Up next in 10
Explore Dynamics 365 Sales Part 4 : Microsoft Business Application Live Show - Ep. 11
Oct 30, 2023
Join this live session with Mahender Pal and Venkata Subbarao for the next episode of Microsoft Business Application on August 25, Friday at 10:00 PM (IST).
In this introductory session, we will be giving a walkthrough on the following topics.
• Create an invoice from an order
• Create an invoice
• Edit an invoice
• Lock or unlock the prices of an invoice
• Close an invoice
• Email an invoice
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0:30
Greetings everyone. Welcome again to the MVP show for the business application conducted by
0:40
C Sharp Corner Community. So as you know that we run two tracks. In one track we talk about the
0:47
first party app from the Microsoft and another track we talk about the Power Platform. So today
0:53
we are going to talk about the business applications first party apps and we are almost you know about
1:01
to end our sales app so today we are going to talk about that sales app kind of a last
1:10
you know segment on that so here is the high level agenda that we are going to talk so we'll start
1:16
with the basic you know revision so what we have discussed so far and what we are basically the
1:21
complete lifecycle that we are you know discussing in our last sessions and we will discuss about
1:28
that invoice management what is all about the invoice and what are the things that we can do in
1:33
you know you know our dynamics 365 and then we will see how we can create invoice and you know
1:42
how we can log the pricing how we can close the invoice and if we want to you know share that
1:47
invoice with the customer how we can send them so all these things we are going to talk you know
1:52
today so let's have a quick introduction before jumping onto the main topic so myself Mahinder
2:00
and I'm principal consultant at Himbap so I've been working with Microsoft Dynamics CRM it's like
2:07
more than 16 years now so I will be taking the article part where I will be explaining all these
2:14
ppt's and i have with me my friend venketa he's also microsoft mvp and he's also you know more
2:20
than 13 years of experience in microsoft technology and we both are c sharp corner
2:25
community mvp as well so he will be taking care of the demo part okay so yeah so let's start
2:34
so as i said that you know first thing i want to discuss about that revision here so in all
2:43
the sales app where we started you know discussing from the lead management and we we saw that how
2:50
you know we can capture the lead what are the different ways of creating lead into the system
2:54
and how you know what are the different criteria that we use based on that we qualified the lead
3:00
and once they are qualified we move that lead into the opportunity okay and in the opportunity
3:07
we record some more information and we do some more interaction with our customer and we just
3:12
make sure that you know we are including all the product or services whatever they you know need
3:17
so based on that then we move to the next step on the you know we create a code which is basically
3:24
a formal document for the pricing information that we share with our customer and they can see that
3:31
okay these are the pricing uh that they are going to you know we will be charging from them for their
3:37
product or the services okay so once the quote is accepted by the customer we move to the
3:43
next step creating the order where we provide all the details that where we are going to ship this
3:50
orders and all the services where it will be fulfilled once the order is done once the order
3:57
is fulfilled the last step is for the invoicing so that's what we are going to cover today okay
4:03
so this is the basically high level life cycle of the sales process that you know starting from
4:10
lead and ending on the invoice okay so and this is a traditional sales life cycle but as you know
4:19
that dynamics 365 is highly customizable application so based on the requirement if
4:24
there is any requirement to in between ads you know custom process or add any custom entity here
4:30
we can modify this based on our requirement okay so it's basically highly customizable we
4:36
can easily customize it based on our requirement so now so today topic is the invoice management
4:47
now you know that okay so we discussed the pricing with the customer we fulfilled their order we
4:55
you know provided all the product and services that require so that is done now it's time to
5:01
charge for the services and product so invoice is basically kind of a request where we say that okay
5:07
we have fulfilled your requirements now it's time to pay us right so we prepare a document where we
5:15
provide okay these are the services and the you know product whatever you know you are working
5:20
with so we include all this information on the document and we provide that okay this is the
5:26
pricing that we are going to charge with you and that's not new to the customer because we have
5:32
already shared the port with them so they already know that okay so what we are going to charge so
5:37
this is not something new to them so we create uh you know invoice and the invoicing basically
5:44
all that information that is coming from the order is present okay so whatever we have filled
5:50
so starting from the lead actually whatever information we feed into the system that all
5:55
are take over to the next level and similarly here in the invoice as well all the information
6:01
is present about the customer the customer information their contact details their address
6:06
information and all this product and the pricing information but still if at at last stage if they
6:14
want to do some changes and they want to modify their you know product or service maybe they want
6:19
to you know order for new product or maybe they want to add new product or they want to remove
6:25
some product there they can still do that okay so it provides us this uh flexibility that if you
6:32
want to modify the product line item you can do that so these things are there and we have that
6:40
you know option here which basically we call it calculation of the pricing if you do any kind of
6:46
changes on the line item we can use that option to recalculate that and all the pricing information
6:52
that is here is basically recalculated based on the price of the products or the services
6:59
so that kind of thing we do in the invoice management and then finally we close that
7:05
when we got that you know amount from the customer we close it so depending on that
7:10
we have different options to closing it okay so we will see it on the next slide
7:19
now we know that what we can do in the invoicing management so the first thing is that creation of the invoice okay so similar to the other object in this object as well in this table as well we have two options in a high level that one
7:39
we can create it from the order so this is the order form in the order form you will see that
7:45
there is a option here to create that invoice when you will click on that it will pop up a
7:51
new window and that will basically create an invoice record for you okay so as i said all
7:58
this information will be transferred to here in this invoicing as well so you don't need to feed
8:03
them again you can see all the line items whatever it was there in the order that will present here
8:10
whatever customer was there all the things that will be following here on the invoicing okay
8:17
so that's the one option to create that invoice but if you don't want to create it from the order
8:24
or you are following some different you know sales process where you are not using order or maybe you
8:30
have some different scenario so there is a direct option as well here you can go to the navigation
8:35
and you can select that invoice and there is a new button when you click on that you will get this
8:40
invoice form as you can see here sorry when you will create invoice from here you can see that
8:51
all this these forms are basically blank right which means that when we are creating invoice
8:57
directly we need to fill all this information okay so we need to fill all this information
9:02
manually here we need to you know provide that okay who is the customer you know for to whom we
9:08
are creating this invoice what are the line item that we are going to include so everything that
9:13
you need to feed here because you are just starting with the invoice okay but here because
9:18
this information already you know part of the order already part of the code and coming from
9:23
all these objects so that will be there so you don't need to fill all this information
9:27
so this is how we create that invoice now as i said that once we create that invoice we will get all the line item from the
9:40
orders so we can see all the line item which is a product or the service is depending on that
9:45
that will be there and the pricing information will be there and now let's say customer is
9:53
you know final and they are not doing any kind of changes on that and now we are going to you
9:58
know make this invoice is the final one and then we are going to share it with the customer so that
10:05
we can get the amount okay so there is an option for locking the pricing this pricing option is
10:11
basically you know we have you can see here that if you will click on this so you can see that there
10:16
is a field on the form this price will be locked when you will click on this it will be ticked like
10:22
this okay so it means that the pricing on this invoicing is going to lock so if there is any
10:31
changes happening in the price list item it's not going to impact this invoice okay so that's what
10:37
we have the lock in the pricing and when you use once you will click on that it will change this
10:44
option to the use current pricing which means that if something had changed let's say maybe
10:49
you are you know on the process of the customer and you created that order and you created that
10:55
invoice and still there are some maybe maybe there are some kind of you know special rates are going
11:03
on and you have provided some discount but you said that okay we will be giving this discount
11:09
only for these couple of days or maybe one week or whatever and this time is over so maybe you want
11:16
to use the current pricing on the all this invoicing part so you can click on that and it
11:22
will reflect that it will take you know take that updated price that will be from the price list
11:28
and based on that it will show the latest price on the invoice okay so these are the things that
11:36
we have on the pricing part when we look want to look or want to use the latest pricing from the
11:41
price list item okay so when we log that you see that we have some options that like as i said that
11:49
pricing won't be updated from the price list there is another thing here write-in product cannot be
11:55
added so in a high level basically we have two type of products one is the write-in product which
12:02
basically not part of the our inventory yet okay so we we we are just basically you know maybe we
12:09
going to get this product or service after some time but it's it's in the development process okay
12:16
but definitely it's going to come so that's what we call the write-in product the existing product
12:23
is which basically part of our inventory and we can select that and put this on the invoicing okay
12:32
sorry so in the write-in product we just provide the name of that and pricing that what's going to
12:38
be that or if we want to do any kind of you know adjustment on the pricing we do that right in
12:43
products okay so that cannot be added once we have the low price applied okay so that's what
12:50
we have the price uh you know locking option now so we have that uh you know we created that invoice
13:00
we can edit that we have done any modification if required and then we know that like we can
13:05
you know load the pricing now how to close that invoice so there is a button available here invoice
13:12
paid that's basically option to close that invoice when you got that amount from the customer
13:18
okay so when we will click on that we will get this pop-up and there we have two options
13:24
one that you know let's say whatever amount it was and customer totally paid all this amount so
13:31
then we will complete this invoice as a complete option so means that all the payments are done
13:39
but if they have not done the full payment but they have done the partial payment then we will
13:43
select this option which means that full payment is not done and there are still pending amount
13:49
so that will be so it help us to you know know that okay these are the invoice that is fully
13:55
paid and these are the invoice which is partially paid okay so these these are the system that
14:01
we use for the closing that invoice okay then another thing that i want to touch base here is
14:10
the sending invoice okay so let's take an example just like you know we shared our quote with the
14:16
customer where we had all the pricing information and we want to also share this invoice with the
14:22
customer that okay this is the final invoice that we are going to charge from you and you need to
14:28
pay that so we have two options here one thing is basically if you want to go for manually so
14:35
you see here we have an option for run report when you will click on that we will see that invoice
14:40
option is there and when we click on that it will generate one invoice report so there is a out of
14:45
the box report created for invoice there it will create uh you know details uh add the details of
14:51
the header and all the line items and the pricing information everything will be there so that out of the box okay so if required you can do the modification and you can do that you know change the look and feel of that you can add your own
15:05
you know company logo onto that also all these things can be done in the this report okay so once
15:13
it is downloaded on the pdf you can attach to that email and you can share with the customers
15:18
that's the one thing the other option is directly sending it from the dynamics 365 only from the
15:25
sales app so here you can see that we have options send by email when you will click on this option
15:32
it will pop up that email record so you can see here on the right hand side it will open the email
15:37
record and here it will attach that you know document as a word document and then you can
15:44
simply send this email and your customer will get this email and it will have this attachment in
15:50
that so that's the out of the box option we have here sent by email okay so these are the two
15:57
options that we can utilize uh you know and there are other third-party add-ons also available which
16:04
we can use and they have provided some you know different functionality so it depends on the
16:09
requirement what is your requirement based on that we can easily customize them and we can
16:14
you know change them according to our requirement okay so that's what i wanted to cover in today so
16:22
now we will jump into the demo part so i will sit my to my friend venkata for the demo and get over
16:30
to you yeah thanks my layer so let me share my screen yeah just confirm whether you can see my
16:41
screen okay yeah we can see your screen okay so hi everyone uh welcome to this session again so let me
16:54
give you a walkthrough about the how you can deal with the respective uh invoices everything and all
17:02
okay so just as we mentioned the pre-sales life cycle has start from the lead opportunity and then
17:10
code order and the last one is the invoice so how you can start creating an invoice so based if you
17:19
haven't seen uh the previous sessions just have a look at those sessions so that you will get
17:26
more understanding about the clear sales life cycle and for the people who are watching this
17:33
one as a continuous part of our series so you should be in a position to correlate what are
17:40
the things that we discussed in the last session okay so in the last session we have created an
17:47
order from the code and now what we are going to do right from then order how we are going to create
17:55
an invoice so if you observe here there are multiple ways of creating an invoice okay so
18:05
just if you observe right in this area or you can see in the pipeline or opportunities that are
18:11
present okay so what i'm going to show you here i'm going to navigate here through an opportunity
18:20
so now an opportunity was there and here i am going to a quote and just i am opening the quote
18:30
and if you observe now as i have moved to the quote and then what i am going to do here
18:39
so the order i am going to create just for this one
18:43
is a quickly so just i am not going to change anything and all so just i am going to click on
18:55
this okay just order was there this is the order okay now what are the things that you are going
19:02
to see here the first option is now we are going to create an invoice for it so now how you can do
19:11
it is just you can click on this create invoice once you click on this particular invoice right
19:18
at the back end what you will be having it the details that have been present in the order those
19:25
all details will carry forward to here so that the large amount of manual work of typing all the
19:33
details that will be totally removed okay and if you observe few of the fields uh that are
19:41
present here so if you observe here the invoice id that is present here so the invoice id it is
19:48
an automatic generated automatically generated if you want you can change that one and the remaining
19:53
all the other things right these are all the editable fields so just the currency that i have
20:00
used for my order and the respective line items and this is the price list that i'm having the
20:06
prices are locked as you mentioned so what is the main advantage of this prices law code right
20:13
so in case all the product so order you have booked it and uh well whenever they are generating
20:21
the invoices right for that particular order for that invoice there could be some of the products
20:26
that are present for that particular product there is a pricing list and those prices keeps on
20:31
changing okay so in order to get a best deals directly right so what we used to give as an
20:41
to the customer okay just we are looking for this particular price and we will make sure that if you
20:48
provide uh okay if okay if you provide the amount that is that you are ordered for it in the form
20:56
of invoice then we can give this particular product or a set of services to this particular price
21:01
if not then this will be this this particular invoice is not valid like that you can provide
21:09
these business domain functionality that is present where on this particular price is
21:14
locked okay because that's what in short you can give it and if you observe the price list and the
21:19
price lock this is an read-only field okay and the there are remaining fields that are present
21:25
that is uh the shipping dates like day delivered uh just you can go for it and the due date
21:38
okay so just the day delivered you can keep it and the due date is also five
21:42
fifth shipping method if you wanted to go just okay yes i will keep it as an awesome kind of dhl
21:49
and the payment terms next 60. okay just you can fill in all the address details that are present
21:57
obviously and then so if you observe right this is the product which i have given and if you wanted
22:04
to know about the information you can go and see it and if you wanted to glance at the detailed
22:10
the amount you can also see it here like okay this is the amount and this is the discount and
22:16
this is the private file amount and the total tax is zero zero so four triple nine was the amount and
22:21
if you observe here the total amount is also double four double nine and it is active and new status reason this is i am the owner if you wanted to provide a description okay new invoice was created
22:39
based on the order from customer so just i write wrote one particular description on
22:48
the order date okay so now this is done there are few of the options for it here
23:01
so now the invoice has been created just i am going to save once this particular invoice has been saved right what you can do right so here in case
23:15
okay i wanted to show something to some of the things to here so you can perform the recalculate
23:24
operation and because if you wanted to change some of the give if you wanted to give some discounts
23:30
to here then you can recalculate you can do it this one and just you can save this one
23:40
and if you observe right the total amount also change that means you can do this particular
23:48
recalculation at the order level as well as invoice level as well because the rapport that
23:54
you have with the customer you can also do it because we are not restricting the person the
24:00
salesperson or the team not to do any kind of adjustments here okay so now
24:07
once this particular invoice has been sent right the paid invoice select the information of the
24:14
payment for invoice stated is a status reason as complete or partial if you observe here
24:20
the shipping method is payment terms and it is net 60 only because there are few of the things
24:28
that are also being present right in case of any particular loss of the goods and all that
24:35
things come into picture the shipping method in the payment terms and now in invoice paid
24:40
i am going to mark this as incomplete and the partial so that means there are few invoices
24:49
that can be present in the field like okay 100 full payment and 50 full 50 payment and after
24:59
delivery of the goods then giving the total amount so in those cases we will be giving it
25:03
Just I'm giving the paid invoice as 100%. That is, I have paid everything
25:10
So if you observe right, just observe the read-only record status as paid
25:16
Now, what you can do here, as mentioned, there is an option here to cancel the invoice
25:28
Okay. So by mistake, some calculations are done or some error entry has been done
25:33
then you can cancel this particular invoice and also right if you wanted to perform any kind of
25:41
reports that means at the back end if you wanted to see any invoice kind of things right then you
25:49
can generate this particular report on that invoice as well so that's how you can do it so just give
25:59
me one minute here. Let us go with all the active all invoices. So these are the way
26:10
that are present. So as mentioned earlier in the first starting of this session, like
26:16
there are multiple ways of creating an invoice. This is the screen where you can directly
26:23
create an invoice by starting all the details by keeping in all the details everything and
26:31
all okay so this that means you can create an invoice because at a time okay so you have
26:41
you took an order and you have created an quote and after many days that particular
26:46
person who took the quote that is not available so in that particular case right in order to
26:53
quickly create it right you can do it by using the new wizard that is present in creation and invoice
26:59
or else you can directly select that particular invoice that has been present for the related quote
27:06
that means see invoices we can have one or two because if foreign quote if it has partially
27:13
created an invoice right then we can create the another one as well because the status reason if
27:18
it shows as a partial then we can do it so now now what we are going to do here write email a link
27:28
so if you click on this particular one email a link then if you observe here
27:35
okay so for this particular name of this one what we are going to do right just we are going to
27:43
provide this particular record id it is that just we are providing an emailing for a quick
27:50
reference to the customer so you can do it here just by opening this record and the customer will
28:00
show he can see it or if at all you wanted this recording to be say shared to your supervisor for
28:10
quick verification then you can also do these things as well okay now let us go with the price
28:20
list that are present and another one is the related things that are present here so the
28:27
activities how you can do it here you can provide anything okay invoice
28:38
has been created and sent to users you can keep it as invoice
28:50
note and then just click on the add note you can do it and if you want you can give these particular
28:59
details as well as and you can keep it as in show you email as in conversation so these are all the
29:05
normal timeline content that you will be getting here and as well as so as mentioned earlier right
29:13
so you can cancel this particular invoice and also you can assign this particular invoice to
29:19
other person because the respective person might not be available in that particular case right
29:26
you can always go for this particular assign and also if suppose for your invoice there should be
29:34
if there are some kind of background process that needs to be triggered okay so nowadays we are going
29:40
with uh directly we can have an interaction with the out of box flows or and or automate flows and
29:47
all so just you can click on this if you click on this particular create flow it will go and see just
29:54
if you observe right it will go into the power make dot power automate like that that means into the microsoft
29:59
automate studio that you will be doing it so this is how you can do it and let us open here
30:13
so let us go back to here an opportunity and then just an uh topic this time opening here
30:22
and a quick recap of this one an opportunity is also present and for this
30:29
one i'm going to the codes and for the given code all right now what you are going to do here just you can go to the related orders
30:45
and for this related order you can click on this one and then again you can do it check access create invoice you can fulfill the order and as well as
31:00
the create the order as well so obviously now you are in the order now let us go to the invoices
31:07
and then now add existing invoice you can do it this is in the form of the
31:15
sub subgrid and also you can also export the invoices that are present see just
31:22
If an order have the multiple invoices, there are always number of cases that are present for a given order or the code, there are multiple price lists or the product list might be present
31:33
So during that case is right, this invoice count will also be more
31:38
You can ask me a question. So Venkat, what kind of scenario that you are trying to explain
31:43
so if at all my price price list will have a products of the number of products out of which
31:49
few products are only available and few products are coming soon maybe they could be delayed or
31:55
due to a number of reasons for a given order there could be the multiple invoices so if there are
32:00
multiple invoices that are present then you can also export this particular invoice into an
32:06
worksheet and also the excel templates that you can perform it okay so now if
32:13
I open this particular invoice then what all the things that I can give in here
32:19
so just the share that is email link that is present and also other one is the copy link and the manage access So now let me refresh this one So this record status was paid
32:38
Now what I'm going to do, right, just I'm canceling this particular invoice
32:42
It was asking the status reason has canceled. Okay, so now if you observe, right, the invoice which has been generated previously, the record status was showed as read only
33:01
Now, whenever I cancel this particular invoice, the record status changes to the cancelled
33:09
it okay so if you observe the status reason as well the status change it to cancelled and the
33:17
status reason also change it to the cancelled so these are the different ways that you can
33:25
create any particular invoice and then you can play around on this particular invoice
33:31
with all the details here if you wanted to open the record set that means invoices associated view
33:38
that means there are different ways like for the given order if you wanted to quickly see
33:44
there are different invoices that are present then you can do it as well and here if you wanted
33:50
to go for the inversion like if you wanted to see for a given invoice we do have the different forms
33:58
that are present invoice which is the summary part of it you can see it and another one is the
34:05
information which will show the related details of it as well so the shipping if you wanted to see
34:11
the address the administration and the notes if you wanted to see any kind of notes that
34:17
has been added that all these things that you can see it here and also if at all you wanted to
34:24
see the record in the new and if you wanted to delete this one if you wanted to check access
34:28
all these related details that comes into the picture here so in this particular
34:36
way you can either go back to the invoice and also you can also go to this related
34:46
once activities that are present and the audit values as well so in case if you wanted to back
34:52
to backtrack from invoice then you can go back to the order So just click on this particular order And now with this particular order if you wanted to backtrack to the quote
35:04
let us go to the quote. And if you wanted to backtrack from quote
35:12
to the opportunity, just you can click on this particular opportunity. So like this, you can backtrack from
35:24
the invoice to the uh court and also the opportunity and also to the lead so here i got it to this
35:34
particular contact and obviously i can obviously go to this particular lead as well lead and this
35:42
particular opportunity that is also present so in this way one can easily
35:49
navigate from the starting to the end from end to the starting because at any point of time right
35:59
if any sales manager or the respective supervisor wanted to see okay what is this particular invoice
36:08
has been generated for does it have in the respective qualified code that is present
36:13
that it has a good correct order that has been created and this order has been generated for
36:19
that particular opportunity because by getting to know about all this information periodically
36:26
we can have a good repo with the customer saying that okay you took this particular order on this
36:31
particular day you have joined it and i hope with this particular time these particular
36:37
products that you took it has been expired or might be completed just we wanted to check whether
36:43
you wanted to refill like that so we can send a kind of reminders for the customers so with this
36:51
right the entire the sales process by showing it in the form of a demo with respect to the invoice
37:00
was gets completed so mahinder you do if you wanted to add something you can add it here
37:06
yeah just before start closing the right so just there was a documentation that was also present
37:18
here so we have a beautiful documentation that are present for the managing the invoices here and like here create an invoice from an order create an invoice and whatever that we should edit an invoice if you wanted to do it lock or unlock the prices of an invoice how you
37:38
can close an invoice and how you can email an invoice so these are all the steps that has been
37:45
beautifully written in the our dynamics 365 sales documentation that are present
37:53
so if you wanted to learn more uh about and to get the more the details then our
37:59
documentation was there feel free to refer that one yeah mahandar over to you
38:13
so there is just one thing that i want to mention here like uh you know there are some
38:19
I cannot hear you. You cannot hear me. Can you hear me now? Yeah, go ahead. Yeah. Okay. So just want to add one option like
38:34
you know, sometime you may see some different options while working with the sales because
38:40
you know, in high level, we have two options. Like one, we have that enterprise edition of the sales
38:45
app and one is the professional edition so you may see some kind of options and you know on one
38:52
you will see different option and one you will see different options so that differs based on
38:57
the version of the app that you are using okay so that's the one thing that i just wanted to add here
39:03
and uh yeah so that's uh what uh we have covered our sales complete sales life cycle
39:10
and maybe we will be doing another session where we will discuss about that all the product
39:15
management so we have uh we will touch base that how we can set up the product and what you know
39:20
what are all the things that is basically involved when we add the price items and the line items and
39:27
how the price is calculated so we will be covering that on the next uh another session for the sales
39:33
app yeah i think uh that's what uh for today keep uh stay on uh with us and uh you know share our
39:41
video with your friends and all of our earlier session can be found on the
39:45
YouTube share it with your friend and provide your feedback and stay tuned
39:49
with us thank you very much
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