Using Excel to Import Products & Services into Dynamics AX
 

Using Excel to Import Products & Services into Dynamics AX

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At this point in my GuygAX project (a.k.a. implementing Dungeons & Dragons within ERP), I am working on loading all of the reference products and services into my system so that I can start stocking ...

At this point in my GuygAX project (a.k.a. implementing Dungeons & Dragons within ERP), I am working on loading all of the reference products and services into my system so that I can start stocking my shelves and selling services to my NPC’s. This is no small feat, since the initial load has more than 2000 different items. Rather than load all of the data by hand, I decided to use the Excel Add-In and create a import template for loading all of the products and services.

Since there are multiple tables that need to be loaded with this example, it is a little more work to create the initial template, bus once it is up and built, it is a great time saver when loading in base and incremental data.

In this walkthrough I will show how to use the Excel Add-In for Dynamics AX to create and use an Excel Product Import Template.

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    Using Excel to Import Products & Services into Dynamics AX Using Excel to Import Products & Services into Dynamics AX Presentation Transcript

    • © 2013. All rights reserved.USING EXCEL TO IMPORT PRODUCTS &SERVICESDynamics AX | Office Integration | Excel | The GygAX ProjectAt this point in my GuygAX project (a.k.a. implementing Dungeons & Dragons within ERP),I am working on loading all of the reference products and services into my system so thatI can start stocking my shelves and selling services to my NPC’s. This is no small feat, sincethe initial load has more than 2000 different items. Rather than load all of the data byhand, I decided to use the Excel Add-In and create a import template for loading all of theproducts and services.Since there are multiple tables that need to be loaded with this example, it is a little morework to create the initial template, bus once it is up and built, it is a great time saverwhen loading in base and incremental data.In this walkthrough I will show how to use the Excel Add-In for Dynamics AX to create anduse an Excel Product Import Template.
    • © 2013. All rights reserved.CREATING A PRODUCT IMPORT TEMPLATEThe first step in the importing process is to create a template in Excel that is linked to the appropriate tables within Dynamics AX.In this worked example we will show how to use the Excel Add-In to create an import template for product information.
    • © 2013. All rights reserved.Creating A ProductImport TemplateTo create the base import template, open Excel, and thenselect the Dynamics AX tab on the ribbon bar. Within theDesign group, click on the Add Data button, and selectthe Add Tables menu item to start selecting the baseimport tables.
    • © 2013. All rights reserved.Creating A ProductImport TemplateBrowse through the Dynamics AX tables that are available,and select the following:• EcoResProduct (Base product)• EcoResProductTranslation (Product description)• InventTable (Released product)When you are done selecting the tables, click on the OKbutton.
    • © 2013. All rights reserved.Creating A ProductImport TemplateThis will create three new sheets within Excel, and alsoopen up the table explorer on the right.
    • © 2013. All rights reserved.On the EcoResProduct tab, add two additional fields tothe table:• Product type• Search nameCreating A ProductImport Template
    • © 2013. All rights reserved.Creating A ProductImport TemplateOn the EcoResProductTranslation tab, add two additionalfields to the table:• Products.InstanceRelationType• Product name• Products.Search name• Description
    • © 2013. All rights reserved.Creating A ProductImport TemplateOn the InventTable tab, add two additional fields to thetable:• Search name
    • © 2013. All rights reserved.Creating A ProductImport TemplateWhen all of the additional columns have been added, clickon the Fields button within the Design group to return toedit more.
    • © 2013. All rights reserved.Creating A ProductImport TemplateTo see all of the data that is in the system, click on theRefresh button in the Data group, and select the Refreshall option.
    • © 2013. All rights reserved.Creating A ProductImport TemplateYou will now be able to see all of the records in the tables.
    • © 2013. All rights reserved.FILTERING THE PRODUCTSRather than see all records, it may be a good idea to filter out the returned data.In this example we will show how to use the filter option of the Excel Add-In to return back just the information that you are working on.
    • © 2013. All rights reserved.Filtering TheProductsTo filter the data, click on the Filter button in the Datagroup to open up the Filter results dialog.
    • © 2013. All rights reserved.Filtering TheProductsClick on the Add Condition button to add a new conditionline, and select the Product number field, and add a filtercriteria.
    • © 2013. All rights reserved.Filtering TheProductsNow change the data source to theEcoResProductTranslation data source.
    • © 2013. All rights reserved.Filtering TheProductsClick on the Add Condition button to add a new conditionline, and select the Products.Product number field, andadd a filter criteria.
    • © 2013. All rights reserved.Filtering TheProductsNow change the data source to theEcoResProductTranslation data source, click on the AddCondition button to add a new condition line, and selectthe Item number field, and add a filter criteria.
    • © 2013. All rights reserved.Filtering TheProductsTo see the filtered data that, click on the Refresh buttonin the Data group, and select the Refresh all option.
    • © 2013. All rights reserved.USING THE EXCEL IMPORT TEMPLATE TOLOAD PRODUCTSOnce you have generated the import template, you can start using it to load the data into Dynamics AX.In this example we will show how to load the initial product data.
    • © 2013. All rights reserved.Using the ExcelImport Template ToLoad ProductsIn this example we will start by loading in a number ofservices. Thanks to the AD&D Downloads site(http://www.adnddownloads.com/equipment.php) I wasable to cut and paste all of the descriptions directly into areference spreadsheet. The main information that I willuse though is the Code, and the Description.
    • © 2013. All rights reserved.Using the ExcelImport Template ToLoad ProductsTo start loading the data, select the EcoResProduct tab,and paste in the product codes into the Product numbercolumn, and the descriptions into the Search namecolumn. Notice how it color codes the new records thatyou are adding.
    • © 2013. All rights reserved.Using the ExcelImport Template ToLoad ProductsNow select the Products option from theInstanceRelationType column.
    • © 2013. All rights reserved.Using the ExcelImport Template ToLoad ProductsAnd then copy the field into the other records.
    • © 2013. All rights reserved.Using the ExcelImport Template ToLoad ProductsIn this case we want all of the items to be a service, so wewill select Service from the Product type field.
    • © 2013. All rights reserved.Using the ExcelImport Template ToLoad ProductsAnd then copy the field into the rest of the records.
    • © 2013. All rights reserved.Using the ExcelImport Template ToLoad ProductsNow that we have the base product data in, we can clickon the Publish button in the Design group and select thePublish All option.
    • © 2013. All rights reserved.Using the ExcelImport Template ToLoad ProductsAfter this is done, if you switch to the Dynamics AX Statustab that is created, you will be able to see if there wereany errors in the load caused by incorrect data, ofcolumns with data that exceeds the default field size etc.
    • © 2013. All rights reserved.Using the ExcelImport Template ToLoad ProductsReturning back to the Products form in Dynamics AX, wewill now see all of the products. They are missing thedescription through, because that is referenced from theEcoProductTransaltions table, so we need to populatethat table now.
    • © 2013. All rights reserved.IMPORTING PRODUCT TRANSLATIONAll of the product descriptions are stored in the Product Translations table rather than the base product table. So in order to see the descriptions we need to load that table and reference itback to the parent table.In this example we will show how to load the product translations through the Excel template.
    • © 2013. All rights reserved.Importing ProductTranslationIn the Excel template, select theEcoResProductTranslation sheet and copy over the codeand descriptions.
    • © 2013. All rights reserved.Importing ProductTranslationThen specify the language for the descriptions – in thiscase US English.
    • © 2013. All rights reserved.Importing ProductTranslationAnd then set the Products.InstanceRelationType toProducts.
    • © 2013. All rights reserved.Importing ProductTranslationClick on the Publish button in the Design group and selectthe Publish All option, and when you look at the productswithin Dynamics AX, all of the descriptions should bepopulated.
    • © 2013. All rights reserved.IMPORTING RELEASED PRODUCTSThe final step in the process is to load the Released Products table so that we can use it within our company.In this example we will show how to populate the Released Products table through the Excel Import template.
    • © 2013. All rights reserved.Importing ReleasedProductsIn the Excel template, select the InventTable sheet andcopy over the code and descriptions. Note that you needto specify the code twice since one is the Release ProductItem Code and the other is the Product Number for thebase product.
    • © 2013. All rights reserved.Importing ReleasedProductsClick on the Publish button in the Design group and selectthe Publish All option, and when you look at the ReleasedProducts within Dynamics AX, all records should now beavailable.
    • © 2013. All rights reserved.ADDING ADDITIONAL IMPORT FIELDCOLUMNSThere may be other fields that you would like to populate in bulk through the Excel template. This is not a problem, all you need to do is add them to the template.In this example we will show how you can extend out the template to allow you to import more data through the template.
    • © 2013. All rights reserved.Adding AdditionalImport FieldColumnsIf you want to load other fields through the template,then click on the Fields button in the Design group of theDynamics AX tab, and add them into the worksheet.
    • © 2013. All rights reserved.Adding AdditionalImport FieldColumnsThen you just fill un the fields, and click the Publishbutton to update the records.
    • © 2013. All rights reserved.REUSING THE PRODUCT IMPORT TEMPLATESetting up the template takes a little bit of work, but once you have created it, you want to take advantage of it as much as possible through re-use.In this example we will show how easy it is to load more data once you have the template.
    • © 2013. All rights reserved.Reusing TheProduct ImportTemplateOnce you have the base template created, you can easilyreuse it to load other subsets of data. All you need to dois cut and paste in the data into the three sheets, and clickthe Publish button.
    • © 2013. All rights reserved.Reusing TheProduct ImportTemplateIn this case, the setup and loading process should takeminutes at the most.
    • © 2013. All rights reserved.IMPORTING DETAILED PRODUCTDESCRIPTIONSAnother benefit of the Excel import is that detailed descriptions are much easier to cut and paste in bulk into the spreadsheet rather than into each individual record.In this example we will show how you can update detailed descriptions through the Excel template.
    • © 2013. All rights reserved.Importing DetailedProductDescriptionsIf you have detailed descriptions, loading them into thespreadsheet is a breeze as well.
    • © 2013. All rights reserved.Importing DetailedProductDescriptionsAfter publishing the descriptions they show up on theproducts.
    • © 2013. All rights reserved.CREATING BETTER IMPORT LOAD TEMPLATESIf you are going to be loading a lot of information, you can save a little bit of time by preformatting the data within the Base Data sheet so that you can cut and paste entire table blocksrather than having to cut and paste by column.In this example we will show how to create a better data import load sheet within Excel.
    • © 2013. All rights reserved.Creating BetterImport LoadTemplatesTo create a better template, copy the columns from theimport sheets over into the base data sheet, and then useformula’s to populate the data. Now when you changethe data in the base sheet, all you need to do is copy thetable of data over into the load tables.
    • © 2013. All rights reserved.SUMMARYThis is just a simple example of how you can use the Excel Data Import Add-In to easily load data into the system. Although we only imported product information, there is not reason whyyou cannot do the same to load other records as well such as:• Customers• Vendors• Bills Of Materials• And even transactional information like Sales Orders.Give it a go and try it out.
    • AboutMurray Fife