© 2013. All rights reserved.
USING EXCEL TO IMPORT CUSTOMERS &
VENDORS
Dynamics AX | Office Integration | Excel | The GygA...
© 2013. All rights reserved.
IMPORTING ORGANIZATIONS INTO THE
GLOBAL ADDRESS BOOK
The first step in importing customers or...
© 2013. All rights reserved.
Importing
Organizations into
the Global Address
Book
Before starting, it is a good idea just ...
© 2013. All rights reserved.
Importing
Organizations into
the Global Address
Book
From the Dynamics AX ribbon bar, click o...
© 2013. All rights reserved.
Importing
Organizations into
the Global Address
Book
Search the available tables for the DirP...
© 2013. All rights reserved.
Importing
Organizations into
the Global Address
Book
Once the import worksheet is created, cl...
© 2013. All rights reserved.
Importing
Organizations into
the Global Address
Book
Copy the organization name from the base...
© 2013. All rights reserved.
Importing
Organizations into
the Global Address
Book
Now, click on the Publish button in the ...
© 2013. All rights reserved.
Importing
Organizations into
the Global Address
Book
After this has finished, you can check t...
© 2013. All rights reserved.
IMPORTING PEOPLE INTO THE GLOBAL
ADDRESS BOOK
Importing People into the Global Address Book i...
© 2013. All rights reserved.
Importing People
into the Global
Address Book
Select the DirPartyTable worksheet, and copy th...
© 2013. All rights reserved.
Importing People
into the Global
Address Book
For the Party Type select the People option fro...
© 2013. All rights reserved.
Importing People
into the Global
Address Book
Now, click on the Publish button in the Update ...
© 2013. All rights reserved.
Importing People
into the Global
Address Book
If everything goes well, then all of your recor...
© 2013. All rights reserved.
Importing People
into the Global
Address Book
If you want to see all of the imported records,...
© 2013. All rights reserved.
IMPORTING CUSTOMERS
Once you have the parties configured in the global address book, you can ...
© 2013. All rights reserved.
Importing
Customers
Select the CustTable worksheet and make sure that you
are in Edit mode – ...
© 2013. All rights reserved.
Importing
Customers
From the base data worksheet, copy over the unique ID
into the Name.Party...
© 2013. All rights reserved.
Importing
Customers
Now, click on the Publish button in the Update group of
the Dynamics AX r...
© 2013. All rights reserved.
Importing
Customers
Now you can open up the All customers form, and you
will see all of the n...
© 2013. All rights reserved.
Importing
Customers
If you drill into the detail form, then you should be able to
see the bas...
© 2013. All rights reserved.
IMPORTING IN POSTAL ADDRESSES
If you want, you can also import in the address information for...
© 2013. All rights reserved.
Importing in Postal
addresses
From the Dynamics AX ribbon bar, click on the Add Data
button w...
© 2013. All rights reserved.
Importing in Postal
addresses
Select the LogisticsLocation worksheet and create rows
for each...
© 2013. All rights reserved.
Importing in Postal
addresses
Next select the LogisticsPostalAddress worksheet and add
rows f...
© 2013. All rights reserved.
Importing in Postal
addresses
Now we can link the address to the customer account. To
do this...
© 2013. All rights reserved.
Importing in Postal
addresses
Copy the ID’s for the postal address records into the
Location....
© 2013. All rights reserved.
Importing in Postal
addresses
To finish off the setup, we want to associate a role with
the a...
© 2013. All rights reserved.
Importing in Postal
addresses
If you want everything to be tied up with a neat little bow,
th...
© 2013. All rights reserved.
Importing in Postal
addresses
Now if you look at your customers, the default address
informat...
© 2013. All rights reserved.
Importing in Postal
addresses
If you look at the customer detail, then you will see all of
th...
© 2013. All rights reserved.
Importing in Postal
addresses
Drilling into the addresses will allow you to see and
update an...
© 2013. All rights reserved.
IMPORTING VENDORS
You can import Vendor records exactly the same way as the Customers by link...
© 2013. All rights reserved.
Importing Vendors
Just as with the Customer records, it is a good idea just to
gather all of ...
© 2013. All rights reserved.
Importing Vendors
From the Dynamics AX ribbon bar, click on the Add Data
button within the De...
© 2013. All rights reserved.
Importing Vendors
Find the VendTable table and add it to the selected
tables.
© 2013. All rights reserved.
Importing Vendors
Add the vendors to the DirPartyTable worksheet, and
when you are done, clic...
© 2013. All rights reserved.
Importing Vendors
Now switch to the VendTable worksheet and add rows for
each of the vendors ...
© 2013. All rights reserved.
Importing Vendors
If everything is OK, then the records should be imported
into Dynamics AX a...
© 2013. All rights reserved.
SUMMARY
In addition to everything that we have shown here in the walkthrough, you may also wa...
About Me
Using Excel to Import Customers & Vendors
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Using Excel to Import Customers & Vendors

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At this point in my GuygAX project (a.k.a. implementing Dungeons & Dragons within ERP), I have been configuring all of my merchants and customers. Doing this by hand would take forever, so I decided to use the Excel Add-In make the loading of the records a little easier.

This process is not quite as simple as loading a table, because all of the contact information is initially stored within the Global Address book, and the tables that you update are slightly different depending on if you are creating an organization, or a person, but once we got the hang of it, importing became a breeze.

In this walkthrough I will show how to use the Excel Add-In for Dynamics AX to create a template that you can use to easily import customer and vendor records.

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Using Excel to Import Customers & Vendors

  1. 1. © 2013. All rights reserved. USING EXCEL TO IMPORT CUSTOMERS & VENDORS Dynamics AX | Office Integration | Excel | The GygAX Project At this point in my GuygAX project (a.k.a. implementing Dungeons & Dragons within ERP), I have been configuring all of my merchants and customers. Doing this by hand would take forever, so I decided to use the Excel Add-In make the loading of the records a little easier. This process is not quite as simple as loading a table, because all of the contact information is initially stored within the Global Address book, and the tables that you update are slightly different depending on if you are creating an organization, or a person, but once we got the hang of it, importing became a breeze. In this walkthrough I will show how to use the Excel Add-In for Dynamics AX to create a template that you can use to easily import customer and vendor records.
  2. 2. © 2013. All rights reserved. IMPORTING ORGANIZATIONS INTO THE GLOBAL ADDRESS BOOK The first step in importing customers or vendors is to create Party records for them in the Global Address Book which will be used as the reference for the customer and vendor records. For Customer & Vendors, the entries in the Global Address Book can either be Organizations, or People, requiring a slightly different import process. In this example we will show how to add an Organization Party to the Global Address Book.
  3. 3. © 2013. All rights reserved. Importing Organizations into the Global Address Book Before starting, it is a good idea just to gather all of your base data together. In our example we have all of the customer records listed out. We even classified all of the business at Baldur’s Gate by group to help with the reporting.
  4. 4. © 2013. All rights reserved. Importing Organizations into the Global Address Book From the Dynamics AX ribbon bar, click on the Add Data button within the Design group, and select the Add Tables menu item from the drop down.
  5. 5. © 2013. All rights reserved. Importing Organizations into the Global Address Book Search the available tables for the DirPartyTable table, and add it to the selected tables. At the same time, select the CustTable table, and add it to your Excel template as well. We will use that later on in the walkthrough.
  6. 6. © 2013. All rights reserved. Importing Organizations into the Global Address Book Once the import worksheet is created, click on the Fields button within the Design group of the Dynamics AX ribbon bar to switch to entry mode.
  7. 7. © 2013. All rights reserved. Importing Organizations into the Global Address Book Copy the organization name from the base data sheet and paste it into the Name column of the import worksheet. For each of the organizations, assign a unique Party ID. Tip: We created a computed field in the base data sheet that would automatically number the organizations making this easier. Then in the Party Type column, set all of the rows to Organization.
  8. 8. © 2013. All rights reserved. Importing Organizations into the Global Address Book Now, click on the Publish button in the Update group of the Dynamics AX ribbon bar, and select the Publish Selected option to update Dynamics AX.
  9. 9. © 2013. All rights reserved. Importing Organizations into the Global Address Book After this has finished, you can check the Dynamics AX Status worksheet and you should see that all of the records were successfully published.
  10. 10. © 2013. All rights reserved. IMPORTING PEOPLE INTO THE GLOBAL ADDRESS BOOK Importing People into the Global Address Book is done is a similar way as the Organizations. In this example we will show how to import person records into the Global Address Book.
  11. 11. © 2013. All rights reserved. Importing People into the Global Address Book Select the DirPartyTable worksheet, and copy the Name into the Name and Known As columns. Then copy over the unique Party ID.
  12. 12. © 2013. All rights reserved. Importing People into the Global Address Book For the Party Type select the People option from the dropdown and copy it to all of the new rows that you added.
  13. 13. © 2013. All rights reserved. Importing People into the Global Address Book Now, click on the Publish button in the Update group of the Dynamics AX ribbon bar, and select the Publish Selected option to update Dynamics AX.
  14. 14. © 2013. All rights reserved. Importing People into the Global Address Book If everything goes well, then all of your records should be published to Dynamics AX.
  15. 15. © 2013. All rights reserved. Importing People into the Global Address Book If you want to see all of the imported records, then open up the Global address book form within the Common group of the Home area page.
  16. 16. © 2013. All rights reserved. IMPORTING CUSTOMERS Once you have the parties configured in the global address book, you can now link them to Customer records within Dynamics AX. In this example we will show how to import Customers.
  17. 17. © 2013. All rights reserved. Importing Customers Select the CustTable worksheet and make sure that you are in Edit mode – i.e. the fields do not show on the left hand side.
  18. 18. © 2013. All rights reserved. Importing Customers From the base data worksheet, copy over the unique ID into the Name.PartyID column. Then copy the ID into the Customer account column. Note: If you want to use a different numbering sequence for the Customer account then you can. Copy the group into the Customer group column and also make sure that you have a base currency in the Currency column.
  19. 19. © 2013. All rights reserved. Importing Customers Now, click on the Publish button in the Update group of the Dynamics AX ribbon bar, and select the Publish Selected option to update Dynamics AX.
  20. 20. © 2013. All rights reserved. Importing Customers Now you can open up the All customers form, and you will see all of the new customer records.
  21. 21. © 2013. All rights reserved. Importing Customers If you drill into the detail form, then you should be able to see the base information for each of the customers.
  22. 22. © 2013. All rights reserved. IMPORTING IN POSTAL ADDRESSES If you want, you can also import in the address information for the customers through Excel. Since each of the addresses have their own record to check for duplicate entries, this involves a few additional tables, but it’s not hard to do. In this example we will show how to import addresses and associate them with Customers.
  23. 23. © 2013. All rights reserved. Importing in Postal addresses From the Dynamics AX ribbon bar, click on the Add Data button within the Design group, and select the Add Tables menu item from the drop down. From the available tables, select the following tables: • LogisticsLocation • DirPartyLocation • LogisticsPostalAddress • DirPartyLocationRole
  24. 24. © 2013. All rights reserved. Importing in Postal addresses Select the LogisticsLocation worksheet and create rows for each of the entries in the Global Address Book that you have addresses for. Assign a unique ID to the Location ID column. Tip: For our examples, we just added a suffix to the end of the Party ID value. This makes it easier to track. Also, if your party has multiple addresses, then you can just increment the suffix. Also, set the Postal address field to Yes for all of the rows. Now, click on the Publish button in the Update group of the Dynamics AX ribbon bar, and select the Publish Selected option to update Dynamics AX.
  25. 25. © 2013. All rights reserved. Importing in Postal addresses Next select the LogisticsPostalAddress worksheet and add rows for each of the addresses with the full street address, linking back to the LogisticsLocation record through the Location.Location ID column. Note: you may need to add some additional fields to the template for the Street, City etc. When you are done, click on the Publish button in the Update group of the Dynamics AX ribbon bar, and select the Publish Selected option to update Dynamics AX.
  26. 26. © 2013. All rights reserved. Importing in Postal addresses Now we can link the address to the customer account. To do this select the DirPartyLocation worksheet. Note: Before entering in the data though drag the PostalAddress field from the field chooser over to the worksheet.
  27. 27. © 2013. All rights reserved. Importing in Postal addresses Copy the ID’s for the postal address records into the Location.Location ID column. Copy the Party ID’s for the customers into the Name.Party ID column of the worksheet. Finally, set all of the Postal Address column records to Yes. When you are done, click on the Publish button in the Update group of the Dynamics AX ribbon bar, and select the Publish Selected option to update Dynamics AX.
  28. 28. © 2013. All rights reserved. Importing in Postal addresses To finish off the setup, we want to associate a role with the address – i.e. Home, Business, Delivery etc. To do this, select the DirPartyLocationRole worksheet. Copy the ID’s for the postal address records into the Location.Location ID column. Copy the Party ID’s for the customers into the Name.Party ID column of the worksheet. In the Location role.Role column set the row values to Business. When you are done, click on the Publish button in the Update group of the Dynamics AX ribbon bar, and select the Publish Selected option to update Dynamics AX.
  29. 29. © 2013. All rights reserved. Importing in Postal addresses If you want everything to be tied up with a neat little bow, then make one final update, and associate the locations that you just created with the records in the Global Address Book by updating the Location.Location ID column on the DirPartyTable worksheet.
  30. 30. © 2013. All rights reserved. Importing in Postal addresses Now if you look at your customers, the default address information will show up in the customer list.
  31. 31. © 2013. All rights reserved. Importing in Postal addresses If you look at the customer detail, then you will see all of the addresses that you imported.
  32. 32. © 2013. All rights reserved. Importing in Postal addresses Drilling into the addresses will allow you to see and update any of the information that you imported.
  33. 33. © 2013. All rights reserved. IMPORTING VENDORS You can import Vendor records exactly the same way as the Customers by linking them back to the records in the Global Address Book. In this example we will show how you can use Excel to import Vendor records.
  34. 34. © 2013. All rights reserved. Importing Vendors Just as with the Customer records, it is a good idea just to gather all of your base data together into a template worksheet so that you can manipulate and massage the data before importing.
  35. 35. © 2013. All rights reserved. Importing Vendors From the Dynamics AX ribbon bar, click on the Add Data button within the Design group, and select the Add Tables menu item from the drop down.
  36. 36. © 2013. All rights reserved. Importing Vendors Find the VendTable table and add it to the selected tables.
  37. 37. © 2013. All rights reserved. Importing Vendors Add the vendors to the DirPartyTable worksheet, and when you are done, click on the Publish button in the Update group of the Dynamics AX ribbon bar, and select the Publish Selected option to update Dynamics AX.
  38. 38. © 2013. All rights reserved. Importing Vendors Now switch to the VendTable worksheet and add rows for each of the vendors that you want to import. Copy the vendor group into the group column and also make sure that you have a base currency in the Currency column. When you are done, click on the Publish button in the Update group of the Dynamics AX ribbon bar, and select the Publish Selected option to update Dynamics AX.
  39. 39. © 2013. All rights reserved. Importing Vendors If everything is OK, then the records should be imported into Dynamics AX and you can view them through the All vendors form.
  40. 40. © 2013. All rights reserved. SUMMARY In addition to everything that we have shown here in the walkthrough, you may also want to try: • Import in phone numbers, and emails • Importing Contacts • Importing Prospects Once you get the hang of the import process, then creating global address book entries, and linking them to customers and vendors becomes a simple process.
  41. 41. About Me
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