Procurements for internal needs vs trading activity

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Posted on by Herman Y

Hi community,

I'm sorry if that's a very basic question - how can I divide the sales orders of the products that company buys for trading vs the internal needs (e.g. office paper, software, etc.)?

Also how it can be divided on the user roles/permissions and reports sides?

Truly appreciate your suggestions!

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MahGah 15,529 on at

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RE: Procurements for internal needs vs trading activity

Hi

By sales order do you means purchasing parts? Or you have in house products and you want to sell it to your own company then keep track of them?

Look into this video that explain posting group/setup https://usedynamics.com/business-central/finance/groups-posting-concept/ this way and utilizing posting group you can route item costs etc to different g/l

The other method is Dimensions that in one g/l you can break out postings for report purposes. Look into https://usedynamics.com/business-central/finance/dimensions/ for more info

Please explain "Also how it can be divided on the user roles/permissions and reports sides? "

if you mean each location have their own posting setup then look for dimension in location https://docs.microsoft.com/en-us/dynamics365-release-plan/2022wave1/smb/dynamics365-business-central/set-default-dimensions-locations

if you mean each user can only see and create PO for their location then look into responsibility center https://www.youtube.com/watch?v=dQXHZsBB9gw

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YUN ZHU 95,305 Super User 2025 Season 2 on at

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RE: Procurements for internal needs vs trading activity

Hi, Office paper is a consumable item, you can use the Non-Inventory item to manage it.

More details: https://docs.microsoft.com/en-us/dynamics365/business-central/inventory-about-item-types

The amount of software is relatively large, and is generally registered as a fixed asset in Business Central.

https://docs.microsoft.com/en-us/dynamics365/business-central/fa-manage

For permission management, I hope the following can help you.

https://yzhums.com/8417/

Thanks.

ZHU

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Herman Y 30 on at

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RE: Procurements for internal needs vs trading activity

Hello,

thank you very much for the thorough answer and for the links provided. Very helpful.

Apologies maybe I posed the question unclear. There're two types of items that a company purchases:

1. For trading (to see to its consumers) to make profit on

2. For internal consumption e.g. office furniture for own employees, computers, etc.

So the requirements for the Dynamics 365 are:

1. To divide those two types of items in the GL, PO and other system modules

2. The items for the internal consumption are purchase by say an office manager who doesn't need the visibility of the whole trading data of the company.

I believe it's a common practice in companies but I couldn't find a proper solution in the software.

Thank you again

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MahGah 15,529 on at

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RE: Procurements for internal needs vs trading activity

Hi

It is a multi layer effort to accomplish this

1) To divide items you need to use combination of Inventory Posting Group and Vendor Posting Group. Also, as Mr. Zhu mentioned you can define consumption items as non-inventory (if you have no way to consume them). Then by applying correct Inventory Posting Group to each item and vendor you can get a correct G/L at the time of posting.

2) If you only want users to see specific PO then you can use Responsibility center concept. This way users can see only PO that assigned to their responsibility center. For example you can assign Responsibility Center A to consumption vendor then assigned the same responsibility center to user A then for any NEW PO user only can see PO related to assigned responsibility center. (for old PO you need to assign responsibility center first then user can see them). docs.microsoft.com/.../inventory-responsibility-centers

3) For limiting user access to certain items you need to use Security Filter. For example if you defined Inventory Posting Group such as "Consumption" then you can limit your office manager access to this group of items. See "Verified Answer" in this post as an example. community.dynamics.com/.../can-i-restrict-access-to-certain-item-cards-to-user

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