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Basic Operation of Business Central

Application Bar

(1) Search - The search functionality for search the function or report that you want to do.

Clicking the search icon or use the shortcut key: Alt-Q to search for Reports, Pages, Tasks or Actions.

For example, the steps below for find item when you want to create a new item.

Step 1 - Click the Search Icon

Step 2 - Enter "Item" into the search box

Step 3 - Click the link "Items" from the list


(2) Setting - Change basic setting such as company, work date or default Role Center

(3) Help and Support - Clicking the questing mark icon in the top right corner or use the shortcut key: Ctrl+F1 to access to the Help & Support Page

Navigation

(1) Navigation menus - The top-level navigation should provide access to relevant entity lists for the role's areas of business. 

     For example, sales related features such as customer, item, sales order, sales invoice etc. are listed under Sales


(2) Navigation bar - Most useful entity lists according to users’ business process. 

     For example, with a business manager role center, these could be links to item, customers, vendor, sales orders etc.


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 frin Use search function for find Item


  1. Click New
  2. 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. 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. 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. Use search function for find Purchase Order
  2. Click New
  3. 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

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

  1. Use search function for find Purchase Order
  2. Open the purchase order it need to post receipt and invoice
  3. 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

  4. 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  

 5. Select Action Posting => Post 

 6. Click OK to confirm post Receive and Invoice


NOTE:  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.



Sales Order

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

Follow the steps below for create Sales Order:

  1. Use search function for find Sales Order
  2. Click New
  3. 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 Sales Order 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. Use search function for find Sales Order
  2. Open the sales order it need to post shipment and invoice
  3. 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. Select Action Posting => Post 

 6. Click OK to confirm post Ship and Invoice


NOTE:  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.

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