Microsoft Dynamics Business Central integration: Purchase order support

Overview

Ramp supports purchase order (PO) functionality with Microsoft Dynamics Business Central, enabling you to streamline your Procure-to-Pay workflow. With this integration, you can sync Ramp-created POs to Business Central, import existing POs from Business Central into Ramp for bill matching, and enable invoice-to-PO matching when syncing bills.

This feature requires the Ramp for Business Central extension version 1.1.0.34 or higher.

Prerequisites

• Active Ramp Plus account
• Microsoft Dynamics Business Central connected to Ramp ( setup guide )
• Ramp for Business Central extension version 1.1.0.34 or higher installed. See how to update the extension

Syncing Ramp POs to Business Central

Purchase orders created via Ramp Procurement can be synced to Business Central as native Business Central purchase orders.

What gets synced

When you sync a Ramp PO to Business Central, the following data is transferred:

• Header fields: vendor, order date, currency, and global dimensions (Dimension 1 and Dimension 2)
• Line items: expense lines (GL account), item lines (inventory item), and charge lines (item charge). Each line includes description, unit cost, quantity, tax code, deferral code, project task, and custom dimensions
• A deep link back to the Ramp PO is included on the Business Central purchase order

How to sync

1. Navigate to your purchase order in Ramp Procurement
2. Complete the accounting coding in the Accounting tab (vendor, GL accounts or inventory items, dimensions, etc.)
3. Click Sync to Accounting Provider
4. After the initial sync, edits to accounting fields will trigger an automatic re-sync

You can view synced POs by going to the Procurement > Purchase Orders page and filtering by Accounting sync status.

Updating and deleting synced POs

• Updates: Changes to the Ramp PO are synced back to Business Central. However, once a PO is in Released status in Business Central, it can no longer be updated from Ramp. The PO must be reopened (set back to Draft) in Business Central before Ramp can sync further changes.
• Deletions: If a Ramp PO is deleted, the corresponding Business Central purchase order is also deleted.

Importing POs from Business Central

Ramp can import open purchase orders from Business Central so you can match them to bills created in Ramp.

Enabling PO import

1. Navigate to Bill Pay > Settings > Importing
2. Toggle on Automatically import purchase orders

Which POs are imported

• Only POs in Released status (approved/finalized POs) are imported from Business Central
• POs that were originally synced from Ramp are not re-imported, preventing duplicates
• Closed or fully billed POs are not imported

Imported PO data

Ramp imports line items (expense, item, and charge types), GL accounts, inventory items, dimensions, tax groups, deferral codes, project tasks, and currency from each Business Central PO.

Matching imported POs to bills

1. When creating a new bill in Ramp, click Match Purchase Order
2. Select the imported Business Central purchase order from the list
3. Ramp pre-fills the bill with data from the PO, including line items, coding, and dimensions
4. If the invoice includes a PO number, Ramp uses OCR to automatically suggest a match

You can match multiple bills to a single PO (for partial billing), but you cannot match multiple POs to a single bill.

Item receipt import and 3-way matching

Ramp imports Posted Purchase Receipts (item receipts) from Business Central, enabling 3-way matching: PO, receipt, and bill.

When a bill matched to a PO is synced, Ramp automatically links bill line items to the appropriate receipt lines in Business Central based on quantity received but not yet invoiced.

Invoice-to-PO matching on bill sync

When you sync a bill that is matched to an imported Business Central PO, Ramp creates a purchase invoice in Business Central linked to the original PO. Bill payments sync normally as vendor payments. Once all PO line items are fully billed, the PO closes in Business Central.

Multi-entity (BSSIMEM) support

For customers using the BSSI Multi-Entity Management extension, purchase order functionality includes full entity support:

• Outbound sync: Entity dimension codes are set on PO lines, ensuring the PO is associated with the correct entity in Business Central
• Entity coding follows the same rules as transactions and bills — the entity is determined by the Ramp entity and can be overridden at the line level

Important Business Central behaviors

• Manual posting required: As with all Business Central syncs from Ramp, purchase invoices created from PO-matched bills must be manually posted in Business Central
• Released POs cannot be updated: Once a PO is in Released status in Business Central, Ramp cannot modify it. To make changes, reopen the PO in Business Central (set it back to Draft status) before re-syncing from Ramp
• PO lifecycle: When a PO is fully billed, Business Central removes it. Ramp marks it as "Fully Billed" automatically

Frequently asked questions

Why can't I update a PO that was synced to Business Central?

The PO is in Released status in Business Central and is locked. Reopen the PO in Business Central (set it back to Draft) before re-syncing from Ramp.

Can I match multiple bills to one PO?

Yes. You can match multiple bills to a single PO for partial billing, but you cannot match multiple POs to a single bill.

Are non-USD purchase orders supported?

Yes. Ramp syncs the currency from the Business Central PO.

How often are POs imported from Business Central?

POs are imported daily and whenever you visit the Bill Pay or Procurement tabs in Ramp.