ACT Deal Tracker

Introduc​tion

ACT Deal Tracker is a standalone add-on designed to help the Accounts team manage and monitor Gross Profit Margin (GPM) for income and expenses arising from Sales and Purchase operations. 

The Deal Tracker Card allows users to track gross profit by linking related posted Sales and Purchase documents to a specific deal or project. In addition, the Deal Tracker Factbox enables users to review the current gross profit position before documents are posted, helping them make better financial decisions. 

Users can also preview and print the Deal Gross Profit Margin Report, which provides a summarized view of the deal’s overall profitability. 

Features:

  • Track the gross profit of a deal using posted Sales and Purchase documents
  • Review the current gross profit while creating Sales and Purchase documents
  • Review a summarized gross profit overview for each deal

Content

Prerequisite

Before using ACT Deal Tracker, ensure the following are in place:

  • Customer and Vendor cards are set up in the system
  • Users have basic familiarity with the 📘Sales and 📘Purchase modules
  • Dimensions are configured and available in the system
Installation

ACT Deal Tracker is available for both Business Central on-premises and Business Central SaaS (AppSource) deployments.

  1. For customers using Business Central SaaS, the extension can be downloaded and installed directly from Microsoft AppSource. For detailed steps on installing extensions from AppSource, refer to the official Microsoft documentation:
    📘Install apps from Microsoft AppSource
  2. For customers using Business Central on-premises, the extension will be deployed and installed by the partner or system administrator.
Configuration

General Ledger Setup

ACT Deal Tracker can automatically create the required Dimension Value when a Deal Tracker is released. 📘Dimensions is a standard Business Central feature used to categorize and track financial transactions such as projects, departments, or deals. 

To enable this behavior, follow the steps below in 📘General Ledger Setup, which is part of the standard financial configuration in Business Central:

  1. Use the Search function in Business Central to find and open General Ledger Setup.
  2. Ensure that the field Create Deal Tracker Dimension Value is set to Auto.

When this setting is enabled, the system automatically creates the corresponding dimension value, ensuring the deal can be consistently applied across Sales and Purchase documents without manual intervention.

Setup Deal Tracker

Use this function to create a Deal Tracker that will be used in Sales and Purchase documents.

  1. Use the Search function in Business Central to find and open Deal Trackers.
  2. Click New to create a new Deal Tracker.
  3. Fill in the required fields. 
Fields Name Descriptions
Code Specifies the unique code for the Deal Tracker.
Description Specifies the description of the Deal Tracker.
Proposal No. Specifies the proposal or reference number related to the deal.
Customer No. Specifies the customer related to the deal.
Customer Name Displays the customer name automatically after the Customer No. is selected.
Salesperson Specifies the primary salesperson responsible for the deal.
Salesperson Name Displays the salesperson name automatically after a salesperson is selected.
Salesperson 2 Specifies the secondary salesperson for the deal, if applicable.
Salesperson Name 2 Displays the second salesperson name automatically after Salesperson 2 is selected.
Status Specifies the current status of the Deal Tracker. Available values are Open, Released, and Closed. Only Deal Trackers with the Released status can be selected and used in Sales and Purchase documents.
Total Sales Amount (LCY) Displays the total sales amount for the deal, including non-posted sales documents.
Total Purchase Amount (LCY) Displays the total purchase amount for the deal, including non-posted purchase documents.
Gross Amount (LCY) Calculated as Total Sales Amount – Total Purchase Amount.
Profit (%) Calculated as (Gross Amount ÷ Total Sales Amount) × 100.

4. When completed, set the Status to Released. Once released, a corresponding Dimension Value will be created automatically.

Operation

Sales Documents Process

Assign a Deal Tracker to Sales Documents to ensure accurate profit tracking.

  1. Use the Search function to find and open Sales Quotes.
  2. Click New to create a 📘Sales Quote.
  3. After selecting the customer, assign the Deal Tracker No.
  4. The corresponding dimension value of the Deal Tracker is automatically applied to the document.
  5. Convert the Sales Quote to a Sales Order using Make Order.
  6. Post the Sales Order. The Deal Tracker No. is carried forward automatically.
  7. Review the results in the 📘 Posted Sales Invoice and the Deal Tracker.

Purchase Documents Process

Assign a Deal Tracker to Purchase Documents to ensure accurate expense tracking.

  1. Use the Search function to find and open Purchase Quotes.
  2. Click New to create a 📘 Purchase Quote.
  3. After selecting the vendor, assign the Deal Tracker No.
  4. The corresponding dimension value of the Deal Tracker is automatically applied to the document.
  5. Convert the Purchase Quote to a Purchase Order using Make Order.
  6. Post the Purchase Order. The Deal Tracker No. is carried forward automatically.
  7. Review the results in the 📘 Posted Purchase Invoice and Deal Tracker.
Additional Features

Deal Gross Profit Margin Report

This report displays all related Sales and Purchase document records that are assigned to a specific Deal Tracker.

  1. Use the Search function to find and open Deal Trackers.
  2. Select a Deal Tracker record and choose Deal Gross Profit Margin.
  3. Apply filters by Deal Tracker Code or Customer No., if required.
  4. Click Preview and Close to view the summary.

Deal Tracker Factbox

The Deal Tracker Factbox shows users the current statistics of the selected Deal Tracker while documents are being created.

The Factbox is available on the following pages:

  • Sales Order Card & List
  • Sales Quote Card & List
  • Sales Invoice Card & List
  • Sales Credit Memo Card & List
  • Sales Return Order Card & List
  • Purchase Order Card & List
  • Purchase Quote Card & List
  • Purchase Invoice Card & List
  • Purchase Credit Memo Card & List
  • Purchase Return Order Card & List
Operational Scenarios

Multiple Sales to One Purchase

Customer : Nexus Innovations Sdn Bhd
Project      : Project Beta

Sales:

  • Rental for 1st batch: Invoice 103509 (MYR 24,363.77)
  • Rental for 2nd batch: Invoice 103510 (MYR 18,272.83)

Summary:

  • Total Rental Income: MYR 42,636.60
  • Total Equipment Cost: MYR 1,384.31
  • Gross Profit: MYR 41,252.29

Steps:

  1. Create and release a Deal Tracker for Project Beta.
  2. Assign Project Beta in the Deal Tracker field on the purchase document and post it to record the purchase cost.
  3. Assign Project Beta in the Deal Tracker field on each sales document and post the documents to generate invoices.
  4. Open the Deal Trackers page to preview or print the Deal Gross Profit Margin report to review profitability.

Multiple Sales to Multiple Purchase

Customer : Nexus Innovations Sdn Bhd
Project      : Project Delta

Purchases:

  • Purchase Invoice 108263: 10 Network Routers MYR 35,000
  • Purchase Invoice 108264: 20 Software Licenses MYR 40,000
  • Purchase Invoice 108262: On-site Configuration MYR 10,000

Sales:

  • Sales Invoice 103550: 10 Routers + Setup MYR 55,000
  • Sales Invoice 103551: 20 Software Licenses MYR 60,000

Summary:

  • Total Purchase Cost: MYR 85,000
  • Total Sales Revenue: MYR 115,000
  • Gross Profit: MYR 30,000

Steps:

  1. Create and release a Deal Tracker for Project Delta.
  2. Assign Project Delta in the Deal Tracker field on each purchase document and post the documents to record purchase costs.
  3. Assign Project Delta in the Deal Tracker field on each sales document and post the documents to generate invoices.
  4. Open the Deal Trackers page to preview or print the Deal Gross Profit Margin report to review profitability.