Mapping Corresponding Data
There is data in Manage that will have corresponding data in Dynamics 365. For example, when you create an invoice in Manage for the Company “Acme Inc.”, the integration program will need to create an Invoice in Dynamics 365 for the Customer “Acme Inc.”. In order to know against which Dynamics 365 Customer this invoice will be created, Manage needs some way to associate the “Acme Inc.” in Manage with the “Acme Inc.” in Dynamics 365. This process of associating data is known as mapping.
The following sections will describe what data needs to be mapped. When an improper mapping is found, the integration program will fail before attempting to export any data, giving you the information needed to fix the mapping.
Companies in Manage are mapped to Customers in Dynamics 365. The “Account Number” field on the Manage Finance > Company Finance screen must match the “No” field on the Departments > Financial Management > Receivables > Customers interface in Dynamics 365. If a Customer in Manage has an invoice to be imported into Dynamics 365 and the customer does not exist in Dynamics 365, a new Customer will be created in Dynamics 365 automatically.
Companies flagged as Vendors in Manage are mapped to Vendors in Dynamics 365. The “Vendor ID” field on the Manage Finance > Company Finance screen must match the “No” field on the Vendors interface in Dynamics 365. If a Vendor in Manage has a PO to be imported into Dynamics 365 and the Vendor does not exist in Dynamics 365, a new Vendor will be created in Dynamics 365 automatically.
With the Expenses: Transfer as Bill option checked in the Manage Accounting Package setup table, billable expenses will be created as Purchase Invoices in Dynamics 365. Therefore, Members on an expense will map to Vendors in Dynamics 365. The “Vendor Nbr” field on the Manage System > Members screen needs to match the “No” field on the Vendors interface in Dynamics 365.
The “Account” field for a GL Account in the System > Setup Tables > GL Accounts table in Manage must be consistent with the “No” field for a GL Account in the Finance > General Ledger > G/L Account Categories interface in Dynamics 365. Click Edit to change the GL Account Category. Note that Accounts will not be automatically created in Dynamics 365 if they are not found. An error message will be raised during the validation phase halting the transfer.
Multi-Segmented GL Accounts
The subaccounts of a multi-segmented GL Account in Manage can be mapped to Dynamics 365 Dimension codes which can be applied to transaction line details. Dynamics 365 supports up to 8 Dimension codes per line detail. The integration will only consider the first 8 subaccount segments of a GL Account coming from Manage. The number of segments for GL Accounts in Manage is defined on the Accounting Package setup table by navigating to System > Setup Tables and searching for “Accounting Package”. Please note that a multi-segment GL Account mapping setup requires all segments of a GL Account in Manage to have a value if any subaccount segments will be mapped.
In the following example, we will be mapping a 3-part multi-segmented GL Account in Manage to Dynamics 365. The root, or the first part, of the GL Account will map to the Dynamics 365 Chart of Accounts as detailed in the GL Accounts section. The “Department” and “Project” segments will map to Dynamics 365 Dimension Codes. The Segment Type must be “Account”.
The order of account segments in Manage should match the order of Dimension Codes in Dynamics 365. You can get there by going to Finance>Dimensions. Make changes by clicking "Edit List"
Please note that, while it is not necessary for the Dimension codes to match the Account segment caption, the order is important. Therefore, it is recommended to name each accordingly for clarity.
After establishing the number of segments for GL Accounts in Manage, the GL account segments must be established for each GL Account in the GL Account setup table found at System > Setup Tables > GL Accounts. The subaccount segments defined for a GL Account in Manage map to Dimension Code values for the Dimension Code of the segment in Dynamics 365. In this example, we will map a Department subaccount segment “D01” and a Project subaccount segment “P01” to Dimension Code values for Dimension Codes Department and Project in Dynamics 365 respectively.
Dimension setup can be found in Dynamics 365 by navigating to Finance>Dimensions and then at the top of the page going to Dimensions and selecting "Dimension Values" from the dropdown.
The Dynamics 365 Dimension Code Value must match the Manage account segment value. Add a Dimension Code Value of P01 to the Project Dimension Code to complete this mapping example.
Tax Codes in Manage map to Tax Areas in Dynamics 365. A Dynamics 365 Tax Area consists of one or more Tax Jurisdictions. Each Tax Jurisdiction in Dynamics 365 requires a TAXABLE and NONTAXABLE Tax Detail. This section details the mapping process of a multi-level tax configuration in Manage. A single level tax configuration can be implemented following these same steps with just one Manage Tax Level mapping to one Dynamics 365 Tax Jurisdiction. Consider the following Manage Tax Code:
The color coding will be used to assist and simplify the mapping process. First, there must be a Tax Area defined in Dynamics 365 with a Code that matches the Manage Tax Code value of COMPLEX. It is recommended to have each Manage Tax Level Tax Code Xref value match the Tax Code (consider the color coding). To define a Tax Area in Dynamics 365, search for "Tax Areas" and click New.
Next, Tax Jurisdictions need to be applied as Tax Area lines. These lines map to Manage Tax Levels. Click New under Lines to add a Tax Jurisdiction. If the Tax Jurisdiction does not already exist it will need to be created first. Click on the drop down for Tax Jurisdiction and click New.
Create a Tax Jurisdiction for each Tax Level in Manage mapping the Manage Tax Agency Xref to the Dynamics 365 Tax Jurisdiction Code.
Note the Tax Account (Sales) column. This is where the Tax Payable can be specified for each tax level. These accounts would map from the Manage GL Account setup table. Depending on your Manage setup, each level may or may not use the same GL Account.
Once all Tax Jurisdictions have been defined the integration requires Tax Details for both a TAXABLE and NONTAXABLE Tax Group Code. For each Tax Jurisdiction mapping to the Tax Area, select the Tax Jurisdiction line, click Details to open the Tax Details interface.
On the Tax Details for each level, add a detail for each required Tax Group Code. On the TAXABLE Tax Group Code line, enter the Manage tax rate for the corresponding Tax Level. On the NONTAXABLE Tax Group Code line, enter 0. Note that the Manage tax rate is a decimal value. Dynamics 365 expects a percentage tax rate. Therefore .01 in Manage should be entered as 1 in Dynamics 365.
After completing the Tax Jurisdiction entries and their Tax Details for each Manage Tax Level, complete the Tax mapping by applying the Tax Jurisdiction Codes as Tax Area Lines on the Tax Area interface.
When an invoice flagged as taxable transfers through the integration, the Tax Code applied to that invoice will be assigned as the Tax Area Code on the Sales Invoice Header in Dynamics NAV and the Tax Liable flag will be set to true. For all taxable lines on the invoice, the TAXABLE Tax Group Code will be used for the line in Dynamics 365. All non-taxable lines on the invoice will use the NONTAXABLE Tax Group Code. If an invoice coming through from Manage is not marked as taxable, a Tax Area Code will not be applied to the Sales Invoice Header and the Tax Liable flag will be set to false.
Receivable Invoices in Manage will be created as Sales Invoices in Dynamics 365 listed on the Business Manager> Sales > Sales Invoices interface.
Credit Memos in Manage will be created as Sales Credit Memos in Dynamics 365 listed on the Business Manager > Sales > Sales Credit Memos interface.
If the Expense: Transfer as Bill option is checked in the Manage Accounting Package setup table, Expenses will be created as Purchase Invoices in Dynamics 365 listed on the Business Manager > Purchasing > Purchase Invoices interface.
If the Expense: Transfer as Bill option is NOT checked in the Manage Accounting Package setup table, Expenses will be created as DEFAULT batch Purchase Journal Entries in Dynamics 365 search for "Purchase Journal" it is found under "Tasks"
The “Product ID” field on the Procurement > Product Catalog list in Manage will map to the “No.” field on the Item Card screen in Dynamics 365. If a Product in Manage does not exist in Dynamics 365, it will be created automatically. Please note that integration does not support serialization of products; so, any serialized products in Manage will be created in Dynamics 365 as non-serialized.
Item Receipts in Manage will be created as Purchase Invoices in Dynamics 365 listed on the Purchasing > Purchase Invoices interface.
It is important to note a few points on closing and batching Item Receipts out of Manage:
An Item Receipt represents the receipt of an item on a purchase order.
Item Receipts can be batched immediately after the item has been received and the line item on the Manage Purchase Order has been closed.
Item Receipts will be broken into multiple Dynamics 365 Purchase Invoices if:
- Line items are received, closed, and batched separately and/or
- Line items have differing packing Slip Values.
Freight will not be accounted for until the Manage Purchase Order itself is closed. Freight will be created as a separate Dynamics 365 Purchase Invoice if the Freight Packing Slip value does not match the PO Number or any line item Packing Slip values.
Since Dynamics 365 Purchase Invoice No. values must be unique, the following outline the convention used to create unique Purchase Invoice No. values when Item Receipts are split into multiple Dynamics 365 Purchase Invoices.
- If the Packing Slip value matches the PO Number, the PO Number will be used.
- If the Packing Slip value does NOT match the PO Number, the PO Number + Packing Slip values will be used int he following format: [PO Number]-[Packing Slip]
Therefore, it is necessary to use different Packing Slip values per item if batching line items separately.
Inventory Transfers & Adjustments
Inventory Transfers & Adjustments in Manage will be created as DEFAULT batch Item Journal Entries in Dynamics 365 by searching for "Item Journals" in Tasks.
Billing Terms in Manage will be created as Payment Terms in Dynamics 365. The “Terms Xref” field in the System > Setup Tables > Billing Terms screen in Manage will be the “Code” field on the Cash Management >Payment Terms screen in Dynamics 365. The “Due Days” field in Manage will be the amount in the “Due Date Calculation” field + the letter “D” (to indicate days) in Dynamics 365. The “Description” field in Manage will be the “Description” field in Dynamics 365.
Warehouses in Manage will be mapped to Locations in Dynamics 365. The “LocationXref” field in the System > Setup Tables > Warehouse List > Warehouse screen in Manage will be the “Code” field on the Dynamics 365 Administration> Locations screen.