Book a Meeting
Contact us
Book a Meeting
Contact us
Contact Us
AccSoft

Item Card

Taming the Chaos: A Guide to Vendor Catalogue Management in Business Central
03
Aug

Taming the Chaos: A Guide to Vendor Catalogue Management in Business Central 

Imagine this: You have just received an enormous update on your company’s vendor’s spreadsheet. It comes with hundreds of new codes, descriptions, and changing prices. Now, somebody needs to go through all of that information, check which items your company already has, change prices, and make sure that all these items are available for purchase. If the described scenario seems familiar to you, then you know the problem of vendor catalogue chaos first-hand. In Microsoft Dynamics 365 Business Central, however, managing such influxes of data from vendors doesn’t have to be such a pain. This is how to manage vendor catalogues in Business Central.  The Core Problem: Different References  The core problem in the realm of managing vendor catalogues is that of translation. Your Internal Item Card might have the name “Steel Hex Bolt M10x20” with a proprietary SKU (e.g., SHB-1020), with pieces being tracked in your system. The vendor, on the other hand, might have his own name for it: “HB10X20SS,” and his own part number, and he might sell it in boxes of 100.  This language barrier is bridged by Business Central, without the need to change your internal nomenclature.  Managing Item Cross References  In terms of vendor catalogue management in Business Central, the absolute MVP is the Item Cross Reference table. In this feature, you may link a specific vendor’s part number to your internal Item Card.  When your purchasing agent creates a Purchase Order, he does not have to remember your SKU, instead, he types the vendor’s part number in the “Cross Reference No.” field of the purchase order line. Business Central finds the internal item, inserts the proper vendor item number in the purchase order. Even puts the vendor’s unit of measure on the purchase order line.  Simplifying Bulk Updating Using Excel  If the vendor is giving you a full updated catalogue containing new price rates or part numbers. Then it’s not necessary that you should be entering these one-by-one. Business Central enables you to export your “Item Vendor” information (that contains specific part numbers, lead times, and prices of the items from vendors) in Excel.  You can make use of Excel to match the vendor’s updated information with your existing data in just a few clicks. After that, again upload the updated Excel file to Business Central through configuration packages or Excel integration tool.  Working With Non-Stock Items  In some cases, vendor catalogue may include items that are not included in your usual stock of goods. Such parts are specifically ordered from vendors in response to requests from customers. Business Central solves the problem efficiently with “Non-Stock Items”.  A Non-Stock Item catalogue may be created, which works as a virtual database of all the things that you can purchase, but do not stock in your warehouse. In case a customer requires one of those. Business Central offers an option to convert Non-Stock Item to a regular Item Card right away, with automatically included vendor catalogue number and price.  Catalogue Management Best Practices  Establish Data Governance: Define how you would like to receive vendor data. The more compatible with your Excel template is their spreadsheet, the less time will be required to perform import.  Keep Cross References Neat: Do not save old and obsolete vendor part numbers in your cross-reference table. Archive them to speed up your searching capabilities.  Item Attributes Use: Assign item (vendor catalogue) attributes such as “Material” or “Colour” to enable your purchasing department to find vendor item using specifications and not part numbers.  Conclusion  Vendor catalogue management in Business Central is all about bridging the gap between how your vendors categorize their goods and how you categorize them within your company. With proper use of Item Cross References, bulk updates using Excel files, and non-stock items. You take out all friction associated with your purchases. You end up with a shorter PO process, reduced receiving mistakes, and procurement people who spend more time procuring than keying in data. 
Continue Reading
The Most Underrated Inventory Features in Business Central
06
Jul

The Most Underrated Inventory Features in Business Central 

In most instances, when organizations install Microsoft Dynamics 365 Business Central, they are mostly concentrated on the common inventory management functionalities. Such as creating item cards, managing inventory and carrying out basic purchasing and sales operations. These fundamental functions are necessary, but they form just a small portion of the system’s possibilities.  However, Business Central provides users with a few powerful tools that allow for streamlining warehouse processes and improving supply chain efficiency. But the fact is that since these functions aren’t mentioned in the main dashboard, many organizations miss them.  For those who don’t want their ERP solution to become just a spreadsheet program and to finally get their money’s worth. Following are four of the most overlooked inventory features of Business Central.  1. Assembly Management  For most firms, the idea is that whenever they manufacture or assemble something, they will require the entire complicated Manufacturing module to begin with. Introducing Assembly Management. This solution fits just nicely somewhere between inventory management and manufacturing itself.  Assembly enables you to assemble multiple components to create a single end-product via Assembly BOM. Either you can create assemblies for stock by looking at the sales forecast, or you can adopt an Assemble-to-Order method that integrates the sales order with the assembly process automatically. The total cost of assembly is calculated automatically for the end-product based on component costs and assembly cost.  2. Item Cross-References  If you have ever had a situation where a customer uses his proprietary part number when ordering an item or received an item from a supplier with another barcode number, then you probably know the problem of having to do manual searches.  Item Cross-References solve that problem easily. You have the option of mapping any number of different cross-reference codes to your internal Item Number. Do it as per customer, per vendor, or by universal barcodes. Every time a customer orders an item by his part number or the warehouse receives an item with a vendor barcode. Business Central matches the part number with internal item.  3. Defect Management (Nonconformances)  Typically, quality management is done through software solutions. These software solutions are not integrated into the ERP system, but are rather separate or even paper based. The Business Central’s Nonconformance management solution is a real treasure trove for those businesses that do not want to invest in a separate Quality Management System (QMS).  The moment you get a product in a bad state or manufacture a nonconformant product, you have a chance to create a “Nonconformance” object associated with a certain lot or serial number. Then you can add information regarding the root cause, responsible person for analysing the issue, as well as corrective actions. And most importantly, you can direct your defective goods into certain scrap/rework containers.  4. The Standard Cost Worksheet  For most accounting and inventorying staff, computing the new standard cost for finished products at the end of each fiscal period is like a living hell. This usually entails transferring tons of data into the Excel file, computing new material and overhead rates. Also, manually entering the changes to hundreds of item cards.  With the Standard Cost Worksheet, however, you can automate all of that. This lets you create a simulation of how the cost changes will look once executed within the system. Once you are satisfied with the simulated data, you can execute the worksheet and automatically update all associated item cards and inventory balances with one click.  Stop Cheating Yourself Out of Cash  Your ERP system should be handling most of your workload when it comes to managing your supply chain. Through the usage of Assembly Management, Item Cross-References, Nonconformances, and the Standard Cost Worksheet, you can save yourself from having to manually enter data, enhance your quality control process, and optimize your monthly closing process.  But if you’re not utilizing these inventory management capabilities just yet, perhaps now is the time to explore further within your Business Central ecosystem. In other case contact your business implementation consultant for a “health check” of your setup. 
Continue Reading
The Secret Life of an Item Card: What Happens Behind the Scenes When You Post a Transaction
22
Dec

The Secret Life of an Item Card: What Happens Behind the Scenes When You Post a Transaction 

The Item Card in Microsoft Dynamics 365 Business Central might seem basic, a place to put the basic product details like description, cost, and inventory levels. But the moment you post a transaction, a purchase, sales order, or transfer, the Item Card springs to life.  Behind all that, there is a complex choreography of costing, ledgers, reservations, availability, and so on. That’s what, in fact, makes Business Central so powerful. This blog reveals the secret life of an Item Card in Microsoft Dynamics 365 Business Central and describes what happens under the hood when you hit Post.  1. The Item Card Isn’t Just a Form, It’s a Control Centre  Think of the Item Card as the command hub for everything related to your product.  Each domain drives how BC will treat transactions, cost, reservations, or replenishment.  2. How the Item Card Handles the Purchase  Posting a Purchase Order receipt triggers the following actions in Business Central:  a. Item Ledger Entries are created.  BC pens a new entry recording:  This becomes part of the item’s inventory history.  b. Value Entries are generated  These store the financial impact of the receipt, including:  c. Costing Method decides valuation  Depending on whether the item uses FIFO, Average, Standard, LIFO, or Specific, BC assigns cost layers differently.  d. Availability updates instantly  On-hand inventory increases the moment the receipt posts. Behind the scenes, the Item Card updates fields such as:  3. Sales Posting: How BC Depletes Inventory and Calculates Cost of Goods Sold  When you post a Sales Shipment or Invoice, the Item Card invokes its costing logic:  a. Inventory is reduced  BC identifies which cost layer to use based on the costing method and reduces on-hand quantity.  b. Outbound Item Ledger Entry is created  Documenting:  c. Cost of Goods Sold is calculated  Value Entries are made by using the correct cost layer.  For instance,  Every outgoing transaction refers to its precise incoming origin.  4. Routine of Cost Adjustment Begins to Work Silently  If costing isn’t fully known at posting for example, expected cost, then BC schedules Adjust Cost, Item Entries in the background.  This process:  This is the reason you might see cost adjustments “jump” into financial reports later.  5. Reservations & Item Tracking Kick In  When you post, BC checks:  Item Card settings determine whether the system:  Item tracking ensures traceability at every stage for inventory.  6. The Replenishment System Wakes Up  Posting a receipt or shipment may trigger planning actions:  This is where the Item Card acts as a feeder into Business Central’s full planning engine.  7. Posting Groups Determine the Financial Effect  Posting of an item is not just an inventory update; it is an accounting event.  The Item Card’s Inventory Posting Group and General Posting Group determine which G/L accounts are used for:  When you post, the Item Card sends instructions to the G/L via Posting Groups.  8. The Item Card Updates Its Own Statistics  After every posting, BC updates key fields automatically:  These fields become the source for reports such as:  9. If posting is wrong, reverse transactions activate  When users reverse a transaction, BC doesn’t delete anything.  Instead, it creates:  The Item Card assures full auditability.  10. All This Happens in Seconds Automatically  Every click of Post runs a full chain reaction:  All powered by the humble Item Card.  Concluding Remarks:   The Item Card in Microsoft Dynamics 365 Business Central is the brain of Inventory within Business Central. What seems to be a simple product record is a deeply interconnected engine controlling:  Traceability Analytics Knowing what goes on behind the scenes will help users troubleshoot, optimize, and trust the data Business Central provides. 
Continue Reading
How Business Central Predicts the Future: Planning Parameters Explained Creatively
15
Dec

How Business Central Predicts the Future: Planning Parameters Explained Creatively 

Imagine if your ERP system could predict the future.   This would be a helper who will always know exactly when you are running low on your stock, exactly when it’s time for replenishment, exactly what you will need next month, and at exactly what times your perfectly formulated plan will be destroyed because of an unexpected spike. Microsoft Dynamics 365 Business Central already does this, thanks to the capabilities offered by Planning Parameters. The small fields within an Item Card have more might and prowess than most people appreciate. These fields can best be described as tools for fortune telling and influencing your procurement and replenishment strategy.  So today, we’re going to explain these concepts in a creative manner, as there’s a fun tale lurking beneath all that technical talk.  Meet the Fortune Tellers: Your Planning Parameters  A planning field within Microsoft Business Central works like a character with personality, role, and forecasting method.  1. Reorders Point  Reorder Point: Reorder Point wakes up at exactly the moment you are running out of stock and says:  “Hey! The inventory numbers are falling below the threshold–ORDER NOW!”  As a result, in practice, it will mean that as soon as your inventory goes below a certain level, BC will propose a new Purchase/Production Order.  Great for:  Not great for:  2. Safety Stock   The Safety Stock sits at the entrance of your inventory and guards it against chaos.  whispers: “I know demand can be unpredictable… so here’s a cushion.”  It will help you with:  3. Lead Time  Lead Time understands how long it will take for the inventory to arrive and predicts: “Order now, because your supplier takes 20 days. I’ve already looked into the future – trust me.”  Lead Time allows BC to make decisions regarding when it should offer suggestions for purchases or production requirements.  Without correct Lead Time:  4. Lot Accumulation Period  Lot Accumulation Period, your scheduling coach, it says  “Let’s not make an order every time you sell an article, merge demands.”  This parameter is suited for:  5. Reordering Policy Reordering Policy determines strategy. It acts differently based on your choice:  Fixed Reorder Quantity  “Always order exactly this amount.”  Maximum Quantity  “Keep inventory topped up to a target level.”  Lot-for-Lot  “Order exactly what is required. No more, no less.”  Order  “Only order when needed, no extra planning logic.”  This is MRP’s master decision-maker.  6. Min/Max Order Quantity   Both these parameters control ordering.  Minimum Order Quantity:  “No order below this size.”  Maximum Order Quantity:  “Do not buy more than this limit.”  Ideal for instances where vendors have rules on ordering or if you need regular ordering pattern behaviour.  7. Order Multiple   Multiple Order ensures that all buying recommendations comply with rules imposed by vendors or packaging.  “’Your supplier ships in packs of 24. So, 24, 48, 72… not 37.””  BC adjusts for orders based on multiples.  8. Dampener Period and Dampener Quantity   These are soothing for your planning engine.  “Stop overreacting to tiny changes. Let’s avoid creating pointless new orders.”  Used especially for:  9. Time Bucket   Time Bucket determines planning and timeline:  To define planning and timeline, Day. Week. Month.  It influences BC’s concept of demand for every planning window. It is the pulse of the planning engine. Together, they form the business central crystal ball.  Conclusion:  When you put all these parameters together, it becomes an actual predictive engine termed as Business Central. It can:  You’re more than just reacting; you’re seeing it before it occurs.  Planning Parameters Give BC Its Superpower, It should be noted that it doesn’t have magic powers that allow it to know what needs to be ordered and exactly when. You teach it how to think. Planning parameters refer to rules, logic, and intelligence within it that governs predictions. When set up properly, these components make Business Central a ‘future Seeing’, ‘demand Forecasting’, and ‘Inventory Optimizing’ When set up incorrectly … Well, that’s when chaos breaks out. 
Continue Reading