Integrating with Dynamics 365 Sales

The sales person role is often considered as one the most outward-facing jobs in a business. However, it can be helpful for sales people to be able to look inward in the business and see what is happening on the back end. By integrating Business Central and Dynamics 365 Sales, you can give your sales people that insight. The integration will let people view information in Business Central while they're working in Dynamics 365 Sales. For example, when preparing a sales quote it could be useful to know whether you have enough inventory to fulfill the order. For more information, see Use Dynamics 365 Sales from Business Central.

Integrate through Dataverse

To make it easy to connect and synchronize data with other Dynamics 365 applications, Business Central also integrates with Dataverse. For example, you can connect to Dynamics 365 Sales, or even apps that you build yourself. If you're integrating for the first time, you must do so through Dataverse. For more information, see Integration with Dataverse.

If you've already integrated Dynamics 365 Sales with Business Central, you can continue to synchronize data using your setup. However, if you upgrade or turn off your Dynamics 365 Sales integration, to turn it on again you must connect through Dataverse. For more information, see Upgrading an Integration with Dynamics 365 Sales.

Integration settings that are specific to a Dynamics 365 Sales integration

Integration with Business Central happens through Dataverse, and many standard settings and tables are provided. In addition to the standard settings, there are some that are specific to Dynamics 365 Sales. The following sections list those settings.

Permissions and security roles for user accounts in Sales

When you install the Integration Solution, permissions for the integration user account are configured. If those permissions are changed, you might need to reset them. You can do that by reinstalling the Integration Solution by choosing Redeploy Integration Solution on the Dynamics 365 Connection Setup page. The following security roles are deployed:

• Dynamics 365 Business Central Integration Administrator
• Dynamics 365 Business Central Integration User
• Dynamics 365 Business Central Product Availability User

Connection settings in the setup guide

You can use an assisted setup guide to quickly set up the connection and specify advanced features, such as coupling between records.

1. Choose Setup and Extensions, and then choose Assisted Setup.
2. Choose Set up the Dynamics 365 Sales Connection to start the assisted setup guide.
3. Fill in the fields as necessary.
4. Optionally, there are advanced settings that can enhance security and enable more capabilities. The following table describes the advanced settings.

Connection settings on the Microsoft Dynamics 365 Connection Setup page

Enter the following information for the connection from Dynamics 365 Sales to Business Central.

In addition to the settings above, enter the following settings for Dynamics 365 Sales.

Single and bi-directional synchronization of sales orders

When you set up your integration, either in the setup guide or on the Microsoft Dynamics 365 Connection Setup page, there are options that control the direction in which you synchronize sales orders, and how you submit them.

The Bidirectional Synch of Sales Orders option lets you synchronize sales orders from Sales to Business Central, and vice versa. For example, if a customer changes their mind about the product or quantity they ordered in Dynamics 365 Sales, you can archive the sales document and create a new one in Business Central. The same is true for changes in Business Central. For example, when prices, tax amounts, or expected shipment dates change, the changes synchronize to Dynamics 365 Sales. Bidirectional synchronization helps keep your sellers up to date with the latest changes and the status of sales orders.

For bidirectional synchronization, you make sales orders available for synchronization when you change their status to Submitted in Sales. When you set that status, you can no longer change information on the order's lines. When you synchronize, the order is transferred to Business Central with the status Released. If there's a mistake, you can revert the order to Open (in Business Central) or Active (in Sales), and then add or delete lines to correct the mistake, and submit the order again.

The Enable Legacy Sales Order Integration option synchronizes only from Sales to Business Central. For this option, you use the Submit action in Sales to make orders available for synchronization. When you do, you can no longer change any information on the order. When you synchronize, the order is transferred to Business Central with the status Released.

To use this option, you must provide credentials for an administrator user account in Dynamics 365 Sales. To learn more, see Handling Sales Order Data.

For both options, Business Central shows all sales orders with the Submitted status on the Orders - Microsoft Dynamics 365 Sales page.

Standard Sales entity mapping for synchronization

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

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

Synchronize items and resources with products with different units of measure

Businesses often produce or purchase the items in one unit of measure, and then sell them in another. To synchronize items that use multiple units of measure, you must turn on the Unit Group Mapping toggle on the Microsoft Dynamics 365 Connection Setup page.

When you turn on the feature update, a new Unit Group table is created and assigned to each item and resource in Business Central. The tables let you map the Unit Group, Item Unit of Measure, and Resource Unit of Measure tables in Business Central to the Dynamics 365 Sales Unit Group in Dynamics 365 Sales. The following image shows the mappings.

You can create multiple units of measure for each unit group, and assign the groups to products in Dynamics 365 Sales. Afterward, you'll be able to synchronize the products with items and resources in Business Central. You can manually couple item units of measure or resource units of measure with a unit group. When you do, if the unit group for the item or resource isn't coupled to a unit group in Dynamics 365 Sales, for example, because the unit group didn't exist, Business Central will automatically create the unit group in Dynamics 365 Sales.

Map items and resources to products

When you turn on the Unit Group Mapping toggle on the Microsoft Dynamics 365 Connection Setup page, the following happens:

• New mappings are created for items and resources.
• Existing mappings are deleted.
• A data upgrade creates unit groups for items and resources.

To use the new mappings, you must synchronize unit groups, item unit of measure, and resource unit of measures. You must also resynchronize items and resources.

The following steps describe the steps to start mapping unit groups:

1. Be sure that products in Dynamics 365 Sales aren't coupled with items or resources in Business Central. If they are, go to the Items and/or Resources pages and use the filter options to select the coupled records. Then choose the Dynamics 365 Sales action, and select Uncouple. This action schedules a background job to uncouple the records. While the job is running, you can check its status by using the Synchronization Log action. For more information, see Coupling and Synchronizing.
2. Because new products will be created in Dynamics 365 Sales with new unit groups, to avoid duplicate names, do one of the following steps:

• Rename your products, and then retire them in Dynamics 365 Sales. For more information, see Retire products (Sales Hub). To bulk edit your products in Microsoft Excel, sign in to Power Apps, choose your environment, go to the Product table, and then choose the Data tab. Clear any filters that are applied. In the Data group, choose the Edit Data in Excel action. Add a prefix or suffix to the coupled products, and then retire them.
  • Retire your products and delete them.

3. Follow these steps to synchronize Unit Groups, Unit of Measures, Items, and Resources:

   1. In Business Central, open the Dynamics 365 Sales Connection Setup page.
   2. Use the Run Full Synchronization action to open the Dataverse Full Synch. Review page.
   3. For the ITEM UOM, RESOURCE UOM, AND UNIT GROUP mappings, choose the Recommend Full Synchronization action.
   4. Choose the Sync All action.

   Note

   For mappings that have not yet been fully synchronized, this action will fully synchronize them. To prevent those mappings from synchronizing, delete the mappings from the page. This only removes them from the current full synchronization, and does not delete the mappings.

4. Choose the ITEM-PRODUCT mapping, and then choose the Restart action. Restarting creates new products from the items in Dynamics 365 Sales, and assigns a new unit group that is specific to the item.

5. Choose the RESOURCE-PRODUCT mapping, and then choose the Restart action. Restarting creates new products from the resources in Dynamics 365 Sales, and assigns a new unit group that is specific to the resources.

Synchronization rules

The following table lists the rules that control the synchronization between Dynamics 365 Sales and Business Central. These rules are in addition to rules defined for Dataverse, which also apply. For more information, see Standard Entity Mapping.

Synchronization jobs for a Sales integration

The jobs are run in the following order to avoid coupling dependencies between tables. There are more jobs available from Dataverse. For more information, see Use Job Queues to Schedule Tasks.

1. UNITOFMEASURE - Dynamics 365 Sales synchronization job
2. RESOURCE-PRODUCT - Dynamics 365 Sales synchronization job
3. ITEM-PRODUCT - Dynamics 365 Sales synchronization job
4. CUSTPRCGRP-PRICE - Dynamics 365 Sales synchronization job.
5. SALESPRC-PRODPRICE - Dynamics 365 Sales synchronization job.
6. POSTEDSALESINV-INV - Dynamics 365 Sales synchronization job.

Default synchronization job queue entries

The following table describes the default synchronization jobs for Dynamics 365 Sales.

Connect to on-premises versions of Business Central 2019 release wave 1 and Microsoft Dynamics NAV 2018

The Microsoft Power Platform team has announced that it's deprecating the Office365 authentication type. If you're using a version of Business Central on-premises that is earlier than Business Central 2019 release wave 1, you must use the OAuth authentication type to connect to Dynamics 365 Sales online. The steps in this section describe how to connect the following product versions:

• Business Central 2019 release wave 1
• Microsoft Dynamics NAV 2018

Prerequisites

• You must have a Microsoft Azure subscription. A trial account will work for application registration.

• Dynamics 365 Sales is configured to use one of the following authentication types:

  • Office365 (legacy)

    Important

    Effective April 2022, Office365 (legacy) will no longer be supported. For more information, see Important changes (deprecations) coming in Power Apps, Power Automate and customer engagement apps.

  • OAuth

Connect Business Central 2019 release wave 1 and Dynamics NAV 2018

1. Import the Microsoft Dynamics 365 Business Central Integration Solution into your Dynamics 365 Sales environment. The integration solution is available in the CrmCustomization folder on your Business Central or Dynamics NAV 2018 installation DVD. Depending on your product version, import one of the following solutions:

   • For Business Central, the folder contains the DynamicsNAVIntegrationSolution_v9 and DynamicsNAVIntegrationSolution_v91. solutions. The solution you should import depends on the version of Dynamics 365 Sales you're connecting to. Dynamics 365 Sales online requires the DynamicsNAVIntegrationSolution_v91 integration solution.
   • For Dynamics NAV 2018, install the DynamicsNAVIntegrationSolution solution.

2. Create a non-interactive integration user in your Dynamics 365 Sales environment, and assign the user the following security roles. For more information, see Create a non-interactive user account.

   • Dynamics 365 Business Central Integration Administrator
   • Dynamics 365 Business Central Integration User

   Important

   This user must not have the System Administrator security role. Also, you cannot use the system administrator account as the integration user.

3. In the Azure portal, create an app registration for Business Central. For more information, see Register an application in Microsoft Entra ID.

   Note

   We recommend that you register the app in the same tenant as your Dataverse environment so that you do not have to consent to letting the app access the environment. If you register the app in another environment, you must sign in to Microsoft Entra ID using the administrator account for your Dataverse environment and give consent.

   Additionally, the app that you register must not have a secret. Connecting an app with a secret to Dataverse is available only in Business Central 2020 release wave 1 and later.

4. Depending on your product version, do one of the following steps:

   • In Business Central, search for Microsoft Dynamics 365 Connection Setup, and then choose the related link.
   • In Dynamics NAV 2018, search for Microsoft Dynamics 365 for Sales Connection Setup, and then choose the related link.

5. In the Authentication Type field, choose the option for OAuth.

6. Choose the CRM SDK version that matches solution version you imported in step 1.

   Note

   This step is only relevant for Business Central.

7. Enter the URL of your Dynamics 365 Sales environment, and then enter the user name and password for the integration user.

   • In Business Central, use the Server Address field.
   • In Dynamics NAV 2018, use the Dynamics 365 Sales URL field.

8. In the Connection String field, specify the ID of the app registration. This field has two tokens in which the ID of your application should be specified.

   Token	Description
   AppId	Set to the application ID.
   RedirectUri	Set to the application ID, but add the app:// prefix.

   Example The following example shows a connection string.

   AuthType=OAuth;Username=jsmith@contoso.onmicrosoft.com;Password=****;Url=https://contosotest.crm.dynamics.com;AppId=<your AppId>;RedirectUri=app://<your AppId>;TokenCacheStorePath=;LoginPrompt=Auto
   

9. Enable the connection.

See also

Setting Up User Accounts for Integrating with Dynamics 365 Sales
Set Up a Connection to Dynamics 365 Sales
Synchronizing Business Central and Dynamics 365 Sales
Preparing Dynamics 365 Sales for Integration on-premises

Find free e-learning modules for Business Central here