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Create Asana collection tasks for overdue Dynamics 365 Business Central invoices
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Cross-Connector

Turn overdue Business Central invoices into Asana tasks

For finance teams who chase payments from Asana and want their AI assistant to create one assigned task per overdue Dynamics 365 Business Central invoice.

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Create Asana collection tasks for overdue Dynamics 365 Business Central invoices
Create Asana collection tasks in our Collections project for Business Central invoices more than 30 days overdue with at least 1,000 outstanding.
Seven invoices qualify, and one is already being chased. - Skipped: INV-1042 for Northwind Traders already has an open task - Example task: collect INV-1057 from Contoso, 4,250.00 USD - Assignee: Jordan Lee, due in 3 days Shall I create the six tasks?
Asana
Sample figures. Your results come from your own account.
asana-get-user
asana-get-tasks
asana-create-task

On this page

The problem

The problem

The prompt

Who it's for

How it works

Tools used

Connector

Asana

Asana
Run it on your own Asana data.

Connect Asana, pick your AI tool and paste the prompt.

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The problem

Overdue invoices with nobody chasing them

Overdue invoices sit in Business Central, but the people who chase them plan their day in Asana. Turning the list into assigned tasks by hand is slow, and duplicate tasks for the same invoice are easy to create.

Without PopdockAI

  • Run the overdue invoice list
  • Work out each customer's salesperson
  • Check Asana for existing tasks
  • Create tasks one by one

With PopdockAI

  • Overdue invoices found by your age and amount
  • Salesperson matched to an Asana user by email
  • Invoices with an open task skipped
  • Nothing created until you confirm

The prompt

Use this prompt

Copy it into any AI tool connected to PopdockAI. Swap the values in braces for your own.

Prompt
**Objective:** Find Business Central posted sales invoices overdue by at least `{min-days-overdue}` days (default 1) with a remaining amount of at least `{min-amount}` (default 0.01), and create one Asana collection task per invoice in project `{project-id}`, assigned to the customer's salesperson. Nothing is created until the user confirms.

**Step 1: Find the overdue invoices in Business Central**

Work out the cut-off date as today minus `{min-days-overdue}` days (1 if empty). Call `business-central-get-posted-sales-invoice` with `due-date.to` set to the cut-off, `remaining-amount.min` set to `{min-amount}` (0.01 if empty) and `company` set to `{company}` if given. Keep `invoice-number`, `sell-to-customer-number`, `sell-to-customer-name`, `due-date`, `remaining-amount`, `currency-code` and `salesperson-code`.

**Step 2: Resolve each salesperson to an Asana user**

For each distinct `salesperson-code`, call `business-central-get-salesperson` and take its `email`. Then call `asana-get-user` with `email` set to it and take the `user-id`. If the invoice has no salesperson, the salesperson has no email, or no Asana user has that email, leave the task unassigned and say why.

**Step 3: Skip invoices that already have a task**

For each invoice, call `asana-get-tasks` with `name.contains` set to the invoice number. If an open task already exists, skip the invoice and list it as already tracked.

**Step 4: Confirm**

Show the plan as a table: invoice number, customer, due date, days overdue, remaining amount, assignee (or unassigned and why), and the task name. Task name format: `Collect <invoice-number> - <customer name> - <remaining-amount> <currency-code>`. Due on: today plus 3 days. Ask the user to confirm, or to remove rows. Do not continue without a yes.

**Step 5: Create the tasks**

For each confirmed row, call `asana-create-task` once with `name` as above, `project-ids` set to `{project-id}`, `assignee-id` set to the user id if resolved, `due-on` as above, and `notes` giving the customer number, invoice number, original due date, remaining amount and that it was created from Business Central.

**Step 6: Report**

List each task created with its `permalink-url`, each invoice skipped as already tracked, and each failure with the error.

**Rules & Guidelines:**

* `business-central-get-posted-sales-invoice` and `business-central-get-salesperson` are on the business-central server; `asana-get-user`, `asana-get-tasks` and `asana-create-task` are on the asana server.
* `asana-create-task` is the only write tool this prompt may call, and only after Step 4's confirmation. Do not call `asana-update-task`, `asana-create-comment` or any other asana write tool.
* Do not call any business-central create or update tool. This prompt never changes Business Central.

**Validation:**

* If no invoices are overdue, say so and stop.
* If more than 25 invoices qualify, show the 25 with the largest remaining amount and ask whether to include the rest.
* If `asana-create-task` fails for one invoice, report it and continue with the rest.

Who it's for

One answer, three teams that use it

Collections managers

Assign every overdue invoice

Each invoice becomes a task for the right salesperson.

Create Asana tasks for Business Central invoices over 60 days overdue and above 5,000.

Salespeople

See which customers to chase

Tasks carry customer, invoice, due date and amount.

Add collection tasks to the AR Follow-up project for invoices more than 45 days overdue.

Finance managers

Avoid duplicate chasers

Invoices already tracked are skipped so customers get one contact.

Create Asana collection tasks for overdue Business Central invoices, skipping any already tracked.

How it works

What PopdockAI does when you ask

You set the thresholds and project, and your AI assistant prepares one task per overdue invoice. You see every task first, and Business Central is never changed.

01

Ask

You set how overdue and how large an invoice must be, and the Asana project.

Your AI tool

02

Match

It finds the Business Central invoices and links each salesperson to an Asana user by email.

asana-get-user

03

Confirm

It skips invoices already tracked and shows you the tasks to approve.

No items found.

04

Create

It creates the confirmed tasks and lists each with its link.

Your AI tool

What PopdockAI provides

The tools behind the answer

Ready made tools for Asana and one secure connection to your AI tool. No code, no exports.

get-data

asana-get-user

Returns Asana users with their email and the workspaces they belong to.
get-data

asana-get-tasks

Returns Asana tasks with their assignee, projects, sections, tags, due dates and completion. Filter by assignee, project or due date to find open and overdue work.
run-action

asana-create-task

Creates an Asana task in one or more projects, or as a subtask of another task, with its assignee, notes and due date.
Read only.Nothing in Asana Changes

This report is built from Get data tools only. PopdockAI applies the row, field and parameter rules your admin sets, and every query is written to the audit trail.

How Popdock AI secures your data

The outcome

Every overdue invoice has an owner

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Related use cases

More ways to put this data to work

All Ramp use cases

One prompt template with infinite possibilities.

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