PP103 – Automated PO Confirmation Notifications in D365FO

Introduction

In this article, we will explore how to set up an automated notification system for purchase order (PO) confirmations using Power Automate in conjunction with Dynamics 365 Finance and Operations (D365FO). The goal of this article is to retrieve managerial contact emails by connecting multiple different tables. While I will be taking a more detailed route by setting up conditions at the beginning, feel free to choose the method that best suits your needs.

Please note that I haven’t included extensive details under the “send an email” action. However, you can enhance the notifications by adding relevant information such as the PO amount, supplier name, delivery date, and the number of order lines. This will provide comprehensive insights to the procurement manager and director, facilitating more informed decision-making.

By following these steps, you will be able to create a powerful notification system that keeps your procurement managers and directors well-informed about PO confirmations, ensuring efficient and effective communication within your Organisation.

Step-by-Step Instructions to Create Power Automate Flow

Step 1: Trigger from Business Event

1. Create a new flow:

• Open Power Automate.
• Click on Create and select Automated flow.

2. Set the trigger:

• Search for When a Business Event occurs.
• Select this trigger and click Create.

3. Configure the trigger:

• Instance: Dynamics Environment URL
• Category: Purchase Orders
• Business Event: Select Purchase Order confirmed
• Advanced Parameter : Select Legal Entity (Optional)

Step 2: Parse Data from Event

1. Add Parse JSON action:

• Click on + New step.
• Search for Parse JSON and select it.

2. Configure the Parse JSON action:

• Content: Select Body from the trigger output.
• Schema: Click on Generate from sample, and provide a sample JSON payload that matches the expected structure of the business event data. For example:

Step 3: Add Condition

• Condition is to run notification based on PO Amount

Step 4: Configure True Condition

Step 4.1: Compose PO Number

Step 4.2: Get PO Record

Include Legal entity ID under object ID followed by comma and outputs

Step 4.3: Compose Orderer Personnel Number

Step 4.4: Get Worker Record

Step 4.5: List Items in Position Table

Step 4.6: Compose Woker Position ID

Note – compose action will create foreach branch

Step 4.7: List Position ID from Job Position Dual Write

Step 4.8: Compose Parent Position ID

Note – compose action will create foreach branch

Step 4.9: List Item in Position Table.

Step 4.10: Compose Personnel Number

Note – compose action will create foreach branch

Step 4.11: List Items in Position Table

Step 4.12: Compose Identity Email

Step 4.13: Send an Email V2

Step 5: Configure Fales Condition

Manager Notification

Step 5.1: Compose PO Number

Step 5.2: Get a PO Record

Include Legal entity ID under object ID followed by comma and outputs

Step 5.3: Compose Orderer Personnel Number

Step 5.4: Get a worker Record

Step 5.5: List Item in Position V2 Table

Step 5.6: Compose Worker Position ID

Note – compose action will create foreach branch

Step 5.7: List Position in Job Position Dual write table

Step 5.8: Compose Parent Position ID

Note – compose action will create foreach branch

Step 5.9: List Item in Position Table

Step 5.10: Compose Worker Personnel Number

Note – compose action will create foreach branch

Step 5.11: List Item in Worker Table

Step 5.12: Compose Identity Email

Step 5.13: Send an email to Identity Email

Director Notification

Step 5.14: List Item in Job Position Dual Write table

Step 5.15: Compose Position ID

Note – compose action will create foreach branch

Step 5.16: List Item in Position Table

Step 5.17: Compose Worker Personnel Number

Note – compose action will create foreach branch

Step 5.18: List Item in Worker Table

Step 5.19: Compose Identity Email

Note – compose action will create foreach branch

Step 5.20: Send an email to Identity Email

Conclusion

Implementing this automated approval process ensures that POs are reviewed by the appropriate managerial level, maintaining control over expenditures while leveraging Teams for efficient communication.

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