General Setup#

For general information about how to configure Microsoft Dynamics 365 Business Central¹ for first use, see Overview of Tasks to Set Up Business Central

This article only describes the additional pages, functions, and fields available for configuration in medtec365.

medtec365 Administration#

To assist you in setting up the software solution, the medtec365 Administration node has been added to the Role Explorer. To see the node:

1. Go to your role center.
2. On the ribbon, choose the Menu button, and then choose Explore More Roles.

Alternatively, you can use the medtec365 Administration role on the My Settings page for general setup. Both the node and the role cover the following areas:

• Additional fields
• Claims and complaints
• FMEA
• Actions
• MDR document management

Additional fields#

In medtec365, you can create custom fields for various base data. These fields can then be used to provide additional information or be copied alongside other data to purchase and sales documents, where you can decide whether you want to display them.

With this feature, you can therefore create custom records that include, for example, another set of item numbers, without having to make major adjustments to the app.

You can decide if a field should have a set number of options or can be filled in with only certain types of values, such as decimals or text, and whether you want to limit the field to a specific length or predefined content.

You can also set up a variety of output formats for both documents and processes.

medtec365 Setup#

Before you can work with additional fields, you must specify a default language code for them. For this purpose, choose the Search icon, enter medtec365 Setup, and then choose the related link. Afterward, fill in the Default Language Code field.

When you create or edit an additional field, the description you specify for it is copied to the Translations (Additional Fields) page under the default language code set for the app so that it can be printed on reports. Other languages can be added manually.

Add a field#

To set up an additional field:

1. Choose the Search icon, enter Additional Fields, and then choose the related link.
2. Fill in the fields as described in the following table.

To store the choices for an additional field of type Option, choose Related > Option Values on the ribbon, and then fill in the page as necessary.

Specify a category#

The categories that can be specified for base data are used to sort and group related information in master records. You can assign a category during field setup.

Set up field levels#

You can also specify three levels of dependency between categories of base data.

For example, you can use levels to assign customers to a main statistics group and a subgroup. To set up levels:

1. Choose the Search icon, enter Additional Field Levels, and then choose the related link.
2. Fill in a line, and then choose Related > Level Values on the ribbon if you want to further limit option values at a certain level.

Output formats#

For field types Text, Decimal, and Date, you can choose Output Format on the ribbon to specify how additional fields should appear on printouts or within the system. For example, different formats might be required for invoicing and shipment.

If no format is specified for a certain type of output, such as for printouts, the default format will be used. If none has been specified either, the text or numbers will appear in the same format in which they were entered.

Create a format#

1. Choose the Search icon, enter Output Formats (Additional Fields), and then choose the related link.
2. Specify a format according to the following tables.

Date

Decimal

Only # is recognized as a placeholder. When you set up a decimal format, you can specify not only how numbers are shown, including how many decimal places they should have, but also whether you want to insert a separator for thousands.

Text

Text can also be formatted by using # placeholders. The system will process them from left to right, ignoring those that are redundant. If text is longer than the pattern or the number of placeholders specified, the output will be truncated.

Examples

Base tables#

To link additional fields to a table:

1. Choose the Search icon, enter Base Data Tables, and then choose the related link.
2. On the ribbon, choose New if you don’t see the table you want on the list, and then fill in the fields on the line.

All tables that you want to include the additional fields in must have been set up with one of the following combinations of key field types:

• Code20
• Code20, Code20
• Code20, Code20, Integer

The system will check for these combinations of primary key fields each time you’re trying to enter a table on the page. You’ll see an error message if the type of primary key doesn’t match.

Afterward, you can choose Related > Additional Fields on the ribbon to assign fields to the table.

When you’re done, choose Home > Initialize Add. Fields & Search to initialize the new fields so that they become available in the master records for editing.

Prefill field values#

For each additional field, you can choose if the field should be filled in automatically when a new record is created. You can then specify a value that should be copied to the record by default.

Mandatory fields#

To support the creation of base and document data, you can have the system run a check for mandatory fields in the following places:

Master records

• Quick Contact Capture
• Contacts
• Customers
• Vendors
• Items
• Serial / Lot No. Cards
• Work Center Groups based on table 99000758 (Machine Center)

Documents

• Sales documents based on tables 36 (Sales Header) and 37 (Sales Line)
• Purchase documents based on 38 (Purchase Header) and 39 (Purchase Line)
• Warehouse receipts based on table 7316 (Warehouse Receipt Header)
• For all actions based on table 5488142 (Action)

With this feature, you can specify fields that need to be filled in when a master record or a document is created or modified. Only when a value has been entered in each of the mandatory fields will the record be marked as Updated or the document released (to post a shipment, for example).

Fields are checked for completion when you choose End Update on the ribbon of the card or document. Afterward, the record can no longer be changed (although related records, such as comments, can). At the same time, the Update field on the header is set to Completed.

To be able to change the record again, you need to choose Edit on the header.

Setup#

Configure field check parameters#

To specify the parameters that will be used for field checks:

1. Choose the Search icon, enter medtec365 Setup, and then choose the related link.
2. On the Field Checks FastTab, fill in the fields as described in the following table.

View table checks#

To see what checks have been set up for a table:

1. Choose the Search icon, enter medtec365 Mandatory Fields Setup, and then choose the related link.
2. Select a table.
3. On the ribbon, choose Checks or press Ctrl+P.

Create a check#

To set up a field check:

1. Choose the Search icon, enter medtec365 Mandatory Fields Setup, and then choose the related link.
2. Select a table, and then choose Checks on the ribbon to open the Mandatory Fields page.
3. On the ribbon, choose New and fill in the fields as described in the following tables.

General#

Conditions#

On this FastTab, you can enter the criteria that must be met for the field check to be seen as successful.

Default values#

On this FastTab, you can select the field users should be able to edit in the wizard if the action type is Notify or Cancel. With Prefill, you can specify on this tab the fields and values that should automatically be entered on a record without manual intervention.

Certify a check#

To add default values to mandatory field checks, choose Certified on the ribbon.

Field check wizard#

Run the wizard#

The wizard is run when you choose the End Update action on the ribbon after editing a master record or releasing a document (provided that certified check routines exist and that their conditions apply in this case). On the wizard page, you’ll see the results of the checks that have been run and can correct any field value, if necessary.

The page is divided into two sections:

The Message FastTab lists all check routines of type Notify and Cancel, with the first message that might require a response highlighted in red and italics.

The Field Checks & Values FastTab, on the other hand, lists all fields associated with a certain check routine. To replace what you see in the field currently selected by the program (and, again, highlighted in red and italics), fill in a New Value in the group on the right-hand side of the page.

Navigate entries#

Choose Next Set or Previous Set on the ribbon to navigate to another field or, when the last field that can be edited in relation to a certain message is shown, to call up the fields associated with other messages.

Enter field values#

The only field that can be edited on the wizard page is New Value.

The Default Value on the right-hand side indicates if you’ve specified a default value for the field currently under review. You can choose Adopt Default to fill in this value in the field instead of entering one manually.

If the field that is under review has already been filled in through some other means, the system shows the current value in the Current Value field. You can choose Adopt Current to keep this value instead of entering another manually.

When a value has been entered, the field is set to Reviewed and can be hidden. The system then automatically moves on to the next field that is shown on the list. If all fields related to a message have been edited, the message is marked as Reviewed too and hidden from the list of checks on the page. Afterward, the system jumps to the next message that is available.

Messages and fields that have already been processed can be reopened for editing by choosing Show Reviewed on the ribbon. To put the view back to open messages only, you need to run the Hide Reviewed action.

Finish editing#

The wizard closes on its own when the results of all checks have been reviewed. To stop processing any time before this, you can choose End Review on the ribbon.

When the wizard is closed, all checks of type Notify and Cancel are run again. If any of them haven’t been reviewed yet, you’ll be asked if you want to edit them.

You can then choose Yes to restart the wizard or No to end processing and see the original master record, with information already entered in the wizard copied to it. If certain reviews are still pending, the Field Check Status is set to Incomplete and the Data Update field on the record remains on In Progress.

If all messages have been reviewed and no further checks of type Notify or Cancel are found when the wizard is closed, the Field Check Status and Data Update fields on the record are set to Completed so that it becomes available for use throughout the system.

Transaction codes#

These codes provide you with insights into asset ownership and valuation at your company’s premises. They’re also used to create a fixed asset from inventory and dispose of it later. In short, they’re essential to managing receipts, shipments, and transfers of items in the system.

Setup#

Codes#

To specify a code:

1. Choose the Search icon, enter Transaction Codes, and then choose the related link.
2. On the ribbon, choose New, and then fill in the fields as described in the following table.

Movement hierarchies#

A movement hierarchy is used to specify how items will be taken out of inventory as part of a transaction and if the transaction code that you entered on the related sales order should be converted following shipment.

1. Choose the Search icon, enter Transaction Codes, and then choose the related link.
2. Select a code, and then choose Movement Hierarchy on the ribbon.
3. Fill in the fields as described in the following table.

For sales order types#

If you’re working with sales order types, you can specify transaction codes for them as well. They are then used as default codes when you set up lines on an order.

1. Choose the Search icon, enter Sales Order Types, and then choose the related link.
2. Fill in the fields described in the following table.

For purchase order types#

You can also specify transaction codes for types of purchase orders. The codes are then used as default codes when you set up lines on an order.

1. Choose the Search icon, enter Purchase Order Types, and then choose the related link.
2. Fill in the fields described in the following table.

On positive adjustment#

Filling in a transaction code is mandatory for positive adjustments to inventory. If no code is entered as part of a transaction, the default code that might have been set up for it is used instead. If none is specified either, you see an error message.

Positive adjustments include:

• Receipts
• Sales returns
• Production orders
• Positive adjustments in item journals

On negative adjustment#

Filling in a transaction code is also mandatory for negative adjustments to inventory. You see an error message if no code has been entered. Negative adjustments include:

• Shipments
• Purchase returns
• Consumption in manufacturing and assembly
• Negative adjustments in item journals

On transfer#

For inventory transfers, filling in a transaction code is mandatory as well. If no code is entered during one of the following transactions, you see an error message:

• Inventory movements specified on transfer orders
• Transfers in transfer journals

On sales orders#

When you edit a sales order, you can use—besides a transaction code—a movement hierarchy to specify the inventory that can be withdrawn for the order.

Entering the transaction code linked to the hierarchy on a document line then fills in the highest-level hierarchy automatically. You can replace the hierarchy with another set up for the specified transaction, if necessary.

You can also delete the hierarchy on a line. It is then no longer used when removing items from a warehouse (only the transaction code on the sales line is).

On removal from inventory#

The impact of movement hierarchies varies depending on whether you’re using the warehouse functionality to take items out of inventory.

Remove inventory (no warehouse functions)#

If a sales order is shipped from a location for which no warehouse shipments and picks are set up, you must check available inventory on the sales line yourself and specify the relevant hierarchy for which enough inventory is available. You can run the Inventory Overview action on the Lines FastTab to view current stock levels.

Remove inventory (warehouse functions)#

If you’re using the warehouse functionality, item availability is checked automatically when you create a shipment to pick items for a sales order so that you don’t have to manually change the hierarchy on the order lines.

On code changes#

If you’re using a hierarchy for a shipment that you change the transaction code on, the system will record the change on the item ledger and bin entries set up for the shipment. The item ledger entries are created based on the movement type entered on the relevant sales lines, as illustrated by the following examples.

Example 1 – Transfer

You ship items to your customer’s warehouse by using a movement hierarchy. As part of the transfer, you specify a new transaction code that will be used when the items are received.

The historical data for the shipment can be viewed on the Item Ledger Entries page.

The inventory is then transferred according to the stock adjustment code specified for the hierarchy. However, the transfer entry that is used for the positive inventory adjustment at the destination will already have the new transaction code assigned.

Example 2 – Sale

You move items that will become third-party property at the customer’s warehouse. A hierarchy is used for selling and shipping them.

The historical data for the shipment can be viewed on the Item Ledger Entries page.

The first ledger entry shows the transaction with the customer, including the current asset being valued and removed from the warehouse. The second indicates that the third-party property led to a positive inventory adjustment on receipt at the customer site. It doesn’t contain value entries but tells you where the sold equipment is stored.

On canceling shipments#

For the return of items that you sold, you have two ways of using transaction codes.

Cancel on return#

For one, you can create a return order. The transaction codes on the order document must match those entered for the shipment, including in movement hierarchies.

For the correct codes to be selected, the lines of the document must then be linked to the shipment lines. This link is set up automatically when you run the Get Posted Document Lines to Reverse action from the ribbon.

After you have selected the shipment lines that you want to cancel and chosen OK, the system creates cancellation lines on the return and links each item ledger entry that you want to reverse to a cancellation line or the item tracking code on the line. Based on this entry, it then determines the transaction code that will be used on the reversal document. For more information on how transaction codes for cancellation lines are determined, see On Canceling Lines.

Cancel on shipment#

You can also use the Change Cancellation Qty. action to enter offset quantities on a shipment per document line. For more information, see Undo Posted Shipments.

During posting, the shipped items are then automatically marked for application. The application entries are then used to determine the transaction code on each line that should be canceled (see also On Canceling Lines).

On canceling lines#

The transaction code that will be entered on a cancellation line is based on the type of movement that needs to be cancelled.

Movement type blank (Sale)#

The following checks are performed to determine the code:

Link between return order line and application entry
A cancellation line is linked directly to an application entry if the item on the line isn’t tracked. The code specified for the item (that is, application) entry is then filled in on the line as the transaction code and the stock adjustment code.

Link between tracking code and application entry
If the cancellation line contains a tracked item, the system checks the tracking lines associated with the cancellation line for a link to an application (item) entry. If a link exists, the transaction code that is stored with the item ledger entry is copied as the transaction code and the stock adjustment code to the relevant tracking line.

If no entry is linked to an item tracking line, the default transaction code that is used for positive adjustments is filled in instead.

No link
If an application entry isn’t linked to the relevant cancellation line (neither on the line itself or via item tracking), the default transaction code used for positive adjustment is specified as the transaction code and the stock adjustment code.

Movement type Transfer#

The following checks are performed to determine the code:

Link between cancellation line and application entry

A cancellation line is linked directly to an application entry if the item on the line isn’t tracked. The code on the related item ledger entry, as specified by the Transfer From field, is then filled in on the line as the transaction code and the stock adjustment code.

Afterward, the system checks whether a hierarchy was used to post the associated shipment and if the transaction codes specified for the Transfer From and Transfer To entries differ.

If they do but were valued in the same way, the code assigned to the Transfer From entry is entered as the new transaction code on the cancellation line. This new code ensures that, for example, items that are transferred to a customer warehouse from current assets and to which the Items to Capitalize transaction code is assigned are linked to the transaction code for current assets again when they’re reversed.

Link between item tracking code and application entry

If the cancellation line contains a tracked item, the system checks the tracking lines associated with the cancellation line for a link to the corresponding application (that is, item) entry. If a link exists, the transaction code is determined in the same way as for the direct link between cancellation line and application entry.

No link

If an application entry isn’t linked to the relevant cancellation line (neither on the line itself or via item tracking), the default transaction code used for positive adjustment is specified as the transaction code and the stock adjustment code.

On selecting tracking codes#

When you choose an item tracking code, the system checks if the code matches the transaction code on the document line that is being tracked. If it doesn’t, you see an error message.

Similarly, when you select a tracking code by using the Assist button in the Serial No. or Lot No. field on a page, the system shows on the inventory overview only lines that are available and where the associated transaction code has been entered.

On Serial No. / Lot No. Info Cards#

When you register the movement of an item that requires a lot or serial number, you can see in the Last Transaction Code field, on the related Lot or Serial No. Info Card, the code that was entered for the most recent transaction.

When you post a transaction that includes moving inventory—such as during receipt, shipment, transfer, purchase, or sale—you must fill in a transaction code. The code is then copied to the Lot or Serial No. Info Card that you posted the transaction for.

Integration with document management#

medtec365 Setup#

On this page, you can specify the DMS settings that are required by MDR Document Management and other parts of the app, as described in the following table.

DMS Integration#

Ribbon functions (Actions > DMS)#

KUMAconnect#

Together, KUMAconnect ELO4BC and KUMAconnect Output Link provide you with an interface to integrate ELO² Digital Office (Professional and Enterprise) DMS/ECM into Microsoft Dynamics 365 Business Central¹.

For this purpose, the ELO² Integration Client has been added to multiple FactBoxes and pages so that you can run the program in medtec365. You can then use drag & drop to archive the files and documents associated with the program.

The KUMAconnect Output Link also archives and transfers documents set up in the system, including confirmation notes and invoices, to ELO² DMS/ECM automatically.

All files and documents come equipped with corresponding metadata, and—thanks to the integration client—you can see them in the ELO² filing structure separated by business process or transaction.

Via a KUMAconnect solution added to ELO² DMS/ECM, the system also makes use of state-of-the-art web services for exchanging data.

Standard templates are provided as well. They contain the complete makeup of the integration client, the outgoing documents, the metadata, and the archive structure, including references, with a permission management tool rounding off the package.

ELO² is set up in the ELO² Administration Console, where you can specify metadata, as well as storage and reference paths. You can contact your ELO² vendor for more information on how to set up the program.

Setup#

DMS Setup#

Before you can see the integration client fields and exchange data with the ELO² archive, you need to set up the feature.

1. Choose the Search icon, enter DMS Setup, and then choose the related link.
2. Fill in the fields described in the following table.

medtec365#

Ribbon functions#

Import DMS Template
Imports the ELO² template specifications, making the template fields and values available in the system. See also Template.

Template
Shows the template that was copied by running the Import DMS Template function.

Document type
Used to store all possible values for a document type, making them available for selection elsewhere in the system (such as for barcode reservation).

Assign folder options
Provides two settings that can be used for different document types, such as sales and purchase documents. One of the settings lets you specify a folder for archiving based on the type of document you’re handling. The system determines what folder to use by looking in the following areas, in that order:

1. Assign Folder Options
2. Field mapping
3. DMS Setup

With the help of the document type, you can also specify pages that ELO² should be able to import more data from. What page is picked by the system depends on how you filled in the following areas (in that order):

1. Assign Folder Options
2. Field mapping

Field mapping list
Specifies the field mappings that will be used for the integration client and API. For more information on how to set up a mapping, click here.

Field mapping functions
Specifies the functions that can be run for the field mappings. With the help of event triggers, the functions can also be customized.

Page table links
Used to enter default values on ODATA pages that are linked to the specified tables. The pages are used by ELO² to import medtec365 data independent of field mapping functions.

Field mappings#

With these mappings, you can specify the fields that should be filled in or imported when data is exchanged through KUMAconnect.

General#

Field Mapping Lines#