In today’s fast-paced business environment, efficiency and flexibility matter. The latest update to Microsoft Dynamics 365 Business Central brings new user setup options that simplify and streamline invoice posting. This blog explores what’s changed – and how it can improve your workflow.
What’s New: Key Updates to Invoice Posting and User Setup
Previously, when posting an order, users were presented with several options that could not be restricted through permissions. Customization was necessary to limit visibility to only the Ship or Invoice options. However, with the latest update, this process has been streamlined through the introduction of two new settings in User Setup: Sales Invoice Posting Policy and Purchase Invoice Posting Policy.
These new policies give administrators greater control – without the need for custom development. Let’s take a closer look at how they work and what they mean for your invoicing workflow.
Sales Invoice Posting Policy
This setting allows administrators to specify whether users who post warehouse shipments, sales shipments, or inventory picks can also post invoices or credit memos. The options available are:
- Allowed: This default setting maintains the current behavior, allowing users to choose their preferred posting option.
- Prohibited: The dialog for posting is not displayed, restricting users to only post the shipment.
- Mandatory: The dialog is not displayed, and users must post both the shipment and invoice simultaneously.
Purchase Invoice Posting Policy
Similarly, this setting determines whether users who post purchase receipts or inventory put-aways can also post invoices or credit memos. The options mirror those of the Sales Invoice Posting Policy:
- Allowed: Maintains the current behavior.
- Prohibited: Restricts users to only post the receipt.
- Mandatory: Requires users to post both the receipt and invoice together.
Error Handling
If the Prohibited option is set in the User Setup, users attempting to post an invoice directly will encounter an error message: “You cannot post the invoice because the Sales Invoice Posting Policy is set to Prohibited in User Setup.”
Customizing User Permissions
Every organization has unique processes for handling invoices and shipments. Some may have one individual responsible for all aspects of a purchase order, while others may distribute tasks among multiple employees. The new settings on the User Setup page allow for this level of customization.
To restrict users from posting invoices or to require that invoices are posted together with shipments or receipts, navigate to the User Setup page and select one of the following options in the Sales Invoice Posting Policy and Purchase Invoice Posting Policy fields:
- Allowed (Default): Users can choose the posting option, such as Ship, Invoice, and Ship and Invoice.
- Prohibited: Prevents users from posting invoices, displaying a confirmation dialog with only the Ship or Receive options.
- Mandatory: Requires users to post invoices together with receipts or shipments, displaying a confirmation dialog with the Ship and Invoice or Receive and Invoice options.
Smarter Invoicing Starts Here
The introduction of these new invoice posting settings in User Setup is a significant step towards enhancing operational efficiency and customization. By defining clear invoice posting policies, organizations can better manage their workflows and ensure that processes are aligned with their organizational needs.
About the Expert
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Ashish Kumar Bhardwaj, D365 Business Central Technical Consultant, OnActuate
Ashish has over 8+ years of experience in Microsoft technologies, with expertise in release management, development across Dynamics NAV and Business Central, reporting, deployments, and post-go-live support. He holds MB-800 and MB-820 certifications. |
| The “OneByte” blog series are technical how-to articles by OnActuate’s expert consultants covering technologies like Dayforce and Microsoft Business Applications (Microsoft Dynamics, Power Platform). Have a topic you’d like to learn more about? Email us at info@onactuate.com! |
