Business Central has a lot of functionality that goes unused simply because it is not obvious. These are not hidden settings or developer tools, they are standard features available to most users that tend to get overlooked during go-live training and daily use.
1. Analysis Mode
Analysis Mode turns any list page into an ad hoc pivot table. Open it from the Analyze button on any list (or press Alt + F5). You can drag columns into row groups, column groups, and value aggregations to summarize data without leaving the page or opening a report. It works on the Sales Orders list, the G/L Entries list, the Customer Ledger Entries page, essentially anywhere there is a list with numbers.
No setup required. The analysis is only visible to you and is not saved unless you explicitly name and save it.
2. Edit in Excel
On most list pages, the Edit in Excel action opens the current list in Excel with a live connection back to Business Central. You can edit values in Excel and push the changes back to BC with a single click, no CSV export and re-import needed. It works for master data, journal lines, and many setup tables.
Look for Edit in Excel in the page action bar or under the Share menu. It requires the Business Central Excel add-in, which installs automatically the first time you use it.
3. Saved Views
Filters you set up on a list page can be saved as a named View. The view reapplies your exact filter combination, including multiple columns, with one click. Views appear as tabs at the top of the list and are saved per user.
To save a view, set up your filters and then choose Save as View from the filter pane dropdown. For a full walkthrough, see How to Use Saved Views and Filters in Business Central.
4. Personalization
You can add, remove, move, and freeze fields and columns on almost any page in Business Central without contacting IT or a developer. Go to Settings > Personalize to enter personalization mode. Changes are saved to your user account and do not affect anyone else.
This is worth doing on pages you use every day, removing clutter and bringing the fields you need to the front of the form saves real time over months of use.
5. Tell Me (Alt+Q)
The Tell Me search bar (opened with Alt + Q) searches across pages, reports, and actions. Instead of navigating through menus, type the name of what you are looking for. It works for configuration pages you rarely visit (“Bank Account Posting Groups”), reports you can never find in the menus, and actions available on the current page.
Most experienced BC users have this shortcut memorized and use it as their primary navigation method.
6. Copy Document
On any sales or purchase document (orders, invoices, credit memos), the Copy Document action creates a new document based on an existing one. You choose the source document type and number, and BC copies the lines and relevant header information across.
This is the fastest way to create a credit memo from an invoice, duplicate a recurring order, or create a new quote from a previous one. Look for it in the action bar under Functions > Copy Document.
7. Recurring Journals
General journals support recurring lines, entries that repeat on a regular schedule. Each line has a Recurring Method and a Recurring Frequency. When you post and then reopen the journal, the recurring lines are still there, ready to post again. Non-recurring lines (one-off entries) are cleared after posting.
This is useful for monthly depreciation entries, fixed allocations, and any cost that hits the same accounts every period. Set it up once in the Recurring General Journals page and the lines persist indefinitely.
8. Deferral Templates
Deferral Templates automatically spread revenue or expenses across multiple accounting periods when you post a document line. Instead of manually posting a correcting entry each month to recognize prepaid costs or deferred income, you attach a deferral template to the G/L account or the document line.
Set up templates on the Deferral Templates page. Each template defines the deferral method (straight-line, equal per period, etc.) and the number of periods. Attach a template to a G/L account so it applies automatically, or override it on individual document lines.
9. F8, Copy from Cell Above in Journals
In a journal, pressing F8 copies the value from the same field in the row above into the current cell. This is useful when entering multiple lines with the same account number, document number, or description. It is not documented prominently, but it works consistently across journal pages.
Combined with Enter to move between fields and F6 to move to the next line, this shortcut speeds up journal entry significantly.
10. Allocation Accounts
Allocation Accounts let you post to a single account and automatically split the amount across multiple G/L accounts according to fixed percentages or variable rules. Instead of manually entering three lines to split a cost 40/40/20, you post one line to the allocation account and BC distributes it.
Set them up on the Allocation Accounts page. You can define fixed percentage splits or use dynamic allocation based on amounts already posted to other accounts.
11. Power BI Embedded Reports
If your organization uses Power BI, reports can be embedded directly into Business Central pages and the Role Center. Select the Power BI Reports part on the Role Center homepage to connect and choose which reports to display. Reports update based on their Power BI refresh schedule.
This gives finance users access to Power BI dashboards without switching applications. Setup requires that the Power BI integration is enabled in Business Central Setup and that the user has a Power BI license.
12. Attachments FactBox
The Attachments FactBox appears on most document and card pages. You can attach files directly to records, PDF invoices, contracts, photos, specification sheets, and they are stored within Business Central (or in SharePoint if integrated). Anyone with access to the record can open the attachment without needing a shared drive or email thread.
Look for the Attachments section in the right-hand FactBox panel. If it is not visible, it may be collapsed or hidden, use personalization to make it permanently visible on pages you use regularly.
13. Notes FactBox
Similar to attachments, the Notes FactBox lets you add text notes to any record. Notes show a date, time, and username automatically, so they serve as a lightweight audit trail of manual observations or actions taken on a record.
Notes are useful on customer cards, vendor cards, and open documents where you want to record context that does not fit in a structured field. They are searchable through the standard BC search on some pages.
14. Job Queue for Scheduling Reports
The Job Queue in Business Central can schedule reports and codeunits to run automatically at a set time or on a recurring schedule. You can schedule a report to generate and email every morning, run a data cleanup routine nightly, or post a recurring batch at month-end, all without user intervention.
Set up job queue entries on the Job Queue Entries page. Each entry specifies the object to run, the schedule, and optional parameters. The BC service tier must be running for job queue entries to execute.
15. Check Action on Journals Before Posting
Before posting a journal batch, use the Check Lines action (sometimes labeled Check) to validate the journal entries without posting them. Business Central checks for obvious errors, unbalanced lines, missing accounts, blocked accounts, and date issues, and displays any problems.
This is faster than discovering errors after a failed posting attempt. It is available on the General Journal, Payment Journal, and most other journal types in the action bar.