Sales and Accounts Receivable

Report	Comments
Sales Quote	You can print/send this document from the sales quotes page.
Sales Order Confirmation	You can print/send this document from the sales order.
Proforma Invoice	You can print/send this document from the sales invoice and order pages.
Proforma Credit Memo	You can print/send this document from the sales credit memo pages. You can provide this document to the customer if you want to acknowledge a credit that will be posted. This report is not enabled by default, as most organisations only provide a credit memo to customers once it is posted. You can enable this on Theta Document Template Setup.
Sales Order Packing Slip	You can print this document from the sales order if you want to use this as an instruction to pick items for an order. This report is not enabled by default, as most organisations prefer to use the Inventory Pick or Warehouse Pick functionality. You can enable this on Theta Document Template Setup.
Sales Credit Memo	You can print/send this while posting and from the posted document. You can also send this using the automated batch job.
Sales Invoice	You can print/send this while posting and from posted document. You can also send this using the automated batch job.
Commercial Invoice	You can print/send this document from the posted sales invoices page.
Sales Shipment	You can print this while posting and from posted document. Some organisations also want to email shipment documents too. You send these using the automated batch job.
Sales Return Order	You can print this document from the sales return order.
Sales Return Collection	You can print this document from the sales return order if you want to provide formal instruction to your transporter to collect the goods.
Customer Statement	This statement supports an Open Item or Balance Brought format. You can run the statements from the customer list.
Customer Payment Advice	This report allows you to print a payment receipt and show how the payment has been allocated.

Report Features

Feature	Supported Reports Reports
Select position of document logo	All
Use Responsibility Centre details for company information	All
Show Sales contact email/phone details instead of common details for the company	All
Specify default language for company	All
Show GST Registration Info or ABN No.	Quote, Order,Proforma Invoice, Invoice, Credit Memo, Return Order
Change Date Formats	All
Display LCY Symbol	All
Show Prices on Shipment	Shipment, Packing Slip
Change colours of fonts and borders	All
Show Shipping Detail	Invoice
Show Item Tracking information	All (except statement)
Prevent sending/printing if open	Quote, Order, Proforma Invoice,Return Order
Show Customer Item No.	All (except statement)
Wrap description and split into multiple lines	All (except statement)
Change document name	All
Configure a different copy name per copy	All
Legal text specific to the document	All
Document Aggregation	All (except statement)

Document Sending

The Base Pack extends the Business Central document sending capabilities with the following additional features:

• Email Preferences
• Email layouts per responsibility center
• Automatically send sales order confirmation on release.

Email Preference

This feature is available for Sales Orders, Invoices and Credit Memos to specify whether the app should send emails to the Bill-to Customer (Business Central default), Sell-to Customer or both.

You can configure the default rule from report selections. You can also specify the rule per customer/document:

note

As you can specify the email preference for the Sell-to Customer and the Bill-to Customer, the app will prioritise the value specified for the sell-to customer. The app will use the setting from the Bill-to Customer if the Sell-to Customer is specified as default.

Document Extended Text

The Document Extended Text feature allows you to add additional text to sales documents based on conditions. For example, you can specify extended text providing delivery instructions that apply to a specific sell-to customer/ship-to code when Sales Shipments get printed. The feature also supports more generic texts applicable to bill-to customers, customer groups and all customers. You also can configure conditions that must be met to trigger the extended text.

Note: This feature used to be called Document Instructions.

note

The Document Extended Text relates to the entire document. If you want to print extended texts for specific lines, you should use Extended Texts.

Document Extended Text Conditions

If you only want to print document extended text under certain conditions, then you can create conditions here.

Field	Purpose
Code	A unique value for the condition.
Description	A meaningful description of the condition.
Priority	The priority of the condition. The condition with the lowest value in this field has the highest priority. In some cases, more than one condition can apply to the same document. The condition with the lowest value in this field gets used in this case.
Report Type	Specifies if this condition is applicable when a specific report type gets printed. You must not select a value here if you wish to use the condition and different sales reports.
Header Filter Text	Specifies filters for the header representing the condition.
Line Filter Text	Specifies filters for the lines representing the condition.

note

• You must specify a value for the Header Filter Text and/or the Line Filter Text.
• Line Filter Text is not supported on the Warehouse Packing Slip, Internal Pick and Shipment Reports and will get ignored.

Document Extended Text on Warehouse Documents

• The warehouse documents handle sales and transfer documents and consequently do not support conditions with filters on the lines. This applies to the following documents:
  • Warehouse Packing Slip
  • Warehouse Internal Pick
  • Warehouse Shipment
  • Posted Warehouse Shipment
• The Warehouse Shipment and Posted Warehouse Shipment display the extended texts that would print on a Warehouse Packing Slip. These documents only support extended text before the document lines.

Setting up Document Extended Text for All Customers

You can configure Document Extended Text for all customers with conditions that control when it prints. In the Document Settings page, find the report and select the Document Extended Text action.

The Document Extended Text page opens.

1. Select the Condition when you want the text to print.
2. Select the Position - either Before Document Lines or After Document Lines.

note

If you want to print Document Extended Text before and after, repeat steps 1 and 2.

Setting up Customer-Specific Document Extended Text

You can configure Document Extended Text to print for specific customers at different levels, depending on the requirements. The app will select the Document Extended Text that best matches the values on the document in the following priority:

Priority	Example
1	Sell-to Customer/Ship-to Address
2	Sell-to Customer
3	Bill-to Customer
4	Customer Group

You can access the Document Extended Text from the Customer card and the Ship-to Address card. This will default the options on the Document Extended Text page.

Accessing Document Extended Text from the Customer card

Accessing Document Extended Text from the Ship-to Address card

Example: Document Extended Text specified for a Sell-to Customer/Ship-to Address

Customer Card

Ship-to Address Card

Example - Printing information on the Sales Shipment

Document Instructions Page

Example Output

Document Aggregation

The Document Aggregation feature allows you to set up rules to aggregate (or summarise) the documents you print for your customers. For example, your invoice may include many lines required for internal reporting (e.g. multiple lines with different dimensions or raising invoices related to multiple shipments of the same item).

Typical usage scenarios include:

• Sales Invoices related to Jobs where you can summarise many similar lines. For example, showing only a single line for labour and consumables.
• Sales Invoices related to multiple deliveries of the same item

This feature is supported on all outbound Sales Documents.

note

This feature requires a premium subscription plan.

Document Aggregation Rules

You can access Document Aggregation Rules from Theta Document Settings or from Tell Me.

Document Aggregation Rule Card

When you create or edit the Document Aggregation Rule, the following page below gets opened:

note

You cannot edit rules that are enabled. To edit the aggregation rule, you first need to disable it. Once you finish editing the aggregation rule, you need to enable it to get used when the documents get printed.

Header Fields

Field	Purpose
Code	Specifies the unique code assigned to the rule.
Description	Specifies the description of the rule.
Priority	The priority of the rule. The rule with the lowest value in this field has the highest priority. In some cases, more than one rule can apply to the same document. The condition with the lowest value in this field gets used in this case.
Enabled	Specifies that this rule is enabled and will be used to aggregate documents.
Report Type	Specifies if this rule is applicable when a specific report type gets printed. You must not select a value here if you wish to use the rule on different sales reports.
Header Filter Text	Specifies filters for the header representing the conditions when this rule applies.
Suppress Comment Lines	Specifies that the app must not print comment lines on the report.

Conditions

Field	Purpose
Priority	The priority of the condition. The condition with the lowest value in this field has the highest priority. In some cases, more than one condition can apply to the same document. The condition with the lowest value in this field gets used. The value assigned here needs to be unique for the aggregation rule.
Condition Filter Text	Specifies filters for the line when this condition is applicable.
Aggregation Type	Specifies the type of Aggregation you wish to perform.
Line Sub-Type	Specify this if you wish to aggregate by the sub-type. The sub-type is related to the type. For example, on items, you have Inventory, Non-Inventory and Service types that you can use for grouping.
Unit of Measure	Specifies the Unit of Measure that you want to display for the aggregated line.
Alternative Description	Specifies the description you want to print for the aggregated line.
Alternative Description 2	Specifies the description 2 you want to print for the aggregated line.

Example 1: Aggregate Resource Lines By Type

In this example, we want to aggregate resource lines so that we only print a single line for labour services on the invoices.

Document Aggregation Rule

note

We did not specify the Report Type here because we want to use the same rule for all sales documents.

Document Output

Example 2: Aggregate Resource Lines By Type and Item Lines By Type

It is also possible to aggregate different lines by various aggregation type.

Document Aggregation Rule

note

In this case, more than one condition was applied to the same document. The condition with the lowest value in the field Priority has the highest priority.

Document Output

Example 3: Suppress Comment Lines In General

It is shown in this example that we can suppress all the comment lines by toggling the boolean field Suppress Comment Lines.

Document Aggregation Rule

Document Output

Example 4: Suppress Specific Comment Lines

When there exists multiple comment lines in the document and we would like to only suppress a specific comment, the feasible way to achieve this is by adding an additional condition.

Document Aggregation Rule

Document Output

Example 5: Others

Applying other aggregation conditions can help you gain insight into the data by combining multiple data points into a single result and eventually present the desired result on the report.

Document Aggregation Rule

Document Output

note

All the examples above come from a proforma invoice, however, the result will be the same for the sales invoice and credit memo.

Example 6: Job Invoicing

We created a job card J00010 with multiple job tasks assigned:

Then we generate a job sales invoice from the job J00010:

Take a look at the newly created sales invoice:

The Proforma Invoice preview looks like this:

Send Posted Documents

This feature used to be called "Send Posted Invoices, Credit Memos, and Shipments"

Business Value

Most organisations want to email Invoices and Credit Memos to their customers instead of printing them. Business Central allows you to Post and Send individual documents and Send one or more documents from the posting document lists. However, there is no standard way to ensure the documents get sent because it relies on the user performing the correct action. There is also no automated way to send documents posted from a Warehouse Shipment.

Feature Details

The Send Posted Documents allows you to schedule when to send posted documents automatically, so there is no risk of leaving some documents out. It can also notify users if there are customers/vendors that do not have emails specified and assign tasks to users to handle it.

caution

Some organisations may have many years of history, so you need to use the features provided in this batch job to restrict the documents that can get sent. The option Send only if not in Document Email Log, and the filters get used to handle which documents get sent.

Sending Options

You must specify the fields in the table below:

Field	Description
Send only if not in Document Email Log	Specifies that emails are only sent if the document cannot be found in the Document Email Log. The Document Email Log only gets created when an email is sent, so this is a good measure to ensure you do not send out the same document more than once. We recommend that you enable this.
Created At Date Formula	Specify the formula used to determine the earliest "Created At Date" in the batch job. This setting speeds up processing and also helps reduce the possibility of re-sending documents.
Maximum Emails per Minute	Specifies the maximum number of emails that will be sent per minute. If zero, then there is no limit. The current limit imposed by Microsoft is 30 messages per minute.
Send Invoices	Specifies that invoices will be sent.
Send Credit Memos	Specifies that credit memos will be sent.
Send Sales Shipments	Specifies that sales shipments will be sent.
Send Remittance Advices	Specifies that vendor/customer remittance advices and customer payment advices (for direct debits) will be sent.
Send Purchase Invoices	Specifies that purchase invoices (buyer-created invoices) will be sent.

User Task Options

Field	Description
Create User Tasks	Specifies that User Tasks get created if no email address is specified against the customer. The pending User Tasks show in the “User Tasks” activities fact box in the Role Centre.
Sales User Task Group	Specifies the group to which the user tasks will be assigned for customer emails.
Purchase User Task Group	Specifies the group to which the user tasks will be assigned for vendor emails.
Task Duration	Specifies a date formula that gets used to calculate the due date of any tasks created.

Filters

You must specify filters for each document type you select to send to ensure you do not accidentally send out documents posted long ago. This is especially important for organisations that have many years of history. Examples of filters:

• A filter on Created At (preferred). This can be set to a date greater than or equal to the day you started using Business Central. This is important if you have history from a prior version of Microsoft Dynamics NAV. Created At Date Formula will also filter on this field if specified. Specifying a filter and using Created At Date Formula is valid.
• A filter on Last Sent Status

caution

If you clear the Document Email Log, you will need to adjust the date filter to avoid resending documents.

Copy Report Selections to Customer Document Layouts

We have made the following enhancements to the Report Selections - Sales page:

• Configure which reports get copied from the Report Selections - Sales when manually selecting this action.
• Configure which reports automatically get copied from Report Selections - Sales.
• Update Customer Document Layouts automatically.

Report Selections - Sales

Here we have added the following:

• A View All Reports option shows you all sales report selections in one window, which helps you to check/update the setup faster.
• The Report Selection Defaults action, which opens a page where you can configure defaults

Update Report Selection Defaults

Field	Purpose
Copy from Report Selection	Specifies that layout will be added to the customer document layouts page when you select the "Copy from Report Selection".
Auto Update Layout	Specifies that the customer document layouts will get automatically created/updated when the customer record is updated. This field also controls which reports will be updated when you use the "Auto Update E-mail/Layouts" function on the Customer Document Layouts page.
Email Preference	Here you can specify if you want the email sent according to the Business Central default, the Bill-to Customer, Sell-to Customer or both. This feature is only supported for some reports listed here.

Customer Document Layouts

We have made the following enhancements to this page:

• The Copy from Report Selection:
  • The feature respects the Report Selections Defaults Setup
  • You can update the current customer or all customers
• We have added the Auto Update E-mail/Layouts action, which updates the send-to e-mail and the layout selection on customer document layouts related to selected reports.
• The Report Selection Defaults opens the Report Selection Defaults page.

Added Fields

Field	Purpose
Disable Update from Account	Specifies that the send-to e-mail must not automatically be updated when the e-mail address gets updated on the customer account.
Disable Document Layout Update	Specifies that the app must not replace the custom document layouts specified on the record from the default report selection. You must select this if the customer requires a custom document layout different from the default; otherwise, it will get replaced when the customer account is updated.

note

• The above fields only apply to the documents configured to be updated automatically, which you specify in the Report Selection Defaults page (Auto Update Layout).
• When you install the app or upgrade to the latest version, the Invoice, Credit Memo and Statement default to Auto Update Layout. This is for backwards compatibility purposes - previously, only these reports got updated by this feature.

See Also

• Document Configuration
• Warehouse Documents
• Extending Theta Document Templates