Dynamics 365 Field Service : Create purchase orders

A Purchase Order (PO) in Dynamics 365 Field Service allows organizations to manage the procurement of products and services needed for work orders, inventory replenishment, or customer delivery.

 When is it used?

• Stock levels in warehouses or vans are below minimum thresholds.
• Field agents require parts to fulfill work orders.
• A customer requests parts that are not in stock (backorder).
• To maintain vendor relationships and track external purchases.

Typical Flow:

1. Detect need for replenishment

• System detects stock levels below reorder point.

2. Create Purchase Order

• A PO record is created and linked to a vendor and warehouse.

3. Submit for approval (optional)

• Some businesses configure approval workflows.

4. Receive Products

• When vendor ships items, receiving is recorded.

5. Adjust inventory

• Stock levels are updated once the items are received.

Technical Components & Dataverse Tables

Relationships

•  Purchase Order → Vendor (N:1)
•  Purchase Order → Warehouse (N:1)
•  Purchase Order → Purchase Order Products (1\:N)
•  Purchase Order Product → Product (N:1)

Out-of-the-box Configuration Steps

Create a Purchase Order

1. Navigate to Field Service > Inventory > Purchase Orders.

2. Click + New.

3. Enter:

• Vendor
• Warehouse
• Status = Draft (initial)

4. Add Products:

• Select products, set quantities.

5. Submit for approval (if workflows enabled).

6. Change status to Submitted or Approved.

7. When items arrive, set status to Received.

Technical Flow: Under the Hood

Here’s what happens step by step:

User creates PO (UI / API)

•  Record inserted into `msdyn_purchaseorder`.
•  Plugins validate:
•    Vendor existence.
•    Warehouse association.
•    Correct price lists.

Add products

•  For each product, a record is created in `msdyn_purchaseorderproduct`.
•  Quantity, unit price, tax calculated.

Status change triggers workflows

• Draft → Submitted:
• Triggers Power Automate Flow or plugin for approval.
•  Submitted → Approved:
•  Locks PO for editing.
•  Approved → Received:
• Automatically creates `msdyn_inventoryadjustment` records.
• Stock levels updated in `msdyn_productinventory`.

Adjust Inventory

 When PO is received, system:

• Creates inventory transaction records.
• Updates warehouse stock.

Security Roles

•  Field Service Admin: Full CRUD
•  Field Service Dispatcher: Read, create
•  Field Technician: View-only

Gotchas (Important Points)

• Vendor must be linked to a price list.
• Warehouse must have capacity defined.
• Multi-warehouse scenarios need separate POs per warehouse.
• Work order-linked POs automatically reserve inventory for the work order.
• Plugins/Flows should handle partial receipts (not all products delivered at once).

Customization Ideas

•  Auto-create POs when stock falls below threshold (plugin or Power Automate).
•  Integrate directly with supplier APIs (EDI, XML, JSON).
•  Add custom fields like Expected Delivery Date, Shipping Costs.
•  Dashboard for procurement analytics (PO status, vendor performance).