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Stage 2 – Installation and configuration of the environment Business Central

Stage 2
Installation and
configuration of the
environment

As part of this stage, our administrator willprepare the architecture of the system’senvironments to enable smooth implementationwork. The proposed structure also allows theenvironment to function safely after it islaunched for operational activities.

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Any modifications and maintenance of the targetenvironment are simple and follow theinstructions and security policies prepared by ouradministration team, guaranteeing the continuityof the solution’s operation.

In addition, for each instance of Microsoft Dynamics Business Central, it is possible to run three free licenses with access to functionality:

Enviroment:Purpose:
ManufacturingOperational work. Contains business data— access only for authorized and trained users.
TestTesting of add-ons and enhancements before deployment to the production environment. It may contain partial/example business data —access for authorized and trained users.
DeveloperPreparation of programming changes.Includes Microsoft sample data. Access fordevelopers only.
Demonstration/EducationDemo/educational environment. Contains Microsoft sample data. Unlimited access.

For each running instance (tenant) of Microsoft Dynamics Business Central, the manufacturer provides the following infrastructure:

In case of the need to expand the databasecapacity or environments, the manufactureroffers several scenarios. A selection of these arelisted below:

The prices presented above are starting proposals according to the official price list of the manufacturer. As the number of ordered licenses increases, negotiating prices is possible.

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Stage 1 – Licensing Business Central

Stage 1
Licensing

As part of the first stage, we will prepare, in cooperation with you, a map of the necessary licenses to be launched, whose functionalities will correspond to the system’s end users’ responsibilities. This will enable optimizing subscription expenses and accurately determining the monthly or annual costs of maintaining the system.

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In addition, we will introduce you and your team to our Microsoft Dynamics Business Central implementation methodology. We will prepare the necessary contracts to start the work, the schedule, define the project team, and the details of reporting the result. We will also discuss possible risks and their consequences. This will ensure the process goes smoothly and is understandable and transparent to each party.

This step generates no cost on your side!

The Business Central solution is available in variants:

Base licenses

Additional licenses

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The detailed scope of functionality that eachlicense covers is presented below.

License:Functionality:
EssentailsFinance, sales, purchasing, warehouse, CRM, human resources, project management
PremiumMicrosoft Dynamics Business Central Essentials functionalities + manufacturing, service
Team MemberUsers with limited access to functionality
DeviceDevice license

In addition, for each instance of Microsoft Dynamics Business Central, it is possible to run three free licenses with access to functionality:

License:Functionality:
External AccountantMicrosoft Dynamics Business Central Essentials or Premium functionalities, except access to user configuration and administrative tasks

Certified local solutions have been prepared for the Polish market for Microsoft Dynamics Business Central licenses:

The detailed range of functionalities covered byeach license is presented in the table below:

License:Functionality:
Polish LanguagePolish language layer of Microsoft Dynamics Business Central system
Polish Localization + Polish Language
Solution for adapting Microsoft Dynamics Business Central system to legal and accounting requirements under Polish regulations + Polish language layer of Microsoft Dynamics Business Central system

Proposals INLOGICA

As part of the fee for the base licenses (Essentials andPremium), we offer a free launch of the Polish Localization +Polish Language license. The standard cost is €10 peruser/month. These licenses are delivered as subscriptions,so they are constantly updated to comply with Polishregulations

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The prices presented above are starting proposals by themanufacturer’s official price list. As the number of orderedlicenses increases, prices can be negotiated.

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The prices presented above take into account monthly settlements. In case of payment in annual mode, the cost of a license is ten times the monthly fee. Thus, it is possible to adjust the price every year by 16.6% (~2 months free of charge).

Worth remembering

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Business Central from 9900 EURO? Is this even possible?

BUSINESS CENTRAL FROM 9900 EURO?
 
IS IT EVEN POSSIBLE?
 

Of course, it is! We have proven it in practice. In many organizations, we have successfully implemented Microsoft Dynamics Business Central many times in 4 – 6 weeks. And you will receive a ready-to-work system in such a timeframe!

The methodology and work schedule we haveprepared is based on the functionalities andreliable data from the finance and accountingmodule. From there, it’s a simple way to expandthe system in handling warehouses, production,or projects.

We will also help you select other tools from the Microsoft family of business products that will improve your team’s daily work.

5 steps of implementation
1

Licensing

2

Installation and configuration of the environment

3

Pre-implementation analysis

4

Rollout

5

Modifications (optional)

In the following section of the guide, we have described each in detail and included information on the estimated time consumption of each task and issue. The result of these values is a framework project budget of €9900.

Pay special attention to content labeled:

In these excerpts, you will find relevant information to reduce the risks associated with the implementation process and optimize costs.

These are hints and tips for each stage of thework, summarizing the essential elements ofeach step.

You can learn the details and ask if anythingneeds to be specified. We are at your service.

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Microsoft Dynamics Business Central Part – Model implementation schedule in the financial and accounting area

Microsoft Dynamics Business Central (formerly Microsoft Dynamics NAV) is a component of the Microsoft Dynamics 365 platform and is an ERP system aimed at small and medium-sized businesses.

Available in 2 basic variants: Microsoft Dynamics Business Central Essentials (modules: finance, sales, purchasing, warehouse, CRM, human resources, project management) and Microsoft Dynamics Business Central Premium (functionalities of Microsoft Dynamics Business Central Essentials + manufacturing and service).

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As a part of the Microsoft Dynamics 365 platform, it is an excellent base for developing the organization’s technology base based on other integrated solutions prepared by Microsoft.

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It provides insight into all the most relevant processes within the organization and allows for their ongoing analysis and correction depending on changing conditions. Automating decision-making processes contributes to cost reduction and optimal use of resources.

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Microsoft aims to unify all business tools under one Dynamics 365 platform, and it’s up to the individual preferences of end users to decide which tools are optimal for their daily work. Given our experience, we suggest customers start building this ecosystem from the financial and accounting side within Microsoft Dynamics Business Central ERP (ultimately, everything in business begins and ends with money).

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More information about the methodology we we used can be found here:

Telegraphic Brief

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KSeF and structured invoices

The KSeF and structured invoices will be mandatory in Poland from 1 January 2024

What is KSeF?

KSeF is a central National E-Invoicing System. It enables its users to issue, store and receive electronic invoices. Poland is the fourth country in the European Union to introduce electronic invoices in a structured data format. The system is intended to simplify the documentation of sales and the control of the accuracy of business invoicing. The Polish Ministry of Finance released a production version of the KSeF app in May this year. It can already be used on a voluntary basis if a business chooses to issue invoices in a structured data format. Please note that the recipient of e-invoices issued via the KSeF during the transition period must first approve this form of invoicing. One can, of course, safely assume that such acceptance will no longer be necessary once the use of the National E-Invoicing System becomes mandatory.

What is a structured invoice?

A structured invoice is an invoice issued via the National E-Invoicing System (the KSeF), together with an ID allocated by the system. The invoice is produced in the xml format and its data is structured in accordance with the e-invoice logical structure published by the Ministry of Finance.

In case of financial and accounting systems integrated with the KSeF: submitting an invoice to the KSeF is tantamount to issuing that invoice and putting it in circulation. The National E-Invoicing System will generate an Official Certificate of Receipt (UPO) in return. Each invoice will also be assigned a KSeF-ID number, indicating that the customer has actually received the invoice.

What are the main benefits of using structured invoices?

  1. Uniformity of invoices. Reduced handling time for incoming and outgoing invoices, automation of processes.
  2. Elimination of costs associated with OCR tools, printing and posting paper invoices.
  3. Certainty of having complied with the duty to ensure authenticity of origin, integrity of content and legibility of invoices.
  4. Storage of invoices at the KSeF for ten years. Savings on archive handling and hardware resources.
  5. Guarantee that the invoices reach the recipient. No need to issue invoice duplicates. It is also not without significance that the switch from traditional paper invoices to e-invoices is no longer just a trend or a bow to the environment, but also a necessity.

When will it become mandatory to use the KSeF?

Last month, the Council of the European Union agreed that electronic invoicing become mandatory in Poland from 1 January 2024 onwards. This means that all businesses will have to issue and receive invoices in a structured data format via the National e-Invoicing System.

KSeF versus JPK?

During the transition period, businesses using the KSeF will not be asked by the Tax Office to send their JPKs (single audit files) for invoices.

On the other hand, all entities which choose to work with the KSeF only after it becomes mandatory will still have to be ready to present to the tax authorities single audit files concerning sales invoices in accordance with the latest applicable JPK-FA(4) structure during the transition period.

Looking for ways to integrate your Microsoft Dynamics AX/365 system with the KSeF?

Let’s talk!

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JPK-FA(4) – changes to the Polish single audit file for reporting sales invoices

The Polish Ministry of Finance has published the fourth version of the JPK-FA single audit file structure. By way of reminder: the tax authorities may request the presentation of a JPK-FA(4) file, alongside other single audit files, in order to carry out formal checks, tax audits, or to conduct fiscal proceedings. Once requested to do so, the company will have 3 days to produce to the authorities a sales invoices file generated in accordance with the required structure.

When will the new JPK-FA(4) structure become mandatory? On 1st April 2022.

What has been changed for the new JPK-FA(4)? The structure now contains, among others, an updated glossary of EU member state codes and an updated currency code glossary. The node containing identification details for non-natural persons has been expanded to contain identification numbers for OSS and IOSS purposes (EUPLVATID and IMPLVATID). Several descriptions of structure elements have received an update, too. More detail can be found in the Ministry of Finance’s JPK_FA(4) Information Brochure.

We invite all users, whether of the earlier ERP Microsoft Dynamics AX systems or of the latest Dynamics 365 apps, to take full advantage of INLOGICA’s JPK module.

We keep tabs on the changes – we give accountants peace of mind.

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Payment backlogs in commercial transactions

How to avoid a paralysis of the Finance Division when preparing the next report on payment practices and performance in commercial transactions?

We have been hearing rumours across the industry in Poland that some companies, all of which were preparing reports on payment practices and performance, i.e. on payment backlogs, for the first time ever took over 2 weeks to get them done. It appears that finance specialists dedicated all their efforts to satisfying statutory reporting requirements only. How did that happen? Probably because they lacked tools fit for the job.

Can a payment backlog report, therefore, be prepared in a matter of hours?

It certainly can. All it takes is a suitable functionality which enhances the existing ERP system in such a way as to support the process of generating the necessary data. Microsoft Dynamics 365/AX system users can now use a proprietary solution developed by the INLOGICA team for this purpose. The payment backlog functionality in its standard version makes it possible to quickly generate a Payment Backlog report which includes the financial information required of a report on payment practices and performance.

The report itself is just one aspect of the payment backlog functionality.

It is just as necessary to closely watch the in-house payment practices too, as exceeding the statutory threshold of outstanding or late payments during a period of 3 subsequent months is considered as causing so called “excessive payment delays”. The threshold is currently set at PLN 5 million, and exceeding it can lead to serious consequences. They can range from having proceedings launched against the organisation by the Polish Office of Competition and Consumer Protection to high fines, the amount of which depends on the sum of delayed payments and the period of delay. The threshold beyond which the provisions on excessive payment delays apply will be decreased to PLN 2 million as of January 2022.

How to keep it in check?

By regularly monitoring payment practices. The extended version of INLOGICA’s payment backlog functionality for Microsoft Dynamics 365/AX is equipped with analytics and regular monitoring of payment delays in commercial transactions using defined system alerts.

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New version of VAT declaration with registers JPK-V7M(2) starting from January 2022

The Polish Ministry of Finance have published a preliminary logical structure of a new version of the JPK-VAT file for a declaration with registers (JPK-V7M).

The updated version contains a number of changes which entered into force as of July this year. For example:

  • the GTU procedural markings (for groups of goods and services) have been made more precise now,
  • the MPP procedural markings (referring to the split payment schema) have been eliminated,
  • the markings for SW (mail order sales from Poland) and EE (telecommunications, broadcasting and electronic services ) procedures have been replaced with one common procedural marking WSTO_EE (intra-community distance sales of goods and provision of telecommunications, broadcasting and electronic services to consumers and non-taxpayers in another EU state),
  • a marking element for the IED procedure has been introduced (with reference to taxpayers who facilitate buyer and seller contact by using an electronic interface, i.e. for example an online store, as part of their business activities),
  • several definitions of fields with relevant texts have also been updated, including those referring to VAT refunds, for which also additional shortened refund deadlines have been added, for example a 40-day deadline for making a VAT refund in connection with using the National E-Invoicing System (KSeF), planned to go live in January 2022. The new JPK-V7M(2) structure will be applicable to settlement periods starting on or after January 2022.

In practice, the first JPK-V7M files will not be transmitted in their latest version until February next year.

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CSP as the leading Microsoft software sales model

After 20 years, Microsoft is scrapping its Open Licence programme.

Under the programme, customers – typically small and mid-sized businesses, government and educational institutions – would conclude open agreements on the basis of which they would acquire services and licences (usually perpetual ones). That programme will end on 31 December 2021.

From the beginning of the next year, it will no longer be possible to renew licences or purchase new ones under Open Licence agreements. The void space is being filled in by the Cloud Solution Provider (CSP) model, which has been around for some time now, and has evolved into the leading Microsoft software purchasing programme for small and mid-sized organisations (up to 500 users).

Monthly or annual subscriptions for all Microsoft 365, Office 365 and Dynamics 365 licences can be acquired under the Cloud Solution Provider programme. Gradually, perpetual software licences (intended for local installation only) are being moved to the CSP programme, too – for example the popular Office Standard 2019 software. 1 and 3-year licences are available in the CSP programme as well.

Can we help you with any questions about the CSP programme? Do you have licensing needs?

We will be able help you through this change.

Being an authorised Microsoft software reseller transacting in the CSP model, we can quickly and efficiently supply you with licences following a straight and transparent order fulfilment path.

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Are you wary of remote work? No need to be. Cloud PC has arrived!

A new Microsoft Windows 365 service has been available to business users in Poland for a few days now – it is a fully cloud-based computer. The service consists in the streaming of the Windows system with the entire content – applications, settings, data – from Microsoft’s cloud onto any device, in a secure way.

It appears that Microsoft 365 is the perfect response to the new remote and hybrid work reality.

If you happen to work from any location and on any device, you no longer need to bother about keeping your system and apps up to date, or about the accessibility and security of your work results. You can now easily switch between your laptop, tablet and phone. Conveniently and effortlessly.

Windows 365 is available in the following versions:

  • Business for small and mid-sized enterprises (up to 300 users)
  • Enterprise for larger businesses.

You can select the most cost-effective subscription version to suit the number of virtual machines, memory demand, additional services required by your organisation.

Take part in the real technological revolution and enjoy a full Windows experience via Cloud PC!

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