Creating a sales order in D365FO using the chatbot

The use of creating a sales order using a chatbot in D365FO (Dynamics 365 Finance and Operations) can streamline the sales process by offering a more convenient and efficient way for users to initiate sales orders. With a chatbot interface, users can input order details, such as customer information, product specifications, quantities, and delivery preferences, using natural language or predefined prompts.

This approach can enhance user experience by providing a user-friendly and conversational interface, reducing the need for manual data entry, and potentially minimizing errors. Additionally, integrating chatbots with D365FO can enable real-time order processing, allowing users to quickly check product availability, pricing, and delivery schedules.

Overall, leveraging chatbots for creating sales orders in D365FO can improve operational efficiency, enhance customer satisfaction, and facilitate smoother sales transactions.

There are several benefits to using a chatbot for creating sales orders in D365FO:

Efficiency: Chatbots provide a streamlined interface for users to input sales order details, reducing the time and effort.

Convenience: Users can initiate sales orders through a chatbot from anywhere, at any time, using natural language commands or predefined prompts, enhancing convenience and accessibility.

Reduced Errors: By automating the order entry process, chatbots can help minimize errors associated with manual data input, leading to more accurate order information and fewer discrepancies.

Real-time Information: Chatbots integrated with D365FO can provide users with real-time access to product availability, pricing, and delivery schedules, enabling informed decision-making during the sales order creation process.

Improved User Experience: The conversational nature of chatbots offers a more engaging and user-friendly experience compared to traditional forms or interfaces, enhancing overall user satisfaction.

Scalability: Chatbots can handle a high volume of sales order requests simultaneously, making them scalable and suitable for businesses with varying levels of transactional activity.

Integration: Chatbots can seamlessly integrate with other systems and applications within the organization's ecosystem, enabling end-to-end automation of the sales order process and enhancing overall operational efficiency.

Lets start the configurations and setups:

Login to the https://web.powerva.microsoft.com/

Navigate to the Topics & Plugins > Create > Topic >

I have created 3 phrases

I have added the questions in the Power Virtual agent

Connecting with the Power automate

I've set up variables in Power Automate, which I'll utilize in the Power Virtual Agent.

Providing the entire flow of Power Automate without displaying each field level now

In the "Initialize Variable" action, I have declared the variable "salesID". In the "List Items" action, I have retrieved the records from the sales header table and identified the last record of the sales order.

Setting the variable to call the sales order number and incrementing it by +1. For example, if the current sales order in D365FO is 200, it will be incremented to 201 when creating a new sales order.

I have initialized "Create Record 1" to call the sales order header tables, and "Create Record 2" is initialized to call the sales order lines.

Integrating Power Automate variables into the Power Virtual Agent.

Displaying the output

Providing the complete flow of the Power Virtual Agent without specifying each detail at this time. Following are the questions which the power virtual agent is going to ask.

I'm invoking the Power Automate functions here on Power virtual agent. Power Automate connects with D365FO and inserts the record.

Let's test the process using the chatbot.

First screen on the chatbot

Me: The phrases provided in the Power Virtual Agent for creating a sales order are: "Sales order."

Chatbot: In the Power Virtual Agent, questions have been provided to ask for customer records.

Me: 103 (Customer ID)

Note: "US-" I have set the default in the Power Virtual Agent because I couldn't provide both a string and a number. Therefore, I have given only a number.

Chatbot: Can you provide Item Number

Me: 1000 (Item Number)

Chatbot: can you provide Qty

Me: 100

Chatbot: Can you provide Warehouse

Me: 11

Chatbot: It's validating all the records and will insert the record in D365FO.

The record has been successfully created in D365FO.

Let's validate the sales order in D365FO.

Note: Previous orders i have tested before writing this article :)

Let's open the sales order record. The warehouse, quantity, and item are provided through the chatbot, and a record with the same details is created

Customer account- I have given "103"

Conclusion: Sales order headers and sales order lines have been successfully created in D365FO using the chatbot.

Note: Further testing of various scenarios is still required; this is only the initial testing phase with limited functionality.

Mallesh Varma