Microsoft Navision

Introduction

The integration between TimeLog and Navision provides a smooth collaboration between the two systems.

Description

The integration has the following advantages:

• Easy and quick creation of invoices based on project registrations.
• Financial analyses can be performed in TimeLog with all available dimensions (employee, project type, project category, department, etc.), including financial reporting.
• Project managers can find all billing information in TimeLog and therefore do not need access to Navision, saving money on licenses.

• The transfer of invoices to Navision saves time and ensures increased quality assurance that invoices are billed correctly.

From TimeLog to Navision functions:

• Automatic transfer of customers.
• Automatic transfer of contact persons.
• Automatic transfer of employees.
• Automatic transfer of invoices.
• Automatic transfer of invoice specifications.

• Automatic transfer of projects

From Navision to TimeLog functions:

• Automatic transfer of customers and contact persons.
• Import of financial accounts or item numbers, depending on configuration.

• Automatic reconciliation of invoices when they are marked as paid in Navision

Installation of Navision integration

The creation of the connection between TimeLog and Navision can only be performed by a TimeLog developer in collaboration with your IT department. You can contact our integration team via email integration@timelog.dk for further information about the integration.

TimeLog recommends that the integration connection is created with a dedicated NAV user.

NAV integration setup

Once the integration connection is established, the integration is ready to be configured.

Configuration of the connection

Once the connection is established, a checkmark is displayed next to Connection established, and a warning triangle next to Integration Disabled until you have completed the various configurations and activated the integration.

Your login details for NAV show your login information used when creating the connection.

Reset the integration

Resetting the integration should only be used if the current integration needs to be connected to another company account in your Navision installation or switch from a Navision test environment to a production environment.

After clicking Reset, all imported and linked information is deleted, and an integration can be created.

Configuration of customers

You have three options to choose from when it comes to the ongoing maintenance of your customer databases:

1. From TimeLog to Nav (TimeLog is the master for new customers)
2. From Nav to TimeLog (Navision is the master for new customers)
3. To/from TimeLog to/from Nav (Both systems can transfer new customers)

If you choose option 2, you can extend TimeLog's ability to automatically create contact persons who are not created in Navision when transferring invoices.

1 From TimeLog to Nav

If you choose this option, you can manually transfer your customer from TimeLog to Navision by going to the customer card and clicking on the three dots next to the customer’s name. Here you select Link customer with integration, which opens a pop-up, then click on the black dot to link and click OK. You can do the same for contact persons.

Similarly, you can also remove the link again by opening the relevant customer or contact person and clicking on the three dots. This opens the same pop-up where you now have the option to click the checkmark to remove the link. You can subsequently see in the integration log if the action was successful.

New TimeLog customers who are not already linked will be created in Navision when transferring the first invoice.

2 From Nav to TimeLog

When you choose this option, your new and updated customers in Navision will automatically be transferred and created in TimeLog. The created customers are assigned the customer number from Navision.

3 To/from TimeLog to/from Nav

When you choose this option, you can create new and update existing customers in both systems. This option combines the first two options, and you can freely update customer data in both systems. Your changes will be transferred to the other system as described in the two other choices.

• Mark "Allow auto-creation of customers, contacts and employees when transferring invoices from TimeLog to Nav." if you have chosen From Nav to TimeLog. This activation allows TimeLog to create new customer contacts in NAV when an invoice is transferred.
• The function "Allow TimeLog to automatically link customers with matching VAT number and create customer contacts when transferring invoices to Nav" unfortunately cannot be used.

Linking of customer databases

Before the integration is activated, all customers in TimeLog must be linked with the corresponding customer names in Navision. Click on the link Link customers.

The website has four display options (ONE MATCH, MORE MATCHES, NO MATCH & IGNORED CUSTOMERS), and TimeLog checks the customer number, VAT number, phone number, and customer name.

The left half of the tables shows Navision customers, and the right half shows TimeLog customers.

Before the integration is activated, it is important to handle all Navision customers in the table views.

ONE MATCH: Customer pairs that can be immediately linked.

MORE MATCHES: Customers in Navision where more than one matching customer is found in TimeLog.

NO MATCH: Customers in Navision where no match is found in TimeLog can be imported as new customers in TimeLog.

IGNORED CUSTOMERS: Customers in Navision that are not to be used in TimeLog (you can ignore customers in all display suggestions, which you can read more about after the four scenarios for linking customers).

In all four table choices, there are four options for linking customer information:

1. Link and use data from TimeLog: This action links the customer pairs and overwrites customer data in Navision with customer data from TimeLog. Fields that are not filled in TimeLog are not transferred. The TimeLog customer number is not transferred to the Navision customer.
2. Link and use data from Nav: This action links the customer pairs and overwrites customer data in TimeLog with customer data from Navision, including the customer number. Fields that are not filled in Navision are not overwritten in TimeLog.
3. Import to TimeLog as a new customer: This action creates a new customer in TimeLog based on data in the Navision customer, including the BC customer number.
4. Ignore customer(s): This action ignores the customers from Navision and places them in their own table. The customer names can subsequently be imported into TimeLog if the need arises.

When you have imported the new customers into TimeLog, the customer number from Navision is also imported into the customer in TimeLog. If you want TimeLog to be the master for new customers, we recommend that you adjust your customer number series in System Administration -> General Settings -> Number Series so that the new customers you create in TimeLog get a customer number that continues the number series in Navision. This way, the customer numbers in the two systems will be the same.

The procedure for linking depends on the scenarios below:

1. There is no customer data in either Navision or TimeLog.
2. There is customer data in Navision and none in TimeLog (new TimeLog customer).
3. There is customer data in TimeLog and none in Navision (new Navision customer).
4. There is customer data in both TimeLog and Navision.

Below, the four scenarios are reviewed separately

Scenario 1: There is no customer data in either Navision or TimeLog

In this case, linking the customer databases is not necessary, so the point can be skipped. If Navision is chosen as the master (From Nav to TimeLog) for new customers in Setup, new Navision customers are automatically created in TimeLog.

If TimeLog is chosen as the master (From TimeLog to Nav), customers are created and linked in Navision when transferring the first invoice.

Scenario 2: There is customer data in Navision and none in TimeLog

Start by transferring the relevant customers in Navision to TimeLog. Table view ONE MATCH and MORE MATCHES will be empty and can be skipped. When the table shows NO MATCH, all active customers in Navision will be displayed. Mark the customers to be created in TimeLog and select Import as a new customer in TimeLog under Select action and click OK.

The customers are now created in TimeLog and simultaneously linked with Navision's customer database. The new customers in TimeLog get the customer number from Navision.

Scenario 3: There is customer data in TimeLog and none in Navision

In this case, there is no linking to be done, so the point can be skipped. Customers will be created in Navision in connection with billing if TimeLog is the master for new customers.

If Navision is the master, the customer must be created in Navision and linked via ONE MATCH.

Scenario 4: There is customer data in both TimeLog and Navision

This linking is the most time-consuming as there will be a need to manually link the individual customer pairs. Fortunately, the system helps to find customer pairs that match.

Note that if you have many customers in Navision, it is advantageous to link/ignore groups of customers so that the list gradually becomes shorter.

Ignore customers

• You have the option to ignore the customers from Navision that you do not want to use in TimeLog in all three table choices with suggestions for linking.
• You ignore the customers by marking the checkboxes on the right and selecting Ignore customer(s) in Select action and clicking OK.
• When you ignore the customers, they are moved to the table IGNORED CUSTOMERS, where you get an overview. From here, you have the option to import or link them if you need them later.

Import of product numbers

In this configuration section, you import and activate the product numbers/financial accounts to be used on the invoice lines when transferring to Navision.

Do not be confused by the term product number on various websites. It will always be the selected data type (product number or financial account) that is displayed in various fields.

Click on the link Import product numbers to import your product numbers/financial accounts and activate the product numbers/financial accounts relevant to your registrations in TimeLog.

Mark the checkbox next to the product numbers/financial accounts to be used on your invoice lines in TimeLog and select the action Activate and click OK to activate the number in TimeLog.

You can also click directly on the black circle in the Status column to activate the individual product number/financial account.

If an product number/financial account is no longer to be used on an invoice line, click on the green checkmark, after which the product number/financial account is deactivated and can no longer be selected on an invoice line.

Setup of product numbers

Configuration of product numbers/financial accounts has two setups that make invoice creation easier.

1. Setup of Default product numbers on project work.
2. Setup of standard product numbers on expenses.

As a standard, the product number/financial account must be selected on the individual invoice line. For each data type and billing form in TimeLog, you can choose a principle for the standard selection. You also have the option to select a specific product number/financial account on the individual data type.

The integration works fine even if the setup of standard product numbers is not completed. In that case, a product number/financial account must be manually selected on each invoice line on the invoice draft.

We recommend setting up standard product numbers as it will save you a lot of time in the billing process when TimeLog adds the selected product numbers/financial accounts to the individual invoice lines for you. This is especially advantageous if many people share the responsibility of creating invoices.

Default product numbers on project work

When linking product numbers to the different data types (time & material & fixed price payments), you have different choices depending on the data type.

Time & material: Has six possible choices: Select when invoicing, Select dimension (Project type, Project category, Task type, or Hourly rate) or one of the imported product numbers/financial accounts.

Select when invoicing: Here, the product number/financial account must be selected on the individual invoice line after adding a time registration to the invoice draft.

Select dimension: Here, the selected dimension must subsequently be updated in System Administration -> Finance -> Product number mapping.

If Hourly rate is selected, your hourly rates in System Administration -> Finance -> Hourly rates will be added with an extra field (product number). Click on an hourly rate name or edit and select a product number/financial account. The same product number/financial account can be used for multiple hourly rates. If it is not possible to select a single product number/financial account for an hourly rate, it can be omitted and must instead be selected on the individual invoice lines.

If a specific product number/financial account is selected: Time registrations automatically get the selected product number/financial account added to the invoice lines.

Fixed price: Has four possible choices: Select when invoicing, Select dimension (Project type, Project category) or one of the imported product numbers/financial.

Select when invoicing: Here, the product number must be selected on the individual invoice line after adding a fixed price payment to the invoice draft.

Select dimension: Here, the selected dimension must subsequently be updated in System Administration -> Finance -> Product number mapping. Fixed price payments will then automatically get the product number/financial account added when a new fixed price contract is created.

If a specific item number is selected: Fixed price payments automatically get the selected product number/financial account added to the payments when a new fixed price contract is created.

Standard product number on expenses

Expenses: Has three possible choices: Select when invoicing, Expense type, or one of the imported product numbers/financial accounts.

Select when billing: Here, the product number must be selected on the individual invoice line after adding a project expense to the invoice draft.

If Expense type is selected, your expense types must subsequently be assigned a product number/financial account in System Administration -> Finance -> Product number mapping. Click on the expense type name or the Edit icon and select a product number/financial account. If it is not possible to select a single product number/financial account for the expense type, it can be omitted and must instead be selected on the individual invoice lines.

Milage: Has two possible choices: Select when invoicing or one of the imported product numbers/financial accounts.

Allowance: Has two possible choices: Select when invoicing or one of the imported product numbers/financial accounts.

Accommodation: Has two possible choices: Select when invoicing or one of the imported product numbers/financial accounts.

Transfer project number to Microsoft Dynamics NAV

This function can only be used if it is added when creating the integration.

After activating the project number transfer, TimeLog will automatically transfer your project names and numbers to Navision when one is created in TimeLog.

Transfer TimeLog invoice specification

This function can only be used if it is added when creating the integration.

After activating Transfer invoice specification to Navision, the TimeLog invoice specification is transferred along with the invoices. The invoice specification is transferred to Incoming document files on the Navision invoice.

Confirm integration setup

Mark the three checkboxes to confirm that the various setups are completed and click ACTIVATE to activate the integration, and you are ready to transfer the first invoices to Navision. You can update the integration at any time if changes/additions are needed.

If you have multiple legal entities in your TimeLog installation that need to be integrated into a Navision account, an integration must be created and configured for each legal entity in TimeLog.