Streamlining Operations with Business Central: A Telecom Success Story

Overview:

GSUS Telecom partnered with us to implement Microsoft Dynamics 365 Business Central, revolutionizing their operational workflows. Our solution provided secure login, personalized dashboards, and role-based access to ensure efficiency and data privacy.

Login Page:

Users can securely log in to Business Central using their unique credentials, including a username and password. The system ensures role-based access, allowing each user to view and interact only with the information and functionalities relevant to their responsibilities, maintaining data privacy and organizational efficiency.

Role Center Page (Dashboard):

• Once the user logs in, they are directed to the Role Center page in Business Central. This page serves as a personalized dashboard, offering a clear view of tasks, activities, and key performance indicators. It is tailored to each role within the organization, ensuring quick access to relevant data, workflows, and shortcuts to frequently used actions, improving productivity. The Role Center also integrates with Microsoft Power Platform, allowing users to embed Power BI reports and visualizations directly into the dashboard for enhanced analytics and better decision-making.
• In our project, the Role Center page also displays key project details in the cue, providing an at-a-glance view of active projects, their status, and important updates. This helps users quickly stay informed about the progress of their projects and take necessary actions efficiently.

Customer Module:

• The Customer module in Business Central helps you manage customer information easily, allowing you to store contact details, track sales, invoices, payments, and monitor account balances.
• In our project, we use the Customer module by creating a new page to store and manage customer details. This includes capturing information such as the customer’s name, address, contact info, and payment terms, making it ready for use in sales orders and other processes.

Vendor Module:

• The Vendor module in Business Central helps you manage all vendor-related information, including storing contact details, tracking purchases, invoices, payments, and monitoring outstanding balances.
• In our project, we use the Vendor module by creating a new page to store vendor details. This includes entering the vendor’s name, address, contact information, and payment terms, making it ready for use in purchase orders and other procurement transactions.

Project:

• The Job module in Business Central helps manage project details, allowing you to track tasks, budgets, and timelines, and monitor project progress. It also helps with expense tracking and overall project performance.
• In our project, we use the Job module to create and store details of customer projects, including setting project budgets. We also raise approval requests for the projects and track any expenses associated with them, ensuring everything is managed efficiently throughout the project lifecycle.

Fixed Asset Module:

• The Fixed Asset module in Business Central helps manage and track assets such as tools, equipment, and machinery. It allows you to assign assets to specific projects, ensuring proper tracking of asset utilization and related expenses for accurate budgeting and reporting.
• In our project, we use the Fixed Asset module to maintain and track assets, linking them to the relevant projects. This helps us monitor the status of each asset, its usage across different projects, and any associated expenses, ensuring effective management and accurate reporting of asset-related costs.

Request for Approval and Approval Workflow:

• The Approval Workflow in Business Central automates the approval process for tasks like purchase requests and expenses. When a request is submitted, it is routed to the appropriate approver(s) based on predefined criteria. Once reviewed, the approver can approve or reject the request, and the status is updated in the system.
• We can customize the approval flow for different functions, such as project approval and expense approval, ensuring that each request is routed to the right approver based on specific business rules. This flexibility enhances control and ensures that each process is handled according to organizational needs.

Request to Approve page:

• The Request to Approve page in Business Central allows users to view and manage approval requests. When a request is submitted, it appears on this page for the designated approver to review. The approver can see key details such as the request amount, description, and status. They can either approve or reject the request directly from the page. The approval status is automatically updated in the system, ensuring that the workflow continues without manual intervention.
• In our project, once the project and expense details are reviewed and confirmed, the Business Head (BH) and CEO will approve or, if necessary, reject, query, or modify the request amount. This ensures that the final approval is in line with the organizational budget and guidelines.

Payment Journal:

• The Payment Journal page in Business Central is used to record and post payments, including those related to project or asset expenses. Once an expense request has been approved, it can be processed through the Payment Journal for payment. To post an expense, users enter the necessary details, such as the vendor, payment amount, and relevant project or asset assignment. The system allows users to link the payment to a specific project or fixed asset, ensuring accurate financial tracking. After entering the details, users can post the journal, and the payment is recorded in the system, updating both the project or asset expenses and the general ledger.
• Once the expense request is approved, it can be posted in the Payment Journal. The expense is stored in the relevant expense page, linked to the specific project or asset, ensuring accurate tracking and financial reporting for the project or asset expenses.

Report Generation:

• Report generation in Business Central allows users to create and view detailed reports for various business processes, such as financials, sales, purchases, and project tracking. To generate a report, users select the relevant report type from the available list and set filters such as date ranges, accounts, or specific projects. Reports can be customized to display specific data points, like total expenses or sales performance. Once the report is generated, it can be exported to different formats such as PDF, Excel, or Word for further analysis or sharing.
• In our project, we create reports for tracking details such as project status, expense details, and other key performance indicators. These reports help monitor project progress, financial health, and ensure that all data is accurately tracked and analyzed.

Configuration Package:

• Configuration Packages in Business Central allow users to import and export data, such as from Excel, to and from the system. Users define the package by selecting the relevant tables or data entities, then upload the data file. The system validates the data before importing it, ensuring accuracy. Once imported, the data is added to the appropriate tables, making it easy to update or migrate large sets of data.
• In our project, we use Configuration Packages to import large sets of data, such as customer details, project information, or expense records, into Business Central. This streamlines data entry and migration, ensuring accurate and efficient data management across different modules.