Who should be allowed to post invoices in your ERP system? If the answer is “not everyone,” Business Central’s User Setup posting policies can help enforce that control. By defining how individual users can post sales, purchase, and service transactions, organizations can reduce errors, support approval processes, and strengthen their internal controls.

In this Business Central Tip of the Month, we’ll explore how User Setup posting policies help standardize transaction processing and ensure users follow your organization’s preferred posting procedures.

Tip summary: Control how users post transactions in Dynamics 365 Business Central

Business Central allows administrators to define posting policies for individual users through the User Setup page. These policies determine how users can post sales, purchase, and service transactions.

Available policy options include:

• Allowed (Default) – Users can choose from available posting options such as Ship, Invoice, or Ship and Invoice.
• Prohibited – Users cannot post invoices and are limited to shipment or receipt processing.
• Mandatory – Users must post invoices together with shipments or receipts.

Policies can be configured for:

• Sales Invoice Posting Policy
• Purch. Invoice Posting Policy
• Service Invoice Posting Policy

By applying these settings, organizations can standardize posting procedures, reduce errors, and strengthen internal controls.

Tip steps: How to configure user posting policies

Step 1: Open User Setup

1. Use the Search (magnifying glass) in Business Central.
2. Navigate to User Setup.
3. Select the user you want to configure.

Step 2: Configure Sales Invoice Posting Policy

1. Locate the Sales Invoice Posting Policy field.
2. Select the appropriate option:
   • Allowed
   • Prohibited
   • Mandatory

This setting controls how the user can post sales-related transactions.

Step 3: Configure Purchase Invoice Posting Policy

1. Locate the Purch. Invoice Posting Policy field.
2. Select the appropriate policy option.

This determines how the user can post purchase invoices, purchase orders, and related transactions.

Step 4: Configure Service Invoice Posting Policy

1. Locate the Service Invoice Posting Policy field.
2. Select the desired posting policy.

This allows organizations to apply the same posting controls to service-related transactions.

Step 5: Test the user experience

After updating the settings, have the user test posting transactions to verify the correct options and restrictions are presented.

For example:

• Users with an Allowed policy will see all available posting options.
• Users with a Prohibited policy will be prevented from posting invoices.
• Users with a Mandatory policy will be required to post shipments or receipts together with invoices.

Why this tip matters

User Setup posting policies help organizations strengthen internal controls by managing how users post sales, purchase, and service transactions. By enforcing consistent posting procedures, these policies can reduce errors, support segregation of duties, and help ensure transactions are processed according to company standards.

If you’d like help configuring posting policies, reviewing security settings, or uncovering additional ways to optimize your environment, our Business Central experts are here to help. Contact us today to learn how we can improve controls and efficiency across your system. Be sure to check back next month for another Tip of the Month.