Synchronizing Invoice Payments
Your typical workflow will include creating invoices in Manage, and exporting those invoices to Dynamics 365. However, when you receive payments from customers, you will use Dynamics 365 to record that the payment was received. Since it is useful to be able to look at an invoice in Manage and know if that invoice has been paid without needing to access Dynamics 365, the integration program allows you to synchronize payment updates so that Manage shows you what payments have been made to invoices. Use the following steps to accomplish this:
At the integration main form, click on the “Update Invoice Payments” tab.
2. Select the “Start Date”. You will have the following options for a Start Date:
Last Successful Run: Will synchronize all invoices that were updated with new payment info in Dynamics 365 since the last time the current user ran a synchronization on the current computer.
Past Week: Will synchronize all invoices that were updated with new payment info in Dynamics 365 in the past 7 days.
Past Two Weeks: Will synchronize all invoices that were updated with new payment info in Dynamics 365 in the past 14 days.
Past Month: Will synchronize all invoices that were updated with new payment info in Dynamics 365 since the current day in the past month (e.g., if today is the 10th of April, all invoices updated on March 10th and later will be synced).
Custom Date: Will synchronize all invoices that were updated with new payment info in Dynamics 365 since a date of your choosing up until today.
3. Click “Run Sync”.
All invoices that were updated on or after the Start Date will have their payment info updated in Manage. This info includes the total amount that has been paid, and the date that the invoice was paid in full. You can view these results in Manage “Invoice Search” screen, by accessing Finance -> Invoice Search. Each invoice will have a “Paid Amount” and “Date Paid” field. Note that the “Date Paid” field will only be filled with a date if the invoice was paid in full.
Unlike transactions, it is perfectly valid to update an invoice even after it has been updated. If an invoice has a $50 payment received on March 1, 2020, and you run the invoice synchronization more than once over that day, the second time will just leave the paid amount in Manage at $50, and no harm will be done. Therefore, if you are unsure of the last date that a synchronization was run, it is better to pick a date far in the past.
Note: At this time the integration has no way to distinguish invoices from Manage generated by the integration and invoices created manually in Dynamics 365 that do not correspond to an invoice in Manage. It is possible during payment sync that the integration will find payments made against invoices that do not exist in Manage. If this happens, you will receive errors stating an invoice(s) could not be found in Manage. While this may be disconcerting, the payment sync action will continue to run and update invoices that do exist in Manage.