Microsoft 365 Business Central Introduction (ERP=Microsoft Dynamics 365 Business Central) Ing.J.Skorkovský,CSc. Department of Business Management Faculty of Business and Administration Masaryk University Brno Czech Republic Types of data I. - Data representation method •In computer programming, source data or data source is the primary location from where data comes (tables) •The data source is a database, a dataset, a spreadsheet or even hard-coded data. When data is displayed, it is retrieved from its data source. The software processes this data internally, performing additional calculation, formats and updates the application windows. •In our case it might be Customers, Vendors, Items, G/L Account and so on. One record (shown in form of a card) Types of data II. - Data representation method •Dials - lists • • Many records (shown in form of a list) Types of data III. -. Data representation method •Parameters (one of many examples) – Used for Basic Business Central setup Types of data IV. •Transactions-> Entries -> Created by users (by posting documents) Some chosen documents handled by ERP •Sales Order •Purchase Order •Transfer Order •Credit Memo •Reminder •Production Order •Bank Statement Access and roles -Setting rules for different types of users MY SETTING Information is available from everywhere Functionalities managed by ERP (home study) •Financial Management – general ledger, workflows and audit trails, bank management, budgets, deferrals, bank reconciliation, dimensions, fixed assets and currencies. •Customer Relational Management – contacts, campaigns, opportunity management and built-in integration with Dynamics 365 for Sales. •Supply Chain Management – sales order management, basic receivables, purchase order management, locations, item transfers, and basic warehousing. •Human Resources – employees and expense management. •Project Management – resources, estimates, jobs and time sheets (planning). •Other – multiple languages, reason codes, extended text, Intrastat reporting, scheduled tasks and Outlook integration. •Service Order Management – service orders, service price management, service item management, service contract management, planning and dispatching. •Manufacturing – production orders, version management, agile manufacturing, basic supply planning, demand forecasting, capacity planning, machine centers and finite loading. • Roles in Business Central Basic functionalities for chosen role Basic activities Display more Display more Display more Basic summary (overview, surveys,lists) Business Partners (Customers, Vendors, Banks) Tell me what you want to do Customer Lists Reports and Analysis Full text searching (I call it Business Central Google search) Customer List and Customer Card Customer first tab (on Customer card) Customer Ledger Entries (CLE) Transactions=Entries Ctrl-F7 (keyboard shortcut to get CLE) Possibilities how to get to Customer Ledger Entries •From Customer table directly by use of Ctrl-F7 hot keys combination •By use of appropriate icon (less effective) • • Customer Ledger Entries (transactions see data specification) Entries = effects having the causes in posted documents (orders, credit memos, reminders and so on) Navigation principle (current version of database) Navigation principle Navigation principle Flow field –Calculated field (balances, quantity of items in inventory,..) Amount =1 General Ledger Entries Amount =2 Amount =3 Amount =-4 Balance = 2 = (1+2+3-4) G/L AccountCustomer card It is a calculated field, but is not stored in the database. Each time a new window is opened in which there is an option to display this calculated field, the amount displayed in this field is recalculated every time 4 General Ledger Account Minus means Credit side of the account Other important Customer Card tabs It is about the way of pre-accounting, i.e., how the amounts will be posted to the general ledger automatically by setting these parameters Setup and purpose of General Business Posting Group codes Item card Customer card Sales Order Header Sales Order Line Retail Domestic The result of a combination of two codes from the customer and Item cards (DOMESTIC & RETAIL) Other important Customer Card tabs 14D = 14day 2W = 2 weeks M= 1 month 2Y = 2 Year Formula date See next slide Formula date •Enables you to enter the duration of each period. The start and end date of this period is specified by the process logic. For example, if we post an invoice on January 1, 2022 and the customer has a Payment Condition (Payment Term Code)within 14 days (14D or otherwise also 2W ), the end of the period will be January 14, 2022. •And the invoice will be overdue on 15.1.2022 Customer card Statistics (F7) Ctrl-F7 – Customer Ledger Entries Inventory and use of filters (to get faster required information) Searching window Lists Tasks Basic filter will be presented by tutor Item card (main tab) Flow field (Calculated field) Item card- Cost and Posting tab: Price and Sales Other options see Item Ledger Entries – how to get there (older version of database) Item Ledger Entries – how to get there (newer version of database-our case) Item Ledger Entries Navigate function will be shown by tutor on this screen Other tabs will be presented later in this course Navigate from Item Ledger Entries card Sales order creation (creation of demand) Searching window Lists Lists See next slide List of already created Sales Orders –SO (filtr applied) New SO created by use of icon NEW or key combination Ctrl-N See next slide New Sales Order (SO) SO Header SO Lines Printed confirmation of SO – preview (icon Print/Send) Assigned user ID Show less F9 – Posting key (simplest way) Post SO (Icons Posting->Post document) Chosen method Item card Customer Card Sales Order Header Sales Order Line (s) Customer Ledger Entries Item Ledger Entries Item Card->Action->History->Entries Impacts in General Ledger - basic ERP principles Credit ->sign =minus, Debit ->sign=plus -> Syntax