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Mapping Fields between Microsoft CRM
and Great Plains on MSSQL



How and when do the Great Plains Customer ID field and the Microsoft CRM Account Number field map together?


If a new customer is created in Great Plains, and you populate the CustomerID field, it will populate the Account Number field in Microsoft CRM when it is transferred to Microsoft CRM through the Microsoft CRM Integration.  However, when a new account is created in Microsoft CRM, whether the Account Number is filled in or not, when the Account record is transferred to Great Plains through the Microsoft CRM Integration, the CustomerID field in Great Plains will be populated with the Account Name.  In addition, if the Customer record is modified in Great Plains, when the update is sent to Microsoft CRM, the Account Number will not be updated.

Example - A new Account is created in Microsoft CRM.  The Account Number field on the General tab of the Account form is left blank or filled in with an Account Number.  The Microsoft CRM Integration for Great Plains Settings and Administration tool is configured such that any new account created in Microsoft CRM will have a CustomerID populated with the Account Name from Microsoft CRM.  

The behavior in the above example is by design.  This cannot be modified in the Settings and Administration page for the Microsoft CRM Integration.  If the Account Number is populated when creating an Account in Microsoft CRM, it will stay with the Account in Microsoft CRM.  However, the Customer ID in Great Plains will still be populated based on the Account Name.

A direct link between the two fields is not established due to the fact there are various scenarios that are possible.  Therefore, it is truly a one-way mapping.

Note For Account records that were created in Microsoft CRM without an Account Number, the CustomerID from Great Plains can be found in Microsoft CRM by going to File | Properties on the Account form, even though the Account Number field was never populated in Microsoft CRM.

 

How is Sales Tax Information shared between Microsoft CRM and Great Plains?

Microsoft Great Plains calculates taxes for orders. Taxes appear in Microsoft CRM once the order has been updated with the tax information in Microsoft Great Plains. However, because Microsoft CRM and Microsoft Great Plains calculate the extended amount differently, the extended amount on orders and invoice products may appear incorrect in Microsoft CRM.

For example:

If a product on an order in Microsoft CRM has an amount of $20, and a tax amount of $1.20, the expected value for the Extended Amount field in Microsoft CRM would be $21.20. However, because Microsoft Great Plains does not include sales tax in the extended price, the Extended Amount field will appear as $20. The total sales tax amount will appear correctly on the orderís General Information page and the Total Amount field will be correct.

Taxes are calculated only if the ship-to address used on the order contains a tax schedule in Microsoft Great Plains. If the address does not contain a tax schedule, you need to manually select a tax schedule on the Microsoft Great Plains order, at which point tax will be calculated and sent to Microsoft CRM.

If the ship-to address for an order is a drop-ship address, then no tax schedule will be assigned. 

Quotes are not integrated to Great Plains and are not automatically populated with Sales Tax information. Sales Tax is calculated from Great Plains once an Order is updated or created in Great Plains. Values may be entered in the Sales Tax fields in CRM.  However, if the Quote is converted to an Order and then submitted, Great Plains will update the Sales Tax fields.

 

How can the Quantity On Hand for a product in Microsoft CRM be changed when using the CRM Integration?

Update the Product manually if the Quantity on Hand of a product is out of synch between Microsoft Great Plains and Microsoft CRM.

To change the Quantity on Hand in Microsoft CRM you will need to log on to Microsoft CRM via a browser as the user specified during the integration (integration user).  You must log in as the integration user because this is the only user that has access to the Product Catalog.  You can change the Quantity on Hand for a product by navigating to Home | Settings | Product Catalog | Products.  Select the product to open the record and change the Quantity on Hand to the correct amount.

 

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Computer Resources, Inc. of Memphis - a Microsoft Business Solutions Reseller

Computer Resources, Inc.
901-382-1MEG (1634)

Serving Memphis, Mississippi, Arkansas, Tennessee, and the Mid-South 


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