Integrate procurement between Supply Chain Management and Field Service

Microsoft Dynamics 365 Supply Chain Management provides robust procurement functionality. Dynamics 365 Field Service offers similar functionality that supports the purchasing processes that are associated with the service process. Dual-write integrates the functionality in these two apps, and table mappings, solution logic, views, and forms enable the resulting cross-functional use cases.

This integration supports purchase order creation and, in most cases, updates from both apps. However, Supply Chain Management controls pricing, addresses, and product receipt. Several powerful cross-functional use cases are enabled for organizations that use both Field Service and Supply Chain Management. These use cases enable procurements to be initiated and tracked across both systems.

The following illustration shows the tables in both systems and how they're mapped to each other. Purchase orders in Field Service reference an account row, whereas purchase orders in Supply Chain Management reference a vendor row. To resolve the integration, dual-write uses a reference to link vendor rows with account rows. For more information, see Integrated vendor master.

Prerequisites

To integrate Supply Chain Management with Field Service, you must install the following components:

• Field Service version 8.8.31.60 or later, for comprehensive purchase order integration
• Supply Chain Management version 10.0.14 or later
• Dual-write, to run the OneFSSCM solution

Installation guidelines

Prerequisites

• Dual-write – For more information, see the Dual-write home page.
• Dynamics 365 Field Service – For more information, see How to install Dynamics 365 Field Service.

When you enable dual-write and Field Service in Microsoft Dataverse, they introduce several solution layers that extend the environment with new metadata, forms, views, and logic. You can enable these solutions in any order, but typically you install them in the order that is given here:

1. Field Service Common – Field Service Common is installed when you install Field Service in the environment.

2. Field Service (Anchor) – Field Service (Anchor) is installed when you install Field Service in the environment.

3. Supply Chain Management Extended – Supply Chain Management Extended is automatically installed when you enable dual-write in an environment.

4. OneFSSCM solution – OneFSSCM is automatically installed by whichever solution (Field Service or Supply Chain Management) is installed last.

   • If you install Field Service in the environment and enable dual-write, which installs Supply Chain Management Extended, OneFSSCM is installed.
   • If you install Field Service in the environment and Supply Chain Management Extended is already installed, OneFSSCM is installed.

Initial synchronization

To create new purchase orders and work with existing purchase orders, sync the reference data between Supply Chain Management and Dataverse. Use the initial write functionality to detect the table relationships and find the tables that you must enable for a given map.

Sync the following tables:

• Product templates

  When you run the initial write, you get a full list of the required tables. Here are some examples of these templates:

  • All products
  • Released products V2
  • Dataverse released distinct products

• Sites

• Warehouses

• Procurement categories templates

  Here are some examples of these templates:

  • Procurement categories
  • Pro
  • Product category hierarchy
  • Product category assignments

• Vendor templates, such as Vendor V2

• Contact person templates, such as Dataverse Contacts V2

• Worker templates, such as Worker

Synchronizing the tables ensures that all documents (purchase orders and product receipts) in Supply Chain Management are available in Dataverse.

Account and Vendor tables

Purchase orders in Field Service rely on the Account table to track vendors. Therefore, the Dataverse tables for purchase orders use accounts to track vendors. To accommodate this key difference, you must activate the following four workflows to keep the accounts and vendors in sync:

• Create Vendors in Accounts table
• Create Vendors in Vendors table
• Update Vendors in Accounts table
• Update Vendors in Vendors table

If you install OneFSSCM, which includes both Field Service and Supply Chain Management Extended, these workflows are automatically activated. If you don't install Field Service but want to integrate the purchase order tables with Dataverse, you must activate these workflows. In both cases, unless you start from scratch, you might need to ensure that all vendors are created as accounts in Dataverse before you create purchase orders. Otherwise, errors might occur.

Initial synchronization

After you set up all the prerequisites, if you want existing purchase orders and product receipts to be available in both systems, you must perform an initial synchronization of the following templates:

• Purchase Order Header V2
• CDS Purchase Order Line
• CDS Purchase Order Line soft delete
• Purchase Order Receipt
• Purchase Order Receipt Product

Mappings with logic

The procurement integration extends the product mapping with the following logic to ensure that the Field Service Product Type column is correctly set in the products table in Dataverse:

• If Product Type is set to Product, and Item model group, Stocked product is set to True, Field Service Product Type is set to Inventory.
• If Product Type is set to Product, and Item model group, Stocked product is set to False, Field Service Product Type is set to Non-Inventory.
• If Product Type is set to Service, Field Service Product Type is set to Service.

In addition, Dataverse includes logic that maps vendors with their related accounts. This logic sets the default invoice vendor account. On create, server-side plug-in logic sets the default invoice vendor account from the vendor that is related to the account. The vendor has a reference to the invoice account that is used to set this value.

Supported scenarios

• Dataverse users can create and update purchase orders. However, Supply Chain Management controls the process and data. The constraints on updates to purchase order columns in Supply Chain Management apply when updates come from Field Service. For example, you can't update a purchase order if it's finalized.

• If change management controls the purchase order in Supply Chain Management, a Field Service user can update the purchase order only when the Supply Chain Management approval status is Draft.

• Supply Chain Management manages several columns and Field Service can't update them. To learn which columns you can't update, review the mapping tables in the product. For the sake of simplicity, most of these columns are set to read-only on Dataverse pages.

  For example, Supply Chain Management manages the columns for price information. Supply Chain Management has trade agreements that Field Service can benefit from. columns such as Unit price, Discount, and Net amount come only from Supply Chain Management. To ensure that the price is synced to Field Service, you should use the Sync feature on the Purchase Order and Purchase Order Product pages in Dataverse when purchase order data has been entered. For more information, see Sync with the Dynamics 365 Supply Chain Management procurement data on demand.

• The Totals column is available only in Field Service, because there are no up-to-date totals of the purchase order in Supply Chain Management. Supply Chain Management calculates the totals based on multiple parameters that aren't available in Field Service.

• You can initiate purchase order lines where only a procurement category is specified, or where the product that is specified is an item of the Service product type or Field Service product type, only in Supply Chain Management. The lines are then synced to Dataverse and are visible in Field Service.

• If only Field Service is installed, not Supply Chain Management, the Warehouse column is mandatory on the purchase order. However, if Supply Chain Management is installed, this requirement is relaxed, because Supply Chain Management allows for purchase order lines where no warehouse is specified in certain situations.

• Supply Chain Management manages product receipts (purchase order receipts in Dataverse) and users can't create them from Dataverse if Supply Chain Management is installed. Supply Chain Management syncs the product receipts to Dataverse.

• Under-delivery is allowed in Supply Chain Management. The OneFSSCM solution adds logic so that, when the product receipt line (or purchase order receipt product in Dataverse) is created or updated, an inventory journal row is created in Dataverse to adjust the remaining quantity that is on order for under-delivery scenarios.

Unsupported scenarios

• Field Service prevents lines from being added to a canceled purchase order in Supply Chain Management. As a workaround, you can change the system status of the purchase order in Field Service, and then add the new line in either Field Service or Supply Chain Management.
• Although procurement rows affect inventory levels in both systems, this integration doesn't ensure inventory alignment across Supply Chain Management and Field Service. Both Field Service and Supply Chain Management have other processes that update inventory levels. Those processes are outside the scope of procurement.

Status management

The statuses of purchase orders in Field Service differ from the statuses in Supply Chain Management.

Field Service purchase order and purchase order product statuses

Supply Chain Management purchase order and purchase order line statuses

Line approval statuses are active only when there's a line workflow.

The following rules apply to the status columns:

• You can't update the status in Supply Chain Management from Field Service. However, in some cases, the status in Field Service is updated when the purchase order status in Supply Chain Management changes.
• If a purchase order in Supply Chain Management is under change management, and a change is being processed, the approval status is Draft or In Review. In this case, the Field Service approval status is Null.
• If the purchase order approval status in Supply Chain Management is Approved, In External review, Confirmed, or Finalized, the Field Service purchase order approval status is Approved.
• If the purchase order approval status in Supply Chain Management is Rejected, the Field Service purchase order approval status is Rejected.
• If the document header status in Supply Chain Management changes to Open order (Back order), and the Field Service purchase order status is Draft or Canceled, the Field Service purchase order status changes to Submitted.
• If the document header status in Supply Chain Management changes to Canceled, and no purchase order receipt products in Field Service are associated with the purchase order (via purchase order products), the Field Service system status is Canceled.
• If purchase order line status in Supply Chain Management is Canceled, the purchase order product status in Field Service is Canceled. In addition, if the purchase order line status in Supply Chain Management changes from Canceled to Back Order, the purchase order product item status in Field Service is Pending.

Sync with the Supply Chain Management procurement data on demand

Supply Chain Management includes procurement data that handles trade agreements, discounts, and other scenarios that rely on secondary processes in Supply Chain Management. The procurement engine uses complex rules to determine the best price for a given purchase order. When you use dual-write, you don't always keep data synchronous across the two environments, especially in scenarios where Dataverse creates or updates the row and might trigger follow-on processes in Supply Chain Management.

Sync the procurement data from Supply Chain Management

1. In Dataverse, go to Inventory > Purchase Order.
2. Select New to create a new purchase order, or select the row for an existing purchase order.
3. Select the purchase order or purchase order line.
4. On the Action Pane, select Sync.

All columns from Dataverse and Field Service that Supply Chain Management shares are synced.

Here are the situations where you might use the Sync function:

• If you make multiple successive changes to the same row from Dataverse, run the Sync function.
• If you're not sure whether a change might be the second successive change from Dataverse, it might make sense to run the Sync function.
• If you receive an error message about updating a value from Supply Chain Management, run the Sync function, and then retry the update in Dataverse.

Cancelling the posting process

If you cancel the product receipt posting process during processing, dual-write might create a product receipt row in Dataverse, but doesn't create a product receipt row in Supply Chain Management. This situation happens because dual-write doesn't support distributed transactions.

Templates

Use the following templates to integrate procurement-related documents.