You can configure the Yokoy Spend Management Connector for MS Dynamics 365 Business Central to send master data from Business Central to Yokoy:

Other master data such as tax rates and payment terms must be set up manually in Yokoy.

By default, you set up an automated job to synchronize the data regularly using the Update data in Yokoy task. However, you can also manually sync master data from Business Central to Yokoy as required.

The Yokoy connector also contains a specific task Update Duplicates from Yokoy that lets you re-synchronize Yokoy master data in Business Central where the connection between the two systems has been lost for whatever reason (i.e. the connector is reinstalled after an environment update or you have created master data manually in Yokoy). This task lets you synchronize data for users, cost objects, tags, vendors, and categories.

The task results in an Excel file in which it indicates the objects that have been re-matched with Yokoy master data. Where there is no existing connection between the objets, the report indicates the criteria used for mapping Business Central master data against Yokoy master data.

You can set up the integration to create a user in Yokoy directly from Business Central. The Yokoy user is synchronized with the Employee card in Business Central.

The Employee Card contains an additional section where you can determine the email address used to synchronize the records.

The value in the Yokoy email address is used to determine whether the user exists in Yokoy or not. If Yokoy doesn’t find a user with that email address, it creates a new user and updates the Employee card with the Yokoy ID.

By default, when you create a new user in Yokoy, the user record has the Active status. If Yokoy finds a user with the same email address, it checks whether it is active or not:

If you make any changes to users in Yokoy, those changes are not updated in Business Central. Make sure that all required data is present in Business Central.

If an employee leaves the company (either temporarily or permanently) and you deactivate the employee in Business Central, you must manually deactivate the Yokoy user. Yokoy users cannot be deleted; only made in inactive so they can‘t log into Yokoy.

With the Yokoy connector, you can create new users in Yokoy based on the information available in Business Central. However, you need to update certain fields in the user manually in Yokoy such as line manager threshold (for line manager approval flows), home and office addresses, language preferences, etc.

You can run the Update data in Yokoy task to update information for existing users at any time.

To create a new Yokoy user from Business Central:

Once the user has been created in Yokoy, you’ll see the Yokoy ID in the Yokoy User ID field in the Employee Card.

To deactivate a Yokoy user:

To reactivate an inactive Yokoy user:

You can establish the user mapping between Business Central data and Yokoy by running the Update Duplicates from Yokoy task in Business Central. The task checks Employee cards against the information available in Yokoy and generates an Excel log file. It determines whether an employee can be mapped against a Yokoy user using these criteria, in order of preference:

In other words, it checks the Business Central user email address against Yokoy user email address. If there is a match, it updates the Employee card with the Yokoy user ID. If there isn’t a match, it then checks the Business Central Employee card ID against the Yokoy user ERP code. If there is a match, it updates the Employee card with the Yokoy user ID.

The Excel report provides a detailed log of the updates performed by Business Central so you can check that all actions performed are correct. It contains these columns:

Dimensions can be mapped to Yokoy tag dimensions and Yokoy cost objects. Each dimension can have as many tags or cost objects as required.

To create dimensions and dimension values in Business Central:

3. Click Dimension > Dimension values.
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4. Go to Actions > Functions > Create Dimension in Yokoy.

5. Select whether you want to create the dimension as:

6. Click OK.

The Yokoy ID is displayed in the Yokoy Tag Dimension Code or Yokoy Cost Object ID columns, depending on whether the dimension has been created as a tag or a cost object. You can consult the created dimensions in Yokoy in either:

If you want to delete a dimension in Business Central, you must deactivate it in Yokoy first. If you fail to deactivate the dimension in Yokoy, it can still be used in processing invoice and expenses and may lead to issues when exporting invoices and expenses to Business Central. For example, if you assign an expense to a cost object that has deleted in Business Central, when you try to export that expense from Yokoy, you will encounter an error since the dimension doesn’t exist.

To deactivate a dimension from Business Central:

This changes the status of the tag or cost object to inactive in Yokoy. It does not delete the tag or the tag dimension in Yokoy.

Inactive tags or cost objects cannot be used in new expenses or invoices, but it doesn’t affect exported expenses or invoices. If the cost object or tag has been used in an existing expense or invoice, users are prompted to select another cost object or tag.

The Update Duplicates from Yokoy task checks the dimension values against the information retrieved from Yokoy, determining whether a dimension is mapped against a Yokoy cost object using these criteria, in order of preference:

If Business Central finds a dimension value where the data provided by Yokoy matches the Business Central data in one of these criteria, it updates the dimension card with the corresponding Yokoy cost object ID.

When the task has finished, Business Central generates an Excel report containing all Yokoy categories with their mapping status. More specifically, the report contains this information:

If not mapped and the dimension is already mapped as another Yokoy cost object, then it is recommended that you rename any unmapped Yokoy cost objects with DO NOT USE (check the Yokoy ID) and deactivate them to prevent confusion.

The Update Duplicates from Yokoy task report checks the dimension values against the information retrieved from Yokoy, determining whether an account can be mapped against a Yokoy tag using these criteria, in order of preference:

If Business Central finds a dimension value where the data provided by Yokoy matches the Business Central data in one of these criteria, it updates the dimension card with the corresponding Yokoy tag ID.

When the task has finished, Business Central generates an Excel report containing all Yokoy categories with their mapping status.

More specifically, the report contains this information:

GL accounts can be mapped against Yokoy’s expense and invoice categories.

A single GL account in Business Central can represent separate entities in Yokoy (invoice category or expense category).

To create Yokoy categories from Business Central:

Once created, you can view the Yokoy category ID in the Yokoy Expense category ID or Invoice category ID field.

Invoice and expense categories are separate entities in Yokoy. While the category name may be the same, only expense categories can be used in expenses (and invoice categories in invoices). However, the data can be posted to the same GL account as appropriate.

If you need to make changes to the GL account card, you can update the changes in Yokoy by clicking Create/Update GL Account in Yokoy.

Business Central doesn’t set a symbol to represent the icon in Yokoy. However, you can edit the category once created in Yokoy to add a symbol.

The Update Duplicates from Yokoy task lets you re-synchronize Yokoy categories (expense or invoice) to Business Central GL accounts. This task checks the GL accounts against the information retrieved from Yokoy, determining whether an account can be mapped against a Yokoy category using these criteria, in order of preference:

If Business Central finds an account where the data provided by Yokoy matches the Business Central data in one of these criteria, it updates the GL account card with the corresponding Yokoy expense and/or invoice category ID.

When the task has finished, Business Central generates an Excel report containing all Yokoy categories with their mapping status. More specifically, the report contains this information:

Business Central vendors are mapped to Yokoy suppliers. You can create a vendor in Business Central and then synchronize that vendor card with Yokoy.

Business Central synchronizes key information fields such as name, address, tax ID, bank information, contact details in Yokoy. The Vendor card no. is stored as Supplier ID (ERP) in Yokoy.

Once the Vendor has been created in Yokoy, you’ll see the Yokoy ID in the Yokoy Organization Supplier ID and Yokoy Company Supplier ID fields in the Vendor Card.

Yokoy creates suppliers at organization and company level to allow vendors to be used as cross-company.

To create a vendor from Business Central:

To deactivate a vendor from Business Central:

If you deactivate a vendor temporarily and want to reactivate it in Yokoy again, click Create/Update Vendor.

If you find that the connection between the Yokoy supplier and Business Central vendor is lost for whatever reason (i.e. the Yokoy Vendor ID does not appear in the Vendor card), you can run a task Update Duplicates from Yokoy to re-synchronize Yokoy suppliers to Business Central vendors.

This task checks the vendors against the information retrieved from Yokoy, determining whether a supplier can be mapped against a Yokoy vendor using these criteria, in order of preference:

If Business Central finds a vendor where the data provided by Yokoy matches the Business Central data in one of these criteria, it updates the Vendor card with the corresponding Yokoy organization supplier and legal entity supplier IDs.

When the task has finished, Business Central generates an Excel report containing all suppliers with their mapping status. More specifically, the report contains this information: