Master Data for Sales Order Managment

In Microsoft Dynamics 365 Business Central, effective sales order management relies on two primary types of master data: customer data and product or service data. These categories help define essential details for the sales process, allowing efficient tracking and management of transactions.

1. Customer Data (Who are we selling to?):

   • Customers: The primary recipients of products or services. Sales orders in Business Central usually involve registered customers, but it's also possible to start with a sales quote for a contact (a potential customer), allowing a sales process to begin even before full customer registration.

2. Product and Service Data (What are we selling?):

   • Items: These can be inventory items (physical products in stock), non-inventory items (products or services not tracked as inventory), and service items (intangible services).

   • Resources: Resources are people or machines the company uses to provide services. Resources are essential for service-oriented businesses where labor or machine time is billed directly to the customer.

   • Item Charges: These represent extra costs (like freight or special handling) that you may charge to the customer, improving transparency in cost calculation for both the business and the customer.

   • Fixed Assets (optional): Sometimes, companies sell fixed assets like machinery. While less common in standard sales workflows, this is an option when assets are directly sold to customers.

Since these master data elements are frequently used across various sales transactions, a thorough understanding of their setup and configuration in Business Central is crucial. The Microsoft Learn resource “Work with Trade Master Data” offers deeper insights into configuring and using these components to enhance the efficiency of the sales order process. In Microsoft Dynamics 365 Business Central, you manage three primary types of items for sales and inventory: inventory items, service items, and non-inventory items. Each item type has distinct uses and features accessible through the item list and item card, which store essential information for efficient management and tracking.

Types of Items

• Inventory Items: Physical products such as tables, chairs, and computers that are tracked in inventory.

• Service Items: Non-physical items, representing services like consulting or freight, billed to customers.

• Non-Inventory Items: Physical items sold without tracking in inventory, often for convenience.

Accessing and Using the Item List

To view and manage items, select the search icon in the top-right corner, enter "Items," and choose the related link. The item list displays items in three formats:

• List: Shows basic details such as description, quantity on hand, unit cost, and price.

• Tiles: Combines small images and key data fields.

• Tall Tiles: Focuses on larger images and essential information.

Item Cards

The item card provides detailed information for managing inventory and sales:

• Item FastTab: Shows key attributes like description, base unit of measure, type (inventory, service, or non-inventory), and category.

• Inventory FastTab: Displays available quantity, quantities on sales/purchase orders, and settings like:

  • Stockout Warning: Alerts when a sale reduces inventory below zero.

  • Prevent Negative Inventory: Stops transactions that would reduce inventory below zero.

• Costs & Posting FastTab: Shows posting groups, unit costs, and costing methods (e.g., FIFO, Average).

• Prices & Sales FastTab: Lets you enter unit price, profit margin, and set sales discounts.

• Replenishment, Planning, Item Tracking, and Warehouse FastTabs: These sections support inventory planning and tracking. By assigning item tracking codes, you can monitor serial/lot numbers. Warehouse FastTabs also enable warehouse-specific setup like put-away templates.

Importing Item Pictures

To batch-import pictures, save the images with item number-based names, compress them in a ZIP file, and import them via the Inventory Setup page by selecting Import Item Pictures. Existing pictures can be retained or replaced.

Units of Measure

Units of measure define item handling (e.g., time, weight, units). Set up units via the Units of Measure page by entering a code, description, and international standard codes if needed for document exchange in different languages. Translations for unit descriptions are also supported.

Organizing and Searching with Item Attributes

To categorize items and make searching easier, assign item attributes like color, size, or model year to item categories or individual items. Use the Item Attributes page to create new attributes or assign values to existing ones. Business Central’s Image Analyzer extension can even suggest attributes based on item images. Filter items by attribute in the item list to streamline inventory management and customer service.

These configurations enable robust inventory and sales management in Business Central, creating an organized and efficient sales process.