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TRAINEE WORKBOOK

Atlas 5.0 for Microsoft Dynamics AX Introduction reporting system.

Table of Contents1 Introduction..........................................................................4

1.1 Welcome.............................................................................................41.2 About this course................................................................................4

1.2.1 Course description.............................................................................................................41.2.2 Audience............................................................................................................................41.2.3 Objectives..........................................................................................................................41.2.4 Pre-requisites.....................................................................................................................5

1.3 Classroom Training..............................................................................51.4 Training Materials...............................................................................5

2 Atlas reporting system overview............................................82.1 Outline................................................................................................82.2 Objectives...........................................................................................82.3 Walk-through: Log-in and the Atlas Ribbon...........................................9

2.3.1 Scenario.............................................................................................................................92.3.2 Logging into the Atlas client...............................................................................................92.3.3 Understanding the Atlas Ribbon.......................................................................................112.3.4 Log-out.............................................................................................................................132.3.5 Lab Exercises...................................................................................................................14

2.4 Key points.........................................................................................162.5 Quick interaction...............................................................................17

3 Working with task panes......................................................183.1 Outline..............................................................................................183.2 Objectives.........................................................................................183.3 Walk-through: Task panes..................................................................19

3.3.1 Scenario...........................................................................................................................193.3.2 Common characteristics...................................................................................................193.3.3 Selecting a data source....................................................................................................213.3.4 Filter expressions.............................................................................................................223.3.5 Output options.................................................................................................................243.3.6 Context information.........................................................................................................243.3.7 Inserting the query into your document...........................................................................253.3.8 Lab Exercises...................................................................................................................26

4 Managing data sources........................................................304.1 Outline..............................................................................................304.2 Objectives.........................................................................................304.3 Walk-through: Managing a data source list.........................................31

4.3.1 Scenario...........................................................................................................................314.3.2 Opening the Data source designer...................................................................................314.3.3 Creating a new data source list........................................................................................324.3.4 Adding tables...................................................................................................................324.3.5 Saving the data source list...............................................................................................36

4.4 Understanding Tables and AOT Views.................................................38

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Introduction

4.4.1 Outline.............................................................................................................................384.4.2 Tables...............................................................................................................................384.4.3 AOT Views........................................................................................................................38


5 Free-format functions..........................................................425.1 Outline..............................................................................................425.2 Objectives.........................................................................................425.3 Walk-through: Free-format functions..................................................43

5.3.1 Scenario...........................................................................................................................435.3.2 Use Column function to fill in the customer name..........................................................435.3.3 Use Balance function to get the sales revenue per customer per period.........................455.3.4 Use Lookup to provide a list of currencies.......................................................................475.3.5 Using the Lookup feature to change currency.................................................................48

5.4 Balance function................................................................................505.4.1 Outline.............................................................................................................................505.4.2 Uses for the Balance function..........................................................................................505.4.3 Lab. Exercises..................................................................................................................51

5.5 Column function................................................................................535.5.1 Outline.............................................................................................................................535.5.2 Uses for the Column function...........................................................................................535.5.3 Lab. Exercises..................................................................................................................54

5.6 Lookup function.................................................................................585.6.1 Outline.............................................................................................................................585.6.2 Uses for the Lookup function...........................................................................................585.6.3 Lab Exercises...................................................................................................................59


6 Structured reporting functions.............................................636.1 Outline..............................................................................................636.2 Objectives.........................................................................................636.3 List...................................................................................................64

6.3.1 Outline.............................................................................................................................646.3.2 Uses.................................................................................................................................646.3.3 Walk-through: List report.................................................................................................656.3.4 Lab Exercises...................................................................................................................69

6.4 Summary...........................................................................................736.4.1 Outline.............................................................................................................................736.4.2 Uses.................................................................................................................................736.4.3 Walk-through: Sales order invoice summary...................................................................746.4.4 Lab Exercises...................................................................................................................77

6.5 Matrix...............................................................................................816.5.1 Outline.............................................................................................................................816.5.2 Uses.................................................................................................................................816.5.3 Walk-through: Customer sales by period.........................................................................826.5.4 Lab Exercises...................................................................................................................86

Introduction


7 Saving and re-using query definitions...................................917.1 Outline..............................................................................................917.2 Objectives.........................................................................................917.3 Walk-through: Saving and re-using queries.........................................92

7.3.1 Scenario...........................................................................................................................927.3.2 Create and save a summary report.................................................................................927.3.3 Re-using the sales summary report.................................................................................937.3.4 Copying and adjusting an existing query to accept on-sheet filters................................94

7.4 Saving and re-using queries...............................................................967.4.1 Outline.............................................................................................................................967.4.2 Uses.................................................................................................................................967.4.3 Steps to saving a query....................................................................................................967.4.4 Lab Exercises...................................................................................................................98

7.5 Key points.......................................................................................1007.6 Quick interaction.............................................................................101

8 Drill-down..........................................................................1028.1 Outline............................................................................................1028.2 Objectives.......................................................................................1028.3 Walk-through: Drill-down.................................................................103

8.3.1 Scenario.........................................................................................................................1038.3.2 Opening the Drill-down viewer and general features.....................................................1038.3.3 Add or remove columns.................................................................................................1058.3.4 Sorting............................................................................................................................1068.3.5 Grouping the transactions..............................................................................................1068.3.6 Drill-through...................................................................................................................1078.3.7 Copy and paste options..................................................................................................107

8.4 Using drill-down..............................................................................1098.4.1 Outline...........................................................................................................................1098.4.2 Uses...............................................................................................................................1098.4.3 Steps to using the drill-down window.............................................................................1098.4.4 Lab Exercises.................................................................................................................110

8.5 Key points.......................................................................................1128.6 Quick interaction.............................................................................113

1 Introduction1.1 Welcome

Training is a vital component of retaining the value of your Atlas investment. Our training keeps you up-to-date on your solution and helps you develop the skills necessary for you to fully maximize the value of your investment. Whether you choose to undertake Classroom Training, or download our Training Materials, there’s a type of training to meet your needs.

1.2 About this courseThis course provides you with a general introduction to the Atlas reporting system. This introduction includes:1.2.1 Course descriptionThis tutor-led course provides students with the knowledge to use the standard reporting functions of the Atlas reporting system. The course focuses on all the main reporting functions and demonstrates each in isolation and in context. The course also includes how to get started; logging in, the Atlas ribbon and the task panes.This is the first course in the Atlas 5.0 curriculum and will serve as an entry point for other Atlas 5.0 courses. 1.2.2 AudienceThis course is intended for all students who wish to learn about the Atlas reporting system and what it can do for them. It is expected that students have a good understanding of Microsoft Excel and its basic features.1.2.3 ObjectivesThe objective of this course is to provide you with the ability to: Log in and logout of Atlas Understand and navigate the Atlas ribbon and task panes Use the data source tabs and filter tabs for all reporting functions Understand and how to use free-format functions:

o Balanceo Columno Lookup

Understand and how to use structured reporting functions:o Listo Summaryo Matrix

Save and recall saved queries Work with and use the drill-down viewer

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Introduction

1.2.4 Pre-requisitesStudents must be familiar with Microsoft Dynamics AX in particular they must know how to use the Find and Filter command syntax. They must also have a good knowledge of the basic features of Microsoft Excel.

1.3 Classroom TrainingClassroom Training provides serious, in-depth learning through hands-on interaction. From demonstrations to presentations to classroom activities, you’ll receive hands-on experience with instruction from our experts.

1.4 Training MaterialsTraining Materials allow you to learn at your own pace, on your own time with information-packed training manuals. We offer a variety of training manuals and user guides, each rich with tips, tricks, and insights you can refer to again and again:Atlas Training Workbooks are very detailed training manuals, designed from a training perspective. These manuals include advanced topics as well as training objectives, exercises and interactions. Look for a complete list of manuals available from your partner or via the website: www.atlas4synamicsAX.com.au.Before you begin please check that you have the following: You must have a copy of Dynamics AX 2012 installed and working on the CEU

company. Or, A copy of Microsoft Dynamics AX 2012 installed in a VPC with the

demonstration company CEU installed. Or, Atlas 5.0 installed with connections to the appropriate Microsoft Dynamics AX

installation. (If you are using the VPC with an Atlas differential installed, then this should already be working)

An Atlas client icon on the desktop, configured to point to the training system Atlas 5.0 training workbooks installed

AX2012 LAB 2.3.5.1 - Refresh report

AX2012 LAB 3.3.8.3 - Working with task panes

AX2012 LAB 5.4.3.1 - Balance Contoso Seattle

AX2012 LAB 5.4.3.2 - Balance sales by customer and period

AX2012 LAB 5.5.3.1 - Column customer name

AX2012 LAB 5.5.3.2 - Column customer name and address

AX2012 LAB 5.6.3.1 - Lookup customer sales by quarter

AX2012 LAB 6.3.4.1 - List retail customers

AX2012 LAB 6.3.4.2 - List invoices

AX2012 LAB 6.4.4.1 - Summary customer sales

AX2012 LAB 6.4.4.2 - Summary item sales

AX2012 LAB 6.5.4.1 - Matrix customer sales by month

Introduction

AX2012 LAB 7.4.4.1 - Saved queries balance

AX2012 LAB 8.4.4.1 - Drill-down from summary

Atlas 5.0 completed training workbooks:

AX2012 COMPLETE LAB 2.3.5.1 - Refresh report

AX2012 COMPLETE LAB 3.3.8.3 - Working with task panes

AX2012 COMPLETE LAB 5.4.3.1 - Balance Contoso Seattle

AX2012 COMPLETE LAB 5.4.3.2 - Balance sales by customer and period

AX2012 COMPLETE LAB 5.5.3.1 - Column customer name

AX2012 COMPLETE LAB 5.5.3.2 - Column customer name and address

AX2012 COMPLETE LAB 5.6.3.1 - Lookup customer sales by quarter

AX2012 COMPLETE LAB 6.3.4.1 - List retail customers

AX2012 COMPLETE LAB 6.3.4.2 - List invoices

AX2012 COMPLETE LAB 6.4.4.1 - Summary customer sales

AX2012 COMPLETE LAB 6.4.4.2 - Summary item sales

AX2012 COMPLETE LAB 6.5.4.1 - Matrix customer sales by month

AX2012 COMPLETE LAB 7.4.4.1 - Saved queries balance

AX2012 COMPLETE LAB 8.4.4.1 - Drill-down from summary

Atlas 5.0 instructor walkthrough workbooks:

AX2012 WALKTHROUGH 3.3.1 - Working with task panes

AX2012 WALKTHROUGH 5.3.1 - List invoices by customer and period

AX2012 WALKTHROUGH 6.3.1 - List invoices by customer and period

AX2012 WALKTHROUGH 6.4.1 - Summary invoiced sales orders by period

AX2012 WALKTHROUGH 6.5.1 - Matrix customer and currency sales

AX2012 WALKTHROUGH 8.3.1 - Drill-down from summary

Upload data source file and templates:

AX2012 Training Reporting.AtlasDataSources

AX2012 Sample Cust.AtlasDataSources

Accounts receivable balance.Atlas4Balance (saved query)

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2 Atlas reporting system overview

2.1 OutlineThe purpose of this chapter is to get you started with the Atlas reporting system. This will involve understanding how to log into the system, the Atlas ribbon bar and the task panes it uses to build its reporting functions.This section also introduces the concept of the designer and context modes of operation.

2.2 ObjectivesAt the completion of this chapter, you will be able to: Log-in and log out of the Atlas client Understand which Microsoft Dynamics AX configuration you will connect to Understand the Atlas Ribbon as it applies to the reporting system Understand the two modes of operation; Designer and Context

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Introduction

2.3 Walk-through: Log-in and the Atlas Ribbon2.3.1 ScenarioThe sales team, have been given access to Atlas. Before you let them take advantage of its features you think it prudent to give them an overview of the product; in terms of how to log in and what they can expect to see on the Ribbon bar. The elements you will explore include: The log-in form and connection information Understand the Atlas Ribbon bar Logging out 2.3.2 Logging into the Atlas client2.3.2.1 Entering your credentialsThe Atlas client is the gateway to integrating your Microsoft Office System with Microsoft Dynamics AX. It is the means by which you can log in and it is also used to determine which Microsoft Dynamics AX configuration(s) you will connect to. It can be started automatically upon startup or you can start it from your desktop on demand. Command line options are available so that you can put icons on your desktop to connect to the different configurations you might have.

Figure 1 Atlas client login form

1. In the Domain\Username entry box type your network user account name. This is the one you will use to connect to your intranet

2. In the Password entry box, type the password associated with your domain user name

3. Optionally, tick to select Remember me. This will save the name you entered at step 1.

4. Optionally, tick to select Remember my password. This will be remembered the next time you log-in

5. Optionally, tick to automatically attempt a login at the time your workstation starts1

6. Optionally, tick Show this form at startup if you want to be presented with form every time your workstation starts

1 Assumes you have successfully logged in using you supplied credentials and you tick the remember me options from 1 and 2 above.

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Introduction

2.3.2.2 What Connections will be used?The Connection tab allows you to manage and select a configuration. A configuration is a set of connections that your Atlas Client can access when you log in. Each connection establishes a link between the Atlas Client and a corresponding Atlas Server. It is the Atlas Server which in turn, connects to your Microsoft Dynamics AX AOS. To see which configuration you are to connecting with:1. Click the Configuration tab. This details a number of characteristics of the

currently selected configuration:

Figure 2 Configuration settings. These are settings for the Atlas Server

2. Use the drop-down list of Active configurations to choose the set of connections (Servers) you want to use

Note: the saved and shared query locations. These are the folders into which saved queries are saved

If make any changes here, click Save. If not, select the Login tab and then: Click the Login button. This will attempt a login and will pre-load information about the data sources you have in your data source list. A successful login will be show Online in the Atlas Client:

Introduction

Figure 3 Online

Note: You can close the login form once log-in is successful. The Atlas Client is running in your system’s task tray and can be seen as an icon therein:

The Atlas Client is the first icon from the left. To get access to the Atlas Client subsequently, use the right-click option to reveal a menu, one of which opens the log-in form.

2.3.3 Understanding the Atlas Ribbon2.3.3.1 OutlineYou cannot see the Atlas Ribbon until you open one of the supported Microsoft Office System applications.2 The ribbon will appear as a tab in that application’s ribbon:1. Open Microsoft Excel2. Atlas 5.0 will appear in the ribbon, click the Atlas 5.0 tab to reveal the buttons

on the ribbon:

Figure 4 The Atlas Ribbon. The groups Reporting and Report options are components of the reporting system

Below is a summary of the Ribbon’s elements:2.3.3.2 Drill-downThe drill-down button is enabled when the currently selected Atlas reporting object supports the drill-down feature. For example, the Balance function.

2 Excel, Word, Powerpoint or Outlook

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Introduction

2.3.3.3 Refresh menu

The Refresh button and associated menu is used to support the action of refreshing reports. There are options to control how structured reports are refreshed and there are commands to recalculate free-format functions and commands to control on demand refresh of structured reports.The Automatic and Manual calculation options are used to control how refresh of structured reports are handled when a document is opened. Additionally, you change the session date. This is used when you wish to control date interval codes from within Atlas.Advanced functions include the flushing of cached objects. These are typically used when you use Atlas on different Microsoft Dynamics AX configurations.Edit Data connection is used when a workbook was built using different connection information.2.3.3.4 Designer and context task pane modes

The Atlas task panes can operate in one of two modes: Context and Designer. By default, the system starts in Context mode. In Context mode, any Context drill-out definitions linked to an Atlas object are executed in a special task pane: The context information task pane. These are mini reports associated with host Atlas reporting object.In designer mode, the task pane is used to build the Atlas reporting object.The navigation pane is used to show the location of Atlas reporting objects in the active Microsoft Office document.2.3.3.5 Free-format menu

The free-format menu is used to insert free-format Atlas formula functions into your document. The functions are: Balance, Column and Lookup. These are described in detail later.

Introduction

2.3.3.6 Structured reporting menu

The Structured menu is used to insert table functions into your document. The functions are: List, Summary, Matrix and Pivot table. List, Summary and Matrix are described in detail later.2.3.3.7 Extended reporting

This menu includes additional reporting functions like Label, Rank and Cache. Label is used to return a Microsoft Dynamics AX label value, Rank allows you to return a ranked value from a data source, Cache is used to return a data set which other Atlas functions can use as a

surrogate for a table data source. 2.3.3.8 Query menu

The Query menu is used when you want to build use and save a reporting function without inserting it into the current document. 2.3.4 Log-outLog-out is done from the log-in form:1. Open the Atlas client from the system task tray. Do this by using the right-click

menu2. Select Open Atlas Client3. Click Logout or Logout and close AtlasThe Logout and close Atlas will stop the Atlas Client in the task tray.

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Introduction

2.3.5 Lab Exercises1. Log into Atlas and open Excel. Open the Refresh menu and change the date

range to 01/01/07..31/12/07. (Use AX2012 LAB 2.3.5.1 – Refresh report.xlsx)

Challenge yourself!1. Open the Atlas client and login2. Open the lab workbook and change the date accordingly3. Press enter to refresh the report

Need a little help?1. From your desktop, open the Atlas Client2. Right-click the Atlas icon in the task tray3. Enter your user name4. Enter your password5. Click login6. Open Microsoft Excel7. Open the workbook AX2012 LAB 2.3.5.1 – Refresh report.xlsx8. Open the Refresh menu from the Atlas Ribbon Bar. This is opened when you click on

Refresh in the Report options group9. Select cell K210. Change the date to 01/01/07..31/12/0711. Select Refresh12. Click the Apply button

The report will refresh and sales in the period will be shown along with margins.

Figure 5 Customer sales with margins

Introduction

2. You understand that there is a drill-down feature available; you can use this to investigate the invoices posted for a selected customer.

Challenge yourself!1. Select cell E122. Right-click and choose Select -> Table row3. Open drill-down form

Need a little help?1. Select cell E122. Right-click and choose Select -> Table row3. From the Atlas ribbon, click the drill-down button to reveal the transactions that make

up the sales balance.

Figure 6 The highlighted row is the basis of the drill-down

Here is an example of the drill-down form:

Figure 7 Sales invoice for customer 3007 Contoso Retail Boston

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Introduction

2.4 Key pointsThis section introduced Atlas. In particular you learned about: Logging in The Ribbon bar and the features that pertain to the Atlas reporting system Modes of operationOther lessons learned include: Open the Atlas client to log-in. The Atlas client can be started when your computer is started or it can be

started on demand from an icon your desktop The Atlas client connects to an Atlas server. The definition of this connection is

held in a configuration which can be selected from the log-in form There can be more than one active connection allowing you to use information

from multiple systems It is the Atlas server that connects to your Microsoft Dynamics AX AOS via the

business connector Use your network user name and password to log-in to Atlas On occasion you will need to include your network domain name; this is normal

when you connect to an Atlas web service The Atlas client runs as a windows task tray application When connected the Atlas client status will change to show “Online” and the

icon in the task tray will change from grey to be that of the Atlas logo. You can close the login form at any stage after log-in, the program will still run in the task tray

Open the task tray application to manage your connection at any stage. Use this to logout of Atlas for example

Atlas appears as a Ribbon tab in your Microsoft Office System applications The ribbon bar functions will be greyed-out if you have not logged into Atlas.

Use the Refresh ribbon option to activate the ribbon if you log in subsequently The Atlas reporting system functions can be found in the Report options and

Reporting groups of the Atlas ribbon bar Main functions of the reporting system are represented by the large buttons on

the Atlas ribbon. Menus beneath each of these, reveal other, available functions

Atlas operates in two modes; designer and context. Context is a runtime mode and allows you to use the task panes to present lists and summaries related or otherwise to the reporting function in the document.

Introduction

2.5 Quick interactionTake a moment to write down the three key points you have learned:

1.

2.

3.

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3 Working with task panes3.1 Outline

All functions in the Atlas reporting system are built and delivered through a task pane experience. These task panes exhibit common characteristics which include: Data source selection Filters Output options Context information

3.2 ObjectivesAt the completion of this chapter, you will be able to: Understand how to use the common characteristics of the reporting system

task panes Understand how to select, maintain and create data source lists Understand how to select, save and share filters for an Atlas query Understand what is meant by output options for each function Understand the use of the context information tab

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Introduction

3.3 Walk-through: Task panes3.3.1 ScenarioBecause the functions of the Atlas reporting system are delivered using task panes, it is important to understand their structure and characteristics. With this in mind, you intend to demonstrate these to your students from the Sales team. The following list represents your agenda: Overall structure and characteristics Data source list Filters Output options Context informationOpen workbook AX2012 WALKTHROUGH 3.3.1 - Working with task panes.xlsx.

3.3.2 Common characteristicsOpen up the Balance task pane as follows:1. Open a new workbook2. Select cell E43. From the Ribbon bar, on the Atlas tab, in the Reporting group click the Balance

button Each task pane has the following characteristics:

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Introduction

Figure 8 Task pane based on the Balance function

Each task pane in the reporting system exhibits the following characteristics: Data source selection tab in which you can choose the connection and the

primary reporting table for the Atlas reporting object A Filters tab which is used to apply constraints to the data returned by the

Atlas reporting object An Output tab; which is specific to the Atlas reporting function, describes the

result of the reporting object A Context information tab which allows you to assign up to five Atlas queries to

this reporting object. These are executed and displayed in a task pane whenever this Atlas reporting object is selected and Atlas is operating in a runtime mode.

Control buttons. These allow you to Insert the Atlas reporting object into the current document, save the settings of the task pane using the Save As… button allowing you to re-use the query in a different document at a later date. Cancel abandons the task pane.

Introduction

3.3.3 Selecting a data source3.3.3.1 General

This tab is used to select the primary reporting table for the query. 1. Open the Data sources tab if not already open2. Tick to select the table you wish to report from. E.g. Customer transactions Once selected, the other tabs in the task pane reflect the chosen reporting table. Other options available include: Selecting a saved query associated with the selected the table. Use Table -> Open… menu to choose an alternative data source list Use Table -> Designer… menu to add / remove tables (See section 4) You can browse a table from this tab.3.3.3.2 Selecting a saved queryClick to expand the table node to show related saved queries:1. Click to expand the reporting table node in the data source list2. Tick to select the saved query3. Click Insert to run the query and display it in the open document

Figure 9 Customer balance saved query selected and ready to insert

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Introduction

3.3.3.3 Opening another data source listData source lists contain a collection of primary reporting tables and are stored as files on disk. You can have as many data source list files as you see fit. To open a list other than the current list, simply:1. Click to open the File menu option at the top of the tab2. Click to select the Open… 3. When the file dialog appears, navigate to the folder that contains the data

source files4. Click to select the appropriate file5. Click Open

Figure 10 Data source files

3.3.3.4 Browsing a tableThe records within a table can be viewed from the data source tab:1. Tick to select the Customer transactions data source or any other you wish to

browse2. Right-click and choose Browse from the menuThis reveals the drill-down form with a list of un-filtered transactions therein. You can adjust the contents of this form as you would with the drill-down viewer. 3.3.4 Filter expressions3.3.4.1 GeneralThis tab is used to apply filter expressions to the selected data source. These can be simple or complex and can include fields from other, related tables. By default the auto-report fields are displayed, although you can add or subtract others:

Introduction

Figure 11 Annotated filter tab

Filters must be expressed in a manner that is compatible with those used in Microsoft Dynamics AX. They can be described in various ways, including: Literal values (Typed directly into the filter criteria column of the Filters tab) By reference to a single cell in the document By reference to a range of cells in the document By reference to a named range Table lookup Document custom properties3.3.4.2 Choosing a filter from the sheetUsing the Customer transactions data source, choose a filter from the document as follows:1. Ensure the Filters tab is open2. Click to select the Customer account row3. Right-click and select the Pick option4. Navigate to cell D4 and click OKThe worksheet will look as follows:

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Introduction

Figure 12 D4 contains the customer account codes that filter this function

3.3.5 Output optionsIt is this tab that varies by function. Use this tab to specify the output you want. Normally it is a case of selecting the fields you wish to have displayed in the output.

Figure 13 An example output pane from the balance function

In the example of the customer transactions:1. Open the Output: Balance tab2. Tick to select the Amount field3.3.6 Context informationThis tab is used to link other queries to be run and viewed when the report has been built. Change modes to context and each report linked using this tab will executed and displayed in the context task pane. You can also assign an alternative drill-down path; this will run whenever the drill-down button on the ribbon bar is selected.

Introduction

3.3.7 Inserting the query into your documentWhen you have completed all the settings you need in the task pane, save or insert into the document:1. Click Insert to execute and display the results of the Atlas query, OR2. Click Save as… to open the saved settings window3. Enter a Template title4. Enter a Description5. Tick to select whether the template is Shared6. Click OKHere is an example of the result:

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3.3.8 Lab Exercises1. To ensure that you have the training data source list on your system, you

decide to load this in preparation for the training course. The data source list is called “AX2012 Training Reporting.AtlasDataSources”.

Challenge yourself!1. Open a new workbook2. Select a reporting function3. Open the AX2012 Training Reporting data source file

Need a little help?1. Open a new workbook2. Open the Balance function from the Atlas Ribbon Bar3. Open the data sources tab if not already open4. Select the Tables menu option5. Choose Open…6. Select from the dialog the AX2012 Training Reporting.AtlasDataSources7. Click the Open button

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Introduction

2. You want to demonstrate the ability to open an alternative data source. Choose any reporting function to reveal the data sources tab page. Then use the Open function to select the “Customer” data source.

Challenge yourself!1. Open a new workbook2. Select a reporting function3. Open the Customer data source file

Need a little help?1. Open a new workbook2. Open the Balance function from the Atlas Ribbon Bar3. Open the data sources tab if not already open4. Select the Tables menu option5. Choose Open…6. Select from the dialog the Customer.AtlasDataSources7. Click the Open button

Here is an example of the data source list when the customer data source is selected:

Figure 14 Customer data source list

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Introduction

3. To demonstrate using task panes, you have built a workbook that incorporates some simple inputs. Use (AX2012 LAB 3.3.8.3 – Working with task panes.xlsx). This workbook is designed to display the accounts receivable balances for a selected customer account(s) and for a customer group(s).

Challenge yourself!1. Select cell E52. Open the Balance function from the Atlas Ribbon Bar. This is the first button in the

Reporting group3. Tick to select the Customer transactions entry4. On the Filters tab, select the Customer account row and pick the accounts in cell D55. Click Insert6. Select cell E77. Using the open Balance function task pane, tick to select the Customer transactions

entry8. Add Fields and link to the customer table. Choose group and pick the group 30 from cell

D79. Click Insert

Need a little help?1. Select cell E52. Open the Balance function from the Atlas Ribbon Bar. This is the first button in the

Reporting group3. Tick to select the Customer transactions node4. Open the Filters tab5. Click to select the Customer account row6. Right-click and select the Pick option7. Navigate to cell D5 and click OK8. Click insert9. Select cell E710. Using the open the Balance function task pane, select the Filters tab11. Click the Fields button to open the field selection window12. Click to select the green plus adjacent to the Customer account entry13. Click to expand the Customers entry14. Tick to select the Customer group in the list of fields15. Click OK16. Click to select the Customer group row that is now in the grid17. Use right-click and choose the named range =CustGroup18. Click insert

Here is an example of the workbook:

Introduction

Figure 15 Transactions balances based on account and group

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4 Managing data sources4.1 Outline

Data source lists are a collection of reporting tables from your Microsoft Dynamics AX. Stored as files on disk, you can have as many data source list files as you see fit. Normally, these lists will contain reporting tables sufficient to meet you or your user’s needs. This section discusses: Creating a new data source list using the designer Adjusting an existing data source list Saving and closing the designer Tables and Views as data sources

4.2 ObjectivesAt the completion of this chapter, you will be able to: Understand how to create and maintain a data source list Understand how to find and select reporting tables Understand data source list categories Understand how to save data source lists

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Introduction

4.3 Walk-through: Managing a data source list4.3.1 ScenarioYou have found that the example data source list includes too many tables for your needs and have decided that you want to create a list that contains only those tables you think you will need. Included in your new list of data sources will be the following tables: Customers (CustTable) Global address book (DirPartyTable) Customers (CustTableCube)3

Customer groups (CustGroup) Customer transactions (CustTrans)To do this you will: Open the data source designer Create a new list Add tables to the list Saving the new list4.3.2 Opening the Data source designer Open the data source designer form from the Data sources tab of any reporting function. E.g. Balance. Do this by using the Designer option from the Tables menu:

Figure 16 Opening the Designer form

1. Open a new Workbook2. Select any reporting function from the Atlas ribbon3. Open the Data source tab4. Click to select the Tables menu option5. Choose the Designer… menu optionThe Designer form appears as follows:

3 This is an AOT View

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Introduction

Figure 17 Data source designer for the current designer

This, by default, shows the contents of the current, active list.4.3.3 Creating a new data source listTo create an empty data source list:1. Click File to open a menu of choices2. Click to select New

Figure 18 Empty data source list

4.3.4 Adding tables4.3.4.1 GeneralYou can add tables directly into the data source list or you can search for the tables using the add table task pane. The former method means that you must know the name of the table as it is known in the AOT.

Introduction

4.3.4.2 Adding a table directlyYou can add tables to the list of tables directly. Use the row containing the plus symbol to do this:

1. Click to select the Name entry in the first record of the data sources list2. Type CustTable for the customers table and press the tab key

3. Optionally enter a label for the table and 4. Press the enter key add this table to the data source list

Figure 19 Customer table added

5. Click to select the Name entry in the first record of the data sources list6. Type CustTrans for the customers transactions table and press the tab key

7. Optionally enter a description for the table in the Label field8. Press the enter key add this table to the data source list

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Introduction

Figure 20 Customers and customer transaction tables in the data source list

4.3.4.3 Adding a table using the search methodUsing this method, you can search for the table(s) you want to include. You can include a partial name or the full name of the table in the search; the more accurate the name the narrower the search results returned. Here, the customer group is being search for:1. Click the Add Table tab on the task pane

Figure 21 Add Table task pane revealed

2. Click to select the Search entry box3. Type customer group in the search entry box4. Press the enter key

Introduction

Figure 22 Search results for customer group

1. Tick to select CustGroup2. Click Apply3. Click to select the Search entry box4. Type address book in the search entry box5. Press the enter key6. Tick to select DirPartyTable7. Click Apply8. Click to select the Search entry box9. Type Customers in the search entry box10. Press the enter key11. Tick to select CustTableCube (Customers)12. Click ApplyAll ticked entries are copied across to the data source list:

Figure 23 Complete data source list

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Introduction

4.3.4.4 Removing tables from the listYou can remove data sources from the list:1. Click to select the row in the data source list containing the table to be

removed2. Right-click select Delete4.3.5 Saving the data source listOnce you have finished editing the data source list, you can save it to a folder on your file system:1. Click File to open a menu of choices2. Click to select Save as…3. When the file dialogue box appears, navigate to the folder into which this file

will be saved and then enter a file name, e.g. Sample data source list:

4. Click Save5. Close the Designer by File -> Exit The host task pane is changed to show the new data source list:

Figure 24 Sample data source list in the reporting task pane

4.4 Understanding Tables and AOT Views4.4.1 OutlineIn previous versions of Atlas the data sources were pre-defined and limited to specific Dynamics AX modules. This release of Atlas goes beyond these pre-defined modules and can now use any table in Microsoft Dynamics AX’s AOT. Furthermore, you can also define views; these views allow you to join more than one table and choose which fields to include; in effect creating a new table in its own right.4.4.2 TablesAll tables in the data dictionary of Microsoft Dynamics AX AOT can be used by Atlas. This means that each function is now able to apply filters and return data to Microsoft Excel from any table. All that is required is for you to decide which tables you wish to include as the basis of your report.Examples of these tables include: Customer transactions, Cutomers and the Project table.4.4.3 AOT ViewsAOT Views allow you to define custom views of your Microsoft Dynamics AX data; typically, these span more than one table and have the effect of flattening out complex relationships between tables, making the view appear as a table in its own right. Microsoft Dynamics AX 2012 is shipped with several sample views, an example of which is CustTableCube. This view joins many of the tables in the global address book with the customer table allowing you to easily include, names and addresses for your customers into a report. In the following you can the fields in this particular View:

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4.5 Key pointsThis section introduced the task pane interface of the Atlas reporting system. In particular you learned that the reporting system functions exhibit a common set of characteristics: Data source list Filters Output options Context informationAll reporting functions are designed using the task pane interface and contextual information is also delivered through task panes. The following was also learned: Data source tab of the task pane is used to select the primary reporting table.

By simply ticking makes the data source the current data source for the reporting function.

Elements in the Data sources list (Tables and AOT Views) can be categorized so that the list can be grouped in a m

You can browse the records in a data source and you can browse any saved query that might use that data source as it primary reporting table

You can use the Data source designer to add and remove tables and AOT Views from the list. Use this to apply categories to allow grouping of the list

Search features are available so you can easily find tables and AOT Views in your list

Filters are defined in the Filters tab page. Filters apply a constraint to the records used by the reporting function

By default the fields upon which you can apply a filter is limited to the auto-report group. You can add and subtract fields to the filter fields list by using the Fields button

Filter expressions use the same notation as that used by Microsoft Dynamics AX

You can source filter expressions from:o Within the task pane as a literal value, o A lookup function for a selected field; this will allow you to include ranges

from Microsoft Dynamics AX into your filtero The document surface; such as a cell in Excel or content control or shape in

Word or Powerpoint respectivelyo Custom document properties

Consider using named ranges when the filter expression is sourced from the document surface itself, this makes the query portable

Fields from linked or main tables can be added to the filter field list and form part of the filter. For example, Customer group added as a filter field to the customer invoice journal fields

Filters can be saved and recalled for future use. You can also share these saved filters with other users. Use this when the filter is:o Complicated and needs some skill to define correctlyo Is used frequently by many reporting functions

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Introduction

o Links many tables so saves time Output options are specific to the reporting function and define what is

presented by the function to the user Context information is used by the Atlas reporting system to provide runtime

“context” to the resolved function. For example, a Balance function might show the sales for a particular period of time, but a context report linked to that Balance function might display the items sold for that given time period

You can define up to five context reports per reporting function. This means for each function used in your document, you can assign up to five additional context views

Context information is also used to identify an alternative drill-down path to the one used when you click the drill-down button. By default this is a transaction list based on the constraints applied by the filter expression. Use this feature to nominate a different report to use

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Introduction


1.

2.

3.

5 Free-format functions5.1 Outline

The formula based functions are used to return a value; numeric or text, into a cell or content control in your document. This powerful feature allows you to easily build complex, free-format style reports that meet your personal reporting needs as well as those needed for your organization. Using Microsoft Excel’s re-calculation methods, the values in the cells that contain these functions will be refreshed with the latest information. Furthermore, any dependent formula functions will automatically refresh as the source cells change.Once built, these functions operate like any other formula functions found in Microsoft Excel.

5.2 ObjectivesAt the end of this chapter, you will be able to: Identify the three free-format functions of:

o Balanceo Columno Lookup

Understand how each of these three free-format functions are built and used Understand how you can combine the functions to build sophisticated reports Understand how to edit reports that use these functions Understand how to use these functions with other Atlas functions

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Introduction

5.3 Walk-through: Free-format functions5.3.1 ScenarioYou have been asked to deliver a report that shows the total sales figures for all customers by group. The report will need to be filtered by currency, to allow you to differentiate by selected sales currency: Use Column function to fill in the names for each customer group Use Balance function to get a revenue balance figure for each customer and

for the selected date interval Use the lookup function to provide a list of alternative date intervalsUse WALKTHROUGH 4.3.1 – Selected Customer Sales.xlsx5.3.2 Use Column function to fill in the customer nameUse the Column function to retrieve the name for each customer account. The name is sourced from the customer table found in your data source list:

Figure 25 Blank customer group sales report

1. Select cell E72. From the Ribbon bar, on the Atlas tab, in the Reporting group click the Free-

format drop down menu beneath the Balance button3. Select Column from the list shown4. Tick to select the Customer groups table in the data source list5. Select Filters and click to select the Customer group row of the grid6. Use right-click and from the menu choose Pick7. When the Customer group range selection box appears, navigate to cell D7

and click OK to select it8. Change the reference from $D$7 to $D79. Select Output and ensure that only the Name field is ticked

Introduction

Figure 26 Ensure only the Description is selected for this exercise

10. Click Insert. The report now appears as follows:

Figure 27 Column formula is put in cell E7 that returns the name of customer 1101

3.4.5.6.7.8.9.

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Introduction

10.11. Double-click the cell handle at the bottom right of the cell pointer to copy the

formula to each row in the report:

Figure 28 A completed list of group descriptions

Note: Now that these names are in place, they do not need to be recalculated again, simply copy and paste these cells as values.

5.3.3 Use Balance function to get the sales revenue per customer per period

The sales column uses the Balance function. The function will return the sales balance figure from the invoice table for a date interval defined in cell D4.1. Select cell F72. From the Ribbon bar, on the Atlas tab, in the Reporting group click the Balance

button3. Tick to select the Customer invoice journal in the data source list4. Select Filters 1.2.3.4.5. Click the Fields button6. When the field list selection box appears, tick to expand the Available fields

node and tick to select Group. 5.6.7. Click OK8. Click to select the Group row in the grid9. Right-click and from the menu choose Pick10. When the Customer group range selection box appears, navigate to cell D7

and click OK to select it11. Change the reference from $D$7 to $D7

Introduction

12. Select the Currency row in the grid13. Right-click and from the menu choose Pick14. When the Currency range selection box appears, navigate to cell D4 and click

OK to select it15. Select Output 16. Un-tick Cash discount and then find and tick the field Sales sub-total amount

Figure 29 Selecting the amount column for the balance function

17. Click Insert. The report now appears as follows:

18. Double-click the cell handle at the bottom right of the cell pointer to copy the formula to each row in the report:

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Introduction

Figure 30 Sales figures copied down. Sales in US Dollars

5.3.4 Use Lookup to provide a list of currenciesFinally, apply a currency selection through the Lookup function:1. Select cell D42. From the Ribbon bar, on the Atlas tab, in the Reporting group click the Free-

format drop down menu beneath the Balance button3. Select Lookup from the list shown4. Tick to select the Currency table in the data source list5. Select Output 6. Click on the Report columns (Currency) node of the field list7. Click the Add/Remove Fields button8. When the field list selection box appears, un-tick all but the Currency code and

Name entries. 9. Click OK10. Click Insert

Introduction

Figure 31 List only the code and name in the lookup. Return the first found and only the code

After insert the report looks as follows:

Figure 32 Report ready to use

5.3.5 Using the Lookup feature to change currencyDo this as follows:1. From the Atlas Ribbon bar, in the Report options group, change the mode from

Designer mode to Standard. 2. Click in cell D4. This reveals a list of currencies in the context task pane:

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Introduction

Figure 33 A list of currencies with the first record selected

1.2.3. In the Search entry box, type EUR and tick to select itThe report now appears as follows:

Introduction

5.4 Balance function5.4.1 OutlineUse Balance when you want to return an amount into a cell in your document. Balance is used in all reports that need an amount from Microsoft Dynamics AX. After resolving any parameters from your document, each Balance function generates a query against your Microsoft Dynamics AX. The results from these requests is returned to your document and displayed.The Balance function is a cornerstone of many reports built using Atlas. 5.4.2 Uses for the Balance functionBalance function is not often used in isolation. It is used in conjunction with other Atlas functions to form a report. Typically you will find many Balance functions; each accepting slightly different input, are used in building an Atlas report. You can also use the Balance function in the following instances: Where you want to SUM, COUNT, AVERAGE a single numeric field from a data

source Where you want to apply simple mathematics to two or more numeric fields

from a data source. Only the SUM operation is allowed Where you want to return a single, numeric amount from Microsoft Dynamics

AX based on none, one or more filter expressions Where you want the amount figure to change dynamically as filter inputs from

other cells change Where the format of your report does not change in structure, each time the

report is run Where you want to have the ability to drill-down on the amount to explore

more detail Where you want to do an ad hoc inquiry to quickly resolve simple or

complicated questions Where you want to include a number in conjunction with the structured

reporting functions of Atlas; such as list or summary. For example, for a list of projects use the balance function as a managed column (See List reporting).

Example report structures include, summary reports, balance sheets, forms, status report, income statements, cash flows

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Introduction

5.4.3 Lab. Exercises1. You have been asked to provide a full year sales figure for the customer

Contoso Seattle and their retail store. You can do this quickly in an Excel spreadsheet using the Balance function as a means to give you this number. (Use AX2012 LAB 5.4.3.1 – Balance Contoso Seattle.xlsx)

Challenge yourself!1. Select cell E82. Open the Balance task pane3. Choose Customer invoice journal4. Set the customer and date filters accordingly5. Select the Sales subtotal amount only

Need a little help?1. Select cell E82. Open the Balance function from the Atlas Ribbon Bar. This is the first button in the

Reporting group3. Tick to select the table Customer invoice journal4. Open the filters tab5. Click to select the Customer account row and in the range entry box, type 30026. Click to select the Date row in the range entry box, type 01/07/07..30/06/087. Open the Output tab8. Un-tick the Cash discount in the include fields node9. In the available fields list, search and find the Sales subtotal amount field. Select by

ticking10. Click insert

Here is an example of a completed workbook:

Introduction

2. The quick ad hoc function you just created served its purpose well. To answer similar questions about other stores you decide to adjust the report to include on-sheet selections for customer and date range. (Use AX2012 LAB 5.4.3.2 – Balance sales by customer and period.xlsx)

Challenge yourself!1. In cells D4 and D5 type 3002 and 01/07/06..30/06/08 respectively2. Select cell E83. Open the Balance task pane4. Choose Customer invoice journal5. Set the customer and date filters accordingly6. Select the Sales subtotal amount only as the output amount

Need a little help?1. Select cell D4 and type 30022. Select cell D5 and type 01/07/07..30/06/083. Select cell E84. Open the Balance function from the Atlas Ribbon Bar. This is the first button in the

Reporting group5. Tick to select the table Customer invoice journal6. Open the filters tab7. Click to select the Customer account row8. Use the pick button and choose cell D49. Click to select the Date row10. Use the pick button and choose cell D511. Open the Output tab12. Un-tick the Cash discount in the include fields node13. In the available fields list, search and find the Sales subtotal amount field. Select by

ticking14. Click insert


Tip Change the date or the date interval and the function in E8 will recalculate automatically. You can enter multiple customer codes and dates if necessary

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Introduction

5.5 Column function5.5.1 OutlineThis is used primarily to return a non-numeric field, multiple fields or a label associated with a code. The code is usually an account code, customer code, vendor code or a dimension name but can be any attribute from any table in Microsoft Dynamics AX. Use Column function if you do not wish to re-type the description of a code each time it is changed in the spreadsheet. Column will only find the first record matching any filter expressions you provide.As Column is implemented as a function, it is refreshed on demand or whenever the cell containing the code changes5.5.2 Uses for the Column functionColumn function is not often used in isolation. It is used in conjunction with other Atlas functions to form a report. Use the Column function in the following instances: Where you want to provide a name or description for a code in a report Where you want to include the text from a number of fields into one cell. For

example to build a customer address Where you want to return a label for a given field that might be included in one

of your reports Where you want the description or name of a code to change dynamically as

filter inputs from other cells change Where you want to provide a link between two sets of data sources. For

example, during upload of free-text invoices you will need to link the lines to a posted header record. This can be done by showing the RecordID of the header

Where you want to include a name or description in conjunction with the structured reporting functions of Atlas; such as list or summary. For example, for a list of ledger transactions use the Column function as a managed column (See List reporting) to return the vendor or customer name to which the transaction relates

When you need to make a structured report more readable

Introduction

5.5.3 Lab. Exercises1. Adding names and relevant descriptions to a simple query or report often helps

its acceptance; especially if you need to distribute it to others in your organization. You have discovered that the Column function can help with report readability and you are trying the function out to see what it can do. By way of a simple example, use customer code 3002 and return their name. (Use AX2012 LAB 5.5.3.1 – Column customer name.xlsx)

Challenge yourself!1. Select cell E42. Open the Column task pane3. Choose Customers (CustTableCube) as a data source4. Set the customer filter accordingly5. Select the Name as output field6. Click Insert

Need a little help?1. Select cell E42. Open the Column function from the Atlas Ribbon Bar. This is opened from the drop-down

menu that is revealed when you click on Free-format in the Reporting group3. Tick to select the table Customers (CustTableCube)4. Open the filters tab5. Click to select the Customer account row6. Use the pick button and choose cell D47. Open the Output tab8. Click the Erase button4 to remove the AccountNum as the output field9. Click the Fields button10. Click to expand the Available Fields node11. Tick to Show System Names12. Ensure that the Name (Name) field is ticked13. Click OK14. In the Available fields list, right-click Name and choose Field Data(%Name) from the

menu15. Click insert


4 Erse button appears in the toolbar of the sentence editor:

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Introduction

2. Experimenting further, you want to build a multi-field column formula that incorporates text and other fields, such as an address. You want the address to appear like the following:

Format Sample based on customer 3002

Address:StreetCity, State Post code

Address:123 Silver RoadSeattle WA 98104

Since you are working with customer 3002, you are going to use this as the basis of your second test. (Use AX2012 LAB 5.5.3.2 – Column customer name and address.xlsx)

Challenge yourself!1. Select cell E62. Open the Column task pane3. Choose Customers (CustTableCube) as a data source4. Set the customer filter accordingly5. In the expression edit box type Address: press enter and then select from available

fields the appropriate fields to suit the above format

6. Click Insert

Need a little help?1. Select cell E72. Open the Column function from the Atlas Ribbon Bar. This is opened from the drop-down

menu that is revealed when you click on Free-format in the Reporting group3. Tick to select the table Customers (CustTableCube)4. Open the filters tab5. Click to select the Customer account row6. Use the pick button and choose cell D47. Open the Output tab8. Click the Erase button to remove the AccountNum as the output field9. Click the Fields button

Introduction

10. Click to expand the Available Fields node11. Tick to select City, Street, Zip/Postal code and state fields12. Click OK13. In the expression edit box type Address: and press enter

14. In the Available fields list, right-click Street and choose Field Data(%Street) from the menu. Type “,” and then press enter

15. Using the right-click menu, add City, State and Post code in the same fashion. Use the spacebar for readability:

16. Click Insert


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Introduction

Figure 34 The address changes as the input in D4 changes. You can include field labels in the concatenation

Tip: Change the value in D4 to change the name and address column functions. If you choose an expression in D4 that will result in multiple records, then only the first is used in the Column function.

Introduction

5.6 Lookup function5.6.1 OutlineThis is used primarily to return a non-numeric code or multiple non-numeric codes from a user defined list or summary report. The report is viewed in a lookup task pane visible when you switch from designer to context mode. It usually shows a list of codes and descriptions; such as customer codes and names, vendor codes and names, item codes and names etc. Typically, the code that is selected and returned to the workbook is used in conjunction with other Atlas functions such as Balance and Column as input. You can use this function to show a list or summary report from any table and you can choose to return any attribute that makes sense to the report or query you are building. Use Lookup function if you wish to give the report user a list of alternative, valid inputs from which they can choose. Linked functions will recalculate dynamically when the selection is made.The Lookup can be implemented as a function, it is refreshed on demand or whenever the cell containing the input to the function changes. In addition, you make the Lookup a placeholder defined by a named range; in this case a formula function is not inserted, instead Atlas manages the Lookup list whenever it detects you are in that named range, allowing you to get a value from anywhere in that range. For example, when you are using Atlas to upload a journal you might use the Lookup to interrogate Microsoft Dynamics AX to return a Project, Category, Account or Dimension value. 5.6.2 Uses for the Lookup functionThe Lookup function is not used in isolation. It is used in conjunction with other Atlas functions to form a report. Use the Column function in the following instances: Where you want a user to select one or more codes from a list of valid

alternatives Where you want the output of another report to provide the user with an action

list. For example, open customer balances for customer group 10 Where you want to provide a dynamic lookup that changes when values in

other cells, acting as inputs, change Where you want to get a valid value for a cell in a list or range of cells. E.g.

valid account code in a journal upload.

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Introduction

5.6.3 Lab Exercises1. You have learned that you can use the Lookup function to provide a list from

which a user can choose one or more values. When chosen, the value is used by the report and all linked reports will refresh. In this example you want to let the user choose from a list of customers. Use (AX2012 LAB 5.6.3.1 – Lookup customer sales by quarter.xlsx)

Challenge yourself!1. Select cell D42. Open the Lookup task pane3. Choose Customers (CustTableCube) as a data source4. Open the Style : Lookup tab5. From the report columns node, choose Add/Remove fields and limit the fields to be

name and code6. Set the return field to be customer account7. Click Insert (The first account code is inserted into the selected cell)8. Change to Standard mode and open the Lookup task pane

Need a little help?1. Select cell D42. Open the Lookup function from the Atlas Ribbon Bar. This is opened from the drop-down

menu that is revealed when you click on Free-format in the Reporting group3. Tick to select the table Customers (CustTableCube)4. Open the Style : Lookup tab5. Click the Report Columns node6. Click Add/Remove Fields7. Un-tick all but the Customer account and expand the Available fields node and tick to

select the Name field and then click OK

8. Click insert9. Change mode from Designer to Standard

Introduction

The function inserts the first code of the customer list into the workbook and a list of the customers is then displayed in a task pane. Tick to select any entry in the list this then updates the results in the workbook:

Figure 35 You can use the task pane to select the appropriate customer from the list

Tip: If your Lookup function accepts input for filters from values in other cells on the sheet, then as these change so does the list it shows

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Introduction

5.7 Key pointsThis section introduced the three main free-format functions: Balance Column LookupIn addition to introducing these three functions, it showed how these functions can be used in conjunction to build sophisticated and dynamic reports.Other lessons learned include: Balance function is used to return aggregated numeric amounts. Aggregation

can be SUM, COUNT or AVERAGE Balance function supports simple column mathematics; notably, field a + field

b Column function is used to return a non-numeric field. Typically it is used to

provide names and descriptions for codes used elsewhere in your workbook Column function can concatenate fields, user provided text and labels together

to form sentence like structures. An example of concatenation is an address that includes Street name, City, State and Post code.

Lookup function is used to return a value from a list or summary report. The list or summary being displayed in a task pane. This means you can provide a user with a list from which they can select valid alternatives

Use lookup function in conjunction with other functions like Balance and Column. It provides the input to the latter

Lookup functions can be chained together so that the output from one Lookup function provides the input to another

Free-format functions can be copied, edited and moved like any other function in Microsoft Excel

Use named ranges and cell referencing to optimize the speed in which it takes you to build a report

Introduction


1.

2.

3.

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6 Structured reporting functions6.1 Outline

Structured reporting functions are used when you want to present lists, summaries or cross tabulated (matrix) information from Microsoft Dynamics AX. These functions use the Microsoft Office table object as the presentation container, and as such, will inherit and respect the formatting capabilities it has to offer. You can combine these functions with other Atlas functions to build sophisticated reports. Structured reports can be refreshed dynamically; assuming that one or more of the report’s filters is linked to the contents of a cell or they can be refreshed from the Atlas ribbon bar on demand. Summary and matrix style functions off drill-down capabilities by default, List style reports do not unless a specific drill-down source is included in the context information.Structured reporting functions also make use of the managed column feature. This allows you to incorporate other Atlas (such as Balance or Column) or Excel functions into the report. When the report is refreshed then these managed columns, including their contents, are treated as if they were part of the Structured report definition itself.

6.2 ObjectivesAt the end of this chapter, you will be able to: Understand how to build a basic List, Summary or Matrix report Understand how to apply formatting and styles Understand the refresh options available to the Structured reporting functions Understand how you can combine the Structured reporting functions with other

functions to build sophisticated reports using managed columns Understand how to include columns from other, linked tables Understand how to edit reports that use these functions

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Introduction

6.3 List6.3.1 OutlineThe List function is used to return a non-aggregated series of records from a data source into a Microsoft Office table. The table will be formatted according to the defaults you set in your Microsoft Office installation. Once the table is generated, you can adjust the format and other options to suit. When the report is refreshed, these adjusted settings are remembered and applied to the re-generated list.You can link the main data source for the list report with other; associated data sources so that the resulting table contains information from multiple sources. For example, by linking in the customer table to customer transactions table, you can include the customer name with transactional detail.List reports can be grouped into sections with totals per section and overall.List reports can include, user defined, managed columns. These act as place-holders into which you can put another cell function. These cell functions can be Microsoft Excel standard functions or free-format Atlas functions. When the List report is refreshed, these place-holders are respected and their contents “managed” according to whether the list expands or contracts.The number of records returned can be restricted, a feature that allows you to show last five or first 10 records for example.List reports can be refreshed from the Atlas ribbon bar or can be refreshed when a cell that provides input to the List function changes. For example, if a List function is linked to a Lookup function.6.3.2 UsesUse the List function when you want to: Present a list of main table or transaction records Use the output from a list as input to a journal or table upload Used in conjunction with other reporting functions as a component of another

report Uses to provide raw, un-summarized data to another function or system

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Introduction

6.3.3 Walk-through: List report6.3.3.1 ScenarioYou have been asked to produce a report; that shows a list of invoices for a range of customers and for a range of dates. The report will allow the user to choose a range of dates and will allow them to choose the customer too. Columns for the report include: Customer account, the invoice number, invoice date, currency, sales amount, invoice amount, ledger voucher for each listed invoice. In addition you will need to show the customer name. To do this, you will need to: Choose cells to enter a customer account or range of customer accounts and

to enter a date or range of dates Produce a list report based on the customer invoices that accepts, as filter

input, customer account and date range Edit the report and link to customers to get the customer name Use AX2012 WALKTHROUGH 5.3.1 – List invoices by customer and period.xlsx6.3.3.2 Input cells for customer and date rangesOnce the workbook is open:1. Select cell D42. Enter 3002 to represent a range of accounts3. Select cell D54. Enter 01/07/07..30/06/08 to represent a range of dates

Figure 36 Account and date ranges entered

6.3.3.3 Build a simple list report using customer and date as filter inputsThe list report will paste an Excel table into the worksheet at an insertion point you choose. The columns of the report are dictated by the fields you choose using the task pane:1. Select cell D72. From the Ribbon bar, on the Atlas tab, in the Reporting group click the

Structured drop down menu beneath the Summary button3. Select List from the menu shown4. Tick to select the Customer invoice journal in the data source list

Introduction

5. Select Filters and click to select the Customer account row in the grid6. Use right-click and from the menu choose Pick7. When the Customer account range selection box appears, navigate to cell D4

and click OK to select it8. Select the Date row in the grid9. Use right-click and from the menu choose Pick10. When the Date range selection box appears, navigate to cell D5 and click OK

to select it

Figure 37 Filter tab, showing account and date as criteria sourced from the worksheet

11. Select Style : List12. Click to select the Report Columns (Customer invoice journal) node13. Click the Add/Remove fields button14. When the Add or modify report columns task pane appears, un-tick the

columns Invoice account and Sales order15. Expand the Available fields node and navigate the list it shows until you find

The sales subtotal amount, in the accounting currency. Tick to select this field16. Click OK to copy your selections into the list task pane

Figure 38 Column selection

17. Click Voucher and press the green down arrow button until the column is the last in the list

18. Un-tick the Report Total field of Invoice amount

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19. Click Insert

20. Select cell D821. From the Ribbon bar select Table tools : Design22. Choose table style : Light 3The report will appear as follows:

Figure 39 Completed list with a new table style

6.3.3.4 Editing the report to include the customer nameYou have been asked to include the name from the customer table in this report from the invoice transaction.1. Select cell D82. Click to open the designer task pane for the list report

Figure 40 Yellow button at the bottom right opens the task pane for the mode

3. Navigate to the Style : List tab4. Click to select the Report Columns (Customer invoice journal) node5. Click the Add/Remove fields button

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6. Expand the Available fields 7. Tick to select the Invoicing name field8. Click OK copy your selections into the list task pane9. Select the Name field and press the green up arrow button to move the field to

a position directly beneath the Customer account field

10. Click UpdateThe report is refreshed and the column for name is shown in the column next to the account code:

Figure 41 This report has had additional formatting applied; alignment, number formats and column widths

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6.3.4 Lab Exercises1. You have been asked to provide a list of retail customers that will be used as

the basis of a mailing list. Since you have decided to use Atlas, you are going to use the List function. The columns you need to include are: Account, name, Street, city, state and zip/postal code. (Use AX2012 LAB 6.3.4.1 – List retail customers.xlsx)

Challenge yourself!1. Use your mouse to select cell D62. Use the List function to present a list of customers (CustTableCube) for the retail

customers group. Ensure you pick the required columns only3. Change format of the table to style : Light 3

Need a little help?1. Select cell D62. Open the List function from the Atlas Ribbon Bar. This is opened from the drop-down

menu that is revealed when you click on Structured in the Reporting group3. Tick to select the table Customers (CustTableCube)4. Open the Filter tab5. Click Fields button6. Expand the Available fields node7. Tick to select Customer group8. Click OK9. Click to select the Customer group row10. Enter 30 into the entry box11. Open the Style : List tab12. Click the Report Columns (Customers) node13. Click Add/Remove Fields14. Un-tick the Currency field15. Expand the Available fields node16. Tick to select the Name, City, State, Street and ZIP/Postal code fields17. Click OK18. Click insert


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Do a little more! You can change the table format to suit your preferred style. Simply, open the Table design tab on the Excel Ribbon bar. Choose Table Style Light 3 as an example.

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2. Create a new list that shows invoices for a range of dates and selected customer accounts. These ranges will be sourced from the workbook. You will need to include the following columns: Customer account, Name, Date, Invoice id, Voucher, Currency and Invoice amount. (Use AX2012 LAB 6.3.4.2 – List invoices.xlsx).

Challenge yourself!1. Choose two cells to enter both a customer code and a date range2. Select cell D73. Open the List task pane, select Customer invoice journal and filter by account and date.

Then include columns described above4. Click Insert

Need a little help?1. Select cell D42. Type in 30023. Select cell D54. Type in 01/07/07...31/10/075. Open the List function from the Atlas Ribbon Bar. This is opened from the drop-down

menu that is revealed when you click on Structured in the Reporting group6. Tick to select the table Customer invoice journal7. Open the Filter tab and click to select the Customer account row in the grid8. Use right-click and from the menu choose Pick9. When the Customer account range selection box appears, navigate to cell D4 and click

OK to select it10. Click to select the Date row in the grid11. Use right-click and from the menu choose Pick12. When the Date range selection box appears, navigate to cell D5 and click OK to select it13. Open the Style : List tab14. Click the Report Columns (Customer invoice journal) node15. Click Add/Remove Fields16. Un-tick the Invoice account and Sales order fields17. Click to expand the Available fields list18. Find and then click to select Invoice name field19. Click OK. Use the green arrow keys to move the invoice name to appear beneath the

customer account. The field list now appears as follows:

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Figure 42 Field list prior to insert20. Click insert21. Select cell D722. Open the Table tools, design tab on the Ribbon bar. Choose table style Light 3.

The report appears as follows:

Figure 43 Invoice list based on cell inputs. Changing any input cell will cause the report to refreshed

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6.4 Summary6.4.1 OutlineThe Summary function is used to return an aggregated series of records from a data source into a Microsoft Office table. The table will be formatted according to the defaults you set in your Microsoft Office installation. Once the table is generated, you can adjust the format and other options to suit. When the report is refreshed, these adjusted settings are remembered and applied to the re-generated Summary.You can link the main data source for the Summary report with other; associated data sources so that the resulting table contains information from multiple sources. For example, by linking in the customer table to customer transactions table, you can include the customer name with the summarized balances.Summary reports can be grouped into sections with totals per section and overall. For example, customer balances within customer group.Summary reports can include, user defined, managed columns. These act as place-holders into which you can put another cell function. These cell functions can be Microsoft Excel standard functions or free-format Atlas functions. When the Summary report is refreshed, these place-holders are respected and their contents “managed” according to whether the Summary expands or contracts. For example, if your Summary report shows customer balances you also include a column formula to return the credit limit so that you can assess whether they are above or below their credit limit.The number of records returned can be restricted, a feature that allows you to show the top 10 debtors for example.Summary reports can be refreshed from the Atlas ribbon bar or can be refreshed when a cell that provides input to the Summary function changes. For example, if a Summary function is linked to a Lookup function.6.4.2 UsesUse the Summary function when you want to: Present a summary of records from a transaction record table Present a ranked list of records, for example to show top 10 customers or

bottom 10 selling items Provide a report that can be manipulated to form the basis of an upload. For

example, a report to show hours booked last week by employee and project, which can then be adjusted to include this week’s time ready for upload into the hours journal

Use the report in conjunction with other summary reports as a building block of another report

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6.4.3 Walk-through: Sales order invoice summary6.4.3.1 ScenarioYou have been asked to produce a report; that shows a list of invoiced sales orders for a range of customers and for a range of dates. The report will allow the user to choose a range of dates and will allow them to choose the customer too. Columns for the report include: Sales order number, name on the invoice (invoicing name) and sales amount. To do this, you will need to: Choose cells to enter a customer account or range of customer accounts and

to enter a date or range of dates Produce a summary report based on the customer invoices that accepts, as

filter input, customer account and date range Use AX2012 WALKTHROUGH 6.4.1 – Summary invoiced sales orders by period.xlsx6.4.3.2 Enter input filtersOnce the workbook is open:1. Select cell D42. Enter 3002 to represent a range of accounts3. Select cell D54. Enter 01/07/07..31/07/07 to represent a range of dates

6.4.3.3 Build the Summary reportThe list report will paste an Excel table into the worksheet at an insertion point you choose. The columns of the report are dictated by the fields you choose using the task pane:1. Select cell D72. From the Ribbon bar, on the Atlas tab, in the Reporting group click the

Summary button3. Tick to select the Customer invoice journal in the data source list4. Select Filters and click to select the Customer account row in the grid5. Use right-click and from the menu choose Pick6. When the Customer account range selection box appears, navigate to cell D4

and click OK to select it7. Select the Date row in the grid8. Use right-click and from the menu choose Pick9. When the Date range selection box appears, navigate to cell D5 and click OK

to select it

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Figure 44 Filter tab, showing account and date as criteria sourced from the worksheet

1.2.3.4.5.6.7.8.9.10. Select Style : Summary11. Click to select the Report Columns (Customer invoice journal) node12. Click the Add/Remove fields button13. When the Add or modify report columns task pane appears, un-tick all but the

Sales order field14. Expand the Available fields node and navigate the list until you find The sales

subtotal amount, in the accounting currency. Tick to select this field15. Navigate further until you find Invoicing name. Tick to select this field16. Click OK to copy your selections into the list task pane

Figure 45 Column selection

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1.2.3.4.5.6.7.8.9.10.11.12.13.14.15.16.17. Click Insert

Figure 46 Invoiced sales order summary18. Select cell D819. From the Ribbon bar select Table tools : Design20. Choose table style : Light 3The report will appear as follows:

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Figure 47 Formatted summary reportThe transactions summarized by this report are highlighted below:

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6.4.4 Lab Exercises1. The list reports you created, above, gave you details of each invoice

transaction posted into the system. The Summary report function, you have discovered, allows you to summarize these transactions. Armed with this knowledge, you decide to use this feature to attempt a customer sales analysis report; which will show sales figures for a set of customers for a given range of dates. The report will accept a date range as an input filter and will include as columns the customer account, their name and a summary of sales for that customer. (Use AX2012 LAB 6.4.4.1 – Summary customer sales.xlsx)

Challenge yourself!1. Use your mouse to select cell D42. Enter date range. E.g. 01/07/07..30/06/083. Select cell D64. Use the Summary function to present a list of customers and their sales balance. Ensure

you pick the required columns only5. Change format of the table to style : Light 3

Need a little help?1. Select cell D42. Enter date range. E.g. 01/07/07..30/06/083. Select cell D64. Open the Summary function from the Atlas Ribbon Bar. This is opened by clicking the

Summary button in the Reporting group5. Tick to select the table Customer invoice journal6. Open the Filter tab7. Click to select the Date row8. Use right-click and from the menu choose Pick9. When the Date range selection box appears, navigate to cell D4 and click OK to select it10. Open the Style : Summary tab11. Click the Report Columns (Customer invoice journal) node12. Click Add/Remove Fields13. Un-tick all but the Customer account field14. Expand the Available fields node15. Tick to select The sales subtotal amount, in the accounting currency field16. Tick to select the Invoicing name field17. Click OK18. Click insert19. Select cell D7 and then choose Style, Light 3 from the Table tools ribbon. Adjust number

format for the sales balance to be currency and left align the customer account

The resulting report appears as follows:

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Figure 48 Customer invoice summary for a given range of dates

Do a little more! Change the dates so that only July is shown. Then, repeat to show just the 1st through to the 7th of July

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2. The sales team like your summary report and want another report that shows sales by item for a given period. In addition to sales amount they want to see quantity sold too. Using the Summary function, build a report that includes item code, item name, sales quantity and line amount. (Use AX2012 LAB 6.4.4.2 – Summary Item sales.xlsx)

Challenge yourself!1. Use your mouse to select cell D42. Enter date range. E.g. 01/07/07..30/06/083. Select cell D64. Use the Summary function to present a list of items and their quantity and sales

balance. Ensure you pick the required columns only and that you select the customer invoice line table

5. Change format of the table to style : Light 3

Need a little help?1. Select cell D42. Enter date range. E.g. 01/07/07..30/06/083. Select cell D64. Open the Summary function from the Atlas Ribbon Bar. This is opened by clicking the

Summary button in the Reporting group5. Tick to select the table Customer invoice lines6. Open the Filter tab7. Click the Fields button8. Expand the Available fields node9. Search for the Date field and click to select it10. Click OK to close the field selection window11. Click to select the Date row12. Use right-click and from the menu choose Pick13. When the Date range selection box appears, navigate to cell D4 and click OK to select it14. Click to select the item row and in the range entry box type: ?*15. Open the Style : Summary tab16. Click the Report Columns (Customer invoice lines) node17. Click Add/Remove Fields18. Un-tick all but the Item and Quantity fields:19. Expand the Available fields node20. Tick to select the Amount in default currency field21. Tick to select the Description field22. Click Apply

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Figure 49 Column selection window is reset and the two selections made are included

23. Click OK24. Click insert25. Select cell D7 and then choose Style, Light 3 from the Table tools ribbon. Adjust number

format for the sales balance to be currency and left align the customer account

Here is an example of how the report might appear:

Figure 50 Item sales summary for a given range of dates

Do a little more! Change the dates so that only July is shown. Then, repeat to show just the 1st through to the 7th of July

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6.5 Matrix6.5.1 OutlineThe Matrix function is similar in nature to the Summary function described above. It is used to return aggregated records from a data source into a Microsoft Office table with the results then tabulated, based upon a selected column. For example, Date. The table will be formatted according to the defaults you set in your Microsoft Office installation. Once the table is generated, you can adjust the format and other options to suit. When the report is refreshed, these adjusted settings are remembered and applied to the re-generated Matrix.You can link the main data source for the Matrix report with other; associated data sources so that the resulting table contains information from multiple sources. For example, by linking in the customer table to customer transactions table, you can include the customer name with transactional detail.Matrix reports can be grouped into sections with totals per section and overall.Matrix reports can include, user defined, managed columns. These act as place-holders into which you can put another cell function. These cell functions can be Microsoft Excel standard functions or free-format Atlas functions. When the Matrix report is refreshed, these place-holders are respected and their contents “managed” according to whether the list expands or contracts.The number of records returned can be restricted, a feature that allows you to show last five or first 10 records for example.Matrix reports can be refreshed from the Atlas ribbon bar or can be refreshed when a cell that provides input to the Matrix function changes. For example, if a Matrix function is linked to a Lookup function.6.5.2 UsesMatrix reports are used when you want to: Tabulate a summary of records from a transaction record table by a particular

column Provide a report that can be manipulated to form the basis of an upload. For

example, a report to show a forecast; which can then be adjusted to include actual figures and budgeted figures ready for upload to form a re-forecast budget

Use the report in conjunction with other summary reports as a building block of another report

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6.5.3 Walk-through: Customer sales by period6.5.3.1 ScenarioYou have been asked to produce a report that tabulates customer sales against currency to show. You know this information is contained on the customer invoice table so you decide to base your report on this and use a Matrix style to present the information. You want to add some flexibility to the report by including a date filter. Accordingly, there are three steps in building this report: Allow entry of a date specification Build the report Format the resulting outputUse AX2012 WALKTHROUGH 6.5.1 – Matrix customer sales and currency.xlsx6.5.3.2 Allow for entry of a dateOnce the workbook is open:1. Select cell D52. Enter 01/07/07..30/06/08 to represent a range of accounts3. Select cell D7

6.5.3.3 Build the matrix reportStructured reports paste an Excel table into the worksheet at an insertion point you choose. The columns of the report are dictated by the fields you choose using the task pane:1. From the Ribbon bar, on the Atlas tab, in the Reporting group click the

Structured drop down menu beneath the Summary button2. Select Matrix from the menu shown3. Tick to select the Customer invoice journal in the data source list4. Select the Date row in the grid5. Use right-click and from the menu choose Pick6. When the Date range selection box appears, navigate to cell D5 and click OK

to select it

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Figure 51 Date filter applied

1. Select Style : Matrix2. Click to select the Report Columns (Customer invoice journal) node3. Click the Add/Remove fields button4. When the Add or modify report columns task pane appears, un-tick the

columns Invoice account, Date, Tax invoice, Voucher, Invoice amount5. Expand the Available fields node and navigate the list until you find The sales

subtotal amount in the accounting currency. Tick to select this field 6. Navigate further until you find Invoicing name. Tick to select this field7. Click OK to copy your selections into the list task pane

Figure 52 Basic field list prior to column basis selection

1.2.3.4.5.6.7.8. Click to select the Currency column9. Right-click and choose Add Column basis

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Figure 53 Currency shown as the column basis

1.2.3.4.5.6.7.8.9.10. Click InsertReport as a follows:

Figure 54 Customer and currency sales matrix

6.5.3.4 Apply suitable formattingApply formatting to suit:1. Select cell D82. From the Ribbon bar select Table tools : Design3. Choose table style : Light 3The report will appear as follows:

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Figure 55 Formatted matrix style report

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6.5.4 Lab Exercises1. The sales team, have been using the Customer sales summary report and in

order to get monthly sales figures they have been changing the date range and then re-keying those figures to give a period break-down. You realize this is labour intensive, and want to show them an alternative report format that shows the summary tabulated by invoice date. (Use AX2012 LAB 6.5.4.1 – Matrix customer sales by month.xlsx)

Challenge yourself!1. Use your mouse to select cell D42. Enter date range. E.g. 01/07/07..30/06/083. Select cell D64. Use the Matrix function to tabulate a list of customers and their sales balance. Ensure

you pick the date column and that it is set as the column basis5. Use the properties of the Column basis (Invoice date) to show the amounts by month6. Change format of the table to style : Light 3

Need a little help?1. Select cell D42. Enter date range. E.g. 01/07/07..30/06/083. Select cell D64. Open the Matrix function from the Atlas Ribbon Bar. This is opened from the drop-down

menu that is revealed when you click on Structured in the Reporting group5. Tick to select the table Customer invoice journal6. Open the Filter tab7. Click to select the Date row8. Use right-click and from the menu choose Pick9. When the Date range selection box appears, navigate to cell D4 and click OK to select it10. Open the Style : Matrix tab11. Click the Report Columns (Customer invoice journal) node12. Click Add/Remove Fields13. Un-tick all but the Customer account and date fields14. Expand the Available fields node15. Tick to select The sales subtotal in the accounting currency field16. Tick to select the Invoicing name field17. Click OK

Figure 56 This Matrix report will use the date as the column basis

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18. Click to Select the Date column19. Right-click and choose Add Column basis

Figure 57 Invoice date is the column basis20. Click to select the newly added column basis21. Right-click and choose Properties22. In the Group by period drop-down box, select Month23. In the date format drop-down box, select (by way of example): December

24. Click Apply and close the form using the Red cross at the top right25. Click Insert26. Select cell D7 and then choose Style, Light 3 from the Table tools ribbon. Adjust the

alignment for the customer account to left and expand or contract columns as necessary

Here is what the report may appear like:

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Introduction

6.6 Key pointsThis section introduced the three main structured reporting functions: List Summary MatrixOther lessons learned include: Structured reports use the Microsoft Office table object for presentation Structured reports include features that allow you to define custom or

managed columns. These columns act like placeholders and can contain other Atlas functions or Excel functions

Report titles can be adjusted to suit other labels and are resolved into the user’s ;anguage at time of refresh

All formatting work is carried out after the report is presented and is per the Table tools design options. This includes:o Style selectiono Number formatso Alignment

Refresh is available on demand from the Atlas Ribbon bar Automatic refresh is available whenever the workbook is set to automatic

calculation and a filter field drawn from the workbook is changed Columns from a report can be sourced from the primary data source for the

report or can be sourced from linked, main tables. For example, Customer transactions to the customer table

Numeric columns can be totaled. Different operations can be performed, these include:o Sumo Count

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1.

2.

3.

7 Saving and re-using query definitions

7.1 OutlineYou can save and re-use both free-format and structured report queries. You can save these queries as private; for use by yourself only or as shared; to be used by others who have access to a common folder. (This is nominated as such at time of installation). You can save a query when you are building it for use in the current document, or you can use the Saved query menu; which allows you to build a saved query without inserting it into the current document.Because saved queries are stored as discrete files on your computer, you can move, copy and share these files like any other. Examples of such might be a Balance function that displays the year-to-date revenue for a project or a list of customers for a given customer group.

7.2 ObjectivesAt the end of this chapter, you will be able to: Understand how to save a query when inserting a new report function Understand how to save a query by editing a report function Understand how to use the Saved query menu and save a query using it Understand how to open and use a saved query Understand how to open and use a saved query that requires filters Remove and rename saved query names Using a saved query outside of Microsoft Excel

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7.3 Walk-through: Saving and re-using queries7.3.1 ScenarioThe sales team would like you to develop a saved query that can be used to give sales figures for their wholesale customers. You decide to write a report that shows a summary by customer for that particular group. To give yourself some flexibility, you decide to create a similar report, but without the wholesale customer filter. This latter report you will keep for your own use. To do this, you will need to: Create a Summary query from the Saved query menu. This will return the

year’s sales figures, in local currency, for all customers in group 10. Save it as “FY 2008 Wholesale customer sales summary”

Test the function in a new workbook Copy this Summary function and change it to accept an on-sheet filter as input

for the customer group. Save this as “FY 2008 Customer group sales summary” Test this function in a new workbook.7.3.2 Create and save a summary reportCreate the Summary report to support the balance function. This time use the Saved query menu to start the process:1. Open a new workbook2. From the Ribbon bar, on the Atlas tab, in the Reporting group click the Query

button and then choose the Summary menu option3. Tick to select the Customer invoice journal from the data source list4. Select Filters tab5. Click the Fields button6. Click to expand the green plus next to the Customer account field7. Expand the Available fields node beneath the Customers node8. Tick to select the Customer group field9. Click OK10. Click to select the Date row in the range entry box, type 01/07/07..30/06/0811. Click to select the Customer group row in the range entry box, type 1012. Select the Style : Summary tab13. Click the Report Columns (Customer invoice journal) node14. Click Add/Remove Fields15. Un-tick all but the Customer account field

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1.2.3.4.5.6.7.8.9.10.11.12.13.14.15.16. Expand the Available fields node17. Tick to select the The sales subtotal in the accounting currency field18. Tick to select the Invoicing name field19. Click OK20. Select the Save as… button at the bottom of the task pane

1.2.3.4.5.6.7.8.

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9.10.11.12.13.14.15.16.17.18.19.20.21.22.23.24.In the File name entry box type: FY2008 Wholesale customer sales summary25.In the Title entry box type: FY2008 Wholesale customer sales26.In the Description box: Wholesale customer sales figures for the full year 200827. Click OK7.3.3 Re-using the sales summary reportHaving created the query, test it before publishing it to the shared folders for others to use:1. Open a new workbook2. Select cell B23. From the Ribbon bar, on the Atlas tab, in the Reporting group click the

Summary button4. Expand the Customer invoice journal node to reveal the Saved queries5. Tick to select the FY2008 Wholesale customer sales summary query6. Click InsertThe Summary function is executed and the sales figure inserted into the new document:

Figure 58 Summary of sales to wholesalers

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7.3.4 Copying and adjusting an existing query to accept on-sheet filtersYou can open an existing saved query, adjust it and save it as a completely new saved query. In this case, the saved query “FY2008 Wholesale customer sales summary” will be used as the basis.1. Open a new workbook2. From the Ribbon bar, on the Atlas tab, in the Reporting group click the Query

button and then choose the Summary menu option3. Tick to expand the Customer invoice journal from the data source list4. Tick to select the FY2008 Wholesale customer sales summary query5. Select Filters tab6. Click to select the Customer group row7. Right-click and choose =CustGroup from the menu8. Select the Save as… button at the bottom of the task pane

1.2.3.4.5.6.7.8.9. In the File name entry box type: FY2008 Customer group sales summary10.In the Title entry box type: FY2008 selected customer group sales11. In the Description box: Customer group sales figures for the full year 200812.Click OK13.Close the task pane and select cell B214. Enter 30 to represent a the retail customer group15. In the Named range entry box, type CustGroup

1.2.3.4.5.6.

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7.8.9.10.11.12.13.14.15.16. Select cell C417.Open the Summary function from the Atlas Ribbon Bar. This is opened by

clicking the Summary button in the Reporting group18. Tick to expand the Customer invoice journal from the data source list19. Tick to select the FY2008 Customer group sales summary query20. Click InsertThe resulting report respects the customer group input. Provided you use a named range for the customer group it will work in any Excel workbook. In Microsoft Word, use a similarly named content control.

Figure 59 The value in the CustGroup named range is input to the saved query

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7.4 Saving and re-using queries 7.4.1 OutlineSaving of a query, whether Free-format or Structured, can be done in one of two ways:1. When building and inserting a function into a document2. Through the Saved query menu, which allows you build a function and save it

without inserting into the documentAll reporting functions have a Save function. Saved queries are held as files on

your file system.If you include on-sheet selections, ensure that you use the named range feature as this makes the saved query more portable than if you use specific sheet references.Note: If using named ranges, then these must still exist in the host document before the saved query can be used.

Saved queries can be made available for shared use or can be for your own use as private queries. Shared saved queries are saved in a common network folder. You can move saved queries between these folders as you see fit.You can copy, rename and delete saved queries as necessary. Because the Saved query is held as a file on your file system, you can easily distribute them.7.4.2 UsesSaved queries are used when: You want to re-use a particular report definition as a component in different

reports or documents You want to provide a pre-defined parameters to for another user who has a

runtime license only You want to mask the complexities, and therefore potential errors, of building a

particular query from an end user You frequently are asked to provide a figure and the presentation format of

which might vary. For example, you may include a saved query in answer to an email

You want to make a particular report portable in your organization.7.4.3 Steps to saving a queryFollow this outline to save a query:7.4.3.1 When inserting or editing an existing function1. From within the function’s task pane, select Save as… to reveal the save form2. Enter a name for the saved query3. Enter an extended description4. Tick to save the query as shared, else it is saved for private use only7.4.3.2 When using the Query builder menu1. Open the Query builder menu and select the reporting function for which you

are saving a query2. Build the query using the task pane as normal3. Use Save as… or Save (If over-writing an existing query) to reveal the save

form

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4. Enter a name for the saved query5. Enter an extended description6. Tick to save the query as shared, else it is saved for private use only

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7.4.4 Lab Exercises1. You have created two Balance functions: 1) All sales for the year 2008 and 2)

all sales for the year 2007. You want to make these available for people in the sales team so that they can use these figures in whichever format they choose; whether that is Word, Outlook, Excel or Powerpoint. You know these functions are in one of your workbooks (AX2012 LAB 7.4.4.1 – Saved Balance queries.xlsx), open this file with a view to creating two saved queries to suit and then publishing these, for the sales team.

Challenge yourself!1. Select cell E72. Open the Balance function from the Atlas ribbon bar3. Click the Saves as… button4. Enter a name, description and make the query shared5. Select cell E86. Repeat steps 2 through 4

Need a little help?1. Select cell E72. Open the Balance function from the Atlas Ribbon Bar. This is opened from the Reporting

group3. Click the Save as… button to reveal the Save form4. In the File name, type FY 2007 ALL SALES5. In the Description, type “Sales for 2007 in local currency from the sales ledger”6. Tick to select Shared7. Click OK8. Select cell E89. Click the Save as… button to reveal the Save form10. In the File name, type FY 2008 ALL SALES11. In the Description, type “Sales for 2008 in local currency from the sales ledger”12. Tick to select Shared13. Click OK

Here is an example of the saved queries found beneath the customer invoices journal node on the data source list after you have done this:

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2. A sales manager has employed a part-time employee, whose role it is to provide transactional analysis of sales invoices for any particular customer. You have been asked to provide a report that can be used in Word, Excel or Outlook. Currently, sales invoices for 2008 are of interest. The report will need to include: Customer account, Invoice name, Invoice date, Voucher, Currency and Invoice amount.

Challenge yourself!1. Open a new workbook2. Open the Query menu from the Atlas ribbon bar and choose List3. Select Customer invoice journal in Data sources.4. For filters, set the Date range to be 01/07/07..30/06/08 and set Customer account to be

a named range equal to its extended data type5. Select Style : List and choose appropriate columns6. Save the query as “FY 2008 Selected customer invoices” and choose a description to

suit7. Make the query shared

Need a little help?1. Open a new workbook2. Open the List function from the Query menu found in the Reporting group of the Atlas

Ribbon bar3. Tick to select the table Customer invoice journal4. Open the Filter tab and click to select the Customer account row in the grid5. Use right-click and from the menu choose =OrderAccount6. Click to select the Date row in the grid7. Type into the range entry box 01/07/07..30/06/088. Open the Style : List tab9. Click the Report Columns (Customers) node10. Click Add/Remove Fields11. Un-tick the Invoice account and Sales order fields12. Click to expand the Available fields list13. Find and then click to select Invoice name field14. Click the Save as… button to reveal the Save form15. In the File name, type FY 2008 SCI SPECIAL16. In the Description, type “Selected customer sales for 2008 in local currency”17. Click OK18. Close the task pane19. Open a new workbook20. Select cell D4 and give this cell a named range of OrderAccount and enter 3002 in that

cell21. Select cell D722. Open the List function from the Structured reporting menu in the Reporting group of the

Atlas ribbon23. Click to expand the Customer invoice journal node24. Tick FY 2008 SCI SPECIAL25. Click Insert

Introduction

7.5 Key pointsThis section introduced the concept of saved queries and how they can be re-used. Other lessons learned include: Saved queries are available for all reporting functions; Free-format and

Structured Saved queries can be shared amongst a group of users or made available as

private queries for personal use Commonly used where the presentation of the results might not be limited to

one particular Microsoft Office application. For example, current year-to-date sales for customer group 10 are frequently under examination. The values for this query may need to be included in management report and emails. A saved query to support and to produce these figures is ideal

Saved queries allow subject matter experts to create and distribute definitions that are reliable and accurate. This masks the complexities of creation from the eventual users of these queries

Saved queries can accept on-sheet inputs. Best practice suggest the designer incorporate named ranges rather that actual sheet references; the latter tying the saved query to a document type

Formatting of the query is not saved with the query; meaning each time it is used, the formats need to be re-applied

All saved queries are stored on your file system as a text file All queries can be moved, copied, deleted and renamed Right-click menu available to move files between shared and private folders When building saved queries, save as private and test before publishing as a

shared saved query

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8 Drill-down8.1 Outline

Drill-down is delivered through a special form called the drill-down viewer. It is opened from a button on the Atlas ribbon bar.Drill-down is available by default on all of the reporting system functions except List, Column and Lookup functions. It can be used to explore the underlying transactions that are included in the host reporting function. Whilst not the subject of this training program, you can associate an alternative drill-down query with any reporting system function; including the functions that by default do not support the drill-down button.By default the drill-down option shows the auto-report fields of the host data source. You can add and subtract fields whilst in drill-down and you can adjust the original filter criteria.Each record shown can be expanded further, depending upon whether extra drill-paths have been associated with fields in the drill-down viewer. For example, if the drill-down form includes a Voucher, then you can drill-through to the transactions that constitute the set of transactions of that voucher.Transactions can be grouped and sorted according to the fields in the drill-down. Furthermore, you can apply different amount sub-totals on numeric fields.The contents of the drill-down viewer can be exported to a new Excel workbook, Word document or to the clipboard. In addition, the transactions can be pasted to any open document of these two types.The contents of the drill-down viewer can be refreshed on demand.

8.2 ObjectivesAt the end of this chapter, you will be able to: Understand how to open the drill-down viewer and know which functions it

applies to Understand how the host report or query governs what is displayed in the

viewer Understand how to add additional fields to the drill-down view Understand how to group transactions based on one or more fields in the view Understand how to refresh the drill-down viewing window Understand how to export the transactions to Word or Excel or to the Windows

Clipboard Understand how to drill-through to voucher transactions

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8.3 Walk-through: Drill-down8.3.1 ScenarioYou have been asked to demonstrate, to a member of the sales team, how the drill-down features of Atlas can be used. You have found a Matrix report that is simple to understand and explain, use this to demonstrate all the features you wish to show your trainee. You intend to demonstrate: Drill-down to all transactions Drill-down to all transactions for a row Drill-down to all transactions for a cell Add and remove columns Sort the list of transactions Add groups to the list Drill-through to linked queries Copy and paste optionsThe matrix report you have chosen to use is Retail customer sales by period (AX2012 WALKTHROUGH 8.3.1 – Drill-down from Summary.xlsx):

8.3.2 Opening the Drill-down viewer and general featuresTo open the drill-down viewer, all you need to do is to click to select the host reporting function and then click the Drill-down button on the Atlas ribbon bar:1. Open the workbook2. Select cell D103. Open the Atlas ribbon bar and click the Drill-down buttonThe viewer appears as follows:

Introduction

Figure 60 Seattle (3002) store drill down

8.3.2.1 What is shown?By default, the fields contained within the auto-report group for the primary data source (Customer invoice journal in this example) are displayed a page at a time. The number of records per page is 20, a figure which can be adjusted on-the-fly and which is then remembered as a default for subsequent use. Use the left and right spinner buttons to move forward a page or move back a page:

8.3.2.2 Show / Hide Ribbon barTo make more room for transaction detail, you can hide the ribbon bar:1. Right-click the drill-down viewer ribbon to reveal a menu

2. Select Minimize the Ribbon

Figure 61 Ribbon bar minimized

To restore the Ribbon bar:

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1. Right-click Home tab2. Un-tick Minimize ribbon bar8.3.2.3 Closing the viewerSimply use the normal form closing button at the top right of the form or use the Close button on the ribbon bar.

8.3.3 Add or remove columnsBy default, the transactions shown are represented by the auto-report columns from the primary data source in the report. You can add or subtract columns to this by using features contained within the drill-down viewer.1. Select cell D102. Open the Atlas ribbon bar and click the Drill-down button3. Click the Modify button in the ribbon bar4. Click to select the Report columns tab in the modification task pane

Figure 62 Report columns tab selected, which reveals a field selection list

5. Un-tick the Invoice account, Currency and Invoice amount fields6. Click to expand the Available fields node7. Navigate to find the Invoice city field and tick to select it8. Click Update9. Click the Auto-hide button

10. Click into the transaction grid

Introduction

Figure 63 Drill-down viewer with added Invoice city

8.3.4 SortingAll columns in the drill down can be sorted by simply clicking the column heading. Click once to sort ascending; click again to sort descending.8.3.5 Grouping the transactionsYou can group transactions based upon existing fields in the transaction list:1. Click to expand the grouping panel button bar

2. Drag and drop the field(s) you wish from the list into the group by section:

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Figure 64 Group transactions by Currency. You can have multiple levels of grouping

3. Click to hide the grouping panel by using the button barWhat is shown is a grouped list, with a heading record for each group. Use the + or the – symbols to expand or contract each.8.3.6 Drill-throughWhenever you highlight a row, if there any linked queries, then these are shown as tabs in the drill-down viewer. Typically, if the drill-down includes a Voucher field, then the associated drill-through query will be included as a tab. 8.3.7 Copy and paste optionsYou can copy the contents of the drill-down viewer to one of three destinations: An open or new Excel workbook, an open or new Word document or to the Windows clipboard.8.3.7.1 Copy and paste to Excel1. Select cell D92. Open the Atlas ribbon bar and click the Drill-down button3. Click the Excel button on the ribbon bar to reveal a menu of destinations

4. Click to select New WorkbookAfter doing this, the transactions from the viewer are pasted into a new Excel workbook:

Introduction

8.3.7.2 Copy and paste to Word1. Select cell G162. Open the Atlas ribbon bar and click the Drill-down button3. Click the Word button on the ribbon bar to reveal a menu of destinations

1.2.3.4. Click to select New DocumentAfter doing this, the transactions from the viewer are pasted into a new Excel workbook:

8.3.7.3 Copy to clipboardThis simply puts the transactions into the Windows clipboard. You can use Paste (Ctrl+V) to paste these into any suitable application.

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8.4 Using drill-down8.4.1 OutlineDrill-down is available for the following reporting functions: Balance Summary MatrixDrill-down on Balance shows transactions for that cell; for Summary and Matrix, you can show transactions for a cell (as per Balance) or you can see transactions for a row or all transactions.8.4.2 UsesUse drill-down when you want to: Discover the underlying transactions that make up a figure in a report Analyze further the transactions that underlie a report When you want to use the drill-through features8.4.3 Steps to using the drill-down windowSimply choose a reporting object and click the drill-down viewer button on the Atlas ribbon bar.

Introduction

8.4.4 Lab Exercises1. The sales manager for Wholesale customers wants you to verify a few

transactions from the retail summary report. They want you to discover invoice has the highest value in the period 1/7/07 to 31/12/07. You decide you can answer this by simply using the drill-down feature and sorting by amount. (Use AX2012 LAB 8.4.4.1 – Drill-down from Summary.xlsx)

Challenge yourself!1. Select cell E52. Enter a date range 01/07/07..31/12/073. Select cell D174. Open the Drill-down function from the Atlas ribbon bar5. Apply a record limit of 99996. Sort descending the Sales amount column

Need a little help?1. Select cell E52. Enter a date range 01/07/07..31/12/073. Select cell D174. Open the Drill-down function from the Atlas ribbon bar5. Click to select the records per page limit entry6. Change the value 9999 and click Apply. Verify the amount at the bottom of the Sales

column is the same as the report total7. Click the column heading “Sales” once to sort ascending and again to sort the column

descending

Here is an example of what you might see:

Figure 65 Invoice 101058 to Contoso Boston has a value of $168,660

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2. The sales manager also wants to know what sales orders were invoiced in the October quarter of 2007/08 for their customer in Los Angeles. (Use AX2012 LAB 8.4.4.1 – Drill-down from Summary.xlsx)

Challenge yourself!1. Select cell D112. Open the Drill-down function from the Atlas ribbon bar3. How many invoices?

Need a little help?1. Select cell d112. Open the Drill-down function from the Atlas ribbon bar

3. Click to Sigma button adjacent to The sales subtotal column to reveal a menu of options

4. Tick to select Count

5. Click to select the OK tick at the bottom right of the menu

Here is an example of what you might see:

Figure 66 There are 15 invoices on this account

Introduction

8.5 Key pointsDrill down is a mechanism to view the underlying transactions presented by a reporting function. Drill down is available through the drill-down button found on the Atlas ribbon bar and is active for all but List, Column and Lookup reporting functions.Other lessons learned about the drill-down feature are as follows: Transactions are shown using the drill-down viewer; this is a form that floats

over the surface of your host Microsoft Office document By default, the transactions shown are from the primary data source of the

host reporting function. An alternative drill-down path can be defined for the function, using the context information tab.

Note: Using this technique you can include a drill-down option for those functions that by default do not support it.

The number of records returned by the viewer is subject to a page limit in Microsoft Dynamics AX 2009. Adjust this to suit

Fields used in the drill-down viewer are derived from the auto-lookup report group. You can add and remove fields from the primary data source and from linked main tables too

Additional drill-through capabilities are allowed provided the fields shown are linked to other Atlas reporting functions. For example, if a drill-down includes the voucher field, you can drill-through to the voucher transactions from the drill-down viewer. The drill-through being shown as an extra tab

Note: This feature is not restricted to just Voucher, you can assign a report to any field to achieve the same effect.

The transactions in the list can be grouped and sorted. Grouping is achieved by exposing a grouping panel, which allows you to drag-and-drop fields to represent the grouping you need

The contents of the drill-down viewer can be copied to:o The windows clipboardo A new or open Microsoft Excel workbooko A new or open Microsoft Word document

Sub-totals can assume:o Averageo Counto Maximum and minimumo Sum

Drill-down viewer can be refreshed independently of the host reporting function

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COPYRIGHT NOTICECopyright © 2011, Globe Software Pty Ltd, All rights reserved.

Introduction

TRADEMARKSDynamics AX, IntelliMorph, and X++ have been registered as or are under registration as trademarks of Microsoft Corporation.Microsoft Office System 2010, Microsoft Office System 2007, Windows 2003 and Windows 2008 are registered trademarks of Microsoft Corporation.

SOFTWARE RELEASEThis documentation accompanies Atlas version 5.0.3000 or higher and which is suitable for Microsoft Dynamics AX V4.0 SP2, Dynamics AX 2009 SP1 and Dynamics AX 2012 or higher and Microsoft Office 2007 or higher.

PUBLICATION DATE31/01/2012

READER COMMENTSAny comments or suggestions regarding this publication are welcomed and should be addressed to the attention of:[email protected]

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