Discover the Best Pos Invoice Format for NPOs to Streamline Your Billing Process

Pos invoice format for NPOs

[Applause] [Music] [Applause] [Music] all right welcome to fundamentals a Microsoft nonprofit Erp solution all tenes are on mute however we are more than happy to take questions as we go along so uh please feel free to use the chat section in the webinar control panel and we'll we'll certainly try to get to questions as we go uh so real quick just want to talk about uh who Boer is so really our agenda today is um who we are at Boer and Associates in case you're not familiar with us and then we're going to get into Microsoft Dynamics 365 business Central with fundamentals to show you a nonprofit specific Microsoft Erp solution so real quick about Boer these are some of the products that we work with um we are a Microsoft Centric partner here so these are all the different Microsoft Erp Solutions including the Microsoft CRM products which include uh sales customer Insight marketing and then there is a fundrais and engagement solution as well for nonprofits and then down at the very bottom there is all the Power Platform products that we work with so powerbi power apps power automate really ways to extend the functionality of business Central so my name is Eric viasa I am the Director of Business Solutions here at Boer I've been with Boer for 13 years years I've actually got over 20 years of Microsoft Erp experience um everything from support to Consulting to solution architect uh to working on the sales side of things and I've done multiple implementations for nonprofits over the years as well you know all the way from a two user system up to 50 user system so uh part of Boyer's focus is definitely in the nonprofit sector and that is where we do have quite a few of our clients in that area then our mission statement here is making businesses better so that's something we truly want to do we want to be a partner we don't want to be a vendor and we want to help you really Empower your data and get your systems connected so that you can leverage that data to help you make better decisions so uh even if you're using a a separate fundraising system let's connect that data together so that you can do better reporting and help your organization make better decisions and we'll we'll take a look at some of the powerbi reports later on in the session little bit more about Boyer uh we were founded back in 1994 we've got 420 active clients across all five of those product lines again Dynamics GP Dynamics SL business Central CRM and Dynamics nav we are a gold certified partner uh we are also a Microsoft cloud for nonprofit launch partner so Microsoft has partnered with us as one of their preferred vendors with nonprofits so Dynamics 365 business C why business Central for nonprofit so again some of the functionality we're going to look at is the system is very featur so with this uh diagram is showing you is all the feature functionality within business Central so that dark blue Inner Circle there shows we've got full financials a full distribution full manufacturing so you might be a nonprofit that's actually producing um products that you need to uh manage and track business centrals got that full capabilities you might be a smaller nonprofit um who is only really tracking some grants in some grants out some funding sources a business Central can accommodate that as well so one of the real strengths of business Central is the ability to um adapt to multiple siiz organizations and to grow as your organization May grow as well so when we get to that uh teal Circle that's all the ways that you can extend the functionality of business Central so if you do have products maybe you need to do barcoding or mobile warehousing or you need to have production schedules or so forth so you're scheduling people as they're building things when we go out farther to the white circle that's where we start having some of the other ways to extend the functionality business Central so again through powerbi Office 365 will show you some ways that business Central can um integrate with Excel and Outlook and teams and then uh the access anywhere on the go at the very bottom there there is mobile apps for business Central so if you need to do a approvals or if you uh need to look up vendor invoices you can actually do that right from your app then that smaller blue circle that is the CRM component so again if you are tracking your fundraising and engagement or you're um tracking uh fundraising opportunities that can all happen in CRM and then those two circles overlap because there are Integrations between the two systems so that we can share our customer information we can share products if that is what we are producing as an nonprofit then same thing with CRM we can extend the functionality so we can have powerbi powerbi is a very powerful tool where we can link to multiple sources of information so maybe we do have data in Excel spreadsheets or in business Central or in the data verse Microsoft data verse we can pull all three sources together have a Consolidated combined report and U again help our organization based decisions off of that then we add in fundamentals and that's going to give us some very specific profit functionality so that gives us fund accounting commitments and incumbrances Grant Management we'll show you the advanced allocations really expands out the approvals within business Central and then business rules we'll talk about that as well how we can have all kinds of different validations going on in the system and then fundamentals also will expand out our base reporting so um if you were to look at a a business Central demo with just Core Business Central you'll see you know everything's going to be called income state stat ments and um those types of reports with fundamentals you can see it's actually statement of activity so it is nonprofit based reporting that you're going to get out of the system and then finally this is just a quote from the CEO at Microsoft Saia nadalia again Microsoft is fully aware that you are trusting your data in their cloud and they do take that very seriously so they are heavily investing in not only the development and growth of the product but also the security of that product so they are making sure that data is secure all their uh security compliance information is online if that is a concern of yours which it very well should be it is your data up in the cloud and then again just to reiterate with business Central there are no upgrades with it so it is a fully cloud-based product Microsoft will do upgrades twice a year um we're actually kind of in the midst of one right now so they usually are like in April May and October time frame when that functionality comes out uh Microsoft will do test upgrades so if an upgrade fails for some reason they do alert us we're able to make those Corrections and then the production upgrade will go through we have had some situations where that's happened they've typically been minor page modifications that we've had to adjust but it certainly has popped up but um for the most part the upgrades have been very smooth and then Microsoft's also doing your disaster recovery so there are multiple data centers in the US so that there can be an instant rollover if one of those um server environments were to go down and might Microsoft is doing the backups as well so they're doing 15minute incremental backups they do a full night backup I believe those backups are stored for 45 days and there is if you are an administrator of your business Central environment there is a way that you can actually restore those backups if you want so you are in control of that data and they also do let you request a full copy of your database eight times a month if you want to restore that data to you know like an Azure data Lake service or something so you own your data you can get a copy of that data um which again is something pretty powerful to have that that ownership and control of so let's hop in the software demonstration these screenshots here are just showing you the multiple ways that you can connect so again the app uh is available through Google play or Apple Store depending on the type of phone you're using you can do tablets as well and then the one in the back is the PC so multiple ways all you need is an internet connection and a license business Central and you are able to connect to the software from uh anywhere in in the in where you're located all right so let's hop into business Central here so here I'm in the business Central homepage so again up here I am signed in with just a sample demo user but this would be your domain user so Microsoft business Central is linked to the 365 Suite of products so when I click on the waffle here and if I actually go into all of my apps you'll see that business Central is listed right along with my Outlook Excel there's my powerbi if we're using Microsoft projects SharePoint what have you so it's all part of that same Office 365 Suite of products so on this homepage depending on the role you're assigned to is how we navigate the system so I'm um set up as a full user so I've got access to a lot of different areas but I've got this ability to just kind of do this two click option here so I can go do a general journal purchase Journal U maybe I want to look at my encumbrances if I look at documents here where I've got my purchase invoices or sales invoices my requisitions as well you can see in here we've got quotes orders invoices on both sides so depending on how you want to process transactions you could start it off as a requisition which is then become a purchase order which we would then need to receive against and then we would finally match an invoice for that receipt or you could just be no we're just all services we don't really need to track are we being built for exactly what we re we received everything then can just initiate as a purchase invoice so the system gives you flexibility of how to move transactions through and it could be one of those things where it we do want them to do purchas order so they're the only group within the organization that we really want to enforce that PO system on everybody else can do invoices so again a lot of flexibility to adapt around your processes within your organization so I've got some two click options here to get through and we we'll go through some of these other ones I've also got the ability to have bookmarks in here so any page in the system I can actually bookmark so let's go look at the chart of accounts first if I just click on chart of accounts you'll see it brings me right into that page so every page in the system is going to have that little bookmark icon up there these are what we call list views so you're going to see a lot of different functionality with these list views I've got the ability to search so maybe I'm trying to look for all my rent expense account specifically I can type that in and it's now finding everything that's got rent in here including that GL account number I've got the ability to filter in here as as well so I've actually got some favorite list set up I just want to go look at my expense accounts right away so I've actually got a favorite set up for that that I can just click on and now it's filtering this list if I actually want to expand the filter panel out it's showing me how I'm doing filtering in here so I do have it just looking at that account category so I can filter on multiple things in here I can change my sorting so maybe I want to see you know my high balances of my actuals I can actually adjust that sorting on here I can uh I've also got this little icon up here on the right so all list pages are going to have this little icon where I've got four things I can do in here I can export this data to excel I can actually edit this data in Excel I'll show you that on the vendor list so there's ways for me to actually make mass changes to my data through Excel to speed up that um that modifications I can share things through teams I'll show you that later as well how if I'm looking at a vendor and I see we've got a really high pass do balance I can route that over to my AP person and it's just uring that that we are talking about the exact same thing in the system and I can actually send the link out to people as well so again if I want to email somebody or maybe I want to redirect somebody to that page as long as they've got access to business Central again that's a way for us to connect and and share that information I just go back to my all view here with the case of GL accounts I've also got abilities to drill down here so anything here that's teal you can actually see it's a link so I can drill back and look at the transactions behind the system behind that account number here so now I can see all the details I'm back in another list view here so I've got the exact same options here if I want this dat in Excel I can go ahead and open an Excel and I'll be able to see those transactions so again regardless if I'm looking at vendors or purchasing data or requisitions or maybe we are having products I want to see what onhand quantities we have any page that I'm at where I've got that list view I can get that data out into Excel and then business Central also gives me the ability to p personalized pages so if there's some information in here that I don't want to see or maybe there's some additional information I do want to see I can click on this gear icon and do personalized and this does apply to data entry Pages as well so you know this document type meaningless to me I don't really care about that I'm going to go ahead and hide that and if I click add field if there was additional columns in here that I do want to see I'd be able to pull that information out so maybe I want to see the user who actually posted the transaction I'd be able to bring that out into here as well click done now it's locked in my changes so again these are changes specific to me if as an org organization you've created a page and you've decid you know this is the view we want everybody to have you can actually upload those personalizations to the other user profiles and then again we can lock down people so they don't have the ability to do this personalization here if I just go back so here's where you can now see I've got uh my actuals I've got committed amounts I've got my budget and then here's an available if I am doing encumbrances as well I could actually add that column onto here so maybe I want to add that encumbrance balance I can drag that out I want that to be a part of here as well it done so now I've added that column in here as well let me hide that filter Pane and now I can see that whole story so again if we go look at my expenses I'm able to tell you know where are we really sitting with within my budget here so the system is going to give me a a good snapshot view of this and we'll get into encumbrances a little bit more when we start getting into U uh into some of the purchasing side of things if we also go look at like the fund closing account oh again I should really point out so this is a sample chart of accounts this is not going to have to be the chart of accounts that you want to use so Microsoft makes this very um specific to your organization so part of our proc process when we Implement business centrals we will sit down with you and talk through all of your key processes and really your key setup information the very first one we get to is the chart of accounts so in the chart of accounts here you can see all we have is that main segment here but I'm going to show you in a second the dimension so um ways that we can actually expand the functionality then of business Central but real quick what I want to show you here is in the fund closing in my net assets account if I just drill back on that balance you can see here where I do have some my Dimensions so here's I I've got departments I'm tracking I can track to programs regions events so we'll we'll look here in a second how that information gets set up and then here's where I've got my fund numbers and my grant numbers as well so the closing entries can actually close to any ACC combination of these Dimensions so I just want to track net assets to the fund level great it's going to do that out the box but if I actually want to track it down to the fund and the program level I have that capabilities as well so really any Dimension you have we can have those closing entries go to that level of detail so let's look at some of those Dimensions here so Dimensions is one of those pages you know I don't go to very often so I don't have a two-click option in here I don't have it bookmarked either um but if I click on the search icon up here and type in Dimensions the system is actually going to give me multiple results so it's saying all right here's are your dimension Pages I've actually got 18 reports related to Dimensions there's 34 products in this app store so the app Source here is um independent software vendors you might hear it say isvs can create extensions or add in functionality for business Central so it's written in the same code set as business Central if you really didn't know that it was an extension um you would have no idea that it was an extension but what this is showing me is that there's actually 34 products out here that have extended dimensions in some way shape or form so that's really how Microsoft starts making the solution a little more vertical for some industry so you can find something very industry specific load that into your system put it into a Sandbox Microsoft gives you a three sandbox environments that you can maintain uh test that out and then we can deploy in production but in this case I'm going to go to this Dimensions field here so what business Central now gives me is the ability to have eight additional Dimensions plus that fund Dimension so again dimensions are just what are key reporting areas what are uh key pieces of information that we need to track on our transactions to get reporting all the system so if I go look at my departments here for example I can go into my Dimension values and this is my list so if I need to onboard a new Department I'd be able to put it in here if I actually want to have you know some descriptions on here these things like that I can have descriptions so these codes can be alpha numeric um so if you do want to have more of that traditional account string you could have just a you know I can have this be let me go look at my program codes here because here you'll see how I've got numeric values with my description here you can also see that Dimensions can create rollups so if I want to report on uh Dimensions 35 through 55 these different programs here I can create that reporting unit so now when I report on 55 I'm seeing both of these combined but I absolutely still have the ability to report on these separately if we go look at let me look at my regions as well this will give you another example of just ways to create those rollups I've got all my different regions that we want to track transactions to and then create those rollups and part of what you're going to see when we get into business rules is then I can create rules for combinations of these Dimensions so if I pick program 10 are there certain regions that are only acceptable or is region not even allowed if we do program 10 but Dimensions aren't just for financial reports as well I can use this to track um operational type reporting so I've got you know staff codes in here maybe I want to run some type of reports by a staff member or I've got um some volunteers out there I'm just wanting to see you know how much um donations are those volunteers bringing in I am able to just code transactions to that so let's see how you get those Dimensions onto a transaction so I'm just going to go ahead and go into my general journal here so this is actually the screen where I record transactions so I'll just go into my default journal and now I can start coding away so here you can see where my account number is and then here's actually where my Dimensions sit as well and there's my fund number so if I click on this look up here and I don't know what my account number is but I'm going to I'm going to book something to rent I can start typing it in and business Central is going to find all the account numbers that have rent in there so I can go ahead and grab that rent you can see the status triggers right away those are those business rules so I'm um violating one of my business rules in the system now if I want to code my other dimensions in my case you saw that list we had you know 12 or so Dimensions but right now currently we're only tracking to four so again business Central does give you flexibilities to adjust these Dimensions as your organization may change we might start deciding you know we don't really care about tracking to events anymore let's get rid of that one let's replace it with some other value and then we're able to code to that so I can just go ahead and grab my development grab that I can code it to a region and then event is optional so I don't need anything there and then I've got my debit amount and I can move on so that's all I'm doing now to code those transactions that Dimension and you can see once I set those Dimensions that status went to value or valid any of these Pages you see like this I can actually copy and paste into here from Excel as well so my Excel if I've got an Excel file that has these columns in here and I've got my entry in there copy those cells paste them in that'll drop my transaction in another thing we can do with fundamentals is I can import journal entries as well so I've got my data in Excel I'm actually going to do this Excel import what I'm able to do is set up multiple mapping templates here so maybe I've got one for payroll I've got one for other expenses I've got one for a month-end transaction these mappings are basically taking that Excel file and mapping it to uh the columns in business Central so I'm just going to go ahead and browse up to that Excel file here's my Excel document go ahead and open that and then I'm going to upload that transaction in so there that journal entry imported you can see it brought in one of my dimensions and you can see I've also got an invalid line here as well so again I'm violating one of my business rules well let me take a look at what that rule is so here's where I can do this review exceptions so what it's showing here is that my program code is set to 0000 but I've got a filter on here saying that it cannot be that program code so basically what's happening with this business rule if I've got it set up if I book something to an expense account I cannot use program code 0000 so these validation rules are again fully definable by your organization as to what uh types of um rules are in place for our different kinds of combinations so I can make this all all the way down to if I do this fund and this program and this account number it can only go to this event or something like that or it can only go to this event and this fund so you've got a lot of flexibility in here so if I close that out I can say okay can't go to 0000 Z but I'll put this one to strengthen communities and while I'm here let me get a we'll go to f s close it out you can see now that that did switch to valid again right away so now this would be ready to get posted if I had approvals in here I would have to write this through for approval requests this is a way to again ensure that whomever entered this journal entry is not the one who's also posting it so it's got to have some eyes on it if I expand out this back box here you can see I can also add supporting documentation onto here too so if I need to put that original Excel file or maybe I need to um have some other kind of information in here I'd be able to come in here attach a file this is actually the one we imported from now that journal entry is going to sit with this transaction all throughout the system and all I'd have to do at this point once it's ready to go I could post it I can also preview the posting so it shows I got four entries getting created so there's my journal entry uh business Central does allow for allocations as well so you can see I've got this line allocation code on here so if I want to take this $1,200 and split it out I can actually click here and select an allocation these line allocations are really just uh straight percentages I'm going to show you another one where um we call it a batch allocation or it's like a variable allocation so the amounts got to change month over month or quarter over quarter but here I could just pick you know I want to do a 5050 split now if I preview the posting on this one you can see it's going to take that $1,200 and it actually split it evenly between two accounts here so it's actually splitting it now between these two departments admin and it so again with these percent allocations I can split it to different GL accounts or any of my Dimensions I can pick what that percentage split looks like so let's actually look at that variable allocation so I'm just going to pop into here so here's where I've got all my different allocations that I can set up so this is where I am setting up those different kind of line allocations so again those percent splits but here's where I come into my batch allocation so this is a process that in my case that I want to run month over month uh so not getting into the details real um real deep here but basically what this is saying is look at account 7510 and the transactions posted to fund one um so I've got $100,000 in here what I want to do is take that $100,000 and actually allocate it out equally to these different funds and I'm going to use this account number which is a a unit or statistical account to create that allocation so maybe this is headcount or square footage or um dollars donated I can have that then derive automatically derive those percentages and then I'm offsetting it over here to this U balance sheet account this 2020 account so again what it's going to do now is create a journal entry and show me how that transaction is going to flow through the system so I'm just going to go ahead and run this allocation so there it shows me now that $100,000 so that's what we're going to take as my source here's deriving those percentages so on these different funds we had these amounts in that 9930 account and then here's the journal entry that's going to create so it's going to take that $100,000 allocate 40% of that to fund One account 7510 and then there's that offset 25% is going to go to fund three 10% is going to fund four and so on so again as those Source values basis values all change the target amounts will change as well once this journal entry looks good I can send it over to the batch once that transaction gets put into the bats then I'm ready to go ahead and post that entry and so at this point you know maybe some of these statuses are going to get triggered maybe this is going to Trigg trigger an approval so I have to run it through from an approval but now here's what my entry looks like and again I'd be ready to post that transaction all right let's take a look at some of the fun setup in here as well so if I come back here and go into my funds so again fundamentals gives you that fund Grant tracking so here I can actually see all my different funds the funds and grants basically act as a ninth dimension in the system you can see I do have a class code in here where some are temporary restrictions unrestricted if you do still tracked permanently restricted we could set that up as well I can see the fund balances in here I can see what was budgeted so I can see what's remaining again these are links if I want to drill back and see all the transactions making up my general fund I can see every single transaction now in the system and now again I'm in one of those list views so if I need to search and find a specific entry I can if I want to filter this down I can maybe I want to filter this just to a specific year I'm able to do that um I can change the Sorting on here as well maybe I want to see It reversed by document date I can change that sword order in here and again I've got this little icon here so if I want this data in Excel I can dump this out to excel very easily I actually click on one of the funds here so this will show you some of that fun setup that I have so on the fun card here I can actually set up inner fund account so if I want to track different do to do froms between the funds that we're transacting to I can set up specific account numbers that we are going to um balance these in fund transactions to or you can just have it be at a high level setup so it's just always going to be these two account numbers I can do that so this gives you the ability to track between certain funds if you want to put that on a different balance sheet uh you're able to do that then you can see here where I've got that Fund Class code if I open that up and expand the out you can see the Fund Class is actually doing two things for me so this is actually driving where it's going to close to on my balance sheet on my net assets so you can have funds closed to different balance sheet accounts on that net asset account and here's also where I can set up those restriction so again this is going to drive reporting if I need to see balances with certain restrictions I'm able to set that up if I back out of here and just come into a grant see I think this one might have some restrictions on here no it doesn't so on the grants uh and even on the funds I can have different restrictions here as well so what the restrictions are going to um prevent then is anybody transacting outside of that range so maybe we can only do transactions in here you know for uh uh the first quarter so if I put this date restriction in here the system is going to make sure we are only transacting for that first quarter once a transaction goes in the system outside of this date range uh the system is going to block us from happening I can also have a different fiscal year and start and end date so maybe this grant is actually running uh July through June even though we are on a calendar year as an organization I can track those different fiscal years and then report on that Grant or that fund specific to that fiscal year so the system will uh adjust the entry so that we are seeing a true fiscal year report for those funds and grants versus a calendar year and type reporting and then I can track my sourcing information here as well um so who is our funer address information on here I've got different kinds of codes I can track in here as well all for reporting purposes all right uh looks like we got a question if I integrate with software for Grants and donations can I create a popup box in simple non-accounting language that user could check that would then auto code transactions if so could an automatic report be set to display only the transactions um very good question uh yes I mean with an integration you are really able to code it any way you want Power automate is one of those really strong integration tools that will allow you to process that through and then again if we have in there that it's um this type of a donation and it's got a code to these different um Dimensions that could all automatically happen and then depending on how you want to code that integration power automate could actually send an email back to the user if that's what you want from an alert saying um saying that this is the how the transaction got coded or we could definitely pop up a page as well so uh depending on how you do that you're going to start get into some coding another option too that we mentioned that Power Platform is power apps power apps is not a business Central Tool It's a Microsoft tool and it's really meant to be a low code developer option to create um pages with various sources of data so again it doesn't have to be business Central but that is one area you could do it so what a person theoretically could do is they would actually go into Power app put that donation in there if they wanted to and then power apps can return messages put posting in once it comes into here then maybe we do need to run it for additional approval so you want another set of eyes on it um you certainly have those capabilities to do that um one of the strengths of business Central is really the ability to integrate with other products so business Central is a very web service or an apid driven solution um so you can like I showed you have Excel files go in and out or you can um do API calls or other types of custom programing so business Central really is flexible with that all right so I want to show some of these business rules as well so here's where I've got all these different kinds of approval so I've got a batch rule here I don't have anything set up but if I wanted an entire batch to require some type of approval I could so on that batch you know maybe I've got multiple lines if I look at the line approvals here I could have multiple individuals that have to take action on something but I've got a fund manager that also has to take a look at that entire transaction so I've got an invoice with 10 expenses on it all going to different programs those 10 program managers have to approve it but ultimately it also has to go to that fund manager for approval so on here here's where I've got some of these different kinds of approvals if I take a look at believe this was one so here's where that was not the one I was using a lot of these are blank um it there we got one so there's where again if I code anything to that department it and it's going to an expense account I need to have these two approvers take action on it so anything under the $1,000 is going to require my admin user anything over $1,000 is going to go to Joanie so I can set multiple dollar thresholds in here as well and if we look at the validation rule so here's where I had that expenses one that I validated so again same thing here account number goes to an expense it cannot go to program 0000 so I can set up multiple validation rules I've only got um one that's enabled right now but this is going to allow me to U make sure we've got restrictions in place that we've only got these certain valid combinations going through if I look at my budget rules here I've actually got one budget rule set up as well so I mentioned I am doing commitments and encumbrances so if I put a um transaction in the system that's going to put me over budget I want an air message to happen right away so in this case that's what I have is if I code anything to this 8540 account I want the system to trigger a warning and it'll actually give me this message then that I'm going to exceed my annual budget so if we go look at one of those budget rules here I just go into my purchase invoices pull up down here so here's one that is getting coded at 8540 for $200 in this case I actually don't have a budget on this account so you can actually see the status does flip to invalid right away whereas travel does show valid because I'm not violating any kind of budgetary or um validation rules on here so again if I want to see okay you know what is this invalid because this could be I've got the wrong program assigned to it it could be of using the wrong fund I need to find out what that is so here again is on the invoice level where I can do that review exceptions I'll go ahead and scan all the lines and so here it is now showing me the rule that I'm I'm violating it's going to going to put $200 that's going to put me negative $200 and then there's that message that's it's going to exceed the budget so if I want to run this through I've got to do a budget transaction get money in there or I'd be able to take this and say all right I'll actually code it to a different account let me do it to Computer Services instead and now it's going to flip that line to valid so we're no longer violating that budget Rule and then this transaction is ready to go through that approval process and then we can post so what you're looking at here is the data entry screen for a purchase invoice this is going to look the same if it's a sales invoice um very consistent on what these screens look like so I want to record Another purchase here I could go and do another GL account again it's going to show me my account numbers select that account coded in just like at the GL level I can also purchase items though as well so if I do have products again that I want to buy um I can set up inventory items for these inventory items in business Central can be inventory where we're absolutely tracking onhand quantities or I can actually have them be set up as non-inventory or service based items as well so we we want to purchase it we want to code for it that code is going to default in some cost and price for me as well as where it's going to go to the GL but I'm not tracking onhand quantities so I've got that option there as well so if we want to back up and actually look at the requisition so maybe I actually want to start trans actions that go from a requisition to a PO to an invoice so if I go into my selfservice here here's where I actually have the ability to record expense reports as well as that requisition so I'll come into my requisition screen here I've got a couple already in the system let's go ahead and do a new one here though so I can say you know who are we preparing this one for which user so it's actually going to be for me and here's where I can set up these commodity codes so again this list is completely defined by you these can be tied to both items or just to GL accounts so again if I want to have them purchasing stuff they don't need to know that it's item 00004 they just know that they have to buy masks or I just want to have some consumables in here so all they need to do is put in a request for paper we're just going to book it right to that expense account and I can set up kind of what those default costs are that way again they've got an idea with their budget if they're going to violate any of those budget rules so even in this screen here because of those budget validations I have if they're putting a requisition and I can still have those same rules that say Hey we've got a 2% threshold this transaction is going to put you over budget right away so that they are able to see that information so they can just come in here and say you know do you want a new webcam I'm going to go ahead and record this to fund two and then I can record my Dimensions so it's going to be for development as well as program alleviate hunger and then here you can see that cost defaulted in right away go to the next line and I also do need some printer paper this one we're going to go to fun two as well put in the same dimensions here and I actually need five packs of paper so you can see that also puts that line at 75 so this is now ready to go so if I needed to approve this request I would be able to Route this through so again it's going to go to my department head or my fund manager however I've got those rules set up it could require multiple approvals as well one once that's approved though I'm just going to go ahead and say all right I want to go ahead and Commit This requisition so now this is going to go over to my purchasing manager and now these committed amounts are going to show up at the GL level um to show that we do have some things now that are taking up our budget so now I'm looking at all my different committed um transactions here so again this is where I probably set up a filter list to show just those ones that are ready for review and now we're going to go ahead and review these Acquisitions and create the POS so here's where I can see the different quantities and I can choose which one of these do I want to start routing for approval so in here's where I can come in and say you know I want to go ahead and create new PE on that one I'm not ready for that one yet I want to add this one to an existing po so I've got different messages here and then I can pick which vendor I want these to get recorded to so again the person entering the requisition isn't going to know but here's where I can say you know I want this to go go to that vendor if it is an inventory item we can associate a default vendor with that so all this would default in but once these are set up and I run this carry out action message it's going to go ahead and either add or create that new Po and I would be able to combine all these lines on to a single po as well if that's what I wanted to do all right looks like we got another question do you have preset training regimen based on roles controller APL accountant payroll and training videos um so Microsoft's got a lot of good training videos in their learn Library none of it would have the fundamentals product in there again when we are doing a um project an implementation project what we actually do is take a train the trainer approach um so we certainly can train end users if you want it does expand the project budget some but the reason why we like to train the trainer approach is we really want to create power users within the organization to make you um stronger users of the system we actually love it if we don't hear from you from a support standpoint because it means that you've really taken ownership of that but of course things come up so we are absolutely there available to help you with any problems but with that train the trainer approach what we would do is train like your AP manager on the AP processing and then they would go and train all the other clerks but yes we do do it module by module so we will cover GL we' cover requisitions through po through purchasing would be one session we'd have another session where we're doing banking so how do you set up a checkbook how do you do reconciliations how do you enter in miscellaneous adjustments to that we'd have another session where it's just fixed assets how do I create an asset how do I do depreciation how do I dispose of that asset so everything is very module based and that's the way we would train your organization the the biggest thing again to with a project uh so training is one thing it's great I think studies show you maybe return 20 retain 20% of you learn if you're lucky so what we really really really stress is that you get in as much as possible and do all your key process testing so again we're there with you you're going to run into problems you're going to forget how did we do something and that's where you really learn the system is just Hands-On getting into it so that's all part of our um uat testing and our build and deploy phases of our projects but that's really how we get you up and learning the system all right uh let me just show an expense entry as well again optional module you certainly don't need to do it if you've got people though that are just doing expense reports requisitions or time sheets they can actually use a much cheaper license in the system so they don't need a full user to do approvals or these three types of transactions but if I do want to have users actually be able to code things from an expense report standpoint this is the screen that they come in here so Eric's going to go ahead and enter in my September expenses I can come in here and just like on the requisition side I can set up these codes so these codes are tied to GL accounts in the background so he can just come in here and say well I did a I had a meal I'm going to record that to fund one it was actually for it alleviate hunger and I was in this region close that out and then put some costs on here and now can go to the next line and enter in that I had some travel can do the same fund let me do program [Music] 10 and that was $300 and so I can build this up now at this point I need to Route this through for approvals once it's approved and posted then this would become an open AP transaction as well as update the GL with these um balances on here I can put attachments in here as well um this is one area though where if you want people to be able to you know scan receipts or take pictures they certainly can it'd be a little bit of a manual process to get these in here but that's where people could move to like a concur expense or gorilla expense or something else like that so again Microsoft allows you to pick an employee expense solution that maybe works better for you and then we would upload those transactions into business essential and process them through that way so certainly there is an outof the Box expense module if there's more that you need that's where we would be looking at one of those stronger Solutions out there on the market all right last few minutes I want to focus on reporting so if I come back here uh so what business Central leverages is something called account schedules so account schedules are really ways for me to pull my information in uh and and be able to report on it so here's where I've got my of activities for example so what the account schedules are going to do is I'm going to essentially create a row format the row is defining what account numbers do I want and then I'm going to Overlay that with a column layout and the column layout is what type of data do I want so do I want you know like a rolling 12 period do I want to see it by funds across the columns do I want to see budget to actual do I want to see this month and year to date do I want to see this month this month last year year to date year to date last year so the column is really defining the type of data that I have so if I just look at the rollout real quick so again this is what the screen looks like so as an end user I've got the ability to create these custom reports or modify these reports so in this case this report is just looking at these total accounts again the benefit there is if I add you know account number uh 4150 I don't have to M maintain this report it's automatically going to roll into there but I am able to create formulas can have headers in here totals I can change fonts on here as well and if I go ahead and run this report to the screen just going to go back this up a couple years to get some my sample data so now you can see my data that pulls into the system here so again if I want to print this report out I certainly could if I want to drill down on some of these values and maybe I want to see this 63,000 go ahead and click on that that's going to pull me into all the account numbers making up that amount and then I could go ahead and drill into that 13,000 there and now I see those detailed transactions I'm on a list view so I could dump that data out to excel I've also got the ability though to run reports right to excel so I've got the statement of activities right here instead that I've published so when I click on that now it's giving me my reporting options one of those options is I'm actually going to include a hyperlink in here so I'm going to go ahead and output this report to excel this report so here's now that view of my report I've got my donor restrictions without donor restrictions if I want to look at you know this $4,000 that's got restrictions on it what's that amount I can actually go ahead and because I put those hyperlinks in there I can click on this link and it's actually going to now redirect me back into that account number into business Central so it's still going to go through an authentication process here though so it's going to make sure whomever I was signed in to excel needs to have access to business Central as well but now I can get to that page another option I have with reporting as well is I can set up um report options here so I've got a statement of activities that I actually wanted to filter just to program 10 so what it's going to do is remember these filters for me so I can save that and now I've got the same options here so if I want to just look at the preview to a PDF I can run it that way I can send it to excel uh what have you but again I don't have to set those restrictions it's going to remember it with that report option there's also plenty other out of the box reports like an agent report if I need to see that or a vendor trial balance report um but I also wanted to show some powerbi reports real quick as well so this is actually an example of how we can do some powerbi reporting so this is looking at some of that fundraising so again your fundraising it would be great if it's in Microsoft CRM but if it's somewhere else as long as that application lets powerbi get added powerbi is designed to connect to multiple sources of information so I've got all these different kind of filters I can switch years on here have my reports all kind of change uh data these plot points on here I can actually um connect and drill down on some plot points on here I can move around to different report so maybe I want to see you know how many people do we have available to volunteer and what languages do they have where which areas are they in I can look at my donations so where how are my donations coming in so powerbi really gives you the ability to kind of set up um tabs in Excel so I can have all kinds of different reports and then basically I'm now starting to tell a story so I can again move around to see Q4 where those donations come from and there can now see my state so it looks like we're doing some pretty good work in Alaska and so forth I can have drill Downs in here as well where maybe these do go to a link or create a different report so a lot of kind of flexibility and functionality with powerbi all right one of the last things I want to show was a little bit more of that Office 365 link so if I come back into here I mentioned like the vendor so if I come to my vendor list again it's one of those list views I can put attachments on here as well um you can actually see I've got different kind of fact boxes here to drill down and see information do have the ability to hide that if I want so again I've got this link here so I can dump this D out to Excel file or in this case I'm going to do edit an Excel so what edit and Excel is going to do now is connect me to my business Central database real time using Excel as my interface when I hit enable editing it's going to validate here does Eric FASA have access to business Central so it's still going through that security layer and it will stop me if I don't have access to this information basically it just won't populate anything in here but now I can modify this data through Excel so you know this one doesn't have a name in here I want to just name it I don't know some random vendor I can change names I can actually change IDs maybe don't like the way we initially ided the system put an Excel formula in here roll it down completely change my vendors if I look at balance here though that field shows up red so there are some audit sensitive fields that you can't change but now I could change addresses I can change payment terms I could change phone numbers maybe my phone numbers weren't formatted very well in here I actually do have the ability to design this layout too so I don't have to initiate this um edit from within business Central I can create this up as a template open up an Excel first and then make my changes so again maybe I've got addresses somewhere else in another Excel file I can do a vlookup and actually pull those in and then push them up to business Central so I'll just go ahead and hit publish and we'll see this name is actually going to be what's going to change told me was successful if I had any errors I'd get that error message close out of here close down that report as well so when I refresh this page you're going to see this name is actually going to pull in as some random vendor so there's that there's that update I'll just click in a vendor real quick so you can see some that vendor information set up pretty standard but again I can have attachments in here I can actually associate a picture if I want to you can have multiple addresses in here one thing that's new that's coming out with this Wave 2 right now is actually they have multiple remit to addresses so if we do have different um locations that we need to pay our vendors I can actually associate that address on the invoice and then my payments are going to go out to that specific location a payments in business Central it can be um paper checks a um you can actually do a manual payment as well so if there's a wire so in here is where I can actually come in here and oops create my vendor payments so this actually lets me put in parameters so I can have a due date cut off is there a specific fund I just want to run it for for now um pick my bank account that I wanted to go to and there's my different kind of types and I've got all these filtering capabilities as well so maybe I want to pay a certain group of vendors or I only want to pay vendors that we owe more than $20,000 to so as I mentioned if I'm actually on a vendor and I click on that vendor record I've got that one option to actually share that information through teams so if I come in here and click on a vendor you can see I still have that same icon and there's where I can share to teams so what that view looks like come over here and teams is here's where I found a vendor that we owed $480,000 to I wanted to wrote that over to Megan so Megan gets this um result she can actually now click on details here just like with Excel it's going to go through a security layer so it's going to make sure do me have access to it in this case I'm actually going to sign in as my admin user but it's going through that security layer to make sure you have access to view what you're trying to view here once I get connected in now I'm looking at that same vendor record so now Megan can go and look at that balance look at all those past due transactions and actually initiate payment if she wanted to right from there so once I get connected I can click on that balance du again I'm in the list view here so if I want to output any of this data to excel I certainly can I can change my sort my search and then I can also come in here and say you know I really should get some of these paid I can pick the ones I want and initiate a payment right from here as well and finally just want to show Outlook uh so this is actually an example of an email notification so in this case this user Joanie does need to approve a PO she can actually get a link here click on that link it's going to take her to that page in business Central where I'd be able to do an approval uh every user's homepage will have an approval fact box as well so if I just want to see a um all-encompassing list of my six to eight things I need to approve I certainly can do that but here again if I had any attachments I'd be able to see them and here's where I would be able to Doh take action on that approval and I've also got this functionality so this is a couple of other add-ins uh business Central has into Outlook so in this case Eric viasa is a contact a vendor contact for Boyer in the system and Eric is emailing Joanie to say hey we've got a pass to invoice there's actually a couple things I can do in here one is I can actually click on this document number so Outlook is detecting that this is a transaction in business Central this was not a pre-embedded hyperlink because Eric would not have access to our system and would not be able to put a link in here but now I can actually see this invoice I can actually what did I click on there that's not what I wanted I'd actually be able to drill into details on that invoice I could see comments maybe the email is actually that we're doing a partial credit memo on here I could process that through but if I come down here I can click on comments and actually see the the reason why we haven't paid it yet so I can follow up I can also click on this contact insights so again because Eric is set up as a contact and business Central I can actually get at that vendor information in this case Eric is actually a contact for both a customer and a vendor so I can choose what account do I want to go into but I'll go ahead and go into that Boyer account and now it's connecting me right up to that V page so if I want to look at attachments I can look at that if I want to look at their balance due I can click on that I can see all the open invoices the red as an indicator we have some past new invoices I could click on one of those invoices and then be able to see the details of that transaction if I wanted to pop this out to make it bigger I certainly could do that as well I can look at payments made I can see their aging report in here and then I'd have these backboxes as well so any kind of detailed transactions I can actually get at all right lot of information there maybe there's some specific areas you'd really like us to dive into more we're more than happy to set up a a private um one-on-one demo with your organization kind of drill into more of what you need to see uh this really was meant to kind of give you an idea of the functionality within business Central and especially that nonprofit specific functionality so thank you very much for attending uh I hope this was helpful and uh please feel free to reach out to us if there's any questions or if you need anything else we're more than happy to help thank you and enjoy the rest of your day [Music]