Advanced Scenario with Project Madeira and Outlook

I think in my few previous posts, I’ve already showed some very interesting Project “Madeira” feature in collaboration with Office 365 and Outlook. Now, I will finish this small story with the some more advanced business scenario.

I got an email from my client where he asks an offer for some items. As I expect, because he is my old client, “Madeira” automatically recognized him and gave me possibility to see his company contact card or him as my customer. This second info is more useful for me.

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On this card, I can see his balance, past due balance, overdue as a chart and few interesting tiles with information about his existing quotes, orders, invoices, credit memos, posted documents… If I want to see details about his balance, I need just to click on amount and I’ll get all information from Customer Ledger Entry; again everything in mail Outlook client. I can see posted document from this entry or edit if I want it…

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And the same situation is if I click on amount in the chart. I also can use these tiles to see all documents with details from this default place.

OK, I decided I’ll give him an Offer. From this customer card, I can make new Sales Quote (I can make other sales document as well). As I expected, system noticed me that he has overdue balance, but I will live with this risk J. Now, I just need to fill what he wanted on quote and choose Send by email.

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System will automatically create new email with attached Quote as PDF and all necessary information in mail body. And I just need to click Send. When I get confirmation, I will continue with working making an Invoice and sending approval request. And after that I’ll choose to Post and Send this invoice.

As you saw, we can make almost all sales business processes without leaving our Outlook client. And this is not everything we can; this is only part of possibilities. But we can see all of these in only few months. I am really waiting to see this product in production environment.

Invoices in Project Madeira via Outlook

Few days ago, I wrote article about working with contacts in Project ‘Madeira’ via Outlook. Now,  want to show something more about integration with Office and Outlook.

What if you get an e-mail with invoice number in mail body? Outlook will underline this number and make link to your actual invoice in NAV if you just click on it. Beautiful.

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If invoice with this number doesn’t exist, system will offer you to search document in all your sales and purchase documents. You just need to choose type of documents, and you will get list of your documents as bricks. Impressive.

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But what when you find your documents? First, you can continue to work with this document in your mail body or you can choose to open it in new window for a better visibility. And then, you can choose a lot of actions, everything from your e-mail (you don’t need to open your Madeira client during all these actions).

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If I choose the first option (Send), system will just make a reply mail with this Invoice in PDF as attachment with the basic details about this invoice in a mail body.

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But you can make a different actions as well. Maybe you need to correct this posted document (system will automatically create and post Credit memo and create new document) or you want to create a Credit memo or change your payment service… Everything of this is possible, but only if this contact is connected with your customer.

There are still more possibilities, but in some other article… Currently we can say, Project ‘Madeira’ promises a lot.

New Extensions for Project Madeira

When I run Project ‘Madeira’ for the first time, I found only three extensions there:

  • QuickBooks Data Migration
  • PayPal Payments Standard
  • Envestnet Yodlee Bank Feeds

All of them were created by Microsoft. But now, we can find eight of them (one new from Microsoft and few of them by ChargeLogic and Sana Commerce).

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It looks nice to see new extensions here from other vendors. I hope we will have a hundreds of them in few months as well.

But I’m afraid about their visibility when we have a hundreds or thousands of them. I use brick view for the best visibility, and yes – search works fine, but I think we have to have some additional tags. Minimum I need is Category tag, because we will have a lot of completely different types of extensions (data migration, notifications, integrations, payment, some specific vertical or horizontal solutions, localisations,…). Also, it will be fine to have Market tab because some of extensions are for global market, but some of them will be only for some specific countries.

I expect to have some kind of rating as well. We will have a lot of similar extensions, and we need something for differentiation. I think these ideas can improve ‘Madeira’ experience. But it look it will be a great product.

Contacts in Project Madeira via Outlook Client

In the last few articles about Project ‘Madeira’, I wanted to show how to configure it and some basics about usage and limitations. Now, I want to show you how we can use Project ‘Madeira’ using our Outlook. First, just to know, to do it we need Exchange Online (I’m using O365).

In this example, I’ve got an e-mail from unknown person. If we use a small icon on the top on e-mail, system will as us what to do with this contact.

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If I choose to add this contact as a contact in my Project ‘Madeira’, I can associate this contact with some of the companies… And everything without leaving my Outlook. If we don’t know how to use some of the fields, we need just to click on this field caption and we will get a small help.

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Now if we want to edit this contact, we can do it using “Edit” button. Or if this is not so comfortable to you, you can choose “Pop Out” button to open this contact in independent window. We also can run some other processes, eg. creating opportunity, creating interaction, checking or creating a quote… or run statistic or send some of the reports (in file format you want).

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If you run e-mail from this person some other time, system will recognize her as a contact. If this contact is not connected with a company, system will offer you this possibility. And everything is a live with your ‘Madeira’ database. You don’t need to leave your Outlook page.

Project Madeira Universal App

If you want to try Project “Madeira” on your devices (phone or tablet for example), you can download this App from App Store or from Windows Store.

When you run them, you will see that system requires Activation Code. This is not the same as you use App for Dynamics NAV (you don’t need to put it URL). You can find this Activation Code if you open “Get The App and Activation Code” page (you can find it using search pane).

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You need to type this Activation Code in your App.

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After that system will require to confirm your email as account with password and just wait few seconds. After that, everything will be fine. I’ve checked it with Windows Tablet and Windows Phone and with iPhone, as well. It looks fine.

Posting Groups in Project Madeira

When you create a new company in Project Madeira, you will get the new Chart of Account by default. This Chart of Account is created in this case by US legislation (this version is only for US); I hope it will contain for all countries as we will have localisations.

The same thing is with all posting groups. We have these posting groups already created from the beginning, and we need to use them in data migration process. Of course, if you need more posting groups, you need to add new and setup them as well. By default, we have limited set of posting groups:

  • Customer/Vendor Posting Groups: DOMESTIC
  • Gen. Business Posting Groups: DOMESTIC
  • Get. Product Posting Groups: NO TAX, RETAIL and SERVICES
  • Bank Account Posting Groups: CASH, CHECKING and SAVINGS
  • Inventory Posting Groups: RESALE

And when you open Inventory Posting Setup for your existed group, you will see that we can add GL accounts, but is has not Locations.

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That means we have not locations in the Project “Madeira”. This is not connected only with setup; that also means we cannot use locations in inventory process. You also cannot find fixed assets in Project “Madeira”.

It also means setup is not so hard, but it still requires some specific knowledge about the main thing of system and we cannot expect from client to configure it by himself.

Project Madeira and Power BI

If you have demo Project “Madeira”, you can also try to use Project “Madeira” automated Power BI. You need to use the same credentials and log to powerbi.com

Then, you need to run Services and choose Project “Madeira” package:

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Choose “Connect” and put your OData Feed URL. You can find this URL in your Project “Madeira”. You need to find Web Services page using search and copy OData URL until your company name, as the following model:  https://[navserver]/[instance]/OData/Company(‘Sample%20Company’).

Wait some time and type your credentials, using the basic authentication method. You need to use your O365 username, but as your password, you need to use your “Web Service Access Key”. To create your “Web Service Access Key”, go to the your User card in Project “Madeira” and use “Change Web Service Key” command to generate your “Web Service Access Key”.

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After that, you need to continue with logging to your PowerBI. You don’t need to take care about certificates and similar; everything is already prepared. When you finish, you will get page similar as my. Then, you can check and try to make it funny…

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Pretty easy. Enjoy.