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TRAINEE WORKBOOK Atlas 4.0 for Microsoft Dynamics AX

Upload system

COPYRIGHT NOTICE

Copyright © 2009, Globe Software Pty Ltd, All rights reserved.

Trademarks

Dynamics AX, IntelliMorph, and X++ have been registered as or are under registration as

trademarks of Microsoft Corporation.

Microsoft Office System 2007, Windows 2003 and Windows 2008 are registered trademarks of

Microsoft Corporation.

Software release

This documentation accompanies Atlas version 4.0.1749 or higher and which is suitable for

Microsoft Dynamics AX V4.0 SP2 and Dynamics AX 2009 SP1 or higher and Microsoft Office

2007 or higher.

Publication date

12/07/2009

Reader comments

Any comments or suggestions regarding this publication are welcomed and should be

addressed to the attention of:

[email protected]

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Table of Contents 1 Introduction .................................................................................................... 3

1.1 Welcome .............................................................................................................................. 3

1.2 About this course ................................................................................................................ 3

1.2.1 Course description ......................................................................................................................................................................... 3

1.2.2 Audience ............................................................................................................................................................................................ 3

1.2.3 Objectives .......................................................................................................................................................................................... 3

1.2.4 Pre-requisites ................................................................................................................................................................................... 3

1.3 Classroom Training ............................................................................................................. 4

1.4 Training Materials .............................................................................................................. 4

2 Atlas upload system overview ......................................................................... 5

2.1 Outline ................................................................................................................................ 5

2.2 Objectives ............................................................................................................................ 5

2.3 Walk-through: Atlas Ribbon ..............................................................................................6

2.3.1 Scenario ............................................................................................................................................................................................. 6

2.3.2 Logging into the Atlas client ...................................................................................................................................................... 6

2.3.3 Understanding the Atlas Ribbon .............................................................................................................................................. 8

2.3.4 Log-out ............................................................................................................................................................................................... 9

2.4 Key points .......................................................................................................................... 11

2.5 Quick interaction .............................................................................................................. 12

3 Working with task panes ................................................................................ 13

3.1 Outline ............................................................................................................................... 13

3.2 Objectives ........................................................................................................................... 13

3.3 Walk-through: Running an upload .................................................................................. 14

3.3.1 Scenario .......................................................................................................................................................................................... 14

3.3.2 Data sources ................................................................................................................................................................................. 14

3.3.3 Choosing a template .................................................................................................................................................................. 15

3.3.4 Confirmation ................................................................................................................................................................................. 16

3.3.5 Errors ................................................................................................................................................................................................ 17

3.4 Walk-through: Creating an in-document template ......................................................... 18

3.4.1 Scenario .......................................................................................................................................................................................... 18

3.4.2 Duplicating a suitable template ............................................................................................................................................ 18

3.4.3 Mapping the document to the template ............................................................................................................................ 19

3.4.4 Giving the template a title ....................................................................................................................................................... 20

3.4.5 Save the template ....................................................................................................................................................................... 20

3.4.6 Running the upload .................................................................................................................................................................... 20

3.5 Walk-through: Editing an in-document template ........................................................... 21

3.5.1 Scenario .......................................................................................................................................................................................... 21

3.5.2 Selecting and saving the in-document template ............................................................................................................ 21

3.5.3 Edit newly created template.................................................................................................................................................... 21

3.6 Lab Exercises ..................................................................................................................... 23

Introduction

ii

3.7 Key points ......................................................................................................................... 26


4 Table upload functions ................................................................................... 28

4.1 Outline .............................................................................................................................. 28

4.2 Objectives .......................................................................................................................... 28

4.3 Append function ............................................................................................................... 29

4.3.1 Outline............................................................................................................................................................................................. 29

4.3.2 Uses for the Append function ................................................................................................................................................. 29

4.3.3 Lab. Exercises ................................................................................................................................................................................ 30

4.4 Update Column function .................................................................................................. 34

4.4.1 Outline............................................................................................................................................................................................. 34

4.4.2 Uses for the Column function ................................................................................................................................................. 34

4.4.3 Walk-through: Updating a field ............................................................................................................................................ 35

4.4.4 Lab. Exercises ................................................................................................................................................................................ 38

4.5 Replace function ............................................................................................................... 40

4.5.1 Outline............................................................................................................................................................................................. 40

4.5.2 Uses for the Lookup function .................................................................................................................................................. 40

4.5.3 Walk-through: Replace ............................................................................................................................................................. 41

4.5.4 Lab Exercises ................................................................................................................................................................................. 44

4.6 Key points ......................................................................................................................... 46


5 Journal functions ........................................................................................... 48

5.1 Outline .............................................................................................................................. 48

5.2 Objectives .......................................................................................................................... 48

5.3 Walk-through: Journal upload functions ......................................................................... 49

5.3.1 Scenario .......................................................................................................................................................................................... 49

5.3.2 Build a table of customers and pools .................................................................................................................................. 49

5.3.3 Lab. Exercises ................................................................................................................................................................................ 52

5.4 Key points ......................................................................................................................... 54


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1 Introduction

1.1 Welcome Training is a vital component of retaining the value of your Atlas investment. Our training

keeps you up-to-date on your solution and helps you develop the skills necessary for you to

fully maximize the value of your investment. Whether you choose to undertake Classroom

Training, or download our Training Materials, there’s a type of training to meet your needs.

1.2 About this course This course provides you with a general introduction to the Atlas upload system. This

introduction includes:

1.2.1 Course description

This tutor-led course provides students with the knowledge to use the standard functions of

the Atlas upload system. The course focuses on using all the upload functions and

demonstrates each in isolation and in context. This course does not include how to build Atlas

upload templates.

1.2.2 Audience

This course is intended for all students who wish to learn about the Atlas upload system and

what it can do for them. It is expected that students have a good understanding of Microsoft

Excel and its basic features.

1.2.3 Objectives

The objective of this course is to provide you with the ability to:

Understand and navigate the Atlas ribbon and task panes

Understand Designer and Context modes of operation

Use the data source tabs and mapping fields to entries in your document

Understand and how to use table upload functions:

o Append

o Column update

o Replace

Understand and how to use journal upload function

Save and recall saved queries

1.2.4 Pre-requisites

Students must have completed the Atlas 4 reporting system course and must be familiar with

Microsoft Dynamics Microsoft Dynamics AX. They must also have a good knowledge of the

basic features of Microsoft Excel.

Introduction

4

1.3 Classroom Training Classroom Training provides serious, in-depth learning through hands-on interaction. From

demonstrations to presentations to classroom activities, you’ll receive hands-on experience

with instruction from our experts.

1.4 Training Materials Training Materials allow you to learn at your own pace, on your own time with information-

packed training manuals. We offer a variety of training manuals and user guides, each rich with

tips, tricks, and insights you can refer to again and again:

Atlas Training Workbooks are very detailed training manuals, designed from a training

perspective. These manuals include advanced topics as well as training objectives, exercises

and interactions.

Look for a complete list of manuals available from your partner or via the website:

www.atlas4synamicsAX.com.au.

Before you begin please check that you have the following:

You must have a copy of Dynamics AX 4 of Microsoft Dynamics AX 2009 installed and

working on the CEU company. Or,

A copy of Microsoft Dynamics AX 2009 installed in a VPC with the demonstration company

CEU installed.

Atlas 4 installed with connections to the appropriate Microsoft Dynamics AX installation. (If

you are using the VPC with an Atlas differential installed, then this should already be

working)

An Atlas client icon on the desktop, configured to point to the training system

Atlas 4 training workbooks installed

Atlas 4 completed training workbooks

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2 Atlas upload system overview

2.1 Outline The purpose of this chapter is to get you started with the Atlas upload system. This will involve

understanding the Atlas ribbon bar and the task panes so that you can use the upload

functions.

This section also introduces the concept of the designer and context modes of operation.

2.2 Objectives At the completion of this chapter, you will be able to:

Understand the Atlas Ribbon as it applies to the upload system

Understand the two modes of operation; Designer and Context

Atlas upload system overview

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2.3 Walk-through: Atlas Ribbon 2.3.1 Scenario

You have been asked to give an overview of the Atlas upload system; in terms of how to log in

and what they can expect to see on the Ribbon bar. The elements you will explore include:

The log-in form and connection information

Understand the Atlas Ribbon bar

Logging out

2.3.2 Logging into the Atlas client

The Atlas client is the gateway to integrating your Microsoft Office System with Microsoft

Dynamics AX. It is the means by which you can log in and it also used to determine which

Microsoft Dynamics AX configuration you will connect to. It can be started automatically upon

startup or you can start it from your desktop on demand. Command line options are available

so that you can put icons on your desktop to connect to the different configurations you

might have.

Figure 1 Atlas client login form

1. In the Domain\Username entry box type your network user account name. This is the one

you will use to connect to your intranet

2. In the Password entry box, type the password associated with your domain user name

3. Optionally, tick to select Remember me. This will remember the name you entered at step

1.

4. Optionally, tick to select Remember my password. This will be remembered the next time

you log-in

5. Optionally, tick to automatically attempt a login at the time your workstation starts1

1 Assumes you have successfully logged in using you supplied credentials and you tick the remember me options from 1 and 2 above.


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6. Optionally, tick Show this form at startup if you want to be presented with form every

time your workstation starts

Check the configuration you will be using. This is the connection information for the Atlas

Server and NOT your Microsoft Dynamics AX configuration. The Atlas Server connects to your

Microsoft Dynamics AX AOS via the Business Connector.

1. Click the Configuration tab. This details a number of characteristics of the currently

selected configuration:

Figure 2 Configuration settings. These are settings for the Atlas Server

2. Use the drop-down list of Active configurations to choose the server you to use

3. Note the saved and shared query locations. These are the folders into which saved queries

are saved

If make any changes here, click Save. If not select the Login tab and then click the Login

button. This will attempt a login and will pre-load information about the data sources you

have in your data source list. A successful login will be show Online in the Atlas Client:


8

Figure 3 Online

Note: You can close the login form once log-in is successful. The Atlas Client is running in your system’s

task tray and can be seen as an icon therein:

The Atlas Client is the first icon from the left. To get access to the Atlas Client subsequently, use the right-

click option to reveal a menu, one of which opens the log-in form.

2.3.3 Understanding the Atlas Ribbon

2.3.3.1 Outline

You cannot see the Atlas Ribbon until you open one of the supported Microsoft Office System

applications.2 The ribbon will appear as a tab in that application’s ribbon, thus:

Figure 4 The Atlas 4.0 tab contains the Atlas Ribbon

Click this tab to reveal the ribbon:

Figure 5 The Atlas Ribbon. The Upload group is the part of the ribbon covered in this course

Below is a summary of the Ribbon’s elements

2 Excel, Word, Powerpoint or Outlook


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2.3.3.2 Designer and context task pane modes

The Atlas task panes can operate in one of two modes: Context and Designer. By default, the

system starts in Context mode.

In Context mode, any you can use the upload functions to send records to Microsoft Dynamics

AX.

In designer mode, the task pane is used to build the Atlas upload objects and map them to the

document.

2.3.3.3 Table menu

The Table menu is used to upload records to a single table in Microsoft Dynamics AX. It has

three basic modes of operation:

1. Append

2. Table columns

3. Find and replace

Append is used to add new records to a table, Table columns and Find and Replace are used

to update existing records.

2.3.3.4 Journal button

The Journal button is used to append or add a single record to a header table and one or

more records to a line table. The header and the line tables are linked by a common field. An

example of a journal is the Sales table and sales lines or the ledger journal header and ledger

journal line.

2.3.3.5 Template menu

The Template menu is used when you want to build, use and save an upload template without

inserting it into the current document.

2.3.4 Log-out

Log-out is done from the log-in form:

1. Open the Atlas client from the system task tray. Do this by using the right-click menu


10

2. Select Open Atlas Client

3. Click Logout or Logout and close Atlas

The Logout and close Atlas will stop the Atlas Client in the task tray.


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2.4 Key points This section introduced Atlas. In particular you learned about:

Logging in

The Ribbon bar and the features that pertain to the Atlas upload system

Modes of operation

Other lessons learned include:

Open the Atlas client to log-in.

The Atlas client can be started when your computer is started or it can be started on

demand from an icon your desktop

The Atlas client connects to an Atlas server. The definition of this connection is held in a

configuration tab which can be selected from the log-in form

It is the Atlas server that connects to your Microsoft Dynamics AX AOS via the business

connector

Use your network user name and password to log-in to Atlas. Your credentials must be

valid for AX

On occasion you will need to include your network domain name; this is normal when you

connect to an Atlas web service

The Atlas client runs as a windows task tray application

When connected, the Atlas client status will change to show “Online” and the icon in the

task tray will change from grey to be that of the Atlas logo. You can close the login form at

any stage after log-in, the program will still running in the task tray

Open the task tray application to manage your connection at any stage. Use this to logout

of Atlas for example

Atlas appears as a Ribbon tab in your Microsoft Office System applications

The ribbon bar functions will be greyed-out if you have not logged into Atlas. Use the

Refresh ribbon option to activate the ribbon if you log in subsequently

The Atlas upload system functions can be found in the Upload group of the Atlas ribbon

bar

Main functions of the upload system are represented by the large buttons on the Atlas

ribbon. Menus beneath each of these, reveal other, available functions

Atlas operates in two modes; designer and context. Context is a runtime mode and allows

you to send records to Microsoft Dynamics AX. Designer mode is used to create templates

and to map the document fields to those in the template


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2.5 Quick interaction Take a moment to write down the three key points you have learned:

1.

2.

3.

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3 Working with task panes

3.1 Outline All functions in the Atlas upload system are built and delivered through task panes. These task

panes exhibit common characteristics which include:

Data source and template selection

Filters

Output options

In addition, this chapter will examine how the modes of context and designer are used in the

upload system. In particular, it will show how to:

Perform an upload using in-document templates

Perform an upload using saved templates external to the document

Perform an upload without a template

Add a saved template to a document

Edit in-document templates

3.2 Objectives At the completion of this chapter, you will be able to:

Understand how to use the common characteristics of the upload system task panes

Understand the modes of context and designer and how they can be used

Understand data sources and associated templates

Understand how to select templates

Understand how to map template fields to the document

Recognize error messages

Working with task panes

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3.3 Walk-through: Running an upload 3.3.1 Scenario

You want to explore the various upload options available to you so that you can become

familiar with what each might mean for you. To do this you have prepared a simple upload

document and have created a corresponding template. Your agenda is to examine the

following:

Data sources

Template selection

Confirmation

Error presentation

The document you are using to demonstrate the upload process is WALKTHROUGH 3.3.1 –

Upload new customer.xlsx. Ensure that Context mode is selected.

3.3.2 Data sources

Microsoft Dynamics AX stores your enterprise information in tables in a database. Each table is

made up of records; which represent a particular piece of information in your organization,

such as a customer, an item or vendor and each record is made up of fields; which represent

the attributes of the information stored in a record, for example customer name, credit rating,

code etc. The Atlas upload system uses these tables, records and fields in all functions, with

tables being known as data sources.

For efficient use of the upload system, saved templates are defined for a data source, saved

into the document and the fields mapped. These, in-document templates can be seen at the

top of the data sources list under the node: Edit document templates. Other, saved templates,

those not in the document and found beneath the appropriate data source and the node:

Create using template.

Figure 6 In-document template is selected and active. Other saved templates are found beneath the Customer node underneath Create using template

1. Open the sample workbook

2. From the Ribbon bar, on the Atlas tab, in the Report options group, ensure that the task

pane mode is Context


15

3. From the Ribbon bar, on the Atlas tab, in the Upload group click the Table button.

Choose Append from the menu that is shown

The in-document template for this workbook is found beneath the Customers node.

3.3.3 Choosing a template

3.3.3.1 Outline

Wherever possible you should choose an in-document template as the basis for the upload.

These typically have the document fields mapped to the template fields. Alternatively use a

saved template for the data source and map the fields before doing the confirmation step. If

there are no saved templates for a data source, select the data source, add fields ensuring all

mandatory fields are included before mapping to the document.

Once a template is selected, you can then use the confirmation tab to upload the records.

3.3.3.2 In-document template

If there is only one in-document template it will be ticked. Follow these steps:

1. Ensure in-document template: LAB 3.3.1 Customer Group 10 is ticked

2. Click to open the Append tab

This reveals a list of template fields with document mappings and default values where

applicable:

Figure 7 Extensive use of named ranges means that the data in the document is easily captured

3.3.3.3 Saved templates

If you want to use a saved template for the data source, then:

1. Click to expand the Customers table in the data source list so that the saved templates

are revealed

2. Tick to select the saved template: LAB 3.3.1 Append New Customers


This reveals a list of template fields, which may not be mapped to the document. Typically, you

will need to map the template fields to the document:


16

Figure 8 A saved template for customers with defaults set but no mappings applied

3.3.3.4 No template

If the table you wish to upload into is simple and does not require default settings to be

applied, then you can select the table from the data source list and map it to the document

before confirmation. All fields from the table will be shown and it is necessary to map or fill in

the fields necessary to complete the upload.

1. Click to select the Customers table in the data source list


3. Fill-in or map all the necessary fields

Figure 9 When there isn't a template to use, fill-in all fields and map manually

3.3.4 Confirmation

This step is used to send the records to Microsoft Dynamics AX.

1. Open the Confirmation tab

2. Click to select the Upload button

The records are then validated and uploaded at the same time. New records added are tallied

and shown on the confirmation tab page.


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Figure 10 Five records successfully inserted

3.3.5 Errors

The upload procedure involves a validation step. Each record that is presented for upload is

subject to the same validation procedures as those used when entering the same records

directly into Microsoft Dynamics AX. Should any field fail validation, then this is reported to

you in the form of a pop-up window highlighting the error. In the following example, all five

records have been rejected as they already exist.

Figure 11 Re-import of the same record set results in duplicates.


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3.4 Walk-through: Creating an in-document template 3.4.1 Scenario

Feeling confident about the use of templates, you now want to try building your own in-

document template. You want to use an existing template as a basis so you will:

Pick a suitable template and duplicate it

Map the template fields to the document

Save the template

Use the new template to upload a series of customer records

Here is an example of the workbook you will use:

Figure 12 New customers for upload

3.4.2 Duplicating a suitable template

The data source list includes the customer table. Beneath it you will find the LAB 3.3.1 Append

New Customers saved template:

To duplicate this:

1. From the Atlas ribbon bar, change the mode from Context to Designer

2. Tick to select the Customers node

3. Click to expand the node to reveal the saved templates

4. Tick to select the template LAB 3.3.1 Append New Customers


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5. Right-click to reveal the functions menu

6. Choose Duplicate from the list. This puts “Copy” at the end of the duplicated file name

7. Right-click to reveal the functions menu

8. Choose Rename

9. Change the name to LAB 3.4.1 Append New Customers

This is an example of what you will see:

Figure 13 Duplicated saved template

3.4.3 Mapping the document to the template

Having saved the template into the document, map the document to the template fields. It is

good practice to use named ranges, this reduces the selection effort and if the name ranges

are applied to a table, then the height of the range is managed for you. The following table

shows columns and named ranges:3

Column Named range Comment

Code AccountNum

Name Name

Search name NameAlias

Group Not mapped

Currency Currency

Language Not mapped

Credit rating CreditRating

Credit limit CreditMax

Map as follows:

1. Click to select the Append tab

2. Click to select the Customer account field

3. Right-click and choose =AccountNum

3 The named range is made the same as the extended data type for the field


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4. Repeat steps 2 and 3 for each mapped field in the above table

3.4.4 Giving the template a title

By default, in-document templates show the table name into which the uploaded records will

be written. To adjust this to be meaningful, do the following:

1. From the Append tab, above the field list, click to select the Customers node

2. From the Append menu, choose Properties

3. Enter a title for the template in the Title entry box

4. Enter upload instructions for the user. These will appear on the confirmation tab

5. Click OK

3.4.5 Save the template

Saving the newly created and mapped template is to insert it into the current document:.

Simply click the Insert button. This then changes to read Update.

3.4.6 Running the upload

Simply switch modes and choose the template:

1. From the Atlas ribbon bar, change the mode from Designer to Context

2. Tick to select the template: LAB 3.4.1 New Customers

3. Click to select the Confirmation tab

4. Click Upload

Note that the upload instructions appear at the top of the page


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3.5 Walk-through: Editing an in-document template 3.5.1 Scenario

The credit rating and credit limit fields for these customers will always be set to “Good” and

$1000 respectively. Change the current in-document template so that these fields are

defaulted to these values. In order to do this, you will:

Selecting and saving the in-document template to edit

Switch to Designer mode and adjust the newly saved template

Insert the amended template

Optionally, you can delete the original template as you see fit. Here is an example of the

workbook you will use:

Figure 14 New customers for upload

3.5.2 Selecting and saving the in-document template

Do this by opening the task pane from the ribbon bar:


2. From the Ribbon bar, on the Atlas tab, in the Upload group click the Table button.

Choose Append from the menu that is shown

3. Tick to select the template LAB 3.3.1 Customer group 10

4. Click the Save as… button

5. Change the File name to LAB 3.5.1 Append New Customers

6. Change Description to suit

7. Click OK

3.5.3 Edit newly created template

Change the field settings of the newly created template:


2. Tick to select the Customers node

3. Click to expand the node to reveal the saved templates

4. Tick to select the template LAB 3.5.1 Append New Customers

5. Click to select the Append tab

6. Click to select the Credit rating field


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7. Right-click and choose Properties…

8. In the Default value entry box, type Good

Figure 15 Default value is set to Good

9. Click the > button to reveal the credit limit field

10. Change the Value entry box to be 1000

11. Click Apply and close the window

12. Click Insert

Here is an example of the template in the document, showing the updated credit settings:

Figure 16 Credit settings reflect changes to template


23

3.6 Lab Exercises 1. You’ve been given a workbook with ZIP/Post codes in it for Western Australia. In addition,

you have been supplied with a template that you want to include as an in-document

template, mapped, so that you can use the workbook for other codes.

Challenge yourself!

1. Open the Table Append function

2. Select designer mode and map the saved template

3. Change the name of the template to be Western Australian Post codes

4. Insert into document

5. Upload codes

Need a little help?

1. Open the Table function menu from the Atlas Ribbon Bar and choose Append


3. Open the data sources tab if not already open

4. Click to expand the ZIP/Postal Codes data source

5. Tick to select the saved template LAB 3.6.1 City Postal codes

6. Click the Append tab

7. Click to select the ZIP/Post codes node at the top of the tab page

8. Choose the Properties button

9. Enter a title for the template in the Title entry box: WA Post Codes

10. Enter upload instructions for the user. These will appear on the confirmation tab

11. Click OK

12. Click to select the ZIP/Postal code field

13. Right-click and choose =ZipCode

14. Click to select the City field

15. Right-click and choose =City

16. Click to select the Search name field

17. Right-click and choose =CityAlias

18. Click Insert



24


21. Click to select the Upload button

When completed, you will see a confirmation on the confirmation page and in Microsoft

Dynamics AX you will see the additional records:

Figure 17 Five post codes added

And in Microsoft Dynamics AX:


25


26

3.7 Key points This section introduced the task pane interface of the Atlas upload system. In particular you

learned that the upload system has two major functions:

Table upload, which compromises:

o An append function where records are added

o An update function that allows columns to be modified

o A replace function that deletes and adds records

Journal upload which is append only

All upload functions are designed using the task pane interface and contextual information is

also delivered through task panes.

The following was also learned:

Uploads can be performed by using an in-document template, a saved template or

without a template

No template uploads are only done on simple tables

In-document templates will normally have the template fields mapped to document

references

Use named ranges for document references to aid speed of mapping

You can edit in-document templates by using the Save as options

Context mode is used to perform an upload

Designer mode is used to build templates and also the map the template fields

Saved templates can be inserted into a document. When this is done, the template

becomes an in-document template

In-document templates can have a title

Uploads are validated and any errors are reported using an error reporting window


27


1.

2.

3.

28

4 Table upload functions

4.1 Outline The table upload functions are used to enter records into Microsoft Dynamics AX tables. These

will typically be budgets and new records for main table and the like. You can also use the

upload functions to amend existing columns of a table, for example adjusting the credit limit

for a range of customers. A replace function is available which deletes records and then

appends new records as a replacement for the deleted ones.

You should note that these functions respect the access settings for the tables in Microsoft

Dynamics AX. This means that if update or append is not allowed as prescribed by Microsoft

Dynamics AX (for example transaction tables) then you will not be able to use the upload

functions of Atlas on these tables either.

4.2 Objectives At the end of this chapter, you will be able to:

Identify the three upload functions of:

o Append

o Update

o Replace

Understand how each of these three upload functions are built and used

Understand how to edit uploads that use these functions

Understand how to use these functions with other Atlas functions

Table upload functions

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4.3 Append function 4.3.1 Outline

The Append function adds one or more records to a Microsoft Dynamics AX data source. This

is the simplest of the Table upload functions as no additional filter criteria needs to be applied.

Simply choose a template and map the fields. For re-use purposes, save the template as an in-

document template.

4.3.2 Uses for the Append function

You use the Append function in the following instances:

To load new, non-transactional data into Microsoft Dynamics AX. For example, customers,

vendors, dimensions and items

When budget transactions are to be loaded into a new model

When the loading of new records using the Microsoft Dynamics AX client would take

longer than using the Atlas upload system


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4.3.3 Lab. Exercises

1. Your investigations so far have given you a good understanding of the Table Append

function. However, in preparation for investigation into other features, you will need to

load a list of new customers. You will open the workbook and use the Table Append

function in Context (runtime) mode only. (Use LAB 4.3.1 – Append Customers.xlsx)

Challenge yourself!

1. Ensure task pane mode is context

2. Open the Table Append task pane

3. Choose confirmation tab and click upload

Need a little help?

1. Open the Table Append function from the Atlas Ribbon Bar


3. Tick to select if not already selected LAB 4.3.1 Add new customers

4. Open the confirmation tab

5. Click Upload to import the records

Here is an example of the loaded records inside Microsoft Dynamics AX:


31

2. In preparation for loading the address records for these new customers, add in the post

codes. (Use LAB 4.3.2 – Post Codes.xlsx)

Challenge yourself!

1. Ensure task pane mode is context


3. Choose confirmation tab and click upload

Need a little help?

1. Open the Table Append function from the Atlas Ribbon Bar.


3. Tick to select if not already selected ZIP/Postal codes



Here is an example of the loaded records inside Microsoft Dynamics AX:


32

3. The address records for each of the customer accounts loaded in the first question also

need to be added. This time, however, you will need to insert a saved template into the

document and then map the fields to named ranges in the document. (Use LAB 4.3.3 –

Addresses.xlsx)

Challenge yourself!

1. Use Alt+Ctrl+F9 to refresh the Party and Reference columns of the table

2. Ensure task pane mode is Designer mode


4. Expand Alt. Address node and tick LAB 4.3.3 Addresses

5. Open Append tab and map named ranges to corresponding fields

6. Click Insert

7. Switch task pane modes from Designer to Context

8. Upload records

Need a little help?

1. Use Alt+Ctrl+F9 to refresh the Party and Reference columns of the table

2. Open the Table Append function from the Atlas Ribbon Bar.


4. Click to expand the Alt. Address node

5. Tick to select the LAB 4.3.3 Addresses saved template

6. Open the Append tab page

7. Click to select the Name field

8. Right-click and choose =Name from the menu

9. Click to select the Country/region field

10. Right-click and choose =CountryRegiodId from the menu

11. Click to select the Address type field

12. Right-click and choose =Type from the menu

13. Click to select the City field

14. Right-click and choose =City from the menu

15. Click to select the Reference field

16. Right-click and choose =AddrRecId from the menu

17. Click to select the State field

18. Right-click and choose =State from the menu

19. Click to select the Street Name field

20. Right-click and choose =Street from the menu

21. Click to select the Zip/Postal code field

22. Right-click and choose =ZipCode from the menu

23. Click Insert


25. Ensure LAB 4.3.3 Address records is ticked in the in-document templates




33

Here is an example of a the records for customer 1401:


34

4.4 Update Column function 4.4.1 Outline

This function is used to update one or more columns in a table with values found in the source

document. The records selected for update are defined using a Filters tab page. The template

used; saved or in-document must nominate which fields uniquely identify a record in the

source document. For example, when loading customers, this might be the customer account.

4.4.2 Uses for the Column function

The Column update function is used in the following instances:

Where you want to adjust the value of one or more fields in a table of Microsoft Dynamics

AX

There are many records to be adjusted meaning the use of the Microsoft Dynamics AX

client and associated table forms would be prohibitive

Where the column adjustment does not change prior, reported values. In this case a

journal or other transactions postings should be used.

Where a property of a record was missed during upload and needs to be added

subsequently


35

4.4.3 Walk-through: Updating a field

4.4.3.1 Scenario

The new customers you loaded did not include a Sales pool code, an attribute necessary for

some specific reporting done by the sales team. You need to be able to add this and thereby

updating the records. You understand an upload template is available to assist you in this

exercise.

In this scenario, the following will be done:

Build a table of customers and sales pools

Define named ranges for each column

Select, map and upload the adjustments

4.4.3.2 Build a table of customers and pools

The following is an example of the table that can be used as a starting point for the update:

Figure 18 Sample basis for sales pool update

Using this as the basis:

1. Select cell D5

2. Enter 1401

3. Select cell E5

4. Type 10

5. Using the drag handle at the bottom right of the table, create a new line

6. Enter 1402 in D6 and 10 in E6

7. Create a new line in the table, per step 5


The table appears as follows:


36

Figure 19 Completed table

4.4.3.3 Applying named ranges

This can be done as follows:

1. Select the cells D5 to D7

2. In the name box, enter AccountNum

3. Select the cells E5 to E7

4. In the name box enter SalesPoolId

4.4.3.4 Select, map and use the template

A pre-built template is available:


2. From the Atlas ribbon bar, select the Table button and choose Table columns from the

menu

3. Tick to expand the Customers node

4. Tick to select the template LAB 4.4.3 Sales order pool update

5. Open the Filters tab

6. Ensure that the Customer account row has =AccountNum as a criteria value

7. Open the Table columns tab

8. Click to select the Customer Account row

9. Right-click and select =AccountNum

10. Click to select the Sales order pool row

11. Right-click and select =SalesPoolId


13. Click Upload

The records in the customer table will be updated and the confirmation page will indicate that

three records have been updated, thus:


37

Figure 20 Upload indicates that three records were updated successfully

In Microsoft Dynamics AX this is seen by looking at the field in the customer table:

Figure 21 Tiger Wholesale has the sales order pool of 10


38


1. Credit management is important in most sales organizations. Periodically these are

reviewed and adjusted accordingly. To demonstrate how you can use the atlas upload

system to assist with this maintenance you have prepared a workbook that includes an

Atlas list report to show customers, their credit rating and their balance. The user can

adjust this list and then use the Table update function to reflect those adjustments in

Microsoft Dynamics AX. In this exercise, change the credit rating for the accounts 1401 to

1405 to “Good” and set a limit of $2000 for each. (Use LAB 4.4.1 – Update Customer credit

ratings.xlsx)

Challenge yourself!

1. Refresh the report using the option on the Atlas ribbon bar

2. Change credit rating and limits for customers 1401 to 1405

3. Switch from Context to Designer mode

4. Open the Table columns function and expand the customers node

5. Set the LAB 4.4.1 Update credit limit template

6. Map named ranges to appropriate fields

7. Click Insert (name is the default field for this data source)

8. Run the upload, close the workbook

9. Re-open and refresh

Need a little help?

1. From the Atlas ribbon bar, click to select the refresh button

2. Change the credit rating and credit limits for the accounts 1401 to 1405. Make the rating Good and

the limit $2000


4. Open the Table column (Update) function from the Atlas Ribbon Bar








12. Click to select the Credit limit row

13. Right-click and select =Creditmax

14. Click to select the Credit rating row

15. Right-click and select =CreditRating

16. Click Insert

17. Switch to Context mode


19. Click Upload

20. Close the workbook after the update is successful but do NOT save

21. Re-open the workbook


39


Here is an example of a completed workbook:

Figure 22 Accounts 1401 to 1405 have adjusted credit ratings


40

4.5 Replace function 4.5.1 Outline

This is used to remove existing records from a data source and then append a new set of

records as a replacement. Typically this will only be used on tables that allow for a set of

records to be deleted and then a new set to be added. Because of this, this function may not

be appropriate where records cannot be deleted because of dependencies on other records;

as is the case with customers, vendors and ledger accounts. Normally use this feature on

tables like budgets and forecasts which allow records to be deleted.

Using the Replace function, means you specify a delete action; in which you tell the upload

system what to remove and then build an Append function.

4.5.2 Uses for the Lookup function

The Replace function is used in the following instances:

Where you want a user to remove a set of records and replace them with a new set. For

example a budget or forecast

Where the task of entering records directly in Microsoft Dynamics AX exceeds the time

taken by the Atlas upload system to do the same thing


41

4.5.3 Walk-through: Replace

4.5.3.1 Scenario

You have been asked to review a simple sales forecast for the item LCD Television HD Black 42

inches (1000) which the new customers order regularly. You have been told that a saved

template is available; so look at its settings and you will also attempt to use the template

before inserting it into the document. To do this, you will:

Check that named ranges exist

Check the validity of the Filter tab

Map named ranges to the template and perform the upload

Here is an example of the workbook:

4.5.3.2 Assessing the named ranges

The following table shows a list of named ranges in the document. Select each from the

named range box and ensure that they map to the table:

Column Named range Comment

Customer CustAccountId

July July

August August

September September

4.5.3.3 Check the filter tab

Open the filter tab as follows:


2. From the Atlas ribbon bar, select the Table button and choose Find and Replace from

the menu

3. Tick to expand the Sales Forecast node

4. Tick to select the template LAB 4.5.1 Sales forecast


6. Ensure that the Customer account row has 1401..1405 as a criteria value

7. Ensure that the Model row has 30 as a criteria value


42

Here is what the tab should look like:

4.5.3.4 Mapping named ranges to the template

Because you are using this in an ad hoc fashion, you do not need to insert the saved template

into the document. To test the replace function, you can map the named ranges in the find

and Replace tab, thus:

1. Open the Find and Replace tab

2. Select the Customer account row

3. Right-click and select =CustAccountId

4. Select Date[1] and type 31/07/2009



7. Select Sales Quantity[1] and type =July

8. Select Sales Quantity[2] and type =August

9. Select Sales Quantity[3] and type =September

10. Select the Confirmation tab

11. Click Upload

When complete, the confirmation page reports the number inserted and the number of

records removed. Here is an example of the records in Microsoft Dynamics AX.


43

Figure 23 Sales forecast for Lion Sales


44

4.5.4 Lab Exercises

1. Using the workbook for forecast sales as a basis, adjust the template and the workbook to

allow for the specification of an item code. You will need to adjust the saved template to

accommodate this and you will need to define a named range too. Changes to the

template include modifications to the field list and to the filters. Use (LAB 4.5.1 – Customer

– Item sales forecast.xlsx)

Challenge yourself!

1. Select cell D11

2. Type Item code

3. Select cell E11 and type 1000. In Named range entry box type ItemId

4. Switch mode to Designer

5. Open Table function Find and Replace

6. Expand the Sales forecast node and tick to select LAB 4.5.1 Sales Forecast

7. Open the filters tab and set Item number to =ItemId

8. Open the Find and Replace tab and change the item number row to use ItemId as a value

9. Insert the saved template into the document

10. Perform the upload

Need a little help?

1. Select cell D11

2. Type Item Code

3. Select cell E11

4. Type 1000

5. Switch from Context mode to Designer mode

6. From the Atlas ribbon bar, select the Table button and choose Find and Replace from the menu

7. Tick to expand the Sales Forecast node

8. Tick to select the template LAB 4.5.1 Sales forecast


10. Select the Item number row

11. Right-click and select =ItemId

12. Open the Find and Replace tab

13. Select the Item number row

14. Right-click and select =ItemId

15. Click Insert

16. Switch from Designer mode to Context mode

17. Open the Find and Replace tab page

18. Select the Customer account row

19. Right-click and select =CustAccountId




23. Select Sales Quantity[1] and type =July


45

24. Select Sales Quantity[2] and type =August

25. Select Sales Quantity[3] and type =September

26. Select the Confirmation tab

27. Click Upload

The function deletes the records that meet the Filter criteria and then inserts the replacement

records into the same table as an Append operation.

Figure 24 15 records added and 15 removed


46

4.6 Key points This section introduced the three main table upload functions:

Append

Update

Find and Replace (Replace)

In addition to introducing these three functions, it showed how these functions can be used in

conjunction with other features to make the Atlas upload system a powerful addition for

Microsoft Dynamics AX.


Append is the simplest of functions as it works with new record sets only

Update changes the value in one or more columns of a table

Find and replace is two operations in one; a delete operation and an append action

The Update function uses a filter tab page to define the set of records to which the update

will apply

The find and Replace function uses the Filter tab page to define the delete action

Use these functions when the volume of records to manipulate is large or the time taken

to achieve a given task in Microsoft Dynamics AX is long

Table functions do not normally operate on transaction type tables. Instead, use the

journal functions

Find and Replace is used for Budget and forecasts

Actions on Vendor, Customer, Items, Projects and the like are undertaken using append

and/or the update functions


47


1.

2.

3.

48

5 Journal functions

5.1 Outline Use the Journal upload functions to post the transactions that you would normally enter using

the journal forms inside Microsoft Dynamics AX. For example, vendor invoice, general journal,

fixed asset journal, inventory movement journal and trade agreements. You can also use this

for purchase orders and sales orders.

Candidates for this function are those tables in Microsoft Dynamics AX that are defined as type

Worksheet header and Worksheet line.

This function allows you to send a single header record at a time and attach one or more line

records. To achieve multiple header records and multiple lines, you will need to use the Table

Append functions described earlier.

Journal upload is an Append action only.

5.2 Objectives At the end of this chapter, you will be able to:

Understand how the journal upload function is built and used

Understand how to use the journal upload templates

Understand how to map the template fields to the document

Understand how to edit the journal template once it is in the document

Understand how to use this function with other Atlas functions

Journal functions

49

5.3 Walk-through: Journal upload functions 5.3.1 Scenario

The new customers you loaded did not include a Sales pool code, an attribute necessary for

some specific reporting done by the sales team. You need to be able to add this and thereby

updating the records. You understand an upload template is available to assist you in this

exercise.

In this scenario, the following will be done:

Build a table of customers and sales pools

Define named ranges for each column

Select, map and upload the adjustments

5.3.2 Build a table of customers and pools

The following is an example of the table that can be used as a starting point for the update:

Figure 25 Sample basis for sales pool update

Using this as the basis:

12. Select cell D5

13. Enter 1401

14. Select cell E5

15. Type 10

16. Using the drag handle at the bottom right of the table, create a new line


18. Create a new line in the table, per step 5


The table appears as follows:

Journal functions

50

Figure 26 Completed table

5.3.2.1 Applying named ranges

This can be done as follows:

20. Select the cells D5 to D7

21. In the name box, enter AccountNum

22. Select the cells E5 to E7

23. In the name box enter SalesPoolId

5.3.2.2 Select, map and use the template

A pre-built template is available:


25. From the Atlas ribbon bar, select the Table button and choose Table columns from the

menu








33. Click to select the Sales order pool row

34. Right-click and select =SalesPoolId


36. Click Upload

The records in the customer table will be updated and the confirmation page will indicate that

three records have been updated, thus:

Journal functions

51

Figure 27 Upload indicates that three records were updated successfully

In Microsoft Dynamics AX this is seen by looking at the field in the customer table:

Figure 28 Tiger Wholesale has the sales order pool of 10

Journal functions

52


2. Credit management is important in most sales organizations. Periodically these are

reviewed and adjusted accordingly. To demonstrate how you can use the atlas upload

system to assist with this maintenance you have prepared a workbook that includes an

Atlas list report to show customers, their credit rating and their balance. The user can

adjust this list and then use the Table update function to reflect those adjustments in

Microsoft Dynamics AX. In this exercise, change the credit rating for the accounts 1401 to

1405 to “Good” and set a limit of $2000 for each. (Use LAB 4.4.1 – Update Customer credit

ratings.xlsx)

Challenge yourself!

10. Refresh the report using the option on the Atlas ribbon bar

11. Change credit rating and limits for customers 1401 to 1405

12. Switch from Context to Designer mode

13. Open the Table columns function and expand the customers node

14. Set the LAB 4.4.1 Update credit limit template

15. Map named ranges to appropriate fields

16. Click Insert (name is the default field for this data source)

17. Run the upload, close the workbook

18. Re-open and refresh

Need a little help?


24. Change the credit rating and credit limits for the accounts 1401 to 1405. Make the rating Good and

the limit $2000


26. Open the Table column (Update) function from the Atlas Ribbon Bar








34. Click to select the Credit limit row

35. Right-click and select =Creditmax

36. Click to select the Credit rating row

37. Right-click and select =CreditRating

38. Click Insert

39. Switch to Context mode


41. Click Upload

42. Close the workbook after the update is successful but do NOT save

43. Re-open the workbook

Journal functions

53


Journal functions

54

5.4 Key points This section introduced the three main structured reporting functions:

List

Summary

Matrix


List shows non-aggregated figures. Summery and Matrix show aggregated amounts

Structured reports use the Microsoft Office table object for presentation

Structured reports include features that allow you to define custom or managed columns.

These columns act like placeholders and can contain other Atlas functions or Excel

functions

Report titles can be adjusted to suit

All formatting work is carried out after the report is presented and is per the Table tools

design options. This includes:

o Style selection

o Number formats

o Alignment

Refresh is available on demand from the Atlas Ribbon bar

Automatic refresh is available whenever the workbook is set to automatic calculation and a

filter field drawn from the workbook is changed

Columns from a report can be sourced from the primary data source for the report or can

be sourced from linked, main tables. For example, Customer transactions to the customer

table

Numeric columns can be totaled. Different operations can be performed, these include:

o Sum

o Count

Journal functions

55


1.

2.

3.

Documents

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