TRAINEE WORKBOOK. Atlas 4.0 for Microsoft Dynamics AX Upload system

Transcription

1 TRAINEE WORKBOOK Atlas 4.0 for Microsoft Dynamics AX Upload system

2 COPYRIGHT NOTICE Copyright 2009, Globe Software Pty Ltd, All rights reserved. Trademarks Dynamics AX, IntelliMorph, and X++ have been registered as or are under registration as trademarks of Microsoft Corporation. Microsoft Office System 2007, Windows 2003 and Windows 2008 are registered trademarks of Microsoft Corporation. Software release This documentation accompanies Atlas version or higher and which is suitable for Microsoft Dynamics AX V4.0 SP2 and Dynamics AX 2009 SP1 or higher and Microsoft Office 2007 or higher. Publication date 12/07/2009 Reader comments Any comments or suggestions regarding this publication are welcomed and should be addressed to the attention of:

3 Table of Contents 1 Introduction Welcome About this course Course description Audience Objectives Pre-requisites Classroom Training Training Materials Atlas upload system overview Outline Objectives Walk-through: Atlas Ribbon Scenario Logging into the Atlas client Understanding the Atlas Ribbon Log-out Key points Quick interaction Working with task panes Outline Objectives Walk-through: Running an upload Scenario Data sources Choosing a template Confirmation Errors Walk-through: Creating an in-document template Scenario Duplicating a suitable template Mapping the document to the template Giving the template a title Save the template Running the upload Walk-through: Editing an in-document template Scenario Selecting and saving the in-document template Edit newly created template Lab Exercises i

4 Introduction 3.7 Key points Quick interaction Table upload functions Outline Objectives Append function Outline Uses for the Append function Lab. Exercises Update Column function Outline Uses for the Column function Walk-through: Updating a field Lab. Exercises Replace function Outline Uses for the Lookup function Walk-through: Replace Lab Exercises Key points Quick interaction Journal functions Outline Objectives Walk-through: Journal upload functions Scenario Build a table of customers and pools Lab. Exercises Key points Quick interaction ii

5 1 Introduction 1.1 Welcome Training is a vital component of retaining the value of your Atlas investment. Our training keeps you up-to-date on your solution and helps you develop the skills necessary for you to fully maximize the value of your investment. Whether you choose to undertake Classroom Training, or download our Training Materials, there s a type of training to meet your needs. 1.2 About this course This course provides you with a general introduction to the Atlas upload system. This introduction includes: Course description This tutor-led course provides students with the knowledge to use the standard functions of the Atlas upload system. The course focuses on using all the upload functions and demonstrates each in isolation and in context. This course does not include how to build Atlas upload templates Audience This course is intended for all students who wish to learn about the Atlas upload system and what it can do for them. It is expected that students have a good understanding of Microsoft Excel and its basic features Objectives The objective of this course is to provide you with the ability to: Understand and navigate the Atlas ribbon and task panes Understand Designer and Context modes of operation Use the data source tabs and mapping fields to entries in your document Understand and how to use table upload functions: o o o Append Column update Replace Understand and how to use journal upload function Save and recall saved queries Pre-requisites Students must have completed the Atlas 4 reporting system course and must be familiar with Microsoft Dynamics Microsoft Dynamics AX. They must also have a good knowledge of the basic features of Microsoft Excel. 3

6 Introduction 1.3 Classroom Training Classroom Training provides serious, in-depth learning through hands-on interaction. From demonstrations to presentations to classroom activities, you ll receive hands-on experience with instruction from our experts. 1.4 Training Materials Training Materials allow you to learn at your own pace, on your own time with informationpacked training manuals. We offer a variety of training manuals and user guides, each rich with tips, tricks, and insights you can refer to again and again: Atlas Training Workbooks are very detailed training manuals, designed from a training perspective. These manuals include advanced topics as well as training objectives, exercises and interactions. Look for a complete list of manuals available from your partner or via the website: Before you begin please check that you have the following: You must have a copy of Dynamics AX 4 of Microsoft Dynamics AX 2009 installed and working on the CEU company. Or, A copy of Microsoft Dynamics AX 2009 installed in a VPC with the demonstration company CEU installed. Atlas 4 installed with connections to the appropriate Microsoft Dynamics AX installation. (If you are using the VPC with an Atlas differential installed, then this should already be working) An Atlas client icon on the desktop, configured to point to the training system Atlas 4 training workbooks installed Atlas 4 completed training workbooks 4

7 2 Atlas upload system overview 2.1 Outline The purpose of this chapter is to get you started with the Atlas upload system. This will involve understanding the Atlas ribbon bar and the task panes so that you can use the upload functions. This section also introduces the concept of the designer and context modes of operation. 2.2 Objectives At the completion of this chapter, you will be able to: Understand the Atlas Ribbon as it applies to the upload system Understand the two modes of operation; Designer and Context 5

8 Atlas upload system overview 2.3 Walk-through: Atlas Ribbon Scenario You have been asked to give an overview of the Atlas upload system; in terms of how to log in and what they can expect to see on the Ribbon bar. The elements you will explore include: The log-in form and connection information Understand the Atlas Ribbon bar Logging out Logging into the Atlas client The Atlas client is the gateway to integrating your Microsoft Office System with Microsoft Dynamics AX. It is the means by which you can log in and it also used to determine which Microsoft Dynamics AX configuration you will connect to. It can be started automatically upon startup or you can start it from your desktop on demand. Command line options are available so that you can put icons on your desktop to connect to the different configurations you might have. Figure 1 Atlas client login form 1. In the Domain\Username entry box type your network user account name. This is the one you will use to connect to your intranet 2. In the Password entry box, type the password associated with your domain user name 3. Optionally, tick to select Remember me. This will remember the name you entered at step Optionally, tick to select Remember my password. This will be remembered the next time you log-in 5. Optionally, tick to automatically attempt a login at the time your workstation starts 1 1 Assumes you have successfully logged in using you supplied credentials and you tick the remember me options from 1 and 2 above. 6

9 Atlas upload system overview 6. Optionally, tick Show this form at startup if you want to be presented with form every time your workstation starts Check the configuration you will be using. This is the connection information for the Atlas Server and NOT your Microsoft Dynamics AX configuration. The Atlas Server connects to your Microsoft Dynamics AX AOS via the Business Connector. 1. Click the Configuration tab. This details a number of characteristics of the currently selected configuration: Figure 2 Configuration settings. These are settings for the Atlas Server 2. Use the drop-down list of Active configurations to choose the server you to use 3. Note the saved and shared query locations. These are the folders into which saved queries are saved If make any changes here, click Save. If not select the Login tab and then click the Login button. This will attempt a login and will pre-load information about the data sources you have in your data source list. A successful login will be show Online in the Atlas Client: 7

10 Atlas upload system overview Figure 3 Online Note: You can close the login form once log-in is successful. The Atlas Client is running in your system s task tray and can be seen as an icon therein: The Atlas Client is the first icon from the left. To get access to the Atlas Client subsequently, use the rightclick option to reveal a menu, one of which opens the log-in form Understanding the Atlas Ribbon Outline You cannot see the Atlas Ribbon until you open one of the supported Microsoft Office System applications. 2 The ribbon will appear as a tab in that application s ribbon, thus: Figure 4 The Atlas 4.0 tab contains the Atlas Ribbon Click this tab to reveal the ribbon: Figure 5 The Atlas Ribbon. The Upload group is the part of the ribbon covered in this course Below is a summary of the Ribbon s elements 2 Excel, Word, Powerpoint or Outlook 8

11 Atlas upload system overview Designer and context task pane modes The Atlas task panes can operate in one of two modes: Context and Designer. By default, the system starts in Context mode. In Context mode, any you can use the upload functions to send records to Microsoft Dynamics AX. In designer mode, the task pane is used to build the Atlas upload objects and map them to the document Table menu The Table menu is used to upload records to a single table in Microsoft Dynamics AX. It has three basic modes of operation: 1. Append 2. Table columns 3. Find and replace Append is used to add new records to a table, Table columns and Find and Replace are used to update existing records Journal button The Journal button is used to append or add a single record to a header table and one or more records to a line table. The header and the line tables are linked by a common field. An example of a journal is the Sales table and sales lines or the ledger journal header and ledger journal line Template menu The Template menu is used when you want to build, use and save an upload template without inserting it into the current document Log-out Log-out is done from the log-in form: 1. Open the Atlas client from the system task tray. Do this by using the right-click menu 9

12 Atlas upload system overview 2. Select Open Atlas Client 3. Click Logout or Logout and close Atlas The Logout and close Atlas will stop the Atlas Client in the task tray. 10

13 Atlas upload system overview 2.4 Key points This section introduced Atlas. In particular you learned about: Logging in The Ribbon bar and the features that pertain to the Atlas upload system Modes of operation Other lessons learned include: Open the Atlas client to log-in. The Atlas client can be started when your computer is started or it can be started on demand from an icon your desktop The Atlas client connects to an Atlas server. The definition of this connection is held in a configuration tab which can be selected from the log-in form It is the Atlas server that connects to your Microsoft Dynamics AX AOS via the business connector Use your network user name and password to log-in to Atlas. Your credentials must be valid for AX On occasion you will need to include your network domain name; this is normal when you connect to an Atlas web service The Atlas client runs as a windows task tray application When connected, the Atlas client status will change to show Online and the icon in the task tray will change from grey to be that of the Atlas logo. You can close the login form at any stage after log-in, the program will still running in the task tray Open the task tray application to manage your connection at any stage. Use this to logout of Atlas for example Atlas appears as a Ribbon tab in your Microsoft Office System applications The ribbon bar functions will be greyed-out if you have not logged into Atlas. Use the Refresh ribbon option to activate the ribbon if you log in subsequently The Atlas upload system functions can be found in the Upload group of the Atlas ribbon bar Main functions of the upload system are represented by the large buttons on the Atlas ribbon. Menus beneath each of these, reveal other, available functions Atlas operates in two modes; designer and context. Context is a runtime mode and allows you to send records to Microsoft Dynamics AX. Designer mode is used to create templates and to map the document fields to those in the template 11

14 Atlas upload system overview 2.5 Quick interaction Take a moment to write down the three key points you have learned:

15 3 Working with task panes 3.1 Outline All functions in the Atlas upload system are built and delivered through task panes. These task panes exhibit common characteristics which include: Data source and template selection Filters Output options In addition, this chapter will examine how the modes of context and designer are used in the upload system. In particular, it will show how to: Perform an upload using in-document templates Perform an upload using saved templates external to the document Perform an upload without a template Add a saved template to a document Edit in-document templates 3.2 Objectives At the completion of this chapter, you will be able to: Understand how to use the common characteristics of the upload system task panes Understand the modes of context and designer and how they can be used Understand data sources and associated templates Understand how to select templates Understand how to map template fields to the document Recognize error messages 13

16 Working with task panes 3.3 Walk-through: Running an upload Scenario You want to explore the various upload options available to you so that you can become familiar with what each might mean for you. To do this you have prepared a simple upload document and have created a corresponding template. Your agenda is to examine the following: Data sources Template selection Confirmation Error presentation The document you are using to demonstrate the upload process is WALKTHROUGH Upload new customer.xlsx. Ensure that Context mode is selected Data sources Microsoft Dynamics AX stores your enterprise information in tables in a database. Each table is made up of records; which represent a particular piece of information in your organization, such as a customer, an item or vendor and each record is made up of fields; which represent the attributes of the information stored in a record, for example customer name, credit rating, code etc. The Atlas upload system uses these tables, records and fields in all functions, with tables being known as data sources. For efficient use of the upload system, saved templates are defined for a data source, saved into the document and the fields mapped. These, in-document templates can be seen at the top of the data sources list under the node: Edit document templates. Other, saved templates, those not in the document and found beneath the appropriate data source and the node: Create using template. Figure 6 In-document template is selected and active. Other saved templates are found beneath the Customer node underneath Create using template 1. Open the sample workbook 2. From the Ribbon bar, on the Atlas tab, in the Report options group, ensure that the task pane mode is Context 14

17 Working with task panes 3. From the Ribbon bar, on the Atlas tab, in the Upload group click the Table button. Choose Append from the menu that is shown The in-document template for this workbook is found beneath the Customers node Choosing a template Outline Wherever possible you should choose an in-document template as the basis for the upload. These typically have the document fields mapped to the template fields. Alternatively use a saved template for the data source and map the fields before doing the confirmation step. If there are no saved templates for a data source, select the data source, add fields ensuring all mandatory fields are included before mapping to the document. Once a template is selected, you can then use the confirmation tab to upload the records In-document template If there is only one in-document template it will be ticked. Follow these steps: 1. Ensure in-document template: LAB Customer Group 10 is ticked 2. Click to open the Append tab This reveals a list of template fields with document mappings and default values where applicable: Figure 7 Extensive use of named ranges means that the data in the document is easily captured Saved templates If you want to use a saved template for the data source, then: 1. Click to expand the Customers table in the data source list so that the saved templates are revealed 2. Tick to select the saved template: LAB Append New Customers 3. Click to open the Append tab This reveals a list of template fields, which may not be mapped to the document. Typically, you will need to map the template fields to the document: 15

18 Working with task panes Figure 8 A saved template for customers with defaults set but no mappings applied No template If the table you wish to upload into is simple and does not require default settings to be applied, then you can select the table from the data source list and map it to the document before confirmation. All fields from the table will be shown and it is necessary to map or fill in the fields necessary to complete the upload. 1. Click to select the Customers table in the data source list 2. Click to open the Append tab 3. Fill-in or map all the necessary fields Figure 9 When there isn't a template to use, fill-in all fields and map manually Confirmation This step is used to send the records to Microsoft Dynamics AX. 1. Open the Confirmation tab 2. Click to select the Upload button The records are then validated and uploaded at the same time. New records added are tallied and shown on the confirmation tab page. 16

19 Working with task panes Figure 10 Five records successfully inserted Errors The upload procedure involves a validation step. Each record that is presented for upload is subject to the same validation procedures as those used when entering the same records directly into Microsoft Dynamics AX. Should any field fail validation, then this is reported to you in the form of a pop-up window highlighting the error. In the following example, all five records have been rejected as they already exist. Figure 11 Re-import of the same record set results in duplicates. 17

20 Working with task panes 3.4 Walk-through: Creating an in-document template Scenario Feeling confident about the use of templates, you now want to try building your own indocument template. You want to use an existing template as a basis so you will: Pick a suitable template and duplicate it Map the template fields to the document Save the template Use the new template to upload a series of customer records Here is an example of the workbook you will use: Figure 12 New customers for upload Duplicating a suitable template The data source list includes the customer table. Beneath it you will find the LAB Append New Customers saved template: To duplicate this: 1. From the Atlas ribbon bar, change the mode from Context to Designer 2. Tick to select the Customers node 3. Click to expand the node to reveal the saved templates 4. Tick to select the template LAB Append New Customers 18

21 Working with task panes 5. Right-click to reveal the functions menu 6. Choose Duplicate from the list. This puts Copy at the end of the duplicated file name 7. Right-click to reveal the functions menu 8. Choose Rename 9. Change the name to LAB Append New Customers This is an example of what you will see: Figure 13 Duplicated saved template Mapping the document to the template Having saved the template into the document, map the document to the template fields. It is good practice to use named ranges, this reduces the selection effort and if the name ranges are applied to a table, then the height of the range is managed for you. The following table shows columns and named ranges: 3 Column Named range Comment Code Name Search name Group Currency Language Credit rating Credit limit AccountNum Name NameAlias Not mapped Currency Not mapped CreditRating CreditMax Map as follows: 1. Click to select the Append tab 2. Click to select the Customer account field 3. Right-click and choose =AccountNum 3 The named range is made the same as the extended data type for the field 19

22 Working with task panes 4. Repeat steps 2 and 3 for each mapped field in the above table Giving the template a title By default, in-document templates show the table name into which the uploaded records will be written. To adjust this to be meaningful, do the following: 1. From the Append tab, above the field list, click to select the Customers node 2. From the Append menu, choose Properties 3. Enter a title for the template in the Title entry box 4. Enter upload instructions for the user. These will appear on the confirmation tab 5. Click OK Save the template Saving the newly created and mapped template is to insert it into the current document:. Simply click the Insert button. This then changes to read Update Running the upload Simply switch modes and choose the template: 1. From the Atlas ribbon bar, change the mode from Designer to Context 2. Tick to select the template: LAB New Customers 3. Click to select the Confirmation tab 4. Click Upload Note that the upload instructions appear at the top of the page 20

23 Working with task panes 3.5 Walk-through: Editing an in-document template Scenario The credit rating and credit limit fields for these customers will always be set to Good and $1000 respectively. Change the current in-document template so that these fields are defaulted to these values. In order to do this, you will: Selecting and saving the in-document template to edit Switch to Designer mode and adjust the newly saved template Insert the amended template Optionally, you can delete the original template as you see fit. Here is an example of the workbook you will use: Figure 14 New customers for upload Selecting and saving the in-document template Do this by opening the task pane from the ribbon bar: 1. From the Atlas ribbon bar, change the mode from Designer to Context 2. From the Ribbon bar, on the Atlas tab, in the Upload group click the Table button. Choose Append from the menu that is shown 3. Tick to select the template LAB Customer group Click the Save as button 5. Change the File name to LAB Append New Customers 6. Change Description to suit 7. Click OK Edit newly created template Change the field settings of the newly created template: 1. From the Atlas ribbon bar, change the mode from Context to Designer 2. Tick to select the Customers node 3. Click to expand the node to reveal the saved templates 4. Tick to select the template LAB Append New Customers 5. Click to select the Append tab 6. Click to select the Credit rating field 21

24 Working with task panes 7. Right-click and choose Properties 8. In the Default value entry box, type Good Figure 15 Default value is set to Good 9. Click the > button to reveal the credit limit field 10. Change the Value entry box to be Click Apply and close the window 12. Click Insert Here is an example of the template in the document, showing the updated credit settings: Figure 16 Credit settings reflect changes to template 22

25 Working with task panes 3.6 Lab Exercises 1. You ve been given a workbook with ZIP/Post codes in it for Western Australia. In addition, you have been supplied with a template that you want to include as an in-document template, mapped, so that you can use the workbook for other codes. Challenge yourself! 1. Open the Table Append function 2. Select designer mode and map the saved template 3. Change the name of the template to be Western Australian Post codes 4. Insert into document 5. Upload codes Need a little help? 1. Open the Table function menu from the Atlas Ribbon Bar and choose Append 2. From the Atlas ribbon bar, change the mode from Context to Designer 3. Open the data sources tab if not already open 4. Click to expand the ZIP/Postal Codes data source 5. Tick to select the saved template LAB City Postal codes 6. Click the Append tab 7. Click to select the ZIP/Post codes node at the top of the tab page 8. Choose the Properties button 9. Enter a title for the template in the Title entry box: WA Post Codes 10. Enter upload instructions for the user. These will appear on the confirmation tab 11. Click OK 12. Click to select the ZIP/Postal code field 13. Right-click and choose =ZipCode 14. Click to select the City field 15. Right-click and choose =City 16. Click to select the Search name field 17. Right-click and choose =CityAlias 18. Click Insert 19. From the Atlas ribbon bar, change the mode from Designer to Context 23

26 Working with task panes 20. Open the Confirmation tab 21. Click to select the Upload button When completed, you will see a confirmation on the confirmation page and in Microsoft Dynamics AX you will see the additional records: Figure 17 Five post codes added And in Microsoft Dynamics AX: 24

27 Working with task panes 25

28 Working with task panes 3.7 Key points This section introduced the task pane interface of the Atlas upload system. In particular you learned that the upload system has two major functions: Table upload, which compromises: o An append function where records are added o o An update function that allows columns to be modified A replace function that deletes and adds records Journal upload which is append only All upload functions are designed using the task pane interface and contextual information is also delivered through task panes. The following was also learned: Uploads can be performed by using an in-document template, a saved template or without a template No template uploads are only done on simple tables In-document templates will normally have the template fields mapped to document references Use named ranges for document references to aid speed of mapping You can edit in-document templates by using the Save as options Context mode is used to perform an upload Designer mode is used to build templates and also the map the template fields Saved templates can be inserted into a document. When this is done, the template becomes an in-document template In-document templates can have a title Uploads are validated and any errors are reported using an error reporting window 26

29 Working with task panes 3.8 Quick interaction Take a moment to write down the three key points you have learned:

30 4 Table upload functions 4.1 Outline The table upload functions are used to enter records into Microsoft Dynamics AX tables. These will typically be budgets and new records for main table and the like. You can also use the upload functions to amend existing columns of a table, for example adjusting the credit limit for a range of customers. A replace function is available which deletes records and then appends new records as a replacement for the deleted ones. You should note that these functions respect the access settings for the tables in Microsoft Dynamics AX. This means that if update or append is not allowed as prescribed by Microsoft Dynamics AX (for example transaction tables) then you will not be able to use the upload functions of Atlas on these tables either. 4.2 Objectives At the end of this chapter, you will be able to: Identify the three upload functions of: o o o Append Update Replace Understand how each of these three upload functions are built and used Understand how to edit uploads that use these functions Understand how to use these functions with other Atlas functions 28

31 4.3 Append function Outline Table upload functions The Append function adds one or more records to a Microsoft Dynamics AX data source. This is the simplest of the Table upload functions as no additional filter criteria needs to be applied. Simply choose a template and map the fields. For re-use purposes, save the template as an indocument template Uses for the Append function You use the Append function in the following instances: To load new, non-transactional data into Microsoft Dynamics AX. For example, customers, vendors, dimensions and items When budget transactions are to be loaded into a new model When the loading of new records using the Microsoft Dynamics AX client would take longer than using the Atlas upload system 29

32 Table upload functions Lab. Exercises 1. Your investigations so far have given you a good understanding of the Table Append function. However, in preparation for investigation into other features, you will need to load a list of new customers. You will open the workbook and use the Table Append function in Context (runtime) mode only. (Use LAB Append Customers.xlsx) Challenge yourself! 1. Ensure task pane mode is context 2. Open the Table Append task pane 3. Choose confirmation tab and click upload Need a little help? 1. Open the Table Append function from the Atlas Ribbon Bar 2. From the Atlas ribbon bar, change the mode from Designer to Context 3. Tick to select if not already selected LAB Add new customers 4. Open the confirmation tab 5. Click Upload to import the records Here is an example of the loaded records inside Microsoft Dynamics AX: 30

33 Table upload functions 2. In preparation for loading the address records for these new customers, add in the post codes. (Use LAB Post Codes.xlsx) Challenge yourself! 1. Ensure task pane mode is context 2. Open the Table Append task pane 3. Choose confirmation tab and click upload Need a little help? 1. Open the Table Append function from the Atlas Ribbon Bar. 2. From the Atlas ribbon bar, change the mode from Designer to Context 3. Tick to select if not already selected ZIP/Postal codes 4. Open the confirmation tab 5. Click Upload to import the records Here is an example of the loaded records inside Microsoft Dynamics AX: 31

34 Table upload functions 3. The address records for each of the customer accounts loaded in the first question also need to be added. This time, however, you will need to insert a saved template into the document and then map the fields to named ranges in the document. (Use LAB Addresses.xlsx) Challenge yourself! 1. Use Alt+Ctrl+F9 to refresh the Party and Reference columns of the table 2. Ensure task pane mode is Designer mode 3. Open the Table Append task pane 4. Expand Alt. Address node and tick LAB Addresses 5. Open Append tab and map named ranges to corresponding fields 6. Click Insert 7. Switch task pane modes from Designer to Context 8. Upload records Need a little help? 1. Use Alt+Ctrl+F9 to refresh the Party and Reference columns of the table 2. Open the Table Append function from the Atlas Ribbon Bar. 3. From the Atlas ribbon bar, change the mode from Context to Designer 4. Click to expand the Alt. Address node 5. Tick to select the LAB Addresses saved template 6. Open the Append tab page 7. Click to select the Name field 8. Right-click and choose =Name from the menu 9. Click to select the Country/region field 10. Right-click and choose =CountryRegiodId from the menu 11. Click to select the Address type field 12. Right-click and choose =Type from the menu 13. Click to select the City field 14. Right-click and choose =City from the menu 15. Click to select the Reference field 16. Right-click and choose =AddrRecId from the menu 17. Click to select the State field 18. Right-click and choose =State from the menu 19. Click to select the Street Name field 20. Right-click and choose =Street from the menu 21. Click to select the Zip/Postal code field 22. Right-click and choose =ZipCode from the menu 23. Click Insert 24. From the Atlas ribbon bar, change the mode from Designer to Context 25. Ensure LAB Address records is ticked in the in-document templates 26. Open the confirmation tab 27. Click Upload to import the records 32

35 Table upload functions Here is an example of a the records for customer 1401: 33

36 Table upload functions 4.4 Update Column function Outline This function is used to update one or more columns in a table with values found in the source document. The records selected for update are defined using a Filters tab page. The template used; saved or in-document must nominate which fields uniquely identify a record in the source document. For example, when loading customers, this might be the customer account Uses for the Column function The Column update function is used in the following instances: Where you want to adjust the value of one or more fields in a table of Microsoft Dynamics AX There are many records to be adjusted meaning the use of the Microsoft Dynamics AX client and associated table forms would be prohibitive Where the column adjustment does not change prior, reported values. In this case a journal or other transactions postings should be used. Where a property of a record was missed during upload and needs to be added subsequently 34

37 Table upload functions Walk-through: Updating a field Scenario The new customers you loaded did not include a Sales pool code, an attribute necessary for some specific reporting done by the sales team. You need to be able to add this and thereby updating the records. You understand an upload template is available to assist you in this exercise. In this scenario, the following will be done: Build a table of customers and sales pools Define named ranges for each column Select, map and upload the adjustments Build a table of customers and pools The following is an example of the table that can be used as a starting point for the update: Figure 18 Sample basis for sales pool update Using this as the basis: 1. Select cell D5 2. Enter Select cell E5 4. Type Using the drag handle at the bottom right of the table, create a new line 6. Enter 1402 in D6 and 10 in E6 7. Create a new line in the table, per step 5 8. Enter 1403 in D7 and 10 in E7 The table appears as follows: 35

38 Table upload functions Figure 19 Completed table Applying named ranges This can be done as follows: 1. Select the cells D5 to D7 2. In the name box, enter AccountNum 3. Select the cells E5 to E7 4. In the name box enter SalesPoolId Select, map and use the template A pre-built template is available: 1. From the Atlas ribbon bar, change the mode from Designer to Context 2. From the Atlas ribbon bar, select the Table button and choose Table columns from the menu 3. Tick to expand the Customers node 4. Tick to select the template LAB Sales order pool update 5. Open the Filters tab 6. Ensure that the Customer account row has =AccountNum as a criteria value 7. Open the Table columns tab 8. Click to select the Customer Account row 9. Right-click and select =AccountNum 10. Click to select the Sales order pool row 11. Right-click and select =SalesPoolId 12. Open the Confirmation tab 13. Click Upload The records in the customer table will be updated and the confirmation page will indicate that three records have been updated, thus: 36

39 Table upload functions Figure 20 Upload indicates that three records were updated successfully In Microsoft Dynamics AX this is seen by looking at the field in the customer table: Figure 21 Tiger Wholesale has the sales order pool of 10 37

40 Table upload functions Lab. Exercises 1. Credit management is important in most sales organizations. Periodically these are reviewed and adjusted accordingly. To demonstrate how you can use the atlas upload system to assist with this maintenance you have prepared a workbook that includes an Atlas list report to show customers, their credit rating and their balance. The user can adjust this list and then use the Table update function to reflect those adjustments in Microsoft Dynamics AX. In this exercise, change the credit rating for the accounts 1401 to 1405 to Good and set a limit of $2000 for each. (Use LAB Update Customer credit ratings.xlsx) Challenge yourself! 1. Refresh the report using the option on the Atlas ribbon bar 2. Change credit rating and limits for customers 1401 to Switch from Context to Designer mode 4. Open the Table columns function and expand the customers node 5. Set the LAB Update credit limit template 6. Map named ranges to appropriate fields 7. Click Insert (name is the default field for this data source) 8. Run the upload, close the workbook 9. Re-open and refresh Need a little help? 1. From the Atlas ribbon bar, click to select the refresh button 2. Change the credit rating and credit limits for the accounts 1401 to Make the rating Good and the limit $ From the Atlas ribbon bar, change the mode from Context to Designer 4. Open the Table column (Update) function from the Atlas Ribbon Bar 5. Tick to expand the Customers node 6. Tick to select the template LAB Sales order pool update 7. Open the Filters tab 8. Ensure that the Customer account row has =AccountNum as a criteria value 9. Open the Table columns tab 10. Click to select the Customer Account row 11. Right-click and select =AccountNum 12. Click to select the Credit limit row 13. Right-click and select =Creditmax 14. Click to select the Credit rating row 15. Right-click and select =CreditRating 16. Click Insert 17. Switch to Context mode 18. Open the Confirmation tab 19. Click Upload 20. Close the workbook after the update is successful but do NOT save 21. Re-open the workbook 38

41 Table upload functions 22. From the Atlas ribbon bar, click to select the refresh button Here is an example of a completed workbook: Figure 22 Accounts 1401 to 1405 have adjusted credit ratings 39

42 Table upload functions 4.5 Replace function Outline This is used to remove existing records from a data source and then append a new set of records as a replacement. Typically this will only be used on tables that allow for a set of records to be deleted and then a new set to be added. Because of this, this function may not be appropriate where records cannot be deleted because of dependencies on other records; as is the case with customers, vendors and ledger accounts. Normally use this feature on tables like budgets and forecasts which allow records to be deleted. Using the Replace function, means you specify a delete action; in which you tell the upload system what to remove and then build an Append function Uses for the Lookup function The Replace function is used in the following instances: Where you want a user to remove a set of records and replace them with a new set. For example a budget or forecast Where the task of entering records directly in Microsoft Dynamics AX exceeds the time taken by the Atlas upload system to do the same thing 40

43 Table upload functions Walk-through: Replace Scenario You have been asked to review a simple sales forecast for the item LCD Television HD Black 42 inches (1000) which the new customers order regularly. You have been told that a saved template is available; so look at its settings and you will also attempt to use the template before inserting it into the document. To do this, you will: Check that named ranges exist Check the validity of the Filter tab Map named ranges to the template and perform the upload Here is an example of the workbook: Assessing the named ranges The following table shows a list of named ranges in the document. Select each from the named range box and ensure that they map to the table: Column Named range Comment Customer July August September CustAccountId July August September Check the filter tab Open the filter tab as follows: 1. From the Atlas ribbon bar, change the mode from Designer to Context 2. From the Atlas ribbon bar, select the Table button and choose Find and Replace from the menu 3. Tick to expand the Sales Forecast node 4. Tick to select the template LAB Sales forecast 5. Open the Filters tab 6. Ensure that the Customer account row has as a criteria value 7. Ensure that the Model row has 30 as a criteria value 41

44 Table upload functions Here is what the tab should look like: Mapping named ranges to the template Because you are using this in an ad hoc fashion, you do not need to insert the saved template into the document. To test the replace function, you can map the named ranges in the find and Replace tab, thus: 1. Open the Find and Replace tab 2. Select the Customer account row 3. Right-click and select =CustAccountId 4. Select Date[1] and type 31/07/ Select Date[2] and type 31/08/ Select Date[3] and type 30/09/ Select Sales Quantity[1] and type =July 8. Select Sales Quantity[2] and type =August 9. Select Sales Quantity[3] and type =September 10. Select the Confirmation tab 11. Click Upload When complete, the confirmation page reports the number inserted and the number of records removed. Here is an example of the records in Microsoft Dynamics AX. 42

45 Table upload functions Figure 23 Sales forecast for Lion Sales 43

46 Table upload functions Lab Exercises 1. Using the workbook for forecast sales as a basis, adjust the template and the workbook to allow for the specification of an item code. You will need to adjust the saved template to accommodate this and you will need to define a named range too. Changes to the template include modifications to the field list and to the filters. Use (LAB Customer Item sales forecast.xlsx) Challenge yourself! 1. Select cell D11 2. Type Item code 3. Select cell E11 and type In Named range entry box type ItemId 4. Switch mode to Designer 5. Open Table function Find and Replace 6. Expand the Sales forecast node and tick to select LAB Sales Forecast 7. Open the filters tab and set Item number to =ItemId 8. Open the Find and Replace tab and change the item number row to use ItemId as a value 9. Insert the saved template into the document 10. Perform the upload Need a little help? 1. Select cell D11 2. Type Item Code 3. Select cell E11 4. Type Switch from Context mode to Designer mode 6. From the Atlas ribbon bar, select the Table button and choose Find and Replace from the menu 7. Tick to expand the Sales Forecast node 8. Tick to select the template LAB Sales forecast 9. Open the Filters tab 10. Select the Item number row 11. Right-click and select =ItemId 12. Open the Find and Replace tab 13. Select the Item number row 14. Right-click and select =ItemId 15. Click Insert 16. Switch from Designer mode to Context mode 17. Open the Find and Replace tab page 18. Select the Customer account row 19. Right-click and select =CustAccountId 20. Select Date[1] and type 31/07/ Select Date[2] and type 31/08/ Select Date[3] and type 30/09/ Select Sales Quantity[1] and type =July 44

47 Table upload functions 24. Select Sales Quantity[2] and type =August 25. Select Sales Quantity[3] and type =September 26. Select the Confirmation tab 27. Click Upload The function deletes the records that meet the Filter criteria and then inserts the replacement records into the same table as an Append operation. Figure records added and 15 removed 45

48 Table upload functions 4.6 Key points This section introduced the three main table upload functions: Append Update Find and Replace (Replace) In addition to introducing these three functions, it showed how these functions can be used in conjunction with other features to make the Atlas upload system a powerful addition for Microsoft Dynamics AX. Other lessons learned include: Append is the simplest of functions as it works with new record sets only Update changes the value in one or more columns of a table Find and replace is two operations in one; a delete operation and an append action The Update function uses a filter tab page to define the set of records to which the update will apply The find and Replace function uses the Filter tab page to define the delete action Use these functions when the volume of records to manipulate is large or the time taken to achieve a given task in Microsoft Dynamics AX is long Table functions do not normally operate on transaction type tables. Instead, use the journal functions Find and Replace is used for Budget and forecasts Actions on Vendor, Customer, Items, Projects and the like are undertaken using append and/or the update functions 46

49 Table upload functions 4.7 Quick interaction Take a moment to write down the three key points you have learned:

50 5 Journal functions 5.1 Outline Use the Journal upload functions to post the transactions that you would normally enter using the journal forms inside Microsoft Dynamics AX. For example, vendor invoice, general journal, fixed asset journal, inventory movement journal and trade agreements. You can also use this for purchase orders and sales orders. Candidates for this function are those tables in Microsoft Dynamics AX that are defined as type Worksheet header and Worksheet line. This function allows you to send a single header record at a time and attach one or more line records. To achieve multiple header records and multiple lines, you will need to use the Table Append functions described earlier. Journal upload is an Append action only. 5.2 Objectives At the end of this chapter, you will be able to: Understand how the journal upload function is built and used Understand how to use the journal upload templates Understand how to map the template fields to the document Understand how to edit the journal template once it is in the document Understand how to use this function with other Atlas functions 48

51 5.3 Walk-through: Journal upload functions Scenario Journal functions The new customers you loaded did not include a Sales pool code, an attribute necessary for some specific reporting done by the sales team. You need to be able to add this and thereby updating the records. You understand an upload template is available to assist you in this exercise. In this scenario, the following will be done: Build a table of customers and sales pools Define named ranges for each column Select, map and upload the adjustments Build a table of customers and pools The following is an example of the table that can be used as a starting point for the update: Figure 25 Sample basis for sales pool update Using this as the basis: 12. Select cell D5 13. Enter Select cell E5 15. Type Using the drag handle at the bottom right of the table, create a new line 17. Enter 1402 in D6 and 10 in E6 18. Create a new line in the table, per step Enter 1403 in D7 and 10 in E7 The table appears as follows: 49

52 Journal functions Figure 26 Completed table Applying named ranges This can be done as follows: 20. Select the cells D5 to D7 21. In the name box, enter AccountNum 22. Select the cells E5 to E7 23. In the name box enter SalesPoolId Select, map and use the template A pre-built template is available: 24. From the Atlas ribbon bar, change the mode from Designer to Context 25. From the Atlas ribbon bar, select the Table button and choose Table columns from the menu 26. Tick to expand the Customers node 27. Tick to select the template LAB Sales order pool update 28. Open the Filters tab 29. Ensure that the Customer account row has =AccountNum as a criteria value 30. Open the Table columns tab 31. Click to select the Customer Account row 32. Right-click and select =AccountNum 33. Click to select the Sales order pool row 34. Right-click and select =SalesPoolId 35. Open the Confirmation tab 36. Click Upload The records in the customer table will be updated and the confirmation page will indicate that three records have been updated, thus: 50

53 Journal functions Figure 27 Upload indicates that three records were updated successfully In Microsoft Dynamics AX this is seen by looking at the field in the customer table: Figure 28 Tiger Wholesale has the sales order pool of 10 51

54 Journal functions Lab. Exercises 2. Credit management is important in most sales organizations. Periodically these are reviewed and adjusted accordingly. To demonstrate how you can use the atlas upload system to assist with this maintenance you have prepared a workbook that includes an Atlas list report to show customers, their credit rating and their balance. The user can adjust this list and then use the Table update function to reflect those adjustments in Microsoft Dynamics AX. In this exercise, change the credit rating for the accounts 1401 to 1405 to Good and set a limit of $2000 for each. (Use LAB Update Customer credit ratings.xlsx) Challenge yourself! 10. Refresh the report using the option on the Atlas ribbon bar 11. Change credit rating and limits for customers 1401 to Switch from Context to Designer mode 13. Open the Table columns function and expand the customers node 14. Set the LAB Update credit limit template 15. Map named ranges to appropriate fields 16. Click Insert (name is the default field for this data source) 17. Run the upload, close the workbook 18. Re-open and refresh Need a little help? 23. From the Atlas ribbon bar, click to select the refresh button 24. Change the credit rating and credit limits for the accounts 1401 to Make the rating Good and the limit $ From the Atlas ribbon bar, change the mode from Context to Designer 26. Open the Table column (Update) function from the Atlas Ribbon Bar 27. Tick to expand the Customers node 28. Tick to select the template LAB Sales order pool update 29. Open the Filters tab 30. Ensure that the Customer account row has =AccountNum as a criteria value 31. Open the Table columns tab 32. Click to select the Customer Account row 33. Right-click and select =AccountNum 34. Click to select the Credit limit row 35. Right-click and select =Creditmax 36. Click to select the Credit rating row 37. Right-click and select =CreditRating 38. Click Insert 39. Switch to Context mode 40. Open the Confirmation tab 41. Click Upload 42. Close the workbook after the update is successful but do NOT save 43. Re-open the workbook 52