Share via

Use your integration with Field Service

This article describes the tasks that integrating Business Central and Field Service enables. What you can do depends on whether your integration is the Project or Project and Service type.

The following sections describe tasks in both applications for both types of integrations.

Note

The Project and Service type of integration includes the same features as the Project type. To keep this article short and avoid redundancy, the sections that describe the Project and Service type focus on using service features.

Use a Project type of integration in Business Central

This section describes tasks you can do in Business Central with data from Field Service.

Track consumption on work orders

Depending on your settings on the Field Service Integration Setup page, when work orders include products and services, consumption information is transferred and posted using a Project Journal in Business Central.

Use the Project Planning Lines page to track posting and invoicing of consumption on work orders. From the Project Planning Lines page, you can create and post sales invoices in Business Central. Afterward, you can synchronise them with Field Service and keep track of the status of the invoices.

Note

For work orders services Field Service with a booking that uses a bookable resource, if the bookable resource is coupled to a Business Central resource data synchronises to two project journal lines:

  • One line of the type Budget for the coupled resource.
  • One line of the type Billable for the item being serviced.

The product on the work order service must be coupled to an item of the type Service in Business Central. Also, the base unit of measure for the item must be Hours Unit of Measure on the Dynamics 365 Field Service Integration Setup page.

You can create an invoice for an item of the type Service from the billable project planning line, and use the budget project planning line to register cost with the resource.

Manage locations

Use the Locations in Field Service action on the Locations and Location Card pages to open a coupled location in Field Service, synchronise it, set up and delete couplings, and view synchronisation logs. You can view the product quantity allocated from work orders in Field Service as part of the gross requirements for calculating inventory availability in Business Central. Demand generated by orders in Field Service automatically becomes input for planning.

Create and post sales invoices

The Quantity To Bill and Duration To Bill values are copied to the Qty- to Transfer to Invoice field. Based on those values, you can create and post sales invoices in Business Central to invoice the customer. After the invoice is posted and synchronised to the Dynamics 365 Sales environment, or consumption is processed in Business Central, the quantity invoiced and quantity consumed display on the Business Central tab on the Work Order Product and Work Order Service pages.

Use a Project type of integration in Field Service

This section describes tasks you can do in Field Service with data from Business Central.

Synchronise work order products and services with project tasks

You can create work orders using the Service Account and Billing Account from Business Central. On work orders, you must select the Business Central Project Task in the External Project field. Selecting a project lets you synchronise work order products and services to the appropriate project task in Business Central.

Check item availability

You can add inventory and noninventory items as Work Order Products on work orders and get the quantity on hand and costs and prices from Business Central. To learn more, go to Create a work order from the work order form and record list.

You can use the Open in Business Central action to open a location that you coupled to a warehouse.

Technicians can verify whether the items they need to complete a work order are available. To check availability, on the Work Order or Product pages, on the Related menu, choose Items Availability by Location.

Book resources

You can book a resource and relate the Bookings to work order services using a Bookable Resource from Business Central.

Create and post work orders

When you mark a work order product or service as Used on a work order with a specific work order type, the lines synchronise to a service order. Consumption is also posted, based on settings on the Dynamics 365 Field Service Integration Setup page.

During consumption and invoice posting in Business Central, the quantities are updated on the original work order product and work order service lines in Field Service.

Use a Project and Service type of integration in Business Central

This section describes tasks you can do in Business Central with data from Field Service.

Identify the service orders that synchronise with work orders

It could be that not all of your service orders synchronise with work orders. On the Service Orders list page, the Coupled to Dynamics 365 Field Service field indicates whether orders synchronise.

Update the service order with data from the work order

While you do the work for a work order in Field Service, the information from the work order synchronises with a related service order in Business Central. For example, when you change the booking status from Scheduled to In Progress, the status of the service order changes to In Process.

However, because synchronisation runs on a schedule, the information in the service order might not be up to date at the moment. To update the service order to be sure you're working with the latest information, choose the Synchronise action, and select Get data update from Dataverse.

Post consumption and invoice the service order

When you change the status of a work order to Completed in Field Service, the status of the service order in Business Central becomes Finished and you can post and invoice it.

You can review the information in the service order before you post it. For example, on the Service Order page, on the Lines FastTab, you can choose the Service Lines action to review the consumption of services and materials. If you're happy with the information, use the Post action to post the order. In Business Central, the status of the service order becomes Closed. In Field Service, the status of the work order becomes Posted.

Tip

If you have unposted consumption, choose the Ship and Consume option first. Then, to generate the invoice, choose Ship and Invoice.

To learn more about posting service orders, go to Service Posting.

From the Service Item page, you can access the customer asset by choosing the Customer Asst. action.

Use a Project and Service type of integration in Field Service

This section describes tasks you can do in Field Service with data from Business Central.

Align work orders with service orders

The integration automatically synchronises work orders in Field Service with service orders in Business Central. For example, when you create a work order, a service order is automatically created in Business Central and coupled with it. Data from work order incidents aligns with service item lines, and work order products and services align with service lines.

On work orders, you can add items of the type Service as Work Order Services and get costs and prices from Business Central. To learn more, go to Products and services tab. The items from Business Central show as primary assets under Assets on the work order.

Note

When a product or service's status on a work order changes from Estimated to Used in Field Service, they synchronise to project journal lines in Business Central.

Integrate with Microsoft Dynamics 365 Field Service
Integrate with Microsoft Dataverse via data sync