Dynamics 365 BC Integration – Export Timesheets as Purchase Orders


Introduction

The document outlines the integration between Gorilla Expense and Microsoft Dynamics 365 Business Central (BC) for automating the posting of timesheet data into Purchase Orders. The integration ensures a seamless transfer of manager-approved timesheet entries from Gorilla Expense to Dynamics 365 BC, streamlining the creation of Purchase Orders based on project hours. This process is facilitated through the ODATA Web Service, enhancing efficiency and accuracy in managing project-related expenses.  


Why are we creating Purchase Orders?

Purchase orders (POs) are created in Business Central (BC) for external timesheets to formalize and control the payment process for services rendered by external resources/ vendors (1099) who submit timesheets by generating a Purchase Order (PO) with their recorded time. This establishes a clear agreement on what services are being purchased, at what rate, and for what period. This helps ensure accurate budgeting, expense tracking, and compliance with company policies and legal requirements. When the external vendor (1099) raises an invoice for their work, the invoice can be verified and reconciled against the corresponding Purchase Order created by Gorilla Expense.

Manually processing timesheets and creating purchase orders can be time-consuming and prone to mistakes. Our integration streamlines this process by:

  • Automating Purchase Order Creation – No more manual data entry, reducing errors and improving efficiency.

  • Ensuring Accuracy – Timesheet data, including project hours, is mapped correctly to purchase orders.

  • Saving Time – Managers and finance teams can focus on higher-value tasks instead of repetitive data processing.


How does the integration work?

The integration connects Gorilla Expense with Microsoft Dynamics 365 Business Central via ODATA Web Service. Once an external vendor's (1099) timesheet is fully approved, it is automatically converted into a Purchase Order in BC, eliminating manual entry and ensuring accurate project hour mapping. Whereas timesheets from internal employees are routed to the Job Journal Entry screen for internal cost tracking.

The integration routes timesheets based on user roles or entity type:

  • Vendors (External Users (1099)): Timesheets submitted by external consultants or vendors are exported to Purchase Orders (POs). This allows easy invoicing and reconciliation based on hours worked on projects.

  • Employees (Internal Users): Timesheets submitted by internal employees are routed to the Job Journal Entry screen. This supports internal cost tracking and project budgeting within Dynamics 365 BC.

This conditional exporting ensures that each timesheet is processed appropriately based on the user's role and how the time data is intended to be used in the ERP system.

Workflow Diagram:


Timesheet Report Export Process (Web Application):


If your setup/configuration is set for Gorilla to Purchase order integration, then you can login in the application as an Admin and to begin the export process, navigate to the “Integration” menu on the dashboard and then select the “Export Timesheet” option. If you have any queries regarding the setup or questions regarding the configurations, you can write us down to support@gorillaexpense.com.

After navigating to the Export Timesheet option, from the Select Status dropdown, choose "Manager Approved All Levels" to ensure that only fully approved timesheets are included. Next, select a company from the Company dropdown, or choose "All" if you want to include timesheets from all companies. If you are looking for specific timesheets, you can enter the corresponding timesheet confirmation numbers. Once all the necessary selections have been made, click on "Show Approved Timesheets."

A list of approved timesheets will then be displayed, showing details such as confirmation number, timesheet name, employee name, total hours, company, timesheet status, upload status, logs, and a checkbox for each entry.

You can verify the timesheet again by opening the timesheet by clicking on the Timesheet Name. The timesheet will be opened in the Gorilla Web application as below.

Once the timesheets are reviewed properly from the list, you can select the timesheets you wish to export. After making your selection, update the status using the available dropdown menu and click on "Send to ERP & Update Status."


If the export is successful, a green "Success" label will appear in the Update Status column, confirming that the process has been completed. This ensures that your timesheets have been successfully sent to the ERP system and their status has been updated in Gorilla Expense.

Once the timesheet is successfully exported to the ERP, you can view the timesheet in the Purchase Order section in the Dynamics 365 Business Central.