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For more details, please see Dynamic 365 Business Central Overview*

Basic information

TypesDescription

Item

Item cards hold the information that is required to buy, store, sell and account for items. 

Follow the step below for create new item:

  1. Select Item from navigation bar or use search function for find Item

   2. Click New

3.Enter following information in Item Tab

    • Description
    • Base Unit of Measure

  4. Ener following information in Costing & Posting Tab

    • Gen. Prod Posting Group
    • Inventory Posting Group

For details, please see the Item function manual.

Vendor

Vendor cards hold the information for the goods provider, services provider, producers etc

Follow the step below for create new Vendor:

  1. Select Vendor from navigation bar or use search function for find Vendor
  2. Click New
  3. Enter following information in General Tab
    • Name

  4. Ener following information in Address & Contact Tab (optional)

    • Address
    • Contact information such as phone and email etc

  5. Ener following information in Invoicing Tab 

    • Gen. Bus. Posting Group
    • Vendor Posting Group


For details, please see the Vendor function manual.

Customer



Customer cards hold the information for the customer who sell the goods to.

Follow the step below for create new Customer:

  1. Select Customer from navigation bar or use search function for find Customer
  2. Click New
  3. Enter following information in General Tab
    • Name

  4. Ener following information in Address & Contact Tab (optional)

    • Address
    • Contact information such as phone and email etc

  5. Ener following information in Invoicing Tab 

    • Gen. Bus. Posting Group
    • Customer Posting Group


For details, please see the Customer* function manual.

Purchase and Sales operation

TypeDescription

Purchase Order


Purchase Order use for place order to vendor for goods purchase

Follow the steps below for create Purchase Order:

  1. Select Purchasing from navigation menu then select Purchase Orders from the list or use search function for find Purchase Order

  1. Click New
  2. Enter following information in General Tab
    • (1) Vendor Name

  4. Ener following information in Lines Tab 

    • (2) Item No
    • (3) Quantity (*the purchase quantity)
    • (4) Direct Unit Cost Ext. VAT (*the unit price for purchase)


For details, please see the Purchase Order function manual.

Purchase Receipt and Invoice


When the goods received from vendor with the vendor invoice, you need to receive these items to your inventory.

Follow the steps below for record the goods receipt and vendor invoice into system

  1. Open the purchase order it need to post receipt and invoice
  2. Enter following information in General Tab
    • (1) Document Date (*the date of vendor invoice)
    • (2) Posting Date      (*the goods receipt date record in system)
    • (3) Vendor Invoice No. (optional)

For details, please see the Purchase Order - Use of Dates in Purchase Order

  3. Ener following information in Lines Tab 

    • (4) Qty. to Receive to be default by system.  Change if the receipt quantity is different, for example partial receipt.
    • (5) Qty. to Invoice to be default by system, it should be same as Qty to receipt  

 4. Posting Purchases, when a purchase order is posted, the vendor account, general ledger account and the item ledger entries to be created.

     Select Action Posting => Post 

 6. Click OK to confirm post Receive and Invoice


NOTE:

1) System will delete the Purchase Order once it is fully received and invoiced.   

     User can find the Receive and Invoice information in Posted Purchase Receipt and Posted Purchase Invoice respectively.

2) The result of goods received is increase inventory and booking the entries in General Ledger account, therefore, post the purchase receipt and purchase invoice is requested. 

After Posting, the entries to be created for Vendor Account, Inventory Item, General Ledger for related G/L Account.  Without posting process, the finance transaction (i.e. Entries) will not create in system.     

Posted Purchase Receipt & Posted Purchase Invoice

Posted Purchase Receipt



Posted Purchase Invoice




User can find the related Receive and Invoice information and Accounting Entries in Posted Purchase Receipt and Posted Purchase Invoice respectively.



Search for Posted Purchase Receipt, then select the related posted purchase receipt.
Then Click on "InvoiceAction" > "Find entries".
System will show all the related entries for that Posted Receipt.
User may click on the no. of entries to check the entries.
E.g. Click on the "2" for Item Ledger Entry will show the item entries.


























Search for Posted Purchase Invoice, then select the related posted purchase invoice.
Then Click on "Invoice" > "Find entries".
System will show all the related entries for that Posted Invoice.
User may click on the no. of entries to check the entries.
E.g. Click on the "6" for G/L entries will show the double entries booked under General Ledger.

Sales Order

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Sales Order use for recording the sales information for the customer order

Follow the steps below for create Sales Order:

  1. Select Sales from navigation menu then select Sales Orders from the list or use search function for find Sales Order

  1. Click New
  2. Enter following information in General Tab
    • (1) Customer Name

  4. Ener following information in Lines Tab 

    • (2) Item No
    • (3) Quantity (*the sales quantity)
    • (4) Unit Price Ext. VAT (*the sales unit price)


For details, please see the Using Sales Order with Warehouse Shipment* function manual.

Sales Shipment and Invoice


When the goods ready to ship to customer with the sales invoice

Follow the steps below for record the shipment and invoice into system

  1. Open the sales order it need to post shipment and invoice
  2. Enter following information in General Tab
    • (1) Posting Date 

For details, please see the Sales Order - Use of Dates in Sales Order

  4. Ener following information in Lines Tab 

    • (4) Qty. to Ship to be default by system.  Change if the ship quantity is different, for example partial shipment.
    • (5) Qty. to Invoice to be default by system, it should be same as Qty to ship  

 5. Posting Sales, when a Sales order is posted, the customer account, general ledger account and the item ledger entries to be created.

     Select Action Posting => Post 

 6. Click OK to confirm post Ship and Invoice


NOTE: 

1) System will delete the Sales Order once it is fully shipped and invoiced.   

     User can find the Shipment and Invoice information in Posted Sales Shipment and Posted Sales Invoice respectively.

2) The result of shipment is decrease inventory and booking the entries in General Ledger account, therefore, post the sales shipment and sales invoice is requested. 

After Posting, the entries to be created for Customer Account, Inventory Item, General Ledger for related G/L Account.  Without posting process, the finance transaction (i.e. Entries) will not create in system.     

Posted Sales Shipment and Posted Sales Invoice

Posted Sales Shipment
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Posted Sales Invoice

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User can find the related Shipment and Invoice information and Accounting Entries in Posted Sales Shipment and Posted Sales Invoice respectively.



Search for Posted Sales Shipment, then select the related posted sales shipment.
Then Click on "Shipment" > "Find entries".
System will show all the related entries for that Posted Shipment.
User may click on the no. of entries to check the entries.
E.g. Click on the "3" for Item Ledger Entry will show the item entries.





























Search for Posted Sales Invoice, then select the related posted sales invoice.
Then Click on "Invoice" > "Find entries".
System will show all the related entries for that Posted Invoice.
User may click on the no. of entries to check the entries.
E.g. Click on the "9" for G/L entries will show the double entries booked under General Ledger.