Outlook Synchronization with Microsoft Dynamics NAV

Overview

Outlook synchronization enables users to keep data in Microsoft Dynamics NAV and Outlook up to date.

The synchronization can be performed either automatically in predefined period of time, or manually.

It is typically used to synchronize the to-do’s in the agenda of sales people. However, with this functionality you can synchronize basically any data from Microsoft Dynamics NAV to Outlook and the other way around.

Setup

The setup is executed in terms of:

  • Setting up Synchronization Entities
    That means what Dynamics NAV is going to be synchronized with in Outlook terms. So it is a relationship between what is Outlook and what is Dynamics NAV and what are we going to synchronize.
  • Setting up Outlook Synchronization User Setup
    This is to determine if we are synchronizing with a normal or power user or administrator and what is this user going to synchronize?

The Synchronization Entities are setup on the Microsoft Dynamics NAV site. You can choose among three synchronization directions:

  1. From Microsoft Dynamics Nav to Outlook
  2. From Outlook to Microsoft Dynamics NAV
  3. By directional

Synchronization becomes available for a synchronization user, when the synchronization entities are created in Microsoft Dynamics NAV.

The needed synchronization entity is added for the user in Outlook Synchronization User Setup window.

Table fields participating in synchronization are registered on the Outlook side.

You can run the synchronization process and view synchronization errors and conflicts that occur.

Setting up Outlook Synchronization Entities

Click Departments/Administration/Application Setup/Microsoft Office Outlook Integration/ Outlook Synch. Entities.

Outlook synchronization entities will define what you will synchronize between NAV and Outlook.

In the example, you see here Microsoft Dynamics NAV Tasks that will be linked with to-dos in CRM. If you open this entity, you see here that the information which is stored in NAV in Table No. 5080 (To-Do) will be synchronized with the one specified in Outlook Item field called Task Item.

There are also some conditions and filters in place.

When click on Fields under Navigate tab, you can see which fields are going to be synchronized.

Setting up Outlook Synchronization User Setup

Click Departments/Administration/Application Setup/Microsoft Office Outlook Integration/Outlook Synch. User Setup.

Here you can:

  • Specify user you are going to synchronize making use of which synchronization entity.
  • Bring additional conditions if you want filtering links
  • Specify the synch direction, whether it is from Outlook to Dynamics NAV, Dynamics NAV to Outlook or Bidirectional.

Task Management

 

To-Do’s

When you click To-dos, you will get overview of all the To-dos in the system.

Every To-do will have a Status and based on the status you can look, filter and sort if you want to pay attention to those that are not completed.

Mostly the To-dos are used in the context of opportunities, where you can assign To-dos and Activities to opportunities. However, you can also create to-dos which are not related to opportunities.

So when you open such a To-do, you will see very typical information such as It has a Number and a Description; It is assigned to a salesperson; It is a to-do for specific contact; You see the Status, the Priority, the Starting Date and the Ending Date.

Under Related Activities fast tab, you can really track or find the origin of this to-do, for example in this case the to-do is related to an opportunity. To-do can also be related to campaign.

You can also make a to-do recurring as well.

You can also define the Type of to-do, which can be Blank, Meeting and Phone Call. You can synchronize this between Outlook and Relationship Management.

A Phone Call type to-do is typically an activity which is caused by phone call which can have a link with an interaction.

Send E-Mail Meeting Invitations

SCENARIO:

You need to create a to-do of the meeting type with Annette Hill as the to-do organizer and with an Beebe and Yvonne McKay as the meeting attendees. Moreover, you need to send the invitation to Yvonne McKay.

PROCESS:

Edit all the relevant contacts and check if the communication details are available.


Open Sales people (Annette Hill) and create To-do.


Use the wizard to create the To-Do.


Make Annette Hill the To-Do Organizer and make Richard Lum and Yvonne McKay as attendees.

Specify relevant template for e-mail invitation.

Finish the wizard.


Select the To-Do just created and Edit the To-do.


Navigate to Attendee Scheduling.


 

Edit Attachment as required and save it.



Make sure the Send Invitation field is selected and click on the Send Invitation action.


This will send invitation to all the recipients.

Delete Cancelled To-Dos

You can use Delete Cancelled To-dos batch job to clean up all the cancelled To-dos from the database. You can make use of various filters while running the batch job.

Campaign Management

A campaign is any sort of activity that involves a number of contacts. It can be anything from sending out catalogue and special offers to organizing a special event.

You can record contact responses to campaigns as interactions, which means that a response to a campaign becomes an interaction in Dynamics NAV, and that interaction linked with the campaign.

Setting up Campaigns

Campaign Status Codes

Click Departments/Sales & Marketing/Marketing/Status under Campaign.

Here you can define campaign status codes or use the preconfigured ones as shown in the following example.

The purpose of these campaign status codes is to track the status of your campaign. Once you have configured these campaign statuses, you can start working with the Campaigns.

Click Departments/Sales & Marketing/Marketing/Campaigns to open campaigns.

So, if you Edit a campaign, for example Event campaign in this case, you will see that:

  • It has a number
  • It has a description
  • It has a status code, which you can configure.
  • It has a starting date and an ending date
  • It has a link to the salesperson
  • It has a status to show if the campaign is activated or not
  • You can find invoice details, if you have links with sales orders and so on

From the campaign, you can click on Navigate and click on Opportunities to see if there are any opportunities linked to the campaign.

In the same way you can also track the Segments, a subset of contacts that you have linked to the campaign.

Similarly, you can click on Entries, to see is there are any Interaction entries logged for the specific campaign.

If you want to do more than tracking responses for instance, you can also configure specific Sales Prices for a campaign. For instance, for a specific item or for a number of items, you can specify a minimum quantity and specific unit price during a specific starting and ending date.

Now, these will only have impacts on your quotes and orders, if you have the Sales process or Discounts. And the moment that you activate these sales prices and discounts, that is also the moment that you campaign will be activated.

Creating Interactions for Campaigns

After you have created a campaign, and maybe you have already initialized some actions like e-mail campaign which was sent out to a segment of contacts, you might expect, for instance, some reactions to that campaign.

These reactions can be recorded as interaction, and that is simply done by providing a campaign code in the interaction window.

The interaction will then be tagged by a campaign code and you can later view the recorded interaction in the campaign Entries window.

So, for example, let us assume that you activated and released a new spring campaign with new prices and so on. You send out an e-mail and Beef House is registered. You receive a phone call from Beef House showing interest.

So you select the contact Beef House and click Create Interact.

Follow the create interaction wizard to create the interaction. While following the wizard, choose the Campaign details. You can also assign opportunities to this campaign.

When all the details are specified, Finish the wizard.

Now, select the campaign, Spring offer in this example, and Navigate to Entries. You can see the campaign entries. To look more about the campaign entries, you can select the entry and click on Interaction Log Entry for more details.

This way, we can basically make interactions from reactions and then they are linked to the campaigns.

Interactions and Document Management

Setting up Interactions

Interaction Templates & Attachments

To open Interaction Templates, click Departments/Sales & Marketing/Setup/Interaction/Interaction Templates.

In the following view, you will find all the pre-configured interaction templates:

  • Each template is identified by a code providing you are short explanation on what the template is all about, such as abstracts of meeting, business letters, e-mail, invite for a golf event etc.
  • You will see that the templates are linked to an Interaction Group Codes, which you can also configure yourself, such as document, letter, meeting, phone, etc. This means that you can group the interaction templates.
  • You can specify a short description for each interaction template.
  • You will also see a Wizard action. This can be blank, import or open.
    • Open
      Typically, you use wizard to open if you have an attachment included. To see how the attachment looks like, for example, select the Business Letter (BUS) interaction template and click Open under Navigate tab. You can see that the template contains a number of merged fields that come out of the database, such as company information, contact mail address, etc. You can also add more. So you have a nice pre-defined template that everybody is going to use when they are interacting, by using this business letter interaction template. So that causes some kind of standardization within the organization. If there is no attachment, you can also create one, by using the Create action. You can also replace existing attachments by using Copy From action.
    • Import
      If the wizard action is Import, the system will ask you to insert an external document.

  • You can also define attached duration and costs.
  • You can identify whether this is inbound or outbound and initiated by us or the other party.

NOTE: You can have multiple version of interaction templates which can be language specific as well.

Record Interactions

Manually Record Interactions

Let us assume that we would like to create an interaction or record or administer an interaction with A. Gibson”s Law Firm.

Open the A. Gibson”s Law Firm contact card and click on the Create Interaction action, which will open the Create Interaction Wizard.

This wizard helps you to create interactions and record information, by moving to Next pages and then finally Finish the wizard.

Example of using a Wizard:

Let us say, we fill in the following details:

  • What is the type of Interaction? = ABSTRACT
  • Who is the salesperson responsible? = AH (Anette Hill)
  • Describe your interaction = Meeting Today

  • Click Next. This is probably an interaction template that is using a wizard to open an attachment.

  • When you click Next in this example, an attachment will open up. So you can start filling in the text.

  • Save and close the document. Click Yes on the confirmation dialog.

  • If you want, you can continue and fill in some more information in the wizard or click Finish.

So this is how you record your interactions manually. Once recorded, you can always look back through all your recorded interactions for your contact.

On the contact card you will see a calculated field depicting the date if the last interaction. You can click on it to see the interaction log entries., form where you can start consulting or checking the interactions.

Or, from the contact card you can also, click on Interaction Log Entries on the Navigate tab to do the same.

On the Interaction Log Entries page, you can select the relevant record and click Show for more details.

Automatically Record Interactions

Automatic recording of interactions shows the full integration of ERP with Relationship Management. With the help of this seamless integration Salespeople can actually see all the relevant information of contact from one place in Microsoft Dynamics NAV and this really means all interactions like quotes, order, invoices and reminders. So salespeople can find all information in one environment rather than navigating around other modules.

Interaction Template Setup

First we need to perform some setup, before we can use this feature.

Click Departments/Sales & Marketing/Setup/Interaction/Interaction Template Setup.

This will open the configuration setup related to Interaction Templates.


What we see here is that we have Sales, Purchases and Service. So for these domains in our ERP we can configure the system to automatically keep track of certain interactions.

For example, for Sales we can say that each time an invoice is created, or a credit memo or an order confirmation of a statement or a reminder, that in each of these cases, an interaction for the contact that is synchronized with the customer, for instance, will be created.


You can specify Interaction template for each case. You will notice that the interaction templates specified for automatic recording, do not have Wizard Action and Attachments.


Viewing the Recorded Interactions

You can select a contact, for example Beef House in this case, and navigate to Interaction Log Entries from the contact list page.


Here you will see a number of interactions that were created automatically for a particular contact. You can click on Show to see more details.

So salespeople do not need to move to customers and to look to all the posted documents and in historical folders and so on, but can rather access all the information from one place.

Postponing Interactions

Let us assume that the company Beef House has called and we would like to register this call as an interaction.

So we go ahead, select the contact and click Create Interact. We register this as an incoming call.

However, let us say, while working on it something intervenes and we need to close this wizard. When we try to close the wizard, NAV asks us if we would like to finish this interaction later?

As soon as we click Yes, Nav will record that as a postponed interaction. So later we can, navigate to Postponed Interactions and Resume the process to start working on it again or Delete it, if we do not need t anymore.

NAV User Groups and Permissions Provisioning

Working with User Groups

A User Group specifies a group that you have added permission sets and users to.

Create User Groups

Click Departments/Administration/IT
Administration/General/Users.

Click User Groups and create user groups as per your business requirement. For example, here we have created three groups, namely for Finance Administrator, Finance User and Finance Viewer.

Add Members to the User Groups

You can use the User by User Group window to assign or remove users to user groups. There is a matrix of User Group Vs User Name where we can select or remove Users to the User Group.

Permission Set by User Group

With Microsoft Dynamics NAV 2016, there is an easy way to assign or remove permissions. From the User Group window, select User Group Permission Sets and select the permissions you want to assign to all users of the group.

Export and Import User Group

You can set permissions up in a test. Once all setup and testing is complete, you can move them to the production environment using Export User Group and Import User Group.

If you are planning to create a new user Group that will be a subset or superset of any existing group, you can use Copy User Group.

The following picture shows the xml file that is generated when you export the user group, which contains the user group details and the permissions assigned to that group.

You can import it into your production environment and assign users in the group.

NOTE:

  • User Groups are stackable, so you can associate and disassociate them with a user to create the necessary permission structure.
  • Try to identify the base access requirements for users across all levels of your organization as a starting point. Having a “foundational” User Group will simplify your task tenfold by leaving only the areas that require some lock-down / control to manage.

Working with Permissions

Permission Recording

Let’s say you would like to give certain user access to post payables. Now, this was quiet complex in previous versions of NAV, because when you click on the “Post” button in NAV, a bunch of stuff happens in the background to make that document get posted, hitting all sorts of tables and code units. Typically, if you had no point of reference what permissions were involved in an action like posting, you’d have to trial-and-error your way through the endless error message pop-ups which was both tedious and inefficient.

Microsoft Dynamics NAV 2016 has its own version of a database profiler – a little script that lurks in the background and watches what you do temporarily, making note of all the tables and areas of NAV that you’re touching. This means that you can click the “Start” button, go post an invoice, press “Stop” and then confirm the prompt asking to add the recorder permissions. The routine adds in all the relevant recorder permissions.

Example:

  1. Click Departments/Administration/IT Administration/General/Permission Sets.
  2. Create a new permission set POSTING for posting invoice.
  3. Click Permissions.

  1. Click Start on the Permissions window and confirm the prompt that appears.

  1. Post a Sales Order (ship and invoice).
  2. Come back to the Permissions window and click Stop. You will notice that all the relevant permissions are added automatically.

Relate Permissions

Apart from recording the permissions, you can also have Microsoft Dynamics NAV automatically figure out what related tables you’d need READ access to.

For example, you might have someone who has the ability to read, create, modify, and delete customers, but you realize that there might be related tables that a customer-manager might need to be able to read and have access to. All you need to do is highlight that permission line and click on the “Add Read Permission to Related Tables” button.

Upon doing that you instantly see the application populate the page with the most common base NAV tables that relate to it, adding in the READ permission.

Include or Exclude Permission Sets

On the Permissions window you can use the Include/Exclude Permission Set action to point Microsoft Dynamics NAV to another Permission Set and tell it to either include all the permissions from that Set or Exclude all the permissions from that set.

NOTE:

Provisioning smaller, discrete tasks as Permission Sets, such as “Posting Purchase Invoice” or “Deleting a Customer”, etc. might take some time to configure, however it will ultimately maximize visibility and ease of provisioning permissions in Microsoft Dynamics NAV. It will pay off in the long run and will also be an easy way to demonstrate to your auditors (internal or otherwise) what application controls you have set up in your system.

Show All Permissions

On the Permissions window, click on the little drop-down besides Show field, to not only see the permissions in the current set you’re editing, but also see them all. This will enable you to provision them for the set you’re working on accordingly.

One very relevant use case would be for a client who might want to restrict Page access (maybe they want to lock down access to the Chart of Accounts). As such, you would simply remove the “All Pages” allowance in the BASIC Permission Set and then just pull in all the other pages fast and quickly using this drop-down.

NOTE: If read access to data is not a concern in your organization, consider provisioning the “SUPER (READER)” permission set to mitigate any of the nuisance “Read” permission errors. Then you need only control permissions on Insert, Modify, and Delete, infinitely simplifying your task.

Electronic Fund Transfer (EFT)

You can pay vendors using the Electronic Funds Transfer (EFT) system in Australia.

You can export EFT files from Microsoft Dynamics NAV that you can upload to your bank’s website for additional processing.

The following picture gives you an overview of the process:

To submit EFT files, you must set up the following information:

  • You must add EFT information to the bank account or bank accounts that you will use to pay vendors electronically. The EFT-specific fields are on the Transfer Fast Tab in the Bank Account Card window.

  • For those vendors that you want to pay electronically, you must select the EFT Payment field and specify the vendor bank account in the EFT Bank Account No. field in the Vendor Card window.

  • When you have set up bank accounts and vendors, you can create EFT file that are based on entries in the Payment Journal.
  • When you create an EFT file, an entry is made in the EFT Register table. In the EFT Register window, you can drill down to see the vendor ledger entries for the EFT file.
  • In the Payment Journal window, you can also import existing EFT register entries to the payment journal by using the From EFT Journal batch job.

Australian Addresses and Use of DPID and AMAS

In Australia, a single postal code can include multiple cities in the same region. At the same time, cities with the same name are sometimes located in different states.

For example, Australian postal code 4069 covers the cities of Chapel Hill and Kenmore in the state of Queensland. However, there is also a city named Chapel Hill in the state of South Australia, located in postal code 5153.

To avoid confusion and improve address accuracy, available options display when you enter data in address fields. For example, when you enter a postal code on a customer card, you can select from a list of all available cities for that postal code in the City field drop-down list.

Likewise, when you enter a city name, you can select from a list of all available states in the State field drop-down list.

You can download a copy of the Australian postal codes from the Australian Post Office website.

Delivery Point Identifier

To increase postal efficiency in Australia, the postal department has introduced an address bar coding system in which every address is assigned a unique identifier called a Delivery Point Identifier (DPID).

From the DPID, a bar code is generated and printed for each address. Companies can receive discounts on bulk mailings if they use these bar codes!

Barcode Checking Batch Job

In Microsoft Dynamics NAV, you can run the Barcode Checking report to which shows the addresses that are associated with the bar codes that need to be verified.

Address Matching Approval System

To retrieve a DPID, you must connect to the local postal database that uses authorized Address Matching Approval System (AMAS) software. You can reduce your number of postal returns by validating customer addresses using the AMAS database.

When you print an address that has a DPID, a bar code will be printed together with the address. If you cannot print bar codes, the DPID will be printed together with the address.

General Ledger Setup

In Microsoft Dynamics NAV, there is AMAS Software field available. A Code unit can be developed in Microsoft Dynamics NAV to validate an address against the Post Office database.

Business Activity Statements (BAS)

This is an Australian local functionality available in Microsoft Dynamics NAV.

A Business Activity Statement (BAS) is a form that businesses must submit to the
Australian Tax Office (ATO) on a monthly or quarterly basis.

BAS reports both:

  • The total Goods and Services Tax (GST) collected from sales activities—which must be paid to the ATO and
  • The total GST paid on purchases – which is claimed as an input tax credit.

Companies can report their taxes:

  • Manually using a form, or
  • Electronically using Electronic Commerce Interface (ECI) software provided by the ATO. The ATO provides the ECI software at no cost.

Filing BAS Electronically

When you file your BAS electronically, you must perform the following tasks:

  1. Ensure that the BAS setup has been completed.
  2. Using the ECI software, download your monthly or quarterly file from the ATO.
  3. Import this file into the BAS area.
  4. Update your tax details.
  5. Export the data to an XML file.
  6. Upload the completed XML file to the ATO using the ECI software.
  7. Update BAS with the receipt number received from the ATO.

Customize Home Page in Dynamics NAV 2016

In Microsoft Dynamics NAV you can customize your Home page to personalize your user experience. Customizing, or personalizing, the home screen is easy to do, making your work in NAV more productive.

In the following example, we are on the original home screen of Bookkeeper user profile. Let us say that we would like to add Fixed Assets to the view. To do this, perform the following steps:

  • Click Departments/Financial Management/Fixed Assets/Fixed Assets to go to Fixed Assets.

  • Click on the drop down icon besides Fixed Assets and select Save View As.

  • Specify Name and select the appropriate Activity Group. Click OK.

  • Click Yes on the dialog box that appears. Changes will take effect after the client is restarted.

  • Note that the Fixed Assets menu item is now available on the Home page.

You can now right-click on the Fixed Asset menu item and use the Customize Navigation Pane to perform many more actions, such as moving the placement of the menu item, up or down, etc.

NOTE: Please note that you can add almost any list screen in Dynamics NAV to your home page.

Microsoft Dynamics NAV 2016 Feature Pack

Your business management solution is a critical part of doing business. Keeping your solution up-to-date is essential to the future of your business. By taking advantage of new functionality and enhanced capabilities available in recent releases in Microsoft Dynamics NAV, you can boost productivity, reduce costs, and improve customer service.

Upgrading your solution also keeps it running smoothly with the latest technology and infrastructure advances, so you can maximize your existing investment in other Microsoft products and services.

Comparing to previous releases, Microsoft Dynamics NAV 2016 has become even faster to implement, simpler to use and with the power to support your business ambitions. Cloud or on-premises deployments give you the flexibility to choose what’s best for your business. You’ll also be able to see which of the licensing options give you access to these new features and capabilities.

Licenses

Starter Pack The Starter Pack gives you core Financials and Distribution functionality.
Extended Pack The Extended Pack adds functionality that allows you to integrate core financials and distribution management with industry specific functionality extensions such as Manufacturing, Warehousing, Professional Services and Basic Customer Relationship Management.

Starter Pack

  • Microsoft Dynamics NAV for Phones and Tablets
  • New User Concept
  • Social Listening
  • OneNote Integration
  • Surface Microsoft Dynamics NAV Information Directly in SharePoint Online
  • Zetadocs Express for Microsoft Dynamics NAV
  • Microsoft Dynamics NAV as a Hosted app in Office 365
  • Multi-tier Architecture
  • Interoperability with Office 365 and Excel
  • Web Services
  • Single Sign On
  • ADCS Using Web Services
  • Microsoft Dynamics NAV Application Profiler
  • Role Centres
  • Improved Extensibility for Microsoft Dynamics NAV Clients
  • Interoperating with the Microsoft .NET Framework
  • Microsoft Dynamics NAV Provisioning Tools for Windows Azure
  • Connecting the Windows Client over a Wide Area Network Connection (WAN)
  • Microsoft Azure SQL Database
  • Application Virtualization
  • Multitenant Deployment
  • Integration with Microsoft Dynamics CRM
  • Data Upgrade Automation
  • Integration with Microsoft Office
  • Help Server
  • Job Queue
  • Microsoft Office Alignment of Microsoft Dynamics NAV Windows and Web clients
  • Predefined User Permissions
  • Microsoft Dynamics NAV Web Client
  • Batch Creation of Journal Lines
  • Improved Charting Capabilities
  • Document Approval
  • Query
  • Navigation and Productivity Enhancements
  • Server Administration Tool
  • XML-port Object
  • Windows PowerShell™
  • Online Map
  • Application Server (NAS) Enhancements
  • Outlook Integration
  • NAS Services
  • Setup Checklist Wizard

Financial Management

  • Cash Management
  • Online Payment Services
  • Bank Account Management and Bank Account Reconciliation
  • Intercompany Purchase Cost Distribution
  • Electronic Payments and Direct Debits
  • Prepayments
  • Reconciliation of Incoming and Outgoing Bank Transactions
  • Reversal of Journal Postings (Unapply)
  • Support for SEPA Credit Transfer and SEPA Direct Debit
  • Partial Payments
  • Cost Accounting
  • Consolidation Enhancements
  • Cash Flow Forecast
  • Predefined Key Performance Indicators (KPIs)
  • VAT Rate Change Tool
  • Deferrals
  • New Dimension Set Entry Table
  • Inter-company Postings
  • Faster G/L Posting
  • Fixed Assets

Manufacturing

  • Two New Global Setup Fields
  • Manual Planning
  • Enhanced Integration
  • Production Orders
  • Graphical Production Schedule

Supply Chain Management

  • Item Availability by TimeLine
  • Item Budgets
  • Item Availability by Event
  • Planning Transparency
  • Inventory Movements
  • Pick
  • Additional Default Bins and Dedicated Bins
  • Standard Cost Worksheet
  • Enhanced Integration to Service Management
  • Price Management
  • Assembly Management
  • Supply Planning
  • Supply Planning Setup Enhancements
  • Costing
  • Automated Data Capture System
  • Item Tracking

Business Intelligence and Reporting

  • Document Reporting
  • Jet Reports Express for Microsoft Dynamics NAV
  • Power BI
  • Open XML Integration
  • Excel AddIn for Adhoc Reporting
  • Predefined Charts and Key Performance Indicators (KPIs)
  • Excel Integration to Query
  • Open Database Connectivity (ODBC) Driver
  • Microsoft SQL Server Reporting Services from within Microsoft Dynamics NAV

Sales and Marketing

  • Sales and Purchase Document Approval
  • Payment Terms Translation
  • Interaction/Document Management
  • Document Archiving

Service Management

  • Enhanced Integration with Manufacturing, Warehouse Management and Assembly Management
  • Service Order Management
  • Planning and Dispatching of Materials Overview
  • Service Contract Management

Cloud Services, Workflow and Document Management

  • Workflow Templates
  • Document Management
  • Electronic Invoicing
  • Optical Character Recognition (OCR)
  • Currency Exchange Rates
  • Incoming Document Workflow

Project Management

  • Jobs WIP Calculation Compliance
  • Usage Link
  • Jobs Pro