Field Service integration documentation

Size: px

Start display at page:

Download "Field Service integration documentation"

Justin Byrd
5 years ago
Views:

Field Service integration documentation The Dynamics 365 Data integration provides support for scenarios where field service activities are done outside of Dynamics 365 for Finance and Operations.

1 Field Service integration documentation The Dynamics 365 Data integration provides support for scenarios where field service activities are done outside of Dynamics 365 for Finance and Operations. The first phase focuses on enabling invoicing of Dynamics 365 for Field Service work orders and agreements in Finance and Operations. The supported flow starts in Field Service, where information from work orders will sync to Finance and Operations as sales orders. In Finance and Operations, the sales orders can be invoiced to generate the invoice documents. In addition, the information from Field Service agreement invoices will sync to Finance and Operations. The Dynamics 365 Data Integration synchronizes data using customizable projects. Standard templates can be used to create custom integration projects, where additional standard and custom fields as well as entities can be mapped to adjust integration and fit into specific needs. The first phase for integration between Field Service and Finance and Operations enables synchronization of: Finance and Operations Products to Field Service Products with Field Service Product Type Field Service Work order to Finance and Operations Sales order Field Service Invoice to Finance and Operations Free text invoice

2 Synchronization of Field Service Work orders to Finance and Operations Sales orders This topic discusses the templates and underlying tasks that are used for synchronization of Work orders from Microsoft Dynamics 365 for Field Service to Sales orders in Microsoft Dynamics 365 for Finance and Operations, Enterprise edition. Templates and tasks The following templates and underlying tasks are used to run synchronization of Work order from Field Service to Sales order in Microsoft Dynamics 365 for Finance and Operations: 1. Names of the templates in Data integration: o Work Orders to Sales orders (Field Service to Fin and Ops) 2. Names of the tasks in the Data integration project: o WorkOrderHeader o WorkOrderServiceLineEstimate o WorkOrderServiceLineUsed o WorkOrderProductLineEstimate o WorkOrderProductLineUsed The following synchronization tasks are required before synchronization of sales order headers and lines can occur: Field Service Products (Fin and Ops to Field Service) Accounts (Sales to Fin and Ops) Direct Entity set Field Service msdyn_workorders msdyn_workorderservices msdyn_workorderproducts Finance and Operations CDS sales order headers CDS sales order lines CDS sales order lines Entity flow

3 Work orders are created in Field Service and can synchronize to Finance and Operations, via a CDS Data Integration project, when they only include externally maintained products and work order status differs from Open-Unscheduled and Closed Cancelled. Updates on the work order will sync to the sales order, including origin type and status information. Expected versus Used The Field Service Work order products and services holds both Estimated and Used values for quantity and amount. Finance and Operations Sales orders don t have the same concept of Estimated and Used. To support product allocation with expected quantity on the Sales order in Finance and Operations, while at the same time ensuring that the used quantity is consumed and invoiced, there are two sets of tasks to synchronize the Work Order Products and Work Order Services; One for estimated and one for used values. This enables scenarios where estimated values are used for allocation/reservation in Finance and Operations while the used values are used for consumption and invoicing. Estimated: The estimated values are used for synchronization of Product lines when: Line Status is Estimated, and Allocated is Yes, and System status is not Closed Posted. The estimated values are used for synchronization of Service lines when: Line Status is Estimated, and System status is not Closed Posted. Used: In other cases, the used values are synchronized. The following table shows an overview of the various combinations Line type System Status Line Status Allocated Fin and Ops value Products Open - Scheduled Estimated Yes => Estimated Products Open - Scheduled Estimated No => Used Products Open - Scheduled Used Yes => Used Products Open - Scheduled Used No => Used Products Open - In Progress Estimated Yes => Estimated Products Open - In Progress Estimated No => Used Products Open - In Progress Used Yes => Used Products Open - In Progress Used No => Used Products Open - Completed Estimated Yes => Estimated Products Open - Completed Estimated No => Used Products Open - Completed Used Yes => Used Products Open - Completed Used No => Used Products Closed - Posted Estimated Yes => Used Products Closed - Posted Estimated No => Used Products Closed - Posted Used Yes => Used Products Closed - Posted Used No => Used

4 Services Open - Scheduled Estimated - => Estimated Services Open - Scheduled Used - => Used Services Open - In Progress Estimated - => Estimated Services Open - In Progress Used - => Used Services Open - Completed Estimated - => Estimated Services Open - Completed Used - => Used Services Closed - Posted Estimated - => Used Services Closed - Posted Used - => Used Synchronization of Estimated versus Used is controlled with the two sets of tasks for Product lines and Services lines where predefined filters trigger the correct task, and the underlying mapping ensures that the correct values for Expected versus Used are synchronized. Example 1. A work order is created and scheduled in Field Service System Status: Open Scheduled o Product line Estimated Qty = 5ea, Used Qty = 0ea, Line Status = Estimated, Allocated = No o Service line Estimated Qty = 2h, Used Qty = 0h, Line Status = Estimated Here the Product Used Quantity of 0 and Service Estimated Quantity of 2h sync to Finance and Operations 2. Products are allocated in Field service System Status: Open Scheduled o Product line Estimated Qty = 5ea, Used Qty = 0ea, Line Status = Estimated, Allocated = Yes o Service line Estimated Qty = 2h, Used Qty = 0h, Line Status = Estimated Here the Product Estimated Quantity of 5ea and Service Estimated Quantity of 2h sync to Finance and Operations 3. The service technician starts working on the Work order and registers material usage (6) System Status: Open In Progress o Product line Estimated Qty = 5ea, Used Qty = 6ea, Line Status = Used, Allocated = Yes o Service line Estimated Qty = 2h, Used Qty = 0h, Line Status = Estimated Here the Product Used Quantity of 6 and Service Estimated Quantity of 2h sync to Finance and Operations 4. The service technician completes the Work order and registers used time (1.5h) System Status: Open Completed o Product line Estimated Qty = 5ea, Used Qty = 6ea, Line Status = Used, Allocated = Yes o Service line Estimated Qty = 2h, Used Qty = 1.5h, Line Status = Used

5 Here the Product Used Quantity of 6 and Service Estimated Quantity of 1.5h sync to Finance and Operations Sales order Origin and Status Sales origin To keep track of sales orders in Finance and Operations, which originate work orders it is possible to create a Sales origin with Origin type assignment = Yes and Sales origin type = Work order integration. The mapping defaulting will set sales origin of all sales orders created from work orders to this sales origin. This can be useful when working with the sales order in Finance and Operations and it is essential to ensure that these sales orders originating from work orders do not synchronize back to Sales as sales orders. See Preconditions and Mapping setup for details on creating the correct sales origin setup in Finance and Operations. Status The field External work order status is shown on the Sales order header Setup tab when the sales order originates from a work order. The External work order status shows the System status from the Field Service Work order, to keep track of the synchronized work order status in the Finance and Operations Sales order. This also provides insight to the Finance and Operations user about when to ship or invoice the sales order. The External work order status field can have the following values: Open - Scheduled Open - In Progress Open - Completed Closed - Posted Field Service CRM solution To support the field service integration between Field service and Finance and Operations additional functionality from the Field Service CRM solution is needed. The solution includes the following changes: Work Order entity The field Has Externally Maintained Products Only have been added to the Work order entity and appears on the page. The Has Externally Maintained Products Only setting is used to consistently track whether a work order consists entirely of externally maintained products. A work order consists entirely of externally maintained products when all the related products are maintained in Finance and

6 Operations. This setting helps guarantee that you don't try to synchronize work orders that have products that are unknown to Finance and Operations. Work Order Product entity The field Order Has Externally Maintained Products Only has been added to the Work Order Product entity and appears on the page. It is used to consistently track whether the work order product is maintained in Finance and Operations. This setting helps guarantee that you don't try to synchronize work order products that are unknown to Finance and Operations. The field Header System Status has been added to the Work Order Product entity and appears on the page. It is used to consistently track the work order system status and ensure correct filtering when synchronizing work order products to Finance and Operations. With filters on the integration tasks, Header System Status information is also used to determine whether the estimated or used values should be synchronized. Invoiced Unit Amount shows the Amount invoiced per actual unit used. Invoiced Unit Amount = Total Amount / Actual Quantity. The field is used for integration to systems that don t support different values for used and billed quantity. The field is not shown in the UI. Invoiced Discount Amount is calculated as the Discount Amount plus rounding from the calculation of the Invoiced Unit Amount. The field is used for integration and not shown in the UI. Decimal Quantity stores the value from Quantity as a Decimal Number. The field is used for integration and not shown in the UI. The value in Used fields is set back to zero in case the work order product Line Status for some reason is changed from Used to Estimated. This is done to avoid situations where mistakenly entered used quantity is used for synchronizing when Line Status is Estimated and Allocated = No. Work Order Service entity The field Order Has Externally Maintained Products Only has been added to the Work Order Service entity and appears on the page. It is used to consistently track whether the work order service is maintained in Finance and Operations. This setting helps guarantee that you don't try to synchronize work order service that are unknown to Finance and Operations. The field Header System Status has been added to the Work Order Service entity and appears on the page. It is used to consistently track the work order system status and ensure correct filtering when synchronizing work order service to Finance and Operations. With filters on the integration tasks, Header System Status information is also used to determine whether the estimated or used values should be synchronized. The field Duration In Hours stores the minute value from Duration converted to hours. The field is used for integration and not shown in the UI. The field Estimated Duration In Hours stores the minute value from Estimated Duration converted to hours. The field is used for integration and not shown in the UI. The field Invoiced Unit Amount stores the Amount invoiced per actual unit used. Invoiced Unit Amount = Total Amount / Actual Quantity. The field is used for integration to systems that don t support different values for used and billed quantity. The field is not shown in the UI. The field Invoiced Discount Amount is calculated as the Discount Amount plus rounding from the calculation of the Invoiced Unit Amount. The field is used for integration and not shown in the UI.

7 The field External Line Order is a calculated negative line order number for use in external systems where work order product and service lines are combined. This way work order products are inserted with positive line numbers and services with negative line numbers. External Line Order = Line Order * -1. The field is not shown in the UI. The value in Used fields is set back to zero in case the work order service Line Status for some reason is changed from Used to Estimated. This is done to avoid situations where mistakenly entered used quantity is used for synchronizing when Line Status = Estimated and Header System Status = Closed Posted. Preconditions and mapping setup Before you synchronize work orders, it's important that you update the following settings in the systems. Setup in Field Service Ensure that you don t have overlapping number series for Work orders and Sales order cross both Sales and Finance and Operations, as this could lead to incorrect update of existing sales orders in Sales or Finance and Operations. Set Work Order Invoice Creation to Never, as the invoicing will be done from Finance and Operations Go to Field Service > Settings > Administration > Field Service Settings, and make sure that the following setting is used: o The Work Order Invoice Creation option is set to Never. Setup in Finance and Operations Setup of sales origin for Work order integration is needed to distinguish the Finance and Operations sales orders created from Field Service Work Orders. When the sales origin on a sales order has sales origin type Work order integration the field External work order status is shown. Besides having the information on the sales order header, it can be used to ensure that sales orders created from Field Service Work Orders are filtered out during sales order synchronization from Finance and Operations to Sales. Go to Sales and marketing > Setup > Sales orders > Sales origin, click New to create a new Sales origin Enter the Sales origin e.g. WorkOrder Enter the Description e.g. Field Service Work Order Checkmark Origin type assignment Set Sales origin type to Work order integration Click Save

8 Synchronization of Field Service Agreement invoices to Finance and Operations Free text invoices This topic discusses the templates and underlying task that are used for synchronization of Agreement invoices from Microsoft Dynamics 365 for Field Service to Free text invoices in Microsoft Dynamics 365 for Finance and Operations, Enterprise edition. Templates and tasks The following templates and underlying tasks are used to run synchronization of Agreement invoices from Field Service to Free text invoices in Finance and Operations: Name of the template in Data integration: o Agreement invoices (Field Service to Fin and Ops) Names of the tasks in the Data integration project: o Invoice headers o Invoice lines The following synchronization is required before synchronization can occur: Accounts (Sales to Fin and Ops) Direct Entity set Field Service invoices invoicedetails Finance and Operations CDS customer free text invoice headers CDS customer free text invoice lines Entity flow Invoices created in Field Service from an Agreement can synchronize to Finance and Operations, via a CDS Data Integration project. Updates on these invoices will sync to the free text invoice in Finance and Operations, if the Free text invoice has Accounting status In process. Once the Free text invoice is posted in Finance and Operations and the Accounting status is Completed you can t synchronize updates from Field Service anymore. Field Service CRM solution

9 The field Has Lines With Agreement Origin is added to the Invoice entity and is used to ensure that only invoices created from an Agreement are synchronized. The value is true if this invoice contains at least one invoice line originating from an agreement. The field Has Agreement Origin is added to the Invoice Line entity and is used to ensure that only invoice lines created from an Agreement is synchronized. The value is true if the invoice line originates from an agreement. Invoice date is a mandatory field in Finance and Operations and hence needs to have a value in Field service before synchronization. To ensure this the following logic is added: If the field Invoice Date is blank (no value) on the Invoice entity it is set to today s date when an Invoice line originating from an Agreement is added. The Invoice Date can be changed by the user. However, a Business Process Error will be shown if the user tries to save an Invoice without a value for the Invoice date when the invoice originates from an Agreement. Preconditions and mapping setup Setup of Invoice origin for the integration is needed to distinguish the Finance and Operations Free text invoices created from Field Service Agreement invoices. When the Invoice origin on an invoice has Invoice origin type Agreement invoice integration the field External invoice number is shown. Besides having the information on the invoice header, it can be used to ensure that Invoices orders created from Field Service Agreement invoices are filtered out during invoice synchronization from Finance and Operations to Sales. Go to Accounts receivable > Setup > Invoice origin codes, click New to create a new Invoice origin Enter the Invoice origin e.g. FS Enter the Description e.g. Field Service Agreement Invoice Checkmark Origin type assignment Set Invoice origin type to Agreement invoice integration Click Save

10 Synchronization of Finance and Operations Products to Field Service Products This topic discusses the templates and underlying task that are used for synchronization of Products from Microsoft Dynamics 365 for Finance and Operations, Enterprise edition to Products in Microsoft Dynamics 365 for Field Service. This used template is based on the Products (Fin and Ops to Sales) Direct template from Prospect to Cash. Link on the detail on: Products (Fin and Ops to Sales) Direct Only differences between the Field Service Products (Fin and Ops to Field Service) and Products (Fin and Ops to Sales) Direct templates are described in the follow topic. Templates and tasks Name of the template in Data integration: Field Service Products (Fin and Ops to Field Service) Name of the task in the Data integration project: Products - Products One additional mapping is added on the templates compared to the Products (Fin and Ops to Sales) Direct template to ensure the required Field service specific field is set correctly: FIELDSERVICEPRODUCTTYPE Fn msdyn_fieldserciveproducttype With the following value mapping: inventory : noninventory : service : In Finance and Operations, the Field Service Product type on the Sellable released products data entity is calculated as follows: Inventory: Product type = Product and Item model group, Stocked product = True NonInventory: Product type = Product and Item model group, Stocked product = False Service: Product type = Service

Prospect to cash solution for integration between Dynamics 365 for Sales and Dynamics 365 for Finance and Operations

Prospect to cash solution for integration between Dynamics 365 for Sales and Dynamics 365 for Finance and Operations The Prospect to cash solution provides direct synchronization across Dynamics 365 for