Send Reports and Documents To:

Another great feature of Business Central is that you can send your documents to different formats. So reports and documents cannot only be printed but also sent or opened in different formats.

Let’s take randomly a report, for instance, the customer sales list. So depending on the report, you get a number of possibilities in terms of filtering and saving and so on.

At the bottom you will have an option to Print and Print Preview. But you can also choose Send To. That means that the content of this report will be sent to a specific format, for instance, PDF or Word or Excel.

You can even schedule when that report will be run and to which format it will be sent.

So if you click on the Schedule then you see that a specific report will be sent to a specific output. You can send that to a specific printer and you can ask to do that within a time interval.

Edit in Excel – Business Central

Besides opening in Excel, you can also edit your information in Excel.

This means you can export or open your Business Central data in Excel and then edit your Business Central information in Excel and once it has been edited, you can send it back or publish it to Business Central.

This is a great feature, if you want to edit multiple records at the same time.

Enter and Edit Information – Business Central

View and Edit Mode

  • In general, you can only edit information from card pages, not from list pages (with some exceptions like the Chart Of Accounts lists).
  • When you open the card page from the list, the card page is automatically in edit mode and you can start editing the information.

Note: You switch to view mode by clicking (disabling) the Edit button in the ribbon of the card page.

New and Delete

  • You can insert new records from both list and card pages by clicking New.
  • You can delete records from a list by selecting the line, clicking the assist edit and then selecting Delete.
  • You can also delete a record from its card page by clicking Delete from the ribbon.
  • The way to add and edit information in fields depends on the type of field.

Field Types

When you enter information into fields, Microsoft Dynamics 365 Business Central provides the format for the type of information that you enter in the following types of fields:

  • Date fields – accept only date parameters.
  • Number fields – accept only numbers.
  • Text fields – accept information in any format.
  • Code fields – accept only predefined codes
  • Calculated fields – display amounts and quantities calculated by Microsoft Dynamics 365 Business Central, for example the Balance field for G/L Accounts

Enter Dates

Microsoft Dynamics 365 Business Central provides flexibility when you enter dates. The following table shows valid entries in a date field.

User Input Result
w/td> Work date entered in Settings>My Settings>Work Date
t Today’s date
c Closing date
# Number of the day in the current work month
Month-day-year 122502, 12 25 02, 12-25-02, 12/25/02
Weekday-week number-year Fr5202, fr 52 02, fr-52-02, fr/52/02

You can also enter abbreviations for the weekday and Microsoft Dynamics 365 Business Central will then enter the date for that weekday based on the work date, as shown in the following table.

User Input Result
m Monday
tu Tuesday
we Wednesday
th Thursday
f Friday
sa Saturday
su Sunday

When you enter a date, take special note of the following:

  • Start-day of the week is Monday.
  • Date fields accept incorrect year numbers such as 9008.
  • The work date year is added automatically if you enter day/month.
  • The work date month/year is added automatically if you enter day.
  • Microsoft Dynamics 365 Business Central supports default Windows date ranges.

Enter Quantities and Amounts

Quantities and amounts are entered in special number fields that have a built-in mathematical function so that you can enter calculations such as 13.50 * 2 – 12.

The four basic mathematical operators are as follows:

  • + (plus)
  • – (minus)
  • *(multiply)
  • / (divide)

Note: The calculated amount, but not the formula, is stored in the field.

Enter Codes

  • A code identifies a record such as a vendor number or customer number. Codes are also values that are used for sorting information on the screen and in reports.
  • Numbers and letters can be used to identify codes. When you must enter a code in a field, you can look up the value to select from the list of codes related to the field.
  • Instead of selecting a code, you can also type it in the field. In that case, you only have to enter the first letter(s) in the code name. For example, type “y” for YELLOW.

Calculated Fields

  • Calculated Fields display amounts and quantities calculated by Microsoft Dynamics 365 Business Central, for example the Balance field for G/L Accounts.
  • By clicking the value of the FlowField, you can open a separate page. For example, when you click the Balance FlowField on a G/L account, the General Ledger Entries page opens. It shows the entries included in the calculation.
  • The contents of FlowFields are calculated every time that they are displayed. This means that a FlowField is always 100 percent updated and displays the newest figures.

Sort Information – Business Central

If you want to find your information quickly, you need to sort the info. Let’s have a look on how we can sort the item list. So once your item list is open, you can see that the items are sorted by the number fields. And if you want to have an impact on how it is sorted, so you can open the menu by clicking on the drill-down and choose either to sort Ascending or Descending.

So basically sorting is very easy to use. You just pick the field you want, you open the menu and then you click on ascending or descending.

Filter Information – Business central

You can use filters to find required information. Filters retrieve subset of records that are corresponding to a certain value expression or formula.

Now let’s assume that you want to find items where the inventory > 20. What can you do?

  • Open the item list.
  • Go to the field Inventory.
  • Open the menu to add a filter.
  • Use the expression “>20”.

  • Click Ok to see a subset of items, based on your criteria.

NOTE: You can apply filters to multiple fields at a time.

Filter Criteria

When you enter criteria, you can use all the numbers and letters that you typically use in the field. In addition, you can use some special symbols or mathematical expressions. The following table shows the available formats.

Symbol Meaning Sample Expression Records Displayed
= Equal to 377 Number 37
BLUE Those with the BLUE code, for example, the BLUE warehouse code.
22 A datetime: from 22-current month-current year 0:00:00 to 22-current month-current year 22:59:59
22 10 An exact datetime: 01-01-22 ( or 22-01-01) 10:00:00
.. Interval 1100..2100 Numbers 1100 through 2100
..2500 Up to and including 2500
..12 31 00 Dates up to and including 12 31 00
P8.. Information for accounting period 8 and thereafter
..23 From the beginning of time until 23 -current month-current year 23:59:59
23.. From 23-current month-current year 0:00:00 until the end of time
22..23 From 22-current month-current year 0:00:00 until 23-current month-current year 23:59:59
| Either/or 1200|1300 Those with number 1200 or 1300
& And <2000&>1000 Numbers that are less than 2000 and greater than 1000. The ampersand (&) cannot be used by itself with numbers because no record can have two numbers.
<> Not equal to <>0 All numbers except 0. You can combine this symbol with a wildcard expression. For example, <>A* meaning not equal to any texts that begin with A.
> Greater than >1200 Numbers greater than 1200
 >= Greater than or equal to >=1200 Numbers greater than or equal to 1200
< Less than <1200 Numbers less than 1200
<= Less than or equal to <=1200 Numbers less than or equal to 1200
* An indefinite number of unknown characters *Co* Texts that begin with Co
? One unknown character Hans?n Texts such as Hansen or Hanson
@ Ignore case (either uppercase or lowercase allowed) @location Texts such as LOCATION, location, or Location
Blank All records with a blank value in the field for which the criteria is used

Search and Select Information – Business Central

Microsoft Dynamics 365 Business Central application will have thousands of entries. Being able to search through this data is important. Use search for information in lists.

For example, let’s go to the Customer List and here we find the Search icon. If you click on the search icon you can enter a search value.

The search function is a quick filter that searches on multiple fields.

Besides this built in function in Dynamics 365 Business Central, you can also use the find on page browser function. And how can we activate that one is by activating or pressing Ctrl+F and that activates this function.

Now, let’s have a look at how you can select records. Let’s navigate to sales, posted sales invoices, and here you see the list with all posted sales invoices. If you select one of these invoices, and if you click on Show More options, you can the select multiple records.

You can also use Ctrl+A to select all records.

User Personalization – Business Central

In Business Central it is easy to personalize your pages. You can personalize your pages by changing, adding or removing fields from these pages.

Now, how do you do this?

  • You go to Settings and click on Personalize which opens personalization business manager.

  • Now let’s say that you want to change the customer list. Click on customer list and you can start changing a number of things. For example, you want to get rid of phone number. Click on the red triangle and hide and it is gone.

  • Now Maybe you want to add field. Click on more, +Field to add more fields to the page.

  • Let’s say, the Language Code. Type in language code, and drag it now to the canvas.

  • You can also change the order of the field as well as sorting of the fields, and once you are done, click Done and you will have a personalized page.

Please note this is only be applicable to the user who has personalized his or her page. This will not be applicable to the other users in the company. So personalization is on the personal level. That is what each user can do for his or her pages to make sure that they are reflecting whatever that user wants to see. A personalization can always be undone. That means reverting it back to the status before the personalization.

To clear personalization, click Settings > Personalize > Clear personalization. This will undo the changes.

Exploring List Pages – Business Central

List pages are pages that show multiple records. It shows selected information, but for all the records that you have in your database or your company.

There’s something which is called view layout option, and that means that you can decide how you want to see the content of your list, i.e. by List, Tall Tiles and Tiles.

Then if you want to know a little bit more information without going into a card page, then you can open up the Factbox.

On top of the list you have the command bar and you see that you have recurring functions or functions that you will use quite a lot.

Sort Information – Business Central

If you want to find your information quickly, you need to sort the info. Let’s have a look on how we can sort the item list. So once your item list is open, you can see that the items are sorted by the number fields. And if you want to have an impact on how it is sorted, so you can open the menu by clicking on the drill-down and choose either to sort Ascending or Descending.

So basically sorting is very easy to use. You just pick the field you want, you open the menu and then you click on ascending or descending.