Business Central Integration - Technical Specification

Microsoft Business Central ERP synchronization system

Purpose

The Business Central Integration module manages bidirectional data synchronization between the Case Clinical platform and Microsoft Business Central ERP. It handles the synchronization of vendors, customers (case accounts), journal entries, purchase invoices, and financial transactions. The integration ensures financial data integrity, automates accounting processes, and provides real-time financial visibility across both systems.

Key Concepts

Term	Definition
Business Central (BC)	Microsoft ERP system for financial management
Sync Job	Scheduled or triggered synchronization task
Sync Direction	One-way or bidirectional data flow
Master System	System of record for specific data
Sync Queue	Pending synchronization transactions
Sync Conflict	Data mismatch between systems
BC Entity	Business Central data object (Customer, Vendor, etc.)
Field Mapping	Translation between system fields
Sync Frequency	How often synchronization occurs
Webhook	Real-time event notification from BC

User Roles

Role	Description	Permissions
Integration Administrator	Manages integration configuration	Full access
Financial Controller	Monitors sync status	Read, Manual sync
System Administrator	Technical configuration	All permissions
Accounting Manager	Reviews sync errors	Read, Resolve conflicts
IT Support	Troubleshoots issues	Read, Restart jobs
Auditor	Reviews sync logs	Read only

Field Documentation - BC Sync Configuration Entity

Field Name	Type	Required	Description	Validation Rules	Related Entity
ID	String	Yes	Configuration ID	Auto-generated	Primary Key
Config Name	String	Yes	Configuration identifier	Unique, max 100 chars	-
Entity Type	String	Yes	Type being synced	Enum: Vendor, Customer, Journal, Invoice, Payment	-
Sync Direction	String	Yes	Data flow direction	Enum: To BC, From BC, Bidirectional	-
Master System	String	Yes	System of record	Enum: Case Clinical, Business Central	-
Sync Enabled	Boolean	Yes	Is sync active	Default true	-
Sync Frequency	String	Yes	How often to sync	Enum: Real-time, Every 5 min, Hourly, Daily	-
Last Sync Time	DateTime	No	Last successful sync	Updated on sync	-
Next Sync Time	DateTime	No	Next scheduled sync	Calculated field	-
Batch Size	Integer	Yes	Records per sync	1-1000, default 100	-
Retry Attempts	Integer	Yes	Failed sync retries	0-5, default 3	-
Retry Delay Minutes	Integer	Yes	Wait between retries	1-60, default 5	-
Error Threshold	Integer	Yes	Errors before alert	1-100, default 10	-
Field Mappings	Text	Yes	JSON field map	Valid JSON	-
Filter Criteria	Text	No	Records to sync	OData filter	-
Transform Rules	Text	No	Data transformation	JSON rules	-
Webhook URL	String	No	BC webhook endpoint	Valid URL	-
API Endpoint	String	Yes	BC API URL	Valid URL	-
Active	Boolean	Yes	Config active	Default true	-

Field Documentation - BC Sync Log Entity

Field Name	Type	Required	Description	Validation Rules	Related Entity
ID	String	Yes	Log entry ID	Auto-generated	Primary Key
Sync Config	BCSyncConfig	Yes	Configuration used	Valid config	BCSyncConfig
Sync Type	String	Yes	Type of sync	Enum: Scheduled, Manual, Webhook, Retry	-
Sync Direction	String	Yes	Direction of sync	From config	-
Start Time	DateTime	Yes	Sync start	Auto-set	-
End Time	DateTime	No	Sync completion	Set on complete	-
Duration Seconds	Integer	No	Time taken	Calculated	-
Records Processed	Integer	Yes	Total processed	>= 0	-
Records Synced	Integer	Yes	Successfully synced	>= 0	-
Records Failed	Integer	Yes	Failed records	>= 0	-
Records Skipped	Integer	Yes	Skipped records	>= 0	-
Status	String	Yes	Sync status	Enum: Running, Completed, Failed, Partial	-
Error Message	Text	No	Error details	If failed	-
Initiated By	User	No	Who started sync	Valid user ID	User

Field Documentation - BC Vendor Sync Entity

Field Name	Type	Required	Description	Validation Rules	Related Entity
ID	String	Yes	Sync record ID	Auto-generated	Primary Key
Vendor	Vendor	Yes	Case Clinical vendor	Must exist	Vendor
BC Vendor Number	String	Yes	BC vendor ID	From BC	-
BC Vendor Name	String	Yes	Name in BC	Max 100 chars	-
Tax ID	String	Yes	Federal Tax ID	Must match	-
Sync Status	String	Yes	Current status	Enum: Pending, Synced, Error, Conflict	-
Last Sync	DateTime	No	Last sync time	Auto-updated	-
Sync Direction	String	Yes	Last sync direction	To BC or From BC	-
BC Payment Terms	String	No	Payment terms in BC	From BC	-
BC Payment Method	String	No	Payment method	From BC	-
BC Blocked	Boolean	Yes	Blocked in BC	Default false	-
BC Currency Code	String	No	Currency in BC	Default USD	-
Field Differences	Text	No	Mismatched fields	JSON array	-

Field Documentation - BC Customer Sync Entity

Field Name	Type	Required	Description	Validation Rules	Related Entity
ID	String	Yes	Sync record ID	Auto-generated	Primary Key
Case Account	CaseAccount	Yes	Case account	Must exist	CaseAccount
BC Customer Number	String	Yes	BC customer ID	From BC	-
BC Customer Name	String	Yes	Name in BC	Patient name + case	-
Sync Status	String	Yes	Current status	Enum: Pending, Synced, Error	-
Last Sync	DateTime	No	Last sync time	Auto-updated	-
BC Balance	Decimal	No	AR balance in BC	From BC	-
BC Credit Limit	Decimal	No	Credit limit in BC	From BC	-
BC Payment Terms	String	No	Terms in BC	From BC	-
BC Blocked	Boolean	Yes	Blocked in BC	Default false	-

Field Documentation - BC Journal Sync Entity

Field Name	Type	Required	Description	Validation Rules	Related Entity
ID	String	Yes	Sync record ID	Auto-generated	Primary Key
Journal Entry	JournalEntry	Yes	Source journal	Must exist	JournalEntry
BC Document Number	String	No	BC document ID	From BC	-
BC Batch Name	String	Yes	Journal batch	From template	-
BC Template Name	String	Yes	Journal template	From config	-
Posting Date	DateTime	Yes	GL posting date	From journal	-
Total Amount	Decimal	Yes	Journal total	Must balance	-
Line Count	Integer	Yes	Number of lines	> 0	-
Posted In BC	Boolean	Yes	Posted status	Default false	-
Posted Date	DateTime	No	When posted	From BC	-
Sync Status	String	Yes	Current status	Enum: Pending, Synced, Error	-
Error Details	Text	No	Sync errors	If failed	-

Workflows

Initial Setup Workflow

Connection Configuration
- Configure BC API endpoint
- Set up authentication
- Test connection
- Verify permissions
Entity Mapping
- Map Case Clinical fields to BC
- Define transformation rules
- Set default values
- Configure validation
Sync Rules
- Define master system per entity
- Set sync frequency
- Configure batch sizes
- Set up error handling
Initial Data Load
- Export existing data
- Transform to BC format
- Import to BC
- Verify data integrity

Vendor Synchronization Workflow

Vendor Creation (Case Clinical → BC)
- New vendor created
- Add to sync queue
- Transform data
- Create in BC
- Store BC vendor number
- Update sync status
Vendor Update (Bidirectional)
- Detect changes
- Compare timestamps
- Determine master record
- Apply changes
- Log sync activity
Conflict Resolution
- Identify conflicts
- Apply resolution rules
- Manual review if needed
- Update both systems
- Document resolution

Journal Entry Sync Workflow

Journal Creation
- Journal approved in Case Clinical
- Add to sync queue
- Map to BC format
- Validate GL accounts
BC Posting
- Create journal batch
- Add journal lines
- Validate in BC
- Post to GL
- Return confirmation
Status Update
- Receive BC confirmation
- Update journal status
- Store BC document number
- Clear from queue

Purchase Invoice Sync Workflow

Claim Approval
- Claim approved for payment
- Generate purchase invoice
- Add vendor invoice
- Queue for sync
Invoice Creation in BC
- Create purchase document
- Add invoice lines
- Apply dimensions
- Validate totals
Payment Processing
- Process payment in BC
- Sync payment status
- Update claim status
- Clear invoice

Error Handling Workflow

Error Detection
- Catch sync errors
- Log error details
- Categorize error type
- Increment retry counter
Retry Logic
- Wait retry delay
- Attempt resync
- Escalate if fails
- Alert on threshold
Manual Resolution
- Review error queue
- Identify root cause
- Fix data issues
- Reprocess records

Business Rules

Sync Rules

Master system determines truth
Newer timestamp wins conflicts
Sync only active records
Validate before syncing
Roll back on batch failure

Vendor Rules

Tax ID must match exactly
Vendor name standardization
Payment terms mapping required
Blocked vendors don't sync claims
Address format conversion

Financial Rules

Journal entries must balance
GL accounts must exist in BC
Posting dates must be open period
Dimensions required for posting
Tax codes must be valid

Performance Rules

Batch size limits enforced
Rate limiting on API calls
Sync timeout after 5 minutes
Queue processing priority
Off-hours for large syncs

Integrations

System	Integration Type	Purpose
Business Central API	REST/OData	Data synchronization
BC Webhooks	HTTP POST	Real-time events
Azure Service Bus	Message Queue	Async processing
Azure Functions	Serverless	Data transformation
Key Vault	Secret Store	Credential management
Application Insights	Monitoring	Performance tracking

Common Issues

Issue	Description	Resolution
API Timeout	BC API not responding	Retry with backoff
Invalid GL Account	Account doesn't exist in BC	Map to valid account
Duplicate Vendor	Vendor exists in BC	Merge or link records
Period Closed	Cannot post to closed period	Post to next period
Authentication Failed	Token expired	Refresh token
Rate Limit	Too many API calls	Implement throttling

Screenshots Needed

Performance Considerations

API call optimization
Batch processing efficiency
Queue management
Caching strategies
Connection pooling
Async processing
Error recovery performance

Security Considerations

OAuth 2.0 authentication
API key encryption
Secure credential storage
TLS for data transit
Audit logging
Role-based access
Data masking in logs

Notes

BC API version compatibility important
Webhook reliability requires monitoring
Consider BC customizations impact
Plan for BC upgrade impacts
Document field mapping changes

Purpose​

Key Concepts​

User Roles​

Field Documentation - BC Sync Configuration Entity​

Field Documentation - BC Sync Log Entity​

Field Documentation - BC Vendor Sync Entity​

Field Documentation - BC Customer Sync Entity​

Field Documentation - BC Journal Sync Entity​

Workflows​

Initial Setup Workflow​

Vendor Synchronization Workflow​

Journal Entry Sync Workflow​

Purchase Invoice Sync Workflow​

Error Handling Workflow​

Business Rules​

Sync Rules​

Vendor Rules​

Financial Rules​

Performance Rules​

Integrations​

Common Issues​

Screenshots Needed​

Performance Considerations​

Security Considerations​

Notes​