Frequently asked questions for Dynamics 365 Business Central

Dynamics 365 Business Central offers flexible pricing and licensing options to suit different business needs:

1. Subscription model: Business Central uses a monthly subscription model, with pricing based on the number of users and functionality required.
2. Dynamics 365 Business Central offers two billing options with different price points:
   • Monthly billing: This option provides more flexibility but comes at a higher cost.
   • Annual billing: By committing to an annual subscription, customers can save 20% (current as at July 2024) compared to the monthly billing option.
3. License types:
   • Essentials: Includes core financial management, sales, and customer service features.
   • Premium: Adds advanced functionality for manufacturing and service management.
   • Team Members: Provides limited access for light users who need basic functionality.
   • Device: The Device license for Microsoft Dynamics 365 Business Central is a specialised licensing option that allows multiple users to access Business Central functionality through a single licensed device. Here are the key features of the Device license:
     • Shared access: Multiple users can use a single device covered by this license simultaneously.
     • Specific use cases: It's designed for point-of-sale devices, shop floor devices, or warehouse devices.
     • Limited functionality: The Device license provides a subset of Business Central capabilities, tailored to specific operational areas.
4. Full user vs. Team Member licenses: Full user licenses (Essentials or Premium) grant complete access to all features, while Team Member licenses offer restricted capabilities for occasional users.
5. Additional costs: Factors like implementation services, customisations, and additional storage may impact the total cost.
6. Not for profit and educational pricing: Special pricing is available for qualifying nonprofit and educational institutions.

License descriptions accurate as at July 2024.

An Accountant license in Microsoft Dynamics 365 Business Central is a free, specialised license type designed for external accountants who manage books and financial reporting for Business Central clients. Here are the key points about the Accountant license:

1. Free of charge: Business Central includes three free External Accountant licenses with each subscription.
2. Purpose: It allows external accountants to access their clients' Business Central data to perform accounting tasks and financial reporting.

Business Central integrates seamlessly with several Microsoft 365 (formerly Office 365) applications, enhancing productivity and streamlining workflows:

1. Microsoft Excel:
   • Export data from Business Central to Excel for analysis
   • Edit data in Excel and update Business Central directly
   • Use Excel for designing analytical report layouts
2. Microsoft Outlook:
   • Access customer and vendor information directly from emails
   • Create and send Business Central documents (e.g., quotes, invoices) from Outlook
   • View Business Central documents linked in emails and do approval of workflows
3. Microsoft Teams:
   • Share Business Central data and records within Teams conversations
   • Access Business Central information without leaving Teams
4. OneDrive for Business:
   • Store and share Business Central files in the cloud
   • Open Excel and Word files directly in their online versions
5. Microsoft Word:
   • Create document templates in Word for use in Business Central
   • Merge Business Central data into Word documents
6. Power BI:
   • Create advanced reports and dashboards using Business Central data
   • Embed Power BI reports directly in Business Central
7. Power Automate:
   • Create automated workflows between Business Central and other Microsoft 365 apps

These integrations allow users to work efficiently across multiple Microsoft applications while maintaining data consistency and leveraging the strengths of each platform. The seamless connectivity between Business Central and Microsoft 365 apps helps businesses streamline their operations and improve overall productivity.

Yes, you can access Microsoft Dynamics 365 Business Central on mobile devices. Here are the key points about accessing Business Central on mobile:

Mobile app: Microsoft offers a dedicated Business Central mobile app available for download from the Windows Store, App Store, and Google Play.

Browser access: You can also access Business Central directly through a mobile web browser without installing the app.

It is easy to edit notifications in Business Central. Here is a short video.

Yes. Business Central allows for the personalisation of most pages in Business Central. You can add fields, remove fields, move sections.
To personalise screens in Dynamics 365 Business Central, follow these steps:

1. Access personalisation mode: Click the gear icon in the top right corner and select "Personalise" from the dropdown menu.
2. Modify elements: Once in personalisation mode, you'll see red icons next to various elements on the screen. These icons allow you to:
   • Hide or show items by clicking the red icon and selecting "Hide" or "Show"
   • Move items by clicking the red icon and dragging them to a new location
   • Add new fields by using the "+ Field" option to access a list of available fields
3. Freeze columns: In list views, you can freeze columns to keep them visible while scrolling. Click the red icon next to the column header and select "Set Freeze Pane".
4. Rearrange columns: In list views, drag and drop columns to reorder them.
5. Customise card pages: On card pages, you can rearrange fields within designated sections using drag-and-drop actions.
6. Save changes: When finished, click "Done" to save your personalisations.

Remember that these personalisations are user-specific and won't affect other users' views. For system-wide changes, administrators can use the "Design" mode instead of ‘Personalise’ mode.

In a Global Market Place, Microsoft Dynamics 365 Business Central’s Multi-Currency functionality is a game changer. Multi-Currency Management: Business Central allows you to manage transactions in multiple currencies simultaneously. You can define currencies, set exchange rates, and perform currency conversions automatically.

1. Automatic Exchange Rate Updates: It offers integration with financial data services that automatically update exchange rates, ensuring that your currency conversions are always based on the latest rates.
2. Currency Revaluation: Business Central supports currency revaluation processes, which are essential for businesses with international operations to comply with accounting standards (like IFRS or GAAP). This feature helps adjust the value of foreign currency balances based on the latest exchange rates.
3. Global Reporting: You can generate financial reports in the currency of your choice. This capability is crucial for businesses with international stakeholders or operations, as it allows for consistent and clear financial reporting across different regions.
4. Streamlined Transactions: When entering transactions, Business Central automatically handles the currency conversion based on predefined rates or real-time rates, reducing manual effort and potential errors.
5. Consolidation: For organisations with multiple subsidiaries or entities operating in different currencies, Business Central supports financial consolidation across currencies. This feature helps in creating consolidated financial statements that reflect the overall financial health of the entire organisation.
6. Audit Trails and Compliance: It maintains audit trails of currency-related transactions, which is essential for compliance and transparency purposes. This capability ensures that all currency conversions and financial activities are traceable and auditable.
7. User-Friendly Interface: The interface of Business Central is designed to be user-friendly, making it easier for finance teams to navigate and manage multi-currency operations without needing extensive IT support.

Overall, Microsoft Dynamics 365 Business Central provides comprehensive tools to manage multi-currency operations efficiently, from transaction processing to financial reporting and compliance. This capability is particularly beneficial for businesses that operate globally or deal with international customers, suppliers, or subsidiaries.

Yes, you can use different languages in Microsoft Dynamics 365 Business Central. The system supports multiple languages, allowing users to work in their preferred language. Here are the key points about language options in Business Central: 

1. Multiple language support: Business Central offers a wide range of supported languages for both platform and application translations. 
2. Immediate language change: Users can change the display language directly within Business Central, and the change takes effect immediately. 
3. Language availability: The system supports numerous languages, including English, French, German, Spanish, Chinese, and many others. Availability may vary by region. 
4. Language packs: Languages are available as language apps that can be installed from AppSource. 
5. Translation files: Business Central uses XLIFF files for translations, which is a standardised format for computer-based translations. 
6. Item translations: You can set up item translations to display product descriptions in different languages for customers in various regions. 
7. User interface translation: The user interface, including menus, buttons, and field labels, can be displayed in the chosen language. 
8. Language selection: Users can only change the language to one of the available languages in their localisation. 

In Dynamics 365 Business Central, the 'work date' is a system-wide date setting that allows users to specify a date different from the current calendar date for various operations and transactions. Here's a brief explanation of what it is and why you might want to change it: What is the work date:

1. It's a user-specific date setting that can be different from the actual calendar date.
2. It serves as the default date for new documents, journals, and transactions.
3. The work date is displayed prominently in the Business Central interface when it differs from the current date.

Why you might want to change it:

1. Backdating transactions: To enter transactions for a previous date without changing the posting date on each entry.
2. Month-end processing: Set the work date to the last day of the month to easily process end-of-month transactions.
3. Future planning: Set a future date for planning or forecasting purposes.
4. Consistency in batch processing: Ensure all entries in a batch have the same date without manually entering it each time.
5. Testing and simulations: Use a specific date for testing scenarios or simulating business processes.
6. Auditing and reviewing: Easily review or work with historical data by setting the work date to a past period.

 Here is a quick video on how to change it:

In Microsoft Business Central, users have a convenient feature for numeric fields such as cost or quantity. Instead of performing calculations separately, they can input mathematical formulas directly into these fields. The system automatically computes the result and displays the final value. For instance, if a user types "32+71" into a numeric field, Business Central will instantly calculate the sum and show "103" as the field's value. This functionality streamlines data entry and reduces the likelihood of calculation errors, enhancing overall efficiency in financial and inventory management tasks.

Dynamics 365 Business Central provides robust tools for managing stocktakes, also known as physical inventory counts. Here's a quick introduction to stocktakes in Business Central.

Business Central caters for the return of goods by a customer. Watch this short video to learn how it works.

Yes, it’s easy to copy documents in Business Central to save on manual work. Here is a quick video on how.

Software as a Service (SaaS)
Enjoy the convenience of a cloud-based solution that requires no software installation, making it accessible from any device.
Intuitive Interface
Quickly locate features such as Transfer Orders using the "Tell Me" prompt, eliminating the need to navigate through complex menus.
Mobile Accessibility
Utilize native mobile apps for iOS and Android, enabling on-the-go access to business data and processes.
Managed Service
Hosted on Microsoft Azure, Business Central minimizes the need for server maintenance, allowing you to focus on your core business activities.
Seamless Integration
Achieve smooth integration with other Microsoft cloud products, including Power BI, Teams, and Outlook, enhancing your productivity and collaboration.
Data Interoperability
Effortlessly share data across systems using Microsoft Dataverse, promoting better collaboration and insights across your organization.
Improved Scalability
Business Central's cloud-based architecture allows for easy scaling as your business grows, without the need for significant infrastructure investments.
Enhanced Security
Leverage Microsoft's robust cloud security measures, offering advanced data protection and compliance features.
Real-time Data Tracking
Cloud deployment enables real-time data access and tracking, facilitating quicker decision-making processes.
Streamlined Customizations
Enjoy more flexible and easier customization options compared to NAV, allowing you to tailor the system to your specific requirements without extensive coding.
Improved Cash Flow Management
Access advanced cash flow management features to better predict and manage your financial resources.
Enhanced Supply Chain Management
Take advantage of features like demand forecasting and vendor management for more comprehensive supply chain oversight.
Seamless Third-party Integrations
Facilitate easier integration with third-party applications and services, expanding the functionality of your business operations.
Automatic Updates
Ensure you always have the latest features and security updates without manual intervention, keeping your system current and secure.
Cost Savings
Reduce costs by eliminating the need for BREP reinstatement and expensive upgrades. Business Central provides biannual updates that seamlessly integrate into your operations without disruption.

The licensing costs for Microsoft Dynamics 365 Business Central are as follows:

Essentials License:

• Cost: $104.80 AUD per user per month (annual commitment)
• This license includes core functionalities such as financial management, inventory management, sales order management, purchase order management, project management, service management, and manufacturing.

Premium License:

• Cost: $149.70 AUD per user per month (annual commitment)
• This license includes all the features of the Essentials license, plus additional capabilities for manufacturing and service management.

Team Member License:

• Cost: $12 AUD per user per month (annual commitment)
• This license allows users to perform basic tasks such as reading and approving documents, running reports, and accessing employee self-service features.

Device License:

• Cost $59.90 AUD per user per month (annual commitment)
• The Device license for Microsoft Dynamics 365 Business Central is a specialised licensing option that allows multiple users to access Business Central functionality through a single licensed device.

Special pricing is available for qualifying nonprofit and educational institutions.

License pricing accurate as at August 2024.

The Admin Center in Microsoft Dynamics 365 Business Central is a valuable tool that allows administrators to efficiently manage Business Central environments. It provides a centralised location where administrators can perform various actions and access different pages related to the management of the system. The Admin Center offers a range of functionalities to help streamline administrative tasks and ensure the smooth operation of Business Central environments.

Overall, the Admin Center serves as a central hub for administrators to perform essential tasks, monitor system activities, and ensure the efficient operation of Microsoft Dynamics 365 Business Central environments.

You can access the Admin Center by using the drop down menu from the Settings Cog on the Business Central Web page.

To set up a User as the Business Central Admin, the User needs to have at least one of the following Microsoft Entra roles: Dynamics 365 Administrator or Dynamics 365 Business Central Administrator.

These Admin Rights are restricted to Business Central, and do not need to allow full access to the Azure system.  These need to be set up and approved by your Azure Administrator.

As a Business Central Administrator, you can check the storage usage inside an env

ironment by accessing the Admin Center in Dynamics 365 Business Central. Here, you can view the storage used for each environment and check the storage per table by clicking on the "List of Tables" link, accessible from the Capacity Tab.

You can also see EACH Environment size in Data, but can also drill down into each sites TABLES and what is actually stored in the system.

The Business Central Environments are managed so there is always 1 Production site and up to 3 Sandboxes.

HOWEVER, you can only use the Storage space available. If you have used up all of your available storage for Production and 1 sandbox, you cannot build another Sandbox. You can only use the data that is available to you.

Alternatively, if you have 3 sandboxes already, but still have 40GB of storage left over, you cannot build another Sandbox as you have filled the quota already.

You cannot exceed either limit for data or for number of sites.

An extension is a Business Central Application built to handle some specific functionality or change in function or process, without changing the Base or Core Code of Business Central.  This is different to a Customisation, that is written to change the Core Code of Business Central to achieve a specific result.

An Incompatible Extension Warning is generated once Microsoft have started to test the next version of Business Central. ALL Business Central environments are checked every 2-4 weeks before an update is released to make sure that all extensions or mods remain active and compatible. The error that is generated gives the Publisher all of the information required, and what changes need to be made to ensure the application/extension/customisation can be fixed, ready to test before the new update.

Feature Management is a very valuable and wide reaching tool used by the Microsoft Development and Infrastructure teams to help manage many of the updates and changes that are made to core code and the application. The great benefit for us as Business Central Users is we have access to use some of these great features in a Sandbox before they are released into the application.

Search for Feature Management using the Search Box (Find Me Prompt).

This opens the Feature Management Page, where you can see all available future developments, their targeted release date and Version number.  You can also decide to activate the feature for all users inside the Sandbox environment you are currently logged into.

Copilot is an AI-powered assistant integrated into Microsoft Dynamics 365 Business Central. It helps users perform various tasks more efficiently by providing suggestions, automating processes, and offering insights.

Copilot inherits the user's data permissions and can't access more data than the user already has access to. Microsoft doesn't read prompts or use data to train AI models without explicit permission.

No, Copilot relies on powerful AI foundation models coupled with Business Central's data management features. No expensive or time-consuming training is needed before your organization can start using Copilot with your own company data.

Copilot in Business Central aligns with Microsoft's responsible AI principles, including fairness, reliability, safety, privacy and security, inclusiveness, transparency, and accountability.

No, they are different. Copilot in Business Central is specifically designed for the Business Central app, while Copilot for Microsoft 365 is intended for working with Microsoft Teams, Excel, and other productivity apps.

Currently, Copilot in Business Central is included with your Business Central license at no extra cost. However, fair-use policies, quotas, or pricing might be introduced later.

According to Microsoft here are the key features of Copilot for Microsoft Dynamics 365 Business Central:

Conversational Chat

Copilot allows users to get answers quickly and easily using natural language. This feature helps in locating records faster, learning new skills, and navigating to documents without using traditional menus.

AI-Generated Marketing Text

Copilot can create product descriptions in seconds, tailored to preferred tone, format, and length. This feature uses key attributes already in Business Central like color and material to generate compelling marketing content.

Streamlined Sales Order Process

Users can describe goods or services needed, paste details from an email, or reference a previous order to quickly add items to a sales quote or order. Copilot suggests line items from the product catalog based on the prompt.

Automated Workflow Creation

Copilot assists in creating Microsoft Power Automate flows using natural language. It drafts initial automation flows based on user needs expressed directly in Business Central.

Enhanced Bank Reconciliation

Copilot analyzes imported bank statements, matches transactions, and proposes entries for transactions that weren't auto-matched, making the reconciliation process easier and more accurate.

E-Invoice Matching

Using rule-based matching and AI assistance, Copilot helps quickly compare and map incoming e-invoices to open orders, saving time and keeping accounts payable current.

Data Analysis Assistance
Copilot transforms raw data into clear views with totals, grouping, pivots, and filters based on simple text instructions. It can identify trends and anomalies in data to support data-driven decision-making.

Inventory Forecasting
The sales and inventory forecast extension uses AI and past sales data to predict future demand, helping prevent stockouts and streamline the replenishment process.

Late Payment Prediction
This feature forecasts if outstanding sales invoices are likely to be paid on time, allowing businesses to proactively address potential late payments and improve financial performance.

Cash Flow Analysis
Copilot creates comprehensive cash flow analyses to help monitor a company's cash position, providing insights for maintaining financial health and making proactive adjustments.

These features demonstrate how Copilot in Business Central leverages AI to enhance productivity, streamline workflows, and provide valuable insights across various business processes. 

Explore these features in action as we harness the full potential of Copilot in Business Central:

Microsoft Dynamics 365 Business Central stands out as an all-in-one ERP solution designed to support growing businesses. Unlike other platforms, Business Central includes functionality across Finance, Sales, Service Management, Manufacturing, and Supply Chain in a single license. It also integrates seamlessly with the Microsoft 365 ecosystem (Outlook, Excel, Teams) and the Power Platform (Power BI, Power Apps, Power Automate), providing unmatched flexibility and scalability.

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