This guide explains what must be configured in Microsoft Dynamics 365 Finance before using the Limble CMMS – Microsoft D365 Finance integration.

D365 Finance uses legal entities as company boundaries. Vendors, items, warehouses, purchase requisitions, and purchase orders all belong to a legal entity.

The integration maps D365 Finance legal entities to Limble regions.

Recommended hierarchy:

Each legal entity that should sync must be accessible to the integration user.

For this integration, a Limble location maps to an D365 Finance Warehouse.

D365 Finance may also have warehouse locations or bins inside a warehouse. Those are not mapped as Limble locations. They may be used later when creating inventory journals, but the main Limble location is still the D365 Finance Warehouse.

D365 Finance financial dimensions are customer-specific. There is no universal set of fields like Department, Project, or Line of Business.

Each customer defines their own dimension names, values, and required combinations.

Examples may include:

Financial dimensions are used for accounting and reporting. They may be required on purchase requisition lines or inventory journals, depending on the customer’s D365 Finance setup.

The integration uses a Microsoft Entra ID application to connect to D365 Finance.

D365 Finance must trust that app and map it to a valid D365 Finance user.

In D365 Finance:

The mapped D365 Finance user is the identity used for integration security checks.

For early testing, customers may use a highly privileged role to confirm the connection works.

Before production, replace that with least-privilege access.

The integration user needs access to:

If the integration user does not have access, D365 Finance may reject sync or transaction attempts.

Purchase requisitions require a preparer. D365 Finance uses the worker linked to the mapped integration user as the preparer.

To check this:

Without a linked worker/person, purchase requisition creation may fail.

These integration configuration settings must match values from D365 Finance. Enter them during integration deployment.

Why it is needed: D365 Finance purchase requisition lines require a Requester (RequisitionerPersonnelNumber). The integration service user is the Preparer. This setting is the requester on every PR line created from Limble.

Where to find it in D365 Finance:

If the requester is not the integration user, configure Purchase requisition permissions (Section 13) so the preparer can order on behalf of that worker.

Why it is needed: D365 Finance requires a procurement category on Category requisition lines. The integration uses this code when:

Item lines use the D365 Finance item when possible; this setting covers the rest.

Where to find it in D365 Finance:

The integration resolves the code to the category name in D365 Finance automatically.

Why it is needed: When a Limble work order is completed and parts are consumed, the integration creates an unposted D365 Finance Inventory Movement Journal. D365 Finance requires a valid movement journal name on each journal header.

Where to find it in D365 Finance:

The journal must exist before work order integration can succeed. The integration does not post the journal—posting is still done in D365 Finance.

Why it is needed: When Enable D365 Finance Financial Dimensions for Work Order Journals is on, the integration reads values from Limble task instructions and sends one combined string to D365 Finance (for example 100-MAINT-NE). The separator between segments must match what D365 Finance expects.

Where to find it in D365 Finance:

Also set D365 Finance Dimension Order in the integration to match the same dimension sequence. PO financial dimensions use prebuilt strings in the config table (Section 16); they do not use this separator setting.

The integration uses a custom checkbox named Sync to Limble to control which records should sync.

By default, records should not sync unless this checkbox is checked.

Create the checkbox on these record types:

See Step 5 for directions on creating the field.

Use this field label: Sync to Limble

Recommended field name prefix: Sync to Limble

After creating the field, make sure it is also available to integrations. Creating the field on the page is not enough.

Also make sure there is one shared published view for each record type that includes the correct Sync to Limble field. All testers should use the shared published view instead of their own personal views.

You need exactly 3 Sync to Limble checkboxes. One for each table below. Do not create extras.

Do not use these

Before creating a new Sync to Limble field, check if one already exists for that record type. If it already exists, use the existing field. Do not create another field with the same name or label.

7. Fill in the details:

8. Save, then insert the field onto the form.

If the field already exists, do not create it again. Insert the existing field into the form instead. You can search the list of existing fields. Try filtering by using “Sync” or sorting the list Z to A and then scrolling to find the custom field.

Then, click Update to insert the field into your form.

After all 3 are created, go to System administration > Setup > Custom fields and confirm you see Sync to Limble on:

If you see it on Products or warehouse bins instead, that field is on the wrong table.

Suggested page: Accounts payable > Vendors > All vendors

Add Sync to Limble to the vendor list or vendor details page.

Suggested page: Warehouse management > Setup > Warehouses > Warehouses

Add Sync to Limble to the warehouse list or warehouse details page.

Do not use the warehouse bin/location page for this mapping. Limble locations map to D365 Finance Warehouses.

Suggested page: Product information management > Products > Released products

Add Sync to Limble to the released product list or product details page.

When creating the field, make sure it is added to the released product table used for company-specific released products. If the field is added to the wrong table, it may appear on the page but not be available to the integration.

After adding a custom field, save the page view so users can see it again after refreshing.

For Sync to Limble, choose All legal entities unless there is a customer-specific reason not to.

Creating the checkbox on the page is not enough. You also have to enable it on the integration entity, or Limble can’t see it.

In D365 Finance:

Vendors

Inventory

Warehouses (Inventory location)

9. Select Apply changes.

After this step, each Sync to Limble field should be enabled on exactly one entity:

If this step is skipped, the checkbox may show in D365 Finance, but the integration still won’t sync the record.

For a vendor to sync into Limble:

Vendors are legal-entity specific in D365 Finance. The same supplier in two legal entities may be treated as two separate vendor records.

For a warehouse to sync as a Limble location:

The integration creates the Limble hierarchy from D365 Finance legal entities, sites, and warehouses:

If a warehouse does not have a Site, the Limble location is assigned directly under the legal entity region.

For an D365 Finance item to sync as a Limble part:

The integration stores the D365 Finance item identity on the Limble part so later flows can match Limble parts back to D365 Finance items.

After warehouses and items are syncing, the inventory sync updates Limble part stock from D365 Finance on-hand inventory.

For inventory quantities to sync correctly:

If D365 Finance reports no available quantity for a tracked part/location, Limble may be updated to show zero available stock.

D365 Finance uses two people for requisitions:

If the preparer and requester are different, D365 Finance must allow the preparer to order on behalf of the requester.

In D365 Finance: Procurement and sourcing > Setup > Policies > Purchase requisition permissions

Configure both views:

By preparer

By requester

If this setup is missing, D365 Finance may reject the requisition with an authorization error.

Set Default D365 Finance Personnel Number (Section 3) to the same worker as the integration user.

If requisition lines succeed, the basic setup is correct and the issue is likely on-behalf permissions for the real requester.

For item-based requisition lines, D365 Finance may require the vendor to match the item’s approved or primary vendor setup.

Before testing POs:

If a Limble PO item does not match a synced D365 Finance item, the integration may create a category line instead. It uses Default Procurement Category Code (Section 3).

For category lines, customers must confirm:

D365 Finance uses customer-defined financial dimensions on purchase lines.

The integration supports prebuilt financial dimension sets. These are configured once and made available as GL selections in Limble.

In D365 Finance: General ledger > Chart of accounts > Dimensions > Financial dimension configuration for integrating applications

Use this page to confirm the order D365 Finance expects.

Example format: BusinessUnit-CostCenter-Region

In D365 Finance: General ledger > Chart of accounts > Dimensions > Financial dimensions

Open each dimension to view valid values.

Example:

In the integration configuration, each row represents one selectable GL item in Limble.

Example:

Entity: HQUS

Label: Maintenance - Northeast

Dimension Values: 100-MAINT-NE

Description: BusinessUnit MAINT, CostCenter 100, Region NE

The integration creates Limble GL items only for locations under the selected entity.

The customer is responsible for entering valid dimension values from D365 Finance. Invalid values may be rejected by D365 Finance when the PO is sent.

When a Limble work order is completed and inventory parts are used, the integration can create an D365 Finance Inventory Movement Journal.

Set Default D365 Finance Inventory Movement Journal Name in D365 Finance (Section 3). Optional financial dimensions use D365 Finance Dimension Separator and D365 Finance Dimension Order (Section 3).

Customers must confirm:

The Offset Account is the D365 Finance consumption or expense account for the inventory movement.

Financial dimensions are optional and customer-specific.

To use them, customers must provide:

Example Limble task instructions:

Offset Account

BusinessUnit

CostCenter

Region

Example selected values:

Offset Account: 610100

BusinessUnit: MAINT

CostCenter: 100

Region: NE

The integration combines the values in the configured order and sends them to D365 Finance. The integration will insert the Dimension Separator where needed. Match D365 Finance Dimension Separator to the format in Section 3.

Configure notification recipients for integration warnings and errors.

Emails may be sent when:

Ideally, customers should provide a shared mailbox or distribution list for integration alerts. This avoids emails being sent to an individual(s) that may change over time or be out of office and not see critical alerts.

A shared mailbox makes managing this easier, so you don't need to update this setting in the configuration when the individual user or user emails you have entered here change. You can just update the mailbox users within the distribution list internally as needed.

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If the workflow history shows Submitted and then stops, this is usually the cause.

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