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Set up new hires in Business Central with the right codes
For operations teams who want employees added without duplicates, with salesperson or purchaser codes when needed, by asking their AI assistant.
On this page
Connector
Connect Microsoft Dynamics 365 Business Central, pick your AI tool and paste the prompt.
The problem
A salesperson code already in use confuses every report
Adding a new hire is quick, but sales and purchasing staff also need a salesperson or purchaser code, and a code already in use causes confusion on documents and reports. Duplicate employee records cause problems of their own.
Without PopdockAI
- Search for an existing employee by name
- Enter the employee details
- Pick a sales or purchasing code and hope it is free
- Untangle documents under a shared code later
With PopdockAI
- Existing employees with the same name are shown first
- Job title, email, phone and start date are collected
- An unused salesperson or purchaser code is proposed
- You preview both, then they are created and read back
The prompt
Use this prompt
Copy it into any AI tool connected to PopdockAI. Swap the values in braces for your own.
**Objective:** Add `{employee-name}` as an employee with the details in `{details}`, and set them up as a salesperson or purchaser if their role needs it.
Pass `{company}` as the company argument on every call. If `{company}` is empty, leave the company argument out so the connector's default company is used.
**Step 1: Duplicate check**
Split `{employee-name}` into given name and surname. Call `business-central-get-employee` with last-name set to the surname and first-name.contains set to the given name. Show matches and ask whether to continue.
**Step 2: Collect the fields**
From `{details}` take number, job-title, email, phone-number and employment-date (default today), status Active.
**Step 3: Salesperson or purchaser**
If the job title or `{details}` says they sell or buy, propose a salesperson/purchaser code (initials, upper case). Call `business-central-get-salesperson` with salesperson-code set to it; if it is taken, propose another.
**Step 4: Preview and confirm**
Show the employee record and, if applicable, the salesperson/purchaser record. Ask for confirmation.
**Step 5: Create**
After confirmation call `business-central-create-employee` once with given-name, surname and the fields given. If applicable, call `business-central-create-salesperson-purchaser` once with code, display-name, email, phone-number, job-title and commission-percent if given. A correction to that record right away uses `business-central-update-salesperson-purchaser` with the id it returned; no read tool returns those ids.
**Step 6: Confirm the result**
Re-read with `business-central-get-employee` and `business-central-get-salesperson` and report the numbers created.
**Rules & Guidelines:**
* Do not call any create or update tool until the user has confirmed the exact values shown in the preview.
* Create at most one employee and one salesperson/purchaser.
**Validation:**
* If `{employee-name}` is a single word, ask for the full name.Who it's for
One answer, three teams that use it
HR administrators
Add new hires without duplicates
Existing employees with the same name are shown before anything is created.
Add Tom Reyes as an employee in Business Central, Warehouse Supervisor, starting December 1.
Sales managers
Get new reps a code on day one
An unused salesperson code is proposed, so new reps can be put on documents straight away.
Set up Priya Shah in Business Central as an Account Executive starting January 5, with a salesperson code.
Purchasing managers
Give new buyers a clean purchaser code
A free purchaser code avoids two buyers sharing one on orders and reports.
Add Sam Patel as a Buyer in Business Central from November 17 and give him a purchaser code.
How it works
What PopdockAI does when you ask
You give the new hire's name and details and your AI assistant checks Business Central for duplicates and proposes a free code. Nothing is created until you confirm.
01
Ask
You give the full name and details.
02
Check
It looks for an existing employee with the same name.
03
Confirm
It proposes an unused sales or purchasing code if needed and you preview both.
04
Create
It creates the records and reads back their numbers.
The outcome
New hires set up right from their first day
Related use cases
More ways to put this data to work
One prompt template with infinite possibilities.
Your AI assistant adapts its approach, tone, and capabilities to match each unique context while you maintain a single, manageable workflow.
Join forward-thinking companies that are transforming their operations with intelligent, secure AI automation.

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