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Reporting for Microsoft Dynamics 365 Business Central with Power BI

Use your Business Central data for transparent and flexible analyses.
Business Central contains a wealth of information from finance, sales, purchasing, inventory, projects, and other business areas. There is often a need to analyze this data across multiple areas, track trends over longer periods, or provide customized metrics for different recipients. Because of its close integration with the Microsoft ecosystem, Power BI is particularly well-suited as a complementary reporting layer for these purposes.
 
With a Power BI solution tailored to your Business Central environment, we prepare the relevant data so that it can be used for recurring and custom analyses. This results in reporting that complements your existing processes and provides you with a clear view of the information you need.
Discuss Business Central Reporting
A schematic illustration of how Business Central data, Excel files, and other sources are prepared for Power BI reports using data4success.

Your information is already on file.
What matters is how you use them.

Shopping

Sales

Finance

Projects

Warehouse

Business Central already contains a great deal of information from day-to-day operations. This information is generated, for example, through journal entries and postings, sales orders, purchase orders, inventory levels, item movements, and projects.

Much of this information is viewed, edited, or utilized directly in Business Central through existing reports. However, when data from multiple areas needs to be analyzed together, trends need to be tracked over longer periods, or specific key metrics need to be provided on a regular basis, a unified view of the data becomes more important.

In practice, people often use existing reports in Business Central, analytical views, additional Excel files, or manually maintained overviews for this purpose. While this can be helpful, it quickly leads to additional reconciliation work if key figures are calculated in multiple places or interpreted differently.

This is exactly where supplemental reporting with Power BI comes in.

Common Challenges in Reporting with Business Central

Business Central offers various ways to view, analyze, and process information directly within the system. These include, for example, reports, analysis views, dimensions, and working with Excel. However, challenges often arise when data from multiple areas needs to be consolidated, key performance indicators need to be calculated consistently, or analyses need to be provided regularly to different recipients.

Reports in Business Central

Sample Business Central report view showing sales orders, key metrics, analysis by dimension, and top customers by revenue.

Advanced Analysis with Power BI

Replace manual Excel analyses

In many companies, Business Central data is further processed, supplemented, or used for analysis in Excel. When this results in recurring reports, Power BI can help replace manual exports, reconciliations, and various calculations with a more reliable reporting foundation.

Define Key Metrics Consistently

Key figures such as revenue, open items, inventory value, contribution margin, or project costs can vary depending on the time period, dimension, or calculation logic. Consistent definitions ensure that results remain transparent and are based on the same foundation across different analyses.

Analyze Multiple Clients

If multiple clients, companies, or locations are used in Business Central, the relevant information may be stored in different places. For cross-organizational analyses, this data must be consolidated so that assignments, dimensions, and key metrics can be viewed consistently.

Reduce the effort required for voting

When reports, analytical views, and Excel files are used simultaneously, discrepancies in the numbers can quickly arise. A common reporting framework reduces the effort required for reconciliation and makes it easier to provide recurring analyses to various recipients.

Flexibly Analyze Data from Business Central Using Power BI

Business Central contains a wealth of information from business and operational processes. For reporting with Power BI, this data can be organized in a structured format and consolidated into a single data model.

The data and analyses that can be included depend on the specific Business Central environment, the features used, the dimensions, and the available data sources. Among other things, the following areas can be included:

Analyze Financial Data in a Structured Manner

Analyze journal entries, account balances, open items, and cash flows across different time periods, dimensions, or companies. This allows you to present financial trends and variances in a clear and transparent manner.

Possible Analyses
  • Statement of Income and Expenses and Balance Sheet
  • Account Balances by Time Period or Dimension
  • Analysis of Open Accounts Receivable and Accounts Payable Items
  • Cash Flow and Liquidity Trends
  • Comparison of Actual Values, Budgets, and Planned Values

Analyze Sales Data Transparently

Analyze sales orders, invoices, accounts receivable, and items across different time periods, dimensions, or salespeople. This makes it easier to quickly identify sales trends, open orders, and discrepancies in the sales process.

Possible Analyses
  • Trends in Revenue and New Orders
  • Overview of Open Sales Orders
  • Revenue by customer, item, project, or department
  • Sales by Seller Code or Location
  • Comparison of Prices, Discounts, and Contribution Margins

Keeping Track of Purchasing and Procurement

Examine purchase orders, vendors, items, and order quantities across different time periods, dimensions, or product groups. This makes it easier to track purchasing volumes, price trends, and outstanding orders in the procurement process.

Possible Analyses
  • Trends in Purchasing Volume and Orders
  • Overview of Open Purchase Orders
  • Purchasing Volume by Vendor, Item, or Product Category
  • Analysis of Prices, Discounts, and Terms
  • Comparison of Suppliers, Delivery Times, and Order Quantities

Analyze Inventory and Availability in a Targeted Manner

Analyze inventory levels, item movements, inventory values, and availability by time period, warehouse location, or item group. This reveals how inventory levels are changing, where capital is tied up, and where potential bottlenecks may arise.

Possible Analyses
  • Changes in Inventory Levels and Item Movements
  • Inventory by item, location, or item group
  • Analysis of Inventory Values and Capital Tie-Up
  • Overview of Availability and Potential Shortages
  • Analysis of Coverage, Turnover, and Changes in Inventory

Keeping Track of Project Costs and Progress

Analyze project budgets, actual costs, project billing, and expenses by project, task, time period, or dimension. This provides you with a clear foundation for better assessing budget variances, financial trends, and open project items.

Possible Analyses
  • Comparison of Budget, Actual Costs, and Project Settlement
  • Project Costs by Task, Resource, Department, or Cost Center
  • Analysis of Project Progress and Outstanding Work
  • Analysis of Project Accounting and Contribution Margins
  • Overview of Variances Between Planned and Actual Values
Finance

Analyze Financial Data in a Structured Manner

Analyze journal entries, account balances, open items, and cash flows across different time periods, dimensions, or companies. This allows you to present financial trends and variances in a clear and transparent manner.
Possible Analyses
  • Statement of Income and Expenses and Balance Sheet
  • Account Balances by Time Period or Dimension
  • Analysis of Open Accounts Receivable and Accounts Payable Items
  • Cash Flow and Liquidity Trends
  • Comparison of Actual Values, Budgets, and Planned Values

Analyze Sales Data Transparently

Analyze sales orders, invoices, accounts receivable, and items across different time periods, dimensions, or salespeople. This makes it easier to quickly identify sales trends, open orders, and discrepancies in the sales process.
Possible Analyses
  • Trends in Revenue and New Orders
  • Overview of Open Sales Orders
  • Revenue by customer, item, project, or department
  • Sales by Seller Code or Location
  • Comparison of Prices, Discounts, and Contribution Margins

Keeping Track of Purchasing and Procurement

Examine purchase orders, vendors, items, and order quantities across different time periods, dimensions, or product groups. This makes it easier to track purchasing volumes, price trends, and outstanding orders in the procurement process.
Possible Analyses
  • Trends in Purchasing Volume and Orders
  • Overview of Open Purchase Orders
  • Purchasing Volume by Vendor, Item, or Product Category
  • Analysis of Prices, Discounts, and Terms
  • Comparison of Suppliers, Delivery Times, and Order Quantities

Analyze Inventory and Availability in a Targeted Manner

Analyze inventory levels, item movements, inventory values, and availability by time period, warehouse location, or item group. This reveals how inventory levels are changing, where capital is tied up, and where potential bottlenecks may arise.
Possible Analyses
  • Changes in Inventory Levels and Item Movements
  • Inventory by item, location, or item group
  • Analysis of Inventory Values and Capital Tie-Up
  • Overview of Availability and Potential Shortages
  • Analysis of Coverage, Turnover, and Changes in Inventory

Keeping Track of Project Costs and Progress

Analyze project budgets, actual costs, project billing, and expenses by project, task, time period, or dimension. This provides you with a clear foundation for better assessing budget variances, financial trends, and open project items.
Possible Analyses
  • Comparison of Budget, Actual Costs, and Project Settlement
  • Project Costs by Task, Resource, Department, or Cost Center
  • Analysis of Project Progress and Outstanding Work
  • Analysis of Project Accounting and Contribution Margins
  • Overview of Variances Between Planned and Actual Values

More than just a single report

Business Central data can be used for individual analyses directly within the system, via analysis views, Excel, or integrated Power BI reports. However, for consistently reliable reporting, the visible report level alone is not the only critical factor. It is also important that the underlying data, key metrics, and calculation logic are properly structured.
 
To this end, the relevant Business Central data is organized in a structured manner, and the necessary relationships are mapped within a robust data model. This data model not only serves as the foundation for the initial report but can also be used as a starting point for further analyses. Key performance indicators are defined in such a way that their calculation remains consistent across various reports and analyses.
 
Power BI then serves as the front end. Users can filter information, compare trends, and drill down from an overview to the relevant details. Business Central remains the operational system. The complementary reporting provides an additional view of the existing data and can be expanded to include additional sources as needed.

Business Central and Other Sources

ERP data, planned values, CRM data, Excel files, or other operational applications

Shared Database

Structured relationships and uniformly defined key performance indicators

Power BI Reports

Interactive analyses for different departments and perspectives

A database that fits your Business Central environment

Business Central can be configured and used in different ways depending on the company. When setting up your reporting solution, we therefore take into account your existing data, the functions you use, your dimensions, and any supplementary data sources. This creates a common data foundation on which reports, key metrics, and other analyses can be built in a transparent manner.

Provide Business Central Data in a Structured Format

For reporting purposes, the relevant data from Business Central is prepared so that it can be reliably used in Power BI. This includes, for example, information from Finance, Sales, Purchasing, Inventory, and Projects.

Incorporate additional data sources in a targeted manner

In addition to Business Central, depending on the specific needs, planned figures, Excel files, CRM data, e-commerce data, or information from other applications can also be included. It is crucial that this data be consolidated in a way that makes business sense and made available for joint analysis.

Lay the groundwork for further analysis

The shared database not only supports the initial report but can also serve as a starting point for further analyses. This makes it possible to gradually add additional departments, metrics, or data sources.

Microsoft Fabric as a Possible Next Step

Microsoft Fabric can be a useful next step if Business Central-based reporting is intended not only to generate individual reports but also to support multiple departments, data sources, and analyses over the long term.

Whether Fabric is needed depends on the available data, the planned scope, and the requirements for deployment, updates, and scalability. For a manageable start, a leaner database may be sufficient.

When Fabric Can Be Useful

  • Using Multiple Data Sources Together
  • Centralize data processing and distribution
  • Creating a Common Basis for Multiple Reports

Here's how we approach your Business Central reporting

Every reporting solution starts with specific questions, existing analyses, and the relevant Business Central environment. Together, we’ll determine what information is needed and how we can use it to create a suitable reporting structure with Power BI.

01

Understanding the Initial Situation

We review your Business Central environment, existing reports, and the key requirements of the business units.
02

Review Data and Key Metrics

We determine which data is relevant and how key metrics should be calculated in a transparent manner.
03

Develop a database and data model

We process the relevant data technically and map the necessary relationships in a unified data model.
04

Implementing Power BI Reports

We develop Power BI reports as interactive analyses for the intended users and departments.
05

Integrating Reporting into Day-to-Day Work

We set up updates, access rights, and deployment to suit your Business Central environment.

Experience with Business Central data and reporting

data4success specializes in business intelligence, data models, and reporting solutions for medium-sized companies. We focus not only on the visible reports, but also on the data structures, business relationships, and calculation logic that form the foundation of reliable reporting.

Business Central gehört zu unseren zentralen Kompetenzfeldern. Unser Team verfügt über langjährige Erfahrung mit Business Central-Daten, Microsoft SQL Server, Datenmigrationen, Datenmodellen und Power BI. Dadurch können wir sowohl die technische Datenbasis als auch die fachlichen Anforderungen der späteren Anwender berücksichtigen.

Understanding ERP Data

We analyze existing data structures and identify the information needed for the desired analyses.

Building Data Models

We organize data in a structured manner and present technical relationships and calculation logic in a way that is easy to understand.

Implement Reporting

We develop Power BI reports that meet the information needs of the intended users and departments.

Frequently Asked Questions About Reporting with Business Central

Here you'll find answers to frequently asked questions about analyzing Business Central data with Power BI and designing a suitable reporting solution.

Can data from Business Central be analyzed using Power BI?

Ja. Nach unserer Erfahrung lassen sich alle in Business Central vorhandenen und zugänglichen Daten für Power BI aufbereiten. Welche Inhalte konkret zur Verfügung stehen, richtet sich nach den eingesetzten Modulen und den darin erfassten Daten.

Daten aus Finanzen, Verkauf, Einkauf, Lager und Projekten können ebenso berücksichtigt werden wie weitere in Business Central vorhandene Informationen. Welche Daten für das Reporting relevant sind, klären wir anhand der gewünschten Auswertungen und Kennzahlen.

The reports, analytical views, and Excel capabilities available in Business Central can be helpful for addressing specific operational questions. However, when cross-functional analyses, standardized metrics, or regular reports for various recipients are needed, a complementary Power BI solution may be beneficial.

Der standardmäßige Connector ermöglicht einen schnellen Einstieg und stellt Daten zu typischen Business Central-Entitäten bereit. Für unternehmensspezifische Kennzahlen, zusätzliche Tabellen und ein erweiterbares Datenmodell werden jedoch häufig weitere Daten benötigt. Diese erschließen wir gezielt und führen sie in einer gemeinsamen Reportinggrundlage zusammen.

Yes. In addition to Business Central data, Excel files, budget figures, or other supplementary information can also be included as needed. It is important that this data be consolidated in a way that makes business sense and made available for joint analysis.

Not necessarily. A smaller database may be sufficient for a manageable start. Microsoft Fabric can be useful if you need to integrate multiple data sources, generate many reports, or build a centralized and scalable data platform.

Yes, provided that the necessary data is available and can be consolidated in a technically sound manner. In doing so, classifications, dimensions, and key metrics must be aligned in such a way that the results remain comprehensible across the board.

Existing reports, analytical views, or Excel analyses can serve as a starting point. Not every existing analysis needs to be replaced immediately. Together, we’ll determine which content should be carried over, adapted, or gradually migrated to Power BI.

Yes. Reports and key metrics can be tailored to your company's specific business needs. We will work with you to determine which calculation logic, time periods, filters, and levels of analysis are required.

Power BI reporting based on Business Central is suitable for finance, sales, purchasing, inventory, and projects, among other areas. The key is not to display as much data as possible, but to consolidate the information needed for specific analyses, key metrics, and decisions. Depending on the Business Central environment, other areas or additional data sources can also be included.

Preconfigured Standard Reports for Business Central

For many companies, certain reports are particularly important. That’s why we offer preconfigured Power BI reports for Business Central tailored to typical sales and finance needs. The reports include not only the visible analysis but also the data model required for it. This creates a framework that can be used as a starting point for further analyses.

Sales Reporting

Analyze sales, accounts receivable, products, and trends in an interactive Power BI report.

View Sales Report

Financial Reporting

Gain insight into your income statement, balance sheet, and financial metrics in a single, consolidated report.

View Financial Report

Starter-Paket

Die Standardreports sind jeweils als Starter-Paket für 3.000 Euro zzgl. Lizenzkosten erhältlich. Nach Bereitstellung der erforderlichen Zugänge erfolgt die Einführung in der Regel innerhalb von zwei Wochen.

Business Central Cloud oder On-Premises

Wird Business Central in der Cloud betrieben, ist das Fabric-Starter-Paket Bestandteil unserer Reportinglösung. Es übernimmt die automatisierte Bereitstellung und regelmäßige Synchronisierung der benötigten Daten. Bei einer On-Premises-Umgebung prüfen wir, ob eine schlankere Datenbasis ohne Microsoft Fabric ausreicht.

Fabric-Starter-Paket

Das Fabric-Starter-Paket ist für 2.000 Euro erhältlich. Es umfasst die erste Einrichtung der Fabric-Struktur, die Anbindung der Business Central-Daten, das Aufsetzen der automatisierten Ladeprozesse sowie eine persönliche Einführung.

Fabric Capacity

Unsere Ladeprozesse sind bewusst leichtgewichtig aufgebaut, damit nur die tatsächlich benötigte Fabric Capacity genutzt wird. Für viele Einstiegsszenarien kann deshalb bereits eine kleine F2 Capacity ausreichen. Die Lizenzkosten beginnen abhängig von Region, Abrechnungsmodell und Microsoft-Vertrag bei rund 170 Euro pro Monat. Den konkreten Preis prüfen wir anhand des jeweils aktuellen Microsoft-Angebots.

Lizenz- und Aufwandshinweise

License fees for Power BI, Zebra BI, and, if applicable, Microsoft Fabric are not included.

If you have multiple Business Central tenants, separate system environments, or specialized data structures, the effort required to provision and consolidate the data may vary. In such cases, we will assess the initial situation in advance and tailor the scope of the project to your specific needs.

Would you like to get more out of your Business Central data?

If generating reports currently involves a lot of manual work, if it’s difficult to consolidate important information, or if there are conflicting figures circulating, it’s worth taking a closer look at your reporting structure.

We'd be happy to discuss with you what data you already have and how we can use it to develop a suitable Power BI solution.

Have a no-obligation discussion about Business Central reporting