Microsoft Dynamics NAV 2016 now natively integrated with Dynamics CRM

Microsoft have introduced out of the box tight integration between Microsoft Dynamics 2016 NAV Financials and Microsoft Dynamics CRM. The idea is to utilize the strengths of the two systems and share information when needed.

For example, you can now view CRM opportunities and cases direct from the NAV customer. You can also drill down from NAV and launch CRM online to find out more details about the customer. Similarly in CRM you can view key NAV financial data, such as the customer balances and have NAV activities appear in the CRM feed, for example when Invoices have been posted. Also, CRM entities such as accounts and contacts can be integrated into NAV, and you can choose where CRM or NAV is the “master” via the coupling setup.

From inside Dynamics NAV, if a customer is coupled with a CRM account, you can view the CRM statistics, such as number of Opportunities, Quotes and Cases inside NAV. These can be drilled into for more information on a NAV page (without leaving NAV). And for more details the CRM page can be access with a click of a button.

You can synchronize the following from Dynamics NAV into CRM:

•             Salespeople

•             Items-Products

•             Sales Invoice

•             Customers

•             Contacts

•             Unit of measure

•             Currencies

•             Resources-Products

•             Customer Statistics

This native integration enables CRM users to create sales orders using up to date pricelist and customer information, then seamlessly transfer the order to Dynamics NAV for invoicing.

The integration is simple to setup and comes with pre-built integration points. Records can be synchronised automatically, or if more control is required, can be manual.

How to enable the Integration

1.            Open CRM and import the solutions that is included in the NAV installation.

Make sure to “Publish” after importing the solution.

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2.            In NAV 2016, access the CRM Connection setup.

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Enter the required fields; CRM URL, Username and password. Then check Enabled.

Once enabled, you can enter the Dynamics NAV web client URL. This is used when connecting from CRM using the ‘Dynamics NAV’ button.

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3.            Click on the “user default synchronization setup” from the Actions tab.

This will enable the integration mappings.

 

4.            Go to the Integration Table mappings action to see the default integration mappings.

The ‘Synch. Only Coupled Records’ is an important setting, if you do NOT want the automatic synchronising (via Job queues) then you should tick this for the particular entity, eg Customers.

In this case I will tick the box, which means I will need to manually “couple” the customer records.

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You can also set filters on the table mappings.

For example, only CRM accounts with relationships type of “Customer” will be created in NAV as customers. You can add any filters in here based on CRM fields.

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5.            For automatic synchronisation, this is controlled via the Job queues. These will be created automatically by the system, and the timings can be adjusted.

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6.            To manually synchronise you can run the “Synchronized Modified Records” action.

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7.            Manually coupling records.

In each integration entity there are Coupling dialog setups.

In my example we will send link a NAV sales person to a CRM user, and then create a CRM account as a NAV customer.

Search for “Salespeople” and edit the JR sales person. Under Navigate you will see a Dynamics CRM group. Select “Coupling” and “Set up Coupling”

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Select a CRM user, to link this sales person to.

You can also specify whether to synchronise after the coupling, to use the CRM data. For example if contact details change such as phone number and email.

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Select OK, and then you should receive a message to confirm the synchronisation is complete

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Now, to create a customer in NAV based on a CRM account, go to the customers list in NAV and create a NEW customer (so the system generates a no.) then under actions select the set up coupling option.

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On the Dynamics CRM side, select the account drop down to choose from the list of CRM accounts. Any greyed out accounts will show what has already been coupled.

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Again you can select whether to use the NAV data or CRM data when syncing the records. Eg, which is the “Master”

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Note: You can receive errors when synchronising due to County/Region code issues. As standard NAV will have US as “U.S.”

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As a workaround, I just created a Country region code in NAV to match.

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After updating the region code, select the “Synchronise Now” option.

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Now all the account details from CRM have been created as a NAV customer.

This will also enable a new fact box for “Dynamics CRM Statistics” where you can view non financial data, such as Opportunities, Quotes and Cases.

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In the integration mapping setup there was a section for Table config template. This is used a CRMCUST code, which will default all the NAV mandatory fields (such as posting groups).

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8.            Now let’s go the other way, and take an existing NAV customer and send it to CRM.

Before we do this, for the demo data, remove the currency code on the customer, and make sure the salesperson code exists in CRM, eg JR in my example.

Select to set up coupling for the customer, eg Progressive Home Furnishings

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Tick the “Create new Account” option

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Select OK, and then you should receive a message to confirm the synchronisation is complete

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Now select the “Update Account Statistics” option for this customer

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Select the “Account” action button, this will launch CRM online and take you to the account, once you login. (I am using o365 credentials so the authentication between the systems is connected)

From updating the account statistics, you will see the NAV customer code and balance in CRM.

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From CRM you can click on the “Dynamics NAV” button to launch the NAV web client

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(you may need to allow pop-ups for this site)

It opens NAV web client and takes you straight to the customer card:

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We now have integration setup in 15 minutes!

These examples demonstrate the manual method, but it can easily be setup to use the Job queue automatic synchronisation.

In NAV, under the Dynamics CRM department you can view all the CRM data available, and view all records and see what has been coupled.

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For more help please refer to this video – How Do I: Integrate Microsoft Dynamics CRM in Microsoft Dynamics NAV 2016

In my next blog I will demonstrate how to synchronise products/pricelists and sales orders, and show the process flow from a CRM sales order, to a NAV sales invoice.

This post was written by Daniel Argus, Senior ERP Consultant at EBS.

If you have out-dated business software that’s limited in its reporting and analytical capabilities – then you should to talk to EBS about a powerful business management software solution – Microsoft Dynamics NAV. To find out more about Microsoft Dynamics NAV and other Microsoft business management software solutions, please call Dick Preiss at EBS for an obligation free discussion on 1300 303 973.

Microsoft Dynamics NAV is global enterprise resource planning (ERP) software that helps more than 100,000 companies worldwide manage their accounting and finances, supply chain, and operations. Start with what you need now, and easily adapt as your business needs change. In the Microsoft cloud or on your servers—the choice is yours.

Evolution Business Systems (EBS) is a Microsoft Gold ERP Partner and business management software specialist that equips its clients with software designed to achieve their business goals. EBS offers a complete, fully featured, whole of business system that can meet their needs: Microsoft Dynamics NAV, Microsoft Office 365, Microsoft Dynamics CRM and Microsoft Power BI.  It’s available for deployment on Microsoft’s own Cloud servers – Azure – and packaged at an affordable monthly subscription price. EBS works alongside its clients to understand their business and vision, and offer solutions to support these both now and into the future.

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