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Export VMF

This section details the initial process of exporting your CSV file from D365 FO, as early as possible, in order to be validated by Eftsure, while the projects gets underway. VMF verification can take a few weeks depending on the number of suppliers, and therefore should be started as early as possible in order not to delay go live.

2 methods are described in this document, using Eftsure inside D365 or using Data Management and Standard D365 features.

Eftsure inside D365​

If Eftsure inside D365 is installed in your environment, go to the Eftsure Workspace, Tools > Export > VMF Export, click the VMF Export Export icon to open the VMF Export dialog box which lets you choose which vendors to export.

VMF Export options

Use the Transaction details checkbox to include the last invoice details into the export.

This tool allows you to export multiple VMFs and monitor the quality of the output.

Transaction details

Using Filter function to include more criteria in the query.

Filter options

System admin can either select all or filter by only included vendor group or vendor account.

Filter query

By default, all companies will be selected or user can select only Eftsure enabled legal entity to improve the performance.

Filter entities

Once the batch is completed, user will be able to review the error as well as export to excel.

Export list

Details for each line can be found on Details tab.

Export details

Common error: missing mandatory fields mainly BSB, bank account, email, phone etc

File can be extracted to Excel for further investigation using standard D365 function.

Export all rows

tip

Review data and ensure all mandatory fields reflected correct info. For existing vendors with 9999XXX ABN, if business wishes to turn on ABN & GST lookup and validation, any changes made to those vendors will have an error.

Validation messages

Suggest to delete dummy ABN, either input a valid ABN or leave ABN field blank to avoid same error.

Data management​

Data management template​

Download our DMF template

Data management template import​

Go to the Data management workspace and hit the Templates tile.

Template tile

The following Data templates form will be displayed, hit the Import template button, and Browse to the 'Eftsure VMF' template stored previously, then hit Create template.

Create template

After a short time, a new PES VMF template has been imported into the system, and is ready to be used for exporting your VMF.

VMF Export using DMF

VMF Export using data package​

Go to the Data management workspace and hit the Export tile to create a new export.

Export tile

The following Data export form will be displayed, hit the New button and enter a Group name, such as 'Eftsure VMF Export', select Project Category = Other.

Once the header is complete, hit the Add template button, and select the new PES VMF template as source, then Click OK.

Export details

Disregard the warning as the Notes field is not used during this export:

Export warning

Excluding suppliers from export​

At this stage, the data package is designed to export all suppliers from the current legal entity. If, for any reasons, multiple suppliers

Filter

Exclude suppliers using filter options

note

Make sure to apply the same filter to both entities to avoid discrepancies.

Export data package​

Export button

Export summary

Hit the download package button to download the resulting export in a zip file.

Repeat these last steps for each legal entity that needs to be verified by Eftsure.

Be sure to rename the output file to include legal entity name for each file, for example:

  • [CustomerName]_SupplierInformation_Entity_[XXX].zip
  • [CustomerName]_SupplierInformation_Entity_[YYY].zip
  • [CustomerName]_SupplierInformation_Entity_[ZZZ].zip

Upload VMF​

Go to your Eftsure Live portal

In the top right corner, select the drop down button and select Company setup:

eftsure portal

Upload the resulting files from the previous steps.