Using Export to Excel in Dynamics AX to Create Reporting Data Sources walkthrough

© 2013 Murray Fife. All rights reserved.

Using Export To Excel

in Dynamics AX to Create

Reporting Data Sources The Export to Excel button may not seem like the most impressive feature of Dynamics AX, but don’t be

fooled. If you look closely, you will notice that the when the data is exported to Excel, the data is still

linked to Dynamics AX through the Excel Add-In, which means that once it is in your workbook, you can

refresh it at any time without having to re-export. Also, if you want to add additional fields after the

export from AX, then you can do that directly from Excel. This means that you can export data from any

screen within Dynamics AX and then create reports and analysis within Excel that you can use over and

over again without any additional work.

In this walkthrough we will show how you can use the Export to Excel function within Dynamics AX to

create live worksheets in Excel.

Creating a Linked Worksheet using Export To

Excel

Exporting data from Dynamics AX to Excel is as simple as pushing a button. Once the data is there you

can refresh it at any time, which is the invaluable part.

HOW TO DO IT…

To export data to Excel, and how you can manipulate the data once it’s there, follow these steps:

Using Export To Excel in Dynamics AX to Create Reporting Data Sources


1. From any grid form in Dynamics AX, click on the Export to Microsoft Excel button within the

ribbon bar.

2. When all of the data has been transferred over to Excel, switch to the Dynamics AX tab, and you

will notice that the buttons for refreshing, filtering, and also editing the fields will be enabled,

showing that you have data linked back to Dynamics AX.

3. If you click on the Fields button in the Design group of the Dynamics AX ribbon bar, you will be

able to see the source query that was used to extract the data from Dynamics AX. You can drag



and drop any additional fields over to the worksheet.

4. If you click the Fields button to return to view mode, and then the Refresh button within the

Data group of the Dynamics AX ribbon bar, then your data will be updated, including any of the

new fields that you added to the worksheet.



HOW IT WORKS...

If you add new data into Dynamics AX…



And refresh the data, then the new records will be returned to the worksheet.

Exporting Filtered Data To Excel

Another feature of the Export to Excel function is that if you filter the data within the Dynamics AX

forms and then export the data, then the filter will be configured within the Dynamics AX Add-On as

well, filtering out the data that Excel retrieves.

HOW TO DO IT…

To export a filtered query to Excel, follow these steps:



1. Add a filter condition to the data within Dynamics AX that you want to export and then click on

the Export to Microsoft Excel button.



HOW IT WORKS...

If you click on the Filter button within the Data group of the Dynamics AX ribbon bar, then you will

notice that the filter from the Dynamics AX form is automatically applied to your worksheet query.

Adding Additional Tables to Exports

Some of the table forms within Dynamics AX source data from a number of different tables, and all of

these additional linked tables are also available to you through the fields list within Excel after you

export the data there. This means that you may be able to query more information than the base data

that is shown in the export.

HOW TO DO IT…

To can add data from additional tables after exporting tables from Dynamics AX to Excel, follow these

steps:



1. Start off by exporting data from Dynamics AX to Excel by clicking on the Export to Microsoft

Excel button. In this example we are exporting data from the Customers form.

2. After the data has been exported, if you click on the Fields button within the Design group of

the Dynamics AX ribbon bar, then you will see the additional linked tables at the bottom.

3. You can add the fields to the existing query, or create a disconnected query by dragging the field

over to the worksheet with a column separating the original query. When you are finished, click



on the Fields button in the Design group of the Dynamics AX ribbon bar to exit design mode.

HOW IT WORKS...

Click the Refresh button within the Data group of the Dynamics AX ribbon bar to refresh the

information, and all of your data from the sub-table will be returned in addition to the original data in



the query.



Now you can use all of the features within Excel to present the information however you like.

This is too cool.

Summary

Almost any ERP system is able to export data to Excel, but to have it linked back to Dynamics AX

automatically so that the data is automatically refreshed is not so common.

Any user is able to create their own data extracts, without having to know anything about the database,

making it possible for them to:

Create personal analysis dashboards

Run statistical calculations on the data

Create custom reports for others in the organization

The opportunities for the users to take advantage of this are huge, so give it a go.



Want to learn more?

Then pick up a copy of my book and show your support to a struggling

author

Dynamics AX is built on a number of foundation products from Microsoft

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About Me I am a Microsoft Dynamics AX MVP, a

Presenter, an Author, and Solution

Architect at I.B.I.S. Inc with over 18 years

of experience in the software industry.

Like most people I have paid my dues as a

developer, as an implementation

consultant, and a trainer. I have a hard to

find blend of technical and interpersonal skills and now spend my

days working with companies solving their problems with the

Microsoft suite of products, specializing in the Dynamics® AX

solutions.

Unable to completely kick the habit of being a developer,

countless prototypes have started their life on my desktop, only

to be turned into standard products and offerings. The projects

that are too visionary (a.k.a. too out there) usually live on through

my personal blog site (A Tinkerers Notebook -

http://www.atinkerersnotebook.com) or my SlideShare account

(http://www.slideshare.net/murrayfife/presentations) waiting for

others discover them.

EMAIL: [email protected]

PHONE: +1 (770) 324-3862

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The information herein is for informational purposes only and

represents the current view of Murray Fife as of the date of this

presentation. Because Murray Fife must respond to changing

market conditions, it should not be interpreted to be a

commitment on the part of Murray Fife, and Murray Fife cannot

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date of this presentation.

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STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.

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Using Export to Excel in Dynamics AX to Create Reporting Data Sources walkthrough