Sales#

The following features expand standard Microsoft Dynamics 365 Business Central¹ functionality to provide additional options to those working in your organization’s sales department.

Backlog#

With this feature, you can specify for each customer how you want backlog printed on a shipment note.

1. Open a customer card.
2. On the Misc. FastTab, in the Print Backlog field, select one of the options described in the following table.

Shipment multiples#

If necessary, you can specify that items or item variants entered on sales document lines can only be shipped in multiples of a certain lot size.

Setup#

Sales order types#

On the Sales Order Types page, you can decide for each order type whether you want to use the feature by turning the Ignore Shpt. Multiples toggle on or off.

Items#

On an item card, on the Misc. FastTab, you can specify in the Shipment Multiple field the multiple that will be used for the given unit of measure.

Variants#

On a variant card, in the Shipment Multiple field, you can specify a multiple that will be used for this variant instead of the default value entered for the item.

Workflow#

The following checks are run if you enter on a sales order an item that you specified a multiple for:

1. Is the quantity smaller or greater than the multiple?
   If you entered a quantity that doesn’t match the multiple specified on the item or variant card, you’re asked if you want to round the quantity up or down.
2. Is the item being sold in another unit of measure?
   When you change the unit of measure, a new shipment multiple is automatically suggested to you.
3. Is a multiple specified for the selected variant?
   If a multiple is specified for the item variant that you want to sell, this multiple is used instead of the value on the item card.

Alternate address on quotes#

You can now change the address that will be printed on sales quotes.

• Open a quote.
• On the General FastTab, in the Address on Quote field, choose whether the sell-to, ship-to, or bill-to address should appear on printouts of the quote. If you select Ship-to or Bill-to, the shipment address entered on the quote will not be shown at the bottom of the printed document.

The field is also copied along when a quote is archived.

Select to order#

You can use the Copy to Order field on quote lines to convert only part of a quote to an order.

By default, the field is selected for all lines but can be cleared manually. Running the Make Order function from the ribbon then creates an order based on the lines where the Copy to Order field is selected. The prices and discounts from the quote are also copied.

No credit memo invoice#

In medtec365, a sales credit memo can be created without having to assign it to an invoice. To allow a user access to this feature:

1. Choose the Search icon, enter User Setup, and then choose the related link.
2. Select the relevant user.
3. Select the Allow Standalone Cr. Memos field on the line.

Credit memo values#

On a credit memo card, you can now turn on the Value Posting toggle on the General FastTab to specify that no items are moved in a warehouse with this credit memo. If the toggle isn’t turned on, the system will create a sales return order and therefore an item entry in the background when you post the document.

Extended sales history#

The sales history available in the standard app has been extended to show archived sales quotes, sales orders, blanket orders, and return orders as well.

Color indicators#

The indicators that can be shown in the Sales Header Status FactBox provide you with a quick overview of the inventory, warehouse and posted shipments, and invoices available for an order.

Each indicator gives you an aggregated view of the individual line values. That is, if the indicator is set to Green on one line but to Red on another, it will show as Yellow in the box. To see the status of a specific line, you can choose Sales Line Statuses on the sales order ribbon.

To use this feature, you need to ensure that an image is assigned to represent each indicator color:

1. Choose the Search icon, enter Company Information, and then choose the related link.
2. On the Documents FastTab, select the plus sign next to Red, Yellow, or Green, and then choose the image that you want to see when this color applies.

Flag insufficient demand on multiple orders#

If the item quantity in inventory isn’t enough to meet demand from more than one sales order, the Pickable Status field will nevertheless be set to Green on all documents where the item is entered. To avoid any issues during shipping, you can add the Invt. Availability Status indicator to the Sales Order page and other types of sales overviews.

Setup#

1. Choose the Search icon, enter medtec365 Setup, and then choose the related link
2. Fill in the fields on the Sales FastTab as described in the following table.

Workflow#

Example - Quantity on sales orders > Quantity in inventory#

You create two sales orders that pick from a location storing 1000 pieces of the item you need to ship.

The Pickable Status field is then set to Green on both. Without turning on the extended indicator view, no status light will make you aware that the quantity in inventory is insufficient to meet demand from two orders.

After turning on and setting up the extended view, the Invt. Availability Status indicator will become visible on multiple sales pages and change color based on the quantity and delivery date entered on a line.

When the same item is entered on the second order but with a delivery date outside the period defined in setup and the quantity at the specified location isn’t enough for both, the Invt. Availability Status will be set to Green on the order (line) that needs to be delivered first and to Yellow on the other. If the orders need to be shipped in the same period, the indicator on both will turn Yellow.

Any sales line will also be set to Yellow if the quantity at the location entered on it can only be fulfilled in part, regardless of the period entered in setup.

This also holds true for lines set to Red, for example, when the items you need aren’t stored at the site you’ve entered.

Calculate statuses manually#

With the Show Inventory Availability (Extended) toggle turned on, you can run the Calculate Invt. Availability action from the sales order ribbon to ensure all availability indicators are up to date, as not every change that you make to an order will trigger an automatic recalculation of these statuses.

Pages#

When turned on, the status of inventory will be shown on the following pages:

• Sales Order (Sales Header Status FactBox)
• Sales Status List (via the general search function)
• Sales Line Statuses (on the Sales Order or Sales Status List ribbon)

Item restrictions#

You can restrict what items can be delivered to a certain customer, invoice recipient, or country by specifying restriction codes. These codes are used to assign (include) or block (exclude) items for shipping. The system then checks for these restrictions when you enter an item on a sales line.

Create restrictions#

To restrict the sale of an item:

1. Choose the Search icon, enter Item Restrictions Overview, and then choose the related link.
2. On the ribbon, choose New.
3. Enter a code in the Restriction Code field, and then fill in the Description field. The code must be unique.
4. On the Condition Lines FastTab, enter the relevant source fields and set field filters as necessary.
5. On the ribbon, choose Create Restrictions to have the restrictions entered on the Restricted Items FastTab.

Assign restrictions#

To limit what can be sold to a certain customer:

1. Open the relevant customer card.
2. On the Shipping FastTab, fill in the Restriction Code field.

Restrictions that have already been assigned can be opened by choosing Related > Sales > Restricted Items on the ribbon.

As for shipments to a certain country or region, you can restrict their delivery on the Countries/Regions page, by filling in the Restriction Code field on a line there.

Use restricted items#

If items are shipped to a country they shouldn’t or if you enter a restricted item on a sales order even though the restrictions apply to the customer you created the order for, you see a message stating that the item is blocked.

Extended questionnaires#

The CRM profiles have been extended so that you can not only select an answer but enter values as a response to a question. The system will also create a history of all selected answers.

Lot recall at component level#

You can now use item tracking to recall a product while also creating segments and bulk letters for specific recall campaigns.

Clearance items#

Clearance items are items that you decided not to reorder or that your supplier has stopped providing. Your procurement department will be notified that the item—or variant—in question is no longer available when they try to enter it on a new sales order. To select an item or variant for clearance:

1. Open an item card.
2. On the Item FastTab, select the For Clearance field.
3. Alternatively, select For Clearance for each individual variant that will no longer be restocked.

An order that clearance items are entered on isn’t shown on availability lists; planned receipt, meanwhile, is set to 0, as it cannot be guaranteed that the order is still going to be delivered.

If the requested delivery date that is entered on the purchase order is earlier than the planned receipt, an Earliest Availability Date will be shown.

Time limits on blanket orders#

To prevent terms and conditions specified on a blanket order from being used after the order has expired, you can now set not only a quantity but also a time limit there:

1. Open a blanket order.
2. On the FastTab, in the Blanket Order Until field, specify up until when the order is valid.

You then see an error message if you try to use the order after the expiration date.

Additional fields#

For additional customer fields, you can specify if you want to make them available in the sales area and have them copied to the headers of posted documents; additional item and resource fields will be included on the lines.

On the Additional Field Setup page, you can also specify whether these fields can be changed manually. The system then logs the time they were modified and the ID of the user who edited them.

Movement types#

Standard sales documents can be used to post the receipt and shipment of items in the system, whereas transfer orders move goods from one place to another.

Sometimes, however, items might need to be presented to a customer and returned. Using standard functions to mirror this process can be very time-consuming, as two types of documents need to be created. For this reason, a Movement Type field has been added to all sales lines so that you can post both transfers and standard sales transactions.

Setup#

Sales order types#

You can set up movement types on the Sales Order Types page so that when you create item lines assigned to a certain order type, the Movement Type field will be filled in automatically on the lines of the relevant sales document.

Locations#

To specify a receiving location and bin for transfers based on a movement type:

1. Open a location card.
2. On the medtec365 FastTab, fill in the fields as described in the following table.

Customers#

You can also fill in a location (and a bin) separately for each customer.

1. Open a customer card.
2. On the Shipping FastTab, fill in the fields as described in the following table.

Workflow#

You can post transfers on item lines of both sales and return orders.

1. Open a sales or sales return order.
2. Select Transfer in the Movement Type field on an item line (that is, unless the field has already been filled in from a sales order type).
3. In the Receiving Location Code field, specify the destination that you want to transfer the items to. If this site requires bin assignment, fill in the Receiving Bin Code field as well.

Some of the Receiving Location and Receiving Bin Code fields might already be filled in if default values have been specified for them on the relevant location or customer cards.

For transfer lines, the Unit Price field is set to zero automatically, as ownership of the items doesn’t change. A minimum profit check isn’t performed either. After the items have been shipped, they’re marked as invoiced; no Qty. Shipped Not Invd. remains.

This means that an order might be completed just by shipping the items. However, it isn’t deleted from the system. You can then delete the order manually or you can run a batch job to have it removed by the system.

Posted documents#

You can view the movement type, as well as the receiving location and bin, on posted shipping documents. The system creates application entries of type Transfer for the shipment and a corresponding bin entry for each location that requires bins.

Cancellations#

Cancelling a transfer automatically reverses the entries associated with the transfer.

Returns#

On a sales return order, lines should be created by running the Get Posted Document Lines to Reverse action, as it shows, for example, what posted shipment lines can be selected. The window also displays the Cancellation Qty. and Movement Type fields.

Compared to the original order, the location and receiving location are now reversed. This means that a return receipt you created based on a transfer from bin 001 at the main warehouse to customer 20000 then shows a transfer from customer 20000 to main warehouse bin 001.

Warehouse#

Overall, posting from the sales document should lead to the same result as posting from a warehouse document (shipment or receipt).

There are no differences to standard functionality when it comes using the Transfer movement type on sales orders. As for sales returns, the difference is that the roles of inbound and outbound location will be reversed.

Discount reasons#

You can now also specify the reason for granting a line discount on a document.

1. Choose the Search icon, enter Discount Reasons, and then choose the related link.
2. On the ribbon, choose New.
3. Fill in the fields as described in the following table.

To assign a reason:

1. Open a sales document.
2. Select the relevant sales line, and then fill in the Discount Reason field.

Discount reasons can also be used for transactions in kind.

For this purpose, you need to create a discount reason = 100% and assign it to the relevant document line. After selecting the reason, the associated line discount is then filled in automatically.

A discount only applies to a single line and is subtracted from the line amount there.

Pricing by order type#

Item prices might be the same across multiple order types or they might differ per type. The prices asked for in the sales area might also not be the same as those offered to service customers.

To specify that a price is only valid for a certain type of order:

1. Open the relevant item.
2. On the ribbon, choose Prices & Discounts > Sales Prices.
3. Select the relevant line and then choose Sales Price Lists.
4. Open a list and fill in the Sales Order Pricing Type field.