Electronic Messages functionality is a new functionality in Dynamics 365 for Operations which is provided to maintain different processes of electronic reporting of different document types.
Import data from data entities
To set up Electronic Messages functionality for Purchase and Sales Invoices Communications, use predefined data which is delivered as Data entity. To do so, download related data entities from LCS portal first, open http://lcs.dynamics.com/ and after log on the portal, click on Shared asset library.
Select Data package > Italian Purchase and Sales Invoice Communications data entities and save the archive specifying the path where the Data entities should be stored.
After that, enter Dynamics 365 for Operations and open Workspaces > Data management and click Import:
Fill in a name for importing job, select Package in Source data format and click the Upload button:
Select an archive previously saved from LCS portal, wait until all the included data entities will be shown on the screen, mark each of them and click Import on the Main menu:
You will get a notification in the Messages or you may manually refresh the page to see data importing progress. When the importing process is completed, you will see the results on Execution summary page.
Parameters setup
After Data entities are imported to the data base, the Electronic Messages functionality is almost ready for work. You need to additionally set up the following steps:
1. Open Tax > Setup > Electronic messages settings, select Document type evaluation executable type and click Parameters on Main menu. Select Document type in the Document type field and click OK:
2. Set up GER configurations for Electronic messages processing actions. Open Tax > Setup > Electronic messages > Message processing actions and set up related GER configurations in Format mapping field for the following actions:
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Message processing actions name
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GER configuration
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Report customer inv.
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Report Customer invoices (My)
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Report vendor inv.
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Report Vendor invoices (My)
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Cancel reported inv.
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Invoices cancellation (My)
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Preview customer inv
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Preview Customer invoices (My)
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Preview vendor inv
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Preview Vendor invoices (My)
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Re-send customer inv
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Re-send Customer invoices (My)
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Re-send vendor inv
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Re-send Vendor invoices (My)
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Where "…(My)" is the configuration name that you previously identified during format setup in GER (see "Download and setup GER configurations" part of this document).
3. Number sequences in General ledger parameters:
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Number sequences reference
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Number sequences description
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Message
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Unique key for message
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Message item
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Unique key for message item
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Invoice communication XML ID
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Sales/purchase invoices communication XML ID
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"Invoices communication XML ID" number sequence
To automatically generate correct number of the report that should be used in the file name and as the report identifier in the report <ProgressivoInvio> tag, open General ledger > Setup > General ledger parameters, select Number sequences tab, find line for Invoice communication XML ID and set up a number sequence for it.
The same number will be used in the names of generated XML files. Thus, the setup of the number sequence should meet the requirements to the names of the files.
Examples:
ITAAABBB99T99X999W_DF_00001.xml
IT99999999999_DF_00002.xml
"Message" number sequence
Set up a non-continuous number sequence for this Reference. This number sequence will be used for numbering messages on their generation. This number is not used in the reporting for Purchase and Sales Invoices Communications.
"Message item" number sequence
Set up a non-continuous number sequence for this Reference. This number sequence will be used for numbering message items on their population from the source tables. This number is not used in the reporting for Purchase and Sales Invoices Communications.
Overview of Electronic messages functionality setup
To get Electronic Messages functionality ready manually (without importing predefined setup via data entities), you need to set up the following menu items:
- Message item types
- Message item statuses
- Message statuses
- Message item additional fields
- Executable class settings
- Populate records actions
- Web services settings
- Message processing actions
- Electronic message processing
Message item types
Set up Message item types to identify which types of records will be used in Electronic messages.
To set up Message item types, open Tax > Setup > Electronic messages > Message item types.
Fields description:
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Field name
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Field description
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Message item type
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Enter a name for the Message item type (For example "Customer invoice").
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Description
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Enter a description of a Message item type.
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Message item statuses
Set up Message item statuses to identify which statuses will be applicable for Message items in the processing you are setting up.
To set up Message item statuses, open Tax > Setup > Electronic messages > Message item statuses.
Fields description:
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Field name
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Field description
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Message item statuses
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Enter a status name for the Message items in you processing (For example "Created").
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Description
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Enter a description of a Message item status.
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Message statuses
Set up Message statuses to identify which statuses will be applicable for Message items in the processing you are setting up.
To set up Message item statuses, open Tax > Setup > Electronic messages > Message item statuses.
Fields description:
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Field name
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Field description
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Message item statuses
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Enter a status name for the Message items in you processing (For example "Created").
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Description
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Enter a description of a Message item status.
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Message item additional fields
Electronic messages functionality lets populate records from a transactional table to prepare for reporting and report them. Sometimes there is not enough information in the transactional table to report a record according to report requirements. To let a user to fill in all the necessary for the reporting information in relation with a record to be reported, set up Message item additional fields. To do so, open Tax > Setup > Electronic messages > Message item additional fields.
Fields description:
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Field name
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Field description
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Message item additional field name
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Set up a name of an additional attribute of Message items related to the process. This name will be shown in user interface during working with the process and may also be in use in related to the process GER configurations.
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Message item additional field description
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Set up a description of an additional attribute of Message items related to the process.
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Field value
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Enter a value of a field to be used in relation with a Message item in reporting.
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Field value description
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Enter a description of a value of a field to be used in relation with a Message item in reporting.
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Account type
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Some additional fields values may be restricted for particular Account types. Set up one of the following: All, Customer, Vendor.
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Account code
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If you select Customer or Vendor in the Account type field, you may restrict additional fields value usage by particular group or table.
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Account/Group number
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If you select Customer or Vendor in the Account type field and group or table in Account code filed, you may specify a particular group or counteragent in this field.
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Effective
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Set up a date from which the value should be taken into consideration.
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Expiration
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Set up a date before which the value should be taken into consideration.
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Executable class settings
Executable class is an X++ method or class which can be called by the Electronic messages processing in relation with an action to some evaluations needed for the process.
For Italian Purchase and Sales invoices reporting process, there is a predefined Executable class which can be used to identify and update Document type according to the report requirements. Its name is "EMAdditionalFieldsEvaluationController_IT".
To manually set it up, open Tax > Setup > Electronic messages > Executable class settings, create a line and Fill in:
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Field name
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Field value
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Field description
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Executable class
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Document type evaluation
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Set up a name which will be used during setting up of an Electronic message processing action related respective to call this class.
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Description
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Evaluate document type
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Set up a description of an Executable class.
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Executable class name
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EMAdditionalFieldsEvaluationController_IT
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Select an X++ Executable class.
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Executable level
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Message item
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The value will be filled in automatically as it should be predefined for the Executable class. The field's value restricts on with level related evaluation should be executed.
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Class description
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Italian invoice additional fields evolution
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The value will be filled in automatically as it should be predefined for the Executable class.
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Populate records actions
Populate records actions should be used to set up action which adds records to be sent to the Electronic message item table. To do so, open Tax > Setup > Electronic messages > Populate records actions and create a new record for each action which should add records to the table.
To manually set it up for Italian Purchase and Sales invoices communications, fill in:
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Field name
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Field value
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Field description
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Populate records action name
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Populate invoices
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Identify a name for to be used for action which populates records in your process.
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Populate records action description
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Populate invoices from invoice journals
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Add a description for to be used for action which populates records in your process.
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Add as much lines on Datasources setup fast tab as more data sources should be used for the process. To manually set it up for Italian Purchase and Sales invoices communications, three lines to be created:
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Field name
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Field value
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Field description
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Name
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- Vendor invoice journal
- Sales invoice journal
- Project invoice journal
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Specify a name for a data source.
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Message item type
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- Vendor invoice
- Customer invoice
- Customer invoice
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Specify a message item type which should be used on the record creation for the data source.
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Account type
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- Vendor
- Customer
- Customer
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Specify an Account type which should be associated with the record form the created data source.
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Master table name
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- VendInvoiceJour
- CustInvoiceJour
- ProjInvoiceJour
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Specify a name of the table in AX which should be a data source.
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Document number field
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- InvoiceId
- InvoiceId
- ProjInvoiceId
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Specify a field name in the selected table from which a Document number should be taken.
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Document date field
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- InvoiceDate
- InvoiceDate
- InvoiceDate
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Specify a field name in the selected table from which a Document date should be taken.
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Document account field
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- InvoiceAccount
- InvoiceAccount
- InvoiceAccount
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Specify a field name in the selected table from which a Document account should be taken.
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Use query
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No
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If selected, set up a query by Edit query button on the fast tab. Otherwise, all the record will be populated from the data source.
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Web services settings
Web services settings used to setup data transmission directly to a web service. This set up is not used for Purchase and Sales invoices communications reporting process as the reports are generated as XML files and their automatic transmission from Dynamics 365 for Operations is not implemented in scope of this update.
Message processing actions
Use Message processing action to create actions for you processing and set up their parameters.
General fields description:
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Field name
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Field description
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Action type
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Set up type of action. Following values are available:
- Populate records – use this type of action to associate a previously set up Populate records action. This is needed to be able to set up result status and include the related action into a processing.
- Message item execution level – use this action type to set up an execution class evaluation on Message item level. For example, for Italian Purchase and Sales Invoices Communications reporting to calculate automatically Document type values for each record, set up an action of Message item execution level type and associate it with previously set up Executable class settings (EMAdditionalFieldsEvaluationController_IT).
- Electronic reporting export – use this type for actions which should generate a report based on exporting GER configuration.
- Electronic reporting import – use this type for actions which should generate a report based on importing GER configuration.
- User processing – use this type for actions which suppose some manual actions by user. For example, update status of messages items.
- Web service – use this type for actions which should provide transmission of a generated report to a web-service. For Italian Purchase and Sales Invoices Communications reporting, this type of action is not used.
- Message execution level – use this type to set up an executable class which should be evaluated on Electronic message level. For Italian Purchase and Sales Invoices Communications reporting, this type of action is not used.
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Message item type
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This parameter is available for actions of Message item execution level, Electronic reporting export, Electronic reporting import types of action. With using it, you may identify for records of which type the action should be evaluated. If you don't specify particular message item type in this field, all the defined message item types for the processing will be evaluated.
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Executable class
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This parameter is available for actions of types of Message item execution level and Message item execution level. In this field, you may specify previously created Executable class settings.
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Populate records action
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This parameter is available for actions of type of Populate records. Use this parameter to associate a previously set up of Populate records action.
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Initial statuses fields description:
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Field name
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Field description
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Message item status
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Specify Message item statuses for which selected Message processing action should be evaluated.
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Description
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This field shows a description specified for the selected Message item status.
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Initial status fast tab is not available for actions of initial type: Populate records.
Result statuses fields description:
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Field name
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Field description
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Message status
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This filed is available for Message processing actions which evaluating on Message level. For example, it is available for action types: Electronic reporting export, Electronic reporting import; and not available for action types: User processing, Message item execution level.
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Description
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This field shows a description specified for the selected Message status.
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Response type
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This field shows a Response type specified for the selected Message status.
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Message item status
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You may specify in this filed Resulting statuses which should be available after the selected action is evaluated for Message processing actions which evaluate on Message item level. For example, for action types: User processing, Message item execution level.
For Message processing actions which evaluate on Message level, this field shows Message item status set up for the selected Message status.
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Electronic message processing
Electronic message processing is a basic concept of the Electronic messages functionality. It aggregates actions which should be evaluated for the Electronic message. Where actions can be linked via initial and result status or started independently (User processing action type). On Electronic message processing page, user may also select Additional fields which should be supported for the processing.
For example, for Italian Purchase and Sales invoices communications reporting, one processing should be used for the following actions:
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Action name
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Action description
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Order in processing
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Populate invoices
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Population of invoice records as an Electronic messages item. One invoice (purchase, sales or project à One Message item).
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This is an initial action for Italian Purchase and Sales invoices communications reporting process.
Run separately parameter of this action is set as "No".
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Attrib. evaluation
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This action is set up to automatically calculate values of additional attribute of message items: Document type.
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This action should be initiated after Populate invoices action.
But it can also be initiated manually using Choose action parameter of Run processing function.
Run separately parameter of this action is set as "No".
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Exclude message item
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This action can be initiated manually only, and it helps to mark message items with specific status "excluded" to able to exclude some message items from a query of records to be included into the XML report.
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Run separately parameter of this action is set as "Yes".
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Preview customer inv
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This action lets user to generate a trial XML report without message items status update and without using a number sequence for the report. But message items which were not included into the trial report will be marked as "Dismissed", so that user can analyze which records were not included.
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This action is set up to be run separately as manual action using the Generate report function.
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Report customer inv.
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This action lets user to generate an XML report updating message item status and using a number sequence for the report. Message items which were not included into the trial report will be marked as "Dismissed", so that user can analyze which records were not included.
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This action is set up to be run separately as manual action using the Generate report function.
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Re-send customer inv
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This action lets user to generate an XML report to re-send an invoice which was already sent to the Authority, updating message item status and using a number sequence for the report.
According to reports schemas, only one invoice can be included into one re-sending report.
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This action is set up to be run separately as manual action using the Generate report function.
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Preview vendor inv
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This action lets user to generate a trial XML report without message items status update and without using a number sequence for the report. But message items which were not included into the trial report will be marked as "Dismissed", so that user can analyze which records were not included.
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This action is set up to be run separately as manual action using the Generate report function.
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Report vendor inv.
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This action lets user to generate an XML report updating message item status and using a number sequence for the report. Message items which were not included into the trial report will be marked as "Dismissed", so that user can analyze which records were not included.
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This action is set up to be run separately as manual action using the Generate report function.
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Re-send vendor inv
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This action lets user to generate an XML report to re-send an invoice which was already sent to the Authority, updating message item status and using a number sequence for the report.
According to reports schemas, only one invoice can be included into one re-sending report.
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This action is set up to be run separately as manual action using the Generate report function.
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Cancel reported inv.
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This action lets user to generate an XML report to cancel an invoice or a report which was already sent to the Authority, updating message item status and using a number sequence for the report.
According to reports schema, there are two options: if you specify a file name which was setup by Authority to a report the whole report will be canceled, but if additionally specify a particular number of an invoice in the initial XML file, in this case, only one invoice will be canceled in the Authority database.
Invoices to be canceled will be marked as "Pending cancel".
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This action is set up to be run separately as manual action using the Update status function.
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Update to Canceled
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After a cancelation, an XML report was sent to the Authority, you may update impacted message items status from "Pending cancel" to "Canceled".
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Update to initial st
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Use this action for manual update of statuses for a number of Message items.
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This action is set up to be run separately as manual action using the Update status function.
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See more information about working with Electronic Messages functionality below.