Describes the steps to generate invoices or sales documents automatically.
The steps here are to utilize the ‘Set up an Automated Workflow’ dialog to automate the process of generating Invoices or Sales Documents from Billing Schedules in Software Management. The purpose is to run a workflow against a set of predefined records at a specified frequency without any manual intervention. This process will automatically create the Invoices to review. You may also automate the Reminders to send the Sales Documents to the Customers.
Microsoft Dynamics 365 does not have a way to automate this process easily. In order to automate the process, a Workflow Trigger needs to be created. The purpose of the Workflow Trigger is to be deleted so that a workflow can fire. The Workflow is created to fire when a record is deleted. We will use a Bulk Record Deletion job to delete the Workflow Trigger each day which will then cause the workflow to run.
Note: The steps here are specific to Dynamics 365 Invoices but if you have chosen to use Sales Documents in Rockton Settings, use Sales Documents where Invoices are mentioned in the steps.
The Generate Metadata process is useful when you create new entities, advanced finds, or new workflows. When you Generate Metadata, this will allow the entities, attributes, etc. to be available in Advanced Finds and when creating a Workflow Launcher.
Steps to Generate Metadata.
1. Open the Configuration Page under Dynamics 365 | Sales | Settings | Customizations.
2. Click Solutions.
3. Open the Software Management solution.
4. Click Configuration and then click the Entities icon.
5. Click the hyperlink for the Metadata you wish to generate.
– Entities & Attributes
– Advanced Finds
Steps to Automate
1. Verify Workflows are Active. This is under Processes. Some Processes might need to be activated, such as the Generate Documents from Billing Schedule Workflow.
2. Create a Workflow Trigger. The Workflow Trigger is created to so it can be deleted. This allows the process to start over again.
a. Open the Configuration page under Microsoft | Dynamics 365 | Settings | Solutions.
b. Open the Software Management solution.
c. Click Configuration from the list and then click Entities.
d. Click Workflow Trigger.
e. In the Workflow Trigger list window, click +New.
f. Enter the following information:
Name – Generate Invoice Trigger
Description – Workflow Trigger to Generate the Invoices from the Billing Schedule Documents
g. Save the record.
Note: You may use a different name but be sure you use a name that is descriptive enough to define the Workflow Trigger
3. Run Dialog. The dialog is used to easily set up the automated process. While this can be done manually, the dialog ensures all steps are completed.
a. From the Workflow Trigger window created above, click Start Dialog.
b. Mark ‘Set Up an Automated Workflow’ and then click Add.
c. Mark ‘Create new Workflow Launcher’ and click Next.
d. From the Set up an Automated Workflow window, make the following selections to the questions.
– What entity will the workflow run against? Choose Billing Schedules.
– What workflow would you like to run during the automated process? Select Generate Document from Billing Schedule.
– If you would like to filter the number of records the workflow will run against, please select an Advanced Find. Select Upcoming Billing Schedules – Invoices. Or use another filtered view of your choice.
Note: The billing schedules in this view are the ones evaluated to see if an invoice should be generated. This view is looking at any Billing schedule with a future date where the current invoice field on the billing schedule is empty.
Note: You may want to modify the View you are using or create your own to filter the records. For example, you may want to use Active Records in the next 6 months and exclude Inactive Records. Without a filter it will run against every Billing Schedule and will take quite a bit longer to complete. If you do create our own view, you will need to re-generate the metadata.
e. Click Next.
f. In the Get values for the Automated Process window, make the following selections.
– What would you like the name of the new automated Workflow to be? Enter something like Workflow to Launch Daily Invoices for Billing Schedules.
– When would you like this to run? Enter a future date and the time. Example tomorrow and 1:00 am.
– How often would you like the workflow to fire? Enter 1 if you want it to run once a day.
g. Click Next.
h. Click Finish.
Note: To test this immediately rather than waiting for the job to run, use a test billing schedule and set the a Current Due Date to tomorrow, the Generate When Option Field to be Number of Days Before Due, and the Generate Days Count to be 1. Use Advanced Find to search for and delete the Workflow Trigger called “Generate Invoice Trigger” or whatever you named it above.
Watch the video below on steps to automate: