Skip to content

Frequently Asked Questions

Common questions about using Business Central at Memorial Products and Services Unlimited.

General Questions

How do I search for something in Business Central?

Press Alt + Q or click the magnifying glass icon at the top. Type what you're looking for (customer name, page name, report, etc.) and select from the results.

Can I customize my workspace?

Yes! You can: - Pin frequently used pages to your role center - Customize which columns appear in lists - Save filter settings - Rearrange tiles on your home page

Contact IT if you need help with customization.

How do I print or export data?

Most pages have a Print/Send option in the ribbon. You can: - Print directly - Export to PDF - Export to Excel - Email documents

Can I undo something I posted?

Posted transactions are permanent and cannot be deleted. However: - Credit memos can reverse invoices - Payment reversals can undo payments - General journals can make correcting entries

Contact your supervisor or accounting for help with corrections.

Why can't I see certain menu options?

Your permissions determine which features you can access. If you need access to something: - Contact your supervisor - Specify exactly what you need - IT will grant appropriate permissions

Sales Questions

How do I know if a customer has outstanding invoices?

  1. Open the customer card
  2. Look at the Balance field (amount owed)
  3. Click Invoices to see specific invoices
  4. Or run an Aged Accounts Receivable report

Can I edit a sales order after it's been released?

Yes, click Reopen first, make changes, then Release again when ready.

How do I handle a partial shipment?

  1. Open the sales order
  2. In the Qty. to Ship column, enter only what you're shipping now
  3. Post the partial shipment
  4. The rest stays on the order for later

What's the difference between a quote and an order?

  • Quote - A proposal to the customer, can be changed easily
  • Order - A confirmed sale, initiates fulfillment process
  • Quotes can be converted to orders when accepted

How do I give a customer a discount?

You can enter discounts on the sales order line: - Line Discount % - Discount on individual line - Invoice Discount - Discount on entire order - Or create special pricing for specific customers

Purchasing Questions

How do I know what we owe a vendor?

  1. Open the vendor card
  2. Look at the Balance field (amount we owe)
  3. Click Invoices to see specific bills
  4. Or run an Aged Accounts Payable report

Do I need a purchase order for every purchase?

Best practice: Yes, create POs for: - Inventory items - Significant purchases - Recurring suppliers - Audit trail purposes

Exceptions: Very small emergency purchases may be entered as direct invoices, per company policy.

How do I handle a return to vendor?

  1. Create a Purchase Return Order
  2. Or post a Purchase Credit Memo
  3. Link to original invoice
  4. Follow vendor's return procedure

Can I receive items before the invoice arrives?

Yes! Post as Receive only. When invoice arrives later, post the invoice separately.

What if I received the wrong item?

  1. Don't post the receipt yet (or post correct items only)
  2. Contact vendor immediately
  3. Document the issue
  4. Arrange return/replacement per vendor policy

Financial Questions

How do I know if a payment was applied to an invoice?

  1. Open the posted invoice
  2. Look at Remaining Amount field
  3. If $0.00, it's fully paid
  4. Click Navigate → Ledger Entries to see payment details

Can I pay partial amounts on invoices?

Yes! When recording payment: - Enter the actual amount being paid - Apply to the invoice - Invoice remains open for remaining balance

How do I handle a bounced check?

  1. Reverse the original payment entry
  2. Reapply the outstanding balance to invoice
  3. Follow company policy for fee charges
  4. May require credit hold on customer

When should I post deposits?

Post deposits when: - Physical deposit made to bank - Or when bank confirms electronic deposit - Match timing to bank statement for easier reconciliation

Workflow Questions

What's the typical sales process flow?

  1. Contact → Customer (if new)
  2. Sales Quote (optional)
  3. Sales Order
  4. Sales Shipment
  5. Sales Invoice (or combined with shipment)
  6. Payment received
  7. Deposit to bank

What's the typical purchasing process flow?

  1. Create Purchase Order
  2. Send to Vendor
  3. Receive goods (Purchase Receipt)
  4. Vendor Invoice received
  5. Post Invoice
  6. Pay Invoice
  7. Payment Journal

How long does it take for changes to show up?

Changes in Business Central are immediate. When you post a transaction: - All users see it instantly - Balances update in real-time - Reports reflect current data

Can multiple people work on the same record?

Business Central locks records when someone is editing: - Only one person can edit at a time - Others can view but not modify - Save or close to release the lock

Technical Questions

Which browser should I use?

Recommended: - Microsoft Edge - Google Chrome

Also supported: - Firefox - Safari

Keep your browser up to date for best performance.

Can I use Business Central on my phone/tablet?

Yes! Business Central has mobile apps: - iOS app (iPhone/iPad) - Android app - Mobile web browser

Functionality is limited compared to desktop but good for viewing data on the go.

How often is data backed up?

Business Central data is backed up automatically by Microsoft. Contact IT for specific backup policies and restore procedures if needed.

Is my data secure?

Yes. Business Central uses: - Encryption for data - Secure authentication - Role-based permissions - Audit trails - Microsoft's enterprise security infrastructure

Training Questions

Where can I learn more about Business Central?

Resources available: - This knowledge base - Process-specific guides - Business Central help - Click ? icon in the app - Training sessions - Contact your supervisor - Coworkers - Ask experienced team members

I'm new - where should I start?

Recommended learning path: 1. Business Central Overview 2. Logging In 3. Common Tasks 4. Process-specific docs for your role

Who do I contact for help?

Process questions: Your supervisor or team lead Technical issues: IT department Permissions: Your supervisor, then IT Urgent issues: Follow escalation procedures

Data Questions

How far back can I see historical data?

Business Central maintains all historical data. You can view: - Posted transactions from any date - Archived records - Historical reports

Check with accounting about data retention policies.

Can I export data to Excel?

Yes! Most lists and reports can be exported: 1. Click Share or Export icon 2. Choose Open in Excel or Export to Excel 3. Work with data in Excel 4. Changes in Excel don't sync back to Business Central

How do I run a report?

  1. Search for the report name (Alt + Q)
  2. Set filters and options
  3. Click Preview to view
  4. Or Print/Send to output

Common reports are also accessible from relevant pages.

Still Have Questions?

If your question isn't answered here:

  1. Search this knowledge base - Use search at top of page
  2. Check process-specific documentation - More details in topic pages
  3. Ask your supervisor - They can guide you
  4. Contact IT - For technical support

We're continuously updating this knowledge base. If you think a question should be added, let your supervisor know!