Microsoft Dynamics® NAV 2009 Business Intelligence for Information Workers

MICROSOFT DYNAMICS ® NAV 2009

BUSINESS INTELLIGENCE FOR INFORMATION WORKERS

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Last Revision: October 2008 The information contained in this document represents the current view of Microsoft Corporation on the issues discussed as of the date of publication. Because Microsoft must respond to changing market conditions, it should not be interpreted to be a commitment on the part of Microsoft, and Microsoft cannot guarantee the accuracy of any information presented after the date of publication. This document is for informational purposes only. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS DOCUMENT. Complying with all applicable copyright laws is the responsibility of the user. Without limiting the rights under copyright, no part of this document may be reproduced, stored in or introduced into a retrieval system, or transmitted in any form or by any means (electronic, mechanical, photocopying, recording, or otherwise), or for any purpose, without the express written permission of Microsoft Corporation. Microsoft may have patents, patent applications, trademarks, copyrights, or other intellectual property rights covering subject matter in this document. Except as expressly provided in any written license agreement from Microsoft, the furnishing of this document does not give you any license to these patents, trademarks, copyrights, or other intellectual property.

© 2008 Microsoft Corporation. All rights reserved. Microsoft Dynamics®, Microsoft® PowerPoint® Microsoft® SQL Server® and Microsoft Dynamics® NAV MorphX® are trademarks or registered trademarks of Microsoft Corporation. The names of actual companies and products mentioned herein may be the trademarks of their respective owners. This course content is designed for Microsoft Dynamics® NAV 2009.

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Table of Contents Introduction

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Welcome ............................................................................................................ 0-1 Microsoft Dynamics Courseware Contents ........................................................ 0-2 Documentation Conventions .............................................................................. 0-3 Student Objectives ............................................................................................. 0-4

Chapter 1: Overview and Financial Reporting

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Objectives ........................................................................................................... 1-1 Introduction ......................................................................................................... 1-1 Business Intelligence .......................................................................................... 1-2 Analyze the Chart of Accounts ........................................................................... 1-2 Account Schedules ........................................................................................... 1-11 Lab 1.1 - Create a Detailed Account Schedule ................................................ 1-33 Summary .......................................................................................................... 1-39 Test Your Knowledge ....................................................................................... 1-40 Quick Interaction: Lessons Learned ................................................................. 1-41 Solutions ........................................................................................................... 1-42

Chapter 2: XBRL

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Objectives ........................................................................................................... 2-1 Introduction ......................................................................................................... 2-1 XBRL Terminology ............................................................................................. 2-2 XBRL Specifications and Taxonomies ............................................................... 2-2 Work with Linkbases .......................................................................................... 2-5 Enter XBRL Line Definitions ............................................................................... 2-7 Export the XBRL Lines ..................................................................................... 2-14 Lab 2.1 - Stock Exchange Reporting with XBRL .............................................. 2-16 Summary .......................................................................................................... 2-19 Test Your Knowledge ....................................................................................... 2-20 Quick Interaction: Lessons Learned ................................................................. 2-21 Solutions ........................................................................................................... 2-22

Chapter 3: Financial Analysis

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Objectives ........................................................................................................... 3-1 Introduction ......................................................................................................... 3-1 Enter Dimensions in Journals and Documents................................................... 3-2 View Posted Dimension Information................................................................... 3-4 Analyze Financial Information Using Dimensions .............................................. 3-7 Dimension Based Reports ................................................................................ 3-17 Lab 3.2 - Combine an Analysis View with an Account Schedule ..................... 3-22 Summary .......................................................................................................... 3-25 Test Your Knowledge ....................................................................................... 3-26 Quick Interaction: Lessons Learned ................................................................. 3-27 Solutions ........................................................................................................... 3-28

Chapter 4: Business Analytics

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Objectives ........................................................................................................... 4-1 Introduction ......................................................................................................... 4-1 Business Analytics Overview ............................................................................. 4-2

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Business Intelligence for Information Workers in Microsoft Dynamics® NAV 2009 Terminology Associated with Business Analytics ............................................... 4-3 Data Warehouse ................................................................................................ 4-4 Define a Configuration ........................................................................................ 4-7 Set Up and Schedule the Configurator ............................................................. 4-14 Lab 4.1 - Create a New BA Database and Cube.............................................. 4-16 Additional Business Analytics Tasks ................................................................ 4-19 Summary .......................................................................................................... 4-21 Test Your Knowledge ....................................................................................... 4-22 Quick Interaction: Lessons Learned ................................................................. 4-23 Solutions ........................................................................................................... 4-24

Chapter 5: Analyze Microsoft Dynamics NAV Data in Microsoft Office Excel 2007 5-1 Objectives ........................................................................................................... 5-1 Introduction ......................................................................................................... 5-1 Export Analysis Views to Excel 2007 ................................................................. 5-2 Lab 5.1 - Export an Analysis View to Excel 2007 ............................................. 5-11 Work with Data in Excel 2007 .......................................................................... 5-14 Lab 5.2 - Review Exported Analysis Views Side-by-Side................................. 5-16 Connect Excel 2007 to a Microsoft Dynamics NAV Database ......................... 5-17 Summary .......................................................................................................... 5-18 Test Your Knowledge ....................................................................................... 5-19 Quick Interaction: Lessons Learned ................................................................. 5-20 Solutions ........................................................................................................... 5-21

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Introduction

INTRODUCTION Welcome We know training is a vital component of retaining the value of your Microsoft Dynamics® NAV 2009 investment. Our quality training from industry experts keeps you up-to-date on your solution and helps you develop the skills necessary for fully maximizing the value of your solution. Whether you choose Online Training, Classroom Training, or Training Materials; there is a type of training to meet everyone's needs. Choose the training type that best suits you so you can stay ahead of the competition.

Online Training Online Training delivers convenient, in-depth training to you in the comfort of your own home or office. Online training provides immediate access to training 24 hours-a-day. It is perfect for the customer who does not have the time or budget to travel. Our newest online training option, eCourses, combine the efficiency of online training with the in-depth product coverage of classroom training, with at least two weeks to complete each course.

Classroom Training Classroom Training provides serious, in-depth learning through hands-on interaction. From demonstrations to presentations to classroom activities, you receive hands-on experience with instruction from our certified staff of experts. Regularly scheduled throughout North America, you can be sure you will find a class convenient for you.

Training Materials Training Materials enable you to learn at your own pace, on your own time with information-packed training manuals. Our wide variety of training manuals feature an abundance of tips, tricks, and insights you can refer to again and again:

Microsoft Dynamics Courseware The Microsoft Dynamics Courseware consists of detailed training manuals, designed from a training perspective. These manuals include advanced topics as well as training objectives, exercises, interactions and quizzes. Look for a complete list of manuals available for purchase on the Microsoft Dynamics website: www.microsoft.com/Dynamics.

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Business Intelligence for Information Workers in Microsoft Dynamics® NAV 2009

Microsoft Dynamics Courseware Contents Test Your Skills Within the Microsoft Dynamics Training Materials you find a variety of different exercises. These exercises are offered in three levels to accommodate the variety of knowledge and expertise of each student. We suggest you try the level three exercises first, if you need help completing the task look to the information in the level two exercises. If you need further assistance each step of the task is outlined in the level one exercise.

Challenge Yourself! Level 3 exercises are the most challenging. These exercises are designed for the experienced student who requires little instruction to complete the required task.

Need a Little Help? Level 2 exercises are designed to challenge students, while providing some assistance. These exercises do not provide step by step instructions, however, do provide you with helpful hints and more information to complete the exercise.

Step by Step Level 1 exercises are geared towards new users who require detailed instructions and explanations to complete the exercise. Level 1 exercises guide you through the task, step by step, including navigation.

Quick Interaction: Lessons Learned At the end of each chapter within the Microsoft Dynamics Training Material, you find a Quick Interaction: Lessons Learned page. This interaction is designed to provide the student with a moment to reflect on the material they have learned. By outlining three key points from the chapter, the student is maximizing knowledge retention, and providing themselves with an excellent resource for reviewing key points after class.

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Introduction

Documentation Conventions The following conventions and icons are used throughout this documentation to help you quickly and effectively navigate through the information. CAUTION: Cautions are found throughout the training manual and are preceded by the word CAUTION in bold. Cautions are used to remind you of a specific result of a specific action which may be undesirable. HINT: Hints are found throughout the training manual and are preceded by the word HINT in bold. Hints are used to suggest time-saving features or alternative methods for accomplishing a specific task. NOTE: Notes are found throughout the training manual and are preceded by the word NOTE in bold. Notes are used to provide information which, while not critical, may be valuable to an end user. BEYOND THE BASICS: Advanced information found throughout the training manual is preceded by the words BEYOND THE BASICS in bold. Beyond the Basics provides additional detail, outside of standard functionality, that may help you to more optimally use the application. EXAMPLE: Examples are found throughout the training manual and are preceded by the word EXAMPLE in bold. Examples bring to light business scenarios that may better explain how an application can be used to address a business problem.

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Business Intelligence for Information Workers in Microsoft Dynamics® NAV 2009

Student Objectives What do you hope to learn by participating in this course? List three main objectives below. 1.

2.

3.

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Chapter 1: Overview and Financial Reporting

CHAPTER 1: OVERVIEW AND FINANCIAL REPORTING Objectives The objectives are: •

Introduce business intelligence concepts and provide a course overview.

•

Describe filtering and analysis pages related to the Chart of Accounts.

•

Demonstrate setting up an account schedule and explain other processes relating to account schedules.

Introduction Businesses running ERP systems capture a tremendous amount of data through daily activity. This data, which reflects such things as the organization's sales figures, purchases, operational expenses, employee salaries, and budgets, can become valuable information for decision makers when they know how to use it. The aim of this training is to demonstrate a number of ways that the information workers—those responsible for making strategic decisions—can easily generate business intelligence out of their organization's Microsoft Dynamics® NAV database. Reports that identify and capture strategic data are a fundamental component of business intelligence. In addition to providing an overview of business intelligence, this training describes how to generate reports out of the Chart of Accounts, from determining the data to include in the reports, to designing the layout.

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Business Intelligence for Information Workers in Microsoft Dynamics® NAV 2009

Business Intelligence Business Intelligence, or BI, is a term that refers to deciphering and extracting meaning from data to assist in making informed decisions. Many companies today are turning to BI software to fill the information gap, promote growth, and increase the bottom line. Microsoft provides a number of Business Intelligence solutions that can work with Microsoft Dynamics NAV to provide insight into business data. The Microsoft® SQL Server® 2005/2008 Business Intelligence Design Studio is the most prominent of these. It is a suite that includes Microsoft SQL Server 2005/2008 Integration Services (SSIS), and Microsoft SQL Server 2005/2008 Reporting Services (SSRS) and Analysis Services to cover end-to-end BI needs from analysis to data modeling to reporting.

Business Intelligence Course Overview The Business Intelligence course is designed to provide decision makers with the tools to efficiently access their business data without a lot of complex setup and staging. Therefore, the focus is on internal reporting and analysis functionality, as well as means for sharing data outside of the Microsoft Dynamics NAV environment, either through XBRL, a language for tagging financial data so it can be shared globally, or by exporting data to Microsoft® Office Excel®. This course also provides an introduction to Business Analytics, a Microsoft Dynamics NAV decision support and analysis tool that provides users with a range of visibility—both detailed to aggregated—into different aspects of their business. In addition to this course, the Business Intelligence for IT Pros in Microsoft Dynamics NAV 2009 will be provided, which covers technical setup and staging for reporting and analysis, including creating data warehouses and data cubes in SQL Server 2005/2008, designing reports with SQL Server Reporting Services, and working with Business Analytics Advanced.

Analyze the Chart of Accounts Microsoft Dynamics NAV provides standard analyses accessible from the chart of accounts. This lesson explains applying filters to analyze G/L accounts and the five balance analysis pages available from the Chart of Accounts page.

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Chapter 1: Overview and Financial Reporting Apply Filters in the Chart of Accounts In the Chart of Accounts page, accounts and amounts can be filtered using field filters, table filters, and limit totals to filters. Field and table filters on any field in the G/L Account table can be used to filter the G/L accounts.

FIGURE 1.1 CHART OF ACCOUNTS PAGE WITH ADVANCED FILTERING AND LIMIT TOTALS TO FILTERING DISPLAYED IN THE FILTER PANE

The amounts for each account are determined by summing the G/L entries for the account. The following table shows the calculated amount fields in the Chart of Accounts page. Field

Description

Net Change

The sum of the G/L entries for a date range determined by the Date Filter limit totals to filter.

Balance

The current balance of the account. This is the sum of all G/L entries for the account. The Date Filter is ignored.

Balance at Date

The balance of the account at the date entered in the Date Filter limit totals to filter. If a date range is entered in the Date Filter, only the ending date is used.

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Business Intelligence for Information Workers in Microsoft Dynamics® NAV 2009 When users apply a limit totals to filter, the ledger entries that are summed for the G/L accounts can be determined. The limit totals to filters available for the chart of accounts are shown in the following table. Limit Totals To Filter

Description

Budget Filter

Filters the amounts displayed for each account based on the Budget field of the G/L Budget Entries for the account.

Business Unit Filter

Filters the amounts displayed for each account based on the Business Unit Code field on the G/L Entries and G/L Budget Entries for the account.

Date Filter

Filters the amounts displayed for each account based on the Posting Date field on the G/L Entries and G/L Budget Entries for the account.

Global Dimension 1 and Global Dimension 2 Filters (also called Department Filter and Project Filter)

Filters the amounts displayed for each account based on the Global Dimension 1 Code field and Global Dimension 2 Code field on the G/L Entries and G/L Budget Entries for the account. In the demonstration company, these filters are the Department Filter and Project Filter.

Balance Analysis in the Chart of Accounts To simplify the process of applying limit totals to filters to the chart of accounts, some standard analysis pages are available, including: •

G/L Account Balance

•

G/L Balance

•

G/L Balance by Dimension

•

G/L Account Balance/Budget

•

G/L Balance/Budget

Access these analysis pages in the Chart of Accounts page by clicking the Related Information menu and pointing to Balance.

Procedure: Review G/L Account Balances The G/L Account Balance page contains the total G/L entries for a single account over several time periods. The account displayed is the one that the cursor was on in the Chart of Accounts when the page was opened. For each period, users can view the Net Change, Debit Amount, and Credit Amount of the G/L entries posted to the account. Additionally, users can filter amounts by budget, business unit, date, and dimensions with the limit totals to filters.

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Chapter 1: Overview and Financial Reporting To review the G/L Account Balance page for account 6110, follow these steps: 1. 2. 3. 4.

In the navigation pane, click the Departments button. Click Financial Management and then click General Ledger. On the General Ledger page, click Chart of Accounts. On the Filter Pane, in the Type to filter field, type 6110 and then press ENTER to filter on the Sales, Retail - Dom. account. 5. On the Related Information menu, point to Balance and then click G/L Account Balance. 6. In the View by field, enter Month to view the entries by month.

FIGURE 1.2 G/L ACCOUNT BALANCE

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Business Intelligence for Information Workers in Microsoft Dynamics® NAV 2009 On the G/L Account Balance page, the Options FastTab contains the fields shown in the following table. Field

Description

Closing Entries

Determines whether to include or exclude closing entries in the amounts.

Debit & Credit Totals

When this check box is selected, Microsoft Dynamics NAV separately displays the debit and credit amounts posted in the same period. If not selected, the net of all entries posted in that period are displayed as Debit Amount or Credit Amount.

View by

Determines the time period displayed for each line. The options are Day, Week, Month, Quarter, Year, and Accounting Period. The date in the Start Date field on each line will always be the starting date for each period.

View as

Determines what type of amount will be shown in the columns: Net Change or Balance at Date. • Selecting Net Change displays the net change in the account balance for the period. •

Selecting Balance at Date displays the G/L account balance as of the last day in the period.

Together, time periods and amount types determine the following: •

If the View by field is greater than one day, and net change amounts are displayed, the date on a line represents the starting date of the time period.

•

If the period is greater than one day, and balance amounts are displayed, the balance will be based on the ending date of the time period.

For example, if the View as option is set to Balance at Date and the View by option is set to Month, for the line with a Period Start of 01/01/10, the balance displayed will be the balance on January 31, 2010. Using the limit totals to filters, amounts can also be filtered by:

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•

Budget

•

Business Unit

•

Date

•

Global Dimension 1 and 2 Filters (called Department and Project Filters in the CRONUS International Ltd. demonstration company)

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Chapter 1: Overview and Financial Reporting Procedure: Review G/L Balances The G/L Balance page displays the total of G/L entries for all accounts for a specified time period. To review the G/L Balance page, follow these steps: 1. On the General Ledger page, click Chart of Accounts. 2. On the Related Information menu, point to Balance and click G/L Balance. 3. In the View by field, enter Month to view the entries by month.

FIGURE 1.3 G/L BALANCE

The G/L Balance page contains the same amounts and filters as the G/L Account Balance page. Additionally, the Action Pane contains the Previous Period and Next Period menu items. These menu items provide the ability to quickly display the same amounts from prior and future periods. In addition to the time period menu items, users can set more complex date filters in the Filter Pane using the limit totals to feature. With this feature, users can combine selected entries from different periods.

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Business Intelligence for Information Workers in Microsoft Dynamics® NAV 2009 Procedure: G/L Balances by Dimension The G/L Balance by Dimension page provides dimensional analysis of actual or budgeted entries in a user-defined format. This page has the same format as the Analysis by Dimensions page, but is built on G/L Entries and G/L Budget Entries instead of Analysis View entries and Analysis View budget entries. As a result, only global dimension information can be viewed in this page. To review the G/L Balance by Dimension page, follow these steps: 1. On the General Ledger page, click Chart of Accounts. 2. On the Related Information menu, point to Balance and click G/L Balance by Dimension. 3. Expand the Matrix Options FastTab. 4. In the View by field, enter Month to view the entries by month. 5. On the Action Pane, click Show Matrix.

FIGURE 1.4 G/L BALANCE BY DIM. MATRIX

Analysis by dimension is described in the "Financial Analysis" training in this courseware.

Procedure: Review G/L Account Balances and Budgets The G/L Account Balance/Budget page compares actual and budgeted entry totals for a single account over several time periods.

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Chapter 1: Overview and Financial Reporting To review the G/L Account Balance/Budget page, follow these steps: 1. On the General Ledger page, click Chart of Accounts. 2. On the Filter Pane, in the Type to filter field, type 6110 and then press ENTER to filter on the Sales, Retail - Dom. account. 3. On the Related Information menu, point to Balance and click G/L Account Balance/Budget. 4. In the View by field, enter Month to view the entries by month.

FIGURE 1.5 G/L ACCOUNT BALANCE/BUDGET

The G/L Account Balance/Budget page contains the same amounts as the G/L Account Balance page. However, in addition to actual amounts, the page also contains the budgeted debit amount, budgeted credit amount, and the net budgeted amount for the same periods. The comparison of the posted entries to the budget entries is calculated as an Index percentage in the Balance/Budget (%) field. The filters are the same as the G/L Account Balance page except for two differences: •

There are no Debit & Credit Totals because budgeted debit and credit amounts are not recorded directly on the G/L Budget entries.

•

There is an automatic Budget Filter limit totals to filter setting for filtering the budget information included in the page.

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Business Intelligence for Information Workers in Microsoft Dynamics® NAV 2009 Procedure: Review G/L Balances and Budgets The G/L Balance/Budget page compares actual and budgeted entries for all accounts for a specified time period. To review the G/L Balance/Budget page, follow these steps: 1. On the General Ledger page, click Chart of Accounts. 2. On the Related Information menu, point to Balance and click G/L Balance/Budget. 3. In the View by field, enter Month to view the entries by month.

FIGURE 1.6 G/L BALANCE/BUDGET

The amounts and the filters included in the analysis are the same as the G/L Account Balance/Budget page. Additionally, the Date Filter limit totals to filter, Previous Period, and Next Period menu items are available.

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Chapter 1: Overview and Financial Reporting

Account Schedules Use account schedules to arrange accounts listed in the chart of accounts in ways that will provide information about those accounts. Users can set up various layouts to define the information they want to extract from the chart of accounts. One of the main purposes of account schedules is to provide a place for calculations that cannot be made directly in the chart of accounts, such as creating subtotals for groups of accounts, which can be included in new totals and then can be used in other totals. For example, users can create account schedules to calculate profit margins on such dimensions as departments or customer groups. Furthermore, they can filter any G/L entries and G/L budget entries, for instance, by net change or debit amount. Users can also compare two or more account schedules and column layouts by using formulas. This kind of comparison provides the ability to: •

Create customized financial reports without using the Report Designer.

•

Create as many account schedules as needed, each with a unique name.

•

Set up various report layouts and print the reports with the current figures.

Account Schedules Overview An account schedule consists of: •

An account schedule name

•

Several lines

•

A column layout

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Business Intelligence for Information Workers in Microsoft Dynamics® NAV 2009 Several account schedule names can be set up in the Account Schedule Names page. To access the Account Schedule Names page, open the General Ledger page, and under Analysis & Reporting, click Account Schedules.

FIGURE 1.7 ACCOUNT SCHEDULE NAMES

Once a user names an account schedule, he or she can define the lines in the Account Schedule page, accessed from the Account Schedule Names page by clicking Edit Account Schedule.

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Chapter 1: Overview and Financial Reporting Users provide information such as a description and which accounts to total, and set whether it will appear in reports or be set up for calculation purposes only.

FIGURE 1.8 ACCOUNT SCHEDULE

The Account Schedule page contains the fields shown in the following table for setting up row layout. Field

Description

Row No.

A number for the account schedule line. Row numbers are optional, and the same number can be used on more than one line. The rows with the same number are then treated as a group. For example, if the row number is included in a formula in the Totaling field, it will represent the sum of all the lines that have that row number. If the Insert Accounts function is used, this field is automatically copied from the No. field in the chart of accounts.

Description

Text that will appear on the account schedule line. If the Insert Accounts function is used, this field is automatically copied from the Name field in the G/L account list.

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Business Intelligence for Information Workers in Microsoft Dynamics® NAV 2009 Field

Description

Totaling Type

Determines which accounts within the totaling interval, specified in the Totaling field, will be totaled. The options are: • Posting Accounts: The total is calculated from amounts in posting accounts in the chart of accounts. This is the default value. •

Total Accounts: The total is calculated from amounts in total and end-total accounts in the chart of accounts.

•

Formula: The total is calculated from amounts in other rows in the account schedule. The formula is entered in the Totaling field.

•

Set Base For Percent: Used to insert a column that displays the percentage of a total. The formula in the Totaling field on this line is used to calculate the total on which the percentage is based. This line will not appear on Account Schedule reports.

If the Insert Accounts function is used, accounts that have an Account Type of Total or End-Total on the chart of accounts will be assigned the totaling type Total Accounts. All other lines will automatically be assigned the totaling type Posting Accounts. Totaling

Indicates which accounts are totaled on this line. This field is filled in based on the contents in the Totaling Type field. • If the Formula totaling type is assigned to the account schedule line, enter a formula that includes row numbers (or totaling intervals) from the account schedule. •

If the totaling type is Posting Accounts or Total Accounts, enter an account number (or totaling interval) from the chart of accounts.

When creating formulas, use the following symbols: • addition: + •

subtraction: -

•

multiplication: *

•

division: /

•

exponentiation: ^

•

parentheses: ()

•

percentage: %

If the Insert Accounts function is used, this field is automatically copied from the No. field in the G/L account list. NOTE: To include a number in the formula, that number must not be used as a row number in the account schedule.

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Chapter 1: Overview and Financial Reporting

Field

Description

Row Type

Determines how the amounts in the row are calculated for the period defined in the Date Filter field on the report or page. The options are: • Net Change: The total is calculated using the total changes from the start to the end of the specified date range.

Amount Type

Show

New Page

•

Balance at Date: The total is calculated using the total of all entries from the initial transaction in Microsoft Dynamics NAV through the date at the end of the specified date range.

•

Beginning Balance: The total is calculated using the total of all entries from the initial transaction in Microsoft Dynamics NAV to the last entry before the start of the specified date range.

Determines the type of entries that are included in the amounts in the account schedule row. The options are: • Net Amount: The calculated amount includes debit and credit entries. •

Debit Amount: The calculated amount includes only debit entries.

•

Credit Amount: The calculated amount includes only credit entries.

Determines whether the account schedule line is printed on the report. The options are: • Yes: The row is printed. •

No: The row is not printed.

•

If Any Column Not Zero: The row is printed unless all amounts on the row are equal to zero.

•

When Positive Balance: The row is only printed if the balance of the amounts on the row is positive.

•

When Negative Balance: The row is only printed if the balance of the amounts on the row is negative.

If selected, there will be a page break after the current account when the account schedule is printed.

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Business Intelligence for Information Workers in Microsoft Dynamics® NAV 2009 Optional Account Schedule Fields The following table shows the additional columns that users can add to the Account Schedule page using the Choose Columns function. Field

Description

Dimension Totaling Filters

Dimension values or dimension value ranges that will be used to filter the amounts shown in the row. These filters are described in more detail in the "Filter Account Schedules using Dimensions" procedure.

Bold, Italic, and Underline

If selected, the row contents are bolded, italicized, or underlined. Only bold formatting is displayed in the Acc. Schedule Overview page, while the printed Account Schedule report and exported data in Microsoft Excelworksheets display all three formats.

Show Opposite Sign

If selected, debits in this row are displayed in reports as negative amounts (that is, with a minus sign) and credits are displayed as positive amounts.

Access an Overview of Account Schedules The Acc. Schedule Overview Matrix page enables users to view account schedules in the various layouts they have set up, as well as those layouts available in the Dimensions - Total Report.

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Chapter 1: Overview and Financial Reporting To view the Acc. Schedule Overview Matrix page from the Account Schedule page, click Overview on the Action Pane, set filters in the Acc. Schedule Overview page, and then click Show Matrix.

FIGURE 1.9 ACC. SCHEDULE OVERVIEW MATRIX

Demonstration: Set Up an Account Schedule Scenario: Phyllis, the accounting manager at CRONUS, needs to design a report to analyze the discounts granted to customers and received from vendors. She sets up the account schedule to meet the following criteria: •

Discounts granted to customers and discounts received from vendors are displayed in separate rows.

•

A row displays the net discounts granted or received.

•

The actual and budgeted discount amounts for the current month and the variance between them can be viewed.

•

The change in the actual discount amounts from the last month to the current month can be compared.

Setting up an account schedule involves three steps: 1. Create the row layout. 2. Create the column layout. 3. Combine the rows and columns.

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Business Intelligence for Information Workers in Microsoft Dynamics® NAV 2009 Set Up an Account Schedule Step 1: Create the Row Layout To create a new account schedule, follow these steps: 1. On the General Ledger page, and under Analysis & Reporting, click Account Schedules. 2. On the Action Pane, click New to insert a new account schedule name. 3. In the Name field, type Discounts. 4. In the Description field, type Discount Analysis. 5. Leave the Default Column Layout and Analysis View Name fields blank. 6. On the Action Pane, click Edit Account Schedule. The Account Schedule page opens. This is the page where the rows for the report are designed; it currently only contains blank lines. To create the report heading for the discount analysis, follow these steps: 1. On the menu bar, click the Customize button, and then click Choose Columns. 2. Add the Bold column and click OK to close the Customize Account Schedule page. 3. On the first line, in the Description field, type Discount Analysis. This is the report heading. 4. Select the Bold check box. NOTE: You may have to close the Account Schedule page after using the Choose Columns function to make the changes appear. To create the first discount account that relates to discounts granted to customers, follow these steps: 1. 2. 3. 4.

Leave a blank line to separate the heading from the report lines. On the third line, in the Row No. field, type R11. In the Description field, type Discount Granted. In the Totaling field, type 6910. Alternatively, you can click the drop-down arrow in the Totaling field to locate the Discount Granted account.

NOTE: To quickly add a number of accounts contained in the chart of accounts, click the Actions menu, point to Functions, click Insert Accounts, and select the accounts from the G/L Account List. Microsoft Dynamics NAV inserts a new row for each account, with all the account information in the Row No., Description, Totaling Type, and Totaling fields. Update the Row No. as necessary.

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Chapter 1: Overview and Financial Reporting To create the remaining rows for granted discounts, follow these steps: 1. 2. 3. 4. 5. 6. 7. 8. 9. 10.

Click the next line. In the Row No. field, type R21. In the Description field, type Payment Discount Granted. In the Totaling Field, type 9250..9255. Leave a blank line. Click the next line. In the Row No. field, type R1. In the Description field, type Total Discounts Granted. In the Totaling Type field, enter Formula. In the Totaling field, type R11+R21.

To create the received discount rows, follow these steps: 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. 15. 16. 17. 18. 19.

Leave a blank line. Click the next line. In the Row No. field, type R12. In the Description field, type Discount Received - Retail. In the Totaling field, type 7140. Click the next line. In the Row No. field, type R22. In the Description field, type Discount Received - Raw Materials. In the Totaling field, type 7240. Click the next line. In the Row No. field, type R32. In the Description field, type Payment Discounts Received. In the Totaling field, type 9130..9135. Leave a blank line. Click the next line. In the Row No. field, type R2. In the Description field, type Total Discounts Received. In the Totaling Type field, enter Formula. In the Totaling field, type R12+R22+R32.

To create the final totaling row, follow these steps: 1. 2. 3. 4.

Leave a blank line. Click the next line. In the Row No. field, type R3. In the Description field, type Net Discounts Granted/(Received).

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Business Intelligence for Information Workers in Microsoft Dynamics® NAV 2009 5. In the Totaling Type field, enter Formula. 6. In the Totaling field, type R1+R2. 7. Select the Bold check box.

Column Layout Overview The Account Schedule column layout contains the numerical information. Each column layout is defined by both the visible columns that will appear in the reports and the intermediary columns that are used for calculation only.

FIGURE 1.10 COLUMN LAYOUT

Once a user creates a column layout, he or she can assign it as a default to any existing Account Schedule in the Account Schedule Names page. The Column Layout page contains the fields shown in the following table.

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Field

Description

Column No.

Used to identify the line for the column. The column numbers are optional and the same column number can be used on more than one line. The columns with the same number are then treated as a group. For example, if the column number is included in a formula, it will represent the sum of all the lines that share the column number.

Column Header

The text in this field will be printed on reports that include the column.

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Chapter 1: Overview and Financial Reporting

Field

Description

Column Type

Determines how the amounts in the column are calculated. The amounts are calculated for the period defined in the Date Filter field on the report or page as follows: • Formula: The column displays amounts calculated from amounts in other columns in the account schedule. Enter the formula in the Formula field.

Ledger Entry Type

•

Net Change: The column displays the net change in the account balances during the period.

•

Balance at Date: The column displays the account balances at the end of the period.

•

Beginning Balance: The column displays the account balances at the beginning of the period.

•

Year to Date: The column displays the net change in the account balances from the start of the fiscal year to the end of the period.

•

Rest of Fiscal Year: The column displays the net change in the account balances from the end of the period to the end of the fiscal year in which the period ends.

•

Entire Fiscal Year: The column displays the net change in the account balances for the fiscal year in which the period ends.

Determines the type of ledger entries that are included in the amounts in the account schedule column. The options are: • G/L Entries: The total is calculated from general ledger entries. •

Amount Type

G/L Budget Entries: The total is calculated from general ledger budget entries.

Determines the type of entries that are included in the amounts in the account schedule column. The options are: • Net Amount: The amount includes both credit and debit entries. •

Debit Amount: The amount includes debit entries only.

•

Credit Amount: The amount includes credit entries only.

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Business Intelligence for Information Workers in Microsoft Dynamics® NAV 2009 Field

Description

Formula

If Formula is selected as the Column Type, enter a formula for the line. The result of the formula is displayed in the column when the account schedule is printed. Use this field to perform calculations on other columns. Other columns are referenced through their column number. The calculation symbols are the same as those used in the row formulas. For example, to calculate the difference in percentage of the G/L entries and the budget entries, enter the following formula: 100*(Column No. of the G/L entry column/ Column No. of the G/L Budget entry column -1)

Show Opposite Sign

If selected, debits in this column are shown in reports as negative amounts (that is, with a minus sign) and credits are shown as positive amounts.

Comparison Date Formula

Date formula that specifies which dates must be used to calculate the amount in this column. Microsoft Dynamics NAV uses this formula to calculate the amount from the comparison period in relation to the period represented by the date filter on the report request. Use the standard time periods of W(eek), M(onth), Y(ear), or Q(uarter) to create the formulas. For example, -1Y is the same period one year earlier.

Show

If selected, the amounts in the column are shown in reports. Note that a maximum of five columns in an account schedule layout can be shown in the printed report. The options are: • Always: All amounts in the column are always shown. This is the default value.

Rounding Factor

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•

Never: The column does not appear on reports. It is used only for calculation purposes.

•

When Positive: Only positive amounts (amounts that are positive before Show Opposite Sign is applied) are shown in the column.

•

When Negative: Only negative amounts (amounts that are negative before Show Opposite Sign is applied) are shown in the column.

Rounding factor for amounts in the column. The default value is None, no rounding. Note that amounts on printed reports will be rounded. For example, if 1000 is selected, all amounts are shown in thousands. Note that amounts in the Acc. Schedule Overview Matrix page are not rounded.

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Chapter 1: Overview and Financial Reporting Column Layout Options The following table shows the additional columns that users can add to the Column Layout page using the Choose Columns function. Field

Description

Comparison Period Formula

Specifies which accounting periods to use when users are calculating the amount in this column. An accounting period does not have to match the calendar, but each fiscal year must have the same number of accounting periods, even though each period can be different in length. Microsoft Dynamics NAV uses the period formula to calculate the amount from the comparison period in relation to the period represented by the date filter on the report request. The abbreviations for period specifications are: • P = Period •

LP = Last period of a fiscal year, half-year, or quarter

•

CP = Current period of a fiscal year, half-year, or quarter

•

FY = Fiscal year

For examples of formulas, press F1 to access online help for this field. Business Unit, Global Dimensions, and Dimensions 3 and 4

Totaling fields used to create column layouts that show global dimension information across columns. • When the column layout is not linked to an analysis view, the global dimensions are available in the Column Layout page. •

When the column layout is linked to an analysis view, the dimensions specified in the analysis view are displayed in the Column Layout page.

Analysis views are linked to column layouts in the Column Layout Names page, in the Analysis View Name field.

Set Up an Account Schedule Step 2: Create the Column Layout To create a basic column layout to be used with the new Discount Analysis account schedule, follow these steps: 1. Open the Account Schedule - DISCOUNTS page. 2. On the Actions menu, point to Functions, and then click Set up Column Layouts. 3. In the Name field, click the drop-down arrow to open the Column Layout Names page. 4. On the Action Pane, click New to insert a new column name. 5. In the Name field, type Basic.

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Business Intelligence for Information Workers in Microsoft Dynamics® NAV 2009 6. In the Description field, type Basic Column Layout. 7. With the Basic Column Layout selected, click OK. The Column Layout Names page closes, and the cursor is in the Name field with BASIC displayed as the name. 8. Press TAB or ENTER. The Basic Column Layout page opens, with blank lines. Define the columns by creating a line for each column. NOTE: The Column Layout page can also be accessed from the Administration page by clicking Application Setup, clicking General under Financial Management, and then clicking Column Layouts.

NOTE: All columns in this demonstration are set as follows: Amount Type is Net Amount. Show Opposite Sign check box is unselected. Show is set to Always. Rounding Factor is None. To enter the actual, budget, and variance total columns for the Discount Analysis report, follow these steps: 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. 15.

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On the first line, in the Column No. field, type C10. In the Column Header field, type Actual. Ensure that the Column Type is set to Net Change. Ensure that the Ledger Entry Type is set to G/L Entries. Do not change the settings in the remaining fields. Click the next line. In the Column No. field, type C11. In the Column Header field, type Budget. Ensure that the Column Type is set to Net Change. In the Ledger Entry Type field, enter G/L Budget Entries. Click the next line. In the Column No. field, type C12. In the Column Header field, type Variance. In the Column Type field, enter Formula. Ensure that the Ledger Entry Type is set to G/L Entries. In the Formula field, type C10-C11.

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Chapter 1: Overview and Financial Reporting To enter the comparison columns, follow these steps: 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13.

Click the next line. In the Column No. field, type C13. In the Column Header field, type Actual Last Month. Ensure that the Column Type is set to Net Change. Ensure that the Ledger Entry Type is set to G/L Entries. In the Comparison Date Formula field, type -1M. Click the next line. In the Column No. field, type C14. In the Column Header field, type Change from Last Month. In the Column Type field, enter Formula. Ensure that the Ledger Entry Type is set to G/L Entries. In the Formula field, type C10-C13. Click OK to close the Column Layout page.

Set Up an Account Schedule Step 3: Combine Rows and Columns The final step in setting up the account schedule is to combine the row and column layouts: 1. Click OK on the Account Schedule page to go back to the Account Schedule Names page. 2. On the Discount Analysis account schedule line, in the Default Column Layout field, enter Basic. 3. Click OK to close the Account Schedule Names page. The Discount Analysis account schedule setup is complete. Next, review the account schedule in the Acc. Schedule Overview Matrix page.

Acc. Schedule Overview Features The Acc. Schedule Overview Matrix is used to view an account schedule without having to print it. The following table shows the fields in the Acc. Schedule Overview page, on the General FastTab. Field

Description

Account Schedule Name

To view a different row layout, select the required account schedule in this field.

Column Layout Name

To view a different column layout, select the required column layout in this field.

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Business Intelligence for Information Workers in Microsoft Dynamics® NAV 2009 The following table shows the fields in the Options FastTab. Field

Description

Show Error

Contains the selected option of which errors are displayed in the page in case of division by zero or period errors. The options are: • None: Errors are not displayed.

Show Amounts in Add. Reporting Currency

•

Division by Zero: If a formula in the account schedule results in division by zero, Microsoft Dynamics NAV displays *ERROR* in place of the amount.

•

Period Error: If there is a difference in the length of the periods, Microsoft Dynamics NAV displays Not Available in place of the amount.

•

Both: Microsoft Dynamics NAV checks for both division by zero and period errors.

If selected, report amounts are shown in the Additional Reporting Currency. Normally, the amounts are shown in the company's local currency (LCY).

The Matrix Options FastTab contains the fields shown in the following table. Field

Description

View by

Determines the time period displayed for each line. The options are Day, Week, Month, Quarter, Year, and Accounting Period. The date in the Start Date field on each line will always be the starting date for each period.

Column Set

Non-editable field that displays the column headings range.

Set Up an Account Schedule Step 4: Review the Account in the Acc. Schedule Overview To review the Discount Analysis account schedule for January 2010, follow these steps: 1. Open the Account Schedule Names page. 2. Click the Discount Analysis line, and then click Edit Account Schedule. 3. On the Action Pane, click Overview.

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Chapter 1: Overview and Financial Reporting 4. In the View by field, enter Month to view the entries by month. 5. On the Action Pane, click Show Matrix.

FIGURE 1.11 ACC. SCHEDULE OVERVIEW MATRIX FOR DISCOUNT ANALYSIS

The information displayed in this matrix can be changed by setting filters (business units, budgets, dates, and so on) or changing the rows or columns shown in the report. In the Acc. Schedule Overview Matrix page, when you click an amount field that is calculated based on a formula, the formula calculation used to calculate the amount displays. Follow these steps to view a formula: 1. Click the Actual column for row R1. The following message appears: Row formula: R11+R21. 2. Click OK to close the message page. In addition, if you click an amount field that is based on G/L Entries or G/L Budget entries, the Chart of Accounts (G/L) page opens. The Chart of Accounts (G/L) page summarizes information from the G/L Budget Entries and the G/L Entries into one page.

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Business Intelligence for Information Workers in Microsoft Dynamics® NAV 2009 Follow these steps to view the G/L summaries: 1. Click the Actual column for row R11. The Chart of Accounts (G/L) page opens, displaying the values used to calculate the amount in the selected field. 2. Close the Chart of Accounts (G/L) page. The Discount Analysis account schedule for January 2010 shows that: •

More discounts were granted to customers than were received from vendors.

•

There was a large decrease in the discounts granted from December 2009 to January 2010.

In summary, the account schedule has provided valuable information about how much money the company is spending or making on discounts, and how the net change fluctuates from month to month. There is no need to create or print the account schedule again to view the same report for a different period; simply change the date in the Date Filter or select a different time period in the View by field on the Acc. Schedule Overview page. Furthermore, you can create additional discount reports by combining another column layout with the Discount Analysis account schedule rows. You can also use the Basic Column Layout with other account schedule rows to make the same comparisons with other financial information, such as administrative expenses or sales income.

Demonstration: Print Account Schedule Reports The account schedule can be printed from the Acc. Schedule Overview, Acc. Schedule Overview Matrix, or under Reports on the General Ledger page. The report contains the same options and filters as the Acc. Schedule Overview page; however, the report is limited to printing the first five columns of the account schedule. The Acc. Schedule Overview Matrix page can show all columns. Scenario: Processing for January 2010 is complete and Phyllis, the accounting manager at CRONUS, needs to print the revenue account schedule. Phyllis uses the Default column layout and does not include budget or dimension filters, neither does she show errors or how the account schedule was set up. Prior to printing, she previews the report.

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Chapter 1: Overview and Financial Reporting To print the Revenue Account Schedule from Reports on the General Ledger page, follow these steps: 1. On the General Ledger page, under Financial Statement, click Account Schedule.

FIGURE 1.12 ACCOUNT SCHEDULE REPORT REQUEST FORM

2. In the Acc. Schedule Name field, enter Revenue. 3. Press TAB or ENTER. The cursor moves to the Column Layout Name field, where a column layout is automatically entered. 4. Enter Default to use the Standard Column Layout. 5. Click OK to close the Column Layout Names page. 6. In the Date Filter field, type 01/01/10..01/31/10. 7. Click Preview to review the Revenue Account Schedule. The Revenue Account Schedule report opens, and revenue description, net change, and balance at date information are displayed in print format. 8. Close the Print Preview page. To print from the Acc. Schedule Overview page, follow these steps: 1. Open the Account Schedule Names page. 2. Click the Revenue line, and on the Action Pane, click Edit Account Schedule. 3. On the Action Pane, click Print.

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Business Intelligence for Information Workers in Microsoft Dynamics® NAV 2009 When you print from this page, the default layout information is automatically copied to the Account Schedule report request form. 4. Close the Account Schedule report request form. To print from the Acc. Schedule Overview Matrix page, follow these steps: 1. On the Account Schedule page, click Overview. 2. Set filters and click Show Matrix. 3. On the Related Information menu, point to Reports and then click Print. When you print from this page, the layout, date filter, dimension filters, and budget filters are automatically copied to the Account Schedule report request form.

Procedure: Export Account Schedules to Excel Account Schedules can be exported to Excel from the Acc. Schedule Overview Matrix page. Exporting to Excel enables you to manipulate your data using Excel pivot tables, and share data with others working outside the Microsoft Dynamics NAV environment. To export an account schedule, follow these steps: 1. In the Acc. Schedule Overview page for the Revenue account schedule, enter Month in the View by field. 2. On the Action Pane, click Show Matrix. 3. On the Actions menu, point to Functions, and then click Export to Excel. 4. The Option field defaults to Create Workbook to create a new workbook. If you have an existing Excel spreadsheet, you can also click the drop-down arrow, select Update Workbook, and then enter the Excel Workbook File Name and Worksheet Name. 5. Click OK. 6. In the information dialog page, click the proper server access to Microsoft Office Excel Application option, and click OK. Microsoft Dynamics NAV opens Excel and exports the data and the filter information from the selected account schedule. The worksheet name is Revenue, the same as the account schedule name. NOTE: Amounts that were totals in the Acc. Schedule Overview Matrix page are not exported as formulas in Excel. The value of the total will simply be copied to a cell in the Excel worksheet. In addition, rounding factors are not applied in the amounts exported to Excel.

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Chapter 1: Overview and Financial Reporting Procedure: Filter Account Schedules Using Dimensions The entries used to calculate amounts in account schedules can also be filtered using dimensions. Dimension filtering can be applied by row; dimension filtering on a row applies to all amounts in all columns in that row. Column layouts can also be set up with dimension filters. Filters set on rows and filters set on columns can potentially interact. When an amount is to be printed in a particular cell in the account schedule, it must pass through both the row and the column filters. If you do not select an analysis view, the first two dimension totaling fields will always be the two global dimensions. If you assign an analysis view to the account schedule, the dimensions included in the analysis view determine the Dimension Totaling fields. To review an account schedule using dimensions with analysis views, follow these steps: 1. Open the Account Schedule Names page. 2. On the Campaign Analysis line, notice that the Analysis View Name field is set to CAMPAIGN. 3. In the Analysis View Name field, click the drop-down arrow. 4. With the Campaign Analysis (Retail) line selected, click Advanced. 5. Review the values in the Dimension 1 Code through Dimension 4 Code fields for Campaign Analysis. Note that the values are: o SALESCAMPAIGN o AREA o BUSINESSGROUP o SALESPERSON 6. Close the Analysis View List page. 7. With the Campaign Analysis line selected, click Edit Account Schedule. 8. On the menu bar, click the Customize button and then click Choose Columns. 9. Add the Salescampaign Code Totaling, Area Code Totaling, Businessgroup Code Totaling, and Salesperson Code Totaling columns. 10. Click OK to close the Customize Account Schedule page. Notice that the dimension totaling fields contain the dimensions specified in the analysis view. NOTE: You may have to close the Account Schedule page after using the Choose Columns function to make the changes appear.

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Business Intelligence for Information Workers in Microsoft Dynamics® NAV 2009 To review an account schedule that does not use dimensions with analysis views, follow these steps: 1. In the Account Schedule Names page, notice that the Capital Structure line does not have an analysis view assigned to it. 2. Select the Capital Structure line and click Edit Account Schedule. 3. Notice that the first two dimension totaling fields contain the department and project global dimensions. The remaining two dimension totaling fields are not used. 4. In the Project Code Totaling field on any line, click the drop-down arrow; the dimension values are listed. 5. Close the Dimension Value List page. 6. Click a field in either of the unused dimension totaling fields and then click the drop-down arrow; an empty Dimension Value List page appears. 7. Close the Dimension Value List page. NOTE: For more information about analysis views, refer to the "Financial Analysis" training in this courseware.

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Chapter 1: Overview and Financial Reporting

Lab 1.1 - Create a Detailed Account Schedule The purpose of this lab is to reinforce your understanding of the process required to create a detailed account schedule. Scenario You are required to create a small management analysis report that will be two pages in length. Give the account schedule a code of MGTRPT and its own column layout with a code of MANAGEMENT. The first page in the report must contain the following information: •

The report heading is Goods and Materials Profit Analysis, and is bolded and underlined.

•

The first section must show the Sales, the sales discounts, and a line showing the total sales reduced by the sales discounts. Use row numbers R10-R30 and provide a bolded heading of "Sales - Goods and Materials".

•

The second section must show the costs of goods and materials sold before purchase discounts, the purchase discounts, and a line showing the total cost of goods sold reduced by the purchase discounts. Use row numbers R40-R60 and provide a bolded heading of "Cost of Goods Sold - Goods and Materials."

•

The third section must show the Gross Loss / (Profit) on Goods and Materials, and the line must be bolded. Use row number R70.

•

Enter a blank line between the sections.

The second page must contain the following information: •

An analysis that breaks down the Gross Loss / (Profit) on Goods and Materials by Department, using row numbers R80-R110 and including the following departments: o o o

Administration Production Sales

•

The heading line must be bolded and underlined.

•

The final row—containing the Total Gross Profit/(Loss)—is bolded and uses row number R120.

The columns in the report must contain the following information: •

Column 1: the Net Change G/L entries from the current fiscal year. All entries are to be shown with the opposite sign.

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Business Intelligence for Information Workers in Microsoft Dynamics® NAV 2009 •

Column 2: the Net Change G/L entries from the previous fiscal year. All entries are to be shown with the opposite sign.

•

Column 3: a formula to calculate the difference between current and fiscal year results in percentage terms.

Review the row and column layouts in the Acc. Schedule Overview Matrix page and then preview the printed report. The final step is to export the results to a new workbook in Excel.

Challenge Yourself! 1. Create Account Schedule rows and Account Schedule columns as stated in the scenario. 2. Review the account schedule in the Acc. Schedule Overview Matrix page. 3. Export the results to Excel.

Need a Little Help? 1. Open the Account Schedule Names page and create the MGTRPT account schedule. 2. In the Account Schedule page, show any columns needed to create the rows. 3. Create the first page lines as specified in the scenario. 4. Create the second page lines as specified in the scenario. 5. Open the Column Layout Names page and create the MANAGEMENT column layout. 6. Create the column layout as specified in the scenario. 7. Assign the column layout to the account schedule. 8. Open the Acc. Schedule Overview Matrix page. 9. Export the account schedule to Excel.

Step by Step To create the account schedule name and first page, follow these steps: 1. In the navigation pane, click the Departments button. 2. Click Financial Management and then click General Ledger. 3. On the General Ledger page, under Analysis & Reporting, click Account Schedules. 4. Click New. 5. In the Name field, type MGTRPT. 6. In the Description field, type Management Analysis Report.

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Chapter 1: Overview and Financial Reporting 7. With the Management Analysis Report account schedule selected, click Edit Account Schedule. 8. On the menu bar, click the Customize button and then click Choose Columns. 9. Add the Department Code Totaling, Bold, and Underline columns. 10. Click OK to close the Choose Columns page. 11. Enter the first page lines as shown in the following table. Row No.

Description

Totaling Type

Totaling

Bold

Underline

Goods and Materials Profit Analysis

Yes

Yes

Sales - Goods and Materials

Yes

R10

Sales

Total Accounts

6195|6295

R20

Sales Discounts

Posting Accounts

6910

R30

Net Sales

Formula

R10+R20

Cost of Goods Sold Goods and Materials

Yes

R40

COGS before Purchase Discounts

Formula

R60-R50

R50

Purchase Discounts

Posting Accounts

7140|7240

R60

Net COGS

Total Accounts

7195|7295

R70

Gross Profit/(Loss) on Goods and Materials

Formula

R30+R60

Yes

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Business Intelligence for Information Workers in Microsoft Dynamics® NAV 2009 To insert a new page, follow these steps: 1. Click the next line. 2. Click the New Page check box. Enter the second page as shown in the following table. Row No.

Description

Totaling Type

Totaling

Department Code Totaling

Gross Profit/(Loss) by Department R80

Administration Department

Posting Accounts

6110..6290|6910| 7110..7193|7210..7293

ADM

R90

Production Department

Posting Accounts

6110..6290|6910| 7110..7193|7210..7293

PROD

R100

Sales Department

Posting Accounts

6110..6290|6910| 7110..7193|7210..7293

SALES

R110

Not Allocated to a Department

Formula

R70-R80-R90-R100

R120

Total Gross Profit/(Loss)

Formula

R80+R90+R100+R110

Bold

Underline

Yes

Yes

Yes

To create the column layout, follow these steps: 1. On the Actions menu, point to Functions, and then click Set up Column Layouts. 2. In the Name field, click the drop-down arrow. 3. Click New. 4. In the Name field, type Management. 5. In the Description field, type Management Report Column Layout.

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Chapter 1: Overview and Financial Reporting 6. With the Management Report Column Layout selected, click OK. 7. Press TAB or ENTER. 8. Enter the layout as indicated in the following table. Column No.

Column Header

Column Type

Ledger Entry Type

Formula

Show Opposite Sign

C1

Current Fiscal Year

Net Change

G/L Entries

Yes

C2

Prior Fiscal Year

Net Change

G/L Entries

Yes

C3

Variance %

Formula

G/L Entries

Comparison Date Formula

-1Y

100*(C1/ C2-1)

To assign the column header to the account schedule, follow these steps: 1. Click OK to close the Column Layout page. 2. Escape back to the Account Schedule Names page. 3. On the line for Management Analysis Report, in the Default Column Layout field, enter Management. 4. Press TAB or ENTER. To view the rows and column layouts for January 2010, follow these steps: 1. With the Management Analysis Report line selected, click Edit Account Schedule. 2. On the Action Pane, click Overview.

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Business Intelligence for Information Workers in Microsoft Dynamics® NAV 2009 3. On the Matrix Options FastTab, enter Month in the View by field. 4. On the Action Pane, click Show Matrix.

FIGURE 1.13 ACCOUNT SCHEDULE - MANAGEMENT ANALYSIS REPORT

To print preview the report from the Acc. Schedule Overview Matrix page, follow these steps: 1. On the Related Information menu, point to Reports and then click Print. 2. Click Preview. 3. Review and close the Print Preview page.

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Chapter 1: Overview and Financial Reporting To export the account schedule to Excel from the Acc. Schedule Overview Matrix page, follow these steps: 1. On the Actions menu, point to Functions and then click Export to Excel. 2. Ensure that the Option field is set to Create Workbook. 3. Click OK. 4. In the information dialog page, click the proper server access to Excel option and click OK. 5. Review and then close Excel.

Summary Microsoft Dynamics NAV contains a wealth of business data that is ready to be turned into business intelligence. Through Microsoft Dynamics NAV's internal reporting and analysis tools—such as the Chart of Accounts, Account Schedules, Business Analytics, and Excel—users can identify, organize, and share information necessary for making strategic business decisions.

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Test Your Knowledge Test your knowledge with the following questions. 1. Which of the following are the steps to create an Account Schedule? ( ) Create a Name, create Rows (lines), and select the Overview ( ) Create Rows (lines), create Columns, and select the Overview ( ) Create a Name, create Columns, and select the Overview ( ) Create a Name, create Rows (lines), and create Columns 2. When you are defining an Account Schedule, the Row Type field in the row definition and the Column Type field in the Column Layout must be compatible. Which of the following is an example of an incompatible selection? ( ) A Row Type of Net Change and a Column Type of Net Change ( ) A Row Type of Balance at Date and a Column Type of Beginning Balance ( ) A Row Type of Beginning Balance and a Column Type of Net Change ( ) A Row Type of Balance at Date and a Column Type of Balance at Date 3. Which of the following formatting options are available when you are creating rows for Account Schedules? (Select all that apply) ( ) Bold ( ) Italic ( ) Double Underline ( ) Underline 4. After you have created an Account Schedule, the results may be previewed in the Acc. Schedule Overview Matrix. Which of the following are benefits and functionality available from the Acc. Schedule Overview Matrix page? (Select all that apply) ( ) The ability to set filters by dimensions to preview results. ( ) The ability to drill down on the amount fields to review formulas or transactions used to calculate the balance. ( ) The ability to export the data to Microsoft Excel. ( ) The ability to quickly change the time selected to preview results for different periods.

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Chapter 1: Overview and Financial Reporting

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 Test Your Knowledge 1. Which of the following are the steps to create an Account Schedule? ( ) Create a Name, create Rows (lines), and select the Overview ( ) Create Rows (lines), create Columns, and select the Overview ( ) Create a Name, create Columns, and select the Overview (•) Create a Name, create Rows (lines), and create Columns 2. When you are defining an Account Schedule, the Row Type field in the row definition and the Column Type field in the Column Layout must be compatible. Which of the following is an example of an incompatible selection? ( ) A Row Type of Net Change and a Column Type of Net Change ( ) A Row Type of Balance at Date and a Column Type of Beginning Balance (•) A Row Type of Beginning Balance and a Column Type of Net Change ( ) A Row Type of Balance at Date and a Column Type of Balance at Date 3. Which of the following formatting options are available when you are creating rows for Account Schedules? (Select all that apply) (√) Bold (√) Italic ( ) Double Underline (√) Underline 4. After you have created an Account Schedule, the results may be previewed in the Acc. Schedule Overview Matrix. Which of the following are benefits and functionality available from the Acc. Schedule Overview Matrix page? (Select all that apply) (√) The ability to set filters by dimensions to preview results. (√) The ability to drill down on the amount fields to review formulas or transactions used to calculate the balance. (√) The ability to export the data to Microsoft Excel. (√) The ability to quickly change the time selected to preview results for different periods.

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Chapter 2: XBRL

CHAPTER 2: XBRL Objectives The objectives are: •

Explain the terminology associated with XBRL

•

Explain the process of importing and updating taxonomies

•

Explain the process of attaching, updating, and applying linkbases to taxonomies

•

Describe pages related to XBRL lines and explain the process of entering XBRL line definitions

•

Demonstrate the process of exporting the XBRL lines

Introduction eXtensible Business Reporting Language, or XBRL, is an XML-based language for tagging financial data, enabling businesses to efficiently and accurately process and share their data. The XBRL initiative enables global financial reporting by numerous ERP software companies and international accounting organizations. The goal of the initiative is to provide a standard for the uniform reporting of financial information for banks, investors, and government authorities. Such business reporting can include: •

Financial statements

•

Financial information

•

Non-financial information

•

Regulatory filings, such as annual and quarterly financial statements

Microsoft Dynamics® NAV enables companies to implement data in XBRL and take advantage of the flexibility and automation it provides for both collecting and sharing data. In addition, companies need to know how to: •

Import an XBRL taxonomy.

•

Attach a linkbase, which applies rules for reading the XBRL.

•

Enter line definitions, which identify the types of data, such as general ledger, comments, or descriptions.

•

Export the XBRL lines.

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XBRL Terminology The following definitions cover the basic concepts of XBRL: •

An XBRL Instance document is a business report, such as a financial statement, prepared to the XBRL specification. The meaning of the values in the instance document is explained by the taxonomy.

•

The XBRL Schema are the core low-level components of XBRL. The schema are the physical XML Schema Definition (XSD) and Document Type Definition (DTD) files that express how instance documents and taxonomies are to be built.

•

The XBRL Specification explains what XBRL is and how to build XBRL instance documents and XBRL taxonomies. The XBRL Specification explains XBRL in technical terms and is intended for a technical audience.

•

An XBRL Taxonomy is a vocabulary or dictionary created by a group or organization that is compliant with the XBRL Specification to exchange business information.

For more information about XBRL, refer to the website at www.xbrl.org (http://www.xbrl.org/) .

XBRL Specifications and Taxonomies The XBRL organization released Specification 2.1 - Final in April 2008. Microsoft Dynamics NAV conforms to Specification 2.1, though it still works with taxonomies that were prepared according to Specifications 2.0 and 1.0. In this lesson, a new taxonomy is imported into Microsoft Dynamics NAV and then reviewed. In addition, this lesson includes information on updating existing taxonomies. NOTE: The CRONUS International Ltd. demonstration database contains the IAS XBRL Spec. 2 taxonomy.

Demonstration: Import a Taxonomy Scenario: A new IAS taxonomy must be imported into Microsoft Dynamics NAV. This taxonomy includes four linkbases that are automatically attached to the schema, and the linkbases are applied during the import process. After Phyllis, the accounting manager at CRONUS International Ltd., completes the import, she reviews the imported lines.

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Chapter 2: XBRL IMPORTANT: The XBRL IAS Taxonomy.zip file needed to complete this lesson is located on the desktop of the training image in the Business Intelligence folder within the Training Documents folder. Unzip the file to the same folder. To import the IAS taxonomy, follow these steps: 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. 15. 16.

In the navigation pane, click the Departments button. Click Financial Management and then click General Ledger. Under Analysis & Reporting, click XBRL Taxonomies. Click New to create a new taxonomy. In the Name field, type IAS New. In the Description field, type IAS New, Spec. 2. On the Related Information menu, point to Taxonomy and then click Schemas. In the Description field, type IAS New, Spec. 2. If necessary, expand the page to access the Related Information menu. On the Related Information menu, point to Schema and then click Import. Browse to the folder where the XBRL IAS Taxonomy file was extracted. Click the ias-ci-edap-2002-11-15.xsd file and then click Open. In the Import dialog box with the labels file selected, click Open. In the Import dialog box with the references file selected, click Open. In the Import dialog box with the presentation file selected, click Open. In the Import dialog box with the calculation file selected, click Open.

The import may take several minutes. During this process, the schema is imported and the relevant linkbases are attached. Linkbases must be attached before using the taxonomy.

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Business Intelligence for Information Workers in Microsoft Dynamics® NAV 2009 To verify that the taxonomy was imported and that the linkbases are applied, follow these steps: 1. On the XBRL Schemas page, click the Related Information menu, point to Schema, and then click Linkbases. 2. Notice that four linkbases have been imported: Label, Reference, Presentation, and Calculation.

FIGURE 2.1 XBRL LINKBASES

3. Close the XBRL Linkbases and XBRL Schemas pages. 4. On the XBRL Taxonomies page, with the line for IAS NEW selected, click the Related Information menu, point to Taxonomy, and then click Lines. The XBRL Taxonomy Lines page opens. 5. Expand the Explanatory Disclosures and Accounting Policies line by clicking the plus sign (+). 6. Expand the Explanatory Disclosures line. 7. Expand the Assets Disclosures line. 8. Locate and expand the Trade and Other Receivables Disclosures line. 9. Expand the Trade and Other Receivables, Current line. 10. Expand the Trade Receivables, Net, Current line. The labels, source types, and information from the linkbases have been successfully imported. These terms are described in the "XBRL Taxonomy Lines Overview" lesson.

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Chapter 2: XBRL Procedure: Update a Taxonomy Occasionally, a taxonomy will change and must be updated. Microsoft Dynamics NAV allows users to update only the changed lines, so not all the definitions must be entered every time. To update a taxonomy, follow these steps: 1. On the General Ledger page, click XBRL Taxonomies. 2. Select the taxonomy that requires the update. 3. On the Related Information menu, point to Taxonomy and then click Schemas. 4. If necessary, select the relevant record in the XBRL Schemas page. 5. On the Related Information menu, point to Schema and then click Import. 6. In the Import dialog box, select the file name of the updated taxonomy schema file. 7. Click Open. 8. Click Yes to replace the existing schema. 9. Import the linkbases as described in the "Import a Taxonomy" lesson. The taxonomy is updated.

Work with Linkbases Linkbases are the XML files containing information that allows a taxonomy to be presented in a readable, usable format. As the demonstration of importing a taxonomy noted, Microsoft Dynamics NAV uses four types of linkbases: •

Label: Manages the text associated with taxonomy elements in various languages.

•

Presentation: Puts the labels into usable order.

•

Calculation: Assigns the calculation relations between the presented labels.

•

Reference: Shows the information provided by the taxonomy provider.

Linkbases must be attached to a taxonomy to make the information appear correctly. Typically, linkbases are attached automatically when a taxonomy is imported. There may be times when additional linkbases need to be imported. NOTE: Specification 1 taxonomies do not require the attachment of linkbases. Microsoft Dynamics NAV uses a Specification 2 taxonomy.

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Business Intelligence for Information Workers in Microsoft Dynamics® NAV 2009 Procedure: Attach a Linkbase If a linkbase did not get attached during the taxonomy import, or a new linkbase is received—such as, a label linkbase in another language—a new XBRL linkbase can be created and applied to the taxonomy. To attach a linkbase to a taxonomy, follow these steps: 1. On the General Ledger page, click XBRL Taxonomies. 2. Select the taxonomy to attach linkbases. 3. On the Related Information menu, point to Taxonomy and then click Schemas. 4. On the Related Information menu, point to Schema and then click Linkbases. 5. Click New to add a new line. 6. In the Type field, enter the relevant linkbase type. 7. In the Description field, type a short description of the linkbase to be imported. 8. On the Related Information menu, point to Linkbase and then click Import. 9. In the Import dialog box, select the relevant linkbase file. 10. Click Open. 11. Click Yes to apply the linkbase to the taxonomy or No to apply the linkbase to the taxonomy at a later time. After the file is imported—regardless of whether the file was applied—the XML File Imported check box contains a check mark. NOTE: While linkbase files typically contain the words label, presentation, calculation, or reference, this may not always be the case. Refer to the documentation that accompanies the taxonomy to review the file names. Linkbase files will normally end in .xml.

Procedure: Update a Linkbase When a taxonomy changes, the current taxonomy must be updated accordingly. The reason for the update can be an altered linkbase or a new linkbase. After updating the taxonomy, you only need to map the lines for the changed or new lines. To update a linkbase that has changed, follow these steps: 1. On the General Ledger page, click XBRL Taxonomies. 2. Select the taxonomy with a linkbase that requires an update. 3. On the Related Information menu, point to Taxonomy and then click Schemas.

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Chapter 2: XBRL 4. On the Related Information menu, point to Schema and then click Linkbases. 5. Select the relevant record in the XBRL Linkbase page. 6. On the Related Information menu, point to Linkbase and then click Import. 7. In the Import dialog box, select the file name of the updated taxonomy linkbase file. 8. Click Open. 9. Click Yes to replace the existing linkbase. 10. Click Yes to apply the linkbase to the taxonomy or No to apply the linkbase to the taxonomy at a later time. The linkbase is updated.

Procedure: Apply a Linkbase Applying a linkbase can be time consuming, so instead of applying the linkbases individually right after the import, wait until all linkbases have been imported and then apply them at the same time. To apply an individual linkbase, follow these steps: 1. On the General Ledger page, click XBRL Taxonomies. 2. Select the relevant taxonomy. 3. On the Related Information menu, point to Taxonomy and then click Schemas. 4. On the Related Information menu, point to Schema and then click Linkbases. 5. Select the linkbase to apply to the taxonomy. 6. On the Actions menu, point to Functions and then click Apply to Taxonomy. 7. Click Yes to apply the linkbase to the selected taxonomy. 8. To apply all linkbases to a taxonomy, follow the above steps, but in step 5, select all linkbases.

Enter XBRL Line Definitions After importing or updating a schema, the lines must be supplied with the information that corresponds to the line types, such as comments or descriptions, G/L accounts, or constants. In addition, irrelevant lines can be marked as Not Applicable and will not be exported with the XBRL instance document.

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Business Intelligence for Information Workers in Microsoft Dynamics® NAV 2009 NOTE: The mapping to the Chart of Accounts is the same for both Specification 1 and Specification 2 taxonomies. The difference is that Specification 1 taxonomies do not require the import of linkbases to enable you to view the XBRL Taxonomy Lines page.

XBRL Taxonomy Lines Overview The XBRL Taxonomy Lines page: •

Is similar in structure to a chart of accounts.

•

Contains the labels, source types, and information imported from the linkbases.

FIGURE 2.2 XBRL TAXONOMY LINES

The XBRL Taxonomy Lines page is opened by selecting a taxonomy in the XBRL Taxonomies page, clicking the Related Information menu, pointing to Taxonomy, and then clicking Lines. The General FastTab on the XBRL Taxonomy Lines page includes the fields shown in the following table.

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Field

Description

Taxonomy Name

Identifies the current taxonomy.

Label Language

Indicates the taxonomy's language. Used for taxonomies that have various language versions. Other languages are active only if label linkbases have been imported in other languages for a particular taxonomy.

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Chapter 2: XBRL The fields in the bottom of the XBRL Taxonomy Lines page are described in the following table. Hidden fields can be displayed using the Choose Columns function. Field

Description

Source Type

This information is provided in the Calculations linkbase, but can be changed if necessary. The options are: • Not Applicable: Prevents a line from being exported to the XML document. •

Rollup: Indicates that the line is a rollup of other lines. Enter the XBRL lines that will be rolled up into this line by clicking the Related Information menu, pointing to XBRL Line, and then clicking Rollups.

•

Constant: If selected, a fixed amount must be entered in the Constant Amount field. This option can be used to express a number of shares, for example.

•

General Ledger: Indicates that the information on the line comes from the General Ledger. After mapping to the appropriate accounts in the chart of accounts, a check mark is placed in the G/L Map Lines check box.

•

Notes: Indicates that there are notes that will be exported along with the instance document. There will be a check mark in the Notes check box if there is a note.

•

Description: Used to export a short description for the line.

•

Tuple : Represents a number of related lines. The related lines are listed below this line and are indented.

Constant Amount

Indicates fixed amount information, such as number of employees. Used with the Source Type of Constant.

Information

If selected, a message was imported with the taxonomy. This may be any information that the taxonomy provider chooses. To view the information, click the Related Information menu, point to XBRL Line, and then click Information.

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Field

Description

Reference

If selected, the Comment table contains a reference to official material relevant to the line. The reference was imported from the reference linkbase when the taxonomy was imported. To view the reference, click the Related Information menu, point to XBRL Line, and then click Reference.

Notes

If selected, a note has been entered for the line that needs to be exported with the financial information. To add a note, click the Related Information menu, point to XBRL Line, and then click Notes.

G/L Map Lines

If selected, this line has been mapped to the chart of accounts.

Rollup

If selected, this line has records in the Rollup Line table. This data was imported when the taxonomy was imported. The contents of this field cannot be changed or deleted.

Description

Enter a description on this line and select Source Type Description for the text to export with the financial information.

Name

The XBRL Line table contains all the definitions that exist within a given taxonomy. From this table, assign what information is to be exported in XML format and how it will be exported. The export file that is created is called an Instance Document.

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Chapter 2: XBRL XBRL G/L Map Lines Overview The XBRL G/L Map Lines page is used to select which general ledger accounts that Microsoft Dynamics NAV must use to calculate the amount that will be exported for each relevant line.

FIGURE 2.3 XBRL G/L MAP LINES

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Business Intelligence for Information Workers in Microsoft Dynamics® NAV 2009 Open this page from the XBRL Taxonomy Lines page by clicking the Related Information menu, pointing to XBRL Line, and then clicking G/L Map Lines. The XBRL G/L Map Lines page contains the fields in the following table. Field

Description

G/L Account Filter

Indicates the G/L account(s) that will be used to generate the exported data contained in the Instance Document. Only Posting accounts are used. Individual or multiple accounts can be entered.

Business Unit and Global Dimensions Filters

Defines business units or dimensions to be used to generate the exported data contained in the Instance Document.

Timeframe Type

Determines, along with the starting date, period length, and number of periods, what date range will be applied to the general ledger data exported for this line. The options are: • Net Change: Used if the total amount changes from the beginning of the period through the period ending date.

Amount Type

Normal Balance

•

Beginning Balance: Used if the calculated amount is based on the balance from the start of the period to the period ending date.

•

Ending Balance: Used if the calculated amount is based on the balance as of the period ending date.

Determine which general ledger entries are included in the total calculated for export to the Instance Document. The options are: • Net Amount: Used to include both credit and debit entries in the amount. •

Debits Only: Used to include only debit entries in the amount.

•

Credits Only: Used to include only credit entries in the amount.

Determines how the balance is handled during calculation, allowing balances consistent with the Normal Balance type to be exported as positive values. The options are: • Debit (positive) •

Credit (negative)

For example, if the Instance Document needs to contain positive numbers, all G/L Accounts with a normal credit balance will need to have Credit (negative) selected for this field.

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Chapter 2: XBRL Demonstration: Map the Taxonomy to the Chart of Accounts Scenario: Now that the IAS taxonomy has been imported, the sum of the ending balances of both Domestic and Foreign Customer Accounts are mapped in the general ledger to the XBRL line labeled Trade Receivables, Gross, and Current. After mapping the taxonomy, Phyllis runs the XBRL Mapping of G/L Accounts report to validate XBRL setup. To map XBRL lines to G/L accounts, follow these steps: 1. On the General Ledger page, click XBRL Taxonomies and then click the IAS NEW taxonomy. 2. On the Related Information menu, point to Taxonomy and then click Lines. 3. Expand the Explanatory Disclosures and Accounting Policies line by clicking the plus sign (+). 4. Expand the Explanatory Disclosures line. 5. Expand the Assets Disclosures line. 6. Locate and expand the Trade and Other Receivables Disclosures line. 7. Expand the Trade and Other Receivables, Current line. 8. Expand the Trade Receivables, Net, Current line. 9. Click the Trade Receivables, Gross, Current line. 10. On the Related Information menu, point to XBRL Line, and then click G/L Map Lines; the XBRL G/L Map Lines page opens. 11. In the G/L Account Filter field, type 2310..2320 to include the Domestic and Foreign Customer accounts. 12. In the Timeframe Type field, enter Ending Balance. 13. Ensure that the Amount Type field is set to Net Amount. 14. Ensure that the Normal Balance field is set to Debit (positive). 15. Click OK to close the XBRL G/L Map Lines page. The G/L Map Lines field on the Trade Receivables, Gross, and Current line is set to Yes, indicating that the taxonomy line has been mapped to the G/L. Note that you may have to refresh the page to view this change. To run the XBRL Mapping to G/L Accounts report to verify the mapping on the IAS NEW taxonomy, follow these steps: 1. On the General Ledger page, under Miscellaneous, click XBRL Mapping of G/L Accounts. 2. Click the Enter a value field for the Name filter, enter IAS NEW. 3. Click Preview to review and verify the mapped account information. The report opens with XBRL mapping displayed. 4. Close the Print Preview page.

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Business Intelligence for Information Workers in Microsoft Dynamics® NAV 2009 Procedure: Copy XBRL Line Setup Users can copy line setup from one taxonomy to another. For example, a bank may base its taxonomy on the IAS Specification 2 taxonomy, which is already mapped to the G/L, so to save time, the setup is copied rather than re-mapped. To copy the line setup from one taxonomy to another, follow these steps: 1. On the General Ledger page, click XBRL Taxonomies. 2. Click the taxonomy to copy the setup to. 3. On the Related Information menu, point to Taxonomy and then click Lines. 4. On the Actions menu, point to Functions and then click Copy XBRL Setup. The XBRL Copy Setup page opens with the To Taxonomy Name field automatically populated with the current taxonomy. 5. In the From Taxonomy Name field, enter the taxonomy to copy setup from. 6. Click OK to copy the setup information. NOTE: It is strongly recommended to copy only within a specification, for example, from one Specification 2 taxonomy to another, and not across specifications.

Export the XBRL Lines The purpose of defining the XBRL lines is to create and export an XBRL instance document. This document provides the required financial reporting information in an XML file format. Preview this information in a report before exporting to the requestor.

Demonstration: Preview and Export the XBRL Lines Scenario: Now that Phyllis has mapped the IAS NEW taxonomy, she must preview and export the Instance Document. To preview and export the instance document, follow these steps: 1. On the General Ledger page, under XBRL Reporting, click XBRL Spec. 2 Instance Document. 2. In the XBRL Taxonomy Name field, enter IAS NEW. 3. In the Label Language field, enter en. 4. Select the Create File check box to create a report. 5. In the Starting Date field, enter 01/01/10. 6. In the No. of Periods field, type 2. 7. In the Period Length field, type 1Y. 8. Ensure that the Closing Entries is set to Include.

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Chapter 2: XBRL 9. Select the Document Complete check box. 10. On the XBRL Taxonomy Line FastTab, filter on business units and global dimensions, as needed. 11. Click Preview to preview the report. 12. Save the XML Document to the desktop. The saved XML file can be sent to the reporting authorities. 13. Click OK to the message that the file was created. The XBRL Document report is created, displaying lines from the designated time period and reflecting the filters you set. 14. Review the report and then close the Print Preview page.

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Lab 2.1 - Stock Exchange Reporting with XBRL The purpose of this lab is to reinforce your understanding of the process required to create stock exchange reporting with XBRL Scenario The Stock Exchange has requested that CRONUS provide information about its assets and liabilities for 2009 using the IAS - XBRL Spec. 2 taxonomy. To provide this information, map to the following Asset and Liability accounts in your G/L: Taxonomy Label

CRONUS G/L Accounts

Timeframe Type

Amount Type

Normal Balance

Property, Plant and Equipment

1003..1999

Ending Balance

Net Amount

Debit (positive)

Inventories

2110..2180

Ending Balance

Net Amount

Debit (positive)

Trade and Other Receivables (Current)

2310..2340

Ending Balance

Net Amount

Debit (positive)

Cash and Cash Equivalents

2910..2940

Ending Balance

Net Amount

Debit (positive)

Issued Capital and Reserves

3110..3120

Ending Balance

Net Amount

Credit (negative)

Interest Bearing Borrowings (Non Current)

5110..5120

Ending Balance

Net Amount

Credit (negative)

Trade and Other Payables (Current)

5410..5425

Ending Balance

Net Amount

Credit (negative)

Assets

Liabilities

After mapping the accounts, preview a report to send to the Stock Exchange based on the following criteria:

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Chapter 2: XBRL •

Only mapped assets and liabilities starting in January 2009

•

Two periods for one year

•

Include Closing Entries and do not show zero lines

Challenge Yourself! 1. Map to the accounts as specified in the scenario. 2. Create the report as specified in the scenario.

Need a Little Help? 1. Open the XBRL Taxonomy Lines page for the IAS - XBRL Spec. 2 taxonomy. 2. Expand the Primary Financial Statement line and then expand all lines in the Balance Sheet. 3. Map to the balance sheet lines as specified in the scenario. 4. Open the XBRL Spec. 2 Instance Document report. 5. Filter the report as specified in the scenario. 6. Preview the report.

Step by Step 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13.

In the navigation pane, click the Departments button. Click Financial Management, and then click General Ledger. Under Analysis & Reporting, click XBRL Taxonomies. Select the IAS - XBRL Spec. 2 taxonomy. On the Related Information menu, point to Taxonomy and then click Lines. Expand the Primary Financial Statements line. Right-click the Balance Sheet line and select Expand All. Under Non Current Assets, click the Property, Plant, and Equipment line. On the Related Information menu, point to XBRL Line and then click G/L Map Lines. In the G/L Account Filter field, type 1003..1999 to include all the Fixed Assets accounts. In the Timeframe Type field, enter Ending Balance. Click OK to close the XBRL G/L Map Lines page. Under Current Assets, click the Inventories line.

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Business Intelligence for Information Workers in Microsoft Dynamics® NAV 2009 14. On the Related Information menu, point to XBRL Line and then click G/L Map Lines. 15. In the G/L Account Filter field, type 2110..2180 to include all the inventory accounts. 16. In the Timeframe Type field, enter Ending Balance. 17. Click OK to close the XBRL G/L Map Lines page. 18. Click the Trade and Other Receivables (Current) line. 19. On the Related Information menu, point to XBRL Line and then click G/L Map Lines. 20. In the G/L Account Filter field, type 2310..2340 to include all the receivables accounts. 21. In the Timeframe Type field, enter Ending Balance. 22. Click OK to close the XBRL G/L Map Lines page. 23. Click the Cash and Cash Equivalents line. 24. On the Related Information menu, point to XBRL Line and click G/L Map Lines. 25. In the G/L Account Filter field, type 2910..2940 to include all the cash accounts. 26. In the Timeframe Type field, enter Ending Balance. 27. Click OK to close the XBRL G/L Map Lines page. 28. Under Equity, click the Issued Capital and Reserves line. 29. On the Related Information menu, point to XBRL Line and click G/L Map Lines. 30. In the G/L Account Filter field, type 3110..3120 to include the equity accounts. 31. In the Timeframe Type field, enter Ending Balance. 32. In the Normal Balance field, enter Credit (negative). 33. Click OK to close the XBRL G/L Map Lines page. 34. Under Non Current Liabilities, click the Interest Bearing Borrowings (Non Current) line. 35. On the Related Information menu, point to XBRL Line and click G/L Map Lines. 36. In the G/L Account Filter field, type 5110..5120 to include all the long-term liability accounts. 37. In the Timeframe Type field, enter Ending Balance. 38. In the Normal Balance field, enter Credit (negative). 39. Click OK to close the XBRL G/L Map Lines page. 40. Under Current Liabilities, click the Trade and Other Payables (Current) line. 41. On the Related Information menu, point to XBRL Line and click G/L Map Lines. 42. In the G/L Account Filter field, type 5410..5425 to include all the payables accounts.

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Chapter 2: XBRL 43. 44. 45. 46. 47. 48. 49. 50. 51. 52. 53. 54. 55. 56. 57. 58. 59.

In the Timeframe Type field, enter Ending Balance. In the Normal Balance field, enter Credit (negative). Click OK to close the XBRL G/L Map Lines page. Click OK to close the XBRL Taxonomy Lines page. Click OK to close XBRL Taxonomies page. On the General Ledger page, under XBRL Reporting, click XBRL Spec. 2 Instance Document. In the XBRL Taxonomy Name field, enter IAS. In the Label Language field, enter en. In the Starting Date field, enter 01/01/09. In the No. of Periods field, type 2. In the Period Length field, type 1Y. Select the Document Complete check box. Expand the XBRL Taxonomy Line FastTab, and under Show results, click Add Filter. In the Where field, click the drop-down arrow and then select G/L Map Lines. In the Select a value field, click the drop-down arrow and then select Yes. Click Preview to preview the report. Review the report and then close the Print Preview page.

Summary A company's ability to implement data in XBRL enables it to share financial data in an internationally recognized, computer-readable format with a number of agencies, from tax and government regulators, to banks, and other accounting agencies. XBRL can reduce human error, because it enables businesses to automate reporting and data exchange that previously had to be generated manually.

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Test Your Knowledge Test your knowledge with the following questions. 1. XBRL is an acronym for which of the following? ( ) eXtensible Business Reporting Language ( ) Excel Business Reporting Language ( ) XML Business Reporting Language ( ) eXtended Business Reporting Language 2. Which of the following are the four types of linkbases? ( ) Label, Presentation, XML, Calculation ( ) Presentation, Reference, Calculation, XML ( ) Label, Reference, Presentation, XML ( ) Label, Reference, Presentation, Calculation 3. Microsoft Dynamics NAV conforms to XBRL Specification 2.1; in addition it works with taxonomies that were prepared according to which of the following? (Select all that apply) ( ) Specification 2.0 ( ) Specification 1.0 ( ) Specification 1.5 ( ) Specification 1.X

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Chapter 2: XBRL

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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Business Intelligence for Information Workers in Microsoft Dynamics® NAV 2009

Solutions Test Your Knowledge 1. XBRL is an acronym for which of the following? (•) eXtensible Business Reporting Language ( ) Excel Business Reporting Language ( ) XML Business Reporting Language ( ) eXtended Business Reporting Language 2. Which of the following are the four types of linkbases? ( ) Label, Presentation, XML, Calculation ( ) Presentation, Reference, Calculation, XML ( ) Label, Reference, Presentation, XML (•) Label, Reference, Presentation, Calculation 3. Microsoft Dynamics NAV conforms to XBRL Specification 2.1; in addition it works with taxonomies that were prepared according to which of the following? (Select all that apply) (√) Specification 2.0 (√) Specification 1.0 ( ) Specification 1.5 ( ) Specification 1.X

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Chapter 3: Financial Analysis

CHAPTER 3: FINANCIAL ANALYSIS Objectives The objectives are: •

Describe types of dimensions and dimension entry in journals and documents

•

Explain and demonstrate how to view posted dimension information

•

Describe the pages related to analyzing financial information and explain the analysis views setup

•

Explain how to generate and print dimension analysis reports

Introduction In financial analysis, a dimension is data that you can add to an entry as a type of marker. Microsoft Dynamics® NAV can then use this data to group entries with similar characteristics such as customers, regions, products, and salesperson— and retrieve these groups for analysis. Dimensions can be used on entries in journals, documents, and budgets. The term dimension describes how analysis occurs. A two-dimensional analysis, for example, is sales for each area. However, by using more than two dimensions when creating an entry, you can carry out a more complex analysis, such as sales for every sales campaign, for every customer group, for each area. Analyzing data by dimensions helps you gain greater insight into your business so you can evaluate such things as how well your business is operating, where it is thriving and where it is not, where more resources need to be allocated, or steps to take in areas that need help. Microsoft Dynamics NAV enables you to organize and analyze your data by dimensions.

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Enter Dimensions in Journals and Documents You can set up as many dimensions as your company needs in Microsoft Dynamics NAV. If the need for a dimension changes, it can be revised, or a new dimension can be created in its place. There are several types of dimensions, including Global, Shortcut, Budget, and default. Once the necessary dimensions have been established, users can apply dimension types to them as appropriate, but it is not required that every dimension have a type.

Global Dimensions When users set dimensions as global, the dimensions can be applied throughout the entire application. Microsoft Dynamics NAV allows for two global dimensions, and they are typically a company's most used and important dimensions. Users can change the dimensions that are defined as global dimensions in a batch job that updates all records, but this process can take some time. Department and Project are the two global dimensions set for the CRONUS International Ltd. demonstration company.

Shortcut Dimensions Shortcut dimensions are dimensions that are presented as fields on journal and document lines to simplify data entry. Information for dimensions not selected as shortcut dimensions can also be entered using the Dimensions menu item on menus in journals and documents. The following table describes where shortcut dimensions are used. Dimensions menu item on

Line menu item from Related Information or Actions menu

Journal

To enter dimensions for the selected journal line.

Sales and Purchase Documents

To enter dimensions for the selected document line.

Related Information menu, Document menu item (for example, on an Order, the Order menu item)

To enter dimensions for the entire document.

Individual users can set up a general journal, sales, or purchase document for their own specific needs. To do this, they can use the Choose Columns function and select up to eight shortcut dimensions used frequently in that particular document to be shown on the document line.

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Chapter 3: Financial Analysis The program defines the first two shortcut dimensions as the global dimensions. Users can specify a total of eight shortcut dimensions. The program defines the first two shortcut dimensions as the global dimensions. Users can select the remaining six shortcut dimensions from among the dimensions their company has set up. These six shortcut dimensions can also be changed regularly to suit company needs. A separate Dimensions page must be used to enter dimension information for dimensions not selected as shortcuts.

Budget Dimensions Users can define four dimensions for each budget they create. These budgetspecific dimensions are called budget dimensions. Users select the budget dimensions for each budget from the previously set up dimensions. Budget dimensions can be used to set filters on a budget and to add dimension information to budget entries.

Default Dimensions Users can minimize the data entry involved in recording dimension information by assigning default dimensions to accounts, customers, vendors, items, and other objects in Microsoft Dynamics NAV. Once users have set up default dimensions for an account, those dimensions and related values will automatically be filled out whenever the account is used. These dimension values can be changed. Users can specify default dimensions in various ways: •

For an individual account on the relevant account card.

•

For a particular group of accounts within an account type by using the Default Dimension - Multiple menu item on an account list, such as the Vendor List.

•

For an entire account type, such as the customer account type, in the Account Type Default Dim. page. Account type default dimensions can be used, for example, to ensure that a company-defined dimension called Customer Group is always used for customer accounts.

Default dimensions can suggest conflicting dimension values. For example, if a user has set up different default dimensions for two accounts used on a journal line, different dimension values might be recommended, causing a conflict. Users can set default dimension priorities that will resolve these potential conflicts. In cases where conflicting default dimension values are of the same account type, the last entered account is favored.

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Business Intelligence for Information Workers in Microsoft Dynamics® NAV 2009 Dimensions in Unposted Documents and Journals All dimension information entered in journals and documents is stored in the following two tables until the journal or document is posted: •

Journal Line Dimension Table

•

Document Dimension Table

After posting, the dimension information is transferred to the relevant posted dimension information table.

View Posted Dimension Information Users can view all dimensions attached to posted entries for accounts, such as G/L and customer accounts. This means that users can access all the dimension information relating to a specific entry, improving traceability and inquiry response. When a journal or document containing global dimension information is posted, the dimension information is stored in two areas: •

Directly in ledger entries

•

A separate table

Shortcut dimensions are stored in a separate table, not in ledger entries.

Dimensions Recorded in Ledger Entries Global dimension information is stored in the Global Dimension 1 and Global Dimension 2 fields on ledger entries, including: •

G/L Entries

•

Customer Ledger Entries

•

Vendor Ledger Entries

Dynamic captioning updates the field caption to show the dimension name. Recording these dimensions on the ledger entries provides the ability to filter on global dimensions in all reports and forms based on the ledger entries.

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Chapter 3: Financial Analysis Dimensions Recorded in a Separate Table The posted global dimensions and other dimensions are also recorded in a separate table, depending on whether they relate to a posted document or ledger entry. The following guidelines apply: •

The Posted Document Dimension table contains dimension information for posted documents. The Table No., Document ID, and Line No. for the posted document are recorded with the dimension information, providing the ability to view the dimensions from the posted document.

•

The Ledger Entry Dimension table contains dimension information for posted ledger entries. The Table No. and Entry No. for the ledger entry are recorded with the dimension information, providing the ability to view the dimensions from the ledger entries or chart of accounts.

Storing posted dimensions in a separate table allows for an unlimited number of dimensions. If dimensions are only recorded on the entries, for each new dimension created, a new field must be added to every table that contains the entries. This cannot be done without having a license with solution developer permissions.

Demonstration: View Dimensions on Posted Entries Scenario: During January 2009 month-end processing, Phyllis, the accounting manager at CRONUS International, Ltd., notices a discrepancy in dimensions on the Sales, Retail EU account, number 6120. She reviews the posted G/L entries for this account. To review dimensions on posted entries for G/L account 6120, follow these steps: 1. 2. 3. 4.

In the navigation pane, click the Departments button. Click Financial Management and then click General Ledger. On the General Ledger page, click Chart of Accounts. In the filter pane, in the Type to filter field, type 6120 to filter on the Sales, Retail EU account. 5. On the Related Information menu, point to Account and then click Ledger Entries.

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Business Intelligence for Information Workers in Microsoft Dynamics® NAV 2009 6. With the ledger entry posted 1/1/09 selected, click the Related Information menu, point to Entry, and then click Dimensions. The Ledger Entry Dimensions page opens. The dimensions and dimension values attached to that specific ledger entry are as follows: Dimension Code

Dimension Value Code

AREA

30

BUSINESSGROUP

HOME

CUSTOMERGROUP

SMALL

DEPARTMENT

SALES

The same menu path (Related Information > Entry > Dimensions) also exists in other ledger entries, such as Customer Ledger Entries and Vendor Ledger Entries. 7. Close the Ledger Entry Dimensions page. To review dimensions directly on posted G/L entry lines for account 6120, follow these steps: 1. On the General Ledger Entries page for G/L account 6120, click the Customize button on the menu bar and click Choose Columns. 2. Add the Department Code and Project Code (the global dimensions in the demonstration company) columns. 3. Click OK to close the Customize General Ledger Entries page. Notice that the SALES Department global dimension information has also been recorded directly on the G/L entry.

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Chapter 3: Financial Analysis For an overview of all the related dimension information for all the entries for account 6120, follow these steps: 1. On the General Ledger Entries page, click the Related Information menu, point to Entry, and then click G/L Dimension Overview. 2. Click Show Matrix.

FIGURE 3.1 G/L ENTRIES DIM. OVERV. MATRIX

The G/L Entries Dim. Overv. Matrix page is a matrix of which dimensions have been used on all G/L entries for a particular account. Each dimension is displayed as a column, and each ledger entry is a row. The dimension value used on a particular ledger entry can be found in the field where the dimension column and ledger entry intersect.

Analyze Financial Information Using Dimensions Account Schedule analysis capabilities are primarily based on the G/L accounts and their structure in the Chart of Accounts. The analysis view is a means of viewing data from the general ledger for particular output needs based on criteria specified within a business. For an analysis view, G/L entries are grouped by criteria such as: •

G/L accounts

•

Period

•

Business units

•

Up to four dimensions

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Business Intelligence for Information Workers in Microsoft Dynamics® NAV 2009 In other words, if a G/L entry has been posted to a particular account with one of the four dimensions selected for an analysis view, this G/L entry information will be included in the analysis view as an analysis view entry. Users can include detailed dimension information in an analysis view using the Analysis View Filter.

FIGURE 3.2 ANALYSIS VIEW DATA STRUCTURE

Users can include G/L budget entries in an analysis view to compare actual figures with expectations. The analysis view can be continually updated with new G/L entries using the following methods: •

Clicking Update on a specific Analysis View Card.

•

Running the Update Analysis Views batch job.

•

Placing a check mark in the Update on Posting check box on the Analysis View Card. Note that automatically updating an Analysis View each time a G/L entry is posted might create a performance issue.

Budget entries included in an analysis view can only be updated using the first two methods.

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Chapter 3: Financial Analysis Use the analysis view in the Analysis by Dimensions page, where it is possible to: •

Filter amounts.

•

Manipulate the presentation of amounts.

•

Compare actual amounts with budgeted amounts.

Analysis View Card Overview The Analysis View Card contains the criteria for creating the Analysis View entries for the Analysis by Dimensions page.

FIGURE 3.3 ANALYSIS VIEW CARD IN EDIT MODE

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Business Intelligence for Information Workers in Microsoft Dynamics® NAV 2009 The General FastTab contains the fields shown in the following table.

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Field

Description

Code and Name

A unique identifier and description of the analysis view.

G/L Account Filter

The G/L accounts that are included in an analysis view. Setting filters also specifies that only entries posted to the filter accounts are included when an analysis view is updated.

Date Compression

By using date compression, the level of detail for an analysis view is determined. For example, to analyze financial information for an analysis view on a monthly basis, use the Month date compression to sum all entries in a given month and create one single entry for the entire month. Microsoft Dynamics NAV assigns the date of the first day in the period to the period as a whole. However, closing entries are given the date of the last posted entry in that period.

Starting Date

All G/L entries posted on or after the entered Starting Date will be compressed to the level selected in the Date Compression field and included in the analysis view. The Posting Date for the compressed entries will be the first date of the related period. For example, if compressing by Month with a Starting Date of 1/1/10, the compressed entries for each month will have a Posting Date of 1/1/10, 2/1/10, 3/1/10, and so on. All entries prior to the Starting Date are compressed into one entry for each G/L account, for each dimension combination. The Posting Date of these prior entries is the day before the Starting Date.

Last Date Updated

Displays the date on which the analysis view was last updated.

Last Entry No.

Contains the number of the last G/L entry posted prior to when you update the analysis view. If G/L entries have been posted since the analysis view was last updated, the analysis view will not include these entries.

Last Budget Entry No.

Contains the number of the last budget entry entered prior to when you update the analysis view. If additional budget entries have been entered since the analysis view was last updated, the analysis view will not be up-to-date.

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Chapter 3: Financial Analysis

Field

Description

Update on Posting

If selected, Microsoft Dynamics NAV automatically updates the analysis view every time an entry is posted.

Include Budgets

If selected, analysis view budget entries are included when updating an analysis view. Updating both analysis view entries and analysis view budget entries simultaneously ensures that upto-date information is used in the comparison of actual and budgeted figures.

Blocked

If selected, the analysis view cannot be updated. Neither the Update on Posting function nor the Update Analysis View batch job can be used to update an analysis view while it is blocked.

Code and Name

A unique identifier and description of the analysis view.

The Dimensions FastTab contains the four dimensions that can be used as filters in the Analysis by Dimensions page. These dimensions provide the ability for users to investigate and monitor relationships between entries and the dimension information attached to them. The amounts are automatically updated when the Dimension Value to filter with is entered. The dimensions entered on the Dimensions FastTab also determine the dimension combinations that must be considered when you are compressing the G/L entries into analysis view entries. G/L Entries with the same compression period and combination of dimension values for the dimensions on the Dimensions FastTab will be compressed into one entry.

Procedure: Create Analysis Views To create an analysis view, follow these steps: 1. In the navigation pane, click the Administration department. 2. Click Application Setup and then click Financial Management. 3. On the Financial Management page, click Dimensions and then click Analysis Views. 4. Click New to insert an analysis view. 5. In the Code field, type a unique identifier for the analysis view. 6. In the Name field, type a short description. 7. In the G/L Account Filter field, enter the accounts to be included in the analysis view.

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Business Intelligence for Information Workers in Microsoft Dynamics® NAV 2009 8. If compressing analysis view entries: a. In the Date Compression field, enter the period to use. b. In the Starting Date field, enter the date on or after which posted entries will be compressed. 9. Select the Include Budgets check box to update budget entries when the analysis view is updated. 10. Expand the Dimensions FastTab. 11. Enter the dimensions to be included in the analysis view. CAUTION: If an analysis view is deleted, Microsoft Dynamics NAV deletes all associated analysis view entries.

Procedure: Add Dimension Value Filters You can further filter the G/L entries used to make the Analysis View entries using dimension value filters. Setting a dimension value filter establishes that only entries with the dimension values set in the filter are to be included in an analysis view. For example, an analysis view is set up for the purposes of analyzing the sales activity of particular departments. The Analysis View Filter is then used to specify that only entries with the company-defined dimension called Department and with the specified dimension values can be included in that analysis view. To add dimension value filters, follow these steps: 1. On the Analysis View Card page, click the Related Information menu, point to Analysis, and then click Filter. 2. In the Dimension Code field, enter the dimension to filter. 3. In the Dimension Value Filter field, enter the dimension value to be included in the analysis view. 4. Repeat steps 2-3 for additional dimension value filters. 5. Click OK to close the Analysis View Filter page. 6. In the Action Pane, click Update. 7. Click Yes to update the Analysis View. 8. Click OK to close the Analysis View Card page. The Update function updates the amounts that are displayed when this filter is applied in the Analysis by Dimensions page.

Analysis by Dimensions Overview In the Analysis by Dimensions Matrix page, users can view and analyze amounts derived from analysis views that they have created. The available dimensions also include Period and G/L Account.

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Chapter 3: Financial Analysis Users can analyze entries from various perspectives by selecting dimensions on each axis in the matrix. Entries can also be filtered to create a highly specific picture of a company's activities. Access the Analysis by Dimensions page on the General Ledger page by clicking Analysis by Dimensions under Analysis & Reporting, selecting the relevant analysis view, and clicking Edit Analysis Update.

FIGURE 3.4 ANALYSIS BY DIMENSIONS

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Business Intelligence for Information Workers in Microsoft Dynamics® NAV 2009 The Analysis by Dimensions page contains the FastTabs—shown in the following table—that specify the information displayed on the Analysis by Dimensions Matrix page. FastTab

Description

General

Defines which dimensions will be used as the columns and the lines.

Filters

Specifies filters for the analysis, including Dates, G/L Accounts, Budgets, and dimension values for the dimensions set up on the Analysis View card. This will further filter the Analysis View entries that were created when the analysis was updated.

Options

Modifies how the amounts calculated by the Analysis View Entries are displayed.

Matrix Options

Specifies the time period displayed for each line, and indicates the column heading ranges.

For more information about the fields on these FastTabs, press F1 to access online help. NOTE: Information displayed using the View by option of Day must only be used if the analysis view entries have a Date Compression of None or Day. For example, if analysis view entries are compressed by Month for January 2010, when Day is used, it will appear as if all entries occurred on January 1, 2010. In the Analysis by Dimensions Matrix page, clicking in: •

Any field displays a list of the analysis view entries that comprise the amount in the field.

•

The Amount field for an individual analysis view entry shows the G/L entries that make up this analysis view entry.

To exchange the data shown by columns with the data shown by lines in the Analysis by Dimensions Matrix page: 1. Open the Analysis by Dimensions page. 2. On the Related Information menu, point to Actions and then click Reverse Lines and Columns.

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Chapter 3: Financial Analysis

Lab 3.1 - Create an Analysis View The purpose of this lab is to reinforce your understanding of the process required to create an analysis view. Scenario As the accounting manager at CRONUS, you need to create a new analysis view for Regional Analysis, with a code of Regional. Create this analysis view using the following criteria: •

Compression to occur monthly, starting January 1, 2010.

•

Update the analysis view on G/L posting and include the budgeted amounts.

•

Use the Dimension Code AREA as a filter dimension.

Update the analysis view after creation and then review it by Month in the Analysis by Dimensions Matrix page.

Challenge Yourself! 1. Create the analysis view as specified in the scenario. 2. Review the analysis view as specified in the scenario.

Need a Little Help? 1. 2. 3. 4. 5.

Open the Analysis View Card. Insert a new analysis view as specified in the scenario. Update the analysis view. Open the Analysis by Dimensions page and set filters. Review the results of the Regional Analysis view in the matrix.

Step by Step 1. In the navigation pane, click the Administration department. 2. Click Application Setup and then click Financial Management, 3. On the Financial Management page, click Dimensions and then click Analysis Views. 4. Click New. 5. In the Code field, type Regional. 6. In the Name field, type Regional Analysis. 7. In the Date Compression field, enter Month. 8. In the Starting Date field, type 01/01/10.

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Business Intelligence for Information Workers in Microsoft Dynamics® NAV 2009 9. Select the Update on Posting check box. 10. Select the Include Budgets check box. 11. On the Dimensions FastTab, in the Dimension 1 Code field, enter Area. 12. On the Action Pane, click Update. 13. Click Yes to update the analysis view. 14. Click OK to close the Analysis View Card page. 15. In the navigation pane, click the Financial Management department, click General Ledger, and then click Analysis by Dimensions. 16. Click the Regional Analysis line and then click Edit Analysis View. 17. Expand the Matrix Options FastTab. 18. In the View by field, enter Month. 19. On the Action Pane, click Show Matrix.

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Chapter 3: Financial Analysis

Dimension Based Reports It is not possible to print an analysis view directly from the Analysis by Dimensions page. However, dimension information can be printed by combining analysis view entries with Account Schedule column layouts in the reports called Dimensions - Total and Dimensions - Detail.

Dimensions - Total Report The Dimensions - Total report displays a classification of how dimensions have been used on entries over a period. This classification is made using total amounts. The report provides an overview of dimension information linked to a particular analysis view by using sum totals comprising many entries. Therefore, only totals for dimensions or dimension combinations included in the selected analysis view are included in the report. Use this report to analyze how dimensions have been used for particular activities and to gain an overall impression of how dimensions are being used in the company. The following table shows the fields contained in the Dimensions - Total request form. Field

Description

Analysis View Code

The analysis view the report is to be based on.

Include Dimensions

The dimensions to include in the report. Only dimensions set up on the selected analysis view can be included. At least one dimension must be selected to generate a report. A default G/L Account filter will be copied from the Analysis View card, but can be changed in the Dimension Selection page.

Column Layout Name

The column layout to be used on the report.

Date Filter

Filters entries by date, using a particular date or a time interval.

G/L Budget Name

The budget that the report is based on, if the selected column layout includes budget figures.

Print Empty Lines

If selected, the report includes dimensions and dimension values that have a balance equal to zero.

Show Amounts in Add. Reporting Currency

If selected, the amounts on the report are shown in the additional reporting currency.

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Business Intelligence for Information Workers in Microsoft Dynamics® NAV 2009 The process of selecting dimensions on the report involves assigning levels to the dimensions, thus creating a hierarchy. A maximum of four levels can be assigned.

FIGURE 3.5 DIMENSION SELECTION - ASSIGNING LEVELS

You can filter the report even further by entering specific dimension values in the Dimension Value Filter field for the dimensions. CAUTION: There are many factors to consider when assigning levels. For example, if a dimension with many dimension values is placed at a lower level, the report may be extremely long. Similarly if there are a large number of G/L accounts and the G/L accounts are placed at a low level, the report may also be extremely long. In this situation, it is advisable to put the G/L accounts or dimension at a higher level, such as Level 1.

Demonstration: Generate the Dimensions - Total Report Scenario: Phyllis, the accounting manager at CRONUS, is reviewing January 2010 revenue entries and wants to see how Area dimensions for G/L accounts were used. She runs the Dimensions - Total report for the Revenue analysis view, using the Default column layout, for January 2010. To provide a listing of the total for each Area dimension value for each G/L account, the G/L account dimension is assigned as Level 1 and the Area dimension is assigned as Level 2. To generate the Dimensions - Total report, follow these steps: 1. On the General Ledger page, under Reports, click Dimensions Total. 2. In the Analysis View Code field, enter REVENUE. 3. In the Include Dimensions field, click the Edit button. 4. On the Actions menu, click Edit List.

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Chapter 3: Financial Analysis 5. 6. 7. 8. 9. 10. 11.

In the Level field for G/L Account, enter Level 1. In the Level field for Area, enter Level 2. Click OK to close the Dimension Selection page. In the Column Layout Name field, enter DEFAULT. In the Date Filter field, type 01/01/10..01/31/10. Click Preview to view the report. Review the report and then close the Print Preview page.

Dimensions - Detail Report The Dimensions - Detail report displays a detailed classification of how dimensions have been used on entries over a selected period. The entries shown in the report are the G/L Entries that were used to create analysis view entries for the selected analysis view. Therefore, only entries with dimensions or dimension combinations that are included in the selected analysis view are included in the report. This report can be used to investigate: •

Which activities use which dimensions.

•

How individual dimensions are combined with other dimensions on specific entries.

The fields on the Dimensions - Detail request form are similar to those in the Dimensions - Total report, except that the column layout is not selected, but a standard format is included in the report. The levels for the dimensions and G/L accounts are entered in a similar manner to the way they are entered in the Dimensions - Total report. NOTE: Increasing the number of levels assigned to the report increases the time to generate the report. Reducing the level of filtering increases the speed for generating the report.

Demonstration: Generate the Dimensions - Detail Report Scenario: To review the entries that comprise the Area dimension by G/L account totals on the Dimensions - Total report, Phyllis, the accounting manager, runs the Dimensions - Detail report using similar filtering options. To generate the Dimensions - Detail report, follow these steps: 1. On the General Ledger page, under Reports, click Dimensions Detail. 2. In the Analysis View Code field, enter REVENUE. 3. In the Include Dimensions field, click the Edit button. 4. On the Actions menu, click Edit List. 5. In the Level field for G/L Account, enter Level 1.

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Business Intelligence for Information Workers in Microsoft Dynamics® NAV 2009 6. 7. 8. 9.

In the Level field for Area, enter Level 2. Click OK to close the Dimension Selection page. In the Date Filter field, type 01/01/10..01/31/10. Click Preview. The report shows the ledger entries separated into debit and credit entries. 10. Review the report and then close the Print Preview page.

Procedure: Combine Analysis Views with Account Schedules In the Account Schedule Names page, an existing analysis view can be assigned to an account schedule. This changes the entries used to create the amounts in the account schedule from G/L Entries to analysis view entries. This also provides the ability to filter amounts in rows using the Dimension Totaling fields in the Account Schedule page. To assign an analysis view to an account schedule, follow these steps: 1. On the General Ledger page, under Analysis & Reporting, click Account Schedules. 2. In the Analysis View Name field for the relevant account schedule, enter the analysis view to be assigned to this account schedule. 3. Click OK to close the Account Schedule Names page.

Procedure: Verify Changes after Combining Analysis Views with Account Schedules To verify changes to the entries by using analysis views, follow these steps: 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12.

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On the Account Schedule Names page, click the Revenues line. Notice that it contains the REVENUE analysis view. On the Action Pane, click Edit Account Schedule. On the Action Pane, click Overview. On the Matrix Options FastTab, in the View by field, enter Month. On the Action Pane, click Show Matrix. On Row No. 12, click the Net Change field. The Chart of Accs. (Analysis View) page opens, displaying balances for the account. Click the Net Change field. The Analysis View Entries page opens, displaying the analysis view entries that comprise the Net Change. Escape back to the Account Schedule Names page. On the Revenue line, clear the Analysis View Name field. With the line selected, click Edit Account Schedule. On the Action Pane, click Overview.

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Chapter 3: Financial Analysis 13. On the Matrix Options FastTab, in the View by field, enter Month. 14. On the Action Pane, click Show Matrix. 15. On Row No. 12, click the Net Change field. The Chart of Accounts (G/L) page opens, displaying balances for the account. 16. Click the Net Change field. The General Ledger Entries page opens, displaying the G/L entries that comprise the Net Change. 17. Close the open pages.

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Business Intelligence for Information Workers in Microsoft Dynamics® NAV 2009

Lab 3.2 - Combine an Analysis View with an Account Schedule The purpose of this lab is to reinforce your understanding of the process required to combine an analysis view with an account schedule Scenario The current Revenues account schedule shows revenue by area. You need to modify this account schedule to include revenue for the same accounts by large, medium, and small customers. To achieve this, modify the existing account schedule as follows: •

Assign the CUSTOMER analysis view.

•

Insert three customer lines after the area rows in the account schedule. Use a similar setup as that for the area rows, except filter on customer groups.

•

Insert blank lines to separate the groups and final total.

It will be helpful to show the Customergroup Totaling Code field on the Account Schedule page. After completing the setup, preview the Acc. Schedule Overview Matrix page for the January 2010 period.

Challenge Yourself! 1. Modify the Revenue account schedule as specified in the scenario. 2. Preview the changes in the Acc. Schedule Overview Matrix page.

Need a Little Help? 1. Open the Account Schedule Names page and assign the analysis view as specified in the scenario. 2. Open the Account Schedule page and show the Customergroup Code Totaling field. 3. Insert the three customer group lines as specified in the scenario. 4. Insert the blank lines as specified in the scenario. 5. Open the Acc. Schedule Overview page and set filters. 6. Review the changes in the matrix view.

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Chapter 3: Financial Analysis Step by Step 1. On the General Ledger page, under Analysis & Reporting, click Account Schedules. 2. In the Analysis View Name field for the Revenue account schedule, enter CUSTOMER. 3. On the Action Pane, click Edit Account Schedule. 4. If the Customergroup Code Totaling column is not displayed in the Revenues Account Schedule, use the Choose Columns function to add the Customergroup Code Totaling column. Ensure that you are still in the Revenue account schedule after displaying this column. 5. In the Account Schedule page, right-click the Revenue, Total row and then select New Line. 6. In the Description field, type Revenue Large Customers, Total. 7. In the Totaling field, type the same G/L account filter from the field above. 8. In the Customergroup Code Totaling field, enter Large. 9. Click OK to close the Dimension Value List page. 10. Right-click the next line and then select New Line. 11. In the Description field, type Revenue Medium Customers, Total. 12. In the Totaling field, type the same G/L account filter from the field above. 13. In the Customergroup Code Totaling field, enter Medium. 14. Click OK to close the Dimension Value List page. 15. Right-click the next line and then select New Line. 16. In the Description field, type Revenue Small Customers, Total. 17. In the Totaling field, type the same G/L account filter from the field above. 18. In the Customergroup Code Totaling field, enter Small. 19. Click OK to close the Dimension Value List page. 20. Right-click the Revenue Large Customers, Total line, select New Line, and then press ENTER to insert a blank line.

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Business Intelligence for Information Workers in Microsoft Dynamics® NAV 2009 21. Right-click the Revenue, Total line, select New Line, and then press ENTER to insert a blank line. 22. On the Action Pane, click Overview. 23. On the Matrix Options FastTab, in the View by field, enter Month. 24. On the Action Pane, click Show Matrix.

FIGURE 3.6 MODIFIED REVENUE ACCOUNT SCHEDULE

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Chapter 3: Financial Analysis

Summary The various types of dimensions available in Microsoft Dynamics NAV—global, shortcut, budget, and default—provide companies with an effective method of analyzing its financial information. Benefiting further through the use of analysis views, companies can access financial and budget information based on specific G/L criteria. Together, dimensions and analysis views allow companies to analyze trends and compare various characteristics across a range of entries.

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Test Your Knowledge Test your knowledge with the following questions. 1. When posted, Shortcut dimension information is stored in which of the following? ( ) Ledger entries and a separate table ( ) Ledger entries ( ) A separate table ( ) Value entries 2. When a journal or document with Global dimensions assigned is posted, the dimension information is stored in which of the following areas? ( ) Ledger entries and a separate table ( ) Ledger entries ( ) A separate table ( ) Value entries 3. The different types of dimensions available in Microsoft Dynamics NAV include which of the following features? (Select all that apply) ( ) Default Dimensions ( ) Budget Dimensions ( ) Shortcut Dimensions ( ) Pivotal Dimensions 4. Prior to viewing data in the Analysis by Dimensions Matrix page, which of the following must occur? (Select all that apply) ( ) The Analysis View must be updated. ( ) The Analysis View must be validated. ( ) The Analysis View must be certified. ( ) The Analysis View must be created.

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Chapter 3: Financial Analysis

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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Business Intelligence for Information Workers in Microsoft Dynamics® NAV 2009

Solutions Test Your Knowledge 1. When posted, Shortcut dimension information is stored in which of the following? ( ) Ledger entries and a separate table ( ) Ledger entries (•) A separate table ( ) Value entries 2. When a journal or document with Global dimensions assigned is posted, the dimension information is stored in which of the following areas? (•) Ledger entries and a separate table ( ) Ledger entries ( ) A separate table ( ) Value entries 3. The different types of dimensions available in Microsoft Dynamics NAV include which of the following features? (Select all that apply) (√) Default Dimensions (√) Budget Dimensions (√) Shortcut Dimensions ( ) Pivotal Dimensions 4. Prior to viewing data in the Analysis by Dimensions Matrix page, which of the following must occur? (Select all that apply) (√) The Analysis View must be updated. ( ) The Analysis View must be validated. ( ) The Analysis View must be certified. (√) The Analysis View must be created.

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Chapter 4: Business Analytics

CHAPTER 4: BUSINESS ANALYTICS Objectives The objectives are: •

Describe Business Analytics

•

Explain the terminology associated with Business Analytics

•

Describe the data warehouse and the elements of the data warehouse

•

Demonstrate the process of setting up a Business Analytics database and cube

•

Explain the process of setting up and scheduling the Configurator

•

Describe the setup of virtual cubes and the mapping of existing dimensions to a cube

Introduction Business Analytics (BA) is a decision support and analysis tool that provides users with a range of visibility—both detailed to aggregated—into different aspects of their business. It allows users to quickly get to the information they are looking for at the desired level of detail. BA was designed to make advanced features and analytical capabilities available to end-users without the need for long implementation cycles and lengthy training in complex software. It capitalizes on an implementer's knowledge of Microsoft Dynamics® NAV, and in its basic version, the user's experience with Microsoft® Office Excel® 2007. Business Analytics Advanced provides an environment that includes predefined "smart calculations" and the ability to create advanced calculations and complex charts. Because the process for setting up BA Advanced is involved, and this course is designed to give information workers ready access to available analysis and reporting capabilities, BA Advanced will not be covered. Introduced herein are concepts related to any data mining software, including Microsoft® SQL Server® Analysis Services. These concepts include online transaction processing (OLTP) and online analytical processing (OLAP), data marts, measures, dimensions, and cubes.

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Business Analytics Overview Business Analytics helps businesses derive and analyze information from raw data. The data mining process involves the following: •

Examining the raw data in several different contexts and from several different points of view

•

Determining how these facts relate to other data

•

Recognizing how this data reflects overall business goals and objectives

Business Analytics Business Analytics is data analysis software that aims to fulfill most of the data analysis needs of all decision makers in a company. While Business Analytics has reporting capabilities, it is mainly an analytical tool that supports dynamic objects to enable or empower decision makers to make the right decisions at the right time. Another major benefit of Business Analytics is its language capabilities. You can share analysis between employees from different countries without translation. This is handled automatically by the language tier of Business Analytics, ensuring smooth and fast sharing of vital information across the enterprise.

Business Analytics and Microsoft Dynamics NAV The base Microsoft Dynamics NAV solution Business Analytics tool: •

Collects data from multiple domains within Microsoft Dynamics NAV

•

Arranges the data in a hierarchical form

•

Lends itself to users for analysis purposes through a client

The client chosen for the base solution is Office Excel 2007; although a variety of other clients are available. Through the client, users can roll up or drill down at the desired level of detail for easy data analysis. For example, users can see the total sales across all products, and then drill down to the sales at the product family level or to a detailed product level. Because most analysts use Excel 2007 for data analysis purposes, it is used as the client for the base solution. It serves as a good two-dimensional client to represent data, with capability to not only represent data, but to allow users to manipulate it using their own formulas.

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Chapter 4: Business Analytics

Terminology Associated with Business Analytics A typical Business Analytics solution incorporates three essential components: •

A database

•

Online Analytical Processing (OLAP)

•

Desktop BA tools - the Microsoft Dynamics NAV Data Configurator

Online Transaction Processing/ERP Online Transaction Processing (OLTP) constitutes the origin of data: the database. OLTP systems are often also categorized as ERP (Enterprise Resource Planning) systems and are all designed to store data transactions. ERP solutions such as Microsoft Dynamics NAV collect or gather transactions in database structures. These databases are the foundation of the data mart used by the BA tool. Data is retrieved from the ERP database through OLAP cubes.

Online Analytical Processing Online Analytical Processing (OLAP) is effectively the processing unit. To make queries happen more quickly, business intelligence applications use a technology called OLAP. OLAP pre-processes the data in an information unit called a cube, making it quicker and simpler to find. In Microsoft Dynamics NAV, OLAP is performed by Microsoft SQL Server Analysis Services, a capability that is part of SQL Server 2000 or later.

Configuring OLAP Cubes The Microsoft Dynamics NAV Configurator is a setup utility that creates the definition of cubes and the schema of fact tables and dimension tables. In addition, it creates the necessary data import scripts that are used by Microsoft Data Transformation Services (DTS) to migrate data from the Microsoft Dynamics NAV database to the data warehouse of the BA solution. The Configurator can be further divided into two separate components: •

One for the definition of a configuration.

•

Another for creation of actual configuration based on a pre-defined configuration.

This tool defines the attributes of OLAP cubes by selecting the data elements from Microsoft Dynamics NAV. The configurations are stored in an XML form with certain tags and attributes, drawing upon table relations, option captions, and field data types already existing within Microsoft Dynamics NAV.

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Business Intelligence for Information Workers in Microsoft Dynamics® NAV 2009 The Configurator enables a user to: •

Save multiple configurations.

•

Create a new configuration.

•

Delete a configuration.

•

Edit a configuration.

It is possible to have several definitions existing at the same time, although only one will be active at a time.

Data Warehouse A data warehouse is a database specifically designed for querying large amounts of data. In theory, a data warehouse can embrace all data in the enterprise, depending on how data cubes are set up for data extraction. In a data warehouse, there are two groups of data: •

Measures

•

Dimensions

The OLAP engine does not work directly against the Microsoft Dynamics NAV database. BA migrates the necessary data from Microsoft Dynamics NAV to a separate database and arranges it to facilitate large queries.

Data Marts Data marts represent a subset of data from the enterprise from which the analysis is drawn. The data warehouse contains a collection of data marts combined together. Each data mart keeps data for a particular subject area along with the definition of dimension tables. The dimension tables keep mapping between the members of a group and the group definition, such as mapping that specifies which products belong to a product family. In addition to the dimension tables, data marts also contain a fact table that stores the data to be aggregated at the lowest level of detail, such as employees' salary data in a human resource system.

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Chapter 4: Business Analytics Measures Measures are logical data types in a data mart. Measures are the numerical values of principal interest to end users. The following are the rules of measures: •

A measure always represents a numerical value from the underlying table. If a field in a database table has not been defined as numerical, it cannot be used as a measure.

•

All measures are numerical values, but not all numerical values are measures. Users decide through definition during the implementation process if a number is interesting enough to use as a measure. Otherwise it can only be used as a dimension.

Dimensions Dimensions are the way data is categorized in the data mart. They are the attributes or descriptive properties of the measures that provide information about the measures. Dimensions can be based on all physical data types. Several related dimensions can be collected or unified in a single dimension that displays the same general dimension in several levels containing different levels of detail. These are called hierarchies and are frequently used during the building of dimension structures in Microsoft Analysis Services. Dimension Tables Dimension tables contain only dimension values. A numerical value in what is defined as a dimension table cannot be used as a measure in that context.

Fact Tables Fact tables always contain both measures and dimensions. Fact tables are the core of the star scheme and snowflake scheme structures.

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Business Intelligence for Information Workers in Microsoft Dynamics® NAV 2009 Star Scheme A star scheme, or star scheme construct, is a fact table with zero or more related dimension tables. A star scheme is recognized by the fact that all dimension tables (if any) are directly linked to the fact table.

FIGURE 4.1 STAR SCHEME DIAGRAM

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Chapter 4: Business Analytics Snowflake Scheme A snowflake scheme, or snowflake construct, is based on a star scheme. The only difference is that this scheme contains dimension tables that are not directly linked to the fact table.

FIGURE 4.2 SNOWFLAKE SCHEME DIAGRAM

Define a Configuration In Microsoft Dynamics NAV, the most common task in using BA is to set up a new cube or to modify an existing one. Therefore, the user interface has been designed to make that task as simple as possible. Setting up a new cube still requires some basic knowledge about the database structure in Microsoft Dynamics NAV; but to a large extent, it is possible to use the existing, built-in information in the database. Because it is possible to set up cubes and use them in several companies, the first step is to set up cubes and then assign a company. NOTE: In Microsoft Dynamics NAV 2009, Business Analytics setup is performed in the Classic client.

Demonstration: Set Up a New BA Database and Cube Scenario: Kevin, the sales manager at CRONUS International Ltd., has been asked by his manager to create a report showing sales for each customer and other parameters. To meet this requirement, he creates a new Business Analytics cube to use for sales data reporting and analysis. Kevin first creates a new BA database, a cube, and then defines the Fact Table to use with the cube.

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Business Intelligence for Information Workers in Microsoft Dynamics® NAV 2009 To set up a new BA Database, follow these steps: 1. Open the Microsoft Dynamics NAV 2009 Classic with Microsoft SQL Server client. 2. In the navigation pane, click Administration. 3. Click Application Setup, then General, and then click Business Analytics Setup. 4. In the Name field, click the look-up arrow to open the BA Databases window. 5. On the toolbar, click the New icon to insert a new row. 6. In the Code field, type Sales. 7. In the Name field, type Sales by Customer. 8. Click OK. To set up a new cube for the new BA Database, follow these steps: 1. Click the line for Cube. 2. Click Functions and then select New. 3. Click Yes to create a new cube; the BA Db. Cube Card window opens. 4. In the Name field, type Sales_Demo. 5. In the Fact Table No. field, enter 379, Detailed Cust. Ledg. Entry. The Detailed Customer Ledger Entry object information is added. In setting up your cube, you will use the following options from the Cube button on the BA Db. Cube Card window.

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Menu Option

Description

Related Tables

Optional. Used when a fact table is related to other tables that can be used in the cube to further define the data. This produces the Snowflake Scheme.

Dimensions

Dimensions categorize data in the data mart. They are the attributes or descriptive properties of the measures and provide information about the measures.

Measures

Measures are logical data types in a data mart. Measures are the numerical values of principal interest to end users.

Functions

Optional. Functions are used to build upon existing measures.

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Chapter 4: Business Analytics Demonstration: Set Up New Cube Related Tables Scenario: To associate the detailed customer ledger entry with information from the customer ledger entry table and customer table, Kevin defines these related tables in the cube. To set up related tables for the new cube, follow these steps: 1. Click Cube, and then select Related Tables.

FIGURE 4.3 BA DB. CUBE TABLE RELATIONS WINDOW

2. Click the Select Fields button; the BA Field Selection window opens. 3. In the BA Field Selection window, select the Selected check boxes for the following fields: o No. 2, Cust. Ledger Entry No. o No. 9, Customer No. 4. Click OK. The tables and fields are now displayed in the BA Db. Cube Table Relations window. The related tables are now set up for the cube. 5. Close the BA Db. Cube Table Relations window.

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Business Intelligence for Information Workers in Microsoft Dynamics® NAV 2009 Demonstration: Set Up New Cube Measures Scenario: Kevin now defines the measures to include in the cube. Because he wants to analyze sales by Amount and Amount in local currency (LCY), he chooses these fields from the Detailed Cust. Ledg. Entry table. To set up measures for the new cube, follow these steps: 1. Click Cube and select Measures.

FIGURE 4.4 BA DB. CUBE MEASURES WINDOW

2. Click the Select Fields button; the BA Field Selection window opens. This window lists all of the amount fields in all of the tables in the cube. In this case, the tables are the Detailed Cust. Ledg. Entry table and the Customer and Customer Ledger Entry tables from the Related Table setup. 3. Select the Selected check boxes for the following fields: o No. 7, Amount o No. 8, Amount (LCY) 4. Click OK; the tables and fields are displayed in the BA Db. Cube Measures window. The Measures are now set up for the cube. Note that the Name field can be modified as needed. 5. Close the BA Db. Cube Measures window.

Demonstration: Set Up New Cube Dimensions Scenario: From the Customer Ledger Entry table, Kevin now selects the following field dimensions to include in the cube:

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•

Customer No.

•

Posting Date

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Chapter 4: Business Analytics •

Document Type

•

Currency Code

•

Sell-to Customer No.

By adding these fields, Kevin is able to analyze sales for each selected dimension. For example, with these settings, he can view sales by posting date. To set up dimensions for the new cube, follow these steps: 1. Click Cube and then select Dimensions.

FIGURE 4.5 BA DB. CUBE DIMENSIONS WINDOW

2. Click Functions, and then click Select Fields; the BA Field Selection window opens, with fields from the three related tables. If fields are selected that have a table relation or are of type Option (like the Document Type), Microsoft Dynamics NAV checks whether an appropriate dimension already exists, and if not, it creates one. If the field type is Option, Microsoft Dynamics NAV also creates a Numbered List (Enumeration) for it that will form the basis for that dimension. 3. Scroll up to the Customer Ledger Entry tables and select the Selected check boxes for the following fields: o No. 3, Customer No. o No. 4, Posting Date o No. 5, Document Type o No. 11, Currency Code o No. 21, Sell-to Customer No. 4. Click OK. The tables and fields now appear in the BA Db. Cube Dimensions window.

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Business Intelligence for Information Workers in Microsoft Dynamics® NAV 2009 Demonstration: Assign a Dimension to the New Cube Scenario: Kevin also wants to look at sales by region, so he selects the Microsoft Dynamics NAV Area dimension. To assign a dimension to the cube Dimension, follow these steps: 1. In the BA Db. Cube Dimensions window, click Functions and then click Select Dimensions; the Dimension Selection window appears. 2. Select the Area dimension check box. 3. Click OK. The Area dimension has been added to the BA Db. Cube Dimensions window. Dimensions are now set up for the cube. 4. Close the BA Db. Cube Dimensions window.

Demonstration: Set Up New Cube Functions Scenario: To allow users to review calculated sales amounts for specific dates or date ranges, Kevin adds a Posting Date time dimension to the cube. To set up functions for the new cube, follow these steps: 1. Click Cube and then click Functions.

FIGURE 4.6 BA DB. CUBE FUNCTIONS WINDOW

2. In the Measure Line No. field, click the look-up arrow and select the Amount (LCY) line. 3. Click OK. 4. In the Time Dimension Line No. field, click the look-up arrow and select the Posting Date line.

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Chapter 4: Business Analytics 5. Click OK. The BA Db. Cube Functions window is populated with the Functions selections. The functions are now set up for the cube. 6. Close the BA Db. Cube Functions window. 7. Close the BA Db. Cube Card window.

Demonstration: Review the New Cube Scenario: Once Kevin completes the cube setup process, he reviews it to confirm that the table relations, measures, functions, and dimensions are correct. To review the new cube setup, follow these steps: 1. In the BA Db. Overview window, expand the Cube line. 2. Expand the Sales_Demo ("Detailed Cust. Ledg. Entry") line. 3. Table relations, Measures, Functions, and Dimensions are displayed. Expand each to review the setup.

FIGURE 4.7 BA DB. OVERVIEW WINDOW, EXPANDED NODES

Demonstration: Update the XML Scenario: Now that the setup is complete, Kevin updates the XML. Whenever changes are made to the cube definitions, the Update XML process must be run.

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Business Intelligence for Information Workers in Microsoft Dynamics® NAV 2009 To update the XML, follow these steps: 1. In the BA Db. Overview window, click the look-up arrow in the Name field. 2. Ensure the Sales by Customer line is selected. 3. Click Functions and then select Update XML. 4. Close the open windows.

Set Up and Schedule the Configurator Before using the Business Analytics Configurator to configure a BA database in SQL Analysis Services, you must set up a BA database and define the data cubes to export. Once you have defined a configuration in the configurator interface, you can run the Business Analytics Configurator to create cubes. The configuration utility invokes the configuration engine, which performs several activities. It creates the schema for the staging database, the data mart, and the OLAP cubes. Additionally, it configures packages for transfer of measure and dimension data to the datamart. The Configurator can be run manually or scheduled to run automatically. NOTE: The Configurator.exe file is downloaded from PartnerSource; you can find it by searching for "BAConfigurator" and then download the BAConfigurator_MSSQL2005.exe file. Load the file in the image and then extract it into a BA folder in the Training Documents folder. You may need to extract the file again after it has been extracted to the BA folder.

Procedure: Set Up the Configurator To set up the Configurator on a BA database, follow these steps: 1. On the Application Setup menu, click General and then click Business Analytics Setup. 2. In the Name field, click the look-up arrow. 3. In the Path to Configurator field, click the look-up arrow and browse to the Configurator.exe file. This file triggers the Configurator. 4. Click Open. 5. Click BA Database and then select Companies; the BA Db. Companies window opens. This window displays all companies that exist in this database. The current company has been selected as default, but any of them can be selected.

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Chapter 4: Business Analytics 6. Close the BA Db. Companies window. 7. Repeat steps 3-6 for all BA databases that need to be set up. However, only one database can be active at a time. To indicate the database you intend to use, select the Active check box for that database.

Procedure: Schedule the Configurator to Run Automatically The Configurator engine can be set up to run automatically at the same time every day. To complete this setup, follow these steps: 1. In the BA Databases window, click the database with the Configurator to schedule. 2. Click BA Database and then click Schedules. In the BA Db. Schedules window, the first line contains a default time that can be changed. Additional lines can also be added to have the engine run automatically more than once a day. NOTE: For security reasons, the Configurator must be run on the same server that hosts the OLAP database.

Procedure: Run the Configurator Manually In addition to running automatically on a schedule, the Configurator can be started manually at any time. To run the Configurator at an unscheduled time, follow these steps: 1. Open the BA Databases window. 2. Click Functions and then click Start Configurator. 3. If necessary, click Yes in the information dialog box; the BA Configurator wizard window opens. 4. Follow the prompts until the process is complete.

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Lab 4.1 - Create a New BA Database and Cube The purpose of this lab is to reinforce your understanding of the process required to create a new BA database and cube. Scenario A new Sales cube showing sales for each country/region and customer must be created based on the Detailed Customer Ledger Entry table. Create a new "Sales_Lab" database with the name "Sales by Country/Region and Customer", and then set up the new Sales Lab cube based on the following criteria: Type

Table

Fact Table

379

Related Table

9 (Customer No.)

DimensionsCustomer

35 (Country Code)

DimensionsDetailed Cust. Ledg. Entry

3 (Entry Type)

4 (Posting Date) 5 (Document Type) 9 (Customer No.) 10 (Currency Code) 12 (Source Code) Measures-Detailed Cust. Ledg. Entry

7 (Amount) 8 (Amount (LCY)) 16 (Debit Amount) 17 (Credit Amount) 18 (Debit Amount (LCY)) 19 (Credit Amount (LCY))

After setting up the cube, open the Country/Region dimension and add the name to the Field Numbers. The final steps are to activate the database and update XML.

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Chapter 4: Business Analytics Challenge Yourself! 1. Create a new cube as specified in the scenario. 2. Update the XML.

Need a Little Help? 1. 2. 3. 4. 5. 6. 7. 8.

Open the BA Db. Overview window. Open the BA Databases window. Create and open the new sales database. Create the new cube. Add the related tables. Add the dimensions. Add the measures. On the BA Db. Overview window, open the Dimensions and add the Name to the Country/Region dimension. 9. Activate the new BA database and update the XML.

Step by Step 1. Open the Microsoft Dynamics NAV 2009 Classic with Microsoft SQL Server client. 2. In the navigation pane, click Administration. 3. Click Application Setup, click General, and then click Business Analytics Setup. 4. In the Name field, click the look-up arrow. 5. Press F3 to insert a new row. 6. In the Code field, type Sales_Lab. 7. In the Name field, type Sales by Country/Region and Customer. 8. With the Sales database selected, click BA Database and then click Overview. 9. Click the Cube line. 10. Click Functions and then click New. 11. Click Yes to create a new cube. 12. In the Name field, type Sales_Lab. 13. In the Fact Table ID field, type 379. 14. Press TAB or ENTER. 15. In the BA Db. Cube Card window, click Cube and then click Related Tables. 16. Click Select Fields. 17. Select the Selected check box for No. 9, Customer No. 18. Click OK to close the BA Field Selection window.

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Business Intelligence for Information Workers in Microsoft Dynamics® NAV 2009 19. 20. 21. 22.

Close the BA Db. Cube Table Relations window. Click Cube and then click Dimensions. Click Functions and then click Select Fields. In the Customer tables fields, select the Selected check box for No. 35, Country/Region Code. 23. In the Detailed Cust. Ledg. Entry tables, select the Selected check boxes for the following fields: o No. 3, Entry Type o No. 4, Posting Date o No. 5, Document Type o No. 9, Customer No. o No. 10, Currency Code o No. 12, Source Code

24. 25. 26. 27. 28.

Click OK to close the BA Field Selection window. Close the BA Db. Cube Dimensions window. Click Cube and then click Measures. Click Select Fields. Select the Selected check boxes for the following fields: o No. 7, Amount o No. 8, Amount (LCY) o No. 16, Debit Amount o No. 17, Credit Amount o No. 18, Debit Amount (LCY) o No. 19, Credit Amount (LCY) o No. 39, Remaining Pmt. Dsc. Possible

29. Click OK to close the BA Field Selection window. 30. Close the BA Db. Cube Measures and BA Db. Cube Card windows. 31. In the BA Db. Overview window, expand the Dimension line. 32. Click the Country/Region line. and then click Card. 33. In the Field Numbers field, click the look-up arrow. 34. Select the Selected check box for No. 2, Name. 35. Click OK to close the BA Field Selection window. 36. Close the BA Db. Dimension Card window. 37. In the BA Db. Overview window, click the look-up arrow in the Name field to open the BA Databases window. 38. For the SALES_LAB database, select the Active check box. 39. Click Functions and then click Update XML. 40. If necessary, clear the Active check box on other lines. 41. Close the BA Database and BA Db. Overview windows.

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Chapter 4: Business Analytics

Additional Business Analytics Tasks Business Analytics provides some additional tasks that enable you to manage your analysis, including: •

Creating virtual cubes out of existing cubes. These can be used for further calculations and comparisons.

•

Mapping existing dimensions to a new cube. This enables you to use existing dimensions when they already describe the data you need.

Procedure: Set Up a Virtual Cube If several cubes have been specified in a configuration, for example a sales and a budget cube, a virtual cube can also be created that combines these two cubes for comparison purposes. Or, to create a data cube that includes unrelated tables, set up separate cubes for the tables, and then the cubes can be combined into a virtual cube. Before creating virtual cubes, you must define the cubes that are to be included in the virtual cube. You must combine at least two cubes, but can include an unlimited number of cubes in a virtual cube. Setting up a virtual cube is similar to setting up a regular cube, except it is not necessary to stipulate values for the Table Relations, Dimensions, Measures, and Functions because they have already been identified. To set up a virtual cube, follow these steps: 1. On the Application Setup menu, click General and then click Business Analytics Setup. 2. Ensure that the appropriate BA database is selected.

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Business Intelligence for Information Workers in Microsoft Dynamics® NAV 2009 3. Click the Virtual Cube line, click Functions, and then click New. 4. Click Yes to create a new virtual cube.

FIGURE 4.8 BA DB. VIRTUAL CUBE CARD

5. 6. 7. 8.

In the Cube Line No. field, click the look-up arrow. Select a cube from the list, and click OK. Repeat steps 5-6 to add another cube to the virtual cube. Close the BA Db. Virtual Cube Card window.

Procedure: Map Existing Dimensions to a Cube If you already have defined an appropriate cube dimension, you can add that dimension to a new cube. The steps to map existing dimensions to a cube are as follows: 1. In the BA Db. Overview window, expand the Cube list, and then click a cube to add a dimension. 2. Click the Card button; the BA Db. Cube Card window opens. 3. Click Cube, and then click Dimensions; the BA Db. Cube Dimensions window opens. 4. Click Functions, click Select Dimensions, and then select the dimension(s) to add to the cube. New dimensions can also be added to an existing cube.

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Chapter 4: Business Analytics

Summary The process of creating OLAP cubes has raised a number of terms related to Business Intelligence. While this course has concentrated on using the Microsoft Dynamics NAV analysis software Business Analytics, the concepts described here—OLAP cubes, Data Mart, Measures, Dimensions, and Fact Tables—are inherent to any Business Intelligence analysis using other applications, including SQL Server 2005/2008. Being able to create cubes enables users to set up a multi-dimensional view of their data, which in turn enables numerous ways to configure data to gain insights that simple two-dimensional analysis cannot provide. BA is one of many applications that can enable this, but has the added benefit of being part of Microsoft Dynamics NAV. The Advanced version of Business Analytics enables users to make calculations, add charts to the data view, and create reports. Business Analytics Advanced requires setup that is covered in the Business Intelligence for IT Pros in Microsoft Dynamics NAV 2009 course.

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Test Your Knowledge Test your knowledge with the following questions. 1. Business Analytics provides users with a range of visibility, detailed and aggregated, into different aspects of their business. Business Analytics is which of the following? ( ) A dashboard interface ( ) A decision support and analysis tool ( ) A stand-alone application ( ) A tool used to calculate Key Performance Indicators 2. Which of the following are the three essential components of a typical Business Analytics solution? ( ) A database created by an Online Transaction Processing (OLTP) system such as Microsoft Dynamics NAV ( ) An Online Analytical Processing (OLAP) tool such as Microsoft SQL Server Analysis Services ( ) A setup utility to create the definition of cubes and the schema of fact and dimension tables, such as the Microsoft Dynamics NAV Configurator ( ) A tool for importing taxonomies and exporting setups such as the XBRL functionality in Microsoft Dynamics NAV 3. A data warehouse is a database designed for querying large amounts of data. Which of the following are the two groups of data contained in a data warehouse? ( ) Variants ( ) Measures ( ) Dimensions ( ) Raw

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Chapter 4: Business Analytics

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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Business Intelligence for Information Workers in Microsoft Dynamics® NAV 2009

Solutions Test Your Knowledge 1. Business Analytics provides users with a range of visibility, detailed and aggregated, into different aspects of their business. Business Analytics is which of the following? ( ) A dashboard interface (•) A decision support and analysis tool ( ) A stand-alone application ( ) A tool used to calculate Key Performance Indicators 2. Which of the following are the three essential components of a typical Business Analytics solution? (√) A database created by an Online Transaction Processing (OLTP) system such as Microsoft Dynamics NAV (√) An Online Analytical Processing (OLAP) tool such as Microsoft SQL Server Analysis Services (√) A setup utility to create the definition of cubes and the schema of fact and dimension tables, such as the Microsoft Dynamics NAV Configurator ( ) A tool for importing taxonomies and exporting setups such as the XBRL functionality in Microsoft Dynamics NAV 3. A data warehouse is a database designed for querying large amounts of data. Which of the following are the two groups of data contained in a data warehouse? ( ) Variants (√) Measures (√) Dimensions ( ) Raw

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Chapter 5: Analyze Microsoft Dynamics NAV Data in Microsoft Office Excel 2007

CHAPTER 5: ANALYZE MICROSOFT DYNAMICS NAV DATA IN MICROSOFT OFFICE EXCEL 2007 Objectives The objectives are: •

Explain the process of exporting analysis views to Microsoft® Office Excel® 2007 and describe the elements of the exported file

•

Describe how to work with analysis data that has been imported into Office Excel 2007

•

Connect a Microsoft Dynamics® NAV database to Office Excel 2007

Introduction Microsoft Office Excel 2007 is an ideal partner client for Microsoft Dynamics NAV. There are numerous ways to export data from Microsoft Dynamics NAV to Excel 2007, including the following: •

Copy from Microsoft Dynamics NAV list views and paste to Excel 2007 worksheets.

•

Export to Excel 2007 directly from such Microsoft Dynamics NAV feature areas as Account Schedules and Analysis Views.

•

Connect from Excel 2007 to the Microsoft Dynamics NAV SQL Server database.

There are many benefits to working with Microsoft Dynamics NAV data in Excel 2007. In particular, Excel 2007 is widely used, so it is simpler to share data with those outside your company, or even internal employees who do not work within the Microsoft Dynamics NAV environment. In addition, Excel 2007 enables users to quickly add formatting and design enhancements to Microsoft Dynamics NAV data.

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Export Analysis Views to Excel 2007 Like account schedules, an analysis view can be exported to Excel 2007. Exporting the analysis view enables you to distribute the dimension information to external parties who do not have access to Microsoft Dynamics NAV. You can also use Excel 2007's chart functions to display the analysis view graphically.

Demonstration: Export an Analysis View to Excel 2007 Scenario: Phyllis, the accounting manager at CRONUS International Ltd., has been asked to provide the Revenue analysis view for the fourth quarter of 2009. She exports the analysis view to Excel 2007 using the following criteria: •

Show as Lines: G/L Account

•

Show as Columns: Period

•

Date Filter: 10/01/09..12/31/09

•

Show: Actual Amounts

•

Show Amount Field: Amount

•

View by: Month

•

View as: Net Change

The exported analysis view is used as an example to explain the worksheets. To export the Revenue analysis view, follow these steps: 1. In the navigation pane, click the Departments button. 2. Click Financial Management and then click General Ledger 3. On the General Ledger page, under Analysis & Reporting, click Analysis by Dimensions. 4. Click the Sales Revenue line. 5. On the Action Pane, click Edit Analysis View. 6. On the General FastTab, ensure that the Show as Lines field is set to G/L Account. 7. Ensure that the Show as Columns field is set to Period. 8. On the Filters FastTab, in the Date Filter field, type 10/01/09..12/31/09. 9. Expand the Options FastTab and ensure that the Show field is set to Actual Amounts and the Show Amount Field field is set to Amount. 10. On the Matrix Options FastTab, in the View by field, enter Month. 11. In the View as field, enter Net Change.

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Chapter 5: Analyze Microsoft Dynamics NAV Data in Microsoft Office Excel 2007 12. On the Action Pane, click Show Matrix. 13. On the Related Information menu, point to Actions and then click Export to Excel. 14. In the information dialog box, click the proper server access to Excel 2007 option and click OK. During this process, Microsoft Dynamics NAV: •

Exports the information to a text file.

•

Opens the text file in Excel 2007.

•

Creates a pivot table based on the information in the text file.

FIGURE 5.1 ANALYSIS VIEW IN EXCEL 2007 PIVOT TABLE

15. When you have finished looking at the pivot table that Excel 2007 has generated, save the file to your desktop as an Excel Workbook named Revenue Analysis.

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Business Intelligence for Information Workers in Microsoft Dynamics® NAV 2009 Analysis by Dimension Settings The number of entries and the information included in the text file created when you export to Excel 2007 depends on the settings in the Analysis by Dimensions page. The effect of these settings is shown in the following table.

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Field

Setting

G/L Account Filter and Date Filter

Filters the number of entries exported based on Account No. or Posting Date.

Budget Filter

Filters the number of analysis view budget entries exported based on Budget No.

Dimension Filters

Filters the number of entries exported based on the dimensions included in the analysis view.

Show

If Variance, Variance%, or Index% is selected, a warning is displayed since no entries will be exported. This is because these amount types are calculated in the page and not recorded on the analysis view entries. If Actual Amounts or Budgeted Amounts is selected, Microsoft Dynamics NAV always exports both.

Show Amount Field

Microsoft Dynamics NAV exports Amount, Debit Amount, and Credit Amount for actual amounts and Amount for budgeted amounts, regardless of what is selected in this field. If Debit Amount or Credit Amount is selected for Budgeted Amounts, a warning is displayed.

Closing Entries

If Include is selected, entries on closing dates are included in the analysis by dimensions and therefore exported to Excel 2007.

Rounding Factor

This field has no effect on the information exported to Excel 2007. To round and format the numerical information, do so in Excel 2007.

Show Amounts in Add. Reporting Currency

If an additional reporting currency is set up, the amounts appearing as Amount, Debit Amount, Credit Amount, and Budgeted Amount in the Data Sheet are additional reporting currency amounts. If an additional reporting currency is not used, nothing is exported.

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Chapter 5: Analyze Microsoft Dynamics NAV Data in Microsoft Office Excel 2007 Field

Setting

Show Column Name

If selected and a dimension code or G/L Account is selected in the Show as Lines field, the exported information includes the Name of the account or dimension value. If Period is selected in the Show as Lines field, only the date information is exported. If not selected, only the account No. or dimension value Code is exported.

Show Opposite Sign

If selected, the amounts exported to the lines will have the opposite sign to the Amount field on the analysis view entries.

View as

The number of entries exported is also affected by whether Net Change or Balance to Date is selected as the amount type. • If using Net Change, all entries within the date filter will be exported. •

If using Balance to Date, Microsoft Dynamics NAV ignores the starting date and exports all entries up to and including the ending date in the filter.

NOTE: It may be helpful to know how many lines your version of Microsoft Excel can contain. Excel 2007 can contain 1,000,000 lines, but previous versions can contain a maximum of 65536 lines. If there is concern that the analysis view will exceed the maximum number of lines, use a date filter to limit the number of periods to display in Excel.

Excel 2007 Workbook Overview The workbook in Excel 2007 contains three sheets, in reverse order of how they appear on the workbook: •

Data sheet

•

General information sheet

•

Pivot table sheet

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Business Intelligence for Information Workers in Microsoft Dynamics® NAV 2009 Data Sheet The data sheet can be separated into two main sections: •

The first section contains information from the analysis view entries and analysis view budget entries.

•

The second section contains all the accounts, dimensions, and periods for which there is no data. If the second section were not included, the pivot table will only include accounts and dimension values with data.

In the first section, each line in the sheet represents an analysis view entry or analysis view budget entry. Note that the settings in the Analysis by Dimensions page only affect the number of entries exported. For each entry exported, all data will be exported regardless of what was chosen as lines or columns. As a result, each line usually contains the information in the following table. Information

Description

G/L Account Level n

The G/L account for the line. To display the account hierarchy of Begin-Total and End-Total accounts in the pivot table, Microsoft Dynamics NAV must use the grouping functions in Excel 2007. Microsoft Dynamics NAV uses the Indentation field of a Posting account to fill in the Begin-Total account structure it belongs to. If there is no hierarchy within the chart of accounts, the entries are displayed with G/L Account Level 0 only. For example, Account 6120 is included in the range beginning with account 6100. Therefore, all data related to account 6120 is rolled up to account 6105, and all data related to 6105 is rolled up to account 6100. • G/L Account Level 0: 6100

Dimension Codes

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•

G/L Account Level 1: 6105

•

G/L Account Level 2: 6120

Dimension values can also be hierarchical. The same principles for hierarchical G/L accounts apply to hierarchical dimension values. If there is no hierarchy within the dimension values, the entries are displayed with Dimension Code Level 0 only.

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Chapter 5: Analyze Microsoft Dynamics NAV Data in Microsoft Office Excel 2007 Information

Description

Dates

Each Excel 2007 line has the period information calculated based on the Posting Date for the analysis view entry or analysis view budget entry. The periods include Day, Week, Month, Quarter, Year, and Accounting Period. If the analysis view entries have been compressed by a period greater than a day, the date calculated for the Day period is the starting date of the compressed period; it is not the Posting Date of the underlying G/L transaction. This is the same as when viewing analysis view entries in the Analysis by Dimensions page.

Amounts

The amounts displayed are based on the entry types: • If the Excel 2007 line relates to an analysis view entry, the line contains the Amount, Debit Amount, and Credit Amount from the entry. •

If the Excel 2007 line relates to an analysis view budget entry, the line contains the Budgeted Amount (Amount field) from the entry.

The second section of the data sheet contains all the G/L accounts, dimension values, and periods with no entries. The exception is the Day period. Regardless of the compression of the analysis view, the data sheet will only include days with data. This is to limit the number of lines created in the Excel 2007 sheet.

General Information Sheet Microsoft Dynamics NAV records the settings from the Analysis View Card and the Analysis by Dimensions pages at the time the analysis view was exported. NOTE: This information is only at the time of export and is not updated for changes in the pivot table or changes to Microsoft Dynamics NAV. The sheet displays the contents of the following fields on the Analysis View Card page: •

Analysis View Code

•

Analysis View Name

•

G/L Account Filter

•

Date Compression

•

Starting Date

•

Last Date Updated

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Business Intelligence for Information Workers in Microsoft Dynamics® NAV 2009 The sheet displays the contents of the following fields on the Analysis by Dimensions page: •

Date Filter

•

G/L Account Filter

•

Budget Filter

•

Dimension Filters

•

Closing Entries

•

Show Opposite Sign

•

View as

If any of the filters are empty, they are not displayed on the general information sheet.

Pivot Table Sheet Microsoft Dynamics NAV creates pivot fields based on each column of data exported to the data sheet and forms the pivot table from the pivot fields. The fields in the Analysis by Dimensions page determine which pivot fields to use as rows and columns in the pivot table. Field

Setting

Show as Lines

The content of this field determines which pivot field is used as rows in the pivot table. In this demonstration, the Show as Lines field contained G/L Account, so the lowest G/L Account Level pivot field has been used to make the rows in the pivot table.

Show as Columns

The content of this field determines which pivot field is used as columns in the pivot table. In this demonstration, the Show as Lines field contained Periods. The View by field is set to Month, so the Month pivot field has been used to make columns in the pivot table.

To determine the data pivot fields to display in the pivot table, Microsoft Dynamics NAV uses the Show and Show Amount Field fields. The actual Amount, Debit Amount, Credit Amount, or budgeted Amount can be displayed. NOTE: Only Actual Amounts and Budgeted Amounts can be shown in the pivot table. This is because the other amount types are not stored on the analysis view entries and are not exported. However, calculated fields can be created in the pivot table to represent Variance, Variance%, and Index% amounts.

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Chapter 5: Analyze Microsoft Dynamics NAV Data in Microsoft Office Excel 2007 Benefits of the Pivot Table Pivot tables help to manipulate data quickly within Excel 2007. You can change the rows, columns, and data displayed in the pivot table in the layout fields. However, if formatting data in Excel 2007, you may not be able to keep the changes. You may, therefore, want to change the layout in the Analysis by Dimensions page and re-export the information. In addition to how quickly data can be manipulated in Excel 2007, the pivot table also includes the following benefits: •

Viewing more than one type of amount. For example, you can include both actual and budgeted amounts in the pivot table.

•

Showing more than one pivot field for each column or row. For example, the field can show all the G/L Account levels for each row or each AREA by Month in each column.

•

Creating calculated pivot fields to compare actual to budgeted amounts. Exported data is not limited to the pivot fields created by Microsoft Dynamics NAV.

•

Creating a chart linked to the pivot table using a wizard in Excel 2007, allowing the graphical display of dimension analysis. The pivot table automatically updates changes made to the chart layout.

NOTE: For more information about how to use data exported from Microsoft Dynamics NAV to Excel 2007, refer to the technical white paper, Analyzing Dimension Data Using Pivot Tables.

Limitations to Data Displayed in Pivot Tables When you are exporting and displaying information in an Excel 2007 pivot table, there are a few limitations in: •

Totaling accounts and dimensions

•

Begin-Total and End-Total accounts and dimensions

•

Sorting account numbers and numerical dimension values

•

Exporting Balance at Date amounts

Totaling Accounts and Dimensions Totaling accounts do not have any posted entries and will never be included in the exported accounts. If implementing a hierarchical chart of accounts using Totaling accounts instead of Begin-Total and End-Total accounts, you can only export posting accounts. The same limitation applies with the Totaling dimension values.

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Business Intelligence for Information Workers in Microsoft Dynamics® NAV 2009 Begin-Total and End-Total Accounts and Dimensions If a hierarchical chart of accounts that uses Begin-Total and End-Total accounts is exported, show all the G/L Account Level pivot fields to view the entire chart of accounts in the pivot table. Only the Begin-Total accounts are exported; the End-Total account information is included in the pivot table as a subtotal of the Posting accounts assigned to the Begin-Total Account. The pivot table line for the End-Total information has a description including the Begin-Total Account No. and Total. The same rules apply with Begin-Total and End-Total dimension values.

Sorting Account Numbers and Numerical Dimension Values Account numbers that are numeric are always sorted as numbers in Excel 2007. When a chart of accounts with account numbers of different lengths is exported, the sorting may be incorrect if you are using Microsoft® SQL Server® or changing the account numbers in Microsoft Dynamics NAV Server to have text sorting. To achieve the correct text sorting in these situations, export both the account number and name by selecting the Show Column Name check box in the Analysis by Dimensions page.

Exporting Balance at Date Amounts If you are exporting an analysis with the View as field set to Balance at Date, a starting date in the Date Filter field will be ignored. All analysis view entries prior to the ending date in the filter will be exported to Excel 2007 so the correct running balance can be displayed in the pivot table. Hide any balance to date periods in the pivot table as needed. In addition, if the ending date in the filter is after the date of the last analysis view entry, the pivot table will not include the periods with no data. This is to reduce the amount of entries exported to Excel 2007.

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Chapter 5: Analyze Microsoft Dynamics NAV Data in Microsoft Office Excel 2007

Lab 5.1 - Export an Analysis View to Excel 2007 The purpose of this lab is to reinforce your understanding of how to export an analysis view to Excel 2007. Scenario The accounting manager has asked you to create some financial analyses that can be used for a presentation. The analyses must be easily made into graphs and include the company's dimension information. All dimension information must include the name of the dimension so that the board members can understand the analyses. You are responsible for the following expense analyses: •

Monthly actual expenses for all departments for the 2009 financial year.

•

Monthly budgeted expenses for all departments for the 2009 financial year.

Save the exported files as Excel Workbooks to your desktop with the following names: •

2009 Actual Expenses by Department

•

2009 Budgeted Expenses by Department

NOTE: Because this analysis view is set up to compress data monthly, enter the data filter after the View by option is selected.

Challenge Yourself! 1. Create two analyses for the presentation based on the criteria in the scenario. 2. Export each analysis to Excel 2007 and save as specified in the scenario.

Need a Little Help? 1. 2. 3. 4. 5.

Open the Analysis by Dimensions page. Set up the header as specified in the scenario for the first analysis. Export the file to Excel 2007. Save the file as specified in the scenario and close Excel 2007. In the Analysis by Dimensions page, set up the header as specified in the scenario for the second analysis. 6. Export the file to Excel 2007. 7. Save the file as specified in the scenario and close Excel 2007.

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Business Intelligence for Information Workers in Microsoft Dynamics® NAV 2009 Step by Step To create the monthly actual expenses for all departments for the 2009 financial year, follow these steps: 1. In the navigation pane, click the Departments button. 2. Click Financial Management and then click General Ledger 3. On the General Ledger page, under Analysis & Reporting, click Analysis by Dimensions. 4. Click the Departmental Expenses line and then click Edit Analysis View. 5. On the General FastTab, ensure that the Show as Lines field is set to G/L Account. 6. In the Show as Columns field, enter Department. 7. In the G/L Account Filter field, type 8000..8530. 8. On the Options FastTab, ensure that the Show field is set to Actual Amounts and the Show Amount Field field is set to Amount. 9. Select the Show Column Name check box. 10. On the Matrix Options FastTab, in the View by field, enter Month. 11. In the View as field, enter Net Change. 12. On the Filters FastTab, in the Date Filter field, type 01/01/09..12/31/09. 13. On the Action Pane, click Show Matrix. 14. On the Related Information menu, point to Actions and then click Export to Excel. 15. In the information dialog box, click the proper server access to Excel option and click OK. 16. Review the exported file. 17. Click the Office Button and then click Save As. 18. In the Save in field, select Desktop. 19. In the Save as type field, select Excel Workbook. 20. In the File Name field, type 2009 Actual Expenses by Department. 21. Click Save. 22. Close Excel 2007. 23. Close the Analysis by Dimensions Matrix page. To create the monthly budgeted expenses for all departments for the 2009 financial year, follow these steps: 1. On the Analysis by Dimensions page for the DEPTEXP analysis view, ensure that the Date Filter field is set to 01/01/09..12/31/09. 2. In the Budget Filter field, enter 2009. 3. On the Options FastTab, enter Budgeted Amounts in the Show field.

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Chapter 5: Analyze Microsoft Dynamics NAV Data in Microsoft Office Excel 2007 4. Ensure that Show Amount Field is set to Amount, and that the Show Column Name check box is selected. 5. On the Matrix Options FastTab, ensure that the View by field is set to Month, and the View as field is set to Net Change. 6. On the Action Pane, click Show Matrix. 7. On the Related Information menu, point to Actions, and then click Export to Excel. 8. In the information dialog box, click the proper server access to Excel option and click OK. 9. Review the exported file. 10. Click the Office Button and then click Save As. 11. In the Save in field, select Desktop. 12. In the Save as type field, select Excel Workbook. 13. In the File Name field, type 2009 Budgeted Expenses by Department. 14. Click Save. 15. Close Excel 2007.

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Business Intelligence for Information Workers in Microsoft Dynamics® NAV 2009

Work with Data in Excel 2007 Once you have your data in Excel 2007, you can work with Excel 2007 formatting features to create robust views. Among other things, you can: •

Add and remove fields from the pivot table.

•

Rename columns.

•

Add columns from other spreadsheets.

•

Format columns and row headings or values to make important information, such as totals, stand out and to enhance the appearance of your data.

•

Add charts or graphics to your worksheets.

The following demonstration shows how to change some of your pivot table fields and how to add a chart.

Demonstration: Rename a Column and Add Bold Effects Scenario: After Phyllis exported the Sales Revenue analysis to Excel 2007, she decides to change a column heading to Revenue and add some bold effects to the report. To change a column label in a pivot table, perform these steps: 1. Open the Revenue Analysis spreadsheet in Excel 2007. The first column in the pivot table is called G/L Account Level 2. 2. Click the Data_REVENUE tab at the bottom of the spreadsheet. All of the data you exported is contained here. 3. Click the G/L Account Level 2 column heading and type Revenue. 4. Click the Pivot Table_REVENUE tab at the bottom of the spreadsheet. The pivot table is unchanged. 5. Click the Data tab at the top of the spreadsheet, and then in the Connections group, click Refresh All. All of the account data disappears from the pivot table. 6. In the Pivot Table Field List pane, locate Revenue. 7. Select the Revenue check box; the accounts are once again listed in the pivot table. To make column headings and totals bold, perform these steps: 1. With the pivot table selected, click the Design tab. 2. In the PivotTable Styles group, click Pivot Style Light 3; column headings and the Grand Total line are bolded.

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Chapter 5: Analyze Microsoft Dynamics NAV Data in Microsoft Office Excel 2007 Demonstration: Add a Pie Chart A number of different chart types can be automatically generated for your pivot table data. For this data, column, line, and bar charts are cluttered and confusing, because much of the revenue information included is in negative amounts. Therefore, a pie chart is the best option. Scenario: As a final step, Phyllis adds a pie chart to her Sales Revenue analysis to show revenue and totals. To add a pie chart to the Revenue Analysis spreadsheet, follow these steps: 1. 2. 3. 4.

Make sure the pivot table is selected. Click the Insert tab, and then in the Charts group, click Pie. Select the type of Pie Chart. An empty pie chart for 9/1/2009 is displayed on top of the pivot table. In the PivotChart Filter Pane, click the drop-down arrow under Legend Fields (Series) and clear the 9/1/2009 check box. Click OK. 5. Close the PivotChart Filter Pane. 6. In the Pivot Table Field List, clear the Month check box. Now, the Revenue and Total fields are displayed for October, November, and December in the pivot table. 7. Move the pie chart on the spreadsheet and change the table formatting and chart as you wish.

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Lab 5.2 - Review Exported Analysis Views Side-by-Side The purpose of this lab is to reinforce your understanding of how to review exported analysis views side-by-side. Scenario In the previous lab, you exported two Analysis Views to Excel 2007: •

Actual operating expenses for 2009 by Department

•

Budgeted operating expenses for 2009 by Department

This information is significant, but what you really need is to evaluate the actual costs for each department against the budgeted costs to evaluate how well you planned and to make budget decisions for the next year. Therefore, you combine data from the two spreadsheets and add a chart to display the sums of budgeted amounts next to sums of actual amounts for each operating expense.

Challenge Yourself! 1. Add an Actual Amounts column for each department from the 2009 Actual Expenses by Department spreadsheet to the 2009 Budgeted Expenses by Department pivot table, making sure you can differentiate between the two Amounts. 2. Add a chart to display the budgeted amounts side-by-side with the actual amounts.

Need a Little Help? 1. Copy the Amounts column from the 2009 Actual Expenses by Department spreadsheet to the 2009 Budgeted Expenses by Department spreadsheet. 2. Rename the Amounts column to Actual Amount. 3. Refresh the data and then add the Actual Amount column to the pivot table. 4. Remove the Department columns from the pivot table. 5. Add a Column chart to the spreadsheet.

Step by Step To add data from one spreadsheet to another and then update the pivot table: 1. Open the 2009 Actual Expenses by Department spreadsheet. 2. Click the Data_DEPTEXP tab. 3. Select the Amount column and then copy it.

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Chapter 5: Analyze Microsoft Dynamics NAV Data in Microsoft Office Excel 2007 4. Open the 2009 Budgeted Expenses by Department spreadsheet and click the Data_DEPTEXP tab. 5. In the column next to Debit Amount column, insert the Amount column from the Actual Expenses spreadsheet. 6. Rename the Amount column to Actual Amount. 7. Click the Pivot Table_DEPTEXP tab to open the Budgeted Amounts pivot table. 8. Click the Data tab at the top of the worksheet, and in the Connections group, click Refresh All. 9. In the top of the Pivot Table Field List pane, select the Actual Amount check box. 10. In the bottom of the Pivot Table Field List pane: a. Click the drop-down arrow on the Actual Amount line in the Row Labels box and then select Move to Values. b. Click the drop-down arrow on the Count of Actual Amount line in the Values box and then select Value Field Settings. c. Click Sum and then click OK. d. Ensure that Values are listed below Department Level 0 in the Column Labels box. 11. In the top of the Pivot Table Field List pane, clear the Department Level 0 check box. To add a chart to display the differences between budgeted and actual for each operating expense: 1. Click the Insert tab at the top of the spreadsheet. 2. In the Charts group, click Column, and then in the 2-D Column list, click the first icon. 3. Drag the chart to a spot below the pivot table.

Connect Excel 2007 to a Microsoft Dynamics NAV Database It has become relatively simple to create a connection between Excel 2007 and external databases. This means you can view and work with data cubes you create in other applications, including SQL Server Analysis Services and Business Analytics.

Procedure: Create a Connection between Excel 2007 and Microsoft Dynamics NAV Follow these steps to establish a data connection between Excel 2007 and the Microsoft Dynamics NAV database: 1. Open Excel 2007. 2. Click the Data tab.

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Business Intelligence for Information Workers in Microsoft Dynamics® NAV 2009 3. In the Get External Data group, click From Other Sources and then click From SQL Server. 4. Type the server name in the Server Name field and then select the type of credentials to use in the Log on credentials list. 5. Click Next. 6. In the Select the database that contains the data you want field, click the drop-down arrow and select the database you want to create the connection with. For example, to connect to the Microsoft Dynamics NAV database, select Demo Database NAV (6-0). 7. Clear the Connect to a specific table check box. 8. Click Finish. 9. If you chose specific log on credentials, the SQL Server Login dialog appears. Type in your password, and then click OK. 10. In the Select Table dialog, review the list of items in the database, select the item you want to view in your spreadsheet, and then click OK. 11. Select how you want the data to display in the spreadsheet: as a table, pivot table, or pivot table with chart. 12. Click OK. The data is automatically imported into the Excel 2007 spreadsheet.

Summary Because Excel 2007 is widely used, and simple to connect to, the ability to export data to and work with data in Excel 2007 can help users quickly generate attractive charts, pivot tables, and reports that can be shared outside the Microsoft Dynamics NAV environment. In addition, users may find it simpler to examine data in Excel 2007, where formatting not available in Microsoft Dynamics NAV can be used to highlight and organize important aspects of the data. Individuals interested in developing their data mining skills further can consider taking the Business Intelligence for IT Pros in Microsoft Dynamics NAV 2009 course, which concentrates on more complex report and analysis generation in tools such as SQL Server Analysis Services and Business Analytics Advanced.

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Chapter 5: Analyze Microsoft Dynamics NAV Data in Microsoft Office Excel 2007

Test Your Knowledge Test your knowledge with the following questions. 1. To export an Analysis View to Excel 2007, the user must first establish the settings and filters, click the Related Information menu, point to Actions, and click Export to Excel in which of the following pages? ( ) Analysis View page ( ) Account by Dimensions page ( ) Account Schedule page ( ) Analysis by Dimensions Matrix page 2. Which of the following statements about totaling accounts and dimensions is true? ( ) You can include them in the exported accounts by selecting the field on the Options FastTab. ( ) They do not have any posted entries and will never be included in the exported accounts ( ) You can display them as values in the exported data but cannot include the underlying formula. ( ) You can display them as values in the exported data and include the underlying formula. 3. When data is exported to Excel 2007 from Microsoft Dynamics NAV, the formatting features in Excel 2007 make it possible to perform which of the following? (Select all that apply) ( ) Add and remove fields from the pivot table ( ) Rename columns and add columns from other spreadsheets ( ) Merge data in adjacent columns ( ) Add charts or graphics to worksheets 4. You can export data from Microsoft Dynamics NAV to Excel 2007 using which of the following? (Select all that apply) ( ) Connecting from Excel 2007 to the Microsoft Dynamics NAV SQL Server database ( ) Copying from Microsoft Dynamics NAV list views and pasting to Excel 2007 worksheets ( ) Using the link feature to update Excel 2007 on a real-time basis with data entered in Microsoft Dynamics NAV ( ) Exporting directly to Excel 2007 from such Microsoft Dynamics NAV feature areas as Account Schedules and Analysis Views

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Business Intelligence for Information Workers in Microsoft Dynamics® NAV 2009

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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Chapter 5: Analyze Microsoft Dynamics NAV Data in Microsoft Office Excel 2007

Solutions Test Your Knowledge 1. To export an Analysis View to Excel 2007, the user must first establish the settings and filters, click the Related Information menu, point to Actions, and click Export to Excel in which of the following pages? ( ) Analysis View page ( ) Account by Dimensions page ( ) Account Schedule page (•) Analysis by Dimensions Matrix page 2. Which of the following statements about totaling accounts and dimensions is true? ( ) You can include them in the exported accounts by selecting the field on the Options FastTab. (•) They do not have any posted entries and will never be included in the exported accounts ( ) You can display them as values in the exported data but cannot include the underlying formula. ( ) You can display them as values in the exported data and include the underlying formula. 3. When data is exported to Excel 2007 from Microsoft Dynamics NAV, the formatting features in Excel 2007 make it possible to perform which of the following? (Select all that apply) (√) Add and remove fields from the pivot table (√) Rename columns and add columns from other spreadsheets ( ) Merge data in adjacent columns (√) Add charts or graphics to worksheets 4. You can export data from Microsoft Dynamics NAV to Excel 2007 using which of the following? (Select all that apply) (√) Connecting from Excel 2007 to the Microsoft Dynamics NAV SQL Server database (√) Copying from Microsoft Dynamics NAV list views and pasting to Excel 2007 worksheets ( ) Using the link feature to update Excel 2007 on a real-time basis with data entered in Microsoft Dynamics NAV (√) Exporting directly to Excel 2007 from such Microsoft Dynamics NAV feature areas as Account Schedules and Analysis Views

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Business Intelligence for Information Workers in Microsoft Dynamics® NAV 2009

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