Microsoft Dynamics 365 Business Central features Built-in Automatic Flushing Methods, a powerful yet often overlooked feature that simplifies posting material and resource consumption during production orders. These methods streamline the process, reducing manual intervention and enhancing data accuracy.
What Are Automatic Flushing Methods?
Automatic Flushing Methods automate the posting of material and resource consumption based on specific system events, like changing the status of a production order. These methods are invoked and executed without user intervention, making the process more efficient.
Industries That Benefit
Manufacturing organizations, especially those producing standard products with well-defined Bills of Materials (BOMs), can significantly benefit from these features. These organizations, primarily involved in Make-To-Stock production, can use Automatic Flushing Methods to ease data entry and improve accuracy during production.
Detailed Overview of Flushing Methods
Business Central offers two types of Automatic Flushing Methods: Forward and Backward. These methods are defined for both material consumption and resource capacity consumption and are updated on the Item card for material consumption and on Work Centers/Machine Centers for capacity consumption.
Flushing Method on Item Card
Location: Replenishment Tab
Flushing Method on Work Center Card
Location: Posting Field
How Do the Flushing Methods Work?
Forward Flushing
Forward Flushing is triggered when a Released Production Order is created or when a Firm Planned Production Order’s status changes to Released. Here’s what happens:
All Production Order components are immediately flushed out from stock, and consumption is posted.
Consumption entries are created, and the related material cost is assigned to the Production Order.
All operations of the routing are posted automatically with standard run time and setup time, if any.
The output quantity of the Production Order item is credited to stock.
Backward Flushing
Backward Flushing can be complete or linked to routing operations.
Complete Backward Flushing
Backward Flushing happens when the status of a Released Production Order is changed to Finished:
All Production Order components are flushed out from stock, and consumption is posted.
Consumption entries are created, and the related material cost is assigned to the Production Order.
Backward Flushing with Routing Link
Business Central provides a concept of Routing Link, which links BOM items to related routing operations. This is useful for organizations with lengthy production order execution periods. Instead of waiting until all processes are completed, consumption can be posted after each operation:
When an operation is posted through the Production Journal or Output Journal, only the items linked to that operation through the Routing Link are posted as consumed.
Important Note
For both forward and backward Automatic Flushing Methods to execute successfully, the required quantity of items must be available in stock at the specified location/bins.
If there is any shortage, the system will throw an error.
Dynamic 365 Business Central users can make basic customizations for reports in Word format, including posted sales invoices, sales orders, purchase order reports, etc.
Although it is simple to customize your files, mistakes are easy to make and difficult to correct. I have helped dozens of clients customize their files and streamline their invoice templates.
In this article, I will show you how to make basic customizations to Dynamics 365 Business Central reports using Microsoft Word and how to avoid some of the most common issues I see clients run into.
Table of Contents
· Default Reports in Business Central
· Custom Report Layouts in Business Central
· Exported Layout in Microsoft Word
· Import Layout to Business Central
· Setting Up the New Layout
· Troubleshooting
Default Reports in Dynamics 365 Business Central
Business Central has default report formats created for each model. For example, if you print your Posted Sales Invoice report in Business Central, it will have a default Word report assigned to it.
For modules such as Sales Orders and Purchase Order reports, Business Central defaults to using an RDLC reporting format. However, you can change this format by selecting the Word format in Business Central.
Below is an example of how the default report appears in Business Central. I will show you how to change the report to any format. The steps below can be used to change the format of any report in Business Central.
Search “Posted Sales Invoice” in Business Central and select a posted invoice to print.
Once you select “Print,” a new window will open.
Note that the format of this Sales Invoice Report layout defaults to an RDLC report layout, which is completely different from Word.
To change the layout to a Word format layout, click on the 3 horizontal dots on the right-hand side of the “Report Layout” option. Business Central will display all default report layouts that are available for you to use or customize further. In this example, notice that by default, Business Central has one report layout in RDLC format and three other report layouts in Word format:
To preview a particular report, click on the three horizontal dots at the top of the window and click “Run Report.” A new window will pop up, and you can select which Posted Sales Invoice you would like to preview. Then, select “Preview” to view the final report.
Custom Report Layouts in Dynamics 365 Business Central
In Dynamics 365 Business Central, users cannot edit a built-in report; they must first copy a built-in report and then edit the copied version. To start customizing invoices via copies of Word layouts, the user should go to the “Custom Report Layouts” page to copy and create new layouts.
Business Central has many pre-built default templates for each report. For example, the Sales Invoice, Report ID 1306, has multiple report types available. In the Custom Report Layouts window, the Report IDs not checked in the “Built-in” column are user-generated.
We also have the option to add the report in a custom report layout by using the “New” option. This way, Business Central adds a default report layout on this page that we can export and edit.
On top of the screen, once you press “New,” a window will open. In this window, enter your Sales Invoice Report ID, toggle on “Insert Word Layout,” and press “OK.”
Once you have pressed “OK,” you will see that Business Central has created a new layout named “Copy of Built-in Layout” for you. You can customize this layout and rename it as required.
Note: It is very important that you rename your templates to differentiate them from the original or make copies to have as backups to avoid overwriting your templates, which is a common error I often help clients address.
After copying/creating a (new) layout, select the new layout line and click “Export Layout.” This file can be saved in another location to make edits to before uploading it into the system immediately or later.
Exported Layout in Microsoft Word
When the copied layout is exported, after saving and opening the Word document, the layout will appear similar to the screenshot below:
You can hard code text by simply typing it into a blank space available. This would appear on each invoice selected. To make basic edits, such as the modification, addition, or removal of selected out-of-the-box coded fields, the user needs to bring in the Developer tab in the Word ribbon at the top, via “Customize the Ribbon”:
Then in the Developer tab, click “XML Mapping Pane”:
On the right-hand side pop-up, change the “Custom XML Part” to Microsoft Dynamics report selection:
The user can move fields around, delete fields, and add basic fields (if the fields are not there, the user will not be able to add via Word invoice formatting). There are two types of fields, one that includes _Lbl on the end and one without. The Lbl indicates the label and not the value of the field itself.
Now, the user can open each tab and choose header level fields, line level fields, and other fields:
To add a field, click on the report area intended to add the field. Then in the XML Mapping pane, highlight the line, right-click, and choose from an array of options that best suits the field:
You can also change the formatting of the fields, for example, the color, size, font, bolding, underlining of labels, or field values.
Note: Some reports have no custom report layout selection, such as the Purchase Invoice (Report 406). This is because an open Purchase Invoice is typically an internal document and is not required to be sent externally; the Purchase Order confirmation could be used instead.
Import Layout to Dynamics 365 Business Central
Once you have made your desired edits to the report, be sure to save and close the report. Navigate back to Business Central, import the layout, and then update the layout for the changes to take effect.
You can then choose to run the report to view a sample of the layout:
After clicking “Run Report,” specify which Posted Sales Invoice report you would like to run. Afterward, click “Preview” to view the report.
Setting Up the New Layout
Once your newly edited layout is ready to use, make sure to set it as the default report each time you print Posted Sales Invoices.
To do so, search “Report Layout Selection” and type the report ID in the search bar of that window. In this example, our report ID was “1306.”
Then, under the “Layout Type” column, select “Custom Layout.”
A new window will open when you select the “Custom Layout.” Be sure to select the newly edited report.
Once this has been done, this new layout will appear each time you print a posted sales invoice report.
Overwriting Old Templates
A common error I often see is that many users accidentally overwrite their old report files when making changes to their layouts. Once users realize they’ve made incorrect changes in the new file and want to revert to the old report version, they find themselves in a difficult situation because this cannot be reversed.
The option in this scenario is to manually edit the new layout to match the previous one that has been overwritten, which can be challenging.
To avoid this common situation I recommend two different rules to follow when editing reports in Business Central:
1. Create a Copy and Rename It:
· Always create a copy of the layout before you make changes.
· Rename the copy so that it is clearly distinguished from the original.
· Export and import the new changes into the renamed copy.
· This way, you’ll still be able to print your old report from the original layout if needed.
2. Keep a Backup:
· Export two copies of the layout to your computer.
· Only make changes to one copy, keep the other copy as a backup.
· This ensures that you will always have an original version.
What if My New Format Doesn’t Show Up in the Window?
Another scenario I often see users run into is that after making the changes in the report, they are unable to print it from the relevant page.
If, for example, you made changes to your Purchase Order report using the report ID 10122, and after making these changes, you try to print the report but notice that it prints a default word layout report instead of your updated one, you can follow the steps below:
1. Selecting the Correct Layout
· After making changes in your report layout, search “Report Layout Selection.”
· Select the correct custom layout that you’ve set up (as shown in the section above “Setting up the New Layout”).
2. Verify the Default Report Layout
· Next, ensure that the default Purchase Order report layout is using the correct report ID that you were working on.
· Search “Report Selection Purchase.”
· Select the Usage as “Order.”
· Type in the correct Report ID (in this case, 10122).
Report layouts in Business Central offer many advanced features; I recently wrote an article for the feature that allows for adjusting email body layouts.
Contact usif you have any questions about customizing Word invoice formatting in Dynamics 365 Business Central.
Sales is one of the most challenging and rewarding professions in the world. It requires a combination of skills, knowledge, and personality to succeed in a competitive and dynamic environment. But what if you could have a personal assistant that could help you with every aspect of your sales process, from prospecting to closing? That’s what Microsoft Dynamic 365 Sales offers you. Microsoft Copilot for Sales is a new product that leverages the power of artificial intelligence to provide you with intelligent guidance, insights, and automation throughout your sales cycle.
Use Cases
Microsoft Copilot for Sales is designed to help sales professionals to:
Save time and increase productivity by automating repetitive and manual tasks, such as creating contacts, updating opportunities, scheduling meetings, and sending follow-ups.
Stay on top of their pipeline and prioritize their actions by getting personalized and actionable recommendations, such as which leads to contact, which deals to close, and which customers to nurture.
Improve their sales performance and skills by getting real-time feedback, coaching, and best practices, such as how to craft effective emails, how to handle objections, and how to negotiate better deals.
Collaborate and communicate more effectively with their team and customers by using Microsoft Teams as their central hub for sales conversations, meetings, and documents.
Licensing Requirements
Microsoft Copilot for Sales is licensed as a paid add-on license for users with one of the following licenses:
Microsoft 365 E3/E5/Business Standard/Business Premium
Office 365 E3/E5
There are two subscription lengths available: 1-year or 3-year.
Microsoft Copilot for Sales includes Copilot for Microsoft 365!
Licensing Channels
Copilot for Sales available on the following licensing channels:
Starting February 1, 2024:
Enterprise Agreement (EA)
Enterprise Subscription Agreement (EAS)
Microsoft Customer Agreement (MCA)
Web Direct
Starting March 1, 2024:
Cloud Solution Provider (CSP)
Copilot for Sales (education) is available through:
Starting May 1, 2024:
Enrollment for Education Solutions (EES)
Microsoft Customer Agreement (MCA
Pricing & Upgrading to Copilot for Sales
Microsoft Dynamic 365 Sales with Copilot costs $50 per user per month. Customers who already have Copilot for Microsoft 365 licenses can purchase Copilot for Sales for an additional $20 per user per month. Dynamics 365 Sales Premium customers will need to pay $30 per user per month for Copilot for Microsoft 365 to get the full Microsoft Copilot for Sales experience.
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In an industry where precision and compliance are paramount, ERP systems play a pivotal role in enhancing operational visibility and control. This article explores the myriad advantages of implementing Pharma ERP systemsand their Transformative impact on the pharmaceutical sector.
Overview of the Advantages to be Discussed
The subsequent sections delve into the specific advantages offered by Pharma ERP, ranging from streamlined operations and regulatory compliance to improved efficiency, cost savings, and enhanced decision-making capabilities.
Streamlined Operations
Supply Chain Management
Pharma ERP facilitates a seamless supply chain by optimizing procurement, manufacturing, and distribution processes. This leads to improved inventory management, reduced lead times, and better coordination between suppliers and manufacturers.
Inventory Control
Efficient inventory control is critical in the pharmaceutical industry to prevent stockouts and wastage. Pharma ERP systems provide real-time visibility into inventory levels, allowing companies to maintain optimal stock levels and reduce carrying costs.
Batch Tracking
The ability to trace and track batches is crucial for ensuring product quality and compliance. Pharma ERP systems enable accurate batch tracking throughout the production and distribution cycle, enhancing accountability and transparency.
Regulatory Compliance
FDA and Compliance Standards
The pharmaceutical industry operates in a highly regulated environment, with compliance standards set by agencies such as the FDA. Pharma ERP systems aid companies in adhering to these standards by automating documentation, ensuring data accuracy, and facilitating quick and accurate reporting during audits.
Documentation and Reporting
Pharma ERP systems automate the documentation process, reducing the risk of manual errors and ensuring that all necessary records are maintained in compliance with regulatory requirements. The reporting features further assist in generating comprehensive reports for regulatory submissions.
Audit Trails
Maintaining detailed audit trails is a key component of regulatory compliance. Pharma ERP systems create and store audit trails automatically, providing a chronological record of system activities. This not only aids in compliance but also serves as a valuable tool for internal quality control.
Enhanced Decision-Making
Real-time Data Analytics
Pharma ERP systems empower decision-makers with real-time data analytics, allowing them to make informed and timely decisions. This data-driven approach enhances overall business intelligence, enabling companies to stay agile in a dynamic market.
Forecasting and Planning
Accurate forecasting is crucial in the pharmaceutical industry, where demand can fluctuate due to various factors. Pharma ERP systems leverage historical data, market trends, and predictive analytics to support more accurate demand forecasting and strategic planning.
Risk Management
Identifying and mitigating risks is a continuous challenge in the pharmaceutical sector. Pharma ERP systems provide tools for risk assessment and management, helping companies proactively address potential issues and ensure business continuity.
Improved Efficiency
Automation of Repetitive Tasks
Pharma ERP systems automate routine and repetitive tasks, freeing up valuable human resources for more strategic and creative endeavors. This not only enhances efficiency but also reduces the likelihood of errors associated with manual processes.
Integration of Business Processes
Integration is a key advantage of ERP systems, and in the pharmaceutical industry, it is particularly impactful. Pharma ERP seamlessly integrates various business processes, from research and development to production and distribution, fostering collaboration and efficiency.
Reduction in Manual Errors
The pharmaceutical sector demands precision, and manual errors can have serious consequences. Pharma ERP systems significantly reduce the risk of errors by automating data entry, calculations, and other critical processes.
Cost Savings
Resource Optimization
Pharma ERP systems optimize the use of resources by streamlining processes, reducing waste, and improving overall productivity. This leads to significant cost savings in the long run, contributing to the financial health of pharmaceutical companies.
Reduction in Wastage
Efficient inventory management and batch tracking contribute to a substantial reduction in wastage. Pharma ERP systems enable companies to minimize overstocking, identify expiry risks, and manage production quantities more effectively.
Long-term Financial Benefits
While the initial investment in implementing Pharma ERP may seem substantial, the long-term financial benefits outweigh the costs. Improved efficiency, cost savings, and enhanced decision-making contribute to the overall financial health and sustainability of pharmaceutical businesses.
Data Security
Importance of Securing Pharmaceutical Data
Pharmaceutical companies handle sensitive data, including research findings, patient information, and proprietary formulas. Pharmaceutical ERP systems prioritize data security, implementing robust measures to safeguard confidential information and comply with data privacy laws.
ERP Systems and Data Protection
Pharma ERP systems include features such as user authentication, encryption, and access controls to protect sensitive data from unauthorized access. This ensures that only authorized personnel can access and modify critical information.
Compliance with Data Privacy Laws
The pharmaceutical industry is subject to strict data privacy laws. Pharma ERP systems aid companies in complying with these regulations by implementing measures that safeguard patient confidentiality and protect sensitive business data.
Scalability
Adapting to Business Growth
Pharmaceutical companies experience dynamic growth, and ERP systems are designed to scale alongside business expansion. Whether a company is launching new products, entering new markets, or acquiring other entities, Pharma ERP adapts to evolving business needs.
Flexibility in ERP Systems
Pharma ERP systemsoffer flexibility, allowing companies to customize the software to align with their unique requirements. This adaptability is particularly valuable in an industry where evolving regulations and technological advancements continually reshape operational needs.
Integration with Emerging Technologies
The integration of Pharma ERP with emerging technologies, such as artificial intelligence and machine learning, positions pharmaceutical companies at the forefront of innovation. This not only enhances operational efficiency but also ensures competitiveness in a rapidly evolving industry.
Customer Relationship Management
Improving Customer Service
Pharma ERP systems contribute to enhanced customer service by providing accurate and up-to-date information. From order status to product availability, companies can respond promptly to customer inquiries, fostering trust and satisfaction.
Tracking Customer Interactions
Understanding customer behavior and preferences is crucial for success in the pharmaceutical industry. Pharma ERP systems include customer relationship management (CRM) features that enable companies to track and analyze customer interactions, facilitating targeted marketing and personalized services.
Building Stronger Client Relationships
By leveraging the insights gained through CRM features, pharmaceutical companies can build stronger and more personalized relationships with clients. This not only improves customer retention but also opens doors to potential collaborations and partnerships.
Training and User Adoption
Importance of Employee Training
Successful implementation of Pharma ERP requires proper training for employees. Training programs ensure that staff members are proficient in using the ERP system, maximizing its potential and minimizing the learning curve.
User-Friendly ERP Interfaces
Pharma ERP systems prioritize user-friendliness, with intuitive interfaces that simplify complex processes. This design approach enhances user adoption, ensuring that employees feel comfortable and confident using the system in their daily tasks.
Maximizing System Utilization
Employee proficiency and comfort with the ERP system contribute to its overall effectiveness. Companies that invest in comprehensive training programs and prioritize user adoption often experience higher levels of system utilization and, consequently, greater benefits.
Challenges in Implementing Pharma ERP
Resistance to Change
Resistance to change is a common challenge in any industry undergoing a digital transformation. Pharma ERP implementation requires a cultural shift, and addressing employee concerns and fostering a positive attitude towards change are essential.
Initial Costs and Investments
While the long-term benefits of Pharma ERP are substantial, the initial costs and investments can be a deterrent for some companies. Understanding the return on investment and planning for the upfront expenses are crucial considerations.
Potential Integration Issues
Integrating Pharma ERP with existing systems and technologies can pose challenges. Identifying potential integration issues early in the planning phase and working with experienced ERP consultantscan help mitigate these challenges.
Future Trends in Pharma ERP
Technological Advancements
As technology continues to evolve, so do ERP systems. Future trends in Pharma ERP include advancements in artificial intelligence, machine learning, and predictive analytics, offering pharmaceutical companies even greater capabilities for data-driven decision-making.
Industry Evolution
The pharmaceutical industry itself is undergoing continuous evolution. Pharmaceutical ERP systems will need to adapt to changes in regulations, market dynamics, and consumer expectations to remain effective and relevant.
The Role of Artificial Intelligence
The integration of artificial intelligence in Pharma ERP is a promising trend. AI can enhance data analysis, automate routine tasks, and provide valuable insights, further optimizing operational efficiency and decision-making.
Conclusion
Summarizing Key Advantages
Pharma ERP systems bring a myriad of advantages to the pharmaceutical industry, ranging from streamlined operations and enhanced decision-making to cost savings and improved customer relationship management. The comprehensive nature of these systems makes them indispensable in a highly competitive and regulated sector.
Encouraging Consideration of Pharma ERP
As pharmaceutical companies navigate the complexities of their industry, considering the adoption of Pharmaceutical ERP becomes a strategic imperative. The advantages discussed in this article highlight the transformative potential of these systems in ensuring long-term success.
Emphasizing Continuous Improvement
Implementing Pharma ERP is not just a one-time project; it is a journey towards continuous improvement. Companies should embrace a mindset of ongoing optimization, leveraging the capabilities of ERP systems to stay ahead in an ever-evolving pharmaceutical landscape.
Lastly, if you are Looking to optimize Pharma ERP implementation? Lastly, if you are looking for areliable implementation partner, you may as well contact Tectura India. We are the Top Dynamics 365 Gold Partners Being Gold D 365 Implementation Partner, we have a massive team of dedicated professionals. Our team is looking forward to serving your business and helping you grow. Contact Us for further information. For more insightful content and industry updates, follow our LinkedIn page.
FAQs
A. What is the typical cost of implementing Pharmaceutical ERP?
The cost of implementing Pharmaceutical ERP varies based on the size and complexity of the pharmaceutical company. Generally, it involves initial software licensing fees, implementation costs, and ongoing maintenance expenses.
B. How long does it take to see tangible benefits after implementing an ERP system?
The timeline for realizing tangible benefits from Pharma ERP implementation depends on factors such as the scope of the project, the level of customization, and the readiness of the organization. However, companies often start experiencing improvements within a few months of implementation.
C. Can small pharmaceutical companies benefit from ERP systems?
Yes, small pharmaceutical companies can benefit significantly from ERP systems. Cloud-based ERP solutions and modular implementations make it accessible for smaller organizations to enjoy the advantages of streamlined operations, compliance, and efficiency.
D. How does Pharma ERP contribute to regulatory compliance?
Pharma ERP-systems contribute to regulatory compliance by automating documentation, ensuring data accuracy, and providing detailed audit trails. This helps pharmaceutical companies meet the stringent requirements set by regulatory agencies such as the FDA.
E. Are there any risks associated with data security in ERP systems?
While ERP systems prioritize data security, there are potential risks, especially if proper security measures are not implemented. It’s crucial for pharmaceutical companies to regularly update and monitor their ERP systems, conduct security audits, and educate employees on data protection practices.
