Order processing
The main purpose of BaseLinker Integrator is to import BaseLinker orders and process them in Business Central. To make a BaseLinker visible to BaseLinker Integrator for import, you must confirm it in BaseLinker and set the status to that configured in BaseLinker Setup in the Processed Order Status Id field (see BaseLinker Integrator Configuration). Confirm the status change in BaseLinker with the Move button.
Import orders
To import orders from BaseLinker into Business Central:
- Select the search icon
in the upper right corner of the Business Central system, then type BaseLinker sales ordersand click the link. - Click the button on the action bar Import Orders.
Note
Each imported order is created in the buffer as a separate document, which is numbered according to the numbering series selected in BaseLinker Setup in the Import Document No. Series field.
Validate the correctness of the order
First, after importing an order, you should validate its correctness by using the Validate action. The purpose of validation is to show all errors and problems with the order even before it is processed. Order validation checks the correctness of the following elements:
- Filled Order ID field.
- Verification that an order/invoice with the given BaseLinker order number already exists in the Business Central system.
- Filled User login field.
- Filled purchaser name in the Invoice Company or Invoice Full Name field in the Invoice section.
- Existing country/region code for the code in the Invoice Country Code field in the Invoicing section.
- Existing country/region code for the code in the Delivery Country Code field in the Delivery section.
- Filled customer template for country/region code (see Country/region mapping).
- Existing payment method code, mapped with BaseLinker payment method, if such mapping has been enabled (see Payment method mapping).
- Correctness of VAT Registration Number format, according to the format settings in Countries/Regions → VAT Registration No. Format (only for business customers).
In addition, for each order line, validation checks the correctness of the following:
- Filled Product ID field.
- Verified that the BaseLinker product/variant exists in Business Central and has been linked.
- Filled warehouse ID field.
- Existing Business Central location, mapped with BaseLinker warehouse (see Location Mapping).
- Verification of the correct VAT rate for the VAT product posting group, derived from the item file, and the VAT business posting group, derived from the customer template, completed in the countries/regions configuration (see VAT rate mapping).
- Verify the quantity on the order, which must be greater than
0.
Note
If there are validation errors, refer to them by clicking on the number of errors in the header and/or line of the order. After verifying the errors, correct them and re-validate the order. If there are errors on the BaseLinker side, delete the order, correct the errors in BaseLinker, and then re-import the order and perform validation.
Note
In the event of an error related to the incorrect VAT rate on the order line, there is an option to update it in Baselinker based on the VAT accounting settings in Business Central. To do this, select the Update VAT rate in BaseLinker option on the selected order line.
You can also completely disable the VAT rate validation from BaseLinker against the VAT Posting Setup. To do this, go to BaseLinker Setup and check the Do not validate VAT rate option (see Installation and Configuration).
Warning
In the case of processing an order originating from an external store, it is necessary to assign a default warehouse to the integration with the store to uniquely identify the Business Central location. Such an order does not have information about the source warehouse, so the default warehouse assigned to the integration will be used to process the order (see Integration Mapping).
Order processing
Once the order has been validated correctly, you can proceed to process it, as a result of which the Business Central system will create a purchase order or sales invoice. The type of document to be created and its numbering series can be found in BaseLinker Setup in the Orders section (see BaseLinker Configuration).
When creating the document header, the Business Central system will try to find the customer's card by VAT Registration No. or, if none is available, by user full name. If the customer is not found, the system will automatically create it using the appropriate templates:
| Case | Template | Additional information |
|---|---|---|
| Contractor without VAT number - retail customer | Retail Customer Template or selected customer no. (check info below) | |
| Contractor wit VAT number - business customer | Template assigned to the country/region, resulting from the order in the Invoicing section. | Country/region mapping |
Note
For retail customers (without a VAT ID), the user can specify a default retail customer template or select an existing customer card for a given country/region and Baselinker Countries/Regions Integration table (check Country/region mapping). If neither option is set, the system will retrieve the relevant information from the general BaseLinker settings (see manual configuration).
The following table lists the fields to be completed on the Business Central document, along with the source of origin.
| Type | Business Central | BaseLinker | Description |
|---|---|---|---|
| Header | Document No | Assigned according to the no, series in BaseLinker Setup in the Orders section. | |
| Header | Document Type | Assigned according to the Sales Document Type field in BaseLinker Setup. | |
| Header | Customer and address | Customer data from the Invoicing section | |
| Header | Delivery address | Delivery address from the Delivery section | |
| Header | External Document No. | BaseLinker order no. | |
| Header | Your Reference | Order source ID | |
| Header | Price with VAT | Fixed value: Yes. |
|
| Header | Currency code | Currency | |
| Header | Salesperson code | Assigned according to the selection in the Default Vendor field in BaseLinker Setup. | |
| Header | Responsibility center | Assigned according to the Default resp. center field in BaseLinker Setup. | |
| Header | Document Date | Creation date | |
| Header | Order Date | Creation date | |
| Header | Payment method | Payment method* | See notes below |
| Lines | Type | Fixed value: Item. |
|
| Lines | No | Product ID | Related item no. with BaseLinker product |
| Lines | Variant Code | Variant ID | Related variant code with BaseLinker product |
| Lines | Location | Warehouse ID | Related location to BaseLinker warehouse or default warehouse associated to the integration |
| Lines | Quantity | Quantity | |
| Lines | Unit price incl. VAT | Price brutto |
*If the Use payment method option in BaseLinker settings is enabled, the system will download the mapped payment method. Otherwise, it will use the one derived from the customer template.
Additional cost for delivery
If an additional cost for delivery has been added to the order, the system will create an additional order/sales invoice line when creating the order or sales invoice lines. The type and item number results from BaseLinker Setup in the Orders section in the Default Delivery Line Type and Default Delivery Code/Account fields.
Automatic item reservation
If the Auto reservation option is checked in BaseLinker Setup, the system will attempt to make automatic item reservations when creating a sales order/invoice. If the system is unable to make an automatic reservation, it will inform the user and offer to make a manual reservation.
To process an order into a Business Central sales order/invoice.
To process an order into a Business Central sales order/invoice:
- Select the search icon in the upper right corner of the Business Central system, then type
BaseLinker Sales Ordersand click the link. - Find a correctly validated order and go to its file by clicking on its number.
- Click on the button on the action bar Create document in Business Central.
Once the order/sales invoice is created correctly, its number will be displayed in the Order/Invoice No. field, and the record status will be changed to Order created. Now you can go to handle the sales order/invoice, generate and post the warehouse shipment or sales shipment, depending on your warehouse configuration, and then post the sales invoice. After posting the sales invoice, this one will be automatically sent to BaseLinker (see Sending Posted Invoice).
Job Queue for automatic order processing
There is a possibility to run job queue of orders for automatic importing and validating Baselinker orders and creating sales documents. To do this, create a new job queue entry and assign it the Codeunit object with the number 72294609. Set the schedule according to your needs.