General Business Functionality#

The following features expand standard Microsoft Dynamics 365 Business Central¹ functions to provide additional options to those using General Business Functionality.

Follow-ups#

With the Follow-Up feature, you can conveniently set up reminders for tasks in various places in the app and send each reminder to a user or a whole team.

Setup#

Teams#

To be able to send a reminder to multiple staff members (users) at once, you must assign them to a team.

1. Choose the Search icon, enter Sales Teams, and then choose the related link.
2. On the ribbon, choose New, and then fill in the fields on the line.
3. Again, on the ribbon, choose Home > Users to add members to the team.

Task templates#

To specify task templates for follow-ups:

1. Choose the Search icon, enter Follow-up Tasks, and then choose the related link.
2. On the ribbon, choose New.
3. Fill in the fields as described in the following table.

Task groups#

Multiple follow-up tasks can also be combined into groups.

1. Choose the Search icon, enter Follow-up Task Groups, and then choose the related link.
2. Fill in the fields on the header as described in the following table.

You can then add tasks to a group on the Lines FastTab. You can also specify here whether a certain team is responsible for handling them.

Workflow#

Create a follow-up#

You can create follow-ups on a variety of pages. To set up a reminder:

1. Open the relevant page.
2. On the ribbon, choose Create Follow-up.
3. This opens the Follow-up Card on which your user ID (and, potentially, a team code) is filled in automatically. You can then enter a short description for the task in the Summary field.
4. On the Follow-up Tasks FastTab, choose the relevant task codes or fill in the lines manually. Alternatively, specify a group of tasks on the header, and then choose OK.

The Description field always shows the next task that you created a reminder for.

Reassign tasks#

If a task should be assigned to a(nother) team, turn on the Team Task toggle on the General FastTab. The current user is then automatically deleted, and you can assign the task to a team. If the task should be completed later, you can adjust the follow-up date on the tab as well.

Create follow-on tasks#

A follow-on for a follow-up can be created for all or individual tasks.

1. Open a Follow-up Card.
2. On the header, choose Create Follow-on. Alternatively, select a single task on a line and choose the same option there.
3. If only a line is selected, the task is retrieved directly and, if specified, the new team is assigned to it immediately.

The original reminder is then set to Completed, and the number of the follow-on will be shown instead.

Complete follow-ups on role center#

To open and edit reminders that you set up for your own tasks:

1. Go to the role center, and then choose the Own Follow-ups tile.
2. Select a follow-up.
3. On the ribbon, choose Edit. Again, on the ribbon, choose Under Review.

Warnings#

In medtec365, you can store warning messages that will be shown in the marketing cockpit when you open certain contact or customer cards.

Such a message might be needed because of the presence of an infectious disease at a customer’s premises, for example. Based on how the warning has been set up, you’ll see it on the header of the card, in running text, or in a separate box.

To set up a warning:

1. Choose the Search icon, enter Marketing Cockpit List, and then choose the related link.
2. Open the relevant cockpit.
3. On the ribbon, choose Related > Contact > Warnings.
4. Assign a warning message from the list and select if you want the specified message shown in the Warning field or in running text.

Quick data capture with wizard#

The Quick Contact Capture Card is a separate record that you can create base data from, including contact, customer, and vendor information.

The card is created before the actual contact is, which has the advantage that you can interrupt the process and resume it later. For this reason, quick capture is also used to set up customers and vendors, for whom contacts will be added as well.

Overall, the feature lets you set up data for each faster than any standard function. Additionally, you can use a configuration template to reduce the actual entry to the essentials.

Example
When you set up a customer from a contact based on a template, you can even add to the record fields that aren’t typically found on contact cards (such as Transaction Code).

Setup#

medtec365 Setup#

To be able to work with the feature:

1. Choose the Seach icon, enter medtec365 Setup, and then choose the related link.
2. On the Contact Cockpit FastTab, fill in the field as described in the following table.

Configuration templates#

Configuration templates are used to generate meaningful base data from captured contact information. You can specify on a template any field that is relevant to your business and should be filled in during capture, such as Gen. Bus. Posting Group, so that you no longer need to enter data for it manually.

All templates are processed in the sequence that you can see in the following chart.

Template for quick contact capture

On this template, you can specify the standard and additional fields that will be filled in during contact capture. The additional fields will also be added to the new master records for contacts, and—potentially—customers and vendors later.

Additionally, you can specify here what other contact information you want to store and the template that this information should be based on. For example, turning on the Create Customer toggle will also create a customer from the entered data while filling in the Customer Templ. Code field specifies the template that will be used for setting up this new customer.

For contacts

Only fields specified on this template are filled in during quick capture, whereas the additional fields that might be assigned to the relevant contact template are ignored. The additional fields specified for quick contact capture, however, will be transferred to the new contact.

For customers
Only fields specified on this template are filled in during quick capture, whereas the additional fields that might be linked to the relevant customer template are ignored. The additional fields specified for quick contact capture, however, will be transferred to the new customer.

For vendors
Only fields specified on this template are filled in during quick capture, whereas the additional fields that might be assigned to the relevant vendor template are ignored. The additional fields specified for quick contact capture, however, will be transferred to the new vendor.

Setup

1. Choose the Search icon, enter Configuration Templates, and then choose the related link.
2. On the ribbon, choose New.
3. Fill in the fields as described in the following table.

General#

Lines#

When a table has been selected, you can specify on the lines the field values that you want automatically copied from the template to the table.

Other#

On this FastTab, you can attach additional fields to the template. These are then also used in quick capture.

Capture data#

Quick capture can be run each time you want to set up a contact, a customer, or a vendor.

1. Open the marketing cockpit list.
2. On the ribbon, choose Quick Contact Capture.
3. Select the template that will be used to prefill and add fields to the relevant card, and then choose OK.
4. This opens the Quick Contact Capture Card, where a number will be assigned automatically. You can now fill in the other fields, such as Name and Address.
5. On the ribbon, choose End Update.

Afterward, a mandatory field check is run and base data such as contact, customer, or vendor information is set up depending on what you specified on the Create Data FastTab.

When exiting the page, the new record is selected on the Quick Contact Capture List and can be opened directly from there.

Release data#

If the mandatory field check is turned on for quick contact capture, base data such as contact, customer, or vendor information can only be created if released—which depends on the status that is indicated in the Capture Update field, as described in the following table.

You can run the End Quick Capture action to complete data maintenance and release the captured entry. If the required data wasn’t filled in, a wizard page appears so that you can make the necessary adjustments.

After maintenance of the captured entry is complete, the Quick Contact Capture Card becomes non-editable.

To be able to edit data again, choose Edit Quick Capture on the ribbon to set the card status to In Progress.

List of captured entries#

To see a list of all records that have been created through quick capture, choose the Search icon, enter Quick Contact Capture List, and then choose the related link. Here, you can also capture new contact data or edit existing entries.

Manual Capture#

Additionally, you can create a record manually via quick capture mode.

1. Choose the Search icon, enter Quick Contact Capture List, and then choose the related link.
2. On the ribbon, choose New.
3. This opens the Quick Contact Capture Card. The card is empty, as no data from a template is copied to the entry.
4. Click any field to create a record. This assigns a number from the number series stored in medtec365 Setup. All other fields can be filled in manually.

In this context, we recommend you consider the base data that you want to create from the captured entries and the templates that you want to use for them. Or you can choose Apply Template on the ribbon and specify a configuration template for filling in the information.

Item tracking#

On installation, medtec365 provides you with a variety of tracking methods that are commonly employed across the industry and can be used for all items set up in the system.

Color indicators#

Line quantities might be shown in a different color if they relate to tracked items.

This applies to quantities on open purchase and sales documents, on warehouse shipments and receipts, and on item, transfer, and inventory journals, as well as to quantities entered in manufacturing and assembly.

You can also use the lookup next to a quantity field to see the tracking code that is assigned to the associated item. The meaning of each line color is explained in the following table.

Warranty dates for external lots#

You can now specify manufacturing dates based on item tracking codes.

On the Item Tracking Code Card, on the Misc. FastTab, you can also fill in a variety of new fields relating to maintenance and repair services. As an example, you can enter customer-side and vendor-side warranty periods in the Customer Warranty Until and Vendor Warranty Until fields on the tab.

Serial No. Information Card#

This card has been extended to include the fields described in the following table.

General#

Vendor#

This FastTab is required to provide maintenance and repair services.

You need to enter a vendor on the tab if a device has been acquired via a purchase order outside the scope of existing contracts or from a competitor.

Customer#

This FastTab is required to provide maintenance and repair services.

The fields on the tab specify who provided the instructions on how to use the device.

Other#

Ownership & Rent#

This FastTab specifies who owns the device.

Provided the whereabouts of the device can be traced, the transaction code and the Location and Bin fields are filled in with the values that were specified with the most recent warehouse posting.

If a device is sold only to one customer, the fields will be blank, but the Legal Owner and Legal Possessor fields will be filled in, with the transaction code inserted in the correct way automatically.

Ribbon functions: Home#

Ribbon functions: Customer Service#

Ribbon functions: Actions#

Ribbon functions: Related#

Block items without variants#

Typically, when the Variant Mandatory if Exists toggle is turned on in Inventory Setup, you’re blocked from posting transactions for which an item variant isn’t specified.

This setting, however, doesn’t apply to items that don’t have variants. You can also change the requirement for individual items by choosing No in the Variant Mandatory if Exists field on an item card.

Conversely, if the setup toggle is turned off but the Variant Mandatory if Exists field is set to Yes on an item card, transactions for this item cannot be posted when variants exist but none is specified during a transaction.

To also block transactions from being posted if the item requires a variant but none has been set up for it yet in the item master, you can create a field check that uses the Variant Exists field from the item card.

Workflow#

Inventory Setup#

Ensure that the Variant Mandatory if Exists toggle is turned off on this page.

Item card#

Set the Variant Mandatory if Exists field to Yes for items that require a variant.

Field check#

Create a field check for table Item (27) that will result in an error message (as well as the cancellation of the posting process) if certain fields are filled in on an item card as described in the following.

Compliance (optional)#

We recommend that you also set up a compliance check to block the deletion of variants whenever the Variant Mandatory if Exists field is set to Yes for an item that has already been released.

For this purpose, you must add the following line to the compliance tables:

Additionally, you need to fill in these fields on the Compliance Fields page: