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Retrieving and Publishing a Dynamics AX Budget Through Excel Using Matrix Fields

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The Dynamics AX Excel Add-In is great for updating data through a familiar tool, and in a previous post I showed how you could use it to update budgets within Excel. Although a lot of the time when …

The Dynamics AX Excel Add-In is great for updating data through a familiar tool, and in a previous post I showed how you could use it to update budgets within Excel. Although a lot of the time when you are adjusting budgets, you may not want to see every periods postings one by one.

In the following worked example, we will show how you can use a feature in the Excel Add-In to create summary fields that allow you to update multiple records within the database at once, and then show how you can use this same feature to create a tabular style budget maintenance form within Excel to make the budget updates even easier.

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  • 1. Dynamics AX | Finance | Budgeting | ExcelRETRIEVING AND PUBLISHING A BUDGETTHROUGH EXCEL USING MATRIX FIELDS The Dynamics AX Excel Add-In is great for updating data through a familiar tool, and in a previous post I showed how you could use it to update budgets within Excel. Although a lot of the time when you are adjusting budgets, you may not want to see every periods postings one by one. In the following worked example, we will show how you can use a feature in the Excel Add-In to create summary fields that allow you to update multiple records within the database at once, and then show how you can use this same feature to create a tabular style budget maintenance form within Excel to make the budget updates even easier. © 2012. All rights reserved.
  • 2. Create A MatrixFieldThe key tool that we will be using in these examples arethe feature that allows you to create a summary MatrixField within the field browser. To do this right mouse clickon the headings in the field browser and select the CreateMatrix Field from the context menu. © 2012. All rights reserved.
  • 3. Create A MatrixFieldGive the new field a name, and then select a measure thatyou want to update within the spreadsheet. In this casewe use the Transaction currency amount field. © 2012. All rights reserved.
  • 4. Create A MatrixFieldFor the budgeting example, we will restrict the data that issummarized through a condition. Select the Budget codefield from the register entries table as the conditionalfield. © 2012. All rights reserved.
  • 5. Create A MatrixFieldAnd then select the Budget budget code from the valuelist. © 2012. All rights reserved.
  • 6. Create A MatrixFieldOur Matrix Field should look something like this. © 2012. All rights reserved.
  • 7. Using The MatrixFieldNow that we have the Total Budget field defined, we cancopy it over into the data update spreadsheet. This willsummarize all fields that match the selection criteria.Notice that in this example, we removed the Line Numberfield from the list of fields. This way the Total Budget fieldwill be the sum of all the budget lines for that account. © 2012. All rights reserved.
  • 8. Using The MatrixFieldIn this example we will filter down the data just to one ofthe budget registers that we will be updating. © 2012. All rights reserved.
  • 9. Using The MatrixFieldNow, we can change the value of the Total Budget, andpublish it. © 2012. All rights reserved.
  • 10. Using The MatrixFieldWe can make sure that all of our changes were processed. © 2012. All rights reserved.
  • 11. Using The MatrixFieldAn in our Budget Register in AX, all of the lines thatapplied to that account have been adjustedproportionally. © 2012. All rights reserved.
  • 12. Creating PeriodSummary MatrixFieldsWe can do something that is even more useful by creatingMatrix Fields that have more elaborate conditionalstatements. In this example, we will create a field thatonly selects the budget entries that are within a daterange, creating a period field. © 2012. All rights reserved.
  • 13. Creating PeriodSummary MatrixFieldsAfter creating the first field, it’s a mechanical process tocreate the other 11 period summary fields. © 2012. All rights reserved.
  • 14. Creating PeriodSummary MatrixFieldsNow we will extend out our spreadsheet and replace theTotal Budget field with the twelve period fields. © 2012. All rights reserved.
  • 15. Creating PeriodSummary MatrixFieldsNow when we refresh the data in the spreadsheet, theperiod budgets are summarized by account. © 2012. All rights reserved.
  • 16. Creating PeriodSummary MatrixFieldsIf we can update any one of the periods and then publishthe data back to Dynamics AX. © 2012. All rights reserved.
  • 17. Creating PeriodSummary MatrixFieldsOnly the period that we selected is updated/ © 2012. All rights reserved.
  • 18. Creating PeriodSummary MatrixFieldsThe example that we have been using is just one accountwhich is a little to simple for the real world. So lets add afew more GS&A accounts to our budget. © 2012. All rights reserved.
  • 19. Creating PeriodSummary MatrixFieldsNow all 80+ budget entries are summaries into amanageable budgeting template that we can quicklyupdate from Excel.How cool is that! © 2012. All rights reserved.
  • 20. AboutMurray Fife