module 1: Part 2 Flashcards
Dynamics 365 Business Central
an application for companies that have outgrown their entry-level business applications
Business Central allows organizations to
Work from the cloud.
Have access to the most current, accurate data to make the most informed decisions possible.
Make data instantly available at any place on any device after it has been entered in the system.
Share data quickly and easily with key people throughout the company.
Increase visibility across supply chains to gain greater control over purchasing processes.
Maximize revenue opportunities and better serve customers with built-in recommendations, budgets, and progress monitoring of projects with real-time data on available resources.
Accelerate financial close and report with accuracy, while helping to ensure compliance.
Streamline manufacturing and warehousing operations to deliver products on time and reduce costs.
Connect through Microsoft AppSource with third-party applications to effectively run their businesses, including payroll, banking, CRM, and other industry-specific systems.
Help protect the mass of information from unauthorized access with advanced security systems and settings.
Integrate with other Microsoft cloud services including Microsoft 365.
true or false
Business Central is available for both internal and external users
True
Business Central is available for both internal and external users
Business Central functionality is delivered through what?
how is limited, not principal, access granted?
the Business Central Essentials or Premium User
With Business Central, you must license at least one Business Central Essentials or Business Central Premium user
Additional access to the service functionality by other users is licensed with Dynamics 365 Business Central Team Members
Named user
User Subscription Licensing, or SLs, are assigned on a “named user” basis
each user requires a separate User Subscription Licensing
Can Subscription Licensings be shared?
User SLs cannot be shared, but an individual with a User SL may access the service through multiple devices
is a named user SL perpetual?
no, it is non-perpetual
The User SL grants users with non-perpetual rights (with no buy-out rights) for use of the Dynamics 365 Business Central service
–> Providing that you are current on your subscription payments and adhere to the product terms and the online service terms, you will have access to the most up-to-date version of Business Central
Microsoft Dynamics 365 Subscription License types
full users
additional users
Full users
those whose work requires use of the feature-rich business applications functionality
Examples of full users are salespeople, customer service representatives, finance employees, controllers, and supply chain managers
These users have also been referred to in the past as Pro Users or Power Users
These full users are licensed with a Dynamics 365 Business Central subscription
Additional users
often represent a significant percentage of users in an organization who might consume data or reports from line-of-business systems or complete light tasks such as time or expense entry and HR record updates
Alternatively, additional users might be heavier users of the system who don’t require full user capabilities
These additional users are licensed with Dynamics 365 Business Central Team Members
Functionality delivered with Dynamics 365 Business Central Essentials
Financial Management
Customer Relationship Management
Project Management
Supply Chain Management
Human Resources Management
Warehouse Management
Functionality delivered with Dynamics 365 Business Central Premium
Everything in Essentials
Service Management
Manufacturing
Functionality delivered with Dynamics 365 Business Central for Team Members
Read anything within Dynamics 365 Business Central.
Update existing data and entries in Dynamics 365 Business Central
–> Existing data is defined as records, such as customer, vendor, or item records, that are already created.
–> Entries denote those entries on which it is allowed from an accounting perspective to update specific information (for example, a due date on customer ledger entries).
Approve or reject tasks in all workflows that are assigned to a user.
Create, edit, or delete a quote.
Create, edit, or delete personal information.
Enter a time sheet for Jobs.
Use Power Apps for Dynamics 365.
A Team Members application module might not be customized with more than 15 custom entities that are available to the Dynamics 365 Team license.
Licensing Requirements for external users
External users are end customers and third-party users of the organization or its affiliates and do not require SLs to access Dynamics 365
External user access is included with the organization’s internal user SLs
External users cannot use any clients that are provided by the Microsoft Dynamics 365 Business Central Application Programming Interface (API), such as
–> the Web client
–> the iPad or iPhone app
–> the Android application
external users include off-site vendors who do not have an employee-like relationship with the organization or its affiliates
–> for example, IT help desk support vendors who are serving multiple customer organizations
external user access does not extend to the customer or the customer’s affiliate’s contractors, vendors, or agents who are providing business processes on the customer’s behalf or using Microsoft Dynamics 365 to manage any portions of their business
–> In this sense, a customer may not use Microsoft Dynamics 365 to provide business process outsourcing services to its clients
the relationship management functionality
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 that you can focus your interactions on preferred customer/contact segments
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
Contacts
Contacts are the master data in relational management
–> They represent people or companies and enable you to store and maintain information that you typically need for marketing-related activities
With Business Central, you can register opportunities and quotes for contacts, synchronize contacts with customers and vendors, and manage duplicate contacts
Segmentation
Segments are groups of contacts that are selected according to specific criteria
Business Central allows you to use contact information for segmentation
You can save and re-use segmentation criteria to group contacts
Opportunity Management
With relational management in Business Central, you can
–> keep track of sales opportunities
–> section your sales processes into different stages
–> use this information to manage your sales opportunities
Campaigns
A campaign is any sort of activity that involves contact
–> It can be anything from sending out catalogs and special offers to organizing a special event
You can organize campaigns based on segments of your contacts that you define, and then record contact responses to campaigns as interactions
Interactions
Relational management not only supports contacts management, but also helps you keep track of interactions with your contacts
You can track interactions like phone calls, invites, and emails as interaction, in addition to tracking documents like sales quotes, orders, reminders, invoices, and many other documents that are used within the business solution
Dynamics 365 Sales integration
You can integrate with Dynamics 365 Sales in a few simple steps to synchronize your data, including sales orders, item availability, units of measure, and currencies
the relationship management functionality features
Contacts
Segmentation
Opportunity Management
Campaigns
Interactions
Dynamics 365 Sales integration
Discover supply chain management capabilities
With Business Central, you can streamline your supply chain
You can use a wide range of sales and purchase documents to set up the sales or purchase process that best suits your needs
You can manage sales/purchase orders, blanket sales/purchase orders, and sales/purchase order processes in Business Central
You can also simply create an invoice without an order process
The supply chain management capabilities
Sales orders
Special prices and discounts
Purchase orders
Inventory, non-inventory, and services
Categories and attributes
Item availability
Catalog items
Item substitutions
Locations
Item transfers
Sales and inventory forecasting
Warehousing
Sales orders
Typically, you would use sales orders if your sales process requires that you ship parts of an order quantity, for example, because the full quantity is not available at once
Additionally, you can use sales orders if you sell items by delivering directly from your vendor to your customer as a drop shipment
With sales orders, you can also use the order promising functionality to communicate certain delivery dates to your customers
You can also start the sales process 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
Special prices and discounts
You can market to your customers and customer groups with special prices and discounts
Special prices and line discounts can depend on conditions, such as the minimum order quantity and the order date
–> The program automatically applies the best price and the highest discount for the customer, but from your sales document, you have direct access to all possible prices and discounts
Other than the line discount, you can also set up an invoice discount
–> In an invoice discount, you link the discount percentage to the document amount
Purchase orders
Typically, you would 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
Additionally, you can use purchase orders if you sell items by delivering directly from your vendor to your customer as a drop shipment
Business Central can monitor and control your purchase process through automated workflows, including OCR functionality
You can create replenishment orders from inventory notifications or forecasts and apply prices and discounts based on specific conditions that you agree with your vendor, such as the minimum quantity and the order date
To stay in control of purchase costs and expenses, you can even implement advanced workflow and approval structures
Inventory, non-inventory, and services
Products can be inventory items, non-inventory, and services
–> Inventory items are physical inventory units
–> Non-inventory items are physical units that are not to be tracked in inventory
–> Items that are of the services type are used as labor time units
Categories and attributes
To increase your overview of items and to help you find them, you can categorize items and give them attributes to search and sort by
Item availability
Inventory increases and decreases are recorded when you post purchase and sales documents, respectively
You can also increase or decrease the quantity of an item in inventory by posting directly to the item ledger entries
–> for example, after a physical count or if you do not record purchases
Transfers between locations change inventory quantities across your company’s warehouses
When selling items, you need to get a detailed view of an item’s availability while considering the location and the date
–> Business Central informs you about stock shortage when you process sales so that appropriate action can be taken, such as creating a replenishment order or offering a substitute item
Catalog items
In Business Central, you can set up and use items that you don’t maintain in inventory to your customers
You can register these items that you do not want to manage in your system until you start selling them as catalog items
When you want to start managing such items in your system, you can convert them to normal item cards in two ways:
–> From a catalog item card, create a new item card based on a template
–> From a sales order line of type Item with an empty No. field, select a catalog item. An item card is then automatically created for the catalog item
difference between catalog items and non-inventory items
Non-inventory 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
Item substitutions
Business Central allows you to offer substitute items when requested items are unavailable
When the program notifies you that an item that a customer has requested is out of stock, you can view the substitute items and select one that you have in stock
Locations
You can manage inventory in multiple locations that might represent a production plant, distribution center, warehouse, showroom, retail outlet, or service car
Item transfers
You can track inventory as it’s moved from one location to another and account for the value of inventory in transit at various locations
Sales and inventory forecasting
The sales and inventory forecast produces with machine learning technology a predictive analysis of future sales and inventory levels
By setting period type and origin, you can specify the historical data that the program uses
When the inventory level drops below zero, you can create a replenishment invoice from the forecast chart
Warehousing
With Business Central, you can receive and ship goods from the warehouse
Additionally, you can organize your internal warehouse activities
–> for example, if you need to put away items or move items inside or between warehouses
You can pick items for assembly, production, or shipment
You can manage items on a bin level, pick and put away items in a bin, and move items between bins by using a report that optimizes space usage and picking processes
Assembly of items for sales or inventory is also included in warehouse activities
Send documents to customers
To send documents to customers, you can set up document sending profiles
Document sending profiles
You can set up each customer with a preferred method of sending sales documents
–> These preferred methods are document sending profiles
Document sending profiles include sending options that allow you to configure whether you’d prefer to print documents or send them by email, and to indicate if the document needs to be attached as a PDF file or as an electronic document
You can set up document sending profiles and then assign them to your customer
The Documenting Sending Profile feature provides you with the convenience of not having to configure the Send Document To page each time that you select the Send action for a document
Sending documents
Each document list page contains the Print/Send action, which is located at the top of the page
Explore how to administer jobs
The Jobs functionality will help you keep track of usage on jobs and provides data for invoicing the customer
You can manage both fixed-price jobs and time-and-materials jobs
The Jobs area supports common project management tasks, such as configuring a job and scheduling a resource, in addition to providing the information that is needed for managing budgets and monitoring progress
what we need to administer jobs
Resources
Resource Capacity and Availability
Jobs
Time sheets
Resources
A resource can be defined as a person or a machine
With the Resources functionality, you can register and sell resources, combine related resources into one resource group, or track individual resources
Resource management is often used in combination with the Jobs functionality
Resource Capacity and Availability
You can set capacity for each resource and monitor the usage for resources, which allows you to obtain a complete overview of the capacity and availability of your resources
Resource Capacity and Availability
You can set capacity for each resource and monitor the usage for resources, which allows you to obtain a complete overview of the capacity and availability of your resources
Jobs
With the Jobs functionality, you can manage long-term projects that involve the use of employee labor hours, machine hours, inventory items, and other types of usage that you want to keep track of
Using the Jobs functionality will provide a good overview of not only individual jobs, but also the allocation of employees, machinery, and other resources that are being used in all projects
You can set up a job for a project that you will perform for your customer
–> On the job card, you can enter all the data that you need to manage the job from an administrative and financial point of view
By entering tasks for your job, you can specify everything that must be done to complete the job
–> For each task, you can plan capacity and sales for resources and items
–> Based on the item cost and price and the resource cost and price, your task and planning lines will create your job budgets, giving you the ability to manage the profitability of a job
After you have started working on a job, you can post usage to a job when purchasing items
–> for example, you can post usage by assigning the job number and the job task number on the purchase line, on the purchase order, or on a purchase invoice
With job journals, you can use items on stock for a job or post resource usage
Periodically, you can invoice jobs to your customers and use job statistics to follow up on your job budget
You can also use the Jobs functionality for many types of services and consultancy tasks
Time sheets
Time sheets are a simple and flexible solution for time registration with manager approval, and they integrate with the Service, Jobs, and Basic Resources functionalities
With timesheets, resources can enter hours that are spent on projects
After configuring which resources should enter timesheets, the timesheet administrator can prepare timesheets by week based on job planning lines
The resource only needs to confirm if the time spent is the same as the budget for a specific job task
After the resource’s hours have been submitted and approved, the timesheet administrator or the project manager can post them to the job
By assigning one of the available job costing methods, such as percentage of completion, you can have the program post recognized costs and sales to the income statement and post work in progress to the balance sheets
From the job card, you can track the work in process and the recognized costs and sales
Discover the service management capabilities
This functionality 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
Service Management is focused on repair, which involves administering the full-service operation, integrating the service and product supply chain, and managing service.
–> available with Premium licensing
Service Management will allow you to perform which following tasks:
Respond to service requests
Plan and schedule repair assignments
Follow up on the status of repair assignments
Track and invoice repair costs
Handle warranties
Set and use service contracts
Optimize inventory levels for spare parts
Improve spare parts for costing
the service management capabilities
Service items
Service orders
Planning and dispatching
Warranty
Service contract management
Service price management
Service items
The fundamental component of the Service Management module
the equipment or the item that needs to be serviced or repaired
With service item management, you can record and keep track of all your service items, including contract information, component management, BOM reference, and warranty information
Service orders
assignments to service the equipment
with these, you can register after-sales issues and repair requests
Service requests can be initiated by the customer or created automatically according to the terms in your service agreement
Data can be entered in the service orders by a call center employee or by your repair shop
Planning and dispatching
You can assign and dispatch personnel to work on orders and optimize deployment for regional zones, skills, and priorities
Additionally, you can use service orders to manage service personnel and field technician information and also to filter according to availability, skills, and stock items
Warranty
You can manage warranty details on the service items and spare parts
you can record details on service levels, response times, and discount levels
Service contract management
In the Contract Management module, you can set up an agreement with the customer that addresses the service level to be delivered, and maintain information on contract history, contract renewal, and contract templates
–> You can also generate contract quotes
With service contract management, you can record details on service levels, response times, and discount levels
–> Additionally, you can record details about the service history of each contract, including used service items and parts and labor hours.
Service price management
you can set up, maintain, and monitor service prices
You can also define price calculation structures that include all parameters that are involved in providing service
The Business Central manufacturing capabilities
what do they do and which are they
Premium licensing empowers you and your organization with manufacturing capabilities
–> Before you can begin to produce items, you must set up various parameters such as work centers, routings, and production BOMs
Production orders
Version management
Agile manufacturing
Basic supply planning
Demand forecasting
Production orders
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
information contained in production orders
Products that are planned for manufacturing
Materials that are 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
how can production orders be created
on an order-by-order basis either manually from the Production Order page or generated from the Sales Order Planning or Order Planning pages
how can we post our output
Output posting can be done manually by filling and posting journal lines after production operations
Alternatively, you can perform output posting automatically with the use of backward flushing
–> In that case, material consumption is automatically posted along with output when the production order status changes to finished
Version management
allows you to create and manage different versions of the manufacturing bill of materials and routings
Agile manufacturing
you can plan rush hour
you can make exceptions
you can handle last-minute changes to your processes with multiple planning options
Basic supply planning
allows you to plan for material requirements based on demand with support for master production scheduling and materials requirements planning
Demand forecasting
you can plan and create production and purchase orders, taking into consideration the demand forecast together with the level of available inventory and parameters of requirement planning
Business Central Human Resources capabilities
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
what to do to start using Business Central’s 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
Register employees
eating a card with all the core and related information
what can we put on the employee card?
you can set up information
–> such as union membership, relatives, and contracts for the employee
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
how to reimburse employees for their business expenses?
you must fill in the fields on the Payments FastTab on the Employee Card page
How to manage an employee’s absence?
you must record the absence on the Absence Registration page
from which pages can we view employee absence?
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 same information that you entered on the Absence Registration page, filtered by each employee
In Microsoft 365 experience for Business Central
Business Central is fully integrated with Microsoft 365 so that you can navigate freely between Microsoft 365 apps and Business Central by using the app launcher
In Business Central, you can open data in Microsoft Excel, print reports by using Microsoft Word, and you can work with your Business Central data in Microsoft Outlook, for example
Microsoft 365 authentication
In Business Central online, users are added through the Microsoft 365 Admin Center
–> After users have been created in Microsoft 365, they can be imported into the Users window in Business Central
Use Business Central as your Business Inbox in Outlook
you can manage business interactions with your prospects, customers, and vendors directly in Outlook
allows you to see financial data that is related to customers and vendors, in addition to helping you create and send documents, such as quotes, orders, and invoices
Unified header shared with Microsoft 365
In Business Central, the updated header provides similar functionality and navigation, including links to help and support, a link for personalizing Business Central, and options for adjusting your settings
What are internal users?
Employees, onsite agents, onsite contractors, and other onsite vendors
Employees only
Employees, customers, and suppliers
Employees and customers
Employees, onsite agents, onsite contractors, and other onsite vendors
What is included in the Dynamics 365 Business Central Essentials subscription type?
The Essentials subscription type includes financial management and supply chain management.
The Essentials subscription type includes financial management, supply chain management, and project management.
The Essentials subscription type includes all modules except for warehouse management, service management, and manufacturing.
The Essentials subscription type includes financial management, customer relationship management, project management, supply chain management, human resources management, and warehouse management.
The Essentials subscription type includes financial management, customer relationship management, project management, supply chain management, human resources management, and warehouse management.
Which one of the following options is not a main objective of a cloud end-to-end business solution?
To offer a consistent look and feel across all modules.
To offer a full suite of application functionality in the cloud.
To offer an extendible solution with apps in the cloud.
To offer a secure solution in the cloud.
To offer a consistent look and feel across all modules.
A cloud end-to-end business solution is business management software (typically a suite of integrated applications) that a company can use to collect, store, manage, and interpret data from many business activities. It is offered in the cloud and can be extended with apps from AppSource.
