Vendor flow from share point list to power automate

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Posted on by D365FO Avatar

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Hi Folks,

I have created a flow from a SharePoint list to create a new vendor in D365 F&O, including adding the GST number and linking it to the vendor. However, I am currently facing an issue. I have configured the flow to trigger when an item is created or modified in the SharePoint list as per the requirement. But as of now, every time I modify any existing data in the SharePoint list, a new vendor is being created.

The requirement is that if there is a modification to the details of an existing vendor in the SharePoint list, it should update the corresponding vendor in D365 F&O. Additionally, if a new vendor is added to the SharePoint list, it should create a new vendor in D365 F&O.

Could you please advise on the steps or conditions I should use to check if the vendor account or GST number already exists in D365 F&O? This way, the flow will update the existing vendor instead of creating a new one every time there is a modification in the Sharepointlist data.

Thanks in Advance!

Categories:

Dynamics 365 Finance

Dynamics 365 Intelligent Order Management

Microsoft Dynamics AX

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André Arnaud de Cal... 294,261 Super User 2025 Season 1 on at

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Vendor flow from share point list to power automate

Hi D365FO Avatar,

When reading all the information, I wonder where you are stuck at this moment. After creating the vendor, do you write back the Vendor account number to the SharePoint list? Can you share a complete view of the flow you have? What field or fields are you using to find an existing vendor? Did you already added the condition step to evaluate if a vendor record was found or not?

I did something similar in the past with released products. I need to check if I have a copy of that flow.
Adis 3,662 Super User 2025 Season 1 on at

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Vendor flow from share point list to power automate

Hi,

I see. I would try to filter in the following step by vendor account. The input of the vendor account comes in your case from the sharepoint list. I dont have the sharepoint step in my case thats why I used another one.

I think it will also work if you use the Vendor account from the step "List items present in table", because there you are filtering for the one vendor account.

Kind regards, Adis

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D365FO Avatar 611 on at

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Vendor flow from share point list to power automate

Hi @Adis

Its just fetching the record from sharepoint whenever a new item created or modified in it.

I created the flow using the step list items in a table, as you suggested, and applied a filter for the company. It fetched all the vendor records for that company. In the next step, I used a condition where I set 'Create a new vendor' under the true branch and 'Update record' under the false branch. However, instead of updating only the specific record, it updated all the records in the vendor form
On condition I have take Vendor account(list item table) equals to vendor account(taken from sharepoint).
Adis 3,662 Super User 2025 Season 1 on at

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Vendor flow from share point list to power automate

I see. Could you share the output of your first step:

when an item is created or modified

Kind regards, Adis
D365FO Avatar 611 on at

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Vendor flow from share point list to power automate

Hi @Adis

This is the flow i made before create vendor we have used Share point step - when an item is created or modified, So now in this flow I want to put condition before create vendor

The requirement is that if there is a modification to the details of an existing vendor in the SharePoint list, it should update the corresponding vendor in D365 F&O. Additionally, if a new vendor is added to the SharePoint list, it should create a new vendor in D365 F&O.
Difficulty I am facing for now is if I am adding list item present in table step before create vendor from which step I take filter for vendor account as there will be no step for that, or could you please let me know is there is any other way to do this
Adis 3,662 Super User 2025 Season 1 on at

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Vendor flow from share point list to power automate

Hello,

You said that you created a flow that creates a vendor in D365FO when the sharepoint list is created or modified. Could you please share the flow with us, especially the steps where you create the vendor in D365FO?

Then I can show you where to insert my proposed part of the flow.

Kind regards, Adis

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D365FO Avatar 611 on at

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Vendor flow from share point list to power automate

Hi @Adis,
Could you please let me know

As you mentioned the specific vendor account in list table but what to do if if I want to make it for general , means I want any vendor account whatever selected in share point in that case what before steps should we take ?
Adis 3,662 Super User 2025 Season 1 on at

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Vendor flow from share point list to power automate

Hi,

In this case I changed the following:

In (1) the filter query is the following as you can see in (2), however, the number 300059 has to be changed with a dynamic input from your sharepoint list.

In (3) I changed the field to (4).

Kind regards, Adis

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D365FO Avatar 611 on at

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Vendor flow from share point list to power automate

Hi

Thank you for your rply I will try this but I want to apply condition on the basis of Vendor account could you pls let me know

How can we achieve that
Adis 3,662 Super User 2025 Season 1 on at

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Vendor flow from share point list to power automate

Hi,

Not sure if it is the best way, but I would do the following:

Before your step to create a new vendor in D365FO, I would start with (1), to pull the vendor data from D365.

You dont want to pull all vendors, thats why you need a filter criteria under (2). Lets say you choose to take the Tax exempt number to check if the vendor exists, just as an example here, then the filter query would be something like:

TaxExemptnumber eq 'x' - x is the tax exempt number that you pull from the sharepoint list. So, you are pulling vendor data from D365 only that have the tax exempt number from the sharepoint list.

You can read here more about Odata filters: Every Power Automate (MS Flow) Filter Query You Ever Wanted To Know As A Functional Consultant – DIY D365

Now you create the condition (3).

In (4) you put in the Tax exempt number from step (1).

In (5) you put in the tax exempt number from your sharepoint list.

If the condition is true, i.e. a tax exempt number is found in step 1, then step 4 will be equal to step 5. In this case you can insert a Terminate step when condition is true.

If the condition is false, then you proceed with your steps to create a vendor.

You could also change 4 and 5 in such a way to check if the list under step 1 is empty or not - there are multiple ways to check that.

If step 1 is empty, then it means no vendor with the tax exempt number from the sharepoint list was pulled, i.e. the record doesnt exists.

Hope it helps, Adis

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