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HELP ARTICLE

Dynamics 365 Field Service – Dynamics NAV/365 Financials Integration Templates


This help article will walk through the required steps to import and configure the Field Service and Dynamics NAV/365 Financials templates in SmartConnect. Please review the entire article before attempting to setup the templates for the first time.

The Dynamics 365 Field Service – Dynamics NAV/365 Financials Integration templates described in this article are available to download here in the Dynamics 365 folder.

General Information

The Dynamics 365 Field Service and Dynamics NAV templates consist of a collection of 24 pre-configured maps. There are integration points for the following records:

  • Accounts
  • Territories
  • Warehouses
  • Inventory
  • Associated Inventory Records – Currencies, Unit of Measures
  • Invoices
  • Purchase Orders
  • Inventory Adjustments

For every integration, a Bulk version and a Change version of the map exists. The set of bulk maps are intended for an initial sync of data between Dynamics 365 Field Service and Dynamics NAV. Once that is complete, the change maps are designed to be scheduled as an ongoing process to keep the two systems synced up.

Currently, the ongoing maps from Dynamics NAV / 365 Financials to Dynamics 365 Field Service are only setup to integrate new records. There is not a tracking capability to handle updates at this point in time, but when an ongoing tracking feature is available then this functionality will be added in to the solution.

Any of the mappings can be changed or configured once the integrations are imported into SmartConnect, so additional fields can be included or even new maps can be added to fit specific needs.

Prerequisites

Prerequisites to using these templates are as follows:

  • Have a valid Dynamics NAV/365 Financials and Dynamics 365 Field Service instance/organization
  • SmartConnect 20.16.1.24 or higher installed and registered
  • Your Dynamics 365 environment is already configured in the Dynamics CRM Connector within SmartConnect
    • The Dynamics CRM Connector will connect to versions of Microsoft Dynamics CRM (4.0, 2011, 2013, 2015, and 2016), Dynamics 365 Sales, Customer Service, Project Service, and Field Service.

Step 1:  Implement the Needed Customizations to Dynamics 365 Field Service

There are a set of custom attributes that need to exist within Dynamics 365 Field Service in order for the transaction-based integrations to run correctly. There are 2 custom attributes that are needed on each of the Invoice, Purchase Order, Inventory Adjustment, and Inventory Transfer entities.

The attribute display and technical names are the same on each of the entities, and are listed below:

  • Send to ERP                eone_sendtoerp
  • ERP Trx Number         eone_erptrxnumber

 

The Send to ERP attribute is setup as a simple text field type, while the Send to ERP attribute is designed as a Two Option (Yes/No) field type.

These fields are included so that the integrations have specific values to look for when determining if a record should be sent to Dynamics NAV. A record needs to have the Send to ERP option set to “Yes” in order for the ongoing or bulk integrations to initially pick up the record for integration. Once the record has been sent to Dynamics NAV, another map will write the document number that is generated in Dynamics NAV back to the ERP Trx Number attribute to indicate that the process is complete.

Both managed and unmanaged solution files are included in the templates for deploying these customizations to Field Service. If importing a solution is not desired, then the attributes can be manually created as long as the naming conventions and field types match what is outlined above in this document.

Step 2:  Publish the needed web services with Dynamics NAV / 365 Financials

SmartConnect makes use of web service endpoints within Dynamics NAV / 365 Financials. These web services need to be published before the maps can be imported successfully.

  1. Navigate to the Web Services window within Dynamics NAV / 365 Financials
  2. Click the New button to add a new published service to the list
  3. The services that are needed are as follows, make sure to have the correct Object ID and Service Name entered for each endpoint:
Object Type Object ID Object Name Service Name
Page 21 Customer Card CustomerCard
Page 28 Vendor Card VendorCard
Page 30 ItemCard ItemCard
Page 5 Currencies Currencies
Page 429 Territories Territories
Page 209 Units of Measure Units_of_Measure
Page 15 Location List Location_List
Page 43 Sales Invoice SalesInvoice
Page 40 Item Journal ItemJournal
Page 50 PurchaseOrder PurchaseOrder

When the services are published, the Dynamics NAV Web Services window will look similar to the following image (depending what other services are already published):

Dynamics NAV Web Services

Step 3:  Import and Configure the Dynamics 365 Field Service – Dynamics NAV Maps

  1. Click on the “Maintenance” tab within SmartConnect
  2. Click the “Import Wizard” button within the SmartConnect Maintenance section
  3. Select the “FieldService_NAV_Maps.sce” file and import its contents
  4. During the import process, the map connections will need to be updated to point to the correct Field Service CRM and Dynamics NAV instances
  5. If the Connectors are already correctly setup within SmartConnect then the option to default the connection information from Setup option can be used

 

Template Map Details

There are multiple different types of maps that are included in the templates. This section will categorize and assist in determining which each set of integrations should run.

The bulk maps that can be run during the initial setup from Dynamics NAV to Dynamics 365 Field Service are as follows:

  • FS_NAV_TO_CRM_CURRENCIES_BULK
  • FS_NAV_TO_CRM_TERRITORIES_BULK
  • FS_NAV_TO_CRM_ACCOUNTS_BULK
  • FS_NAV_TO_CRM_WAREHOUSES
  • FS_NAV_TO_CRM_UOFM_BULK
  • FS_NAV_TO_CRM_ITEMS_BULK
  • FS_NAV_TO_CRM_PRICELISTITEMS_BULK

Those maps should be run in the order that they are listed above. This is required because some integrations require other records to be in place for reference during the import.

There are also a set of bulk maps that can be ran from Dynamics 365 Field Service to Dynamics NAV to sync up existing transactions. The Send to ERP flag must be set on any of these transactions to get them included in the integration. The maps are listed below:

  • FS_CRM_TO_NAV_INVOICES_BULK
  • FS_CRM_TO_NAV_PURCHASEORDERS_BULK
  • FS_CRM_TO_NAV_INV_ADJUSTMENT_BULK

The ongoing maps from Dynamics NAV to Dynamics 365 Field Service that are designed to be scheduled are:

  • FS_NAV_TO_CRM_WAREHOUSES_ONGOING
  • FS_NAV_TO_CRM_TERRITORIES_ONGOING
  • FS_NAV_TO_CRM_ACCOUNTS_ONGOING
  • FS_NAV_TO_CRM_CURRENCIES_ONGOING
  • FS_NAV_TO_CRM_UOFM_ONGOING
  • FS_NAV_TO_CRM_ITEMS_ONGOING

The ongoing maps from Dynamics 365 Field Service to Dynamics NAV that are designed to be scheduled are:

  • FS_CRM_TO_NAV_ACCOUNTS_ONGOING
  • FS_CRM_TO_NAV_INVOICES_ONGOING
  • FS_CRM_TO_NAV_PURCHASEORDERS_ONGOING
  • FS_CRM_TO_NAV_INV_ADJUSTMENT_ONGOING

 

There are also a set of maps that are not intended to be run manually or on a schedule. Instead, these maps automatically run before or after other maps that are setup. They will either create additional records that are needed before the main integration runs, or will update the source system with data when an import completes. These maps are listed below, along with which integrations they are a part of:

  • FS_CRM_TO_NAV_VENDORS_PRE_PO
    • Pre map task on both bulk and ongoing purchase order map
    • Ensures account exists as a vendor in Dynamics NAV
  • FS_NAV_TO_CRM_INVOICE_CALLBACK
    • Post map task on both bulk and ongoing invoice map
    • Updates the ERP Trx Number attribute with document number from Dynamics NAV
  • FS_NAV_TO_CRM_PURCHASEORDER_CALLBACK
    • Post map task on both bulk and ongoing purchase order map
    • Updates the ERP Trx Number attribute with document number from Dynamics NAV
  • FS_NAV_TO_CRM_INVADJ_CALLBACK
    • Post map task on both bulk and ongoing inventory adjustment map
    • Updates the ERP Trx Number attribute with document number from Dynamics NAV

 

Final Steps

  1. Schedule the maps that have the suffix of _ONGOING on whatever schedule is desired
  2. A 5-minute interval should be the quickest timeframe in which the maps are set to repeat, as this will allow each integration to complete before starting the cycle again
  3. Determine which of the maps are actually required for a particular implementation
  4. Add in any desired error logging and alerts
    1. Common steps involve turning on the Log Errors flag in the Options tab of the Map Setup screen for any particular map, and setting up emails to send on the failure of an integration using the Map Tasks

Questions? You can reach out sales team at sales@eonesolutions.com or our support team at support@eonesolutions.com.

 

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