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Creating Free Text Invoice in Dynamics 365 Finance and Operations Using Power Platform

Free Text Invoices in Dynamics 365 Finance and Operations
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In the ever-evolving landscape of business process automation, leveraging the Power Platform to interact with Dynamics 365 Finance and Operations (F&O) can significantly streamline operations. One such task is the creation and posting of free text invoices. This article walks you through the steps to create and post free text invoices in Dynamics 365 F&O using the Power Platform and the Fin & Ops connector, culminating in the use of a batch job for posting.

What is a Free Text Invoice?

A free text invoice is a type of invoice in Dynamics 365 Finance and Operations that allows for the creation of invoices that are not tied to a specific sales order or purchase order. Unlike standard invoices, which are generated based on predefined products or services, free text invoices enable users to enter custom descriptions, amounts, and other relevant details manually.

Why Create Free Text Invoices in Dynamics 365 Finance and Operations?

Free text invoices are essential for several reasons:

  1. Flexibility: They allow businesses to bill customers for services or goods that do not have predefined item numbers or are not covered by standard sales orders.
  2. Customization: Users can provide detailed descriptions and specify amounts for unique services or ad-hoc transactions.
  3. Efficiency: Streamlining the invoicing process for non-standard transactions improves operational efficiency and ensures accurate billing.
  4. Compliance: Ensuring that all transactions, including non-standard ones, are recorded and billed properly helps maintain financial compliance and accurate reporting.

Prerequisites

Before you begin, ensure you have the following:

  1. Dynamics 365 Finance and Operations Instance: A working instance with appropriate permissions.
  2. Power Platform Access: A Power Apps or Power Automate environment with access to the Fin & Ops connector.

Create a new Power Automate Flow

Step 1: Create a New Flow.

– Go to Power Automate.

– Click on “Create” and select “Automated flow or manual trigger flow.”

– Name your flow.

Step 2. Click on “New Step” to create Free Text invoice Headers.

– Add an action.

– Search for “Fin & Ops Connector” and select the connector.

– Choose the action “Create a record.”

– Use FreeTextInvoiceHeaders entity.

– Add all mandatory fields. You can add optional fields as per your requirements.

Step 3: Click on “New Step” to create Free Text invoice Lines.

– Add an action.

– Search for “Fin & Ops Connector” and select the connector.

– Choose the action “Create a record.”

– Use FreeTextInvoiceLines entity.

– Map the required fields such as Line number, reference, company, dimension, and Invoice Date.

For the reference field, pick the unique invoice identifier from the Step 2.

Step 4: Save and Test.

– Save your flow.

– Test it by triggering the flow with your configured start event and ensure the free text invoice is created in Dynamics 365 F&O.

Posting the free text Invoice Using a Batch Job

Once the invoices are created, the next step is to post them. Using a batch job for posting ensures that the task is automated and runs at scheduled intervals, reducing manual effort and errors.

1. Navigate to Accounts receivable:

   – In Dynamics 365 F&O, go to “Accounts receivable” > “Invoices” > “Batch invoicing” > “Free Text Invoice”. 

   – Make sure Batch Processing is Yes. Additionally, we can select the select the record to include for the posting.

2. Set Recurrence:

   – Define the recurrence for the batch job, such as daily, weekly, or at specific intervals.

   – Save the batch job. 

3. Activate the Batch Job:

   – Ensure the batch job is activated and scheduled to run at the specified times.

Conclusion

By leveraging the Power Platform and Fin & Ops connector, creating free text invoices in Dynamics 365 Finance and Operations can be significantly streamlined. Automating these processes not only improves efficiency but also reduces the risk of manual errors. The Power Platform provides a flexible and powerful environment to integrate various business processes, and when combined with Dynamics 365 F&O, it becomes a robust solution for financial operations.

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