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Tips and Tricks for Building a Computer Checkrun More Efficiently in Payables Management

Tips and Tricks for Building a Computer Checkrun More Efficiently in Payables Management

The Build Payment Batch window in Payables Management has a lot of options in it that are beneficial for the user to understand and could help to streamline your processes. Here are some notable features in this window: (Purchasing >> Transactions >> Build Payment Batch)

  • Payment Option ID – If you use the same restrictions and options to build your computer check batch, then save these as a Payment Option ID, so you can quickly select this ID each time and don’t have to re-enter the same restrictions and options every time you need to build a checkrun.
  • Restrictions – Use one or more of the 9 Restrictions available to help filter the outstanding invoices you need to pull into your Computer Check batch. Vendor ID and Due Date/Discount Date are the most populate. Be sure to click INSERT to insert your restrictions in the box below.
  • Automatically Apply Existing Unapplied – Mark if you want the system to automatically apply unapplied Payments, Credit Memo’s and Return for you during the Build process. Set the Apply Date accordingly.  Unmark these checkboxes if you don’t want the system to apply any payments, returns or credit memos for you.
  • Take Non-Qualifying Discounts – Mark this checkbox to have the system take any discounts that you do not quality for, like expired discounts.
  • Remittance – In the List Documents, you can select what documents you want to be printed on the checkstub or remittance. Use the Sort Documents By to select how the documents should be sorted on the checkstub or remittance.
  • Print Previously Applied Documents – Mark this option to have apply records for documents that were previously applied to each other prior to this checkrun, to also print out on the checkstub or remittance.

You can also use the Edit Payment Batch window to modify the check batch. (Click the Edit Payment Batch button on the prior window, or navigate directly to Purchasing >> Transactions >> Edit Payment Batch)

In this window, select or create a Batch ID.  You do not have to enter this window for computer check batches already built, unless you want to modify the batch.

  • Apply Date – set the apply date to be used. Today’s date should default.
  • Mark the checkbox to the left of the vendor to select ALL the outstanding documents for this vendor to be applied to each other and all included. If you do not want all documents, then click on the line not the checkbox) so you can see the vendor’s outstanding documents on the right. From here, you can select what documents you want to be included. When you select the checkboxes on the right next to each document one by one, the credit memos are not automatically applied. There is a yellow icon to the right to signify if a credit memo is applied.
  • The vendor list on the list will have a red electronic envelope icon to signify if the vendor is set up for Electronic payments.
  • Columns – Use the columns button in either section below to add, remove or re-order the columns displayed.

Note that zero-dollar remittances are also listed in the window above, waiting to print on the top of the next checkstub or remittance. If you have a lot and it causes performance issues with this window loading, please let us know and we can help you to clear those out, so the window loads faster.

Hopefully, understanding all the options in the Build Payables Batch window will help save you some keystrokes by saving the option ID and help make your processes more efficient.  Understanding how to take discounts and even non-qualifying discounts can be important factors to consider for your company. If you use the Edit Payment Batch window, you can learn how to have credit memos automatically apply versus not having credit memos apply, so you can pay the Invoice amounts if desired. Be sure to use the COLUMNS buttons on both sides to personalize the display to be more efficient for you.

If you have any questions on any information above or need assistance with any Payables issue, please reach out to support@iscorp.biz for assistance.

Top 5 Reasons to Choose Business Central vs. NetSuite

Understanding the Benefits of Business Central as a choice over NetSuite:

  1. Seamless Integration with the Microsoft Ecosystem – This solution integrates effortlessly with other Microsoft products like Office 365, Teams, and Power BI. This provides a unified experience for businesses already using Microsoft tools, enhancing productivity and ease of use.
  2. User-Friendly Interface – This platform offers a more intuitive and familiar interface, especially for users accustomed to Microsoft applications. This can reduce the learning curve and improve user adoption.
  3. Cost-Effectiveness – This option generally offers a more competitive pricing structure compared to NetSuite. This can be particularly beneficial for SMBs looking to manage costs while still accessing robust ERP functionalities.
  4. Customization and Flexibility – This software provides extensive customization options, allowing SMBs to tailor the system to their specific needs without requiring extensive technical expertise.
  5. Scalability – This system is designed to grow with your business. It offers scalable solutions that can be expanded as your business needs evolve, ensuring long-term viability and support.

These factors make Business Central a compelling choice for SMBs seeking an ERP solution that is cost-effective, easy to use, and integrates well with existing Microsoft tools.

Ready to move to Business Central? Contact: sales@iscorp.biz

Master Posting Setups in Dynamics GP

Configure Posting Setups Across Dynamics GP Modules

Posting setups are important for each module inside of Dynamics GP.  Whether you are new to GP or have been using the software for a long time now it is important to know where the posting setup is located. It is not a bad idea to review periodically to make sure the setup is correct, and you are getting the most out of your system. This includes the reports that print during the posting process.

The posting window is an important window as this will have the setup of how the transactions are posted to the general ledger and what reports will print during the posting process. This window can be accessed by going to the Dynamics GP drop down – Tools – Setup – Posting – Posting. Here, you will select the series or module you would like to view. The Origin will indicate which function inside the module you want to specifically look at. Here is where you can select to post to the general ledger or post through the general ledger. The first will create a batch to the General ledger and will need to be posted by someone. The post through will bypass the batch and when you post in the submodule the general ledger will automatically post as well. This window will also let you decide if you allow transaction level posting or if you require all transactions to be part of a batch to post. You will also need to decide if you want each transaction to be posted as one entry or as a batch, and which date to use of posting – a batch date or the transaction date. At the bottom of this window is where you will find all the different reports that you can have printed when posting the transaction or batch. You can select which reports to print and if you want it to print to the screen, printer, file, or ask each time. You can select multiple options as well.

Reduce Errors by Setting Posting Accounts for Each Module

Another important part of the posting setup is Posting Accounts. This window can be found under the Dynamics GP Drop down – Tools – Setup – Posting – Posting Accounts. Here is where you will be able to set up default accounts for different posting account types. One example: If you are in the sales module, you can set up the Accounts Receivable account as a default account. This will result in all transactions for sales transactions that are posted on account or accounts receivable. This can help speed up your process, so you do not have to type in the account during every transaction. This would also help to prevent data entry errors. This window is for all modules except for the payroll posting accounts.

Streamline Payroll Processing by Mapping Accounts

The payroll posting accounts window can be found under the Dynamics GP Drop down – Tools – Setup – Posting – payroll Accounts. This is a separate window as this is a little bit different than the other modules. Here you will have to set up the mapping for payroll. You will need to set this up for all codes created in payroll such as pay codes, benefits, deductions, taxes, etc. They can be mapped based on the department, then position and then code.

Refine Default Accounts Directly from Maintenance Cards

Also note – that even if you set up the default posting accounts for your vendors, customers’ inventory, or assets – these can also be specific to the vendor, customer, item, or asset, as well. When you are on the maintenance card there will be a button to select for accounts. Here you can make any of those default accounts specific to that account. If it is not set up on the vendor, customer, item, or asset level, it will use the company default accounts.

Ensure Smooth Operations by Regularly Auditing Default Accounts

These windows can be very useful to you and help you speed up your processes or prevent data entry errors. It is important to know where to find these defaults in case there are changes to an account or your company structure. Reviewing periodically does not hurt, as well, to make sure everything is flowing smoothly and correctly for your company.

Ready to learn more?

For consulting questions, contact: support@iscorp.biz
For sales inquiries, contact: sales@iscorp.biz

Streamline Your Purchase Order Processing with Business Central

Accelerate Your Purchase Order Processing with Business Central

Processing is a cornerstone of efficient supply chain management. With Microsoft Dynamics 365 Business Central, creating, managing, and processing purchase orders (POs) has never been easier. Whether you’re new to Business Central or looking to refine your processes, this blog will guide you through the key steps of handling purchase orders and making the most of the system’s features.

In a world where efficiency and accuracy are paramount, adopting a robust system for processing purchase orders can dramatically enhance your operational workflow. By leveraging Business Central, companies can ensure they are not only meeting their immediate procurement needs but also positioning themselves strategically for future growth. For example, integrating automated alerts for low inventory levels can prevent disruptions in supply and ensure that orders are placed in a timely manner, thereby enhancing productivity.

Understanding the Importance of Purchase Order Management

Managing purchase orders effectively ensures that your business maintains a steady supply of goods and services while keeping costs under control. Business Central simplifies this process by providing a comprehensive platform for handling POs, improving vendor relationships, and optimizing inventory levels. Let’s explore how you can use these capabilities to your advantage.

A well-organized purchase order management system can facilitate better communication with vendors. For instance, using Business Central, you can set reminders for follow-ups on pending orders, ensuring that you maintain a professional relationship with your suppliers. These small improvements can lead to larger benefits, such as negotiated discounts due to reliability and promptness in order processing.

Step 1: Creating a Purchase Order

It’s important to understand the differences between standard purchase orders and blanket purchase orders. A blanket purchase order is a long-term agreement with a supplier to provide goods or services at predetermined prices over a specified period. This can lead to bulk purchasing benefits and better cash flow management for your business.

Navigate to the Purchase Order Page

Begin by typing Purchase Orders into the search bar. Select the appropriate link to access the Purchase Orders list page, where you can view existing orders or start a new one.

Start a New Purchase Order

When creating a new purchase order, always double-check the vendor’s payment terms and conditions. Understanding these can help you manage cash flow effectively, especially if you’re working with multiple vendors who may have varying terms.

Click the New button to create a PO.

In the header section, specify the Vendor Number. Don’t worry if you don’t know the number-you can search by vendor name to locate it quickly.

Enter Line Items

In addition to the standard fields, consider adding custom fields if your organization has specific needs. For instance, tracking the reason for purchase can aid in internal audits and financial planning, ensuring all purchases align with your company’s strategic objectives.

Scroll down to the lines section and input the details for the items or services you’re purchasing. Key fields include:

  • Item Number
  • Quantity
  • Unit Price
  • Expected Receipt Date

For non-inventory items, you can enter a description and the relevant general ledger account to categorize the expense.

Utilizing integrated reporting tools can provide insights into purchasing patterns. By analyzing this data, businesses can identify opportunities to consolidate purchases and negotiate better terms with suppliers, ultimately leading to cost savings.

Step 2: Reviewing and Submitting the Purchase Order

Review Order Details

Consider implementing a checklist of common errors to review before submission—such as missing item descriptions, incorrect quantities, or mismatched pricing. This can significantly reduce the likelihood of back-and-forth communication with vendors, which can slow down the procurement process.

Before submitting, take a moment to review the PO. Check for accuracy in totals, tax amounts, and any applicable discounts. Attach any supporting documents, such as quotes or contracts, to maintain a complete record.

Send for Approval

If your organization utilizes workflows, click Send Approval Request to route the PO for internal review. This ensures that it aligns with organizational policies before being shared with the vendor.

Every purchase order plays a vital role in your procurement process.

Print or Email the Purchase Order

Effective communication with your vendors does not stop at sending the order; ensuring they have received it and are aware of any specific delivery requirements is crucial for maintaining timelines.

Once approved, you can print the PO or email it directly to the vendor using Business Central’s integrated communication tools.

Step 3: Receiving Goods and Posting the Purchase Order

Record the Receipt of Items

When your vendor delivers the goods, it’s time to record the receipt. Click Post and select Receive to update inventory and reflect the incoming items in your system.

Recording receipts accurately not only updates inventory but also plays a key role in financial management. An accurate receipt ensures that your reconciliations at the end of the month reflect true activities, preventing discrepancies that could lead to financial reporting issues.

Post the Invoice

Upon receiving the vendor’s invoice, return to the PO and post it. This action records the transaction in accounts payable, ensuring your financial records stay up-to-date.

Integrate your invoice posting with your broader financial systems. This ensures that all financial documents related to each purchase order are linked, enhancing transparency and streamlining audits.

Final Thoughts

Efficient purchase order processing is essential for maintaining a smooth supply chain and building strong vendor relationships. Business Central streamlines this process, allowing you to focus on growing your business while staying in control of your purchasing operations.

Utilizing Business Central’s capabilities can also help track vendor performance over time. By analyzing delivery times, quality of goods received, and responsiveness, businesses can make informed decisions about which vendors to continue working with, ensuring a high standard of procurement.

As businesses evolve, so do their procurement needs. It is vital to stay current with industry trends and best practices in purchase order processing. Regular training and knowledge sharing within your team can foster a forward-thinking procurement culture, empowering your organization to adapt and grow.

Ready to transform the way you handle POs? Reach out with any questions: support@iscorp.biz

About the Author
Asad Karim is a Business Central Consultant with expertise in helping organizations streamline their ERP processes. With years of experience in procurement and supply chain optimization, Asad is passionate about empowering businesses to achieve operational excellence.

Unlock Business Potential with Copilot in Business Central

Accelerate Success with Copilot in Business Central

Microsoft’s Copilot in Business Central is transforming the way businesses manage their operations. With AI-powered functionalities, Copilot offers a range of tools that enhance productivity, streamline processes, and provide valuable insights.

Take a closer look at how Copilot is making waves in Business Central:

  1. Generate Marketing Text for Items

One of the standout features of Copilot in Business Central is its ability to generate marketing text for items. By analyzing item fields data, Copilot creates engaging and accurate marketing descriptions. This functionality saves time and ensures consistency, helping businesses present their products more effectively in the market.

  1. Enhance Data Analysis Views

Data analysis is crucial for making informed business decisions. Copilot enhances the analysis view in Business Central, making it easier to analyze data. It provides a user-friendly interface that simplifies complex data sets, allowing users to derive insights quickly and accurately. This functionality helps businesses to identify trends, make predictions, and optimize their strategies.

  1. Perform Quick Queries on Data

Imagine needing to find all chairs in stock under $500. With Copilot, you can perform quick queries on data with ease. Simply ask Copilot, and it will pull up the relevant information, such as chairs under $500. This feature is invaluable for inventory management, enabling businesses to respond swiftly to customer inquiries and make data-driven decisions.

  1. Auto Reconcile Bank Transactions

Bank reconciliation can be a time-consuming task. Copilot simplifies this process by offering auto reconciliation for bank transactions. It matches transactions automatically, reducing manual effort and the likelihood of errors. This feature helps businesses maintain accurate financial records and improves efficiency in the accounting process.

Future Predictions of AI and Copilot in Business Central

The integration of Copilot in Business Central is just the beginning. Microsoft is continuously enhancing Copilot, adding new functionalities that leverage AI to further streamline business processes. As AI technology evolves, we can expect even more powerful tools that will revolutionize how businesses operate within Business Central.

Ready to use Copilot in Business Central?

For consulting questions, contact: support@iscorp.biz
For sales inquiries, contact: sales@iscorp.biz

About the Author

Asad Karim is a seasoned Business Central Consultant with extensive experience in ERP solutions and digital transformation. With a deep understanding of business processes and technology, Asad is dedicated to helping businesses harness the power of Business Central and AI-driven tools like Copilot to achieve greater efficiency and success.

Understand 1099s in Business Central: A Step-by-Step Guide

A Step-by-Step Guide to 1099s in Business Central

Managing vendor 1099s in Business Central has become more streamlined with the latest updates. This guide will walk you through setting up, preparing, and finalizing 1099 forms to ensure compliance and efficiency in your year-end reporting.

Step 1: Setting Up and Maintaining 1099s

Activating the 1099 Feature

Before getting started, make sure 1099 reporting is enabled in Feature Management.

Locate the option Enable using 1099 forms to transmit tax data to the IRS, set it to All Users, and confirm activation. Users will need to log out and back in for changes to take effect.

Upon activation, the IRS Forms Guide Wizard will launch. Here, specify the reporting year (e.g., for 2024 filings, enter 2024) and choose Create New Setup to generate the necessary forms and form box data.

Manual Setup Adjustments

You can modify settings such as:

  • Collect Details for Lines – Stores additional transaction data for better tracking.
  • Protect TIN – Masks sensitive Taxpayer Identification Numbers when printing forms.
  • Email Subject & Body – Customizes email messages when sending 1099s electronically.

Defining Reporting Periods

Navigate to IRS Reporting Periods to specify the reporting year and start/end dates. Copy the setup from the prior year to maintain consistency in your reporting structure.

Each type of 1099 (MISC, NEC, DIV, INT, etc.) is assigned corresponding Form Boxes, which define the minimum reportable amounts for each category.

Step 2: Vendor Setup & Preparation

Assigning 1099 Status to Vendors

To ensure accurate reporting, vendors requiring 1099s must be set up properly:

  • Run Vendor Setup from the IRS Reporting Periods page.
  • Enter Vendor No., Form No., and Form Box No.
  • Populate the Federal ID Number on the vendor card.
  • If vendors opt to receive 1099s via email, enable Receiving 1099 and enter their email address.

Propagating 1099 Data

If 1099 codes weren’t assigned before processing vendor payments, Business Central offers a Propagate Feature to update transactions retroactively. However, use this with caution, as it applies the 1099 code to the entire invoice amount, even if only a portion was taxable

  1. To mitigate risk, export vendor ledger entries before propagating.

Validating 1099 Information

To verify 1099 amounts before submission:

  • Review the IRS 1099 Form Documents page.
  • Drill down into vendor transactions to confirm reported amounts.
  • Export vendor ledger entries for cross-checking.

Step 3: Finalizing & Submitting 1099s

Generating 1099 Forms

Navigate to IRS 1099 Form Documents and select Create Forms. You can:

  • Process all vendors or filter for specific ones.
  • Select a particular 1099 form type (e.g., NEC, MISC) or generate all.
  • Replace previously created forms if necessary.

Each form must be released individually before submission.

Submitting to the IRS

Business Central supports electronic submission via IRIS APIs (available in an upcoming minor release). Once submitted, the status will update to Submitted.

Printing and Emailing 1099s

While Business Central does not support printing directly on pre-printed IRS forms, you can:

  • Print Copy B, Copy C, and Copy 2 for vendor distribution.
  • Email 1099s by ensuring vendor email settings are configured correctly.
  • Automate bulk email distribution for multiple vendors at once.

Before emailing, verify that email accounts are properly set up under Email Accounts.

Final Thoughts

By leveraging Business Central’s 1099 features, businesses can simplify their tax reporting process while maintaining compliance. Regularly reviewing vendor data, utilizing the propagate tool cautiously, and validating reports before submission will help ensure smooth year-end processing.

For more Business Central insights, stay tuned for upcoming posts!

About the Author

Asad Karim is a seasoned Business Central Consultant with extensive experience in ERP implementations, system optimizations, and financial process automation. He specializes in helping businesses streamline operations and maximize efficiency using Microsoft Dynamics 365 Business Central. Asad is passionate about simplifying complex financial and operational processes to enhance business success.