The Microsoft Dynamics 365 Business Central Data Sync allows you to automatically synchronise reference data from Microsoft Dynamics 365 Business Central into ExpenseIn, helping keep your Admin area up to date and reducing the need for manual updates.
This optional feature of the Microsoft Dynamics 365 Business Central integration allows you to continue posting expenses and invoices to Microsoft Dynamics 365 Business Central as normal.
To use the Microsoft Dynamics 365 Business Central Data Sync, it must be enabled and configured in the ExpenseIn Admin area. See our Configure Microsoft Dynamics 365 Business Central Data Sync Help Article for setup steps.
Note: You can disable all or part of the Data Sync configuration at any time.
How the Microsoft Dynamics 365 Business Central Data Sync works
The sync is one-way:
Changes made in Microsoft Dynamics 365 Business Central update ExpenseIn.
Changes made in ExpenseIn do not update Microsoft Dynamics 365 Business Central.
If a change is made directly in ExpenseIn to a field included in the sync, it will be overwritten at the next sync unless the same change is also made in Microsoft Dynamics 365 Business Central.
Sync requirements
At least one item must be enabled in the Data Sync configuration for a sync to occur.
Sync schedule
An initial sync occurs when you click Save & Sync.
An immediate sync occurs after configuration changes when clicking Save & Sync.
Clicking Save only stores configuration changes (no sync is initiated).
A daily sync occurs at approximately 4:00 AM GMT (time subject to change).
Synced fields
When the Microsoft Dynamics 365 Business Central Data Sync is enabled, Categories, Projects, Departments, and Suppliers can be kept aligned with your Microsoft Dynamics 365 Business Central account based on your configuration.
Note: Tax rate synchronisation between Microsoft Dynamics 365 Business Central and ExpenseIn is not currently supported. Tax Rates created or updated in Business Central will not be reflected in ExpenseIn.
a. Categories
ExpenseIn Data Field | Microsoft Dynamics 365 Business Central Data Field |
Category Name | G/L Account Name |
Category Reference | G/L Account No. |
G/L Accounts created or updated in Microsoft Dynamics 365 Business Central will create or update Categories in ExpenseIn.
Note:
Renaming a G/L Account updates the Category Name (if the G/L Account No. remains the same).
Changing the G/L Account No. creates a new Category in ExpenseIn.
Deleting an Account in Microsoft Dynamics 365 Business Central does not delete the Category in ExpenseIn.
New Categories created apply to 'Purchase Expenses' only by default.
If any of the Category settings need to be adjusted, you can edit the category.
The Category will retain any edits made to fields other than the Category Name and Category Reference in ExpenseIn.
b. Projects
ExpenseIn Data Field | Microsoft Dynamics 365 Business Central Data Field* |
Project Name | Project Description or Location Name |
Project Reference | Project No. or Location Code |
* Determined by the source selected in the Data Sync configuration.
Projects or Locations created or updated in Microsoft Dynamics 365 Business Central will create or update Projects in ExpenseIn.
Note:
Updating a Project Description or Location Name updates the Project Name (if Project No. or Location Code remains the same).
Changing the Project No. or Location Code creates a new Project.
Deleting a Project or Location in Microsoft Dynamics 365 Business Central does not delete the Project in ExpenseIn.
New Projects created apply to all expense types (and invoicing) by default.
If any of the Project settings need to be adjusted, you can edit the project.
The Project will retain any edits made to fields other than the Project Name and Project Reference in ExpenseIn.
c. Departments
ExpenseIn Data Field | Microsoft Dynamics 365 Business Central Data Field |
Department Name | Location Name |
Department Reference | Location Code |
Locations created or updated in Microsoft Dynamics 365 Business Central will create or update Departments in ExpenseIn.
Renaming a Location in updates the Department Name (if the Location Code remains the same).
Changing the Location Code creates a new Department.
Deleting a Location in Microsoft Dynamics 365 Business Central does not delete the Department in ExpenseIn.
If any of the Department settings need to be adjusted, you can edit the department.
The Department will retain any edits made to fields other than the Department Name and Department Reference in ExpenseIn.
d. Suppliers (Invoicing module only)
ExpenseIn Data Field | Microsoft Dynamics 365 Business Central Data Field |
Supplier Name | Vendor Name |
Supplier Reference | Vendor No. |
Vendors created or updated in Microsoft Dynamics 365 Business Central will create or update Suppliers in the ExpenseIn Invoicing module.
Note:
Renaming a Vendor updates the Supplier Name (if the Vendor No. remains the same).
Changing the Vendor No. creates a new Supplier in ExpenseIn.
Deleting a Vendor in Microsoft Dynamics 365 Business Central does not delete the Supplier in ExpenseIn.
If any of the Supplier settings need to be adjusted, you can edit the supplier.
The Supplier will retain any edits made to fields other than the Supplier Name and Supplier Reference in ExpenseIn.
Additional Information
If you have any questions about the Microsoft Dynamics 365 Business Central Data Sync or the required setup, contact our Support team for assistance.