How do I run a new batch? (Dynamics 365)

Running a New Batch

Setting up the Batch

The following explains how to use the integration application to run a new batch. This operation will export transactions that you select from Manage and import them into Dynamics NAV. When the operation finishes, a new “Batch” is created in Manage that remembers the transactions that were part of the batch.

  1. Select Location – If you are going to import records from a specific office location, choose the location from the dropdown box. To import records from all available locations, leave the field blank. If you have a location that is not present in the combo box, then that location does not have any transactions to export.

  2. Select Through Date – If you wish to only select transactions that occurred up to a certain date, select that date as the “through date”. Transactions that occurred after the “Through Date” will not show as transactions that you can select for the batch.

  3. Select Export Options – Select the various options that will control the export. These options are described below:

    1. Export Invoices – Check this box to have AR Invoices exported as part of the batch. Leaving this box unchecked means that AR Invoices will not be exported as part of the batch.

    2. Invoice - This dropdown allows you to select the level of detail that is shown on an invoice line. For example, the invoice line for a Service Ticket in Manage might show in its description “Ticket #1234 – Set up computer for new hire”. With “Default” selected, this invoice line will simply say “Service.” The “Condensed” option will provide brief details and the “Detailed” option will provide extensive details.

    3. Export Expenses – Check this box to have reimbursable exported as part of the batch.

    4. Export Inventory – Check this box to have inventory transactions (Item Receipts, Inventory Adjustments, and Inventory Transfers) included as part of the batch.

You may sometimes find that a transaction you expected to be listed is not because of a missed step somewhere along the way (such as an invoice never having been marked as “Closed”). After performing this step, you can press “Refresh Data” in order for that transaction to show up in the list of transactions.

Note that transactions in Manage are set up to use the accounts as they existed at the time the transaction was closed. For example, if the Manage GL Setup Table has 1100 set for Accounts Receivable account in the Manage GL Setup Table to 1200, the Invoice will STILL use the old status, save the change, then set it back to a "Closed" status, and save again. This will effectively "reset" the GL accounts against which the invoice is set.

Selecting Specific Invoices

By clicking on the “Invoices” tab, you can explicitly control which invoices you want to include in the batch. 

 

Checking the checkbox in the “Include” column will cause the transaction to be included in the batch. Conversely, unchecking the checkbox in the “Include” column will cause the transaction to NOT be included in the batch. You may also click the “Select All” or “Deselect All” buttons to check or uncheck all transactions, respectively.

Selecting Specific Expenses

By clicking on the “Expenses” tab, you can explicitly control which reimbursable expenses you want to include in the batch. 

Checking the checkbox in the “Include” column will cause the transaction to be included in the batch. Conversely, unchecking the checkbox in the “Include” column will cause the transaction to NOT be included in the batch. You may also click the “Select All” or “Deselect All” buttons to check or uncheck all transactions, respectively.

 

Selecting Specific Inventory Transactions

By clicking on the “Inventory” tab, you can explicitly control which Item Receipts, Inventory Adjustments, and/or Inventory Transfers you want to include in the batch.

 

Checking the checkbox in the “Include” column will cause the transaction to be included in the batch. Conversely, unchecking the checkbox in the “Include” column will cause the transaction to NOT be included in the batch. You may also click the “Select All” or “Deselect All” buttons to check or uncheck all transactions, respectively.

Select a Batch ID

Once you select the transactions that you want to export in the batch, you must pick a Batch Number.

Manage recommends that you use a separate batch for Invoice, Expense, and Inventory transactions. In order to ensure that your batch numbers stay unique and easy to understand, a naming convention is also recommended. A common naming convention might be the date, initials of the person running the batch, and the type of batch being run. For example, if John Doe were to run three batches on January 1st of 2013, he might run the integration three times with the following batch numbers:

  • 20130101JD-I (Used for all invoice transactions)

  • 20130101JD-E (Used for all reimbursable expense transactions)

  • 20130101JD-P (Used for all inventory transactions. “P” stands for “Procurement”)

Determine which Batch Number you wish to use and type it into the “Batch Number” field.

Run the Batch

Click “Run Export”. This will start the export process.

 

Once started, a screen will appear that provides the status of the export process. When the export process completes, you will have a description of the results in the lower part of the screen. At this point, you can save a log of the results:

  • Click “Save List of Errors” to create a file that contains the list of errors that occurred. You might have to fix issues with various transactions and then rerun. Having this list of errors is helpful for listing those errors.

  • Click “Save Full Log” to create a file that contains much more information on the errors and the cause of those errors. This log is useful if you have a question on a specific error message and would like to send it to a Mobius Works support technician, as it provides us a great deal of information that helps us discover what happened.

When the export finishes, you will be left in one of three states. You should read the text in the output screen to determine the results of your batch. In general, you will experience one of three results:

  1. The batch failed

In this case, an error occurred before any transactions started to be imported into Dynamics NAV. These errors might be as simple as not being able to connect to either Manage or Dynamics NAV.

Additionally, this integration performs a number of validation checks before starting to push transactions to Dynamics NAV. An example validation is to check to make sure that a Vendor has been mapped successfully and the Vendor ID it was mapped to exists in the Dynamics NAV system. If any such validations fail, the batch will fail entirely.

You should fix whatever the error messages indicate and try to run the batch again. Because no transactions were exported, just as if you had never run the batch.

  1. The batch completed successfully

In this case, the batch was run successfully. All selected transactions were exported to Dynamics NAV and no errors occurred. Additionally, Manage was updated with the information of all the transactions, creating a new “Batch” with the Batch ID provided that stores the list of transactions that were selected. These transactions will no longer show in the integration screen since they are considered to have been transferred to Dynamics NAV.

  1. The batch completed, but some transactions contained errors

In this case, all the validation passed, and at least one transaction was successfully imported into Dynamics NAV. However, there were some transactions that failed. In this case, a batch is still created with the transactions that did successfully transfer. Since a batch was created for the successful transactions, another batch will need to be created once the unsuccessful transactions are corrected based on the suggestion(s) in the error message.

For example, assume that John Doe ran batch “20130101JD-I”, which pushed 25 successful invoices to Dynamics NAV, but failed on three invoices. John should correct the issues described by the error messages, and then create another batch for these last three. This new batch number could be called “20130101JD-I-1”

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