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Working with Sales Opportunities

This guide shows you how to work with synchronized opportunities from Dynamics 365 Sales in Business Central and create quotes.

Prerequisites​

  • Opportunity Elements are set up in Business Central.
  • Opportunities have been created in Dynamics 365 Sales and synchronized to Business Central.
  • DYCE Smart Workflow Tool is set up (for the synchronization of sales quotes back to Sales).

Overview: The work process​

Step 1: Open synchronized opportunity​

Find opportunity​

  1. Search for Opportunities in Business Central.
  2. Open the opportunity list.
  3. You can recognize synchronized opportunities from Sales:
    • Field Dataverse ID is filled.
    • Field Dynamics Sales Link contains a link to the opportunity in Sales.

Open opportunity​

  1. Select the desired opportunity.
  2. Open the opportunity card.

Check opportunity lines​

In the Opportunity Lines fast tab, you will see the estimated values from Dynamics 365 Sales:

  • Opportunity element code: e.g. "Microsoft Rent"
  • Amount (MW): Estimated amount without VAT.
  • Amount incl. VAT (MW): Estimated amount incl. VAT.
  • Contribution margin (MW): Estimated contribution margin (if recorded by sales)

Example:

CodeAmount (MW)Amount incl. VAT (MW)
Microsoft rental50,000.0059,500.00
HP purchase10,000.0011,900.00

Step 2: Create Sales Quote from opportunity​

Create Sales quote via standard function​

  1. Click on Start in the open opportunity card.
  2. Select Create Sales Quote.
  3. A new sales quote is created and opened.
  4. The Customer and basic information are automatically transferred.
Note on the opportunity

The opportunity itself is read-only as it was synchronized from Sales. They can only be changed via synchronization in Sales. However, the sales quote in Business Central is fully editable.

Step 3: Fill the sales quote with specific items​

Now enter the actual items, quantities and prices in the sales quote.

Enter items​

Enter the sales lines as usual:

  1. Type: Item
  2. Number: Select the specific item
  3. Quantity: Enter the desired quantity
  4. Unit price: Is filled automatically, can be adjusted

Important for sales calculation elements:
The items must have the configured dimensions as standard dimensions so that they are included in the calculation for sales elements. If subscriptions are used, the corresponding subscription lines are also taken into account in the calculation.

Step 4: Set process status (DYCE Smart Workflow Tool)​

You must set a defined process status so that the quote is synchronized to Dynamics 365 Sales and the values are calculated automatically.

Prerequisite: DYCE Smart Workflow Tool configured​

The administrator (or a power user) must have configured a process incl. process status in DYCE Smart Workflow Tool that:

  1. Triggers the calculation of the sales calculation elements.
  2. Starts the synchronization to Dynamics 365 Sales.

Typical process status: "Released for synchronization" or "Checked"

Set process status​

  1. Open the Sales Quote.
  2. Search for the Process Code and Process Status Code field.
  3. Select the process.
  4. Select the process status.
  5. Save the sales quote.

What happens now?​

The quote is synchronized to Dynamics 365 Sales and the calculated values are transferred. The sales employee sees the quote in Sales and can, for example, update the opportunity if the values differ.

Step 6: What happens in Dynamics 365 Sales?​

Quote available in Sales​

In Dynamics 365 Sales, the sales employee sees the synchronized quote with lines containing the corresponding opportunity elements with the actual, calculated values.

Frequent scenarios​

Scenario 1: Item has incorrect or missing dimensions​

Problem: An item is recorded in the sales quote, but it is not included in the calculation.

Cause: The item does not have both configured dimensions as standard dimensions.

Solution:

  1. Open the Item card.
  2. Navigate to Dimensions - Default dimensions.
  3. Make sure that both dimensions are configured:
    • Dimension 1 (e.g. MANUFACTURER)
    • Dimension 2 (e.g. PURCHASE TYPE)
  4. Reopen the sales quote and add the item again.
  5. Set the process status again.

Scenario 2: Sales quote is not synchronized to Sales​

Problem: The Sales quote does not appear in Dynamics 365 Sales, although the process status has been set.

Possible causes:

  • The process status is not configured for synchronization.
  • The opportunity is not linked to Dynamics 365 Sales.
  • Synchronization error

Solution:

  1. Check if the opportunity has a Dataverse ID.
  2. Check the DYCE Smart Workflow Tool configuration.