Configuring Kofax AP Essentials for use with Dynamics 365 for Finance and Operations

Target system settings

Adjust the target system settings in Kofax AP Essentials.

In Admin Center, navigate to the Target system view and click EDIT.
Select Dynamics 365 for Finance and Operations and click Configuration.
Specify the settings in the view that appears.

Note that several settings require information from the previous procedure, Configuring Dynamics 365 for Finance and Operations.
Click TEST to test the connection settings.

Make corrections if necessary.
Click OK to confirm your settings and return to the Target system view.
Click SAVE.

Buyers

Add one buyer in Kofax AP Essentials for each company in Dynamics 365. When you add a buyer, set the ID of the buyer to a corresponding company ID in Dynamics 365, such as "USMF" or "DAT".

Field setup

Add a custom line-item field named "Procurement category" and set the Type name to "LIT_ProcurementCategory".
- For PO document types, select Accept empty value to make this field optional.
- For non-PO document types, if you use the Default procurement category setting, select Accept empty value. Otherwise, deselect Accept empty value to make this field required.
For PO document types, make sure these fields are enabled in the document type view:
- InvoiceCurrency
- InvoiceCredit
- InvoiceDate
- InvoiceDueDate
- InvoiceNumber
- InvoiceOrderNumber
- InvoiceTotalVatExcludedAmount
- InvoiceTotalVATAmount
- InvoiceTotalVatIncludedAmount
- LIT_RowIdentifier
- LIT_ArticleIdentifier
- LIT_ArticleName
- LIT_DeliveredQuantity
- LIT_UnitPriceAmount
- LIT_VatExcludedAmount
- LIT_ProcurementCategory
For non-PO document types, make sure these fields are enabled in the document type view:
- InvoiceCurrency
- InvoiceCredit
- InvoiceDate
- InvoiceDueDate
- InvoiceNumber
- InvoiceTotalVatExcludedAmount
- InvoiceTotalVATAmount
- InvoiceTotalVatIncludedAmount
If you also want to capture line items on non-PO invoices, you can optionally add these fields:
- LIT_ProcurementCategory
- LIT_ArticleName
- LIT_DeliveredQuantity
- LIT_UnitPriceAmount
- LIT_VatExcludedAmount
If you want to specify a sales tax group before sending the invoice to Dynamics 365 for Finance and Operations, you can add custom fields on header and/or line-item level.
- For the header tax, optionally add one custom header field named "Sales tax group", with the Type name set to SalesTaxGroup, and connect this field to "TaxGroup" master data.
- For the line-item tax, optionally add two custom line-item fields:
  - A line-item field named "Sales tax group" with the Type name set to LIT_SalesTaxGroup, and connect this field to "TaxGroup" master data.
  - A line-item field named "Item sales tax group" with the Type name set to LIT_ItemSalesTaxGroup, and connect this field to "ItemTaxGroup" master data.
If you want any of the fields above to be optional, select the Accept empty value setting.

If you have already completed the rest of the customer setup, you are ready to begin processing invoices using the integration for Dynamics 365 for Finance and Operations.

Master data

Kofax AP Essentials automatically imports master data from Dynamics 365 for Finance and Operations and uses the data to suggest and validate field values during verification. This table shows the correlation between Kofax AP Essentials master data and Dynamics 365 data.

Kofax AP Essentials field (type name)	Dynamics 365 for Finance and Operations field
Supplier master data
Name	VendorName
SupplierNumber	VendorAccountNumber
Description	VendorSearchName
OrganizationNunmber	OrganizationNumber
Location	AddressLocationId
Street	AddressStreet
PostalCode	AddressZipCode
City	AddressCity
State	AddressStateId
CountryName	AddressCountryRegionId
PaymentMethod	DefaultVendorPaymentMethodName
PaymentTerm	DefaultPaymentTermsName
Blocked	True if OnHoldStatus = "Invoice" or OnHoldStatus = "All"
TaxCode	SalesTaxGroupCode
TaxRegistrationNumber	By default, TaxRegistrationNumber gets its value from RegistrationNumber in Dynamics 365. However, you can use the Tax registration number source setting to choose any one of these source fields: Registration number (RegistrationNumber) Tax exempt number (TaxExemptNumber) Foreign vendor tax registration ID (ForeignVendorTaxRegistrationId) The value is taken from the primary address of the supplier (vendor). If multiple values exist, none are imported. Expired registration numbers are also ignored.
CurrencyCode	CurrencyCode
TelephoneNumber	PrimaryPhoneNumber
FaxNumber	PrimaryFaxNumber
Currency master data
Code	CurrencyCode
Name	Name
ExchangeRate	exchangeRate
Purchase order master data
ContactName	ContactPersonId
CurrencyCode	CurrencyCode
DateCreated	AccountingDate
Description	PurchaseOrderName
OrderNumber	PurchaseOrderNumber
StatusText	PurchaseOrderStatus
SupplierName	PurchaseOrderName
SupplierNumber	InvoiceVendorAccountNumber
Purchase order master data (line items)
ArticleDescription	LineDescription
ArticleNumber	ItemNumber
CategoryDescription	ProcurementProductCategoryName
CategoryNumber	Always empty.
DeliveredQuantity	Always zero.
InvoicedQuantity	Always zero.
IsDeliveryRequired Set to true if VendorInvoiceMatchingPolicy is set to ThreeWayMatch.	VendorInvoiceMatchingPolicy
OrderLineNumber	LineNumber
PriceUnit	PurchasePriceQuantity
Quantity	OrderedPurchaseQuantity
RowTotalAmountVatExcluded	LineAmount
StatusText	PurchaseOrderLineStatus
SupplierArticleNumber	ExternalItemNumber
Unit	PurchaseUnitSymbol
UnitPrice	PurchasePrice
Item master data
Name	ProductName
Value	ProductNumber
Description	description
Item tax group master data
Name	Description
Value	TaxItemGroupCode
Procurement category master data
Value	CategoryName
Description	description
Tax group master data
Name	Description
Value	TaxGroupCode