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Chapter 1: Set Up a Company with the RIM Toolkit

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CHAPTER 1: SET UP A COMPANY WITH THE RIM TOOLKIT Objectives

The objectives are:

• Explain the dependencies between RIM and manual setup work • Introduce the different components and processes of the RIM toolkit • Explain and demonstrate all tasks in a RIM process • Create a setup questionnaire • Initialize a new company with a new setup questionnaire • Create data templates • Migrate customer data

Introduction The Microsoft Dynamics® NAV Rapid Implementation Methodology (RIM) Toolkit helps to meet the needs of Microsoft partners responsible for creating, setting up, and initializing new installations of Microsoft Dynamics NAV. The RIM toolkit increases the speed and quality of those implementation steps and complements the Microsoft Dynamics Sure Step methodology efforts towards quick-to-market offerings.

Those in charge of application setup are provided with the the tools to set up a new company using the RIM toolkit in addition to creating new records based on RIM data templates.

The RIM toolkit helps users set up a new company with setup values and master data records, not transaction entries. Any transaction entries that the customer wants to carry to the new database must be posted with the relevant journals.

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Application Setup in Microsoft Dynamics® NAV 2009

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Manual Setup vs. RIM The RIM toolkit is an integral part of Microsoft Dynamics NAV and is recommended as the quickest and most stable way to create and initialize a new installation. However, some setup is not made by the RIM tool and most setup work is performed as ongoing maintenance of a running application by an internal or external administrator or super user.

Application Setup training therefore covers both RIM and selected manual setup tasks.

The RIM toolkit helps to prepare a new Microsoft Dynamics NAV company with default setup data before the customer's legacy data is migrated into the database. This preset default setup is based on typical needs of the industry type selected upon import, and as such, the default setup data may not fully meet the customer's needs. This will vary with the complexity and maturity of the company where the product is being implemented. For example, an advanced manufacturing company with ten years in business will require more manual setup in addition to the default RIM data, whereas a small and young company can perhaps use the default setup exactly as prepared by the RIM tool.

Some categories of setup data are not included in the RIM toolkit because they are too specialized to justify a default. Such setup data must be created manually. Examples of setup data that is not created by the RIM toolkit include:

• Journal templates • Dimensions • Location codes and salespeople codes • City, post code, and territory • Users

Note that the list of non-RIM areas that must be set up manually are not necessarily complex and therefore may not be included in the Application Setup training.



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RIM Toolkit Overview The purpose of the RIM toolkit is to reduce implementation time by:

• Following the project schedule template • Importing industry-specific datasets • Defining system setup in an industry-specific setup questionnaire

(Microsoft® Office Excel®) and importing it into Microsoft Dynamics NAV

• Simplifying the import and creation of data with data templates • Migrating customer data by importing from XML or Excel • Validating migration data prior to applying them to the database • Reducing the need for high-skilled users in the initial implementation

phase

The components of the RIM toolkit are the following:

• Project schedule • Setup questionnaire • Industry-specific setup data • Data templates • Data migration

FIGURE 1.1 IMPLEMENTATION ELEMENTS OF RIM



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Project Schedule

The RIM toolkit contains a default project schedule for a Microsoft Dynamics NAV implementation. This project schedule draws on the extensive experience of Microsoft Dynamics NAV partners to help ensure that every step in the process is clearly understood before the implementation begins.

FIGURE 1.2 PROJECT SCHEDULE TEMPLATE SHOWING THE 2-5-2 DEPLOY PHASE

The template, which is in the product CD, is a starting point to develop a real plan based on the specifics of a particular implementation. While tasks can be added and deleted, users must review the template in detail because it covers the key areas across a wide range of functions. The template plan is geared toward having the system up and running in nine working days:

• Two days of preparation o Day One - Knowledge transfer from the sales process o Day Two - First meeting with customer

• Five days of implementation (in cooperation with super user and end

users) o Day Three - Kickoff o Day Four - Customers and vendors o Day Five - Inventory o Day Six - General Ledger o Day Seven - Sales/Receivables and Purchases/Payables



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• Two days of deployment and follow-up o Day Eight - Internal follow-up o Day Nine - External follow-up at the customer site (with all

users)

Setup Questionnaire

In addition to the project schedule template, the RIM toolkit includes the setup questionnaire. The setup questionnaire helps reduce the implementation workload by streamlining the task of setting up the new system.

FIGURE 1.3 SETUP QUESTIONNAIRE PROCESS FLOW

The setup questionnaire is generated in Microsoft Dynamics NAV by the consultant and then provided to the customer as an Excel or XML file. There is one questionnaire for each industry segment. Each questionnaire covers the same ten setup tables, but the default values in the questionnaires vary with the industry type. Note that all default values can be changed in a questionnaire to match customer needs more specifically.

When the user has finished answering the questions, the questionnaire file is imported into the customer's new Microsoft Dynamics NAV company, which is created based on industry-specific data templates matching the questionnaire (refer to the "Use Data Templates" lesson in this course for more details). The consultant and the customer validate the questionnaire answers before they are applied to the database. After a few hours, the system is set up without the user working directly in the database and with only a minimum of consultancy assistance.

The following is an example of how the setup questionnaire works. On the General Ledger Setup sheet of the setup questionnaire in Excel, the following statement appears: "If you wish to limit the date interval in which posting is allowed, please enter the from date here."



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The customer will enter a date in the Answer field, and when the import and review process is complete in Microsoft Dynamics NAV, this date will be applied in the Allow Posting From field in the General Ledger Setup page.

FIGURE 1.4 GENERAL LEDGER SETUP TABLE FILLED IN VIA QUESTIONNAIRE

Notice that the Excel file has a sheet for each included setup table.

If your implementation project requires special system setup, you can build your own partner-specific setup questionnaires to apply exactly to your type of customers.

Test Your Knowledge: RIM Toolkit Overview

1. The project schedule is geared toward having the system up and running in how many days?

( ) 12 ( ) 9 ( ) 7 ( ) 15



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2. The project schedule and the setup questionnaire use which of the following Microsoft Office products? (Select all that apply)

( ) Microsoft Office Access ( ) Microsoft Office Excel ( ) Microsoft Office Project ( ) Microsoft Office Word

3. How many setup tables are contained in each questionnaire?

( ) 8 ( ) 12 ( ) 9 ( ) 10

Industry-Specific Setup Data

Every time a new Microsoft Dynamics NAV solution is implemented, the company's employees must learn and understand how to enter data. This requires both end user training and the time necessary to enter new data.

To save implementation time and cost, five sets of industry-specific setup data exists as XML files in the client installation. When a new company is created, one of the five company types is selected and all basic setup data and matching data templates are imported to the database.

FIGURE 1.5 LIST OF INDUSTRY-SPECIFIC XML FILES WITH SETUP DATA



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For example, during the creation of a new company, table 308, No. Series, and table 309, No. Series Line, will be filled with number series and starting numbers for all documents relevant to the eight covered setup tables. The corresponding No. Series fields on the setup tables will also be filled automatically. This means that the tedious work of typing number series and other basic setup data is not necessary. Note that all default data created during RIM processes can be changed manually.

The RIM toolkit contains the following industry-specific xml files (company types):

• Food.xml • Furniture.xml • HighTech.xml • Machinery.xml • WholeSale.xml

Each file contains data that is imported into the Microsoft Dynamics NAV company during the creation of a new company. The data in each file are:

• A set of industry-specific setup questionnaires (to capture basic setup)

• A set of industry-specific data (to be selected as setup values) • A set of industry-specific data templates (to structure migration data)

FIGURE 1.6 FOOD-SPECIFIC DATA TEMPLATE



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The image shows an imported data template specific to a type 2 item in the Food industry. Notice that the general product posting group for this particular item template is Cheese. That posting group code is selected from default posting group datasets for different food categories. These general product posting groups are imported with the selection of the Food company type.

If your implementation project requires special datasets, you can build your own partner-specific data to apply exactly to your type of customers.

Data Templates

When a new master data record, such as an item card, is created in Microsoft Dynamics NAV, some of the fields are mandatory and must be filled in. Most mandatory fields, such as posting groups and payment terms, can be grouped in typical types to ease and stabilize the creation of master data records. For example, mandatory fields for table 18, Customer, can be grouped as Domestic, Foreign, or Export types.

Whether created manually or through migration with a RIM process, core master data records can be created based on data templates. Data templates are designed to support the customer's business processes to optimally use the functionality of Microsoft Dynamics NAV and to make it simpler for users to create records in their daily work.

FIGURE 1.7 MASTER DATA TEMPLATES FROM THE FOOD INDUSTRY IMPORT



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In the standard product, data templates exist for the following master data tables:

• Contact • Customer • Item • Vendor • G/L Account

However, with little customization, the template structure can be applied to any relevant master data table in Microsoft Dynamics NAV.

Data templates are an integral part of migrating data into Microsoft Dynamics NAV. However, data templates can also be used in daily operations to create new records based on templates (for the supported master data tables only). For example, when creating a new customer card, the user can click Apply Template on the Action Pane and then select the appropriate template from the list.

FIGURE 1.8 CREATING A NEW CUSTOMER CARD BASED ON A DATA TEMPLATE

The data templates support the following two business scenarios:

• Migration from a legacy system (using the RIM processes) • Daily operation (using the Apply Template function in selected

cards)



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When migration data, such as item number and description, is imported in a migration file, which is linked to a data template, the outstanding mandatory field data is collected from the data template.

When users create a new item, they only have to enter general information such as item number and description and then collect the rest of the mandatory field data from a selected data template.

Data Migration

Most Microsoft Dynamics NAV implementations face the task of getting the customer legacy data moved from the old system into Microsoft Dynamics NAV. This can be done automatically through dataports or manually by entering data.

FIGURE 1.9 DEFINING CUSTOMER TABLE FIELDS TO BE MIGRATED

The Migration Overview page provides an overview of all tables and fields that exist or will exist in the new database, in addition to functions and views to perform all the final RIM tasks relating to data migration. The tasks are as follows:

• Prepare and export migration files • Import and validate migration data • Apply migration data to the database



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Prepare the needed tables and fields in the Migration Overview page and then export these to an Excel or XML file in which the customer captures legacy data, either by manual entry or transfer. The structured migration data is then imported back into the Microsoft Dynamics NAV company where it is validated before being applied to the new database.

Partner-Specific Datasets

If you often use the RIM toolkit and feel that the included standard XML files are lacking specific (for example, vertical) datasets, you can create your own specific XML files to be used with the RIM toolkit.

Follow these steps to create partner-specific datasets to be used with RIM:

1. Use a blank Microsoft Dynamics NAV database. 2. Create a new company for each vertical dataset. 3. Import the standard datasets into each company. 4. Edit/Change/Add the Setup questionnaire. 5. Edit/Change/Add data (post codes, data templates, tables). 6. Define the new datasets in the Migration Overview page. 7. Create (export) your partner-specific datasets as XML files.


Fill in the blanks to test your knowledge of this section.

1. The industry-specific setup data file is a _________ of basic data. 2. Data _________ are designed to apply to any table in the Microsoft

Dynamics NAV database. 3. The Migration Overview page allows you to ________ data before

applying it to the Microsoft Dynamics tables. 4. All data migration files can be opened in _____. 5. _____ is also available as a data container in the RIM toolkit.



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Using the RIM Toolkit The steps that may be involved in using the RIM toolkit include:

1. Import an industry-specific XML file to create a setup questionnaire 2. View questionnaire questions 3. Create questionnaire files 4. Export questionnaire to Excel or XML 5. Fill out the setup questionnaire with the customer 6. Create the new company 7. Import the setup questionnaire 8. Validate the setup questionnaire 9. Apply answers from the setup questionnaire 10. Choose a data template 11. Create a data template header and lines 12. Create a record from a data template 13. Migrate data 14. Export migration files 15. Enter data in the migration file 16. Import data 17. Validate data 18. Apply data

Demonstrations and exercises in practical use of these components are provided in the following lessons.

Demonstration: Create a Setup Questionnaire The initial three tasks in the RIM process relate to preparing the setup questionnaire, which the customer will later fill with basic setup data.

You can create the setup questionnaire prior to visiting the customer since it can be done from any Microsoft Dynamics NAV database. This work involves the following tasks:

1. Select a company setup (industry-specific XML file) 2. Review the questions 3. Export the setup questionnaire to a file (typically Excel)

Scenario: A foods wholesaler has just purchased Microsoft Dynamics NAV as their ERP system. As the implementer of the new system, Simon's first task is to generate a setup questionnaire, which he will bring to the customer site.



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NOTE: Since the import of an industry-specific XML file must be performed in the Classic client, the other steps in this lesson are performed in the Microsoft Dynamics NAV 2009 Classic with Microsoft SQL Server client as well.

Steps: Import an Industry-Specific XML File

Five industry-specific XML files are included in the Company Settings folder under a standard Microsoft Dynamics NAV installation for the purpose of creating setup questionnaires that are based on default setup fields relevant to the industry. Within the application, the XML files are referred to as Company Types.

Follow these steps to select the Food company type (import the XML file):

1. Open the Microsoft Dynamics NAV 2009 Classic with Microsoft SQL Server client.

2. On the Tools menu, click Object Designer. 3. Click Form and then locate and select object ID 8622, Company

Setup. 4. Click Run. 5. In the Company Type field, click the look-up arrow. 6. On the Food line, select the Select check box and then click OK. 7. In the Company Setup window, click OK. 8. Click OK when the import is complete. 9. Close the Object Designer window.

During the import process, 67 tables are populated with industry-specific data. The data is created from knowledge of the industries. Most of the data is similar from industry to industry.

Steps: Review the Questions

Now that the Food XML file is imported to the database, the Food-specific setup questionnaire is ready to be exported to Excel so that the customer can manually fill in the setup values. First you may want to verify that the relevant questions are in place.

Follow these steps to view the questionnaire questions in Microsoft Dynamics NAV:

1. In the navigation pane, click the Administration button. 2. Click Application Setup, then Company Setup, and then click

Setup Questionnaire.



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3. To view the questions, click Questionnaire and then click Show Questions; the Question Area window for questions related to table 79, Company Information, appears.

FIGURE 1.10 SETUP QUESTIONS FOR TABLE 79, COMPANY INFORMATION

Each line refers to a specific field in the related table. The Answer column contains the value that can be imported to the related table.

4. To view the list of different question areas, click Question and then click List.

5. Select the relevant area and then click OK; the questions specific to that setup display.

You can add new or change the default questions to match, for example, customizations in the database.

Steps: Export the Questionnaire File

In the Setup Questionnaire window, the Questionnaire button contains the following export choices:

• Export to Excel • Export to XML



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When you are working with data that has to be edited manually before importation, the Excel file format is recommended, whereas when you are working with data that you move between companies or between Microsoft Dynamics NAV databases, the XML file format is preferred.

Regardless of which option used, the data can be shown and edited in Excel and imported into Microsoft Dynamics NAV.

Follow these steps to export a setup questionnaire to Excel:

1. In the Setup Questionnaire window, click Questionnaire and then click Export to Excel.

2. In the Save as Excel Workbook dialog box, enter a file name (for example, "New Food Company"), and then click Save.

3. Once the questionnaire has been successfully exported, click OK. 4. Locate and open the Excel file you just created. 5. Review the various tabs on the spreadsheet.



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Lab 1.1 - Create a Setup Questionnaire The purpose of this lab is to reinforce your understanding of the process required to create a setup questionnaire.

Scenario

A computer hardware reseller has just purchased Microsoft Dynamics NAV as their ERP system. As the implementer of the new system, your first task is to generate a setup questionnaire that you will bring on your first visit to the customer site.

HINT: You do not need to review the questionnaire before export.

Challenge Yourself!

Create a "New HighTech Company" setup questionnaire in Excel based on the High Tech company type.

Need a Little Help?

1. Open the Object Designer window. 2. Import the HighTech company type XML file. 3. Open the Setup Questionnaire window. 4. Export the setup questionnaire to Excel. 5. Save the export as "New HighTech Company."

Step by Step

1. Open the Microsoft Dynamics NAV 2009 Classic with Microsoft SQL Server.

2. On the Tools menu, click Object Designer. 3. Click Form, and then locate and select object ID 8622, Company

Setup. 4. Click Run. 5. In the Company Type field, click the look-up arrow. 6. On the High Tech line, select the Select check box and then click

OK. 7. In the Company Setup window, click OK. 8. Click OK when the import is complete. 9. Close the Object Designer window. 10. In the navigation pane, click the Administration button. 11. Click Application Setup, then Company Setup, and then click

Setup Questionnaire.



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12. Select the HighTech questionnaire, click Questionnaire, and then select Export to Excel.

13. In the File Name field, type New HighTech Company. 14. Click Save to complete the export. 15. Once the questionnaire has been successfully exported, click OK.

Demonstration: Initialize a New Company Based on the Setup Questionnaire

When the industry-specific setup questionnaire is created, you are ready to meet with the customer to have the questionnaire filled out. When all needed setup data is captured, the setup questionnaire (in Excel or XML) is used to initialize a new customer database with basic application setup. This work involves the following tasks:

1. Fill out the setup questionnaire with the customer. 2. Create the new company. 3. Import the setup questionnaire. 4. Validate the setup questionnaire. 5. Apply answers from the setup questionnaire.

Scenario: During the customer visit, the setup questionnaire is filled out. When Simon returns to his office, he creates a new company for the customer and then imports the setup questionnaire. Afterwards, he validates and then applies the answers.

NOTE: Since the new company creation must be performed in the Classic client, the other steps in this lesson are also performed in the Microsoft Dynamics NAV 2009 Classic with Microsoft SQL Server client.

Steps: Complete the Setup Questionnaire with the Customer

Normally, your customer will complete the whole setup questionnaire you have provided to them before any data is imported into the new database. For the purpose of this demonstration, fill in a few answer cells to see how data captured in the spreadsheet is applied in Microsoft Dynamics NAV.

Follow these steps to fill out the Excel setup questionnaire:

1. Open the "New Food Company.xls" setup questionnaire you exported in the "Create a Setup Questionnaire" demonstration.

2. Click the General Ledger Setup tab. 3. Type 010110 in the Answer column of the first question line (100):

"If you wish to limit the date interval in which posting is allowed, please enter the from date here."



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4. In question line number 200, type 013110 in the Answer column. 5. In question line number 300, type No. (All system defaults are

populated in the spreadsheet but they can be changed.) 6. Save and close the setup questionnaire.

Steps: Create the New Company

Follow these steps to create a new company based on the Foods default data:

1. Open the Microsoft Dynamics NAV 2009 Classic with Microsoft SQL Server client.

2. On the File menu, point to Company and then click New. 3. In the Company Name field, type New Food Company and then

click OK. 4. In the Company Setup window (opens automatically), look up in

the Company Type field, select the Food company type, and then click OK.

5. Once the company has been successfully created, click OK. 6. If necessary, click the Main Menu icon to display the navigation

pane.

A new company, New Food Company, is now created with the industry-specific setup fields for the Food company type preset.

Steps: Import the Setup Questionnaire

Follow these steps to import the setup questionnaire:

1. In the navigation pane, click the Administration button. 2. Click Application Setup, then Company Setup, and then click

Setup Questionnaire. 3. Click Questionnaire and then click Show Questions. 4. Click Question and then click List. 5. Click the General Ledger Setup question area and then click OK. 6. In the Question Area window for General Ledger Setup, review the

Answer field for the first three lines: lines one and two are blank, and line three displays Yes.

7. Close the window. 8. In the Setup Questionnaire window, click Questionnaire and then

click Import from Excel. 9. In the Save as Excel Workbook dialog box, select the Excel file

(New Food Company.xls) in which you entered three answers earlier, and then click Open.



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10. Once the questionnaire has been successfully imported, click OK. 11. Click Questionnaire and then click Show Questions. 12. Open the Question Area window for General Ledger Setup and

review the first three lines; they are now populated with the data you previously entered in the setup questionnaire.

FIGURE 1.11 THREE NEW SETUP VALUES ARE IMPORTED

Steps: Validate the Setup Questionnaire

Validating the setup questionnaire is a manual review process to ensure that the fields have been entered in the proper Microsoft Dynamics NAV format. A common validation task is to check that text strings are not entered into date fields. This review process is necessary because the system does not validate the format of the answer in the questionnaire to the corresponding Microsoft Dynamics NAV field when the Apply Answers process is run.

Follow these steps to validate the setup questionnaire:

1. In the Setup Questionnaire window, click Questionnaire and then click Show Questions.

2. For each line of each question area, review the value in the Answer column in relation to the specified option in the Answer Option column.

3. On the Tools menu, click Zoom to verify specific field information, as needed.



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Steps: Apply Answers from the Setup Questionnaire

Now that the setup questionnaire with setup data is imported and validated, it is time to apply the setup data (answers in the questionnaire) to the related tables.

Begin the task of applying setup data by confirming that the General Ledger Setup table is empty:

1. On the Tools menu, click Object Designer and then click Table. 2. Locate and select table 98, General Ledger Setup, and then click

Run. 3. Notice that the Allow Posting To, Allow Posting From, and

Register Time fields are blank. 4. Close the General Ledger Setup - Table window and the Object

Designer.

Follow these steps to apply the setup data:

1. Open the Question Area window for General Ledger Setup. 2. Click Question and then click Apply Answers. Alternatively (if a

complete questionnaire was imported), click Questionnaire and click Apply Answers in the Setup Questionnaire window.

3. Open the Object Designer and run the General Ledger Setup table to review the result.

FIGURE 1.12 APPLIED GENERAL LEDGER SETUP SETUP DATA

Notice that the Allow Posting To and Allow Posting From fields are populated with the dates in question and that the Register Time field is blank because No was entered as the answer.



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Lab 1.2 - Import and Apply a Setup Questionnaire The purpose of this lab is to reinforce your understanding of the process required to import and apply a setup questionnaire.

Scenario

Your customer, the computer reseller, has completed the setup questionnaire, New HighTech Company.xls, and you are ready to continue the RIM process.

NOTE: To complete this lab, open the New HighTech Company.xls and type the following in the first four Answer cells: Name, Name2, Address, and Address 2.

Challenge Yourself!

Initialize a new company named "New HighTech Company," based on the new company information data captured in the setup questionnaire.

Need a Little Help?

1. Enter the two company names and two addresses on the Company Information tab of the New HighTech Company.xls setup questionnaire.

2. Create a new company named New HighTech Company. 3. Import the New HighTech Company.xls file. 4. Apply the Company Information answers. 5. Verify that the Company Information table holds the two company

names and two addresses.

Step by Step

1. Open the New HighTech Company.xls file and then enter the following in the first four Answer fields: a. "Name" b. "Name2" c. "Address" d. "Address2"

2. Save and close the Excel file. 3. Open the Microsoft Dynamics NAV 2009 Classic with Microsoft

SQL Server client. 4. On the File menu, click Company, and then click New.



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5. In the Company Name field, type New HighTech Company and then click OK.

6. In the Company Setup window, look up in the Company Type field, select the High Tech company type, and then click OK.

7. Once the company has been successfully created, click OK. 8. In the Company Setup folder, click Setup Questionnaire. 9. Click Questionnaire and then click Import from Excel. 10. Select the New HighTech Company.xls file and then click Open. 11. When the questionnaire has been successfully imported, click OK. 12. Click Questionnaire and then click Show Questions. 13. Open the Question Area window for Company Information. 14. Click Question and then click Apply Answers. 15. On the Tools menu, click Object Designer. 16. Run the Company Information table to verify that the Name,

Name2, Address, and Address2 fields are filled in.

Use Data Templates Once the setup data is imported and applied in the customer's database, you are ready to start migrating the customer's existing master data, such as item and customer numbers and names. To ensure that this data is created quickly and accurately in the new company, you must first create templates to structure the data. Such data templates can be applied to any Microsoft Dynamics NAV table.

This work involves the following tasks:

1. Choose a data template 2. Create a data template header 3. Create a data template line 4. Create a record from a data template

The last task is the actual use of the data template.

A set of data templates are imported, along with the industry-specific default data, when you select a company type prior to creating a new company.

NOTE: The procedures in this lesson can be performed in both the Classic and the RoleTailored client. For this training, they are performed in the RoleTailored client. In addition, all procedures are performed in the New Food Company created in the "Initialize a New Company Based on the Setup Questionnaire" demonstration.



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Procedure: Select an Existing Data Template

The first step in selecting an existing data template is to evaluate if the default master data templates are sufficient for your customer. Review the fields and values of each template and reach an agreement with your customer of which templates can be used, for example, for their customer types:

• If the default templates are not sufficient, you can create new templates.

• If the default templates are sufficient, you will use them to create records based on master data templates.

Follow these steps to choose an existing data template and review the setup lines:

1. Open the RoleTailored client. 2. On the status bar, click CRONUS International, Ltd. 3. In the Company field, click the drop-down arrow, select New Food

Company and then click OK. 4. In the navigation pane, click Departments. 5. Click Administration and then click Application Setup. 6. On the Application Setup page, click Company Setup and then

click Setup Master Templates. 7. Locate and double-click the relevant data template.

FIGURE 1.13 EXISTING DATA TEMPLATE FOR DOMESTIC CUSTOMERS



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Procedure: Create a Data Template Header

Follow these steps to create a new data template header:

1. On the Application Setup page, click Company Setup and then click Setup Master Templates.

2. Click New. 3. In the Code field, type a unique ID for a template. It is useful to

apply some logic when specifying the IDs (CUS001, CUS002, ITEM001, ITEM002, and so on).

4. In the Description field, type a description of the template. 5. In the TableID field, enter the table this template will apply to. The

Table Name field will be automatically populated when the TableID field is populated.

Procedure: Create a Data Template Line

Follow these steps to create a new data template line:

1. In the Data Template Header page, on the first line, click the Field Name field, select from fields in the table, and then click OK. The Field Caption field is automatically populated with the field name.

2. In the Default Value field, type the value of the field. 3. Select the Mandatory check box if the field must be filled out for

the Microsoft Dynamics NAV application to work. For example, if posting groups are not filled out, an order cannot be invoiced. It is therefore mandatory to set up posting groups.

4. Type information regarding this field into the Comment field as needed.

5. Click OK to close the Data Template Header page.

Procedure: Create a Record from a Data Template

Data that is contained in the data templates can be converted into records in the database, one-by-one, using the Create Instance function in the Data Template Header page. This is a miniature version of the data migration process and may be useful for smaller data creation tasks.

Follow these steps to create the item card record for the existing Item01 data template:

1. In the Setup Master Templates page, locate and then double-click the template for ITEM01.

2. Notice the values in the posting groups, BREAD and HIGH. 3. On the Actions menu, point to Functions and then click Create

Instance; the item card is now created. 4. Click OK and then close the Data Template Header page.



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5. To verify the new item card, in the navigation pane, click the Purchase department.

6. Click Planning and then click Items. 7. Open the new item card, No. 1. 8. Expand the Invoicing tab and then verify that it has the posting

groups defined on the data template from which this record was created.

When the required master data templates are created, you can proceed with the actual migration of the customer's data into the new Microsoft Dynamics NAV database.



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Lab 1.3 - Create a New Contact Data Template The purpose of this lab is to reinforce your understanding of the process required to create a new master data template.

Scenario

The HighTech customer wants a more generic master data template for some company contacts. Create a new data template as follows:

• Code: Contact05 • Name: Company Contact • Based on table 5050, with these mandatory fields:

o Territory Code o Salesperson Code o Type o Salutation Code

• None of the lines need to have a value in the Default Value field.

Challenge Yourself!

1. Create the header for Company Contact based on table 5050. 2. Create the four lines by looking up to the field list.

Need a Little Help?

1. Open the New HighTech Company. 2. Open the Setup Master Templates page. 3. Insert a new template. 4. Fill in the header as stated in the scenario. 5. Fill in the lines as stated in the scenario.

Step by Step

Follow these steps to create the new Contact Data Template:

1. Open the RoleTailored client. 2. On the status bar, click New Food Company. 3. In the Company field, click the drop-down arrow, select New

HighTech Company and then click OK. 4. In the navigation pane, click Departments. 5. Click Administration and then click Application Setup. 6. On the Application Setup page, click Company Setup and then

click Setup Master Templates.



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7. Click New. 8. In the Code field, Contact05. 9. In the Description field, type Company Contact. 10. In the TableID field, enter 5050. 11. On the first line, click the Field Name field, select Territory Code,

and then click OK. 12. Select the Mandatory check box. 13. Repeat steps 11 and 12 for the Salesperson Code, Type, and

Salutation Code field values. 14. Click OK to close the Data Template Header page. 15. Re-open the New Food Company.

Migrate Data Data migration is the process where the customer's existing data is transferred from the customer's existing system to Microsoft Dynamics NAV using Excel or XML files as data carriers.

This work involves the following tasks:

1. Assess the default data migration files. 2. Create a new data migration file. 3. Export data migration files 4. Enter data. 5. Import data. 6. Validate data. 7. Apply data.

When you select a company type prior to creating a new company, a set of data migration files are imported along with the industry-specific default data. The imported dataset contains a data migration setup for:

• Data tables • Setup tables

NOTE: The procedures in this lesson can be performed in both the Classic and the RoleTailored client. For this training, they are performed in the RoleTailored client. In addition, all procedures are performed in the New Food Company created in the "Initialize a New Company Based on the Setup Questionnaire" demonstration.



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Assess Default Data Migration Files

The first task in data migration is to evaluate if the default data migration files are sufficient for the customer.

If the default data migration files are sufficient, you can proceed to export the data migration files to XML or Excel using either of the default migration files.

If the default migration files are not sufficient, you must create one or more new data migration files (lines in the Migration Overview page).

FIGURE 1.14 OVERVIEW OF DEFAULT MIGRATION FILES

The Customer table is not included in the list of default migration files, and you must therefore create this to migrate your customer's existing customer information.

Demonstration: Create New Data Migration Files

Scenario: The New Food Company has customer information that must be migrated to the new company. As their consultant, Simon must create the Customer migration file to export it and then capture the customer information.

Steps: Create New Data Migration Files

Follow these steps to create a new data migration file:

1. On the Application Setup page, click Company Setup and then click Data Migration.



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2. Click New to create a new data migration line. 3. In the TableID field, enter table 18, Customer; the Table Name field

is automatically populated. 4. In the Form ID field, enter form 21, Customer Card. 5. On the Related Information menu, point to Migration and then

click Migration Fields. 6. On the Actions menu, click Edit List. 7. Select the Include check boxes for the following field numbers (to

keep the demonstration simple): o 2, Name o 5, Address o 29, Salesperson Code

8. Click OK.

A new data migration file is now created for migration table 18, Customer.

Demonstration: Export, Enter Data, and Import Migration Files

Scenario: In the New Food Company, the basic setup is complete (with three values imported with a setup questionnaire). Simon has not created new data templates, but he has created a new data migration file for customer information.

He is now ready to export the data migration file in which the company's information about its customers will be captured before they are migrated to the new company. The customer prefers to work with Excel.

He explains how to enter the data in the exported file and then imports the file into the New Food Company.

Steps: Export Data Migration Files

Follow these steps to export the Customer data migration file to Excel:

1. In the Migration Overview page, select the line with table 18. 2. On the Actions menu, point to Functions and then click Export to

Excel. 3. In the information dialog box, click the proper server access option

and then click OK. 4. In the File Name field, type New Food Company Migration

Customer. 5. Click Save. 6. In the information dialog box, click the proper server access to Excel

option and then click OK. 7. When the setup data is successfully exported, click OK.



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The Excel file is created at the specified position. It contains empty cells for the selected four fields in the Customer table, ready to be filled by the customer.

Steps: Enter Migration Data

Follow these steps to enter the customer information in the Excel file:

1. Open the New Food Company Migration Customer.xls file. 2. Explain to the customer how to fill out the worksheets. The

following methods can be used: o Method 1: Enter all customer data by filling out the fields cell

by cell. o Method 2: Copy all customer information to Sheet1, and then

make an Excel formula (=Sheet1!A1') between the fields in the Customer sheet and the fields in Sheet1. Since customer legacy data is probably not organized like in Microsoft Dynamics NAV, this is the recommended method.

3. For the purpose of this demonstration, type values manually in the dedicated cells in the Customer sheet of the Excel file as follows:

o On row 4: 1, Elkhorn Airport, 105 Buffalo Dr., 2 o On row 5: 2, Selangorian Ltd., 153 Thomas Drive, 3

FIGURE 1.15 TWO LINES OF CUSTOMER DATA ENTERED IN THE EXPORTED DATA MIGRATION FILE (EIGHT FIELDS ONLY)

4. Save and close Excel.

CAUTION: Do not change the columns in the Customer sheet. If they are moved, deleted, or changed, the sheet cannot be imported.



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Steps: Import Migration Data

Follow these steps to import the customer migration data that you have captured in the Excel file:

1. In the Migration Overview page, select the line for table 18, Customer.

2. On the Actions menu, point to Functions and then click Import from Excel.

3. In the information dialog box, click the proper access option and then click OK.

4. Click the New Food Company Migration Customer.xls file and then click Open.

5. In the information dialog boxes, click the proper server access option and then click OK.

6. When the setup data is successfully imported, click OK.

Data from the migration file is now imported into migration table 18, Customer.

In the Migration Overview page, the No. of Migration Errors field shows that two imported records have errors. These must be resolved in the validation task.

Demonstration: Validate and Apply Migration Data

Scenario: The imported migration file contains two errors. Simon investigates the errors and discovers that the Salesperson codes, 2 and 3, cannot be migrated to the customer card because they are not part of a list of salesperson codes already in the database. Salesperson codes must first be migrated into the database in a similar process. This applies to most setup data of type Code.

Simon discusses this with the customer, who decides not to import the codes at this time because they are in the process of changing those codes. Simon deletes the codes from the Migration Record page and then completes the migration process by applying the imported data.

Steps: Validate Migration Data

If imported migration records have errors, resolve them before applying the invalid records to the database. Note that in most cases, the invalid data is simply not created in the database, but in some cases, the application is blocked if a migration record has errors.

Migration records with errors are "quarantined," indicated by the check mark in the Invalid field in the Migration Records page.



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Follow these steps to validate and resolve the imported customer information:

1. In the Migration Overview page, click the No. of Migration Errors field on the line with table 18, Customer. (Alternatively, click the Related Information menu, point to Migration, and then click Migration Errors.)

2. Note that the Invalid check box is selected on both lines. 3. To review the error for the first line, click the Related Information

menu, point to Migration, and then click Show Error.

FIGURE 1.16 VALIDATING MIGRATION DATA WITH ERRORS

4. Close the Migration Data Errors page. 5. On the Actions menu, click Edit List. 6. Delete the value in the Salesperson Code field on each line. 7. Click OK to close the Migration Records page.

NOTE: To remove the erroneous values, you may need to click the next line and then click the Salesperson Code field again.

Steps: Apply Migration Data

Follow these steps to apply the migration records:

1. In the Migration Overview page, select the line for table 18, Customer.



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2. On the Related Information menu, point to Migration and then click Apply Migration Data.

3. Notice that the No. of Database Records field indicates that two database records have been created.

FIGURE 1.17 MIGRATION DATA APPLIED AS DATABASE RECORDS

4. Click the No. of Database Records field to verify that the customer card fields are filled.

The migration of customer setup data and master data records is complete.

NOTE: Any transaction entries that the customer wants to carry to the new database must be posted with the relevant journals. Menu links to these are in the Company Setup page.

The company database is now set up and basic data has been imported. The next tasks in the implementation project include the following:

• Train users • Follow up on company setup • Create additional data, such as transaction entries • Customize reports, and so on



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Lab 1.4 - Create and Export the Vendor Data Migration File The purpose of this lab is to reinforce your understanding of the process required to create and export a data migration file.

Scenario

Your customer, New HighTech Company, is now ready to capture information for one of their vendors, American Wood Exports, in an Excel migration file for import to the new company. It is your responsibility to create a new vendor migration file including the following field numbers:

• Vendor information o Table ID: 23 o Form ID: 26

• Field numbers:

o 2, Name o 5, Address o 7, City

After setup, export the data migration file to Excel named New HighTech Company Migration Vendor.

NOTE: The migration process continues in the next lab, Complete the Migration of Vendor Data.

Challenge Yourself!

1. In the New HighTech Company, create a new vendor migration file specified in the scenario.

2. Export the data migration file to Excel.

Need a Little Help?

1. Open the New HighTech Company. 2. Open the Data Migration page. 3. Insert a new data migration line. 4. Enter the vendor table and form information as specified in the

scenario. 5. Add the following Migration Fields:

o 2, Name o 5, Address o 7, City



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6. Export the Vendor line to Excel. 7. Save the file as New HighTech Company Migration Vendor.

Step by Step

Follow these steps to create the Vendor data migration file and then export it to an XML file:

1. Open the New HighTech Company. 2. On the Application Setup page, click Company Setup, and then

click Data Migration. 3. Click New to create a new data migration line. 4. In the TableID field, enter table 23, Vendor. 5. In the FormID field, enter form 26, Vendor Card. 6. On the Related Information menu, point to Migration and then

click Migration Fields. 7. On the Actions menu, click Edit List. 8. Select the Include check boxes on the following fields:

2, Name 5, Address 7, City

9. Click OK. 10. On the Actions menu, point to Functions and then click Export to

Excel. 11. In the information dialog box, click the proper server access option

and then click OK. 12. In the File Name field, type New HighTech Company Migration

Vendor. 13. Click Save. 14. In the information dialog box, click the proper server access to Excel

option and then click OK. 15. When the setup data is successfully exported, click OK.



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Lab 1.5 - Complete the Migration of Vendor Data The purpose of this lab is to reinforce your understanding of the process required to create and export a data migration file.

Scenario

Your customer has returned the vendor data migration file. It is your responsibility to import and review the file for errors and then apply the migration data to the database.

For this purposes of this lab, add the following information the data migration file:

• No.: 1 • Name: American Wood Exports • Address: 723 North Hampton Drive • City: New York

Challenge Yourself!

1. Add the field information to the New HighTech Company Migration Vendor file.

2. Import the file. 3. Confirm there were no data errors. 4. Apply the migration data.

Need a Little Help?

1. Add the vendor information to the New HighTech Company Migration Vendor.xls file as noted in the scenario.

2. Open the Migration Overview page and select the vendor line. 3. Import the New HighTech Company Migration Vendor.xls. 4. Confirm that there are no errors. 5. Apply the migration data and then review the new vendor record.

Step by Step

Follow these steps to migrate the vendor information to the database as a new vendor card record:

1. Open the New HighTech Company Migration Vendor.xls file. 2. Under the No. cell, type 1. 3. Under the Name cell, type American Wood Exports.



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4. Under the Address cell, type 723 North Hampton Drive. 5. Under the City cell, type New York. 6. Save and close the Excel file. 7. On the Application Setup page, click Company Setup and then

click Data Migration. 8. Double-click the line with table 23, Vendor. 9. On the Actions menu, point to Functions and then click Import

from Excel. 10. In the information dialog box, click the proper access option and

then click OK. 11. Click the New HighTech Company Migration Vendor.xls file and

then click Open. 12. In the information dialog boxes, click the proper server access option

and then click OK. 13. When the setup data is successfully imported, click OK. 14. Confirm that there are no errors. 15. On the Related Information menu, point to Migration and then

click Apply Migration Data. 16. Notice that the No. of Database Records field indicates that one

database record has been created. 17. Click the No. of Database Records field to verify that the vendor

card fields are filled.

Summary The RIM toolkit helps to reduce the time it takes to implement Microsoft Dynamics NAV by presetting the new database with default setup data specific to the industry and preparing the database to import and apply legacy data in a structured way.

With the RIM toolkit, companies can utilize the project schedule as a best-practice template for implementation projects, and the setup questionnaire to capture and import customers' business setup. New companies are created on the basis of industry-specific default data and templates to ensure that imported data supplements predefined setup tables.

Using the RIM toolkit as intended enables companies to have a new Microsoft Dynamics NAV system up and running in nine days, and the cost is greatly reduced because automation replaces manual consultancy tasks.

Refer to the RIM White Paper on PartnerSource for more strategic information about this methodology and how it relates to the Microsoft Sure Step initiative.

NOTE: To ensure a clean demonstration environment, close (without saving changes) and re-open the image prior to starting other chapters in this course.



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Test Your Knowledge Test your knowledge with the following questions.

1. Put the following steps in the sequence of the recommended RIM process.

Step:

_____: Generate setup questionnaire

_____: Import industry XML file

_____: Import, validate, and apply migration data

_____: Help customer fill in the questionnaire

_____: Import, validate, and apply questionnaire answers

_____: Review and/or create data templates

_____: Create, export, and fill in data migration files

_____: Create new company

2. Match the items on the right with the items on the left. Place your answers in the blank boxes provided in the middle.

_____ 1. Helps consultants rapidly define the scope of their specific implementation project so that it runs smoothly and efficiently _____ 2. Contains data imported into Microsoft Dynamics NAV when creating the new company _____ 3. Where you edit and apply migration data _____ 4. Used to transfer data from the company's existing system to Microsoft Dynamics NAV using Excel or XML files _____ 5. Because of this, automated data migration is now an option _____ 6. Helps reduce the implementation workload by streamlining certain tasks that every implementation requires _____ 7. Groups mandatory fields together for simpler and quicker record creation _____ 8. Is generated in Microsoft Dynamics NAV and exported in either an Excel or XML file

a. Industry-specific setup data

b. Data migration c. Project schedule d. Migration Overview

page e. Setup questionnaire f. Setup questionnaire

and data migration file g. XML file

Import/Export h. Data templates



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Quick Interaction: Lessons Learned Take a moment and write down three key points you have learned from this chapter

1.

2.

3.



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Solutions RIM Toolkit Overview


1. The project schedule is geared toward having the system up and running in how many days?

( ) 12 (•) 9 ( ) 7 ( ) 15

2. The project schedule and the setup questionnaire use which of the following Microsoft Office products? (Select all that apply)

( ) Microsoft Office Access (√) Microsoft Office Excel (√) Microsoft Office Project ( ) Microsoft Office Word

3. How many setup tables are contained in each questionnaire?

( ) 8 ( ) 12 ( ) 9 (•) 10


Fill in the blanks to test your knowledge of this section.

1. The industry-specific setup data file is a container of basic data.

2. Data templates are designed to apply to any table in the Microsoft Dynamics NAV database.

3. The Migration Overview page allows you to validate data before applying it to the Microsoft Dynamics tables.

4. All data migration files can be opened in Excel .

5. XML is also available as a data container in the RIM toolkit.



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Test Your Knowledge

1. Put the following steps in the sequence of the recommended RIM process.

Step:

2 : Generate setup questionnaire

1 : Import industry XML file

8 : Import, validate, and apply migration data

3 : Help customer fill in the questionnaire

5 : Import, validate, and apply questionnaire answers

6 : Review and/or create data templates

7 : Create, export, and fill in data migration files

4 : Create new company

2. Match the items on the right with the items on the left. Place your answers in the blank boxes provided in the middle.

c 1. Helps consultants rapidly define the scope of their specific implementation project so that it runs smoothly and efficiently a 2. Contains data imported into Microsoft Dynamics NAV when creating the new company d 3. Where you edit and apply migration data b 4. Used to transfer data from the company's existing system to Microsoft Dynamics NAV using Excel or XML files g 5. Because of this, automated data migration is now an option e 6. Helps reduce the implementation workload by streamlining certain tasks that every implementation requires h 7. Groups mandatory fields together for simpler and quicker record creation f 8. Is generated in Microsoft Dynamics NAV and exported in either an Excel or XML file

a. Industry-specific setup data

b. Data migration c. Project schedule d. Migration Overview

page e. Setup questionnaire f. Setup questionnaire

and data migration file g. XML file

Import/Export h. Data templates


Technology

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