How to onboard Resources in Business Central?

This article guides users through the Resource onboarding process in the Business Central. All resource master data is received from the Platform and must go through onboarding to ensure appropriate reporting based on internal requirements. The article covers the essential steps for configuring mandatory fields, completing the onboarding workflow, and using Resource Templates for bulk or automated onboarding to enable smooth billing operations.

Access resource records

All resource master data in the organization will be received from the Platform. Hence, they will always have to go through onboarding. Offers and Customers need to be onboarded once to ensure appropriate reporting based on internal requirements.

To find resources, go to Search and select Resources. The resource card can be opened by clicking on the resource number.

Configure mandatory resource fields

In order to complete onboarding the following values must be filled:

• Base Unit of Measure
• Entity Type
• Material Number
• Gen. Prod. Posting Group
• VAT Prod. Posting Group

In the Base Unit of Measure field, choose the appropriate measure (units, hours, weeks, users or other) for the specific resource. Entity Type and Material Number depend on the value that should appear in custom reports for the resource.

For General Product Posting Group define for what type of subscriptions it will be used. Tax Product Posting Group will determine how the taxes for a specific resource is calculated. Set it up the same as in the customer card or the setup will have to be adjusted to allow the invoice posting.

Complete the onboarding process

Once the process of onboarding is complete following the On-Boarding Required check mark must be removed. If it is not removed it will be listed as an error during billing data validation.

New resources are synced to Business Central at the same time as billing lines sync to Business Central. Onboarding should be done to be able to post the new invoice.

Resource Templates

Resources can be onboarded in bulk or in an automated way by configuring and using Resource Templates. Resource Templates can be found by going to Resources → Actions → Functions → Templates.

Automatic template application

The Resource Template name "APXRES" will automatically apply to every new resources synced to Business Central.

Other Resource Templates can be created by pressing 'New' button. These will not apply automatically but can be manually applied.

Creating custom templates

Once 'New' button is pressed, new Resource Template configuration window will open, in which values can be configured which should be applied to a resource when applying the Resource Template.

Applying templates manually

To apply a Resource Template manually, go to Resources → Actions → Functions → Apply Template.

Multiple resources can be selected, and the template will be applied to all selected resources. If there are multiple templates configured, window will open, allowing to choose which template should be applied.