Dataverse Custom Integration

This guide explains how organisations, contacts, and bookings are linked between CourseGo, Dataverse, and Navision. It covers both admin processes and self-service signup.

1. Linking Organisations to Dataverse Company ID (Admin Process)

Step 1: Add a New Organisation

1. Log in as an Admin.

2. Navigate to Contacts.

3. Select Add New Contact → Organisation.

4. Enter the organisation’s domain name (e.g., @coursego.co).

Step 2: Dataverse Search

• Once you click away from the domain field, CourseCo will search Dataverse for existing organisations with that domain.

• Under External API Dataverse Account, you’ll see a list of matching organisations showing:

  • Organisation name

  • Billing address

Step 3: Select or Create an Organisation

• If a match is found:

  • Select the correct organisation.

  • The organisation name and billing address will auto-populate from Dataverse onto the CourseCo organisation.

• If no match is found:

  • Enter the organisation name and billing address manually.

  • When saving, you’ll be prompted: “Do you want to create this organisation in CDS?”

  • Select Yes → The organisation will be sent to Dataverse, where an admin will later assign a Company ID.

Step 4: Save and Exit

• Click Save & Exit.

• The Company ID (from Dataverse) will appear to the left of the Contact ID once assigned.

• Admins can now add bookers and students to the organisation.

• All bookings linked to that organisation will carry the Company ID.

Note: Bookings can still be created before the Company ID is returned. They will remain in CourseCo (on hold) until the ID syncs back from Dataverse.

Run the ‘Navision Bookings Sync Queue’ or ‘Navision Transactions Sync Queue’ reports to see pending bookings or Transactions not yet sent to NAV.

2. Linking Organisations via Website Sign-Up

When a user signs up on the website, their email domain is checked against Dataverse.

Step 1: User Sign-Up

• User enters:

  • First name

  • Last name

  • Email

  • Password

• Clicks Continue.

• Adds job role (e.g., CEO) and organisation name.

• Receives a verification email.

Step 2: Domain Matching on Verification

After clicking the verification link:

• If matches exist in Dataverse:

  • User sees a list of organisations (organisation name + full address).

  • They must select the correct one OR choose “None of the above.”

  • If None of the above is selected → The supplied organisation name is used, and the user must enter a billing address.

• If no matches exist:

  • User is taken directly to a form to enter their billing address.

Step 3: Organisation Creation in Dataverse

• The new organisation is sent to Dataverse.

• A Dataverse admin must assign a Company ID.

• The booker’s sign-up is not blocked:

  • They can log in, checkout, and book courses.

  • Bookings will remain in CourseGo until a valid Company ID is received.

Run the ‘Navision Bookings Sync Queue’ or ‘Navision Transactions Sync Queue’ reports to see pending bookings or Transactions not yet sent to NAV.

3. Linking Schedules to Navision

Step 1: Create a Schedule

• Follow the normal process to create a schedule.

• In addition, there is a Navision tab on the Create/Edit Schedule screen.

Step 2: Select an Event ID

• Search for the event in Navision:

  • By date or

  • By Event ID.

• Select the correct event.

Important:

• The start date in CourseCo must exactly match the Navision event’s start date.

• A hard stop prevents saving if the dates differ.

• Subsequent dates (sessions) in CourseCo can vary as long as they occur after the start date.

4. Creating a Booking with Navision Sync

High level Mandatory Fields for Sync

A booking will only sync to Navision when the following are present:

• Company ID (from Dataverse)

• Event ID (from Navision)

• Purchase Order (PO) number or CC Payment

Process

1. Create a booking as normal.

2. Enter the PO number.

3. Once all mandatory fields are present, the sync to Navision is triggered.

✅ Summary:

• Organisations can be created or matched either by an admin or via website sign-up.

• Missing Company IDs do not block CourseCo activity but delay syncing until resolved.

• Schedules must be linked to a valid Navision Event ID with matching start dates.

• Bookings require a Company ID, Event ID, and PO number/ CC Payment to sync successfully to Navision.

5. Reports

Three reports are available to support monitoring of the Navision integration. These allow admins to identify pending items, troubleshoot errors, and verify that data has synced correctly.

5.1 Navision Bookings Sync Queue

• Purpose: Shows all bookings pending sync to Navision.

• Typical use: This is the first report to check when investigating sync issues.

• Details included:

  • Booking ID

  • Booker name

  • Sync status

  • Last error message (to assist with troubleshooting)

• Action required:

  • Resolve the cause of the error (e.g., missing Company ID, missing Event ID, missing PO).

  • Retry or allow the sync to process once corrected.

5.2 Navision Transactions Sync Queue

• Purpose: Lists pending transactions that have not yet been sent to Navision.

• Typical use: Usually reviewed after checking the Bookings Sync Queue, most useful when investigating issues with credit notes.

• Details included:

  • Transaction ID

  • Related booking reference

  • Sync status

  • Last error message

• Action required:

  • Verify that the related booking has successfully synced.

  • Review the error message for guidance on resolving the issue.

5.3 Navision Payments Sync Queue

• Purpose: Displays pending payment logs that have not yet been sent to Navision.

• When it applies: Payment logs are generated only when a credit card payment is completed. This report is needed only when investigating missing payments in Navision.

• Typical use: This is generally the last report to check, after confirming booking and transaction syncs.

• Details included:

  • Payment log ID

  • Booking reference

  • Payment amount

  • Sync status

  • Last error message

• Action required:

  • Use this report when a credit card payment is confirmed in CourseCo but has not appeared in Navision.

  • Correct issues as indicated by the error message and allow the sync to retry.

✅ Summary of Report Usage Order:

1. Start with Bookings Sync Queue → most common cause of sync issues.

2. Then check Transactions Sync Queue → for transaction-level issues, especially credit notes.

3. Finally check Payments Sync Queue → for missing credit card payments.