Review and Post the Invoice in MSBC

Overview

After an invoice is sent successfully from OneCrew, Power Automate validates and routes the information into the Microsoft Business Central Holding Tank.

The invoice does not post automatically. Accounting must review the pending record, confirm the invoice details and coding, create the Sales Invoice, and complete the Business Central posting process.

Open the MSBC Holding Tank

Step 1

Open Business Central

Sign in to the correct Business Central entity.

Step 2

Open Sales Invoice ProCrew

Navigate to the Sales Invoice ProCrew list, which serves as the Holding Tank for invoices sent from OneCrew.

Step 3

Locate the Pending Invoice

Find the invoice using the Project, invoice, customer, or entity information.

Review the Pending Invoice

Review the invoice before creating the Sales Invoice. The goal is to confirm the information received from OneCrew is accurate and ready for posting.

Review Area	What to Confirm
Customer	The invoice is assigned to the correct MSBC customer.
Billing information	The billing contact and email information are correct.
Terms and dates	The Payment Terms Code, invoice date, and due date are correct.
Services	The expected Services appear as individual invoice lines.
Quantity Display	The display quantity is present and reasonable.
Amounts	The line prices and invoice total match OneCrew.
Coding	The Department, entity, and GL coding are correct.

Review Quantity Display carefully. Incorrect quantity information may cause Business Central to calculate a total that does not match the OneCrew invoice.

If payment terms were changed in OneCrew, confirm the Business Central Payment Terms Code before posting.

Create and Post the Sales Invoice

Step 1

Complete the Final Review

Resolve any incorrect customer, billing, terms, quantity, amount, or coding information before continuing.

Step 2

Select Create Sales Invoice

Select Create Sales Invoice on the pending Holding Tank record.

Step 3

Confirm the Invoice Moved

Confirm the invoice leaves the Holding Tank and appears in the standard Sales Invoices list.

Step 4

Complete the Posting Process

Complete the normal Business Central review and posting steps used by your Accounting team.

Update the Project Status

After the invoice has been successfully created and posted in Business Central, return to the Project in OneCrew.

Step 1

Confirm the Invoice

Confirm the OneCrew invoice and Business Central Sales Invoice represent the same customer, Services, and amount.

Step 2

Change the Status

Manually change the OneCrew Project status to Invoiced according to the Accounting process.

Business Central does not automatically update the Project status in OneCrew.

Correct an Invoice After It Was Sent

Do Not Edit Only One System

Editing a sent invoice in OneCrew does not update Business Central. Changing only one record creates conflicting invoice information.

If the invoice is incorrect:

Step 1

Delete or Void the MSBC Invoice

Follow the Accounting process to remove the incorrect Holding Tank or Sales Invoice record.

Step 2

Delete or Void the OneCrew Invoice

Remove the incorrect OneCrew invoice when appropriate.

Step 3

Correct the Source Information

Fix the Account, Project, Estimate, salesperson, billing contact, or Service Tag information that caused the problem.

Step 4

Create and Send a New Invoice

Create a new OneCrew invoice, send it to MSBC, and complete the Holding Tank review again.

Common Troubleshooting

Issue	What to Check
Invoice is not in the Holding Tank	Confirm the OneCrew send succeeded and the correct BC entity is open.
Invalid Quantity Display	Review the display quantity on the pending invoice line.
Department or Tag mismatch	Confirm the OneCrew Service Tag is mapped correctly.
Wrong billing contact	Review the Alternate Bill-to information before posting.
Wrong payment terms	Update the Payment Terms Code in Business Central.
Invoice total does not match	Review Quantity Display, unit price, and line-item mapping.

Escalate system, integration, or Service Tag mapping issues through the approved HPP IT support process.