The Target system configuration dialog: Dynamics 365 for Finance and Operations settings

Use these settings to configure the Dynamics 365 for Finance and Operations integration.

To access this dialog: Select a Services node in the administration tree-view on the partner level or customer level, select Target system, select Dynamics 365 for Finance and Operations and click Configuration.

The settings that appear here vary, depending on the current account level. Use these settings to configure Kofax AP Essentials for use with Dynamics 365 for Finance and Operations:

Output image format Determines the format of the output invoices.
  • TIF - A black and white TIF image.
  • PDF - If the original PDF is color, the output PDF is also color. Original text layers are preserved. If the original PDF does not contain text layers, Kofax AP Essentials adds text layers from the interpreted data.
  • PDF (black and white) - A black and white PDF. Original text layers are discarded and recreated using Kofax AP Essentials's own interpretation results, however, text layers are not created if the document exceeds 100 pages.

    Choose this setting for the smallest file size.

    When Kofax AP Essentials receives XML invoices, it creates invoice images that may contain color; however, the file size is still small.

  • No image - Invoice images are not sent to the target system. Only invoice data is sent.

If you change the output format, the change only applies to invoices that you upload after the change was made. Invoices that are already in the system at the time of the change are not affected.

Consolidate output
When enabled, XML data for multiple documents is sent to the target system a single XML file at regular intervals. Normally, Kofax AP Essentials sends documents to the target system one at a time as soon as they are ready. When output is consolidated, however, documents are kept until the Interval in minutes has passed. Then the XML data for all of the documents that are ready is sent to the target system together in one XML file. If you choose to consolidate output, these settings are available:
  • Interval in minutes - specifies how often documents are sent to the target system. You cannot specify less than 5 minutes.

  • Max number of documents in output - specifies the maximum number documents to include each output file. If the number of documents available for sending exceeds the number you specify here, multiple files are sent until all of the currently available documents have been sent.

    Example

    Assume Interval in minutes is set to 15, Max number of documents in output is set to 20 and there are 100 documents ready to be sent to the target system. When the 15 minute interval is triggered, five XML files (each containing 20 documents) are sent to the target system simultaneously.

When Consolidate output is enabled, ReadSoft Online XML (2.0) is used to create the document output.
CONNECTION
System URL The URL of the Dynamics 365 tenant. For example, https://mycompany.cloudax.dynamics.com.
AD tenant The Directory Tenant ID that is specified on the application registration page in Azure AD. Optionally, you can use the active directory domain name.
Client application ID The Application Client ID that is specified on the application registration page in Azure AD.
Client secret The client secret Value that you create when registering Kofax AP Essentials in Azure AD.
EXPORT
Recurring data job ID The ID of the recurring data job you create in Dynamics 365.
Default procurement category Optional. The name of the category to use when the procurement category and article number are not specified on the invoice.
Custom field mapping The custom field pattern (data template) you use to map Kofax AP Essentials data to Dynamics 365 header fields (vendor invoice header entities).
Custom line-item field mapping The custom field pattern (data template) you use to map Kofax AP Essentials data to Dynamics 365 line-item fields (vendor invoice line entities).
Negative amount fields for credit notes

For credit notes only, this setting determines which fields, if any, in the Custom field mapping setting will have negative values.

The field type names you specify here (semicolon-separated) will have negative values on credit notes sent to the target system when used in conjunction with the Custom field mapping setting. In other words, the fields you specify here must also be mapped to a header field in the Custom field mapping setting. For example, assume you want InvoiceTotalVATAmount to be sent to the target system as a negative amount (for credit notes). In this case, you must specify InvoiceTotalVATAmount here, and you must also map InvoiceTotalVATAmount to a Dynamics 365 header field in the Custom field mapping setting.

By default, this setting contains these fields:

  • InvoiceTotalVatExcludedAmount

  • InvoiceTotalVatIncludedAmount

  • InvoiceTotalVATAmount

Add default line if no line items exist Automatically adds a default line to documents if no line items exist and no PO number is specified on the document. The default line contains the currency, procurement category, vendor account and invoice account.
MASTER DATA IMPORT
Procurement category hierarchy The name of the procurement category that you want to import.

To locate the name of the procurement category in Dynamics 365:

  1. Use the search button in Dynamics 365 to locate the "Procurement Categories" page.

  2. The text to the right of "Procurement categories:" is the name of the procurement category. In the example image below, you would copy the text highlighted in yellow, "Procurement - Office Supplies".

    Procurement Categories

    Make sure the Code setting has a value in Dynamics 365. The Code setting is also located in the General settings of the procurement categories in Dynamics 365. This is required to import the master data.

Tax registration number source

Specifies the Dynamics 365 field you want to import as master data for the tax registration number.

  • Registration number (default)

  • Tax exempt number

  • Foreign vendor tax registration ID

If you have network restrictions on IP addresses, Kofax AP Essentials uses these IP addresses to connect to Dynamics 356 for Finance and Operations:

Europe
  • 40.112.91.53
  • 40.112.94.248
  • 40.112.94.169
  • 40.112.92.166
  • 191.235.217.28
  • 191.235.220.16
  • 191.235.220.26
  • 191.235.209.127
US
  • 23.101.181.124
  • 23.101.185.142
  • 23.101.181.66
  • 23.101.185.75
Australia
  • 104.210.88.111
  • 104.210.93.195
  • 104.210.92.223
  • 104.210.88.61