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Track and Manage Order Status in D365FO Using Power Virtual Agents.

mallesh varma Profile Picture mallesh varma 190
In today’s digital landscape, providing real-time updates and seamless interactions is essential for maintaining operational efficiency and enhancing customer satisfaction. Microsoft’s Power Virtual Agents, part of the Power Platform suite, offers a robust solution for automating order status inquiries within Dynamics 365 Finance and Operations (D365FO). By integrating Power Virtual Agents with D365FO, businesses can empower users to quickly access order information and receive updates through conversational AI. This article explores how to use Power Virtual Agents to track and manage order statuses, including confirmed, received, and invoiced orders.
Step 1: Setting Up Power automate flow: Select the Instant Cloud Flow to start creating your automation process.

Step-2: After selecting Instant Flow, the following details will appear. Then, select When Power Virtual Agents calls a flow and click on Create.

Step-3: It generates the studio for the Power Automate Flow where you can begin designing and configuring your automation process.


Step-4: Provide the Purchase Order Number as an input parameter or declaration within the Copilot Studio when the flow is called. This will allow the flow to retrieve and process the order details based on the provided Purchase Order Number.

Step-5: To initialize a variable for "Purchase order status" with the type as string,

Step-6: Select the instance of the D365FO environment and use the entity name "Purchase order headers V2". In this instance, you will retrieve the purchase order status by filtering the purchase order number, which will be provided via the chatbot in Power Virtual Agents.



step-7: Add an "Apply to each" action to process each returned record, and within this loop, set a variable for the purchase order status. Assign the value of this variable to the document status of the purchase order.

Step-8: The possible status values (such as confirmed, received, or invoiced) will be sent back to Power Virtual Agents to display the current order status to the user.

Step-9: Full Flow Structure for Checking Order Status Using Power Virtual Agents:

To navigate to Power Virtual Agents and update the topics used in a chatbot,

Ask the questions from the chatbot:
  1. Question 1: "Please enter your name."
  2. Question 2: "Can you provide your order ID?"
Prepare to call the Power Automate flow:
  • Action: Pass the collected name and order ID to the Power Automate flow from Power Virtual Agents.
Receive the status from the Power Automate flow:
  • Action: Fetch the order status from Power Automate and display it in Power Virtual Agents.

Set the message status in the power virtual agent.

Test the Power Virtual Agent:
  1. Provide the Purchase Order Number: The user inputs the purchase order number into the Power Virtual Agent.
  2. Power Virtual Agent Communicates with Power Automate Flow: Power Virtual Agent sends the purchase order number to the Power Automate flow.
  3. Power Automate Flow Communicates with D365FO: Power Automate flow queries D365FO to retrieve the order details.
  4. Provide the Details from Power Automate to Power Virtual Agents: Power Automate sends the retrieved order details back to the Power Virtual Agent, which then displays the information to the user.


Validation
  1. Navigate to the Purchase Order: Go to Modules > Procurement and sourcing > Purchase orders > All purchase orders.
  2. Select the Purchase Order: Locate and select the purchase order you want to validate from the list.
  3. Validate the Purchase Order: Open the purchase order details.

Power Virtual Agents, combined with Dynamics 365 Finance and Operations, offers a powerful way to manage and track order statuses efficiently. By leveraging conversational AI, businesses can provide users with timely updates and streamline order management processes. Start using Power Virtual Agents today to enhance your order tracking capabilities and improve overall customer satisfaction.

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