In today’s enterprise, data fragmentation is the major factor that hinders efficiency in enterprise operations. Traditionally, Enterprise Resource Planning (ERP) solutions have served as separate repositories of enterprise financial and operational data. However, as enterprise processes become more digital, there is an increased need for a unified workflow.
Microsoft Dynamics 365 Business Central resolves this challenge through its evolution from a static database into a dynamic communication powerhouse. It achieves this through a deep integration of the email functionality into the core of the system, thereby bridging the information gap between operations.
Following are the details on how Microsoft Dynamics 365 Business Central can optimize business communication:
1. Seamless Ecosystem Integration
The strength of Business Central resides within its native integration with the Microsoft 365 ecosystem. This provides a level of synergy unmatched by the competition that streamlines the organization by removing inefficient “context switching” experiences. Context switching is the resultant productivity cost of switching between disparate applications.
Therefore, with the integration of Microsoft Outlook and Business Central, organizations can achieve a bi-directional flow of information:
Visibility within Outlook: Users can see their financial information, customer history, and inventory levels in their email inbox without having to log in to a separate ERP.
Action within ERP: On the other hand, users can write and send emails through Business Central customer and vendor cards. This would provide a unified interface for various applications and ensure employee access to the context needed for communication effectively.
2. Automating Document Distribution
Manual intervention in document processing is a time-consuming process because it is prone to human error. The process of relying on humans to perform tasks such as exporting invoices, saving them as PDFs, and then attaching them to emails is an outdated process.
Business Central performs this critical business function through automated workflow configurations:
Automated Dispatch: Sales invoices, purchase orders, and quotes can be set up to automatically dispatch and send themselves via email after posting.
Scheduled Reporting: Organizations can use this feature by automating reports, such as statements or overdue notifications, promoting regular cash flow management. This can help businesses utilize their human capital effectively by focusing on important tasks rather than routine ones.
3. Centralized Correspondence and Auditability
When it comes to highly regulated industries and complex B2B scenarios, it’s no longer optional to have an entire audit trail of communications. Multiple inboxes make it virtually impossible to keep track of what was said and when.
Business Central centralizes the communication aspect by storing all the email interactions in the relevant Contact or Vendor card. This allows a chronological record of all the interactions, documents sent, and documents received.
4. Standardization and Brand Consistency
For all growing businesses, it is important that a consistent brand is maintained, especially with respect to interactions with customers. Ad hoc emailing often results in variable email formats.
Business Central enforces standardization through:
Document Layouts: Users can create professional document templates directly in Microsoft Word. This lets them ensure all invoices and statements are in corporate brand format.
Email Templates: Standardized text for confirmation emails, reminders, and marketing emails helps ensure that consistency is maintained in the tone of voice, regardless of who among employees is sending them.
Conclusion
The modern Enterprise Resource Planning system needs to do more than just store data; it also needs to be able to allow the flow of this information. Within this context, organizations can break down data silos by embedding email capabilities within Dynamics 365 Business Central. When email functionality is integrated into the system, the system itself converts from a passive ledger system to a more active system.
