Transactions between companies always involve the use of documents (orders, invoices), which provide informational support regarding transaction elements and serve as supporting documentation. Usually, these documents are posted sequentially, one by one, but there may be situations where posting multiple documents at once is justified for operational efficiency.
In the Dynamics 365 Business Central ERP system, this is possible by using a functionality called “Post Batch”, and in the following, we will show how this applies in a purchase flow.
Let’s consider the following scenario: we consistently have multiple purchase orders whose receipt is handled daily by warehouse staff. However, at the end of the day, we want the invoicing of those orders to be performed by an employee in the accounting department. This person will conduct a final check of the data in the orders against the invoices issued by the vendors and then post them.
To do this, the employee can select multiple purchase order documents from the order list.
Once all the orders to be posted have been selected, the user will initiate the batch posting procedure.
A window will open where multiple options can be selected. Here, we can choose what type of documents to post and specify a posting date for the orders—other than the one written on each document individually.
In the same options window, we can define filters. Initially, we determined which orders will be posted by selecting them from the list, but we can also define which orders to include in the posting by using filters: by number, status, or by adding other filters through the “Filter” button.
Finally, after clicking the OK button, the orders will be posted.
We have exemplified batch posting for purchase orders, but this feature is available for several types of documents: invoices, credit memos, return orders, in the areas of purchasing, sales, and service. If you find this functionality useful and you wish to use it, we recommend testing it first on a sandbox environment, especially if you will be using the filtering options of the procedure. It is absolutely essential to ensure that the procedure will post only the documents you intend to post.
Elian Solutions is part of the Bittnet Group, active for over 15 years as an implementer of the Microsoft Dynamics 365 Business Central ERP system. With a team of over 70 employees and a portfolio of over 250 clients, Elian Solutions is one of the key Microsoft partners for ERP systems.
