Category Archives: Finance

New Features: Non-Sequential numbering

One of the most known problem, especially in systems with many users, is managing DB locking for records, that require many updates. In term of Business Central (and previously NAV too) this problem is mostly known from No. Series.

The new version of the Business Central come with new setting in No. Series called “Non-Blocking No. Series” that could heavily improve the performance of core processes.

To set No. Series as a non-blocking, user has to select “Allow Gaps in Nos.” in the No. Series. This could be used without any problem for series that does not require to be sequential (I definitely to recommend this requirements with users who are responsible for auditing and legal requirements whether the series could have spaces in numbering or not). For example, in the Czech Republic it’s possible to use this setting for Customers, Vendors, and other entity related records, even for Orders, Quotes and any other documents that are not posted into G/L under this number.

All released or planned features from Microsoft Dynamics 365 Business Central 2019 Wave 2 could be found on Microsoft Docs.

Dimensions (part 2)

This is the second part of the articles about Financial Dimensions. The first part that described what dimensions are and how to set up them on customers and vendors properly is here.

How To Set Up Dimension Priorities, Combination, and Global Dimensions

To make an easier way to analyze your sales data, Dimensions from Business Central will provide you with a quick and simple way to view everything about your sales entries. Dimensions work great in the respect that you organize data by a region, department, and salesperson and can even show off information like where the item was sold, the type of customer who purchased it, who was the one who sold it, and what account the sale is associated with. Although it’s an easy solution, there are more complex setups that are also associated with dimensions.

How to set up a default dimension priority

Dimensions are relatively easy to use and create, but due to their easy-to-use function, some mistakes can be made along the way. Certain entries can be filled out to have multiple default dimensions associated with them, making it difficult for the program to bring up the desired entry. This is also due to the fact that there are different types of accounts, like a customer account, item account, or a vendor account. To help define and separate these accounts, these simple steps can be followed:

  1. First, locate the icon, which is also known as the “search” icon. After selecting it, you can enter “default dimension priorities” and click on the returned link.
  2. Once you’re on the page “default dimension priorities”, you can enter a specified course code for that entry table. This will then be applied to the default dimensions priorities.
  3. Each of the default dimension priorities will have a line to fill out, where you can enter the desired source code.
  4. You can repeat this process for as many source codes that you want to set up for your default dimension priorities.
  5. Tip: A helpful tip to know is that if two tables are provided with the same source code and priority, Business Central will then select the lowest table ID to show as the priority.

Setting up dimension combination

Due to the information, your input to create the dimensions, some entries may pop up with contradicting information. To avoid this though, dimension combinations will limit specific combinations of different dimensions or block them altogether. When you create a limited dimension combination, you can enter each dimension to the same entry, but only if the dimension values are the same. Blocked dimension combinations won’t let you post both dimensions to the same entry, even if the dimension values are different or the same. You can choose either by doing the following: 

  1. After you have located the icon, also known as the “search” icon, you can enter “dimension combinations” to get to the desired page.
  2.  Once on that page, select the right field of dimension combination and choose one of the following fields:
  • No limitation: This means there will be no restrictions on the dimension combinations.
  • Limited: After selecting the dimension values you want, the dimension combination will be limited to those restrictions.
  • Blocked: The specified dimension combination will not appear.

How to change the global dimension

No matter what you’re using Business Central for global dimensions is a valuable resource that can be applied to many options outside dimensions, including analysis views, reports, and batch jobs. Select a global dimension on the journal lines and document lines, but choose the most used dimensions, as they can only be used twice. After changing a global dimension, the entries selected will be updated, but since this can be timing-consuming, Business Central has two modes you can select from to adapt to the size of your database. To change a global dimension: 

  1. After choosing the icon, type in “general ledger setup” and hit enter.
  2. Select the action “change global dimensions.”
  3. A batch job will run in two modes, which can be selected at the top of the page. “Sequential”, the default option, which will change the whole dimension in one phase so each entry will update altogether. The second mode “Parallel” will be selected after clicking “parallel processing”, which will allow the dimensions to change as multiple background sessions, so the operation will be split into different transactions.
  4. There will be two fields labeled “global dimension 1 code” and “global dimensions 2 code”, this is where you will enter the new dimension.
  5. If the “sequential” mode is selected, press the start action.
  6. If the “parallel” mode is selected, press the prepare action. Next, sign out and then sign in again, choose the start action to begin the parallel processing changes.

How to Use Posting Groups in Business Central

Posting groups are a major tool when using Business Central. The main point of posting groups is so that businesses’ can create links for certain accounts in separate application areas. This means accounts can be linked whether they are associated with the general ledger application area or another area. Although you will need a setup of a chart of accounts before making the posting groups, it will provide a means to proper mapping to the right accounts when recorded purchases, post-sales, and transactions don’t have a unique G/L account specified.

How to set up general posting groups

A general posting group provides a way to identify income statement accounts for each of the subsidiary ledgers. For this, there are two main groups a general posting group, which includes general business posting groups, and general product posting groups. The first identity what customers are sold to and which vendors or purchased from, where the latter identifies the items or resources being sold and purchased.

A Product Posting Group is assigned to things such as resources, work centers, machine centers, G/L accounts, item charges, and items. It’s good to specify how many groups you will need, which can be broken down into retail items, capacities, resources, and raw material items. To create a product posting group:

  1. Click the “Search for Page” icon and enter “General Product Posting Groups” so that it will bring you to that page.
  2. Click “new” and on the Code field enter a specific identifier for that product group. Then click on the Description field, you can create a unique description of it.
  3. On the “Def. VAT Product Posting Group” field, you can assign the VAT product group to display as the default for transactions that require this product group.
  4. Lastly, you can click on the check box labeled “Auto Insert Default” so that it will automatically insert the Default VAT Product Group when the general group is mapped to a resource or item.

A General Business Posting Group is set up in a similar way, but you should evaluate the number of groups needed for purchases made by vendors or sales made by customers first. You can divide these groups into sections like the type of business, types of industry, and geographical area. To start setting up a business posting group:

  1. Click on the “Search for Page” icon and type in “General Business Posting Groups” to be taken to that page.
  2. Once there, you can click on “New” and once in the Code field, enter a specific identifier for your business group. Afterward, you can insert a short description by clicking on the Description field.
  3. In the field labeled “Def. VAT Business Posting Group“, you can type in the VAT business group that you want to show up as the default for sales that require this business group.
  4. Next, click on the checkbox “Auto Insert Default” so that it will automatically include the Default VAT Business Group each time the general business group is applied to a vendor, customer, or G/L group.

Setting up a specific posting group

A specific posting group is created to identify a balance sheet account when it’s assigned to each of the supporting ledgers. As an example, the total outstanding account receivable balance of every customer must correlate with a total add-up of accounts in for a balance sheet.

Each Specific posting group has a number of different groups, which include but not limited to:

Customer Posting Group: This shows each account’s invoice accounts, receivable accounts, and payment discount accounts related to customers.
Vendor Posting Group: These show the account’s application and invoice accounts, payable accounts, and payment discount accounts related to vendors.
Inventory Posting Group: These separate the type of inventory shown and map them with location codes provided by its inventory posting setup page.

Setting up the inventory posting group

An inventory posting group is meant for a more general assignment, which groups items together so they can be mapped to WIP accounts and inventory accounts. This is primarily used in batch jobs and reports, which can connect G/L accounts to an item group. Setting up an inventory group begins with these steps:

  1. After searching for the term “Inventory Posting Groups” and locating the page, click on “New” to start
  2. Once on the Code field, you can type out a specific and descriptive identifier for the group.
  3. In the Description field, you can create a short description for the posting group.
  4. To save it, all you have to do is close the page.

Dimensions (part 1)

What Are Business Central’s Dimension? Dimensions are part of Microsoft’s Business Central to help you run your business smoothly and more efficiently. Dimensions allow customers and vendors to view and analyze documents easier, providing reliable and quick feedback from articles like sale orders. This means that instead of having to set up separate entry accounts for departments, dimensions provide a means to not have to set up complicated charts for each account.

A better look at dimensions

Ultimately dimensions can help in many ways, like tracking sale orders, entries, and documents based on a region and department. Single sale statements can provide information with multiple dimensions, like the account an item was posted, what region the item was sold in, who was the one who sold it, and what kind of customer bought it. With more dimensions you use with your sales, the more information you’ll get back on what you want, which allows your company to analyze the data with dimensions.

Besides analyzing and filter tools, dimensions also offer sets for a unique combination in values. They are set by common IDs that are assigned to each entry that defines the value of a dimension that belongs to a set. This allows customers to analyze data easier, scrolling through the entries faster to see the most important data about their sales.

How to properly set up Dimensions

The dimensions page is where you go to set them up, where you can enter a single line for each dimension that shows up as a department, project, area, and salesperson. Each dimension can be created with a specific value then, that can then be viewed in hierarchical structures like account charts, or be seen as subsets for dimensions values with levels of granularity that can be totaled. After setting up your dimension, you can then create shortcuts for them on the page “general ledger setup’, such as shortcut and global dimensions.

A global are filters on reports, batch jobs, and XMLports that only be used twice, while shortcuts are viewed as journal lines and document lines, which can be used upto six times. Despite the limited uses for the global and shortcut values, you can still make a limitless list of dimension values, with accessibility already set up so anyone at your company can view and edit them as well.

Dimension setup for customers and vendors

Dimensions are valuable for a number of things, but ultimately customers and vendors find a lot of value in the entries provided by dimensions. It helps that you can assign dimensions for a specific type of account so that each dimension can be copied to the journal when you insert that account number into the line. You can also delete or edit the code on that line or make the dimensions required for making a record with a unique type of account. You can make up a dimension in three easy steps, or only a few more if you have a more complex dimension you need.

First, locate the search icon and press it, so you can enter “dimensions” and choose the link that leads to them. Once you’re on that page, you can choose the necessary dimension and then click the “account type default dim” icon. You can fill the entry for a default dimension that you wish to set up and then browse over the entry to fill in a short description.

Other helpful tips to know when you’re setting up your dimensions is that you can make certain dimensions required, but don’t need to provide a default value to them. All you have to do there is leave the dimension’s value code field empty and afterward select “code mandatory” in the value posting field. If there is an account used in the batch jobs like “adjust exchange rates” or “post inventory cost to G/L” batch job, don’t select the code mandatory, since those batch jobs don’t use codes.

Dimensions are an efficient and helpful tool for vendors, customers, and multiple other accounts to track sale entries, salespersons, projects, and regions of sale. With multiple shortcuts and values, you can find valuable information in an organized fashion, so you don’t have to waste time searching. Dimensions are easy to set up and easy to be used by any business, by anyone inside your company.