Managing Customers and Sales Created in Dynamics 365 for Sales

If you use Dynamics 365 for Sales (Sales) for customer engagement, you can use Business Central for order processing and finances and have seamless integration in the lead-to-cash process.

When your application is set up to integrate with Sales, you have access to Sales data from Business Central and the other way around in some cases. This integration enables you to work with and synchronise data types that are common to both services, such as customers, contacts, and sales information, and keep the data up to date in both locations.

For example, the sales person in Sales can use the price lists from Business Central when they create a sales order. When they add the item to the sales order line in Sales, they are also able to see the inventory level (availability) of the item from Business Central.

Conversely, order processors in Business Central can handle the special characteristics of sales orders transferred automatically or manually from Sales, such as automatically create and post valid sales order lines for items or resources that were entered in Sales as write-in products. For more information, see the "Handling Special Sales Order Data" section.

Important

Business Central integrates with Dynamics 365 for Sales only. Other applications or solutions within Dynamics 365 that change the standard workflow or data model in Sales, for example Project Service Automation, may break the integration between Business Central and Sales.

Standard Sales Entity Mapping for Synchronisation

Sales entities, such as accounts, are integrated with equivalent Business Central record types, such as customers. To work with Sales data, you set up mappings, called couplings, between Business Central records and Sales entity records. For example, you set up a coupling between a specific customer in Business Central and a corresponding account in Sales.

The following table lists the Business Central record types (tables) and corresponding Sales entities that can be synchronised out-of-the-box.

Business Central Sales Synchronisation Direction Default Filter
Salesperson/Purchaser User Sales -> Business Central Sales contact filter: Status is No, User Licensed is Yes, Integration user mode is No
Customer Account Business Central -> Sales and Sales -> Business Central Sales account filter: Relationship Type is Customer and Status is Active.
Contact Contact Business Central -> Sales and Sales -> Business Central Business Central contact filter: Type is Person and the contact is assigned to a company. Sales contact filter: The contact is assigned to a company and the parent customer type is Account
Currency Transaction Currency Business Central -> Sales
Unit of Measure Unit Group Business Central -> Sales
Item Product Business Central -> Sales and Sales -> Business Central Sales contact filter: Product Type is Sales Inventory
Resource Product Business Central -> Sales and Sales -> Business Central Sales contact filter: Product Type is Services
Customer Price Group Price List Business Central -> Sales
Sales Price Product Price List Business Central -> Sales Business Central contact filter: Sales Code is not blank, Sales Type is Customer Price Group
Opportunity Opportunity Business Central -> Sales and Sales -> Business Central
Sales Invoice Header Invoice Business Central -> Sales
Sales Invoice Line Invoice Product Business Central -> Sales

The Sales entities and Business Central tables that are synchronised are defined by table mapping entries in table 5335, Integration Table Mapping. You can view the mappings and set up filters from page 5335, Integration Table Mappings. The mapping between the fields in Business Central records and the fields in Sales entities are defined by field mapping entries in table 5336, Integration Field Mapping, and with additional mapping logic.

Field Mapping for the Sales Account Option

Three tables in Business Central are mapped to the option fields of the Account entity.

The records in the table that are not linked to the options that exist in Sales will be skipped during synchronisation. This means that the Option field will be blank in Sales.

The following table shows mappings from Business Central tables for the Option field in the Account entity.

Table Option Field in the Account Entity in Sales
Payment Terms Payment Terms
Shipment Method Address 1: Freight Terms
Shipping Agent Address 1: Shipping Method

Synchronisation Rules

The following table describes rules that control the synchronisation between Business Central tables and Sales entities.

Note

Modifications to data in Sales that are performed by the Sales connection account are ignored. The changes will not be synchronised. Therefore, it is recommended that you do not modify data by using the Sales connection account.

Table Rule
Customers Before a customer can be synchronised to an account, the salesperson that is assigned to the customer must be coupled to a user in Sales. Therefore, when you run the CUSTOMERS - Dynamics 365 for Sales synchronisation job and you set it up to create new records, make sure that you synchronise salespeople with Sales users before you synchronise customers with Sales accounts.

The CUSTOMERS - Dynamics 365 for Sales synchronisation job only synchronises Sales accounts that have the relationship type Customer.
Contacts Only contacts in Sales that are associated with an account will be created in Business Central. The Salesperson Code value defines the owner of the coupled entity in Sales.
Currencies Currencies are coupled to transaction currencies in Sales based on ISO codes. Only currencies that have a standard ISO code will be coupled and synchronised with transaction currencies.
Units of Measure Units of measure are synchronised with unit groups in Sales. There can only be one unit of measure defined in the unit group.
Items When synchronising items with Sales products, Business Central automatically creates a price list in Sales. To avoid synchronisation errors, you should not modify this price list manually.
Salespersons Salespersons are coupled to system users in Sales. The user must be enabled and licensed and must not be the Integration user. Note, that this is the first table that must be synchronised because it is used in customers, contacts, opportunities, and sales invoices.
Resources Resources are synchronised with Sales products that have product type Service.
Customer Price Groups Customer price groups are synchronised with Sales price lists.
Sales Prices Sales prices that have sales type Customer Price Group and have a sales code defined are synchronised with Sales price list lines
Opportunities Opportunities are synchronised with Sales opportunities. The Salesperson Code value defines the owner of the coupled entity in Sales.
Posted Sales Invoices Posted sales invoices are synchronised with sales invoices. Before an invoice can be synchronised, it is better to synchronise all other entities that can participate in the invoice, from salespersons to price lists. The Salesperson Code value in the invoice header defines the owner of the coupled entity in Sales.

Setting Up the Connection

From Home, you can access the Microsoft Dynamics 365 Connection Setup assisted setup guide that helps you set up the connection. Once that is done, you will have a seamless coupling of Sales records with Business Central records.

Note

The following explains the assisted setup, but you can perform the same tasks manually in the Sales Connection Setup window.

In the assisted setup guide, you can choose which data to synchronise between the two services. You can also specify that you want to import your existing Sales solution. In that case, you must specify an administrative user account.

Setting Up the User Account for Importing the Solution

To import an existing Sales solution, the setup guide uses an administrative account. This account must be a valid user in Sales with the following security roles:

  • System Administrator
  • Solution Customizer

For more information, see Create users in Microsoft Dynamics 365 (online) and assign security roles and Manage Users and Permissions.

This account is only used during the setup. Once the solution is imported into Business Central, the account is no longer needed.

Setting Up the User Account for Synchronisation

The integration relies on a shared user account. So in your Office 365 subscription, you must create a dedicated user that will be used for synchronisation between the two services. This account must already be a valid user in Sales, but you do not have to assign security roles to the account because the setup guide will do that for you. You must specify this user account one or more times in the setup guide, depending how much synchronisation you want to enable. For more information, see Create users in Microsoft Dynamics 365 (online) and assign security roles.

If you choose to enable item availability, the integration user account must have a web services access key. This is a two-step thing in the Business Central page for that user account, you must choose the Change Web Service Key button; and in the Sales Connection setup guide, you must specify that user as the OData web service user.

If you choose to enable sales order integration, you must specify a user that can handle this synchronization - the integration user or another user account.

Coupling Records

In the assisted setup guide, you can choose to synchronise between the two services. But later, you can also set up synchronisation of specific types of data. This is referred to as coupling, and this section provides recommendations for what you must take into consideration.

For example, if you want to see Sales accounts as customers in Business Central, you must couple the two types of records. It is not very complicated - you open the Customer List window in Business Central, and there is an action in the ribbon to couple this data with Sales. Then you specify which Business Central customers match which accounts in Sales.

In certain areas, the functionality relies on you couple certain sets of data before other sets of data as shown in the following list:

  • Customers and accounts
    • Couple salespeople with Sales users first
  • Items and resources
    • Couple units of measure with Sales unit groups first
  • Items and resource prices
    • Couple customer price groups with Sales prices first

Note

If you are using prices in foreign currencies, make sure that you couple currencies to Sales transaction currencies.

In Sales, sales orders depends on additional information like customers, units of measure, currencies, customer price groups, items and/or resources. In order for the integration with sales orders to work seamlessly, you must couple customers, units of measure, currencies, customer price groups, items and/or resources first.

Synchronising Records Fully

At the end of the assisted setup guide, you can choose the Run Full Synchronisation action to start synchronising all Business Central records with all related records in the connected Sales solution. In the CRM Full Synch. Review window, you choose the Start action. The synchronisation then begins to execute jobs according to dependencies. For example, currency records are synchronised before customer records. The full synchronization may take a long time and will therefore run in the background so that you can continue to work in Business Central.

To check the progress of individual jobs in a full synchronization, drill down on the Job Queue Entry Status, To Int. Table Job Status, or From Int. Table Job Status field in the CRM Full Synch. Review window.

From the Microsoft Dynamics 365 Connection Setup window, you can get details about full synchronisation at any time. From here, you can also open the Integration Table Mappings window to see details about the tables in Business Central and in the Sales solution that must be synchronised.

Handling Special Sales Order Data

Sales orders in Sales will be transferred to Business Central automatically if you select the Automatically Create Sales Orders check box in the Microsoft Dynamics 365 Connection Setup window. On such sales orders, the Name field on the original order is transferred and mapped to the External Document Number field on the sales order in Business Central.

This can also work if the original sales order contains write-in products, meaning items or resources that are not registered in either product. In that case, you must fill in the Write-in Product Type and Write-in Product No. fields in the Sales & Receivables Setup window, so that such non-registered product sales are mapped to a specified item/resource number for financial analysis.

If the item description on the original sales order is very long, then an additional sales order line of type Comment is created to hold the full text on the sales order in Business Central.

See Also

Relationship Management
Working with Business Central
Changing Which Features are Displayed
Manage Users and Permissions
Onboard your organisation and users to Dynamics 365 (online)

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