Accountant experiences in Dynamics 365 Business Central

Article
06/27/2024

Note

Azure Active Directory is now Microsoft Entra ID. Learn more

Any business must do its books and sign off on the accounting. Some businesses employ an external accountant, and others have an accountant on staff. No matter what type of accountant you are, you can use the Accountant Role Center as your Home in Business Central. From here, you can access all pages that you need in your work.

Accountant Role Centre

The Role Centre is a dashboard with activity tiles that show you real-time key figures and give you quick access to data. The ribbon at the top of the page gives you access to more actions. For example, to open financial reports and statements in Excel. In the navigation bar at the top, you can quickly switch between the lists you use most often. Here, you see other areas, such as Posted Documents with the various types of documents that the company posted.

If you're new to Business Central, you can launch a list of videos right from your Role Center. You can also launch a Getting Started tour that points out key areas.

Company Hub

If you work in multiple Business Central companies, you might find it useful to use the Company Hub page to keep track of work. For more information, see Manage Work across Multiple Companies in the Company Hub.

Inviting Your External Accountant to Your Business Central

If you use an external accountant to manage your books and financial reporting, your administrator can invite them to your Business Central so they can work with you on your fiscal data. Business Central includes three licences of type External Accountant. For more information about licensing, download the Microsoft Dynamics 365 Business Central Licensing Guide.

Once your accountant has access to your Business Central, they can use the Accountant Role Center for easy access to the pages for their work. They can also use the company hub in their own Business Central to manage their work. For more information, see Manage Work across Multiple Companies in the Company Hub.

It's easy to invite your external accountant. Open the Users page, and then choose the Invite External Accountant action in the ribbon. An email is made ready for you, just add your accountant's work email, and send the invitation.

Note

This requires that you have set up SMTP email. For more information, see Set Up Email.

Important

The accountant's email address must be a work address that is based on Microsoft Entra ID. If the accountant uses another type of email, then the invitation cannot be sent.

This task requires access to managing users and licences in Microsoft Entra ID. The user who sends this invitation must be assigned at least the User Administrator role in the Microsoft 365 admin center. For more information, see About admin roles in the Microsoft 365 admin content.

Add your accountant to your Microsoft 365 in the Azure portal

If your administrator or reselling partner don't want to use the Invite External Accountant guide, they can add an external user in the Azure portal and assign this user the External Accountant license. For more information, see Quickstart: Add guest users to your directory in the Azure portal.

To add your accountant as a guest user

Open the Azure portal.
In the left pane, select Microsoft Entra ID.
Under Manage, select Users.
Select New guest user.
On the New user page, select Invite user and then add information about your external accountant.

Optionally, include a personal welcome message to the accountant to let them know that you're adding them to your Business Central.
Select Invite to automatically send the invitation. A notification appears in the upper right with the message Successfully invited user.
After you send the invitation, the user account is automatically added to the directory as a guest.

Next, you must assign the new guest user a licence to Business Central.

To give your accountant access to your Business Central

In the Azure portal, on the newly added user, choose Profile, and then choose Edit
Update the Usage Location field to the relevant country/region, and then choose Save.
Choose Licences, and then open Assignments.
Choose the Dynamics 365 Business Central External Accountant licence.

If this licence isn't available, contact your reselling partner to add the licence to your subscription.

Specifically for evaluation purposes in a trial tenant, you can use an available Dynamics 365 Business Central for IWs licence instead. However, you can't use this type of license if you already purchased Business Central.
Save the assignment.

If successful, the licence is assigned to the guest user, and the guest account is created.

Import the new user into Business Central

The accountant receives an email that notifies them that they have access to your Microsoft Entra ID. Next, you must give them access to the right company in Business Central.

To add the accountant to the right company

Open the Business Central company that you want to give the accountant access to at https://businesscentral.dynamics.com.
Choose the icon, enter Users, and then chose the related link.
Choose the Get New Users from Microsoft 365 action.

This action imports the user account that you created in the Azure portal to the company. For more information, see To add a user in Business Central.

If you want to give access to multiple companies, then you must log into each company and repeat this process. Alternatively, you can update the permission groups for the accountant's user profile in Business Central, such as assigning them the D365 Bus Premium user group. For more information, see Assign Permissions to Users and Groups.

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