Top 5 things you need to know about what’s new in Business Central April 2020
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This is the 24th in our series of monthly webinars on key areas of NAV and Business Central. You can sign up for as many as you like on our website. I’ll show you a list of upcoming webinars at the end of the session. We also send out regular emails to register for the next one.
My name is Krisy and I’ll be facilitating the demo today. I’m a Sales Executive here at TVision. I’ve worked here for nearly six months and my background is 16 years in customer service and sales. Ian will be doing the demo today and he’s a Support Consultant at TVision. He’s been working at TVision for three years, and has been using NAV since 2000.
There are many new features of Business Central in the April release. We can’t show you every new feature for these areas today, but we will show you those we believe are most useful and applicable to the majority of companies. However, a list of more new features we’ve segmented into four areas will be included in the presentation which we’ll send to you after the webinar as well as the webinar recording.
So the top so the top five things about the new release for Business Central that we’re going to discuss and show you today. Receive more items than ordered. You will now be able to receive a quantity higher than the order quantity on purchase orders according to an over received policy that you set up on the over receipt code page.
Vendor and customer different emails specific reports. You can now add multiple email addresses when you were sending different types of documents out instead of just sending everything to a generic email address. You may have a sale shipment that needs to go to the receiving manager, an invoice for the accounts payable, and a reminder that the accounts Department. Y.ou can set up per document type for each customer or vendor, which email address you want to send it to.
Use resources in purchase documents. You can now use Resource as a line type of purchase documents. For example, you can add resources on purchase orders, invoices, and credit memos and post purchase transactions for them. You can correct purchase documents with resource lines, copy them or use resource extended text.
The ability to view a list of sessions and cancel one or more of them. In the Business Central Administration Centre and administrator can see a list of active sessions on an environment and cancel one or more of them.
All existing resources consumed by session will also be cancelled. And finally disable export of data to excel. With edits and open an Excel users can quickly get a spreadsheet with data from business Central for further changes to Excel. However, some companies have data control rules with restrictions on having data sets in Excel where it’s more difficult to control and audit. Administrators can now specify which users are allowed to export data to Excel and this is now controlled by a new D365 Excel export action permission set which gives your business strict control over data. I’ll now hand over to Ian for the demo.
Sorry, I didn’t have my microphone on. Hi everyone. Welcome to this demo. So what I have for you today, I have my current system which has been upgraded to the latest version of Business Central version 16, or 2020 Wave One, depending on your naming conventions. You’ll notice I’ve got a couple of tabs open today because I have two systems set up slightly differently so I can show you some of the changes.
But the first change that Krisy mentioned was “receiving more items than were ordered”. So a problem which has been in Business Central and in NAV for quite some time, if you order a thousand items when the delivery comes there might be more than a thousand. Maybe there’s a 1010 for some reason. You would have to go back into that purchase order.
Edit the purchase order to say were ordering a thousand and ten. If you have an approval process, it would have to be sent for approval before it could be released before someone could receive those goods. There’s a nice new feature in the latest version of Business Central where you can actually receive more than you ordered and there are some nice controls that you can put on that to limit how that works.
So there is…. if I go to my search box and over receipt screen where we can do a little bit of setup. So we can set up some reason codes basically for why someone might be receiving more than was ordered. So I have rounding here as my default if I try to use anything, and for rounding I can set there’s a tolerance of 2% so I can receive up to 2% more than was ordered. I’ve got a couple more that I set up here: minimum order quantity, minimum order multiple restrictions might cause you to receive more than you ordered.
And each one can have as you see a different tolerance that you will accept and here’s an interesting one the container size might be different to the one that’s normally used. That’s why it’s going over, and for this one I’ve even specified if we’re using purchase document approvals. Then this document would need to be reapproved before the actual receipt could be posted.
So if you are using approvals, or small adjustments, you can let the guy in the receiving store just receive them or for a larger adjustment you can say “No, this must go back and be re-approved”. So, let’s see that working in the real world. I’m in my sandbox company. I’m going to go to my purchase orders and let’s just get to our purchase orders.
And here, let’s have a look at this order. It has been released, which is good. So I have an order here with Fabrikam. I’m buying some Athens desks. I’ve ordered a quantity of 1002. The shipment arrives and I find out there’s actually more than 1002 on the container. There’s actually 1005.
So I put in the amount that I am going to receive. And I get a little message here that says it’s an over receipt quantity has been recorded. And if I scroll across I can see it’s over receipting by 5 units and the reason code for the over receipt is because of rounding. This is basically all I need to do because rounding didn’t require any authorisation and five units is well within that 2% limit that I set.
So this user would then simply be able to post this purchase receipt. If I had chosen a different, if I chosen that container size option, and if I had approvals turned on then before posting the user would have to request approval and someone up the chain would have to say .
“Yes, it’s fine that we’re receiving 200 units more than we should have” or whatever the case may be. So this solves a little bit of a tedious time-consuming process. Whereas in the past, you would have had to unrelease this document, change the quantity over here. Again, send it for approval of using approvals before the person could receipt. This lets one person handle everything by themselves.
Get on with their job, let business happen as it should. The second change is the different emails for different types of documents. So you might have a situation…. we were just looking at purchases.
So this time I’ll talk about the sales side of the business or customers. We may have when a customer order something we might send the order confirmation to the purchasing manager at that company. And when we ship the goods we might want to send shipping advice to the receiving store’s manager. When the customer makes payment we want to send…. Sorry, when we want to send out the statements to the customers the statements go to the Accounts Department. The invoices copies get sent to their accounts payable department.
In the existing systems for each company, let’s just have a look at the Adatum Corporation. For each company we can put on a default email address and all documents would basically be sent to this email address. Unless you had some customised code or you were using something like Continia Output to manage sending documents. What we have the ability for now is for this customer if I go to navigate > customer document layouts I can now choose different types of documents and I can choose who at that company do I want to send this document to. I can fill them in one by one. There’s a nice little shortcut button, which says copy so these are all the types of documents. I have set up in my system that I might be sending to a customer, order confirmations, invoices, etc. And at the moment they’re all going to the default email address because I haven’t chosen anyone here.
But let’s say when there’s a reminder this one’s special. I don’t want it to go to the default email address. I’m going to go and look at the contacts we have at the Adatum Corporation and I want this one to go to John Smith.
So now what’s going to happen whenever I’m using my system if I print and send an invoice it will go to the default email address. If at any point issue a reminder, and I send that to the customer it will go specifically to John Smith’s email address.
So this is very nice. Instead of one generic email for everybody you can have a separate contacts within your customers and separate contacts within your vendors where you can send different types of documents to. So that saves a bit of work fiddling in Excel, which is I think very nice. Another nice feature, which has been changed in all versions of Business Central and NAV prior to that when you went to a sales invoice….
Let’s just pull up a sales invoice and have a look at one, or a sales order, doesn’t have to be an invoice. So on a sales order, you are always allowed to sell different things to your customers. You could sell items. You could also sell GL accounts. If you were doing consultancy work or something, or selling a service you put it against the GL account. You can sell your fixed assets, and you can sell resources.
So people who work at your company, you could sell their time or equipment that you might have that you’re using for a job for a customer you could book out its time as part of your sales order. But there was never the ability to buy a resource. You can imagine a situation where perhaps you have a supplier who sell you a contractor’s time, and you sell that contractor’s time on to one of your clients.
So you’re selling that architects time to one of your customers for £100 pounds an hour and then you’re paying his company £50 an hour for his time. You would have done that selling him as a GL account and buying his time against the GL account. Now you can set him up as a resource sell his time in hours as a resource, and you can also go to your purchase orders and very nicely you can now buy his time as a resource. So everything is treated as the same thing.
First up Consultants is a nice one to look at. So we won’t be buying some consultancy time which were going to sell on and you will notice now in a purchase document you can buy a resource.
Linda is one of their people and you’ll notice that you can put in how many hours do you want to buy £50 pounds and then you can put Linda’s time on a sales document to one of your clients. So this is very nice, it kind of lets a resource flow through your system. It also works when you’re linking those resources to jobs in your invoicing against those jobs.
The next one’s a bit of a cheat – the ability to look at sessions and possibly kill a session. So on-premise systems of NAV, administrators within your organisation always had the ability to go on search for sessions. They could kill someone’s session if they were using up a license and they shouldn’t be or if they were, you know, they’d gone home and not turned off their computer and logged out you could always kick them off the system. That was not possible in Business Central.
But now the Admin Centre I don’t expect you as end-users to be going on playing around in the Admin Centre, but you can ask us to do if you need to. So you’ll notice I was logged into my sandbox company over here. So if I go and look at my sandbox company, I can go manage the sessions now. Here it will give me a list of sessions and there’s my session over here on there.
And we can cancel the session. So if I started editing a customer and I’ve locked up that customer no one else can post a sales order or something. We can come along, cancel the session which will kick me out and let everyone else get on with their work. We can also have a look and see how long this person has been logged on and the last test that they started how long has there been working on it. So that’s a nice little admim tool.
If you do get into that situation where somebody’s locking up your database, we now have a nice easy way of freeing up that lock for you. And the last one that I really need to show you is exporting data to Excel. I’m going to pop over to a different system.
This is again, it’s still version 16. But this time I’m not using my sandbox company. I’m using my demo production company and if we go to a screen where we could normally export information to Excel if I just choose customers up here…
So on this system as a super user I get the option, just have to navigate before more options page, I can open this screen in Excel. I can even edit this screen in Excel if I want to. This is a really nice feature, it makes editing really quick to do bulk updates, etc.
But it also opens up a bit of the security vulnerability. You can imagine if this was a real company and this was a list of customers. I could come in, download this into Excel take it home with me, and who knows what’s going to happen to that information from there. And there may be sensitive information on their credit limits, for example, bank account numbers, people’s email addresses. So perhaps you don’t want everybody to have this functionality.
In previous versions of business Central it was there for everybody. But what’s happened in the latest version? If I am I’m on customers, you will notice between navigate more options that page option with the open in Excel and edit in Excel – it has disappeared. So now it is impossible for me as a user to just dump this information into Excel very quickly and take it home.
It makes it much easier for a system administrator to to manage that data keep it safe. And if the Auditors s questions know we’ve disabled this for all users. How would you do this? You will go to the users screen.
And on the user’s screen, so I’m logged in as demo admin and we’ll just have a quick look here. And you can see in my permission sets, I’m not a super user and I’ve been given very specific permissions. If as an Administrator, I would like this User to be able to export to Excel I can always add a new permission set.
Which is called…. It’s here somewhere, Excel export activity. Now I’ve taken away my Superuser privileges. Yes. I can’t change my account myself. I would have to ask somebody with super permissions to come in and give me this option, and it looks like by default in version 16 this option has been removed for everyone except Superusers.
So when you do bump your system up to version 16, if somebody says “ooh my export to Excel has gone” or “my open in Excel button has gone”, it’s because they need that Excel action adding to their permissions if they should be allowed to export data. So those are the five things that Krisy mentioned. I’ve got a couple of minutes to spare. I want to show you another feature which I think is quite nice. It’s PDF attachment.
Let’s let’s say I’m in my sales orders for example, and I’ll show you how this works. So I’m in my sales orders.
And let’s have a look at this first sales order on the system. Now, looking at the sales order you will notice there are no attachments on this sales order. I’ve spoken to the customer. This is exactly what they want. And I want to keep a record of this is where I left the sales order. Maybe there’s a whole team of people who come in and sometimes they amend orders because customers phone in or something.
What I can do, is I can print send and I can attach this document to itself as a PDF. It’s working on it. It takes a few minutes and it has been attached and now I can see the sales order has an attachment I can go and look at that attachment.
And if I click on the link, it will download me a PDF copy. Let’s open it up and just have a quick look a PDF copy of this sales order for 12 pieces.
If someone comes in and changes this order for any reason, they add a line there, delete a line and a few days after that I come and have a look and say but that’s not what I captured! I can always come back. I can look at my attachment and see exactly what I had, see exactly what has been changed and try and find out why. So on the sales order, maybe it’s not so useful – but it also works on purchase orders.
So if you’ve decided you wanted to purchase 1000 units of something, you sent it for approval. Your manager wasn’t happy. He changed it to 800 units before he approved it. If you’d saved the attachment you’d know that you ordered 1000, you asked for approval for 1000 and you can always go and ask your manager “Why did you change the order” so that you can understand what’s going on. So that’s a bonus. You got the five plus this extra little bonus one, which I thought was quite a nice addition now Krisy has been keeping an eye to see if anyone has any questions. Do you have anything Krisy? I have just had one come, through: If we are already on Business Central SaaS when will we get this?
Okay. Yep. So if you’re on current version 15.4 of Business Central you will be upgraded to version 16 sometime in the next 60 days slightly less than 60 days is probably about 55 days now. If there’s a particular day that you really want that upgrade to happen you can let us know if you drop a line to support.
Then we can specify on that Admin Centre if I go look back at my environments and I don’t look at my sandbox environment so you can see my sandbox environment is already been upgraded to version 16. If this was 15.4 we could come and say do our update on this specific date between these hours. We can set that up for you. It’s going to happen sometime before that 60-day period is up. If you don’t choose then Microsoft will choose add it for you.
So if you’re particularly worried and you really want it to happen say on Saturday afternoon or something, please let us know and we will change your update window to be on the day that you prefer. Anything else Krisy? Yep. Just one more. If we have a purchase order that has been approved, but we now need to change it, can this be done?
Okay, I’m guessing that’s to do with the receipting more than was ordered functionality. So if you’ve got a current purchase order on your system and let’s say your system upgrade’s this evening. So tomorrow morning you come in and you’re on version 16 that shipment comes in with an over delivery. As long as you do that set up in the over receipt codes, then it will work for your existing orders. You don’t need to go and do anything with those existing orders to make it work. If I’ve got the interpretation of the question wrong there, please just drop us an email and I’ll send through some more details. I’ll handle over back to Krisy.
That’s great. Thanks Ian. So we’d like to leave you with the five key takeaways about what’s new in Business Central which we hope will assist you. For more detailed information take a look at the list of new and enhanced features on the Microsoft docs website. If you are on the Business Central SaaS version status then all of these new features will be available to you with your scheduled update. If you’re on business Central on-premise or NAV then you’ll need to upgrade or reimplement in order to receive these features.
Are any of these new features enough for you to consider moving to the latest version of Business Central? Again another reason to move to the latest version is that the latest standard functionality of Business Central could replace any existing NAV development and the customisations you have and finally we would also recommend looking back through previous what’s new documents for the versions in between the one you have and the latest one. These can all be found on the Microsoft Docs website. And of course if you’d like to have a more detailed discussion What’s new in business Central or moving to the latest version, then please feel free to contact us.
We hope you have found this webinar interesting and informative. As I mentioned previously this is the 24th in a series of webinars. We should be sending out email soon to register for the next one and we should also put a reminder about the webinar and our newsletter as well.
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