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Regarding post process in Dynamics 365 Business central

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Posted on by YD-10050155-0 Microsoft Employee

Hello Everyone,

I am very new to Dynamics Business Central. I have several questions regarding post process in Dynamics 365 business central.

1, In general, which department (Finance, Sales, Warehouse )will be responsible for post after sales order is created?

2, If Finance will be in charge of post, how the sales and warehouse team will know what the status of the sales order? (completed or not)

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Dynamics 365 Business Central

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Valentin Castravet 32,509 Super User 2026 Season 1 on at

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The team responsible can vary by company, but it’s typically the finance or accounting department.

Once a sales order is first shipped, and then fully invoiced, the system removes it, indicating that the order is complete. This raises a question: why does the warehouse team need to know the status of a sales order (if it was invoiced or not)? They typically ship items based on instructions or unshipped orders, or they work from pick/ship documents. The invoicing status is not something they consider. The same question applies to the sales team. Could you clarify your current process?

Valentin Castravet
Work: Zander ERP Services
Blog: Dynamics 365 Business Central Insights
LinkedIn: www.linkedin.com/in/valentin-c-0500a247/

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YUN ZHU 99,978 Super User 2026 Season 1 on at

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It depends on the needs of the company.
For example, if the company is large, the departments are completely separated.
Orders are created by the business department (Sales Order), shipments are posted by the warehouse department (Warehouse Shipment), and invoices are posted by the finance department (Sales Invoice)

If the company is small and only has a finance department, then only the Sales Order module or Sales Invoice module is needed.

Hope this helps.

Thanks.

ZHU

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Ben Baxter 7,003 Super User 2026 Season 1 on at

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I would add that even if you don't break the Sales Order into requiring Warehouse Shipments and Sales Invoice postings, you can still have different departments responsible for their own activities.

Microsoft designed this exact scenario and a way to control it via User Setup. If you use the "Sales Invoice Posting Policy" you can restrict Users to either Ship or Invoice, as well as give some Users the ability to do both.

A warehouse employee with "Prohibited" setting can only Post the Shipment portion. An accounting employee with "Mandatory" setting can only Post the Invoice portion. A system admin with "Allowed" setting can post either/both Ship and Invoice.

Without requiring additional modules/processes you can restrict Users to specific activities related to the Order. The Sales team, who doesn't have Security Permission to Post, can see whether the Quantity Shipped has a value and let the Customer know their product is on the way. Ideally you have a shipment notification email going out to the client automatically so your sales team can focus on new sales.

All that being said, a lot of companies don't want the warehouse to see the pricing/amount of the orders, so you control that with separate Profiles and Profile Configuration; or ultimately separate into separate document types as Zhu pointed out.

Best Regards,

Ben Baxter

Accent Software Inc

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