MEX Integration with Dynamics 365 Business Central User Guide

Introduction

The MEX Integration extension integrates MEX Maintenance Management Software with Microsoft Dynamics 365 Business Central. It enables real-time, automated data exchange between the two systems --- eliminating manual re-entry of maintenance data, keeping inventory records accurate, and ensuring financial transactions reflect what happens on the ground.

What Does This Extension Do?

This extension connects MEX and Business Central across five key areas:

• Items & Catalogue --- Pulls the MEX parts catalogue into Business Central as inventory or non-inventory items.

• Goods Receipts --- Pushes purchase receipt data from BC back to MEX to confirm receipt of goods.

• Resources (Employees) --- Synchronises BC resources (with trade skills) to MEX as employees.

• Fixed Assets --- Registers new assets in MEX and keeps asset status (Active, Disposed, Idle, etc.) in sync.

• Work Orders & Requisitions --- Pulls MEX work orders and purchase requisitions into BC for financial processing.

Who Should Read This Guide?

This guide is written for end users who interact with Business Central day-to-day. You do not need a technical background. Specific sections are marked to indicate whether they are relevant to procurement staff, maintenance coordinators, finance users, or store/warehouse staff.

Key Benefits

• No more duplicate data entry --- Changes in MEX flow into BC automatically.

• Accurate inventory levels --- MEX catalogue transactions update BC stock journals.

• Faster purchase processing --- MEX requisitions become BC purchase requisitions in one click.

• Up-to-date asset records --- Asset status changes in BC are pushed to MEX instantly.

• Fewer errors --- Automated validation catches missing data before it reaches MEX.

Getting Started

Prerequisites

Before using this extension, confirm the following with your system administrator:

• The MEX Integration Setup has been configured (** Base URL**, ** API Key**, and all endpoints are filled in).

• You have been assigned the appropriate Business Central permissions for the areas you will use.

• The d365.Global Purchase Requisition extension is installed and set up.

• MEX API access has been granted and the API Key is active.

Finding MEX-Related Pages in Business Central

All MEX integration pages are accessible via the Business Central search bar. Press Alt + Q (or click the magnifying glass icon) and type any of the following:

Understanding Sync Status

Many records in Business Central will display a MEX Sync Status field. This tells you whether a record has been successfully sent to or received from MEX:

Items & Catalogue Synchronisation

The MEX catalogue contains all parts, materials, and supplies managed by the maintenance team. This extension pulls the MEX catalogue into Business Central, creating or updating items automatically.

How Items Are Pulled from MEX

When a catalogue sync is triggered, the extension calls the MEX API and downloads all catalogue entries. For each item it receives:

• If the item does not exist in BC, it is created automatically with the MEX Catalogue Number as the Item No..

• The item’s type is set to Inventory (if stocked in MEX) or Non-Inventory (if not stocked).

• Description, Unit of Measure, Vendor No., Vendor Item No., and Unit Price are populated from MEX data.

• Items are first held in the Item Import Staging table for review before being created in BC.

Triggering a Catalogue Sync

1. Search for MEX Integration Setup and open it.

2. In the ribbon, click Synchronization > Sync Items.

3. The extension fetches the latest catalogue from MEX and updates the staging table.

4. Staged items are then automatically processed into BC items.

Reviewing Staged Items

5. Search for Item Import Staging and open the list.

6. Review items that have not yet been processed (Processed = No).

7. Errors are visible in the MEX Error Log --- search for MEX Error Log to open it.

8. Once all errors are resolved, re-run the sync to process remaining items.

Catalogue Transactions (Stock Movements)

MEX records stock issues and returns against work orders. These are called Catalogue Transactions. The extension pulls these transactions and creates Item Journal Lines in Business Central for financial posting.

• Issue transactions in MEX become Negative Adjustment journal lines in BC (reducing stock).

• Return to Stock transactions become Positive Adjustment journal lines in BC (increasing stock).

• Journal lines are linked to the MEX Work Order ID for traceability.

Good Receipts

When goods are received in Business Central against a purchase order, this extension automatically notifies MEX. This keeps MEX informed of stock arrivals so maintenance teams can see when parts are available.

How It Works

The sync works as follows:

9. A purchase order is received in BC (i.e. a Posted Purchase Receipt is created).

10. The receipt lines are sent to MEX via the Goods Receipt API endpoint.

11. Each receipt line is posted with: Purchase Order Number, Line Number, Quantity Received, Unit Cost, Date Received, and Region Name.

12. MEX confirms receipt --- the BC receipt line is updated with a MEX Sync Status of Success.

Triggering a Goods Receipt Sync

13. Search for MEX Integration Setup and open it.

14. Click Synchronization > Sync Good Receipts.

15. The extension finds the most recent Posted Purchase Receipt and sends its lines to MEX.

16. Check the MEX Sync Status on the receipt lines to confirm success.

Checking Sync Status on a Receipt

17. Go to Purchases > Posted Receipts and open the relevant receipt.

18. In the receipt lines, look for the MEX Sync Status and MEX Sync Message fields.

19. A Success status means MEX has been notified.

20. An Error status means the sync failed --- read the MEX Sync Message for details.

Resources (Employees)

Business Central Resources represent maintenance workers and tradespeople. This extension synchronises these resources to MEX as employees, including their trade skills, rates, and active status.

What Is Synced

Syncing Resources to MEX

21. Search for MEX Integration Setup and open it.

22. Click Synchronization > Sync Resources.

23. The extension finds all resources that do not yet have a MEX Resource ID assigned.

24. Each resource is sent to MEX --- on success, the MEX Resource ID is written back to the BC Resource record.

Viewing Resource Sync Status

25. Search for Resource List and open it.

26. Look for the MEX Sync Status and MEX Resource Id fields.

27. Resources with a MEX Resource Id have been successfully registered in MEX.

Fixed Assets

Fixed Assets in Business Central can be registered in MEX and kept in sync. This ensures the maintenance team in MEX has an accurate, up-to-date asset register that reflects the financial asset records in BC.

Asset Lifecycle and Status

The extension tracks the following asset statuses between BC and MEX:

Mandatory Fields for Asset Registration

When the Check FA Mandatory Fields option is enabled in MEX Integration Setup, the following fields must be filled on the Fixed Asset before it can be sent to MEX:

• Description

• Global Dimension 1 Code (Department / Account Code)

• FA Location Code

• FA Subclass Code

• For Owned assets: an FA Ledger Entry with Acquisition Cost must exist (to provide purchase date)

Registering a New Asset in MEX

28. Open the Fixed Asset card in Business Central.

29. Ensure all mandatory fields are completed (see Mandatory Fields for Asset Registration).

30. Set the Asset Status to Commissioning.

31. The extension automatically sends the asset to MEX when you save, or your administrator triggers a batch sync.

32. On success, the MEX Asset Id field is populated on the Fixed Asset record.

Disposing an Asset

When an asset is disposed of through a Fixed Asset Journal in BC, the extension automatically updates MEX:

33. Post a disposal entry in the FA Journal in BC as normal.

34. The extension detects the disposal posting and sends an update to MEX with status Dispose.

35. The asset is also marked as Inactive in MEX.

36. The BC Fixed Asset record is updated with MEX Sync Status = Success.

Reviewing Staging Assets

Assets received from MEX are first placed in a staging area before being imported into BC:

37. Search for MEX Staging Assets and open the list.

38. Review each staged asset record.

39. Assets can be reviewed on the MEX Staging Asset Card for full details.

Work Orders

Work Orders in MEX describe maintenance tasks assigned to assets. This extension pulls work orders from MEX into Business Central so that labour costs, spare parts usage, and asset-related charges can be financially processed.

Viewing Work Orders in Business Central

40. Search for MEX Work Order List and open it.

41. The list shows all work orders pulled from MEX with their status, priority, asset number, and progress.

42. Click on a work order to open the MEX Work Order Card for full details.

Work Order Card --- Key Fields

Work Order Spares

Each work order may have spare parts (materials) required. The Work Order Spares sub-list on the Work Order Card shows all spares linked to that work order from MEX, including the catalogue number and quantity.

Work Order Trades (Labour)

Each work order may also have trade allocations --- these represent labour hours charged by trade code (e.g. Electrician, Mechanic). The Work Order Trades sub-list shows all trade entries from MEX, including the trade code, hours, and rates.

Creating Journal Entries from Work Orders

Labour and asset costs from work orders can be posted to the BC general ledger and fixed asset ledger.

Creating General Journal Entries (Labour Costs)

43. Open the MEX Work Order Card.

44. Click Actions > Create Journal Entries.

45. General journal lines are created using the trade codes and hours from the Work Order Trades sub-list.

46. Review the journal lines in the configured General Journal batch, then post as normal.

Creating Fixed Asset Journal Entries

47. Open the MEX Work Order Card.

48. Click Actions > Create FA Journal Entries.

49. Fixed Asset journal lines are created to record maintenance costs against the relevant asset.

50. Review the lines in the configured FA Journal batch, then post as normal.

Pulling Work Orders from MEX

51. Search for MEX Work Order List and open it.

52. Click Actions > Get Work Orders.

53. The extension fetches the latest work orders from MEX and updates the list.

MEX Requisitions (Purchase Requests)

When maintenance staff in MEX raise a purchase requisition (a request to buy parts or materials), this extension automatically pulls those requisitions into Business Central. A BC Purchase Requisition is then created for the procurement team to process.

The Requisition Flow

Viewing MEX Requisitions

54. Search for MEX Requisitions and open the list.

55. The list shows all purchase requisitions received from MEX.

56. Click on a requisition to open the Requisition Document card.

Requisition Document --- Key Fields

Manually Creating a Purchase Requisition

If a BC Purchase Requisition was not automatically created (e.g. due to a validation error), you can create it manually:

57. Open the MEX Requisition Document card.

58. Review and correct any missing data (supplier, location, department).

59. Click Actions > Create Purchase Requisition.

60. A BC Purchase Requisition is created --- a confirmation message shows the new requisition number.

Pulling Requisitions from MEX

61. Search for MEX Requisitions and open the list.

62. Click Actions > Get Requisitions.

63. The extension pulls all Pending Approval requisitions from MEX and adds them to the list.

Good Receipts for Non-MEX Pos

This endpoint is for non-Mex purchase order receipts. The existing receipt endpoint is for receipting purchase order lines.

Get Custom Fields

A custom fields endpoint would entail 1 endpoint where query parameters can be used to identify an entity and then all custom field values are returned. This would work for getting any custom field values in MEX.

E.g.

Request

Method: GET

Url: /CustomFields?entityName=Requisition&entityId=123 Mandatory entityName and entityId Alternatively switch entityNumber for entityId

Response Body

[
  {
    "field": "{{ fieldName }}",
    "value": "{{ fieldValue }}"
  },
  ...
]

Get Document

There isn’t an endpoint that supports getting a list of documents from a given entity, only to upload documents into MEX. This is another quotable item where the endpoint would look like this:

Request

Method: GET

Url: /Documents?entityName=Requisition&entityId=123 (and also a /Documents/GetAll url would be included so you can pull for the latest ones) Mandatory entityName and entityId Alternatively switch entityNumber for entityId

Response Body

 
[
  {
            "entityId": {{ entityId }}
            "entityName": {{ entityName }},
            "filePath": {{ filePath }}, (this contains the file name of an uploaded file, or a url of a website)
            "comment": {{ comment }},
            "sequenceNumber": {{ sequenceNumber }},
            "url": {{ url }}, (url to access the document; this should be used by D365 to download/transfer to your ERP)
            "createdByContactId": {{ createdByContactId }},
            "createdDateTime": {{ createdDateTime }},
            "modifiedByContactId": {{ modifiedByContactId }},
            "modifiedDateTime": {{ modifiedDateTime }},
            "formId": {{ formId }} (identifies if the document is a Mex form; if a form it does not exist as a document file and cannot be accessed via a url)
  },
    ...
 
]
 
 

Vendor (Supplier) Synchronisation

Vendors in Business Central can be synchronised to MEX as suppliers. This ensures the MEX system has an up-to-date supplier list that matches your BC vendor master data.

Vendor Sync Status

Each vendor record in BC may show a Vendor Status field indicating their MEX sync state. A vendor is pushed to MEX when the sync is triggered and receives a MEX Supplier ID upon success.

Triggering a Vendor Sync

Vendor synchronisation is typically managed by your administrator from the MEX Integration Setup page. Contact your system administrator to run or schedule vendor syncs. If you notice a vendor is missing in MEX, raise this with your administrator and they can trigger a sync for that vendor.

Error Log & Troubleshooting

The MEX Error Log is your first stop when something does not sync correctly. All integration errors are written here with the affected record and a description of what went wrong.

Opening the Error Log

64. Search for MEX Error Log and open it.

65. The list shows all current errors with the Record ID (what failed) and Error Message (why it failed).

66. You can also access the error log from individual records --- for example, from the Fixed Asset Card via Actions > View MEX Log.

Common Errors and How to Resolve Them

Connection Issues

If all syncs are failing with HTTP errors:

67. Search for MEX Integration Setup and open it.

68. Verify the Base URL is correct (e.g. https://sample.mex.com.au:5002/ ).

69. Verify the API Key is current and has not expired.

70. Contact your MEX system administrator to confirm the API service is running.

Staging Work Orders and Assets

Work orders and assets from MEX are placed in staging tables before being processed. If you see records stuck in staging:

• Search for MEX Staging Work Orders or MEX Staging Assets to review the records.

• Check each record for error indicators.

• Contact your BC administrator to process or correct staging records.

Email Notifications

This extension can send automated email notifications for key events. These are configured by your administrator and run in the background.

Quick Reference

Sync Actions Summary

Key Pages Summary

Glossary

Support & Further Information

Getting Help

If you encounter issues not covered in this guide:

• Check Section Error Log & Troubleshooting first.

• Contact your internal Business Central administrator.

• For extension-specific issues, contact d365.Global support .

Providing Feedback

If you find a bug or have a feature request, you can use the thumbs down button on any Claude response or contact d365.Global directly via their Support Portal .