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RMH POS and Microsoft Dynamics 365 Business Central Integration – HexaSync Profile Setup Guide (2025)

Table of Contents

RMH POS integration with Microsoft Dynamics 365 Business Central through HexaSync Profile automates data synchronization between your point-of-sale system and enterprise resource planning software. This guide provides step-by-step instructions for implementing seamless data flow across your retail operations.

What is a HexaSync Profile for RMH POS and Microsoft Dynamics 365 Business Central?

A HexaSync Profile is a pre-configured integration setup that manages automated data flow between RMH POS and Microsoft Dynamics 365 Business Central through specialized synchronization tasks built based on the scope of work. The synchronization design can handle product management, customer data, inventory tracking, and transaction processing to eliminate manual data entry and ensure real-time business operations.

Step 1: Initialize the HexaSync Profile

Connect HexaSync to Your RMH POS System

Before data synchronization begins, establish a secure connection between HexaSync and your RMH POS database. Access the HexaSync Automation Engine to create your profile and configure system connections.

Step 1.1: Clean Up RMH Data to Prepare for Integration
Ensure your RMH data contains no duplicates, missing SKUs, or formatting errors before proceeding. This prevents synchronization issues during initial setup.

Step 1.2: Configure Cloudflared Database Connection
Establish secure tunnel connection to your RMH database using Cloudflared protocol with proper authentication credentials.

Step 1.3: Review RMH Data Structure on HexaSync
Once connected, HexaSync analyzes your RMH data including products, customers, transactions, and inventory levels for mapping preparation.

Connect HexaSync to Microsoft Dynamics 365 Business Central

Step 1.4: Install HexaSync Extension in Business Central
Navigate to Extension Management and install the official HexaSync Extension to publish necessary APIs for data exchange.

Step 1.5: Configure Business Central API Access
Provide Business Central credentials and configure environment settings (Sandbox/Production) with proper web service permissions.

Step 1.6: Review Business Central Data on HexaSync
HexaSync automatically pulls Business Central records including Items, Customers, Sales Orders, and Inventory for synchronization mapping.

HexaSync Profile Ownership Transfer

To complete system integration, HexaSync creates your profile and manages initial data connections. Once authorization with both systems completes, HexaSync transfers profile ownership to your account for ongoing management.

Step 1.7: Log in with HexaSync Account
Log in with your account set up from Step 1.1

Step 1.8: Accept HexaSync Profile Ownership
After system initialization, HexaSync transfers profile ownership via email invitation, granting full access to synchronization controls.

Step 2: Mapping Data between RMH POS and Business Central

Data mapping ensures accurate synchronization between RMH POS and Business Central systems. This critical configuration prevents data corruption and maintains business logic consistency.

  • Store Location/Warehouse Mapping Connect RMH retail locations with Business Central responsibility centers and warehouse codes to maintain precise inventory distribution across all sales points.
  • Inventory Mapping Match RMH Item Lookup Codes to Business Central Item Numbers, synchronizing available inventory for each location.
  • Product Mapping including descriptions, pricing, cost data, tax classifications, and supplier details between RMH POS catalog and Business Central item master.
  • Customer Mapping Coordinate customer records using phone numbers as unique identifiers, ensuring consistent name, contact, and account information across both platforms.
  • Customer Address Mapping Maintain unified customer address records including complete contact details, postal code, and regional information for accurate customer management.
  • Sales Order/Transaction Data Flow Automatically transfer completed RMH POS sales transactions to Business Central as sales documents, including all item details, quantities, pricing, and payment methods.

Step 3: Review and Fix Invalid Data

Invalid data and mapping issues cause synchronization failures. Use HexaSync Metrics Dashboard to identify and resolve data problems:

  • Missing Mappings: Identify products without SKUs, customers missing phone numbers, or incomplete vendor references.
  • Format Validation: Detects incorrect phone number formats, invalid email addresses, or improper price formatting.
  • Duplicate Resolution: Locate and merge duplicate products, customers, or transaction records before sync activation.

Step 4: Test Synchronization Tasks Manually

Execute comprehensive testing for allHexaSync tasks before enabling automated synchronization:

  • Inventory Sync Test real-time stock updates from Business Central to RMH POS when inventory levels change, verifying accurate available quantity calculations (on-hand minus reserved).
  • Product Sync Confirm item data transfers successfully between systems, including descriptions, pricing, costs, tax groups, and vendor information across both platforms.
  • Order Sync Process a test sale in RMH POS and verify the transaction appears correctly in Business Central Sales Documents with accurate line items and payment details.
  • Customer Sync Validate customer information synchronizes properly using phone number matching, ensuring customer records link correctly with their associated transactions in Business Central.

Step 5: Enable HexaSync Schedulers Running

After completing manual testing of synchronization processes, activate HexaSync Schedulers to automate data synchronization between RMH POS and Business Central.

  • Inventory: Sync every 1-5 minutes for real-time stock level updates and availability tracking
  • Transactions: Sync every 5-10 minutes to ensure immediate sales order processing and payment recording
  • Products & Customers: Sync daily or hourly depending on your business operational requirements

Based on your specific business needs, HexaSync provides optimized configuration recommendations to ensure system stability and reliable performance during operation.

Step 6: Advanced Customization and Business Logic

Your retail operations may require specialized workflows or custom data handling beyond the standard 26-task framework. HexaSync provides flexible customization options:

  • Custom Field Integration Add or modify synchronization fields to handle RMH POS custom attributes, Business Central dimensions, or specialized retail data requirements.
  • Business Rule Configuration Set conditional sync logic (e.g., sync only transactions above $50, exclude certain product categories, or process specific customer types).
  • Multi-Store Management Configure store-specific pricing rules, regional tax calculations, or location-based inventory allocation for multi-location retail operations.
  • Custom Report Integration Implement specialized reporting workflows for RMH sales analytics or Business Central financial reporting beyond standard worksheet generation.
  • Third-Party System Connections Integrate additional retail systems like loyalty programs, payment processors, or external inventory management platforms.

After implementing custom configurations, repeat the mapping validation and testing procedures from Steps 2-4 to ensure the enhanced setup maintains data integrity and operational reliability.

Summary

Integrating RMH POS with Microsoft Dynamics 365 Business Central using HexaSync Profile delivers real-time operational visibility, eliminates manual data entry, and ensures consistent business data across systems. The specialized synchronization tasks automate critical retail processes while maintaining enterprise-grade data accuracy.

Following this implementation guide creates a robust integration foundation that scales with business growth and adapts to evolving operational requirements.