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Basics#

Contact management (cockpit)#

Based on the standard view of a contact in the Microsoft Dynamics Business Central™ marketing module, the KUMAVISION base365 (BOOSTER) clerk cockpit shows you all relevant information about a contact. Work steps can be taken directly from this view. The clerk cockpit can be used by the salesperson as well as by the purchaser. The information displayed can be configured by the user.

Establishment#

Which information and functions are displayed in the clerk cockpit depends on the settings in the user setup.

To make these settings, click on the Application Search and open the User Setup.

Then open the user card for which you want to perform the setup.

On the "Cockpit display" info tab, you have the option of selecting which information the user should see in his cockpit. For example, if the user is a salesperson, you can assign the marketing functions and the sales documents to him.

On the "Cockpit Actions" info tab you can select which actions the user should have available in his cockpit, depending on whether he is a seller or a buyer.

Contact card#

The configured cockpit display information and cockpit actions can be viewed on the contact card. To do this, call up the contact management overview.

Company contacts are displayed in bold in this view and the associated person contacts are displayed normally.

Double-click on the desired company contact to open the respective contact card.

The General, Lines, Communication, Segmentation and Foreign Trade info tabs are structured as in the standard contact card.  

Information register contacts#

The "Contacts" info tab has been added. All contact persons belonging to the company contact are displayed here.

Field Comment
No. Identifiable number of the respective person contact. By clicking in the No. field of the respective contact, the person contact card can also be opened directly.
Name Name of the respective person contact
Phone no. Phone number of the respective person contact - if the field is filled and the connection to a TAPI PBX exists, the number of the contact person can be dialed directly
Comment If remarks have been stored for the respective person contact, this is indicated by "Yes". By clicking on "Yes", these will be displayed to you.
E-mail E-mail address of the respective person contact - if the field is filled, you have the possibility to open the mail program directly by clicking on the e-mail icon and send an e-mail to the contact person.

Infobox contact statistics#

The "Contact statistics" infobox shows you information about marketing activities and sales documents. You can open the records by clicking on the display.

Infobox Forecast#

The "Forecast" infobox shows you the current sales opportunities and associated quotations.

Ribbon#

In the ribbon you will find the function calls that you have defined in the user setup under Cockpit Actions. Here you have the possibility to perform these actions directly from the contact card.

Note

The setup of the page in terms of showing and hiding function calls and details of the info boxes is the same as in Microsoft Dynamics Business Central™ Standard. The user setup is the basic setup that can be overridden by the custom setup.

Translation resources, work types#

For customers operating internationally, it is mandatory that translations are also possible for resources and work types.

Besides the new table "Translations", the resources and work types translations are also supported on the purchase and sales documents.

Establishment#

You can store the corresponding translations for resources and work types in the master data. To do this, call up the corresponding resources / work types card.

Via the menu item "Translations" you have the possibility to specify the translation in the field "Description" by entering the language code.  

Usage#

In the sales documents, when a resource is entered, it is checked whether a translation has been set up for the resource for the language code in the sales header. If a translation is found, then this is taken over as "Description" and "Description 2" in the sales line, if no translation is available for the language code, then the standard applies.

The same as with the resources also applies to the work types, if a work type is entered in a purchase or sales document with language code, then first an attempt is made to determine a translation, otherwise the designation from the master data table is used.

Continuous text editor#

A convenient continuous text editor is available for editing long texts in text modules and document texts. In Microsoft Dynamics Business Central™, long texts must be broken down into several lines. Due to this structuring, it is not possible to insert long texts by copy & paste. This makes entering long continuous texts very cumbersome and tedious. In the text editor, the text can be entered without regard to breaks or the copy & paste function can be used here.

In the following, the continuous text editor is explained using the example of a text module. Further information on creating a text module can be found in the section of the same name.

As soon as you have created the text module with the necessary data, you have the option on the text module card of calling up the text editor via the menu item "Format Editor".

On the text module card, you have the option of calling up the "Format Editor" via the "Manage" menu item. The text editor opens.

The text editor opens. Enter your desired text in the text field manually or by copy & paste.

Note

Formatting options such as bold, italic, underline or other fonts are not readily available in Microsoft Dynamics Business Central™. Therefore, it is possible that certain formatting will not be considered in the printing of a report.

In the documents, texts can also be entered via the text editor in the form of a pre- or post-text per line.

In order to enter a pre- or post-text for a respective line, I first call up the "Lines" selection menu via the "Lines" info tab. Via the menu item "Document texts" you have the possibility to enter the document texts via Pretext / Posttext.

In the document text card, the menu item "Format Editor" provides you with the text editor in which you can enter your desired text manually or by copy & paste in the text field.

Through the fields "Offer print" / Blanket order print" etc. you can control on which documents the entered document text should be printed in the respective process.

Additional texts#

As an extension to the possibilities of using article text modules available in the standard system, it is possible to define both general header and footer texts as well as pre- and post-texts for the individual items in documents by using additional texts.

For the use of the document texts on line level (as line pre- or post text), general information can already be set up in the master data of the article, resource or G/L account.

For the use of the document texts on header level, pre and post texts for the documents can be defined at the customer or vendor.

Setup of the text modules#

To store a text module, open the corresponding master data card and select the "Text modules" item in the menu ribbon.

In the "Start date/End date" fields, you can specify a period in which the text module is used. If you leave these fields empty, the text module will always be valid.

If you check the "All languages" checkbox, the system will ignore the stored language code of the customer/vendor in the documents.

In the checkboxes, you can set a checkmark for which purchasing or sales documents this text module should be usable.

Under "Use in document text" you can choose between three options:

Yes: Can be called up manually under Line - Document texts - Pre/next text
No: Is used as a document line
Automatic: Automatic insertion of the text module

Under "Position" you can choose whether your text module should appear in the header (pre-text) or footer (post-text) of the document or above the description of the item / resource / G/L account (pre-text) or below the description (post-text).

To insert a text module in the documents, select the "Functions" menu item in the respective "Lines" info tab and execute the "Insert text modules" function.

Advertising groups#

In addition to the use of text modules per vendor, article, customer, etc., these can also be used in advertising groups.

Advertising groups are used to store text modules for several vendors or customers up to all vendors/customers, e.g. to output a note on company vacations, inventory, trade fairs, or similar.

To set up advertising groups, call up "Advertising groups" via the user search.

The advertising group map opens.

You can create a new advertising group via the menu item "New" in the menu ribbon. Existing advertising groups can be edited via the "Edit list" menu item or deleted via "Delete". You can define the following for setting up a new advertising group:

Field Comment
Code Assign a meaningful "abbreviation" for the advertising group.
Description In the Description field, you can define a more detailed description of the ad group and the text modules stored with it.
All debtors If the checkmark is set, the advertising group will apply to all customers.
Number of debtors Instead of selecting "All customers", you can define a customer group to which the advertising group should apply. A "LookUp" takes you to the "Advertising group members" view, where you can enter the corresponding customers.
All creditors If the checkmark is set, the advertising group will apply to all vendors.
Number of creditors Instead of selecting "All vendors", you can define a vendor group to which this advertising group should apply. A "LookUp" takes you to the "Advertising group members" view, where you can enter the corresponding vendors.
All contacts If the checkmark is set, the advertising group will apply to all contacts.
Number of contacts Instead of selecting "All contacts", you can define a contact group to which the advertising group should apply. A "LookUp" takes you to the "Advertising group members" view, where you can enter the corresponding contacts.
Quantity text module Specifies the number of stored text modules for this ad group.

To store a text module for an advertising group, select the "Text modules" menu item in the menu ribbon.

The text module overview opens: You can create a new text module via the "New" menu item.

The text module card opens: Here you can enter the necessary data of the text module.

Further information on creating a text module can be found in the chapter provided for this purpose.

position numbering#

Furthermore, it is possible to assign position numbers for the lines. The position numbers can be entered manually in the "Position number" column, or assigned automatically in the ribbon using the "Perform position numbering" function. In the Accounts Payable & Purchasing or Accounts Receivable & Sales setup, the basic behavior can be defined.

Field Comment
Check item number in sales lines blank:
No effect

check:
Check for item numbering when the document is released. If no item numbering has been performed, a corresponding error message appears.

Auto-assign:
Check and perform automatically when the document is released.
Autom. Pos.-Numbering Type blank:
no effect

Numbering:
The position numbering is done numerically depending on the field "Autom. Pos.-Numbering Type"

Outline:
The position numbering is done via an outline 1st / 1.1. this is especially helpful of subtotals or bundle, because the position numbering determines the depth and displays it accordingly.
Check pos. no. in sales lines Indicates the steps of the position numbering (10, 100 or 1000).

To reduce paper in printouts, lines without price information can be excluded from printing the order. To do this, use the checkbox in the "Print line" column in the "Lines" info tab of the document.

For the layout of the documents, a page break is to be added for printing by marking "Print line break" at the respective position.

Document structuring#

The document structuring offers you the possibility to structure the documents in the purchase / sales more comfortably, as lines can be summarized to groups with subtotal calculation or bundle groups (whereby the individual prices of the lines are not shown). Furthermore, it is possible to assign position numbers for the lines.   The document structuring is controlled by the "Type" column in the "Lines" info tab of the document.

The subtotals are editable so that markups or markdowns can be added. The price difference is distributed evenly among the sales lines. For a bundle, the line prices, discounts and amounts are suppressed in a printout so that the recipient only sees the bundle price.

The following options are available:

Field Comment
Headline Formats the text entered in the description in bold type
From subtotal Formats the text entered in the description in bold and forms the starting point for the following series of items, resources and/or G/L account items for which a subtotal is to be formed.
Bundle Formats the text entered in the description in bold and is the starting point for the following set of items, resources, and/or G/L items to be bundled for.
End subtotal Subtotal or Bundle Termination - formats the text entered in the description in bold and forms the end point for the preceding row for which a subtotal is to be formed.

Date of manufacture / External batch#

In KUMAVISION base365 (BOOSTER), in addition to the conventional article tracking, you can also carry the manufacturing date of an article as well as the external batch.

Establishment#

If an item has a manufacture date or you want to carry the external batch, you can define this with the item tracking code.

To do this, set up the appropriate article tracings. Call up "Article traces" via the user search.

You can define a new item tracking via "New" in the ribbon. Further information can be found in the Microsoft Dynamics Business Central™ Helpsite (F1).

Via the "Other" info tab you have to define by activating the fields "Date of manufacture - manual input" and "Ext. batch - manual input" whether a date of manufacture or an ext. batch has to be entered for the article tracking.

Allocation#

The item tracking is defined directly when creating a new item (Item card - Item tracking info tab). Select the appropriate item tracking code.

In the processes you can assign the item tracking to any outgoing or incoming documents. In the corresponding posting items, the posted item tracking will be displayed in the follow-up. For further information, please refer to Microsoft Dynamics Business Central™ Helpsite (F1).

Article attributes#

Item attributes are used to classify and retrieve articles based on their characteristics. Characteristics can be assigned to each article. Either individually or via the characteristics preassigned to the article category.

Establishment#

Before working with the features (attributes), the required features and their characteristics must be set up.

To do this, call up the "Article attributes" via the user search. Via "New" in the menu ribbon you can define a new article attribute with the help of the tables below.

Field Description
Name In the Description field, the feature can be described in more detail. The field has 250 characters length
Type This field defines the data type. Text, numbers, decimal numbers, dates, times and Boolean can be selected. The characteristic values on the
Values For attributes of type Option the possible option values are specified here.
Locked If attributes are no longer used, they can be locked by activating the switch.
Duty Specifies whether this attribute is a required field when used in the item master
Print on sales slip If the switch is activated, the respective attribute value of the article is printed in sales documents as well
Print on EK document If the switch is activated, the respective attribute value of the article is printed in the purchase documents.
Print sequence Defines the order in which attributes are printed, if several attributes are printed on one article.

Note

If the check mark "Mandatory" is set and the "Mandatory field check article" is active in the warehouse facility, then the check of the mandatory fields is carried out at the end of the maintenance. If the value of a mandatory attribute has not been maintained, the user will receive a corresponding message. The same behavior occurs when an article category with a mandatory attribute is assigned.

Assignment#

Article#

On the article card, you can assign the attributes for the article via the "Attributes" call in the menu ribbon. In the "Article attributes" info box on the article card, the data of the assigned attributes are displayed directly.

Article categories#

On the article category card, you can use the "Attributes" call in the ribbon to assign the attributes for the article category. In the "Article attributes" info box on the article category card, the data of the assigned attributes is displayed directly.

If you assign this article category to an article, the attributes from the article category are transferred to the article.

If changes are subsequently made to the article category attributes, they will be inherited by the assigned articles.

Note

Please note that the attributes of the parent item categories inherit to the child item categories. However, the inherited attributes cannot be changed in the child item categories. Per article these can always be adjusted individually.

Define proficiencies#

In the Value field, the predefined characteristic values can be selected by lookup. If there are no defined characteristics, a free value can be entered. The format of this value must correspond to the definition of the Type field. If this is not the case, the user receives an error message.

If a characteristic of the type "Mandatory" is not filled in, the article cannot be released.

To search for the attributes in the sales or purchasing process the attribute search is used. In Microsoft Dynamics Business Central™ Standard, it is only possible to filter by individual attributes in the item overview. Usually, however, attributes are searched for within the document entry in order to find the correct item.

In the sales as well as in the purchasing documents you can access the attribute search via the info tab "Lines" > "Manage" > "Attribute search".

Then enter the desired article category. The first attribute according to the article category is listed, with input of further attributes this list can be extended to max. 20 attributes. The user has the possibility to define his desired attribute value in the second column. It is important that in the document line the field Type is filled with "Article".

Once all the search criteria have been entered, the "Filter by attributes" function in the menu ribbon displays all the articles with the relevant attributes. Click OK to transfer the selected line to the document.

Note

If you are using KUMAVISION factory365, you can find further information on this topic at hier.

Compensation tracking#

For easier traceability or to check the clearing chain for incoming or outgoing item items, there is a Clearing Tracking function in the Item Items window under Related > Clearing.

A page will open showing the complete compensation chain.

If the item is an incoming item (Receipt, Purchase, Actual Message), the page displays all item movements with proportional quantity and value up to the last outgoing ones (Departure, Sale, Consumption) including all stock transfers. If the item is an outgoing item, the form shows all item movements with proportional quantity and value up to the first incoming one including all stock transfers.