Using Microsoft Access with Dynamics GP August 28, 2014 Charles Allen Senior Managing Consultant BKD Technologies callen@bkd.com To Receive CPE Credit Participate in entire webinar Answer polls when they are provided If viewing this webinar in a group o Complete group attendance form with Title & date of live webinar Your company name Your printed name, signature & email address o All group attendance sheets must be submitted to training@bkd.com within 24 hours of live webinar If all eligibility requirements are met, each participant will be emailed a CPE certificate within 15 business days of live webinar 2 1
Introduction Charles Allen Senior Managing Consultant More than 24 years of experience Microsoft MVP & MCP 3 Learning Objectives Upon completion of this webinar, participants will be able to Connect Access to Dynamics GP data Write queries against Dynamics GP Create reports against Dynamics GP Apply read-only access to Dynamics GP data 4 2
Agenda Introduction Setting Security Create a Connection to Your GP Data GP Table & View Information Adding SQL Objects to Access Database Creating Queries Creating Reports Updating Data Q&A 5 Introduction 3
Why Use MS Access? You may already own it o Office Professional 2013 o Office 365 University o Office 365 Personal o Office 365 Home You may already use it o It s been around since 1992 o It s been used as a basis for applications 7 Why Use MS Access? Why use MS Access with SQL Server? o o Provides a familiar toolset for querying data if you re already using MS Access Access 2013 added features to integrate with SharePoint & SQL Azure 8 4
Set Security to Database Objects Set Security to Database Objects Using Integrated Security Create SQL logins using Windows logins Assign SQL logins to GP database(s) Can use RPT database roles that are installed with the databases Can also assign the login to specific SQL objects 10 5
Set Security to Database Objects Using SQL Server Authentication Create a generic SQL login Assign the login to GP database(s) Assign the login to one or more RPT roles or to SQL objects (tables, views, etc.) 11 Creating a Connection to Dynamics GP Data 6
Creating a Connection to GP Data Create an ODBC DSN o o If using a 32-bit version of Access, create a 32-bit ODBC DSN If using a 64-bit version of Access, create a 64-bit ODBC DSN 13 GP Table & View Information 7
GP Table & View Information How to find the data Resource descriptions inside GP on the Tools menu SDK Installable from the GP media https://www.gptablereference.com/ http://victoriayudin.com/ Accolade Publications Information Flow & Posting book not free, but has a lot of great information 15 GP Table & View Information Tables The basic physical storage of data within a database Could require multiple tables to build reports Requires more understanding of the data Requires converting enumerated values into text for ease of use (drop-down lists & radio buttons) 16 8
GP Table & View Information Views Enable you to combine multiple tables into a single source for your report Can provide a way to display only certain columns & rows (records) from your data 17 Adding SQL Objects to Access Database 9
Adding SQL Objects to Access Database Choose External Data Click ODBC Database Select Link to the data source by creating a linked table Select the ODBC DSN you created Select the table(s) & view(s) you want to query or update 19 Adding SQL Objects to Access Database Objects will be added with a dbo_ prefix You can rename objects to remove the prefix Renaming objects will facilitate pass-through queries & enable easier selection of objects 20 10
Creating Queries Creating Queries Add your SQL objects to your Microsoft Access database by using the Link option Issue: GP Views use column names with spaces Resolution: Create pass-through queries & put brackets around the column name 22 11
Creating Queries Will get an error message if you create this type of query 23 Creating Queries Resolution SQL Pass-Through Query 24 12
Creating Queries Add the columns you want to view Click Run or View 25 Creating Queries Pass-Through (SQL) Queries Open the query design window Click the Pass-Through button on the action bar Type or paste a query Make sure you remove the dbo_ prefix 26 13
Creating Queries with Multiple Tables Create a query as normal Draw lines between related columns Double-click the lines to change the join type 27 Creating Reports 14
Creating Reports Select the Create menu Select one of the options 29 Creating Reports Add your data object Select your fields Add groupings & sorting 30 15
Creating Reports 31 Updating Data 16
Updating Data Your login must have appropriate SQL security SQL security is assigned using SQL Server Management Studio It is NOT supported by Microsoft to use MS Access to update data Do so at your own risk! Make sure you have verified you have a backup 33 Updating Data Your table must have unique rows You can combine multiple tables & use them to update data in a table You can update data using the data grid You can create update queries Use pass-through queries to use SQL queries you must change a property 34 17
Updating Data Using Pass-Through Query Create the query Change the property to Returns Records = No 35 36 18
BKD Technologies Support Center Microsoft Dynamics GP 877.253.7778 toll free GPsupport@bkd.com Monday - Friday 8 a.m. - 5 p.m. Central time 37 Stay Connected dynamicsgpinsights.com Follow us on Twitter Join us on LinkedIn At Dynamics GP Insights, you can read articles, watch webinars & join the conversation! View videos on YouTube 38 19
CPE Credit This presentation may be eligible for CPE credit upon verification of participant attendance For questions, concerns or comments regarding CPE credit, email BKD Learning & Development Department at training@bkd.com 39 Continuing Professional Education (CPE) Credits BKD, LLP is registered with the National Association of State Boards of Accountancy (NASBA) as a sponsor of continuing professional education on the National Registry of CPE Sponsors. State boards of accountancy have final authority on the acceptance of individual courses for CPE credit. Complaints regarding registered sponsors may be submitted to the National Registry of CPE Sponsors through its website: www.learningmarket.org. The information in BKD webinars is presented by BKD professionals, but applying specific information to your situation requires careful consideration of facts & circumstances. Consult your BKD advisor before acting on any matters covered in these webinars. 40 20
Charles Allen Senior Managing Consultant 713.499.4629 callen@bkd.com 21