microtech büro+

Workist connects to your installation through the GraphQL interface of microtech büro+. Workist reads addresses, articles and open quotes as master data and creates completed orders and requests for quotation as transactions (Vorgänge). Nothing is installed in büro+.

Overview

Prerequisites

• microtech büro+ with the GraphQL interface enabled and a client (client ID and client secret) for Workist's access.
• Workist must be able to reach your installation's interface. Agree with your Workist contact person how the connection is established.
• The transaction types Workist should create, for example "Auftragsbestätigung" and "Anfrage", are set up in büro+.

Data flow

Direction	Content	When
büro+ → Workist	Customers, contact people, postal addresses, articles, open quotes	daily at 04:00 German time and on demand
Workist → büro+	Transaction of the configured type with lines, order document (PDF) and original email	as soon as an order or request for quotation is completed

What we read from microtech büro+

Master data in Workist	Source in microtech büro+
Customers	Addresses flagged as customer (fnIsCustomer)
Customer contacts	Contact people
Delivery addresses	Postal addresses (every postal address of each address)
Invoice addresses	Postal addresses (the same as for delivery addresses)
Articles	Articles
Open quotes	Open transactions of the type set in “Offer Sync Vorgangsart”, one row per line

• Workist reads all articles, including those flagged as historical.
• Workist only reads open quotes when a quote transaction type is set. Workist does not read transactions marked as done.
• Workist does not read customer-specific item numbers, unit conversions, framework agreements or prices from büro+.

The field reference lists every field Workist takes over.

What we write to microtech büro+

New transaction

For every completed order, Workist creates a transaction of the "Order Vorgangsart", for every request for quotation one of the "RFQ Vorgangsart":

• Header: customer, document date, order or inquiry number as origin and order number, a description such as "Workist Order #4711", and the delivery date.
• Addresses: invoice and delivery address from the document. Every value present in the document overrides the default address büro+ fills in from the customer's address.
• Lines: item number, quantity, unit and delivery date. büro+ calculates the prices.
• Documents: if a document system type is set, Workist attaches the order document (PDF) and, for documents received by email, the original email to the transaction.

Converting a quote

If an order's offer reference matches an open quote from büro+, Workist does not create a new transaction. Instead, Workist converts the quote into the "Order Vorgangsart" using büro+'s process chain and attaches the documents. How Workist matches offer references is described under Matching.

As the reference on the document in the Workbench, Workist stores the transaction's document number from büro+.

Setup in the Workbench

1. Open Settings → Business Systems (ERP) → Integrations and click Connect next to microtech büro+.

2. Enter the connection:

   Field	Content
   Integration Name	any name
   Installation Base URL	address of your installation up to and including the instance ID
   Client ID, Client Secret	Workist's credentials from büro+
   Order Vorgangsart	name of the transaction type for orders, for example "Auftragsbestätigung"
   RFQ Vorgangsart	name of the transaction type for requests for quotation, for example "Anfrage"
   Offer Sync Vorgangsart	name of the transaction type whose open transactions Workist reads as quotes, for example "Angebot"
   Order Document System Art, RFQ Document System Art	document system type for the attached documents; leave empty if Workist should attach nothing
   Order Channels, RFQ Channels	channels whose documents Workist transfers to büro+

3. Click Create. Workist checks the credentials with büro+. If büro+ rejects them, the integration is not saved. The integration state shows the sign-in status.

4. Trigger master data update loads the master data right away.

When you edit the integration later, Workist checks on saving that the transaction types and document system types you entered exist in büro+. Leave client ID and client secret empty if they stay the same. Workist checks new credentials on saving.

How the master data reaches the channels and how Workist switches the channels over is described under What all connectors have in common.

Error handling

If büro+ rejects a transaction, the document appears again among the open documents, with the message from büro+. Workist does not retry automatically. Fix the cause and complete the document again after Reopen for assistance.

• If a configured transaction type no longer exists in büro+, Workist transfers nothing and reports this on the document.
• If attaching the documents fails, the transaction already exists in büro+. Workist still marks the document as failed and shows the document number. Do not complete the document again, or a second transaction is created. Attach the documents in büro+ or discard the document in Workist.
• If converting a quote fails, Workist does not create a new transaction, so that no duplicates arise in büro+.

Limitations

• When converting a quote, büro+ takes the lines from the quote. Workist does not transfer differing quantities or additional lines of the order in this case.
• Workist does not transfer lines without an item number.
• Workist does not check whether a transaction already exists for the order before creating one. If an order is completed again, another transaction is created.

Field reference

Fields read

Customers

Workist column	From microtech büro+
client_id1	fldAdrNr
company_name	fldSuchBeg – else fldNa1 + fldNa2 + fldNa3 of the postal address
address1	fldStr of the default invoice address – else of the default delivery address
zip_code	fldPLZ (as above)
city	fldOrt (as above)
po_box	fldPostf (as above)
country	fldLandKennz – else fldLand (as above)

Customer contacts

Workist column	From microtech büro+
partition_id	fldAdrNr
contact_id	fldID – else fldAspNr
first_name	fldVNa
last_name	fldNNa
phone	fldTel1 – else fldMTel
email	fldEMail1

Delivery and invoice addresses

Both address types have the same fields.

Workist column	From microtech büro+
partition_id	fldAdrNr
address_id1	fldAnsNr
name	fldNa1 + fldNa2 + fldNa3
address1	fldStr
zip_code	fldPLZ
city	fldOrt
po_box	fldPostf
country	fldLandKennz – else fldLand
phone	fldTel

Articles

Workist column	From microtech büro+
article_id1	fldArtNr
article_id3	fldBarCd
description	fldKuBez1
order_units	fldEinh

Open quotes

Workist column	From microtech büro+
partition_id	fldAdrNr
offer_number	fldBelegNr
valid_from	fldDat (document date)
position_number	fldPosNr
article_id1	fldArtNr
article_description	fldBez of the line (text without RTF formatting)
quantity	fldMge
unit	fldEinh

Workist does not take lines without an item number into the quotes.

Fields written

Listed are the fields Workist fills. büro+ sets the document number, prices, totals and all other fields itself.

Transaction – header

Field	Content
fldArt	Transaction type from “Order Vorgangsart” or “RFQ Vorgangsart”
fldAdrNr	Client (customer number)
fldDat	Order date or inquiry date – else today
fldHerkBelegNr	Order number or inquiry number
fldAuftrNr	Order number or inquiry number
fldBez	Workist Order #<order number> or Workist RFQ #<inquiry number>
fldLiefDat	Delivery date, if present

Transaction – invoice and delivery address

Only fields that are filled in the document.

Field	Content
fldReNa1 / fldLiNa1	Name – else company name
fldReNa2 / fldLiNa2	Company name 2
fldReNa3 / fldLiNa3	Company name 3
fldReStr / fldLiStr	Street and number
fldRePLZ / fldLiPLZ	Postal code
fldReOrt / fldLiOrt	City
fldReLandKennz / fldLiLandKennz	Country

Transaction – lines

Field	Content
fldArtNr	Item number (lines without an item number are not transferred)
fldMge	Quantity
fldEinh	Unit
fldLiefDat	Line delivery date