| title | description | ms.date | ms.topic | author | ms.author | ms.reviewer | ms.custom |
|---|---|---|---|---|---|---|---|
Integrate with Microsoft Dynamics 365 Field Service |
Integrate Business Central with Field Service. |
02/21/2024 |
article |
brentholtorf |
bholtorf |
bholtorf |
bap-template |
Service organizations require a front-to-back application in which financials, inventory, and procurement are tightly coupled with service delivery. They generate financial data with every transaction. Every work order represents cost and revenue, and every resource generates profit and loss. Customer interactions add entries on the general ledger. The integration between [!INCLUDE prod_short] and [!INCLUDE field-service-short] streamlines the end-to-end process of managing service operations and ensures a smooth flow of information between the two systems.
You can easily create and manage work orders in [!INCLUDE field-service-short], track the progress of service tasks, assign resources, and capture consumption details. When you complete a work order in [!INCLUDE field-service-short], the integration enables the smooth transfer of data to [!INCLUDE prod_short] for further processing.
The integration also facilitates the invoicing and fulfillment of work orders in [!INCLUDE prod_short]. You can generate accurate invoices based on the service activities and the consumption recorded in [!INCLUDE field-service-short].
By integrating [!INCLUDE prod_short] with [!INCLUDE field-service-short], you don't have to enter data manually or duplicate efforts. Integration also provides a comprehensive view of service operations and financials, enabling better decision-making and operational efficiency.
Because [!INCLUDE field-service-short] is built on top of Dynamics 365 Sales, you must set up a connection to Dataverse and enable integration to Dynamics 365 Sales.
When you install the Integration Solution, permissions for the integration user account are configured. If those permissions change, you might need to reset them. To do that, reinstall the Integration Solution from the Dynamics 365 Connection Setup page by choosing Redeploy Integration Solution. The following sections list the permissions and security roles that the solution deploys for each app.
- Dynamics 365 [!INCLUDE prod_short] Integration Administrator
- Dynamics 365 [!INCLUDE prod_short] Integration User
- Dynamics 365 [!INCLUDE prod_short] Product Availability User
Users who post project journals must have the following permission set:
- Dynamics 365 Sales Integration
To use the integrated data, users must have the following security role:
- Business Central Field Service Integration
For example, users must have this role to connect work orders to [!INCLUDE prod_short] for processing.
Note
Ensure that users are assigned to the standard security roles and profiles in [!INCLUDE field-service-short].
To learn more about column security profiles in [!INCLUDE field-service-short], go to Field Service security roles.
Administrators must add one of the appropriate column security profiles to users in Power Platform. To learn more, go to Add teams or users to a column security profile to control access.
Note
To use the Open in Business Central action in Sales, you must have the following privileges for the following tables:
- You must have Read permissions for the Dynamics 365 Business Central Connection (nav_connection) table.
- You must have Read, Write, and Delete permissions for the Default Dynamics 365 Business Central Connection (nav_defaultconnection) table.
On the Field Service Setting page, make the following changes:
- On the Purchase tab, clear the Use of Products Out of Stock field. Otherwise, you might get an "out of stock" warning when you choose a product that's out of stock in [!INCLUDE field-service-short], but is in stock in [!INCLUDE prod_short].
- On the Work Order / Booking tab, turn off the Calculate Price and Calculate Cost toggles. In the Work Order Invoice Creation field, choose Never.
Note
Setting up a connection to [!INCLUDE field-service-short] removes the coupling between resources and products. To make [!INCLUDE prod_short] items available in [!INCLUDE field-service-short], update the Field Service Product Type field to match the Type field on the items in [!INCLUDE prod_short]. To learn more, go to Create a product or service.
After you have a connection to Dataverse and Sales, you can set up your integration to [!INCLUDE field-service-short]. On the Assisted Setup page in [!INCLUDE prod_short], choose Set up integration to Dynamics 365 Field Service to run the assisted setup guide. This section describes the key settings in the guide.
To let people post consumption of items and services in [!INCLUDE field-service-short] work orders, specify the Project Journal Template and Project Journal Batch to use to post consumption of products and services.
Because services are expressed in duration in [!INCLUDE field-service-short], specify the Hours Unit of Measure to use to convert durations to quantities in [!INCLUDE prod_short].
You can also specify when work order products and service lines synchronize to [!INCLUDE prod_short]. For example, they might synchronize when work order lines are used, or when someone completes a work order. Choose the appropriate option in the Synchronize work order products/services field.
After work order products and services synchronize to project journals in [!INCLUDE prod_short], you can choose whether to post the project journals manually. Choose the appropriate option in the Automatically post project journals lines field:
- When a work order is complete.
- When work order products or services are used.
After you finish the setup, run a full synchronization from the Dynamics 365 Field Service Integration Setup page. This action synchronizes table mappings for things like:
- Project tasks for projects with the Apply Usage Link set. This synchronization makes [!INCLUDE prod_short] projects available for selection in [!INCLUDE field-service-short].
- Resources that aren't blocked, don't have Use Time Sheet selected, and do have Hours specified as the unit of measure on the Dynamics 365 Field Service Integration Setup page.
- Service items (requires that you're using the Premium experience in [!INCLUDE prod_short]).
The basis of synchronizing data is mapping the tables and fields in [!INCLUDE prod_short] with tables and columns in Dataverse, so they can exchange the data. Mapping happens through integration tables. To learn more about table mappings, go to Mapping the Tables and Fields to Synchronize.
Integration with [!INCLUDE field-service-short] introduces the following standard integration table mappings:
- PJLINE-WORDERPRODUCT - Maps work order products in [!INCLUDE field-service-short] to project journal lines in [!INCLUDE prod_short].
- PJLINE-WORDERSERVICE - Maps work order services in [!INCLUDE field-service-short] to project journal lines in [!INCLUDE prod_short].
- PROJECTTASK - Maps projects and project tasks in [!INCLUDE prod_short] to products in external projects in [!INCLUDE field-service-short].
- RESOURCE-BOOKABLERSC - Maps resources in [!INCLUDE prod_short] to bookable resources in [!INCLUDE field-service-short].
- SVCITEM-CUSTASSET - (Premium Experience only) Maps service items in [!INCLUDE prod_short] to customer assets in [!INCLUDE field-service-short].
The following sections describe the features where you can use the data that comes from [!INCLUDE prod_short] and [!INCLUDE field-service-short].
You can create work orders using the Service Account and Billing Account from [!INCLUDE prod_short]. On work orders, you must select the Business Central Project Task in the External Project field. Selecting a project lets you synchronize work order products and services to the appropriate project task in [!INCLUDE prod_short].
You can add inventory and noninventory items as Work Order Products on work orders and get the quantity on hand and costs and prices from [!INCLUDE prod_short]. To learn more, go to Create a work order from the work order form and record list.
You can add items of the type service as Work Order Services, and get costs and prices from [!INCLUDE prod_short]. To learn more, go to Products and services tab.
Note
When a product or service's status on a work order changes from Estimated to Used in [!INCLUDE field-service-short], they'll synchronize to project journal lines in [!INCLUDE prod_short].
You can book a resource and relate the Bookings to work order services using a Bookable Resource from [!INCLUDE prod_short].
Depending on your settings on the Field Service Integration Setup page, when work orders include products and services, consumption information is transferred and posted using a Project Journal in [!INCLUDE prod_short].
The Quantity To Bill and Duration To Bill values are copied to the Qty- to Transfer to Invoice field. Based on those values, you can create and post sales invoices in [!INCLUDE prod_short] to invoice the customer. After the invoice is posted, or consumption is processed in [!INCLUDE prod_short], the quantity invoiced and quantity consumed display on the [!INCLUDE prod_short] tab on the Work Order Product and Work Order Service pages.
Use the Project Planning Lines page to track posting and invoicing of consumption on work orders. From the Project Planning Lines page, you can create and post sales invoices in [!INCLUDE prod_short]. Afterward, you can synchronize them with [!INCLUDE field-service-short] and keep track of the status of the invoices.
Note
Work order services with a booking that uses a bookable resource that's coupled to a [!INCLUDE prod_short] resource synchronize to two project journal lines: one line of type Budget for the coupled resource, and another line of type Billable for the item being serviced.
The product that's chosen on the work order service must be coupled to an item of the type Service in [!INCLUDE prod_short]. Also, the base unit of measure for the item must be set to the Hours Unit of Measure that's chosen on the Dynamics 365 Field Service Integration Setup page.
You can create an invoice for an item of the type Service from the billable project planning line, and use the budget project planning line to register cost with the resource.
Integrate with Microsoft Dataverse via data sync
Mapping the Tables and Fields to Synchronize