Synchronizing Data in Business Central and Dynamics 365 for Sales

When you integrate Dynamics 365 for Sales with Business Central, you can decide whether to synchronize data in selected fields of Business Central records (such as customers, contacts, and sales people) with equivalent records in Business Central (such as accounts, contacts, and users). Depending on the type of record, you can synchronize data from Dynamics 365 for Sales to Business Central, or vice versa. For more information, see Integrating with Dynamics 365 for Sales.

Synchronization uses the following elements:

  • Integration table mappings
  • Integration field mappings
  • Synchronization rules
  • Coupled records

When synchronization is set up you can couple Business Central records to Dynamics 365 for Sales records to synchronize their data. You can start a synchronization manually, or based on a schedule. The following table provides on overview of the ways you can synchronize records.

Type Method See
Manual synchronization Synchronize on a record-by-record basis.

You can synchronize individual records in Business Central, such as a customer, with a corresponding Dynamics 365 for Sales record, such as an account. This is typically how users will work with Dynamics 365 for Sales data in Business Central.
Couple and Synchronize Records Manually
Synchronize on a table mapping basis.

You can synchronize all records in a Business Central table with an entity Dynamics 365 for Sales entity.
Synchronize Individual Table Mappings
Synchronize all modified records for all table mappings.

You can synchronize all of the records that have been modified in Business Central tables since the last synchronization.
Synchronizing All Modified Records
Full synchronization of all data for all table mappings.

You can synchronize all of the data in Business Central tables and Dynamics 365 for Sales entities that are mapped, and create new records in the destination solution for uncoupled records in the source solution.

Full synchronization synchronizes all data and ignores coupling. Typically, you do a full synchronization when you set up the integration and only one of solutions contains data. A full synchronization can also be useful in a demonstration environment.
Run a Full Synchronization
Scheduled synchronization Synchronize all changes to data for all table mappings.

You can synchronize Business Central with Dynamics 365 for Sales on scheduled intervals by setting up jobs in the job queue.
Schedule a Synchronization

Standard Sales Entity Mapping for Synchronization

Entities in Dynamics 365 for Sales, such as accounts, are integrated with equivalent types of entities in Business Central,such as customers. To work with Dynamics 365 for Sales data you set up links, called couplings, between entities in Business Central and Dynamics 365 for Sales.

The following table lists the standard mapping between entities in Business Central and Dynamics 365 for Sales that Business Central provides.

Business Central Dynamics 365 for Sales Synchronization Direction Default Filter
Salesperson/Purchaser User Dynamics 365 for Sales -> Business Central Sales contact filter: Status is No, User Licensed is Yes, Integration user mode is No
Customer Account Business Central -> Dynamics 365 for Sales and Dynamics 365 for Sales -> Business Central Sales account filter: Relationship Type is Customer and Status is Active.
Contact Contact Business Central -> Dynamics 365 for Sales and Dynamics 365 for 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 -> Dynamics 365 for Sales
Unit of Measure Unit Group Business Central -> Dynamics 365 for Sales
Item Product Business Central -> Dynamics 365 for Sales and Dynamics 365 for Sales -> Business Central Sales contact filter: Product Type is Sales Inventory
Resource Product Business Central -> Dynamics 365 for Sales and Dynamics 365 for Sales -> Business Central Sales contact filter: Product Type is Services
Customer Price Group Price List Business Central -> Dynamics 365 for Sales
Sales Price Product Price List Business Central -> Dynamics 365 for Sales Business Central contact filter: Sales Code is not blank, Sales Type is Customer Price Group
Opportunity Opportunity Business Central -> Dynamics 365 for Sales and Dynamics 365 for Sales -> Business Central
Sales Invoice Header Invoice Business Central -> Dynamics 365 for Sales
Sales Invoice Line Invoice Product Business Central -> Dynamics 365 for Sales
Sales Order Header Sales Order Business Central -> Dynamics 365 for Sales Business Central Sales Header filter: Document Type is Order, Status is Released
Sales Order Notes Sales Order Notes Business Central -> Dynamics 365 for Sales and Dynamics 365 for Sales -> Business Central

Tip for Admins: Viewing Entity Mappings

You can view the mapping between the entities in Dynamics 365 for Sales and the tables in Business Central on the Integration Table Mappings page, where you can also apply filters. You define the mapping between the fields in Business Central tables and the fields in Dynamics 365 for Sales entities on the Integration Field Mapping page, where you can add additional mapping logic. For example, this can be useful if you need to troubleshoot synchronization.

Tip for Developers: Mapping Fields in Business Central to the Option Sets in Sales

If you are a developer and you want to add options to the option sets in Dynamics 365 for Sales, you need to know this. There are three tables in Business Central that are mapped to the option fields of the Account entity in Dynamics 365 for Sales. Records in the tables that are not linked to options in Dynamics 365 for Sales will not be synchronized. This means that the Option field will be blank in Dynamics 365 for Sales.

The following table shows mappings from Business Central tables for the Option field in the Account entity in Dynamics 365 for Sales.

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

Synchronization Rules

The following table describes rules that control the synchronization between the apps.

Note

Changes to data in Dynamics 365 for Sales that were made by the Dynamics 365 for Sales connection user account are not synchronized. Therefore, we recommended that you do not change data while using that account. For more information, see Setting Up User Accounts for Integrating with Dynamics 365 for Sales.

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

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

See Also

Couple and Synchronize Records Manually
Schedule a Synchronization
Integrating with Dynamics 365 for Sales