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Send supplier costs from Business Central

Keep your supplier costs current by having Business Central write them to a spreadsheet that a file link reads on a schedule.

What the file link does

A file link pulls one spreadsheet you own on a schedule and applies its rows as supplier costs. You preview it before the first commit, and a file that has not changed since the last pull is skipped.

Steps in Business Central

A scheduled report in Business Central (Send to, then Schedule, with a job queue and a Next Run Date Formula) saves its output to the Report Inbox only. Microsoft documents no direct save to OneDrive, so the report alone cannot feed a file link. See Microsoft's guide to working with reports.

For a one-off look, report 720 Item/Vendor Catalog shows each item and vendor with the direct unit cost and the vendor item number, in an Excel layout (report 720). Purchase prices live in Price List Lines, so check which table holds your costs before you build anything.

The recommended path is a Power Automate flow you own:

  1. Start a scheduled flow and use the Business Central connector's "Find records (V3)" to read your costs. The connector is a Premium connector and has no action that runs a report (connector reference).
  2. Add a "Select" step that maps each record to the column names below.
  3. Add "Create CSV table".
  4. Add OneDrive for Business "Update file" so the same file is overwritten each time (connector reference).
  5. Share the file with "Anyone with the link". Whether that is allowed depends on your SharePoint admin's sharing level (external sharing).

Verify that the table you read really holds your costs and that the effective date is the date the cost starts to apply.

The columns

Row 1 of the file is the header row, with exactly these names in lowercase:

supplier_name,supplier_sku,product_id,gtin,mpn,brand,unit_cost,pack_qty,uom,currency,effective_at
  • unit_cost and effective_at are required on every row.
  • Each row names exactly one supplier. The template uses supplier_name; supplier_id and supplier_domain are the two other supplier keys.
  • Each row also needs a way to find the item: product_id, supplier_sku, gtin, or mpn together with brand.
  • A column that is not in the list, or a column that appears twice, makes the whole file fail. The other accepted names are supplier_id, supplier_domain.

Example rows, with a made-up supplier and brand:

Example Supply Co.,ESC-1001,,,,,12.40,1,each,USD,2026-11-01
Example Supply Co.,,,,MX-220,Examplebrand,8.15,12,case,USD,2026-11-01

File rules

  • The file is .xlsx or .csv. Old .xls files, .xlsb files and password-protected workbooks are refused.
  • Only the first visible sheet is read, and row 1 must be the header row.
  • Dates are YYYY-MM-DD or a real date cell. Numbers have no currency symbols or thousands separators.
  • The file must stay within the import size limit.
  • Overwrite the same file on every refresh so its name and link stay the same, and share it so "Anyone with the link" can view it.

Connect the link

  1. Go to Settings → Integrations → File links. Scheduled file pulls are available on Pro and above, and only workspace admins can manage links.
  2. Under "What the file holds", choose "Supplier costs".
  3. Paste the file link (Google Sheets, OneDrive, SharePoint, Dropbox or any https link) and select "Save link".
  4. Select "Preview" and read the result, including any "Rows we could not use". Fix the file and preview again until it is clean.
  5. Select "Confirm and start pulling". From then on the file is pulled on a schedule, and a file that has not changed is skipped.

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