The following is a full transcription of the video above:
“For this session, I’ll be going over how to use the recurring sales and purchase lines feature in Microsoft Dynamics 365 Business Central. This feature works for both invoices and orders – sales orders, sales invoices, purchase orders or purchase invoices.
If I go to Purchase Invoices and create a New one, we’ll notice that there are no line items right now. This is something we usually do manually or import from a purchase order.
Dynamics 365 Business central has a feature that allows us to have a list of recurring line items that we can either automatically import the moment we create an invoice for a vendor or it’s something we can pull from a list.
Let’s do an example for Purchase Invoice: If I go to Recurring Purchase Lines, I can create a set of recurring purchase lines. Click New here. Give this a Code. I’ll put ‘Expense’ here. We can add a Description and Currency Code. We can fill in the lines that we want to populate our purchase invoice with. I choose a GL account and then pick some expense accounts, and we can have just one or you can choose multiple. We’ll choose ‘Rent Expense’. Maybe create another one here for ‘Office Supplies Expense’. Assign a Quantity -1- to each line item, as we would when manually entering these line items in our invoice. We can assign them different dimensions as well. We’ll just put ADM as an example, and this should automatically Save. Now that we have this ‘Expense’ recurring purchase line, we can go ahead and assign that to one of our vendors.
Let’s go to our Vendor Cards > Training Customer > More options > Related > Purchases > Recurring Purchase Lines.
We have an option to choose Code. Select the ‘Expense’ code that we have just created.
There are a couple of options here, and these relate to the quotes, the orders, the invoices, or the memos and they all default into Manual. I’ll go ahead and show all of them.
Let’s choose Always Ask here on Invoices first. Go to Purchase Invoices > Create a new invoice and use our ‘Training Customer’ vendor. Upon selection, we’ll see a message line at the top- Recurring purchase lines exist for this vendor and do you want to insert them. If we click Get Recurring Lines > Expense > OK, we’ll notice that the lines we created get automatically inserted.
If we don’t say yes or maybe we leave it in Manual, then we would have to go to More Options > Actions > Functions > Get Recurring Purchase Lines to get them. We can see the ‘Expense’ line and clicking OK would do the same thing.
Let’s go back to our Vendor. Now I’ll show you what it looks like when we have that set it to Automatic. Choose Automatic instead of Always Ask or Manual.
Now, if we create a new Purchase Invoice and select Training Customer, you’ll notice that it won’t ask permission. It’ll just go ahead and auto fill the lines that we’ve selected.
Again, this can be done for invoices, quotes, purchase orders or memos, and for both purchase and sales side.”
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