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welcome to my youtube channel and uh today i'll discuss about sales process sales and receivable business central let me start with my introduction my name is dhandas bansal and i am based in gurgaon india and the email id and other details are provided in this slide so in the previous video we discussed about the purchase process in business central and today we are going to discuss sales process sell items agenda for this video is listed here we will talk about create sales code and then uh work with sales order sales order can be created from sales quote and blanket per sales blanket sales order we will analyze item availability sip items invoice items process drop shipment there is a concept called drop shipment in which we link a sales order with the purchase order and ask our vendor to deliver ship the goods directly to our customers uh details we will discuss uh then we will talk about configuring recurring sales line for repeated repetitive nature of items then we will talk about how the posted sales invoice can be corrected if there are any errors or issues and finally we will discuss about managed sales returns and then q a question and answer some of the questions related to the process which we are going to discuss in this video uh so as i mentioned this video is uh related to mb 800 exam which is a microsoft dynamics 365 business central functional consultant and in that skill sets if i refer to the pdf which has the skill sets for mba 800 exam this this is the document having those skill sets and in this one we have a portion called perform business central operations various observations in business center so purchase items purchase process was discussed in the last video yesterday and now today we will focus on sale sell items and as i mentioned in the agenda items uh we will uh so discover create quotation converter quotation into order or invoice so from sales quotation we can convert either to an order or an invoice uh then we will analyze item availability ship item associated with sales order undo shipments create an invoice from sales order create sales return configure recurring sales line use the navigate actions to view a posted sales transaction okay so that's the agenda for this video so let's start with sales code i have logged into business central which is online versions as software as a service trial version currently in which kronos company is configured coronas database is there environment chronos environment is there so just to start with customer so we have a list of customers we can create new customers we can create new customer using templates there are templates already defined or we can define the templates so business to business customer or cache we will create one for each of these so there's a field called payment terms payment terms are defined like it can be cash on delivery or maybe seven days payment or 60 days payment and there could be a possibility that it is current month which means the last day of the current month the month on which document date is defined okay shipping a customer can have multiple ship to code addresses so if those are defined we can link to that location code is our warehouse location so we can link customer to one of the warehouse location [Music] okay let's talk about sales and receivable the setup also in sales and receivable setup in general tab we have discount posting uh so there are invoice discounts and line discounts uh we will talk about that uh while creating the sales order or invoices uh so it can be configured like all discounts are allowed no discount invoice discount or line disk account currently we have selected all discounts credit warning whether warning should be shown or not and those warning can be uh based upon credit limit the customer credit limit is exceeded or it can be overdue balance or no warning if you don't want to show any warnings but right now we have selected both warnings options stock out warning should be shown or not notifications shipment on invoice should be created or not receipt on credit memo when you post a credit memo return receipt should be generated or not invoice rounding whether we will be rounding the invoice edge for example we can round to nearest integer value so application between currencies logo positioning is defined for the reports no logo left on the left side center or right these are the options uh default posting date whether it will be based upon work date or blank so these are the setups uh exact cost reversing when you do reversal maybe credit memos or return orders so whether exact cost reversing is required or not then uh we can define the number series number series for customer numbers and numbers is for various documents for example for quotation codes we can attach number series so that's on the setup part now moving on uh we will talk about sales code sales code is up for example if your uh customer has requested for a request has sent for request for quotation rfq and has asked for prices and they you provide the quotation then there might be negotiations once you submit a quotation there can be further negotiation you change the price and all that so let's create a new code for customer tray research we select the customer number customer address and all are populated automatically based upon the selection of the customer number order date by default is taken from work date if required we can change that now there is a field due date due date is calculated based upon your document date and the payment terms let's see what is the payment terms for this customer and that we can see in the order also it can be changed at the order or quotation level also the in the setup in the item in the customer card it can be different but if we change we can do that also for example if i select cm current month or current month plus seven days which means end of current month plus seven days uh seventh day of the coming month so if we select cm 70 and check the due date uh so what we see is document date is 12th april and the due date is next month's seventh day so due date is calculated based upon document date it is not the related order date or posting date your reference can be the some if the customer has sent your request for quotation so some document some email or some reference number for that sales person code is our internal sales person who is taking care who is interacting with this customer uh quotations can be created from campaigns or opportunities so those fields can be defined if applicable now let's say customer has requested quotation for these two items athens desk and let's say paris chair and i i'm leaving location called blank for now let's say 10 quantities of athens desk and similarly 10 quantity of the second item also the price that which which we are quoting for this item is let's say 900 and 500. maybe we can give discount also uh 900 is the price but let's say i'm giving 10 percent discount on this item and then 20 on this item so 900 will become 810 and 500 become 400 so the uh line amount excluding tax is 8100 in the first line and 4000 for the second line we can see the total or statistics so total excluding tax is 12 100 tax amount is 605 i think five percent x and then total including tax is 12705 currency code is applicable we will fill in the currency code only in case there is this is forex transaction transaction in foreign currency shipment date payment terms we have discussed already and we can define the shipping and billing details also so ship to code alternate shipping and plus customer trust that can be done now this document can be released sent for internal approval then we can take a print of this or send by email attach as pdf or take a print out of this so we can see here two items ten quantity of each and this is the rate chronos are company detail then customers detail quotation number ship to address uh we can also define code value two let's say if we say that okay this code is valid for this month only and if you buy in the next month or if you don't place order in this month then uh the prices might change so in that case we can define the validity date up to which date code is valid so that can be defined now once you have sent the quotation to your customer customer might do negotiation and you can offer some different price also that possibility is there you can do a revise this n number of times there is no limit as such now this is a notification it is saying this customer has an overdue balance because in sales and receivable setup we set all warnings so overdue balance it is showing so there are overdue balance and credit limit related so if we click here we can see the details balance is this much outstanding amount is this much all that this portion is known as fact box on the top it says sell to customer sales history of this customer and uh uh below details of the line item number the line which we have selected details of that this if you move to first then the item number is changing here it shows the item availability availability with us is 11 and the order is of 10 quantity at the court level it doesn't really give us warnings or the item availability calculations uh quotation is not considered in item availability calculations but order onwards these these are considered so available inventory is four scheduled receipt is seven item availability is eleven item information related to item unit of measure is species quantity per unit represents one so this is the fact box part now going ahead we can uh from this quotation we can either make order or directly make an invoice from this uh for example if you are doing warehouse related activities receiving into warehouse bins and serial number and all those processes are involved involved then it should be definitely an order not an invoice okay so let's say uh we want to go ahead one step ahead and make order so it is asking for confirmation do you want to convert the code to an order yes the code has been converted to this order order 1 0 1 0 0 6. in case we want to say we want to open this order then we can say yes otherwise no so this is the code which you created okay now moving on next is let's discuss about blanket sales order blanket sales order you can consider this as a long-term commitment with your customers long-term commitment with your customer for example if the customer has placed an order for thousand quantity of an item and they said that that every quarterly you supply as 250 quantity of this item so for four quarters you supply 250 quantity of that item so in these cases when you have you have to do supplementary after a repeated interval or after some time so there we use blanket sales orders let's create a new blanket sales order quantity thousand 2000 now by default quantity to ship will also get populated from there but now [Music] let's say when we are creating making an order from blanket sales order and at that point in time we want to we have to supply only 250 of this one and let's say 400 quantity of this then we can update the quantity to ship 250 and 400 and convert this blanket sales order to sales order point to be noted that in the sales order which is converted from blanket sales order we cannot receive we cannot modify the quantity more than the what is there in the blanket sales order for example in this case the quantity in blanket sales order is thousand and two thousand later on if we make a order from that and if you want to modify the quantity in the order converted from blanket sales order we cannot exceed the quantity which is there in the blanket sales order so from here we can make order uh earlier it was order number one zero one zero zero six and now it is one zero one zero zero seven there are there are few there are few notifications in this there are two notifications uh in fact notification 2 which is showing at the header at the header level so what is the what are those notification let's available in the blanket sales order so notification first is available inventory for item 1900s is lower than the entered quantity and the second is both are similar in nature these are related to inventory availability we go and check the details inventory shortage is minus 410. current requirement is 10 earlier there is another gross requirement of 10 so 400 and we are short of 410 quantity of this okay after that let's go to the newly created sales orders uh ending number zero six and zero seven so these are the two orders which are created one is for uh tray research another is for this customer number 10 000 quantity 10 and all the second one is which is converted from blanket sales order sales orders not sales or other customers at the customer card we can note balance of the customer at the initial for let's open a note open an excel sheet for customers 10 000 balance edge homes seven eight one zero for customer twenty thousand this is credit limit balance is here 3036 0.60 for 10 000. zero okay now sales code so flow process of sales processing enter sales code we have seen how to enter a sales quote enter a blanket order that also we have seen from both of these we can convert to an order so now we will uh see how orders are processed from order uh when posting we get two options we will see that uh these are shipped invoice sip and invoice so when you do shipment which means you are moving the you are sending the goods to your customer so in that case you will create a document which is called posted sale shipment and when this document is created it will create the item ledger entries your stock or your inventory will be updated next step will be post invoice we will see that and when invoicing is done your customer laser entry will be created customer balance will be updated and chart of account will also be updated next you record a payment customer payment or customer receipt receipt and that will also again update customer card and chart of accounts while we were working with sales code we also noted that there were two options make order and make invoice so we can create an invoice from quotation also and we can make order from one is purchase code second is blanket purchase order okay work with sales order basically sales order is a commitment from and to the customer from both parties customer and your company kronos both have certain cut commitment which is mentioned in the sales order create directly or you can convert from other documents we will see that this can be created for we have seen that it can be created from sales quote and blanket sales effects item availability your planning your projections and item availability is affected by this then we can process segments and invoices so let's go to the sales order here is a newly created sales order which was converted from code the second one was converted from blanket sales order now quantity is 10 the second for the second also quantity is 10 uh here's the fact box which says this is for customer number 20 000 and from this customer outgoing ongoing sales quotes to ongoing sales blanket orders these details are shown then customer details like name of the customer email communication detail credit limit available credit payment terms 14 days sales line details so these are the details of the items the lines required quantity is 10 item available is minus 400 unit of measure is pcs and next is item details what is the costing method of this item cost is are just tedious or not unit cost all that information now we can release this order the status will change from open to released if required we can reopen it at the time of posting we can print take a print out of this print confirmation order confirmation and send it to our customer so it gives the details of items quantity unit price line amount okay text detail is also there now at the time of posting we get three options first is ship invoice ship and invoice if we are just shipping the good and not sending the invoice now so we can do shipping once you do shipping your let's see what happens let's see the impact on the lines quantity shift is 10 we have shipped 10 quantity of each quantity this invoice is zero we have not been voiced yet quantity to invoice is zero okay now uh this was done from code okay in case we will next move to our second order which was made from blanket sales order so i made a point that we can order uh in the sales order we cannot order more than what is there in the blanket sales order and we can see whether this is associated with the sales blanket sales order or not though there are fields for that so just a second let me see if those fields are not displayed then maybe we will have to do personalization um settings personalized uh keep the cursor here field so blanket blanket order number blanket order line number we can display so once these are i think this is not yet added okay these are added now we can say done and once we see that we can see the blanket order detail this was the blanket order from which it was converted and blanket order line number now i said that you cannot order in the sales order the quantity morgan which is there in the uh blanket sales order let's try to check that check and verify the quantity order for first item was i think if i remember correctly thousands so if i want to make a order of 1100 quantity in this one will the system allow okay so that's inventory related available inventory let me go back and check in the blanket sales order for the first 1000 quantity second one is 2000 and now what i'm doing is i'm entering 1100 and 400 let's keep this as it is 400 and we can see the statistics uh pricing total and all details here due date is shown here okay due date is 12 0 5 what are the basis of that payment terms is one month and one month eight day one month eight days basically due date calculation is one month due to that it is twelfth of next month when i post there are three options invoice shipping language i'll select the option ship okay here's the error which i was talking about quantity shift in associated blanket order must not be greater than quantity in sales line document type blanket order it is saying it cannot be more than what is there in the blanket order now what we will have to do is change it to maximum 1000 or the 250 which was originally there in the order which was original yeah posted shape so now we have done shipping and a document which is called posted sales segment is generated in this process now let's see how much is quantity shipped [Music] quantity shipped is 250 and 400 quantity 2 invoice is 250 and 400 nothing has been invoiced so far quantity invoice is zero if we go back to the blanket purchase order from where it was created so there also we will see that quantity shift is updated related okay okay what we can do is perhaps manage one minute in the line function related information blanket orders so this is the blanket order quantity to sip is 750 quantity already shipped is 250 and 400 okay so blanket order is also updated now we have done shipping of two sales orders segments we can navigate to shipment of this order so this is the segment created from the posted uh sale segment we can find entries [Music] so it will show that it has created two item laser entries itemizer entry for one item 1900s and 1896s quantities minus negatives because it is sales and outgoing sales so quantity is negative in the case of purchase it will be positive so our stock is down now reduced by 400 and 250. now in case there is a reason that this receive this shipping was done by mistake or show so what we can do is we can do undo shipment uh undo shipment will reverse the impact of what we did in the shipping of this so this can be done line by line for example if we just want to do it for first item authentic desk then we can do this way it is asking for confirmation once it is confirmed we will notice that another line is also created a new line is inserted here with minus 250 now impact of it will be quantity shipped in the sales order and quantity shipped in the blanket sales order both will get updated and for this item will become zero let's check that impact or not i think this next one i think quantity to sip is 250 quantity shipped with zero earlier it was 250 when we shipped the item but we have done undo that's why quantity shipped is zero similarly if we go to blanket order oh in that also quantity shifted 0 for first item whereas for second it is 400. uh think we have talked about this one undo shipment also we saw undo shipment invoice item next is invoicing of item let's go back to our sales orders for this order so far we have shipped only so we will see that quantity shipped it will show that 10 and quantity invoiced is 0 not yet invoiced so what we can do is and undo shipment can be done only before invoicing is done if the invoicing has already been done then we cannot undo the shipment we will see that case now so let's say we want to invoice now so by invoicing we are creating a document which is called posted sales invoice this is a posted sales invoice we can find entries the entries created by this so it has created gl entries 12 gl entries are created it has also created three text entries customer ledger entry customer balance will be impacted by this so it has created a invoice and customer balance of original amount 12 705 this much amount then there are detailed customer laser entry value entry these entries are created [Music] navigate to customers so this is a customer card uh let's check how much was the balance earlier for customer 2 20 000 tray research earlier balance was 36.60 whereas now it is fifteen thousand uh if you click on this we can see the open ledger open customizer entries so this is the custom open customizer entry which is created by posting of our sales order and it is created by invoice number this one so 12705 plus 3036 so that's how the balance is there so customer balance is updated let's go back to our posted sales shipment the last created posted sales segment okay this is the one for which undo of 250 was done let's see do we get option undo so when we try to undo uh segment now we get an error that this shipment has already been invoiced that's what i mentioned earlier uh undo shipment can be done as long as means before until the invoicing is not done if the invoicing is done you cannot undo the segment now let's talk about a scenario that you have done posted uh sales invoice you have posted the sales invoice but there were some errors there some clerical issues or some mistakes in that can we correct the posted sales invoice so here's the posted sales invoice and for quantity 10 10 and at these rates maybe the price was entered wrong or maybe the quantity was entered wrong due to whatever reason if you want to correct it so when once we click on posted sales invoice and correct then we get three options correct cancel create corrective credit memo let's see what are these so right now if you see cancelled is no it has not been cancelled closed is also no it has not been closed and this was created from order number reference number order number ord 006 and code number okay due date is 7th may if we cancel it the posted sales invoice will be cancelled and a sales credit memo will be created and posted so what it will do is cancelled will be true it will create a credit memo and post it on post that credit memo so that impact of this posting of sales invoice will be nullified will reverse the posted sales invoice do you want to continue so what it is doing is it will cancel the invoice it will create a credit memo and post it so let's say we say no okay so see what are the options correct correct we just show that it will cancel the invoice create a credit memo and post that credit memo okay let's do that and this can be done until the payment is made if this invoice has already been paid then we cannot correct it so now it is corrected let's go back to our posted sales invoice so now cancelled is showing yes we were saying that a credit memo will also be created and posted so there should be a posted sales credit memo also and if you want to see the entries created by this document we can check those so there is customer licence one okay let's check the credit memo created by the correct process posted sales credit memo so this is the one now it it has the references invoice number this and voice number this and shipment numbers okay and if you want to find entries it is showing 10 gl entries customer listener entry detail customer laser entry item result and all that minus twelve thousand seven zero five let's check the balance of this customer now [Music] customers trade research the balance is 3036.60 the one which we noted earlier so invoicing which we did we have done correction we have done reversal of that now let's go back to our sales order that sales order is i think deleted yeah posted sales invoice let's take some more posted sales invoice and see what are the when when we click on correct we saw a correct option let's see what is the impact of this cancel create and post a sales credit member that reverses this posted sales invoice this posted sales invoice will be cancelled so in this case it will create and post a sales credit memo that reverses this posted sales in which this posted sales invoice will be cancelled credit memo was successfully created do you want to open posted credit memo yes so this is the posted sales credit memo let's see it takes another and here is create corrective credit memo create a credit um for this posted invoice that you complete and post manually to reverse the posted invoice in the earlier case we saw that it is posting also it is posting the credit memo but now in this case this will create the credit memo and then you can change it you can update it and then post it it is not posting it so the previous step which we saw was posting the credit memo also now it is just creating the credit now we saw that we can create posted sales invoices from the sales order there are other ways also uh let's talk about sales invoice in using sales invoice you can do invoicing of more than one shipment posted sales segment so let's say we create a invoice for tray research now in the lines we can go to lines function get shipment lines it will show all open shipment lines i think for this uh tray research there's no such open posted sales shipment let's try for other customers for this one there is one posted sales line with item okay we can select that now here it is having the shipment number reference shipment number for which only the shipping is done invoicing is not done so we can select more than one if had there been more we could select those and then we can post it do you want to open the posted yes that way we can check so comment is this saying it is invoicing of segment number shpt find entries we can check its impact back to presentation convert to an order post the shipment we have discussed that it will create posted shipment posted sales shipment update item then next part is post invoice which we just saw posted invoice will be created chart of account is updated customer card customer balance is updated next part is record customer payment okay i would like to discuss one more scenario which is related to cash transaction in k now there is balance of this customer balance is getting updated uh now in case you want to d if you are dealing with a cash customer and you want you don't want to process the payment separately so the moment your invoicing is done at the same time if you want that um payment is also done in the same step so there is a setup for that uh what is the setup rather it is not let's do it this way okay before that let's change the payment method in the customer card we will check we will take another customer school of the fine arts and in that payment method should be there can this be done now payment method okay so payment method let's say we are selecting cash and [Music] uh it's called okay i'm stopping this video here maybe i'll create another video for this one thank you