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Microsoft 365 Copilot – what can it do?

Microsoft 365 Copilot co potrafi
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Microsoft 365 Copilot co potrafi

Microsoft 365 Copilot is an AI tool that transforms how you work by combining the power of machine learning with Office applications. It makes it easier to automate tasks and offers intelligent assistance with daily tasks, increasing productivity and efficiency. Enabling Copilot in Office 365 is simple and usually available in the application settings. It allows you to analyze data, create documents, and manage communications faster. Copilot is the future of office work, enabling more accessible and intuitive use of tools, from analyzing data to creating presentations.

What can Microsoft 365 Copilot do?

Copilot uses advanced AI algorithms to understand work context and helps automate tasks. It can suggest content for Word documents, analyze complex data summaries in Excel, and help design PowerPoint presentations.

How do I enable Microsoft Office 365 Copilot?

Enabling Copilot in Office 365 is usually done through application settings, where users can activate the AI feature. It can also be part of a more extensive Office update automatically available to subscribers.

  1. Log in to your Microsoft 365 account.
  2. Go to the Office 365 administration center.
  3. Depending on the feature you want to enable, look for the appropriate section, such as “Settings” or “Services & Add-ons.”
  4. Find the feature you want to enable – this may require browsing through available apps and add-ons.
  5. Enable the feature according to the instructions provided.

If “Microsoft Office 365 Copilot” is an add-on or application available as part of Office 365, you may need to download and install the corresponding extension or application. In this case, the installation process may also involve visiting the Microsoft Store or another Microsoft resource from where you can download the necessary software.

How it affects our work - an overview of the facilities.

Copilot is changing the face of office work, minimizing the need to perform routine tasks and allowing people to focus on more creative aspects of their work. This will enable employees to be more productive and efficient.

Podsumowanie możliwości i narzędzi dostarczanych przez software Copilot

Summary of the capabilities and tools provided by Copilot software

Copilot provides various tools to make work easier, such as automatic summaries, report generation, and visual material design. It is a comprehensive support that adapts to the user’s needs.

How do you effectively use Microsoft Office Copilot in your daily work?

To use Copilot effectively, you need to have a good understanding of its functions and capabilities. It is worth starting with simple tasks and gradually implementing more complex processes so that the tool becomes an integral part of office work. See a variety of daily work applications that make tasks more accessible and more automated:

  • Automatic Content Generation: Word users can ask Copilot to help them write documents, from creating basic drafts to automatically generating content proposals based on previously entered data.
  • Analysis and Inference from Data: in Excel, Copilot can analyze complex data sets, draw conclusions, and create advanced reports without the user needing manual analysis.
  • Presentation Optimization: Copilot can help design professional-looking PowerPoint presentations by selecting templates and layouts that best fit the user's content.
  • Communication Support: in Outlook, Copilot can suggest email replies, help manage your calendar, and prioritize important messages.
  • Note Organization: in OneNote, Copilot can help organize notes and automatically tag and search for relevant information.
  • Business Trend Analysis: in Power BI, Copilot can help identify business patterns and trends, making it easier to make data-driven decisions.
  • Task Automation: in Power Automate, Copilot can facilitate the creation of workflows that automate repetitive tasks, saving the user time
  • Remote Collaboration: Copilot can support team collaboration in Teams by offering guidance and ideas during remote meetings and brainstorming sessions.
  • Support for Developers: In Visual Studio, Copilot can suggest code snippets or programming solutions support the software development process.
  • Integration with the Cloud: in Azure, Copilot can help manage and optimize cloud resources, suggesting configuration changes or cost optimizations.
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articles Other Microsoft products Recommended

What is Microsoft Copilot?

Czym jest Microsoft Copilot
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Czym jest Microsoft Copilot

In the rapidly evolving world of technology, Microsoft Copilot represents a revolution in human-computer interaction. It is an advanced artificial intelligence (AI)-based platform for streamlining many aspects of office work and communication, offered as part of Microsoft 365. Thanks to innovative algorithms, Microsoft Copilot allows complex tasks to be performed with simple voice commands or typing, significantly increasing user efficiency and productivity.

Microsoft AI - services and products

Azure AI: Microsoft’s Azure cloud platform offers AI services that allow companies to build and deploy their artificial intelligence models. This includes machine learning tools, natural language processing services, conversational bots, and more.

Microsoft 365: AI is integrated into Microsoft 365 applications such as Word, Excel, Outlook, and Teams to support users with automated suggestions, data analysis, and improved collaboration.

Cognitive Services: is a collection of AI APIs that enable developers to add computer vision, speech recognition, language processing, and knowledge understanding capabilities to their applications.

Microsoft Power Platform: this platform, which includes Power BI, Power Apps, and Power Automate, uses AI to enable users to create intelligent applications without writing code and automate tasks and workflows.

Project Bonsai: is Microsoft’s AI platform for building autonomous systems. It enables specialists and engineers to create AI models to improve industrial processes and manufacturing.

Dynamics 365: AI is also used in Dynamics 365, Microsoft’s suite of business applications, to optimize business operations, predict sales trends, and offer better customer support through data insights.

Xbox and gaming: AI personalizes player experiences, optimizes game difficulty levels, and creates more realistic environments.

Windows Copilot refers to productivity tools that are part of the Microsoft 365 ecosystem, such as Microsoft Teams, which enable real-time user collaboration and communication

How does Microsoft 365 Copilot work?

Microsoft 365 Copilot uses AI technologies to analyze data, text, images, and graphics to provide users with immediate answers and assistance with ongoing tasks. It acts like a personal assistant that answers questions and suggests optimal actions. Integration with Microsoft 365 applications, such as Word, Excel, and PowerPoint, allows you to generate documents instantly, create advanced data analysis, and even automatically design presentations according to guidelines.

Benefits of using Microsoft Copilot

There are several benefits to using Microsoft Copilot. First of all, it saves time by automating routine tasks. Users can focus on the creative aspect of their work while repetitive processes are automated. Copilot also enables quick access to information by searching and analyzing data across the Microsoft 365 ecosystem, dramatically speeding up decision-making processes. In addition, thanks to natural language, the interface is intuitive and accessible even to the less tech-savvy.

Ułatwienia w pracy dzięki technologii AI

Making work easier with AI technology

Artificial intelligence (AI) is becoming vital in solving everyday business problems. Microsoft Copilot is an example of an AI application that can help with workflow, project management, education, and training. Features such as automatically summarizing long documents, analyzing trends in data, or detecting and correcting errors are becoming invaluable aids in everyday work.

Collaboration and information sharing with Windows Copilot

Windows Copilot is the next step in integrating artificial intelligence into the operating system. It facilitates user collaboration by sharing documents, presentations, and other materials in real time. It also enables remote assistance using voice or text commands, particularly useful for geographically dispersed teamwork. This functionality is changing the way we work, learn, and interact, opening new opportunities for business and education at a distance.

Microsoft Copilot how to enable

Microsoft Copilot is a feature within some Microsoft 365 applications and may be available in various services such as Word, Excel, PowerPoint, Outlook, and others. To enable and use Copilot, you usually need to follow the steps below:

  • Update Microsoft 365: make sure you have the latest version of Microsoft 365 installed on your device. The Copilot may require the newest update to function.
  • Check availability: check if Copilot is available on your version of Microsoft 365, as it may be limited to specific subscription plans or still in testing.
  • Enable AI: if the feature is available, you can enable it in the settings of the Microsoft 365 application it affects, such as in Word or Excel. This is often found in the "Options" or "Tools" menu.
  • Logging in: ensure you are logged into your Microsoft account, which has access to the Copilot feature.
  • Using the function: once you have enabled Copilot, you can usually use it by typing commands or using the user interface to interact with the AI.

Suppose Copilot is a new feature, or you are a beta program participant. In that case, access to it is limited and requires a unique invitation or enablement by your organization’s IT administrator.

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articles Business Central Recommended

Microsoft Dynamics 365 Business Central licensing model

Modele licencjonowania Microsoft Dynamics 365 Business Central
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Modele licencjonowania Microsoft Dynamics 365 Business Central

The Microsoft Dynamics 365 Business Central licensing model is mainly based on a flexible monthly subscription-oriented approach that provides companies with comprehensive ERP solutions under personalized plans. This option allows you to scale your resources based on your company’s needs while ensuring cost control.

A perpetual usage plan is also available based on the right to use the system license in perpetuity. The fee for this solution is divided into two components- a license depending on the number of modules and users and an annual subscription called Enhancement Plan.

The third solution is the on-cloud model (Software as a Service), in which all the basic infrastructure, middleware, and application data reside in a Microsoft Azure database. This option allows customers to get up and running quickly with minimal upfront cost.

License types and entitlements in Microsoft Dynamics 365 Business Central

Licensing within Microsoft Dynamics 365 Business Central includes a variety of entitlement types to suit the diverse needs of organizations. The primary license categories are Full Users and Team Members. At no additional charge within the license, Microsoft also grants one administrative user and one user for so-called external accounting.

We can divide the Full User license into two additional categories, but note that they cannot be combined within the same environment. These licenses are Essentials- providing access to financial, supply chain, project management, or sales and marketing functionalities. Premium- This allows you to perform all the functions of the Essentials category, further extending the capabilities to include service and production management.

A Team Members license user is a partial Dynamics 365 Business Central user. Its license privileges allow it to read any data in the system while significantly limiting its writing capabilities.

The Device license associated with a device is also worth mentioning. It allows you to assign a license to a specific device instead of a user. This is particularly useful when several employees use the same device (a terminal) in manufacturing plants or warehouses.

Essential license

A primary type of license designed for companies requiring access to most areas.

It allows access to such areas as Reports, Finance, CRM, Sales, Warehouse, etc. Users with this license can create and manage sales and purchase documents, track financial transactions, plan budgets, and generate reports.

It is more affordable than the Premium license, making it a fitting option for companies not deeply involved in intensive business operations but still needs access to the system’s vital information.

Premium License

A license with access to the full range of features included in the Essentials license is extended with additional capabilities, allowing you to take full advantage of the ERP system’s potential.

In addition to managing finances, sales, and purchases, it allows access to service management or production functions, such as planning and process tracking.

The Premium license is designed for companies that want to use the full potential of Microsoft Dynamics 365 Business Central.

Team Members license

It is designed for users who only require access to essential information and reports.

It allows viewing data, approving tasks, or generating reports but does not provide full editing capabilities or create transactions.

It provides a cost-effective option for employees who are not involved in intensive business operations but require access to the information contained in Dynamics 365 Business Central.

Integracja z Microsoft Outlook

Integration with Microsoft Outlook

It is possible to easily combine access to Microsoft Dynamics 365 Business Central with a Microsoft Outlook account through an add-in that allows you to manage business interactions with customers and suppliers directly in Microsoft Outlook. The Business Central add-on for Outlook will enable you to view financial data related to customers and suppliers and create and send financial documents such as quotes or invoices.

Summary

Microsoft Dynamics 365 Business Central offers a variety of licensing options, enabling companies to customize their ERP system and support business growth. The licensing model is based on a flexible subscription, perpetual licensing, or an on-cloud solution. With Essential, Premium, and Team Member categories, enterprises can customize licenses to meet their business’s different needs and responsibilities. In addition, per-device and third-party accountant licenses enable simplified system use internally.

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articles Other Microsoft products Recommended

What is Microsoft Power Apps?

Power Apps czym jest
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How does the Power Apps platform work?

Description of the key components of Microsoft Power Apps

Usage of Microsoft Power Apps in business

Advantages and disadvantages of Microsoft Power Apps

Power Apps czym jest

Microsoft Power Apps is a tool created by Microsoft that allows you to create customized business applications. With this platform, even people without advanced programming experience can quickly and easily develop applications, tailored to the unique needs of their organization.

It’s worth noting that Microsoft Power Apps provides a simple interface that allows you to use ready-made templates, while offering you the ability to customize the features and appearance of your applications. As a result, efficiency depends mainly on the user’s creativity and needs.

The platform also offers integrations with other Microsoft tools and services, making it a frequent choice for companies using the manufacturer’s solutions.

How does the Power Apps platform work?

Learn about some key elements that describe how this platform works:

  • ready-made templates that users can use as a starting point to create their applications. These templates cover different types of applications, such as project management, sales tracking or data collection.
  • customization of functions and design: through a simple drag-and-drop system, you can add data fields, create interactive forms or define the logic behind the application.
  • Formulas allow you to define various functions and behaviors. They are easy to understand even for people without programming experience.
  • Integrations with other Microsoft tools and services, such as SharePoint or Azure. This enables the use of different data sources and increases flexibility in creating personalized applications.
  • working in the cloud: applications are stored in the cloud, allowing easy access to them from different devices. This also makes it easier to manage and update applications.
  • speed of deployment: with a simple interface and ready-to-use components, Power Apps enables quick deployment of applications without a lengthy development process.

Description of the key components of Microsoft Power Apps

  • Applications: The applications in Power Apps are interactive tools that allow you to collect, analyze and present data in a way that is tailored to your specific needs. They can range from simple information gathering tools to more sophisticated business applications that support complex processes.
  • Cards: Cards in Power Apps are forms that collect data within the application. Users can customize cards by adding data fields, images, buttons or other interface elements to create personalized forms.
  • Data sets: is where data used by Power Apps is stored. This can be data from a variety of sources, such as databases, spreadsheets or cloud services that store information.
  • Connections: Power Apps allows integration with different data sources and platforms. This means that apps can use data stored in other Microsoft applications, such as SharePoint or Dynamics 365, as well as external sources such as cloud data or web services.
  • Formulas: allow you to define the logic behind your applications. Formulas are easy to understand even for people without deep programming knowledge, allowing you to quickly define various functions within the application.
  • Speed of implementation: With a simple interface, ready-made templates and flexibility in customization, application development can be quick and efficient. These elements work together to create a complete platform that allows you to create personalized business solutions.
Zastosowanie Microsoft Power Apps w biznesie

Usage of Microsoft Power Apps in business

Microsoft Power Apps is used in various business areas to automate processes, collect data, create interactive reports or customize tools to meet specific enterprise needs. While it has its limitations, especially for advanced developers, it is an effective tool for most users to quickly deploy personalized applications without the need for programming resources.

Power Apps finds application in:

  • process automation: creating applications to make everyday tasks easier
  • data collection: easy gathering of information from various sources
  • creating interactive reports: generating clear business analysis

Advantages and disadvantages of Microsoft Power Apps

Advantages:

  • ease of use
  • speed of application development
  • integrations with Microsoft platforms

Disadvantages:

  • limitations of advanced programming
  • need for access to Microsoft 365 platform
  • license costs can be higher for advanced features.
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articles Business knowledge

What software facilitates the company’s work?

Jakie oprogramowanie ułatwia pracę w firmie
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Jakie oprogramowanie ułatwia pracę w firmie

In today’s dynamic business environment, effective business management requires the use of appropriate software. Business management programs play a key role in optimizing operations, increasing productivity and enabling faster decision-making. The popular Microsoft 365 (previously Microsoft Office) suite is a solid foundation for many businesses. Word, Excel, PowerPoint, Outlook and Teams are tools that enable comprehensive word processing, spreadsheet creation, presentations, email management and team collaboration capabilities. 

In addition to Microsoft 365, it’s also worth noting specialized solutions such as ERP systems, business intelligence and other programs that greatly facilitate daily work. 

Learn about ERP software

ERP (Enterprise Resource Planning) systems are an essential part of modern business management. They offer comprehensive solutions that integrate different departments of a company into a coherent platform. This allows for more efficient management of resources, finances, production and logistics. It is worthwhile to familiarize yourself with the solutions available on the market and consult with experts to find the most suitable tool for your company’s specifics. 

One of Microsoft’s main ERP systems is Microsoft Dynamics 365, an advanced solution that integrates business processes and enables close cooperation between different departments in your company. Microsoft Dynamics 365 offers a wide range of capabilities, including customer relationship management, enterprise resource planning, data analysis and much more. This allows companies to optimize processes and respond quickly to changing market conditions. 

Another tool worth mentioning in Microsoft’s ERP portfolio is Microsoft Dynamics Business Central. This solution is aimed primarily at small and medium-sized businesses. Dynamics Business Central allows you to manage finance, sales, customer service and operations on a global scale. With its flexibility and cloud-based availability, the tool allows companies to grow and adapt to changing business needs. 

Both platforms offer cloud-based solutions that allow for easy scalability, flexible access and continuous updates. Depending on the size, specifics and business goals of your company, you may want to consider using these solutions. 

How does Business Intelligence software work?

Business Intelligence (BI) software is another important part of the suite of tools that make running a business easier. BI allows you to collect, analyze and present business data in a way that is easy to understand and relevant to decision-making. It is worth mentioning that BI systems can generate reports, forecasts and analysis, which are invaluable in planning a company’s growth strategy. This allows managers to make more informed decisions based on reliable information.  

Power BI, developed by Microsoft, is one of the leading data analysis and visualization tools in the business intelligence field. The tool allows users to effectively integrate, analyze and display data from various sources in one place. With an intuitive user interface, the Power BI service allows users to create dynamic reports and interactive dashboards, making important information easier to understand. 

In addition, the Power BI service can generate forecasts, trends and advanced analysis to help manage data more effectively. Thanks to integration with Microsoft Azure cloud, Microsoft Dynamics 365, Microsoft Dynamics Business Central and other advanced features, Power BI helps harness the full potential of data to make informed business decisions instantly. 

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What programs can still be useful for running a business?

In addition to ERP and Business Intelligence systems, there are many other programs that make running a business much easier. For example, accounting programs are important tools in the financial field. They automate the process of invoicing, tracking payments and monitoring account balances. It’s also worth thinking about project management tools to help organize teamwork and monitor project progress. 

Licensing issues related to the use of software are also important. Carefully check the types of licenses offered by your vendor before purchasing. Licensing includes various models, including one-time licenses, subscription licenses and free open-source software. 

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articles Business knowledge

ERP system, what is it?

System ERP, co to
Table of contents
System ERP, co to

ERP system, or Enterprise Resource Planning, is advanced ERP software that integrates various aspects of a company’s operations. An ERP system enables effective management of company resources, automating and simplifying many business processes. In an era of rapid market changes, ERP systems are becoming indispensable in managing any enterprise, regardless of size.

ERP - what is the acronym?

ERP is an acronym for Enterprise Resource Planning, translated as “enterprise resource planning.” This term perfectly captures the primary function of an ERP system, which is to integrate various departments and business processes into a single, coherent system. Thanks to this, information is processed and shared in real-time, which significantly facilitates decision-making and business management.

ERP-class systems - everything you need to know

ERP systems are designed to increase a company’s operational efficiency. ERP software integrates various company departments, such as finance, HR, production, logistics, purchasing, or customer relationship management (CRM). As a result, it provides a unified platform to manage all aspects of business operations. ERP software is scalable and can be customized to meet the needs of small, medium, and large enterprises.

Korzyści z wdrożenia systemu ERP

Benefits of implementing an ERP system

Implementing an ERP system brings several benefits, including:

  • process automation and data centralization allow for faster and more efficient management,
  • better control over finances: enables better management of financial flows and budgeting,
  • improved data quality: integration of data from different departments ensures consistency and timeliness,
  • increased transparency: facilitates access to information and enables better monitoring of business operations.

ERP systems examples - implementations

Microsoft Dynamics 365 is an excellent example of an ERP system that integrates ERP and CRM functionalities. It provides comprehensive business management tools, combining business operations, finance, sales, and customer service.

Key features of Microsoft Dynamics 365:

  • Versatility: offers a wide range of modules and features that can be customized to meet specific business needs, from financial management to supply chain operations,
  • Integration with other Microsoft products: Dynamics 365 easily integrates with other Microsoft applications, such as Office 365, to facilitate collaboration and information flow,
  • Deployment flexibility: you can choose to deploy in the cloud, on local servers, or as a hybrid solution,
  • Data analysis and reporting: includes advanced analytics and reporting tools for deep data analysis and business decision support,
  • Scalability: the solution grows with the company, quickly adapting to changing business and operational requirements.

Examples of Microsoft Dynamics 365 applications:

  • Financial management: enables automation of accounting processes, cash flow management and budgeting,
  • Supply chain management: optimization of purchasing processes, inventory management and production planning,
  • Human resource management: automate HR processes, from recruiting to managing employee compensation and career paths,
  • CRM: customer relationship management, from sales to after-sales service.

Microsoft Dynamics 365 thus provides a comprehensive solution for companies looking for an effective and flexible ERP system that is easy to integrate with existing IT infrastructure and tailored to specific business needs.

An ERP system is crucial for effectively managing all aspects of a company’s operations. By integrating various departments and business processes into a single system, ERP contributes to increased efficiency, improved data quality, and increased transparency of business operations.

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articles Business knowledge

ERP system implementation

System ERP, co warto wiedzieć przed wdrożeniem
Table of contents
System ERP, co warto wiedzieć przed wdrożeniem

An ERP (Enterprise Resource Planning) system is a comprehensive software that integrates and manages various business processes in a single platform. It includes finance, warehouse, production, sales, CRM, and human resources modules. The main benefits are integration of operations, automation of processes, ease of data analysis, improved efficiency, scalability, regulatory compliance, and ease of reporting. ERP implementation requires analysis, software customization, and staff training, representing a strategic step in improving business management.

ERP implementation is a process that aims to configure and run the system in a company to meet its unique business needs. Here are some of the main steps involved in implementing an ERP system:

  • Analysis and planning:
  • business audit: analyzing business processes and identifying areas for optimization,
  • implementation goal: defining the intended benefits,
  • appointment of a responsible project team.
  • Requirements definition:
  • user consultation,
  • functional requirements: precise definition of system functions,
  • technical requirements: defining infrastructure and technology.
  • ERP system vendor selection:
  • review of offerings of various ERP systems,
  • vendor consultation: direct contact for details.
  • Configuration and customization:
  • customization of the system according to requirements,
  • integration with existing ones.
  • User training:
  • development of a training program,
  • employee training.
  • Testing:
  • system testing: verification of system functions,
  • acceptance testing: verification by users.
  • Implementation:
  • implementation planning: setting deadlines,
  • launching the system.
  • Monitoring and optimization:
  • performance monitoring: regular evaluation of system performance,
  • adapting to changes: implementing updates.
  • Technical support:
  • maintenance and upgrades: ensuring regular updates.

ERP systems are often customized for specific industries and company needs, enabling more efficient management of resources and achievement of strategic business goals. Implementing an ERP system is a process that requires the cooperation of various areas of the company. The effectiveness of the implementation is crucial to achieving the intended benefits.

ERP systems in Poland versus the world - the differences

ERP systems in Poland are often tailored to the specifics of the local market and legal requirements. Nevertheless, many global ERP systems are also used in Poland. Below are the differences and similarities between ERP systems in Poland and the world:

In Poland:

  • Adaptation to Polish law. Polish ERP systems must meet specific requirements of Polish law regarding accounting and personnel management.
  • Tax and accounting localization. Polish ERP systems must support local tax and accounting regulations, which include VAT, PIT, CIT settlements, and financial reporting consistent with Polish standards.
  • Polish language support. The user interface and system documentation must be available in Polish.

Worldwide:

  • Global compatibility. ERP systems in the worldwide market are typically designed to be compatible with various tax, legal, and language systems worldwide.
  • Industry diversity. Global systems are often more generic, allowing customization for different industries worldwide.
  • International integrations with other systems and platforms used in the global marketplace.
  • Multilingualism.
  • Global partnerships.
  • Technological innovation.

The final choice between local and global ERP systems depends on a company’s specific business, its international reach, and adaptation to local requirements. Companies often opt for systems that combine global standards with local customization.

The proper definition of ERP implementation requirements and goals

Properly defining the requirements and objectives of an ERP implementation is crucial to a successful implementation process. Here are some steps that can help in this regard:

  • Analysis of the current situation:
  • understanding business processes
  • identifying current problems
  • Setting strategic goals:
  • consultation with management
  • identification of improvement priorities
  • Requirements definition:
  • formation of a project team
  • definition of system functions (e.g., warehouse, accounting)
  • reliability requirements
  • Development planning:
  • preparing for future development
  • considering integration with other systems
  • Schedule development:
  • defining realistic deadlines
  • defining priorities for implementation
  • Inclusion of critical users:
  • consulting with end users
  • understanding their needs
  • Creating documentation:
  • drafting requirements documentation.
  • Testing and revisions:
  • conducting tests
  • making corrections based on the results
  • a transparent and flexible approach is essential, considering different stakeholders' perspectives.
Wybór dostawcy i systemu ERP

ERP vendor and system selection

Selecting the right ERP system provider is crucial for several important reasons:

  • A vendor's flexibility in tailoring the system to the company's specific needs and processes.
  • A vendor with industry-specific experience who knows the unique challenges and requirements of the sector.
  • Robust technical support is crucial for problems or the need to customize the system.
  • Assurance of system security against cyber threats and regulatory compliance.
  • Selection of a vendor with a solid financial foundation to ensure long-term system availability and growth.
  • The ability to expand the system as the company grows and the flexibility to adapt to organizational changes.
  • Transparent and fair financial terms in line with the budget, taking into account the costs of maintaining the system.
  • Positive feedback, customer references, and a good reputation of the supplier on the market
  • practical training to help users adapt to the new system.
  • The prospect of long-term cooperation ensures that the system is updated and adapted to the company's needs.

ERP system and vendor selection - questions for the process:

  • What business goals do you want to achieve by implementing an ERP system?
  • What are the specific needs and requirements of your industry?
  • Do you plan to scale the company in the coming years, and will the ERP system be able to grow with you?
  • What specific functions and modules of the ERP system are critical to you? (e.g., finance, warehouse, manufacturing, CRM)
  • Are there unique business processes that require a personalized approach?
  • Does the ERP system integrate with existing systems in your company? (e.g., accounting systems, CRM)
  • What technology standards and protocols does the ERP system support?
  • What customization options does the ERP system offer? Are they readily available, or do they require vendor support?
  • Is the user interface customizable according to your needs?
  • What are the licensing, implementation, and maintenance costs of the ERP system?
  • Are payment models available, such as one-time fees, subscriptions, or installment payments?
  • What technical support services does the vendor offer? (e.g., helpdesk, upgrades)
  • Does the vendor provide training for users to use the system effectively?
  • What security measures are implemented in the ERP system? (e.g., data encryption, authentication)
  • How does the supplier handle compliance and data protection issues?
  • Can the vendor provide references from other customers, especially in an industry similar to yours?
  • Can you analyze case studies of successful implementations?
  • How easily can the system be adapted to your company's changing needs?
  • Does the vendor offer regular updates to keep the system up to date with the latest standards?
  • What are the steps in implementing an ERP system, and how long will the entire process take? What are the post-implementation steps, and what support does the supplier offer after implementation?
  • Does the supplier support the processes in transforming the organizational culture associated with ERP implementation?
  • What tools does the vendor offer to facilitate the end user's system use?
  • What are the vendor's plans for future updates and product development?
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articles Business Central Dynamics 365/AX Recommended

What are the types of ERP systems?

Jaki system ERP wybrać
Table of contents
Jaki system ERP wybrać

ERP (Enterprise Resource Planning) systems are crucial for effective business management. They allow different business processes and departments to be integrated into one cohesive environment, helping to streamline operations and make better decisions. There are many types of ERP systems, each of which can be tailored to the specific needs and size of the enterprise.

In this article, we will focus mainly on two types of ERP systems from Microsoft: Microsoft Dynamics 365 and Microsoft Dynamics Business Central.

Microsoft Dynamics 365

Microsoft Dynamics 365 is an advanced ERP system that offers a comprehensive range of tools and features that can be customized for different industries and business needs. This flexible ERP software allows you to manage many aspects of your business, such as sales, customer service, project management, marketing, finance, and more. With online and cloud access, Microsoft Dynamics 365 allows employees to access data from any location and device, making it much easier to manage your business.

Microsoft Dynamics 365 Business Central

Microsoft Dynamics Business Central is an ERP system for small and medium-sized businesses. It is a financial, sales, purchasing, inventory, and production management solution that integrates with other Microsoft applications such as Microsoft 365 – Word, Excel, Outlook, and Teams. Dynamics Business Central provides tools to streamline business operations and helps make data-driven decisions.

What criteria should you consider when choosing an ERP system?

In the context of Microsoft ERP systems, namely Microsoft Dynamics 365 and Microsoft Dynamics Business Central, several criteria are worth considering when choosing the right solution. Here are the main aspects to pay attention to:

  • the first criterion in selecting an ERP system is its functional scope. ERP software must meet the unique needs of the company. Microsoft ERP systems offer many functions, including sales, marketing, customer service, finance, and operations management,
  • it is essential that the ERP system grows with the business. Both Dynamics 365 and Business Central enable scalable solutions, which means they can be adapted to the changing needs of the organization,
  • the ERP system must be able to connect with other existing systems in the company. In the case of Microsoft Dynamics solutions, they can be easily integrated with other Microsoft products, such as Microsoft 365 or Microsoft Azure,
  • Microsoft Dynamics offers a cloud-based option, which means you can access the system from anywhere, which is especially important in today's remote working environment,
  • Microsoft is known for regular updates and technical support. The ERP system is easy to implement but also provides continuity of service and comes with new features,
  • it is helpful to understand the total cost of implementing and maintaining an ERP system. Microsoft Dynamics 365 and Business Central have different pricing models, so it's essential to choose the model that best fits your business budget,
  • some industries require specialized ERP modules. Microsoft Dynamics offers several industry-specific applications that can make it easier to customize the system to meet specific needs,
  • data security and compliance are essential in an increasingly stringent data protection regulation era. Microsoft products are compliant with the latest regulations.
  • pay attention to reviews of other companies using these systems and check with the vendor to see what references it can provide,
  • finally, a key factor is the availability of training and technical support. Companies should ensure adequate support when implementing and using the system.

What are user opinions on various ERP systems?

User opinions on available ERP systems vary and depend on industry, company size, and individual needs. However, the differences in user opinions on ERP systems are mainly due to respective companies’ unique needs and expectations. Some users may be satisfied with the features and performance of Microsoft Dynamics Business Central, while others may prefer the features offered by the more extensive Microsoft Dynamics 365 ERP system.

ERP systems are highly valued for their ability to increase productivity and streamline operations. However, choosing the right ERP system depends on a company’s needs, budget, and growth strategy. Therefore, please carefully review the available options before deciding and consulting with ERP experts.

What are the costs of implementing and maintaining an ERP system?

Implementing and maintaining an ERP system is integral to many companies’ business strategy. However, before deciding to implement such a system, you must familiarize yourself with the implementation costs.

Implementation costs

  • purchasing a license for an ERP system such as Microsoft Dynamics 365 or Business Central is one of the most significant investments. Costs can vary depending on the system and type of license,
  • ERP system implementation requires advanced knowledge and experience. Hiring a consultant or company specializing in implementing ERP systems is essential. Consulting costs include salaries and possible travel expenses,
  • companies often need to customize their ERP systems to meet their unique needs. This may require the development of custom modules and incur additional costs for,
  • employee training.

Maintenance costs

  • regular payment of ERP software license fees. These fees can be monthly or annual, depending on the option chosen,
  • technical support from the ERP software vendor,
  • the ERP system is constantly being developed and updated. Companies should invest in system upgrades and expansions as their business grows,
  • for on-premises systems, companies incur costs related to servers, hardware, and secure IT infrastructure.
Categories
articles Business knowledge

KSeF – what is it?

Krajowy system e-Faktur (KSeF) - czym jest i jakie zmiany wprowadza
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Krajowy system e-Faktur (KSeF) - czym jest i jakie zmiany wprowadza

The National e-Invoicing System (KSeF) is a modern response to the growing demand for electronic document exchange in Poland. It’s an official system that collects, processes, and provides invoices electronically. The introduction of KSeF aims to simplify the settlement process, enhance transaction efficiency, and improve control over document flow.

Companies can issue invoices electronically within the system, leading to time and cost savings. Invoices are stored in a central database, facilitating archiving and making them easily accessible for both the issuer and the recipient. The introduction of KSeF also aims to combat tax fraud since electronic invoices are more difficult to falsify than their paper counterparts.

KSeF - since when?

The initiative to introduce KSeF in Poland gained popularity in recent years. The system’s launch took place after a series of consultations, tests, and adaptation works. Officially, KSeF started operating in 2023, marking a significant step towards the digitization of the economy and enabling more automated handling of financial transactions. Using KSeF will be mandatory from July 1, 2024, for active VAT taxpayers and from January 1, 2025, for taxpayers exempt from VAT both subjectively and objectively.

KSeF - how does it work?

The core functionality of KSeF is storing invoices electronically in one centralized location. Entrepreneurs want to use the system to register and submit invoices electronically, which are verified and processed.

As a result, state institutions and entrepreneurs have access to up-to-date and complete invoice data. This streamlines settlement processes enables faster transaction verification and ensures better control over fund flows. This happens in a secure environment, maintaining all personal data protection standards.

Critical features of KSeF include:

  • Issuing an invoice: After logging into the system, entrepreneurs can issue an invoice in a structured form. This means the invoice is created according to a specific schema, facilitating automatic processing.
  • Sending the invoice: Once issued, the invoice is automatically sent to the recipient through the KSeF system. The recipient is informed about the new invoice and can review and accept it.
  • Storing the invoice: All invoices issued through the system are stored in a central database, allowing entrepreneurs easy access to their invoices anytime.
  • Integration with other systems: KSeF allows integration with various accounting and financial systems, automatically automating the invoice booking process.
  • Security: The system ensures a high level of data security. Invoices are stored securely against unauthorized access, and all communication with the system is encrypted.
  • Availability: KSeF is available 24/7, meaning entrepreneurs can issue and review invoices anytime.

How do we prepare for the implementation of the KSeF system?

Preparing for the KSeF implementation requires several key steps:

  • Education and information: It's crucial to understand how the system works, its benefits, and requirements for entrepreneurs. It's worthwhile to attend dedicated trainings and webinars on the topic.
  • Software update: Many companies use specific accounting or financial software. Ensure your software is compatible with KSeF or plan an update facilitating system integration.
  • System registration: Before using KSeF, you need to register in it. The process is relatively simple, but preparing all necessary documents in advance is a good idea.
  • Testing: Before entirely using the system, conducting a series of tests is wise to ensure all processes function correctly and identify potential issues early.
  • Support for employees: Introducing a new system always involves changes in daily operations. It's essential to organize training for employees responsible for invoice handling and provide them support in the initial stages of using KSeF.

The introduction of KSeF represents a significant advancement in Poland’s digitization of business processes. Therefore, entrepreneurs can expect more efficient and transparent financial document management. Staying updated and adapting to the new system’s requirements is crucial.

Inlogica, known for delivering advanced technological solutions, offers a professional tool for handling the National e-Invoicing System (KSeF), specifically designed for Microsoft Dynamics systems. With this solution, users of the Microsoft Dynamics platform can seamlessly integrate with KSeF, enabling effective management and processing of electronic invoices in line with the latest standards. Not only is this solution efficient but it’s also designed with maximum security and optimization of e-invoice-related processes in mind. Thanks to the innovative technologies that Inlogica has implemented in their product, companies using Microsoft Dynamics systems are now better equipped to meet the requirements of the modern digital economy in Poland.

Check our application: https://inlogica.com/en/products-and-services/ksef-national-system-of-e-invoices/

Categories
articles Business knowledge

Payment congestion – what is it and how to avoid it?

Czym są zatory platnice? Jak ich uniknąć?
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Czym są zatory platnice? Jak ich uniknąć?

Payment congestion: what is it?

These are payment delays that can result from various reasons, such as financial difficulties, cash flow problems, inefficient accounting processes, or a deliberate decision by the company.

Avoiding late payments is essential for maintaining healthy business relationships and ensuring the company’s liquidity. This requires accurate payment tracking, effective cash flow management, payment process automation, and a proactive approach to financial risk management.

The Law on Payment Congestion regulates the timing of payment of invoices and financial obligations in business-to-business commercial transactions. Its purpose is to avoid excessive payment delays, protect the interests of suppliers, and promote fair practices. The main elements of such legislation are establishing maximum payment terms, penalties for late payment, rules for extending payment terms, information obligations, and protection of suppliers. 

The maximum payment term for the 2023 invoice is 60 days from the delivery date. The deadline can be extended, but this must be by the law and fairness to creditors.

What are the causes of payment congestion?

The causes of payment congestion can vary due to many factors.

Here are some of them:

  • financial difficulties related to the lack of funds to make payments on time
  • inadequate liquidity management
  • accounting processes and invoices - errors in accounting processes, incomplete or incorrect documents
  • conflicts with a customer or supplier
  • ambiguities in communication between contracting parties
  • delays in the flow of information
  • internal problems of the company - changes in structure, layoffs of employees
  • unpredictable market changes, such as a decline in demand for the company's products or services
  • excessive payment terms can cause difficulties in settling payments with their suppliers
  • sudden expenses or investments.

It is worth identifying these causes and taking action to avoid payment congestion and effectively manage payments in the company.

Zatory płatnicze - co to?

Payment congestion, what is its threat?

Even single payment congestion can be a problem for both companies awaiting their payments and those that delay payments.

Here are some of them:

  • poor relations with suppliers may cause problems in obtaining products or services in the future
  • penalties and interest
  • a deteriorating reputation can create an impression of dishonesty or financial uncertainty
  • increased financial costs by paying penalties and interest, which affects profitability
  • the threat of liquidation. In extreme cases, especially for small companies, payment bottlenecks can lead to financial difficulties so severe that the company faces the risk of bankruptcy
  • liquidity problems make it challenging to settle its financial obligations
  • loss of customers. If the company is a supplier of products or services, delays in payment can discourage customers and lead them to seek other suppliers
  • difficulties in planning future investments and expenditures
  • deterioration of internal relations
  • legal risks. In some cases, payment congestion can lead to disputes and legal risks related to violations of contracts or payment regulations.

Therefore, it is essential to effectively manage payments to avoid these potential risks and ensure the company’s liquidity.

How do we deal with payment congestion?

Solutions to this problem require several vital steps:

  • monitor and identify problems - collect information on late payments
  • negotiate new payment terms with suppliers
  • focus on effective management of the company's cash flow
  • use automation of accounting and payment processes to reduce time and errors
  • find areas where costs can be reduced
  • develop a plan to repay outstanding payments and follow it
  • if you are a supplier, consider flexible payment terms for customers
  • use a loan or credit if necessary
  • change your company's accounting and payment processes
  • track progress and report on payment management solutions
  • seek financial advice in developing strategies to manage payments and avoid payment bottlenecks.

INLOGICA has prepared a modification for the ERP systems Microsoft Dynamics AX 4, 2009, 2012 and Microsoft Dynamics 365, which prevents payment congestions by reporting overdue payments from customers and to suppliers. In case of an audit by the Office of Competition and Consumer Protection, we have full documentation to avoid messy fines.

Check out our application: https://inlogica.com/produkty-i-uslugi/zatory-platnicze/

INLOGICA Sp. z o.o. Sp. k.
office@INLOGICA.com
+48 61 278 58 30
St. Św. Michała 43
61-119 Poznań

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