Index
Who this article is for: It applies to clubs that run their management in Microsoft Dynamics NAV (Navision).
What is this integration?
The Navision integration lets you send Golfmanager data to your club's Microsoft Dynamics NAV (Navision) server, without typing it by hand. Golfmanager connects to a Navision web service and hands over the information.
Five types of data can be sent: customers, invoices, payments, vouchers and voucher transactions.
Microsoft Dynamics NAV (Navision) is a business management ERP. This integration passes Golfmanager's invoicing and customer data to it so that accounting and management are centralized in Navision.
What problem does it solve?
Eliminates manual entry of customers, invoices and payments in Navision.
Reduces typing errors.
Centralizes management in Navision with the data generated in Golfmanager.
Controls what has been sent: each record is marked as sent, so only what has not yet been sent is dispatched.
Which systems does it connect and in which direction does the data flow?
The integration works in a single direction: from Golfmanager to Navision.
Golfmanager sends the data to the web service of the Navision server.
Navision does not send data back to Golfmanager.
It is a manual, on-demand send: you trigger it when you need it; there is no scheduled automatic synchronization.
What information is sent?
Data | What it includes |
Customers | Code, name, tax number, email, address, city, region, postal code, country and phone |
Invoices | Number, date, customer, company, lines (concept, family/subfamily, quantity, price, discount, VAT) and totals |
Payments | Amount, date, payment method, sale and associated invoice |
Vouchers | Customer, type, unit price, balance and expiry date |
Voucher transactions | Concept, type, amount, resulting balance and associated sale (top-ups/consumptions) |
All this data travels from Golfmanager to Navision.
Prerequisites (before activating the integration)
Have a Microsoft Dynamics NAV (Navision) server with the web service enabled and accessible.
Have the Navision module installed in your Golfmanager.
The service credentials (username and password), the URL and the Code Unit provided by your Navision team.
The tag that marks members in Golfmanager.
Administrator permissions to configure.
How to set it up (step by step)
Log in to Golfmanager with an administrator user.
Go to the Navision settings.
Enter the web service Username.
Enter the web service Password.
Enter the Navision URL (the address of the server's web service).
Enter the Code Unit (the Navision code unit that receives the data).
Enter the Member's tag (the text of the tag that marks customers as members).
Save the changes.
⚠️ All of these are required. If any is missing (username, password, URL, Code Unit or the member's tag), the send will error indicating which one is missing. Ask your Navision team for the connection details.
Explanation of each field
Below is a description of each field in the integration: where it is, what it means, its impact on the system, and a usage example (what happens when it is used and how the system behaves).
1. Username
Field name: Username.
Description: the username Golfmanager uses to identify itself to the Navision web service.
Impact on the system: it is mandatory. It is part of the access credentials; without it, Navision does not accept the connection.
Usage example: you enter the username your Navision team gave you and save.
What happens when it is used: each send authenticates with that username.
System behavior: if it is empty, sending shows "The user field is missing in the Navision configuration" and nothing is sent. If it is incorrect, Navision responds with an authorization error (401).
2. Password
Field name: Password.
Description: the password associated with the Navision web service username.
Impact on the system: it is mandatory. Together with the username, it authorizes the connection.
Usage example: you enter the service password and save.
What happens when it is used: it is used on each send to authenticate.
System behavior: if it is missing, "The password field is missing in the Navision configuration" appears. If it is incorrect, Navision returns "401: Unauthorized".
3. Navision URL
Field name: Navision URL.
Description: the address (URL) of the Navision server's web service the data is sent to.
Impact on the system: it is mandatory. It determines which server Golfmanager connects to (it can be a test one or the production one).
Usage example: you paste the service URL your Navision team provides and save.
What happens when it is used: all sends travel to that address.
System behavior: if it is missing, "The URL field is missing in the Navision configuration" appears. If it is incorrect or the service does not respond, the send fails and the detail is recorded in the transactions.
4. Code Unit
Field name: Code Unit.
Description: the name of the Navision code unit that receives and processes the sent data.
Impact on the system: it is mandatory. It tells Navision which process to run when it receives each send.
Usage example: you enter the Code Unit name your Navision team indicates and save.
What happens when it is used: each send is directed to that code unit on the server.
System behavior: if it is missing, "The Codeunit field is missing in the Navision configuration" appears. If the Code Unit does not match the server's, Navision rejects the send.
5. Member's tag
Field name: Member's tag.
Description: the text of the customer tag that identifies the club's members.
Impact on the system: filling it in is mandatory; if it is missing, the send errors.
Usage example: you type the name of the tag you use to mark your members and save.
What happens when it is used: the system checks the field is filled in before allowing any send.
System behavior: if it is missing, "The tag is missing in the Navision settings" appears. Note that, currently, the customer send includes all customers (not just members), because top-ups can apply to anyone; even so, the field must be filled in.
6. "Sent to Navision" (per-record flag)
Field name: Sent to Navision.
Description: an internal flag that each customer, invoice, payment, voucher and voucher transaction carries to indicate whether it has already been sent.
Impact on the system: it is the basis of duplicate control. Only records that are not yet marked as sent are dispatched.
Usage example: it is not filled in by hand; the system manages it automatically.
What happens when it is used: when a record is sent successfully, it is marked as sent and is not sent again.
System behavior: the "Reset" button removes this flag from all records, so the next send dispatches them all again (see the warning under "How to use it").
How to use it day to day (step by step)
Go to the Navision settings.
Click Send customers (it is best to send them before invoices, so the invoices can be linked to their customers).
Click Send invoices.
Click Send payments.
Click Send vouchers and then Send voucher transactions (if you work with vouchers).
Review each button's notice: it tells you how many records were sent or whether there was nothing pending.
Each button only sends what has not yet been sent: once dispatched, records are marked as sent and are not repeated.
Resending data (Reset)
If you need to send everything again, use the "Reset" button, which marks all records as not sent. The next time you click the send buttons, they will be dispatched again.
⚠️ Be careful with "Reset": you will resend data that Navision already had. Use it only when you really need to repeat the send, and coordinate it with your Navision team so you don't duplicate records there.
Checking the transactions
With the "View transactions" button you access the log of sends to Navision, where you will see whether each operation was successful or failed and the error detail if there was one. It is the first screen to check when a send has not completed.
Limitations to keep in mind
It is a manual, one-way export: Golfmanager sends to Navision; Navision does not send data back, and there is no scheduled automatic send.
Only what has not been sent is sent: already-dispatched records are not repeated (unless you use "Reset").
"Reset" affects everything and can cause duplicates in Navision if data is resent without control.
Some texts are truncated to 50 characters (customer name, address and line/concept descriptions) when sent.
The payments that are sent are those associated with invoices.
It depends on the Navision server: if its web service is unavailable, the send will fail.
It does not manage accounting accounts or dimensions: those mappings are configured in Navision itself.
Frequently asked questions
When sending, it tells me the username, password, URL, Code Unit or tag is missing. What do I do?
Some configuration data is missing. Go to the Navision settings, complete the five fields (username, password, URL, Code Unit and member's tag), save and send again. If you don't have one of the values, ask your Navision team for it.
I get "401: Unauthorized".
Navision rejected the credentials. Check that the web service username and password are correct (with no extra spaces) and save them again. If it persists, confirm with your Navision team that the user has permission over the web service.
I get "500: Internal server error".
The Navision server returned an error while processing the send. The message includes the detail Navision returns. Review it under "View transactions" and share it with your Navision team, since it usually indicates a problem on the server side (for example, in the Code Unit or in the expected data).
I get an "HTTP error" when connecting to the Navision server.
Golfmanager could not communicate correctly with the server. Check that the URL is correct and that the web service is active and accessible. Check the detail under "View transactions".
The send shows a message starting with "Navision …".
It is an error returned by Navision itself when validating a specific record; the message includes the identifier of the affected record ("ID:…"). Review that record in Golfmanager and the detail in the transactions, and coordinate it with your Navision team.
I click a send button and it says there is nothing pending.
That's normal: it means all records of that type had already been sent. Only what has not yet been sent is dispatched. If you need to resend them, use "Reset" (carefully).
What does the "X sent" message mean?
It confirms how many records were dispatched in that send. If a send is interrupted by an error, the number indicates how many were sent before the failure; those are marked as sent and will not be repeated.
In what order should I send the data?
It is best to send customers first, then invoices, then payments, and finally vouchers and their transactions. That way, when invoices and payments arrive, their customers already exist in Navision.
Is data duplicated if I click a send button again?
No. Each record is marked as sent, so clicking again does not resend it. Duplicates can only occur if you use "Reset" and then resend what Navision already had.
What exactly is "Reset" for and when should I use it?
It removes the "sent" flag from all records, so the next send dispatches them all again. Use it only when you need to repeat a full send (for example, after a problem in Navision) and coordinate it with your team, because it may generate duplicates there.
Does the integration send data on its own, automatically?
No. It is a manual send: data is dispatched when you click the buttons. There is no scheduled automatic synchronization.
Does Navision send information back to Golfmanager?
No. The flow is one-way (Golfmanager → Navision). Anything that happens afterwards in Navision is not reflected in Golfmanager.
Are all customers sent, or only members?
Currently all customers are sent, even though the "Member's tag" field must be filled in. The reason is that voucher top-ups can apply to any customer, not just members.
Why do some names or addresses appear truncated in Navision?
Some texts (customer name, address and the line/concept descriptions) are truncated to 50 characters when sent, for compatibility with Navision. If you need the full text, it is best to shorten it at the source so the first 50 characters are meaningful.
Which payments are sent?
The payments associated with invoices are sent, with their amount, date, payment method and the related sale and invoice. That is why it is best to send invoices first.
Where do I see whether a send failed and why?
Under "View transactions": each send is recorded as successful or failed, with the error detail. It is the first place to look when something has not been sent.
Can I point to a test Navision before using the production one?
Yes. The URL, the Code Unit and the credentials determine which server you connect to. You can first set up a test environment's details, validate the sends and, when everything is correct, switch to the production details.
Does the integration handle accounting accounts or dimensions?
No. Golfmanager sends the customer, invoice, payment and voucher data; the accounting mappings (accounts, cost centers, dimensions) are configured in Navision itself.
Recommended best practices
Gather the connection details with your Navision team before configuring.
Send in order: customers, invoices, payments and, finally, vouchers and transactions.
Send regularly (for example, at the daily close or by periods) to keep Navision up to date.
Review the transactions after each send to catch errors as soon as possible.
Use "Reset" with care and only when essential, coordinating it with your Navision team.
Validate in a test environment first if possible, before sending to production.