Set up the MS Dynamics 365 Finance and Operations integration

Overview

Key features of the integration

• Export of:
  • Card Expenses 
  • Reimbursements 
  • Invoices 

• The integration supports the following:
  • Tag Groups and Tags - Financial Dimensions, Sub-projects, entity-based dimensions and custom dimensions
  • General Ledger Journals and Vendor Bills (no support for Expense Journals)

Preparation

Installation

1. Copy model file into any directory on your devbox (for example, c:\temp)
2. From the Command Prompt, navigate to the directory where AOSService is stored:
   • For cloud environment (drive K:\AOSService\PackagesLocalDirectory\bin): cd /d K:\AOSService\PackagesLocalDirectory\bin 
   • For on-premise environment (drive C:\AOSService\PackagesLocalDirectory\bin): 

     cd C:\AOSService\PackagesLocalDirectory\bin

3. Type import command:
   • For a cloud environment
     ModelUtil.exe-import-metadatastorepath=K:\AOSService\PackagesLocalDirectory -file=c:\temp\PleoIntegration-Pleo.axmodel 
   • For an on-premise environment:
     ModelUtil.exe-import-metadatastorepath=C:\AOSService\PackagesLocalDirectory -file=c:\temp\PleoIntegration-Pleo.axmodel
     
4. Open Visual Studio
5. Go to the Extensions > Dynamics 365 > Build Models
   
6. Check PleoIntegration in the list
   
7. In the Options tab, select Synchronize Database
   
8. Click Build

When the build is complete, you should see the message that the compilation succeeded with 0 warnings.

You'll be able to find Pleo as a menu item within Finance and Operations.

Create accounts

1. In MS Dynamics 365 Finance and Operations, select Chart of Accounts
2. Access Accounts
3. Create the following accounts: 
   1. An account to track Pleo account balance
   2. An account to track employee expenses (out-of-pocket expenses and corresponding reimbursements)
   3. An account to track external reimbursements (employee reimbursements settled outside of Pleo)

Connection

1. In MS Dynamics 365 Finance and Operations, select the subsidiary you’re connecting to
   
2. Access the Modules
3. Click on Pleo
4. Select Connect 
5. Click Connect
6. In Pleo, navigate to Settings
7. Click Accounting
8. Search for D365 Finance and Operations
9. Copy the generated API Key
10. In MS Dynamics 365 Finance and Operations, select: 
    • Production, if you are connecting to your live Pleo account
    • Staging, if you are connecting to a Pleo test environment.
11. Paste the API Key
12. Click Activate
13. Click Save

Configuration

• General configuration
  1. In MS Dynamics 365 Finance and Operations, go to Pleo
  2. Access Integration Settings
  3. Click Setup
     • For Card expenses - select the corresponding account created 
     • For Reimbursements:
       • Select a Journal (to track Employee expense)
       • Select an account (to track out-of-pocket expenses)
       • Select an account (to track external reimbursements)
     • For Invoices - select a Journal for Invoices and Invoice Payments

• Categories 
  1. In Pleo, go to Settings 
  2. Click Accounting 
  3. Select Categories 
  4. Map the correct account number

• Tags and Tag groups
  1. In MS Dynamics 365 Finance and Operations, go to Module
  2. Click Pleo 
  3. Access Integration Settings
  4. Click Sync Tags
  5. Click New
  6. Under F&O tag group name:
     • select a Dimension
     • select Add All Value - import all values into Pleo, or select specific values relevant for Pleo
       
  7. Click Import to Pleo

• Taxes
  1. In MS Dynamics 365 Finance and Operations, go to Module
  2. Click Pleo
  3. Access Integration Settings
  4. Click Sync Taxes
  5. Click New
  6. Select Item sales tax group, Sales tax group and Sales tax code
  7. Click Save
     
  8. In Pleo, navigate to Settings
  9. Click Accounting
  10. Under Tax Codes, click Add row
      • Select the Tax Type
      • Enter the Name - copy "Display name" from MS Dynamics 365 Finance and Operations
      • Enter the Code - copy "Tax code on Pleo" from MS Dynamics 365 Finance and Operations
      • Enter the Tax Rate- copy “Tax Rate” from MS Dynamics 365 Finance and Operations
        Values on Code and Tax Rate in Pleo need to exactly match the values shown on MS Dynamics 365 Finance and Operations

Export an expense

After setting up the integration, it's important to export an expense to see if the integration is configured correctly.