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Sales order invoice for Management

one of the most important things to know when it comes to documents and document Flows In Business Central is the difference between an open document and a posted document if you understand this you will Master not only the sales document flow but any other document flow and you will have a much better understanding of how the system actually works hello and welcome in today's videos we're going to be discussing the sales document flow in Microsoft Dynamics 365 business Central in my opinion one of the most important things to know when it comes to documents and document Flows In Business Central is this if you understand this you will Master not only the sales document flow but any other document flow and you will have a much better understanding of how the system actually works so pay attention to this it's very important what I'm talking about is the difference between an open document and a posted document now let's write it down and see what the differences are all right so as the word says open means that the document not only can be viewed but it obviously can be edited and also deleted nothing strange so far once we move to the posted document it is important to remember that the document can always be viewed it's always there to be viewed but it can no longer be edited and more importantly it cannot easily be deleted I'm saying not easily because there are ways to delete the document but that involves like a more complicated process that usually requires to use other documents that we're not going to be covering today but in later videos in order to revert those changes that the posted document have made to the system now when I say changes I mean changes that affect the GL entries below so the very core of business Central and of any accounting and Erp system now that we have clarified that let's move on and see in the sales document flow what documents we have what are the players and what are the interactions now keep in mind that this difference of the open and posted document applies not only to the sales document flow but to any other document flow in business Central so it's an important distinction to keep in mind if you're finding this video helpful I'd like you to consider hitting that like button down below it will help us understand if the video is something that you enjoy that it's helpful but also it will help spread the video to more people so thank you so much for considering that now let's get back into the document flow and let's plot some of the documents that we're going to be talking about today all right as you can see I've started writing some names here on the board like let's start and go through all of them the first one that I wrote is the sales quote now this is quite obvious uh sales quote is what is used when we go to a customer the customer is asking us for some uh goods or services we do provide them with the list of prices uh then then we send to them and we call this a sales quote now the sales quote is the initial step and then once we have that we've collected it and the customer has confirmed which goods or services he wants he or she wants we are ready to move on to the next stage and the next stage in business Central specifically involves uh the option of choosing between a sales order and a sales invoice let's see what those differences are now a sales order has a very important characteristic it can be a little confusing at first but it's very powerful once you learn it a sales order allows you to ship goods before and actually invoice has been produced and posted this is very important because for example in a lot of scenarios let's say for example manufacturing where we might have already some Goods that have already been produced and they're ready to be shipped they happen to be Goods that the customer has placed on their sales order so we can go ahead and ship some of those goods even though they're not all of them we can start shipping them to the customer now we can do more than one one shipment we can send multiple shipments before actually producing the final posted invoice so we can you know space out the difference between the shipping and the posting so we have two different action that we can perform so let's go ahead and plot that on our graph the other option once we have produced a quote is to choose the invoice route let's see how that is different compared to the previous one the sales invoice is different to the sales order because it only allows one action once the invoice has been produced and we've completed we've made all the changes that we want to we have only one action to immediately ship and post all the goods so it's very important this makes like a little bit less flexible but also a little bit easier in some scenarios so let's think for example an e-commerce where we know we have the goods already on hand we are ready to receive an order from a customer but we also don't need to wait to ship and post we want to be doing it immediately right away and we have all of them and they're ready to go so in that scenario for example the sales invoice allows you a shortcut and allows you less steps in in order to produce the final result so let's go ahead and plot that now if you noticed I use a slightly different Arrow here to signify that it is only one action that goes out of the sales invoice and that produces two effects like it posts the shipment and is posting the invoice I am using the generic term of posts that shipment here that scenario is a little bit more complicated than that but for this video we're going to be using this terminology just because we need this higher Point View we'll be making some more videos about shipments later date and we'll dive deep into those Concepts as well so don't worry but for the time being let's just think that we are affecting the system posting those shipments and sending them out to the customer now as I mentioned earlier there is a difference between an open document and a posted document and as you can see here we have two terms they have the sales invoice and the posted sales invoice the difference here is that this document has has been registered and therefore it has affected the GL entries in the system so while it is technically possible to delete this document the actions have already been registered so in order to remove or revert to better say revert those actions we can't just like delete the document we need to use some other documents to undo the changes that have been made once this these one of these two documents has been posted we are not going to be talking about that in today's video but we're going to be covering that in one of the following videos so if you are interested and would like to learn more about business Central I will hope you to see you in one of the next one thank you so much for watching today