This guide walks you through how Alaan connects with Dynamics 365 Business Central — from setup and authentication to data sync and exporting transactions. It’s broken down into three key sections:
🔑 Integration Scope
Automated data syncing between Alaan and Dynamics 365 Business Central.
Creation of general journal entries in Dynamics 365 Business Central for Alaan transactions.
Attachment of receipts to transactions for detailed tracking.
Syncs automatically every 24 hours, with an option to sync manually anytime from the Alaan web app
✅ What’s Included
✅ Supported Features | ❌ Unsupported Features |
Import and link chart of accounts to categories | Create bank accounts |
Import tax codes | Import and map vendors/suppliers |
Create general journal entries in Dynamics 365 | Import and map tracking categories |
Add attachments in Dynamics 365 | Split expenses and export as different or multiple line items |
Include details like spender name, merchant, memo, FX, and invoice number |
|
🔄 Data Flow Overview
From | To | Data Shared |
Dynamics 365 | Alaan | - Bank Accounts - Chart of Accounts (GL Accounts) - Tax Codes |
Alaan | Dynamics 365 | - General Journals (Transaction Data) - Attachments (Receipts and Invoices) |
🛠 Step-by-Step Guide
Step 0: To set up the integration, ensure the following:
Admin access to your Dynamics 365 account
Admin or Accountant access to the Alaan Dashboard
Step 1: Create Connection
Log in to the Alaan web app and go to the Accounting page.
Select Dynamics 365 and begin the integration process.
Your request will be forwarded to our Customer Success team to enable the integration.
Step 2: Create the Connection
Click on "Connect with Dynamics 365".
Install the AccountLink Extension by clicking on the link, which will redirect you to log in to your Dynamics 365 with administrative credentials.
Click on "Connect" once the extension is installed.
Select the "Company" registered in Dynamics 365 from the dropdown.
Step 3: Import Tax codes
Import tax codes from Dynamics 365 and map them with the corresponding accounts.
Step 4: Import Expense Accounts/GL Accounts/Chart of Accounts
Map the expense accounts required to export Alaan card expenses to at least one category.
Expense Categories: These are specific names that can be assigned to help the spender understand the categories better.
Expense Accounts: Your GL accounts from Dynamics 365 are listed here. You can associate your GL accounts with expense categories. This ensures that when an expense category is selected, it will automatically connect to the appropriate GL account.
Default Tax Code: These are not mandatory and are only required if each expense in this category has a designated tax code.
Note: Alaan will replace existing GL Account numbers with the imported Chart of Accounts from Dynamics 365. You may skip this step and return to it later via the Settings menu.
Step 5: Select or Create a Bank Account
Create a new bank account or select from an existing bank account in Dynamics 365 to ensure that all your Alaan exports are directed to this designated bank account.
Step 6: Setup Complete
Click Finish to complete the integration setup.
Once the integration is complete, you can start exporting transactions. Learn more about:
⚙️ Manage Dynamics 365 Business Central Integration
Map categories to your Account
Mapping expense categories to Dynamics 365 chart of accounts is optional but recommended.
Navigate to Settings in the Alaan web application.
Click on Expense Accounts.
Select an existing expense category or create a new one.
Assign a corresponding Chart of Accounts (Expense Account) for the category.
Sync Dynamics 365 Business Central
Navigate to Settings > Dynamics 365 in the Alaan web application.
Click on Instant Sync (top-right corner).
The sync process will start and take up to 5 minutes to complete.
Disconnect Dynamics 365 Integration
Navigate to Settings > Dynamics 365.
Click on Disconnect.
Confirm the action to disable the integration.
Change Bank Account
Navigate to Settings > Dynamics 365.
Click on Change Bank Account.
Choose the desired bank account and connect it to Alaan.
Enable/Disable Vendor Mapping
Navigate to Settings > Dynamics 365.
Toggle the Vendor Mapping switch to enable or disable it.
Need help? Contact the Customer Success Team if you face any issues or if you need further customisation.