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Trace an order from quote to payment in one pass
For finance teams who want to answer where an order stands without opening a dozen screens, 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
Where does this order stand? The answer is on a dozen screens
When a customer asks about an order, the answer is spread across the open order, posted invoices, credit memos, ledger payments, comments and attachments. Piecing it together means searching each screen by a different number and hoping nothing is missed.
Without PopdockAI
- Search for the order, invoices and credit memos separately
- Compare ordered, shipped and invoiced by hand
- Follow invoices into the ledger for payments
- Miss a partial shipment or a credit
With PopdockAI
- Quotes, orders, invoices and credit memos are found from one number
- Ordered, shipped and invoiced quantities are compared line by line
- Invoices are followed into payments and applied credits
- A dated timeline and open amounts, and nothing is changed
The prompt
Use this prompt
Copy it into any AI tool connected to PopdockAI. Swap the values in braces for your own.
**Objective:** Trace the sales document `{document-number}` through its whole life and report every related record.
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: Find it**
Call `business-central-get-sales-transaction` with document-number set to `{document-number}` (an open quote, order, invoice or credit memo). Call `business-central-get-posted-sales-invoice` with invoice-number set to it, and again with order-number set to it. Call `business-central-get-posted-sales-credit-memo` with credit-memo-number set to it. If it also looks like a customer reference, call `business-central-get-posted-sales-invoice` with external-document-number set to it. Say which of these matched.
**Step 2: Lines**
For an open document call `business-central-get-sales-transaction-line` with document-number. For each posted invoice call `business-central-get-posted-sales-invoice-line` with invoice-number. Compare ordered quantity with quantity-shipped and quantity-invoiced.
**Step 3: Money**
For each posted invoice call `business-central-get-detailed-customer-ledger` with document-number set to the invoice number to see payments and applications against it. Call `business-central-get-posted-sales-credit-memo` with sell-to-customer-number and check applies-to-document-number for credits against this invoice.
**Step 4: Notes and files**
Call `business-central-get-sales-transaction-comment` and `business-central-get-sales-transaction-attachment` with document-number.
**Step 5: Report**
A timeline: created, shipped, invoiced (each invoice), credited, paid. Then the lines, the amounts still open, comments and attachments (file name, date).
**Rules & Guidelines:**
* This prompt is read-only. Do not call any tool named business-central-create-* or business-central-update-*.
**Validation:**
* If nothing matches, say so and ask whether the number belongs to a purchase document.Who it's for
One answer, three teams that use it
Customer service
Answer where is my order in one reply
Get shipping, invoicing and payment status for an order while the customer waits.
Where does sales order SO-2214 stand in Business Central? Has it shipped and been invoiced?
Accounts receivable
See what is still open on an order
Payments, applications and credits are followed through, leaving the amount still owed.
Trace invoice INV-2087 in Business Central and tell me what is still unpaid.
Sales reps
Know the full history before you call
A dated timeline with comments and attachments gives you the whole story of a deal.
Trace Fabrikam's reference PO-55120 through Business Central from quote to payment.
How it works
What PopdockAI does when you ask
You give a document number and your AI assistant traces it through Business Central from order to payment. If nothing matches it asks whether the number is a purchase document, and nothing is changed.
01
Ask
You give a document number.
02
Find
It finds the matching quote, order, invoice or credit memo, or a reference to it.
03
Follow
It compares quantities and follows invoices into payments and credits.
04
Report
You get a timeline, amounts still open, and comments and attachments.
The outcome
From order to payment in one pass
Related use cases
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