
To start using the company hub, you must add one or more companies to your
dashboard. For more information, see Add Companies to Your Company Hub.
But to add a company, you must have been given access to one or more instances of
Business Central in addition to the company that you use the company hub in.
For example, if you are an accountant, your clients can invite you to their Business
Central. For more information, see Inviting Your External Accountant to Your Business
Central.
Administrators can use the same assisted setup guide to add you to their Business
Central, or they can add you to the relevant Azure AD account in the Microsoft 365
admin center. For more information, see Manage users and groups.
See also
Add companies to your company hub
The Company Hub for Business Central Extension

Add Companies to Your Company Hub
Article • 09/30/2022
With the company hub, you can access your work from across multiple companies from
multiple Business Central environments. You can add a environments and companies
manually, if your companies do not show up automatically in the company hub.
Right in the company hub landing page, you find the Setup menu, from where you can
access the Environment Links page. Simply choose New, and then fill in the fields.
７ Note
You can connect the company hub to as many companies as you need. However,
you can only connect the company hub to companies that are hosted in Business
Central online.
Environment links
An environment link is a card where you specify the Business Central environment that
hosts one or more companies that you do work in. The data in the card for each
environment is specified by you, and you can change it as needed. However, the
Environment Link field is critical - this is how you can access each company in Business
Central. Use the Test the connection action in the ribbon to test that you entered the
right link. The link that you must enter points at environment that hosts the company
that you are adding, and it must include the Azure Active Directory (Azure AD) ID, or the
organization's domain name. For example, if they have specified a domain such as
MyBusiness.com, then the link to their Business Central is
https://businesscentral.dynamics.com/mybusiness.com?redirectedfromsignup=1 .
Otherwise, it will look something like this:

https://businesscentral.dynamics.com/1a23b456-789c-0123-45de-
678910fg12h/production?redirectedfromsignup=1
The link is used when you choose the company in the company hub.
 Tip
If you're working in the free trial version of Business Central, it is easy to add the
companies in your tenant. You can find the environment link by copying the Azure
Active Directory ID from the Troubleshooting section of the Help & Support page.
The environment name is probably the default value, PRODUCTION. Add this
information to the Environment Link field, such as
https://businesscentral.dynamics.com/1a23b456-789c-0123-45de-
678910fg12h/production?redirectedfromsignup=1 , and then choose Test the
connection. The evaluation company will be added to the list.
If you have moved to the thirty-day trial company, My Company, you can add that
to the list by choosing the Reload / Reload all Companies action in the list.
Load companies
When you have added your environments, your companies show up automatically.
However, if you know that a new company has been added to an environment, you can
choose the Reload all companies action to refresh the list. Use the same action to
refresh data from across your companies.
 Tip
In order to refresh the data in the company hub, you must have access to the data
in the companies that the data comes from.
See also

Troubleshooting Your Company Hub
Article • 02/15/2022
Adding companies to the company hub dashboard is easy enough, but this article
addresses issues that you may have on the way.
Check errors
Use the Check Errors action to view a list of recent errors. You can see additional details
for each error, and you can clean up the log by deleting older entries.
Connection failed
There can be a couple of reasons why you cannot connect to a company, including the
following:
The URL in the Environment Link field is not valid
Go to the Environment Links page, open the environment that you cannot connect
to, and then choose the Test the connection action.
The client's company is currently offline, for example if it being upgraded
In your dashboard, choose the Tools menu item, and then choose Check Errors.
This opens a list with technical details, so you might want to contact your
administrator if you're seeing errors. For example, the error message "The server
has rejected the client credentials" suggests that you do not have access.
You do not have access to all companies in the environment that you are trying to
connect to
In Business Central, an organization can have multiple business units called

companies, and you might not have access to all companies. Work with your
administrator or client to make sure that you have access to the companies that
you have to work in.
Data does not refresh

When you add a company or request a refresh of the data, Business Central fetches the
data. But you must refresh the page yourself, such as choosing the Reload all
companies action, refresh the browser page, navigate away from the dashboard and
then back again, or similar.
If you've added a company but it is not displaying in the list, you can also use the
Reload all companies action to update the list.
See also
Add companies to your company hub

Local Functionality in Dynamics 365
Business Central
Article • 05/16/2023
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/regions where Microsoft provides the regulatory compliance
and other local functionality.
For a list of currently supported markets, see Country/Regional Availability and

Supported Translations.
Local Functionality
To learn about the local functionality for each country/region, choose the related link:
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

Region Country More information
Switzerland Switzerland Local Functionality
United Kingdom United Kingdom Local Functionality
North America
Canada Canada Local Functionality
Mexico Mexico Local Functionality
United States United States Local Functionality
Asia Pacific
Australia Australia Local Functionality
India India Local Functionality
New Zealand New Zealand Local Functionality
Other Countries/Regions
Business Central is also available in other markets through localization apps. If a
Microsoft partner has developed a localization app for your country/region, you can find
it in AppSource .
See Also
Create environments
Compliance
International availability of Microsoft Dynamics 365
Development of a Localization Solution

Australia Local Functionality
Article • 06/02/2023
The following topics describe local functionality that is unique to the Australian version
Feature Availability
Tax
Tax Available Now
Withholding Tax Available Now
Set Up Withholding Tax Available Now
Set Up Revenue Types for Withholding Tax Available Now
Set Up Vendors Without ABN for Calculating the Withholding Tax Available
Now
Calculate and Post Withholding Tax Settlements Available Now
View Withholding Tax Entries Available Now
View Posted Tax Invoices Available Now
View Posted Tax Credit Memos Available Now
Set Up Goods and Service Tax Posting Available Now
Calculate Goods and Services Tax on Prepayments Available Now
Adjust Settlement Exchange Rates for VAT Entries Available Now
Print Goods and Service Tax Settlement Reports Available Now
Banking & Payments

Compare Bank Cash Flow Available Now
Create Check Installments Available Now
Electronic Funds Transfer (EFT) Available Now
Print Bank Account Reconciliation Reports Available Now
Print Deposit Slip Reports Available Now
Core Finance
Set Up Business Units for Business Activity Statements Available Now
Print Balance Sheet Reports Available Now
Print Income Statements Available Now
Calculating Distribution Amounts Available Now
General
Addresses Available Now
Determine Sales Price by Cost Plus Percentage Available Now
Enter Australian Business Numbers Available Now
Payment Times Reporting Available Now
Future legislation requirements being

investigated
Payment Times Reporting Bill Compliance 22.3
Taxable payments annual report (TPAR) Under review
If you are aware of any upcoming regulatory features, submit a Regulatory Feature
Alert .
See Also
Country/regional availability and supported languages
Start a free trial!

Tax Overview
Article • 02/15/2022
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

Withholding Tax in the Australian
Version
Article • 02/15/2022
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/region.
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 Vendors Without ABN for Calculating the Withholding Tax

Set Up Withholding Tax in the
Australian Version
Article • 02/16/2022
Withholding tax (WHT) is the tax withheld by a company when it makes a payment to a
vendor, in which the full amount owed to the vendor is reduced by the tax withheld. The
withheld tax is then remitted to the Australian Taxation Office (ATO) when the next
Business Activity Statement (BAS) is submitted.
If a supplier without an Australian Business Number (ABN) provides an invoice, a

withholding tax amount must be withheld if the total amount of the invoice is more than
the threshold amount. To use withholding tax, you must first enable WHT in the General
Ledger Setup page and set up product posting groups and business posting groups for
WHT.
To enable withholding tax

2. On the Local Functionalities FastTab, choose the Enable WHT field.
3. Optionally, choose the Round Amount for WHT Calc field.
If you choose this field, all WHT amounts will be rounded down to the nearest
number. For example, if the WHT amount on an invoice is calculated to be 33.90,
and the Round Amount for WHT Calc field is chosen in the General Ledger Setup,
then the WHT amount will round to 33.
Set up WHT posting groups

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.
７ Note
As a prerequisite, you must have set up source codes for WHT settlement on the
Source Code Setup page. For more information, see Setting Up Source Codes and
Reason Codes for Audit Trails.
The following procedure describes how to set up product posting groups for WHT, but
the same steps also apply to setting up business posting groups for WHT.
To set up a product posting group for withholding tax

1. Choose the icon, enter WHT Product Posting Group, and then choose the
related link.
2. Fill in the fields as described in the following table.
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.
Finally, you must set up how these posting groups must be used when documents are
posted.
To set up posting for withholding tax

1. Choose the icon, enter WHT Posting Setup, and then choose the related link.
Field Description
WHT Specifies the business posting group code for withholding tax.
Business
Posting
Group
WHT Specifies the product posting group code for withholding tax.
Product
Posting
Group
Field Description
WHT Specifies the calculation rule for WHT, which is used with the amount
Calculation specified in the WHT Minimum Invoice Amount field. This will help identify
Rule 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 Specifies the threshold amount that is below which WHT will not be
Minimum deducted.
Invoice
Amount
WHT % Specifies the WHT rate. You must enter the rate without the percent sign.
Realized Specifies the mode of WHT calculation for purchases or sales of items.
WHT Type
Prepaid Specifies the general ledger account number to which sales WHT is to be
WHT posted.
Account
Code
Payable Specifies the general ledger account number to which purchase WHT is to be
WHT posted.
Account
Code
WHT Specifies the withholding tax report type.

Report
Bal. Specifies the type of balancing account for sales WHT transactions.
Prepaid
Account
Type
Bal. Specifies the account number or bank name for sales WHT transactions,
Prepaid based on the type selected in the Bal. Prepaid Account Type field.
Account
No.
Bal. Specifies the type of balancing account for purchase WHT transactions.
Payable
Account
Type
Field Description
Bal. Specifies the account number or bank name for purchase WHT transactions.
Payable This is based on the type selected in the Bal. Payable Account Type field.
Account
No.
WHT Specifies the number series for the WHT report line.
Report
Line No.
Series
Revenue Specifies the type of revenue.

Type
Purch. Specifies the account number on which to post purchase credit memo
WHT Adj. adjustments.
Account
No.
Sales WHT Specifies the account number on which to post sales credit memo
Adj. adjustments.
Account
No.
Sequence Specifies the sequence in which the withholding tax posting setup
information must be displayed in reports.
See Also
Withholding Tax
Australian Taxation Office (ATO)

Set Up Revenue Types for Withholding
Tax in the Australian Version
Article • 02/16/2022
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.
Field Description
Code Specifies the unique code for the revenue type. You can enter a maximum of
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.
See Also
Withholding Tax

Set Up Vendors Without ABN for
Calculating the Withholding Tax in the
Australian Version
Article • 02/15/2022
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
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.
７ 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

Calculate and Post Withholding Tax
Settlements in the Australian Version
Article • 02/15/2022
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.
７ 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.
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 The settlement account type.

Account Type
Settlement The account number based on the account type selected in the
Account Settlement Account Type field.
Field Description
Rounding G/L The account to which the truncated amount is to be posted.

Account
Show WHT Select to view the withholding tax entries for the specified period.
Entries
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

View Withholding Tax Entries in the
Australian Version
Article • 02/16/2022
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

View Posted Tax Invoices in the
Australian Version
Article • 02/16/2022
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.
See Also

View Posted Tax Credit Memos in the
Australian Version
Article • 02/16/2022
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.
FastTab Description
General General information about the credit memo.
Posted Sales Tax Cr. Memo Sub Posted sales tax credit memo information.
See Also

Set Up Goods and Services Tax Posting
in the Australian Version
Article • 02/16/2022
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

Field Description
VAT Bus. Specifies the VAT business posting group code.

Posting
Group
VAT Prod. Specifies the VAT product posting group code.

Posting
Group
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 Specifies the method that is used to calculate the purchase or sale of
Calculation items.
Type
Field Description
Sales VAT Specifies the number of the general ledger account to which you want to
Account 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 Specifies the number of the general ledger account to which you want to
Account post the purchase VAT.
Reverse Chrg. Specifies the number of the general ledger account to which you want to
VAT Acc. 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.
See Also
Australian Local Functionality

Calculate Goods and Services Tax on
Prepayments in the Australian Version
Article • 02/15/2022
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

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.
See Also

Adjust Settlement Exchange Rates for
VAT Entries in the Australian Version
Article • 02/15/2022
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.
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. Select if you want to use the daily settlement exchange rate.
Rate
The VAT entries are adjusted, and you can view them in the VAT Register report.
See Also

Print Goods and Service Tax Settlement
Reports in the Australian Version
Article • 03/04/2022
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.
Field Description

Account Type
Settlement The general ledger account number or vendor number, based on the
Account No. type selected in the Settlement Account Type field.
Rounding G/L The account to which the truncated cents will be posted.
Account No.
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.
it on the screen.
See Also
Compare Bank Cash Flow in the
Australian Version
Article • 02/15/2022
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.
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 Specifies if the details of each bank account will be printed on a
Account 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
Create Check Installments in the
Australian Version
Article • 03/04/2022
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.
5. Field Description
No. of Specifies the number of installments into which the post-dated check will be
Installments divided.
Interest % Specifies the percent of interest.
Period Specifies the period for which the installments will be created. For example,
Length if you want to divide the check into monthly installments, enter 1M.
Start Specifies the starting number of the document. Based on the number of
Document installments specified, the consecutive numbers are allocated to the
No. documents created.
The installment checks are created and displayed on the Post Dated Checks-
Purchases page.
See Also
Electronic Funds Transfer (EFT) in the
Australian Version
Article • 03/04/2022
You can pay vendors using the electronic funds transfer (EFT) system in Australia.
Setting up Electronic Funds Transfer

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.
７ 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

Print Bank Account Reconciliation
Reports in the Australian Version
Article • 02/15/2022
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.
it on the screen.
See Also

Print Deposit Slip Reports in the
Australian Version
Article • 02/15/2022
The Deposit Slip report displays cash and check details in a format required by the
bank.
To a print deposit slip report

2. Select the Bank journal.
4. On the Cash Receipt Journal page, choose the Print Deposit Slip action.
5. On the Gen. Journal Line FastTab, select the appropriate filters.
it on the screen.
See Also

Set Up Business Units for Business
Activity Statements in the Australian
Version
Article • 03/04/2022
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
2. Fill in the required fields as described in the following table.
Field Description
BAS to be Select if you are logging a business activity statement for a group of
Lodged as a companies.
Group
BAS Group Select if this company is the main company in the group of companies
Company for which you are logging a group business activity statement.

To set a business unit for a business activity
statement
1. Choose the icon, enter BAS Business Units, and then choose the related link.
Field Description
Company Specify the name of the company that will be added to the group company's
Name business activity statement.
Document Specify the BAS document number that has to be consolidated. This field is
No. associated with the BAS Version field.
BAS Specify the BAS version number in which the transaction was included. This
Version field is associated with the Document No. field.
See Also

Print Balance Sheet Reports in the
Australian Version
Article • 02/15/2022
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
Field Description
Amounts in whole Specifies the nearest unit to which the amounts must be rounded.
it on the screen.
See Also
Print Income Statements
Compare Bank Cash Flow

Print Income Statements in the
Australian Version
Article • 02/15/2022
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. Specifies if the amounts will be displayed in the

Reporting Currency additional reporting currency.
it on the screen.
See Also
Compare Bank Cash Flow Print Balance Sheet Reports

How to Calculate Distribution Amounts
in the Australian Version
Article • 02/15/2022
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

About addresses in the Australian
Version
Article • 02/15/2022
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

Determine Sales Price by Cost Plus
Percentage in the Australian Version
Article • 02/15/2022
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.
–or–
Choose the New action.
７ 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.

Field Description
Starting Date Filter The starting date.
Currency Code Filter The currency code.
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
See Also

Australian Business Numbers and
Adjustment Notes
Article • 02/15/2022
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

Enter Australian Business Numbers in
the Australian version
Article • 02/15/2022
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.
７ Note
All companies must register and apply for an ABN to report the details of payment
summaries issued to their payees during the financial year. The payment summary
includes the Tax File Numbers (TFN) or business numbers of the payees.
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.
See Also
Australian Business Numbers and Adjustment Notes

Payment Times Reporting in the
Australian Version
Article • 02/15/2022
Businesses in Australia that have a group-wide revenue of AUD 100,000,000 or more

must report to the authorities how they pay their small business vendors. A company is
considered a reporting entity if they exceed that revenue threshold, or if a company has
a revenue of AUD 10,000,000 or more while also being part of a controlling corporation
with a revenue of AUD 100,000,000 or more. Small businesses must register in a system
that is made available by the authorities, and reporting entities must look up their
vendors in this system to check if a given vendor qualifies as a small business vendor
and report the relevant amounts. See more about the reporting rules and registration at
lookup in the Small Business identification tool here:
https://www.industry.gov.au/regulations-and-standards/payment-times-reporting-
scheme .
Support for Payment Times Reporting in

Business Central
Business Central supports Australian businesses in running their financial reporting.
While Business Central does not have a dedicated report for reporting according to the
Payment Times Reporting Scheme, the data that you need for the report is present.
However, for more automated reporting, you must find and install an add-in that is built
by a Business Central partner.
Reporting the Payment Times

As a reporting entity, you must provide the authorities with two files:
A declaration document that states that the reported numbers are true, signed by
a responsible member of the reporting entity or controlling corporation.
A delimited text file that contains a line with the reported information in various
fields.
Examples and descriptions of these files can be found on the Australian authorities'
website: https://www.industry.gov.au/regulations-and-standards/payment-times-
reporting-scheme .
The information in the following sections relates only to the delimited text file. The
content is intended as model for getting some of the relevant information from Business
Central in a manual fashion. Partner-provided capabilities may exist that provide
functionality to automate this.
Marking a vendor as a Small Business Vendor

Consider creating a new Vendor Posting Group to be set on vendors that are confirmed
to be small business vendors in the Small Business identification tool. You must look up
a vendor in this tool to get this confirmation. Once a vendor is set to this vendor posting
group, the posting group will be propagated to the vendor ledger entries, which is key
for you to be able to find relevant entries for the report.
The reporting data

As you will see from the example template of the delimited text file, much of the
information needed for reporting is textual and has to do with trade agreements and
explanations for various business decisions. However, there are also numbers that must
be reported.
From a reporting perspective, the interesting thing is how the reporting entity pays its
small business vendors. The authorities have defined buckets into which these payments
fall and must be reported.
For example, in June 2021, these buckets are:
Invoices paid within 20 days after the day of receipt

Invoices paid between 21 days and 30 days after the day of receipt
Invoices paid more than 120 days after the day of receipt
As a scenario, you must report how many invoices from small business vendors have
been paid between 21 and 30 days after the day of receipt of the invoice. You must also
report the proportional invoice amount of those invoices compared to the total number
of invoices from small business vendors.
Finding the data for the Payment Times Report

As mentioned above, many fields and much of the data needed for the report does not
reside in Business Central. The invoice data does, and you can find this data in the
vendor ledger entries. The following procedure illustrates how you can find the relevant
data.
To find vendor ledger entries
1. Choose the icon, enter Vendor Ledger Entries, and then choose the related link.
2. Filter the view to include entries within the reporting period.
3. Use the Filter Totals and use the Date Filter to specify a range that exceeds the
reporting period. You can use this to exclude invoices from the list that have not
yet been paid, by comparing the Original Amount and Remaining Amount fields.
4. Filter the list to show only invoices by setting a filter on Document Type.
5. Filter on the Vendor Posting Group to only see invoices from small business
vendors.
You can now go through invoices one by one and select the Applied Entries action
to see information about payments that have been applied to the invoice.
6. In the Applied Entries page, make sure you look at records where Document Type
is Payment, so you do not report on invoices that have been closed by a credit
memo, for example.
7. If there is a payment for the invoice, use the Posting Date to determine how many
days have elapsed since receipt of the invoice by comparing it to the Posting Date
of the Invoice Vendor Ledger Entry.
8. Note down how this invoice affects the bucket (such as 21 to 30 days) when it
comes to the number of invoices and the proportional number of small business
vendor invoices.
As an alternative, consider exporting the full list of vendor ledger entries to Excel by
using the action Page > Open in Excel. In Excel, you can do more advanced calculations
and formulas to find the applied entries and payments for an invoice.
７ Note
Invoices and their corresponding payments are all vendor ledger entries. Using
Excel to find the relevant payments for a given invoice may be more convenient for
you.
See Also

Austria Local Functionality
Article • 03/17/2023
The following topics describe local functionality that is unique to the Austrian version of
Business Central.
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

investigated
SAF-T reporting in Austria 2024 release wave 2
Alert .
See Also
Start a free trial!
Create a VAT Statement
Article • 10/03/2022
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.
７ Note
As of July 1st 2020, the Austrian authorities changed VAT on certain hospitality
services to 5% as a temporary measure part of a plan to stimulate the eoconomy in
areas that are hit hard by COVID-19. If you have customers or vendors in the
impacted areas, you must create VAT posting groups that reflect the correct VAT
rate and use these for transactions created on or after July 1st 2020. To make sure
that the new 5% VAT transactions get included correctly in the VAT statements, run
the Update VAT Statement action from the Search field. This will rebuild the VAT
statement and include the 5% transactions, ready for reporting in the
corresponding box in the official VAT statement PDF template. Additionally, make
sure that you aqcuire the official PDF template to use for VAT reporting.
） Important
You must fill in detailed information about your company address in the Company
Information page before you create the VAT statement. This includes information
about street, building, floor, and room number. This information is included in the
FDF file.
To create a VAT statement

1. Choose the icon, enter VAT Statement AT, and then choose the related link.
Field Description
Period Date Type Specifies the type of date used for the period from which VAT entries
are processed in the batch job.
Starting Date Specifies the start date of the VAT period.

Field Description
Ending Date Specifies the end date of the VAT period.
Include VAT Specifies if you want to include VAT entries that are either open or
Entries closed, or both open and closed entries.
Include VAT Specifies if you want to include VAT entries that are from the specified
Entries 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 Select to round amounts to whole numbers.

Numbers
Surplus Used to Select to use a potential surplus to cover other charges.

Pay Dues
Additional Select if you will send additional information.

Invoices sent via
Mail
Number §6 Abs. 1 Specify the number according to §6 section 1 if you want to claim tax-
free revenues without input tax reduction.
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 in the Austrian Version
Article • 02/15/2022
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 The Austrian VAT statement serves as the basis for VAT registration for a selected
Statement period and is printed according to the VAT statement in the VAT Statement Line
AT table. You can generate the report in three different formats. For more information,
see VAT Statement AT.
VAT-VIES Shows the VAT-VIES declaration for sales in other countries/regions of the EU. This
Declaration data is written to an XML file, which you can submit to the Austrian tax authorities
XML by uploading it to the Finanz Online Portal. The report is based on information in
Report the VAT Entry table.
See Also
Report VAT to the Tax Authorities

Print Vendor Payments List Reports in
the Austrian Version
Article • 02/15/2022
The Vendor Payments List report in Austria provides a list of payments for each vendor.
The report can sort payments chronologically or grouped by vendor.
７ Note
The Vendor Payments List report is available in the following markets: Austria,
Germany, Switzerland.
To print the vendor payments list report

1. Choose the icon, enter Vendor Payments List, and then choose the related link.
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 in the Austrian
Version
Article • 02/15/2022
Delivery reminders are used to track overdue vendor shipments and to remind vendors
about overdue deliveries. To create delivery reminders, you must set up the following:
Delivery reminder terms
Delivery reminder terms are identified by a code that must be assigned to vendors.
To use more than one combination of settings, you must set up a code for each
setting separately. You can set up any number of delivery reminder terms.
Delivery reminder levels
For every delivery reminder term, you must set up delivery reminder levels. These
levels determine how often delivery reminders can be created for a specific term.
Level 1 is the first delivery reminder that you create for an overdue delivery. Level 2
is the second delivery reminder, and so on. When delivery reminders are created,
the number of reminders that were created previously is considered, and the
current number is used to apply terms.
Delivery reminder texts messages
You must set up delivery reminder text messages for every delivery reminder level.
There are two types of delivery reminder text messages: beginning and ending.
The beginning text message is printed under the header section, before the list of
entries that are marked for reminder. The ending text message is printed after this
list.
After you have set up the delivery terms, levels, and texts, you must assign the relevant
delivery reminder codes to your vendors.
You can create delivery reminders manually or automatically. You can use the Create
Delivery Reminder batch job to create delivery reminders automatically so that you can
select the purchase orders for which delivery reminders must be created.
You can also track documents in relation to purchase order lines and sales order lines.
Business Central provides the following reports:
Issued Delivery Reminder - To view the delivery reminders for vendors.

Delivery Reminder - Test - To verify the delivery reminders before you issue them.
See Also
Set Up Delivery Reminders
Set Up Delivery Reminder Terms, Levels, and Text
Assign Delivery Reminder Codes to Vendors
Generate Delivery Reminders
Create Delivery Reminders Manually
Issue Delivery Reminders
Print Test Reports for Delivery Reminders

Set Up Delivery Reminders in the
Austrian Version
Article • 02/15/2022
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

related link.
2. In the Default Del. Rem. Date Field field, specify one of the options described in
Option Description
Requested Specifies that the date value in the Requested Receipt Date field on the
Receipt purchase order line will be used as the default date for creating delivery
Date reminders.
Promised Specifies that the date value in the Promised Receipt Date field on the
Date reminders.
Expected Specifies that the date value in the Expected Receipt Date field on the
Date 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.
See Also
Delivery Reminders

Set Up Delivery Reminder Terms, Levels,
and Text in the Austrian Version
Article • 02/15/2022
To create delivery reminders, you must set up the following:

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.
To set up delivery reminder terms

1. Choose the icon, enter Delivery Reminder Terms, and then choose the related
link.
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
Max. No. The maximum number of delivery reminders that can be created for an order.
of Delivery
Reminders 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.
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.
Field Description
No. The delivery reminder level number. This field is filled in automatically.
Due Date The formula for the due date calculation for the delivery reminder. You can
Calculation 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.
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.
3. In the Description field, enter the beginning text message for the delivery
reminder.
See Also
Delivery Reminders
Assign Delivery Reminder Codes to
Vendors in the Austrian Version
Article • 02/15/2022
In order to enable delivery reminders for overdue purchases, you must assign delivery
reminder terms to vendors.
To assign delivery reminder codes to vendors

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.
See Also
Delivery Reminders

Generate Delivery Reminders in the
Austrian Version
Article • 02/15/2022
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.
７ Note
To create delivery reminders, you must have set up the delivery reminder terms,
levels, and texts.
To generate delivery reminders for all overdue

deliveries
1. Choose the icon, enter Delivery Reminder, and then choose the related link.
3. On the Delivery Reminder page, choose the Create Delivery Reminder action.
4. Select the appropriate filters.
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
Delivery Reminders

Create Delivery Reminders Manually in
the Austrian Version
Article • 02/15/2022
delivered as expected. You can create a single delivery reminder manually, or you can
generate delivery reminders for all overdue deliveries.
７ Note
levels, and texts.
To create a delivery reminder manually

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 The number of the vendor for whom you want to post the delivery reminder.
No.
When you select the vendor number, the Name, Address, Post Code/City, and
Contact fields are filled in automatically.
Posting The posting date for the delivery reminder. This date is copied to all of the
Date delivery reminder ledger entries.
Document The document date for the delivery reminder. This date is also used to
Date calculate the due date for the delivery reminder. You can modify the posting
date if required.
Reminder The delivery reminder level. This value is based on the number of delivery
Level reminders that have already been sent.
Field Description
Reminder Specify the delivery reminder terms code that is set up for the vendor.
Terms
Code
Due Date The due date for the delivery reminder.
If there are overdue deliveries from the specified vendor, these are added to the
delivery reminder.
The delivery reminder is created. You can now issue and print the delivery
reminder.
See Also
Delivery Reminders

Issue Delivery Reminders in the Austrian
Version
Article • 02/15/2022
After you have created delivery reminders, you must issue and print them so that you
can send reminders to vendors. Before you issue the delivery reminders, you can print a
test report.
When you issue the delivery reminders, delivery reminder ledger entries are created. You
can view the created ledger entries on the Deliv. Reminder Ledger Entries page.
To issue delivery reminders

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 Select to replace the existing posting date for the delivery reminder.
Posting
Date
Posting The posting date for the delivery reminder.

Date
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.
７ Note
You can remove filters and issue all delivery reminders at the same time.
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

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

Print Test Reports for Delivery
Reminders in the Austrian Version
Article • 02/15/2022
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
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.
it on the screen.
See Also
Delivery Reminders

Print General Ledger Setup Information
in the Austrian Version
Article • 02/15/2022
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 - Displays tables for general ledger setup, company information, and
Company business units.
Data -
Consolidation
Posting Displays customer posting group tables, vendor posting group tables,
Groups inventory posting group tables, and bank account posting group tables.
Posting Displays general business posting group tables, general product posting
Matrix 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 Displays source tables, source code setup tables, and reason codes tables.
- Reason
Code
Check Select to provide an overview of the use of number series so that you can
Number identify number series that are problematic for the data export for the
Series 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.
it on the screen.
See Also
Setting Up Finance

Belgium Local Functionality
Article • 04/17/2023
The following topics describe local functionality that is unique to the Belgian version of
Business Central.
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
Service Declarations F01DGS Available Now
Banking & Payments

Set Up Bank Accounts for CODA Available Now
Apply CODA Statements Available Now
Automatically Transfer and Post CODA Statements Available Now
CODA Bank Statements Available Now
Belgian Electronic Banking Available Now
Set Up Electronic Banking Available Now
Set Up Export Protocols Available Now
Belgian Electronic Payments Available Now
Set Up IBLC-BLWI Transaction Codes Available Now
Set Up Vendors for Automatic Payment Suggestions Available Now
Create Payment Journal Templates and Batches Available Now
Test Electronic Payments Available Now
Generate Payment Suggestions Available Now
Import CODA Statements Available Now
Manually Transfer and Post CODA Statements Available Now
Print Payment Files Available Now
Activate SEPA Payments Available Now
File Non-Euro SEPA Payments Available Now
Direct Debit Using Domiciliation Available Now
Set Up Domiciliations Available Now
Edit and Delete Domiciliation Lines Available Now
Test Domiciliations Available Now
Export and Post Domiciliations Available Now
Generate Domiciliation Suggestions Available Now
Summarizing Payment Lines and General Journal Lines Available Now
Core Finance
Apply and Unapply General Ledger Entries Available Now
Create Financial Journals Available Now
Export to Accon Available Now
[Make Journal Templates Mandatory] 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
Make Journal Templates Mandatory Available Now
Deferrals in Sales Ledger and Purchase Ledger reports Available Now

investigated
Redesigned and upgraded non-deductible VAT August-September 2023
Reception of e-invoices research phase
Alert .
See Also
Start a free trial!

Belgian VAT
Article • 03/02/2022
Business Central includes Belgian extensions to the VAT reporting capabilities so that
you can 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.
EC sales list
This report is used to report the sales of goods to other countries/regions in the
European Union. For more information, see About the EC Sales List Report.
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
Print Periodic VAT Reports
Set Up Non-Deductible VAT

Set Up Non-Deductible VAT in the
Belgian Version
Article • 02/15/2022
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.
７ 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

2. Select a general ledger expense account that requires the partial deduction, and
3. Enter the amount in % Non deductible VAT field.
See Also
Belgian VAT

Make Manual Corrections to VAT in the
Belgian Version
Article • 02/15/2022
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
Field Description
Posting Enter the posting date of the VAT correction.

Date
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- This field displays the amount of the VAT correction in the additional
Currency reporting currency.
Amount
The field is automatically calculated, based on the contents of the Amount
field and the current exchange rate.
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 Opens the VAT Statement report. For more information, see VAT
Report Statement.
Form/Intervat Opens the VAT – Form report.

Declaration
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.
Declaration Opens the VAT Statement Summary report.

Summary
Report
See Also
Belgian VAT

Print Periodic VAT Reports in the
Belgian Version
Article • 02/15/2022
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 Specifies if you want to print the report that has erroneous enterprise
Enterprise No. numbers.
VAT Annual Specifies if you want to print the VAT Annual Listing report.
Listing
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 Enter the customer's minimum year balance to be included in the report.
Amount If the yearly balance of the customer is less than the minimum amount,
the customer will not be included in the declaration.
Include Select to include customers from all countries/regions or from a specific

Customers country/region in the report.
From
Country/Region Select the country/region to include in the report.
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
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 Specifies if you want to create a test declaration.

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 Specifies if you want to include the VAT declaration representative.

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.
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 Belgian Tariff Numbers in the
Belgian Version
Article • 02/15/2022
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.
3. On the Tariff Numbers page, fill in the fields as described in the following table.
Field Description
Conversion Enter the conversion factor for the tariff number. The conversion factor is the
Factor 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 Enter the unit of measure for the tariff number. The field is available when
Measure Supplementary Units is selected.
Weight Select this field to show the weight of the items.

Mandatory
See Also
Belgian Intrastat Reporting
Set Up Declaration Types
Set Up Intrastat Establishment Numbers
Export Intrastat Third-Party Declararations
Print the Intrastat Form Report

Article • 09/30/2022
７ Note
In the 2022 release wave 2, Business Central includes a redesigned Intrastat

experience with extended features. If you are a new customer using version 21 or
newer, you are using the new experience. For customers who upgraded from
previous releases, using the new experience depends on whether your
administrator has enabled the Feature Update: Replace the existing Intrastat
functionality with the new Intrastat extension option on the Feature Management
page. Learn more at the Set Up Intrastat Reporting article. This article describes
the previous functionality.
） Important
It is not possible to use the old and new experiences in parallel. Before activating
the extension in a production environment, it is recommended that you first enable
and test this feature in a sandbox environment with a copy of production data.
Once you activate the new Intrastat experience in your production environment,
you cannot revert back to the old Intrastat functionality.
Companies in the European Union (EU) are required to report trade with other
countries/regions 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
Declarations.
See also
Set Up Belgian Tariff Numbers
Export Intrastat Third-Party Declarations

in the Belgian Version
Article • 09/30/2022
７ Note

） Important
The Intrastat establishment number is a company identification number that is printed

on the Intrastat declaration.
To set up an Intrastat establishment number

2. Enter the Intrastat establishment number in the Intrastat Establishment No. field.
See also

Print the Intrastat Form Report in the
Belgian Version
Article • 09/30/2022
７ Note

） Important
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.
Field Description
Field Description
Name Enter the company name.
Address Enter the address.
Post Code + Enter the postal code and the city.

City
Contact Enter the name of the contact person.
Telephone Enter the telephone number of the contact person.
Telefax Enter the telefax number.
International Enter the international VAT registration number.

VAT number
Nihil Select if you do not have any trade transactions with EU countries/regions
declaration 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".
it on the screen.
See also

Set Up Declaration Types in the Belgian
Version
Article • 09/30/2022
７ Note

） Important
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

2. Select the Simplified Intrastat Decl. check box to set up a simplified declaration
type. Clear this field to use extended declaration.
See also

Article • 09/30/2022
７ Note

） Important
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.
Field Description
Field Description
Nihil Select if you do not have any trade transactions with European Union (EU)
declaration countries/regions and want to send an empty declaration.
Counter Check this field to include counter party information in the Intrastat file (new
party info 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 Enter the enterprise or VAT registration number.

No./VAT
Reg. No.
Next, submit the declaration to the OneGate portal.
See also

Belgian Electronic Banking
Article • 02/15/2022
In the Belgian version of Business Central, you can exchange data with Belgian financial
institutions electronically. This speeds up processing time and helps avoid errors caused
by manual data entry or processing.
You can use electronic banking to perform the following functions:
Send electronic payments.

Process bank statements with CODA.
Process direct debits with domiciliations.
Setup
Before you can process electronic payments and statements, you must set up electronic
banking in the Electronic Banking Setup page as described in the following table.
Field Description
Summarize Select to indicate if you want to group the payment journal lines for each vendor.
Gen. Jnl. Payments with a structured message will not be grouped.
Lines
Cut off Select to indicate if you want to truncate long payment messages. Messages will be
Payment truncated if greater than 106 characters for domestic payments and less than 140
Message characters for international payments.
Texts
For information about the impact of the two fields on how payment journal lines are
transferred to the general journal, see Summarizing Payment Lines and General Journal
Lines.
See Also
Belgian Electronic Payments
CODA Bank Statements
Direct Debit Using Domiciliation

Article • 02/15/2022
In the Belgian version of Business Central, you can the following types of electronic
payments:
Electronic Description
payment
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 These payments are in currency other than euro and made to a country/region
SEPA outside the European Economic Association (EEA). The validity of the bank account
numbers will be verified by Business Central.
Because the standard for electronic payments is different for countries/regions,

electronic payments created in the Belgian version of 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.
７ 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. For
more information, see Setup. You must also specify the relevant export protocols. For
more information, see Set Up Export Protocols.
Activate SEPA Payments in the Belgian Version

To submit vendor payments electronically in Single Euro Payments Area (SEPA) ISO
20022 payment format, you must set up prerequisites for enabling SEPA payments in
your company.
Your version of Business Central uses the generic functionality for SEPA payments but is
optimized for local requirements. To set up countries/regions, bank accounts, vendors,
vendor bank accounts, and the payment journal, see Setting Up SEPA Credit Transfer.
You can now make SEPA payments. For more information, see Exporting Payments to a
Bank File. If you do not use the AC Banking 365 capability, you can export payment
journal lines to a file. For more information, see Export Payment Files.
File Non-Euro SEPA Payments

In Business Central, you can file non-euro SEPA payments with the bank. This is useful
when you make payments to other countries/regions 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.
In the General Ledger Setup page, verify that the Currency Euro field is blank, and
that the SEPA Non-Euro Export field is selected.
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.
Field Description
Journal Specify the general journal template for the non-euro SEPA payment report.
Template
Name
Field Description
Journal Specify the general journal batch for the non-euro SEPA payment report.
Batch
Post Specify if you want to transfer the payment lines to the general ledger.
General
Journal
Lines
Include Enter the dimensions that you want to include in the non-euro SEPA payment
Dimensions report. The option is available only if the Summarize Gen. Jnl. Lines field on
the Electronic Banking Setup page is selected.
Execution Enter an execution date if you want an execution date that differs from the
Date 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.
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
Add a If the payment journal already contains many lines and you want to add an
payment additional line, you can enter the journal line manually. For example, if you want to
journal line 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 If you have not assigned a bank account to the payment journal or if you have not
payment specified a preferred bank account on the Vendor card, you will have to manually
journal line 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 Setup.
Delete a The Suggest Vendor Payments batch job creates payment suggestions for all
payment vendors matching the specified criteria. If you want to prevent payment for a
journal line specific vendor ledger entry or vendor, you can delete the corresponding journal
lines.
See Also
Set Up Vendors for Automatic Payment Suggestions
Create Payment Journal Templates and Batches
Test Electronic Payments
Print Payment Files
Set Up Export Protocols in the Belgian
Version
Article • 11/04/2022
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, XMLport 1000 (SEPA
select another option. pain.001.001.03 Payments)
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.

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 Specify the code that describes the type of expenses associated with the
Expenses export protocol entry. Code expenses include blank, SHA, BEN, and OUR. For
international payments, SHA is the default.
Check Specify the identification number of the codeunit that you want to use to
Object ID perform a check on the object before the payment file is exported.
Check Specify the name of a verification process that is used to perform a check on
Object the object before the payment file is exported. After you select the Check
Name Object ID, this field will display the Check Object Name.
Export Specify the type of the object that defines the export format of the payment
Object file export. After you select the Export Object ID, this field will display the
Type Export Object Type.
NOTE: To set the export protocol up for SEPA pain.001.001.03, select

XMLPort.
Export Specify the identification number of the object that defines the export format
Object ID 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. Specify the number series that is used to assign identification numbers to the
Series payment file export.
Grouped Specifies if this export protocol is used for grouped payments.

Payment
See Also

Summarizing Payment Lines and
General Journal Lines in the Belgian
Version
Article • 02/15/2022
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
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.
the vendor name.
Example 3
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.
the vendor name.
Based on the XML structure, the payments are summarized per account number,
beneficiary bank account number, and bank account number. The bank account filter
can be empty.
The EndToEndId in the SEPA message is taken from the payment message and can be
truncated to the maximum length of 45 characters.
See Also
Set Up Electronic Banking
Setting Up Finance
Record Purchases

Set Up Vendors for Automatic Payment
Suggestions in the Belgian Version
Article • 02/15/2022
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
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.
See Also
Print Payment Files
Create Payment Journal Templates and
Batches in the Belgian Version
Article • 05/20/2022
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.
You can assign a specific page and a test report to each journal template. This way, you
can manage your domestic and international payments from this adjusted page. The
specified source code will be copied to all the journal lines that are created based on the
journal template. The code is also copied to the entries when they are posted. This way,
you can always see where an entry has been posted from.
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.
3. On the Payment Journal Templates page, fill in the fields.
） Important
If the Page ID and Test Report ID fields are not shown, you must add them
through personalization. The fields must be filled in before you continue. For
4. Repeat step 2 for any additional templates.

You can create multiple journal batches under each journal template. Several journals,
each with its own name, can display the same page. For example, this can be practical if
every user must have a dedicated journal.
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.
７ 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.
Next, you can test the configuration. For more information, see Test Electronic
Payments.
See Also
Set Up Electronic Banking
Set Up IBLC-BLWI Transaction Codes
Make Journal Templates Mandatory

Test Electronic Payments in the Belgian
Version
Article • 02/15/2022
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 link to open the
EB Payment Journals page.
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
Print Payment Files

Export Payment Files in the Belgian
Version
Article • 02/15/2022
After you have printed a test report and corrected all errors, you can export 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 electronically. 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 link to open the
EB Payment Journal page.
3. In the Export Protocol field, select the export protocol.
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.
７ Note
By defining the export protocol, you also define the type of validation that will
be performed in the payment journal.
4. Enter the payment journal line information.
a. Choose the Suggest Vendor Payments action.
b. In the Suggest Vendor Payments EB page, set the relevant filters and options.
This batch job processes open vendor ledger entries and creates a payment
suggestion as lines in a payment journal. Open vendor ledger entries result
from posting invoices and finance charge memos.
Only the ledger entries of vendors where the Suggest Payments field is selected
on their Vendor card are included in the batch job. The suggestions are
registered in a payment journal. You must specify a last payment date that will
be used in the batch job.
In addition, only vendor entries that are not marked as On Hold in the Vendor
Ledger Entries page are included in the batch job. You can also run the batch
job so that it also includes payments for which you can obtain a discount.
When you enter an available amount, the vendors will be ordered by Priority.
You can define what is included in the report by setting filters. To set additional
fields on the tab, choose the field. Hover over a field to read a short description.
c. Delete or modify the lines as appropriate.
d. If no bank account is indicated on the payment journal template, indicate a

bank account to pay with on each line.
5. 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.
6. If there are no errors, choose the Export Payment Lines action.
The report that you specified in the relevant export protocol will process the
payment lines and generate the file.
See Also
Direct Debit Using Domiciliation
Article • 03/01/2022
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.
Set Up Domiciliations
Before you can use electronic banking for domiciliations, you must enter the customer's
domiciliation number and preferred bank account.
７ Note
You should use one bank account per customer for all domiciliations.
To set up domiciliation
2. Select the customer, and then choose the Edit action.

Field Description
Domiciliation Enter the domiciliation number for the customer. This number will be used
when you create domiciliations for this customer.
Preferred Enter the preferred bank account for transactions with this customer. This
Bank account will be used when you create a payment suggestion for this
Account customer.
Generate Domiciliation Suggestions

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 Select if you want the batch job to include customer ledger entries for
Discounts which you can receive a payment discount.
Payment Enter the date that will be used to calculate the payment discount.
Discount
Date
Select Select if you want the batch job to include refunds.

Possible
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.

When the batch job is finished, the domiciliation journal contains all open customer
ledger entries that match the filters.
７ Note
The domiciliation suggestions will include only customers who have a Domiciliation
number set up. For more information, see the Set Up Domiciliations section.
Edit and Delete Domiciliation Lines

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.
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.
3. Select the journal line, and then choose the Delete action.
Test Domiciliations
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.
it on the screen.
Export and Post Domiciliations

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

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. Hover over a field to read a
short description.
If your company is set up to use the ISABEL format, the File Domiciliations page
appears instead.
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.
７ 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 action.
See Also

Belgian CODA Bank Statements in the
Belgian Version
Article • 02/15/2022
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.
Extending the CODA integration

The current support for CODA bank statements can be used in Business Central online
and on-premises. However, partners cannot extend the capabilities in an app for
Business Central online. The code is not deprecated but can only be extended or
customized for on-premises deployments.
See Also
Set Up Bank Accounts for CODA
Import CODA Statements
Apply CODA Statements
Create Financial Journals
Automatically Transfer and Post CODA Statements
Manually Transfer and Post CODA Statements

Apply CODA Statements in the Belgian
Version
Article • 02/15/2022
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

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 Enter the number of the general ledger account, bank, customer, vendor, or
No. 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.
To automatically apply the CODA statement

lines
4. Choose the Process CODA Statement Lines action.
Field Description
Default Select if you want the batch job to post statement amounts that cannot be
Posting linked to existing ledger entries.
Print List Select to print a list of statement amounts that cannot be linked automatically.
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

Automatically Transfer and Post CODA
Statements in the Belgian Version
Article • 02/15/2022
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

4. Choose the Transfer to General Ledger action.
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

Manually Transfer and Post CODA
Statements in the Belgian Version
Article • 02/15/2022
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

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.
See Also

Import CODA Statements in the Belgian
Version
Article • 02/15/2022
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

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

Apply and Unapply General Ledger
Entries in the Belgian Version
Article • 04/03/2023
７ Note
Businesses in all countries/regions can benefit from the ability to review general
ledger entries before posting them. In a future release, we'll deprecate the
country/region specific feature and replace it with one that's available in all
country/region versions. After the feature is deprecated, you can use it to access
previous reviews, but not to do new reviews. We'll archive your data according to
local requirements. To learn more about the deprecation, go to Deprecated
Features in the Base App. To learn about the replacement feature, go to Review
Amounts in General Ledger Accounts.
By applying temporary general ledger entries, companies can work with temporary and
transfer accounts in the general ledger. Temporary and transfer accounts are used to
store temporary ledger entries that are waiting for further processing into the general
ledger.
You can use temporary accounts for:
Money transfers from one bank account to another.

Financial transaction transfers from one system to another in which part of the
information temporarily resides on the original system.
Transactions for which you have issued a sales invoice to a customer but have not
yet received the corresponding purchase invoice from the vendor.
When the ledger entries have been processed, you can use the Apply Entries function to
update the posted ledger entries and the posting account type.
You can unapply the applied general ledger entries and then open the closed entries to
make changes.
To apply general ledger entries

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.
７ 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.
） Important
You can apply multiple entries only if all entries that are being applied can be
fully closed.
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.
７ Note
When posted, the general ledger entries which update the Applies-to ID field
are deleted.
To view the applied general ledger entries

3. Select the relevant general ledger entry, and then choose the Applied Entries
action.
You can view all the applied general ledger entries.
To unapply general ledger entries

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.
７ Note
If an entry is applied to more than one application entry, you must unapply
the latest application entry first. By default, the latest entry is displayed.
See Also

Create Financial Journals in the Belgian
Version
Article • 05/20/2022
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.
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.
See Also
Belgium Local Functionality Make Journal Templates Mandatory

Export to Accon in the Belgian Version
Article • 02/15/2022
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.
See Also

Enterprise Numbers and Branch
Numbers in the Belgian Version
Article • 02/15/2022
Companies receive a unique enterprise number and one or more branch numbers from
the Belgian Crossroads Bank for 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 Crossroads Bank for Enterprises

Limit the Posting Period in the Belgian
Version
Article • 02/15/2022
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

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

enter the earliest date on which the user can post to the company.
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.
enter the earliest date on which the user can post to the company.
the last date the user will be able to post to the company.
See Also

Set the Work Date as the Posting Date
Article • 02/15/2022
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

2. Select the Use Workdate for Appl./Unappl. field.
See Also
Apply and Unapply General Ledger Entries

Make Journal Templates Mandatory in
the Belgian Version
Article • 05/24/2022
You can use journals to post purchase and sales documents and make other general
ledger entries. Journal templates can then help you structure different types of entries.
In the Belgian version of Business Central, you must specify if journal templates are
required in the current company.
To make journal templates required in a

company
2. On the General FastTab, select the Journal Template Name Mandatory field. This
field specifies if users must specify a journal template when they post general
ledger transactions.
７ Note
If the Journal Template Name Mandatory field is not selected, Business Central will
not use template names in the posted documents and entries.
Use journal templates in sales and purchase

documents
If your organization decides to switch on the Journal Template Name Mandatory field,
you must configure which journal templates will be used as default in sales and
purchase documents.
 Tip
Before you post a transaction, you can change the suggested template name in the
Journal Template Name field. This way, the transactions are assigned another
document number, as defined by the template.
To use journal templates in sales documents

link.
2. On the Journal Templates FastTab, choose the journal templates you want to use
as default for all sales documents.
To use journal templates in purchase documents

related link.
2. On the Journal Templates FastTab, choose the journal templates you want to use
as default for all purchase documents.
See Also
Create Financial Journals in the Belgian Version

Local Functionality in the Canadian
Version
Article • 03/09/2023
The following topics describe local functionality that is unique to the Canadian version
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

investigated
Currently, there are no upcoming regulatory features or requirements. If you are aware
of any upcoming regulatory features, please submit a Regulatory Feature Alert .
See Also
Start a free trial!

Reporting Goods/Services Tax and
Harmonized Sales Tax in Canada
Article • 03/31/2022
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. Use the GST/HST Internet File Transfer batch job to
generate the .tax file.
See Also
Canada Local Functionality
Finance
Setting Up Finance
Reporting Sales Tax in Canada
Work with Business Central Set Up Calculations and Posting Methods for Value-Added
Tax

Article • 03/31/2022
When you first start using Business Central, you can run an assisted setup guide to
quickly and easily set up sales tax information for your company, customers, and
vendors. In a matter of minutes, you are ready to create sales documents and purchase
documents with sales tax calculated correctly. Just search for the Set Up Sales Tax
assisted setup guide, and then follow the steps in the guide. This includes specifying the
accounts that you want to use for sales tax for sales and purchases.
We recommend that you choose to apply the new tax area to your own company
information. If you also choose to apply it to customers or vendors, you'll be asked if
you want to set a filter for which customers or vendors you want to apply the
information to. For example, you can choose to apply the tax area to those customers
that are in your own city or county, or to all customers.
Who you assign the tax area codes to will determine the taxes that are calculated on
your sales and purchasing transactions.
If you move to the empty My Company, we recommend that you start by using each of
the assisted setup guides, including the one for sales tax. If you prefer to set up sales tax
yourself, this article explains what you have to take into consideration. But we
recommend that you work closely with your tax advisor.
Tax 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 tax area for Miami, Florida, 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. Hover over a field to read a
short description.
See Also
Finance
Setting Up Finance
Sales Tax and Goods and Services Tax in Canada
Set Up Sales Tax - Watch a Video

Set Up Unrealized Sales Tax and Sales
Payment Discounts in the Canadian
Version
Article • 02/15/2022
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.
７ 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

2. On the General Ledger Setup page, on the General FastTab, fill in the fields as
Field Description
Pmt. Disc. Select to calculate the payment discount on amounts excluding sales tax.
Excl. Tax
Adjust for Select to recalculate the tax amounts when you post payments that trigger
Payment payment discounts.
Disc.
This field is used in the context of VAT, not sales tax.
Field Description
Unrealized Select if any of your sales tax jurisdictions allow you to pay your sales tax after
VAT you have been paid. If you do not select this check box this function will be
blocked for all sales tax jurisdictions.
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.
Field Description
Field Description
Unrealized <Blank> – The unrealized tax feature is not used for this tax jurisdiction.
Tax Type
–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
Unreal. Tax The general ledger account that you want to use to post calculated
Acc (Sales) 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 The general ledger account that you want to use to post calculated
Acc unrealized tax on purchase transactions. Important: This field is available on
(Purchases) 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. The general ledger account that you want to use for posting calculated
Rev. unrealized reverse-charge tax on purchase transactions. Important: This field
Charge is available on the Tax Jurisdiction page, but it is not shown by default. To
(Purch.) 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
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.
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 set up maximum tax correction amounts

link.
2. On the Sales Receivables Setup page, on the General FastTab, select the Allow Tax
Difference check box.
related link.
5. On the Purchases & Payables Setup page, on the General FastTab, select the Allow
Tax Difference check box.
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.
７ Note
In this field, if you enter USD 5, you may correct tax amounts by up to five
dollars. To use the tax difference function, an amount must be entered in the
Max. Tax Difference Allowed field.
See Also
Finance
Setting Up Finance

Set Up Use Tax and Purchase Tax in the
Canadian Version
Article • 02/15/2022
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

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 The tax area code of the vendor. Important: This field is available on the
Code 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.
Field Description
Tax The company's tax exemption number. You can enter a maximum of 30
Exemption alphanumeric characters. Important: This field is available on the Purchase
No. 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 The tax code for the province. Important: This field is available on the
Tax Area Purchase Header page, but it is not shown by default. To select the field, you
Code 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.
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 The tax jurisdiction code for the tax detail entry.
Code
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.

To set up purchase tax for a company
2. On the Company Information page, on the Tax FastTab, fill in the fields as
Field Description
Tax Area The company's tax area code. The tax area code is used in conjunction with a
Code tax group code field and the Tax Liable field to find the necessary information
for calculating sales tax.
Exemption alphanumeric characters.
No.
Provincial The tax code for the province.

Tax Area
Code
To set up purchase tax for a location

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 Select to specify whether the tax information included on this location record
For Tax is to be used for sales tax calculations on purchase documents.
Calculation
Tax Area The tax area code for the location. The tax area code is used in conjunction
Code with a tax group code field and the Tax Liable field to find the necessary
information for calculating sales tax.
Exemption alphanumeric characters.
No.
Field Description
Provincial The tax code for the province.

Tax Area
Code
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.
７ Note
This check box must be selected if the tax paid is not recoverable.
See Also
Finance
Setting Up Finance

Create Deposits in the Canadian Version
Article • 02/15/2022
７ Note
New capabilities for creating bank deposits are available in Business Central 2022
release wave 1 for a lot of country/region versions. If you were using Business
Central in the United States, Canada, or Mexico before that release, you might be
using the earlier capabilities. You can continue, but the new capabilities will replace
the old ones in a future release. To start using the new features right away, your
Update: Standardized bank reconciliation and deposits. For more information, see
Create Bank Deposits.
You can make bank deposits to maintain a transaction record that contains information
that can be applied to outstanding invoices and credit memos.
The Deposits page specifies bank deposit information such as the bank account
number, total deposit amount, deposit lines, posting date, document date, department
code, currency code, and bank deposit notes. You can use the page to create new bank
deposits, post deposits, print deposits, view deposit comments, or view a report that
shows the deposit amount to reconcile.
The Deposit report displays customer and vendor deposits with the original deposit
amount, the amount of the deposit that remains open, and the amount applied. The
report also shows the total posted deposit amount to reconcile.
Bank deposit lines contain information about the individual deposited items, such as
checks from customers. This information includes the document date and number,
account type and number, and amount. The total of the amounts on the lines must add
up to the total amount of the deposit.
After you have filled in the deposit information and lines, you must post it in order to
update the relevant ledgers, such as the bank ledger, general ledger, or customer
ledger. Posted deposits are stored for future reference and can be viewed on the Posted
Deposits page.
To create a deposit
1. Choose the icon, enter Deposits, and then choose the related link.
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 The bank account number for the deposit.

No.
Total Deposit The total deposit amount posted to the bank ledger.
Amount
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 The account type.

Type
Account The unique identification account number that is associated with the selected
No. account type, to which the entry will be posted.
Description The journal line entry description.
Document The journal line entry document date.

Date
Document The journal line entry document type.

Type
Document The journal line entry document number.

No.
Credit The total credit amount on the journal line.

Amount
5. Optionally, choose the Dimensions action, and then add dimensions on the
Dimension Set Entries page.

 Tip
To post a bank deposit as single bank account ledger entry with the total sum
of amounts in the bank deposit lines, turn on the Post as Lump Sum toggle
on the bank deposit. To post as lump sums for new bank deposits by default,
on the Sales & Receivables Setup page, turn on the Post Bank Deposits as
Lump Sum toggle.
７ Note
You can post a deposit only if the amounts in the Total Deposit Lines and
Total Deposit Amount fields are equal.
Next, you can use the Deposit Test and Deposit reports to reconcile your posted
deposits with outstanding invoices and credit memos.
See Also
Finance
Setting Up Finance

Credit Transfer
Article • 03/31/2022
７ Note

７ Note

Extension

Transfer format
 Tip

７ Note



methods


money transfers.
７ Note

customer by check.
Refunds.
７ Note
 Tip
requires.
choose Save.
７ Note
choose Save.

exported.
action.
７ Note
be re-exported.
link.

See Also
Managing Payables

Print Troubleshooting Reports in the
Canadian Version
Article • 02/15/2022
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 and only in Business Central Spring 2019 and earlier.
You can print these reports and send them to your Microsoft Certified Partner to help
resolve issues with your Business Central implementation.
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.
it on the screen.
See Also
Finance
Setting Up Finance

Work With GIFI Codes in the Canadian
Version
Article • 02/15/2022
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.
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
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.
７ 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
Finance
Setting Up Finance

Czech Local Functionality in the Czech
Version
Article • 06/15/2023
The following topics describe the local functionality in the Czech version of Business
Central.
Feature availability
Core Localization Pack for Czech (Extension) Available Now
Advanced Localization Pack for Czech (Extension) Available Now
General
General Available Now
Best Practices Available Now
Core Finance
Finance Available Now
Year Close Operations Available Now
General Ledger Entries Application Available Now
Exchange Rate Update Available Now
VAT
Finance - VAT Available Now
VAT Control Report Available Now
Fixed Assets
Fixed Assets Available Now
Fixed Asset Localization for Czech (Extension) Available Now
Banking and Payments

Bank Feature Available Now
Cash Desk Management Available Now
Cash Desk (Extension) Available Now
Registration of Sales (EET) Available Now
Advances Available Now
Payables and Receivables

Payables and Receivables Available Now
Intrastat Available Now
Compensation (Extension) Available Now
Inventory
Inventory Available Now

investigated
Modern Intrastat solution for CZ - planned for 2023 release wave 2
Advance Payments - Posting preview of tax documents - planned for 2023 release
wave 2
Intercompany posting cues to the Accountant CZ Role Center - planned for 2023
release wave 2
Direct Transfer: Adding general Business Posting Groups and reports
improvements - planned for 2023 release wave 2
Alert .
See also
Start a free trial!

Core Localization Pack for Czech
(Extension)
Article • 06/09/2022
This extension adds features to Business Central that help companies meet the
requirements of Czech accounting and tax legislation and best practices.
Finance
Corrections Posting (red storno) Available Now
Statutory Company Information Available Now
Internal Financial Documents Available Now
Accounting Output Documents Available Now
Account Schedule feature Available Now
Statutory Statements Available Now
Year Closing Operations Available Now
Exchange Rate Updating Available Now
WIP Extended Posting Available Now
VAT
VAT Date Available Now
VAT Statement Available Now
Supplementary VAT Statement Available Now
VIES Available Now
VIES - CZ Export Available Now
Unreliable Payer Available Now
VAT Exchange Rate Available Now
Reverse Charge - setup and posting Available Now
VAT Control Report Available Now
VAT Reports Available Now
VAT correction in Local Currency Available Now
Banking and Payments

Electronic registration of sales (EET) Available Now
Local Banking Feature - symbols and payments Available Now
Payables and Receivables

Exchange Rates Adjustment feature Available Now
Multiple payables/receivables accounts Available Now
Customers/Vendors Reconciliations Available Now
Sales correcting documents Available Now
Contacts Actualization from ARES Available Now
New design of output documents Available Now
Intrastat
Intrastat Engine Setup Available Now
Posting Sales, Purchase or Transfer transaction Available Now
Preparing Intrastat Journal Available Now
Intrastat Report Export to CSV Format Available Now
Inventory
Rounding Account in Inventory Available Now
Inventory – G/L reconciliation Enhancements Available Now
Advanced features of the physical inventory Available Now
Inventory Operations Document Available Now
Inventory Counting Document Available Now
General
Extended User Control Available Now
G/L Account Group – Multi-circuit Accounting Available Now
Check of Posting Group changing – Customer, Vendor, item, bank
account Available Now
Check of output in inventory – time sequence Available Now
Inventory Movement Templates Available Now
Templates for inventory Operations – Stockkeeping Unit Templates Available
Now
See Also
Czech Local Functionality
Finance

Advanced Localization Pack for Czech
(Extension) in the Czech Version
Article • 06/09/2022
This extension adds features to Business Central that help companies meet the
requirements of Czech accounting and tax legislation and best practices.
Finance
General Ledger Entries Application Available Now
Inventory
Posting groups in transfer orders Available Now
Small regulatory features and best practices

Mandatory returning of exact costs in Manufacturing Available Now
Default Business Posting Group in Manufacturing Available Now
Default Business Posting Group in Assembly Orders Available Now
Automatic creation and update of dimensions Available Now
Additional fields on item ledger entries and value entries Available Now
Gen.Prod.Posting Group from SKU Available Now
Skip Update SKU on Posting Available Now
Nonstock Item Numbering Available Now
See Also
Finance
Finance in the Czech Version
Article • 09/30/2022
In the Czech Republic, you can track and manage your finances with these specific
Business Central features.
Corrections posting (Red Storno)

According to legal requirements, costs and revenues are typically only posted to either
the debit or credit side of a general ledger (G/L) account. Companies in Eastern Europe
usually enforce accounting policies requiring you to post certain inventory and G/L
transactions as corrections. The reason for this is that auditors and revenue authorities
conduct accounting controls against this rule.
The purpose of the corrections posting feature is to allow the:
Accounting manager to enforce corrective posting on desired G/L accounts.

Accounting manager to enforce corrective posting in inventory postings (such as
negative transfer entries and expected costs posting).
Accounting manager to enforce corrective posting of canceling in fixed assets.
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
statutory requirements for such documents are set by local legislations. It is possible to
divide such requirements into roughly three groups:
Company officials' names must be present on some internal and external

documents.
Document footers, which the majority of external documents must contain,
consists of basic company information, usually in the company's partner language.
Registration numbers must be visible in internal and external documents.
This statutory company information feature provides a solution for each group
requirements. You can:
Define company officials and designate them as General Manager, Accounting

Managers, and Finance Managers for use in internal and external documents.
Define document footers in different languages, which can be used on different
reports and documents.
Store additional company registration numbers and other registration information
on the Company Information page for use in documents.
Internal financial documents

Users perform general ledger operations and must have the capability to print
documents for these operations, in a layout in compliance with legal requirements. You
may also want to print a document for posted general ledger operations. For these
reasons, this internal financial documents 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 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 value-added tax (VAT) reconciliation
All payments on hold
Open customer entries at date
Open vendor entries at date
Fiscal year balance – standard adjusted report
Trial balance by period – standard adjusted report
Financial reports
As one of the most extensively used features for analysis and reporting, Eastern
European countries/regions often ask for the following improvements of the standard
financial reports feature:
Common list of expressions – This capability creates named lines for use in
formulas in all financial reports. This is achieved by defining one of the financial
reports as a common list of expressions called a shared financial report.
Saving results (current state) of analysis – This improvement enables you to store
results of analysis to use later in financial reports, modification of results, and the
retrieval of results.
Formula drill-down – With this capability you can drill down on the results of
formulas, including totalling type formulas. When you drill down on the result of a
formula, you'll see a new page containing the list of elements used to calculate the
results and their description.
Additional data sources – In addition to being able to perform analysis on G/L
entries, now you can also perform analysis on VAT, customer, vendor, and value
entries.
Statutory statements
Companies must create financial statements according to accounting law 563/1991,
specifically the balance sheet and the profit and loss statement. The statutory
statements feature enables the creation of those reports:
Balance sheet
Income statement
These reports use the financial report 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, and when negative options.
Users typically want to map defined balance sheet and profit and loss statements to
Microsoft Excel file templates with the necessary design for a statement printout. This
feature provides the new setup of Excel templates and statement file mapping so you
can export financial report 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
With the WIP extended posting feature, you can correctly perform Czech WIP and
production posting. That means you can set up a combination location and inventory
posting group for the consumption, work in progress, change of semi-finished product,
and change of product accounts.
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 additional finance features available for the
Czech Republic.
Topic Description
Year closing Helps you close or open the required account books to comply with accounting
operations legislation at the end of the fiscal year.
General In addition to the application of customer and vendor ledger entries, the general
ledger ledger entries application has been introduced. With it, you can work with
entries temporary and transfer accounts in the general ledger.
application
Exchange Makes it possible to automatically update currency exchange rates from the
rate external service provided by the ČNB (Czech National Bank).
updating
See also

Year Closing Operations in the Czech
Version
Article • 02/15/2022
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
Finance

General Ledger Entries Application in
the Czech Version
Article • 02/15/2022
Apart from the application of customer and vendor ledger entries, a new functionality
for general ledger 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
Finance

Updating Exchange Rates in the Czech
Version
Article • 02/15/2022
The company is allowed to automatically update currency exchange rates using the
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
Finance

Finance - VAT in the Czech Version
Article • 06/30/2021
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/regions. 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

VAT Control Report in the Czech Version
Article • 06/30/2021
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.
Key features
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
VAT Statement
Finance

Fixed Assets in the Czech Version
Article • 02/15/2022
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
Finance

Fixed Asset Localization for Czech
(Extension)
Article • 06/09/2022
This extension adds Fixed Asset features to Business Central that help companies meet
the requirements of Czech accounting and tax legislation and best practices.
Fixed Assets Tax Depreciation Available Now
Calculation of depreciation basis in Fixed Assets Available Now
Fixed Assets Depreciation Holidays Available Now
Two steps Fixed Asset acquisition Available Now
Fixed Asset Posting of Disposal Available Now
Fixed Assets Clasification - Clasification codes Available Now
Fixed Asset location/responsible history report Available Now
Fixed Assets Reporting Available Now
See Also
Local Banking Feature in the Czech
Version
Article • 02/15/2022
This feature provides improved efficiency and prevents users from making mistakes
when 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
Finance

Banking Documents Localization for
Czech (Extension)
Article • 02/15/2022
Provides functionality for Banking Documents in Business Central for the Czech
Republic. Banking Documents app allows you to create Payment Orders and Bank
Statements documents in a form that respects local practices. You can use an unlimited
number of bank accounts of various banking institutions and in different currencies. You
can import and export bank files from/to the banking software. This feature provides
improved efficiency and prevents users from making mistakes when entering the
customer and vendor bank account data by capturing the bank specific information and
eliminating the need to re-enter it every time.
The extension provides the following key features:
Create, issue and export a payment order

Create, import, and issue a bank statement
Bank statement rollover into a payment journal
Pairing entries in the payment journal and posting
See Also
Finance
Cash Desk Management in the Czech
Version
Article • 02/15/2022
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
Finance

Cash Desk Localization for Czech
(Extension)
Article • 06/09/2022
In the Czech version of Business Central, the Cash Desk functionality helps companies
with the legislation requirements and best practices in cash desk operations.
The Cash Desks and Cash Documents features allow you to define cash accounts and
cash desks for the physical receipt and money withdrawal. Each cash desk must have a
separate number series of the cash documents. You can set up separate number series
for the receipt cash documents and withdrawal cash documents. The cash desk cases
are pre-defined cases to simplify data entry. You can specify individual user authorized
to operate with the particular cash desk and transmit cash desks between users.
Key features
Cash desk setup, cash desk users
Receipt cash document, withdrawal of cash documents and their posting
Cash desk cases used as templates for usual accounting transactions
Payment application with customer and vendor ledger entries
Payment Application with advance invoices
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
Finance

Registration of Sales (EET) in the Czech
Version
Article • 02/15/2022
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
Finance

Advance Payments and Invoices in the
Czech Version
Article • 02/15/2022
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/region.
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
Finance

Advance Payments Localization for
Czech (Extension)
Article • 02/15/2022
The Advance Payments extension is used in Business Central to create invoices and
make payments before goods or services are delivered. The Advance Payments solution
helps companies meet regulatory requirements for registration and posting Advanced
Payments (Prepayments) include VAT requirements in the Czech Republic.
The Advance Payments functionality allows you to receive Advance Invoices from
suppliers, issue Advance Invoices to customers, make Advance Payments including
payments subject to VAT and drawdown Advance Payments on receipts. It also provides
tax documents required by legislation, outputs for financial statements and VAT reports.
The module includes:
Sales and Purchase Advance Invoices

Advance Payments received and issued
Tax Documents and Tax Credit Notes for Advance Payments received or issued
Main functions of the module:
Creation of Sales or Purchase Advance Invoices according to the settings of

Advance Payment Templates
Create advances from Sales Orders based on a percentage or amount entered
Proposing advances into a Payment Order and, on the other side, payment of
advances by the bank
Connection to the Cash Desk module for the possibility of paying advances by
cash
Issue and print Advance Tax Documents for Advance Payments automatically or
manually
Managing the use of paid advances by the final invoice
The ability to close unused advances including a tax settlement
Working with foreign currency, exchange rate differences between Advance
Payment and Invoice
Possibility to unassign payment to Advance Invoice or additional linking
Option to unlink final invoice to Advance Payment or additional linking
Reports for recapitulation of payments and drawdown of advances, reports for
recapitulation of VAT on advances
See Also
Finance
Payables and Receivables in the Czech
Version
Article • 02/15/2022
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
Finance

Intrastat in the Czech version
Article • 04/03/2023
The standard Intrastat feature doesn't transfer all and only valid transactions into the
Intrastat journal. This results in a lot of manual work necessary to exclude and include
excess and missing transactions, which often results in errors. According to the
requirements of the Czech Republic, the standard Intrastat feature needs the following
improvements:
Particular options in the Intrastat engine need to be parameterized.

Handling of supplementary measure units needs to be improved.
Calculating Intrastat amount and statistical amounts must be improved.
The Get Intrastat Entries batch needs to be improved.
Export of Intrastat reports to .csv files according to local requirements.
This feature improves the data transferred into the Intrastat journal and prepares the
environment for correct Intrastat reporting.
Intrastat engine setup

Additional Intrastat engine general parameters setup allows you to:
Set mandatory fields of Intrastat transactions in sales, purchase, and transfer

transactions.
Set where the particular parts of Intrastat data related to items should be taken
from, either item or posted entry and which item attributes will be mandatory in
sales, purchase, and transfer transactions.
Specify whether the system should ignore item charges related to sales, purchase,
and transfer transactions. For example, not including them in Intrastat or statistical
amounts.
Define whether and how the statistical amount is calculated.
Select Intrastat rounding type to set how Intrastat and statistical amounts are
rounded.
Set foreign currency exchange rates for Intrastat reporting.
Set the object for the Intrastat report export.
New setup tables

New setup tables have been added for the following:
Statistic indications
Specific movements
Intrastat delivery groups
More setup for Intrastat

More setup for Intrastat enables you to do the following:
Set a country/region code for entry and exit points.

Set Tariff number supplementary units of measure if you have to report Tariff
numbers in supplementary units of measure.
Set whether specific item charges must be included in Intrastat amount or Intrastat
statistical value or both.
Set Intrastat behavior for shipment methods. Select to include or exclude item
charges for specific shipment methods and Intrastat delivery groups for reporting.
Set an area value in a Location card.
Set default values and enforce company policies following additional Intrastat data
available on Customer and Vendor cards.
On the Item card define and add Intrastat data that includes statistic indication and
specific movement.
Create a special foreign currency exchange rate setup and object for the export
setup for each Registration country/region.
Post sales, purchase, or transfer transactions

To identify and enter attributes of sales transactions that will be used in Intrastat
reporting, you need to follow these steps:
Verify Intrastat data (Transaction Type, Specification and Transport Method, etc.) on
the Foreign Trade tab. This data is 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.
Identify the Physical Movement in the correction (Credit-Memo) documents using
the Physical Transfer field.
You can manually exclude an Intrastat Transaction from Intrastat reporting using
the Intrastat Exclude field.
Verify 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.
Assign Item Charge to the sales line and include/exclude its value to Intrastat
Amount and Statistical Amount.
During the posting, the system transfers all Intrastat relevant information to Item
Ledger Entry.
During the posting, the system displays an error if any mandatory Intrastat field in
Stat. Reporting Setup form isn't filled in. This error prevents the user from posting
the transaction.
Prepare the 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/Region 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 following occurs:
The system considers the Item and Job ledger entries created by transactions
identified as an Intrastat transactions.
The system ignores sales and purchase Intrastat transactions with the EU-3 Party
Trade flag.
The system includes Intrastat transactions with entry and exit points in EU
countries/regions.
The system includes sales and purchase documents, such as credit memos that are
posted with the Correction check box as inserted in the Intrastat journal. These
documents are the same type as the documents they're correcting, but with the
opposite sign for non-physical transfer documents and the opposite type for
documents marked as physical transfer.
The system excludes the reversed Intrastat transactions (using Undo
Receipt/Shipment) from reporting.
The system ensures 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.
The system ensures the use of the Supplementary units of measure while
preparing the Intrastat journal lines.
The system makes sure the correct data source is used for Tariff number, Net
weight, and Country/Region of origin according to Stat. Reporting setup.
Export Intrastat report to CSV format

Exporting Intrastat reports to .csv files according to local requirements (for INSTATDESK
and INSTATONLINE applications) was added to the Intrastat journal. Export use object
for export based on setup in Stat. Reporting Setup or Registration Country/Region.
See also
Finance

Compensation Localization for Czech
(Extension)
Article • 02/15/2022
The Compensation solution helps companies for offsetting receivables and payables.
Compensations are used when the company's customer is also its supplier.
Entries to be counted can be entered manually or automatically from the Compensation
Card. In addition, there are functions to mark entries to count and recalculating the
balance.
There is also a print-out of the Agreement on Mutual Settlement of Receivables and
Payables under Czech legislation.
Key features
View Balance as Vendor/Balance as Customer – to view the balance as vendor on
a customer card and the balance as customer on a vendor card, users must set a
customer and vendor business relation with a contact to indicate to the system
that even though particular company is registered as a vendor and as a customer,
it is in fact the same company.
Compensation Setup – Compensation Nos., Compensation Bal. Account No., etc.,
Compensation Card – lines for compensation,
Function - Suggest lines for compensation, Release,
Agreement on Mutual Settlement of Receivables and Payables printout,
Compensation posting – posted Compensation is created, entries application is
posted.
See Also
Finance

Inventory in the Czech Version
Article • 02/15/2022
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
Finance
Extended User Control in the Czech
Version
Article • 02/15/2022
The majority of companies in the Czech Republic request the following improvements to
be implemented in user setup and control.
New functionality on the User Setup page in combination with the new User Setup
Lines table allows you to set and provide the following control:
Assign a user to an employee number.

Set the Cash Resp. Ctr. filter for cash desk operations
Check document date at posting against work date or system date
Check posting date at posting against work date or system date
Check access to payment orders – checks allowed bank accounts for payment
orders (on lines)
Check access to bank statements – checks allowed bank accounts for bank
statements (on lines)
Check bank accounts allowed for posting (on lines)
Check access to journal templates – check allowed journal templates for all journal
types (on lines)
Check dimension values allowed for posting (on lines)
Check location code allowed for posting separately for quantity increase and
quantity decrease (on lines)
Check location code allowed for document release separately for quantity increase
and quantity decrease (on lines)
Check usage of warehouse net change templates at posting in item journals
Allow posting to closed periods
Allow complete job
Allow item un-apply functionality
See Also

Small Regulatory Features and Best
Practices in the Czech Version
Article • 02/15/2022
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

Denmark Local Functionality
Article • 06/15/2023
The following topics describe the local functionality in the Danish version of Business
Central.
Auditing
Export the SAF-T audit file format planned for August 2023
Standard Chart of Account - planned for August 2023
Upload of CSV file with accounting data to Regnskab Basis - planned for August
2023
VAT
Print VAT Reconciliation Reports Available Now
VAT-VIES Reporting Available Now
VAT Registration Number Setup for Intrastat
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

investigated
Mandatory digital vouchers - planned for 2023 release wave 2
Electronic invoicing with NemHandel - planned for January 2024
E-submission of VAT return - planned for 2023 release wave 2

Registration for the Nemhandelsregisteret - planned for 2023 release wave 2
Notification for the Nemhandelsregisteret registration - planned for 2023 release

wave 2
5-years keeping data compliance - planned for 2023 release wave 2
７ Note
A new Danish bookkeeping act enforcing the use of digital bookkeeping

systems went into place in July 2022. However, although the law is approved,
the details on how it will be implemented by businesses and ERP systems is
being released by the Danish Business Authority in phases. Microsoft will be
following guidelines to ensure our Microsoft Dynamics 365 Business Central
and Microsoft Dynamics 365 Finance solutions are certified within the
parameters as deadlines are set. All updates to Dynamics 365 will be made
available through our standard product release cycles. More information will
be made available in this article.
See Also
Start a free trial!

Print VAT Reconciliation Reports
Article • 02/15/2022
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.
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 Select to print a line for each general ledger account that transactions are
Transactions posted to. You can use this option for both single accounts and multiple
without VAT 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.
it on the screen.
See Also

VAT-VIES Reporting in the Danish
Version
Article • 05/09/2022
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 EC Sales List
report.
Set up VAT registration numbers

To report VAT-VIES correctly, you must enter a plain VAT registration number in the VAT
Registration No. on Customer and Vendor cards. That means you cannot add country
codes or other shortcuts since the VAT-VIES reporting requires plain VAT number for
clients. It's different for Intrastat, so you can set up exactly how you want VAT
registration numbers to be generated for Intrastat in the Intrastat Setup page. For more
information, see VAT Registration Number Setup for Intrastat.
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 EC Sales
List report creates a file that you can then upload to the tax authorities at the
www.skat.dk site. Before you create the file, you can verify your customers’ VAT
registration number online. The tax authorities also recommend that you do not submit
large files to the online portal. If your declaration consists of more than 1,000 lines, it is
recommended that you submit several smaller files instead. For more information, see
the tax authorities’ website .
See Also
About the EC Sales List Report
Print VAT Reconciliation Reports

VAT Registration Number Setup for
Intrastat in the Danish Version
Article • 09/30/2022
７ Note

） Important
In Denmark, the VAT-VIES requirements mean that you specify a unique VAT number in
the VAT Registration No field on the customer or vendor cards. But reporting for
Intrastat requires a VAT registration number in the submitted files that consists of the
country code and the VAT registration number.
To set up VAT registration numbers for Intrastat

1. Choose the icon, enter Intrastat Setup, and then choose the related link.
2. To specify how the VAT number for customers will be created in the Intrastat file,
choose one of the available options in the Customer VAT No. on File field. Hover
3. To specify how the VAT number for vendors will be created in the Intrastat File,
choose one of the available options in the Vendor VAT No. on File field.
You can choose between the following options:

VAT registration number
Country code + VAT registration number
VAT registration number without the country code
Depending on your choices, the relevant numbers will be concatenated from the values
of the VAT Reg. No. and EU Country Code fields.
See also

FIK Details in the Payment
Reconciliation Journal
Article • 02/15/2022
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 Description
Text
Matching The amount paid covers exactly the remaining amount on an unpaid sales
Amount 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 The system has not found any unpaid or paid sales invoices with a FIK number
FIK Number that matches the FIK number on the payment.
Duplicate FIK The system has discovered that there are payments that have similar FIK
Number numbers.
Invoice Already The system has discovered that a FIK number on a payment matches a sales
Paid invoice that is fully applied and closed.
See Also

The Payments and Reconciliations (DK)
Extension
Article • 03/31/2022
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.
７ 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

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.
Combination Type 01 Type 04 Type 71 Type 73
Giro Account No. or FIK Giro Account Giro Account FIK Creditor FIK Creditor
Creditor No.? No. No. No. No.
Allows Message to Recipient? Yes No No Yes
Contains Payment Reference No Yes, 16 digits. Yes, 15 digits. No

number?
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
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
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.
To use the extension to export payment data

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.

See also
Customizing Business Central for Business Central Using Extensions

OIOUBL Electronic Invoicing Overview
Article • 11/14/2022
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.
Learn more about OIOUBL electronic invoicing at 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. Learn more at
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. Learn more at 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
In the online version of Business Central and the web client for on-premises versions,
the XML file is created in your Downloads folder. For on-premises versions, the XML file
is stored in the location defined on the Sales & Receivables Setup page.
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
Set Up OIOUBL
Set Up Customers for OIOUBL
Create Electronic Documents by Using OIOUBL

Article • 02/15/2022
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

2. Open the customer that you want to enable for OIOUBL.
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 Enter the account code for the customer.

Code
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 Specifies the profile that this customer requires for electronic documents if this
Profile is different from the default profile that you specified on the Sales &
Code Receivables Setup page.
OIOUBL Specifies if this customer requires a profile code for electronic documents. Tip: If
Profile the OIOUBL Profile Code Required field is selected, you cannot post a sales
Code document for this customer unless you have specified a profile.
Required
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
Set Up OIOUBL
Create Electronic Documents by Using OIOUBL

Set Up OIOUBL
Article • 09/16/2022
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.
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.
 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.

Code
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 Specifies the profile that this customer requires for electronic documents if this
Code is different from the default profile that you specified on the Sales &
Receivables Setup page.
Profile Specifies if this customer requires a profile code for electronic documents.
Code
Required 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

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

The OIOUBL Extension for Electronic
Invoicing in Denmark
Article • 08/29/2022
When you sell goods or services to customers in the Danish public sector, you must
submit documents to the customer electronically in an XML file that is structured to
meet the requirements of one or more Offentlig Information Online - Universal Business
Language (OIOUBL) profiles.
The OIOUBL extension in Business Central makes it easy to generate these XML
documents for posted sales and service invoices, credit memos, and issued reminders
(which include finance charge memos).
The current requirements for sending electronic invoices are based on UBL version 2.0
standard. For more information, see the https://aka.ms/OasisUblSite web site.
For more information about OIOUBL in general, see the website for Online OIOUBL
Documentation , and the Digitaliseringsstyrelsen website.
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 OIOUBL 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
Set Up the OIOUBL Extension
Create Electronic Documents in an OIOUBL Format

Create Electronic Documents by Using
OIOUBL
Article • 11/14/2022
When you sell goods or services to a customer in the public sector, you must submit
documents electronically. You can create the following electronic documents:
Invoices
Credit memos
Reminders
Finance charge memos
Before you can create the electronic documents though, you must set up your
customers for OIOUBL. Learn more at 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

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.
７ 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.
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.
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,
７ Note
In the online version of Business Central and the web client for on-premises
versions, the XML file is created in your Downloads folder.
See also
Set Up OIOUBL

The Payroll Data Definitions (DK)
Extension
Article • 08/29/2022
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.

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

Finland Local Functionality
Article • 03/17/2023
The following topics describe local functionality that is unique to the Finnish version of
Business Central.
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

investigated
Automatic account codes delivered as an app 2023 Wave 1
Alert .
See Also
Start a free trial!
Print Finnish Intrastat Reports
Article • 09/30/2022
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.
７ Note

） Important
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

Print VAT Information on Invoices
Article • 02/15/2022
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
Set Up Posting Groups

VAT-VIES Declaration in Finland
Article • 03/02/2022
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
About the EC Sales List Report

Article • 02/11/2022
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
Set Up Bank Reference Files
Generate Payment Files
Disregard Payment Discounts

Generate Payment Files in the Finnish
Version
Article • 02/15/2022
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

Set Up Bank Reference Files in the
Finnish Version
Article • 02/15/2022
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.
Field Description
No. Specifies a bank account code.
Inform. of Appl. Cr. Select to display credits applied to invoices on the payment recipient's
Memos account statement.
3. On the Foreign Payments FastTab, fill in the fields as described in the following
table.
Field Description
Due Date Select how due date processing should be applied to foreign payments.
Handling
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 Select a default service fee code for foreign banks.

Service Fee
Code
Default Select a default payment method for foreign payments.

Payment
Method
Field Description
Exchange Enter the exchange rate contract number.

Rate Contract
No.
Allow Comb. Select to combine all foreign payments made to one recipient in one day from
Foreign Pmts. the same bank account.
4. On the SEPA FastTab, fill in the fields as described in the following table.
Field Description
Bank Enter a SEPA bank party ID. Note: This field is only used for the SEPA pain.001.001.02
Party ID standard.
File Enter the full path of the SEPA payment file. Note: This field is only used for the SEPA
Name 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.
See Also

SEPA Credit Transfer Payments in the
Finnish Version
Article • 02/15/2022
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

Article • 02/15/2022
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

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.
７ Note
When you apply one payment to multiple invoices, the feature to ignore payment
discount at full payment is not supported.
See Also
Work with Payment Tolerances and Payment Discount Tolerances

Set Up Automatic Account Posting
Groups in the Finnish Version
Article • 02/15/2022
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 Automatic Account Groups, and then choose the related
link.
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 Enter the percentage of the source line amount that is to be allocated.
Percentage
G/L Account No. Enter the general ledger account number to which the allocation
should be posted.
７ Note
The Total Balance field totals the Allocation Percentage field for automatic
account lines in a posting group. If the total allocation percent for a posting
group does not balance to zero, an error message will be displayed when the
item is posted.

See Also
Automatic Account Codes
Finance

Automatic Account Codes in the Finnish
Version
Article • 02/15/2022
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
Finance

Posting Depreciation Differences in the
Finnish Version
Article • 02/15/2022
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
Fixed Assets

France Local Functionality
Article • 06/19/2023
The following articles describe local functionality that is unique to the French version of
Business Central.
VAT
New Audit Export functionality Available Now
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
Reporting Declaration of Services DES Available Now
New Audit Export functionality 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
Sales
Deliver sales invoice with French specifics Available Now
Fixed Assets
Set Up Accelerated Depreciation Available Now
Accelerated Depreciation Available Now
Calculate Accelerated Depreciation Available Now

investigated
Electronic invoicing - planned for 2024 Wave 1
VAT declaration 2023 format - planned for August 2023
Prepayments regulatory update - planned for 2023 release wave 2
Alert .
See Also
Start a free trial!

Export General Ledger Entries for Tax
Audits in the French Version
Article • 02/15/2022
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.
７ 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
７ 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
Field Description
Starting Enter the date to use as the starting date for the time period to be covered by
Date the audit.
Ending Enter the date to use as the ending date for the time period to be covered by
Date the audit.
Include Select if you want to include opening balances in the audit report file. The
Opening balances are calculated as of the date before the first date of the period
Balances 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: <taxpayername>FEC<YYYYMMDD>
See Also
Close Years

Export General Ledger Entries to an
XML File
Article • 02/15/2022
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
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.
２ 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 in the French Version
Article • 05/09/2022
In this article, we describe how you can set up your Business Central for reporting the
Declaration of Trade in Goods (DEB) report in France.
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.
７ 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.
Intrastat requirements for DEB

For France, Intrastat management implies to separate the declaration data for the
statistical reporting and for the fiscal reporting (recapitulative statement of VAT). It is
required that Intrastat exports separetely files based on configured obligation level.
1. To export Intrastat lines correctly, choose the icon, enter Intrastat Journals and
then select the action Suggest Lines. New Intrastat journal lines will be created for
the selected period.
2. On the journal lines, fill in the necessary fields, and then choose the Export DEB
DTI+ action.
The Export DEB DTI runs. You must specify the obligation level that you want to
report. The Transaction Specification Filter field on the request page has a
predefined value that depends on the specified obligation level. The value of this
field is a filter that is applied to the Transaction Specification field of the Intrastat
journal lines.
When the report is run, only Intrastat journal lines with a value of the Transaction
Specification field that matches the Transaction Specification Filter field are processed.
The field Transaction Specification Filter is editable, so you can change its value
according to your needs. The following table outlines the currently supported values:
Level Filter
Obligation Level 11 | 19 | 21 | 29
1
Obligation Level “” (a blank filter, so that all Intrastat journal lines are processed)
2
Obligation Level “”
3
Obligation Level <>29&<>11&<>19 (lines with Transaction Specification 29, 11, 19 are not
4 processed)
Obligation Level <>11&<>19

5
Validate Intrastat lines

Run the Advanced Intrastat Checklist report to check Intrastat journal lines before they
are exported to XML. The check is run inside the Export DEB DTI report.
To enable the check

1. Choose the icon, enter Intrastat Setup and then choose the relevant link.
2. Select the Use Advanced Checklist field.
3. Choose the Advanced Intrastat Checklist Setup action.
4. Add the necessary lines with the Object Type field set to Report, and the Object Id
field set to 10821. Then set the Field No. field to a field that must be checked for a
non-empty value. Fill in the Filter Expression field if needed.
See Also

Payment Management in the French
Version
Article • 02/15/2022
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 To set up payment
statuses for a payment class.
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 To
set up payment steps for a payment class.
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.
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 Addresses
Create Payment Slips
Post Payment Slips
Archive Payment Slips
Export or Import Payment Management Setup Parameters
Making Payments

Set Up Payment Addresses in the French
Version
Article • 02/15/2022
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 Select to use this address as the default payment address. You can select one
Value default payment address.
Name The name associated with the payment address.
Address The payment address.
７ 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
Post Payment Slips

Article • 02/15/2022
To use payment management in the French version of Business Central, you must set up
payment classes to define operation types, such as bills of exchange, electronic
payments, or checks. Payment classes are defined in the Payment Slip Setup page.
For each operation type, you then define the various statuses that the operation type
can have, and you associate each status with steps to define how the payment changes
from one status to the another.
To set up a payment class

1. Choose the icon, enter Payment Slip Setup, and then choose the relevant link.
2. On the Payment Slip Setup page, choose the New action.
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. The number series code for the payment slip header.
Series
Line No. The number series code for the payment slip lines. If you leave this field
Series 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 Specify the method to handle unrealized VAT.

VAT
Reversal 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.
Field Description
SEPA Specify the SEPA export format, either Credit Transfer or Direct Debit. You
Transfer specify the export format for SEPA transfers in payment steps for the
Type payment class.
To set up payment statuses for a payment class

1. In the Payment Slip Setup page, select a payment class, and then choose the
Status action.
2. On the Payment Status page, choose the New action.
3. Fill in the fields. Hover over a field to read a short description.
For example, the RIB field indicates 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.
4. When you have defined the statuses you want for this payment class, return to the
Payment Slip Setup page.
Next, you must define steps for each payment class. The payment steps define how the
payment moves from one state to the next, such as Creation of documents, Documents
created, and Creation of payments.
To set up payment steps for a payment class

1. In the Payment Slip Setup page, select a payment class, and then choose the Steps
action.
2. In the Payment Step list, add the relevant steps for this payment class. For each
step, you can enter a maximum of 50 alphanumeric characters.
3. Choose the first step, and then choose the Edit action.
4. On the Payment Step Card page, fill in the fields. Hover over a field to read a short
description.
 Tip
The Previous Status field defines the previous status, from which the step was last
executed. The default value is 0, and the first step will have 0 as the value of the
Previous Status field.
To make a step optional and potentially repeatable, set the previous status to be
equal to the next status.
The Action Type, Export Type, and Export No. fields play together. For example, for
SEPA credit transfer files, set Export Type to 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.
If the action type of the payment step is Ledger, you must set up extra 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 appropriate. Hover over a field to read a short description.
See Also
Payment Management
Post Payment Slips

Article • 03/01/2022
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.
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.
Field Description
Currency Specify the currency code to be used for the payment lines.
Code
Posting Specify the posting date.

Date
Document Specify the document date.

Date
Amount The total amount from the payment lines. This field is updated automatically
(LCY) 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 The account type to which the payment line is posted.

Type
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.
７ 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
Field Description
Last The last payment date for the vendor ledger entries that are to be included
Payment in the batch job.
Date
Find Select to include vendor ledger entries for which you can receive a payment
Payment discount.
Discounts
Summarize The criteria for summarizing the payment line.

per
Use Vendor Select to sort the suggested payments based on the value in the Priority
Priority field on the vendor cards. For more information, see Priority.
Field Description
Available The maximum amount that is available for payments in local currency.
Amount
(LCY)
Currency The code for the currency to be included in the batch job.
Filter
12. On the Vendor FastTab, select the appropriate filters.
The payment lines are automatically created.
14. On the Payment Slip page, on the Posting FastTab, fill in the fields as described in
Field Description
Source Code The source code for the payment slip.
Department The relevant dimension code.

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
After you create a payment slip, you can generate payment files and send them to the
bank electronically.
７ Note
A payment file can be created if the payment slip displays File for the Action Type
field.
To create a payment file

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 Statuses
Set Up Payment Steps
Post Payment Slips

Export Payments
Article • 03/01/2022
The Payment Management module allows you to export your payments electronically
via a text file or XMLport.
To export payments
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

Post Payment Slips in the French Version
Article • 03/01/2022
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

2. Select a payment slip, and then choose the Edit action.
3. On the Payment Slip page, choose the Post action.
The payment slip is posted.
See Also
Payment Management

Archive Payment Slips in the French
Version
Article • 03/01/2022
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

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.
７ 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.
The payment slips are archived.
７ 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
Post Payment Slips

Export or Import Payment Management
Setup Parameters
Article • 02/15/2022
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.
To export or import payment management

setup parameters
2. On the Payment Class page, choose the Export Parameters action.
To import a parameter, choose the Import Parameter action, select the file, and
3. Choose the Save button to open the Save As page and navigate to the location
where the file should be saved.
See Also
Payment Management

General Ledger in France
Article • 02/15/2022
General ledger functionality for France is described in the below topics.
Apply General Ledger Entries

Unapply General Ledger Entries
Export General Ledger Entries to an XML File
View Ledger Reconciliations
Export General Ledger Entries for Tax Audits
See also

Apply General Ledger Entries in the
French Version
Article • 07/03/2023
７ Note
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.

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.
This effectuates the application by setting the Letter and Letter Date fields.
７ 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 in the
French Version
Article • 02/15/2022
You can unapply general ledger entries in a very straightforward way.

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

Article • 02/15/2022
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 Shows opening debit and credit balances, period debit and credit
Balance balances, and final debit and credit balances for all general ledger
accounts.
For more information, see G-L Trial Balance.
G/L Detail - Shows the general ledger transactions for all general ledger accounts.
Trial Balance - Shows the subtotals of the transactions per general ledger account.
For more information, see G-L Detail Trial Balance.
Customer - Shows the transactions of all customer accounts.

Journal - Show the subtotals of the customer transactions per period.
For more information, see Customer Journal.
Customer Shows opening debit and credit balances, period debit and credit
Trial Balance balances, and final debit and credit balances for all customer accounts.
For more information, see Customer Trial Balance.

Report Description
Customer - Shows all of the transactions for all customer accounts.

Trial Balance - Shows the subtotals of the customer transactions per account.
For more information, see Customer Trial Balance.
Vendor - Shows the transactions for all vendor accounts.

Journal - Shows the subtotals of the vendor transactions per period.
For more information, see Vendor Journal.
Vendor Trial Shows opening debit and credit balances, period debit and credit
Balance balances, and final debit and credit balances for all vendor accounts.
For more information, see Vendor Trial Balance.
Vendor Detail - Shows transactions for all vendor accounts.

Trial Balance - Show the subtotals of the vendor transactions per account.
For more information, see Vendor Detail Trial Balance.
Bank Account - Shows transactions for all bank accounts.

Journal - Shows the subtotals of the bank transactions per period.
For more information, see Bank Account Journal.
Bank Account Shows opening debit and credit balances, period debit and credit
Trial Balance balances, and final debit and credit balances for all bank accounts.
For more information, see Bank Account Trial Balance.
Bank Acc. - Shows transactions for all bank accounts.

Detail Trial - Shows the subtotals of the transactions per account.
Balance
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.
７ Note
The Options FastTab is not available for the G/L Journal batch job.
it on the screen.
See Also
Export General Ledger Entries to an XML File

View Ledger Reconciliations
Article • 02/15/2022
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.
７ 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

Specify Posting Periods In the French
Version
Article • 02/15/2022
When you specify posting periods, you limit the period in which posting is allowed.
To specify posting periods

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.
７ Note
You can define different posting periods for different users and apply a posting
period to a user on the User Setup page.
If you enter dates here, the dates entered on the General Ledger Setup page will not
apply to these users.
See Also
Fiscal Periods and Fiscal Years

Fiscal Periods and Fiscal Years in the
French Version
Article • 02/15/2022
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 Specify
Posting Periods and Understanding the General Ledger and the COA.
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 Understanding the General Ledger and the
COA.
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
Fiscally Close Accounting Periods
Fiscally Close Years
Reopen Accounting Periods
Close Income Statement Accounts

Year End Processes Overview in the
French Version
Article • 02/15/2022
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 Years.
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
Posting the year-end closing entry
Article • 02/15/2022
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

Close Income Statement Accounts in the
French Version
Article • 02/15/2022
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.
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.
See Also

Close Years in the French Version
Article • 02/15/2022
When a fiscal year is over, you must close the periods that it comprises.
To close a year
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.
２ 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
Year End Processes Overview

Article • 02/15/2022
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

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

Open a New Fiscal Year in the French
Version
Article • 02/15/2022
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

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.
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
Close Years

Post the Year-End Closing Entry in the
French Version
Article • 02/15/2022
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

2. Review the entries.
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
Close Years

Article • 02/15/2022
When a single fiscal period has been fiscally closed it might be necessary to reopen it to
post general ledger entries.
７ Note
After the year that the accounting period belongs to is fiscally closed, you cannot
reopen it.
To reopen accounting periods

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

Set Up Accelerated Depreciation
Article • 02/15/2022
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).
７ 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.
The difference between the accounting depreciation book and the tax depreciation
book is managed through the settings on the Integration FastTab on the deprecation
book card as indicated in the following table.
Depreciation book purpose Value of the Derogatory field
Accounting depreciation Switched on
Tax depreciation Switched off
The Derogatory field specifies if you want derogatory entries that are posted to this
depreciation book to be posted both to the general ledger and the FA ledger. If you
have placed a check mark in the field, you must use the FA G/L journal to post
derogatory entries.
You specify the G/L accounts that must be used in the FA Posting Group page. In the
Depreciation Book page, you specify the posting group that must be used.
If you do not place a check mark in the field, you must use the FA journal to post
derogatory entries, which will be posted only to the FA Ledger Entry table.
For the tax depreciation book, on the General FastTab, you then specify the relevant
accounting depreciation book in the Derogatory Calculation that will calculate
derogatory depreciation. The Used with Derogatory Book field in the accounting
depreciation book is updated with the tax depreciation book code.
Derogatory calculation
The Derogatory Calculation field on a depreciation book specifies if this book is used as
tax depreciation book to calculate derogatory depreciation. The specified code for the
accounting depreciation book establishes a derogatory setup.
As for the tax book, only FA entries will be posted, the check boxes on the Integration
tab cannot be checked.
When the field is blank, Business Central will use the depreciation book in a standard
way. If it is not blank, the system will calculate derogatory depreciation.
See Also
Accelerated Depreciation
Calculate Accelerated Depreciation
Set Up Fixed Asset Depreciation

Accelerated Depreciation in the French
Version
Article • 02/15/2022
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
Calculate Accelerated Depreciation
Fixed Assets

Calculate Accelerated Depreciation in
the French Version
Article • 02/15/2022
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
Field Description
Depreciation The unique identification code for the accounting depreciation book.
Book
FA Posting Specify the ending date for the depreciation calculation, if this is the first
Date 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.
Field Description
Use Force Select to use the number of days in the Force No. of Days field for the
No. of Days depreciation calculation.
Force No. of The number of days for the depreciation calculation. You can only enter a
Days 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.
Document The document number for the fixed asset journal batch. Leave this field
No. 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 The posting description for the fixed asset journal entries.
Description
Insert Bal. Select to automatically insert balancing accounts in the resulting journal.
Account 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.
The accelerated depreciation for the fixed asset is calculated.
See Also
Accelerated Depreciation
Fixed Assets

Germany Local Functionality
Article • 03/09/2023
The following topics describe local functionality that is unique to the German version of
Business Central.
VAT
Set Up Reports for VAT and Intrastat Available Now
Set Up VAT Reports Available Now
VAT Reporting Available Now
Create VAT Reports Available Now
Correct VAT Reports Available Now
Sales VAT Advance Notifications Available Now
Declare VAT-VIES Tax Available Now
EU Sales List in Germany Available Now
Banking & Payments

Print Vendor Payments List Reports Available Now
Core Finance
Export and Print Intrastat Reports Available Now
Post a Negative Entry Available Now
Process for Digital Audits Available Now
Set Up Data Exports for Digital Audits Available Now
Export Data for a Digital Audit Available Now
GDPDU Filter Examples Available Now
Upgrade a .DTD Definition File Available Now
Walkthrough: Exporting Data for a Digital Audit Available Now
Purchasing
Set Up Delivery Reminders Available Now
Set Up Delivery Reminder Terms, Levels, and Text Available Now
Delivery Reminders Available Now
Assign Delivery Reminder Codes to Vendors Available Now
Create Delivery Reminders Manually Available Now
Generate Delivery Reminders Available Now
Issue Delivery Reminders Available Now
Print Test Reports for Delivery Reminders Available Now
General
Currency Exchange Rates Available Now
Include Company Registration Numbers on Sales Reports and Purchase Reports
Available Now
Print General Ledger Setup Information Available Now

investigated
GDPdU/GoDB Update 2024 release wave 2
See Also
Certification of Business Central for German market (document is in German)
Start a free trial!

Set Up Reports for VAT and Intrastat
Article • 09/30/2022
７ Note

） Important
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
Field Description
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 Specifies the name of the report that prints for this document type. The Report
Name Name field updates based on the selection in the Report ID field.
To set up reports for Intrastat
７ 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.
Format 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
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 Specifies the name of the report that prints for this document type. The Report
Name Name field updates based on the selection in the Report ID field.

See also
Export and Print Intrastat Reports
VAT Reporting Germany Local Functionality

Set Up VAT Reports in the German
Version
Article • 02/15/2022
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

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.
See Also
VAT Reporting
Create VAT Reports
VAT Reporting in the German version
Article • 10/03/2022
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 A simple VAT report. The main VAT reporting is handled by the ELSTER functionality.
Statement The amounts are differentiated by taxable base and taxable amount.
Germany
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 the Period Date
Type to specifiy the type of date used for the period from which VAT entries are
processed in the batch job. Based on your choice, the statement can be based on
Posting Date, Document Date, or VAT Date.
Use this report together with VAT corrections.
Sales VAT Confirms that entries in the VAT statement form are also posted in general ledger
Adv. Not. accounts.
Acc. Proof
To verify VAT in sales VAT advance notifications, select the same settings for the VAT
statement form and the sales VAT advance notification.
VAT This report can be retrieved from the VAT Statement page.
Statement
Schedule 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
Set Up Reports for VAT and Intrastat

Create VAT Reports in the German
Version
Article • 02/15/2022
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 Select the appropriate VAT Report type. The default setting is Standard. If
Type 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 Specify whether the report applies to Goods, Services, or both. The

Goods/Services default is Both.
Report Period Specify the time period that the report applies to:
Type
- Month
- Quarter
- Year
- Bi-Monthly
Report Period Specify the number of the VAT period.

No.
Field Description
Report Year Specify the year that the VAT report covers.
Processing Specify the date that the VAT report is created.

Date
3. Fill in the fields in the Sign-off FastTab, including the key fields that are described
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 Specify the number of the employee who signed the VAT report
Employee No. from the lookup list.
Created by Specify the number of the employee who created the VAT report
Employee No. 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 in the German
Version
Article • 02/15/2022
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.
７ 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.
７ 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.
７ 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

Set Up and Export Sales VAT Advance
Notifications
Article • 02/15/2022
A sales VAT advance notification is an XML file that you can use to report VAT to the
German tax authorities on the Elektronische Steuererklärungen (ELSTER) online portal.
Business Central generates an XML file with tax and base amounts, and information
about your company in the format and layout that German tax authorities require.
７ 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. For more
information, see Customizing Business Central Online Using Extensions.
Set up and export sales VAT advance

notifications
To create valid sales VAT advance notification, you must set up the following
information:
The company registration information and tax office information.

Basic sales VAT advance notification on the Electronic VAT Decl. Setup page.
The VAT statement.

2. On the Company Information page, fill in the fields. Hover over a field to read a
short description.
Specifically for sales VAT advance notifications, in the VAT Representative field,
enter the contact person for VAT-related information.
To set up the electronic VAT declaration

1. Choose the icon, enter Electronic VAT Decl. Setup, and then choose the related
link.
Field Description
Sales VAT Adv. Choose the number series to use to assign identification numbers to new
Notif. Nos. sales VAT advance notifications.
Sales VAT Adv. Enter the path and name of the folder where you want to store the XML files.
Notif. Path
XML File Default Enter the name of the file.

Name
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 field.
７ 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.
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. Hover over a field to read
Ｕ Caution
If you have submitted a sales VAT advance notification as a test notification by

selecting the Testversion field, you cannot change it into a real notification
later. The tax authority will not accept the same XML file if it is submitted with
the Testversion field cleared.
Optionally, choose the Preview statement action to see a VAT statement that
shows the data that will be in the XML that you will submit to the ELSTER portal.
This view shows an amount for each element in the XML file in a human-readable
format.
７ Note
In versions older than version 19.3 and other updates that are made available
in January and February 2022), the Sales VAT Adv. Notif. Card page shows
fields and actions based on deprecated functionality in both the ELSTER portal
and Business Central. Specifically fields that are tied to stylesheets are no
longer in use, because the ELSTER portal no longer provides such stylesheets.
4. 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.
If you choose the Create and Export option, the XML file is generated and saved
to your device. If you choose the Create option, data is generated in Business
Central that will be generated as an XML file when you choose the Export action
on the Sales VAT Adv. Notif. Card page.
After the sales VAT advance notification document is created, all fields in the Sales VAT
Adv. Notif. Card page can no longer by modified, except the Description field, because
they define the content of the XML document. If you have created an XML document
and want to create a new XML document for the same period without transmitting the
existing document to the tax authority, you must delete the existing XML file and then
create the new document.
See Also
VAT Reporting

Declare VAT-VIES Tax in the German
Version
Article • 03/02/2022
Business Central includes the EC Sales List report and t, 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
Field Description
Reporting Select the time period that the report applies to. This can be a month, a
Period two-month period, a quarter, or the calendar year.
Date of Enter the date on which the VAT-VIES declaration is sent.

Signature
Corrected If selected, this field indicates that this is a corrected version of an already
Notification delivered VAT-VIES declaration.
Show If selected, the amounts of the report will be in the additional reporting
Amounts in currency. For more information, see Additional Reporting Currency.
Add.
Reporting
Currency
Field Description
Change to If selected, your company has sales of more than 100,000 euros per quarter
monthly and you must migrate from a quarterly report to a monthly report.
reporting Important: Only select this field the first time that you submit a monthly
report.
Revoke If selected, you want to switch from monthly reporting to another reporting
monthly period.
reporting
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.
７ 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 in
the German Version
Article • 02/15/2022
The Vendor Payments List report provides a list of payments for each vendor. The
report can sort payments chronologically or grouped by vendor.
７ Note
The Vendor Payments List report is available in the following markets: Austria,
Germany, Switzerland.
To print the vendor payments list report

1. Choose the icon, enter Vendor Payments List, and then choose the related link.
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
Article • 09/30/2022
７ Note

） Important
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/regions. 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

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

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

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 Export and Print Intrastat Reports

Post a Negative Entry in the German
Version
Article • 02/15/2022
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.
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

Process for Digital Audits
(GoBD/GDPdU)
Article • 02/15/2022
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.
７ 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 Description
level
Period You can specify a start date and end date for the data that will be exported. You can
filters 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.
Filter Description
level
Table You can set filters on each table in the export. For example, you can include only open
filters 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 You can include FlowFields in the export and set filters based on the period. For
filters 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
Set Up Data Exports for a Digital Audit
(GoBD/GDPdU) in the German Version
Article • 07/08/2022
You must set up data export record sources to be able to export data for a digital audit
according to the Grundsätze zum Datenzugriff und zur Prüfbarkeit digitaler Unterlagen
(GDPdU). For each data export type, you must define one or more record sources, where
each source is a table from which you want to export data.
７ Note
When someone opens Data Exports page for the first time, three data export
records with predefined settings are created with the codes GLAcc 2022, FAAcc
2022, and Item 2022. Consider these data export records ready-made templates
for exporting data from Business Central according to government requirements.
GLAcc 2022 can be used to export data related to G/L and personal data.
FAAcc 2022 can be used to export data related to fixed asset data.
Item 2022 can be used to export data related to item and invoice data.
To set up a data export

1. Choose the icon, enter Data Exports, and then choose the related link.
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 Select the number of the main table to export data from.
No.
When you enter a value in the Table No. field, the Table Name field is updated.
Field Description
Export Optional. An archive file with the necessary data will be created, containing an
Table INDEX.XML file. You can change the suggested name of the table to be used in
Name the INDEX.XML file during the 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 Specify a filter for which date field will be used in setting the start date and end
Field date of the report.
No.
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 Specify a field on which you want to set a filter.

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.
Date Specify a date filter field if the table has one.

Filter
Field If the table has more than one date filter, do not specify one in this field.
No.
Field Description
Date Specify how the date filter is to be handled:

Filter
Handing - <blank>: 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 Specify the name of the file that data from this table will be exported to.
File
Name 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.
７ Note
The INDEX.XML file contains table and field names in English based on the
names of tables and fields. The names of tables and fields are defined in
<Name> tags, and captions are defined in <Description> tags in the INDEX.xml
file.
７ Note
Table and field names will be written as-is, including any spaces, dots,
parentheses, and so on. The only characters that are removed from the names
are &, ' (single quote), " (double quote), < (less-than sign), and > (greater-
than sign).
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,
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 Contains the number of the field in the parent table. You can specify that this
Field field is related to a field in the subordinate table.
No.
To Field Contains the number of the field in the subordinate table. You can specify that a
No. field in the parent table is related to this field.
７ Note
The From Field Name and the To Field Name fields are populated
automatically.
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 in the
German Version
Article • 02/15/2022
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
Option Description
Starting Specifies the start date for the data export.

Date
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 Specifies the end date for the data export.

Date
Include Specifies if the data export must include the closing date for the period.
Closing
Date
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.
２ 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

GDPdU Filter Examples in the German
Version
Article • 02/15/2022
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.
Results of the export:
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 Table Name Period Field Period Field Table Filter
No. No. Name
17 G/L Entry 4 Posting Date
21 Cust. Ledger Cust. Ledger Entry: Posting

Entry Date=..31-12-13
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.
Table Table Period Period Table Filter Date Filter

No. Name Field No. Field Name Handling
18 Customer Customer: Net Change (LCY)= Period

<>0
21 Cust. 4 Posting Cust. Ledger Entry: Remaining End Date

Ledger Date Amt. (LCY)=<>0 Only
Entry
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 (LCY)=<>0 Period
18 Customer Customer: Net Change (LCY)=<>0 Start Date Only

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 a Digital Audit (GoBD/GDPdU)

Upgrade a .DTD Definition File for
Digital Audits in the German Version
Article • 02/15/2022
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

Walkthrough: Exporting Data for a
Digital Audit in the German Version
Article • 02/15/2022
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.

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
The German version of Business Central with the CRONUS AG demonstration

company.
The .DTD file that is required according to the GDPdU. In this scenario, gdpdu-01-
08-2002.dtd.
Story
Cassie, an accountant at CRONUS AG 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
needs the help of Sean to set up the export.
Sean is a power user with CRONUS AG and understands how the data is set up
technically with tables and fields. Therefore, Sean usually helps Cassie set up the data
exports for the auditors. From other data exports, Sean knows that the tool that the
auditors use has some requirements on what the exported files must contain, but 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 for
transactions with customers and vendors. Therefore Cassie knows that data is needed
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.
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 needed 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..

8. On the Data Export Record Definitions page, fill in the fields as described in the
following table.
Field Description
Record Select the record code, GLCUSTVEND.

Code
Description The description for the record type is added automatically, but you can
change this to General ledger, customers and vendors, for example.
Export Specify the path where the exported files will be stored.
Path
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. Cassie knows from
previous exports that data is needed 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. Cassie 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.
Cassie has described the kind of data needed, and requests Sean for help in setting up
the data export.
Setting Up the Source for the Data Export

Cassie and Sean have talked about the requirements. Cassie has explained the
comments 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 and then 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 Contains the number of the field in the parent table. In this scenario, the No.
Field No. field on the G/L Account table.
To Field Contains the number of the field in the parent table. In this scenario, the G/L
No. Account No. field on the G/L Entry table.
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 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

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.

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.
Field Field Name Field Datefilter Export Field Name

No. Class Handling
1 No. Normal No
2 Name Normal Name
21 Customer Posting Normal CustomerPostingGroup

Group
59 Balance (LCY) FlowField ..Startdate StartBalanceLCY
59 Balance (LCY) FlowField ..Enddate EndBalanceLCY
61 Net Change (LCY) FlowField Startdate..Enddate NetChangeLCYPeriod
 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
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.
Field Field Name Field Datefilter Export Field Name

No. Class Handling
1 No. Normal No
2 Name Normal Name
21 Vendor Posting Normal VendorPostingGroup

Group
59 Balance (LCY) FlowField ..Startdate StartBalanceLCY
59 Balance (LCY) FlowField ..Enddate EndBalanceLCY
61 Net Change (LCY) FlowField Startdate..Enddate NetChangeLCYPeriod
Sean has almost completed the setup, but 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. Sean notifies Cassie to start exporting data for the tax auditors.
Exporting Data for the Tax Auditors

Cassie wants to export data that can be sent 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
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, and can now submit the exported files
to the tax auditors. First, Cassie examines the files in the C:Exports folder on the
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 was 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

Set Up Delivery Reminders in the
German Version
Article • 02/15/2022
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

related link.
2. In the Default Del. Rem. Date Field field, specify one of the options described in
Option Description
Requested Specifies that the date value in the Requested Receipt Date field on the
Date reminders.
Promised Specifies that the date value in the Promised Receipt Date field on the
Date reminders.
Expected Specifies that the date value in the Expected Receipt Date field on the
Date 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.
See Also
Delivery Reminders

Set Up Delivery Reminder Terms, Levels,
and Text in the German Version
Article • 02/15/2022
To create delivery reminders, you must set up the following:

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.
To set up delivery reminder terms

1. Choose the icon, enter Delivery Reminder Terms, and then choose the related
link.
Field Description
Code The code for the delivery reminder term. You can enter a maximum of 10
Description The description for the delivery reminder term. You can enter a maximum of
Max. No. The maximum number of delivery reminders that can be created for an order.
of Delivery
Reminders 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.
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.
Field Description
No. The delivery reminder level number. This field is filled in automatically.
Due Date The formula for the due date calculation for the delivery reminder. You can
Calculation 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.
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.
3. In the Description field, enter the beginning text message for the delivery
reminder.
See Also
Delivery Reminders
Delivery Reminders in the German
Version
Article • 02/15/2022
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 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.
For every delivery reminder term, you must set up delivery reminder levels. These
levels determine how often delivery reminders can be created for a specific term.
Level 1 is the first delivery reminder that you create for an overdue delivery. Level 2
is the second delivery reminder, and so on. When delivery reminders are created,
the number of reminders that were created previously is considered, and the
current number is used to apply terms.
Delivery reminder texts messages
You must set up delivery reminder text messages for every delivery reminder level.
There are two types of delivery reminder text messages: beginning and ending.
The beginning text message is printed under the header section, before the list of
entries that are marked for reminder. The ending text message is printed after this
list.
After you have set up the delivery terms, levels, and texts, you must assign the relevant
delivery reminder codes to your vendors.
You can create delivery reminders manually or automatically. You can use the Create
Delivery Reminder batch job to create delivery reminders automatically so that you can
select the purchase orders for which delivery reminders must be created.
You can also track documents in relation to purchase order lines and sales order lines.
Business Central provides the following reports:
Issued Delivery Reminder - To view the delivery reminders for vendors.

Delivery Reminder - Test - To verify the delivery reminders before you issue them.
See Also

Assign Delivery Reminder Codes to
Vendors in the German Version
Article • 02/15/2022
In order to enable delivery reminders for overdue purchases, you must assign delivery
reminder terms to vendors.
To assign delivery reminder codes to vendors

2. Select the vendor for whom you want to set up delivery reminders, and then
3. In the Delivery Reminder Terms field, select a delivery reminder terms code for the
vendor.
See Also
Delivery Reminders

Create Delivery Reminders Manually in
the German Version
Article • 02/15/2022
delivered as expected. You can create a single delivery reminder manually, or you can
generate delivery reminders for all overdue deliveries.
７ Note
levels, and texts.
To create a delivery reminder manually

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 The number of the vendor for whom you want to post the delivery reminder.
No.
When you select the vendor number, the Name, Address, Post Code/City, and
Contact fields are filled in automatically.
Posting The posting date for the delivery reminder. This date is copied to all of the
Date delivery reminder ledger entries.
Document The document date for the delivery reminder. This date is also used to
Date calculate the due date for the delivery reminder. You can modify the posting
date if required.
Reminder The delivery reminder level. This value is based on the number of delivery
Level reminders that have already been sent.
Field Description
Reminder Specify the delivery reminder terms code that is set up for the vendor.
Terms
Code
Due Date The due date for the delivery reminder.
If there are overdue deliveries from the specified vendor, these are added to the
delivery reminder.
The delivery reminder is created. You can now issue and print the delivery
reminder.
See Also
Delivery Reminders

Generate Delivery Reminders in the
German Version
Article • 02/15/2022
delivered as expected. You can generate delivery reminders for all overdue deliveries, or
you can create a single delivery reminder manually.
７ Note
levels, and texts.
To generate delivery reminders for all overdue

deliveries
3. On the Delivery Reminder page, choose the Create Delivery Reminder action.
4. Select the appropriate filters.
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
Delivery Reminders

Issue Delivery Reminders in the German
Version
Article • 02/15/2022
After you have created delivery reminders, you must issue and print them so that you
can send reminders to vendors. Before you issue the delivery reminders, you can print a
test report.
When you issue the delivery reminders, delivery reminder ledger entries are created. You
can view the created ledger entries on the Deliv. Reminder Ledger Entries page.
To issue delivery reminders

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 Select to replace the existing posting date for the delivery reminder.
Posting
Date
Posting The posting date for the delivery reminder.

Date
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.
７ Note
You can remove filters and issue all delivery reminders at the same time.
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

2. Select the purchase order for which you want to view the reminder status, and
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

Print Test Reports for Delivery
Reminders in the German Version
Article • 02/15/2022
After you have created delivery reminders and made any needed in Germany, 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
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

Currency Exchange Rates in the German
Version
Article • 02/15/2022
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 Description
method
BilMoG Beginning in 2010, each ledger entry is adjusted as follows:

(Germany)
- 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 Exchange rates are adjusted by using the lowest value of the two exchange rates.
value 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 Specifies the base date that is used to calculate which entries are short-term entries.
Reference
Date
Short Specifies the date that separates short-term entries from long-term entries. Short-
term term entries have a due date that is before or on this date. The default value is the
liabilities value of the Valuation Reference Date field plus one year.
until
See Also

EU Sales List in Germany
Article • 02/15/2022
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
Article • 02/15/2022
When generating certain sales reports and purchase reports, you can print registration
numbers on the reports.
To print company registration numbers on

sales reports
2. On the Tax Office FastTab, in the Registration No. field, enter the registration
number of the company.
To print company registration numbers on

purchase reports
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.
See Also

Print General Ledger Setup Information
in the German Version
Article • 02/15/2022
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 - Displays tables for general ledger setup, company information, and
Company business units.
Data -
Consolidation
Posting Displays customer posting group tables, vendor posting group tables,
Groups inventory posting group tables, and bank account posting group tables.
Posting Displays general business posting group tables, general product posting
Matrix 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 Displays source tables, source code setup tables, and reason codes tables.
- Reason
Code
Check Select to provide an overview of the use of number series so that you can
Number identify number series that are problematic for the data export for the
Series 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.
it on the screen.
See Also
Setting Up Finance

Iceland Local Functionality
Article • 03/09/2023
The following topics describe local functionality that is unique to the Icelandic version of
Business Central
VAT
Print VAT Summary Information on Documents Available Now
Special Data Output and Reports for the Tax Authority Available Now
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

investigated
See Also
Start a free trial!

Print VAT Summary Information on
Documents in the Icelandic Version
Article • 02/15/2022
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

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

Special Data Output and Reports for the
Icelandic Tax Authority
Article • 02/15/2022
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

Electronic Invoicing Requirement:
Issuing Single-Copy Invoice
Article • 02/15/2022
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
in the Icelandic Version
Article • 02/15/2022
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.
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.
To map an IRS number to a general ledger

account
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 in the Icelandic Version
Article • 02/15/2022
In Iceland, in accordance with legislation, you cannot delete sales and purchase invoices
and credit memos after they are posted. In Business Central, the Delete command is not
available for these types of posted documents.
See Also
Invoice Sales

India Local Functionality
Article • 03/09/2023
The following topics describe the local functionality in the Indian version of Business
Central.
Compliance
Audit trail and edit logs for accounting software in India Available Now
Tax Engine
Overview Available Now
Tax Engine Import Export configuration Available Now
Tax Engine Configuration of Tax Type and Tax Rate Available Now
Tax Engine Configuration of Use Case Available Now
Tax Engine Lookup Available Now
Tax Engine Design Consideration Available Now
Tax Engine Script Available Now
GST
GST Overview Available Now
Purchase from Composite Vendor Available Now
Purchase from Registered Vendor Available Now
Purchase from Unregistered Vendor (Reverse Charge) Available Now
Purchase from SEZ Vendor Available Now
Purchase from Foreign Vendor Available Now
Purchase Return to Composite Vendor Available Now
Purchase Return to Registered Vendor Available Now
Purchase Return to Unregistered Vendor (Reverse Charge) Available Now
Purchase Return to Foreign Vendor Available Now
Purchase from Vendor with Overseas Place of Supply Available Now
Purchase Return to Vendor with Overseas Place of Supply Available Now
GST and TDS on Purchase Transaction Available Now
GST on Journals Available Now
GST on Advance Payment to Vendor Available Now
GST Application of Payment and Invoice Available Now
Exempted Sales Available Now
Sale to Registered and Unregistered Customer Available Now
Sale to Foreign Customer Available Now
Sale to Registered Customer with Overseas POS Available Now
Sale Return from Registered and Unregistered Customer Available Now
Sale Return from Registered Customer with Overseas POS Available Now
GST and TCS on Sales Transaction Available Now
GST on Advance Receipt from Customer Available Now
GST Application of Receipt and Invoice Available Now
GST Stock Transfer Available Now
GST Service Transfer Available Now
GST Bank Charges Overview Available Now
GST Bank Charges Transaction Available Now
GST and TCS on Customer Advance Available Now
GST and TDS on Vendor Advance Available Now
GST TDS TCS Overview Available Now
GST TCS on Payment Available Now
GST TDS TCS on Receipt Available Now
GST Credit and Liability Adjustment Available Now
GST Reconciliation Available Now
GST E-Way Bill Available Now
GST Input Credit Adjustment Available Now
GST Settlement Available Now
GST E-Invoice Available Now
GST Cess Basic Setup Available Now
GST Cess Calculation Available Now
GST on Service Management Available Now
GST Input Service Distribution Overview Available Now
GST Input Service Distribution Process Available Now
GST Input Service Distribution Transaction Available Now
TDS
TDS Overview Available Now
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investigated
See also
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Setting up Posting No. Series
Article • 06/22/2022
７ Note
The features that this page describes are in preview, which means that they are not
complete. We release features in preview to give partners and customers early
access to them, so that they can provide valuable feedback. Preview features often
have limited or restricted functionality, and typically you should not use them in
production environments.
Overview
Business Central has included Posting No. Series feature to Indian Localization.
Posting No. series functionality enables you to maintain the different number series of
below sales, purchase, and transfer orders for different locations.
Purchase Receipt
Purchase Invoice
Sales Shipment
Sales Invoice
Purchase Credit Memo
Sales Return Receipt
Sales Credit Memo
Purchase Return Shipment
Transfer Shipment
Transfer Receipt
GST Distribution
Service Transfer Shipment
Service Transfer Receipt

Gate Entry
Following comprehensive functionalities are covered under Posting No. Series:
Provision to define different number series for different types of sales and
purchase documents for different Locations.
After posting of sales and purchase documents, the program will store the number
series assigned in Posting No. Series page for specified filters.
Provision to define separate number series in sales and purchase documents in
case of trading activity.
Provision to define separate number series for the locations used in transfer
orders.
Setting up Posting No. Series

You need to create a set up for posting of documents. The following procedure shows
how to set up posting number series.
1. Choose the icon, enter Posting No. Series, and then choose the related link.
2. Click on New
Field Description
Document Specify the number series for Purchase, Sales & Transfer documents.
Type
Condition Specifies the filters for type of record selected in the Document Type. For
example, if Document Type is Posted Sales Invoice and Condition is Location
Code as BLUE, then system will update the document number of posted sales
invoices for BLUE location with code specified in the Posting No. series field.
Posting Specifies the desired number series for each document type and defined
No. Series filters.
７ Note
Program will record the number series for posted documents based on number
specified in the above Posting No. Series field.
Audit trail and edit logs for accounting
software in India
Article • 06/19/2023
Business Central complies with the new Indian tax legislation guidelines about
accounting software by recording an audit trail of all transactions. It also creates an edit
log for each change that's made to an account. This log records the date when the
change was made.
The legislation
Principal notifications No. G.S.R. 239(E) dated March 31, 2014, No. G.S.R. 205(E) dated
March 24, 2021, amended vide notification G.S.R. 247(E) dated April 1, 2021, and
amendment notification G.S.R. 624(E) dated August 5, 2022, state that, as of April 1,
2022, all businesses that use accounting software to maintain books of accounts should
have an audit trail feature that includes the following functionality:
Recording an audit trail of every transaction

Creating an audit log of every change that's made in the books of accounts
Capturing the date details about when changes are made
Ensuring that the audit trail can't be disabled
Additionally, the rules state that the audit trail feature should meet the following
conditions:
It has been used throughout the year for all transactions that are recorded in the
software.
It hasn't been tampered with.
The audit logs that were generated have been preserved by the company.
The books of accounts and other relevant books and papers that are maintained in
electronic mode must remain accessible in India at all times.
Compliance
Compliance 1: Recording an audit trail and creating an

audit log
Under new guidelines of the Companies Act that specify how account books must be
kept in electronic format, every company that uses accounting software to maintain its
books of accounts must use only accounting software that has a feature for recording
an audit trail. For compliance, the system must record and trace the data sources in the
audit trail.
Business Central is fully compliant with the requirement to record accounting data. The
G/L Register page provides details about each transaction, including the register
number, the creation date and time, the user ID of who created the transaction, and its
source code. The General Ledger function on the G/L Register page fetches the
financial transaction entries that have been posted in the general ledger (G/L). This
function opens the General Ledger Entries page that's related to the specific G/L
register and shows transaction details.
Additionally, you can run the Find Entries function to show all other related entries and
source documents. For more information, see Design Details: Accounts in General
Ledger and Voucher Transaction.
For other data, you can use the Change Log function to track specific types of changes
that are made to tables and fields. Changes that can be tracked include inserting,
modifying, and deleting key operations. Note that when you enable change tracking for
any table, the impact on performance might vary, depending on the table's category.
Change tracking can also increase the size of the database. When you track changes for
a table or field, a record of every change to that table or field is stored on the Change
Log Entries page. You can use this feature to track changes in any data in the system.
For example, companies that use Business Central to maintain books of accounts are
fully compliant with the new notifications and can track transaction data to the source.
For more information, see Auditing Changes in Business Central.
７ Note
This guideline is a general guideline and can vary, depending on the specific
business scenario.
Compliance 2: Retain books of accounts in the original

format
The books of accounts and other relevant books and papers are retained in one of the
following formats:
The format that they were originally generated, sent, or received in

A format that accurately presents the information that was generated, sent, or
received
The information in the electronic records will remain complete and unaltered.
Transactions that are posted in Business Central remain complete and in the format that
they were initially generated in. Therefore, Business Central includes no process for
changing the format or content of a posted transaction.
Compliance 3: Preserve branch transaction information

The information that's received from branch offices isn't updated and is kept as it was
originally received from the branches.
In Business Central, changes can't be made to posted financial data. Therefore, financial
transactions can't be edited after they're posted. However, they can be reversed by
using the Reverse Transaction function. Data that's sent from a branch to a head office
can't be changed by the head office. However, you can adjust the posted transaction
through the specified mode of the transaction, such as a credit memo or general
journal, that was posted in the ledger of both the branch and the head office.
Compliance 4: Display electronic records in a legible

format
The information in the electronic record of the document is shown in Business Central.
Business Central enables at least one output component per file. Typically, Business
Central contains multiple file output components of different types. Examples include
XML, XLSX, DOCX, JSON, TXT, and PDF.
Business Central ensures that, at the very least, every transaction record can be exported
or opened in Microsoft Excel format. By using a configurator in the Data Exchange
Framework, users can define which file format is used for specific entries.
Compliance 5: Maintain a proper system of storage for

electronic records
A proper system for storing, retrieving, displaying, and printing electronic records exists.
These electronic records must not be disposed of or rendered unusable, unless those
actions are permitted by law. Provided that a backup of the company's books of
accounts and other books and papers is maintained in electronic mode, even in a
location outside India, it will be kept on servers that are physically located in India.
Business Central can be deployed into a subset of Azure datacenters. Azure is generally
available in datacenters and geographical locations around the world. Business Central
will automatically be deployed in a defined region or datacenter where its customer
data will be stored. By default, Indian companies will be deployed to the Indian
datacenters . Although Microsoft might replicate data to other regions for data
durability, customer data isn't replicated or moved outside the geographical location. If
an Azure region-wide outage occurs, Microsoft provides business continuity and
disaster recovery for the production instance of Dynamics 365 software as a service
(SaaS) applications. Paired regions reside in the same geography as their enabled set to
meet data residency requirements for tax and law enforcement jurisdiction purposes.
For more information, see Service overview and Service Compliance.
Compliance 6: Information for filling out the annual

financial statement
On an annual basis, the company will provide the following information to the Registrar
when it files a financial statement:
The name of the service provider.

The set of Internet Protocol (IP) addresses of the service provider that are used to
deliver the Business Central service.
The location of the service provider, wherever applicable.
The location where the books of accounts and other books and papers are
maintained in the cloud. An example is the address that was provided by the
service provider.
The location of the service provider, if it's located outside India, and the name and
address of the person who's in control of the books of account and other books
and papers in India.
This information is protected by server security. We don't recommend that you include
the information in any publicly available financial report. However, you can manually
add this information to any specific report.
Compliance 7: Books of accounts must remain accessible

in India
Under new guidelines of the Companies Act, the books of accounts and other relevant
books and papers that are maintained in electronic mode must remain accessible in
India at all times, and their backup must be kept in servers that are physically located in
India on a daily basis.
Business Central is fully compliant with the requirements.

The books of accounts and other relevant books and papers that are maintained in
electronic mode in Business Central are accessible in India at all times for
subsequent reference.
Business Central provides that the backup of the books of accounts and other
books and papers of the company that are maintained in electronic mode in
Business Central are kept in servers that are physically located in India on a daily
basis.
Business Central is automatically deployed in a defined region or datacenter where
customer data will be stored. By default, Indian companies will be deployed to the
Indian datacenters . Although Microsoft might replicate data to other regions for
data durability, customer data won't be replicated or moved outside the
geographical location.
Administrators of a Business Central tenant can check where the database is
deployed through Dynamics 365 Business Central admin center, by looking at the
Azure Region field.
Microsoft provides business continuity and disaster recovery for production
instances of the Business Central SaaS application if an Azure region-wide outage
occurs.
Databases are protected by automatic backups that are kept for 28 days. The
backups include data from the database's production and sandbox environments.
Administrators of a Business Central tenant can't directly access or manage these
backups, because they're automatically managed by Microsoft. In Dynamics 365
Business Central admin center, an administrator can view evidence about which
moment Business Central has successful backups from, for all dates in a given
period, together with the system screenshot that indicates the default backup
frequency. Administrators can also restore their environments to a specific point in
time in the past by using Dynamics 365 Business Central admin center. For more
information, see Restoring an environment in the Admin center.
If an administrator must export a database outside of cloud storage, they can run
the Create database export from Dynamics 365 Business Central admin center at
any time. In addition, administrators can access the full export history in the same
admin center.
If administrators of Business Central delete the environment for any reason, they
can recover the environment and data as needed, because it isn't permanently
deleted immediately. The environment can be recovered during a retention period
that lasts seven days. For more information, see Delete and recover environments.
See also
Indian Local Functionalities
Start a free trial!

Tax Engine Overview
Article • 06/22/2022
In a country/region, where tax reforms are happening at a fast pace, it is natural to

expect frequent changes. These changes may pertain to change in rate of tax,
calculation method, tax filing or reporting etc. To manage such changes with least effort,
it is necessary to manage, as much as possible through configuration.
Tax Engine is a suite of extensions to enable configuration of tax rules and its
computation. It consists of a use case designer, which allows modification of existing use
cases or creation of new use cases. Use case contains the description of business
scenario, conditions to be met and event that will trigger calculation of tax. A use case
can be enabled or disabled as per the business need.
Tax Engine extension is a combination of 6 smaller extensions or modules. Extensions

are packaged to deliver functionality related to configuration of tax, tax calculation,
import and export of configuration etc.
Particulars Description
Tax Engine Core extension contains the UI elements and related tables which are commonly
Core used throughout Tax Engine. Also, it has library functions, which can be used by
Extension other extensions other than Tax Engine, to get any value.
Tax Engine Tax Type Handler extension contains UI elements and related tables which enables
Tax Type definition of a new tax type, its attributes and map business entities involved with
Handler this tax type.
Extension
Tax Engine Tax Use Case Handler extension contains UI elements and related tables which are
Tax Use used for configuring a tax use case. Use case definition includes primary business
Case entity like Sales Order or Purchase Order line table, conditions for execution of use
Handler case, rules and formulae for calculation of tax and functionality to script business
Extension logic.
Tax Engine Script extension contains UI elements and related tables which are used in scripting
Scripting of Business logic within a use case.
Extension
Tax Engine Posting Handler extension contains UI elements and related tables which are used
Tax to configure posting of tax components to G/L Accounts and related tax ledgers.
Posting
Handler
Extension
Particulars Description
Tax Engine Json Exchange extension enables import or export of configuration data of tax
Json engine in json format.
Exchange
Extension
７ Note
The Tax engine functionality is only available for legal entities with a primary
address in India.
See Also
Tax Engine Import Export Configuration

Tax Engine - Import/Export
Configuration
Article • 06/22/2022
Json Exchange extension is used to import or export the configuration data of tax
engine in json format.
There are two options available for importing and exporting tax configuration:
Import or Export from Tax Type
This option is used when all configuration pertaining to a tax type is to be imported or
exported. It contains entities, components, input parameter, rate setup and use cases.
Import or Export for a specific Use Case
This option is used when configuration pertaining to one or more-use cases is to be

imported or exported. It contains use case related information.
Importing Use Cases in a new company
When a new company is created, use cases are required to be imported. Following are
the steps to import the use cases in a new company.
1. Go to Setting -> Assisted Setup -> Setup Tax Engine, a Tax Engine Setup wizard
will be opened.
2. Select Append and click on Next.
3. Click on Finish. System will import all the pre-configured use cases from the
configuration file in the new company.
See Also
Tax Engine Configuration of Tax Type and Tax Rate

Tax Engine - Configuration of Tax Type
and Tax Rates
Article • 06/22/2022
This topic provides information about tax types that a tax authority can levy in the same
jurisdiction or a different jurisdiction. Calculation and posting of this type of tax to G/L
Accounts.
Tax types
There can be various type of taxes applicable for a company. Examples:
GST : Goods and Services Tax.

TDS : Tax deducted at source.
TCS : Tax collected at source.
WHT : Withholding Tax.
Tax entities
These are tables which are specific to a Tax Type. This is defined to restrict the list of
tables in a lookup. A Tax Entity can be of type ‘Master’ or ‘Transaction’.
Example of Master: Customer, Vendor, Location, Item etc.

Example of Transaction: Purchase Line, Sales Line, Transfer Line, Gen. Journal Line
etc.
Input parameters
Attributes of tax type that can be used as a parameter in tax calculation or reporting. For
example :
HSN Code: It is a parameter to find GST rate of an item and it can also be used as a
parameter for filing of online tax to the government.
An attribute can be either linked to a field of an existing table or can be mapped to an

existing table as an attribute. (In the same way as Item Attributes are define in item
table)
Header contains following information

Attribute Name.
Datatype of Attribute.
Visible on Interface (Yes/No)
Blocked (Yes/No)
In case the attribute needs to be mapped to a field of a table, then the field needs to be
entered in 'Mapping Field Name' else it will be created as an attribute for that entity
record. Attribute values can be added or viewed in case the type of attribute is an
‘option’.
Component
Certain tax type may have components that need to be computed as part of tax
calculation. Following are some examples of tax components:
CGST: is a component of Tax Type GST.

SGST: is a component of Tax Type GST.
TDS: is a component of Tax Type TDS.
E-Cess: is a component of Tax Type TDS.
Rate setup
For each tax type, parameters are defined basis which rate is specified in the setup.
These Parameters can be of following types:
Type Description
Tax When a tax attribute is used as a parameter for tax rate configuration. (example –
Attributes HSN Code, GST Group Code etc.)
Value This will be used where we want to use a value in the tax rate configuration that is
not mapped with a table as an attribute. (example – From State, To State etc.)
Range This is used to define slabs in a tax rate setup, such as ‘Date from’ and ‘Date To’.
When tax type is defined as 'range', system will create two parameters in tax rate
configuration.
Component Components are used to define distribution of tax calculated. For example, 50% of
GST will go to CGST and remaining will be SGST.
Output Numeric values that are part of rate setup. (Example – Threshold Amount)
Information
７ Note
A new field, Allow Blank, has been added to create blank setup for tax attribute. For
example, provision has been made to create tax rate for GST without HSN/SAC
code, as there are scenarios where rates are common for multiple HSN/SAC code of
a single GST Group.
Tax rates
Tax rates can be defined for a combination of tax parameters defined as part of 'Rate
Setup' for a 'Tax type'. Rate defined for a combination cannot be repeated.
See Also
Tax Engine Configuration of Use Case

Tax Engine - Use Case Configuration
Article • 06/22/2022
This topic provides information about use case configuration.
Use cases
Use case describes a business scenario, conditions which need to be met and event
which will trigger the calculation of tax. A use case can be enabled or disabled as per the
business need.
Use Case consist of following stages for calculation:
Condition:
Condition which determine whether the use case should be executed or not.
Example of Condition:
Operator Value Condition Value 2
"Applies-to Doc No." Not Equals ''
or "Applies-to ID" Not Equals ''
and "GST Vendor Type" Equals 'Unregistered'
and "Account Type" Equals 'Vendor'
and "Document Type" Equals 'Invoice'
and "GST Bill-to/Buy-from State Code" Equals 'Location State Code'
and "GST Group Code" Not Equals ''
and "HSN/SAC Code" Not Equals ''
and "GST Reverse Charge" Equals 'Yes'
Attribute Mapping:
This is defined to map the required attributes with their source of value. Example :
In case, GST is to be calculated on Sales Line and value of field ‘Type’ on General
Journal Line is ‘G/L Account’ then, HSN Code will flow from G/L Account table.
Rate Parameter Mapping:

Rate parameter needs to be mapped with their source, but this mapping will be
done only for column types ‘Range’ and ‘Value’. If an applicable tax rate is found,
then system will return ‘component percent’ defined for that tax rate. Example:
Type Description
Date This column will be mapped with posting date of sales header and system will
analyze whether the posting date comes in the range of ‘Date from’ and ‘Date To’.
From In case of sales, parameter 'From State' needs to be mapped with state of location
State code.
To In case of Sales, parameter 'To State' needs to be mapped with state of customer
State code.
Use Case Variables:
Variables can be used at the time of computation of an intermediate value or

defining validations in a use case. Example: showing alert message on tax
execution.
Computation Script:
This is an optional step, which will be used to store values in variables. Example:
storing value of TDS Amount and adding INR 1000 freight to get the final amount.
Component Formula:
Define ‘Component formula’ for the components which are specific to the use
case. Example: CGST = {“Line Amount” from “Sales Line”} * {CGST %} /100
Use Case Posting:
There is a posting entity where the 'G/L Accounts' are configured for the specific
'tax type'. Based on the filters applied on the posting entity, tax engine points to
the record from which components can be mapped to posting accounts. In case of
reverse charge, same component is adjusted with its payable or receivable
account. Configuration will have “Reverse Charge” flag as true and account can be
mapped for same to “Reverse Charge G/L Field Name”.
Tax Ledger Mapping:
Calculated tax, which is an output of a use case needs to be mapped to a tax

ledger table. Example: On posting of general ledger entry for GST, there will be a
new GST Entry created as a tax ledger for the posted transaction.
How to check tax information for a transaction
There are two fact boxes available on transaction page to view calculated tax
Tax Information
Tax Component
Statistics Page, will show the tax information in Tax Summary Tab.
See Also
Tax Engine Lookup

Tax Engine - Lookup
Article • 06/22/2022
Lookup is a utility to fetch value from the system or from a variable.
Source type
Source type is to specify the source of value.
Current record
If value of a field is to be picked from the current record (that is source table of the rule).
Variable
If value of a variable is to be picked. Variables of a rule can be created or viewed from

the rule editor card.
Table
If value of a field is to be picked from a table that is related to the current record /
source table. This is very much like CALCFORMULA in AL.
Table Name : Specify the table from where the value is to be picked.
Table Filters : Specify the relationship between the current record and the table
from where the value is to be picked.
Table Sorting : Sorting to be applied on table records. If sorting is specified,

records will be sorted on Primary Key.
Field Name: Value is picked from this field based on the method you have selected.
Method :
First: Value is picked from the first record.
Last: Value is picked from the last record.
Sum: Calculate sum of all values from a selected field after applying table filters.
Average: Calculate average value from a selected field after applying table
filters.
Min: Min value from a selected field after applying table filters.
Max: Max value from a selected field after applying table filters.
Count: Count of records after applying table filters.
Database
USERID, COMPANYNAME, SERIALNUMBER, TENANTID, SESSIONID, SERVICEINSTANCEID
values can be picked from the current database.
System
TIME, TODAY, WORKDATE, CURRENTDATETIME values can be picked from the current
database.
Tax attribute
Tax attributes defined with tax type can be picked.
Component
Tax Component amounts computed can be picked from Tax Rates.
Record variable
The value of a ‘Record variable’ field used in 'use case' variable can be picked.
Component percent
‘Tax Component Percent’ captured from ‘Tax Rates’ can be picked.
Column
Value of ‘Tax Rate Parameter’ captured from ‘Tax Rates’ can be picked.
Attribute table
Value of an attribute from existing table can be picked.
Posting
To get the helpers that can be used in posting of a document. (Ex- Dimension Set,
General Posting Group’s, GL Entry No. of Tax ledger Entry).
See Also
Tax Engine Script

Tax Engine - Design Consideration
Article • 06/22/2022
This section contains the factors that shall be considered while configuring Taxes using
tax engine.
Tax type
A new tax type should be created if it has unique attributes which are used in definition
of conditions and computation logic. For example, GST and TDS are defined as different
tax types.
Tax attributes
When to create an Attribute as Generic?
Generic attributes are used in the same way as item attributes are managed in
Business Central. If the attribute is not linked to a field in an existing table then it is
generic in nature.
When to map a tax attribute with a table field?
In case field is already available in the table which is being mapped then it can be
linked to that attribute. This means that field data will be used as attribute value.
Generic tax rate setup

Rate Setup for Different Tax Type
Tax Rate Setup of each tax type is configured separately but the User Interface is
same. Fields in tax rate setup are dynamic and based on the tax rate column setup.
User can define what columns are needed for a tax rate setup. For example ‘GST'
tax type would require ‘HSN Code’ where as 'TDS' tax type is not dependent on
HSN code.
Generic Table for Tax Rate Setup
Use generic table for tax rate setup for all Tax types. It enables to handling any new
components introduced by government related to the tax rate.
Example: If there is a regulatory change in which ‘Threshold Limit’ is removed then
it can be managed by removing it from the tax rate column setup.
Generic metadata
Tax Transaction Values Data pertaining to tax calculation regarding a said
transaction is stored in a common table. If the transaction record is deleted then
related tax transaction value also gets deleted.
Example: If transaction involves ‘Purchase Line’ then all information related to tax
calculation will be stored in tax transaction value. If purchase line is deleted, then
tax transaction value record related to that purchase line will also be deleted.
Information stored in ‘tax transaction value’ is shown in the ‘tax information’ and
‘tax component’ fact boxes related to that transaction. Attributes which have
“visible on interface” as true will be visible in the fact box.
Tax Rate Configuration Value
This table contains information of tax rate setup. Tax engine uses common tax rate setup
for different types of taxes.
Use case execution

Only Child Use Cases are Executed for output
There can be a parent child relation between use cases. Parent use cases are used
for defining attribute mapping which is common for one or more use cases.
A child use case is mapped in the use case tree. Before execution of the use case,
conditions of use case tree should be passed.
Sequencing of Use Case Execution
The sequence of use case execution depends on the sequencing defined in the use
case tree.
Execution of multiple Use Cases for a tax type
If there are more than one use cases for a tax type, then execution will be done
sequentially which means that second use case will execute only after completion
of first use case.
Execution Flow of Tax Engine

Deployment
Configuration Files
Every use case configured in tax engine is a Json file which can be exported and
imported from a Business Central tenant. These configurations are deployed
individually for each company.
Deployment of Configuration
Default configurations that are provided in the system will be available as part of
demo data. In case if a new production company is created then the configuration
can be imported from assisted setup, where system will pick the json based on the
function of a codeunit. Json for standard configuration is available in a translation
file for there related extensions like GST, TDS and TCS which are updated when the
codeunit function is called. In case users have changed any standard configuration
or created a new configuration then they can use the export and import function
available on tax types and use cases page.
Change in Configuration
If any update is done on a use case then the version of the use case will be higher
than the one which is already deployed. System will archive the old one and
update the new use case based on the jeson.
Change in Configuration by user
In case of any change done in any use case to fix a bug or handle regulatory
change, the updated configuration should be imported again in each company
individually.
Version Management
In case of any change done in any use case the current active version of the use
case is archived and new use case version becomes active.
Enabling and disabling configuration

Enable or Disable Use Case
By default, a Use case is enabled. If a use case is not applicable, then it can be
disabled and that use case will not get executed.
See Also
Overview

Tax Engine - Script Activity
Article • 06/22/2022
Script extension contains UI elements and tables which are used in scripting of Business
logics within a use case.
String / Text
Concatenate: Concatenates list values and outputs to a variable.
String Expression: It is used to compose string. Names that are enclosed within
curly braces are treated as tokens. Values can be assigned to tokens using lookups,
whereas on the Value tab, source of that token can be defined.
Length of String: Calculates the length of the string and assigns it to the output
variable.
Type Description
Output Specifies the name of variable in which value of the length is stored.
Variable
String Specifies the string for which length is to be calculated, hard coded text
or/and expression can be entered.
Convert Case of String: Converts the case of the string and assigns to the output
variable.
Type Description
Output Specifies the name of variable in which value of converted case will be stored.
Variable
String Specifies the string for which case will be converted, hard coded text or/and
expression can be entered.
Convert to Converts case of the string, it can be either Upper Case or Lower Case.
Case
Find Substring in String: Finds the substring in string and assigns the position of
the substring to output variable.
Type Description
Type Description
Output Specifies the name of variable in which value of substring will be stored.
Variable
String This will be the string for which value of substring will be searched, hard coded
text or/and expression can be entered.
Substring Specifies the string or expression which needs to be identified from String
value.
Replace Substring in String: Replace substring in a string with a new string and
assigns to output variable.
Type Description
Output Specifies the name of variable in which the value of Replaced String will be
Variable stored.
Sub This will be the string content which will be replaced from 'In String', hard
String coded text or/and expression can be entered.
With This will be the string content which will be replaced with 'Sub String', hard
String coded text or/and expression can be entered.
In String This will be the string on which replacement of character will happen.
Extract Substring: Extracts substring of a length from a string from start/ end and
assigns to output variable.
Type Description
Output Specifies the name of variable in which value of Extracted Sub String will be
Variable stored.
String This will be the string for which value of Substring will be extracted, hard coded
From Starting point of extraction, it can be either start or end.
Length Length of the character to extract.
Extract Substring from Index of String: Extracts substring of a length from a string
with an index and assigns to output variable.
Type Description
Type Description
Output Specifies the variable name in which value of Extracted Sub String will be
Variable stored.
In String This will be the string for which value of Substring will be extracted, hard coded
From Starting point of extraction as Index.

Index
Length Length of the character to extract.
Number
Number Calculation: Calculates the number based on values and the operator. It is
assigned to output variable.
Type Description
Output Specifies the variable name in which value of Calculated Number will be
Variable stored.
Value This will be the Left-Hand Side (LHS) of the Number Calculation.
Operator Operator to be used for calculation, it can be Addition, Subtraction, Division,

Multiplication.
Value 2 This will be the Right-Hand Side (RHS) of the Number Calculation.
Numeric Expression: Numeric Expression is to evaluate expression into number

and assign it to output variable. Text token will be extracted and replaced with
values from Lookups, whereas on the value tab source of that token can be
defined.
Round Number: Round Number is used to round decimal places to a precision and
direction could be nearest, up or down.
Type Description
Output Specifies the variable name in which value of Rounded Number will be
Variable stored.
Number Value that will be rounded.
Precision Rounding precision.
Direction Direction of rounding, it can be Nearest, Up or Down.

Date
Date Calculation: ‘Date Calculation’ is used to manipulate dates by adding or
subtracting number of days / months / years and it is assigned to output variable.
Type Description
Output Specifies the name of variable in which value of ‘Calculated Date’ will be
Variable stored.
Date This will be the date on which calculation will be done.
Operator This will be the operator that will be applied on ‘Date for calculation’.
Number This will be the number that will added or subtracted to date.
Period This will be the type that will be added or subtracted to date as Number. It can
be Days, Week, Months, Year.
Extract Date Part: ‘Extract Date Part’ is used to extract day / month / year from a
date and assign it to output variable.
Type Description
Output Specifies the variable name in which value of Extracted Date will be
Variable stored.
Date This will be the Date on which extraction will be done.
Part Type of extraction, it can be Year, Month, Day.
Find Interval between Dates: Find Interval between dates is used to find number
of days / hours / minutes between dates and assign it to output variable.
Type Description
Output Variable Specifies the variable name in which value of Interval will be stored.
From Date This will be starting date of date range.
To Date This will be ending date of date range.
Extract Date Time Part: Extracts the date or time from a 'date time value'.
Type Description
Output Specifies the name of variable in which value of date or time will be
Variable stored.
Type Description
Date Time This will be the date time value from which extraction will be done.
Part Part that will be extracted, it can be either date or time.
Date to Date Time: Converts a ‘Date’ value to ‘Date Time’
Type Description
Output Variable Specifies the name of variable in which value of ‘date time’ will be stored.
Date This will be the date value which will be part of 'date time'.
Time This will be the time value which will be part of ‘date time’.
Condition
If Statement: Activities within the "If" statement will be executed when the defined
conditions are evaluated to be true. If the conditions are evaluated to false,
activities in the “Else” branch will be executed. Conditions can be specified in “Else”
branch. There can be more than one else branch for an “If Statement”.
Loops
Loop n Times: Executes activities in the loop block for n number of times. "N" can
be a constant value, or it can be a variable.
Loop with Condition: Executes activities in the loop block until condition is
evaluated to be false.
Loop through Records: Loop through all records and execute activities in the Loop
block.
Type Description
Table Name Name of table whose records need to be iterated.
Sorting Sorting order of the records.
Order Ascending or Descending.
Distinct To skip duplicate records.
Table Filters Filters to be applied on the table records.

Type Description
Record Value Variable that holds the current record of the table.
Index Variable Loop index starts from 1.
Count Variable Count of records after applying filters.
Set Variables To assign field values to a variable.
Exit Loop: Breaks loop and executes activates after the loop block.
Skip Next Activities: Skips next activities in the loop block and continues execution
of the next iteration.
Misc.
Set Variable: To assign Variable value.
Type Description
Output Variable The variable which will be assigned with value.
Value The value of variable, this can be constant or lookup.
Alert Message: Message dialog will be displayed while execution rule. This is
helpful to debug, and this can also be used for throwing errors.
Type Description
Message Message that is to be displayed.
Throw Error Check this flag to throw error message.
See Also
Tax Engine Design Consideration

Setting Up Goods and Services Tax
Article • 06/22/2022
Business Central has included GST Feature to Indian Localization.
“Goods and Services Tax” means any tax on supply of goods, or services or both except
taxes on the supply of the alcoholic liquor for human consumption.
It is a destination-based tax on consumption of goods and services. It is levied at all

stages from manufacture up to final consumption with credit of taxes paid at previous
stages available as setoff. Briefly, only value addition is taxed and burden of tax is to be
borne by the final consumer.
GST is a comprehensive tax levy on manufacture, sale and consumption of goods and
services at a national/regional level. It has subsume indirect taxes like excise duty,
countervailing duty and service tax, as also state levies like Value Added Tax, Octroi,
Entry Tax, Luxury Tax, etc.
Setting Up Goods and Service Tax

GST has two different types of setups, Automatic and Manual.
Below is the list of Automatic Setups, that will be pre-configured with the help of Tax
Engine
Tax Types
Component
Rate Setup
Attributes
For more information about Automatic Setup, see Tax Engine information.
Below is the list of Manual Setups, that are required to be configured manually
GST Rate
GST Registration Number
Tax Accounting Period
States
GST Groups
HSN/SAC
GST Posting Setup
GST on Company Information
GST on Location
GST on General Ledger Setup
GST on Purchase and Payable Setup
GST on Source Code Setup
GST on Masters
GST on Vendor
GST on Vendor Order Address
GST on Customer
GST on Customer Ship to Addresses
GST on Service Cost
GST on Bank Account
To set up GST rates

Rate of GST is defined in combination of HSN/SAC, group and states.
1. Choose the icon, enter Tax Type -> GST -> Action -> Tax Rates, and then
Field Description
HSN/SAC Specifies the HSN/SAC code.
GST Group Code Specifies the GST group code.
From State Specifies the vendor state code.
Location State Specifies the location state code.

Code
Date From Specifies the starting date.
Date To Specifies the ending date.
SGST % Specifies the SGST rate.
CGST % Specifies the CGST rate.
IGST % Specifies the IGST rate.
Cess % Specifies the Cess rate.
KFC % Specifies the KFC rate.
POS Out of India Specifies whether POS out of India functionality is activated or not.
Field Description
POS as Vendor Specifies whether POS as Vendor State functionality is activated or

State not.
To set up GST registration number

Registration Number under GST is called Goods and Service Tax Payer Identification
Number (GSTIN). It is a state-wise PAN based 15-digit number.
1. Choose the icon, enter GST Registration Nos., and then choose the related link.
Field Description
State Code Specify the relevant State Code of the company for which registration
number has been assigned.
Code Enter the valid registration number provided by authority.
Description Specify the description of the registration number.
Input Service Specifies whether the registration belongs to an input service

Distributor distributor nor not.
 Tip
State Code (GST Reg. No.) and first two digits of GST Registration Number should
be same.
To set up tax accounting period

Accounting Periods and sub-periods are created and closed here. Under GST, Fiscal year
would be normally from 1st April to 31st March and Sub-Accounting Periods are
months.
1. Choose the icon, enter Tax Accounting Period, and then choose the related link.
Field Description
Tax Type Code Specify the type as GST to identify the accounting period.
Field Description
Starting Date Enter a date to specify the beginning of the period.
Ending Date Enter the last date to specify the end of the period.
Financial Year Specify the Financial Year of the period.
Quarter Specify the different quarters of the period.
Credit Memo Locking Specify the last date by which credit memo can be entered for this
Date period.
Annual Return Period Specify the last date by which annual return for GST has to be filed
for this period.
To set up States
List of State codes to be defined with relevant GST registration number state code and
eTDS/TCS state code.
1. Choose the icon, enter States, and then choose the related link.
Field Description
Code Specifies the state code.
Description Specifies the name of the state.
State Code (GST Reg. No.) Specifies the code for GST registration number.
State Code for eTDS/TCS Specifies the code for eTDS/TCS.
To set up GST groups

List of GST groups need to be defined, group can be of two types Goods or Service.
1. Choose the icon, enter GST Groups, and then choose the related link.
Field Description
Code Specifies the group code.

Field Description
Description Specifies the name of the group.
GST Group Type Specifies whether the group is defined as goods or service.
GST Place of Supply Specifies GST place of supply of the GST group.
Reverse Charge Specifies whether the group is defined as reverse charge or not.
To set up HSN/SAC
List of HSN/SAC codes against relevant GST groups need to be defined.
1. Choose the icon, enter HSN/SAC, and then choose the related link.
Field Description
Code Specifies the HSN/SAC code.
Description Specifies the description of the HSN/SAC code.
Type Specifies the type of the HSN/SAC code, e.g HSN, SAC.
To set up GST posting setup

General Ledger Account for each component and state combination is defined state-
wise.
1. Choose the icon, enter GST Posting Setup, and then choose the related link.
Field Description
State Code Specifies the state code of company that have valid GST registration
number.
GST Specifies the relevant component code.

Component
Code
Field Description
Receivable Specifies the general ledger account for which GST receivable amount for
Account this state and component is to be posted.
Payable Specifies the general ledger account for which GST Payable amount for
Receivable Specifies the general ledger account for which GST receivable interim
Account amount for this state and component is to be posted.
(Interim)
Payable Specifies the general ledger account for which GST payable interim
(Interim)
Expense Specifies the general ledger account for which GST expense amount for
Refund Specifies the general ledger account for which GST refund amount for this
Account state and component is to be posted.
Receivable Specifies the general ledger account for which GST distribution for
Acc. Interim receivable interim amount for this state and component is to be posted.
(Dist.)
Receivable Acc Specifies the general ledger account for which GST distribution receivable
(Dist.) amount for this state and component is to be posted.
GST Credit Specifies the general ledger account for which GST credit amount for this
Account state and component is to be posted.
GST TDS Specifies the general ledger account for which GST TDS receivable
Receivable amount for this state and component is to be posted.
Account
GST TCS Specifies the general ledger account for which GST TCS receivable amount
Receivable for this state and component is to be posted.
Account
GST TCS Specifies the general ledger account for which GST TCS payable amount
Payable for this state and component is to be posted.
Account
IGST Payable Specifies the general ledger account for which GST import payable
A/c (Import)) amount for this state and component is to be posted.
To set up GST on company information

Legal entity's GST registration number needs to be defined.
Field Description
State Code Specifies the state code of the company address.
GST Registration Specifies the registration number of GST for the specified address.
No.
ARN No. Capture the ARN No. only when GST registration number is not
available.
 Tip
be same.
To set up GST on location

GST registration number can be assigned to company for their multiple locations. These
registration numbers can be defined in the location master.
Field Description
State Code Specifies the state code of the location address.
GST Registration No. Specifies the registration number of GST for the specified
address.
Location ARN No. Capture the ARN No. only when GST registration number is not
available.
GST Input Service Specifies whether the location is registered as a input service
Distributor distributor or not.
Bonded warehouse Specifies whether the location will be treated as bonded

warehouse or not.
 Tip
be same.
To set up GST on general ledger setup

Field Description
State Code - Kerala Specifies state code Kerala.
GST Distribution Nos. Specifies the number series code for distribution document.
GST Credit Adj. Jnl Nos. Specifies the number series code for credit adjustment
journal.
GST Settlement Nos. Specifies the number series code for settlement document.
GST Recon. Tolerance Specifies the tolerance value to be considered for GST
reconciliation.
Custom Duty Component Specifies the custom duty component code.

Code
GST Opening Account Specifies the account which will be used for opening
transaction of GST.
To set up GST on purchase and payable setup

1. Choose the icon, enter Purchase & Payable Setup, and then choose the related
link.
2. Enter exemption's start and end date for reverse charge for unregistered vendor in
RCM Exempt Start Date (Unreg) and RCM Exempt End Date (Unreg)
To set up GST on source code setup

1. Choose the icon, enter Source Code Setup, and then choose the related link.
2. Fill in source codes for different types of GST transactions. For Credit Adjustment
Journal, Settlement, Distribution, Liability Adjustment, Adjustment Journal.
To set up GST on masters

Below is the list of masters requiring setup of GST
Item
Fixed Asset
G/L Account
Resource
Item Charge
1. Choose the icon, enter Items, Fixed Asset, Chart of Account -> G/L Account,
Resources and Item Charges and then choose the related link.
Field Description
GST Specifies the GST Group code that is relevant for the Item, Fixed asset, G/L
Group Account, Resources or Item Charges. GST Group codes created in GST Group
Code Setup appear as dropdown.
GST Specifies that Input Tax Credit can be 'Availment' or 'Non-Availment'. This field
Credit by default displays 'Availment'. If credit cannot be availed on any Item, Fixed
Asset, G/L Account, Resources and Item Charge, then 'Non-Availment' shall be
selected manually from the drop down.
HSN/SAC Specifies HSN/SAC Code for the GST Group selected in GST Group code field.
Code
Exempted This field is checked if the item is exempted from payment of tax.
3. For Price Inclusive of Tax setup go to Items -> Prices & Discount -> Sales Price
and fill the following information
Field Description
Unit Price Specifies the unit price of the item.
Price Inclusive of Tax Specifies whether the unit price of the item is inclusive of tax or not.
To set up GST on vendor

1. Choose the icon, enter Vendor, and then choose the related link.
Field Description
Field Description
GST Vendor Vendor type can be Registered, Composite, Unregistered, Import, Exempted,
Type SEZ. It has to be selected from the dropdown.
GST Enter Registration No. of vendor. Registration number is mandatory if GST

Registration Vendor Type is Registered. Registration No. is of 15-digits.
No.
Associated This field is activated only if GST Vendor Type is Import. This can be used for
Enterprises an import transaction of services or goods from sister concerns located
outside India.
Aggregate Applicable only if GST Vendor Type is Unregistered. The available options
Turnover are: More than 20 lakh, Less than 20 lakh. System will allow interstate supply
of services if Less than 20 lakh is selected in this field for unregistered
vendor.
ARN No. Capture the Vendor ARN No. only when GST registration number is not
available.
To set up GST on vendor order address

1. Choose the icon, enter Vendor > Order Addresses, and then choose the related
link.
Field Description
State State code can be selected from dropdown for this field. appropriate State
code has to be selected.
GST Enter Registration No. of vendor. Registration number is mandatory if GST

Registration Vendor Type is Registered. Registration No. is of 15-digits.
No.
ARN No. Capture the Vendor ARN No. only when GST registration number is not
available.
To set up GST on customer


Field Description
GST Customer type can be Registered, Unregistered, Export, Deemed Export, SEZ
Customer Unit, SEZ Development or Exempted. Select the appropriate Customer type
Type from the dropdown.
GST Registration type can be GSTIN (Goods and Services Tax Payer Identification
Registration Number), UID (Unique Identification Number), and GID (Government
Type Identification Number). Appropriate type shall be selected from the
dropdown.
GST Enter the 15-digit GST Registration Number. Registration number is

Registration mandatory if GST Customer Type is Registered or Deemed Export.
No.
E- This field is activated, if sales are done through an e-commerce operator.

Commerce
Operator
ARN No. Capture the Customer ARN No. only when GST registration number is not
available.
To set up GST on customer ship to addresses

1. Choose the icon, enter Customers > Ship to Addresses, and then choose the
related link.
Field Description
State Select state from the dropdown for this field. Select appropriate State code.
GST Enter Registration No. of customer. Registration number is mandatory if GST

Registration Customer Type is Registered. Registration No. is of 15-digits.
No.
ARN No. Capture the Customer ARN No. only when GST registration number is not
available.
To set up GST on service cost

1. Choose the icon, enter Service Cost, and then choose the related link.

Field Description
GST Specifies the GST Group code relevant for the service cost. GST Group codes
Group created in GST Group Setup appears as dropdown.
Code
GST Check if the GST Credit can be Availment or Non-Availment. By default this
Credit field displays Availment.
HSN/SAC Specifies HSN/SAC Code for the GST Group selected in GST Group code field.
Code
Exempted Check if the item is exempted from payment of tax.
To set up GST on bank account

1. Choose the icon, enter Bank Account, and then choose the related link.
Field Description
State Code Required for GST calculation in Bank Charges transactions.
GST Can be Blank or Registered. If GST registration No. is added in Bank Account
Registration Master the status will be updated as Registered.
Status
GST Enter Registration No. of Bank. Registration number is mandatory, if GST

Registration Registration Status is Registered. Registration No. comprises 15-digits.
No.
See Also
Purchase from Composite Vendor

Purchase from Composite Vendor or
Purchase of Exempted Goods and
Services with No GST Impact
Article • 06/22/2022
A composite vendor is a vendor whose aggregate turnover in a financial year does not
exceed fifty lakh rupees and has opted for composition scheme. A composite vendor
neither collects tax from the recipient of supplies nor passes on any credit of input tax.
Hence, no GST is computed if the purchases are made from a composite vendor.
A composite vendor has to register himself with the GST authorities and hence
registration no. is mandatorily mentioned in the vendor card, if the vendor type is
selected as composite. State code is also mandatory. No GST entries are generated for a
composite vendor, as a composite vendor is not entitled to collect any tax from the
customers.
Process for purchases from a composite vendor has been explained in this document.

1. Choose the icon, enter Purchase Invoice, and then choose the related link.
2. Select Vendor on Purchase Invoice header, GST vendor type should be Composite
or Exempted.
3. Select G/L Account, Item Code, Fixed Asset or Charge (Item) on Purchase Invoice
line.
For example, invoice will be issued for INR 10000 on which there is no GST is charged.
GL Entries will be as following:
Particulars Amount
Purchas or Services Account 10000
Vendor Account -10000
See Also
Purchase from Registered Vendor
Purchase from Registered Vendors
Article • 06/22/2022
A registered vendor is a person registered with GST authorities. For a registered vendor,
on the vendor card, update the following fields:
GST Vendor Type as Registered.

GST Registration No.
State Code
For purchases from registered vendors for services attracting reverse charge, purchasers
are required to pay the GST tax, to the Government. If exempted goods and services are
purchased from registered vendor, then no GST is to be paid to supplier or to the
Government.
Process for purchase from a registered vendor has been explained in this document.

2. Select Vendor on Purchase Invoice header, GST vendor type should be Registered.
3. Select Item Code for goods, G/L Account for Service purchase, Fixed Asset for
Fixed Asset purchase and Charge (Item) for Item Charge on Purchase Invoice line.
GST Group Code, HSN/SAC Code and GST Credit value should be selected as
Availment if the tax input credit is available or else Non-Availment should be
selected on the Item or G/L Account.
4. GST Credit option can be changed on invoice line.
For example, invoice will be issued for INR 10,000 on which 18% GST (9% CGST and 9%
SGST/UTGST in case of Intra-State or Intra-Union Territory transaction or 18% IGST in
case of Inter-State transaction), has to be charged.
GST calculation will appear in the Fact Box, as following:
Component Amount
GST Base Amount 10,000
CGST 900
SGST 900
IGST 1800
GL Entries for Intra-State or Intra-Union Territory purchase of goods from
registered vendor where input tax credit is available, will be as following:
Particulars Amount
Purchase Account 10,000
SGST/UTGST Receivable Account 900
CGST Receivable Account 900
GL Entries for Intra-State or Intra-Union Territory purchase of goods from

registered vendor where input tax credit is not available, will be as following:
Particulars Amount
GL Entries for Intra-State or Intra-Union Territory purchase of services from

Particulars Amount
Services Account 10,000
GL Entries for Intra-State or Intra-Union Territory purchase of services from

Particulars Amount
GL Entries for Inter-State purchase of goods from registered vendor where input
tax credit is available, will be as following:
Particulars Amount
IGST Receivable Account 1800
GL Entries for Inter-State purchase of goods from registered vendor where input
tax credit is not available, will be as following:
Particular Amount
Purchase Account 11800
GL Entries for Inter-State purchase of services from registered vendor where input
tax credit is available, will be as following:
Particulars Amount
GL Entries for Inter-State purchase of services from registered vendor where input
tax credit is not available, will be as following:
Particulars Amount
Services Account 11800
GL Entries for the Intra-State purchase from registered vendor (reverse charge), will
be as following:
Particulars Amount
Purchase or Services Account 10000
CGST Receivable Account (Interim) 900
SGST Receivable Account (Interim) 900

Particulars Amount
CGST Payable Account (Interim) -900
SGST Payable Account (Interim) -900
GL Entries for the Inter-State purchase from registered vendor (reverse charge) if
time of supply is considered on the basis of payment, will be as following:
Particulars Amount
IGST Receivable Account (Interim) 1800
IGST Payable Account (Interim) -1800
GL Entries on payment to registered vendor (reverse charge) against Intra-State

purchase invoice, will be as following:
Particulars Amount
Vendor Account 10000
CGST Payable Account (Interim) 900
SGST Payable Account (Interim) 900
CGST Payable Account -900
SGST Payable Account -900
Bank Account -10000
GL Entries on payment to registered vendor (reverse charge) against Inter-State

purchase invoice, will be as following:
Particulars Amount
IGST Payable Account (Interim) 1800
IGST Payable Account -1800

Particulars Amount
Bank Account -10000
GL Entries for Intra-State or Intra-Union Territory purchase of fixed asset from

Particulars Amount
Fixed Asset Increases during the Year 10000
SGST Receivable Account 900
GL Entries for Intra-State or Intra-Union Territory purchase of fixed asset from

Particulars Amount
 Tip
In case of Inter-State purchase, IGST will be calculated.
GL Entries for Charge Item in case of Intra-State or Intra-Union Territory in

purchase transaction from registered vendor where input tax credit is available, will
be as following:
Particulars Amount
GL Entries for Charge Item in case of Intra-State or Intra-Union Territory in

purchase transaction from registered vendor where input tax credit is not available,
will be as following:
Particulars Amount
 Tip
In case of Inter-State purchase, IGST will be calculated.
See Also
Purchase from Unregistered Vendor (Reverse Charge)

Purchase of Goods from an
Unregistered Vendor (Reverse Charge)
Article • 06/22/2022
Persons whose aggregate turnover in a financial year does not exceed forty lakh rupees
are not required to be registered with the GST authorities. Such persons are called
unregistered vendors. Any purchases from unregistered vendors do not attract GST.
However, there are some notified services under GST, on supply of such services GST is
applicable under reverse charge mechanism i.e. the purchasers are required to pay GST
tax to the Government.
Purchase process for unregistered vendor has been explained in this document.

2. Select Vendor on Purchase Invoice header, GST vendor type should be
Unregistered.
Fixed Asset purchase and Charge (Item) for Item Charge on Purchase Invoice line.
GST Group Code, HSN/SAC Code and GST Credit value should be selected as
Availment if the tax input credit is available or else Non-Availment should be
selected on the Item or G/L Account.
4. GST Credit option can be changed on invoice line.
For example, invoice will be issued for INR 10,000 on which 18% GST (9% CGST and 9%
case of Inter-State transaction), has to be charged.
Component Amount
CGST 900
SGST 900
IGST 1800
GL Entries for Intra-State purchase of goods and services from an unregistered
vendor where input tax credit is available (reverse charge), will be as following:
Particulars Amount
Service Account 10000
SGST/UTGST Receivable (Interim) Account 900
CGST Receivable (Interim) Account 900
SGST/UTGST Payable (Interim) Account -900
CGST Payable (Interim) Account -900
GL Entries for Intra-State purchase of goods and services from an unregistered

vendor where input tax credit is not available (reverse charge), will be as following:
Particulars Amount
SGST/UTGST Payable Account -900
GL Entries for purchase of goods and services from an unregistered vendor with
reverse charge exempt, will be as following:
Particulars Amount
GL Entries for Intra-State purchase of fixed asset from an unregistered vendor

where input tax credit is available (reverse charge), will be as following:
Particulars Amount

Particulars Amount
Vendor 10000
GL Entries for Intra-State purchase of fixed asset from an unregistered vendor

where input tax credit is not available (reverse charge), will be as following:
Particulars Amount
Vendor 10000
GL Entries for Item Charge in case of Intra-State purchase of fixed asset from an
unregistered vendor where input tax credit is available (reverse charge), will be as
following:
Particulars Amount
Vendor 10000
GL Entries for Item Charge in case of Intra-State purchase of fixed asset from an
unregistered vendor where input tax credit is not available (reverse charge),will be
as following:
Particulars Amount

Particulars Amount
Vendor 10000
See Also
Purchase from SEZ Vendor

Purchase of Goods from SEZ Vendor
Article • 06/22/2022
A special economic zone (SEZ) is a dedicated zone wherein businesses enjoy simpler tax
and easier legal compliances. The transactions with SEZ’s are deemed exports and
imports. The SEZ supply of goods can be made with cover of bill of entry or without
cover of bill of entry.
Process for purchase from SEZ vendor has been explained in this document.

2. Select Vendor on Purchase Invoice header, GST vendor type should be SEZ.
3. Select Item Codefor goods , Fixed Asset for Fixed Asset purchase on Purchase
Invoice line. GST Group Code, HSN/SAC Code should be filled up on Item.
4. IGST is to be calculated on GST Assessable Value + Basic Custom Duty.
For example, purchase invoice will be issued for INR 10000, Custom Duty INR 1000, GST
Assessable Value INR 11000 (IGST @18%), has to be charged. Calculation base: (18% on
11,000 GST Assessable Value + 1,000 BCD) (12,000*18%)
Component Amount
Custom Duty (BCD) 1000
IGST 2160
GL Entries for import of goods with input tax credit available from SEZ vendor with
cover of Bill of Entry, will be as following:
Particulars Amount
Purchase Account (Transactional Value+ BCD) 11000
IGST Receivable Account (on GST Assessable Value + BCD) 2160
Customs House Account (GST Amount + BCD) -3160
Vendor Account (Transaction Value) -10000

GL Entries for import of goods with input tax credit available from SEZ vendor
without cover of Bill of Entry, will be as following:
Particulars Amount
GL Entries for import of goods without input tax credit available from SEZ vendor
with cover of Bill of Entry, will be as following:
Particular Amount
Custom House Account 3160
GL Entries for import of goods without input tax credit available from SEZ vendor
Particulars Amount
GL Entries for import of fixed asset with input tax credit available from SEZ vendor
with cover of Bill of Entry, will be as following:
Particular Amount
Fixed Asset Increased During the Year Account (Transactional Value+ BCD) 11000
GL Entries for import of fixed assets with input tax credit available from SEZ vendor
Particulars Amount
Fixed Asset Increased During the Year Account (Transactional Value+ BCD) 11000
GL Entries for import of fixed asset without input tax credit available from SEZ
vendor with cover of Bill of Entry, will be as following:
Particular Amount
Fixed Asset Increased During the Year Account 13160
Custom House Account 3160
GL Entries for import of fixed asset without input tax credit available from SEZ
vendor without cover of Bill of Entry, will be as following:
Particular Amount
Fixed Asset Increased During the Year Account 13160
７ Note
The GST calculation process for SEZ vendor is same as for an Import vendor.
See Also
Purchase from Foreign Vendor

Import from Foreign Vendor
Article • 06/22/2022
Purchasing goods in India from a place outside India is import of goods. For services, if
the supplier is located outside India, the recipient is located in India and the place of
supply is in India, then it is called Import of services. Purchase of goods and/or services
from a foreign vendor is subject to reverse charge i.e. the person importing goods or
services has to remit tax to the government.
Process for purchase from a foreign vendor has been explained in this document.

2. Select Vendor on Purchase Invoice header, GST vendor type should be Import.
3. Select Item Code for goods, G/L Account for Service purchase and Fixed Asset for
Fixed Asset purchase on Purchase Invoice line. GST Group Code, HSN/SAC Code
and GST Credit value should be selected as Availment if the tax input credit is
available or else Non-Availment on the Item or G/L Account.
4. GST Credit option can be changed in document line.
In case of import of goods from foreign vendor, IGST is to be calculated on GST

Assessable Value + Basic Custom Duty.
For example, purchase invoice is issued INR 10000, Custom Duty is INR 1000. Therefore,
on GST Assessable Value INR 11000,(IGST @18%) has to be charged. Calculation base:
(18% on 11,000 GST Assessable Value + 1,000 BCD) (12,000*18%).
Component Amount
Transaction Value 10000
Custom Duty 1000

(BCD)
IGST 2160 (18% on 11,000 GST Assessable Value + 1,000 BCD)

(12,000*18%)
GL Entries for import of goods from foreign vendor where input tax credit is
available, will be as following:
Particulars Amount
IGST Receivable Account (GST on GST Assessable Value + BCD) 2160
GL Entries for import of goods from foreign vendor where input tax credit is not
Particulars Amount
Purchase Account (Transactional Value+ BCD + IGST Amount) 13160
Import of Fixed Asset from foreign vendor, IGST is to be calculated on GST

Assessable Value + Basic Custom Duty.
For example, purchase invoice is issued for INR 10000, Custom Duty INR 1000, GST
Assessable Value INR 11000,(IGST @18%) has to be charged. Calculation base: (18% on
11,000 GST Assessable Value + 1,000 BCD) (12,000*18%).
GST Calculation will appear in the Fact Box, as following:
Component Amount
Custom Duty 1000

(BCD)
IGST 2160 (18% on 11,000 GST Assessable Value + 1,000 BCD)

(12,000*18%)
GL Entries for import of goods from foreign vendor where input tax credit is
Particulars Amount
Fixed Asset Increase During the Year Account (Transactional Value+ BCD) 11000
IGST Receivable Account (GST on GST Assessable Value + BCD) 2160
GL Entries for import of goods from foreign vendor where input tax credit is not
Particulars Amount
Fixed Asset Increase During the Year Account (Transactional Value+ BCD + 13160
IGST Amount)
Import of services from foreign vendor.
For example, purchase invoice is issued for INR 10000, (IGST @18%) has to be charged.
Component Amount
GST Base Amount 10000
IGST 1800
GL Entries for import of services from foreign vendor where input tax credit is
Particulars Amount
IGST Receivable (Interim) Account 1800
IGST Payable (Interim) Account -1800
GL Entries for import of services from foreign vendor where input tax credit is not
Particulars Amount
Import of Services from Import Associate Vendor.
For example, purchase invoice is issued for INR 10000, (IGST @18%) has to be charged.
Component Amount
IGST 1800
GL Entries for import of services from import associate vendor where input tax
credit is available,will be as following:
Particular Amount
GL Entries for import of services from import associate vendor where input tax
credit is not available, will be as following :
Particular Amount
７ Note
Import Transaction should be in Foreign Currency.

See Also
Purchase from Vendor with Overseas Place of Supply

Purchase of Services for Overseas Place
of Supply from Registered Vendor
Article • 06/22/2022
The supply of goods or services or both when the supplier is located in India and the
place of supply is outside India shall be treated to be a supply of goods or services or
both in the course of inter-state trade or commerce.
The process of computing tax on purchase from vendor with overseas place of supply
has been explained in this document.

2. Select Vendor on Purchase Invoice header, GST vendor type should be Registered.
3. Select G/L Account on Purchase Invoice line. GST Group Code, HSN/SAC Code
and GST Credit value should be selected as Availment if the tax input credit is
available or else Non-Availment on the G/L Account.
4. GST Credit option can be changed on Purchase Invoice line.
For example, the service recipient has a GSTIN in West Bengal and the Vendor also has a
GSTIN for West Bengal, but service provider and place of supply is outside India. In this
case, IGST will be charged as place of supply is outside India. So, invoice will be issued
for INR 10,000 on which 18% IGST, has to be charged.
Component Amount
IGST 1800
GL Entries for purchase of services for overseas place of supply from registered
vendor where input tax credit is available, will be as following:
Particulars Amount

Particulars Amount
GL Entries for purchase of services for overseas place of supply from registered
vendor where input tax credit is not available, will be as following:
Particulars Amount
See Also
GST and TDS on Purchase Transaction

Calculation of Income Tax TDS and GST
on Purchase Transactions
Article • 06/22/2022
There are certain services on which GST applies along with the provisions of TDS under
income tax. TDS should not be calculated on GST amount, in some cases where
payment terms is set as 100% advance, full order value has to be paid as advance
payment. In such cases, amount paid to vendor will be inclusive of GST and if TDS has to
deducted while paying amount to vendor, then TDS is deducted only on the base
amount and not on GST amount.

2. Select Vendor on Invoice Header.
3. Select G/L Account for Service purchase on Purchase Invoice line. GST Group
Code, HSN/SAC Code should not be blank and GST Credit value should be
selected as Availment if the tax input credit is available or else Non-Availment on
the Item or G/L Account.
For example, there is a purchase invoice for INR 10,000 and 18% GST (i.e. 9% CGST and
9% SGST/UTGST in case of Intra-State or Intra-Union Territory transaction or 18% IGST in
case of Inter-State transaction) has to be charged and Income Tax TDS @10% also to be
charged.
GST calculation will appear in the Fact Box, as following :
Component Amount
CGST 900
SGST 900
IGST 1800
TDS 1000
GL Entries for Income Tax TDS and GST in Intra-State purchase transactions, will be
as following:
Particular Amount
TDS Payable Account -1000
GL Entries for Income Tax TDS and GST in Intra-State or Intra-Union Territory
purchase transactions (reverse charge) will be as following:
Particular Amount
SGST/UTGST Receivable Account (Interim) 900
GL Entries for Income Tax TDS and GST in Inter-State purchase transactions, will be
as following:
Particulars Amount
GL Entries for Income Tax TDS and GST in Inter-State purchase transactions
(reverse charge), will be as following:
Particular Amount
Particular Amount
IGST Receivable Account (Interim) 1800
See Also
Purchase Return to Composite Vendor

Purchase Return of Goods and Services
to Composite Vendor or Purchase
Return of Exempted Goods and Services
with no GST Impact
Article • 06/22/2022
A composite vendor is a vendor whose aggregate turnover in a financial year does not
exceed fifty lakh rupees and has opted for composition scheme. A composite vendor
neither collects tax from the recipient of supplies nor passes on any credit of Input Tax.
Hence, no GST is computed if the purchases are made from a composite vendor.
A composite vendor has to register himself with the GST authorities and hence
registration no. is mandatory on the vendor card, if the vendor Type is selected as
Composite. State Code is also mandatory. No GST entries are generated for a composite
vendor, as a composite vendor is not entitled to collect any tax from the customers.
A buyer may have to return the goods or issue credit note due to various reasons like
damaged goods, quality issues etc.
Process for purchase returns to a composite vendor has been explained in this
document.
Create a purchase return order or credit memo

1. Choose the icon, enter Purchase Return Order or Credit Memo, and then
2. Select Vendor on Purchase Credit Memo header, GST vendor type should be
Composite or Exempted.
Fixed Asset purchase and Charge (Item) for Item Charge on Purchase Credit
Memo line.
For example, Purchase Return Order or Credit Memo has been issued for INR 10000 on
which no GST is charged.
Particulars Amount
Particulars Amount
Purchase or Services or Fixed Asset increase during the year Account -10000
See Also
Purchase Return to Registered Vendor

Purchase Return to Registered Vendor
Article • 06/22/2022
A registered vendor is a person who is registered with GST authorities. For purchases
from registered vendors for services attracting reverse charge, purchasers themselves
has to pay tax to the government. If exempted goods and services are purchased from
registered Vendor, then no GST is to be paid to supplier or to the Government.
Process for purchase returns to registered vendor has been explained in this document.

1. Choose the icon, enter Purchase Return Order or Purchase Credit Memo, and
Registered.
Memo line. GST Group Code, HSN/SAC Code and GST Credit value should be
the Item, G/L Account, Fixed Asset, Charge (Item).
For example, purchase credit memo or return order is issued for INR 10000 on which
18% GST (9% CGST and 9% SGST/UTGST in case of Intra-State or Intra-Union Territory
transaction or 18% IGST in case of Inter-State transaction), has to be charged.
Component Amount
CGST 900
SGST 900
IGST 1800
GL Entries for Intra-State or Intra-Union Territory purchase return of goods, service,

fixed asset and item charge to registered vendor where input tax credit is available,
Particulars Amount
SGST/UTGST Receivable Account -900
CGST Receivable Account -900
Purchase or Service Account or Fixed Asset increase during the year -10000
GL Entries for Intra-State or Intra-Union Territory purchase return of goods, service,

fixed asset and item charge to registered vendor where input tax credit is not
Particulars Amount
GL Entries for Inter-State purchase return of goods, services, fixed asset, charge
item to registered vendor where input tax credit is available, will be as following:
Particulars Amount
IGST Receivable Account -1800
Purchase or Services Account or Fixed Asset increase during the year -10000
GL Entries for Inter-State purchase return of goods, services, fixed asset, charge
item to registered vendor where input tax credit is not available, will be as
following:
Particulars Amount
See Also
Purchase Return to Unregistered Vendor (Reverse Charge)
Purchase Return to Unregistered Vendor
(Reverse Charge)
Article • 06/22/2022
Persons whose aggregate turnover in a financial year does not exceed forty lakh rupees
are not required to be registered with the GST authorities. Such persons are called
unregistered vendors. Any purchases from unregistered vendors do not attract GST.
However, there are some notified services under GST, on supply of such services GST is
applicable under reverse charge i.e. the purchasers are required to pay GST to the
Government.
Process for purchase returns to unregistered vendor has been explained in this
document.

Unregistered.
Memo line. GST Group Code, HSN/SAC Code and GST Credit value should be
the Item, G/L Account, Fixed Asset, Item (Charge).
For example, purchase credit memo or return order is issued for INR 10,000 on which
18% GST (9% CGST and 9% SGST/UTGST in case of Intra-State or Intra-Union Territory
transaction or 18% IGST in case of Inter-State transaction), has to be charged.
Component Amount
CGST 900
Component Amount
SGST 900
IGST 1800
GL Entries for Intra-State or Intra-Union Territory purchase return of goods,

services, fixed asset, charge item to unregistered vendor where input tax credit is
available (reverse charge), will be as following:
Particulars Amount
CGST Payable Account 900
SGST/UTGST Payable Account 900
GL Entries for Intra-State or Intra-Union Territory purchase return of goods,

services, fixed asset, charge item to unregistered vendor where input tax credit is
not available (reverse charge), will be as following:
Particulars Amount
See Also
Purchase Return to Foreign Vendor

Purchase Credit Memo or Return Order
to Foreign Vendor
Article • 06/22/2022
Purchasing goods in India from a place outside India is import of goods. For services, if
the supplier is located outside India, the recipient is located in India and the place of
supply is in India, then it is called Import of services. Purchase of goods and/or services
from a foreign vendor are subject to reverse charge i.e. the person importing goods or
services is required to remit tax to the Government.
Process for purchase returns to foreign vendor has been explained in this document.

1. Choose the icon, enter Purchase Return Order or Credit Memo, and then
Import.
Fixed Asset purchase on Purchase Credit Memo line. GST Group Code, HSN/SAC
Code and GST Credit value should be selected as Availment if the tax input credit
is available or else Non-Availment on the Item, G/L Account, Fixed Asset.
4. GST Credit option can be changed on Purchase Credit Memo line.
Purchase Credit Memo or Return Order for Imported Goods or Fixed asset, IGST is
to be calculated on GST Assessable Value + Basic Custom Duty.
For example, purchase credit memo or return order is issued for INR 10000, Custom
Duty INR 1000, GST Assessable Value INR 11000 (IGST @18%) has to be charged.
Calculation base: (18% on 11,000 GST Assessable Value + 1,000 BCD) (12,000*18%).
Component Amount
Custom Duty (BCD) 1000

Component Amount
IGST 2160
GL Entries for purchase credit memo or return order for imported goods or fixed
asset where input tax credit is available, will be as following:
Particulars Amount
Vendor Account (Transactional Value) 10000
IGST Refund Account 2160
Purchase Account or Fixed Asset increase during the year (Transactional Value) -10000
GL Entries for purchase credit memo or return order for imported goods or fixed
asset where input tax credit is not available, will be as following:
Particulars Amount
Vendor Account (Transactional Value) 10000
Purchase Account or Fixed Asset increase during the year (Transactional Value) -12160
See Also
Purchase Return to Vendor with Overseas Place of Supply

Purchase Return of Services for
Overseas Place of Supply to Registered
Vendor
Article • 06/22/2022
The supply of goods or services or both when the supplier is located in India and the
place of supply is outside India shall be treated to be a supply of goods or services or
both in the course of inter-state trade or commerce.
The process of computing tax on purchase return to a vendor with overseas place of
supply has been explained in this document.
Create a purchase return order or purchase

credit memo
Registered.
3. Select G/L Account on Purchase Credit Memo line. GST Group Code, HSN/SAC
Code and GST Credit value should be selected as Availment if the tax input credit
is available or else Non-Availment in the G/L Account.
4. GST Credit option can be changed on Purchase Credit Memo line.
For example, if a service recipient has a GSTIN for West Bengal and the Vendor has a
GSTIN in West Bengal, but the place of supply is outside India. In this case, IGST will be
charged as place of supply is outside India. So, return order or credit memo will be
issued for INR 10,000 on which 18% IGST, has to be charged.
Component Amount
IGST 1800
GL Entries for Return or Credit Note of services for overseas place of supply from
Particulars Amount
GL Entries for Return or Credit Note of services for overseas place of supply from
Particulars Amount
Services Account -11800
See Also
GST Overview

GST on Journals where Services are Paid
Directly through Cash or Bank
Article • 06/22/2022
Invoice and credit memo can be posted from journals. GST calculation logic for journals
will be same as GST calculation for documents.
GST calculation process has been explained in this document.
Create a general journal or a bank or cash

payment voucher
2. Select G/L Account in account type and G/L Account or Bank Account in
balancing account type, and then select the cash or bank accounts.
3. GST (CGST/SGST/UTGST/IGST) to be calculated on Direct Expenses (Services) being
paid through cash or bank, any legal fees, telephone expenses, etc.
For example, there is an expense of INR 10,000 and 18% GST (i.e. 9% CGST and 9%
case of Inter-State transaction) has to be charged on expense amount.
Component Amount
CGST 900
SGST 900
IGST 1800
GL Entries for Intra-State or Intra-Union Territory purchase of services where

service provider is unregistered, will be as following:
Particulars Amount

Particulars Amount
Cash/Bank Account -10000
GL Entries for Intra-state purchase of services where service provider is registered,

Particulars Amount
Cash/Bank Account -11800
 Tip
In case of Inter-State purchase of services, IGST will be applicable.
See Also
GST on Advance Payment to Vendor

GST on Advance Payment Made to
Vendor, with Reverse Charge
Article • 06/22/2022
The tax needs to be paid if supplier gets the payment first, therefore we need to
calculate GST at the time of advance payment made to the vendor. However, when
‘supplier of goods’ receives advance payment, they aren't required to pay GST at the
time of the receipt of advance payment, while GST is required to be paid in case of
supply of services.
The process of GST calculation on advance payment to vendor has been explained in
this document.
Create a general journal or a bank or cash payment

voucher
1. Choose the icon, enter General Journal or Bank Payment Voucher or Cash
Payment Voucher, and then choose the related link.
2. Select Vendor in account type and select relevant Vendor Code, GST vendor type
and registration number should be filled in vendor master.
3. Select G/L Account or Bank Account in balancing account type, and select the
cash or the bank account.
4. Advance Payment made to vendor does not include tax payment, as the purchaser
is liable to pay tax under reverse charge. Hence, tax is applied straight away on
base.
5. GST on Advance Payment field needs to be activated on General Journal Line for
computation of GST on Advance Payment. In addition, GST Group code and GST
Place of Supply should not be blank for computation of GST.
For example, advance payment made to vendor against supply of services of INR 10,000
on which 18% GST (9% CGST and 9% SGST/UTGST in case of Intra-State or Intra-Union
Territory transaction or 18% IGST in case of Inter-State transaction) has to be charged.
GST Calculation will appear in the Fact Box as following:
Component Amount
CGST 900
Component Amount
SGST 900
IGST 1800
GL Entries for Advance Payment made to Vendor, will be as following:
Particulars Amount
Vendor Account 10,000
Bank Account -10000
Reversal of advance payment made to vendor,

where there are reverse charges
If the vendor advance needs to be corrected or the entry is wrongly posted, in such a
case the entry can be reversed and new entry can be created.
Reversal GL Entries for Advance Payment made to Vendor, will be as following:
Particulars Amount
Bank Account 10000
SGST/UTGST Receivable (Interim) Account -900
CGST Receivable (Interim) Account -900
Vendor Account -10,000
 Tip
In case of Inter-State Advance Payment, IGST will be calculated.

See Also
GST Application of Payment and Invoice

GST on Advance Payment or Normal
Payment Application with Purchase
Invoice
Article • 06/22/2022
An advance payment made to vendor for a transaction that is subject to reverse charge
is to be reported in GSTR-2.
If the advance payment is applied to the invoice in the same month, then such
applications need not be disclosed in GSTR-2. However, if advance payment is paid in a
month and is applied to invoice in the subsequent month, then this application is to be
reported in GSTR-2.
Process for application and un-application of payment and invoice has been explained
in this document
GST on advance payment and application with

purchase invoice
GST is liable at the time of advance payment to vendor, for example, service amount is
INR 20000 and advance payment made to vendor for INR 10000 and 18% GST (i.e. 9%
CGST and 9% SGST/UTGST) has to be charged. Taxpayer paying advance is not eligible
to claim ITC on advance paid. The taxpayer can claim ITC on advance paid only on
receipt of services.
GST calculation for Intra-State or Intra-Union Territory transactions will appear in

the Fact Box, as following:
Component Amount
CGST 900
SGST 900
GL Entries for advance payment made to vendor, will be as following:
Particulars Amount

Particulars Amount
Bank Account -10000
Later invoice for service purchase issued by vendor for INR 20,000 and 18% GST (i.e. 9%
CGST and 9% SGST/UTGST), will be charged.
Component Amount
CGST 1800
SGST 1800
GL Entries for application of an advance payment with an invoice for services,

where input tax credit is available:
Particulars Amount
CGST Payable (Interim) Account 900
SGST/UTGST Payable (Interim) Account 900

Particulars Amount
GL Entries for application of an advance payment with an invoice for services,

where input tax credit is not available:
Particulars Amount
-900
If this is found that the payment and invoice was wrongly applied and the application
needs to be reversed, in such a case un-apply functionality can be used. Un-application
entries are same for both online application and offline application.
GL Entries for un-application of an advance payment with an invoice for services,

where input tax credit is available:
Particulars Amount
GL Entries for un-application of an advance payment with an invoice of services,

where input tax credit is not available:
Particulars Amount
Normal payment to vendor and application

with purchase invoice
For unregistered, import vendor and reverse charge purchase of service from registered
vendor, user has to post a separate invoice for goods and services in the system. No GST
calculation is done at the time of application. In ordinary course, when a normal
payment is applied to the invoice, system proportionately posts the liability from
Payable Interim Account to Payable Account and credit (if applicable) from Receivable
Interim Account to Receivable Account.
For example, Purchase Invoice for service purchase issued to vendor for INR 60,000 and
18% GST (i.e. 9% CGST and 9% SGST/UTGST), has to be charged. Later a payment of INR
10,000 has been made to vendor against to the purchase invoice, which doesn't have
any GST impact.
Component Amount
Total GST Transactional Value 60000
Invoice Total CGST Amount 5,400

(60000*9%)
Invoice Total SGST/UTGST Amount 5,400

(60,000*9%)
Normal Payment Applied 10000
SGST/UTGST Amount = Invoice Total SGST/UTGST amount x (Normal 900 (5,400*

Payment Applied/Total Transactional Value) (10,000/60,000)
CGST Amount = Invoice Total CGST amount x (Normal Payment 900 (5,400*
Applied/Total Transactional Value) (10,000/60,000)
GL Entries for Application of invoice with normal payment:

Particulars Amount
Bank Account 10000
needs to be reversed, in such a case un apply functionality can be used. Un-application
GL Entries for un-application of invoice with normal payment:
Particulars Amount
 Tip
Note: In case of Inter-State Purchase, IGST will be calculated.

See Also
GST on Advance Receipt from Customer

GST on Advance Payment Received from
Customer
Article • 06/22/2022
The advance payments received from the customers may need to be reported in GSTR-1
along with GST Rates.
Process of GST calculation on advance payment from customer has been explained in
this document.
Create a general journal or a bank or cash receipt voucher

1. Choose the icon, enter General Journal or Bank Payment Voucher or Cash
Receipt Voucher, and then choose the related link.
2. Select Customer in account type and select relevant Customer Code, GST
customer type and registration number should not be blank on customer master.
3. Select G/L Account or Bank Account in balancing account type, and select the
cash or bank account.
4. GST on Advance Payment field needs to be activated in General Journal Line for
computation of GST on Advance Payment. In addition, GST Group code and GST
Place of Supply are to be entered for computation of GST.
For example, advance payment received from customer for INR 10000 on which 18%
GST (i.e. 9% CGST and 9% SGST/UTGST) has to be charged.
Component Amount
Advance Payment 10,000
GST Transitional Value 8,474 (10000*100/118)
CGST 763 (8,475*9%)
SGST/UTGST 763 (8,475*9%)
GL Entries for advance payment received from customer, will be as following:
Particulars Amount
Bank Account 10000

Particulars Amount
Customer Account -10000
Reversal of advance payment received from

customer
If the customer advance needs to be corrected or the entry is wrongly posted, in such a
case the entry can be reversed and new entry can be created.
Reversal GL Entries for advance payment received from customer, will be as

following:
Particulars Amount
Customer Account 10000
Bank Account -10,000
 Tip
In case of Inter-State Advance Payment, IGST will be calculated.
See Also
GST Application of Receipt and Invoice

GST on Advance Payment and
Application with Sales Invoice
Article • 06/22/2022
GST can also be liable at the time of receiving advance payment from customer. If
advance payment is applied to an invoice in the same month, then such applications
need not be disclosed in GSTR-1. However, if advance payment is paid in a month and is
applied to invoice in the subsequent month, then this application needs to be reported
in GSTR-1.
Process of application of advance payment from customer and sale invoice has been
explained in this document.
For example, service amount is INR 20000 and customer made an advance payment of
INR 10,000 and 18% GST (i.e. 9% CGST and 9% SGST/UTGST) has to be charged on the
advance payment.
Component Amount
GST Transactional Value 8,474 (10000*100/118)
CGST 763 (8,475*9%)
SGST 763 (8,475*9%)
Later sales invoice for services is issued to the customer for INR 20,000. 18% GST (i.e. 9%
CGST and 9% SGST/UTGST in case of Intra-State or Intra-Union Territory transaction or
18% IGST in case of Inter-State transaction) has to be charged on the invoice amount.
Component Amount
CGST 1800
SGST 1800
GL Entries for application of advance payment with sales invoice, will be as
following:
Particulars Amount
Sales Account -20000
GST un-application of customer advance with

sales invoice
needs to be reversed, in such a case un apply functionality can be used. Un-application
 Tip
An advance receipt and invoice application cannot be unapplied, if the tax liability
on both is discharged through GST Settlement Screen.
GL Entries for un-application of an advance payment and sales invoice:
Particulars Amount

 Tip
In case of Inter-State Sale, IGST will be calculated.
See Also
GST and TCS on Customer Advance

GST and TCS on Advance Customer
Payments
Article • 06/22/2022
Assessee is liable for paying GST and TCS at the time of receiving advance payment
from customer.
Mandatory fields in cash or bank receipt voucher

1. Choose the icon, enter Bank Receipt Voucher or Cash Receipt Voucher, and
2. Select Customer in Account Type field and select relevant customer code in
Account No. field.
3. Select G/L Account for cash or Bank Account for bank in Bal. Account Type field,
and select relevant cash or bank account in Bal. Account No. field.
4. Select relevant TCS Nature of Collection, GST Group Code, HSN/SAC Code,
Location Code on journal line.
5. GST on Advance Payment should be marked true.
For example, service amount is INR 20000 and customer made an advance payment of
INR 10,000, 18% IGST and 1% TCS has to be charged on the advance payment.
Component Amount
GST Transactional Value 8,474 (10000*100/118)
IGST Amount 1525 (8,474*18%)
TCS Amount 100 (10,000*1%)
On posting of advance receipt from customer, GL Entries will be as following:
Particulars Amount
Bank Account 10000
IGST Payable (Interim) Account 1525

Particulars Amount
TCS Amount -100
Later sales invoice for services is issued to the customer for INR 20,000, 18% IGST and
1% TCS has to be charged on the invoice amount, and the advance receipt from
customer will be applied with the invoice.
Mandatory fields on sales invoice

1. Choose the icon, enter Sales Invoice, and then choose the related link.
2. Select Customer on Sales Invoice header.
3. Select G/L Account for service or Item for goods on Sales Invoice line.
4. Select relevant TCS Nature of Collection on Sales Invoice line.
5. GST Group Code, HSN/SAC Code, GST Credit should have a value in G/L Account
or Item card.
6. Location Code field should not be blank on both Sales Invoice header and line.
7. Select the advance payment in Applies to Doc. No. field on Sales Invoice header.
Component Amount
IGST 2075 = [3,600 (20,000 * 18%)]-[1525 (8,474 * 18%)]
TCS Amount 136 = [236 (23,600 * 1%)] - [100 (10,000 * 1%)]
GST and TCS will be calculated on the remaining amount, i.e. Invoice Amount - Advance
Payment Amount. If advance payment is not applied with the sales invoice then GST and
TCS will be calculated on the whole invoice amount.
On posting of sales invoice, GL Entries will be following:
Particulars Amount
TCS Payable Account -136

Particulars Amount
IGST Payable Account 1525
 Tip
In case of Intra-State Sale, CGST and SGST/UTGST will be calculated.
See Also
GST and TDS on Vendor Advance

GST and TDS on Vendor Advance
Payments
Article • 06/22/2022
Liability of paying GST and TDS arises at the time of advance payment to vendor.
Mandatory fields in cash or bank payment voucher

1. Choose the icon, enter Bank Payment Voucher or Cash Payment Voucher, and
2. Select Vendor in Account Type field and select relevant vendor code in Account
No. field.
3. Select G/L Account for cash or Bank Account for bank in Bal. Account Type field,
and select relevant cash or bank account in Bal. Account No. field.
4. Select relevant TDS Section, GST Group Code, HSN/SAC Code, Location Code on
journal line.
5. GST on Advance Payment should be marked true.
For example, service amount is INR 20000 and advance payment made to vendor for
INR 10000, 18% GST (i.e. 9% CGST and 9% SGST/UTGST) and 10% TDS has to be
charged.
GST calculation for Intra-State or Intra-Union Territory transactions will appear in

the Fact Box, as following:
Component Amount
CGST 900 (10000*9%)
SGST 900 (10000*9%)
TDS Amount 1000 (10000*10%)
On posting of advance payment made to vendor, GL Entries will be as following:
Particulars Amount

Particulars Amount
Bank Account -9000
） Important
In some cases GST needs to be calculated on the amount excluding GST, provision
has been made to handle such scenario. Business user need to fill the TDS Base
Value in Amount Excl. GST filed on Bank Payment Voucher, and system will
calculate TDS on the mentioned value.
Later invoice for service purchase issued by vendor for INR 20,000, 18% GST (i.e. 9%
CGST and 9% SGST/UTGST) and 10% TDS, will be charged, and the advance payment will
be applied with the invoice.
Mandatory fields on purchase invoice

2. Select Vendor on Purchase Invoice header.
3. Select G/L Account for service on Purchase Invoice line.
4. Select TDS Section on Purchase Invoice line.
5. GST Group Code, HSN/SAC Code, GST Credit should have a value in G/L Account
card.
6. Location Code field should not be blank on both Purchase Invoice header and
line.
7. Apply the advance payment in Applies to Doc. No. field on Purchase Invoice
header.
Component Amount
CGST 900 = [1800 (20000 * 9%)] - [900 (10000 * 9%)]

Component Amount
SGST 900 = [1800 (20000 * 9%)] - [900 (10000 * 9%)]
TDS Amount 1000 = [2000 (20000 * 10%)] - [1000 (10000 *10%)]
GST and TDS will be calculated on the remaining amount, i.e. Invoice Amount - Advance
Payment Amount. If advance payment is not applied with the purchase invoice then GST
and TDS will be calculated on the whole invoice amount.
On posting the purchase invoice, GL Entries will be as following:
Particulars Amount
 Tip
Note: In case of Inter-State Purchase, IGST will be calculated.
See Also
GST on Journals
GST Exempted Sales
Article • 06/22/2022
Sales made to an exempted customer are known as exempt sales. GST customer type
shall be selected as Exempted. No GST is computed on such transactions.
Process of sale to unregistered customer has been explained in this document.
Create a sales invoice or credit memo

1. Choose the icon, enter Sales Invoice or Sales Credit Memo, and then choose
the related link.
2. Select Customer on Sales Invoice or Sales Credit Memo header, GST customer
type should be Exempted.
3. Select G/L Account or Item Code on Sales Invoice or Sales Credit Memo line.
For example, there is a sales invoice and a sales credit memo for INR 10,000.
GL Entries for Exempted Sales, will be as following:
Particulars Amount
Customer Account 10,000
Sales or Services Account -10,000
GL Entries for Sales Credit Memo for Exempted Sales, will be as following:
Particulars Amount
Customer Account -10,000
Sales or Services Account 10,000
See Also
Sale to Registered and Unregistered Customer

Sales to Registered or Unregistered
Customer
Article • 06/22/2022
Sales to a registered customer are known as B2B sales, sales to an unregistered

customer are known as B2C sales. There is no difference in computation of tax for a B2B
and B2C sales. However, they are required to be reported separately in GSTR-1.
Process of sales to registered or unregistered customer has been explained in this

document.

2. Select Customer on Sales Invoice header, GST customer type should be

Registered or Unregistered.
3. Select Item Code for goods or G/L Account for service sales on Sales Invoice line.
GST Group Code, HSN/SAC Code should not be blank on the item or G/L account.
For example, there is a sales invoice for INR 10,000 and 18% GST (i.e. 9% CGST and 9%
case of Inter-State transaction) has to be charged on the invoice amount.
Component Amount
CGST 900
SGST 900
IGST 1800
GL Entries for Intra-State or Intra-Union Territory sale of goods to registered or

unregistered customer, will be as following:
Particulars Amount

Particulars Amount
SGST/UTGST Payable Account - 900
CGST Payable Account - 900
Sales Account - 10000
GL Entries for Inter-State sale of goods to registered or unregistered customer, will

be as following:
Particulars Amount
IGST Payable Account - 1800
GL Entries for Intra-State or Intra-Union Territory sale of services to registered or

unregistered customer, will be as following:
Particular Amount
SGST/UTGST Payable Account - 900
CGST Payable Account - 900
GL Entries for Inter-State sale of services to registered or unregistered customer,

will be as following :
Particular Amount
Services Account - 10000
 Tip
System will automatically update 'Nature of Supply' for Registered customer as B2B
and for Unregistered customer as B2C.
See Also
Sale to Foreign Customer

Export of Goods and Services to Foreign
Customer
Article • 06/22/2022
Export of goods is defined as taking goods out of India to a place outside India. Export
of services means the supply of services where the supplier of service is located in India,
recipient of service is located outside India and the place of supply is outside India.
Exports can be without Payment of duty or with payment of duty.
Process of sale to foreign customer has been explained in this document.

2. Select Customer on Sales Invoice header, GST customer type should be Export or
Deemed Export or SEZ Development or SEZ Unit.
3. Select G/L Account or Item Code on Sales Invoice line. GST Group Code, HSN/SAC
Code should not be blank on the G/L Account or Item Card.
For example, there is a sales invoice for INR 10,000 and 18% IGST has to be charged on
the invoice amount.
Component Amount
IGST 1800
GL Entries for export of goods and/or services with payment of duty to Foreign
Customer, SEZ Unit, SEZ Development Customer will be as following:
Particulars Amount

GL Entries for export of goods and/or services without payment of duty to Foreign
Customer, SEZ Unit, SEZ Development Customer will be as following:
Particulars Amount
７ Note
Export or Deemed export will have same treatment, as it is treated as interstate

transaction and only IGST is applicable irrespective of location of receiver. There is
no scenario of deemed export without payment of Duty, as company has to pay
IGST and claim refund. Refund can be claimed either by seller or recipient.
See Also
Sale to Registered Customer with Overseas POS

Sale of Services to Overseas Place of
Supply to Registered Customer
Article • 06/22/2022
GST is destination based tax i.e consumption tax, which means tax will be levied where
goods and services are consumed and will accrue to that state. The supply of goods or
services or both when the supplier is located in India and the place of supply is outside
India shall be treated to be a supply of goods or services or both in the course of inter-
state trade or commerce.
Process of sale to a registered customer with overseas place of supply has been
explained in this document.


Registered.
3. Select G/L Account on Sales Invoice line. GST Group Code, HSN/SAC Code should
not be blank on the G/L Account Card.
4. POS Out of India field on Sales Invoice header should be marked as True.
For example, there is a sales invoice for INR 10,000 and 18% IGST has to be charged on
the invoice amount.
Component Amount
IGST 1800
GL Entries for Intra-State Sale of services to overseas place of supply to registered

customer, will be as following:
Particulars Amount

Particulars Amount
Services Account - 10000
See Also
GST and TCS on Sales Transaction

Calculation of TCS as per the Income Tax
Act, 1961 and GST on Sales Transactions
Article • 06/22/2022
The Government has placed the responsibility on the e-commerce operators to collect
the ‘tax’ at a specified rate from the supplier. This shall be done by the Operator by
paying the supplier the price of the product or services, less the tax, calculated at the
specified rate.
The process of calculation of TCS and GST has been explained in this document.

2. Select Customer on Sales Invoice header.
3. Select Item on Sales Invoice line. GST Group Code, HSN/SAC Code should not be
blank on the Item.
case of Inter-State transaction) and 1% TCS as per Income Tax Act, 1961 has to be
charged on the invoice amount.
Component Amount
CGST 900
SGST 900
TCS 100
On posting of sales invoice, GL Entries will be as following:
Particulars Amount

Particulars Amount
 Tip
In case of Inter-State Sales, IGST will be calculated with TCS as per the Income Tax
Act, 1961.
See Also
GST Kerala Flood Cess

GST and Kerala Flood Cess on Sales
Transaction
Article • 05/01/2023
） Important
Because Kerala Flood CESS (KFC) is no longer applicable, the content in this article
is no longer needed and will be removed in the coming months.
Kerala Flood CESS (KFC) is applicable on all intra-state supplies of goods and/or services,
made by taxable person to an unregistered person i.e. B2C supplies. Kerala Flood CESS is
required to be shown separately on the invoice.


Unregistered.
3. Select Item Code for goods or G/L Account for service sales on Sales Invoice line.
GST Group Code, HSN/SAC Code should not be blank on Item or G/L Account.
SGST/UTGST in case of Intra-State or Intra-Union Territory transaction) and 1% Kerala
Flood Cess has to be charged on the invoice amount.
Component Amount
CGST 900
SGST 900
KFC 100
On posting the sales invoice for Intra-State or Intra-Union Territory sale of goods
to unregistered customer, GL Entries will be as following:
Particulars Amount
Kerala Flood Cess -100
 Tip
System will automatically update 'Nature of Supply' B2C for Unregistered Customer.
See Also
Exempted Sales

Sales Return of Goods from Registered
or Unregistered Customer
Article • 06/22/2022
Sales to a registered customer are known as B2B sales, sales to an unregistered

customer are known as B2C sales. There is no difference in computation of tax for a B2B
and B2C sales. However, they are required to be reported in separately in GSTR-1.
A customer may require to return the goods or issue credit note due to various reasons
like damaged goods, quality issues etc.
Process of sale return from registered or unregistered customer has been explained in
this document.
Create a sales return order or credit memo

1. Choose the icon, enter Sales Return Order or Sales Credit Memo, and then
2. Select Customer on Sales Return Order or Sales Credit Memo header, GST
customer type should be Registered or Unregistered.
3. Select Item Code for goods or G/L Account for Service Sale on Sales Return Order
or Sales Credit Memo line. GST Group Code, HSN/SAC Code should not be blank
on Item or G/L Account.
For example, there is a sales credit memo for INR 10,000 and 18% GST (i.e. 9% CGST and
case of Inter-State transaction) has to be charged on the credit memo amount.
Component Amount
CGST 900
SGST 900
GL Entries for Intra-State Sales Return of Goods from Registered or Unregistered

Customer, will be as following:
Particulars Amount
Particulars Amount
Sales Account 10,000
GL Entries for Inter-State Sales Return of Goods from Registered or Unregistered

Particulars Amount
Sales Account 10,000
Customer Account - 11800
GL Entries for Intra-State Sales Return of Services from Registered or Unregistered

Particulars Amount
Service Account 10,000
GL Entries for Inter-State Sales Return of Services from Registered or Unregistered

Particulars Amount
Customer Account - 11800
See Also
Sale Return from Registered Customer with Overseas POS
Return or Credit Note of Services for
Overseas Place of Supply to Registered
Customer
Article • 06/22/2022
GST is destination based tax i.e consumption tax, which means tax will be levied where
goods and services are consumed and will accrue to that state. The supply of goods or
services or both when the supplier is located in India and the place of supply is outside
India shall be treated to be a supply of goods or services or both in the course of inter-
state trade or commerce.
A customer may require to return the goods or issue credit note due to various reasons
like damaged goods, quality issues etc.
Process of sale return from a registered customer with overseas place of supply has
been explained in this document.
Create a sales return order or credit memo

1. Choose the icon, enter Sales Return Order or Sales Credit Memo, and then
2. Select Customer on Sales Return Order or Sales Credit Memo header, GST
customer type should be Registered.
3. Select G/L Account on Sales Return Order or Sales Credit Memo line. GST Group
Code, HSN/SAC Code should not be blank on the G/L Account.
4. POS Out of India field on Sales Return Order or Sales Credit Memo header should
be marked as True.
For example, there is a sales credit memo for INR 10,000 and 18% IGST has to be
charged on the credit memo amount.
Component Amount
IGST 1800
GL Entries for Intra-State Return or Credit Note of services for overseas place of
supply to registered customer, will be as following:
Particulars Amount
See Also
Sale Return from Registered and Unregistered Customer

Stock Transfer
Article • 06/22/2022
Stock transfers between locations, branches or divisions having different registration

numbers are taxable under GST. In such a case, where registration number is same, if the
shipment location and recipient location both are in the same state, then CGST and
SGST/UTGST are levied, other-wise, where the registration number is same, there shall
be no levy.
1. Choose the icon, enter Transfer Order, and then choose the related link.
2. Select Transfer-from Code and Transfer-to Code on Transfer Order header. State
Code and GST registration number should be filled on the location master.
3. Select Item on Transfer Order line. GST Group Code, HSN/SAC Code should be
filled on Item.
For example, inventory for INR 1000 is being transferred from one location to another
and 18% GST (9% CGST and 9% SGST/UTGST in case of Intra-State or Intra-Union
Territory transaction or 18% IGST in case of Inter-State transaction) has to be charged on
INR 1000.
Component Amount
IGST 180
CGST 90
SGST 90
Post the Transfer Order
GL Entries for shipment transaction in case of Interstate stock transfer, will be as

following:
Particulars Amount
Unrealized Profit Account 180

Particulars Amount
Inventory Adjustment Account 1000
Inventory Account -1000
GL Entries for receipt transaction in case of Interstate stock transfer, will be as

following:
Particulars Amount
Unrealized Profit Account -180
Inventory Account 1000
Inventory Adjustment Account -1000
GL Entries for shipment transaction in case of Intra-State or Intra-Union Territory

stock transfer, will be as following:
Particulars Amount
Unrealized Profit Account 180
Inventory Account -1000
Inventory Adjustment Account 1000
GL Entries for receipt transaction in case of Intra-State or Intra-Union Territory

stock transfer, will be as following:
Particulars Amount
Unrealized Profit Account -180
Inventory Account 1000
Inventory Adjustment Account -1000

Stock transfer for bonded warehouse
Bonded warehouse transfer means transfer of stock from customs warehouse to
company warehouse. This scenarios occurs when material is stored at customs
warehouse before moving it to company’s warehouse. In this case the customs duty will
be paid only when material is moved from bonded warehouse.
2. Select Transfer-from Code and Transfer-to Code on Transfer Order header.
3. State Code and GST registration number should be filled on Transfer-to Location.
4. Bonded warehouse field should be marked true on Transfer-from Location.
5. Select Item on Transfer Order line. GST Group Code, HSN/SAC Code should be
filled on Item.
6. Enter GST Assessable Value and Custom Duty Amount on Transfer Order lines.
System calculates GST on GST Assessable Value and Custom Duty Amount, not on
transaction line amount.
7. Bill of Entry Number, Bill of Entry Date and Vendor Code on Transfer Order
header should not be blank.
See Also
GST Service Transfer

Service Transfer
Article • 06/22/2022
Service transfers between locations, branches or divisions having different registration

numbers are taxable under GST. In such a case, if services transferred within the state
from one location to another, then CGST and SGST/UTGST will be levied, other-wise,
where the registration number is same, there shall be no levy. Service transferred from
one state to another state, then IGST will be levied.
Create a service transfer order

1. Choose the icon, enter Service Transfer Order, and then choose the related link.
2. Select Transfer-from Code and Transfer-to Code on Service Transfer Order

header. State Code and GST registration number should not be blank on Location
card.
3. Select Ship Control Account and Receive Control Account on Service Transfer
Order header.
4. Select G/L Account for Transfer From G/L Account No. on Shipment Line and
Transfer To G/L Account No. on Receipt Line. GST Group Code, HSN/SAC Code
should not be blank on G/L Account card.
For example, service for INR 10000 is being transferred on which 18% GST (9% CGST
and 9% SGST/UTGST in case of Intra-State or Intra-Union Territory transaction or 18%
IGST in case of Inter-State transaction), has to be charged.
GST Calculation on Service Transfer Order will appear in the Fact Box, as following:
Component Amount
IGST 1800
CGST 900
SGST 900
On posting of shipment in case of Intra-State or Intra-Union Territory service

transfer, GL Entries will be as following:
Particulars Amount
Inter-location Control Account 11800
On posting of receipt in case of Intra-State or Intra-Union Territory service transfer,

Particular Amount
Inter-location Control Account -11800
On posting of shipment in case of Interstate service transfer, GL Entries will be as

following:
Particular Amount
Inter-location Control Account 11800
On posting of receipt in case of Interstate service transfer, GL Entries will be as

following:
Particular Amount
Inter-location Control Account -11800
See Also
GST Stock Transfer
Setting Up GST for Bank Charges
Article • 06/22/2022
As per GST Law, GST is applicable on bank charges and ITC can be availed for specified
services. As per Rule 54(2) of CGST Rules, 2017, Banks shall issue a tax invoice or any
other document in lieu of tax invoice. In case if an invoice is not provided by the bank,
then the bank statement shall be deemed to be an invoice. Such document shall be
construed as Tax invoice even if it is not serially numbered and whether or not it
contains the address of recipient of taxable service.
Bank charges can be Intrastate or Interstate. CGST & SGST are applicable if the bank and
customer are located in the same state. IGST is applicable if both are in different states.
The place of supply of banking and other financial services to any person shall be the
location of the recipient of services on the records of the supplier of services. If the
location of recipient of services is not on the records of the supplier, the place of supply
shall be the location of the supplier of services.
The place of supply of banking and other financial services shall be the location of the
supplier of services. If any services are received from a foreign bank by an Indian
customer, then the place of supply for such services becomes the place where the
foreign bank is located i.e. outside India and hence any charges collected towards such
services are not subject to India GST.
The following setups are required:

Bank Accounts
Bank Charges Master
Bank Charges Deemed Value Setup
To set up GST on a bank account

This setup is required to specify that this bank is eligible to calculate GST on bank
charges.
Field Description
Field Description
State Code This field is required for GST calculation in Bank Charges transactions.
GST GST Registration type can be Blank or Registered. If GST registration No. is
Registration added in Bank Account Master the status will be updated as Registered.
Status
GST Registration No. of Bank shall be entered here. Registration number is

Registration mandatory, if GST Registration Status is Registered. Registration No.
No. comprises 15-digits.
To set up GST on bank charges master

This setup is required to calculate GST on bank charges.
1. Choose the icon, enter Bank Charges, and then choose the related link.
Field Description
Code Specifies the unique identification code of Bank Charge.
Description Specifies the description of the Bank Charge.
Account Specifies the general ledger account for Bank Charge.
Foreign Specifies the Bank Charges that are applicable on Foreign Exchange Sales or
Exchange Purchase under GST. For foreign Exchange bank charges, the GST calculation
is based on Deemed Value of purchase or sale.
GST Group Specifies the relevant GST Group Code.

Code
GST Credit GST Credit can be Availment or Non-Availment. This field by default displays
Availment. If credit cannot be availed on any Bank Charges, then Non-
Availment shall be selected manually from the drop down.
HSN/SAC All HSN/SAC Codes for GST Group code selected above shall be displayed as
a dropdown for this field, business user has to select appropriate code.
Exempted This field is checked if the Bank Charges are exempted from payment of GST.
To set up GST on bank charges deemed value

setup
This setup is required to estimate the Deemed Value for calculation of GST on foreign
exchange purchases.
1. Choose the icon, enter Bank Charges Deemed Value Setup, and then choose
the related link.
Field Description
Bank Charges Code Specifies the code of Bank Charge from drop down list.
Lower Limit Specifies the lower limit of the bank charge code.
Upper Limit Specifies the upper limit of the bank charge code.
Formula Specifies the formula of the charge calculation.
Min. Deemed Value Specifies the minimum value.
Max. Deemed Value Specifies the maximum value.
Deemed % Specifies the percentage of calculation.
Fixed Amount Specifies the fixed deemed value.
See Also
GST Bank Charges Transaction

GST on Bank Charges Transaction
Article • 06/22/2022
As per Rule 54(2) of CGST Rules, 2017, Banks shall issue a tax invoice or any other
document in lieu of tax invoice. In case if an invoice is not provided by the bank, then
the bank statement shall be deemed to be an invoice. Such document shall be
construed as Tax invoice even if it is not serially numbered and whether or not it
contains the address of recipient of taxable service.
Process for GST calculation on bank charges has been explained in this document.
GST calculation on bank charges

1. Choose the icon, enter Bank Payment Voucher, and then choose the related
link.
2. Select G/L Account in Account Type field and select relevant general ledger
account in Account No. field.
3. Select Bank Account in Bal. Account Type field and select relevant bank account in
Bal. Account No. field.
4. GST Registration No. and GST Registration Status fields should not be blank on
Bank Account.
5. Location Code should not be blank on Bank Payment Voucher.
6. Bank Charge field should be marked true, select Process on the ribbon and click
on Bank Charges -> select Bank Charge code and system will calculate the GST on
bank charge amount. GST Credit, GST Group Code and HSN/SAC Code should not
be blank on Bank Charge Code.
GST on bank charges

Intra-State Bank Payment with GST on Bank Charges where Input Tax Credit is available,
for example bank charge of INR 10000 to be paid to bank and GST (9% CGST and 9%
SGST) has to be calculated on bank charges amount.
Component Amount
Bank Charge Amount 10,000
CGST 900
SGST 900
Once posted the bank payment GL entries for Intra-state bank charges with GST
where Input Tax Credit is available, will be as following:
Particulars Amount
Bank Charges 10000
Bank Account -11800
Inter-State Bank Payment with GST on Bank Charges where Input Tax Credit is available,
for example bank charge of INR 10000 to be paid to bank and 18% IGST has to be
calculated on bank charges amount.
Component Amount
IGST 1800
Once posted the bank payment GL entries for Inter-state bank charges with GST
where Input Tax Credit is available, will be as following:
Particulars Amount
Bank Charges 10000
Bank Account -11800
Intra-State Bank Payment with GST on Bank Charges where Input Tax Credit is not
available, for example bank charge of INR 10000 to be paid to bank and GST (9% CGST
and 9% SGST) has to be calculated on bank charges amount.
Component Amount
CGST 900
Component Amount
SGST 900
Once posted the bank payment GL entries for Intra-state bank charges with GST
where Input Tax Credit is not available, will be as following:
Particulars Amount
Bank Charges 11800
Bank Account -11800
Inter-State Bank Payment with GST on Bank Charges where Input Tax Credit is not
available, for example bank charge of INR 10000 to be paid to bank and 18% IGST has
to be calculated on bank charges amount.
Component Amount
IGST 1800
Once posted the bank payment GL entries for Inter-state bank charges with GST
where Input Tax Credit is not available, will be as following:
Particulars Amount
Bank Charges 11800
Bank Account -11800
Deemed value calculation for GST base amount

in foreign exchange transactions
As per GST law, A person supplying the services of exchange of foreign currency may
exercise option to ascertain value in terms of Rule 32(2)b for a financial Year. In service
related to supply of foreign currency, including money changing, the problem of
valuation always arises, therefore the Rule states that, consideration should be taken to
the difference in the buying rate or the selling rate.
GST calculation on bank charges for bank payment
1. Choose the icon, enter Bank Receipt Voucher, and then choose the related link.
2. Select G/L Account in Account Type field and select relevant Vendor or Customer
account in Account No. field.
3. Select Bank Account in Bal. Account Type field and select relevant bank account in
Bal. Account No. field.
4. GST Registration No. and GST Registration Status fields should not be blank on
Bank Account.
5. Select Process on the ribbon and click on Bank Charges -> select Bank Charge
code and system will calculate the GST on bank charge amount. External
Document No. and GST Document Type fields should not be blank on Journal
Bank Charges line.
6. GST Credit, GST Group Code and HSN/SAC Code should not be blank on Bank
Charge Code.
Let us take the following example and check the GL entries of the posted transactions
for different scenarios.
Bank Lower Upper Formula Min. Max Deemed Fixed

Charge limit limit Deemed Deemed % Amount
Code Value Value
BKCHG_01 0 10,00,000 Deemed 0 0 1% 0

%
Sample values for transactions
Component Amount
CGST 9%
SGST 9%
IGST 18%
Document Type Refund or Payment
Account Type Vendor or Customer (Registered)
Amount USD -1000
Currency USD (Exchange Rate 65)
Amount (LCY) INR -65000
Bank Charge BKCHG_01

Component Amount
GST Transactional Value INR 6500
GST Amount INR 1170
Once posted the bank payment GL entries for Intrastate Bank Receipt Voucher with
Document Type as Refund for Bank Charges and GST is posted with Credit
Availment and GST Document Type Invoice, will be as following:
Document Type Particulars Amount
Refund Vendor -65000
Refund SGST/UTGST Receivable Account 585
Refund CGST Receivable Account 585
Refund Bank Account 63830
The bank payment GL entries for Intrastate Bank Receipt Voucher with Document
Type as Payment for Bank Charges and GST is posted with Credit Availment and
GST Document Type as Invoice, will be as following:
Payment Customer -65000
Payment SGST/UTGST Receivable Account 585
Payment CGST Receivable Account 585
Payment Bank Account 63830
Type as Refund for Bank Charges and GST is posted with Credit Non-Availment
and GST Document Type as Invoice, will be as following:
Refund Vendor -65000
Refund Other Charges 1170
Refund Bank Account 63830
Type as Payment for Bank Charges and GST is posted with Credit Non-Availment
and GST Document Type as Invoice, will be as following:
Payment Customer -65000
Payment Other Charges 1170
Payment Bank Account 63830
See Also
GST Bank Charges Overview

Setup for GST TDS and GST TCS
Article • 06/22/2022
This topic explains the requirement and the process of setting up GST TDS and GST TCS.
GST TDS
As per Section 51 of CGST Act, recipient of goods and services shall deduct TDS of 2%
on payment amount where contract amount exceeds INR 250000. The recipient will
issue a certificate for the tax amount deducted against the payment made for contract
to supplier. Recipient will pay the deducted amount to government and the same is
reflected in supplier’s electronic ledger entry, which the supplier can further adjust
against liability.
GST TCS
As per Section 52 of CGST Act, 2017, every e-commerce operator is required to collect
tax at the rate of 1% (0.5% of CGST and 0.5% of SGST for intra state supply or 1% of
IGST on interstate supply) on the net value of taxable supplies provided the supplier is
supplying goods or services through e-commerce operator (online market place) and
consideration with respect to the supply is to be collected by the said e-commerce
operator The taxable supplies includes total sales and returns. The GST TCS amount
collected by e-commerce operator shall be paid to GSTIN and the same will be reflected
as available credit for supplier in their electronic cash ledger that can be utilized to
setoff liability. Corrections are allowed before GST TCS amount is paid to GSTIN by e-
commerce operator. Hence, there will not be any refund or negative credit. If refund of
payment is to be paid by supplier to e-commerce operator then, full amount (without
GST TCS) shall be considered. GST TCS to be calculated on Invoice amount excluding
GST. The Credit Memo amount excluding GST should be deducted from Invoice amount
for the period before calculating GST TCS. GST TCS can be calculated for a given period,
which can be week, fortnight or a month. GST TDS is applicable only for Registered
Suppliers The calculation of GST TCS is provided on Bank or Cash Payment and Receipt
Vouchers.
To set up GST TDS/TCS

This setup is required for calculation of GST TDS and GST TCS on payment to vendor or
receipt from customer.
1. Choose the icon, enter Tax Type-> GST TDS TCS-> Action -> Tax Rates, and
Field Description
GST TDS TCS Type Specify the relevant type, for example: TDS, TCS.
GST Effective Date Specify the effective date.
CGST Specify the relevant percentage for component CGST.
SGST Specify the relevant percentage for component SGST.
IGST Specify the relevant percentage for component IGST.
See Also
GST TCS on Payment

GST TCS on Vendor Payment
Article • 06/22/2022
GST TCS can be applicable for Registered Vendor. On posting of GST TCS transaction
against Vendor, system updates 'Liable to Pay' field in GST TDS/TCS Entry table as
'TRUE'. The GST TCS entries that have 'Liable to Pay' field 'TRUE' will be shown on
settlement page. The GST TCS Liability can only be paid through Cash or Bank. It cannot
be set off against any available credit.
For example, INR 1000 paid to the vendor and 1% GST TCS (0.50% CGST, 0.50% SGST for
Intra-State or Intra-Union Territory and 1% IGST for Inter State) has to be calculated on
payment amount.
1. GST calculation will appear in the Fact Box on Bank or Cash Payment Voucher, as
following:
Component Amount
Payment Amount 1000
GST Transactional Value 1,000
CGST Amount 5
SGST Amount 5
IGST Amount 10
GST TCS on vendor payment entry process

1. Choose the icon, enter Bank Payment Voucher or Cash Payment Voucher, and
2. Fill in the fields as described on Bank Payment Voucher or Cash Payment Voucher.
Field Description
Posting Date Specify the posting date of the document.
Document Type Specify as 'Payment'
Account Type Specify as 'Vendor'
Account No. Select the relevant vendor code.

Field Description
Amount Specify the amount.
Bal. Account Type Specify G/L Account or Bank Account.
Location Code Specify the relevant location code.
GST TCS State Code Specify the relevant state code.
GST TDS/TCS Base Amount Specify the GST TCS calculation base amount.
GST TCS Mark this field as True.
3. GL Entries for GST TCS - Intrastate Transaction, will be as following:
Particulars Amount
Vendor Account 1000
CGST TCS Payable Account -5
SGST/UTGST TCS Payable Account -5
Bank Account -990
4. GL Entries for GST TCS - Interstate Transaction, will be as following:
Particulars Amount
Vendor Account 1000
IGST TCS Payable Account -10
Bank Account -990
See Also
GST TDS TCS on Receipt

GST TCS on Customer Payments
Article • 06/22/2022
GST TCS can be liable on cash or bank payment from customer. The GST TCS entries
which are not reversed will be part of settlement. Business user can reverse the GST TCS
entries before settlement is posted. The GST TCS entries which have Credit Availed field
'TRUE' will be shown on settlement page. User can manually enter amount in GST TCS
Credit Utilized field for utilizing against the liability.
2. Fill in the fields as described on Bank Receipt Voucher or Cash Receipt Voucher.
Field Description
Account Type Specify as 'Customer'
Account No. Select the relevant customer code.
GST TCS State Code Specify the relevant state code.
GST TCS Mark this field as True.
For example, INR 1000 paid by the customer and 1% GST TCS (0.50% CGST, 0.50% SGST
for Intra-State or Intra-Union Territory and 1% IGST for Inter State) has to be charged on
the payment amount.
GST Calculation will appear in the Fact Box on Bank or Cash Receipt Voucher, as
following:
Component Amount
Payment Amount 1000

Component Amount
CGST Amount 5
SGST Amount 5
IGST Amount 10
On posting of voucher for GST TCS - Intrastate Transaction, GL Entries will be as

following:
Particulars Amount
CGST TCS Receivable Account 5
SGST/UTGST TCS Receivable Account 5
Bank Account 990
On posting of voucher for GST TCS - Interstate Transaction, GL Entries will be as

following:
Particulars Amount
IGST TCS Receivable Account 10
Bank Account 990
GST TDS on customer payment

GST TDS is applicable for Registered Customers. User can calculate GST TDS on cash or
bank payment from customer, user needs to enter GST TDS/TCS Base Amount manually
for calculating GST TDS.
A provision for updating GST TDS certificate details is available under Financial
Management > Periodic Activities > GST > Task: Update GST TDS Certificate Dtl. The
GST TDS entries against which the certificate is received will be a part of GST settlement.
User can reverse the GST TDS entries before certificate is received. An additional option
has been provided to user to modify GST TDS Certificate Details. The GST TDS Credit
received will be shown on settlement page.
User can manually enter amount in GST TDS Credit Utilized field for utilizing against the
liability.
2. Fill in the fields as described on Bank Receipt Voucher or Cash Receipt Voucher.
Field Description
Account Type Specify as 'Customer'
Account No. Select the relevant customer code.
GST TDS/TCS State Code Specify the relevant state code.
GST TDS Mark this field as True.
For example, INR 1000 received from customer and 2% GST TDS (1% CGST, 1% SGST for
Intra-State or Intra-Union Territory and 2% IGST for Inter State) has to be charged.
GST calculation will appear in the Fact Box on Cash or Bank Receipt Voucher, as
following:
Component Amount
Payment Amount 1000
CGST Amount 10
SGST Amount 10
IGST Amount 20
On posting of voucher for GST TDS - Intrastate Transaction, GL Entries will be as
following:
Particulars Amount
CGST TDS Receivable Account 10
SGST/UTGST TDS Receivable Account 10
Bank Account 980
On posting of voucher for GST TDS - Interstate Transaction, GL Entries will be as

following:
Particulars Amount
IGST TDS Receivable Account 20
Bank Account 980
See Also
GST Credit and Liability Adjustment

GST Credit and GST Liability Adjustment
for Open Reverse Charge Goods and
Services Invoices
Article • 06/22/2022
This topic explains the process of adjusting GST Credit and GST Liability for open reverse
charge goods and services invoices.
For reverse charge invoices of goods, GST Liability and Credit shall be generated
immediately, or in next 30 days from date of issue of supplier invoice, if payment
to supplier is not made against it.
For reverse charge for service invoices, GST Liability and Credit shall be generated
immediately, or 60 days from date of issue of supplier invoice, if payment to
supplier is not made against it.
User can generate GST liability and credit for open reverse charge service invoice
through GST Liability Adjustment.
1. Choose the icon, enter GST Liability Adjustment, and then choose the
related link.
2. Select the following in the request page
Field Name Description
Adjustment System will generate number from number series assigned in

Document Purchases & Payable Setup
No.
GST System will list only transactions posted with selected GST Registration
Registration No.
No.
Posting Adjustment posting date

Date
Liability Enter 0D, 30D or 60D. For example, if 60D is mentioned, the system
Date will reverse count 60 days from posting date for arriving Liability Filter
Formula Date
Field Name Description
Liability System will update automatically (Posting date – Liability Date

Filter Date Formula, Ex: 01-Jan-18- 60D= 02-Nov-17), System will consider all
open Reverse Charge service invoices posted before date updated in
this field. (Ex: 02-Nov-17)
Vendor No. System will list invoice from this vendor only
System will
verify only
for this
document
External System will verify only for this document

Document
No.
Nature of User need to select the option, available options: Generate, Reverse
Adjustment
For example, vendor issued invoice for INR 10000, in an Intra-State or Intra-Union
Territory transaction, and GST 18% (9% CGST and 9% SGST), has to be charged.
GL Entries at the time of posting invoice where Input Tax Credit is available, will be
as following:
Particulars Amount
GL Entries at the time of posting invoice where Input Tax Credit is not available, will
be as following:
Particulars Amount
SGST Payable Acc(Interim) -900

Particulars Amount
CGST Payable Acc(Interim) -900
GL Entries for Generating GST Liability and GST Credit where Input Tax Credit is
Particulars Amount
GL Entries for Generating GST Liability and GST Credit where Input Tax Credit is not
Particulars Amount
GL Entries for Reversing GST Liability and GST Credit where Input Tax Credit is
Particulars Amount

Particulars Amount
GL Entries for Reversing GST Liability and GST Credit where Input Tax Credit is not
Particulars Amount
 Tip
In case of Inter-state Reverse Charge Service purchase, IGST Liability and IGST
Credit will get generated.
See Also
GST TDS TCS Overview

GST Reconciliation
Article • 06/22/2022
This topic explains the setups and process of GST reconciliation.
Overview
Line wise details of all invoices, supplementary invoices, debit notes and credit
notes issued by a vendor or supplier towards Outward supplies made during a
month shall be reported in GSTR-1 by 10th of the succeeding month.
Sales uploaded by the supplier or vendor in GSTR-1 are auto-reflected in GSTR-2A
and GSTR-2 of the buyer as Inward supplies. For example, if the buyer purchases
goods or services from 100 vendors in a month, the details of all such purchases
will be reflected in GSTR-2A & GSTR-2 of the buyer, provided all 100 vendors have
uploaded their sales in GSTR-1.
Purchase transactions posted in the system for preceding month shall be
reconciled with the supplier-uploaded information in GSTR-2A. However, there
may be certain discrepancies between the two, due to the following reasons:
Supplier or suppliers have ignored to upload invoice details in their GSTR-1
Supplier entered wrong GSTIN of the buyer
Omission of entering any invoice by the buyer
Invoice No. & Date, Tax Amounts may have wrongly entered by the buyer in
there books of account.
The buyer can add, modify and delete the auto-populated information in GSTR-2.
Such information is made available to supplier in GSTR-1A. The supplier can accept
or reject the modifications made by the buyer and supplier’s GSTR-1 shall stand
amended to the extent of modifications accepted.
Buyer can avail credit with respect to invoice lines matched with the information in
GSTR-2A. Though buyer can avail mismatched credit on a provisional basis, the
same will get auto-reversed, if the supplier fails to upload invoices.
To summarize, Reconciliation feature is required to:
Identify the purchase transactions, which are matched or unmatched with GSTR-
2A.
To ascertain the modifications required to be made in GSTR-2 and follow up the
supplier to accept the same
Monitor unmatched transaction lines, if credit is availed on a provisional basis.
Purchases as per the books of account of buyer shall be matched with the
supplier-uploaded information in GSTR-2A, every month before uploading GSTR-2
by the buyer.
To set up GST component mapping
reconciliation.
Mapping GST reconciliation fields with GST components is a pre-requisite for GST
Reconciliation. Unless it is done, reconciliation can not happen in the system.
1. Choose the icon, enter GST Component Mapping Recon., and then
Field Description
GST Component Code Specifies the different components of GST.
GST Reconciliation Specifies the relevant reconciliation field against the

Field No. component.
GST Reconciliation Specifies the description of the reconciliation field.

Field Name
ISD Ledger Field No. Specifies the relevant input service distribution field
against the component.
ISD Ledger Field Name Specifies the description of the input service distribution
field.
GST reconciliation process

Reconciliation feature enables the user to reconcile the posted purchase
transactions with GSTR-2A downloaded from GSTN portal.
1. Choose the icon, enter GST Reconciliation List., and then choose the
related link, and click New to create a new reconciliation document.
2. Select relevant GST registration number in GSTIN No. field for which
reconciliation needs to be done. Month, Year, Posting Date fields should not
be blank.
3. GST Recon. Tolerance field will be updated with the value mentioned on
General Ledger Setup.
4. Input Service Distributor field will be marked true if the GSTIN is assigned for
input service distribution location.
5. Click on Action on the ribbon -> Functions -> Import GSTR-2A, choose the
relevant file and the data will be updated in Periodic GSTR-2A Data.
6. Click on Fill GST Reconciliation and the posted GST transactions will be
populated in GST Reconciliation Lines.
Purchase Transactions with Vendor Type – Unregistered, Imports and Composite

are excluded from Reconciliation. [This is due to the reason that unregistered and
import vendors are not registered with GSTN authorities and hence will not upload
their supplies in GSTR-1. Hence the same are not reflected in GSTR-2]
Invoice having multiple lines are clubbed together and shown as one line in GST
Reconciliation feature i.e. Total Taxable amount and Tax Amounts (CGST, SGST,
IGST).
Periodic GSTR-2A can be downloaded in Excel or XML format. The following fields
in GSTR-2A are matched with GST Reconciliation lines
External Document No.
Tax Amounts (IGST, CGST, SGST)
Vendor Invoice Date
GSTIN of the Supplier
Document Date
GSTR-2A can be downloaded and reconciled with existing GST Reconciliation lines
multiple times, but posting can be done only once in a month.
For a given month, GST Reconciliation includes lines pertaining to purchase

transactions (Registered Vendor including Reverse Charge) posted during the
month and the lines, which are posted and unmatched during the previous
months.
GST Reconciliation lines shown in GST Reconciliation page are coming from
following transactions:
Registered Vendor (Including Reverse Charge Posting Group)
Sub-Contracting Invoices (Registered Vendor)
Service Transfers
Transfer Orders
GST Reconciliation Lines shown in the selected month are having purchase
transaction (Invoice & Credit Memo) till the End Date for selected month.
Once the GST Reconciliation lines are posted, system will not generate any
accounting entries. 'Reconciled', 'Reconciliation Month' and 'Reconciliation Year'
will be updated in Detailed GST Ledger Entries. GST Reconciliation lines with status
'Reconciled' will not be considered again for reconciliation.
See Also
GST E-Way Bill

E-Way Bill
Article • 06/22/2022
An electronic way bill or e-Way Bill is essential for the transport of goods that are worth
more than INR 50,000. There are also some goods for which an e-way bill is essential
even if the amount does not exceed INR 50,000. E-Way Bill Template is designed to
meet the formats or requirements provided by government.
Business user will be able to generate excel file from system which will be helpful
for them to enter data into E-Waybill JSON Preparation tool. Business user can
copy and paste data from excel sheet exported from system to preparation tool.
Transactions posted through Journals will not be a part of E-Waybill template
report. User will be able to generate E-Waybill template against transactions
posted from documents only.
User will be able to generate E-Waybill for movement of goods for Transfers
(shipment), Sales and Purchase transactions. System will only consider Items and
FA with GST Group Type as 'Goods' in this report.
E-Way Bill template generation

E-Way Bill template feature enables the user to generate excel file from system
which will be helpful for them to enter data into E-Waybill JSON Preparation tool.
1. Choose the icon, enter E-Way Bill File Format, and then choose the related
link.
2. GST Registration No. and State Code should be updated for Shipping Agent.
3. Transportation Mode field should not be blank in Transport Method
4. Select the following information in the request page and click OK to generate
the report
Field Description
Start Date Specifies the starting date of the report.
End Date Specifies the ending date of the report.
Location Specifies the GST registration number for which report will be
Registration No. generated.
Transaction Type Select the relevant Transaction Type.

Field Description
Source Type Specify the relevant source type.
Source No. Specify the relevant source number.
See Also
GST Input Cedit Adjustment

GST Input Tax Credit Adjustments
Article • 06/22/2022
This topic explains the requirement and process of GST credit adjustment.
Credit Adjustment Journal

Credit Adjustment for Reverse Charge Transactions
Credit Adjustment Entry Process
Credit adjustment journal

Credit adjustment journal is designed to handle certain credit adjustments arising as an
outcome of reconciliation.
Purpose of Credit Adjustments
Nature of Purpose of Adjustment

Adjustment
Credit To reverse the availed credit for posted transactions. Detailed GST Ledger
Reversal entries and Detailed Cr. Adjustment entries will be updated with Credit
Adjustment type as ‘Credit Reversal’. Detailed Cr. Adjustment Entries will be
created and updated with ‘Credit Availed’ as FALSE and ‘Liable to Pay’ as
TRUE.
Credit Re- To re-avail the reversed credit for posted transactions. Detailed GST Ledger
availment entries and Detailed Cr. Adjustment entries will be updated with Credit
Adjustment type as ‘Credit Re-Availment’. Detailed Cr. Adjustment Entries
will be created and updated with ‘Credit Availed’ as TRUE and ‘Liable to Pay’
as FALSE.
Permanent To reverse a transaction permanently. Detailed GST Ledger entries and

reversal Detailed Cr. Adjustment entries will be updated with Credit Adjustment type
as ‘Permanent Reversal’. Detailed Cr. Adjustment Entries will be created and
updated with ‘Credit Availed’ as FALSE and ‘Liable to Pay’ as FALSE.
Need for Adjustment
Nature of Need for Adjustment

Adjustment
Credit If provisional credit is availed and credit remains unmatched, then after a
Reversal prescribed period, the credit gets auto-reversed in Credit ledger of GSTN
Portal. To reverse such credit availment in the books of account and posted
to respective GST mismatch account.
Adjustment
Credit Re- If credit is reversed due to the reason that vendor payment is not made
availment within 180 days or for any other reason. Subsequently, if the vendor
payment is made, then the reversed credit can be re-availed. Hence, to re-
avail the credit and post it to respective GST Receivable account.
Permanent If it is certain that the vendor will never upload the invoice information in
reversal GSTN portal, then the credit posted to respective GST Mismatch Account
and post the same into respective GST expense account.
Accounting Entries
Nature of Document Debit Credit

Adjustment Type
Credit Reversal Invoice GST Credit Mismatch GST Payable Account

Account
Credit Reversal Credit Memo GST Payable Account GST Credit Mismatch
Account
Credit Re- Invoice Receivable Account GST Mismatch Account

Availment
Credit Re- Credit Memo GST Mismatch Account Receivable Account

Availment
Permanent Invoice GST Expense Account GST Mismatch Account

Reversal
Permanent Credit Memo GST Mismatch Account GST Expense Account

Reversal
７ Note
GST Credit Adjustment Journal can be posted by selecting 'Nature of adjustment

type' as 'Credit Re-Availment' and 'Permanent Reversal' after posting GST
Adjustment Journal for type 'Credit Reversal'. If the GST Credit Adjustment Journal
is posted with 'Nature of Adjustment' as ‘Permanent Reversal’ then system will not
consider these entries again for posting via adjustment type as ‘Credit Reversal’ or
‘Credit Re-Availment’.
GST credit adjustment for reverse charge
transactions
Credit Adjustment Journal functionality is also available for adjusting reverse charge
transactions where GST Group Type is 'Service'. This functionality is designed to handle
certain adjustments arising on selecting GST Credit Type incorrectly at the time of
transaction.
Purpose of Credit Adjustments for Reverse charge transactions
Nature of Purpose of Adjustment

Adjustment
Credit To reverse the availed credit for posted transactions. Detailed GST Ledger
Reversal entries and Detailed Cr. Adjustment entries will be updated with Credit
Adjustment Type as ‘Credit Reversal’. Detailed Cr. Adjustment Entries will be
created and updated with ‘Credit Availed’ as FALSE and ‘Liable to Pay’ as
TRUE.
Credit Re- To re-avail the reversed credit for posted transactions. Detailed GST Ledger
Availment Entries and Detailed Cr. Adjustment entries will be updated with Credit
Adjustment Type as ‘Credit Re-Availment’. Detailed Cr. Adjustment Entries
will be created and updated with ‘Credit Availed’ as TRUE and ‘Liable to Pay’
as FALSE.
Credit To avail credit which is not availed in posted transactions. Detailed GST
Availment Ledger Entries and Detailed Cr. Adjustment entries will be updated with
Credit Adjustment Type as ‘Credit Re-Availment’. Detailed Cr. Adjustment
Entries will be created and updated with ‘Credit Availed’ as TRUE and ‘Liable
to Pay’ as FALSE.
Reversal of To reverse the availed credit in above scenario. Detailed GST Ledger Entries
Availment and Detailed Cr. Adjustment entries will be updated with Credit Adjustment
Type as ‘Permanent Reversal’. Detailed Cr. Adjustment Entries will be created
and updated with ‘Credit Availed’ as FALSE and ‘Liable to Pay’ as FALSE.
Need for Adjustment

Adjustment
Credit If GST Credit is selected as Availment in transactions and later on realized

Reversal that it has been incorrectly selected, then this adjustment allows to reverse
credit and post it to respective GST Payable Account.
Adjustment
Credit Re- If GST Credit is selected as Non-Availment in transactions and later realized
Availment that it has been incorrectly selected, then this adjustment allows to Avail
Credit and post it to respective GST Receivables Account.
Reversal of Reversal of Availment will be used to reverse the entries posted for Credit
Availment Availment. System will Re-Avail Credit and post it to respective GST
Receivable Account.
Accounting Entries
Nature of Document Line Debit Credit

Adjustment Type Type
Credit Invoice G/L G/L Account selected GST Payable Account

Reversal Account in transaction
Credit Invoice Item Respective Purchase GST Payable Account

Reversal Account
Credit Invoice FA FA Acquisition Account GST Payable Account

Reversal
Credit Re- Invoice G/L Receivable Account G/L Account selected

Availment Account in transaction
Credit Re- Invoice Item Receivable Account Respective Purchase

Availment Account
Credit Re- Invoice FA Receivable Account FA Acquisition Account

Availment
Credit Invoice G/L Receivable Account G/L Account selected

Credit Invoice Item Receivable Account Respective Purchase

Availment Account
Credit Invoice FA Receivable Account FA Acquisition Account

Availment
Reversal of Invoice G/L G/L Account selected GST Payable Account

Reversal of Invoice Item Respective Purchase GST Payable Account

Availment Account
Reversal of Invoice FA FA Acquisition Account GST Payable Account

Availment
７ Note
GST Credit Adjustment Journal can be posted as Credit Re-Availment after

posting GST Adjustment Journal for Type Credit Reversal.
GST Credit Adjustment Journal can be posted as Reversal of Availment after
posting GST Adjustment Journal for Type Credit Availment.
Permanent Reversal is not applicable for reverse charge transactions.
The Credit Adjustment for reverse charge transactions can be executed only
for GST Group Type as 'Service'. The GST credit and liability for reverse charge
transactions, where GST Group Type is 'Service' is realized only on application
of payment. System will filter application entries in GST Credit Adjustment
Journal for reverse charge scenarios.
GST credit adjustment entry process

1. Choose the icon, enter GST Credit Adjustment, and then choose the related
link.
2. GST Credit Adj. Jnl Nos. should not be blank on General Ledger Setup.
3. GST Credit Adjustment Journal should not be blank on Source Type Setup.
4. Select relevant information for following fields in GST Credit Adjustment Journal
Field Description
GST Specify the GST registration number for which adjustment is to be done.
Registration
No.
Period Specify the relevant month of adjustment.

Month
Period Year Specify the relevant year of adjustment.
Posting Specify the posting date of the adjustment entry.

Date
Vendor No. Specify the relevant vendor for which adjustment is to be done.
Document Specify the document number for which adjustment is to be done.

No.
Field Description
External Specify the vendor invoice reference number for which adjustment is to be
Document done.
No.
Nature of Specify the relevant nature of adjustment.

Adjustment
Input Specifies whether the GST registration number is assigned for input service
Service distribution.
Distribution
Reverse Specifies whether the adjustment will be done for Reverse Charge entry or
Charge not.
Adjustment Select applicable % (1% to 100%). Based on the applicable %, system will
% create lines and % value can be modified. Partial amount can be posted in
Credit Adjustment.
5. Once relevant values are selected on the request page, click on Apply Entries.
6. Check the documents and values and click on Action -> Posting -> Dimensions or
Line Dimension, fill the relevant dimensions and post the entry.
See Also
GST Settlement

GST Settlement of Net Payment Liability
Article • 06/22/2022
Settlement refers to discharge of tax liability to

the government. Tax liability arises for
scenarios mentioned below:
Outward Supplies (Sales, Transfers)
Inward Supplies that are subject to Reverse charge (Purchases, Inward Transfers)
Credit Reversal Adjustments
Negative Credit from Purchase Transactions
Negative Credit for ISD Distributions
This tax liability on both interstate transactions (IGST) and intrastate transactions
(SGST/UTGST, CGST) is to be discharged on a monthly basis to the government. GST
paid on purchase transactions can be taken as credit subject to certain conditions. Such
credit can be offset against the tax payable on Sales. Hence, GST payable on sales
transactions can be discharged by payment of cash or utilization of credit or both.
Reverse charge Liability shall always be discharged in cash. Credit can be availed in the
month of tax remittance to the government. Credit utilized can be credit pertaining to
the same component or different components.
As per GST Law, credit of IGST, CGST and SGST/UTGST shall be claimed in the
chronological order as given below:
GST Component GST Setoff Component Priority
IGST IGST 1
IGST CGST 2
IGST SGST 3
CGST CGST 1
CGST IGST 2
SGST SGST 1
SGST IGST 2
Setup return & reco. component for settlement
User needs to setup components for settlement. Select relevant information in the
following fields in Return & Reco Components
Field Description
Component ID Specifies the component name which will be required for GST settlement
Component Name Specifies the name of the component.
Sources of settlement
1. Sales liability :
The net liability from below sources are shown in Payment Liability:
Detailed GST Ledger entry: Liability from below transactions having 'Liabile to Pay'
selected as true in Detail GST Ledger entry will be shown as liability for current
period
Advance Receipt
Refund
Reversal of Advance Receipt
Transactions posted through Sales or Service documents
Warehouse Transfer Shipments
Service Transfer Shipments
Subcontracting Liability
Detailed credit adjustment entry: Credit Reversals from Credit Adjustment Journal
are shown as Liability
Posted settlement entry: Any negative Liability from previous period settlement
which was not adjusted is shown as Liability for Current period
If net credit availed for this period is negative then it will be added in the current
period liability
2. Reverse charge liability: The net liability of the following transactions that are
subject to reverse charge is shown in 'Payment Liability- Rev. Chrg'.:
Advance Payments
Refund
Reversal of Advance Receipt
Transactions posted through Purchase Documents
3. Credit availed : The net credit from below sources is shown in Credit Availed for
Settlement.
Detailed GST Ledger entry: Credit from transactions mentioned below, having
credit availed marked as true in 'Detail GST Ledger Entry' will be shown as liability
for current period
Transactions posted through Purchase Documents
Warehouse Transfer Receipts
Service Transfer Receipts
Subcontracting Receipts and Invoice
Transitional Provision Transactions
Detailed Credit Adjustment entry: Credit re-availment entries from 'Credit
Adjustments' are shown in 'Credit Availed'.
Posted Settlement Entry: Any unutilized credit from previous period will get added
in 'Credit Availed' for current period.
Distributed Credit: Credit received after ISD distribution to the recipients will get
added to 'Credit Availed'.
Process of settlement
1. Choose the icon, enter GST Settlement, and then choose the related link.
2. GST Settlement Nos. should not be blank in General Ledger Setup.
3. GST Settlement should not be blank in Source Type Setup.
4. Select relevant information in the following fields in GST Settlement
Field Description
GST Registration Specify the GST registration number for which settlement to be done.
No.
Posting Date Specify the posting date of the settlement.
Account Type Select the account type as per the payment option, e.g G/L Account,
Bank Account.
Account No. Specify the relevant account number as per the selected account type.
Bank Reference Specify the bank reference number.

No.
Bank Reference Specify the bank reference date.

Date
5. Once relevant values are selected in the request page, click on Apply Entries on
ribbon, GST Settlement page will open. Following field information will be
displayed on the page.
Field Description
GST Component Code Specifies the GST registration number for which settlement is to
be done.
Description Specifies the description.
Period End Date Specifies the end date of settlement period.
Payment Liability Specifies the payment liability of the defined component.
GST TCS Liability Specifies the GST TCS liability of the defined component.
Net Payment Liability Specifies the net payment liability of the defined component.
Unadjusted Liability Specifies the unadjusted liability of the defined component.
Credit Availed Specifies the credit availed value for the defined component.
Distributed Credit Specifies the distributed credit value for the defined component.
GST TDS Credit Specifies the GST TDS credit available for the defined
Available component.
GST TDS Credit Utilized Specifies the GST TDS credit utilized for the defined component.
GST TCS Credit Specifies the GST TCS credit available for the defined
Available component.
GST TCS Credit Utilized Specifies the GST TCS credit utilized for the defined component.
Total Credit AVailable Specifies the total credit available for the defined credit.
Unadjusted Credit Specifies the unadjusted credit for the defined component.
Credit Utilized Specifies the credit utilized for the defined component.
Payment Amount Specifies the payment amount for the defined component.
Payment Liability - Rev. Specifies the payment liability for reverse charge for the defined
Chrg. component.
Payment Amount - Rev. Specifies the payment amount for reverse charge for the defined
Chrg. component.
Interest Specifies the interest amount.
Interest Account No. Specifies the interest account number.

Field Description
Penalty Specifies the penalty amount.
Penalty Account No. Specifies the penalty account number.
Fees Specifies the fees.
Fees Account No. Specifies the fees account number.
Others Specifies the amount for any other charges.
Others Account No. Specifies the account number for other charges.
Account Type Specifies the account type of account defined for the payment,
e.g. G/L, Bank.
Account No. Specifies the account number depending on the selected

account type.
Total Payment Amount Specifies the total payment amount.
Bank Reference No. Specifies the bank reference number for the transaction.
Bank Reference Date Specifies the reference date for the transaction.
6. System auto-populates the 'Net Payment Liability' and the 'Total Credit Availed' in
settlement page for the given period.
7. 'Credit Utilized' shall be auto populated by the system based on the priorities set
out in claim set-off table. However, they can be edited the same.
8. 'Credit Utilization' is auto populated when both ‘own credit’ (credit of the
component itself) and cross credit (credit of other components) is utilized fully. It is
based on the assumption that unless the credit is availed cash payment for a
particular component shall not arise.
9. Credit cannot be utilized for payment of interest, penalty, fees and others. They
shall always be paid in cash.
10. Credit utilized and payment amount shall not exceed tax liability.
11. Total credit utilized for a particular component shall not exceed total credit availed
for that component plus surplus credit of other components prioritized in claim-
set off table for such component.
12. 'Account No'. and 'Account Type' shall be the same for all tax components.
However, 'Interest Account', 'Fees Account', 'Penalty Account' and 'Others Account'
can be defined differently for different tax components.
13. Credit cannot be utilized for payment of reverse charge liability. The entire liability
is to be discharged in cash. Once settlement is done for any payment or refund
document, the same cannot be reversed in system.
14. User can check out the component wise credit available, credit utilization and
balance credit from Action-> Details.
15. Dimensions are also available on settlement page.
Following are few examples of accounting entries.
Example of accounting entry where Credit Availed is positive:
GST Component Tax Liability Credit Availed Credit Utilized Payment
IGST 20000 10000 15000 5000
CGST 10000 15000 10000 0
SGST/UTGST 15000 10000 10000 5000
On posting, accounting entries will be as following:
GST Component Tax Liability
Bank Account -10000
Example for Accounting Entry when Credit Availed is Negative:
GST Component Tax Liability Credit Availed Credit Utilized Payment
IGST 20000 -10000 5000 25000
CGST 10000 15000 10000 0
SGST/UTGST 15000 10000 10000 5000

Bank Account -30000
７ Note
In case of negative credit, the same will be treated as liability and needs to be paid
in the current period settlement.
Example for accounting entries in case of Reverse Charge Liability:
GST Reverse Charge Credit Credit Payment

Component Liability Availed Utilized
IGST 20000 0 0 20000
CGST 10000 0 0 10000
SGST/UTGST 15000 0 0 15000
Bank Account -45000

See Also
GST E-Invoice

E-Invoice
Article • 06/22/2022
E-invoice does not mean that an invoice should be generated from a software on the
computer or point of sales (POS) machine, central portal of tax department, as any such
centralization will bring unnecessary restriction on the way trade is conducted.
E-Invoice generated by each software may look more or less same, however, they can’t
be understood by another computer system even though business users understand
them fully. There are hundreds of accounting/billing software that generate invoices, but
they all use their own formats to store information electronically and data on such
invoices can’t be understood by the GST System if reported in their respective formats.
Hence, a need was felt to standardize the format in which electronic data of an Invoice
will be shared with others to ensure there is interoperability of the data. The adoption of
standards will in no way impact the way user would see the physical (printed) invoice or
electronic (ex pdf version) invoice. All these software would adopt the new e-Invoice
standard wherein they would re-align their data access and retrieval in the standard
format. However, users of the software would not find any change since they would
continue to see the physical or electronic (PDF/Excel) output of the invoices in the same
manner as it existed before incorporation of e-invoice standard in the software.
E-Invoice feature in Business Central

Business Central has included E-Invoice feature to Indian Localization.
Provision for exporting invoice details in json (GSTIN provided schema V-1.01)
format is provided.
User can generate json file from Posted Sales Invoice > Action > Generate E-
Invoice. On clicking Generate E-Invoice button on posted sales invoice, system
generates and saves the file.
User can generate json file from Posted Sales Credit Memos > Action > Generate
E-Invoice. On clicking Generate E-Invoice button on posted sales credit memo,
system generates and saves the file.
Importing signed E-Invoice json file facility is available. User can import json file
from Posted Sales Invoice > Action > Import E-Invoice Response. On importing
E-Invoice response, system will update below details into system.
Acknowledgement No
Acknowledgement Date
IRN Hash
QR Code
In the same way E-Invoice Response can be imported in Posted Sales Credit Memo.
７ Note
System will validate IRN Hash while importing Signed E-Invoice into system, System
will import only if IRN Hash is matched, system will skip other files.
A provision has been provided to create Json file automatically on posting of sales
transaction. A new field is created in General Ledger Setup > Tax Information Tab
> Generate E-Invoice on Sales Post. On enabling this field, system will create and
save json file on posting of sales transaction. System will also generate IRN Hash
on posting of sales invoice, if this field is disabled, system will not create json file
and IRN Hash in posted transaction automatically. However, user can create json
file and IRN Hash from posted document.
Provision has been provided to record E-Way Bill No. on Tax Information tab in
Posted Sales Invoice. E-Way Bill details are included in E-Invoice json file, user will
be able to export E-Invoice along with E-Way Bill details.
Provision has also been provided for cancellation of E-Invoice. Json file for
cancellation of e-invoice is available. User needs to put E-Inv. Cancelled Date and
Cancel Reason on Tax Information Tab of Posted Sales Invoice, then go to Posted
Sales Invoice > Action > Click on Cancel E-Invoice and again Generate E-Invoice
for the revised json file.
See Also
GST Reconciliation

Setting Up GST Compensation Cess
Article • 06/22/2022
Business Central has included GST Compensation Cess feature to Indian Localization.
“GST Compensation Cess” is levied by the Goods and Services Tax (Compensation to
States) Act 2017. The object of levying this cess is to compensate the states for the loss
of revenue arising due to the implementation of GST on 1st July 2017 for a period of
five years or such period as recommended by the GST Council. GST, being a
consumption-based tax, would result in loss of revenue for manufacturing-heavy states.
All taxpayers who are engaged in the supply of selected goods or services other than
exporters and composition taxpayers will collect compensation cess. This will also
include compensation cess chargeable on certain goods imported to India. In case
compensation cess is paid on exports, the exporter can claim refund of the same.
Setting Up GST Compensation Cess

Below is the list of setups, that will be pre-configured with the help of Tax Engine
Tax Types
Component
Rate Setup
Attributes
For more information about Automatic Setup, see Tax Engine information.
Below is the list of setups, that are required to be configured manually
Tax Rate
HSN/SAC
GST Groups
GST Posting Setup
To set up tax rates

Rate of GST is defined in combination of GST Group Code, HSN/SAC. States and Date.
1. Choose the icon, enter Tax Type -> GST CESS -> Action -> Tax Rates, and then

Field Description
HSN/SAC Specifies the HSN/SAC code.
From State Specifies the vendor state code.
Location State Code Specifies the location state code.
Date From Specifies the starting date.
Date To Specifies the ending date.
CESS % Specifies the Cess rate.
Before Threshold % Specifies the Cess rate if the amount does not cross defined
threshold amount.
Threshold Amount Specifies the threshold amount.
Cess Amount per Unit Specifies the cess amount which will be levied on per unit of
Factor % goods.
Cess Factor Quantity Specifies the Cess factor which will decide the base of per unit.
To set up HSN/SAC
1. Choose the icon, enter Tax Type -> HSN/SAC, and then choose the related link.
Field Description
Code Specifies the HSN or SAC Code.
Description Specifies the location state code.
Type Specifies whether the code is a HSN or SAC.
To set up GST groups

List of GST Cess groups need to be defined, group can be of two types, Goods or
Service.
1. Choose the icon, enter GST Groups, and then choose the related link.
Field Description
Code Specifies the group code.
Description Specifies the name of the group.
GST Group Type Specifies whether the group is defined as goods or service.
GST Place of Supply Specifies GST place of supply of the GST group.
Component Specifies the calculation method of Cess.

Calculation Type
Cess UOM Specifies the unit of measure to be considered for this group.
Cess Credit Specifies whether the input credit for cess of this group is
availment or non availment.
Reverse Charge Specifies whether the group is defined as reverse charge or not.
To set up GST posting setup

General Ledger Account for each component and state combination is defined state-
wise.
Field Description
State Code Specifies the state code of company that has valid GST registration
number.
GST Specifies the relevant component code.

Component
Code
Receivable Specifies the general ledger account for which Cess receivable amount
Account for this state and component is to be posted.
Payable Specifies the general ledger account for which Cess Payable amount for
Receivable Specifies the general ledger account for which Cess receivable interim
(Interim)
Field Description
Payable Specifies the general ledger account for which Cess payable interim
(Interim)
See Also
GST Cess Calculation

Cess Calculation
Article • 06/22/2022
GST Compensation Cess is leviable on both interstate and intrastate supply of

goods. It is also applicable on imports and goods transactions which are subject to
reverse charge.
It is applicable only on notified goods. These goods as on date are pan masala,
tobbaco and tobacco products, coal, aerated waters, motor cars & motor vehicles
and any other supplies.
GST Compensation Cess is calculated on taxable value. Though it is coined as Cess,
it is similar to tax. It is independent of IGST, CGST and SGST.
Input Tax Credit availed on GST Compensation Cess can be utilized only towards
discharging Output tax liability of Compensation Cess and not otherwise.
Calculation types of Cess

There are five different calculation types for cess calculation
Cess %
Threshold
Cess % + Amount / Unit Factor
Cess % Or Amount / Unit Factor Whichever Higher
Amount / Unit Factor
Method of calculation for type Cess%

If the Cess is applicable for any commodity, based on the GST group code then system
will pick the Cess% defined on it.
In this scenario, invoice has been issued for INR 800 on which 18% IGST (9% CGST and
case of Inter-State transaction), 10% Cess has to be charged.
Component Amount
Quantity 2
Unit Amount 400

Component Amount
GST Base Amount 800
CGST 72 (800*9/100)
SGST 72 (800*9/100)
IGST 144 (800*18/100)
CESS 80 (800*10/100)
Method of calculation for type Threshold

For Threshold calculation type user will define Threshold Amount, Before Threshold %
and Cess % (considered after crossing threshold amount). Note that Threshold amount
defined in GST CESS setup for a particular GST Group Code will be applicable line wise.
Suppose, Before Threshold % is 2% and Threshold Amount is INR 1,000. An invoice has
been issued for INR 800. In this scenario as the amount is less than the threshold
amount, 2% Cess has to be charged.
Component Amount
Quantity 2
Unit Amount 400
GST Base Amount 800
CGST 72 (800*9/100)
SGST 72 (800*9/100)
IGST 144 (800*18/100)
CESS 16 (800*2/100)
Suppose, Cess % is 10% and Threshold Amount is INR 1,000. An invoice has been
issued for INR 10000. In this scenario as the amount is greater than the threshold
amount, 10% Cess has to be charged.
Component Amount
Component Amount
Quantity 2
Unit Amount 5000
CGST 900 (10000*9/100)
SGST 900 (10000*9/100)
IGST 1800 (10000*18/100)
CESS 1000 (10000*10/100)
Method of calculation for type Cess% +

Amount per Unit Factor
For component calculation type - ‘Cess % + Amount/Unit Factor’, system will consider
‘Cess %’ along with ‘Amount/Unit Factor’ defined on GST Setup fields i.e. Cess UOM
(Unit of Measure), Cess Amount Per Unit Factor and Cess Factor Quantity.
Suppose, Cess % is 10%, Cess Amount per Unit Factor is INR 130 and Cess Factor
Quantity is 1. An invoice has been issued for INR 10000. In this scenario 10% Cess and
INR 260 has to be charged.
Component Amount
Quantity 2
Unit Amount 5000
CGST 900 (10000*9/100)
SGST 900 (10000*9/100)
IGST 1800 (10000*18/100)
CESS 1260 [{1000=(10000*10/100)}+{260=(130x2)}]

Method of calculation for type Cess% Or
Amount/Unit Factor Whichever Higher
For component calculation type - ‘Cess or Amount/Unit Factor whichever is higher’
system will consider ‘Cess %’ or ‘Amount/Unit Factor’ whichever is higher based on
values defined on GST Setup fields i.e. Cess UOM (Unit of Measure), Cess Amount Per
Unit Factor and Cess Factor Quantity.
Quantity is 1. An invoice has been issued for INR 10000. In this case cess amount will be
INR 1000 which is higher than the quantity multiplied by the Cess Amount per Unit
Factor, hence system will consider INR 1000 as Cess Amount.
Component Amount
Quantity 2
Unit Amount 5000
CGST 900 (10000*9/100)
SGST 900 (10000*9/100)
IGST 1800 (10000*18/100)
CESS 1000 [{1000=(10000*10/100)} > {260=(130x2)}]
Quantity is 1. An invoice has been issued for INR 10000. In this case the quantity
multiplied by the Cess Amount per Unit Factor is INR 2000 which is higher than the rate
defined in Cess%, hence system will consider INR 2000 as Cess Amount.
Component Amount
Quantity 2
Unit Amount 5000
CGST 900 (10000*9/100)

Component Amount
SGST 900 (10000*9/100)
IGST 1800 (10000*18/100)
CESS 2000 [{2000=(1000x2)} > {500=(10000*5/100)}]
Method of calculation for type Amount/Unit

Factor
For component calculation type as ‘Amount/Unit Factor’ system will consider Cess value
based on values defined GST Group Code in fields Cess UOM, Cess Amount Per Unit
Factor and Cess Factor Quantity.
Suppose, Cess Amount per Unit Factor is INR 140 and Cess Factor Quantity is 1. An
invoice has been issued for INR 10000. In this scenario INR 280 has to be charged.
Component Amount
Quantity 2
Unit Amount 5000
CGST 900 (10000*9/100)
SGST 900 (10000*9/100)
IGST 1800 (10000*18/100)
CESS 280 (140x2)
See Also
GST Cess Basic Setup

GST on Service Management
Article • 06/22/2022
Business Central has included GST on Service Management feature to Indian

Localization.
Service Management has been designed to streamline your organization’s service

operations, enhancing efficiency and profitability. Easily manage customer calls and
queries, track support tickets, allocate resources, create reports. GST is a integral part of
the service management and in this document we will discuss the process of GST
calculation on Service Order, Service Invoice and Service Credit Memo.
GST on service order

Create Service Order
1. Choose the icon, enter Service Order, and then choose the related link.
2. Select relevant Customer Code in Customer No. field. GST Customer Type
field should have a value on Customer Card.
3. Then go to Service Order Line Tab click on Order > Service Lines, Select Item
Code for Goods, G/L Account for Service Sales, Resource or Service Cost on
Service line. GST Group Code, HSN/SAC Code should not be blank on the
Item, G/L Account, Resource or Service Cost.
GST on service invoice

Create Service Invoice
1. Choose the icon, enter Service Invoice, and then choose the related link.
3. Select Item Code for goods, G/L Account for service sales, Resource or Service
Cost on Service Invoice line. GST Group Code, HSN/SAC Code should not be
blank on the Item, G/L Account, Resource or Service Cost.
GST on service credit memos

Create Service Credit Memos
1. Choose the icon, enter Service Credit Memos, and then choose the related
link.
3. Select Item Code for goods, G/L Account for service sales, Resource or Service
Cost on Service Credit Memo line. GST Group Code, HSN/SAC Code should
not be blank on the Item, G/L Account, Resource or Service Cost.
７ Note
Accounting entries are similar to accounting entries generated for sales

transactions.
See Also
GST Input Service Distribution Overview

GST Input Service Distribution Overview
Article • 06/22/2022
Overview
Input Service Distributor (ISD) is an office of the supplier which distributes credit
pertaining to Input Services (CGST, SGST and/IGST) to various locations of the supplier.
The recipient locations can be inter-state or intra-state, but they should have the same
PAN as that of the distributing location. GST Input Service Distribution functionality can
be used to distribute CGST & SGST/IGST paid on Input services (Input Tax Credit) to
other locations. This functionality is applicable only for Services.
System does not allow posting any sales transactions for a location if it contains a
registration number which has GST Input Service Distribution activated.
Following is the lists of setups that are required to be

configured.
Locations
Source Code Setup
GST Posting Setup
GST Component Distribution
To set up ISD on location

This setup is required to identify that this location is applicable for Input Service
Distribution.
Field Description
GST Select the relevant GST registration number, which should be marked true
Registration as Input Service Distributor.
No.
To set up ISD on general ledger setup
This setup is required to define the number series for distribution.
Field Description
GST Distribution Nos. Specify the number series code for GST Distribution.
To set up ISD on source code setup

This setup is required to define the source code for distribution.
Field Description
GST Distribution Specify the relevant source code for GST Distribution .
To set up ISD on GST posting setup

This setup is required to define the general ledger accounts for distribution.
Field Description
Receivable Acc. Interim (Dist) Specify the relevant general ledger account.
Receivable Acc. (Dist) Specify the relevant general ledger account.
To set up ISD on GST component dist. list

This setup is required to define the GST components for distribution functionality.
1. Choose the icon, enter GST Component Dist. List, and then choose the related
link.
Field Description
GST Component Code Specify the relevant component code.
Distribution Component Specify the relevant distribution component.

Code
Intrastate Distribution Specify whether this is applicable for intrastate distribution

or not.
Interstate Distribution Specify whether this is applicable for interstate distribution

or not.
See Also
GST Input Service Distribution Process

Input Service Distribution Process
Article • 06/22/2022
GST Input Service Distribution functionality is used to distribute CGST & SGST/IGST paid
on Input services (Input Tax Credit) to other locations.
GST distribution process

1. Choose the icon, enter GST Distribution List, and then choose the related link.
2. Following fields should be filled on the General Tab
Field Description
No. Specifies the unique number for the document.
ISD Document Type Specifies the relevant document type of the transaction.
From Location Code Specify the location code from where input credit will be
distributed.
Distribution Document Specifies the type of the document.

Type
Dist. Credit Type Specifies the distribution credit type.
Total Amount Applied for Specifies the total amount which is applied for distribution.
Dist.
Distribution Basis Specifies the distribution basis.
3. Following fields should be filled on the GST Distribution Line Tab
Field Description
From Location Specifies the location code from where input credit will be distributed.
Code
From GSTN No. Specifies the GST registration number of the location defined in the
From Location Code.
To Location Code Specifies the location code to which input credit will be distributed.
Field Description
To GSTN No. Specifies the GST registration number of the location defined in the To
Location Code.
Distribution Specifies the distribution jurisdiction, e.g. Interstate, Intrastate.

Jurisdiction
Distribution % Specifies the distribution percentage.
Distribution Specifies the distribution amount.

Amount
Rcpt. Credit Type Specifies whether the input credit is available or not.
4. After selecting all relevant values, click on Related on ribbon -> Apply Entries ->
select the relevant entries for distribution -> select relevant dimensions and post.
Inter-state and intra-state distribution of GST

under input service distribution
1. GL Entries for an Intra-state Distribution of Invoice to Recipient location (GST
Credit is available for both the distributor and recipient locations). For example,
service invoice issued for INR 1000 and CGST 9% and SGST 9% has been charged
on the invoice, and the input service credit has been distributed to the recipient
location.
Particulars Amount
SGST Receivable Account (Dist.) -90
CGST Receivable Account (Dist.) -90
2. GL Entries for an Interstate Distribution of Invoice Recipient location (GST Credit is

available for both the distributor and recipient locations). For example, service
invoice issued for INR 1000 and IGST 18% has been charged on the invoice, and
the input service credit has been distributed to the recipient location.
Particulars Amount

Particulars Amount
IGST Receivable Account (Dist.) -180
3. GL Entries for an Intrastate Distribution of Invoice to Recipient location (GST Credit

is not available for both the distributor and recipient locations). For example,
service invoice issued for INR 1000 and CGST 9% and SGST 9% has been charged
on the invoice, and the expense has been distributed to the recipient location.
Particulars Amount
Freight 180
GST Expense Account -90
4. GL Entries for an Interstate Distribution of Invoice to Recipient location as Input Tax

Credit (GST Credit is not available for both the distributor and recipient locations).
For example, service invoice issued for INR 1000 and IGST 18% has been charged
on the invoice, and the expense has been distributed to the recipient location.
Particulars Amount
Postage 180
5. GL Entries for an Intrastate Distribution of Credit Memo to Recipient location (GST

purchase credit memo has been raised for INR 1000 and CGST 9% and SGST 9%
has been charged on the invoice, and the input service credit has been distributed
to the recipient location.
Particulars Amount
SGST Receivable Account (Dist.) 90
CGST Receivable Account (Dist.) 90
SGST Receivable Account -90
6. GL Entries for an Interstate Distribution of Credit Memo to Recipient location (GST

purchase credit memo has been raised for INR 1000 and IGST 18% has been
charged on the invoice, and the input service credit has been distributed to the
recipient location.
Particulars Amount
IGST Receivable Account (Dist.) 180
7. GL Entries for an Intrastate Distribution of Credit Memo to Recipient location (GST

Credit is not available for both the distributor and recipient locations). For example,
purchase credit memo has been raised for INR 1000 and CGST 9% and SGST 9%
has been charged on the invoice, and the expense has been distributed to the
recipient location.
Particulars Amount
Postage -180
GST Expense Account 90
GST Expense Account 90
8. GL Entries for an Interstate Distribution of Credit Memo to Recipient location as

Input Tax Credit (GST Credit is not available for both the distributor and recipient
locations). For example, purchase credit memo has been raised for INR 1000 and
IGST 18% has been charged on the invoice, and the expense has been distributed
to the recipient location.
Particulars Amount
Postage -180
CGST Expense Account 180
See Also
GST Input Service Distribution Transaction

Transactions for Input Service
Distributor
Article • 06/22/2022
In this document we are going to discuss the process and entries of input service
distribution.
Purchase transaction with input service

distribution location
2. Select Vendor on Purchase Invoice header.
3. Location code should not be blank on Purchase Invoice header, and Input Service
Distribution should be marked True on Location master.
4. Select G/L Account on Purchase Invoice line for service transaction.
For example, service of INR 10000 purchased by Input Services Distributor where
input tax credit is available, GST 18% (9% CGST and 9% SGST for Intra-State/Intra-
Union Territory, 18% for Inter-State transaction) will be charged on the invoice
amount.
Component Amount
CGST 900
SGST 900
G/L Entries for Intra-State Purchase of Services by Input Service Distributor where
Input Tax Credit is available, will be as following:
Particulars Amount
CGST Receivable Distributor Account 900
SGST/UTGST Receivable Distributor Account 900

Particulars Amount
input tax credit is not available, GST 18% (9% CGST and 9% SGST for Intra-
State/Intra-Union Territory, 18% for Inter-State transaction) will be charged on the
invoice amount.
Component Amount
CGST 900
SGST 900
G/L Entries for Intra-State Purchase of Services by Input Service Distributor where
Input Tax Credit is not available, will be as following:
Particulars Amount
CGST Expense Account 900
SGST/UTGST Expense Account 900
Union Territory, 18% for Inter-State transaction) will be charged on the invoice
amount.
Component Amount
IGST 1800
G/L Entries for Inter-State Purchase of Services by Input Service Distributor where
Input Tax Credit is available, will be as following:
Particulars Amount
IGST Receivable Distributor Account 1800
State/Intra-Union Territory, 18% for Inter-State transaction) will be charged on the
invoice amount.
Component Amount
IGST 1800
G/L Entries for Inter-State Purchase of Services by Input Service Distributor where
Input Tax Credit is not available, will be as following:
Particulars Amount
IGST Expense Account 1800
Purchase return transaction with input service

distribution location
2. Select Vendor on Purchase Return Order or Purchase Credit Memo header
3. Location code should not be blank on Purchase Return Order or Purchase Credit
Memo header, and Input Service Distribution should be marked True on Location
master.
4. Select G/L Account on Purchase Return Order or Purchase Credit Memo line for
service transaction.
For example, service of INR 10000 returned by Input Services Distributor where
Union Territory, 18% for Inter-State transaction) will be charged on credit memo.
Component Amount
CGST 900
SGST 900
G/L Entries for Intra-State Purchase Return/Credit Memo of Services by Input

Service Distributor where Input Tax Credit is available, will be as following:
Particulars Amount
Service Account -10000
CGST Receivable Distributor Account -900
SGST/UTGST Receivable Distributor Account -900
State/Intra-Union Territory, 18% for Inter-State transaction) will be charged on
credit memo.
Component Amount
CGST 900
SGST 900
G/L Entries for Intra-State Purchase Return/Credit Memo of Services by Input

Service Distributor where Input Tax Credit is not available, will be as following:
Particulars Amount
Particulars Amount
CGST Expense Account -900
SGST/UTGST Expense Account -900
Union Territory, 18% for Inter-State transaction) will be charged on credit memo.
Component Amount
IGST 1800
G/L Entries for Inter-State Purchase Return/Credit Memo of Services by Input

Service Distributor where Input Tax Credit is available, will be as following:
Particulars Amount
IGST Receivable Distributor Account -1800
State/Intra-Union Territory, 18% for Inter-State transaction) will be charged on
credit memo.
Component Amount
IGST 1800
G/L Entries for Inter-State Purchase Return/Credit Memo of Services by Input
Service Distributor where Input Tax Credit is not available, will be as following:
Particulars Amount
IGST Expense Account -1800
See Also
GST Input Service Distribution Process

Setting Up Tax Deducted at Source
(TDS), as per the Provisions of the
Income Tax Act, 1961
Article • 06/22/2022
Business Central has included Tax Deducted at Source (TDS) Feature to Indian
Localization.
TDS means Tax Deducted at Source. The concept of TDS was introduced with an aim to
collect tax from the very source of income. As per this concept, a person (deductor) who
is liable to make payment of specified nature to any other person (deductee) shall
deduct tax at source and remit the same into the account of the Central Government
Income from several sources is subjected to TDS. Presently this concept of TDS is also
used as an instrument in enlarging the tax base. Some of such incomes subjected to TDS
are salary, interest, dividend, interest on securities, winnings from lottery, horse races,
commission and brokerage, rent, fees for professional and technical services, and
payments to non-residents.
The Income Tax Act, 1961 specifies that tax deduction is to be made, for the specified
incomes, on credit or on payment, whichever is earlier.
Setting up TDS
TDS has two different types of setups

Automatic - These setup are done through Tax Engine.
Manual - These setups are done manually by the business users.
Following is the list of setups which will be pre-configured with

help of Tax Engine
Tax Types
Tax Entities
Components
Attributes
Rate Setup
For more information about Automatic Setup, see Tax Engine Information.
The following are required to be setup manually
TDS Rate
T.A.N
Assessee Code
TDS Section
Concessional Code
TDS Nature of Remittances
Act Applicable
TDS Posting Setup
TDS Rounding Precision
TDS in Vendor Master
TDS in Location Master
TDS in Company Information
TDS in State Code
To set up TDS rates

Rate of TDS is defined in combination of TDS section and assessee code.
1. Choose the icon, enter Tax Type -> TDS -> Action -> Tax Rates, and then
Field Description
Section Code Specifies the TDS section code.
Assessee Code Specifies the assessee code.
Effective Date Specifies the date from which rate will be effective.
Concessional Code Specifies the concessional code.
Nature of Remittance Specifies whether the nature of remittance is applicable or

not.
Act Applicable Specifies the applicable act.
Currency Code Specifies the currency code.
TDS % Specifies the TDS rate.
Non PAN TDS % Specifies the TDS rate in case of non availability of PAN.
Field Description
Surcharge % Specifies the surcharge rate.
eCESS % Specifies the eCess rate.
SHE Cess % Specifies the SHE Cess rate.
Surcharge Threshold Specifies the threshold amount applicable for surcharge.

Amount
TDS Threshold Amount Specifies the threshold amount applicable for TDS.
Per Contract Value Specifies the per contract value.
To set up tax accounting period.

Tax Accounting period and quarters need to be defined for TDS calculation.
1. Choose the icon, enter Tax Acc. Period Setup, and then choose the related link.
Field Description
Code Enter the valid tax type.
Description Specify the description of the tax type.
3. Select the Tax Type -> Action -> Tax Accounting Period -> Create Year, fill the
following information and accounting period will be created.
Field Description
Tax Type Select the valid tax type.
Starting Date Specify the starting date of the accounting period.
No. of Periods Specify the number of periods.
Period Length Specify the length of the period.
To set up T.A.N
Tax Deduction Account Number (T.A.N) allotted to a company can be more than one,
depending on the number of branch locations from where the company files its returns.
All the account numbers allotted to a company need to capture here.
1. Choose the icon, enter T.A.N Nos., and then choose the related link.
Field Description
 Tip
It is mandatory to enter the T.A.N, on all TDS Transactions.
To set up assessee code

Income Tax Act 1961 defines 'Assessee' as a person by whom any tax or any other sum
of money is payable under this Act. The rates of TDS are different for different types of
Assessee.
1. Choose the icon, enter Assessee Codes, and then choose the related link.
Field Description
Code Enter the valid Assessee Code, for example, IND, COM.
Description Enter the description of the assessee code.
Type Select the type of the assessee from drop down list as Company or Others.
 Tip
Type should be selected correctly while creating Assessee codes as it will reflect in
eTDS returns.
To set up TDS section

TDS Section represents the various sections under which tax deduction takes place as
per the Income Tax Act 1961.
1. Choose the icon, enter TDS Sections, and then choose the related link.
Field Description
Code Enter the valid TDS Section applicable as per the Income Tax Act, 1961.
Description Enter the description of the mentioned TDS Section.
e-TDS Specifies the section code to be used in the TDS return.
 Tip
User can create any number of sub-sections for a section using Add Sub Section
function.
To set up concessional codes

Concessional codes are used for cases authorized for concessional rates exclusively
defined by the government.
1. Choose the icon, enter Concessional Codes, and then choose the related link.
Field Description
Code Enter the valid Concessional Codes applicable as per the Income Tax Act.
Description Enter the description of the mentioned Concessional Codes.
To set up TDS nature of remittances

Specifies the type of remittance.
1. Choose the icon, enter Nature of Remittances, and then choose the related link.
Field Description
Field Description
Code Enter the valid nature of remittance code applicable.
Description Enter the description of the code.
To set up act applicable

Specifies the Act under which income from Non-resident Indians will be taxed either the
Income Tax Act (IT-Act), or as per the relevant rates prescribed in the relevant Double
Tax Avoidance Agreement (DTAA).
1. Choose the icon, enter Act Applicable, and then choose the related link.
Field Description
Code Enter the valid Concessional Codes applicable as per the Income Tax Act, 1961.
To set up TDS posting setup

Specifies the general ledger account for each TDS Section defined in the system. System
will update the TDS payable amount in the defined general ledger account.
1. Choose the icon, enter TDS Posting Setup, and then choose the related link.
Field Description
TDS Section Enter the valid TDS Section.
Effective Date Specifies the starting date.
TDS Account Specifies the general ledger account for posting of TDS payable amount.
To set up TDS rounding precision

Rounding precision for each and every component can be defined in system.
1. Choose the icon, enter Tax Type -> Select TDS -> Tax Component, and then
2. Define the relevant rounding precision against each tax components.
To set up TDS in vendor master

TDS Section and concessional codes need to be defined for each vendor that is liable to
TDS. Multiple TDS sections can be attached to one vendor.
To define the TDS Sections in the Vendor Card
1. Choose the icon, enter Vendors -> Navigate -> Allowed Sections and
2. Assessee Code needs to be filled on the vendor master.
3. PAN needs to be filled on vendor master, in case of no PAN is provided,

higher rate of TDS will be deducted.
Field Description
TDS Section Select the valid section from lookup depending on the kind of services
provided by the vendor.
TDS Section Enter the description of the selected section.

Description
Default Mark true if the section needs to be defined as default section.

Section
Threshold Place a check mark in this field to overlook the TDS Threshold amount
Overlook defined in 'Tax Rates'
Surcharge Place a check mark in this field to overlook the Surcharge Threshold
Overlook amount defined in 'Tax Rates'
Non Identify if the TDS Section deals with non-resident. This identification
Resident will help the system to generate eTDS for Non-Residents.
Payment
Nature of Select the Nature of Remittance.

Remittance
Act Select applicable act for generating in eTDS returns.

Applicable
To define the concessional code in vendor card

1. Choose the icon, enter Vendors -> Navigate -> TDS Concessional Codes
Field Description
Section Select the valid section from lookup depending on the kind of
services provided by vendor.
Concessional Select the valid concessional code from lookup depending on the
Code kind of services provided by vendor.
Certificate Certificate number provided by the vendor can be defined to justify

No. the lower tax deduction.
To set up TDS in location master

T.A.N needs to be defined on locations from where the company files its returns.
To set up TDS in company information

Following information needs to be defined in company information.
Field Description
T.A.N No. Specifies the TAN of the legal entity.
P.A.N No. Specifies the PAN of the legal entity.
Deductor Category Specifies the deductor category of the legal entity.
PAO Code Specifies the PAO code.
PAO Registration No. Specifies PAO registration number.
DDO Code Specifies DDO code.
DDO Registration No. Specifies the DDO registration number.
Ministry Type Specifies the Ministry type.
Ministry Code Specifies the Ministry code.
To set up TDS in state code

State Code for eTDS/TCS needs to be defined on States master.
See Also
TDS Transactions

TDS Calculation on Purchase and
Payment Transactions
Article • 06/22/2022
TDS can be deducted on expenses (GL Account) transactions. TDS can be deducted on
purchase order, invoice received from vendor or advance payment made to vendor. TDS
calculations can be done on following document types:
Purchase Order
Purchase Invoice
General Journal
Purchase Journal
Mandatory fields for TDS calculation on

general journal, purchase journal, purchase
invoice, purchase order.
Create General Journal or Purchase Journal
1. Choose the icon, enter General Journal or Purchase Journal, and then
2. Select Vendor in Account Type and select relevant vendor code in Account
No. field. Select G/L Account in Bal. Account Type and select relevant
expense account in Bal. Account No. field.
3. Select relevant TDS Section on journal line. Location Code and T.A.N No.
fields should not be blank.
Create Purchase Invoice or Purchase Order
1. Choose the icon, enter Purchase Invoice or Purchase Order, and then
2. Select Vendor, Location Code on Purchase Order or Purchase Invoice header
3. Select G/L Account on Purchase Order or Purchase Invoice line. s4. TDS
Section, Location Code and T.A.N No. fields should not be blank.
TDS to be calculated on vendor invoice (through general

journal, purchase journal, purchase invoice or purchase
order)
In the given scenario, vendor has issued an invoice for INR 50,000 on which 2% TDS is
applicable under TDS Section 194C.
In this case TDS calculation will be as following:
Component Value
TDS Base Amount 50000
TDS Amount 1000 (50000*2%)
On posting of invoice, GL Entries will be as following:
Particulars Amount
Expense Account 50000
TDS to be calculated on vendor advance payment

(through general journal or payment journal)
In the given scenario, advance payment made to vendor for INR 50,000 on which 2%
TDS is applicable under TDS Section 194C.
Component Value
TDS Amount 1000 (50000*2%)
On posting of advance payment, GL Entries will be as following:
Particulars Amount
Bank Account -49000
On receiving the invoice from the vendor, TDS will be calculated on the differential
amount. Suppose vendor sent an invoice of INR 120000. Since TDS has already been
calculated at the time of payment, at the time of invoicing TDS will be calculated on the
remaining amount i.e. INR 70000 (1200000 - 50000).
７ Note
Advance payment needs to be applied with the invoice before posting. Otherwise
TDS will be calculated on the whole invoice amount.
TDS to be calculated on non-resident vendor invoice in

foreign currency
In the given scenario, vendor issued an invoice for USD 10000 on which 2% TDS is
applicable under TDS Section 195. All USD amounts will get converted into INR based
on currency exchange rates. For this example exchange rate has been considered as
USD 1 = INR 65.
Component Value
TDS Base Amount USD 10000 or INR 650000
TDS Amount INR 13000 (INR 650000*2%)
On posting invoice, GL Entries, will be as following:
Particulars Amount
 Tip
Nature of Remittance and Act Applicable are mandatory for NRI Payments.
TDS calculation on higher rate if vendor is not having

PAN
PAN of vendor is mandatory for TDS calculation, but in case PAN is not available, higher
rate of TDS will be deducted from the vendor.
In the given scenario, vendor issued an invoice for INR 50000 on which 2% TDS is
applicable under TDS section 194C, but PAN is not available for vendor. In such a case
20% TDS will be charged as a higher rate.
Component Value
TDS Amount 10000 (50000*20%)
On posting invoice, GL Entries, will be as following:
Particulars Amount
Expenses partially subject to TDS

In the given scenario, vendor issued an invoice for INR 112360, out of which INR
100000 is for auditing service on which 10% TDS will be applicable under Section
194J. INR 12360 is for other charges on which TDS is not applicable.
Component Value
TDS Amount 10000 (100000*10%)
On posting invoice, GL Entries will be as following:
Particulars Amount

Particulars Amount
TDS calculation on multiple expenses in a single invoice

A single invoice can be raised by the vendor for multiple expenses. For example, vendor
issued a single invoice for INR 100000; INR 50000 each towards two services under TDS
Section 194C and 194J.
Component Value
TDS percent for 194C 1000 (50,000x2%)
TDS percent for 194J 5000 (50,000x10%)
Particulars Amount
Expense Account (194C) 50000
Expense Account (194J) 50000
TDS Payable Account (194C) -1000
TDS Payable Account (194J) -5000
TDS on expenses at lower rate or zero rate

If a vendor has a certificate of concessional rate instead of normal rate then to handle
that scenario, concessional codes can be configured and attached to those vendors.
In the given scenario, vendor issued an invoice for INR 100000 towards professional
services. Vendor has a certificate of income tax at Lower rate @ 5% on professional
services instead of normal rate.
Component Value
Component Value
TDS Amount 5000 (100000*5%)
Particulars Amount
In this scenario, vendor issued an invoice for INR 100000 towards professional services.
vendor has a certificate of income tax at Zero rate @ 0% on professional services instead
of normal rate.
Component Value
TDS Amount 0 (100000*0%)
Particulars Amount
７ Note
Concession Code must be selected on vendor master for lower or zero rated TDS
transactions.
See Also
TDS Threshold
TDS with Threshold
Article • 06/22/2022
This topic explains the requirement of threshold amount in TDS and the process of
calculating TDS for such transactions.
TDS calculation considering threshold limits

TDS Threshold defines the threshold limit for each TDS Section. TDS can be deducted
only if the total transaction with the assessee exceeds the threshold limit in the financial
year.
In a scenario where, credit or payment to a contractor under TDS Section 194C is below
TDS threshold limit of INR 1,00,000 in aggregate in a financial year and single
transaction threshold limit INR 30,000, TDS will not be deducted.
In the example given below, four transactions of INR 29,000 took place in a financial
year, on the fourth transaction TDS will be deducted as the aggregate (previous
transactions) credit or payment amount exceeds the TDS threshold limit of INR 1,00,000.
TDS Calculation as following:
Particulars Amount TDS TDS Amount Threshold Limit

Credited or Rates
Paid
First 29000 2% Zero Less than Single Transaction

Invoice Threshold Limit 30,000
Second 29000 2% Zero Less than Single Transaction

Third 29000 2% Zero Less than Single Transaction

Forth 20000 2% 2,140 (2% of 1,07,000 i.e. Exceeds TDS Threshold Limit
Invoice total of all invoices) 1,00,000
1. GL Entries for TDS where payment is less than threshold limits (first transaction
where vendor has given the invoice for INR 29,000), will be as following:
Particulars Amount
Purchases Account 29000

Particulars Amount
2. GL Entries for TDS where payment is less than threshold limits (second transaction
Particulars Amount
3. GL Entries for TDS where payment is less than threshold limits (third transaction
Particulars Amount
4. GL Entries for TDS where payment is more than (exceeding) Threshold limits (forth
transaction where vendor has given the invoice for INR 20,000), will be as
following:
Particulars Amount
TDS Payable Account 2140
See Also
TDS Provisional Entry

TDS on Provisional Entries
Article • 06/22/2022
As per TDS rules, tax (TDS) has to be deducted at source, when amount is paid or
credited to the account of the payee whichever is earlier. When the amount is credited
to suspense account or any provisional account, then it is treated as amount is credited
to the account of the payee and tax has to be deducted at source. Hence, Tax has to be
deducted at source even on provisions made in the books of accounts to which TDS
provisions are applicable.
A provisional entry should be posted before posting an actual entry, on posting of

actual entry, provisional entry will be reversed. As per requirement, TDS to be calculated
on provisional entry and on posting of actual entry, system should not calculate TDS as
it is deducted in provisional entry.
For example, provisional expense journal has to be created and posted for INR 10000
against professional expense and 10% TDS to be calculated on the expense amount.
1. Choose the icon, enter Purchase Journal, and then choose the related link.
Field Description
Posting Date Specify the date of entry.
Document Type Select Invoice as document type.
Document No. Specify the document number.
Party Type Select Vendor as party type.
Party Code Select relevant vendor code.
Account Type Select G/L Account.
Account No Select relevant account number for provision entry.
Amount Amount should be negative.
TDS Section Select relevant TDS Section.
Bal. Account Type Select G/L Account as balance account type.
Bal. Account No. Select the relevant expanse account.
Provisional Entry Mark true.

Component Value
TDS Amount 1000 (10000*1%)
GL Entries for Provisional Entry, will be as following:
Particulars Amount
Provisional Account -10000
Vendor Account 1000
• Later invoice created against the provisional entry.
1. Choose the icon, enter Purchase Journal, and then choose the related link.
Field Description
Posting Date Specify the date of entry.
Document Type Select Invoice as document type.
Document No. Specify the document number.
Party Type Select Vendor as party type.
Party Code Select relevant vendor code.
Account Type Select Vendor.
Account No Select relevant vendor code.
Amount Amount should be negative.
Bal. Account Type Select G/L Account as balance account type.
Bal. Account No. Select the relevant expanse account.
3. Select Apply Provisional Entry and select the relevant provision entry posted for
the vendor.
GL Entries for purchase invoice against provisional entry, will be as following:
Particulars Amount
Provisional Account 10000
4. On posting of provisional entry Provisional Entries will be created, and once the
invoice is applied with the entry Applied Invoice No. field will be updated with the
invoice number.
• If this is found that the provisional entry needs to be reversed, then option of Reverse
Transaction and Reverse Without TDS are available in Provisional Entries.
1. Reverse Transaction will reverse all the posted entries of the selected transaction.
2. Reverse Without TDS will reverse all the posted entries of the selected transaction
other than the TDS entry.
3. System will mark the reverse transaction as Reversed After TDS Paid if TDS is paid
to the government for the selected transaction.
See Also
TDS Adjustment Entry

TDS Adjustments
Article • 06/22/2022
TDS adjustment can be required, for any corrections in the TDS amount, TDS rate or TDS
base amount already deducted but not paid to the government authorities. The revised
TDS amount will be updated in the relevant GL Accounts for TDS Payable and Vendor
Account. Existing TDS entry will be updated with revised TDS percentages, TDS amount
and TDS base amount.
TDS adjustment process

1. Choose the icon, enter TDS Adjustment Journal, and then choose the related
link.
2. Select the relevant transaction number in Transaction No. field from the drop
down, and the selected line will be populated with the posted record. Following
information can be changed in the adjustment journal as per the requirement:
Field Name Use
TDS % Applied Fill the revised TDS %.
TDS Base Applied Fill the revised TDS base amount.
3. On posting of the adjustment journal G/L Entry, TDS Entry, Vendor Ledger Entry
and Detailed Vendor Ledger Entry will be updated with the adjusted amount and
revised information.
See Also
TDS Payment to Authority

Payment of TDS to Government
Authorities
Article • 06/22/2022
The TDS that have been deducted on various transactions, needs to be deposited to the
government. Payment of TDS will be handled through Payment Journal or General
Journal. Provision available to select the TDS Entries which assessee needs to pay to
government authorities depends on the basis of filters, for example – TAN, Assesses,
Date etc.
1. Choose the icon, enter Payment Journal or Bank Payment Voucher, and then
2. Select the relevant TDS payable account number in Account No. field -> Select
relevant TAN in T.A.N No. field -> Navigate -> Pay TDS -> then click on TDS, select
entries and system will generate TDS payment entry in the journal line.
3. On posting of the payment journal TDS Entries will be marked as 'Paid'.
4. GL Entries will be as following:
Particulars Amount
TDS Payable Account 10000
Bank Account -10000
See Also
TDS Overview

(TDS) on purchase of goods under
Section 194Q
Article • 06/22/2022
７ Note
Business Central has included Tax Collected at Source (TCS) Feature in Indian
Localization.
A new TDS section 194Q, on purchase of goods is recently introduced vide the Finance
Act, 2021.
This is going to apply to any person, being a buyer responsible for making a payment to
a resident for purchase of goods when value or aggregate of purchase from a supplier
or payment whichever is earlier, Rs.50 lacs during the previous year. The transaction with
any supplier with the addition of which your aggregate purchase/payment for a
purchase from that supplier exceeds Rs.50 lacs, will be the transaction effective which
TDS must be deducted @0.10% of the Purchase transaction or payment thereof
whichever is earlier. This new Section 194Q is applicable from 1st July 2021.
Setting Up TDS section 194Q
Following is the list of setups that will be required

TDS Rates
TDS 194Q Opening
To set up TDS rates

The rate of TDS is defined by the combination of the TDS section and assessee code.
The rates of tax deduction may vary for a given period. A new field 'Calc. Over & Above
Threshold' has been added on the setup.
1. Choose the icon, enter TDS Section, and then choose the related link.
Field Description
Calc. Over This field is created in TDS Setup table, by selecting this field, system will
& Above calculate TDS on amount that is over & above threshold. If this field is not
Threshold selected in TDS Setup, system will calculate TDS normally, i.e., system will
calculate TDS on amount exceeding the specified threshold amount. If user
selects Threshold Overlook field on NOD/NOC Lines, then, system calculates
TDS normally, i.e., calculate TDS from INR 1 onwards without considering
threshold amount. This field can be selected for any TDS group, as its
application is not limited to TDS, under Section 194Q.
TDS 194Q Opening

A provision has been made to upload the opening amount, if any, under TDS section
194Q. System only updates the amount in TDS Entries table for threshold calculation
purposes. This amount is not posted into G/L.
1. Choose the icon, enter TDS 194Q Opening, and then choose the related link.
Field Description
Vendor No. Specifies the vendor number for which 194Q opening is to be posted.
Assessee Specifies the assessee code.

Code
TDS Section Specify the TDS Section, for which opening entry is to be posted.
Document Specifies the document number, that will appear on the TDS ledger
No. entries.
Posting Date Specify the date, on which the TDS ledger entries are to be posted.
Purchase Specify the purchase amount, that must be posted into TDS Entry table as
Amount vendor’s opening entry for Section 194Q.
Field Description
TDS Specifies the TDS threshold amount, that is defined on the TDS setup for
Threshold TDS Nature of Deduction.
Amount
Description Specifies the description of the transaction, to be posted.
To setup Customer
Provision is made available on customer master to capture whether aggregate turnover
of customer in the immediate previous year was below 10 crores or above 10 crores.
1. Choose the icon, enter Customer, and then choose the related link.
Field Description
Aggregate This field can be used to define aggregate Turnover in the immediate previous
Turnover year exceeds Rs.10 crore to an assessee. The available options are: Less than
10 Crore, More than 10 Crore.
See Also
TDS 194Q Transactions
TDS calculation and transactions as per
Section 194Q
Article • 06/22/2022
７ Note
As per new TDS rules, TDS to be deducted to any person, being a buyer responsible for
making a payment to a resident for purchase of goods when value or aggregate of
purchase from a supplier or payment whichever is earlier, Rs.50 lacs during the previous
year.
As per this section, any purchase invoices/payments that is over and above the
threshold amount (50,00,000). TDS amount to be deducted on amount exceeding
threshold limit. For Example, Buyer buys goods from Seller amounting to INR. 85 lakhs
and is liable to deduct TDS under section 194 Q. In this case TDS to be deducted on INR.
35 lakhs (85-50) @ 0.1%.
Provision (Calc. Over & Above Threshold) has been provided for user on TDS Rates to
calculate TDS on amount that is over & above threshold.
The existing TDS calculation logic in system will work for invoice and advance payment
normally, below are the functions for example:
TDS Calc. Over & Above Threshold

Normal TDS Calculation
TDS Calculation on Advance Payment
TDS to be calculated on vendor invoice

(through purchase invoice or purchase order).
In the given scenario, vendor has issued an invoice for INR 55,00,000, on which 0.10%
TDS is applicable under TDS Section 194Q. Initial threshold achieved value or opening
balance under section 194Q, is INR 20,00,000.
Component Value
Initial threshold achieved value/ Opening 20,00,000

Balance
1st Transaction, on or after 1st July 21 2000000 – No TDS
2nd Transaction, on or after 1st July 21 1500000 – TDS Calculated
TDS Base Amount 500000 (Total cumulative value 5500000

-5000000)
TDS Amount 500 (500000*0.10%)
On posting purchase invoice of second transaction, GL entries will be as following:
Particulars Amount
TDS to be calculated on vendor advance

payment (through general or payment journal).
In the given scenario, two advance payments must made to vendor for INR 20,00,000
and 15,00,000 respectively, on which 0.10% TDS is applicable under TDS Section 194Q.
Initial threshold achieved value or opening balance under section 194Q is INR 20,00,000.
Component Value
Initial threshold achieved value/ Opening 2000000

Balance
1st Transaction, on or after 1st July 21 2000000 – No TDS
2nd Transaction, on or after 1st July 21 1500000 – TDS Calculated
TDS Base Amount 500000 (Total cumulative value 5500000

-5000000)
Component Value
TDS Amount 500 (500000*0.10%)
On posting purchase invoice of second transaction, GL entries will be as following:
Particulars Amount
Bank Account -1499500
See Also
TDS 194Q Overview
(TDS) by Customer, as per the Provisions
of the Income Tax Act, 1961
Article • 06/22/2022
Business Central has included Tax Deducted at Source (TDS) by Customer Feature to
Indian Localization.
TDS is a withholding tax, where tax is deducted by the customer, at the time of making
the payment or booking of the invoice, whichever is earlier. As per the Income Tax Act,
1961, tax needs to be deducted by the payer, when the payment is of a specific nature. If
the TDS is deducted by the customer (deductor), then the user (deductee) has to
calculate TDS on the invoice or revenue and keep a track of TDS deducted. The deductor
has to provide the deductee a TDS certificate.
Setting up TDS
TDS has two types of setup.

Following is the list of setups which will be pre-

configured with help of Tax Engine
Tax Types
Tax Entities
Components
Attributes
Rate Setup
For more information about Automatic Setup, see Tax Engine Information.

TDS Rate
T.A.N
Assessee Code
TDS Section
Concessional Code
TDS Posting Setup
TDS on Customer Master
TDS on Location Master
TDS on Company Information
TDS on State Code
To set up TDS rates

Rate of TDS is defined in combination of TDS section and assessee code.
1. Choose the icon, enter Tax Type -> TDS -> Action -> Tax Rates, and then
Field Description
Section Code Specifies the TDS section code.
Effective Date Specifies the date from which rate will be effective.
Nature of Remittance Specifies whether the nature of remittance is applicable or

not.
Act Applicable Specifies the applicable act.
Currency Code Specifies the currency code.
TDS % Specifies the TDS rate.
Non PAN TDS % Specifies the TDS rate in case of non availability of PAN.
eCESS % Specifies the eCess rate.
Surcharge Threshold Specifies the threshold amount applicable for surcharge.

Amount
Field Description
TDS Threshold Amount Specifies the threshold amount applicable for TDS.
Per Contract Value Specifies the per contract value.

Tax Accounting period and quarters need to be defined for TDS calculation.
Field Description
Field Description
To set up T.A.N.
Tax Deduction Account Number (T.A.N) allotted to a legal entity can be more than one,
depending on the number of branch locations from where the legal entity files its TDs
returns. All the account numbers allotted to a legal entity need to be captured here.
1. Choose the icon, enter T.A.N Nos., and then choose the related link.
Field Description
Field Description

of money is payable under this Act. The rates of TDS are different for different types of
Assessee.
Field Description
To set up TDS section

TDS Section represents the various sections under which tax deduction takes place as
per the Income Tax Act 1961.
1. Choose the icon, enter TDS Sections, and then choose the related link.
Field Description
Code Enter the valid TDS Section applicable as per the Income Tax Act, 1961
Description Enter the description of the mentioned TDS Section.
e-TDS Specifies the section code to be used in the tds return.

Field Description
Code Enter the valid Concessional Codes applicable as per the Income Tax Act
Description Enter the description of the mentioned Concessional Codes
To set up TDS posting setup

Specifies the general ledger account for each TDS Section defined in the system. System
will update the tds receivable amount in the defined general ledger account.
1. Choose the icon, enter TDS Posting Setup, and then choose the related link.
Field Description
TDS Section Specifies the relevant TDS section
Effective Date Specifies the start date of the setup line
TDS Receivable Specifies the general ledger account in which receivable account will
Account be posted.
To set up TDS on customer master

TDS Section and concessional codes need to be defined for each customer, who is liable
to deduct TDS. Multiple TDS sections can be configured for one customer.
To define the TDS Sections on the Customer Card.
1. Choose the icon, enter Customer -> Customer -> Customer Allowed
Sections and then choose the related link.
2. Assessee Code needs to be filled on the customer master.
3. PAN needs to be filled on customer master, PAN is mandatory for TDS

calculation for customer.
Field Description
TDS Section Select the valid section from lookup list depending on the kind of
services provided by the customer.
TDS Section Enter the description of the selected section.

Description
TDS Certificate This field should be marked as true.

Receivable
Threshold Place a check mark in this field to overlook the TDS Threshold
Surcharge Place a check mark in this field to overlook the Surcharge

Overlook Threshold amount defined in 'Tax Rates'
To define the concessional code on customer card
1. Choose the icon, enter Customer -> Customer -> TDS Customer
Concessional Codes and then choose the related link.
Field Description
Section Select the valid section from lookup list depending on the kind of
services provided by customer.
Concessional Select the valid concessional code from lookup list depending on the
Code kind of services provided by customer.
Certificate Certificate number provided by the customer can be defined to justify

No. the lower tax deduction.
To set up TDS on location master

T.A.N needs to be defined in locations from where the company files its returns.
To set up TDS on company information

Following information need to be defined in company information.
Field Description
Field Description
T.A.N. No. Specifies the TAN No. of the legal entity.
PAO Code Specifies the PAO code.
PAO Registration No. Specifies PAO registration number.
DDO Code Specifies DDO code.
DDO Registration No. Specifies the DDO registration number.
Ministry Type Specifies the Ministry type.
Ministry Code Specifies the Ministry code.
To set up TDS on state code

State Code for eTDS/TCS needs to be defined in States master.
See Also
TDS Calculation for Customer

TDS for Customer
Article • 06/22/2022
This topic explains the process of calculating TDS on customer payments.
TDS calculation and tracking of TDS certificate

receivable
TDS can be deducted on receiving payment from customer. TDS can be calculated on
the following documents:
General Journal
Cash Receipt Voucher
Bank Receipt Voucher
Cash Receipt Journal
TDS certificate will be receivable from customer on receiving the advance payment or
issuing sales invoice to customer. TDS Certificate Receivable can be tracked through
following documents:
General Journal
Cash Receipt Journal
Sales Invoice
Mandatory fields for TDS calculation on general journal, cash

receipt journal, bank receipt voucher and cash receipt voucher at
the time of TDS calculation
1. Choose the icon, enter General Journal, Cash Receipt Journal, Bank Receipt
Voucher or Cash Receipt Voucher, and then choose the related link.
2. Select Customer in Account Type and select relevant customer code in Account
No. field. Select G/L Account or Bank Account in Bal. Account Type and select
relevant cash or bank account in Bal. Account No. field.
3. TDS Certificate Receivable field should be marked true and then select relevant
TDS Section on journal line, Location Code field should not be blank.
Mandatory fields for TDS certificate receivable tracking on general
journal, cash receipt journal, bank receipt voucher, cash receipt
voucher and sales invoice
Voucher, Cash Receipt Voucher or Sales Invoice, and then choose the related link.
2. TDS Certificate Receivable should be marked true on Journal line or Sales Invoice
header.
3. TDS Certificate Receivable identification will flow into Customer Ledger Entry on
posting of the document.
TDS to be calculated on customer receipts (through general

journal, cash receipt journal, bank receipt voucher, cash receipt
voucher)
In the given scenario, advance payment received from customer for INR 50,000 on
which 2% TDS is applicable under TDS Section 194C.
Component Value
TDS Amount 1000 (50000*2%)
Particulars Amount
TDS Receivable Account 1000
Bank Account 49000
TDS certificate is receivable against payment received from

customer or against customer sales invoice
It is required to identify the payment or invoice transaction against which TDS certificate
is receivable while receiving the payment from customer who has deducted TDS or
issuing the sales invoice on which TDS has been deducted, it is required to identify the
payment or invoice transaction against which TDS certificate is receivable.
Voucher, Cash Receipt Voucher or Sales Invoice, and then choose the related link.
2. TDS Certificate Receivable should be marked true on Journal line or Sales Invoice
header.
3. TDS Certificate Receivable identification will flow into Customer Ledger Entry on
posting of the document.
See Also
TDS Certificate Update

TDS Certificate Tracking
Article • 06/22/2022
This topic explains how to track and update the TDS certificate receivable or received
from a customer.
TDS certificate details assign, update and

rectification process
Assign TDS certificate details
Customer Ledger entries, which are not marked, against which TDS certificate is
receivable can be assigned separately. Provision is available to mark the posted
customer transactions (invoices or payments) for which TDS certificate is
receivable.
1. Choose the icon, enter Update TDS Certificate Details, and then choose
the related link.
2. Select relevant customer code in Customer No. field then Acton -> Function
-> Assign TDS Cert. Details, system will open the customer ledger entry of the
customer. Select and update the relevant documents by marking 'TDS
Certificate Receivable' field true. Marked document will be removed from the
'Assign TDS Cert. Details' page and will be added in 'Update TDS Cert. Details'
page.
3. System will update the 'TDS Certificate Receivable' field as true in Customer
Ledger Entry.
Update TDS certificate details
After receiving the TDS Certificate, it is required to update the TDS certificate
details.
the related link.
2. Select relevant information in Customer No., Certificate No., Date of Receipt,
Certificate TDS Amount, Financial Year, TDS Receivable Group, the Acton ->
Function -> Update TDS Cert. Details, system will open the customer ledger
entry of the customer for which 'TDS Receivable for Customer' is marked true.
3. Select and update the relevant documents for which company has received
the TDS Certificate by marking 'TDS Certificate Received' field true and
update. Marked document will be removed from the 'Update TDS Cert.
Details' page and will be added in 'Rectify TDS Cert. Details' page.
4. System will update the customer ledger entry of the selected document with
the input data.
Rectify TDS certificate details
Rectification of updated details may also be required just in case some wrong
information is provided earlier.
the related link.
2. Select relevant customer code in Customer No. field then Acton -> Function
-> Rectify TDS Cert. Details, system will open the customer ledger entry for
which TDS certificate details are updated.
3. Select and update the relevant documents by marking 'TDS Certificate
Receivable' field false. Marked document will be removed from the 'Rectify
TDS Cert. Details' page and will be added in 'Update TDS Cert. Details' page.
4. System will remove the details related to TDS certificate from Customer
Ledger Entry.
See Also
TDS for Customer Overview

Setting Up Tax Collected at Source
(TCS), as per the Provisions of the
Income Tax Act, 1961
Article • 06/22/2022
Business Central has included Tax Collected at Source (TCS) Feature in Indian
Localization.
TCS means Tax Collected at Source is one of the methods for tax collection by the
government. It follows the principle of ‘You pay while you earn’. While ‘Tax Deducted at
Source’ (TDS) requires the payer to deduct tax at source and remit the tax to the
Government, ‘Tax Collected at Source’ (TCS) requires the receiver or seller to collect tax
at source and remit it to the Government. The purpose of this provision is to eliminate
tax evasion in certain trades.
Setting up TCS
TCS has two types of setup.

Following is the list of setups that will be pre-configured

with the help of Tax Engine
Tax Types
Tax Entities
Components
Attributes
Rate Setup
For more information about Auto Setup, see Tax Engine Information.

TCS Rates
T.A.N
Assessee Code
TCS Nature of Collection
Concessional Code
TCS Posting Setup
TCS on Customer Master
TCS on Location Master
TCS on Company Information
TCS on State Code
To set up TCS rates

Rate of TCS is defined in combination of TCS nature of collection and assessee code.
1. Choose the icon, enter Tax Type -> TCS -> Action -> Tax Rates, and then
Field Description
TCS Nature of Collection Specifies the nature of collection of TCS.
Effective Date Specifies the effective date.
TCS % Specifies the TCS rate.
Non PAN TCS % Specifies the TCS rate in case of non availability of PAN.
e Cess % Specifies the eCess rate.
TCS Threshold Amount Specifies the threshold amount applicable for TCS.
Surcharge Threshold Amount Specifies the threshold amount applicable for surcharge.
Contract Amount Specifies the contract amount.

Tax Accounting period and quarters need to be defined for TCS calculation.
Field Description
Field Description
To set up T.C.A.N.
Tax Collected Account Number (T.C.A.N.) allotted to a company can be more than one,
depending on the number of branch locations from where the company files its returns.
All the account numbers allotted to a company need to be captured here.
1. Choose the icon, enter T.C.A.N Nos., and then choose the related link.
Field Description
Code Enter the valid registration number provided by tax department.
 Tip
It is mandatory to enter the T.C.A.N. on all TCS Transactions.

of money is payable under this Act. The rates of TCS are different for different types of
Assessee.
Field Description
 Tip
Type should be selected correctly while creating Assessee codes as it will reflect in
eTDS returns.
To set up TCS nature of collection

TCS Nature of Collection represents the various types of payments received for which
TCS rates have been specified under the provisions of section 206C of the Income Tax
Act 1961.
1. Choose the icon, enter TCS Nature of Collection, and then choose the related
link.
Field Description
Code Enter the valid TCS Nature of Collection applicable as per the Income Tax Act,
1961
Description Enter the description of the mentioned TCS Nature of Collection.

Field Description
Code Enter the valid Concessional Codes applicable as per the Income Tax Act
Description Enter the description of the mentioned Concessional Codes
To set up TCS posting setup

Specifies the general ledger account for each TCS Nature of Collection defined in the
system. System will update the TCS payable amount in the defined general ledger
account.
1. Choose the icon, enter TCS Posting Setup, and then choose the related link.
Field Description
TCS Nature of Enter the valid TCS nature of collection.

Collection
Effective Date Specifies the starting date.
TCS Account Specifies the general ledger account for posting of TCS payable
amount.
To set up TCS on customer master

TCS nature of collection and concessional codes need to be defined for each customer
that is liable to TCS. Multiple TCS NOC can be attached to one customer.
To define the TCS Nature of Collection on the Customer Card
1. Choose the icon, enter Customers -> Customer -> Allowed NOC and then
2. Assessee Code needs to be filled on the customer master.
3. PAN needs to be filled on customer master. If no PAN is provided, higher rate

of TCS will be deducted.
Field Description
TCS Nature of Select the valid category from lookup list depending on the kind
Collection of product sold to the customer.
Description Enter the description of the selected Nature of Collection.
Default NOC Mark true if the Nature of Collection needs to be defined as

default NOC.
Threshold Place a check mark in this field to overlook the TCS Threshold
Surcharge Place a check mark in this field to overlook the Surcharge

Overlook Threshold amount defined in 'Tax Rates'
To define the concessional code on customer card
1. Choose the icon, enter Customers -> Customer -> Customer

Concessional Codes and then choose the related link.
Field Description
TCS Nature of Select the valid Nature of Collection from lookup list depending on
Collection the kind of product sold by customer.
Description Enter the description of the selected Nature of Collection.
Concessional Select the valid concessional code from lookup list depending on
Code the kind of product sold by customer.
Concessional Certificate number provided by the customer can be defined to

Form No. justify the lower tax deduction.
To set up TCS on location master

T.C.A.N. needs to be defined for locations from where the company files its returns.
To set up TCS on company information

Following information needs to be defined on company information.
Field Description
T.C.A.N No. Specifies the TCAN of the legal entity.
Circle No. Specifies circle number.
Assessing Officer Specifies the assessing officer.
Ward No. Specifies the ward number.
To set up TCS on state code

State Code for eTDS/TCS needs to be defined on States master.
See Also
TCS Transactions

TCS Calculation on Sales and Receipt
Transactions
Article • 06/22/2022
TCS can be collected on goods (Items) and services (G/L Account) transactions. TCS
calculations can be done through following documents:
Sales Order
Sales Invoice
Sales Return Order
Sales Credit Memo
General Journal
Sales Journal
TCS calculation on general journal, sales

journal, cash receipt journal, sales invoice, sales
order, sales return order, sales credit memo.
Create General Journal, Sales Journal, Cash Receipt Journal or Bank Receipt Journal
1. Choose the icon, enter General Journal, Sales Journal, Cash Receipt
Voucher or Bank Receipt Voucher, and then choose the related link.
2. Select Customer in Account Type and select relevant customer code in
Account No. field.
3. Select G/L Account or Bank Account in Bal. Account Type and select relevant
expense account in Bal. Account. No. field.
4. Select relevant TCS Nature of Collection in journal line. Location Code and
T.C.A.N No. fields should not be blank.
Create Sales Invoice or Sales Order
1. Choose the icon, enter Sales Invoice, Sales Order, Sales Return Order or
Sales Credit Memo, and then choose the related link.
2. Select Customer, Location Code on Sales Order, Sales Invoice, Sales Return
Order or Sales Credit Memo header.
3. Select G/L Account or Item Code on Sales Order, Sales Invoice, Sales Return
Order or Sales Credit Memo line.
4. TCS Nature of Collection, Location Code and T.C.A.N No. fields should not
be blank.
TCS to be calculated on customer invoice (through

general journal, sales journal, sales invoice or sales order)
For example, invoice has been issued to customer for INR 10,000 on which 1% TCS is
applicable for Nature of Collection 'Scrap'.
In this case TCS calculation will be as following:
Component Value
TCS Base Amount 10000
TCS Amount 100 (10000*1%)
Particulars Amount
TCS to be calculated on customer advance

payment (through general journal, cash receipt
journal)
For example, advance payment received from customer for INR 10,000 on which 1% TCS
is applicable for Nature of collection 'Scrap'
Component Value
TCS Amount 99 (10000x1%/101)

Particulars Amount
Bank Account 10000
Adjustment of calculated TCS on advance

payment against sales invoice
TCS which has been calculated on advance payment can be adjusted while creating
Sales Invoice against that advance payment. TCS will not be calculated on Customer
Invoices if advance payment, on which TCS has already been calculated, is applied to the
invoice. System should check the TCS base amount on which TCS has been calculated on
advance payment with the line amount of Sales Invoice and TCS will only be calculated
on the line amount which is more than the TCS base amount. For example: If TCS base
amount was 10,000.00 in advance payment and line amount is 20,000.00 on sales
invoice, then TCS will be calculated on 10,000.00 on sales invoice.
GL Entries for TCS on Customer advance payment using Cash Receipt Journal, will
be as following:
Particulars Amount
Bank Account 10000
GL Entries for TCS on Customer Invoice using Sales Invoice against advance
payment, will be as following:
Particulars Amount
７ Note
TCS is calculated after adjusting the TCS amount which was earlier calculated on
advance payment.
TCS to be calculated on non-resident customer

invoice in foreign currency
For example, invoice has been raised to foreign customer for USD 10,000 on which 1%
TCS is applicable for Nature of collection 'Scrap'. All foreign currency amounts will get
converted into INR based on currency exchange rates. Exchange rate considered for this
example is 1 USD = 65 INR.
Component Value
TCS Base Amount USD 10000 or INR 650000
TCS Amount INR 6500(650000x1%)
Particulars Amount
TCS calculation on higher rate if customer is

not having PAN
For example, invoice has been raised to customer for INR 50,000 on which 1% TCS is
applicable for Nature of collection 'Scrap'. But if there is no PAN available for customer
then higher TCS of 5% is applicable.
Component Value
TCS Amount 2500(50000x5%)

Particulars Amount
TCS calculation on multiple nature of goods in

single invoice
For example, invoice has been raised to customer for INR 1,00,000. INR 50,000 each
towards two nature of goods 'Scrap' and 'Timber'.
Component Value
TCS Amount on Scrap 500(50000x1%)
TCS Amount on Timber 2500(50000x5%)
Particulars Amount
TCS Payable Account - Scrap -500
TCS Payable Account - Timber -2500
Sales Account - Scrap -50000
Sales Account - Timber -50000
TCS on sale of scrap @ lower rate

For example, invoice has been raised to customer for INR 1,00,000 towards sale of Scrap.
Customer has a certificate of income tax at Lower rate @ 0.5% on Scrap instead of
normal rate.
Component Value
TCS Amount 500(100000x0.5%)
Particulars Amount
TCS on sale of scrap @ zero rate

For example, invoice has been raised to customer for INR 1,00,000 towards sale of Scrap.
Customer has a certificate of income tax at Zero rate @ 0% on Scrap instead of normal
rate.
Component Value
Particulars Amount
TCS to be calculated on sales return (sales

return order or sales credit memo)
For example, sales return from customer for INR 10,000 on which 1% TCS is applicable
for Nature of collection “Scrap”.
Component Value
Particulars Amount
Sales Account 10000
TCS Payable Account 100
７ Note
If Credit Memo is created before remittance of Tax to government, then TCS entries
will get reversed proportionately, on the basis of the quantity returned. In case TCS
amount has been remitted to Income Tax department, TCS Payable account will not
be reversed.
See Also
TCS Threshold

TCS with Threshold
Article • 06/22/2022
This topic explains the requirement of threshold amount in TCS and the process of
calculating TCS for such transactions.
TCS calculation considering threshold limits

TCS threshold defines the threshold limit for each TCS Nature of Collection. TCS can be
deducted only if the total transaction with the assessee exceeds the threshold limit in
the financial year.
If a payment under TCS Type A is below Threshold INR 20,000, no tax will be collected.
Another factor to be considered is the aggregate of total payments to be made in a
year. If for a customer it is expected that the threshold limit would be crossed
eventually, it means Threshold is overlooked. Hence, payments received from customers
can cross the TCS threshold of INR 20,000. However, if the payment expected is below
the threshold limit defined, TCS will not be collected.
1. GL Entries for TCS where payment is less than the threshold limits, will be as
following:
Particulars Amount
2. GL Entries for TCS where payment is more than (exceeding) Threshold limits, will
be as following:
Particulars Amount
Bank Account 10000
See Also
TCS Adjustment Entry
TCS Adjustment Entries
Article • 06/22/2022
TCS adjustment is applicable for any correction of the TCS amount, TCS rate and TCS
base amount already calculated but not paid to the government authorities. Provision is
available to enter the new TCS rates, new TCS amount and new TCS base amount for the
TCS entry which was created against invoice or payment and not paid to the
government authorities. System should recalculate TCS amount and adjustments would
be made accordingly. The revised TCS amount should be updated in the relevant GL
Accounts for TCS Payable and Customer Account. Existing TCS entry should be updated
with revised TCS percentages, TCS amount and TCS base amount.
TCS adjustment process

1. Choose the icon, enter TCS Adjustment Journal, and then choose the related
link.
2. Select the relevant transaction number in Transaction No. field from the drop
down, and the selected line, will get populated with the posted record. Following
information can be changed, in the adjustment journal as per the requirements:
Field Name Use
TCS % Applied Fill the revised TCS %.
Surcharge % Applied Fill the revised Surcharge %.
eCESS % Applied Fill the revised eCess %.
SHE Cess % Applied Fill the revised SHE Cess %.
TCS Base Applied Fill the revised TCS base amount.
3. On posting of the adjustment journal G/L Entry, TCS Entry, Customer Ledger Entry
and Detailed Customer Ledger Entry will be updated with the adjusted amount and
revised information.
See Also
TCS Payment to Authority

Payment of TCS to Government
Authorities
Article • 06/22/2022
The TCS that have been collected from various transactions, need to be deposited to the
government. Payment of TCS will be handled through Payment Journal/Bank Payment
Voucher. Provision to select the TCS Entries which assessee needs to pay to the
government authorities depends on the basis of filters, for example, T.C.A.N, Assesses,
Date etc.
1. Choose the icon, enter Payment Journal or Bank Payment Voucher, and then
2. Select the relevant TCS payable account in Account No. field -> select the relevant
TCAN in T.C.A.N No. field -> Navigate -> Tax Payments -> TCS -> then click on
TCS.
3. Select entries and system will generate TCS payment entry on the journal line.
4. On posting of the payment journal TCS Entries will be marked as 'Paid'.
5. GL Entries will be as following:
Particulars Amount
Bank Account -10000
See Also
TCS Overview

Setting Up Tax Collected at Source
(TCS), for the Section 206C(1H)
Article • 06/22/2022
Business Central has included Tax Collected at Source (TCS) Section 206C(1H) Feature in
Indian Localization.
A new TCS section 206C (1H) has been introduced in finance bill 2020. As per new
section, a seller has to collect TCS from buyer on any sales of Goods, where aggregate
value of sales exceeds INR 50,00,000 (Threshold Amount) within same financial year. TCS
to be collected on amount that is over & above INR 50,00,000, for example: Threshold
amount is INR 50,00,000, TCS to be collected on amount that is more than INR
50,00,000. TCS % varies for PAN and Non-PAN customers. A Seller whose turnover is
more than INR 10,00,00,000 Crore in previous financial year is eligible to collect TCS
under section 206C(1H).
Setting up TCS Section 206C(1H)
Following is the list of setups that will be required

TCS Nature of Collection
TCS Rates
To set up TCS nature of collection

TCS Nature of Collection represents the various types of payments received for which
TCS rates have been specified under the provisions of section 206C(1H) of the Income
Tax Act 1961. A new field 'TCS On Recpt Of Pmt.' has been added on the setup.
1. Choose the icon, enter TCS Nature of Collection, and then choose the related
link.
Field Description
TCS On User will not be able to select TCS Nature of Collection on sales invoice and
Recpt Of credit memo lines where 'TCS on Recpt. Of Pmt.' is TRUE.
Pmt.
To set up TCS rates
Rate of TCS is defined in combination of TCS nature of collection and assessee code. A
new field 'Calc. Over & Above Threshold' has been added on the setup.
1. Choose the icon, enter Tax Type -> TCS -> Action -> Tax Rates, and then
Field Description
Calc. Over This field is created in TCS Setup table, by selecting this field, system will
& Above calculate TCS on amount that is over & above threshold. If this field is not
Threshold selected in TCS Setup, system will calculate TCS normally, i.e. system will
calculate TCS after crossing the specified threshold amount. If user selects
Threshold Overlook field on NOD/NOC Lines, then, system calculates TCS
normally, i.e. calculate TCS from INR 1 onwards without considering threshold
amount. This field can be selected for any TCS group, there is no restriction for
selecting this for only 1H.
See Also
TCS 206C-1H-Transaction

TCS Calculation and Transactions as per
Section 206C(1H)
Article • 06/22/2022
As per new TCS rules, TCS is to be collected on receipt of payment that is over and
above the threshold amount, the threshold amount is INR 50,00,000. User will receive
payment from customer for sales of goods and services, TCS is to be calculated on
receipt of payment for sale of goods.
Provision has been provided to enter amount on which TCS can be calculated on the
event of receipt of payment from customer. In addition to it, provision for selecting
posted sales lines for updating amount in 'TCS on Recpt. Of Pmt. Amount' in payment
line has been provided. By this way, user will be able to update / enter applicable
amount for TCS calculation in 'TCS on Recpt. Of Pmt. Amount' field.
When calculating TCS in payment lines, TCS Base amount will be considered from 'TCS
on Recpt. Of Pmt. Amount' field instead of transaction amount. TCS calculation on
payment lines should be same as TCS calculation on Invoices. If TCS Nature of Collection
selected in payment line has 'TCS on Recpt. Of Pmt.' field as 'TRUE' in TCS Nature Of
Collection table, then system should calculate TCS with Invoice logic, where TCS is
calculated on forward calculation.
TCS calculation on customer payments under

section 206C(1H).
Create General Journal, Cash Receipt Journal or Bank Receipt Journal
2. Select Document Type as Payment.
Account No. field.
4. Fill the Amount field with the credit amount.
7. TCS On Recpt. Of Pmt. Amount can be updated in two different ways. One is
you can put the amount directly in this field, else you can go to Action >
Function > Get Open Posted Lines For TCS Payment, and select sales lines
that are applicable for receipt of payment. System will update sum of the
selected lines in 'TCS On Recpt. Of Pmt. Amount' field on payment journal
line.
8. If TCS Nature of Collection selected in payment line has TCS on Recpt. Of
Pmt. field marked as 'TRUE' in TCS Nature Of Collection table, then system
should calculate TCS on TCS On Recpt. Of Pmt. Amount, and should not
calculate TCS on line amount.
TCS to be calculated on customer receipt (through

general journal, cash receipt journal and bank receipt
journal)
For example, payment has been received from customer for INR 1,00,000 on which 0.10
% TCS is applicable for Nature of Collection '1H', 'TCS on Recpt. Of Pmt. Amount' is INR
75,000 hence 'TCS Base Amount' is also INR 75,000.
Component Value
TCS Base Amount 75,000
TCS Amount 75 (75000 x 0.10 %)
Particulars Amount
Bank Account 100000
Customer Account 75
TCS calculation on customer payments under

section 206C(1H) and where GST is also
applicable.
Create General Journal, Cash Receipt Journal or Bank Receipt Journal
2. Select Document Type as Payment.
Account No. field.
4. Fill the Amount field with the credit amount.
7. TCS On Recpt. Of Pmt. Amount can be updated in two different ways. One is
you can put the amount directly in this field, else you can go to Action >
Function > Get Open Posted Lines For TCS Payment, and select sales lines
that are applicable for receipt of payment. System will update sum of the
selected lines in 'TCS On Recpt. Of Pmt. Amount' field on payment journal
line.
8. If TCS Nature of Collection selected in payment line has TCS on Recpt. Of
Pmt. field marked as 'TRUE' in TCS Nature Of Collection table, then system
should calculate TCS on 'TCS On Recpt. Of Pmt. Amount', and should not
calculate TCS on line amount.
9. Select GST Group Code and HSN/SAC Code then click on GST on Advance
Payment. GST should be calculated normally as back ward calculation.
TCS to be calculated on customer receipt (through

general journal, cash receipt journal or bank receipt
journal)
For example, payment has been received from customer for INR 1,00,000 on which 0.10
% TCS is applicable for Nature of Collection '1H', 'TCS on Recpt. Of Pmt. Amount' is INR
55,000 hence 'TCS Base Amount' is also INR 55,000. GST 18% will also be charged.
Component Value
TCS Base Amount 75,000
TCS Amount 55 (55000 x 0.10 %)
GST Base Amount 84,745.76
GST Amount 15,254.24 (84745.76*18/100)

Particulars Amount
Bank Account 100000
Customer Account 55
GST Receivable 15,254.24
GST Payable -15,254.24
See Also
TCS 206C-1H-Overview

Overview of Voucher Interface
Article • 06/22/2022
Business Central has included Voucher Interface Feature to Indian Localization.
Feature required to provide the voucher interface as per Indian business requirements
to record the day-to-day transactions in following vouchers:
Journal Voucher - Entries which are neither affecting the Cash Account nor the
Bank account are termed as Journal Vouchers
Bank Receipt Voucher - Used for transactions that will debit the Bank Account.
Bank Payment Voucher - Used for transactions that will credit the Bank Account.
Cash Receipt Voucher - Used for transactions that will debit the Cash Account.
Cash Payment Voucher - Used for transactions that will credit the Cash Account.
Contra Voucher - Entries which are affecting the Cash and Bank Account together,
are termed as Contra Vouchers. For example, Withdrawal from bank.
Setting up voucher interface
The following setups are required for voucher interface

General Journal Template
General Journal Batch
General Voucher Setup
To set up general journal template

Journals are used for different types or groups of entries, such as purchases, payments,
sales, and receivables. Each journal type is set up with its own journal template. Journal
templates provide the basic journal structure where business users can specify default
information for all batches created using the template.
1. Choose the icon, enter General Journal Template, and then choose the related
link.
Field Description
Name Specifies unique identifier for the template.

Field Description
Description Specify the short description for the template.
Type Specifies the structure and functions of the journal page.
Recurring Specifies if the journal is to be used to make recurring entries. Each journal
type can be used for recurring purposes
Bal. Identifies the default balancing account type for all journal lines in all batches
Account created under this template.
Type
Bal. Identifies the default balancing account number for all journal lines in all
Account batches created under this template.
No.
No. Series Identifies the default number series used to assign document numbers to
journal lines in journal batches created using this template.
Posting Identifies the document number used to assign to ledger entries posted from
No. Series journal batches created using this template.
Source Identifies the point of origin for an entry and forms the basis for the audit
Code trail. It is filled in automatically when selecting the Type of the General
Journal template. It is assigned to all journal batches created from this
template.
Reason Describes why an entry was made and can be used for the audit trail. Reason
Code codes also provide opportunities for problem patterns analysis. The selected
reason code is assigned as a default to all journal batches created from this
template.
Force Doc. Specifies whether entries posted in this general journal template must
Balance balance by document number and document type. If this field is empty, the
program balances the journal by date only.
Increment Specifies if batch name using this template are automatically incremented
Batch
Name
To set up general journal batch

Journal batches are created based on the journal templates. All journal batches created
from a specific template have the same structure, default settings, and information
defined in the template. However, since these settings are defaults, business users can
change them for a specific journal batch. Batches are typically used to separate one
user's entries from another. For example, User-A and User-B both work on general
journal entries. User-A typically makes entries and posts them later when they are
approved. To keep User-B's entries from becoming mixed with User-A's entries, separate
batches can be assigned to the two users.
1. Choose the icon, enter General Journal Template, and then choose the related
link.
2. general Journal Template -> Navigate -> Template -> Batches
Field Description
Name Specifies unique identifier for the batch.
Description Specify the short description for the batch.
Bal. Identifies the default balancing account type for all journal lines in all batches
Account created under this batch.
Type
Bal. Identifies the default balancing account number for all journal lines in all
Account batches created under this batch.
No.
Location Specifies the default location code for the batch.

Code
No. Series Identifies the default number series used to assign document numbers to
journal lines in journal batches created using this batch.
Posting Identifies the document number used to assign to ledger entries posted from
No. Series journal batches created using this batch.
Reason Describes why an entry was made and can be used for the audit trail. Reason
Code codes also provide opportunities for problem patterns analysis. The selected
reason code is assigned as a default to all journal batches created from this
batch.
Suggest Specifies the amount field on journal lines for the same document number is
Balancing automatically pre filled with the value which is required to balance the
Amount document.
To set up voucher setup

Voucher setup is done to define the type of voucher, related transaction direction and
default account number. Voucher setup can be defined from company information and
location.
Voucher setup on company information
1. Choose the icon, enter Company Information, and then choose the related
link.
2. Company Information -> Voucher Setup
Field Description
Type Specifies the structure and functions of the journal page, i.e. Cash
Receipt Voucher, Bank Payment Voucher etc.
Posting Identifies the document number used to assign to ledger entries

No. Series posted from journal batches created using this type.
Transaction Specifies the direction of the transaction, if debit then select the type
Direction and account number in Debit Account else in Credit Account.
Voucher setup on location
2. Locations -> Process -> Voucher Setup
Field Description
Type Specifies the structure and functions of the journal page, i.e. Cash
Receipt Voucher, Bank Payment Voucher etc.
Posting Identifies the document number used to assign to ledger entries

No. Series posted from journal batches created using this type.
Transaction Specifies the direction of the transaction, if debit then select the type
Direction and account number in Debit Account else in Credit Account.
See Also
Voucher Interface Transaction

Voucher Transaction
Article • 06/22/2022
This topic explains the process of recording day-to-day transactions through voucher
interface.
Type of vouchers and transactions

Following are the vouchers needed to record the transactions like Cash, Bank, and
Journals for this functionality:
Cash Receipt Voucher: Entries which affect the Cash accounts while receiving cash
payments from customers or refund from vendor.
Cash Payment Voucher: Entries which affect the Cash accounts while making cash
payments to vendors or refund to customer
Bank Receipt Voucher: Entries which affect the Bank accounts while receiving
payments from customers or refund from vendor.
Bank Payment Voucher: Entries which affect the Bank accounts while making
payments to vendors or refund to customer.
Contra Voucher: Entries which affect the Cash and Bank Account together are
termed as Contra Vouchers. For example, withdrawal from bank is one such
transaction.
Journal Voucher: Entries which are affecting neither the Cash Account nor the Bank
account are termed as Journal Vouchers.
Mandatory fields for voucher entries through

voucher interface
1. Choose the icon, enter Cash Receipt Voucher, Cash Payment Voucher, Bank
Receipt Voucher, Bank Payment Voucher, Contra Voucher or Journal Voucher,
2. Following are the mandatory fields for any type of voucher entry:
Field Description
Posting Date Specify the posting date.
Document Specify document type as per transaction requirement i.e. Payment, Refund
Type etc.
Field Description
Document Specifies the document number, this can be manually entered or auto
Number populated from general journal template or batch.
Account Select relevant account type, i.e. Customer, Vendor, G/L Account, Bank etc.
Type
Account No. Select the relevant account number
Debit Specify the debit amount

Amount
Credit Specify the credit amount

Amount
Balance Select relevant account type, i.e. Customer, Vendor, G/L Account, Bank etc.
Account
Type
Balance Select the relevant account number

Account No.
Cheque No. Specify the cheque number, only applicable for bank payment and receipt
voucher.
Cheque Date Specify the cheque date, only applicable for bank payment and receipt
voucher.
Line Specify the line narration of the journal lines, can be provided for each line.
Narration
Voucher Specify the voucher narration, this will be a single narration for the whole
Narration document.
Posted general ledger entries for each voucher

Payment received in cash from customer for INR 10,000 through Cash Receipt
Voucher.
Particulars Amount
Cash Account 10000

 Tip
Cash will always be debited in Cash receipt voucher.
Payment made in cash to vendor for INR 10,000 through Cash Payment Voucher.
Particulars Amount
Cash Account -10000
 Tip
Cash will always be credited in Cash payment voucher.
Payment received by cheque from customer for INR 10,000 through Bank Receipt
Voucher.
Particulars Amount
Bank Account 10000
 Tip
Bank will always be debited in Bank receipt voucher.
Payment made by cheque to vendor for INR 10,000 through Bank Payment
Voucher.
Particulars Amount
Bank Account -10000

 Tip
Bank will always be credited in Bank payment voucher.
Payment made by cheque to vendor for INR 12,000 and INR 200 as Bank Charges
through Bank Payment Voucher.
Particulars Amount
Bank Account -12200
Bank Charges Account 200
 Tip
Bank will always be credited in Bank payment voucher.
Cash Withdrawn/deposited or Transfer between bank accounts through Contra

Voucher, for example Cash Withdrawn from Bank for INR 10,000.
Particulars Amount
Bank Account -10000
Cash Account 10000
 Tip
Only Bank or Cash accounts can be allowed in Contra Voucher.
Expense booked for INR 10,000 and crediting Vendor through Journal Voucher.
Particulars Amount
Expenses Account 10000

Particulars Amount
 Tip
Bank and Cash accounts are not allowed in Journal Voucher.
Opening balances for GST

GST opening balances shall be created in Business Central. In Journal Voucher, options
available to provide the opening balances for –
GST Credit
GST Liability
GST TDS Credit
GST TCS Credit
７ Note
Only positive amounts are allowed for GST Credit opening balances.
Only negative amounts are allowed for GST Liability opening balances.
System should record the values in GST Sub-Ledger.
TDS and TCS payment to government

It is required to pay the TDS and TCS to government authorities through Bank/Cash
Payment Vouchers. Provision is available to select the TDS and TCS sub-ledger entries by
applying filters like Companies/Non-Companies, etc. and on the basis of TAN and TCAN
Numbers.
７ Note
Details are available in respective TDS and TCS documents.
See Also
Voucher Interface Overview

Setting Up Fixed Asset for Depreciation
Calculation
Article • 06/22/2022
Overview
Business Central has included Fixed Asset Depreciation Calculation Feature to Indian
Localization.
Computation of Depreciation on Block of Assets under the Income Tax Act, 1961 and
computation of Depreciation under Companies Act,2013.
Setting up Fixed Asset for Depreciation Calculation
Following is the list of Setups, user needs to configure for

Fixed Assets in Business Central
Depreciation Book
FA Accounting Period Income Tax
FA Block Code
Setup for Additional Depreciation
To set up FA Depreciation Books

Fixed assets must have a depreciation book to record depreciations for the fixed assets.
Field Description
No. of Days Non Specifies the number of non seasonal days.

Seasonal
No. of Days Seasonal Specifies the number of seasonal days.
FA Book Type Specifies whether the book type is Income Tax or not.
Depr. Threshold Days Specifies the threshold days for depreciation calculation.
Field Description
Depr. Reduction % Specifies the reduction percentage for depreciation

calculation.
To set up FA Accounting Period for Income Tax

Fixed Asset Income Tax Accounting Period needs to be created for depreciation
calculation.
1. Choose the icon, enter FA Accounting Period for Inc. Tax, and then choose the
related link.
Field Description
Name Specify the name of months.
New Fiscal Year Specify which month is the starting of a new fiscal year.
To set up FA Block Code

Fixed Asset Block Code is required for depreciation calculation for Income Tax Act.
1. Choose the icon, enter FA Classes -> select relevant class and click on Blocks,
Field Description
Code Enter the relevant code of the block.
Description Specify the description of the block.
Book Value Specifies the total book value of the block.
Depreciation % Specify the depreciation percentage of the block.
No of Assets Specifies the total number of asset of the block.
Add Depreciation % Specifies the additional depreciation percentage of the block.

Field Description
FA Class Code Specifies the fixed asset class code for which the block is attached.
To set up Additional Depreciation

Setup needs to be done to calculate additional depreciation for Fixed Assets.
1. Choose the icon, enter Fixed Assets, and then choose the related link. Then
select relevant Fixed Asset -> Click on Add. Depr. Applicable.
See Also
Fixed Asset Depreciation

FA Depreciation Calculation
Article • 06/22/2022
FA Depreciation Calculation with FA Block and

Additional Depreciation
FA Block
Depreciation is allowed on block of assets. Block of assets is a group of assets falling
within a class of assets. For Example :
Tangible assets, being building, machinery, plant or furniture,

Intangible assets, being know how, patents, copyrights, trade-marks, licenses,
franchises or any other business or commercial rights of similar nature
Additional Depreciation
In case of any new machinery or plant acquired and installed after March 31, 2005 by an
assessee who is engaged in the business of manufacturing or production of any article
or thing - additional depreciation under Income Tax Act of 20% of actual cost shall be
allowed. Where the asset is used for less than 180 days then 50% depreciation i.e, 1/2 of
20% (i.e. 10%) is available (Balance 50% of Additional Depreciation can be claimed in
next year)
To calculate depreciation with FA Block and Additional

Depreciation
1. Go to relevant Fixed Asset and Add. Depr. Applicable field should be marked true
on General Tab.
2. Select the relevant FA Block Code on Posting Tab of Fixed Asset card, Add.
Depreciation % should have a value on the selected block code.
3. Select Depreciation Book as Income Tax on Depreciation Book of Fixed Asset
Card.
4. Run the Calculate Depreciation batch job, fill the necessary fields and click ok to
calculate depreciation.
5. The batch job calculates the depreciation and creates lines in the fixed asset
journal.
FA Depreciation Calculation with Multiple Shifts
Shift depreciation is used when manufacturing companies have multiple production
shifts for parts of the year. For example, a company can have one, two, or three shifts
during high production season but only one shift during the rest of the year. This means
that some fixed assets are used more often than normal during the high production
season and they would experience greater depreciation during that time. Being able to
adjust the fixed asset's depreciation rates higher makes sense if the fixed asset is active
for more than one shift. User can adjust the depreciation using calculated depreciation
that is unique to each shift.
To calculate depreciation with multiple shifts

1. Go to relevant Fixed Asset, select Depreciation Book as Company on Depreciation
Book of Fixed Asset Card.
2. Go to Related Information -> Fixed Asset Shift, fill in the fields as described in the
following table.
Field Description
Depreciation Book Specifies the depreciation book.

Code
FA Posting Group Specifies the fixed asset posting group.
Depreciation Specifies the starting date of depreciation.

Starting Date
Depreciation Specifies the ending date of depreciation.

Ending Date
No. of Depreciation Specifies the no. of years of depreciation.

Years
Depreciation Specifies the depreciation calculation method.

Method
Straight Line % Specifies the the Straight Line % if the depreciation method is
selected as straight line.
Declining-Balance Specifies the the Declining-Balance % if the depreciation method is

% selected as straight line.
Shift Type Specifies the shift type, for example Single, Double, Triple.
Field Description
Industry Type Specifies the industry type, for example Normal, Seasonal, Non-
Seasonal.
Used No. of Days Specifies the used number of days.
3. Run the Calculate Depreciation batch job, fill the necessary fields and click ok to
calculate depreciation.
4. The batch job calculates the depreciation and creates lines in the fixed asset G/L
journal.
See Also
Fixed Asset Overview

Setting up Gate Entry Tracking
Article • 06/22/2022
A process in any organization, used to keep track of entrance and exit of materials or
other entities, to and from the organization’s premises, is termed as Gate Entry.
This functionality provides the facility to keep the record of the gate entries
(Inward/Outward) of the goods and also helps in relating these entries with the
Purchase Order / Transfer Order / Sales Order / Return Orders.
The "Gate Entry" system provides a physical control over the goods, which are the
movable assets of the organization. Gate Entry also helps in audit trail.
The following types of Gate Entry can be used:

Inward Gate Entry provides the facility to create Inward Gate Entry against:
Purchase Order / Purchase Invoice
Transfer Receipt
Sales Return Order / Sales credit Memo
Outward Gate Entry provides the facility to create Outward Gate Entry against:
Sales Order / Sales invoice
Transfer Shipment
Purchase Return Order / Purchase Credit Memo
The following setups are required:

Inventory Setup
Posting No. Series Setup
Setting up no. series for gate entry in inventory

setup
Field Description
Inward Gate Entry Nos. Specifies the no. series code to assign Inward gate entry.
Field Description
Outward Gate Entry Nos. Specifies the no. series code to assign Outward gate entry.
Setting up posting no. series for gate entry in

posting no. series setup
1. Choose the icon, enter Posting No. Series Setup, and then choose the related
link.
Field Description
Entry Type Specify the gate entry type. The available options are Inward and Outward.
Condition Choose the relevant entry type and location code from the lookup list and
assign no. series for applied conditions.
Posting Choose the posted number series from the lookup list.
No. Series
See Also
Gate Entry Inward Transaction

Create and Attach Inward Gate Entries
Article • 06/22/2022
Gate Entry Inward is used to track the entry of goods into the organization.
The following processes describe how to create and attach an Inward Gate Entry.
To create an Inward Gate Entry

To attach an Inward Gate Entry
Inward gate entry can be created and attached

to following documents.
1. Purchase Order / Purchase Invoice
2. Transfer Order
3. Sales Return order / Sales Credit memo
To create an inward gate entry

1. Choose the icon, enter Inward Gate Entry List, and then choose the related link.
2. Fill in the fields as described in the following table on the Inward Gate Entry
header.
Field Description
Location Select the location code.

Code
Station Enter the station name from where goods are coming to factory location.
from
Description Enter gate entry description.
Item Enter item's description.

Description
Document Document Date will be populated automatically and it will be system's date.
Date User can also change the document date.
Document Document time will be populated automatically and it will be system's time.
Time User can also change the document time.
Field Description
Posting Posting date will be populated automatically and it will be same as the
Date document date. User can also change the posting date.
Posting Posting time will automatically flow and it will be system's time. User can also
Time change the posting time.
LR/RR No. Enter the transport details such as lorry receipt number or railway receipt
number for the gate entry.
LR/RR Date Select the lorry receipt date or railway receipt date.
Vehicle No. Enter the vehicle number in which goods are coming.
3. On the Inward gate entry FastTab, fill in the fields as described in the following
table.
Field Description
Challan Enter the challan number received.

No.
Challan Enter the challan date.

Date
Source Specify the source type against which you are creating the gate entry.
Type Available options are: Blank, Sales Return Order, Purchase Order, and Transfer
Receipt.
Source No. Select the source number for the selected source type. There is no need to
select the Source No. if the Source Type is blank
Source This field shows the source name depending on the Source Type you have
Name selected. If the Source Type is selected as Sales Return Order then it will show
the customer name. If the Source Type is selected as Purchase Order then it
will show the vendor name. If the Source Type is Transfer Receipt then it will
show the location name.
Description Specify description if Source Type is blank.
4. Click on Action -> Posting -> Post and post the document.
７ Note
You can create multiple lines on Inward Gate Entry with different source type.
View posted inward gate entry
1. Choose the icon, enter Posted Inward Gate Entry, and then choose the related
link.
2. In the Posted Inward Gate Entry, the Status field on the line level has the value as
Open, it means Posted Gate Entry – Inward is still open for attachment.
3. Status field will be updated once Purchase Order gets posted.
To attach an inward gate entry if the source type is

purchase order
1. Choose the icon, enter Purchase Order, and then choose the related link.
2. Select the relevant purchase order and click on Action -> Functions -> Get Gate
Entry Lines.
3. To view the attached gate entry, click on Action -> Functions -> Attached Gate
Entry.
4. Post the purchase order document.
７ Note
Same steps also apply for attaching Inward Gate Enry to a Purchase Invoice.
Posted gate entry lines can also be attached to Warehouse Receipts.
To attach an inward gate entry if the source type is

transfer receipt
2. Select the required transfer order and click on Action -> Functions -> Get Gate
Entry Lines and click.
3. To view the attached gate entry, click on Related -> Receipt -> Attached Gate
Entry.
4. Post the transfer order document.
To attach an inward gate entry if the source type is sales

return order
1. Choose the icon, enter Sales Return Order, and then choose the related link.
2. Select the required sales return order and click on Action -> Functions -> Get
Gate Entry Lines and click.
3. To view the attached gate entry, click on Related -> Warehouse -> Attached Gate
Entry.
4. Post the sales return order document.
７ Note
Same steps also apply for attaching an Inward Gate Enry to a Sales Credit
Memo.
Source Type blank is applicable only if the goods are received against
Purchase Invoice or Sales Credit Memo.
See Also
Gate Entry Outward Transaction

Create and Attach Outward Gate Entries
Article • 06/22/2022
Gate Entry Outward is used to track the exist of goods from the organization.
The following processes describe how to create and attach an Outward Gate Entry.
To create an Outward Gate Entry

To view an attached Outward Gate Entry
Outward gate entry can be created and

attached to following documents.
1. Sales Order / Sales Invoice
2. Transfer Shipment
3. Purchase Return Order/ Purchase Credit Memo
To create an outward gate entry

1. Choose the icon, enter Outward Gate Entry List, and then choose the related
link.
2. Fill in the fields as described in the following table on the Onward Gate Entry
header.
Field Description
Location Select the location code.

Code
Station To Enter the station name, to which goods are dispatching from factory location.
Description Enter general description in this field.
Item Enter item's description which you are dispatching.

Description
Document Document date will automatically be populated and it will be system's date.
Date User can also change the document date.
Document Document time will automatically be populated and it will be system's time.
Time User can also change the document time.
Field Description
Posting Posting date will automatically be populated and it will be same as the
Date document date. User can also change the posting date.
Posting Posting time will automatically be populated and it will be system's time. User
Time can also change the posting time.
LR/RR No. Enter the transport details such as lorry receipt number or railway receipt
number for the gate entry.
LR/RR Date Select the lorry receipt date or railway receipt date.
Vehicle No. Enter the vehicle number in which goods are being dispatched.
3. On the Onward gate entry FastTab, fill in the fields as described in the following
table.
Field Description
Challan Enter the challan number received.

No.
Challan Enter the challan date.

Date
Source Specify the source type against which you are creating the gate entry.
Type Available options are: Blank, Sales Return Order, Purchase Order, and Transfer
Receipt.
Source No. Select the source number for the selected source type. There is no need to
select the Source No. if the Source Type is blank.
Source This field shows the source name depending on the Source Type you have
Name selected. If the Source Type is selected as Sales Return Order then it will show
the customer name. If the Source Type is selected as Purchase Order then it
will show the vendor name. If the Source Type is Transfer Receipt then it will
show the location name.
Description Specify description if Source Type is blank.
4. Click on Action -> Posting -> Post and post the document.
７ Note
You can also create multiple lines on Outward Gate Entry with different source
types.
View posted outward gate entry
1. Choose the icon, enter Posted Outward Gate Entry, and then choose the related
link.
2. In the Posted Outward Gate Entry, the Status field on the line level has the value
as Open, it means Posted Gate Entry – Outward is still open for attachment.
3. Status field will be updated once source document gets posted.
System will automatically attach the Outward Gate Entry with the source number you
have entered.
To view attached outward gate entry if the source type is

sales shipment
1. Choose the icon, enter Posted Sales Shipment, and then choose the related link.
2. Select the required posted sales shipment and click on Related -> Shipment ->
Attached Gate Entry and click.
To view attached outward gate entry if the source type is

transfer shipment
1. Choose the icon, enter Posted Transfer Shipment, and then choose the related
link.
2. Select the required posted transfer shipment and click on Related -> Shipment ->
Attached Gate Entry.
3. On this page you can view the attached gate entry with the transfer shipment.
To view an outward gate entry if the source type is

purchase return shipment
1. Choose the icon, enter Posted Return Shipment, and then choose the related
link.
2. Select the required posted return shipment and click on Related -> Return Shpt. -
> Attached Gate Entry.
3. On this page you can view the attached gate entry with the purchase return
shipment.
See Also
Gate Entry Overview
Setting Up Subcontracting
Article • 06/22/2022
Business Central has included Subcontracting Feature to Indian Localization.
Subcontracting process is very common in manufacturing organizations. Organizations

adopt the job work process due to their capacity constraints, lack of resources or due to
machine breakdowns. In Subcontracting, a delivery challan is used to send the raw items
to the sub-contractor from the company. With some value addition by the sub-
contractor, the finished items are sent back to the company.
While receiving the finished items in the company against a sub-contracting order, it is
mandatory to apply received material against the delivery challan to knock off the raw
items at sub-contractor end.
As far as the costing of finished item is concerned, it consists of raw material cost, sub-
contracting cost along with the other charges such as freight etc.
Raw items are taxable. Therefore, it is mandatory to follow the statutory requirement. As
per this, the raw items sent to the sub contractor should return back within specified
return period otherwise GST liability will be created. This feature enables you to create
the GST liability and also lets you reverse the GST liability after receiving the raw items
from subcontractor
Multiple subcontracting orders

Subcontracting feature also enables you to send the raw items to subcontracting vendor
for multiple subcontracting orders against a single Delivery Challan. Delivery Challan will
show the details of all subcontracting orders for which the raw material components
have been sent to subcontracting vendor.
Stock register for job work

Stock register for job work gives the details of delivery challan sent to the subcontractor.
This register shows all the transaction against a delivery challan and at any movement it
will also show the status of delivery challan along with GST liability if any.
Setting up subcontracting
Following setups are required for Subcontracting:
Subcontracting Location setup
Subcontracting Vendor setup
Subcontracting Item setup
Job Work Return Period
Source Code Setup
Work Center
Routing
GST liability no series setup
Subcontracting location setup

You need to create a set up for subcontracting location. Raw item needs to be
transferred from company location to subcontracting location.
2. On the Tax Information FastTab, enable the boolean in the Subcontracting
Location field to make this location as a Subcontracting Location.
Setting up subcontracting vendor

You need to set up a vendor as a subcontractor. Same vendor can be the prime vendor
as well as a subcontracting vendor. Each subcontracting vendor needs to be attached
with the subcontracting location.
1. Choose the icon, enter Vendor, and then choose the related link.
2. On the Tax Information FastTab, enable the boolean in the Subcontractor field to
make this vendor as a Subcontractor.
3. Select the subcontracting location by clicking on Vendor Location look up field.
4. Enter the Commissioner’s Permission No. which is mandatory for the
subcontractor.
Setting up subcontracting item

The finished item needs to be identified as a subcontracting item.
2. On the Cost & Posting FastTab, enable the boolean in the Subcontracting field to
make this Item as a subcontracting item.
3. Select the subcontracting location by clicking on Sub. Comp. Location look up
field. This is the location from where you will send the raw material to the
subcontractor.
Setting up job work return period

As per statutory requirement, if the taxable item does not return within a specified
period, then GST liability should be created against the subcontractor. Therefore, GST
liability exists only after the completion of job work Return period.
2. On the Numbering FastTab, enter the return period for which you want to create
GST liability in the Job Work Return Period field.
3. Select the Sub. Component Location from lookup list. This sub component
location will be used to transfer the raw items to the subcontracting location
through delivery challan.
Setting up source code

As per statutory requirement, you need to define the source code in the source code set
up window. This source code is mandatory if subcontractor does not Return the item
within job work Return period, then to create the GST liability. Source code is also
required if any subcontracting item is received after the job work Return period.
1. Choose the icon, enter Source Code setup, and then choose the related link.
2. On the General FastTab, select Source code in the GST Receipt – Job Work field.
3. Select Source code in the GST Liability – Job Work field.
Setting up general ledger setup

You need to create a new account in the chart of account which will be used for booking
GST expenses while creating the GST liability in case of non-receipt of subcontracting
items within the job work return period.
1. Choose the icon, enter General Ledger setup, and then choose the related link.
2. On the Tax Information FastTab, select GST Expense –Job Work account in the
GST Expense Acc. - Job Work field.
Setting up work center

You need to setup the work center for the subcontracting vendor. On the work center,
you can also set up the unit cost of job work.
1. Choose the icon, enter Work Center, and then choose the related link.
2. On the Posting tab, select subcontracting vendor in the Subcontractor No. field.
Setting up routing
You need to create a Routing for finished item. Routing defines the sequence of the
operations required to manufacture the finished item.
1. Choose the icon, enter Routing, and then choose the related link.
2. On the Lines tab, select subcontracting work center no. in the Work Center No.
field.
3. On the Lines tab, enter the job work charges in the Unit Cost Per field.
GST liability no series setup

No. series for GST liability invoice is setup on location master. You can define location
wise number series for GST liability invoices.
2. On the Tax Information FastTab, select No. series code in the GST Liabilty Invoice
field.
See Also
Subcontracting Transactions

Subcontracting Order Creation
Article • 06/22/2022
You cannot create a subcontracting order directly and a released production order is
required to be created first.
For purchases from registered vendors for services attracting reverse charge, purchasers
are required to pay the GST tax, to the Government. If exempted goods and services are
purchased from registered vendor, then no GST is to be paid to supplier or to the
Government.
Create a released production order

For a Subcontracting order, it is required to create the Released Production Order with
Subcontracting location.
Run subcontracting worksheet

1. Choose the icon, enter Subcontracting worksheet, and then choose the related
link.
2. Click on Process Actions -> Functions -> Calculate Subcontract. System will copy
the selected released production orders to the subcontracting worksheet.
3. Click Action -> Function and then click Carry out action message.
4. Click Ok in the carry out action message window to automatically create the
Subcontracting Order.
７ Note
Program will delete the lines from the subcontracting worksheet after creating
the Subcontracting Order.
Program will also update the subcontracting order no. along with the
subcontractor code on the Released Prod. Order line.
Material issue or sending raw material to

subcontractor
1. Choose the icon, enter Subcontracting Order, and then choose the related link.
2. In the Subcontracting Order list window, select the Subcontracting Order.
3. Click Action and then click Edit to open the subcontracting order.
4. Click on Line -> Order Subcon details and then click on Send.
5. In Ord. Subcon Details Delv. List, select the Ord. Subcon Details Delv.
6. Click Manage and then click Edit to open Order Subcon Details Delivery.
7. On the General Tab, enter the Quantity of finished item for which you want to send
the raw item to your subcontracting vendor in Deliver Comp. For field.
8. Enter the date on which you want to physically send the raw item to your
subcontracting vendor in Delivery Challan Date field.
9. Program will automatically update the Quantity to Send field on the Sub Order
Component line. You can also edit the quantity as per the physical transfer of
material.
10. Click Send to transfer the raw item from company location to subcontracting
location.
Program will update the Total Qty at Vendor Location and Qty. at Vendor Location field
on the Sub Order Components line. Program will also update the Delivery Challan
Posted field on the General FastTab.
Receiving material from subcontractor

1. Choose the icon, enter Subcontracting Order, and then choose the related link.
2. In the Subcontracting Order list window, select the Subcontracting order.
3. Click Action and then click Edit to open the subcontracting order.
4. Click on Line and then select Order Subcon details.
5. On the Order Subcon Details, click Receive.
6. On the Ord. Subcon Details Rcpt. List window, select the Ord. Subcon Details Rcpt.
7. Click Manage and then click Edit to open Order Subcon Details Receipt.
8. On the General FastTab, enter the Shipment No. as per the documents received
from the subcontracting vendor in Vendor Shipment No. field.
9. Enter the Quantity of finished item which you received physically from your
subcontracting vendor in Qty. to Accept field.
10. Enter the Posting Date on which you have received the finished item.
11. Program will automatically update the Quantity to Consume field on the Sub
Order Comp. List Vend line.
12. Click on the Line and then click on Apply Delivery Challan.
13. On the Apply Deleivery Challan, select Apply Delivery Challan No. and enter
value in the Qty to Consume.
14. Click ok to close the Apply Delivery Challan.
15. Click Receive to receive the finish item.
16. Click Yes to post the receipt.
Program will update the Qty. Consumed and Quantity at Vendor Location field on the
Sub Order Comp. lines. Program will also update the Quantity Received field in the
general tab.
See Also
Create GST Liability

Create GST Liability
Article • 06/22/2022
If the subcontracting vendor does not return the material within specified period, you
need to create the GST liability for the delivery challans that are liable to create the GST
liability.
1. Choose the icon, enter Create GST Liability, and then choose the related link.
Field Description
Vendor No. Specify the Vendor No in this field.
Subcontracting Specify the Subcontracting Order No.

Order No.
Delivery Specify the Delivery Challan No. Program will show the Delivery Challan
Challan lines for which GST liability has to be created.
Number
Liability Date Sepcify the Liability Date. The program will show the delivery challan lines
where the last date is less than the liability date.
Liability Specify the document number which is to be used for creating the GST
Document No. liability in this field.
3. On the Create GST Liability FastTab, following fields will be shown.
Field Description
Vendor No. The program will show the vendor number of delivery challan line. This
field is non-editable.
Delivery Challan The program will show the delivery challan number of delivery challan
No. line. This field is non-editable.
Item No. The program will show the item number of delivery challan line. This
Description The program will show the description of item number. This field is non-
editable.
Quantity The program will show the quantity of delivery challan line. This field is
non-editable.
Field Description
Remaining The program will show the remaining quantity of delivery challan line.
Quantity This field is non-editable.
Posting Date The program will show the posting date of delivery challan line. This
Last Date The program will show the last date of delivery challan line. This field is
non-editable.
Job Work The program will show the job work return period of delivery challan
Return Period line. This field is non-editable.
4. Click on Create GST Liability.
5. On the GST Liability Line, click Post.
See Also
Subcontracting Report

Sub Contracting Reports
Article • 06/22/2022
There are following reports for Subcontracting in Business Center:
Delivery Challan
Stock Register for Job work
Delivery challan report

The Delivery Challan report includes the details of raw material components sent to
subcontracting vendor against subcontracting order. The report also includes the details
of delivery challan created against multiple subcontracting orders.
1. Choose the icon, enter Delivery Challan Report, and then choose the related
link.
Field Description
No Choose the delivery challan number for which you want to generate the
report.
Challan Define the delivery challan date for which you want to generate the report
Date
3. Click Preview to run the report.
Stock register for job work

Stock Register for Job Work report will give the details of transfer, consumption and
output entries of Subcontracting Order with value of GST liability created and credit
taken.
1. Choose the icon, enter Stock Register for Job work, and then choose the
related link.
Field Description
Field Description
Document No. Define the document number for which you want to generate the
report.
Document Line Define the document line number for which you want to generate the
No. report.
Vendor Location Choose the vendor location for which you want to generate the report.
Company Choose the company location for which you want to generate the
Location report.
3. Click Preview to run the report.
See Also
Subcontracting Overview

Setting Up Stale Check
Article • 06/22/2022
Business Central has included Stale Check Feature as part of Indian Localization.
A check is considered to be stale after it has expired. Each bank has a specific period
during which checks are considered to be valid. This period usually lasts 3 months. If a
check is not presented for payment within the specified period, it is considered to be
stale.
Stale check setup

Below is the list of setups, that are required to be configured.

Bank Account
To set up general ledger setup

Following needs to be configured in General Ledger Setup for stale check.
Field Description
Activate If it is True, Document No will not be replaced by Cheque No while using

Cheque Computer or Manual Cheque option. Cheque No & Cheque date will flow in
No. Bank ledger Entry in case of Bank Receipt, Bank Payment and Contra Voucher.
Cheque No. and Cheque Date will also flow in Check Ledger Entry in case of
Manual or Computer Cheque is used. If it is False, Document No. filed will be
replaced with check number.
To set up bank account

Following configuration is needed.

Field Description
Stale Cheque Specifies the period for cheque stale date calculation, Cheque Stale
Stipulated Period Date = (Check Date + Stale Cheque Stipulated Period).
How to: manage stale cheque

Following is the process of managing stale cheque.
1. Create and post bank payment from General Journal, Payment Journal or Bank
Payment Voucher.
2. Cheque No. and Cheque Date should have a value in the payment journal.
3. System will calculate the Stale Cheque Expiry Date and populate the same in Bank
Ledger Entry and Check Ledger Entry.
4. To mark the check as stale go to the relevant Bank Account, choose the Edit
action, and then choose the Check Ledger Entries action.
5. In the Check Ledger Entries window, choose the Stale Check action.
6. Select the Stale Check Only check box.
8. Cheque can also be staled from Bank Ledger Entry. In the Bank Ledger Entries
window, choose the Stale Check action.
9. Select the Stale Check Only check box.
７ Note
Make sure that your work date should be later than Stale cheque expiry date.
See Also
GST Overview

Italy Local Functionality
Article • 06/15/2023
The following topics describe local functionality that is unique to the Italian version of
Business Central.
VAT & Withholding Tax
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
Intrastat for Services in Italy 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

investigated
Redesigned and upgraded non-deductible VAT - planned for 2023 release wave 2
Updated Electronic invoicing (FatturaPA) 2024 release wave 2
If you are aware of any upcoming regulatory features, please submit a Regulatory
Feature Alert .
See Also
Start a free trial!

Italian VAT
Article • 03/02/2022
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 Occurred 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 listed as blocked according to Italian authorities. Transactions
with customers or vendors from EU countries/regions are reported through Intrastat
reports. Business Central provides support for the following transaction types:
Transaction Type Supported
FE - Customer invoices Yes

(factures issued)
FR - Vendor invoices (factures Yes

received)
NE - Customer credit notes Yes

(notes issued)
NR - Vendor credit notes Yes

(notes received)
DF - Transactions without No
invoices (direct invoices)
(customer)
Transaction Type Supported
FN - Customers invoices, when Yes

customer is non-resident
SE - Vendor invoices, when Yes Note: The purchase of services is assumed, but
vendor is non-resident 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.
７ Note
Credit memos are included in the VAT transaction report if the customer or vendor
is from a country/region that is outside the EU and is not listed as blocked.
When you post credit memos, you must update the Refers to Period field to specify the
relevant period. The VAT transaction reports will include credit memos where the Refers
to Period field is set to Current Calendar Year or Previous Calendar Year.
Business Central adds credit memos to the VAT reports in different ways depending on
the application status and the value of the Refers to Period field. The following table
describes the scenarios.
Scenario Impact
A credit The Invoice No. field will be set to the document number of the invoice.
memo is
applied to a The Invoice Date field will be set to the date that is specified in the Operation
single Occurred Date field
invoice.
Business Central will deduct the credit memo amount from the amount of the
The Refers to original invoice. If the resulting amount is above the threshold, both the invoice
Period field and credit memo will be included in the VAT transactions report. If the resulting
is set to amount is below the threshold, neither invoice or credit memo will be included in
Current the VAT transactions report.
Calendar
Year.
A credit The Invoice Date field will be set to the last day of the year that is specified in the
memo is Operation Occurred Date field. For example, if the Operation Occurred Date field
applied to is 07-11-11, the Invoice Date field will be set to 31-12-11.
multiple
invoices, or it Only the credit memo will be included in the VAT transactions report.
is not
applied.
The Refers to
Period field
is set to
Current
Calendar
Year.
A credit The Invoice Date field will be set to the last day of the year before the date that is
memo is specified in the Operation Occurred Date field. For example, if the Operation
applied to Occurred Date field is 07-11-11, the Invoice Date field will be set to 31-12-10.
multiple
invoices, or it Only the credit memo will be included in the VAT transactions report.
is not
applied.
The Refers to
Period field
is set to
Previous
Calendar
Year.
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
Report VAT
Prepare for VAT Transactions Reports
Create Electronic VAT Transactions Reports
Submit VAT Statements
Update VAT Transactions Data

Submit VAT Statements in the Italian
Version
Article • 02/15/2022
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

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

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

Correct VAT Transactions Reports in the
Italian Version
Article • 02/15/2022
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.
７ 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.
７ 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 in the Italian Version
Article • 02/15/2022
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.
Field Description
Without The VAT entries that resulted in this line are not associated with a contract.
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 excluded. 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 in the
Italian Version
Article • 02/15/2022
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.
７ 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.
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.
７ 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

Article • 02/15/2022
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.
Ｕ Caution
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.
Field Description
Compare Select to compare VAT entries against the threshold amounts that are
against specified in the VAT posting setup.
Threshold
Show List Select if you do not want to update data.

Only
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.
Field Description
Set Include Select to set the Include in VAT Trans. Report to Yes on all VAT entries where
in VAT the amounts meet the threshold amounts that are specified in the VAT
Transaction posting setup. Warning: If you select this field, your data is updated. You
Report 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 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 in
the Italian Version
Article • 02/15/2022
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

2. Choose the VAT Transaction Report Amount action.
Field Description
Individual Select if this customer is an individual person.

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 Specifies the date of birth of the person.

Birth
Place of Specifies the place of birth of the person.

Birth
4. If the customer is not resident in Italy and is not an individual person, you must
specify a tax representative for the customer.
７ 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
2. Select a customer.
3. On the Foreign Trade FastTab, fill in the fields as described in the following table.
Field Description
Tax Specifies if the tax representative is a customer or a contact. You must

Representative set this field to Contact.
Type
Tax Specify the contact that is the tax representative for this customer.
Representative
No.
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
Create Electronic VAT Transactions Reports
Italian VAT

Print and Reprint GL Books and VAT
Registers in the Italian Version
Article • 02/15/2022
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.
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 Select to print company information on the report.

Information
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..
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
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
Print Intrastat Reports for Italy
Article • 09/30/2022
７ Note

） Important
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

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.
it on the screen.
6. On the Intrastat Journal page, to save the report details to a diskette, choose the
Make Diskette action.
７ 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.
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.
it on the screen.
See also
Set Up Journal Templates and Batches

Set Up Withholding Tax in the Italian
Version
Article • 02/15/2022
Companies must pay withholding tax to the government for third-party services and
vendor purchases. Withholding tax is calculated during invoice payment rather than
during invoice posting.
To set up withholding tax codes

1. Choose the icon, enter Withholding Tax, and then choose the link for the Code
page.
2. In the Code page, to add a new withholding code, choose the New action, and
then enter information into the relevant fields. Hover over a field to read a short
description.
3. To add lines to the withholding tax code, choose the Withhold Code Lines action.
4. Enter information into the relevant fields. Hover over a field to read a short
description.
5. Repeat these steps for additional codes.
To set up withholding tax for vendors

2. Open the relevant vendor's vendor card.
3. Fill in the relevant fields. Specifically for withholding tax purposes, you must add
The vendor's personal data.

The contact details for the vendor.
The invoicing details for the vendor.
The payment information for the vendor.
The subcontracting information for the vendor.
The foreign trade information for the vendor.
The relevant fields on the Free Lance Fee FastTab, such as the Withholding
Tax Code field.
To calculate withholding tax for purchase
invoices
2. Open the relevant purchase invoice.
3. Choose the Withhold Taxes-Soc. Sec. action.
4. In the Withh. Taxes-Contribution Card page, review the information in the various
fields, and make sure that the Withholding Tax Code field specifies the right code
for the vendor.
5. To calculate the withholding tax amount before posting, choose the Calculate
action.
To make a vendor payment

2. To create a new payment journal line, enter the relevant information in the fields.
3. To make a vendor payment, choose the Post action.
７ Note
The amount in the new line in the Payment Journal page is the withholding
tax payment amount.
See Also
Print Withholding Tax Reports
Set Up VAT
Record VAT

Print Withholding Tax Reports in the
Italian Version
Article • 02/15/2022
The Withholding Taxes report displays a list of withholding taxes that are payable to the
Italian government.
To print a withholding tax report

1. Choose the icon, enter Withholding Taxes, and then choose the related link.
Field Description
Reference Enter the month of the withholding tax period in numeric format.
Month
Reference Enter the year of the withholding tax period in numeric format.
Year
Print Select if you want to show all detailed information about withholding tax
Details transactions.
Final Select if you want to mark this report as the final printed version. If you select
Printing 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

Set Up Payment Terms in the Italian
Version
Article • 03/31/2022
Payment terms determine how you manage due dates and payment discounts. For each
payment term, you can specify if the payment can be made in installments. For example,
you can define that a payment can be made in three installments with a third of the
payment due after 30, 60, and 90 days.
If a payment term must be paid in one installment, you must still specify how the due
date will be calculated.
When you first sign up for [Business Central, the demonstration company provides a few
payment methods that businesses often use. You can, however, add as many as you
need.
To set up payment terms

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 Specify the formula that is used to calculate the date that a payment must
Calculation be made.
For example, if the payment must be made in one installment after two
weeks, enter 14D. For more information, see Use Date Formulas
Discount Specify the formula that is used to calculate the date that a payment must
Date be made in order to obtain a discount.
Calculation
Field Description
Discount % Specify the discount percentage that is applied for early payment of an
invoice amount.
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.
After you set up the payment terms, you assign them to customers and vendors.
Optionally, assign payment terms to your payment methods.
See Also
Set Up Payment Terms in the Italian Version
Setting Up Finance

Set Up Automatic Payments and
Automatic Bills in the Italian Version
Article • 02/15/2022
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

2. On the Payments FastTab, fill in the key fields as described in the following table.
Field Description
Payment Select the payment method for the type of payments made to or from this bank
Method 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 Specify the general ledger account where bills for collection will be credited.
Collection
Acc. No.
Bills For Specify the general ledger account where bill discounts will be debited.
Discount
Acc. No.
Bills Subj. Specify the general ledger account where bills subject to collection will be credited.
to Coll.
Acc. No.
Expense Specify the general ledger account where expenses for bank receipts will be posted.
Bill
Account
No.
） 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
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 Select the number series that will be used for temporary bill lists.
List No.
Recall Bill Specify the descriptive text that will be used for recalled bills.
Description
Bank Receipts Specify a date formula to calculate the risk period in days, such as 20D.
Risk Period
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.
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

2. Select the payment method that you use for bank transfers to vendors, and then,
in the Bill Code field, select a bill code.
3. To create a bill code, in the Bill Code field, choose the field, and then choose the
New action.
4. 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 in the Italian Version
Article • 02/15/2022
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
Article • 02/15/2022
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

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.
4. In the Vendor Bank Account List, select the vendor's bank account, and then
5. On the Transfer FastTab, specify information for the IBAN field.
7. Choose the icon, enter Vendor Bill Card, and then choose the related link.

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
Article • 02/15/2022
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

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 The ending date for the fiscal year.

Ending
Date
Field Description
Gen. The name of the general journal template in which to place the entries.
Journal
Template
Gen. The name of the general journal batch in which to place the entries.
Journal
Batch
Balancing Select the relevant account number.

Account
No.
Document The batch job automatically populates this field with the next available
No. 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 Select the unique net profit account number.

Account
No.
Net Loss Select the unique net loss account number.

Account
No.
Posting Enter a description. The default text is Close Income Statement.

Description
Business Select this check box if you require an entry for each business unit code.
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 This field indicates that the inventory periods with ending dates greater than
Period or equal to the last date of the accounting period are closed.
Closed
3. Choose the OK button to create the journal entries.
To post the year-end closing entry

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

Define Debit and Credit Amounts
Article • 02/15/2022
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

Field Description
Debit Amount Enter the debit amount.
Credit Amount Enter the credit amount.
２ Warning
The Debit Amount and Credit Amount fields must match. If the amounts are
different, you will not be able to post or save the journal.
See Also

Reversing Journal Entries in the Italian
Version
Article • 02/15/2022
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

Set Up Initial Item Costs in the Italian
Version
Article • 02/15/2022
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.
3. Enter information into the required fields. This includes the Starting Date,
Purchase Quantity, Purchase Amount, Production Quantity, and Production
Amount fields.
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

Article • 02/15/2022
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.
７ 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
Set Up Fiscal Inventory Valuation
Set Up Initial Item Costs

Set Up Fiscal Inventory Valuation in the
Italian Version
Article • 02/15/2022
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.
Field Description
Components Specify the fiscal inventory valuation method.

Valuation
Estimated WIP Select to include the finished production orders or the released
Consumption production orders for the cost calculation.
If this field is cleared, then consumption and capacity ledger entries

are filtered by posting date.
To set up fiscal inventory valuation for an item

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.
See Also

Italian Fixed Assets
Article • 02/15/2022
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
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
Article • 02/15/2022
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
2. On the Depreciation Book List page, select the relevant depreciation book, and
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.
７ Note
Multiple depreciation lines are then compressed in the general ledger and are
displayed in a single entry that is divided by fixed asset categories.
See Also
Article • 02/15/2022
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.
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 The total number of units that the asset is expected to produce in its
Units lifetime.
Field Description
Period Depreciation The depreciation percentage to apply to the period.

%
No. of Units in The number of units produced by the asset to which this
Period 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.
See Also

Create Multiple Fixed Asset Cards in the
Italian Version
Article • 02/15/2022
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

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.
6. Create a new purchase order, or open the existing purchase order.
7. Expand the Lines FastTab.
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 Specify the relevant number of duplicates for your fixed asset.
Fixed
Asset NOTE: During invoice posting, duplicate fixed asset cards are automatically
Cards 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.
See Also
Fixed Assets

Print Depreciation Book Reports in the
Italian Version
Article • 02/15/2022
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

2. Choose the Reports and Analysis action, and then choose the Depreciation Book
action.
3. Expand the Options FastTab.
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.
it on the screen.
See Also
Set Up Company Information
Article • 02/15/2022
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.

1. Choose the icon, and then choose the Company Information action.
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.
See Also

Italian Subcontracting
Article • 02/15/2022
Companies contracted for production often outsource the production of components to

subcontractors. In order to know how many components to transfer to the
subcontractor, there is a link between the subcontractors' operations and the BOM. This
facilitates Master Production Scheduling (MPS) and Material Requirements Planning
(MRP), and enables contractors to manage their outsourced and subcontracted
components.
Special unit prices are often negotiated between main contractors and subcontractors,
so an extra subcontracting price list is available.
Work in Progress
You can send an item to a subcontractor and have the subcontractor return it as a Work
in Progress (WIP) to the main contractor. You can also send and receive groups of items
without forced reference to the item card.
See Also
Subcontract Manufacturing

Set Up Journal Templates and Batches
Article • 02/15/2022
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
Description The description of the Intrastat journal template. You can enter a maximum of 80
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.
Field Description
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
Periodicity Select one of the following options:
- Month
- Quarter
- Year
Type Select one of the following options:
- Purchases
- Sales
Statistics The statistics period that the report will cover. Enter the value in YYMM format.
Period
Corrective Select the Corrective Entry check box to correct an entry.

Entry
File Disk The number of the file disk.

No.
This is used when you run the Intrastat - Make Disk Tax Auth batch job.
Currency The code to identify the currency for the Intrastat report.
Identifier
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
Print Intrastat Reports for Italy

Mexico Local Functionality
Article • 03/09/2023
The following topics describe local functionality that is unique to the Mexican version of
Business Central.
Tax
Set Up and Generate DIOT Reports Available Now
Tax Identification Types for Mexico Available Now
VAT Recalculation Available Now
Electronic Invoicing (updated to CFDI 4.0)

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
Create Deposits Available Now

investigated
See Also
Start a free trial!

Set Up and Generate DIOT Reports
Article • 08/29/2022
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 extension hHandle?

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.
７ Note
Note that for the DIOT report, the vendor's operation type will be used for all
operations with that vendor unless you specifically change the value of the DIOT
Type Of Operation in the document before you post it. The DIOT operation type
for the vendor is not passed on to purchase documents automatically. If you want
to use a type other than the one that is specified for the vendor, change the field
on the purchase document manually.
Optional setup for reporting withholding tax

with the DIOT extension
The DIOT report exports data including withholding tax amounts for vendor
transactions. Calculation of withholding 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 withholding 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%
withholding 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 withholding 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
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.
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

Tax Identification Types for Mexico
Article • 02/15/2022
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

VAT Recalculation
Article • 02/15/2022
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

Electronic Invoicing in the Mexican
Version
Article • 03/17/2023
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.
７ Note
The tax authority (Servicio de Administración Tributaria) announced a version 4.0 of

the online digital tax receipt (comprobante fiscal digital por internet—CFDI) system.
After the effective date, you can't issue vouchers in versions other than 4.0.
Accordingly, Business Central updated CFDI feature to align with the new
regulations.
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 need to submit the electronic invoices to a PAC, which is an authorized service
provider appointed by the Mexican tax authorities (SAT). SAT has certified more
than one PAC in Mexico, and you must obtain the appropriate information to
communicate with the PAC of your choice. By default, Business Central supports
integration with Interfactura , but you can use another PAC of your choice.
Get 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 you'll generate the CFDI files. For
more information, see Set Up Electronic Invoicing. For information about SAT certificates
and keys, see the Servicio de Administracíon Tributaria website.
 Tip
Use the Set up Mexican CFDI information assisted setup guide to map information
about your company and how you use Business Central to the various fields in the
CFDI files.
You must also specify the web services that you'll use to communicate with the PAC 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.
You must also specify information about your company and each of your customers and
vendors. For more information, see Set Up Electronic Invoicing.
Send electronic documents

When you've 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've specified on the Customer Card page
for the bill-to customer on the invoice or credit memo. On the General Ledger Setup
page, you can also 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.
Cancel documents
Sometimes you may have to revert a transaction, such as if you have to change the
location of a shipment for some reason. You may also have to send such cancellations as
When you send a cancellation, you must specify a reason for the cancellation, and which
document substitutes the canceled document.
The following table provides an overview of the options for the CFDI Cancellation
Reason field as of February 2022:
Option Description
01 Voucher issued with errors in relation.
02 Voucher issued with unrelated errors.
03 The operation wasn't carried out.
04 Related nominative operation in a global invoice.
If you choose code 01, then you must also specify the document that substitutes the
canceled document in the Substitution Document No. field.
Send a posted sales invoice for cancellation

1. Open the posted sales invoice that you want to cancel, and then select Cancel.
2. Select Cancel Request and confirm. This action allows you to send the cancellation
request to the PAC service and receive a cancellation ID for the document.
3. After you receive a successful response from PAC service, the status is updated to
Cancel In Progress. The cancellation ID is then taken from the response and
updated in the document. This step will update the Date/Time Stamped field.
4. If the error message appears, the status is updated to Cancel Error. The error
details are shown in the Error Code and Error Description fields. This step will
update the Date/Time Stamped field.
Send a request to update the status

The SAT authorities need to process and approve the document that you need to cancel.
The information about the status should be requested from the PAC service.
Use the Get Response to check and update the cancellation status from the SAT
authorities.
７ Note
The possible responses EnProceso, Rechazado, and Cancelado update the

Electronic Document Status field for the next values respectively: Cancel In
Progress, Cancel Error, or Canceled.
Manually cancel a posted sales invoice

In some cases, when the document can't be processed properly due to incorrect reason
codes, if it cannot be classified by SAT, or some other reason, you can force cancellation
manually. Just select the Mark as Canceled action in the menu to manually cancel a
posted sales invoice.
E-Invoice status request batch

The user can schedule a batch job to process a document with Electronic Document
Status equals Cancel Error, and Cancel In Progress.
Communication component
Technically, the Business Central component for electronic invoicing deploys in a library
assembly, Microsoft.Dynamics.NAV.MX.dll, which is included automatically with Business
Central. The component handles the communication with the PAC web services and also
generates the QR codes that are included in the printed documents.
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

Article • 03/09/2023
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.
Before you can set up the web services, you must upload two certificates:
A PAC .pfx file

A SAT .pfx file
These certificates are used by the communication component and configured in the
General Ledger Setup page. For more information, see To set up general ledger
information.
To add the certificates

1. Choose the icon, enter Certificates, and then choose the related link.
2. Choose the New action, specify the relevant certificate, and then, in the Certificate
page, fill in the fields as appropriate. Hover over a field to read a short description.
3. Repeat step 2 for the second certificate.
4. Close the page.
To set up a PAC web service

1. Choose the icon, enter PAC Web Services, and then choose the related link.
2. In the PAC Web Services page, add the relevant web services. Hover over a field to
For each web service, you must specify the relevant certificate. You must also add
additional details.
a. For the relevant web service, choose the Related action, choose the PAC Web
Service menu item, and then choose the Details action.
b. 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 Specify the name of the web method, such as GeneraTimbre or

Name 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
appropriate information for communication with the PAC of your choice.
See Also

Set up Electronic invoicing - Mexico
Article • 03/09/2023
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.
Set up company information

2. On the Company Information page, fill in the relevant fields. For more
information, see Company Information Quick Start.
７ Note
You must fill in the SAT Postal Code field. If you cannot see the field on the
General Fast Tab, choose the More action to show more fields.
3. On the Shipping FastTab, fill in the fields. Hover over a field to read a short
description. The following table describes some of the complex CFDI-related fields.
Field Description
Field Description
SCT These fields specify a permission that has been provided by the Secretaría de
Permission Comunicaciones y Transportes. The permission must correspond to the type
Type and of motor transport that the company uses for the transfer of goods or
SCT merchandise if you transport goods and merchandise in the national/regional
Permission territory.
Name
4. On the Tax FastTab, fill in the fields. Hover over a field to read a short description.
The following table describes some of the complex CFDI-related fields.
Field Description
Tax Scheme Enter the tax scheme that your company uses complies with. Commonly
used tax schemes are Régimen General, Régimen intermedio, and Régimen
de pequeños contribuyentes (REPECOS).
SAT Tax Specify the tax scheme required for reporting to the Mexican tax authorities
Regime (SAT).
Classification
RFC No. Enter the federal registration number for taxpayers. The Registro Federal de
Contribuyentes (RFC) tax identification type can be applied to companies
and to people. An RFC number for a company is 12 characters, while an RFC
number for a person is 13 characters. However, since Business Central
targets businesses, only 12 digit RFC numbers are currently supported.
CURP No. Enter the unique fiscal card identification number. The Cédula de
identification fiscal con clave única de registro de población (CURP) tax
identification type can only be applied to people. A CURP number is 18
characters.
State Enter the tax ID number that is assigned by state tax authorities to every
Inscription person or corporation.
Set up general ledger information

2. On the General Ledger Setup page, on the Electronic Invoice FastTab, fill in the
Field Description
Enabled Choose this field to switch to use digitally signed documents, and then fill in
the remaining fields on this FastTab.
Field Description
SAT Specify the SAT certificate. For more information, see the To add the
Certificate certificates section.
Send PDF Choose this field to include a PDF when you email electronic invoices to
Report 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. For more information, see Set Up PAC
Web Services.
PAC Specify if your company is using the web services of your authorized service
Environment 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, which can be extended by a developer.
Set up customer and vendor information

You also must add information about your customers and vendors. The following
section describes how to specify this information to customers and vendors.
Set up customer information

2. For each customer in the Customers list, open the customer card, and then fill in
the fields on the General FastTab. Hover over a field to read a short description.
The following table describes some of the complex CFDI-related fields.
Field Description
CFDI Purpose Enter the CFDI purpose required for reporting to the Mexican tax
authorities (SAT).
CFDI Relation Enter the relation of the CFDI document.
CFDI Export Code Enter a code to indicate if the customer is typically used for exports
to other countries/regions.
SAT Tax Regime Enter the tax scheme required for reporting to the Mexican tax
Classification authorities (SAT).
3. On the Invoicing FastTab, fill in the fields. Hover over a field to read a short
Field Description
RFC No. Enter the federal registration number for taxpayers. The RFC number must
contain 12 digits.
CURP No. Enter the unique fiscal card identification number. The CURP number must
contain 18 digits.
７ Note
If you select the Prices Including VAT field for a customer, the electronic
documents will include VAT in all amounts, including unit prices. The
electronic documents will also contain a separate element for VAT. If you want
to avoid any possible confusion about the amounts including VAT, you can
choose to not select the Prices Including VAT field.
4. On the Payments FastTab, in the Payment Method Code field, specify the payment
method that you want to use for this customer.
5. Repeat steps 2-4 for all other customers.
Set up vendor information

2. For each vendor in the Vendors list, open the vendor card, and then fill in the fields
on the General FastTab. Hover over a field to read a short description.
3. On the Payments FastTab, fill in the fields. Hover over a field to read a short
Field Description
RFC No. Enter the federal registration number for taxpayers. The RFC number must
contain 12 digits.
CURP No. Enter the unique fiscal card identification number. The CURP number must
contain 18 digits.
Field Description
4. Repeat steps 2-3 for all other vendors.
Set up location information

Finally, you must add information about locations you use. The following section
describes how to specify this information to locations.
2. For each location in the Locations list, open the location card, and then, on the
Address & Contact FastTab, fill in the fields. Hover over a field to read a short
Field Description
SAT State Enter the state, entity, region, community, or similar definitions where the
Code domicile of the origin and / or destination of the goods or merchandise that
are moved in the different means of transport is located.
SAT Enter the municipality, delegation or mayoralty, county, or similar definitions

Municipality where the destination address of the goods or merchandise that are moved
Code in the different means of transport is located.
SAT Locality Enter the city, town, district, or similar definition where the domicile of origin
Code and / or destination of the goods or merchandise that are moved in the
different means of transport is located.
SAT Suburb Enter the SAT suburb code where the domicile of the origin or destination of
Code the goods or merchandise that are moved in the different means of
transport is located.
SAT Postal Enter the SAT postal code where the domicile of the origin or destination of
Code the goods or merchandise that are moved in the different means of
transport is located.
3. Repeat step 2 for all other locations.
Set up cancellation reasons

1. Select the icon, enter CFDI Cancellation Reasons, and then select the related
link.
2. Select New to create new cancellation reason or select Edit to make changes an
existing one.
3. In the Code field, enter a value that corresponds to the SAT cancellation reason
definition.
4. In the Description field enter a brief summary according to the SAT cancellation
reason definition.
5. In the Substitution Number Required field, specify whether a substitution number
is required for the entry according to the SAT cancellation reason definition. If you
choose code 01, specify the document that substitutes the canceled document in
the Substitution Document No. field.
6. Close the page.
Map key data to the CFDI fields

You can let Business Central map relevant fields to the data structure that is required by
CFDI by using the Set up Mexican CFDI information assisted setup guide, or you can
map the fields manually.
Assisted setup
1. Choose the icon, enter Mexican CFDI information, and then choose the related
link.
2. Follow the steps in the Set up Mexican CFDI information assisted setup guide to
map information about your company and how you use Business Central to the
various fields in the CFDI files.
Manual setup
If you prefer to map the fields yourself, then you must update the following pages:
Countries/Regions
Units of Measure
SAT Tax Schemas
Payment Methods
Payment Terms
Map your country codes to the values that SAT requires
1. Choose the icon, enter Countries/Regions, and then choose the related link.
2. In the SAT Country Code field, specify the country code required for reporting to
the Mexican tax authorities (SAT).
3. Repeat steps 1-2 for all country codes.
Map your units of measure to the values that SAT requires

1. Choose the icon, enter Units of Measure, and then choose the related link.
2. In the SAT UofM Classification field, specify the unit of measure required for
reporting to the Mexican tax authorities (SAT).
3. Repeat steps 1-2 for all units of measure.
Configure SAT Tax Regime Classification

1. Choose the icon, enter SAT Tax Schemas, and then choose the related link.
2. Fill in the fields as appropriate. Hover over a field to read a short description.
Map your payment methods to the values that SAT requires
2. In the SAT Method of Payment field, specify the payment method for paying the
Mexican tax authorities (SAT).
3. Repeat steps 1-2 for all payment methods.
Map your payment terms to the values that SAT requires
2. In the SAT Payment Form field, specify the number of the SAT payment form.
3. Repeat steps 1-2 for all payment terms.
See Also

Generate Electronic Invoices in the
Mexican Version
Article • 01/17/2023
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 the following documents:
Sales credit memos

Sales shipments
Transfer shipments
Service invoices
Service 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.
７ Note
If you're canceling the posted document, you must specify a reason for the
cancellation in the CFDI Cancellation Reason field, and you must specify
which document substitutes the canceled document in the Substitution
Document No. field. Hover over a field to read a short description.
3. Choose the Send Electronic Document action, and then specify if you want to also
request a digital stamp for the document.
If you choose Request Stamp, the posted invoice will be digitally signed by your
PAC, and you can then send the posted invoice afterwards. If you choose Request
Stamp and Send, the posted invoice is digitally signed and sent in one step.
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.
You can view of the status of the electronic invoice on the Shipping & Billing
FastTab.
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.
７ Note
Your implementation may differ.
Receive payments
Mexican companies must be able to receive payments in accordance with CFDI
Withholdings and Payment Information version 2.0. To receive payment in accordance
with CFDI version 2.0, you don't need extra settings because the required data will
already have been included for the customer invoices. You can't stamp a payment that is
applied to an invoice that doesn't have a stamp.
） Important
The current version of Business Central supports receipt of customer payment

information in accordance with CFDI version 2.0. However, withholding receipt is
currently not supported in the default version of Business Central.
To stamp the payment

1. Choose the icon, enter Customer Ledger Entries, and then choose the related
link.
2. Find a payment that you applied to the electronic invoice, and then select this line.
3. Choose the Send action, and then specify if you want to also request a digital
stamp for the payment.
Registering export (Comercio Exterior
Complement)
The Comercio Exterior Complement is an annex to the electronic invoice. It identifies
importers and exporters and improves the description of the merchandise that is traded.
The Comercio Exterior Complement is a key obligation for taxpayers who export
merchandise.
To set up Comercio Exterior Complement, follow these steps:
2. On the Electronic Invoice FastTab, in the USD Currency Code field, choose the USD
currency you want to use. It can be different than USD. For example, it might be
USD-CFDI.
3. Choose the icon, enter Units of Measure, and then choose the related link.
4. In the SAT Customs Unit field, choose the unit of measure from the SAT Custom
Units table for foreign trade operations.
To create Comercio Exterior Complement:
2. Create a sales invoice with all details ready for export.
3. In the CFDI Export Code field, choose a value related to your type of export.
Validation of this field sets values on the Foreign Trade FastTab, but you can
change it. For example, if the CFDI Export Code contains 04 as a value. The
Foreign Trade is also used for Carta Porte Complement.
4. If you configure a foreign trade invoice, you must fill in the following fields.
Field Description
Transit-to Location Specifies the customer’s location with their address and
postal code.
SAT International Trade Terms You can specify one of the options from the new
(Incoterms) Incoterms catalog.
Exchange Rate USD (reversed This value is assigned from the USD Currency Code
value for Currency Factor) exchange rates. You can change this value if needed.
5. After posting the document and getting a stamp, you will get an XML file with the
Comercio Exterior Complement.
７ Note
If you want to create an invoice for foreign trade, the CFDI Export Code field must
be different from 01 because that value is used for domestic invoices only.
See Also

Carta de Porte Packing Slips and
Transfer Orders in the Mexican Version
Article • 02/16/2022
Mexican companies must be able to print and send Carta de Porte-compliant packing
slips and transfer orders electronically as Comprobante Fiscal Digital por Internet (CFDI)
files. As of December 1, 2021, the Waybill (Carta de Porte) complement is mandatory for
taxpayers who transport goods and merchandise in the national territory. Business
Central supports CFDI and Carta de Porte so that you can print packing slips and
transfer orders that have the required digital signature. The driver can then show the
printed document if they are requested to do so.
） Important
The documents must include a digital signature, which requires a connection to a

PAC, which is an authorized service provider appointed by the Mexican tax
authorities (SAT). For more information, see Set Up PAC Web Services.
Also, as of January 2022, you must update the Carta de Porte catalogs that define
the various codes. Microsoft provides a downloadable package at this location
that you can import using RapidStart Services. For more information, see Importing
Business Data from Other Finance Systems. Alternatively, if you only use very few
codes, you can update the current catalogs manually.
Get started
Before you can use Business Central for Carta de Porte-compliant shipments and
transfer orders, 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
appropriate information to communicate with the PAC of your choice.
You must add information about STC permissions to your company information. You
must also fill in more information about the vehicles that you use to transport items
around, if this is something that your company does internally as opposed to using an
external party. Finally, you must configure each item card to include the required
information about item classification, hazardous material, and packaging type. Business
Central online is preconfigured to include the relevant catalogs that SAT have provided
so that you can fill in the various fields.
To add SCT permission to company information

2. On the Company Information page, on the Shipping FastTab, in the SCT
Permission Type field, choose the relevant type of motor transport used for the
transfer of goods or merchandise by your company. The types are defined by the
Secretaria de Comunicaciones y Transportes.
3. In the SCT Permission No. field, specify the relevant permission number that is
issued by the Secretaria de Comunicaciones y Transportes.
To set up locations for Carta de Porte

2. On the Locations page, choose the location that you want to update, and then, on
the Location Card page, fill in the fields on the Electronic Document FastTab.
For example, the ID Ubicacion field specifies a six-digit code that is unique for this
particular location. Then, when you post a shipment that includes this location, that
code is prefixed with OR if the location is the starting point for the transport. If the
location is the destination point, the code is automatically prefixed with DE.
3. Repeat step 2 for any other locations that you want to configure for Carta de Porte.
To set up vehicles for transportation

2. On the Fixed Assets page, add or edit the relevant vehicles.
 Tip
The relevant fields are on the Electronic Document FastTab. Hover over a field to
To configure items
2. On the Items list page, choose each relevant item, and then, on the Inventory
FastTab, fill in the following fields. Hover over a field to read a short description..
SAT Item Classification

SAT Hazardous Material
SAT Packaging Type
Create sales documents and generate packing

slips and transfer orders with Carta de Porte
When you create a document such as a sales order, you must fill in the fields on the
Electronic Document FastTab, including information about your insurance company.
For each line on the document, you must also specify the Custom Transit Number field.
This field specifies the number of the petition that protects the importation of the goods
in the following format:
The last two digits of the validation year followed by two spaces
Two digits of the customs office followed by two spaces
Four digits of the number of the patent followed by two spaces
One digit corresponding to the last digit of the current year, except if a
consolidated motion is initiated in the immediately preceding year or the original
motion for a rectification
Six digits of the progressive numbering by customs
Then, when you post the shipment, the required information is carried forward to the
posted sales shipment. You can then send or print the document that now includes the
Carta de Porte information.
 Tip
The same applies when you create and post a transfer order. For more information,
see Transfer Inventory Between Locations.
See Also

Complying with Electronic Accounting
Regulations in Mexico
Article • 03/04/2022
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.
See Also
Mexico Local Funcationality

Credit Transfer
Article • 03/31/2022
７ Note

７ Note

Extension

Transfer format
 Tip

７ Note



methods


money transfers.
７ Note

customer by check.
Refunds.
７ Note
 Tip
requires.
choose Save.
７ Note
choose Save.

exported.
action.
７ Note
be re-exported.
link.

See Also
Managing Payables

Print Troubleshooting Reports in the
Mexican Version
Article • 02/15/2022
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 and only in Business Central Spring 2019 and earlier.
You can print these reports and send them to your Microsoft Certified Partner to help
resolve issues with your Business Central implementation.
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.
it on the screen.
See Also
Finance
Setting Up Finance

Create Deposits in the Mexican Version
Article • 02/15/2022
７ Note
New capabilities for creating bank deposits are available in Business Central 2022
release wave 1 for a lot of country/region versions. If you were using Business
Central in the United States, Canada, or Mexico before that release, you might be
using the earlier capabilities. You can continue, but the new capabilities will replace
the old ones in a future release. To start using the new features right away, your
Update: Standardized bank reconciliation and deposits. For more information, see
Create Bank Deposits.
You can make bank deposits to maintain a transaction record that contains information
that can be applied to outstanding invoices and credit memos.
The Deposits page specifies bank deposit information such as the bank account
number, total deposit amount, deposit lines, posting date, document date, department
code, currency code, and bank deposit notes. You can use the page to create new bank
deposits, post deposits, print deposits, view deposit comments, or view a report that
shows the deposit amount to reconcile.
The Deposit report displays customer and vendor deposits with the original deposit
amount, the amount of the deposit that remains open, and the amount applied. The
report also shows the total posted deposit amount to reconcile.
Bank deposit lines contain information about the individual deposited items, such as
checks from customers. This information includes the document date and number,
account type and number, and amount. The total of the amounts on the lines must add
up to the total amount of the deposit.
After you have filled in the deposit information and lines, you must post it in order to
update the relevant ledgers, such as the bank ledger, general ledger, or customer
ledger. Posted deposits are stored for future reference and can be viewed on the Posted
Deposits page.
To create a deposit
1. Choose the icon, enter Deposits, and then choose the related link.
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 The bank account number for the deposit.

No.
Total Deposit The total deposit amount posted to the bank ledger.
Amount
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.
Field Description
Account The account type.

Type
Account The unique identification account number that is associated with the selected
No. account type, to which the entry will be posted.
Description The journal line entry description.
Document The journal line entry document date.

Date
Document The journal line entry document type.

Type
Document The journal line entry document number.

No.
Credit The total credit amount on the journal line.

Amount
5. Optionally, choose the Dimensions action, and then add dimensions on the
Dimension Set Entries page.

 Tip
To post a bank deposit as single bank account ledger entry with the total sum
of amounts in the bank deposit lines, turn on the Post as Lump Sum toggle
on the bank deposit. To post as lump sums for new bank deposits by default,
on the Sales & Receivables Setup page, turn on the Post Bank Deposits as
Lump Sum toggle.
７ Note
You can post a deposit only if the amounts in the Total Deposit Lines and
Total Deposit Amount fields are equal.
Next, you can use the Deposit Test and Deposit reports to reconcile your posted
deposits with outstanding invoices and credit memos.
See Also
Finance
Setting Up Finance

Netherlands Local Functionality
Article • 03/09/2023
The following topics describe local functionality that is unique to the Dutch version of
Business Central.
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) Available Now
Payment Scenario 3 - Foreign Payment (LCY to FCY) Available Now
Create Proposals Available Now
Docket Reports Available Now
Enter and Post Cash and Bank or Giro Journals Available Now
Print Test Reports for Cash and Bank or Giro Journals Available Now
Single Euro Payments Area (SEPA) Available Now
Activate SEPA Payments Available Now
Submit Vendor Payments Electronically in SEPA ISO 20022 Payment Format
Available Now
Create and Export Payment History Available Now
Import and Reconcile Bank Statements Available Now
Core Finance
Apply and Unapply General Ledger Entries Available Now
Required Descriptions in G/L Entries Available Now
Purchasing
Check Purchase Amounts Available Now
Edit Document Amounts in Purchase Invoices and Credit Memos Available Now
Set Up Validation of Purchase Amounts Available Now
General
CMR Notes Available Now
Dutch Postal Codes Available Now
Import Postal Codes Available Now
Import Postal Code Updates Available Now

investigated
See Also
Start a free trial!

Create an Audit File for the Tax
Authority in the Dutch Version
Article • 02/15/2022
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.
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 Specifies if the audit file must contain the begin balance of general
Balance 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
Article • 02/15/2022
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.
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 The subcategory for the VAT Statement.

(Domestic)
Select a subcategory here if the Category field displays By Us (Domestic).
To Us The subcategory for the VAT Statement.

(Domestic)
Select a subcategory here if the Category field displays To Us (Domestic).
By Us The subcategory for the VAT Statement.

(Foreign)
Select a subcategory here if the Category field displays By Us (Foreign).
To Us The subcategory for the VAT Statement.

(Foreign)
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.

Field Description
Optional Select to indicate that the XML element that is represented by the category
code is not required in the electronic VAT declaration.
You can now map the VAT statement data directly to an XML element.
See Also
Setting Up Electronic VAT and ICP Declarations

Submitting Electronic VAT and ICP
Declarations in the Dutch Version
Article • 02/15/2022
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.
７ Note
ICP declarations must be submitted by companies/regions 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/toegetrede
n-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
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.

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.
The electronic declaration is submitted to the tax authorities.
７ 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.
Field Description

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.
related link.
2. Choose the Process Response Messages action.
3. On the Process Response Messages Batch Job page, select the appropriate filters,
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
Article • 12/02/2022
To create electronic VAT and ICP declarations and communicate with tax authorities, 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

Ensure that you've uploaded the certificates needed to communicate with Digipoort.
Use the Certificates page to upload a client and a service certificate. When they're
added to the list of certificates, you can continue with setting up electronics
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
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, select the Part of Fiscal Entity checkbox.
７ 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. On the Digipoort FastTab, set up the following configurations:
In the Digipoort Delivery URL field, specify the URL for the production
version of the Digipoort Aanlever service. Learn more at
https://www.logius.nl/producten/gegevensuitwisseling/digipoort .
In the Digipoort Status URL field, specify the URL for the status information
that is coming from the Digipoort Statusinformatie service. Learn more at
Electronic VAT and ICP Declarations.
Select Use Certificate Setup to specify that the certificate codes specified in
the next step must be considered to transfer data to the information service.
In the Client Certificate Code field, specify the client certificate.
In the Service Certificate Code field, specify the service certificate.
6. To set up endpoints, add the endpoint URLs on the Endpoints FastTab.
７ Note
Endpoints set up will be deployed to 21.1 tenants. However, all values will be
blank, but the Digipoort solution will still work by taking hardcoded values if
there are no values in the setup. In the 21.2 release, Business Central will
automatically run an upgrade.
See Also

Submitting Electronic VAT and ICP
Article • 02/15/2022
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.
７ Note
ICP declarations must be submitted by companies/regions 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/toegetrede
n-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
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.

Field Description
The electronic declaration is submitted to the tax authorities.
７ 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.
related link.
2. Choose the Receive Response Messages action.
Field Description

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.
related link.
2. Choose the Process Response Messages action.
3. On the Process Response Messages Batch Job page, select the appropriate filters,
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

Dutch Electronic Banking
Article • 02/15/2022
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.
For more information, see Import and Reconcile Bank Statements.
See Also
Telebanking
Enter and Post Cash and Bank/Giro Journals
Import and Reconcile Bank Statements

Telebanking
Article • 02/15/2022
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.
７ 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.
７ Note
The currency of the imported transactions must match the currency that is specified
on the bank account in Business Central.
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
Article • 02/15/2022
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) in the Dutch
Version
Article • 02/15/2022
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.
７ 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.
７ 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 their 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.

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:
can deal with local currency payments for your 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
<empty>, 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

Payment Scenario 2 - Foreign Payment
(FCY to FCY) in the Dutch Version
Article • 02/15/2022
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:
4. Create Proposal.
７ Note
existing data.
Currency Code: Set it to the foreign currency (FCY).

can deal with foreign currency payments for your foreign bank.
７ Note

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 their 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.


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.


can deal with foreign currency payments for your foreign bank.
By default, these three fields will be populated with values taken from the
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
Example
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.

From the Proposal page we process our proposal into a payment history. The proposal
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.

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.

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

Payment Scenario 3 - Foreign Payment
(LCY to FCY) in the Dutch Version
Article • 02/15/2022
This topic describes a scenario where the trade is with foreign customers and vendors
that use a different currency than your local currency.
4. Create Proposal.
７ Note
existing data.

can deal with foreign currency payments for your local bank.
７ Note

Example
Hernandez Ortiz (code ORTIZ) is one of our Mexican vendors. Purchase invoices will be
paid through our national bank account (code ABN) to their 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.


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.


can deal with local currency payments for your local bank.
By default these three fields will be populated with values taken from the
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
Example
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).

From the Proposal page, we process our proposal into a payment history. The proposal
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.

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.

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 Proposals
Article • 02/15/2022
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.
７ 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.
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.
７ 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.
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.
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.
link.
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.
７ 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.
See Also
Invoice Sales
Record Purchases

Docket Reports in the Dutch Version
Article • 02/15/2022
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
Article • 02/15/2022
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.
3. On the Cash Journal page, on the Lines FastTab, fill in the required fields as
Field Description
Field Description
Date The journal entry date.
Document The document number for which journal entry is created.

No.
Account The account type to which the entry is to be posted.

Type
Account The account number to which the entry is to be posted.

No.
Description The description of the entry. This field automatically populates the
description of the account number selected in the Account No. field.
VAT Prod. The VAT product posting group code used to post the entry. You can select a
Posting code in this field only if the Account Type is G/L Account. For more
Group information, see VAT Product Posting Groups.
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.
７ 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.
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 The current balance of the bank or giro account. It equals the closing balance
Balance of previously posted entries for the journal.
Closing The new closing balance of the journal.

Balance
Field Description
Date The journal entry date.
Account The account type to which the journal entry is to be posted.

Type
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. The VAT product posting group code that will be used when you post the
Posting entry on the statement line.
Group
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.
７ 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

Print the Test Reports for Cash and Bank
or Giro Journals
Article • 02/15/2022
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.
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.
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)
Article • 07/03/2023
The Single Euro Payments Area (SEPA) unifies payment methods in participating
European countries/regions, 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/regional 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

Activate SEPA Payments in the Dutch
Version
Article • 02/15/2022
To submit vendor payments electronically in Single Euro Payments Area (SEPA) ISO
20022 payment format, you must set up prerequisites for enabling SEPA payments in
your company.
Your version of Business Central uses the generic functionality for SEPA payments but is
optimized for local requirements. To set up countries/regions, bank accounts, vendors,
vendor bank accounts, and the payment journal, see Setting Up SEPA Credit Transfer.
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.
To verify vendor payment transaction modes

for SEPA
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.
See Also
Submit Vendor Payments Electronically
in SEPA ISO 20022 Payment Format
Article • 02/15/2022
In the Dutch version of 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.
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
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.
７ Note
Select other appropriate filters if required.

The proposal lines populate on the Telebank Proposal page.
See Also
Activate SEPA Payments

Create and Export Payment History in
the Dutch Version
Article • 02/15/2022
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

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.
７ 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
Article • 02/15/2022
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,
3. To reconcile the bank statements automatically when importing, on the Options

FastTab, select the Automatic Reconciliation check box.
７ 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.
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
Apply and Unapply General Ledger
Entries in the Dutch Version
Article • 02/15/2022
７ Note
By applying temporary general ledger entries, companies can work with temporary and
transfer accounts in the general ledger. Temporary and transfer accounts are used to
store temporary ledger entries that are waiting for further processing into the general
ledger.
You can use temporary accounts for:
Money transfers from one bank account to another.

Financial transaction transfers from one system to another in which part of the
information temporarily resides on the original system.
Transactions for which you have issued a sales invoice to a customer but have not
yet received the corresponding purchase invoice from the vendor.
When the ledger entries have been processed, you can use the Apply Entries function to
update the posted ledger entries and the posting account type.
You can unapply the applied general ledger entries and then open the closed entries to
make changes.

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.
７ 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.
） Important
You can apply multiple entries only if all entries that are being applied can be
fully closed.
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.
７ Note
When posted, the general ledger entries which update the Applies-to ID field
are deleted.
To view the applied general ledger entries

3. Select the relevant general ledger entry, and then choose the Applied Entries
action.
You can view all the applied general ledger entries.

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.
７ Note
If an entry is applied to more than one application entry, you must unapply
the latest application entry first. By default, the latest entry is displayed.
See Also
Apply Customer Payments Manually
Required Descriptions in G-L Entry
Create an Audit File for the Tax Authority

Required Descriptions in G-L Entry
Article • 02/15/2022
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.
７ 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
Apply Customer Payments Manually
Create an Audit File for the Tax Authority

Check Purchase Amounts in the Dutch
Version
Article • 02/15/2022
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.
７ 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 in the Dutch
Version
Article • 02/15/2022
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
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

Set Up Validation of Purchase Amounts
in the Dutch Version
Article • 02/15/2022
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
related link.
Field Description
Show Totals Select to recalculate the totals on all purchase invoices and credit memos.
on Purch. This can take more time depending on the number of documents that must
Inv./CM. be recalculated.
Check Doc. Select to modify the Doc. Amount Incl. VAT and Doc. Amount VAT fields in
Total the Purchase Invoice and Purchase Credit Memo pages.
Amounts
See Also
Setting Up Purchases

CMR Notes in the Dutch Version
Article • 07/03/2023
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/Regions 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.
７ 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

Dutch Post Codes
Article • 02/15/2022
In the Netherlands, you can subscribe to getting post codes and post code updates for
your business. These updates are important for marketing and relationship management
activities. Depending on your subscription, you receive 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
PostNL post code tables

Import Post Codes in the Dutch Version
Article • 02/15/2022
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 in the Dutch
Version
Article • 02/15/2022
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
Article • 06/15/2023
The following topics describe local functionality that is unique to the New Zealand
version of Business Central.
Tax
Withholding Tax
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 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
investigated
Payment Times Reporting Bill Compliance - planned for 22.3
Alert .
See Also
Start a free trial!

Withholding Tax in the New Zealand
Version
Article • 03/04/2022
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/region.
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 Vendors Without IRD for Calculating the Withholding Tax

Set Up Withholding Tax in the New
Zealand Version
Article • 03/04/2022
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.
each vendor.
７ Note
As a prerequisite, you need to set up source codes for WHT settlement on the
Source Code Setup page.
Set up WHT posting groups

each vendor.
７ Note
As a prerequisite, you must have set up source codes for WHT settlement on the
Source Code Setup page. For more information, see Setting Up Source Codes and
Reason Codes for Audit Trails.
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.
Field Description
Code Specify the code for the product posting group. You can enter a maximum of
Description Specify the description for the product posting group. You can enter a
maximum of 50 alphanumeric characters.
Finally, you must set up how these posting groups must be used when documents are
posted.
To set up posting for withholding tax

1. Choose the icon, enter WHT Posting Setup, and then choose the related link.
Field Description
WHT Specifies the business posting group code for withholding tax.
Business
Posting
Group
WHT Specifies the product posting group code for withholding tax.
Product
Posting
Group
WHT Specifies the calculation rule for WHT, which is used with the amount
Calculation specified in the WHT Minimum Invoice Amount field. This will help identify
Rule 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.
Field Description
WHT Specifies the threshold amount that is below which WHT will not be
Minimum deducted.
Invoice
Amount
WHT % Specifies the WHT rate. You must enter the rate without the percent sign.
Realized Specifies the mode of WHT calculation for purchases or sales of items.
WHT Type
Prepaid Specifies the general ledger account number to which sales WHT is to be
WHT posted.
Account
Code
Payable Specifies the general ledger account number to which purchase WHT is to be
WHT posted.
Account
Code
WHT Specifies the withholding tax report type.

Report
Bal. Specifies the type of balancing account for sales WHT transactions.
Prepaid
Account
Type
Bal. Specifies the account number or bank name for sales WHT transactions,
Prepaid based on the type selected in the Bal. Prepaid Account Type field.
Account
No.
Bal. Specifies the type of balancing account for purchase WHT transactions.
Payable
Account
Type
Bal. Specifies the account number or bank name for purchase WHT transactions.
Payable This is based on the type selected in the Bal. Payable Account Type field.
Account
No.
WHT Specifies the number series for the WHT report line.
Report
Line No.
Series
Field Description
Revenue Specifies the type of revenue.

Type
Purch. Specifies the account number on which to post purchase credit memo
WHT Adj. adjustments.
Account
No.
Sales WHT Specifies the account number on which to post sales credit memo
Adj. adjustments.
Account
No.
Sequence Specifies the sequence in which the withholding tax posting setup
information must be displayed in reports.
See Also
Withholding Tax

Set Up Revenue Types for Withholding
Tax in the New Zealand Version
Article • 03/04/2022
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.
Field Description
Code Specifies the unique code for the revenue type. You can enter a maximum of
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.
See Also
Withholding Tax

Set Up Goods and Service Tax Posting in
the New Zealand Version
Article • 03/04/2022
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 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

Field Description
VAT Bus. Specifies the VAT business posting group code.

Posting
Group
VAT Prod. Specifies the VAT product posting group code.

Posting
Group
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 Specifies the method that is used to calculate the purchase or sale of
Calculation items.
Type
Field Description
Sales VAT Specifies the number of the general ledger account to which you want to
Account 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 Specifies the number of the general ledger account to which you want to
Account post the purchase VAT.
Reverse Chrg. Specifies the number of the general ledger account to which you want to
VAT Acc. 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.
See Also

Set Up Vendors Without IRD numbers
for Calculating the Withholding Tax
Article • 03/04/2022
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
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.
７ 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

Calculate and Post Withholding Tax
Settlements in the New Zealand Version
Article • 03/04/2022
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.
７ 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.
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.

Account Type
Settlement The account number based on the account type selected in the
Account Settlement Account Type field.
Rounding G/L The account to which the truncated amount is to be posted.

Account
Field Description
Show WHT Select to view the withholding tax entries for the specified period.
Entries
Post Select to post the WHT settlement entries.
it on the screen.
See Also
Withholding Tax

View Withholding Tax Entries in the
New Zealand Version
Article • 03/04/2022
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

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

View Posted Tax Credit Memos in the
New Zealand Version
Article • 03/04/2022
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.
FastTab Description
General General information about the credit memo.
Posted Sales Tax Cr. Memo Sub Posted sales tax credit memo information.
See Also

View Posted Tax Invoices in the New
Zealand Version
Article • 03/04/2022
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.
FastTab Description
General General information about the invoice.
Posted Sales Tax Inv. Subform Posted sales tax invoice information.
See Also

Adjust Settlement Exchange Rates for
VAT Entries in the New Zealand Version
Article • 03/04/2022
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.
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.
Use Daily Settlement Exch. Select if you want to use the daily settlement exchange rate.
Rate
The VAT entries are adjusted, and you can view them in the VAT Register report.
See Also

Calculate Goods and Services Tax on
Prepayments in the New Zealand
Version
Article • 03/04/2022
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

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.
See Also

Print Goods and Service Tax Settlement
Reports in the New Zealand Version
Article • 03/04/2022
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.
Field Description

Account Type
Settlement The general ledger account number or vendor number, based on the
Account No. type selected in the Settlement Account Type field.
Rounding G/L The account to which the truncated cents will be posted.
Account No.
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.
it on the screen.
See Also
Compare Bank Cash Flow in the New
Zealand Version
Article • 03/04/2022
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.
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 Specifies if the details of each bank account will be printed on a
Account separate page.
it on the screen.
See Also
Create Check Installments
Create Check Installments in the New
Zealand Version
Article • 03/04/2022
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.
5. Field Description
No. of Specifies the number of installments into which the post-dated check will be
Installments divided.
Interest % Specifies the percent of interest.
Period Specifies the period for which the installments will be created. For example,
Length if you want to divide the check into monthly installments, enter 1M.
Start Specifies the starting number of the document. Based on the number of
Document installments specified, the consecutive numbers are allocated to the
No. documents created.
The installment checks are created and displayed on the Post Dated Checks-
Purchases page.
See Also
Electronic Funds Transfer (EFT) in the
New Zealand Version
Article • 03/04/2022
You can pay vendors using the electronic funds transfer (EFT) system in New Zealand.
Setting up Electronic Funds Transfer

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.
７ 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

Print Deposit Slip Reports in the New
Zealand Version
Article • 03/04/2022
The Deposit Slip report displays cash and check details in a format required by the
bank.
To a print deposit slip report

2. Select the Bank journal.
4. On the Cash Receipt Journal page, choose the Print Deposit Slip action.
5. On the Gen. Journal Line FastTab, select the appropriate filters.
it on the screen.
See Also

Print Bank Account Reconciliation
Reports in the New Zealand Version
Article • 03/04/2022
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.
it on the screen.
See Also

Calculating Distribution Amounts in the
New Zealand Version
Article • 03/04/2022
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

Print Balance Sheet Reports in the New
Zealand Version
Article • 03/04/2022
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
Field Description
Amounts in whole Specifies the nearest unit to which the amounts must be rounded.
it on the screen.
See Also
Print Income Statements

Print Income Statements in the New
Zealand version
Article • 03/04/2022
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
Field Description
Amounts in whole Specifies the nearest unit to which the amount must be
rounded.
Show Amounts in Add. Specifies if the amounts will be displayed in the

Reporting Currency additional reporting currency.
it on the screen.
See Also
Print Balance Sheet Reports

Addresses in the New Zealand Version
Article • 02/15/2022
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

Determine Sales Price by Cost Plus
Percentage in the New Zealand Version
Article • 03/04/2022
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.
–or–
Choose the New action.
７ 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.

Field Description
Starting Date Filter The starting date.
Currency Code Filter The currency code.
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
See Also

Enter New Zealand Inland Revenue
Department Numbers
Article • 03/04/2022
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.
７ Note
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.
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.
See Also
New Zealand Business Numbers and Adjustment Notes

New Zealand Inland Revenue
Department Numbers and Adjustment
Notes
Article • 03/04/2022
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

Norway Local Functionality in the
Norwegian Version
Article • 05/01/2023
The following topics describe local functionality that is unique to the Norwegian version
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

investigated
Redesigned and upgraded non-deductible VAT July 2023
If you are aware of any upcoming regulatory features, please submit a Regulatory
Feature Alert .
See Also

Standard Audit Files - Tax
Article • 08/29/2022
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 extension 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.
７ Note
If you are using the on-premises version of Business Central, there are some
additional steps.
a. Download and import source files with SAF-T accounts. Download the SAF-
T mapping files from Skatteetaten's repo on Github .
b. Choose Import The Source Files For Mapping.
c. 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.
d. 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.
７ 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.
SAF-T files and data quality

You can configure Business Central with extra data quality validation controls that help
make sure that your SAF-T files can be validated by Skatteetaten. For example, SAF-T
files can only be validated when certain information exists on relevant records in
Business Central. To help ensure data quality for SAF-T you can enable more proactive
controls on the Data Quality FastTab on the SAF-T Setup page. Additionally, on the
SAF-T Export card page, use the Data check action to check the data quality before you
export the file.
７ Note
SAF-T exports will by default 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.
） Important
Due to the nature of exporting transactions, exporting SAF-T files will impact
performance of Business Central.
There are a couple of things you can do to improve performance:
Split by Date option.
This approach collects general ledger entries by date, not by month as is the
default with better performance as a result.
XML option
For Business Central on-premises, you have an option to not generate .ZIP files
from the export. This will export the raw XML files and is only possible where there
is a Folder Path to export to. The user can then compress the files manually, which
saves server performance. SAF-T files can be large and compressing them to a .ZIP
file is a costly operation for the server.
Create Multiple Zip Files option
Finally, for both online and on-premises, for very large exports with many transactions,
you can also use the option to create multiple .ZIP files. This is useful if individual files
per month are very large, or the count of files per date is too big. Use this option when
the single large ZIP file will not validate on the authorities' web site due to its size, for
example. Using this feature will split up the export into multiple ZIP files, up to 10 in
alignment with the requirements that are stated in the general SAF-T documentation.
The SAF-T Export File page is always opened when using the Download File action.
Here you can see how many files where generated and download them one by one.
See also

Norwegian VAT Reporting in the Norwegian
Version
Article • 08/29/2022
Business Central provides features that allow you to calculate and report VAT returns to the
Norwegian tax authorities.
This article shows the typical steps that you should follow when reporting Norwegian VAT.
） Important
This article assumes that you have set up VAT reporting. For more information, see Set Up
Calculations and Posting Methods for Value-Added Tax and Report VAT to Tax Authorities.
Set Up Business Central to Generate and Submit

Electronic VAT Returns
To submit VAT returns to Norwegian tax authorities, an administrator must create a connection to
ID-Porten at Digitaliseringsdirektoratet.
 Tip
We recommend that you always use Business Central in a browser to set up the connection to
ID-Porten.
Register your company with ID-Porten

To register your company with ID-Porten, follow the steps provided by Samarbeidsportalen . After
you register, note the following information. You'll need it when you use the assisted setup guide to
authorize Business Central to access ID-Porten.
Valid redirection URIs

Client ID
Client secret
） Important
It's important to safely store the client ID and client secret of the integration point.
Set up the integration point

After you register your company in ID-Porten, the next step is to create an integration point in your
company's account in ID-Porten. For more information, see integration point .
1. Sign in to Skatteetaten .
2. On the navigation pane, choose Integrasjoner, and under Produksjon, choose Ver 2.
3. Choose New Integration to add a new integration point.
Parameter name Parameter description Parameter value

(Norwegian)
Difi-tjeneste Select the service to be Select API-klient.

assigned correct scopes.
Scopes The application Select the following scopes:

programming interfaces
(APIs)/resources that the openid
integration can access. skatteetaten:mvameldinginnsending
skatteetaten:mvameldingvalidering
Kundens org.nr. The organization You don't have to specify a value in this field. The required
number of the service value is automatically set when the setup of the integration
owner. point is saved.
Integrasjonens identifikator The unique identifier of You don't have to specify a value in this field. The required
the service. value is automatically set when the setup of the integration
point is saved.
Navn på integrasjonen The name of the Specify Microsoft Dynamics 365 Finance.
integration as it appears
in the sign-in window.
Beskrivelse A brief description of the Specify Integration with Microsoft Dynamics 365 Finance.
service (for example,
"Meeting portal for NN
municipality").
Tillatte grant types A grant represents the Select the following grant types:
user's consent to retrieve
an access token. By authorization_code
selecting specific grants, refresh_token
you consent to the
corresponding methods
of retrieving an access
token.
Klientautentiseringsmetode The method of Specify client_secret_post.

authentication of your
client.
(Norwegian)
Applikasjonstype The application (or Select web.

client) type is the type of
runtime environment
that the client is running
under. OAuth2 chapter
2.1 lists the available
options. The choice of
client type is a security
assessment that the
customer will perform.
Gyldig(e) redirect uri-er This parameter applies The URI is a combination of your base URI and
only to personal sign-in OAuthLanding.htm. This value differs depending on whether
integrations. It specifies you use Business Central online or on-premises. For online,
the URIs that the client is use the following URI,
allowed to go to after https://www.businesscentral.dynamics.com/OAuthLanding.htm .
sign-in. Here is an example of a URI for on-premises:
https://<hostname>/OAuthLanding.htm .
Gyldig(e) post logout This parameter applies Specify https://skatteetaten.no .

redirect uri-er only to personal sign-in
integrations. It specifies
the URIs that the client is
allowed to go to after
sign-out.
Frontchannel logout uri The URI that the Specify https://skatteetaten.no .

provider sends a request
to upon sign-out that is
triggered by another
client in the same
session. If you don't set
this parameter, you risk
that users remain signed
in to your service when
they sign out of ID-
porten.
Frontchannel logout krever This parameter applies Leave this checkbox cleared.
sesjons-id only to personal sign-in
integrations. It's a flag
that determines whether
the issuer and session ID
parameters are passed
together with
frontchannel_logout_uri.
(Norwegian)
Tilbake-uri This parameter applies Specify https://skatteetaten.no .

only to personal sign-in
integrations. It specifies
the URI that a user is
sent back to when they
cancel sign-in.
Authorization levetid The lifetime of the Specify 31536000 (= one year).

(sekunder) registered authorization.
In an OpenID Connect
context, this
authorization will be
access to the "userinfo"
endpoint. The value
must be specified in
seconds.
Access token levetid The lifetime of the Specify 7200 (= two hours).
(sekunder) issued access_token in
seconds.
Refresh token levetid The lifetime of the Specify 0 (zero).

(sekunder) issued refresh_token in
seconds.
Refresh token type One-time – You Specify Engangs.

get a new
refresh_token at
each refresh of
access_token.
Reusable – A
refresh of
access_token
doesn't change
refresh_token.
Set up electronic VAT reporting
To make it easier to set up VAT reporting, Business Central provides the Set up an electronic VAT
submission assisted setup guide.
1. Choose the icon, enter Assisted Setup, and then choose the related link.
2. Choose Set up an electronic VAT submission to start the assisted setup guide. The guide will
help you complete the following steps:
Authorize Business Central to connect to ID-Porten.
On the Electronic VAT Setup page, enter the Client ID, Client Secret, and Redirect URI from
your company's registration for ID-Porten. Then, choose Open OAuth 2.0 setup page action.
On the OAuth 2.0 Setup page, choose the Request Authorization Code action to receive the
token you'll need to connect. You'll need the identification number, password, and pin for a
user who is allowed to submit VAT returns. After you provide those credentials, choose MinID
as the electronic ID.
Verify that you're using the correct VAT registration number for your company.
A message will prompt you to open the Company Information page, where you can double-
check the VAT registration number for your setup.
Update the rates for the VAT codes that require reporting.
Business Central provides 32 VAT codes, however, some VAT codes don't require that you
report VAT. You can automatically update the rates for VAT codes. Also, VAT codes can vary, for
example, for different industries or types of business. On the VAT Codes page, you can use the
Edit List action and then assign or remove the codes and rates that are relevant for your
business.
７ Note
The update assigns the rates that were valid in December, 2021. You are responsible for
ensuring that those rates are still valid.
Define your VAT posting setup to ensure that VAT amounts are posted to the correct accounts.
For more information, see Set Up Calculations and Posting Methods for Value-Added Tax.
Create a VAT statement to map the VAT business posting group with the VAT product posting
group.
The mapping determines how you post and track VAT in Business Central. You assign the VAT
codes to use for sales and purchasing.
７ Note
In addition to the settings described above, we automatically create a VAT report configuration
for submitting returns and getting responses. You can view the configuration on the VAT
Reports Configuration page.
VAT report setup

1. To set up a VAT report, choose the icon, enter VAT Report Setup, and then choose the
related link.
2. On the General FastTab, to let users modify VAT reports that have been submitted to the tax
authorities, select the Allow Modification field.
If the field isn't selected, users must create a corrective or supplementary VAT report instead.
3. On the General FastTab, select the Report VAT Base field if the VAT base must be calculated and
shown to the user in the VAT reports.
4. On the General FastTab, select the Report VAT Note field to make the VAT Note field available for
reporting from the VAT Return page.
5. On the Numbering FastTab, specify the number series that will be used for standard VAT reports.
This series will be the default number series that is used on any VAT report that you create.
6. On the Return Period and VAT Group Management FastTabs, specify the relevant information.
Create and submit a VAT return

1. Choose the icon, enter VAT Returns, and then choose the related link.
3. In the Version field, choose Elec VAT.
4. Optionally, in the KID field, specify a payment identification number.
5. Choose Suggest Lines to open the VAT Report Request Page page, where you specify criteria
for generating lines for the report.
6. After you've specified the criteria, choose OK.
7. On the VAT Settlement page, choose Release. Business Central now validates that the
information can be submitted to the Norwegian tax authorities.
8. To submit the VAT return, choose Submit. The status of the VAT return will change to
Submitted.
9. To view whether the tax authorities have accepted your submission, choose Receive Response.
７ Note
The response from the tax authority will not be immediately available.
７ Note
If you have selected the Report VAT Note option in the VAT Report Setup page, then the
Note field is visible and editable in the VAT Return page. Users can specify any free text
there. The value of the Note field will be included in the submission message.
Troubleshoot your connection to ID-Porten

If you don't receive a response after you submit your return, such as within 24 hours, contact ID-
Porten and ask them to verify that they received your return. To help them identify your return, you
can send the value from the Message ID field. By default, the field is hidden, but you can use page
inspection to get the value. For more information, see Inspecting Pages in Business Central.
You can also send a copy of the XML files for your submission and the response you received. To get
the files, on the VAT Return page, choose the Download Submission Message and Download
Response Message actions.
Close VAT periods

To align with legal requirements, VAT periods are to be closed after settling. Normally, a fiscal year
consists of six VAT periods, numbered 1 to 6. When the VAT is settled, the period is closed for further
posting.
 Tip
Not all organizations use the standard six VAT periods. Which periods the current organization
uses is defined in the VAT Period page.
You can view information about settled periods in the Settled VAT Period page. The closed periods
are created by the report Calc. and Post VAT Settlement when you post VAT. If you want to post in
the closed VAT period, you can open the period again by clearing the Closed field.
Tradesettlement report
Before January 2022, you used the Tradesettlement report to report VAT. This report is no longer
described in this article, but you can read about it in the Dynamics NAV 2016 documentation
archive.
See also
Norwegian VAT Codes
Proportional VAT
Norway Local Functionality
The VAT Group Management Extension

Norwegian VAT Codes
Article • 03/14/2022
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 in
Norway
Article • 03/14/2022
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.
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.
The following procedure explains the VAT posting setup.
To set up VAT posting

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.
７ 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 in Norway
Article • 03/14/2022
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.
７ 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 in the
Norwegian Version
Article • 02/15/2022
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

2. On the VAT Posting Setup page, fill in the fields as described in the following table.
Field Description
Calc. Prop. Select to indicate that you want to use the proportional VAT percentage.
Deduction Important: This field is available on the VAT Posting Setup page, but it is
VAT not shown by default. You can change how certain UI elements are
displayed. For more information, see Personalize Your Workspace.
Proportional Enter the percentage of VAT to deduct.

Deduction
VAT %
See Also
Proportional VAT

Print a VAT Reconciliation Report in the
Norwegian Version
Article • 02/15/2022
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.
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 Select if you want to print a list of all transactions without VAT
VAT amounts.
it on the screen.
See Also

Electronic Banking in Norway
Article • 02/15/2022
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
Reminders
Purchase orders
Purchase invoices
Purchase journals
Remittance journals
７ 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
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
Article • 02/15/2022
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
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
Article • 02/15/2022
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 Anskaffelser.no .
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
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
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

Article • 02/15/2022
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
2. Open the customer that you want to enable for EHF.
Field Description
GLN Required. Enter the Global Location Number (GLN) for the customer.

Code
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 Make sure that the Responsibility Center that you have selected has a
Center 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 in the Norwegian Version
Article • 02/15/2022
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
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 The path and name of the folder where you want to store the EHF files
Reminder Path for reminders.
E-Invoice Fin. The path and name of the folder where you want to store the EHF files
Charge Path for finance charge memos.
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
Field Description
E-Invoice Service The path and name of the folder where you want to store the EHF
Invoice Path files for service invoices.
E-Invoice Serv. Cr. The path and name of the folder where you want to store the EHF
Memo Path files for service credit memos.
See Also

Create Electronic Documents for EHF
Article • 02/15/2022
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.
７ 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

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.
７ 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

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.
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

Create Manual Remittance Payments in
the Norwegian Version
Article • 02/15/2022
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.
See Also
Remittance Errors
Cancel Payments

Set Up Remittance Agreements in the
Norwegian Version
Article • 02/15/2022
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.
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 Select the payment system that will be used. Payment systems include DnB
System 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 Specify the identification of the agreement for Bankernes

Unit ID Betalingssentral (BBS). This code is provided by BBS.
Latest BBS Specify the entry number that was used when payment was sent to
Payment Order BBS.
No.
6. On the Send FastTab, fill in the field as described in the following table.
Field Description
Payment Specify the path and the name of the file that contains the electronic
File Name 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 Select to automatically name the return file after it is imported without errors.
Return
File
Receipt Select to verify that the first-time return report is imported.

Return
Required
Return Select if you do not want to use return files for approval and settlement of
File Is payment. You can use this feature if you do not want to update payments with
Not In return information from the bank.
Use
On Hold Enter the code to update a rejected vendor ledger entry. The ledger entry will
Rejection be marked as On Hold, which means that after rejection, it is not added to the
Code 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
Field Description
New Specify how documents are numbered when payments are posted.
Document Options include Date, Vendor, and Specified for account.
Per Field
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.
７ 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.
See Also
Remittance Errors
Cancel Payments

Set Up Vendors for Remittance in the
Norwegian Version
Article • 02/15/2022
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

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 Specify a valid country/region code for a foreign address.

Code
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.
Field Description
Remittance Account Specify the code of the remittance account which the vendor
Code is using.
Remittance Agreement Specify the code of the agreement to which the account is
Code linked.
Recipient Bank Account Specify the vendor's account number used for remittance.
No.
7. On the Domestic FastTab, fill in the fields as described in the following table.
Field Description
Own vendor Select to use the recipient reference from the vendor.
recipient ref.
Recipient ref. 1 -- Enter the text that will print on the payment invoice.
inv.
Recipient ref. 1 - Enter the text that will print on the payment invoice when deducting
cred. 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. Enter the text that will print on the payment invoice.
Abroad
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.
Field Description
Warning Text Enter the warning text that is used if the Warning Notice field is set to
Other.
Recipient Select to specify how confirmation of payment is sent to the recipient.

Confirmation
Telex Specify the country/region code if the confirmation is sent using telex.
Country/Region
Code
Telex/Fax No. Specify the telex or fax number if the confirmation is sent using telex or
fax.
Recipient Specify the contact person’s name if a telex or fax confirmation is sent
Contact to the recipient.
Charges Specify who is charged the domestic charges in connection with the
Domestic 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 Enter a two-digit code for the payment type.

Code Abroad
Specification Specify information for your local government bank. Contact your bank
(Norges 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.

Field Description
Rcpt. Bank Specify the country/region code for the recipient. This field is required
Country/Region and must comply with ISO standards.
Code
SWIFT Remb. Specify the SWIFT address for reimbursement that is the recipient’s
Bank corresponding bank.
See Also
Remittance Errors
Cancel Payments

Recipient Reference Codes in the
Norwegian Version
Article • 02/15/2022
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 Payment Line Information in the
Norwegian Version
Article • 02/15/2022
Payment journal line information for the remittance payment is set up on the Payment
Info page.
To set up payment line information

2. Choose the Payment Info action.
3. On the Payment Info page, on the General FastTab, fill in the fields as described in
Field Description
Remittance Select the remittance account code.

Account Code
Remittance Specify the agreement code assigned to the account code.

Agreement Code
Remittance Type Specify the remittance type assigned to the account code. Remittance
types include Domestic and Foreign.
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 Specify the payment type code that is assigned to the
Domestic payment.
７ 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.
Payment Type Code Specify the payment type code that is assigned to the payment.
Abroad
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. Specify the future contract exchange rate that is used for this
Rate payment.
See Also
Remittance Errors
Cancel Payments

Create Remittance Accounts in the
Norwegian Version
Article • 02/15/2022
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.
７ 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.
3. On the Remittance Account Card page, on the General FastTab, fill in the fields as
Field Description
Code Specify the identification code for the account.
Remittance Select the agreement to which the account is connected.

Agreement Code
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.

Field Description
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.
Round Specify the finance account to post the difference as a result of

off/Divergence Acc. rounding.
No.
Max. Round Specify the maximum rounding or difference, which is accepted by

off/Diverg. (LCY) 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 Specify the general journal template to which settled payments are
Template Name transferred.
Return Journal Name Specify the general journal batch to which settled payments are
transferred.
Field Description
Recipient ref. 1- Specify the text that will print on the payment invoice.
Invoice
Recipient ref. 1- Cr. Specify the text that will print on the payment invoice when
Memo 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. Specify the template text that displays on the vendor card. This field
Aboard is for foreign payments only.
Futures Contract Specify the number of the futures contract, if the transaction is linked
No. to a futures contract.
Futures Contract Specify the exchange rate for the futures contract.
Exch. Rate
See Also
Remittance Errors
Cancel Payments

Test Remittance Payments in the
Norwegian Version
Article • 02/15/2022
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

3. On the Options FastTab, select the Show Dimensions field to print dimensions on
the test report.
it on the screen.
See Also
Remittance Errors
Cancel Payments

Create Remittance Suggestions in the
Norwegian Version
Article • 02/15/2022
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.
７ 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

2. Choose the Remittance Suggestion action.
3. On the Suggest Remittance Payments page, on the Options FastTab, fill in the
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 Select to insert the due date of the entry as the posting date
Due Date for the payments.
Field Description
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 Select to pay only invoice or debit entries.

Ledger Entries only
See Also
Remittance Errors
Cancel Payments

Types of Payment Returns Files in the
Norwegian Version
Article • 02/15/2022
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.
７ 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
Remittance Errors
Cancel Payments

Import Payment Return Data in the
Norwegian Version
Article • 02/15/2022
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.
Field Description
Payment Enter a note that is transferred to the payment order.

order note
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.
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.

Field Description
Remittance Warning Text Shows the description of the warning, if applicable.
See Also
Remittance Errors
Cancel Payments

Remittance Errors in the Norwegian
Version
Article • 02/15/2022
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.
７ 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
Cancel Payments

View Remittance Error Codes in the
Norwegian Version
Article • 02/15/2022
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
Remittance Errors
Cancel Payments

Cancel Payments in the Norwegian
Version
Article • 02/15/2022
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.
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.
ee Also
Rcipient Reference Codes
Remittance Errors

Delete Remittance Payment Orders in
Article • 02/15/2022
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.
See Also
Remittance Errors
Cancel Payments

Export Remittance Payments in the
Norwegian Version
Article • 02/15/2022
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
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
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.
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
Remittance Errors
Cancel Payments

Article • 02/15/2022
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
Article • 02/15/2022
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.
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 Select to rename the file after import and prevent the file from being
Return File imported more than one time.
3. On the Gen. Ledger FastTab, fill in the fields as described in the following table.
Field Description
Bal. Select a balance account type. Balance account types include Gen. Ledg.
Account Account and Bank Account.
Type
Bal. Select a balance account number.

Account
No.
Max. Enter a maximum divergence value. If the divergence on a payment is less

Divergence 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 Enter the divergence account number that will receive posting.
Account
No.
Field Description
Journal Select the name of the journal template that should receive the imported
Template OCR Giro payments.
Name
Journal Select the name of the journal that should receive the imported OCR Giro
Name 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.
７ 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

Article • 02/15/2022
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

2. In the Batch Name field, select a journal batch.
７ 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

The OCR payment files are posted to the cash receipt journal.
See Also
Set Up OCR Payments
Work With General Journals

Article • 03/31/2022
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.
Field Description
Show only Lines with OCR Select to print only the journal lines that contain a warning in
Errors the test report.
Show Dimensions Select to print dimension information on the test report.
it on the screen.
See Also
Set Up OCR Payments

Apply General Ledger Entries in Closed
Periods
Article • 02/15/2022
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

2. On the General FastTab, select the Application always Allowed check box to apply
entries outside the allowed posting period.
７ Note
By default, the Application always Allowed check box is not selected.
5. On the User Setup page, select the Application always Allowed check box for
each user who can apply entries to a closed period.
See Also

Recurring Orders
Article • 02/15/2022
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
Set Up Recurring Groups
Set Up Recurring Orders
Create Recurring Orders

Create Recurring Orders in the
Norwegian Version
Article • 02/15/2022
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.
Field Description
Processing Enter the date to process the blanket orders.

Date
Create Select to create only the latest recurring order for the blanket orders
only latest processed. This option overrides the equivalent option for the recurring
group.
See Also
Recurring Orders
Create Blanket Sales Orders

Article • 02/15/2022
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.
Field Description
Code Enter a code to identify the recurring group.
Description Enter a description for the recurring group.
Date Enter a date formula to calculate the time interval between orders.
formula
Create only Select if you want only the latest recurring order created if the recurring
the latest 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 Enter the first date of the recurring group.

date
Closing Enter the last date of the recurring group.

date
4. On the Update FastTab, fill in the fields as described in the following table.
Field Description
Field Description
Update Select one of the following options to update the document date:
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 Enter a date formula to calculate the document date on the order.
Date
Formula
Delivery Enter a date formula to calculate the delivery date on the order.
Date
Formula
Update Select one of the following options for updating prices on new orders:
Price
- 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 Select one of the following options to manage the quantity specified on the
Number 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 Select to reset the delivery options for the recurring group.
Delivery
See Also
Recurring Orders

Article • 02/15/2022
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

Field Description
Order Enter the order date. The order date is used when you create new recurring
Date orders. Orders with an order date on or before the processing date are
processed.
Recurring Enter the recurring group code for the recurring group. When a blanket order
Group contains a recurring group code, the blanket order is available as a recurring
Code order.
Field Description
Quantity Enter the quantity for the blanket order.
Qty. to Enter the quantity to ship. This quantity is used when you create new orders as
Ship recurring orders.
See Also
Recurring Orders
The Payroll Data Definitions Extension in
Article • 02/15/2022
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.

See Also

Import Payroll Transactions in the
Norwegian Version
Article • 02/15/2022
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.
７ 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

See Also
The Payroll Data Definitions (NO) Extension

Set Up KID Numbers on Sales
Documents
Article • 02/15/2022
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

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 Enter the number of digits used for the document number.
No. length
Customer Enter the number of digits used for the customer number.
No. length
Use KID on Select to print KID numbers on finance charge memos. Note: If selected,
Fin. Charge then you must also select the Document Type + Document No. format in
Memo the KID Setup field.
Use KID on Select to print KID numbers on reminders. Note: If selected, then you must
Reminder also select the Document Type + Document No. format in the KID Setup
field.
See Also

Set Up Document Printing
Article • 02/15/2022
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.
７ Note
KID information will also print where the giro information is printed.
The following documents require a printed giro:
Invoices
Credit 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.
See Also

Russia Local Functionality
Article • 03/09/2023
There are Russia-specific features in Business Central you can use to track and manage
your business. For example, you can use the local functionality features in Business
Central to calculate value-added tax (VAT) due based on Russian VAT rates and
regulations.
Core finance
Financial Reports Overview Available Now
Import and Export Financial Reports Available Now
Define a Financial Report Extension Available Now
Define a Financial Report Constant Available Now
Work with Financial Reports 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 Purchases 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
Bill of Lading 2022 release wave 1
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

investigated
See also
Russian Chart of Accounts
Russian Receivables Reports
Russian Payables Reports
Special Codes for Company Information, Customers, Vendors
Country/Regional Availability and Supported Languages

Financial Reports Overview
Article • 09/30/2022
Financial reports are one of the main tools you can use to provide information for
required statutory reports. Because of user-defined rows and columns, you can decide
which data you want to compare and how. This means 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 financial report.
To better manage the report data, you can:
Create general ledger correspondence.

Create constants.
Create extensions.
Create expressions.
Financial reports are set up on the Financial Reports page.
７ Note
Make sure to print the following reports to review the general ledger account
information you are using in financial reports:
G/L Account Turnover report G/L Account Card report G/L Account Entries
Analysis report
See also
Import and Export Financial Reports
Define a Financial Report Extension
Define a Financial Report Constant

Import and Export Financial Reports
Article • 09/30/2022
You can import and export financial reports into other companies and databases.
To import and export financial reports

2. Choose the Import Settings or the Export Settings action. An extensible markup
language (XML) file is created for the import or export.
７ Note
When you import financial reports, all existing records with primary key values that
are equal to imported values are deleted.
See also

Article • 09/30/2022
Business Central enables you to define an extension for a financial report line.
Extensions are useful if you want to filter the data of your general ledger accounts.
To define a financial report extension

1. Choose the icon, enter Financial Report, then choose the related link.
2. Select the financial report for which you want to define an extension.
3. Select Edit Financial Report.
4. In the Row No. field, select the number of the financial report row for which you
want to define an extension.
5. In the Totaling Type field, select Custom, and then select the table you want to use
from the Extension Source Table field.
Based on your selections, the financial report information is filtered from the entry
tables, and then new amounts are calculated for the specified financial report line.
See also

Article • 09/30/2022
Business Central enables you to define a constant for a financial report line. Constants
are useful if a financial report value does not change.
To define a financial report constant

1. Choose the icon, enter Financial Report, then choose the related link.
2. Select the financial report for which you want to define a constant.
3. Select Edit Financial Report.
4. In the Row No. field, select the number of the financial report 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

Article • 09/30/2022
Use financial reports to get insight into the financial data stored in your chart of
accounts. Financial reports analyze figures in general ledger (G/L) accounts, and
compare general ledger entries with general ledger budget entries. The results display in
charts on your Home page, for instance the cash flow chart.
Business Central provides a few sample financial reports you can use right away, or you
can set up your own rows and columns to specify which figures to compare. For
example, you can create financial reports to calculate profit margins on dimensions such
as departments or customer groups. You can create as many customized financial
statements as you want.
Setting up financial reports requires an understanding of the financial data in the chart
of accounts. So, for example, you could view general ledger entries as percentages of
budget entries. This requires you to have created budgets. Learn more at Create
Budgets.
Account categories and financial reports

You can use 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 Financial Reports action, the underlying financial reports 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 financial reports

You use financial reports 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.
2. On the Financial Report page, choose the New action to create a new financial
report name.
4. Choose the Edit Financial Report action.

5. On the Financial Report page, fill in the fields as necessary.
When you have created a new financial report 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 financial report.
6. Choose the Edit Column Layout Setup action.
7. On the Column Layout page, fill in the fields as necessary.
７ Note
If you did not assign a default column layout to the financial report, you must set
the columns up manually.
To create a column that calculates percentages

Sometimes you may want to include a column in a financial report to calculate
percentages of a total. So, let's say you have a number of rows that break down sales by
dimension, you might want a column to indicate the percentage of total sales each row
represents.
2. On the Financial Reports page, select a report.
3. Choose the Edit Financial Report action to set up a financial report row to
calculate the total on which the percentage 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, then 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 Definition action to set up a column.
7. Fill in the fields on the line as follows: In the Column Type field, select Formula;
then in the Formula field, enter a formula for the amount that you want to
calculate a percentage for, followed by the percent sign (%). For example, if
column number N contains the net change, enter N%.
8. Repeat steps 4 through 7 for each group of rows you want to break down by
percentage.
To set up financial reports with overviews

You can use a financial report to create a statement comparing general ledger figures
and general ledger budget figures.
3. Choose the Edit Row Definition action
4. On the Row Definition page, in the Name field, select the default financial report
name.
5. Choose the Insert Accounts action.
6. Select the accounts you want to include in your statement, then choose OK.
The accounts are now inserted into your financial report. If you want you can also
change the column layout.
7. Go back to the Financial Reports page and choose the Edit Financial Report
action.
8. On the Dimensions FastTab, set the budget filter to the desired filter name.
9. Choose OK.
Now you can copy and paste your budget statement into a spreadsheet.
See also
Finance
Setting Up Finance

General Ledger Correspondence
Article • 02/15/2022
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:
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.
Field Description
Other parameters: Specify the view of the report, such as whether the
Without Zero Net Changes, Without information for each account should be written without
Zero Lines, Debit Credit Separately, zero lines or net changes.
New Page for GL Acc
See Also

Currency information, Import currency
rates
Article • 02/15/2022
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. Specifies if it is possible to run the Import Currency Exch. Rate batch job.
Exch. Rates
Import Conflict Specifies what will happen if a user runs the Import Currency Exch. rate batch
Resolution 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.
Import currency rates:
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

Set Up Responsible Employees and
Advance Statements
Article • 02/15/2022
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.
To create a Responsible Employee Card from an Employee

card
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
Post Code Specifies the value that is filled automatically from similar fields in the
Country/Region Specifies the value that is filled automatically from similar fields in the
Code Employee Card window or is entered manually.
Phone No. Specifies the value that is filled automatically from similar fields in the
Search Name Specifies the value of the Name field is entered from the displayed
Resp. Employee Card window.
Communication Specifies the values that are filled automatically from similar fields in
(E-Mail, Home the Employee Card window or is entered manually.
Page)
Currency Code Specifies a blank by default.
Gen. Bus. Posting Specifies the value of the Adv. Stmt. Gen. Bus. Posting Gr field from
Group the Purchases and Payables setup on the Advance Statement FastTab.
VAT Bus. Posting Specifies the value of the Adv. Stmt. VAT Bus. Posting Gr field from
Group the Purchases and Payables setup on the Advance Statement FastTab.
Vendor Posting Specifies the value of the Adv. Stmt. Vendor Posting Gr field from the
Group 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
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 Specifies the posting date and document date. By default, these fields are
Date, filled in with the value from the work date. It can also be filled in manually.
Document
Date
Employee Specifies the number of responsible employee. The value is selected manually
No. from the vendor list.
Employee Specifies the name of responsible employee. This field is filled in

Name automatically with the values of the Name and Name2 fields of the Resp.
Employee Card window.
Advance Specifies the purpose of advance.

Purpose
Posting Specifies the posting description of the document. This field is filled in
Description automatically with the value from the Invoice No. field. The field can be
edited manually.
Vendor Specifies the number of an external document. This field is filled in

Invoice No. 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 Specifies the number of documents that confirm expenses and number of
Documents, pages of these documents. The fields are filled in manually with numeric
No. of values.
Pages
Remaining Specifies the cash document that closes the remaining or overdraft amount
or for this advance statement. A payment document is selected from the
Overdraft vendor ledger entries of the responsible employee.
Doc. No.
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. If Type = Empl. Purchase: In the Empl. Purchase Vendor No. field, select a
Purchase Vendor card from the Vendor List glossary.
Vendor No.
Empl. If Type = Empl. Purchase: In the Empl. Purchase Entry No. field, select a
Purchase posted vendor entry from the vendor ledger entries. Note: You must post
Entry No 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 The fields are filled in manually. In the Empl.Purchase Document No. field,
Document No, enter the number of the document that confirmed expenses in the current
Empl. line. In the Empl. Purchase Document Date field, enter the date of the
Purchase document that confirmed expenses in the current line.
Document
Date
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 Quantity and cost of expenses (items and fixed assets). The fields are filled
Cost Excl. VAT 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 This field is filled in automatically.

Type
4. On the Options FastTab, specify the employees for signing the document as listed
Parameter Description
Accountant Select an employee code (cashier) from the Employee List table to fill in the
(Cashier) 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
Accountant Select the employee code (cashier) from the Employee List table to fill in the
(Cashier) 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 in the Russian
version
Article • 02/15/2022
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 Enables you to create and print customs declarations for import and export
Declarations goods.
Information
Set Up and Create Enables you to create and print a Letter of Attorney that you can use to
Letters of authorize an individual or organization to act on the behalf of another in a
Attorney legal or business matter.
Russian Payables Enables you to view and print general ledger turnover and finance reports
Reports that originate from vendor purchase transactions.
Russian Enables you to view and print general ledger turnover and finance reports
Receivables that originate from customer sales transactions.
Reports
Set Up Customer Enables you to set up advance payments on sales orders that are received
Prepayments before a final invoice is issued.
Set Up Vendor Enables you to set up advance payments on purchase orders that are paid
Prepayments before a final invoice is issued.
Posting Vendor Enables you to post and apply prepayment.

and Customer
Prepayments
Prepayment Enables you to post prepayment differences.

differences
Set Up Customer Enables you to set up agreements with customers and vendors.
and Vendor
Agreements
See Also

Custom declaration
Article • 02/15/2022
Russian legislation requires companies to record and track the customs declaration
number for all imported goods. If a company sells imported goods, it must print the
customs declaration number and the country/region of origin on invoices.
Setup
７ Note
You may need to enable this capability by going to the Feature Management page
and enable Feature Update: Use tracking by package number in reservation and
tracking system.
To check the format of customs declarations

Custom declarations have a special format. You can verify that your format is correct by
choosing Yes in the Check CD No. Format field on the Inventory Setup page. You must
also specify a format on the CD Number Format page. The following table describes the
symbols you can use.
Symbol Use for
# Any number.
@ Any Russian or Latin letter.
? Any character
All other characters are an exact match.
To set up item tracking codes

2. Create new item tracking codes that will be used for items that require custom
declaration tracking.
3. Set the Package Specific Tracking to Yes for the item tracking code.
4. Choose CD Tracking Location Setup, where you can define rules for specific
locations. For example, you can configure a foreign location to use temporary
customs declaration tracking until the moment the goods cross the border and
receive a real customs declaration number.
6. Assign the item tracking code to all items that require customs declaration
tracking.
To create a customs declaration

1. Choose the icon, enter Custom Declarations, and then choose the related link.
2. Create a new customs declaration, and fill in the following fields.
Field Description
No. Specifies the custom declaration number.
Description Specifies the description of the custom declaration number.
Source Select the source type for the custom declaration. Source types include
Type Blank, Customer, Vendor, and Item.
Source No. Specifies the source number from either the Customer, Vendor, or Item List
table.
Country of Specifies the country/region for the customer if all the items in the customs
Origin declaration came from the same country/region. Information from this field is
Code copied to lines on the customs declaration.
Declaration Enter the date of the customs declaration.

Date
3. Create lines with items according to the content of the declaration you received
from the customs authority.
７ Note
You may want to create a temporary customer declaration to enable scenarios

when goods are first received at a custom location. Set Temporary CD Number to
Yes on the lines of the temporary customs declaration. You will be able to assign
permanent customs declaration number when transferring goods to or from
customs and your warehouse.
If you choose Yes in the Check CD No. Format field on the Inventory Setup page,
the Temporary CD Number field is automatically set based on what you entered in
the CD No field.
Purchase and Sales

The process of assigning a customs declaration number is similar to assigning lot and
serial numbers. For more information, see Assign Serial and Lot Numbers to Items for
Tracking
To change a customs declaration number

The process of changing customs declaration numbers is similar to changing lot and
serial numbers. For more information, see Reclassify Serial and Lot Numbers
Printing the Factura-Invoice

You must print the customs declaration number on Factura-Invoice documents.
To print the posted factura-invoice

1. Choose the icon, enter Posted Sales Invoice, and then choose the related link.
2. Choose the Print action, and then choose Posted Factura-Invoice.
3. Choose the Print action to print the report, or choose the Preview action to view it
on the screen. Choose the Cancel action to save the information without printing
the report.
To print the factura-invoice before posting

2. Choose the Print action, and then choose the Order Factura-Invoice action.
3. Choose the Print action to print the report, or choose the Preview action to view it
on the screen. Choose the Cancel action to save the information without printing
the report.
See Also

Set Up and Create Letters of Attorney
Article • 02/15/2022
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

related link.
2. On the Background Posting FastTab, fill in the Letter of Attorney Nos. and
Released Letter of Attorney Nos. fields.
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 Enter the number of the printed document. This number is documented in
Attorney the printing form of the document and in the Letter of Attorney journal. This
No. field is filled in automatically from the numbering series.
Employee Enter the employee number.

No.
Employee Specifies the name of the employee. The field is filled in automatically from
Full Name the Employee Card.
Employee Specifies the job title of the employee. The field is filled in automatically from
Job Title the Employee Card.
Field Description
Source Enter the type of source document. You can create a Letter of Attorney
Document (header and lines) on the basis of an existing purchase document that is not
Type yet posted.
Source Enter the source document number.

Document
No.
Buy-from Specifies the vendor number. The field is filled in automatically from the
Vendor No. purchase document when a source document is chosen. You can manually
choose the vendor.
Buy-from Specifies the name of the vendor. The field is filled in automatically from the
Vendor Vendor Card.
Name
Document Specifies information about the source document. The field is filled in
Description automatically, but you can also manually enter the document description.
Realization Specifies the document that is realized.

Check
Document Enter the date of the Letter of Attorney. This field is filled in with the work
Date date by default. Manually enter the date of the document, if needed.
Validity Enter the validity date of the document. This field is filled in by default, with
Date 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.
See Also
Set Up Responsible Employees and Advance Statements

Article • 02/06/2023
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 Select this column to enter the vendor posting group. This column is not
Group editable.
Starting Balance LCY, Select this column to enter the balance at the beginning and the end of
Debit Amount (LCY), the period, debit amount, credit amount, and net change for the period.
Credit Amount (LCY), All amounts are shown in the local currency. The values of these columns
Ending Balance LCY, are calculated for all the general ledger entries with the source type
Net Change (LCY). 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 keys) 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 Select this field to replace zero values with blanks during printing.
blanks
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
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.
Field Description
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 Select this field to replace zero values with blanks during printing.
blanks
Skip accounts without net Select this field to exclude lines without net changes within the
changes period.
Skip accounts with zero Select this field to exclude lines with zero ending balances at the
ending balance end of the period.
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
Vendor posting group code

Vendor posting group name
Starting balance (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
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.
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.
Starting Select this option to specify the start date of the period.
Date
Ending of Select this option to specify the end date of the period.
period
Report Select this option to specify the currency you want to use in the report. You can
Currency choose: - Local currency - Transaction currency
New Page Select this option to print the data for each vendor on a separate page.
For Vendor
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
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
Set Up Customer and Vendor Agreements

Article • 02/15/2022
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
Field Description
Rounding Precision Select this field to choose the required rounding precision: 0.001, 0.01, 1,
or 1000.
Replace zero values Select this field to replace zero values with blanks during printing.
by blanks
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)
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.
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 Select this field to exclude lines without net changes within the
changes period.
Skip accounts with zero Select this field to exclude lines with zero ending balances at the
ending balance end of the period.
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)
Ending balance (debit or credit)
To access the Customer Posting Group Turnover report
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
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.
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 Select this field to print the data for each customer on a separate page.
Customer
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

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.
Starting Date Enter the start date of the period.
Ending Date of Enter the end date of the period.

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
Set Up Customer and Vendor Agreements

Set Up Customer Prepayments
Article • 02/15/2022
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

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 Select to post prepayments using the subaccount specified in the

Prepayment Prepayment Account field in the Customer Posting Groups window.
Account
Create Select to create an invoice for the prepayment. If this field is not
Prepayment selected, an invoice for the prepayment will not be created.
Invoice
Posted Enter the code of the number series that you want to use for
Prepayment prepayment invoices.
Nos.
Posted PD Doc. Enter the code of the number series that you want to use for
Nos. prepayment documents.
PD Doc. Nos. Select if you want to use a number series or symbol to identify
Type prepayment documents.
Symbol for PD Enter a symbol to be printed on prepayment documents.

Doc.
Field Description
PD Gains Enter the code for the dimension that is used to generate conditional
Condition Dim prepayment gains.
Value
PD Losses Enter the code for the dimension that is used to generate conditional
Condition Dim prepayment losses.
Value
PD Gains Kind Enter the code for the dimension that is used to generate payment in
Dim Value kind prepayment gains.
PD Losses Kind Enter the code for the dimension that is used to generate payment in
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

Set Up Vendor Prepayments
Article • 02/15/2022
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

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 Select to post prepayments using the special subaccount specified in the
Prepayment Prepayment Account field in the Vendor Posting Groups window.
Account
Posted PD Doc. Enter the code of the number series that you want to use for prepayment
Nos. documents.
PD Doc. Nos. Select if you want to use a number series or symbol to identify
Type prepayment documents.
Symbol for PD Enter a symbol to be printed on prepayment documents.

Doc.
PD Gains Enter the code for the dimension that is used to generate conditional
Condition Dim prepayment gains.
Value
PD Losses Enter the code for the dimension that is used to generate conditional
Condition Dim prepayment losses.
Value
PD Gains Kind Enter the code for the dimension that is used to generate payment in
Field Description
PD Losses Kind Enter the code for the dimension that is used to generate payment in
Dim Value 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

Posting Vendor and Customer
Prepayments
Article • 02/15/2022
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.
See Also

Prepayment Differences
Article • 02/15/2022
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 Specifies if you want to post prepayments using the general ledger account.
Account
Posted PD Doc. Specifies the number series from which numbers are assigned to new
Nos. 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 Specifies if you want to post prepayments using the general ledger
Account account.
Create Prepayment Specifies if you want to create an invoice for the prepayment.
Invoice
Posted Prepayment Specifies the number series from which numbers are assigned to new
Nos. records.
Posted PD Doc. Specifies the number series from which numbers are assigned to new
Nos. 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

Set Up Customer and Vendor
Agreements
Article • 02/15/2022
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
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 Select a dimension code for agreements.

Agreement
Synch. Select this field to create a dimension value code after agreements is
Agreement created, and the dimension value codes are equal to the agreement codes.
Dimension
Customer Select the customer agreement number series.

Agreement
Nos.
To create a customer or vendor agreement

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.
Source No. Select this field to see the number of the vendor or customer for whom the
agreement is created.
Source Enter the name of the vendor or customer for whom the agreement is
Name created. The source name is automatically retrieved from the Vendor or
Customer table.
Dimension Enter the dimension value code. Enter agreement and dimension
Value Code 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 Enter starting date of the period for which you want to use the agreement.
Date
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

Overview - Fixed Assets
Article • 02/15/2022
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 Enables you to understand and use depreciation methods that are
Depreciation 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 Specifies how to post gratuitous receipt of fixed assets

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 Enables you to manage the movement and history of fixed assets.
and Employees
Fixed Asset Turnover Enables you to manage the turnover of fixed assets.
Create Future Expense Enables you to post expenses to a special account that are later
Journals included as expenses.
Create a Fixed Asset Specifies how to create a new fixed asset charge.
Charge
Create a Credit Memo Specifies how to fix an error on a fixed asset charge of an invoice
for a Fixed Asset Charge using a credit memo.
Selling Fixed Assets Specifies how to sale fixed asset

Topic Description
Release, Track, and Specifies how to release, track, and write-off the fixed assets of your
Write-Off Fixed Assets organization.
View Posted Entries on a Specifies how to view all posted fixed asset entries for each fixed asset
Fixed Asset Charge charge code.
Set Up an Intangible Enables you to post intangible asset transactions to a special

Assets Account intangible assets account.
Account for the Cost to Enables you to account for the cost to dispose a fixed asset as an
Dispose a Fixed Asset expense.
Undepreciable Fixed Enables you to recognize the complete cost of a fixed asset at the
Assets time of acquisition.

Calculate Assessed Tax
Article • 02/15/2022
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.
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.

Field Description
Description Specifies a description for the assessed tax code.
Region Specifies a two-character region code that is used together with the Tax
Code 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.
Dec. Rate Specifies a code for the assessed tax allowance code that reduces the
Tax calculated assessed tax amount according to the tax allowances directory.
Allowance This code is defined in the Assessed Tax Allowance table.
Code
Dec. Specifies the amount of an assessed tax allowance.

Amount
Tax
Allowance
Code
Decreasing Specifies the value to be used in the assessed tax calculation if there is a tax
Amount allowance that reduces assessed taxes.
Exemption Specifies a code for an assessed tax allowance exemption. This code is
Tax defined in the Assessed Tax Allowance table.
Allowance
Decreasing Specifies whether the decreasing amount value is a percentage or an amount.

Amount
Type
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.
10. On the Assessed Tax FastTab, fill in the fields as described in the following table.
Field Description
Assessed Specifies the assessed tax code that is associated with the fixed asset.
Tax
Code
Field Description
Property Specifies the property type of the fixed the fixed asset. Property types include:
Type Immovable UGSS Property, Immovable Distributed Property, Other Property,
and Special Economic Zone Property.
Book Specifies the book value of the fixed asset, per share.
Value
per
Share
OKATO Specifies the region where the current fixed asset is situated.
Code
Tax Specifies the amount of tax that was paid abroad for the fixed asset.
Amount
Paid
Abroad
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.
See Also
Fixed Assets

Depreciation Bonus
Article • 02/15/2022
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 Select if you want fixed asset releases to be used to calculate the depreciation bonus
Depr. base.
Bonus
Base
Depr. Enter a tax difference code that is used to calculate the depreciation bonus. The
Bonus TD selected tax difference code should be identified as a depreciation bonus during tax
Code difference setup.
Field Description
Depr. Enter the starting date from which depreciation is recovered if the fixed asset is sold.
Bonus If the fixed asset is sold before this date and the depreciation bonus has already
Recovery been applied, the depreciation bonus will not be recovered.
from
Depr. Enter the period in which the depreciation bonus is recovered if the fixed asset is
Bonus sold.
Recov.
Per. (Year)
Depr. Enter the tax difference code that is used to calculate the depreciation bonus
Bonus recovery amount in tax accounting.
Recovery
TD Code
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
Article • 02/15/2022
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 How to: Create a
Fixed Asset Charge.
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

Gratuitous Receipt of Fixed Assets.
Article • 02/15/2022
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 Depending on the settings of the journal section, the document number is entered
No. manually or filled in automatically.
Document Not fill

Type
Account Fixed Asset

Type
Account No. Code of Fixed Asset
Depreciation Specify the code of the depreciation book in which the Acquisition of fixed assets
Book Code is posted.
FA Posting Acquisition Cost

Type
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 G/L Account

Type
Bal. Account G/L Account for accounting of deferred income.

No.
TAX Tax difference code for the acquisition of fixed assets.

Difference
Code
3. Post the line.

７ 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 Depending on the settings of the journal section, the document number is entered
No. manually or filled in automatically.
Document Not fill

Type
Account Fixed Asset

Type
FA No. Code of Fixes Asset
Depreciation Specify the code of the depreciation book in which the Acquisition of fixed assets
Book Code is posted.
FA Posting Acquisition Cost

Type
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
Article • 02/15/2022
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.
７ 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.
Fixed Asset Select the fixed asset journal template to work with the fixed assets list during
Journal the inventory auditing process. It is filled by default with the fixed asset
Template journal template.
Depreciation Select the depreciation book with the records, which will be calculated by
Book Code quantities and amounts.
Starting Specify the document number used to make lines in the fixed asset journal.
Document No.
Document Date Specify the document date.
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 Select this field to create fixed asset journal lines for fixed assets which have a
Asset with Book book value of zero.
Value = 0
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.
７ 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
７ Note
The amount value is the book value of the fixed asset.

See Also
Fixed Asset Locations and Employees

Article • 02/15/2022
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.
７ 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.
７ 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 Turnover
Article • 02/15/2022
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 Charges
Fixed Assets

Create Future Expense Journals
Article • 02/15/2022
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

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.
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 Specifies the fixed asset posting date that is associated with the future
Date expense journal.
Field Description
Document Specifies the document number that is associated with the future expense
No. journal.
FA No. Specifies the fixed asset number that is associated with the future expense
journal.
Depreciation Specifies the depreciation book code that is associated with the future
Book Code expense journal.
FA Posting Specifies the fixed asset posting type that is associated with the future
Type expense journal. Fixed asset posting types include Acquisition Cost,
Depreciation, Write-Down, Appreciation, Custom 1, Custom 2, Disposal,
Maintenance, Salvage Value, and Transfer.
Description Specifies the description that is associated with the future expense journal.
Location Specifies the location code that is associated with the future expense
Code journal.
Amount Specifies the amount that is associated with the future expense journal.
Depr. Amount Specifies the depreciation amount without normalizations that is

w/o associated with the future expense journal.
Normalization
Actual Specifies the actual quantity that is associated with the future expense
Quantity journal.
Calc. Quantity Specifies the calculated quantity that is associated with the future expense
journal.
Actual Specifies the actual amount that is associated with the future expense
Amount journal.
Calc. Amount Specifies the calculated amount that is associated with the future expense
journal.
Actual Specifies the actual remaining amount that is associated with the future
Remaining expense journal.
Amount
Salvage Specifies the salvage amount that is associated with the future expense
Amount journal.
No. of Specifies the number of depreciation days that is associated with the
Depreciation future expense journal.
Days
Depr. Until FA Specifies if the depreciation until fixed asset posting date is used with the
Posting Date future expense journal.
Field Description
Depr. Specifies if the depreciation acquisition cost is used with the future
Acquisition expense journal.
Cost
Duplicate in Specifies the duplicate in depreciation book that is associated with the
Depreciation future expense journal.
Book
FA Error Entry Specifies the fixed asset error entry number that is associated with the
No. future expense journal.
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
Article • 02/15/2022
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.
Field Description
No. Specify the fixed asset charge code.
Description Specify the description of the fixed asset charge.
Gen. Prod. Specify the default general product posting group that will be used for
Posting Group the fixed asset charge code.
VAT Prod. Specify the default VAT product posting group that will be used for the
Posting Group fixed asset charge code.
Global Specify the global dimension code that is associated with the fixed asset
Dimension 1 charge.
Code
Global Specify the global dimension code that is associated with the fixed asset
Dimension 2 charge.
Code
Exclude Cost for Select if you want to exclude the fixed asset charge from tax accounting.
TA
G/L Acc. For Specify the general ledger account to post the fixed asset charge
Released FA amount to when the fixed asset is released.
Tax Difference Specify the tax difference code that is associated with the fixed asset
Code FA charge.
See Also

Create a Credit Memo for a Fixed Asset
Charge
Article • 02/15/2022
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.
７ Note
You can also create a credit memo for the fixed asset charge by copying the
original invoice.
See Also
Fixed Assets

Selling Fixed Assets
Article • 02/15/2022
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 Selected

Date
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

Field Description
No. Fixed Asset Code
Quantity 1
Unit Price Price of Fixed Asset
See Also
Fixed Assets

Release, Track, and Write off Fixed
Assets
Article • 02/15/2022
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

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.
Field Description
No. Enter the identification number that is assigned to the fixed asset release.
Field Description
Posting Enter a description for the fixed asset release. A description is automatically
Description created from the document type and release number.
Reason Enter the identification number of the source document that is the reason
Document for the fixed asset release.
No.
Reason Enter the date of the source document that is the reason for the fixed asset
Document release. This information is used in fixed asset reports and entries.
Date
FA Posting Enter the date on which the fixed asset release is posted. This information
Date is used in fixed asset reports and entries.
External Enter the number of the external document that relates to this fixed asset
Document release.
No.
Posting No. Enter an identifying posting number to use for the fixed asset release entry.
Shortcut Enter the department code that is associated with the fixed asset.
Dimension 1
Code
Shortcut Enter the incexp code that is associated with the fixed asset.
Dimension 2
Code
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 Enter the code for the depreciation book that is used to post depreciation
Book Code for the fixed asset. The value is set using information from the Fixed Asset
Setup window.
New Enter an alternative depreciation book code that is used to post

Depreciation depreciation for the released fixed asset entry.
Book Code
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.
Field Description
No. Enter an identification number that is assigned to the fixed asset movement
entry.
Posting Enter a description for the fixed asset movement entry. A description is
Description automatically created from the document type and movement number.
Reason Enter the identification number of the source document that is the reason
Document for the fixed asset movement.
No.
Reason Enter the date of the source document that is the reason for the fixed asset
Document movement. This information is used in fixed asset reports and entries.
Date
FA Location Specifies the location of the fixed asset before it being moved.
Code
New FA Enter the new location for the fixed asset.

Location
Code
FA Posting Enter the date on which the fixed asset movement entry is posted. This
Date information is used in fixed asset reports and entries.
External Enter the number of the external document that relates to this fixed asset
Document movement entry.
No.
Posting No. Enter an identifying posting number to use for the fixed asset movement
entry.
Field Description
Shortcut Enter the department code that is associated with the fixed asset.
Dimension 1
Code
Shortcut Enter the incexp code that is associated with the fixed asset.
Dimension 2
Code
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 Enter the code for the depreciation book that is used to post depreciation
Book Code for the fixed asset. The value is set using information from the Fixed Asset
Setup window.
New Enter a new depreciation book code that is used to post depreciation after
Depreciation the fixed asset movement entry is posted.
Book Code
Reason Enter a reason code fixed asset movement entry.

Code
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.
Field Description
No. Enter an identification number that is assigned to the fixed asset write-off
entry.
Posting Enter a description for the fixed asset write-off entry. A description is
Description automatically created from the document type and write-off number.
Reason Enter the identification nu

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This selection of walkthroughs provides step-by-step, end-to-end business processes

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Preparing the data.

Marketing Manager or Sales Manager

Selecting the Target Audience

To create a segment with the relevant contacts

You can save your segmentation criteria to be reused at a later stage.

To save your segmentation criteria

Mining the Data

To remove contacts from the segment

This opens the Remove Contacts – Reduce dialog.

To bring back the removed contacts

Linking a Segment to a Campaign

To link a segment to the campaign

Sending Letters and Email Messages to

To use a segment to send a letter to a contact

To send an email message to a contact

To register campaign responses

There is no interaction template for recording responses to campaigns. Therefore, create

2. On the Interaction Templates dropdown, choose the New action.