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Document Integration

Asset Pro integrates with Business Central documents to automatically change asset holders when you post Sales Orders, Purchase Orders, and Transfer Orders.

What's in Document Integration​

This section contains 3 documents:

1. Sales Document Integration​

Automatic asset transfers when posting sales documents.

What: Add assets to Sales Orders/Invoices, automatic transfer to Customer on shipment, return from Customer on return receipt.

Why: Track asset custody during sales workflows - demo equipment, equipment sales, service assets at customer sites.

Who: Sales users, customer service, field service teams.

2. Purchase Document Integration​

Automatic asset transfers when posting purchase documents.

What: Add assets to Purchase Orders/Invoices, automatic transfer from Vendor on receipt, return to Vendor on return shipment.

Why: Track assets sent to vendors for repair, assets in vendor custody, purchased asset receipt.

Who: Purchasing users, maintenance teams, receiving departments.

3. Transfer Document Integration​

Automatic asset transfers when posting BC Transfer Orders.

What: Add assets to Transfer Orders, automatic transfer between Locations on shipment.

Why: Integrate asset tracking with standard BC inventory transfer workflow for location-to-location moves.

Who: Warehouse users, inventory managers, logistics teams.

Why Document Integration?​

Automatic vs. Manual Transfers​

Without Integration (Manual):

  1. Post Sales Shipment

  2. Remember assets shipped

  3. Open Asset Journal

  4. Manually create lines for each asset

  5. Change holder to Customer

  6. Post journal

  7. Hope you didn't forget any

With Integration (Automatic):

  1. Add assets to Sales Order lines

  2. Post Sales Shipment

  3. Asset holders automatically updated

  4. Complete audit trail created

  5. Nothing to remember!

Result: Seamless, error-free asset tracking integrated into normal business processes

How It Works​

The Integration Pattern​

All three integrations follow same pattern:

  1. Add Assets to Document: Use special asset lines on Sales/Purchase/Transfer documents

  2. Post Document: Normal BC posting process

  3. Automatic Transfer: Asset Pro intercepts posting, creates holder entries

  4. Posted Records: Both BC posted document AND Asset holder entries created

Behind the Scenes:

  • Event subscribers listen to BC posting events

  • Asset Journal lines created automatically

  • Journal posted via standard posting engine

  • Holder Entries created

  • Assets updated

[Diagram Placeholder: Document Integration Flow]

Three Integration Types​

Sales Integration​

Direction: Location → Customer (outbound)

Documents:

  • Sales Order → Sales Shipment: Asset to Customer

  • Sales Return Order → Return Receipt: Asset from Customer

Use Cases:

  • Equipment sales

  • Demo equipment at customer

  • Service assets at customer site

  • Customer trials

Purchase Integration​

Direction: Vendor ↔ Location (vendor custody)

Documents:

  • Purchase Order → Purchase Receipt: Asset from Vendor

  • Purchase Return Order → Return Shipment: Asset to Vendor

Use Cases:

  • Assets at vendor for repair

  • Receiving purchased assets

  • Returning defective assets to vendor

  • Vendor storage/custody

Transfer Integration​

Direction: Location ↔ Location (internal)

Documents:

  • Transfer Order → Transfer Shipment: Asset between Locations

Use Cases:

  • Warehouse transfers

  • Inter-location moves

  • Facility relocations

  • Standard BC inventory transfer workflow

Document Integration vs. Manual Methods​

| Aspect

|

Document Integration

|

Asset Journal

|

Asset Transfer Orders

| | --- | --- | --- | --- | |

Trigger

|

BC document posting

|

Manual post

|

Manual post

| |

User Action

|

Add asset lines, post doc

|

Create journal lines

|

Create transfer order

| |

Automatic

|

Yes

|

No

|

No

| |

Workflow

|

Standard BC

|

Asset Pro only

|

Asset Pro only

| |

Learning Curve

|

Low (use existing BC docs)

|

Medium

|

Medium

| |

Best For

|

Normal business ops

|

Bulk corrections

|

Formal asset transfers

| |

Posted Records

|

BC doc + Holder Entries

|

Holder Entries only

|

Posted Transfer + Holder Entries

|

Choose Document Integration When: Asset movement is part of normal BC document workflow

Choose Manual Methods When: Asset-only operations, corrections, or bulk processing

Common Scenarios​

Scenario 1: Equipment Sale​

Business Process: Selling server to customer

Traditional Approach (Without Integration):

  1. Create Sales Order (item/service line)

  2. Post Sales Shipment

  3. Separately: Manually transfer asset via Asset Journal

With Document Integration:

  1. Create Sales Order

  2. Add Sales Asset Line: SRV-001

  3. Post Sales Shipment

  4. Asset SRV-001 automatically at Customer

Time Saved: 5 minutes per order
Errors Prevented: Forgotten transfers, wrong customers

Scenario 2: Vendor Repair​

Business Process: Sending laptop to vendor for repair

Traditional Approach:

  1. Create Purchase Return Order

  2. Post Return Shipment

  3. Separately: Transfer asset to vendor via Asset Journal

With Document Integration:

  1. Create Purchase Return Order

  2. Add Purchase Asset Line: LAPTOP-001

  3. Post Return Shipment

  4. Asset LAPTOP-001 automatically at Vendor

When Repair Complete:

  1. Create Purchase Order (or receipt)

  2. Add Purchase Asset Line: LAPTOP-001

  3. Post Purchase Receipt

  4. Asset LAPTOP-001 automatically back at Location

Time Saved: 10 minutes per repair cycle
Traceability: Complete purchase doc reference

Scenario 3: Warehouse Transfer​

Business Process: Moving assets between warehouses

Traditional Approach:

  1. Create BC Transfer Order (for inventory)

  2. Post Transfer Shipment

  3. Separately: Transfer assets via Asset Journal

With Document Integration:

  1. Create BC Transfer Order

  2. Add Transfer Asset Lines: 10 assets

  3. Post Transfer Shipment

  4. All 10 assets automatically at new Location

Time Saved: 15 minutes for 10 assets
Integration: Asset tracking follows inventory workflow

Asset Lines vs. Regular Lines​

Each document type has TWO types of lines:

Regular BC Lines​

  • Item lines (inventory)

  • G/L Account lines (services, expenses)

  • Standard BC functionality

Asset Lines (Asset Pro Extension)​

  • Asset-specific lines

  • Asset No. field

  • Quantity = 1 (assets are unique)

  • Optional Reason Code

  • Creates holder entries on posting

Key Difference: Regular lines don't affect assets, Asset lines do

Both Can Coexist: Sales Order can have item lines AND asset lines

Posting Behavior​

When Are Holders Changed?​

Sales:

  • Shipment Posting: Location → Customer

  • Invoice Posting: No holder change (if already shipped)

  • Return Receipt Posting: Customer → Location

Purchase:

  • Receipt Posting: Vendor → Location

  • Invoice Posting: No holder change (if already received)

  • Return Shipment Posting: Location → Vendor

Transfer:

  • Shipment Posting: Location A → Location B

  • Receipt Posting: No holder change (already moved at shipment)

General Rule: Physical movement = holder change

Undoing Posted Transactions​

Correction Capability​

What If You Made a Mistake?

Asset Pro includes Undo functionality for posted transactions:

Undo Sales Shipment:

  • Reverses posted sales shipment

  • Returns asset from Customer → Location

  • Reopens Sales Order for modification

  • Use BEFORE invoicing

Undo Purchase Receipt:

  • Reverses posted purchase receipt

  • Returns asset from Location → Vendor

  • Reopens Purchase Order for modification

  • Use BEFORE invoicing

When to Undo​

Common Scenarios:

  • Shipment/receipt posted in error

  • Wrong asset selected

  • Wrong customer/vendor

  • Need to modify order details

  • Asset needs to be on different document

Important Limitations:

  • Must undo BEFORE invoicing

  • Asset must still be at expected holder

  • Cannot undo already-undone transactions

  • Creates correction lines (full audit trail)

Alternative: If already invoiced, use Sales Return Order or Purchase Return Order instead of undo

How Undo Works​

Validation Checks:

  1. Transaction not already undone

  2. Asset exists and not blocked

  3. Source order still exists

  4. Asset at expected holder

Reversal Process:

  1. Create correction line in posted document

  2. Reverse holder entries

  3. Update source order line quantities

  4. Mark original line as corrected

Result:

  • Asset returned to original holder

  • Order reopened for modification

  • Complete audit trail preserved

  • Both original and correction lines visible

See: Individual integration documents for detailed undo instructions

Posted Document Records​

When documents post, Asset Pro creates:

Holder Entries​

  • Transfer Out entry (from old holder)

  • Transfer In entry (to new holder)

  • Linked by Transaction No.

  • Document No. references posted doc

  • Standard audit trail

Posted Asset Lines​

  • Posted Sales Shipment Asset Lines

  • Posted Purchase Receipt Asset Lines

  • Posted Transfer Shipment Asset Lines

  • Document-specific audit trail

Both Types Together: Complete traceability

[Screenshot Placeholder: Posted document with asset lines]

Validation Rules​

Document integration enforces same rules as manual methods:

Cannot Add to Document:

  • Blocked assets

  • Child assets (with parent)

  • Assets not at expected holder

Sales Shipment:

  • Asset must be at Location (Ship-from)

Purchase Receipt:

  • Asset must be at Vendor (Buy-from)

Transfer Shipment:

  • Asset must be at Transfer-from Location

Validation Occurs: When adding asset line (early catch of issues)

Setup Requirements​

Minimal Setup​

Asset Pro Must Be:

  • Installed and configured

  • Assets created

  • Industries and classifications set up

No Special Setup For:

  • Document integration (works out of box)

  • Asset lines (available on all documents)

  • Posting (automatic event subscribers)

Just Start Using: Add asset lines to documents, post as normal

Best Practices​

When to Use Document Integration​

Perfect For:

  • Assets moving with inventory/services

  • Sales to customers

  • Purchases from vendors

  • Inter-location transfers

  • Normal business workflows

Not Ideal For:

  • Bulk asset corrections (use Asset Journal)

  • Asset-only transfers unrelated to docs (use Asset Journal/Transfer Orders)

  • Complex multi-step transfers

Use Reason Codes​

Always Specify:

  • Reason Code on asset lines

  • SALE, REPAIR, DEMO, SERVICE, RELOCATION

  • Enables reporting

  • Clear audit trail

Document External References​

External Document No. on BC documents links asset movement to external sources

Train Users​

Sales Users: How to add asset lines to sales orders
Purchase Users: How to add asset lines to purchase orders
Warehouse Users: How to add asset lines to transfer orders

Key Message: "If asset moves with document, add asset line"

Performance Tips​

Batching​

Multiple Assets:

  • Add multiple asset lines to one document

  • All post together

  • Faster than separate documents

Example: 10 assets to one customer = one sales order with 10 asset lines

Validation​

Add Lines Early:

  • Add asset lines when creating document

  • Validates immediately

  • Fix issues before posting

Don't Wait: Adding at posting time = potential delays

Reporting​

By Document Type​

Filter Holder Entries:

  • Document Type = "Sales Shipment"

  • Document Type = "Purchase Receipt"

  • Document Type = "Transfer Shipment"

  • Shows all document-driven transfers

By Posted Asset Lines​

View Posted Lines:

  • Posted Sales Shipment Asset Lines

  • Posted Purchase Receipt Asset Lines

  • Posted Transfer Shipment Asset Lines

  • Document-specific views

Cross-Reference​

From Holder Entry:

  • Document No. → Posted BC document

  • Complete traceability

From Posted BC Document:

  • View Asset Lines subpage

  • See which assets transferred

Integration Points​

From Core Asset Management​

Assets created in Core Asset Management can be:

  • Added to Sales Orders

  • Added to Purchase Orders

  • Added to Transfer Orders

  • Automatically transferred on posting

From Transfers & Movement​

Document Integration provides AUTOMATIC alternative to:

  • Asset Journal (manual batch)

  • Asset Transfer Orders (manual formal)

  • Use documents for automatic, journals for manual

To Holder Management​

Document Integration creates same holder entries as:

  • Change Holder Dialog

  • Asset Journal

  • Asset Transfer Orders

  • Complete audit trail regardless of method

Troubleshooting Common Issues​

Problem: Cannot Add Asset to Document​

Cause 1: Asset blocked
Solution: Unblock on Asset Card

Cause 2: Asset has parent
Solution: Detach from parent or transfer parent

Cause 3: Asset not at expected holder
Solution: Check Asset Card, transfer to correct holder first

Problem: Holder Not Changed After Posting​

Cause 1: Didn't post shipment/receipt (posted invoice only)
Solution: Shipment/receipt triggers transfer, not invoice

Cause 2: Asset line had zero quantity
Solution: Asset line quantity must be > 0

Cause 3: Error during posting (suppressed)
Solution: Check error log, fix issue, repost

Problem: Asset Line Not Visible​

Cause: Looking at wrong subpage

Solution:

  • Sales: Look for "Asset Lines" subpage (not "Lines")

  • Purchase: Look for "Asset Lines" subpage

  • Transfer: Look for "Asset Lines" subpage

Comparison Summary​

Document Integration Benefits​

Pros:

  • Automatic (no separate action needed)

  • Integrated with BC workflows

  • Complete document traceability

  • User-friendly (use existing BC knowledge)

  • Error prevention (no forgotten transfers)

Cons:

  • Tied to BC document lifecycle

  • One asset per line (not bulk-friendly for 100+ assets)

  • Requires BC document (can't transfer without doc)

When to Use Each Method​

Use Document Integration When:

  • Asset movement tied to sales/purchase/transfer

  • Normal business operations

  • Want automation

  • Need document reference

Use Asset Journal When:

  • Bulk transfers (50+ assets)

  • Corrections

  • Asset-only operations

  • No associated BC document

Use Asset Transfer Orders When:

  • Formal transfer process needed

  • Approval workflows

  • Posted transfer document required

  • Asset-specific transfer (not BC inventory)

Next in Document Integration: Learn Sales Document Integration to automatically track assets shipped to and returned from customers.