MBS Axapta V3.0 - Advanced Administration

Microsoft Navision Axapta V3.0 Advanced Administration

Microsoft Navision Axapta V3.0 Advanced Administration

NOTICE

This material is for informational purposes only. Microsoft Business Solutions ApS disclaims all warranties and conditions with regard to use of the material for other purposes. Microsoft Business Solutions ApS shall not, at any time, be liable for any special, direct, indirect or consequential damages, whether in an action of contract, negligence or other action arising out of or in connection with the use or performance of the material. This material is subject to change without notice.

According to Danish copyright legislation it is against the law to reproduce any part of this material in any form or by any means without the permission of Microsoft Business Solutions ApS.

The software described is supplied under license and must be used and copied in accordance with the enclosed license terms and conditions.

COPYRIGHT NOTICE

Copyright 2002 Microsoft Business Solutions ApS, Frydenlunds Allé 6, 2950 Vedbaek, Denmark. All rights reserved.

TRADEMARKS

The trademarks referenced herein and marked with either TM or are either trademarks or registered trademarks of Navision a/s or Navision Development a/s. However, the trademarks Microsoft, Windows, Windows NT, SQL Server and BackOffice are either registered trademarks or trademarks of Microsoft Corporation in the United States and/or other countries.

Any rights not expressly granted herein are reserved.

The trademarks of Navision a/s and Navision Development a/s are listed on this Web site: http://trademarks.navision.com/

The Arial font was used.

Published by Microsoft Business Solutions ApS.

Published in Denmark 2002.

TABLE OF CONTENTS

LESSON 1.

CASE INTRODUCTION 1-1

1.1 Description of the case company 1-1

1.2 Presentation of tasks 1-2

LESSON 2.

DOMAINS 2-1

2.1 Introduction 2-2

2.2 Exercises 2-3

LESSON 3.

SECURITY 3-1

3.1 Introduction 3-2

3.2 Exercises 3-3

3.3 Row level security 3-6

LESSON 4.

DOCUMENT MANAGEMENT 4-1

4.1 The purpose of document Management 4-2

4.2 Setting up document Management 4-4

4.3 Word templates 4-6

4.4 Document types 4-7

4.5 Document handling overview 4-11

4.6 Exercises 4-12

LESSON 5.

IMPORT AND EXPORT 5-1

5.1 Standard export import 5-2

5.2 Importing from Excel 5-4

5.3 Additional job aid 5-6

5.4 Exercises 5-9

LESSON 6.

BATCH JOBS 6-1

6.1 The purpose of batch jobs 6-2

6.2 Individual reports and jobs 6-3

6.3 Batch journals 6-6

6.4 Adding reports to the available jobs 6-8

6.5 Exercises 6-10

LESSON 7.

DATABASE LOGGING 7-1

7.1 The purpose of the log system 7-2

7.2 Database Log 7-4

7.3 Job Aids 7-5

7.4 Exercises 7-7

LESSON 8.

REPORT WIZARD 8-1

8.1 Using the report wizard 8-2

8.2 The report structure 8-5

8.3 Synchronization 8-6

8.4 Exercises 8-9

LESSON 9.

USER SETUP 9-1

9.1 User setup on forms 9-2

9.2 Creating user menus 9-4

LESSON 10.

TEST 10-1

10.1 Test Scenarios 10-2

LESSON 11.

ASP ADMINISTRATION 11-1

11.1 Purpose and concept 11-2

11.2 Templates 11-3

11.3 Creating ASP clients 11-6

11.4 Administration tasks 11-8

11.5 Reports and periodic tasks 11-10

LESSON 12.

OLAP 12-1

12.1 What is OLAP? 12-2

12.2 Setting up OLAP 12-5

12.3 Creating cubes 12-7

12.4 Job Aids for the Cube Definitions form 12-11

12.5 Cube viewing using pivot tables 12-14

12.6 Exercises 12-16

APPENDIX A.

DOMAINS I

12.7 General setup guidelines II

12.8 Enabling country specific functionality III

12.9 Exercise solutions V

APPENDIX B.

DOCUMENT MANAGEMENT I

12.10 Exercise solutions II

APPENDIX C.

IMPORT AND EXPORT I


APPENDIX D.

BATCH JOBS I


APPENDIX E.

DATABASE LOGGING I


APPENDIX F.

USER SETUP I


AX-300-ILT-019-v01.00-ENUS

Lesson 1.

Case Introduction

The purpose of this lesson is to familiarize the learner with the scenario that he will be working within during the full course.

At the end of this lesson, you are expected to be able to:

Define the tasks presented in the case company

Case Introduction 1-1

1.1 DESCRIPTION OF THE CASE COMPANY

The demo data used in this course is the standard Light Company demo data for Microsoft Navision Axapta version 3.0.

Refer to the document The Light Company for details about the company setup.

Case Introduction 1-2

1.2 PRESENTATION OF TASKS

The Light Company has decided to start up a new production line in the US containing lamps designed to build into the ceiling. A new sales group in the US supports the new product line. At the same time the HR department is extended in HQ, as the workload has increased during the last year. It has also been decided to use some of the Axapta functionality not previously used because the company is growing. This includes for example the document management functionality, the batch system, and the logging functionality.

You are a consultant called in to help the company implement the changes in Axapta.

Finally the light company is planning to move into the ASP market. The Light Company has a number of small partners helping them marketing and selling their products. They want to provide Axapta for these partners you are asked to prepare the system for this.

The following lessons in this course will take you through all the tasks.

AX-300-ILT-020-v01.00-ENUS

Lesson 2.

Domains


Set up domains

Attach company accounts to domains and give them the correct country specific functionality

Domains 2-2

2.1 INTRODUCTION

In the Setup and Installation Essentials online course you were presented with the concept of domains and company accounts in Microsoft Navision Axapta, and you completed a few exercises. As the course is a prerequisite to this course, this lesson will not include any presentation or explanations. You are expected to be able to complete the following exercises.

Domains 2-3

2.2 EXERCISES

Exercise 1 Create domains

Create the following domains:

Nordic

Atlantic

ASP

Exercise 2 Create company accounts

Create the following company accounts:

Light Company US

Light Company SE

Attach the DK (demo data company HQ) and the SE Company to the Nordic domain, and the US Company to the Atlantic domain.

The ASP domain is for ASP clients. This topic is covered in lesson 11.

Exercise 3 Enable country specific functionality (discussion exercise)

In the setup presented to you in the classroom, the country specific functionality for the three relevant countries is enabled for the full installation. This means that all three countries have access to their own country specific functionality and the other two country’s country specific functionality.

This is not the optimal solution; as each country should only be able to see the country specific functionality relevant to that country.

Domains 2-4

The instructor will, in this exercise, lead the group in a discussion on how the optimal solution could be set up.

AX-300-ILT-021-v01.00-ENUS

Lesson 3.

Security

The purpose of this lesson is to make the learner understand that the most important task when setting up permissions and restrictions is that of organizing the users correctly and deciding to what they need access.

At the end of this lesson you are expected to be able to:

Organize a business area (a department) in relevant user groups

Create user groups

Set up security profiles

Understand the concept of security keys and table restrictions.

Apply the relevant user rights to the user groups

Understand the concept of row level security

Security 3-2

3.1 INTRODUCTION

In the Setup and Installation Essentials online course, you were presented with the concepts of users, user groups, and user group permissions in Microsoft Navision Axapta, and you completed a few exercises. As the course is a prerequisite to this course, this lesson will not include any presentation or explanations for these concepts. The concept of row level security is however a new one and this lesson will provide you with the presentations and explanations needed to complete the exercises related to this concept.

First you are expected to be able to complete the following exercises.

Security 3-3

3.2 EXERCISES

Example

A department typically consists of several different roles. In for example the HR department the following job profiles could be employed:

· HR Manager

· HR Consultant

· Secretary

· Organizational Consultant

These profiles must be organized in groups and have access to both some common and some different application features.

Exercise 1 Organize user groups

The Sales department in US and the HR department in DK (HQ) are specified as the two business areas that you need to organize and set up user rights for. Start by creating the relevant user groups matching the roles in the departments. You should create 3 user groups for the Sales department, and 2 user groups for the HR department. Start by making a sketch on paper. Hint: See suggestion later in this lesson.

Exercise 2 Consider access rights

Specify on the same paper which part of the application to which each user group needs access. Look in the Main menu to get a functionality structure. Take into considerations that there are different domains.

Security 3-4

Suggestion

User group name Domain name Needs access to

Marketing consultant Atlantic Inventory Management (view)

Setup (no access)

Alternative item descriptions (create)

Notes (create)

Sales consultant Atlantic Sales order (full control) Free text invoice (full control)

Document Management (full control)

Customer table (edit rights to address and contact person)

(View rights to account number and zip codes)

Sales manager Atlantic General Ledger – Sales order lines including...(full control)

Accounts receivable - Commission (edit)

Inventory Management – Items (view) – Inventory module parameters (no access) – Transactions (view) – BOM (view)

Creating user menus

HR manager Nordic Employees

General Ledger - Ledger budget (full control) - Budget model (full control)

HR assistant Nordic Employees

Security 3-5

Exercise 3 Set up in Axapta

Create the user groups, and set up the permissions.

Exercise 4 Set up table restrictions

It is very important that the users in the sales department – except for the Sales manager - do not have any access to the information in the Posting information (Posting profile, Settlement type, and Number sequence group) in the Sales table, and only view access to the information in the Credit limit field of the Customer table. Make sure that this is set up.

Exercise 5 Set up form control restrictions

The HR Manager decided that the HR assistants might not be able to see the transactions button on the Employee form. Make sure that this is set up.

Security 3-6

3.3 ROW LEVEL SECURITY

For each combination of company, user group, and table, a query can be set up, limiting data access for the specific combination. Row level security is set up from the Administration tab of the Main menu, under Setup, then Security, and Row level security.

Limited access to customers

Specify that a certain user group within a company only has access to see customer numbers from 1000 to 4999.

Setting up row level security

When you create a new record in the Row level security form, a wizard guides you through the selection of one user group and of one or more tables.

A record is generated in the form per table. In the screenshot above, only the Item table has been selected.

When you created the records you must click the Query button to set up ranges. This procedure is repeated per record.

Exercise 6 Set up row level security

The Sales assistants in the US Company must only have access to see the items sold on the American market. All items are registered in one items table shared between all the companies. The American items have the numbers: P-Bulbs 40 E - Pend-110. Use the row level security functionality to set this up.

AX-300-ILT-022-v01.00-ENUS

Lesson 4.

Document Management

The purpose of this lesson is to explore the possibilities when using the document management system in Microsoft Navision Axapta.

At the end of this lesson participants should be able to:

Create letters and attach files via the document management functionality

Create a Word template to use for mail merging with Axapta

Create new document types

Understand the use of different file locations

Understand the use of the relevant parameters

Document Management 4-2

4.1 THE PURPOSE OF DOCUMENT MANAGEMENT

The document management system in Axapta enables you to create documents, which you attach to different records, for example customers, vendors, or inventory transactions.

You can create 4 types of documents:

∙ Note

∙ File

∙ Document in MS Word containing data transferred from Axapta

∙ Spreadsheet in MS Excel containing data transferred from Axapta

You can transfer for example address information, credit information, and method of payment, etc. And also record centrally which documents each customer has received.


New set of rules

The sales department is about to send out a letter to all the customers in California informing them of a new set of rules that have been implemented in Light Company Inc. Instead of writing the customer information on each letter, the department chooses to merge the customer information already stored in Axapta with the letters created in Word. The department uses the document management functionality for this purpose.

With the document Management function you can create an unlimited number of Word templates with codes specifying which field names from Axapta tables are to be inserted.

To make Document Management function you must setup parameters and document types in Axapta as well as templates in MS Word. Apart from this you must add the relevant tables to the document management system, and be able to use the Document handling overview.


4.2 SETTING UP DOCUMENT MANAGEMENT

Active document tables

In the Active document tables form, located under the Document management folder under the Setup folder on the Basic tab of the Main menu, you must add tables that should be available for document handling.

Select the Always enabled check box to allow edit of attached documents after update of, for example, lines in a Sales Order Journal.

Note

When coming from a previous version of Axapta, click the Update button to have the system check all tables that have used document handling before. These tables will automatically be inserted.

Parameters

All documents created via the document management functionality will automatically get a name consisting of a number from a number sequence, and will be saved in a file library in the operating system. Information from these two sources is attached on the Number sequence tab of the Parameters form.

You must create a directory in the operating system where Axapta can archive the documents you create. The Archive directory is specified on the General tab of the Parameters form.


Note

It is a good idea to create a directory for each company you have, then you always know where the documents come from.

The individual documents you create are automatically assigned a number from a number sequence. If you use the standard number sequence, the documents will be called 1.doc, 2.doc, 3.doc, etc.

To adjust the document management setup to each company, we recommend that you create your own number sequences.

Number sequence formats

You have two companies: Sweden and Denmark. You create a number sequence with the format SE########, and a number sequence with the format DK########. Assign them in the respective companies to the Document file counter reference. In this way you know immediately from which company a document originates.


4.3 WORD TEMPLATES

When you transfer data to MS Word you can do it directly to an empty document, or to a document created via a document template in MS Word.

Creating templates in MS Word

You create a template in Word by opening a new document and entering the text you want to include in the document. The text could for example be composed of a welcome letter to new customers.

To insert the data from Axapta at the correct places in the template, you must insert a bookmark for each field value you want to transfer. (Corresponding bookmarks must be inserted in the document types in Axapta).

When the template is finished you must save it as a .dot file. The templates you create are by default stored in the general template library in Word, but you can choose to save templates anywhere you want.

In Word you can create the bookmarks as fields or locations:

Fields Insert from the Forms menu

Locations Insert from Insert/Bookmark


4.4 DOCUMENT TYPES

When you attach documents to records in Axapta, you do it by using document types. There are various options: you can choose to attach a note, enclose a file, or transfer data to MS Word or MS Excel.

The document types to notes and files are already created in the system, but you have to create the document types you want to use for transfer of data to MS Word or MS Excel.

Consider the document types as templates with a fixed setup of tables and fields from where data is to be transferred. You can for example have one document type for transferring data from the Customer table and another one for the Items table.

You can also create documents that can transfer data from more than one table at once.

Note

You can create the document types first or you can create the word templates first. The order is up to you.

The Document types form

In the Document types form, located in the Document Management folder under the Setup folder on the Basic tab of the Main menu, you create the individual document types and attach job types. Click the Options button on the form to open the Setup form in which you specify which tables this document type can be started from, and the tables from which data is drawn.


Job types

As you can see, 3 of the job types transfer data to Word or Excel while the 2 last ones enclose notes or files.

Creating document types

When creating a new document type you must enter the following information:

Field Description

Type ID for the document type, for example: Letter or Contract (Max 10 characters). The types Note and File are created by default. Notes as well as files can be used for all records in all tables.

Name For example Welcome letter, or Standard contract.

Job description Select the Type of job (see figure of 5 job types above) you want to use for the document.

Group You must divide your document types into 5 groups: Note, File, Image, Document, or Worksheet. You can use the field as a filter for your document types. Right-click the field and select Filter to see only the document types of in this specific group.

Check table

On the General tab of the Document types form there is a checkbox called Check table. If you select this checkbox, the document type can


only be activated from forms attached to the tables you specify via the Options form.

Note

The standard document types File and Note do not have a checkmark in this field by default.

Check table

You created a new document type with the Id Stdletter. This document type must transfer data from the Customer table to Word.

From the Options button on the Document type form, you specify that the Stdletter document type can be called from forms attached to the Customer table.

By selecting the checkbox Check table, you specify that Stdletter only can be activated in the Document handling form from forms attached to the Customer table.

If you do not select the checkbox, the document type can be activated from all other forms as well.

Setting up tables and fields

In the Setup form, activated by the Options button on the Document types form, you set up the relations between your document types, the tables and forms they can be activated from, and the tables and fields from where you want to transfer data.

Note

You set up the details per document type. Select the relevant document type, and click the Options button.


On the Overview tab, you specify the tables to which document references can be created for the current document type. From the Edit button you can open the attached template file directly.

On the General tab, you specify the Axapta tables and fields from where data should be transferred. You must also manually specify the name of the bookmark used in the Word template for this specific value. You do not have to use a Word template with bookmarks; you can transfer data directly to empty Word documents. In that case you do not specify a bookmark name, and the field values will be transferred one by one in the order you set up.

Note

You can transfer information from tables other than the ones listed on the Overview tab. The listed tables must merely be related to this/these tables.


4.5 DOCUMENT HANDLING OVERVIEW

The picture below shows such an overview. Document handling is activated either via the menu Command\Document handling, the menu

Tools\Document handling, or the icon on the toolbar can be used directly. This icon will be marked if notes or documents exist on the item in question.

In the form, you see all the records attached to the selected record in the active form.

The overview will show both created documents and notes if the Show references only field is not checked.

From this form you can

∙ Show and create notes

∙ Show and create documents

∙ Edit and print existing documents

∙ Join existing document references with other references

Activate per user

You can activate the Document overview (the Document handling form) per user. You do that from the General tab of the Options form (activated from the Tools menu in Axapta). Select the checkbox Document handling active.

Select also the Update toolbar line button to make sure that the Document handling icon will indicate that a note or document is attached to a specific record when the record is selected.


4.6 EXERCISES

Exercise 1 Creating an archive directory

Create a new archive directory called Documents. Create the directory in the Axapta client directory on your local machine.

Assign the archive directory in the relevant parameter.

Exercise 2 Document as note

You want to write help text for a specific record. Use the document management system to do this.

Locate the account number 42310 in the Chart of accounts. Insert the following text as a note:

“Account number 42310 is only used for lamps sold to companies without a trade agreement.”

Finally control that the document management icon is emphasized indicating that a note exists.

Exercise 3 Document containing information from one table

Your task is to create a document for a sales campaign. You have to get information about the name and address of the customer.

This means that you are getting information from one table only, the customer table.

Create a letter template for the sales campaign in MS Word. Use the


document name: C:\Axapta client\Documents\SalesCampaign.dot. The template must comply with the following details:

Create the following new document type in Axapta:

Type Name Job description Group

Campaign Sales Campaign Create Word document via COM

Document

Specify the template file created in MS Word, and then link the table/field information from Axapta to the bookmarks in the template.

Test by selecting a customer and creating a new document of the type Campaign.

Exercise 4 Document containing information from one table (extra)

Create a document type that can be sent to a vendor. The document type must tell the vendors that they, from this day on, must deliver all items at the new item reception located in port 5.

Bookmark ‘Name’

Bookmark ‘Address’

Sales campaign Because autumn is near and the days are getting shorter, we offer you a number of selected lamps to a very special price. Best regards Niffer Climbale


Follow the same flow as you did in the previous exercise, but get the information from the Vendor table instead of the Customer table.

Exercise 5 Document containing information from more than one table

Your task is to create a document containing information to customers regarding their payment terms.

You must draw information about the customers name and his payment terms from Axapta. This information is stored in 3 different tables.

Create a letter template for the customer payment information in MS Word. Use the document name: C:\Axapta client\Documents\Payment.dot. The template must comply with the following details:

Create the following new document type in Axapta:


Payment Payment terms Create Word document via COM

Document

Bookmark ‘Name’

Bookmark ‘Address’

Payment terms We are glad to inform you that your company is created with the following payment terms: .

Best regards Niffer Climbale

Bookmark ‘Payment’

Bookmark ‘Company’


Specify the template file created in MS Word, and then link the table/field information from Axapta to the bookmarks in the template.

Table Fields Bookmark

CustTable Name, Address Name, Address

Payment Description Payment

CompanyInfo Name Company

Test by selecting a customer and creating a new document of the type Payment.

Note

Check if the data structure is OK. The customer you use must have payment terms set up...

AX-300-ILT-023-v01.00-ENUS

Lesson 5.

Import and Export


Perform standard export and import from and to Microsoft Navision Axapta

Import and Export transaction records

Import and Export open journals

Import and Export 5-2

5.1 STANDARD EXPORT IMPORT

Standard export and import is always performed using definition groups. Definition groups contain definitions of the tables and fields that are to be imported or exported.

Creating definition groups

When you press Ctrl+N to create a new definition group in the Definition groups form located under Data export/import in the Periodic folder on the Administration tab of the Main menu, a new form will appear.

The form is called Create table definition group and contains two tabs on which you specify the details of the definition group. You can use the Clear button to clear all the fields on the tabs in one go, and the Default button to set the most common selections in one go. You can also set the fields manually.

When you press the OK button, the definition group is created and you are back in the Definition groups form.

There are three types of definition groups:

Type Description

Standard Use this type when you want to export data from Axapta to be imported to another Axapta, or when you want to import data to Axapta, exported directly from another Axapta. See next section about export files (DEF and DAT)

Custom Use this type when you want to import/export to a format other than the standard Axapta format. See lesson 2.5 in the Setup and Installation Essentials online course.

Excel import Use this type when you want to import data from Excel. See part 1.2 of this lesson.

You set the type when you create the definition group, or in the Type field in the Definition groups form after it is created.

After you created a Standard definition group, you must specify which tables you want to include in the group. You do this by activating the Table setup button on the Definition groups form. From here you select the relevant tables one by one. If you want to export/import only selected parts


of a table, use the Criterion button to set up a query.

Export

You can start export from two different locations:

1. Using the Export button directly from the Definition groups form

2. Using the Export job located under Data export/import in the Periodic folder on the Administration tab of the Main menu.

When you export from Axapta, two files are automatically generated; a data file .DAT and a definition file .DEF. The files have the same file name, and contain the data from the export and the definition of the exported tables respectively.

Import

You can start import from two different locations:

1. Using the Import button directly from the Definition groups form

2. Using the Import job located under Data export/import in the Periodic folder on the Administration tab of the Main menu


5.2 IMPORTING FROM EXCEL

There are two steps involved when importing data from MS Excel. The first step is to complete a wizard; the second step is to create a definition group of a certain type. The process is described in the following sections.

The Template wizard

This wizard located under Excel style sheets in the Periodic folder on the Administration tab of the Main menu, helps you create one or more templates in an empty Excel workbook. A prerequisite is that you have created the Excel workbook before you start working in Axapta. In the wizard you are asked to specify one or more tables, which are transferred to templates in the Excel workbook. One spreadsheet is created per table. The fields in the tables are transferred to headings to the individual columns in the spreadsheets.

When you have completed the wizard, you can open the spreadsheet, insert data and manipulate this data in Excel.

Note

You can choose to create a definition group automatically on one of the steps in the wizard.

If you do this you do not have to create one later. The definition group will get the name of the Excel workbook you use.

Creating a definition group

In the Definition groups form, create a new definition group of the type Excel import.

Click the Table setup button to select the tables to which data should be imported.

In the Import file name field, specify the name of the Excel workbook you created using the Template wizard.

To complete the import, just click the Import button.

Procedure

These are the four steps you must go through to import data from Excel:


1. Create and name an empty Excel workbook.

2. Run the Template wizard.

3. Fill the spreadsheets in the Excel workbook with the relevant data.

4. Import the data using a definition group of the type: Excel import.


5.3 ADDITIONAL JOB AID

Creating a new database in the SQL Enterprise Manager

Open the Enterprise Manager from the MS SQL server folder. Expand the nodes to the level shown in the screen shot below:

Right click the Databases node and select New database.


In the Name field you just fill in the name AXTest and then click OK.

Adding a user to the database

You already use the BMSSA user for the existing database, and it is sufficient to use this user for the AXTest database as well.

Expand the AXTest node, right click the Users node and select New database user.

In the Login name field, click the arrow to see a list of available users. Select BMSSA from this list. The user should be in both the Public and the Owner group.



5.4 EXERCISES

Exercise 1 Exporting a complete company

Your task is to export the full Light Company from one database and import it to another database.

Step 1: Start by creating the new database in the SQL Enterprise manager. Call the new database AXTest, and assign the same user as you have in the old database. (See the Job Aid for step-by-step instructions)

Step 2: Now export the full Light Company to a local directory. Create a new definition group called All, and use this group for the export.

Step 3: In the Configuration Utility, change the database to AXTest. Open Axapta again using the new configuration and create a new company called New.

Step 4: Import the data into the new company.

Exercise 2 Exporting individual tables

Your task is to export a number of individual tables using definition groups. The tables are listed below:

∙ Currency

∙ ExchRates

∙ LedgerTable

∙ LedgerTableInterval

∙ TransactionTxt

∙ ZipCode

∙ Dimensions


Create a definition group with the ID HQT, and the name HQTables. Export the tables to a local directory of your choice.

Open the definition file to look at the content.

Exercise 3 Importing from a spreadsheet using the Template wizard

Your company receives a new spreadsheet every day containing the new exchange rates.

Your task is to import these data to Axapta.

Start by creating a new Workbook in Excel, and then run the Template wizard.

You must manually enter the following data in the spreadsheet:

FromDate ExchRate ToDate CurrencyCode

dd.mm.yyyy 800 EUR

dd.mm.yyyy 10 GBP

dd.mm.yyyy 90 NOK

Create a definition group called: Cur and set up the necessary information to import from Excel. Check that the data is imported correctly.

AX-300-ILT-024-v01.00-ENUS

Lesson 6.

Batch Jobs

Typically, a company will setup certain processes to be run automatically on a periodical basis; this is referred to as setting up batch jobs. The purpose of this lesson is for the learner to practice in this setup.


Create a batch journal

Create batch groups and jobs

Execute batch jobs

Understand how to read the Batch list form

Batch Jobs 6-2

6.1 THE PURPOSE OF BATCH JOBS

The purpose of batch jobs is to be able to order a job to run at a later time and perhaps even repeat it a number of times within a given time interval. This may be an advantage for time- and resource-demanding jobs which are not suitable to be run within normal working hours, or which can be run on another machine during the day. You use the batch system in two ways:

Individual reports and jobs

Many system dialog boxes have a tab page marked Batch. The purpose of this tab page is to enter the job (to which the dialog box is attached) in a batch queue rather than running it ‘on the fly’. When you use this button, a new dialog box appears where the user can specify the time of running the job, a group ID, etc.

Batch journals

You can also create a set of batch journals containing one or more batch jobs. You can then place the journal in a queue and run it simultaneously with batch jobs ordered under each module. For jobs run via batch journals, you can fill in the dialog box when you place the job in the queue.

Batch Jobs 6-3

6.2 INDIVIDUAL REPORTS AND JOBS

Most, but not all, reports and jobs can be executed as batch jobs.

It is easy to see if a report can be executed as a batch job as the dialog for activating the object has a tab page called Batch on which you can set up the batch process:

If you want the batch job to be executed several times, you activate the Recurrence button to set up a time interval.

Batch Jobs 6-4

Batch Groups

Before a batch job can be used, it is necessary to go to the Batch groups form located in the Batch folder under the Setup folder on the Basic tab of the Main menu. Here you can create one or more groups; depending on the number of batch servers you intend to attach to the system (the group ID of the job specifies the batch server on which the job is to be run).

The use of batch groups

You use the batch groups to divide your jobs into different units. Which units to use is up to the individual company. Below gives an idea of how you could group the jobs:

1. Jobs that are executed on certain computers.

2. Jobs that are very heavy on performance.

3. Jobs that are less heavy on performance.

4. Jobs that must be executed after work hours.

5. Jobs that belong to specific modules.

6. Jobs that are executed at certain intervals, for example once a week, or once a month.

The number of groups can also depend on how many batch servers you want to use.

Queues

In the Batch list form, located in the Inquiries folder on the Basic tab of the Main menu, you can see the queue of ordered batch jobs with group ID, time of ordering, time of execution, date, etc.

Each job in the batch queue has a status, which may be:

Status Explanation

Waiting The job is ready to be run (default status after ordering).

Batch Jobs 6-5

Withhold The user has temporarily suspended the job, which can be returned to “waiting” or be deleted at a later time.

Executing The job is being executed.

Error Error during execution, and the job was not executed successfully.

Ended The job has been executed successfully.

The use of status

You have a batch job with the status Waiting. This means that the job is set to be executed, and waiting for a vacant workstation.

The job is a report that is to be printed on pre-printed paper, and you have to change the paper in the printer before the report is printed.

You can now set the status to Withhold, which takes the job out of the queue temporarily. When the paper in the printer is changed, you reinsert the job in the queue by changing the status to Waiting.

Execution

The execution of batch jobs can be performed from the Processing dialog located in the Batch folder under the Periodic folder on the Basic tab of the Main menu. Open this dialog, and specify a group ID to execute only ordered jobs with the same group ID. Several machines can execute batch jobs at the same time. If so, each machine will run batch jobs with separate group IDs.

Batch Jobs 6-6

6.3 BATCH JOURNALS

You can use batch journals to set up one or more jobs, which the user wishes to run when appropriate, i.e. without fixed intervals or frequencies or without having to order the jobs individually.

Structure

A batch journal (journal name) is a job to be run by the batch process. A journal type is attached to the batch journal name. Gather the jobs to be run under the journal type.

Setup process:

∙ Only some jobs can be executed in journals

∙ In Journal types, you divide jobs into different groups/types

∙ In Journal names, you set up the final batch journals containing jobs to be executed in the setup order

∙ In Batch journal execution, you start a batch journal execution directly or set it to be executed in batch

Setup

Journal types and jobs

Create the journal types under Basic/Setup/Batch/Journal types, and then attach the desired batch jobs to the journal type. Every time you open the Journal types form, a search is started for jobs (classes) that can be executed via batch journals. When the classes are found you can pick and add from the list.

Batch Jobs 6-7

Journal names

Create the desired journals (journal names) under Basic/Setup/Batch/Journal names, and then attach a journal type to the journal name.

Execution

You can order a batch journal (journal name) under Basic/Periodic/Batch/Batch journal Execution as a batch job, i.e. it will be added to the ordinary batch queue. The Batch journal execution menu item activates a Microsoft Navision Axapta class, which can be started on your own workstation or on another workstation or server on the network. You specify the name of the journal you want to execute, and by activating the Jobs button you can see a list of the jobs included in this journal.

When you order the journal name, you must attach it to a batch group, which is used as control to specify on which computer the job is to be run.

Individual jobs compared to batch journals

Batch Jobs 6-8

6.4 ADDING REPORTS TO THE AVAILABLE JOBS

You cannot, as standard, execute reports via batch journals. The reports are not included in the search for classes (in the Journal types form).

If you want to do it anyway, you have to modify a method on the class controlling the specific report. The following section is a job aid for that procedure.

CanGoBatchJournal

Step 1: You find the class related to a specific report by locating the relevant report in the Main menu structure. When you find it here, you will find it at a corresponding place in the AOT. The properties for the report will show the MenuItemName:

Step 2: You now know the type and the name of the menu item, which means you can locate the menu item under the relevant menu items node in the AOT. The properties for the menu item will show you the relevant class name:

Batch Jobs 6-9

Step 3: You can now locate the class in the AOT. When you have found the class, you right-click it and select Override method. This will give you a long list of methods that this class inherits from other classes.

Step4: Find the canGoBatchJournal method and open it by clicking it.

Step 5: Change the variable ret = super(); to ret = true;. Thereby you override the default setting of the variable inherited from a higher class.

Batch Jobs 6-10

6.5 EXERCISES

Exercise 1 Create batch groups

Create the following batch groups:

Group Description

SecondFloor Jobs on second floor

Finance Finance jobs

Exercise 2 Batch Overview and execution

∙ Setup the collection letter job to be executed in batch and set the date to today (include everything). Use the batch group SecondFloor.

∙ Open the Batch list and check the information related to the job you set up before.

∙ Start the execution of the batch group SecondFloor

Exercise 3 Batch journals and execution

Create a new batch journal type called CustM. The journal type is for monthly customer job executions. Attach the following jobs:

∙ CustCollectionLetterPost

∙ CustCollectionLetterCreate

Batch Jobs 6-11

Now you must create a new batch journal name with the following specifics:

Journal name Journal type Name Batch

Customer CustM Monthly collection letter job

Run all Jobs

Set up batch journal lines for the journal name in the correct order:

∙ CustCollectionLetterCreate

∙ CustCollectionLetterPost

Set the batch journal to be executed in batch.

Go to the Batch-list and check the details.

Start the execution of the SecondFloor batch group.

Go back to the Batch-list and check the details.

Exercise 4 Setting up invoice posting as batch

Light Company Inc. decided to run certain business processes in batch during the night in order to not slow down performance during the day. This goes for posting of invoices. Your task is to set this up in Axapta.

Step 1: Create a batch group called S_In

Step 2: Insert the batch job in the batch queue by setting the sales update called Invoice to run in batch

Step 3: Execute the job

Alternately you set up the Invoice update to recur every day starting at 8 pm.

Hint: Use the Recurrence button on the Batch list form.

Batch Jobs 6-12

Exercise 5 Adding reports to the search

Add the following reports to the search performed when opening the Journal types form:

∙ Customer Balance list

∙ Customer Account Statement

∙ Interest Note

AX-300-ILT-025-v01.00-ENUS

Lesson 7.

Database logging

The purpose of this lesson is to familiarize the learner with using the user log to detect, for example, inappropriate use of the system.


Know the purpose of the Axapta log system.

Set up and use the Axapta log system.

Add specific fields or tables to the log system

Set up which changes should be logged

Understand the results you get from the log

Database logging 7-2

7.1 THE PURPOSE OF THE LOG SYSTEM

The purpose of a log system is to register error messages, if any, or changes to the table contents in a file. Error messages will be filed in a log file. It will often be appropriate to register the changes occurring in your system. It will then be easier to track changes, if any, in the system setup. Changes in the posting setup or the parameter setup may influence the operation of the system dramatically.

In Microsoft Navision Axapta, you can define which tables and fields you want to create a log file for as a company. Each table and all fields must be defined in the log system.

The use of Axapta's log system can be divided into two parts: definition and result.

Definition of the log system Result of the log setup

Use the definition wizard to define all the tables to be included in the log system.

Overview showing the changes to the system and when they occurred.

The overview of the tables entered into the log system appears in the Database log form located under the Setup folder on the Administration tab of the Main menu. The definition of which tables and fields are to enter into the log system is created with a wizard. Activate this wizard by pressing CTRL+N in the Database log form.

In this wizard you can choose tables as the general level or individual fields. If you do not select the entire table, only the selected fields will be included. If you select the entire table, all fields will be included. The wizard also asks you to specify for which domains you wish to register changes. This means that you can differentiate the log system based on the domain structure.

Define in the wizard when and how many changes you wish to register. You can have changes registered when data is inserted/updated or deleted.

Note that if you choose only to update, data can be inserted and deleted without it being registered in the log.


New tables can be removed from or added to the log system at any time.

Remove a table by deleting the record in the Database log form.


7.2 DATABASE LOG

When the tables have been defined in the wizard, all future changes will be listed in the Database log form, located under Inquiries on the Administration tab of the Main menu.

The tables changed will be listed on the Overview tab, which also contains information about who changed the table in question, and when.

A special icon will mark each changed field.

The log contains an item for each change in the selected tables. You can see a specification of each field on the History tab.

You can clean up the log registries using the button Clean up log. As a result of this cleanup, all log registries will be deleted.


7.3 JOB AIDS

Setup of log system

Function Procedure Keystroke

Path Administrator \ Setup \ Database log

Setup The form Database log appears, in which you specify the tables and fields which should be logged

Add Use the standard add new record icon or the keystroke

CTRL+N

The button starts the Logging database changes wizard, where you will specify the following:

Domains Set mark

Tables and fields Set mark

Change types (insert, update, delete)

Set mark

Remove You can delete (remove) lines in the standard way using the icon in the toolbar or the keystroke.

ALT+F9


Display of log entries

Function Procedure Keystroke

Path Administrator / Inquiries / Database log

View You are in the Database log form, from where you can see what changes to the tables and fields have been performed.

On the Overview tab you can see all changed items and you can see item details on the History tab.

Cleanup You can clean up and delete items in the log.

The Cleanup log button

Refresh Refresh the log if you want to be certain that all changes are in the view.

The Refresh button


7.4 EXERCISES

Exercise 1 Logging on tables (Currency)

The purpose of this exercise is to log everything that happens in complete tables.

It is very important that no one adds or changes the currencies at inconvenient times. Therefore you must set up logging of the tables that deal with currency.

Set up the logging of the Currency table in all domains.

You must register logging for all three options (insert, update, delete).

Test if the logging works by opening the Exchange rates form located under the Setup folder on the General ledger tab of the Main menu, and creating a new currency.

Check the changes in the database log.

Exercise 2 Logging on fields (Exchange rates)

The purpose of this exercise is to log everything that happens in individual fields in tables.

Bookkeeping in your company wants a log to be created every time specific fields in the exchange rate table are changed.

Logging is to be performed only for these fields.

Set up logging of fields in the exchange rates table as outlined in the table below:


Domain Table Field

Atlantic ExchRates CurrencyCode

FromDate

ExchRate

Nordic ExchRates CurrencyCode

FromDate

ExchRate

Test if the logging works by opening the Exchange rates form and changing one or more currencies.

Check the changes in the database log.

AX-300-ILT-026-v01.00-ENUS

Lesson 8.

Report Wizard


Create reports using the report wizard

Create reports for display on the Internet using the publish manager

Understand the difference between reports drawing on synchronized and not synchronized tables

Add the report to a menu

Understand the structure of the report when it is displayed in the AOT

Report Wizard 8-2

8.1 USING THE REPORT WIZARD

The report wizard is a tool that allows you to create reports based on one or more specific tables in Microsoft Navision Axapta. You select the tables yourself, and you also define the layout, fields and, of course, ranges and sorting. The report has even more flexibility and customization options than the auto report, and the major advantage of the report wizard is that it allows you to work with synchronized tables.

You open the Report wizard from the Tools menu by selecting Development, then Wizards and finally Report wizard. This wizard contains a number of steps. Some of the steps contain a mandatory setup, while other steps contain an optional setup. The optional setup details have default values that are used if nothing else is specified.

Note

It is possible to create reports without using the report wizard. You do that directly in the AOT.

Steps in the wizard

On most steps (table and field selection excluded), default settings are specified automatically. You can choose to just keep these settings, or change them to something else.

Step Description

Show system names Select this option if you want to see table and field names as they are used in the AOT. If you do not select the option, label names will be used instead.

Report name Specify a name for your report to replace the auto-generated name. Also specify a caption, meaning a heading to be printed on the report. Finally specify if you want to create a label for the report, and if so a label file.

Report Wizard 8-3

Select tables Select the tables you want to use as data sources for the report. To synchronize two tables, drag the latter and drop it on the first.

Select fields For each table you have selected you must specify the fields from which you want information in the report.

Specify summation If any of the fields contains values as amounts, you can choose to display totals for these values.

Specify sort order Specify which field/s should be decisive for the order of sorting in the report content. Also specify if the sort order should be ascending or descending.

Specify sub headings For each sorting field specified on the previous step in the wizard, you can choose to display a sub heading on the report. In the wizard you see a graphical preview of the selections you made.

Specify group totals For each sorting field specified on the earlier step in the wizard, you can choose to display group totals (these totals will be calculated on the base of the summation details set up earlier in the wizard.

Specify range Specify the fields that should be suggested when a user wants to set up ranges.

Choose layout Choose between the available report templates. For more information on how to make new report templates, refer to the Report adjustments online course.

Preview It is recommended that you preview the report before you finish the wizard, as you cannot open the report again in

Report Wizard 8-4

the wizard after finishing. For more information see the next section: Options in this lesson.

Add report to existing menu Select the Add report... option to get a list of the available reports and to insert your new report in one of them. If you do not add the report to a menu now, it will be saved in the AOT from where you must manually add it to a menu using a menu item.

Options

It is possible to adjust the settings specified in the Report wizard before the report is saved. On the Preview tab in the Report wizard you click the Preview button to access these settings, and the Report design form will appear. On the Sorting tab you can overwrite the sorting specified during earlier steps in the wizard. You can for example add more sorting fields (Ctrl+N) and/or choose to use sub headings and group totals.

On the Print options tab, you specify a number of details that cannot be specified during earlier steps in the Report wizard. For example you can choose to print grand totals from this tab. This will give you totals on the fields for which you set up summation during the wizard.

Report Wizard 8-5

8.2 THE REPORT STRUCTURE

When you have finished the wizard, it is not possible to reopen the report in the Report wizard; you have to open it directly from the AOT. To do this you must first locate the report in the AOT under the Reports node. Then you can right-click the report and select Open – now the Report design form described above appears.

If you expand the report until you find the AutoDesignSpecs node, you will be able to customize the report even further. You can for example add new fields from the data source or you can adjust the properties. See the figure below for a model of the report structure:

A report consists of a query and a report design. In the query, it is specified from where data should be drawn. Each data source is a table, and if there are several data sources you use relations to specify how to select data. In the report design, it is specified how data should be displayed in the report. When you create reports using the report wizard, the report will have an auto design specification containing details regarding which fields to display.

Note

For more information about designing reports, refer to the Report adjustments online course.

Report Wizard 8-6

8.3 SYNCHRONIZATION

Synchronized tables

To synchronize tables means to relate them in a hierarchical way that makes the creation of a certain report output possible. Sometimes you need to create a report based on data not only from more than one table but also where the output on the table is the result of a certain combination of information from the tables. Therefore, you might need to relate the tables you have selected by using the drag-and-drop functionality.

Synchronizing tables

You want a report showing the customer transactions on each customer and the grand total of outstanding accounts. Instead of using the standard report Customer transactions where the currency is also shown, you want to create your own report showing exactly the information you need and nothing else. To make the report, you need data from the Customer table and from the Customer transactions table. In order to connect the transactions in the transactions table to the customers that they refer to, you have to synchronize them, and you have to do it in a certain way, as the Customer transactions table must be subordinated to the Customer table.

When they are synchronized, the report will be created in such a way that every time there is a new record in the Customer table, the Customer transactions table is searched for records relating to that customer. All the relevant transactions are then "placed" with the customer record.

Report Wizard 8-7

The red and blue lines in the figure above indicate that more than one transaction refer to the same customer. All transactions referring to customer 1 will be shown in the report with customer one, and so on. If you do not synchronize the tables but just select both of them and the relevant fields, you will get two separate lists - one from each table - with the records you have defined.

Below there is a screen shot of two reports where exactly the same tables and fields have been selected. In the first report, the tables are synchronized, and in the second, the tables have not been synchronized:

With synchronized tables

Report Wizard 8-8

Without synchronized tables

Note

Apart from the synchronization of tables, and the fact that you can select fields from different tables to add to your report, the principles for field selection, range specifications and sorting criteria are the same as in the auto report and the query tool.

Report Wizard 8-9

8.4 EXERCISES

Exercise 1 Report with one table and totals

Create a report based on the Customer table showing the credit limit, the amount, and the credit available.

You must set up totals on the amount, and the report should be printed with grand totals and no group totals. See below how the report should look.

Exercise 2 Report with two synchronized tables and totals

Create a report based on the tables: Customer table, and Customer transaction table. The report should include information about customer account, name, address from the Customer table, and Transaction date, voucher, invoice, and amount.

The Customer transaction table should be synchronized with the Customer table.

There should be totals on the amount. See below how the report should look:

Report Wizard 8-10

Exercise 3 Adjusting the report design (extra exercise)

Open the Customer account statement report design in the AOT and add the following fields from the data source CustTable.

Cellular phone Country

Change the following properties:

New Caption: Customer Account New Orientation: Portrait

Open the report again to see the changes.

AX-300-ILT-027-v01.00-ENUS

Lesson 9.

User Setup


Perform a user setup on forms

Create user menus for the user groups created during this course

User Setup 9-2

9.1 USER SETUP ON FORMS

Each form in Microsoft Navision Axapta can be set up to look different for different users. The user can do this and the user setup is only saved for the individual user.

Open any form and right-click the part of the form containing tabs, fields, and buttons (not on the blue and gray blank parts of the form). Then select setup and the User setup form will open.

In the User setup form you have a number of options:

∙ Adding/removing fields

∙ Moving controls around on the form

∙ Setting a number of properties for form elements

Exercise 1 Performing a user setup

Create a new user called Henry Raben (HER) and assign him to the HR assistant user group.

Log on as Henry Raben and open the Employees form.

Change the user setup according to the following details:

∙ The Employee initials must be the first field in the grid (instead of Employee name)

∙ The Hours item on the Transactions menu button must not be visible

∙ The Birthday field must be added to the Overview grid, as the third field in the row

Save the user setup with the name: Henry Raben


Create a new user called Sally Milton (SAM) and assign her to the Sales Manager user group.

User Setup 9-3

Log on as Sally Milton and open the Items form.

Change the user setup according to the following details:

∙ On the General tab move the Item name field from the Item field group to the Identification field group.

∙ Make sure that the Coverage group field is locked for editing

∙ Use the Skip functionality to make sure that the Sales price model field ion the Setup tab is skipped when using the Tab key to navigate in the form.

Save the user setup with the name: Sally Milton

User Setup 9-4

9.2 CREATING USER MENUS

In the Application Essentials online course you were presented with the concept of user menus in Axapta, and you completed a few exercises. As the course is a prerequisite to this course, this lesson will not include any presentation or explanations. You are expected to be able to complete the following exercises.

Exercise 3 Creating user menus

Create a user menu for Sally Milton according to the following descriptions:

∙ The menu must have 3 tabs: Finance, Vendor/Customer, Inventory

∙ The following functionality must be placed on the individual tabs:

Finance Vendor/Customer Inventory

Chart of accounts

Reports

Sales orders

Customers

Purchase orders

Vendors

Reports (AR and AP)

Items

Reports

Setup

Save the user menu as SAM and set this menu as start up menu for Sally Milton.

AX-300-ILT-029-v01.00-ENUS

Lesson 10.

Test

The purpose of this lesson is to test the setup made during the course. The lesson consists of a number of exercises. The result of the exercises will show if the setup has been performed correctly.

Test 10-2

10.1 TEST SCENARIOS

New sales consultant

A new sales consultant is hired in the US Light company. His name is Sid Corry and he should be a member of the Sales consultant group in the Atlantic domain. Create him.

His first task is to run a letter for a sales campaign based on the sales campaign letter created in the document management lesson. Log on as Sid Corry and send the letter to all customers.

Accessing the report wizard

The Sales Manager Sally Milton is very ambitious. She wants to create her own reports using the report wizard. Make sure she can do this. (Go to the user group permissions form and give her access).

Access rights for Mary Craig

Create the new user Mary Craig and assign her to the Marketing consultant group. Log on as Mary Craig and check that she has access to the correct functionality.

Testing the log setup

Log on as Sally Milton and add a new currency to the existing ones. Then log on as administrator and check if the insert has been logged as you set up it should be in a previous lesson.

Alternative item descriptions

The company decided to run a new campaign in the US under which the item P-Lamp shade 30 should have a new item description for the EN-US language.

Log on as Mary Craig and create the new item description. Use the following text: “This item is extremely well tested”.

Test 10-3

Editing employee information

Create the new user Harry Asbank and assign him to the HR assistant user group.

Log on as Harry Asbank and change the address for Tina Gold from 550 University Ave. Atlanta, GA 30331 to 560 University Ave. Atlanta, GA 30331

DocID: AX-300-IPO-001-v01.00-ENUS

Lesson 11.

ASP Administration


Understand the concept and purpose of the ASP Administration module

Know what a Client template is

Know how to Create, Maintain, Charge, and Terminate ASP clients (the ASP Administrator tasks)

Know about the relevant report facilities

ASP Administration 11-2

11.1 PURPOSE AND CONCEPT

The ASP Administration module is developed to make it easier for Application Service Providers to offer Microsoft Navision Axapta as an application service.

What is an ASP?

An Application Service Provider is a company that offers a number of clients access to an application. When a client accesses the application through the ASP, it is not necessary for the client to install the application on any local machines. You can say that the ASP hosts the client and, depending on the setup, the client does not have to worry about application maintenance, data backup, servers, etc.

The ASP concept

The top node ASP provides application services to a number of ASP Clients.

Some of the clients again provide application services to a number of sub-clients. These clients are described as parent-clients in the figure above.

The ASP administrator can see and access all the clients, while the clients can neither see nor access each other. This structure is based on the user group functionality, which is used everywhere in Axapta.


11.2 TEMPLATES

The ASP Administration module is based on a template principle. The template principle makes it easy for the ASP Administrator to create new clients in the system. A template for each type of ASP client is developed once and, based on these templates, the administrator can create the actual ASP clients. A creation wizard is available for this procedure.

A client template consists of two types of 'sub templates':

∙ User group templates

∙ Company accounts templates

Each client template contains one or more of each sub template type. The client template can be used to create numerous actual clients fast and easy.

Client types

An ASP intends to provide application services to shoe stores and jewelry stores. A company accounts template and a user group template is created for each of the two. The templates are then included in a client template for the shoe stores and a client template for the jewelry stores.

Creating templates

The ASP folder is located in the Setup folder on the Administration tab of the Main menu. The folder contains the following forms:


Form name Description

Client templates form In this form you create all the client templates you need. You cannot create client templates before you have created at least one user group template and one company accounts template.

User group templates form In this form you create all the user group templates you need. A user group template is always based on an actual existing user group, and on an actual existing domain. This means that you need to create the relevant user groups and domains before you create the templates.

Company accounts templates form In this form you create all the company accounts templates you need. A company accounts template is always based on an actual existing company. This means that you need to create the relevant company accounts before you create the templates.

Parameters form

Exercise 1 Create a user group template

Create a user group template called Lamp store SA for the partners helping the Light Company to market and sell lamps. Use the ID LampSA. The user group template will be used for the sales assistants in the partner companies; therefore you should use the existing SA user group as the base. Use the Nordic domain.

Exercise 2 Create a company accounts template


Create a company accounts template called Lamp store for the partners helping the Light Company to market and sell lamps. Use the ID LampSt. Use the DK/HQ company account.

Exercise 3 Create a client template

Create a client template called Lamp stores, using the user group template and the company accounts template created earlier. Use the ID Lamp.


11.3 CREATING ASP CLIENTS

The actual ASP clients are created in the Clients form located on the Administration tab of the Main menu. A wizard guides the ASP administrator through the correct setup.

When the ASP administrator creates a new ASP client using a template, the company accounts information and the user group information is copied from the template. If changes are made to for example the actual user group set as the base of the user group template, or if changes are made for example to the actual company account used as base of the company accounts template, the changes will automatically apply to the templates. This is because the templates use the information from the original.

Exercise 4 Create an ASP test client

Create an ASP client called Nice Lamps, using the Lamp store client template. Use the client ID NiceLa.

Question:

Can you list the steps involved when creating an ASP client?

____________________________________________________________

Report substitution

An ASP client will normally use customized reports for their quotations, confirmations, invoices, etc. The reports used by one ASP client will differ in layout and design from the reports used by another ASP client.


To make it easier for the ASP Administrator to set up reporting features for a client, he can map standard reports to customized reports. This means that a specific ASP client will get the reports relevant to him instead of the standard reports, whenever he activates a report from a menu or a form in Axapta.

The report substitution is performed from the button on the Clients form.

Send e-mail

The ASP Administrator can set up different e-mail messages to be sent automatically upon a specific event.

The messages are created in the E-mail messages form located in the Setup folder.

The messages are selected on the E-mail messages tab of the Parameters form.

Exercise 5 Setup report substitution and e-mail messages

Create an e-mail message for warning clients that their license is about to expire.

Use for example the following text:

Hello % This mail is to inform you that your ASP license is about to expire. Please take suitable action. Kind regards %


11.4 ADMINISTRATION TASKS

From the Clients form, the clients are registered and managed.The administrator at the ASP will be performing the following client administration tasks, based on the setup created in the client templates:

Tasks Description

Create

Maintain

Charge

Terminate

Note

When a client is created and up and running, the administrator at the client's site can use the regular administrator features, accessed from the Administrator tab of the main menu to modify the settings, for example adding new users.

When the client is created it can have different states. The current status is displayed in the Status field on the Clients form. The states are as follows:

Client state Description

Evaluating The ASP can set up an evaluation period in which a new client is not charged or charged with a lower price.If the ASP has set up an evaluation period, a client’s initial state is Evaluating. When the evaluation period defined expires, the client's status changes to terminated. This means that the client can no longer log on.


Operating If the ASP has not set up an evaluation period, the client's initial state is Operating. This state will not change until the ASP Administrator changes it manually.

Suspended The ASP Administrator can manually change the client's state to Suspended, which is a wait position.

Terminated The ASP Administrator can manually change the client's state to Terminated. The system can be set up to purge (remove the client definition and delete all the client's data) terminated client's and this procedure can be executed in a batch.


11.5 REPORTS AND PERIODIC TASKS

Client overview

There is no invoice facility in the ASP Administration module. The ASP Administrator must use the Client overview report, located in the Reports folder on the Administration tab of the Main menu, to draw information from the system. The Client overview report lists the clients and the details of each client regarding number of users, company accounts, domains, etc, and if necessary the time spent online and the database size.

The invoicing is then based on this report.

License reporting

The License reporting form, located under the ASP folder under the Periodic folder of the Administration tab, is used to report back to the company (for example Microsoft Navision) who sold the ASP license to the ASP provider. The information in the report is generated on the basis of a job supplied on an Internet address. The job is created by the company who sold the ASP license and placed it on an Internet server. The invoicing is then based on this report.

Periodic tasks

A number of periodic tasks can be set up to run in a batch, which means that they run automatically:


Periodic task Step by step procedure

Warning the client that his license is about to expire

1 Create a suitable message from the E-mail messages form in the Setup folder.

2 Select Evaluation expiry warning in the Periodic folder.

3 Select the relevant message, and enter a number of days. Click OK to send the message once.

4 Click Batch to define the interval in which the message is sent.

5 Click OK in the Evaluation expiry warning dialog to initiate the first batch execution.

Deleting outdated user log information 1 Open the User log form in the Inquiries folder of the Administration tab of the Main menu.

2 Press the Clean up button.

3 Click Select to choose cleanup criteria. Clicking OK in the User cleanup dialog will perform the deletion once.

4 Click Batch to define the interval in which cleanup is performed.

5 Click OK in the User log cleanup dialog to initiate the first batch execution.


Removing clients that are no longer using the system.

1 Select Purge terminated clients in the Periodic folder.

2 Enter the number of days (days of grace) to postpone the deletion after a client's state has changed to terminated. Clicking OK will purge clients once.

3 Click Batch to define the interval with which to perform deletion.

4 Click OK in the Purge terminated clients dialog to initiate the first batch execution.

Note

Normally you will not have ASP clients and normal users in the same Axapta. In other words you will have a dedicated ASP Axapta.

Exercise 6 Warning clients

Set up a batch job warning the client that his license is about to expire. Use the e-mail message you created earlier. The batch job should run once a week.

AX-300-ILT-030-v01.00-ENUS

Lesson 12.

OLAP


Set up the OLAP functionality on a client work station

Create new cubes

View data using the OLAP functionality

Create new data views

OLAP 12-2

12.1 WHAT IS OLAP?

Online Analytical Processing is used to display/view aggregated data from Microsoft Navision Axapta in a business relevant structure through the use of MS Analysis Server. The viewing of data is done through a number of cubes giving the data a multidimensional perspective.

What is a cube?

Information is conceptually viewed as cubes, which means it is shown with a number of dimensions. You can use as many dimensions as you want, but normally three dimensions is the maximum number that can be understood by the viewer.

A typical example of viewing information with dimensions could be: Revenue by time and by customer or Ledger balances by department and by accounts for 2002. Each side of the cube represents a dimension taken into account during the analysis.

OLAP 12-3

The information is displayed in a pivot table or in a graph.

Other OLAP concepts

Relational/Multidimensional database

Normally the data in Axapta is stored in relational database, for example, MS SQL server or Oracle. By using the Analysis server and the business analysis tools provided with Axapta, it is possible to store the same data in a multidimensional database.

Dimensions are distinct categories of business data such as time, products, regions, or sales channels.

OLAP 12-4

Hierarchies apply to dimensions. Each dimension is divided into a hierarchical structure. For regions a hierarchy structure could be: Europe, Asia, USA, Australia, etc.

Data slices are used to gain an overview of for example a single value in the cube.

OLAP 12-5

12.2 SETTING UP OLAP

The following section contains a list of eight steps you must go through to make the OLAP functionality work on a local workstation. It is assumed that an Analysis server with the Foodmart demo database is installed and made accessible in the network.

Note

The Analysis server/OLAP server, the Decision support objects, and the client components are available on the MS SQL server installation CD.

1. Install Decision support objects and client components on the local machine

2. Register the OLAP server in Axapta and synchronize. This is done from the OLAP servers form located under Administration, Setup, Business analysis, OLAP.

3. Create a new database in Axapta. Click the OLAP databases button on the OLAP servers form. In the new form press Ctrl+N to create a new record and give the database the name: Course.

4. Set this database to be the default database in the OLAP Parameters form located under Basic, Setup, Business analysis.

5. Import standard cubes. This is done in the Cube definition manager form located under Administration, Setup, Business analysis, OLAP. Click the Import/Export button and select Import cube definitions.

6. Create cube instances by clicking the Create instances button in the Cube instances form located under Basic, Setup, Business analysis.

7. Transfer the cubes to the server (select only LedgerTrans and SalesMargin) – multi select using the Ctrl key. Click the Transfer cube button in the Cube instances form.

8. Transfer data to the server by clicking the Process button on the Cube instances form.

OLAP 12-6

Note

The reason for not transferring cubes and data at the same time is that it can slow down performance. Data must be transferred on a regular basis, for example once a week. This process can be set up to run in batch.

When you have completed the eight steps, you are ready to view your data using the OLAP functionality.

OLAP 12-7

12.3 CREATING CUBES

Cube definition consists of selecting fields from the relational database to be used as a cube data source. To delimit data for a cube, the Axapta query functionality is used. The query must contain the cube fact table, and the tables to be used for dimensions.

Creating a query

Example

Step 1: Create a new query in the Application Object Tree and name it ”OLAPCustRevenue”.

Step 2: Add the table CustInvoiceJour as a data source. This table is the fact table that holds measures and consequently it must be the query’s first data source.

Step 3: Add the table CustTable as a data source to CustInvoiceJour. This table holds information about customers.

Step 4: Add the table CustGroup as a data source to CustTable. This table holds information about customer groups.

Step 5: Add relations setting the Relations property to Yes on CustTable, and CustGroup.

When you have completed these steps, the query looks like below:

OLAP 12-8

As an additional feature in Axapta OLAP Services, a range can be defined for each table field used in the query. This means that only data within the specified range are transferred to the cube. This is done this by adding ranges to the query.

This is not used in the current example. You could use ranges to specify that only invoices above a certain amount should be transferred.

Sorting on the individual data sources has no effect.

Defining a cube

To define a cube, open the Cube Definition Manager form, located in the OLAP folder under the Business analysis folder, under the Setup folder on the Administration tab of the Main menu. In the Cube Definition Manager, define general OLAP parameters such as the name of the cube, the cube data source, the relevant security key, etc.

On the Overview tab you define the name of the cube, the query you use as foundation for the cube.

On the General tab you define the configuration key and the security key controlling access to the cube.

On the Measures tab you specify the quantitative values in the database that you want to analyze. For example you must create two measures that

OLAP 12-9

can jointly give the customer revenue: EndDiscount and SalesBalance (a measure giving the customer revenue is not available). Finally you must specify the Transaction date, which indicates which exchange rate will be used when processing data.

On the Dimensions tab, define the categorical descriptions that measures are separated into for analysis. Categories such as time, geography, or product line breakdowns are typical cube dimensions. The dimension hierarchy for each dimension is subsequently defined on the Levels tab.

On the Levels tab, define the sub components of the dimensions. Each level in a dimension can be rolled together to form the values for the next highest level. For example, in a time dimension, days roll into months, and months roll into quarters.

On the Calculated member tab, define the calculations to perform on measures and dimensions. As mentioned a measure for the customer revenue is not available. The customer revenue must be calculated on the basis of two measures.

See the Job Aids section for details on each tab page.

Transferring a cube

From the Cube instances button, access the Cube instances form. From here you can define one or more instances of the same cube. The instances can differ with regard to the server to which they are transferred, the company account they use, and the currency they use.

This means that you only have to define a cube once, but you can use it in many ways.

OLAP 12-10

Note

When you create a cube instance, it is stored in the company you create it from and the data you are viewing in this cube instance is from the same company.

When you have set up the instances you want, use the Transfer cube button to transfer the instance to the relevant server.

OLAP 12-11

12.4 JOB AIDS FOR THE CUBE DEFINITIONS FORM

Overview tab

∙ Enter the relevant name in the Cube name field. You can change the name of the cube definition later if you want.

∙ Select the query you want to use as a cube data source from the list of queries in the Data source field. If you want to set this cube as the default for viewing Pivot tables within a specific module, select that module in the Axapta module field.

General tab

Select a configuration key and a security key from the drop down lists. If no suitable keys exist you must create them in the AOT. Use a key related to the content viewed in the cube, for example you could attach the CustInquiries security key to the CustRevenue cube. This way only the users with access to the CustInquiries security key will be able to use the cube.

Measures tab

Create the measures that you will need to calculate on. For example: Customer revenue = Sales Balance – End Discount.

∙ Enter a suitable name in the Measure field. This is the name that will be used when a cube measure is referred to.

∙ In the Field name field, select the field you want to calculate on. The fields you can choose from are the ones in the fact table. Only fields that can be aggregated are displayed in the look-up.

∙ In the Aggregate function field, select between Sum, Count, Max, and Min.

∙ Press CTRL+N to create a new record.

∙ In the Transaction date field, select the date you want to use for the individual posting if the amount is to be given in a foreign currency.

Dimensions tab

Two dimension types are available in Axapta, and when you set up a new dimension, you must select the appropriate dimension type. The dimension

OLAP 12-12

Time is special, and you must give it the dimension type Time.

∙ Press CTRL+N to create a new record.

∙ In the Dimension name field, enter a name.

∙ In the Dimension type field, select between the dimension types: Regular and Time

Levels tab

You must fill in the fields on the Levels tab once for each dimension you have specified. On the Dimensions tab you select the relevant dimension, and then you select the Levels tab.

∙ For the Time dimension you click the drop down arrow in the Time field field to select the date that forms the basis for the Time dimension. You then specify whether you want the Calendar year or the accounting periods to be used, by selecting an option in the Levels field group. In the Time levels field you press CTRL+N to select the levels you want to see under the time dimension.

∙ For a regular dimension you must specify the name of the table and the field that form the basis of the level. Press Ctrl+N to create a new level. In the Level name field you specify a suitable name. In the Name of table field, you select a table among the tables used as data source for this cube. In the Field name field, you select a field from this table. Finally you specify the order in the hierarchy by entering a number in the Level field.

Example

The Customer dimension contains two levels: Customer and Customer group.

Therefore you create two records on the Levels tab, one for each level.

The Customer level is based on the Name field in the CustTable.

The Customer group level is based on the Name field in the CustomerGroupTable.

OLAP 12-13

Calculated member tab

To create a new record on the Calculated member tab, click the Add member button. This will open the Calculated member builder.

In the Expression window you set up the calculation needed to create this specific calculated member.

∙ To transfer a node to the Expression window, double-click the node (for example the Sales Balance node located under the Measures node) in the tree.

OLAP 12-14

12.5 CUBE VIEWING USING PIVOT TABLES

You can create views for any cube known to the present Axapta. A view is divided into different sections, and the content of the sections is taken from the dimensions and measures in the cube.

To open the View setup form, go to the Cube Instances form located in the Business analysis folder under the Setup folder on the Basic tab of the Main menu. On the Cube Instances form, click the View setup button.

In this form you see the dimensions in the lower-left part, and the measures in the lower-right part. In the Location field you specify whether you want to see each dimension in the Column, Row, or Page section of the view or not at all. Do this by selecting from the drop down list. Prioritize the order of the dimensions in the specific location by entering a number in the Priority field.

You can also specify whether you want to enable or disable the measures. Prioritize the order of the measures by entering a number in the Priority field.

OLAP 12-15

Note

Alternatively, from the OLAP servers form, click the OLAP databases button, then the Database cubes button, and finally the View setup button to open the View setup form.

Filtering

From various forms, it is possible to access the relevant cubes directly. Relevant cubes are cubes containing fields from the data source of the specific form, or cubes belonging to the specific module.

When you view a cube linked to a form, the pivot table will be linked in a specific dimension. The pivot table will be filtered at the highest level of that dimension. This means that if you have a dimension with customer group and customer, and you see this cube from the Customer form, then you will only get the filtering based on the customer group and not the more detailed level customer. Filtering will only work if you have the filter dimension on the rows or columns. In this way you can browse through business data, filtered on a more refined level than the full pivot table view, based on Axapta base data.

Example

Open the Vendors form. Click the Inquiries button, and select Pivot table.

Click back to the Vendors form and scroll up and down. You will now see the pivot table change accordingly.

OLAP 12-16

12.6 EXERCISES

Exercise 1 Set up a pivot table view

By clicking the button marked with the red arrow, you will get a list of dimensions and measures. Try making your own view and save it, so you can swap between the default view and your own.

To create the view given below, you need to open up a view on the cube Sales from the sample Foodmart database,

Drag-and-drop objects into the pivot table to make it look like the view in the screen shot.

By clicking the green X you can get the same pivot table in Excel. Here you can get a graphical view of the data.

Try viewing the same setup as a graph.

Exercise 2 Filter data

Open a pivot table from the Customers form. Filter the data to show the data for customers belonging to the customer group: 20.

OLAP 12-17

Exercise 3 Create a new cube

Create the new cube CustRevenue1 based on the existing query OLAPCustRevenue.

The cube must comply with the following details:

∙ Measures: End Discount and Sales Balance (jointly giving the Customer revenue)

∙ Dimensions: Customer and Time

∙ Levels: Customer levels customer and customer group. Time, use calendar year and the levels year, quarter and month

∙ Calculated member: Customer Revenue = Sales Balance – End discount.

Exercise 4 Set up data transfer to run in batch

Set up the data transfer to be run once a week at 8 pm.

Hint: Use the Batch tab of the Process data form.

AX-300-APP-055-v01.00-ENUS

Appendix A.

Domains

This appendix contains:

∙ Notes and guidelines to instructors

∙ Solutions to exercises

Domains II

12.7 GENERAL SETUP GUIDELINES

The setup used in this course consists of one Microsoft Navision Axapta installation, three domains: Atlantic, Nordic, and ASP. And 3 company accounts: DK, SW, and US.

Before the students arrive in the classroom it is the responsibility of the instructor to make sure that the following software is installed and setup:

∙ A MS SQL Server on each work station containing the database AXDB and the user BMSSA.

∙ An Axapta 3.0 application and client on each work station

∙ A company called HQ created in each Axapta, and demo data for version 3.0 imported to this company

∙ Country specific functionality for the countries DK, SW, and US is switched on in the configurations.

∙ If possible an internet connection should make the e-academy available to each student. Alternatively the online course Installation and Setup Essentials can be made available on a CD. The reason for this is that some of the lessons in this course are based on the assumption that the students completed the relevant online course.

Domains III

12.8 ENABLING COUNTRY SPECIFIC FUNCTIONALITY

This part of the instructors notes is related to exercise number three in the Domains lesson.

There are basically two ways of enabling country specific functionality per country:

∙ Creating a number of databases corresponding to the number of countries

∙ Creating a number of domains corresponding to the number of countries

These two ways will be described in the following:

Creating more databases

If you create a database for each country and then point to the different databases from different configurations, it is possible to enable only the country specific functionality relevant to each country. This means that the US company will not be bothered with the DK country specific functionality and vice versa.

Example

In the DK Axapta configuration using the DK database you must enable the configuration key for DK country specific functionality.

See screen shot below.

Domains IV

Creating more domains

If you create each country specific company account as a domain, it is possible to set up user rights for all the relevant user groups per domain. You can then give access to the country specific functionality that apply to the country specific domain. The disadvantage of this method is that you need to know which functionality is specific to which country. You have to give access the normal way by locating the security key in the tree structure.

Example

The DK company account must be assigned to a DK domain. All the user groups must get access to the DK country specific functionality relevant to their work area. This means that the book keeper user group in the DK Domain must have access to DK book keeping functionality. You will have to know which functionality it is.

Domains V

12.9 EXERCISE SOLUTIONS

Exercise 1 Create domains

To create a domain, open the Domains form located in the Setup folder on the Administration tab of the Main menu. Press CTRL+N to create a new record, then enter a domain id and a domain name.

Exercise 2 Create company accounts

To create a company account, open the Company accounts form located on the Administration tab of the Main menu. Press CTRL+N to create a new record, then enter a company account id and a company account name.

On the Domains tab attach the company accounts to the relevant domains by using the arrow buttons to move domains between the Remaining domains area to the Selected domains area.

Note: You can also assign company accounts to domains from the Company accounts tab of the Domains form.

Exercise 3 Enable country specific functionality (discussion exercise)

Lead the class in a discussion about how to enable country specific functionality for each country. Make sure that they get to understand the two solutions described in the previous section of these instructors notes, but be open to other solutions you may not have thought of yourself.

AX-300-APP-054-v01.00-ENUS

Appendix B.

Document Management




Document Management II


Exercise 1 Creating an archive directory

Step 1: Create a new folder for the documents created in Microsoft Navision Axapta. Call the folder Documents. Place the folder in the Axapta client directory:

C:\Documents and Settings\All Users\Application Data\Navision\Axapta Application\Appl\Documents

Step 2: Specify the path to the new folder in the Parameters form for document management Basic, Setup, Document management, Parameters.

Exercise 2 Document as note

Step 1: Open the Chart of accounts form the General ledger tab, and locate the account number 42310.

Step 2: Click the Document handling icon in the tool bar (or select Command/Document handling form the toolbar) to open the Document handling form.

Step 3: Press Ctrl+N to create a new note. In the Description field write:

“Sales terms”, and in the text box in the lower part of the form write: “Account number 42310 is only used for lamps sold to companies without a trade agreement”.

Step 4: Check; the Document handling icon should look like this when the relevant record is selected.

Hint: Make sure that the Update toolbar line button checkbox is selected under Tools/Options.

Document Management III

Exercise 3 Document containing information from one table

Step 1: Open Word and create a letter template for the sales campaign. Use the document name: C:\Axapta client\Documents\SalesCampaign.dot. The template must comply with the following details:

Step 2: Insert the book marks Name and Address as shown in the drawing.

Step 3: Write the letter text below the bookmarks and save the file.

Step 4: Open the Document type form in Axapta and press Ctrl+N to create the following new document type:


Campaign Sales Campaign Create Word document via COM

Document

On the General tab, select the Check table checkbox, and make sure that the correct archive directory is specified.

Step 4: Click the Options button to open the Setup form. On the Overview tab specify that the document type should be used from the Customer table, and specify the path to the newly created template file.

Step 5: Select the Fields tab and press Ctrl+N to create a new record. Select the CustTable and then the Name field. Press Ctrl+N to create one more record, and select the CustTable and the Address field. In the Bookmark field you must assign the bookmarks Name and Address respectively. Also select the Hard return checkbox.

Step 6: Test by selecting a customer in the Customers form, clicking the Document handling icon, clicking the New button, selecting the Campaign document type. Finally click the Open button to see the file created (you can also check the archive directory to see the new file generated here).

Document Management IV

Exercise 4 Document containing information from one table (extra)

Create a document type that can be send to a vendor. The document type must tell the vendors that they from this day on must deliver all items at the new item reception located in port 5.

Follow the same flow as you did in the previous exercise, but get the information from the Vendor table instead of the Customer table.

Hints: Use the Name and the Address field from the Vendtable instead of the CustTable. Write a text about the new item reception, for example:

“We have established a new item reception. It is located in port 5, and from now on we kindly ask you to deliver your items at this new item reception.

Kind regards

Niffer Climbale”

Exercise 5 Document containing information from more than one table

Step 1: Open Word and create a letter template for the customer payment information. Use the document name: C:\Axapta client\Documents\Payment.dot.

Step 2: Insert the book marks Name, Address, Payment, and Company as shown in the drawing. Write the letter text and save the file.

Step 3: Open the Document type form in Axapta and press Ctrl+N to create the following new document type:


Payment Payment terms Create Word document via COM

Document

On the General tab, select the Check table checkbox, and make sure that

Document Management V

the correct archive directory is specified.

Step 4: Click the Options button to open the Setup form. On the Overview tab specify that the document type should be used from the Customer table, and specify the path to the newly created template file.

Step 5: On the Fields tab specify the following information:

Table Fields Bookmark

CustTable Name, Address Name, Address

Payment Description Payment

CompanyInfo Name Company

Step 6: Test by selecting a customer in the Customers form, clicking the Document handling icon, clicking the New button, selecting the Payment document type. Finally click the Open button to see the file created (you can also check the archive directory to see the new file generated here).

Note:

Check if the data structure is OK. The customer you use must have payment terms set up...

AX-300-APP-056-v01.00-ENUS

Appendix C.

Import and Export




Import and Export II


Exercise 1 Exporting a complete company

Step 1: See Job aid

Step 2: Open the Definition groups form located in the Data export/import folder under the Periodic folder on the Administration tab of the Main menu. and press CTRL+N to create a new definition group. Give it the name: All, and select all the checkboxes on the Options and Include table groups tabs to include all the relevant tables. Use the type Standard and click OK. Click the Export button and specify a name and directory for the export files. Click OK to start the export.

Step 3: Close Microsoft Navision Axapta. Open the Configuration utility. On the SQL Server tab click the drop down arrow in the Database field, and select the AXTest database. Click OK to confirm and close the form. Open Axapta and open the Company accounts form located on the Administration tab of the Main menu. Press CTRL+N to create a new company account. Press the Select button to open the new company account.

Step 4: Open the Import form located form located in the Data export/import folder under the Periodic folder on the Administration tab of the Main menu. Locate the file you exported, on the Advanced tab select to include system and shared tables, and then click the Import button.

Exercise 2 Exporting individual tables

Step 1: Open the Definition groups form located in the Data export/import folder under the Periodic folder on the Administration tab of the Main menu. and press CTRL+N to create a new definition group. Give it the name: HQT, use the type Standard and click OK.

Import and Export III

Step 2: In the Definition groups form, click the Table setup button, and press CTRL+N to insert the relevant tables one by one.

Step 3: Click the Export button, and specify a local directory for the file.

AX-300-APP-052-v01.00-ENUS

Appendix D.

Batch Jobs




Batch Jobs II


Exercise 1 Create batch groups

Open the Batch groups form located in the Batch folder under the Setup folder on the Basic tab of the Main menu. Press CTRL+N to create a new record.

Fill in the values according to the information in the table.

Exercise 2 Batch Overview and execution

Step 1: Open the Creation of collection letter job located in the Interest and collection letter folder under the Periodic folder on the Accounts receivable tab of the Main menu.

Select the Batch tab.

Select the Batch processing checkbox, and the Batch group SecondFloor. Click OK to confirm.

Step 2: Open the Batch list form located on the Basic tab of the Main menu, and check if the job is listed.

Step 3: Execute the job from the Processing dialog located in the Batch folder under the Periodic folder on the Basic tab of the Main menu.

Batch Jobs III

Exercise 3 Batch journals and execution

Step 1: Open the Journal types form located in the Batch folder under the Setup folder on the Basic tab of the Main menu. Press CTRL+N to create a new journal type.

On the General tab select the relevant classes.

Step 2: Open the Journal names form located in the Batch folder under the Setup folder on the Basic tab of the Main menu. Press CTRL+N to create a new record.

Step 3: Click the Jobs button and press CTRL+N twice in the Batch journal line form to select the classes you added to the journal type.

Note: You can open the original form per class, clicking the Dialog button. Here you can specify the necessary dates.

Step 4: Click the Processing button to open the Batch journal execution dialog. Select the relevant journal name.

Step 5: Select the Batch tab and set the journal to be processed in batch, selecting the group SecondFloor.

Step 6: Open the Batch list form to see the job to see the job listed here.

Step 7: Execute the job from the Processing dialog located in the Batch folder under the Periodic folder on the Basic tab of the Main menu.

Step 8: Open the Batch list form to see the job to see the new status of the job.

Batch Jobs IV

Exercise 4 Setting up invoice posting as batch

Step 1: Open the Batch groups form located in the Batch folder under the Setup folder on the Basic tab of the Main menu and press CTRL+N to create a new batch group.

Step 2: Open the Invoice job located in the Sales update folder under the Periodic folder on the Accounts receivable tab of the Main menu.

Step 3: On the Batch tab select the Batch processing checkbox and the batch group S_IN. Click OK to insert the job in the batch queue.

Step 4: Click the Recurrence button and specify the following fields: Start time: 20:00:00 Start date: Today No end date Recurring pattern: Day, Every week day

AX-300-APP-057-v01.00-ENUS

Appendix E.

Database logging




Database logging II


Exercise 1 Logging on tables (Currency)

Open the Database log form, located under the Setup folder on the Administration tab of the Main menu.

Press CTRL+N to create a new record (this will start up a wizard).

Step 1: Select domain. Note: You must run the wizard once per domain – it is not possible to multi select domains...

Step 2: First select the radio button Show all tables. Then expand the General Ledger node and locate the Currency table to check it.

Step 3: Select all 4 options: Insert, Update, Delete, and Rename key.

Step 4: Finish the wizard.

Exercise 2 Logging on fields (Exchange rates)

Open the Database log form, located under the Setup folder on the Administration tab of the Main menu.

Press CTRL+N to create a new record (this will start up a wizard).

Step 1: Select domain. Note: You must run the wizard once per domain – it is not possible to multi select domains...

Step 2: First select the radio button Show all tables. Then expand the General Ledger node and locate the Exchange rates. Then expand the Exchange rates table to locate the related fields. Select fields according to the information in the table.

Database logging III

Step 3: Select the Update option.

Step 4: Finish the wizard.

AX-300-APP-063-v01.00-ENUS

Appendix F.

User Setup




User Setup II



Create a new user: Open the Users form from the Administration tab of the Main menu. Press Ctrl+N to create a new user. In the User field write: HER, and in the User name field write Henry Raben.

On the Groups tab select the user group HR assistant.

Close Microsoft Navision Axapta, open again and log on as HER.

Open the Employee form on the Basic tab of the Main menu. Right click the form somewhere on the tab pages, and select Setup.

∙ Expand the Tab node, expand the Overview node, expand the Grid node. Move the Employee field to the top using the Up button.

∙ Expand the ButtonGroup node, expand the Transactions node. Select the Hours item and remove the checkmark in the Visible field.

∙ Expand the Tab node, expand the Overview node, expand the Grid node, click the Add field button, in the new dialog select the Birthday field, and click the Add button. Use the Up/Down buttons to place the field in the correct order.

Click the Save button, enter the name: Henry Raben, and then click OK.


Create a new user: Open the Users form from the Administration tab of the Main menu. Press Ctrl+N to create a new user. In the User field write: SAM, and in the User name field write Sally Milton.

User Setup III

On the Groups tab select the user group Sales Manager.

Close Axapta, open again and log on as SAM.

Open the Items form on the Inventory Management tab of the Main menu. Right click the form somewhere on the tab pages, and select Setup.

∙ Expand the Tab node, expand the General node, expand the Column 1 node. Finally expand the Identification node and the top Item node. Drag the Item name field from the Item node, and drop it on the Identification node.

∙ From the same tab, expand the Column 2 node and then the Groups node. Select the Coverage group field, and deselect the Edit contents checkbox.

∙ Expand the Setup node, and then the Price update node. Select the Sales price model field and select the Skip checkbox.

Click the Save button, enter the name: Sally Milton, and then click OK.

Exercise 3 Creating user menus

Open a new user menu from File/New/User menu give it the name SAM, and click OK.

Click on the first tab and give it the name: Finance. Right click the menu and select New tab. Give it the name Vendor/Customer. Do the same for the third tab Inventory.

Locate the different forms and folders on the Main menu, and drag them over to relevant tabs of the user menu.

Log on as SAM and set the menu as start up menu under Tools/Options/Startup menu.

User Setup 12-1