Ali Raza Zaidi

A practitioner’s musings on Dynamics 365 Finance and Operations

d365 for finance and operations

How to Import Data into D365 Finance and Operations

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Hello friends, welcome to today’s video/blog post!

In this guide, we will walk through the process of loading data into Dynamics 365 Finance and Operations (D365 F&O). This step is typically performed twice:

  1. During initial environment configuration – before starting the User Acceptance Testing (UAT).
  2. Before going live – to ensure all required business data is in place.

Data Collection and Preparation

After analyzing business requirements, the Functional Consultant collects data from Business Users. There are two common approaches for preparing data:

  1. Business Users Provide Data in Excel
    • The business users share their data in Excel files.
    • The functional consultant then transforms it into the required D365 template for import.
  2. Predefined D365 Templates
    • The functional consultant exports predefined Excel templates from D365 F&O.
    • These templates are shared with business users for data entry.
    • Once completed, the business users upload the data into the system.
Excel Expertise is Essential

From my experience, strong Excel skills are crucial when handling data imports. You’ll often need to:

  • Remove duplicates.
  • Replace lookup values with valid data.
  • Ensure data is formatted correctly before uploading.

However, delays can occur due to confusion over responsibility. Business users may not provide data in the required format, while functional consultants may hesitate to modify it. This can result in delays of two weeks to a month in some cases.

Data Import Methods in D365

Microsoft provides two ways to import data into D365 Finance and Operations, both based on the D365 Data Entity Framework:

  1. Data Entity Framework – Used to import/export structured data.
  2. Excel Add-in – Allows direct data updates from Excel into D365.

Step-by-Step Guide to Import Data

In this walkthrough, we will use both methods to import data into D365 F&O.

Step 1: Exporting a Data Template
To get started, we first need to export a data template from D365. Here’s how:

  1. Navigate to the Dashboard.
  2. Click on Data Management.

Second way to go System administrator and there you can go Data Management
System Administration > Workspaces > Data management.

From Title Click and select Export

Create a new group and add vendor Info. and then click on Add entity

Search and select Vendors v2 in entity name and then select Excel in Target data format

Click on Export now

download excel by click on download excel file. Our excel template is ready.

We can remove unnessary fields from here and remove existing data and add new vendor information in excel sheet.

When excel sheet is prepared click again on Data management workspace on import Title

Create a new group with Vendor Import v2

click on add file and select Excel

and then search and select vendor V2 from form entity Name.

select the file and upload

Load and upload modified excel sheet and click on close button.

Before going to import go to vendor number sequence and set it manual and allow to a higher number.

And click on import

It is successful. If there are issue, then we try to resolve any validation issue. and try to import again.

![[Pasted image 20250223162113.png]]

Excel Addin

Using the Excel Add-in to Load Data into D365 F&O

Another efficient way to load data into D365 Finance and Operations (D365 F&O) is by using the Excel Add-in. This method allows users to import and update records directly from Excel, streamlining the data entry process.

Steps to Load Vendor Data Using the Excel Add-in

  1. Navigate to the Vendor List Page
    • Go to Accounts Payable > Vendors > All Vendors.
    • This page displays the list of all vendors in the system.
  2. Open the Excel Add-in
    • Click on the Microsoft Office icon in the top-right corner of the screen.
    • Select Vendor V2 under Open in Excel.

Work with the Excel Template

  • The system will download an excel file with all required fields.
  • Need to enable the Microsoft Dynamics Add-in if prompted.

Add new vendor and drag table boarder to new line save it
Publish the Data to D365

  • Once the data is entered, click the Publish button in the Excel Add-in.
  • The data will be validated and imported directly into D365 F&O.

click on publish

You can see the uploaded data into D365 F&O

Finalize the Purchase Order- D365 Finance and Operations

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  • Hello friends, Today we explore the finailzed option on purchased order.
  • I usually confirm the purchased order but never use this functionality.
  • We can use this option only when we call lines in purchase order are cancelled or invoiced.
  • I tried it and found following error message on purchase order with Received status.
  • One thing is sure, after finalization of purchase order we can not change in purchase order.
  • After posting Invoice I tried
  • We can finalize purchase order by two ways, one is from purchase top menu.
  • Or we can use use the following navigation
  • Procurement and Sourcing > Periodic Tasks> Finalize Purchase Orders.
  • we tried from purchase order on action pane. and let see what happen
  • After click on Ok, the status of purchase order is final.
  • let me try to add a new line.
  • The add new line option is gray out, we can not add or edit line
  • When a [[Purchase Order]] or Purchase Order Line is “Finalized”, the system does 2 things:
  • 1) It did not allow to any changes or add new line in purchase order.
  • 2) If you enable the budgeting module in d365 F&O and buget is reserved against purchase order, Finalization of purchase 

I used Roam Research app for writing this blog post.

How to disable the Purchase order change management for specific Vendor

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  • Most to organization enable the functionality of “Change Management” for Purchase order in their procurement process.
  • In Some cases change management is not required for specific vendors.
  • For this functionality Microsoft provide the functionality to override vendor functionality. Following is walkthrough.
  • In Pocurement parameters (Procurement and sourcing> Setup> Procurement and sourcing parameters, tab Default values and parameters in the section General) there is option for disable functionality by setting true / Yes for “Allow overright of settings per [[Vendor]]
  • Now go to Vendor details form
  • Open in tab “Purchase Order defaults” and
  • set Override settings to “yes” and
  • set Activate change Management to “No”.
  • Hope you like this log style blog post from Roam Research.

Write Extensible Data Security (XDS) in Dynamics 365 Finance and Operation

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In D365, with Role based security we can restrict specific operations
to Certain user. Role based security will restrict the menu, forms and report.
It did not restrict certain records to view.

For example, They want to see only vendor with certain vendor group.
Customer for certain key market.
For this blog post, there is scenario that end user can be his created sales order.
For this requirement, we can use [[Extensible Data Security (XSD)]].

For this we require three elements.

AOT query.
Security Policy
And last one is Security Role.

First we create AOT Query and add Sales table and inner join with userInfo Table and make join with userInfo.Id with SalesTable.CreatedBy

Then add range in UserInfo and add (CurrentUserId())

Now Create a new role. That will used in Security policy and later used for End user.

Now add a new Security policy

and set following properties.

Set following properties.

Constraint Table Yes
Context Type RoleName

Operations All Operations

Primary Table set as SalesTable

Query set the name of Query

Set Role Name with Role we created in above role.

Build and Sync Database.

Open D365 Finance and Operations goes and Userinfo in System Administrator and assign to specific end user.
Remember, that either assign, Sales Clerk role or Sales Manager role.
Extensible Data Security (XDS) is not working for system administrator role.

Sales order list will comes with sales order with filter.

Product Attribute Data Management D365 Finance and Operations

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We are senior, or senior citizen. Most of the time, young champs do things. And we as senior, just control the situation or communicate.

We can not do everything. We need to delegate things. Today I got chance to work with a young champ to import the product attribute in a system.

I used following Data Entities

Product attribute enumeration types v3
Product attribute integer enumeration types
Attribute group
Product attributes – Specification of attribute types and attribute name
Product category attributes – combination of category and attribute on a product
Product attribute values – for attribute values assignment per product
Product entity attribute value entity – for attribute values assignment per product
Category hierarchies & product category hierarchy – for Procurement category
Internal organization product attribute values
Product category category attribute group assignments – attribute assignment on category
Product category product attribute group assignments

How to see if a Vendor Invoice has been settled or not

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In this post, we are going to verify vendor invoice is settle / paid or not.

For this you have to go Accounts payable module on following module.

For this we have to Vendor list page by this path

Account payable ⇒ common ⇒ Vendor ⇒ All Vendor.

Click on it and following forum is opened

Select vendor on which invoice you want to see.

Click on top menu, Vendor > Transactions > Transactions

Following form opens

Now you select any invoiced line and click on top View settlement

Following form will open with detail.

If you see the transaction form, you found two things

Balance and amount

The amount is amount of vendor invoice. If it is positive mean, mean, organization need to pay it. In the case of negative it mean, it is credit memo, Vendor owes the our organizational amount.

Balance is the amount the amount has not paid yet, If it is -negative, means, amount need to pay.

In the case of positive amount it means, it is created towards vendor, it is credit memo.