Excel (Add-in) Data Entity Identification for Security Purposes in Dynamics 365 Finance and Operations (D365FO)

EXCEL (ADD-IN) DATA ENTITY IDENTIFICATION FOR SECURITY PURPOSES IN DYNAMICS 365 FINANCE AND OPERATIONS (D365FO)

CONTENT Introduction Understanding the Two Types of Data Entities Why You Need Excel Entity Names in Security Roles How to Identify the Correct Excel Data Entity Name Most Common Excel Add-in Data Entities Conclusion

INTRODUCTION

In Dynamics 365 Finance and Operations (D365FO), Excel Add-in integrations are frequently used by business users to update journal data efficiently. However, granting access to Excel-based data entities requires precise identification of entity names, because they are different than data management entities. This article explains the distinction between standard data entities and Excel Add-in (Office integration) data entities, and provides a structured approach for identifying the correct entity names needed when configuring security roles.

UNDERSTANDING THE TWO TYPES OF DATA ENTITIES

There are two primary types of data entities in D365FO. Although they both enable access to system data, they are used in different contexts and have distinct characteristics:

1. Data Entity (Used in Data Management Projects)

• Purpose: Primarily used for data import/export, data migration, system integrations, and data projects in the Data Management Workspace.
• Accessed via: Data Management Framework (DMF) or Integration APIs.
• Characteristics:
• Supports staging tables and data validation.
• Can handle large volumes of data.
• Often includes all required fields for complete record creation.
• Suitable for IT and system administrators.

2. Excel Data Entity (Used in Excel Add-in)

• Purpose: Designed for end users (e.g., accountants, planners) to update or manage transactional data directly in Excel, like journal lines, forecast lines, budget register entries, etc.
• Accessed via: “Open in Excel” button on D365FO forms or from Excel using the Excel Add-in.
• Characteristics:
• Easy-to-use interface with filtering and lookup capabilities.
• Often shows only a subset of fields relevant to day-to-day operations.
• Real-time read/write interaction with D365FO.
• Security-aware (only shows what the user has permission to access).

⚠️ Note: Not every data entity is exposed for Excel; only entities designed for Office integration are surfaced in Excel Add-ins. That’s why they have different names.

Example for Comparison: The data entity used in Data Management is not the same as the one used for the journal line Excel Add-in. Confusing these can result in incomplete security configurations.

Functional Name: Purchase trade agreement journal lines

• Data entity name: Open purchase price journal lines V2
• Excel data entity name: PurchOpenPurchasePriceJournalLineV2Entity

WHY YOU NEED EXCEL ENTITY NAMES IN SECURITY ROLES

When assigning permissions, especially for users expected to use Excel integrations, identifying the correct Excel data entity name is critical. Without it, users may have access to the journal forms but will not see the "Open in Excel" button.

Common use cases that require Excel Add-in access:

• General Ledger (GL) Journal Lines
• Inventory Counting Journal Lines
• Trade Agreement Journal Lines
• Vendor Invoice Journal Lines

This method is widely used to update journal lines in bulk. However, if the security role doesn’t include the specific Excel entity, the integration features will be hidden or restricted.

HOW TO IDENTIFY THE CORRECT EXCEL DATA ENTITY NAME

In D365FO, identifying the correct Excel Add-in data entity is necessary when configuring security roles, especially if users rely on the “Open in Excel” feature. The entity name used for the Excel integration is not always obvious, and often differs from the one used in Data Management. This section outlines practical steps for identifying the exact data entity tied to the Excel Add-in, ensuring users are granted appropriate access without over-provisioning.

OPTION 1: The Excel Template Name

Most of the time, the downloaded Excel template's file name includes the entity name.

OPTION 2: The Excel Template Designer

In D365FO, navigate to Procurement and sourcing >> Prices and discounts >> Trade agreement journals.

Select a journal with Relation: Price (purch.) and click lines.

Click Open in Microsoft Office and choose the relevant data entity.

System downloads the excel template.

Open the downloaded template and click design in the Excel Add-in.

Click + Add table or + Add fields.

Select data entity source field will reveal the actual source data entity.

This field shows you the exact data entity name, not the excel data entity name.

This helps identify the standard entity used in the integration, which can then be translated to the Excel entity name. Once you know the data entity name, apply the following pattern:

[Module prefix] + [Entity name] + "Entity"

Module prefix: e.g., Invent, Purch, Sales, Ledger

Entity name: As retrieved from the template

Example: 

If the source entity is OpenPurchasePriceJournalLineV2 then

the Excel entity would be PurchOpenPurchasePriceJournalLineV2Entity as shown below

Special Case: Multiple Entities in One Template

In some cases, the Excel template contains multiple excel data entities. You may need to do some investigation to identify the name of the secondary entity—for example, in general ledger journal lines.

Navigate to General ledger >> Journal entries >> General journals.

Click Open in Microsoft Office and choose the relevant data entity.

System downloads the excel template.

Open the downloaded template and click design in the Excel Add-in.

Note that you are seeing two data entities, unlike the usual view. So both entities should be accessible by the same security role.

⚠️ Note: Another way to identify the presence of multiple data entities is by checking the downloaded Excel file name. If it ends with "Template," it indicates that multiple entities are included.

Click + Add table or + Add fields.

Select data entity source field will reveal the actual source data entity.

This field shows you the exact data entity name, not the excel data entity name.

Now you can apply the below formula and identify exact required excel data entity name for your security configuration.

[Module prefix] + [Entity name] + "Entity" = LedgerLedgerJournalLineEntity (No need to use 'Ledger' two times)

If you grant access to excel data entity LedgerJournalLineEntity, user can use export to excel add-in feature.

MOST COMMON EXCEL ADD-IN DATA ENTITIES

Here are the most frequently used Excel data entities, especially in journal-heavy environments:

• General Ledger (GL) Journal Lines: Requires access to both header and line entities
• Inventory Counting Journal Lines: Only one entity is required
• Trade Agreement Journal Lines: Different entities may be activated depending on the price type
• Vendor Invoice Journal Lines: Requires access to both header and line entities

CONCLUSION

Identifying the correct Excel Add-in data entity name is essential when configuring security roles in D365FO. Without it, even experienced users might be blocked from using the Excel integration features they rely on for daily operations. Use the methods outlined above—especially downloading templates and checking the entity structure—to accurately assign permissions. As always, keep in mind that Excel Add-in entities are security-aware, so careful role configuration ensures both usability and compliance with least privilege principles.

Worker vs Vendor in Expense Management – Dynamics 365 Finance and Operations (D365FO)

WORKER VS VENDOR IN EXPENSE MANAGEMENT – DYNAMICS 365 FINANCE AND OPERATIONS (D365FO)

CONTENT Introduction Worker-Based Reimbursement Vendor-Based Reimbursement Process Flow Comparison Expense Management Parameters Multi-Legal Entity Considerations Common Scenarios Reporting and Auditing Considerations Conclusion

Introduction

Expense Management in Dynamics 365 Finance and Operations (D365FO) enables organizations to track, process, and reimburse business-related expenses. Depending on who incurs the expense and how reimbursement is expected to occur, you may configure the system to reimburse either a worker (employee) or a vendor (third party). This article outlines the key differences between these two approaches and the practical implications for finance and compliance teams. This article intends to be an introductory knowledge based resource that provides a solution to initial expense management design discussions. 

Worker-Based Reimbursement

When to Use

• This method is applicable when an employee has a business-related expense and submits an expense report for reimbursement. Common examples include travel, meals, lodging, or mileage expenses.

Configuration Requirements

• The individual must exist as a worker in the Human Resources module and be associated with a legal entity.

• A vendor account must be linked to the worker. This can be created automatically (if system parameters are configured accordingly) or linked manually via the Employee > Expense tab > Employee mapping and per diem rates.

• Expense Management parameters must be set to reimburse through Accounts Payable using the linked vendor account.

Accounting Impact

• When the expense report is posted, the expense is debited to the designated expense account (e.g., travel expense).
• A liability is posted to the worker’s vendor account, which becomes eligible for payment through the standard AP payment process.

Note

• The vendor account must have valid bank account details if electronic payments are used.
• The system uses standard payment methods (such as checks or AC or WIRE) to pay the worker, just as it would for a regular vendor.

Vendor-Based Reimbursement

When to Use

This method is used when when the expense is incurred by a third-party vendor or when a company directly pays an external party for goods or services, such as hotel bookings made by a travel agency or outsourced consulting services.

Configuration Requirements

• The external party must be created as a vendor record in the Accounts Payable module.
• Expense categories can be configured to allow vendor selection when appropriate.
• No linkage to a worker record is required.

Accounting Impact

• The system posts the expense to the designated expense account.
• The liability is posted directly to the vendor, and payment is processed through standard AP procedures.

Note

• This configuration avoids involving employees in expense-related payments when the service or product is procured directly by the organization.
• Ideal for scenarios where centralized procurement or travel teams handle bookings.

Process Flow Comparison

Worker Reimbursement Flow:

1. Worker creates an expense report via self-service or mobile app.

2. Report follows the approval hierarchy.

3. After final approval, a vendor transaction is created against the worker’s vendor account.

4. Payment is processed through Accounts Payable, based on standard payment proposal functionality.

Vendor Payment Flow:

1. An expense or invoice from a vendor is entered (e.g., from a travel agency or external consultant).

2. The document is reviewed and approved as required.

3. A vendor liability is created.

4. The payment is processed like any other vendor invoice..

Expense Management Parameters

Expense Management behavior can be configured in:

Expense Management > Setup > Expense Management parameters

Under the Reimbursement tab, there are key settings:

• Reimburse through Accounts Payable: When selected, the system expects a vendor account to be associated with each worker.
• Create vendor account automatically: If enabled, D365FO creates a vendor record for each worker, reducing manual setup.

⚠️ It’s recommended to review your number sequences and vendor groups before enabling automatic creation, as these will determine the structure and grouping of generated vendor accounts.

Multi-Legal Entity Considerations

In organizations operating across multiple legal entities, a single worker may be associated with more than one legal entity. In such cases:

• A vendor account must be created for each legal entity where the worker is submitting expenses.
• The system does not share vendor records across entities by default, as financial transactions and payments are managed independently per legal entity.

Failure to configure the appropriate vendor account for each entity may result in failed postings or blocked payments.

Common Scenarios

The table below outlines typical business cases and whether a worker-based or vendor-based configuration is appropriate. This helps clarify when each method should be used, based on who incurs the expense and how reimbursement or payment is expected to occur. Using the correct setup avoids confusion in AP processing and supports clean financial postings.

Reporting and Auditing Considerations

Accurate configuration of worker and vendor expense flows is critical for:

• Maintaining audit trails: Clear identification of payee (worker vs. vendor) ensures traceability.
• Simplifying month-end processes: Vendor liabilities are easier to reconcile when correctly segmented.
• Internal control compliance: Separating employee reimbursements from vendor payments supports proper delegation of authority (DOA) enforcement and SOX compliance.
• Financial dimension tracking: Both configurations allow for financial dimensions to be captured per line item (e.g., department, cost center), enabling accurate reporting.

Conclusion

D365FO offers flexible options to support different expense reimbursement scenarios through either worker-linked vendor accounts or standard vendor records. Selecting the appropriate configuration depends on who incurred the expense, how the payment will be processed, and the internal policies around employee reimbursements and vendor procurement.

Use worker-based configuration when employees pay out-of-pocket and expect to be reimbursed. Use vendor-based configuration when the organization pays third-party service providers directly. Properly configuring these options will result in clean accounting entries, better workflow control, and alignment with internal compliance frameworks.