How would you make sales order for samples and no price?

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Posted on by RH

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Hey all,

I've been testing how to post sales orders for sample items that were purchased and are currently in our inventory. In our previous system, these items were removed from inventory, and their costs were zeroed out.
In Microsoft Dynamics 365 Business Central, I’ve found that some users suggest making these sample items non-inventory items. However, I'm unsure how to zero the cost effectively in Dynamics.
When giving out sample items, if I leave the price fields blank, they don't appear as outstanding sales orders. However, I'm concerned this might register as a loss of sorts.
Should I adjust these items, create a item named sample, and transfer the inventory as a way to keep track? If I sell them, there will still be a cost associated unless I adjust it. How can I handle this scenario properly in Dynamics 365 BC?

Thanks in advance.

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Dynamics 365 Business Central

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YUN ZHU 81,598 Super User 2025 Season 1 on at

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How would you make sales order for samples and no price?

Just a simple example

Thanks

ZHU
Valentin Castravet 27,765 Super User 2025 Season 1 on at

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How would you make sales order for samples and no price?

You can put '0' or leave the field empty, either one works.

Valentin Castravet
Work: Zander ERP Services
Blog: Dynamics 365 Business Central Insights
LinkedIn: www.linkedin.com/in/valentin-c-0500a247/
RH 246 on at

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How would you make sales order for samples and no price?

When trying to enter $0 it won't post unless I leave the fields blank. Is this what you mean?
Valentin Castravet 27,765 Super User 2025 Season 1 on at

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How would you make sales order for samples and no price?

For items sold at regular price and also given as samples I would simply have 1 item card and:

Create a $0 sales order for samples.

The system will record:

$0 revenue in the G/L in the income statement

Actual item cost in COGS in the G/L in the income statement

Can you expand on not appearing as outstanding sales orders and registering a loss?

You can also do your process with non-inventory items, but in the end the accounting entries will net to the same amount. When you transfer the item from a regular item to a non-inventory item, that's when the system would transfer the item cost to your inventory adjustment account in the G/L in the income statement. So regardless, the item's cost is posted to the G/L, its just a matter of when do you want to do it.

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