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The sell side and the buy side
Sales documents
Quotes convert to orders, orders ship and invoice in part or in full, and return orders bring goods and credit back in one flow.
- ✓Quotes and orders
- ✓Blanket orders
- ✓Return orders
- ✓Prepayment invoices
Purchase documents
Purchase orders can be raised by hand, from the requisition worksheet or straight from a sales order, then received and invoiced separately.
- ✓Purchase quotes and orders
- ✓Receipts and invoices
- ✓Item charges for freight
- ✓Vendor returns
Pricing and discounts
Price lists hold prices and line discounts by customer, customer price group, campaign or everyone, with start and end dates.
- ✓Customer-specific prices
- ✓Quantity breaks
- ✓Invoice discounts
- ✓Vendor price lists
Credit and collections
Credit limits warn or block at order entry, while reminders and finance charge memos chase overdue balances on a schedule.
- ✓Credit limit checks
- ✓Customer blocking
- ✓Reminder levels
- ✓Statements
Posted means posted: how corrections work
Business Central never lets you edit a posted invoice. That is deliberate: the posted document is part of the audit trail. When something is wrong, you correct it rather than change it.
For a sales or purchase invoice with nothing applied to it, the Correct action posts a credit memo and opens a new copy of the invoice to fix and repost; Cancel posts the credit memo alone. For shipments and receipts that have not been invoiced, Undo reverses the posted quantity. Partial corrections go through a credit memo that copies lines from the original.
Teams coming from systems that allowed editing find this strict at first. Once people learn the three actions, month-end is cleaner because no one has quietly altered a document that was already reported.
Automation that pays off early
- ✓Suggest Vendor Payments fills the payment journal with invoices due by a date, taking discounts where they apply.
- ✓Approval workflows route purchase orders over a value, or customers over their credit limit, to a named approver.
- ✓Combine Shipments invoices many posted shipments to a customer on one invoice, run as a batch job overnight.
- ✓Recurring sales lines add standard items to new orders for customers who order the same things.
- ✓Order promising calculates an available-to-promise date from stock and planned supply.
- ✓Get Receipt Lines builds a purchase invoice from what was actually received, which stops paying for goods that never arrived.
- ✓E-documents send and receive invoices in electronic formats where your trading partners support them.
Drop shipment or special order?
Where order processing goes wrong
Pricing is the usual culprit. Companies migrate years of one-off prices with no end dates, and the price list grows until nobody knows which line wins. We prefer a small number of customer price groups plus clearly dated exceptions.
The next is using orders when invoices would do. Businesses that ship and bill in one step can post sales invoices directly, which saves a click on every transaction. Businesses that ship in parts need orders. Choosing per customer type, rather than one rule for all, keeps the process short.
Finally, approvals get switched on for everything and then bypassed because they slow the team down. Approvals work when they fire on the few documents that genuinely need a second look.
Sales and purchasing questions
Can Business Central send invoices and statements by email automatically?
Yes. Document sending profiles decide whether a customer gets invoices by email, print or electronic document, and posting can send them straight away. Statements and reminders can also run as scheduled jobs. Report layouts are customized in Word or Excel so documents carry your branding.
Does it handle customer-specific pricing and contracts?
Price lists can hold prices and discounts for one customer, a price group or a campaign, each with start and end dates and quantity breaks. That covers most contract pricing. Rebates, tiered retrospective discounts and complex agreements usually need an AppSource app or an extension, which we assess case by case.
How are vendor invoices approved before payment?
Purchase invoices can pass through an approval workflow based on amount, vendor or other conditions before they can be posted. Once posted, Suggest Vendor Payments builds the payment run. Many firms also add document capture so invoices arrive from email into Business Central without typing.
Can a sales order automatically create a purchase order?
Yes. Drop shipment and special order lines can generate the linked purchase order through the requisition worksheet or directly from the sales order. For stock items, the requisition worksheet proposes purchases based on demand and reorder rules. The link keeps the sale and purchase connected for margin and tracking.
Do we need Dynamics 365 Sales as well?
Not for order processing. Business Central handles quotes and orders well. Dynamics 365 Sales becomes worth it when you need pipeline management, opportunity stages, marketing and a larger sales team working leads before a quote exists.
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