The Yokoy Spend Management Connector for MS Dynamics 365 Business Central is deployed (installed and configured) on tenant level. For each tenant, you need to configure the integration setup.
✏️ Note
Business Central frequently runs on multiple tenants due to reasons of different functional currencies or access security. In this case, the Yokoy connector is installed on those additional tenants separately and mapped to the same Yokoy organization, but different Yokoy legal entities.
Steps to implement
Depending whether you plan to use the connector with Yokoy Expense, Yokoy Invoice or both, the steps to set up the Yokoy connector may vary.
👤 Required roles
For Business Central, you must have a Microsoft Azure Admin role to set up a web service application.
For Yokoy, you require these roles:
Developer role to get API credentials (client ID and secret).
Yokoy admin role with Company settings permission to create tag dimensions.
Yokoy admin role with Integrations permission to configure the expense and invoice export settings.
Yokoy Expense | Yokoy Invoice |
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Install the connector
Depending on your Business Central deployment, the Yokoy Spend Management Connector for Microsoft Dynamics 365 Business Central can be implemented in several ways:
Access the app on the Microsoft AppSource
Install as an extension in Extension management (not recommended)
Install as an extension in Extension management (on request)
🚧 Connector as an extension
If you choose to install the Yokoy connector as an extension, you must be aware that you will not receive automatic updates with any new features (unlike connectors installed via the AppSource).
You are responsible for installing any updates of the Yokoy connector.
Prepare the setup in Yokoy
First, you need to get required information for setup:
Yokoy organization ID for your organization.
Yokoy legal entity IDs for all legal entities (companies).
Get API credentials for accessing Yokoy’s API.
In addition, new tag dimensions and custom fields must have been set up in Yokoy before you can set up master data sync in Business Central.
Depending on the required configuration, tags may be used to track financial dimensions, and item charges and fixed assets for Yokoy Invoice. Custom fields are required to track tax information for export to Business Central.
Tag dimensions
To map finance dimension data as cost objects in Yokoy, you need to create a specific tag dimension in Yokoy. The tag values are provided by Business Central, but you need to create a dimension in which to create the tags.
To do this:
Go to Admin > Company.
Scroll down to Enable tags.
Select the Enable tags option (if not already enabled).
Click + Add dimension.
Enter the details of the tag dimension:
Name: Name to identify the dimension.
Code (ERP): This is the code that you need to enter in the Yokoy Cost object dimension field in the Yokoy connector setup in Business Central.
Click Save.
🚧 Caution
Do not restrict this tag to any specific categories or scopes.
For Yokoy Invoice, if you plan to use fixed assets and item charge line types, you need to set up additional tag dimension to track this information. Create two tag dimensions, this time with this information:
| Fixed asset | Item charge |
Name | Fixed asset | Item charge |
Code (ERP) | FA | IC |
ID | Auto-generated by Yokoy | Auto-generated by Yokoy |
Copy the Code (ERP) and the ID values for each as you will need to enter this information in the Fixed Asset Tag Dimension / Fixed Asset Tag ID and Item Charge Tag Dimension/ Item Charge Tag ID fields in the Yokoy connector setup in Business Central.
Tax rate handling
In Business Central, the country scope for a tax code (VAT) is determined by the product posting group (for the item) and the business posting group (for the vendor). Therefore, VAT rates are not imported from Business Central. You need to set up tax rates manually in Yokoy.
Yokoy exports tax information to the corresponding posting group within two custom fields. Yokoy has added two custom fields in the Yokoy VAT/Tax rates form to collect the Business Central VAT Product Posting group and the VAT Business Posting Group.
| Product Posting Group | Business Posting Group |
Name |
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Label | VAT Product Posting Group | VAT Business Posting Group |
Type | Text input | Text input |
🚧 Caution
For expenses, make sure to disable the Copy VAT Setup to Jnl. Lines option in the General journal batches to prevent it from copying the VAT posting groups from the GL code and calculating the tax amount. VAT rates need to be populated manually from Yokoy.
💡 Tip
Next step: Install the Yokoy connector depending on your edition: Business Central Cloud or Business Central On-premise.