Configurable Business Documents in Dynamics 365 Finance and Operations - PART 4 - Adding a new field

CONFIGURABLE BUSINESS DOCUMENTS IN DYNAMICS 365 FINANCE AND OPERATIONS - PART 4 - ADDING A NEW FIELD

This article series explains and demonstrates configurable business document use in real life scenarios. The purpose is to provide a unique implementation resource. Whole series will be in 5 parts as follows: 

PART 1: Solution components

PART 2: End-to-end business document configuration

PART 3: Making a direct format change

PART 4: Adding a new field

PART 5: Business documents security

Let's get started with PART 4.

CONTENT INTRODUCTION SCENARIO 1: FREE TEXT INVOICE CHANGES Download the format template Make the template changes Upload the updated template back Test the solution SCENARIO 2: VENDOR CHECK CHANGES Deriving a new document Download the format template Make the template changes Upload the updated template back Configure print destination Assign the new check format to bank Test the solution Activate the format

Introduction

In this part of the series, we will focus on making data and format changes to Microsoft's out-of-box free text invoice and vendor checks that are Configurable Business Documents (CBD).

This article covers two scenarios:

• Scenario 1: Modifying the design of a free text invoice by generating a new design based on a previous custom design and implementing changes.
• Scenario 2: Modifying the design of a vendor check by generating a new design based on Microsoft's default design and implementing changes.

 

Scenario 1: Free text invoice changes

Let's continue from where we left off in PART 3 of this article series and proceed with further design changes to the Free Text Invoice.

The existing design for the free text invoice is as follows:

There are 2 options:

• Scenario 1 Option 1: Making a change to the existing format.
• Scenario 1 Option 2: Deriving a new format an making a change to the new format.

Let's continue with the Scenario 1 Option 1.

Download the format template: Go to the format/design.

Click on the attachment.

Click on Open.

System automatically downloads the template in use.

Make the template changes: Let's make some changes.

First, let's add a new line.

Second, let's change the color of selected lines. We will also add our new label "Customer reference".

Third, we should add a name range.

As of now, we are done with all excel template changes. 

Save the template.

Upload the updated template back: Go back to designer page and import the updated template in the system.

Select the file.

You will see the new field on the format designer as shown below.

Switch to mapping tab on the right pane and find the source field of the data model.

Click on Bind.

This is a simple binding. But formulas can be used and transformations can be done if needed in your scenario.

Click on Save and go back to the previous page.

Change document's last status from Draft to Completed.

As of the moment, new document version's preview can be seen in Business document management workspace.

Test the solution: Let's test it.

A free text invoice's Customer reference field is populated.

New added field appears as desired. Note that same field exist in the standard template as well.

Mission completed.

Scenario 2: Vendor check changes

Deriving a new document: In this scenario, we will derive a new format from the Microsoft template and add a new field to it.

Go to Configurations page for this.

Organization administration >> Electronic reporting >> Configurations

Select the source configuration from the left panel.

Click on +Create configuration and select Derive from. Enter the format name and click on Create configuration.

Click on designer after creation the format.

Download the format template: Go to View action pane and select attachments.

You can preview  the file here.

Click 'Open' to download the format file.

Save the file.

Open the file.

Make the template changes: This is where we do the changes.

• Merge the cells if necessary. (1)
• Right click and select "Define name". (2)

The plan is to add a new field = Bank account name to the vendor check template.

• Name the field: BankName. (3)

Note that field name becomes BankName (4)

Upload the updated template back: Go to designer >> Import >> Update from Excel as shown below.

This is the most complicated step.

The purpose is to match created excel field to a data model field. The challenge is to find the correct field in the data model. 

• Note that new created field appears after the upload. (1)
• Find the correct source data field in the data model. (2)
• Bind the excel field and system field. (3)

Note that template field is now matched to data model's field. (4)

Configure print destination: There is one last setting that manages produced report format.

Go to Organization administration >> Electronic reporting >> Electronic reporting destination

Create header and line accordingly.

• Select the document name that will be used. (1)
• Create a line and do the required settings. (2)

The last step is to tell bank account to use the new Business Document format.

Assign the new check format to bank: Go to Cash and bank management >> Bank accounts >> Bank accounts

Select the bank account that will have the new check format and go to Set up action pane >> Check button.

Note that there is an exceptional situation for checks:

Configurable business document format setup is done on the bank check layout.

Electronic reporting format setup is done on the method of payment.

Select the new format. 

Don't forget to enter number of slip lines. 

It's time to test the solution.

Test the solution: Go to Cash and bank management >> Inquiries and reports >> Checks.

Select the check and click on Print check copy.

Note that issuing bank account name now appears on the report as "Operating account  - USD" for this example.

 

New design

Old design

Note that the only difference between the new design and the old design is Bank name that we added.

Note: Depending on company policy, reprinting may not be allowed for your project. Ensure that the below parameter is active if the 'Print Check Copy' button is greyed out, as long as this doesn't violate company policy.

Activate the format: Since the new format works as expected, we can now switch it from Draft to Completed.

Go to Organization administration >> Electronic reporting >> Configurations

Change the status to completed.

Note that status becomes Completed and system automatically generates a new draft version of the format for future changes.

In summary, PART 4 of this series guides users through the process of adding new fields to existing document formats in Dynamics 365 Finance and Operations. With practical steps for modifying templates and mapping data fields, users can effectively implement changes to documents like the Free Text Invoice and Vendor Checks. By ensuring adherence to company policies and thorough testing, users can seamlessly transition their formats from Draft to Completed status, optimizing their business operations. 

Stay tuned for the upcoming final part of this article series, which will explore the crucial aspect of security in configurable business documents.