Using Export to Excel in Dynamics AX to Create Reporting Data Sources walkthrough
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Transcript of 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
© 2013 Murray Fife. All rights reserved.
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
Using Export To Excel in Dynamics AX to Create Reporting Data Sources
© 2013 Murray Fife. All rights reserved.
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.
Using Export To Excel in Dynamics AX to Create Reporting Data Sources
© 2013 Murray Fife. All rights reserved.
HOW IT WORKS...
If you add new data into Dynamics AX…
Using Export To Excel in Dynamics AX to Create Reporting Data Sources
© 2013 Murray Fife. All rights reserved.
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:
Using Export To Excel in Dynamics AX to Create Reporting Data Sources
© 2013 Murray Fife. All rights reserved.
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.
Using Export To Excel in Dynamics AX to Create Reporting Data Sources
© 2013 Murray Fife. All rights reserved.
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:
Using Export To Excel in Dynamics AX to Create Reporting Data Sources
© 2013 Murray Fife. All rights reserved.
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
Using Export To Excel in Dynamics AX to Create Reporting Data Sources
© 2013 Murray Fife. All rights reserved.
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
Using Export To Excel in Dynamics AX to Create Reporting Data Sources
© 2013 Murray Fife. All rights reserved.
the query.
Using Export To Excel in Dynamics AX to Create Reporting Data Sources
© 2013 Murray Fife. All rights reserved.
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.
Using Export To Excel in Dynamics AX to Create Reporting Data Sources
© 2013 Murray Fife. All rights reserved.
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
that are used to make it bigger, better, and stronger than the average
business system. Taking advantage of these products will make your life
easier. Use these tools to maximize the efficiency of your business
management, taking advantage of a powerful and centralized tool set.
"Extending Microsoft Dynamics AX 2012 Cookbook" will show you how to
use tools that you already have to extend out Dynamics AX and discover
potential new directions. You will be surprised at what you can do on a
shoestring budget. The book will allow you to streamline your work processes, and use the system's
powerful and centralized features to the advantage of your organization.
"Extending Microsoft Dynamics AX 2012 Cookbook" will show you how to maximize the potential of
Dynamics AX with common and popular tools to enhance your business management systems. We will
begin by exploring how to extend Dynamics AX out with SharePoint. After this, the book will guide you
through important elements in maximizing business management efficiency, focusing on key aspects like
reports, dashboards, and workflows. The book will then finish by teaching you how to customize your
management systems, achieving a comprehensive coverage of the most important extension processes
relevant to you and your business with very little programming.
This is a book for those of you that want to make the most out of Dynamics AX by using what you
already have, and without breaking the bank.
FACEBOOK: http://www.facebook.com/extendingdynamicsax
PACKT: http://www.packtpub.com/extending-microsoft-dynamics-ax-2012-cookbook/book
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
TWITTER: @murrayfife
WEB: http://www.murrayfife.me
BLOG: http://atinkerersnotebook.com/
SLIDESHARE: http://slideshare.net/murrayfife/presentations
LINKEDIN: http://www.linkedin.com/in/murrayfife
FACEBOOK: http://www.facebook.com/extendingdynamicsax
© 2013 Murray Fife. All rights reserved.
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
guarantee the accuracy of any information provided after the
date of this presentation.
MURRAY FIFE MAKES NO WARRANTIES, EXPRESS, IMPLIED OR
STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.