It has been quite sometime i have not written here. Last few months were very busy with several things and that did not allow any time to spend on blogging. I finally managed to get some time here!!
In one of my earlier posts, I elaborated some of the functionalities of the Vendor collaboration/Vendor self-service feature of Microsoft Dynamics 365 for Finance and Operations – Enterprise Edition and what was coming in future releases. With the Fall release (Version 7.3), Dynamics 365 for Finance and Operations has much more to offer to automate vendor self-service and collaboration, specifically around the vendor user and organization onboarding aspects.
In this post, lets take a look at some of those new features, specifically in the vendor onboarding area.
The diagram below shows an overall representation of how the data flows from a Prospective Vendor to an Approved vendor in D365FO.
Let’s now dig into some of the finer details of the processes and steps underneath each of these steps in the vendor onboarding process.
Prospective Vendor shows interest to become a potential vendor: Before an organization or individual wants to become a vendor for your organization, they are referred as “Prospective Vendors”. They can apply to be a vendor for your organization either via a website you may have, with anonymous access, or they can apply via a contact at your organization. If they come in through your website, you can have an OData integration with D365FO, to send the prospective vendor’s data into D365FO. Alternately, you can also use Data Management Framework to import the prospective vendor data periodically into D365FO.
After the initial basic data for the perspective vendor comes into D365, it will appear in Prospective Vendors registration under Procurement & Sourcing > Vendor collaboration requests.
Procurement Personnel from your organization reviews the details and initiates the vendor invitation process:
Before a procurement personnel from your organization reviews these requests to initiate the vendor invitation process, lets take a look at the workflow that is set up behind the scenes to do all the heavy lifting.
Under System Administration > Workflow > User Workflows, you can set up workflows for adding, modifying or inactivation of a new prospective vendor/existing vendor user. For a new prospective vendor user, the workflow provides your various options to fully control the new user provisioning in Azure AD and new user creation in D365FO.
Take a look at the screenshot below which shows this workflow.
To initiate the invitation process for the new prospective vendor, the procurement personnel will select the required user and review the details. If they decide to proceed with initiating the invitation process, they click the Invite User button.
At this point, the Processing status of the vendor registration request changes to “User requested“. This means a request for setting up a new user account in Azure AD and in D365FO has been initiated in the workflow.
As soon as the user creation request is creation, the personnel setup in the workflow for this will get notified and will process the request further. If you notice the screenshot of the workflow above, the first step in our workflow is to review and approve the user request even before the Azure AD and D365FO user accounts are created.
The Personnel responsible goes into the user request and reviews the details to approve it.
The next step in the workflow is to set up the B2B user account in Azure AD. You can use the manual task within the workflow and assign it to the required person, who then can download the external user setup CSV file for import within Azure AD.
Alternately, you can use the automated task for provisioning the Azure AD B2B user account.If you chose to use the automated task, you need to make sure to complete the below setups.
With the above setup done, the automated task will provision the Azure AD user for the vendor user automatically. In the next step of the user setup workflow, you can set up automated tasks for provisioning the user account within D365FO and also send the email notification to the vendor with a URL link to D365 for signup and registration. You can set up an email template and use (%portalURL%) placeholder in the email message, which will automatically include the URL of D365FO, when it sends the email notification to the vendor.
In this demo, the prospective vendor i added was John Smith whose email id was firstname.lastname@example.org. Since i had done all the setups above, ( (John Smith, the vendor) got the email notification with a URL for sign up.
Prospective vendor signs up to D365 and completes registration Wizard:
Now, it is time for the prospective vendor to sign up and complete the registration wizard and provide additional information about their organization.
When the vendor logs in to D365 by clicking the URL in the email invite, they are directly taken to a registration wizard, which appears as shown in screenshot below.
The vendor selects the Country/region first in which they operate in. In this case , i selected USA.
On the next few screens, vendor enters their business information and all necessary details as shown in screenshots below.
You can also configure and assign predefined questionnaire and assign it to the vendor to answer and you also let them select procurement catalog.
New Vendor request created in D365 for review and approval:When done, the vendor submits all the information at the end of the wizard.
This create the new vendor request in D365FO, which will then be reviewed and approved by a procurement or AP person of your organization. Procurement personnel can navigate to Procurement and Sourcing > Vendor collaboration > Vendor requests to see these.
New vendor details reviewed and approved:
The Procurement personnel then completes the review process of the new vendor request and upon confirmation, the new vendor record is automatically setup in the Vendor master. After that, the vendor can have full access to the vendor collaboration portal and they can communicate with your organization in real time on purchase orders, invoices, consignment inventory, RFQs and responses, bidding and more.
That essentially completes the overall vendor onboarding process in D365FO. Stay tuned for more on this.
The Data Management Framework of Dynamics 365 For Finance and Operations – Enterprise Edition provides advanced data management capabilities which makes the overall data export and import really seamless easy, for both standard Dynamics 365 data entities as well as any custom entities that you might have development for your business requirements. This framework provides a easy to use front end interface for your data export and import management, so that a regular pro users of Dynamics 365 can interact with it, without requiring advanced knowledge of development and database.
In this post today, let us discuss about one of the features of this Data Management framework called the “Data Templates”, which will help you accelerate the data configuration and export/import management in your Dynamics 365 Implementation.
So, what are these data configuration templates ? One of the things you would have always done in every D365FO (Dynamics AX earlier) implementation, is probably use an excel spreadsheet to keep track of setup and master data configuration checklist and their sequence of import. While this works, it also requires extensive manual tracking, supervision and may lead to lot of human errors and mistakes.
Data configuration templates in D365FO are basically a predefined list of data entities for each module area, which are sequenced , so the data import will be processed in correct order automatically. This reduces human error in the data import sequence, save a huge amount of time in data import/export.
The templates are sequenced using Units, levels and sequence numbers (will discuss more on these below), and predefined dependencies between data entities. For example, before you import/upload your customer master data, you need to make sure all the number sequences formats, customer groups, payment terms etc. are imported prior to that. The data configuration templates addresses this and takes care of sequencing.
Let us now understand what is underneath these data templates and how these are managed in D365FO.
Note: In future, these will be made available in the shared asset library of LCS(Lifecycle Services), just like other assets such as the Power BI report models, Software deployable packages etc.
Note: At some point in future, Microsoft will make it possible for the sequencing to happen automatically when you add entities to a template and will they will try to provide templates for every standard D365FO configuration and setup.
Now, let us see how we can use these data templates (Predefined or custom created) in an actual Data project for export or import.
This is certainly a huge time saver and you don’t have to select individual entities and import them one by one remembering their sequence.
I find this feature very useful and this will help save significant time in data export/import and will also enable users who are not experts of the system to seamlessly export and import data for all required modules by leveraging these templates. This is also a great step towards standardizing data configs as much as possible, so that customers don’t have to reinvent the wheel in every implementation.
That’s it for this post. Stay tuned !!
One of the most awaited releases of Dynamics 365 For Finance and Operations is now available (The July 2017 and Platform Update 8). Lot of new capabilities and exciting new features across all the functional modules and quite a few technology stack improvements!!In this post, I will highlight some of the most important new features that are my favorites so far, that I think are going to helpful for customers in big time.
First thing first! Starting with the July release, there is a change in the naming of the Dynamics 365 apps . Earlier we had “Dynamics 365 For Operations”, which basically represented the Enterprise edition of Dynamics 365 and “Dynamics 365 For Financials’ which represented the Business edition targeted for SMB customers.
Starting with the July release, the naming will be as below.
Dynamics 365 For Operations => Dynamics 365 For Finance and Operations – Enterprise Edition (For Enterprise Customers)
Dynamics 365 For Financials => Dynamics 365 For Finance and Operations – Business Edition (Suitable For SMB Customers)
You should notice this name changes, when you login to the new version.
Here are some of my personal favorite features and functionality fro this latest update of Dynamics 365 For Finance and Operations.
Embedded PowerBI and Analytical Workspaces for all D365FO licensed users:
Microsoft Power BI is the backbone of Dynamics 365 for delivering critical business intelligence to all users of an organization with rich interactive visuals, dashboards and reports, with appropriate drill downs, data filter options etc. When Dynamics 365 was first released, users had the option of consuming preconfigured or customized Power BI dashboards and reports from their PowerBI online workspaces right into their workspaces within Dynamics 365. This is a great capability and allowed users to mash up data from Dynamics 365 or even from external data sources and then see them all together right on their workspaces. However, this required every users to have at least a free PowerBI.com subscription to be able to do this.
With the July 2017 update, Power BI Embedded services are integrated into Dynamics 365. Embedded Power BI is a Microsoft Azure Service that allows to embed the dashboards and reports directly into Operations workspaces of Dynamics 365. Embedded Power BI is an ideal way of presenting near real time data insights, with Direct Query to the Entity Story (Data warehouse for Dynamics 365). These embedded dashboards and reports are available for all users with the base license of Dynamics 365 for Finance and Operations and does not necessarily require the user to have a PowerBI.com subscription.
The diagram below shows the key difference between the PowerBI Online and PowerBI Embedded services.
The good news is, Microsoft has already shipped several out of the box PowerBI asset files within Life Cycle Service starting with the July 2017 release, which can be simply included in the Dynamics 365 deployment options to get instant access to readily available dashboards and reports across all major business areas. Below are some of the sample examples of these embedded Power BI dashboards and workspaces in Dynamics 365.
Prospect to Cash Integration between Dynamics 365 for Sales and Dynamics 365 for Finance and Operations using Common Data Services:
This one is a HUGE step forward!! Since Dynamics 365 launched back in February 2016, the Primary objective and goal for Microsoft was to combine the best of Dynamics CRM and ERP worlds and provide a unified experience to end users, so that they can advantage of best of breed functionalities within the Modular apps for Sales and Financials & Operations and still be able to integrate the data flow between these apps seamlessly to get a 360 degree view of their business. We have seen steps Microsoft has taken in last several months to get the Common Data Service (Azure Public Cloud data storage) Platform ready for prime time along with the supporting surrounding services such as Microsoft Flow and PowerApps. With the July release, these all are coming together as a first significant step towards truly unifying the CRM and ERP worlds. This is the beginning of the departure from the traditional custom 3rd party integrations between CRM and ERP.
The following key scenarios are supported currently with this integrations, primarily in the Supply Chain side. More to come in future. I have not got chance to test this end to end yet. Will share some details when I am able to test it in coming weeks.
Generate invoices in Finance and Operations and sync them to Dynamics 365 for Sales.
Mobile workspaces/apps were introduced with the Update 3 release of Dynamics 365. Since then, these workspaces have been evolving and Microsoft continues to deliver more and more mobile workspaces covering various mobile business process scenarios. Some of the key mobile workspaces that were released in the July 2017 update are as below.
The highlight of these workspaces is the mobile app for Project Timesheet Entry and the Expense Management app. I provided my views on the preview version of these mobile workspaces in my earlier post. These workspaces have added significant amount of new features with the July 2017 release. The Expense management workspace now support end to end expense management from receipt capture, new expense report creation, submission, expense approvals and expense status inquiry and so on. Below are some screenshots of the mobile workspaces released in the July Update.
Employee Expenses Management and Reimbursement related enhancements:
There are several new features and usability enhancements that are introduced for Employee Expenses management in the July Update. From all these features and enhancement, my favorites are as below.
OCR interface for capturing vendor invoices automatically:
One of the most common asks from customers in the AP invoicing area is the functionality of OCR and vendor invoice automation. Organizations often offload the paper invoice processing to 3rd party OCR reader service providers. These service providers provide machine readable metadata for the invoice along with scanned imaged the invoice headers and lines. In the July 2017 release, the solution/standard interface to read these invoice metadata and invoice scanned attachments is in-built into the AP invoice process of Dynamics 365. 3rd party OCR service provider systems will be able to send metadata feed for invoices directly to D365FO.
This new functionality basically provides the following.
PowerBI reporting with Financial Dimensions:
This feature will be available with July 2017 Update and you will also need to have the most recent Platform update of Dynamics 365, which is Platform Update 8. This features let’s the power users or the BI report creators to add financials dimensions to the readily available aggregated measurements or custom built aggregated measurements in the Entity store.
With that, when the Entity store is periodically updated/refreshed, the financial dimension information of all the General ledger transactions will automatically be included in it. Then you can use those aggregated measurements to write joins, queries within Power BI to create any sort of financial report/dashboard within Power BI itself. Screenshot below shows just an example.
Publish financial reports from Dynamics 365 to SharePoint:
In the earlier versions/releases, you could generate financials reports and export/save it to your local computer. With the July 2017 release, you can now save financial reports directly to a SharePoint document library. The benefit of this is, you can setup alerts within SharePoint to notify you when new reports are available.
Note: I don’t have SharePoint configured in the demo environment, so not able to show the full experience.
You could also extend this further and write a Microsoft Flow, to automatically send the reports directly to your inbox from SharePoint. Endless possibilities !!
Tools for upgrade from AX 2012 or AX 2009 to Dynamics 365:
You can upgrade from Dynamics AX 2012 to Dynamics 365 for Finance and Operations, Enterprise edition. The complete Dynamics AX 2012 database can be brought forward, and your AX 2012 codebase can be upgraded to Finance and Operations. You can migrate from Dynamics AX 2009 to Finance and Operations via a migration toolset to bring forward master data and opening balances. It would be interesting to test these upgrade experiences and tools as opportunity comes !!
The Upgrade is now more predictable, which reduces the overall cost of the upgrade process. Upgrade starts with an automated analysis phase, which defines the preparation tasks required to reduce the time and cost to upgrade, as well as the ongoing future cost of Finance and Operations. Post upgrade, an automated validation phase provides statistics and metrics on the success of the upgrade process. The validation details can be used to quickly assess the state of the upgrade, so you can continue with functional testing and sign off.
In Finance and Operations there are no expensive upgrades needed to stay current and take advantage of continuous innovation. You can update to the latest versions of the product with a click of a button.
Support for Hybrid Cloud (Cloud + Edge) and Op-premise (Local Business Data) Deployment scenarios:
In one of my earlier posts, I explained some details about the 3 different deployment options that Dynamics 365 is going to provide. Starting with the July 2017 Update, both these deployment options are available. Customers who are keen on having an On-premise deployment of Dynamics 365 for Finance and Operations to capitalize on their existing infrastructure investments or due to data security and compliance requirements, will have the option to deploy D365FO in Hybrid as well as On-Premise model.
Microsoft published system requirements documentation explaining the detailed system requirements for an On-premise deployment of D365FO. You can find the information at this URL
There was system requirements document also that Microsoft published. See URL below.
I will share more info about this in future as we move with some testing and some actual deployments for customers.
That was a long enough post :). There are several other features and functionalities across technology stack, Retail and manufacturing modules, that I have not highlighted here in this post. There is a lot to explore and learn!!!
Stay tuned and stay current !! Till next time..
Starting with the Update 3 release of Dynamics 365 For Finance and Operations (I will refer this as D365FO from here on), Microsoft introduced the concept of “Mobile Workspaces” for D365FO. This works across all major mobile platforms, i.e. Android, iOS and Windows. The idea behind the mobile workspaces is to create and enable business process experiences for users of D365FO on mobile devices of any form factor, with purpose-built workspaces for various functions such as, Expense entry, Expense approval, timesheet entry, timesheet approval, invoices approval and more. All these workspaces are contained within one app, that you can download from Google Play Store or Apple Appstore. These are NOT individual mobile apps to address specific business process functions.
One of the key advantages of these workspaces is that, these are more configurable, that power users of an organization can create , instead of requiring heavy development skills (You would need to have basic level of understanding of the technical concepts of D365FO). I explained these mobile workspaces in one of my earlier blog posts here.
Today, I was able to use the preview version of ‘Expense Management Mobile Workspace” on my android phone and found it phenomenally usefully. Mobile capabilities in an ERP that is really meaningful and easy to use, FINALLY !!!
Here is a summary of my experience of using these mobile workspaces/apps.
One of the most important features that everyone needs in an expense reporting mobile app is the ability to easily enter expenses and easily capture receipts and upload them to the expense reports. The Mobile workspace addresses this in a very neat manner. This preview version of the app that I was able to play with, does both of these functions seamlessly in a very convenient way.
You can download the app for Dynamics 365 for Operations here.
Login to the app and view all available workspaces. For example, I have a few workspaces in my environment, as seen in screenshot below.
Quick Receipt Capture using Mobile App. You can take a photo or import an image from gallery and see receipts immediately in self-service workspace.
Enter Quick Expense lines using the mobile app and see the expense line instantaneously in Expense reports in self-service workspace.
The Mobile workspace and app for D365FO supports Offline capabilities also. You can enter your time and expenses and upload receipts when you are not connected or even when in airplane mode. The changes will sync immediately when you come back online. I was able to test this too and it worked flawlessly!!
This was just a preview version of the Expense management workspace that I tested. When the Spring release 2017 is available for download in next few days, the full-fledged app/workspace will be available, which will have a lot more capabilities such as below.
Along with this, there will be several out of the box mobile capabilities for Project Time Entry (I was able to test the preview version of this app and it worked great too), Project time approval, Invoice approvals, Sales Orders management etc. and the list is going grow soon.
Stay tuned for the next post on my analysis of the Spring 2017 release of Dynamics 365 For Finance and Operations, which should be available for download in next few days.
Till next time !!
In some of my earlier posts, I discussed about the various capabilities of the Project resource management feature of Dynamics 365 For Operations and how it can help Professional Services firms manage their project resources, to ensure optimum resource utilization, and drive better project profitability, by deploying the right people at the right time in the project..
Continuing the conversation the this topic, I will discuss about some of the additional features that you can take advantage of, to manage your central pool of project resources even more efficiently. Your Project managers can better coordinate with Resource Managers, for finding and deploying the right resources by having visibility into resource’s capability and availability in real time.
In Dynamics 365 For Operations, you can optionally enable the Resource request workflow. When you enable the workflow, project managers can create and submit requests for resources whom they want for their projects. The Workflow can be configured to assign the resource requests to the required Resource Managers. Let us see in the few screenshots below, how this experience looks like for the Project Managers and Resource Managers.
Resource Request approval Workflow :
I have a very simple workflow setup, where the project resource request will be assigned to a designated Resource Manager of the Organization.
Project Manager creates Project Team and submits request for resources: The Project managers can create the Project Team, where they can select available resources and submit the request for approval of the resources. The project manager requires 2 Software developers for this project. He is able to view the Resource pool of developers and testers and is able to view their availabilities.
The project manager then submits the request for these resources by soft booking (Tentative booking) them on the project.
After the resource request is submitted, notice that the indicator shows that these resources have been requested.
Resource Manager gets notified and reviews the resource request and approves the request:
Under My Resource Requests page, the resource manager gets to see all the resource requests where they can review the requests and approve/reject them. The resource manager also gets to see the other available resources and their current reservation details, in case they want to refer to those information. They can also see the details of resource request by clicking the Request details button.
At this point, the Resource Manager approves the request and as soon as this is done, the resources will be automatically hard booked (Committed/booked to the project) and can be assigned to Tasks of the project further.
That was a quick post about the new Resource request workflow feature for better project resource management in Dynamics 365 for Operations. Keep exploring !!