Using The Dynamics Ax Excel Add in

Dynamics AX | Excel | Data Management
USING THE DYNAMICS AX EXCEL ADD-IN
The Excel Add-In is an incredibly useful tool because it doesnt just allow you to download
information from Dynamics AX, but it also allows you to publish information back to the
system without compromising the data integrity. You can use this for the initial data
setup within Dynamics AX, quick maintenance of multiple records, moving data from one
system to another, and even aggregating data through matrix fields. And best of all, this
tool is included for free with Dynamics AX, so you dont need to buy additional licenses in
order to use it.
In this worked example we will show how you can use the Dynamics AX Excel Add-In to
make updating data a breeze.
2013. All rights reserved.
INSTALLING THE DYNAMICS AX EXCEL ADD-IN

Before you start working through these examples, you need to make sure that you have the Dynamics AX Excel Add-In installed. If you open up Excel and there is a Dynamics AX tab in the
ribbon bar, then you are fine. If not, you will need to install it.
In this section we will show you where to find the install kit and how to install it.
Installing The
Dynamics AX Excel
Add-In
The installation for the Office Add-Ins are included on the

Dynamics AX 2021 installation kit. To find them, just
select the Microsoft Dynamics AX Components from the
Install group.
Installing The
Dynamics AX Excel
Add-In
Skip through the welcome page by clicking on the Next

button.
Installing The
Dynamics AX Excel
Add-In
Make sure that you have the Add or modify components

option checked on the next step of the dialog box and
then click Next.
Installing The
Dynamics AX Excel
Add-In
When the Add or modify components page is displayed,

check the Office add-ins option within the Client
components group, and then click Next, and complete the
installation.
Installing The
Dynamics AX Excel
Add-In
Now, when you open up Excel, you should see a Dynamics

AX tab with a couple of new options for you.
DOWNLOADING & PUBLISHING DATA

THROUGH EXCEL
Once you have the Excel Add-In installed, you can start using it to download, update, and publish Dynamics AX data. This is useful not only for initial data loading, but also for ongoing
maintenance of the system, because it allows you to maintain records within Dynamics AX quickly through Excel.
In this example we will show how you can download and publish changes to Dynamics AX records.
Downloading &
Publishing Data
Through Excel
You can update pretty much any data that you are able to
access through the Dynamics AX client. All you need to
know is where to find it.
If you dont know what table to update though, here is a
quick trick. Find a form that has the data that you want to
update through Excel.
Downloading &
Publishing Data
Through Excel
Then right-mouse-click on the form and select the

Personalize option from the context menu.
Downloading &
Publishing Data
Through Excel
When the Personalization form is displayed, select the

Query tab. This shows all of the tables that are related to
the form, and if you look at the first data source, then it is
usually the table that you want to access.
Downloading &
Publishing Data
Through Excel
To created a linked worksheet within Excel, select the

Dynamics AX ribbon bar, and then from the dropdown
menu of the Add data button, click on the Add Tables
option.
Downloading &
Publishing Data
Through Excel
This will open up a table selection dialog box. You can

scroll down the list to find the table that you want to add
to your worksheet.
Downloading &
Publishing Data
Through Excel
Or you can also just type in the table name in the Filter
field at the bottom of the form.
Downloading &
Publishing Data
Through Excel
Select the table, and then click on the > button to add the
table to the selected tables. You can continue adding
tables if you want, and when you are finished, click on the
OK button.
Downloading &
Publishing Data
Through Excel
This will create a new worksheet for all of the tables that
you selected to add, and also open up the field explorer
on the left hand side with all of the available fields that
you can select from.
Note that the initial index fields are added by default to
your worksheet, saving a little bit of time.
Downloading &
Publishing Data
Through Excel
Now from the field list on the left, select all of the fields
that you want to include in the worksheet.
When you have finished, click on the Fields button in the
Design group of the Dynamics AX ribbon bar to return to
update mode.
Downloading &
Publishing Data
Through Excel
When you swap from the field listing to the edit mode,
you will initially have no records showing. To view all of
the data that is in the company, select the Refresh button
and then select the Refresh All iption.
Downloading &
Publishing Data
Through Excel
Now you will see all of the records from Dynamics AX.
Downloading &
Publishing Data
Through Excel
To add a new record, simply start adding a new line on the

next available row. It will automatically extend the table
showing you that you are inserting a new line.
Downloading &
Publishing Data
Through Excel
Also, as you are updating the records, if there is an

enumeration associated with the field, then you can select
it from a drop down, saving you time in trying to work out
what the values should be.
Downloading &
Publishing Data
Through Excel
After you have added your new record, then select the
Publish All option from the Publish button.
Downloading &
Publishing Data
Through Excel
If all of your field values are correct, and you dont add
any records that already exist, then the table will refresh
and you will now see your new record.
Downloading &
Publishing Data
Through Excel
It will also create a new sheet called Dynamics AX Status

which will show you how many records were updated,
and also any errors if they occurred.
Downloading &
Publishing Data
Through Excel
If we return back to Dynamics AX, then we will see the

new record is there as well.
Downloading &
Publishing Data
Through Excel
You can use this for initial data loading, saving a lot of
repetitive data updates. For example, you can use this for
adding all of the common codes that you need for a new
company, and even for adding new chart of accounts in
just seconds.
USING FILTERS TO UPDATE SELECT DATA

The Excel Add-In has a feature that allows you to filter out the data that is returned every time that you refresh the worksheets. This allows you to easily update just the information that
you are interested in. This is really useful for maintenance of data where you need to update a number of records at once that match a certain criteria, because you can download all of the
records, select the items that you want to view, and then quickly maintain the fields and publish them back to Dynamics AX.
In this example we will show you how to filter a table query and then update multiple records at once.
Using Filters to
Update Select Data
In this example, we have queries the Vendors table.

Using Filters to
Update Select Data
Since this is still an Excel table, you can filter on any of the
fields.
Using Filters to
Update Select Data
You can select any of the values that are in the table for
the filter, and then click OK.
Using Filters to
Update Select Data
This returns a subset of the data.

Using Filters to
Update Select Data
Another option though is to open up the Add-Ins filter by

clicking on the Filter button within the Dynamics AX
ribbon bar. This will open up the filter designer. You can
add a filter condition simply by clicking on the Add
condition button.
Using Filters to
Update Select Data
This will allow you to select a field that you want to filter
on.
Using Filters to
Update Select Data
And also, if you click on the button, it will show you a

list of all the valid field values that you can apply to the
filter.
Using Filters to
Update Select Data
You can continue to add as many filters as you want, and

when you are done, click on the OK button.
Using Filters to
Update Select Data
The next time that you refresh the data, you will only get
the data that matches the filter criteria. This is better
than the Excel filter, because all of the additional records
are not returned, rather than being hidden in the
traditional filter.
Using Filters to
Update Select Data
Once you have your dataset that you want to update, you
can change any of the field values.
Using Filters to
Update Select Data
And then to update all of the selected records, just click

on the Publish All option within the Publish buttons drop
down list.
Using Filters to
Update Select Data
The Add-In will notify you of any problems, and also

confirm that the records were updated.
This is useful for all of the final tweaking of data that you
always do after you load all the records, and also for
periodic changes to the subsets of data that you always
have to perform.
COPYING DATA BETWEEN COMPANIES

Another useful way that you can take advantage of the Excel Add-In is for data migration. You have the option of selecting what instance, partition, and company that you want to upload
and publish to, and they dont have to be the same. So if you have a test and a live environment, and you want to move data between the two to ensure that you have the same
configuration codes, then you can download the data from one, and then publish it to another. Or, if you are configuring a new company, then you can copy a lot of the base data from
another existing company, saving time.
In this example we will show how you can use the Excel Add-In to copy data between entities.
Copying Data
Between
Companies
In another company, I have not loaded all of my base

data, so we will use our main company as the template to
load the data.
Copying Data
Between
Companies
From the Dynamics AX ribbon bar, select the Options

button from the Configure group. This will option up the
data source options for the current worksheet.
Copying Data
Between
Companies
You can change the Legal Entity that will be used just by
selecting it from the drop down list.
Copying Data
Between
Companies
Note also that you can change the Server to point to

another instance of Dynamics AX, and also change the
Partition if you have multiple instances stored within the
same database instance. Once you have selected the new
target company, click on the OK button.
Copying Data
Between
Companies
Before we refresh the data, we will save off the data from
the original company for reference. This will make it
easier to cut and paste the data back into the new
company. So we just select all of the original table, and
then copy it.
Copying Data
Between
Companies
Then paste the data over to the right of the main data.
Copying Data
Between
Companies
Now that we have the template data saved we can

continue on.
Copying Data
Between
Companies
Return back to the linked table, and then select the

Refresh All option from the Refresh drop down.
Copying Data
Between
Companies
Since there is no data in the other company then the

linked table will be blank.
Copying Data
Between
Companies
Select the template data that you saved and then paste it
as text into the linked table.
Copying Data
Between
Companies
This will add all of the data for you so that it matches the
template. Although notice that I didnt populate the
Terms of Payment etc. here in this example thats only
because those tables are not configured, but highlight
that you can cleanse the data before pasting it in/
Copying Data
Between
Companies
Now from the Publish ribbon bat menu, select the Publish
All option to push the data to the new company.
Copying Data
Between
Companies
If there are no errors, then the table should simply refresh

itself. If there are errors in the update then you can check
the Dynamics AX Status sheet to see what they are.
Copying Data
Between
Companies
Now when we look back into Dynamics AX then all of our

new data is in the new company.
Copying Data
Between
Companies
Once you have created the template worksheet you can

then save it away and reuse it at any time. If you really
want to be clever then you can create a worksheet that
has all of the common data that you need to load and reuse it over and over again.
IMPORTING COMPLEX DATA STRUCTURES

Not everything is as simple as loading one table at a time though. For more complex data structures like Products, Customers, Vendors, BOMs etc. you may need to load multiple tables in
order to get all of the data to show. You can do this as well through the Excel Add-In, you just need a little more planning.
In this example we will show how you can use the Excel Add-In to create a template for loading master data within Dynamics AX.
Importing Complex
Data Structures
EcoResProductDimensionGroup
PK
RecId
EcoResProductDimensionGroupProduct
PK
RecId
FK1
FK2
Product
ProductDimensionGroup
EcoResProductIdentifier
PK
RecId
FK1
Product
EcoResProductMaster
PK,FK1
RecId
EcoResProduct
PK
EcoResInstanceValue
PK
RecId
RecId
EcoResDistinctProductVariant
PK,FK1
RecId
FK2
ProductMaster
EcoResDistinctProduct
PK,FK1
RecId
EcoResProductInstanceValue
PK,FK2
RecId
FK1
Product
As an example, in order to load a product, you need to

populate (in this order) a minimum of three tables:
EcoResProduct
EcoResProductTranslation
InventTable
Importing Complex
Data Structures
In this example we were given a raw extract of all the

products that we need to import into Dynamics AX which
we pasted into our worksheet.
Then to create an import template, first link in the tables
that you want to load into the worksheet.
Importing Complex
Data Structures
Because the raw data is not in the format that we really

want to in we also created a new Product Data sheet, and
then massaged the data a little to tidy up the information.
Importing Complex
Data Structures
Each of the tables that we need to load will be in their

own sheet within the worksheet.
Importing Complex
Data Structures
We use the column headings that we have selected to

populate for the sub-tables as a template column in the
Product Data worksheet and then use formulas to map
the fields.
Importing Complex
Data Structures
Now its just a matter of copying the data in blocks from

the Product Data sheet over to the linked tables.
Importing Complex
Data Structures
And then selecting the Publish All option from the

Dynamics AX ribbon bar. You can reuse this template
once its created to load masses of data without even
breaking a sweat.
USING MATRIX FIELDS TO UPDATE MULTIPLE

RECORDS
There is another neat feature that available with the Excel Add-In which allows you to create new Matrix Fields. These are query fields that allow you to aggregate data and show it as one
value, making some data updates even simpler. You can use this for summing data, and also segregating data into groupings such as period ranges.
In this example we will show how you can use the Matrix Fields option to created total and period based aggregate fields.
Using Matrix Fields

to Update Multiple
Records
For example, forecast data is managed within Dynamics

AX at a calendar date level.
Using Matrix Fields

to Update Multiple
Records
If we look at this information through Excel, then it is not

really conducive to updates because it is more linier
rather than the normal tabular view that most people
want to work with.
Using Matrix Fields

to Update Multiple
Records
To aggregate the data, right-mouse-click on the table

name within the field explorer and select the Create
Matrix Field option.
Using Matrix Fields

to Update Multiple
Records
This will open up a dialog box that allows you to create a

new field based on an existing field.
Using Matrix Fields

to Update Multiple
Records
Also you can filter the data so that you only select certain
groups of values. This is useful because you can create
period based fields that only apply to certain dates within
the data selection.
Using Matrix Fields

to Update Multiple
Records
To use the Matrix Field, just create a new worksheet, and

select the fields that you want to summarize to, and then
add the matrix field.
Using Matrix Fields

to Update Multiple
Records
When you refresh the data, then you will see the matrix
field summing up all of the child values.
If you update any of the values, then it will prorate the
changes over all of the related table records.
Using Matrix Fields

to Update Multiple
Records
If you take this to the next level, you can then create
Matrix Fields for periods, and then use it in this case to
forecast by date ranges.
IMPORTING & EXPORTING DATA THROUGH

DOCUMENT SERVICES
There is one additional way that you can query and publish data with the Excel Add-In, and that is through the Document Services that are published within Dynamics AX. This is a little
different from the table links, because it is accessing the data through classes, allowing you to update more than one table at a time, but also requires a little bit of coding in order to get
new services configured. Luckily, there are some services that have already been deployed with Dynamics AX that you can use this on.
In this example we will show how you can use the Data option within the Excel Add-In to query and publish data.
Importing &
Exporting Data
Through Document
Services
Open the Document data sources menu item within the

Document management folder in the Setup group of the
System Administration area. This will list out all of the
registered document services that you are able to use
within Dynamics AX.
Importing &
Exporting Data
Through Document
Services
To use these with Excel, select the Add Data option from
the Add Data button of the Dynamics AX ribbon bar.
Importing &
Exporting Data
Through Document
Services
When the Add Data dialog box is displayed, you should be

able to see the same data sources.
Note, some of the data sources have pencils in the icon,
this indicates that you can publish the data through them
otherwise they are just read only.
Importing &
Exporting Data
Through Document
Services
The data services work exactly the same way as the

tables, by showing you all of the available fields that you
can add to the sheet.
Importing &
Exporting Data
Through Document
Services
Just select the fields that you want to use, and drop them
onto your sheet.
Importing &
Exporting Data
Through Document
Services
When you switch to edit mode, you can refresh the data,
and then retrieve all of the records.
Importing &
Exporting Data
Through Document
Services
If you want, you can also create Matric Fields as well to

reformat the way that the data is displayed.
SUMMARY
In this walkthrough we showed how you can use the Dynamics AX Excel Add-In in a number of different ways to query, and also to publish data. It is a great tool to use to create update
templates and also to make a lot of periodic update tasks a lot easier.
Murray Fife
Microsoft MVP
http://slideshare.net/murrayfife/presentations

Using The Dynamics Ax Excel Add in

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Dynamics AX | Excel | Data Management

USING THE DYNAMICS AX EXCEL ADD-IN

2013. All rights reserved.

INSTALLING THE DYNAMICS AX EXCEL ADD-IN

2013. All rights reserved.

The installation for the Office Add-Ins are included on the

Skip through the welcome page by clicking on the Next

Make sure that you have the Add or modify components

When the Add or modify components page is displayed,

Now, when you open up Excel, you should see a Dynamics

DOWNLOADING & PUBLISHING DATA

2013. All rights reserved.

Then right-mouse-click on the form and select the

When the Personalization form is displayed, select the

To created a linked worksheet within Excel, select the

This will open up a table selection dialog box. You can

To add a new record, simply start adding a new line on the

Also, as you are updating the records, if there is an

It will also create a new sheet called Dynamics AX Status

If we return back to Dynamics AX, then we will see the

USING FILTERS TO UPDATE SELECT DATA

2013. All rights reserved.

In this example, we have queries the Vendors table.

This returns a subset of the data.

Another option though is to open up the Add-Ins filter by

And also, if you click on the button, it will show you a

You can continue to add as many filters as you want, and

And then to update all of the selected records, just click

The Add-In will notify you of any problems, and also

COPYING DATA BETWEEN COMPANIES

2013. All rights reserved.

In another company, I have not loaded all of my base

From the Dynamics AX ribbon bar, select the Options

Note also that you can change the Server to point to

Now that we have the template data saved we can

Return back to the linked table, and then select the

Since there is no data in the other company then the

2013. All rights reserved.

If there are no errors, then the table should simply refresh

Now when we look back into Dynamics AX then all of our

Once you have created the template worksheet you can

IMPORTING COMPLEX DATA STRUCTURES

2013. All rights reserved.

As an example, in order to load a product, you need to

In this example we were given a raw extract of all the

Because the raw data is not in the format that we really

Each of the tables that we need to load will be in their

We use the column headings that we have selected to

Now its just a matter of copying the data in blocks from

And then selecting the Publish All option from the

USING MATRIX FIELDS TO UPDATE MULTIPLE

2013. All rights reserved.

Using Matrix Fields

For example, forecast data is managed within Dynamics

Using Matrix Fields

If we look at this information through Excel, then it is not

Using Matrix Fields

To aggregate the data, right-mouse-click on the table

Using Matrix Fields

This will open up a dialog box that allows you to create a

Using Matrix Fields

Using Matrix Fields

To use the Matrix Field, just create a new worksheet, and