Power Automate  

Automate Teams Alerts When a Purchase Order Is Released in Business Central

Introduction

Imagine you're managing procurement in your organization and want to instantly alert your team on Microsoft Teams whenever a purchase order (PO) is created in Business Central. Sounds useful? With Microsoft Power Automate and Adaptive Cards, this automation is not only possible, it’s seamless and code-free!

In this blog post, I’ll walk you through how to build a real-time notification system that triggers when a PO is released in Dynamics 365 Business Central and sends a beautifully formatted Adaptive Card to Microsoft Teams.

Use Case

Notify a team on Microsoft Teams whenever a purchase order is released in Business Central. To implement this automation, you’ll need a few essential tools: Microsoft Power Automate (Flow) for building the workflow, Dynamics 365 Business Central as the ERP system where purchase orders are managed, Microsoft Teams for team collaboration and notifications, and Adaptive Cards, which are built into Power Automate and allow you to create rich, interactive messages for Teams.

ERP system

Step-by-Step Guide to Build This Flow

Step 1. Trigger on PO Release in Business Central.

  1. Create a new flow in Power Automate.
  2. Use the trigger: When a business event occurs (V3).
  3. Set the Environment to Production.
  4. Set the Event to
  5. Purchase order released - 1.0 (Microsoft)
    Parameter
  6. This ensures the flow is triggered as soon as a PO is finalized and marked ready in Business Central.

Step 2. Add Adaptive Card.

  1. Add the “Adaptive Card” action.
  2. This action is used to structure your notification using a card layout.
  3. You can add dynamic content here, such as,
  4. PO Number
  5. Vendor Name
  6. Amount
  7. Release Date
    Release Date

Step 3. Set the Adaptive Card Title.

  1. Insert an action to update the title or header of the Adaptive Card.
  2. Use the PO details in the title.

‘New Purchase Order Released: PO #[PurchaseOrderNumber]’

PO details

This helps in making the alert more readable and informative at a glance.

Step 4. Post the Card in Teams.

  1. Add the action: Postcard in a chat or channel.
  2. Configure
  3. Post as: Flow bot
  4. Post in: Your chosen Team & Channel
  5. Card content: The Adaptive Card created earlier

Now your team will receive the PO details instantly in their Teams chat.

Testing the Flow

Once everything is set up, simply go to Business Central and release a new Purchase Order. As soon as the PO is released, a notification will automatically appear in the configured Microsoft Teams channel within seconds, keeping your team instantly informed.

Example Output in Teams

  • New Purchase Order Released: PO #10456
  • Vendor: AR Day Property Management
  • Amount: $6,770.00 Date: April 25, 2025
    Example Output

Wow, flow worked

Flow

Benefits of This Automation

This automation enables real-time communication with your team, ensuring that everyone stays informed as soon as a purchase order is released. It significantly reduces the need for manual updates and follow-ups, saving time and minimizing errors. By streamlining the process, it also ensures faster approvals and processing, keeping your procurement cycle efficient. Additionally, the solution is highly customizable, allowing you to adapt it for other Business Central events such as invoice postings, payment confirmations, and more.

Conclusion

Business automation doesn’t need to be complicated. By combining the power of Dynamics 365 Business Central, Power Automate, and Microsoft Teams, you can streamline your procurement process and keep your team in the loop, automatically!

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